Loading Paysheet Transactions

This topic discusses:

• The Load Paysheets process.

• On-cycle and off-cycle processing.

• Reviewing and Inactivating transactions.

• Resetting transactions.

• Maintaining the PSHUP_TXN record.

Payroll for North America provides an option to extend the Load Paysheets process functionality to inactive employees who are eligible for pay.

The system can be set up to create paysheets and load transaction data (for example, payroll hours and amounts, taxes, deductions, garnishments, and so on) from supported sources into paysheets for eligible inactive employees based on company policies.

Suppose that your company uses a third-party system to administer short-term and long-term disability payments for employees who are on leave of absence. You can set up rules in the system to select matching transactions from the PSHUP_TXN record for eligible inactive employees and load the data into paysheets so they get paid per your company policy. Similarly, you can set up rules to create paysheets and make payments to employees who are suspended as a result of labor actions, but are eligible for benefits earnings per labor agreements.

Additional setup is needed to enable the Load Paysheets process as well as transaction update and reporting capabilities for inactive employees. It includes:

1. Select the Inactive Employees option on the Payroll for NA Installation Page.

2. Define paysheet update programs.

   A paysheet update program contains rules that the Load Paysheets process uses to determine which transactions get loaded into paysheets for inactive employees. From the paysheet update program definition, specify:

   • One or more inactive employee statuses. Transactions for employees in any of these statuses will be considered by the Load Paysheets process.

     Employee status is also referred to as the payroll status in employee’s Job Data record.

     See Paysheet Update Program - Employee Status Page.

   • One or more sources from where payment transactions are received. Transactions that originate from any of these sources for employees with matching inactive employee statuses will be considered by the Load Paysheets process.

     See Paysheet Update Program - Paysheet Sources Page.

   • One or more earnings codes for which eligible employees get paid. Transactions that contain any of these earnings codes and originate from any of the matching sources for employees with matching inactive employee statuses will be considered by the Load Paysheets process.

     See Paysheet Update Program - Earnings Page.

   • One or more deduction codes (for example, garnishments, medical premium) for which eligible employees are responsible. Transactions that contain any of these deduction codes and originate from any of the matching sources for employees with matching inactive employee statuses will be considered by the Load Paysheets process.

     See Paysheet Update Program - Deductions Page.

   • Company and paygroup combinations to which these paysheet update program rules apply.

     See Paysheet Update Program - Company/Paygroup Page.

When the Load Paysheets process runs for inactive employees, it looks up the paysheet update program that is associated with each of the company and pay group combinations (a pay run ID can be linked to more than one company and pay group pair) that is specified on the run control page, and selects the transactions (based on run control parameters) that match the program setup for processing.

Based on the process option specified, the process either creates paysheets and loads transaction data into these paysheets, or resets the status of selected transactions to Active for them to be loaded into paysheets again.

The Load Paysheets process supports transaction processing for inactive employees for both on-cycle and off-cycle runs.

Video: Image Highlights, PeopleSoft HCM Update Image 33: Paysheet Load Enhancements

Keep the following in mind if you're loading rapid entry paysheet records:

• You must validate the earnings codes before running the Load Paysheets process; otherwise the load process will not select the rapid entry paysheets.

  Use the Validate on Save check box on the Rapid Entry Paysheet Creation Page.

• On-cycle paysheets must have been created prior to running an on-cycle load process.

• For off-cycle processing, the Load Paysheet Transaction process will automatically create an off-cycle paysheet.

  To create rapid entry paysheets for off-cycle processing, select the Off-Cycle? check box at the same time as you enter the key values for the new rapid entry paysheet. You cannot change this setting after you continue to the Rapid Entry Paysheet Creation page.

  Then, when you load the off-cycle rapid entry paysheets, select Off-Cycle Checks in the On or Off Cycle field on the left side of the Load Paysheet Transactions page.

• All valid employee-level rapid entry paysheet records are deleted at the end of the load process.

• For on-cycle rapid entry paysheet records, invalid rows are deleted when the on-cycle payroll is being confirmed.

• For off-cycle rapid entry paysheet records, invalid rows are deleted when the calendar is closed for off-cycle processing (at the confirm of the next on-cycle payroll).

• Rapid entry paysheets are the only source where the earnings begin and end dates must match the existing pay earning row for the amount to be added to that Pay Earning record.

  If there is not an exact match of earnings begin and end dates, then a new pay earnings row is added to the employee's existing paysheet pay line row with the new beginning and ending earnings dates from the rapid entry paysheet.

You can load transaction data into Payroll for North America from the following PeopleSoft applications and business processes:

• Absence Management.

• Expenses.

• Manage Variable Compensation.

• Talent Acquisition Manager.

Before you can load data into Payroll for North America, you must map items in the source application to payroll earnings or deduction codes. For example, if you use the Manage Variable Compensation business process of PeopleSoft HCM, you map each compensation plan to the appropriate earnings code. If you use Talent Acquisition Manager to pay employee referral awards, you provide an earnings code in the award schedule.

Mapping instructions and any other setup requirements that must be met before data can be loaded are discussed in the documentation for the source application.

Communication between Payroll for North America, Expenses, PeopleSoft HR, and Talent Acquisition Manager is accomplished through the use of PeopleSoft Integration Broker messaging, which works in the background to quickly transfer data back and forth. Communication with Absence Management is accomplished through the use of shared tables.

Expenses, Talent Acquisition Manager, and PeopleSoft HR always initiate communication with payroll by sending data, such as awards or expense advances, to a temporary file that can be accessed by payroll. Payroll validates the data and returns records that do not pass the validation process so they can be updated and resent. A payroll clerk then uses the Load Paysheet Transactions run control page to start a batch process that loads the validated records into existing paysheets or creates new paysheets, as needed.

This diagram illustrates how data is loaded into the payroll system and validated:

This diagram illustrates how data is loaded into the payroll system and validated.

When you run the Load Paysheets process, Payroll for North America selects Job data for each active employee in the transaction file. Regular pay and hours are not loaded from Job; instead, all amounts are pulled from the transactions created in the source application. For inactive employees, the process pulls information it needs from their Job records, but not from Additional Pay records. The contents of the transaction record determine whether the system creates a Pay Other Earnings record or a Tax/Deduction Override record. The system creates a new paysheet for the employee or loads data into the current paysheet, if one exists.

You can load paysheet data into Payroll for North America from sources outside of PeopleSoft applications, such as stock option payments, positive time reporting entries, or bonus payments.

Use the Paysheet Update Program - Program ID page (PSHUP_PROG_DEFN) to define general information of paysheet update programs for inactive employees.

Navigation:

Set Up HCM > Product Related > Payroll for North America > Payroll Processing Controls > Paysheet Update Program > Program ID

This example illustrates the fields and controls on the Paysheet Update Program - Program ID page.

Enter the basic information of paysheet update programs, for example, the effective date, status, and description.

A paysheet update program consists of rules that are used by the Load Paysheets process to select and load transaction data into paysheets (or reset transaction statuses) for inactive employees. In the paysheet update program setup, you specify:

• Employee statuses to identify inactive employees.

• Sources from where transaction data for inactive employees can be received.

• Earning codes by which inactive employees can get paid.

• Deduction codes to be loaded for inactive employees.

• Company and paygroup combinations that use this paysheet update program setup.

You must define at least one active paysheet update program for the Load Paysheets process to process transactions for inactive employees.

Use the Paysheet Update Program - Employee Status page (PSHUP_EMPL_ST_DEFN) to specify employee statuses used for loading paysheet transactions for inactive employees.

Navigation:

Set Up HCM > Product Related > Payroll for North America > Payroll Processing Controls > Paysheet Update Program > Employee Status

This example illustrates the fields and controls on the Paysheet Update Program - Employee Status page.

Use the Paysheet Update Program - Paysheet Sources page (PSHUP_SRC_DEFN) to specify sources used for loading paysheet transactions for inactive employees.

Navigation:

Set Up HCM > Product Related > Payroll for North America > Payroll Processing Controls > Paysheet Update Program > Paysheet Sources

This example illustrates the fields and controls on the Paysheet Update Program - Paysheet Sources page.

Use the Paysheet Update Program - Earnings page (PSHUP_ERNS_DEFN) to specify earnings codes used for loading paysheet transactions for inactive employees.

Navigation:

Set Up HCM > Product Related > Payroll for North America > Payroll Processing Controls > Paysheet Update Program > Earnings

This example illustrates the fields and controls on the Paysheet Update Program - Earnings page.

Use the Paysheet Update Program - Deductions page (PSHUP_DEDS_DEFN) to specify deduction codes used for loading paysheet transactions for inactive employees.

Navigation:

Set Up HCM > Product Related > Payroll for North America > Payroll Processing Controls > Paysheet Update Program > Deductions

This example illustrates the fields and controls on the Paysheet Update Program - Deductions page.

Use the Paysheet Update Program - Company/Paygroup page (PSHUP_COMPANY_DEFN) to associate paysheet update programs with companies and pay groups for inactive employees.

Navigation:

Set Up HCM > Product Related > Payroll for North America > Payroll Processing Controls > Paysheet Update Program > Company/Paygroup

This example illustrates the fields and controls on the Paysheet Update Program - Company/Paygroup page.

Use the Load Paysheet Transactions page (RUNCTL_PSHUP) to run the Load Paysheets (PYLOAD) process that loads transaction data into paysheets or resets transaction statuses before reloading data into paysheets.

Navigation:

• Payroll for North America > Payroll Processing USA > Create and Load Paysheets > Load Paysheet Transactions > Load Paysheet Transactions

• Payroll for North America > Payroll Processing CAN > Create and Load Paysheets > Load Paysheet Transactions > Load Paysheet Transactions

• Payroll for North America > Payroll Processing USF > Create and Load Paysheets > Load Paysheet Transactions > Load Paysheet Transactions

This example illustrates the fields and controls on the Load Paysheet Transactions page when the option to support the loading of transaction data into paysheets for inactive employees is disabled.

This example illustrates the fields and controls on the Load Paysheet Transactions page when the option to support paysheet update for inactive employees is enabled.

Use the Update Paysheet Transactions page (PY_PSHUP_TXN) to review transaction data from the PSHUP_TXN record and optionally update transactions before loading them into paysheets.

Navigation:

• Payroll for North America > Payroll Processing USA > Create and Load Paysheets > Update Paysheet Transactions > Update Paysheet Transactions

• Payroll for North America > Payroll Processing CAN > Create and Load Paysheets > Update Paysheet Transactions > Update Paysheet Transactions

• Payroll for North America > Payroll Processing USF > Create and Load Paysheets > Update Paysheet Transactions > Update Paysheet Transactions

This example illustrates the fields and controls on the Update Paysheet Transactions page when the option to support the loading of transaction data into paysheets for inactive employees is disabled.

This example illustrates the fields and controls on the Update Paysheet Transactions page when the option to support the loading of transaction data into paysheets for inactive employees is enabled (1 of 2).

This example illustrates the fields and controls on the Update Paysheet Transactions page when the option to support the loading of transaction data into paysheets for inactive employees is enabled (2 of 2).

If you have previously run the Load Paysheets process to either load transaction data into paysheets or reset transaction statuses, you can review the result of the process on this page. You can also update transaction statuses manually and delete transaction rows.

Use the Paysheet Transactions Report page (RUNCTL_PSHUPLD) to generate the PAY305RT report that lists transactions loaded in the PSHUP_TXN record from supported sources.

Navigation:

• Payroll for North America > Payroll Processing USA > Create and Load Paysheets > Paysheet Transactions Report > Paysheet Transactions Report

• Payroll for North America > Payroll Processing CAN > Create and Load Paysheets > Paysheet Transactions Report > Paysheet Transactions Report

• Payroll for North America > Payroll Processing USF > Create and Load Paysheets > Paysheet Transactions Report > Paysheet Transactions Report

This example illustrates the fields and controls on the Paysheet Transactions Report page.

Use the Paysheet Transactions report to see the transaction contents that are available in the PSHUP_TXN record. You can run this report before the Load Paysheets process to see the list of transactions that are going to be loaded into paysheets by source.