The Employee Pay Calculation Review function is available in the Payroll > Employee Pay Calculation Management Menu group. It can generate a list of Employee HR Catch Up amounts and allow you to export this data into a spreadsheet that can be used as a Timecard Override Load file. The Override File can then be loaded directly into Coins ERP+ after cheques are on file in the regular period. Users cannot enter the number of periods; the Catch Up (or period end dates for Catch Up) are calculated by the system.
Selection Screen
The selection screen (see Employee Pay Calculation Review Selection Screen) appears when you select the Employee Pay Calculation Review function under the Employee Pay Calculation Management Menu.
Employee Pay Calculation Review Selection Screen
Pay Frequency
Use this field to select pay frequencies in use for the company. The process can be run for only one pay frequency at a time.
Starting/Ending Period End Date
Enter the period end dates to use for calculating the Catch Up (or Period End Date for Catch Up). This range can span payroll years.
The End Date interval for periods determines which payroll periods should be processed. All periods with a Period End Date should be included in the date range regardless of the payroll year associated with the periods.
The Starting Period End Date must be the first Period End Date of the year being processed.
If there are no unposted periods, use January 1st of this year for the Starting Date and today's date for the Ending Date.
Number of Periods to Compute Total
This is a read only field based on the entered Pay Frequency and Period End Date range.
Pay Calculation Type
Use the drop down list to select a Pay Calculation Type entered in Pay Calculation Type Maintenance, such as, Medical, Dental, Vision, STD, etc. This defines the Pay Calculation lists that default in for the various Pay Calculation entries. Only non-dormant Pay Calculation Types with a non-zero Sequence Number and non-blank Deductions list are included in the drop down list.
Per Period Primary Pay Calc
The Pay Calculation Type selected above determines the Per Period Primary Pay Calc value that defaults into this field.
Prepay Pay Calc
The Pay Calculation Type selected above determines the Prepay Pay Calc value that defaults into this field.
Catch Up Pay Calc
Direct Pay Calc
Waivers Pay Calc
Write Offs Pay Calc
Misc Adjustments Pay Calc
The Pay Calculation Type selected above determines the Pay Calc values that default into these fields.
Include
Indicate which employees should be included:
Active Employees with Pay Calc History
Includes all non-terminated employees with a non-zero current per period primary pay calculation amount or payroll calculation history in the entered date range.All Employees with Pay Calc History
Includes all terminated and non-terminated employees with a non-zero current per period primary pay calculation amount or payroll calculation history in the entered date range.Employees with Difference Only
Includes all terminated and non-terminated employees with a non-zero current per period primary pay calculation amount or payroll calculation history in the entered date range if they have an over/under deduction amount left from the prior year that is non-zero (such as a non-zero Amount in Arrears).
Employee Pay Calculation Review Process
Using the Next action on the Employee Pay Calculation Review screen produces a browse of employee pay calculation information based on the chosen selection criteria, as shown in Employee Pay Calculation Review Browse. You cannot update any of the information on this browse screen. The Amount in Arrears field indicates the amount to Catch Up.
Employee Pay Calculation Review Browse
The columns are as follows:
Last Pay Period Calculated – The last calculated period end date in range that the employee was paid.
Last Pay Period Number - The last pay period number in range that the employee was paid.
Current Per Period Primary Pay Calc Amt – The Flat Amount value entered for the Per Period Primary Pay Calculation. This is the most current effective dated non-dormant pay calculation flat amount. The deduction is taken into account only if the flat amount is non-zero and at least one of the Monthly Calculation Periods Applicable flags is ticked. If multiple pay calculations are entered in the Per Period Primary Pay Calculation, it should be the total sum of the flat amounts of all deductions in the Per Period Primary Pay Calculation list.
Projected Deduction Amount Due – The value assumed to have been deducted if the employee received a cheque in every pay period in the Date Range entered on the selection screen.
Per Period Primary Total – The total of all pay calculations listed on the selection screen for Per Period Primary Pay Calculation for the period end range.
Catch Up Amt – The total of the pay calculation entered on the selection screen for Catch Up Pay Calcs for the period end range.
Direct Payment, Prepay, Waivers, Write Offs, Misc Adj Amts – The total of all pay calculations listed on the selection screen for Direct Payment, Prepay, Waivers, Write Offs, and Misc Adjustments Pay Calcs for the period end range.
Amount in Arrears – The initial value for this is calculated as follows:
Amount in Arrears = Projected Deduction Amount Due - (Per Period Primary Total + Catch Up Amount + Direct Payment/Prepay/Waivers/Write Offs/Misc Adjustment Amounts)
Projected Deduction Amount Due
The Projected Deduction Amount Due is generally calculated as follows:
Projected Deduction Amount Due = Number of Periods * Current Per Period Primary Pay Calc Amt
When this amount is calculated, two additional items are taken into account:
The Effective Date changes for the Primary Pay Calculation.
Whether the employee had any over/under amount left from the prior year.
Override Export
The standard Export button on the browse screen can be used to create an Override file, as shown in Override File Example (exported with 4 Standard Export Button). The exported file has two groups of fields:
First Group - These are the same fields found on the Employee Pay Calculation Review Process browse screen.
Second Group - This group includes the following fields:
kno - This is the Employee Number. It must be the first column.
kcheck - This is 1 and must be the second column.
ktran - This is zero to apply for all payroll cheque transactions.
pto_rtype - This is the Pay Calc.
pac_code - This is the pay calculation entered in the Catch Up Pay Calc.
dfb - This equals:
“D” if the pay calculation in the pac_code field is a Deduction.
“F” if the pay calculation in the pac_code field is a Fringe Included in Pay.
“B” if the pay calculation in the pac_code field is a Fringe Not Included in Pay, or Memo Calculation.
d_amount, f_amount, and b_amount - These are the amounts to apply to the Pay Calc override for the cheque. The Amount in Arrears is the default for one of these fields regarding the Pay Calculation Type as entered in the pac_code field. The two other fields should be zero. You can manually change these values.
Override File Example (exported with 4 Standard Export Button)
Create Override File Process
The green Create Override File button in the right bottom corner of the Employee Pay Calculation Review browse can be used to create a spreadsheet of all columns from the browse and additional columns to be used to load timecard overrides. The result is basically the same as using the standard Export button, except that it also generates a report.
When you select the Create Override File button, a selection screen is displayed, as shown in Override File Selection Screen. Once you fill in the selection screen and click Next, a report is generated, as shown in Override File Report. A spreadsheet is also generated, as shown in Exported Override File Spreadsheet.
Override File Selection Screen
Override File Report
Exported Override File Spreadsheet
