Functional Overview of Paysheets

What is a paysheet?
Paysheets are a repository for the raw data necessary to calculate pay for employees,
including earnings, hours, deductions, taxes, and accounting data. Paysheets are arranged
by pages and lines. A paysheet may contain many lines, up to a maximum of 7. Each
employee is on a separate line, which contains standard pay information such as the amount
of regular pay, number of regular hours, and job data.

What are Paylines?

A payline consists of the Employee ID of the employee eligible to be paid within the pay
period, the employment record number (used for multiple jobs), and the manual check
indicator. One or more pay earnings records will be associated with a given payline. Each
pay earnings record associated with a payline contains information such as:
 Amount of Regular Pay
 Number of Regular Hours
 Additional Pay, if any
 Tax information
 Job Data such as Department and Job Code
 Other Earnings

Before you can review paysheet and payline information for each payroll cycle, you must run
the Paysheet Create (PAYSHEET) process to create paysheets. This process gathers the
information entered in the various system tables about the employees in the pay groups for
which you want to process the payroll, and generates the pay earnings information for each
payline.

To create paysheets, you must first tell the system who you want to create paysheets for by
specifying a Pay Run ID on the Paysheet Creation panel. This Pay Run ID is what you use to
group together pay calendar entries from different pay groups for payroll processing. But in
the case of British Petroleum, the payroll processes must be similar for each paygroup.

When you were setting up your Payroll Process tables, each pay calendar entry should have
been assigned a Pay Run ID. At this point, you determined how you wanted to organize your
payroll cycles—and whether you wanted to run paysheets for multiple pay groups and
companies at the same time by combining them under the same Pay Run ID.
All pay calendar entries that share a Pay Run ID generally have the same pay period end
date, but not necessarily the same pay frequency. In most cases, you set up a different pay
Run ID for each pay period end date on the Pay Calendar Table, under the Define Payroll
Process window.
Salaried Pay Group
Employees MO1
Pay Calendar
Entry
01/01 to 01/30
JAN Pay Run ID
30 EMA
Pay Calendar
Hourly Entry
Employees 01/15 to 01/30
Pay Group
Exception SM1
Hourly
Employees

Setting up Pay Run Controls

For example, Contra Costa Bank uses Pay Run ID EMA to combine payroll processing for the
semi-monthly (SM1) and monthly (MO1) pay groups, which have pay calendar entries ending
on January 30.

Running the Process

After you set up the Pay Run Control data, you then run a Paysheet process to actually
create paysheets. During this process, the system scans through all employees in the
system and selects the employees that are scheduled to be paid for the specified pay period.
It recognizes them because their company and paygroup have been assigned to a pay
calendar entry that is associated with the Pay Run ID.

Note: To execute the process, you should first verify that the Pay Run and Pay Calendar
tables are accurate.
Steps:
Step 1: Initiating the Paysheet process
Step 2: Establishing run controls
Step 3: Running the Paysheet Create process
Step 4: Checking payroll errors

Step 1: Initiating the Paysheet Process

Select Process, Paysheet Creation, and specify an Action of Update/Display. Enter a Run
Control ID or click OK to choose one from a list. This opens the Paysheet Creation panel.

Step 2: Establishing Run Controls

Enter the Pay Run ID you wish to process. Because you should already have set up your
Pay Run IDs and tied them to the appropriate pay calendar entries, you can click the down
arrow to view a list of valid choices. If there are more than 300 Pay Run IDs, it may not
show all Run ID’s. So it is always better to key in the Pay Run ID.

By looking at the Pay Run Table, you can verify the accuracy of the selected group to be
processed. This table will display every Company/Pay Group Calendar entry that has been
linked to the Pay Run ID.

Step 3: Running the Paysheet Create Process

Click the Run toolbar button to run the process now or schedule it to run at a later time.
This opens the Process Scheduler.
 Step 4: Checking Payroll Errors
If the system encounters any payroll errors while creating paysheets, it will generate error
messages, which you can review online on the Manage Payroll Process window, Inquire menu,
Payroll Error Messages panel, or by running an error report. PeopleSoft also provide an SQR for
error listings. SQR PAY011, Payroll Error Messages for Employees, lists errors related to
employee data.

Using Paysheets Effectively

Once you run paysheets, you can either print them just as you would any standard report in
the system, or you can access them online, using one of the Paysheet or Payline panels, to
review payroll information. The paysheet reports provide a vehicle for checking paysheet
information and making any additions or changes. The Paysheet panels are where you
actually enter new data.

Regardless of how you choose to review paysheet data—online or on paper—you’ll find them
an invaluable reference for ensuring you pay your company’s employees correctly.
If you turned on the Automatic Paysheet Update flag on the Pay Group Table, any additional
paysheets will be added to the end of the run each time you re-run paysheets. For example,
on Monday morning, Anthony created paysheets in preparation for entering payroll data on
Thursday. Tuesday, CCB hires 20 new employees, all of whom should be paid in the next
payroll cycle. If Anthony re-runs paysheets on Wednesday morning, the system will add the
new pages at the end of the paysheet report. If the Automatic Paysheet Update flag was
turned off, he would need to manually add paysheet pages, using the Action, Add Page. If
Automatic Paysheet Update is turned on, Paysheets are updated during Pay Calculation.

Working with Paysheet Reports

In addition to providing you with a turnaround document you can distribute to department
supervisors and other managers who need to review payroll information, paysheet reports
make excellent worksheets. You can use them to mark up any additional pay, taxes,
accounting information, or changes that should be made to various paylines. These
annotated reports then serve as entry forms for updating information within your PeopleSoft
Payroll system.

Entering Data on Paysheets

After you create paysheets, you can accept the data as is, or add or change data. In most
cases, you’ll perform all these actions during each payroll cycle.

When to Accept, Add, or Change Paysheet Data

Accept: Accept the data as is if all the employees are salaried and the system has turned
on OK to Pay as determined by the pay group record, and there are no changes (other
earnings, additional pay, and so on) required to the data. In short, you are ready to
process your preliminary Pay Calculation run.

Add: Add data if the employees to be paid require positive time input for regular and
overtime hours as well as any other earnings information. You may also need to turn on
the OK to Pay check box.

Change: Change data if it needs to be modified for one reason or another. You may
choose to change the department, account codes, tax methods, and so forth.

How to Know Who’s OK to Pay

The OK to Pay field is a check point you use to tell the system whether to pay an employee or
place the record on hold until you have a chance to review it or enter earnings information not
supplied by the employee’s job record.
For active employees on your payroll runs, each payline will have OK to Pay either on or off,
by default, depending on how you defined the Confirmation Required for Job Earnings on
Paysheet field on the Pay Group Table entry for that employee type within a pay group.
Hourly employees, for whom you need to enter some sort of positive time entry, will typically
have OK to Pay turned off by default. Salaried employees and exception hourly employees,
for whom you enter exceptions only as required, will usually have OK to Pay on by default.

New hires within the pay period will have a Paysheet line generated with partial pay.
Depending on how you set up employee types on the Pay Group Table, a new hire may be
marked OK to Pay or not OK to Pay. If you turn on Confirmation Required for Partial Pay
Period on Paysheet on the Pay Group Table, employees of that type will have OK to Pay
turned off by default on the Paysheet. If the check box is not selected, employees of that
type will have OK to Pay turned on the Paysheet.

The regular pay of new hires will also be prorated, and the pay begin and end dates will be
indicated on the pay earnings entry.

Like new hires, employees terminated within the pay period will also have a Paysheet line
generated with partial pay. Confirmation Required for Partial Pay Period on Paysheet field
controls their default OK to Pay status as well.

A terminated employee’s regular pay will be prorated based on the pay begin and end dates
indicated on the paysheet.

If you need to research an employee’s pay earnings record for any reason, or if you
encounter errors for a single payline during Pay Calculation that may hold up your entire
payroll run, you can turn off the OK to Pay and proceed. Then, once you resolve the issue or
problem, you can recalculate only the records that you didn’t calculate earlier. You must,
however, recalculate any changes and resolve all errors prior to performing Pay Confirmation.

If you get an error message on a particular payline during Pay Calculation, and you can’t
figure out how to correct it in time to finish your payroll cycle on schedule, turn off OK to Pay
on the payline in question. The Confirmation process will automatically delete any earnings
records for which OK to Pay is turned off.

The payroll report PAY010, Employees Not Processed in Current Payroll, lists all employees
who were not included in the current payroll processing—that is, all employees with OK to
Pay turned off. We think you’ll find this report extremely useful. You can scan it, for example,
to make sure all employees who should be paid will be paid.
Technical Overview of Paysheets

There are certain points to consider when running the Paysheet Process:
1. Tables the Paysheet process selects from
2. Tables the Paysheet process inserts into
3. Table the Paysheet process updates
4. Tables the Paysheet process deletes from

Before you can run any payroll calculations, you must first create paysheets. Paysheets are
normally created using the PAYSHEET (Paysheet Creation) process (PSPPYBLD.CBL).
However, they can also be created manually online, or through a time interface. PeopleSoft
delivers the programs PAYEDIT.SQU and PAYUPDT.SQU to assist you in editing and loading
paysheet data using an interface.

Points to consider when running the PAYSHEET Process:

The PAYSHEET process can be run before or after a time interface. It depends on whether
the time interface was designed to load the majority of the paysheet data, or simply other
earnings.

Once paysheets are created, you would not normally rerun this process. However, this may
be necessary if any high-level information on the paysheet changed (for example, earnings
code for regular or overtime pay). If you need to recreate paysheets, it is recommended that
you run PAYUNSHT first to delete the current paysheets. Otherwise, the process will not
recreate a paysheet for an employee who already has one.
If an error occurs during this process, it can be rerun and the process will continue processing
where it left off (after the last commit to the database).

1. Tables the PAYSHEET process selects from:

PS_PAYSHEET_RUNCTL: The process selects the run control record that was added by the
user prior to running the process.

PS_PAY_CALENDAR: Using the Run ID, the process selects the appropriate pay calendar
information.

PS_INSTALLATION: The process selects the Balance ID for the calendar year.
For more information on employee and pay process tables, see “Defining Your Payroll
Process ” and “Customizing PeopleSoft Payroll Batch Processes” in Designing Your
PeopleSoft Payroll.

2. Tables the PAYSHEET process inserts into:

PS_PAY_PAGE: This table contains the paysheet pages that are created. Each page may
be the parent to several paylines.

PS_PAY_LINE: This table contains individual paylines. Each employee will be created on a
separate payline during on-cycle processing. Each payline may be the parent to several pay
earnings records. These pay earnings records may represent one or more checks.

PS_PAY_EARNINGS: This table contains individual pay earnings records. Each paycheck
may contain several pay earnings records. Some key fields on this table are:

SEPCHK: Determines whether these earnings are associated with a separate check.
Supplemental taxes may be calculated differently on separate checks. This is determined
based on the supplemental tax method (SUPPL_SEP_METHOD) specified on the
Federal/State Tax Table (PS_STATE_TAX_TABLE). Deductions will not be taken on a
 separate check if the separate check indicator (SEPCHK_DED) on the Deduction Table
(PS_DEDUCTION_CLASS) is set to ‘N’.

PAY_LINE_STATUS: Indicates whether the earnings record has been calculated or

confirmed successfully. The valid values are:
I: Initial Load. The pay earnings have been entered but not calculated. A record marked
Not OK to Pay will remain with an ‘I’ status until it is deleted by the CONFIRM process.
U: Updated by operator. The record has been updated online by a user since it was originally
entered or calculated. This status is set by PeopleCode.
C: Calculated successfully.
E: Error. An error occurred in the processing of these earnings. If it is a standard payroll
error, it will appear on the payroll messages panel. Otherwise, the error will be displayed on
the screen where the process was executed or in the JCL. Earnings records with this status
must be corrected or marked Not OK to Pay before the calculation process will complete
successfully.
F: Confirmed successfully.
P: Pay in Progress. The pay processes will set the status to ‘P’ if the record has been
selected for processing (that is, for calculation). If an error occurs during processing, some
statuses may remain as a ‘P’ until reprocessed.

JOB_PAY: Directs the process to update the paysheet with the most current job information.
This information may have changed since the paysheet was created or last calculated.

OK_TO_PAY: Indicates whether this record should be processed. If this field is set to ‘N’,
this record will be bypassed by the calculation process.

DED_TAKEN: Directs the system how to take deductions. If this field is set to ‘N’, no
deductions will be taken for this check.

TAX_PERIODS: Indicates the number of tax periods used for the calculation of taxes. This
field can drastically affect the amount of tax calculated.

PS_PAY_OTH_EARNS: This table contains other earnings records, which are added to the
paysheet. The PAYSHEET process may generate these records automatically from the
additional pay data records under Employee Payroll Data. Records added from additional
pay will have the ADDL_SEQ field set to a value > 0. Other Earnings records may also be
added online or through a time interface. Records added in this manner should have the
ADDL_SEQ field set = 0. Otherwise, additional pay will not be processed correctly. There
may be multiple other earnings records for one PS_PAY_EARNINGS record.

PS_PAY_MESSAGE: This table is updated with standard payroll error messages that are
encountered during the process.

3. Table the PAYSHEET process updates:

PS_PAY_CALENDAR: The PAY_SHEETS_RUN flag on the pay calendar is set to ‘Y’ to
indicate that the PAYSHEET process has run successfully.

4. Tables the PAYSHEET process deletes from:

PS_PAYSHEET_RUNCTL: The run control is deleted after the process is initiated.

PS_PAY_MESSAGE: Messages from the prior run are deleted by company, pay group, pay
end date and off-cycle indicator. Page number is also used for off-cycle check processing.
Important Paysheet Related Reports

The following are some of the important reports related to paysheet process.

Report
Report Description Report Window
Name

Paysheets: Print Paysheets PAY009 Manage Payroll Process U.S.

Paysheets: Print Distributed

PAY017 Manage Payroll Process U.S.
Earnings – Paysheets
Paysheet Records Audit Prior to
PAY035 Manage Payroll Process U.S.
Calcpay

Paysheet Records Audit Prior to PAY036 Confirm Manage Payroll Process U.S.

Paysheets: PAY009
Description: This report prints the results of the Paysheet Creation process. The system
creates paysheets in a batch process, during which it scans all employee records and selects
the ones that must be paid in the pay period you specify. For each set of applicable
employee records found, it creates a payline showing pertinent payroll information. You can
view the results of this process online, or print them—usually on a preprinted form. You may
want to customize this report for your organization’s unique needs.

You specify the paysheet contents on Pay Group Table panels 4-6 and Payroll Data panels
1-2. Each payline consists of information such as amount or hours of regular pay, job data
such as department, location and job code, additional pays, if any, and tax information.

For each page the system creates a paysheet balance, which counts total number of
paylines, total number of regular hours, and total amount of regular pay.

Parameters: Pay Run ID. Enter a valid Pay Run ID from the Pay Calendar Table.

Pay Calendar. If the Pay Run ID includes multiple pay calendar entries, you may choose to
include all entries for the Pay Run ID or to limit the report to a single pay calendar entry. To
specify a single pay calendar, enter the Company, Pay Group, and Pay End Date.

Source None.
Sort Selection Determined on Pay Group Table panels 4-6 and Payroll Data panels 1-2.

Paysheets Distributed Earnings: PAY017

Description: This report prints paysheets for distributed earnings. PAY017 is similar to
PAY009 (Print Paysheets), but scans employee records for pay lines related to distributed
earnings.

Parameters: Pay Run ID. Enter a valid Pay Run ID from the Pay Calendar Table.

Pay Calendar: If the Pay Run ID includes multiple pay calendar entries, you may choose to
include all entries for the Pay Run ID or to limit the report to a single pay calendar entry. To
specify a single pay calendar, enter the Company, Pay Group, and Pay End Date.

Source: None.
Sort Selection: Company, Employee ID.
 Paysheet Records Audit Prior to Calcpay: PAY035
Description: This precalculation audit report provides a detailed listing by company, pay
group, and pay end date of information that may cause problems during the Pay Calculation
process.

Parameters: Pay Run ID.

Source: N/A.
Sort Selection: Company, pay group, pay end date.

Paysheet Records Audit Prior to Confirm: PAY036

Description: This precalculation audit report provides a detailed listing by company,
calendar year, pay group, monthcode, pay end date, and employee ID of information that
may cause problems during the Pay Confirmation process.

Parameters: Pay Run ID.

Source: N/A.
Sort Selection: Company, pay group, pay end date.

But BP will be using a customized report BP_PAY036.SQR pre-confirm audit report.

Functional Overview of Pay Calculation

What is a Pay Calculation?
Once you’ve entered all your employee payroll information, created your paysheets, and
made any necessary updates and adjustments, you’re ready to perform Pay Calculation. In
PeopleSoft Payroll, Pay Calculation is an iterative process. It’s easy and efficient to run and
rerun calculations over and over again—until you’re confident the payroll data is correct.

Payroll calculation is processed after the Paysheets have been created and updated with the
required changes for the pay period. At this point we use the Pay Calculation program to
process all the information you’ve set up on the PeopleSoft HRMS and PeopleSoft Payroll
tables and at the employee level, combined with the additional information provided on
paysheets, in order to calculate your payroll.

After you perform Pay Calculation, you can view the results of paycheck earnings,
deductions, and taxes using the Paycheck panels in the Manage Payroll Process window.
PeopleSoft Payroll also includes several standard reports that you can print and customize to
help you verify the results of Pay Calculation.

The system also produces an error report, to make you aware of any information that may be
entered or set up incorrectly. You can make any necessary adjustments on the paysheets.

Performing Pay Calculation

PeopleSoft Payroll Pay Calculation is driven by the Pay Run IDs you used to group pay
groups together for payroll processing. Generally, all pay calendar entries that share a Pay
Run ID have the same pay end date, but not necessarily the same pay frequency. Typically,
you should set up different Pay Run IDs each pay period end date on the Pay Calendar Table
in the Define Payroll Process window.
To specify Pay Calculation parameters, go to the Manage Payroll Process-> Process->Pay
Calculation. Enter your Run Control ID to access the Pay Calculation panel.

To run Pay Calculation for the Pay Calendars associated with a specific Pay Run ID, select
that Pay Run ID. This enables you to run Pay Calculation for either the on-cycle or off-cycle
checks of the Pay Calendars associated with the Pay Run ID you specify.
 The system default is on-cycle; to specify an off-cycle calculation, select Off-Cycle in the On
or Off-Cycle edit box.

You must have already defined the Pay Run ID on the Pay Run Table located in the Define
Payroll Process window. By looking at the Pay Run ID Table you can verify the accuracy of
the groups you’ve selected for processing. This table displays every Company/Pay Group
Calendar entry tied to each Pay Run ID.

For On-Cycle Pay Calculation

If you’re running an on-cycle calculation you tell the system whether this is a On-Cycle
Preliminary Calc Run. You can run on-cycle Pay Calculation in preliminary mode as
many times as you want, to correct errors and adjust payroll information. You should turn
this checkbox off only after you have corrected all errors from the preliminary runs and
are ready to process your final Pay Calculation run. Both preliminary and final modes
perform identical calculations; the only difference is that final mode signals to PeopleSoft
Payroll that you are ready to progress to the next payroll phase: Pay Confirmation.

For Off-Cycle Pay Calculation

An off-cycle payroll is one that is run outside the normal pay processing cycle, typically
used for terminations, manual checks, reversals, and bonuses. You can enter a Pay Run
ID and select Off-Cycle in On of Off-Cycle to run Pay Calculation for the off-cycle checks
of the Pay Calendars you’ve associated with that Pay Run ID.
Alternatively, you can leave Pay Run ID blank, select Off-Cycle, and use the Off-Cycle
Run group box to specify parameters for you calculation: Company, Pay Group, Pay End
Date, and the from and through Page #s.

Selecting Checks to Calculate

Each time you process payroll calculation, you can use the Select Checks to Calculate
group box to tell the system whether you want to process the calculation for all
employees, or only for employees for whom payroll needs to be recalculated.

Only Calculate Where Needed tells the system to process Pay Calculation only for
those employees for whom payroll needs to be recalculated. In most cases, to minimize
processing time, you should select Only Calculate Where Needed. The system will
calculate pay for employees that have not yet been calculated, employees with errors, or
employees who have had changes since the last Pay Calculation.

Running Pay Calculation

During Pay Calculation, the system determines earnings, deductions, taxes, and net pay for
all employees with pay earnings within a payline marked OK to Pay. When it performs gross-
to-net calculation, the system:
1. Adds taxable earnings and taxable benefits and subtracts before-tax deductions to
arrive at Taxable Earnings.
2. Calculates taxes.
3. Subtracts taxes.
4. Subtracts after-tax deductions to determine Net Pay.
The system processes one company at a time, and within each company, every pay group
assigned to that Pay Run ID. As it processes each pay group, the system indicates the
number of checks to be calculated and how many have already been calculated.

The system commits the calculations after processing the number of employees specified in
the Installation Table. In other words, it updates the physical database with the results of the
calculations.
Functional Overview of Pay Confirmation
The last step in running our payroll is Pay Confirmation. Going through the Pay Confirmation
process tells the system that we’ve reviewed and approved all payroll information for this pay run,
and that we’re ready to start producing paychecks.
1. When to Run Pay Confirmation
After we verify that the payroll calculation is correct and we’ve run the Pay Calculation in final
mode, we’re ready to perform Payroll Confirmation.

Note
We should never run Payroll Confirmation unless we are confident that the amounts have been
calculated properly. Once Pay Confirmation is completed, we cannot update Paysheet
information unless we first run the Pay Unconfirm Process.

During the confirmation process, the system updates all balances for earnings, deductions,
Check Year-to-Date, taxes, garnishments, and arrears; the system also assigns check and advice
numbers.

Once a payroll has been confirmed, we can generate checks, advices, and any other payroll
reports we may require. We can also generate the direct deposit, general ledger, or any other
interface. And online, we can review an employee’s check totals and payroll balances.
2.Running Pay Confirmation
We manage the Pay Confirmation process with a Pay Run ID, just as we do for Pay Calculation
and Pay sheets. The Pay Run ID used in the Pay Confirmation process should be identical to the
Pay Run ID we used during both Paysheets and Pay Calculation.
2.1. Defining Pay Confirmation Parameters
We define pay confirmation process parameters in the Pay Confirmation panel. To access this
panel, open the Manage Payroll Process window and select Pay Confirmation from the Process
menu.

Panel controls
For on-cycle confirmation, enter the Pay Run ID. We must have already defined the Pay Run ID
on the Pay Run table located in the Define Payroll Process window.
To confirm all off-cycle checks associated with a particular period, we can enter a Pay Run ID
and select Off-Cycle in On or Off-Cycle.

To confirm off-cycle checks by page range, We can leave Pay Run ID blank, select Off-Cycle,
and use the Off-Cycle Run group box to specify parameters for our calculation: Company, Pay
Group, Pay End Date, and the from and through Page #s.

When we run the Pay Confirmation program, the system processes one company at a time, and
within each company, every pay group assigned to that Pay Run ID. As it processes each pay
group, the system indicates how many checks are being confirmed and how many have already
been confirmed.

Click on the Run toolbar button to run the process now or schedule it to run at a later time. This
opens the Process Scheduler.

When we run Pay Confirmation, the system assigns check and/or advice numbers. The system
looks at the Last Form Number Used on the Form Table (in the Define Payroll Process window),
adds one, and assigns this number to the first person in the check sequence order. The
remaining check or advice numbers are assigned sequentially according to the check print
sequence options we’ve set up on the Pay Group Table (also in the Define Payroll Process
window).
3. Confirming Pay Calendars in Order by Check Date Month
When a check is processed for an employee, the system updates the various balance records
(earnings, deductions, and so on). Balance records are stored by year, quarter, and month.

Once we have posted to a month, we cannot post to a previous month. For example, once we
have posted an April balance, the system will not allow us to update a March balance of the same
type. If we try to post to a previous month, the Pay Confirmation processes will abend with an
error. This error may occur for Semi-monthly pay group and Monthly pay group.

3.1. Semi-Monthly Pay Group

An employee is in a semi-monthly pay group for the first three weeks of the month. He is then
transferred to a monthly pay group. He will have a paysheet for the semi-monthly pay group for
the third week of the month and a monthly paysheet for the fourth week of the month. The
semi-monthly pay group has a pay end date of 3/31 and a check date of 4/5, and therefore a
MONTHCD of 4 on the pay calendar. The monthly pay group has a pay end date of 3/31 and a
check date of 3/31, and therefore a MONTHCD of 3 on the pay calendar.

If the semi-monthly pay group is confirmed before the monthly pay group, the April balance
record will be created before the March balance is updated. As a result, when we try to confirm
the monthly pay group, Pay Confirmation will abend.

To prevent the problem, we need to confirm the monthly pay group first, because the check
date is in March.

3.2.Monthly Pay Group

An employee is in the monthly pay group for the month of March. This payroll has a pay end
date and check date of 3/31. Effective April 1, the employee is transferred to the semi-monthly
pay group. Prior to the 3/31 monthly payrolls being confirmed, we confirm an off-cycle check
for this employee that is attached to the April semi-monthly payroll. This off-cycle check
creates an April balance record; when we try to confirm the March monthly payroll, Pay
Confirmation abends.
4. Reviewing Pay Confirmation Results
We can review Pay Confirmation results using hard copy reports or the available online
Paycheck panels in the Manage Payroll Process window, Inquire menu.
5. Running Pay Unconfirm
If we want to update any paysheet information, or make data or table changes that require
recalculation after we’ve run Pay Confirmation, we’ll need to run Pay Unconfirm. To do this,
select Process, Pay Unconfirm in Manage Payroll Process.
 Technical Overview of Pay Confirmation
There are four points to consider when running the CONFIRM process. They are:
 Tables the CONFIRM process selects from
 Tables the CONFIRM process inserts into
 Tables the CONFIRM process updates
 Tables the CONFIRM process deletes from

During the Pay Confirmation process, the system updates all balances for earnings, deductions,
taxes, garnishments, and arrears. The system also assigns check and advice numbers. In
addition, this process deletes all paysheet and paycheck records for those paysheets where
OK_TO_PAY = ‘N’ on the PAY_EARNINGS record. There will be no history of these records.

Points to consider when running the CONFIRM process:

 You should back up the database before running CONFIRM. This is necessary because this
process cannot simply be rerun once it has completed.
 If an error occurs during this process, it can be rerun and the process will continue processing
where it left off (after the last commit to the database).
1. Tables the CONFIRM process selects from
PS_PAY_CONF_RUNCTL The process selects the run control record that was added
by the user prior to running the process.

PS_PAY_CALENDAR Using the Run Control ID, the process selects the appropriate pay
calendar information.

PS_INSTALLATION The process selects the Balance ID for the calendar year.

PS_PAY_PAGE Pages for the calendar being processed are selected.

PS_PAY_LINE Lines for the calendar being processed are selected.

PS_PAY_CHECK Paychecks where PAYCHECK_STATUS = ‘C’ are selected.

PS_PAY_EARNINGS Pay earnings where PAY_LINE_STATUS = ‘C’ are selected.

PS_PAY_SPCL_EARNS Special accumulator amounts for the calendar being

processed are selected.

PS_PAY_INS_EARNS Unemployment insurable earnings for the calendar being processed

are selected (Canadian only).

PS_PAY_TAX Taxes taken for the calendar being processed are selected.

PS_PAY_TAX_CAN Taxes taken for the calendar being processed are selected
(Canadian only).

PS_PAY_GARNISH Garnishments taken for the calendar being processed are selected.

PS_PAY_DEDUCTION Deductions taken for the calendar being processed are selected.
This process also selects from some employee and pay process tables.

2. Tables the CONFIRM process inserts into

PS_BOND_LOG* The bond log table is updated with bond deductions taken in the
current period.
 PS_PAY_DISTRIBUTN The pay distribution table is updated with check and advice
information.

PS_PAY_MESSAGE This table is updated with standard payroll error messages that are
encountered during the process.

PS_PAY_CHECK_DUE This table is updated with the check information that is later used by
the check reconciliation process.

PS_CHECK_YTD* This balance table is updated with the current period check
information.

PS_EARNINGS_BAL* Earnings balances are updated with earnings and special

accumulator data for the current period.

PS_DEDUCTION_BAL* Deduction balances are updated with the current period amounts.

PS_TAX_BALANCE* Tax balances are updated with the current period amounts.

PS_GARN_BALANCE* Garnishment balances are updated with the current period amounts.

PS_CAN_CHECK_YTD* Canadian version of PS_CHECK_YTD.

PS_CAN_ERN_BALANCE* Canadian version of PS_EARNINGS_BAL.

PS_CAN_DED_BALANCE* Canadian version of PS_DEDUCTION_BAL.

PS_CAN_TAX_BALANCE* Canadian version of PS_TAX_BALANCE.

PS_INS_EARNS_BAL Unemployment insurable earnings balances are updated with the

current period amounts (Canadian only).
* These tables may be inserted into or updated depending on the payroll cycle being run.
3. Tables the CONFIRM process updates
PS_PAY_PAGE CONFIRMED flag is set to ‘Y’.

PS_PAY_LINE CONFIRMED flag is set to ‘Y’.

PS_PAY_EARNINGS PAY_LINE_STATUS is set to ‘F’.

PS_PAY_CHECK PAYCHECK_STATUS is set to ‘F’.

PS_DED_ARREARS Deduction arrears balances are updated to reflect the current arrears
balances.

PS_ADDL_PAY_DATA Additional pay data is updated to reflect the new goal balance
(GOAL_BAL).

PS_GARN_SPEC Garnishment specification data is updated to reflect the new limit

balance (GARN_LIMIT_BAL).
PS_GENL_DEDUCTION Employee general deduction data is updated to reflect the
new goal balance (GOAL_BAL).

PS_VACATION_BEN Employee vacation benefit table is updated to reflect the new goal
balance (GOAL_BAL).
 PS_LEAVE_ACCRUAL Unprocessed data fields are updated on employee leave
accrual records. Note: A leave accrual record will be inserted if the employee has not been
processed through the ACCRUAL process yet.

PS_PAY_FORM_TBL The LAST_FORM#_USED is updated on the form table.

PS_PAY_CALENDAR The PAY_CONFIRM_START flag is set to ‘Y’ when the process is

started initially. The PAY_CONFIRM_RUN flag is set to ‘Y’ when the process has run to
completion successfully.
4. Tables the CONFIRM process deletes from
PS_PAY_CONF_RUNCTL The run control is deleted after the process is initiated.

PS_PAY_MESSAGE Messages from the prior run are deleted by company, pay group,
pay end date, and off-cycle indicator. Page number is also used for off-cycle check
processing.

PS_PAY_PAGE Records whose PS_PAY_LINE entries are no longer there.

PS_PAY_LINE Records whose PS_PAY_EARNINGS have OK_TO_PAY = ‘N’ are deleted.

PS_PAY_EARNINGS Records where OK_TO_PAY = ‘N’ are deleted.

PS_PAY_OTH_EARNS Records whose PS_PAY_EARNINGS have OK_TO_PAY = ‘N’ are

deleted.

PS_PAY_ONE_TIME Records whose PS_PAY_EARNINGS have OK_TO_PAY = ‘N’ are

deleted.

PS_PAY_TAX_OVRD Records whose PS_PAY_EARNINGS have OK_TO_PAY = ‘N’ are

deleted.

PS_PAY_CTX_OVRD Records whose PS_PAY_EARNINGS have OK_TO_PAY = ‘N’ are

deleted.

PS_PAY_GARN_OVRDRecords whose PS_PAY_EARNINGS have OK_TO_PAY = ‘N’ are

deleted.

PS_PAY_DEDUCTION Records whose PS_PAY_EARNINGS have OK_TO_PAY = ‘N’ are

deleted.

PS_PAY_TAX Records whose PS_PAY_EARNINGS have OK_TO_PAY = ‘N’ are deleted.

PS_PAY_TAX_CAN Records whose PS_PAY_EARNINGS have OK_TO_PAY = ‘N’ are

deleted. (Canadian version of PS_PAY_TAX.)
PS_PAY_GARNISH Records whose PS_PAY_EARNINGS have OK_TO_PAY = ‘N’ are
deleted.

PS_PAY_CHECK Records whose PS_PAY_EARNINGS have OK_TO_PAY = ‘N’ are

deleted.

PS_PAY_SPCL_EARNS Records whose PS_PAY_EARNINGS have OK_TO_PAY =

‘N’ are deleted.

PS_PAY_INS_EARNS Records whose PS_PAY_EARNINGS have OK_TO_PAY = ‘N’ are

deleted (Canadian only).
Pay Confirmation- Reports
PAY036 Paysheet Records Audit Prior to Confirm
Description This pre-calculation audit report provides a detailed listing by company, calendar
year, pay group, monthcode, pay end date, and employee ID of information that may cause
problems during the Pay Confirmation process.

Parameters Pay Run ID.

Source N/A.
Sort Selection Company, pay group, pay end date.
Technical Overview of Pay Calculation

Pay Calculation (PSPPYCAL.CBL) can run once the payroll input tables are populated on the
database, and the pay earnings have been marked as OK to Pay (by Paysheet Creation itself if
you’ve set this up as the default, or by your payroll operators through the online Paysheets
panels). Pay Calculation looks at all the earnings for a particular pay calendar (or group of pay
calendars) and starts to produce checks. You can run Pay Calculation over and over again.
Typically, you run it initially to calculate most of your employees, and then you run it again to
clean up errors or perhaps to pick up some late hours that you’ve just entered. When you run
Pay Calculation again, it doesn’t have to recalculate everybody; it can calculate only those
employees who need to be recalculated.

1. Functional Overview of Paycheck Reversals and Adjustments

1.1. Overview
Before we attempt to use Payroll to process check reversals and adjustments, it’s important to
understand the differences between them, and how the system handles them. We always
process both reversals and adjustments using off-cycle payroll runs. We initiate processing for
both by setting up a run control for the check or checks we want to reverse or adjust. If we’re
doing a check reversal, we select Reversal on the parameters panel; if we’re doing a check
reversal and adjustment, we select Adjustment.
Reversal
Simply produces a “negative image” of the original check (pay record), with all the amounts
changed from positive to negative. This effectively “backs the check out” of the system.
Adjustment
Produces an off-cycle paysheet page with two pay lines: a Reversing Adjustment with a net pay
of zero, and an Adjustment, which is where we enter the information for the check as it “should
have been” originally.
Note: The system does not perform adjustments to online checks.
1.2.To Reverse or to Adjust?
When do we perform a reversal as opposed to an adjustment? A reversal is appropriate when
we’ve produced a check that we subsequently realize should not have been produced at all, or
should not have been produced the way it was, and the check is still available—that is, it hasn’t
been cashed yet.

For example, Darla Peabody was terminated at the end of the last pay period and received what
should have been her final paycheck. The Human Resources department, however, failed to
enter her termination into the system. So, when paysheets were created and processed for the
next pay period, the system produced a pay check for her. When her supervisor reported to the
Payroll department that Darla had been terminated two weeks earlier, and that no check should
have been produced, the Payroll department then ran a reversal on her check, backing it out of
the system.

If the physical paycheck is not available —if it’s already been cashed, or if it was a direct
deposit—we perform an adjustment.

For example, Douglas Turner should have been paid for 20 hours of overtime, but deposited his
check before realizing this. He comes to us to request his overtime pay. We’ll go through the
adjustment process, calculating the check the way it should have been calculated in the first
place, comparing the new calculation to the one used for the check that was actually issued, and
giving Douglas a check for the difference.

When we reverse a check, we generally either cut a new on-demand check for the correct
amount, or simply do nothing after having reversed it.

When we adjust a check, three situations are possible:

 • No change in net pay. For example, an employee’s pay was incorrectly charged to
Department 10100 instead of Department 10010.

• The original check was for a smaller amount than it should have been: the company
owes the employee money, as in the case of Douglas Turner.

• The original check was for a larger amount than it should have been: the employee owes
the company money. For example, we paid Item Processing Clerk Anne Jeffery for 20
hours of overtime instead of 2 hours of overtime.
1.3. Messages on the Pay Record
When we use Payroll to reverse or adjust checks, we’ll see messages on the payline and
paycheck records. They’re there to help steer us through the process, so we know exactly what
we’re doing and what we’re viewing.
1.3.1. Reversal Message
This message appears on the payline record when we run the Reversal process for a check
reversal:
Reversal Indicates that the check is a reversal.
1.3.2.Adjustment Messages
The following messages can appear when we run the Reversal process for a check adjustment:
Reversing Adjustment Indicates a pay earnings record that has been adjusted. It will
appear on the original pay earnings record.
Adjustment Indicates a pay earnings record that was created by the Reversal/Adjustment
process. It will appear on the pay earnings record that will be used to recalculate an
employee’s pay.
Adjustment – Partial Period Indicates that the employee with the adjusted pay earnings
record has had a change to their job record, with an Effective Date that falls between the Pay
Period Begin and End Dates prior to running the Reversal/Adjustment process.
Adjustment – Pay Data Change Indicates that one or more of the employee’s adjusted
records has been updated since the last time paysheets were created or Pay Calculation was
run. This employee will be recalculated during the next Pay Calculation if they have not already
been recalculated. We may select all employees who’ve had a Pay Data Change and need to
be recalculated by entering R in the Job Pay Data Change field of the Payline Update/Display
dialog box. Entering Y in the same field will select all employees whose pay has been
recalculated due to a change in one of their pay-related records.
Adj – PayChg – Partl Period Indicates, for an employee who had an Adjustment – Pay
Data Change message, that a change has been made to their job record, with an Effective Date
falling between the Pay Period Begin and End Dates, and they have already been recalculated.
1.4.Reversing Paychecks
The central procedure of the check reversal process is running the Reversal program. This
program locates the checks we’ve specified on a special run control and creates an off-cycle
paysheet page for each reversal. The resulting paylines will reflect the original paysheet entries,
with negatives in the hours and amount fields. These pages will be display only—we can’t enter
data into them.
During the Reversal process, the system makes a copy of the paycheck record and reverses the
signs (plus/minus) on the amount fields. The original paycheck record is not deleted; it’s still
there, too. we can view both the original and the reversed copy by using the Paycheck panels in
the Manage Payroll Process window. On the reversed check, all of the amounts display as
negative numbers, and we’ll notice the message Calculated Check Reversal in the upper left
corner of the first scroll box.
When we reverse paychecks, we don’t need to run Pay Calculation. When we run the Reversal
process, the system simply finds the check or checks we’ve specified and reverses the
plus/minus signs; since the amounts themselves have already been calculated, no additional
calculation is necessary.
 If we reverse a check and then realize we made a mistake—the check shouldn’t have been
reversed, for whatever reason—Payroll provides a simple method to delete the reversal: choose
Delete Current Reversal/Adjustment on the Paycheck Reversal/Adjustment Run Control panel,
and run the Reversal process again.
To update the balance records with the reversal information, we then proceed to run Pay
Confirmation. After confirmation, when we view the paycheck, we’ll see the message Confirmed
Check Reversal in the upper left corner.
1.5. Steps for Reversing Checks
1.5.1. Identify the paycheck number and issue date
If the physical paycheck isn’t available, we can find the number and date information either
online or offline.
Online View the Inquire, Paycheck Data panels in the Manage Payroll Process window.
Offline Refer to our Payroll Register or Payroll Check Register reports.

1.5.2. Setting Up Paycheck Reversal Parameters

To define parameters for the Reversal program, select Process, Paycheck Reversal/Adjustment
in the Manage Payroll Process window.

1.5.3.Running Paycheck Reversal

Once we’ve entered all the checks to be reversed, we’ll run the Paycheck Reversal Process.
This program eliminates the need to enter each check to be reversed as a manual check.
Click the Run toolbar button to run the process now or schedule it to run at a later time. This
opens the Process Scheduler.
We can view the effects of the reversal by looking at the original check and the reversed check
on the Paycheck Earnings panel (Manage Payroll Process, Inquire, Paycheck Data).

1.5.4. Setting Up Pay Confirmation Parameters

First we’ll specify our parameters on the Pay Confirmation panel. In Manage Payroll Process,
select Process, Pay Confirmation, Update/Display.

1.5.1. Running Pay Confirmation

We can now run the Pay Confirmation process as we normally would for an on-cycle payroll
run.

1.5.6.Viewing Confirmed Reversed Checks

After we’ve run Pay Confirmation, we may view information, including updated balances, using
the Paycheck Data panels in the Maintain Payroll Data and Manage Payroll Process windows,
and run any reports we may require.
1.6. Adjusting Paychecks
When we adjust a paycheck, there are three possible outcomes:
 No change in net pay.
 The company owes the employee money. In this situation, the system will produce a check
for the amount owed.
 The employee owes the company money. In this case, we can put the amount into an
arrears balance to be taken out of their next paycheck. Or we can attempt to get the money
back from the employee by other means.
1.7 Understanding the Adjustment Process
To process adjustments, the system uses a special deduction called Net Pay Adjustment with a
Deduction Code of NETPAY. To do this, we must set this deduction code up on the Deduction
Table; you can use the NETPAY deduction supplied with the demonstration database as an
example.

For example, if we forgot to pay Theresa for 10 hours of overtime, we’d enter 10 in OT Hours; if
we taxed her in the wrong taxing jurisdiction, we’d enter the correct State or Locality.
 When we’ve finished entering your adjustments, we’ll save the paysheet, set up a run control, and
run Pay Calculation. The system will calculate the paysheet. If it turns out, person owe the
employee money, the system will produce a Calculated Check for the amount the person owe; at
that point we can set up Pay Confirmation parameters, run the Pay Confirm program—which will
update the employee’s balances and assign a check number—and go ahead and print the check.

The following panel show the adjustment entry.

1.8. Establishing Adjustment Earnings Types and Deductions

To process the adjustments, the system needs information on earnings types and deductions
from the Payroll Process tables. We should set up these tables before making any actual
adjustments.

1.8.1. Adjustments Earnings Type

An Adjustments Earnings Type is necessary to process check adjustments for which the
employee owes the company money. Use a suitable code to designate the Earnings Type;
ADJ will work just fine.

we can leave Earnings Table 1 panel as it is. Click on the Earnings Table 2 tab to move to
Earnings Table 2.

We’ll want to set up Earnings Table 2 to match this example, if we want to use the payback
feature.

1.9. Adjustment Deductions for Arrears Processing

When we give an employee Adjustment earnings, we need a special Deduction Code to tell the
system that what we really want to do is put the amount in arrears. If we wish, we can establish
several such Deduction Codes—one for each adjustment arrears payback situation we’re likely to
encounter.

For example, if we’re adjusting checks that were calculated using the wrong taxing jurisdiction,
we could set up a Tax Adjustment Deduction Code: TAXADJ.
 2.Technical Overview of Paycheck Reversal
There are mainly three points to consider when running the REVERSAL process. They are:
 Tables the REVERSAL process selects from
 Tables the REVERSAL process inserts into
 Tables the REVERSAL process deletes from

The REVERSAL (Paycheck Reversal) process is used to create a reversal paysheet or a

reversal/adjustment paysheet. After creating a reversal/adjustment, you will need to run the
CALCPAY process and the CONFIRM process for the off-cycle reversal/adjustment. If you
created a reversal only, you will only need to run the CONFIRM process for the off-cycle reversal
paysheet.

Points to consider when running the REVERSAL process

 You cannot reverse a check that was not confirmed in the PeopleSoft system. In this case,
you will need to do a manual check to back out the amounts.
 All reversals are automatically created as off-cycle checks.
2.1. Tables the REVERSAL process selects from
PS_PAY_CALENDAR The current calendar that the off-cycle reversal will be processed
with is selected.

PS_PAY_REV_RUNCTL The process selects the run control record that was added
by the user prior to running the process. This is the parent record on the run control panel.

PS_PAY_CHECK_REVRS The process selects the run control record that was added
by the user. This is the child record on the run control panel.

PS_PAY_CHECK The check(s) to be reversed or adjusted are selected.

PS_PAY_PAGE The page of the original check is selected.

PS_PAY_LINE The line of the original check is selected.

PS_PAY_EARNINGS The earnings on the original check are selected.

PS_PAY_OTH_EARNS The other earnings on the original check are selected.

PS_PAY_DEDUCTION The deductions taken on the original check are selected.

PS_PAY_TAX The taxes taken on the original check are selected.

PS_PAY_TAX_CAN The taxes taken on the original check are selected (Canadian
version of PS_PAY_TAX).

PS_PAY_GARNISH The garnishments taken on the original check are selected.

PS_PAY_ONE_TIME The deduction overrides on the original check are selected.

PS_PAY_TAX_OVRD The tax overrides on the original check are selected.

PS_PAY_CTX_OVRD The Canadian tax overrides on the original check are selected.

PS_PAY_GARN_OVRDThe garnishment overrides on the original check are selected.

PS_PAY_INS_EARNS The unemployment insurable earnings on the original check are
selected (Canadian only).
 PS_PAY_SPCL_EARNS The earnings which updated the special accumulators on the
original check are selected.

2.2. Tables the REVERSAL process inserts into

PS_PAY_CHECK The reversal check is inserted.

PS_PAY_PAGE The reversal is inserted on a new page associated with the current
off-cycle calendar.

PS_PAY_LINE The reversal is inserted on a new line associated with the current off-cycle
calendar.

PS_PAY_EARNINGS This record is created with the original earnings amounts, but the
amounts are negated.

PS_PAY_OTH_EARNS This record is created with the original other earnings amounts, but
the amounts are negated.

PS_PAY_SPCL_EARNS This record is created with the original earnings that updated
the special accumulators, but the amounts are negated.

PS_PAY_INS_EARNS This record is created with the original unemployment insurable

earnings, but the amounts are negated.

PS_PAY_DEDUCTION This record is created with the original deductions taken, but the
amounts are negated.

PS_PAY_TAX This record is created with the original taxes taken, but the amounts are
negated.

PS_PAY_TAX_CAN This record is created with the original taxes taken, but the amounts
are negated (Canadian version of PS_PAY_TAX).

PS_PAY_GARNISH This record is created with the original garnishments taken, but the
amounts are negated.

PS_PAY_ONE_TIME This record is created with the original deduction overrides, but the
amounts are negated.

PS_PAY_TAX_OVRD This record is created with the original tax overrides, but the amounts
are negated.

PS_PAY_CTX_OVRD This record is created with the original tax overrides, but the amounts
are negated (Canadian version of PS_PAY_TAX_OVRD).

PS_PAY_GARN_OVRDThis record is created with the original garnishment overrides, but

the amounts are negated.
2.3. Tables the REVERSAL process deletes from
PS_PAY_REV_RUNCTL The run control is deleted after the process is initiated.
PS_PAY_MESSAGE Messages from the prior run are deleted by company, pay group,
pay end date, and off-cycle indicator. Page number is also used in off-cycle check
processing.
3. Reports for Paycheck Reversals and Adjustments

The following reports are used during Paycheck Reversal

PAY015A: Identifies all computer and manual checks, including check reversals, processed by
the payroll system during the current payroll periods specified by the Pay Run ID. It then inserts
one entry for each check into the temporary Check Reconciliation file.

It then identifies all outstanding checks; that is, all checks that have been confirmed and are
not reversing entries and have not yet been cashed. It then inserts one entry for each
outstanding check into the temporary Check Reconciliation file.

Next, the program identifies all unprocessed manual checks and inserts one entry for each
into the temporary Check Reconciliation file.

PAY015B: This program lists the entries in the temporary Check Reconciliation file, divided by
predetermined report types. A page break is supplied for each report type within this category
and totals are given for Item Count and Net Pay.

Report Types included are: Issued Cheques (Computer), Cheques Reconciled From Bank
Cheques File, Outstanding Cheques, and Unprocessed Manual Cheques.

Parameters: Pay Run ID. Enter a valid Pay Run ID from the Pay Calendar Table.
On-Cycle, Off-Cycle, or Both. Indicate whether you want the report to include only on-cycle
checks, only off-cycle checks, or all checks. If you select Off-Cycle, you may enter a range of
pages.

Pay Calendar. If the Pay Run ID includes multiple pay calendar entries, you may choose to
include all entries for the Pay Run ID or to limit the report to a single pay calendar entry. To
specify a single pay calendar, enter the Company, Pay Group, and Pay End Date.

Source : None.
Sort Selection : Bank Transit Number, Account Number, Report Type, and Cheque Number.