Loading Time and Labor Data

Payroll personnel use the Payroll/Absence Run Control page to initiate loading payable time into Global Payroll.

When a user starts the Identify phase of the payroll process, it identifies the time reporters who have payable time during the time period defined by pay calendar.

How Global Payroll Selects Payable Time and Updates Payable Status

Global Payroll pulls only the subset of payable time that falls within the time period specified by the calendar. It does not include record-only adjustments. The following criteria must also be met:

  • For the current period, the payable status of the payable time entry can be:

    • ES – Estimated

    • AP – Approved

    • SP – Sent to Payroll

    • RP – Rejected by Payroll

  • For retro periods entries, any payable status except:

    • NA – Needs Approval

    • CL – Closed, when the Pay System field is not set to GP.

  • The employee has been set up for payroll processing and the TRC associated with the payable time has been mapped to an earnings or absence Take element.

  • The TRC is mapped to the calendar's run type (on Global Payroll's Run Type page.)

Global Payroll also updates each payable time entry as follows:

  • For payable time entries loaded into payroll:

    • Sets the payable status to SP, unless it already reads PD or DL.

    • Sets the Time and Labor Pay System flag to Global Payroll.

  • For payable time entries not accepted by payroll:

    • Sets the payable status to Rejected by Payroll (RP) or Ignore (IG).

      Note:

      A time manager can close payable time that has a status of Rejected by Payroll (RP) on the Adjust Paid Time page. This sets the payroll request number to 1 and prevents the system from loading this time to payroll. Global Payroll never pulls any payable time rows which have a payroll request number equal to 1. The payable time status, however, remains Rejected by Payroll (RP).

      See Adjusting Time.

      The Time Administration process refers to the payable status to determine when to create offsets for adjustments to payable time. Offsets are created for all payable statuses except ES and NA.

      When Time and Labor creates an offset as the result of an adjustment to payable time, Global Payroll ignores the original row of payable time and the offset row and processes the newly created row. The adjustment generates a retro trigger in Global Payroll, which causes the pay period to be recalculated and corrected in either the current pay period or in a forwarding period.

    • Sets the Frozen flag to Yes.

      Actual costs associated with payable time can be published to PeopleSoft Financials only after the Frozen flag is set.

    • Set the frozen date and publish date to the system date.

Note:

The View Payable Time Details page displays the payable status, pay system flag, and frozen flag for a selected time reporter's payable time entries.

See Payable Time Attributes.

Bundling Payable Time

Global Payroll bundles similar instances of payable time for efficient processing. It keeps track of how it bundles payable time and sends to Time and Labor a set of sequence and cross-reference numbers for each time entry at the end of the payroll process. This information is important to the distribution process. When a user starts the Calculate phase of the payroll process, Global Payroll automatically selects the payable time entries; bundles them, and inserts the bundled entries into Global Payroll's positive input tables.

When a Pay Run is Canceled

If a pay run is canceled, Global Payroll deletes the payable data loaded from Time and Labor and updates the payable status for each payable time entry to RP unless the following are true:

  • Payable status is PD, DL, or TP.

  • The payable time has also been sent to another payroll system.

    Global Payroll checks the Pay System flag to see if the entry was sent to another system.

Retroactive Processing

During a retroactive pay run, Global Payroll always loads payable time from Time and Labor back into its generated positive input table. Payable time that was adjusted in Time and Labor has two rows of data: one row that reverses or offsets the old value and one row that contains the new value. Global Payroll only needs the new value, which it uses to determine the variance.