Advancing Payments

Page Name

Definition Name

Usage

Off Cycle Request Page

GP_OFFCYCLE_REQ

Access the detail pages of the off-cycle transaction types for the employee IDs that are entered.

Advance Request Detail Page

GP_OFFCYCLE_A_SEC

Enter instructions for processing advances.

Calendar Group Page

GP_CALENDAR_RUN

Define off-cycle calendar groups.

Final Payment Definition USA Page

GPUS_FPMT

Create a final payment definition.

Maintain Termination Data USA Page

GPUS_FPMT_PYE

Assign a final payment definition to a payee.

You set up most advances on Global Payroll core application pages. However, you set up final (termination) payments that need to be paid in off-cycle runs using a combination of core and U.S. specific pages.

Observe the following guidelines when you define advances:

  • Always select the next open calendar, because skipping calendars may update accumulators incorrectly.

  • Global Payroll automatically calculates absence accumulators for the calendar group selected.

See Processing Advances.

Global Payroll for U.S. uses the advance functionality in the Global Payroll core application as the basis for the delivered termination (final payment) process. However, advances can be made outside of this process for reasons other than termination.

  • To set up an advance for a termination that needs to be processed immediately, before the next scheduled on-cycle pay run, use a combination of core and Global Payroll for U.S.-specific pages.

  • To set up advances for reasons other than off-cycle termination, use the pages in the core Off Cycle Requests component (GP_OFFCYCLE_SETUP).

Advances for Off-Cycle Termination

To set up an advance for an off-cycle termination:

  1. Use the Off Cycle On Demand page or the Off Cycle Request page to create the off-cycle group.

  2. Use the Advance Request Detail page to enter instructions for processing the advance.

    In the Calculate From Date and Calculate Thru Date fields, enter the days for which you want to pay the employee. For example, if you are terminating an employee who is part of a monthly pay group on March 6, the from and thru dates would be March 1 and March 6 respectively.

  3. Create an off-cycle calendar on the Calendar Group page of the Off Cycle Calendar Group component (GP_CALENDAR_RUN).

    Use this calendar to process the advance.

  4. Enter instructions for processing the final (termination) payment on the Final Payment Definition page in Global Payroll for U.S.

  5. Define the termination date and assign the final payment definition created in step 4 to the payee receiving the advance. Do this on the Maintain Termination Data page in Global Payroll for the U.S.

  6. Process the additional payment on the Calculate Absence and Payroll run control page.

    When you run the standard, on-cycle calendar after processing the off-cycle termination, the terminated payee is not picked up for processing.

Note: You must enter a termination row in the payee's JOB record to clear the payee from the system entirely. The information that you enter on the Maintain Termination Data page does not update the JOB record.

Advances for Reasons Other Than Off-Cycle Termination

To set up advances unrelated to a termination:

  1. Use the Off Cycle On Demand page or the Off Cycle Request page to create the off-cycle group.

  2. Use the Advance Request Detail page to enter instructions for processing the advance.

    To set up an advance payment for a partial period (for example, March 1 through March 15), specify the calendar group ID, the calculate from date, and the calculate thru date. The system prorates the SALARY earning and takes all scheduled deductions. When you process the following on-cycle calendar, the system automatically calculates the payment for the remainder of the period and takes all scheduled deductions.

    To make an advance payment for an entire period (for example, March 1 through March 31), enter the target calender group ID. You do not need to complete the Calculate From Date and Calculate Thru Date fields.

    Note: Deductions are not prorated when you process partial periods.

  3. Create an off-cycle calendar on the Calendar Group page of the Off Cycle Calendar Group component (GP_CALENDAR_RUN).

    Use this calendar to process the advance.

  4. Process the advance on the Calculate Absence and Payroll run control page.

Note: These pages and setup steps are described in greater detail in the Off Cycle Processing topic in the PeopleSoft Global Payroll product documentation.

Note: If you enter positive input in connection with an off-cycle advance, make sure that the positive input dates match the Calculate From Date and Calculate Thru Date values on the Advance Request Detail page. Otherwise, the system may process positive input in more than one segment. For example, if you define an advance for the segment March 1 through March 15, and enter 10 hours of overtime using positive input, the system will process 10 overtime hours in the off-cycle calendar. Later, when you run the standard on-cycle calendar for March, the system will try to process the same 10 hours of overtime for the segment March 16 through March 31 unless you specify the begin and end dates of the positive input as March 1 and March 15.

The information that you enter on the Final Payment Definition page tells the system which earnings and deductions to process in a final payment, and how to process them. You can use the Final Payment Definition page to create final payment programs for use with both on-cycle and off-cycle calendars.

Note: We discuss the Final Payment Definition page in detail in the topic on processing payments.

See Understanding Payment Processing.

Use the Maintain Termination Data page to assign final payment instructions defined on the Final Payment Definition page. You can assign final payment definitions to payees processed in off-cycle as well as on-cycle calendars.

Note: We discuss the Maintain Termination Data page in detail in the topic on processing payments.

See Understanding Payment Processing.