Chapter 17. Introduction Reports and Processes Menu Navigation Tables Forms

Transcription

1 Chapter 17 Time Entry & Payroll Processing Introduction Time Entry & Payroll Processing Overview Reports and Processes Menu Navigation Tables Online Time Entry Form (PHAHOUR) Attendance Validation Form (PHCATND) History Deductions Form (PHCDEDN) Mass Time Entry Form (PHAMTIM) Labor Redistribution Form (PHAREDS) Time Sheet Totals Form (PHITTOT) Pay History Display Errors Form (PHIDERR) Time Sheet Keys Form (PHITSKY) Adjustment Processing Form (PHAADJT) Payroll Update Query Form (PHIUPDT) Payroll Advance Recovery Form (PEAPADV) Record of Employment Generation Form (PEAROEC) Pre Tax Code Rule Form (PXATXCD) Tax Filing Status Rule Form (PXAFSTA) Tax Setup Form (PXATAXS) Tax Calculation Rule Form (PXACALC) Tax Reporting Rule Form (PXAREPT) T4 / T4A Magnetic Tape Rule Form (PXAMTT4) Magnetic Tape Rule Form (PXAMTAP) MMREF-1 Electronic Filing Form (PXAMMEF) Canadian Record of Employment Form (PXAROEC) R Form (PXA1099)

2 Table of Contents This page intentionally left blank Human Resources Release 6.1 April User Guide Confidential

3 Introduction Introduction 17 Time Entry & Payroll Processing Time Entry & Payroll Processing This chapter explains the Time Entry and Payroll Processing module of the Banner Human Resources System. The following is a list of the sections in this chapter and a brief description of the information you can find in each section. The Overview provides a description of the module and a list of its capabilities. The Reports and Processes section lists payroll-associated reports and processes. The Menu Navigation Tables list the forms accessed via the Time Entry and Payroll Processing module menus, specify the menu items used to identify the forms, and briefly describe the forms. The section supplies a description of each form. If the form is a rule form, it includes step-by-step instructions for its completion. Note: For a payroll process work flow and detailed instructions for tax, time entry, and payroll tasks, refer to the Tax Administration and Payroll sections of Chapter 6, Processing. Overview Time Entry and Payroll Processing is the Human Resources module that collects time sheet data, calculates and generates paychecks, and maintains pay history data. It enables you to: Collect time sheet information, including positive and exception hours Accrue to and take from leave balances (for example, vacation and sick pay) via user-defined tables or rules Validate earnings codes, hours, and special rates to insure eligibility of earnings type by employee group Obtain time sheet summary totals by department to support time entry balancing procedures Define an unlimited number of premium rates and special payment methods Calculate taxable gross income, including or excluding any user-specified earnings and deduction amounts Automatically calculate and generate overtime pay as determined by FLSA requirements Automatically calculate federal, state, and local taxes via user-defined tables Calculate and apply deductions, including user-authorized payments and deposits, tax levies, garnishments, and savings bond purchases Enter one-time deductions and payments Generate paychecks and direct deposit notices April 2004 Human Resources Release 6.1 Confidential User Guide 17-3

4 Reports and Processes Cancel a check in a separate pay event that reverses and mirrors the original pay event Prepare information for the Record of Employment form for Canadian Employment Insurance reporting. Record manual checks issued in transactions separate from the Human Resources System pay cycle Redistribute expenses and deductions among ledger accounts without making manual financial journal entries Track recovery for cash advances Automatically update year-to-date history data for employee pay, assignments, benefits, deductions, and tax payments Provide monthly, quarterly, and year-to-date employee, job, and deduction totals Provide the Position Control module with the data necessary for budget monitoring and maintenance Provide Finance System interface transactions for payroll accounting activities Generate a Labor Distribution Report detailing all accounting interface transactions, including labor and fringe expense, deduction, liability, and encumbrance Generate a Deduction Register that lists by deduction/benefit the names of each participant and the amount of employer and employee contributions Generate a Payroll Register Generate a bond report Reports and Processes Data collected by the Time Entry and Payroll Processing module is processed and displayed by the following reports and processes. For more information and output samples, refer to Chapter 20, Reports and Processes. For an explanation of how these reports and processes function within the payroll process, see Payroll Process Flow in Chapter 6, Processing. Reports PERROEC PHRBOND PHRCDST PHRCISS PHRCOST PHRDCON PHRDERR PHRDIRD PHRDREG Record of Employment Report (Pre-1997) U.S. Savings Bond Check Distribution List Check Issue Cost Accounting Report Disposition Control Payroll Errors Display Direct Deposit Distribution Deduction Register Human Resources Release 6.1 April User Guide Confidential

5 Reports and Processes PHRDSTT PHRFACE PHRHOUR PHRLRAR PHRORGT PHRPREG PHRROST PHRSTCA PHRTMSH PPRTREG PXR1099 PXRLIST PXRP941 PXRROEC PXRT4AC PXRT4AN PXRT4CN PXRW2PR PXRW2US Time Sheet Distribution Totals Payroll/Financial Aid Interface Report Report of Hours Distribution Audit Report Organizational Time Sheet Payroll Register Time Sheet Roster Statistics Canada Report Time Sheet Direct Deposit Tape Register 1099-R Print Report Tax Table Report Form 941 Detail Report Canadian ROE Generation T4A Statement of Remuneration T4A-NR Statement of Remuneration T4 Statement of Remuneration Puerto Rico W-2 Report U.S. W-2 Report Processes NHPFIN1 NHPFIN2 PDPLIFE PHPBREC PHPCALC PHPCDIR PHPCHEK PHPCHKL PHPDIRD PHPDOCM PHPFEXP PHPLEAV PHPMTIM PHPPROF PHPRETO PHPTIME PHPUPDT Finance Interface Extract Finance Interface Report Life Insurance Calc Process Bank Reconciliation Process Payroll Calculation Canadian Direct Deposit Tape Check/Direct Deposit Notice Large Check/Direct Deposit Notice Create U.S. Direct Deposit Tape Calc Check/Direct Deposit Amounts Finance Expenditures Extract Leave Accruals and Taken Process Mass Time Editing Process Pay Period Proof Retroactive Pay Process Time Processing Report Pay Period Update April 2004 Human Resources Release 6.1 Confidential User Guide 17-5

6 Menu Navigation Tables Menu Navigation Tables Time Entry and Payroll Processing Menu (*HRSPAYROLL) Access this menu from the Main Human Resources System Menu (*HRS). PHAHOUR PHAMTIM PHAREDS PHITTOT PHIDERR PHITSKY PHAADJT PHIUPDT PEAPADV *HRSTAX Online Time Entry Form Enables you to enter the hours an employee works in a specified pay period. Detailed data on leave time, earnings, and deductions can be entered or viewed directly from this form. Mass Time Entry Form Enables you to enter or display hours for a number of employees. Labor Redistribution Form Permits you to process redistributions for a single pay event or for all pay events in a year/pay number to year/pay number span. In addition, this form enables you to change like items, such as FOAPAL fields, in multiple pay event records by using a searchand-replace or change-all facility. Time Sheet Totals Form Enables you to view the total hours for each pay event by organization and roster indicator Pay History Display Errors Form Displays the errors encountered during payroll for a specified employee. Time Sheet Keys Form Enables you to view the pay events, time sheet organizations, and roster indicators for a specified person. Adjustment Processing Form Enables you to execute pay adjustments by issuing a manual check, redistributing earnings, reissuing a check, adjusting gross and net amounts, or voiding a pay event. Payroll Update Query Form Enables you to view the update date(s) for a specific pay year, pay ID, and pay number. Payroll Advance Recovery Form Allows you to record and view the recovery of payroll advances for an individual employee. Tax Administration Menu Provides access to the forms that administer tax deductions and verify tax calculations Human Resources Release 6.1 April User Guide Confidential

7 Menu Navigation Tables Tax Administration Menu (*HRSTAX) Access this menu from the Time Entry and Payroll Processing Menu (*HRSPAYROLL). PEAROEC PXATXCD PXAFSTA PXATAXS PXACALC PXAREPT PXAMTT4 PXAMTAP Record of Employment Generation Form (Pre-1997) Captures the information required for completion of the Canadian ROE form. It is used to generate the Record of Employment Report (PERROEC) for pre-1997 tax years. Tax Code Rule Form Establishes tax codes and associates them with tax definitions. Tax Filing Status Rule Form Associates filing status information with a specified tax code. Tax Setup Form Establishes calculation and exemption parameters for a specified tax. Tax Calculation Rule Form Defines and maintains rules for the calculation of taxes processed in the tax module. Tax Reporting Rule Form Enables you to define and maintain rules for the data supplied in tax reports (for example, W-2, T4, and 1099-R). T4/T4A Magnetic Tape Rule Form Maintains the data that is needed on the Canadian T4/T4A/ T4A-NR magnetic tape. Magnetic Tape Rule Form Maintains the data that is needed on the magnetic media file generated for tax documents 1099-R and 1042-S. Note: Prior to tax year 2001, the Magnetic Tape Rule Form also provided data for the U.S. W-2 and Puerto Rico W-2PR tax forms. This information is now being provided on the MMREF-1 Electronic Filing Form (PXAMMEF). PXAMMEF PXAROEC MMREF-1 Electronic Filing Form Maintains the data that is needed to create a W-2 diskette or tape. Canadian Record of Employment Form Canadian Record of Employment Form (PXAROEC) captures the information required for completion of the Canadian ROE form. It is used for Canadian ROE Generation (PXRROEC) for tax years 1997 and beyond. April 2004 Human Resources Release 6.1 Confidential User Guide 17-7

8 Tax Administration Menu (*HRSTAX) (continued) PXA R Form Enables you to change the information on the 1099-R before it is printed. Warning: Your tax rule tables are predefined to reflect the tax structure required for your institution. Because of the heavy government penalties for faulty withholding, it is vital that you carefully evaluate any proposed changes to your tax rule forms. To guard against accidental or unauthorized revisions, Banner provides an additional password requirement for use of the Tax Administration forms. This password changes frequently and can be obtained by calling SCT. (Refer to the Preface of this manual for SCT's Professional Services number.) The Time Entry and Payroll Processing module contains the following forms. Menus Time Entry and Payroll Processing Menu Tax Administration Menu (*HRSPAYROLL) (*HRSTAX) Data Entry 1099-R Form (PXA1099) Attendance Validation Form (PHCATND)** Canadian Record of Employment Form (PXAROEC) History Deductions Form (PHCDEDN)** Magnetic Tape Rule Form (PXAMTAP) MMREF-1 Electronic Filing Form (PXAMMEF) Mass Time Entry Form (PHAMTIM) Online Time Entry Form (PHAHOUR) Adjustment Processing Form (PHAADJT) Payroll Advance Recovery Form (PEAPADV) Labor Redistribution Form (PHAREDS) Record of Employment Generation Form (PEAROEC) T4 / T4A Magnetic Tape Rule Form (PXAMTT4) Tax Calculation Rule Form (PXACALC) Tax Code Rule Form (PXATXCD) Tax Filing Status Rule Form (PXAFSTA) Tax Reporting Rule Form (PXAREPT) Tax Setup Form (PXATAXS) **These forms are accessed directly from the Online Time Entry Form (PHAHOUR) and/or the Adjustment Processing Form (PHAADJT). They do not appear on a menu. Human Resources Release 6.1 April User Guide Confidential

9 Query Pay History Display Errors Form Time Sheet Keys Form Time Sheet Totals Form Payroll Update Query Form (PHIDERR) (PHITSKY) (PHITTOT) (PHIUPDT) The Menu Navigation Tables above provide complete descriptions of the menus in the Time Entry and Payroll Processing module. The pages that follow contain a description of each data entry and query form in this module. If a form contains multiple windows, a separate description is provided for each window. Online Time Entry Form (PHAHOUR) The Online Time Entry Form enables you to enter an employee's hours for a specified pay period by day, week, payroll, or FLSA period. The earnings entry mode is determined by the value entered at the Time Entry Ind field of the Employee Class Rule Form (PTRECLS) for the employee class associated with this payroll. For detailed instructions on the use of this form, refer to the Payroll Procedures section of Chapter 6, Processing. The main window collects job and earnings history data. If the Banner Finance System is installed at your site, it enables you to charge a percentage of the employee's earnings by FOAPAL on a one-time basis. Note: The FOAPAL fields appear in the Time Distribution area only if you have Banner Finance installed at your site. If Banner Finance is not installed, a single account number field is displayed in this area. Time Entry Selection Criteria Window The Time Entry Selection Criteria window enables you to specify the employee for whom you want to enter data. You can also specify a particular time sheet department. This window can be accessed by selecting the navigation frame option Enter Selection Criteria from the key block or by selecting Rollback from any other block. If you do not want to specify an employee, use Next Block to view the record of each employee covered by this pay event. Employee records appear in order by ID number. History Jobs Detail Window The History Jobs Detail window displays job history information about the employees whose pay event data is currently displayed on PHAHOUR. To access this window, select Job Detail Window from the navigation frame.this window is view only. April 2004 Human Resources Release 6.1 Confidential User Guide 17-9

10 Leave Balances Window The Leave Balances window lists an employee's available leave balances. It displays a Master list of all leave codes corresponding to all those jobs by which an employee is eligible to earn leave. This master list is displayed regardless of the leave processing method (i.e., Leave by Employee or Leave by Job) selected at the site. To access this window, select List Leave Balances from the navigation frame. To adjust leave balances, use the Employee Form (PEAEMPL). This window is view only. The leave balance information in PHAHOUR will always be displayed in hours, regardless of the unit of measure defined for a leave category in PTVLCAT. This is formatted primarily for payroll users for the purpose of processing hours for leave time taken directly in the payroll. Re-Extract Window The Re-Extract window enables you to re-extract the record displayed on PHAHOUR. To access this window, select Reextract Employee from the navigation frame. A re-extract is performed when something about a deduction or job record changes within the payroll currently being processed. It tells the system that the employee records extracted during PHPTIME and the values for records defaulted to the electronic time sheets must be erased and replaced with a revised electronic time record. Attendance Validation Form (PHCATND) The Attendance Validation Form enables you to enter a detailed breakdown by day of the exception hours you entered on the Online Time Entry Form (PHAHOUR). Note that this form does not appear on a menu. It can be accessed only from PHAHOUR and it cannot be accessed unless hours exist for this earnings code in the History Earnings block. To access PHCATND, select one of the following options from the navigation frame: Record attendance for selected earn code When you select this option, the Attendance Validation Form allows entry only for earnings codes whose attendance is to be tracked, that is, only for codes whose Attend Ind checkbox has been checked on the Employee Class Rule Form (PTRECLS). Record Required Attendance When you select this option, the Attendance Validation Form allows entry for earnings codes for which attendance validation is required and codes for which this tracking is optional. Human Resources Release 6.1 April User Guide Confidential

11 For detailed instructions on the use of this form, refer to the Payroll Procedures section of this Chapter 6, Processing. History Deductions Form (PHCDEDN) The History Deductions Form enables you to enter and view deduction codes and amounts. You can access it from either the Online Time Entry Form (PHAHOUR) or the Adjustment Processing Form (PHAADJT). Note that this form does not appear on a menu. It can be accessed only from PHAHOUR or PHAADJT. You can access the form from PHAHOUR by selecting List Deductions for Pay Event from the navigation frame, or from the Job Information window of PHAADJT by selecting Deduction History from the navigation frame. To determine the actions available on this form, consult the chart below. The History Deductions Form Main Window Accessed from Online Time Entry Form (PHAHOUR) Adjustment Processing Form (PHAADJT) Action Allowed View only If the value in the PHAADJT Calculation Method field is M (manual calculation): Enter or revise deduction code and amounts. If the value in the PHAADJT Calculation Method field is C (computer-calculated): Enter or revise deduction codes. (If you enter deduction amounts, the system will overwrite them.) Delete deductions that should not be taken. California Pension Information Window The California Pension Information window is used for entering California STRS/ PERS data. To access this window, select California Pension Information from the navigation frame on the PHCDEDN form. Refer to Appendix B, California STRS/ PERS, for further information S Information Window The 1042-S Information window is accessed by selecting 1042-S Information from the navigation frame on the PHCDEDN (Deduction History) Form. It contains 1042-S Tax Information and can be used to adjust this information. Enter/change gross income, withholding allowance, allowance taken, exempt code, or tax withheld. April 2004 Human Resources Release 6.1 Confidential User Guide 17-11

12 When a Third Party interface is used for 1042-S filing and reporting, corresponding fields between Banner Human Resources and the Third Party Interface are mapped to set up the appropriate benefits/deductions accordingly. This is achieved by identifying fields and data on two rule forms: Foreign Person Interface Rule Form (PTRFPIN) Third Party Code Rule Form (PTRTPCD) Benefits/Deductions are identified as specific combinations of the Income Code, Exemption Code, and Income Code Subtype. The Benefit/deduction code and the combination of the fields makes each record unique. The Income Code Subtype associated with a benefit/deduction code is displayed on this window. Mass Time Entry Form (PHAMTIM) The Mass Time Entry Form enables you to enter or display hours for a number of employees. Data collected includes year, pay ID, pay number, special rate, cost type, and time sheet/roster indicator. The pay period begin, end, and check dates are displayed from the Calendar Rule Form (PTRCALN). Note: To validate hours entered via this form, run the Mass Time Entry Process (PHPMTIM). Hours entered via this form are not validated when they are entered. If Banner Finance is installed at your site, you can view the FOAPAL fields by moving the horizontal scroll bar below Beg Date and End Date or by using the Next Field function. If Banner Finance is not installed at your site, you can view the external account number and percentage fields by moving the horizontal scroll bar below Beg Date and End Date or by using the Next Field function. Labor Redistribution Form (PHAREDS) The Labor Redistribution Form can process redistributions for a single pay event or for all pay events in a year/pay number to year/pay number span. In addition, this form enables you to change like items, such as FOAPAL fields, in multiple pay event records by using a search-and-replace or change-all facility. A special feature of the form permits you to review the before and after version of each redistributed record before you save the modified records. (For detailed information on the use of this form, refer to the Use of the Payroll Redistribution Form (PHAREDS) section of Chapter 6, Processing.) Human Resources Release 6.1 April User Guide Confidential

13 The main window collects record selection criteria and displays the records selected in response to these criteria and, if applicable, criteria specified on the Selection Criteria window described below. Selection Criteria Window The Selection Criteria window is used to narrow the selection of records to be retrieved for redistribution. To access this window, select Selection Criteria from the navigation frame. Edit/View Labor Distributions Window The Edit/View Labor Distributions window displays old distribution information for each of the selected pay-event records and enables you to specify new distribution information for these records. To access this window, select Edit Labor Distributions from the navigation frame. You can change the distribution for each record individually, or, using the change-all feature, you can change like fields in many records at once. Note that the change-all feature can be used only for FOAPAL fields or percentages. Please refer to the discussion of labor redistribution procedures in Chapter 6 for further information on the use of this window. Search and Replace Window The Search and Replace window can be used to make a Search For/Replace With change to any combination of FOAPAL elements. To access this window, select Search and Replace from the navigation frame. Please refer to the discussion of labor redistribution procedures in Chapter 6 for further information on the use of this window. Time Sheet Totals Form (PHITTOT) The Time Sheet Totals Form is a query form. It enables you to view the total hours for each payroll by organization and roster indicator. Note: The only earnings codes totaled are those whose Unit Indicator on the Earnings Code Rule Form (PTREARN) is set to Hours. April 2004 Human Resources Release 6.1 Confidential User Guide 17-13

14 Pay History Display Errors Form (PHIDERR) The Pay History Display Errors Form displays the errors encountered during payroll for a specified employee. This form is view only. The main window displays the error messages associated with each pay event. Disposition Error List Position Details Window The Disposition Error List Position Details window displays detailed data on the position associated with this error message. To access this window, select Disposition Error List Position Details from the navigation frame. Time Sheet Keys Form (PHITSKY) The Time Sheet Keys Form enables you to view the pay events, time sheet organizations, and roster indicators for a specified person. It is a view-only form. You can access this form in any of the following ways: directly from *HRSPAYROLL by selecting Pay Event Time Sheet Key List from the navigation frame of the Online Time Entry Form (PHAHOUR) by accessing the Position Option List from the Job Information window of the Adjustment Processing Form (PHAADJT). To access this list, select the Search button for the Position field. If you call the PHITSKY form from PHAADJT, you can bring back the position, suffix, and/or effective date. After the payroll has been run, PHITSKY reflects the different effective dates created by proration. Adjustment Processing Form (PHAADJT) The Adjustment Processing Form enables you to complete manual checks and payroll adjustments, including adjustments, voids, and expense redistributions. You can also use this form to duplicate or re-issue pay events and to adjust split time sheets. For some adjustment types, you have the option of processing adjustments using manual or computer-calculated values and manual or computer-printed checks. This form can also be used to view original pay events generated through the normal payroll process. Human Resources Release 6.1 April User Guide Confidential

15 For detailed information on the use of this form, refer to the Payroll Adjustments section of Chapter 6, Processing. The main window collects adjustment details and pay event sequence number data. Job Information Window The Job Information Window provides detailed data on the position for which you are entering an adjustment. To access this window, select Jobs History from the navigation frame. This window is view only. Note: The California Contribution Code fields are related to STRS/PERS processing. (To view these fields, move the horizontal scroll bar below the COA field or use the Next Field function.) Please refer to Appendix B, California STRS/PERS, for further information. Document Information Window The Document Information window displays the document details associated with the pay event specified in the Key block. It allows you to enter an adjustment to the pay event. To access this window, select Document History from the navigation frame. This window is view only. However, the format of the displayed information depends whether the Adjustment Action selected in the Key block is for a reissue. Both instances have been documented below. Document Information Window For All Adjustment Actions except Reissues The following information is displayed in the Document Information window on selecting a Manual, Adjustment, Void or a Duplicate action in the Key block of the Adjustment Processing Form (PHAADJT). Access this window by selecting Document History from the Options menu of PHAADJT. Fields Document Number Descriptions / Buttons The check or direct deposit notice number. Here, the PHPDOCM process puts in a pseudo number. Upon running the PHPCHEK/PHPCHKL processes, this gets updated with a valid document number. The only time you can enter a number here is when the Print Method is set to Manual. April 2004 Human Resources Release 6.1 Confidential User Guide 17-15

16 Fields Document Date Descriptions / Buttons Displays the date on which the check or direct deposit is to be honored. Defaults from the Adjustment Detail block of PHAADJT. Amount Enter the amount for which the payment is being made. Total Displays the total of all transactions issued by check and/or direct deposit. Calculated field. Type Select the mode of payment from the corresponding drop-down list. Choices include, Check or Direct Deposit. Note: Choice of payment mode is also dependent on the Print Method field on the Adjustment Detail block. Priority The sequence order in which the documents are created. Bank Routing Number Select the Bank s Routing number from the corresponding look-up. Access this list by selecting the Search button. (lookup) Search Direct Deposit Records by Person Note: The lookup displays only the active payroll direct deposit recipient (GXADIRD) records associated with the employee. Account Number The employee s bank account number. Access this list by selecting the Search button. (lookup) Search Direct Deposit Records by Person Note: The lookup displays only the active payroll direct deposit recipient (GXADIRD) records associated with the employee. Human Resources Release 6.1 April User Guide Confidential

17 Fields Account Type Descriptions / Buttons Select the account type into which the amount is to be deposited from the corresponding drop-down list. Choices include: Checking, Savings, and None (The default if a check is issued) Document Information Window for Reissues Access the Document Information window by selecting Document History from the Options menu of the Adjustment Processing Form (PHAADJT). This window is displayed in the following format only if you choose to reissue a direct deposit notice on PHAADJT. This window consists of two blocks: Original Documents block and New Documents block Original Documents Block This block displays the pay check distribution specified in the original transaction. This block is display-only. Fields Document Number Descriptions / Buttons Displays the check or the direct deposit notice number. Document Date Displays the date on which the check or direct deposit notice is to be honored. Defaults from the Adjustment Detail block of PHAADJT. Amount Displays the amount of the direct deposit or check. Document Total Displays the net total of the amount being paid by direct deposit or check. Document Type Select the mode of payment from the corresponding dropdown list. Choices include, Check or Direct Deposit. Priority The sequence order in which the documents are created. April 2004 Human Resources Release 6.1 Confidential User Guide 17-17

18 Fields Bank Routing Number Descriptions / Buttons Displays the bank s routing number and the bank name, originally entered. Account Number Displays the employee s bank account number. Account Type Displays the type of bank account into which the payment was to be originally deposited. New Documents Block Enter the following information to reissue a pay check in the same format, or as a check. Fields Reissue Descriptions / Buttons Mark this check box to indicate that the document is to be reissued. At least one checkbox in this column must be marked to process a reissue. Note: Reconciled checks cannot be reissued. The form is not available for access. Document Number Displays the direct deposit or check number. This number defaults from the original transaction. Note: After running PHPDOCM, and the Print Check processes PHPCHEK/PHPCHKL, the system updates it to an actual document number. Document Date Displays the direct deposit notification date or the check date. This date defaults from the History Date field on the Key block. Amount Enter the check or direct deposit amount. Document Total Displays the net total of the amount being paid by direct deposit or check. Human Resources Release 6.1 April User Guide Confidential

19 Fields Document Type Descriptions / Buttons Select the mode of payment from the corresponding dropdown list. Choices include, Check or Direct Deposit. Note: Choice of payment mode is also dependent on the Print Method field on the Adjustment Detail block. Priority The sequence order in which the documents are created. Bank Routing Number Select the Bank s Routing number from the corresponding look-up. Access this list by selecting the Search button. This field is accessible for Direct Deposits only. (button) Search Direct Deposit Records by Person Note: The lookup displays only the active payroll direct deposit recipient (GXADIRD) records associated with the employee. The Bank Routing Number, Account Number, and the Account Type data will be returned when the List of Values is used. Account Number The employee s bank account number. Access this list by selecting the Search button. This field is accessible for Direct Deposits only. (button) Search Direct Deposit Records by Person Note: The lookup displays only the active payroll direct deposit recipient (GXADIRD) records associated with the employee. The Bank Routing Number, Account Number, and the Account Type data will be returned when the List of Values is used. Account Type Select the account type into which the amount is to be deposited from the corresponding drop-down list. Choices include: Checking, Savings, and None (the default if a check is issued). This field is accessible for Direct Deposits only. The Bank Routing Number, Account Number, and the Account Type data will be returned when the List of Values is used. April 2004 Human Resources Release 6.1 Confidential User Guide 17-19

20 Payroll Update Query Form (PHIUPDT) The Payroll Update Query Form enables you to view the update date(s) for a specific pay year, pay ID, and pay number. Updates are identified as Original or Adjustment. This form is view only. You can use PHIUPDT to determine the last time PHPUPDT was run for a specified pay period. This enables you to identify the date(s) that must be entered to run the D(aily) activity option of the Tax Depository Report (PXRTDEP). Payroll Advance Recovery Form (PEAPADV) The Payroll Advance Recovery Form (PEAPADV) collects data on payroll advances and their recovery. The user enters data on this form and the payroll process updates the employee s record. Fields ID Buttons / Descriptions The ID number of the recipient of the payroll advance. The description for the ID defaults in the field to the right. Required. (button) List List for Person (SOAIDEN), List for Employee (POIIDEN), or Alternate ID Search (GUIALTI) Position The position of the employee identified above as having received a payroll advance. Required. (button) List Employee Job Inquiry Form (NBIJLST) Suffix The suffix of the employee identified above as having received a payroll advance. Required. (button) List Employee Job Inquiry Form (NBIJLST) Active Indicator Checkbox that indicates whether or not the advance is being actively recovered according to the amount entered under Per Pay Recovery Amount. Optional. Checked Cleared Activates the recovery of an advance. Deactivates the recovery of an advance. Human Resources Release 6.1 April User Guide Confidential

21 Fields Per Pay Recovery Amount Buttons / Descriptions The dollar amount being recovered per pay for a payroll advance distributed earlier. Unless an amount is entered here, the payroll process will recover, from the next payroll, the entire amount of the advance. If the advance is greater than the next payroll, then the payroll process will recover the advance amount from subsequent paychecks until the whole amount is recovered.optional. Advance Balance The balance remaining on the payroll advance. Optional. Record of Employment Generation Form (PEAROEC) Pre-1997 The Record of Employment Generation Form captures the information required for completion of the Canadian ROE form. It is used to generate the Record of Employment Report (PERROEC). The main window collects base ROE data, including Employer Reference Number, ROE reason code, and ROE issue information. Employee History Window The Employee History window collects information about this employee's employment history. To access this window, select Employee History from the navigation frame. Other Monies Window The Other Monies window captures data on payments other than regular and holiday pay. To access this window, select Other Monies from the navigation frame. Holiday Pay Window The Holiday Pay window captures data on holiday pay. To access this window, select Holiday Pay from the navigation frame. April 2004 Human Resources Release 6.1 Confidential User Guide 17-21

22 Comment Window The Comment window enables you to enter comments for inclusion on the Canadian ROE form.to access this window, select Comments from the navigation frame. Tax Code Rule Form (PXATXCD) The Tax Code Rule Form establishes tax codes and associates them with tax definitions. The codes defined on this form are used in the remaining tax forms and in the Benefit/Deduction Administration module. To view the Starting Point, Annualization Method, Supplemental Percent, and 1099-R Indicator fields, move the horizontal scroll bar below Tax Type or use the Next Field function. This form requires a password before it can be edited. (You can obtain view-only access without a password via the security procedures outlined in Chapter 5, Security.) To gain update access to this form, follow the steps below. 1. Select the Enter Password for Changes from the navigation frame. 2. Call SCT to obtain the password used to authorize changes to your tax rules. (Refer to the Preface of this manual for SCT's Customer Service number.) 3. Enter the required password at the Enter Password prompt. 4. Select OK to return to the main window and revise your tax codes. Warning: The value you enter at the Annualization Method prompt establishes the way your taxes are calculated when you use annualizing (that is, when you enter Annual at the Start Point prompt). If you entered Annual at Start Point, you must enter one of the following values at Annualization Method: Annualize Cumulative The system uses the straight annualizing method. This method annualizes only the current period's earnings (that is, it multiplies the current pay amount by the number of pays per year). It does not consider year-to-date gross. The system uses the cumulative annualizing method. This method considers year-to-date gross when it calculates tax withholding amounts. Human Resources Release 6.1 April User Guide Confidential

23 Note that the annualization method you select affects the tax calculation of supplemental and one-time earnings: Supplemental earnings are taxed at the rate specified in the Supplemental Percent field. If you use the cumulative annualization method (that is, if you enter Cumulative at the Annualization Method prompt), these earnings are considered when subsequent payrolls are processed. This increases the accuracy of the annual withholding. If you use the straight annualization method (that is, if you enter Annualize at Annualization Method), these earnings are not considered when subsequent payrolls are processed. One-time earnings are taxed as one-time payments and added to the annualized gross. As with supplemental earnings, they are considered when subsequent payrolls are processed only if you entered Cumulative at the Annualization Method prompt. If you entered Annualize, the one-time earnings will correctly be included in the pay period in which they occur, but will not be considered in subsequent payrolls. Therefore, combining the straight annualizing method with one-time earnings may result in under withholding. Because the average pay (and therefore the projected yearly earnings) changes with each pay event following a rate change, the cumulative method adjusts the tax calculation rate with each subsequent pay. Although this results in withholding amounts that vary from one pay to the next, it also produces a more accurate yearly withholding amount. Note: This form is delivered to you with current tax codes as defined and required by federal, state, and local governments. Do not revise it unless you are advised to do so by SCT. If SCT informs you of a change in government tax reporting requirements that affects the codes defined on this form, access the form and amend it to make it match the new requirements. Do not alter any fields except those specified by the revised law. Tax Filing Status Rule Form (PXAFSTA) The Tax Filing Status Rule Form associates filing status information with a specified tax code. Data includes status code, description, minimum income for collection, and minimum YTD gross. This form requires a password before it can be edited. (You can obtain view-only access without a password via the security procedures outlined in Chapter 5, Security.) To gain update access to this form, follow the steps below. April 2004 Human Resources Release 6.1 Confidential User Guide 17-23

24 1. Select Enter Password for Changes from the navigation frame. 2. Call SCT to obtain the password used to authorize changes to your tax rules. (Refer to the Preface of this manual for SCT s Customer Service Number.) 3. Enter the required password at the Enter Password prompt. 4. Select OK (or press the Save key) to return to the main window and revise your tax filing status. Note: This form is delivered to you with current tax filing status codes as defined and required by federal, state, and local governments. Do not revise it unless you are advised to do so by SCT. If SCT informs you of a change in government tax reporting requirements that affects the codes defined on this form, access the form and amend it to make it match the new requirements. Do not alter any fields except those specified by the revised law. Tax Setup Form (PXATAXS) The Tax Setup Form establishes calculation and exemption parameters for a specified tax. It identifies wage brackets and their associated tax percentages, and can be used to establish rules for calculating amounts for other graduated withholding (for example, deduction of union dues that increase with income). This form requires a password before it can be edited. (You can obtain view-only access without a password via the security procedures outlined in Chapter 5, Security.) To gain update access to this form, follow the steps below. Refer to the Tax Administration section of Chapter 6, Processing, for additional information on this form. 1. Select Enter Password for Changes from the navigation frame. The system displays a window on which you can enter your password. 2. Call SCT to obtain the password used to authorize changes to your tax rules. (Refer to the Preface of this manual for SCT's Customer Service number.) 3. Enter the required password at the Enter Password prompt. 4. Select OK to return to the main window and revise your tax setup parameters. Note: This form is delivered to you with current annual graduated tax tables as defined and required by federal, state, and local governments. Do not revise your tax tables unless you are advised to do so by SCT. If SCT informs you of a change in government tax reporting requirements that affects the data defined in this block, access the form Human Resources Release 6.1 April User Guide Confidential

25 and amend it to make it match the new requirements. Do not alter any fields except those specified by the revised law. Graduated Tax Table Window The Graduated Tax Table window establishes graduated tax tables entries and maintains graduated tax table parameters. Records appear in Low Range (that is, greater than or over ) order and are accessed eight at a time. To access this window, select Graduated Tax Table from the navigation frame. The system calculates graduated taxes for a specified tax code and filing status by locating the correct wage bracket, subtracting the value in the second Over field, multiplying by the percentage in Plus% (that is, by the value divided by 100), and adding the value in Amount. Additional Step Window The Additional Step window maintains additional steps for calculation of taxes. Steps established in this block are executed after the taxable wage has passed through the graduated tax tables (above) in the tax calculation process. Records appear in Sequence Number order and are accessed four at a time.to access this window, select Additional Step for Tax Calculation from the navigation frame. At the Sequence Number prompt, indicate when this step should be performed in relationship to the other steps defined in this block. At Option Code, enter 2, 3, 4, or 5. The value you enter at this prompt identifies the Employee Deduction Form (PDADEDN) option code to be used in the calculation. (To review option code values, check the value in the Calc field in the Deduction Block of PDADEDN. Then refer to the matrix in the PTRBDCA section of Chapter 4, Rule.) At Multiply/Add Indicator, enter X if the amount in the next field is a multiplier. Enter + if it should be added. At Amount, enter the amount to be added or used as a multiplier. Tax Calculation Rule Form (PXACALC) The Tax Calculation Rule Form defines and maintains rules for the calculation of taxes processed in the tax module. A tax code from the Tax Code Rule Form (PXATXCD) and, if applicable, a filing status code from the Tax Filing Status Rule Form (PXAFSTA) are entered in the key block to allow access to a particular set of tax rule records. Note: This form is provided primarily for use in establishing Canadian tax rules. Most U.S. federal, state, and local taxes are defined on the Tax Setup Form (PXATAXS). April 2004 Human Resources Release 6.1 Confidential User Guide 17-25

26 For detailed instructions on the use of this form, refer to Establishing Deductions via PXACALC in Chapter 6, Processing. This form requires a password before it can be edited. (You can obtain view-only access without a password via the security procedures outlined in Chapter 5, Security.) To gain update access to this form, follow the steps below. 1. Select Enter Password for Changes from the navigation frame. 2. Call SCT to obtain the password used to authorize changes to your tax rules. (Refer to the Preface of this manual for SCT's Customer Service number.) 3. Enter the required password at the Enter Password prompt. 4. Select OK to return to the main window and revise your tax filing status codes. Note: This form is delivered to you with current tax codes as defined and required by federal, state, and local governments. Do not revise it unless you are advised to do so by SCT. If SCT informs you of a change in government tax reporting requirements that affects the codes defined on this form, access the form and amend it to make it match the new requirements. Do not alter any fields except those specified by the revised law. Tax Reporting Rule Form (PXAREPT) The Tax Reporting Rule Form enables you to define and maintain rules for the data supplied in tax reports (for example, W-2, T4, 1099-R). It identifies the boxes associated with the report and the benefit/deduction codes associated with specified boxes. You can also associate earnings codes with a tax form box. A box can contain only deduction codes, only earning codes, both, or neither. Warning: If you do not complete this form correctly, your tax reporting will be wrong. Be sure to follow the instructions below when you use this form. 1. At Tax Report Code, enter the code of the tax report for which you are defining rules. The code you enter must be predefined in the Tax Report Code Validation Form (PTVREPT). To view a list of defined codes, double click in the Tax Report Code field. (Note: These tax report codes are delivered by SCT.) The system displays the full name of the report whose code you entered. Move to the Box Identification block. 2. The Box Identification block displays box numbers from the tax report. The Box Code field provides box number descriptions for the report whose Tax Report code was entered in the previous block. Human Resources Release 6.1 April User Guide Confidential

27 Note: This form is delivered to you with box identifications as established by SCT for use with your Banner Human Resources payroll module. Do not revise them unless you are advised to do so by SCT. 3. Move to the Benefit/Deduction Code block. Note: Data in this block is sitespecific and should be carefully defined on the basis of your benefit/deduction code and other rules. Because it controls your tax reporting, it is particularly important that you complete this block accurately. 4. The box number and description from the Box Identification block (above) are displayed in the Benefit/Deduction Code block. At Benefit/Deduction Code, enter the benefit/deduction code(s) associated with this box. The value you enter must be predefined on the Benefit/Deduction Rule Form (PTRBDCA). To view a list of defined values, double click in the Benefit/ Deduction Code field. The system displays the description defined for the deduction code you entered. 5. At Deduction Amount Indicator, indicate the nature of the amount appearing in this box. Be sure to enter the correct indicator. If you make a mistake, your tax report will be inaccurate. Enter one of the following indicators: E R A N Employee amount Employer amount Applicable gross None To enter another benefit/deduction code, use the scroll bar to the right or the Next Record function. When all desired codes have been entered, move to the Earnings Code block. 6. At Earn Code, enter the earnings codes associated with this tax form box. The values you enter must be predefined on the Earnings Code Rule Form (PTREARN). To view a list of defined codes appropriate for this field, select the Search button for the Earn Code field. To enter more than one earnings code, use the scroll bar to the right or the Next Record function. The system displays the description defined for the earnings code you entered. 7. Use the Save function to commit the tax reporting rule for this box to the database. 8. To define rules for another box, press Previous Block twice to return to the Box Identification Block. Then use the Next Record or Previous Record function to select a box. April 2004 Human Resources Release 6.1 Confidential User Guide 17-27