PeopleSoft Payroll - General Overview and Tables

This article provides an overview of each process.  During this Analysis, the two primary areas of focus will be Configuration (Control) Tables and Maintain Payroll Data.

PeopleSoft Payroll Processing can be logically divided into the following 4 categories:

  1. Configuration (Control) Tables - Validation and data integrity controls required to process payroll
  2. Maintain Payroll Data - Employee level maintenance of payroll data
  3. PeopleSoft Payroll Processes  - Iterative processing required in production of paychecks (based on pay frequency)
  4. Reporting capabilities - Blend between standard reports delivered by PeopleSoft and packaged reporting tools

Configuration Tables

The control tables within PeopleSoft are used to enforce data integrity and allow for standard coding that can be used to group employees and data for processing.

1)   HR Configuration Tables

Navigation Path: Go, Define Business Rules, Define General Options OR Manage Human Resources

Certain control tables are required for HR – these tables also impact PeopleSoft payroll

-       Installation Table

-       Company Table

-       Business Unit Table

-       Department Table

-       Location Table

-       Job Code Table

2)   Payroll Process Tables

Navigation Path: Go, Define Business Rules, Define Payroll Process

These tables are used specifically by PeopleSoft payroll for processing

Required Payroll Process Tables

-       Bank / Branch Table

-       Source Bank Table

-       Earnings Table

-       Earnings Program Table

-       Deduction Table

-       General Deduction Table

-       Company General Deduction Table

-       PayGroup Table

-       PayRun Table

-       Pay Calendar Table

-       Balance Table

-       Shift Table

-       Form Table

-       Holiday Schedule Table

-       Comp Rate Code Table

-       Benefit Program Table

Optional Payroll Process Tables

-       Deduction Subset Table

-       Garnishment Payee Table

-       Account Code Table

-       US Savings Bond Table

-       Special Accumulator Table

-       Pay Message Table

-       Retro Pay Program Table

-       Final Check Program Table

3)   Payroll Tax Tables

Navigation Path: Go, Define Business Rules, Define Payroll Taxes

These tables contain the basic information needed for government and company required tax processing

Tables maintained by PeopleSoft through tax updates

-       Federal/State Tax Table

-       Local Tax Table

-       State Reciprocity Table

-       Local Reciprocity Table

-       Taxable Gross Definition Table

-       SWT Marital Status Table

Tables maintained by Fleet

-       Tax Location Table

-       Company Local Tax Table

-       Company State Tax Table

-       Tax Reporting Parameters Table

Maintain Payroll Data

The Maintain Payroll Data menu with PeopleSoft Payroll contains the pages that you use to maintain payroll-specific data, such as tax information, additional pay, general deductions, savings bonds, direct deposit, and garnishments information.  This information within PeopleSoft HRMS works in conjunction with the HR Administer Workforce and Benefits pages to utilize reference employee data for the payroll calculation.  Due to the close integration of PeopleSoft HR and Payroll modules - data entry is generally performed by a consolidated HR/Payroll key entry organization.

1)   Employee level Payroll Data
Navigation Path: Go, Compensate Employees, Maintain Payroll Data

-       Federal Tax Data Table

-       State Tax Data Table

-       Local Tax Data Table

-       Deductions Table

-       Additional Pay Table

-       Direct Deposit Table

-       Garnishment Specification Data Table

-       Savings Bonds Specification Table

PeopleSoft Payroll Processes

PeopleSoft processes and creates paychecks using the configuration and employee level payroll data discussed in the previous two sections.  Processing is performed iteratively in order to minimize errors in final check production.  Processing is performed using a three step process – 1) Create Paysheets, 2) Run Pay Calculation 3) Run Pay Confirmation.  An overview of each step of the process is contained below.

 1)   Create Paysheet

Navigation Path: Go, Compensate Employees, Manage Payroll Process

PeopleSoft Payroll generates Paysheets through an on-demand process.  This process selects the employee level information for each employee contained within the system – then generates a paysheet for that pay period based on the available information.  The paysheet can then be used to enter one-time hours, earnings, taxes, or deductions that will be needed on a one-time basis.

When the paysheet process is executed, PeopleSoft payroll performs the following tasks:

-       Initializes input for salary or hourly rates, hours, additional earnings, tax methods, and accounting information.

-       Provides a data entry point for hours, additional earnings, one-time deductions, one-time garnishments, one-time taxes, and overrides to previously established employee-level data, such as the department to which an earnings should be charged.

-       Allows earnings and hours to be divided among two or more departments, accounts, locations, and so forth.

-       Works with the Pay Calendar and Holiday Schedule to automatically set up the holiday earnings code and hours for any pay period that contains a holiday, using the holiday earnings code you establish on the Pay Group Table.

-       Establishes prorations for employees who work for only part of a pay period or have a data change (such as a pay increase or department change).

-       Creates multiple lines for employees who work at multiple jobs during a pay period (providing you are using the multiple job feature and have multiple jobs—employment record numbers—established for your employees).

-       Provides for the printing of turn-around or data entry documents, which you can distribute to department managers or supervisors.

-       Automatically approves paysheet data as specified by the Confirmation Required flag on the Pay Group Table.

Once you’re satisfied with the data on paysheet, each paysheet is approved (marked ‘OK to Pay’) and you’re ready to run the Pay Calculation Process.

2)   Pay Calculation

Navigation Path: Go, Compensate Employees, Manage Payroll Process

Pay Calculation (CALCPAY) processes all the information you’ve set up on the PeopleSoft HRMS and PeopleSoft Payroll tables and at the employee level—combined with the additional information provided on paysheets—to perform gross to net processing and calculate payroll.

The Pay Calculation Process is run iteratively.  After each calculation is run, paychecks and messages can be reviewed.  Changes can be made to individual paylines and paysheets to resolve issues. An overview of the final paycheck by employee can be viewed within PeopleSoft Payroll.  When you are satisfied with the results of your preliminary Pay Calculation runs and you have corrected all errors, you are ready to run the final Pay Calculation and proceed to Pay Confirmation.

Pay Confirmation

Navigation Path: Go, Compensate Employees, Manage Payroll Process

Pay Confirmation is the final step in the payroll process.  During the Pay Confirmation process, the system updates balances and assigns check numbers and advices.  Once you have confirmed payroll, you can generate direct deposit, general ledger interfaces, payroll reports, and print checks.

Some additional PeopleSoft Processes that are delivered with PeopleSoft Payroll include Final Check Processing and Retroactive Pay.

PeopleSoft Payroll Reporting

PeopleSoft delivers various delivered reports to handle reporting requirements in the following areas: Direct Deposit, General Payroll and Tax.  In addition, PeopleSoft delivers the following tools for additional reporting options:

-       PeopleSoft Query

-       Crystal Reports

-       PS/nVision

-       SQRs 

PeopleSoft HRMS, Benefit, Position Management and North American Payroll Tables

PeopleSoft North Americal Payroll Pay Process