Integrating Time and Labor with Global Payroll
The Global Payroll core application handles both payroll and absence processing.
This section provides an overview of integrating Time and Labor and Global Payroll and discusses how to:
Configure Time and Labor for Integration with Global Payroll.
Load Time and Labor data.
Correct errors generated by Payable Time.
Update Payable Time after a pay run.
Share work schedules with Global Payroll.
Integrate absence event data.
The steps involved in preparing for and running a payroll when Time and Labor is integrated with Global Payroll are listed as follows.
To prepare for and run the payroll:
Prepare the time and labor data by running the Time Administration process for the time reporters to be paid.
Global Payroll uses pay groups to define the population of employees to be paid, while the Time Administration process uses work groups to generate payable time. Be sure to run the Time Administration process for all work groups that include the time reporters in the pay groups that will be selected for payment.
Run the payroll process.
This automatically loads payable time from Time and Labor. Global Payroll retrieves the appropriate set of payable time from Time and Labor at the beginning of the process. The first time the payroll process runs, Global Payroll processes all employees identified in the current calendars. During subsequent runs, Global Payroll processes only those payees in error or with changes.
Finalize the pay run.
Run the Time and Labor process to distribute payroll costs to payable time rows in Time and Labor.
You can run both Labor Distribution and Labor Dilution if these features are enabled based on the settings on Time and Labor's Pay System page.
Perform step 1 in Time and Labor. All other interactions are initiated through Global Payroll.
See Running a Payroll with Time and Labor Data.
Planning Considerations
While Global Payroll and Time and Labor are designed to integrate seamlessly, both are rules-based systems capable of executing some of the same types of rules. Before integrating the two products, think carefully about which rules you want each system to apply. In general, you should define all rules that calculate payable time, including rules for overtime, shift differentials, and other special situations in Time and Labor. Create rules that calculate pay in Global Payroll.
This section discusses how to:
Configure Time and Labor.
Configure Human Resources.
Configuring Time and Labor
Decide on a strategy for mapping time reporting codes to earnings elements. Consider the following options:
Define one earnings element that accumulates to gross.
This is the earnings element the payroll process uses to calculate a payee's pay slip. Do not map this element to a TRC.
Define a second earnings element that does not contribute to gross pay.
This earnings element is used for costing purposes only and, in addition to the payee's salary, can include overhead costs or any other costs (such as an employer-paid health insurance premium). You map this element to a TRC so that accurate cost data can be sent back to Time and Labor and made available to cost accounting, planning, or budgeting applications.
Time from Time and Labor can be reported in hours, units or amounts, based on TRC type. When mapping TRCs to earnings elements, consider how the TRC type corresponds to the calculation rule defined for the element.
To set up Time and Labor:
For each type of payable time to send to Global Payroll, map the TRC to the appropriate earnings, deduction, or absence Take element defined in Global Payroll.
Use the TRC 1 page to map TRCs to elements. The system selects the Send to Payroll option on the TRC Setup page when you map a TRC to an element.
Select the desired distribution options for Global Payroll on the Pay System page.
By default, Labor Distribution is selected and Labor Dilution is not. The Labor Distribution option enables Global Payroll to send costs generated by a pay run back to Time and Labor so that Time and Labor can distribute the costs across the original payable time entries. The dilution feature is an extension of the distribution process. It enables Time and Labor to evenly distribute payroll costs across payable time.
On the Create Time Reporter Data page or the Maintain Time Reporter Data page, select the Send Time to Payroll option for each time reporter.
Configuring Human Resources
To set up PeopleSoft Human Resources:
For each time reporter, verify that the Payroll System field on the Payroll page is set to Global Payroll.
Repeat step 1 for non-employees if you want to send their payable time to the payroll system.
Payroll personnel use the Payroll/Absence Run Control page to initiate loading payable time into Global Payroll.
When a user starts the Identify phase of the payroll process, it identifies the time reporters who have payable time during the time period defined by pay calendar.
How Global Payroll Selects Payable Time and Updates Payable Status
Global Payroll pulls only the subset of payable time that falls within the time period specified by the calendar. It does not include record-only adjustments. The following criteria must also be met:
For the current period, the payable status of the payable time entry can be:
ES – Estimated
AP – Approved
SP – Sent to Payroll
RP – Rejected by Payroll
For retro periods entries, any payable status except:
NA – Needs Approval
CL – Closed, when the Pay System field is not set to GP.
The employee has been set up for payroll processing and the TRC associated with the payable time has been mapped to an earnings or absence Take element.
The TRC is mapped to the calendar's run type (on Global Payroll's Run Type page.)
Global Payroll also updates each payable time entry as follows:
For payable time entries loaded into payroll:
Sets the payable status to SP, unless it already reads PD or DL.
Sets the Time and Labor Pay System flag to Global Payroll.
For payable time entries not accepted by payroll:
Sets the payable status to Rejected by Payroll (RP) or Ignore (IG).
Note: A time manager can close payable time that has a status of Rejected by Payroll (RP) on the Adjust Paid Time page. This sets the payroll request number to 1 and prevents the system from loading this time to payroll. Global Payroll never pulls any payable time rows which have a payroll request number equal to 1. The payable time status, however, remains Rejected by Payroll (RP).
See Adjusting Time.
The Time Administration process refers to the payable status to determine when to create offsets for adjustments to payable time. Offsets are created for all payable statuses except ES and NA.
When Time and Labor creates an offset as the result of an adjustment to payable time, Global Payroll ignores the original row of payable time and the offset row and processes the newly created row. The adjustment generates a retro trigger in Global Payroll, which causes the pay period to be recalculated and corrected in either the current pay period or in a forwarding period.
Sets the Frozen flag to Yes.
Actual costs associated with payable time can be published to PeopleSoft Financials only after the Frozen flag is set.
Set the frozen date and publish date to the system date.
Note: The View Payable Time Details page displays the payable status, pay system flag, and frozen flag for a selected time reporter's payable time entries.
Bundling Payable Time
Global Payroll bundles similar instances of payable time for efficient processing. It keeps track of how it bundles payable time and sends to Time and Labor a set of sequence and cross-reference numbers for each time entry at the end of the payroll process. This information is important to the distribution process. When a user starts the Calculate phase of the payroll process, Global Payroll automatically selects the payable time entries; bundles them, and inserts the bundled entries into Global Payroll's positive input tables.
When a Pay Run is Canceled
If a pay run is canceled, Global Payroll deletes the payable data loaded from Time and Labor and updates the payable status for each payable time entry to RP unless the following are true:
Payable status is PD, DL, or TP.
The payable time has also been sent to another payroll system.
Global Payroll checks the Pay System flag to see if the entry was sent to another system.
Retroactive Processing
During a retroactive pay run, Global Payroll always loads payable time from Time and Labor back into its generated positive input table. Payable time that was adjusted in Time and Labor has two rows of data: one row that reverses or offsets the old value and one row that contains the new value. Global Payroll only needs the new value, which it uses to determine the variance.
After a preliminary pay run is complete, review the Payable Status Report for payable time entries that Global Payroll rejected. Errors that are most likely to occur result from incorrect TRC mapping to Global Payroll earnings and deduction elements. Because Global Payroll rejects incorrectly mapped entries during the calculate phase of processing, you see the rejected items on the Payable Status report—not on the payroll inquiry pages. Use the TRC 1 page to correct mapping errors, run the Time Administration process again, and launch the pay run again. Other reasons that payable time may be rejected by Global Payroll include the use of the wrong or no Time and Labor processing period; an employee being inactive in the pay entity; cancellation of the pay run, or the TRC being omitted from the run type.
Correct discrepancies that are caused by Time and Labor data in the Time and Labor system, then run the payroll process again.
See Generating a Payable Status Report.
Currency Differences
Global Payroll converts the TRC currency into the currency of the country being processed and returns cost data in the Global Payroll processing currency. During the distribution process, the currency code for Global Payroll processing populates the CURRENCY_CD2 field in the payable time record (TL_PAYABLE_TIME) so that you can identify the currency in which the time was paid.
After a pay run is finalized in Global Payroll, a Global Payroll user initiates a batch process, GPTLCOST, that updates the payable time entries in Time and Labor. The actions that the batch process performs depend on whether the Labor Distribution and Labor Dilution features are enabled in Time and Labor.
Labor Distribution and Labor Dilution Disabled
During the batch process, Global Payroll does the following:
Changes the payable status to CL for each entry coded SP that was successfully processed and the pay system in not configured for the Time and Labor distribution process.
Sets the Pay System flag to GP.
Populates the Labor Distribution Amount field and the Diluted Labor Distribution Amount field with the estimated gross.
Labor Distribution and Labor Dilution Enabled
For each entry with a payable status of SP that was retrieved but not processed, the batch process changes the payable status to RP, unless the record was previously sent to another payroll system.
Global Payroll doesn't process a payable time entry when a user manually enters positive input for the same earnings or deduction element. User-entered positive input always takes precedence.
For each entry with a payable status of SP that was successfully processed, the batch process:
Changes the payable status to TP.
Sets the Pay System flag to GP.
Sets the Frozen flag to Yes and the frozen date to the current date.
Global Payroll also sends the cost data associated with payable time entries to Time and Labor. It also returns the original Time and Labor sequence number for each payable time entry and the corresponding cross-reference numbers that Global Payroll generated during the bundling process. The cross-reference numbers indicate which entries were bundled, making it possible to link the costs calculated for earnings and deduction back to the daily detail. At the end of the batch process, Global Payroll invokes the Labor Distribution process and the Labor Dilution process, if applicable.
Time and Labor and Global Payroll use many of the same pages and records for schedule setup and assignment. In some cases, the page names vary slightly. If you're using both applications, you need to create and assign schedules only once. However, the information displayed on the scheduling pages may vary somewhat, depending on which application you access them with.