Government of the District of Columbia. Manage Payroll Post Confirm Processing General. Standard Operating Procedures (SOP)

Transcription

1 Government of the District of Columbia Manage Payroll Post Confirm Processing General Standard Operating Procedures (SOP)

2 Table of Contents 1.0 Overview Purpose Key Terms Roles Involved in this Process Manage Payroll Calculation Business Process a Manage Post Confirm Business Process Process Payroll Timekeeping Logging in to Process Payroll Presheet Audit Run Presheet Audit Review and Fix any Errors Paysheet Creation Process Run Paysheet Creation Run Payroll Error Messages Review and Fix any Errors Time and Labor (TL) Process to Load Approved Transactions to Paylines Run TL to Load Approved Transactions to Paylines Run Payroll Error Messages Review and Fix any Errors Pre Calculation Audit Run Pre Calculation Process Review and Fix any Errors Calculate Payroll Run Payroll Calculations Run Payroll Error Messages Review and Fix any Errors Payroll Confirmation Pre Confirmation Audit Review and Fix any Errors Run Payroll Confirmation Process Run Payroll Error Messages Process Post Confirm Run Payroll Batch Jobs Pre-Confirm Actuals Distribution Audit Payroll SOAR Jobs Certify Payroll Validate Other Earnings Validate Payroll Register Validate Labor Distribution Validate Direct Deposit/ACH Validate Positive Pay Validate Payroll Check Register Validate Deductions Register Page 2 of 68

3 3.5 eai Releases Interface Files Treasury s Role Process PeopleSoft s...56 APPENDIX A: PEOPLESOFT REPORTS...62 APPENDIX B: MANAGE PEOPLESOFT PAYROLL BUSINESS PROCESS...65 APPENDIX C: MANAGE PEOPLESOFT PAYROLL POST CONFIRM BUSINESS PROCESS...67 Page 3 of 68

4 1.0 Overview In the fall of 2007, the District of Columbia began processing Payroll using PeopleSoft Payroll v8.8. The new Payroll system was built and designed to meet the requirements of the Districts Payroll needs. The PeopleSoft Payroll system is setup as a rules-based payroll management system. It will assist in controlling workforce costs and ensure that the entire workforce is being paid on time and in accordance with the appropriate compensation rules. The payroll and human resource systems will be fully integrated to seamlessly manage District HR and Payroll operations. This document outlines processes essential to producing Payroll for District of Columbia employees. These processes include, creating and running various audit, error, calculation and payroll confirmation reports. This document also outlines the processes required to Post Confirm Payroll. 1.1 Purpose The purpose of this document is to provide instruction, documentation, rules-regulations, and business processes governing PeopleSoft Payroll/Post Confirm practices for District of Columbia employees. 1.2 Key Terms Listed below are key terms for Processing and Confirming PeopleSoft Payroll. Term Create Paysheets Final Pay Calculation Interface Page Pay Confirmation Payroll Error Messages Pre Calculation Audit Presheet Audit Run Control ID Definition Paysheets are a repository for the data required to calculate employee pay. The final pay calculation is executed when the preliminary pay calculation results are deemed satisfactory. This step prepares the payroll for confirmation. The connection and interaction between hardware, software and the user. Users "talk to" the software. The software "talks to" the hardware and other software. Hardware "talks to" other hardware. All this is interfacing. Data is displayed on a Page. The Pay Confirmation process finalizes the payroll for creation of paychecks, pay advice documents, supporting registers and update balances. Between most steps in Calculating Pay, the Payroll Supervisor will review error messages provided by the Payroll Error Messages. This report identifies records or data values that could lead to pay calculation problems. This report is designed to identify setup problems that could cause problems in the Paysheet creation process. Run Control IDs are used in PeopleSoft each time you submit a report or any other batch process. All the criteria used to specify a process are saved so that they can be remembered for future submissions. Each time you use a PeopleSoft batch process, you will have the opportunity to recall a previously used Run Control ID, or create a new one. Page 4 of 68

5 Term SOAR Definition System of Accounting and s. 1.3 Roles Involved in the Payroll\Post Confirm Process OPRS Payroll Supervisor The OPRS Payroll Supervisor is responsible for administering (outside and inside of the PeopleSoft system) the following central Payroll activities: - Running Time Administration. - Verifying with Agencies that all Approvals of Time have been performed. - Running Presheet Audit. - Cleaning up errors on the Presheet Audit and distributing to HR and Benefits areas if necessary. - Creating Paysheets. - Cleaning up any errors produced by the Paysheet process (error messages). - Loading Time and Labor information. - Cleaning up any errors produced by the Time Load process (error messages). - Running Precalc Audit. - Cleaning up any errors produced by the Precalc Audit report (error messages). - Calculating Pay. - Cleaning up any errors produced by Pay Calculation process (error messages). - Running PreConfirm Audit. - Cleaning up any errors produced by the PreConfirm. - Running Final Pay Confirm. - Notifying OCTO Production Support to kick off Post Confirm batches. - Printing s (Payroll Register, Payroll Summary and Check Register). In PeopleSoft the Payroll Supervisor has access to the following s: See Appendix A. OPRS Control Unit Specialist The OPRS Control Unit Specialist is responsible for administering (outside and inside of the PeopleSoft system) the following Post Confirmation activities: - Balancing Payroll, using the following reports: Payroll Summary DC Appropriation Distribution register Tax Summary ACH File Payroll Register Check Register 3rd Party Checks Direct Deposit and Labor Distribution. - Certifying Payroll by verifying 3 rd Party report totals with that of interface files to be sent. Page 5 of 68

6 - Checking off boxes on Interface status page. - Releasing data files: ACH Positive Pay Check Cancellation AP Interface GL Interface and data interfaces for vendors). - Faxing transmittal sheet to Wachovia (Alerting that ACH Direct Deposit file is coming). - Faxing and ing DC Treasury with the funding request for the Direct Deposit and Positive Pay file totals. - Going into SOAR to verify the Tax Interface and the Accounts Payable Interface. - Correct bank ID and mail codes in SOAR to AP vendors to ensure correct payment method. - Faxing memo to Treasury (print SOAR screen) authorizing payments of Federal Taxes. - ing Production support saying that all data files have been released. - Submitting check print job to Treasury for disbursing. - Executing in SOAR, 250 Code. - ing Treasury to inform them that batches have been verified, the 250 has been processed and that the 260 Approval Code can be applied. - Giving to Treasury the amount to fund payments for what has been approved. - Print labels. - Verifying with OFT Disbursement that all 3rd Party checks, and mailing labels are printed correctly. - Verifying with Treasury Vendor Center that ACH Payments are processed. District Departments-Agencies The District Agencies below are responsible for administering the following Pre and Post Confirmation activities: Office of the Chief Technology Officer (OCTO) Enterprise Application Integration (eai): Releasing data files after Payroll is certified. Post Production Support (ASMP): Initiating the Payroll batch processes. Office of the Chief Financial Officer (OCFO) Office of Financial Operations and Systems (OFOS) Office of Pay and Retirement Services (OPRS): Running Pre and Post Payroll. Office of Finance and Treasury (OFT) Vendor Center Disbursement: Check printing Page 6 of 68

7 Third Parties Third Parties Involved in the Post Confirmation Process: Wachovia SOAR 1.4 Manage Payroll Calculation Business Process The business process for Managing Payroll Calculation is as follows: 1. Payroll Supervisor runs Presheet Audit 2. Payroll Supervisor runs Paysheet Creation 3. Payroll Supervisor Loads Time and Labor 4. Payroll Supervisor runs PreCalculation 5. Payroll Supervisor calculates Pay 6. Payroll Supervisor runs PreConfirm Audit 7. Payroll Supervisor runs Pay Confirm 8. Payroll Supervisor sends to Post Production to kickoff Batch Confirm Process. 1.4a Manage Post Confirm Business Process The business process for Managing Post Confirm is as follows: 1. Production support notifies OPRS that batches have been kicked off and reports are available. 2. Balance Payroll. 3. Certify Payroll. 4. Verify interfaces and check off boxes on Interface status page. 5. Release Data files (ACH, Positive Pay, Check Cancellation, AP Interface, GL Interface and data interfaces for vendors). 6. Fax Transmittal sheet to Wachovia. 7. Files are released to 3 rd Party vendors (Unions, Garnishments, PAC, Legal Assistance etc ) 8. Fax and DC Treasury with funding request for Direct Deposit and Positive Pay files. 9. Verify Tax and Accounts Payable Interface. Page 7 of 68

8 10. Correct, Bank ID and Mail Codes in SOAR to AP vendors to ensure correct payment method. 11. Fax memo to Treasury (print SOAR screen) authorizing payments of Federal Taxes. 12. Treasury Funds Account 133 for ACH net amount and Positive Pay net payment. 13. Funding information is loaded into OFT Banking system, moving funds from DC Government Custodial Account into the requested PeopleSoft Payroll Account. 14. Treasury verifies bank statement. 15. Submit check print job to Treasury for disbursing. 16. Checks print. 17. Mail checks and earning statements. 18. Execute 250 Code is SOAR Treasury indicating batches have been verified, 250 has been processed and 260 Approval code can be applied. 20. Treasury releases batches. 21. Print labels from SOAR. 22. Verify that all 3 rd party checks and mailing labels have been printed 23. Verify that vendor Center and ACH payments have been processed. 24. Treasury mails 3 rd party checks. 2.0 Process Payroll Specifically, the Payroll process calculates gross pay, deductions, and net pay. It processes employee, and employer contributions for each employee on an effective pay period basis. It also computes gross pay as the sum of each rate of pay times the number of units related to it, minus retirement annuity offsets, if applicable, plus all appropriate allowances and/or other gross pay components. The process classifies and totals deductions, subtracts total deductions from gross pay, and applies formulas or utilizes tables to determine employer contributions required for certain payroll taxes and benefits. Page 8 of 68

9 2.1 Timekeeping To process Payroll for District employees, the Payroll Supervisor must ensure that certain requirements have been met regarding District employee Time or hours worked. Most District employees are scheduled to be paid on one of two cycles: 1. Biweekly cycle 1 (Pay Group 1) Pay dates for Pay Group 1 occur every other Tuesday 2. Biweekly cycle 2 (Pay Group 2) Pay dates for Pay Group 2 occur every other Friday 3. Pay Group 6 is the semi monthly pay cycle that only applies to University of the District of Columbia (UDC). For more information on UDC, see the SOP for UDC TL. Cutoff dates for each pay period are established by OPRS and are published on a regular basis. For employees to be paid on time, Timekeeping employees must adhere to the cutoff date schedule. Once employee Time has been entered, the Reviewer reviews for errors. If there are no errors the Reviewer signs and forwards the Approver Summary to the Approver. The Approver then approves all agency Time. After that the Payroll Supervisor runs the following reports: 1. No Time and Attendance 2. No Payable Time and the 3. Time Edit These s are faxed to an Agency Contact. The Agency Contact verifies the information in the s and fixes any errors as necessary. The Payroll Supervisor also verifies with the Agency Contact that all approvals of Time have been completed. Once the Payroll Supervisor has received corrected employee Time, Time Administration is run. After Time Administration has been run and approvals of have been performed the calculation of pay and earnings begins. The Payroll Supervisor starts the process by initiating a Presheet Audit. 2.2 Logging in to Process Payroll The Payroll Supervisor begins Processing Pay by logging into PeopleSoft with their User ID and Password. TO BEGIN: 1. Go to the Internet and type in asmp.in.dc.gov. 2. The ASMP Home Page displays. Page 9 of 68

10 PeopleSoft Login 3. Click on the hyper link PEOPLESOFT Login. 4. The PeopleSoft Login Screen displays. User ID Password 5. Type in your User ID and Password. 6. If you have forgotten your Password Left Click on the Forgot your Password link under the area marked User ID and Password. NOTE: After 3 attempts PeopleSoft will log out. At that point you will have to contact the Help Desk. It is best, after your 2 nd try to Left Click on the Forgot your Password link. Page 10 of 68

11 7. The Forgot My Password page displays. 8. Type in your User ID and continue until you have completed logging in. The PeopleSoft Home page displays. 9. Navigate to the Presheet Audit page below. 2.3 Presheet Audit The Presheet Audit displays the correct employee record number associated with an error message report. Errors listed will show earnings codes not listed with an earnings program; general deduction codes not listed in a general deduction table and employees missing tax setup. The report checks payroll processing tables and employee level data integrity. The report also lists items that need to be corrected prior to Paysheet creation. Page 11 of 68

12 2.3.1 Run Presheet Audit To Run the Presheet Audit use the following navigational path: North American Payroll Payroll Processing USF Create Paysheets - Presheet Audit The Presheet Audit page displays. Run Control ID Box Search 1. If you have an existing Run Control ID, enter it into the Run Control ID box. 2. Click Search. The Run Control page displays (Proceed to Step 6). 3. If you do not have a Run Control ID, Click Add a New Value to create one. Add a New Value Run Control ID Box Page 12 of 68

13 The Add a New Value tab displays. Run Control ID Box Add 4. Enter a new Run Control ID in the Run Control ID box. NOTE: A Run Control ID stores the settings that you select when you run a report. The next time that you run the report, if you choose the same Run Control ID; the system will fill in the settings. A Run Control ID can be up to 30 characters long. 5. Click Add. The Run Control page displays. Request Parameter(s) Run Run ID? Full report? 6. Select from Request Parameter(s) which Parameter you need to Run the report. Select either a) Full report or b) Run ID. Descriptions of each are provided below: a) Full report? Select this option to run the report for everyone in the database. For example, if the user wants to run a report for Pay Group 1, Pay Group 2 and Pay Group 6 they would click on Full report. Page 13 of 68

14 b) Run ID? To run the report for a particular Pay Run ID, click Run ID, then select or enter the Pay Run ID. NOTE: If you have run this report before and you have selected a previous Run Control ID the parameters will already be selected. 7. Click Run. Refer to Section 4.0, Step 7 (Running PeopleSoft s) for remaining steps Review and Fix any Errors Once the Presheet Audit report runs the Payroll Supervisor reviews and makes any necessary changes. At times it may be necessary for the Payroll Supervisor to discuss with the DC Human Resources (DCHR) and the Benefits Office any errors that might need correction. 2.4 Paysheet Creation Process Before any payroll calculations can be performed, Paysheets must first be created. Paysheets serve as a repository for the raw data (time entry, earnings, one-time deductions and one-time taxes) required to calculate employee pay for each pay period. The Paysheet Creation process scans through all employees in the system and selects the employees that are scheduled to be paid for a specified pay period. It recognizes these employees by Pay Groups that have been assigned. Those Pay Groups are tied to a pay calendar entry that is associated with the Pay Run ID. The system creates one payline for each job to be paid active employees, employees who are on leave with pay, and employees who are terminated or on unpaid leave. Paysheets are created by OPRS for the entire PeopleSoft Payroll system Run Paysheet Creation To Run Paysheet Creation use the following navigational path: North American Payroll Payroll Processing USF Create Paysheets - Create Initial Paysheets Page 14 of 68

15 The Create Initial Paysheets page displays. Run Control ID Search 1. If you have an existing Run Control ID, enter it into the Run Control ID box. 2. Click Search. The Paysheet Creation page displays (Proceed to Step 6). 3. If you do not have a Run Control ID, Click Add a New Value to create one. Add a New Value The Add a New Value tab displays. Run Control ID Box Add Page 15 of 68

16 4. Enter new Run Control ID in the Run Control ID box. NOTE: A Run Control ID stores the settings that you select when you run a report. The next time that you run the report, if you choose the same Run Control ID; the system will fill in the settings. A Run Control ID can be up to 30 characters long. 5. Click Add. The Paysheet Creation page displays. Run Pay Run ID 6. Enter or select the Pay Run ID needed to run this report. 6. Click Run. Refer to Section 4.0, Step 7 (Running PeopleSoft s) for remaining steps Payroll Error Messages The Payroll Error Messages report prints a list of the system error messages generated during the payroll process. Payroll Error s describe error messages for each batch or document and shows individual documents that processed and or were rejected. Use this report to analyze and resolve payroll problems before running the pay confirmation process. To Run the Payroll Error Messages use the following navigational path: North American Payroll Payroll Processing USF Review Processing Messages - Error Message The Error Message page displays. Run Control ID box Search Page 16 of 68

17 1. If you have an existing Run Control ID, enter it into the Run Control ID box. 2. Click Search. The Payroll Error Messages page displays (Proceed to Step 6). 3. If you do not have a Run Control ID, click Add a New Value to create one. Add a New Value The Add a New Value tab displays. Run Control ID box Add 4. Enter a new Run Control ID in the Run Control ID box. NOTE: A Run Control ID stores the settings that you select when you run a report. The next time that you run the report, if you choose the same Run Control ID; the system will fill in the settings. A Run Control ID can be up to 30 characters long. 5. Click Add. The Payroll Error Messages page displays. Pay Run ID Run Page 17 of 68

18 6. Enter or select the Pay Run ID needed to run this report. 7. Click Run. Refer to Section 4.0, Step 7 (Running PeopleSoft s) for remaining steps Review and Fix any Errors Once the report runs the Payroll Supervisor reviews and makes any necessary changes. At times it may be necessary for the Payroll Supervisor to discuss with the DC Human Resources (DCHR) and the Benefits Office any errors that need correction. 2.5 Time & Labor (TL) Load Approved Transactions to Paylines After the Paysheet process has been completed, the Time and Labor process is run to load approved transactions to Paylines.* This is loaded only once, and it is outside of the iterative Payroll process. Paylines are a form of Paysheets. It is exactly the same information in an easier format for data entry Run TL to Load Approved Transactions to Paylines To Run the TL Process to Load Approved Transactions to Paylines use the following navigational path: North American Payroll Payroll Processing USF Create Paysheets - Load Time/Labor Info The Load Time/Labor info page displays. Run Control ID box Search 1. If you have an existing Run Control ID, enter it into the Run Control ID box. 2. Click Search. Page 18 of 68

19 The Load Time and Labor page displays (Proceed to Step 6). 3. If you do not have a Run Control ID, Click Add a New Value to create one. Add a New Value The Add a New Value tab displays. Run Control ID box Add 4. Enter a new Run Control ID in the Run Control ID box. NOTE: A Run Control ID stores the settings that you select when you run a report. The next time that you run the report, if you choose the same Run Control ID; the system will fill in the settings. A Run Control ID can be up to 30 characters long. 5. Click Add. The Load Time and Labor page displays. Pay Run ID Run On or Off-Cycle OK to Pay Page 19 of 68

20 6. Select from the parameters below, to Load Time and Labor Data. Parameters Pay Run ID Description On or Off-Cycle OK to Pay Refresh Request Request Source Definition Select the Pay Run ID that identifies the pay calendars you want to process. NOTE: Each pay calendar identifies a company, pay group, and the start and end dates of the pay period. This selects employees that have been active any time during the pay period. Use this field to discriminate between multiple instances of loading Time and Labor data when using the Review T/L Load History Load Time Labor Page and Review T/L Load History Off-Cycle Data page. Select On Cycle to process a regularly scheduled payroll for a pay group and pay period. Select Off Cycle to process a payroll outside the normal pay group s pay period schedule. Select OK to Pay if you want all Time and Labor earnings to be marked on the Paysheet. NOTE: If you do not select this check box, you must manually mark every Paysheet as OK to Pay on the Paysheet Page. Select to restart the selection process for all employees in the pay run. NOTE: This should be used only when you must recover data if Paysheets have been corrupted. A refresh request enables you to reselect all of the data that was passed in the original request, current and prior period adjustments, plus any new unclaimed payable time entries (where Payable Status is set to Estimate, Closed, Sent to Payroll, or Rejected by Payroll). This is a display-only field. It displays the source of the request: Pay Calc, Final Calc, Online Check, or User. It indicates whether you or someone else generated the loading of Time and Labor data or if the system did it automatically through the Pay Calculation, Final Calculation, or Online Check Process. 7. Click Run. Refer to Section 4.0 Step 7, (Running PeopleSoft s) for remaining steps Run Payroll Error Messages The Payroll Error Messages report prints a list of the system error messages generated during the payroll process. Error s describe error messages for each batch or document and shows individual documents that processed and or were rejected. Use this report to analyze and resolve payroll problems before running the pay confirmation process. To Run the Payroll Error Messages use the following navigational path: North American Payroll Payroll Processing USF Review Processing Messages - Error Message Page 20 of 68

21 The Error Message page displays. Run Control ID box Search 1. If you have an existing Run Control ID, enter it into the Run Control ID box. 2. Click Search. The Payroll Error Messages page displays (Proceed to Step 6). 3. If you do not have a Run Control ID, click Add a New Value to create one. Add a New Value The Add a New Value tab displays. 4. Enter a new Run Control ID in the Run Control ID box. Run Control ID box Add 5. Click Add. Page 21 of 68

22 NOTE: A Run Control ID stores the settings that you select when you run a report. The next time that you run the report, if you choose the same Run Control ID; the system will fill in the settings. A Run Control ID can be up to 30 characters long. The Payroll Error Messages page displays. Pay Run ID Run 6. Enter or select the Pay Run ID needed to run this report. 7. Click Run. Refer to Section 4.0, Step 7 (Running PeopleSoft s) for remaining steps Review and Fix any Errors Once the report runs the Payroll Supervisor reviews and makes any necessary changes. At times it may be necessary for the Payroll Supervisor to discuss with the DC Human Resources (DCHR) and the Benefits Office any errors that need correction. 2.6 Pre Calculation Audit The Pre Calculation Audit report identifies records or data values that could lead to pay calculation problems Run Pre Calculation To Run the Preliminary Payroll Calculation Process use the following navigational path: North American Payroll Payroll Processing USF Run Payroll - PreCalc Audit Page 22 of 68

23 The Precalc Audit page displays. Run Control ID box Search 1. If you have an existing Run Control ID, enter it into the Run Control ID box. 2. Click Search. The Precalculation Audit page displays (Proceed to Step 6). 3. If you do not have a Run Control ID, click Add a New Value to create one. Add a New Value The Add a New Value tab displays Run Control ID box Add Page 23 of 68

24 4. Enter a new Run Control ID in the Run Control ID box. NOTE: A Run Control ID stores the settings that you select when you run a report. The next time that you run the report, if you choose the same Run Control ID; the system will fill in the settings. A Run Control ID can be up to 30 characters long. 5. Click Add. The Precalculation Audit page displays. Pay Run ID 6. Select the Pay Run ID for the Precalculation Audit. 7. Click Run. Refer to Section 4.0, Step 7 (Running PeopleSoft s) for remaining steps Review and Fix any Errors Once the report runs the Payroll Supervisor reviews and makes any necessary changes. At times it may be necessary for the Payroll Supervisor to discuss with the DC Human Resources (DCHR) and the Benefits Office any errors that need correction. 2.7 Calculate Payroll The computation of Payroll involves calculating taxes, deductions, and final net pay. The preliminary process of Pay Calculation allows the user to spot check employees to see whether deductions and taxes are calculating properly. The final process of calculating pay is run to ensure that all errors have been reviewed and recalculated correctly. A final Pay Calculation should be run prior to Pay Confirmation. The Payroll Supervisor is responsible for running final Payroll Calculations. Page 24 of 68

25 2.7.1 Run Payroll Calculations To Run Payroll Calculations use the following navigational path: North American Payroll Payroll Processing USF Run Payroll - Calculate Pay The Calculate Pay page displays. Run Control ID box Search 1. If you have an existing Run Control ID, enter it into the Run Control ID box. 2. Click Search. The Pay Calculation page displays (Proceed to Step 6). 3. If you do not have a Run Control ID, Click Add a New Value to create one. Add a New Value Page 25 of 68

26 The Add a New Value tab displays. Run Control ID Box Add 4. Enter new Run Control ID in the Run Control ID box. NOTE: A Run Control ID stores the settings that you select when you run a report. The next time that you run the report, if you choose the same Run Control ID; the system will fill in the settings. A Run Control ID can be up to 30 characters long. 5. Click Add. The Pay Calculation page displays. Process Request Parameter(s) Off-Cycle Run On-Cycle Preliminary Calc Run Calculation Options Transfer Calc Errors Only Calculate Where Needed Page 26 of 68

27 6. Select the Process Request Parameters for Pay Calculation. Parameters Definition Pay Run ID Select this option to run the pay calculation for the pay calendars associated with a pay run ID. NOTE: Use this table to verify the accuracy of the groups that you selected for processing. This table displays every company and pay group calendar entry associated with each pay run ID. For an off-cycle run, you can leave this field blank and use the Off-Cycle Run group box to specify parameters for your calculation. On-Cycle Preliminary Calc Run (on-cycle preliminary calculation run) You can run on-cycle pay calculations in preliminary mode as many times as required to correct errors and adjust payroll information. Clear this check box only after you have corrected all errors from the preliminary runs and are ready to process your final pay calculation run. NOTE: Both preliminary and final modes perform identical calculations. However, final mode signals to the system that you are ready to progress to the pay confirmation and it sets the Locked for Confirm indicator to prevent automatic updates to the Paysheet when certain employee pay data are changed, unless final calc is rerun. NOTE: If you use the Single Checks for Multiple Jobs feature and you pay an employee two or more off-cycle checks in the same pay period, associated with the same calendar (either on-cycle or offcycle), you must run the Pay Calculation and Pay Confirmation processes using the Off-Cycle Run group box. NOTE: If you use the On-Cycle or Off-Cycle Run group box, you might delete the previously confirmed off-cycle paycheck. Additionally, using the On-Cycle or Off-Cycle Run group box might cause the processes to combine the previously confirmed earnings with the current earnings, resulting in overpayment. Off-cycle runs are defined as off-cycle checks, online checks, or reversals. Calculation Options Only Calculate Where Needed Select this option to process the pay calculation only for employees for whom you must recalculate payroll. NOTE: To minimize processing time, select this option. The system calculates pay for employees who have not yet been calculated, employees with errors, or employees who have had changes since the last pay calculation, even if you have previously run a Final Calc. Page 27 of 68

28 Parameters Re(Calculate) All Checks Definition Select this option if this is the first time you are calculating final pay for a payroll run or you have changed one of the non-employee-level tables affecting payroll processing, such as an insurance rate adjustment. NOTE: If you select this option, the system calculates or recalculates payroll for all eligible employees. When you select the Only Calculate Where Needed option, the system recalculates all employees for whom you made changes in these records since the last pay calculation run. However, after you run the Final Calc process, the system stops automatically updating Paysheets. The system processes only changes to the Paysheet and does not process most of these record changes. Select this option when you have changed one of the nonemployee-level tables affecting payroll processing, or if this is the first time you calculate pay for that payroll run. When recalculating checks, the system does not process table changes. By selecting this option, the system calculates or recalculates payroll for all eligible employees. Select this option if you made table changes that affect pay calculations, such as insurance rate adjustments. Transfer Calc Errors This applies to the Continue With Errors feature. If you select this check box when running the Final Calc process, the pay calculation transfers the paylines containing errors that are identified on the Pay Message table as eligible for transfer to an off-cycle pay calendar, according to specifications in the Pay Calendar and Pay Group tables. You can then correct the errors and process these paylines at a later time in an offcycle pay run. NOTE: If this check box is selected, you should not rerun the preliminary or final calc for any reason. 7. Click Run. Refer to Section 4.0, Step 7 (Running PeopleSoft s) for remaining steps Run Payroll Error Messages The Payroll Error Messages report prints a list of the system error messages generated during the payroll process. Error s describe error messages for each batch or document and shows individual documents that processed and or were rejected. Use this report to analyze and resolve payroll problems before running the pay confirmation process. To Run the Payroll Error Messages use the following navigational path: North American Payroll Payroll Processing USF Review Processing Messages - Error Message Page 28 of 68

29 The Error Message page displays. Run Control ID box Search 1. If you have an existing Run Control ID, enter it into the Run Control ID box. 2. Click Search. The Payroll Error Messages page displays (see step 6). Add a New Value The Add a New Value tab displays 3. If you do not have a Run Control ID, click Add a New Value to create one. Run Control ID box Add 4. Enter a new Run Control ID in the Run Control ID box. Page 29 of 68

30 NOTE: A Run Control ID stores the settings that you select when you run a report. The next time that you run the report, if you choose the same Run Control ID; the system will fill in the settings. A Run Control ID can be up to 30 characters long and must not contain spaces. 5. Click Add. The Payroll Error Messages page displays. Pay Run ID Run 6. Enter or select the Pay Run ID needed to run this report. 7. Click Run. Refer to Section 4.0, Step 7 (Running PeopleSoft s) remaining steps Review and Fix any Errors NOTE: Once the report runs the Payroll Supervisor reviews and makes any necessary changes. At times it may be necessary for the Payroll Supervisor to discuss with DC Human Resources (DCHR) and the Benefits Office any errors that need correction. 2.8 Payroll Confirmation The Payroll Confirmation process assigns check numbers and advice numbers to employee's checks and earnings statements. This process also updates all balances in the payroll tables (e.g. earnings, deductions, taxes). The Payroll Supervisor is responsible for running the Payroll Confirmation process Pre Confirmation Audit The pre-confirmation audit report provides a detailed listing of information that may cause problems during the Payroll Confirmation process. The OPRS Payroll Supervisor must correct any errors listed. Page 30 of 68

31 To Run the Pre Confirmation Process use the following navigational path: North American Payroll Payroll Processing USF Run Payroll - Preconfirm Audit The Preconfirm Audit displays. Run Control ID Search 1. If you have an existing Run Control ID, enter it into the Run Control ID box. 2. Click Search. The Pay Confirmation page displays (Proceed to Step 6). 3. If you do not have a Run Control ID, Click Add a New Value to create one. Add a New Value The Add a New Value tab displays. Page 31 of 68

32 The Add a New Value tab displays. Run Control ID Box Add 4. Enter new Run Control ID in the Run Control ID box. NOTE: A Run Control ID stores the settings that you select when you run a report. The next time that you run the report, if you choose the same Run Control ID; the system will fill in the settings. A Run Control ID can be up to 30 characters long. 5. Click Add. The Preconfirm Audit page displays. Run Pay Run ID 6. Select or enter the Pay Run ID for this report. 7. Click Run. Refer to Section 4.0, Step 7 (Running PeopleSoft s) for remaining steps Review and Fix any Errors NOTE: Once the report runs the Payroll Supervisor reviews and makes any necessary changes. At times it may be necessary for the Payroll Supervisor to discuss with the DC Human Resources (DCHR) and the Benefits Office any errors that need correction. Page 32 of 68

33 2.8.3 Run Payroll Confirmation Process To Run the Payroll Confirmation Process use the following navigational path: North American Payroll Payroll Processing USF Run Payroll - Confirm Pay The Confirm Pay page displays. Run Control ID Box Search 1. If you have an existing Run Control ID, enter it into the Run Control ID box. 2. Click Search. The Pay Confirmation page displays (Proceed to Step 6). 3. If you do not have a Run Control ID, Click Add a New Value to create one. Add a New Value Page 33 of 68

34 The Add a New Value tab displays. Run Control ID Box Add 4. Enter new Run Control ID in the Run Control ID box. NOTE: A Run Control ID stores the settings that you select when you run a report. The next time that you run the report, if you choose the same Run Control ID; the system will fill in the settings. A Run Control ID can be up to 30 characters long. 5. Click Add. The Pay Confirmation page displays. Process Request Parameter(s) Off-Cycle Run Run Pay Run ID On or Off-Cycle All Reversals Adjustments 6. Select from the Process Request Parameter(s) to execute Pay Confirmation. Parameters Pay Run ID Definition Enter the Pay Run ID for on-cycle confirmation. Use the identical Pay Run ID in the Pay Confirmation process that you used during both the Paysheets and Pay Calculation processes. Page 34 of 68

35 Parameters On or Off-Cycle Definition Enter a Pay Run ID and select Off-Cycle, to confirm all Off-Cycle checks associated with a particular period, NOTE: To confirm off-cycle checks by page range, leave the Pay Run ID field blank, select Off-Cycle, and use the Off-Cycle Run box to specify parameters for your calculation: Company, Pay Group, Pay End Date, and the Page #s. Off-Cycle Run All Reversals/Adjustments Select to process all Reversals and Adjustments. 7. Click Run. Refer to Section 4.0, Step 7 (Running PeopleSoft s) for remaining steps Run Payroll Error Messages The Payroll Error Messages report prints a list of the system error messages generated during the payroll process. Error s describe error messages for each batch or document and shows individual documents that processed and or were rejected. Use this report to analyze and resolve payroll problems before running the pay confirmation process. To Run the Payroll Error Messages use the following navigational path: North American Payroll Payroll Processing USF Review Processing Messages - Error Message The Error Message page displays. Run Control ID box Search 1. If you have an existing Run Control ID, enter it into the Run Control ID box. Page 35 of 68

36 2. Click Search. The Payroll Error Messages page displays (Proceed to Step 6). 3. If you do not have a Run Control ID, click Add a New Value to create one. Add a New Value The Add a New Value tab displays. 4. Enter a new Run Control ID in the Run Control ID box. Run Control ID box Add NOTE: A Run Control ID stores the settings that you select when you run a report. The next time that you run the report, if you choose the same Run Control ID; the system will fill in the settings. A Run Control ID can be up to 30 characters long. 5. Click Add. The Payroll Error Messages page displays. Pay Run ID Run Page 36 of 68

37 6. Enter or select the Pay Run ID needed to run this report. 7. Click Run. Refer to Section 4.0, Step 7, (Running PeopleSoft s) for remaining steps. Page 37 of 68

38 3.0 Process Post Confirm The purpose of the Post Confirm process is to certify payroll and to distribute accounting information to the General Ledger before checks are printed. The certification process involves validating the interfaces, deductions, taxes and accounting information. The OPRS Control Unit, Production Support, eai and Treasury all have roles in the Post Confirm Process. The Post Confirm Process is initiated once Payroll has been confirmed. The Payroll Supervisor sends and to Post Production Support notifying them that the Pay Confirm process has successfully completed. 3.1 Run Payroll Batch Jobs Payroll Batch Jobs are a series of processes and reports that are run automatically. The Production Support team initiates these jobs after they receive an from OPRS indicating that Payroll has been successfully confirmed. The outputs of these jobs are reports used by the OPRS Control Unit to certify payroll. Payroll Batch Jobs are listed below: Process Type SQR COBOL SQL SQR SQR Process Name DCPYUC4 PSPPFUND PAY018 PAY018 Process Process Description Navigation Run updates for UC4 Jobs Actuals Distribution Payroll Summary Payroll Summary Summary Format Run updates for UC4 Jobs Distributes actual earnings, employer deductions, and employer taxes across the funding sources and notifies you when you've exceeded any budget amounts. This report summarizes information for paycheck amounts, regular earnings amounts, special accumulator amounts, employee deduction amounts, employer contribution amounts, employee/employer tax amounts, and other earnings amounts. Summarizes payroll information. DC Customizations >> Interfaces >> Run updates for UC4 Jobs North American Payroll >> Payroll Distribution >>Commitment Accounting USF >> Actual Distribution North American Payroll >> Payroll Processing USF >>s>> Payroll Summary North American Payroll >> Payroll Processing USF >>s>> Payroll Summary SQR PAY006 Other Lists detailed wages other North American Payroll >> Page 38 of 68

39 Process Type SQR SQR SQR App Engine App Engine App Engine App Engine App Engine App Engine SQR Process SQR Process SQR Process Name PAY001 PAY002 PAY004 DC_IF07_B OND DC_IF13_S SA DC_IF04A_ OTH DC_IF05_O MNI DC_IF06_F XAM DC_IF04_TI AA DCPAYSIB DCDDP001 DCPYR023 Process Process Description Navigation Earnings Register Deductions Register Payroll Register Payroll Check Register Bond data Interface to Carriers Interface to SSA General Deduction Interface (20 vendors) ING OMNI Interface Flex America Interface TIAA CREF Interface Paycheck Sibling Process Create Direct Deposit ACH Garnishment Vendor than regular and overtime, such as automobile allowances or expense reimbursements. s the amount of money deducted from each employee s paycheck for general deductions, garnishments, and benefits, including sales taxes, as of the end of a pay period. s the name, employee ID, and department ID for all employees who receive a paycheck for a pay run and pay calendar. Lists all checks, in check number order, written in the pay period for each company in the organization. Bond data Interface to Carriers Payroll Processing USF >> s >> Other Earnings Register North American Payroll >> Payroll Processing USF >>s>> Deduction Register North American Payroll >> Payroll Processing USF >>s>> Payroll Register North American Payroll >> Payroll Processing USF >> Print Check Items >> Check Register DC Customizations >> Interfaces >> Bond Interface Interface to SSA DC Customizations >> Interfaces >> SSA Interface General Deduction DC Customizations >> Interface Interfaces >> Common Benefits Interface ING OMNI Interface DC Customizations >> Interfaces >> ING OMNI Interface Flex America Interface DC Customizations >> Interfaces >> Flex America Interface TIAA CREF Interface DC Customizations >> Interfaces >> TIAA CREF Interface Synchs Paycheck and Pay Check Sibling table after every on and offcycle payroll run. Create Direct Deposit ACH Garnishment Vendor DC Customizations >> Custom Processes >> Paycheck Sibling Process DC Customizations >> Interfaces >> Direct Deposit Interface DC Customizations >> s >> Garnishment Transmit Page 39 of 68

40 Process Type SQR SQR SQR SQR Process Name DCPOSPAY DCPYI014 Process Process Description Navigation Positive Pay for Wachovia Tax Interface to SOAR TAX900 Error Listing Lists employees who have negative tax balances or reportable wage amounts that would cause overflow in fields when the system writes W-2 data to magnetic media. It also checks for other error conditions. Normally, you run this report at year-end, but you can run it at other times to verify social security numbers (SSNs), or to check for negative tax balances and other error conditions. FGPY001 RITS Interface Positive Pay for Wachovia DC Customizations >> Interfaces >> Positive Pay Interface Tax Interface to SOAR DC Customizations >> Interfaces >> Tax Interface to Summary report of the output file that records deduction distributions for retirement CSRS, FERS, FEHB, health insurance, and FEGLI. SOAR North American Payroll >> Annual Processing >> Year End ing >> Error Listing North American Payroll >> Payroll Distribution >> Additional Integrations USF >> RITS Interface SQR SQR SQR SQR SQR DCPYR021 DCPYR005 DCPYR009 DCPYI010 DCPYR015 UDC TSA Tax Treatment MD Locality Tax Union Interface Interface Status Tax Sheltered Annuity (TSA ) under plan type 47. It displays Emplid, Name, SSN, Deduction Amt and DeptId. DC Customizations >> s >> UDC TSA Tax Treatment DC Customizations >> s >> Tax Treatment MD Locality Tax DC Customizations >> s >> MD Locality Tax Union Interface DC Customizations >> Interfaces >> Union Interface Interface Status DC Customization > s > Interface Status NOTE: Each Payroll Batch Job is run sequentially until all the jobs are complete. Page 40 of 68

41 3.2 Pre-Confirm Actuals Distribution Audit The OPRS Control Unit runs an Actuals Distribution Audit before and after Payroll is confirmed. This report shows any errors in accounting distribution before this information is sent to the General Ledger. The OPRS Control Unit runs the report after Pay confirm to validate and identify any potential errors that may remain that were not fixed prior to confirm: Potential errors may include: Invalid account codes Discrepancies between position and job Employee class discrepancies NOTE: When errors are discovered the OPRS Control unit makes any necessary updates to correct the errors. This process may include working with the Production Support team. To Run the Pre-Confirm Actuals Distribution Audit use the following navigational path: DC Customizations s - Pre-confirm Distribution Audit The Pre-confirm Distribution Audit page displays. Run Control ID Box Search 1. If you have an existing Run Control ID, enter it into the Run Control ID box. 2. Click Search. The Run Control page displays (Proceed to Step 6). Page 41 of 68

42 3. If you do not have a Run Control ID, Click Add a New Value to create one. Add a New Value The Add a New Value tab displays. 4. Enter a new Run Control ID in the Run Control ID box. Run Control ID Box Add NOTE: A Run Control ID stores the settings that you select when you run a report. The next time that you run the report, if you choose the same Run Control ID; the system will fill in the settings. A Run Control ID can be up to 30 characters long. 5. Click Add. The Pre-confirm distribution Audit page displays. Run Pay Run ID Page 42 of 68

43 6. Enter or Select the Pay Run ID needed to run this report. 7. Click Run. Refer to Section 4.0, Step 7 (Running PeopleSoft s) for remaining steps. 3.3 Payroll SOAR Jobs Payroll SOAR Jobs are a series of processes and reports that are run automatically. The Production Support team initiates these jobs when they receive an from OPRS Control Unit indicating the Pre Confirm Actual Distribution Audit has been validated. These jobs prepare the data to be distributed to SOAR. The outputs are reports used by the OPRS Control Unit to certify payroll. The Payroll SOAR Jobs are listed below: Process Type Process Name Process Process Description Navigation SQR SQR SQR App Engine SQR SQR SQR SQR SQR PAYGL02 GL Interface Prepares actual transactions DCPYI001 DCPYR039 PYAP_XDEDN DCPYI002 DCPYR042 HPCA011 HPCA012 DCPYCA07 GL Interface to SOAR GL Interface to SOAR Delivered AP Interface Custom AP Interface Control Totals for AP Intfc Load Gross Fringe Information Gross Fringe Hours Distribution GL Interface to SOAR GL Interface to SOAR extract processes to select the deductions North American Payroll >> Payroll Distribution >> Provide GL Information >> Commit Accounting Actuals DC Customizations >> Interfaces >> GL Interface to SOAR DC Customizations >> Interfaces >> GL Interface to SOAR North American Payroll > Payroll Distribution > Accounts Payable Information > Extract Non-Tax Deductions Custom AP Interface DC Customizations >> Interfaces >> AP Interface with SOAR Control Totals for AP Interface Load the gross fringe data to a temporary table where it can be reported This reports on the Pay Check Distribution records DC Customizations >> Interfaces >> AP Interface with SOAR North American Payroll > Payroll Distribution > Commitment Accounting > Load Gross Fringe Information North American Payroll > Payroll Distribution > GL Interface s > Gross and Fringe Hours Distribution DC Customizations >> Custom Processes >> Hours Distribution Page 43 of 68

44 Process Type Process Name Process Process Description Navigation SQR SQR SQR DCREP016 DCPYR020 DCPYR015 Labor Distribution Source Funding Variance Interface Status Labor distribution report Source Funding Variance Interface Status DC Customization > s > Labor Distribution DC Customizations >> s >> Source Funding Variance DC Customization > s > Interface Status 3.4 Certify Payroll As the Payroll Batch and SOAR Jobs run, certain jobs produce reports. These reports are used by the OPRS Control Unit to certify Payroll. The certification of Payroll involves validating that earnings, taxes and deductions are going to the correct accounts and tables produced from previously run Payroll batch jobs. The Control Unit also checks to see if the Third Party report totals match what is in the interface files. The Validation process is detailed in the following sections. Please note that because there are several ways to validate the data only the main validation combinations are listed below. NOTE: If inconsistencies are discovered, the OPRS Control Unit contacts Post Production Support to resolve Validate Other Earnings To validate Other Earnings use the following reports: PAY018 Payroll Summary (Other Earnings Summary) PAY006 Other Earnings Register (Last Page) Validation: Totals for Other Hours and Other Earnings on both reports should equal. PAY0018 Other Earnings Payroll Summary Other Hours Page 44 of 68

45 PAY006 Other Earnings Register Validate Payroll Register To validate the Payroll Register use the following reports: PAY002 Payroll Register By Agency (Last Page) DCPYR053 Appropriation Distribution Register Validation: The Totals for Gross Pay, Deduction Code and Net Pay on both reports should equal. PAY002 Gross Pay Deduction Code Payroll Register by Agency Net Pay Page 45 of 68

46 DCPYR05302 Appropriation Distribution Register Total Gross Pay, Deduction Code and Net Pay Validate Labor Distribution To validate Labor Distribution use the following reports: DCREP016 Labor Distribution (Last Page) DCPYR053 Appropriation Distribution Register Validation: The Grand Total on Labor Distribution should be the same as Appropriation Charge in the Appropriation Distribution Register. DCREP016 Labor Distribution Page 46 of 68

47 DCPYR053 Appropriation Distribution Register Validate Direct Deposit/ACH To validate Direct Deposit/ACH use the following reports: DCDDP001 Direct Deposit ACH (Last Page) Interface Status (Pay Run ID WACHBDD) Validation: The Total ACH Payment on File should equal the Total Gross on the Interface Status page Total ACH Payment Page 47 of 68

48 3.4.5 Validate Positive Pay To validate Positive Pay use the following reports: DCPOSPAY Positive Pay for Wachovia (Last Page) Interface Status (Pay Run ID WACHBPP) Validation: The Total Checks Sent to the Bank (review both the amount and the check count) should equal the Total Gross on the Interface Status page. DCPOSPAY Positive Pay Interface Interface Status Page Page 48 of 68

49 3.4.6 Validate Payroll Check Register To validate the Payroll Check Register use the following reports: PAY004 On Cycle Confirmed and Off Cycle Confirmed DCPYR053 Appropriation Distribution Register Validation: The summed Grand Totals for On Cycle Confirmed and Off Cycle Confirmed should equal the Employee Checks amount on the Appropriation Distribution Register. PAY004 On Cycle CONFIRMED PAY004 Off Cycle CONFIRMED Page 49 of 68

50 DCPYR053 Appropriation Distribution Register Total Net Employee Checks Page 50 of 68

51 3.4.7 Validate Deductions Register To validate the Deductions Register use the following reports: PAY001 Deductions Register by Vendor PAY018 Payroll Summary Validation: For each Vendor, the Employee Deduction Total on the Payroll Summary should equal the Current Amount Vendor Total, for that vendor, on the Deductions Register. Deductions Register by Vendor PAY018 Payroll Summary Page 51 of 68

52 3.5 Release Interface Files An interface is the connection and interaction between hardware, software and the user. Users "talk to" the software. The software "talks to" the hardware and other software. Hardware "talks to" other hardware. All this is interfacing. When the OPRS Control Unit validates Payroll data interfaces they send the information from the DC Government Payroll System to the Bank, the Vendors, and the Accounting System (SOAR). The interfaces or files include: Direct Deposit Positive Pay Check Reconciliation AP Interface GL Interface Wachovia Transmittal (via fax) Vendor Data Interfaces To release the interfaces the OPRS Control Unit first validates the data then checks the Release to eai boxes on the interface status page. The eai Team is responsible for sending out the interfaces but the Release to eai boxes must be checked first. To release the Interface to eai use the following navigational path: DC Customizations Interfaces - Interface Status The Interface Status page displays Pay Period End Date Search 1. Enter the Pay Period End Date for the interfaces that are to be released. 2. Click Search. Page 52 of 68

53 The Interface File Processing Status Page Displays. Release to eai checkbox Save 3. For each interface file that has been validated the OPRS Control Unit checks the Release to eai checkbox. 4. Click Save. After the SOAR jobs and all other vendor interfaces are validated and the Release to eai checkboxes have been checked off, the OPRS Control Unit sends an to the eai team to release the interface files. eai releases the following interfaces through egate: Direct Deposit Positive Pay Check Reconciliation Page 53 of 68

54 AP Interface GL Interface Wachovia Transmittal (via fax) Vendor Data Interfaces 3.6 Treasury s Role After the data is sent to SOAR and the interfaces have been released, the following steps are carried out: 1. The OPRS Control Unit faxes and s the Funding Request Memo to Treasury. This memo includes the net amounts for ACH and Positive Pay. 2. Treasury receives the Funding Request Memo and funds account 133 for ACH net amount and Positive Pay net payment. 3. The Control Unit goes into SOAR to verify the Tax Interface and the Accounts Payable Interface. 4. If necessary, the OPRS Control Unit corrects the Bank ID and Mail Codes in SOAR for AP vendors to ensure correct payment method. 5. The OPRS Control Unit faxes Treasury a memo to authorize payments of Federal Taxes (printed SOAR screen). 6. Treasury loads Funding information into OFT Banking systems, which moves funds from DC Government Custodial Account into the requested PeopleSoft Payroll Account. 7. Treasury checks bank statement for funding confirmation. 8. The OPRS Control Unit s the Production Support team saying that all data files have been released. 9. The Production Support team runs the Payroll Treasury jobs. Payroll Treasury Jobs Process Type SQR SQR Process Name DCPAY003 PAY003 DCDDP003 DDP003 Process Process Description Navigation Check Print/Audit Payroll Advice Print Check Print/Audit North American Payroll >> Payroll Processing USF >> Print Check Items >> Print Checks Payroll Advice Print North American Payroll >> Payroll Processing USF >>Create Direct Deposit Items >> Print Advice Form Page 54 of 68

55 10. After Payroll Treasury jobs are run, the Production Support team s Treasury to inform them that checks are ready to be printed. Production Support also sends the Check File and the Audit to Treasury. 11. Treasury kicks off check printing process. 12. Treasury mails employees printed checks and earning statements. 13. The OPRS Control Unit executes 250 Code in SOAR. 14. The Control Unit s Treasury to inform them that batches have been verified, the 250 has been processed and that the 260-Approval Code can be applied. The Control Unit also provides approved funding amounts for the approved payments. 15. Treasury releases batches (AP & Tax Interface Code) to NACHA. 16. The OPRS Control Unit prints labels from SOAR. 17. Control Unit verifies with Treasury Disbursement that all Third Party checks and mailing labels were printed correctly. 18. The Control Unit verifies with Treasury Vendor Center that ACH Payments were processed. 19. Treasury mails Third Party checks. Page 55 of 68

56 4.0 Process PeopleSoft s Whether running Human Resources, Payroll, Time and Labor or any other PeopleSoft report, the process used is the same. The following steps are used to perform the process of running a report. The exact same steps and procedures should be used for each report or process you run. Once you have selected your report and entered the report criteria, follow the steps below to run your report. 1. Navigate to the page to run the report Example report: Manager Self Service Time Management Custom s - No Payable Time No Payable Time page displays. Run Control ID box Search Add a New Value link 2. Enter an existing Run Control ID or click Search to select from a list of available IDs. Proceed to Step If you do not have a Run Control ID, click the Add a New Value link to create one. NOTE: A run control ID only needs to be setup the first time you are using a report. You will use Find an Existing Value for future searches. When establishing a Run Control ID, be sure to use a logical name to make future searches easier. Page 56 of 68

57 Enter Run Control ID Add 4. Enter a Run Control ID. 5. Click Add The report/process parameters page displays. This page may give you options to select when running the report/process. If parameters exist, enter or select the appropriate options. Pay Group Run Pay Period Start Pay Period End 6. Click Run. Page 57 of 68

58 The Process Scheduler Request page displays. PSUNX Select Box OK Format 7. Select Server Name PSUNX. 8. Make sure that the select box for the report/process is selected. If this is a report select Format PDF. 9. Click OK. The report/process parameters page displays again. Process Monitor 10. Click the Process Monitor link. Page 58 of 68

59 The Process List page displays. 11. Click the Refresh button until the Run Status reads Success. NOTE: The processing time is dependant on the report/process. Some reports/processes may take significantly longer to read Success than others. Distribution Status Refresh Run Status 12. Once you see Success and Posted the report/process is finished. Posted Success 13. To view the report or to see further details on a process, click on the Details link. Page 59 of 68

60 The Process Detail page displays. View Log/Trace 14. Click on View Log Trace link. The View Log/Trace page displays. PDF File Page 60 of 68