5Payroll Processing

This chapter contains the following:

Third-Party Payment Methods

A third-party payee is either a person or an organization. From the Payment Distribution work area, use the Manage Third-Party Personal Payment Methods task to create payment methods for payments to people who aren't on the payroll. Use the Manage Third-Party Organization Payment Methods task to create payment methods for payments to external organizations.

Typical payments to third parties include:

  • Involuntary deductions, such as court-ordered garnishment.

  • Voluntary deductions, such as pension plan or union membership payments.

Before you continue, create the third party using the Manage Third-Parties task in the Payment Distribution work area and ensure the organization payment method for the payment source exists.

To a create third-party payment method, follow these steps:

  1. From the Navigator, select the Payment Distribution work area.

  2. Select the Manage Third-Party Personal Payment Methods task.

  3. Select Third-Party Name from the list.

  4. Select Organization Payment Method from the list.

  5. In the Effective Start Date field, enter the effective date.

  6. Select Payment Type from the list.

  7. Select Exclude from Third-Party Payment Rollup Process if the third-party should not be a part of the rollup process.

  8. Select Separate Worker Payments by Reference if separate payments are to be generated for employee payments to a given third party, based on reference.

  9. Select the Time Definitions from the list.

  10. Click Save.

  11. Click Done.

Tip: Use the Manage Organization Payment Methods task in the Payment Distribution work area to define the payment source for third-party payments.

You create third parties to process payments to external organizations and people who aren't on the payroll. Use the Manage Third Parties task in the Payment Distribution work area or the Batch Loader task in the Payroll Administration, Data Exchange, or Checklist work area to create third-party organizations for payments, such as pension providers or professional bodies, or third-party organizations, such as disability organizations. During the creation, third party persons and organizations are also defined as trading community members in the Trading Community Architecture (TCA), allowing use in other products.

This shows you the steps to create third parties.

This diagram describes the steps to create third-party
persons and organizations

Party Usage Codes

Creating third parties on the Manage Third Parties page creates corresponding records for them as trading community members. For third-party persons, the application automatically assigns a party usage code of External Payee. For third-party organizations, you assign a party usage code.

The following table describes the party usage codes for third-party organizations.

Party Usage Code Use For Examples

External Payee

Organizations that can be associated with employee calculation cards or element entries. Use this party usage code for organizations when the others don't apply.

State Disbursement Unit for child support payments

Payment Issuing Authority

Organizations responsible for issuing instructions for involuntary deductions, such as a tax levy or bankruptcy payment order. Payment issuing authorities don't receive payments.

Court, agency, or government official

Pension Provider

Organizations that provide pension administration for employee pension deductions.

Stock broker, investment company, benefit administrator, labor union

Professional Body

Organizations entrusted with maintaining oversight of the legitimate practice of a professional occupation.

The American Society for Mechanical Engineers in the US

Bargaining Association

Organizations that represent employees in negotiations. Bargaining associations associated with trade unions may receive payments for union fees deducted from an employee's pay.

The Air Line Pilots Association International (ALPA) in Canada and the US

Disability Organization

Organizations that are authorized to make disability assessments. Disability organizations don't receive payments.

The Royal National Institute of Blind People in the UK

These scenarios show you how to pay third-party people and organizations.

Child Support to a Former Spouse

While this example illustrates payment directly to a third-party person, most child support payments are payable to a third-party organization such as a State Disbursement Unit.

John Smith is an employee at your organization. Mary Smith receives a child-support payment each payroll period that's deducted from John's salary. To set up payments for Mary:

  1. Create Mary as a third-party person.

  2. Create Mary's third-party payment method and select the payroll relationship for John.

  3. Add the child support order to John's involuntary deduction calculation card and select Mary's name in the Order Amount Payee field.

Organization Processing Fee to a County Sheriff's Office

The County Sheriff's office receives an organization fee on garnishment payments. When you create the third-party organization, you designate it as an External Payee before you create its third-party payment method. When you add the garnishment order to the employee's involuntary deduction calculation card, you select the County Sheriff in the Organization Fee Payee field.

Third-Party Rollup Payments

A third-party payment is a payment you make to an organization. The organization could be a court, labor union, or a pension provider, or persons not on the payroll.

A union can have several of its members belonging to the same employer. An employee can have multiple deductions made to the same third-party payee, such as multiple child support orders.

Rather than make individual payments, you can combine the individual employee deductions and pay the union through a single payment instrument. Similarly, you can roll up the multiple employee deduction payments into a single payment.

Use the Run Third-Party Payments Rollup process to consolidate multiple payments made to a third party and generate a single payment. This process is optional. Additionally, you can generate the third-party payments register and provide the third-party payee employee and deduction details.

Before you run the Third-Party Payments Register process to view third-party payment details, complete the following tasks:

  1. Calculate and verify prepayments

  2. Run the Third-Party Payments Rollup process

  3. Generate the payments

Submit the Run Third-Party Payment Register task from the Submit a Flow page.

Exclude Third-Party Payment Methods

Some third parties may want an individual check per payment. For example, the UK requires that deduction from earnings orders, such as child maintenance payments, be sent as separate transactions.

Select the Exclude from Third-Party Rollup Process check box on the Third-Party Payment Methods page to exclude a third-party payee from the Third-Party Rollup process.

Report Third-Party Rollup Payments

Here's what you can view in the Third-Party Payments Register:

  • Individual third-party payments and the corresponding employee deduction information

  • Rollup payments and deduction information of employees who share the same rollup payments

  • Consolidated total of each rollup payment

  • Payments made to each individual payee

  • Consolidated total of multiple deduction payments of each employee

  • Component name and component reference of involuntary deductions stored on the calculation cards

  • Element name of voluntary deductions

Generate Employee and Third-Party Check Payments Overview

Use the Generate Payments for Employees and Third Parties task from the Payment Distribution work area to generate check payments. The process selects employees and third parties who:

  • Are processed in the prepayments process for a given payroll

  • Have a payment method of check

Before you generate the check payments, you must consider these:

  • An employer can have multiple employee deductions made to the same third-party payee, such as multiple child support orders. Rather than make individual payments for each individual employee deduction, use the Third-Party Payments Rollup process to combine individual employee deductions and make a single payment.

  • Run this process to generate your checks for employees and then run the process again to generate checks for your third parties. Use the Payee field while running this process to select the appropriate payee.

  • You may want to exclude specific third parties from the Third-Party Rollup process because they may want an individual check per payment. Select the Exclude from Third-Party Rollup Process check box on the Manage Third-Party Payment Methods page to exclude a third-party payee from the Third-Party Rollup process.

  • A third-party payee may want the payments on a date that's different from the employee payment date. For example, you may want to make employee payroll payments on the last day of the month, whereas, make third-party payments 5 days later. Use the Manage Time Definitions task and create a time definition to define a time span of 5 days. Select this time definition in the Time Definition field on the Manage Third-Party Payment Methods UI. Enter the relevant process dates, and run the prepayments process, for example, with a process date of 30, June. This stamps the effective employee payments date as 30, June and the third-party payments date as 05, July. The payments process runs twice:

    • Once for the employees with a process end date of 30, June

    • Once for the third parties with a process end date of 05 July and an overriding payment date of 05 July

  • Different banks can have different check templates. To accommodate this requirement, you must first create a report category for each separate bank and check template. Select the created report category for the requisite bank's payment source so that the process uses the correct check template to generate the check payments. Use the Manage Organization Payment Methods task in the Payment Distribution work area to define the payment source for third-party payments. Attach the correct report category for that payment source. Use the Report Category for Third-Party Payee or Report Category for Worker field in the Payee Information section of the Create Payment Source page.

  • You may want to create a report category for each separate bank and check template by defining report categories for each unique bank and check template combination. The report category for third-party payee and report category for worker are associated to the payment source in the Organization Payment Methods page.

How to Generate Employee and Third-Party Check Payments

The Generate Payments for Employees and Third Parties task selects employees and third parties who:

  • Are processed in the prepayments process for a given payroll

  • Have a payment method of check

Payroll Managers and Payroll Administrators can run this process from the Payment Distribution work area.

Prerequisites

The prerequisite tasks for the Generate Payments for Employees and Third Parties task include:

  • Create the third party and the third party payment method, and associate a deduction from the employee to pay the third party.

  • Add an organization payment method (OPM), including a payment source (the bank details should already be set up).

  • Add a payroll definition, including a default payment method of Check, and all valid payment methods.

  • Attach a payroll to the employee.

  • Attach element entries to the employee.

  • Calculate payroll.

  • Run the Prepayments process to calculate the distribution of net pay.

  • Run the Payroll Archive process to archive the earnings, deductions, tax calculation details, accruals, payment methods, and so on.

Generating the Employee and Third-Party Payments

Run this process to generate checks for your employees and then run the process again to generate checks for your third parties. To run the process:

  1. Open the Payment Distribution work area, and click Submit a Process or Report from the Tasks pane.

  2. Select the required legislative data group.

  3. Select the Generate Payments for Employees and Third Parties task, and click Next.

  4. Enter a unique payroll flow name.

    Note: Name the flow so you can easily identify the process later. This is helpful while searching, so you can determine what you have already run or if you must roll back any process.
  5. Specify the required payroll name.

  6. Select the payee type for which the check payment process is run. The available options are Employee or Third Party. You can generate the check payments for either employees or third parties.

  7. Enter a Process Start Date to define the date range of this process.

  8. Enter a Process End Date to define the date range of this process.

  9. Select the required consolidation group to view the payments for all payrolls that are included in this consolidation group. A consolidation group defines a grouping of different payrolls for reporting purposes. This isn't a mandatory field. If you don't select a value, the process uses the default consolidation group assigned to the payroll.

  10. Select the OPM you want to use for this process. The value you select determines the payment source to make the payments. There could be multiple payment sources in the OPM.

  11. Select the payment source to process for the above payment method. This parameter is optional. If you have defined attributes, such as a payment file limit or report category, at the payment source level, you should enter the payment source. When you enter the payment source, the defined attributes are applied.

    Note: You can have different payment sources (bank accounts), with different banks, which have different check templates. You must then run the check process for each payment source and each set of payees. Select the correct payment source so that the correct stationary is used for the payments.

    To accommodate this requirement, you must first create a report category for each separate bank and check template. Attach the created report category to the appropriate bank's payment source so that the correct check template is used to generate the check payments.

  12. Optionally, specify an Overriding Payment Date on which a payment is due to be made to the payee.

  13. Specify the Start Check Number in the sequence of checks used for payroll processing.

  14. Specify the End Check Number in the sequence of checks used for payroll processing.

  15. Select a Process Configuration Group if available. Use a process configuration group to set rules for payroll processes, such as passwords or number of threads. If you don't select a process configuration group, the process uses the parameters in the default group.

  16. Click Next.

  17. Click Submit.

Differing Employee and Third-Party Payment Dates

A third-party payee may want the payments on a date that's different from the employee payment date. For example, you may want to make employee payroll payments on the last day of the month, whereas third-party payments five days later. Create a time definition to define the time span and select this definition while defining the payment method for this payee.

Use the Manage Time Definitions task to create a time definition with the values as given in the following table.

Field Value

Name

Specify a name, for example, Third Party 5 Days

Short Name

Specify a Short Name, for example, TP5Days

Type

Time Span

Period Type

Daily

Period Unit

5

Adjustment Type

Days

Time Span Usages

Third Party Payments

When you create the third-party payment method, select this time definition in the Time Definition field on the Manage Third-Party Payment Methods page.

The payments process runs twice, once for the employees and five days later for the third-party payees.

Payroll Run

You can set a predefined sequence in which a payroll run processes elements. An element's primary classification defines a default processing priority for the element in payroll runs. Lower priority numbers process first.

Most classifications also have a priority range. You can override the default processing priority. To set the priority, edit the element on the Element Summary page. Setting a specific priority establishes the order in which the element processes with respect to other elements in the classification.

Sometimes you must prioritize the processing of certain element entries for an individual person. For example, you may need to determine the precise order in which deductions taken for wage attachments process for a person. In this case, enter a sub priority number for element entries.

When you create an earnings element, you can indicate that it pays a specified net amount. Use this feature, if you need to pay a person:

  • Guaranteed take-home pay (net) per payroll period

  • Bonus of a specified net amount

To create an earnings element, use the Elements task in the Payroll Calculation work area.

You can create a net-to-gross (gross-up) element for any recurring or nonrecurring earnings element using these primary classifications:

  • Standard Earnings

  • Supplemental Earnings

  • Taxable Benefits (Imputed Earnings)

Settings That Affect Net-to-Gross Processing

Define the deductions that are used to calculate the gross amount from the specified net amount.

Answer Yes to the Use this element to calculate a gross amount from a specified net amount? prompt in the element template to create the element as a gross-up element.

In each element entry, specify the limits of the gross-up processing as follows:

  • In the Net value, enter the value you want the employee to receive.

  • In the To Within value, enter the allowed difference between the desired amount and the actual amount. This limit can't be 0.

Note: If these values are the same across most entries, you can enter a default value on the element eligibility record.

How Formulas Calculate the Gross Amount

The formulas for net-to-gross processing perform these actions:

  1. The predefined GLB_EARN_GROSSUP iterative formula takes as input the desired net amount (Net input value) and the amount by which net can differ from the desired amount (To Within input value).

  2. In the first run, the formula performs these actions:

    1. Sets the lower gross limit to the desired net amount, and the higher gross limit to twice the desired amount.

    2. Runs a function to provide the first guess of the gross.

    3. Returns three values to the element's input values: low gross, high gross, and additional amount.

  3. The element's payroll formula runs. The formula adds the additional amount to the desired amount for creating the gross amount. The formula returns this value to the element's pay value for the payroll run to process.

  4. In the next iteration, the iterative formula compares the additional amount to the total value of the balances that are available for gross-up for this element entry. The additional amount must not differ from this balance total by more than the amount you specified in the To Within field.

    • If the additional amount equals the balance total, the iterative processing ends.

    • If the additional amount is higher or lower than the balance total by an acceptable margin, the processing ends. The formula returns the remainder (additional amount minus balance) to the element's Remainder input value.

    • Otherwise, the formula runs the function to generate a better estimate for gross, using the remainder to determine by how much to change the guess. The formula checks the results in another iteration.

Select rules to control which payroll relationships and which elements to process in a payroll run. For example, a skip rule or frequency rule. Specify flow parameters when you submit the calculation process to restrict the payroll relationships and further restrict the elements that the run processes. For example, Calculate Payroll or Calculate Gross Earnings.

Restrict the Elements Processing Based on Rules

When you create an element, specify eligibility rules that control who's eligible to receive an element. You can also create skip and frequency rules that control which recurring elements the payroll run processes.

Rules Use To Examples

Skip

Determine whether to include or exclude the element entry for the person using rules in a formula

A once-each-period rule stops recurring element entries from processing more than once in a payroll period.

Frequency

Specify which payroll periods to process the entries

A frequency rule might specify that the formula processes an element only on the first and third weeks of a month.

Restrict the Records to Process Based on Flow Parameters

As this table shows, specify flow submission parameters to restrict the number of records for the calculation process.

Parameter Use To

Payroll Relationship Group

Restrict processing to the payroll relationships within the group, which you can define using static or dynamic rules, based on payroll relationship or assignment information.

Element Group

Restrict processing to the elements in the group, which you can define by selecting element classifications and including or excluding specific elements.

Run Types

Determine which payroll calculations to perform and how to pay the results. The application processes an element in all the run types, unless you set up the element in these ways:

  • To process separately

  • As a trigger for a run type, in which case it's automatically excluded from the other run types

This table shows the flow submission parameters for the calculation process including dates that control which records to process:

Date Required? Comments

Process Date

No

Usually the payroll run date of your payroll definition.

Payroll Period

Yes

Used to derive other dates for processing.

Date Earned

Yes

Identifies these element entries

  • To include in the payroll run

  • That belong to a proration group and ended within the payroll period

FAQs for Payroll Run

How can I remove someone from the payroll run?

Roll back the person's record from the View Person Process Result page. Subsequent tasks, such as the Calculate Prepayments task, may have locked the person's record. If so, you must roll back these tasks before you can roll back the payroll calculation record.

When you can't delay the main payroll run while you complete the correction, remove the person from the run to correct a problem later. You can roll back the record, make the corrections, and then submit a QuickPay flow to calculate the person's run results.

You can receive payroll notifications when you're the flow owner or the task owner named on the payroll flow checklist and notifications are enabled for the task. Use the Manage Flow Pattern page to set the flow pattern notifications to receive them when the status of the task is complete. Marking the task complete removes its notification from the list of notifications.

Payroll Calculation

Define and use a consolidation group to process the results of more than one payroll run in a single action. You can also process the results for one payroll in separate actions. For example, you can submit a regular payroll run and a supplementary payroll run for the same payroll period. If the regular run and supplementary run both belong to the same consolidation group, use a single consolidation group to process all the results for the post-run processing. Optionally, you can enter a different consolidation group for the supplementary payroll run and use it to process the post-run results for the supplementary payroll separately from the regular payroll. You can produce one set of results per payment method for several payrolls, one set of reports, and one set of costing groups. These are runs you make in addition to your regular payroll runs.

To create a consolidation group:

  1. Select the Consolidation Groups task from My Client Groups > Show More > Payroll on your Home page.

  2. On the Consolidation Groups page, click Add Row.

  3. Enter a Name and select a Legislative Data Group. Adding the Description is optional, but it's useful to provide.

  4. Click Save.

Use the Consolidation Groups task from My Client Groups > Show More > Payroll on your Home page to create or view consolidation groups. Here are some examples of how you can use consolidation groups.

Post-Run Processing

Consolidation groups facilitate separating payroll run results for supplemental processing. For most payroll post-run processing, you can use the consolidation group as an input parameter. You may want the results of a supplemental payroll run to be kept separately from those of the regular payroll process that was already performed. To use a consolidation group to keep supplemental run results separate from the regular payroll runs:

  1. Create a consolidation group used to label the supplemental payroll run.

  2. Initiate the supplemental payroll run, specifying the new consolidation group as an input parameter.

Separate Costing and Payment

You can use multiple consolidation groups to control processing. For example, you want to process and pay a particular set of employees separately within a single payroll to keep separate records of payment and costing.

To process employees separately:

  1. Create a consolidation group to specify when running the Calculate Payroll process.

  2. Create payroll relationship groups that restrict the employees.

    You can use rules to identify them dynamically or you can specify the employees by their payroll relationship numbers.

  3. Run the Calculate Payroll process for each payroll relationship group separately. Specify the original consolidation group in the first run and the new consolidation group in the next run.

Purposes of Reporting

You can use consolidation groups for reporting purposes. For example, you may want to run the Payroll Activity Report for a subset of payrolls.

To process the report for a subset of payrolls:

  1. Create a consolidation group to specify the payrolls for which you want to run the report.

  2. Run the Payroll Activity Report, specifying the new consolidation group.

Object Groups

Object groups are sets of elements or persons. Use object groups to define subsets of objects for processing or reporting. You can manage object groups from the Payroll Calculation work area.

Use the Object Group task to define these object group types.

  • Element

  • Payroll Relationship

  • Work Relationship

  • Process Information Group

Element Groups

Use Element groups to limit the elements processed for payroll, reporting, or cost distribution purposes.

This table explains the usages for an element group.

Element Group What It Does

Run group

Specifies the elements to be processed in a payroll run.

Distribution group

Defines the elements on which the cost results are distributed

Configuration group

Restricts the elements that can be updated on the Element Entries page.

All element groups are static. You can select element classification to include in or exclude from the group. You can also select specific elements to include in or exclude from the group.

Payroll Relationship Groups

Use Payroll relationship groups to limit the persons processed for payroll, data entry, and reporting.

Defining a payroll relationship group is a two-step process.

  1. Specify a payroll definition. Every group is limited to the payroll relationships assigned to a single payroll that you select.

  2. Optionally, define the group to be either static or dynamic.

    1. To define a static group, select the payroll relationships and assignments to include in or exclude from the group.

    2. To define a dynamic group, use a fast formula of type Payroll Relationship Group. The formula contains the criteria to establish the payroll relationships and assignments included in the group. Then, you can individually select additional payroll relationships and assignments to include in or exclude from the group.

Work Relationship Groups

You can use Work relationship groups to limit the persons processed for Human resources and reporting. For example, you can use work relationship groups in your user-defined extracts. You can define the group to be either static or dynamic.

  • In a static group, select the work relationships and assignments to include in or exclude from the group.

  • In a dynamic group, use a fast formula of type Work Relationship Group. This formula contains the criteria to establish the work relationships and assignments included in the group. Then, you can individually select additional work relationships and assignments to include in or exclude from the group.

Process Information Groups

You use a bank reprocessing group to load the bank corrections file returned by your bank. Each payroll period, you transfer payroll payments directly into the bank accounts designated by the employee. If any of the bank account records are invalid, your bank returns a file containing these details.

For example, an employee can have an incorrect account number which results in the payment being rejected by the bank. Alternatively, the payment could have been transferred to an invalid branch number due to the closure of a bank or merger of a bank branch with another.

Expedited Processing

How Expedited Processing Works

When an employee submits a modified time card after you have run payroll, you would want to expedite their payments. To accommodate missed payments because of late time cards, absences, or time card errors, process the payroll of employees through expedited payroll runs. Use the Expedited Payroll Flow to process all time card and absence category earnings you have marked as eligible for expedited processing.

The application processes the expedited runs in the current period for retroactive adjustments to time cards that are already processed in the prior periods. You must process these expedited payments after the regular payroll run from the previous payroll cycle, but before the regular payroll run on the current payroll cycle.

An employee can have multiple time cards marked for expedited processing on the same day. The application processes all such time card entries in the same expedited run and pays employees through a single payment.

Settings That Affect Expedited Processing

Here are the settings that affect expedited payments:

  • Time cards that are identified and marked for expedited processing

  • Expedited Processing Rule option on the element

  • Additional values for time and absence elements:

    • Expedite

    • Override Payment Method

    • Override Check Printer

  • Expedite Payroll parameter on the payroll run

  • Override Payslip Availability Date on the Generate Payslips process

How Expedited Payments are Calculated

An employee can't mark their own time cards for expedited processing. So as a manager, use Oracle HCM Cloud Time and Labor to identify time cards that come in late or have errors, and mark them for expedited processing. Mark only those time cards for a period where payroll is already run, and not those for current period. The next expedited processing run includes payments corresponding to such time card entries. The application resets the time card to the default regular payroll run, after it processes every change to the card. If another expedited run is necessary, mark the time for expedited processing again. You can also mark an absence entry for expedited run, but only on a time card.

Expedited processing includes prior period adjustments to time, absence, and mandatory elements like taxes and percentage-based deductions. By default, the expedited run includes all the element entries for those employees who have an expedited time card. But if you want to exclude elements like salary or flat amount-based deductions from expedited run, set the Expedited Processing Rule option on the elements.

These values of time card and absence elements determine which element entries are eligible for expedited processing and payments.

Values Use To

Expedite

Determine if this time card or absence entry corresponding to prior pay period adjustment needs to be included for expedited processing.

If you leave this value blank or set to No, the regular payroll run picks up the payroll entries.

If set this value to Yes, the application includes the retroactive payroll entry for expedited processing.

Override Payment Method

Override the payment method on the Prepayments and QuickPay Prepayments process to Check. You can select this value only for time cards that you have marked for expedited processing.

If you leave this value blank, the employees are paid by their default payment method, either through check or electronic funds transfer.

Override Check Printer

Track the check printer for the expedited time cards that are paid through check. The application ignores the Override Check Printer value if the employee isn't paid by check.

The Recalculate Payroll for Retroactive Changes task in the Expedited Payroll Flow generates retroactive element entries for the prior pay period adjustments. The retroactive element entries retain the expedited payroll values on the time card. The expedited run includes retroactive entries of only those time cards that you have marked for expedited processing.

Select the Expedite Payroll value as Yes on the payroll run to identify the run as an expedited run. The run includes all employees who have at least one expedited processing entry on their time card.

For expedited payments, the employees don't have to wait for their payslips until the next regular payroll cycle. They can view their payslips at a date earlier than the regular payslip availability date. Set the Override Payslip Availability Date to a date earlier than the regular payslip availability date that you have defined in the standard payroll calendar.

Expedited Payroll Flow

Use the Expedited payroll flow to process expedited payments for prior pay period adjustments on the time card. The Expedited payroll flow is similar to the regular payroll flow. The flow includes a sequence of payroll tasks and reports to identify, calculate, and make expedited payments.

Use the Submit a Flow task from My Client Groups to submit an expedited payroll flow

Run the expedited flow on demand, or schedule the flow to run at a predefined date and time for expedited processing. When you submit a payroll flow, select Yes in the Expedite Payroll parameter to identify this run as an expedited run.

The Oracle HCM Cloud Time and Labor manager identifies and marks the time cards that come in late or have errors for expedited processing. The manager sets the Expedite value to Yes on the time card, so that the payroll entries are included in the expedited process. Optionally, the manager could override the payment method to check and set the Override Check Printer value to a printer location.

Here's the list of tasks in sequence that the expedited payroll flow triggers:

  1. The Recalculate Payroll for Retroactive Changes task generates retroactive element entries for the prior pay period adjustments pertaining to time cards marked for expedited processing. The retroactive element entries retain the expedited payroll attributes from the time card elements.

  2. The Calculate Payroll task is run when you set the Expedite Payroll parameter to Yes. This process includes only the employees whose retroactive time entries are marked for expedited processing. For each included employee, these retroactive time entries and elements configured for expedited processing are processed. The application skips time card entries that aren't retroactive.

  3. The Calculate Prepayments task looks for employees whose payment method is overridden to Check, on the value definition of the payroll entry. If no override is found, the process uses the usual payment method used in a regular payroll run.

  4. The Archive Periodic Payroll Results task archives the expedited payroll results for further processing.

  5. The Generate Check Payments task picks all the prepayments marked for check.

  6. The Make EFT Payments task picks all the prepayments that aren't overridden to check and who have a default payment method of EFT payments.

  7. The Generate Payslips task generates payslips for all the employees receiving expedited payments in this flow. The employees who are eligible for an expedited payment can view their payslips early. Set the Override Payslip Availability Date to a date earlier than the regular payslip availability date that's defined in the regular payroll calendar.

QuickPay

Use the Calculate QuickPay task to submit a flow that calculates the run results for a person without waiting for the standard payroll run.

For example, use it to:

  • Process new-hire or termination payments

  • Pay people whose records you removed from the standard run for further processing

  • Perform special payments

  • Resolve localized problems with a payroll run that requires reprocessing

Select the Calculate QuickPay task to display the Person page. Based on the person selected and effective date used for the search, the QuickPay process displays a single page and checklist. It populates parameters, such as the person's payroll, date earned, and flow name. You can override these parameters.

The checklist is based on the predefined QuickPay flow pattern that includes tasks for calculating payroll run results and prepayments, and processing an external payment. You can replace the default QuickPay pattern with a user-defined QuickPay flow pattern by adding your flow pattern to a user-defined table.

Process a QuickPay action using one of the methods listed here.

Method to Use When to Use

Calculate QuickPay task

  • Process all QuickPay actions from one page using a checklist

  • Automatically populate parameters based on the effective date.

  • Process one or more QuickPay flows

Calculate QuickPay task on the Actions menu of the Person Details search page

Start a QuickPay process immediately after updating a person's element entries

Submit a Payroll Flow task for the QuickPay flow pattern

Schedule a QuickPay flow

Settings That Affect Processing

The parameters and settings you specify for the tasks in the QuickPay flow determine which records to retrieve and process. The QuickPay process calculates the element entries for all the assignments associated with the payroll relationship, based on the run type and settings specified.

Typical examples of settings that you might change to address different processing requirements are given here.

Settings Task Examples

Calculation parameters

Calculate QuickPay

You submit an off-cycle QuickPay process. You override the Date Paid parameter, specifying the same date as the Process Date.

Calculation settings

Calculate QuickPay

You exclude the element entry for a voluntary deduction for a QuickPay flow that issues a bonus payment.

Payment settings

Calculate QuickPay Prepayments

You override the default payment setting to issue a check instead of an electronic funds transfer.

QuickPay Processing

This figure shows the sequence of tasks in a QuickPay flow:

QuickPay process flow showing tasks performed

Here's the list of tasks in sequence that occurs or you can perform after you submit the Calculate QuickPay task.

  1. Calculate payroll run results for the person, based on the settings you provide.

  2. Verify run results on the View Person Process Results page and mark the process completed.

  3. Calculate payment distribution using the Calculate QuickPay Prepayments task.

    The calculation uses the default payment method and payment source, unless you select to override these settings in the Prepayments section.

  4. Verify prepayment results in the Prepayment Results section of the Person Process Results page and mark the process completed.

  5. Issue an external or internal payment:

    • Issue an external payment by selecting Make Payment from the Action menu. Verify the payment results and mark the task completed.

      The Make External Payment task marks the record as paid so that it isn't included in the normal payment process.

    • Skip the Make External Payments task and issue an internal payment. Select the Skip Flow action for the Make External Payment task to skip the rest of the tasks in the flow and mark the flow as complete. When you're ready, run the payment process, which processes the unpaid payments from this QuickPay and any others that match the parameters you provided when you submit the process.

      For example, archive the payroll run and prepayment results, and then Make EFT Payments from the Payroll Checklist.

  6. Verify the payment results and mark the task as complete.

These examples illustrate scenarios where you might want to run a QuickPay flow using the Calculate QuickPay task in the Payroll Calculation work area.

Pay Separate Check for Employee Bonus

An employee receives a special incentive bonus, which you pay separately from the regular pay. The employee doesn't want any voluntary deductions taken from the bonus pay, such as charitable donations or retirement fund contributions. Using the Manage Element Entries task, you add the bonus to the employee's element entries. You select Calculate QuickPay from the Actions menu, and specify the following settings:

  • In the Details section, select Supplemental as the Run Type.

  • In the Element Entries section, deselect element entries for all voluntary deductions.

Pay New Hire After Payroll Cutoff Date

A new hire joins the company on the 25th of the month, but the new hire process doesn't complete until the 28th. By that time, you have processed the monthly payroll and issued payments. To avoid delaying the person's pay until the next month, you use the Calculate QuickPay task to submit a QuickPay calculation, and make an external payment. Normal processing of the employee's pay resumes with the next payroll cycle.

Pay Terminated Employee

HR terminates an employee in the middle of a payroll period. HR requests that you process and pay the person immediately. You update the employee's payroll information. You use the Calculate QuickPay task to submit a QuickPay calculation, and make an external payment for the employee's final pay.

Verify Bonus Payment Amounts Before Running the Main Payroll

Before processing bonus payments in the next payroll run, you want to verify the run results. You might submit a QuickPay process for a few employees and review the results, then roll back the QuickPay calculation.

  1. Use the Calculate QuickPay task in the Payroll Calculation work area to submit the QuickPay process.

  2. When the QuickPay calculation completes, verify the results to confirm that the bonus amount and deductions are calculated correctly. Don't click Mark as Complete.

  3. Select the verification task in the checklist. Select Roll Back from the Action menu.

  4. Select the Calculate QuickPay task in the checklist. Select Roll Back from the Action menu.

  5. Submit the regular payroll to recalculate this person's run results and to generate payments.

This scenario also applies if you change an employee's payroll information, such as adding a new deduction or updating the tax code, and want to validate the change before the next payroll run.

FAQ for Quick Pay

Can I automate a QuickPay flow using a service?

No, because QuickPay tasks require user input. The Flow Actions service is only for flows that don't require user action.

QuickPay Flows

You can access and process your QuickPay from the payroll flow or the Calculate QuickPay page. The Calculate QuickPay page streamlines access to some tasks, such as interacting with another flow.

This topic explains how you can work with the flow from the Calculate QuickPay page.

Process Multiple QuickPay Flows and Interact with Other Flows

Here's how you can process a QuickPay for consecutive payroll periods and how to connect a QuickPay process to another flow.

Task Action to Do

Run QuickPay flows for consecutive payroll periods

  1. Use the Calculate QuickPay task and start a QuickPay flow.

  2. Select Next from the Action menu to go to the next payroll period.

  3. Complete the QuickPay flow.

  4. Select Next from the Action menu to go to the next payroll period.

  5. Complete the QuickPay flow.

Interact with another flow

  1. While working with a QuickPay flow, select Flow Interaction from the Action menu.

  2. In the Flow Interactions dialog box, add a row.

  3. Select the last task you will complete.

  4. Select the destination flow.

  5. Select the task in the destination flow that will continue processing the QuickPay results.

  6. Select the Use to Calculate Results check box.

  7. Click Ok.

Tips to Process QuickPay

Here's how you can perform common tasks when working with your QuickPay flow.

Task Action to Do

Quit the QuickPay flow and save it

Click the Done or Close button.

Resume work on a QuickPay flow using the checklist

You can't resume work on the QuickPay flow using the Calculate QuickPay task. Follow these steps to resume work on the QuickPay flow:

  1. Go to the Checklist page.

  2. Search for and open the QuickPay flow.

  3. Continue working with the QuickPay flow from the Task Details page.

Roll back tasks

Roll back each task in the checklist until you reach the task you want to roll back.

  1. Select the last incomplete manual task.

  2. Select Roll Back from the Action menu.

Skip a flow

  1. On the Checklist page, search for and select the flow.

  2. Select Skip Flow from the Action menu.

Skip the remaining tasks, including ones in error, rolled back, or not started

Select Skip Flow from the Actions menu.

This example demonstrates how to submit a QuickPay flow for an employee to correct a calculation error that occurs in the main payroll run.

In this scenario, you complete the payroll calculation but not the prepayments calculation for the weekly payroll run. HR informs you that an employee took unpaid leave earlier in the month. You roll back the employee's payroll calculation to remove the person from the payroll run, and continue processing the weekly payroll and issue the payments. When you receive details about the leave from HR, you update the employee's records. You submit a QuickPay process to calculate the payroll run and prepayments for the employee, and to process an external payment.

Before you start, these are key decisions for this example.

Decisions to Consider In this Example

Is this a regular or supplemental run?

Regular

Should you exclude any elements from the payroll calculation?

No

Do you process the QuickPay results in the main payroll run?

No

Here's the list of tasks to submit a QuickPay flow for an employee to correct a calculation error in the main payroll run.

  • Roll back the employee's payroll run results.

  • Submit a QuickPay process.

  • Calculate and verify payroll run results.

  • Calculate and verify prepayments.

  • Make an external payment and verify the payment results.

Roll Back and Correct Data

  1. Before calculating payments for the main payroll run, roll back the employee's run results.

  2. Complete the weekly payroll run.

  3. Make the necessary corrections in the person's payroll or HR data.

Submit the QuickPay Flow

  1. Select the Calculate QuickPay task on the Submit a Flow page.

  2. On the Person page, search for and select the employee.

  3. On the Calculate QuickPay page, optionally, override the payroll flow name with a more meaningful one. Verify the remaining information in the Details section.

    The Element Entries section refreshes to display all element entries that the QuickPay flow processes. Ensure that the process includes all element entries.

  4. Click Submit Process.

  5. Click Refresh until the Calculate QuickPay task is complete.

  6. Click the Verify Payroll Results task in the checklist.

  7. On the View Person Process Results page, click the person's name in the Search Results.

  8. In the Statement of Earnings section, verify the information in each of the Quick Reference Summary tabs.

  9. Click Done to return to the QuickPay process.

  10. Click Mark as Complete.

Calculate and Verify Prepayments

  1. Click the Calculate QuickPay Prepayments task in the checklist.

  2. In the Prepayments section, optionally, select an organization payment method and payment source.

  3. Click Submit Process.

  4. Click Refresh until the Calculate QuickPay Prepayments task completes.

  5. Click the View Prepayments Results task in the checklist.

  6. On the View Person Process Results page, click the person's name in the Search Results.

  7. Verify the prepayment results, including the payee, payment method, payment source, and payment amount.

  8. Click Done to return to the QuickPay process.

  9. Click Mark as Complete.

Make External Payment and Verify Payment Results

  1. Click the Make External Payment task from the checklist.

  2. In the External Payments section, select the payment and then select Make Payment from the Action menu.

  3. Enter a check number and the reason you are generating the check externally. Click OK.

    The application marks the payment as Paid. This status prevents a payment process that would normally pick up this payment from processing it again.

  4. Click Mark as Complete.

  5. Click the Verify Payment task in the checklist.

  6. On the View Person Process Results page, click the person's name in the Search Results.

  7. Verify the payment results. Click Done to return to the checklist.

    The payment results shown here should match the prepayment results you verified earlier.

  8. Click Mark as Complete.

Let's look at some examples to understand how to specify flow interaction when you process a QuickPay after calculating QuickPay run results or prepayments.

Merge Flows after Calculating QuickPay

Scenario: While verifying payroll run results in your weekly payroll flow, you discover an error in the pay amount for an employee. You remove the person's record from the payroll run, so that you can continue processing the payroll. You investigate the problem and update the person's element entries on the Manage Person Details page. You select the Calculate QuickPay task from the Actions menu. You want to calculate the QuickPay and verify the results, and then process the combined QuickPay and payroll run for the Calculate Prepayments task.

On the Calculate QuickPay page, complete these steps to create the flow interaction.

  1. Select Flow Interaction from the Action menu, and specify these details.

    From Flow From Task To Flow To Task

    Current QuickPay flow

    View Payroll Results

    Weekly Payroll Flow

    Calculate Prepayments

  2. Select the Use to Calculate Results option so that the weekly payroll flow includes the results of the QuickPay process.

The QuickPay flow ends and merges with the Calculate Prepayments task in the weekly payroll flow.

Merge Flows after Calculating Prepayments

Scenario: Verify the results of your prepayments task for your biweekly payroll flow when you receive notification to process the pay for a new hire. You want to generate an EFT payment for the new hire rather than issue an external payment. In your enterprise, you archive payroll results before generating payments. Use the Calculate QuickPay task to start the QuickPay process, and interact with the biweekly payroll flow, as shown in the following table. Select the Use to Calculate Results option so that the biweekly payroll flow includes the results of the QuickPay process.

From Flow From Task To Flow To Task

Current QuickPay flow

View Prepayment Results

Biweekly payroll flow

Archive Periodic Payroll Results

After marking the Verify QuickPay Results task in the QuickPay process complete, the QuickPay flow ends. The Archive Period Payroll Results task includes the results of the QuickPay process.

QuickPay Run Results

You can now process QuickPay and view the earning and deduction information for an employee on the QuickPay Summary page.

To generate the QuickPay Summary page:

  • Use the Calculate QuickPay task from the Payroll Calculation work area. You are taken to the Payroll Person Search page, from where you can search for a person or multiple persons and process the QuickPay using the Actions menu.

  • Use the Payroll Person Search feature from the Payroll Calculation work area, search for a person or multiple persons and process the QuickPay using the Actions menu.

    There are two QuickPay options:

    • The QuickPay Payments option to run the QuickPay and Payments process at the same time.

    • The Simplified QuickPay option to run the standalone QuickPay process.

Use the summary page to view information from the calculation cards and the element entries. The Effective As-of Date you enter on the Payroll Person Search page determines the payroll period information for the QuickPay calculations.

The regions of the summary page displays information across the entire payroll period for the date you enter in the search. When creating new entries or making updates within a region you must specify an 'Effective Date' for the transaction to ensure that the correct start and end dates are populated.

The Summary Page has the following regions:

  • Standard Entries

  • Absence Entries

  • Time Card Entries

Here's a list of tasks you can do from the above three regions:

  • View details of element entries, absence entries, and time card entries

  • Click on an element name to view additional details of entry values and costing

  • You can create, end date, or update details contained on the page

  • Use the 'Add Element' button to create multiple elements at a time

  • Drill down on the absence date and view all entries for the absence in a separate page

  • Expand a time card row to view the property and costing details for the time record

View the Standalone QuickPay Summary Page

Use the filter on the standalone summary page to change the view of the data based on the dates you select.

The filter and displayed dates are available at the top right of the page and controls all the regions within the summary page. If you select a date range within the filter all the regions on the page uses this date range. For instance, you can't select a different date range for standard entries and another for absence entries.

You can view the Standard Entries Summary page from the QuickPay Summary page. The Standard Entries page displays the standard entries that are assigned to an employee.

The page has a summary region from where you can drill down to the details section.

Summary Region

The summary region displays all the summarized entry values applicable to an element across the entire payroll period for the date you enter in the search. The region displays a maximum of five elements. Use the Show More button to view additional entries.

To see additional information pertaining to an entry value and costing, click on the element name and this displays additional information within a detail region. The element name is read-only as this is the link to the detail page.

  • Edit the values on the summary region and update, correct, end date or delete costing information using the Actions menu.

  • Use the Include or Exclude check box at the header level to include or exclude an entry in the QuickPay calculations.

  • Hover over a name to view additional information regarding the field name or value. For example, if you hover over the amount value, you can view the unit of measurement of the amount.

Detail Region

A detail region displays detailed information for the entry you selected in the summary region. The detail region displays detailed information including entry values, the source of an element, whether it has been processed, costing information, and history.

  • You can see all the entries within the detail page and be able to minimize or maximize each one. You don't have to go back to the summary to select a different entry to view. This enables you to compare entries within a single page.

  • If you select a row in the summary region, the Additional Details Input Values region in the detail region displays the input values for the record.

  • The Element Entry Information region displays information about the element entry. For instance, how it was created, is it a retroactive entry, assignment number, and so on.

  • The Costing Information region displays the costing information for an element entry. By default the costing segments should be minimized when opening the detail region for the standard entry. This region can be collapsed and opened.

Add Elements

Use the Add Element button in either of the regions to create additional elements. The Add Element button opens a new window where you can select multiple elements and an effective date. The effective date defaults to the effective date at the top of the summary page, and the payroll field defaults to the active payroll. You can enter a different effective date and payroll if required.

You can also enter the assignment, element name and classification, make the element an overridden entry, add a reason and enter costing information if required.

You can select multiple elements when creating rather than creating one at a time. You can also use a saved search for grouping elements to enter.

QuickPay Absence Entries Summary

Use the Absence Entries page to view on a single page the absence information of your employees passed from the Absences application to the Payroll application.

You can view the Absence Entries Summary page from the QuickPay Summary page.

The page has a summary region from where you can drill down to the details section.

Summary Region

The summary table is a read-only region that displays summarized absence information. It shows the total number of units, for example hours, for an absence, broken down by absence type and employment record.

The region displays:

  • A summary region for each absence record that spans the effective dates entered on the summary page or the QuickPay period dates. If multiple summary sections are displayed, they're sorted by absence start date with latest date at top of table.

  • The absence start and end date plus the ID for the absence.

  • The name of the absence plan, for example Sickness Plan.

  • The total number of units, for example hours, for each absence record such as, entitlement, accrual, discretionary disbursement, and final disbursement.

  • Enables you to search for a specific absence type summary record for one or more time cards.

Use the 'Create Absence' button on the summary table to create an absence record.

Detail Region

A detail region displays the daily information for the selected time card. It will include a breakdown of the time card entries and other information such as costing.

Use the Detail region to:

  • View the detailed information for the selected time card.

  • If multiple time cards are displayed in the summary region, navigate to the detail for the other time cards and quickly compare time card details.

  • Search for a specific time type record.

QuickPay Time Card Entries Summary

Use the Time Card Entries page to view on a single page the time information of your employees passed from the Time and Labor application to the payroll application.

You can view the Time Card Entries Summary page from the QuickPay Summary page.

The page has a summary region from where you can drill down to the details section.

Summary Region

The summary table is a read-only region that displays summarized time information. It shows the total number of units, for example hours, for a time card, broken down by time type and employment record.

The region displays:

  • A summary region for each time card that spans the effective dates entered on the summary page or the QuickPay period dates. If multiple summary sections are displayed, they're sorted by time card start date with latest date at top of table.

  • Enables you to search for a specific time type summary record for one or more time cards.

Use the 'Create Time Card' button on the summary table to create a time card record.

Detail Region

A detail region displays the daily information for the selected time card. It will include a breakdown of the time card entries and other information such as costing.

Use the Detail region to:

  • View the detailed information for the selected time card.

  • If multiple time cards are displayed in the summary region, navigate to the detail for the other time cards and quickly compare time card details.

  • Search for a specific time type record.

View the QuickPay Person Process Results

Run QuickPay and view the Person Process Results page from the QuickPay Summary page. Use the process results page to do the following:

  • Drill down into the details for each processed person

  • View the task details and parameters used for submission

  • See all records that completed, has errors,, or still to be processed

  • View analytical graphs

Use the Process Results task from the Actions menu on the Payroll Person Search page to generate the Person Process Results page for a person.

The page has three distinct regions as explained here.

Header Region

Use the header region to view static processing information such as Flow Name, Process Name, Payroll Name, Period Name and so on.

Summary Region

Use the summary region to view summary level information concerning the data that's processed or is being processed for the selected person. Information contained within this region includes records processed, errors raised, processing time, and so on. You can also view analytical graphs that display details of the process such as parameters used, the submitting user, and logging information.

Click on an item to view detailed information pertaining to the item. You can view the following information from this region:

  • Error Messages: Displays all the errors that the process has encountered.

  • Record Processing: Displays information regarding total records processed, unprocessed, processing, encountered error, marked for retry, and skipped.

  • Process Status: Displays the start time, finish time, and elapsed time of the process.

Process Results Region

Use the process results region to see the records processed with a brief summary of total values processed. The summary level information is dependent on the process that has been selected. For example, the payroll process shows the Gross and Net payments for each employee, whereas costing process shows the total debits and credits for an employee. You can view the processed information for a list of individuals in a single page.

Use the Actions Menu at the end of each record, to perform any of the following actions on a process:

  • Roll Back

  • Mark for Retry

  • Reversals

  • View Results, such as viewing the Statement of Earnings

  • View Messages

RetroPay

How Retroactive Pay Is Calculated

Retroactive pay is the recalculation of prior payroll results due to changes that occur after the original calculation was run. For example, prior period adjustments backdated to a previous pay period when the payroll department makes a correction for an error or an employee receives a performance bonus.

You run the Recalculate Payroll for Retroactive Changes process to calculate retroactive pay. This process creates retroactive element entries based on retroactive events but only elements that are set up to include a retroactive event group can have retroactive element entries.

You can view automatically-created retroactive events or create them manually.

Settings That Affect Retroactive Pay

To enable retroactive processing of an element:

  1. On the Manage Event Groups page, review the types of changes that automatically trigger a retroactive notification for the predefined event group, called Entry Changes for Retro. You can edit this group or create a new event group for the element, if required.

  2. On the Create Element Additional Details page, select Yes for the following questions:

    • Is this element subject to proration?

    • Is this element subject to retroactive changes?

  3. On the Create Element, select the predefined event group or a new group that you have created.

This shows you the retroactive setup.

Retroactive setup

Process Retroactive Pay

To process retroactive pay:

  1. Review or create retroactive events on the Manage Event Notifications page in the Payroll Calculation work area. You can download results to Excel to view retroactive events in a report format.

  2. Submit the Recalculate Payroll for Retroactive Changes process with the Submit a Process or Report task, or the process may run automatically as part of your payroll flow. This process creates one or more retroactive entries to receive the process results and never overwrites historical payroll data.

  3. Run the Calculate Payroll process.

Note: Always run the Recalculate Payroll for Retroactive Changes process immediately before you run a payroll. Otherwise, if you run it after the Calculate Payroll process, retroactive adjustments are held over until the next payroll period.

If you don't get the expected retroactive notification, here are some suggestions to review:

  • The originating transaction causing the event

  • Element setup

  • Element eligibility for the person

  • The retroactive event group entities and attributes that are set up to trigger retroactive events

  • The proration event group entities and attributes setup that triggers proration

This shows you the retroactive processing for a person getting a retroactive pay increase.

Graphic showing retroactive processing for a person
getting a pay increase retroactively

Retroactive Events are typically created automatically when you create retroactive adjustments, such as backdated salary changes. You can enter the retroactive event manually to generate the correct payslip, such as if payroll hasn't made the pay rate change effective last pay period for an employee being terminated effective immediately.

Create a Payroll Relationship Event

  1. On the Manage Event Notifications page in the Payroll Calculation work area, select the Manage Event Notifications task.

  2. Click Create.

  3. Use the information in this table enter information into the Create Payroll Relationship Event window.

    Field Value

    Approval Status

    Awaiting Processing

    Payroll Relationship

    The person to process

    Process Date

    Date when the retroactive change process is run.

    Note: This date indicates when the element change was triggered.
  4. Click Save and Close.

Create a Retroactive Event

  1. On the Manage Event Notifications page, click the name of the person associated with the payroll relationship event you created.

  2. On the Manage Retroactive Events page, click Create in the Entry Details section.

  3. Select the element you want to reprocess, the date the recalculate payroll runs, and a retroactive component. The element from which the change will be paid to the person is the retroactive component.

  4. Repeat the previous step if you want to recalculate multiple elements for this payroll relationship.

  5. Click Submit.

Payments

Calculate the distribution of payments and verify the prepayment calculations before you distribute payroll payments. This figure shows you the flow of the calculate payment distribution tasks.

Calculate payment distribution tasks in sequence

Calculate Prepayments

The Calculate Prepayments task calculates the distribution of payroll payments based on employees' payment methods and uses the payroll run results to calculate the gross-to-net payment. The Calculate Prepayment process locks the payroll run results to prevent changes and ensures data integrity.

Tip: To roll back run results, first roll back the Calculate Prepayments task.

The Calculate Prepayments task is an automatic task included in the payroll cycle flow. You can also run it as a standalone process in the Payment Distribution work area with these submission parameters:

  • Payroll name that determines the payroll relationships to calculate

  • Process start date and process end date for the range of records to return

  • Optional consolidation group name to limit the scope of the process

  • Optional payment source name to override the default payment method

  • Optional process configuration group name for processing rules, such as logging

  • Optional default payment setting override to issue a check instead of an electronic funds transfer

Verify Prepayments

Use the Verify Prepayments manual task to review and verify prepayment results before generating payments. Verify prepayment results for individual records on the View Person Process Results page to ensure that the payee, payment method, and payment and deduction amounts are accurate.

Take Corrective Action

If you find problems, correct the underlying data and process the correction with one of these:

  • Retry the Calculate Prepayments process if it didn't complete successfully.

  • Roll back the prepayment results to restore the previous values and remove any record of the prepayment calculation results. You can only roll back the prepayments process if there were no payments.

  • Void the prepayments results to void the payment and then use the Make Payment action to reissue another payment.

Roll Up Third-Party Payments

Use the Run Third-Party Payment Rollup task to consolidate payments from individual contributions into a single payment for each third-party organization payee. Run this optional process after calculating and verifying prepayments.

You can allocate payroll payments to different personal payment methods using percentages, fixed amounts, or a combination. You can create personal payment methods the Manage Personal Payment Methods page. These scenarios illustrate how you can split up payments.

Use Fixed Amount Payments

Barbara wants 100 USD deposited in her savings account each payroll period and the remainder paid through check. Barbara first creates a check payment method so it's processed last. Then she creates an electronic funds transfer (EFT) payment method for her savings account and sets the amount to 100. When Barbara decides to stop the transfers to her savings account, she deletes that payment method.

Use Percentage Payments

Oscar wants to contribute to the college fund he set up for his children. Oscar frequently receives bonuses and sales commissions and his net payment amount always changes. So he adds a payment method that allocates four percent of his pay to the fund. By using a percentage rather than a fixed amount, Oscar can contribute to the fund at the same rate he earns.

Use a Combination of Payments

Jim works in Arizona, but his wife and children reside in Texas. Each payroll period, Jim wants the following disbursements:

  • 900 USD transferred to his checking account for his wife's household expenses in Texas

  • A percentage transferred to his children's college fund

  • The remainder paid to him by check for his expenses in Arizona

Jim creates three payment methods: a check payment method for remaining pay, an EFT payment method with his checking account bank details, and an EFT payment method with the college fund bank account details.

The Distribute Payroll Payments activity performs several tasks. It creates payments, archives the results and runs payroll register, generates reports, to include payslips, and runs payment register. Payroll payments are typically a part of the payroll cycle flow or a QuickPay flow, or as a standalone process using the Submit a Process or Report task. You can view the task results on the View Person Process Results page.

Note: The Make External Payments process isn't a typical payroll cycle task. You submit this process as part of the QuickPay flow or as a standalone process in the Payment Distribution work area.

Sequence of Tasks

This shows the sequence of payment distribution tasks for a typical payroll cycle. Your flow may include additional or fewer tasks.

Distribute payroll payments tasks in sequence
Note: Unless this process in your legislative data group doesn't use archived payroll data, the Archive Payroll Results runs before the Run Payroll Register and the Generate Payslips tasks.

Overview of the Payment Distribution Tasks

This table describes the payment distribution tasks.

Task Description

Generate Check Payments

Generates check payments for all payees including third-party payees, using a predefined format.

Make EFT Payments

Generates electronic funds transfer (EFT) payments for all payees with a payment method of EFT.

Make External Payments

Addresses special situations where you don't want to use the normal payment process. Examples include:

  • Replace a lost check that you voided

  • Create a final payroll check for a terminated employee

  • Pay using a different payment type or payment source than specified in the normal payment process

Archive Periodic Payroll Results

Makes the data available for reports, such as the payroll register and payslips.

Run Payroll Register

Verifies and provides an audit trail of a payroll run including hours, earnings, and deductions by PSU and TRU. In detail mode, shows the complete details for each employee.

Generate and Verify Payslips

Generates a payslip for all paid payments matching your criteria except:

  • Voided payments

  • Reversed payroll calculations

  • Data not archived

  • Previously generated payslips

Run Payment Register

Verifies and provides an audit trail of payments generated by all payment processes, including total amounts paid by payment category, type, status, and method. In detail mode, shows payments for each employee.

View Payment data to verify payee, amount and payment status information from different work areas for accuracy.

Work Area

This table shows you the advantages of viewing payment information from the Payroll Checklist and the Payment Distribution work area, depending on where you're in the process.

Payroll Phase Work Area Starting Point Available Tasks

Working on the current payroll or QuickPay run

Payroll Checklist

On the Payroll Flow checklist page, click the Task Details tab to see a list of payment tasks and their statuses.

Navigate to the Payroll Flow Processes and Reports tab for a particular task and perform standard task actions, such as Mark for Retry, Retry, and Roll Back.

For a completed process, view the output of the process or navigate to the View Person Process Results page to view individual payment results and take corrective action.

Working on tasks for different payroll periods or payroll runs

Payment Distribution

Use the Payments search in the regional area to query payments by payment method, payee, or legislative data group. You can view payment details, but you can't select actions from the Payments search results.

Use the Overview page to search for a payment process flow. Navigate to the Payroll Flow Processes and Reports tab and from there to the View Person Process Results page.

You can also use the View Payroll Process Results and View Person Process Results tasks to navigate to the payment results and take corrective action.

Type of Payment Information

Use this table to decide which type of payment information you want to view.

Method Process Results Person Results

User Interface

Query the payroll flow from the Overview page of the Payroll Checklist and go to the task you want to view.

Use the Payment search in the regional area of the Payment Distribution work area or select the View Person Process Results task in the Tasks pane.

Report

Use the Payroll Register to view summary-level payment information for a payroll run.

Use the Payroll Register to view detailed, person-level payment information

Generate Check Payments and Check Numbers

You use the Generation Check Payments process to generate check payments in a predefined format for all payees who have a check payment method and a net pay greater than zero. The printed check format and check stub information can vary, based on your organization's requirements. Enter the starting check number, and optionally, an ending check number when you submit the check payment process.

Starting Check Numbers

Before you begin printing checks, verify the starting check number in the application matches the printed check.

Ending Check Numbers

You don't have to enter the ending check number but there are benefits, such as it puts a break in the print job allowing you to synchronize the numbers entered as submission parameters with the numbers printed on the checks. You may need to print separate batches of consecutively numbered checks, such as when you have one box of checks numbered 4500 through 4999 and another box numbered 7000 through 7999. In this scenario, if you don't enter the last check number from the first box and print more than 500 checks, the payment process will record incorrect check numbers for the remaining checks.

Verify each payroll task before continuing with the next one to minimize the effort involved in correcting problems. For example, be sure to check payroll run results and prepayment results before generating payments.

Review and verify payment information in this sequence and take corrective action before proceeding to the next task:

Verify Payroll Run Results

Follow these steps:

  1. Use these payroll reports to verify run results:

    • Gross-to-Net Report

    • Balance Exception Report

    • Element Result Register

    • Payroll Balance Report

    • Payroll Activity Report

    • Any additional country-specific or user-defined reports

  2. Use the View Person Process Results page for the Payroll Calculation process to verify information. This table helps you with an approach to verifying:

    Information to Verify Approach

    Balances, including gross pay, deductions, and net payment

    Use the Gross to Net tab of the Statement of Earnings.

    Accruals

    Use the Paid Time Off tab of the Statement of Earnings.

    Deduction details

    Use the Deduction Card tab of the Statement of Earnings.

    Costing results

    Review the costing results for this person for the selected run. Costing details include only those elements processed in the run that have costing information defined for them. If the results are incorrect, you can process a corrective action.

    Balance results

    Review balance results to confirm that the payroll run completed successfully, to check that a worker has the correct pay and amount of tax deducted, and to check a balance before and after adjusting it.

    Run results

    Review run results for all elements processed.

    Messages

    View messages generated by payroll processes, if any.

  3. If you find errors you can correct, correct the underlying data and use the Retry and Mark for Retry task actions.

  4. If you find an error in a person's record that requires additional information or research before you can correct it, roll back the record to remove the person from the payroll run and continue processing the payroll.

    Note: Correct the problem and process the person's payroll in a QuickPay run.
  5. If you find multiple problems in the payroll run, you may want to roll back the entire process and then rerun it after making all the necessary corrections.

Verify Prepayments

Review the results on the View Payroll Process Results page when you run the Calculate Prepayments task as a standalone process. If you discover an error in prepayment results, use Retry, Mark for Retry, and Roll Back task actions. You can roll back the record for an individual or roll back an entire process if necessary.

Troubleshoot Payments Issues

You can find the resources in this table to help you through the troubleshooting process.

Resource Description

Payment Results section of the View Person Process Results page

Check that the payment results match the prepayment results that you reviewed earlier.

Payroll Register

Verify total payment amounts per balance category and compare payment values to previous periods.

Payment Register summary

Verify the total amounts paid by payment category, type, status, and method.

Payment Register detail

Validate payments for each employee, including the payment amount, bank, and check information.

Optionally, filter this report by location when reconciling payments. The report lists the payroll relationship records based on a person's assignment location. The location is listed with the other parameters, but not on the results.

Log file

Review the log file to obtain detailed information about the results of the submitted process.

If you discover an error after generating payments, you can't simply roll back the payment process. You must decide the appropriate action to take based on the source of the problem, as shown in the following table.

Scenario Corrective Action

The check is correct, but was lost, stolen, or destroyed.

Do one of the following:

  • Void the original payment and reissue using the normal payment process.

  • Void the original payment and make an external payment to replace it.

These scenarios show you how to pay third-party people and organizations.

Child Support to a Former Spouse

While this example illustrates payment directly to a third-party person, most child support payments are payable to a third-party organization such as a State Disbursement Unit.

John Smith is an employee at your organization. Mary Smith receives a child-support payment each payroll period that's deducted from John's salary. To set up payments for Mary:

  1. Create Mary as a third-party person.

  2. Create Mary's third-party payment method and select the payroll relationship for John.

  3. Add the child support order to John's involuntary deduction calculation card and select Mary's name in the Order Amount Payee field.

Organization Processing Fee to a County Sheriff's Office

The County Sheriff's office receives an organization fee on garnishment payments. When you create the third-party organization, you designate it as an External Payee before you create its third-party payment method. When you add the garnishment order to the employee's involuntary deduction calculation card, you select the County Sheriff in the Organization Fee Payee field.

Generate Employee and Third-Party Check Payments Overview

Use the Generate Payments for Employees and Third Parties task from the Payment Distribution work area to generate check payments. The process selects employees and third parties who:

  • Are processed in the prepayments process for a given payroll

  • Have a payment method of check

Before you generate the check payments, you must consider these:

  • An employer can have multiple employee deductions made to the same third-party payee, such as multiple child support orders. Rather than make individual payments for each individual employee deduction, use the Third-Party Payments Rollup process to combine individual employee deductions and make a single payment.

  • Run this process to generate your checks for employees and then run the process again to generate checks for your third parties. Use the Payee field while running this process to select the appropriate payee.

  • You may want to exclude specific third parties from the Third-Party Rollup process because they may want an individual check per payment. Select the Exclude from Third-Party Rollup Process check box on the Manage Third-Party Payment Methods page to exclude a third-party payee from the Third-Party Rollup process.

  • A third-party payee may want the payments on a date that's different from the employee payment date. For example, you may want to make employee payroll payments on the last day of the month, whereas, make third-party payments 5 days later. Use the Manage Time Definitions task and create a time definition to define a time span of 5 days. Select this time definition in the Time Definition field on the Manage Third-Party Payment Methods UI. Enter the relevant process dates, and run the prepayments process, for example, with a process date of 30, June. This stamps the effective employee payments date as 30, June and the third-party payments date as 05, July. The payments process runs twice:

    • Once for the employees with a process end date of 30, June

    • Once for the third parties with a process end date of 05 July and an overriding payment date of 05 July

  • Different banks can have different check templates. To accommodate this requirement, you must first create a report category for each separate bank and check template. Select the created report category for the requisite bank's payment source so that the process uses the correct check template to generate the check payments. Use the Manage Organization Payment Methods task in the Payment Distribution work area to define the payment source for third-party payments. Attach the correct report category for that payment source. Use the Report Category for Third-Party Payee or Report Category for Worker field in the Payee Information section of the Create Payment Source page.

  • You may want to create a report category for each separate bank and check template by defining report categories for each unique bank and check template combination. The report category for third-party payee and report category for worker are associated to the payment source in the Organization Payment Methods page.

How to Generate Employee and Third-Party Check Payments

The Generate Payments for Employees and Third Parties task selects employees and third parties who:

  • Are processed in the prepayments process for a given payroll

  • Have a payment method of check

Payroll Managers and Payroll Administrators can run this process from the Payment Distribution work area.

Prerequisites

The prerequisite tasks for the Generate Payments for Employees and Third Parties task include:

  • Create the third party and the third party payment method, and associate a deduction from the employee to pay the third party.

  • Add an organization payment method (OPM), including a payment source (the bank details should already be set up).

  • Add a payroll definition, including a default payment method of Check, and all valid payment methods.

  • Attach a payroll to the employee.

  • Attach element entries to the employee.

  • Calculate payroll.

  • Run the Prepayments process to calculate the distribution of net pay.

  • Run the Payroll Archive process to archive the earnings, deductions, tax calculation details, accruals, payment methods, and so on.

Generating the Employee and Third-Party Payments

Run this process to generate checks for your employees and then run the process again to generate checks for your third parties. To run the process:

  1. Open the Payment Distribution work area, and click Submit a Process or Report from the Tasks pane.

  2. Select the required legislative data group.

  3. Select the Generate Payments for Employees and Third Parties task, and click Next.

  4. Enter a unique payroll flow name.

    Note: Name the flow so you can easily identify the process later. This is helpful while searching, so you can determine what you have already run or if you must roll back any process.
  5. Specify the required payroll name.

  6. Select the payee type for which the check payment process is run. The available options are Employee or Third Party. You can generate the check payments for either employees or third parties.

  7. Enter a Process Start Date to define the date range of this process.

  8. Enter a Process End Date to define the date range of this process.

  9. Select the required consolidation group to view the payments for all payrolls that are included in this consolidation group. A consolidation group defines a grouping of different payrolls for reporting purposes. This isn't a mandatory field. If you don't select a value, the process uses the default consolidation group assigned to the payroll.

  10. Select the OPM you want to use for this process. The value you select determines the payment source to make the payments. There could be multiple payment sources in the OPM.

  11. Select the payment source to process for the above payment method. This parameter is optional. If you have defined attributes, such as a payment file limit or report category, at the payment source level, you should enter the payment source. When you enter the payment source, the defined attributes are applied.

    Note: You can have different payment sources (bank accounts), with different banks, which have different check templates. You must then run the check process for each payment source and each set of payees. Select the correct payment source so that the correct stationary is used for the payments.

    To accommodate this requirement, you must first create a report category for each separate bank and check template. Attach the created report category to the appropriate bank's payment source so that the correct check template is used to generate the check payments.

  12. Optionally, specify an Overriding Payment Date on which a payment is due to be made to the payee.

  13. Specify the Start Check Number in the sequence of checks used for payroll processing.

  14. Specify the End Check Number in the sequence of checks used for payroll processing.

  15. Select a Process Configuration Group if available. Use a process configuration group to set rules for payroll processes, such as passwords or number of threads. If you don't select a process configuration group, the process uses the parameters in the default group.

  16. Click Next.

  17. Click Submit.

Once you determine the cause of the error and status of the process, you can choose the best corrective actions.

Voiding Payments

You can only void a payment that with a status of Paid or Reconciled. Voiding a payment simply updates the payment status of the record to Void and doesn't reverse or delete any payment calculation information.

The most common reasons you would void a payment would be:

  • A check payment that was lost, stolen, or destroyed.

    Tip: Unless the check is in your possession, contact the bank that holds the source account to stop payment on the check.
  • An electronic funds transfer (EFT) payment was sent to a bank account that's now closed.

To void and reissue a payment:

  1. Submit the Void Payment process in the Payment Distribution work area or select the Void Payment action from the View Person Process Results page for the payment.

  2. Reissue the payment in the next payment run.

    Once you have voided a payment, the application reissues it automatically the next time you run the payments process for the same payment type, payment method, and payment date as the voided payment.

Reversing Payroll Calculations

You can reverse a payroll calculation after generating a payment. The reversal process generates a negative run result to offset the original run result, and maintains an audit trail. The reversal doesn't affect the payment itself, only the payroll run results and costing results.

Note: This differs from the Roll Back action performed when a payment wasn't issued.

The most common reasons you would reverse payroll calculations would be:

  • A check was issued to the wrong employee.

  • An overpayment or underpayment was made to an employee.

You can a reverse a payment within the same payroll period it was generated but if you reverse the calculation after running prepayments but before the payment process, the process will still issue payment. You can reverse a payment from a previous payroll period, before or after processing the payroll for the current period.

To reverse the payroll run results and costing results:

  1. Select the Reversal action from the View Person Process Results page to reverse an individual calculation or Submit the Reverse Payroll Calculation process in the Payroll Calculation work area to reverse a set of payroll calculations, based on the parameters you select.

When you submit a reversal, you can control whether the next prepayments process, which covers the date of the reversal, includes the negative net pay value, as shown in this table.

Scenario You Reverse Negative Net Pay Option Selected Result

On April 30 you incorrectly pay a temporary employee for the hours of another employee.

The temporary employee agrees to have the overpayment deducted from the next pay check.

Temporary employee's payment in the May payroll run

Include in Pay

Next prepayments run that includes the reversal date reduces the temporary employee's payment

An employee terminates on April 30, but the information isn't communicated to the payroll department.

The employee contacts the payroll department, informs the payroll manager of the overpayment, and returns the check.

Employee's April payroll run using the same process date for the reversal as you did for the payroll run

Exclude from Pay

Next prepayments run that includes the reversal date doesn't reduce the employee's payment.

Error Prevents Process from Completing

When an error prevents the payroll calculation or payment generation process form successfully completing, correct the underlying data. Depending on the status of the process, the standard payroll actions, Mark for Retry and Retry are available for you to use.

Incorrect Results

When a process completes successfully but the results are incorrect, use the Roll Back action to negate the results of the process and leave no audit trail. This effectively lets you start over with no trace of the action.

Note: Once the process issues a payment, you can't roll it back.

Corrective Actions in Reports

Some reports, such as the Payroll Activity and Payroll Register reports, include a submission parameter for Balances Reported. This parameter determines whether the report includes payment and nonpayment balances for reversals and balance adjustments. For example, you might process a reversal and include the negative net payment in the next prepayments process. You submit the Payroll Register report and select the option to include payment balances only. You then use this report to review payroll results and compare balances with other reports you have run.

Note: For some tasks that generate files, such as reports, checks, and EFT payments, you can retry or roll back the entire task but not individual results.

Examples of Correcting Payments

These scenarios require corrective actions for payments and provide you the steps to take to resolve.

Employee's Check is Lost

Scenario:

An employee's check is lost, stolen, or destroyed.

Corrective Action:

  1. Void payment using one of these tasks:

    • Submit the Void Payment process in the Payment Distribution work area.

    • Select the Void Payment action from the View Person Process Results page.

  2. Reissue payment in one of the following ways:

    • Make an external payment.

      Note: This process prevents the check from being included in the next payments run. You can record the check number for the replacement check and the reason why you're making the payment externally.
    • Allow the normal payment process to issue the payment.

      Note: The Void status includes it automatically in the payments process for the date of the voided payment, unless you prevent its reissue. The replacement check retains the original payment date.
  3. Unless the check is in your possession, contact the bank for the source account to stop payment on the check.

Checks Require Reprinting Due to a Printer Problem

Scenario:

Your printer jams while printing a batch of checks. The printer destroys one check and generates a blank check, which causes a mismatch between the check number displayed on the person's record and the number on the printed check.

Corrective Action:

  1. Because you didn't reissue the checks, you can roll back the batch check payment process and then rerun the checks.

  2. If the printing problem results in missing check numbers, void the checks to create an audit trail.

  3. Adjust your starting and ending check numbers as needed when you resubmit the payment process.

    Note: As a best practice, roll back all the check payments to create a range of check numbers for printing. Printing individual checks means the check numbers aren't continuous, which can create problems when printing on preprinted stationery.

Employee Requests to be Paid in a Different Currency

Scenario:

An employee works and pays taxes in the UK, but wants to receive payments to a bank account in her home country of China. You set up payment methods so that the payment process converts the net pay amount from sterling to yuan.

Corrective Action:

  1. Define an organization payment method of EFT for the Chinese currency

  2. Define a personal payment method for the Chinese bank account.

  3. Run QuickPay and select the new payment method. QuickPay calculates the correct pay amount in the currency associated with the selected payment method.

  4. Make an EFT payment to the Chinese bank account.

EFT Payment is Made to a Closed Bank Account

Scenario:

An employee changes banks without notifying the payroll department, and the payment process sends an EFT payment to a closed account.

Corrective Action:

Void the EFT payment. Once voided, you can either process the payment in the next payroll run or make an external payment.

Payroll Check Expires Before It's Cashed

Scenario:

Your payroll checks expire after 90 days, and you receive a notification that an employee never cashed a check that you issued four months ago.

Corrective Action:

Void the original check. Run the Generate Check Payments process and set the new payment date in the Overriding Payment Date.

How does the Hours * Rate calculation rule work for elements?

If you leave the input value for hours blank for the employee, the payroll process calculates the number of hours based on the employee's work schedule. On the Element Entries task, if you enter 0 for the input value, then it calculates no hours and the pay value is 0.

FAQ for Payments

How can I view the PDF Checks after I generate check payments?

After you generate the checks, you can view the PDF Checks from the Output and Log Files section of the Process Results Details page.

Submit a flow to generate the check payments, and navigate to the Checklist or View Flows page in the Flow Submission and Results section of the Payroll page. Search for the submitted flow name and click on the name of the flow. Expand the Output and Log Files section of the Process Results Details page to view the PDF output of the process.

Why does the payslip display payments for a later payroll period?

These reports include the payslip and Payroll Register Report. The payroll period with the latest date earned is used in reports to display the combined payment results. This means you submitted a prepayments process that includes payroll calculations where the date earned of a calculation falls in a different payroll period.

For example, you process a QuickPay for a person on a weekly payroll. The date earned for the QuickPay is 7 November, which falls in the first payroll period. You decide to include the QuickPay payment in next week's payroll, which has a date earned of 14 November. The payslip that includes the QuickPay will show the combined results of the QuickPay and the regular pay as of the second payroll period.

To generate reports and payslips for the payroll period the date earned occurs, process prepayments separately for calculations where the date earned falls in an earlier payroll period.

What's the International Transfer payment type?

This payment type supports payment methods for electronic funds transfer (EFT) payments in a different country from the originating payment source. As a Payroll Manager, you can create EFT payment methods for employees to transfer funds to foreign banks if an International Transfer organization payment method exists for their legislative data group.

Can I roll back a payment after generating it?

No, you can't roll back the payment process after you generate a payment. You can void and reissue a check payment. An exception would be if something had damaged all of the checks in a payment run. In this case, because the application generated but didn't issue payments, you could roll back and rerun the entire payment process.

How do I generate payments to third-party payees?

The payment process generates third-party payments for all deduction elements included in the process using the flow submission parameters you specify. Payment methods for all third-party payees must already exist. You can run the check or EFT payment process as part of the payroll cycle flow or as a standalone process from the Payment Distribution work area.

The Roll Back action deletes the process and leaves no audit trail. For example, you might roll back the prepayment process if you discover an error before generating payments.

The Reverse action reverses the payroll calculation, generates a negative run result to offset the original run result, and leaves an audit trail. For example, you might reverse the calculation for a payment that you made in error and didn't issue.