Understanding Employee Balance Records
This topic discusses:
A general description of employee balance records.
A list of record details.
Note: Only the records and fields that need clarification or elaboration are described in detail.
Note: If you begin using the system for the first time at the beginning of a quarter, you need only concern yourself with year-to-date (YTD) balances in most cases. However, for year-end processing, you should also convert check detail for employees in New York City, American Samoa, Guam, Puerto Rico, and Virgin Islands.
Tables in this topic list the Payroll for North America records that you might use to convert employee balances, sorted alphabetically by record ID. If you need more information about a record, see the Record Details topic.
(USA) Records for U.S. Only
The following table lists U.S. only records:
Record ID |
Record Name |
Required (R) or Optional (O) |
Description |
---|---|---|---|
PS_BOND_LOG |
Bond Log |
O |
This record applies only to U.S. conversions and is required if you use the Bond Processing feature in Payroll for North America. The record contains detailed information about each bond that the employee purchases. The only records of concern are those that are still in process—that is, when the employee is making contributions toward a bond, but has not yet accumulated enough to actually purchase it. The system populates this record after producing each paycheck for an employee. |
PS_CHECK_YTD |
Check YTD |
O |
This record contains fields that are currently used only in the following standard PeopleSoft reports:
PS_CHECK_YTD contains YTD information about total gross, total taxes, total deductions, and net pay. Make sure that these totals represents the correct transition from gross to net. If you don't require this data on your paychecks, don't convert this data. |
PS_DEDUCTION_BAL |
Deduction Balance |
R |
This record is required for deductions on which you impose a YTD limit, such as 401(k) deductions. You must also load other deductions that are reported on Form W-2, such as the taxable benefit portion of group-term life insurance (imputed income). Also, if your check design incorporates YTD and current balance information, consider importing YTD data for all deductions. |
PS_EARNINGS_BAL |
Earnings Balance |
R |
This record is required for earnings types that are necessary for W-2 processing and for earnings on which you impose a YTD limit. Also consider check-printing YTD data requirements. Use this record to load special accumulator data. For example, you might require special accumulators to track earnings for pension calculations or retirement wages. If you do not require full detail of earnings, you might substitute a summary earnings type to record the employee's total YTD earnings. |
(USF) PS_GVT_ERN_ACR_CLS |
Leave Accrual |
O |
This information enables the system to record the frequency of accrual and the units of leave time earned by members of the accrual class. It defines rules to place limits on total leave earnings and specify how to handle excess accruals. It defines a leave ceiling to limit leave earnings and rules to trigger various actions when the ceiling has been reached. It defines carryover limits and tells the system what operations to perform when one exceeds the limit. It defines the maximum amount of time that can pass before one must use, forfeit, or convert accrued leave to pay. |
(USF) PS_GVT_ACCR_PLAN |
Leave Accrual |
O |
This record contains coverage election, coverage dates, work schedule and grandfather carryover amounts. |
(USF) PS_GVT_ACC_ERNCD |
Leave Accrual |
O |
This record contains which earnings will accrue leave, and be used to pay leave. |
(USF) PS_GVT_ACC_RT_TBL |
Leave Accrual |
O |
This record defines the schedule for granting leave based on length of service accrual rates values. |
(USF) PS_GVT_ACCR_LDGR |
Leave Accrual |
O |
This record contains employee details, like hours earned for the year, hours taken, adjusted hours, forfeited hours, grand fathered hours and hours available. |
(USF) PS_GVT_ACCR_SUMM |
Leave Accrual |
O |
Summary record contains employee YTD balances for leave. |
PS_TAX_BALANCE |
Tax Balance |
R |
Tax balances are the most critical set of records to convert. Without these balances, you could have incorrect tax data and tax reports. YTD data is your biggest concern. If you convert at the beginning of a quarter, you do not need quarter-to-date (QTD) or month-to-date (MTD) data. |
(CAN) Records for Canada Only
The following table lists Canadian only records:
Record ID |
Record Name |
Required (R) or Optional (O) |
Description |
---|---|---|---|
PS_CAN_CHECK_YTD |
Check YTD |
O |
This record contains fields that are currently used only in the following standard PeopleSoft reports:
PS_CAN_CHECK_YTD contains YTD information about total gross, total taxes, total deductions, and net pay. Make sure that these totals represents the correct transition from gross to net. If you don't require this data on your paycheques, don't convert this data. |
PS_CAN_DED_BALANCE |
Deduction Balance |
R |
This record is required for deductions on which you impose a YTD limit, most frequently your pension deduction. You must also load other deductions that you report at year-end, such as the taxable benefit for company-paid life insurance. Also, if your check design incorporates YTD and current balance information, consider importing YTD data for all deductions. |
PS_CAN_ERN_BALANCE |
Earnings Balance |
R |
This record is required for earnings types that are necessary for year-end processing and for earnings on which you impose a YTD limit. Also consider cheque-printing YTD data requirements. Use this record to load special accumulator data. For example, you might require special accumulators to track earnings for pension calculations or retirement wages. If you do not require full detail of earnings, you might substitute a summary earnings type to record the employee's total YTD earnings. |
PS_CAN_TAX_BALANCE |
Tax Balance |
R |
See the U.S. Tax Balance record, PS_TAX_BALANCE. |
PS_INS_EARNS_BAL |
Insurable Earnings Balance |
O |
The system creates this record during payroll processing and tracks Canadian Employment Insurance (EI) insurable earnings balances and related information for employees by company, wage loss plan, EI period, and earnings end date. The system uses this data during the ROE Creation process. You must convert your weekly EI earnings to Insurable Earnings records. |
PS_ROE |
ROE |
O |
This is not a balance record. It is a data record that the system uses to print the ROE that you send to the government upon terminating an employee. To use the PeopleSoft ROE Automated Create process, you must enter your submitted ROEs for the past reportable periods. This enables the system to generate amended ROEs. (Only enter data for old ROEs; the system generates new ones). Enter this data on the ROE Data 1 page. PeopleSoft recommends this procedure only if the amount of data is relatively small; alternatively, you can use a conversion process to build the records. |
PS_ROE_FUTURE_PAY |
ROE Future Pay |
O |
This record contains information about ROE-reportable payments (other than regular pay) to include in the final or future pay for an employee. Note: Use this record only for entering online expected future pay data at the time that you produce a ROE. Do not enter conversion data in this record. |
Records for Both U.S. and Canada
The following table lists records for U.S. and Canada:
Record ID |
Record Name |
Required (R) or Optional (O) |
Description |
---|---|---|---|
PS_ADDL_PAY_DATA |
Additional Pay Data |
O |
This record operates identically to the GENL_DEDUCTION record, except that it is for earnings instead of deductions. The GOAL_BAL field contains the to-date amount that you've paid to the employee. |
PS_ADDL_PAY_EFFDT |
Additional Pay Effective Date |
O |
This record is the effective-dated control record for ADDL_PAY_DATA. It is also the child record of PS_ADDL_PAY_ERNCD. |
PS_ADDL_PAY_ERNCD |
Additional Pay Earnings Code |
O |
This record is the earnings code control record for ADDL_PAY_DATA. |
PS_DED_ARREARS |
Deduction Arrears |
O |
Use this record to record employee deductions that are in arrears in the current system. If the number of employees with arrears balances is very small, consider manually converting this information after you go live. Use the By Paysheet - One-Time Deductions page to input the arrears amount as a one-time additional amount. If you decide to load these records, the system attempts to take the amount that is in arrears during the first payroll run. These deductions should be valid for the benefit or deduction program in which the employee is currently enrolled. |
PS_GARN_BALANCE |
Garnishment Balance |
O |
Use this record to record balance data for each garnishment ID. Before loading garnishment balance data into this record, load the PS_DEDUCTION_BAL record with YTD, QTD, and MTD data for the combined total of all garnishments for an employee. PeopleSoft defines garnishments as tax levies, wage assignments, child, dependent or spouse support, student loan repayments, writs, social security (AWG) and bankruptcies. PeopleSoft identifies each garnishment with a garnishment ID. |
PS_GENL_DED_CD |
Garnishment Deduction Code |
O |
This record contains the top level keys for employee general deduction data. |
PS_GENL_DEDUCTION |
General Deduction Detail |
O |
This record contains employee-specific deduction limits. The GOAL_BAL field contains the to-date amount that the system deducted toward a goal limit. The system might have already loaded this for a previous conversion. It is also the child record of PS_GENL_DED_CD. |
PS_LEAVE_ACCRUAL |
Leave Accrual |
O |
This record contains employee balances for vacation and sick leave. |
This topic provides tables that list and describe details for select records. Each table is sorted alphabetically by record ID.
PS_ADDL_PAY_DATA – Additional Payroll Data
Here are details of the PS_ADDL_PAY_DATA record:
Field |
Remarks |
---|---|
DEPTID |
Indicates the department ID to override department on job data. |
JOBCODE |
Indicates the job code to override the job code on job data. |
POSITION_NBR |
Indicates the position number to override the position number on job data. |
ACCT_CD |
Indicates the account code to override the account code on job data. |
GL_PAY_TYPE |
Indicates the general ledger pay type to override the GL pay type on job data. |
ADDL_PAY_SHIFT |
Required. Enter the shift the additional pay will be paid at: 1 2 3 J: Use job shift. N: Not applicable. |
OTH_HRS |
Indicates the number of hours that are payable for the additional pay earnings. |
HOURLY_RT |
Indicates the hourly rate to override the hourly rate on job data. |
OTH_PAY |
Indicates the flat amount for the additional pay earnings. |
ADDLPAY_REASON |
Enter reason for additional pay: A: Anniversary Award. AWD : Award Data. BAS: Benefits Administration Credit. C: Contract Pay. JOB: Job Other Pay. N: Not Specified. O: Outstanding Contribution. P: Performance Award. Q: President's Award. S: Productivity Award. |
SEPCHK |
Indicates the additional pay to be paid on a separate check. Values are 1 – 9. |
EARNINGS_END_DT |
Indicates an end date if the earnings should be paid for a specified period. |
GOAL_AMT |
Indicates the goal amount for the earnings. |
GOAL_BAL |
Indicates the current goal balance for the earnings. |
OK_TO_PAY |
Required. Indicates if the earnings will be paid automatically without the user manually turning on the OK to Pay flag on the paysheet. The payline shows the OK to Pay flag selected. |
DISABLE_DIR_DEP |
Required. Indicates the additional pay will be paid by check versus direct deposit to the employee's bank account. |
PRORATE_ADDL_PAY |
Required. Indicates the system will prorate the additional pay for mid-period changes, based on the employee's Job record. |
PRORATE_CUI_WEEKS |
Required. Indicates the CUI weeks will be prorated when there is a mid period job change. |
PAY_PERIOD1 PAY_PERIOD2 PAY_PERIOD3 PAY_PERIOD4 PAY_PERIOD5 |
Required. Indicates which pay periods the additional pay will be paid. |
STATE |
Enter the state that the employee worked in, if different from the employee's regular pay. |
LOCALITY |
Enter the locality the employee worked in, if different from the employee's regular pay. |
TAX_PERIODS |
Enter the number of pay periods over which to spread the tax for these earnings. |
TAX_METHOD |
Required. Enter the tax method: A: Annualized. B: Bonus. C: Cumulative. G: Aggregate. L: Lump Sum. M: Commission. P: Specified on paysheet. S: Supplemental. X: Special Supplemental. |
ADDL_PAY_FREQUENCY |
Required. Enter the frequency for calculating taxes for the additional pay if the tax frequency is different from the pay frequency set up in the Job record: A: Annually. B: Biweekly. D: Daily. M: Monthly. P: Use Pay Group Frequency. Q: Quarterly. S: Semimonthly. W: Weekly. |
DED_TAKEN |
Required. Indicates how to take benefit deductions for this additional pay that is paid on a separate check. D: Deduction Table Governs. N: None. R: No Override. S: Deduction Table Subset Govern. |
DED_SUBSET_ID |
Enter the subset ID if you select Subset in the Benefit Deductions Taken field. |
DED_TAKEN_GENL |
Required. Indicates how to take general deductions for this additional pay that is paid on a separate check. D: Deduction Table Governs. N: None. R: No Override. S: Deduction Table Subset Govern. |
DED_SUBSET_GENL |
Enter the subset ID if you select Subset in the General Deductions Taken field. |
PLAN_TYPE |
See PS_DEDUCTION_BAL. |
BUSINESS_UNIT |
Indicates the business unit to override the business unit on job data. |
COMP_RATECD |
Enter a compensation rate code to an Additional Earnings record by selecting a rate code. |
RECORD_SOURCE |
Record Source: B: Batch. O: On-line. |
PS_CAN_CHECK_YTD - Check YTD (CAN)
Here are details of the PS_CAN_CHECK_YTD record:
Field |
Remarks |
---|---|
TOTAL_GROSS_YTD TOTAL_TAXES_YTD TOTAL_DEDNS_YTD NET_PAY_YTD |
See PS_CHECK_YTD. |
PS_CAN_DED_BALANCE - Deduction Balance (CAN)
Here are details of the PS_CAN_DED_BALANCE record:
Field |
Remarks |
---|---|
PLAN_TYPE BENEFIT_PLAN DEDCD DED_CLASS |
See PS_DEDUCTION_BAL. |
DED_SLSTX_CLASS |
B: None. G: Goods and services tax. H: Harmonized sales tax. I: Provincial sales tax on insurance. P: Provincial sales tax. Q: QC provincial sales tax on insurance. S: QC provincial sales tax. T: Provincial premium tax. U: QC provincial premium tax. |
DED_YTD DED_QTD DED_MTD |
See PS_DEDUCTION_BAL. |
Note: When converting deduction balances, generate a CAN_DED_BALANCE row with a DED_SLSTX_CLASS set to B (none) for the base deduction amount. If you have sales tax amounts types, generate additional rows for the sales tax.
PS_CAN_ERN_BALANCE - Earnings Balance (CAN)
Here are details of the PS_CAN_ERN_BALANCE record:
Field |
Remarks |
---|---|
SPCL_BALANCE ERNCD HRS_YTD HRS_QTD HRS_MTD GRS_YTD GRS_QTD GRS_MTD |
See PS_EARNINGS_BAL. |
PS_CAN_TAX_BALANCE - Tax Balance (CAN)
Here are details of the PS_CAN_TAX_BALANCE record:
Field |
Remarks |
---|---|
TAX_CLASS_CAN |
Use the following values for each tax class type: ALL: Total gross. CBT: Canadian bonus tax. CIT: Canadian income tax (T4). CPA: Pension adjustment. CPP: Canada Pension Plan employee. CPR: Canada Pension Plan employer. EIE: Employment Insurance employee. EIR: Employment Insurance employer. HTX: Provincial health tax. PYT: Payroll tax. QBT: Quebec bonus tax. QIT: Quebec income tax (RL-1). QPP: Quebec Pension Plan employee. QPR: Quebec Pension Plan employer. RV2: Quebec income tax (RL-2). T4A: Canadian income tax (T4A). TRV: True RL. TT4: True T4. |
NLGRS_YTD* NLGRS_QTD* NLGRS_MTD* TXGRS_YTD TXGRS_QTD TXGRS_MTD TAX_YTD TAX_QTD TAX_MTD |
See PS_TAX_BALANCE. |
* These fields are required because each imposes a limit, such as CPP and QPP. The no-limit gross is the dollar amount of the taxable gross, as if there are no limits. For example, Mark receives one fully taxable payment this year on January 15 for 50,000 CAD. The taxable gross for CPP is 33,400 CAD, whereas, the no-limit gross is 50,000 CAD.
You must populate the No Limit Gross field for tax types TRV and TT4 with employment income (that is, all income, including taxable benefits). To convert the total gross amounts, populate the No Limit Gross field for tax type All. However, with all other taxes, leave these fields blank.
Converting taxable grosses for CPP, QPP, and EI is an important requirement for Payroll for North America processing. These taxes are self-adjusting, and the system keeps the contributions synchronized with the earnings during the payroll calculation throughout the year. If you load the balances incorrectly, a refund can occur.
PS_CHECK_YTD - Check YTD (USA)
Here are details of the PS_CHECK_YTD record:
Field |
Remarks |
---|---|
TOTAL_GROSS_YTD |
Total of all earnings that add to gross (Earnings table). |
TOTAL_TAXES_YTD |
Total of all employee-paid taxes. |
TOTAL_DEDNS_YTD |
All before-tax and after-tax deductions. |
NET_PAY_YTD |
Remaining amount. |
PS_DED_ARREARS - Deduction Arrears
Here are details of the PS_DED_ARREARS record:
Field |
Remarks |
---|---|
PLAN_TYPE |
(USA) See PS_DEDUCTION_BAL. (CAN) See PS_CAN_DED_BALANCE. |
BENEFIT_PLAN |
Enter the benefit plan for your benefit deductions only. Leave blank for general deductions (Plan Type = 00). |
DEDCD |
Enter the deduction code. |
DED_CLASS |
(USA) See PS_DEDUCTION_BAL. (CAN) See PS_CAN_DED_BALANCE. |
ARREARS_BAL |
Amount that the employee owes for each deduction. |
PS_DEDUCTION_BAL - Deduction Balance (USA)
Here are details of the PS_DEDUCTION_BAL record:
Field |
Remarks |
---|---|
PLAN_TYPE |
00: General deductions. 01: Benefit program. 10 – 17: Medical plans. 1W: FEBH - Waiver. 20 – 27: Life insurance plans. 2Y : FEGLI – Living Benefits. 2Z: Option A – Standard. 30: Short-term disability. 31: Long-term disability. 40 – 49: Employee investment plans. 4A: Employee stock purchase plan. 50: Sick (no loading required for this record). 51: Vacation (no loading required for this record). 52: Personal (no loading required for this record). 53: Family and medical leave (no loading required for this record). 5A: Company car. 60: Flex Spending Health - U.S. 61: Flex Spending Dependent Care. 65: Flex Spending Health - Canada. 66: Retirement counseling Canada. 70: PERS. 7Z: Retirement – TSP1%. 80: Standard pension. 81: Supplementary pension. 82: USDB pension plan 1. 83: USDB pension plan 2. 84: USDB pension plan 3. 85: USDB pension plan 4. 86: USDB pension plan 5. 87: USDB pension plan 6. 90: Vacation buy. 91: Vacation sell. |
BENEFIT_PLAN |
Enter the benefit plan for your benefit deductions only. Leave blank for general deductions (Plan Type = 00). |
DEDCD |
Enter the deduction code. |
DED_CLASS |
A: After-tax. B: Before-tax. L: QC (Quebec) taxable benefit. N: Nontaxable benefit. P: Nontaxable benefit for before-tax match. T: Taxable benefit. |
DED_YTD |
YTD deduction amount. |
DED_QTD |
(optional) QTD deduction amount. |
DED_MTD |
(optional) MTD deduction amount. |
PS_EARNINGS_BAL - Earnings Balance (USA)
Here are details of the PS_EARNINGS_BAL record:
Field |
Remarks |
---|---|
SPCL_BALANCE |
Set to Y if you are loading a special accumulator. Otherwise, set to N. |
ERNCD |
Enter the earnings code. When loading special accumulators, enter the special accumulator code. |
HRS_YTD |
YTD hours. |
HRS_QTD |
QTD hours. |
HRS_MTD |
MTD hours. |
GRS_YTD |
YTD amount. |
GRS_QTD |
QTD amount. |
GRS_MTD |
MTD amount. |
PS_GARN_BALANCE - Garnishment Balance
Here are details of the PS_GARN_BALANCE record:
Field |
Remarks |
---|---|
PLAN_TYPE |
(USA) See PS_DEDUCTION_BAL. (CAN) See PS_CAN_DED_BALANCE. |
BENEFIT_PLAN |
Enter the benefit plan for your benefit deductions only. Leave blank for general deductions (Plan Type = 00). |
DEDCD |
Enter the deduction code. |
DED_CLASS |
(USA) See PS_DEDUCTION_BAL. (CAN) PS_CAN_DED_BALANCE. |
GARNID |
Unique identifier for each garnishment. It must match the ID in the employee's GARN_SPEC record. |
DED_YTD |
Total YTD deduction amount, including the deduction and processing fees. |
DED_QTD |
Total QTD deduction amount, including the deduction and processing fees. |
DED_MTD |
Total MTD deduction amount, including the deduction and processing fees. |
DED_GARN_YTD |
Year-to-date amount collected for the garnishment itself, minus processing fees. |
DED_GARN_QTD |
QTD amount collected for the garnishment itself, minus processing fees. |
DED_GARN_MTD |
MTD amount collected for the garnishment itself, minus processing fees. |
DED_CFEE_YTD |
YTD processing fees paid to the company. |
DED_CFEE_QTD |
QTD processing fees paid to the company. |
DED_CFEE_MTD |
MTD processing fees paid to the company. |
DED_PFEE_YTD |
YTD processing fees paid to the payee. |
DED_PFEE_QTD |
QTD processing fees paid to the payee. |
DED_PFEE_MTD |
MTD processing fees paid to the payee. |
PS_GENL_DEDUCTION - General Deduction Detail
Here are details of the PS_GENL_DEDUCTION record:
Field |
Remarks |
---|---|
DED_CALC (key) |
Required. Indicates the deduction calculation routine that will be used to calculate the deduction: A: Flat amount. B: Percentage. C: Calculated by Salary System. D: Default to Deduction table. E: Percent of Special Earnings. F: Percent of Federal Gross. G: Percent of Total Gross. H: Rate * Total Hours. N: Percent of Net Pay. P: Rate * Special Hours. S: Special Deduction Calculation. W: Rate * Hours Worked. |
DEDUCTION_END_DT |
Indicates the deduction should stop on a specific date. |
DED_ADDL_AMT |
Indicates the flat amount for the earnings. |
DED_RATE_PCT |
Indicates the rate or percent of the earnings. |
GOAL_AMT |
Indicates the total amount of the earnings. |
GOAL_BAL |
Indicates the total amount taken to date from the employee's pay for this deduction. |
LOAN_INT_PCT |
Indicates you established a deduction for Canadian low-interest loan paybacks. |
BAS_TAXABLE_BEN |
Select this check box if you are a Canadian organization using PeopleSoft Benefits Administration and want to identify the taxable benefit deduction codes specified on the Credit Allocation Hierarchy table. |
DED_STOPPED |
Indicates the user in self-service stopped the voluntary deduction. |
LAST_ACTION |
Indicates who initiated the last action: C: System. D: Hire process. O: Online user. S: Supplier Deduction File (not currently used in PeopleSoft Payroll for North America). W: Employee Self Service User. |
LAST_UPDATE_DATE |
Indicates the date of the last update. |
PROCESS_DEDN |
Indicates if the deduction should be taken. |
GVT_DED_DIST_CD |
(USF) Deduction distribution code. |
GVT_PYMNT_METHOD |
(USF) Indicates how the earnings will be transmitted to the agency. C: Check. E: Electronic Funds Transfer. N: None. |
GVT_CHK_NAME |
(USF) Payee name on check. |
GVT_ADDRESS1 |
(USF) Payee address1. |
GVT_ADDRESS2 |
(USF) Payee address2. |
GVT_ADDRESS_CITY |
(USF) Payee city. |
GVT_ADDRESS_STATE |
(USF) Payee state. |
GVT_ADDRESS_ZIP |
(USF) Payee zip code. |
GVT_ADDRESS_CNTRY |
(USF) Payee country. |
BANK_CD |
(USF) Enter the routing number (bank transit number). |
ACCOUNT_NUM |
(USF) Bank account number. |
ACCOUNT_TYPE |
(USF) Indicates momentary account type: $: Issue Check. C: Checking. L: Liability. N: Non Applicable. S: Savings. X: Expense. |
GVT_PAYEE_ID_NO |
(USF) Enter the payee ID of the vendor to whom monies for this deduction should be paid. |
GVT_PAYEE_NAME |
(USF) Payee name on Electronic Funds Transfer. |
PS_GVT_ERN_ACR_CLS - Accrual Class Record (USF)
Here are details of the U.S. federal government PS_GVT_ERN_ACR_CLS record:
Field |
Remarks |
---|---|
GVT_EARN_TYPE |
Indicates the accrual type: AN: Annual. BM: Bone Mar/Organ Donor. CO: Compensatory Time. CR: Credit Time. DA: Deferred Annual. DS: Deferred Sick. FM: FMLA. HO: Home. LP: Leave Program. LW: LWOP. MA: Military (15R). MB: Military (22LE). MC: Military (44MT). NP: Non-Pay. RC: Religious Comp Time. RE: Restored. SH: Shore. SI: Sick. TO: Time-Off Award. |
GVT_ADJ_ALLOWED |
Required. Adjustments allowed: yes (Y) or no (N). |
ACCRUAL_FREQUENCY |
Required. Indicates the rate at which leave is earned and tabulated: H: Hours per hour. M: Hours per month. P: Hours per pay period. W: Hours per week. Y: Hours per year. |
GVT_ACCR_YEAR_TYPE |
Required. Indicates the type of dates to use as the beginning and ending dates of the year: C: Calendar L: Leave F: Fiscal P: Pay |
GVT_ACCR_PAY_PD |
Required. Indicates the pay period in which you want to grant leave earnings: 1: First. 2: Second. 3: Third. 4: Fourth. 5: Fifth. |
SERVICE_INTERVAL |
Required. Indicates the service units: H: Hours. M: Months. P: Pay Period. Y: Years. |
GVT_EFF_RATE_PAY |
Required. Indicates the disposition of excess leave balances: R: Use rate when earned. C: Use current rate. P: Use percentage of current rate. |
GVT_EFF_PAY_PER |
Required. Indicates the percentage to use as the basis of calculations. |
HRS_GO_NEGATIVE |
Required. Accrued balances allowed go negative. For your information only. |
GVT_CHK_NONPAY_HRS |
Required. Select to tabulate the number of nonpay hours to determine whether to grant accrual earnings. |
SPECIAL_CALCULATN |
Required. Special calculation routine. Not currently used by U.S. federal government users. |
YEAR_BEGIN_CALC |
Required. Select to calculate leave hours according to length of service as of January 1 of the current year. |
GVT_EXP_DISP |
Required. Indicates how to handle leave upon expiration: P: Convert to pay. F: Forfeit. C: Convert to other. |
GVT_ERNCD_EXPIRE |
Required. Expiration earnings code. |
GVT_EXP_INTERVAL |
Required. Indicates the interval with which to measure the expiration period: H: Hours. M: Months. P: Pay Period. Y: Years. |
GVT_EXP_INTERVALS |
Expiration intervals. Not currently used by U.S. federal government users. |
GVT_EXP_ERNCD |
Termination earnings code. |
GVT_EOY_FLAG |
Required. Select to expire restored leave at the end of the expiration year (Dec. 31). |
GVT_RLV_INTERVAL |
Months until expiration. |
GVT_CEILING_SET |
Required. Ceiling indicator: Y or N. |
GVT_MAX_CEILING |
Enter the maximum number of hours, months, years, or pay periods of leave time that an employee in the accrual class can accumulate. |
GVT_CEIL_INTERVAL |
Required. Enter the interval with which to measure the maximum amount of leave time that members of an accrual class can accumulate: H: Hours. M: Months. P: Pay Period. Y: Years. |
GVT_CEIL_YEAR_TYPE |
Required. Ceiling year type: C: Calendar. L: Leave. F: Fiscal. P: Pay. |
GVT_CEIL_PAY_PD |
Required. Enter the week of each month in which you apply the accrual ceiling and determine the disposition of excess leave: 1: First. 2: Second. 3: Third. 4: Fourth. 5: Fifth. |
GVT_CEIL_INTERVALS |
Ceiling intervals. Not currently used by U.S. federal government users. |
GVT_CEILING_DISP |
Required. Indicates to handle excess leave accruals: A: Allow to exceed. U: Use of lose. P: Convert to pay. F: Forfeit. O: Convert to other. |
GVT_CEILING_ERNCD |
Indicates how to compensate employees in an accrual class when converting leave to pay. |
GVT_MAX_CARRYOVER |
Required. Maximum carryover indicator: Y or N. |
MAXIMUM_CARRYOVER |
Indicates the maximum number of hours, months, years, or pay periods of leave time that an employee in the accrual class can carry over, depending on the unit of measurement that is specified in the Carryover Intervals field. |
GVT_COORD_WITH_GF |
Required. Indicates that employees can use grand-fathered leave earnings that put them above the carryover limit for their accrual class. |
GVT_COVR_DISP |
Required. Indicates how to handle excess leave accruals: A: Allow to exceed. U: Use of lose. P: Convert to pay. F: Forfeit. O: Convert to other. |
GVT_COVR_INTERVAL |
Required. Indicates the interval with which to measure the amount of leave employees in the accrual class can carry over from one period to another: H: Hours. M: Months. P: Pay Period. Y: Years. |
GVT_COVR_YEAR_TYPE |
Required. Carryover year type. C: Calendar. L: Leave. F: Fiscal. P: Pay. |
GVT_COVR_PAY_PD |
Required. Indicates the week of each month in which you apply the accrual carryover and determine the disposition of excess leave: 1: First. 2: Second. 3: Third. 4: Fourth. 5: Fifth. |
GVT_COVR_INTERVALS |
Carryover intervals. Not currently used by U.S. federal government users. |
GVT_MAX_COVR_ERNCD |
Carryover earnings code. |
PAY_TERM_PCT |
Enter the percent if your policy is to convert leave to pay at a percentage of the rate that is represented by the termination earnings code. |
GVT_PAY_TERM_DISP |
Required. Indicates how to handle leave upon termination: P: Convert to pay. F: Forfeit. |
GVT_PAY_TERM_ERNCD |
Enter the earnings for which employees in an accrual class are eligible when converting accruals to pay. |
GVT_USE_OLD_FIRST |
Required. Use oldest hours first indicator: Y or N. |
GVT_TRK_NONPAY |
Select to track nonpay hours for a WGI. |
GVT_ANN_ENTITLE |
Select to activate the annual entitlement calculation. |
PS_GVT_ACC_ERNCD - Accrual Earning Codes (USF)
Here are the details of the PS_GVT_ACC_ERNCD record:
Field |
Remarks |
---|---|
ERNCD (key) |
Required Indicates the earnings code for which you want to keep a leave balance |
GVT_HRS_EARN_ADD |
Required. Select to add leave to the accumulation of hours earned. |
GVT_R_ADJ_HRS_ADD |
Required. Select to add to the balance of restored hours taken. |
GVT_R_TAK_HRS_ADD |
Required. Select to add to the balance of adjusted restored hours: Y or N. |
HRS_TAKEN_ADD |
Required. Select to add to the accumulation of hours taken. |
SERVICE_HRS_ADD |
Required. Select to add to the accumulation of service hours on which accrual rates are based. |
ADJUST_HRS_ADD |
Required. Select to specify the capability to adjust accrual balances by addition or subtraction. |
BOUGHT_HRS_ADD |
Add to hours bought. Not currently used by U.S. federal government users. |
SOLD_HRS_ADD |
Add to hours sold. Not currently used by U.S. federal government users. |
PS_GVT_ACC_RT_TBL – Accrual Rate Table (USF)
Here are the details of the PS_GVT_ACC_RT_TBL record:
Field |
Remarks |
---|---|
SERVICE_INTERVALS (key) |
Enter the length of service. |
HOURS_EARNED |
Enter the number of hours that accrue per month, year, or pay period. |
GVT_SUPPL_HRS |
Indicates a fixed number of leave hours to distribute in the last pay period of the year. |
PS_GVT_ACCR_PLAN - Employee Accrual Elections (USF)
Here are the details of the PS_GVT_ACCR_PLAN record:
Field |
Remarks |
---|---|
COVERAGE_ELECT |
Required. Coverage election: E: Elect. T: Terminate. W: Waive. |
COVERAGE_ELECT_DT |
Required. Leave plan coverage date. |
GVT_ALT_WORK_SCHED |
Work schedule. |
GVT_GFATH_CYOVER |
Grandfather carryover. |
PS_GVT_ACCR_LDGR - Accrual Detail Record (USF)
Here are the details of the PS_GVT_ACCR_LDGR record:
Field |
Remarks |
---|---|
SERVICE_HRS |
Hours that is added to service hours. |
HOURS_EARNED |
Hours that is earned within the year. |
HRS_TAKEN |
Hours taken. |
GVT_HRS_CASCADED |
Hours that are cascaded from another accrual class. |
HRS_ADJ |
Total hours that are adjusted for the year. |
GVT_HRS_BOUGHT |
Hours bought. Not currently used by U.S. federal government users. |
GVT_HRS_SOLD |
Hours sold. Not currently used by U.S. federal government users. |
GVT_NONPAY_HRS |
Total nonpay hours for the year. |
GVT_CR_REDUC_HR |
A credit offset that reduces leave hours that are accrued by employees on nonpay status. |
GVT_FORFEIT_HRS |
Forfeited hours. |
GVT_MUSTUSE_HRS |
Hours that must be used by the end of the year for leave accrual classes that have expirations. |
EXPIRATN_DT |
Expiration date of the leave accrual, for leave accrual classes that have expirations. |
RATE_AMOUNT |
Dollars-per-hour rate at the time the leave accrual was earned. |
GVT_CARRYOVER_HRS |
Total hours of grand fathered carryover. |
GVT_EXPIRE_STATUS |
Required. Expiration status. |
GVT_EARN_HRS_AVAIL |
Earned hours available. |
GVT_TAK_HRS_AVAIL |
Remaining hours available. |
PS_GVT_ACCR_SUMM – Accrual Summary Record (USF)
Here are details of the PS_GVT_ACCR_SUMM record:
Field |
Remarks |
---|---|
GVT_EARN_TYPE |
Indicates the accrual type: AN: Annual. BM: Bone Mar/Organ Donor. CO: Compensatory Time. CR: Credit Time. DA: Deferred Annual. DS: Deferred Sick. FM: FMLA. HO: Home. LP: Leave Program. LW: LWOP. MA: Military (15R). MB: Military (22LE). MC: Military (44MT). NP: Non-Pay. RC: Religious Comp Time. RE: Restored. SH: Shore. SI: Sick. TO: Time-Off Award. |
HRS_CARRYOVER |
Hours carried over − previous year. |
GVT_SERVICE_YTD |
Service Hours YTD. |
HRS_EARNED_YTD |
Hours earned YTD. |
HRS_TAKEN_YTD |
Hours taken YTD. |
HRS_ADJUST_YTD |
Hours adjusted YTD. |
HRS_BOUGHT_YTD |
Hours bought YTD. |
HRS_SOLD_YTD |
Hours sold YTD. |
GVT_NONPAY_YTD |
Hours nonpay YTD. |
GVT_CR_REDUC_YTD |
Reduction hours YTD. |
GVT_FORFEIT_YTD |
Forfeit hours YTD. |
GVT_MUSTUSE_YTD |
Must-use hours YTD. |
MAXIMUM_CARRYOVER |
Maximum leave carryover. |
GVT_GFATH_CYOVER |
Grandfather carryover. |
GVT_SVC_HRS_REMAIN |
Unprocessed service hours. |
GVT_R_HRS_1 |
Restored hours balance. |
GVT_R_HRS_TAK_1 |
Restored hours taken. |
GVT_R_EXPIRE_DT_1 |
Expiration date. |
GVT_R_HRS_2 |
Restored hours balance 2. |
GVT_R_HRS_TAK_2 |
Restored hours taken 2. |
GVT_R_EXPIRE_DT_2 |
Expiration date 2. |
GVT_R_HRS_3 |
Restored hours balance 3. |
GVT_R_HRS_TAK_3 |
Restored hours taken 3. |
GVT_R_EXPIRE_DT_3 |
Expiration date 3. |
GVT_ADJ_APPLIED |
Adjustment made. |
GVT_AUDITED |
Audited indicator: Y or N. |
GVT_HRS_BAL |
Hours balance. |
GVT_USE_OR_LOSE |
Maximum carryover excess. |
GVT_ANN_HRS_BAL |
Projected annual hours balance. |
GVT_NEXT_HRS_BAL |
Projected next period hours balance. |
PS_INS_EARNS_BAL - Insurable Earnings Balance (CAN)
Here are details of the PS_INS_EARNS_BAL record:
Field |
Remarks |
---|---|
UI_PERIOD_DT |
Required. EI period date (pay period end date). |
EARNS_END_DT |
Required. Earnings end date (Saturday of each week in the pay period). |
UI_PERIODS_PER_YR |
EI pay periods per year. |
UI_CALC_SEQ |
EI calculation sequence. |
UI_USE_WKLY |
Required. EI use weekly values. Set to N if entire pay period is insured. Set to Y to revert to weekly rules of insurability. For EI period dates of January 1, 1997, or later, set to N. |
UI_EARNS_CUR |
Total insurable earnings in this EI period. |
UI_EQUIV_WEEKS_CUR |
Total number of weeks in this insured EI period. If all weeks in a biweekly cycle are insured, this is 2. If all weeks in a monthly cycle are insured, it is 4.33. For EI period dates of January 1, 1997, or later, leave this field blank. |
UI_EE_PREMIUM_CUR |
Current employee premium. |
UI_ER_RT |
EI employer rate. |
UI_WKLY_EARNS |
EI earnings this week (no limit). All earnings that fall between Sunday and Saturday. |
UI_WKLY_HOURS |
EI hours this week. |
ROE_NBR |
ROE number (normally blank). |
INS_EARNS_AMENDED |
Required. Insurable earnings amended: A: Amended. Next run of PAY124CN changes to R. N: Not applicable (normal status). R: Amended and reported. |
PS_LEAVE_ACCRUAL - Leave Accrual
Here are details of the PS_LEAVE_ACCRUAL record:
Field |
Remarks |
---|---|
PLAN_TYPE |
50: Sick. 51: Vacation. 52: Personal. 53: Family and medical leave. |
ACCRUAL_PROC_DT |
Last time you ran the Leave Accruals Processing COBOL SQL process (FGPACCRL). You can leave this field blank. |
SERVICE_HRS |
Accumulated service hours used to calculate an employee's accrual. If your accrual is based on length of service, you can leave this field blank. |
HRS_CARRYOVER |
Accrual hours carried over from the previous year. |
HRS_EARNED_YTD |
Number of hours accrued this year. |
HRS_TAKEN_YTD |
Number of hours taken for each plan. |
HRS_ADJUST_YTD |
Number of hours used to adjust an employee's plan balance. Can be left blank. |
HRS_BOUGHT_YTD |
Number of hours that an employee bought during the year. |
HRS_SOLD_YTD |
Number of hours that an employee sold during the year. |
SERVICE_HRS_UNPROC |
Service hours that have accumulated in payroll, but have not yet been updated by the Leave Accruals Processing process. Leave blank. |
HRS_TAKEN_UNPROC |
Taken hours that have accumulated in payroll, but have not yet been updated by the Leave Accruals Processing process. Leave blank. |
HRS_ADJUST_UNPROC |
Adjusted hours that have accumulated in payroll, but have not yet been updated by the Leave Accruals Processing process. Leave blank. |
HRS_BOUGHT_UNPROC |
Bought hours that have accumulated in payroll, but have not yet been updated by the Leave Accruals Processing process. Leave blank. |
HRS_SOLD_UNPROC |
Sold hours that have accumulated in payroll, but have not yet been updated by the Leave Accruals Processing process. Leave blank. |
PS_ROE - ROE (CAN)
Here are details of the PS_ROE record:
Field |
Remarks |
---|---|
UI_PAYABLE_DT |
Required. EI premium payable up-to-date. |
ROE_SEQ |
ROE sequence number. |
ROE_PROCESS |
Required. C: Complete. D: Delete. G: Generate. H: Hold. |
ROE_NBR |
ROE number. |
ROE_NBR_REPL |
ROE number amended or replaced. |
ROE_DT |
Required. ROE date created or completed. |
MULTIPLE_JOBS |
Employee has multiple jobs (Y or N). |
PAYGROUP |
Required. Pay group on the employee's Job data. |
JOBCODE |
Required. Job code for extraction of job description. |
ACTION |
Required. Indicates valid action code from PS_ACTION_TBL: ADL: Additional job. ASC: Assignment completion. ASG: Assignment. DEM: Demotion. DTA: Data change. FSC: Family status change. HIR: Hire. INT: Completion of introductory Per. JED: Earnings distribution change. JRC: Job reclassification. LOA: Leave of absence. LOF: Layoff. LTD: Long-term disability with pay. LTO: Long-term disability. PAY: Pay rate change. PLA: Paid leave of absence. POS: Position change. PRB: Probation. PRC: Completion of probation. PRO: Promotion. |
ACTION (continued) |
REC: Recall from suspension or layoff. REH: Rehire. RET: Retirement. RFD: Return from disability. RFL: Return from leave. RWP: Retirement with pay. STD: Short-term disability with pay. STO: Short-term disability. SUS: Suspension. TER: Termination. TWB: Terminated with benefits. TWP: Termination with pay. XFR: Transfer. |
ACTION_REASON |
Valid Reason Code from PS_ACTN_REASON_TBL. |
ROE_ISSUER_ID |
EMPLID of issuer. |
ROE_CONTACT_ID |
EMPLID of contact. |
FIRST_DATE_WORKED |
Required. First date worked. |
LAST_DATE_WORKED |
Required. Last date worked. |
PD_LEAVE_START_DT |
Paid leave start date. |
PD_LEAVE_INTERVAL |
Required. Paid leave interval. Duration interval: D: Daily. W: Weekly. |
PD_LEAVE_AMT |
Paid leave amount. |
EXPECTED_RETURN_DT |
Expected return date. |
NOT_RETURNING |
Not returning (Y or N). |
OVRD_HRS |
To override the system-calculated hours for this ROE. |
BUSINESS_UNIT |
Required. Business unit on the employee's Job data. |
SETID_JOBCODE |
SetID for the job code. |
COMMENTS |
Comments. |
PS_TAX_BALANCE - Tax Balance (USA)
Here are details of the PS_TAX_BALANCE record:
Field |
Remarks |
---|---|
STATE |
For federal taxes, use $U. For state and local taxes, use the two-character state code. |
LOCALITY |
For federal and state taxes, leave blank. Otherwise, use the PS local tax code. |
TAX_CLASS |
Use the following values for each tax: A: Non-resident alien (1042). B: Local employer and employee. C: Earned income credit. D: OASDI or disability − employee. E: OASDI or disability − employer. F: FICA Medicare Hospital Insurance - employee. G: OASDI/EE- tips. H: Withholding. J: OASDI/ER- tips. K: Excise. L: NJ Supl Workforce Admin Fund. M: New Jersey WFDP. N: New Jersey HCSF. P: Emergency and Municipal Service tax. Q: FICA Med Hospital Ins/ER. R: Local employer. S: Unemployment - special. T: FICA Med Hospital Ins/EE- tips. U: Unemployment ER. Use for employer-paid federal and state unemployment taxes. V: Unemployment EE. Use for employee-paid state unemployment. W: Voluntary Disability Plan − employee. X: Voluntary Disability Plan − employer. Z: FICA Med Hospital Ins/ER-tips. |
NLGRS_YTD* |
YTD no-limit gross wages. |
NLGRS_QTD* NLGRS_MTD* |
Not required, if going live at quarter start. |
TXGRS_YTD |
Enter the amount, up to the taxable limit. |
TXGRS_QTD TXGRS_MTD |
Not required, if going live at quarter start. |
TAX_YTD |
Enter the tax amount taken. |
TAX_QTD TAX_MTD |
Not required, if going live at quarter start. |
* These fields are required only for taxes that impose a limit, such as FICA, FUT, SUT, and SDI. Leave these fields blank for all other taxes. The no-limit gross is the dollar amount of the taxable gross, as if there are no limits. For example, Mark receives one fully taxable payment this year on January 15 for 50,000 USD. The taxable gross for FUT is 7,000 USD, whereas the no-limit gross is 50,000 USD. PeopleSoft state quarterly tax reports typically use the No Limit Gross field for reporting wages, so this field is very important.