PeopleSoft HCM 9.1 Application Fundamentals PeopleBook

Setting Up Pay Calendars

This chapter discusses how to:

Create balance IDs.
Create pay run IDs.
Create pay calendars and FLSA calendars.

Note. The information in this chapter applies to Oracle's PeopleSoft Payroll for North America and Oracle's PeopleSoft Payroll Interface. The information in this chapter does not apply to Oracle's PeopleSoft Global Payroll.

See Also

PeopleSoft Global Payroll PeopleBook

Creating Balance IDs

To create balance IDs, use the Balance ID Table (BALANCE_ID_TABLE) component.

This section provides an overview of balance IDs and discusses how to:

Define balance IDs.
View setIDs established for each company.
Specify the quarter by company and year for each Balance Year ID.

Understanding Balance IDs

You can maintain balances by calendar year, fiscal year, benefit year, or any other method you want. Specify the start and end dates for each type of balance year you define, and the quarters, periods, and date ranges for each year. You can update, adjust, and report on balance information by various year types.

Note. You must set up one balance ID with the Bal for Calendar Year (balance for calendar year) option selected for each company for which you process payroll.

Pages Used to Create Balance IDs

Page Name	Definition Name	Navigation	Usage
Balance ID Table 1	BALANCE_ID_TBL1	Set Up HRMS, Product Related, Payroll for North America, Payroll Processing Controls, Balance ID Table, Balance ID Table 1 Set Up HRMS, Product Related, Payroll Interface, Payroll, Balance ID Table, Balance ID Table 1	Create cycles for payroll processing according to pay group and define your balance year.
SetID - Comments	BALANCE_ID_PU	Click the Set ID button on the Balance ID Table 1 or Balance ID Table 2 page.	View the setID established for each company.
Balance ID Table 2	BALANCE_ID_TBL2	Set Up HRMS, Product Related, Payroll for North America, Payroll Processing Controls, Balance ID Table, Balance ID Table 2 Set Up HRMS, Product Related, Payroll Interface, Payroll, Balance ID Table, Balance ID Table 2	Define the actual quarter definition by company and year for each Balance Year ID.

Defining Balance IDs

Access the Balance ID Table 1 page (Set Up HRMS, Product Related, Payroll for North America, Payroll Processing Controls, Balance ID Table, Balance ID Table 1).

Creating a Calendar Year Balance ID

To create a balance ID for the calendar year:

Select the Bal for Calendar Year check box.
Enter a year in the Year field.
Click the Create button.
Save the page.

All other fields become unavailable for entry. The system automatically creates the balance ID details for twelve periods in the year, four quarters in the year, and the end date default of Month.

Creating a Non-Calendar Year Balance ID

If you are creating a non-calendar year balance ID, you must specify values in the Periods in a Year/Quarters in a Year, End Date Default, Use Date, and Balance ID Details fields. You must also select the balances to be maintained.

Entering Values

Set ID	Click this button to access the SetID page, where you can see which balance setIDs are used for which companies. The setID for the Balance ID Table component is specified on the Company Table − Company Location page.
Balance ID	Entered on the Balance ID Table search page. Identifies a balance period, for example CY for Calendar Year, FY for Fiscal Year, or BY for Benefit Year. Once you establish a balance ID it should not be changed.
Periods in a Year	If you are not setting up a balance ID for a calendar year, specify the number of periods in a year.
Quarters in a Year	If you are not setting up a balance ID for a calendar year, specify the number of quarters in a year.
Bal for Calendar Year (balance for calendar year)	Select if you are setting up a balance ID for a calendar year. This causes the remaining check boxes and edit boxes on the page (except for Description and Short Desc) to become unavailable for entry. All balance types are automatically selected for the calendar year, and the Check Date option is automatically selected. However, the Yr field and Create button appear and become available for entry.
Yr (year)	Enter the year for which balances are to be created.
Create	Click this button to instruct the system to automatically populate the company, year, period, begin date, end date, period name, and abbreviated fields for the specified company and year.

End Date Default

If you are not setting up a balance ID for a calendar year, use this group box to specify the end date to apply for the calendar year.

None	Select if you do not want a specific end date for the calendar year.
Month, BiMonth, Quarterly, and Days	Select the corresponding option if you want a monthly, bimonthly, quarterly, or daily end date.

Maintain Earns Bal, Maintain Tax Bal, Maintain Dedn Bal, Maintain Check Bal, and Maintain Garn. Bal

If you are not setting up a balance ID for a calendar year, select the corresponding check box to maintain earnings balances, tax balances, deduction balances, paycheck balances, or garnishment balances for the year you are creating.

Note. Each of these balances is maintained for the year being defined. For example, if you are defining a fiscal year and Maintain Earns Bal was selected, earnings balances for the fiscal year are maintained.

Use Date

If you are not setting up a balance ID for a calendar year, use this group box to select the balance types you want to maintain. You must set up the first period, begin date, and end date for each company and year. After you enter this, the begin and end dates are set by default automatically for each row for that company/year.

Check Date	Select to maintain balances by the check date being processed. For example, if you are defining a fiscal year of July 1, 2006 - June 30, 2007 and your check date was June 23, 2007, the balance would be included in this fiscal year. If, however, the check date were July 1, 2007, the balance would be in the next fiscal year.
Period End Date	Select to maintain balances by the period end date being processed. For example, if you are defining a fiscal year of July 1, 2006 - June 30, 2007 and your pay period end date was June 23, 2007, the balance would be included in this fiscal year. If, however, the pay period end date were July 1, 2007, the balance would be in the next fiscal year.

Balance ID Details

If you are not setting up a balance ID for a calendar year, use this group box to specify the year, period, begin date, end date, period name, and abbreviated fields for the specified company and year.

Note. For the first entry, enter values in the Year, Period, Begin Date, End Date, Period Name and Abbreviation fields; after you have entered this information, the values in the Year, Period, Begin Date and End Date fields are set by default automatically for any additional rows, based on the values entered in the previous row.

Year, Period, Begin Date, End Date, and Period Name	Enter the year, period, begin date, end date, and period name for the balance type.
Abbreviation	Enter the abbreviation for the period name.

Viewing SetIDs Established for Each Company

Access the Set ID - Comments page (click the Set ID button on the Balance ID Table 1 or Balance ID Table 2 page).

The Set ID page displays the set ID established for each company. This helps you to know which set ID to enter for a specific company.

Specifying the Quarter by Company and Year for Each Balance Year ID

Access the Balance ID Table 2 page (Set Up HRMS, Product Related, Payroll for North America, Payroll Processing Controls, Balance ID Table, Balance ID Table 2).

If you selected the Bal for Calendar Year check box and clicked the Create button on the Balance ID Table 1 page, the field information for the Balance ID Table 2 page automatically appears.

If you did not specify a calendar year balance ID type on the Balance ID Table 1 page, you must enter a value for the Year, Quarter, Period Name, Abbreviation, From Period, and To Period fields. For each row that you add after the first, the Year, Quarter, and From Period fields are set by default, based on the value in the Quarters in a Year field.

See Also

Defining Balance IDs

Creating Pay Run IDs

To create pay run IDs, use the Pay Run Table (PAY_RUN_TABLE) component. Use the PAY_RUN_TABLE component interface to load data into the tables for this component.

This section provides an overview and discusses how to create pay run IDs.

Understanding Pay Run IDs

Use pay run IDs to indicate to the system which pay calendar entries to process together. A pay run ID identifies a single pay calendar to process. If you have several pay groups, you can process them together in a single run by assigning them the same pay run ID.

Generally, all calendar entries that share a pay run ID have the same pay end date, but not necessarily the same pay frequency. For example, if you have a semi-monthly and a monthly pay calendar, both calendars can be processed together for the month-end run, because they have identical pay period end dates.

Note. A pay run ID must be unique throughout payroll history. You must create pay run IDs in the Pay Run table before you enter them on the pay calendar. The pay run ID may be up to 10 characters. PeopleSoft suggests that you use as many of the 10 available characters as is necessary to ensure that your pay run ID is easily identifiable.

Page Used to Create Pay Run IDs

Page Name	Definition Name	Navigation	Usage
Pay Run Table	PAY_RUN_TABLE	Set Up HRMS, Product Related, Payroll for North America, Payroll Processing Controls, Pay Run Table, Pay Run Table Set Up HRMS, Product Related, Payroll Interface, Payroll, Pay Run Table, Pay Run Table Set Up HRMS, Product Related, Benefits NLD, Pay Run Table, Pay Run Table, Pay Run Table	Create pay run IDs to combine pay calendar entries from different pay groups for processing.

Creating Pay Run IDs

Access the Pay Run Table page (Set Up HRMS, Product Related, Payroll for North America, Payroll Processing Controls, Pay Run Table, Pay Run Table).

Short Description

Enter a short description of the pay run. This description appears on various delivered payroll reports (for example, PAY002, the Payroll Register). It also appears on the Run Control when you enter the pay run ID for Paysheet Creation, Payroll Calculation, and Payroll Confirmation.

Company, Pay Group, and Pay Period End Date

The Pay Calendar Data group box displays all the pay calendar entries grouped under the pay run ID. After you enter the pay run IDs on the Pay Calendar table, return to this page to check the pay calendar data assigned to each pay run ID.

Creating Pay Calendars and FLSA Calendars

To create pay calendars and FLSA calendars use the Create Pay Calendars (RUNCTL_PAY_CAL_BLD), FLSA Calendar Table (FLSA_CALENDAR), Initial FLSA Calendar (RUNCTL_FLSACALPD) components. Use the FLSA_CALENDAR component interface to load data into the tables for the FLSA Calendar Table component.

This section provides overviews of pay calendars and FLSA calendars and discusses how to:

Set up FLSA calendars.
Build pay calendars automatically.
Build pay calendars manually.
(USF) Review interface status and periods for federal leave accrual processing.
Select error processing options.

Understanding Pay Calendars

Use pay calendars to schedule payroll cycles for your pay groups. Each entry on the pay calendar corresponds to a specific pay period, defined by its begin and end dates, for a pay group. A monthly pay group has 12 entries in the pay calendar, representing one year of processing.

This section discusses:

Pay run ID assignment.
Pay calendar creation.
Automatic pay calendars.
Manual pay calendars.

Pay Run ID Assignment

To process payrolls, the pay calendar entry being processed must be assigned a pay run ID. Generally, all pay calendar entries that share a pay run ID have the same pay end date, but not necessarily the same pay frequency. Typically, but not always, you would set up a different pay run ID for each Pay Period End Date on the Pay Calendar Table component.

Note. All pay groups attached to a single pay run ID must have the same setting in the Continue With Errors option on the Pay Group Table – Process Control page. If this condition is not met, the system cannot transfer any paysheets with errors for the pay run ID.

If you have a semi-monthly and a monthly pay calendar and set up both to continue processing with errors, you can process both calendar entries together for the month-end run, because they have the same pay period end date. Your processing schedule and Continue with Errors setting determine which groups can or can't be grouped together.

In the following illustration, CCB has assigned the same pay run ID (EMB) to both the February 28 Monthly calendar entry and the February 28 Semimonthly entry to enable the system to process them at the same time. For pay groups that do not share the same pay period end date, such as the Semimonthly mid-month pay period (February 15 or March 15), have their own pay run IDs (MMB and MMC). Both pay groups are set up for continue with errors processing:

Pay groups that share the same pay period end date can be assigned to the same pay run IDs while those with different pay period end dates should be assigned their own pay run ID

Pay Calendar Creation

Follow these steps to create pay calendars:

Set up a balance ID — required for the pay calendar.
Set up a pay run ID — required for the pay calendar.
Build the pay calendars — either automatically or manually.

You must create a calendar entry for every pay period for each pay group you set up. You must also assign a pay run ID to each calendar entry before you run the payroll.

Automatic Pay Calendars

To build pay calendars automatically, use the Create Pay Calendars page followed by the Pay Calendar Table page:

Use the Create Pay Calendars page to automatically build pay calendars.

The Create Pay Calendars page enables you to run the Calendar Build process (PSPCLBLD), which automatically generates the pay calendar entries for all or part of a year. To run the process:
1. Set up the run control data.
2. Run the process.
3. Review any error messages.
Follow the same procedure for all pay groups. Each time you run the Calendar Build process, the system deletes the run control data. Therefore, whenever you rerun the process, you must enter the data again.
Use the Pay Calendar Table page to manually complete the pay calendar entries.

The Calendar Build process does not assign values to Pay Run ID, Accrual Percent, Reverse Accruals, Aggregate ID, Off-Cycle Calendar?, Off-Cycle Ded Override, General Ded Subset ID, Benefit Ded Subset ID, Benefit Deductions Taken, or General Deductions Taken fields on the Pay Calendar Table page. After you run the process, you must enter values for these fields manually. Although some of these fields are optional, you must assign a pay run ID to each calendar entry before you run the payroll.

Manual Pay Calendars

To build a pay calendar manually or to manually complete pay calendar entries for pay calendars that were built automatically, use the Pay Calendar Table page (PAY_CALENDAR_TABLE).

In general, you build stand alone, off-cycle pay calendars manually only to accommodate off-cycle processing, such as adjustments, online checks, or check reversals.

Understanding FLSA Calendars

You must define Fair Labor Standards Act (FLSA) calendars for each pay group in your company that has distinct FLSA periods and FLSA period start dates. You must add the FLSA Calendar ID to the system before you can complete the Pay Group table. The FLSA calendar requirement does not apply for pay groups that are defined as Fixed FLSA Period and have Use Basic Formula selected on the FLSA Period Definition page.

If several pay groups have the same FLSA periods and FLSA period start dates, you can use the same FLSA calendar for all of them.

The same process that creates pay calendars also creates FLSA Calendars.

Follow these steps to create FLSA calendars:

Set up the FLSA calendar on the FLSA Calendar Table page.

Enter the FLSA Calendar ID and specify period length and period start date.
Run the Calendar Build process from the Create Pay Calendars page.

If you did not set up the FLSA calendar before you ran the Calendar Build process, you can use the Create Initial FLSA Cal Period COBOL SQL process (PSPIFLSA) to build FLSA calendars. You can also use this process if pay group FLSA status is updated or changed.
To view the FLSA periods, return to the FLSA Calendar Table page.

Note. The system creates the FLSA calendar for the entire calendar year. The pay calendar dates do not affect the FLSA calendar.

Pages Used to Create Pay Calendars and FLSA Calendars

Page Name	Definition Name	Navigation	Usage
FLSA Calendar Table	FLSA_CALENDAR	Set Up HRMS, Product Related, Payroll for North America, Payroll Processing Controls, FLSA Calendar Table, FLSA Calendar Table	Set up FLSA calendars.
Create FLSA Calendars	RUNCTL_FLSACALPD	Set Up HRMS, Product Related, Payroll for North America, Payroll Processing Controls, Initial FLSA Calendar, Create FLSA Calendars	Run the Create Initial FLSA Cal Period COBOL SQL process (PSPIFLSA), which creates FLSA calendars for existing pay groups and pay calendars.
Create Pay Calendars	RUNCTL_PAY_CAL_BLD	Set Up HRMS, Product Related, Payroll for North America, Payroll Processing Controls, Create Pay Calendars, Create Pay Calendars Set Up HRMS, Product Related, Payroll Interface, Payroll, Create Pay Calendars, Create Pay Calendars	Create pay calendars automatically. (After the pay calendars are built, use the Pay Calendar Table page to manually complete the pay calendar entries.)
Pay Calendar Table	PAY_CALENDAR_TABLE	Payroll for North America, Payroll Processing USA, Create and Load Paysheets, Review Pay Calendars, Pay Calendar Table Payroll for North America, Payroll Processing CAN, Create and Load Paysheets, Review Pay Calendars, Pay Calendar Table Payroll for North America, Payroll Processing USF, Create and Load Paysheets, Review Pay Calendars, Pay Calendar Table Set Up HRMS, Product Related, Payroll for North America, Payroll Processing Controls, Pay Calendar Table, Pay Calendar Table Set Up HRMS, Product Related, Payroll Interface, Payroll, Pay Calendar Table, Pay Calendar Table	Manually build a single pay calendar. Manually complete pay calendar entries for calendars that were created automatically. Review pay calendars.
Payroll Status	GVT_PAY_STATUS_SEC	Click the Federal button on the Pay Calendar Table page.	Indicate whether interfaces have been run and specify periods for Federal Leave Accrual processing.
Pay Confirm Options	PAY_CALENDAR_TBL2	Payroll for North America, Payroll Processing USA, Create and Load Paysheets, Review Pay Calendars, Pay Confirm Options Payroll for North America, Payroll Processing CAN, Create and Load Paysheets, Review Pay Calendars, Pay Confirm Options Payroll for North America, Payroll Processing USF, Create and Load Paysheets, Review Pay Calendars, Pay Confirm Options Set Up HRMS, Product Related, Payroll for North America, Payroll Processing Controls, Pay Calendar Table, Pay Confirm Options Set Up HRMS, Product Related, Payroll Interface, Payroll, Pay Calendar Table, Pay Confirm Options	Select whether to bypass payroll messages during the Pay Confirmation process.
Pay Calendar Report	PRCSRUNCNTL	Set Up HRMS, Product Related, Payroll for North America, Comp/Earnings Table Reports, Pay Calendar, Pay Calendar Report	Generate a report that lists information from the Pay Calendar Table component, which contains the cycles that you create for payroll processing by pay group. Each entry in the table corresponds to a pay period for a pay group.
Open/Close Pay Calendar	RUNCTL_PAY130	Payroll for North America, U.S. Annual Processing, Year-End/New Year Preparation, Open/Close Pay Calendar, Open/Close Pay Calendar	(USA) Reopen a closed pay calendar for the purpose of entering year-end adjustments required after processing the first payroll of the year.
Open/Close Pay Calendar	RUNCTL_130CN	Payroll for North America, Year-End Processing CAN, Year-End/NewYear Preparation, Open/Close Pay Calendar, Open/Close Pay Calendar	(CAN) Reopen a closed pay calendar for the purpose of entering year-end adjustments required after processing the first payroll of the year.

Setting Up FLSA Calendars

Access the FLSA Calendar Table page (Set Up HRMS, Product Related, Payroll for North America, Payroll Processing Controls, FLSA Calendar Table, FLSA Calendar Table).

FLSA Calendar ID

The FLSA Calendar ID that you added or selected in the entry page displays here. Use the FLSA Calendar ID to link an FLSA calendar to a pay group. For example, an FLSA Calendar ID of 14, MON-SUN, would be linked to pay groups whose pay period is 14 days and whose FLSA pay period begins on Monday and ends on Sunday. This ID is then used on the FLSA Period Definition page to associate the FLSA calendar to the pay group.

FLSA Period in Days

Use this field to define the length of the FLSA period for this Calendar ID. The information you enter here is used with the FLSA Period Start Date to determine the FLSA Begin Dates and FLSA End Dates, which display on this page after you've created FLSA calendars.

FLSA Period Start Date

Use this field to define the starting date from which succeeding FLSA periods are set. You should set this field to the earliest start date of any of the pay groups that use this FLSA Calendar ID.

Note. After you create the FLSA calendar using the Calendar Build process, the FLSA Calendar Table page becomes display-only. Each row in the FLSA Dates group box displays the FLSA Begin and End Dates for one FLSA work period. After you create the FLSA calendar and it becomes display-only, you cannot make any changes or corrections.

See Also

Understanding FLSA Calendars

Setting Up for FLSA Calculation

Building Pay Calendars Automatically

Access the Create Pay Calendars page (Set Up HRMS, Product Related, Payroll for North America, Payroll Processing Controls, Create Pay Calendars, Create Pay Calendars).

Note. Use the Create Pay Calendars page to set up and run the Calendar Build process. Once the calendars are built, use the Pay Calendar Table page to assign pay run IDs and other information.

Note. You must set up the calendar year balance ID before creating calendars.

Pay Period End Date	Enter the first pay period end date for the pay calendar. For example, for a semi-monthly payroll for 2009, enter 01/15/2009. To build a pay calendar for a partial calendar year, enter the end date of the pay period where you want the calendar to start. In other words, to start the calendar for the pay period ending on March 15, enter 03/15/2009.
Check Dt Days From Pay End Dt	Enter a value representing the number of days (plus or minus) from the pay period end date to the check issue date. For example, if the pay period end date is January 31 and the check date is February 3, set the number of days to 3. If the pay period end date is January 31 and the check date is January 30, enter -1. Should the check date fall on a holiday or weekend day, the system automatically searches backwards on the calendar to find the first workday before the holiday or weekend day to issue checks.
Pay Periods Per Year	The number of pay periods per year appears. This number depends on the Pay Frequency assigned to the pay group.
Pay Year	(USF) This field appears only for U.S. federal customers. The IRR process requires a pay year. When processing IRRs, the IRR Fiscal Data accumulator identifies all monies that come from the pay year. Enter the pay year to which the pay calendar applies.

(USF) Define Years

This group box appears only for U.S. federal customers.

Calendar Yr Run (calendar year run)	This value is used by federal leave processing on particular leave types for which accrual begins with the calendar year. Of the calendar entries to be created automatically, enter the pay calendar number that identifies which pay period is designated to begin the leave plan calendar year. For example, for a monthly payroll there are twelve pay calendars in a year. January would be the starting point, so enter 1 in this field.
Pay Yr Run (pay year run)	This value is used by federal annual leave accrual processing on leave types for which accrual begins with the pay year. Of the calendar entries to be created automatically, enter the pay calendar number that identifies which pay period is designated to begin the pay year for leave accrual processing.
Fiscal Yr Run (fiscal year run)	This value is used by federal annual leave accrual processing on leave types for which accrual begins with the fiscal year. Of the calendar entries to be created automatically, enter the pay calendar number that identifies which pay period is designated to begin the fiscal year for leave accrual processing.
Leave Yr Run (leave year run)	This value is used by federal annual leave accrual processing only. Of the calendar entries to be created automatically, enter the pay calendar number that identifies which pay period is designated to begin the annual leave year. Note. The leave year begins on the first day of the first full pay period for which the begin and end dates are both within the new year. The leave year ends on the last day of the last pay period ending just before the pay period of the new leave year.

Understanding Pay Calendars

Building Pay Calendars Manually

Access the Pay Calendar Table page (Set Up HRMS, Product Related, Payroll for North America, Payroll Processing Controls, Pay Calendar Table, Pay Calendar Table).

Off-Cycle Calendar?

Select to identify the pay calendar as off-cycle processing. Two types of processing are associated with a pay calendar: on-cycle and off-cycle. On-cycle processing is the normal, scheduled payroll processing for a pay group and pay period. Off-cycle processing is any other payroll activity that deviates from the norm. Typically, off-cycle activity consists of recording manual checks issued during this period, on-demand checks calculated and issued during this period, and reversals processed during this period. This option enables you to run a group of off-cycle checks that are associated with a specific check date which may differ from your on-cycle check date.

Off-Cycle Ded Override (off-cycle deduction override)

For an off-cycle run, select this check box to specify that the Pay Calculation process should use the deduction override process to determine deductions.

If Off-Cycle Calendar is selected and Off-Cycle Ded Override is deselected, then the deduction override evaluation process is bypassed during pay calculation. That means that employee-level benefit or general deduction override will not take effect. This might be useful for an off-cycle bonus run.

Federal

(USF) Click this button to access the Payroll Status page. This button appears only for U.S. federal customers.

Pay Period End Date

The pay period end date appears here. The system uses this date to determine if an employee's pay should be prorated. It also checks this date to see whether a holiday falls within the pay period and determines if the employee is active within that pay period. Therefore, the system knows whether to pay the employee for that day.

The pay calculation program uses these dates to determine which deductions and additional pays to use.

Pay Period Begin Date

Enter the pay period begin date. The system uses this date to determine if an employee's pay should be prorated. It also checks this date to see whether a holiday falls within the pay period and determine if the employee is active within that pay period. Therefore, the system knows whether to pay the employee for that day.

The pay calculation program uses these dates to determine which deductions and additional pays to use.

Pay Run ID

Select a pay run ID. Each payroll batch process must have a pay run ID to determine what pay groups to process. All pay calendar entries with the same pay run ID are processed at the same time. Before you start payroll processing for a pay period, you must assign a pay run ID on this page, and that ID must first be defined on the Pay Run Table page. The Payroll Process cannot run without a pay run ID.

Aggregate ID

(USA) Enter an aggregate ID to indicate aggregate taxation. Entering a value here tells the system to aggregate taxation for the entire pay group.

Normally, you use the aggregate tax method when you must pay employees more than once in a single pay period, such as a temporary staffing agency paying employees for multiple assignments within a weekly pay period. The system aggregates all pay calendars with the same aggregate ID value (including off-cycle payrolls) for the purposes of tax calculations. All wages paid on calendars with the same aggregate ID are combined, then annualized and taxed accordingly.

Note. If you add stand-alone off-cycle calendars to be aggregated together, the pay period end date must be the day after the first confirmed check's pay period end date.

If you enter the same aggregate ID on multiple pay calendars, then for a given employee, each succeeding check (whether off-cycle or on-cycle) calculated under each of these pay calendars is aggregated with all of the already-calculated qualifying checks of the previous pay calendars which were set up using the same aggregate ID.

If a pay calendar has a unique aggregate ID, then for a given employee, succeeding off-cycle and on-cycle checks are aggregated with any already-confirmed qualifying off-cycle checks for that pay calendar.

To aggregate taxation across checks, you must also set up the earnings code with Specified on Paysheet specified as the tax method and you must manually specify Aggregate as the tax method on off-cycle paysheets.

See Aggregate Taxation of Multiple Checks.

Paycheck Issue Date

Select a paycheck issue date. This date appears on the employee's paycheck or advice slip. It determines the Calendar Year, Quarter, and Period for all payroll balances. In addition, the system uses the paycheck issue date to find the appropriate effective-dated entry in the tax tables to use for this pay calculation.

Note. The system updates employee balances (such as taxes, deductions, and earnings) based upon the check date on the pay calendar you are processing with, not the check date on the paysheet or check. These dates are often the same, but not always.

Weeks in this Period

Enter a value to indicate the number of weeks within the payroll cycle. Depending on the state in which your employees are based, you may need to use this field for tax reporting. The number of weeks is based on the number of Wednesdays in the pay period.

Pay Periods Per Year

Enter a value to indicate the number of pay periods per year. When the system calculates deductions, it checks the deduction table, annualizes the amount of each deduction, and then divides the result by the number of pay periods per year.

Example: If you set up a deduction for $100 per month, the system multiplies $100 by 12 to arrive at $1200, and then, for employees paid monthly, divides by 12 to arrive at a deduction of $100 per pay period. For semi-monthly employees, the system divides the deduction by 24.

For weekly and biweekly pay periods, it is not quite so simple. Depending on the day of the week on which the payday falls, there may be 53 (instead of 52) weekly pay periods during a given year; likewise, there may be 27 (instead of 26) biweekly pay periods. To accommodate this situation, in the Pay Periods Per Year field, specify whether the pay calendar you're defining has 26, 27, 52, or 53 Pay Periods Per Year.

The system always annualizes amounts by multiplying by 52, 26, 24, or 12, depending on whether the deduction is weekly, biweekly, semimonthly, or monthly; it de-annualizes by dividing by the number you enter for the number of pay periods per year.

Note. For monthly and semi-monthly pay calendars, the Pay Periods Per Year field is unavailable for entry; the only valid values are 12 and 24.

Balance ID Details

This group box displays the year, quarter, and period applicable to the pay period for each balance ID for which you're maintaining balances.

Accrual Percent

Enter an accrual percent to calculate accrual totals for the general ledger interface. This percentage is typically used to process pay periods that overlap accounting periods or don't correspond to calendar months. For example, if payroll is processed weekly, but general ledger is processed monthly, you may need to make adjustments. If you specify a percent here, that percent of pay for the last pay period of the month is added to accrual amounts for the general ledger Interface. Then, in the first pay period of the following month, you can reverse those accruals by selecting the Reverse Accruals check box and leaving the Accrual Percent field deselected. The system responds by subtracting the accruals from the appropriate amounts in the General Ledger Interface.

Reverse Accruals

Select to reverse accruals added to the General Ledger Interface. The system responds by subtracting the accruals from the appropriate amounts in the General Ledger Interface. However, if you select this check box, you must leave the Accrual Percent field deselected. If the Accrual Percent field is not deselected, you must deselect the Reverse Accruals check box.

Note. The Accrual Percent field and Reverse Accruals check box are not applicable to PeopleSoft Payroll for North America for E&G.

FLSA On-Cycle Pay End Date

Select a pay end date for FLSA off-cycle processing. This field applies only to off-cycle calendars. For on-cycle calendars, this field is unavailable for entry. If the earnings being paid in the off-cycle are subject to FLSA (Affect on FLSA check box on the Earnings Table – General page is not set to None), enter the on-cycle pay end date to which the earnings should be applied. The system uses this date to determine the correct FLSA period.

Benefit Deductions Taken

Select a value to indicate how to take benefit deductions for this pay run. The default value is Deduction.

None: Select this value if you do not want to take benefit deductions.

Deduction: Select this value if you want to use the regular benefit deductions defined on the Deduction Table pages for these employees. This is the default value.

Subset: Select this value if you want to use a specified benefit deduction subset. If you select this value, you must specify the subset ID in the Benefit Ded Subset ID (benefit deduction subset ID) field.

Benefit Ded Subset ID (benefit deduction subset ID)

Specify the subset ID if you selected Subset in Benefit Deductions Taken.

General Deductions Taken

Select a value to indicate how to take general deductions for this pay run. The default value is Deduction.

None: Select this value if you do not want to take general deductions.

Deduction: Select this value if you want to use the regular deductions defined on the Deduction Table pages for these employees. This is the default value.

Subset: Select this value if you want to use a specified general deduction subset. If you select this value, you must specify the subset ID in the General Ded Subset ID (general deduction subset ID) field.

General Ded Subset ID (general deduction subset ID)

Specify the subset ID if you selected Subset in General Deductions Taken.

Pay Period of the Month

Use this option to assign a pay period to the earnings and deductions designated for this calendar entry. When you create paysheets, the system checks if the pay period for additional pay matches the pay period being processed, then adds the additional pay to the paysheet. During Pay Calculation, if the pay period for a deduction matches the pay period being processed, the system takes the deduction from gross pay. Select the corresponding option to specify the pay period of the month you want: First, Second, Third, Fourth, and Fifth.

Reviewing Payroll Milestones

The check boxes across the bottom of the Pay Calendar Table page are unavailable for entry. The system maintains this section, which consists of process indicators, or milestones, that indicate how far along you are in the payroll process for this calendar entry. For example, if you have already created paysheets, completed your final Pay Calculation, and run Pay Confirmation, the system selects several check boxes on the Pay Calendar Table page, representing the steps you have already completed.

The background programs and SQRs maintain these indicators. During payroll processing, the system queries these indicators to verify that you are running the payroll batch processes in the correct order.

Off-Cycle Closed	After an on-cycle payroll is confirmed for the next pay period, the system selects the Off-Cycle Closed check box, and you can no longer run off-cycle payrolls against this calendar. Note. You can use the Open/Close Pay Calendar process (PAY130 or PAY130CN) to open the calendar (deselect the off-cycle closed check box) to process year end adjustments. After the adjustments are processed, run the PAY130 or PAY130CN to close the calendar. This process only opens or closes the last on-cycle calendar of the year.
Payroll Distribution Run	Selected when the non-commitment accounting GL distribution has been run.
GL Interface Run	Selected when the (non-commitment accounting) accounting lines have been created.
CA Payroll Distribution Run (commitment accounting payroll distribution run)	Selected when the commitment accounting GL distribution has been run.
CA GL Interface Run (commitment GL interface run)	Selected when the commitment accounting GL Interface has been run.

Note. You should run the GL interface only after you have completed your on- and off-cycle payrolls for a pay calendar entry. After the GL interface has been run, the system won't allow you to enter any more payroll transactions for that calendar entry. If GL Interface Run or CA GL Interface Run is selected, you cannot rerun the process until resetting the check box. The GL interface check boxes have no effect on processing adjustments for the pay period. You can still run adjustments until the Off-Cycle Closed check box is selected.

You should run your GL Interface only after you have completed your on- and off-cycle payrolls for a pay calendar entry. After the GL Interface has been run, the system won't allow you to enter any more payroll transactions for that calendar entry. If GL interface Run is selected, you cannot rerun the process until resetting the check box and it has no effect on processing adjustments for the pay period. You can still run adjustments until the Off-Cycle Closed check box is selected.

See Also

Creating Deduction Subsets

Working with Checks and Direct Deposit

Reviewing, Adjusting, and Deleting Employee Balances

Defining Deductions

(USF) Reviewing Interface Status and Periods for Federal Leave Accrual Processing

Access the Payroll Status page (click the Federal button on the Pay Calendar Table page).

Payroll Status

Leave Accrual Run

This check box is updated by the Leave Accrual process that you run after payroll is confirmed.

Interface Status

The check boxes in this group box indicate whether the RITS Interface, TSP Interface, or the Treasury Interface has been run for the pay calendar. The system updates these fields.

Pay Year

Pay Year

The IRR process requires a Pay Year. When processing IRRs, the IRR Fiscal Data Accumulator identifies all monies that come from the Pay Year. Enter the pay year to which this pay calendar applies.

Year Indicators

The system completes the first four check boxes based on the run control parameters you enter when you run the Calendar Build process. If you need to change these values, you can manually update the calendar after it is built.

Calendar Year Begins	This check box is used by federal annual leave accrual processing only. If the pay calendar is for a pay period designated to begin the Leave Plan Calendar Year for a particular Leave Type, select this check box.
Leave Year Begins	This check box is used by Federal Annual Leave Accrual processing only. If the pay calendar is for a pay period designated to begin the Annual Leave year, select this check box. Note. The leave year begins on the first day of the first full pay period for which the begin and end dates are both within the new year. The leave year ends on the last day of the last pay period ending just before the pay period of the new leave year.
Pay Year Begins	This check box is used by Federal Annual Leave Accrual processing on Leave Types for which accrual begins with the Pay Year. If the pay calendar is for a pay period designated to begin the Pay Year for Leave Accrual processing, select this check box.
Fiscal Year Begins	This check box is used by Federal Annual Leave Accrual processing on Leave Types for which accrual begins with the Fiscal Year. If the pay calendar is for a pay period designated to begin the Fiscal Year for Leave Accrual processing, select this check box.
Leave Year Ends	This check box is for your information only. It enables you to identify the pay calendar that is intended to represent the leave year end.

Selecting Error Processing Options

Access the Pay Confirm Options page (Set Up HRMS, Product Related, Payroll for North America, Payroll Processing Controls, Pay Calendar Table, Pay Confirm Options).

Off-Cycle Calendar?

If you selected this check box on the Pay Calendar Table page, this check box is selected—if you did not, the check box is deselected.

If you select this option, you must process the pay calculation for the transferred paysheets using the run parameters on the left side of the run control page. If you do not select this option, the system assumes that you are linking the transferred paysheets to an existing off-cycle paysheet that is linked to an on-cycle calendar.

Continue With Errors

Select this check box if you want the payroll process to continue when the system encounters error messages that are defined for the Continue With Errors functionality.

Error Pay End Date

Select an error pay end date that represents the end date of the off-cycle payroll in which you want to correct and pay the employees who are bypassed during the regular pay run. Be sure that you have an off-cycle pay calendar set up for the pay end date that you select.

Reviewing Payroll Messages and Correcting Errors

Short Description	Enter a short description of the pay run. This description appears on various delivered payroll reports (for example, PAY002, the Payroll Register). It also appears on the Run Control when you enter the pay run ID for Paysheet Creation, Payroll Calculation, and Payroll Confirmation.
Company, Pay Group, and Pay Period End Date	The Pay Calendar Data group box displays all the pay calendar entries grouped under the pay run ID. After you enter the pay run IDs on the Pay Calendar table, return to this page to check the pay calendar data assigned to each pay run ID.

FLSA Calendar ID	The FLSA Calendar ID that you added or selected in the entry page displays here. Use the FLSA Calendar ID to link an FLSA calendar to a pay group. For example, an FLSA Calendar ID of 14, MON-SUN, would be linked to pay groups whose pay period is 14 days and whose FLSA pay period begins on Monday and ends on Sunday. This ID is then used on the FLSA Period Definition page to associate the FLSA calendar to the pay group.
FLSA Period in Days	Use this field to define the length of the FLSA period for this Calendar ID. The information you enter here is used with the FLSA Period Start Date to determine the FLSA Begin Dates and FLSA End Dates, which display on this page after you've created FLSA calendars.
FLSA Period Start Date	Use this field to define the starting date from which succeeding FLSA periods are set. You should set this field to the earliest start date of any of the pay groups that use this FLSA Calendar ID.

Off-Cycle Calendar?	Select to identify the pay calendar as off-cycle processing. Two types of processing are associated with a pay calendar: on-cycle and off-cycle. On-cycle processing is the normal, scheduled payroll processing for a pay group and pay period. Off-cycle processing is any other payroll activity that deviates from the norm. Typically, off-cycle activity consists of recording manual checks issued during this period, on-demand checks calculated and issued during this period, and reversals processed during this period. This option enables you to run a group of off-cycle checks that are associated with a specific check date which may differ from your on-cycle check date.
Off-Cycle Ded Override (off-cycle deduction override)	For an off-cycle run, select this check box to specify that the Pay Calculation process should use the deduction override process to determine deductions. If Off-Cycle Calendar is selected and Off-Cycle Ded Override is deselected, then the deduction override evaluation process is bypassed during pay calculation. That means that employee-level benefit or general deduction override will not take effect. This might be useful for an off-cycle bonus run.
Federal	(USF) Click this button to access the Payroll Status page. This button appears only for U.S. federal customers.
Pay Period End Date	The pay period end date appears here. The system uses this date to determine if an employee's pay should be prorated. It also checks this date to see whether a holiday falls within the pay period and determines if the employee is active within that pay period. Therefore, the system knows whether to pay the employee for that day. The pay calculation program uses these dates to determine which deductions and additional pays to use.
Pay Period Begin Date	Enter the pay period begin date. The system uses this date to determine if an employee's pay should be prorated. It also checks this date to see whether a holiday falls within the pay period and determine if the employee is active within that pay period. Therefore, the system knows whether to pay the employee for that day. The pay calculation program uses these dates to determine which deductions and additional pays to use.
Pay Run ID	Select a pay run ID. Each payroll batch process must have a pay run ID to determine what pay groups to process. All pay calendar entries with the same pay run ID are processed at the same time. Before you start payroll processing for a pay period, you must assign a pay run ID on this page, and that ID must first be defined on the Pay Run Table page. The Payroll Process cannot run without a pay run ID.
Aggregate ID	(USA) Enter an aggregate ID to indicate aggregate taxation. Entering a value here tells the system to aggregate taxation for the entire pay group. Normally, you use the aggregate tax method when you must pay employees more than once in a single pay period, such as a temporary staffing agency paying employees for multiple assignments within a weekly pay period. The system aggregates all pay calendars with the same aggregate ID value (including off-cycle payrolls) for the purposes of tax calculations. All wages paid on calendars with the same aggregate ID are combined, then annualized and taxed accordingly. Note. If you add stand-alone off-cycle calendars to be aggregated together, the pay period end date must be the day after the first confirmed check's pay period end date. If you enter the same aggregate ID on multiple pay calendars, then for a given employee, each succeeding check (whether off-cycle or on-cycle) calculated under each of these pay calendars is aggregated with all of the already-calculated qualifying checks of the previous pay calendars which were set up using the same aggregate ID. If a pay calendar has a unique aggregate ID, then for a given employee, succeeding off-cycle and on-cycle checks are aggregated with any already-confirmed qualifying off-cycle checks for that pay calendar. To aggregate taxation across checks, you must also set up the earnings code with Specified on Paysheet specified as the tax method and you must manually specify Aggregate as the tax method on off-cycle paysheets. See Aggregate Taxation of Multiple Checks.
Paycheck Issue Date	Select a paycheck issue date. This date appears on the employee's paycheck or advice slip. It determines the Calendar Year, Quarter, and Period for all payroll balances. In addition, the system uses the paycheck issue date to find the appropriate effective-dated entry in the tax tables to use for this pay calculation. Note. The system updates employee balances (such as taxes, deductions, and earnings) based upon the check date on the pay calendar you are processing with, not the check date on the paysheet or check. These dates are often the same, but not always.
Weeks in this Period	Enter a value to indicate the number of weeks within the payroll cycle. Depending on the state in which your employees are based, you may need to use this field for tax reporting. The number of weeks is based on the number of Wednesdays in the pay period.
Pay Periods Per Year	Enter a value to indicate the number of pay periods per year. When the system calculates deductions, it checks the deduction table, annualizes the amount of each deduction, and then divides the result by the number of pay periods per year. Example: If you set up a deduction for $100 per month, the system multiplies $100 by 12 to arrive at $1200, and then, for employees paid monthly, divides by 12 to arrive at a deduction of $100 per pay period. For semi-monthly employees, the system divides the deduction by 24. For weekly and biweekly pay periods, it is not quite so simple. Depending on the day of the week on which the payday falls, there may be 53 (instead of 52) weekly pay periods during a given year; likewise, there may be 27 (instead of 26) biweekly pay periods. To accommodate this situation, in the Pay Periods Per Year field, specify whether the pay calendar you're defining has 26, 27, 52, or 53 Pay Periods Per Year. The system always annualizes amounts by multiplying by 52, 26, 24, or 12, depending on whether the deduction is weekly, biweekly, semimonthly, or monthly; it de-annualizes by dividing by the number you enter for the number of pay periods per year. Note. For monthly and semi-monthly pay calendars, the Pay Periods Per Year field is unavailable for entry; the only valid values are 12 and 24.
Balance ID Details	This group box displays the year, quarter, and period applicable to the pay period for each balance ID for which you're maintaining balances.
Accrual Percent	Enter an accrual percent to calculate accrual totals for the general ledger interface. This percentage is typically used to process pay periods that overlap accounting periods or don't correspond to calendar months. For example, if payroll is processed weekly, but general ledger is processed monthly, you may need to make adjustments. If you specify a percent here, that percent of pay for the last pay period of the month is added to accrual amounts for the general ledger Interface. Then, in the first pay period of the following month, you can reverse those accruals by selecting the Reverse Accruals check box and leaving the Accrual Percent field deselected. The system responds by subtracting the accruals from the appropriate amounts in the General Ledger Interface.
Reverse Accruals	Select to reverse accruals added to the General Ledger Interface. The system responds by subtracting the accruals from the appropriate amounts in the General Ledger Interface. However, if you select this check box, you must leave the Accrual Percent field deselected. If the Accrual Percent field is not deselected, you must deselect the Reverse Accruals check box. Note. The Accrual Percent field and Reverse Accruals check box are not applicable to PeopleSoft Payroll for North America for E&G.
FLSA On-Cycle Pay End Date	Select a pay end date for FLSA off-cycle processing. This field applies only to off-cycle calendars. For on-cycle calendars, this field is unavailable for entry. If the earnings being paid in the off-cycle are subject to FLSA (Affect on FLSA check box on the Earnings Table – General page is not set to None), enter the on-cycle pay end date to which the earnings should be applied. The system uses this date to determine the correct FLSA period.
Benefit Deductions Taken	Select a value to indicate how to take benefit deductions for this pay run. The default value is Deduction. None: Select this value if you do not want to take benefit deductions. Deduction: Select this value if you want to use the regular benefit deductions defined on the Deduction Table pages for these employees. This is the default value. Subset: Select this value if you want to use a specified benefit deduction subset. If you select this value, you must specify the subset ID in the Benefit Ded Subset ID (benefit deduction subset ID) field.
Benefit Ded Subset ID (benefit deduction subset ID)	Specify the subset ID if you selected Subset in Benefit Deductions Taken.
General Deductions Taken	Select a value to indicate how to take general deductions for this pay run. The default value is Deduction. None: Select this value if you do not want to take general deductions. Deduction: Select this value if you want to use the regular deductions defined on the Deduction Table pages for these employees. This is the default value. Subset: Select this value if you want to use a specified general deduction subset. If you select this value, you must specify the subset ID in the General Ded Subset ID (general deduction subset ID) field.
General Ded Subset ID (general deduction subset ID)	Specify the subset ID if you selected Subset in General Deductions Taken.
Pay Period of the Month	Use this option to assign a pay period to the earnings and deductions designated for this calendar entry. When you create paysheets, the system checks if the pay period for additional pay matches the pay period being processed, then adds the additional pay to the paysheet. During Pay Calculation, if the pay period for a deduction matches the pay period being processed, the system takes the deduction from gross pay. Select the corresponding option to specify the pay period of the month you want: First, Second, Third, Fourth, and Fifth.