Future dated tax balance adjusment

Question:

Hi,

We're having an issue with PeopleSoft Payroll N/A 8.9. There apparently was an adjustment made to the tax balance of one of our employees (an officer of the company). The problem is that there was an error during the adjustment and the adjustment was entered in a FUTURE period (2010 year, 10 period), so when confirming payroll, this employee errors out.

Clearing the balance by readjusting the balance didn't fix the error as there is still the future dated record with a YTD balance sitting out there, so it still won't confirm.

Any help would be appreciated!

Answer:

Well, if PeopleSoft allowed to adjust a Balance Period for which there was NO activity, then it is some kind of BUG;

Anyways, if you do take out the balance adjustment, it does NOT delete the row from Balance tables; the data will be there with certain number of rows , but with all ZERO values;

You must delete the Balance Rows from the table(s) that you did an adjustment;

Unless otherwise, you will get the below error:

SQL Error 0805: Non-Unique Data (PSPCBUPD)


Also, refer the below solution:

EPY: Payroll Process fails with Unique Constraint error 805 Master Solution [ID 607013.1]

The balance tables updated/inserted during Pay Confirm processing are:
PS_EARNINGS_BAL
PS_TAX_BALANCE
PS_DEDUCTION_BAL
PS_GARN_BALANCE
PS_CHECK_YTD

Sometimes users may make a balance adjustment to a future pay period or quarter in error. When this occurs, the next confirm process will issue an 805 error for that employee. If you zero out all of the amounts in this future balance record (row), the system will still see the future record and it will still abend. This "empty" future balance record must be deleted via SQL. Once this row is deleted, begin the Confirm process. The Confirm will begin where it left off.


Hope this helps

Future dated tax balance adjusment

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Pay Proration Rules

Question: How does Proration rules work in Payroll:

Answer:

Effective Date:

The effective date is critical in determining how an employee is paid. When you hire an employee, the effective date becomes the hire date and the original hire date. If an employee is hired in the middle of a pay period, the system automatically calculates the percentage of pay that the employee is due, and creates a corresponding paysheet entry.

Similarly, if you add an entry to an employee's job record, such as a promotion or pay rate change, and that change goes into effect in the middle of a pay period, the system creates two pay earnings entries on the paysheet and prorates the earnings accordingly. The system stores rules for proration on the Pay Group table.

When the effective date falls in the middle of a pay period, the paysheet process prorates the employee’s pay for the period by creating additional pay earnings records. Earnings are prorated for all frequencies. Proration rules in Payroll for North America process a single week at a time, Sunday through Saturday. Because of this, problems with proration may occur with employees whose schedule may not fit this pattern.

Proration Rules

An employee is considered eligible for partial pay whenever a job record has an effective date in the middle of a pay period. The system uses work schedule to determine the number of workdays per year and the number of workdays per week.

Mid-period Job Changes

On the Pay Group table, specify a work schedule and a proration rule to calculate prorated pay when there is a partial pay period due to mid-period job changes:

An employee is considered eligible for partial pay whenever a job record has an effective date in the middle of a pay period.Mid-period job changes that can cause partial pay include hiring, termination, or pay data changes. Transfers and promotions might result in pay data changes.

Elements of the Proration Calculations :

The work schedule and proration rule work together to calculate prorated pay. Other factors are the employees standard hours and standard work period, and frequencies specified on the Pay Group table.

This table defines the variables used in the proration rule formulas:

Proration Rules for Mid-pay Period Changes

Salaried Proration Rule and Hourly Proration Rule options on the Pay Group table define how earnings and hours are prorated during paysheet creation for employees eligible for partial pay.

• The system creates a separate pay earnings record with the corresponding hours or earnings for each part of the pay period.
• When an employee is transferred to a new pay group, the system pays the employee for the correct number of hours based on the effective dated change.
• When an employee transfers to a new tax location in the middle of a pay period, the system creates a separate pay line for each state, locality, or both on the paysheet.
• The system uses the work schedule and proration rules on the Pay Group table during paysheet creation to determine how to break out the earnings.

Pay Proration Rules

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Question on Shift Calculation

Question:


Dear Gurus

Does PS Timekeeper allow for the assigning of percentages to specific hours in the workday, so that if a non-exempt employee works those hours, they get a differential paid to the for that hour only.

For example, Jane Doe works the even shift (6pm to 2am) one day a week. When putting her hours in the timekeeper, she records normal hours (8am to 5pm) Monday through Thursday, and 6pm to 2am on Friday. Would she be assigned a shift code at the employee level (lets say 5%) that gets applied to all hours no matter what? OR could the system recognize normal pay for Monday - Thursday, and apply the differential to the hours worked Friday night only?

I Appreciate your early response.

Thanks in Advance

Keyrun

Answer:


You need to understand how Shift Differential is paid through PeopleSoft. here's some background on how you can setup shifts and shift differential or shift premium payment.

Methods to Setup Shift Pay:

This diagram lists some methods for setting up and calculating shift pay:



Earnings Code Based on Other Earnings.

This is the preferred method if you need to express shift pay as separate earnings on the paycheck or advice. Create a separate earnings code for shift differential based on another earnings code or a special accumulator of earnings and pay it out as additional pay. You can set it up as a percentage or a flat rate. A flat rate must be hours-based. Do not select Eligible for Shift Differential on the Earnings table.

Pay Group SetID and Shift Table
Create each applicable shift type on the Shift table. Assign each employee to one of these shifts. Select Eligible for Shift Differential for eligible earnings codes.

Earnings Code With Earnings or Rate Adjustment Factor
Add a rate adjustment factor to applicable earnings on the earnings table to add that rate to the employee’s hourly rate. Or add an earnings adjustment factor to the total earnings. This method does not result in a separate earnings line on the paycheck


Compensation Rate Codes
You can define non-base compensation rate codes to indicate the rate that is paid on the paycheck when assigned to an earning. For example, if the employee is paid overtime at time and half and the employee’s hourly rate is $10.00, the paycheck would show the $15.00 rate for overtime.

Use Time and Labor Rules
Customers who license PeopleSoft Enterprise Time and Labor set up rules to define shift differential.

One important thing to note is that: The Eligible for Shift Differential check box has no bearing on PeopleSoft Enterprise Time and Labor.

So for your case, you need to define a Time and Labor rule for calculating a shift premium instead of using payroll shift differential.



You can try using the Premium Zone Templates:

1) Template 100 :

If a time reporter works between x and y o'clock, then pay premium. i.e. When a time reporter works between (1)SPECIFIED_START_TIME and (2)SPECIFIED_END_TIME, create a shift premium only for those hours worked within the specified time, to be charged to TRC (3)SPECIFIED_TRC.

2) Template 090:

If a time reporter clocks in between x and y o'clock, then pay premium. i.e When a time reporter punches IN between (1)SPECIFIED_START_TIME and (2)SPECIFIED_END_TIME, create a shift premium for all hours worked, to be charged to TRC (3)SPECIFIED_TRC.
If the time reporter punches in within the specified time period, this rule creates a TRC for all hours worked, even when the time reporter punches out after the specified time period.


So, in your case, you would put the start time and end time of friday to pay .05 percent shift premium. Your Shift Premium TRC should have .05 as the multiplication factor.

Hope this helps. Please add comments.

Question on Shift Calculation

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Presheet Audit errors with blank descriptions

Question:

Hello - We are having errors show on the Presheet Audit Report pay034 where theerror description is blank. Any ideas on where the error messages are stored and how to correct this problem?


Answer:


The Presheet Audit report is used to provide a detailed error listing of set up data (employee, benefit, deductions) that can cause errors in the Create Paysheet process (PSPPYBLD). So basically you need to run to identify setup issues prior to creating and calculating paysheets



The SQR uses descriptions that are defined in PS_STRING_tbl. There are 95 rows defined for Pay034.sqr program in 9.0 version.



Navigation to the String Table is - PeopleTools -> Utilities -> Administration -> Strings Table and look for PAY034 program id.

Please take a look at the above table and see if you have this table populated?

Presheet Audit errors with blank descriptions

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PeopleSoft PeopleBooks

Question:


Where can i find Documenation like PeopleBooks related to PeopleSoft?


Answer:

Check the below link that would give you links to PeopleBooks for PeopleSoft Application 9.0, 8.x versionsand PeopleTools 8.4x

PeopleSoft PeopleBooks

PeopleSoft 9.1 PeopleBooks

PeopleSoft PeopleBooks

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Quarterly Tax Reporting

Question :

What are Quarterly Tax Reports and how to file them:

Answer:

Tax ReportsTax reports contain information related to wage reporting, and they provide the forms and formats required for reporting payroll data to federal, state, provincial, and local taxing authorities.Tax reports have the prefix TAX. The special numerical series in the TAX SQRs are as follows:


• CTX: Related to Canadian T4, T4A, RL-1, and RL-2 reporting processes.

• TAX103: W-4 exempt employees.

• TAX113: Reset W-5 EIC earned income credit (EIC) employees.

• TAX700-799: Tax tables.

• TAX800-899: Processes to create files for states that must submit quarterly state wage listings on magnetic tape.

• TAX900-999: Related to W-2 and 1099 wage reporting processes.

State Quarterly Wage Reporting FormatsUsing data generated by Payroll for North America, there are three ways that you can submit quarterly wage reports:

•Paper reporting - TAX002xx.SQR

• Electronic file - TAX810xx.SQR

•TIB-4 (old SSA format)

•ICESA (Interstate Conference of Employment Security Agencies)

• Magnetic media - TAX860xx.SQR

•State-unique formats

•EFW2 -SSA format (formerly MMREF-1 format)

TAX810XX and TAX860XX - Quarterly UI Wage Tape: The output is produce in the electronic/magnetic media format. It can be copied to diskette or tape before filing. Some states use the TAX860XX format, which creates the file using the MMREF format.

The state-specific versions of this report have self-explanatory prompts. You can specify the calendar year and quarter on the Define Tax Reporting Parameters page, found under the Quarterly Processing menu.

Where applicable, choose between the TAX810XX and TAX860XX formats from the choices displayed in the process list that appears after you click the Run button on the run control page.

To submit in Paper Format use - Quarterly State Employee Wage Listing (TAX002xx) SQR Report/Process.

Menu Path:

Payroll for North America, U.S. Quarterly Processing, State Quarterly Wage Reporting, State Wage Listing Report

To Submit in Magnetic media, not using the MMREF-1 format use Quarterly UI Wage Tape (TAX810xx) orTo Submit in Electronic or magnetic media using the MMREF-1 format use Quarterly UI Wage Tape (Tax 860xx).

Menu Path :

Payroll for North America, U.S. Quarterly Processing, State Quarterly Wage Reporting, Create Magnetic Media

When you run the Tax810xx or Tax860xx processes, you get the files as shown below:

•TAX810xx & TAX860xx

•One file created for companies with different company

•Exception is Nebraska

•TAX810xx.nnn

•One file created for companies with different company but multiple files may be created if the data will not fit diskette

•“.nnn” represents a volume number

•T810xxnn

•Separate files are created for each company EIN

•“nn” represents a volume number for each company

If you are not filing by magnetic media, use the TAX002xx report, which is designed to print directly on the state form for those states that require submission on their forms.

For Filing with different states, you need to check each state unemployment website. If your employer is multistate, then have a document with all links pointing to the state unemployment tax sites. If you file using electronic filing, your payroll or tax department should register first using your company FEIN or State Employer Identification Number with the respective state and then use the ID to submit the file. Depending on the state validation process it may take time to get back the results of the upload. Some of the tax data might be incorrect. So, your payroll or tax department must make sure that the tax balancing reports (like TAX900, TAX017, TAX010ST ,TAX010FD , TAX004, TAX004ST etc) and run at regular intervals.

Check here how PeopleSoft Quarterly balancing is done

Example: if you want to file for Wyoming, here are the steps:

1. Make sure that Quarterly tax reporting parameters are setup.

2. Run the Quarterly UI Reports Wyoming (TAX810WY.SQR) or (TAX002.SQR)

3. Get the file TAX810xx.nnn (if filing through electronic) from the server

4. This must be FTP'd to the Payroll or Tax user who submits it to state

5. Verify the tax file is correct format.

6. Use https://doe.state.wy.us/wire/ to login and upload the file

7. Get validated results if the submitted file is OK or NOT OK.

8. If file not ok, fix the TAX Data and re-submit.

Take a look at this step by step document:

Click here

Quarterly Tax Reporting

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HRMS-Payroll for North America-Third Party Sick Pay

Question:



We are starting to use 3rd party sick pay for some employees and are having a little trouble setting up the earnings code properly.Our 3rd party vendor takes EE FICA and OASDI, but not ER so when we process it in PeopleSoft we want to be able to caluculate the ER side, but not the EE. I seems to be an all or nothing set up in PS though.Has anyone else experienced this or have any ideas for a solution? Thanks


Answer:



In PeopleSoft Earning Code Setup, you can specify whether the earnings are subjected tp Federal Level taxes (FWT , FICA and FUT);

if all the Subject to FICA box is checked, then the EE and ER taxes are withheld from the Employee's paycheck; you cannot specify take only EE and dont take ER or vice-versa;

FICA includes Medicare and OASDI;

if you pay H32 earnings of 1000.00 USD, here's how the paycheck taxes look like:



If you see, both EE and ER taxes are withheld at FICA level; if you want to take only ER and not EE FICA taxes, you need to use One-Time Tax Setup at paysheet level:

if you have many employee's with this setup, then you might write a custom process to load data into PS_PAY_TAX_OVRD

HRMS-Payroll for North America-Third Party Sick Pay

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Canadian Bonus Tax

Canadian Bonus Tax

Question:

Hi, We are running PeopleSoft 9.0(using Payroll for North America) and PeopleTools 8.49. We ran a one time bonus that included only bonus earnings, NO regular earnings. We added an extra pay period in the Pay Calendar Table. My problem is I'm not understanding how PeopleSoft is calculating the Taxes. The earning code is setup with the Bonus Tax Method checked. Can someone please help me understand how PeopleSoft is calculating the taxes?

Answer:

This calculation method depends upon whether the bonus payment is included with the regular earnings (using the annualized tax method) or the bonus payment is paid on a separate cheque.

Bonus Included with Regular Earnings

When bonus is included with Regular Earnings (annualized tax method), in addition to the 3 Calculation Steps outlined, the first 2 Steps are to calculate pay period income taxes on the Regular Earnings using the Annualized Tax Method.

Calculation Step 1 – Determine annual taxes payable by annualizing the Regular Earnings

• Calculation Input - The following will derive annual taxable gross: Regular Earnings X total pay periods in the year.
  

• Calculation Output - Perform the annualized tax calculation to produce the annual income taxes.

Calculation Step 2 - Determine pay period income taxes for the Regular Earnings.

• Calculation Input - The following will derive pay period income taxes: Annual income taxes (from Step 1) / total pay periods in the year.

• Calculation Output - Pay period income taxes on the Regular Earnings.

The following table shows how the system calculates the tax payable when the bonus is included with regular earnings:

Calculation Step	Calculation Input	Calculation Output
1. Determine annual taxes payable using annualized earnings including the bonus payment.	The following will derive annual taxable gross:(CIT taxable earnings gross year-to-date [YTD], including YTD bonus) + (current annualized tax method earnings ? no. of pays remaining in the year including the current period) + (current bonus payment)	Perform tax calculation and the result will be annual income taxes which for this exercise will be Base Amount A.
2. Determine annual taxes payable using annualized earnings excluding the current bonus payment.	The following will derive annual taxable gross: (CIT taxable earnings gross YTD, including YTD bonus) + (current annualized tax method earnings ? no. of pays remaining in the year including the current period)	Perform tax calculation and the result will be annual income taxes which for this exercise will be Base Amount B.
3. Determine pay period income taxes payable on the bonus payment.	The following will derive pay period income taxes on the bonus payment: (Base Amount A – Base Amount B)	Pay period income ax payable on bonus payment.
4. Determine pay period income taxes for the Regular Earnings and the Bonus payment.	The following will derive pay period income taxes for both Regular Earnings and the Bonus payment: Pay period income taxes on the Regular Earnings + Pay period income taxes on the Bonus payment	Total pay period income taxes for this combined payment (cheque).

Bonus Paid on a Separate Cheque

This table shows how the system calculates the tax payable when the bonus is paid on a separate cheque with no regular earnings:

Calculation Step	Calculation Input	Calculation Output
1. Determine annual taxes payable based on estimated annualized earnings including the bonus payment.	The following will derive projected annual taxable gross: (CIT taxable earnings gross YTD, including YTD bonus) + (pay period pay rate from the employee’s Job Data record X No. of pay periods remaining in the year including the current pay period)+ (current bonus payment)	Perform tax calculation and the result will be annual income taxes which for this exercise will be Base Amount A.
2. Determine annual taxes payable based on estimated annualized earnings excluding the current bonus payment.	The following will derive projected annual taxable gross: (CIT taxable earnings gross YTD, including YTD bonus) + (pay period pay rate from the employee’s Job Data record X No. of pay periods remaining in the year including the current pay period)	Perform tax calculation and the result will be annual income taxes which for this exercise will be Base Amount B.
3. Determine taxes payable on the bonus payment.	(Base Amount A – Base Amount B)	Tax payable on bonus payment.

Canadian Bonus Tax

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Balance ID has not been defined for Calendar Year. (2000,258)

Question:

Balance ID has not been defined for Calendar Year. (2000,258)When I try to create a pay calender automatically in HRMS 9.0, I'am getting an error "Balance ID not found". When I try to create a pay calender manually, after giving the Check date, am getting an error "Balance ID has not been defined for Calendar Year. (2000,258)"Any solutions? Thanks

Answer:


If you are using PeopleSoft Payroll Module, there are 2 places where you use SetID concept. One would be for Balance ID tables and other at Shift Table.

So,in Payroll for North America, there are two set control values that require the use setID functionality:

1. Company table setup: Companies that are associated with the same setID share the same rules for maintaining balances, as indicated on the Balance ID table.

2.Pay Group table setup: Pay groups that are associated with the same setID share the same shifts, as defined on the Shift table. You use Balance ID tables so that your organization stores month-to-date, quarter-to-date, and year-to-date balances that can be used for reporting purpose (For Example W-2 reporting)

When you define a Company, you can notice Default SetID is same as Company name. You can override this value with different SetID.If you are using a SetID of SHARE in your HR Module, you can provide SHARE here.

Once you define a company, go to Set Control values i.e under PeopleTools > Utilities > Administration > TableSet Control and check for ABC:

for PY_01 record groupm check the SetID.
Then for this SetID, you need to define a Balance ID table.

When you create Pay Calendars for the Company,Paygroup, the CALENDAR Process Selects Balance ID from these Tables

PS_BALANCE_ID_DEF
PS_BALANCE_ID_QTR
PS_BALANCE_ID_TBL

and makes sure that for the Company's SetControl Value's SetID, if there is a definetion. if not, you will get the error:

Balance ID has not been defined for Calendar Year. (2000,258)
So, make sure that the Balance ID is defined.

Balance ID has not been defined for Calendar Year. (2000,258)

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Looking up a Shift in the Shift table

Question:

What Table.Field is used to determine the SETID used when looking up a Shift in the Shift table during PayCalc?

Answer:

There are number of ways to define Shift in PeopleSoft Payroll as indicated in this previous post:

if you are defining Shift through the Paygroups or even some other method, PeopleSoft Payroll needs you to define at least one shift in PS_SHIFT_TBL; The shift you define is based on the SETID you select in PS_PAYGROUP_TBL; So, the Shift is connected to Paygroup that you define for your company;

When you define a paygroup, there is a Set ID in the paygroup, that is defaulted same as paygroup;you can change it to your HR SetID, but this should be defined in the SetID Table and SetControl value before you change it; or you can leave the default value as it is and come back and change it;

if you want to change it, you need to do the following setup:For the Paygroup value you are defining, go to SetControl table that is under TableSet Control (TableSet Control - PeopleTools Utilities Administration TableSet Control ) enter the paygroup value under Set Control Value: and under PY_02 record group, change the value for SetID;

For this SetID, you need to define a shift value; if you are not using the Shift Table, you must define at least one shift as shown below:

So, when a paycalc is run, it checks the paygroup's SetID; For this value it checks the SetControl Table and under PY_02 record group, for the value of the SetID, there should be a Shift Defined;

Else, you should expect a payroll error :
Message ID : 000049
Shift Not Found
The shift displayed below was not found.

Tables/Fields for Shift Defination and paycalc process: PS_SHIFT_TBL , PS_PAYGROUP_TBL , PS_SETID_TBL , PS_SET_CNTRL_REC

Hope this helps...

Looking up a Shift in the Shift table

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