PeopleSoft Global Payroll for Hong Kong 9.1 PeopleBook

Page Used to Generate the IR56B Electronic File

Setting Up Employee Departure Details

This section discusses how to set up employee departure details.

Page Used to Set Up Employee Departure Details

Page Name	Definition Name	Navigation	Usage
Specify Departure Details HKG	GPHK_DPRT_DTLS_HKG	Global Payroll & Absence Mgmt, Payee Data, Terminations, Specify Departure Details HKG, Specify Departure Details HKG	Capture the departure details of employees leaving Hong Kong. This information appears in the IR56G report. This information applies only to employees who are not citizens of the country. It is required when an overseas employee is terminated.

Setting Up Employee Departure Details

Access the Specify Departure Details HKG page (Global Payroll & Absence Mgmt, Payee Data, Terminations, Specify Departure Details HKG, Specify Departure Details HKG).

Date of Departure

Displays the date on which an employee is expected to depart the country. This applies mainly to employees who come into the country for work and leave after a specified duration.

Reason for Departure

Identify why the employee is leaving Hong Kong:

Expatriate - Move

Expatriate - Returning Home

Move to Another Country

Other

This information is required only for the IR56G report.

Destination

Select the country to which the employee is departing.

Other Reason for Departure

Enter a description if the reason for departure is Other (reasons for departure other than those specified by IRD).

Expected Return Date

Enter the employee's expected date of return to Hong Kong.

Setting Up Principal Employers for Part-Time Employees

This section discusses how to set up principal employers for part-time employees.

You can enter the name of the employee's principal employer, which is an organization or agency to which a part-time employee actually belongs. The employee might be working for an organization but actually employed by another (principal) organization. If the information is available, it must be reported in the specific statutory report. This information is required only at the time of printing—it doesn't affect the data creation process.

Page Used to Set Up Principal Employers for Part-Time Employees

Page Name	Definition Name	Navigation	Usage
Define PT EE Main Employer HKG (define part-time employee main employer HKG)	GPHK_PT_ER_HKG	Global Payroll & Absence Mgmt, Payee Data, Define PT EE Main Employer HKG, Define PT EE Main Employer HKG	Capture the name of the principal employer for part-time employees. Identifies employees who are working for one organization but are actually employed by another.

Setting Up Employee Housing Quarters Details

This section discusses how to set up employee housing quarter details.

Quarters are housing provided to employees by their employer. This benefit can be provided to local employees and expatriates. If employees are provided with housing quarters, the details must be reported on IR56 reports. This information is required only at the time of printing—it doesn't affect the data creation process.

Pages Used to Set Up Employee Housing Quarters Details

Page Name	Definition Name	Navigation	Usage
Specify Housing Quarters HKG	GPHK_EMPL_QTRS	Global Payroll & Absence Mgmt, Payee Data, Specify Housing Quarters HKG, Specify Housing Quarters HKG	Capture housing quarter information.
Specify Housing Quarters HKG - Edit Address	EO_ADDR_HKG_SEC	Click the Edit Address link on the Specify Housing Quarters HKG page.	Enter or update the address details for the housing quarter. You can enter the area code, district, and address 1 – 3.

Setting Up Employee Housing Quarters Details

Access the Specify Housing Quarters HKG page (Global Payroll & Absence Mgmt, Payee Data, Specify Housing Quarters HKG, Specify Housing Quarters HKG).

Employee Residence Quarters Details

Quarters Number	Displays a running serial number that enables you to enter multiple quarter information for a single employee. A maximum of two housing quarters (for each employee) are reported on the IR56 reports. Which two rows are reported depends on the occupancy end date. If an employee was provided with housing quarters at more than two locations in a tax year, a separate IR56B identifying the housing details must be reported. This additional report must contain the additional housing information (above the two locations). You can enter information for more than two quarters per employee.
Country, Address, Copy Home Address, and Edit Address	Click the Copy Home Address button to populate the Address field from personal data. This is the address where the quarters are located. To change the default address details, click the Edit Address link to access the Edit Address page.
Monthly Rent	Enter the monthly rent amount here.
Refund of Rent	Select this check box if the employee has received a rent refund.
Occupancy Begin Date and Occupancy End Date	Enter the dates on which the employee started and stopped occupying the quarters. When processing the data, the system selects the last two rows of housing quarter information. The information is reported if the period of occupation is during the tax year being processed. Housing quarters information is reported only if the occupancy dates overlap the processing period. Housing quarters information that does not have an occupancy end date is selected. Additionally, the occupancy end date that is closest to the period end date is also selected. (For IR56B and IR56M the period end date is the end of the tax year, while for IR56F and IR56G, the period end date is a value that you enter in the run control record.)
Nature of Quarters	Enter text describing the quarters.

Amount Paid By

Employer to Landlord, Employer to Employee, Employee to Landlord, and Employee to Employer

Enter the monthly amount paid by specific people for an employee occupying the housing quarters. This could be a rent refunded to the employee or employer or paid to the employee's landlord. These amounts are reported on the IR56 reports. This amount displays on the IR56 reports.

Yearly Amount Paid By

Employer to Landlord, Employer to Employee, Employee to Landlord, and Employee to Employer

Enter the yearly amount paid by specific people for an employee occupying the housing quarters. This could be a rent refunded to the employee or employer or paid to the employee's landlord.

Setting Up Self-Employment Data

Under the provisions of the Hong Kong Business Registration Ordinance, a new business undertaken by an individual or a partnership must be registered with the Business Registration Office within one month of its commencement. If the employee is self-employed, you can enter their employer (trading) name and the business registration number.

Page Used to Set Up Self-Employment Data

Page Name	Definition Name	Navigation	Usage
Define Self Employed Data HKG	GPHK_IR56_ER_HKG	Global Payroll & Absence Mgmt, Payee Data, Define Self Employed Data HKG, Define Self Employed Data HKG	Capture self-employment (employer) details including their employer (trading) name and the business registration number. This information is crucial for the IR56M report.

Setting Up Overseas Concern Details

To set up overseas concern details, use the Overseas Concern Details HKG (GPHK_OVSEAS_CNCRN) component.

You can create an identifier and enter the name of the overseas concern (outside Hong Kong). If the employee received an amount from an overseas concern, you must report the name and address of the organization that made the payment. You can enter the amount paid by the overseas concern on the IR56 Monetary Details page.

Page Used to Set Up Overseas Concern Details

Page Name	Definition Name	Navigation	Usage
Overseas Concern Details HKG	GPHK_OVSEAS_CNCRN	Set Up HRMS, Product Related, Global Payroll & Absence Mgmt, Reports, Overseas Concern Details HKG, Overseas Concern Details HKG	Capture overseas concern details including their name and address.

Maintaining IR56 Monetary Details

Setting Up IR56B and IR56M Starting Sheet Numbers

You can enter the starting sheet number that is allocated to each of the employees for each pay entity in the tax year that you are reporting. The IR56B and IR56M reports include a sheet number (or serial number) that identifies the report for each employee when it is sent to the Inland Revenue Department. Legislation requires that sheet numbers for IR56B should start with 000001 and with 900001 for IR56M.

The data in the underlying table is created during the IR56B/M creation process. When you run the process, it determines whether a serial number exists for the selected pay entity and tax year. If a number is not found, the system creates a row with the default value of 0 for IR56B and 900000 for IR56M.

You can then reset the values if you have been testing the creation process and want to regenerate the data for the final time using the correct starting sheet number.

Note. If the pay entity is paying its employees in a foreign currency (and you are generating a manual IR56B), set the starting number for IR56B to 900000.

Page Used to Set Up IR56B and IR56M Starting Sheet Numbers

Page Name	Definition Name	Navigation	Usage
Define IR56B/M Controls HKG	GPHK_IR56_CONTROL	Global Payroll & Absence Mgmt, Year-End Processing, Define IR56B/M Controls HKG, Define IR56B/M Controls HKG	Set up starting sheet numbers that identify the IR56 document for each employee when it is sent to the IRD. You can set the starting number for the IR56B and IR56M reports.

Setting Up Inland Revenue Reports

Setting Up Tax Reference Number Details

To set up tax reference number details, use the Tax Reference Number Dtls HKG (GPHK_TAXREF_TBL) component.

IR56 reports run by tax reference number, which has a major impact on the way the system creates and stores IR56 data. For every employee attached to the pay entity (sharing the tax reference number), the system combines amounts for each year to date element by currency code and stores them in the IR56 result tables. After the process is completed, you can use the IR56 Monetary Details page to enter adjustments to reflect the amount that should be reported on the IR56 documents.

The system captures the contact name, employer number and designation by tax reference number and retrieves the information from the GPHK_TAXREF_TBL.

Page Used to Set Up Tax Reference Number Details

Page Name	Definition Name	Navigation	Usage
Tax Reference Number Dtls HKG	GPHK_TAXREF_TBL	Set Up HRMS, Product Related, Global Payroll & Absence Mgmt, Reports, Tax Reference Number Dtls HKG, Tax Reference Number Dtls HKG	Maintain tax reference number details required for IR56 reporting. You can enter a new tax reference number, create a description, select a signatory, and link multiple pay entities to the tax reference number. A primary indicator check box also enables you to select the main pay entity for the tax reference number.

Setting Up Inland Revenue Reports

Setting Up Exchange Rate Details

To set up exchange rate details, use the IR56 Exchange Rate Defn HKG (GPHK_IR56_EXCH_TBL) component.

Every year the Inland Revenue Department releases a date that you should use as a reference point for all currency conversion for IR56 reporting. If your organization pays its employees in a currency other than the local currency (HKD), you can maintain the conversion rate and the date used by the IR56 process. The IR56 Exchange Rate Definition page enables you to maintain currency details for a given tax year. The system uses these details for currency conversion when generating IR56 details.

Page Used to Set Up Exchange Rate Details

Page Name	Definition Name	Navigation	Usage
IR56 Exchange Rate Defn HKG	GPHK_IR56_EXCH_TBL	Set Up HRMS, Product Related, Global Payroll & Absence Mgmt, Reports, IR56 Exchange Rate Defn HKG, IR56 Exchange Rate Defn HKG	Maintain currency details for a given tax year. The details are used for currency conversion when generating IR56 details. For a specific tax year you can enter a rate type and the date from which the rate will apply.