Hour Definition - PYUPHH

On this page:

Basic Information

Three pages define the contributions, deductions, and hours (CDH) that may be assigned to an employee. To define contributions, use the Payroll (PY) Contribution Definition (PYUPCC) page; for deductions, use the Payroll (PY) Deduction Definition (PYUPDD) page; and for hours, use the Payroll (PY) Hour Definition (PYUPHH) page (the page defined here). Although these three pages are very similar, there are important differences in the Process Switches tab settings; process switches are unique between contributions, deductions, and hours.

After defining contributions, deductions, and hours, the Payroll (PY) Employee CDH Assignment (PYUPEC) pages are used to assign the definitions to employees.

These pages are populated from the Human Resources (HR) module.

The first portion of this page is the master definition record. A master record is an entry with a unique number. The tabs on the page are used to record the detail. There may be multiple detail entries with the same number but different characteristics. For example, different rates may be associated with different beginning and ending dates.

Main Window

CDH Detail Information

Main Information

Details

Begin/End Dates: Enter the first and last date for which this contribution, deduction, or hour is to be considered active. Enter the date in MM/DD/YY or MM/DD/YYYY format. The begin date must be less than or equal to the end date. An end date must be entered if a begin date is specified. If the definition is always active, leave this field blank.

Status: A code representing the status of the definition.

• A = Active
• I = Inactive

Priority: Up to four characters indicating the priority of the definition in the payroll calculation process. For example, this field is used to ensure that regular hours are paid and tax deferred deductions are taken before FIT is calculated. Blanks have precedence over digits (0 being high, 9 being low). Digits have precedence over characters (A being high, Z being low). Note that entries with a leading blank have a higher precedence than entries with a trailing blank (for example <blank>A has a higher precedence than A<blank>). This priority may be overridden on an employee-by-employee basis. To override, enter Y in switch 23 in page three (3) of the CDH definition.

Typical priority ranges are:

1000-1999	Timecard Hours
2000-2999	Salaried (Patched) Hours
3000-3999	Other Hours
4000-4999	Contributions and Deductions that affect Taxes (Pretax)
5000-5999	Taxes
6000-6999	Mandatory Deductions not affecting Taxes (After-Tax)
7000-7999	Garnishments
8000-8999	Other contributions and deductions
9000-9999	Electronic Fund Transfers Deductions (EFT) 9999 is used for EFT net after all other deductions are calculated.

Freq: A two-character code representing the frequency with which the assignment record is to be taken into consideration. This field may be used in conjunction with the Bx field.

The following is a list of codes supported by the system:

Freq = XX and Box = ##, where XX is a frequency match code (Fq) in the frequency match code box number (##) on the PY Pay Period Definition (PYUPPR) page.

• Freq = A (Active for every pay period) Box = blank
• Freq = A# (where # is a value between 1 and 9, as previously defined on the PY Pay Period Definition page, representing the period sequence in which this record should be considered active) Box = blank
• Freq = I# (where # is a value between 1 and 9, as previously defined on the PY Pay Period Definition page, representing the period sequence in which the record should be considered inactive) Box = blank

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.

The record will be considered active when the period being processed contains the same frequency match code (Freq) in the box number specified (Box). If Box contains 00, the system will search all boxes numbered 1 through 10 to find the frequency match code. Box = ## and Freq = XX, where ## identifies the number of the frequency match code box on the Pay Period Definition page, and XX is a frequency match code as defined on the Pay Period Definition page.

Pay Base: A two-digit number (1- 42) representing one of the 42 possible Pay Bases used as an input value for the definition's computation. Pay Bases are used to reference stored, running balances (accumulators) of pay amounts. If a definition is to be based on the result of a series of previously processed definitions, the number of the Pay Base storing the desired balance should be input here. This ensures that the value will be pre-loaded and will not have to be specifically loaded (using the LOAD statement) at the beginning of the calculation formula. For example, the FIT deduction is typically calculated after processing an employee's pay, any tax deferred deductions, and taxable contributions that have been defined. While some calculations are based on gross pay, FIT needs to be based on the 3 - FIT Pay Pay Base that typically contains gross pay minus any tax deferred pay and taxable contributions. For this reason, the number 3 would be input for the FIT deduction definition.

This field (in conjunction with the Hour Base field) also controls how the dollars/hours associated with this definition will be spread, if an employee has multiple pay assignments. Dollars/hours for this CDH will be spread across pay assignments according to the relative percentages of the values in each pay assignment's Pay Base specified in this field. For example, if this field contains a 6 (individual Pay Base 6 - FICA), the dollars for the CDH will be spread across pay assignments in the same ratio as FICA taxable dollars have been accumulated.

This field and the Hour Base field, as mentioned above, work in conjunction as follows:

• If both fields are blank, contribution and deduction definitions will spread according to Pay Base #1; hour definitions will spread according to hour base #1.
• If both fields are specified, contribution and deduction definitions will spread according to Pay Base specified in the Pay Base field; hour definitions will spread according to the hour base specified in the Hour Base field.
• If only one field contains a value, all CDHs will spread according to Pay Base/Hour Base specified in the Pay Base/Hour Base fields, respectively.

Exceptions:

• If there are no entries in the Pay Base and Hour Base fields, hours defined as accrual-type hours (an A in the Hour Type field on the PY Hour Definition page) will spread according to the values in the Effort fields on the PY Employee Pay Assignment (PYUPEP) page.
• If the ACCRs To PM Only field on the PY Entity Definition page contains a Y, hours defined as accrual-type hours (an A in the hour type field on the PY Hour Definition page) will spread only to the primary pay assigned regardless of entries in the Pay Base and Hour Base fields.
• Hours defined as patch-type hours (a P in the Hour Type field on the PY Hour Definition page) will spread according to the values in the Effort fields on the PY Employee Pay Assignment page, not on the entries in the Pay Base and Hour Base fields. However, if the Spread by Pay Base/Hour Base field on the PY Hour Definition page contains a Y, the hour will spread based on the entries in the Pay Base and Hour Base fields even though the hour is a patch-type hour.
• Hours defined as patch-type hours (a P in the hour type field on the PY Hour Definition page) will spread only to pay assignments that have the same Pay Class as the class that owns the patch hour. For example, if John Smith is assigned a patch-type hour because he belongs to Pay Class 200, that patch hour will only spread to pay assignments that indicate class 200 in the Pay String.

Hour Base: A two-digit number (1 - 42) representing one of the 42 possible Hour Bases used as the input value in the definition's computation. Hour bases are used to reference running balances (accumulation of hours worked, accrued, or taken). If a definition is to be based on the result of previously processed definitions along with the number of hours worked, accrued, or taken, the desired hour base number should be input here. This ensures that the value will be pre-loaded and will not have to be specifically loaded (using the LOAD statement) at the beginning of the calculation for. For example, certain retirement plans are based on the number of hours actually paid. Only hours paid at a regular rate are to be included. For this type of deduction, the number 2 would be input to access the hour base that stores number of hours paid at the regular rate.

This field (in conjunction with the Pay Base field) also controls how the dollars/hours associated with this definition will be spread if an employee has multiple pay assignments. Dollars for this CDH will be spread across pay assignments according to the relative percentages of the values in each pay assignment's hour base specified in this field. For example, if this field contains a 2 (indicating hour base 2 - REG), the hours for the CDH will be spread across pay assignments in the same ratio as Regular hours have been accumulated.

This field and the Pay Base field, as mentioned above, work in conjunction as follows:

• If both fields are blank, contribution and deduction definitions will spread according to Pay Base #1; hour definitions will spread according to hour base #1.
• If both fields are specified, contribution and deduction definitions will spread according to Pay Base specified in the Pay Base field; hour definitions will spread according to hour base specified in the Hour Base field.
• If only one field contains a value, all CDHs will spread according to Pay Base/Hour Base specified in the Pay Base/Hour Base fields, respectively.

Exceptions:

• If there are no entries in the Pay Base and Hour Base fields, hours defined as accrual-type hours (an A in the Hour Type field on the PY Hour Definition page) will spread according to the values in the Effort fields on the PY Employee Pay Assignment (PYUPEP) page.
• If the ACCRs To PM Only field on the PY Entity Definition page contains a Y, hours defined as accrual-type hours (an A in the Hour Type field on the PY Hour Definition page) will spread only to the primary pay assignment regardless of entries in the Pay Base and Hour Base fields.
• Hours defined as patch-type hours (a P in the Hour Type field on the PY Hour Definition page) will spread according to the values in the Effort fields on the PY Employee Pay Assignment page, not on the entries in the Pay Base and Hour Base fields. However, if the Spread by Pay Base/Hour Base field on the PY Hour Definition page contains a Y, the hour will spread based on the entries in the Pay Base and Hour Base fields even though the hour is a patch-type hour.
• Hours defined as patch-type hours (a P in the Hour Type field on the PY Hour Definition page) will spread only to pay assignments that have the same Pay Class as the class that owns the patch hour. For example, if John Smith is assigned a patch-type hour because he belongs to Pay Class 200, that patch hour will only spread to pay assignments that indicate class 200 in the Pay String.

GL Dr/Cr Object: Up to eight characters containing the General Ledger object code to be debited and credited. This object code is referenced in the General Ledger Subsystem Interface Utility (GLUTSPSI) utility for pay postings to the General Ledger. Placing !UNIT (exclamation point-UNIT) in the object fields will cause the value found in the unit field of the employee definition to be used as the object code. Entering NOPOST results in no posting to the General Ledger.

JL Dr/Cr Object: Up to eight characters containing the Journal Ledger object code to be debited and credited. This object code is referenced in the General Ledger Subsystem Interface Utility for pay postings to the Journal Ledger. Entering NOPOST results in no posting to the Journal Ledger.

Special Information

Value/Description 01-10: These fields are for various uses. For example, the FICA deduction uses these fields to specify the rate and maximums to be used when calculating the FICA deduction. A health deduction may use these fields to define a table of rates for determining the deduction amount for an employee. Refer to the Calc Codes page for more information about calculations. Up to 10 values and their descriptions (numbered 1 - 10) may be associated with a given detail entry. The values may be up to 12 digits (11 digits for negative numbers), including five places to the right of the decimal point. The descriptions may be up to 20 characters describing the associated value. The specific uses of the values are dependent upon the particular definition and how the value is being referenced in the contribution, deduction, or hour calculation.

Hour Bases

Hour Base Flags: The specific options displayed on this tab will depend upon your system setup. Hour Bases are used to reference running balances (accumulation of hours worked, accrued, or taken). If a definition is to be based on the result of previously processed definitions along with the number of hours worked, accrued, or taken, the desired Hour Base number should be input here. This ensures that the value will be pre-loaded and will not have to be specifically loaded (using the LOAD statement) at the beginning of the calculation. For example, certain retirement plans are based on the number of hours actually paid. Only hours paid at a regular rate are to be included. For this type of deduction, the number 2 would be input to access the Hour Base that stores number of hours paid at the regular rate.

This field (in conjunction with the Pay Base field) also controls how the dollars/hours associated with this definition will be spread if an employee has multiple pay assignments. Dollars for this CDH will be spread across pay assignments according to the relative percentages of the values in each pay assignment's Hour Base specified in this field. For example, if this field contains a 2 (indicating Hour Base 2 - REG), the hours for the CDH will be spread across pay assignments in the same ratio as regular hours have been accumulated.

This field and the Pay Base field work in conjunction as follows:

• If both fields are blank, contribution and deduction definitions will spread according to Pay Base #1; hour definitions will spread according to Hour Base #1.
• If both fields are specified, contribution and deduction definitions will spread according to Pay Base specified in the Pay Base field; hour definitions will spread according to Hour Base specified in the Hour Base field.
• If only one field contains a value, all CDHs will spread according to Pay Base/Hour Base specified in the Pay Base/Hour Base fields, respectively.

Exceptions:

• If there are no entries in the Pay Base and Hour Base fields, hours defined as accrual-type hours (an A in the Hour Type field on the Hour Definition page) will spread according to the values in the Effort fields on the PY Employee Pay Assignment (PYUPEP) page.
• If the ACCRs To PM Only field on the Entity Definition page contains a Y, hours defined as accrual-type hours (an A in the Hour Type field on the Hour Definition page) will spread only to the primary pay assigned regardless of entries in the Pay Base and Hour Base fields.
• Hours defined as patch-type hours (a P in the Hour Type field on the Hour Definition page) will spread according to the values in the Effort fields on the PY Employee Pay Assignment page, not on the entries in the Pay Base and Hour Base fields. However, if the spread by Pay Base/Hour Base field on the Hour Definition page contains a Y, the hour will spread based on the entries in the Pay Base and Hour Base fields even though the hour is a patch-type hour.
• Hours defined as patch-type hours (a P in the Hour Type field on the Hour Definition page) will spread only to pay assignments that have the same Pay Class as the class that owns the patch hour. For example, if John Smith is assigned a patch-type hour because he belongs to Pay Class 200, that patch hour will only spread to pay assignments that indicate class 200 in the Pay String.

Pay Bases

Pay Base Flags: The specific options displayed on this tab will depend upon your system setup. Pay Bases are used to reference stored, running balances (accumulators) of pay amounts. If a definition is to be based on the result of a series of previously processed definitions, the number of the Pay Base storing the desired balance should be input here. This ensures that the value will be pre-loaded and will not have to be specifically loaded (using the LOAD statement) at the beginning of the calculation. For example, the FIT deduction is typically calculated after processing an employee's pay, any tax deferred deductions, and taxable contributions that have been defined. While some calculations are based on gross pay, FIT needs to be based on the 3 - FIT Pay Pay Base that typically contains gross pay minus any tax deferred pay and taxable contributions. For this reason, the number 3 would be input for the FIT deduction definition.

This field (in conjunction with the Hour Base field) also controls how the dollars/hours associated with this definition will be spread if an employee has multiple pay assignments. Dollars/hours for this CDH will be spread across pay assignments according to the relative percentages of the values in each pay assignment's Pay Base specified in this field. For example, if this field contains a 6 (Pay Base 6 - FICA), the dollars for the CDH will be spread across pay assignments in the same ratio as FICA taxable dollars have been accumulated.

This field and the Hour Base field work in conjunction as follows:

• If both fields are blank, contribution and deduction definitions will spread according to Pay Base #1; hour definitions will spread according to Hour Base #1.
• If both fields are specified, contribution and deduction definitions will spread according to Pay Base specified in the Pay Base field; hour definitions will spread according to Hour Base specified in the Hour Base field.
• If only one field contains a value, all CDHs will spread according to Pay Base/Hour Base specified in the Pay Base/Hour Base fields, respectively.

Exceptions:

• If there are no entries in the Pay Base and Hour Base fields, hours defined as accrual-type hours (an A in the Hour Type field on the PY Hour Definition page) will spread according to the values in the Effort fields on the PY Employee Pay Assignment (PYUPEP) page.
• If the ACCRs To PM Only field on the PY Entity Definition page contains a Y, hours defined as accrual-type hours (an A in the Hour Type field on the PY Hour Definition page) will spread only to the primary pay assigned regardless of entries in the Pay Base and Hour Base fields.
• Hours defined as patch-type hours (a P in the Hour Type field on the PY Hour Definition page) will spread according to the values in the Effort fields on the PY Employee Pay Assignment page, not on the entries in the Pay Base and Hour Base fields. However, if the spread by Pay Base/Hour Base field on the PY Hour Definition page contains a Y, the hour will spread based on the entries in the Pay Base and Hour Base fields even though the hour is a patch-type hour.
• Hours defined as patch-type hours (a P in the Hour Type field on the PY Hour Definition page) will spread only to pay assignments that have the same Pay Class as the class that owns the patch hour. For example, if John Smith is assigned a patch-type hour because he belongs to Pay Class 200, that patch hour will only spread to pay assignments that indicate class 200 in the Pay String.

Process Switches

Process Switches: The hours process switches are used for defining special conditions to be considered when processing a given contribution. The specific options displayed on this tab will depend upon your system setup.

01: Hour Type P/O/A This is used to identify the type of the hour being defined: P = Patch, A = Accrual, or O = Override hour type.

Hour Type Label	Definition
P: Patch	A base hour-type (e.g., Regular salary), that will always be patched by the system to the employee's default hours indicated by the Payroll (PY) Calendar Definition (PYUPCA) page. When patching takes place, hours to be paid at a specific rate (e.g., Regular salary) are subtracted from the defined default hours to arrive at the number of hours to be patched.	Patched (P) and Accrued (A) hour types are client-defined through the use of specific calculation codes.
A: Accrual	An accrual hour-type (for example vacation accrual) that will always be automatically processed by the system.
O: Override	An override hour-type (for example overtime) that will always have to be entered through timecards.

02: Rate Type This is used to identify which rate of pay to associate with the hour being defined. Rate Type determines how the pay is derived, by multiplying hours either by a particular rate or by giving the amount in the salary field (as in Rate Type S). For example, if hour number 001 has a rate type of O for overtime, any 001 hours given would be multiplied by the employee's overtime rate to derive the associated dollar amount.

03: Allow Split Rate Enter Y if the pay rate is to be determined based on mid-period rate changes.

If an employee has a mid-period rate change and daily patching is enabled, two separate sets of hours, rates, and payments will be found on the same history record. There will be one set for each split date range, regardless of the rate type being R or S. If the hour type is S (salary) and mid-period splits are allowed, this hour must not add to the patch Pay Base. If it does, then the second salary will not calculate correctly due to the first one adding to the patch Pay Base. On a salary type hour with a mid-period split, the two salaries will be pro-rated by the number of paid days they cover in the period.

Entering N will yield slightly better performance.

04: AnnivTD in CTD Enter Y in this field if the calendar year-to-date value in the accumulator record is to be substituted by the anniversary year-to-date value.

05: PRELIST Rate Type On the Employee Prelist, totals are shown for Regular hours, Overtime hours, Total hours, and Other hours. The rate-type of the hour determines which total (regular, overtime, total, other) the hours are accumulated in. If the hours are to appear in a total other than the one specified in the 2 Pay Rate Type field, this field may be used to override the type. Values entered in this field will be substituted for the Pay Rate Type when running the prelist. All hours with rate type R will be accumulated to Regular hours; those with rate type O accumulate to Overtime hours; all others, with the exception of non-paid (for example accruals) hours will appear in Other hours. Total hours adds Regular, Overtime, and Other hours and displays the result.

06: Post Units to GL This switch controls whether units (hours) will be posted to the GL. Enter Y for units (hours) to be posted to the General Ledger. Enter N to prevent the posting of any hours for this hour code. All other values will permit units posting to occur.

07: Day Type Enter Y in this field if this entry is to represent the number of days instead of the number of hours.

08: Spread by PB/HB Patched hours ordinarily spread across employee's pay assignments according to the values in the Effort fields on the PY Employee Pay Assignment (PYUPEP) page. Enter Y if more than one patched hour is in the employee's pay class and the CDH being defined is to be spread according to the distribution of dollars (or hours) in the Pay Base (or Hour Base) specified on the PY Hour Definition page.

09: TC Spread Flag This flag is used to determine how this hour will spread to Pay Strings entered through timecard pages. Enter Y or leave blank if this hour is always to spread to Pay Strings entered through timecards. Enter N if this hour is never to spread to Pay Strings entered through timecards. Enter P if this hour is spread to Pay Strings entered through timecards only when all of the employee's paid hours are entered through timecard (looks for activity in Pay Base 01). Enter H (similar to P) to check for hours in Hour Base 1, deciding whether activity has occurred on assigned lines, instead of checking for dollars in Pay Base.

10: Spread w/No Pay This flag is used to identify an employee who is to receive a contribution without any hour activity in a payroll. This allows the payroll process to handle the contribution independent of any earnings the employee may have received. For example, a contribution is setup to provide for the payment of medical premiums for retired employee. Because the retirees will not receive any pay, but should receive the medical contribution, that contribution must be set up as Spread w/No Pay. Enter Y to enable this flag.

11: Worked Hour This flag is used to identify the hours being defined are actual worked hours (for example regular, overtime, shift) as opposed to non-worked hours (for example vacation, sick, comp time). Enter Y to designate as a worked hour.

12: Boss Hour Reserved for future use.

13: Allow Calc Ovrrd This flag is used to set up an hour definition code such that when a forced calculation is executed, the hour definition Calc. Code will be used, even if the hour definition is set up to behave as a timecard hour. Enter Y in this field to allow the calculation code for this hour to process during the force-calc.

14: Check Available This switch is used to specify whether leave hours used will be checked against available balances during timecard entry. Enter W to warn or B to block. Calculations to add accruals for the current period will automatically be done if needed. NU Common Code, with a Category/Value of PYFG/PY397C needs to be set to specify the Hour Base to check for available balance.

15: TC Hours = $$$ When entering an hour amount on the Daily Timecard page, enter Y in flag 15 of the Hour Definition page to direct the system to translate the hour amount to a dollar ($) amount. For example 5 hours would be translated to 5 dollars.

This functionality was phased out as of 7.9.9 due to the redesign of the PY Timecard Entry (PYTCDTUB) page. The D type rate hour code should be used for all payment only entries.

16: Check Stub Flag This flag is used to help format PY checks and EFTs. Its use varies depending on your check format. Some sites will not use this flag. The code selection determines what appears in the Wages section of the EO Check Stub.

17: Retire Pay Code Special code for state-specific retirement systems. When used in STRS, this code can be M for monthly, A for annually, H for hourly or D for Daily. This code tells the STRS subsystem how to calculate the pay rate for this hour when it is reported to STRS. This reference is needed to determine what the STRS pay code will be on a given line of the STRS detail report.

18: Prorate on BegDt This switch is only used for salary rate-type hours. Enter Y to have the salary amount associated with this hour prorated by the employee's starting date. A warning message is printed in the warn200 file for those employees whose amounts are prorated.

19: Reserved for future use.

20: Count as Salary Enter Y to have patch PB amounts for this CDH spread to pay assignment lines of the same pay class if the CDH is entered on a timecard override line. The patch PB amounts are used to affect salary dollars for patch salary hours on assigned lines. A direct contribution could be cost against an override GLKEY yet still reduce the patch salary amount accordingly. In cases where there is more than one pay assignment in the pay class, the CDH amount is spread in proportion to the salaries on the assignments.

21: Rate Equals Sal Enter Y if this hour is to be considered a rate equals salary hour. This allows the payment of a constant salary with a pay class. The employee must be a daily patch employee and this hour should be the primary pay hour defined on the calendar and schedule for the type of employee. Enter P if you would like this to be a rate equals salary Hour Based on position and step. This works a little differently from the previous pay class type. It figures total salary for a given position and step based on assigned pay lines. It then figures how many hours count toward this salary and computes a rate that gives the desired salary amount. Hours that come in on timecard override lines are part of this calc and all the hours are given the same rate. It is possible to make other hours such as vacation or sick taken participate in this rate calc by having them touch the patch pay base. Since the sum of the rounded extensions may differ by pennies from the salary target, dollars associated with one of the hours may be adjusted to hit the salary amount.

22: XTD Always ITD Enter Y if the accumulators should always accumulate inception-to-date. This allows inception-to-date to be kept even when there is a date range on the employee contribution/deduction assignment.

23: Dynamic Priority Enter Y in this switch to allow for the priority, for the specified employee, to be figured dynamically. NU Common Code, with a Category/Value of PYFG/PY200C, Numeric Value 2 needs to have the Special Code field (i.e., 1, 2, 3, or 4) which will contain the dynamic priority.

24: Set by Contract Enter Y to cause CDH amount to be set by contract ID. Contract IDs are a way of grouping Pay Lines based on specific Pay Line parts, which constitute a key. The cluster CTFC and its attributes are used to read and set values for a specific contract ID.

25: Client Defined Switch This switch is used as a marker that the client can define. The title of this switch is setup in NU Common Code, with a Category/Value of PYFG/PY335C in description one. The text in that description will appear next to this field. Washington State specific = DRS.

26: Client Defined Switch This switch is used as a marker that the client can define. The title of this switch is setup in NU Common Code, with a Category/Value of PYFG/PY335C in description two. The text in that description will appear next to this field. Washington State specific = DRS E: Earn or P: Paid.

27: Contract XTD Enter the appropriate code in this switch to designate how this amount affects the contract accumulator.

Duplicate code values result from being assigned in different contract hour codes.

28: Contract Retro Enter the appropriate Contract Retro switch.

Duplicate code values result from being assigned in different contract hour codes.

Code	Definition
R	Retro Pay
X	Exception to be included in Retro process Applies to Retro Exception CDH. Do NOT set Switch 28 to "X" unless "Exception Retro" has been setup and tested. Leave this field blank for this CDH.
X	LWOP request Applies to LWOP Request or LWOP Both CDH entries.

29: Encumbrance Flag Enter the appropriate code in this switch.

30-42: Reserved for future use.

Misc Code/Relate To Code

Misc Codes

Misc Code 1-8: There are eight, four-character miscellaneous codes that may be specified for each contribution, deduction, or hour (CDH) definition.
The first miscellaneous code is reserved for Quarterly 941 reports and W-2 page processing. The following types of deductions, contributions, and hours must contain the proper associated miscellaneous code.

Type of CDH	Misc Code (1)
Bond	BOND
City Income Tax	CIT
Comp Time Hours Accrued	CTOA
Comp Time Hours Used	CTOU
Electronic Fund Transfer	EFT When EFT is entered in the first miscellaneous code, it will cause the prelist to include the EFT deduction amount in the net amount being reported. The net will not be reduced by the EFT deduction amount.
FICA	FICA
Federal Income Tax	FIT
Holiday Hours Used	HOLU
Medicare	MEDI
Regular Hours	REG
State Disability Insurance	SDI
Sick Hours Accrued	SIKA
Sick Hours Used	SIKU
State Income Tax	SIT
State Unemployment Insurance	SUI
Vacation Hours Accrued	VACA
Vacation Hours Used	VACU
Worker Compensation	WORK WORK should only be used in misc(1) on a deduction or contribution, not an hour.

To support multiple state schemes for state income tax, city income tax, state unemployment, state disability, and worker compensation, miscellaneous code 1 must hold the corresponding abbreviation: SIT, CIT, SUI, SDI, WORK.

Miscellaneous code 2 must hold the two letter state abbreviation and a two digit postal state code. For example, California's miscellaneous code 2 would be CA06. SIT, SUI, SDI, and WORK are all state specific and miscellaneous code 1 and 2 are all that is required. For CIT further information is required in miscellaneous code 3. An arbitrary two-character city code and an arbitrary two-digit index. This CIT index must be unique if there are multiple CIT deductions defined. For example, the city income tax for Red Bluff might have RB01 in miscellaneous code 3. The two-digit indexes are used to build accumulator records for Pay Bases associated with these state specific categories.

61xx for SIT, xx is the state index

62xx for CIT, xx is the city index

63xx for SUI, xx is the state index

64xx for SDI, xx is the state index

65xx for WORK, xx is the state index

The second through sixth miscellaneous codes are for distribution vectors and/or other reporting needs (e.g., PERS). These codes work in conjunction with the CDH distribution vectors on the PY Employee Pay Assignment page. Through their use, the system can be directed to post (or not post) the CDH to a particular Pay String.

For example, to ensure that only the health contribution being defined (and no other contribution is posted to a certain Pay String), enter HLTH in the second miscellaneous code box on this page. Then, on the PY Employee Pay Assignment (PYUPEP) page, identify any Pay Strings where this contribution is to be posted by entering I2HLTH in the first group of the CDH distribution vector fields. This code directs the system to include (I) all contributions with HLTH in the second (2) miscellaneous code as previously defined on the PY Contribution Definition (PYUPCC) page.

Alternatively, to ensure that the health contribution being defined is not posted to a certain Pay String, enter HLTH in the second miscellaneous code box on this page. Then, on the PY Employee Pay Assignment (PYUPEP) page, identify any Pay Strings where this contribution is not to be posted by entering X2HLTH in the first group of the CDH distribution vector fields. This code directs the system to exclude (X) all contributions with HLTH in the second (2) miscellaneous code as previously defined on the Contribution Definition page.

The sixth miscellaneous code may be used to designate where to find the pay rate if the record type (Rec Type field on the Pay Assignment page) is entered in this field (for example enter PM to pay at the rate associated with the employee's primary pay assignment).

The eighth miscellaneous code indicates the position (which box number) where this CDH should be printed on the posting registers. Entering 1-5 directs the system to print the CDH in that particular box number. Leaving the field blank causes the system to print the CDH in box 6. Entering NONE in this field causes this CDH not to be printed on the posting register.

Relate To Codes

Relate To 1-8: This field is required to create pick lists on certain pages when assigning CDHs.

• The valid codes for HR are: ADDL, BENC, BEND, BOND, EFT, MISC, and TSA.
• The valid code for PY is DTTM. It is used for the PYTCDTTM page. Common code PYFG/PY397NLK page has additional details.

CDH Calc Code Information

CDH Calc Code Information: Enter calculation code information in this text field. If needed, review the list of clusters and attributes (PYUPCL), including those that can be used in Payroll calc codes.

Tools for Hours

Copy CDH Definition

The Copy CDH Definition option is located on the Tools side-bar on PY Contribution Definition, PY Deduction Definition and PY Hour Definition pages. The tool will copy an existing CDH definition to a new (non-existing) CDH. The copy utility will copy the master definition (py_cdh_mstr), the detail definition (pym_cdh_dtl) defined by date ranges, which includes the pay and hour bases and the calc code (pys_src_dtl) to the new CDH number. If the source CDH does not exist or the destination CDH already exists, an error message will appear.

1. Select the Copy CDH Definition tool.
2. Select the Source CDH Number (a list of all CDHs currently defined in the system; it defaults to the CDH on the current page)
3. Enter the Destination CDH Number (free format, an error will appear if the CDH entered is not valid or already exists)
4. Enter a Date (uses a standard date control so only valid dates will be available) to select the CDH Detail information. If no date is entered, the source date defaults to current date.
5. Run the utility.

After the utility is run, a status appears that shows the number of CDH Definitions (it should always be one), CDH Detail Definitions (should never be more than one) and CDH Calc Code records that were successfully copied.

Copy CDH Calc Codes

This utility is intended to copy a Calc Code from one CDH to a range of CDHs.

1. Select the Copy CDH Calc Codes tool.
2. Select the appropriate CDHs to copy From and To.
3. Click Check to verify the inputs.
4. Click Copy. A warning will appear if the destination CDHs already have calc codes present. Those calc codes will be replaced with the calc code from the From CDH.

After the utility is run, a status appears that shows the number of CDHs to which the From CDH calc code was copied.

If you check the CDHs and realize you made a mistake and change any of the drop-down lists, the Copy button becomes inactive, and the Check button becomes active, forcing you to verify the inputs again.