Setting Up Supplementary Runs
This topic provides overviews of supplementary runs and processing requirements, and discusses how to define processing elements for supplementary runs.
In the UK, supplementary runs are used for processing items outside of the regular payroll run. Typically, companies use supplementary runs for expenses, bonus payments, or for processing late payments. With Global Payroll for the UK, there are two choices for processing outside of the normal payroll schedule. You can:
Set up a separate processing framework.
To set up a supplementary run, create processing elements in the same way as for normal payroll. Depending on the your requirements, this could include defining calendars, calendar groups, run types, and process lists that are specifically for supplementary runs.
Set up off-cycle processing.
The Global Payroll core application provides the ability to define four types of off-cycle transactions: corrections, additional payments, advances, and manual payments.
This topic explains how to set up a processing framework for supplementary runs.
Refer to the PeopleSoft Global Payroll product documentation for general information about setting up off-cycle processing. However, you should also refer to the guidelines that are provided in this product documentation for using off-cycle in the UK.
Before you can implement supplementary runs, you need to consider:
Who will be processed within a supplementary run.
It is unlikely that all payees who are processed in a normal payroll will require payment in a supplementary run. You need to consider how you will limit the payees processed.
Which elements need to be processed within a supplementary run.
The elements that need to be processed vary according to the purpose of the supplementary run. You may not need to process all of the elements that are processed in the normal payroll.
Defining Payees Processed in Supplementary Runs
You can control who is processed in supplementary runs using any of these:
Using payee list at calendar level.
When you set up your calendars using the Calendars component (GP_CALENDAR), you can define a payee list on the Definition page that limits the payees processed. This is the recommended method.
Using generation control at calendar level.
Use the Generation Control page in the Calendars component to set up generation controls on your calendars.
Using a conditional formula within the processing structure.
Using positive input.
You need to consider the implications of including employees who are not due payment in the supplementary run. Payroll results are produced for all employees identified in the supplementary run. For those employees who are not due payment the payroll results are zero net pay. This has a negative on payroll performance and has potential implications for your payslips and banking.
Defining Elements Processed in Supplementary Runs
Review the elements required for your supplementary runs and consider:
If you need to create a separate process list for supplementary processing.
If the elements need to be processed every time.
For example, regular earnings are resolved in the regular payroll but you may need these earnings to be processed in the supplementary run if you are processing retro hire and terminations. Depending on how you control the employees in the supplementary run, you may need conditional processing on the section containing regular pay elements.
If generation control is needed at the element level.
You may use generation control to process individual elements depending on the run type.
When you have reviewed your processing requirements for supplementary runs, set up your processing elements:
Identify the process list.
You may need to create a new process list for supplementary runs using the Process Lists component (GP_PROCESS).
Create a run type for supplementary processing.
On the Run Type page, select the supplementary run process list in the Process Name field.
Define the calendars for supplementary runs and identify the payees who are processed within the calendar.
Use the Calendars component to define your supplementary calendars. Add these variables to the Supporting Element Overrides page:
Element Name
Value
TAX VR PERIOD
Enter the tax period number.
TAX VR BGN YR
Enter the year in which the tax year starts.
GBR VR RUN TYPE
Enter SUP, unless it is an expenses run and you have a run type of EXP for expenses.
Define the calendar group for the supplementary run.
Add your supplementary calendars to the calendar group.
Important! Do not select the Off-Cycle check box on the Calendar Group page for supplementary runs.