Managing Off-Cycle Payments

This chapter provides an overview of off-cycle processing and discusses how to:

• Record manual payments for the Netherlands.

• Enter corrections for the Netherlands.

• Make additional payments for the Netherlands.

• Advance payrolls for the Netherlands.

Note. Refer to PeopleSoft Global Payroll 9.1 PeopleBook for more information on off-cycle setup and processing.

See Also

Configuring Off Cycle Transactions

Managing Off Cycle Processing

Understanding Off-Cycle Processing

This section discusses:

• The off-cycle process.

• Types of off-cycle transactions.

The Off-Cycle Process

Off-cycle processing refers to processing payments and making corrections to payroll results outside of the normal payroll schedule. Off-cycle transactions are usually made to correct prior payments, enter manual payments, or to make early termination payments that can't wait until the next scheduled payroll.

Types of Off-Cycle Transactions

The four types of off-cycle transactions are:

• Manual payments

  Manual payments enable you to enter payments that you have calculated and paid outside of the payroll system. Examples include paying a new hire with a manual check, because their pay details were not entered in time for the normal pay run.

• Corrections

  Corrections enable you to correct results of any finalized payroll. Examples include reversing a sick leave payment when workers compensation should have been paid.

• Additional payments

  Additional payments enables you to enter one-time payments that fall outside the normal payroll process. Examples include one time bonuses or expense reimbursement.

• Advances

  Advances enables you to pay payees before their normally scheduled pay run. Examples include salary due on termination.

Recording Manual Payments for the Netherlands

When entering manual payments for Dutch payees, it is recommended that all calculations are manually calculated outside the system and then entered. The following need to be considered when entering manual payments on the Manual Payment Detail page:

• Period begin and end dates.

  The default Period Begin Date and Period End Date are based on the Target Period ID. It is recommended that these dates not be changed as the delivered Netherlands rules have been designed to calculate using whole periods, and may not automatically segment if a partial period is entered.

   

• Payment date.

  The selection of the payment date need to be considered carefully because it directly affects how elements are accumulated. For example, if you have an accumulator that accrues based on period end date, the payment date may not update the accumulator balances at the right time.

• Run type.

  The run type defaults from the Period (Calendar) Paid and it is recommended that the default run type is used. To ensure that the payee's manual payment is processed by the system, the Allow Duplicates check box must be selected on the run type; otherwise, the payee may not be processed again if the system detects that they have already been processed in the period.

• Element selection.

  If you select All in the Element Selection group box to allow resolution of all elements on the process list, an analysis should be performed to understand the impact on your supporting elements.

  If using the Limited Element Set, you need to ensure that all elements calculate independently of pre- or post-processing formulas, as these do not resolve during off-cycle processing.

Note. Manual payments are used to record monetary values only, absence accumulators will not be updated using this method.

Entering Corrections for the Netherlands

Create corrections when you need to change finalized results, usually due to a user error.

The following areas need to be considered when entering corrections:

• All earnings and deductions need to have period-to-date logic applied.

• This method is used to correct pay accumulators only.

  Absence accumulators will not be corrected.

Making Additional Payments for the Netherlands

Use additional payments to make one-time payments that are processed outside of the on-cycle payroll. Examples include bonuses and expense reimbursements. This method uses period-to-date logic built into the Netherlands delivered statutory rules when calculating.

The off-cycle functionality for running additional payment does not replace the ability to set up separate pay runs for the Vacation and 13th Month allowance, but does provide a good alternative method.

See Defining Allowances.

The following areas need to be considered when entering additional payments:

• All earnings and deductions need to have period-to-date logic applied.

• When selecting the period paid, it is recommended that you select the previous finalized calendar or the current open calendar.

• This method is used to record monetary values only. Absence accumulators will not be updated.

Advancing Payrolls for the Netherlands

Use advances to pay an employee before their normal on-cycle pay run. For example an employee is terminating employment with your organization, and the termination payment needs to be paid immediately and not in the next on-cycle pay run. The following is recommended when making advance payments:

• Always select the next open calendar, as skipping calendars may update accumulators incorrectly.

• Absence accumulators will calculate automatically for the calendar group selected.