(CAN) Setting Up and Processing Business Payrolls Survey Reporting

This chapter provides an overview of Business Payrolls Survey (BPS) reporting and discusses how to:

• Set up BPS reporting tables.

• Define BPS reporting units.

• Specify earnings codes for BPS reporting.

• Generate the BPS electronic data report (EDR) file.

Understanding BPS Reporting

Statistics Canada selects employers to participate in the BPS and requires them to report payroll earnings and hours information on a monthly basis.

PeopleSoft supports the survey’s EDR format. If you are participating in the survey, see the Business Payrolls Survey Electronic Data Reporting Guide published by Statistics Canada for further information. Statistics Canada requires that you meet certain conditions before being accepted as an EDR respondent.

Setting Up BPS Reporting Tables

To set up BPS reporting tables, use the Business Information (BPS_CONTACT) and Activity Table (BPS_ACT_TBL) components.

This section discusses how to:

• Enter business and contact information.

• Define BPS activity codes.

Pages Used to Set Up BPS Reporting

Entering Business and Contact Information

Access the BPS Business Information page.

Defining BPS Activity Codes

Access the BPS Activity Table page.

Note. Use the Job Code Profile page to link BPS activities to job codes. When defining initial BPS activity codes on the Job Code Table component (JOB_CODE_TBL), apply updates to all relevant current, history, and future-dated records for the reference months required for reporting.

See Also

Adding New Job Codes

Defining BPS Reporting Units

To define BPS reporting units, use the Reporting Unit Table (BPS_REPORT_UNIT) component.

This section provides an overview of BPS reporting units and discusses how to:

• Specify the pay group and BPS activities.

• Specify BPS locations.

Understanding BPS Reporting Units

A BPS reporting unit represents a group of employees within a company that Statistics Canada has selected for the survey. Each reporting unit, uniquely identified within a company by the reporting unit ID, corresponds to one Payroll record (Record Type 2) in the survey EDR file.

A reporting unit is defined by:

• Business activities.

• Business locations.

• Pay frequencies of employees.

  (Statistics Canada refers to pay frequency as pay period type.)

Note. To ensure that each employee appears only once per survey, assign a unique combination of pay group, BPS activity, and tax location information for each reporting unit.

Use the BPS Reporting Unit table to establish the relationship between these criteria. For each BPS Reporting Unit record:

• Define the required business activities and locations using the Tax Location Code and Activity ID fields.

• Assign a pay group to ensure that each reporting unit includes only those employees with the same pay frequency (for example, biweekly or monthly) and pay period dates.

The system selects employees whose job data fulfills the criteria that is defined in the BPS Reporting Unit table. It extracts and reports their payroll information in the Payroll record of the EDR file.

This diagram shows the relationship of entities related to the BPS reporting unit:

Entities related to the BPS reporting unit

Pages Used to Define BPS Reporting Units

Specifying the Pay Group and BPS Activities

Access the BPS Activities page.

Reporting Unit Information

Activity Information

Specifying BPS Locations

Access the BPS Locations page.

Location Information

Specifying Earnings Codes for BPS Reporting

This section discusses how to specify earnings codes for BPS reporting.

Note. The second page of the Tax Form Definition component (TAXFORM_DEFN_TBL) (Tax Form Footnote page) is not used as part of this process.

Page Used to Specify Earnings Codes for BPS Reporting

Specifying Earnings Codes for BPS Reporting

Access the Tax Form Definitions page.

Select Business Payrolls Survey - CAN from the Tax Form Identification field on the search page.

The earnings codes that you specify for each BPS tax form box apply to the respective categories of employees (hourly, salaried, or working owners) for all reporting units.

The tax form box descriptions in the following tables correspond directly to reporting fields of the same descriptions in the EDR record layouts. Ensure that you do not duplicate earnings codes in tax form boxes where you do not want to report those earnings or hours twice (for example, reporting overtime in the OTP [Overtime Pay] box for regular overtime pay versus the reporting of accumulated overtime pay into an SPx [Special Payments x] box).

The following boxes refer to payments made in the last pay period of a reference month:

The following boxes refer to payments made at any time during a reference month:

Warning! It is imperative that you define all applicable earnings for each BPS tax form box before creating the EDR file for transmission to Statistics Canada.

Note. See the Business Payrolls Survey Electronic Data Reporting Guide published by Statistics Canada for further information on the reporting requirements for each box.

Generating the BPS EDR File

This section provides an overview of the Business Payrolls Survey Structured Query Report (SQR) Report process (PAY104CN) and discusses how to generate the BPS EDR file.

Understanding the Business Payrolls Survey SQR Report Process (PAY104CN)

The Business Payrolls Survey process generates the BPS EDR file for transmission to Statistics Canada. At the same time, the system produces a summary report for your reference.

On the run control page you select the reference month (period) and companies for which the system should generate an EDR. Each company that you select corresponds to a Business and Contact Information record (Record Type 1) in the EDR file. The system reports on all the reporting units that are defined in the BPS Reporting Unit table for the company. Each reporting unit corresponds to a Payroll record (Record Type 2).

Note. Create this file for each reference month only after the corresponding Pay Confirmation COBOL SQL process (PSPCNFRM) is complete for all pay periods that are associated with that reference month.

Selecting Payroll Data by Reference Month

A reference month is the month for which you report payroll data in the BPS.

The system processes the selection of payroll information for a reference month as follows:

• Last Pay Period blocks.

  The system selects payroll information for the Last Pay Period blocks in the report from the pay period with an end date that is closest to, but not later than, the third day of the month following the reference month. For example, for the reference month of October 2004, the system selects the pay period with an end date that is closest to, but not later than, November 3, 2004.

• Gross Monthly Payroll blocks.

  The system selects payroll information for the Gross Monthly Payroll block in the report from pay periods with end dates that are between the fourth day of the reference month and the third day of the following month. For example, for the reference month of October 2004, the system selects the pay periods with end dates from October 4, 2004 to November 3, 2004 inclusive.

• Blocks 1–6.

  The system selects special payment amounts reported in Blocks 1 through 6 in the report from pay periods with cheque dates that are between the fourth day of the reference month and the third day of the following month. For example, for the reference month of October 2004, the system selects the pay periods with cheque dates from October 4, 2004 to November 3, 2004 inclusive.

Classifying Employees

When processing the BPS, the system classifies employees as either hourly or salaried, based on the employee type in Job Data. The system processes exception hourly employees as hourly employees. Employees can also be classified as working owners by the officer code in Job Data, in which case they are excluded from the hourly and salaried categories. Employees that are assigned to the following officer codes are classified as Working Owners and are reported in Category D - Working Owners of Incorporated Businesses:

• Chairman

• Director

• President

• Vice President

Locating the BPS EDR Output

The Business Payrolls Survey process creates the BPS EDR file in the PeopleSoft report output directory. The following table identifies the naming convention of the output files for each platform:

Renaming the File

You must rename the file to meet Statistics Canada requirements for submission. PeopleSoft recommends that you rename the file using the following convention.

BPSyymm.txt:

• BPS: Business Payrolls Survey.

• yymm: year and reference month for which the file is generated.

• txt: file extension.

Page Used to Generate the BPS EDR File

Generating the BPS EDR File

Access the Business Payrolls Survey page.