Step 12: Performing Rounding, Task Distribution and Estimated Gross

This process performs the following functions:

  • Calculates and validates leave and comp time balances.

  • Updates each time reporter's task profile.

  • Applies post rules rounding to processed time data.

  • Calculates estimated gross amounts.

This subprocess ensures that leave and compensatory time hours recorded in the Intermediate Payable Time Table (TL_IPT1) do not exceed the available balance. If reported hours exceed the available balance, an exception is written to the Exceptions Table. If the comp time balance or leave time balance is sufficient, Time Administration updates Payable Time.

Check Leave Balance

This subprocess checks to see if there is sufficient balance to cover the leave time contained on the IPT Table for each time reporter. If there is insufficient balance, the system writes an exception to the Exceptions Table.

For the setup to be valid for leave processing to occur, the following conditions must apply:

  • The TRC must be active and the Comp/Leave Indicator must be for Leave Taken (Leave Tkn).

  • The Leave TRC must be of the Hours TRC Type.

  • The TRC must be in the Time Reporter's TRC Program.

  • The TRC must be mapped to a NA Payroll Earnings Code, which is mapped to a Leave Plan type and has the Taken Flag selected on the Add to Accrual Balance section of the NA Earnings code.

  • The Time Reporter must be associated to a Leave Plan of the Leave Plan Type to which the NA Earnings Code is associated.

  • The Leave Plan for the time reporter should specify if it allows a negative balance, and if so, how many hours the balance for the time reporter can go negative.

Note: Leave balances are maintained by PeopleSoft Benefits. Time and Labor does not update Benefits Tables with balance information; however, it uses the Leave Plan Table (LEAVE_PLAN_TBL) and Leave Accrual Table (LEAVE_ACCRUAL) of the Benefits system to validate time reported against TRCs of leave, for the availability of leave. To allow leave balances to go negative, you must select the Allow Negative Balance check box on the Leave Plan Table, which is part of the Benefits system. The Maximum Negative Hours Allowed (MAX_NEG_HRS) field then becomes available for data entry, and you can specify the maximum negative hours allowed under the Leave Plan. This field remains hidden if the Time and Labor application is not selected on the Installation Table.

This sub-process can be broken down as follows:

To calculate leave balance:

  1. Check the Time and Labor Installation Table.

    The system checks the Time and Labor Installation Table to see whether leave balance validation has been selected. The user can select Online Only validation, Batch Only validation, Both Online and Batch validation, or None. If Both or Batch Only has been selected, Time Administration validates leave time.

  2. Check the TRCs on the IPT Table against settings on the TRC Table.

    The system checks the TRC on the Intermediate Payable Time Table TL_IPT1 against the TRC Table TL_TRCPGELE_TBL for valid TRCs for the workgroup, and for the Comp Leave Indicator on TL_TRC_TBL. This subprocess runs for those TRCs you have defined as having an affect on comp/leave of Leave Taken on the TRC Setup page.

  3. Check the Leave Accrual Table to calculate available hours.

    The system checks the Leave Accrual Table to calculate available hours using the following formula:

    Field or Control

    Description

    Available Hours =

    Hours carried over from previous year

    + Earned year-to-date

    - Taken year-to-date

    + Adjusted year-to-date

    + Bought year-to-date

    - Sold year-to-date

    - Unprocessed hours taken

    - Unprocessed hours adjusted

    - Unprocessed hours sold

  4. Check reported leave against the available balance.

    The system checks reported leave against the available balance as follows:

    If available hours + negative hours allowed is less than reported comp time taken, the system writes a high severity exception to the Exceptions Table. If this is not the case, the system continues processing.

Check Comp Time Balance

This subprocess determines whether there is a sufficient balance to cover the compensatory time hours recorded on the TL_IPT1 Table for each time reporter. If there is an insufficient balance, the system writes an exception to the Exceptions Table. If the balance is sufficient, the system updates the Payable Time Table.

For the setup to be valid for compensatory time processing to occur, note the following:

  1. The Comp TRC must be active and have a Comp/Leave Indicator of either Comp Earned (CT Earned) or Comp Taken (CT Taken).

  2. The Comp TRC must be of an Hours TRC Type.

  3. The Comp Time TRC must be in the time reporter's TRC Program.

  4. The Comp Time TRC must be associated to the time reporter's Compensatory Time Off Plan.

  5. You must have defined the appropriate limits on the time reporter's Compensatory Time Off Plan.

This sub-process can be broken down as follows:

To calculate compensatory time balance:

  1. Check Time and Labor Installation Table.

    The system checks the TL Installation Table (TL_INSTALLATION) to see if Comp Balance validation has been selected. The user can select Online Only validation, Batch Only validation, Both Online and Batch validation, or None. If either Batch Only or Both is selected, Time Administration validates comp time.

  2. Check TRCs on IPT Table against settings on TRC Table.

    The system checks TRCs on the Intermediate Payable Time Table TL_IPT1 against TL_TRCPGELE_TBL for valid TRCs in the TRC Program, and TL_TRC_TBL for the Comp Leave Indicator on the TRC Table. For those TRCs defined as affecting CT Earned (Comp Time Earned) or CT Taken (Comp Time Taken) on the TRC Setup page, Time Administration processes them against the Time Reporter's comp plan.

  3. Calculate available hours.

  4. Load Compensatory Time Off rows into Comp Leave table (TL_COMPLEAV_TBL). The system summarizes the time for each day for Comp Time Earned and Taken , calculates the expiration dates for the earned rows, and loads the time into the TL_COMPLEAV_TBL with the End Balance=0.

  5. Calculate the end balance for each day.

    The system calculates the end balance for each day by taking into consideration the comp time hours earned, hours taken, and hours expired for each day and then updates the end balance on the TL_COMPLEAV_TBL.

  6. Check comp time taken against available balance.

    The system then checks to see if the reported Comp Time Taken is more than the available hours:

    If reported Comp Time Taken is greater than the available hours plus negative hours allowed, the system writes a high-severity exception to the Exceptions Table. If the balance is sufficient to cover comp hours earned, and Payable Time is not yet updated, the system inserts a new row of data into TL_PAYABLE_TIME for the applicable TRCs.

  7. Calculate comp time earned.

  8. Check comp time earned against available balance.

    The system checks to see if the reported Comp Time earned is more than the available hours:

    If reported Comp Time Earned is greater than the available hours, the system writes a high-severity exception to the Exceptions Table. If the balance is sufficient to cover comp hours earned, and Payable Time is not yet updated, the system inserts a new row of data into TL_PAYABLE_TIME.

Important! Comp Time exception TLX00001 must be set to 'high' severity. A 'low' or 'medium' severity exception can create payable time. However, if the time reporter is reporting a comp TRC that is not in his comp plan, this is still an exception. Although the system can create the payable time, it cannot update the comp time balance. Therefore keep the severity of this exception as "High."

When a task profile is reported positively or has been updated by the system during Step 9--Creating Intermediate Payable Time, the Expand Task Profiles subprocess expands the corresponding Intermediate payable time records with proper detailed task data after rules have been applied.

For example, a time reporter may have reported the Task Profile "AB," which contains 50% of Project A and 50% of Project B. If the time reported is 8 hours, this process splits these 8 hours into 4 hours each for Projects A and B.

Time Administration checks the Rounding Option you selected on the Workgroup page to determine whether it should apply Segment Rounding or Day Rounding. If you have selected one of these rounding types, the system applies the specific rounding rules you defined on the Workgroup page.

Note: There are two types of rounding in Time and Labor: pre-rules rounding and post rules rounding. Pre-rules rounding applies only to punch time data. Segment Rounding and Day Rounding apply after rules have been processed, but before time is transferred to Payable Time.

The Calculate Estimated Gross process determines the estimated gross for each row contained in the Intermediate Payable Time Table when you set the Calc Estimated Gross field on the TL Installation page to Y (yes).

The system uses the following formula to calculate the gross:

TL_QUANTITY X (COMPRATE + FACTOR_RATE_ADJ) X FACTOR_MULT

The components of this formula are defined as follows:

Components/Fields

Definition

TL_QUANTITY

The quantity entered by the time reporter or taken from the time reporter's schedule.

COMPRATE

Either a rate or a compensation rate code. The derivation of the rate code is explained in Step 1 under Calculate Estimated Gross.

FACTOR_RATE_ADJ

The Rate Adjustment Factor defined for the TRC on the TRC 1 page.

FACTOR_MULT

The Multiplication Factor defined for the TRC on the TRC 1 page.

To calculate estimated gross:

  1. Derive the Comp Rate.

    The Time Administration process derives the Rate in the Comp Rate variable as follows:

    1. When a time reporter enters an override rate on the time reporting pages, the system uses this rate. This rate resides in the Intermediate Payable Time Table TL_IPT1.

    2. When a time reporter enters a comp rate code on the time reporting pages, the system attempts to derive the rate in the Comp Rate Code (CRC) from the following locations in this order:

  2. The Comp Rate Code Table (PS_COMP_RATECD_TBL). If the comp rate is not there, it then checks:

  3. The Compensation Table (PS_COMPENSATION); if the comp rate is not there, it then checks:

  4. The Job Code Table (more specifically, the PS_JOBCD_COMP_RATE field on PS_JOB).

    1. If no rate or comp rate code is reported, the system checks for a rate on the TRC Table.

      Note: If the Comp Rate Code (CRC) is HF (hourly + flat), the reported rates are added to the amount on the CRC and then inserted into the basic formula. If the CRC is PH (percent of hourly), the percent is calculated against the reported rate before inserting into the basic formula.

    2. If the system finds nothing in these locations, it uses the hourly rate associated with the TRC in the Intermediate Payable Time Table TL_IPT1.

      Note: When a TRC is of type Amount, the Quantity (QTY) is placed into the Estimated Gross field in Intermediate Payable Time. Other calculations are bypassed. If the TRC is of type Amount and is mapped to a NA Payroll Earnings Code where Mult Factor = 0, then the amount passed to IPT for Est Gross will be 0.

    3. If the system cannot find the information in the previous locations, it takes the hourly rate from the JOB Table to use in the calculation.

  5. Calculate Estimated Gross.

    If Reported Hours is not zero, the Estimated Gross amount is calculated using this formula:

    TL_QUANTITY X (COMPRATE + FACTOR_RATE_ADJ) X FACTOR_MULT

    The Estimated Gross amount is written to the Estimated Gross work Table (TL_W2_EST_GRS) to be used in the final step.

    Note: If a reported amount is populated in the Intermediate Payable Time Table, this amount automatically becomes the Estimated Gross amount. No further calculation is needed.

  6. Update IPT Estimated Gross.

    This step populates the Estimated Gross field on the TL_IPT1 record with the Estimated Gross amount contained on the Estimated Gross Work Table.