Working with Payee Data

This chapter provides overviews of payee data, data retrieval from PeopleSoft Enterprise Human Resources, and payroll system and pay group assignments for a payee, and discusses how to:

Click to jump to parent topicUnderstanding Payee Data

Global Payroll uses payee data that is defined in Human Resources, including job and personal data, banking information, and schedules.

Global Payroll recognizes three payee types:

All of these payee types can be paid through Global Payroll.

See Adding a Person.

When you add a payee into Human Resources through the Job Data component, you will indicate that Global Payroll is the payroll system for the payee and then assign the payee to a pay group. The pay group defines the default processing instructions for the payee, which you can override.

Using elements defined in Global Payroll, you can retrieve payee-specific data from Human Resources during processing. For example, you can use rate code elements to retrieve information for multiple components of pay in Human Resources.

Several areas of Human Resources and Global Payroll integration are country-specific, such as those that deal with job and personal data. For more information about these topics, see the corresponding country-specific documentation for Global Payroll and Human Resources.

Note. Global Payroll provides payee-level security that restricts the payees that a user can view.

See Also

Defining Security

Click to jump to parent topicUnderstanding Data Retrieval from Human Resources

This section discusses how data in Human Resources is retrieved and used in Global Payroll using these elements:

Click to jump to top of pageClick to jump to parent topicDatabase System Elements

Database system elements contain payee-related data that is retrieved from Human Resources and commonly used in pay calculations. You don't have to set up these elements or do anything special to resolve them. They are resolved when they're used in a calculation.

These Human Resources tables populate database system elements:

See Working with System Elements.

Using Address Related System Elements

Human Resources can store several different addresses for a payee. In Global Payroll, you can specify which of these addresses you want the system to use. You do this through the use of a formula and a database system element called ADDRESS TYPE.

When you run the payroll process, the system retrieves the address that was effective as of the end date of the segment or slice.

Note. The batch process truncates data that is retrieved by system elements when the data exceeds 30 characters (for character fields) or 12.6 (for numeric fields). For example, system elements for the ADDRESS fields can contain up to 55 characters; however, the system truncates the last 25 characters of data during the batch process.

To identify which payee address you want the system to use:

  1. Create a formula that assigns the appropriate character value to the system element ADDRESS TYPE.

    For example, your formula might assign the value HOME to ADDRESS TYPE.

  2. Add the formula to a section of the process list.

Note. You can view the different address types on the Address Type Table page, which can be found under Set Up HRMS, Foundation Tables, Personal, Address Type.

See Defining Address Types.

Click to jump to top of pageClick to jump to parent topicArrays

An array is an element that retrieves data from any table or view that database system elements do not retrieve. For example, you can use an array to retrieve data from the Benefit table or the Company table in Human Resources for further processing in Global Payroll.

See Defining Array Elements.

Click to jump to top of pageClick to jump to parent topicRate Codes

You use rate codes to retrieve pay component data from Human Resources and bring this data into Global Payroll. The system calculates the values in Global Payroll, rather than transferring the data directly from Human Resources, so that currency conversions can be calculated for every pay run. In Global Payroll, you define a rate code element and link it to the corresponding rate code defined in a Human Resources table.

See Defining Rate Code Elements.

Click to jump to top of pageClick to jump to parent topicFrequency

Human Resources has an effective-dated Frequency table, where you enter the annualization factor for each frequency. Defining the annualization factor is important for payroll processing in Global Payroll.

Global Payroll accesses the same Frequency table as Human Resources and uses it throughout Global Payroll for annualization and deannualization. When you set up a frequency in Human Resources, you associate a factor with it. For example, an annual factor can be equal to one, a monthly factor can be equal to 12, and a weekly factor can be equal to 52.

The frequency formulas used for annualization and deannualization are the same for both Human Resources and Global Payroll:

Important! If you change the effective status, frequency type, or annualization factor of an existing frequency on the Frequency Table page in Human Resources, you get a warning message saying that previous calculations using this frequency are out of sync with the new values of the frequency.

When defining earnings and deductions in Global Payroll, the system obtains the frequency factor from Human Resources. The system annualizes the earning or deduction element, according to the specified frequency factor, and deannualizes the earning or deduction element, according to the specified calendar period frequency. The only exception to this rule is when you've specified a generation control frequency. Then, the system annualizes the earning or deduction value according to the specified frequency factor, but deannualizes it according to the generation control frequency.

In Global Payroll, frequency is used with:

See Calculation Rules and Components, Frequency and Generation Control Calculations, Setting Up and Working with Frequencies.

Click to jump to top of pageClick to jump to parent topicTriggers

In Global Payroll, triggers are used to initiate iterative, segmentation, or retroactive processing in response to changes to Human Resources data. For example, you might want to create a trigger that detects retroactive pay rate increases, so that the system can reprocess prior periods and calculate any money owed to payees.

Triggers can respond to field-level and record-level data changes.

With Global Payroll, you can also create mass triggers. Mass triggers enable you to generate payee triggers based on changes to setup tables. Mass triggers can be established for specific records on specific components.

See Setting Up Triggers, Setting Up Mass Triggers.

Click to jump to parent topicUnderstanding Payroll System and Pay Group Assignments for a Payee

For each payee that you want to pay through Global Payroll, you must do the following:

  1. Select Global Payroll as the payroll system on the Installation Table - Products page.

  2. Select Global Payroll as the payroll system on the Job Data - Payroll page in Human Resources.

  3. Assign the payee to a pay group on the Job Data - Payroll page.

The pay group assignment determines the default values for the payee's eligibility group, exchange rate type, and use rate as of date. You can override these values for an individual payee on the Job Data - Payroll page.

Note. As part of the general setup for Global Payroll, you must define payee job data defaults on the Pay Group Name page prior to selecting a pay group for a payee on the Job Data - Payroll page.

Note. If you do not select a holiday schedule for the payee on the Job Data - Payroll page, the system uses the holiday schedule assigned to the payee's pay group during payroll processing.

See Defining the Organizational Structure, Setting Up and Installing PeopleSoft HRMS, Increasing the Workforce.

There are three actions in connection with which you can select a payroll system for a payee:

During the hire or rehire process, when you select a payroll system for a payee on the Job Data - Payroll page, you create a row with a Payroll System flag that identifies the selected payroll system in each payee's Job record.

You can also select a payroll system by using the action of Change of Pay System.

For example, suppose that you initially implemented Human Resources, but used a third-party payroll system. On January 1, 2004, your organization decided to convert to Global Payroll. Now, you can insert a row into the Job record with a new Payroll System flag set to Global Payroll and the payee data will be calculated and paid through the Global Payroll system, for pay periods that are in effect as of January 1, 2004.

Points to Remember

Here are some points to remember about assigning Global Payroll as the payroll system:

System Occurrences When a Job Data Record is Added or Modified

Certain things happen in the system when a Job record is created for a payee. For example, a row is inserted into the Schedule Assignment table, indicating that the person should use the default schedules that are assigned at the pay group level for Global Payroll and at the work group level for PeopleSoft Enterprise Time and Labor. This occurs regardless of whether or not the payee is paid from Global Payroll.

See Also

Retroactive Deletes

Setting Up Segmentation Triggers for Effective Dated Records

Assigning Schedules to a Group

Selecting PeopleSoft Applications for Your Installation

Click to jump to parent topicAdding a Person of Interest

This section provides an overview of adding a person of interest to Global Payroll and discusses how to add a person of interest.

Click to jump to top of pageClick to jump to parent topicUnderstanding a Person of Interest

A person of interest is defined as someone who is not an employee or a contingent worker, but is paid through the system. If a person of interest is paid through Global Payroll, he or she will be added to the system, with the person of interest type defined as Global Payroll Payee.

You can add a person of interest using the Add a Person of Interest component in Global Payroll. This component is the same as the Add a Person component in Human Resources. You can add a person of interest through either application, but having the Add a Person of Interest component in Global Payroll makes it easy for you to add Global Payroll-specific payees within a Global Payroll menu.

Click to jump to top of pageClick to jump to parent topicPage Used to Add a Person of Interest

Page Name

Definition Name

Navigation

Usage

Add Person of Interest

GP_ADD_PERSON

Global Payroll & Absence Mgmt, Payee Data, Add a POI Payee, Add a Person of Interest

Add a person of interest payee in Global Payroll.

Click to jump to top of pageClick to jump to parent topicAdding a Person of Interest

Access the Add Person of Interest page (Global Payroll & Absence Mgmt, Payee Data, Add a POI Payee, Add a Person of Interest).

EmplID (employee ID)

Enter the employee ID for the person.

Empl Record (employee record)

Enter an employee record number for the person.

Person of Interest Type

Select Global Payroll Payee to indicate that this person is to be paid through Global Payroll.

Add the Person

When you set up a Global Payroll person of interest, and you click the Add the Person button, you will be taken to the Personal Data component in Human Resources to enter person related information where you can add the organizational relationship (Global Payroll Person of Interest Payee). Next, you'll be taken to the Job Data component in Human Resources to enter payroll related data such as payroll system and pay group.

See Also

Adding a Person in PeopleSoft Human Resources

Increasing the Workforce

Click to jump to parent topicViewing Payee Data

This section provides an overview of payee data pages in Global Payroll and discusses how to view job information.

Click to jump to top of pageClick to jump to parent topicUnderstanding Payee Data Pages in Global Payroll

Global Payroll contains two payee data-related pages: Job Information and Retro Limits Assignment. This section discusses how to view job data for a payee on the Job Information page. The Retro Limits Assignment page is discussed later in this PeopleBook.

See Also

Setting Backward and Forward Retro Limits

Defining Retro Processing Limits at the Payee Level

Click to jump to top of pageClick to jump to parent topicPage Used to View Job Information

Page Name

Definition Name

Navigation

Usage

Job Information

GP_PYE_DATA

Global Payroll & Absence Mgmt, Payee Data, Review Job Information, Job Information

View Global Payroll-specific information that is stored for a payee on the Job record in Human Resources, as well as the pay entity that is associated with the pay group on the Job record.

Click to jump to top of pageClick to jump to parent topicViewing Job Information

Access the Job Information page (Global Payroll & Absence Mgmt, Payee Data, Review Job Information, Job Information).

To change data that appears on this page, you must update the Job record in Human Resources using the Job Data - Payroll page or one of the other Job Data components.

Payroll System

Displays the payroll system for the payee. Values are:

GP (Global Payroll)

NA (Payroll for North America)

OT (Other)

PI (Payroll Interface)

Pay Group

Displays the pay group for the payee.

Pay Entity

Displays the pay entity for the payee.

Eligibility Group

Displays the eligibility group for the payee.

Exchange Rate Type

Displays the currency exchange rate type for the payee. Values are stored in Human Resources and are not unique to Global Payroll.

Use Rate As Of

Displays the effective date that is used when retrieving the currency conversion rate. Values are Pay Period Begin Date, Pay Period End Date,and Payment Date (based on the Calendar ID).

Note. The Eligibility Group, Exchange Rate Type, and Use Rate As Of fields appear only if they are overridden at the payee level. These fields are blank if the default values from the pay group are used.

See Also

Viewing Information About Current Exchange Rate Calculations

Defining Retro Processing Limits at the Payee Level

Click to jump to parent topicUpdating Payee Data

When you need to change job or personal data for a payee, be sure to add a new effective-dated row. Making changes to an existing row in Job Data or Personal Data can lead to data corruption.

For example, suppose that you run the payroll process and then change a payee's data in an existing Job or Personal Data row. If you change a payment key, the system tries to run retroactive processing to reverse the old payment. However, it will not find a Job row that matches on payment keys with any deltas that are created for the reversed segment and will set the payment in error.

To correct this, change the Job row back to the way it was and insert a new row with a different effective sequence.

Click to jump to parent topicSharing Banking Data

Global Payroll uses the Bank table, Bank Branch table, and Source Bank Accounts table that reside in Human Resources. You can use these tables to define general bank information, such as bank name, address, account name, and bank ID.

See Setting Up Banks and Bank Branches.

Global Payroll includes additional banking pages that you use to define bank account information and disbursement details for a payee.

See Defining Banking Instructions.

Click to jump to parent topicSharing Schedule Data

This section discusses how to:

Click to jump to top of pageClick to jump to parent topicSharing the Holiday Schedule with Human Resources

Global Payroll uses the holiday schedule that is created in Human Resources. Holiday schedule information is stored on a payee's Job record. Global Payroll uses the holiday schedule during absence processing to create daily data and update leave balances. It also uses the holiday schedule to resolve count elements during payroll and absence processing.

If a holiday schedule is not defined for a payee at the job level in Human Resources, Global Payroll uses the holiday schedule defined for the payee's pay group. (The holiday schedule defined for the pay group does not appear, by default, on the Job record.)

See Also

Setting Up Holiday Schedules

Defining the Organizational Structure

Click to jump to top of pageClick to jump to parent topicSharing Schedule Assignments with Time and Labor

Global Payroll and Time and Labor use many of the same pages and records for setting up and assigning work schedules. If you're using both applications, you may need to create and assign schedules only once.

Global Payroll handles batch processing for schedule assignments differently than Time and Labor. When processing in Global Payroll, if a payee is using the default work schedule, the system retrieves the default work schedule from the pay group definition. In Time and Labor, if the payee is using the default work schedule, that system retrieves the default work schedule from the workgroup definition.

In Global Payroll, you can also assign a schedule to a payee other than the pay group default. You can assign schedules and alternate schedules individually to payees on the Assign Work Schedule page (Primary Details tab and Alternate Details tab).

Points to Remember

Here are some points to remember about work schedules:

See Also

Assigning Work Schedules

Integrating with PeopleSoft Enterprise Time and Labor

Defining the Organizational Structure