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Salary Projection Procedure

Payroll Commitment/Projection Menu

The Payroll Commitment/Projection Menu provides users access to a comprehensive projection system to provide payroll projection facilities to support several purposes. These purposes include, but are not limited to, the following:

  • Projection of payrolls for commitment purposes.

  • Projection of payrolls to compare current costs with one or more bargaining scenarios.

  • Prepare a projection for purposes of loading transactions to atrieveERP's budget planner.

The projection system is comprehensive and projects earnings and benefits costs. The current version depends on the use of the financial report writer contained in the Budgetary Accounting System.
Depending on your projection purpose and how you respond to the prompts when processing the reports, your report details will be tailored. This Projection module can be used for groups of employees, specific GL's. The projection is a per payroll report.

System Set Up Steps

The following lists the necessary set up steps involved in projecting gross employee salaries.

Use the Salary Grid Adjustments process to generate a new set of base salary and/or base hour values including the adjustment, into a grid point other than grid point one. Alternatively, you can manually enter the projected salary grids in the Salary Grid Database. Use grid points 2,3 or 4 etc.

Salary Grid Adjustments (Payroll)

Use Grid Point 1,2,3 OR 4

  • Enter the number that represents your active Grid (usually 1).

  • Enter Destination Grid Point

  • Enter the grid number where the results of the increase are to be stored. Enter Grid 2,3 or 4.

  • Move Rate, Hours or Both

  • Enter R for Rate.

  • Adjust Rate, Hours or Both

  • Enter R for Rate.

  • Fixed Amount Increase

  • Percentage Amount Adjustment

  • Enter the percentage you wish to project. For example, to project an increase of 2.0%, enter 1.02.

  • Enter A Minimum Amount

  • Enter A Maximum Amount

  • Enter Starting Grid for Range

  • Rate to Whole Dollar

Enter 'D' if you want the adjusted rate to be rounded to 3 decimal places.

Enter 'R' to have the adjusted rate rounded to the nearest whole dollar.

Enter 'T' to have the adjusted rate truncated to a whole dollar amount.

Enter 'W' to have the adjusted rate rounded to two decimal places.


Salary Grid Database Inquiry (Payroll)

You can also generate a Salary Grid Report from the same database.

  • Create your future years calendars using the Calendar Copy option on the database menu Calendar Copy.

  • Select Calendar Pay Period Range

  • For all Non-Biweekly pay cycles system will increment by 1 year. The Pay Start, Pay End, Cheque Date, Bank Year, Acct Period as well as pay period will be incremented by one year.

  • All Biweekly pay cycles will increment based on a 14-day cycle. The system can only acknowledge Biweekly pay cycles as those pay cycles set with 26 or 27 Number of Periods under the Pay Cycle database. The following screen displays all pay cycles found in the pay period range and shows if the pay cycle is acknowledged as Biweekly.

  • You can change your initial settings if required or enter Y to accept initial settings. Calendars will then be generated based on those initial settings.

  • System Creates Calendars

  • All information can be edited.

Payroll Projection Run (Payroll)

The Payroll Projection Run calculates salary costs, and employer expense for a range of periods. The program uses the calendar to determine the number of pay periods to project for each pay cycle code and to determine the number of pay periods to be used in the projection of the benefits costs which are identified by the deduction frequency codes. Each payroll calendar entry indicates the base salary grid from 1 to 12. These are used to determine the appropriate salary for the calculation of total earnings for each period. Changing the grid number in a calendar from 1 to 2 will cause the program to access the second set of grid figures within a salary grid to project the salary costs for that pay period. The hours are not adjusted unless the percentage employed option is being used.

Before beginning a projection run and its following steps, examine the user specific profile and verify the setting the flag that influence the commitment accounting. The flag to check is Field #37, Commitment Accounting in the User Specific Parameters. This must be set to 'Y' when commitment accounting is being used. The second portion of Field #37 refers to the commitment year. Set Field #37 to 'N' when you are using the Projection Process for reporting only.

The payroll projection program prepares a projected work file. This work file is used by many of the programs in this section. A single projection can be used to load commitments or commitment adjustments. This program is the starting point for all projection activity. The program creates the data file PRPJØ1.DAT which is used as input to the remaining steps in this section. The GL Preload Commitment Report will report the contents of this file.

  • Run the Payroll Projection Run (Payroll). 

  • Choose 'P' for Projection. 

  • This process will calculate the salary costs and employer expenses for a range of periods. 

  • The run projects the employee's salary per period based on their function line salary grid and the salary grid level entered in the payroll calendar. 

  • The run uses the payroll calendar to determine the number of pay periods to project based on the pay cycle code selected. Also, it uses the deduction frequency codes on the employee's master in combination with the payroll master to project the associated benefit costs.

Payroll Projection Run (Payroll)

  • Run for Commitment Process Or Projection Only

  • Enter 'P' to generate a projection report. Note that any Contract function lines will be treated as Annual Salary for projection purposes.

  • Enter the Start Period

  • Enter the End Period

  • Press enter to move through the following prompts:

  • Reduce End Period

  • Enter Employee Types to Project

  • Enter Pay Codes to Exclude

  • Include Projected Vacation Adjustments

    • This needs to be tested on your different payroll setups. The system has been programmed to work as a Pay Estimate duplicate, so what is calculated on Pay Estimate is what will calculate for the projection dollars.

  • Enter Period to Clear YTD Deductions

  • Enter Period to Clear Selective Deductions

  • Salary Grid Selection

    • Enter 2 or the Salary Grid point that contains the projected salary amounts.

    • B = Bank

    • P = Pay Code

    • D = Deduction


GL Preload Commitment Report (Payroll)

The GL Preload Commitment Report allows the values generated from the above Payroll Projection Run to be reviewed.

The Preload report is shown as three sections. The first portion shows the details per GL. The second portion is a GL summary and the third portion list a summary by pay code, storage bank code and deduction code. These values are related to the range of GL's selected for the report.

  1. Run the GL Preload Commitment Report to print/view the information gathered from the Payroll Projection Run. Record the job number in the upper right-hand corner. NOTE: If you use the Payroll Commitment module, remember to re-run this report with the correct monthly parameters before running the Load Commitment Adjustments process.
    Enter Start GL Account
    Enter End GL Account
    Report Full or Summary Only
    Suppress Zero Details
    Summary Sort by GL Or GL Level

  2. View your Report us the Report and Log Viewer on your Main Payroll Menu



BPS PROJECTION INTERFACE

The BPS Projection Interface loads an interface file with the transactions generated from the Payroll Projection Run for exporting into the BPS system. The interface file is named ###%%%%PRINØC.YPP, where ### is the Finance interface code and %%%% is the Payroll ID code, both from the OPS Master Profile. The projection records will be compressed by GL account code or by GL account code per employee, depending on whether the employee number is selected for loading into the reference data.

  • Run the BPS Projection Interface

  • Employee Number

  • Enter 'Y' or enter to load the employee number into the reference data line of the BPS interface. Selecting the employee number will also define that the projection records will be compressed by GL account code and employee number.

  • Enter 'N' to omit the employee numbers from the reference data loading. Omitting the employee number will also determine that the projection records will be compressed by GL account code only.

  • Employee SIN

  • Employee Name

  • Projected Hours

  • Enter 'Y' or enter to load the employee's hours into the reference data line of the BPS interface.

  • Enter 'N' to omit the employee's hours from the reference data loading.

Interface Processing Details:

  1. OPS 3,2,9,6 for the BPS Projection Interface. This loads the projected payrolls into the forecasting model.

    • Run this process to create interface files, the file will be saved on the SRB Server under e.g. DKD2: [LIVE.INTERFACE]

    • The name of the file will be XXXXXXPRINOC.PPP where the PPP is the pay period that the projection begins.

    • Make sure the output is to email.

    • Take all defaults other than SIN, this would be a No.

  2. Log into your FTP, connecting to the [Live.Interface] directory.
    Locate your files and transfer to your computer.

  3. BPS 5,3,2 is your Salary and Benefit Projection upload of the payrolls.

    • This process will upload future payroll costs into BPS. Run this separately for each payroll.  “F” = Final

    • TEATEACPRINOC.(first projection period)     Batch 001

    • ADMADMNPRINOC.(first projection period)   Batch 002

    • SUPSUPPPRINOC.(first projection period)    Batch 003

    • Enter Interface File Name, <ENTER>, it will bring up the saved files in the directory, find your file, hit S for select, the X for exit.

    • Send to your email and save the file in the forecast subfolder.

Additional Payroll Projection Processing Details:

  1. Payroll related expenses are forecasted in OPS using the Payroll Projection Menu. For Forecasting purposes, only ADMN, TEACH and Support payrolls (function line payrolls, not time sheet generated) are estimated.

  2. It is assumed that the TTOC and Casual costs to date are picked up on the periods already posted, and an estimate of future costs is manually done after looking at trends and unusual or expected situations.

  3. Check what pay periods have been posted in each payroll, load the next un-posted pay period to the final pay period at the end of the fiscal year. (e.g.)


      1. TEAC – last update 201502, load 201503 – 201512, Batch #12HFFO

      2. ADMN – last update 201502, load 201503 – 201512, Batch #12HFGO

      3. SUPP – last update 201503, load 201504 – 201514, Batch #12HFHO

  4. When running a payroll projection that spans over 2 calendar years, make sure that you enter the period to clear the YTD deductions, usually the first pay period of the second year.

  5. Payroll projections will always be calculated after the last payroll for the month has been run and posted. Always check with payroll prior to starting process to make sure Payrolls have been posted and updated.

  6. Payroll projections have to be run separately for each payroll type.