Managing Electronic Data Transfers

This section provides an overview of electronic data transfers and discusses how to:

• Process and submit electronic tax returns.

• Process and submit social insurance data.

• Generate disability reports.

• Process payroll statistical information.

• Manage certificates.

• Set up certificates.

• Process certificates.

Understanding Electronic Data Transfers

This section discusses:

• Tax statements.

• Social insurance.

• Disability reports.

• Payroll statistic reports.

• Certificates.

• Delivered elements.

Tax Statements (ELSTER)

The acronym ELSTER stands for Elektronische Steuererklaerung (electronic tax return). Using Global Payroll you can generate tax statements and submit them electronically.

The Global Payroll tax statement process generates tax documents for a specific group of employees at the end of a given pay period or tax year. Monthly tax statements are created for all employees who have left the company in a given pay period, displaying the year-to-date tax data for that employee. Year-end tax statements are created for all employees who are employed at the end of the year, describing their yearlong tax details. After tax statements for both monthly and yearly processes have been printed and finalized, that Tax Card field for the employee for that particular year closes.

Social Insurance

The social insurance contributions report summarizes all social insurance data relevant to employees. It displays the values that have been set for a specific organization. It is a legal requirement to submit the social insurance contribution list as a data file rather than in paper form. The data transfer is performed by encrypted email.

You will create a data file which will be stored in the Process Details log folder. You transfer the file to the location specified by a third-party product. The encryption software will encrypt the data file and transfer it as an attachment.

Disability Reports

Germany mandates that all employers, with an employee count greater than a particular threshold, hire a certain percentage of disabled employees or else pay an equalization amount. PeopleSoft provides you with a way to analyze your disabled employees, as well as describe those employees who are disabled. PeopleSoft is partnering with RehaDat, to create the final report, which will be delivered electronically to the unemployment office.

Global Payroll creates three csv files: DSB_FILE_LAYOUT_A_GER, DSB_FILE_LAYOUT_C_GE, and DSB_FILE_LAYOUT_D_GER. RehaDat Elan has defined the structure and layout of these data files. Using these files, RehaDat Elan creates the required reports to be submitted to the unemployment office.

Each file contains the Betriebsnummer which is stored on the SI Unit page and is linked to company location. In order for the process to work, you must set up data in the Company Location table and link it with an SI Unit. The SI Unit must be linked to a Betriebsnummer.

Each company has a Betriebsnummer assigned by the government. If the company has subsidiaries, there may be additional employer IDs, however there is always one main employer ID – Hauptbetriebsnummer.

Payroll Statistic Reports

The German eGovernment initiative requires the electronic transfer of data required for legislative reporting and other services to government offices. Global Payroll for Germany supports the generation and transmission of payroll statistical information (eStatistik) to the respective statistical bureaus in the XML format DatML/RAW, the standard format used to transfer statistical raw and metadata. Starting in tax year 2007, the German central statistical office is requiring these reports:

1. Quarterly Statistics Report

2. Salary Structure Analysis

Note. This report is a one time report for 2007 based on data from year 2006. Your company may have to provide this statistic report if it's requested by the statistic office.

The Quarterly Statistics Report provides:

• Information about employees for the reported quarter as summation of the three months.

• Salary and wage totals, listed by sex, employee type, and performance group of employee per company location.

  Note. Insignificantly employed workers who regularly earn less than 400 Euros per month are identified by SI code 109. Worked hours are calculated for all employees, not just for the blue collar employees. The system calculates hours for salaried employees by multiplying their standard hours by a factor of 4.345.

• Bonus pay, either special or irregular.

• Pay entity location, such as address, sector, and tariff number.

The Salary Structure Analysis Report provides this information:

• Employee and salary structure of the company.

• Detailed, anonymous information on the salary structure of all of the employee population (for larger companies, you must provide information for every sixth employee).

Global Payroll for Germany delivers two statistic transfer formats:

Certificates

The German government requires employers to provide to their employees various certificates on the occasion of certain business events, such as termination of employment, or when requested by them. The various government bodies predefine certificates and currently there are approximately 35 different employment related certificates in existence.

Global Payroll for Germany delivers a certificates framework to manage frequently changing certificate content and layout. With it additional certificates can be incrementally delivered and existing certificates easily updated. Global Payroll delivers these five predefined certificates:

Delivered Elements

The PeopleSoft system delivers a query that you can run to view the names of all delivered elements designed for Germany. Instructions for running the query are provided in the PeopleSoft Global Payroll PeopleBook.

See Also

Understanding How to View Delivered Elements

Processing and Submitting Electronic Tax Returns

This section discusses how to:

• Generate tax statements.

• Manage tax statement results.

• Generate eTIN numbers.

• View community codes.

The tax return process creates an XML file which is sent to the Ministry of Finance. Once the file is generated, the tax card is closed on individual records. The XML tax statement is generated and sent electronically to the Finanzamt with a saved confirmation of receipt.

Pages Used to Process and Submit Electronic Tax Returns

Generating Tax Statements

Access the Tax Statement page (Global Payroll & Absence Mgmt, Taxes, Tax Statement Report DEU, Tax Statement).

Report Parameters

Preliminary Runs

Official Runs

Population Selection

Select the population to be used for the file generation.

Sort Criteria

Enter sort criteria used for the print file (PDF) to distribute printed results to employees.

Contact Person

Enter information about the contact person for the tax statement.

Managing Tax Statement Results

Access the XML Results DEU page (Global Payroll & Absence Mgmt, Absence and Payroll Processing, Review Absence/Payroll Info, XML Results DEU, XML Results DEU).

See Viewing XML Results.

Generating eTIN Numbers

Access the Tax Card Data page (Global Payroll & Absence Mgmt, Payee Data, Taxes, Maintain Tax Data DEU, Tax Card Data).

eTIN Number

The system generates an Electronic Transmitter Identification number as a display only field.

After tax statements for both monthly and yearly processes have been printed and finalized, that Tax Card field for the employee for that particular year closes.

Viewing Community Codes

Access the Community Codes page (Set Up HRMS, Product Related, Global Payroll & Absence Mgmt, Taxes, Municipality Code DEU, Community Codes).

Processing and Submitting Social Insurance Data

This section discusses how to process and submit social insurance data.

Page Used to Process and Submit Social Insurance Data

Processing and Submitting Social Insurance Data

Access the SI Contributions Report DEU page (Global Payroll & Absence Mgmt, Social Security / Insurance, SI Contributions Report DEU, SI Contributions Report DEU).

Final Print	Select to produce a final data file available for transmission.
Reset File Number	Select to reset file number. Use this if you need to restart the file numbering due to requirements of the SI provider.

Contact Person

Enter information about the contact person for the report.

Generating Disability Reports

This section provides an overview of RehaDat elan output files and discusses how to:

• Set up apprentice data.

• Set up employee subcategories.

• Set up subcategories.

• Generate disability reports.

Understanding RehaDat Elan Output Files

The RehaDat Elan process requires the creation of three files: File a, File C, and File D. This section discusses the format of each file.

File A Format

File A contains a row for each Betriebsnummer (the main Social Insurance number) and a line for each additional Social Insurance Number. The name of this file appears as the Hauptsbetriebsnummer (Main Company location) followed by the letter "a".

This table lists the fields in File A with the corresponding source information:

File C Format

File C contains a row for each month of the year to be run, up to 12 rows maximum, regardless of how many rows were produced in File A. There are no fields to be mapped for this table; all fields are calculated. The name of this file appears as the Hauptsbetriebsnummer (Main Company location) followed by the letter c.

This table lists the fields in File C with the corresponding source information:

File D Format

File D contains a row for each disabled employee and their disability information. The name of this file appears as the Hauptsbetriebsnummer (Main Company location) followed by the letter "d."

Note. If a company has no disabled employees, the process will not generate a File D.

This table lists the fields in File D with the corresponding source information:

Pages Used to Generate Disability Reports

Setting Up Apprentice Data

For RehaDat Elan, File D requires the inclusion of apprentice data for the proper reporting of disability information. The apprentice data includes whether a disabled employee is an apprentice, and the start and end date of their apprenticeship.

Set up apprentice data on the Disability page when entering other employee disability information.

See Entering Additional Data in Human Resources Records.

Setting Up Employee Subcategories

RehaDat Elan's disability reports display employee information in different columns and sections. An employee's labor agreement, category and subcategory determine where the information is shown on the disability report. Global Payroll provides a way to refine the reporting of this employee data through customization of the employee subcategory.

An employee subcategory is tied to a specific labor agreement and employee category on the Job Labor page. This topic is discussed in PeopleSoft HR: Administer Workforce PeopleBook.

See Entering National Labor Agreement Data.

Setting Up Subcategories

Access the Disability Category Setup DEU page (Workforce Administration, Personal Information, Disability, Disability Category Setup DEU).

Exclude	Select to prevent an employee subcategory from being reported. Employees with a subcategory designated Exclude will not be counted for any of the files.
Apprentice	Designates an employee subcategory as Apprentice. Employees with a subcategory so designated will be counted in File C, column 2.
Lawyer or Teacher Trainee	Designates an employee subcategory as Lawyer or as Teacher Trainee. Employees with a subcategory so designated will be counted in File C, column 3. Note. File C, column 3 also counts employees that have less than 18 standard hours per week.

Generating Disability Reports

Access the Heavily Disabled DEU page (Workforce Administration, Personal Information, Disability, Heavily Disabled DEU, Heavily Disabled DEU).

Specify the company for which you are running the process, as well as the company type. Only companies which have at least one location and related social insurance unit will be available for selection. After the company is selected, the grid is populated with the company's social insurance numbers and corresponding locations. Select the location you wish to declare for a given social insurance number.

The Main Employer ID will be selected based on the Location field as it is defined in the COMPANY_TBL.

If the data is not complete, an error message will prevent you from running the process until the data is complete.

Processing Payroll Statistical Information

Use the Pay Entity Location DEU (GPDE_AL_PE_LOC) component to process payroll statistical information.

This section discusses how to:

• Generate payroll statistics.

• View eStatistik file information.

• Set up a pay entity location.

• Set up Global Payroll for Germany parameters.

• View XML results.

Pages Used to Process Payroll Statistical Information

Generating Payroll Statistics

Access the Payroll Statistic page (Global Payroll & Absence Mgmt, Authority Correspondence, Payroll Statistics Report DEU, Payroll Statistic).

Report Parameters

Run Information

Population Selection

Location Information

Salary Structure Analysis

The system displays this section only when you select the Salary Structure Report option at the top of the page.

Contact Person

Viewing eStatistik File Information

Access the File Information page (Global Payroll & Absence Mgmt, Authority Correspondence, Payroll Statistics Report DEU, File Information).

Note. This page is available only after a report file has been submitted to one of the German statistical offices (Statistische Ämter des Bundes und der Länder).

Setting Up a Pay Entity Location

Access the Pay Entity Location DEU page (Set Up HRMS, Product Related, Global Payroll & Absence Mgmt, Framework, Organizational, Pay Entity Location DEU, Pay Entity Location DEU).

General Information

Statistic Information

Setting Up Global Payroll for Germany Parameters

Access the Online Processing Setup DEU page (Set Up HRMS, Product Related, Global Payroll & Absence Mgmt, Framework, Processing, Online Processing Setup DEU, Online Processing Setup DEU).

This page stores settings read by the system for eStatistik processes.

Property Name

Viewing XML Results

Access the XML Results DEU page (Global Payroll & Absence Mgmt, Absence and Payroll Processing, Review Absence/Payroll Info, XML Results DEU, XML Results DEU).

Filter Criteria

Runs in Progress

Completed Tickets

Managing Certificates

This section discusses how to use certificate management.

Using Certificate Management

The primary function of certificate management is to: define, store, and complete certificate templates (PDF forms) with data supplied by Global Payroll or the user (either online or through batch processing), and then immediately produce the certificate for viewing or printing. This functionality is provided as a toolset, allowing PeopleSoft developers to create programs and PDF templates that extend the utility of certificates.

An application engine (AE) library provides a common set of functions for use across 35 different certificates. Each certificate uses the library to retrieve and populate master payroll data and manually entered data into the certificate according to the certificate definition. Application engine programs, individually written for each certificate, provide the payroll results.

Certificates are defined using a form management component. This component allows you to:

• Set up basic form information, including effective dates and status, and attach a PDF file that defines the structure of a certificate.

• Specify which AE modules to execute during form processing.

• Define individual form parameters, which are manually entered immediately before certificate processing is launched. Parameters are required by the AE program to correctly report certificate information. Parameters can be used to report information not necessarily associated with PDF form fields.

After forms are defined and stored, payroll staff can generate certificates through Global Payroll Certificates and make them available to employees through the self-service function of eCertificates.

Certificate Process Workflow

You complete these steps to set up forms for certificate processing:

1. Navigate to the Pdf Form Setup page in Global Payroll for Germany.

2. Enter a Form ID and basic information to identify the form, and then attach a PDF file to define the form structure.

3. Specify any other form details, execution variables, and AE library modules to use during certificate creation.

4. Define certificate data entry parameters and map them to form field names, if required.

5. After completing the form setup, save the form.

You complete these steps to create certificates:

1. Navigate to the Create Certificates page in Global Payroll for Germany.

2. If a clerk is requesting the certificate, select the employee to receive the certificate.

3. Select the appropriate form definition from which to generate the certificate.

4. Enter any requested or required information to complete the certificate.

5. Click Create to generate the certificate.

6. After the certificate is created, the Review/Modify page is active. Click Refresh to bring in the current information.

7. Enter any corrections, modifications, or additional information for the certificate.

8. Click Finalize to complete the certificate and activate printing options. Save the page.

9. Print the certificate.

Setting Up Certificates

This section discusses how to:

• Define the PDF form.

• Define form details.

Pages Used to Set Up Certificates

Defining the PDF Form

Access the Pdf Form Definition page (Set Up HRMS, Product Related, Global Payroll & Absence Mgmt, Reports, Pdf Form Setup DEU, Pdf Form Definition).

Delete	Click to delete the attached file. The system deletes the file and then displays the Add button.
Add	Click to select a PDF form template to attach and store in the forms database.
View	Click to preview the attached PDF form online. This button is hidden until a form is selected for uploading.
Details	Click to view the field details of the PDF form. This button is enabled after a PDF form is uploaded.

Defining Form Details

Access the Pdf Form Details page (click the Details button on the Pdf Form Definition page).

iScript	Enter an iScript (internet script) to associate the certificate PDF form with specialized PeopleCode functions used to generate the certificate. For certificates, the default PeopleCode iScript is always: WEBLIB_GPDE_FM.ISCRIPT1.FieldFormula.IScript_GPDE_FM_SubmitTest.
Test Fields	Tests the form processing functionality of the application engine (AE). The function reads database fields stored in Global Payroll that are mapped to the PDF form and populates the PDF form with them. The PDF form is then opened in a separate window and displays where on the form the database fields will be positioned. The PDF can be printed.
Test Submit	Tests the proper routing of field data back into the PeopleSoft application from the PDF form.
XML Path	PeopleSoft Global Payroll for Germany does not support this functionality.

Processing Certificates

This section discusses how to:

• Generate certificates.

• Modify certificates.

Note. A PeopleSoft-developed batch process divides certificates into separate PDF files and then groups them as a set by employee for a specified calculation period. The system stores the PDF files in attachment files using an existing table (GPDE_CT_DATA). This table associates the PDF files to the names of the employees.

The run control page for Tax Statements (GPDE_RC_TX01) displays a check box called Split PDF for Self Service. This flag is needed to initiate the split process. If you select the flag, the system calls the GPDE_TX1 job. GPDE_TX1 initiates the creation of the driver tables in the SQR and triggers the actual split by calling the GPDE_SS_CERT Application Engine. To access the Tax Statement page, select Global Payroll & Absence Mgmt, Taxes, Tax Statement Report DEU, Tax Statement.

To view this information, use the Certificates Self Service module (Self Service, Payroll and Compensation, View / Print Certificates, Print or View Certificates).

Pages Used to Process Certificates

Generating Certificates

Access the Create Certificates page (Global Payroll & Absence Mgmt, Payee Data, Certificates DEU, Create Certificates).

Selection Criteria

Certificate Run Parameter

Modifying Certificates

Access the View/Change History page (Global Payroll & Absence Mgmt, Payee Data, Certificates DEU, View/Change History).

Refresh	Click to refresh the page with the result from the certificate creation process. You must click this button because the AE program is asynchronous and the page may not reflect the most recent result of the process. If a new certificate creation process was initiated and no refresh was performed, the system will alert you.
Finalize	Click to indicate that the certificate is finalized. The button becomes enabled after clicking Review/Modify. Once a certificate is finalized, the content is locked and no further changes are allowed. Any additional certificates requested of the same type for an employee must be re-created from the beginning.
Review/Modify	Click to edit the content of the certificate. The button must be clicked at least once to enable the Finalize button.
View	Click to view the certificate online. Certificates not finalized will appear with a watermark, which does not appear and is not printed on the finalized versions.