Managing Off-Cycle Payments

This chapter provides an overview of the off-cycle processing and discusses how to:

• Record manual payments.

• Correct or reverse payroll results.

• Make unscheduled payments.

• Issue advance payments.

Note. Please refer to PeopleSoft Enterprise Global Payroll 9.0 PeopleBook for information on off-cycle setup and processing.

See Also

Managing Off Cycle Processing

Understanding Off-Cycle Processing

This section discusses:

• The off-cycle process.

• Types of off-cycle transactions.

• Delivered elements.

The Off-Cycle Process

Off-cycle processing refers to processing payments and making corrections to payroll results outside of the normal payroll schedule. Off-cycle transactions are usually made to correct prior payments, enter manual payments, or to make early termination payments that can't wait until the next scheduled payroll.

Types of Off-Cycle Transactions

The four types of off-cycle transactions are:

1. Manual payments

   Manual payments enable you to enter payments that you have calculated and paid outside of the payroll system. Examples include paying a new hire with a manual check, because their pay details were not entered in time for the normal pay run.

2. Corrections

   Corrections enable you to correct results of any finalized payroll. Examples include reversing a sick leave payment when workers compensation should have been paid.

3. Unscheduled payments

   Unscheduled payments enables you to enter one-time payments that fall outside the normal payroll process. Examples include one time bonuses or expense reimbursement.

4. Advances

   Advances enables you to pay payees before their normally scheduled pay run. Examples include salary due on termination.

Delivered Elements

The PeopleSoft system delivers a query that you can run to view the names of all delivered elements designed for Germany. Instructions for running the query are provided in the PeopleSoft Enterprise Global Payroll 9.0 PeopleBook.

See Also

Understanding How to View Delivered Elements

Recording Manual Payments

This section provides an overview of recording manual payments and provides examples of how to use the manual payment functionality with the delivered rules.

Manual Payments

When entering manual payments for German payees, it is recommended that all calculations be manually calculated outside the system and then entered. The following areas need to be considered when entering manual payments:

• Selecting the Period (Calendar) Paid and Payment Date on the Period Calendar tab of the Manual Payments page.

  The selection of the period paid and payment date need to be considered carefully. When selecting the period paid, it is recommended that you select the previous finalized calendar or the current open calendar. The selection of the payment date directly affects how elements are accumulated. For example, if you have an accumulator that accrues based on period end date, the payment date may not update the accumulator balances at the right time.

• Selecting processing controls on the Manual Payments page.

  The Period Begin Date and Period End Date should default after selecting the Period (Calendar) Paid. It is recommended that these dates not be changed as the delivered rules have been designed to calculate using whole periods, and may not automatically segment if a partial period is entered.

  The run type defaults from the Period (Calendar) Paid and it is recommended that the default be used. To ensure that the payee's manual payment is processed by the system, the Allow Duplicates check box must be selected on the run type; otherwise, the payee may not be processed again if the system detects that they have already been processed in the period.

  Stop Regular Resolution enables you to stop the resolution of all elements on the process list except the elements entered into the manual payment. If you decide to allow regular resolution, an analysis would need to be performed to understand the impact on your supporting elements.

  If using the Limited Element Set, you need to ensure that all elements calculate independently of pre- or post-processing formulas, as these do not resolve during off-cycle processing.

Note. Manual payments are used to record monetary values only, absence accumulators will not be updated using this method.

Entering Corrections

This section provides an overview of corrections and provides examples of how to make corrections using the delivered rules.

Corrections

The Corrections page of the Off-Cycle Requests component (GP_OFFCYCLE_SETUP) is used when you need to change finalized results, usually due to a user error. This method uses period-to-date logic built into the Australian delivered statutory rules.

The following areas need to be considered when entering corrections:

• All earnings and deductions need to have period-to-date logic applied.

• This method is used to correct pay accumulators only. Absence accumulators will not be corrected.

Making Unscheduled Payments

The Unscheduled Payments page of the Off-Cycle Requests component (GP_OFFCYCLE_SETUP) is used to make one-time payments that are processed outside of the on-cycle payroll. Examples include bonuses and expense reimbursements. This method uses period-to-date logic built into the delivered statutory rules when calculating.

The following areas need to be considered when entering unscheduled payments:

• All earnings and deductions need to have period-to-date logic applied.

• When selecting the period paid, it is recommended that you select the previous finalized calendar or the current open calendar.

• This method is used to record monetary values only. Absence accumulators will not be updated.

Advancing Payrolls

The Advance Payrolls page of the Off-Cycle Requests component (GP_OFFCYCLE_SETUP) is used when you would like to pay an employee before their normal on-cycle pay run. For example an employee is terminating employment with your organization, and the termination payment needs to be paid immediately and not in the next on-cycle payrun. The following is recommended when making advance payments:

• Always select the next open calendar, as skipping calendars may update accumulators incorrectly.

• Absence accumulators will calculate automatically for the calendar group selected.

Note. Advance Payroll does not replace Pay in Advance functionality used for absences.