4 Setting Up Interim Payments

This chapter contains the following topics:

4.1 Understanding Interim Payment Setup

To ensure that interim payments are processed according to the policies of the organization, you must set up certain items within the Interims Workbench program before you enter and process interims. You can set up date information for each pay cycle in which you want to process interim payments when you create an interim ID. Additionally, you can specify the reports that you want to print during each step of the interim payment process.

4.2 Setting Up the Interims Workbench

This section provides an overview of the Interims Workbench and discusses how to:

  • Set processing options for the Interims Workbench program (P07210I).

  • Create an interim payroll ID.

  • Roll pay period dates forward for an interim ID.

4.2.1 Understanding the Interims Workbench

You use the Interims Workbench program (P07210I) to create interim payroll IDs, then enter and process interim payments for employees in the organization. Interim payments are grouped together using interim payroll IDs. Before you enter and process interims, you must set up the Interims Workbench so that the payments that are created are accurate.

4.2.1.1 Creating an Interim Payroll ID

Before you can enter interim payments, you must create an interim payroll ID that defines header information for the interim payments. Header information includes the associated pay cycle code, country code, date information, and the number of the bank account from which the interim payments will be paid. The system uses this information to create the interim payments that are associated with the interim ID.

The interim payroll ID is a temporary holding area for interim payments that you have not yet processed in a payroll cycle. You do not enter pre-payroll information for an interim payroll ID, nor do you process the Interim ID through a payroll cycle. Instead, you include the interim payments that you enter through the Interim Payment Workbench with payments in a regular payroll ID. To do this, you must select the Merge Interims or Interim Only option within the payroll ID when you process the regular payroll.

Note:

If you are using the Time Entry Interim Generator, you must set up at least one default interim ID. If you do not set up the appropriate default interim IDs, the Time Entry Interim Generator will not function properly. You can set up one default interim ID for each Pay Cycle and Country Code combination that the organization uses. You must also enter a Pay Cycle and Country Code in the Time Entry MBF Processing Options (P050002A) to use the Time Entry Interim Generator. The system uses the default interim ID that is associated with the information in those processing options to create interim records using the Time Entry Interim Generator.

When you create the interim ID, you can determine the method that the system uses to derive payment dates for interim payments that are entered using that ID. The system can derive the date using Master Pay Cycle, or the system can override the Master Pay Cycle dates by using an offset date.

See Creating Interims with the Time Entry Interim Generator.

See "Setting Time Entry Processing Options" in the JD Edwards EnterpriseOne Applications Time and Labor Implemenation Guide.

4.2.1.2 Master Pay Cycle Dates

If you use the dates from Master Pay Cycle, the system automatically populates the date information for the interim ID with the dates from the Master Pay Cycle. These dates are then used when creating interim payments within the interim ID. When you use Master Pay Cycle dates, you must ensure that those dates are updated to reflect the correct pay cycle. You can assign current pay cycle dates using the Roll Dates function from the Interim Payment Workbench, or you can allow the system to automatically roll the pay cycle dates forward when you process the regular payroll cycle. You must set up the processing options for the Payroll Cycle Workbench program (P07210) if you want the system to automatically roll the pay cycle dates during payroll processing.

If you specify that the system automatically rolls the pay cycle dates for the interim IDs forward, you must consider these system features:

  • The system rolls dates forward for all interim IDs that have the same pay frequency as the payroll ID that is processed and that have a payment date that is less than or equal to the payment date of the payroll ID.

    For example, if you are processing a weekly payroll cycle, the system automatically rolls the dates forward for all interim IDs that are set up using a weekly Master Pay Cycle.

  • The system changes the dates of all interim IDs that are rolled to match the dates that are used for the payroll ID.

    This example illustrates how the dates for interim IDs are changed when using this feature:

    • A semi-monthly interim ID is currently set up with work dates from January 1, 2007 through January 15, 2007.

    • The semi-monthly payroll that you are processing is set up to process work dates from January 16, 2007 through January 31, 2007.

      During the final update step of the payroll cycle, the system rolls the dates forward for the payroll ID and for all valid interim IDs, using the dates from the next Master Pay Cycle record associated with the payroll ID. Therefore, the work dates for the payroll ID and for all interim IDs for which the system rolls dates forward would be February 1, 2007 through February 15, 2007. Therefore, you should use this option only if you always want pay cycle dates for interim IDs and payroll IDs to match.

  • The system attaches the user ID of the person that processes the payroll ID to all interim IDs that are rolled.

    Therefore, when you search on interim IDs using the Interim Payment Workbench, you must either enter the user ID of the person that processed payroll or leave the User ID field blank to locate interim IDs.

  • The system only rolls interim ID dates during payroll processing if the Interim Only or Merge Interims options are selected for the payroll ID.

    If you process payroll and do not include interim payments, the system does not roll the dates forward for any interim IDs.

4.2.1.3 Offset Dates

If you choose to override the Master Pay Cycle dates, you must enter an offset number in the Payment Date Offset field. You can enter 0 in this field if you want to use the system date. The system adds the number in this field to the system date to determine the payment date. In addition, you must set the company options for Company 0 (zero) to enable the system to derive payment dates using the offset method. If you use the offset method, the Payment Date and Auto Deposit Date fields are disabled. Also, if you use the offset method, you need not roll dates forward for the interim ID.

See "Setting Up Company Options" in the JD Edwards EnterpriseOne Applications Human Capital Management Fundamentals Implementation Guide.

4.2.2 Forms Used to Set Up the Interims Workbench

Form Name FormID Navigation Usage
Work With Interims Workbench W07210IA Payroll Workbench (G07BUSP11), Interim Payment Workbench Review existing interim payroll IDs, or access revision forms.
Interim Header Entry W07280A Click the Add button on the Work With Interims Workbench form. Create a new interim payroll ID.
Pay Period Constants Revisions W059061B On the Interim Header Entry form, select Master Pay Cycle from the Form menu. Attach a master pay cycle to an interim payroll ID.
Roll Forward Interim ID Dates W07210IG On the Work With Interims Workbench form, select one or more records and select Roll Dates from the Row menu. Roll dates forward for an interim payroll ID.
Reports Setup W072401B On the Work With Interims Workbench form, select a record and from the Row menu select Reports, and then Setup Reports. Set up reports for an interim payroll ID.

4.2.3 Setting Processing Options for the Interims Workbench program (P07210I)

Set these processing options before you work with interim payments.

4.2.3.1 Defaults

Use these processing options to specify the default information that is used to create interim payments.

1. Pay Advances PDBA Code

Specify the PDBA code that the system uses to create deductions when an advance interim payment is created. The PDBA that you enter must have a Y in the Declining Balance field in order for advances to calculate correctly. If you leave this option blank, the system uses PDBA code 9000.

2. Gross Up Pay Type

Specify the default pay type that the system uses when calculating interim payments for gross up calculations. If you leave this option blank, the system uses Pay Type 1.

3. Reports Setup Model

Specify the report model that the system uses when processing interim payments. Using the report model, you can set up reports to print during each step of the interim payment process. If you leave this option blank, the default is MODEL.

4.2.3.2 Process

Use these processing options to specify how interim payments are processed and whether the system produces a tax report when the interim payments are processed.

1. Mode

Specify the method that the system uses to calculate interim payments. If you use interactive processing, the system performs all interim payment calculations when you click the OK button during interim payment entry. If you use batch processing, you must complete an additional step to enable the system to perform interim payment calculations for all payments that are included in a specified interim ID. If you enter a large number of interim payments, you might want to use the batch method, because it might shorten processing time. Values are:

Blank: Interactive processing.

1: Batch processing.

2. Print Before/After Tax Report

Specify whether the system prints the Vertex Before/After Tax report for each interim payment, or batch of interim payments, that is processed. Values are:

Blank: Do not print.

1: Print.

3. Reset Calculations

Specify how you want the Reset Calculations to work. If you want the Reset Calculations to reset all interim payments regardless if they have been printed or not, leave this option blank. If you want only the interim payments that have not been printed to be reset, enter a 1 in this option. If you choose to only reset payments where no checks have been printed, you can reset the checks first and then perform the Reset Calculations. Values are:

Blank: Reset all payments.

1: Reset only payments with no checks printed.

4. Jurisdiction Interaction Treatments

Specify the way in which the system should use Jurisdictional Interaction Treatment (JIT) to calculate work tax. Values are:

Blank: If a formal reciprocal agreement exists, the system assumes that the Nonresident Certificate has not been filed and calculates the work tax. The system passes the blank value of JIT into the Vertex tax engine for both work and resident states.

1: The system does not calculate work tax for nonresident employees who worked in a state with a formal reciprocation agreement with their state of residence. The system passes the value of JIT as 1 into the Vertex tax engine for both work and resident states.

4.2.3.3 Versions

Use these processing options to indicate the versions that are used during interim payment processing.

1. Time Entry Version (P050002A)

Specify the version of the Time Entry Master Business Function (P050002A) that the system uses when an interim payment is added. If you leave this option blank, the system uses version ZJDE0001.

4.2.3.4 Print

1. Print Overtime Retro Pay detail on paystub

Specify whether to print retro-pay detail on the paystub. Values are:

Blank or 0: Do not print retro-pay detail on the paystub.

1: Print retro-pay detail on the paystub.

2. Hide Paycheck Transparency Weekly Detail Stub Lines (Release 9.2 Update)

Specify whether to display or hide the Paycheck Transparency weekly detail stub lines when the paystub is reviewed on the Employee Pay Stub Detail (P07352) application. Values are:

Blank: Display the Paycheck Transparency weekly detail stub lines.

1: Do not display the Paycheck Transparency weekly detail stub lines.

4.2.4 Creating an Interim Payroll ID

Access the Interim Header Entry form.

Country Code

Enter the user-defined code (UDC) list 00/CN that indicates the country in which the employee resides.

Bank Account Number

Enter the number of the bank account (general ledger account) to be updated automatically when receipts or disbursements are entered. The bank account number is assumed to be the same for every document in a batch. Therefore, it is not cleared from entry to entry. However, if you leave the bank account number blank, the system retrieves a default bank account number from the Automatic Accounting Instructions file (F0012), item number RB for Accounts Receivable and PB for Accounts Payable.

DBA Bypass Flag (deduction, benefit, and accrual bypass flag)

Enter the code that specifies whether the system processes a DBA during the interim payroll cycle.

You can enter this code in any of these places:

When you set up the DBA, to specify whether the system processes it with interim payments.

During pre-payroll processing, to specify whether the system processes the DBA in the current payroll cycle.

When you enter an interim payment, to specify that the system does not calculate DBAs for the interim payment.

Processing Flag (Release 9.2 Update)

Enter a value from UDC 07/WT that determines whether paycheck transparency is turned on or off during pre-payroll and interim payment processing. It also determines how paycheck transparency processing should be applied to both non-exempt and exempt employees when the feature is turned on. Valid values are:

Blank: Paycheck Transparency off

1: Print for all employees

2: FLSA Non-Exempt, Exempt Status

3: FLSA Non-Exempt, No Status

Discretionary Tax (Release 9.2 Update)

Select this check box to specify whether the system calculates the additional flat tax type. When checked, the system calculates any additional tax withholding marked with an Additional Flat Tax Type as D - Discretionary, and adds it to the tax withholding if the wages support the addition.

Note:

The system calculates the Additional Flat Tax Type A - Add to Tax irrespective of the selection in the check box.
Source Business Unit (Release 9.2 Update)

Enter a value from UDC 07/SK to control the business unit from the Timecard Detail (F06116) record that is to be used to determine whether the business unit has been defined as certified. Valid values are:

Blank/Default: Chargeout Business Unit (MCUO)

1: Work Business Unit (MCU)

2: Home Business Unit (HMCU)

Certified Category Code (Release 9.2 Update)

Enter a value that represents the Business Unit Master (F0006) Category Code (RP01 - RP50) data item that identifies a business unit as certified. Enter a value between RP01 and RP50, such as RP05.

Certified Category Code Value (Release 9.2 Update)

Enter a value that represents the Business Unit Master (F0006) Category Code (RP01 - RP50) data item that identifies a business unit as certified. Enter a value between RP01 and RP50, such as RP05.

Custom Line Detail Level (Release 9.2 Update)

Enter a value from UDC 07/DL that determines the level of detail to be shown on Paycheck Transparency custom stub lines. Valid values are:

Blank/Default: Display full detail (hours, rate and gross pay are all shown)

1: Display hours only (rate and gross pay are not shown)

Certified Jobs Only (Release 9.2 Update)

Select this check box to control whether all jobs or only certified jobs are processed when the Paycheck Transparency processing is turned on. If you check this box, the system prints weekly totals for certified jobs only, and if you leave it unchecked, the system prints weekly totals for all jobs.

Note:

You can specify a job as certified by entering a 'Y' in the Certified Job (CERT) field on the Business Units Constants Revisions form within the Business Unit Constants program (P059051A).

Additionally, you can specify a job as certified by entering a particular value in one of the Category Code (PR01 - PR50) fields on the Business Unit Master (F0006) record.

W (weekly)

Enter the number of the pay period, within the month, for employees who are paid weekly. This field is used in conjunction with the Pay Period to Calculate field on the DBA Setup form to determine which deductions, benefits, and accruals the system will calculate during the current payroll cycle.

B (biweekly)

Enter the number of the pay period, within the month, for employees who are paid biweekly. The system uses this value and the Pay Period to Calculate, from the DBA Setup form, to determine which deductions, benefits, and accruals to calculate during the current payroll cycle.

S (semimonthly)

Enter the number of the pay period, within the month, for employees paid semimonthly. The system uses this value and the Pay Period to Calculate, from the DBA Setup form, to determine which deductions, benefits, and accruals to calculate for the current payroll processing cycle.

M, O (month, other)

Enter the number of the pay period within the month, for employees who are paid monthly. This field is used in conjunction with the Pay Period to Calculate field on the DBA Setup form to determine which deductions, benefits, and accruals are to be calculated during this payroll cycle.

Use this Interim ID as default

Click to identify an Interim ID as the default. You can set up one default interim ID for each Pay Cycle and Country Code combination that the organization uses. You must set up at least one default Interim ID if you generate interim payments using the Time Entry Interim Generator.

Note:

For the Time Entry Interim Generator to function properly, you must set up a default interim ID and you must complete the processing options for the Time Entry Master Business Function (P050002A). If the default interim ID and the Master Business Function processing options are set up correctly, the default interim ID is displayed on the time entry form that you use to generate interim payments using the Time Entry Interim Generator.
Payment Date Offset

Enter the number of days added to the system date when the system is set to automatically calculate the payment date. This field is enabled only if you have set the company options to use offset dates.

Auto Deposit Override (Release 9.2 Update)

Enter the code that specifies whether to override auto-deposits. A Y turns off auto-deposits for all employees in this pre-payroll processing version and prints checks instead of automatic deposit advice slips. This field lets you override auto-deposit instructions in one place instead of changing auto deposit instructions individually for each employee in the version. Values are:

Y: Yes, override auto-deposit instructions. Use this code for regular payment processing.

N: No, do not override auto-deposit instructions.

P: Override auto-deposit instructions during interim payment processing.

R: Pay using the remainder account.

4.2.5 Rolling Pay Period Dates Forward for an Interim ID

Access the Roll Forward Interim ID Dates form.

4.3 Setting Up Reports for an Interim ID

This section provides an overview of interim reports, and discusses how to set up reports for an interim ID.

4.3.1 Understanding Interim Reports Setup

When you process interim payments, you can use the Interims Workbench to produce reports about those payments. Most of the reports that are available during a regular payroll cycle can be produced for interim payments using the Interims Workbench.

When you set up reports for an interim ID, you select only the reports that are necessary for the interim payments. It is likely that you will not want to set up all of the reports that you create during regular payroll cycles, as you must process interim payments through a regular payroll cycle in order to update payroll history. However, it is recommended that, at a minimum, you produce the reports that enable you to verify the accuracy of the interim payments before you disburse them to employees.

4.3.2 Forms Used to Set Up Reports for an Interim ID

Form Name FormID Navigation Usage
Work With Interims Workbench W07210IA Payroll Workbench (G07BUSP11), Interim Payment Workbench Review existing interim payroll IDs, or access revision forms.
Reports Setup W072401B On the Work With Interims Workbench form, select a record and from the Row menu select Reports, and then select Setup Reports. Set up reports for an interim payroll ID.
Reports Model W072401A On the Reports Setup form, select a blank line and then select Reports Model from the Form menu.

On the Reports Model form, in the detail area, select each report that you want to process for the interim payroll ID, and click Select.

Select reports to process for an interim payroll ID.

4.3.3 Setting Up Reports for an Interim ID

Access the Reports Setup form.

See Setting Up Pay Cycle Reports.