3 Cashless Payroll – Ocean Pay

In SPMS, the Cashless Payroll Transfer feature allows the crew to enroll in certain payroll deductions to be paid to a Visa, Master Card or debit card, and the card is directly printed onboard.

OceanPay Format

In order to use the Cashless Payroll feature, you must enable the parameters under the Payroll Group.

Table 3-1 Ocean Pay Parameters

PAR Name	PAR Value	Description
Cashless Payroll Option	0	0 = Ocean Pay 1 = Salary@Sea
OceanPay File Output Folder	\\[shared network folder]\transfer	Folder path to save the output file when generating card order for cashless payroll. You may need to specify the folder in a network path for security purposes.
OceanPay MT Prefix Nbr	54	Defaults prefix number for MT Card. Populated in Cashless Payroll setup
OceanPay VISA Prefix Nbr	45	Defaults prefix number for VISA Card. Populated in Cashless Payroll setup
Pay codes For OceanPay Top-Up Transactions		Value of SED_NO. Pay code for payroll deduction pay codes that will be transferred into the payments file when transactions are posted. Stores multiple SED_NO with Comma Delimited (,).
Stock Code For OceanPay MT		Default Stock Code for MT Card. Populate in Cashless Payroll setup.

Configuring Ocean Pay Standard Parameter

On the General tab of the Standard Parameter Configuration, enter the information in all the mandatory fields.

Before you begin using the Cashless Payroll option, you must set up the basic configuration in the Cashless Payroll menu.

Figure 3-1 Cashless Payroll Standard Parameter Configuration

Table 3-2 Cashless Payroll Parameter Field Definition

Field	Definition
General Detail
VISA Prefix Nbr	Prefix number for VISA card. Default value is specified in parameter “OceanPay VISA Prefix Nbr.”.
MT Prefix Nbr	Prefix number for Master card. Default value is specified in parameter “OceanPay MT Prefix Nbr.”.
MT Stock Code	Card stock code for Master card. Default value is specified in parameter “Stock Code For OceanPay MT.”.
Bulk Shipping Info
Institution ID	Institution Identification ID.
Shipping Service ID	Shipping Service ID. 00 – No used 01 – First Overnight 02 – Priority Overnight 03 – Standard Overnight 04 – Two Days 05 – Express Saver
Contact Name	Contact name.
Company Name	Company name.
Address	Street address.
City	Address city.
State	Address state.
ZIP	Address zip code.
Phone	Contact phone.
Customer Number	Customer ID.
Org.ID Number	Organization ID number.
Division ID Number	Division ID number.
Payment Transaction Company Info
Company Name	Company name.
Discretionary Data	Company Discretionary Data.
Co. Iden (IRS)	Company Identification. IRS Employer Identification number.
Co. Iden (Provider)	Company ID as specified by provider.
ABA Nbr	ABA number.
System Parameter
File Output Folder	Output file location when generating GL file. Default location is specified in parameter “OceanPay File Output Folder”. The directory for storing the file needs to be under a network path for security purposes

PGP Encryption

See the OHC Tools User Guide on the PGP Encryption process in the Oracle Help Center.

Deleting Card Ordering File

In order to protect the data from being comprised, the Delete Card Ordering File button is used to remove the unused, expired requests or files sent to PGP. For the delete function to work, this would require the SDelete component to be installed.

1. Unzip the SDelete.zip into the same directory of Oracle Hospitality Cruise program folder.

2. Click the Delete Card Ordering File button at the General tab.

3. Click the Open File button to browse for the file.

4. Click Delete to completely remove the data file.

Card Ordering

The Card Ordering tab enables you to create a card request file for submission to the bank. The screen shows all the crew members onboard and you can either select by embarkation or debarkation date.

Figure 3-2 Card Ordering Selection

To place the card order for the crew member,

1. Select the crew member from the grid.

2. Click Add Selected or Add All. You can also deselect them from the grid on the left and then click Remove Selected or Remove All.

3. Select the card type to print. You can choose to print the debit card onboard or at shoreside using the system provided by Ocean Pay.

4. Click the Order XXXX button to place the order.

5. If the crew has ordered a card or the card is not due to expire, the system prompts if you wish to continue to move the name to the selected column. Select the corresponding option.

6. The system creates three separate files containing the same information:

• Order Visa Card: This uses the specific VISA prefix file format.

• Order MT Card: This uses the specific MT Card Prefix file format.

Note:

You are not allowed to generate the card ordering file without first specifying the encryption key.

The program validates all the required information written to the file of each crew member. The mandatory fields are: Address, Street, City, State, Country and Zip code. An exception log file is created in the Oracle Hospitality Cruise folder for records that do not have the mandatory information.

Figure 3-3 Card Ordering File Not Generated

The following process takes place when the Card Ordering file is generated:

• It saves the generated PGP Encrypted file into the network path specified and uses the following naming convention “ship name” + “MMDDYYYY”+ “_” + “unique number”. For example: Demo12082009_180237.pgp

• Older files are automatically moved into the History folder for audit purposes. The files can be deleted using the Delete Card Ordering File.

• The program does not allow a crew member to place the card ordering twice. The card ordering will not add the request into the card request file.

• All generated records are stored in the CPT table.

Below is an example of an encrypted output file.

Figure 3-4 Encrypted Output File

Salary at Sea Format

The Salary@Sea format is another cashless payroll functionality. To use this function, you must set up the following in the Administration and Payroll module:

• Pay code Type.

• Pay code.

• Cashless Payroll Standard Parameter Configuration.

• Database Parameter listed in below table.

In the Pay code setup, ensure these are configured:

• Pay code Type setup:

  • Pay code Type ID: PC.

  • Pay code Type description: Cashless Payroll.

  • Enabled: Checked.

• Pay code Setup:

  • Pay code ID: 0150.

  • Sort order: 150.

  • Pay code description : Salary@Sea.

  • Pay code type : PC Cashless Payroll.

  • Status : Active.

  • Calc Method : P-FLAT Flat Amount.

  • Apply Order : 150.

See Setting up Payroll Codes on how to configure a pay code.

Table 3-3 Salary@Sea Parameters

PAR Name	PAR Value	Description
Salary@Sea File Output Folder	<network path>	For security purposes, the path defined must be a network path.
Cashless Payroll Option	0	0 = Ocean Pay 1 = Salary@Sea
Cashless Payroll Pay code Type		Pre-configured Pay code Type in Payroll module.

Configuring Salary at Sea Standard Parameter

In the Cashless Payroll menu, General tab, enter the value per the table below:

Figure 3-5 Cashless Payroll - Salary @Sea

Table 3-4 Salary@Sea Field Definition

Setup	Value	Remarks
Partner ID	0043	Default value will be set to 0043.
Program ID	4322	Default value will be set to 4322.
Batch Promotion ID	000000xx	xx = refer to ship id.
File Name Reference	Citibank	Default value will be set to Citibank.

Generating a File

Once you have all the parameters in place, you can then generate the file from the Cashless Payroll menu, Transfer File Creation function.

1. Open the Cashless Payroll menu and navigate to the Transfer File Creation tab.

2. Select the Pay Period from the drop-down list.

3. You can receive multiple confirmation prompts depending on the records that are being processed. Read through each pop-up message and then click OK to continue.

4. Once the file is generated, the PAY_ID appears with Salary@Sea Pay code in the pay item list, as shown in the diagram below.

Figure 3-6 Pay ID in Pay Items List

Below, there are sample transfer files for single, multiple and voided Salary@Sea transactions.

Figure 3-7 Single Salary@Sea Transaction

Figure 3-8 Multiple Salary@Sea Transactions

Figure 3-9 Voided Salary@Sea Transaction

File Transfer Specification

The file name generated by Salary@Sea in a ‘tmp’ file format is saved in the following format; <ShipName>_<FileNameReference>_<ProgramID>_EOM_MMDDYYYY-HHMMSS.tmp

Transfer File layout

Each of the transfer file types has a specific header and layout format, as described in the following tables.

Table 3-5 Header Code/ ReportTtype

Header code/ report type	Description
01	File Header Record
03	Batch Header Record
09	Request Record
05	Add Funds Action
04	Batch Footer Record
02	File Footer Record

Figure 3-10 Sample Transfer File

Table 3-6 Layout Specification — Header code/ report type: 01

Field Name	Position	Length	Type	Comment	SPMS Mapping
Record Type	1 – 2	2	Numeric	“01”	Hardcode to 01.
Partner ID	3 – 6	4	Numeric	“0043”	Refer to Partner ID configured/specified in Payroll, Cashless Setup.
File Name	7 – 56	50	Character	Unique name for each transfer file	<ShipName>_<FileNameReference>_<ProgramID>_EOM_MMDDYYYY-HHMMSS.tmp
Pass through	57 – 88	57	Character	Client can use this field in whatever manner they choose. It will be passed backed in the reply file.	Remain empty for now since response files are out of scope at this point.
Creation date	89 – 96	8	Date	Date the file was created	Date format: YYYYMMDD.

Table 3-7 Layout Specification — Header code/ report type: 03

Field Name	Position	Length	Type	Comment	SPMS Mapping
Record Type	1 – 2	2	Numeric	“03”	Hardcode to 03.
Program ID	3 – 6	4	Numeric	“4322”	Refer to Program ID configured/specified in Payroll > Cashless Setup.
Batch description	7 – 70	64	Character	Payment memo will appear on recipient’s statement	Format: PaymentYYYYMMDD YYYYMMDD is computer date.
Pass through	71 – 102	32	Character	<Blank>	Remain empty.
Batch promotion ID	103 – 110	8	Numeric	‘00000021’	Refer to Promotion ID configured/specified in Payroll, Cashless Setup.
Settlement Date	111 – 118	8	Date	<Blank>	Remain empty as required.

Table 3-8 Layout Specification — Header code/ report type: 09

Field Name	Position	Length	Type	Comment	SPMS Mapping
Record Type	1 – 2	2	Numeric	“09”	Hardcode to 09.
Partner user id	3 – 52	50	Character	Unique account identifier (Crew ID)	Refer to crew’s external ID (UXP_C_EXTERNALID).
Pass through	53 – 84	32	Character		Remain empty.

Table 3-9 Layout Specification — Header code/ report type: 05

Field Name	Position	Length	Type	Comment	SPMS Mapping
Record Type	1 – 2	2	Numeric	“05”	Hardcode to 05.
Pass Through	3 – 34	32	Character		Remain empty.
Amount	35 – 44	10	Currency	Amount $35.57 is display as ‘3557’	PAY_AMOUNT
Taxable Flag	45 – 45	1	Numeric	‘0’	Hardcode to 0.
Notification Indicator	46 - 55	10	Numeric	<BLANK>	Remain empty.
Partner payment id	56 – 95	40	Character	Prevent payment duplication <PayID>P<PayPeriod>T<SignonDate>	<PayID>P<PayPeriod>T<SignonDate> <Pay_ID>P<SPP_NAME>T<RES_EMB_A> For example, 577104P201305T20130408.
Direct/Claim Flag	96 – 96	1	Numeric	1 – standard payroll 0 – off cycle payroll	Hardcode to 1.
Imported record ID	97 – 104	8	Character	<BLANK>	Remain empty.

Table 3-10 Layout specification — Header code/ report type: 04

Field Name	Position	Length	Type	Comment	SPMS Mapping
Record Type	1 – 2	2	Numeric	“04”	Hardcode to 04.

Table 3-11 Layout specification — Header code/ report type: 02

Field Name	Position	Length	Type	Comment	SPMS Mapping
Record Type	1 – 2	2	Numeric	“02”	Hardcode to 02.

Event Log

The system logs all transfer files created into the Log table with LOG_KEY as “SalSea” and LOG_NOTES with “Start writing…” and “Finish writing …”