A General Description of Employee Balance Records

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:

  • Check Print (PAY003).

  • Create Check PDF (PYCHKUSA)

  • Employee Earnings Snapshot (PAY013).

  • Employee Earnings Record (PAY014).

  • Direct Deposit Advice Print (DDP003).

  • Create Advice PDF (PYDDAUSA)

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:

  • Cheque Print (PAY003CN).

  • Create Cheque PDF (PYCHQCAN)

  • Statistics Canada, Educational Institutions (PAY110CN).

  • Direct Deposit Advice Print (DDP003CN).

  • Create Advice PDF (PYDDACAN)

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.