PeopleSoft Enterprise Time and Labor 9.1 PeopleBook

Understanding Payable Time

This chapter provides an overview of the stages through which payable time passes and the effect of adjustments on payable time, and discusses how to:

Publish actual and estimated payable time.
Understand payable time fields.
Generate a payable status report.

Understanding Payable Time

Payable time is created through the Time Administration process and is the end product of Time and Labor. It can be generated in advance from schedules or during the course of the pay period from reported time entries. It represents:

The quantity of work performed (in hours, dollars, or units).
The time reporting code that controls how the time reporter is paid.
The tasks to which time was reported, if applicable.

Payable time can be used in other PeopleSoft applications. For example, if you integrate Time and Labor with Global Payroll or Payroll for North America, your payroll system can pull payable time into its pay runs, compensate time reporters, and then return the calculated costs to Time and Labor. Or you could send payable time with estimated or actual costs to Project Costing for use in project planning, budgeting, billing, and other activities.

See Also

Integrating with Payroll Applications

Integrating with PeopleSoft Financials and Enterprise Performance Management

Payable Time Attributes

Four attributes determine when payable time is available to other applications and how the Time Administration process handles adjustments to payable time. These attributes are:

Payable status. Payable time goes through many stages, most of which relate to the transmission of payable time records from Time and Labor to your payroll system, as well as the transmission of cost data from your payroll system to Time and Labor. Payable status records the progress of payable time through these stages.
Reason code.A reason code is associated with a payable time status code to better align and track payable time from Time and Labor with what actually is paid by the payroll system.
Frozen flag. The frozen flag determines how the system handles any changes that are made to payable time entries. An adjustment made to an entry before its frozen flag is set results in the replacement of the original entry by the new entry. An adjustment made after the frozen flag is set causes the system to create a new entry and an offsetting entry that reverses the original entry.
Frozen date. The frozen date identifies when the frozen flag was set.

Together, the payable status, reason code, frozen flag, and frozen date determine whether an entry of payable time can be sent to your payroll system or published to other applications. The values of the four attributes reside in the payable time tables.

The following diagram shows each stage of payable time:

Stages of payable time

The frozen flag and frozen date are set when the payable status changes to Approved, Closed, or Sent to Payroll. Until this time, any changes made to reported time can result in new payable time entries that replace the original entries. Any changes made after the frozen flag is set cause Time Administration to create offsetting entries, leaving the original entries intact.

Payable Time Status and Reason Codes

The following table lists and describes all of the payable time statuses and reason codes and indicates when they are published.

Status Codes	Description	Reason Codes	When Published?
Estimated (ES)	This is the first stage of payable time created by the Time Administration process, unless you've activated the Needs Approval option on the Workgroup page. It includes cost estimates calculated by Time Administration if you've selected the Calculate Estimated Gross option on Time and Labor Installation Page. Time Administration updates the original payable time whenever you change reported time that relates to payable time with a payable status of Estimated-Ready for Payroll.	No reason code is associated with this status.	Published to systems that subscribe to the Estimates message.
Online Estimate (OE)	This is estimated payable time that was created by launching the online rules process from the Timesheet page. Online Estimate is only displayed when you click the Apply Rules button on the elapsed or punch Timesheet page. Once Time Administration is run, the status changes to Estimated or Needs Approval.	No reason code is associated with this status.	Not applicable.
Needs Approval (NA)	If the workgroup or TRC is set up to require approval of payable time, the Time Administration process sets this status. It is similar to Estimated except that the time must be approved before it can be sent to a payroll system. You approve time using the Approve Payable Time page. Time Administration updates the original payable time whenever you change reported time that relates to payable time with a payable status of Needs Approval.	No reason code is associated with this status.	Published to systems that subscribe to the Estimates message.
Approved − Goes to Payroll (AP)	Approved payable time can be sent to your payroll system. When payable time reaches the approved stage, the system sets the frozen indicator on. Time Administration creates offsetting entries whenever you change reported time that relates to payable time with a payable status of Approved-Goes to Payroll..	No reason code is associated with this status.	Not applicable.
Closed (CL)	When payable time reaches the closed stage, the system turns on the frozen indicator. Payable status is set to this status when any of the following conditions are met: The Send Time to Payroll check box is selected on the Maintain Time Reporter Data page. The status of the TRC is notActive . The workgroup or TRC does not need approval and the Publish unmapped TRC as No Pay check box on the TL Installation page is not selected. The payable time has been taken by payroll, but it will not be labor distributed or diluted because you did not select the Labor Distribution and Dilution options on the Pay System page. (In this case, you'll see the Pay System code and Pay Request Number on the View Payable Time Details page.) After the TL Load Data process is run, the system changes the payable status from NP to CL in order to close out the time rather than leaving it in NP status. When the workgroup or TRC is set up to require approval of payable time, then the approval process sets this status. Time Administration creates offsetting entries whenever you change reported time that relates to payable time with a payable status of Closed.	These reason codes can be associated with the Closed status: Not Sent to Payroll (NSP) – Time and Labor sets this reason code when payable status changes to Closed. Not Distributed (NDS) – When the payroll system (GP or PNA) successfully processes time, and the pay system is not configured for the Time and Labor Distribution process, payroll sets the payable status code to Closed and the reason code to Not Distributed. Record Adjustment (RAJ) – Time and Labor sets the payable status to Closed and the reason code to record adjustment (RAJ) when paid time is adjusted in Time and Labor.	Published to systems that subscribe to the Actual message.
Sent to Payroll (SP)	When payable time is selected, the payroll system sets this status code (either GP or PNA). Payable time has this status when it is sent to payroll and payroll either takes or rejects the entry. When payable time reaches this stage, the system turns on the frozen indicator. Time Administration creates offsetting entries whenever you change reported time that relates to payable time with a this status.	No reason code is associated with this status.	Not applicable.
Rejected by Payroll (RP)	Time that payroll has refused. Time Administration creates offsetting entries whenever you change reported time that relates to payable time with a payable status of Rejected by Payroll. The Set Ignore Status for Not Ok to Pay check box on the TL Installation page defines which payable code and reason codes Time and Labor sets during the Distribution Dilution process for PNA integration when a no pay other earning or pay earning are processed: If the Set Ignore Status for Not Ok to Pay check box is selected, then Time and Labor sets the payable time status code to Ignore (IG) and the reason code to Manual Reject If the Set Ignore Status for Not Ok to Pay check box is not selected, then Time and Labor sets the payable status code to Rejected by Payroll (RP) and the reason code to Payroll Not Processed (PNP). Note: The default setting for this check box is selected.	These reason codes can be associated with this status: Manual Reject (MRJ) – Payroll Not Processed (PNP) – The payroll system sets the payable time status to Rejected by Payroll and the reason code to Payroll Not Processed for any payable time that is not processed by the payroll system (either GP or PNA) Cancelled (CAN) – If a Global Payroll user cancels an entire Calendar Group run (pay run), Global Payroll sets the payable status code to Rejected by Payroll and the reason code to Cancelled. .PNA sets related rows of payable time to Rejected by Payroll and the reason code to Cancelled when a payrun is unsheeted. .	Not applicable.
Taken - Used by Payroll (TP)	Time has been accepted by Payroll. Time Administration creates offsetting entries whenever you change reported time that relates to payable time with a payable status of Taken − Used by Payroll.	No reason code is associated with this status. When payable time is taken by the payroll system (GP or PNA) the payroll system sets this status code and removes any associated reason code (sets to blank).	Not applicable.
Distributed (PD)	Time that has actual costs from payroll applied by the Labor Distribution process. Time Administration creates offsetting entries whenever you change reported time that relates to payable time with a payable status of Paid-Labor Distributed.	A reason code may be set or removed, depending on the payroll system: Prior Period Salary Adjustment (PPS) – When PNA selects prior period time for a salaried employee, it sets this status and reason code. Global Payroll sets this status and removes any associated reason code (sets to blank) on a new row for a prior period adjustment.	Published to systems that subscribe to the Actual message.
Diluted (DL)	Time that has actual costs from Payroll applied by the Labor Distribution process and Labor Dilution process. Time Administration creates offsetting entries whenever you change reported time that relates to payable time with a payable status of Paid-Labor Diluted.	Refer to the previous row for the Distributed payable time status. The same reason codes apply to the Diluted status.	Published to systems that subscribe to the Actual message.
No Pay (NP)	Used by the Project Costing application only. The No Pay status is a status used to reflect transaction rows that are not going to payroll but are in a closed state. When payable time reaches the closed stage, the system turns on the frozen indicator. Payable status is set to this status when any of the following conditions are met: The Send Time to Payroll check box is cleared on the Maintain Time Reporter Data page. The status of the TRC is notActive . Time is approved and the Publish unmapped TRC as No Pay check box on the TL Installation page is selected. Time is approved and ACTUAL_TIME_ADD publishes the information to PeopleSoft Project Costing. Project Costing generates a NPY and a TLB row for each DUR.	Not Sent to Payroll (NSP) – Time and Labor sets this status and reason code when the TRC is not mapped to an earnings code. This reason code differentiates payable time that is closed without being sent to payroll (suspended) and payable time that is closed because it is sent to payroll.	In order for a No Pay status to be populated and published to PeopleSoft Project Costing the following conditions must be met: 1. The Publish unmapped TRC as No Pay check box is selected on the Time and Labor Installation page. 2. The Maintain Time Reporter Data - Send to Payroll check box is selected. 3. The related TRC is not associated with an earnings code.
Ignore (IG)	When a Time and Labor user indicates on the Adjust Paid Time page that rows that have been rejected by the payroll system should not be paid, Time and Labor sets this payable status. The Set Ignore Status for Not Ok to Pay check box on the TL Installation page defines the payable time status code and reason codes that Time and Labor sets during the Distribution Dilution process when a no pay other earning or pay earning are processed: If the check box is selected, then Time and Labor sets this payable status. Payable time rows with this status are never pulled by Global Payroll.	Manual Reject (MJR) – Time and Labor associates this reason code to rows when it changes the status to Ignore. Not Used (NUS) – Global Payroll adds this reason code to payable time with this status.	Denotes offset rows that should be ignored by Global Payroll.
Reversed Check (RV)	This status code exists to handle check reversals in PNA. The PNA Reversal process generates payable time rows with this status. Time and Labor generates the reversed payable time row and any new payable time to be loaded in a subsequent Load process. This process occurs after PNA has successfully completed the Confirm Pay process. Note. If the process ends abnormally, you must restart the process from the Process Monitor.	The reason code that is associated with the Reversed Check status is always Reversed (CRV).

See Also

Integrating with Project Costing

Step 14: Processing Adjustments

Summary of System Settings that Determine Payable Time Status

This table summarized the settings that are made on various pages in Time and Labor that determine the payable time status:

Workgroup Approval See Setting Up Workgroups.	TRC Approval See Establishing Time Reporting Codes.	Leave Modified See Validation Options.	Send time to Payroll on TR Data See Setting Up Time Reporters.	Send to Payroll on TRC See Defining and Mapping Time Reporting Codes (TRCs).	Publish unmapped TRC as No Pay See System Options.	Payable Time Status
Yes	No	No	No	No	Yes/No	NA
No	Yes	No	No	No	Yes/No	NA
Yes	Yes	No	No	No	Yes/No	NA
No	No	Yes	No	No	Yes/No	NA
Yes	Yes	Yes	No	No	Yes/No	NA
No	No	No	Yes	Yes	Yes/No	ES
No	No	No	No	Yes	Yes/No	CL
No	No	No	No	No	Yes/No	CL
No	No	No	Yes	No	Yes	NP
No	No	No	Yes	No	No	CL

Publishing Estimated and Actual Payable Time

This section discusses how to:

Publish payable time with estimated costs.
Publish payable time with actual costs.

Publishing Payable Time with Estimated Costs

Each entry of payable time can have both an estimated and actual cost associated with it. If you've selected the Calculate Estimated Gross option on the Time and Labor Installation page, Time and Labor calculates the estimated cost of payable time when you run the Time Administration process. At the same time, it assigns the entry a payable status of Estimated or Needs Approval.

Estimated payable time is available to any system that wants an early estimate of costs. Time and Labor publishes, on request, all payable time that has not had actual costs applied, including payable time with a status of Estimated, Needs Approval, Approved, Sent to Payroll, Rejected by Payroll, and Taken by Payroll. It does not include payable time in a Closed, Diluted, or Distributed statuses.

Receiving systems should replace any previously collected estimates with the data from Time and Labor and not try to reconcile old and new estimates. Whatever comes from Time and Labor for a given time reporter on a given date should replace all other entries for that time reporter and date.

Note. Estimated payable time is not the same as forecasted payable time. Forecasted payable time is stored in a separate table and does not go through the stages associated with payable time.

See Also

Integrating with Payroll Applications

Integrating with PeopleSoft Financials and Enterprise Performance Management

Publishing Payable Time with Actual Costs

If you integrate Time and Labor with your payroll system, the payroll system can calculate actual costs associated with payable time entries and send them back to Time and Labor. Closed, Distributed, and Diluted payable time entries reflect actual costs. Time and Labor automatically publishes payable time with these statuses after actual costs have been applied and after labor dilution.

If the payroll system must recalculate paychecks after the pay period is closed, it can send Time and Labor new actual costs. Time and Labor then updates the payable time, publishes a message reversing the original amounts, and publishes the new actual costs. Labor Distribution can be rerun; Time and Labor publishes the difference between the original and new costs to Project Costing.

Currency Codes in the Payable Time Table

The Payable Time Table (TL_PAYABLE_TIME), includes two fields for currency codes: Currency Code and Currency Code 2.

Currency Code reflects the currency used to calculate the estimated gross costs.
Currency Code 2 reflects the currency the payroll application used to calculate actual costs when payable time has a Closed status. Because it does not go to a payroll system, or does not get labor-distributed, the Currency Code 2 field is the same as Currency Code.

See Also

Integrating with Payroll Applications

Integrating with PeopleSoft Financials and Enterprise Performance Management

Understanding Payable Time Fields

This table lists the fields maintained for each entry of payable time in TL_PAYABLE_TIME:

Field Name	Description
Emplid	Employee identification number.
Empl_Rcd	Employee record number.
DUR	Date to which this time was reported.
Seq_Nbr	Unique serial number. The link for payroll update and distribution.
Initial_Seq_Nbr	Initial sequence number. Used for PNA check reversal integration. Has a value equal to the Seq_Nbr field value when a check is reversed.
Task_Prfl_Tmplt_ID	Task template for task elements.
TRC	Time reporting code for this time.
TL_Quantity	Hours, amount, or units reported by elapsed time reporters. This field is calculated for punch time reporters.
Shift_ID	The shift under which the original time was reported.
Billable_Ind	Billable indicator.
Override_Rate¹	Override rate, entered directly by an authorized user or derived through rules.
Comp_RateCd	Alternate rate code to be used with this time. Entered directly by an authorized user or derived through rules.
Country	Country to be used with this time. Entered directly by an authorized user or derived through rules.
State	State to be used with this time. Entered directly by an authorized user or derived through rules.
Location	Location to be used with this time.
Locality	Locality to be used with this time. Entered directly by authorized individual or derived through rules.
Est_Gross	The estimated gross pay for this entry.
Currency_Cd	The monetary unit in which the Reported, Override_Rate and Est_Gross fields are stated.
Lbr_Dist_Amt	Actual gross from your payroll system, spread evenly across all relevant TRCs in the period.
Diluted_Gross	Labor distribution amount after dilution.
Currency_Cd2	The monetary unit in which the Lbr_Dist_Amt and Diluted_Gross fields are stated.
Payable_Status	Identifies the status for this time.
TL_Pybl_Reason_Cd	Payable reason code.
TL_Rule_ID	Rule ID. Indicates which rule has created the time. This field is populated only if a rule has created the time.
Pay_System	Payroll system that processed this entry.
Payroll_Req_Num	Sequential number of payroll requests.
Frozen_Sw	Indicates that this record will not be changed by Time Administration.
Frozen_Date	Date the frozen flag was set.
Record_Only_Adj	Record only adjustments.
Publish Sw	Indicates if the row was published.
Actual_Pub_Date	Date published as the final paid time.
Oprid	Operator ID that approved the time.
Apprv_Prcs_Dttm	Date time was approved.
Source_Ind	Source indicator: Offset, System Generated, or User Reported (Record Adjustments)
Rt_Source	Reported time source.
Orig_Seq_Nbr	The original sequence number, if this is an offset.
Company	Company code.
Business_Unit_PC	Project Costing business unit.
Business_Unit	HR business unit.
DeptID	Department ID.
Product	Product code.
Project_ID	Project ID.
Task	Task code.
Customer	Customer code.
Acct_CD	Account code.
Resource_Type	Resource type.
Resource_Category	Resource category.
Resource_Sub_Cat	Resource sub category.
Activity_ID	Activity ID.
User_Field_1	User field 1.
User_Field_2	User field 2.
User_Field_3	User field 3.
User_Field_4	User field 4.
User_Field_5	User field 5.
Business Unit PF	Performance Management business unit.
SetID_Dept	Department set ID.
SetID_Resource	Resource set ID.
SetID_Activity	Activity set ID.
Deptid_CF	Department ID ChartField.
Account	Account code.
Fund Code	Fund code.
Program Code	Program code.
Class Field	Class field.
Affiliate	Affiliate field.
Operating Unit	Operating unit field.
Alt Account	Alternate account code.
Budget Ref	Budget reference field.
Chartfield 1, Chartfield 2, Chartfield 3	ChartField codes.
Affiliate Intra1, Affiliate Intra2	Affiliate Intra1 and Affiliate Intra2 fields.

Generating a Payable Status Report

You can generate a Payable Status report that shows the payable status for each entry of payable time for the EmplID or Group IDs that you specify during the range of dates you specify. You can include all time entries or specify the payable statuses in which you're interested. (Entries with a payable status of Online Estimate are excluded.) You can also choose the language in which the report is produced.

Page Used To Generate a Payable Status Report

Page Name	Definition Name	Navigation	Usage
Payable Status	TL_RUNCTL_TL001	Time and Labor, Reports, Payable Status, Payable Status	Lists all Payable time for a range of dates, sorted by the chosen Payable Statuses on the run control, to provide the manager with a picture of processed and unprocessed time.

Generating a Payable Status Report

Access the Payable Status page (Time and Labor, Reports, Payable Status, Payable Status).

Approved

Payable Time in this status is approved in Time and Labor and is ready for a payroll system to select it for payment. Payable Time is in a frozen state and can be selected by financial systems as estimated costs.

Closed

Payable Time in this status may have been published in Project Costing. Payable Time is in a frozen state and can be selected by other financial systems as actual costs. Payable Time that is closed is the result of one of the following situations:

TRC reported is not being sent to a Payroll System.

Time Reporter is not sending time to a payroll system.

A record adjustment.

Payable Time is going to a payroll system but is not labor distributed.

Diluted

Payable Time in this status has been paid by a payroll system and has run through the process of Labor Distribution with Dilution. Payable Time with TRCs that are selected for Labor Dilution will be reflected in this status. The Payable Time is in a frozen state and can be selected by other financials systems as actual costs.

Online Estimate

Payable Time is in this temporary status when online rules are triggered from the Timesheet pages.

Reversed Check

Payable time with this status results from check reversals in Payroll for North America. The Reversal process in Payroll for North America generates payable time rows and sets the payable time status code to Reversed. Time and Labor generates the reversed payable time row and any new payable time to be loaded in a subsequent Load process.

Estimated

Payable Time in this status is not in a frozen state and can be updated by the Time Administration process. This Payable Time can be selected by other financial systems as estimated costs.

Needs Approval

Payable Time in this status is not in a frozen state and can be updated by the Time Administration process. This time can be selected by other financial systems as estimated costs. This time requires approval either through online or batch process in Time and Labor.

Distributed

Payable Time in this status has been paid by a payroll system and has run through the process of Labor Distribution. Labor Dilution may have been run for the Pay System, but the TRCs related to this Payable Time were not selected for Labor Dilution. The Payable Time is in a frozen state and can be selected by other financial systems as actual costs.

Ignore

Payable Time is in this status when Global Payroll ignores offset rows in processing.

Rejected by Payroll

Payable Time in this status has been rejected by a payroll system, since it does not meet the payroll's selection criteria. The Payable Time is in a frozen state and can be selected by another pay system for payment.

Sent to Payroll

Payable Time in this status has been selected by a payroll system. The Payable Time is in a frozen state. This time can be selected by other financial systems as estimated costs.

Taken by Payroll

Payable Time in this status has been paid by a payroll system and has not run through the process of Labor Distribution. The Payable Time is in a frozen state and can be selected by other financial systems as estimated costs.

No Pay

Payable Time is in this status when transaction rows are not going to payroll but are in a closed state. Used by the Project Costing application only.

Note. From a troubleshooting perspective, after your pay period has passed, check to see whether you have payable time that remains in a Rejected by Payroll, Sent to Payrollor Taken by Payroll status. This payable time review is necessary to determine what is causing the time to remain in this state.

Approved	Payable Time in this status is approved in Time and Labor and is ready for a payroll system to select it for payment. Payable Time is in a frozen state and can be selected by financial systems as estimated costs.
Closed	Payable Time in this status may have been published in Project Costing. Payable Time is in a frozen state and can be selected by other financial systems as actual costs. Payable Time that is closed is the result of one of the following situations: TRC reported is not being sent to a Payroll System. Time Reporter is not sending time to a payroll system. A record adjustment. Payable Time is going to a payroll system but is not labor distributed.
Diluted	Payable Time in this status has been paid by a payroll system and has run through the process of Labor Distribution with Dilution. Payable Time with TRCs that are selected for Labor Dilution will be reflected in this status. The Payable Time is in a frozen state and can be selected by other financials systems as actual costs.
Online Estimate	Payable Time is in this temporary status when online rules are triggered from the Timesheet pages.
Reversed Check	Payable time with this status results from check reversals in Payroll for North America. The Reversal process in Payroll for North America generates payable time rows and sets the payable time status code to Reversed. Time and Labor generates the reversed payable time row and any new payable time to be loaded in a subsequent Load process.
Estimated	Payable Time in this status is not in a frozen state and can be updated by the Time Administration process. This Payable Time can be selected by other financial systems as estimated costs.
Needs Approval	Payable Time in this status is not in a frozen state and can be updated by the Time Administration process. This time can be selected by other financial systems as estimated costs. This time requires approval either through online or batch process in Time and Labor.
Distributed	Payable Time in this status has been paid by a payroll system and has run through the process of Labor Distribution. Labor Dilution may have been run for the Pay System, but the TRCs related to this Payable Time were not selected for Labor Dilution. The Payable Time is in a frozen state and can be selected by other financial systems as actual costs.
Ignore	Payable Time is in this status when Global Payroll ignores offset rows in processing.
Rejected by Payroll	Payable Time in this status has been rejected by a payroll system, since it does not meet the payroll's selection criteria. The Payable Time is in a frozen state and can be selected by another pay system for payment.
Sent to Payroll	Payable Time in this status has been selected by a payroll system. The Payable Time is in a frozen state. This time can be selected by other financial systems as estimated costs.
Taken by Payroll	Payable Time in this status has been paid by a payroll system and has not run through the process of Labor Distribution. The Payable Time is in a frozen state and can be selected by other financial systems as estimated costs.
No Pay	Payable Time is in this status when transaction rows are not going to payroll but are in a closed state. Used by the Project Costing application only.