Integrating Absence Management and the Payroll System

This chapter provides an overview of how Absence Management integrates with your payroll system and discusses how to:

• Configure Absence Management integration with PeopleSoft payroll systems.

• Integrate with PeopleSoft Enterprise Payroll for North America

• Integrate with PeopleSoft Enterprise Payroll Interface.

• Work with Absence Management integration and retroactivity.

Understanding How Absence Management Integrates with the Payroll System

This section discusses:

• Mapping Absence Management pay groups to the payroll system.

• Mapping Absence Management codes to the payroll system.

• Setting up job level data to assign Absence Management to payees.

• Running Absence Management processes to create an absence generated positive input file.

• Managing the generated positive input file.

• Running the Absence Management conversion process to Payroll for North America or Payroll Interface.

• Running payroll system processes.

Mapping Absence Management Pay Groups to the Payroll System

Pay groups are defined in both Absence Management and in the payroll system. You must establish a one-to-one correspondence between each pay group in Absence Management and each pay group in either Payroll for North America or Payroll Interface, depending on which application you use.

Mapping Absence Management Codes to the Payroll System

Absence codes in Absence Management need to be translated to either earning or deduction codes in the payroll system. You must establish a one-to-one correspondence between the codes in Absence Management and the codes in Payroll for North America or Payroll Interface, depending on which application you use.

The direct interfaces to Payroll for North America and to Payroll Interface map their Absence Codes on the Earnings/Deduction Mapping page in Absence Management. Payroll for North America with a Time and Labor interface maps Absence Codes on the Time Reporting Code— TRC page in Time and Labor.

Setting Up Job Level Data to Assign Absence Management to Payees

At the job data level you assign Absence Management to each payee. Additionally, you must enroll payees in Time and Labor if you use it in conjunction with Payroll for North America.

Running Absence Management Processes to Create an Absence Generated Positive Input File

Running the absence calculation process creates absence results as generated positive input in Absence Management.

Managing the Generated Positive Input File

Any generated positive input record created by Absence Management can be marked to not be converted or sent to the payroll system.

Running the Absence Management Conversion Process for Payroll for North America or Payroll Interface

Running the conversion process transfers or makes the absence results available to the payroll system for processing.

Running Payroll System Processes

Running the payroll process generates payroll results that take into account absence-related earning or deductions that were calculated in Absence Management and provided to your payroll system through integration.

Configuring Absence Management Integration with PeopleSoft Payroll Systems

Most mapping and setup pages are shared by Payroll for North America and Payroll Interface. Additional setup is required when Payroll for North America is used with PeopleSoft Enterprise Time and Labor. After you complete the setup, the application runs separate conversion processes depending on the payroll system with which you integrate. These processes are discussed in subsequent sections.

This section discusses how to:

• Map Absence Management pay groups to the payroll system's pay groups.

• Map Absence Management codes to the payroll system's earning or deduction codes.

• Identify the payroll and absence management systems at the payee job level.

• Work with generated positive input.

Pages Used to Configure Absence Management Integration with Payroll for North America or Payroll Interface

Mapping Absence Management Pay Groups to the Payroll System's Pay Groups

Access the Absence Pay Group Mapping page (Set Up HRMS, Product Related, Global Payroll & Absence Mgmt, Integration, Absence Pay Group Mapping, Absence Pay Group Mapping).

Use this page to establish a one-to-one correspondence between pay groups in Absence Management and pay groups in Payroll for North America or Payroll Interface. For Payroll for North America, the pay group prompt list originates from the Payroll for North America Pay Group Table without any PI Configuration value; those for Payroll Interface have a PI Configuration value.

Note. A company may have multiple pay groups, but each pay group is attached to only one company.

Mapping Absence Management Codes to the Payroll System's Earning or Deduction Codes

You use different pages to map Absence Management codes to the payroll system's earning or deduction codes depending on which applications you use. This section discusses pages used to:

• Map Absence Management codes to Payroll for North America without Time and Labor.

• Map Absence Management codes to Payroll for North America with Time and Labor.

• Map Absence Management codes to Payroll Interface.

Mapping Absence Management Codes to Payroll for North America without Time and Labor

Access the Absence Earnings/Deduction Mapping page using Payroll for North America as the payroll system (Set Up HRMS, Product Related, Global Payroll & Absence Mgmt, Integration, Absence Earns/Deductn Mapping, Earnings/Deduction Mapping).

Use this page to map earning elements in Absence Management to Earning Codes in a Payroll for North America system that does not interface with Time and Labor.

Note. All positive input generated in Absence Management that interfaces directly with Payroll for North America without Time and Labor must be linked to earning codes on the Absence Earnings/Deduction Mapping page. Earning codes for Payroll for North America originate from the Payroll for North America Earnings Code table.

Mapping Absence Management Codes to Payroll for North America with Time and Labor

If you use Time and Labor, you must map Time Reporting Codes (TRCs) to both Payroll for North America Earnings Codes and Absence Management elements at the same time. You do this on the Time and Labor TRC setup pages by selecting the Absence Flag and selecting North American Payroll as the payroll system.

See Defining and Mapping Time Reporting Codes (TRCs).

Mapping Absence Management Codes to Payroll Interface

Access the Absence Earnings/Deduction Mapping page using Payroll Interface as the payroll system (Set Up HRMS, Product Related, Global Payroll & Absence Mgmt, Integration, Absence Earns/Deductn Mapping, Earnings/Deduction Mapping).

For Payroll Interface, you can map both earning and deduction elements from Absence Management.

Note. Positive input generated in Absence Management does not need to be mapped to valid Payroll Interface codes. Absence Management does not validate Payroll Interface codes. Mapped Payroll Interface codes are free form, as defined by the third-party payroll system's interface. Element numbers (PIN_NUM), Element Codes (PIN_CODE) or Element Names (PIN_NM) can be used instead of mapped Payroll Interface codes to identify Absence codes in Absence Management's output interface file.

Identifying Absence Management at the Payee Job Level

You must identify the payroll and absence system for each payee using the Payroll page in the Job Data component of PeopleSoft Enterprise Human Resources.

See Pages Used to Update Job Data and Salary Data.

Select Payroll for North America or Payroll Interface in the Payroll System field. In addition, select Absence Management in the Absence System field. Enter the Absence Management system's Pay Group, Eligibility Group, Exchange Rate Type, and Use Rate As Of in the fields provided in the Absence Management System group box. To set any of the latter three values to default from the Absence Management pay group's values, select the appropriate check box under Use Pay Group Value. Otherwise, enter a corresponding value in each field.

Note. If you are using Absence Management as a stand alone system, the valid Payroll System in Job Data is Global Payroll. When you select Global Payroll as a Payroll System, the Absence System is automatically defaulted to Absence Management. Thus there are no additional integration components to setup other than the usual processing and organizational framework.

Note. For Payroll for North America that interfaces with Time and Labor, the employee should also be enrolled in Time and Labor's Time Reporter Data.

See Also

Entering and Maintaining Time Reporter Data

Working with Generated Positive Input

Access the Manage Generated Positive Input page (Global Payroll & Absence Mgmt, Absence and Payroll Processing, Absence Conversion Processing, Manage Generatd Positive Input, Manage Generatd Positive Input).

Absence Management creates a Generated Positive Input (GP_PI_GEN_DATA) file when the Absence Take process runs during absence processing. Absence Management uses this file to provide information to the payroll system's interface file.

After the Generated Positive Input file is created, the user can opt not to send or process some absences to the payroll system. This page displays absence results for the selected Calendar Group ID as generated positive input. Select the Do Not Process check box in the Positive Input Details group box for all items that you do not want to transfer to the payroll system that Absence Management integrates with, either Payroll for North America or Payroll Interface.

Use the following fields and buttons to filter results by Employee ID and select or clear all check boxes.

Integrating with Payroll for North America

The following diagram illustrates the flow of information from Absence Management to Payroll for North America, with or without the interface to Time and Labor.

Absence Management Integration to Payroll for North America

There are two types of integration between Absence Management and Payroll for North America, direct integration or integration though Time and Labor. To enable direct integration between Absence Management and Payroll for North America, Absence Management exports computed absence results to the PSHUP_TXN table where the rest of the interfaces with payroll for North America are deposited. Later on the Absence data can be loaded into Paysheets with the Load Transactions Table process, using the source code Absence Management.

If your organization uses Time and Labor in conjunction with Payroll for North America, Absence Management exports computed absence results in Time and Labor. Time and Labor converts the absence results into Payable Time.

This section discusses how to:

• Run the Absence Conversion process to Payroll for North America.

• Run direct interface to Payroll for North America processes.

• Run interface to Payroll for North America through Time and Labor processes.

• Calculate absences with Payroll for North America.

Page Used to Integrate Absence Management to Payroll for North America

Running the Absence Conversion Process to Payroll for North America

Access the To Payroll for North America page (Global Payroll & Absence Mgmt, Absence and Payroll Processing, Absence Conversion Processing, To Payroll for North America, To Payroll for North America).

Use this page to transfer generated positive input from Absence Management to Payroll for North America. After this process is completed, the Absence Management data resides in the Paysheet Load Holding Record (PSHUP_TXN) in Payroll for North America for those employees that are not enrolled in Time and Labor.

See Loading Paysheet Transactions.

Time and Labor Payable Time (TL_PAYABLE_TIME) updated through the Conversion Process

When payees are enrolled in Time and Labor and you run the Absence Conversion process, the system creates Time and Labor Payable Time (TL_PAYABLE_TIME) instead of creating data in the Paysheet Load Holding Record (PSHUP_TXN).

Note. A subset of payees whose absences are processed in Absence Management can be enrolled in Time and Labor. When you run the conversion process to Payroll for North America, the system identifies which payees are enrolled in Time and Labor and creates data appropriate for processing by Time and Labor before payroll processes occur.

Paysheet Load Holding Record (PSHUP_TXN) Fields Updated Through the Conversion Process

The following table lists values that populate the Paysheet Load Holding Record (PSHUP_TXN) fields in Payroll for North America. The PSHUP_TXN fields that are not listed are populated with blanks, zeroes or nulls depending on the field type. Key fields such as PAY_END_DT, OFF_CYCLE, PAGE_NUM, LINE_NUM, ADDL_NBR and SEPCHK are assigned values during the actual Paysheet Load process.

Running Payroll System Processes for Payroll for North America

Absence Management converts the generated positive input file into a Payroll for North America Paysheet Transaction file (PSHUP_TXN) for employees not enrolled in Time and Labor. The paysheet transactions can be loaded using the Load Paysheet Transactions page in Payroll for North America by selecting Absence Management in the Paysheet Update Source field in the Calculate Options group box.

Absence Management data sent to Paysheets via Paysheets transaction file will be editable in Paysheets, just as rest of the transactions loaded using this method.

Note. If an employee is enrolled in Time and Labor in the middle of a pay period and there is absence data reported for such period of time, a portion of the absence will be sent to the Paysheet Transaction file and the other portion will be sent to Time and Labor Payable Time.

See Loading Data into Paysheets.

Running Payroll for North America through Time and Labor

For employees enrolled in Time and Labor, the conversion process creates Time and Labor Payable time from Absence Management's generated positive input. . Consequently, you can load the payable time which includes your absence and time to paysheets using the Load Time and Labor process page in Payroll for North America.

Calculating Absences with Payroll for North America

After absence transactions are loaded into paysheets, Payroll for North America calculates the absences as earnings. If there is an interface through Time and Labor, then the process can go through Time and Labor cost distribution as needed.

See Calculating Pay.

Integrating with Payroll Interface

The following diagram illustrates the flow of information from Absence Management to Payroll Interface.

Absence Management Integration to Payroll Interface

This section discusses how to:

• Run the Absence Conversion process.

• Set up and run Payroll Interface processes.

Pages Used to Integrate Absence Management with Payroll Interface

Running the Absence Conversion Process to Payroll Interface

Access the To Payroll Interface File page (Global Payroll & Absence Mgmt, Absence and Payroll Processing, Absence Conversion Processing, To Payroll Interface, To Payroll Interface File).

Use this page to transfer generated positive input from Absence Management to Payroll Interface. After this process is completed, the Absence Management data resides in new table, Absence Management to Payroll Interface - Output File (GP_ABS_PAY_INTF), from which Payroll Interface extracts data for use in the payroll system.

Absence Management to Payroll Interface - Output File (GP_ABS_PAY_INTF) Fields Updated Through the Conversion Process

The following table shows values that populate GP_ABS_PAY_INTF fields for Payroll Interface. This record is available for further conversion and export according to third-party payroll system's requirements using Payroll Interface components.

Setting Up and Running Payroll Interface Processes

Use Payroll Interface pages to set up and configure the process of extracting data from the new table that Absence Management creates during the Absence Conversion process to Payroll Interface. On the Payroll Interface set up pages enter GP_ABS_PAY_INTF as the Record Name. For Field Names, enter those listed in the table in the previous section.

See Exporting or Importing Data.

Absence Management Integration and Retroactivity

Regardless of the payroll system's retroactive mode—which can be corrective or forwarding—the Absence Management retro conversions are always done in corrective mode. This means that all prior transactions for the retroactive period are reversed and new transactions are created for all entries from the recalculated results. This ensures that not only changes to amounts, but also changes to Absence Take codes and any segmentation that may result from retroactive processes is reflected in the updated transactions. Payroll for North America, Time and Labor and/or any third-party payroll system integrated with Payroll Interface processes the reversing of old transactions as well as new transactions; consequently, the system calculates the correct net amount for each absence code.

Note. If an employee whose absences are tracked using Absence Management is transferred to a different pay systems that uses Absence Management, we recommend that this be done at the beginning or end of the pay period. The generated positive input from Absence Management does not handle segments; consequently, there is a risk of sending the absence data to both systems if the Calendar ID's Additional Criteria is defined to process positive input.