This chapter contains these topics:
Section 35.1, "Setting Up Deductions, Benefits, and Accruals"
Section 35.6, "Reviewing the Deduction, Benefit, and Accrual Report"
You set up deductions, benefits, and accruals (DBAs) to automate the process of subtracting monies, calculating benefits, and tracking accruals when you run your payroll cycle. You must set up DBAs before you can assign them to employees at the group or individual level.
DBA | Description |
---|---|
Deductions | Deductions represent dollar amounts, excluding taxes, withheld from an employee's earnings.
You set up deductions to automate the process of subtracting monies when you run your payroll cycle. |
Benefits | Benefits represent amounts that the company funds for additional employee compensation. A benefit can be cash or non-cash, either taxable or non-taxable. Benefit information can be passed to the general ledger to track burden.
You set up benefit DBAs to automate the process of calculating benefits when you run your payroll cycle. |
Accruals | Accruals represent amounts that the company funds for additional employee compensation.
The system can carry over from year to year accrued remaining balances, such as available vacation and sick time. |
Benefit or accrual? | To determine whether a DBA should be set up as a benefit or an accrual, the following distinctions are important:
|
The system must have a value on which to base the calculation for each DBA. This is called the basis of calculation.
You set up a basis of calculation for a DBA to define the base value that the system uses to calculate the DBA during payroll processing. A DBA can be based on pay types, on another DBA, or on a combination of both pay types and DBAs (PDBAs). To define the base value, you must list one or more PDBAs for each DBA you create.
See Also:
Section 11.1, "Entering Rollover Information for a DBA" for information on setting up rollover accruals and benefits.
From Canadian Payroll Master (G77), enter 29
From Payroll Setup (G774), choose Pay/Deductions/Benefits
From Pay/Deductions/Benefits (G7742), choose DBA Setup
When you set up a simple DBA, you specify the minimum amount of information the system needs to perform the calculation. Typically, you will want to calculate a simple DBA in one of two ways:
When you set up a simple DBA, you can do one of the following:
Specify the actual amount or rate to calculate
Omit the actual amount or rate to calculate
If you omit the actual flat dollar amount or the percentage rate information during setup, you can enter it when you assign the DBA at the group, employee, or timecard level.
To designate whether this is a deduction, benefit, or an accrual complete the following field:
DBA Type
Complete the following fields:
DBA Code
Source of Calculation
Method of Calculation
If you want the same amount or rate to apply to all employees assigned the DBA, complete the following field:
Amount or Rate 1
To include a brief description of the DBA, complete the following field:
Paystub Text
If this is a benefit, complete the following field:
Effect on Check
If you want the DBA to be effective for a specific period of time, complete the following fields:
Effective Date From
Effective Date Thru
Use the Add action.
On Basis of Calculations, if you want to include all pay types (1 - 999) for calculating the DBA, exit the Basis of Calculation screen without making any entries.
On Basis of Calculations, if you want to limit the PDBAs, complete the following fields with the range of pay types you want included in the calculation and press Enter:
From PDBA Type
Thru PDBA Type
On DBA Setup, locate the DBA.
Review the values supplied by the system for the following fields:
Effect on Disposable Wage
Calculate if No Gross
Effect on General Ledger
A/P Voucher
Pay Period to Calculate
Calculate Once Per Period
Arrearage Method
When to Adjust Deductions
If you want DBA information to appear on the employees' pay stubs, verify the following fields:
Method of Printing
Calculate in Pre-Payroll
Field | Explanation |
---|---|
DBA Type | A code used to distinguish between the following types of payroll entries:
P – Time Cards (Earnings) D– Deductions withheld B – Benefit (both cash and non cash) A – Accrual of sick, vacation, compensation, and so forth Note: These codes may only be changed by JD Edwards World. If you enter an * in this field the system displays all four types of PDBAs. |
DBA Code | A code to define the type of pay, deduction, benefit, or accrual.
Pay types are numbered from 1 to 999. Deductions and benefits are numbered from 1000 to 9999. Form-specific information The DBA code 9997 is reserved for Overpayment. Do not change this deduction code. Sick and vacation accruals must have a specific numbering order. You must assign a higher number for the time available code when you are also assigning a time accrued code. For example, if vacation accrued is 8001, vacation available must be 8002 or greater. |
Source of Calculation | A user defined code (07/DB) that defines what the deduction, benefit, or accrual (DBA) is based on. A numeric code indicates that the DBA is based on a disposable net wage calculation. When the system calculates the gross amount for a disposable net wage, it does not use the basis of calculation. The gross amount includes all earnings that have a +/+ effect on gross/net.
For Current Period, use code G. For wage attachments use one of the following codes: 1 - 7 – Garnishment Tax levy Wage assignment (child support and maintenance) R – Loan Interest 0 – Fees |
Method of Calculation | A user defined code 07/DM that indicates which method the system uses to calculate the deduction, benefit, or accrual.
The method values are pre-set by JD Edwards World. If you use methods 0 - 6, 8, 9, or G, you must also enter a value in the Table Code field. For wage attachments, use one of the following methods: C – Wage assignment (child support and maintenance) G – Garnishment K – Loan L – Tax levy A – Fees % – Interest For Spousal Life Insurance Premiums, use one of the following methods (07/DS): 3 – Calculates the spouse's age as of the last day of the current taxable year. 9 – Uses the Age field value entered on the Dependent/Beneficiary Entry screen. Z – Calculates the spouse's age by the actual Date of Birth (DOB). |
Method of Prnting | Identifies whether the item is to be printed on the pay stub and whether the item is to be printed on a separate cheque from other payroll items. Valid codes are:
Pay Types/Payroll Taxes: Y – Print on pay stub (default) S – Print separate check (one item per check) C – Print separate check (C types combined) N – Do not print on pay stub Deduction/Benefit/Accrual Types: Y – Print as total deductions (default) S – Print separate check (one item per check) C – Print separate check (include detail) N – Do not print on pay stub I – Print individual transactions T – Print by DBA Print Group The separate cheque feature is not available for any payroll taxes being withheld from the employee's paycheque. |
Amount or Rate 1 & 2 | The value in this field is either a percentage, a monetary amount, or an hourly rate, depending on where it is used:
1 – For a deduction, benefit, or accrual, the meaning of this field depends on the Method of Calculation. The method determines if the deduction is a flat dollar amount, a percentage, or a multiplication rate. Table method DBAs, depending on which table method they use, can either use this amount in the calculation or ignore it. If there are exceptions to the table calculation, you can override the table code in the detail area, set up a flat dollar DBA amount, or override the amount in One Time Overrides. 2 – For a pay type, amounts entered in this field override the hourly rate. Form-specific information The first amount or rate associated with a deduction, benefit, or accrual. Because many DBA types require multiple tiers, two Amounts (Rates) exist. The system uses Amount (Rate) 1 until the first annual limit is reached. Then the system uses Amount (Rate) 2, beginning with the next time the employee is paid and continuing until the second annual limit is reached. These fields work in conjunction with the annual limit fields. |
Effect on Disposable Wage | This code designates whether a DBA is subtracted from gross to determine an employee's disposable wages. Valid codes are:
1 – Voluntary. These deductions are subtracted from gross to determine disposable wages for deductions with a Source of Calculation of 1, 5, and 7. 2 – Mandatory. These deductions are subtracted from gross to determine disposable wages for deductions with Source of Calculation of 1, 2, 4, 5, 6, and 7. |
Effect on GL | A code indicating whether you want journal entries passed from payroll to the general ledger and the method you want to use. Valid codes are:
N – Pass dollars only to the general ledger. M – Do not pass dollars or hours to the general ledger. This code allows an accrual to be tracked in employee payroll history and the dollars to be omitted from the general ledger. Form-specific information When you enter B in the Method of Calculation field to accumulate wages, use the following values to indicate the effect on the general ledger: If your organization uses accrual basis accounting, enter N. If your organization uses cash basis accounting, enter M. |
Calc in Pre-Payroll (Y,N) | A code specifying whether a benefit or accrual is calculated during pre-payroll processing. Valid codes are:
Y – Yes, calculate during pre-payroll processing. N – No, calculate during the journal entry step of the payroll cycle. In general, all benefits and accruals are calculated during the processing of journal entries because they do not affect the gross-to-net calculation. However, certain benefits, such as group life insurance and the corresponding excess life insurance benefit, must be calculated in pre-payroll because they affect the gross-to-net calculation. If you want the benefit or accrual to print on the employee's pay stub, use Y and complete the Method of Printing field. |
A/P Voucher(Y,N) | A code used to determine whether the system should generate a vouc– her for the DBA, tax, or wage attachment during the final update phase of the payroll processing cycle. Valid codes are:
N – No, do not generate a voucher Y – Yes, generate a voucher |
Pay Period to Calculate | A code designating the pay period in which the system calculates the DBA or auto deposit. Valid codes are:
Y – Take the DBA or auto deposit during the current period. N– Do not take the DBA or auto deposit during the current period. * – Take the DBA or auto deposit only during the first pay period of each month that the employee works based on the ending date of this month's pay period. Blank Continue to look for a code at the lower level. The system searches for DBA or auto deposit rules first at the employee level, then at the group level, and finally at the DBA master level. If the field is blank at all levels, the system does not calculate the DBA or auto deposit in that period. M – Use this value only in the field for a fifth period to calculate the benefit during the special, or manual, timecard post. M applies only to benefits based on gross hours or dollars. An M implies a Yes for a weekly withholding frequency. You should not use this value for any DBA with B in the Method of Calculation field. |
Arrearage Method | A code indicating how to adjust deductions when the employee is in a negative pay situation. Valid codes are:
P – Do a partial or full deduction as needed. This is the default. F – Do a full reduction or none at all. N – Do not reduce. Q – Same as code P. Place the amount in arrears, but do not apply the limits when collecting the arrearage. R – Same as code P. Place the amount in arrears and apply the limits when collecting the arrearage. G – Same as code F. Place the amount in arrears, but do not apply the limits when collecting the arrearage. H – Same as code F. Place the amount in arrears and apply the limits when collecting the arrearage. |
Calc Once Per Period (Y,N) | A code that indicates whether the deduction, benefit, or accrual should be calculated only once in a pay period if the employee receives more than one cheque. |
When to Adjust Ded | A – code that indicates when to adjust (back out) deductions. Valid values are:
0 – Adjust deductions marked with 0 before payroll taxes. 1 – Adjust deductions marked with 0, then those marked with 1 before payroll taxes. 2 – Adjust payroll taxes before the deductions marked with 2. |
Many DBAs require information in addition to that included in a simple setup. To become familiar with the setup options available, complete the following tasks:
Set up an advance deduction
Set up tax status for a DBA
Set up a tax-deferred compensation deduction
Set up category codes for DBAs
Set up a DBA based on another DBA
You can set up many different types of DBAs. These tasks do not encompass every possible scenario, but are examples of typical DBAs that you might set up for your company.
See Also:
From Canadian Payroll Master (G77), enter 29
From Payroll Setup (G774), choose Pay/Deductions/Benefits
From Pay/Deductions/Benefits Setup (G7742), choose DBA Setup
You set up an advance deduction for an employee to pay back a dollar amount advanced by the employer against an employee's earnings. An advance deduction DBA allows you to set up a declining balance that is active until the amount due equals zero.
To set up an advance deduction
On DBA Setup
Complete the steps for setting up a simple deduction.
Choose the Additional Parameters function.
Figure 35-3 DBA Additional Information screen
On DBA Additional Information, complete the following field:
Declining Balance
Review the value in the following field:
Calculate for All Employees
Field | Explanation |
---|---|
Declining Balance (Y,N) | A Yes/No field indicating whether you want the system to read the amount due at the DBA, group, or employee level to determine if this deduction is considered in the payroll cycle. An amount due must be entered when you enter Y in this field. If an amount due is not entered, the system considers the deduction to be cleared or inactive. Valid codes are:
Y – Yes, read the Amount Due field and continue this deduction only until the amount due is zero. N – No, do not read the amount due when dealing with this deduction. |
Calc for All Emp. (Y,N) | A code specifying whether the DBA is required.
If you enter Y (Yes) in this field, the system calculates the DBA for all employees who qualify. If the DBA is specified as required, it is not necessary to define the DBA at any level other than the DBA setup level. The system automatically processes the DBA for all qualifying employees. When you use this code, it reduces the information you must maintain for the DBAs that you set up for plans or employees. The system further screen the records when applying DBAs to employees, if you complete the following fields on DBA Additional Information:
A blank in any of these fields will include all employees. Note: The system also uses Tax Area (TARA) and Home Company (HMCO) as screening criteria for DBAs that are not required. If either of these two fields are filled, regardless of whether Calculate for All Employees = Y, the system cheques employees' tax areas and home company prior to calculating the DBA. |
From Canadian Payroll Master (G77), enter 29
From Payroll Setup (G774), choose Pay/Deductions/Benefits
From Pay/Deductions/Benefits Setup (G7742), choose DBA Setup
Whenever you set up a benefit you must identify it as one of the following:
Caution:
Do not change taxable status for any DBA in the middle of the year. Previously calculated taxable amounts and taxes do not automatically change as the taxable status changes. You must enter an end date to the current DBA and create a new DBA with the new taxable status. If necessary, add the new DBA to your group plan and employee level DBAs with an appropriate start date.Additionally, you can identify any DBA as exempt from one or more taxes even though it might be taxable for other tax types.
To set up tax status for a DBA
On DBA Setup
Complete the steps for setting up a simple DBA.
If you are entering a benefit, complete the following field to identify the tax status:
Effect on Check
If you want the DBA to be exempt from one or more taxes, choose the Exempt function.
On Tax Exempt Window, enter one or more taxes in the following field:
Tax Type
Field | Explanation |
---|---|
Effect on Check | This field is used to indicate the effect a benefit has on gross and net income. Valid codes are:
1 – Non-cash benefit that is non-taxable. The benefit will not have an effect on gross or net income (journal entry only). 2 – Cash benefit that is taxable. The benefit will be added to both gross and net income. 3 – Non-cash benefit that is taxable. The benefit will be added to gross income and has no effect on net income. (No effect on net income other than the tax withheld.) 4 – Cash benefit that is non-taxable. There is no effect on gross income and the benefit will be added to net income. |
Non-Taxable Authority Types 01 | You can specify up to 15 tax types for which the respective payroll tax is not to be computed for a pay, deduction, or benefit code.
If you enter an asterisk (*) in the first element of this list, no taxes are computed. Form-specific information During payroll processing, both methods of coding result in the DBA being exempt from taxes of the specified type. For example, with either F or *F, the system exempts the DBA amount from income taxation in all states. W-2 processing differs depending on the presence or absence of an asterisk. If you need to add back wages to specific states at year-end, you need to specify F in this field when setting up DBA or Pay types. For single-character state and local tax types that are to be added back during W-2 processing, specify the tax areas on the State/Local W-2 additions window. |
From Canadian Payroll Master (G77), enter 29
From Payroll Setup (G774), choose Pay/Deductions/Benefits
From Pay/Deductions/Benefits Setup (G7742), choose DBA Setup
When you set up tax exempt or pre-tax deductions other than RRSP deductions, you can enter the tax types that are exempt.
Caution:
Do not change taxable status for any DBA in the middle of the year. Previously calculated taxable amounts and taxes do not automatically change as the taxable status changes. You must enter an end date to the current DBA and create a new DBA with the new taxable status. If necessary, add the new DBA to your group plan and employee level DBAs with an appropriate start date.To set up a tax-deferred compensation deduction
On DBA Setup
Complete the steps for setting up a simple deduction.
Choose the Additional Information function.
On DBA Additional Information to indicate that this is a tax-deferred deduction, enter the appropriate value in the following field:
401k/125/RPP/Union
Review the values supplied by the system for the following fields and press Enter:
Include in Union Plan
Declining Balance
Number of Periods
Calculate for All Employees
On DBA Setup, if limits are applicable, such as for an RRSP deduction, choose the Limits function.
On DBA Limit Window, complete any of the following optional fields:
DBA for Prior Limit
Group Limit Code
Limit Method
Calendar Month Method
Fiscal Anniversary Beginning Date
Pay Period Limit
Monthly Limit
Quarterly Limit
Annual Limit (Level 1)
Annual Limit (Level 2)
Pay Period Percent - Minimum
Pay Period Percent - Maximum
Minimum Hours/Pieces
Maximum Hours/Pieces
Field | Explanation |
---|---|
401k/125/RPP/Union | |
Flex Spend Acct Type | Defines which type of spending account is being used. An example of a spending account type setup might be:
MED – Medical expenses spending account (where the annual amount is accrued on Jan 1 or year begin). DCR – Dependent care expenses (where accrual of available funds is on a pay period by pay period basis). Form-specific information Set up a DBA and a pay type for each type of flexible spending account. Enter the same code in this field that you enter on Pay Type Setup. |
415 Testing Code | This code is used to indicate whether a particular accrual is used to track the eligible earnings or deferrals necessary for Benefit Nondiscrimination Testing. |
Number of Periods (Y,N) | When you set up a DBA that is not a wage attachment deduction, use this field to indicate whether you want the system to read the Number of Periods field to determine if this DBA should be included in the payroll cycle. If you enter a Y, number of periods must be entered or the system considers the DBA to be inactive.
When you set up a wage attachment DBA, leave this field blank. Use the Employee Wage Attachment Entry screento enter the number of periods for which the deduction should be taken. Valid codes are: Y – Yes, read the Number of Periods field and continue this DBA only until the amount due is zero. N – No, do not read the Number of Periods field for this DBA. ( ) – Blank, do not read the Number of Periods field for this DBA. |
DBA for Prior Limit | A code that identifies another DBA whose limit must be met first before this DBA calculates. For example; deduction 1400 has an annual limit of $2,000.00. After this limit is met, deduction 1500 begins calculation and withholding.
The DBA number of the predecessor must be lower than the successor's number. |
Group Limit Code | A user defined code 07/GR that groups together DBAs that share common limitations. Use this field to group together wage assignments for the split of available wages. |
Limit Method | Indicates which history file the system uses for DBA limits. Valid values are:
Blank This is the default. The system applies monthly, quarterly and annual limits to calendar month history. The system stores fiscal and anniversary history by pay period ending date. 1 – The system applies monthly, quarterly and annual limits to payroll month history. Use this method for retirement plans, such as RRSP. The system stores fiscal and anniversary history by cheque date. 2 – The system applies monthly and quarterly limits to calendar month history. It applies annual limits to fiscal and anniversary history. It stores fiscal and anniversary history by pay period ending date. 3 – The system applies monthly and quarterly limits to payroll month history. It applies annual limits to fiscal and anniversary history. The system stores fiscal and anniversary history by cheque date. |
Calendar Mnth Method | This method determines how the system stores transition months for calendar month history. Transition months occur when the pay period crosses into another month. Valid codes are:
Blank This is the default. If timecards exist for both months, the system prorates DBAs to the pay period ending date and the last day of the previous month. 1 – The system allocates DBAs to the pay period ending date. |
Fiscal/Annv Bgn Date | A user defined code (07/AF) that specifies when the rollover year begins. If blank, the system rolls the accrual over at the end of the standard calendar year (December 31, XXXX).
To specify a fiscal year, enter the user defined code FISC. The system will use the fiscal year setup for the employee's home company. To specify an anniversary year, enter any of the other codes in the user defined code table. For instance, if you want the rollover year to begin on the employee's date of birth, use code DOB. |
Pay Period | The maximum amount that can be withheld or accrued in a pay period. For a deduction or a benefit, this amount is expressed in dollars. For an accrual, this amount is expressed as a limit on hours. |
Monthly | The maximum amount that can be withheld or accrued in a month. For a deduction or a benefit, this amount is expressed in dollars. For an accrual, this amount is expressed as a limit on hours. |
Quarterly | The maximum amount that can be withheld or accrued in a quarter. For a deduction or benefit, this amount is expressed in dollars. For an accrual, this amount is expressed as a limit on hours. |
Annual (Level 1) | The maximum amount to be withheld or accrued in a year. For a deduction or a benefit, this amount is expressed in dollars. For an accrual, this amount is expressed as a limit on hours.
Note: For the Payroll system, this field can represent either an initial annual limitation or a final limitation in a year:
|
Annual (Level 2) | The maximum amount to be withheld or accrued in a year for a DBA. For a deduction or a benefit, this amount is expressed in dollars. For an accrual, this amount is expressed as a limit on hours.
Note: This field represents the second level annual limitation. It is used when there is an initial limitation, and a corresponding rate, which is followed up by a new rate and final limitation. This field can not be used independently. There must always be a value in the Annual (Level 1) field. |
Pay Period % Min | The minimum percentage amount that can be specified for the DBA. The amount of the transaction can never be less than this minimum. |
Pay Period % Max | The maximum percentage of pay that the calculated deduction or benefit amount may not exceed. This percentage works in conjunction with the dollar limits of the deduction or benefit, so whichever limit is reached first stops the calculation. For accrual transactions, this field represents an hour's limit. |
Minimum Hours/Pcs | The minimum number of hours worked or pieces produced in order for a DBA to be calculated. If the number of hours worked or pieces produced is less than this amount, the system assumes zero hours when it calculates the DBA. The system uses this field only if the source of calculation or arrearage method is H or I. |
Maximum Hours/Pcs | The maximum number of hours worked or pieces produced that a DBA can be based on. If the actual hours worked or the pieces produced are greater than the specified maximum, the system bases the calculation on the maximum. |
Topic | Description |
---|---|
DBA Limit override fields | You can override the following fields on DBA Limit Window at the various levels of assignment:
Group:
Employee:
Time Entry: (none) |
From Canadian Payroll Master (G77), enter 29
From Payroll Setup (G774), choose Pay/Deductions/Benefits
From Pay/Deductions/Benefits Setup (G7742), choose DBA Setup
You set up category codes for DBAs as a way to group together DBAs for reporting purposes. You can use category codes one through ten for these purposes.
To set up category codes for DBAs
On DBA Setup
Complete the applicable steps for setting up a simple DBA.
On Category Codes Setup, complete the following field:
Category (Cat)
Field | Explanation |
---|---|
Cat | This is a Payroll system category code for Deductions, Benefits and Accruals. You may define the use and description of this code to fit the needs of your organization. |
From Canadian Payroll Master (G77), enter 29
From Payroll Setup (G774), choose Pay/Deductions/Benefits
From Pay/Deductions/Benefits Setup (G7742), choose DBA Setup
You set up a DBA based on another DBA to use a value that has already been calculated (from the based-on DBA) to calculate the DBA you are setting up. For example, you set up an RRSP employer match benefit based on an RRSP deduction that has already been set up to deduct a certain amount from an employee's pay.
If you set up a DBA based on another DBA, both DBAs must be associated, though not necessarily assigned at the same level. For example, if you set up an RRSP plan DBA code containing deduction percentages at the employee level, you must indicate that the DBA is associated with a union or group plan when you are entering additional information. This allows you to set up a DBA code and assign company matching funds for an RRSP plan at the union or group level. When you indicate the union or group plan association in the DBA specifications, the system recognizes that both DBA codes are associated at the union or group level.
If DBAs are based on other DBAs, you must assign numbers to those transactions accordingly. The system calculates DBAs in numeric order, from low to high. For example, if your company matching RRSP benefit is based on the employee deduction, the DBA code for the employee RRSP deduction must be the lower number of the two so that the system calculates it before calculating the matching DBA.
To set up a DBA based on another DBA
On DBA Setup
Complete the steps for setting up a simple DBA.
Use the Add action.
On Basis of Calculations, complete the following fields with the DBA code that the DBA is based on:
From DBA Type
Thru DBA Type
If the DBA entered for the basis of calculation is assigned at the group level and the new DBA is assigned at the employee level, choose the Additional Information function.
On Additional Information, enter Y in the following field:
Include in Union Plan
From Canadian Payroll Master (G77), enter 29
From Payroll Setup (G774), choose Pay/Deductions/Benefits
From Pay/Deductions/Benefits Setup (G7742), choose DBA Setup
To verify that you have set up your DBA correctly, you can assign it to an employee and process an interim payment for that employee. The interim payment detail displays the DBA amount and also the basis of calculation. For example, if a deduction is a percentage of an employee's gross pay, the basis of calculation is the gross amount.
On DBA Setup
Follow the steps for setting up a simple deduction, benefit, or accrual.
On DBA Instructions, assign the DBA to an employee.
See Section 35.1, "Setting Up Deductions, Benefits, and Accruals".See Section 35.2, "Setting Up Simple DBAs"
Enter an interim cheque for that employee using the cheque detail to verify the DBA calculations
See Entering Interim Checks in JD Edwards World Canadian Payroll I Guide.
Delete the interim cheque and associated DBAs and timecards.
To set up more complex DBAs you might include:
Table methods
Calculation tables
Related PDBAs
Rollover information
Complete the following tasks:
Set up a vacation accrual
Set up a deduction DBA to adjust negative pay
Set up a deduction DBA for overpayment
Set up a DBA to calculate if no gross pay
Set up an accrual DBA for accumulated wages
You can set up many different types of DBAs. The examples do not encompass every possible scenario, but represent more complex DBAs that you might set up for your company.
See Also:
Section 44.1, "Setting Up Calculation Table Information"for information about how to set up DBAs that require a table for calculation
Appendix C, "DBA Table Methods" for a list of the available table methods, and calculation processes used in calculation tables
From Canadian Payroll Master (G77), enter 29
From Payroll Setup (G774), choose Pay/Deductions/Benefits
From Pay/Deductions/Benefits Setup (G77442), choose DBA Setup
Many companies allow employees to carry unused vacation time into another year. You need to set up such a DBA as an accrual. An accrual DBA for vacation time is usually related to a vacation pay type. You must define this relationship as a rollover. In addition to each PDBA's individual balance, the system will then combine the two PDBAs for a calculated remaining balance.
Additionally, many companies provide vacation time and pay based on length of service or other variables. You must use a table method to calculate this type of DBA.
Set up the pay type for vacation pay. See Section 42.2, "Setting Up Pay Types"
On DBA Setup
Enter A in the following field:
DBA Type
Complete the following fields:
Method of Calculation
Table Code
Complete the steps for setting up a simple DBA.
Choose the Rollover function.
On Rollover Setup Window, complete the following fields:
Benefit/Accrual Type
Rollover Table
ITD Limit
Fiscal/Anniversary Date
PDBA Code
Field | Explanation |
---|---|
Table Code | The table used if the calculation requires table values. |
Bnft/Accrl Type | A user defined code (07/SV) that specifies whether the benefit or accrual type is sick, vacation, holiday, leave, or other. The system uses this code to print taken and available amounts for all types of accruals on all net pay documents and the payroll register. |
Rollover Table | This is the identification number of the rollover table that the system uses to limit the amount rolled over for an accrual.
For example, you can base the limit on an employee's months of service. You can set up the table so that an employee with 0 thru 12 months can roll over up to 40 hours at year end and an employee with 13 thru 999 can roll over up to 80 hours. |
ITD Limit | The maximum amount of dollars or hours that an accrual can have at any one time.
For example, your company might have a vacation policy that allows an employee to rollover 40 hours each year but the accrued balance cannot exceed a total of 300 hours at any one time. The system calculates both the payroll cycle and year end rollover up to the limit, taking into account the amounts that have been used. Note: If the system rolls over the accrual at the end of a standard year, it applies the limit against payroll month history. If it rolls the accrual over at the end of a fiscal or anniversary year, it applies the limit against fiscal and anniversary history. Companies with fiscal anniversary accruals can have multiple inception-to-date (ITD) limits associated with a single accrual. Additionally, pay period taken amounts are included in ITD accrual calculations. The accrual will stop calculating if the employee is at or above the ITD limit. If vacation time is taken during the payroll to reduce the employee's current vacation amount below the ITD limit, the accrual calculates again up to the ITD limit. These limits override the ITD limit in the F19 (Previous) screen of the accrual. |
Fiscal/Anniv. Dt | A user defined code (07/AF) that specifies when the rollover year begins. If blank, the system rolls the accrual over at the end of the standard calendar year (December 31, XXXX).
To specify a fiscal year, enter the user defined code FISC. The system will use the fiscal year setup for the employee's home company. To specify an anniversary year, enter any of the other codes in the user defined code table. For instance, if you want the rollover year to begin on the employee's date of birth, use code DOB. |
See Also:
From Canadian Payroll Master (G77), enter 29
From Payroll Setup (G774), choose Pay/Deductions/Benefits
From Pay/Deductions/Benefits Setup (G77442), choose DBA Setup
If an employee's gross pay does not cover the amounts to be deducted, the system adjusts deduction amounts to increase the net pay to .00. The system does not allow negative net pay situations. You can set up deductions to control this adjustment process. Depending on the deduction's arrearage rule, one of the following occurs:
The system adjusts the deduction either partially or for the full amount
The system puts the adjusted amount in arrears and makes the adjustment the next time the employee is paid
The system adjusts negative pay in different ways depending on the arrearage method you use:
Method | Description |
---|---|
P, Blank, F | When all or some part of the deduction cannot be taken and you have set up the DBA with one of these arrearage methods, the system:
Amounts not taken are listed on the Deductions Not Taken report which the system generates during pre-payroll processing. |
Q, R, G, H | When all or some part of the deduction cannot be taken and you have set up the DBA with one of these arrearage methods, the system:
The system lists the amount not taken on the Deduction Arrearage report which it generates during pre-payroll processing. |
If the entire amount of the deduction cannot be taken when you run your payroll cycle, the adjusted amount is listed on the Deductions Not Taken report, which prints during the pre-payroll processing step of the payroll cycle. If the deduction is set up to arrear, the adjusted amount prints on the Deduction Arrearage report, which prints during the pre-payroll processing step of the payroll cycle.
The When to Adjust Deductions field and the Order to Adjust Deductions field allow you to determine the sequence the system uses to deduct the DBAs:
Figure 35-8 Example: Fields to Set for Adjusting Timing and Ordering of Deductions
The system adjusts the DBAs in the following order if the When to Adjust Deductions field is 0 (default) and the Order to Adjust Deductions is blank:
Figure 35-9 Example: When to Adjust Deductions = 0 and Order to Adjust Deductions = blank
In this example, you want the RRSP adjusted (not deducted) before the Advance, Union dues, and Health. Therefore, assign RRSP a value of 0 in the When to Adjust Deductions field. Assign Advance, Union dues, and Health a value of 1.
The following illustrates the sequence of adjustments the system will use to bring the payment balance to .00:
Company policy might be to deduct the advance from the employee's pay before taxes are deducted. The government will make up any tax inequity with this employee at year end, but the company may not be able to retrieve the advance amount if the company no longer employs the individual. Enter 2 in the When to Adjust Deductions field for the Advance. The sequence of adjustments is as follows:
Figure 35-10 Example: Payroll Calculations to Adjust Negative Pay
This example illustrates how the codes in the When To Adjust and Order to Adjust fields would work for one employee. When you set up your DBAs you must consider how these codes impact all employees using these deductions.
To set up a deduction DBA to adjust negative pay
On DBA Setup
Enter a D in the following field:
DBA Type
Complete the following fields:
Arrearage Method
When to Adjust Deductions
Order to Adjust Deductions
Complete the steps for setting up a simple DBA.
Field | Explanation |
---|---|
Arrearage Method | A code indicating how to adjust deductions when the employee is in a negative pay situation. Valid codes are:
P – Do a partial or full deduction as needed. This is the default. F – Do a full reduction or none at all. N – Do not reduce. Q – Same as code P. Place the amount in arrears, but do not apply the limits when collecting the arrearage. R – Same as code P. Place the amount in arrears and apply the limits when collecting the arrearage. G – Same as code F. Place the amount in arrears, but do not apply the limits when collecting the arrearage. H – Same as code F. Place the amount in arrears and apply the limits when collecting the arrearage. |
DBA Time Table | A code that indicates when to adjust (back out) deductions. Valid values are:
0 – Adjust deductions marked with 0 before payroll taxes. 1 – Adjust deductions marked with 0, then those marked with 1 before payroll taxes. 2 – Adjust payroll taxes before the deductions marked with 2. |
Order to Adjust Ded | If an employee's gross pay does not cover deductions, a code in this field tells the system in what order it should satisfy deductions. Valid codes are 0001 through 9999. The system starts with the highest code. For example, 9999 is deducted before 0001. |
Topic | Description |
---|---|
Minimum net pay | The process to adjust negative pay is also used for an employee whose net pay falls below the minimum net pay. You can specify a minimum net pay amount in pre-payroll parameters.
See Processing Pre-Payroll in JD Edwards World Canadian Payroll I Guide. |
Journal entries for adjusted and arreared amounts | The system does not create journal entries for adjusted and arreared amounts until the deduction is actually withheld. The system posts only the actual amounts deducted as journal entries. |
Numbering DBAs for prioritizing adjustments | When net pay goes below zero or minimum pay, the system adjusts deductions in a high to low order, from DBA code 9999 to DBA code 1000. For example, DBA #8611 would be adjusted before #5322. You can override the order by using the When to Adjust Deductions and Order to Adjust Deductions fields.
These two fields allow you to control how the deductions are adjusted. You can group deductions into three groups, so that one group is adjusted before the other two. You can also assign priority numbers within each group. |
Reviewing and revising arreared amounts | Arreared amounts are stored in the PDBAs by Payroll Month history table. |
Revising processed timecards for negative time | After a timecard has been processed and is in payroll history, you can process only negative time through the payroll cycle for employees with any Record Type. The system calculates associated DBAs and creates all reversing journal entries, so that you do not have to enter any manual journal entries. |
From Canadian Payroll Master (G77), enter 29
From Payroll Setup (G774), choose Pay/Deductions/Benefits
From Pay/Deductions/Benefits Setup (G77442), choose DBA Setup
The system cannot write a payment for a negative amount. Therefore, when an employee's net pay drops below zero and stays below zero even after all adjustments have been made the system creates an overpayment. The overpayment amount is the amount needed to bring net pay back to zero. The system treats this amount like an advance to the employee and subtracts the amount from the employee's future pay until the overpayment is repaid.
The system uses a DBA to collect the overpayment. Whenever the system creates an overpayment for an employee, it assigns the DBA to the employee's DBA instructions and displays the amount on the payroll register. JD Edwards World ships the Payroll system with DBA 9997 as the DBA for overpayments. You can set up a different DBA number for overpayments if you want to use 9997 for other purposes.
Verify that DBA 9997 (or the DBA you want to use for overpayments) is defined as the default value in #PBY in the data dictionary
Assign an account number for DBA 9997 (or the DBA you want to use for overpayments) in the credit liabilities table in your AAIs to avoid accounting errors
To set up a deduction DBA for overpayment
On DBA Setup
Enter 9997 in the following field:
DBA Code
Enter a D in the following field:
DBA Type
Enter Overpayment in the following field:
Pay stub Text
Complete the steps for setting up an advanced DBA.
See Also:
Correct Errors in Pre-Payroll Processing in JD Edwards World Canadian Payroll I Guide for information about adjusting deductions for tax recalculation
From Canadian Payroll Master (G77), enter 29
From Payroll Setup (G774), choose Pay/Deductions/Benefits
From Pay/Deductions/Benefits Setup (G77442), choose DBA Setup
You can set up a DBA to calculate even if there is no gross pay, for example, to calculate a benefit when an employee is on a leave of absence.
You might also set up a deduction to calculate and place the amount in arrears to be withheld the next payroll cycle. The deduction is included on the Deduction Arrearage report during pre-payroll processing.
To set up a DBA to calculate if no gross pay
On DBA Setup
Enter either a D or a B in the following field:
DBA Type
Enter Y in the following field:
Calculate If No Gross
Enter A in the following field:
Method of Calculation
For a deduction, enter one of the arrearage values in the following field:
Arrearage Method
Complete the steps for setting up a simple DBA.
Field | Explanation |
---|---|
Calculate If No Gross (Y,N) | This code is used to determine whether a DBA will be calculated when there is no gross pay. Valid codes are:
Y – This deduction is calculated when there is no gross pay. N – This deduction is not calculated when there is no gross pay. Note: Even if the employee has no gross pay, payroll processing always calculates the DBA if:
The system puts the amount in arrears, if specified, and either creates an overpayment for a deduction or calculates it if it is a benefit or accrual. |
See Also:
From Canadian Payroll Master (G77), enter 29
From Payroll Setup (G774), choose Pay/Deductions/Benefits
From Pay/Deductions/Benefits Setup (G77442), choose DBA Setup
Some organizations have employees who work for a specific number of contract days, but prefer to receive payment over a different length of time. For example, many school systems contract instructional staff for 10 months with the option to be paid over 12 months.
If your employees can accumulate wages the system allows you to:
Pay employees over a longer time period than what they actually worked
Correctly accrue and expense the wages
Calculate wages due when you hire or transfer an employee after a contract period has begun
Calculate wages due when you terminate an employee who works on a contract calendar
To provide for this type of employee payment, the system accumulates the earnings. Later, the system can create the payment for the correctly accumulated earnings and the associated journal entries.
You must set up an accrual DBA to accumulate wages. The system uses this DBA to accumulate the wages during pre-payroll. To relieve the accumulated wages and pay the employee, you can generate the timecards either during final update or from a menu selection separate from usual payroll processing.
If an employee wants to accumulate wages, you must assign a contract calendar to the employee. You must also assign one accrual DBA to accumulate wages.
Based on the contract calendar and the employees annual salary, the system uses the following calculations:
Contract salary / total # of days in contract = daily rate of pay (DROP)
DROP x contract calendar days in the pay period = the actual amount paid in the pay period
The following examples illustrate the accumulation of wages earned in a 10 month contract that are paid over 12 months. The employee earns $12,000 for the contract. To simplify the illustration, taxes are not included in the examples.
In this example, the employee works for an organization that uses accrual basis accounting. The wages are expensed at the time they are earned. The system passes the amount of the DBA for accumulated wages to the general ledger as a burden expense. The offsetting credit is a liability.
The system enters the $200.00 liability for account 7.4206 in the Payroll Accrual Distribution History table (F0628). When the contract ends, the system continues to generate payments for the amount of accumulated wages stored in the history table for the specified number of pay periods. In this example, after 10 months, the employee has $2000.00 accumulated. The system divides this amount between the monthly pay periods in months 11 and 12. The employee receives a payment up to the pay period amount for these two months.
Figure 35-11 Accrual Basis Accounting Example in the Payroll Accrual Distribution History table
This example assumes that a contract calendar begins on the first day of the first month and ends on the last day of the tenth month. Frequently, a contract calendar covers only some of the days in month, for example month 10 might end on the 15th. In such a situation, the employee's wages for that month would include regular pay for the days covered under the contract and the remainder of the payment would include accumulated wages.
In this example, the employee works for an organization that uses cash basis accounting. The wages are expensed at the time they are paid. The system does not pass the amount of the DBA for accumulated wages to the general ledger.
The system enters the accumulated wages in the Payroll Accrual Distribution History table (F0628) with the associated expense account that would have been used if it had passed to the general ledger. When the contract ends, the system continues the payment and expense distribution for the specified number of pay periods. In this example, after 10 months, the employee has $2000.00 accumulated. The system divides this amount between the monthly pay periods in months 11 and 12. The employee receives a payment up to the pay period amount for these two months.
Figure 35-12 Cash Basis Accounting Example in the Payroll Accrual Distribution History Table
The account number used for salary expense in months 11 and 12 in this example is the same as the account number used for salary expense in months 1 through 10. You can use a different account number for the salary expense for accumulated wages than you use for regular wages.
This example assumes that a contract calendar begins on the first day of the first month and ends on the last day of the tenth month. Frequently, a contract calendar covers only some of the days in month, for example month 10 might end on the 15th. In such a situation, the employee's wages for that month would include regular pay for the days covered under the contract and the remainder of the payment would include accumulated wages.
Set up the contract calendars. See Section 40.1, "Setting Up Contract Calendar Information"
Attach a calendar to all employees who are assigned this DBA. See Attaching a Contract Calendar in JD Edwards World Canadian Payroll I Guide.
Verify that pay type 996 is set up as the default pay type to accumulate wages. If you want to use pay type 996 for a different purpose, set up the pay type you will use to accumulate wages. Section 42.2, "Setting Up Pay Types".
Verify that pay type 996 (or the pay type you want to use to accumulate wages) is defined as the default pay type in item #RAW in the data dictionary.
To set up an accrual DBA for accumulated wages
On DBA Setup
Enter A in the following field:
DBA Type
Enter B in the following field:
Method of Calculation
If your organization uses accrual basis accounting, enter N in the following field:
Effect on G/L
If your organization uses cash basis accounting, enter M in the following field:
Effect on G/L
Enter Y or N in the following field:
Pay Period to Calculate 5
Complete the steps for setting up a simple accrual.
On Basis of Calculation, exclude pay type 996, pay type 997 (to dock pay for excessive leave), and your pay type for bonus pay.
From Canadian Payroll Master (G77), enter Employee Information
From Canadian Employee Information (G7711), choose Additional EE Data & Reports
From Additional EE Data & Reports (G77111), choose Spousal Life Insurance Setup
When a spousal dependent or beneficiary is set up in the system, you must link them to an eligible employee. Once dependents or beneficiaries are linked to an eligible employee, they can participate in the plans in which the employee enrolls. See Linking Dependents and Beneficiaries to an Employee (P08336) in the JD Edwards World Human Resources - Benefits Guide.
You can set up DBAs to calculate the premium amounts for spousal life insurance based upon the age of the spouse and the amount of life insurance coverage selected.
Note:
The Spousal Life Insurance DBA calculates for the employees who have it assigned and in the payroll cycles in which those employees are included, based on the DBA's Pay Periods to Calculate. Such DBAs do not impact pre-payroll DBA calculation programs in any unusual way.See Also:
Consult with your Human Resources/Benefits users before adding or revising information in the Dependent/Beneficiary Entry (P08901) or Dependents/Beneficiaries by EE (P08336) programs.
Set up or identify the spouse's Date of Birth, Age, and Life Insurance Coverage amount on the Dependent/Beneficiary Entry (P08901) screen. See Work with Dependents and Beneficiaries (P08901) in JD Edwards World Human Resources - Benefits Guide.
Set up or identify the Table Method code to use based on the spouse's age (lower/upper range), tobacco or non-tobacco status, and the elected amount of coverage. See Chapter 44, "Set Up Calculation Table Information" and Appendix C, "DBA Table Methods"
Set up or identify a Method of Calculation that uses a Table Method based on the spouse's age. See Chapter 44, "Set Up Calculation Table Information"
Prior to the first payroll of the year, run the WorldWriter (Q083/ZJDE0002) to update the spouse's age based on the spouse's Date of Birth.
To set up a DBA for spousal life insurance
From Canadian Payroll Master (G77), enter 29
From Payroll Setup (G774), choose Pay/Deductions/Benefits From Pay/Deductions/Benefits Setup (G7742), choose DBA Setup
On DBA Setup
Enter D in the following field:
DBA Type
Enter 3, 9, or Z in the following field, as appropriate:
Method of Calculation
If your organization uses accrual basis accounting, enter N in the following field:
Effect on G/L
If your organization uses cash basis accounting, enter M in the following field:
Effect on G/L
Enter Y or N in the following field:
Pay Period to Calculate 5
Complete the steps for setting up a deduction.
On Basis of Calculation, exclude pay type 996, pay type 997 (to dock pay for excessive leave), and your pay type for bonus pay.
From Canadian Payroll Master (G77), enter 29
From Payroll Setup (G774), choose Pay/Deductions/Benefits
From Pay/Deductions/Benefits Setup (G7742), choose DBA Codes
After you have set up all of your DBAs, you can review a detailed listing of them in order by DBA code.
Figure 35-13 Deduction, Benefit, and Accrual report
See Also:
From Canadian Payroll Master (G77), enter 29
From Payroll Setup (G774), choose Pay/Deductions/Benefits
From Pay/Deductions/Benefits Setup (G77442), choose Basis of Calculation Report
The Basis of Calculations report prints a list of basis of calculations tables to review. Review this report to verify the accuracy of your entries.
Figure 35-14 Basis of Calculations report
See Also:
Section 45.5, "Reviewing the Group Plans Report"for a sample of a group plan DBA report