Integrating with PeopleSoft Enterprise Time and Labor

This chapter provides an overview of the interface with Time and Labor and discusses how to:

• Set up the interface with Time and Labor.

• Load payable time into paysheets.

• Extract time and labor costs.

Understanding the Interface with Time and Labor

This section discusses:

• Processing steps.

• Processing summary.

• Consolidation.

Processing Steps

To process a payroll in Payroll for North America using Time and Labor data:

1. Set up the interface between Time and Labor and Payroll for North America.

2. Load time and labor data into paysheets.

   PeopleSoft recommends executing the Load Time and Labor COBOL SQL process (PSPLDTL1) immediately before executing the payroll calculation. This ensures that the payroll system receives the most current information for processing.

3. Review error messages in the Review Time and Labor Load component (PY_LDTL_TBL).

   You can locate and view all errors for each employee that has errors.

   If errors result from payable time, resolve them in Time and Labor and load data again.

4. Run the Pay Calculation COBOL SQL process (PSPPYRUN) and the remaining phases of the payroll cycle through confirmation.

5. Run the Extract Time and Labor Costs Application Engine process (PY_PULL_COST) to extract time and labor costs from Payroll for North America into Time and Labor.

This diagram illustrates the responsibilities of the Payroll User in the Payroll for North America and Time and Labor interface:

Responsibilities of Payroll User in the Payroll for North America and Time and Labor interface

Time and Labor generates payable time that can be transmitted to a payroll application by using an integration feature between the two applications. All interactions between Time and Labor and Payroll for North America are initiated from the payroll pages.

Note. The system excludes non-employee data from being updated in Payroll for North America.

Setting Up the Interface with Time and Labor

This section discusses how to:

• Select Installation Table options.

• Select task elements for the pay group.

• Select final check options.

• View the pay calendar indicator.

Pages Used to Set Up the Time and Labor Interface

Selecting Installation Table Options

Access the Installation Table - Product Specific page (Set Up HRMS, Install, Installation Table, Product Specific).

Options in the T&L/NA Payroll Paysheet Opt (Time and Labor and North American payroll paysheet options) group box relate specifically to the functioning of the integration between Time and Labor and Payroll for North America.

See Also

Entering Application- and Industry-Specific Installation Information

Selecting Task Elements for the Pay Group

Access the Pay Group Table - Time and Labor page (Set Up HRMS, Product Related, Payroll for North America, Payroll Processing Controls, Pay Group Table) Click the Pages 7–9 link. Select the Time and Labor page.

Task Elements to Load to Payroll

Insert a row for each time and labor element that you want to be loaded onto paysheets: Account Code, Business Unit, Department, Job Code, Locality, Position Number, and State. Separate lines are created on the paysheets whenever a new set of time and labor elements is encountered. For example, if you select Business Unit and then put a different business unit on the regular hours reported for each day (for five days), five lines would be created on the paysheet. However, if you select Business Unit and Department, then enter the same business unit and department on all hours reported for the pay period, one line would be created on the paysheet. Certain values also have dependencies. If you select Department, you must also select Business Unit. If you select Job Code, you must also select Business Unit. If you select Locality, you must also select State.

Note. The Payroll for North America system is delivered with the default values of State and Locality already inserted on this page. If you designate multiple task elements on this page, it may cause problems with the array size. Take this into consideration when setting up this page.

Selecting Final Check Options

Access the Final Check Program Table - Program Definition page (Set Up HRMS, Product Related, Payroll for North America, Payroll Processing Controls, Final Check Program Table, Program Definition).

Select the Include T&L Payable Time (include time and labor payable time) check box if you want to include time and labor payable time during a Final Check process.

See Also

Defining the Final Check Process

Viewing the Pay Calendar Indicator

Access the Pay Calendar Table page (Set Up HRMS, Product Related, Payroll for North America, Payroll Processing Controls, Pay Calendar Table, Pay Calendar Table).

The T&L Extract costs (time and labor extract costs) display-only check box indicates whether labor distribution has been run for this pay calendar. The system selects this check box if the labor distribution process has been run.

Loading Payable Time into Paysheets

This section provides overviews of processing steps and guidelines, run control options, and consolidation, lists prerequisites, and discusses how to:

• Select processing parameters.

• Filter the load processing.

• Select earnings for on-cycle separate checks.

Understanding Processing Steps and Guidelines

Use the following guidelines to ensure an accurate transfer of time and labor data to Payroll for North America paysheets.

Processing Steps

To process a payroll in Payroll for North America using time and labor data:

1. Load time and labor data into paysheets.

2. Review results and correct errors.

3. Start the pay calculation processing and the remaining phases of the payroll cycle.

Payroll Processes That Load Time and Labor Time

The following Payroll for North America processes load payable time from Time and Labor:

• Load Time and Labor COBOL SQL process (PSPLDTL1).

• Pay Calculation.

• Online Check.

• Final Check.

Iterative Processing

Initiate the loading of the time and labor data from the Load Time and Labor component (PY_LDTL_RC), where you specify the pay run ID and additional criteria to filter data you want to load. Based on the options that you select in this component, the process selects appropriate payable time from Time and Labor records. You can also identify which data should be loaded to separate checks.

You can run and rerun the update process on an iterative basis. The first time that you run the update process, the system updates all time and labor earnings on the paysheets for the employees selected by the run parameters. Then, any subsequent load runs under the same parameters update only data that needs to be updated, such as earnings for employees who have a Job change or whose time and labor earnings have changed since the last pay update process was run. Data is also updated if there are new rows of time and labor data that are eligible to be transferred to paysheets.

Running the Load Time and Labor process iteratively makes sense if you administer a salaried group of employees who have a very low exception rate. In this situation, you can run the Load Time and Labor process after you create time at the beginning of a pay period, then run a preliminary pay calculation and do some cleanup. Then, at the end of the pay period, you can run the Load Time and Labor process again to select only those employees who have reported exceptions during the period, such as the odd vacation or sick leave. Even with the odd exception time, remember that the Load Time and Labor process performs a complete reupdate of the employee's time to ensure that the time is properly summarized.

Time and Labor as Other Earnings

After selecting payable time, the Load Time and Labor process consolidate the payable time and creates or updates the appropriate paysheets. It loads time and labor data into the paysheets as Other Earnings and marks the paysheets as Other Earnings. After processing is complete, the system identifies the time and labor data in Pay Other Earnings by selecting the TL Records (time and labor records) check box on the parent Pay Earnings record.

Additional paysheet transactions, unique other earnings lines on the paysheet, are generated for time and labor data based on any of the following information in effect for the employee during the pay period:

• Tax distribution.

• Earnings distribution.

• Prior period adjustments.

• Task element overrides to paysheets.

• (USA) Fair Labor Standards Act (FLSA) adjustments.

• Job change (pay group, department, rate change, and so on).

If a paysheet already exists for the employee, that paysheet is updated. If the paysheet does not exist for the employee, the Create Paysheet COBOL SQL process (PSPPYBLD) creates one for both on-cycle and off-cycle runs.

Hourly and Exception Hourly Employees

For hourly or exception hourly employees, any regular hours that are created by the Create Paysheet process, posted in the Reg Hrs (regular hours) field on the paysheet, are set to zero during the loading of time and labor payable time to paysheets.

You should report the hours, units, or dollars that represent regular time through Time and Labor.

Salaried Employees

Because salaried employees are not paid on an hourly basis, it is not appropriate to pay them based on the number of regular hours that are reported in Time and Labor. In this case, the Load Time and Labor process does not set to zero any regular earnings that are created by the Create Paysheet process, nor does it load paysheets with any time and labor earnings mapped to the default regular earnings code for the salaried employee's pay group. Salaried employees are paid the amount that is posted in the Reg Salary (regular salary) field on the paysheet earnings line. However, the payroll costs for salaried employees can be distributed in Time and Labor.

Holiday Hours

Prior to loading time and labor earnings through the Load Time and Labor process, the system removes any holiday hours that are created by the Create Paysheet process, regardless of employee type. It is expected that all holiday time be reported through Time and Labor or created by Time and Labor system processes.

Prior Period Adjustments

The Load Time and Labor process automatically updates prior period adjustments in Time and Labor. The process populates the paysheet with both the negative and positive hours, amounts, or unit in Other Earnings. It summarizes all negative and positive adjustment entries by date and by earnings code.

The Load Time and Labor process creates a new earnings entry for each prior period adjustment and sets the pay earning's begin/end dates equal to the prior period adjustments date under report.

(CAN) EI Prior Period Corrections

The system does not determine whether prior period time is a prior period correction for EI (employment insurance) purposes or a prior period adjustment. After loading prior period time from Time and Labor, you must select the EI Period Correction check box on the paysheet only for pay corrections, not for pay adjustments.

Use these definitions to determine whether the prior period time is a pay adjustment or pay correction for EI purposes:

• Pay adjustments are situations where there has been a delay in recognizing, implementing, or processing a change in an employee's pay.

  For example, an increase in wages under a union contract, agreed to three months after the end of the previous contract, gives rise to a retroactive pay increase or adjustment.

• Pay corrections involve errors such as hours missed when a previous pay period was processed, incorrectly keyed pay rates affecting previous pay periods processed, or back wages paid to an employee who was wrongfully dismissed.

  The insurable earnings and hours for pay corrections must be allocated to the prior pay periods for which they are paid, not the pay periods in which they are paid.

Single Online Check

When you request a single online check, you first see a message box that asks if you want to use the Create Paysheet process. If you answer Yes, and the Time and Labor application is installed, you get a second message box that asks if you want the process to retrieve available time and labor data. If you answer Yes to this message, the system displays the Filter Options page where you can filter available time by earnings code or date range.

Final Check

You can use an existing on-cycle calendar to run the Final Check process. The Final Check process takes any existing paysheets, including Time and Labor, and copies them to an off-cycle paysheet. Then it marks the source paysheets as Not OK to Pay. In effect, the Final Check process generates an off-cycle request for one employee. It uses the same logic as the final check currently uses to determine the pay end date to use for the creation of the Time and Labor paysheets. The system always asks if you want to use existing paysheets or create new ones.

The Request Final Check page includes the Include T&L Payable Time check box which you select if you want to include time and labor payable time in the Final Check Paysheet Creation process. This option brings a separate Pay Other Earnings Rows sourced from Time and Labor.

Pay Unsheet

If you run the Payroll Unsheet SQR Report process (PAYUNSHT) after loading payable time from Time and Labor, the system sets the payable status to Rejected with a reason of Cancelled.

See Also

Working with Checks and Direct Deposit

Integrating with Payroll Applications

Understanding Consolidation

Time and Labor maintains employee time information at the work day and task levels to meet a variety of requirements such as project costing and various accounting functions. However, this level of detail is not required for payroll processing. Because such detail is not necessary, and to minimize payroll processing time, the Load Time and Labor process selects and consolidates time and labor data to load into paysheets.

Consolidation of Time and Labor Data for Paysheets

The system uses the Time and Labor date under report (the date for which time was reported) and pay calendar pay begin and end dates to identify which daily time transactions to select for consolidation to the paysheets. Any current period information that has been paid in a previous off-cycle pay run is not included in an on-cycle pay run for the current period.

Only daily Time and Labor time records with the following criteria are selected:

• A payable status of Estimate, Approved, Rejected by Payroll, Taken by Payroll, Paid-Labor Distributed, or Paid-Labor Diluted.

• Prior period adjustments that have a date under report less than the pay begin date.

• Payable status of Sent to Payroll or Closed and payroll request number is zero (time has not already been paid) and record-only adjustment is "N" (No).

Both the corresponding adjustment amounts for prior period adjustments and any offsets are updated to the paysheets.

Consolidation Criteria

Time and Labor selects the appropriate payable time and transfers the data to Payroll for North America and consolidates the data. Consolidation of data entries takes place when the following criteria are met:

• The date under report (the date for which time was reported) is the same for multiple rows of payable time (the rows are consolidated).

• The employee's Job information has not changed during the pay period.

• The earnings codes are the same.

• The payment types for the earnings code match (Either Hours or Amount OK; and Hourly Only).

• The state, locality, override rate, and compensation rate code, if entered for the payable time, match.

• The account code, business unit, department, job code, and position number, if entered for the payable time, match.

  Payroll for North America only checks these five task-related elements if they have been defined on the Pay Group Table - Time and Labor page. For example, if Entry 1 has an account code of 123, and Entry 2 has an account code of 456, the system combines these entries if all of the other consolidation requirements are met, unless account code has been defined on the Pay Group Table - Time and Labor page.

Prior period adjustments are consolidated separately from current period earnings. In addition, positive and negative prior period adjustments are consolidated separately.

Prior period adjustments are always consolidated one day at a time, so the earnings begin and end dates in Payroll for North America are always equal to the adjustment's date under report in Time and Labor. This provides Payroll for North America with enough information to recalculate FLSA rates.

Consolidated Entries Linked to Original Entries

The system keeps track of how it consolidates payable time and informs Time and Labor which entries are combined by passing back a set of sequence and cross-reference numbers for each time entry. This information is important to the labor distribution process.

Understanding Run Control Options

The Load Time and Labor page enables you to specify parameters that determine:

• Whether to load time to an on-cycle or off-cycle pay run.

• Whether to load all available time, only prior period time, or to filter time by:

  • Employee

    Use this filter if, for example, you need to process a time adjustment for a single employee after the regular payroll is loaded.

  • Earnings code

    You can use earnings code filters in conjunction with all other filters.

  • Pay group

    Use this filter if you need to resolve issues with particular pay groups but not all.

  • Date range

    Use this filter if, for example, the regular payroll is loaded but new time adjustments are required. You can load the adjustments without picking up any new time.

• Whether to load time to a separate check:

  • Use the On-Cycle Separate Check page to select up to three sets of earnings codes grouped for separate checks in an on-cycle pay run.

  • Use the Load Time to Separate Check indicator with on-cycle or off-cycle pay runs to load all prior period time for all employees in the pay run to a separate check or to load all filtered time for the designated filters in the pay run to a separate check.

Some of these options are mutually exclusive.

Availability of Options

This table summarizes the availability of the Load Time to Separate Check field, the Filter page, and the On-Cycle Separate Check page in the Load Time and Labor run control component under various conditions:

On-Cycle Separate Check Page Usage

This table provides examples of how the On-Cycle Separate Check page might be used for some of the load processing options:

Understanding Refresh Request

A refresh request is a method of recapturing lost data. It is not generally a normal stage in the regular processing cycle.

A refresh request enables you to reselect all of the data that was passed in the original request, current and prior period adjustments, plus any new unclaimed payable time entries (where payable status is set to Estimate, Closed, Sent to Payroll, or Rejected by Payroll).

Use the Review Time and Labor Load component (PY_LDTL_TBL) to determine the correct run to refresh prior to running the refresh process.

The selection process for refresh requests is the same as an original request. The only difference is that prior to the loading of data, a process runs that performs the following functions:

• Deletes the payroll request number and pay system value on the Payable Time record.

• Deletes all applicable transactions in Pay Earnings and Pay Other Earnings.

• Resets payable status.

Prerequisites

In addition to other setup steps previously discussed, you must define the pay run ID and pay calendars prior to running this process.

See Also

Setting Up the Interface with Time and Labor

Pages Used to Load Payable Time Into Paysheets

Selecting Processing Parameters

Access the Load Time and Labor page (Payroll for North America, Payroll Processing USA, Create and Load Paysheets, Load Time and Labor, Load Time and Labor; or Payroll for North America, Payroll Processing CAN, Create and Load Paysheets, Load Time and Labor, Load Time and Labor; or Payroll for North America, Payroll Processing USF, Create and Load Paysheets, Load Time and Labor, Load Time and Labor).

Pay Run ID	Select the pay run ID that identifies the pay calendars that you want to process. Each pay calendar identifies a company, pay group, and the start and end dates of the pay period. This selects employees that have been active any time during the pay period.
Description	Use this field to discriminate between multiple instances of loading time and labor data when using the Review Time and Labor Load - Load Time Labor page and Review Time and Labor Load - Off-Cycle Data page.
On or Off-Cycle	Values are: On-Cycle: Select to process a regularly scheduled pay run. Off-Cycle: Select to process a payroll outside the pay group's normal pay period schedule.
Processing Options	Select the processing option: Load All Time: Select to load all available payable time for the pay run ID. Load Filtered Time: Select to make the Filters page available where you can enter selection criteria in conjunction with the pay run ID to filter the payable time that is loaded. For on-cycle runs, you can also select Load to Separate Check to load the filtered time to a separate check for each employee being processed. Load Prior Period Time: Select to load payable time for dates prior to the pay period begin date. Selecting this option makes the Filters page available where you can enter selection criteria in conjunction with the pay run ID to filter the payable time that is loaded. For on-cycle runs, you can also select Load to Separate Check to load the prior period time to a separate check for each employee being processed. Note. (CAN) After loading prior period time from Time and Labor, you must select the EI Period Correction check box on the paysheet only for pay corrections, not for pay adjustments. See Understanding Processing Steps and Guidelines.
Load Time to Separate Check	Select to load all prior period time or filtered time to a separate check for all employees included in the selection criteria. This field is not available for off-cycle runs or if the on-cycle processing option is Load All Time.
OK to Pay	Select if you want all time and labor earnings to be marked as OK to Pay on the paysheet. If you do not select this check box, you must manually mark every paysheet as OK to Pay on the Paysheet page.
Refresh Request	Select to restart the selection process for all employees in the pay run. This should be used only when you must recover data if paysheets have been corrupted. This option should not be used on a normal rerun of the Load Time and Labor process, when more time is to be updated. A refresh request enables you to reselect all of the data that was passed in the original request, current and prior period adjustments, plus any new unclaimed payable time entries (where payable status is set to Estimate, Closed, Sent to Payroll, or Rejected by Payroll).
Request Source	This is a display-only field. It displays the source of the request: Pay Calc (pay calculation), Final Calc (final calculation), Online Check, or User. It indicates whether you or someone else generated the loading of time and labor data or if the system did it automatically through the Pay Calculation, final Pay Calculation, or Online Check process.

Note. If you do not want to run labor distribution and dilution and do not select these options on the Pay System page in Time and Labor, then when the Load Time and Labor process runs to completion, it sets the payable status to Closed in Payable Time. When time is set to Closed, it can be published to PeopleSoft Projects as actuals.

See Also

Reviewing Results and Correcting Errors

Understanding Run Control Options

Filtering the Load Processing

Access the Filters page (Payroll for North America, Payroll Processing USA, Create and Load Paysheets, Load Time and Labor, Filters; or Payroll for North America, Payroll Processing CAN, Create and Load Paysheets, Load Time and Labor, Filters; or Payroll for North America, Payroll Processing USF, Create and Load Paysheets, Load Time and Labor, Filters).

Note. This page is not visible if you select Load All Time in the Processing Option field on the Load Time and Labor page. It is visible for off-cycle runs only if you select Load Filtered Time in the Processing Option field on the Load Time and Labor page.

See Also

Reviewing Results and Correcting Errors

Selecting Earnings for On-Cycle Separate Checks

Access the On-Cycle Separate Check page (Payroll for North America, Payroll Processing USA, Create and Load Paysheets, Load Time and Labor, On-Cycle Separate Check; or Payroll for North America, Payroll Processing CAN, Create and Load Paysheets, Load Time and Labor, On-Cycle Separate Check; or Payroll for North America, Payroll Processing USF, Create and Load Paysheets, Load Time and Labor, On-Cycle Separate Check).

Note. This page is not visible for off-cycle pay runs or if Load to Separate Check is selected on the Load Time and Labor page.

You can select up to three sets of earnings codes to group onto separate checks.

Reviewing Results and Correcting Errors

This section provides an overview and discusses how to:

• View load process request parameters.

• Identify load messages by employee.

• View load messages by employee.

Understanding Load Process Errors and Corrections

Payroll for North America provides the Review Time and Labor Load component (PY_LDTL_TBL) in which you can review the load parameters and view:

• One row for each employee that has error messages for the selected pay run ID and last payroll request number.

• Details of all load messages for a selected employee.

Review errors in the Review Time and Labor Load component after each run of the Load Time and Labor process. You can also view the same error messages on the Review Payroll Error Messages page. You can check the status of the process with Process Monitor. However, the only error conditions that Process Monitor recognizes are those that affect the successful completion of the programs.

Note. If you encounter errors or discrepancies after you run pay calculation, we recommend that instead of making corrections on the paysheets, you make any time and labor corrections in Time and Labor, then rerun the Load Time and Labor process. The Time and Labor records and Payroll for North America records will then be synchronous.

Interpreting and Correcting Errors

For payable time that does not map to an earnings code, the system changes the payable time status to Rejected and generates an error message.

If you receive an "Invalid Mapping of TRC to NA Earnings Code" error message during processing, you must correct the time reporting code (TRC) to NA earnings code mapping and rerun the Load Time and Labor process.

If you receive an "Invalid Currency of TRC for the NA Pay Group" error message during processing, you have a conflict between the default currency for the pay group and the TRC currency. You must resolve this conflict, then rerun the Load Time and Labor process.

If you unsheet the payroll, the time and labor load error messages disappear because paysheets are required for the display of error messages.

Pages Used to Detect Errors and Review Load Results

Viewing Load Process Request Parameters

Access the Review Time and Labor Load - Time and Labor Load page (Payroll for North America, Payroll Processing USA, Create and Load Paysheets, Review Time and Labor Load, Time and Labor Load; or Payroll for North America, Payroll Processing CAN, Create and Load Paysheets, Review Time and Labor Load, Time and Labor Load; or Payroll for North America, Payroll Processing USF, Create and Load Paysheets, Review Time and Labor Load, Time and Labor Load).

This page is a display-only version of the Load Time and Labor page.

Identifying Load Messages by Employee

Access the Load Messages page (Payroll for North America, Payroll Processing USA, Create and Load Paysheets, Review Time and Labor Load, Load Messages; or Payroll for North America, Payroll Processing CAN, Create and Load Paysheets, Review Time and Labor Load, Load Messages; or Payroll for North America, Payroll Processing USF, Create and Load Paysheets, Review Time and Labor Load, Load Messages).

Payroll Load Messages

The page lists each employee who has at least one load error message.

Viewing Load Messages by Employee

Access the Payroll Load Messages page (click the Details link on the Load Messages page).

Review and resolve each error for the selected employee.

Extracting Time and Labor Costs

This section provides an overview of how to extract time and labor costs and discusses how to extract time and labor costs from Payroll for North America to Time and Labor.

Understanding Time and Labor Cost Extraction

After you have loaded time and labor payable time into Payroll for North America and then run the Pay Calculation and Pay Confirmation processes, you can extract the time and labor costs from Payroll for North America into Time and Labor. The Extract Time and Labor Costs Application Engine process (PY_PULL_COST) updates the Payable Time record in Time and Labor and flags the data with an indicator that the data originated from Payroll for North America. "Labor distribution" is another term for this extracting of time and labor costs.

Note. You define that you want labor distribution and labor dilution to be processed on the Pay System page in Time and Labor.

The following Payroll for North America processes call the Extract Time and Labor Costs process to return costs to Time and Labor:

• Pay Calculation (on-cycle and off-cycle).

• Online Check.

• Final Check.

See Also

Understanding Payable Time

Reversing or Adjusting a Paycheck

Page Used to Extract Time and Labor Costs

Extracting Time and Labor Costs from Payroll for North America to Time and Labor

Access the Time and Labor Cost Extract page (Payroll for North America, Payroll Distribution, Additional Integrations, Time and Labor Cost Extract, Time and Labor Cost Extract; or Payroll for North America, Payroll Distribution, Additional Integrations USF, Time and Labor Cost Extract, Time and Labor Cost Extract).

Commitment Accounting

On-Cycle Run

Use this group box for on-cycle or off-cycle earnings. If you use this group box, the process references the pay run ID and not all of the associated pay calendars that are attached to the pay run ID. The pay run ID can be attached to on-cycle and off-cycle pay calendars. The process extracts all of the pay calendars that are related to the pay run ID and checks the earnings that are attached.

The Extract Time and Labor Costs process can be run for on-cycle earnings, off-cycle earnings, or both.

Off-Cycle Pay Calendar

Use this group box to specify the selection criteria for the extraction of time and labor costs for an off-cycle run. With this group box you can control the extraction of time and labor costs for multiple off-cycle runs that are attached to a single on-cycle run.

Note. If you receive a "Multiple currencies cannot be distributed" error message during processing, you have a conflict between currencies. You must correct the conflict, then rerun the process.