Running a Payroll with Time and Labor Data

Payable time that is adjusted in Time and Labor creates two rows of data: one that reverses or offsets the old value and one that contains the new value. Global Payroll ignores the original row and offset row and processes the newly created row.

Changes to Time and Labor data create a retro trigger and cause the pay period to be recalculated and corrected in either the current pay period or in a forwarding period.

To prepare for a pay run:

1. Ensure that the Time and Labor Time Administration process has been run.

   For each approved absence event, Time and Labor looks at the code for the absence take element, the beginning and end dates of the absence and, when applicable, partial hours for absences of less than a day. It also triggers the Schedule Resolution process in Time and Labor, which looks at the absent days for which partial hours were not reported and determines the number of hours that the time reporter was absent based on his or her default schedule.

   The Time Administration process must also be run to convert reported and scheduled time to payable time.

   Note: Time and Labor processes only approved absences; unapproved absences are not passed to the Time and Labor Payable Time table.

2. Create calendars that select Time and Labor data.

   When using the Calendars - Definition page in Global Payroll to create calendars for the pay run, set up the calendars to:

   • Retrieve data for the period of time that you specify.

     Select the time period in the Time & Labor Calendar field. You select from a prompt table that displays all calendar periods. If you leave the Time & Labor Calendar field blank, payable time is not retrieved. The Time and Labor calculation period ID can be the same as or different from the calculation period ID. For example, if your Time and Labor calculation period ID is March and the current calculation period ID is April, payees (in order to be selected) must have payable time in March and have been active for at least one day in April.

   • Use a run type that identifies the TRCs that you want to process.

3. Ensure that the Time Administration process has been run for the payees that you want to pay.

   Note: In Global Payroll, you run the payroll process by pay group. In Time and Labor, you run the Time Administration process by workgroup. Before starting the pay run, be sure that the Time Administration process has been run for all payees that are included in your pay run.

See Sharing Work Schedules with Time and Labor, Calendars - Definition Page.

To start a pay run with Time and Labor data:

1. Start the Identify phase of the Payroll process to select payees.

   Global Payroll identifies payees who have payable time for TRCs that are mapped to the calendar's run type and the time period that is defined by the Time & Labor Calendar field on the Calendars - Definition page. (You can start the Identify process by itself or with the Calculate process.)

2. Start the Calculate phase to select payable time.

   Global Payroll loads payable time for the selected payees into the Generate Positive Input table. It retrieves only the rows of payable time that have:

   • A TRC that is mapped to the calendar's run type.

   • For current period entries, a payable status of:

     ES (Estimated - Ready for Payroll)

     AP (Approved - Goes to Payroll)

     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 (Global Payroll)

     IG (Ignore)

     NP (No Pay)

     OE (Online Estimate)

   • Global Payroll also updates the payable status of each entry:

     SP - For all payable time entries that are loaded into Global Payroll except those with a payable status of PD (Paid - Labor Distributed) or DL (Paid - Labor Diluted).

     IG - For all payable time entries that the system will not use as a result of changes by Time and Labor that created offset and new entries.

     See Payable Time Status and Reason Codes.

3. Review results and correct errors.

   Review the Payee Messages page for processing errors and messages. You can view payable time entries that have gone through the Calculate phase on the Generated Positive Input - Payroll page. Look for entries with a Source value of Time&Labor. You can also see processed bundled payable time entries on the Positive Input - Payroll page.

   To adjust or correct entries that originated in Time and Labor, make the changes in Time and Labor and then run the Calculate phase again. This ensures that the Time and Labor data and Global Payroll data remain in sync.

If you cancel a pay run, Global Payroll deletes the payable data that was loaded from Time and Labor and updates the payable status for each payable time entry to RP with a reason code of Cancelled by Payroll, unless either of the following conditions exist:

• The payable status is PD, DL, CL, or TP (Taken - Used by Payroll).

• The payable time has also been sent to another payroll system (according to the Pay System flag associated with the entry).