Payroll Calendar Codes Table

Payroll Calendar

This table is view-only via the web-product.

When the payroll is in a Gross-to-Net status (after Gross-to-Net processing), information under the toolbar emphasizes: "This Payroll has been run." When a payroll has been posted, that posted status information shows: "This Payroll has been posted."

Several buttons are available depending on whether the payroll is posted or un-posted. See the "Buttons" section of this topic.

Fields on the Payroll Calendar Codes Table

Payroll Calendar (required). A code to identify the payroll calendar.
Description. A text description of thirty characters or less.
Active? An active code has the Active checkbox selected, making the code available and keeping the code in effect as a valid choice.
Company (required). The Company Code to be paid and designated for reporting this payroll's information.
Pay Group (required). The set of employees to be paid by this payroll run.
Payroll Task Group. The set of system-processing conventions for payroll processing. Each Payroll Task Group includes payroll processing task items, such as Gross-to-Net processing and Posting Payroll.
Report Package. The set of reports that can be automatically produced from Enterprise Client or Enterprise Manager.

Enter dates in MM/DD/YYYY format.

Pay Run Date. The projected date of the actual payroll run.
Period Begin. The first day of the payroll period when hours worked begin to apply to this pay run.
Period End. The last day of the payroll period, the final day that hours apply to this pay run.

The begin and end dates of the payroll period work in conjunction with the effective beginning and ending dates of items to determine what processes for a pay run for this Payroll Calendar Id.

Pay Check Date. The date recorded on the payroll disbursement forms. The check date impacts taxation. For instance, a check date on 12/31/2012 is taxable and reportable for 2012, and a check date on 01/01/2013 is taxable and reportable for 2013.

The Process Date and Posted Date automatically populate when the payroll is processed and posted.

Process Date. The Process Date is automatically updated when the payroll is processed to gross-to-net. This is the day that the payroll is submitted for processing.
Posted Date. The Posted Date is automatically updated when the payroll is posted. Posting is also known as finalizing or final payroll posting.
ACH File Date. The ACH File Date is the date the ACH should be created. The ACH File Date is unlike the actual Settlement Date that can be entered when the ACH is processed.
Call Date. The Call Date is the date by which the Payroll Department or Processor needs to have received all Payroll information including time and expenses.
Delivery Date. The Delivery Date is when the completed Payroll including any employee checks or paper reports need to be delivered.
Payroll Type. Confirm or choose the Payroll Type to define the taxation and details considered in the pay run: Scheduled, Supplemental, Demand, or Adjustment Payroll Run.

Scheduled. A regular payroll run is a Scheduled run. A scheduled payroll run needs to be processed on or before the check date. A scheduled payroll run with direct deposits or ACH processing needs to be processed before the number of days due prior to settlement for the Originating Bank code.

Supplemental. The Supplemental option taxes earnings at the Supplemental Rate. It also looks at the deductions and taxes to determine if they are to be included in a Supplemental run.

Adjustment. The Adjustment runs process taxes using daily tax calculations. Currently, payrolls processed with the Adjustment type aren't included on the online paystub view accessed through employee self-service or by HR/Payroll.

Demand. The Demand type process taxes using daily tax calculations.

Payroll Period Indicator. The selected "Payroll Period Indicator" option defines whether this is the Current Payroll Period or the first payroll of a New Month, Quarter, or Year. Setup for benefit hours-accrual and system invoicing can be defined to use new month, quarter, or year periods when processing particular rate policies for invoicing or for accruals.

Payroll of the Month. The Payroll of Month field indicates the payroll number for the month in which the payroll falls. Payroll processing compares this entry to payroll of the month checkboxes on certain employee details (along with effective dates) to determine whether a particular detail should be included in this payroll run. The following details have payroll of the month settings: Employee Auto Pays (to pay earnings on a specific payroll each month), Deductions, and Tax Details.
Payroll of the Year number. The number entered for the Payroll of Calendar Year identifies the position of the payroll within a calendar year. The check date or posted date often is a more significant indicator of the sequence that payrolls were posted.
Payroll of the Fiscal Year number. The number entered for the Payroll of Fiscal Year identifies the position of the payroll within a fiscal year. If the Fiscal Year is the same as the Calendar Year, January-December, then both "year" numbers are normally identical.
Force Payments to check? During a payroll run, an election can be made to make all payments checks and ignore any ACH transactions for Net Pay. If you select the Force Payments to Check indicator on the Payroll Calendar, the system will ignore all of the ACH Net Pays and all of the Default Pay Check Records, and all employee payments generated by this Payroll Calendar will default into checks. The system will look for the Default Pay Check Record to determine disbursement.

Process Benefits? The Process Benefits indicator determines whether benefits can be included in the processing for this payroll run. For a specific Benefit to process during a payroll run, its Benefit Effective Date set up on each employee's Benefits Detail record must fall in the payroll period.
Process Hours Accruals? The Process Hours Accruals indicator determines whether hours-accrual processing can be included in the processing for this payroll run.
Create History for EEs not Paid? Select the Create History for EEs Not Paid checkbox to create a pay history for employees without time records during the pay period defined by this Payroll Calendar. This will only apply to employees within the same pay group.
Prior Compensation? For a payroll to be processed with the Prior Compensation Loader as part of an implementation, select the Prior Compensation checkbox. The Prior Compensation checkbox's value can only be adjusted when a new Payroll Calendar is added. That checkbox is unavailable when the record for a Payroll Calendar is edited.

When payroll steps are completed, the system automatically selects the checkboxes for the following as the steps are completed: Payroll Run Initiated (Gross to Net), Created Auto Pay Records, Benefits Processed, and Payroll Posted payroll indicators.

Buttons

Payroll Tasks. To go to the Pay Run Task Manager for the payroll, click on the "Payroll Tasks" button. When prompted, click OK to leave the Payroll Calendar.

Payroll Reports. To go to the Payroll Reporting screen for a posted payroll, click on the Payroll Reports button. When prompted, click OK to leave the Payroll Calendar.

Overrides. To apply global payroll overrides to an un-posted payroll, click on the Overrides button on the Payroll Calendar. A "Global Override" overrides each selected deduction, tax, and/or earning, for every employee in the payroll run. From the Global Payroll Overrides, to define an override for the payroll calendar, select the checkbox next to each deduction, tax, or net pay to override, and then Save.

Posting Information. To open a summary of a posted payroll's information, click on the Posting Information button.

Payment voids cannot be processed from the online system.