External Storage Bank Clearing

The External Storage Bank Clearing process allows the means of doing a storage bank clear including rollovers external from the payroll stream.

This process applies rollover limiting and restrictions using the same rules as applied to the payroll stream. The one exception is for limiting prorated based on several hours worked. The total hours worked in this situation is determined by the hours on the employee's active function lines.

Storage bank balances are only rolled over when a rollover storage bank codes is defined on the storage bank table code.

The storage bank history entry is recorded as clearing or 'CL' with the reason defined as "EXTERNAL Clearing", rollover entries are recorded as "RO" with a reason of "EXTERNAL CLEAR/ROLL" and where limits were applied "ROLL OVER LIMITED"

Note: This process must be run for the last updated pay period.

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.

This option will run in batch only.

Enter Storage Bank to be Cleared

• Enter the storage bank to be cleared. Multiple storage banks can be defined and cleared per run.

Enter Starting Table to be Cleared

For the storage bank entered, define the starting bank table code to be cleared. You can define an actual table code or uses the wild card '?' to define a table code such as 1???? or even ????? to indicate all tables related to the storage bank.

Enter Ending Table Code to be Cleared

• Enter the ending table code for a range of table codes to be cleared.

Enter Pay Period for Clearing Entries

• Enter pay period where the clearing entries will be recorded. This must be an updated pay period.

Selection by Employee Number or Storage Bank Date

• Enter ‘E’ to select employees based on employee numbers.

• Enter ‘D’ to select employees based on their storage bank table date definition.  This feature applies to storage bank tables set to Table End Type of ‘Y’ only and the completion of the End Point and End Dates fields. The employee’s date as determined by the End Date will  be compared to the Month / Day value entered below.  When the employee’s storage bank table date has reached at least one year, the employee’s bank will be selected for clearing and rolling over. 

When Selection by 'D'ate was Selected:

Enter Month and Day Default

• Enter to accept the default of the current month and day or if override to the month and day on the table end point is not used.

• Enter a month and day to be used for the date selection when the storage bank table code table end point has been defined with '%%%%' in place of the month and day. The month and day enter here will be used in place of the '%%%%' on applicable storage bank table codes.

When Selection by 'E'mployee Number was selected:

Report All or Selected Employees

Report Only or Process

• Enter 'R' to generate just a report. The storage bank history and balances are not affected.

• Enter 'P' to generate the reports and update the storage bank history and balance with the storage bank clearing and/or rollovers.

Omit Terminated/ On Leave/ Both/ None

• Enter 'N' to include all employees. Zero entries for Terminated and On Leave are always omitted.

• Enter 'T' to omit Terminated employees while including On Leave employees.

• Enter 'L' to omit On Leave employees while including Terminated employees.

• Enter 'B' to omit both Terminated and On Leave employees.

Sort Report by Employee Number or Name

• Enter 'E' to report the employees sorted in employee number,

• Enter 'N' to report the employees sorted in employee name sequence.

The report lists the following:

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  • The employee number, name and status

  • Pay period

  • Storage bank code

  • Storage bank table code with description

  • Employee date and month for selection, when selection by Date

  • Transaction type Hours or Earnings

  • Current storage bank balance to be cleared

  • Remaining balance after clear (negative omitted)

  • NO ROLLOVER – when rollover bank is not defined on table code

  • ROLLOVER ## NOT FOUND ON Employee – when rollover was not possible

  • Rollover storage bank

  • Rollover table and description

  • Rollover bank table limit prorated per employee's percentage, when applicable

  • Rollover value

  • Rollover bank balance

  • Summary totals per storage bank

  • Total employees reported

  • Report totals for all storage banks reported