This chapter provides an overview of off-cycle functionality, and discusses how to:
Record manual payments for the U.S.
Submit reversals for the U.S.
Make additional payments for the U.S.
Advance payments for the U.S.
Note. Please refer to the PeopleSoft Enterprise Global Payroll 9.0 PeopleBook for information on off-cycle setup and processing.
See Also
This section discusses:
Off-cycle processing.
Types of off-cycle transactions.
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.
The four types of off-cycle transactions are:
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.
Corrections
Corrections enable you to correct the results of any finalized payroll. Examples include reversing a sick leave payment when workers compensation should have been paid.
Additional payments
Additional payments enable you to enter one-time payments that fall outside the normal payroll process. Examples include one time bonuses or expense reimbursements.
Advances
Advances enable you to pay payees before their normally scheduled pay run. Examples include salary due on termination.
This section provides an overview of manual payments and explains how to set up manual payment using U.S. delivered rules.
Note. This section supplements the off-cycle documentation in the PeopleSoft Enterprise Global Payroll 9.0 PeopleBook.
See Recording Manual Payments.
Manual payments are defined on Global Payroll core application pages. However, there are some U.S.-specific issues you should keep in mind when setting up manual payments.
When entering manual payments for U.S. payees, it is recommended that all calculations be manually calculated outside the system and then entered.
In addition, you should consider the consequences of:
Selecting the Payment Date on the Manual Payment Detail page.
The selection of the payment date needs to be considered carefully. 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.
Defining processing controls on the Manual Payment Detail page.
The Period Begin Date and Period End Date should default after selecting the target period ID. It is recommended that these dates not be changed as the delivered U.S. rules have been designed to calculate using whole periods, and may not automatically segment if a partial period is entered.
Entering the run type on the Manual Payment Detail page.
Select your run type carefully. 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.
Selecting an Element Selection value on the Manual Payment Detail page.
Selecting the Limited Element Set option enables you to stop the resolution of all elements on the process list except those contained in the element set that you enter for the manual payment. If you use a 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.
If you choose the All option, an analysis would need to be performed to understand the impact on your supporting elements.
Note. For manual payments, Global Payroll for U.S. delivers a limited element set, TAX EG FED ER, that enables you to enter employee taxes. The limited element set automatically calculates what should be withheld for employer taxes.
Note. Manual payments are used to record monetary values only; absence accumulators are not updated using this method.
To set up a manual payment:
Access the Off Cycle On Demand page or the Off Cycle Request page to create the off-cycle group.
Access the Manual Payment Detail page to enter instructions for processing the manual payment.
Create an off-cycle calendar on the Calendar Group page of the Off Cycle Calendar Group component (GP_CALENDAR_RUN).
Use this calendar to process the manual payment.
Process the manual payment on the Calculate Absence and Payroll run control page.
Page Name |
Object Name |
Navigation |
Usage |
GP_OFFCYCLE_REQ |
|
Access the detail pages of the off cycle transaction types for the employee IDs that are entered. |
|
GP_OFFCYCLE_M_SEC |
|
Enter instructions for processing manual payments. |
|
GP_CALENDAR_RUN |
Global Payroll & Absence Mgmt, Absence and Payroll Processing, Off Cycle, Off Cycle Calendar Group, Calendar Group |
Define off-cycle calendar groups. |
This section provides an overview of reversals and corrections and explains how to make corrections using U.S. delivered rules.
Note. This section supplements the off-cycle documentation in the PeopleSoft Enterprise Global Payroll 9.0 PeopleBook.
See Correcting or Reversing Finalized Results.
Reversals are defined on a combination of Global Payroll core application pages and Global Payroll for United States pages.
Note. Global Payroll generally handles corrections as a basic part of regular on-cycle payrolls by using its built-in retroactive processing capabilities. Off-cycle processing enables you to quickly address the more critical exceptions.
The following issues need to be considered when entering reversals:
All earnings and deductions need to have period-to-date logic applied.
Reversals use period-to-date logic built into the U.S. delivered statutory rules.
This method is used to correct pay accumulators only. Absence accumulators are not corrected.
To reverse a payment for a payee:
Access the Off Cycle On Demand page or the Off Cycle Request page to create the off-cycle group.
Create an off-cycle calendar on the Calendar Group page of the Off Cycle Calendar Group component (GP_CALENDAR_RUN).
Use this calendar to process the reversal.
Access the Reversals page. On this U.S.-specific page you identify:
The payee whose payment you are reversing.
The calendar(s) to reverse.
The payment ID and number of the payment you want to correct.
Other data related to the off-cycle group you are processing.
Note. When you save this page, a component interface updates the Correction Request Detail page of the core Off Cycle Requests component (GP_OFFCYCLE_SETUP). Use the U.S. page for entering reversal and correction data—not the core page.
Process the reversal on the Calculate Absence and Payroll run control page.
Before you can process a reversal for the U.S., you must finalize the payroll calendar and run and finalize the banking process for the calendar group containing the payroll results you are correcting.
See Also
Page Name |
Object Name |
Navigation |
Usage |
GP_OFFCYCLE_REQ |
|
Create an off-cycle group. |
|
GP_CALENDAR_RUN |
Global Payroll & Absence Mgmt, Absence and Payroll Processing, Off Cycle, Off Cycle Calendar Group, Calendar Group |
Define off-cycle calendar groups. |
|
GPUS_REVERSAL |
Global Payroll & Absence Mgmt, Absence and Payroll Processing, Reversals USA, Reversals USA |
Retrieve payments to be reversed. Submit reversal requests. |
Access the Reversals page.
Note. When you save this page, a component interface populates the Correction Request Detail page in the Off Cycle Requests (GP_OFFCYCLE_SETUP) component. In addition, the component interface updates payment processing status from Finalized to Void.
Calendar Group ID |
Enter the Calendar Group ID corresponding to the payment you want to reverse. |
Payment Identification |
Enter a payment ID. Valid values are all payment IDs in the Payment ID Definition table. |
Payment Number |
Enter the number of the payment being reversed. |
Select Matching Criteria |
Click to populate the fields on the Calendar and Segment Detail tabs with detailed information about the calendar associated with the Calendar Group ID displayed at the top of the page. |
Clear |
Click to clear the fields on the Calendar and Segment Detail tabs. |
Pay Group |
The pay group defaults from the calendar retrieved when you click the Retrieve Calendars button. The pay group is the same for the on-cycle and the off-cycle calendar. |
Period ID |
Enter the target period ID. This is typically the period in which the reversal is processed. It is the period in which balance accumulators are updated. Note. The target period selection is limited to periods associated with calendars that are defined for this particular pay group. |
Offcycle Group |
Select the off-cycle group for which you want to process the reversal. The groups available for selection are those defined on Off Cycle Requests component (GP_OFFCYCLE_SETUP). |
Payment Date |
Defaults from the off-cycle group but it can be overridden for individual payments. |
Type of Correction |
Select the type of reversal that you want to use to process the selected calendars. Valid values are:
Note. If you want to reverse and replace a check because a payee never received payment, select Replacement in the Correction Type field on the Correction Request Detail page and enter positive input for the correct amount. |
Stop Regular Resolution |
Select to stop the resolution of all elements on the process list except those that you specify for the reversal. |
Reversal Actions |
The Create Reversal and Void Payment check boxes are selected by default. When you submit a reversal with these check boxes selected, the system creates a row on the Corrections page and changes the status of the payment to Void. If you submit a reversal with the Void Payment check box cleared, the system creates a row on the Corrections page, but does not update the status of the payment. In this case, the Cancel Reversal check box will be available when you return to the Reversals USA page for the same payment. If you select the Cancel Reversal check box and click the Submit button, the system deletes the associated row on the Corrections page. |
Add Off Cycle Request |
Click the hyperlink to go to the Off Cycle Requests component (GP_OFFCYCLE_SETUP) where you can define a request for a correction if you have not already done so. |
This section provides an overview of additional payments and explains how to set up additional payments using U.S. delivered rules.
Note. This section supplements the off-cycle documentation in the PeopleSoft Enterprise Global Payroll 9.0 PeopleBook.
See Making Additional Payments.
Additional payments are defined on Global Payroll core application pages. However, there are some U.S.-specific issues you should keep in mind when setting up additional payments:
All earnings and deductions need to have period-to-date logic applied.
This method uses period-to-date logic built into the U.S. delivered statutory rules.
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 are not updated.
To set up an additional payment:
Access the Off Cycle On Demand page or the Off Cycle Request page to create the off-cycle group.
Access the Additional Payment Detail page to enter instructions for processing the payment.
Create an off-cycle calendar on the Calendar Group page of the Off Cycle Calendar Group component (GP_CALENDAR_RUN).
Use this calendar to process the additional payment.
Process the additional payment on the Calculate Absence and Payroll run control page.
Page Name |
Object Name |
Navigation |
Usage |
GP_OFFCYCLE_REQ |
|
Access the detail pages of the off cycle transaction types for the employee IDs that are entered. |
|
GP_OFFCYCLE_U_SEC |
|
Enter instructions for processing additional payments. |
|
GP_CALENDAR_RUN |
Global Payroll & Absence Mgmt, Absence and Payroll Processing, Off Cycle, Off Cycle Calendar Group, Calendar Group |
Define off-cycle calendar groups. |
This section provides an overview of advance payments and explains how to set up advance payments using U.S. delivered rules.
Note. This section supplements the off-cycle documentation in the PeopleSoft Enterprise Global Payroll 9.0 PeopleBook.
See Processing Advances.
You set up most advances on Global Payroll core application pages. However, final (termination) payments that need to be paid in off-cycle runs are set up using a combination of core and U.S. specific pages.
Keep the following in mind when you define advances:
Always select the next open calendar, as skipping calendars may update accumulators incorrectly.
Global Payroll automatically calculates absence accumulators for the calendar group selected.
Global Payroll for U.S. uses the advance functionality in the Global Payroll core application as the basis for the delivered termination (final payment) process. However, advances can be made outside of this process, for reasons other than termination.
To set up an advance for a termination that needs to be processed immediately, before the next scheduled on-cycle pay run, use a combination of core and Global Payroll for U.S.-specific pages.
To set up an advances for reasons other than off-cycle termination, use the pages in the core Off Cycle Requests (GP_OFFCYCLE_SETUP) component.
Advances for Off-Cycle Termination
To set up advance for an off-cycle termination:
Access the Off Cycle On Demand page or the Off Cycle Request page to create the off-cycle group.
Access the Advance Request Detail page and enter instructions for processing the advance.
In the Calculate From Date and Calculate Thru Date fields, enter the days for which you want to pay the employee. For example, if you are terminating an employee who is part of a monthly pay group on March 6, the From and Thru dates would be March 1 and March 6 respectively.
Create an off-cycle calendar on the Calendar Group page of the Off Cycle Calendar Group component (GP_CALENDAR_RUN).
Use this calendar to process the advance.
Enter instructions for processing the final (termination) payment on the Final Payment Definition page in Global Payroll for U.S.
Define the termination date and assign the final payment definition created in Step 4 to the payee receiving the advance. Do this on the Maintain Termination Data page in Global Payroll for the U.S.
Process the additional payment on the Calculate Absence and Payroll run control page.
When you run the standard, on-cycle calendar after processing the off-cycle termination, the terminated payee is not picked up for processing.
Note. You must enter a termination row in the payee's JOB record to clear the payee from the system entirely. The information you enter on the Maintain Termination Data page does not update the JOB record.
Advances for Reasons Other Than Off-Cycle Termination
To set up advances unrelated to a termination:
Access the Off Cycle On Demand page or the Off Cycle Request page to create the off-cycle group.
Access the Advance Request Detail page and enter instructions for processing the advance.
To set up an advance payment for a partial period (for example, March 1 thru March 15), specify the Calendar Group ID, the Calculate From Date, and the Calculate Thru Date. The system prorates the SALARY earning, and takes all scheduled deductions. When you process the following on-cycle calendar, the system automatically calculates the payment for the remainder of the period, and takes all scheduled deductions.
To make an advance payment for an entire period (for example, March 1 thru March 31), enter the target Calender Group ID. You do not need to specify the Calculate From Date and Calculate Thru Date fields.
Note. Deductions are not prorated when you process partial periods.
Create an off-cycle calendar on the Calendar Group page of the Off Cycle Calendar Group component (GP_CALENDAR_RUN).
Use this calendar to process the advance.
Process the advance on the Calculate Absence and Payroll run control page.
Note. These pages and setup steps are described in greater detail in the off-cycle processing chapter in the PeopleSoft Enterprise Global Payroll 9.0 PeopleBook.
See PeopleSoft Enterprise Global Payroll 9.0 PeopleBook.
Note. If you enter positive input in connection with an off-cycle advance, make sure that the positive input dates match the Calculate From Date and Calculate Thru Date values on the Advance Request Detail page. Otherwise, the system may process positive input in more than one segment. For example, if you define an advance for the segment March 1 thru March 15, and enter 10 hours of overtime using positive input, the system will process 10 overtime hours in the off-cycle calendar. Later, when you run the standard on-cycle calendar for March, the system will try to process the same 10 hours of overtime for the segment March 16 thru March 31, unless you specify the begin and end dates of the positive input as March 1 and March 15.
Page Name |
Object Name |
Navigation |
Usage |
GP_OFFCYCLE_REQ |
|
Access the detail pages of the off cycle transaction types for the employee IDs that are entered. |
|
GP_OFFCYCLE_A_SEC |
|
Enter instructions for processing advances. |
|
GP_CALENDAR_RUN |
Global Payroll & Absence Mgmt, Absence and Payroll Processing, Off Cycle, Off Cycle Calendar Group, Calendar Group |
Define off-cycle calendar groups. |
|
GPUS_FPMT |
Set Up HRMS, Product Related, Global Payroll & Absence Mgmt, Terminations, Final Payment Definition USA, Final Payment Definition USA |
Create a final payment definition. |
|
GPUS_FPMT_PYE |
Global Payroll & Absence Mgmt, Payee Data, Terminations, Maintain Termination Data USA, Maintain Termination Data USA |
Assign a final payment definition to a payee. |
The information you enter on the Final Payment Definition page tells the system which earnings and deductions to process in a final payment, and how to process them. You can use the Final Payment Definition page to create final payment programs for use with both on- and off-cycle calendars.
Note. We discuss the Final Payment Definition page in detail in the chapter on processing payments.
See Processing Payments.
Use the Maintain Termination Data page to assign final payment instructions defined on the Final Payment Definition page. You can assign final payment definitions to payees processed in off-cycle as well as on-cycle calendars.
Note. We discuss the Maintain Termination Data page in detail in the chapter on processing payments.
See Processing Payments.