Payroll History. Chapter 18. Introduction Menu Navigation Table Forms Payroll History Overview...

Transcription

1 Chapter 18 Payroll History Introduction Payroll History Overview Menu Navigation Table Pay Event List Form (PHILIST) Check Detail Inquiry Form (PHICHEK) History Jobs Inquiry Form (PHIJOBS) Employee Year to Date Totals Form (PEIETOT) Job Year to Date Totals Form (PEIJTOT) Aggregated Benefits/Deductions Totals Form (PEIATOT) Deduction/Benefit Year to Date Totals Form (PEIDTOT) Check Reconciliation Form (PHARECN) Pay History Leave Accruals Form (PHIACCR) Labor Distribution Data Inquiry Form (NHIDIST) Employee Distribution Inquiry Form (NHIEDST)

2 Table of Contents This page intentionally left blank Human Resources Release 6.0 May User Guide Confidential

3 Introduction Introduction 18 Payroll History This chapter explains the Payroll History 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. Payroll History The Overview provides a description of the module and a list of its capabilities. The Menu Navigation Table lists the forms accessed via the Payroll History module menu, specifies the menu items used to identify the forms, and briefly describes the forms. The section supplies a description of each form. Overview The Payroll History module maintains and displays pay history data. It enables you to obtain monthly, quarterly, and year-to-date employee, job, and deduction totals. It also includes a check reconciliation function. Menu Navigation Table Payroll History Menu (*HRSPAYHIST) Access this menu from the Main Human Resources System Menu (*HRS). PHILIST PHICHEK PHIJOBS PEIETOT Pay Event List Form Provides a record of all payroll transactions for a specified employee. Check Detail Inquiry Form Provides the details of a specified pay event, including check/ direct deposit numbers, recipient, gross and net amounts, earnings codes and rates, deductions, and hours worked during the pay period. History Jobs Inquiry Form Displays the history jobs records of employees by pay event, timesheet organization, and timesheet/roster indicator. Employee Year to Date Totals Form Provides monthly, quarterly, and year-to-date employee totals by calendar and fiscal year. May 2003 Human Resources Release 6.0 Confidential User Guide 18-3

4 Menu Navigation Table Payroll History Menu (*HRSPAYHIST) (continued) PEIJTOT Job Year to Date Totals Form Provides monthly, quarterly, and year-to-date totals for a specified job and/or earnings code by calendar and fiscal year. PEIATOT PEIDTOT PHARECN PHIACCR NHIDIST NHIEDST Aggregated Benefits/Deductions Totals Form Displays the cumulative year-to-date, life-to-date and the monthly totals of all benefits/deductions that are grouped either by deduction type or by association for each employee. Deduction/Benefit Year to Date Totals Form Provides an employee's monthly, quarterly, and year-to-date deduction totals by calendar and fiscal year. Check Reconciliation Form Enables you to enter, update, and reconcile processed check data received from your bank. This form is used with the off-line Check Reconciliation process (PHPBREC) and can be used in processing exception records (that is, checks with amount differences). It allows you to mark checks produced by Banner HR as reconciled with bank data. Pay History Leave Accruals Form Displays leave accrual information for a specified employee. Data displayed includes leave code, hours accrued, hours taken, and whether any hours were banked for a particular pay event. Labor Distribution Data Inquiry Form (See Note below chart.) Provides query access to all payroll distribution data. This form displays earnings and/or benefit data for the Chart of Accounts, FOAPAL elements, category, and date range entered in the Key block. Data can be displayed as it appears in the database, or it can be rolled up to FOAPAL fields specified in the Key block. Employee Distribution Inquiry Form (See Note below chart.) Provides query access to salary distribution data. The form displays payroll expense data for the Employee ID, time period, and category entered in the Key block. Each line specifies the amount distributed to a specific FOAPAL for a particular earnings or benefit and tells the percent of the total job amount represented by that earnings or benefit value. Note: You can use the Labor Distribution Data Inquiry Form (NHIDIST) and the Employee Distribution Inquiry Form (NHIEDST) only if both Banner Human Resources and Banner Finance Systems are installed at your site. Human Resources Release 6.0 May User Guide Confidential

5 The Payroll History module contains the following forms. Menus Payroll History Menu (*HRSPAYHIST) Data Entry Check Reconciliation Form (PHARECN) Query Pay Event List Form Check Detail Query Form Aggregated Benefits/Deductions Totals Form Employee Year To Date Totals Form Job Year To Date Totals Form Deduction Year To Date Totals Form History Jobs Inquiry Form Pay History Leave Accruals Labor Distribution Data Inquiry Form Employee Distribution Query Form (PHILIST) (PHICHEK) (PEIATOT) (PEIETOT) (PEIJTOT) (PEIDTOT) (PHIJOBS) (PHIACCR) (NHIDIST) (NHIEDST) Note: You can use the Labor Distribution Data Inquiry Form (NHIDIST) and the Employee Distribution Query Form (NHIEDST) only if both Banner Human Resources and Banner Finance Systems are installed at your site. The Menu Navigation Table above provides complete descriptions of the Payroll History menu. The pages that follow contain a description of each data entry and query form in the Payroll History module. If a form contains multiple windows, a separate description is provided for each window. Pay Event List Form (PHILIST) The Pay Event List Form provides a record of all payroll transactions and adjustments for a specified employee. Transactions are displayed in chronological order, with the most recent transactions appearing first. This is a view-only form. May 2003 Human Resources Release 6.0 Confidential User Guide 18-5

6 Check Detail Inquiry Form (PHICHEK) The Check Detail Inquiry Form provides the details of a specified pay event, including check/direct Deposit numbers, recipient, gross and net amounts, earnings codes and rates, deductions, and hours worked during the pay period. This is a view-only form. Earnings Information Window The Earnings Information window displays a breakdown of this pay event by assignment and earnings code. To access this window, select Earnings Information from the navigation frame. Deductions Information Window The Deductions Information window displays deduction data for this pay event. To access this window, select Deduction Information from the navigation frame. Message Information Window The Message Information window displays the text printed exactly as on the employee s pay check or deposit slip for a specific pay period. Access this window from the Options menu of PHICHEK. PHICHEK will display the message after PHPTIME has been run for the selected payroll. If no message has been entered, this window appears only as a displayed option under the Options menu. It is important to note that the check messages are not stored in the pay history. The information displayed on PHICHEK is being retrieved from the Pay Stub Message Block of the Payroll Calendar Rule Form (PTRCALN). Consequently, PHICHEK displays all lines in which text has been entered on PTRCALN, even though PHPCHEK displays the text, if entered, only on the first line. For example, when text is not entered on Line 1, instead the message is entered on Line 2 and Line3, on PTRCALN, upon running PHPCHEK, no check message is printed as Line 1 is null. However, on viewing the check message via PHICHEK or Employee Self-Service, Lines 1, 2 and 3 are displayed in the same format as entered on PTRCALN. Human Resources Release 6.0 May User Guide Confidential

7 History Jobs Inquiry Form (PHIJOBS) The History Jobs Inquiry Form displays the history jobs records of employees by pay event, timesheet organization, and timesheet/roster indicator. Records are displayed only for computer-generated pay events. The total hours and units for specific records are also displayed. This is a view-only form. Employee Year to Date Totals Form (PEIETOT) The Employee Year to Date Totals Form provides monthly, quarterly, and year-todate employee totals by calendar and fiscal year. This is a view-only form. Job Year to Date Totals Form (PEIJTOT) The Job Year to Date Totals Form provides monthly, quarterly, and year-to-date totals for a specified job and/or earnings code. Totals display for calendar and fiscal year. This is a view-only form. Aggregated Benefits/Deductions Totals Form (PEIATOT) The Aggregated Benefits/Deductions Totals Form (PEIATOT) is a display-only inquiry form which consists of a: Key block Year block and Month block This form displays the cumulative year-to-date totals, life-to date totals and monthly totals contributed by the employee and the employer for all benefits/deductions that are grouped either by association or by deduction type for each employee. Benefit/Deduction information is summarized for benefits/deductions that are grouped by deduction type or by association from a range of years to the monthly allocation made by the employee and employer (if applicable), based on the information entered in the Key block. The Year block displays the cumulative year-to-date totals and life-to-date totals contributed by the employee and the employer (if applicable) towards all those benefits/deductions grouped either by deduction type or association for the range of years specified in the Key block. May 2003 Human Resources Release 6.0 Confidential User Guide 18-7

8 On selecting a row in the Year block, the corresponding cumulative monthly totals are displayed in the Month block. Similarly, the month block also displays the cumulative monthly totals contributed by the employee and employer (if applicable) to those benefits/deductions which have been grouped by deduction type or by association for the range of years specified in the Key block. Key Block Enter key information to view and track contributions made to a specific benefit/deduction by an employee for a selected year by specifying a benefit/deduction code or a deduction type. Fields ID Descriptions / Buttons Search and select the Banner ID of the employee using the search options listed in the Options List window by clicking on the Search button. Required. (button) List Employee Search Form (POIIDEN) SSN/SIN Alternate ID Search Form (GUIALTI) The system displays the first name, middle name and last name of the selected employee. Deduction If you choose to view benefit/deduction information by association, enter a benefit/deduction code or select one from the Employee Deduction Query Form (PDIDLST) by selecting the Search button. Required if Deduction Type is not specified. (button) List Employee Deduction Query Form (PDIDLST) The system displays a brief description of the selected deduction code from (PTRBDCA). Human Resources Release 6.0 May User Guide Confidential

9 Fields Deduction Type Descriptions / Buttons If you choose to view benefit/deduction information by type enter a valid deduction type or select one from the list of values. Required if Deduction is not specified. (lookup) List Benefit/Deduction Type Validation Form (PTVBDTY) This field is not enterable if you select a benefit/deduction code in the previous field. The system displays a short description of the selected Benefit/Deduction Type from the Benefit/Deduction Type Validation Form (PTVBDTY). Employer Select an employer code from the Employer Rule Form (PTREMPR). Required. (lookup) List Employer Rule Form (PTREMPR) The system displays a short description of the selected employer code from PTREMPR. Enter the range of years for which the benefit/deduction totals is to be displayed in the Month and the Year blocks of the form. This range can refer to a calender year or a fiscal year. Choose the appropriate radio button. Note: If the range is not specified, by default, the benefit/deduction information available in the employee s deduction history is displayed. An error message is displayed if only one of the two range fields (From Year or To Year) is entered. From Year Enter the year starting the range for which benefit/deduction information is to be displayed. Optional. The system displays the start date and end date of the specified year. To Year Enter the year ending the range for which benefit/deduction information is to be displayed. Optional The system displays the start date and end date of the specified year. May 2003 Human Resources Release 6.0 Confidential User Guide 18-9

10 Year Block This block displays the cumulative yearly totals, life-to-date totals and year-to-date totals contributed to those benefits/deductions that are grouped by deduction type or by association by the employer and the employee for the range of years entered in the Key block. Fields Year Descriptions / Buttons Each year within the range of years specified in the Key block. Display only. Employee Total The combined total contributed by the employee towards the benefits/deductions (grouped by association or type) for each year displayed in the range specified in the Key block. Display only. Employer Total The combined total from all benefits/deductions (grouped by association or type) contributed by the employer for the corresponding year. Display only. Total The total sum of all the contributions made to benefits/ deductions (grouped by association or type) by the employer and the employee that are listed in the employee s deduction list (PDIDLST) for the range of years specified in the Key block. Display only. Note: Based on the site set up, totals by association and totals by type may not be the same. Life-to-date Employee Total The cumulative total contribution made by the employee to the benefits/deductions (grouped by association or type) from the date of enrollment into the benefit plan upto the current payroll period. Display only. Life-to-date Employer Total The cumulative total contribution made by the employer to benefits/deductions (grouped by association or type) from the date of enrollment to the current payroll period. Display only. Human Resources Release 6.0 May User Guide Confidential

11 Month Block This block displays the cumulative total of the individual monthly amounts of those benefits/deductions which are grouped either by deduction type or by association. For example, if an employee contributed $75.00 and $25.00 monthly in two retirement benefit plans that are grouped by association, this block displays the cumulative total contribution from both the grouped retirement plans as $ for each month, for the year selected in the Year block. The following figure displays the monthly totals contributed by the employee and the employer for the Year Note: In this figure, only one deduction is grouped and listed by deduction type. Fields Month Descriptions / Buttons Months for the year selected in the Year block. Display only. Employee Amount Total of the monthly amounts set aside by the employee from each payroll towards the grouped benefit plan (grouped by deduction type or association) for the year selected in the previous block. Display only Employer Amount The total of the monthly amounts set aside by the employer (if applicable) from each payroll towards the employee s grouped benefit plans for the year selected in the previous block. Display only. To view the monthly amounts and totals for another year in the Month block, select the corresponding year in the Year block. In addition to viewing the summarized benefit information in PEIATOT (described above), you can also view the source of the summarized information through the following mutually-exclusive windows: Deduction List by Association window Deduction List by Type window May 2003 Human Resources Release 6.0 Confidential User Guide 18-11

12 Deduction List by Association Window The Deduction List by Association window displays a list of associated benefit/deduction codes whose summarized benefit information is displayed in PEIATOT. To access this window, select Deduction List by Association in the Options menu of PEIATOT. Note: This option is enabled only if you have entered a deduction code in Key block of PEIATOT. You can view the details of a specific associated benefit/deduction code in the Benefit/Deduction Year-to-date Totals Form (PEIDTOT) by highlighting the specific deduction code and selecting the corresponding link in the Options menu. Deduction List by Type Window The Deduction List by Type window displays a list of benefit/deduction codes grouped by deduction type in PTRBDCA, whose summarized benefit information is displayed in PEIATOT. To access this window, select Deduction List by Type in the Options menu of PEIATOT. Note: This option is enabled only if you have entered a deduction type in the Key block of PEIATOT. You can view the details of a specific benefit/deduction code in the Benefit/Deduction Year-to-date Totals Form (PEIDTOT) by highlighting a specific deduction code and selecting the same in the Options menu. Note: Deduction list by type may be different from the deduction list by association, based on the site set up. Deduction/Benefit Year to Date Totals Form (PEIDTOT) The Deduction/Benefit Year To Date Totals Form provides monthly, quarterly, yearto-date, and life-to-date employee and employer deduction totals by fiscal, calendar, or plan year. Human Resources Release 6.0 May User Guide Confidential

13 Displaying a Plan Year The default length of the plan year is 12-month period. The system determines the plan year from the year you enter in the Key block for PEIDTOT and from the start month you entered in the Year-To-Date Start Month Indicator field of the Benefit/ Deduction Rule Form (PTRBDCA) where the deduction has been defined. The end month of the plan year falls in the year entered in the Key block. For example, if you enter 1997 in the Year field and the deduction start month is 11 (November) on PTRBDCA, the plan year period would be 01-NOV-1996 to 31-OCT If you enter 1998 in the Year field and the deduction start month is 11 on PTRBDCA, the plan year period would be 01-NOV-1997 to 31-OCT To select a plan year, click the Plan radio button. The system then displays the monthly, quarterly, and year-to-date employee, employer amounts, and applicable gross deduction totals for the plan year. The monthly display starts with the amounts for the first month of the plan year. The quarterly and yearly amounts are calculated starting from the deduction start date. Life-to-date totals are also displayed for the deduction. If the Year-To-Date Start Month Indicator field of the PTRBDCA form defining the deduction is null, January or 01 is assumed. If you choose Plan on PEIDTOT and the Year-To-Date Start Month Indicator for the deduction has not been defined on PTRBDCA, the default radio button selection, Calendar, remains on the form and the following message is displayed: *NOTE* Plan is not a valid choice. YTD Start Month not specified on PTRBDCA. Check Reconciliation Form (PHARECN) The Check Reconciliation Form enables you to enter, update, and reconcile processed check data received from your bank. This form is used in conjunction with the off-line Check Reconciliation process (PHPBREC) and serves as a tool to process exception records (i.e., checks with amount differences). It allows you to mark checks produced by Banner Human Resources as reconciled with bank data. Pay History Leave Accruals Form (PHIACCR) Based on the Leave Processing Method (i.e., Leave by Job or Leave by Employee) adopted by an enterprise, the Pay History Leave Accruals Form displays leave accrual information for a specific pay period at the employee level or at the job assignment level accordingly. When using the Leave by Employee method of leave processing, data displayed includes leave code, hours accrued, hours taken, and whether any hours were banked for a particular pay event. May 2003 Human Resources Release 6.0 Confidential User Guide 18-13

14 When using the Leave by Job method, the Position, Suffix, Leave Accrual Effective Date, and Maximum Hours are displayed in addition to the above fields to allow you to track leave accrued, taken and hours banked for each job assignment. This is a view-only form. Labor Distribution Data Inquiry Form (NHIDIST) The Labor Distribution Data Inquiry Form provides query access to all payroll distribution data. This form displays earnings and/or benefit data for the Chart of Accounts, FOAPAL elements, category, and date range entered in the Key block. Note: In order for you to use this form, Banner Human Resources and Banner Finance Systems must both be installed at your site. (If both the Banner Finance indicator and the Banner Human Resources indicator on the Installation Control Form (GUAINST) are set to Y, both systems are installed at your site.) At Finance Document Number, enter or select a finance document number from the Finance Transaction Input table (gurfeed) or the Finance Distribution table (nhrdist) At the Category prompt, you must either enter or select one of the following items to indicate the category of data to be displayed: Expenses Liabilities Encumbrances Accruals (Defer Pay) Payout (Defer Pay) Clearing Acct Fringe Actuals Budget Total hours and amount values are accumulated as more records are queried. To access the full totals for all hours and amounts, press the View Full Totals Function Key. This takes you to the last record of the query and displays the full totals. When the Hierarchy Roll Up box is not checked, all earnings and benefit values are displayed for the FOAPAL as they exist on the database. When the Hierarchy Roll Up box is checked, earnings and benefit data are rolled up to the FOAPAL fields specified in the Key block. Human Resources Release 6.0 May User Guide Confidential

15 Employee Distribution Inquiry Form (NHIEDST) The Employee Distribution Inquiry form provides query access to payroll distribution data. The form displays payroll distribution data for the Employee ID, time period, and category entered in the Key block. In response to your query, the system displays earnings and/or benefit data for a particular employee. Each line specifies the dollar amount distributed to the FOAPAL by earnings or deduction. The % Amt field specifies the percent of the total amount represented by each earning or deduction. Total earnings and job hours are also listed. Note: In order for you to use this form, Banner Human Resources and Banner Finance System must both be installed at your site. (If both the Banner Finance indicator and the Banner Human Resources indicator on the Installation Control Form (GUAINST) are set to Y, both systems are installed at your site.) At the Category prompt, you must either enter or select one of the following items to indicate the category of data to be displayed: Payroll Expenses Liabilities Encumbrances Accruals (Defer Pay) Payout (Defer Pay) Clearing Acct Fringe Fringe Actuals May 2003 Human Resources Release 6.0 Confidential User Guide 18-15

16 This page intentionally left blank Human Resources Release 6.0 May User Guide Confidential