Payroll Checklist - 13i

Purpose: Use this document as a reference for how to run an end to end payroll process in ctcLink.

Audience: Payroll Administrators

Initial Setup Required Prior to Running a Payroll
Step Process Description Navigation Quick Reference Guide
1 Review Pay Calendar Review the Pay Calendar for the Pay Groups you are expecting to pay to verify no processing occurred for the respective Payroll – all flags should be “N” and Pay Run ID should be (blank). Main Menu > Payroll for North America > Payroll Processing USA > Create and Load Paysheets > Review Pay Calendars Reviewing Pay Calendars
2 Link Pay Run ID to Payroll Calendar To process payrolls, the pay calendar entry being processed must be assigned a Pay Run ID.  Set Up HCM > Product Related > Payroll for North America > Payroll Processing Controls > Pay Calendar Table Linking a Pay Run ID to a Payroll Calendar
Processing Absence and Time & Labor
Step Process Description Navigation                     Quick 
Reference 
Guide
3 Time and Absence is reported via Self Service Employees will report time via self service functions. N/A
4 Identify and calculate absences (GP_PAYE) Enter processing instructions to Identify and Calculate an absence Take or an Entitlement and process the respective Calendar Group. Main Menu > Global & Absence Mgmt > Absence and Payroll Processing > Calculate Absence and Payroll Finalizing the Calculate Absence and Payroll Process
5 Check for Absence Calculation Errors View a list of employees that were processed during the last iterative calculation by the batch run. Main Menu > Global & Absence Mgmt > Absence and Payroll Processing > Review Absences and Payroll Info > Payee Iterative List Checking for Absence Calculation Errors
6 Finalize Absence Calculations (GP_PAYE) Run the Finalize phase to close the absence cycle for the entire Calendar Group ID. Once you finalize the run, no more calculations are possible. Main Menu > Global & Absence Mgmt > Absence and Payroll Processing > Calculate Absence and Payroll Finalizing the Calculate Absence and Payroll Process
7 Load Absence Data to T&L Payable Time (GP_ABS_NARUN) Run the process that exports Absence Management data to Time and Labor Payable Time. Main Menu > Global & Absence Mgmt > Absence and Payroll Processing > Absence Conversion Processing > To Payroll for North America Running the Load Absence to Payable Time Process
8 Running the Time and Labor Administration Process

(TL_TIMEADMIN)
Run the batch process to produce Payable Time for an employee or for a group of time reporters. Payable time will be created for the employee, except for the days with high severity exceptions. Main Menu >Time and Labor > Process Time > Request Time Administration Running the Time and Labor Administration Process
9 Managing Exceptions

(No exceptions? Proceed to step11)
Review, allow, or clean up exceptions. Up to 100 exceptions display per page. Main Menu >Time and Labor > View Time > Exceptions Managing Time and Labor Exceptions
10 Re-Running the Time and Labor Administration Process

(TL_TIMEADMIN)
After making corrections to employee’s reported time and submitting their Timesheet, run the batch process to (re)generate the respective Payable Time.  Main Menu >Time and Labor > Process Time > Request Time Administration Running the Time and Labor Administration Process
11 Approve Payable Time
(TL_APPRV_AWE)

Only run when time is payable status of Needs Approval (NA).
Approve Payable Time for one or more time reporters based on Date Range and Employee Selection Criteria. Main Menu > Manager Self Service > Time Management > Approve Time and Exceptions > Payable Time Approve Payable Time


Processing Payroll
Step
Process
Description
Navigation                    
Quick 
Reference 
Guide
12
Run Pre-Sheet Audit Report (PAY034)
Provides a detailed error listing of set up data (employee, benefit, deductions) that can cause errors in the Create Paysheet process (PSPPYBLD).
Main Menu > Payroll for North America > Payroll Processing USA > Create and Load Paysheets > Presheet Audit Report
Running the Presheet Audit Report
13
Create Paysheets (PSPPYBLD)
Specify a Pay Run ID and run the process to create paysheets for an on-cycle pay run.
Main Menu > Payroll for North America > Payroll Processing USA > Create and Load Paysheets > Create Paysheets
Creating Paysheets
14
Review Pay Calendar
Use the pay calendar to validate paysheets have been created for all the PayGroups you are expecting to pay (paysheet flag should be “Y”)
Main Menu > Payroll for North America > Payroll Processing USA > Create and Load Paysheets > Review Pay Calendars
Reviewing Pay Calendars
15
Load Time and Labor Data to Paysheets (PSPLDTL1)
Select processing options then run the Load Time and Labor process to load payable time from Time and Labor into Payroll for North America paysheets for processing.
Main Menu > Payroll for North America > Payroll Processing USA > Create and Load Paysheets > Load Time and Labor
Loading Time and Labor Data
16
Review Error Log Produced by Time and Labor Process
View one data row for each employee that has error messages for the selected pay run ID and last payroll request number. Select a details link to view all messages for the selected employee.
Main Menu > Payroll for North America > Payroll Processing USA > Create and Load Spreadsheets > Review Time and Labor Load
Reviewing Error Logs Produced by Time and Labor Load Process
17
Running the PSHUP Load (PYLOAD)
Load data from “Other Sources” into paysheets. Review Log file for any errors.
Main Menu > Payroll for North America > Payroll Processing USA > Create and Load Paysheets > Load Paysheet Transactions
Loading the PSHUP File into Paysheets
18
Run the Precalculation Audit Report (PAY035)
Provides a detailed listing (by company, pay group, and pay end date) of information that might cause problems during the Pay Calculation process.

This job could be run after the Load Time and Labor Data, and after the Running the PSHUP, if you want to do additional validation along the way.

If errors are found, correct them and re-run this report again BEFORE running the preliminary pay calculation process.
Main Menu > Payroll For North America > Payroll Processing USA > Produce Payroll > Precalculation Audit Report
Running the Precalculation Audit Report
19
Update the Primary Job Flag/Paygroup (CTC_PJOB_AE)
Custom process to reset the Primary Job Flag and Paygroup to a job record/paygroup that is being paid.
Main Menu > Payroll for North America > CTC Custom > CTC Processes > Primary Job Flag Update

20
Run Preliminary Pay Calculation Process (PSPPYRUN)
Provides a preliminary view of the payroll and any error that may still be present.
Main Menu > Payroll For North America > Payroll Processing USA > Produce Payroll > Calculate Payroll
Running the Pay Calculation Process
Unsheeting is rarely done!! Unsheeting is only necessary if there are errors or job data changes that impact large population and cannot be manually corrected on the payline. If you unsheet, repeat steps 12 – 20.
Optional:
Pay Unsheet Process (PAYUNSHT)
Unsheet the payroll as an emergency measure only. Data loaded from T&L and Other sources will need to be reloaded after the paysheets are re-built afterward. All manual entries made directly in the payline will be lost.
Main Menu > Payroll for North America > Payroll Processing USA > Update Paysheets > Pay Unsheet
Running the Pay Unsheet Process





21
Run MedAid Max Process (CTC_MEDAD_AE)
Custom process that applies Medical Aid Maximum.
Main Menu > Payroll for North America > CTC Custom > CTC Processes > Medical Aid Maximum
Running the Medical Aid Maximum Process
22
Union Dues Process (CTC_UNIONCAP)
Custom process that applies cap on union dues.
Main Menu > Payroll for North America > CTC Custom > CTC Processes > Union Dues Monthly Maximum
Running the Union Dues Monthly Maximum Process
23
Spending Account Calculation Process (CTC_FSA_AE)
Custom process that calculates the spending account deductions.
Main Menu > Payroll for North America > CTC Custom > CTC Processes > Spending Account Calculation
Running the Spending Account Calculation Process
24
Create PrePay Deductions (CTC_PPAY_DED)
Custom process that calculates PrePay deductions. (can be ran multiple times but only needs to run once unless changes are made to prepay data).
Main Menu > Payroll for North America > CTC Custom > CTC Processes > Create PrePay Deductions

25
Run Create HCA Avg Cost Paysheets (CTC_HCAAC_AE)
Custom process to generate a paysheet with employer contributions for employees who are in Inactive payroll status (e.g., faculty on short work break) that are enrolled in SB1 Benefit Program.
Main Menu > Payroll for North America > CTC Custom > CTC Processes > Create HCA Avg Cost Paysheets
Run Create HCA Avg Cost Paysheets
26
Update the Primary Job Flag/Paygroup (CTC_PJOB_AE)
Custom process to reset the Primary Job Flag and Paygroup to a job record/paygroup that is being paid.
Main Menu > Payroll for North America > CTC Custom > CTC Processes > Primary Job Flag Update


Re-Run the Pre-Calculation Audit Report (Step 18), if necessary.


27
Re-Run Preliminary Pay Calculation Process (PSPPYRUN)
Provides a preliminary view of the payroll and any error that may still be present.
Main Menu > Payroll For North America > Payroll Processing USA > Produce Payroll > Calculate Payroll
Running the Pay Calculation Process
28
Check Error Messages
Review the error messages generated during payroll processing.
Main Menu > Payroll for North America > Payroll Processing USA > Review Processing Messages > Review Payroll Error Messages
Reviewing Payroll Error Messages
29
Error Message Report (PAY011)
Provides a report of the error messages generated during payroll processing.
Main Menu > Payroll for North America > Payroll Processing USA > Review Processing Messages >  Payroll Error Message Report
Running the Payroll Error Message Report
30
Data Entry/Load Verification
This can include different steps based on the specific case and may require one-time adjustments.
N/A
Review the Payroll Quick Reference Guide section on the Training Website for specific QRGs for adjustments, overrides, additions to one time earnings, deductions, and taxes.
31
Run Paysheet Hrly Rate Adjust (CTC_HROP_AE)
Custom process to reset the Average Hourly Rate for specific Time Reporting Codes.
Main Menu > Payroll for North America > CTC Custom > CTC Processes > Paysheet Hrly Rate Adjust

32
Re-Run Preliminary Pay Calculation Process (PSPPYRUN)
Provides a preliminary view of the payroll and any error that may still be present.
Main Menu > Payroll For North America > Payroll Processing USA > Produce Payroll > Calculate Payroll

Running the Pay Calculation Process
33
Check Error Messages


Main Menu > Payroll for North America > Payroll Processing USA > Review Processing Messages > Review Payroll Error Messages

Reviewing Payroll Error Messages
Note:
 If one time data entries are made, rerun steps 21-26 and step 31 again. ONLY IF NEEDED

34
Review Custom Payroll Validation Reports
Review these reports to assist with your payroll validation process.
Main Menu > Reporting Tools > Query > Query Viewer
Queries to run:

CTC_PY_PAY_CHECK_DETAIL (similar to Legacy report PS1320)

CTC_DED_DETAIL (similar to Legacy report PS1330)

QHC_PY_PAY_CHECK_OTH_EARNS
35
Payroll Summary Report (PAY018)
Produces a summary of U.S. paycheck detail by Run ID. It includes amounts, earnings, employee deductions, employer contributions, employee and employer taxes. Info only
Main Menu > Payroll for North America > Payroll Processing USA > Pay Period Reports > Payroll Summary
Running the Payroll Summary Report
36
Employee Not Processed Report (PAY010)
Produces a report of employee hours and earnings that were not processed for the pay period. Info only
Main Menu > Payroll for North America > Payroll Processing USA > Produce Payroll > Employees Not Processed
Running the Employee Not Processed Report
37
Deduction Not Taken Report (PAY008)
Produces a report of employee deductions that were not taken for the pay period. Also shows the deductions and amounts that went into arrears. Info only
Main Menu > Payroll for North America > Payroll Processing USA > Pay Period Reports > Deductions Not Taken
Running the Deductions Not Taken Report
38
Deductions in Arrears Report (PAY007)
Produces a report of all deductions in arrears that you take from employee paychecks at a date later than the regularly scheduled pay period. Info only
Main Menu > Payroll for North America > Payroll Processing USA > Pay Period Reports > Deductions in Arears
Running the Deductions in Arrears Report
39
Deductions Register Process (PAY001)
Generate the PAY001 register that lists the amount of money deducted from each employee's paycheck for general deductions, garnishments, and benefits, including sales taxes, as of the end of a pay period. Info only
Main Menu > Payroll for North America > Payroll Processing USA > Pay Period Reports > Deductions Register
Creating a Deduction Register
40
Payroll Register (PAY002)
Produces a report of paycheck data by name, employee ID, and department ID for all employees who receive a paycheck for a pay run and pay calendar. Info only
Main Menu > Payroll for North America > Payroll Processing USA > Pay Period Reports > Payroll Register
Creating a Payroll Register
41
Review Paychecks
View information such as earnings, taxes, and deductions for a single paycheck. Research problems and respond to employee questions regarding a check without viewing multiple pages. Info only
Main Menu > Payroll for North America > Payroll Processing USA > Produce Payroll > Review Paycheck
Viewing Paychecks
42
Precalculation Audit Report (PAY035)
Provides a detailed error listing (by company, pay group, and pay end date) of information that might cause problems during the Pay Calculation process (PSPPYRUN). It checks employment taxes and identifies orphan records.

This report is usually run after the paysheets are created, and before the calculation. Also as a troubleshooting tool, it can be run after calculation to help identify errors. Info only
Main Menu > Payroll for North America > Payroll Processing USA > Produce Payroll > Precalculation Audit Report
Running Precalculation Audit Report
Note:
Run the Precalculation Audit Report to ensure no errors remain prior to Final Pay Calculation. Do not run the Preliminary Pay Calculation Process.

43
Final Pay Calculation (PSPPYRUN)
The final calculation process marks the paysheets "Locked for Confirm" and any employee pay data changes made after this indicator is set are not included in the pay calculation unless final calculation is rerun. Must uncheck Preliminary calc flag
Main Menu > Payroll For North America > Payroll Processing USA > Produce Payroll > Calculate Payroll
Running the Pay Calculation Process
44
Check Error Messages
View online the error messages generated during payroll processing.
Main Menu > Payroll for North America > Payroll Processing USA > Review Processing Messages > Review Payroll Error Messages
Reviewing Payroll Error Messages
45
Review Pay Calendar
Use the pay calendar to validate all PayGroups have been Calculated. (Payroll Calculation Run is set to “Y”)
Main Menu > Payroll for North America > Payroll Processing USA > Create and Load Paysheets > Review Pay Calendars
Reviewing Pay Calendars
46
Payroll Hours Adjustment (CTC_PEADJ_AE)
Adjusts the hours to round to nearest ¼ hour for DRS reporting.  Hours display in Pay Earnings page. Must be ran after the last Pay Calc.
Main Menu > Payroll for North America > CTC Custom > CTC Processes > Payroll Hours Adjustment
If changes are made, rerun this process!!!!
47
Review Custom Payroll Validation Reports
Review these reports to assist with your payroll validation process.
Main Menu > Reporting Tools > Query > Query Viewer
Queries to run:

CTC_PY_PAY_CHECK_DETAIL (similar to Legacy report PS1320)

CTC_DED_DETAIL (similar to Legacy report PS1330)

QHC_PY_PAY_CHECK_OTH_EARNS

Confirm Payroll
This process assigns check numbers, applies direct deposit banking instructions, updates employee balance records, and sets data for all post confirm processing.
Step Process Description Navigation Quick Reference Guide 
48 Preconfirm  Audit Report (PAY036) Provides a detailed listing (by company, calendar year, pay group, month code, pay end date, and employee ID) of information that might cause problems during the Pay Confirmation process. It checks for potential duplicate keys, no active job record found, prior unconfirmed payroll runs, and outstanding off-cycle checks.

This report is usually run before confirm. Also as a troubleshooting tool, it can be run after confirm to help identify errors.
Main Menu > Payroll for North America > Payroll Processing USA > Produce Payroll > Preconfirm Audit Report Running the Preconfirm Audit Report
49 Confirmation Process (PAYCONF – PSPCNFRM) Pay confirmation is the final step in running your payroll. Running the Pay Confirmation process indicates that you've reviewed and approved all payroll information for this pay run, and that you're ready to produce paychecks.

After a payroll has been confirmed, you can generate checks, advices, and any other payroll reports. You can also generate the direct deposit, general ledger, or any other interface. You can review an employee's check totals and payroll balances online.

Main Menu > Payroll For North America > Payroll Processing USA > Produce Payroll > Confirm Payroll Running the Confirmation Process
50 Email Notification regarding Pay Confirm completed Send email notification to SBCTC that payroll has been confirmed for all pay groups for your college/district. Send email to HCM-NOTIFY@sbctc.edu and others as appropriate This is done by the Payroll Administrator after step 49 has been completed.
51 Review Pay Calendar Use the pay calendar to validate both pay confirmation checkboxes are checked. Main Menu > Payroll for North America > Payroll Processing USA > Create and Load Paysheets > Review Pay Calendars Reviewing Pay Calendars
Post-Confirm Processing
Step Process Description Navigation Quick Reference Guide 
52 Payroll Summary Report (PAY018) Produces a summary of U.S. paycheck detail by Run ID. It includes amounts, earnings, employee deductions, employer contributions, employee and employer taxes. Main Menu > Payroll for North America > Payroll Processing USA > Pay Period Reports > Payroll Summary Running Payroll Summary Report
53 Advice Register (DDP002) Produce a report of payroll amounts paid directly into the employee's bank account as direct deposits. This report is similar to PAY004 - Payroll Check Register. Main Menu > Payroll for North America >Payroll Processing USA > Create Direct Deposits > Direct Deposit Register Generating the Advice Register
54 Check Register (PAY004) Produces a report of all checks, in check number order, written in the pay period for each company in the organization. Main Menu > Payroll for North America > Payroll Processing USA > Produce Checks > Check Register Running the Check Register Report
55 Tax Deposit Summary (TAX001) Produces pay period details of federal, state, and local taxes that are withheld from employees, and liabilities incurred for employer-paid taxes. Main Menu > Payroll for North America > Pay Period Tax Reports USA > Tax Deposit Summary Running the Tax Deposit Summary Report
56 DRS Data Load from Payroll (CTC_DRSLD_AE ) Run this job to load the DRS information from the payroll that was run Main Menu > Benefits > CTC Custom > CTC Processes > DRS Data Load From Payroll This is run by the Benefits Administrator the working day after payroll confirms
57 DRS Redistribution (CTC_DRSRD_AE) Run this job to create the DRS Redistribution Main Menu > Benefits > CTC Custom > CTC Processes > DRS Redistribution This is run by the Benefits Administrator about 2 days after the Data Load from Payroll has been run
58 Email Notification regarding DRS Send email to SBCTC to let them know the above steps have been completed and information is ready to be sent to DRS Send email to HCM-Notify@sbctc.edu This is done by the Benefits Administrator after steps 56-57 have been completed
59 Create PDF Paychecks (PYCHKUSA) Create the PDF Paycheck for Employee Self Service Main Menu >Payroll for North America > Payroll Processing USA > Produce Checks > Create PDF Paychecks Run after payroll has confirmed.  You can enter Days From Check Date field with the number of days prior to pay day that you will allow employees to view their paycheck information.  This should be a negative number. This can also be set as a default in Setup HCM.
60 Create Slf Srvc Manuals Checks (PYCHKUSA) Create the PDF Manual Check for Employee Self Service Main Menu >Payroll for North America > Payroll Processing USA > Produce Checks > Create Slf Srvc Manuals Checks  Run after payroll has confirmed. You can enter Days From Check Date field with the number of days prior to pay day that you will allow employees to view their paycheck information. This should be a negative number. This can also be set as a default in Setup HCM.
61 Create PDF Advice Forms (PYDDAUSA) Create the PDF Advice Forms for Employee Self Service Main Menu > Payroll for North America > Payroll Processing USA > Create Direct Deposits > Create PDF Advice Forms Run after payroll has confirmed.  You can enter Days From Check Date field with the number of days prior to pay day that you will allow employees to view their paycheck information.  This should be a negative number. This can also be set as a default in Setup HCM.

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