Configuration Approach - General Deductions



Item Overview:

In PeopleSoft Human Resources, a general deduction is any deduction that isn't a benefit deduction. Charitable deductions, union dues, parking, garnishments, bonds, and so on all fit into this category. Use the General Deduction Table to define how these non-benefit deductions are calculated. Please note that all General Deductions are defined with a plan type of 00.

Menu Path:

Home/Define Business Rules/Define Payroll Process/Setup 1/General Deduction Table

GENL_DED_FREQ

GENL_DED_TBL

Record Information:

|PS RECORD NAME |RECORD NAME |DESCRIPTION |

|GENL_DED_FREQ |General Deduction Frequency |This record defines the deduction amount for each pay periods based|

| | |on the pay frequency entered. If no record is found for the |

| | |paygroup frequency during payroll, the deduction will be taken from|

| | |all pay periods. |

|GENL_DED_TBL |General Deduction Definition |This record contains the general deduction definition, including |

| | |the calculation routine, rates, and the Vendor ID. |

Table Approach:

• The GENL_DED_TBL and GENL_DED_FREQ tables set up the definitions for all General Deductions (Plan Type ‘00’). The frequency table is a child record of the general deduction table. The only time that the frequency table should be populated is if a deduction is identified that is both a percentage of a special accumulator and an additional flat amount every pay period. At this time there is no expectation that the frequency table will be utilized.

There will be approximately 150 general deductions defined. Listed below are several examples of the types of deductions that will be setup on this table.

• Union dues

• Union fees

• Union initiation fees

• Credit Unions

• Retirement

• Deferred Comp

• DCAP

• Tax Shelters

• Charitable Contribution (United Way)

• Parking

• Rent

• Fitness Center

• Meal Plan

Listed below are the various calculation routines that PeopleSoft delivers as well as a short explanation of how the item works and what the State is expecting to do.

• Flat Amount - Select this value to calculate the deduction as a flat amount and enter the amount in the Flat/Additional Amount field. However, if the amount varies from employee to employee, such as with charitable contributions, leave the Flat/Additional Amount field blank and enter the amount on the employee's General Deduction Data page. This will be the primary calculation routine used by the State.

• Percent of Special Accumulator: Select this value to calculate the deduction as a percent of the employee's special accumulators, such as retirement. Enter the percent in the Deduction Rate or % field; then select the appropriate special accumulator code as defined in the earnings special work unit. Aside from the Flat Amount routine, this will be the most commonly used by the State.

• Percentage: Select this value to calculate the deduction as a percentage of the employee's special accumulators, such as retirement. Enter the percentage in the Rate/Percent field, then enter the base amount for the calculation on the employee enrollment record. The State will utilize this routine in some instances.

• Percent of Federal Gross: Select this value to calculate the deduction as a percent of the employee's federal taxable gross. Enter the percent in the Deduction Rate or % field. At this time it is not expected that this routine will be used by the State.

• Percent of Total Gross: Select this value to calculate the deduction as a percent of the employee's total gross. Enter the percent in the Deduction Rate or % field. At this time it is not expected that this routine will be used by the State.

• Percent of Net Pay: Select this value to calculate the deduction as a percent of the employee's net pay. Enter the percent in the Deduction Rate or % field. Net pay is determined at the time the deduction is calculated. At this time it is not expected that this routine will be used by the State.

• Rate x Total Hours: Select this value to calculate the deduction as a rate multiplied by total hours worked in a period. Enter the rate in the Deduction Rate or % field. This rate is multiplied by all the hours specified on employee paysheets during a pay period. At this time it is not expected that this routine will be used by the State.

• Rate x Hours Worked: Select this value to calculate the deduction as rate multiplied by hours worked. Enter the rate in the Deduction Rate or % field. The system adds all employee earnings types that have the FLSA Hours Worked check box selected in the Earnings Table, and multiplies the total by the rate stated here. At this time it is not expected that this routine will be used by the State.

• Rate x Special Hours: Select this value to calculate the deduction as a rate multiplied by special hours. Enter the rate in the Deduction Rate or % field, and select the special accumulator code to be used to accumulate the special hours. Select a special accumulator code in the Special Accumulator Code field. At this time it is not expected that this routine will be used by the State.

• Special Deduction Calculation: Select this value to indicate that you've created a calculation for this deduction. This routine will require a modification to the system if used. this time it is not expected that this routine will be used by the State.

Information Source:

• The information for this work unit should be obtained from OSC Central Payroll and the Retirement division.

Data Entry Method:

_____ On Line Method

__X___ Excel Spreadsheet

Fields on Record:

|PS RECORD NAME/ | | |

|PS FIELD NAME |FIELD NAME |DESCRIPTION |

|GENL_DED_TBL | | |

|DEDCD |Deduction Code |Prompt: DED_TBL_GN1_VW2 |

| | |This 6 character required field is used to enter the Deduction Code|

| | |that is to be set up on the General Deduction Table. Only values |

| | |that are set up as plan type ‘00’ on the Deduction Table will be |

| | |valid on this table. The State will utilize all six bytes of the |

| | |deduction code with both letters and numbers. For example, a United|

| | |Way voluntary deduction may be set to a value of ‘UNTWAY’. |

|EFFDT |Effective Date |Enter the Effective Date of the row. The PeopleSoft default for |

| | |this field is the system date. The initial rows on the |

| | |configuration table should be set to ’01/01/1901’. |

|DED_CALC |Deduction Calculation Routine |This 1 character field is used to enter the Deduction Calculation |

| | |Routine for a deduction. The valid values for this field are: ‘A’ |

| | |(Flat Amount), ‘B’ (Percentage), ‘C’ (Calculated by Salary System),|

| | |‘D’ (Default to Deduction Table), ‘E’ (Percent of Special |

| | |Earnings), ‘F’ (Percent of Federal Gross), ‘G’ (Percent of Total |

| | |Gross), ‘H’ (Rate * Total Hours), ‘N’ (Percent of Net Pay), ‘P’ |

| | |(Rate * Special Hours), ‘S’ (Special Deduction Calculation), ‘W’ |

| | |(Rate * Hours Worked). The PeopleSoft default for this field is ‘A’|

| | |and on average the State of Connecticut will utilize this value to |

| | |support general deductions. Several other calculation routines will|

| | |also be used including, ‘B’, and ‘E’. |

|DED_RATE_PCT |Deduction Rate/Percent |This 4.3 numeric field is only available if a percentage is |

| | |selected from the DED_CALC field above (‘B’, ‘E’, ‘F’, G’, or ‘N’).|

| | |If available the percentage or deduction rate is entered in this |

| | |field. |

|ERNCD_SPCL |Special Accumulator Code |This three byte character field prompts from the SPCL_EARNS_TBL. |

| | |Enter the Special Accumulator Code in this field if the Deduction |

| | |Code needs to be included in a Special Accumulator code. For |

| | |CORE-CT some examples might be specific retirement and union |

| | |deductions. |

|LOAN_PROCESS |Loan Processing (Canada) |This one byte character field is a Yes/No Table Edit. This Loan |

| | |Processing field is only used in Canadian processing. The |

| | |PeopleSoft default of ‘N’ should be accepted at Core-CT as it will |

| | |not affect processing. |

|BAS_TAXABLE_BEN |Ben Admin Taxable Ben (Canada) |This one byte character field is a Yes/No Table Edit. The BA |

| | |Taxable Benefit field is only used in Canadian processing. The |

| | |PeopleSoft default of ‘N’ should be accepted at Core-CT as it will |

| | |not affect processing. |

|ALLOW_WEB_UPDATE |Allow update via Employee Self Service|This one byte character field is a Yes/No Table Edit. The |

| | |PeopleSoft default of ‘N’ for allowing updates via Employee |

| | |Self-Service should be accepted since the ePay employee |

| | |self-service has not been identified to be implemented in the first|

| | |phase at Core-CT. |

|GVT_PYMNT_RTNG |GVT Payment Routing Code |This is a one byte character field that defaults to ‘N’. Enter the |

| | |Payment Routing Code in this field. Since this ties to Federal |

| | |functionality the default of ‘N’ should be accepted. |

|GVT_PYMNT_SUMM |GVT Payment Summary Code |This is a one byte character field that defaults to ‘N’. Enter the |

| | |Payment Summary Code in this field. Since this ties to Federal |

| | |functionality the default of ‘N’ should be accepted. |

|SETID |SetID |This five byte character field prompts from the SETID_TBL table. |

| | |This field should always be set to a value of ‘STATE’. |

|VENDOR_ID |Vendor ID |This ten byte character field prompts from the VENDOR_TBL. Based on|

| | |the Setid entered above this field will contain the ID of the |

| | |vendor to whom monies for this deduction should be paid. The valid |

| | |list of vendors is defined by the AP team. Once the valid list of |

| | |is defined the vendor must be manually connected here. |

|PAY_MODE |Pay Mode |This is a one byte character field. Enter the pay mode for the |

| | |deduction code in this field. This field indicates when to pay the |

| | |deducted amount to the vendor. The valid values are: ‘B’ (Pay when |

| | |Bond Price met), ‘C’ (Pay when Collection Completed), ‘D’ (Pay as |

| | |Deducted), ‘S’ (Pay at Specified Date). Depending on the type of |

| | |deduction indicated this field will be set appropriately. In |

| | |general, the value of ‘D’ is most commonly used. |

|AP_PAYMENT_DT_TYPE |AP Payment Date Type |This is a one byte character field. Enter the Accounts Payable |

| | |Payment Date type for this deduction code in this field. The valid |

| | |values are: ‘C’ (Check Date) and ‘P’ (Pay Period End Date). The |

| | |PeopleSoft default of ‘C’ should be accepted at Core-CT for the |

| | |default. |

|SEPARATE_AP_PAYMENT |Separate AP Payment |This is a one byte Yes/No field. Enter if the Deduction Code should|

| | |be included as a separate Accounts Payable payment. The PeopleSoft |

| | |default of ‘N’ (No) for this field should be accepted as the |

| | |default at Core-CT. |

|GENL_DED_FREQ | | |

|DEDCD |Deduction Code |This 6 character required field is set to the same value as the |

| | |DEDCD above. |

|EFFDT |Effective Date |This required field will be set to the value of ‘01/01/1901’. |

|PAY_FREQUENCY |Pay Frequency |This 5 character field prompts from the FREQUENCY_TBL and it is |

| | |used to enter the pay periods per month in which to take the |

| | |additional deduction amount for each frequency. If a particular |

| | |paygroup frequency is not entered in this table, the deduction will|

| | |be taken from all pay periods. The PeopleSoft default for this |

| | |field is ‘D’ (Daily) and should be accepted as the default at |

| | |Core-CT since it is not expected at this time that the State will |

| | |require the use of this functionality. |

|DED_ADDL_AMT |Deduction Flat/Addl Amount |This is a 8.2 numeric field that is used to enter a flat amount or |

| | |additional deduction to be taken. Only enter an amount here if it|

| | |is going to be the same for all employees within a pay frequency. |

| | |If amount varies from employee to employee, enter the amounts for |

| | |each employee on general deduction data page. This field is an |

| | |eight-digit number that is also carried out to two decimal places. |

| | |As stated in the PAY_FREQUENCY field it is not expected at this |

| | |time that the State will use this functionality. |

Dependencies and Timing:

• FREQUENCY_TBL

• DEDUCTION_TBL

• VENDOR_TBL

• SPECL_EARNS_TBL

• SETID_TBL

Testing Considerations:

• Validate that deductions are taken for the appropriate pay period within each frequency.

• Validate that all deductions are calculated properly (i.e. Retirement) as proper percentage of earnings.

• Validate that flat amount and percentage based deductions are processed correctly.

• Ensure that the outbound Vendor process works in sync with the values that are set in the above field.

Assumptions:

• ePay functionality is part of the Phase II HRMS implementation.

• Deduction codes will be six bytes in length and utilize both numbers and letters.

• The Earnings Special work unit will be defined with the required special accumulator deduction routines in mind.

• All Vendors will be attached to the ‘STATE’ Setid on the VENDOR_TBL.

• Every general deduction will be attached to a vendor.

• The Check Date is the payment date for vendor payments as established by Central Payroll.

• There will be approximately 150 general deductions defined. Listed below are several examples of the types of deductions that will be setup on this table. Union dues, Union fees, Union initiation fees, Credit Unions, Retirement, Deferred Comp, DCAP, Tax Shelters, Charitable Contribution (United Way), Parking, Rent, Fitness Center, Meal Plan

|Revisions |

|Date: |

|Comments: |

| |

|Name: |

|Changes Needed: |

| |

|Reasons: |

Input Provided By:

|Name |Title, Department |

|Ryan Oakes |Configuration Team Lead, Accenture |

|Nancy Ribes |Payroll Team Lead, OSC |

|Josh Woodrum |Payroll Team Lead, Accenture |

| | |

SIGNOFFS

Configuration Team

_________________________ _________________________

_________________________ _________________________

Configuration Team Leads

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Module Team Leads

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Team Leads

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