Running Final Pay Calculation

Page Name

Definition Name

Usage

Calculate Payroll Page

RUNCTL_PAY_CALC

Specify pay calculation parameters and run the Calculate Payroll process.

PeopleSoft's final calculation functionality enables you to access the database seven days a week, 24 hours a day, without interrupting payroll processing. This means that you can confirm a payroll while people continue to modify employee pay data, even though a final calculation or confirmation is underway. If you want last minute online changes to be included in a payroll for which the final calculation process has already been run (but not confirmed), you can rerun the final calculation process before confirming.

Behind the Scenes Indicators

Payroll for North America uses the following behind-the-scenes indicators to mark paysheets with the final calculation status and with the status of any online changes to employee data:

Field or Control

Definition
Locked for Confirm Indicator

The final calculation process for both on-cycle and off-cycle pay runs sets this invisible indicator on the paysheets at the beginning of a final calculation.

The preliminary calculation process deselects this indicator.

Field or Control

Definition
Paysheet Recalculation Indicator

This indicator, which is also not visible on the paysheet, is set when online changes are made to employee pay data. Relevant values are:

Available for Update: Indicates online updates made when the Locked for Confirm indicator is set (final calculation has been run) at the time the update is made.

Needs Update: Indicates online updates made when the Locked for Confirm indicator is not set (final calculation has not been run) at the time the update is made.

When you make modifications to employee pay data, PeopleCode on the employee data pages reads the paysheet to see if the Locked for Confirm indicator is set. If it is, the system enables you to confirm the payroll without recalculation. If you rerun the final calculation selecting either the Only Calculate Where Needed or (Re)Calculate All Checks option on the Calculate Payroll run control page, the system applies all appropriate changes to the paysheets and ignores the Locked for Confirm indicator.

The Locked for Confirm indicator is set at the beginning of the final calculation process for on-cycle payroll runs. Employee pay data changes made after the indicator is set are not included in the pay calculation unless final calculation is rerun.

The Pay Confirmation process deselects the Locked for Confirm indicator.

Example

Here's an example to show how these indicators work together:

  1. You run final calculation.

    The Locked for Confirm indicator is set on the paysheets at the beginning of the final calculation run.

  2. You make online changes to employee pay data.

    You get a message that tells you that the changes will not be picked up until the next payroll calculation (for this pay run or the next).

    The Paysheet Recalculation indicator is set to Available for Update.

  3. You either confirm the payroll or recalculate the payroll.

    • If you confirm the payroll, the online changes are not included.

      The confirmation process also deselects the Locked for Confirm indicator and the Paysheet Recalculation indicator.

    • If you rerun the final calculation, the changes are included.

      The changes are included whether you select Only Calculate Where Needed or (Re)Calculate All Checks on the Calculate Payroll run control page.

Payroll Messages

When you change employee pay data, the system reads the paysheet to see if the Locked for Confirm indicator is set. If the Locked for Confirm indicator is set, the following warning message appears:

Warning -- A Payroll is currently in process for this EE. This data will not be processed until next payroll. (2000,478)

The final calc process has been completed for the EE and payroll is currently locked for confirm. This data will not be processed until the next payroll.

This message means that the online changes to payroll data will not be picked up until the next calculation run—either a recalculation of the current payroll run or the initial (preliminary) calculation of the next payroll run. In other words, if you recalculate the same payroll run after running final calculation, the pending changes (with the Paysheet Recalculation indicator set to Available for Update) are included in the calculation.

Use the Calculate Payroll page (RUNCTL_PAY_CALC) to specify pay calculation parameters and run the Calculate Payroll process.

Navigation

  • Payroll for North America > Payroll Processing USA > Produce Payroll > Calculate Payroll > Calculate Payroll

  • Payroll for North America > Payroll Processing CAN > Produce Payroll > Calculate Payroll > Calculate Payroll

  • Payroll for North America > Payroll Processing USF > Produce Payroll > Calculate Payroll > Calculate Payroll

Image: Calculate Payroll page

This example illustrates the fields and controls on the Calculate Payroll page.

Calculate Payroll page

When you are satisfied with the results of the preliminary pay calculation runs, and you have corrected all errors, you can run the final pay calculation and proceed to pay confirmation.

To run final calculation, deselect the On-Cycle Preliminary Calc Run check box on the Calculate Payroll page and run the calculation process again.

If you do not address all the errors found during the pay calculation, you receive the following error message during confirmation:

All of the checks for a pay calendar have not been calculated and therefore cannot be confirmed.

If you forget to run the pay calculation in final mode and try to run the pay confirmation, you receive this error message:

Pay Calculation Is Not Final.