9.2 Updating Payline Information

Purpose: Use this document as a reference for Updating Payline Information to affect the Pay Calculation process in ctcLink.

Audience: Payroll Administrators.

You must have at least one of these local college managed security roles:

  • ZC Payroll Data Maintenance
  • ZZ Payroll Data Maintenance
  • ZZ SS Payroll

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Updating Payline Information

Navigation:  Payroll for North America > Payroll Processing USA > Update Paysheets > By Payline Security

  1. The By Payline Security search page displays.
  2. Enter the Pay Period End Date or select the date from the calendar icon.
  3. Enter the Empl ID.
  4. Note: Enter the page number and line number from the pay sheet for the specific payline if known. This makes locating the individual payline easier.
  5. Select the Search button.
  6. The Search Results display.
  7. Select the Payline to update.
  8. The By Payline Security page displays with four (4) tabs that data on the respective page could be edited: Payline, One-Time Deductions, One-Time Garnishments, One-Time Taxes and the fifth tab: Quick Calculation.
  9. The Payline tab is open by default and is where the earnings are at.

Payline Details - This shows on all four tabs: Payline,One-Time Deductions,One-Time Garnishments,One-Time Taxes. It identifies paysheet data (Page, Line and Empl Record) for review by Company, Pay Group, and Pay Period End Date.

For the Payline tab, this section also includes the OK to Pay All function that enables the mass update of the OK to Pay check box on paylines. Deselect All and View Summary only appear on this Payline tab. However, OK to Pay check boxes appear on all the tabs, except Quick Calculation.

The Payline tab includes employee's Earnings information and the rest of the tabs are available for making One-Time entries against theses earnings for deductions, garnishments or taxes override. OK to Pay check box appears on all the tabs for the respective payline.

The very first pay line is created by the Create Paysheets process from Job Data for every job and is going to have the Job Pay check box selected, which enables the Pay Calculation process to automatically compare paysheet data to the Job record. Also, the OK to Pay check box is selected by default on the first payline for Salaried employees (Classified, Exempt and FTF). For Non-salaried employees (Hourly, PTF, Student, Volunteer) the Job Pay check box is not selected because their pay source does not come from Job Data, but through other sources, such as Time & Labor or Faculty Workload. TL Records check box is automatically selected by the system when paysheets are created by the process that loads time from PeopleSoft Time and Labor.

Other Earnings information on the Payline tab, can come from the Create Paysheets process, Additional Pay Data, or from loading transactions via the Load Paysheet Transactions process. You enter additional other earnings by adding rows [+]. For example, the HOL earnings code in this Other Earnings example comes from the Holiday Schedule assigned to eligible employees since there is a holiday in this pay period.

IMPORTANT NOTES!
Check Reversal paylines are off-cycle paysheets auto created by the Reverse/Adjust Paychecks process and should not be modified by the users.

Time and Labor paylines (where TL Records check box is selected) should not be modified by the users. Adding One-Time entry to a Time and Labor payline can cause these one-time entries to be deleted if Time and Labor data is reloaded after a JOB change.

By Payline Security page - Payline tab

Because the Pay Calculation process uses paysheets, it is important to use caution when entering data on a paysheet.

It is strongly encouraged to wait until AFTER the first Pay Calculation process is run to manually update paylines as needed (refer to custom PSJob PRECALC-ctcLink First Pre Calc on the Consildate Checklist).on the Consolidated Checklist). Follow through with the data validation/error reports steps to obtain a baseline starting point. The custom PRECALC job also runs other processes that manipulate data. With that done, from the Job Pay row (first row automatically created from the Create Paysheets process) continue at Step 10.

  1. Enter the appropriate corrections on the Payline page.
  2. OK to Pay check box: You must select this check box to calculate the pay data in the Payline Details section should pay on the current pay run. If you deselect the check box, the system bypasses the record and does not perform a calculation. OK to Pay check box appears on all the tabs for the respective payline, which means any one-time deductions, garnishments or taxes will also be bypassed.
  3. To add a pay line, select the Add a New Row icon [+] in the Earnings section.
  4. Make any changes to the pay data in the Earnings section.
  5. To add other earnings, in the Other Earnings section, select the Code from the drop-down menu.
  6. Enter the Rate Code, Hours, Rate or Amount.
  7. To enter another line of Other Earnings, select the [+] in the Other Earnings section.
  8. Select the Save button.

Update One-Time Deductions

On the One-Time Deductions page, enter one-time deductions to take in the current pay period only, override an existing deduction, increase an existing deduction or refund a deduction amount.

  1. OK to Pay: The default comes from the Payline tab.
  2. Benefit Deductions Taken = Deduction: selected by default to have the Deduction table govern benefit deductions and for deduction overrides to be computed properly.
  3. General Deductions Taken = Deduction: select by default to have the Deduction table govern general deductions and for deduction overrides to be computed properly.
  4. Select the Plan Type from the drop-down menu list.
  5. If the Plan Type reflects a Benefit, then select the Benefit Plan from the lookup icon. Otherwise, leave blank.
  6. Enter or select the Deduction Code from the lookup icon.
  7. Based on the Deduction Code entered, select the Deduction Class. Options base on deduction code, could be After-Tax, Before-Tax, Nontaxable, etc.
  8. Sales Tax defaults to B = None.
  9. One Time Code options include:
    1. Addition - add the calculated amount specified on page to regular calculation
    2. Arrears Payback - not applicable to our environment
    3. Override - select this value to ignore the regular calculation and replace it with the calculation specified on this page
    4. Refund - select this value to calculate the deduction normally, according to Deduction table rules, and apply the refund amount
  10. Calculation Routine defines how to calculate the deduction. Most commonly Flat Amount will be used.
  11. Flat/Addl Amount is used if Flat Amount Calculation Routine is selected.
  12. Select the Save button.
By Payline Security page - One-Time Deductions tab with One-Time Deduction Data Override section highlighted.

Update One-Time Garnishments

You cannot override a garnishment deduction on the One-Time Deductions page. Although you can enter and save a garnishment deduction code on the page, the Pay Calculation process generates error message 000010, indicating that the override is invalid.

To change a garnishment, such as overriding the calculation or amount, use the One-Time Garnishment page. Enter a one-time garnishment to take in the current pay period only, override an existing garnishment, suspend an existing garnishment, and refund an existing garnishment.

  1. OK to Pay - The default comes from the Payline tab. You must select this check box to calculate the garnishment override and pay on the current pay run. If you deselect the check box, the system bypasses the record and does not perform a calculation. 
  2. Garnishment ID - Select the Garnishment Specification Data record to override.
  3. Priority - Enter the priority to override from the Garnishment Spec Data pages.
  4. One-Time Code - Select from these values:
    1. Override Garnishment Amounts: Select this value to ignore the regular calculation and replace it with the calculation specified on this page.
    2. Refund Garnishment Amount: Select this value to refund a garnishment amount. Enter the amount to refund to the employee.
      The system does not calculate the refund amount.
    3. Suspend Garnishment: Select this value to stop the garnishment deduction for the current pay period.
  5. Deduction Calculation Routine - Select the deduction calculation routine for how to calculate the one-time garnishment:
    1. % DE + Amount (percent of disposable earnings plus amount): Deduction = percent of disposable earnings + flat amount.
    2. % Gross + Amount (percent of gross plus amount): Deduction = percent of earnings subject to garnishment + flat amount.
    3. Greater of % DE or Amount (greater of percent of disposable earnings or amount): Deduction = greater of a percent of disposable earnings OR a flat amount.
    4. Greater of % Grs or Amount (greater of percent of gross or amount): Deduction = greater of a percent of earnings subject to garnishment OR a flat amount.
    5. Maximum Allowed: Deduction = disposable earnings – exemptions.
    6. No exempt; % of Gross (no exemptions; percent of gross): (USA) Allows no exemptions and calculates the deduction as a percent of the gross amount subject to garnishment. This value is for U.S. one-time support order garnishment overrides only. The system issues an error message if you select it for Canadian deductions.
    7. No exempt; % DE + Amt (no exemptions; percent of disposable earnings plus amount): (USA) Allows no exemptions and calculates the deduction as a percent of disposable earnings + flat amount. This value is for U.S. one-time support order garnishment overrides only. The system issues an error message if you select it for Canadian deductions.
  6. DE Percent - If the Deduction Calculation Routine selected is percentage driven, enter the percent of disposable earnings to use in the override calculation.
  7. Flat Amount - If the Deduction Calculation Routine selected is amount driven, enter the flat amount to use in the override calculation.
  8. Processing Fees section is to override the normal processing fees. Fees are not used when entering the garnishment data, so they can be left blank.
  9. Select the Save button.
By Payline Security page, One-Time Garnishments tab with One-Time Garnishment Override section highlighted.

Update One-Time Taxes

Use to review one-time tax considerations for a single employee, override an existing tax, increase an existing tax, and refund a tax amount.

The system computes regular taxes based on tax data at the company level and the employee level. To make a permanent change to tax data, use the appropriate tax page, depending on which data you change. While each One-Time Tax record corresponds to a Pay Earnings record, the one-time deduction is based on all the pay earnings that are associated with the employee.

  1. OK to Pay - The default comes from the Payline tab. You must select this check box to calculate the tax override and pay on the current pay run. If you deselect the check box, the system bypasses the record and does not perform a calculation. 
  2. Additional Taxes - This check box determines whether the system takes, on an individual check, the additional withholding specified on Employee Tax Data pages. By default, this check box is selected. If you do not want to take the employee's regular additional taxes out of a check, deselect this check box. The system ignores this check box in the following situations:
    1. The one-time code is Override.
    2. The Maintain Taxable Gross option on the Employee Tax Data page is selected.
  3. State - Enter or select the employee's State if this is for State Tax override.
  4. Federal - Select the check box if this is for Federal tax override. When selected, the State and Locality fields are no longer available.
  5. Locality - Enter the Locality if applicable.
  6. Tax Class - Use the drop-down menu to select the appropriate tax class from the list.
  7. One-Time Code and One-Time Tax Amount - Select from the following one-time codes:
    1. Addition: Select this value to add the amount specified on this page to the regular calculation. You cannot use this value if the system did not take normal taxes. If the system did not take normal taxes, it does not take the additional amount that you enter here.
    2. Override: Select this value to ignore the regular calculation and replace it with the amount specified on this page. Entering 0 (or leaving the One-Time Tax Amount field blank) is a valid override amount.
    3. Refund: Select this value to calculate the taxes normally and then apply the refund amount. You cannot use this value if the system did not take normal taxes. If the system did not take normal taxes, it does not refund the amount you enter here.
  8. Select the Save button.
By Payline Security page - One-Time Taxes tab with One-Time Tax Data Override section highlighted.

Quick Calculation

Payroll administrators can use generated checks from the Quick Calculation feature to verify pay information and help answer what-if questions in payroll. Use the Quick Calculation page to generate and review calculated check information for individual employees. Based on the calculated results, the administrator can view the amount that will be payable to the employee, or adjust the employee's payroll data for the final pay calculation as needed. If the results are correct, they can already be used in the payroll confirmation process.

When pay calculation is run for the first time, the process calculates checks for all employees associated with either the pay run ID or parameters specified on the run control page, regardless of the calculation option selected (Only Calculate Where Needed or (Re)Calculate All Checks).

If you ran Quick Calculation for some employees previously, and you are about to run the Pay Calculation process with the Only Calculate Where Needed option for the first time:

  1. The Pay Calculation process calculates checks:
    • For employees who didn't have calculated checks from quick calculation.
    • For employees who have calculated checks from quick calculation but their payline data was modified after the quick calculation run.
    • For employees with employee-level data changes, such as compensation rate update on Job or General Deduction data update, which requires recalculation.
  2. The Pay Calculation process does not calculate checks for employees who have calculated checks from Quick Calculation and their payline data remains the same after the quick calculation run.
  • Calculated checks from quick calculation (which are still current) are available from the Review Paycheck component pages and the Quick Calculation page.

Alternatively, if you are about to run the Pay Calculation process with the (Re)Calculate All Checks option for the first time, the process calculates checks for all employees. Calculated checks are shown on the Review Paycheck component pages and cleared from the Quick Calculation page.

You can start a Pay Calculation run while a Quick Calculation is in progress and let them run concurrently.

However, the system does not support concurrent processing when:

  • You start a Quick Calculation run while a Pay Calculation is already in progress, or
  • You start a Quick Calculation run while another Quick Calculation is already in progress for a different employee who is associated with the same Pay Run ID (for the same company, pay group, pay end date and on-cycle/off-cycle option).
By Payline Security page - Quick Calculation tab with the Calculate button highlighted.

For information on the Quick Calculation feature, refer the QRG: Performing Quick Calculation.

The procedure to update payline information is complete.

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