Working with Payee Data

This chapter provides overviews of payee data and data retrieval from PeopleSoft HR, and discusses how to:

• Assign an absence system and pay group to a payee.

• View payee data.

• Update payee data.

• Share schedule data.

Understanding Payee Data

Absence Management uses payee data that is defined in HR, including job and personal data, and schedules.

Absence Management recognizes the following payee types:

• Employees

• Contingent workers

Absence Management can track absence information for these payee types.

When you add a payee into HR through the Job Data component, you indicate that Absence Management is the absence system for the payee and then you 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 Absence Management, you can retrieve payee-specific data from HR during processing.

Several areas of HR 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 HR.

Note. Absence Management provides payee-level security that restricts the payees that a user can view.

See Also

Payee Security

Understanding Data Retrieval from HR

This section discusses how data in HR is retrieved and used in Absence Management using these elements:

• Database system elements

• Arrays

• Rate codes

• Frequency

• Triggers

Database System Elements

Database system elements contain payee-related data that is retrieved from HR and commonly used in absence 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 HR tables populate database system elements:

• PERSON.

• PERS_DATA_EFFDT (personal data effective date).

• PER_ORG_ASGN_VW.

• JOB (including fields from country-specific sub records).

• PER_ORG_ASGN (person organizational assignment).

• PER_ORG_INST (person organizational instance).

• ADDRESSES.

• CONTRACT_DATA.

• WKF_CNT_TYPE (workforce contract type).

See Working with System Elements.

Arrays

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 HR for further processing in Absence Management.

See Defining Array Elements.

Rate Codes

You use rate codes to retrieve multiple components of pay data from HR and bring into Absence Management. The system calculates the values in Absence Management, rather than transferring the data directly from HR, so that currency conversions can be calculated for every absence run. In Absence Management, you define a rate code element and link it to the corresponding rate code defined in a HR table.

See Defining Rate Code Elements.

Frequency

HR has an effective-dated Frequency table, where you enter the annualization factor for each frequency. Defining the annualization factor is important for absence processing in Absence Management.

Absence Management accesses the same Frequency table as HR and uses it throughout Absence Management for annualization and deannualization. When you set up a frequency in HR, 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 HR and Absence Management:

• (Annualized Amount) = (Amount) × (Frequency Factor).

• (Deannualized Amount) = (Annualized Amount) / (Frequency Factor).

Important! If you change the effective status, frequency type, or annualization factor of an existing frequency on the Frequency Table page in HR, 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 absence elements in Absence Management, the system obtains the frequency factor from HR. The system annualizes the absence element, according to the specified frequency factor, and denationalize the absence 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 absence value according to the specified frequency factor, but denationalize it according to the generation control frequency.

In Absence Management, frequency is used with:

• Element definition.

• Generation control.

• Calendar periods (when defining the frequency that’s being processed).

• Rate code elements.

• System elements.

See Earnings and Deductions.

See Setting Up and Working with Frequencies.

Triggers

You can create triggers in Absence Management to detect changes made to data in HR. This enables Absence Management to identify payees automatically who need to be recalculated during an absence run. You can set up retro, segmentation, or iterative triggers. For example, you might want to create a retro trigger that detects changes to job data, thus telling the system that retroactivity should occur for this event.

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

With Absence Management, 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.

See Setting Up Mass Triggers.

Assigning an Absence System and Pay Group to a Payee

This section provides an overview of absence assignment in HR and discusses how to assign pay groups and override pay group defaults.

Understanding Absence System Assignment in HR

You use the Installation Table - Products page in HR to indicate that Absence Management is installed.

There are two actions for which you can select an absence system for a payee:

• Hire

• Rehire

During the hire or rehire process you select an absence system for a payee on the Job Data - Payroll page. This becomes part of the payee’s Job record.

For example, suppose that you initially implemented HR, but used a third-party absence management system. On January 1, 2005, your organization decided to convert to Absence Management. You insert a new effective-dated row into the Job record with Absence Management selected in the Absence System list box. The payee's absence data will be calculated in Absence Management for absence periods that are in effect as of January 1, 2005.

See Setting Up and Installing PeopleSoft HCM.

See Increasing the Workforce.

Points to Remember

Here are some points to remember about assigning Absence Management as the absence system:

• In order for a payee to be processed in Absence Management, the payee must have a Job record, because information about the Absence System flag and the pay group are stored on the payee's Job record. This applies to all types of payees - employees and contingent workers.

• Absence Management processes only the payees for whom the Absence System indicator is set to Absence Management for the period of time that the payees are associated with that absence system.

• Absence Management does not prevent you from changing the Absence System indicator from Absence Management to another absence system going forward.

• Absence Management does not prevent you from changing the Absence System indicator from Absence Management to another absence system retroactively.

  Note. It is recommended that you create retro and period segmentation triggers for the Absence System change.

• Absence Management does not support the Payroll System of Other.

• Absence Management will automatically default as the Absence System when Global Payroll is selected as the Payroll System.

• Absence Management may be used as a stand alone application and must have a Payroll System of Global Payroll.

• There is no integration between absence systems.

  For example, if your organization switches from Absence Management to another absence management system, PeopleSoft does not automatically transfer the balances and the data. You must transfer that information yourself.

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 Absence Management and at the work group level for PeopleSoft Time and Labor. This occurs regardless of whether or not the payee's absences are tracked in Absence Management.

See Also

Segmentation Trigger Table

Assigning Schedules to a Group

Selecting PeopleSoft Applications for Your Installation

Page Used to Assign an Absence System and Pay Group to a Payee

Viewing Job Data - Payroll

Access the Job Data - Payroll page (Workforce Administration, Job Information, Job Data, Payroll).

Assigning Pay Groups and Overriding Pay Group Defaults

For each payee whose absences you will track in Absence Management, you must do the following:

1. Select Absence Management on the Installation Table - Products page.

2. Assign the payee to a pay group on the Job Data - Payroll page in HR.

The pay group assignment determines the default values for the payee’s eligibility group. You can override these values for an individual payee on the Job Data - Payroll page.

Note. As part of the general setup for Absence Management, 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 absence processing .

Note. The Job Data - Payroll page is discussed in HR documentation. The Pay Group Name page is discussed later in this PeopleBook.

See Increasing the Workforce.

See Defining the Organizational Structure.

Viewing Payee Data

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

Understanding Payee Data Pages in Absence Management

Absence Management 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

Page Used to View Job Information

Viewing Job Information

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

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

Note. The Eligibility Group field appears only if it is overridden at the payee level. The field is blank if the default value from the pay group is used.

See Also

Viewing Information About Current Exchange Rate Calculations

Setting Backward and Forward Retro Limits

Updating Payee Data

When you need to change job or personal data for a payee, add a new effective-dated row. Making changes to an existing row in Job Data or Personal Data can lead to data corruption. To correct this, change the Job row back to the way it was and insert a new row with a different effective date sequence.

Sharing Schedule Data

This section discusses how to:

• Share the holiday schedule with HR.

• Share schedule assignments with Time and Labor.

Sharing the Holiday Schedule with HR

Absence Management uses the holiday schedule that is created in HR. Holiday schedule information is stored on a payee’s Job record. Absence Management 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 absence processing.

If a holiday schedule is not defined for a payee at the job level in HR, Absence Management 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

Sharing Schedule Assignments with Time and Labor

Absence Management 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.

Absence Management handles batch processing for schedule assignments differently than Time and Labor. When processing in Absence Management, 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 Absence Management, 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:

• A payee’s default work schedule and alternate work schedule are not stored on the Job record.

  This information is stored on the PS_SCH_ASSIGN table that is shared by Time and Labor and Absence Management. When a payee is hired, the system creates a new row and applies the default work schedule to the payee.

• You can override a payee’s default work schedule and alternate work schedule information at the payee level on the Assign Work Schedule page (Primary Details tab and the Alternate Details tab).

See Also

Assigning Work Schedules

Defining the Organizational Structure