This article provides an overview of each process. During this Analysis, the two primary areas
of focus will be Configuration (Control) Tables and Maintain Payroll Data.
PeopleSoft Payroll Processing can be
logically divided into the following 4 categories:
- Configuration
(Control) Tables - Validation and data integrity controls required to
process payroll
- Maintain
Payroll Data - Employee level maintenance of payroll data
- PeopleSoft
Payroll Processes - Iterative
processing required in production of paychecks (based on pay frequency)
- Reporting capabilities - Blend between
standard reports delivered by PeopleSoft and packaged reporting tools
Configuration
Tables
The
control tables within PeopleSoft are used to enforce data integrity and allow
for standard coding that can be used to group employees and data for
processing.
1) HR
Configuration Tables
Navigation Path: Go, Define Business Rules, Define General Options OR
Manage Human Resources
Certain control tables are required for HR – these
tables also impact PeopleSoft payroll
-
Installation Table
-
Company Table
-
Business Unit Table
-
Department Table
-
Location Table
-
Job Code Table
2) Payroll
Process Tables
Navigation
Path: Go, Define Business Rules, Define Payroll Process
These tables are used specifically by PeopleSoft
payroll for processing
Required Payroll Process Tables
-
Bank / Branch Table
-
Source Bank Table
-
Earnings Table
-
Earnings Program Table
-
Deduction Table
-
General Deduction Table
-
Company General Deduction Table
-
PayGroup Table
-
PayRun Table
-
Pay Calendar Table
-
Balance Table
-
Shift Table
-
Form Table
-
Holiday Schedule Table
-
Comp Rate Code Table
-
Benefit Program Table
Optional
Payroll Process Tables
-
Deduction Subset Table
-
Garnishment Payee Table
-
Account Code Table
-
US Savings Bond Table
-
Special Accumulator Table
-
Pay Message Table
-
Retro Pay Program Table
-
Final Check Program Table
3) Payroll
Tax Tables
Navigation
Path: Go, Define Business Rules, Define Payroll Taxes
These tables contain the basic information needed
for government and company required tax processing
Tables
maintained by PeopleSoft through tax updates
- Federal/State Tax
Table
-
Local Tax Table
-
State Reciprocity Table
-
Local Reciprocity Table
-
Taxable Gross Definition Table
-
SWT Marital Status Table
Tables
maintained by Fleet
-
Tax Location Table
-
Company Local Tax Table
-
Company State Tax Table
-
Tax Reporting Parameters Table
Maintain Payroll Data
The Maintain
Payroll Data menu with PeopleSoft Payroll contains the pages that you use to
maintain payroll-specific data, such as tax information, additional pay,
general deductions, savings bonds, direct deposit, and garnishments
information. This information within
PeopleSoft HRMS works in conjunction with the HR Administer Workforce and
Benefits pages to utilize reference employee data for the payroll
calculation. Due to the close
integration of PeopleSoft HR and Payroll modules - data entry is generally
performed by a consolidated HR/Payroll key entry organization.
1)
Employee level Payroll Data
Navigation Path: Go, Compensate Employees, Maintain Payroll Data
-
Federal Tax Data Table
-
State Tax Data Table
-
Local Tax Data Table
-
Deductions Table
-
Additional Pay Table
-
Direct Deposit Table
-
Garnishment Specification Data Table
-
Savings Bonds Specification Table
PeopleSoft Payroll Processes
PeopleSoft processes and creates paychecks
using the configuration and employee level payroll data discussed in the
previous two sections. Processing is
performed iteratively in order to minimize errors in final check production. Processing is performed using a three step
process – 1) Create Paysheets, 2) Run Pay Calculation 3) Run Pay
Confirmation. An overview of each step
of the process is contained below.
1) Create
Paysheet
Navigation Path: Go, Compensate
Employees, Manage Payroll Process
PeopleSoft Payroll generates
Paysheets through an on-demand process.
This process selects the employee level information for each employee
contained within the system – then generates a paysheet for that pay period
based on the available information. The
paysheet can then be used to enter one-time hours, earnings, taxes, or
deductions that will be needed on a one-time basis.
When the
paysheet process is executed, PeopleSoft payroll performs the following tasks:
-
Initializes
input for salary or hourly rates, hours, additional earnings, tax methods, and
accounting information.
-
Provides a data entry point for hours, additional
earnings, one-time deductions, one-time garnishments, one-time taxes, and
overrides to previously established employee-level data, such as the department
to which an earnings should be charged.
-
Allows earnings and hours to be divided among two
or more departments, accounts, locations, and so forth.
-
Works with the Pay Calendar and Holiday Schedule to
automatically set up the holiday earnings code and hours for any pay period
that contains a holiday, using the holiday earnings code you establish on the
Pay Group Table.
-
Establishes prorations for employees who work for
only part of a pay period or have a data change (such as a pay increase or
department change).
-
Creates multiple lines for employees who work at
multiple jobs during a pay period (providing you are using the multiple job
feature and have multiple jobs—employment record numbers—established for your
employees).
-
Provides for the printing of turn-around or data
entry documents, which you can distribute to department managers or
supervisors.
-
Automatically approves paysheet data as specified
by the Confirmation Required flag on the Pay Group Table.
Once
you’re satisfied with the data on paysheet, each paysheet is approved (marked
‘OK to Pay’) and you’re ready to run the Pay Calculation Process.
2) Pay
Calculation
Navigation Path: Go, Compensate Employees, Manage Payroll Process
Pay Calculation (CALCPAY) processes
all the information you’ve set up on the PeopleSoft HRMS and PeopleSoft Payroll
tables and at the employee level—combined with the additional information
provided on paysheets—to perform gross to net processing and calculate payroll.
The Pay Calculation Process is run iteratively. After each calculation is run, paychecks and
messages can be reviewed. Changes can be
made to individual paylines and paysheets to resolve issues. An overview of the
final paycheck by employee can be viewed within PeopleSoft Payroll. When you are satisfied with the results of
your preliminary Pay Calculation runs and you have corrected all errors, you
are ready to run the final Pay Calculation and proceed to Pay Confirmation.
Pay Confirmation
Navigation
Path: Go, Compensate Employees, Manage Payroll Process
Pay
Confirmation is the final step in the payroll process. During the Pay Confirmation process, the
system updates balances and assigns check numbers and advices. Once you have confirmed payroll, you can
generate direct deposit, general ledger interfaces, payroll reports, and print
checks.
Some additional PeopleSoft Processes that are
delivered with PeopleSoft Payroll include Final Check Processing and
Retroactive Pay.
PeopleSoft Payroll Reporting
PeopleSoft delivers various delivered
reports to handle reporting requirements in the following areas: Direct
Deposit, General Payroll and Tax. In
addition, PeopleSoft delivers the following tools for additional reporting
options:
-
PeopleSoft Query
-
Crystal Reports
-
PS/nVision
-
SQRs
