Overview
Cost Items Per Period are specific to a single pay period and can be modified by authorized users until the pay is closed. They can be created by authorized users to accommodate one-time Cost Items.
More commonly, Cost Items Per Period will be created during the calculation of an employee’s pay. When the Pay Calculation is executed, the Automatic Cost Items are copied over to the Cost Items Per Period and are processed. If a pay is recalculated, the set of previously created Cost Items Per Period is replaced by a new set except for any Cost Items Per Period which were user-created or modified.
Once a pay is closed, all Cost Items Per Period become available for viewing purposes only and cannot be modified or deleted.
Navigation
Payroll Management ► Employee Payroll Results► Cost Items Per Period
Cost Item Per Period screen Fields and Tab
Field | Description |
Employee | The employee which is assigned to this specific Deduction Per Period. |
| Workflow Status | Workflow Status of the cost item per period |
Employee Assignment | Assignment associated to this Cost Item Per Period. |
Accumulated Benefits To Zero | This field is unchecked by default and is updated by the Accumulated Benefits function. It is used by the Payroll calculation. |
Accumulated Benefits Transfer | This field is unchecked by default and is updated by the Accumulated Benefits function. It is used by the Payroll calculation. |
Automatic | If checked, indicates that this Cost Item Per Period was automatically copied by the application, from the Automatic Cost Items |
Is Auto Modified | This indicator is checked if the following criteria are met Status Approved, Automatic is checked, and Transaction Type is set to Regular. Furthermore, if any of the values for Amount For Frequency, Number of Hours or Days, Cost Item Scale Group, Cost Item Scale, Cost Item Scale Level, Scale Step, Debit Coding Block, Credit Coding Block, and Corrected Amount are different, Auto Modified must be checked. |
Retroactive | This field is from the Payroll calculation, is false by default and not editable. |
Status | By default the value is Not Processed. When the Payroll Calculation is executed, the application will look for those with the status Not Processed and Calculated, validate and process them, and then set the status to Calculated if they were successfully processed. When the calculated pay for the selected pay period is finalized, the status of these records will be set to Finalized and the user will be unable to edit or delete these records. When a Payment Cancellation is done, this attribute is set to Cancelled. |
Transaction Type | Possible values are Regular, Time and Attendance, Accumulated Benefit and Entitlement. When recording time information through Time and Attendance, this field is set to Time and Attendance. If the Cost Item Per Period is created through the Accumulated Benefits function, this field is set to either Accumulated Benefit or Entitlement. For all other cases, this field is set to Regular. |
Fiscal Year | Fiscal Year, from the drop-down menu. |
Rate | Field that the user can use to enter a new value to customize the employee’s deduction per period. By default, the Rate from the Deductions screen, if populated, is included in this field. This value can be overridden. |
Pay Code | Pay Code that the employee is assigned to. |
Number of Pay Periods | Pay Period Number indicator |
Start Date | The start date of the automatic cost items. By default, the start date of the pay period is populated in this field. The user can override the date. Cannot be greater than the pay period end date. |
End Date | The end date of the automatic cost items. Cost Item End Date should be greater or equal to the Cost Item Start Date. By default, the pay period end date is populated in this field. The user can override the date. Cannot be greater than the pay period end date. |
Cost Item | Cost Item associated to the Cost Item Per Period. |
Number Of Hours Or Days | Number of hours or days concerned with the Cost Item Per period |
Debit Coding Block | Financial Coding Block associated to the Debit. This entry is optional. If not entered, the default code is from Cost Items or Automatic Cost Items. If there is no Cost Item coding, it will come from Employee Assignment. |
Credit Coding Block | Financial Coding Block associated to the Credit. This entry is optional. If not entered, the default code is used from Cost Items or Automatic Cost Items. If there is no Cost Item coding, it will come from Employee Assignment. |
Reason | Field to specify why the cost item is being paid to the employee. |
Task | Specifies the type of task the employee did. |
Corrected Amount | Corrected amount of the cost item per period |
Calculated Amount | This field is not editable and is automatically updated during the Payroll Calculation. This amount is displayed on the employee’s pay stub. |
Taxable Amount | The amount that is taxable. |
Accumulated Benefit | Displays the default value of Accumulated Benefit from the Cost Items screen and is not editable. |
Effect on Accumulated Benefit | Displays the default value of Effect on Accumulated Benefit from the Cost Items screen and is not editable. |
Explanation | Field to enter a short explanation about the Cost Item Per Period. This field is mandatory if a value is entered in the field Cost Item Corrected Amount. |
Attachment Tab | Cost Item Per Period can have 0 or more documents attached to it. |
Overview
It allows users to attach external file to Cost Item Per Period.
Attachment Tab screen Fields
Field | Description |
Id | System generated identification for the Attachment. |
Title | Name of the Attachment. |
Description | Detailed description of the Attachment. |
Attachment | Button for navigating the file and attach to the screen. |
Date Time | Creation date of the Attachment; automatically generated upon saving the Attachment. |
User | The user who added the Attachment; automatically generated. |
Overview
The Deduction Per Period screen holds details of each deduction applicable to an employee for a pay period. The period deductions are used to produce the payroll calculation for the employee and to provide a history of all the deductions applicable to the employee in each pay period. These records can be created and modified by authorized users to accommodate for one-time deductions.
When the payroll calculation is executed, the employee's automatic deductions are copied to the Deduction Per Period screen and all the calculations are based on those records.
Once the pay period is closed, all period deductions become available for viewing purposes only and cannot be modified or deleted. They remain in the system in order to provide payroll details.
Navigation
Payroll Management ► Employee Payroll Results ► Deductions Per Period
Deductions Per Period screen Fields and Tab
Field | Description |
Employee | The employee which is assigned to this specific Deduction Per Period. |
| Workflow Status | Workflow Status of the Deductions Per Period |
Employee Assignment | Assignment associated to this Deduction Per Period. |
Deduction | Deduction Unique Identification Code associated to this Deduction Per Period. |
| Vendor | Allows to select vendor from the lookup |
Is Automatic | If checked, indicates that the Deduction Per Period was automatically copied by the application. |
Is Arrears | If checked, the deduction is in arrears, as generated by the Payroll calculation. This field is not editable |
| Is Auto Modified | Default value is FALSE |
Periodic Deduction Calculated | This database field is not editable and is automatically updated during the Payroll Calculation. It is this amount that will be displayed on the employee’s pay stub. |
Periodic Deduction Corrected | Periodic Deduction Corrected amount. After doing the Payroll calculation and if the pay period is not yet closed, the user can make modifications. If an amount is entered in this field, then this value has precedence |
Deduction Per Period Status | This field is not editable and is set to Not Processed by default. Possible values are Not Processed, Calculated, Finalized, Cancelled and Inactivated. |
| Fiscal Year | Allows to select fiscal year from the drop down list. |
Pay Code | The pay code for the period deduction. |
Pay Period Number | The pay period number for the period deduction. |
Is Retroactive | This field is not editable and is checked by a Payroll procedure that creates retroactive transactions. |
Amount | Field that the user can use to enter a new value to customize the employee’s deduction per period. By default, the Amount from the Deductions screen, if populated, is included in this field. This value can be overridden. |
Rate | Field that the user can use to enter a new value to customize the employee’s deduction per period. By default, the Rate from the Deductions screen, if populated, is included in this field. This value can be overridden. |
Exemption | Editable field that the user can use to enter a new value to customize the employee’s deduction per period. By default, the Exemption from the Deductions screen, if populated, is included in this field. This value can be overridden. |
Minimum Salary | Editable field that the user can use to enter a new value to customize the employee’s deduction per period. By default, the Minimum Salary from the Deductions screen, if populated, is included in this field. This value can be overridden. |
| Reference Number | Loan reference number |
Financial Coding Block Credit | Credit Financial Coding Block for the Deduction Per Period. This entry is optional. If not entered, the default financial coding is from Cost Items or Automatic Cost Items. If there is no Cost Item Financial Coding, the coding will be from the Employee Assignment. |
Financial Coding Block Debit | Debit Financial Coding Block for the Deduction Per Period. This entry is optional. If not entered, the default financial coding is used from Cost Items or Automatic Cost Items. If there is no Cost Item Financial Coding, the coding will be from the Employee Assignment. |
Explanation | Available to provide a short explanation about the Deduction Per Period. This attribute is mandatory if a value is entered under Periodic Deduction Corrected Amount. |
| Language | Country specific language used to register the description. |
Attachment Tab | Deductions per period can have 0 or more documents attached to it. |
Overview
It allows users to attach external file to Deductions Per Period.
Attachment Tab screen Fields
Field | Description |
Id | System generated identification for the Attachment. |
Title | Name of the Attachment. |
Description | Detailed description of the Attachment. |
Attachment | Button for navigating the file and attach to the screen. |
Date Time | Creation date of the Attachment; automatically generated upon saving the Attachment. |
User | The user who added the Attachment; automatically generated. |
Overview
This process will allow the user to execute a workflow transition for many Cost Item Per Period.
Navigation
Payroll Management ► Employee Payroll Results ► Cost Item Per Period Target Stage
Cost Item Per Period Target Stage Screen Fields
| Fields | Description |
| Employee | Employee id of the cost item per period. |
| Employee Assignment | Employee assignment id |
| Is Automatic | It indicates automatic cost item per period |
| Status | Status of the cost item per period. |
| Fiscal Year | Fiscal year of the cost item per period. |
| Pay Code | Pay Code of the cost item Per Period from employee assignment. |
| Pay Period Number | Pay period of the employee payroll. |
| Cost Item | Cost item code of the cost item per period. |
| Application User | Automatically populated by the system when the form is displayed, Read Only field. |
| Origin | Origin of the cost item per period. |
| Target Stage | Workflow target stage, The value to be displayed will depend on the stages configured on the Workflow Process. |
Overview
This process will allow the user to execute a workflow transition for many Deduction Per Period.
Navigation
Payroll Management ► Employee Payroll Results ► Deduction Per Period Target Stage
Cost Item Per Period Target Stage Screen Fields
| Fields | Description |
| Employee | Employee id of the Deduction Per Period. |
| Employee Assignment | Employee assignment id |
| Is Automatic | It indicates automatic Deduction Per Period |
| Status | Status of the Deduction Per Period. |
| Fiscal Year | Fiscal year of the Deduction Per Period. |
| Pay Code | Pay Code of the Deduction Per Period from employee assignment. |
| Pay Period Number | Pay period of the employee payroll. |
| Application User | Automatically populated by the system when the form is displayed, Read Only field. |
| Origin | Origin of the Deduction Per Period. |
| Target Stage | Workflow target stage, The value to be displayed will depend on the stages configured on the Workflow Process. |