17 Process Rollovers
This chapter contains these topics:
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Section 17.2, "Processing Fiscal or Anniversary Rollovers During Pre-Payroll,"
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Section 17.3, "Processing Rollovers Between Payroll Cycles,"
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Section 17.4, "Reviewing Fiscal or Anniversary Rollover Reports."
17.1 Processing Rollovers
Processing rollovers includes:
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Processing Fiscal or Anniversary Rollovers During Pre-Payroll
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Processing Rollovers Between Payroll Cycles
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Reviewing Fiscal or Anniversary Rollover Reports
You use different versions of the same programs to process all types of rollovers. The Payroll system provides different versions that you can use to process each type of rollover. The rollover versions correspond to the following tables:
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Year End Payroll Month Rollover program version uses the Payroll Month PDBA Summary History table (F06146)
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Year End Calendar Month Rollover program version uses the Calendar Month DBA Summary History (F06145)
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Fiscal or Anniversary Rollover program version uses the Fiscal/Anniversary Year History (F06147)
Use the Year-End Calendar Month Rollover and Year-End Payroll Month Rollover versions to process DBAs that roll over balances at the end of the standard year. You should run these versions after you process the last payroll of the year. These programs use the previous year's DBA balances to create beginning balances for the new year.
Standard year balances are contained in two tables:
In some cases, you might want to roll over DBA balances at times other than at the end of the calendar year. For example, you might want to roll over vacation accrual balances on employees' hire dates. Use the Fiscal or Anniversary Rollover version to process DBAs that are set up to roll over balances at times other than the end of the standard year, as follows:
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If you have DBAs that roll over balances at the end of the fiscal year, you should run the rollover program before you process the payroll cycle that includes the first day of the new fiscal year.
For DBAs that roll over balances at the end of a fiscal year, the date on which you run the rollover program is the same for all employees.
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If you have DBAs that roll over balances on anniversary dates, you should run the rollover program at least once per pay period to ensure that each employee's balance is rolled over at the appropriate time.
For DBAs that roll over balances on anniversary dates, the date on which you run the rollover program varies for each employee. The rollover program rolls over balances for only those employees whose anniversary dates are included in the next payroll cycle.
Fiscal and anniversary balances are contained in only the Fiscal and Anniversary Year History table (F06147).
You can set up your system to roll over fiscal and anniversary history by either pay period ending date or check date. The rollover program uses the dates that you set up in your master pay cycles to determine which employees' DBA balances to roll over. When you process the rollover during pre-payroll, the program uses the master pay cycle dates for the next payroll. When you process the rollover between payroll cycles, you must use the processing options to specify the appropriate master pay cycle dates.
The system uses the following information to determine when to roll over the fiscal or anniversary balances for a PDBA:
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When the beginning work date for the next payroll cycle is greater than the end of the fiscal or anniversary year, the system rolls over fiscal and anniversary history for DBAs that are stored by period ending date.
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When the check date for the next payroll cycle is greater than the end of the fiscal or anniversary year, the system rolls over fiscal and anniversary history for DBAs that are stored by check date.
17.1.1 Example: Timing Fiscal or Anniversary Rollovers by Pay Period End Date
Assume the following:
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You have set up a vacation accrual to roll over on the original hire date.
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Your fiscal and anniversary history is stored by pay period ending date.
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You have an employee whose original hire date is 03/05/16.
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Your 2017 master pay cycles for March include:
The beginning work date for the next payroll cycle, March 15, is greater than the end of the employee's anniversary year, March 4. Therefore, the rollover must be completed in the payroll cycle with the pay period ending date of March 14, 2017. Therefore, the following happens:
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If you request the rollover program in pre-payroll, the system processes the rollover for this employee in the payroll cycle with the pay period ending date of March 14, 2017.
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If you request the rollover program from the menu, you should process it after the payroll cycle with the pay period ending date of March 14, 2017 and before you begin the next payroll cycle.
17.1.2 Example: Timing Fiscal or Anniversary Rollovers by Check Date
Assume the following:
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You have set up a vacation accrual to roll over on the date pay starts.
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Your fiscal and anniversary history is stored by check date.
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An employee's date pay starts is 03/18/16.
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Your 2017 master pay cycles for March include:
| Payroll Number | Pay Period Ending Date | Check Date |
|---|---|---|
| 5 | 02/28/17 | 03/06/17 |
| 6 | 03/14/17 | 03/20/17 |
The check date for the next payroll cycle, March 20, is greater than the end of the employee's anniversary year, March 17. Therefore, the rollover must be completed in the pay period with the check date of 3/06/17. Therefore, the following happens:
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If you request the rollover program in pre-payroll, the system processes the rollover for this employee in the payroll ending February 28, 2017.
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If you request the rollover program from the menu, you should process it after the payroll with the pay period ending date of February 28, 2017 and before you begin the next payroll cycle.
17.1.3 Before You Begin
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Set up your DBAs with rollover information. See Section 16.1, "Entering Rollover Information for a DBA."
17.1.4 What You Should Know About
| Topic | Description |
|---|---|
| Reviewing history information | You can use online review programs to review benefit and accrual history and year-to-date balances for fiscal and anniversary history.
See Review Transaction History in the JD Edwards World Time Accounting Guide for information about fiscal and anniversary history. See Reviewing Other Payroll History in the JD Edwards World U.S. Payroll I Guide for information about benefit and accrual history. |
| Storing pay cycles that cross years | When a pay cycle crosses into the next year and its history is stored by pay period end date (PPED), the system prorates the amount to both years during pre-payroll processing.
The system creates two records in the DBA Transaction Detail table (F0609):
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17.2 Processing Fiscal or Anniversary Rollovers During Pre-Payroll
From Payroll Master (G07), choose Pay Cycle Processing
From Pay Cycle Processing (G0713), choose Pre-Payroll Processing
You can set up a rollover program version to run during pre-payroll processing, for the following reasons:
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To simplify rollover processing
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To ensure that the system rolls over all DBA balances at the appropriate times
Running this program during pre-payroll could increase pre-payroll processing time. Therefore, you might prefer to process rollovers between payroll cycles.
When you run the rollover program during pre-payroll, the system processes only those employees included in the payroll. If there are any errors, you can re-run pre-payroll. You cannot process standard year-end rollovers during pre-payroll. You must roll these over between payroll cycles at year end.
Each time you run the rollover program during pre-payroll processing, the system creates the Fiscal or Anniversary Rollover report. It also creates the Fiscal or Anniversary Rollover Error report if errors occur during rollover processing.
To process fiscal or anniversary rollovers during pre-payroll
On the First Pre-Payroll Processing form
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Complete the following field:
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Payroll ID
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On the second Pre-Payroll Processing form, enter a version in the following field:
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Fiscal and Anniversary Rollover
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Complete the steps to process pre-payroll.
17.3 Processing Rollovers Between Payroll Cycles
From Payroll Master (G07), choose Pay Cycle Processing
From Pay Cycle Processing (G0713), choose Fiscal or Year-End Rollover
You can run the rollover program between payroll cycles for standard, fiscal, or anniversary rollovers. For example, if you process pre-payroll for a large group of employees, it might be too time-consuming to run the fiscal or anniversary rollover program during pre-payroll. When you run the rollover program from a menu selection between payroll cycles, you can select specific employees to process and run the program in either proof or update mode.
When you process fiscal or anniversary rollovers between payroll cycles, you use a processing option to specify the master pay cycle the system uses to determine which employees' balances to roll over. Each time you run the rollover program, the system creates a rollover report. It also creates an error report if errors occurred during rollover processing.
See Also:
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The current Year-End Processing Guide.
17.4 Reviewing Fiscal or Anniversary Rollover Reports
When you run the Fiscal or Anniversary Rollover version, the system creates the following reports:
| Report | Description |
|---|---|
| Fiscal or Anniversary Rollover report | This report lists the employees whose DBA balances rolled over. |
| Fiscal or Anniversary Rollover Error report | The system creates this report only when it is unable to roll over a DBA balance for one or more employees. |
After you process fiscal and anniversary rollovers, you should review the rollover reports to verify that the appropriate balances rolled over correctly. You must correct the errors listed on the error report before the system can roll over these employees' balances.
The Fiscal or Anniversary Rollover Error report might contain the following error codes:
| Code | Description |
|---|---|
| 4239 | Invalid date for the DBA's fiscal or anniversary date type. |
| 4240 | The system could not calculate the employee's months of service. |
| 4241 | The system could not find the rollover limit. |
| 4242 | The rollover amount is negative. |
| 4243 | You must enter a valid check date and pay cycle code in the processing options. |
| 4244 | The pay cycle for both the prior and the next pay periods must exist in master pay cycles. |
To see a detailed cause and resolution explanation of an error message, enter the 4-digit message number on the Data Dictionary form.
17.4.1 What You Should Know About
Figure 17-1 Fiscal/Anniversary Rollover report
Description of ''Figure 17-1 Fiscal/Anniversary Rollover report''
Figure 17-2 Fiscal/Anniversary Rollover Error Report
Description of ''Figure 17-2 Fiscal/Anniversary Rollover Error Report''