10 Creating Employee Assignments

This chapter contains the following topics:

10.1 Understanding Employee Assignments

Companies that hire many different people to perform a wide range of tasks for different departments, and companies that have divergent payment arrangements-both need the ability to create flexible work assignments and payment arrangements that are beyond the capability of many time entry and payroll systems. For example, one employee might work on different assignments for different companies during the same pay period. When you activate employee assignment to work with the JD Edwards EnterpriseOne Time and Labor system, factors that are assignment-specific, such as pay and billing rates, Workers Compensation, and tax basis are used to create employee timecard records.

Regardless of whether companies require the complexity to accommodate employees who work on multiple assignments in the same pay period, companies can benefit from the ability to use templates to automatically enter a variety of time entry information collected from an employee's assignment.

10.2 Prerequisites

Before you enter new employee assignments and generate new time entry templates, you need to set up information in the software to enable and automate the process. You must set the employee assignment processing options in the Time Entry MBF program (P050002A). The processing options that are specific to employee assignment are located on the Pay Rates tab and the Processing tabs. You must also set up default cross-references for pay types.

Set up overtime rules in UDC 07/OR.

See Setting Time Entry Processing Options.

10.3 Setting Up Default Pay Type Cross-References

When you use the employee assignment program to create time entry templates, you specify the payment method that you are using by specifying one of these payment methods on the Basic tab of the Time Entry Template form:

  • Pay Basis

  • Pay Type

If you specify Pay Basis, then you need to use the EE Assignment Default Pay Types program (P0716704) to create cross-reference records in the Employee Assignment Default Pay Type table (F0716704) that the system uses when it processes time entry. If you specify the Pay Type option instead of the Pay Basis option on the time entry template form, then you do not need to use this setup procedure.

These pay bases currently exist in UDC 07/AB:

  • HR (Hourly)

  • LS (Lump Sum)

  • SAL (Salary)

You can create additional pay bases as required to meet the needs of the organization. These pay bases are available options that you can select when you complete the TE Template form in the EE Assignment program (P0716701). Choosing one of these options determines the pay basis for an employee assignment.

10.3.1 Forms Used to Set Up Default Pay Type Cross-References

Form Name FormID Navigation Usage
Work With EE Assignment Default Pay Types W0716704A Employee Assignment (G05EA10), EE Assignment Default Pay Type Access the EE Assignment Default Pay Types form.
EE Assignment Default Pay Types W0716704B Click Add on Work With EE Assignment Default Pay Types. Set up default pay type cross-references.

10.3.2 Setting Up Default Pay Type Cross-References

Access the EE Assignment Default Pay Types form.

Pay Basis

Enter a UDC Code (07/AB) to indicate the pay basis of an assignment (hourly, salary, piece rate, and so forth.)

PDBA Code (pay type, deduction, benefit, and accrual code)

Enter a code that defines the type of pay, deduction, benefit, or accrual.

Pay types are numbered from 1 to 999. Deductions and benefits are numbered from 1000 to 9999.

Explanation

Enter a description, remark, explanation, name, or address.

10.4 Creating Employee Assignments

This section provides an overview of the employee assignment creation process, and discusses how to:

  • Set processing options for the EE Assignment program.

  • Create employee assignments.

  • Define timecard templates for employee assignments.

  • Add a job description to an employee assignment.

  • Set up third-party payment information.

10.4.1 Understanding Employee Assignment Creation

You can use the EE Assignment program (P0716701) to create employee assignments and to define time entry templates for each assignment. This assignment approach enables a human resources administrator to create flexible employee assignments that are specific to a range of work assignments that use various billing rates, recharge arrangements, and so on. After all assignment and time entry template information is complete, the administrator can use a batch process to automatically generate semi-complete timecards that contain assignment-specific information. After you create these templates, you can use the Speed Time Entry program (P051121) to locate the timecards by batch number, and complete them with information that is specific to the pay period, such as the number of hours worked.

To use the employee assignment process, you must:

  • Create employee assignments.

  • Define time entry templates for each assignment.

To begin, you must create an employee assignment record. After you create the assignment, you can define the time entry template that is associated with each assignment. When you define the time entry template, you specify the information that you want to include on all timecards that are created for that assignment, including the job description, pay rates, and billing rates.

When the system processes employee assignment information in Service Billing, the job description is printed as an explanation on the bill.

When you define a time entry template for an assignment, you must set up at least one pay rate for regular pay. The system automatically enters this rate on all timecards that are associated with the specified assignment. For example, you might set up an assignment that pays employees 10 USD per hour for regular time, and 15 USD for overtime. When you enter this information on the assignment, the system automatically uses these rates to create the employee's timecards. You must, at minimum, enter a pay rate for regular pay; however, you can set up rates for additional pay types, such as overtime, double-time, or holiday pay.

You might also need to enter billing rate information for the assignment. If you have set up the system to derive billing rates using a markup table, or if you are not creating billing records for the assignment, you can leave the billing rate blank. However, if you are not using a markup table, you must set up a billing rate if you want to create billing records for the time associated with an assignment.

If a job description is not entered and pay rate information is not set up, the system does not create an assignment record.

The employee assignment number that the system creates for each record is a unique, system-assigned number generated from the next numbers feature of the software. This number is not accessible for manual changes.

On the T/E Template form, the fields on the series of tabs provide an opportunity for you to temporarily override, but not permanently overwrite, information in the F060116 table. For example, if you have set up the employee as part of Home Company 100 in the F060116, but want to pay the employee under Home Company 50 for a specified assignment, you can override the Home Company at the assignment level. If you want to use the information from the F060116 table when creating timecards for the assignment, you do not need to enter values.

The tables that the system uses when you are setting up time entry templates with the employee assignment program are:

  • F060116

  • F0716701

  • F48311

After you create employee assignments and define time entry templates for those assignments, you might find that you want to change the information. For example, if an employee continues to work in a specified assignment, but receives a pay rate increase, you can update the existing assignment and template information, rather than creating a new assignment with updated information.

10.4.1.1 Calculating Overtime for Employee Assignments

If you need to calculate overtime differently for different assignment records, you can use the Timecard Automation module to perform the calculations. First, you must set up an overtime rule and enter that rule in UDC 07/OR before you create employee assignments. You then enter the overtime rule on each assignment. After you create timecard templates, you can process the timecards through the Timecard Automation module to calculate the correct overtime amounts for the timecards. When you process the overtime rule, you must enter the overtime rule code in the data selection criteria to ensure that only the timecards that are associated with the assignment records which use that overtime rule are processed.

Alternatively, you can create an employee group, using the overtime rule as the data selection criterion when you create the group. After the employee group exists, you apply a specific overtime rule to the group. For example, assume that the company pays union employees at an overtime rate that is different from nonunion employees. To satisfy this distinction, you can create and assign overtime rule code 555 to union employee assignments. You then create an employee group, based on overtime rule code 555, and apply the overtime rule to this group.

Nonunion employees might receive a different overtime rate, so you apply a different overtime rule to those employees by including them in a separate group with its own overtime rule. Although this UDC is specific to Employee Assignment, you can use this feature to separate employees or employee groups for overtime processing when you create employee assignments.

Important:

If you use the employee group method to calculate overtime rules for timecards that are created using the Employee Assignment module, be aware that the system calculates all of the timecards for a single employee using the same overtime rule. For example, if an employee is included in an employee group that is associated with overtime rule 555, all of the timecards for that employee are processed using overtime rule 555.

Therefore, if you want some of the employee's timecards to be processed using overtime rule 555, and other timecards to be processed using overtime rule 777, you cannot use the employee group method to process overtime rules.

10.4.2 Forms Used to Create Employee Assignments

Form Name FormID Navigation Usage
Work With EE Assignment W0716701A Employee Assignment (G05EA10), Employee Assignment. Review the processing options, and then click OK Select an existing assignment for revision, or access the EE Assignment form.
EE Assignment W0716701B Click Add on Work With EE Assignment. Create an employee assignment.
TE Template W0716701C Click Find on Work With EE Assignment.

Select an assignment record and then select TE Template (Time Entry Template) from the Row menu.

Define time entry templates for employee assignments.
EE Assignment Job Description W0716703B Select Job Desc from the Form menu on TE Template. Add job description information to an employee assignment.
EE Assignment Pay/Bill Rates W0716702B Select Pay Rates from the Form menu on TE Template. Add rates to the timecard template that the system uses when processing a payment to a contracting entity.

10.4.3 Setting Processing Options for the EE Assignment Program (P0716701)

Processing options enable you to specify the default processing for programs and reports.

10.4.3.1 Defaults/Basic

1. Pay Basis

Specify the Pay Basis.

2. Pay Type

Specify the pay type.

3. Overtime Rule

Specify which overtime rule to apply to the timecard record when the timecard automation process is used; UDC code (07/OR)

4. Recharge Code

Specify whether the Recharge processing option for the Payroll Journal Entry program is used for the employee time; UDC code (07/RC). This value is assigned to the Record Type (RCCD) in time entry. Values are:

1: Payroll Processing Only.

2: Payroll and Recharge Processing.

3: Recharge Processing Only (no effect on the employee wages).

5. Daily Time Entry Required

Specify a value that indicates whether daily time entry records are required. If this value is blank or zero, then only one time entry record is required per pay period. Values are:

0 or Blank: Only one time entry record is required per pay period.

1: Daily time entry records are required.

10.4.3.2 Defaults/Cat Codes P/R

1. Category Codes - Payroll1 through 4. Category Codes - Payroll4

Specify category codes for Payroll 1, Payroll 2, Payroll 3, and Payroll 4.

10.4.3.3 Defaults/Subledger

1. Subledger - G/L (subledger - general ledger)

Specify a value for Subledger - G/L.

2. Subledger Type

Specify the Subledger Type.

10.4.3.4 Manufacturing

1. Manufacturing (future use)

Specify a manufacturing value.

10.4.3.5 Recharge

1. Enable Multicurrency Functionality (future use)

Specify whether to enable multicurrency functionality. Values are:

0: Do not enable.

1: Enable.

2. Recharge Mode

Specify which amount, for recharge records, is the fixed amount and is not susceptible to currency fluctuations. Values are:

0: The amount in the home business unit currency is the fixed amount.

1: The amount in the recharge job currency is the fixed amount.

Note:

This code does not apply to other payroll records. For example, for document type T2, the home business unit currency is the fixed amount.

10.4.4 Creating Employee Assignments

Access the EE Assignment form.

Description Line 2

Enter a second, 30-character description, remark, or explanation.

If a work order or a charge out business unit exists for the assignment, leave this field blank.

Order Number

Enter a number that identifies an original document. This document can be a voucher, a sales order, an invoice, unapplied cash, a journal entry, and so on.

If a chargeout business unit exists for the assignment, leave this field blank. You can use either a work order number or a chargeout business unit to identify the employee assignment, but not both.

The Order Number is not transferred to the timecard when time entry templates are created, as the timecard does not have a Work Order field. This field is for informational purposes only. Additionally, If the work assignment is outside the employee business unit, the work order normally includes the business unit to which the work is billed.

Chargeout Business Unit

Enter a value that represents the location in which the employee worked. You can use this value to specify that an employee worked at this location but charged the time to a different business unit. This value is used for deriving rates from the Union Pay Rate table and is used exclusively by the Certified Payroll Register.

If a work order exists for the assignment, leave this field blank. You can use either a work order number or a chargeout business unit to identify the employee assignment, but not both.

A value in this field overrides the rates that are set up in the F069126 if the table is set up by job or business unit.

The value that you enter in this field overrides the Job Location field on the timecard when you generate timecard templates.

Operations Sequence Number

Enter a number that is used to indicate an order of succession.

In routing instructions, a number that sequences the fabrication or assembly steps in the manufacture of an item. You can track costs and charge time by operation.

In bills of material, a number that designates the routing step in the fabrication or assembly process that requires a specified component part. You define the operation sequence after you create the routing instructions for the item. The JD Edwards EnterpriseOne Shop Floor Management system uses this number in the backflush and preflush by operation process.

In engineering change orders, a number that sequences the assembly steps for the engineering change.

For repetitive manufacturing, a number that identifies the sequence in which an item is scheduled to be produced.

Skip To fields enable you to enter an operation sequence that you want to begin the display of information.

You can use decimals to add steps between existing steps. For example, use 12.5 to add a step between steps 12 and 13.

Type Operation Code

Enter a UDC (30/OT) that indicates the type of operation. Values include:

A: Alternate routing

TT: Travel time

IT: Idle time

T: Text

Copy WO or Chargeout BU description to Task Description (copy work order or chargeout business unit description to task description)

Enter an option that specifies the type of processing for an event. If you enter an existing work order number or chargeout business unit, check this option if you want the system to populate the Description field.

Employee Identification

Enter the employee number, TAX ID, or Alternate number, depending on the employee number mode that is set up in the Payroll Constants for company 00000.

Scheduled Start Date

Enter the calendar date that an employee assignment activity is scheduled to begin.

Scheduled End Date

Enter the calendar date that an employee assignment activity is scheduled to end.

Scheduled Start Time (HH/MM/SS)

Enter the time of day that an employee assignment activity is scheduled to begin.

Scheduled End Time (HH/MM/SS)

Enter the time of day that an employee assignment activity is scheduled to end.

Assigned Hours

Enter a number that indicates the hours that have been assigned to this task.

Assignment Percentage

Enter a percentage that indicates the proportion of a resource's time that will be allocated to the task.

Date Assigned

Enter the date the person responsible for the work order receives the work order.

10.4.5 Defining Time Entry Templates for Employee Assignments

Access the TE Template form.

Pay Basis

Enter a code that identifies the pay basis. An error results if you enter values in both the Pay Basis and Pay Type fields. The employee assignment must be based on either the employee pay basis or pay type.

Overtime Rule

Enter a UDC code (07/OR) that indicates which overtime rule to apply to the timecard record when the timecard automation process is used.

Complete this field only if you are using timecard automation to calculate overtime rates. Also note that the overtime rate process is not automatically launched if you complete this field. You must process overtime rule information using the Timecard Automation module.

Recharge Code

Enter a UDC code (07/RC) that identifies whether the Recharge processing option for the Payroll Journal Entry program is used for the employee time. This value is assigned to the Record Type (RCCD) in time entry. Values are:

1: Payroll Processing Only

2: Payroll and Recharge Processing

3: Recharge Processing Only (no effect on the employee wages)

If you enter a 3 in this field, you should also enter a value in the Remit To Rate field on the EE Assignment Pay/Bill Rates form. This form appears when you complete step 17 of this task. If you use recharge, then the assignment must be billed out, as opposed to payment through the payroll system.

Daily T/E Req (daily time entry required)

Enter a value that indicates whether daily time entry records are required. If this value is blank or zero, then only one time entry record is required per pay period.

When you select this option, daily time entry records are required. When you generate new time card templates, the system generates daily time cards. If you leave this option blank, only one time card is required for each time reporting period. Values are:

0 or Blank: Only one time entry record is required per pay period.

1: Daily time entry records are required.

10.4.5.1 CO/BU

Access the CO/BU tab.

Company - Home

Enter the company to which the employee is assigned. This code is used to store historical payroll information and to determine accounts for some journal entries.

Customer Number

Enter the Address Book Number of customer.

Check Route Code

Enter a UDC (07/CR) that specifies the check routing or mail-stop code. Use this code to sequence the printing of payroll checks to facilitate their handling and delivery.

10.4.5.2 Job/Pos

Access the Job/Pos tab.

Amount - Uprate

Enter an amount that the system adds to an employee's base hourly rate. For example, you might enter a rate differential for equipment operators when they move from operating one piece of equipment to another piece. The system adds the uprate amount to the base pay rate to calculate gross wages before it performs any other rate calculations, such as applying a shift differential or pay type multiplier.

Shift Differential

Enter an additional rate, expressed in dollars or percent, added to an employee's hourly rate, depending on the shift worked. This rate can be applied in one of two ways, as defined by the Shift Differential Calculation Sequence (data item CMTH).

Percent or Amount

Enter a code that specifies whether Shift Differential contains an hourly rate or a percentage. Values are:

H: The system adds the amount in Shift Differential to the hourly rate.

%: The amount in Shift Differential is a percentage of the hourly rate that the system adds to the hourly rate.

10.4.5.3 Cat Codes P/R

Access the Cat Codes P/R tab.

Category Code 01

Enter a category code that defines JD Edwards EnterpriseOne Payroll system needs. You can define the use and description of this code to fit the organization. For example, you can set up a category code for information such as Division, Supervisor, Branch office, Health insurance plan, Stock plan, and so on.

Note:

When setting up category codes in the JD Edwards EnterpriseOne Workforce Management system, you should coordinate information with the payroll department to insure that information is not duplicated or overwritten.

10.4.5.4 Subledger

Access the Subledger tab.

Subledger

Enter a value such as equipment number or work order number that you can attach to the end of an account number to further define an account and more easily track it.

Subledger Type

Enter a code identifying the type of subledger in the previous field. If you enter a subledger, you must also enter a subledger type.

10.4.5.5 P/R Tax

Access the P/R Tax tab.

Tax Area (Work)

Enter a code that identifies a geographical location and the tax authorities for an employee work site, including employee and employer statutory requirements. In the Vertex payroll tax calculation software, the tax area code is synonymous with GeoCode. To determine the valid codes for the location, refer to the documentation for the tax calculation software that you are using.

Worker's Comp (worker's compensation)

Enter a code from UDC 00/W that represents a worker's compensation insurance (WCI) code. This code should correspond to the classifications on the periodic worker's compensation insurance reports.

Sub Class

Enter a code that specifies any special circumstances associated with the workers compensation insurance (WCI) code, resulting in multiple rates for the same WCI code due to location or risk, for example. The subclass should remain blank if multiple rates do not exist. Default codes are:

Blank: There are no special circumstances associated with this code.

F: There are special circumstances associated with this code.

10.4.5.6 Sales Tax

Access the Sales Tax tab.

You can use these fields for information only. Unless custom modifications are made to the service billing software, the system does not use this information.

Tax Expl Code (tax explanation code)

Enter a hard-coded UDC (00/EX) that controls the algorithm that the system uses to calculate tax and general ledger distribution amounts. The system uses the tax explanation code in conjunction with the tax rate area and tax rules to determine how the tax is calculated. Each transaction pay item can be defined with a different tax explanation code.

Tax Rate/Area

Enter a code that identifies a tax or geographic area that has common tax rates and tax authorities. The system validates the code you enter against the Tax Areas table (F4008). The system uses the tax rate area in conjunction with the tax explanation code and tax rules to calculate tax and general ledger distribution amounts when you create an invoice or voucher.

GeoCode Ship From

Enter the location (warehouse or store location) from which a product was shipped or where a service is performed. This location is used by the Quantum calculating tax engine to determine the appropriate taxing jurisdiction.

GeoCode Order Accept

Enter the jurisdiction where a sales transaction is approved or a contract is accepted by the seller.

Vertex Transaction Type

Enter the Vertex Sales and Use Tax transaction type.

Vertex Product Category

Enter a UDC used in the Vertex Tax Decision Maker for products or services that are nontaxable or are at a nonstandard rate.

10.4.5.7 Equipm Bill

Access the Equipm Bill tab.

Equipment Worked

Enter an identification code for an asset that you can enter in one of these formats:

1: Asset number (a computer-assigned, 8-digit, numeric control number).

2: Unit number (a 12 character alphanumeric field).

3: Serial number (a 25 character alphanumeric field).

Every asset has an asset number. You can use a unit number and a serial number to further identify assets as needed.

If this is a data entry field, the first character that you enter indicates whether you are entering the primary (default) format that is defined for the system or one of the other formats. A special character (such as / or *) in the first position of this field indicates the asset number format that you are using. You assign special characters to asset number formats on the fixed assets system constants form.

Equipment Rate Code

Enter a UDC (00/RC) that indicates a billing rate, such as DY for daily, MO for monthly, and WK for weekly. You can set up multiple billing rates for a piece of equipment.

If you leave this field blank, the system searches for a valid billing rate in this sequence:

  1. F0901 table.

    This table contains the most detailed rate information. You can assign multiple rates for a job. For example, you can set up separate rates for different equipment working conditions.

  2. F08001 or F0006 tables.

    This table contains less detailed rate information than the Account Ledger Master. You can only set up a single rate for a job based on this table.

  3. F1302 table.

    This table contains the least detailed rate code information. The system searches this table according to the criteria you establish when setting up the table.

Equipment Object Account

Enter a code that describes the equipment object account. Use this field to indicate the object account to which you want the system to distribute equipment utilization charges. If you leave this field blank, the system uses a default value from the Payroll Accounting tables. You can override this value on individual timecards.

Billing Rate

Enter the dollar amount for the equipment billing rate. Each equipment item can have numerous billing rates based on the rate code. The equipment billing rate can consist of up to ten different rates. For example:

Billing Rate = 100 USD

  • 20 USD = Rate 1 (Ownership Component)

  • 50 USD = Rate 2 (Operating Component)

  • 25 USD = Rate 3 (Maintenance Component)

  • 5 USD = Rate 4 (Other Costs Component)

The Equipment Time Entry program provides for the entries of debits or charges to specific cost accounts using the total billing rate (for example, 100 USD).

When these entries are posted to the general ledger, credits are recognized in revenue accounts for each of the rate components. This enables you to separate portions of the equipment billing by type of cost. You do not need to use the rate components concept unless it is appropriate to the business. Also refer to data item ERC: Equipment Billing Rate.

10.4.6 Adding a Job Description to an Employee Assignment

Access the EE Assignment Job Description form.

Date Effective

Enter the date the assignment becomes effective.

Job Description

Enter the description of the job.

10.4.7 Setting Up Third-Party Payment Information

Access the EE Assignment Pay/Bill Rates form.

Date Effective

Enter the date the assignment becomes effective.

PDBA Code (pay type, deduction, benefit, and accrual code)

Enter the PDBA code used for the payment.

Description

Enter a description of the payment.

UM (unit of measure)

Enter a value that specifies the unit of measure.

Pay Rate

Enter the rate that the system uses to create the payment.

Billing Rate

Enter the rate that the system uses to create the billing rate on the payment.

Remit to Rate

Enter a value in this field when you need to manually pay a third party instead of an employee. For example, if a temporary agency does not have the staff to fill an assignment, they might need to contract with another temporary agency to fill the assignment. The Remit To Rate field can be used to enter the rate that must be paid to the third-party temporary agency for the use of their employee.

As the billing circumstances for each company might require different programming, this field requires custom programming to function correctly. Additionally, you must enter 3 for the Recharge Code on the Basic tab of the TE Template form that is associated with this assignment record.

10.5 Generating and Saving Timecard Templates

This section provides an overview of processing timecard templates, and discusses how to:

Set processing options for the Generate Timecard Template program.

10.5.1 Understanding Timecard Template Processing

You use the Generate Timecard Templates in F06116Z1 program (R0716711) to create new employee time entry templates. When you generate new time entry templates, the system creates the new template records in the F06116Z1 table. The system uses this temporary table initially so that if employee self-service features are enabled, employees can enter their time without affecting live tables.

After timecard information is stored in the F06116Z1, you use the Time Entry Batch Processor program (R05116Z1I) to transfer the template records to the F06116 table. If you use employee self-service, you run this program after employees complete their time entry. If you are not using employee self-service, the system can automatically process this program when you create the time entry templates. To run the Time Entry Batch Processor program automatically, you enter the version number in a processing option for the Generate Timecard Templates program. Then when you run the Generate Timecard Templates program, the system automatically runs the Time Entry Batch Processor program to move the template files to the F06116.

You can purge records from the F06116Z1 table after copying them to the F06116 table by setting the Purge Flag processing options on the Time Entry Batch Processor program.

After employee assignment records are created and the setup process for time entry templates is complete, you need to create and save time entry templates. You use the Generate Timecard Template program (R0716711) to automatically create time entry templates that are ready for time entry.

The Generate Timecard Template program creates template records in the F06116Z1 table that you then need to record in the F06116 table If employee self-service time entry is not implemented in the system, you can automatically move the processed records to the F06116 table. After you run the Generate Timecard Template program, if processing options are set appropriately, the system automatically runs the Time Entry Batch Processor program (R05116Z1I). If you do not automate this process using processing options, then you must run the Time Entry Batch Processor program separately and specify a version each time that you run the program.

A human resources representative can then use the Speed Time Entry Revisions program (P051121) to locate employee time cards by batch number and enter the time worked.

The system uses these tables when creating time entry templates:

  • F06116Z1

  • F06116

  • F060116

  • F0716701

  • F48311

If you use a regular Payroll ID value in the processing options to identify a group of employees for whom you are processing payroll, then you can set up the Generate Timecard Template program on a scheduled basis to run automatically. If you do not use a Payroll ID, then you must manually run the program.

10.5.2 Prerequisite

Create an employee assignment and define timecard template information.

10.5.3 Setting Processing Options for the Generate Timecard Template Program (R0716711)

Employee Assignment menu (G05EA10), Generate Timecard Template.

Processing options enable you to specify the default processing for programs and reports.

10.5.3.1 Selection

Use these processing options to specify Payroll information that the system uses to select records and generate the template.

1. Payroll ID (payroll identification)

Specify a regular payroll ID (pre-payroll version) that the program uses to select records that are transferred. If this processing option is specified, then the system ignores the values that might be entered in the Start Date, Stop Date, Pay Cycle Code, and Pay Period Number processing options because the system retrieves and uses the values that are associated with this payroll ID.

Use data selection of Payroll IDs Version

Specify the selection criteria defined in the specified Payroll ID version when selecting assignment records to process. All of the assignment records will be compared to the selection criteria that is associated with the Payroll ID that is defined in the Payroll ID processing option on this tab. If this option is left blank then all active assignment records will be processed through template generation. Values are:

Blank: Do not use data selection.

1: Use the data selection.

2. Pay Cycle Code

Specify the Pay Cycle Code. Values include:

W: Weekly

BW: Biweekly

SEMI: Semi-monthly

3. Pay Period Number

Specify the pay period number. If the pay period number is not specified, then the system uses a pay period number that includes the system date. When the system uses a pay period number that includes the system date, the start and stop dates are based on values from the Master Pay Cycle.

Pay periods are sequentially numbered from the first of the year. For example, a monthly payroll cycle beginning in January has a total of 12 periods, with October as period number 010. Value ranges include:

001-052: (Weekly payroll cycle)

001-026: (Biweekly payroll cycle)

001-024: (Semi-monthly payroll cycle)

001-012: (Monthly payroll cycle)

001-004: (Quarterly payroll cycle)

001-001: (Annual payroll cycle)

Refer to the Master Pay Cycle settings to determine how pay periods are defined.

4. Pay Period Start Date

Specify whether to include records that have a date worked that is equal to or greater than the current date.

5. Pay Period End Date

Specify whether to include records that have a date worked that is less than or equal to the current date.

6. Generate Template(s)

Specify whether the system generates one template for each day of the pay period or to generate one template per pay period. Values are:

Blank: One per pay period (the work date is the same as the pay period end date)

1: One template per day, within the pay period start and end dates

The Generate Timecard Template program can automatically override the Daily Time Entry setting in the Employee Assignment program (P0716701) for this processing option. If the system detects that a change in the rate or job description occurred during the pay period, then the system automatically creates daily time entry templates.

10.5.3.2 Time Entry

Use these processing options to specify whether the system creates assignment records in the F06116 table and the version to use if the assignment records are created.

1. Create assignment records in EE Transaction Detail File F06116

Specify whether the system creates time entry records in the F06116 table. Values are:

Blank: Do not create.

You can create these records at a later time by running the Time Entry Batch Processor program (R05116Z1I).

1: Automatically create.

In R05115Z1I, the Final Flag option in processing option number 2 must be set to 1.

2. Batch Time Entry Processor Version to Submit, if records are to be created in EE Transaction Detail File F06116

Specify a time entry batch processor version (R05116Z1I). The system uses the default version (XJDE0001) if you leave this processing option blank.

To create time entry records automatically in the F06116 table, you must set the Final Flag to 1 in processing option number 2.

10.5.3.3 Edits

Specify the assignment records that the system displays.

Print All or Print only Exceptions

Specify whether the system displays only exceptions or displays all assignment records that are processed. If you leave this processing option blank, the system displays only exceptions. The system does not process records with exceptions. You need to correct all errors and then run this program again. Values are:

Blank: Exceptions only.

1: All processed records.

10.5.3.4 Resource Assignment

Specify the table resource.

1. Pay Code Source

Specify the tables that you want the system to search to retrieve a pay code for timecard template. Values are:

Blank: Use a pay code from the F0716704 table.

1: Use a pay code from the F060116 table.

If the default pay type on the F060116 table is blank, the system uses 1 as a default pay code.

10.6 Generating Timecard Corrections

This section provides an overview of timecard corrections and discusses how to:

  • Set processing options for Generate Timecard Corrections (R05602).

  • Generate the timecard corrections.

10.6.1 Understanding Timecard Corrections

Timecard corrections are required when a timecard is accidentally entered with an incorrect number of hours, pay type, rate, or any other data. You use the Generate Timecard Corrections program (R05602) to display the positive entries for the F06116, F07241, F0618, and the F0724 tables.

The Generate Timecard Corrections program processes each corrected F06116 record, generates the reversing entries for the original F0618 record, and generates correcting or reversing entries for any associated burden in the F0724 table.

10.6.2 Setting Processing Options for Generating Timecard Corrections (R05602)

Processing options enable you to specify the default processing for programs and reports.

10.6.2.1 Processing

1. Proof or Final Mode

Specify whether to run the program in proof or final mode.

Blank: Proof mode.

1: Final mode.

10.6.3 Generating the Timecard Corrections

Select Timecard Post/History Update (G05BT11), Generate Timecard Corrections.

10.7 Archiving and Restoring Employee Assignments

This section includes an overview of archiving and restoring employee assignments, and discusses how to:

  • Set processing options for the Archive EE Assignment T/E Information program.

  • Restore employee assignments.

10.7.1 Understanding Employee Assignment Archiving and Restoration

You can use the Archive EE Assignment T/E Info program (R0716709) to store old, closed assignments in a history file.

You can use the Restore History option in the EE Assignment program (P0716701) if you need to view the historical records. The Restore History option copies the historical records into the live table.

The system uses these tables when archiving historical records:

  • Employee Assignment T/E Template Information (F0716701).

  • Resource Assignments (F48311).

You can use the EE Assignment program (P0716701) to view historical assignment records. When you select the Restore History option, the system copies the historical records into a live table. You can review, change, and reprocess these records.

10.7.2 Forms Used to Archive and Restore Employee Assignments

Form Name FormID Navigation Usage
Work With EE Assignment W0716701A Employee Assignment (G05EA10), Employee Assignment. Review the processing options and then click OK Access Employee Assignments that you want to archive or restore.
EE Assignment T/E Template Info History W0716709A Select the records that you want to process and then select Restore History from the Row menu on Work With EE Assignment. Restore employee assignments.

10.7.3 Setting Processing Options for the Archive EE Assignment T/E Information Program (R0716709)

Employee Assignment menu (G05EA10), Archive EE Assignment T/E Information.

Processing options enable you to specify the default processing for programs and reports.

10.7.3.1 Dates

Use these processing options to specify an ending date or a number of days prior to the current system date.

1. Prior To Date

Specify an ending date. You normally use this option when you run the program manually. The system archives all records with a scheduled end date that is less than the date entered. If you specify a date, then do not enter a value for the Prior To Number Of Days option.

2. Prior To Number Of Days

Specify a number of days prior to the current system date. You normally use this option when you run the program using the scheduler. The system calculates a date by subtracting the number of days that you enter from the current system date and then archives all records prior to this date. If you specify a value for the number of days, then do not enter a value for the Prior To Date option.

10.7.4 Restoring Employee Assignments

Access the Employee Assignment T/E Template History form.

Arch Flag (archived flag)

Enter a value that indicates whether the corresponding record in the Employee Assignment T/E Template Information file (F0716701) is archived in the history file (F0716709). Values are:

0: The record does not exist.

1: The record is archived.