Reviewing Human Resources employee records

Shortcut/mask: HRUTEA

The Audit window holds snap-shots of your EMPPAY records generated by Option 9 of the Contract Utility. The window is almost identical to HRPYPA (EMPPAY). The window is read-only and you can't make any changes on this window.

Complete the following steps to review employee records:

Open the window by typing HRUTDP in the Search field and pressing Enter.
The window opens in search mode so you can use the selection criteria fields and select Apply Search to locate an employee record.
Review the following fields:

Entity: The entity ID to identify security clearance. You create entity codes in the HR Entity Codes (HRRQEN) window.
Type: The type value is derived based on the employee ID.
Employee ID -The employee's identification number. All employee IDs, regardless of entity ID, must be unique in HR and Payroll. You create employee IDs in the Employee Master (HREMEN) window.
HR Status: The HR status value is derived based on the employee ID.
Name: The name is derived based on the employee ID.
Payroll Status: The PY status value is derived based on the employee ID.
SSN: The employee's Social Security Number.
Field Selector: Select the Field Selector drop down and check the boxes associated with the fields to show on the lower section of the window. As the display is based upon your selections in this field, the display may vary from the list below.
Action: Select the action or purpose for entering or modifying a record. The action values are defined in the HR Non-Entity Specific Codes (HRTBHR) window. Code ID is defined in the format ACTION_CODE.
As of Dt: By default, the current date displays in this field. The entries display will have begin and end dates surrounding the “as of date”.
Rec Tp: Indicates an alias for the pay line that is created in Payroll. All employees must have at least a “PM”-Primary Pay Line. If a pay line is labeled with a “PM”, it is as important as R0, S0, T0, and so on. If Human Resources finds another record for the employee with the same entity, record type and “as of date”, it displays fields with information from that record. The new pay begin date will be one day after the old record pay end date. You can manually adjust the date to reflect the new assignment and other miscellaneous changes as well. Record types are created in the HR Non-Entity Specific Codes (HRTBHR) window in the RECORD_TYPE_CODE format.
Reason: Indicates a reason code. Reason codes are created in the Entity Specific HR Codes (HRTBCE), Entity Specific Codes tab, in the format REASON_CD.
Assign St: Indicates the type and reason for the assignment. The assignment status values are defined in the HR Non-Entity Specific Codes (HRTBHR) window in the format ASSIGNMENT_STAT.
Pay Class: The pay class is used by Payroll to perform hours and benefit patching and distribution. Pay classes are defined in the Payroll Pay Class Definitions (PYUPPY) window.
PCN: The position control number is the number used throughout the system for position control checking.
Pos: Indicates the position number associated with the selected PCN. Position numbers are created in the PCN/Position Based Definitions (HRTBPC) window.
FY: The fiscal year for the assignment. Defaults to the fiscal year set up on HRRQSS.
Pay Dts: Indicates the pay begin and end dates. You use this field to find the number of periods to pay. The pay dates field is associated to the pay line (PYUPEP), which is sent over to Payroll. These dates must be run within the fiscal year specified on the entry.
Calc Dts: You use calculation dates to find the actual dates in association with the selected calendar.
St: The pay assignment status is used for payroll processing purposes and indicates the status of the assignment. The assignment status values are defined in the HR Non-Entity Specific Codes (HRTBHR) window in the format CONT/DEDUC_STAT.
Fq: Indicates the frequency or type of Payroll for the pay line. Enter A if the field will not be used. The frequency values are defined in the HR Non-Entity Specific Codes (HRTBHR) window in the format FREQ/PY_TYPE.
Bx: Indicates the applicable box number, if frequency match codes are used in Payroll.

Complete the following fields in the Wages tab:

Calendar: Indicates the employee’s primary calendar. Each employee is associated with a calendar. If multiple positions are assigned to an employee, the employee may have different calendars. Calendars are defined in the Payroll Calendar Definitions (PYUPCA) window.
Period Tp: Indicates the default period type code. This identifies how the employee is paid (M=Monthly, B=Bi-Weekly, S=Semi-Monthly).
Paid Dts: These optional dates are used primarily with contracts to show the effective dates of the salary. This is useful when a contract stops and the spread balance needs to be paid over the remaining part of the contract.
FY Days: Indicates the fiscal year days to be worked. This is a system generated field. If the Hours Pro-Rate value is "D", then the FY Days will contain the Actual Days/Year multiplied by the PCN FTE. Otherwise the FY Days value will contain the Actual Days/Year value.
Bargaining Unit: Indicates the primary bargaining unit. The primary bargaining units are created in the HR Entity Specific Codes (HRTBCE) window, Bargaining Unit Codes tab.
PCN Dts: Indicates the first date the employee held the PCN.
Department: Indicates a department. The departments are created in the HR Entity Specific Codes (HRTBCE) window, Entity Specific Codes tab, in the format DEPARTMENT_CODE.
Cont Dts: The Contract Begin and End dates for the new pay assignment. If this date is left blank, then the Contract Begin Date on the current assignment(s) will be used for the new assignments.
Division: Indicates a division. The departments are created in the HR Entity Specific Codes (HRTBCE) window, Entity Specific Codes tab, in the format DIVISION_CODE.
Ovrd Hours/Days/Perds: Indicates if the system derived values for any of the Default and/or Actual Hours, Days, Periods are overridden.
Hours/Day - (Actual/Default)
Days/Week - (Actual/Default)
Hours/Week - (Actual/Default)
Days/Year - (Actual/Default)
Periods - (Actual/Default)
Approval: The approval code. When the approval code is set to "SEND", the position/PCN information will transfer to payroll. Validates to HRTBCE, Entity Specific Codes tab, Code ID: APPROVAL_CODE.
PY St: The payroll send status flag is system derived. Codes are WAITAP (waiting approval), WAITPY (waiting to be sent to payroll/approved), and SENTPY (successfully sent to payroll).
User ID: System derived.
Updated: System derived.
Run By: This is the name of the user who ran Option 9 of the Contract Utility.
Run On: This is the date/time stamp of when Option 9 of the Contract Utility was run by this user.
Run Index: This is a unique identifier for this particular run of Option 9 of the Contract Utility. This identifier comes from the Contract Utility window. This unique identifier will give you the ability to link the run record held in the Contract Utility window with all of the records that were actually extracted by that run. This way, you can see what selection criteria was used to extract these records.

Complete the following fields in the Salary tab:

Calc Option: Indicates how the pay is to be calculated. Validates to Static Codes.
Pro-Rate Salary: Indicates whether to pro-rate the salary by PCN FTE. If the field is check marked, HRPYPA will pro-rate the salary. If the field is blank, a PCN FTE will be assumed by the system and thus the salary amounts will not be pro-rated by the PCN FTE.
PCN FTE: Indicates the PCN/Position FTE value. By default, the actual amounts (daily, period, annual) are prorated by the PCN FTE.
Total FTE: Derived value, from HREMEN, representing the employee’s total FTE for all PCN and Position assignments. For the system to function correctly, it must have the total FTE value before entering in position assignments on HRPYPA. It is also needed to calculate the effort.
PCN Effort: Derived value. The field represents the amount of effort being put forth toward a position. If an employee is 1.00000 total FTE and they work one position, then all of their effort is going to that one position; therefore, a value of 1.00000 should be found in the PCN FTE field and the effort field. Likewise, if an employee is a part time person at .50000 total FTE and they work one position, then all of their effort is going to that one position; therefore, a value of 1.00000 should be found in the effort field. If an employee is .75 total FTE, and works two positions, then their effort would be .50000 on each position assignment.
Reg Rate: The value to be sent to payroll and used as the Regular Rate. It may be a Daily (“D”) or an Hourly (“H”) rate. Validates to Static Codes.
Index Key: The salary index is key in calculating employee pay and provides the link back to HRTBSL. It enables the system to determine the employee’s base and actual pay. Valid HRTBSL index values are those that encompass the pay begin and end dates on the record. If a default salary index exists on HRTBPC, it will default into the field. It may be overridden. Validates to HRTBSL.
APU: The calculation of Allocated Person Units is system derived or manually entered depending on the entry in APU Code on HRTBPC. If a value is manually entered and, according to the coding on HRTBPC, manual entry is not allowed, a warning will be displayed and the value will reset to its original value (when the window was first displayed in “Browse”) or will calculate after leaving the Index Key field.
APU 2: Same as APU.
Ratio Factor: The ratio factor indicates what the employee salary should be multiplied by to obtain an accurate value. If no ratio factor is used, enter 1 and ensure that a “1.00000” is displayed in the Ratio Percentage field; otherwise, enter the appropriate value from the drop down list. Values one through four are derived from HRTBPC. Validates to Static Codes with a business rule dynamically populating the values from HRTBPC.
Override Salary: To override the calculated actual salary figures, enter the appropriate override code. Anything other than “N” will be considered an override code and a value must be entered into one of the actual amount fields. Use “Re-Calc” to calculate the other fields. Validates to Static Codes.
Re-Calc: Indicates which actual salary field is to be manually modified. The field, used in conjunction with the salary override field, will disable the feature that obtains the salary from the salary table. After the indicated field has been modified, the other actual salary fields will be modified by the system. The actual days/hours/periods will be used, in conjunction with HRRQSS setup, in the salary calculation. Validates to Static Codes.
Annual - (Base/actual)
Per Period - (Base/actual)
Daily - (Base/actual)
Hourly - (Base/actual)
Budget Override: System derived. Indicates if the budget is being overridden.
Total: System derived. Indicates the total distribution percentage for the assignment and must equal 100 percent.
Remaining: System derived. Indicates the total percentage remaining.

Complete the following fields in the Misc tab:

Special Cds: The special code is normally the field used by K12 clients to track the Contract ID which is used in the calculation of contract pay, contract earned and the resulting escrow balance.
Misc Cds: Miscellaneous codes are client defined values. The attribute is defined as an integer. Payroll common codes may be modified to interpret the data differently.
Misc Values: Represents miscellaneous values which are not sent to payroll.
POS Anniversary: Indicates the PCN/Position anniversary date.
Notes: Represents associated notes.

Complete the following fields in the Special tab:
Patch Tp: The Patch code is used by the Patch by Pay Line process to include or exclude employees from the process. Defaults can be set up on HRRQSS.
Retro Tp: Indicates how retro dollars are to be paid out. The codes are client-defined and must have PY calc codes that interpret the codes. Example codes: P1 – pay retro dollars in one lump sum, P2 – spread retro dollars across remaining contract. Validates to HRTBHR, Code ID: RETROTYPE.
Special Function: The special function code is client defined and can be used for any purpose. Validates to HRTBCE, Entity Specific Codes tab,
Code ID: SP_FUNCTION. To default the calendar, bargaining unit, department, and division from HREMEN, enter DFLTALL in this field. To default in from only the items that are currently blank put in DFLTBLANK.
Auxiliary Salary: The Auxiliary Salary field is an integer that may be used to store an auxiliary salary amount or any miscellaneous amount and is referenced by PYPX.AUXSAL.
Payout Tp: The pay out type signifies how the escrow balance and/or retroactive pay is to be paid out in payroll (e.g. a lump sum or spread over remaining periods, etc.). It is intended to be used by payroll calculation codes set up for contract accumulators. Updates pyp_pay_dt.pyp_payout_tp. Validates to HRCODE, Code ID: PAYOUT_TYPE.
Retro Begin: Indicates the date in the past at which point 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.
Payroll Open: Indicates additional information for use in payroll.
Lmt: Indicates the maximum budgeted amount for the pay strings. Payments will stop whenever the budgeted amount is exhausted for the time span specified by the Lxp field. The field stores the amount as a decimal 10,3 (3 decimal places)
Lxp: Indicates how the limit amount will be expressed in payroll, if applicable. The list of codes resides within the system and may not be modified. These codes are based on acceptable codes in payroll. Validates to Static Codes.
Retro Factor: This field is used to modify prior pay assignments that match by contract. For instance, to give a 10% increase to an employee, then enter 1.10000 in the field. The system would then take the old rate and multiply it by the retro factor value to give the increase (e.g. the 10%).
Spread Info: Indicates how the payroll pay assignment and benefit information is to be spread.
Sequence: Some clients using contract accumulators attach a unique sequence number for each instance of a contract pay assignment (e.g. when a step increase is given, the sequence would go from 1 to 2). The payroll system does not require a unique sequence number for each instance of a contract. If this functionality is chosen, then it is because the client has an internal reason for it.
Sequence Separator ID: This field is used to differentiate between two or more pay assignments that represent the same contract. This field is used in conjunction with the Pay Assignment Utility (HRUTPU) sequence update functionality to enable the client to, for example, apply a step increase to, and increment the sequence of, one of the contract's pay assignments while not affecting the other.
Contribution: Used for payroll vectoring. All 3 fields are used in conjunction to direct the payroll system to post or not to post a contribution to the pay line.
Deduction: Used for payroll vectoring. All 3 fields are used in conjunction to direct the payroll system to post or not to post a deduction to the pay line.
Hours: Used for payroll vectoring. All 3 fields are used in conjunction to direct the payroll system to post or not to post an hour to the pay line.
Standard Cost: System derived. Total cost of employee.
Unique ID: The unique ID is the link between HRPYPA and the distribution table.

Complete the following fields in the Contract tab:

Contract ID: Client defined combination of pay string parts that constitute a contract. Normally, clients utilize the fiscal year plus a unique contract number as the “contract ID”. System derived.
Begin/End Dates: Contract Begin Date is the earliest effective Begin Date of the Pay Assignments belonging to the Contract and Contract End Date is the latest effective End Date of those Pay Assignments. System derived.
TCV: Total Contract Value is the sum of all earnings on the Contract. That is the sum of To-Date Regular Earnings, Retro Earnings, Pending Retro Earnings and Future Earnings. System derived.
TCV Override: Indicates the system calculated TCV but may be overridden.
PP Override: Indicates the Per Period value but may be overridden.
Contract Idx: Indicates the Contract Index but may be overridden.
Regular: Total Earning Hours, Dollars, Earning Periods, Paid Dollars and Periods. System derived.
Retro: Total Retro Earning Hours, Dollars and Paid Dollars. System derived.
Pending Retro: Total Pending Retro Earning Hours, Dollars, Periods and Payments. System derived.
Remaining: Total Future Earning Hours, Dollars, Periods, Paid Dollars and Periods. System derived.
Total: Shows the Total Earning Hours, Dollars, Periods and Paid Dollars and Periods. All values are the sum of the values above in their respective columns. System derived.
LWOP: Total LWOP Hours and Earnings. System derived.
Total Earnings: Total Earnings defined as the escrow in value. System derived.
Total Pay: Total Payments defined as the escrow out value. System derived.
Escrow Balance: Defined as the Total Earnings minus the Total Pay. System derived.
Spread Balance: A portion of the escrow balance that has been set aside to be paid out over a specific time. System derived.
Retro Balance: An amount that can be set to allow retro paid to be paid over time. System derived.
Pay Code: The spread pay code to pay out the spread balance. System derived.
Retro Code: This is the retro code to payout the retro balance. System derived.

Select Save Changes.

Result: You have reviewed employee records and you can go to the Employee Pay Assignment window (HRPYPA) if you need to make any changes.

Related Information: