PAYROLL 8.

9 TRAINING GUIDE PAYROLL DATA

Payroll Payroll Data Payroll Data 8.9 Training Guide

TABLE OF CONTENTS
1. 1.1. 1.2. 1.3. 2. 2.1. 2.2. 3. 3.1. 3.2. 3.3. 3.4. INTRODUCTION...............................................................................................................................1 PAYROLL DATA:............................................................................................................................ 1 FUNCTION: PAYROLL .................................................................................................................... 1 OBJECTIVE(S)...............................................................................................................................1 ENTRANCE CRITERIA .................................................................................................................... 1 PREREQUISITE(S)/PRECEDING PROCESS(ES) ................................................................................ 1 INPUT DATA.................................................................................................................................. 1 PROCEDURAL STEPS .................................................................................................................... 2 ACCESSING PAYROLL OPTIONS PAGES.......................................................................................... 2 ACCESSING PAYROLL OPTIONS 1 PAGE ......................................................................................... 4 ACCESSING PAYROLL OPTIONS 2 PAGE ......................................................................................... 6 CLOSING/COMMENTS ................................................................................................................... 9

Payroll Payroll Data Payroll Data 8.9 Training Guide

1. INTRODUCTION
<Training Content is created by the functional teams as they develop the process and the system. Insert any overall introduction here although for training content the brief statement of Process, Application and Objective that follow are usually sufficient unless this document is to serve as the final training material.>

1.1.

Payroll Data:

The Payroll Data pages are optional and offer override capabilities of employee payroll processing information pertaining mostly to check address data and other delivery options.

1.2.

Function: Payroll

<Usually just the header that names the location of the transaction in the application. >

1.3.

Objective(s)
Understand Payroll Data maintenance Access the Payroll Data pages Create Payroll Data entries

By the end of this chapter the user will be able to:

2. ENTRANCE CRITERIA
2.1. Prerequisite(s)/Preceding Process(es)
<The training team should identify prerequisites to training (e.g. Basic Navigation of Peoplesoft, Security access to systems, etc.) >

2.2.

Input Data

< The Training team should document the input form or source (e.g., sample documents, Client data, Training team data) prior to conducting the training exercises. > No.
1 2

Input Form or Source

Field Value / Comments

Payroll Payroll Data Payroll Data 8.9 Training Guide

3. PROCEDURAL STEPS
3.1. Accessing Payroll Options pages

3.1.1. Access the Payroll Data pages by following the navigation path
Navigation
> Payroll for North America > Employee Pay Data USA > Update Payroll Options

3.1.2. Enter as many indicative search fields as needed to select the appropriate employee or narrow the search to a manageable list of employees matching the search criteria entered. Entry into at least one field is required. Field /Button Name
Employee ID Company

R/O/C

Description

Values

Comments

O O

Enter an Employee ID Enter name of the company that issued the contract, if available. Enter Pay Group if available. And/or enter a portion of the employees Name, (last,first) And/or enter a portion of
2

Pay Group Name

O O

Last Name

Payroll Payroll Data Payroll Data 8.9 Training Guide

Field /Button Name

R/O/C

Description

Values

Comments

the employees Last Name only, Second Name Second Last Name Alternate Character Name Include History O O O Enter Second Name if available. Enter Second Last Name if available And/or enter Alternative Character Name, if applicable (Global feature), Select this checkbox if you want to view all history for this employee Select this checkbox if you need to correct any data for this employee. This feature is not available to all users . Select this checkbox if you want your search to be case sensitive

 Correct History
Explain how <CLIENT> uses the correct history

Correct History

Case Sensitive

Table Legend explanation of R/O/C abbreviations: Table Legend R (Required) The field listed is a required field. Data must be entered for the transaction to be completed. Required fields are designated by an asterisk preceding the field name. The field listed is an optional field. Data may be entered but it is not required to complete a transaction. When a business variation warrants data in this field, it should be entered.

O (Optional)

C (Combined) The field listed is required only if other related fields have not been populated. The requirement is combined across two or more fields; it is required that one of the fields listed be populated. D (Display) E (Empty) The field listed is a display only field. Data cannot be entered into this field. The field listed should be left blank in most cases.

Payroll Payroll Data Payroll Data 8.9 Training Guide

3.1.3. Press ENTER or click the SEARCH button. If the search criteria entered matches only one employe then the following page will render. Otherwise, a list of employees matching the search criteria will be returned. Select the appropriate employee from the list by double-clicking the entry.

3.2.

Accessing Payroll Options 1 page

3.2.1. Employee Payroll Data tabs are rendered after selecting an employee from step 3.1.3 - Accessing Payroll Options Pages 3.2.2. The Payroll Options 1 tab is rendered.

3.2.3. Enter the appropriate data Field /Button Name

Employee Name

R/O/C

Description

Values

Comment s

Employee Name: Defaults from the selection criteria entered on the search page. ID EmplID that defaults from the selection criteria
4

EX Locherty, Betty

ID

EX KU0007

Payroll Payroll Data Payroll Data 8.9 Training Guide

Field /Button Name

R/O/C

Description

Values

Comment s

entered on the search page. Company D Company - Defaults from the selection criteria entered on the search page. The check print program uses this field to indicate what address should print under the employee's name on the check stub. O Select to indicate that the check should be handed out as part of a regular company distribution. Select to indicate that the check should be mailed using the Postal Service. EX GBI

Paycheck Delivery Option

Company Distribution

Postal Service

Distribution Mail Option Home Address O Select this option to send checks to the employee's Home address. Select this option to send checks to the employee's Mailing address. Select this option to send checks to the employee's Check address. Click the link to update the employee's check address here rather than on the Personal Data component. R R O Enter date that address has been effective Select whether address is active or inactive Enter country of
5

Mailing Address

Check Address

Update Check Address (link)

Effective Date Status Country

Payroll Payroll Data Payroll Data 8.9 Training Guide

Field /Button Name

Edit Address(hype rlink)

R/O/C

Description

Values

Comment s

address O Click to edit address. Click the plus button to add more addresses.

See Table Legend in section 3.1.2 above for an explanation of R/O/C abbreviations.

3.3.

Accessing Payroll Options 2 page

3.3.1. Employee Payroll Options tabs are rendered after selecting an employee from step 3.1.3 - Accessing Payroll Options Pages 3.3.2. Access the Payroll Options 2 by selecting the appropriate tab: the following page will render.

3.3.3. Enter the appropriate data

Field /Button Name

Employee Name

R/O/C

Description

Values

Comments

Employee Name: Defaults from the selection criteria entered on the search page. ID EmplID that defaults from the
6

EX George Garfield

ID

EX KUZ106

Payroll Payroll Data Payroll Data 8.9 Training Guide

Field /Button Name

R/O/C

Description

Values

Comments

selection criteria entered on the search page. Company D

L (Primary Pay Group)

The primary pay group controls whether deductions or additional pay should be taken for the pay period. PeopleSoft recommends selecting the pay group in which the employee is paid most often. Leave this field blank and the system uses the default pay group associated with the first job into which the employee was hired.

Company - Defaults from the selection criteria entered on the search page. Displays only when the employee has multiple jobs and identifies the pay group for which a consolidated paysheet will be created when an employee is being paid for jobs in different pay groups during the same pay run.L These fields specify which location code is used as a sort option for printing paychecks for this pay group.L

EX GBI

(Primary Pay Group)

Paycheck Location Option L Paycheck

Location Option
These fields specify which location code is used as a sort option for printing paychecks for this pay group. The Pay Group Table must be set with the appropriate options.

-Home Department Location

Select to use the Location Code (in the Department Table) associated with the Department ID on the employee's Job record as a sort option for printing checks, or Select to use the Location on the employee's Job record as a sort option for printing checks, or Enter a different location code to use as a sort option for printing checks and the system uses the Designated Agent Address and transmits the check for office delivery. Enter the appropriate SetID if Other Location is selected as the Paycheck Location Option above.

-Job Location

-Other Location

SetID

Payroll Payroll Data Payroll Data 8.9 Training Guide

Field /Button Name

Location CD

R/O/C

Description

Values

Comments

Enter the appropriate Location CD if Other Location is selected as the Paycheck Location Option above. Enter the employee's mail drop ID. Indicate a name, other than the employee name entered on the Personal Data record, to whom the paycheck should be made out.L Use the options in the Deductions Taken group box to indicate how to take deductions for an employee. Selections made on this page override the values that are entered for the pay run in the General Deductions Taken field on the Pay Calendar table.

Mail Drop ID L Paycheck Name

This field is not formatted so enter the name exactly as it should appear on the check.

O O

Paycheck Name

Deductions Taken

-Deduction Taken

Select one of the following: NoOverride: This is the default value. If this is unchanged, the deductions that are specified on the Pay Calendar table are not overridden on the paysheet at this stage in deduction override evaluation processing. Deduction: Select this value to process the standard general deductions for this employee as set up on the Deduction table. None: Select this value if no general deductions should be taken out of the paycheck.

Payroll Payroll Data Payroll Data 8.9 Training Guide

Field /Button Name

R/O/C

Description

Values

Comments

L Deduction Subset
ID
Alternative: Use paysheets to indicate any exceptions by selecting a Deduction Subset for special, one-time payroll runs in which a Deduction Subset to applies.

Subset: Select this value to take only those general deductions that are included in the deduction subset that you specify in the Deduction Subset ID field. -Deduction Subset ID O You must specify the subset ID if you select Subset in the Deductions Taken field.L

See Table Legend in section 3.1.2 above for an explanation of R/O/C abbreviations.

3.4.

Closing/Comments

Access Payroll for North America PeopleBooks for more information on the following: Working with Paysheets "Defining Deductions" - Creating Deduction Subsets Working With Paysheets Defining Deductions Creating Deduction Subsets