Payroll Management

The Payroll Management module is a key component within the Civil Service Management core. It enables governments to process the entire government's payroll using sophisticated algorithms. These algorithms address in totality the wide variety of payroll situations and scenarios.

It utilizes common data from the GRP's CSM and Financial core. Users need only to enter information once within another CSM or Financial module, for Payroll to leverage that information.

Payroll Management provides key operational and managerial reports needed for ensuring transparency and immediate accountability.

The server side calculation engine can process hundreds of thousands of payroll records, in a batch process manner, within a single day at a high performance level. Complex payment management needs utilized, such as Pay Agents, direct cash, grouped payments and such, are supported by default via configuration.

Due to the nature and sensitivity of payroll, the system provides for key notifications to the authorized user who initiated the payroll calculation. These key notifications occur during and after the payroll engine is running and provide for appropriate monitoring by the government over the payroll process.

Support Entities

Cost Item Management

Cost Item

Overview

A cost item is any element that can be used to predict and calculate future developments of organizational departments such as basic salary, vacation pay and full-time salaries at the assignment level. There are four information tabs at the bottom that further expand the capabilities of a cost item. The deductions tab lists the deduction and cost item relationship for a deduction calculation. A deduction can be viewed, added or deleted in this tab. The dependant tab represents cost items calculated on other cost items. For example, another expense can appear from producing an employee's salary. Each cost item, by law, may be associated with an income tax which will be recorded in the Income Tax tab within the Cost Item function. The last tab is Effective Date which manages all the different dates that document when the cost item will become effective. This screen performs many functions that are key to the payroll management.

Navigation

Payroll Management ► Support Entities ► Cost Item Management ► Cost Item

Cost Item screen Fields and Tabs

Field	Description
Code	ID for the Cost Item. It is a user given field.
Is Basic Salary	If checked, Cost Item is a Basic Salary earning.
Is Allowance	This Boolean is used when the keyword 'sumallowance' is used in the Reduction Deduction entity.
Is Retroactive	This Boolean is used when the keyword 'sumallowance' is used in the Reduction Deduction entity.
Is ProRated	If checked, Cost Item will be ProRated. A ProRated Cost Item will be used mainly for a salary increase in the middle of a pay period or if an employee resigns in the middle of the month.
Is Limiting Regular	This is the reduction amount of a cost item in association with a specified effective date.
Allow in Module	When set to "Time and Attendance", this cost item will be available in Time and Attendance, while if set to "Leave", the cost item will be used by the Leave Module. Default is "Not Applicable".
Is Task Mandatory	If selected, the Task will be mandatory when entering Time and Attendance.
Is Overtime	If checked, Overtime can be entered in Time and Attendance.
Is Leave	False by default. If true, Leave can be added under Time and Attendance.
Is Cumulating Hours	If checked, a Cost Item will Accumulate Hours which will be recorded with the Cumulated Hours menu. This will then be used for Records of Employment.
Is Conversion Needed	If checked, Conversion will be used when worked hours and paid hours in Time Schedule are different. Refer to Payroll Calculation for details.
Are Hours Insurable	If checked, hours are counted on record of employment.
Allows Frequency Change	If selected, the Frequency can be modified in Time and Attendance.
Is Non Salary Scale	When Frequency is DAILY or HOURLY, Non Salary Scale can not be selected. When Frequency is NOT DAILY or HOURLY, Non Salary Scale can be selected. If selected, extra fields in Cost Items will be mandatory to complete in order to specify which scale to use.
Has Effect On Pay	Indicates if the cost item affects the pay.
Is Printed On Pay Stub	By default - will be selected as Cost Items that have an effect on the pay should be printed on the pay slip. If not selected, Cost Item will not be printed on pay slip - when the cost item is for cumulative benefits for example.
Is Statutory Holiday	Will be checked if Cost Item is a Statutory Holiday and will be used as a pay calculation. When selected, Is Limiting Regular will be selected and cannot be unselected. Frequency will display DAILY when Is Statutory Holiday is selected.
Calculate Length Of Service	If selected, the Cost Item will be used to calculate length of service.
Is Compensation Based On Employees File	Default is False. If it is true then compension is based on Employee’s File.
Is Retroactive Pay Period Mandatory In CIPP	Default is False. If it is true then Retroactive pay period mandatory in Cost Item per Period.
Allow only once by Employee despite Multiple Assignments	Default Value is FALSE.
Inactive Date	By default, is null. Once a date is entered the Cost Item will no longer be available on and after that date.
Frequency	Use of Cost Item - Daily, Hourly etc.
Frequency based on	Frequency based- Calander days, Working day etc.
Accumulated Benefit	Accumulated benefit can be measured as daily, hourly, or monetary. It is identified by a 10 digits.
Type	Select from the Drop Down Menu the Type of Cost Item that users are creating.
Cost Item type for reports	Default Null. BONUS, SENIORITY, SOLIDARY BONUS, ZONING, TEACHING.
Sequence	This will decide the order these Cost Items will be calculated.
Maximum value by calculation	It allows setting the maximum value for the cost calculation.
Income Code	Official Code that will be used to print on tax forms in Canada.
Should pay excess value	If checked then allows paying the excess value for the cost item.
Is Allow More Than Once Same Cost Item	Default Value is FALSE. If this value is true, system will allow same Cost Item code in Automatic Cost Item within same Employee Assignment
Legacy Reference	Defines the Legacy Reference associated with the Cost Item.
Debit Coding Block	It's not mandatory to assign the whole coding block to a Cost Item - part of the segments can be used. Refer to Coding Block for more information.
Credit Coding Block	Defines the Legacy Reference associated with the Cost Item.
Cost Item Payment Frequency	Cost Item Payment Frequency. Daily, Monthly, Yearly etc.
Tax Cap Summary	Allows adding Tax cap Summary.
Retroactive Payment Cost Item	When TRUE, in CIPP the field Retroactive pay period is mandatory.
Name	Cost Item Name.
Description	Cost Item Description.
Pay Stub Text	This will appear at the bottom of the pay stub.
Deduction Tab	A deduction can be associated to deduct from the earning this cost item incurs.
Dependant Tab	Any cost item that is required to be present in order for this cost item to be calculated. This will specify the relationship between the two.
Income Tax Tab	Information to the Income Tax will be selected here if necessary.
Effective Rates Tab	The calculation specifics will be identified under this tab. The Cost Item can be based on percentage rates, or specific amounts.
Compensation Definition Tab	A collection of zero to many Compensation Definitions
Individual Strategy Aggregated Cost Items Tab	This collection will be used during payroll tax calculation.
Institution	Allows selecting Institution for the Cost Item.

Compensation Definition

Overview

This Entity defines the amount for a Compensation Definition.

Compensation Definition Tab Screen Fields

Fields	Description
Compensation	Defines the compensation to be used
Amount	Defines the amount of compensation
Calculation Strategy	This attribute could take one of the following values: 'Amount', 'Percentage'.

Cost Item Deduction Tab

Overview

A Deduction can be associated to deduct the cost from the cost item.

Deduction Tab screen Fields

Field	Description
Active	If checked, the deduction will be active (applicable during calculation).
Cost Item Deduction	The predefined deduction to be used.
Cost Item Rate	The percentage amount of the cost item that the deduction will apply to. Range from 0 – 100.

Dependant Tab

Overview

Any cost item that is required to be present in order for this cost item to be calculated. This will specify the relationship between the two.

Dependant Tab screen Fields

Field	Description
Active	If checked, the dependant is active (applicable during calculation).
Considered Cost Item	The Cost Item that will be used as the dependant.
Rate	The percentage amount of the cost item that the deduction will apply to. Range from 0 – 100.
Find Last Amount Paid	False by default When TRUE, during payroll calculation, the system needs to go and find the last amount paid to this employee.
Find Last Amount Paid Range Dates	Default = FALSE, When TRUE, the system must find only other cost items per period with status Finalized and Start Date and End Date are between the current pay period Start and end Date.
Dependant Formula	This will allow to define a formula. We need to be able to multiply,divide,add,substract from the value of this cost item.
Value Based on Avg of Last Pay Periods	Refers the average value which was applied for last pay periods.
Is Average Based on Actual Working Days	If checked then it allows the average to be applied based on actual working days.

Effective Rates Tab

Overview

The calculation specifics will be identified under this tab. The Cost Item can be based on percentage rates, or specific amounts.

Effective Rate Tab screen Fields

Field	Description
Cost Item Effective Dates	The date at which the cost item becomes effective.
Amount for Frequency	The amount of the cost item.
Rate	The percentage of the amount to be calculated for the cost item.

Income Tax Tab

Overview

The Income Tax Tab contains the information of any taxes that apply to the cost item.

Income Tax Tab screen Fields

Field	Description
Income Tax Destination	The Income Tax Destination that applies to the Income Tax for this cost item.
Income Tax Type	The Income Tax Type that applies to the Income Tax for this cost item.
Rate	The percentage amount of the cost item that the deduction will apply to. Range from 0 – 100.
Is One Time Benefit	If checked, the tax will be linked to the benefits function.
Minimum taxable amount	The amount specified here will determine if the cost item gets taxed or not.
Exemption amount	This is where you specify the amount to be removed from the cost item amount.

Cost Item Per Period Reason

Overview

This screen enables the ability to include a detailed description towards any Cost Items that are added or modified in a certain pay period. A name and detailed explanation can be included towards the association of a cost item to a specific period chosen. A Cost Item can also be functional or non-functional during its specified period by the checking or un-checking the Active checkbox.

Cost items per Period Reasons can be associated with a given cost item. This information can be predefined in order to ensure there is a valid reason to distribute the cost item selected. This screen provides detailed descriptions of acceptable reasons that can be allocated to cost items given on a per period basis.

Navigation

Payroll Management ► Support Entities ► Cost Item Management ► Cost Item Per Period Reason

Cost Item Per Period Reason screen Fields

Field	Description
Code	ID for the Cost Item Per Period Reason. It is a system generated code.
Active	If checked, the Cost Item Per Period Reason is available.
Name	Description of the Cost Item Per Period Reason.
Description	Detailed description of the Cost Item Per Period Reason.

Task

Overview

This screen provides a list of tasks that could be assigned to an employee. A task function describes what will be the relationship between the cost item and the assignment. This is usually represented by what position or role an employee will be given.

Navigation

Payroll Management ► Support Entities ► Cost Item Management ► Task

Task screen Fields

Field	Description
ID	ID for the Task. It is a system generated code.
Active	If checked, the Task is available.
Amount	Amount that will override the salary scale. If nothing is entered here, then the default employee’s salary scale will be taken into account.
Frequency	Task is done either Hourly or Daily.
Coding Block	Financial Coding Block Credit and Debit from entity Cost Items.
Name	Description of the Task.
Description	Detailed description of the Task.

Tax Cap Summary

Overview

A tax cap places an upper bound on the amount of government tax a person might be required to pay. In this case the tax is said to be capped.

Navigation

Payroll Management ► Support Entities ► Cost Item Management ► Tax Cap Summary

Tax Cap Summary screen Fields

Field	Description
Code	ID for the Tax Cap Summary. It is a system generated code.
Description	Detailed description of the Tax cap Summary.
Tax Cap Effective Date Tab	This tab shows the applicable date of the Tax Cap.

Tax Cap Effective Dates

Overview

This Tab shows the application date of the tax cap.

Tax Cap Effective Date screen Fields and Tab

Field	Description
Effective Date	This effective date indicates when the tax cap ranges will take effect.

Tax Cap Ranges

Overview

This tab shows the amount limit of the tax cap.

Tax Cap Ranges screen Fields

Field	Description
Minimum Amount	The minimum amount of the Tax Cap to be defined for the amount range.
Maximum Amount	The maximum amount of the Tax Cap to be defined for the amount range.
Fixed Amount	The fixed amount of the Tax Cap to be defined for the amount range.

Compensation

Overview

This Entity describes all the Compensations based on the Employee's File that will be used by the Cost Item in order to provide a Compensation Definition.

Navigation

Payroll Management ► Support Entities ► Cost Item Management ► Compensation

Compensation Screen Fields

Fields	Description
Code	Code manually entered by the user, if parameter autogenerated id is FALSE.
Name	Defines the Name of the Publication
Compensation Type	This attribute could take one of the following values: 'Employee Education' 'Relatives Details' 'Trainings' 'Teaching' 'Acknowledgements' 'Publications' 'Ranks and Denominations' The default value is 'Employee Education'
Active	TRUE by Default, when FALSE it is no longer active

Cost Item Payment Frequency

Overview

Pay frequency means the amount of time between employee pay days. Common pay frequencies include: monthly, semi-monthly (twice each month), bi-weekly (every other week), weekly, and daily. This entity is used to indicate how often a Cost item payment is made.

Navigation

Payroll Management ► Support Entities ► Cost Item Management ► Cost Item Payment Frequency

Cost Item Payment Frequency Screen Fields

Fields	Description
Code	ID for the Cost Item Payment Frequency. It is a system generated code or Manual.
Payment Frequency	Close domain field. Values are daily, monthly, quarterly, Anualy etc.
Are Paid on same periods for all	If it True cost item paid on same periods for all. If it is true then Is Based on Hire Date must be false.
Is Based on Hire Date	If it true the cost item paid on the employee Hire date.
Cost Item Payment Frequency Periods Tab	This tab defines the pay code and the pay period. When Are Paid on same periods for all check box is true then this tab is visible.

Cost Item Payment Frequency Periods Tab

Cost Item Payment Frequency Periods screen Fields

Fields	Description
Pay Code	Pay Code of the Employee payroll.
Pay Period	The Pay Period on this screen defines the exact dates and ranges of each pay.

Tax Exemption Codes

Overview

These exemption codes are required for certain annual tax form. An employee can be tax exempt and have an exemption code(this is in the employee form). A employee can be tax exempt for a specific Automatic Cost Item(this is in the automatic cost item form)

Navigation

Payroll Management ► Support Entities ► Cost Item Management ► Tax Exemption Codes

Tax Exemption Codes Screen Fields

Fields	Description
Code	Manually entered by the user
Description	Short Description of tax exemption codes
Is this for Non-Residents only	Default= False
Active	Default = TRUE

Deduction Management

Overview

This section deals with the Deductions that are applied to an employee’s earnings. There can be many types of Deductions that must be taken into account when processing an employee’s pay. Deduction Management consists of actions that serve to attribute one or multiple deductions to an employee for specified periods of time. Deductions can be created by Payroll Management and assigned to an employee through the screen 'Automatic Deductions Screen' or 'Deductions Per Period'.

Benefits

Deductions Management establishes a deductions database that serves for organizational processes. This allows upper management to conduct monitoring and analysis of all earnings that have any type of deduction coded in this section. Third party payments, such as Provincial and Federal Income Tax, can be processed more effectively and in a timelier manner with this database that monitors all deductions activity. The payments can be delivered with a higher degree of confidence that can help guarantee compliance to the payment schedule.

Workflow

The Deductions screen stores all deductions within an organization by code. The user can type a deduction code in the appropriate field and then the Deduction function will display all available details regarding that particular deduction. The screen also allows the user to search deductions with a linked cost item, which is displayed at the bottom of the screen. Refer to Deduction for more information.

The Income Tax Destination screen deals with the location each income tax deducted off an employee's earnings will be transferred to. This function ensures that third parties are paid on time on a regular schedule.

The Income Tax Type function is available for the user to view all the different income taxes that could be applied to payroll calculations. Management can select certain income tax types that are only applicable to certain employee earnings and assignments. All income tax types are coded for ease of access so they can be searched and modified without difficulty. Refer to Income Tax Type for more details.

The Pension Fund function deals with pension fund types available to employees. Each pension fund will have unique specifications which can be viewed in the Pension Fund screen. Pension Funds play a very important part in payroll management. Pension funds provide financial security for employees when they retire, that is why deductions from employee earnings must be managed effectively. Refer to Pension Fund for more details.

Deductions

Overview

Deductions are another key factor part of the Payroll Management Section. It reduces the total gross amount computed in employee earnings applicable in a given pay period. Earning codes can be searched, added, modified and deleted in this function. Each deduction can contain many details pertaining to calculation methods, activity status, minimum and maximum deduction amounts, pension administration etc. The earnings minus deductions defined for an employee gives payroll management the net pay to be applied. As earnings and pay are affected by Deductions, this function is another calculation aspect that directly relates to cost items mentioned in the Cost Item Management section. A separate section in this function deals with the cost item and deduction relationship for deduction calculations.

Navigation

Payroll Management ► Support Entities ► Deduction Management ► Deductions

Deductions screen Fields and Tabs

Field	Description
Code	ID for the Deduction. It is a system generated code.
Active	By Default, is checked and indicates that Deduction has been previously used in Payroll Calculations. Active can be unchecked so that it is not taken into account in future.
Employer Share	Indicates if Deduction is an employer Deduction.
Effect on pay	By Default - is checked. Indicates if the deduction affects the pay. Normally, employer's deductions do not affect the pay.
Printed on Pay Stub	If checked, deduction will be printed on pay slip.
Apply Penalties	If checked, a Penalty will be applied affecting Deductions.
Allow Arrears	If checked, Arrears will be applied to Deductions.
Reduce Arrears	By Default - unchecked. Select box if required. See Arrears for more details.
Cost Item Coding Block	If checked, the Coding Block distribution for specified Deduction will be considered on Cost Items.
Deduction Coding Block	If checked, the Coding Block distribution for specified Deduction will be considered on other Deductions.
Mandatory	If checked, Deduction will be mandatory.
Allow More Than Once Same Deduction On Same Employee Assignment	Default value is FALSE.If this value is true, system will allow same deduction code in automatic deductions within same Employee Assignment
Allow To change Vendor In Automatic Deduction	Default value is FALSE. If this value is TRUE, then system will allow to change default vendor in Automatic Deduction
Is Retroactive Pay Period Mandatory In DPP	Default = FALSE. When TRUE, in DPP the field Retroactive pay period is mandatory.
Legacy Reference	Defines the Legacy Reference associated with the Deduction.
Inactive Date	By default, this field is empty. Indicates when Deduction is no longer available. Once Active is checked, Inactive Date will produce current date.
Calculation Sequence	Calculation sequence to ensure that the calculation is processed in the right order.
Deduction Tax Type Value	This menu will automatically display Employer Taxable when Employer Share is checked. Deduction Tax Type Value will automatically display Tax Credit and Tax Exemption when Employer Share is not checked.
Is Pension	If it is true then this Deduction is used Reduction Deduction entity.
Is Retroactive pension	This boolean is used when the keyword 'sumretropension' is used in the formula of Reduction Deduction entity.
Is Basic Only Tax	This boolean is used when the keyword 'sumbasiconlytax' is used in the formula of Reduction Deduction entity.
Recovery tax code	Official Code that will be used to print on tax forms in Canada.
Deduction Type	This will specify a specific Type of Deduction for calculation purposes.
Deduction type for reports	Default NULL
Vendor	To define the vendor for Deduction to be slected from the lookup button.
Based on Deduction	To define the deduction base for Deduction to be slected from the lookup button.
Minimum Hours	Minimum hours for this deduction to be applied.
Reduction Tax	Percentage of reduction on taxes.
Rate	Percentage Rate of Deduction.
Amount	Deduction Amount.
Maximum Reduction	Maximum reduction amount.
Exemption	Exemption amount before this deduction is to be applied.
Minimum Salary	Minimum salary for this deduction to be applied to.
Maximum by Pay	Maximum Deduction amount per pay.
Monthly Maximum Amount	Maximum Deduction allowed per month.
Annual Maximum Amount	Annual maximum Deduction allowed.
Maximum Age	The age at which the Deduction should stop.
Name	Description of the Deduction.
Description	Detailed description of the deduction.
Pay Stub Text	Any other additional text, besides the deduction description, that should be printed on the pay stub.
Explanation	Detailed description of the deduction or any other useful information regarding the use of the deduction.
Inactive Reason	Explanation on why the deduction is not being used.
Loan	If checked, Loan amount will be adjusted from employee’s deduction.
Loan Interest	If checked, Loan Interest amount will be adjusted from employee’s deduction.
Interest Type	To select the interest type which can be Simple or Compound.
Financial Coding Block Credit	Financial Coding Block for Credit. This entry is optional. If not entered, the default code is used from Cost Items or Automatic Cost Items. If there is no Cost Items coding, it will come from Employee Assignment.
Financial Coding Block Debit	Financial Coding Block for Debit. If not entered, the default code is used from Cost Items or Automatic Cost Items. If there is no Cost Items coding, it will come from Employee Assignment.
Retroactive Payment Deduction	Allows retroactive deductions for payment.
Deduction Cost Items Tab	It lists the deductions and cost items relationship for deduction calculation. It is available from the cost item form and from the deduction form.
Reduction Deduction Tab	Uses for reduction any other created Deduction from the current Deduction.
Institution Tab	Allows selecting the institution for deduction.

Income Tax Type

Overview

Income taxes are one of the main deductions used towards an employee's earnings. These income taxes that will be used are divided by the different types they fall under. All available income tax types are listed in this function and retrieved on a regular basis when doing payroll calculations. One calculation might specify a certain type of income tax that could be different from other calculations. The user will able to search and retrieve that specific income tax type and view its associated details such as the name and explanation of use. All deduction calculations are processed with a certain income tax type code which is stored in this function.

Navigation

Payroll Management ► Support Entities ► Deduction Management ► Income Tax Type

Income Tax Type screen Fields

Field	Description
Code	ID for the Income Tax Type. It is a user given code.
Active	If checked, the Income Tax Type is available.
Name	Description of the Income Tax Type.
Description	Detailed description of the Income Tax Type.

Income Tax Destination

Overview

The income tax destination function organizes all the different types of taxes that can be applied to a cost item. For instance, an employee's earnings will be subject to deductions as discussed in the Deductions function. These deductions can take the form of a Federal tax, Provincial tax, etc. Each type of deduction will have a unique identification code with associated content displaying details such as a name for the deduction and a brief description explaining its intended use. A separate section, called the Income Tax Destination Details, displays even further, in another screen, more details about that specific deduction. Any information regarding the deduction type, amounts and the fiscal year being applied to the deduction can be viewed in this screen. It also allows the ability to enter or change information in these fields if a deduction is being created or modified.

Navigation

Payroll Management ► Support Entities ► Deduction Management ► Income Tax Destination

Income Tax Destination screen Fields and Tab

Field	Description
Code	ID for the Income Tax Destination. It is a user given code.
Active	If checked, the Income Tax Destination is available.
Is Fixed Amount Mandatory	If checked, indicated Fixed Amount is mandatory.
Has Mandatory Cost Items
Basic Personal Deduction	Basic personal amount which is exempted from tax.
Frequency	Frequency may be Annual or Pay Period.
Taxable Amount Calculation Strategy	Values are: SUM ALL Cost Items, SUM ALL CI regardless of institution, Treat each CI INDIVIDUALLY
Forecast Taxable Amounts based on Actual Periods	When it is true it allows user to forcast taxable amounts based on actual periods.
Employees with incomplete Fiscal Year are Forecasted on full Fiscal Year	When it is true it allows user to Forecasted on full Fiscal Year
No of Pay Periods For Fixed Amount	This attribute is needed only when a fixed amount is entered in the income tax destination detail is entered instead of a rate and constant. The number that is entered in here will be used to divide the fixed amount.
Personal Credit Rate	Rate applicable when calculating tax destination amount.
Name	Description of the Income Tax Destination.
Language	Country specific language used to register the descriptions.
Description	Detailed description of the Income Tax Destination.
Income Tax Destination Details Tab	Uses to provide details about Income tax Destination.
Cost Item	Collection of 0 to many.

Income Tax Destination Details Tab

Overview

It defines the Income Tax Destination Details. It has the possibility to define the different ranges.

Income Tax Destination Details Tab screen Fields

Field	Description
Effective Date	This is the date that the rates become effective. When calculating the tax, the system must find the effective date of the Pay Period.
Minimum Amount	The minimum amount of the Income Tax Destination.
Maximum Amount	The maximum amount of the Income Tax Destination.
Rate	Rate applicable for the calculation of the income tax. Either Rate or Fixed Amount is mandatory.
Fixed Amount	Fixed amount of the Income Tax.
Constant	Constant amount of Income Tax if any.
Income Tax Type	The type of Income Tax.

Pension Fund

Overview

A pension fund is a function formed by a pool of assets whose purpose is to finance pension plan benefits. These benefits are created by contributions taken from employee earnings. The contributions are a type of deduction managed with cost items. They are normally a standardized percentage that is to be taken from the employee pay and put into one type of pension fund. An organization can have different types of pension funds directed at employees with different types of positions within an organization. This screen lists and organizes the different types of pension funds that will be used when calculating deductions. Each pension fund type is recorded by an ID and provides the name of the pension fund and a description of the fund. A separate section within this function called Pension Fund Details, provides monetary details regarding the pension fund such as minimum and maximum amount of the pension.

Navigation

Payroll Management ► Support Entities ► Deduction Management ► Pension Fund

Pension Fund screen Fields and Tab

Field	Description
ID	System generated code for the pension Fund.
Active	If checked, the Pension Fund is available for use.
Name	Name of the Pension Fund.
Description	Detail description of the Pension Fund.
Pension Fund Detail Tab	Stores the information about pension fund details such as amounts and rates.

Pension Fund Details Tab

Overview

This tab stores the information about pension fund details such as amounts and rates.

Pension Fund Details Tab screen Fields

Field	Description
Minimum Amount	The minimum amount of the Pension Fund.
Maximum Amount	The maximum amount of the Pension Fund.
Rate	Rate applicable for the calculation of the Pension Fund. Either Rate or Fixed Amount is mandatory.
Constant Amount	Constant amount of Pension Fund if any.

Pay Period Management

Overview

Pay period management allows the user to accommodate to the numerous pay structures and monitor them effectively.

Use the Pay Code function when dealing with the different types of pay and their associated pay periods. Pay Code allows the user to make managerial decision when all required data is available in an organized fashion within one user screen. A new pay code can be created here and existing pay codes can be modified and deleted. This function is a key feature when dealing with payroll management amongst many employees in an organization. Every pay implemented has an assigned code which will then display information about that pay. For example, working hours of the employee, works days per week and other additional information is displayed when a pay code is searched. This information can also be added when creating a new pay code. Refer to Pay Code for more details.

Payment schedules may vary from one employee to the next. Organizations can have numerous pay schedules in which each employee is linked to. In order to accommodate for these schedules, Pay Period Management outlines this information. Once the information on the schedules is defined, the implementation and payment procedure will be carried out more effectively and accurately.

Generate Pay Periods Based on Fiscal Year

Pay Code

Overview

Each employee will have a specified schedule that will outline their pay dates. This selected schedule of pay depends of the pay details associated with the employee’s position and assignment as decided by the organization. The Pay Code screen is used to list and define the details pertaining to each schedule that an employee can belong to. The Pay Code maintains the detailed information such as Name, Description, and Pay Periods for each. The Pay Period is a crucial factor on this screen as it defines the exact dates and ranges of each pay.

Navigation

Payroll Management ► Support Entities ► Pay Period Management ► Pay Period

Pay Code screen Fields and Tab

Field	Description
Code	A unique identification code for Pay.
Active	If checked indicates the Pay Code is available.
Number Of Pay Periods Per Year	Total number of pay periods in the fiscal year.
Number Of Work Days Per Period	Number of work days in a period e.g. 21 for monthly Pay Period.
Number Of Weeks Per Year	Number of work weeks in the year.
Number Of Days Per Year	Number of days in the year.
Number Of Work Days Per Year	Number of work days in the year e.g. 260 or 261. Used for the payroll calculation.
Actual Number Of Work Days Per Year	Actual number of working days in the year.
Average Work Days Per Year	Average number of working days per year (e.g. 260.88) to be entered by the user. Used for forecasting.
Average Work Days Per Month	Average number of working days per month (e.g. 21.00) to be entered by the user. Used for payroll and forecasting.
Average Days Per Month	Average number of days per month.
Treasury Bank Account	Bank account of the ministry of finance.
Is For Pensions	If checked indicates pensions are available.
Description	Pay Code description.
Pay Period Tab	Defines the Pay Period for the Pay Code.

Pay Period Tab

Overview

This entity includes the list of pay periods with associated pay dates, Work From and Work To dates.

Pay Period Tab screen Fields

Field	Description
Pay Period Number	System generated pay period number.
Pay Period Status	Defines the status of the Pay Period.
Pay Date	Defines the Pay Date for the Pay period.
Default Data Entry cutoff date	Defines the last date for data entry of Pay Period.
Default Approval cutoff date	Defines the last date for Approval of Pay Period.
Work From	The starting date for pay period.
Work To	The end date for pay period.
Fiscal Year	The current fiscal for the pay period.
Is Supplementry	This identifies if a pay period is a supplementary pay period.
Generate Retroactive Payments	If checked, indicates that this pay period generates the retroactive payments.
Adjustment Rate	Defines the adjustment rate for the pay period.

Autonomous Administrative Unit

Overview

This entity will be used to register those institutions that have multiple Administrative Units and that request to have a group of TXT files (header and details) for each Administrative Unit separately.

Navigation

Payroll Management ► Support Entities ► Autonomous Administrative Unit

Autonomous Administrative Unit Screen Fields

Fields	Description
Id	Autonomous Administration Unit Id is the unique Code that system automatically generated.
Institution	Institution Application Id. Must be the highest hierarchy institutional level Application Id.
Created By	User Application Id, automatically updated by system.
Created On	Date and time of register, automatically updated by system.

Employee Invoice

Institution Paid Through Ifmis

Overview

This entity allows users to configure the institutions to be paid through IFMS instead of being paid throuch CSM. The system use this entity to know if this institution is paid through financials or if it follows the normal procedure of being paid through our payment batch salary summaries.

A screenshot of the Institution Paid Through Ifmis feature is available here. Image shown as reference material; position and names for labels, fields and buttons are subject to parameter, rendering control configuration and installed revision.

Users access Institution Paid Through Ifmis from within the menu through this navigation path: Payroll Management ►Support Entities ►Employee Invoice ►Institutions Paid through IFMIS

Visible Fields

The following table lists and describes all visible fields for the Institution Paid Through Ifmis feature, in their default order. Note that some fields depend on System Parameters and rendering control configuration to be visible and/or editable by users. Field names are subject to change through language label configuration.

Field	Description
Institution	Insitution to be paid through financials.
Active	Indicates if the institution is active. The default value of the active checkbox is true.

Buttons
The following table describes actions associated to the depicted button image. Note that some images are associated with several buttons, used for more than one purpose within the Institution Paid Through Ifmis feature.

Button Image	Description
	The New button allows users to switch to insert mode. This action button allows users to manually create expense vouchers.
	The Save button allows users to save the record. This action button allows users to save manually create Institution Paid Through Ifmis.

Unapplied Payments

Overview

This function stores all payments that were set as rejected in Payment Control Table.

Unapplied Payment Error

The Unapplied Payments Error screen enables users to create a record that describes the error in short and generates an error ID.

Unapplied Payment Error

Overview

The Unapplied Payments Error screen enables users to create a record that describes the error in short and generates an error ID.

Navigation

Payroll Management ► Support Entities ► Unapplied Payments ► Unapplied Payment Errors

Unapplied Payment Error screen Fields

Field	Description
Id	Error Id is the unique Cost Item ID entered by the user.
Error Message	Short description of error.

Employee Payroll Settings

Automatic Cost Items

Overview

When an employee's pay is calculated, all cost items and/or allowances must be determined before finalizing the earnings. Some cost items are added manually, while other cost items are standardized and accumulate automatically. Automatic Cost Items are those identified with an assignment to apply for every pay period covering the assignment. This function lists all the necessary details of a cost item and allows the user to search, create, modify and delete a cost item. Any required additional information can be included by the Attachments section at the bottom of the screen.

Navigation

Payroll Management ► Employee Payroll Settings ► Automatic Cost Items

Automatic Cost Item screen Fields & Tab

Field	Description
Employee	Employee unique identification code, selected using the look-up button.
Employee Assignment	Employee Assignment unique identification code, selected using the look-up button.
Cost Item	Cost Item code, selected using the look-up button.
Start Date	Start date of the automatic cost item.
End Date	End date of the automatic cost item.
Tax Exemption Code	Allows to select Tax Exemption code from the drop down list.
Is For Previous Earning Period	Period Indicates if the Automatic Cost Item is for the previous earning period.
Number of Hours Or Days	Number of Hours or Days associated with the Cost Item.
Maximum Per Pay	Maximum amount per pay.
Monthly Maximum Amount	Maximum allowed per month.
Annual Maximum Amount	Annual maximum allowed.
Debit Coding Block	Debit Financial Coding Block. This entry is optional. If not entered, the default code is used from Cost Items or Automatic Cost Items. If there is no Cost Item coding, the Debit Financial Coding Block is from Employee Assignment.
Credit Coding Block	Credit Financial Coding Block. This entry is optional. If not entered, the default code is used from Cost Items or Automatic Cost Items. If there is no Cost Items coding, the Credit Financial Coding Block is from Employee Assignment.
Explanation	Detailed description of the Automatic Cost Item.
Attachment Tab	It allows attaching files that the Institution may consider relevant for supporting the Automatic Cost Item. Each file may have a Title, Description, Date, User, and document Language.

Attachment Tab

Overview

It allows attaching files that the Institution may consider relevant for supporting the Automatic Cost Item. Each file may have a Title, Description, Date, User, and document Language.

Attachment Tab screen Fields

Field	Description
Id	System generated identification for the Attachment.
Title	Name of the Attachment.
Description	Detailed description of the Attachment.
Attachment Classification	Reference to attachment classification.
Date	Creation date of the Attachment; automatically generated upon saving the Attachment.
User	Creation user name

Automatic Deductions

Overview

Most deductions are established in advance for multiple pay periods. When an employee's pay is calculated, all deductions must be determined before finalizing the pay. Automatic deductions are standardized and accumulate automatically when the payroll is calculated. Automatic deductions are those identified with an assignment, which apply to every pay period in which the employee is included. This screen allows automatic deductions to be linked to individual employees and the specific assignment they apply to. The automatic deductions defined on this screen also appear in the Employee Assignment once approved. The specifications of these deductions are generated on each scheduled pay period automatically.

A screenshot of the Automatic Deductions feature is available here. Image shown as reference material; position and names for labels, fields and buttons are subject to parameter, rendering control configuration and installed revision.

Users access Automatic Deductions from within the menu through this navigation path:Payroll Management ► Employee Payroll Settings ► Automatic Deductions

Visible Fields

The following table lists and describes all visible fields for the Automatic Deductions feature, in their default order. Note that some fields depend on System Parameters and rendering control configuration to be visible and/or editable by users. Field names are subject to change through language label configuration.

Field	Description
Employee	Employee code.
Employee Assignment	Assignment ID retrieved from the employee assignment screen. Available only in search mode.
Deduction	Deduction code assigned to the employee.
Deduction Start Date	Start date of automatic deduction.
Deduction End Date	End date of automatic deduction.
Reference Number	This field is used to maintain external account numbers e.g. loan numbers.
Automatic Deduction Updater	This gets updated by the system depending on the process that created the record.
Vendor	This can be left empty but users can only pick one vendor only.
Is In Arrears	If checked, the deduction is deferred.
Amount	A deduction amount that is retrieved from the deductions screen and used as a default value for viewing purposes. Can be customized if needed.
Rate	Percentage rate of deduction that is retrieved from the deductions screen and used as a default value for viewing purposes. Can be customized if needed.
Exemption	Exemption amount before this deduction is to be applied. This value is retrieved from the deductions screen and used as a default value for viewing purposes. Can be customized if needed.
Minimum Salary	Minimum salary for this deduction to be applied to. This value is retrieved from the deductions screen and used as a default value for viewing purposes. Can be customized if needed.
Financial Coding Block Debit	Debit financial coding block. This entry is optional. If not entered, the default coding is used from deductions or automatic deductions. If there are no deductions coding, it comes from employee assignment.
Financial Coding Block Credit	Credit financial coding block. This entry is optional. If not entered, the default coding is used from deductions or automatic deductions. If there is no deductions coding, it comes from employee assignment.
Max Cumulative Deduction	The maximum cumulative deductions are specific to the automatic deduction and can be entered to control the value of this deduction. Plus the cumulative amount paid to date would also be displayed. When the maximum amount has been reached, the system automatically ends the automatic deduction.
Explanation	Detailed description as to why the automatic deductions was customized.
Language	Language used to enter explanation.
Attachment Tab	Using this tab, users attach one or more files related to the expense voucher. File types allowed are specified in system parameters.
Automatic Deduction Cost Item Tab	Using this tab, users store automatic deduction cost item related to the automatic deduction.

Buttons

The following table describes actions associated to the depicted button image. Note that some images are associated with several buttons, used for more than one purpose within the Automatic Deductions feature.

Button Image	Description
	The New button allows users to switch to insert mode. This action button allows users to manually create expense vouchers.
	The Search button allows users to switch to search mode.
	The Workflow History button displays a summary table of the executed workflow transitions for the selected expense voucher.
	Calendar date-pickers allows users to select on a visual calendar a specific date. Within Expense Voucher, it is used to select the voucher date, invoice date and invoice receipt date.
	The New button allows users to add details to the selected tab. It is used to add expense voucher line items, expense voucher payment details and attachments.
	The Transition button allows users to execute the selected workflow status change. When selected, users are prompt with a window to log any relevant information about the status change.
	The Generate Data Import Template button allows users to generate the import template.
	The Execute Date Import button allows users to import a file from outside the GRP. When clicking the icon, a screen appears:

Attachment Tab

Overview

Attachment tab allows users to attach files for supporting the automatic deduction.

Visible Fields

Field	Description
Id	Unique identification code for the transaction, this field’s value is assigned by the system or provided by users depending on System Parameters.
Title	Name of the attachment.
Description	Detailed description of the attachment.
Attachment Classification	Reference to attachment classification.
Attachment	Button for navigating the file and attach to the screen.
Date Time	Date and time of the last operation performed on the attachment document, automatically generated upon saving the Attachment.
Date	This attribute classifies the attribute in terms of date and used as a reference for Reports and Forms.
Language	Language used to enter title and description.
User	The user who added the attachment, automatically generated by the system.

Employee Deduction Rule

Overview

An Employee's pay will include at least one type of deduction that is put into place by law or the choice of the employer or employee. These deductions follow standards and regulations during the payroll calculation process. The Employee Deduction Rule screen provides the ability to regulate how a deduction is used on an employee's earnings. This function will define when a deduction is set to begin and the amount the deduction will be. It also describes the maximum amount the deduction is allowed to be in specified time periods, such as monthly and yearly maximum amounts. These rules can be created, modified and deleted and searches can be performed.

Navigation

Payroll Management ► Employee Payroll Settings ► Employee Deduction Rule

Employee Deduction Rule screen Fields

Field	Description
Employee	Employee Unique Identification Code.
Deduction	Deduction Unique Identification Code.
Automatic Deduction	Automatic deduction previously created.
New Maximum By Pay	Maximum deduction amount allowed per pay.
New Monthly Maximum Amount	Maximum deduction amount allowed per month.
New Annual Maximum Amount	Annual maximum deduction amount allowed.
Start Date	Date at which the deduction rule will take effect.
End Date	Date at which the deduction rule will stop.
Past Maximum Age	If checked, the deduction will continue to be in affect past its expiry date.
Occurrences by fiscal year	Number of occurrences in the fiscal year.

Accumulated Benefit Request

Overview

This screen contains information regarding Accumulated Benefits requests. Accumulated benefits requests can be either PAYMENT or TRANSFER. Each request is put in individually and includes a date, pay code, status, employee and employee assignment information.

Once the Request has been approved, then records will be created automatically in cost items per period. Once the records have been created in Cost items per period, during the payroll calculation the entity Summary of Accumulated Benefits will be updated.

Navigation

Payroll Management ► Employee Payroll Settings ► Accumulated Benefit Requests

Accumulated Benefit Request screen Fields

Field	Description
Id	Accumulated Benefit Request ID is system generated.
Workflow Status	It is updated by the system. Depending on the Workflow Configuration Setting the basic Stages are ‘Created’, ‘Approval Requested’, ‘Approved’, ‘Rejected’, 'Cancelled', 'Template'.
Request Date	This is the date of request.
Request Process	The request process can be Payment or Transfer.
Employee	Employee having an accumulated benefit.
Accumulated Benefit Summary	This contains the summary of Accumulated Benefit.
Fiscal Year	This is the applicable year.
Pay Code	Filter criteria to filter the screen by Pay Code
Pay Period	Filter criteria to filter the screen by Pay Period
To Accumulated Benefit	The user needs to select the Accumulated Benefit.

Loan Deduction Export

Overview

This screen allow users to Export the Loan Deduction made previously for reporting purpose.

Navigation

Payroll Management ► Employee Payroll Settings ► Loan Deduction Export

Loan Deduction Export Screen Fields

Fields	Description
Fiscal Year	Fiscal year of the Loan Deduction.
Pay Code	Pay Code of the employee payroll.
Pay Period	Pay period of the employee payroll.

Loan Deduction Import

Overview

In this interoperation, IPPS will provide the details of employees and corresponding pay-slip details (allowances and deductions) of a particular pay period where as PSU will return the verified deduction (loans & hire purchase) details of employees for the next pay period.

Navigation

Payroll Management ► Employee Payroll Settings ► Loan Deduction Import

Loan Deduction Import Screen Fields

Fields	Description
Loan Deduction Import	This fields allows user to choose import file.
Import Date	Import date and time of the file. It’s automatically updated by the system.
Effective Date	Date when the loan amount going the effect the deduction.

Importing a Loan Deduction

To IMPORT an Loan Deduction File, follow the steps below:

Navigation

By default, you will be in Insert Mode.

1. Enter the new Loan Deduction information. Fields with an asterisk are mandatory fields.

2. Click to attach an Loan Deduction File

3. The Import Date will be automatically generated.

Import Date: the date the loan deduction is imported

4. Enter the Effective Date using the calendar .

Effective Date: this is the start date for the loan deduction

5. Click on the Import button at the bottom of the page to Import the Loan Deduction File. A window will appear to confirm the new Loan Deduction import. Click OK to confirm

Loan Deduction Import Results

Overview

The Loan Deduction Results screen allows the user to retrieve the previously generated Loan Deduction file. The file retrieved is the file that comes from Payment Solution Uganda (PSU).

Navigation

Payroll Management ► Employee Payroll Settings ► Loan Deduction Import Results

Loan Deduction Import Results screen includes the following fields:

Field	Definition
Correlative Id	unique identification number for the file
Element Code	first segment of the financial coding block
Employee	Employee associated with the deduction loan
Employee Assignment	Employee Assignment associated with the deduction loan
Ministry of Departments	name of the Ministry associated to the employee
Deduction	the unique identification number associated to the loan deduction
Payroll	type of payroll associated with employee (traditional or teacher)
Amount	loan amount
Employee Deduction Counter	how many payments left
Action	action of the loan (A-Add, D-Delete, T-Top Up)
Vendor	represents the bank that is giving the loan to the employee
Status	the status of the loan
Import Date	the date the deduction loan was imported
Effective Date	the starting date for the loan
Remarks	additional Remarks or Comments

Yearly Maximum Cost Item validation

Overview

The salary found in the salary transition is the salary to be used. If the cost item scale frequency rate is equal to the hourly or daily or weekly or monthly then the amount has to be converted into annual when doing this validation. If the validation fails then the employees pay does not get paid.

Navigation

Payroll Management ► Employee Payroll Settings► Maximum Yearly Cost Item Validation

Yearly Maximum Cost Item validation Screen Fields

Fields	Description
Validation Type	Specifying the type of validation.
Active	If it is checked that means the record is active
Cost Item Tab	It specifies the cost item details.

Employee Payroll Results

Cost Items Per Period

Overview

Cost Items Per Period are specific to a single pay period and can be modified by authorized users until the pay is closed. They can be created by authorized users to accommodate one-time Cost Items.

More commonly, Cost Items Per Period will be created during the calculation of an employee’s pay. When the Pay Calculation is executed, the Automatic Cost Items are copied over to the Cost Items Per Period and are processed. If a pay is recalculated, the set of previously created Cost Items Per Period is replaced by a new set except for any Cost Items Per Period which were user-created or modified.

Once a pay is closed, all Cost Items Per Period become available for viewing purposes only and cannot be modified or deleted.

Navigation

Payroll Management ► Employee Payroll Results► Cost Items Per Period

Cost Item Per Period screen Fields and Tab

Field	Description
Employee	The employee which is assigned to this specific Deduction Per Period.
Workflow Status	Workflow Status of the cost item per period
Employee Assignment	Assignment associated to this Cost Item Per Period.
Accumulated Benefits To Zero	This field is unchecked by default and is updated by the Accumulated Benefits function. It is used by the Payroll calculation.
Accumulated Benefits Transfer	This field is unchecked by default and is updated by the Accumulated Benefits function. It is used by the Payroll calculation.
Automatic	If checked, indicates that this Cost Item Per Period was automatically copied by the application, from the Automatic Cost Items
Is Auto Modified	This indicator is checked if the following criteria are met Status Approved, Automatic is checked, and Transaction Type is set to Regular. Furthermore, if any of the values for Amount For Frequency, Number of Hours or Days, Cost Item Scale Group, Cost Item Scale, Cost Item Scale Level, Scale Step, Debit Coding Block, Credit Coding Block, and Corrected Amount are different, Auto Modified must be checked.
Retroactive	This field is from the Payroll calculation, is false by default and not editable.
Status	By default the value is Not Processed. When the Payroll Calculation is executed, the application will look for those with the status Not Processed and Calculated, validate and process them, and then set the status to Calculated if they were successfully processed. When the calculated pay for the selected pay period is finalized, the status of these records will be set to Finalized and the user will be unable to edit or delete these records. When a Payment Cancellation is done, this attribute is set to Cancelled.
Transaction Type	Possible values are Regular, Time and Attendance, Accumulated Benefit and Entitlement. When recording time information through Time and Attendance, this field is set to Time and Attendance. If the Cost Item Per Period is created through the Accumulated Benefits function, this field is set to either Accumulated Benefit or Entitlement. For all other cases, this field is set to Regular.
Fiscal Year	Fiscal Year, from the drop-down menu.
Rate	Field that the user can use to enter a new value to customize the employee’s deduction per period. By default, the Rate from the Deductions screen, if populated, is included in this field. This value can be overridden.
Pay Code	Pay Code that the employee is assigned to.
Number of Pay Periods	Pay Period Number indicator
Start Date	The start date of the automatic cost items. By default, the start date of the pay period is populated in this field. The user can override the date. Cannot be greater than the pay period end date.
End Date	The end date of the automatic cost items. Cost Item End Date should be greater or equal to the Cost Item Start Date. By default, the pay period end date is populated in this field. The user can override the date. Cannot be greater than the pay period end date.
Cost Item	Cost Item associated to the Cost Item Per Period.
Number Of Hours Or Days	Number of hours or days concerned with the Cost Item Per period
Debit Coding Block	Financial Coding Block associated to the Debit. This entry is optional. If not entered, the default code is from Cost Items or Automatic Cost Items. If there is no Cost Item coding, it will come from Employee Assignment.
Credit Coding Block	Financial Coding Block associated to the Credit. This entry is optional. If not entered, the default code is used from Cost Items or Automatic Cost Items. If there is no Cost Item coding, it will come from Employee Assignment.
Reason	Field to specify why the cost item is being paid to the employee.
Task	Specifies the type of task the employee did.
Corrected Amount	Corrected amount of the cost item per period
Calculated Amount	This field is not editable and is automatically updated during the Payroll Calculation. This amount is displayed on the employee’s pay stub.
Taxable Amount	The amount that is taxable.
Accumulated Benefit	Displays the default value of Accumulated Benefit from the Cost Items screen and is not editable.
Effect on Accumulated Benefit	Displays the default value of Effect on Accumulated Benefit from the Cost Items screen and is not editable.
Explanation	Field to enter a short explanation about the Cost Item Per Period. This field is mandatory if a value is entered in the field Cost Item Corrected Amount.
Attachment Tab	Cost Item Per Period can have 0 or more documents attached to it.

Attachment Tab

Overview

It allows users to attach external file to Cost Item Per Period.

Attachment Tab screen Fields

Field	Description
Id	System generated identification for the Attachment.
Title	Name of the Attachment.
Description	Detailed description of the Attachment.
Attachment	Button for navigating the file and attach to the screen.
Date Time	Creation date of the Attachment; automatically generated upon saving the Attachment.
User	The user who added the Attachment; automatically generated.

Deductions Per Period

Overview

The Deduction Per Period screen holds details of each deduction applicable to an employee for a pay period. The period deductions are used to produce the payroll calculation for the employee and to provide a history of all the deductions applicable to the employee in each pay period. These records can be created and modified by authorized users to accommodate for one-time deductions.

When the payroll calculation is executed, the employee's automatic deductions are copied to the Deduction Per Period screen and all the calculations are based on those records.

Once the pay period is closed, all period deductions become available for viewing purposes only and cannot be modified or deleted. They remain in the system in order to provide payroll details.

Navigation

Payroll Management ► Employee Payroll Results ► Deductions Per Period

Deductions Per Period screen Fields and Tab

Field	Description
Employee	The employee which is assigned to this specific Deduction Per Period.
Workflow Status	Workflow Status of the Deductions Per Period
Employee Assignment	Assignment associated to this Deduction Per Period.
Deduction	Deduction Unique Identification Code associated to this Deduction Per Period.
Vendor	Allows to select vendor from the lookup
Is Automatic	If checked, indicates that the Deduction Per Period was automatically copied by the application.
Is Arrears	If checked, the deduction is in arrears, as generated by the Payroll calculation. This field is not editable
Is Auto Modified	Default value is FALSE
Periodic Deduction Calculated	This database field is not editable and is automatically updated during the Payroll Calculation. It is this amount that will be displayed on the employee’s pay stub.
Periodic Deduction Corrected	Periodic Deduction Corrected amount. After doing the Payroll calculation and if the pay period is not yet closed, the user can make modifications. If an amount is entered in this field, then this value has precedence
Deduction Per Period Status	This field is not editable and is set to Not Processed by default. Possible values are Not Processed, Calculated, Finalized, Cancelled and Inactivated.
Fiscal Year	Allows to select fiscal year from the drop down list.
Pay Code	The pay code for the period deduction.
Pay Period Number	The pay period number for the period deduction.
Is Retroactive	This field is not editable and is checked by a Payroll procedure that creates retroactive transactions.
Amount	Field that the user can use to enter a new value to customize the employee’s deduction per period. By default, the Amount from the Deductions screen, if populated, is included in this field. This value can be overridden.
Rate	Field that the user can use to enter a new value to customize the employee’s deduction per period. By default, the Rate from the Deductions screen, if populated, is included in this field. This value can be overridden.
Exemption	Editable field that the user can use to enter a new value to customize the employee’s deduction per period. By default, the Exemption from the Deductions screen, if populated, is included in this field. This value can be overridden.
Minimum Salary	Editable field that the user can use to enter a new value to customize the employee’s deduction per period. By default, the Minimum Salary from the Deductions screen, if populated, is included in this field. This value can be overridden.
Reference Number	Loan reference number
Financial Coding Block Credit	Credit Financial Coding Block for the Deduction Per Period. This entry is optional. If not entered, the default financial coding is from Cost Items or Automatic Cost Items. If there is no Cost Item Financial Coding, the coding will be from the Employee Assignment.
Financial Coding Block Debit	Debit Financial Coding Block for the Deduction Per Period. This entry is optional. If not entered, the default financial coding is used from Cost Items or Automatic Cost Items. If there is no Cost Item Financial Coding, the coding will be from the Employee Assignment.
Explanation	Available to provide a short explanation about the Deduction Per Period. This attribute is mandatory if a value is entered under Periodic Deduction Corrected Amount.
Language	Country specific language used to register the description.
Attachment Tab	Deductions per period can have 0 or more documents attached to it.

Attachment Tab

Overview

It allows users to attach external file to Deductions Per Period.

Attachment Tab screen Fields

Field	Description
Id	System generated identification for the Attachment.
Title	Name of the Attachment.
Description	Detailed description of the Attachment.
Attachment	Button for navigating the file and attach to the screen.
Date Time	Creation date of the Attachment; automatically generated upon saving the Attachment.
User	The user who added the Attachment; automatically generated.

Cost Items Per Period Target Stage

Overview

This process will allow the user to execute a workflow transition for many Cost Item Per Period.

Navigation

Payroll Management ► Employee Payroll Results ► Cost Item Per Period Target Stage

Cost Item Per Period Target Stage Screen Fields

Fields	Description
Employee	Employee id of the cost item per period.
Employee Assignment	Employee assignment id
Is Automatic	It indicates automatic cost item per period
Status	Status of the cost item per period.
Fiscal Year	Fiscal year of the cost item per period.
Pay Code	Pay Code of the cost item Per Period from employee assignment.
Pay Period Number	Pay period of the employee payroll.
Cost Item	Cost item code of the cost item per period.
Application User	Automatically populated by the system when the form is displayed, Read Only field.
Origin	Origin of the cost item per period.
Target Stage	Workflow target stage, The value to be displayed will depend on the stages configured on the Workflow Process.

Deduction Per Period Target Stage

Overview

This process will allow the user to execute a workflow transition for many Deduction Per Period.

Navigation

Payroll Management ► Employee Payroll Results ► Deduction Per Period Target Stage

Cost Item Per Period Target Stage Screen Fields

Fields	Description
Employee	Employee id of the Deduction Per Period.
Employee Assignment	Employee assignment id
Is Automatic	It indicates automatic Deduction Per Period
Status	Status of the Deduction Per Period.
Fiscal Year	Fiscal year of the Deduction Per Period.
Pay Code	Pay Code of the Deduction Per Period from employee assignment.
Pay Period Number	Pay period of the employee payroll.
Application User	Automatically populated by the system when the form is displayed, Read Only field.
Origin	Origin of the Deduction Per Period.
Target Stage	Workflow target stage, The value to be displayed will depend on the stages configured on the Workflow Process.

Payroll Transaction Processing

Payroll Calculation

Calculate Regular Payroll

Overview

Payroll managers use the Calculate Regular Payroll application to determine the employees pay based on the Fiscal Year, Pay Code, Pay Period, and the chosen Institutions. Fiscal Year is a fundamental component of FreeBalance Accountability Platform. Budgets are created per fiscal year, transactions are posted for a particular fiscal year, reports are generated by fiscal year, analysis is performed comparing results from fiscal year to fiscal year and so on, etc. A fiscal year may not correspond to a calendar year. Pay Code allows every employee to have a specified time when he or she will get paid. This selected schedule of pay depends on the pay details associated with the employee position and the institution where he/she works (i.e. Ministry of Transportation).

Navigation

Payroll Management ► Payroll Transaction Processing ► Payroll Calculation ► Calculate Regular Payroll

Calculate Regular Payroll screen Fields

Field	Description
Fiscal Year	Fiscal Year of the Payroll Calculation.
Pay Code	Pay Code associated to the Payroll Calculation.
Pay Period	Pay Period of the Payroll Calculation.
Employee	Employee for which Payroll Calculation is performed.
Institutions	Identifies which organization the payroll is based on or being calculated for (i.e., Ministry of Finance).

Calculate Cost Items

The CALCULATE Cost Items step is comprised of the following functions:

Generate an employee net pay number, after verification that the pay has not already been finalized.
Find the cost items previously calculated to determine if the pay was already calculated. If so, reverse the summary of accumulated benefits, reverse the cumulate hours, change status of the cost items per period to Not Processed, reduce the arrears and payments amounts, before the pay is re-calculated.
Check for retroactive transactions, and create the cost items and deductions per period, for these retroactive transactions.
Copy the automatic cost items in cost items per period. Most of the time, one (1) automatic cost item will create one (1) cost item per period. However if there is a new salary transition, certain cost items need to be split to reflect the new salary. Also, if a cost item has a new cost item effective date, this would mean that part of the month, the cost item is one amount and the other part it is another amount, so again the system will need to create multiple cost items per period to reflect this.
Calculation of Statutory Holidays. The system must verify if there were any statutory holidays during the pay period being calculated or any statutory holiday for the retroactive transactions, based on the Shift Schedule Definition of the employee assignment.
Check if manual or retroactive cost items per period need to be split. For every record found in Cost Items Per Period with Frequency set to One time or Pay Period, and IsProRated set to True, the application will verify if any Salary Transition occurs between the Cost Item Start Date and End Date. If a Salary Transition occurs, the cost item per period will be split at the Salary Transition effective date.
Verify and assign Accumulated Benefit entitlements. The application will verify the global variables associated to the Accumulated Benefits and verify if the employee for which the pay is calculated, is entitled to accumulated benefits as per Accumulated Benefit Entitlement. If Entitlement credits have already been generated, under Cost Items Per Period (Cost Item Transaction Type is set to Entitlement and State is set to Approved), the Number of Hours/Day/Unit is set based on the number of days under Accumulated Benefit Entitlement Detail.
Find the Accumulated Benefit transfers balance, from Accumulated Benefits Summary . If the Accumulated Benefit Type is Daily of Hourly, the Number of Hours/Day/Unit of Cost Item Per Period is set to Balance, otherwise if Accumulated Benefit Type is Paid, Amount for Frequency is set to Balance.
Calculate the value of the cost items per period. In cost items per period, there will be records coming from automatic cost items or cost items per period that were entered through the time and attendance module or cost items per period that were added manually through the cost items per period screen. The application will scan these cost items per period in order of sequence Cost Items. Only Cost Items Per Period that have a status not set to Cancelled nor Finalized, and a State set to Approved are calculated. Calculated Amount and Amount Limiting Regular Cost Item, from Period are determined at this step, based on a detailed algorithm.
Apply the maximums. At this step, the Maximum by Pay, Monthly Maximum and Annual Maximum, from Cost Items Per Period are applied, if any.
Apply penalties. At this step, the Employee Assignment Penalties are applied, if any.
Update Accumulated Benefits. Summary of Accumulated Benefits fields, including Accumulated, Credit, Debit, Taken, Paid and Balance are updated, based on the Effect on Accumulated Benefit, from Cost Item Per Period.
Set other attributes in cost items per period. If no error was generated during the previous steps, the fields Employee net Payment, Sequence Calculated, from Cost Items Per Period are set to the values determined, and the status is set to 'Calculated'.
Update the cumulated hours, based on the Number of Hours/Day/Unit, from Cost Item Per Period.
Check for remaining balances in accumulated benefits. If the global parameter Accumulated Benefit = TRUE and the global parameter Gregorian Calendar = TRUE, the application will verify if the pay period is the last pay period before the new year and if so, will verify that every Summary of Accumulated Benefit has a balance of zero. If the balance is not zero, the following error will be generated: "The year end procedure for the Accumulated Benefits has not been done. This employee cannot be calculated. Please execute the year end procedure and recalculate". The application also verified if any assignments ended and there are remaining balances. If so, the following error will be generated:"The employee's assignment has ended and has remaining balances. Accumulated Benefit transfers need to be generated before pay can be calculated."

Calculate Deduction Items

To CALCULATE Deductions, the following actions must be performed:

Copy automatic deductions into Deductions per Period
Validate Minimum Salary. If the sum of the Cost Item Corrected Amount or Calculated Amount, from Cost Items per Period, as applicable, for each Cost Item marked as Is Basic Salary, is less than the Minimum Salary specified under Automatic Deductions , the Period Deduction Calculated Amount is set to zero (0), under Deductions Per Period.
Calculate the amounts of the deductions based on other deductions.

The deductions have to be calculated in the order of sequence, specified under Deductions . This step includes the calculation of Period Deductions Calculated Amount based on other deductions previously calculated, with a smaller sequence order, less any exemption specified under Deductions per Period.

Fixed amount Deductions. This step includes the calculation of Period Deductions Calculated Amount based on fixed amount.
Deductions based on cost items (deduction type N/A). Calculates the Period Deduction Calculated Amount for Deductions based on cost items, as specified under Deductions , if Deduction Type is set to N/A.
Deductions based on cost items (deduction type TAX). Calculates the Period Deduction Calculated Amount for Deductions based on cost items, as specified under Deductions , if Deduction Type is set to TAX.
Send transactions in arrears.

There are 4 reasons why transactions go in arrears:

1) For an extended period of time, the employee is on leave and does not have any cost item to cover the mandatory deduction.

2) For a specific pay period, the employee does not have sufficient cost items to cover the mandatory deduction.

3) The calculated deductions that affect the pay have a greater value than the maximum allowed.

4) The employee is paying back the arrears through automatic deductions.

All transactions in Arrears will be included in the Arrears form.

Check for penalties. The application will apply the penalties specified under Employee Assignment Penalties , if applicable.
Validate and apply the rules. The application will apply the Maximum Per Pay, Monthly Maximum Amount and Annual Maximum, from Employee Deduction Rules, as well as the Maximum Cumulative Deductions.
Set other attributes in deductions per period. The application will set the Employee Net Payment, Sequence Calculated and the Status to Calculated, under Deductions Per Period.

Calculate GL Distribution

The calculation of the GL Distribution is comprised of the following steps:

Validate that the distribution can be done. The application will validate, for each Employee, that Is Finalized is false (un-checked), Is Valid is true (checked), and there is no Cancel Date, under View Pay Cheque.

Erase the previous GL distribution. If the GL distribution has already been calculated, the application deletes the employees GL distribution for the pay period for which the pay is calculated, so it can be re-generated properly. The distribution is saved under Cost Items and Deductions.

Generate the cost item distribution,for the Debit and Credit transactions. If a partial or full line of coding is specified under Cost Item Per Period, it has precedence. For the segments not specified under Cost Items Per Period, the application then looks at the Automatic Cost Items partial or full line of coding. For the segments not specified under Automatic Cost Items, the application then looks at the Cost Items partial or full line of coding. For the segments not specified under Cost Items, the application looks at the Assignment Financial Coding Block. Code splitting is performed, at the Assignment Financial Coding Block level, if a Percentage different than 100% is specified. Finally, for the segments not specified under Assignment Financial Coding Block, the application retrieves the coding from Position Financial Coding Block. Code splitting is performed, at the Position Financial Coding Block level, based on the Percentage specified under Position Financial Coding Block.

Generate the deduction distribution, for the Debit and Credit transactions. If a partial or full line of coding is specified under Deductions Per Period , it has precedence. For the segments not specified under Deductions Per Period, the application then looks at the Automatic Deductions partial or full line of coding. For the segments not specified under Automatic Deductions, the application then looks at the Deductions partial or full line of coding. For the segments not specified under Deductions, the application looks at the Assignment Financial Coding Block. Code splitting is performed, at the Assignment Financial Coding Block level, if a Percentage different than 100% is specified. Finally, for the segments not specified under Assignment Financial Coding Block, the application retrieves the coding from Position Financial Coding Block. Code splitting is performed, at the Position Financial Coding Block level, based on the Percentage specified under Position Financial Coding Block.

Retroactive Pay Calculation

There are two (2) kinds of retroactive pays:

1) A delay occurs for approval of a new employee or a new promotion. This is directly linked to a new assignment.

The application will create cost items per period and deductions per period marked as retroactive, for each pay period for which retroactive payments are made.

2) A delay occurs for signature of an increase. This is not linked to a new assignment.

The Retroactive Summary screen is used to enter employee assignment filters, Cost Items to consider and percentage of increase. A list of employee assignments meeting the filter criteria will be presented to the user. Retroactive amounts will be calculated by multiplying the sum of cost items per period, associated to each selected cost item and for each assignment, by the percentage of increase. Once the retroactive details are approved, pre-approved records are created in the employee assignments change requests and cost items per period.

View Pays

Overview

Once the records established in Employee Net Payments have been specified, Payroll Calculation Results can be viewed by the user. In this list, only calculations that did not have an error will be displayed, as any payroll calculation with an error will not be saved.

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Payroll Management ► Payroll Transaction Processing ► Payroll Calculation ► View Pays

View Pays screen Fields and Tabs

Field	Description
ID	Unique identification code of the Net Pay.
Is Finalized	Finalized indicator. If checked, no modification is allowed.
Is GL Distributed	GL Distributed indicator. If checked, a GL distribution has been generated.
Is Valid	Valid indicator. If checked, indicates that the transaction is valid.
Is Pay slip sent by email	If checked by email it signifies that pay slip is sent by mail.
Date Calculated	The date that the employee's payroll was calculated.
Cancel Date	The date of cancellation of the payroll calculation, if applicable.
Amount Paid	The employee net pay for the pay period.
Employee	Employee for whom the payroll calculation results are generated.
Fiscal Year	The Fiscal Year the pay belongs to.
Pay Code	Pay Code for which the payroll calculation is generated.
Pay Period	The Pay Period for which the payroll calculation is generated.
First Name	The employee's first name.
Middle Name	The employee's middle name.
Last Name	The employee's last name.
Transfer Number	Number associated to the transfer to the Financials system.
Cancel Transfer Number	Transfer Number associated to the cancelled cheque.
Financial Transfer Number	Transfer number when the batch for the EV/JV is created.
Pay Period Adjustment Rate	The adjustment rate of the pay period.
Institution	The institution (organization) that the person belongs to.
Cancelled By	User who cancelled the payment.
Comments	Additional comment to display on the Pay Stub in selected language.
Cost Items per Periods Tab	Displays the details to each cost item per period generated for the selected result.
Deductions per Periods Tab	Displays the details to each deduction per period generated for the selected result.
Payment Details Tab	This Tab is used to include details on the payments.

Pay Calculation Log

Overview

The Pay Calculation Log displays all information pertaining to calculation and finalization processes that have been executed. It is used to view the status of the process that was launched. It also displays any errors that occurred during the process in order to allow modifications to be performed for those employees prior to re-calculating or finalizing.

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Payroll Management ► Payroll Transaction Processing ► Payroll Calculation ► Pay Calculation Log

Pay Calculations Log screen Fields and Tabs

Field	Description
ID	Unique identification code of the Pay Calculation Log.
Is Calculating	Is Calculating Status - if checked, the payroll calculation is being calculated at this time.
Start Date	Start date of the pay calculation.
End Date	End date of the calculation
Fiscal Year	Select Fiscal Year from drop down menu.
Pay Code	Pay Code associated to the Payroll Calculation.
Pay Period	The Pay Period associated to the Payroll Calculation
Process	Defines the type of process that has been executed. Can be Payroll Calculation or Finalize Pay Period.
Message	Once the process has been completed, the system will display a message to indicate whether it was successfully, or had errors.
Created By	Created user
Institutions Tab	Lists the organizations that were included in the process.
Pay Calculation Log Details Tab	Lists the employees and the errors their pay incurred during the process, if any.

Pay Calculation Log Details

Overview

Shows the detail information about the Payroll Calculation Log.

Pay Calculation Log Details Tab screen Fields

Field	Description
Employee Net Payment	Shows the serial number of the employee’s net payment.
Is Modified	Checked if the employee payment is modified.
Is Calculated	Is Calculating Status - if checked, the payroll calculation is being calculated at this time.
Is Distributed	Checked if the employee payment is distributed.
Message Type	Shows the type of messages after calculating the pay.
Employee Assignment	This gives the list assignment id that satisfy the search criteria above and that will be calculated for this employee.
Employee	Shows the name of the employee.
Exception	Show any exception if the pay calculation have failed.
Language	Shows the country specific language selected for the Pay Calculation Details.
Message	For defining any external message.

Finalize Pay Period

Overview

The Finalize Pay Period function is used to prevent additional changes, and freeze the amounts that have been calculated for the selected Fiscal Year, Pay Code, and Pay Period. Once finalization has been completed, the application will not allow any modifications to be made for the selected period. Finalized pays cannot be recalculated. Financial information can be generated when the pay period is finalized. This leads to the actual delivery of employee funds.

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Payroll Management ► Payroll Transaction Processing ► Payroll Calculation ► Finalize Pay Period

Finalize Pay Period screen Fields

Field	Description
Fiscal Year	Fiscal Year of the Payroll Calculation.
Pay Code	Pay Code associated to the Payroll Calculation.
Pay Period	Pay Period of the Payroll Calculation.
Employee	Employee for which Payroll Calculation is performed.
Institutions	Identifies which organization the payroll is based on or being calculated for (i.e., Ministry of Finance).

Payment Batch for Salaries

Overview

The Payment Batch for Salaries generates the required set of payments needed to deliver financial information and payments related to a specific pay period. This information will be taken from the results obtained during the finalization process.

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Payroll Management ► Payroll Transaction Processing ► Payroll Calculation ► Payment Batch for Salaries

Payment Batch for Salaries screen Fields

Field	Description
Fiscal Year	Fiscal Year of the Payroll Calculation.
Pay Code	Pay Code associated to the Payroll Calculation.
Pay Period	Pay Period of the Payroll Calculation.
Create Batch For	Select payments to create a Batch for All, New or Corrected.
Comment	Additional comments.
Institution	Lists the organizations that were included in the process.

Payment Summaries for Salaries

Overview

The Payment Files are a function that is generated through the Payment Summaries for Salaries screen. The Payment Files generate all information required for the applicable Banking Institutions to process employee pays who are receiving Direct Deposit.

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Payroll Management ► Payroll Transaction Processing ► Payroll Calculation ► Payment Summaries for Salaries

Payment Summaries for Salaries screen Fields

Field	Description
ID	Summary Identification number.
Fiscal Year	Fiscal year of the payment summary for the salaries.
Pay Code	Pay Code associated to the payment summaries for salaries.
Pay Period	Pay Period of the payment summaries for salaries.
Creation Date	Date Summary is entered in system.
Total Payments	This contains the overall payments.
Total Amount	This contains the amount of payment.
Rejected Payments	Updated when a payment is rejected.
Rejected Amount	Updated when an amount is rejected.
Payments on Hold	Updated amount when a payment is placed on hold.
Amount on Hold	Updated amount when an amount is placed on hold.
Employee Direct Deposits Generated	Check to indicate employee direct deposits generates file.
Comment	Additional comments.
Sequence #	Payment number.
Status	Current payment status.
Employee	Employee Identification number.
Institution	Institution Identification number.
Pay Method	This contains the method of payment which can be cash, cheque or direct deposit.

Unapplied Payments

Overview

The Unapplied Payments screen enables users to import files of rejected payments received from a financial institution (bank).

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The Unapplied Payment Screen Includes the following fields:

Fields	Definitions
Payment Summary	Payment Summary provides a summary of Payments within a Payment Batch. The Payment Summary can be identified by a unique auto generated number or ID.
Unapplied Payment File	Unapplied Payment File contains information such as; Employee ID and Name, Net Pay, Employee Name, banking information, and Error.

Importing Unapplied Payments

Overview

The Unapplied Payments screen enables users to import files of rejected payments received from a financial institution (bank).

To Import Unapplied Payments, follow the steps below:

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1. Enter the new Unapplied Payments information. Fields with an asterisk are mandatory fields.

2. Enter the Payment Summary, click on the Lookup Icon, and enter the Payment Summary information, or leave the Payment Summary Information blank to retrieve all Payment Summaries.

3. Click on the Find icon .

4. Select the appropriate Payment Summary.

Note: The Payment Summary used must include Payments that were Rejected. To determine the Status of a Payment refer to the Payment Summary (Click for more Information) screen at the bottom there is a Payment Details box, which displays the Status of Payments.

Note: If the Payment was Rejected because the Employee Information is incorrect. Changes to Employee Payment information must be modified. Refer to Payment Informatio n for more Information.

Note: Once the Employee information is corrected, the user must Return to the Payment Summary (Click for more Information) and change the status of the Payment from Rejected to Corrected. Then a New Payment Batch reflecting the correct Payment Information must be created.

Payment Summary: Payment Summary provides a summary of Payments that were created with the Payment Batch options. The Payment Summary can be identified by a unique auto generated number or ID. At the bottom of the form, the details of the summary can be viewed.

5. Enter the Unapplied Payment File, click on the Browse Icon , then select the appropriate Unapplied Payment File.

Note: The Unapplied Payment File is provided by the Bank (or Financial Institution) when payments have been Rejected.

Unapplied Payment File: Unapplied Payment File contains information such as; Employee ID and Name, Net Pay, Employee Name, banking information, and Error.

6. Select the Import Icon to Import the Information entered in the Unapplied Payment Screen.

Employee Invoice Batch

Overview

This screen allow users to generate employee invoice batch. Once the pay is calculated and finalized, the next step is to generate a batch of employee invoices.

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Payroll Management ► Payroll Transaction Processing ► Payroll Calculation ► Employee Invoice Batch

Employee Invoice Batch Screen Fields

Fields	Description
Fiscal Year	Fiscal year of the employee payroll.
Pay Code	Pay Code of the employee payroll.
Pay Period	Pay period of the employee payroll.

Employee Invoice Summaries

Overview

This screen is used to generate a file that will create an invoice for each employee that needs to be paid. This 1 file will be imported in Financials which will create an invoice at the employee level in Oracle Financials. This means that for each employee, there is a supplier and for each pay period an invoice will be created for each employee.

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Payroll Management ► Payroll Transaction Processing ► Payroll Calculation ► Employee Invoice Summaries

Employee Invoice Summaries Screen Fields

Fields	Description
ID	Summary Identification number.
Fiscal Year	Fiscal year of the employee invoice summary.
Pay Code	Pay Code associated to the employee invoice summary.
Pay Period	Pay Period of the payment summaries for salaries.
Creation Date	Date Summary is entered in system.
Total Payments	This contains the overall payments.
Total Amount	This contains the amount of payment.
Sequence	Payment number.
Status	Current payment status.
Employee	Employee Identification number.
Institution	Institution Identification number.

Export Configuration Tables

Overview

The information exported is the payroll configuration entities. Deductions catalogue, Cost item scale, Cost item scale group, cost item scale step, Generic Positions. This process may take a lot of time so, this process works as a back end process where the user can leave the form and continue working. The process execution log is used to see if any errors occurred or when the process is finished.

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Payroll Management ► Payroll Transaction Processing ► Payroll Calculation ► Export Configuration Tables

Export Configuration Tables Screen Fields

Fields	Description
Export Type	Export Type. Possibile values are: Deductions, Bands, Income Classification, Job Titles
Pay Code	Pay Code associated to the Payment Cancellation.
Effective Date	System Default current date.

Export Employee Deductions

Overview

The information exported is the payroll information coming from the entity deduction financial coding block. This will produce a file in XML format that will be consumed by another system. The information exported is related to employee deductions that were paid out for a specific pay period. This process can take a lot of time so we need to have this as a back end process where the user can leave the form and continue working. The process execution log is used to see if any errors occurred or when the process is finished.

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Payroll Management ► Payroll Transaction Processing ► Payroll Calculation ► Export Employee Deduction

Export Employee Deductions Screen Fields

Fields	Description
Fiscal Year	Fiscal year of the export establishment control.
Pay Code	Pay Code of the employee payroll.
Pay Period	Pay Period of the payroll interface generation.
Institutions	Identifies which organization the payroll Interface Generation for (i.e., Ministry of Finance).

Export Establishment Control Quota

Overview

The information exported is the quota information coming from the entity employee position. This will produce a file in XML format that will be consumed by another system. The information exported is related to positions, the quota, and the salary scale information and to see how many position are OPEN for hire.

This process can take a lot of time so we need to have this as a back end process where the user can leave the form and continue working. The process execution log is used to see if any errors occurred or when the process is finished.

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Payroll Management ► Payroll Transaction Processing ► Payroll Calculation ► Export Establishment Control Quota

Export Establishment Control Quota Screen Fields

Fields	Description
Fiscal Year	Fiscal year of the export establishment control.
Pay Code	Pay Code of the employee payroll.
Pay Period	Pay Period of the payroll interface generation.
Institutions	Identifies which organization the payroll Interface Generation for (i.e., Ministry of Finance).

Export Establishment Payroll and Wage Performance Data

Overview

The information exported is the payroll information coming from the entity cost item financial coding block. This will produce a file in XML format that will be consumed by another system. The information exported is related to employee information, the salary scale information and the cost items that were paid out for a specific pay period.This process can take a lot of time so this process works as a back end process where the user can leave the form and continue working. The process execution log is used to see if any errors occurred or when the process is finished.

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Payroll Management ► Payroll Transaction Processing ► Payroll Calculation ► Export Establishment Payroll and Wage Performance Data

Export Establishment Payroll and Wage Performance Data Screen Fields

Fields	Description
Fiscal Year	Fiscal year of the Payroll and Wage Performance Data.
Pay Code	Pay Code of the employee payroll.
Pay Period	Pay Period of the payroll interface generation.
Institutions	Identifies which organization the payroll Interface Generation for (i.e., Ministry of Finance).

Export Pension and Gratuity Performance Data

Overview

The information exported is the payroll information coming from the entity retirement request and entity cost item financial coding block. But for this export it is for pension informatin only.

This will produce a file in XML format that will be consumed by another system.

The information exported is related to employee information, the salary scale information and the cost items that were paid out for a specific pay period.

This process can take a lot of time so this process works as a back end process where the user can leave the form and continue working.

The process execution log is used to see if any errors occurred or when the process is finished.

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Payroll Management ► Payroll Transaction Processing ► Payroll Calculation ► Export Pension and Gratuity Performance Data

Export Pension and Gratuity Performance Data Screen Fields

Fields	Description
Fiscal Year	Fiscal year of the pension and grautuity performance data.
Pay Code	Pay Code of the employee payroll.
Pay Period	Pay Period of the payroll interface generation.
Institutions	Identifies which organization the payroll Interface Generation for (i.e., Ministry of Finance).

Generate Bank Transfers Vouchers Files

Overview

Generate Bank Transfers Vouchers Files screen allow users to creating and exporting files with details of Bank Transfers for all employees included in the payroll.

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Payroll Management ► Payroll Transaction Processing ► Payroll Calculation ► Generate Bank Transfers Vouchers Files

Generate Bank Transfers Vouchers Files Screen Fields

Fields	Description
Fiscal Year	The year for which the payment has to be cancelled.
Pay Code	Pay Code associated to the Payment Cancellation.
Generation Type	Generation type is the generated payroll file type. Four options is available 1. Bank Transfer Vouchers. 2. Employers. 3. Social Security Deductions. 4. Tax Check Vouchers. In the bank transfer user need to select ‘Bank Transfers Vouchers’ in the generation type field.
Pay Period	Pay Period associated to the Payment Cancellation.
Beneficiary	NAME OF A BANK (FINANCIAL INSTITTUTION)
Institutions	Identifies which organization the payroll Interface Generation for (i.e., Ministry of Finance).

Generating Payroll Obligation

Overview

Provide to the entire governments that implements Free Balance CSM reserve the necessary funds to cover the pay for all employees thru the fiscal year in a quota budget configuration. This quota can be configured monthly, quarterly, semiannual and annual projection depends of the parameter setting. This process will allow the user to create one or more FA Obligations, Items and Distribution, to reserve the necessary fund to cover the regular pays during the current fiscal year.

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Payroll Management ► Payroll Transaction Processing ► Payroll Calculation ► Generating Payroll Obligation

Generating Payroll Obligation Screen Fields

Fields	Description
Id	ID for the Deduction. It is a system generated code.
Fiscal Year	Fiscal Year of the Obligation, Default current Fiscal Year.
Fiscal Period Level	Fiscal Period Level of the Obligation, Default current period Level.
Fiscal Period	Fiscal Period of the Obligation, Default current period.
Institution	Accounting Office Code. By default user current employee institution
Start Date	Start date of the obligation
End Date	End date of the obligation
Number of Fiscal Periods to Generate	Number of Fiscal Periods to Generate of the Payroll obligation.
Obligation Item Distribution Restricted	If TRUE, then the period and amount of the posted transactions against the Obligation must be validated against the Obligation’s item distribution. Default as defined in the Appropriations parameter
Enable Obligation Item Distribution	If True, Obligation Item get distributed automatically.
Referenced Fiscal Year	Referenced Fiscal Year of the Obligation Payroll.
Referenced Pay Code	Referenced Pay Code of the Obligation Payroll.
Referenced Pay Period	Referenced Pay Period of the Obligation Payroll.
Referenced Payment Amount	Referenced Payment Amount of the Obligation Payroll.
Forecasted Incremental Percentage	If Forecasted Incremental Payment is greather than zero: Amount * (Forecasted Incremental Payment *Amount/100). If Forecasted Incremental Payment is =zero then no calculation on the amount is required.
Created Date	Creation date of the genetaing Payroll obligation, automatically updated by ststem.
Created By	Application user, automatically updated by ststem.
Language	Country specific language used to register description.
Description	Description of the genetaing Payroll obligation
Obligation Tab	This tab allows User to view details of the Obligation which automatically generated once genetaing Payroll obligation get approved.

Payment Batch for Vendors

Overview

When selecting the option of Payment Batch, the user will see a list Displayed. This list is created from some of the attributes of the entity Payment Summary in descending order of Batch Creation Date. Organizations are paid bi-weekly, monthly, or by other methods that the organization may find appropriate. Some employees are paid based on job information while other employees are paid via time entry. Payroll managers publish payroll schedules to help units meet important deadlines to ensure timely payment to employees. If job record or time entry information is incorrect at the time of payroll calculation an overpayment or underpayment may occur.

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Payroll Management ► Payroll Transaction Processing ► Payroll Calculation ► Payment Batch for Vendors

Payment Batch for Vendors screen Fields

Field	Description
Fiscal Year	Fiscal Year of the Payroll Calculation.
Pay Code	Pay Code associated to the Payroll Calculation
Pay Period	Pay Period of the Payroll Calculation.
Effective Date	The date in which the payment is batch is effective
Create Batch For	Select payments to create a Batch for All, New or Corrected.
Language	Country specific language used to register description.
Comment	Additional comments.

Payment Cancelation

Payment Summaries for Vendors

Overview

This is used to show all the payment details which will be paid to different vendors. This screen shows the paid amount, rejected amount, amount on hold etc. which will be paid or already paid to the vendors.

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Payroll Management ► Payroll Transaction Processing ► Payroll Calculation ► Payment Summaries for Vendors

Payment Summaries for Vendors screen Fields

Field	Description
ID	Summary Identification number.
Fiscal Year	Fiscal year of the payment summary for the salaries.
Pay Code	Pay Code associated to the Payroll Calculation
Pay Period	Pay Period of the Payroll Calculation
Creation Date	Date Summary is entered in system.
Effective Date	The particular date in which the payment was effective.
Payments on Hold	Updated amount when a payment is placed on hold.
Amount on Hold	Updated amount when an amount is placed on hold.
Payments Rejected	Updated when a payment is rejected.
Amount Rejected	Updated when an amount is rejected.
Language	Country specific language used to register description.
Comment	Additional comments
Sequence	The Sequence following the payment.
Status	Current payment status.
Deduction	The deduction resulting the Payment
Vendor	The vendor associated to the respective payment
Institution	Institution Identification number.

Payroll Interface Generation

Overview

This function allow user to generate bank transfer, generate unique payment voucher, generate emoloyee tax cheque file and generate social security deduction file.

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Payroll Management ► Payroll Transaction Processing ► Payroll Calculation ► Payroll Interface Generation

Payroll Interface Generation Screen Fields

Fields	Description
Fiscal Year	Fiscal year of the payroll interface generation
Pay Code	Pay Code of the employee payroll.
Pay Period	Pay Period of the payroll interface generation.
Expense Voucher Row Count	Shows number of rows in the expense voucher.
Institutions	Identifies which organization the payroll Interface Generation for (i.e., Ministry of Finance).

Process Unapplied Payments (Salaries)

Overview

Upon the completion of payroll, a payment file is generated and sent to the bank, where the direct deposit is performed. If there are any mistakes that the bank realizes (i.e. the bank account number is entered wrong), the bank will send a file back to the organization. The organization must then update the information and resubmit the payment file with the new information for the employees who had mistakes in their payment files. However, in order to regenerate the information on a payment file, the employee’s pay must be reversed to be marked as "not paid". Upon uploading an unapplied payment file, all of the payments will be automatically marked as not paid so that the user can update the information and regenerate a payment file for all employees with payment file corrections.

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Payroll Management ► Payroll Transaction Processing ► Payroll Calculation ► Process Unapplied Payments (Salaries)

Process Unapplied Payments (Salaries) Screen Fields

Fields	Description
Unapplied Payment File	This is the file uploaded by the bank because an error occurred in processing an employee’s salary.

Process Unapplied Payments (Vendors)

Overview

The vendors need to import unapplied payments. These unapplied payments are identified with the EFT No and must be marked as rejected. The user needs to correct the banking information in the vendor form mark the records as corrected so that when they generate the payment file for vendors; they can export only the corrected ones.

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Payroll Management ► Payroll Transaction Processing ► Payroll Calculation ► Process Unapplied Payments (Vendors)

Process Unapplied Payments (Salaries) Screen Fields

Fields	Description
Unapplied Payment File	This is the file uploaded by the bank because an error occurred in processing an employee’s salary.

Unapplied Vendor Payment Import

Vendor Invoice Batch

Overview

This screen allow users to generate vendor invoice batch. Once the pay is calculated and finalized, the next step is to generate a batch of vendor invoices.

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Payroll Management ► Payroll Transaction Processing ► Payroll Calculation ► Vendoor Invoice Batch

Vendor Invoice Batch Screen Fields

Fields	Description
Fiscal Year	Fiscal year of the vendor payroll.
Pay Code	Pay Code of the vendor payroll.
Pay Period	Pay period of the vendor payroll.

Vendor Invoice Summaries

Overview

This screen is used to generate a file that will create an invoice for each vendor that needs to be paid. This 1 file will be imported in Financials which will create an invoice at the vendor level in Oracle Financials. This means that for each employee, there is a supplier and for each pay period an invoice will be created for each vendor.

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Payroll Management ► Payroll Transaction Processing ► Payroll Calculation ► Vendor Invoice Summaries

Vendor Invoice Summaries Screen Fields

Fields	Description
ID	Summary Identification number.
Fiscal Year	Fiscal year of the employee invoice summary.
Pay Code	Pay Code associated to the vendor invoice summary.
Pay Period	Pay Period of the payment summaries for salaries.
Creation Date	Date Summary is entered in system.
Total Details	This contains the overall Details.
Total Amount	This contains the amount of payment.
Sequence #	Payment number.
Status	Current payment status.
Vendor	This contains the vendor

Integrated Financial Management Information Systems (IFMIS) Interface

Generate IFMIS Batch

The Generate IFMIS Batch screen is used to generate the detailed view of a Payroll File. This File is exported to the Integrated Financial Management Information System.

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The Generate IFMIS Batch Screen contains the following Fields:

Fields	Description
Fiscal Year	Financial Year.
Pay Code	Pay Code Description
Pay Period	Pay Period Number.
Language	Language Used
Comments	User Comments of the Generate IFMIS Batch.
Work From	Work From Date per Pay Period
Work To	Work To Date per Pay Period.
Pay Date	Pay Date per Pay Period.

To Generate IFMIS Batch, follow the steps below:

1. Enter the new Generate IFMIS Batch information. Fields with an asterisk are mandatory fields.

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2. Select the Fiscal year from the Drop Down List.

3. Select Pay Code from Drop Down List.

4. Select Language from Drop Down List.

5. Ensure the Work From, Work To, and Pay Dates are correct.

6. Click on the Generate Button at to Generate IFMIS Batch File. A window will appear to confirm the Generation of the IFMIS Batch. Click OK to confirm.

7. The following Information message will appear, indicating the Batch has been Generated and in now ready to be reported.

Export IFMIS Batch

To Export IFMIS Batch, follow the steps below:

Navigation

1. Enter Export IFMIS File Information, or leave fields empty to retrieve all Export IFMIS Files, then Click on the Find icon .

2. Select IFMIS File you want to Export, you will then be in Update/Delete Mode.

3. Then Select the Export Icon at the bottom of the Export IFMIS File screen. An Information Window will Appear.

4. Click on the Open or Save File Icon at the bottom of the Export IFMIS File Screen to Open or Save IFMIS File.

Synchronize Employees With Supplier

Overview

This entity allows users to extract employee banking information from CSM.

A screenshot of the Synchronize Employees With Supplier feature is available here. Image shown as reference material; position and names for labels, fields and buttons are subject to parameter, rendering control configuration and installed revision.

Users access Synchronize Employees With Supplier from within the menu through this navigation path: Payroll Management ► Payroll Transaction Processing ►IFMIS Interface ►Synchronize Employees With Supplier

Visible Fields

The following table lists and describes all visible fields for the Synchronize Employees With Supplier feature, in their default order. Note that some fields depend on System Parameters and rendering control configuration to be visible and/or editable by users. Field names are subject to change through language label configuration.

Field	Description
Initial Synchronize	Indicates if the synchronization is initial or not. The default value of the Initial Synchronize checkbox is false.
Effective Date	From when the employee banking information is effective.

Button Image	Description
	Calendar date-pickers allow users to select on a visual calendar a specific date. Within Synchronize Employees With Supplier, it is used to select the effective date.
	The Generate File button allows users to generate the export file.

Synchronize Vendors with Supplier

Overview

This entity allows users to export the vendor information from CSM to update the Supplier table in the financial system.

A screenshot of the Synchronize Vendors with Supplier feature is available here. Image shown as reference material; position and names for labels, fields and buttons are subject to parameter, rendering control configuration and installed revision.

Users access Synchronize Vendors with Supplier from within the menu through this navigation path: Payroll Management ► Payroll Transaction Processing ►IFMIS Interface ►Synchronize Employees With Supplier

Visible Fields

The following table lists and describes all visible fields for the Synchronize Vendors with Supplier feature, in their default order. Note that some fields depend on System Parameters and rendering control configuration to be visible and/or editable by users. Field names are subject to change through language label configuration.

Field	Description
Is Initial Export of Vendor	Indicates if the synchronization is Initial Export of Vendor or not. The default value of the initial synchronize checkbox is true.

Button Image	Description
	The Generate File button allows users to generate the export file.

Generate Detailed Payment File

The Generate Payment File Function is used to generate the detailed Payroll File to export to the Financial System. It comprises of:

- Process to create a Batch of detailed payroll

- View a Batch of detailed payroll

- Export a Batch of detailed payroll

Rich text editor, edit-body, press ALT 0 for help.

Export a Batch of Detailed Payroll

The Export a Batch of Detailed Payroll comprises of the creation of a file based on Https/xml encrypted message communication protocol.

Process to Create a Batch of Detailed Payroll

View a Batch of Detailed Payroll

This screen allows users to see the records from Batch of detailed payroll.

Fields	Definition
Date of Payroll File	System Date
Employee Id	Employee Unique Identification Number
Cost Item Code	Cost Item Unique Identification Number
Deduction Code	Deduction Unique Identification Number
Amount	Cost Item per Period or Deduction per Period Corrected Amount, if not null, or Calculated Amount, as applicable.
Fund	Fund
Funding Source	Funding Source
Vote	First segment of Cost Item Financial Coding Block or Deduction Financial Coding Block
Institution	Institution, from the Employee Assignment
Spare 1
Spare 2
Project	Project
Spare 3
MTEF	MTEF
Sector	Sector
Vote Function	Vote Function
Output	Output
Account	Third segment of the Cost Item Financial Coding Block or Deduction Financial Coding Block
Payroll Class	Pay Code
Payroll Month	Month of Payroll Calculation
Payroll Id	Pay Period Unique Identification Number
Employee Name	Employee Last Name, First Name
Payee Name	Vendor Name (only applicable for deductions)
Payee Bank	Vendor Banking information
Payee Financial Institution Branch	Vendor Financial Institution Branch information
Payee Bank Account Number	Vendor Bank Account information
Payee Bank Account Name	Vendor Bank Account Name

Non IPPS Interfaces

Overview

The Non-Ipps Interface is used to export the payroll calculation result to a file that can later be import into the "Exception Handling Application" which a local application owned by the Government of Uganda. The purpose is to allow remote sites that do not have access to CSM to be able to modify the payroll information manually. Once the remote site have modified the information they send back an import file that is loaded into CSM and the modifications are sent for approval.

Non IPPS Sites

Overview

This screen defines a Non IPPS Site, all Non IPPS sites must be entered in this screen, to be available for the Automatic Preliminary File Generation

Navigation

Payroll Management ► Payroll Transaction Processing ► Non IPPS Interfaces ► Non IPPS Sites Purchasing

The Non IPPS Sites screen includes the following fields:

Field	Definitions
Insitution	Institution associated with Non IPPS Site
Communication Type	The type of communication used at the Non IPPS site
Active	Indication if Non IPPS site is active or not
Recipients	Employees associated to the Non IPPS site

View Preliminary Payroll File

Overview

The Preliminary Payroll File screen allows the user to retrieve the previously generated exception file. The file retrieved is the file to be sent to the Non-Ipps site.

Navigation

Payroll Management ► Payroll Transaction Processing ► Non IPPS Interfaces ► View Preliminary Payroll Files

The View Preliminary Payroll File screen includes the following fields

Field	Definition
Fiscal Year	Displays the financial year
Pay Code	Pay Code for which the preliminary payroll file is generated.
Pay Period	The Pay Period for which the preliminary payroll fle is generated
Status	The status of the preliminary payroll file.
Institution	The institution (organization) of the preliminary payroll file
Generated By	The employee who generated the preliminary payroll file
Exception File	The exception file that returned from the non-IPPS site as a result of the cost item decreases and deletions

Generate Preliminary Payroll Files

Overview

This is the screen to generate the Preliminary Payroll Files. This generation will be done based on the parameters of the payroll calculations and can be generated for one to many Non-Ipps site that were previously defined.

Navigation

Payroll Management ► Payroll Transaction Processing ► Non IPPS Interfaces ► Generate Preliminary Payroll Files

The Generate Preliminary Payroll Files screen includes the following fields

Field	Description
Fiscal Year	Fiscal Year of the Preliminary Payroll File.
Pay Code	Pay Code associated to Preliminary Payroll File
Pay Period	Pay Period of the Premlinary Payroll File
Institutions	Identifies which institution the Preliminary Payroll File is based on or being calculated for.

Generate a Preliminary Payroll Files

To GENERATE a Preliminary Payroll File, follow the steps below:

Navigation

1. Enter the Preliminary Payroll File information. Fields with an asterisk are mandatory fields.

2. Select the Fiscal Year, Pay Code, and Pay Period from the drop down menus, as required.

Fiscal Year: the fiscal year for which the Preliminary Payroll File is generated
Pay Code: the pay code for which the Preliminary Payroll File is generated
Pay Period: the pay period for which the Preliminary Payroll File is generated

3. To enter the Institution, if required, click on the Lookup icon ,click on Find icon to retrieve the Institution information, then select the Institution.

4.Click on Generate Files icon.

The following message will appear:

Exception File Import

Overview

The Exception File Import screen allows the user to import the changes that were manually performed remotely at the Non-Ipps sites. The import process also creates the approval requests of the changes to be later approved.

Navigation

Payroll Management ► Payroll Transaction Processing ► Non IPPS Interfaces ► Exception File Import

The Exception File Import screen includes the following fields

Field	Description
Fiscal Year	the fiscal year associated with the exception file
Pay Code	the pay code associated with the exception file
Pay Period	the pay period associated with the exception file
Status	the status of the exception file
Insitution	the institution associated with the exception file
Loaded By	the employee who loaded this exception file in the system.
Sent By	this is the employee who submitted the exception file by email

Import an Exception File

To IMPORT an Exception File, follow the steps below:

Navigation

By default, you will be in Search Mode.

1. Click on the New icon you will then be in Insert Mode.

2. Enter the new Exception File information. Fields with an asterisk are mandatory fields.

3. Click to attach an Exception File

4. To enter the Sent By, click on the Lookup icon ,click on Find icon to retrieve the Employee information, then select the Employee.

Sent By: This is the employee who submitted the Exception File

5. Click on the Import button at the bottom of the page to Import the Exception File. A window will appear to confirm the new Exception File import. Click OK to confirm

Process an Exception File

To PROCESS an Exception File, follow the steps below:

Navigation

By default, you will be in Search Mode.

1. In the Status drop down select "Loaded".

2. Click Search

3. Select an Exception File

4. Click on the Process button at the bottom of the page to process the Exception File. A window will appear to confirm the Exception File processed. Click OK to confirm.

PBS Interface

Export Import Configuration

Overview:

Export Import Configuration entity allows us to define which pay codes are allowed to be exported with which interface. Interface and Pay Code is unique. So users can add many pay codes for the same interface.

Navigation:

Payroll Management ► Payroll Transaction Processing ► PBS Interface ► Export Import Configuration

Export Import Configuration screen fields

Fields	Description
Interface	Types of interfaces.
Pay Code	Defines which pay codes are allowed to be exported with which interface.
Is Local Govt	Export filter for the Local Govt. Default is false. Is local govt and is central govt are mutually exclusive, only one can be selected.
Is Central Govt	Export filter for the Central Govt. Default is false. Is local govt and is central govt are mutually exclusive, only one can be selected.

Import Pension Performance Data

Overview:

This entity holds the data that is imported from PBS

Navigation:

Payroll Management ► Payroll Transaction Processing ► PBS Interface ► Import Pension Performance Data

Import Pension Performance Data screen fields:

Fields	Description
Fiscal Year	Defines fiscal year of the Pension Performance Data which is going to import or export.
Fiscal Period	Defines fiscal period of the Pension Performance Data which is going to import or export.

Import Pension and Gratuity Budget Data

Overview:

This entity holds the data that is imported from PBS

Navigation:

Payroll Management ► Payroll Transaction Processing ► PBS Interface ► Import Pension and Gratuity Budget Data

Import Pension and Gratuity Budget Data screen fields:

Fields	Description
Fiscal Year	Defines fiscal year of the Import Pension and Gratuity Budget Data which is going to import or export.
Vote	Defines vote of the Import Pension and Gratuity Budget Data which is going to import or export.

Import Quarterly Payroll and Wage Budget Data

Overview:

This entity holds the data that is imported from PBS regarding Quarterly Payroll and Wage Budget Data.

Navigation:

Payroll Management ► Payroll Transaction Processing ► PBS Interface ► Import Quarterly Payroll and Wage Budget Data

Import Quarterly Payroll and Wage Budget Data screen fields:

Fields	Description
Fiscal Year	Defines fiscal year of the Import Quarterly Payroll and Wage Budget Data which is going to import or export.
Pay Code	Defines pay code of the Import Quarterly Payroll and Wage Budget Data which is going to import or export.
Vote	Defines vote of the Import Quarterly Payroll and Wage Budget Data which is going to import or export.

Import PBS Recruitment Plan Data

Overview:

This entity holds the data that is imported from PBS regarding Import PBS Recruitment Plan Data.

Navigation:

Payroll Management ► Payroll Transaction Processing ► PBS Interface ► Import PBS Recruitment Plan Data

Import PBS Recruitment Plan Data screen fields:

Fields	Description
Fiscal Year	Defines fiscal year of the Import PBS Recruitment Plan Data which is going to import or export.
Pay Code	Defines pay code of the Import PBS Recruitment Plan Data which is going to import or export.

Import Payroll Staff Performance Data

Overview:

This entity holds the data that is imported from PBS regarding Import Payroll Staff Performance Data.

Navigation:

Payroll Management ► Payroll Transaction Processing ► PBS Interface ► Import Payroll Staff Performance Data

Import Payroll Staff Performance Data screen fields:

Fields	Description
Fiscal Year	Defines the fiscal year of the Import Payroll Staff Performance Data which is going to import or export.
Pay Code	Defines pay code of the Import Payroll Staff Performance Data which is going to import or export.
Institution	Defines the Institution of the Import Payroll Staff Performance Data which is going to import or export.
Vote	Defines vote of the Import Payroll Staff Performance Data which is going to import or export.

NITA-U Interface

Employee Verification Request

Verification Rejection Reason

Overview:

This entity will keep the reason why an Employee was rejected during the Verification Process.

Navigation:

Payroll Management ► Payroll Transaction Processing ► NITA-U Interface ► Employee Verification Request ► Verification Rejection Reason

Verification Rejection Reason screen fields:

Fields	Description
Id	Automatically Generated by the system.
Active	If the checkbox is checked then this entity can be used in other entity. Default value is active.
Language	Language used to enter the rejection reason.
Reason	Reason of rejection.

Employee Verification

Overview:

Employee Verification screen will allow users to enter the Employee code and/or other filter criteria and retrieve the employee information. Upon clicking "Search Employee" button System will pop up a window where users can use various fields as search criteria from the Employee entity. If there are records matching previous sear criteria System will retrieve the information for a "-FB" tagged fields correspondingly. Upon clicking the "Get Data From API" button it will trigger National Id Number Interface and system thru it will retrieve the information from API related to the Employee selected as described above. If the information can not be retrieved, for example, if API is not responding, the system will raise an error message indicating the problem. The user will compare the data and take the decision if this employee is verified or not, if verified, he will click the "Verify" stage, then the employee “Verification request” will be sent for required approvals and also system will save the user who sent the verification request and the verification request date. it is important to mention that there is a previous record having the Code and Workflow Status is Verified then the system will raise an error saying ('Employee already verified, can not be done twice'). Once the Verification is approved, the system will automatically update the Verification status, Verification date and Verified by in Employee Entity.

Navigation:

Payroll Management ► Payroll Transaction Processing ► NITA-U Interface ► Employee Verification Request ► Employee Verification

Verification Rejection Reason screen fields:

Fields	Description
Id	Automatically Generated by the system.
Employee Code	Employee Unique Identification Code
First Name-FB	Employee First Name. Automatically populated by the system from Employee Table.
Middle Name-FB	Employee Middle Name. Automatically populated by the system from Employee Table.
Last Name-FB	Employee Last Name. Automatically populated by the system from Employee Table
Date of Birth-FB	Date of Birth of the Employee. Automatically populated by the system from Employee Table
Gender-FB	Employee Gender. Automatically populated by the system from Employee Table
Country of Origin-FB	Country of Origin of the Employee. Automatically populated by the system from Employee Table
NIN-FB	National Number ID. Automatically populated by the system from Employee Table
Employee Picture-FB	Employee Picture. Automatically populated by the system from Employee Table
Verification Status	Varification status of the Employee verification entity. Values are Values: 'Created', 'Verification Requested', 'Verified', 'Rejected' Default 'Created'
Verified by	Populated automatically by the system when Workflow is finally Approved.
Verification Date	Populated automatically by the system when Workflow is finally Approved.
Rejected By	Populated automatically by the system when Workflow is Rejected.
Rejection Date	Populated automatically by the system when Workflow is Rejected.
Rejected Reason	Rejected Reason
Validation Code Number	Validation Code Number. Populated automatically by the system when Workflow is finally Approved
National Id	National Id Number. This field will be automatically populated thru the Interface with National Id System
Surname	Surname of the Employee. This field will be automatically populated thru the Interface with National Id System
Given Names	Given names of the Employee. This field will be automatically populated thru the Interface with National Id System
Maiden Name	Maiden names of the Employee. This field will be automatically populated thru the Interface with National Id System
Previous Surnames	Previous Surnames of the Employee if any. This field will be automatically populated thru the Interface with National Id System
Date of Birth	Date of Birth of the Employee. This field will be automatically populated thru the Interface with National Id System
Date Of Birth Estimated	Date of Birth Estimated of the Employee. This field will be automatically populated thru the Interface with National Id System
Gender	Gender of the Employee. This field will be automatically populated thru the Interface with National Id System
Nationality	Nationality of the Employee. This field will be automatically populated thru the Interface with National Id System
Living Status	Living Status of the Employee. This field will be automatically populated thru the Interface with National Id System
Photo	Photo of the Employee. This field will be automatically populated thru the Interface with National Id System
Alien Identification Number	Alien Identification Number of the Employee. This field will be automatically populated thru the Interface with National Id System.

Reports

Verification Request Report

Overview:

The purpose of the report is to print a tabular report for verified employees.

Navigation:

Payroll Management ► Payroll Transaction Processing ► NITA-U Interface ► Employee Verification Request ► Reports ► Verification Request Report

Verification Request Report screen fields:

Fields	Description
Employee	Filter criteria to filter the report by Employee. If nothing is selected all employees will show.
From date	Filter criteria to filter the report by Verification From date. If nothing is selected all employees will show.
To date	Filter criteria to filter the report by Verification To date. If nothing is selected all employees will show.

Rejected Verification Request Report

Overview:

The purpose of the report is to print a tabular report for rejected verification requests.

Navigation:

Payroll Management ► Payroll Transaction Processing ► NITA-U Interface ► Employee Verification Request ► Reports ► Rejected Verification Request Report

Rejected Verification Request Report screen fields:

Fields	Description
Employee Code	Filter criteria to filter the report by Employee. If nothing is selected all employees will show.
Period From	Filter criteria to filter the report by Verification From date. If nothing is selected all employees will show.
Period To	Filter criteria to filter the report by Verification To date. If nothing is selected all employees will show.
Comment	Comment to output in this report.

Verification Certificate for Active Officers

Overview:

The purpose of the report is to print tabular report for verified employees.

Navigation:

Payroll Management ► Payroll Transaction Processing ► NITA-U Interface ► Employee Verification Request ► Reports ► Verification Certificate for Active Officers

Verification Certificate for Active Officers screen fields:

Fields	Description
Employee Code	Filter criteria to filter the report by Employee.

Verification Certificate for Pensioners Report

Overview:

Verification Certificate for Pensioners Report to print certificate for Pensioners.

Navigation:

Payroll Management ► Payroll Transaction Processing ► NITA-U Interface ► Employee Verification Request ► Reports ► Verification Certificate for Pensioners Report

Verification Certificate for Pensioners Report screen fields:

Fields	Description
Employee Code	Filter criteria to filter the report by Employee.

Year End Procedure

Demonstration Videos

AVAILABLE VIDEOS

Year End Procedure overview video (general)
Year End Procedure overview video (Uganda)

Printing Annual Tax Forms

Overview

The same form will be used regardless of which annual tax form needs to be printed.

Navigation

Payroll Management ► Payroll Transaction Processing ► YearEndProcedure ► Printing Annual Tax Forms

Printing Annual Tax Forms Screen Fields

Fields	Description
Tax Form Type	Available values are:T4, T4 Summary, T4A, T4A Summary, NR4, NR4 Summary, NR4(OAS)
Fiscal Year	Allows to select fiscal year.
Employee	Allows to select Employee
Pay Code	Allows to select pay code
Comment	This text will be the default message sent by email.
Subject	This will be the subject when emailing the tax forms to users.

Report Form Boxes

Overview

This attribute allows the user to configure the boxes and which cost items will appear in these boxes.

Navigation

Payroll Management ► Payroll Transaction Processing ► YearEndProcedure ► Report Form Boxes

Report Form Boxes Screen Fields

Fields	Description
Tax Form Type	Available values are:T4, T4 Summary, T4A, T4A Summary, NR4, NR4 Summary, NR4(OAS)
Box Number	The concatenation of Tax Form and Box Number must be unique
Is This Custom Box	Default = FALSE
Minimum Work Hours Required	The user must be able to configure number of hours e.g. 35.5 hours
Cost Items	Collection of 0 to many cost items
Deductions	Collection of 0 to many deductions

Expenditures Calculation

Nicaragua Reports

Associated with catalogues

Employee Record Report

Overview

The purpose of this report is to display the Employee Record.

A screenshot of the Certificate Of Employee Record Report is available here.Image shown as reference material; position and names for labels, fields and buttons are subject to parameter, rendering control configuration and installed revision.

Users access Employee Record Report from within the menu through this navigation path: Payroll Management ► Reports ► Nicaragua Reports ► Associated with Catalogues ► Employee Record Report

Filters

The following table lists and describes all filter for the Employee Record Report, in their default order. Note that some filters depend on system parameters and rendering control to be visible and/or editable to users. Fiter names are subject to change through language label configuration.

Field	Description
Employee Type	Dropdown filter criterion for employee type. Available options are: All Employee New Hires Leaving Employee
Fiscal Year	Allows users to select the fiscal year to use. This is a mandatory filter criterion.
Pay Code	Users can select pay code to filter employee record.
Pay Period	Users can select pay period to filter employee record.
Situation Code Combination	Users can select situation code combination to filter employee record.
Group Individual Institutions	Allows users to group the report by individual institutions.
Group By Institution Type	Allows users to select institution type from the drop down list.

Visible Fields

A sample of the Employee Record Report output is available here.The following table lists and describes all visible fields for the Employee Record Report, in their default order. Note that some fields depend on System Parameters and rendering control configuration to be visible and/or editable by users. Field names are subject to change through language label configuration.

Field	Description
Filter By	The filter criteria describing how the given report has been filtered based on the user’s preferences.
Group By	The criteria describing how the report has been grouped based on the user’s preferences.
Printed Date	Date of when the report is printed.
Printed Time	Report generation time.
Institution	Shows employee net payment institution name.
Women	Shows employee net payment of the employee whose gender is female.
Women Basic Salary	Shows employee net payment those cost items per period (CIPP) of the cost item is basic salary for women.
Women Age Range	Shows employee net payment of the employee whose gender is female with the ages.
Men	Shows employee net payment of the employee whose gender is male.
Men Basic Salary	Shows employee net payment those cost items per period (CIPP) of the cost item is basic salary for the Men.
Men Age Range	Shows employee net payment of the employee whose gender is male with the ages.
Men and Women	Shows the total number of employee: Total number of Women plus total number of Men
Total Basic Salary	Shows the total amount of basic salary: Total amount basic salary of Women plus Total amount basic salary of Men.

Button Image	Description
	This button allows users to generate the report as PDF.
	This button allows users to generate the report as MS Excel.
	This button allows users to generate the report as MS Word.
	This button allows users to generate the report as RTF.
	This button allows users to generate the report as ODT.
	This button allows users to generate the report as ODS.

Listing Description Of Standard Job Report

Overview

This report display the Employee Position Information.

Navigation

Payroll Management ► Reports ► Nicaragua Reports ► Associated with Catalogues ► Listing Description Of Standard Job Report

Employee Record Screen Fields

Fields	Description
Position	Look up field display Generic Position Code
Service Type	Look up field display Position Category
Nature Of Position	Drop down displays nature
Roll	Drop down allows to select roll
Level Of Complexity	Display complexity level number

Listing of Job Description Report

Overview

This report display the Employee Position Information.

A screenshot of the Listing of Job Description Report is available here. Image shown as reference material; position and names for labels, fields and buttons are subject to parameter, rendering control configuration and installed revision.

Users access Listing of Job Description Report from within the menu through this navigation path:Payroll Management ► Reports ► Nicaragua Reports ► Associated with Catalogues ► Listing of Job Description Report

Filters

The following table lists and describe all filter fields for the Listing of Job Description Reportin their default order. Note that some fields depend on System Parameters and rendering control configuration to be visible and/or editable by users. Field names are subject to change through language label configuration.

Field	Description
Employee Position	It lists the employee position to select them as report filter. Based on the requirement user can select the employee position by using look up button.
Sort By	The criteria describing how the report has been sorted based on the user’s preferences.
Institution	Based on the requirement user can select the institution from the list.

Visible Fields

A sample of the Listing of Job Description Report output is available here. The following table lists and describes all visible fields for the Listing of Job Description Report, in their default order. Note that some fields depend on Filters selection. The language of the report depends on the configuration of the system.

Fields	Description
Employee Position Code	Display Employee Position Code
Institution	It contains an Institution catalogue, which could be used among other Entities on the System
Administrative Unit	The user can input this value or it can be generated automatically by the system.
Description of Employee Position	Display Description

Buttons

Button Image	Description
	The pdf button allows users to generate the report in the pdf format.
	The Excel button allows users to generate the report in the excel format. This format is compatible with Microsoft Office 97-2003 or higher version.
	This ODS button allows users to generate the report in ODS format. This format is compatible with spreadsheet software such as Microsoft Office, Open Office or Libre Office.
	This RTF button allows users to generate the report in RTF format.
	The Word button allows the users to generate the report in word format. This format is compatible with Microsoft Office 97-2003 or higher version.
	This ODT button allows users to generate the report in ODT format. This format is compatible with word processing software such as Microsoft Office, Open Office or Libre Office.
	Lookup allows user to select existing item from the list as a filter.

Attachment	Size
Listing of Job Description Report.png	103.57 KB
Listing of Job Description Report output.png	37.28 KB

Labor Record Management

Employee Personal Information Collection Report

Overview

This report display employee information. Each employee has some Personal Data and Contact, Relative Details, Employment History, Academic BackGround, Trainings, Teaching, Acknowledgement, Publications, Additional Information and Employee's Signature.

Navigation

Payroll Management ► Reports ► Nicaragua Reports ► Labor Record Management ► Employee Personal Information Collection Report

Employee Personal Information Collection Report Screen Report

Fields	Description
Employee	Look up field allows to select employee

List Of Public Servants By Associated Profile For Features Report

Overview

Navigation

Payroll Management ► Reports ► Nicaragua Reports ► Labor Record Management ► List Of Public Servants By Associated Profile For Features Report

List Of Public Servants By Associated Profile For Features Report Screen Fields

Fields	Description
Employee Position	Look up field allows to select Employee ID
Employee	Look up field allows to select Employee
Degree	Collection of Degree by Employee Assignment

Upload Public Servants By Career Gender And Type Of Service Report

Overview

The purpose of this report is to show employee assignment information.

A screenshot of the Upload Public Servants By Career Gender And Type Of Service Report feature is available here. Image shown as reference material; position and names for labels, fields and buttons are subject to parameter, rendering control configuration and installed revision.

Users access Upload Public Servants By Career Gender And Type Of Service Report from within the menu through this navigation path: Payroll Management ► Reports ► Nicaragua Reports ► Labor Record Management ► Upload Public Servants By Career Gender And Type Of Service Report

Filters

The following table lists and describes all filter for the Upload Public Servants By Career Gender And Type Of Service Report, in their default order. Note that some filters depend on system parameters and rendering control to be visible and/or editable to users. Fiter names are subject to change through language label configuration.

Field	Description
Fiscal Year	Allows users to select the fiscal year to use. This is a mandatory filter criterion.
Pay Code	Users can select pay code to filter employee assignments.
Pay Period	Users can select pay period to filter employee assignments.
Employee	Users can select an employee code to filter employee assignments.
Employee Position	Users can select an employee position to filter employee assignments.
Service Type	Dropdown filter criterion for service type to filter employee assignment.
Roll	Dropdown filter criterion for roll to filter employee assignment.
Situation Code Combination	Dropdown filter criterion for Situation Code Combination to filter employee assignment.
Gender	Dropdown filter criterion for gender to filter employee assignment.
Comment	Allows users to add a custom comment to the generated report.

Visible Fields

A sample of the Upload Public Servants By Career Gender And Type Of Service Report output is available here. The following table lists and describes all visible fields for the Upload Public Servants By Career Gender And Type Of Service Report, in their default order. Note that some fields depend on System Parameters and rendering control configuration to be visible and/or editable by users. Field names are subject to change through language label configuration.

Field	Description
Filter By	The filter criteria describing how the given report has been filtered based on the user’s preferences.
Group By	The criteria describing how the report has been grouped based on the user’s preferences.
No	Serial number generated for each row.
Institution	Information about employee's assignment institution.
Administrative Unit	Information about the administrative unit of the employee.
Gender	Information about gender of the employee.
Employee Position Name	Information about employee position name.
Position Category	Information about position category of the employee.
Roll	Information about the roll of the employee.
Career Type and Type of Contract	Information about the career type and type of contract for the employee.

Button Image	Description
	This button allows users to generate the report as PDF.
	This button allows users to generate the report as MS Excel.
	This button allows users to generate the report as MS Excel (XLSX format of excel).
	This button allows users to generate the report as RTF.
	This button allows users to generate the report as MS Word.

Organizational Structure Management

Distribution Of Position Occupied By Gender and Institution Report

Overview

This report display Employee Position Information and Generic Position Information.

Navigation

Payroll Management ► Reports ► Nicaragua Reports ► Organizational Structure Management ► Distribution Of Position Occupied By Gender and Institution Report

Distribution Of Position Occupied By Gender and Institution Report Screen Fields

Fields	Description
Fiscal Year	Drop down (Default current fiscal year)
Pay Code	Allows to select pay code from the drop down list
Pay Period	Allows to select pay period from the drop down list
Service Type	Drop down (Allows to select service type)
Job Title	Look up (Allows to select employee position Id)

Statistics Of Position For Entity Of Structure Programmatic Report

Overview

This report shows the statistics of position for structure programmatic entities, in a comprehensive report.

A screenshot of the Statistics Of Position For Entity Of Structure Programmatic Report feature is available here. Image shown as reference material; position and names for labels, fields and buttons are subject to parameter, rendering control configuration and installed revision.

Users access the report from within the menu through this navigation path: Payroll Management ► Reports ► Nicaragua Reports ► Organizational Structure Management ► Statistics Of Position For Entity Of Structure Programmatic Report

Filters

The following table lists and describes all filter for the Statistics Of Position For Entity Of Structure Programmatic Report, in their default order. Note that some filters depend on system parameters and rendering control to be visible and/or editable to users. Filter names are subject to change through language label configuration.

Field	Description
Fiscal Year	Drop down filter criterion for the fiscal year. This is a mandatory filter with default value set to the current fiscal year.
Pay Code	Pay code description filter criterion.
Pay Period	Drop down filter criterion (allows to select payperiod).
Institution	Institution tree filter for this report.

Visible Fields

A sample of the Statistics Of Position For Entity Of Structure Programmatic Report output is available here.The following table lists and describes all visible fields for the Statistics Of Position For Entity Of Structure Programmatic Report, in their default order. Note that some fields depend on System Parameters and rendering control configuration to be visible and/or editable by users. Field names are subject to change through language label configuration.

Field	Description
Filter By	The filter criteria describing how the given report has been filtered based on the user’s preferences.
Group By	The criteria describing how the report has been grouped based on the user’s preferences.
Structure Programmatic	Information about financial coding block element code and name.
Total Position	Total staff quota of the employee positions of the ENP.
Total Budgeted Salary	Sum of the all amount of position control by structure programmatic.
Total Occupied Positions	Sum of the total number of occupied position by the institution.
Total budgeted Salary	Amount of the budgered salary total per program in occupied positions.
Total Seniority	Total amount of the seniority.
Available Positions	Available position for structure programmatic entities = (total staff quota - total occupied position).
Vacancies Salary	It is the total amount for salaries of vacancies according to the program of the institution concerned.

Button Image	Description
	This button allows users to generate the report as PDF.
	This button allows users to generate the report as MS Excel.
	This button allows users to generate the report as MS Excel (XLSX format).
	This button allows users to generate the report as RTF.
	This button allows users to generate the report as MS Word.

Payroll Management

Pre Payroll Report

Overview

This report shows pre payroll information.

A screenshot of the Pre Payroll Report feature is available here. Image shown as reference material; position and names for labels, fields and buttons are subject to parameter, rendering control configuration and installed revision.

Users access the report from within the menu through this navigation path: Payroll Management ► Reports ► Nicaragua Reports ► Payroll Management ► Pre Payroll Report

Filters

The following table lists and describes all filter for the Pre Payroll Report, in their default order. Note that some filters depend on system parameters and rendering control to be visible and/or editable to users. Filter names are subject to change through language label configuration.

Field	Description
Fiscal Year	Drop down filter criterion for the fiscal year. This is a mandatory filter with default value set to the current fiscal year.
Pay Code	Pay code description filter criterion.
Pay Period	Drop down filter criterion (allows to select payperiod).
Employee	Employee ID lookup filter criterion.

Visible Fields

A sample of the Pre Payroll Report output is available here. The following table lists and describes all visible fields for the Pre Payroll Report, in their default order. Note that some fields depend on System Parameters and rendering control configuration to be visible and/or editable by users. Field names are subject to change through language label configuration.

Field	Description
Filter By	The filter criteria describing how the given report has been filtered based on the user’s preferences.
Group By	The criteria describing how the report has been grouped based on the user’s preferences.
OCE u OEP	The organization of the civil servant for the Pre Payroll Report.
Administrative Unit	Institution code and name of the civil servant for the Pre Payroll Report.
Code Pay	Pay code number and pay code description of the civil servant for the Pre Payroll Report.
Beneficiary	Employee name for the Pre Payroll Report.
Identification Number Document	Identification document number of the employees.
Basic salary	Monthly basic salary of the employees, related with the employee assignments.
Cost Item Name	Cost item name of cost items per period during this pay period for the employees.
Cost Item Amount	Cost item amount of cost items per period during this pay period for the employees.
Deduction name	Deduction name of all deductions per period of employees.
Deduction amount	Deduction amount of all deductions per period of employees.
Total Cost Items	This is a calculated field, displaying the sum of all the cost item during this pay period for this employees.
Total deductions	This is a calculated field, displaying the sum of all the deduction during this pay period for this employees.
Bonus	Total amount of bouns for this employee during this pay period.
Solidary Bonus	Amount associated with solidarity bonus received by the employee during this period.
Gross salary	This is a calculated field, sum of (salary, total cost items, bonuses, solidary bonus).
Net salary	Total net salary for this period for the employee.
Net value	This is a calculated value, Net value= (salary + total cost items) - total deductions + bonus.
Cheque	Related to employee payment information.

Button Image	Description
	This button allows users to generate the report as PDF.
	This button allows users to generate the report as MS Excel.
	This button allows users to generate the report as MS Excel (XLSX format).
	This button allows users to generate the report as RTF.
	This button allows users to generate the report as MS Word.

Receipt Of Payment Report

Overview

Displays all the data involved in the calculation of the payment per employee, regardless of their type of contract or payment method. The data shown includes the employee's name and data identification, location, position, detail of accrued and deductions for employee, salary gross, net pay, form of payment and data that identify such payment (paying, place of payment, check number, bank account number agent), according to the form of payment. This receipt serves as a support of payment to the employee.

A screenshot of the Receipt Of Payment Report feature is available here. Image shown as reference material; position and names for labels, fields and buttons are subject to parameter, rendering control configuration and installed revision.

Users access Receipt Of Payment Report from within the menu through this navigation path: Payroll Management ► Report ► TL Reports ► Receipt Of Payment Report

Filters

The following table lists and describes all filter for the Receipt Of Payment Report, in their default order. Note that some filters depend on system parameters and rendering control to be visible and/or editable to users. Fiter names are subject to change through language label configuration.

Field	Description
Fiscal Year	Drop down filter criterion for fiscal year. This is a mandatory filter, the default is the current fiscal year.
Pay Code	Pay code description filter criterion.
Pay Period	Drop down filter criterion (allows to select payperiod).
Employee	Employee Application ID lookup filter criterion.

Visible Fields

A sample of the Receipt Of Payment Report output is available here.The following table lists and describes all visible fields for the Receipt Of Payment Report, in their default order. Note that some fields depend on System Parameters and rendering control configuration to be visible and/or editable by users. Field names are subject to change through language label configuration.

Field	Description
Filter By	The filter criteria describing how the given report has been filtered based on the user’s preferences.
Group By	The criteria describing how the report has been grouped based on the user’s preferences.
Paying agent	Name of the paying agent, if the payment is through check or fund transfer then this field is not dispalyed.
Payment Center	Name of payment center, if the payment is through check or fund transfer then this field is not displayed.
Cheque/count	Data that identifies the number of the cheque of the employee, if the payment is by cheque, or the number of the bank account of the employee, if the payment is by transfer.
Period	The payment period, consisting of process and process year month.
Institution	Name of the institution to which the employee belongs.
Beneficiary	Name of the employee.
Identity card	Identity card number of the employee.
Payment concept	Concept of the payment item.
Employee ID	Code that identifies the employee in the system.
Administrative unit	Name of administrative unit to which the employee belongs.
Social Security ID	Code that identifies the employee social security number.
Since	Name of the position of the employee.
Monthly salary	Monthly basic salary of the employee, associated with the job.
Earned name	Name of the accrued applied to the employee in the period.
Accrual amount	Accrued amount associated with the name earned, in the period.
Deduction name	Name of the deduction/withholding applied to the employee in the period.
Deduction amount	Amount deduction associated with the name deduction, in the period.
Accrued total	Sum of the amount earned from the employee.
Total deductions	Sum of the deductor amount of employee.
Bonds	Total amount associated with bonds received by the employee in the period.
Bono Solidario	Amount associated with solidarity bonus received by the employee in the period.
Gross salary	This is a calculated field, sum of (salary, total cost items, bonuses, solitary bonus).
Net salary	Total net salary for this period for the employee.
Net value	This is a calculated value, Net value= (salary + total cost items) - total deductions + bonus.

Button Image	Description
	This button allows users to generate the report as PDF.
	This button allows users to generate the report as MS Excel.
	This button allows users to generate the report as MS Excel (XLSX format of excel).
	This button allows users to generate the report as RTF.
	This button allows users to generate the report as MS Word.

Summary By Payroll Deductions Report

Overview

This report displays the summary by payroll deductions information.

A screenshot of the Summary By Payroll Deductions Report feature is available here. Image shown as reference material; position and names for labels, fields and buttons are subject to parameter, rendering control configuration and installed revision.

Users access the report from within the menu through this navigation path: Payroll Management ► Reports ► Nicaragua Reports ► Payroll Management ► Summary By Payroll Deductions Report

Filters

The following table lists and describes all filter for the Summary By Payroll Deductions Report, in their default order. Note that some filters depend on system parameters and rendering control to be visible and/or editable to users. Filter names are subject to change through language label configuration.

Field	Description
Fiscal Year	Drop down filter criterion for the fiscal year. This is a mandatory filter with default value set to the current fiscal year.
Pay Code	Pay code description filter criterion.
Pay Period	Drop down filter criterion (allows to select payperiod).
Deduction	Deduction lookup filter criterion.
Vendor	Vendor lookup filter criterion.
Institution	Institution tree filter criterion.

Visible Fields

A sample of the Summary By Payroll Deductions Report output is available here.The following table lists and describes all visible fields for the Summary By Payroll Deductions Report, in their default order. Note that some fields depend on System Parameters and rendering control configuration to be visible and/or editable by users. Field names are subject to change through language label configuration.

Field	Description
FILTER BY	The filter criteria describing how the given report has been filtered based on the user’s preferences.
OCE OR OEP	The organization of the civil servant for the Summary By Payroll Deductions Report.
ID EMPLOYEE	Id of the employee who applied the deduction.
IDENTIFICATION	Employee identification document number.
EMPLOYEE NAME	Name of the employee who applied the deduction.
OPERATION NUMBER	Deduction identification number.
REG DATE	Deduction start date.
DATE	Creation date for the deduction.
ORIGINAL AMOUNT	Sum of all original amounts grouped by deduction and institution.
BALANCE	Sum of the total balances grouped by deduction and institution.
QUOTE	Sum of total quotas grouped by deduction and institution.
VALUE CHARGED	Sum of value charged grouped by deduction and institution.

Button Image	Description
	This button allows users to generate the report as PDF.
	This button allows users to generate the report as MS Excel.
	This button allows users to generate the report as MS Excel (XLSX format).
	This button allows users to generate the report as RTF.
	This button allows users to generate the report as MS Word.

Summary Execution of Payroll Expenses Report

Overview

This report shows summarized statistical information of the execution of payroll expenses.

A screenshot of the Summary Execution of Payroll Expenses Report feature is available here. Image shown as reference material; position and names for labels, fields and buttons are subject to parameter, rendering control configuration and installed revision.

Users access the report from within the menu through this navigation path: Payroll Management ► Reports ► Nicaragua Reports ► Payroll Management ► Summary Execution of Payroll Expenses Report

Filters

The following table lists and describes all filter for the Summary Execution of Payroll Expenses Report, in their default order. Note that some filters depend on system parameters and rendering control to be visible and/or editable to users. Filter names are subject to change through language label configuration.

Field	Description
Fiscal Year	Drop down filter criterion for the fiscal year. This is a mandatory filter with default value set to the current fiscal year.
Pay Code	Pay code description filter criterion.
Pay Period	Drop down filter criterion (allows to select payperiod).
Cost Basic Basket	Cost basic basket number manually entered by the user.

Visible Fields

A sample of the Quarterly Summary Execution of Payroll Expenses Report output is available here.The following table lists and describes all visible fields for the Summary Execution of Payroll Expenses Report, in their default order. Note that some fields depend on System Parameters and rendering control configuration to be visible and/or editable by users. Field names are subject to change through language label configuration.

Field	Description
Filter By	The filter criteria describing how the given report has been filtered based on the user’s preferences.
Group By	The criteria describing how the report has been grouped based on the user’s preferences.
Institution	Institution of the related employee net payment.
Basic Salary	Basic salary from the cost item financial coding block from the ENP
Seniority	Sum of all the seniority cost item per period.
Others Cost Items	Others than the basic salary cost item and seniority cost item, from the CIPP (cost item per period entity) from the employee net payment.
Employee Quote	Employee contribution amount information.
Labor Quote	Employee contribution to social security.
Income Tax	Income tax deduction amount.
Area	Zoning benefit calculated based on a percentage table by geography, applied in the case of workers in the education sector and health sector.
Other Deductions	Any other deduction amount from the deduction coding block.
Law teaching career	Benefit according to its position in the hierarchy Teaching (defined in the Law teaching career: A score is assigned according to their academic degrees, professional and disciplinary merits (publications, awards) and seniority).
Thirteenth Month	December bonus or christmas bonus.
Total Gross Pay	Total amount of gross pay.
Total Net	Total amount of net pay.
Ppto Vacancies	Amount of vacancies of positions.
Amount BCSS	Bono cristiano socialista solidario amount.

Button Image	Description
	This button allows users to generate the report as PDF.
	This button allows users to generate the report as MS Excel.
	This button allows users to generate the report as MS Excel (XLSX format).
	This button allows users to generate the report as RTF.
	This button allows users to generate the report as MS Word.

Validation Employees Report

Overview

This report shows validation of employees.

A screenshot of the Validation Employees Report feature is available here. Image shown as reference material; position and names for labels, fields and buttons are subject to parameter, rendering control configuration and installed revision.

Users access the report from within the menu through this navigation path: Payroll Management ► Reports ► Nicaragua Reports ► Payroll Management ► Validation Employees Report

Filters

The following table lists and describes all filter for the Validation Employees Report, in their default order. Note that some filters depend on system parameters and rendering control to be visible and/or editable to users. Filter names are subject to change through language label configuration.

Field	Description
Fiscal Year	Drop down filter criterion for the fiscal year. This is a mandatory filter with default value set to the current fiscal year.
Pay Code	Pay code description filter criterion.
Pay Period	Drop down filter criterion (allows to select payperiod).
Type Of Movement	Dropdown filter criterion for type of employee movement. Available options are: All New Changes Terminated

Visible Fields

A sample of the Validation Employees Report output is available here. The following table lists and describes all visible fields for the Validation Employees Report, in their default order. Note that some fields depend on System Parameters and rendering control configuration to be visible and/or editable by users. Field names are subject to change through language label configuration.

Field	Description
Filter By	The filter criteria describing how the given report has been filtered based on the user’s preferences.
Group By	The criteria describing how the report has been grouped based on the user’s preferences.
Movement Type	Information about movement type of the employee assignment.
Pay Code	Information about pay code of the employee assignment.
Employee	Employee id for this report.
Identification	Document identification number of the employee.
Name	Employee name for this report.
WS	Work sheet information of the employee.
Start Date	Start date of the employee assignment.
Start Date of Cost Item / Seniority	Information about initial date for seniority calculation.
Start Date of Cost Item / End Year Bonus	Information about start date of cost item / end year bonus.
B. Salary	Current salary of the employee.
Previous B. Salary	Previous salary of the employee.
Difference	Difference between the current salary and previous salary.
Hours	Total number of hours worked by the employee during this period.
Payment Method	Payment method used to make payment to employee.
Salary Scale	Salary scale of the employee.
Bank	Information about bank account name of the employee.
Account Number	Information about bank account number of the employee.
End Date	End date of the employee assignment.

Button Image	Description
	This button allows users to generate the report as PDF.
	This button allows users to generate the report as MS Excel.
	This button allows users to generate the report as MS Excel (XLSX format).
	This button allows users to generate the report as RTF.
	This button allows users to generate the report as MS Word.

Position Classification Management

Description of Employee Position

Overview

It represents all position in the government. Each position needs to belong to an institution. Each position contains description, functions, nature type, dimensions, relationship and other aspect.

Navigation

Payroll Management ► Reports ► Nicaragua Reports ► Position Classification Management ► Description of Employee Position

Description of Employee Position Report Screen Fields

Fields	Description
Employee Position	Look up field allows to select employee position

Description of Standard Position Report

Overview

This report display Generic Position information. Each Generic Position has Position Name, Nature, Complexy Level, Position Category, Role, Description, Main Functions, Nature Type, Main Relationship Type, Other Aspects and Profile required for the Position.

Navigation

Payroll Management ► Reports ► Nicaragua Reports ► Position Classification Management ► Description of Employee Position

Description of Standard Position Report Screen Fields

Fields	Description
Position	Look up field allows to select generic position
Service Type	Look up field allows to select position category name
Nature of Position	Drop down allows to select nature of position
Complexity Level	Complexity level number manually entered by user

Remuneration Management

Consolidated Statement Of Occupation And Salaries By Type Of Service Report

Overview

This report display the Consolidated Statement Of Occupation And Salaries By Type Of Service Report

Navigation

Payroll Management ► Reports ► Nicaragua Reports ► Remuneration Management ► Consolidated Statement Of Occupation And Salaries By Type Of Service Report

Consolidated Statement Of Occupation And Salaries By Type Of Service Report Screen Fields

Fields	Description
Fiscal Year	Drop down (default Current FY)
Pay Code	Drop down allows to select pay code
Pay period	Drop down allows to select pay period

Detail Of Earnings Of Main Public Servants Report

Overview

This report display the Detail of earnings of main public servants.

Navigation

Payroll Management ► Reports ► Nicaragua Reports ► Remuneration Management ► Detail Of Earnings Of Main Public Servants Report

Detail Of Earnings Of Main Public Servants Report Screen Fields

Fields	Description
Fiscal Year	Drop down (default Current FY)
Pay Code	Drop down allows to select pay code
Pay period	Drop down allows to select pay period
Type Of Movement	Closed Domain(All, New , Changes, Terminated).
Employee Position	Look up field allows to select employee position id

Distribution Of Assignments Report

Overview

This report display the Distribution of Assignment by Agency, Gender and Age.

Navigation

Payroll Management ► Reports ► Nicaragua Reports ► Remuneration Management ► Distribution Of Assignments Report

Distribution Of Assignments Report Screen Fields

Fields	Description
Fiscal Year	Drop down (default Current FY)
Pay Code	Drop down allows to select pay code
Pay period	Drop down allows to select pay period
Group By Institution Type	Drop down allows to select institution type.

Distribution Of Positions By Salary Ranges Report

Overview

This report display Employee Position Information and Generic Position Information.

Navigation

Payroll Management ► Reports ► Nicaragua Reports ► Remuneration Management ► Distribution Of Positions By Salary Ranges Report

Distribution Of Positions By Salary Ranges Report Screen Fields

Fields	Description
Fiscal Year	Drop down (default Current FY)
Pay Code	Drop down allows to select pay code
Pay period	Drop down allows to select pay period

Validation Of Movement Of Places Report

Overview

This report shows information from the validation of movement of places.

A screenshot of the Validation Of Movement Of Places Report feature is available here. Image shown as reference material; position and names for labels, fields and buttons are subject to parameter configuration, rendering control configuration and installed revision.

Users access the report from within the menu through this navigation path: Payroll Management ► Reports ► Nicaragua Reports ► Remuneration Management ► Validation Of Movement Of Places Report

Filters

The following table lists and describes all filter for the Validation Of Movement Of Places Report, in their default order. Note that some filters depend on system parameters and rendering control to be visible and/or editable to users. Filter names are subject to change through language label configuration.

Field	Description
Fiscal Year	Drop down filter criterion for the fiscal year. This is a mandatory filter with default value set to the current fiscal year.
Pay Code	Pay code description filter criterion.
Pay Period	Drop down filter criterion (allows to select payperiod).
Type Of Movement	Dropdown filter criterion for type of employee movement. Options available are: all new changes terminated
Group Individual Institutions	Allow users to group the report by individual institutions.
Group By Institution Type	Allow users to select institution type from the drop down list.

Visible Fields

A sample of the Validation Of Movement Of Places Report output is available here.The following table lists and describes all visible fields for the Validation Of Movement Of Places Report, in their default order. Note that some fields depend on System Parameters and rendering control configuration to be visible and/or editable by users. Field names are subject to change through language label configuration.

Field	Description
Filter By	The filter criteria, describing how the given report has been filtered based on the user’s preferences.
Group By	The criteria describing how the report has been grouped based on the user’s preferences.
No. Mov.	Consecutive number.
Registration Date	Registration date of the employee.
Ordinal Number	Ordinal number information of the position control.
Type	Information about movement type of the employee.
Is Reserved	Shows if the post is reserved or vacant.
Movement Status	Movement status of the employee position control.
Administrative Unit	Administrative unit of the employee position control.
Level of Complexity	Shows complexity level of generic position related with the employee assignment.
Budgeted Salary	Budgeted salary of that employee position.
Budgeted Hours	Shows the hours per month from the shift schedule of the employee assignment.
Class	Shows description of Situation codes combination of the employee assignment.
Job	Application ID of the employee position.
Source	Information about the position control's financial coding block.
Amount	Salary transition related with the employee assignment.
Total Movement by User	Calculated value, shows sum of all movements by users.
Total Movement Type	Calculated value, sum of all movements by type.
Grand Total Institution	Calculated value, sum of all movements by institution.
Grand Total	Calculated value, sum of all movements.

Button Image	Description
	This button allows users to generate the report as PDF.
	This button allows users to generate the report as MS Excel.
	This button allows users to generate the report as MS Excel (XLSX format).
	This button allows users to generate the report as RTF.
	This button allows users to generate the report as MS Word.

Remuneration Scenario Report

Overview

The purpose of Remuneration Scenario Report is to display the changes on the cost monthly and annual on the salary that would affect the annual budget and then take a decision to future.

A screenshot of the Remuneration Scenario Report feature is available here. Image shown as reference material; position and names for labels, fields and buttons are subject to parameter, rendering control configuration and installed revision.

Users access Remuneration Scenario Report from within the menu through this navigation path: Payroll Management ► Nicaragua Reports ► Remuneration Scenario Report ► Remuneration Scenario Report

Filters

The following table lists and describes all filter for the Remuneration Scenario Report, in their default order. Note that some filters depend on system parameters and rendering control to be visible and/or editable to users. Filter names are subject to change through language label configuration.

Field	Description
Fiscal Year	Drop down filter criterion for fiscal year. This is a mandatory parameter, the default value is set to the current fiscal year.
Pay Code	Pay code description filter criterion.
Pay Period	Drop down filter criterion (allows to select payperiod).
New Fixed Amount	Users add a new fixed amount to the output report.
Position	Position lookup filter criterion.
Based on Financial Coding Block	If it is checked the report is based on financial coding blocks.
Percentage	To generate the report by remuneration percentage.
Amount	To generate the report by remuneration amount.
Salary Range	Filter to generate the report by salary ranges.
Group Individual Institutions	If it is checked the report is grouped by individual institution.
Group By Institution Type	Dropdown filter for institution types.
Institution	Institution tree filter for this report.

Visible Fields

A sample of the Remuneration Scenario Report output is available here.The following table lists and describes all visible fields for the Remuneration Scenario Report, in their default order. Note that some fields depend on System Parameters and rendering control configuration to be visible and/or editable by users. Field names are subject to change through language label configuration.

Field	Description
Filter By	The filter criteria describing how the given report has been filtered based on the user’s preferences.
Group By	The criteria describing how the report has been grouped based on the user’s preferences.
Institution	Institution id of the employee.
Employee Assignment	Number of quantity of employee assignment that are on the salary range.
Actual Cost:
Salary	Actual salary of the employee.
Seniority	Actual seniority of the employee.
Employer Share	Actual employer share of the employee.
Bonus (thirteenth month)	Actual bonus (thirteenth month) of the employee.
TOTAL	Total salary of the employee.
Projection Cost:
Salary	Projected salary of the employee.
Seniority	Projected seniority of the employee.
Employer Share	Projected employer share of the employee.
Bonus (thirteenth month)	Projectedl bonus (thirteenth month) of the employee.
TOTAL	Total projected salary of the employee.
Monthly Cost -Increase/ Decrease
Salary	Difference between actual salary and projected salary.
Seniority	Difference between actual salary and projected seniority.
Employer Share	Difference between actual salary and projected employer share.
Bonus (thirteenth month)	Difference between actual salary and projected bonus.
TOTAL	Difference between actual salary and projected total.
Annual Cost - Increase / Decrease
Salary	Annual salary cost, shows increase or decrease of the salary.
Seniority	Annual seniority cost, shows increase or decrease of the seniority.
Employer Share	Annual employee share cost, shows increase or decrease of the employer share.
Bonus (thirteenth month)	Annual bonus cost, shows increase or decrease of the bonus.
TOTAL	Total annual cost, shows increase or decrease of the total salary.

Button Image	Description
	This button allows users to generate the report as PDF.
	This button allows users to generate the report as MS Excel.
	This button allows users to generate the report as MS Excel (XLSX format of excel).
	This button allows users to generate the report as RTF.
	This button allows users to generate the report as MS Word.

Reports

Expenditures and Forecasts Reports

Overview

The Expenditures and Forecasts Report shows the actual expenditures from the beginning of the fiscal year up to the pay date preceeding the Report Date, as well as the accruals from day following the pay date to the Report Date, and the forecasts from the day following the Report Date to the end of the fiscal year.

Navigation

Payroll Management ► Report ► Expenditures and Forecasts Reports

Expenditures and Forecasts Reports Screen Fields

Fields	Description
Report Type	Allows to select report type from the drop down list
Pay Code	Allows to select pay code from the drop down list
Report Calculation Date	Current Date when generating the report
Employee	Optional parameter. The system must allow filtering on any Employee ID, Employee Last Name and Employee First Name, of the Employee Assignments
Employee Position	Optional parameter. The system must allow filtering on any Position ID, or Position Description, of the Employee Assignments
Comment	User comments
Salary Group	Optional parameter. The system must allow filtering on any Salary Group, of the Employee Assignments
Salary Classification	Optional parameter. The system must allow filtering on anySalary Classification or combination of Salary Group and Salary Classification, of the Employee Assignments

Nicaragua Reports

Associated with Catalogues

Listing of Job Description Report

Overview

This report displays employee position information. Users can generate this report as a summary or detailed. It provides different filter option to generate a specific report. The report generates a list of the employee based on the report filters supplied by users.

Users access Listing of Job Description Report from within the menu through this navigation path: Payroll Management ► Reports ► Nicaragua Reports ► Associated with Catalogues ► Listing of Job Description Report.

Filters

The following table lists and describes all filter fields for the Listing of Job Description Report in their default order. Note that some fields depends on the system parameters and rendering control configuration to be visible and/or editable by users. Field names are subject to change through language label configuration.

Field	Description
Employee Position	Lookup feature allows users to select an employee position ID from the list or enter it manually as a filter.
Sort By	It provides the sorting feature for results.
Institution	Institution listed as a tree, allows users to select one or multiple institutions as a filter criterion.

Visible Fields

A sample of the report is available here.The following table lists and describes all visible fields for the Listing of Job Description Report, in their default order. Note that some fields depend on filters selection and the language of the report depends on the configuration of the system.

Field	Description
Employee Position Code	It displays the employee position code.
Institution	The institution code and description.
Administrative Unit	The administrative unit details related to the institution.
Description of Employee Position	It displays the description of the employee.

Buttons

The following table describes actions associated with the depicted button image. Note that some images are associated with several buttons, used for more than one purpose within the Listing of Job Description Report feature.

Button Image	Description
	This button allows users to generate the report as PDF format.
	This button allows users to generate the report as MS Excel format.
	This button allows users to generate the report as MS Excel (XLSX format).
	This button allows users to generate the report as ODS format.
	This button allows users to generate the report as RTF format.
	This button allows users to generate the report as MS Word format.
	This ODT button allows users to generate the report in ODT format.
	The Lookup tool allows users to browse and select existing items. It is used to add the employee position filter.

Payroll

Payslip Report

Overview

This report includes all payslips that correspond to the filter selected (Pay Period, Organization, etc.)

Navigation

Payroll Management ► Reports ► Payroll ► Payslip Report

Payslip Report Screen Fields

Fields	Description
Fiscal Year	This will establish the filter positions per Fiscal Year
Pay Code	Pay Code of the cost item Per Period from employee assignment.
Pay Period	This will establish the filter net Payment(s) per Pay Period
Employee	It shows Employee pick-list in order that the user chooses the desire Employee ID, Last Name and/or First Name, or group of Employees.
Comment	A comment for the Pay slip Report.
Institution	Allows selecting the institution for Pay slip

Payroll by Financial Account Report

Overview

The Payroll by Financial Account report will allow the user to have a detail or summary of Coding Block assigned to each Cost Item/Deduction of a Net Payment number.

Navigation

Payroll Management ► Reports ► Payroll ► Payroll by Financial Account Report

Payroll by Financial Account Report Screen Fields

Fields	Description
Report Type	Users can see two types of report. Summary report and Detail report.
Fiscal Year	This will establish the filter positions per Fiscal Year
Pay Code	Pay Code of the cost item Per Period from employee assignment.
Pay Period	This will establish the filter net Payment(s) per Pay Period
Employee	It shows Employee pick-list in order that the user chooses the desire Employee ID, Last Name and/or First Name, or group of Employees.
Employee Position	It contains all employee positions in the government.
Cost Item	It shows a Cost Items pick-list in order that the user chooses the desired Cost Item ID, Cost Item Name or multiple Cost Items.
Deduction	Deduction Unique Identification Code associated to this Deduction Per Period.
Expense Voucher	Allows selecting the institution for Pay slip
Journal Voucher	Every time a transaction is create in the system, the system automatically creates a corresponding journal voucher for control purposes. Since the system employs the double entry accounting principle, each journal voucher will contain the proper debit and credit amounts.
Situation Code Level	Code Levels should select from the drop down. Situation Codes Acronyms are unique within a level, but can be repeat for different levels.
Coding Block Filter Type	Possible values are “Coding Block”, “Coding Block Expression Filter”, and “Hierarchical Coding Block Element”. If “Coding Block” is select, the system will allow the user to enter a coding block that will be use for filtering. “Coding Block Expression Filter” is selected the system will allow the user to enter a coding block expression that will be used for filtering. If “Hierarchical Coding Block Element” is select, the system will allow the user to select any CoA concept element or ranges of elements, from the segment that are included in the selected CoA Group.

Gross Salary Gap Report

Overview

The Gross Salary Gap report allows the user to view employee’s Gross Salary Gap between two selected periods. It is recommended to execute this report prior to finalizing the current period Pay Calculation, as once the pay has been finalized, the user will be unable to make any modifications if there is any error in an employee Pay Calculation.

An example report is shown below.

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Definition of Report Fields

The Gross Salary Gap Report includes the following fields:

Report Field	Description
Fiscal Year	Accounting year
Report Generation Date	Date of report generation automatically generated by the system
Report Generation Time	Time of report generation automatically generated by the system
User	User who generates the report
Page	Indicates page number
Filter By	Sorting criteria
Employee Code	Employee Identification number
Employee Name	Employee's name
Assignment #	Identification number of Item assignment
Cost Item	Item label
Period	Time period covered
Gap	Difference in period changes
Total	Sum of item values

Generation of the Report

The Gross Salary Gap Report allows the user to view employee’s gross salary gap between 2 selected periods.

To GENERATE a Gross Salary Gap Report, follow the steps below:

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The Gross Salary Gap Report includes the following filter criteria available for the report:

Report Type: Select Report Type Status from the drop-down menu. Options are 'Summary' or 'Detail.'

- Specify Period Compare details.

Fiscal Year: Select Fiscal Year from the drop-down menu
Pay Code: Select Pay Code from the drop-down menu
Pay Period: Select Pay Period from the drop-down menu

- Specify Period Compare details.

Fiscal Year: Select Fiscal Year from the drop-down menu
Pay Code: Select Pay Code from the drop-down menu
Pay Period: Select Pay Period from the drop-down menu
Employee - Employee unit (optional parameter) that can be selected using the Lookup icon , and Find icon to retrieve the Employee. If selected, the report will include the selected Employee and all Employees below the selected unit. Refer to Employee for more information.
Gap - Enter Gap

If all filter criteria are left blank, all Employees allowed by the report will be included.

The report can be exported in HTML, PDF, MS Excel, RTF and MS Word formats, prior to printing, using the , , , , and icons.

Production Control Report

Overview

The Production Control Report is a report that will allow users to make comparisons for amounts paid in Earnings and Deductions between two different pay periods.

An example of the report is shown below.

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Definition of Report Fields

The Production Control Report includes the following fields:

Report Field	Description
Fiscal Year	Fiscal Year of report data
Report Generation Date	Date of report generation automatically generated by the system
Report Generation Time	Time of report generation automatically generated by the system
User	User who generates the report
Page	Indicates page number
Filter Criteria	User enters organization criteria
Group By	Used to group report information by Employee, Institution, Value
Difference	Difference in Filter Criteria and Group By values
Comment	Optional description
Cost Items	Classification for Institution expenditures
Deductions	Classification for deducted values from expenditures
Period 1	First period value
Period 2	Second period value
Difference	Change in value from period one to period two
Difference (%)	Percent change in value from period one to period two
Total	Sum of values for group
Grand Total	Sum of values for entire report

Generation of the Report

The Production Control Report is a report that will allow users to make a comparison for amount paid in earnings and deductions between 2 different pay periods.

To GENERATE the Production Control Report, follow the steps below:

Navigation

The Production Control Report includes the following filter criteria available for the report:

Enter Period Compare information
Fiscal Year - Select Fiscal Year from drop-down menu
Pay Code - Select Pay Code from drop-down menu
Pay Period - Select Pay Period from drop-down menu
Enter Period With information
Fiscal Year - Select Fiscal Year from drop-down menu
Pay Code - Select Pay Code from drop-down menu
Pay Period - Select Pay Period from drop-down menu
Employee - To enter the Employee, (optional field) click on the Lookup icon , click on Find icon to retrieve the Employee list, then select the Employee
Employee Position - To enter the Employee Position, (optional field) click on the Lookup icon , click on Find icon to retrieve the Employee Position list, then select the Employee Position
Cost Item - To enter the Cost Item, (optional field) click on the Lookup icon , click on Find icon to retrieve the Cost Item list, then select the Cost Item
Deduction - To enter the Deduction, (optional field) click on the Lookup icon , click on Find icon to retrieve the Deduction list, then select the Deduction
Difference - Enter Difference
Salary Group - Select Salary Group from drop-down menu.
Salary Classification - Select Salary Classification from drop-down menu.
Salary Step - Select Salary Step from drop-down menu.
SCC Level 1 - Select a Situation Code Combination (Level 1) from the drop-down menu.
SCC Level 2 - Select a Situation Code Combination (Level 2) from the drop-down menu.
Is Apply Coding Block Restriction - Check the checkbox to apply a coding block restriction on this report.
Comment - Enter additional Comments (optional)
Situation Code Combination - Check Situation Code Combination, if necessary
Salary Transition - Check Salary Transition, if necessary
Employee Position - Check Employee Position, if necessary
Employee - Check Employee, if necessary
Group By Organization Unit - Check Group By Organization Unit, if necessary
Group By Institution Type - Select Group By Institution Type from drop-down menu

If all filter criteria are left blank, all Employees, Employee Positions, Cost Items, Deductions will be included in the Report allowed by the report user security profile.

The report can be exported in HTML, PDF, MS Excel, RTF and MS Word formats, prior to printing, using the , , , , and icons.

Payroll Verification Report

Overview

This report should be based on Entity Employee Net Payment. From this entity there is a link to Cost Items per Period, Deductions per Period and Assignment.

An example of the report follows.

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Definition of Report Fields

The Payroll Verification Report includes the following fields:

Report Field	Description
Fiscal Year	Fiscal Year of report data
Report Generation Date	Date of report generation automatically generated by the system
Report Generation Date	Time of report generation automatically generated by the system
User	User who generates the report
Page	Indicates page number
Filter Criteria	User enters organization criteria
Comment	Optional Comment
EMP #	Employee Identification Number
Name	Name of Employee
Year	Year of report
Pay Code	Pay Code assigned to Employee
Period	Payment Period
Assignment Coding Block	Coding Block Identifier
Situation	Determines type of employment
Position	Identifies employee position
Classification	Employee salary classification
Step	Employee salary step
Organization	Organization responsible for the employee
Base	Base salary
Other Earning ($)	Additional earnings
Gross	Sum of Base and Other Earning
Total Deduction ($)	Value of deduction from Gross Earning
Net Pay	Difference of Gross and Total Deduction
First Cost Item	Value of Cost Item
Second Cost Item	Value of Cost Item
Third Cost Item	Value of Cost Item
First Deduction	Value of Deduction
Second Deduction	Value of Deduction

Generation of the Report

The xls file produced will allow users to do verification for a specific payroll period. The xls file will be detailed by employee and no grouping will be allowed. Also no total will be generated. The reason is that the user will manipulate the data as he wants and produce the total for any grouping.

To GENERATE the Payroll Verification Report, follow the steps below:

Navigation

The Payroll Verification Report includes the following filter criteria available for the report:

Fiscal Year - Select Fiscal Year from drop-down menu
Pay Code - Select Pay Code from drop-down menu
Pay Period - Select Pay Period from drop-down menu
Employee - To enter the Employee, (optional field) click on the Lookup icon , click on Find icon to retrieve the Employee list, then select the Employee
Employee Position - To enter the Employee Position, (optional field) click on the Lookup icon , click on Find icon to retrieve the Employee Position list, then select the Employee Position
Net Pay - Enter Net Pay
Salary Group - Select Salary Group from drop-down menu.
Salary Classification - Select Salary Classification from drop-down menu.
Salary Step - Select Salary Step from drop-down menu.
SCC Level 1 - Select a Situation Code Combination (Level 1) from the drop-down menu.
SCC Level 2 - Select a Situation Code Combination (Level 2) from the drop-down menu.
Is Apply Coding Block Restriction - Check the checkbox to apply a coding block restriction on this report.
Sort By - Select a choice from the drop-down menu to sort the report by a specific selection. Sort the list items by the preferred ascending and descending order using the red arrow icon.

If all filter criteria are left blank, all Employees, Employee Positions, Cost Items, Deductions, Situation Code Combinations, Salary Transitions will be included in the Report, as well as the Institutions allowed by the report user security profile.

The report can be exported in HTML, PDF, MS Excel, RTF and MS Word formats, prior to printing, using the , , , , and icons.

Payroll Exceptions Report

Overview

The Payroll Exceptions is a report that will allow users to visualize employees whose Cost Items and/or Deductions per period have been updated with a corrected amount after the initial Payroll Calculation was executed but when the pay period was not yet closed at the time the change was done.

An example report is shown below.

Navigation

Definition of Report Fields

The Payroll Exceptions for Cost Items and Deductions Report includes the following fields:

Report Field	Description
Fiscal Year	Fiscal Year of report data
Report Generation Date	Date of report generation automatically generated by the system
Report Generation Time	Time of report generation automatically generated by the system
User	User who generates the report
Page	Indicates page number
Filter Criteria	User enters organization criteria
Group By	Used to group report information by Employee, Institution, Value
Comment	Optional description
Cost Item	Classification for Institution expenditures
Deductions	Classification for deducted values from expenditures
Calculated Value	Initial value
Corrected Value	Value after correction
Difference	Change in value from calculated to corrected
Total	Sum of values for group
Grand Total	Sum of values for entire report

Generation of the Report

The Payroll Exceptions for Cost Items & Deductions is a report that will allow users to visualize employees whose Cost Items and/or Deductions per period have been updated with a corrected amount after the initial Payroll Calculation was executed but when the pay period was not yet closed at the time the change was done.

To GENERATE the Payroll Exceptions for Cost Items and Deductions Report, follow the steps below:

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The Payroll Exceptions for Cost Items and Deductions Report includes the following filter criteria available for the report:

Fiscal Year - Select Fiscal Year from drop-down menu
Pay Code - Select Pay Code from drop-down menu
Pay Period - Select Pay Period from drop-down menu
Employee - To enter the Employee, (optional field) click on the Lookup icon , click on Find icon to retrieve the Employee list, then select the Employee
Employee Position - To enter the Employee Position, (optional field) click on the Lookup icon , click on Find icon to retrieve the Employee Position list, then select the Employee Position
Cost Item - To enter the Cost Item, (optional field) click on the Lookup icon , click on Find icon to retrieve the Cost Item list, then select the Cost Item
Deduction - To enter the Deduction, (optional field) click on the Lookup icon , click on Find icon to retrieve the Deduction list, then select the Deduction
Cost Item Difference - Enter Cost Item Difference
Deduction Difference - Enter Deduction Difference
Comment - Additional remarks
SCC Level 1 - Select SCC Level 1 from drop-down menu
SCC Level 2 - Select SCC Level 2 from drop-down menu
Is Apply Coding Block Restriction - Check the checkbox to apply a coding block restriction on this report.
Select Group By Organization Unit
Group By Institution Type - Select Group By Institution Type from drop-down menu
Group By - Select Group By from drop-down menu

If all filter criteria are left blank, all Employees, Employee Positions, Cost Items, Deductions will be included in the Report allowed by the report user security profile.

The report can be exported in HTML, PDF, MS Excel, RTF and MS Word formats, prior to printing, using the , , , , and icons.

Payment Schedule by Pay Period Report

Overview

This report displays the schedules for all Payment Methods: Direct Deposit and Pay Agents (cash or check).

An example of the report is shown below.

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Definition of Report Fields

The Payment Schedule By Pay Period Report includes the following fields:

Report Field	Description
Page	Indicates page number
Pay Period	Payment dates
Position Category	Description of employment position
Institution	Institution responsible for pay
Employee ID	Employment Identification number
First Name	Employee first name
Last Name	Employee last name
Payment Method	Method of pay
Total Paid	Value of payment
Pay Agent	Entity responsible for payment

Generation of the Report

This report is for all payment methods DIRECT DEPOSIT and PAY AGENT (CASH or CHECK)

To GENERATE the Payment Schedule By Pay Period Report, follow the steps below:

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The Payment Schedule by Pay Period Report includes the following filter criteria available for the report:

Report Type - Select Report Type from drop-down menu
Fiscal Year - Select Fiscal Year from drop-down menu
Pay Code - Select Pay Code from drop-down menu
Pay Period - Select Pay Period from drop-down menu
Employee - To enter the Employee, (optional field) click on the Lookup icon , click on Find icon to retrieve the Employee list, then select the Employee
Pay Agent - Enter Pay Agent, if necessary
Bank - Enter Bank, if necessary
Branch - Enter Branch, if necessary
Select Group By Organization Unit
Group By Institution Type - Select Group By Institution Type from drop-down menu

If all filter criteria are left blank, all Employees will be included in the Report allowed by the report user security profile.

The report can be exported in HTML, PDF, MS Excel, RTF and MS Word formats, prior to printing, using the , , , , and icons.

Detailed Cost Item or Deduction Per Period Report

Overview

The Detailed Cost Item/Deduction Per Period report allows the user to view the list of employees who obtained the selected Cost Item/Deduction for the specified Pay Period

An example report is shown below.

Navigation

Definition of Report Fields

The Detailed Cost Item / Deduction Per Period Report includes the following fields:

Report Fields	Description
Fiscal Year	Fiscal Year of report data
Report Generation Date	Date of report generation automatically generated by the system
Report Generation Time	Time of report generation automatically generated by the system
User	User who generates the report
Page	Indicates page number
Filter Criteria	User enters organization criteria
Group By	Used to group report information by Employee, Institution, Value
Deduction	Label of deduction the report is based upon
Employee Code	Employee Identification number
Employee Name	Employee's first and last name
Assignment #	Identification number for deduction assignment
Utilization Rate (%)	Percentage rate of utilization
Amount	Value of deduction
Rate	Percentage of deduction rate
Calculated Amount	Value of deduction
Corrected Amount	Value of deduction after correction
Cumulative	Total value of deductions to date
Total	Sum of deduction values

Generation of the Report

The Detailed Cost Item/Deduction Per Period report allows the user to view the list of employees who obtained the selected Cost Item/Deduction for the specified Pay Period.

To GENERATE a Detailed Cost Item/Deduction Per Period Report, follow the steps below:

Navigation

The Detailed Cost Item / Deduction Per Period Report includes the following filter criteria available for the report:

Fiscal Year - Select Fiscal Year from drop-down menu
Pay Code - Select Pay Code from drop-down menu
Pay Period - Select Pay Period from drop-down menu
Employee - To enter the Employee, (optional field) click on the Lookup icon , click on Find icon to retrieve the Employee list, then select the Employee
Employee Position - To enter the Employee Position, (optional field) click on the Lookup icon , click on Find icon to retrieve the Employee Position list, then select the Employee Position
Report Type - Select Report Type from drop-down menu
Cost Item - To enter the Cost Item, (optional field) click on the Lookup icon , click on Find icon to retrieve the Cost Item list, then select the Cost Item
Deduction - To enter the Deduction, (optional field) click on the Lookup icon , click on Find icon to retrieve the Deduction list, then select the Deduction
Situation Code Combination - To enter the Situation Code Combination, (optional field) click on the Lookup icon , click on Find icon to retrieve the Situation Code Combination list, then select the Situation Code Combination
Enter Group By information
Group By - Select Group By from drop-down menu
Select Group By Organization Unit
Group By Institution Type - Select Group By Institution Type from drop-down menu

If all filter criteria are left blank, all Employees, Employee Positions, Cost Items, Deductions, Situation Code Combinations, will be included in the Report allowed by the report user security profile.

The report can be exported in HTML, PDF, MS Excel, RTF and MS Word formats, prior to printing, using the , , , , and icons.

Excluded Cost Items or Deductions by Employee Report

Overview

The Excluded Cost Items/Deductions by Employee report allows the user to view active employee assignments that do not have the selected Cost Items/Deductions for the selected Pay Period.

An example report is shown below.

Navigation

Definition of Report Fields

The Excluded Cost Items / Deductions by Employee Report includes the following fields:

Report Field	Description
Fiscal Year	Fiscal Year of report data
Report Generation Date	Date of report generation automatically generated by the system
Report Generation Time	Time of report generation automatically generated by the system
User	User who generates the report
Page	Indicates page number
Filter Criteria	User enters organization criteria
Cost Item	Item label
Comment	Optiolnal comments
Assignment ID	Identification number for Item assignment
Employee Name	Employee Item is assigned to

Generation of the Report

Overview

The Excluded Cost Items/Deductions by Employee report allows the user to visualize active employee assignments who do not have the selected Cost Items and /or Deductions for the selected Pay Period.

To GENERATE an Excluded Cost Items/Deductions by Employee Report, follow the steps below:

Navigation

The Excluded Cost Item / Deduction Per Employee Report includes the following filter criteria available for the report:

Fiscal Year - Select Fiscal Year from drop-down menu
Pay Code - Select Pay Code from drop-down menu
Pay Period - Select Pay Period from drop-down menu
Employee Position - To enter the Employee Position, (optional field) click on the Lookup icon , click on Find icon to retrieve the Employee Position list, then select the Employee Position
Cost Item Scale Group - To enter the Cost Item Scale Group, (optional field) click on the Lookup icon , click on Find icon to retrieve the Cost Item Scale Group list, then select the Cost Item Scale Group
Report Type - Select Report Type from drop-down menu
Excluded Cost Item - Excluded Cost Item - To enter the Excluded Cost Item, (optional field) click on the Lookup icon , click on Find icon to retrieve the Excluded Cost Item list, then select the Excluded Cost Item
Excluded Deduction - To enter the Excluded Deduction, (optional field) click on the Lookup icon , click on Find icon to retrieve the Excluded Deduction list, then select the Excluded Deduction
Comment - Add additional comments
Enter Group By information
Group By - Select Group By from drop-down menu
Select Group By Organization Unit
Group By Institution Type - Select Group By Institution Type from drop-down menu

If all filter criteria are left blank, all Employee Positions, Cost Item Scale Groups, Excluded Cost Items, Excluded Deductions will be included in the Report allowed by the report user security profile.

The report can be exported in HTML, PDF, MS Excel, RTF and MS Word formats, prior to printing, using the , , , , and icons.

Arrears by Employee Report

Overview

The Arrears by Employee Report allows the user to view the list of outstanding Arrears per Employee. The report should list only the outstanding arrears on which payment is required.

An example report is shown below.

Definition of Report Fields

The Arrears By Employee Report includes the following fields:

Report Field	Description
Fiscal Year	Fiscal Year of report data
Report Generation Date	Date of report generation automatically generated by the system
Report Generation Time	Time of report generation automatically generated by the system
User	User who generates the report
Page	Indicates page number
Filter Criteria	User enters organization criteria
Group By	Used to group report information by Employee, Institution, Deduction
Deduction Description	Brief description or label for deduction
Assignment #	Identification number for the assigned Arrear
Date of Transaction	Day, month, year of transaction
Pay Period	Label for pay period
Arrear Amount	Value of Arrear
Payment Amount	Value of payment

Generation of the Report

Bank Pay Agent Summary Report

Change Request Summary Report

Data Entry Report

Detailed Vendor Payment List Report

Overview

This report shows information about the employee deductions per Vendor.

The report must be filtered by Pay Period but also can be filtered by Vendor and/or Fund.

Navigation

Payroll Management ► Report ► Payroll ► Detailed Vendor Payment List Report

Detailed Vendor Payment List Report Screen Fields

Fields	Description
Fiscal Year	Allows to select the fiscal year from the drop down list
Pay Code	Allows to select the pay code from the drop down list
Pay Period	Allows to select the pay period from the drop down list
Element	Allows to select the element from the look up button. Optional Filter
Vendor	Allows to select the vendor related to the detailed vendor payment list from the look up button.Optional Filter.

Employee Deductions Per Vendor Report

Employee Loan Or Advance Report

Expenditures Report

Individual Payroll Summary Report

Monthly Payroll Summary Report

Monthly Remittance Report

Overview

This report is sent to deduction vendors along with the remittance cheque. The report is generated for each vendor for each pay period.

Navigation

Payroll Management ► Reports ► Payroll ► Monthly Remittance Report

Monthly Remittance Report Screen Fields

Fields	Description
Fiscal Year	This will establish the filter positions per Fiscal Year
Pay Code	Pay Code of the cost item Per Period from employee assignment.
Pay Period	This will establish the filter net Payment(s) per Pay Period
Status of Pay	Possible values are Pay Calculated, Pay Finalized, Pay Finalized with Paid, Pay Finalized with out Paid.
Is Employer Share Deduction	If checked, employer share deduction is available.
Group Individual Institution	If checked, group individual institution is available
Group by Institution	Allows selecting the institution type

Pay Change Report

Overview

The Pay Change Report shows the changes that took place within certain specified dates. The changes that this report should display are based on the Workflows and the Pay Change Requests.

Navigation

An example report is shown below.

Definition of Report Fields

Report Field	Description
Fiscal Year	Accounting year
Report Generation Date	Date of report generation automatically generated by the system
Report Generation Time	Time of report generation automatically generated by the system
User	User who generates the report
Page	Indicates page number
Filter Criteria	Sorting criteria
Group By	Used to group report information by Employee, Institution
Filter	Filtering Period
Comment	Additional comments
Workflow ID	Workflow identification number
Workflow Status	Current Status of workflow
Date	Date of workflow status change
User	User responsible for status change
Employee ID	Employee identification number
Employee Name	Name of employee
Entity	Employee Role
Attribute	Subject of Change Request
Value Before	Previous value before change request
Value After	Value after change request

Generation of Report

Overview

The Pay Change Report shows the changes that took place within certain specified dates. The changes that this report should display are based on the Workflows and the Pay Change Requests.

Navigation

The Pay Change Report includes the following filter criteria available for the report:

Employee - To enter the Employee, (optional field) click on the Lookup icon , click on Find icon to retrieve the Employee list, then select the Employee
Approved User - To enter the Approved User, (optional field) click on the Lookup icon , click on Find icon to retrieve the Approved User list, then select the Approved User
Created User - To enter the Created User, (optional field) click on the Lookup icon , click on Find icon to retrieve the Created User list, then select the Created User
From Date - Select From Date using Calculator tool
To Date - Select To Date using Calculator tool
Select Group By Institution Unit
Group By Institution Type - Select Group By Institution Type from drop-down menu

If all filter criteria are left blank, all Employees, Approved Users, Created Users will be included in the Report allowed by the report user security profile.

The report can be exported in HTML, PDF, MS Excel, RTF and MS Word formats, prior to printing, using the , , , , and icons.

Payment List Report

Payroll Appropriations Analysis Report

Overview

The Payroll Appropriation Analysis is designed to generate a summarized list of Payroll expenses that are grouped by the Payroll coding block. For each distinct Payroll GL coding block, the report must also look for the Budget and Allotment roll-up Coding Block with the corresponding available amount and display those roll-up coding block in a hierarchy way. The main purpose of this report is for the payroll person to determine if there are sufficient money to pay the employees.

Navigation

Payroll Management ► Reports ► Payroll ► Payroll Appropriation Analysis Report

Payroll Appropriation Analysis Report Screen Fields

Fields	Description
Fiscal Year	This will establish the filter positions per Fiscal Year
Pay Code	Pay Code of the cost item Per Period from employee assignment.
Pay Period	This will establish the filter net Payment(s) per Pay Period

Payroll Register Report

Overview

The Payroll Register Report is a report that will allow users to see for a specific period all the amounts for the Cost Items, Deductions (Employee and/or Employer) and also the cumulative amounts up to this specific period.

Navigation

Payroll Management ► Reports ► Payroll ► Payslip Register Report

Payroll Register Report Screen Fields

Fields	Description
Report Type	Users can see two types of report. Summary report and Detail report.
Fiscal Year	This will establish the filter positions per Fiscal Year
Employee	It shows Employee pick-list in order that the user chooses the desire Employee ID, Last Name and/or First Name, or group of Employees.
Employee Position	It contains all employee positions in the government.
Cost Item	It shows a Cost Items pick-list in order that the user chooses the desired Cost Item ID, Cost Item Name or multiple Cost Items.
Deduction	Deduction Unique Identification Code associated to this Deduction Per Period.
Comment	A comment for the Payroll register Report.
Show Cumulative	If checked, cumulative is available.
Status of Pay	It display the pay status
Salary Group	One salary transition can have one salary group.
Salary Classification	It shows classification from the same selected Salary Group.
Salary Step	Show the steps number for the pay zone, group, subgroup, level selected above.
Situation Code Level	Code Levels should select from the drop down. Situation Codes Acronyms are unique within a level, but can be repeat for different levels.
Coding Block Filter Type	Possible values are “Coding Block”, “Coding Block Expression Filter”, and “Hierarchical Coding Block Element”. If “Coding Block” is select, the system will allow the user to enter a coding block that will be use for filtering. “Coding Block Expression Filter” is selected the system will allow the user to enter a coding block expression that will be used for filtering. If “Hierarchical Coding Block Element” is select, the system will allow the user to select any CoA concept element or ranges of elements, from the segment that are included in the selected CoA Group.
Pay Period	This will establish the filter net Payment(s) per Pay Period

Definition of Report Fields

The Payroll Register Report includes the following fields:

Report Field	Description
Fiscal Year	Fiscal Year of report data
Report Generation Date	Date of report generation automatically generated by the system
Report Generation Time	Time of report generation automatically generated by the system
User	User who generates the report
Filter	Filtering Criteria
Group By	Organizational structure of the report
Group By Description	This is the Description of the first Group By item if the report is grouped by any item
Cost Item	Abbreviation for Cost Item
Description	Brief Description of Cost Item
Amount	Value of Cost Item
Cumulative	Sum of Cost Item per period
Deduction	Abbreviation of Deduction
Description	Description of Deduction
Employee	Value of Deduction per Employee
Employer	Value of Deduction per Employer
Cumulative	Sum of Deductions per period
Total	Sum of report values

Generation of the Report

Pre Finalize Exception Report

Year End Procedure

Generate Tax Forms

Overview

This entity allows users to generate annual tax forms. In this report screens users able to generate 6 different types of forms which are:

T4
T4 Summary
T4A
T4A Summary
NR4
NR4 ORS

A screenshot of the Generate Tax Forms feature is available here. Image shown as reference material; position and names for labels, fields and buttons are subject to parameter, rendering control configuration and installed revision.

Users access Generate Tax Forms from within the menu through this navigation path: Payroll Management ►Reports ►Payroll ►Year End Procedure ►Generate Tax Forms

Filters

The following table lists and describes all filter for the Generate Tax Forms, in their default order. Note that some filters depend on system parameters and rendering control to be visible and/or editable to users. Fiter names are subject to change through language label configuration.

Field	Description
Calendar Year	Shows the last calender year. This is a autopopulated filter criterion.
Tax Form Type	Allows users to selet tax form type. Available options are: T4 T4 Summary T4A T4A Summary NR 4 NR 4 ORS
Pay Code	Users can select pay code to filter tax forms.
Employee	Users can select pay code to filter tax forms.

T4

Overview

The purpose of this report is for employers to produce T4 slips (resident or non-resident) if they paid employees employment income, commissions, taxable allowances and benefits, fishing income, or any other remuneration.

Visible Fields

A sample of the T4 Report output is available here.The following table lists and describes all visible fields for the T4 Report, in their default order. Note that some fields depend on System Parameters and rendering control configuration to be visible and/or editable by users. Field names are subject to change through language label configuration.

Field	Description
Employer's name	Shows the employer's name and address.
Year	Shows the calendar year that was selected by the user when starting the processing of this year end tax form.
Employer's account number	Empty space to be filled by users.
Province of employment	Shows province of employment of the employee.
Social insurance number	Shows social insurance number of the employee.
is Exempt CPP	If the tax is exempt from CPP then the check box is true.
is Exempt EI	If the tax is exempt from EI then the check box is true.
is Exempt PPIP	If the tax is exempt from PPIP then the check box is true.
Employment Code	Shows employment code of the employee.
Employee's name and address	Shows the employee's name and address.
Employment income	Shows employment income of the employee.
Income tax deducted	Shows the amount of income tax deducted from the employee.
Employee's CPP contributions	Shows CPP contributions of the employee.
Employee's QPP contributions	Shows QPT contributions of the employee.
Employee's EI premiums	Shows EI premiums paid by the employee.
RPP contributions	Shows RPP contributions paid by the employee.
Pension adjustment	Shows the amount od pension adjustment made by the employee.
Employee's PPIP premiums	Shows PPIP premiums of the employee.
Union dues	Shows the amount of union dues.
Charitable donations	Shows the amount od charitable donations made by the employee.
RPP or DPSP registration number	RPP or DPSP registration number of the employee.
Other information	Custom box for to add any other information of the employee.

Buttons
The following table describes actions associated to the depicted button image. Note that some images are associated with several buttons, used for more than one purpose within the T4.

Button Image	Description
	When exporting this report, click the icon to export in PDF format.
	Click to remove the record. A window is displayed confirming the item is deleted.

T4 Summary

Overview

T4 Summary report is a summary report of T4 report.

Visible Fields

A sample of the T4 Summary Report output is available here.The following table lists and describes all visible fields for the T4 Summary Report, in their default order. Note that some fields depend on System Parameters and rendering control configuration to be visible and/or editable by users. Field names are subject to change through language label configuration.

Field	Description
Employer's name	Shows the employer's name and address.
Year	Shows the calendar year that was selected by the user when starting the processing of this year end tax form.
Employer's account number	Empty space to be filled by users.
Total number of T4 slips filed	Shows total number of T4 produced for the employee.
Employment income	Shows employment income of the employee.
Income tax deducted	Shows the amount of income tax deducted from the employee.
Employee's CPP contributions	Shows CPP contributions of the employee.
Employer's CPP contributions	Shows amount of CPP contribution made by employer.
Employee's EI premiums	Shows amount of EI premiums paid by the employee.
Employer's EI premiums	Shows amount of EI premiums paid by the employer.
Total deductions reported	Shows total deduction deducted from the employee salary.
Pension adjustment	Shows the amount od pension adjustment made by the employee.
Registered pension plan (RPP) contributions	Shows amount of contribution made by employee to the registerd pension plan.
Certification	Field for certify that the information given on this T4 information return and on related slips is correct and complete.

Button Image	Description
	When exporting this report, click the icon to export in PDF format.
	Click to remove the record. A window is displayed confirming the item is deleted.

T4 A

Overview

T4A slip applicable for a payer, such as an employer, a trustee, an estate executor (or liquidator), an administrator, or a corporate director, and the employer's pay any of the following types of income:

Pension or superannuation.
Lump-sum payments.
Self-employed commissions.
Annuities.
Patronage allocations.
Registered education savings plan (RESP) accumulated income payments.
RESP educational assistance payments.
Fees or other amounts for services or
Other income such as research grants, payments from a registered disability savings plan (RDSP); wage-loss replacement plan payments if you were not required to withhold Canada pension plan (CPP) contributions and employment insurance (EI) premiums, death benefits, or certain benefits paid to partnerships or shareholders.

Visible Fields

A sample of the T4A slip Report output is available here.The following table lists and describes all visible fields for the T4A slip Report, in their default order. Note that some fields depend on System Parameters and rendering control configuration to be visible and/or editable by users. Field names are subject to change through language label configuration.

Field	Description
Payer's name	Shows the employer's name and address.
Year	Shows the calendar year that was selected by the user when starting the processing of this year end tax form.
Payer's account number	Empty space to be filled by users.
Social insurance number	Shows social insurance number of the employee.
Recipient's account number	Shows bank account number of the employee.
Recipient's name and address	Shows name and address of the employee.
Pension or superannuation	Shows amount of pension or superannuation paid to the employee.
Income tax deducted	Shows amount of income tax deducted from the employee.
Lump-sum payments	Shows lump-sum amount payable to the employee.
Self-employed commissions	Shows any self-employed commissions earned by employee.
Annuities Rentes	Shows any annuties made to the employee for rent.
Other information	Custom box for to add any other information of the employee.

Button Image	Description
	When exporting this report, click the icon to export in PDF format.
	Click to remove the record. A window is displayed confirming the item is deleted.

T4 A Summary

Overview

T4A summary report is a summary report of T4A Slip report.

Visible Fields

A sample of the T4A Summary Report output is available here.The following table lists and describes all visible fields for the T4A Summary Report, in their default order. Note that some fields depend on System Parameters and rendering control configuration to be visible and/or editable by users. Field names are subject to change through language label configuration.

Field	Description
Payer's name	Shows the employer's name and address.
Year	Shows the calendar year that was selected by the user when starting the processing of this year end tax form.
Name and address of employer or payer	Shows name and address of employer or payer.
Payer's account number	Shows bank account number of the paye.
Total number of T4A slips filed	Shows the total number of employee T4A's produced.
Pension or superannuation	Shows amount of pension or superannuation given to the employees.
Lump-sum payments	Shows lump-sum payments made to the employees.
Self-employed commissions	Shows amount of self-employed commissions given to the employees.
Annuities – Rentes	Shows amount of annuities for rentes given to the employees.
Other income	Shows amount of other income received by the employees.
Patronage allocations	Shows amount of patronage allocations given to the employees.
RPP contributions (past service)	Shows amount of RPP contributions for past service given to the employees.
Pension adjustment	Shows amount of pension adjustment made to the employees.
RESP accumulated income payments	Shows amount of RESP accumulated income payments made to the employees.
RESP educational assistance payments	Shows amount of RESP educational assistance payments made to the employees.
Fees for services	Shows amount of fees paid the employees for the service.
Other information	Any other information related to T4A slip
Income tax deducted	Shows amount of income tax deducted from the employees pay.
Remittances	Any remittances deducted from employee salary.

Button Image	Description
	When exporting this report, click the icon to export in PDF format.
	Click to remove the record. A window is displayed confirming the item is deleted.

NR4

Overview

The NR4 are printed when payments are done to non-residents for income such as interest, dividends, rents, royalties, pensions, and acting services in a film or video production.

Visible Fields

A sample of the NR4 Report output is available here.The following table lists and describes all visible fields for the NR4 Report, in their default order. Note that some fields depend on System Parameters and rendering control configuration to be visible and/or editable by users. Field names are subject to change through language label configuration.

Field	Description
Year	Shows the calendar year that was selected by the user when starting the processing of this year end tax form.
Recipient code	Recipient code, always shows number 1.
Country code for tax purposes	Shows country code of the employee.
Payer or agent identification number	Shows identification number of the payer or agent.
Foreign or Canadian tax identification number	Shows foreign or domestic tax identification number of the employee.
Income code	Shows income code of the employee earnings.
Currency code	Shows code of currency used to pay the employee.
Gross income	Shows gross income earned by the employee.
Non-resident tax withheld	Non-resident tax withheld limit of the employee.
Exemption code	Shows tax exemption code.
Non-resident recipient's name and address	Shows non-resident recipient's name and address.
Name and address of payer or agent	Shows name and address of payer or agent.
Country code	Shows country code of the employee.

Buttons
The following table describes actions associated to the depicted button image. Note that some images are associated with several buttons, used for more than one purpose within the NR4.

Button Image	Description
	When exporting this report, click the icon to export in PDF format.
	Click to remove the record. A window is displayed confirming the item is deleted.

NR4 ORS

Overview

NR4 Old Age Security information slip is needed when employee fill out the form Old Age Security Return of Income.

Visible Fields

A sample of the NR4 ORS Report output is available here.The following table lists and describes all visible fields for the NR4 ORS Report, in their default order. Note that some fields depend on System Parameters and rendering control configuration to be visible and/or editable by users. Field names are subject to change through language label configuration.

Field	Description
Year	Shows the calendar year that was selected by the user when starting the processing of this year end tax form.
Recipient code	Recipint code, always shows number 1.
Country code for tax purposes	Shows country code of the employee.
Old age security number	Shows old age security code number.
Foreign or Canadian tax identification number	Shows tax identification number of the employee.
Non-resident account number	Shows bank account number of the non-resident employee.
Income code	Shows income code of the employee earnings.
Currency code	Shows code of currency used to pay the employee.
Gross income	Shows gross income earned by the employee.
Non-resident tax withheld	Non-resident tax withheld limit of the employee.
Exemption code	Shows tax exemption code.
Recovery tax code	Shows deduction recovery tax code.
Recovery tax withheld	Recovery tax withheld limit of the employee.
Non-resident recipient's name and address	Shows non-resident recipient's name and address.
Name and address of payer or agent	Shows name and address of payer or agent.

Button Image	Description
	When exporting this report, click the icon to export in PDF format.
	Click to remove the record. A window is displayed confirming the item is deleted.

SLK Reports

Certificate Of Income Tax Deductions

Overview

The purpose of this report is to:

Issued with a certificate of tax deduction (T10);
T10 report is a certificate of tax deduction that every employer must issue for own employees on an annual basis.

A screenshot of the Certificate Of Income Tax Deductions feature is available here.Image shown as reference material; position and names for labels, fields and buttons are subject to parameter, rendering control configuration and installed revision.

Users access Certificate Of Income Tax Deductions from within the menu through this navigation path: Payroll Management ► Reports ► SLK Reports ► Certificate Of Income Tax Deductions

Filters

The following table lists and describes all filter for the Certificate Of Income Tax Deductions, in their default order. Note that some filters depend on system parameters and rendering control to be visible and/or editable to users. Fiter names are subject to change through language label configuration.

Field	Description
Fiscal Year	Allows users to select the fiscal year to use. This is a mandatory filter criterion.
Institution	Users can select an institution code to filter employee's tax deduction.
Employee	Users can select an employee code to filter employee's tax deduction.

Visible Fields

A sample of the Certificate Of Income Tax Deductions output is available here.The following table lists and describes all visible fields for the Certificate Of Income Tax Deductions, in their default order. Note that some fields depend on System Parameters and rendering control configuration to be visible and/or editable by users. Field names are subject to change through language label configuration.

Field	Description
Filter By	The filter criteria describing how the given report has been filtered based on the user’s preferences.
Group By	The criteria describing how the report has been grouped based on the user’s preferences.
Printed Date	Date of when the report is printed.
Printed Time	Report generation time.
Employee ID	Employee code of the employee.
Full Name of Employee	Full name of the employee as per employee record.
NIC Number	Employee NIC number.
Period of service for which remuneration was paid	Shows from date as employee hire date and to date as retirement date.
Total gross remuneration as per Pay Sheet	Amount of gross remuneration of the employee calculated in the reporting period.
Total amount remitted to the Department of Inland Revenue	Total amount of tax remitted to department of inland revenue.
Taxable Cash Benefit	Amount of taxable cost items of the employee calculated in the reporting period.
Tax Exempt Cash and Non Cash Benefits	Shows tax exempt portion of the cash and non cash benefits.
Total amount of tax deducted	Shows total amount of tax deducted for the reporting period.
Total amount remitted to the Department of Inland Revenue	Total amount remitted to the department of inland revenue during the deduction period.
Name of the Employer	Name of the institution where the employee belongs to.

Button Image	Description
	This button allows users to generate the report as PDF.
	This button allows users to generate the report as MS Excel.
	This button allows users to generate the report as MS Word.
	This button allows users to generate the report as RTF.
	This button allows users to generate the report as ODT.
	This button allows users to generate the report as ODS.

Coin Analysis Report

Overview

The purpose of the this report is:

To make sure that correct quantity of cash denominations are available to disburse salaries to the employees;
The Report is issued per Pay period;

Navigation

Payroll Management ► Reports ► SLK Reports ► Coin Analysis Report

Coin Analysis Report Screen Fields

Fields	Description
Fiscal Year	This will establish the filter positions per Fiscal Year
Pay Period	This will establish the filter net Payment(s) per Pay Period
Institution	This will establish the filter net Payment(s) per Institution
Employee	This will establish the filter net Payment(s) per Employee

Pay Sheet Report

Overview

The purpose of the this report is to display Salaries, Allowances, Deductions, of each paid employee.

The Report is issued each Pay period

Navigation

Payroll Management ► Reports ► SLK Reports ► Pay Sheet Report

Pay Sheet Report Screen Fields

Fields	Description
Fiscal Year	This will establish the filter positions per Fiscal Year
Pay Period	This will establish the filter net Payment(s) per Pay Period
Institution	This will establish the filter net Payment(s) per Institution
Employee	This will establish the filter net Payment(s) per Employee

T9_01 Schedule Report

Overview

The purpose of this report is to

Issue report 01/Schedule -01 (T9);
Every Employer is required to deduct income tax from the gross remuneration for every pay period of each employee liable to income tax at the time such remuneration is paid.
T9 report is an annual declaration of PAYE deducted and has to be delivered on an annual basis to to DPRA

A screenshot of the T9_01 Schedule Report feature is available here.Image shown as reference material; position and names for labels, fields and buttons are subject to parameter, rendering control configuration and installed revision.

Users access T9_01 Schedule Report from within the menu through this navigation path: Payroll Management ► Reports ► SLK Reports ► T9_01 Schedule Report

Filters

The following table lists and describes all filter for the T9_01 Schedule Report, in their default order. Note that some filters depend on system parameters and rendering control to be visible and/or editable to users. Fiter names are subject to change through language label configuration.

Field	Description
Fiscal Year	Allows users to select the fiscal year to use. This is a mandatory filter criterion.
Institution	Users can select an institution code to filter employee assignments.
Employee	Users can select an employee code to filter employee assignments.
Employee Position (sorting criterion)	The employee position can be used as a sorting criterion.
Instituion (sorting criterion)	The institution code can be used as a sorting criterion.

Visible Fields

A sample of the T9_01 Schedule Report output is available here.The following table lists and describes all visible fields for the T9_01 Schedule Report, in their default order. Note that some fields depend on System Parameters and rendering control configuration to be visible and/or editable by users. Field names are subject to change through language label configuration.

Field	Description
Filter By	The filter criteria describing how the given report has been filtered based on the user’s preferences.
Group By	The criteria describing how the report has been grouped based on the user’s preferences.
Printed Date	Date of when the report is printed.
Printed Time	Report generation time.
Name of the Employer	Name of the institution to which the employee belongs.
PAYE Registration No.	Empty space, manually filled after generating the report.
Empl. Code	Employee ID.
Name of Employee	Employee name.
NIC or Passport Number	NIC or passport number of the employee.
Employment During Assessment Period	It is fix caption in the form.
From	Date of Hire of the employee or April 1^st of the year of reporting.
To	Date of retirement or March 31st of the year of reporting.
Cash Payments	Amount the employee got paid in the reporting period.
Non-Cash	Amount of the non-cash cost items calculated in the reporting period for an employee.
Total	Total amounts of payments made to the employee.
Total Tax Exempt Income	Total tax exempt income limit of the assessee.
PAYE Deducted	Total amount of paye deducted within the reporting period.
Tax Identification Number	Tax identification number of the employee.

Button Image	Description
	This button allows users to generate the report as PDF.
	This button allows users to generate the report as MS Excel.
	This button allows users to generate the report as MS Excel (XLSX format of excel).
	This button allows users to generate the report as RTF.
	This button allows users to generate the report as MS Word.

TL Reports

Employee Assignment List Report

Overview

This report shows a list of all employee assignments in the application and can be viewed as a detailed report.

A screenshot of the Employee Assignment List Report feature is available here. Image shown as reference material; position and names for labels, fields and buttons are subject to parameter, rendering control configuration and installed revision.

Users access the report from within the menu through this navigation path: Payroll Management ► Report ► TL Reports ► Employee Assignment List Report

Filters

The following table lists and describes all filter for the Employee Assignment List Report, in their default order. Note that some filters depend on system parameters and rendering control to be visible and/or editable to users. Filter names are subject to change through language label configuration.

Fields	Description
Start Date	Employee assignment start date filter.
Employee	Filter criterion for employee name.
Employee Position	Filtering on employee position ID or employee position name.
Work Location	It allows users to filter by the employee's work location
Situation Code Combination	Situation codes combination for the employee.
Salary Group	It allows users to select salary group from the drop down list.
Salary Classification	Employee salaray classification.
Salary Step	It allows users to select salary step from the drop down list.
Group By District	It allows users to group the report by dictrict.
Group Individual Institutions	It allows users to group the report by individual institutions.
Group By Institution Type	It allows users to select institution type from the drop down list.

Visible Fields

A sample of the Employee Assignment List Report output is available here.The following table lists and describes all visible fields for the Employee Assignment List Report, in their default order. Note that some fields depend on System Parameters and rendering control configuration to be visible and/or editable by users. Field names are subject to change through language label configuration.

Field	Description
Filter By	The filter criteria describing how the given report has been filtered based on the user’s preferences.
Group By	The criteria describing how the report has been grouped based on the user’s preferences.
Work Location	Information about work location of the employee.
District	Information about district, where the employee works.
Employee ID	Id of the employee.
Employee Name	Name of the employee.
Date of Birth	Date of birth of the employee.
Employee Position	Position of employee.
Situation Code Combination	Situation code combination information of the employee.
Hire Date	Hire date of the employee.
Base Salary	Monthly salary amount of the employee.

Button Image	Description
	This button allows users to generate the report as PDF.
	This button allows users to generate the report as MS Excel.
	This button allows users to generate the report as MS Excel (XLSX format).
	This button allows users to generate the report as HTML.
	This button allows users to generate the report as MS Word.

Employee List Report

Overview

The Employee List Report is designed to generate a list of employees with the ability to request data in various combinations for statistical purposes.

A screenshot of the Employee List Report feature is available here. Image shown as reference material; position and names for labels, fields and buttons are subject to parameter, rendering control configuration and installed revision.

Users access the report from within the menu through this navigation path: Payroll Management ► Report ► TL Reports ► Employee List Report

Filters

The following table lists and describes all filter for the Employee List Report, in their default order. Note that some filters depend on system parameters and rendering control to be visible and/or editable to users. Filter names are subject to change through language label configuration.

Fields	Description
Employee	Lookup filter criterion for the employee id.
Group Individual Institutions	It allows users to group the report by individual institutions.
Group By Institution Type	It allows users to group the report by institution type.

Visible Fields

A sample of the Employee List Report By District output is available here.The following table lists and describes all visible fields for the Employee List Report, in their default order. Note that some fields depend on System Parameters and rendering control configuration to be visible and/or editable by users. Field names are subject to change through language label configuration.

Field	Description
Filter By	The filter criteria describing how the given report has been filtered based on the user’s preferences.
Group By	The criteria describing how the report has been grouped based on the user’s preferences.
Employee Applicationid	Application id of the employee.
Employee Name	Name of the employee.
District	Disctric information for the employee.
Location	Information about work location of the employee.
Division	Information about the division related to the work location.

Button Image	Description
	This button allows users to generate the report as PDF.
	This button allows users to generate the report as MS Excel.
	This button allows users to generate the report as MS Excel (XLSX format).
	This button allows users to generate the report as HTML.
	This button allows users to generate the report as MS Word.

Employee With Leave Report

Overview

This report displays the leave taken by the employee for a specific period (the number of days and the amount while on leave). It provides different filter option to generate a very specific report.

A screenshot of the Employee With Leave Report is available here. Image shown as reference material; position and names for labels, fields and buttons are subject to the installed revision, System Parameters and Rendering Control configuration.

Users access Employee With Leave Report from within the menu through this navigation path: Payroll Management ► Reports ► TL Reports ► Employee With Leave Report.

Filters

The following table lists and describes all filter fields for the Employee With Leave Report in their default order. Note that some fields depends on System Parameters and Rendering Control configuration to be visible and/or editable by users. Field names are subject to change through language label configuration.

Field	Description
Fiscal Year	Lists the fiscal year and allows users to select as a filter. The current fiscal year is set as default value.
Pay Code	Lists pay codes.
Pay Period	Lists the pay period.
Comment	Allows users to add a custom comment to the generated report.
Group Individual Institutions	By default, it is marked as checked. Users can uncheck it to select the value of group by institution type as a filter.
Group By Institution Type	It lists the institutions and allows to select as a filter. If group by institution is checked, then this field becomes inactive.
Institution	It allows users to select one or multiple institutions.

Visible Fields

A sample of the report is available here.The following table lists and describes all visible fields for the Employee With Leave Report, in their default order. Note that some fields depend on filters selection and the language of the report depends on the configuration of the system.

Field	Description
General Organization Name	Name of the country on the top of the report.
Report Title	The title of the report appears on the report.
Report Date	It indicates the date of the report generation.
Report Time	It indicates the time of the report generation.
User	Identifier of the user who generates the report.
Environment	The environment name.
Period	The pay period.
Work Location	The work location of the employee.
Employee ID	The employee unique identity number.
Employee First Name	The employee first name.
Employee Last Name	The employee last name.
Status	The employement status. The possible values are: P-PERMANENT T-TEMPORARY A-A MEMBER OF GOVERNMENT F-FDTL N-PNTL NP-NATIONAL PARLIAMENT PA-POLITICAL APPOINTMENTS S-STUDYING ABROAD
Payment Type	The Payment types. The possible values are: Cash Cheque Direct Deposit
Leave Days	The number of days.
Leave Amount	The calculated leave amount.
Base Salary	Total base salary amount.
Subsidy	The subsidy amount.
Overtime	The total overtime.
Gross Pay	The calculated gross pay amount.
Deductions	The deduction amount.
Net Pay	The total net payment amount.

Buttons

Button Image	Description
	This button allows users to generate the report in the pdf format.
	This button allows users to generate the report in the Excel format.
	This button allows users to generate the report in the Excel format.
	This button allows users to generate the report in ODS format.
	This button allows users to generate the report in RTF format.
	This button allows the users to generate the report in MS Word format.
	This button allows users to generate the report in ODT format.
	This button allows users to generate the report as HTML.

Payment By District Graph Report

Overview

It is a graphical report related to payment methods. The report displays information on number of employees paid by cash and direct deposit for each district, the percentage of employees paid by cash and direct deposit by district and the overall percentage paid by cash and direct deposit.

A screenshot of the Payment By District Graph Report feature is available here. Image shown as reference material; position and names for labels, fields and buttons are subject to parameter, rendering control configuration and installed revision.

Users access the report from within the menu through this navigation path: Payroll Management ► Report ► TL Reports ► Payment By District Graph Report

Filters

The following table lists and describes all filter for the Payment By District Graph Report, in their default order. Note that some filters depend on system parameters and rendering control to be visible and/or editable to users. Filter names are subject to change through language label configuration.

Field	Description
Fiscal Year	Drop down filter criterion for the fiscal year. This is a mandatory filter with default value set to the current fiscal year.
Pay Code	Pay code description filter criterion.
Pay Period	Drop down filter criterion (allows to select payperiod).
Comments	Any comments to add in the output report.

Visible Fields

A sample of the Payment By District Graph Report output is available here.The following table lists and describes all visible fields for the Payment By District Graph Report, in their default order. Note that some fields depend on System Parameters and rendering control configuration to be visible and/or editable by users. Field names are subject to change through language label configuration.

Field	Description
Filter By	The filter criteria describing how the given report has been filtered based on the user’s preferences.
Sort By	The criteria describing how the report has been sorted based on the user’s preferences.
Period	Pay period for the Payment By District Graph Report.
District	Information about distric for that payment made.
Employee Count Direct Deposit District	Information about count of direct deposits for the district to the employee.
Employee Count Cash District	Information about count cash deposit for the district to the employee.
Percentage Direct Deposit District	Calculated field shows the percentage of direct deposit district made to the employee.
Percentage Cash District	Calculated field shows the percentage of cash district made to the employee.
Percentage Overall Direct Deposit	Calculated field shows the percentage of overall direct deposit made to the employee.
Percentage overall Cash	Calculated field shows the percentage of overall direct cash made to the employee.

Button Image	Description
	This button allows users to generate the report as PDF.
	This button allows users to generate the report as MS Excel.
	This button allows users to generate the report as MS Excel (XLSX format).
	This button allows users to generate the report as RTF.
	This button allows users to generate the report as MS Word.

Payroll Information Report

Overview

This report includes the payroll information related to Basic Salary, Overtime and other Cost Items Per Period, and the total deductions, per Employee and per Ministry.

Navigation

Payroll Management ► Report ► TL Reports ► Payroll Information Report

Payroll Information Report Screen Fields

Fields	Description
Fiscal Year	Current Fiscal Year
Pay Code	Pay Code Id
Pay Period	Pay Period Number
Payment Type	Payment Type: Cash, Cheque or Direct Deposit.
Comment	Optional parameter
Group By Institution Type	Depends. The user will be able to select a value from the drop-down list only if attribute Group By Individual Organization Unit? is false.

Quarterly Salary Report By District

Overview

This report is a customized report for Timor Leste. It displays for each quarter and each month the count of employee and the total amount of gross salary per district or per institution and district.

A screenshot of the Quarterly Salary Report By District feature is available here. Image shown as reference material; position and names for labels, fields and buttons are subject to parameter, rendering control configuration and installed revision.

Users access the report from within the menu through this navigation path: Payroll Management ► Report ► TL Reports ► Quarterly Salary Report By District

Filters

The following table lists and describes all filter for the Quarterly Salary Report By District, in their default order. Note that some filters depend on system parameters and rendering control to be visible and/or editable to users. Filter names are subject to change through language label configuration.

Field	Description
Fiscal Year	Drop down filter criterion for the fiscal year. This is a mandatory filter with default value set to the current fiscal year.
Quarter	Dropdown filter criterion for quarter.
Type Of Report	Drop down filter criterion for report type. Available options are: By District By Ministry and District
Comment	Any comment to add in the output report.

Visible Fields

A sample of the Quarterly Salary Report By District output is available here. The following table lists and describes all visible fields for the Quarterly Salary Report By District, in their default order. Note that some fields depend on System Parameters and rendering control configuration to be visible and/or editable by users. Field names are subject to change through language label configuration.

Field	Description
Filter By	The filter criteria describing how the given report has been filtered based on the user’s preferences.
Sort By	The criteria describing how the report has been sort by based on the user’s preferences.
Quarter	Shows quarter selected for this report.
District	Information about district for that salary made.
Period	Information about period for that salary made.
Total Employees	Information about payment made to number of employee.
US Dollars	Information about salary made in US dollars.

Button Image	Description
	This button allows users to generate the report as PDF.
	This button allows users to generate the report as MS Excel.
	This button allows users to generate the report as MS Excel (XLSX format).
	This button allows users to generate the report as RTF.
	This button allows users to generate the report as MS Word.

Salaries By Staffing Profile Report

Overview

It includes the payroll information related to basic salary, overtime, other cost items per period, the total deductions and gross and net salary, for a specific pay period.

A screenshot of the Salaries By Staffing Profile Report feature is available here. Image shown as reference material; position and names for labels, fields and buttons are subject to parameter, rendering control configuration and installed revision.

Users access the report from within the menu through this navigation path: Payroll Management ► Report ► TL Reports ► Salaries By Staffing Profile Report

Filters

The following table lists and describes all filter for the Salaries By Staffing Profile Report, in their default order. Note that some filters depend on system parameters and rendering control to be visible and/or editable to users. Filter names are subject to change through language label configuration.

Field	Description
Report Type	Dropdown filter criterion for report type. Available options are: Summary Detail Detail by District
Fiscal Year	Drop down filter criterion for the fiscal year. This is a mandatory filter with default value set to the current fiscal year.
Pay Code	Pay code description filter criterion.
Pay Period	Drop down filter criterion (allows to select payperiod).
Payment Type	Dropdown filter criterion for payment type. Available options are: Cash Cheque Direct Deposits
Comment	Allows users to add a custom comment to the generated report.
Group Individual Institutions	Allow users to group the report by individual institutions.
Group By Institution Type	Allow users to select institution type from the drop down list.

Visible Fields

A sample of the Staffing Profile Report output is available here. The following table lists and describes all visible fields for the Salaries By Staffing Profile Report, in their default order. Note that some fields depend on System Parameters and rendering control configuration to be visible and/or editable by users. Field names are subject to change through language label configuration.

Field	Description
Filter By	The filter criteria describing how the given report has been filtered based on the user’s preferences.
Group By	The criteria describing how the report has been grouped based on the user’s preferences.
Period	Period for this report.
Employees Count	This is the total number of employees with the specific grouping.
Basic Salary	Amount of basic salary made to the employees.
Subsidy	Amount of subsidy made to the employees.
Overtime	Amount of overtime made to the employees.
Gross Pay	This is a calculated Value, presents the total gross pay made to the employees.
Deductions	Amount of deduction deducted from gross salary.
Net Pay	This is a calculated value, presents gross pay less deductions.

Button Image	Description
	This button allows users to generate the report as PDF.
	This button allows users to generate the report as MS Excel.
	This button allows users to generate the report as MS Excel (XLSX format).
	This button allows users to generate the report as RTF.
	This button allows users to generate the report as MS Word.

Staff Movement Detail Report

Overview

It includes information about staff movement by Ministry and/or Division for each month between two pay periods, such as how many employees were hired during the month for permanent, temporary and totals for all salary scale groups, how many ended and the total number of employees at the beginning of the month.

A screenshot of the Staff Movement Detail Report feature is available here.Image shown as reference material; position and names for labels, fields and buttons are subject to parameter, rendering control configuration and installed revision.

Users access Staff Movement Detail Report from within the menu through this navigation path: Payroll Management ► Report ► TL Reports ► Staff Movement Detail Report

Filters

The following table lists and describes all filters for the Staff Movement Detail Report, in their default order. Note that some filters depend on system parameters and rendering control to be visible and/or editable to users. Filter names are subject to change through language label configuration.

Fields	Descriptions
Fiscal Year	Users select a fiscal year to filter report. The default value for this filter is the current fiscal year.
Pay Code	Users can select a pay code as filter criterion.
Pay Period From	Users define a range of the pay periods to be taken into account, this is the lower limit of the range.
Pay Period To	Users define a range of the pay periods to be taken into account, this is the upper limit of the range.
Group By Institution Type	Allows to select an institution type from the drop-down list to group the results.

Visible Fields

A sample of the Staff Movement Detail Report output is available here.The following table lists and describes all visible fields for the Staff Movement Detail Report, in their default order. Note that some fields depend on System Parameters and rendering control configuration to be visible and/or editable by users. Field names are subject to change through language label configuration.

Field	Description
Filter By	The filter criteria describing how the given report has been filtered based on the user’s preferences.
Group By	The criteria describing how the report has been grouped based on the user’s preferences.
Report Date	Indicates date of report generation. This value is automatically generated by system.
Report Time	Indicates time of report generation. This value is automatically generated by system.
User	User who generated the report.
Period	The period selected for this report.
Permanent - Start	Number of the permanent employees that started working during this period.
Permanent - Hired	Number of permanent employees hired during this period.
Permanent - Ended	Number of permanent employees whose assignment ended during this period.
Permanent - Total	Total number of permanent employees moved during this period.
Temporary - Start	Number of the temporary employees that started working during this period.
Temporary - Hired	Number of temporary employees hired during this period.
Temporary - Ended	Number of temporary employees whose assignment ended during this period.
Temporary - Total	Total number of temporary employees moved during this period.
All Employees - Start	Number of the permanent and temporary employees that started working during this period.
All Employees - Hired	Number of permanent and temporary employees hired during this period.
All Employees - Ended	Number of permanent and temporary employees whose assignment ended during this period.
All Employees - Total	Total number of permanent and temporary employees moved during this period.

Buttons

Button Image	Description
	This button allows users to generate the report as PDF.
	This button allows users to generate the report as MS Excel.
	This button allows users to generate the report as MS Excel (XLSX format of excel).
	This button allows users to generate the report as RTF.
	This button allows users to generate the report as MS Word.
	This button allows users to generate the report as HTML.