22 Process Pre-Payroll

This chapter contains these topics:

Processing pre-payroll is the first step in the payroll cycle. You must successfully complete this step before you can perform any of the other steps.

Figure 22-1 Pre-Payroll in the Payroll Cycle

Description of Figure 22-1 follows
Description of ''Figure 22-1 Pre-Payroll in the Payroll Cycle''

22.1 Overview

You use pre-payroll processing to:

  • Specify the employees to include in a payroll cycle.

  • Generate timecards for employees who are set up for autopay. Autopay employees are those for which you do not need to enter timecards for regular pay.

  • Process timecards entered for the pay period.

  • Calculate gross-to-net pay for employees.

  • Calculate Spousal Life Insurance Premiums for employees who have that DBA assigned.

  • Create the workfiles that the system needs to produce payments and reports.

  • Print reports listing PDBAs, taxes withheld, and any unique overrides used in the calculations.

To begin pre-payroll processing, you must enter a payroll ID and submit it for processing. The payroll ID identifies the payroll version library where the system stores all the information for a payroll cycle.

After you process pre-payroll, but before you print payments, you should verify the accuracy of the payroll information. To verify the accuracy, review the reports you selected to print during pre-payroll processing.

If your pre-payroll reports identify any errors in employee salary or timecard information, you must correct the errors and rerun pre-payroll. To reduce computer processing time, you can rerun pre-payroll for only those employees whose information you corrected. This type of processing is called processing a pre-payroll for changes only.

Additionally, you can set the processing options to generate XML input/output files, which are useful when troubleshooting issues. The Q Series generates the request and the response files as XML files in an Integrated File System (IFS) location that you specify in the Processing Option. P06VTXXML creates the files as xxxXMLRequest.xml and xxxXMLResponse.xml where xxx = the employee address book number. See Setup Import/Export in the JD Edwards World Technical Tools Guide for more information about importing and exporting files, and IFS.

22.1.1 Before You Begin

22.1.2 What You Should Know About

Topic Description
Printing reports If you need to reprint any of the pre-payroll reports, you can print them from the Reports Only menu selection. For more information, see Section 28.1, "Printing Payroll Cycle Reports"
Setting up reports You can select the reports from a menu selection on the Paycycle Report Setup menu (G0746). Use the menu selection only to set up reports. You cannot run the reports directly from this menu.

22.2 Running Pre-Payroll

To begin pre-payroll processing, you must enter a payroll ID. The payroll ID identifies the payroll version library where the system stores all the information for a payroll cycle. The payroll ID also identifies the program version that you use to choose employees and process them through the payroll cycle. You use this ID when you run all subsequent steps in the payroll cycle.

To process a full pre-payroll, you can either:

  • Create a new payroll ID

  • Choose an existing payroll ID

You should create one payroll ID for each selected group of employees, such as salaried employees, hourly employees, and so on. You might also want to create additional IDs for processing special groups of employees, such as only those receiving interim payments or a special bonus payroll. After you create a payroll ID, you can choose it again in subsequent pay periods to process payroll for that group of employees.

22.2.1 Creating a New Payroll ID

Navigation

From Payroll Master (G07), choose Pay Cycle Processing

From Pay Cycle Processing (G0713), choose Pre-Payroll Processing

You must create a new payroll ID when you process payroll for a selected group of employees for the first time.

When you create a payroll ID, you must assign a unique program version to it. You use this version to choose the employees to include in that payroll cycle. A version can be assigned to only one payroll ID. If no suitable version exists, you can add a new version when you create the new payroll ID.

Caution:

Verify that the version you specify is not already assigned to another payroll ID. The system checks for duplicate version numbers and it will display a scheduling lock error if two users try to submit the same payroll ID at the same time. See Section 25.4, "Correcting a Scheduling Lock Error" for details.

When you create a new payroll ID, you specify the pay period information that the system needs to process the payroll cycle. You also specify the reports you want to print during pre-payroll.

In addition to entering the basic information you need to process pre-payroll, you can enter additional parameters such as:

  • A minimum payment amount

  • Tip information

  • Intercompany settlement information

  • Job step progression information

To create a new payroll ID (Release A9.3 Update)

On the first Pre-Payroll Processing form

Figure 22-2 Pre-Payroll Processing screen

Description of Figure 22-2 follows
Description of ''Figure 22-2 Pre-Payroll Processing screen''

  1. Complete the following field and press Enter:

    • Payroll ID

    Figure 22-3 Pre-Payroll Processing (Payroll ID) screen

    Description of Figure 22-3 follows
    Description of ''Figure 22-3 Pre-Payroll Processing (Payroll ID) screen''

  2. On the second Pre-Payroll Processing form, to assign a program version to the Payroll ID, complete the following field:

    • Version

  3. Complete the following field:

    • Pay Cycle Code

  4. Choose the Cycle Constants function.

    Figure 22-4 Master Pay Cycles screen

    Description of Figure 22-4 follows
    Description of ''Figure 22-4 Master Pay Cycles screen''

  5. On Master Pay Cycles, use the Return with Date option to choose a pay period for the payroll cycle.

  6. On the second Pre-Payroll Processing form, the system displays the dates that correspond to the pay period you selected. Review the following fields:

    • Pay Period Ending Date

    • Work Dates

    • Check Date

    • Standard Hours

    • Period Number

  7. Review the default information in the following fields and revise if necessary:

    • Year

    • Type of Processing

    • Deposit Date

  8. Enter a report version for the following required report:

    • Print Paychecks

  9. Enter a report version for at least one of the following required reports:

    • Payroll Register

    • Summary Payroll Register

    You must print at least one of these two reports. If you do not enter a version number for either report, the system prints the default version (XJDE0001) of the Payroll Register.

  10. Enter a report version for the following optional reports:

    • Time and Pay Entry Journal

    • Federal Tax Distribution Summary

  11. To process fiscal and anniversary rollovers during the payroll cycle, enter a program version in the following field:

    • Fiscal and Anniversary Rollover

  12. To enter additional parameters, choose the Additional Parameters function (F5).

    Figure 22-5 Additional Payroll Cycle Parameters screen

    Description of Figure 22-5 follows
    Description of ''Figure 22-5 Additional Payroll Cycle Parameters screen''

  13. On Additional Payroll Cycle Parameters, complete any of the following optional fields and press Enter:

    • Company Number

    • Pay Cycle Group Code

    • Type

    • Bank Account Number

    • Minimum Check Amount

    • Denomination Minimum

    • Calculation Monthly DBAs

    • Override Auto Deposit

    • Process Step Progression History

    • Group Plan Override

    • Intercompany Settlements

    • Date for Updating Tips File

    • Use Full or Abbreviated Key

    • T/C Generation Version

  14. To enter paycheck transparency details, choose the Paycheck Transparency function (F8).

  15. On the Paycheck Transparency screen, complete the following fields and press Enter:

    • Processing Flag

    • Certified Jobs Only

    • Source Business Unit

    • Certified Category Code

    • Certified Category Code Val.

    • Custom Line Detail Level

    • Autopay Weekly Detail

  16. Return to the second Pre-Payroll Processing form.

  17. Choose the Submit job function.

    The system prints the reports for which you entered report versions.

Field Explanation
T/C Generation Displays valid DREAM Writer Versions for a Program ID. A Version can be returned to the calling screen by entering the 'Select' option in the field next to it. To add or change a Version, press the Version List function key.

Form-specific information

You can enter a version of the Mass Timecard Generation DREAM Writer (P061506) to execute when you run the Pre-Payroll process. You must first set up data in the Mass Timecard Table Setup program (P06915M) on the Mass Timecard Generation menu (G0750) for this process to work properly. If mass timecard tables do not exist or if the table record dates do not fall within the work date range of the pay cycle, then the system does not create mass timecards.


22.2.2 What You Should Know About

Topic Description
Subsequent payrolls Pay cycle and detail information is saved and protected from change for subsequent payrolls. You must use the Unprotect function if you want to make any changes.
Job logs The system creates job logs for every step of the payroll cycle except print payments. A job log does not necessarily indicate that there is a problem. However, you should check the user messages for the message that the job completed successfully.
Print paychecks version The version number you enter for the Print Paychecks report must match the version numbers that control other types of payments, such as checks, auto deposits, payslips, attachments, and the check register.

See Setting up Payroll Cycle Reports in the JD Edwards World U.S. Payroll II Guide for more information on setting up these versions.

Inactive field The Accelerate Submission field is currently inactive.
Standard hours The second Pre-Payroll Processing form displays the number of hours for which autopay employees will be paid.
Printing mailing labels When you are ready to print and mail checks or other payroll-related documents, you can use the Print Mailing Labels option to print standard 4-up, or Cheshire mailing labels in a laser format.
Overriding auto deposits You can enter Y in the Override Auto Deposit field to turn off auto deposit for all employees in this pre-payroll processing version and print checks instead of automatic deposit advice slips. This field allows you override auto deposit instructions in one place instead of changing auto deposit instructions individually for each employee in the version. You can also enter a P to override auto deposit instructions during interim payment processing or an R to override all auto deposit instructions and direct the entire payment to the remainder method code instruction (R, Q or D).

22.2.2.1 Data Selection for Pre-Payroll

When you add a new pre-payroll program version, do not include an employee in more than one payroll cycle. If you do, the system includes the employee in only the first payroll ID you process.

JD Edwards World recommends that you include pay status in your data selection.

To include terminated employees in pre-payroll processing, include the terminated pay status in your data selection for the pre-payroll program version. The pre-payroll process selects only those terminated employees whose termination dates are on or after the pay period beginning date.

22.2.2.2 Data Sequence for Pre-Payroll

The report versions for the Payroll Register and Summary Payroll Register must have the same data sequencing as the program version for pre-payroll processing (P06210), although they do not have the Payroll Lockout ID. The pre-payroll version stores the lockout ID for all payroll reports. The data sequence of the pre-payroll version controls the order in which the system prints data for both payroll registers.

Caution:

The Payroll Lockout ID must be the first data sequence parameter in the program version (P06210).

22.2.3 Choosing an Existing Payroll ID

Navigation

From Payroll Master (G07), choose Pay Cycle Processing

From Pay Cycle Processing (G0713), choose Pre-Payroll Processing

You do not need to create a new payroll ID each time you process a payroll cycle. After you create a payroll ID, you use it again in subsequent pay periods to process payroll for that group of employees.

When you choose an existing payroll ID, a program version is already assigned to it. You can enter a different program version, if that version is not assigned to another payroll ID.

You also can change the parameters for an existing payroll ID. For example, you might need to choose additional reports to print.

When processing is complete, the system prints the pre-payroll reports for which you entered report versions.

To choose an existing payroll ID

On the first Pre-Payroll Processing form

  1. Complete the following field:

    • Payroll ID

  2. On the second Pre-Payroll Processing form, make any necessary revisions and press Enter.

  3. Choose the Additional Payroll Cycle Parameters function.

  4. On Additional Payroll Cycle Parameters, make any necessary revisions and press Enter.

  5. Choose the Submit Job function.

22.3 Reviewing Payroll Registers

After you process pre-payroll, but before you print payments, you should review the payroll register to verify the accuracy of your information.

You must print either a Payroll Register or a Summary Payroll Register.

If you did not enter a version for the register, the system prints the default version (XJDE0001) of the Payroll Register.

Reviewing payroll registers includes:

  • Reviewing the Payroll Register

  • Reviewing the Summary Payroll Register

See Also:

22.3.1 Reviewing the Payroll Register After Pre-Payroll Processing

Use the Payroll Register to verify that the correct employees are being paid and that the system correctly calculated:

  • Employees' gross-to-net amounts

  • Spousal Life Insurance Premiums, if this DBA has been set up for an employee or a Benefit Group

You can review employee earnings for this payroll cycle by pay type, deductions, benefits, and accruals. Reviewing all of this information on the payroll register simplifies the process of reconciling total accrual liability.

The report lists the following information:

  • Pay type, deductions, benefits, and accruals for each employee by business unit

  • Totals by pay type for each business unit

  • Taken and available amounts for all types of accruals

  • Grand totals by pay type for each company

  • Check control numbers

Control numbers are system-assigned numbers that you can use to help track your actual payment numbers. The system also uses a control number to complete all the necessary account reversals when you void a payment and to track journal entries. The control number is particularly important because the system cannot track your actual payment numbers.

JD Edwards World recommends that you run the register again during the payroll cycle reports step in order to review the actual payment numbers at that time.

A warning prints on the report when the total gross amount minus the deductions printed on the report does not equal the total net amount.

When you select this report as a menu selection from the setup menu, it is available only for the purpose of report setup. You cannot run the reports directly from this menu.

Figure 22-6 Payroll Register report

Description of Figure 22-6 follows
Description of ''Figure 22-6 Payroll Register report''

22.3.2 Reviewing the Summary Payroll Register After Pre-Payroll Processing

If you are processing payroll for a large number of employees, you might find it easier to use the Summary Payroll Register to review employees' gross-to-net earnings because it shows only one line per payment.

The Summary Payroll Register shows which employees' gross-to-net calculations are incorrect and which employees exceed the maximum net pay limit you set. During setup, you can decide whether to make gross-to-net errors soft (you can continue with processing) or hard (you must correct them before continuing).

The following list describes some of the columns that print on the Summary Payroll Register:

Column Description
Wages This column represents the total of all pay types and earnings entered on the employees' timecards.
Benefits This column represents the benefits that the system calculated for the employees. When you print this report during pre-payroll, it includes all benefits calculated in pre-payroll, including those benefits that have no effect on gross or net pay. When you print this report during the step that prints the payroll cycle reports, after you have processed pro forma journal entries, it includes all benefits.
Gross Pay This column represents earnings plus the benefits that the system added to net pay.

The error messages that print on the Summary Payroll Register include:

Message Description
MAX Net pay exceeds the maximum pay specified in the processing options.
GTN Gross-to-net error.
ERR Both MAX and GTN errors exist.

When you select this report as a menu selection from the setup menu, it is available only for the purpose of report setup. You cannot run the reports directly from this menu.

Figure 22-7 Summary Payroll Register report

Description of Figure 22-7 follows
Description of ''Figure 22-7 Summary Payroll Register report''

22.4 Reviewing Time and Pay Entry Reports After Pre-Payroll Processing

If the program version you used to process pre-payroll contains employees who have autopay, you should verify timecard information for those employees before you print payments. When you print the Time and Pay Entry Journal (also called the Time and Pay Register) during pre-payroll processing, it includes timecard information for autopay employees.

If you choose to print the Time and Pay Register, the system might also print a Time and Pay Exception report. This report lists employees who have:

  • Business unit security violation (employee not paid)

  • Hours or rates over the maximum specified in processing options

  • Hours or rates under the minimum specified in processing options

  • Pay rates different than those entered in the Employee Master table

  • Hire dates that are greater than the pay period ending date

  • Pay stop dates that are less than the pay period beginning date

  • Overtime hours paid

  • Vacation or sick time taken exceeds the minimum available amounts

  • No timecards entered for the pay period

  • Excessive pay rates

  • Regular pay bypassed because of interim checks

  • Benefits or deductions bypassed because of interim checks

  • No pay rates entered in one or more timecards

When you select this report as a menu selection from the setup menu, it is available only for the purpose of report setup. You cannot run the reports directly from this menu.

If you are using Enhanced Subledger Accounting, this information displays on the report. See Work with Enhanced Subledger Accounting in the JD Edwards World General Accounting I Guide for more information.

Figure 22-8 Time and Pay Entry Journal report

Description of Figure 22-8 follows
Description of ''Figure 22-8 Time and Pay Entry Journal report''

22.5 Reviewing the Audit Report for Federal Sick and FMLA Timecards

To comply with the Families First Coronavirus Response Act (FFCRA) legislation passed by the US government, employers are required to provide paid leave to all of its eligible employees. This new federal legislation mandates paid sick leave and paid FMLA leave for the first time. This legislation is effective April 1, 2020 through December 31, 2020. Employers under the below categories need to comply with the legislation:

  • Public employers; including some federal employers.

  • Private employers with less than 500 employees.

The paid leaves covered by the FFCRA are described in the Emergency Paid Sick Leave Act and the Emergency Paid Medical Leave Act.

The Federal Sick/FMLA Timecard Audit report (R063003) assists in monitoring the wages paid under the FFCRA. Run this report to list the wages paid for the Paid Sick Leave and FMLA Expansion pay types by employee. The report presents the following data:

  • Wages paid for the pay types by employee.

  • Audits for timecards that exceed daily time limits.

  • Audits for employee totals that exceed the aggregate hours limits.

  • Audits for employee totals that exceed the aggregate wage limits.

This report is based on timecards that are stored in the Employee Transactions Detail table (F06116) and the timecard history that is stored in the Employee Transaction History table (F0618). You can run this report after time entry as stand-alone, or after the pre-payroll step. The total wages paid amounts in this report help you to determine your allowable tax credits.

When you select this report as a menu selection from the setup menu, it is available only for the purpose of report setup. You cannot run the reports directly from this menu.

Note:

For the report to generate accurate error messages on the daily limits, you must enter daily timecards.

Note:

You can also run this report with error messages set to less than 80 hours for your part-time employees. Oracle JD Edwards World does not provide a provision for you to calculate the six month average hours per employee to calculate eligibility hours for part-time employees.

22.5.1 Emergency Paid Sick Leave Act

The Emergency Paid Sick Leave is in addition to any existing sick leaves and benefits that the employees are already entitled to. This act applies to all employees irrespective of their duration of employment. However, employers may apply for exceptions for an employee who is a healthcare provider or an emergency first responder.

Under this act, a full-time employee may take up to 80 hours of Emergency Paid Sick Leave. A part-time employee may take up to the amount of hours they work in an average two-week period. Employee eligibility for this leave requires one of these conditions to be met:

  • Employee needs to comply with a quarantine or an isolation order.

  • Employee is advised by a healthcare provider to self-quarantine.

  • Employee is experiencing symptoms and seeking a medical diagnosis.

Note:

The next three conditions pertain to an employee's family.
  • The employee is caring for an individual under quarantine or medical self-quarantine.

  • Employee is caring for a child whose school or place of care has been closed or is unavailable.

  • Employee is experiencing any substantially similar condition to the above two conditions.

Employees taking leave under the Emergency Paid Sick Leave Act for any of the first three circumstances listed above, must be paid at their regular rate of pay up to a maximum of $511 per day or an aggregate of $5,110. However, employees taking leave under the Emergency Paid Sick Leave Act for any of the last three circumstances listed above must be paid at two thirds their regular rate of pay up to a maximum of $200 per day or an aggregate of $2,000. The regular rate of pay is defined by the Fair Labor Standards Act (FLSA) as the average pay over the last six months.

Note:

Rates of pay may be subject to federal, state, or local minimum wage requirements. For the first three reasons, normal minimum wage rate may apply, if this is greater than the regular rate of pay. For the last three reasons, two-thirds the applicable minimum wage may apply, if this is greater than two-thirds the regular rate of pay.

The total sick leave taken under this act is limited to two weeks, for any combination of the six reasons stated above.

Emergency Paid Sick Leave expires on December 31, 2020, and the unused leaves in this category are not rolled over to the following year. You are not required to pay for unused leaves in the Emergency Paid Sick Leave category at the end of employment.

The pay for the leaves under this act are taxed as normal income, except that they are exempt from the employer portion of the Social Security tax. You may receive refundable tax credits to offset the cost of providing employees with Emergency Paid Sick Leave.

22.5.2 Emergency Family and Medical Leave Expansion Act

The Emergency Family and Medical Leave Expansion Act applies to all employees who have completed 30 days of employment. Employers may apply for exceptions for an employee who is a healthcare provider or an emergency first responder.

An employee who needs to care for a child under 18 because the child's school or place of care is either closed or is unavailable is eligible for this leave. Under this act, an eligible employee may take up to 12 weeks of Emergency Family Medical Leave. The first 10 days of this leave may be unpaid, but the employee must be allowed to use accrued paid leave to receive pay during the first 10 days. The employee may use Federal Sick Leave, accrued company sick leave, vacation or any other accrued leave. An employee who has already taken 12 weeks of leave under the already existing Family and Medical Leave Act (FMLA) within the last 12 months is not eligible for an additional 12 weeks of Emergency Family Medical Leave. If an employee has taken less than 12 weeks under FMLA, this will accordingly reduce the Emergency Family Medical Leave to have the total of leaves in these two categories to be a maximum of 12 weeks.

Compensation under this act is paid at two-thirds the normal rate of pay, up to a maximum of $200 per day and an aggregate of $10,000. Two-thirds the normal federal, state or local minimum wage requirement may apply, if the amount is greater than the normal rate of pay.

The employee does not need to take these leaves in a single block of time or in whole days. This leave ends at the end of hour limit exhaustion or when the qualifying need ends. The Emergency Family Medical Leave expires on December 31, 2020, and the unused leaves in this category are not rolled over to the following year. You are not required to pay unused leaves in the Emergency Family Medical Leave category at the end of employment.

Leave taken under this act is taxed as normal income, except that the wages are exempt from the employer portion of the Social Security tax.

22.5.3 Understanding Pay Type Setup for FFCRA

To identify wages paid under the FFCRA and report on them separately, set up new pay types. These wages cannot be considered under the regular sick time. To set different limit requirements, you should set up a minimum of three new pay types:

  • Paid Sick Leave- Employee

  • Paid Sick Leave- Family

  • FMLA Expansion

In addition to these, you may want to consider setting up pay types to override rates and define minimums and maximums for the above categories, such as:

  • Paid Sick Leave- Employee- Minimum

  • Paid Sick Leave- Employee- Maximum

  • Paid Sick Leave- Family - Minimum

  • Paid Sick Leave- Family - Maximum

  • FMLA Expansion- Minimum

  • FMLA Expansion- Maximum

While setting up pay types using the PDBA Setup program (P069117), enter the maximum hour limit for a pay type in the Hours Limit field. Enter a value in Edit Flag to specify whether to display a warning or an error message when the Paid Sick Leave exceeds the maximum hour limit.

Use the Tax Exemptions form of the PDBA Setup program to set the value E in the Tax Type field for each of the pay types for Paid Sick Leave and FMLA Expansion to exempt them from the employer portion of the Social Security Tax.

22.5.3.1 Pay Type for Paid Sick Leave - Employee

While setting up the pay type for Paid Sick Leave - Employee, you enter the pay type multiplier as 1 because the employee is paid at the regular rate. For setting up the pay type for minimum and maximum, you can enter the respective values in the Amount or Rate field. For maximum, you need to specify 63.875 in the Amount or Rate field. Enter 80 for the maximum hour limit for the pay type in the Hours Limit field.

22.5.3.2 Pay Type for Paid Sick Leave - Family

While setting up the pay type for Paid Sick Leave - Family, you may want to enter the pay type multiplier as .67 because it is paid at two-thirds of the regular pay.For setting up the pay type for minimum and maximum, you can enter the respective values in the Amount or Rate field. For maximum, you need to enter 25 in the Amount or Rate field. This value takes priority over the value in the Pay Type Multiplier field, so you can leave the value in that field as 1.Enter 80 as the maximum hour limit for the pay type in the Hours Limit field.

22.5.3.3 Wage Limit Tracking DBA

You may also want to set up benefit or accrual DBAs for tracking wage limits on the pay types that you create for Paid Sick Leave and Family Expansion. These DBAs are optional, but you can set them to help you record data for future use. After setting up a DBA, you can specify all three Paid Sick Leave pay types as the basis of calculation for this DBA. For example, for the Paid Sick Leave - Employee, enter the basis of calculation for Paid Sick Leave- Employee, Paid Sick Leave- Employee- Maximum, and Paid Sick Leave - Employee - Minimum, and so on for the other pay types.

The DBA tracking limit for different pay types under FFCRA are:

  • All three Paid Sick Leave - Employee pay types: $5110

  • All three Paid Sick Leave - Family pay types: $2000

  • All three FMLA - Expansion pay types: $10000.

While setting up this benefit, you must set up the Additional DBA rule to calculate for all employees.

22.5.3.4 Hours Limit Tracking DBA

You may also want to set up a benefit or accrual DBA to track and limit hours paid to an employee under FFCRA for both Paid Sick Leave - Employee and Paid Sick Leave - Family. This DBA is optional, but you can set it to track the total hours that an employee takes under either of the two categories to ensure the limit of 80 hours is not exceeded.

For this, the Method of Calculation should be H, and the Annual Limit should be set to 80. While setting up this benefit, you must set up the Additional DBA rule to calculate for all employees.

After setting up the DBA, you can specify all six Paid Sick Leave pay types as the basis of calculation for this DBA.

22.5.3.5 Pay Type for FMLA - Expansion

While setting up the pay type for FMLA - Expansion, you may want to specify the pay type multiplier as .67 because it is paid at two-thirds of the regular pay.

For setting up the pay type for the minimum and maximum limits, you can enter the respective values in the Amount or Rate field. For maximum, you need to enter 25 in the Amount or Rate field. This value takes priority over the value in the Pay Type Multiplier field, so you can leave the value in that field as 1.

Enter 400 as the maximum hour limit for the pay type in the Hours Limit field.

22.6 Reviewing the Federal Tax Distribution Summary Report

You use the information on the Federal Tax Distribution Summary Report to determine the federal tax burden for this payroll. Printing this report during pre-payroll enables you to promptly submit federal taxes. The report lists totals of taxable wages and federal tax amounts for the current period and month-to-date. It also lists tax amounts by company for quarter-to-date and year-to-date.

When you select this report as a menu selection from the setup menu, it is available only for the purpose of report setup. You cannot run the reports directly from this menu.

Figure 22-9 Federal Tax Distribution Summary report

Description of Figure 22-9 follows
Description of ''Figure 22-9 Federal Tax Distribution Summary report''

22.7 Reviewing Payment Reports

The reports related to the version you entered in the Print Paychecks field during pre-payroll processing do not print until after you print payments. The system uses this version to create the workfile that it uses to print payments. If you did not enter a version in this field, the system uses the default version (XJDE0001).

See Also:

22.8 Reviewing the Terminated Employees Being Paid Report

When pre-payroll processing includes terminated employees who are receiving their last payment, the system automatically prints the Terminated Employees Being Paid report. Use this report to verify that all tasks related to the employees' termination have been performed.

Figure 22-10 Terminated Employees Being Paid report

Description of Figure 22-10 follows
Description of ''Figure 22-10 Terminated Employees Being Paid report''

22.9 Reviewing Tax Recalculation Reports

The system automatically processes a pre-payroll only for changes when one or more employees have pre-tax deductions that are too large to be withheld. The system runs the processing only for changes up to three times in order to resolve these situations.

When the system recalculates taxes for employees who did not earn enough to pay their deductions, it prints additional reports during pre-payroll processing.

Reviewing tax recalculation reports includes:

  • Reviewing the Payroll Register for Changes Only

  • Reviewing the Deductions Not Taken report

  • Reviewing the Deduction Arrearage report

See Also:

22.9.1 Reviewing the Payroll Register for Changes Only

The system prints this type of payroll register when you rerun pre-payroll processing for employees with changed information only. You can use this register to review all the payroll information for the employee records that you changed.

22.9.2 Reviewing the Deductions Not Taken Report

When employees do not have enough gross earnings to pay for their deductions, the system either adjusts the deductions or puts them in arrears, depending on how you set up the DBA. The Deductions Not Taken report lists those employees whose deductions were adjusted. You can use this report to verify that your DBAs are set up correctly, as well as to verify that the employees' information is correct.

Figure 22-11 Deductions Not Taken report

Description of Figure 22-11 follows
Description of ''Figure 22-11 Deductions Not Taken report''

22.9.3 Reviewing the Deduction Arrearage Report

When employees do not have enough gross earnings to pay for their deductions, the system either adjusts the deductions or puts them in arrears, depending on how you set up the DBA. The Deductions Arrearage report lists those employees whose deductions were arreared. You can use this report to verify that your DBAs are set up correctly, as well as to verify that the employees' information is correct.

Figure 22-12 Deduction Arrearage Report

Description of Figure 22-12 follows
Description of ''Figure 22-12 Deduction Arrearage Report''

22.10 Processing Pre-Payroll for Changes Only

Navigation

From Payroll Master (G07), choose Pay Cycle Processing

From Pay Cycle Processing (G0713), choose Pre-Payroll Processing

After you complete the pre-payroll processing, you should review the pre-payroll reports. If you identify any errors in employee salary or timecard information, you must correct the errors and then rerun pre-payroll. To reduce computer processing time, you can rerun pre-payroll for only those employees whose information you corrected. This type of processing is called pre-payroll processing for changes only.

You must run a pre-payroll for changes only when you make any of the following types of changes to employees included in a pre-payroll:

  • Revise employee information that affects the payment, such as home company, home business unit, annual salary, hourly rate, and marital status

  • Revise timecard information

  • Add, change, or delete an interim check (based on the dates of the interim checks)

After you run pre-payroll processing for the first time in a payroll cycle, the system selects the processing type for changes only if you rerun pre-payroll without resetting the payroll ID.

If you run a pre-payroll for changes only, the system will not process the changes if you:

  • Have already printed payments

  • Change the selection criteria for the pre-payroll program version

  • Change the setup of a PDBA that affects one or more employees in the payroll cycle

  • Revise labor, autodeposit, or DBA instructions for an employee

  • Revise wage attachment information for an employee

If you have printed payments or made any of these changes and revisions, you must reset the payroll ID and then rerun pre-payroll processing for all the employees included in the payroll cycle. Resetting the payroll ID restores the employees' data to the way it was before you processed pre-payroll.

The system automatically processes a pre-payroll for changes only when one or more employees have pre-tax deductions that are too large to be withheld. The system will run the processing for changes only up to three times in order to resolve these situations.

To process pre-payroll for changes only

On the first Pre-Payroll Processing form

  1. Complete the following field:

    • Payroll ID

  2. On the second Pre-Payroll Processing form, verify the value in the following field:

    • Type of Processing

  3. Choose the Submit Job function.

Field Explanation
Type of Processing A code that indicates the kind of pre-payroll processing that you want to submit. Once you run a regular pre-payroll processing (types 1, 3, 5, or 7), the system sets this field to the corresponding changes only type (2, 4, 6, or 8 respectively) when you need to run pre-payroll processing for changes only. The system verifies the field against the hard-coded Processing Type Codes user defined code list (07/ST).

22.10.1 What You Should Know About

Topic Description
Changes only processing after printing payments If you need to process a pre-payroll after you have printed payments, you must:
  • Reset the print payments workfile

  • Process the pre-payroll for the changes

  • Reprint the payments

  • Rerun the payroll cycle reports

  • Process the pro forma journal entries