Administering Participant Contributions

This chapter provides an overview of participant contribution administration and discusses how to:

Click to jump to parent topicUnderstanding Participant Contribution Administration

This section lists prerequisites and provides overviews of the Gather Contributions process (ESPP_CONTRIB) and the steps for running the process to gather participant contributions in preparation for a stock purchase.

Click to jump to top of pageClick to jump to parent topicPrerequisites

Before you administer your employee contributions:

See Also

Stock Administration Integrations

Click to jump to top of pageClick to jump to parent topicThe Gather Contributions Process

Participant contributions may come from different sources collected during the purchase period, manual adjustments, and contributions left over from a previous purchase.

The Gather Contributions process gathers all contributions for participants based on how you set up your stock purchase plan and the deductions taken during the purchase period. The system also checks how you set up your process groups within a purchase ID. The Gather Contributions process obtains contributions from three sources:

You can have contributions gathered from Payroll for North America, manually, or both. Residual contributions are always gathered in the process. Contributions outside of Payroll for North America must be manually entered for the process to gather the contributions.

The system stores the different types of contributions in the tables and changes the status as follows:

Payroll for North America

Payroll for North America groups employees by company and pay group for reporting, accounting, and other payroll objectives. It defines the company and pay group for each employee’s job on the effective-dated job record. Company definition ranges from simple to fairly complex. Payroll for North America defines pay groups within companies and uses the division for payroll processing. You define the pay groups that typically fall into one or more of the following criteria:

In Payroll for North America, employees are paid according to a pay calendar, which defines the company, pay group, pay period begin and end dates, and check date.

If you gather contributions based on check date or pay period, it gathers only the appropriate contributions. If you selected Check Date, it gathers contributions on check dates that fall between the purchase period begin and end dates. If you selected Pay Period End Date, the process gathers contributions for pay period end dates that fall within the purchase period begin and end dates. Within the purchase ID setup, you can include or exclude specific pages or page ranges from the Gather Contributions process. Work with your payroll administrator to determine the best setup for your process.

Payroll for North America stores deduction data in the PAY_DEDUCTION Table by pay calendar and pay period. It contains all deductions for an employee by company, pay group, benefit plan, and benefit plan type. The unique combination of benefit plan type and benefit plan defined for each stock purchase plan controls the deduction gathering process.

Once a payroll is processed and the pay calendar is confirmed, the Gather Contributions process collects the payroll deduction data for employees. The Gather Contributions process collects deductions that match the benefit plan type and benefit plan defined for a participant. After it processes a deduction for a participant, it sets a flag (ESPP_PROCESS_FLAG) in the PAY_DEDUCTION Table. This flag prevents the Gather Contributions process from processing a deduction multiple times. Specify the parameters that control the Gather Contributions process for Payroll for North America in the Purchase Table.

Manual Contributions

Contributions not gathered by Payroll for North America are processed as manual contributions. Using the Manual Contributions page, you can adjust a participant’s contribution or manually enter the contributions of employees who are not administered through Payroll for North America. Alternatively, if you don’t use Payroll for North America, you can import all your contribution data through an import process.

Residual Contributions

Residual contributions are those left over from a purchase. The Gather Contributions process collects residual contributions with a residual type of C (carry forward) from the Residual Contributions Table (ST_CONTRIB_RSDL). After the residual contributions are processed, the contribution status is updated from N (new) to P (processed). The residual contribution’s stock ID, stock plan type, stock plan, and process group must match those of the current offering for the residual contributions to be carried forward into the current offering.

Negative Contributions

The process doesn’t gather negative contributions, other than reversals. These contributions are ignored and the system generates a warning message.

Click to jump to top of pageClick to jump to parent topicSteps for Running the Gather Contributions Process

To gather contributions:

  1. Working with your payroll administrator, make sure the payroll is executed and the pay calendar is confirmed.

    Payroll must be run to ensure the payroll check and deduction data is available for the Gather Contributions processing.

  2. Enter manual contributions or view the results of a data import using the Create Manual Contributions page.

  3. Run the Gather Contributions process using the Process Stock Purchase page.

    Select the Gather Contributions check box.

  4. If you want to hold a purchase for an individual, select a hold reason on the Review Contributions page.

  5. View participant contributions and make manual adjustments using the Review Contributions page and the Review Residual Contributions page.

Generate the Contributions report to view contributions for audits and reconciliation.

See Also

Running the Purchase Stock Process

Click to jump to parent topicViewing Participant Contributions and Placing a Hold on Purchases

This section discusses how to:

Click to jump to top of pageClick to jump to parent topicPages Used to View Participant Contributions and Place Holds on Purchases

Page Name

Object Name

Navigation

Usage

Review Contributions

ST_CONTRIB_PARTIC

Stock, Stock Purchases, Review Contributions

View a participant’s contributions. You can place a hold on the purchase if you don’t want to process the purchase.

Review Residual Contributions

ST_CONTRIB_RSDL

Stock, Stock Purchases, Review Residual Contributions

View a participant’s contributions that are left over from a previous stock plan purchase, and determine their disposition.

Click to jump to top of pageClick to jump to parent topicViewing a Participant’s Contributions and Placing a Hold on a Purchase

Access the Review Contributions page.

Common Page Information

ID

Click to access the Employee Information page to view employee information.

Hold Purchase

If you have not confirmed the purchase, this field is available for entry. To hold this individual’s purchase, select a hold reason. Otherwise, use the default value of None. The Gather Contributions process generates a Hold Purchase flag for terminated employees and participants identified as major shareholders on the Insider page.

Note. If you select a hold reason for a participant and have already run the purchase process but not confirmed the purchase, the purchase is invalidated and must be recalculated. The system issues a warning message. If you accept it, the system removes the participant’s calculated purchase records.

Purchase Process Flags

If you’ve run the Gather Contributions, Convert Currencies, Purchase Stock, or Confirm Purchase processes, the system selects the appropriate check boxes.

Contributions Tab

Gather Date

Displays the date on which the contributions were gathered.

Contribution Source

Valid values are North American Payroll, Manual Contributions, Carry Forward, or Residual Contribution.

Stock Contribution Amount

Displays the contribution amount converted to the stock currency.

Status

Valid values are Processed Contribution, Refunded, New, and Other.

Status Date

Displays the date of the process status.

Conversion Details Tab

The system calculates the contribution amount by multiplying the contribution amount by the rate multiplier and then dividing by the rate divisor for the market rate index, rate type, and exchange date specified.

General Tab

Sequence

Displays the purchase sequence number. The system generates one sequence number for multiple transactions done in a single day.

See Also

Setting Up and Working with Currencies

Click to jump to top of pageClick to jump to parent topicViewing Residual Contributions

Access the Review Residual Contributions page.

Common Page Information

ID

Click to access the Employee Information page to view employee information.

Contributions Tab

Residual Type

Displays Carry Forward or Refund.

Residual Amount

Displays the amount of the residual contribution.

Conversion Details Tab

Contribution Amount

Displays the amount contributed in the original purchase.

Display In Other Currency button

Click the Display In Other Currency button to access the Display In Other Currency page, where you change the currency.

Exchange Rate Override

Displays the exchange rate when the currency was converted.

Exchange Date

Displays the date on which the currency was converted.

Status Tab

Contribution Status

After the residual contributions are processed through the Gather Contributions process, the status is updated from New Contribution to Process Contributions. After the system processes a contribution, it cannot be edited or deleted.

Status Date

Displays the date of the last processing.

Period End Date

Displays the period end date of the next offering.

Confirmed

If the process is confirmed, the system selects this check box.

Click to jump to parent topicProcessing Contributions Manually

This section provides an overview of manual processing of contributions and discusses how to enter contributions.

Click to jump to top of pageClick to jump to parent topicManual Processing of Contributions

If you don’t use Payroll for North America, you must enter your contribution data manually or through an import process that you create. Manually entered contributions are gathered for use in a purchase during the Gather Contributions process.

If you import your contributions, you can use the Import Number and Import Date fields to reconcile the imported contributions and correct importing errors. Follow these guidelines when importing your data into the manual contributions table:

Field Name

Type

Notes

EmplID (Required)

Char(11)

Employee ID to be processed.

Stock_ID (Required)

Char(10)

Stock identifier from stock_tbl.

Stock_Plan_Type

Char(1)

E

Stock_Plan

Char(10)

Stock plan identifier from stock_plan_tbl.

Offering_ID

Char(10)

Offering identifier for the offering period in which the contributions should be processed.

Period_End_Dt

Date

Purchase period end date.

Company

Char(3)

Company from which the deduction came.

PayGroup

Char(3)

Pay group or pay center from which the deduction came.

ESPP_Contrib_Dt

Date

Date of the contribution.

SeqNum

Nbr (3)

Increment contributions for the same date and employee by 1.

ESPP_Contrib_Amt

Nbr (12.6)

Amount of unconverted contributions.

From_Cur

Char(3)

Currency code (from currency_cd_tbl) of the contributions.

ESPP_Contrib_Sts

Char(1)

N (new).

ESPP_Manual_Source

Char(1)

I (import).

ESPP_Refund_Sts

Char(1)

U (unprocessed).

Status_Dt

Date

Date of the contribution.

Last_Updt_Oprid

Char(8)

BATCH.

Last_Updt_Dttm

DateTime

Current DateTime.

ST_Import_Nbr

Nbr (3)

Uniquely assigned number to distinguish batches of contributions.

ST_Import_Dt

Date

Today’s date.

Click to jump to top of pageClick to jump to parent topicPage Used to Process Manual Contributions

Page Name

Object Name

Navigation

Usage

Create Manual Contributions

ST_CONTRIB_MANUAL

Stock, Stock Purchases, Create Manual Contributions

Enter participants’ contributions that are not automatically provided through Payroll for North America. You must first enroll participants.

Click to jump to top of pageClick to jump to parent topicEntering Contributions Manually

Access the Create Manual Contributions page.

Common Page Information

ID

Click to access the Employee Information page to view employee information.

Contribution Date

The current system date is the default.

Contributions 1 Tab

Sequence

Enter a sequence number if you are entering multiple contributions for the same date.

Contribution Amount

Enter the amount contributed in the original currency. To change to a different currency, click the Currency Conversion button to access the Display in Other Currency page, where you change the currency.

Manual Source

If you entered the data online using the Manual Contributions page, the system displays Data Entry. If you imported your data, the system displays Import.

Contributions 2 Tab

Contribution Status

After manual contributions are processed through the Gather Contributions process, the status is updated from New Contribution to Processed Contribution.

Once processed, a contribution cannot be edited or deleted.

Status Date

Displays the date of the last processing.

Contributions 3 Tab

Import Number, Import Date

If the contribution was made using an import process, the import number and date appears.

Last Updated User Name and Last Updated

Displays the name of the last person who changed this record and the date and time of the change.