PeopleSoft Enterprise Global Payroll for United States 9.1 PeopleBook

Managing Off-Cycle Payments

This chapter provides an overview of off-cycle processing and discusses how to:

Set up manual payments.
Submit reversals.
Make additional payments.
Advance payments.

Note. Please refer to the PeopleSoft Enterprise Global Payroll 9.1 PeopleBook for information about off-cycle setup and processing.

Understanding Off-Cycle Processing

This section discusses:

The off-cycle process.
Types of off-cycle transactions.

The Off-Cycle Process

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 make early termination payments that can't wait until the next scheduled payroll.

Types of Off-Cycle Transactions

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 his or her 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.

Setting Up Manual Payments

This section provides overviews of manual payments and manual payment setup steps and lists the pages used to set up manual payments using U.S. delivered rules.

Note. This section supplements the off-cycle documentation in the PeopleSoft Enterprise Global Payroll 9.1 PeopleBook.

See Recording Manual Payments.

Understanding Manual Payments

Manual payments are defined on PeopleSoft Global Payroll core application pages. However, you should remember some U.S.-specific issues when setting up manual payments.

Oracle recommends that when entering manual payments for U.S. payees, you manually calculate all calculations outside the system before entering them.

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 be supplied by default after you select the target period ID. Oracle recommends that these dates not be changed because the delivered U.S. rules are 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 he or she has 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-processing or post-processing formulas because these do not resolve during off-cycle processing.

If you select the All option, an analysis needs to be made to understand the impact on your supporting elements.

Note. For manual payments, PeopleSoft Global Payroll for United States 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 when you use this method.

Understanding Manual Payment Setup Steps

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.

Pages Used to Set Up Manual Payments

Page Name	Definition Name	Navigation	Usage
Off Cycle Request	GP_OFFCYCLE_REQ	Global Payroll & Absence Mgmt, Absence and Payroll Processing, Off Cycle, Off Cycle On Demand, Off Cycle On Demand, Click Create Request Global Payroll & Absence Mgmt, Absence and Payroll Processing, Off Cycle, Off Cycle Request, Off Cycle Request	Access the detail pages of the off-cycle transaction types for the employee IDs that are entered.
Manual Payment Detail	GP_OFFCYCLE_M_SEC	Global Payroll & Absence Mgmt, Absence and Payroll Processing, Off Cycle, Off Cycle On Demand, Off Cycle On Demand Click Create Request, and then click the Payment Details icon in the Manual Payment to Record section. Global Payroll & Absence Mgmt, Absence and Payroll Processing, Off Cycle, Off Cycle Request, Off Cycle Request Click the Payment Details icon in the Manual Payment section.	Enter instructions for processing manual payments.
Calendar 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.

Submitting Reversals

This section provides overviews of reversals and reversal setup steps, lists prerequisites, and explains how to submit reversals.

Note. This section supplements the off-cycle documentation in the PeopleSoft Enterprise Global Payroll 9.1 PeopleBook.

See Correcting or Reversing Finalized Results.

Understanding Reversals

Reversals are defined on a combination of Global Payroll core application pages and PeopleSoft 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.

You need to consider the following issues 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.

Understanding Reversal Setup Steps

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 calendars to reverse.
- The payment ID and number of the payment that 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.

Prerequisites

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.

Pages Used to Submit Reversals

Page Name	Definition Name	Navigation	Usage
Off Cycle Request	GP_OFFCYCLE_REQ	Global Payroll & Absence Mgmt, Absence and Payroll Processing, Off Cycle, Off Cycle On Demand, Off Cycle On Demand, Click Create Request Global Payroll & Absence Mgmt, Absence and Payroll Processing, Off Cycle, Off Cycle Request, Off Cycle Request	Create an off-cycle group.
Calendar 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.
Reversals USA	GPUS_REVERSAL	Global Payroll & Absence Mgmt, Absence and Payroll Processing, Reversals USA, Reversals USA	Retrieve payments to be reversed. Submit reversal requests.

Submitting Reversals

Access the Reversals USA page (Global Payroll & Absence Mgmt, Absence and Payroll Processing, Reversals USA, Reversals USA).

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 the payment processing status from Finalized to Void.

Calendar Group ID

Enter the Calendar Group ID corresponding to the payment that 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 is supplied by default from the calendar retrieved when you click the Retrieve Calendars button.

The pay group is the same for the on-cycle and off-cycle calendars.

Period ID

Enter the ID of the target period.

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 that are available for selection are those defined on the Off Cycle Requests component (GP_OFFCYCLE_SETUP).

Payment Date

Supplied by default 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:

Reversal – Replacement

Causes the system to use corrective retro to process the reversal and to correct accumulators in the calendar in which the payroll was processed.

Note. If you make a correction to a calendar that has already had quarterly returns or year-end forms filed, you may need to produce an amended return.

Reversal – Normal Retro

Causes the system to use forwarding retro to process the reversal.

The system forwards the correction to the next available pay period. You should be aware of the quarter or calendar year to which you are forwarding the delta.

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 deselected, 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 is 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 link 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.

Making Additional Payments

This section provides overviews of additional payments and additional payment setup steps and lists the pages used to set up additional payments using U.S. delivered rules.

Note. This section supplements the off-cycle documentation in the PeopleSoft Enterprise Global Payroll 9.1 PeopleBook.

See Making Additional Payments.

Understanding Additional Payments for the U.S.

Additional payments are defined on Global Payroll core application pages. However, you should remember some U.S.-specific issues 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.
Oracle recommends that when selecting the period paid, 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.

Understanding Additional Payment Setup Steps

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.

Pages Used to Make Additional Payments

Page Name	Definition Name	Navigation	Usage
Off Cycle Request	GP_OFFCYCLE_REQ	Global Payroll & Absence Mgmt, Absence and Payroll Processing, Off Cycle, Off Cycle On Demand, Off Cycle On Demand, Click Create Request Global Payroll & Absence Mgmt, Absence and Payroll Processing, Off Cycle, Off Cycle Request, Off Cycle Request	Access the detail pages of the off-cycle transaction types for the employee IDs that are entered.
Additional Payment Detail	GP_OFFCYCLE_U_SEC	Global Payroll & Absence Mgmt, Absence and Payroll Processing, Off Cycle, Off Cycle On Demand, Off Cycle On Demand Click Create Request, and then click the Payment Details icon in the Additional Payments section. Global Payroll & Absence Mgmt, Absence and Payroll Processing, Off Cycle, Off Cycle Request, Off Cycle Request Click the Payment Details icon in the Additional Payments section.	Enter instructions for processing additional payments.
Calendar 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.

Advancing Payments

This section provides overview of advances and advance setup steps and explains how to:

Create a final payment definition.
Assign final payment definitions.

Note. This section supplements the off-cycle documentation in the PeopleSoft Enterprise Global Payroll 9.1 PeopleBook.

See Processing Advances.

Understanding Advances

You set up most advances on Global Payroll core application pages. However, you set up final (termination) payments that need to be paid in off-cycle runs using a combination of core and U.S. specific pages.

Observe the following guidelines when you define advances:

Always select the next open calendar, because skipping calendars may update accumulators incorrectly.
Global Payroll automatically calculates absence accumulators for the calendar group selected.

Understanding Advance Setup Steps

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 advances for reasons other than off-cycle termination, use the pages in the core Off Cycle Requests component (GP_OFFCYCLE_SETUP).

Advances for Off-Cycle Termination

To set up an 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 that 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 through 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 through March 31), enter the target calender group ID. You do not need to complete 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 9.1 PeopleBook.

See PeopleSoft Enterprise Global Payroll 9.1 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 through 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 through March 31 unless you specify the begin and end dates of the positive input as March 1 and March 15.

Pages Used to Advance Payments

Page Name	Definition Name	Navigation	Usage
Off Cycle Request	GP_OFFCYCLE_REQ	Global Payroll & Absence Mgmt, Absence and Payroll Processing, Off Cycle, Off Cycle On Demand, Off Cycle On Demand, Click Create Request Global Payroll & Absence Mgmt, Absence and Payroll Processing, Off Cycle, Off Cycle Request, Off Cycle Request	Access the detail pages of the off-cycle transaction types for the employee IDs that are entered.
Advance Request Detail	GP_OFFCYCLE_A_SEC	Global Payroll & Absence Mgmt, Absence and Payroll Processing, Off Cycle, Off Cycle On Demand, Off Cycle On Demand Click Create Request, and then click the Payment Details icon in the Advances section. Global Payroll & Absence Mgmt, Absence and Payroll Processing, Off Cycle, Off Cycle Request, Off Cycle Request Click the Payment Details icon in the Advances section.	Enter instructions for processing advances.
Calendar 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.
Final Payment Definition USA	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.
Maintain Termination Data USA	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.

Creating a Final Payment Definition

The information that 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-cycle and off-cycle calendars.

Note. We discuss the Final Payment Definition page in detail in the chapter on processing payments.

See Processing Payments.

Assigning Final Payment Definitions

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.

Calendar Group ID	Enter the Calendar Group ID corresponding to the payment that 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 is supplied by default from the calendar retrieved when you click the Retrieve Calendars button. The pay group is the same for the on-cycle and off-cycle calendars.
Period ID	Enter the ID of the target period. 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 that are available for selection are those defined on the Off Cycle Requests component (GP_OFFCYCLE_SETUP).
Payment Date	Supplied by default 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: Reversal – Replacement Causes the system to use corrective retro to process the reversal and to correct accumulators in the calendar in which the payroll was processed. Note. If you make a correction to a calendar that has already had quarterly returns or year-end forms filed, you may need to produce an amended return. Reversal – Normal Retro Causes the system to use forwarding retro to process the reversal. The system forwards the correction to the next available pay period. You should be aware of the quarter or calendar year to which you are forwarding the delta. 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 deselected, 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 is 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 link 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.