9.2 Utilizing the One-Time PSHUP Template - 13i
Purpose: Use this document as a reference for how to populate the One Time PSHUP template .CSV file for earnings and deductions. The use of this template .CVS file is optional, it is typically only used when there is a high volume of one-time PSHUP transactions.
NOTE: Typically, one time PSHUP entries are done directly in the Paysheet Holding Update page.
Here you can create a new PSHUP file and enter each transaction directly into the sheet on the custom page.
One Time PSHUP Template .CSV File
Below are two links to templates for use when a large volume of one time PSHUP transactions are needed - click on title to open files.
NOTE: You cannot mix deductions and earnings type transactions in the same PSHUP file. As a result, a separate file must be created for each type of transaction you are creating, i.e., Deductions vs. Earnings.
Before entering any data in the template:
- Save these files as your example templates. Save them with the extension of .XLS for your examples and name them based on the type of transactions they are used for:
EXAMPLE 1 File Name: One Time PSHUP Template .CSV for EARNINGS
(This example has one row of data which is for the earnings type: STP)
EXAMPLE 2 File Name: One Time PSHUP Template .CSV for DEDUCTIONS
(This example has one row of data which is for deduction code: 000041
- You can use your template for the actual One Time PSHUP file you want to create. Start entering your data on row 3 of the example template so you can utilize the example row to be sure you are populating the data fields correctly. After you’ve populated your template with the required data rows, delete the example row (row 2) and Save the file as your current period file. Save the file so that it’s clear which pay period it is for, example: 170_One_Time_PSHUP_05B_EARNINGS
Important Information for Filling Out the Template
- The columns that are highlighted in GREEN are mandatory depending on the type of one time entry (earnings vs. deductions). Be sure to populate your file with current period data, DO NOT copy any data in the GREEN columns from your example row.
Column K (SEQNO) is a required field. The sequence number needs to be unique based on other key data. For data entry simplicity and efficiencies, you can simply number each row in the spreadsheet sequentially, i.e.: row 2 = 1, row 3 = 2, row 4 = 3, etc. all the way down to the last row.
Columns R, S, T & U (DEPTID, JOBCODE, POSITION_NBR & ACCT_CD) are NOT required fields, BUT the data should be populated if it’s an “override” to the employee’s job data or if different from the CTC Earns Distribution.
Column AQ (ONE_TIME_CD) is a required field. Be sure to use the correct code ie: A=Additional, O=Override, P=Arrears Payback, R=Refund.
When entering an amount for a One Time code of R (Refund), use a positive amount. The system will utilize the One Time Code of R to process the refund. If you use a negative amount for a refund, the amount will be deducted from the employee’s pay, not refunded.
- The columns that are highlighted in ORANGE are mandatory as well but you will need to copy them down as they are entered in the example row on the template (unless you actually need to use those fields in your transactions).
- It’s important to note that for the One Time Deductions transactions, the Plan_Type (column AS) is populated with a 2 digit plan number, ie: ‘01, and the DEDCD (Column AU) is populated with a 6 digit deduction code ie: ‘000040. DO NOT change the formatting of these cells, both should already be formatted as “General”. Numbers for these fields that do not meet these requirements will not error out when loading to the paysheet and will process through the payroll and update paychecks based on that code, but will not post to the correct deduction code and/or plan type code which will cause reporting and YTD balance issues.
- Once you have entered all of the one-time transactions into your One Time template, go through and copy down any data in the orange highlighted columns so that all rows have that data copied into them.
- Go through your transactions and make sure you are not missing any required data fields. DO NOT copy down the columns where there are blanks.
- After you have populated your template with the required data rows, delete the example row (row 2) and save the file as your current period file. Save the file so that it is clear which pay period it is for - example: 170_One_Time_PSHUP_05B-EARNINGS
- When you are ready to use your files for the payroll, save the file with the extension of .CSV file and be sure the file name defines which pay period and type of transaction it is for, example:
- Load the .CSV file using the instructions provided in the One Time PSHUP File Load and Maintenance QRG for instructions. (Click on title to be linked to QRG)