Purpose: Use this document as a reference for how to run an end to end payroll process in ctclink.

Transcription

1 Checklist Purpose: Use this document as a reference for how to run an end to end payroll process in ctclink. Audience: Administrators Initial es to Running Step Description Navigation Quick Reference Guide 1 Data Base Audit (PER029) Monitors changes, additions, or deletions made to sensitive fields such as salary amounts. > Workforce Administration > Workforce >Data Base Audit Running the Database Audit 2 Review Pay Calendar Use pay calendars to schedule payroll cycles for pay groups. Set Up HCM >Product Related > for > Controls >Pay Calendar Table Reviewing Pay Calendar 3 Link Pay Run ID to Calendar To process payrolls, the pay calendar entry being processed must be assigned a pay run ID. Set Up HCM >Product Related > for > Controls >Pay Calendar Table Linking a Pay Run ID to a Calendar Absence and Time & Labor Step Description Navigation Quick Reference Guide Checklist Page 1

2 4 Time and Absence is reported via Self Service Employees will report time via self service functions. N/A 5 Identify and calculate absences (GP_PAYE) Enter processing instructions for a payroll process, an absence take process, or an absence entitlement process. This page is used to run both on-cycle and off-cycle payrolls. >Global & Absence Mgmt >Absence and >Calculate Absence and Running the Identify and Calculate Absences 6 Check for Absence Calculation Errors View a list of employees that were processed in any manner during a batch process. >Global & Absence Mgmt >Absence and >Review Absences and Info >Payee Iterative List Checking for Absence Calculation Errors 7 Finalize Absence Calculations (GP.PAYE) Enter processing instructions for a payroll process, an absence take process, or an absence entitlement process. This page is used to run both on-cycle and off-cycle payrolls. >Global & Absence Mgmt >Absence and >Calculate Absence and Finalizing the Calculate Absence and 8 Load Absence to Payable Time (GP_ABS_NARUN) Run the process that sends the generated positive input from the absence process to the Paysheet Load Holding Record (PSHUP) for use by for, or create Time and Labor Payable Time for use by Time and Labor. >Global & Absence Mgmt >Absence & PR > Absence Conversion >To for North America Running the Load Absence to Payable Time Checklist Page 2

3 Absence and Time Labor, Continued Step Description Navigation Quick Reference Guide 9 Time and Labor Administration (TL_TIMEADMIN.AE) Select the time reporters and/ or groups of time reporters to process. If you do not want to pass data to payroll, and only want to forecast payable time, select the Forecast Payable Time option. >Time and Labor > Time > Request Time Administration Time and Labor Administration 10 Managing Exceptions (No exceptions? Proceed to step12) Review, allow, or clean up exceptions. Up to 100 exceptions display per page. >Time and Labor >View Time >Exceptions Managing Time and Labor Exceptions 11 Re- Time and Labor Administration (TL_TIMEADMIN.AE) Select the time reporters and/ or groups of time reporters to process. If you do not want to pass data to payroll, and only want to forecast payable time, select the Forecast Payable Time option. > Time and Labor > Time >Request Time Administration Time and Labor Administration 12 Approve Time (TL_APPRV_AE) Only run when time is payable status of NA. Approve time for one or more time reporters that are displayed using the Employee Selection Criteria and date range fields. >Time and Labor >Approve Time >Payable Time Not yet created Step Description Navigation Quick Reference Guide 13 Run Pre-Sheet Audit (PAY034) Provides a detailed error listing of set up data (employee, benefit, > for North America > PreSheet Audit Checklist Page 3

4 deductions) that can cause errors in the Create Paysheet process (PSPPYBLD). USA >Create and Load Paysheets >PreSheet Audit 14 Build Paysheets (PSPPYBLD.CBL) Specify a pay run ID and create a paysheet. Also, use to confirm a pay run that processed paysheets loaded with variable compensation data. > for North America > USA >Create and Load Paysheets >Create Paysheets Creating Paysheets 15 Review Pay Calendar Use the pay calendar to validate paysheets have been created for all the PayGroups you are expecting to pay (paysheet flag is yes ) > for North America > USA >Create and Load Paysheets >Review Pay Calendars Reviewing Pay Calendars 16 Load Time and Labor Data to Paysheets (PSPLDT1.CBL) Select processing options then run the Load Time and Labor process to load payable time from Time and Labor into for North America paysheets for processing. > for North America > USA. Create and Load Paysheets >Load Time and Labor Loading Time and Labor Data 17 Review Error Log Produced by Time and Labor View one data row for each employee that has error messages for the selected pay run ID and last payroll request number. Select a details link to view all messages for the selected employee. > for North America > USA >Create and Load Spreadsheets >Review Time and Labor Load Reviewing Error Logs Produced by Time and Labor 18 PSHUP Load (PYLOAD) Load data from Other Sources into paysheets. > for North America > USA > Create and Load Paysheet > Load Paysheet Transactions Loading the PSHUP File Checklist Page 4

5 19 Run the PreCalculation Audit (PAY035.SQR) Provides a detailed listing (by company, pay group, and pay end date) of information that might cause problems during the Pay Calculation process. This job could be run after the Load Time and after the Load PSHUP if you want to do additional validation along the way. If errors are found, correct them and re-run this report again BEFORE running the preliminary pay calculation process. > For North America > USA >Produce >PreCalculation Audit PreCalculation Audit 20 Update the Primary Job Flag (PJOB) Resets the Primary Pay Group to a paygroup/job record that is being paid. > for North America > CTC Custom > CTC esprimary Job Flag Update 21 Run Preliminary Pay Calculation (PSPPYRUN.CBL) Provides a preliminary view of the payroll and any error that may still be present. > For North America > USA > Produce > Calculate Pay Calculation 22 Run MedAid Max (CTC_MEDAD.AE) Custom process that calculates Medical Aid Maximum. > for North America >CTC Custom >CTC es >Medical Aid Maximum MedMax, Continued Checklist Page 5

6 Step Description Navigation Quick Reference Guide 23 Union Dues (CTC_UNIONCAP) Custom process that calculates union dues. > for >CTC Custom >CTC es >Union Dues Monthly Maximum Union Dues Monthly Maximum 24 Spending Account Calculation (CTC_FSA_AE) Custom process that runs the spending account calculation process. > for >CTC Custom >CTC es >Spend Account Calculation Spending Account Calculation 25 Create Pre Pay Deductions (CTC_PPAY_DED) Custom process that runs the PrePay calculation process. (can be ran multiple times but only needs to run once unless changes are made to prepay data). > for North America > CTC Custom > CTC es >Create PrePay Deductions Re-Run the Pre-Calculation Audit (Step 19), if necessary. 26 Re-Run Preliminary Pay Calculation (PSPPYRUN) Provides a preliminary view of the payroll and any error that may still be present. > For > USA >Produce >Calculate Pay Calculation 27 Check Error Messages > for > USA >Review Messages Reviewing Error Messages Checklist Page 6

7 >Review Error Messages 28 Review Pay Calendar Use the pay calendar to validate paysheets have been created for all the PayGroups you are expecting to pay > for > USA > Create and Load Paysheets > Review Pay Calendars Reviewing Pay Calendars Note: Steps 25 and 27 There is no need to run both of these steps. Chose one and work the errors returned. 29 Error Message (PAY011.SQR) View online the error messages generated during payroll processing. > for North America > USA >Review Messages > Error Message Error Message 30 Optional: Pay Unsheet (PAYUNSHT) Initiate the Unsheet SQR process (PAYUNSHT), typically as an emergency measure only or during testing. > for > USA >Update Paysheets >Pay Unsheet Pay Unsheet Note: Unsheeting is only necessary if any changes are made to correct errors to an employee s job record or timesheet that can t be manually corrected on the payline, repeat steps Unsheeting is rarely done!! 31 Data Entry/Load Verification This can include may steps for one-time adjustments. N/A Review the Quick Reference Guide section on the Training Website for specific QRGs for adjustments, overrides, additions to one time earnings, deductions, and taxes. Note: If one time data entries are made, rerun steps again. Checklist Page 7

8 , Continued Step Description Navigation Quick Reference Guide 32 Review Custom Validation s Review these reports to assist with your payroll validation process. > ing Tools > Query > Query Viewer Queries to run: CTC_PAYCHECK_VAL (similar to Legacy report PS1320) CTC_DED_DETAIL (similar to Legacy report PS1330) 33 Summary (PAY018.SQR) Produces a summary of U.S. paycheck detail by Run ID. It includes amounts, earnings, employee deductions, employer contributions, employee and employer taxes. Info only > for > USA >Pay Period s > Summary Summary 34 Employee Not ed (PAY010) Produces a report of employee hours and earnings that were not processed for the pay period. Info only > for > USA > Produce > Employees Not ed Employee Not ed 35 Deduction Not Taken (PAY008.SQR) Produces a report of employee deductions that were not taken for the pay period. Also shows the deductions and amounts that went into arrears. Info only > for > USA > Pay Period s> Deductions Not Taken Deductions Not Taken Checklist Page 8

9 36 Deductions in Arrears (PAY007) Produces a report of all deductions in arrears that you take from employee paychecks at a date later than the regularly scheduled pay period. Info only > for > USA > Pay Period s > Deductions in Arears Deductions in Arrears 37 Deductions Register (PAY001) Generate the PAY001 register that lists 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. Info only > for > USA > Pay Period s >Deductions Register Creating a Deduction Register 38 Register (PAY002) Produces a report of paycheck data by name, employee ID, and department ID for all employees who receive a paycheck for a pay run and pay calendar. Info only > for > USA> Pay Period s > Register Creating a Register 39 Review Paychecks View information such as earnings, taxes, and deductions for a single paycheck. Research problems and respond to employee questions regarding a check without viewing multiple pages. Info only > for > USA > Produce > Review Paycheck Viewing Paychecks 40 Precalculation Audit (PAY035.SQR) Provides a detailed error listing (by company, pay group, and pay end date) of information that might cause problems during the Pay Calculation process (PSPPYRUN). It checks > for > USA > Produce > Running Precalculation Audit Checklist Page 9

10 employment taxes and identifies orphan records. This report is usually run after the paysheets are created, and before the calculation. Also as a troubleshooting tool, it can be run after calculation to help identify errors. Info only PreCalc Audit Note: Run the Precalculation Audit to ensure no errors remain prior to Final Pay Calculation. Do not run the Preliminary Pay Calculation. 41 Final Pay Calculation (PSPPYRUN.CBL) Provides a preliminary view of the payroll and any error that may still be present. Must uncheck Preliminary calc flag > For > USA > Produce > Calculate Pay Calculation 42 Check Error Messages View online the error messages generated during payroll processing. > for > USA > Review Messages > Review Error Messages Reviewing Error Messages 43 Review Pay Calendar Use the pay calendar to validate all PayGroups have been Calculated.(calculated flag is yes ) > for > USA > Create and Load Paysheets >Review Pay Calendars Reviewing Pay Calendars Checklist Page 10

11 44 Hours Adjustment (CTC_PEADJ_AE) Adjusts the hours to round to nearest ¼ hour for DRS reporting. Hours display in Pay Earnings page. Must be ran after the last Pay Calc. > for > CTC Custom > CTC es > Hours Adjustment 45 Review Custom Validation s Review these reports to assist with your payroll validation process. > ing Tools > Query >Query Viewer Queries to run: CTC_PAYCHECK_VAL (similar to Legacy report PS1320) CTC_DED_DETAIL (similar to Legacy report PS1330) Confirm This process assigns check numbers, applies direct deposit banking instructions, updates employee balance records, and sets data for all post confirm processing. Step Description Navigation Quick Reference Guide 46 PreConfirmation Audit (PAY036.SQR) Provides a detailed listing (by company, calendar year, pay group, month code, pay end date, and employee ID) of information that might cause problems during the Pay Confirmation process. It checks for potential duplicate keys, no active job record > for North America > USA > Produce > PreConfirm Audit Preconfirm Audit Checklist Page 11

12 found, prior unconfirmed payroll runs, and outstanding off-cycle checks. This report is usually run before confirm. Also as a troubleshooting tool, it can be run after confirm to help identify errors. 47 Confirmation (PAYCONF PSPCNFRM.CBL) Pay confirmation is the final step in running your payroll. Pay Confirmation process indicates that you've reviewed and approved all payroll information for this pay run, and that you're ready to produce paychecks. After a payroll has been confirmed, you can generate checks, advices, and any other payroll reports. You can also generate the direct deposit, general ledger, or any other interface. You can review an employee's check totals and payroll balances online. > For North America > USA > Produce > Confirm Pay Confirmation 48 Notification regarding Pay Confirm completed Send notification to SBCTC that payroll has been confirmed for all pay groups for your college/district.. Send to HCM- NOTIFY@sbctc.edu and others as appropriate This is done by the Administrator after step 47 has been completed. Post Confirm Step Description Navigation Quick Reference Guide Checklist Page 12

13 49 Review Pay Calendar Use the pay calendar to validate both pay confirmation checkboxes are checked. > for North America > USA > Create and Load Paysheets > Review Pay Calendars Reviewing Pay Calendars 50 Summary (PAY018.SQR) Produces a summary of U.S. paycheck detail by Run ID. It includes amounts, earnings, employee deductions, employer contributions, employee and employer taxes. > for North America > USA > Pay Period s > Summary Running Summary 51 Advice Register (DDP004.SQR) Produce a report of payroll amounts paid directly into the employee's bank account as direct deposits. This report is similar to PAY004 - Check Register. > for North America > USA > Create Direct Deposits > Direct Deposit Register Generating the Advice Register 52 Check Register (PAY004.SQR) Produces a report of all checks, in check number order, written in the pay period for each company > for North America > USA > Produce Checks > Check Register Check Register Checklist Page 13

14 in the organization. 53 Tax Deposit Summary (TAX001.SQR) Produces pay period details of federal, state, and local taxes that are withheld from employees, and liabilities incurred for employer-paid taxes. > for North America > Pay Period Tax s USA > Tax Deposit Summary Tax Deposit Summary 54 DRS Data Load from (CTC_DRS_LOAD_AE_ Run this job to load the DRS information from the payroll that was run > Benefits > CTC Custom > CTC es > DRS Data Load from This is run by the Benefits Administrator the working day after payroll confirms 55 DRS Redistribution (CTC_DRSRD_AE) Run this job to create the DRS Redistribution > Benefits > CTC Custom > CTC es > DRS Redistribution This is run by the Benefits Administrator about 2 days after the Data Load from has been run 56 Notification regarding DRS Send to SBCTC to let them know the above steps have been completed and information is ready to be sent to DRS Send to HCM- Notify@sbctc.edu This is done by the Benefits Administrator after steps have been completed 57 Add Pay Run ID to next Pay Calendar Add the Pay Run ID to the next pay calendar for each pay group processing in the next pay cycle. > Setup HCM > Product Related > Controls > Pay Calendar Table Adding the Pay Run ID to the next Pay Calendar allows employees to utilize the Paycheck Modeler tool for that pay period. Checklist Page 14

15 58 Create PDF Paychecks (PYCHKUSA) Create the PDF Paycheck for Employee Self Service > for > USA > Produce Checks > Create PDF Paychecks Run after payroll has confirmed. You can enter Days From Check Date field with the number of days prior to pay day that you will allow employees to view their paycheck information. This should be a negative number. This can also be set as a default in Setup HCM. 59 Create PDF Advice Forms (PYDDAUSA) Create the PDF Advice Forms for Employee Self Service > for North America > USA > Create Direct Deposits > Create PDF Advice Forms Run after payroll has confirmed. You can enter Days From Check Date field with the number of days prior to pay day that you will allow employees to view their paycheck information. This should be a negative number. This can also be set as a default in Setup HCM. Checklist Page 15