The Deduction Advance Pay Calculation Process calculates the advance amounts based on gross or net pay. This process is to be used in conjunction with the specialized Group 0 Type 1 Advance and Reclaim Deduction code.
This process will calculate and update the advance amount as a negative amount on to the employee's Advance and Reclaim deduction amount field. A negative deduction amount will pay the employee. The reclaim of the advance is driven based on the Year To Date balance of this specialized deduction.
In order to calculate an advance amount based on the net pay or gross timesheet value, the Earnings Detail, Earnings Summary and Payroll Processing of the month end payroll must be run ahead of time.
Advance amounts on employees that are On Leave With Benefits will not be paid out. Terminated and On Leave employees are inactive and will also not be paid.
Please refer to the complete documentation of the Advance and Reclaim Deduction, Group 0 Type 1 under the deduction code database.
Default Prompt Storage & Retrieval.
This process includes the option to maintain multiple sets of stored prompts.
Name the prompt sets by defining a title up to 10 characters, with a 30 character description.
On the first prompt click the Report Defaults icon to select an existing set of prompt values. You can delete prompt sets or change the description from the Report Default icon.
Batch and Print Queue Screen
NOTE: This job will run only in batch.
Enter Advance/Reclaim Deduction Codes
Enter 1 to 25 Advance and Reclaim Deduction codes. This deduction must be defined as Group 0 Type 1 deduction.
Select clear icon to clear the selected deductions.
Enter Advance Percentage
Enter the percentage of salary to be used in determining the advance amount.
Enter Pay Code Include/Exclude
Enter 'E' to indicate the following pay code list defines pay codes that will be excluded from the salary total used in calculating the advance amount.
Enter 'I' to indicate the following pay code list defines the pay codes that will be included in the salary total used in calculating the advance amount.
Enter Pay Codes
Enter all pay codes that will define the include/exclude list for determining the salary to be used for calculation of the advance amount.
Select clear icon to clear the selected pay codes.
Advance Based On Function Lines, Net Or Gross Pay
Enter 'F' to calculate the advance amount based on the gross salary defined on the function lines.
Enter 'N' to have the advance amount calculated based on the net pay amount. This option requires a month end payroll be completed up to the end of Payroll Processing. The advance amount will be calculated on the employee's gross earnings less deduction while omitting the Advance and Reclaim deduction amount as defined by this process.
Enter ‘G’ to have the advance amount calculated based on a percentage of the total gross when employees are paid by timesheet entry. This option requires all timesheet related to the advance be entered in to the month end pay periods and the month end payroll be completed up to the end of Payroll Processing. The advance amount will be calculated based on the non-excluded gross earnings.
When Calculate based on 'F'unction line was selected:
Report All Or Selected Employees
Clear Terminated / On Leave / On Leave With Benefits / All
Enter or clear any selected statuses when the advance amount on inactive employees should not be cleared.
Enter 'A' when all inactive employees should have the advance amount cleared.
Select specific employee status types followed by 'enter' to indicate which employees should have their advance amount cleared.
Select the clear icon to clear the selected status types.
Omit Terminated / On Leave / Both / None
When Calculate Based On Net Or Gross Pay Was Selected
Enter Month End Pay Period [YYYYPP]
Enter the pay period which will be used to calculate the net pay.
Earnings Detail, Earnings Summary and Payroll Processing must be run ahead of time for the specified payroll period.
Round Advance To The Nearest Dollar
Enter 'N' to indicate that the employee's advance amount should not be rounded.
Enter 'Y' to indicate that the employee's advance amount should be rounded to the nearest whole dollar.
Sort By Employee Number Or Employee Name
Enter 'E' to produce the report in employee number order.
Enter 'N' to produce the report in employee name order.
When Calculate based on 'F'unction line was selected:
Omit function Lines For Inactive Dates
Enter 'Y' to have function lines omitted based on dates from the calculation of the gross earnings.
Enter 'N' to include all function lines, regardless of dates, in the calculation of the gross earnings.
When Omit Inactive dates was selected:
Use Function Lines Active For Pay Period [YYYYPP]
Enter to accept the current pay period or enter a pay period. This pay period defines the dates to be used in determining which function lines are inactive and should be omitted. A message will be printed in the log when an employee’s function line is omitted.
This PAY PERIOD prompt values IS NOT stored. This prompt will always initially be the current pay period.
Report Only Or Process Employees
Enter 'R' to generate a report of the advance calculation.
Enter 'P' to generate a report and update the employee's Advance and Reclaim deduction amount.
The report lists the following:
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Employee number, name and status
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Gross or net earnings
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Advance deduction code
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Advance amount
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Total employees updated
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Total employees with no Advance Deduction
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Total employees where advance was cleared, when gross earnings are used