PeopleSoft Enterprise Global Payroll for France 9.1 PeopleBook

Setting Up Termination Processing

This chapter provides an overview of the termination process and discusses how to set up terminations.

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

Understanding The Termination Process

The termination process in Global Payroll for France identifies payees who have been terminated in PeopleSoft Human Resources, processes these payees for final payment in an off-cycle run, and extracts Global Payroll and Human Resources data from the system to generate ASSEDIC termination reports.

This section discusses:

Termination process setup steps.
Segmentation and retro triggers for termination processing.
Elements used to identify payees for data extraction.
ASSEDIC report generation for transfers.

Note. PeopleSoft uses the off-cycle advance payment functionality in the core Global Payroll application as the basis for the France-specific termination process. The system calculates earnings and deductions for terminated employees as advance payments outside of the normal payroll cycle. When employees receive their final payment, the system automatically blocks processing of the same payees in the normal, on-cycle calendar.

Termination Process Setup Steps

To set up terminations, configure the Global Payroll elements that control these termination process steps:

Selection of terminated payees for off-cycle payroll processing.

The French termination process uses retro and segmentation triggers linked to the Action field in the JOB record to identify terminated payees; when a termination action is entered for a payee, these triggers generate a line of data that identifies the payee as terminated. Global Payroll for France can then select the payee for off-cycle processing, calculate the payee's earnings and deductions, and issue a final payment.

As part of the termination setup, you must configure the triggers that are used to identify payees as terminated and specify the actions in the JOB record that qualify as terminations in your organization. In addition, you must list these actions on the Extraction Setup page so that the system selects only payees with qualifying actions values when you create an off-cycle group for processing terminated payees.

Note. Global Payroll for France delivers a trigger (DEPART) that you can use to identify terminated payees; you can also define you own triggers.

See Segmentation and Retro Triggers for Termination Processing, Identifying Termination Triggers.

Note. We discuss the steps you must follow to process terminated payees with qualifying action values in the chapter on processing terminations.

See Processing Terminations.
Extraction of data for ASSEDIC reports.

Global Payroll for France uses a number of elements including arrays, variables, and formulas to identify the payees for whom Human Resources and payroll data must be extracted to produce the ASSEDIC termination reports. Although Global Payroll for France delivers all of the elements required to select payees for data extraction, you must review and configure these element to ensure that they satisfy your business requirements. This includes identifying the specific termination actions in the JOB record that will trigger data extraction, specifying how different termination action and reason combinations are recorded in the ASSEDIC certificates, and defining other parameters of the extraction process.

See Elements Used to Identify Payees For Data Extraction.

Important! To set up termination processing, you must configure both sets of elements described here—those that are used to select terminated employees for off-cycle payroll processing, and those that are used to select payees for data extraction.

Termination Setup

To set up termination processing for France:

Define retro and segmentation triggers to identify terminated payees using the Trigger Definition (GP_TRGR_SETUP) component in the Global Payroll core application. The system uses these triggers to determine:
- How to process payroll elements when a termination is entered in the Action field in the JOB record.
- Which payees to select for off-cycle payroll processing (the payees must have termination actions that match those specified in the retro and segmentation trigger definitions).
  
  Note. PeopleSoft provides the sample trigger DEPART, which you can configure to suit your needs or use as a model for defining your own retro and segmentation triggers.
  
  See Segmentation and Retro Triggers for Termination Processing.
Identify the retro and segmentation triggers defined in Step 1 on the Extraction Setup page in Global Payroll for France.

The system selects (extracts) payees for off-cycle termination processing who have retro or segmentation triggers matching those identified on the Extraction Setup page.

See Identifying Termination Triggers.
Review and configure the elements used to identify payees for whom data should be extracted from the database to generate ASSEDIC termination reports.

See Elements Used to Identify Payees For Data Extraction.
Map actions/reasons that you have set up to trigger termination processing to the termination reasons that will appear in a payee's termination reports.

Do this on the Assedic Reasons page.

For example, if you terminate an employee with an action of Layoff and a reason of RED (redundancy), you can define the corresponding ASSEDIC reason as Redundancy. This reason will then appear on the payee's ASSEDIC certificate.

See Setting Up the Assedic Reasons.
Map a variable element to the ASSEDIC certificate flag to trigger ASSEDIC data extraction and report generation for terminated payees.

Do this on the Element Mapping Codes FRA page.

PeopleSoft delivers the variable element GEN VR TEST DEPART for this purpose. When you terminate a payee and run the payroll process, Global Payroll for France sets the value of GEN VR TEST DEPART to GP TRUE (1). Later, when you run the data extraction process, the system retrieves ASSEDIC certificate data and generates the ASSEDIC reports only for employees having this variable set to 1 in their payroll results.

See Mapping Variable Elements to the Assedic Certificate Flag GEN VR TEST DEPART.

Note. To run the data extraction process for the ASSEDIC reports, access the Extract Termination Data FRA page.

See Extracting Data for Terminated Employees.

Segmentation and Retro Triggers for Termination Processing

PeopleSoft uses the trigger DEPART to identify payees with terminations in the JOB record. This trigger is associated with the JOB.Action field and initiates both segmentation and retroactive processing when the action value is TER (termination), RET (retirement), XFR (transfer), TWP (termination with pay), or TWB (termination with benefits). The termination process in Global Payroll for France detects when the DEPART trigger becomes active for payees in response to one of these termination actions, and can then include any payee with a retro or segmentation trigger in the next off-cycle termination run. When you set up Global Payroll for France, review this list of action values and add, remove, or modify the actions that trigger a termination on the Trigger Definitions and Trigger Definitions-Field Values pages in the Global Payroll core application to reflect the needs of your organization. When you create new triggers for termination processing, you should eliminate the delivered PeopleSoft triggers on the Extraction Setup page in Global Payroll for France, and add your own triggers, as appropriate.

Trigger Definitions-Field Values page showing JOB actions that trigger termination processing for France

Important! Global Payroll for France defines the action values that trigger retroactive processing with an offset of -1. If you add additional action values to this list, you should define them with an offset of -1 to ensure that retroactive terminations are processed correctly.

See Understanding Trigger Setup for France.

It is up to you to define triggers that reflect the current business practices in your organization. PeopleSoft provides the trigger DEPART as a model for the kinds of triggers you may need to create.

Elements Used to Identify Payees For Data Extraction

Global Payroll for France uses the following combination of elements to identify terminated payees and select them for data extraction:

Element Type	Element Name	Use
Generation Control	GEN GC TEST DEPART	As delivered, this element tests whether one of the following termination actions has been entered for a payee in the JOB record: Retirement (RET), Retirement with Pay (RWP), Terminate Detail Assignment (TDL), Termination (TER), Terminated with Benefits (TWB), Terminated with Pay (TWP). You can modify, delete, or add the actions that you want in this generation control element. Note. This generation control element is associated with the earning DEPART (below). Note. Normally, the actions that trigger processing in the generation control element GEN GC TEST DEPART should match the JOB actions that you have set up to generate termination triggers on the Trigger Definitions component in the Global Payroll core application as well as the actions listed on the Assedic Reasons page.
Earning	DEPART	If one of the actions included in the generation control element GEN GC TEST DEPART (above) appears in the segment period plus one day, the earning element DEPART is triggered. This earning is not used to retrieve a monetary amount to add to the salary, but to trigger processing of the formula GEN FM ACT DEPART (below).
Formula	GEN FM ACT DEPART	If the earning element DEPART is triggered, the GEN FM ACT DEPART formula is resolved. This formula calls an array—GEN AR DEPART—that retrieves the termination action and reason and populates the GEN VR ACTION and GEN VR MOTIF variables (see below). This formula also sets the GEN VR TEST DEPART variable to GP TRUE (see below).
Variable	GEN VR TEST DEPART	If a payee leaves the company, the GEN VR TEST DEPART variable resolves to GP TRUE (or 1). Otherwise, the value of the variable is equal to GP FALSE (or 0). The system extracts ASSEDIC certificate data from Human Resources and Global Payroll tables and generates the ASSEDIC reports only for employees having this variable set to 1 in the payroll result tables. You can define a variable other than GEN VR TEST DEPART to trigger data extraction for the ASSEDIC certificate. If you do this, map the new variable to the ASSEDIC certificate flag on the Element Mapping Codes FRA page, and make sure that you use the new element in place of GEN VR TEST DEPART wherever it appears in the system, including in the formula GEN FM ACT DEPART (see above).
Variable	GEN VR ACTION	This variable stores the termination action for a payee. When you set up termination processing, you must map the action-reason combinations stored in this variable and the variable GEN VR MOTIF (see below) to the termination reasons that you want to appear in the ASSEDIC termination certificates. Use the Assedic Reasons page to perform this mapping. See Setting Up the Assedic Reasons.
Variable	GEN VR MOTIF	This variable stores the termination reason for a payee. When you set up termination processing, you must map the action-reason combinations stored in this variable and the variable GEN VR ACTION (see above) to the termination reasons that you want to appear in the ASSEDIC termination certificates. Use the Assedic Reasons page to perform this mapping. See Setting Up the Assedic Reasons.

ASSEDIC Report Generation for Transfers

In addition to generating ASSEDIC reports for terminated employees, you may need to generate ASSEDIC reports for transfers from one company to another. You can do this–without including the transferred employees in the off-cycle payroll process for terminated employees–by using the following delivered elements:

Element Type	Element Name	Use
Generation Control	GEN GC TEST TRNSFR	This element tests whether a transfer action/reason has been entered for a payee in the JOB record. You can modify, delete, or add the actions that you want in this generation control element. Note. This generation control element is associated with the earning TRANSFER (below). This element is identical in function to the GEN GC TEST DEPART generation control element described in the table in the preceding section.
Earning	TRANSFER	If one of the action/reason combinations included in the generation control element GEN GC TEST TRNSFR (above) appears in the segment period plus one day, the earning element TRANSFER is triggered. This earning is not used to retrieve a monetary amount to add to the salary, but to trigger processing of a formula that sets the value of the GEN VR TEST TRNSFR variable to GP TRUE (see below). Note. This element is identical in function to the DEPART element described in the table in the preceding section.
Variable	GEN VR TEST TRNSFR	When you transfer a payee and run the payroll process, Global Payroll for France sets the value of GEN VR TEST DEPART to GP TRUE (1). Later, when you run the data extraction process for the ASSEDIC reports, the system retrieves ASSEDIC certificate data and generates the ASSEDIC reports only for employees having this variable set to 1 in their payroll results.
Variable (continue)	GEN VR TEST TRNSFR (continue)	To use this variable to trigger data extraction for transferred employees, you must map it to the ASSEDIC certificate flag on the Element Mapping Codes FRA page described elsewhere in this chapter. If you want, you can define a variable other than GEN VR TEST TRNSFR to trigger data extraction for the ASSEDIC certificate. If you do this, map the new variable to the ASSEDIC certificate flag on the Element Mapping Codes FRA page, and make sure that you use the new element in place of GEN VR TEST TRNSFR wherever it appears in the system. Note. The GEN VR TEST TRNSFR variable is identical in function to GEN VR TEST DEPART variable described in the table in the preceding section. To run the data extraction process for the ASSEDIC certificate, use the Extract Termination Data FRA page. See Extracting Data for Terminated Employees.

Setting Up Terminations

To set up terminations, use the Terminations FRA (GPFR_TERM) and Element Mapping Codes FRA (GPFR_ILLNESS_SETUP) components.

This section discusses how to:

Identify termination triggers.
Set up the Assedic reasons.
Map variable elements to the Assedic Certificate Flag GEN VR TEST DEPART.

Pages Used to Set Up Terminations

Page Name	Definition Name	Navigation	Usage
Extraction Setup	GPFR_TERM_TRG	Set Up HRMS, Product Related, Global Payroll & Absence Mgmt, Terminations, Terminations FRA, Extraction Setup	List retro and segmentation triggers you have created for the termination process. The system identifies payees with the specific triggers listed on this page and selects them for termination processing.
Assedic Reasons	GPFR_TERM	Set Up HRMS, Product Related, Global Payroll & Absence Mgmt, Terminations, Terminations FRA, Assedic Reasons	Map actions/reasons that you set up to trigger termination processing to the termination reasons that will appear in a payee's ASSEDIC certificate.
Element Mapping Codes FRA	GPFR_ILLNESS_SETUP	Set Up HRMS, Product Related, Global Payroll & Absence Mgmt, Reports, Element Mapping Codes FRA, Element Mapping Codes FRA	Define a variable element that the system will use to identify payees for whom Global Payroll and Human Resources data should be extracted to generate the ASSEDIC certificates. The system extracts payroll and HR data only for employees having this variable set to 1 in the result tables.

Identifying Termination Triggers

Access the Extraction Setup page (Set Up HRMS, Product Related, Global Payroll & Absence Mgmt, Terminations, Terminations FRA, Extraction Setup).

Identify the retro and segmentation triggers you have created to initiate termination processing.

The system identifies payees with the specific triggers you specify on this page and extracts them for termination processing.

Note. You must ensure that any actions that generate a retro trigger also generate a segmentation trigger.

Setting Up the Assedic Reasons

Access the Assedic Reasons page (Set Up HRMS, Product Related, Global Payroll & Absence Mgmt, Terminations, Terminations FRA, Assedic Reasons).

Actions and Reasons

Use the fields in this group box to map the action-reason combinations that you have set up to trigger termination processing to the termination reasons that will appear in a payee's ASSEDIC certificate. List the actions and reasons that trigger termination processing in the columns under Action and Reason Code. List the corresponding ASSEDIC reasons in the fields under Reason of Breach of Contract.

Action and Reason Code

Select an action and a reason code as defined in the Action Reason Table.

Compare the list of actions and reason codes on this page to those that you have set up to generate termination triggers in the Trigger Definitions (GP_TRGR_SETUP) component to make sure that they are the same. All actions and reasons that generate termination triggers should be listed here.

Note. It is important that you review all actions/reason codes you define for the termination process and map them to the corresponding ASSEDIC certificate termination reasons.

Reason for Breach of Contract

Select the reason for breach of contract that will appear in the ASSEDIC certificate when a payee is terminated using the action and reason shown in the corresponding Action and Reason Code fields.

Mapping Variable Elements to the Assedic Certificate Flag GEN VR TEST DEPART

Access the Element Mapping Codes FRA page (Set Up HRMS, Product Related, Global Payroll & Absence Mgmt, Reports, Element Mapping Codes FRA, Element Mapping Codes FRA).

Use this page to select a variable that the system will use to identify payee data that needs to be extracted from the database to generate the termination reports. The system extracts termination report data from Human Resources and Global Payroll tables only for employees having this variable set to 1 in the payroll result tables.

Note. Global Payroll for France delivers the variable GEN VR TEST DEPART for this purpose. If you want, you can define a different variable for your termination setup.

Note. To run the data extraction process for the ASSEDIC certificate, use the Extract Termination Data FRA page.

See Extracting Data for Terminated Employees.