PeopleSoft Enterprise Global Payroll for Japan 9.1 PeopleBook

Managing Labor Insurance

This chapter provides an overview of labor insurance rules and discusses how to:

Enter labor insurance information.
Enter and view labor insurance report data.
Run labor insurance reports.

Understanding Labor Insurance Rules

This section discusses:

Delivered elements for calculating labor insurance premiums.
Delivered elements for determining exemption for age.
Delivered elements for tracking short time labor insured.
Viewing delivered elements.

Delivered Elements for Calculating Labor Insurance Premiums

PeopleSoft delivers elements for calculating the payee and payer contributions to employment insurance premiums.

Payees' Labor Insurance Premiums

The following elements are used to calculate payee's employment insurance premiums:

Deduction elements LA EMP SAL and LA EMP BON for processing labor insurance deductions for salary or bonus.
Variables for three employment insurance industry types: Type A, Type B (agriculture, forestry, fishery, and winery), and Type B(Cs) (construction).
Bracket for determining the employment insurance rate for industry Types A and B, when the total amount of wages is between 92,000 JPY and 484,000 JPY.
Variables and formula for calculating the employment insurance premium when the amount of total wages falls outside the bracket.

Payer's Labor Insurance Premiums

The following elements are used to calculate the payer's contribution to labor insurance:

Variable element LA VR CALC ER FLG, which determines whether to calculate the payer's contribution. The default value is 0 (do not calculate).
Variables for industry types (the same those that are used for payee's contributions).
Bracket for determining the employment insurance rate of the payer's contribution for the three industry types.
Variable LA VR WKRCMP RT, which holds the workers compensation insurance rate.
Variable LA VR EMPL INS CO for the calculated employment insurance premium of the payer's contribution.
Variable LA VR WKR COMP for the calculated workers compensation insurance premium.
Writable array GPJP_WA_SCRPT that holds the calculated results for labor insurance of the payer's contribution (LA VR EMPL INS CO and LA VR WKR COMP).

Delivered Elements for Determining Exemption for Age

PeopleSoft delivers date elements, durations, formulas, variables, and generation control to determine whether the employee is over age 64 on April 1 and, if so, to prevent the premium deduction.

Delivered Elements for Tracking Short Time Labor Insured

A delivered variable tracks short time workers for reporting purposes. Use this information to submit the Status Change report when an employee changes to or from short time insured worker status and to determine the contents of the unemployment certificate.

Viewing Delivered Elements

The PeopleSoft system delivers a query that you can run to view the names of all delivered elements designed for Japan. Instructions for running the query are provided in the PeopleSoft Enterprise Global Payroll 9.1 PeopleBook.

Entering Labor Insurance Information

This section provides an overview of setting up labor insurance information and discusses how to enter labor insurance data.

Understanding Labor Insurance Information Setup

You must enter some data into the system before you calculate labor insurance premiums.

Setting up labor insurance data includes these steps:

Define labor insurance establishments on the Labor Ins Estab page.

Select the industry type for each labor insurance establishment.
Set up employee labor insurance data on the Maintain Labor Ins Data JPN page.

If an employee has multiple jobs and receives separate payments for each job, enter labor insurance data for each job separately.

Labor insurance data will be deducted for each of the employee's job record.

Page Used to Enter Labor Insurance Data

Page Name	Definition Name	Navigation	Usage
Maintain Labor Ins Data JPN	GPJP_LA_PYE_DATA	Global Payroll & Absence Mgmt, Payee Data, Social Security/Insurance, Maintain Labor Ins Data JPN, Maintain Labor Ins Data JPN	Enter labor insurance data for all job records of each employee.

Entering Labor Insurance Data

Access the Maintain Labor Ins Data JPN page (Global Payroll & Absence Mgmt, Payee Data, Social Security/Insurance, Maintain Labor Ins Data JPN, Maintain Labor Ins Data JPN).

Workers Compensation Insurance

Insurance Type

Full Time Insured Worker, Insured Officer, Temporary Insured Worker, and Exclusion.

Select Exclusion when a payment, such as a director's remuneration, is not subject to workers compensation insurance.

Employment Insurance

Insurance Type

Insured: Ordinary worker who is eligible for employment insurance.

Officer: Officers who work as employees and are eligible for employment insurance.

Exclusion:Any other payees who are not eligible for employment insurance, such as payees whose standard hours are less than 20 per week.

Note. Employees with insurance type Officer and Insured are subject to the deduction of employment insurance premiums unless their age is 64 or more at the time of payment. The age is determined by the system and is not affected by the value of the Elderly Insured check box. Global Payroll for Japan does not support voluntary elderly insured.

Elderly Insured

Select if the payee's employment insurance type is Officer or Insured and the payee is categorized as Elderly Insured in the Annual Basic Employment Premium report. Use the Annual Employment Insurance Exempt report to help identify employees to be categorized as elderly insured.

Short Time Worker

Select if the payee's employment insurance type is Officer or Insured and the payee needs to be categorized as a short time worker.

Entering and Viewing Labor Insurance Report Data

This section provides an overview of the process for entering labor insurance data and discusses how to enter labor insurance report data .

Understanding Labor Insurance Report Data

Global Payroll for Japan provides pages for capturing the data that you will use to manually complete the following labor insurance reports:

Enrollment report.
Termination report.
Status Change report.
Transfer (Move In) report.
Name Change report.

To enter data for the reports:

Complete the relevant fields on the Maintain Lab Ins Rpt Data JPN page.

Note. To determine which fields to complete for a given report, select the report type and click the View Report link.
Click the View Report link at the bottom of the page.

The page that appears depends on the value that you selected in the Report Type field on the Maintain Lab Ins Rpt Data JPN page.
Review for accuracy.

The system automatically converts dates to the imperial format. It also displays the reporting code that corresponds to certain values that you selected on the Maintain Lab Ins Rpt Data JPN page.

After confirming that your entries are correct, copy the data into the reports. The online report pages display data in the approximate order in which you enter the data on the OCR report forms defined by the government.

Note. If an employee has multiple jobs that are paid separately, enter labor insurance report data separately for each job.

Common Elements Used in This Section

Enrollment Date	Displays the effective date entered on the Maintain Lab Ins Rpt Data JPN page when the report type is enrollment.
Monthly Wage	Displays the value that you entered in the Estimated Monthly Wage field on the Maintain Labor Insurance Report page, divided by 1000 (without the fractions).
Standard Hours	Displays the number of standard hours and minutes for the payee as they appear on the Job Information page.

Pages Used to Enter and View Labor Insurance Report Data

Page Name	Definition Name	Navigation	Usage
Maintain Lab Ins Rpt Data JPN (maintain labor insurance report data)	GPJP_LA_PYE_RPT	Global Payroll & Absence Mgmt, Payee Data, Social Security/Insurance, Maintain Lab Ins Rpt Data JPN, Maintain Lab Ins Rpt Data JPN	Enter data for labor insurance reports.
Enrollment Report	GPJP_LA_PYE_RPT1	Click the View Report link on the Maintain Lab Ins Rpt Data JPN page. (You must select enrollment as the Report Type on that page.)	Displays data that you can copy to the Enrollment report.
Name Change/Termination Report	GPJP_LA_PYE_RPT2	Click the View Report link on the Maintain Lab Ins Rpt Data JPN page. (You must select Name Change or Termination as the Report Type on that page.)	Displays data you can copy to the Termination report or Name Change report.
Transfer/Status Change Report	GPJP_LA_PYE_RPT3	Click the View Report link on the Maintain Lab Ins Rpt Data JPN page. (You must select Transfer or Status Change as the Report Type on that page.)	Displays data that you can copy to the Transfer report or Status Change report.

Entering General Data for Labor Insurance Reports

Access the Maintain Lab Ins Rpt Data JPN page (Global Payroll & Absence Mgmt, Payee Data, Social Security/Insurance, Maintain Lab Ins Rpt Data JPN, Maintain Lab Ins Rpt Data JPN).

Report Type

Select from the following report types: Enrollment, Name Change, Status Change, Termination, Transfer. The selected value determines which page appears when you click the View Report link.

Enrollment Reason

Values are: Change from Daily Laborer, New Hire (New Graduates), New Hire (Others), Others, Return to Home Company.

Contract from Date and To Date

The contract's begin and end dates are required if you select Contract term, and no renewal condition or Contract term, and renewal condition in the Predefined Term of Contract field.

Notes

Use this field to enter notes. For example, you can explain why there is no renewal condition, the reason for insurance ineligibility, or if an unemployment certificate is needed.

View Report

Click to access a page where you can view the data that you entered for the selected report type.

Displaying Enrollment Report Data

Access the Enrollment Report Data page (click the View Report link on the Maintain Lab Ins Rpt Data JPN page).

Note. You must select enrollment as the Report Type on that page.

Report Type	Displays 10101 for the enrollment report. (Global Payroll for Japan does not support report type 10162.)
Hire Type	Displays a value or 1 or 2, depending on your selection in the Type of Employment field on the Maintain Lab Ins Rpt Data JPN page. If you selected New Hire (New Graduates) or New Hire (Others), the system displays 1; for the other selections, it displays 2.
Change Reason	Displays a value of 1, 2, 3, 4, or 8, depending on your selection in the Enrollment Reason field on the Maintain Lab Ins Rpt Data JPN page.

Displaying Name Change and Termination Report Data

Access the Name Change/Termination Report Data page (click the View Report link on the Maintain Lab Ins Rpt Data JPN page).

Note. You must select Name Change or Termination as the Report Type on that page.

AC Name (alternate character name)	Displays the AC name for the day previous to the effective date that appears on the Maintain Lab Ins Rpt Data JPN page.
New AC Name (new alternate character name)	Displays the current AC name.
Report Type	Displays 10102 for the name change report or 10103 for the termination report. (Global Payroll for Japan does not support report type 10190 for name changes or 10191 for terminations.)
As of Date	For the termination report, this field displays the date prior to the effective date that is entered on the Maintain Lab Ins Rpt Data JPN page. This field is hidden for the name change report.

Displaying Transfer and Status Change Report Data

Access the Transfer/Status Change Report page (click the View Report link on the Maintain Lab Ins Rpt Data JPN page).

Note. You must select Transfer or Status Change as the Report Type on that page.

Report Type	Displays 10106 for the transfer report or 10107 for the status change report.
Prev Labor Ins Estab No (previous labor insurance establishment number)	Displays the labor insurance establishment number prior to the effective date of the transfer. The system retrieves the number from the Labor Insurance Payee Data table.

Running Labor Insurance Reports

This section provides overviews of labor insurance reports, lists prerequisites, and discusses how to run the following reports:

Employment Insurance Premium Exempt report.
Basic Employment Insurance Premium report.
Newly Enrolled Employee report.

Understanding the Employment Insurance Exempt Report (GPJPLA01)

This report lists employees who are 64 years of age or older as of April 1 of the object year you select on the run control page. It provides their employee IDs, departments, supervisor level, birth dates, and genders. The report also lists the total number of exempt employees in each department and establishment if you select these parameters.

If any employees listed in this report are elderly insured, select the Elderly Insured check box on the Maintain Labor Ins Data JPN page.

Understanding the Basic Employment Insurance Premium Report (GPJPLA02)

This report helps you complete the Insurance Premium report that you must submit each May. All 12 payroll runs for the insurance year (April 1 through March 31) must be finalized before you run this report.

For both workers compensation insurance and employment insurance, the report lists the number of workers and wages attributed to salary and bonus, as well as the total for each insurance type (full time insured worker, insured officer, and so on). It provides the grand totals for workers compensation insurance and for employment insurance, including and excluding the elderly insured.

The report lists data for the period April 1 of the previous year through March 31 of the object year you select on the run control page.

Understanding the Newly Enrolled Employee Report (GPJPLA03)

When you run the Newly Enrolled Employee Report, the system produces:

A PDF version of the Newly Enrolled Employee Report (GPJPLA03).
A summary log file (GPJP_LA03_sum.csv).

This file contains the labor insurance establishment details, file creation date, total number of employees in the data file, and the number of errors detected in the data file.
A data file (shutoku.csv).

This file contains the details of the employees who are newly enrolled as of the run control date.
A detail log file (GPJP_LA03_dtl.csv).

This file contains the employee ID, name, the field in which the error is present, and the error details.

To submit enrollment data to the Employment Security Office, you can complete a separate paper report for each employee by copying enrollment report data from the Enrollment Report page. Alternatively, you can submit these three items: the csv data file, the Newly Enrolled Employee report (GPJPLA03), and a summary report. To prepare the summary report, copy data from the summary log file to the preprinted form supplied by the Employment Security office.

Prerequisite to Running the Newly Enrolled Employee Report

Before you can run the Newly Enrolled Employee report, you must create a file handle. Although you're required to enter a file name when you create the file handle, the system does not use this name when it generates the files. It applies the naming convention described in the following table:

File	Naming Convention
Data file	shutoku + (job instance) + .csv
Summary log	gpjp_la03_sum_ + (job instance) + .csv
Detail log	gpjp_la03_dtl_ + (Job Instance) + .csv

Pages Used to Run Labor Insurance Reports

Page Name	Definition Name	Navigation	Usage
ANN - EI Exempt Report (employment insurance exempt report)	GPJP_RC_LA01	Global Payroll & Absence Mgmt, Social Security/Insurance, ANN – EI Exempt Report JPN, ANN – EI Exempt Report JPN	Run the Employment Insurance Exempt Report (GPJPLA01), which lists employees who are exempt from labor insurance premium because of age.
ANN - Basic EI Premium Rpt JPN (basic employment insurance premium report JPN)	GPJP_RC_LA01	Global Payroll & Absence Mgmt, Social Security/Insurance, ANN – Basic EI Premium Rpt JPN, ANN - Basic EI Premium Rpt JPN	Run the Basic Employment Insurance Premium report (GPJPLA02), which provides the workers compensation and employment insurance wage information you need to complete the Insurance Premium report that you must submit each May.
EI Newly Enroll Empl Rpt JPN	GPJP_RC_LA_PYE_RPT	Global Payroll & Absence Mgmt, Social Security/Insurance, EI Newly Enroll Empl Rpt JPN, EI Newly Enroll Empl Rpt JPN	Generates the Newly Enrolled Employee report (GPJPLA03), data file, summary log file, and detail log file.

Report Type	Select from the following report types: Enrollment, Name Change, Status Change, Termination, Transfer. The selected value determines which page appears when you click the View Report link.
Enrollment Reason	Values are: Change from Daily Laborer, New Hire (New Graduates), New Hire (Others), Others, Return to Home Company.
Contract from Date and To Date	The contract's begin and end dates are required if you select Contract term, and no renewal condition or Contract term, and renewal condition in the Predefined Term of Contract field.
Notes	Use this field to enter notes. For example, you can explain why there is no renewal condition, the reason for insurance ineligibility, or if an unemployment certificate is needed.
View Report	Click to access a page where you can view the data that you entered for the selected report type.