EPY: Paysheet flags: job pay & automatic paysheet update
(Doc ID 607442.1)
Last updated on FEBRUARY 28, 2023
Applies to:PeopleSoft Enterprise HCM Payroll for North America - Version 8.8 SP1 and later
Information in this document applies to any platform.
SPECIFIC TO: Enterprise, North American Payroll, All Releases
SOLUTION: PaySheet Flags and How They Affect the Process.
PaySheets can be updated with employee changes made after PaySheets have been created via the PaySheet Update Process. This process is executed during the PaySheet process and also at the very beginning of the Calc process.
This functionality must be turned on before it will be executed. Two flags must be set:
1.) Automatic PaySheet Update? on Pay Group Table 4
2.) Job Pay? on each employee's PaySheet
The Automatic PaySheet Update? flag allows users to define for a Pay Group whether or not PaySheets are to be updated before the Calculation process is executed. If the flag is turned on, Calc will compare the PaySheet to the Job record and Additional Pay records. When differences are found, PaySheets may be updated from the Job record before the Calculation process starts. This flag works in conjunction with the Job Pay? flag.
Job Pay? controls PaySheet Update at the employee level (if Automatic PaySheet Update? is also turned on.) If Job Pay, is set on an individual's paysheet, Job Data is checked for changes each time it is run. The system defaults the flag to on; it may be reset in one of two ways:
1.) Manually reset on the PaySheet Panel
2.) Automatically reset via a customized interface SQR
Once Job Pay has been turned off, it disappears from the PaySheet panel. You cannot click the flag back on again. The system assumes you turned it off to enter data other than specified on the Job record (You might want to override the Job record if you were adding data through a Time and Attendance system). To turn the flag back on, cancel the panel and start over again.
Generic PaySheets are built from Job and Additional Pay data. If an interface is run after PaySheet creation and Job Pay? is left checked on, Calc will repopulate (overwrite) PaySheets ignoring interface data. This means that when clients use an SQR to populate PaySheets, the SQR should be coded to check off Job Pay; otherwise, the interface data would be overwritten when PaySheets or Calc is rerun.
When analyzing a problem, if Job Pay? is checked --
ON indicates user build PaySheets using Job and Additional Pay data
OFF indicates user modified base pay earnings
Behind the Scenes:
When changes are made to employee data, Save Post-change PeopleCode is invoked. This PeopleCode calls function Update-Payroll (contained in the record FUNCLIB_HR). First, this function verifies that the site is defined to use Payroll by checking the Calculation Type on the Installation Table.
Pay_Line records will be marked for recalculation assuming certain criteria are met. The field Job_Change on PS_PAY_LINE is updated to a "R" (Calculation Required). This happens only if the job change falls within the pay period being run; if the change is for the next payroll, no recalculation is needed.
When the PaySheet Update process is executed, all records with Job_Change = "R" will be checked for updates. If modifications are needed, PaySheets will be rebuilt. Not all changes to the Job record trigger a rebuild of the PaySheet, for example a change in birth date. This explains why there may be differences in the pair of counts issued from both PaySheets and Calc: "Check for Update" and "PaySheets Updated".
The PaySheet Update process sets the field Pay_Line_Status on the PS_PAY_EARNINGS record to "P" (in Progress) for updated records. This status is marked before records are committed to the database. This means that if Calc fails, the records will still be marked for processing by the next run. A status of "P" indicates to Calc that the record needs to be recalculated during a "Calc where Needed" (or a Calc All).
Wrote up incident enhancement R-RLS-4P7OX to have the job pay flag not printed on the paysheet when the automatic paysheet update flag is not checked on the paygroup table. This incident has not been resolved yet.
You can ignore the Job Pay flag on the paysheet. Even if a change is made to job and the job pay flag was not unchecked, the paysheet will not be updated in calc. This is because the Automatic PaySheet Update flag and the Job Pay must work together.
PS_ADDL_PAY_DATA flex credit rows are not being reflected on the paycheck
Issue with our payroll processing not picking up certain flexible credits that have been configured within PeopleSoft.
Ben Admin automatically created entries on the Additional Pay Data page for the correct effective date (pay end date) and credit amounts that the employee is eligible to receive based on their benefit elections
The next step in our biweekly processing is to run a Pay Calc for the current pay period to recalculate all checks. When we do this, the client is expecting pay calc to pick up the additional pay values and add them to the earnings in the employee's current paycheck. Please note in biweekly processing, paysheets are run before the Ben Admin events are finalized. So, a pay calc is the only payroll processing that runs after the additional pay rows are created.
The issue is that the additional pay entry is not being added to other earnings for the current pay period in paysheet.
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