PeopleSoft Global Payroll for Japan 9.1 PeopleBook

Managing Unemployment Certificates and Wage Certificates at 60

This chapter provides an overview of certificates for unemployment and wages at age 60 and discusses how to:

Load Unemployment Certificate data.
Review and update Unemployment Certificate data.
Create the Unemployment Certificate.
Load the Wage Certificate at 60 data.
Review and update Wage Certificate at 60 data.
Print the Wage Certificate at 60.

Understanding Unemployment Certificates

Terminated employees can request that the company submit an Unemployment Certificate on their behalf to the appropriate job security office. In return, the agency sends an Unemployment Report to the company, which it must then pass to the employee.

Note. Not all job security offices accept printed Unemployment Certificates, preferring a manually completed form. It is your responsibility to determine whether the Unemployment Certificate can be printed.

The certificate comprises three sections. The first section contains the header and personal and labor insurance establishment information. The second section contains the employee's payment history. The third section describes the reasons for termination.

With Global Payroll for Japan, you can:

Add a row to the Job record for the termination of an employee.

Note. The effective date on the termination Job record must be the first day that the employee was unemployed.
Load the Unemployment Certificate data.
Review and update Unemployment Certificate data.
Create an Unemployment Certificate.

Viewing Delivered Elements

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

Loading Unemployment Certificate Data

This section provides an overview of the Unemployment Certificate load process and discusses how to:

Load Unemployment Certificates.
Optionally, define the payee list.

Understanding the Unemployment Certificate Load Process

Global Payroll for Japan provides a process to retrieve information for creating the Unemployment Certificate. Some of this information is stored in the results tables for Global Payroll. Other parts of this information must be entered manually or retrieved from a company's time management system, which may be PeopleSoft Time and Labor or a third-party time management system.

An intermediate table called the Unemployment Certificate Data table has been created so that the system can store both the information that is loaded from the results tables for Global Payroll and information that is stored outside of the results tables.

The load process extracts the wage history data of terminated employees from the calculation results data for Global Payroll and loads the history data into the intermediate report table.

Note. Wage history data are automatically loaded by the Load Unemployment Certificate Data process and can be updated manually afterward. When you want to reload the data, you can keep the manually updated data.

For the Unemployment Certificate process, the system:

Selects the employee ID, employment record number, and termination date.
Identifies the corresponding hiring date.
Selects Global Payroll Calendar IDs that are subject to the Unemployment Certificate.
Finds the dates when the employee changed from a short-time worker to a non-short time worker, or vice versa, if applicable.

This information is necessary because the length of payment history information that is required on the Unemployment Certificate depends on the worker type.
Creates a list of appraisal period begin and end dates.
Calculates values to be loaded to the Unemployment Certificate Data table by calendar ID.
Loads the data into the Unemployment Certificate Data table.

Pages Used to Load Unemployment Certificate Data

Page Name	Definition Name	Navigation	Usage
Load Unemployment Cert JPN (load unemployment certificate Japan)	GPJP_RC_UC_LOAD	Global Payroll & Absence Mgmt, Termination Processing, Load Unemployment Cert JPN, Unemployment Cert	Load payroll and work-time information for the generation of the Unemployment Certificate.
Payee List - Load Unemployment Cert JPN	GPJP_RC_UC_SEC	Click the Payee List link on the Load Unemployment Cert JPN page.	Select the payees to be included on the Unemployment Certificate.

Loading Unemployment Certificates

Access the Load Unemployment Cert JPN page (Global Payroll & Absence Mgmt, Termination Processing, Load Unemployment Cert JPN, Load Unemployment Cert JPN).

Labor Insurance Establishment

Enter the labor insurance establishment for the employee.

Business Unit

Optionally, enter a business unit.

Department

Optionally, enter a department.

Terminated from Date and To Date

Employees whose termination dates fall into this period you specify are included in the report.

Overwrite Checkbox

Wage history dates are automatically loaded by the Load Unemployment Certificate Data process and can be manually updated. When you want to reload the data, you can keep the manually updated data. Select the check box if you want the load process to overwrite all data, including data that is updated manually. When you run the load process more than once for an employee, manually updated data will be deleted if you select this check box.

Note. The load process always overwrites Wage History data that was loaded previously by the process (not updated manually) with the latest calculation results data for Global Payroll regardless of the status of the Overwrite Checkbox field.

Payee List

Click this link to access the list of payees that will be included on the Unemployment Certificate.

If the Payee List check box is selected, one or more employee IDs has been entered on the Payee List secondary page. If this check box is deselected, no employee ID is entered on the Payee List secondary page.

Defining the Payee List

Access the Payee List - Load Unemployment Cert JPN page (click the Payee List link on the Load Unemployment Cert JPN page).

EmplID

Select the employee IDs for the payees to be included on the Unemployment Certificate. The employees who are listed on the Payee List must meet the criteria that is defined on the Load Unemployment Cert JPN page. This means that the employees who are on the Payee List must belong to the labor insurance establishment and pay entity that are specified on the Load Unemployment Cert JPN page and must have been terminated between the dates entered in the Termination From Date and To Date fields.

Reviewing and Updating Unemployment Certificate Data

This section provides an overview of Unemployment Certificate data updates and describes how to:

Enter wage payment history.
Enter reason of termination.

Understanding Unemployment Certificate Data Updates

The load process creates the wage history information that is required for the Unemployment Certificate. However, this is only one part of the information that is required for the certificate. You also need to enter the terminated employees' personal information, such as reason for termination. You can enter this information in the Update Unemployment Cert JPN component. In this component, you can also enter wage history information for the employee, if necessary.

Pages Used to Update Unemployment Certificate Data

Page Name	Definition Name	Navigation	Usage
Wage Payment Hist (wage payment history)	GPJP_UC_WPMT_HIST	Global Payroll & Absence Mgmt, Termination Processing, Update Unemployment Cert JPN, Wage Payment Hist	Enter and view information about wage payment history.
Reason of Term (reason of termination)	GPJP_UC_RSN_TERM	Global Payroll & Absence Mgmt, Termination Processing, Update Unemployment Cert JPN, Reason of Term	Enter and view information about reason of termination.

Entering Wage Payment History

Access the Wage Payment Hist page (Global Payroll & Absence Mgmt, Termination Processing, Update Unemployment Cert JPN, Wage Payment Hist).

Note. You can access multiple Unemployment Certificate entries for an employee in the first scroll area of the Unemployment Certificate group box, above the Eligible field.

Termination Date	The system displays the date that the employee was terminated. Note. You cannot change the termination date on this page; however, a work around is available if you find an incorrect termination date. See the subsequent field description for the Delete button for instructions on how to change the termination date for an employee.
Eligible	Deselect this check box if you want to keep the Unemployment Certificate data for a specific employee, but don't want to print the certificate. Eligible is the default value.
Over 59	The system automatically selects this check box if it validates that the payee is over 59 years old during the Load Unemployment Certificate Data process. When the check box is selected, you must submit the report to the Job Security Office regardless of the payee's request.
Delete	If you find that the Termination Date of the Unemployment Certificate data is incorrect, click the Delete button. Then correct the employee's Termination Date on the Job record. After that, run the Load Unemployment Certificate Data process for the employee again. Note. You cannot keep manual modifications that you made to the Unemployment Certificate data record. You need to enter the modifications again, after completing this procedure.

Period Tab

Include	Deselect if you don't want to include this row of information on the Unemployment Certificate. Include is the default value.
Calendar ID	The load process populates this field by searching the calendar on GP result tables that corresponds to the appraisal period on the same row.
Short Time Worker	Select if the employee was a short-time worker.
Appraisal Prd Begin Date (appraisal period begin date) and Appraisal Prd End Date (appraisal period end date)	The Appraisal Prd End Date on the first row is the termination date. The end date on other rows is the date one month earlier than the end date of the preceding row. The system populates the Begin Date fields so that the begin date and the end date on the same row make a one month period.
Base Num of AP Days (base number of approval period days)	Enter the number of days from the appraisal period begin date to the appraisal period end date. This information is loaded automatically as an initial value regardless of the pay type for the employee. If the pay type for the employee is not Monthly Exempt, the base number of days must be entered manually.
Pay Period Begin Date and Pay Period End Date	The begin date and the end date of the pay period that includes the Appraisal Period End Date on the same row.
Base Num of PP Days (base number of pay period days)	The payment base date that is calculated by the SC FM BASE DAYS formula is loaded into this field automatically.
Particular note about wage	Enter a note about the employee's wages, if necessary.
Last Updated By	The value of this field is updated by the system. When the process loads the wage history data, this field is set to System. When you modify any information outside of the Wage Payment History grid, the system changes the Last Updated By field to User.
Update On	If the Last Updated By field is set to System, this field displays the date on which the process was run. If the Last Updated By field is set to User, this field displays the date on which you modified the data. Note. The changes to the Update On field apply only if you modify information outside of the Wage Payment History grid. If you modify information on the Wage Payment History grid, no changes will occur in the Update On field.

Wages Tab

In addition to the common fields defined previously, the Wages tab includes the following fields:

Amount (A)	Enter the total amount of wages for a monthly salaried worker.
Amount (B)	Enter the amount of base pay for daily and hourly salaried workers.
Total	The total of amount A and amount B is displayed.
Remarks	Enter special remarks (such as unpaid wages) for the period, if applicable.

Entering Reason of Termination

Access the Reason of Term page (Global Payroll & Absence Mgmt, Termination Processing, Update Unemployment Cert JPN, Reason of Term).

Note. You can access multiple Unemployment Certificate entries for an employee in the first scroll area of the Unemployment Certificate group box, above the Termination Date field.

Termination Date	Displays the date that the employee was terminated.
Reason of Termination	Select the reason for termination. Values are Collapse of Company, Mandatory Retirement or Termination of Employment Contract, Company's Decision, Employee's Decision, and Other. Depending on what you select, you may need to define the reason with more detail.
Reason	If you select a termination reason or 3. (3–2), 4. (1)(1.6), or 5, you can enter a description of the specific reason.
Statement on the situations on the termination	Add a statement about the termination, if necessary.

Creating the Unemployment Certificate

This section provides an overview the Unemployment Certificate report and discusses how to generate Unemployment Certificates.

Understanding the Unemployment Certificate Report

After the load process retrieves the information, you can create the Unemployment Certificate report based on data that is in the intermediate report table. The report includes information about the terminated employee, such as Labor Insurance Establishment, employee payment history, and reason for termination.

Print the information on the blank Unemployment Certificate form supplied by the Job Security Office.

Note. A terminated employee must meet several conditions to be eligible for the unemployment benefit, such as the length of his or her employment.

Page Used to Create Unemployment Certificates

Page Name	Definition Name	Navigation	Usage
Print Unemployment Cert JPN (print unemployment certificate Japan)	GPJP_RC_UC_RPT	Global Payroll & Absence Mgmt, Termination Processing, Print Unemployment Cert JPN, Print Unemployment Cert JPN	Generate Unemployment Certificates.

Generating Unemployment Certificates

Access the Print Unemployment Cert JPN page (Global Payroll & Absence Mgmt, Termination Processing, Print Unemployment Cert JPN, Print Unemployment Cert JPN).

Note. The fields and parameter settings on this page are the same as those that are used in the Load process that was discussed earlier in this chapter. You don't need to re-enter the same parameters if you want to use the same settings for both loading and printing. You can save the settings when you define them for the run control page for loading and use the same run control ID for printing.

Managing Wage Certificates at 60

This section provides an overview of Wage Certificates at 60 and discusses how to:

Load Wage Certificate at 60 data.
Review and update Wage Certificate at 60 data.
Print Wage Certificates at 60.

Understanding Wage Certificate at 60

Similar to terminated employees who can receive an unemployment benefit in proportion to their wages during a specific period prior to the termination, older employees can receive an Employment Continuation Benefit in proportion to their wages during a specific period before becoming 60 years old. The Wage Certificate at 60 and the Unemployment Certificate are very similar in their requirements for eligibility. The format of these reports is basically the same with the exception of the effective date. The Unemployment Certificate is created using information as of the termination date. The Wage Certificate at 60 is created using information as of the date when the employee is assumed to reach age 60. This date is basically the date when the employee becomes 60 years old, but strictly speaking, this is the first date that meets both of the following conditions:

The employee's age is between 60 and 64.
At least five years have passed since the employee enrolled in the Employment Insurance plan.

Examples of Effective Date for Wage Certificate at 60

If the payee's birth date is May 10, 1945 and the Employment Insurance enrollment date is April 1, 1968, the Wage Certificate at 60 is effective May 9, 2005.

If the payee's birth date is May 10, 1945 and the Employment Insurance enrollment date is April 1, 2003, then this payee is regarded as reaching age 60 effective March 31, 2008 because on this date the payee meets both conditions discussed above.

With Global Payroll for Japan, you can:

Load the report data based on birth date in the Personal Data component and effective date of enrollment row in the Labor Insurance Report Data component.
Review and update the report data.
Create a Wage Certificate at 60.

Pages Used to Manage Wage Certificates at 60

Page Name	Definition Name	Navigation	Usage
Load Wage Cert at 60 JPN (load wage certificate at 60 Japan)	GPJP_RC_UC_LOAD	Global Payroll & Absence Mgmt, Social Security / Insurance, Load Wage Cert at 60 JPN, Load Wage Cert at 60 JPN	Load data for the Wage Certificates at 60.
Update Wage Cert at 60 JPN (update wage certification at 60 Japan)	GPJP_RC_UC_UPD	Global Payroll & Absence Mgmt, Social Security / Insurance, Update Wage Cert at 60 JPN, Update Wage Cert at 60 JPN	Review and update wage certificate information.
Print Wage Cert at 60 JPN (print wage certificate at 60 Japan)	GPJP_RC_UC_RPT	Global Payroll & Absence Mgmt, Social Security / Insurance, Print Wage Cert at 60 JPN, Print Wage Cert at 60 JPN	Print Wage Certificates at 60.

Loading the Wage Certificate at 60 Data

Access the Load Wage Cert at 60 JPN page (Global Payroll & Absence Mgmt, Social Security / Insurance, Load Wage Cert at 60 JPN, Load Wage Cert at 60 JPN).

60 Years Old from and To Date

Employees whose became eligible for the Wage Certificate at 60 during this period are picked up by the load process.

Other fields on this page are the same as those on the Load Unemployment Cert JPN page that is described in this chapter:

See Loading Unemployment Certificates.

Reviewing and Updating Wage Certificate at 60 Data

The Update Wage Cert at 60 JPN page functions in the same way as the Wage Payment Hist page that is described in the Reviewing and Updating Unemployment Certificate Data section of this chapter, except that the Became eligible as of field is displayed instead of the Termination Date field.

See Entering Wage Payment History.

Printing the Wage Certificate at 60

Access the Print Wage Certificate JPN page (Global Payroll & Absence Mgmt, Social Security / Insurance, Print Wage Cert at 60 JPN, Print Wage Cert at 60 JPN).

The fields and parameter settings on this page are the same as those that are used in the Load process that was discussed earlier in this chapter. You don't need to re-enter the same parameters if you want to use the same settings for both loading and printing. You can save the settings when you define them for the run control page for loading and use the same run control ID for printing.

See Loading the Wage Certificate at 60 Data.

Labor Insurance Establishment	Enter the labor insurance establishment for the employee.
Business Unit	Optionally, enter a business unit.
Department	Optionally, enter a department.
Terminated from Date and To Date	Employees whose termination dates fall into this period you specify are included in the report.
Overwrite Checkbox	Wage history dates are automatically loaded by the Load Unemployment Certificate Data process and can be manually updated. When you want to reload the data, you can keep the manually updated data. Select the check box if you want the load process to overwrite all data, including data that is updated manually. When you run the load process more than once for an employee, manually updated data will be deleted if you select this check box. Note. The load process always overwrites Wage History data that was loaded previously by the process (not updated manually) with the latest calculation results data for Global Payroll regardless of the status of the Overwrite Checkbox field.
Payee List	Click this link to access the list of payees that will be included on the Unemployment Certificate. If the Payee List check box is selected, one or more employee IDs has been entered on the Payee List secondary page. If this check box is deselected, no employee ID is entered on the Payee List secondary page.