Payroll Process

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This documents deals with Payroll processes such as Paysheet,

PayCalc and PayConfirm process.

PAYSHEET PROCESS

Paysheets are normally created using the PAYSHEET (Paysheet

Creation) process. However, they can also be created manually online, or
through a time interface.
Paysheets are used to enter time and any additional payroll-related
information such as earnings, frequency, one-time deductions, one-time
garnishments, one-time taxes, accounting data, and tax periods.

1) Points to Consider When Running the PAYSHEET Process

· The PAYSHEET process can be run before or after a time interface. It

depends on whether the time interface was designed to load the majority of
the paysheet data, or simply other earnings.
· Once paysheets are created, you would not normally rerun this
process. However, this may be necessary if any high-level information on
the paysheet changed (for example, earnings code for regular or overtime
pay). If you need to recreate paysheets, it is recommended that you run
PAYUNSHT first to delete the current paysheets. Otherwise, the process
will not recreate a paysheet for an employee who already has one.
· If an error occurs during this process, it can be rerun and the process
will continue processing where it left off (after the last commit to the
database).

2) Tables the PAYSHEET process selects from:

PS_PAYSHEET_RUNCTL The process selects the run control record that

was added by the user prior to running the
process.

PS_PAY_CALENDAR Using the Run ID, the process selects the

appropriate pay calendar information.

PS_INSTALLATION The process selects the Balance ID for the

calendar year.

3) Tables the PAYSHEET process inserts into:

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PS_PAY_PAGE This table contains the paysheet pages that
are created. Each page may be the parent to
several paylines.
PS_PAY_LINE This table contains individual paylines. Each
employee will be created on a separate payline
during on-cycle processing. Each payline may
be the parent to several pay earnings records.
These pay earnings records may represent one
or more checks.
PS_PAY_EARNINGS This table contains individual pay earnings
records. Each paycheck may contain several
pay earnings records. Some key fields on this
table are:

SEPCHK - Determines whether these earnings

are associated with a separate check.
PAY_LINE_STATUS - Indicates whether the
earnings record has been calculated or
confirmed successfully. Valid values are
I Initial Load.
U Updated by operator.
C Calculated successfully.
E Error.
F Confirmed successfully.
P Pay in Progress.

JOB_PAY - Directs the process to update the

paysheet with the most current job
information.

OK_TO_PAY - Indicates whether this record

should be processed. If this field is set to ‘N’,
the calculation process will bypass this record.

DED_TAKEN - Directs the system how to

take deductions. If this field is set to ‘N’, no
deductions will be taken for this check.
PS_PAY_OTH_EARNS This table contains other earnings records
which are added to the paysheet. The
PAYSHEET process may generate these
records automatically from the additional pay
data records under Employee Payroll Data.
Records added from additional pay will have
the ADDL_SEQ field set to a value > 0. Other
Earnings records may also be added online or
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through a time interface. Records added in
this manner should have the ADDL_SEQ field
set = 0. Otherwise, additional pay will not be
processed correctly. There may be multiple
other earnings records for one
PS_PAY_EARNINGS record.

PS_PAY_MESSAGE This table is updated with standard payroll

error messages that are encountered during
the process.

4) Table the PAYSHEET process updates:

PS_PAY_CALENDAR The PAY_SHEETS_RUN flag on the pay

calendar is set to ‘Y’ to indicate that the
PAYSHEET process has run successfully.

5) Tables the PAYSHEET process deletes from:

PS_PAYSHEET_RUNCTL The run control is deleted after the process is

initiated.
PS_PAY_MESSAGE Messages from the prior run are deleted by
company, pay group, pay end date and off-
cycle indicator. Page number is also used for
off-cycle check processing.

PAY CALCULATION PROCESS

The CALCPAY (Pay Calculation) process uses the paysheet data to

calculate earnings, taxes, deductions, and net pay. At the beginning of the
CALCPAY, a paysheet update process is done. This is similar to the
PAYSHEET process and is designed to update the paysheets with any
employee changes that were made after paysheets were created.

1) Points to Consider When Running the CALCPAY Process

· CALCPAY can be rerun as many times as necessary, until CONFIRM is

started.
· The system does the same processing for a preliminary calculation as
for a final calculation. However, you must run a final calculation before
running CONFIRM. Therefore, you can always run final calculations, and
never run a preliminary calculation.

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· If an error occurs during this process, it can be rerun and the process
will continue processing where it left off (after the last commit to the
database).

2) Tables the CALCPAY process selects from:

PS_PAY_CALC_RUNCTL The process selects the run control record that

was added by the user prior to running the
process. The run control may be set up to
RECALCULATE ALL or CALCULATE WHERE
NEEDED. If the run control specifies
RECALCULATE ALL, all records will be
calculated, even if they were already
calculated. If the run control specifies
CALCULATE WHERE NEEDED, the system
will look at the PAY_LINE_STATUS to
determine which records to calculate.

PS_PAY_CALENDAR Using the Run Control ID, the process selects

the appropriate pay calendar information.
PS_PAY_PAGE Pages for the calendar being processed will be
selected.
PS_PAY_LINE Lines for the calendar being processed will be
selected.

PS_PAY_EARNINGS Using the PAY_LINE_STATUS on

PS_PAY_EARNINGS and the CALC_SELECT
field on PS_PAY_CALC_RUNCTL, the system
selects the records to be calculated. If the run
control specifies RECALCULATE ALL, all
records with OK_TO_PAY = ‘Y’ will be
calculated, even if they were already
calculated successfully. If the run control
specifies CALCULATE WHERE NEEDED, the
system will only calculate those records where
OK_TO_PAY = ‘Y’ and the PAY_LINE_STATUS
is I, P, U or E.

PS_PAY_OTH_EARNS Other earnings for the calendar being

processed will be selected.
PS_PAY_ONE_TIME One-time deductions for the calendar being
processed will be selected.
PS_PAY_TAX_OVRD One-time taxes for the calendar being
processed will be selected (U.S. only).
PS_GARN_OVRD One-time garnishments for the calendar being
processed will be selected.
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3) Tables the CALCPAY process inserts or updates into:

PS_PAY_CHECK This table is updated with the gross-to-net

information for each paycheck.
PS_PAY_DEDUCTION This table is updated with all deductions taken
on each check. It is stored by employee,
deduction, and pay end date. This table
contains the current pay period as well as
previous periods.
PS_PAY_TAX This table is updated with all taxes taken for
each check. It is stored by employee, tax
class, and pay end date. This table contains
the current pay period as well as previous
periods.
PS_PAY_GARNISH This table is updated with the garnishment
deductions taken for each check. This table
contains current period deductions as well as
prior periods.
PS_PAY_SPCL_EARNS This table is updated with the earnings totals
that make up the special accumulators.
PS_PAY_MESSAGE This table is updated with standard payroll
error messages that are encountered during
the process. If the error that occurred is a
high-level error (for example, Deduction Table
not found), the error will only be reported on
the payroll messages for the first employee
who met this condition. Other employees who
meet this condition will have their
PAY_LINE_STATUS set to ‘E’, but they will not
be reported in the payroll messages. The
assumption is that once the Deduction Table is
added, it will fix the error for all employees.
This prevents the PAY_MESSAGE table from
filling up with duplicate messages. If a low-
level error is encountered (for example,
employee tax data not found), this error will
be reported in the payroll messages for all
employees who meet this condition.

4) Tables the CALCPAY process updates:

PS_PAY_CALENDAR The PAY_PRECALC_RUN flag is set to ‘Y’

when a preliminary calculation process has
run successfully. The PAY_CALC_RUN flag is
set to ‘Y’ when a final calculation process has
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run successfully. You will not be allowed to
run the CONFIRM process until the
PAY_CALC_RUN flag is set to ‘Y’.
PS_PAY_PAGE New records may be added to this table as a
result of the paysheet update process (in other
words new employees that were hired since
PAYSHEET or CALCPAY were last run).
PS_PAY_LINE New records may be added to this table as a
result of the paysheet update process (in other
words new employees that were hired since
PAYSHEET or CALCPAY were last run).

PS_PAY_EARNINGS The PAY_LINE_STATUS will be updated as

follows:
C Calculated successfully.
E Calculation error; check for payroll
messages or other errors.
P An error occurred that prevented
CALCPAY from completing. This check
will be recalculated when CALCPAY is
rerun. Earnings or other paysheet fields
may be updated as a result of a job
change or new hires made since
paysheets or CALCPAY were last run.
PS_PAY_OTH_EARNS Other earnings may be updated as a result of a
change on the Additional Pay Data panels.
PS_PAY_CHECK Earnings, taxes, or deduction amounts may be
updated as a result of a change on the
paysheet. PAYCHECK_STATUS will be set to
‘C’ for calculated.

5) Tables the CALCPAY process deletes from:

PS_PAY_CALC_RUNCTL The run control is deleted after the process is

initiated.
PS_PAY_MESSAGE Messages from the prior run are deleted by
company, pay group, pay end date, and off-
cycle indicator. Page number is also used in
off-cycle check processing.

PAY CONFIRMATION PROCESS

During the Pay Confirmation process, the system updates all balances
for earnings, deductions, taxes, garnishments, and arrears. The system also
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assigns check and advice numbers. In addition, this process deletes all
paysheet and paycheck records for those paysheets where OK_TO_PAY =
‘N’ on the PAY_EARNINGS record. There will be no history of these
records.

1) Points to consider when running the CONFIRM process

· You should back up the database before running CONFIRM. This is

necessary because this process cannot simply be rerun once it has
completed.
· If an error occurs during this process, it can be rerun and the process
will continue processing where it left off (after the last commit to the
database).

2) Tables the CONFIRM process selects from

PS_PAY_CONF_RUNCTL The process selects the run control record that

was added by the user prior to running the
process.
PS_PAY_CALENDAR Using the Run Control ID, the process selects
the appropriate pay calendar information.
PS_INSTALLATION The process selects the Balance ID for the
calendar year.
PS_PAY_PAGE Pages for the calendar being processed are
selected.
PS_PAY_LINE Lines for the calendar being processed are
selected.
PS_PAY_CHECK Paychecks where PAYCHECK_STATUS = ‘C’
are selected.
PS_PAY_EARNINGS Pay earnings where PAY_LINE_STATUS = ‘C’
are selected.
PS_PAY_SPCL_EARNS Special accumulator amounts for the calendar
being processed are selected.
PS_PAY_TAX Taxes taken for the calendar being processed
are selected.
PS_PAY_GARNISH Garnishments taken for the calendar being
processed are selected.
PS_PAY_DEDUCTION Deductions taken for the calendar being
processed are selected.
This process also selects from some employee
and pay process tables.

3) Tables the CONFIRM process inserts into

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PS_PAY_DISTRIBUTN The pay distribution table is updated with
check and advice information.
PS_PAY_MESSAGE This table is updated with standard payroll
error messages that are encountered during
the process.
PS_PAY_CHECK_DUE This table is updated with the check
information that is later used by the check
reconciliation process.
PS_CHECK_YTD* This balance table is updated with the current
period check information.
PS_EARNINGS_BAL* Earnings balances are updated with earnings
and special accumulator data for the current
period.
PS_DEDUCTION_BAL* Deduction balances are updated with the
current period amounts.
PS_TAX_BALANCE* Tax balances are updated with the current
period amounts.
PS_GARN_BALANCE* Garnishment balances are updated with the
current period amounts.

* These tables may be inserted into or updated depending on the payroll

cycle being run.

4) Tables the CONFIRM process updates

PS_PAY_PAGE CONFIRMED flag is set to ‘Y’.

PS_PAY_LINE CONFIRMED flag is set to ‘Y’.
PS_PAY_EARNINGS PAY_LINE_STATUS is set to ‘F’.
PS_PAY_CHECK PAYCHECK_STATUS is set to ‘F’.
PS_DED_ARREARS Deduction arrears balances are updated to
reflect the current arrears balances.
PS_ADDL_PAY_DATA Additional pay data is updated to reflect the
new goal balance (GOAL_BAL).
PS_GARN_SPEC Garnishment specification data is updated to
reflect the new limit balance
(GARN_LIMIT_BAL).
PS_GENL_DEDUCTION Employee general deduction data is updated
to reflect the new goal balance (GOAL_BAL).
PS_VACATION_BEN Employee vacation benefit table is updated to
reflect the new goal balance (GOAL_BAL).
PS_LEAVE_ACCRUAL Unprocessed data fields are updated on
employee leave accrual records. Note: A leave
accrual record will be inserted if the employee
has not been processed through the
ACCRUAL process yet.

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PS_PAY_FORM_TBL The LAST_FORM#_USED is updated on the
form table.
PS_PAY_CALENDAR The PAY_CONFIRM_START flag is set to ‘Y’
when the process is started initially. The
PAY_CONFIRM_RUN flag is set to ‘Y’ when the
process has run to completion successfully.

5) Tables the CONFIRM process deletes from

PS_PAY_CONF_RUNCTL The run control is deleted after the process is

initiated.
PS_PAY_MESSAGE Messages from the prior run are deleted by
company, pay group, pay end date, and off-
cycle indicator. Page number is also used for
off-cycle check processing.
PS_PAY_PAGE Records whose PS_PAY_LINE entries are no
longer there.

In the following tables, records whose PS_PAY_EARNINGS have

OK_TO_PAY = ‘N’ are deleted.

PS_PAY_LINE
PS_PAY_EARNINGS
PS_PAY_OTH_EARNS
PS_PAY_ONE_TIME
PS_PAY_TAX_OVRD
PS_PAY_CTX_OVRD
PS_PAY_GARN_OVRD
PS_PAY_DEDUCTION
PS_PAY_TAX
PS_PAY_GARNISH
PS_PAY_CHECK
PS_PAY_SPCL_EARNS

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