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.

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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.

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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.

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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.

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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.

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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.

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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)

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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.

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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.

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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.

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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.