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Employee Payroll Details

Overview

To be included in a future payroll, an employee detail must have a begin date (effective) of before or during the pay period begin and any end date must be in or after the pay period.

For standard payroll processing, each employee has Earnings, Deductions, at least one Net Pay, and Taxes. Often, Benefit Details are defined to control benefit deductions. Read the following or see the Payroll Details Process Map for an overview.

• Auto Pay Detail (optional).  Auto Pay Details are used to set up for auto-creation of earnings per employee for recurrent pay amounts or hours. Often, auto pays are defined for salaried employees who receive the same pay every pay period except for vacation or sick days to reduces time spent on pay entry. For additional distributions and variable pay rates, Employee Positions or Employee Pay Rate Details can be defined.
• Pay Alerts (Information) Detail (optional).  Miscellaneous pay information and comments, such as paycheck pick-up information, can be entered on the Employee Pay Information Detail, which is also known as the Employee Pay Alerts Detail. The Pay Alerts Detail is available to the Payroll & HR role and the Payroll & HR Enterprise role.
• Guarantee Pay Detail (optional, rarely used).  In the case of an employee who is guaranteed a minimum income under a Guaranteed Annual Wage plan, a Guarantee (Net Pay) Detail is added. A GAW is an agreement between the employer and employee or the employee's representative that guarantees the employee receives a guaranteed net pay amount even if no work is available.
• Benefit Details (optional). The benefit package selected during new hire can auto-create Employee Benefit Details according to the setup and the benefit service date entered. The benefit service date supplies the effective date for all benefit details created by new hire processing. Edit and adjust the effective dates as needed.
• Earnings Detail (auto-created by payroll processing).  The first time that an earning code is paid to an employee, payroll processing creates an Employee Earnings Detail record. Payroll posting updates values seen under the "Payroll Information" section: Current, Month to Date, Quarter to Date, and Year to Date Earnings and Hours as applicable, for this earning and the most recently posted payroll that included this employee.
• Deductions Detail (often auto-created by payroll processing).  Employee Deductions Detail records define any regular deductions from an employee's pay or employer contributions and also show the history of deductions taken for the tax year. Payroll processing overwrites any deductions details for benefits by the benefit plan setup, if any, and payroll posting updates values seen under the "Payroll Information" section: Current, Month to Date, Quarter to Date, and Year to Date as applicable for the most recently posted payroll that includes this employee. If any arrears are calculated as due when arrears are allowed for a deduction on the code-level, then the arrearage amount displays. For information about garnishments, see the Garnishments topic.
• Net Pay Detail (required).  An unlimited number of Employee Net Pay Detail records, as long as each has a unique net pay code, determine how an employee is paid, including the number of checks and direct deposits, if any. New hire processing adds the default paycheck record. The final net pay should always be 100% and paycheck net pay should be defined and active, even when the employee only has one net pay record. The employee's net pay is distributed among the different payment forms based on the percentage or dollar amount and the process sequence. Payroll posting updates values seen under the "Payroll Information" section, Current, Month to Date, Quarter to Date, and Year to Date for this net pay code and the most recently posted payroll that included this employee.
• Tax Detail (required, often auto-created).  Employee Tax Detail records apply taxes to an employee's pay and to the employer for payroll. The system can assign taxes automatically. Confirm the tax assignments and set up as needed. Payroll posting updates values seen under the "Payroll Information" section: Current, Month to Date, Quarter to Date, and Year to Date as applicable for the most recently posted payroll that includes this employee. For information about tax levies, see the Garnishments topic.