Employee Pay Assignment - PYUPEP
Use the Payroll (PY) Employee Pay Assignment (PYUPEP) page to review each employee's pay assignment record. Each pay assignment record contains a pay string and salary information. The pay string specifies the general ledger information for posting purposes. Although this page only shows one pay assignment at a time, employees may have an unlimited number of pay assignments by using multiple pages for each employee. Note: Pay assignments are created in the Human Resources (HR) module on the Employee Pay Assignment (HRPYPA) page and are maintained on the HR side.
Header
Entity: This field indicates the employee's entity and echoes from the PY Employee Definition (PYUPEM) page.
Employee ID: This field indicates the employee's ID and echoes from PYUPEM.
Name: This field indicates the employee's full name (in last, first, middle initial order) and echoes from PYUPEM.
SSN: This field indicates the employee's social security number and echoes from PYUPEM.
Type: This field indicates the employee type code and echoes from PYUPEM.
Cycle: This field indicates the pay cycle for which the employee is to be paid and echoes from PYUPEM.
Status: This field indicates the status of the employee and echoes from PYUPEM.
General Information
Pay Assignment Details
Begin/End Date: Enter or select the first and last dates the pay assignment is considered active. To be considered active, the employee must have an A (active) status, and the pay assignment must have an A (active) or an O (override) in the Status field. The date can be entered in MM/DD/YY or MM/DD/YYYY format. The begin date must be less than or equal to the end date. If this pay assignment is always active, leave this field blank.
Record Type: A two-character field that holds a client-defined record type for this pay string. The code may contain a combination of blanks, digits, and alphanumeric characters. Blanks have higher precedence over digits ("0" being high, "9" being low); digits have higher precedence than upper case characters ("A" being high, "Z" being low). The system recognizes a Record Type of "PM" as the primary pay string, and the information contained in the "PM" record is used as the default value by a number of payroll processes. Note: Each employee may have multiple pay assignments, but every employee must have one and only one active primary pay assignment (designated by "PM" in the RT (record type) field).
Effort: This field holds a value that represents the level of effort (percentage of time/costs) from the employee that is attributable to this pay string. The value entered in this field can be accurate to five decimal places. The system ensures that the sum of the active pay assignment effort fields are equal to one unless common code PYFG/PY351C, with NOEFFORT in the Code (1) field is set to disable effort checking.
Salary: This field contains the employee's salary for this pay string. This field is derived by the system from the employee's position and step information if the Use Salary Table field contains a Y. To override this, enter O (override) in the Status field, and enter the salary amount in this field. Whether or not the system is deriving the salary or the salary is overridden, be sure to indicate how the salary is expressed in the Sx field (e.g., monthly, weekly, etc.).
Sx (Salary Expressed As): The salary-expressed-as (Sx) code is used to qualify the value entered in the Salary field. The following is a list of codes supported by the system:
A — Salary is expressed as an annual salary
B — Salary is expressed as a biweekly salary
M — Salary is expressed as a monthly salary
S — Salary is expressed as a semi-monthly salary
W — Salary is expressed as a weekly salary
Rate: This field contains the employee's regular hourly rate for the pay string. The field is normally derived by the system from the employee's position and step information. To override this, enter O (override) in the Status field, enter the regular rate in this field, and indicate how the salary is expressed in the Sx field (e.g., monthly, weekly).
Overtime Rate: This field contains the employee's overtime-hourly rate for the pay string. The field is normally derived by the system from the employee's position and step information. To override this, enter O (override) in the Status field, enter the overtime rate in this field, and indicate how the salary is expressed in the Sx field (e.g., monthly, weekly, etc.).
Status: Select or enter a code. This represents the status of the pay assignment. The following codes are supported by the system:
A – Active, I – Inactive, or O – Override (Instructs the system NOT to perform any calculation but to take the value defined in the Salary field).
Frequency: A code representing the frequency with which the assignment record is to be taken into consideration. This field may be used in conjunction with the Box field. The following is a list of codes supported by the system:
A — Active for every pay period.
A# — Where # is a value between 1 and 9, representing the period sequence in which this record should be considered active.
I# — Where # is a value between 1 and 9, as previously defined on the Pay Period Definition page, representing the period sequence in which the record should be considered inactive.
XX 01-10 — The assignment will be active when the period being processed contains the designated Frequency Match Code (XX) in the specific box number indicated (e.g. 01).
XX — The assignment will be active when the period being processed contains the same frequency match code (XX) in any one of the ten Frequency Match Code boxes on the Pay Period Definition page. If Box contains "00", the system will search all boxes numbered 1 through 10 to find the Frequency Match Code.
These fields may also be referenced inside a calculation formula of a CDH, and when referenced, automatic inclusion/exclusion of CDHs may be accomplished for a particular employee (e.g., quarterly payments for auto allowance).
Box: A two-character code representing the frequency match code box number on the Pay Period Definition record. This field is used in conjunction with the "Freq" field for CDHs that you want to pay on specific pay periods. The record will be considered active when the period being processed contains the same frequency match code (Freq) in the Box number specified.
Num Code: This display-only field indicates the system-assigned number for the pay string.
Pay Header: This display-only field indicates the system-assigned number for the pay string.
Pay String: This display-only field contains the data entered on the Pay String Components tabbed page. The title and format of the pay string are defined on the Entity Definition page and are specific to each organization's installation. This pay string specifies how payments for an employee are derived and how these values should be posted to the GL and JL ledgers. The text immediately above this field shows the description of each corresponding part. Of the eighteen parts available on the Entity Definition record, four are required. Please refer to the Entity Definition page for more information.
Patching Information
Begin/End Date: The date that patching should start and end for this assignment. The patch begin date can precede the pay assignment begin date if needed. This is termed as an early start and is for those employees who typically work on a contract basis. The system will allow you to patch up to a year prior to the begin date of the assignment. How the system knows when to patch these extra days is determined by the pay assignment begin date. When a period runs that contains the begin date of the assignment, the patching process will actually use the patch begin date and patch from that until the end of the period or the patch end date, whichever represents the most restrictive date range.
Calendar: Select or enter the calendar code that pertains to the pay assignment.
Calendar Percent: A proration factor that prorates the hours defined on the work schedule for the defined calendar.
Type: Select or enter the type of patching that should occur. Options are:
H - Uses the Hrs/Day field instead of what is defined on the work schedule for the defined calendar. The calendar determines the workdays but the pay assignment will determine the number of hours per day.
P - Uses the Calendar Percent field to pro-rate what is defined on the work schedule definition for the defined calendar. If the work schedule says that there are 7.5 hours per day and the Calendar Percent field has 0.5, then it will patch 3.75 hours per day.
F - Uses the Effort in place of the Calendar Percent to prorate what is on the work schedule.
N - No patching on this assignment.
Hours/Day: The number of hours per workday. This value overrides any hours assigned on the work schedule.
Dollars/Day: Dollars/Day is used in the Patch-by-Pay line process and represents the daily rate patched in under patch type D.
Retro Information
Date: This field is no longer populated from the HR Pay Assignment screen and is not used.
Code: This field is no longer used.
Factor: This field is no longer used.
Other Information
Period: This display-only field denotes the pay period used by the system to determine whether the record is active. The period number shown here is derived by finding the next unpaid pay period in the current tax year that matches the employee's pay cycle.
Status: This display-only field indicates the status of the record based on the period number contained in the Period field. The following is a list of the status codes and their meanings:
Inactive The record is currently inactive.
Future The record is currently inactive but will become active in the future.
Active The record is currently active.
Budget: Enter a dollar amount indicating the maximum budgeted amount for the pay string. Payments will be discontinued whenever the budgeted amount is exhausted for the time span specified by the Bt field.
Budget Type: A budget type code used to identify the type of budget referenced by the Budget field. The following is a list of supported budget type codes:
C — Calendar year budget
F — Fiscal year budget
I — For inception to date
M — For the current month
Q — For the current quarter
R — For exceptional budget (The duration of the budget is indicated by the period range specified in the B/E period field.)
T — For tax year
Payments will be discontinued whenever the budgeted amount is exhausted, the record status is changed to inactive, or the time span indicated in this field has expired.
Bargaining Unit: The bargaining unit that applies to this pay assignment.
Payout Type: This field is used to specify the type of payout that is needed for the end of a contract:
P1 Lump Sum Payout: The system will payout escrow as a lump sum but the assignment will continue after the payment
P2 Spread Payout: The system will spread escrow over the remaining periods of the contract
PF Final Payout: The system will payout all of escrow as a lump sum
PS: The system will spread escrow over the remaining periods of the contract
Aux Salary: For future use.
Contract Ndx: The CX Index is an index (1-10) that may be used to specify how contract periods are counted (maintained on Period Definition).
Paid Begin/End Date: These fields are populated from the hr_emppay record if the Paid Dts are populated on the position tab.
Pay String Components
Pay Assignment Details
Rec Type: This display-only field indicates the record type code established on the General Information tabbed page.
Num Code: This display-only field indicates the system-assigned number for the pay string.
Begin/End Date: This display-only field indicates the first and last date for this pay string established on the General Information tabbed page.
Pay String Information
Account: The title and format of these fields were previously defined on the Entity Definition page and are specific to each organization's installation. Enter up to 64 characters that identify the employee's pay string. This pay string specifies how payments for an employee are derived and how these values should be posted to the GL and JL ledgers. Of the eighteen parts available on the Entity Definition record, four are required.
[Pay String Parts]: Pay string parts are defined in PYUPGN. Pay Class, Position, and Step are required pay string parts. The remaining nine fields are user-defined; field labels are derived from PYUPGN, Pay String tab.
Pay Header/Pay String: The Pay String echoes the values shown on the above account components.
Vectors/ Misc Values
Pay String Information
Rec Type: This display-only field indicates the record type code established on the General Information tabbed page.
Num Code: Display-only field indicating the pay assignment num code.
Begin/End Date: This display-only field indicates the first and last date for the pay string established on the General Information tabbed page.
Special Processing Information
There are three, three-part distribution vector fields for contributions, deductions, hours, or special vectoring, respectively. Through their use, the system can be directed to post (or not to post) a contribution, deduction, or hour to a particular pay string. For example, to ensure that only a certain health contribution (and no other contributions) are posted to the pay string, enter HLTH in the second miscellaneous code box on the Contribution Definition page. Enter “I 2 HLTH” in the first group of the CDH distribution vector fields. This code means include ("I") all contributions with HLTH in the second miscellaneous code, as previously defined on the Contribution Definition form.
Alternatively, to ensure that a certain health contribution does not post to the pay string, enter HLTH in the second miscellaneous code box on the Contribution Definition form. Then, enter "X 2 HLTH" in the first group of the CDH distribution vector fields. This code means exclude ("X") all contributions with HLTH in the second miscellaneous code as previously defined on the Contribution Definition form.
Special vectoring allows the user control over the spreading of contributions, deductions, and hours to specific employee pay lines. Special vectoring, which is controlled by common code PVEC, cannot be used at the same time as standard vectoring. Users can define different values for PVECs to suit their posting strategies. There are three types of directives that can be used singularly or in combination with each other. These directives, in their order of precedence, are:
EXCLUDE: Do not spread the listed CDHs to this pay line.
STICK-HERE: The listed CDHs should only appear on this pay line.
INCLUDE-ONLY: Include ONLY the listed CDHs on this pay line.
Special Vector: Indicate the code value of a common code used to define special spreading for these pay lines.
In/Ex Cnt/Ded/Hrs: Enter an “I” to include, or an "X" to exclude contributions/deductions/hours that are to be posted to the pay string.
Misc No Cnt/Ded/Hrs: Enter the number (1-8) of the miscellaneous code on the CDH Definition form that will be checked against the following Misc Cd.
Misc Val Cnt/Ded/Hrs: Enter the four-character code that will be checked against the appropriate code on the CDH Definition page. This code is used in conjunction with the previous two fields to direct the payroll system to post or not to post a contribution to the pay line.
Miscellaneous Information
Long Chr 1-5: Five, eight-character fields.
Short Chr 1-8: Eight, four-character fields.
Numeric 1-5: Five, 10-digit numeric fields allowing for a range from -999999999 to 9999999999.