Managing Off-Cycle Payments

This chapter provides an overview of:

• Off-cycle processing.

• Manual payments.

• Corrections.

• Unscheduled payments.

• Advance payrolls.

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

See Also

Managing Off Cycle Processing

Understanding Off-Cycle Processing

This section discusses:

• The off-cycle process.

• Types of off-cycle transactions.

• Delivered elements.

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 the payroll system. Examples include paying a new hire with a manual check because their pay details were not entered in time for the normal pay run.

• Corrections

  Corrections enable you to correct results of any finalized payroll. Examples include reversing a sick leave payment when workers compensation should have been paid.

• Unscheduled payments

  Unscheduled payments enable you to enter one-time payments that are outside the normal payroll process. Examples include one-time bonuses or expense reimbursement.

• Advances

  Advances enable you to pay payees before their normally scheduled pay run. Examples include salary due on termination.

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.

See Also

Understanding How to View Delivered Elements

Understanding Manual Payments

This section provides an overview of manual payments.

Manual Payments

When you enter manual payments for Japanese payees, all calculations should be calculated outside the system and then entered. Observe the following guidelines when entering manual payments:

• Selecting the Period (Calendar) Paid and Payment Date on the Period Calendar tab of the Manual Payments page.

  The selection of the period paid and the payment date need to be considered carefully. When selecting the period paid, you should select the previous finalized calendar or the current open calendar. 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.

• Selecting processing controls on the Manual Payments page.

  The Period Begin Date and Period End Date should be supplied by default after you select Period (Calendar) Paid. These dates should not be changed because the delivered Japanese rules have been designed to calculate using whole periods and may not automatically segment if a partial period is entered.

  The run type comes from Period (Calendar) Paid and the defaults should be used. 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 the payee has already been processed in the period.

  Stop Regular Resolution enables you to stop the resolution of all elements on the process list except the elements that are entered into the manual payment. If you decide to allow regular resolution, an analysis would need to be performed to understand the impact on your supporting elements.

  If using the Limited Element Set, you need to ensure that all elements are calculated independently of pre- or post-processing formulas, because these do not resolve during off-cycle processing.

Note. Manual payments are used to record monetary values only; absence accumulators will not be updated using this method.

Corrections

Use the Corrections page of the Off-Cycle Requests component (GP_OFFCYCLE_SETUP) when you need to change finalized results, usually due to a user error. This page uses period-to-date logic that is built into the Japanese delivered statutory rules.

When you enter corrections, all earnings and deductions need to have period-to-date logic applied. This method is used to correct pay accumulators only. Absence accumulators will not be corrected.

Unscheduled Payments

Use the Unscheduled Payments page of the Off-Cycle Requests component (GP_OFFCYCLE_SETUP) to make one-time payments that are processed outside of the on-cycle payroll. Examples include bonuses and expense reimbursements. This page uses period-to-date logic that is built into the Japanese-delivered statutory rules when calculating.

Consider the following guidelines when entering unscheduled payments:

• All earnings and deductions need to have period-to-date logic applied.

• When selecting the period paid, you should select the previous finalized calendar or the current open calendar.

• Use this page to record monetary values only.

  Absence accumulators will not be updated.

Advance Payrolls

Use the Advance Payrolls page of the Off-Cycle Requests component (GP_OFFCYCLE_SETUP) when you would like to pay an employee before his or her normal on-cycle pay run. For example, an employee is terminating employment with your organization and the termination payment needs to be paid immediately and not in the next on-cycle pay run. When making advance payments:

• Always select the next open calendar, because skipping calendars may update accumulators incorrectly.

• Absence accumulators will calculate automatically for the calendar group that is selected.