Statutory Pay Generation Process

The Statutory Pay Generation Process allows you to generate timesheet entries for payment of statutory holidays with a wide range of employee/function line selections and up to five sets of exclusion criteria.  Statutory holiday pay timesheets are calculated from accumulated timesheet entry values for a range of pay periods for selective dates.

Statutory holiday pay can be calculated based on:

• Percent of Earnings (based on timesheets)

• Average Daily Wage (based on timesheets)

• Average Hours (based on timesheets)

• Flat Hours - stated amount, no timesheets required

• Percent of Hours (based on timesheets)

• Based on HR Assignment Daily Hours

• Based on HR Schedules

Each of these selections also includes these options:

• Pay period range as well as date specific range

• Include vacation pay

• Hourly rate of pay can be calculated, stated, or function line based

• Cost based on a multitude of function line options

• First/Master Function Line

• Multiple Function Lines

• Position Code Grid Matching (when HR options are used)

• GL costing based on timesheet GLs

• Define a days worked criteria

• When using HR options, can use position code grid matching for rate of pay and costing

Terminated and On Leave employees will be omitted.

Both the selection criteria value and the exclusion criteria value allow the use of the wild card '?' character. The '?' character means that the element value is to be taken from the employee's applicable code to form a new selection code or a new exclusion code. For example, enter a selection salary grid with the value of CS???, means include all function lines where the salary grid begins with 'CS'. The use of the '?' is not available on the numeric fields such as hours, pay rate and percent employed.

For payrolls using the Percent Employed (field 'Percentage Employed' in the Users Specific Parameters Profile) the option to select and exclude based on the Percent Employed field is available.

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.

Select Employees by Code              

• Enter a 2-character code to define the field to use for employee/function line selection.

• Enter 'EM' to select employees based on employee number.

When employee selection is by Employee Number:

Report All or Selected Employees      

When employee selection is based on any field other than employee number, you are prompted to enter one or more of that code or value. You may enter valid codes or any combination using the wild card '?'. The wild card is not a valid entry for numeric fields such as hours. The list of values entered will determine if an employee's function line will be selected.  Select the clear icon to clear the selected codes to be used.

Exclude Employees with A Date Newer Than

• Enter a date to eliminate employees as of a specific date

Enter Date List to be Used for Date Exclusion

Enter the date code(s) in order of priority separated by a comma. The employees date will be defined by the first date found following the list of date codes.

Date Codes:

• C - Current Hire Date

• O - Original Hire Date

• S - Seniority Date

• I - Increment Date

• V - Vacation Date

Select Item for Code Exclusion # 1       

• Enter one of the 2-character codes to define which field will be used for employee/function line exclusion.

• Enter 'EM' to select specific employees based on employee number.

You can omit all exclusion criteria or define up to 5 different exclusion criteria sets. When multiple exclusion criteria have been defined, the employee will be excluded if the employee meets any of the exclusion definitions.

When employee exclusion is based on any field other than employee number, you are prompted to enter one or more of that code or value. You may enter valid codes or any combination using the wild card '?'. The wild card is not a valid entry for numeric fields such as hours. The list of values entered will determine if an employee's function line will be excluded. 

Process Payroll, HR Assignment or HR Schedule Statutory Pay

• Enter 'P' to calculate the statutory holiday pay and hours based on payroll selections.

• Enter 'A' to use the pay hours listed in Field Per Day from HR assignment for stat hours to be paid.

• Enter 'S' to use the hours listed in the employee schedule(s) in HR for stat hours to be paid.

When Process Payroll is Selected:

Process Based on Hours or Earnings

• Enter 'H' to calculate the statutory holiday pay based on the hours from the accumulated timesheets.

• Enter 'E' to calculate the statutory holiday pay based on the total earnings from the accumulated timesheets.

Include/Exclude Pay Code List

• Enter 'I' to include pay codes for hours calculation.

• Enter 'E' to exclude pay code from hours calculation.

When Process by Earnings is Selected:

Process Percentage of Earnings Or Average Daily Wage

• Enter 'P' to calculate the statutory pay based on a percentage of earnings.

• Enter 'A' to calculate the statutory pay based on an Average Daily Wage for a given number of weeks. This option will total the timesheet earnings per day worked for the given number of weeks to determine the Average Daily Wage to be paid. This option uses the above I/E list to determine eligible earnings to be applied to the Average Daily Wage. Also, the upcoming starting to ending pay period range and dates must be defined wide enough to include the weeks to cover this average salary.

When Process by Hours is Selected:

Process Average Hours, Flat Hours or Percentage of Hours

• Enter 'A' to pay out the average number of hours calculated from the accumulated timesheets.

• Enter 'F' to pay out a flat number of hours

• Enter 'P' to pay out a percentage of the total hours accumulated from the timesheets.

When Flat Hours is Selected:

Define Flat Hours Value for Statutory Holiday Pay

• Enter the fixed hours to be paid through stat pay.

When Percent of Hours is Selected:

Enter Statutory Holiday Percentage

• Enter the percentage as a fraction (.05 to pay 5%). This percentage will be used to calculate the number of hours or earnings to be paid for the statutory holiday.

Enter List of Pay Banks to be Included in Statutory Pay

• Enter up to 10 pay storage banks, separated by a comma. The vacation pay portion of the stat pay is displayed separately.

When Process By Average Daily Wage was Selected:

Number of Previous Weeks to Average Earnings 

• Enter 1 or up to 9 weeks. These weeks prior to the Statutory Holiday date will be used to accumulate the employee’s daily earnings and number of days worked in order to calculate the Average Daily Wage.

Week Prior or Week Ending on Last Pay Period

• Enter 'P' to start the accumulation of earning the week immediately prior to the Statutory Holiday date.

• Enter 'L' to start the accumulation of earnings as of the last week of the previous pay period prior to the Statutory Holiday date.

Use First Function Line Rate, Selected Function Rate or % of Earnings or Average Rate

• Enter 'F' to use First Function Line Rate for hourly rate of pay

• Enter 'S' to use Selected Function Line Rates for hourly rate of pay (based on employee selection from first prompt)

• Enter 'P' to use Percentage of Earnings for hourly rate of pay

• Enter 'A' to calculate an average rate.  Amount paid divided by days worked for the accumulated timesheets. 

When Percentage of Earnings is Selected:

Enter Statutory Holiday Percentage

• Enter the percentage as a fraction (.05 to pay 5%). This percentage will be used to calculate the number of hours or earnings to be paid for the statutory holiday.

Include/Exclude Pay Code List

• Enter 'I' to include pay codes for hours calculation.

• Enter 'E' to exclude pay codes from hours calculation.

Define Number of Days Worked Criteria

• Enter 'N' when the number of days worked criteria is not required.

• Enter 'Y' to enter the number of days worked criteria on the next prompt.

Enter the Number of Days Required to Work

• Enter the number of days an employee must have worked, within the date range entered below, to be eligible for the statutory holiday. Employees who do not have time worked in the defined number of days will be omitted from the statutory pay run.

Include/Exclude Pay Code List

• Enter 'I' to include pay codes when accumulating timesheets.

• Enter 'E' to exclude pay code when accumulating timesheets.

Enter Pay Code

• Enter pay codes (one by one) for a list of pay codes to be included/excluded.

Enter Starting Pay Period for Timesheet Selection

• Enter the starting pay period. This range is used to accumulate the timesheet entry values.

Enter Ending Pay Period for Timesheet Selection

• Enter the last period to be used for the range of pay periods.

Enter Starting Date Range Timesheet Selection

• Enter the starting date for a range of dates for timesheet entry accumulation.

Enter Ending Date Range for Timesheet Selection

• Enter the ending date for a range of dates for timesheet entry accumulation.

The number of days between the dates entered will display.

When Process By Payroll was selected:

Apply worked 5 of 9 days Criteria

• Enter 'N' when you do not want to apply the 5 of 9 days criteria.

• Enter 'Y’ when you want to apply the 5 of 9 days criteria. This criteria defines that the employees must have worked on at least 5 of the last 9 days that match the Statutory Holiday to be eligible for payment of the Statutory Holiday. For example, if the Statutory Holiday falls on a Monday, the employee must have worked 5 or more out of the previous 9 Mondays prior to the Statutory Holiday. This process reads the employee’s timesheets to determine if the employee worked those days. Employees rejected due to not having at least 5 of the last 9 days will display on the rejection report and detail how many of the last of that day the person did work.

Costing by First, Multiple Function Lines, Cost Center or Timesheets

• Enter 'F' to distribute statutory pay based on the first/master function line.

When the employee's function line contains a GL code, that GL will be used. When no GL code exists on a function line, the GL is taken from the cost center for that function line.

• Enter 'M' to distribute the statutory pay GL costing over multiple function lines.

• Enter 'C' to distribute the statutory pay GL costing based on one specific cost center.

• Enter 'T' to distribute the statutory pay GL costing based on timesheet entries within the date range selected.

IF 'M' Selected, the Following Prompt will Display:

Pay Codes to Exclude on Function Line Costing

• Enter any pay codes to be excluded on function lines from the costing over multiple function lines.

IF 'C' Selected, the Following Prompts will Display:

Costing by Cost Center

• Enter a valid cost center.

IF 'T' Selected, the Following Prompt will Display:

Pay Codes to Exclude on Costing Selection

• Enter any timesheet pay codes to be excluded from the costing.

HR Processing Options:

Process Payroll, HR Assignment or HR Schedule Statutory Pay

• Enter 'P' to calculate the statutory holiday pay and hours based on payroll selections.

• Enter 'A' to use the pay hours listed in Field Per Day from HR assignment for stat hours to be paid.

• Enter 'S' to use the hours listed in the employee schedule(s) in HR for stat hours to be paid.

When HR Assignment is Selected:

Enter Include/Exclude Assignment Type Codes

• Enter 'I' to include specific Assignment Types.

• Enter 'E' to exclude specific Assignment Types.

Enter Assignment Type Code List

• Enter the specific Assignment Types to be Included or Excluded.

When HR Schedule is Selected:

Enter Include/Exclude Assignment Type Codes

• Enter 'I' to include specific Assignment Types.

• Enter 'E' to exclude specific Assignment Types.

Enter Assignment Type Code List:

• Enter the specific Assignment Types to be Included or Excluded.

Schedule Type Regular, 1/5 of Week or Combination:

• Enter 'R' to pay hours from Regular Schedule only.

• Enter 'F' to calculate 1/5 of Weekly Schedule.

• Enter 'C' to pay hours from Regular Schedule, if no scheduled hours for that day, then calculate 1/5 of weekly schedule.

IF 'C' is Selected:

• Enter Alternate Pay Code for 1/5 of Schedule Payment

• Enter the pay code to be used for payment of the 1/5 of Schedule Payment hours. This pay code may be different than the pay code selected for the payment of Scheduled Regular Hours.

Enter List of Pay Banks to be Included in Statutory Pay

• Enter up to 10 pay storage banks, separated by a comma. The vacation pay portion of the stat pay is displayed separately.

Use First Function Line Rate, Selected Function Rate or Grid Match:

• Enter 'F' to use First Function Line Rate for hourly rate of pay

• Enter 'S' to use Selected Function Line Rates for hourly rate of pay (based on employee selection from first prompt)

• Enter 'G' to use Position Grid Match

Define Number of Days Worked Criteria

• Enter 'N' when the number of days worked criteria is not required.

• Enter 'Y' to enter the number of days worked criteria on the next prompt.

Enter the Number of Days Required to Work

• Enter the number of days an employee must have worked, within the date range entered below, to be eligible for the statutory holiday. Employees who do not have time worked in the defined number of days will be omitted from the statutory pay run.

Include/Exclude Pay Code List

• Enter 'I' to include pay codes when accumulating timesheets.

• Enter 'E' to exclude pay code when accumulating timesheets.

Enter Starting Date Range Timesheet Selection

• Enter the starting date for a range of dates for timesheet entry accumulation.

Enter Ending Date Range for Timesheet Selection

• Enter the ending date for a range of dates for timesheet entry accumulation.

The number of days between the dates entered will display.

Costing by Grid Matched, Multiple Function Lines, Cost Center

• Enter 'F' to distribute statutory pay based on the grid matched from the position code.

• Enter 'M' to distribute the statutory pay GL costing over multiple function lines.

• Enter 'C' to distribute the statutory pay GL costing based on one specific cost center.

The Following Prompts are Used for Both Payroll or HR Selection Criteria:

Exclude Negative calculation results    

• Enter 'Y' to exclude the generation of negative calculation results

• Enter 'N' when negative timesheet results may be generated.

Enter Batch Period    

• Enter the pay period under which these timesheet entries will be processed.

Enter Statutory Holiday Date    

• Enter the date to be used for the timesheet entries.

Enter Batch Type Code     

• Enter a valid batch type code.

Enter Batch Pay Code     

• Enter a valid pay code. Money only pay codes cannot be used when Hours was selected. Money only pay code must be used when Earnings was selected.

Enter Override Occupation Code    

• Leave this prompt blank when an override occupation code is not required.

• Enter a valid occupation code to be used instead of the occupation code from the employee's function lines.

Enter Override Shift Code

• Leave this prompt blank when an override shift code is not required.

• Enter a valid shift code to be used instead of the shift code from the employee's function lines.

Exclude Employees On Leave with Benefits   

• Enter 'Y' to exclude employees that are On Leave With Benefits.

• Enter 'N' to include employees that are On Leave With Benefits. These employees must still fulfill the selection and exclusion criteria. 

Report Only or Process

• Enter 'R' to generate just a report. The timesheet batch is not generated.

• Enter 'P' to generate the reports and process the timesheet entry batch. Batches generated during this Process run will be balanced and closed automatically.

The #####E.LST Exclusion Report lists the following:

• Non selected or excluded employees and/or function lines.

• The employee number, name and applicable function line number

• Reason for employee and/or function line non selection for exclusion

• Total records excluded

• Total records selected

The #####D.LST Detail Entry Report lists the following:

Note – the detail list will vary depending on the prompt selections.

• The employee number

• The employee name

• The function line number

• The occupation code used

• The day count - If day count not used, will show as N/A

• The eligible earnings

  • or the eligible hours

• The stat earnings

  • or the stat hours

  • or the eligible earnings

  • or Average earnings for Average rate

  • or the Average Daily wage (number of days used for calculation will display under Day CNT if no Day Criteria is defined).

  • or the assignment code (when HR Assignment hours are used)

• 5 Of 9 – number of days in the last 9 the employee worked on the Statutory Holiday day, when 5 of 9 is selected.

• The pay bank % (if applicable)

• The pay bank calculated value (if applicable)

• The calculated pay rate

  • or the percent of earnings value

• The timesheet hours (if applicable)

  • or the flat hours

• The calculated hourly stat rate (if applicable, this will be an added column)

  • or the function line hourly stat rate

• The total Stat pay

• The Position Code (when HR Schedule is used - this will be an added column)

• The Grid Match (when HR Position code grid matching is used - this will be an added column)

  • An * following the grid indicates that there was no grid match found, therefore the master function line was used for hourly rate of pay and GL.

  • An ** following the stat pay indicates that alternate pay code was used. This will only show when the HR Schedule in combination with 1/5 of the weekly schedule is used.

The bottom of the report shows the following:

• Total employees reported

• Actual day of the Statutory Holiday, followed by the actuals previous 9 of those days as used by the 5 of 9 criteria

• Explanation for * and ** as listed above

• Excluded employee, function line number, reason for exclusion

The ######.LST Timesheet Entry Report lists the following:

• The employee number

• The date of the entry

• The function line number

• The shift code used

• The pay code and description

• The hours generated

• The rate per hour

• The rate including all premiums

• The pay code, shift and occupation premium amounts

• The GL account code used

The #####R.LST Timesheet Entry Rejection Report lists the following:

• The employee number and date

• The original record number

• The message describing the reason the record is invalid

• Total number of rejected records