Linking Journal Types to GL Groupings

To link journal types to GL groupings, use the Journal Type (GPAU_GLGRP_JOURNAL) component.

The Office for Government Online (OGO) QSP financials file requires payroll data reported by journal type.

You report payroll data to the GL by journal type by linking a journal type to a GL grouping.

A grouping comprises entry types of earnings, deductions, or segment accumulators. There are five delivered journal types: Accrual, Salary, Employee Entitlement, Statistical, and Terminated EE's (employee's) Entitlement.

Accrual and Statistical journal types are for QSP users only.

Note: The Leave Entitlements Application Engine process selects data for inclusion into the GPAU_LEAVE_LIAB record (from GP_GL_DATA) by the flags for journal types Employee Entitlement and Terminated EE's Entitlement. Therefore, any organization needing to resolve leave entitlement calculations within the Leave Entitlement phase of the GL Interface process needs to select a journal type for each GL grouping code associated with GL Liability earnings codes.

The following table shows an example setup. Columns 1 and 2 are from the core Element Groupings page (Set Up HCM > Product Related > Global Payroll & Absence Mgmt > Integration > Element Groupings > Element Groupings), and column 3 is from the Journal Type AUS page (Set Up HCM > Product Related > Global Payroll & Absence Mgmt > Integration > Journal Type AUS):

Grouping Code

Element

Journal Type

Accrual

GLI Accrual (segment accumulator)

Accrual

Earnings

AUS GROSS (segment accumulator)

Salary

Entitlements

LIAB ANN DAY, LIAB ANN HRS, LIAB LSL WKS (earnings)

Employee Entitlement

Termination

LIAB TAL HRS, LIAB TAL DYS, LIAB TLS WKS (earnings)

Terminated EE's Entitlement

Page Name

Definition Name

Usage

Journal Type Page

GPAU_JOURNAL_TYPE

Attach a journal type to each GL grouping. Select from Accrual, Employee Entitlement, Salary, Statistical, and Terminated EE's Entitlement.

If the end date of the last pay period in a month is before the end of the financial month, you can send a percentage of total salary as the accrued costing for the "gap" between the two dates.

Accumulator GLI ACCRUAL has a single member AUS GROSS that contributes the variable GLI VR ACCRUAL PCT. The variable has a value of 0.00. You only want the accumulator's value to be included in the GLI process in the last month, so on the pay calendar for the last period, you need to set the value of the variable as a calendar supporting element override. The value may vary according to the number of days in the gap.

The value sent to QSP is reversed by the financials system the following month and replaced by actual costings.

Note: Non-QSP users should give accrued salary journal type Entitlement.

The amount of leave that an employee is owed needs to be costed as a liability in the GL. For leave liability reporting, we have set up earnings that store the monetary value of each employee's leave entitlement. The earnings are not paid as earnings because they do not contribute to AUS GROSS.

Because the GLI and QSP flat file only requires the difference between the liability for the last pay period and the current pay period, this is what the Application Engine (AE) leave entitlement process calculates and passes to GP_GL_DATA.

If an employee has been terminated, the stored value of his or her processed liability has to be reversed out from the GL, because it is no longer a liability.

Reversing Leave Liability on Termination

Termination liability earnings LIAB TAL HRS, LIAB TAL DYS, LIAB TLS WKS, LIAB TLS FTM and LIAB TLS PTM all have a calculation rule of Amount, where the amount is the corresponding liability earnings:

Earnings

Amount = Earnings (Calc Rule)

LIAB TAL HRS

LIAB ANN HRS (Entitlement balance × Hourly Rate)

LIAB TAL DYS

LIAB ANN DAY (Entitlement balance × Daily Rate)

LIAB TLS WKS

LIAB LSL WKS (Entitlement balance × Days to Weeks formula × Attrition Bracket)

LIAB TLS FTM

LIAB LSLFTM (Entitlement balance × Days to Month formula × Attrition Bracket)

LIAB TLS PTM

LIAB LSLPTM (Entitlement balance × Days to Month formula × Attrition Bracket)

Each earnings element has generation control GLI GC TERM ENT attached, and the generation control's condition is the HR status of Terminated. If an employee is terminated, his or her leave balance liability earnings value becomes the termination liability earnings value for reversal.