Payroll Processing

Payroll Processing is the main module to run during a payroll run. It calculates all net pays giving payroll registers, deduction registers, cheque registers and GL distribution reports. It prepares files for cheques, earning statements, and interface journal entries. It will create an electronic file, a bank report, or payroll cheques for employees depending on their deposit types. The Payroll Processing run is the third phase of a payroll run. Earnings Detail and Earnings Summary MUST be run successfully before continuing to this step of the payroll run.

An optional Deduction Comparison Report can be generated as part of this Payroll Processing Phase (first section of ‘Process Gross/Deduction Comparison Report’, under Users Specific Parameter Profile) controls when this report will be included. This report compares the employee and/or employer deduction amounts to a prior period deduction amount, detailing differences. For complete documentation details refer to Deduction Comparison Report under the Payroll Stream Menu. The Payroll Processing Run will use the prompt values from the stored prompt set called 'DEFAULT' for all prompts except for the pay period prompt values. When no prompt set called 'DEFAULT' exists, the Deduction Comparison report is generated for both employee and employer amounts, using exclude no deduction codes, no omit, no forgiveness factor and sorting by deduction code and then based on the Sort Sequence field in the User Specific Parameters Profile. The Deduction Comparison Report menu option must be run in order to generate the prompt set called 'DEFAULT'. An optional Life Insurance Comparison Report can be generated as part of this Payroll Processing Phase via the Life Insurance Coverage Comparison field of the Users Specific Parameter Profile. This controls when this report will be included and which life insurance deductions will be included on the report. This report compares the coverage amounts for selected Group 3 Type 5 life insurance deductions, to a prior period coverage amount, detailing differences. The option to store the coverage under the history eligible earnings must be defined on the Group 3 Type 5 deductions. For complete documentation details refer to Life Insurance Coverage Comparison Report under the Payroll Stream Menu. The Payroll Processing Run will use the prompt values from the stored prompt set called 'DEFAULT' for all prompts except for the pay period prompt values. When no prompt set called 'DEFAULT' exists, the Life Insurance Coverage Comparison report is generated with no omissions and no forgiveness factor and sorting by deduction code and then based on the Sort Sequence field of the User Specific Parameters Profile. To setup the ‘DEFAULT’ prompt set, run the Life Insurance Coverage Comparison Report after completing the Payroll Processing and store your required prompt values with a title of DEFAULT.

Payroll Tracking, which monitors the successful running of the payroll stream, will once the pay period has been entered, verify and block you from running the Payroll Processing phase when the Earnings Summary for the same pay period has not been run or submitted for processing. Verify the pay period you are running or verify which pay period was used to run the Earnings Summary phase. The payroll tracking for the Payroll Processing phase will also block you if the Earnings Summary phase completed with a Payroll Error. You must correct the payroll error and reprocess before the Payroll Processing phase can be run. Please note if the Payroll Processing phase is submitted before the Earnings Summary phase has completed the system can not verify that no payroll errors occurred.

NOTE: This job will run only in batch.

Enter Pay Period #

A valid pay period number.

Enter Starting Cheque #

This prompt will only appear if manual cheque numbering has been selected, field #14 in the User Specific Parameters Profile.

• Enter up to 8 numeric digits for the starting cheque.

GL Distribution - GL or Employee

• Enter 'G' to produce the Payroll GL Distribution Report in GL number order.

• Enter 'E' to produce the Payroll GL Distribution Report in Employee number order.

When Standard OR Average Based Costing is Active:

Produce Standard Base Management Report

This prompt will have no impact on the processing the Standard / Average Based costing as done during the Payroll Update phase.

• Enter 'Y' to generate the Standard or Average Based Costing report, for review only.

• Enter 'N' to omit the generation of the Standard or Average Based Costing report.

Message to Print on Statements

Enter Up to 5 Lines of Message Text

When using the User Defined Earnings Statement, the MESSG field must be defined.

• Enter up to 5 lines (65 characters) of message. 

The message entered will be stored in the temporary file MESSAGE.YPP located in the directory pointed to by the logical SRB$OPSWRK. Saving the message allows the message to come up as the default message should the Payroll Processing be run additional times. The message file will be deleted when the payroll update is run for the pay period.

The following reports and output are produced in this run:

Payroll Register - #####A.LST

This report can be sorted in either employee number order, or employee number within location. For each employee it lists:

• Employee number and name

• Regular Hours

• Other Hours - overtime, adjustments

• Regular Earnings

• Other Earnings

• Gross Earnings

• Taxable Earnings

• Total Taxable Benefits

• Statutory Deductions - any deductions falling into groups 6 through 9

• Non-voluntary Deductions - deductions in groups 1-3 and 5

• Voluntary Deductions - group 4 deductions

• Total Deductions

• Net Pay

For each pay code: For each deduction code:

• Pay code and description Deduction code and Hours description

• Amount                       Employer's share

• Eligible earnings

• Employee's amount

• Taxable Benefit

• Sub totals per location, including employee reported per location, is included when sort by 'D'epartment is used.

• Pay code summary

• Deduction code summary

• Total Earnings Reported

• Total Deductions Reported

• Total Net Pay Reported

• Total Regular Paid (regular paid employees with earnings)

• Total Paid by Deduction (inactive employees paid by negative deduction amount)

• Total Employees Paid (total number of employees with a net pay value)

• Total Employees Reported (total number of employees with net pay, and employees on leave without pay).

Report is named #####A.LST - ##### being the first 5 digits of the job number.

Deduction Register - #####B.lst

For each deduction code it prints all employee's with deductions:

This report also prints summary pages, which, at the end, give one line per deduction. On this line are summary totals of the detail pages.

The report is named #####B.LST - ##### being the first 5 digits of the job number.

Table Deduction Register - #####H.lst

Only Table Deductions are included on this report. Refer to the Table field on the deduction code database.

For each table deduction, all employees with current activity on the deduction will be printed:

This report prints summary pages at the end, which includes a summary of totals per deduction table.

The report is named #####H.LST - ##### being the first 5 digits of the job number.

Specific Deduction Arrears Register - #####D.lst

The report lists:

• Employee number and name

• Salary Grid from master function lines

• Deduction code and description

• Opening balance for employee

• Current amount arrears

• Recovered amount

• Closing balance

The report lists per Arrear to Deduction code:

• The active employees for this payroll run that have an opening balance or had transactions for the pay period

• A subtotal for all active employees

• The inactive employees (not in cycle, Terminated, On Leave) opening balance A subtotal for all inactive employees

• Total per Arrear to Deduction code

• Grand total for all Arrear to Deduction codes

• The report is named #####D.LST - ##### being the first 5 digits of the job number.

• Cheque Register - #####F.lst

This report is printed sorted by employee within location.

• Employee number and name

• Cheque No. (assigned or manual cheque number) or DEPOSIT

• Gross earnings

• Federal tax

• Provincial/State tax

• Pension amount

• Unemployment amount

• All other deductions

• Net pay

• Report is named #####F.LST - ##### being the first 5 digits of the job number.

Generate Cheque Receipt Register- #####C.lst

This optional report is activated through the User Specific Parameter Profile.

The Cheque Receipt Register is sorted by employee within location and includes both employees paid by cheque and employee with a deposit.

Employee number and name

Cheque number

Signature block

Report is named #####C.LST - ##### being the first 5 digits of the job number.

Electronic Bank File – PayYPP.TAP

The contents of this file are dependent on your bank. The Banking Constants in the database must be defined correctly for your bank. Enter the applicable bank program name under BANK FILE PROGRAM Name in the User Specific Parameters Profile.

Cheque File – PayYPP.CHQ

This file is produced by either a custom cheque program or by the parameters set up in the profile record.

It may be printed out on cheque stock when the pay run is correct.

The file is named PayYPP.CHQ - where YPP is the period number.

Earning Statement File - PayypP.EST

The format of the earning statements is user defined through the settings under Earning Statement Parameter Profile. The Earning Statements are designed to be used with an overlay image containing the board logo and earning statement format.

The print earning statement file is named PayYPP.EST - where YPP is the pay period.0

Bank Deposit Register - #####K.lst0

This report is printed in transit number order and prints for each transit number being credited in pay run:

• Only employees with a pay disposition of 'P' are shown on this report:

• Transit number

• Bank name and branch

• Bank address

• Employee name

• Employee account number

• Amount to be credited

• Report is named #####K.LST - ##### being the first 5 digits of the job number.

• Bank Transfer Register - #####G.lst

This report is produced for all employees with a pay disposition of 'E'. It prints a report of automatic transfers and creates a bank file to be sent to the bank electronic transfer office. This report contents may vary depending on the bank. It lists:

• Employee number and name

• Location code

• Control # - from bank file specifications

• Bank transit number and account number

• Deposit amount

• Report is named #####G.LST - ##### being the first 5 digits of the job number.

• File name produced is PayYPP.TAP - where YPP is the pay period.

• General Ledger Adjustment Report - #####W.lst

This report lists all the GL summary information for this pay period. It lists:

• Expense distribution - salary totals

• Liability distribution - employee and employers deduction totals

• Employer share distribution

• Deduction taken distribution

• Total arrears recovered - old arrears recovered

• Overhead Expense distribution - employers share of deductions

• Accrual expense distribution - bank time totals

• Report is named #####W.LST - ##### being the first 5 digits of the job number.

• GL Distribution Report - #####X.LST

This report lists summary totals by GL account code or by employee number based on the selection made at the beginning of the run. Please refer to the Detail GL Distribution Report-Online for a more detailed report on GL transactions.

GL account code and description/Employee number and name

Hours and amount total

Report is named #####X.LST - ##### being the first 5 digits of the job number.

storage bank report - #####m.lst

The report lists the following:

• Employee number and name per storage bank

• Transaction Type

• Storage Bank Number

• Transaction hours or amount

• A bank total summary lists the total transactions per storage bank.

• The report is named #####M.LST. ##### is the first 5 digits of the job number.

• EI Detail Report - #####v.lst

The report produce lists the following information for each pay period:

• Employee name and number

• Share

• Eligible

• Take

• Hours Assigned

• Weeks Gross

A second separate section of this report shows the same information for prior periods and future period entries.

Report is named #####V.LST - ##### being the first 5 digits of the job number.

Interlink Upload Procedure Summary- #####r.lst

The Interlink Upload summary is the report generated at the end of payroll processing after the Interlink Backup file (SRB$OPSDATØ:PRHRØ2.DAT) has been generated. It is mandatory that the Interlink Upload procedure be run before every backup of any payroll is done. A specific payroll CANNOT be restored unless this step has been done. Refer to the option 'INTERLINK UPLOAD/DOWNLOAD PROCESS' for further details.

This report lists the following:

• The payroll's ID and description

• Location of the main files

• Marker indicating 'LIVE Payroll' or 'TEST Payroll'

• Total number of employees in this payroll

• Total number of Terminated employees in this payroll

• Total number of employees On Leave in this payroll

• Total number of employees Being Terminated in this payroll

• Total number of employees On Leave with Benefits in this payroll

• Total number of Personnel Only employees in this payroll

• Report is named #####R.LST - ##### being the first 5 digits of the job number.

The Optional Deduction Comparison report lists the following:

• (#####4.LST - ##### are the first 5 digits of the job number)

• Deduction code and description

• Employee number and name

• Current pay period employee amount

• Current pay period employer share

• Total of the current pay period employee and employer amount

• Prior pay period employee amount

• Prior pay period employer share

• Total of the prior pay period employee and employer share

• Prior pay period employee amount less current pay period employee amount

• Prior pay period employer share less current pay period employer share

• Total of prior pay period values less current pay period values

The Optional Life Insurance Coverage Comparison report lists the following:

• (#####5.LST - ##### are the first 5 digits of the job number)

• Employee number and name

• Deduction code and description

• Current pay period employee amount

• Current pay period employer share

• Current pay period coverage amount

• Prior pay period coverage amount

• Coverage difference

• Summary totals per deduction