Setting up employee pay assignments

Shortcut/mask: HRPYPA

Use the Employee Pay Assignments (HRPYPA) window to set up Human Resources (HR) employee pay assignments that are to be transferred to Payroll. Specifically, you use this window to assign a position and salary to an employee with more complex salary calculations.

The Pay Assignments window contains the following tabs:

• Pay Assignments
• Wages
• Contract
• Miscellaneous
• Additional Pay

Complete the following steps to set up or change pay assignment information:

1. Open the window by typing HRPYPA in the Search field and pressing Enter.

2. This window opens in search mode so you can use the following selection criteria fields in the window header to locate an entity (employee) record. Typically, only a few of these fields are needed to locate a record:

   • Entity: The employee's entity number from the Employee Master Record (HREMEN).
   • Type: The employee's type from the Employee Master record.
   • Employee ID: The employee's ID from the Employee Master record.
   • Bargaining Unit: The employee's bargaining unit code.
   • Name: The employee's name from the Employee Master record.
   • HR Status: The employee's HR status from the Employee Master record.
   • SSN: The employee's Social Security number from the Employee Master record.
   • PY: The employee's Payroll status from the Employee Master record. 
3. After completing the selection criteria fields in the window header, select Apply Search to generate a list of results.
4. Select an employee record to update from the list of results.

5. Use the Pay Assignments tab to update an existing record, or to add a new pay assignment for an employee. Select Add (+) and complete the following fields to create a new pay assignment:

   • Rec Type: Select the record type for the pay line that is created in Payroll. You can use the Search field to locate a record type. All employees must have at least a "PM" (Primary Assignment). 
   • Fiscal Year: The fiscal year of the assignment. When creating a new pay assignment, this field defaults to the fiscal year defined in HR System Set Up (HRRQSS) for the entity. You can override the default.
   • Contract Number: Displays the user-defined combination of pay string parts that constitute a contract number.
   • Position Control #: Enter the position control number associated with the entry, or select the Lookup to search for one. 
   • POS: Enter the position number that describes the employee assignment, or select the Lookup to search for one. 
   • Pay Class: Select the pay class used by Payroll to perform hours and benefit distribution. 
   • Pay Begin: Enter or select the date that the assignment begins. 
   • Pay End: Enter or select the date that the assignment ends.
   • Work Begin: Enter or select the date that work begins for this pay assignment.
   • Work End: Enter or select the date that work ends for this pay assignment.
   • Payoff Begin: Enter or select the date that the payoff begins for the pay assignment.
   • Payoff End: Enter or select the date that the payoff ends for the pay assignment.
   • Assign Stat: Select the status for the assignment.

   • Reason: Select the reason the assignment is being made. If you enter 00, a manually entered description is required in the reason description field that follows. 

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6. The Wages and complete the following fields:

   • Position Details panel:
   • Pro-rate Salary: Select this check box to prorate the salary for this employee.
   • Position FTE: Enter the employee's position full-time equivalencies that can be applied to the wage amounts.
   • Total FTE: Enter the employee's total full-time equivalencies that can be applied to wage amounts.
   • PCN Effort: Displays the amount of effort assigned to this position.
   • APU: Indicate the calculation of the allocated person units. This is system-derived or manually entered depending on the entry in APU code on the PCN/Position Definitions window.
   • APU2: Indicate the calculation of the allocated person units. This is system-derived or manually entered depending on the entry in APU code on the PCN/Position Definitions window.
   • Payroll Spreading: Displays a portion of the payroll balance that has been set aside to be paid out over a specific time.
   • Budget Override: Indicate whether the budget is being overridden using the distribution worksheet.
   • Schedule Details panel:
   • Calendar: Enter the employee's primary calendar. Each employee is associated with a calendar. If multiple positions are assigned to an employee, he or she may have multiple calendars. 
   • Period Type: Select the period type of the pay schedule for the pay assignment.
   • Base Hours/Day: The base hours per day defaults from the PCN table.
   • Actual Hours/Day: The actual hours per day for this assignment defaults from the PCN table.
   • Base Days/Week: This field defaults from the PCN table, but you can enter the base days per week for this assignment to override the default.
   • Actual Days/Week: This field defaults from the PCN table, but you can enter the actual days per week for this assignment to override the default.
   • Base Hours/Week: The base hours per week defaults from the PCN table.
   • Base Days/Year: The base days per year defaults from the PCN table.
   • Actual Hours/Week: This field defaults from the PCN table, but you can enter the actual days per week for this assignment to override the default.
   • Actual Days/Year: The actual days per year for this assignment is derived from the Payroll calendar based on the calendar and calculation dates from the pay assignment.
   • Base Periods: The number of periods for this assignment defaults from the PCN table.
   • Actual Periods: The actual number of periods for this assignment defaults from the PCN table.
   • Override Hours/Days/Periods: Select this check box to allow the base or actual hours, days, or periods to be overridden.
   • FY Days: Displays the number of days to be worked in a fiscal year.
   • Wage Details panel:
   • Salary Index: Enter the salary index to use when calculating employee pay, or select the Lookup to search it. This index enables the system to determine the employee's base and actual pay.
   • Payroll Rate: Select the Payroll rate value used for this assignment (D for daily or H for hourly).
   • Ratio Factor: Select the employee salary multiplier used to obtain an accurate salary.
   • Calculation: Select a code to determine how the pay is calculated.
   • Override Salary: Select a code to override the calculated actual salary figures.
   • Re-Calc: Select which actual salary field is to be manually modified. This field is not available unless an override is selected.
   • Base Annual: Indicates the base annual salary amount (daily rate multiplied by the default days per year). This is system-derived.
   • Base Per Period: Indicates base period salary amount (base annual rate divided by the default periods). This is system-derived.
   • Base Daily: Indicates the base daily salary amount (base number of days multiplied by the number of hours). This is system-derived.
   • Base Hourly: Indicates the base hourly salary amount (daily rate divided by the default hours per day). This is system-derived.
   • Annual: Indicate the actual annual salary amount (base daily rate x actual days per year x PCN FTE). Where PCN FTE is the position full-time equivalencies.
   • Actual Per Period: Indicate the actual per period salary amount (base per period rate * PCN FTE). Where PCN FTE is the position control full-time equivalencies.
   • Actual Daily: Indicate the actual daily salary amount (base number of days x number of hours).
   • Actual Hourly: Indicate the actual hourly amount (base daily rate divided by the actual number of hours per day).
   • Additive Annual: Indicates any additional amount added to the annual salary. This is system-derived.
   • Additive Per Period: Indicates any additional amount added to the salary per period. This is system-derived.
   • Additive Daily: Indicates any additional amount added to the daily rate. This is system-derived.
   • Additive Hourly: Indicates any additional amount added to the hourly rate. This is system-derived.
   • Total Annual: Indicates the total annual salary amount (base daily rate x actual days per year x PCN FTE). This is system-derived.
   • Total Per Period: Indicates the total salary amount per period (base annual rate divided by the number of default periods). This is system-derived.
   • Total Daily: Indicates the total daily salary amount (total number of days x total hours). This is system-derived.
   • Total Hourly: Indicates the total hourly salary amount (daily rate divided by the default hours per day with the additional hourly amount added). This is system-derived.
   • Distribution Worksheet panel:
   • Add Account: Select this button to add an account for distribution.
   • Import Default Budget: Select this button to import a default budget for distribution.
   • View Budget: Select this button to view a budget.
   • Status Information panel:
   • Approval: Select when to update the CDH information in Payroll with the information on this tab. Possible selections include: WAIT (not ready), SEND (ready to send), NXFY (next fiscal year), etc.
   • Payroll Status: Status of this deduction. If you select DEDU in the CDH field, you must enter a status. You define status codes in the HR non-entity specific codes table (HRTBHR), code ID CONT/DEDUC_STAT.
   • Action: Select an action code to indicate the purpose for modifying this record.

   • Frequency: How often the deduction is made, such as "Always" or "First Check." You define status codes in the HR Non-entity Specific Codes table (HRTBHR), code ID FREQ/PY_TYPE.

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7. Select the Contract tab and complete the following fields:
   1. Contract Details panel:
   2. Contract ID: Displays the contract ID for the contract. This field is system-derived but can be overridden.
   3. Contract Begin: Displays the earliest effective begin date of the pay assignments belonging to the contract
   4. Contract End: Displays the effective end date of the pay assignments belonging to the contract. 
   5. Contract Index: Displays the contract index that is used to establish the amount of the contract. This field is system-derived, but it can be overridden.
   6. TCV: Displays the total contract value, which includes the sum of all earnings on the contract.
   7. TCV Override: Displays the total contract value. This is system-derived, but may be overridden.
   8. Pay Period Override: Displays the per period value, but may be overridden.
   9. Total Contract panel:
   10. Spread Balance: Displays a portion of the escrow balance that has been set aside to be paid out over a specific time. 
   11. Pay Code: Displays the spread pay code to pay out the spread balance. 
   12. Retro Balance: Displays an amount that can be set to allow retro pay to be paid over time.
   13. Total Earnings: Displays the total earning defined as the escrow (in value).
   14. Total Pay: Displays the total payments defined as the escrow (out value).
   15. Escrow Balance: Displays the total earnings minus the total pay. 
   16. Earnings panel: 
   17. Regular Hours: Displays the total earning hours, dollars, earning periods, paid dollars, and periods. 
   18. Regular $$$: Displays the total retro earning hours, dollars, and paid dollars. 
   19. Regular Periods: The number of periods for this assignment defaults from the PCN table.
   20. Retro $$$: Displays the total pending retro earning hours, dollars, periods, and payments.
   21. Pending Retro Per: Displays the pending retro periods.
   22. Pending Retro Hours: Displays the pending retro hours.
   23. Remaining Periods: Displays the remaining periods.
   24. Remaining Hours: Displays the remaining hours.
   25. Total $$$: Displays the total payment.
   26. LWOP Hours: Displays the total leave without pay hours.
   27. LWOP $$$: Displays the total leave without pay earned.
   28. Payments panel:
   29. Regular $$$: Displays the total regular payment.
   30. Regular Periods: Displays the total regular periods.
   31. Retro $$$: Displays the total retro pay.
   32. Remaining Periods: Displays the remaining periods.
   33. Pending Retro $$$: Displays the remaining retro pay.
   34. Total Periods: Displays the total pay periods.
   35. Remaining $$$: Displays the remaining pay.
   36. Total $$$: Displays the total payment.
   37. Status Information panel:
   38. Approval: Select when to update the CDH information in Payroll with the information on this tab. Possible selections include: WAIT (not ready), SEND (ready to send), NXFY (next fiscal year), etc.
   39. Payroll Status: Displays the status of this deduction. If you select DEDU in the CDH field, you must enter a status. You define status codes in the HR non-entity specific codes table (HRTBHR) with a code ID of CONT/DEDUC_STAT.
   40. Action: Select an action code to indicate the purpose for modifying this record.

   41. Frequency: How often the deduction is made, such as "Always" or "First Check." You define status codes in the HR Non-entity Specific Codes table (HRTBHR), code ID FREQ/PY_TYPE.

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8. Select the Miscellaneous tab and complete the following fields:

   1. Special Values panel:
   2. Bargaining Unit: Select the bargaining unit code.
   3. As of Date: This field defaults to today's date. This field is used for reference purposes when determining whether a record is new or if existing information needs to be brought to the window for modification.
   4. Department: Select the department code.
   5. Division: Select the division code.
   6. Daily Calc: Select the daily calculation code. Possible options include: D (percent of days/prorate daily), H (percent of hours/don't prorate daily), P (prorate days calculation), or blank (not selected).
   7. Patch Type: Select the patch type code. Possible options include: D (patch specified dollars per day), F (use calculated effort to prorate schedule), H (use calculated hours/day to prorate schedule), N (not applicable/do not patch), P (Use calendar percent to prorate schedule, or blank (not selected).
   8. Contract Start: Select the date this contract begins.
   9. Contract Stop: Select the date this contract ends.
   10. Position Anniv: Select the anniversary date for this position.
   11. Payout Type: Select the pay out type of the escrow balance that is to be paid. This field is intended to be used by Payroll calculation codes set up for contract accumulators.
   12. Retro Type: Select the pay out type of the retroactive pay that is to be paid. This field is intended to be used by Payroll calculation codes set up for contract accumulators.
   13. Retro Begin: Select the date the retroactive pay process will begin calculating. The retro date is used by the contract retro process to determine retro earnings and retro pay eligible for the employee.
   14. Cont Vect 1-3: Used for Payroll vectoring. All three fields are used in conjunction to direct the Payroll system to post or not to post a contribution to the pay assignment. 
   15. Ded Vect 1-3: Used for Payroll vectoring. All three fields are used in conjunction to direct the Payroll system to post or not to post a deduction to the pay assignment.
   16. Hours Vect 1-3: Used for Payroll vectoring. All three fields are used in conjunction to direct the Payroll system to post or not to post a hours to the pay assignment.
   17. Special Information panel:
   18. Spec Code 1-5: Enter the special codes used to track the contract ID used in the calculation of contract pay, contract earned, and the resulting escrow balance. It can be used for any purpose.
   19. Misc Code 1-5: Enter the user-defined miscellaneous codes.
   20. Misc Value 1-5: Enter the user-defined miscellaneous values.
   21. Comments: Enter descriptive information about these codes and values.
   22. Status Information panel:
   23. Approval: Select when to update the CDH information in Payroll with the information on this tab. Possible selections include: WAIT (not ready), SEND (ready to send), NXFY (next fiscal year), etc.
   24. Payroll Status: Status of this deduction. If you select DEDU in the CDH field, you must enter a status. You define status codes in the HR non-entity specific codes table (HRTBHR), code ID CONT/DEDUC_STAT.
   25. Action: Select an action code to indicate the purpose for modifying this record.

   26. Frequency: Designate how often the deduction is made, such as "Always" or "First Check." You define status codes in the HR Non-entity Specific Codes table (HRTBHR), code ID FREQ/PY_TYPE.

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9. Select the Additional Pay tab and complete the following fields:

   9. Assignment panel:
   10. As of Date: This field defaults to today's date. It is used for reference purposes when determining whether a record is new or if existing information needs to be brought to the window for modification.
   11. Fiscal Year: The fiscal year of the assignment. When creating a new pay assignment, this field defaults to the fiscal year defined in HR System Set Up (HRRQSS) for the entity. You can override the default.
   12. Effective Begin: Select the date this assignment begins.
   13. Effective End: Select the date this assignment ends.
   14. Contribution: Select an additional Pay CDH for this assignment.
   15. Record Type: Select the record type for the pay line that is created in Payroll. You can use the Search function to locate a record type. All employees must have at least a "PM" (Primary Assignment). 
   16. PCN: Displays the PCN associated with this assignment.
   17. Position: Displays the position associated with this assignment.
   18. Use Pay Calculation: Select this check box to use pay calculation for this assignment.
   19. Add to Pay Assignment: Select this check box to add to the pay assignment.
   20. Vendor: Select the vendor associated with this assignment.
   21. Details panel:
   22. Override Defaults: Select this check box to override defaults for this assignment.
   23. Prorate by Position FTE: Select this check box to prorate by position FTE for this assignment.
   24. Priority: Set the priority for the additional pay for this assignment.
   25. Amount: Type the amount of additional pay for this assignment.
   26. Axp: How the amount of additional pay is expressed.
   27. Calc % Hrly/Ann: Selected the calculation type for this assignment (A for annual or H for hourly).
   28. Salary Index: Type the salary index for this assignment or select the Lookup to search for it.
   29. Add to POS or ID: Select an "add to" code: AP (add to personal/all positions), PM (add to primary assignment), PP (by specific PCN number).
   30. Status: Select a status code for this assignment: A (active), I (inactive), or O (override).
   31. Frequency: Select a frequency code for the additional pay for this assignment: A (always), A1 (first check), A2 (second check), Q (quarterly).
   32. Accumulator Information panel:
   33. Accumulator Year: The year of the additional pay accumulator defaults to the current year, but may be overridden.
   34. Calendar To Date: Displays the calendar to date amount for this accumulator.
   35. Fiscal To Date: Displays the fiscal year to date amount for this accumulator.
   36. Period To Date: Displays the period to date amount for this accumulator.
   37. Status Information panel:
   38. Approval: Select when to update the CDH information in Payroll with the information on this tab. Possible selections include: WAIT (not ready), SEND (ready to send), NXFY (next fiscal year), etc.
   39. Action: Select an action code to indicate the purpose for modifying this record.

   40. Notes: Type any notes about this additional pay assignment in this text field.

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10. Select Save Changes when your entries are complete.

    Result: You have set up Human Resources (HR) employee pay assignments to prepare for the information transfer to the Payroll subsystem.

Related Topics: 

• Assigning benefits to an employee (HRPYBE)
• Setting up the pay related contributions record (HRPYPC)