3.2.3.1 Payroll Core Tables


 

Payroll

Payroll Core Tables

Defining and Organizing the Payroll Tables and Processes

The core payroll tables are used to organize payroll data by categorizing employee types and streamlining payroll processing. Some tables must be completed because they are edited against while running payroll processes such as Balance ID, Pay Groups, Pay Calendars, and Pay Run ID Tables. Other tables are optional and can be used mainly to track payroll data such as account code, garnishments, and Savings Bond. Process tables are used for calculating earnings, deductions, and taxes when running payroll for employees.

In PeopleSoft payroll, there are two types of deductions: benefit and general deductions. The system uses different deduction calculation routines depending on the type of deduction that has been set up. The definitions for the calculations for health plans, life insurance plans, etc. are stored in the Benefits tables. General deductions are typically deductions that are not related to benefits, such as United Way. A corresponding entry must be set up on the Deduction table for each general deduction. The Deduction Table specifies the priority of the deduction, how the deduction affects taxes, related general ledger account codes, and other special payroll process indicators—such as how arrears should be handled. Benefit deductions are also set up in the deduction table to identify if it is a before or after tax deduction. Deduction subsets have also been defined for special exception payrolls.

Earnings types have been defined to reflect the needs of Princeton’s community. The earnings table is the basis for the way earnings are calculated and taxed. Regular earnings are taxed by all taxing entities and consist of a simple rate-multiplied-by-time-calculation or a flat amount. The Add to Gross field will be used to track imputed income. The Maintain Earnings Balance field, when turned on, will automatically update month-to-date, quarter-to-date, and year-to-date balances. The tax method that will be used for most earnings (excluding bonuses) is the annualized method. The annualized method calculates tax on the annualized tax base and divides the tax by the number of pay periods in the year.

 

Define Payroll Process – Set up Tables

 

Record/Panel

Field

FIT/GAP

Analysis/Description

Bank Table

Bank Name

G

Princeton University has two clearing banks. These banks are Summit Bank and PNC Bank. Tesseract has a table to edit banks for direct deposit. There is a bank branch table that exists within PeopleSoft that will be customized so that employees’ direct deposit will edit against the table. This will allow Princeton University to continue their current functionality and will make it feasible to offer direct deposit to more banks, if this is desired.

 

Address

F

The address of the Summit Bank is as follows:

55 Challenger Road

Ridgefield Park, NJ 07660

The address of the PNC Bank is as follows:

960 Ft. Duquesne Blvd.

Pittsburgh, PA 15222

 

Transit #

F

Summit Bank’s transit number is 021202162.

PNC Bank’s transit number is 031207607.

 

Prenote Wait Days

F

The Prenote wait days will be set to 10 days.

 

Payroll Parameters – Deposit Medium

F

Currently, Princeton University uses a telephone transmission for deposit. The Payroll Parameters Deposit Medium will be set to EFT.

Form Table

Desc

F

PPPL Check, University Check and Princeton (combined PPPL University) Advice.

 

Form Identification

F

There will be two forms for checks (PPPL and University) and one form for advices. The checks have different micr encoding.

 

Last Form Number Used

F

Currently, Princeton University uses leading ‘A’ for advices. This will not be necessary in PeopleSoft as advices and checks can be identified by the Paycheck Option translate values (A-Advice, C-Check, M-Manual Check, etc.). Princeton will let the system automatically assign check numbers and advices.

Special Accumulator Table

Desc

F

Princeton University has 24 accumulators at the present time.

Only the following will be needed in PeopleSoft:

  1. 401A eligible earnings (for the Princeton University Retirement Plan)
  2. 403B eligible earnings (for pre-tax salary reductions (RD/SA)
  3. Union Dues Base (Operating Engineers) (may not need)

Earnings Table

Earnings Code

F

Princeton University currently uses numeric codes and will continue using them in order to facilitate the interface to the University's current labor accounting system.

 

Description

F

The long description will be 30 characters and will print on the check.

 

Short Description

F

The short description will be 10 characters.

 

Status

F

The active and inactive statuses will be used with the effective date.

 

Allowable Types

F

This field limits certain earnings to specific groups of employees. Princeton University will limit some earnings but most will be set for All. Princeton University will use the earnings program for further edits.

 

Payment Type

F

Princeton University will use the unit/override rate for earnings representing shift differentials, and will use the other payment types for their other earnings.

 

Effect on FLSA

F

Princeton will use this field in conjunction with Time Reporting.

 

Retro Pay Processing

F

Princeton will use the Retro Pay Processing functionality only for union increases in the initial phase of implementation.

 

Payback Deduction Code

N

This field will not be used. Accounts payable processes advances when they are required.

 

Tax Method

F

The tax method used will be specified on the paysheet and supplemental taxing.

 

Subject to FWT

F

Indicates whether an earnings is subject to Federal income tax. See Earnings Table Spreadsheet in Appendix J.

 

Subject to FICA

F

Indicates whether an earnings is subject to FICA tax. See Earnings Table Spreadsheet in Appendix J.

 

Subject to FUT

F

Indicates whether an earnings is subject to Federal unemployment tax. Princeton University and its employees are exempt from this tax. See Earnings Table Spreadsheet in Appendix J.

 

Withhold FWT

F

Indicates whether Federal income tax is to be withheld from an earnings -- See Earnings Table Spreadsheet in Appendix J.

 

Add to Gross Pay

F

The Add to Gross Pay will always be set to Y except for Imputed Income and non-pay earnings. Imputed income will be set up as a Taxable Benefit Deduction. (For example – moving expenses).

 

Maintain Earns Bal

F

Set to Y for all earnings. This field allows you to maintain balances for only those set to Y.

 

Subtract From Draw

N

This field will not be used as it usually is reserved for salespeople.

 

Eligible for Shift Differential

F

No earnings will be set up as eligible for shift differential. Shift differentials will be identified and paid via the time entry process as unique earnings codes.

 

Hours Only (Reduce from Reg Pay)

F

This field is used to deduct for hours not worked by the employee.

 

Subject to Garnishments

F

See Earnings Table Spreadsheet in Appendix J.

 

GL Account # - Expense

N

Princeton will not use, as its earnings codes are not always charged to the same GL account number.

 

Earnings Calc Sequence

F

The Earnings Calc Sequence will be set according to current Tesseract values.

 

Earns Based on Type

F

See Earnings Table Spreadsheet in Appendix J.

  

Factors

F

The Multiplication Factor will be set at 1.0, except for overtime earnings when factors of 1.5 and 2.0 will be used.

 

Maximum Hourly Rate

F

See Earnings Table Spreadsheet in Appendix J.

 

Maximum Yearly Earning

F

See Earnings Table Spreadsheet in Appendix J.

 

Based on Amt or Hrs

N

Princeton will not use.

  

Budget Effect

N

Princeton will not use.

  

FLSA Category

N

Princeton will not use, as the calculation of FLSA rates will be handled as part of the time entry system.

  

Leave Plan Type

N

Not required for phase one, as Princeton is not using leave accrual processing.

 

Add To Accrual Balance

N

Not required for phase one, as Princeton is not using leave accrual processing.

 

Special Accumulator Code & Effect

F

See Earnings Table Spreadsheet in Appendix J.

Earnings Program Table

Earnings Program ID

F

Specific Earnings Programs will be set up for: Employees, Fellows, Casual Hourlies, Students (UG & GS) and No–Pays.

Holiday Schedule Table

Holiday Code

F

Princeton will establish a University holiday schedule and will use this table to load the pay calendar at the beginning of each calendar year, but will not use this table to pay employees a holiday earnings code.

Deduction Subset

Deduction Subset ID

F

This controls the deductions that come out (or do not come out) of an employee’s pay. Currently it is anticipated that this will only be used to control the deductions that come out of a faculty members summer salary.

Deduction Table

Deduction Code

F

Princeton will create more meaningful deduction codes than their current 3-digit numeric codes. They will go with up to a six-digit alpha code.

  

Plan Type

F

00 for General Deductions (PeopleSoft Plan Type)

  

Desc

F

The long description of the deduction.

  

Short Desc

F

The short description of the deduction.

  

Deduction Priority

F

The Deduction Priority will be mapped from Tesseract.

 

Max Arrears Payback

F

No deductions are currently set to go into arrears. Arrears amounts will be automatically forwarded to Benefits Billing during Benefits Administration processing.

  

Bond Processing

N

This field is not required.

 

Garnishment Processing

F

The garnishment process will use the PeopleSoft delivered process. Turn checkbox to Y.

 

Ded Subset ID

F

The applicable deduction subset ID will be entered here as necessary.

 

Deduction Class

F

Determines whether a given deduction is taken before or after tax. In addition, Taxable Benefit will be used for imputed income. However, it may be required that the description on the check print program be changed from Employer Paid Deductions to Imputed Income/Taxable Benefit.

 

Sales Tax

N

Princeton will not use.

 

Effect on FICA

F

Determines a deduction’s effect on FICA taxation.

 

Effect on FUT

F

Determines a deduction’s effect on FUTA taxation. As an organization Princeton University is exempt from FUTA.

 

Taxable Component ID

F

Used if a deduction that is considered pre-tax for Federal purposes is to be treated differently for State taxation purposes.

 

GTL/DPL

F

Used for those taxable benefit deductions that are set up for Group Term or Dependent Life insurance. At Princeton only Group Term Life insurance applies.

 

Withhold FWT

F

For Taxable Benefit deductions, determines whether Federal income tax should be withheld.

 

Deduction Method

F

Additional information about deductions such as: whether partial deductions and deduction arrears are allowed; if deductions will be taken from separate checks; and if deductions should be stopped at termination.

 

Maximum Yearly Deduction

F

The Maximum Yearly Deduction will only be used for FSA deductions.

 

Pay Frequency

F

Not all deductions are taken every pay period. Some biweekly deductions are not taken in the third pay period of a month..

 

GL Account # - Expense & Liability

F

The GL Expense & Liability Account numbers for Princeton’s deductions will be entered in these fields.

General Deduction Table

Deduction Calculation Routine

F

Most of Princeton’s general deductions are Flat Amount deductions, as specified in the Amount Per Pay Period below.

 

Amount Per Pay Period

G

For Flat Amount deductions, the amount is specified here. However, the Operating engineers union will require three different deductions based on annual earnings thresholds.

Pay Group Table

Salaried Proration Rule

F

Princeton will use Percent of Period for both salaried and hourly employees.

 

Paysheet Sequence

F

The Paysheet sequence will sort by employee name.

 

Paycheck Sequence

F

Paychecks will be sequenced first by Maildrop ID and then by employee name.

 

US OASDI Mod Data

N

This field is only used for California based companies.

 

Tips Payroll Controls

N

Tips are not paid at Princeton University.

 

Error Pay End Date Option

F

None. Princeton University wants to fix errors and pay the employees in error on the on-cycle payroll initially. The other options will move these employees into an off-cycle payroll.

Balance ID

SETID

F

Two balances are required: for the University’s Fiscal Year and for the Calendar Year.

 

Periods in a Year

F

12

 

Use

F

Use Check Date.

Pay Run Table

Description

F

See Pay Run Table in PeopleSoft.

Pay Calendar Table

Aggregate ID

N

Princeton will not use.

  

Accrual Percent

N

Princeton will not use.

 

Reverse Accruals

N

Princeton will not use.

 

Weeks in the Period

F

Four or five weeks for monthly employees depending upon the month; two weeks for biweekly employees.

 

Pay Periods in Year

F

12 for monthly employees; 26 for biweekly employees.

 

Deductions Taken

F

Determines if all deductions are to be taken in a given pay period or only a subset.

Pay Message Table

Message ID

F

The Pay Message Table contains PeopleSoft delivered messages to indicate employees that cannot be paid due to specific errors. Princeton may add their own messages once testing is started and common errors are identified.

 

Continue with Errors

N

Princeton University will not use this table to decide which messages to override. Upon implementation, all errors will stop the final processing of the payroll. Payroll will research and correct the error or turn off "OK to Pay?", manually. This table may become useful in production once the system is stable.

Final Check Action/Reason

Final Check Program Table

 

N

Princeton University will not use these tables. Princeton University does not need actions that trigger a final check. Terminated employees are paid on the next on-cycle payroll. Therefore, setting up this table will not be necessary. There is no benefit to automatically paying out vacation balances before all their vacation used days are recorded. This process cannot be automated at Princeton University.

 

Princeton University would like the ability to end general deductions automatically when an employee is terminated.

This table will not do this but Ben Admin Event Rules will end benefit deductions automatically. General deductions will be ended manually by entering an end date in the employee’s record.

Shift Table

 

N

Princeton University will need shift earnings separated from base salary as benefits are based on base salary and do not include shift differential. Therefore the decision is to use separate earnings codes for shift differentials. If the employee works something other than his/her standard shift, through time entry, they would override the shift worked. Princeton University will set up the shift differential rates per earning in the Earnings Table.

Shift Differentials are:

Operating Engineers:

Night 4PM-8AM .80 shift differential

FOSCO – Security Guards:

Evening .55 shift differential

Night .60 shift differential

Reunion .55 shift differential

FOP – Fraternal Order of Police:

Evening .45 shift differential

Night .50 shift differential

CIT – Information Technologies

Evening 7PM – 7AM 10% shift differential

Operating Engineers Union – After 4:00 PM, union workers get $0.80, evening shift

PPPL Firemen Schedule is as follows:

Firemen are scheduled to work 24 hour shifts, two days per week. They work 20 hours a day and the remaining 4 hours are considered sleep time not paid. If they should happen to work an hour or more during their sleep time, they are paid 4 hours at 1.5 of their base (regular) hourly rate.

If they start after 2:00 p.m. they get a 10% differential and a 15% differential if they start after 10:00 p.m.

 


Return to the Table of Contents

Go to 3.2.3.2 Payroll Tax Tables

Go to the HRMS Implementation Team Home Page