Loading Time and Labor Data

These processes, run from Payroll for North America, load payable time for payroll processing:

  • Time and Labor/Payroll Update COBOL SQL process (PSPLDTL1).

  • Pay Calculation process.

  • Final check.

  • Online check.

If your payroll department prepares paysheets several days before the preliminary pay run, you may want to run the Time and Labor/Payroll Update process directly to retrieve payable time at the beginning of the process. Payable time created or changed after this point can be quickly loaded into the paysheets when you run the preliminary Pay Calculation process.

The load processing performs several steps:

  • Selects payable time entries in Time and Labor.

  • Passes payable time entries to payroll.

  • Consolidates payable time entries.

  • Updates paysheets or creates new paysheets if none exist.

Time and Labor selects the payable time; Payroll for North America does the rest.

Selecting Payable Time

Time and Labor retrieves payable time that meets the criteria defined by the pay run ID, pay calendars, and other selection criteria specified in the Time and Labor/Payroll Update process run control parameters in Payroll for North America. For each calendar, Time and Labor selects all payable time that meets the selection criteria, excluding record-only adjustments, up to the pay end date for all time reporters associated with the calendar.

A payroll user initiates the Time and Labor/Payroll Update process from the Load Time and Labor component (PY_LDTL_RC), specifying the pay run ID, additional filtering criteria, and identifying which data should be loaded to separate checks. Based on the options selected in this component, the process selects appropriate payable time from Time and Labor records.

For Time and Labor to load payable time into Payroll for North America, the following criteria must also be met:

  • The payable status of the payable time entry must be set to one of the following:

    • ES (Estimated – Ready for Payroll)

    • AP (Approved – Goes to Payroll)

    • SP (Sent to Payroll)

    • RP (Rejected by Payroll)

    • TP* (Taken-Used by Payroll)

    • PD* (Paid – Labor Distributed)

    • DL* (Paid – Labor Diluted)

    • CL* (Closed)

      * Entries with a payable status of TP, PD, DL, or CL are selected only if you choose the Refresh Request option when initiating the load process, or if the Payroll Request Number has been reset to 0 because of a payroll unsheet. Time and Labor loads payable time for closed entries if the Pay System flag is set to NA. Closed entries are first set to RP by the refresh request and are then reselected. Refresh requests should be used only when payable time data has become corrupted or lost.

    • RV (Reversed)

      The Reversed payable time status exists to handle check reversals in Payroll for North America. The Payroll for North America Reversal process generates payable time rows with this status. Time and Labor generates the reversed payable time row and any new payable time to be loaded in a subsequent Load process. This process occurs after Payroll for North America has successfully completed the Confirm Pay process.

      The process of generating an additional row to be loaded in a subsequent Load process depends on the option selected in the Reversal process from Payroll for North America.

      See PeopleSoft Payroll for North America: Reverse Time and Labor Page.

      Note:

      Time with a payable status of NA (needs approval) is never selected.

  • The employee who reported the time has been set up for payroll processing.

  • The time reporting code associated with the payable time has been mapped to an active earnings code.

  • The currency used in Time and Labor matches the currency defined for the pay group in Payroll for North America when the reported quantity is an amount.

How Payroll for North America Updates Selected Payable Time Records

Payroll for North America updates each payable time entry for the selected time reporters.

For payable time entries loaded into Payroll for North America, the system:

  • Sets payable status to SP for payable time entries that have a payable status of ES, AP, or RP.

    If the entry has already been labor-distributed or labor-diluted, it retains its current payable status of PD or DL. If the entry currently has a payable status of CL , but is not subject to labor distribution, it retains its current status.

  • Sets the TL Pay System indicator to NA Payroll for North America.

  • Sets the payroll request number to the appropriate payroll request.

    The system-generated request number is important if payroll clerks need to refresh or reload data later.

For payable time entries not accepted by Payroll for North America, Time and Labor sets the payable status to RP.

Note:

You can see the payable status for a selected time reporter's payable time entries on the View Payable Time Details page.

Consolidating Payable Time and Creating Paysheets

Paysheets are the pages and tables that contain all current payroll information—earnings, deductions, hours, taxes, and other accounting data—for the specified employees and pay period. When the Time and Labor/Payroll Update process loads payable time entries into Payroll for North America, it summarizes the entries according to the application's consolidation rules. Use the Pay Group Table - Time and Labor page in Payroll for North America to instruct the system to create separate rows on the paysheets for payable time entries that have the same Account code, Business Unit, Department, Job Code, Locality, Position Number, Project Costing Business Unit, Project ID, Activity ID, or State.

Note:

If Time and Labor passes an override rate to Payroll for North America, and a rate already exists on the earnings code definition, the rate on the earnings code definition takes precedence. If Time and Labor passes an amount, and the earnings code has a flat amount value defined on a flat amount earnings type, the flat amount on the earnings code takes precedence.

Payroll for North America keeps track of how it consolidates payable time and tracks the combined entries by passing back a payroll cross-reference (XREF) number to Time and Labor for each Time and Labor sequence number. At the same time, the system:

  • Updates entries with a payable status of SP to TP, RP, or CL if labor distribution is not enabled.

    When payable status is set to CL, actual costs can be published to PeopleSoft Financials.

  • Sets the Frozen Flag to Yes, and sets the Frozen Date field to the pay period end date of the associated pay calendar.

After consolidating entries, Payroll for North America automatically creates paysheets—the tables and pages that summarize all payment data. If current paysheets have already been created for any of the time reporters, the payroll process updates the existing paysheets, rather than creating new ones.

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