How the Load Initial Balances Process Initializes Balances for the US

The Load Initial Balances process uploads your balance info into the Payroll tables using HCM Data Loader (HDL).

Here's how a simple initialization of three balances would work.

You begin by building your HDL batch upload file. It has three lines, one for each balance and dimension.

Defined balance	Value
GROSS_EARNINGS_ASG_TU_PTD	100
GROSS_EARNINGS_ASG_TU_QTD	250
GROSS_EARNINGS_ASG_TU_YTD	500

You load this batch on June 18, 2023, and the Load Initial Balances process creates an adjustment on the first day of the time period relevant to each dimension.

Adjustment (upload) date	Value	Defined balance
June 1	100	GROSS_EARNINGS_ASG_TU_PTD
April 1	150	GROSS_EARNINGS_ASG_TU_QTD
January 1	250	GROSS_EARNINGS_ASG_TU_YTD

Here's what the Load Initial Balances process does.

1. Sets the values for each balance relative to the upload date.

   This is the date the balances become effective.

   Because you ran the upload on June 18, 2023, the balance values loaded reflect the employee’s balances that include all payment dates up to and including June 18, 2023.

   Note: When you initialize a balance value, such as Regular Salary, the process doesn't feed any associated balances derived from that balance, such as Gross Earnings. When you upload the initial balances, the run results you create feed only the balances for which they were loaded

2. It creates date-effective balance entries (adjustments) to ensure the legislative balances are correct.

3. It calculates the actual values required for each entry and the effective date for these entries.

   As a the result of this calculation, the process creates and loads three balance entries into the payroll run results.

   • Gross Earnings, Asg Tax Unit-PTD = 100.00

     With an effective date of June 1, 2023, the beginning of the period for the upload date

   • Gross Earnings, Asg Tax Unit-QTD = 150.00

     With an effective date of April 1, 2023, the beginning of the quarter for the upload date

   • Gross Earnings, Asg Tax Unit-YTD = 250.00

     With an effective date of January 1, 2023, the beginning of the year for the upload date

   The cumulative values of the individual entries would match the initial amount loaded for each balance.

   • Gross Earnings, Asg Tax Unit-PTD = 100.00

   • Gross Earnings, Asg Tax Unit-QTD = 100.00 + 150.00 = 250.00

   • Gross Earnings, Asg Tax Unit-YTD = 100.00 + 150.00 + 250.00 = 500.00

For this example, the process initializes three dimensions (PTD, QTD, and YTD). However, you could have chosen to initialize just the YTD dimension. You'd do this by including only the YTD batch line entry as of January 1.

Defined balance	Value
GROSS_EARNINGS_ASG_TU_YTD	500

The Load Initial Balances process would create an adjustment only for the first day of the time period relevant to the YTD dimension.

Adjustment (Upload) Date	Value	Defined balance
January 1	500	GROSS_EARNINGS_ASG_TU_YTD