In this Blog step by step explained how to do Peoplesoft HRMS Functionally
Step 1: Basic Setup HRMS
Create SETID
Navigation:
Main Menu ->PeopleTools ->Utilities ->Administration ->TablesetID's
Create Business Unit
Navigation:
Main Menu ->Setup HRMS ->Foundation Tables ->Organisation ->Business Unit
Setup Location:
Navigation:
Main Menu ->Setup HRMS ->Foundation Tables ->Organisation ->Location
Add a company
Navigation:
Main Menu ->Setup HRMS ->Foundation Tables ->Organisation ->Company
Create an Establishment ID
Navigation:
Main Menu ->Setup HRMS ->Foundation Tables ->Organisation ->Establishment
Create Departments
Navigation:
Main Menu ->Setup HRMS ->Foundation Tables ->Organisation ->Departments
Setting the Business Unit options default
Navigation:
Main Menu ->Setup HRMS ->Foundation Tables ->Organisation ->Business Unit options default (Enter the company and Country details)
Create a pay Group Table:
Navigation:
Main Menu ->Setup HRMS ->Product Related ->Pay Roll ->Pay Group Table
Create a Job Code
Navigation:
Main Menu ->Setup HRMS ->Foundation Tables ->Job Attributes ->Job Code Table
Setting Org Defaults permission lists
Navigation:
Main Menu ->Setup HRMS ->Foundation Tables ->Organisation ->Org Defaults by permission Lists (Enter the Organisation related
data here)
Tree Manager:
Navigation:
Main Menu ->Tree Manager->Tree Utilites ->Tree Manager
->Create a new tree with the name DEPT_SECURITY
->Select the structure ID as DEPARTMENT
->Select the category as HR
->Click on ADD LEVEL and add the following below levels
1.Corporate
2.Business
3.Region
4.Company
5.Department
6.Division
7.Group
8.Unit
->Select the root node
->save it.
Note: In Business Options Default enter the details.
Security:
Navigation:
Main Menu ->Security ->Core Row Level Security ->Security by Permission Lists
->Select HCDPALL.Add ur business uint it and select the 011 as Security acess type.
Security by Dept Tree:
Navigation:
Setup HRMS ->Security ->Core Row level Security ->Security by Dept Tree
->Select HCDPALL.Add your SETID and Department ID in it.
Running the Process:
Navigation:
Setup HRMS ->Security ->Core Row Level Security->Refresh SJT Class ALL / Refresh Trans SJT Tables / Refresh SJT OPR class
Run all the above process
Buzz the Application
Navigation:
Setup HRMS ->Install -> Installation Table
->Change the SETID and Campany Name.
->Restart the services.
Adding a Person:
Navigation:
Main Menu ->Workforce Administration -> Personal Information ->Add a Person.
Purpose of Workforce Administration
• PeopleSoft Enterprise Human Resources Workforce Administration provides the foundation for your human resource management system. The data entered into the Workforce Administration business process is available to all of the Human Resources business processes as well as the other applications in the PeopleSoft Enterprise HRMS suite.
Administer Workforce Process
The Administer Workforce business process includes five basic steps-
• Setting up the basic codes and formats needed for the business process
• Adding a person’s human resources record into the system
• Entering additional data into the record like prior work experience, company property, emergency contact, visa information, driver license information, bank accounts information etc
• Updating the record – changes to a person’s human resources record over time
• Viewing and reporting on worker data
SETUP HR DATA
The following slides describe the process.
1Setup data – Jobcode Table
A job code can have a number of positions. You use positions to track details on a particular job in a particular department or location. Positions usually have a one-to-one relationship with workers. Job codes have a one-to-many relationship with workers.
SetupHRMS > Foundation Tables > Job attributes > Jobcode table
2Setup data – National ID Type
Assign a national ID type to a country code and provide a default or a dummy national ID for a country to use when a person or applicant ID is unavailable.
Setup HRMS > Foundation Tables > Personal > National Id Type
3 Setup data – Location Table
Enter physical locations in your organization, such as corporate headquarters, branch offices, and remote sales offices.
Setup HRMS>Foundation Tables>Organization>Location
4 Other Setup data
• Company
– Use the Company component to enter information about a single company or multiple companies in the organization including the default pay group for the company. This value appears as the default on the Job Data pages for people in this company.
Set Up HRMS > Foundation Tables > Organization > Company
• Establishment
– Establishment component defines the distinct physical places of business (establishments) within the company including the address information and regulatory reporting information.
Set Up HRMS > Foundation Tables > Organization > Establishment
• Departments
– After defining company and location data for your enterprise, use the Departments component to define business entities in the organization.
Set Up HRMS > Foundation Tables > Organization > Departments
• Personnel Actions and Reasons
– Changes to worker data resulting from such activities as promotions, transfers, terminations, salary increases, and leaves of absence can be tracked using these actions.
Set Up HRMS > Product Related > Workforce Administration > Actions
• Visa and work Permits
– Define visas, permits, and associated supporting documents that governments require for noncitizens to work in the countries where your organization does business.
Set Up HRMS > Product Related > Workforce Administration > Visas/Permits
• Drivers License Type
– Enter the types of licenses that you are tracking.
Set Up HRMS > Product Related > Workforce Administration > Driver's License Type
Person Model
• The Person Model describes the information captured about a person and how the person is related to the organization. This model includes the core tables that are used by all products that are directly related to a person and their organizational relationships in the Enterprise HCM system.
• A person can have one or more of these relationships at any one time, including multiple occurrences of the same relationship.
• Each distinct relationship that includes a Job Data record is uniquely identified by an employee record number.
Note. The relationships of people of interest do not always include a Job Data record
CREATE PERSON RECORD
• The process is as follows………
Adding a Person
• When you bring a new person into your organization, create a record that includes this information:
– Personal data, such as name, address, personal relationships, and organizational relationships, such as employee or contingent worker.
– Job data, such as supervisor, department, job code, and compensation details.
• A Person is required to have at least one of the following records:
– PERSON - Contains the ID and a person’s static data (such as birth date and birthplace). Every person you enter will have one record in PERSON.
– NAMES - Contains a person’s name data. You can capture multiple types of names and maintain history for each name type. Each person must have at least one row for the primary name type. The system uses the primary name throughout the database. The other name types are for informational use and you can add additional name types.
– A record for at least one Organizational Relationship - Each person must have at least one organizational relationship defined. The type of relationship depends on whether assignment data is required or not.
• When you first create a person in the system you need to enter:
– An EMPLID.
– A primary name.
– The date that the person’s record is available in the system which will default to the current date.
– An indication of the organizational relationship you will be creating.
• Workforce Administration > Personal information > Biographical > Add a Person
Differences between Employee and Contingent worker
• Employee – A person who is hired to provide services to the organization and having legal relationship with the organization.
Identification: In Job data -- Action/Reason will be “HIRE”
• Contingent worker -- A person who is hired to provide services to the organization and does not have a legal relationship with the organization (A temporary or part-time worker, usually one working under contract for a fixed period or a specific project.)
Identification: In Job data -- Action/Reason will be “Add contingent worker”
Organizational Relationships
• The organizational relationship defines the relationship or relationships that a person has with the organization. These may be worker or non-worker relationships and a single person can have many different relationships at the same time or over a lifetime.
• You will always create a new instance for the person when
– A new PER_ORG is used (EMP, CWR) that the person has never had
– Any new POI with a job is needed. POIs are always created as separate instances.
– Anytime you want the new assignment to be treated as a new hire (with its own hire and service dates) and you don’t want to reactivate a terminated assignment.
Organizational Relationships – Employee Type
• The relationship of a person who is hired to provide services to a company on a regular basis in exchange for compensation and who does not provide these services as part of an independent business.
• An employee can work under a contract.
• The exact definition of what defines an employee is left to the customer since each country has different rules. You will want to make the determination based on your regulatory requirements.
• Each employee relationship must have a distinct EMPL_RCD.
Add Employment Instance
Workforce Admin > Job Information > Add Employment Instance
Organizational Relationships – Contingent Worker Type
• The relationship of a person who provides services to another entity under terms specified in a contract on a non-permanent basis. Contingent workers include independent contractors, temporary workers, and leased workers.
• The exact definition of what defines a contingent worker is left to the customer since each country has different rules. You will want to make the determination based on your regulatory requirements.
• Each Contingent Worker’s relationship must have a distinct EMPL_RCD.
• The difference between the Employee and Contingent Worker job record is that the Provider ID can be entered in the Employment data of the Contingent Worker.
Add Contingent Worker instance
Workforce Admin > Job Information > Add Contingent Worker Instance
Organizational Relationships – Person of Interest Type
• A person who does not have an employment or a contingent worker relationship but who is still of interest to the organization. HCM has the need to track information on non-workforce people in many areas such as Cobra Participants, Pension Payees, GP Dependents, External Students and Instructors, and so on.
• Some POI relationships have job data records that are identified with a distinct employee record.
• Others (the ones that do not need JOB information) are identified by the POI_TYPE
Additional Assignment
• The additional assignment relationship concept allows us to create a new assignment for a person when they already have an existing instance and we do not want to count this new assignment as a ‘hire’. These assignments must be tied to an existing active instance of the same type (employee or contingent worker) and they will be ended if that instance is terminated. They may also be ended prior to the instance being terminated.
• Benefits of additional assignment relationships are:
– The new assignment will not be counted as a ‘hire’ for regulatory reporting and date setting
– The new assignment will be automatically terminated when the controlling instance is terminated.
– You can allow the users who have access to the controlling instance to also have access to the additional assignment or vice versa with just a installation setting on security.
• The restriction of using the additional assignment relationships is:
– The additional assignment cannot remain active, or be reactivated if the controlling instance is in an inactive status.
Additional Assignment and Organizational Relationships
Organizational instances can be limited to one assignment (EMPL_RCD) or include multiple assignments, depending on your needs. For example, a person can have a single Employment Instance with a company, but as part of that employment instance, they have three separate assignments, each identified by different EMPL_RCD numbers. One of these EMPL_RCDs is identified as the controlling instance containing the overall dates. The others refer only to the particular assignment.
Additional Personal Information
Workforce admin > Personal Information > Driver License Data
Workforce admin > Personal Information > Prior Work Experience
Workforce admin > Personal Information > Citizenship
Person Health Related Information
Workforce Monitoring > Health and Safety > Record Medical Exam Results.
Base Benefits:
Adding a Health Plan to an Existing Employee:
Provider / Vendor Tables:
Navigation:
Main Menu ->Setup HRMS ->Product Related ->Base Benefits ->Plans and Providers ->Provider/ Vendor Tables ->Vendor ID
Benefit Plan Type:
Navigation:
Main Menu ->Setup HRMS ->Product Related ->Base Benefits ->Plans and Providers ->Provider/ Vendor Tables ->Benefit Plan Type
Health Plan Table:
Navigation:
Main Menu ->Setup HRMS ->Product Related ->Plan Attributes ->Health Plan Table
Health Coverage Codes:
Navigation:
Main Menu ->Setup HRMS ->Product Related ->Plan Attributes ->Health Coverage Codes
Rates and Rules:
Navigation:
Main Menu ->Setup HRMS ->Product Related ->Base Benefits ->Rates and Rules ->Benefit Rates.
Deduction Code:
Navigation:
Main Menu ->Setup HRMS ->Product Related ->Payroll Interface ->Deductions ->Deduction Tables.
Cloning the Benefit Program Utility:
Navigation:
Main Menu ->Setup HRMS ->Product Related ->Base Benefits ->Program Structure ->Benefit Program clone Utility.
->Select required Basic benefits and clone it.
Benefit Program Table:
Navigation:
Main Menu ->Setup HRMS ->Product Related ->Base Benefits ->Program Structure ->Benefit Program Table.
Adding the Benefit to the Employee:
Navigation:
Main Menu ->Workforce Administration ->Job Data ->Select the EMPLID ->Click on the Benefit program participation link ->Add the benefit program.
Step 1: Basic Setup HRMS
Create SETID
Navigation:
Main Menu ->PeopleTools ->Utilities ->Administration ->TablesetID's
Create Business Unit
Navigation:
Main Menu ->Setup HRMS ->Foundation Tables ->Organisation ->Business Unit
Setup Location:
Navigation:
Main Menu ->Setup HRMS ->Foundation Tables ->Organisation ->Location
Add a company
Navigation:
Main Menu ->Setup HRMS ->Foundation Tables ->Organisation ->Company
Create an Establishment ID
Navigation:
Main Menu ->Setup HRMS ->Foundation Tables ->Organisation ->Establishment
Create Departments
Navigation:
Main Menu ->Setup HRMS ->Foundation Tables ->Organisation ->Departments
Setting the Business Unit options default
Navigation:
Main Menu ->Setup HRMS ->Foundation Tables ->Organisation ->Business Unit options default (Enter the company and Country details)
Create a pay Group Table:
Navigation:
Main Menu ->Setup HRMS ->Product Related ->Pay Roll ->Pay Group Table
Create a Job Code
Navigation:
Main Menu ->Setup HRMS ->Foundation Tables ->Job Attributes ->Job Code Table
Setting Org Defaults permission lists
Navigation:
Main Menu ->Setup HRMS ->Foundation Tables ->Organisation ->Org Defaults by permission Lists (Enter the Organisation related
data here)
Tree Manager:
Navigation:
Main Menu ->Tree Manager->Tree Utilites ->Tree Manager
->Create a new tree with the name DEPT_SECURITY
->Select the structure ID as DEPARTMENT
->Select the category as HR
->Click on ADD LEVEL and add the following below levels
1.Corporate
2.Business
3.Region
4.Company
5.Department
6.Division
7.Group
8.Unit
->Select the root node
->save it.
Note: In Business Options Default enter the details.
Security:
Navigation:
Main Menu ->Security ->Core Row Level Security ->Security by Permission Lists
->Select HCDPALL.Add ur business uint it and select the 011 as Security acess type.
Security by Dept Tree:
Navigation:
Setup HRMS ->Security ->Core Row level Security ->Security by Dept Tree
->Select HCDPALL.Add your SETID and Department ID in it.
Running the Process:
Navigation:
Setup HRMS ->Security ->Core Row Level Security->Refresh SJT Class ALL / Refresh Trans SJT Tables / Refresh SJT OPR class
Run all the above process
Buzz the Application
Navigation:
Setup HRMS ->Install -> Installation Table
->Change the SETID and Campany Name.
->Restart the services.
Adding a Person:
Navigation:
Main Menu ->Workforce Administration -> Personal Information ->Add a Person.
Workforce Administration Module: This are the steps we need u maintain
Purpose of Workforce Administration
• PeopleSoft Enterprise Human Resources Workforce Administration provides the foundation for your human resource management system. The data entered into the Workforce Administration business process is available to all of the Human Resources business processes as well as the other applications in the PeopleSoft Enterprise HRMS suite.
Administer Workforce Process
The Administer Workforce business process includes five basic steps-
• Setting up the basic codes and formats needed for the business process
• Adding a person’s human resources record into the system
• Entering additional data into the record like prior work experience, company property, emergency contact, visa information, driver license information, bank accounts information etc
• Updating the record – changes to a person’s human resources record over time
• Viewing and reporting on worker data
SETUP HR DATA
The following slides describe the process.
1Setup data – Jobcode Table
A job code can have a number of positions. You use positions to track details on a particular job in a particular department or location. Positions usually have a one-to-one relationship with workers. Job codes have a one-to-many relationship with workers.
SetupHRMS > Foundation Tables > Job attributes > Jobcode table
2Setup data – National ID Type
Assign a national ID type to a country code and provide a default or a dummy national ID for a country to use when a person or applicant ID is unavailable.
Setup HRMS > Foundation Tables > Personal > National Id Type
3 Setup data – Location Table
Enter physical locations in your organization, such as corporate headquarters, branch offices, and remote sales offices.
Setup HRMS>Foundation Tables>Organization>Location
4 Other Setup data
• Company
– Use the Company component to enter information about a single company or multiple companies in the organization including the default pay group for the company. This value appears as the default on the Job Data pages for people in this company.
Set Up HRMS > Foundation Tables > Organization > Company
• Establishment
– Establishment component defines the distinct physical places of business (establishments) within the company including the address information and regulatory reporting information.
Set Up HRMS > Foundation Tables > Organization > Establishment
• Departments
– After defining company and location data for your enterprise, use the Departments component to define business entities in the organization.
Set Up HRMS > Foundation Tables > Organization > Departments
• Personnel Actions and Reasons
– Changes to worker data resulting from such activities as promotions, transfers, terminations, salary increases, and leaves of absence can be tracked using these actions.
Set Up HRMS > Product Related > Workforce Administration > Actions
• Visa and work Permits
– Define visas, permits, and associated supporting documents that governments require for noncitizens to work in the countries where your organization does business.
Set Up HRMS > Product Related > Workforce Administration > Visas/Permits
• Drivers License Type
– Enter the types of licenses that you are tracking.
Set Up HRMS > Product Related > Workforce Administration > Driver's License Type
Person Model
• The Person Model describes the information captured about a person and how the person is related to the organization. This model includes the core tables that are used by all products that are directly related to a person and their organizational relationships in the Enterprise HCM system.
• A person can have one or more of these relationships at any one time, including multiple occurrences of the same relationship.
• Each distinct relationship that includes a Job Data record is uniquely identified by an employee record number.
Note. The relationships of people of interest do not always include a Job Data record
CREATE PERSON RECORD
• The process is as follows………
Adding a Person
• When you bring a new person into your organization, create a record that includes this information:
– Personal data, such as name, address, personal relationships, and organizational relationships, such as employee or contingent worker.
– Job data, such as supervisor, department, job code, and compensation details.
• A Person is required to have at least one of the following records:
– PERSON - Contains the ID and a person’s static data (such as birth date and birthplace). Every person you enter will have one record in PERSON.
– NAMES - Contains a person’s name data. You can capture multiple types of names and maintain history for each name type. Each person must have at least one row for the primary name type. The system uses the primary name throughout the database. The other name types are for informational use and you can add additional name types.
– A record for at least one Organizational Relationship - Each person must have at least one organizational relationship defined. The type of relationship depends on whether assignment data is required or not.
• When you first create a person in the system you need to enter:
– An EMPLID.
– A primary name.
– The date that the person’s record is available in the system which will default to the current date.
– An indication of the organizational relationship you will be creating.
• Workforce Administration > Personal information > Biographical > Add a Person
Differences between Employee and Contingent worker
• Employee – A person who is hired to provide services to the organization and having legal relationship with the organization.
Identification: In Job data -- Action/Reason will be “HIRE”
• Contingent worker -- A person who is hired to provide services to the organization and does not have a legal relationship with the organization (A temporary or part-time worker, usually one working under contract for a fixed period or a specific project.)
Identification: In Job data -- Action/Reason will be “Add contingent worker”
Organizational Relationships
• The organizational relationship defines the relationship or relationships that a person has with the organization. These may be worker or non-worker relationships and a single person can have many different relationships at the same time or over a lifetime.
• You will always create a new instance for the person when
– A new PER_ORG is used (EMP, CWR) that the person has never had
– Any new POI with a job is needed. POIs are always created as separate instances.
– Anytime you want the new assignment to be treated as a new hire (with its own hire and service dates) and you don’t want to reactivate a terminated assignment.
Organizational Relationships – Employee Type
• The relationship of a person who is hired to provide services to a company on a regular basis in exchange for compensation and who does not provide these services as part of an independent business.
• An employee can work under a contract.
• The exact definition of what defines an employee is left to the customer since each country has different rules. You will want to make the determination based on your regulatory requirements.
• Each employee relationship must have a distinct EMPL_RCD.
Add Employment Instance
Workforce Admin > Job Information > Add Employment Instance
Organizational Relationships – Contingent Worker Type
• The relationship of a person who provides services to another entity under terms specified in a contract on a non-permanent basis. Contingent workers include independent contractors, temporary workers, and leased workers.
• The exact definition of what defines a contingent worker is left to the customer since each country has different rules. You will want to make the determination based on your regulatory requirements.
• Each Contingent Worker’s relationship must have a distinct EMPL_RCD.
• The difference between the Employee and Contingent Worker job record is that the Provider ID can be entered in the Employment data of the Contingent Worker.
Add Contingent Worker instance
Workforce Admin > Job Information > Add Contingent Worker Instance
Organizational Relationships – Person of Interest Type
• A person who does not have an employment or a contingent worker relationship but who is still of interest to the organization. HCM has the need to track information on non-workforce people in many areas such as Cobra Participants, Pension Payees, GP Dependents, External Students and Instructors, and so on.
• Some POI relationships have job data records that are identified with a distinct employee record.
• Others (the ones that do not need JOB information) are identified by the POI_TYPE
Additional Assignment
• The additional assignment relationship concept allows us to create a new assignment for a person when they already have an existing instance and we do not want to count this new assignment as a ‘hire’. These assignments must be tied to an existing active instance of the same type (employee or contingent worker) and they will be ended if that instance is terminated. They may also be ended prior to the instance being terminated.
• Benefits of additional assignment relationships are:
– The new assignment will not be counted as a ‘hire’ for regulatory reporting and date setting
– The new assignment will be automatically terminated when the controlling instance is terminated.
– You can allow the users who have access to the controlling instance to also have access to the additional assignment or vice versa with just a installation setting on security.
• The restriction of using the additional assignment relationships is:
– The additional assignment cannot remain active, or be reactivated if the controlling instance is in an inactive status.
Additional Assignment and Organizational Relationships
Organizational instances can be limited to one assignment (EMPL_RCD) or include multiple assignments, depending on your needs. For example, a person can have a single Employment Instance with a company, but as part of that employment instance, they have three separate assignments, each identified by different EMPL_RCD numbers. One of these EMPL_RCDs is identified as the controlling instance containing the overall dates. The others refer only to the particular assignment.
Additional Personal Information
Workforce admin > Personal Information > Driver License Data
Workforce admin > Personal Information > Prior Work Experience
Workforce admin > Personal Information > Citizenship
Person Health Related Information
Workforce Monitoring > Health and Safety > Record Medical Exam Results.
Adding the Benefits to the existing Employee:
Base Benefits:
Adding a Health Plan to an Existing Employee:
Provider / Vendor Tables:
Navigation:
Main Menu ->Setup HRMS ->Product Related ->Base Benefits ->Plans and Providers ->Provider/ Vendor Tables ->Vendor ID
Benefit Plan Type:
Navigation:
Main Menu ->Setup HRMS ->Product Related ->Base Benefits ->Plans and Providers ->Provider/ Vendor Tables ->Benefit Plan Type
Health Plan Table:
Navigation:
Main Menu ->Setup HRMS ->Product Related ->Plan Attributes ->Health Plan Table
Health Coverage Codes:
Navigation:
Main Menu ->Setup HRMS ->Product Related ->Plan Attributes ->Health Coverage Codes
Rates and Rules:
Navigation:
Main Menu ->Setup HRMS ->Product Related ->Base Benefits ->Rates and Rules ->Benefit Rates.
Deduction Code:
Navigation:
Main Menu ->Setup HRMS ->Product Related ->Payroll Interface ->Deductions ->Deduction Tables.
Cloning the Benefit Program Utility:
Navigation:
Main Menu ->Setup HRMS ->Product Related ->Base Benefits ->Program Structure ->Benefit Program clone Utility.
->Select required Basic benefits and clone it.
Benefit Program Table:
Navigation:
Main Menu ->Setup HRMS ->Product Related ->Base Benefits ->Program Structure ->Benefit Program Table.
Adding the Benefit to the Employee:
Navigation:
Main Menu ->Workforce Administration ->Job Data ->Select the EMPLID ->Click on the Benefit program participation link ->Add the benefit program.
PeopleSoft North America Payroll Process overview
PAYROLL PROCESS OVERVIEW:
- Set up the Balance ID tables (Once per year of Calendar) :
Every calendar year must define Balance IDs (for each month) for each
SetID, Balance ID and Calendar Year combination. This is accomplished
under the Define Payroll Process menu group. You Should use the Create
pushbutton on the first page after specifying the correct year. The
Default Balance ID for the Calendar Year is 'CY'.
- Setup Pay Calendar: For every Company/Paygroup
you must create a Pay Calendar for each pay period. Pay Calendars may be
set up manually or with the Pay Calendar creation process in Manage
Payroll Process menu by setting up the run control with Pay calendar
criteria. When you execute the Pay Calendar Creation program (PSPCLBLD),
Pay Calendars for the year specified are created based on the criteria
entered for each Paygroup.
- Set up Pay Run ID: To set up the Pay Run ID, you
must go to the Define Payroll Process menu, Setup -Pay Run Table page. It
is recommended that Pay Run IDs be set up as you go along, i.e. at the
time of each pay period processing. The payroll schedule may allow for
logic to be associated with the Pay Run ID.
- Associate the Pay Run ID to the
Pay Calendar(s) : After the Pay Calendars have been created and Pay Run
ID(s) set up, you must tie a Pay Run ID to each Pay calendars to be
processed. Multiple Pay calendars can be associated with a single Pay Run
ID. Tie the Pay Run ID to the Pay calendars using the Define Payroll
process menu, setup – Pay Calendar Table page for the period in update
mode. Enter the Pay Run ID in the Pay Run ID field on the page.
- Create Paysheets: The PSPPYBLD
Create Paysheet process is then executed. It builds raw Paysheets that
will not have any of the employee time(i.e. sick, vacation etc) info. A
PaySheet in contains base Payroll information. This includes Tax info,
distribution (G/L) info and Job info.
- Execute Preliminary Pay
Calculation: Once Paysheets are created, then the system is ready for the
execution of the first(prelim) pay calculation. the Primary purpose of the
prelim pay calc is to validate the Paysheets, and corresponding
Company/Paygroup/Employee data. Running a prelim pay calc will calculate
checks. If error messages occur, execute and review the output of the
PAY011.SQR, or view the messages on line and determine steps necessary for
correction. Be sure to review the error and resolve them.
- Execute the Pay Calculation:
After teh prelim pay calc, the pay calc is re-executed untill no errors are
produced.
- Run Reports to Pre-Balance the
payroll:
PAY002 – Payroll Register report
PAY018 – Payroll Summary report
PAY007 – Deductions Not Taken report
PAY008 – Deductions taken from Arrears report
PAY010 – Employees not processed report
TAX001 – Tax Deposit Summary report
PAY018 – Payroll Summary report
PAY007 – Deductions Not Taken report
PAY008 – Deductions taken from Arrears report
PAY010 – Employees not processed report
TAX001 – Tax Deposit Summary report
These reports will provide you with
the necessary data to balance your unconfirmed payroll. the formula for
balancing a Payroll is {Total Gross Pay (off PAY002) - Before TAx
Deductions (off PAY018) - Earnings in Gross that are not Taxble(Off PAY018) +
Taxable Benefits NOT in Gross (off PAY018) + Taxable Earnings NOT in
Gross (off PAY018) = Federal taxable Wages (off TAX001)}
Check that the taxes withheld are
correct by taking the taxable grosses listed on PAY018 times the respective
rates. You should also ensure that the gross-to-net foots on page one of PAY018
- Run the Final Payroll
Calculation: Then run the Pay calc in final mode is a must before confirming
the Payroll. If you have not changed any data, then this step should be
run with only calculate where needed switch set to on.
- Run the Payroll Confirmation:
Confirmation updates all year-to-date balances, sets out a confirmed check
with an assigned check number and let’s you run the SQRs that create the
check print file, the direct deposit transfer file, final reports, etc. If
you ever do an unconfirm, be sure to do a recalculate all pay calculation
before re-confirming.
- Run the Leave accrual process: This
process should be run before check print program, if the accrual info is
required on the employee’s check/deposit memo.
- Create the Check/Deposit Print
Extract files: Run PAY003.SQR to print Checks and DDP003.SQR to print
advises for each Pay Run ID.
- Create the Direct Deposit
Magnetic Media File(s): Execute the delivered SQR (DDP001.SQR) to create
the standard ACH file for the clearing bank.
- Execute and Print the various
payroll reports as required by clients:
- Create and distribute the
Interface files: The last step is to interface the payroll dollars to the
various entities (internal or external) in form of files and paper
reports. This includes G/L Interface, AP Interface, HMO interfaces, Credit
Union etc.
----------- ----------- -----------
----------- ----------- -----------
Following are the four Key Status
Fields that determine the overall status of a paycheck:
- PAY_LINE_STATUS of
PS_PAY_EARNINGS
- PAYCHECK_STATUS of PS_PAY_CHECK
- CONFIRMED of PS_PAY_LINE
- CONFIRMED of PS_PAY_PAGE
The programs to determine what has
been processed so far and what still needs to be processed use these fields.
This is what enables the processes to be run again and to continue where they
leave off if an error occurs.
===============================================================
Payroll Definitions
Additional Pay – Earnings that an employee will be paid on a
regular basis in addition to regular pay and does not add to base pay for
overtime calculation. Examples are housing allowance, legislative monthly allowance,
fringe benefits, recovery of wage overpayment, uniform allowance, etc. Do not
confuse additional pay with a one-time payment, such as overtime or suggestion
awards which Central Payroll will enter directly on the paysheet. This also is
not earnings that were not processed during the regular payroll run.
Effective Date - A method of dating information in PeopleSoft
Enterprise applications. Information can be predated to add historical data to
the system, or postdate information in order to enter it before it actually
goes into effect. By using effective dates, values are not deleted: new values
are entered with a current effective date.
EmplID – System Generated Employee Identification Number.
Employee Self Service - Self-service transactions are
extensions of the core Edison system. It enables employees to update their
personal information or to perform some basic task required by their job.
Final Pay Calculation - Final calculation performs the same
calculations as preliminary calculations. Final calculation produces the final
results of the payroll. It sets the Locked for Confirm indicator to prevent
automatic updates to the paysheet when certain employee pay data is changed.
Garnishments - PeopleSoft can process several types of
garnishments:
Child, spousal, or dependent support - Court-ordered
deductions for support of another person, whether it is a child, ex-spouse, or
dependent.
Tax Levies – Federal- or state-mandated deductions for
delinquent tax payments.
Creditor garnishments - Deductions derived from an employee
not paying an obligation to a creditor.
Administrative wage garnishments - Federal-mandated deductions
for delinquent non-tax debts owed to the U.S. government.
Student Loan - Deductions for delinquent loans for education
granted under the Federal Family Education Program.
Bankruptcy order - Deductions for employee declared
bankruptcy, which are paid to a trustee of the federal court handling the
payments to the employee's creditors.
Wage assignment - Voluntary employee deduction based on an
agreement to directly transfer part of their wages to another party.
General Deductions - Deductions that do not offer benefits
such as charity fund, savings bonds, TSEA Dues, etc. With Edison, several
benefits have moved to general deductions. Those deductions include Long Term
Care, Universal Life, Term Life, 457-American General, and 403b. The 457
American General and 403b are closed plans. Long Term Care, Universal and Term
Life are moving to general deductions because of premium factors and age graded
tables to name a few.
National ID – Social Security Number
On-Cycle – On-cycle processing refers to executing regularly
scheduled Payroll processing events. In PeopleSoft, these are recurring runs
for which period, calendar, and calendar groups have been predefined. Every
effort should be made to process all employees on the on-cycle. The on-cycle
payroll closes processing for the current pay period.
For
example, a paygroup with a monthly frequency has twelve regularly scheduled
on-cycle payrolls each year and a paygroup with a semi-monthly frequency has 24
regularly scheduled on-cycle payrolls each year.
Off-Cycle
– Off-cycle payroll processing
refers to processing payments and making corrections to finalized results
outside of the normal payroll schedule. Off-cycle transactions are typically
made to correct prior payments or to make early termination payments that
cannot wait until the next scheduled on-cycle payroll. Off-cycle processing
opens up payroll processing for the next pay period.
Pay Confirmation - Pay confirmation is the final step in
processing payroll. Running the Pay Confirmation process indicates that the
results of the payroll process have been reviewed and approved for this pay
run. It also indicates that checks and direct deposit are ready for creation.
After
a payroll has been confirmed, checks, direct deposits and any other payroll
reports can be generated. Employees may View Paycheck through Self Service
after the pay confirmation process.
Pay Cycle - The set of rules that define the criteria by a
payroll processing cycle is built.
Paysheets - Paysheets are similar to a worksheet in
Excel; they are similar to a ledger for time reporting. Paysheets have on
average 7 employees per sheet.
Administrative wage garnishments - Federal-mandated deductions
for delinquent non-tax debts owed to the U.S. government.
Student Loan - Deductions for delinquent loans for education
granted under the Federal Family Education Program.
Bankruptcy order - Deductions for employee declared
bankruptcy, which are paid to a trustee of the federal court handling the
payments to the employee's creditors.
Wage assignment - Voluntary employee deduction based on an
agreement to directly transfer part of their wages to another party.
General Deductions - Deductions that do not offer benefits
such as charity fund, savings bonds, TSEA Dues, etc. With Edison, several
benefits have moved to general deductions. Those deductions include Long Term
Care, Universal Life, Term Life, 457-American General, and 403b. The 457
American General and 403b are closed plans. Long Term Care, Universal and Term
Life are moving to general deductions because of premium factors and age graded
tables to name a few.
National ID – Social Security Number
On-Cycle – On-cycle processing refers to executing regularly
scheduled Payroll processing events. In PeopleSoft, these are recurring runs
for which period, calendar, and calendar groups have been predefined. Every
effort should be made to process all employees on the on-cycle. The on-cycle
payroll closes processing for the current pay period.
For
example, a paygroup with a monthly frequency has twelve regularly scheduled
on-cycle payrolls each year and a paygroup with a semi-monthly frequency has 24
regularly scheduled on-cycle payrolls each year.
Off-Cycle
– Off-cycle payroll processing
refers to processing payments and making corrections to finalized results
outside of the normal payroll schedule. Off-cycle transactions are typically
made to correct prior payments or to make early termination payments that
cannot wait until the next scheduled on-cycle payroll. Off-cycle processing opens
up payroll processing for the next pay period.
Pay Confirmation - Pay confirmation is the final step in
processing payroll. Running the Pay Confirmation process indicates that the
results of the payroll process have been reviewed and approved for this pay
run. It also indicates that checks and direct deposit are ready for creation.
After
a payroll has been confirmed, checks, direct deposits and any other payroll
reports can be generated. Employees may View Paycheck through Self Service after
the pay confirmation process.
Pay Cycle - The set of rules that define the criteria by a
payroll processing cycle is built.
Paysheets - Paysheets are similar to a worksheet in
Excel; they are similar to a ledger for time reporting. Paysheets have on
average 7 employees per sheet.
Payline - Paylines are individual employees on a
paysheet. Paylines are similar to rows in a spreadsheet.
Preliminary Pay Calculation - Preliminary calculation is your
first round of calculations and may be run several times during a payroll
processing cycle. Preliminary calculations provide gross to net results. While
processing preliminary calculations, changes can still be made and issues
resolved.
Reverse Paychecks - A reversal is appropriate when a check or
payment has been produced and it is subsequently realized that the check or
payment should not have been processed at all, or produced with incorrect
information, and the check has not been cashed or deposited.
Examples:
An employee is terminated at the end of the last pay period and receives
what should be the final paycheck. However, the Human Resources department
fails to enter the termination into the system. So, when paysheets are created
and processed for the next pay period, the system produces a paycheck for the
employee. The employee's supervisor reports the termination to the Payroll
department and that no check should have been produced. The Payroll department
runs a reversal on the incorrectly issued check backing it out of the system.
An employee was not paid at the right rate.
An employee was taxed in the wrong state.
Retro Pay – PeopleSoft Payroll automatically generates retro
pay requests when the HR department makes pay-related changes to Job Data. The
system also automatically generates retro pay requests when Central Payroll
creates Additional Pay records with an effective date earlier than, or equal to
the pay end date of the last check paid to the employee.
Updates to the specific Job Data
fields create retro pay requests when the effective date of the change is
earlier than, or equal to, the pay end date of the last check paid to the
employee. These fields are Compensation Rate, Employee Status, Shift,
Compensation Frequency, Standard Hours, Shift Rate, Shift Factor, Effective
Date, Effective Sequence, FLSA status
Run Control ID - A unique ID to associate each user with his
or her own Run Control Table entries.
Human
Resources:
Payroll retrieves an employee’s national ID number, address, and job
compensation.
Payroll retrieves funding source information for earnings and fringe costs from
Commitment Accounting.
Sets up a trigger for retroactive processing when there is a change in an
employee’s job compensation.
Benefits
Administration:
Sets up a trigger for retroactive processing when there is a change in an
employee’s benefits enrollment.
Payroll retrieves the benefit plans for which an employee is eligible from
Benefits Administration.
Self-Service:
Payroll transmits employee pay data for PeopleSoft ePay for online access by
employees.
Payroll retrieves online employee changes to direct deposit information, W-2
reissue requests, and federal W-4 tax information.
Time
and Labor:
Payroll loads time and labor data, such as payable time, to paysheets for
processing.
Payroll sends labor distribution information (time and labor costs) to Time and
Labor.
General
Ledger:
Payroll transmits the expenses and liabilities that are incurred from a pay
cycle to the General Ledger application.
Set Up and Maintain Employee Pay Data
Employee pay data includes personal data, job data, benefits data, and federal,
state/provincial, and local tax information, general and benefit deductions,
additional pay, garnishments, savings bonds, and direct deposits.
Process the Payroll
The basic steps of payroll
processing are: create paysheets, pay calculation, pay confirmation, and
generate checks and direct deposits.
Set Up and Maintenance of Core Payroll Tables
Core payroll tables are required to
implement the PeopleSoft Payroll application, including organization tables,
compensation and earnings tables, deduction tables, pay calendar tables,
garnishment tables, vendor tables, general ledger interface, tax tables,
retroactive processing, and tip allocation. PeopleSoft updates tax tables
annually.
Tables (PeopleTools.HRMS,Benfits,,Payroll)
* PSPROJECTDEFN — Project header table
* PSPROJECTITEM — Definitions in the project
Fields
* PSDBFIELD — Fields in the system
* PSXLATITEM — Translate Values
Records
* PSRECDEFN — Record header table
* PSRECFIELD — Fields in the record (subrecords not expanded)
* PSRECFIELDALL — Fields in the record (subrecords expanded)
* PSKEYDEFN — Indexes
* PSTBLSPCCAT — Tablespaces
* PSRECTBLSPC — Records’ tablespace assignments
Pages
(Note: Pages still have the name panels in the PeopleTools table names)
* PSPNLDEFN — Page header table
* PSPNLFIELD — Page controls (field types/FIELDTYPE)
* PSPNLHTMLAREA — Static HTML Areas on Pages
Components
(Note: Components still have the name panel group in the PeopleTools table names)
* PSPNLGRPDEFN — Component header table
* PSPNLGROUP — Pages in the components
Component Interface
* PSBCDEFN — header record; one row for each component interface
* PSBCITEM — one row for each property
Menus
* PSMENUDEFN — Menu header table
* PSMENUITEM — Items (components) on the menu
Security
* PSCLASSDEFN — Permission List header table
* PSAUTHITEM — Menu items granted security by permission lists
* PSROLEDEFN — Role header table
* PSROLECLASS — Permission Lists in roles
* PSOPRDEFN — User ID header table
* PSROLEUSER — Roles granted to users
Process Scheduler
* PS_PRCSDEFN — Process Definition Header
* PS_PRCSDEFNGRP — Process Group
* PS_PRCSDEFNPNL — Component
* PS_PRCSJOBDEFN — Job Header
* PSPRCSRQST — Process Request Instances
* PS_PRCSJOBITEM — Job Processes
Portal
* PSPRSMDEFN — Content References and Folders
* PSPRUHTABPGLT — Portal User HP Tab Pagelet
Change Control
* PSCHGCTLHIST — shows history of locked definitions with project name, incident, and description
* PSCHGCTLLOCK — shows definitions that are currently locked
Application Engine
* PSAEAPPLDEFN — header record; 1 row per app engine
* PSAEAPPLSTATE — state records assigned to app engines
* PSAEAPPLTEMPTBL — temp tables assigned to app engines
* PSAESECTDEFN — sections
* PSAESTEPDEFN — steps
* PSAESTEPMSGDEFN
* PSAESTMTDEFN — actions (action types)
List Log Messages
HTML Definitions
* PSCONTDEFN — header record; last update time, etc.
* PSCONTENT — stores actual text in the HTML definition
SQL Definitions
* PSSQLDEFN — header record; last update time, etc.
* PSSQLTEXTDEFN — stores actual text in the SQL definition
File Layout Definitions
* PSFLDDEFN — header record; last update time, etc.
* PSFLDSEGDEFN — stores the segments for each layout
* PSFLDFIELDDEFN — stores the fields for each layout
Workflow
* APPR_RULE_DETL - Approval Rule Defn Details
* APPR_RULE_FIELD - Approval Rule Defn Route Cntl
* APPR_RULE_AMT - Approval Rule Amounts
* RTE_CNTL_LN - Route Control Profile Line
* RTE_CNTL_RUSER - RoleUser Route Cntl Profiles
* RTE_CNTL_TYPE - Route Control Type
* RTE_CNTL_HDR - Routing Control Type
PEOPLESOFT EMPLOYEE TABLES
PS_EMPLOYEES
PS_EMPLOYEES_LNG
PS_EMPLOYMENT
PS_EMPLOYMENT_LNG
PS_EMPLOYMENT_LNG1
PS_EMPLOYMENT_LNG2
PS_EMPLOYMENT_LNG3
PS_HS_EMPLOYMENT
PS_HS_EMPL_REL_CAN
PS_HS_EMPL_REL_LNG
PS_HS_EMPL_SUB_CAN
PS_HS_EMPL_SUB_LNG
PS_INJ_CLMADDR_CAN
PS_JOB
PS_PERSONAL_DATA
PS_PERSONL_DTA_LNG
PS_PERS_DATA_AET
PS_PERS_DATA_EFFDT
PS_PERS_DTAEFF_LNG
PS_PERS_NID
PS_JOB_EARNS_DIST
PS_JOB_APPROVALS
PS_BEN_PROG_PARTIC
PeopleSoft Base Benefits Tables
PS_BAS_PARTIC
PS_BAS_PARTIC_COST
PS_BAS_PARTIC_DPND
PS_BAS_PARTIC_INVT
PS_BAS_PARTIC_OPTN
PS_BAS_PARTIC_PLAN
PS_BENEF_COMMENT
PS_BEN_PROG_PARTIC
PS_DEPENDENT_BENEF
PS_DISABILITY_BEN
PS_FSA_BENEFIT
PS_FSA_PAYMENT
PS_HEALTH_BENEFIT
PS_HEALTH_DEPENDNT
PS_LEAVE_ACCRUAL
PS_LEAVE_PLAN
PS_LIFE_ADD_BEN
PS_LIFE_ADD_BENEFC
PS_PENSION_BENEFC
PS_PENSION_PLAN
PS_RTRMNT_PLAN
PS_SAVINGS_BENEFIC
PS_SAVINGS_INVEST
PS_SAVINGS_PLAN
PS_VACATION_BEN
People Payroll Tables
PS_STATE_TAX_DATA
PS_GENL_DEDUCTION
PS_BAL_ADJ_UI_CAN
PS_CAN_CHECK_YTDPS_CAN_DED_BALANCE
PS_CAN_ERN_BALANCE
PS_CAN_TAX_BALANCE
PS_CAN_TAX_DATA
PS_CHECK_YTDPS_DEDUCTION_BAL
PS_EARNINGS_BAL
PS_FED_TAX_DATA
PS_TAX_BALANCE
PS_LOCAL_TAX_DATAPS_BAL_ADJ_ARR
PS_BAL_ADJ_CHK
PS_BAL_ADJ_CN_CHK
PS_BAL_ADJ_CN_DED
PS_BAL_ADJ_CN_ERN PS_BAL_ADJ_CN_TAX
PS_BAL_ADJ_DED
PS_BAL_ADJ_ERN
PS_BAL_ADJ_GRN
PS_BAL_ADJ_TAXPS_DED_ARREARS
PS_GARN_RULE
PS_GARN_SCHED
PS_GARN_SPEC
PS_GENL_DED_CD
Complete PeopleSoft Tables
PS_EMPLOYEES
PS_EMPLOYEES_LNG
PS_EMPLOYMENT
PS_EMPLOYMENT_LNG
PS_EMPLOYMENT_LNG1
PS_EMPLOYMENT_LNG2
PS_EMPLOYMENT_LNG3
PS_HS_EMPLOYMENT
PS_HS_EMPL_REL_CAN
PS_HS_EMPL_REL_LNG
PS_HS_EMPL_SUB_CAN
PS_HS_EMPL_SUB_LNG
PS_INJ_CLMADDR_CAN
PS_JOB, PS_PERSONAL_DATA
PS_PERSONL_DTA_LNG
PS_PERS_DATA_AET
PS_PERS_DATA_EFFDT
PS_PERS_DTAEFF_LNG
PS_PERS_NID
PS_JOB_EARNS_DIST
PS_JOB_APPROVALS
PS_STATE_TAX_DATA
PS_GENL_DEDUCTION
PS_BAL_ADJ_UI_CAN
PS_CAN_CHECK_YTD
PS_CAN_DED_BALANCE
PS_CAN_ERN_BALANCE
PS_CAN_TAX_BALANCE
PS_CAN_TAX_DATA
PS_CHECK_YTD
PS_DEDUCTION_BAL
PS_EARNINGS_BAL
PS_FED_TAX_DATA
PS_TAX_BALANCE
PS_LOCAL_TAX_DATA
PS_BAL_ADJ_ARR
PS_BAL_ADJ_CHK
PS_BAL_ADJ_CN_CHK
PS_BAL_ADJ_CN_DED
PS_BAL_ADJ_CN_ERN
PS_BAL_ADJ_CN_TAX
PS_BAL_ADJ_DED
PS_BAL_ADJ_ERN
PS_BAL_ADJ_GRN
PS_BAL_ADJ_TAX
PS_DED_ARREARS
PS_GARN_RULE
PS_GARN_SCHED
PS_GARN_SPEC
PS_GENL_DED_CD
PS_BAS_PARTIC
PS_BAS_PARTIC_COST
PS_BAS_PARTIC_DPND
PS_BAS_PARTIC_INVT
PS_BAS_PARTIC_OPTN
PS_BAS_PARTIC_PLAN
PS_BENEF_COMMENT
PS_BEN_PROG_PARTIC
PS_DEPENDENT_BENEF
PS_DISABILITY_BEN
PS_FSA_BENEFIT
PS_FSA_PAYMENT
PS_HEALTH_BENEFIT
PS_HEALTH_DEPENDNT
PS_LEAVE_ACCRUAL
PS_LEAVE_PLAN
PS_LIFE_ADD_BEN
PS_LIFE_ADD_BENEFC
PS_PENSION_BENEFC
PS_PENSION_PLAN
PS_RTRMNT_PLAN
PS_SAVINGS_BENEFIC
PS_SAVINGS_INVEST
PS_SAVINGS_PLAN
PS_VACATION_BEN
