Additional Pay – Earnings that an employee will be paid on a regular basis in addition to regular pay and does not add to base pay for overtime calculation. Examples are housing allowance, legislative monthly allowance, fringe benefits, recovery of wage overpayment, uniform allowance, etc. Do not confuse additional pay with a one-time payment, such as overtime or suggestion awards which Central Payroll will enter directly on the paysheet. This also is not earnings that were not processed during the regular payroll run.
Effective Date - A method of dating information in PeopleSoft Enterprise applications. Information can be predated to add historical data to the system, or postdate information in order to enter it before it actually goes into effect. By using effective dates, values are not deleted: new values are entered with a current effective date.
EmplID – System Generated Employee Identification Number.
Employee Self Service - Self-service transactions are extensions of the core Edison system. It enables employees to update their personal information or to perform some basic task required by their job.
Final Pay Calculation - Final calculation performs the same calculations as preliminary calculations. Final calculation produces the final results of the payroll. It sets the Locked for Confirm indicator to prevent automatic updates to the paysheet when certain employee pay data is changed.
Garnishments - PeopleSoft can process several types of garnishments:
Child, spousal, or dependent support - Court-ordered deductions for support of another person, whether it is a child, ex-spouse, or dependent.
Tax Levies – Federal- or state-mandated deductions for delinquent tax payments.
Creditor garnishments - Deductions derived from an employee not paying an obligation to a creditor.
Administrative wage garnishments - Federal-mandated deductions for delinquent non-tax debts owed to the U.S. government.
Student Loan - Deductions for delinquent loans for education granted under the Federal Family Education Program.
Bankruptcy order - Deductions for employee declared bankruptcy, which are paid to a trustee of the federal court handling the payments to the employee's creditors.
Wage assignment - Voluntary employee deduction based on an agreement to directly transfer part of their wages to another party.
General Deductions - Deductions that do not offer benefits such as charity fund, savings bonds, TSEA Dues, etc. With Edison, several benefits have moved to general deductions. Those deductions include Long Term Care, Universal Life, Term Life, 457-American General, and 403b. The 457 American General and 403b are closed plans. Long Term Care, Universal and Term Life are moving to general deductions because of premium factors and age graded tables to name a few.
National ID – Social Security Number
On-Cycle – On-cycle processing refers to executing regularly scheduled Payroll processing events. In PeopleSoft, these are recurring runs for which period, calendar, and calendar groups have been predefined. Every effort should be made to process all employees on the on-cycle. The on-cycle payroll closes processing for the current pay period.
For example, a paygroup with a monthly frequency has twelve regularly scheduled on-cycle payrolls each year and a paygroup with a semi-monthly frequency has 24 regularly scheduled on-cycle payrolls each year.
Off-Cycle – Off-cycle payroll processing refers to processing payments and making corrections to finalized results outside of the normal payroll schedule. Off-cycle transactions are typically made to correct prior payments or to make early termination payments that cannot wait until the next scheduled on-cycle payroll. Off-cycle processing opens up payroll processing for the next pay period.
Pay Confirmation - Pay confirmation is the final step in processing payroll. Running the Pay Confirmation process indicates that the results of the payroll process have been reviewed and approved for this pay run. It also indicates that checks and direct deposit are ready for creation.
After a payroll has been confirmed, checks, direct deposits and any other payroll reports can be generated. Employees may View Paycheck through Self Service after the pay confirmation process.
Pay Cycle - The set of rules that define the criteria by a payroll processing cycle is built.
Paysheets - Paysheets are similar to a worksheet in Excel; they are similar to a ledger for time reporting. Paysheets have on average 7 employees per sheet.
Administrative wage garnishments - Federal-mandated deductions for delinquent non-tax debts owed to the U.S. government.
Student Loan - Deductions for delinquent loans for education granted under the Federal Family Education Program.
Bankruptcy order - Deductions for employee declared bankruptcy, which are paid to a trustee of the federal court handling the payments to the employee's creditors.
Wage assignment - Voluntary employee deduction based on an agreement to directly transfer part of their wages to another party.
General Deductions - Deductions that do not offer benefits such as charity fund, savings bonds, TSEA Dues, etc. With Edison, several benefits have moved to general deductions. Those deductions include Long Term Care, Universal Life, Term Life, 457-American General, and 403b. The 457 American General and 403b are closed plans. Long Term Care, Universal and Term Life are moving to general deductions because of premium factors and age graded tables to name a few.
National ID – Social Security Number
On-Cycle – On-cycle processing refers to executing regularly scheduled Payroll processing events. In PeopleSoft, these are recurring runs for which period, calendar, and calendar groups have been predefined. Every effort should be made to process all employees on the on-cycle. The on-cycle payroll closes processing for the current pay period.
For example, a paygroup with a monthly frequency has twelve regularly scheduled on-cycle payrolls each year and a paygroup with a semi-monthly frequency has 24 regularly scheduled on-cycle payrolls each year.
Off-Cycle – Off-cycle payroll processing refers to processing payments and making corrections to finalized results outside of the normal payroll schedule. Off-cycle transactions are typically made to correct prior payments or to make early termination payments that cannot wait until the next scheduled on-cycle payroll. Off-cycle processing opens up payroll processing for the next pay period.
Pay Confirmation - Pay confirmation is the final step in processing payroll. Running the Pay Confirmation process indicates that the results of the payroll process have been reviewed and approved for this pay run. It also indicates that checks and direct deposit are ready for creation.
After a payroll has been confirmed, checks, direct deposits and any other payroll reports can be generated. Employees may View Paycheck through Self Service after the pay confirmation process.
Pay Cycle - The set of rules that define the criteria by a payroll processing cycle is built.
Paysheets - Paysheets are similar to a worksheet in Excel; they are similar to a ledger for time reporting. Paysheets have on average 7 employees per sheet.
Payline - Paylines are individual employees on a paysheet. Paylines are similar to rows in a spreadsheet.
Preliminary Pay Calculation - Preliminary calculation is your first round of calculations and may be run several times during a payroll processing cycle. Preliminary calculations provide gross to net results. While processing preliminary calculations, changes can still be made and issues resolved.
Reverse Paychecks - A reversal is appropriate when a check or payment has been produced and it is subsequently realized that the check or payment should not have been processed at all, or produced with incorrect information, and the check has not been cashed or deposited.
Examples:
An employee is terminated at the end of the last pay period and receives what should be the final paycheck. However, the Human Resources department fails to enter the termination into the system. So, when paysheets are created and processed for the next pay period, the system produces a paycheck for the employee. The employee's supervisor reports the termination to the Payroll department and that no check should have been produced. The Payroll department runs a reversal on the incorrectly issued check backing it out of the system.
An employee was not paid at the right rate.
An employee was taxed in the wrong state.
Retro Pay – PeopleSoft Payroll automatically generates retro pay requests when the HR department makes pay-related changes to Job Data. The system also automatically generates retro pay requests when Central Payroll creates Additional Pay records with an effective date earlier than, or equal to the pay end date of the last check paid to the employee.
Updates to the specific Job Data fields create retro pay requests when the effective date of the change is earlier than, or equal to, the pay end date of the last check paid to the employee. These fields are Compensation Rate, Employee Status, Shift, Compensation Frequency, Standard Hours, Shift Rate, Shift Factor, Effective Date, Effective Sequence, FLSA status
Run Control ID - A unique ID to associate each user with his or her own Run Control Table entries.
Human Resources:
Payroll retrieves an employee’s national ID number, address, and job compensation.
Payroll retrieves funding source information for earnings and fringe costs from Commitment Accounting.
Sets up a trigger for retroactive processing when there is a change in an employee’s job compensation.
Benefits Administration:
Sets up a trigger for retroactive processing when there is a change in an employee’s benefits enrollment.
Payroll retrieves the benefit plans for which an employee is eligible from Benefits Administration.
Self-Service:
Payroll transmits employee pay data for PeopleSoft ePay for online access by employees.
Pyroll retrieves online employee changes to direct deposit information, W-2 reissue requests, and federal W-4 tax information.
Time and Labor: Payroll loads time and labor data, such as payable time, to paysheets for processing.Payroll sends labor distribution information (time and labor costs) to Time and Labor.
General Ledger:
Payroll transmits the expenses and liabilities that are incurred from a pay cycle to the General Ledger application.
Set Up and Maintain Employee Pay Data
Employee pay data includes personal data, job data, benefits data, and federal, state/provincial, and local tax information, general and benefit deductions, additional pay, garnishments, savings bonds, and direct deposits.
Process the Payroll
The basic steps of payroll processing are: create paysheets, pay calculation, pay confirmation, and generate checks and direct deposits.
Set Up and Maintenance of Core Payroll Tables
Core payroll tables are required to implement the PeopleSoft Payroll application, including organization tables, compensation and earnings tables, deduction tables, pay calendar tables, garnishment tables, vendor tables, general ledger interface, tax tables, retroactive processing, and tip allocation. PeopleSoft updates tax tables annually.
