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).

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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.

Navigation

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.

Navigation

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.

Navigation

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.

Navigation

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.

Navigation

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.

Navigation

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.

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 Synchronize Employees With Supplier feature.

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