Administering Participant Contributions

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

View participant contributions for stock purchases and place holds on stock purchases.
Process contributions manually if you are not using PeopleSoft Enterprise Payroll for North America.

Understanding 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.

Prerequisites

Before you administer your employee contributions:

Set up your stock purchase plans using the Stock Purchase Plan Rules - General page.
Set up the offering ID using the Offering/Purchase Periods - Offering Period page.
Set up the purchase ID using the Stock Purchase - General page.
Run the Update Participants process using the Process Stock Purchase page.

The 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:

Payroll for North America (USA and Canadian employees).
Manual contributions (adjustments and non-USA or non-Canadian contributions).
Residual contributions (unused contributions carried forward from previous stock purchase periods).

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 contributions are identified in payroll as Gathered, so as not to gather them again.
Manual contributions are changed to Processed from New.
Residual contributions are changed to Processed Residual from New Residual.

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:

Frequency of pay.
Currency in which they are paid.
Country or location in which they are paid.
Employee type (hourly, exception hourly, salaried, and so on).

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.

Steps for Running the Gather Contributions Process

To gather contributions:

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.
Enter manual contributions or view the results of a data import using the Create Manual Contributions page.
Run the Gather Contributions process using the Process Stock Purchase page.

Select the Gather Contributions check box.
If you want to hold a purchase for an individual, select a hold reason on the Review Contributions page.
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.

Viewing Participant Contributions and Placing a Hold on Purchases

This section discusses how to:

View a participant’s contributions and place a hold on a purchase.
View residual contributions.

Pages 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.

Viewing a Participant’s Contributions and Placing a Hold on a Purchase

Access the Review Contributions page.

Common Page Information

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.

Viewing 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.

Processing Contributions Manually

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

Manual 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.

Page 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.

Entering 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.