Affiliation and Contribution Management
Contribution Assignment Change
Overview
This entity keeps records of the history of the movement for a Contribution Assignment.
Navigation
Social Security Management ► Affiliation and Contribution Management ► Contribution Assignment Change
Contribution Assignment Change Screen Fields
| Fields | Description |
| Id | System generated. |
| Contribution Assignment | Lookup to select Members having assignments in Institutions. |
| Type of Transaction | Type of the transaction related to Registration, Cancellation, Salary_Adjustment |
| Effective Date | Date of effectiveness. |
| Approval Date | Date of approval. |
Contribution Assignment Termination
Overview
This entity keeps records of the termination or a Contribution Assignment and its workflow.
Navigation
Social Security Management ► Affiliation and Contribution Management ► Contribution Assignment Termination
Contribution Assignment Termination Screen Fields and Tab
| Fields | Description |
| Contribution Assignment Termination | Unique identifier of each record. Automatically assigned by the system. |
| Contribution Assignment | Lookup to select Members having assignments in Institutions. |
| Cause of Termination | List of the termination realted cause such as Dimisal_Resignation, Decease, Disability, Leave_without_pay |
| Workflow Status | Displays the current workflow status of the record. Depending on the workflow configuration setting, the basic stages are: Created, Request for Approval, Active. |
| Effective Date | Date of the effectiveness of the termination. |
| Language | Users can select the language users would like to use in the application. |
| Additional Notes | Short Description. |
| Support Documentation Tab | Allows to add any documents related to the process. |
Support Documentation Tab
Overview
Allows to add any documents related to the process.
Support Documentation Tab Screen Fields
| Fields | Description |
| Id | Unique identification code manually entered by users or automatically generated based on parameters. |
| Attachment Classification | To define the different Attachment Classification. |
| Title | Name of Attachment. |
| Description | A detailed Description of the attachment. |
| Attachment | File uploaded and attached to the Contribution Assignment Termination. |
| Date Time | System generated date and time the attachment was added. |
| Date | Date of adding the attachment. |
| User | Read-only. ID of the user who attached the file. |
Contribution Salary Transitition Operation
Overview
This entity refers to the transactions related to the salary transition process and its detail. It holds the details of the salary transition and its transactionality, so when the register here is approved, the system will create a record on the salary transition entity.
Navigation
Social Security Management ► Affiliation and Contribution Management ► Contribution Salary Transitition Operation
Contribution Salary Transitition Operation Screen Fields
| Fields | Description |
| ST Operation ID | Unique identifier of each record. Automatically assigned by the system. |
| Member Assignment ID | Contribution assignment related to the salary transition. |
| Workflow Status | Displays the current workflow status of the record. Depending on the workflow configuration setting, the basic stages are: Created, Request for Approval, Active. |
| Original Salary | The original amount of the salary. |
| Type of Change | The different type of modifications to the current original salary. Closed domain, with values: Percentage, Fixed_Value, To_Fixed_Value. |
| Value | All types changes imply a value greater than 0. |
| New Calculated Amount | The resultant value after the calculation, taking the type of change and the value. |
| Effective Date | Effective application date of the change. |
| Support Documentation Tab | Allows to add any documents such as “Payslip” related to the process. |
Support Document Tab
Overview
Allows to add any documents such as “Payslip” related to the process.
Support Document Tab Screen Fields
| Fields | Description |
| Id | Unique identification code manually entered by users or automatically generated based on parameters. |
| Attachment Classification | To define the different Attachment Classification. |
| Title | Name of Attachment. |
| Description | A detailed Description of the attachment. |
| Attachment | File uploaded and attached to the Contribution Salary Transitition Operation. |
| Date Time | System generated date and time the attachment was added. |
| Date | Date of adding the attachment. |
| User | Read-only. ID of the user who attached the file. |
Institution Legal Representative
Overview
This entity is a catalog that keeps records of the Legal Representatives.
Navigation
Social Security Management ► Affiliation and Contribution Management ► Institution Legal Representative
Institution Legal Representative Screen Fields
| Fields | Description |
| Application Id | Unique identifier. System generated. |
| First Name | First Name of the Member. |
| Middle Name | Middle Name of the Member. |
| Last Name | Last Name of the Member. |
| Type of Personal Id | Contains the type of personal ID document. |
| Personal Id Number | Contains the personal ID Number. |
| Start Date | Start Date as Legal Representative. |
| End Date | End Date as Legal Representative. |
| Personal Tax Number | Contains the TAX number of the Legal Representative |
| Designation Document Number | Number of the document of designation as Legal Representative. |
| Status (Is Active) | Only one Institution Legal Representative must be active, per Member Institution, at time. |
Attachment Tab
Overview
This entity keeps records of the attachment.
Attachment Tab Screen Fields
| Fields | Description |
| Id | Identification code of the attachment. |
| Attachment Classification | Classification of the Attachment. |
| Title | Title of the attachment. |
| Description | Description of the File attached. |
| Attachment | File to be attached from this field. |
| Date Time | Time and Date of file attachment. |
| User | Users by whom the field is attached. |
Contact Tab
Overview
This entity allows the user to define the type of contact location types.
Contact Tab Screen Fields
| Fields | Description |
| Is Main | Whether the contact added, is the main address, gets mentioned in this field. |
| Contact Type | Whether the contact added, is the main address, gets mentioned in this field. |
| Contact Location Type | Whether the contact mentioned home address, work address, gets mentioned. |
| Contact Value | The contact is defined in this field. |
| Language | Language used to define the contact. |
| Description | Description regarding the contact is mentioned in this field. |
Member
Overview
This entity keeps records of the Members registered in PMF Module.
Navigation
Social Security Management ► Affiliation and Contribution Management ► Member
Member screen Fields
Field | Description |
Application Id | Unique identifier. Automatically assigned by the system. |
Workflow Status | Depending on the workflow configuration setting, the basic stages are: Created, Approval Requested, Approved, Void, Closed, Cancelled, Acknowledged. Default value is created. |
Type of Personal Id | Contains the type of personal ID document |
Personal Id Number | Contains the personal ID Number |
First Name | First Name of the Member |
Middle Name | Middle Name of the Member |
Last Name | Last Name of the Member |
Place of Birth | Contains the place of birth |
Date of Birth | Date of Birth of the member |
Age to Date | Read Only. Display the age to date of the member including Years, Months and Days. |
Date of Death | Date of death of the member |
Origin | Drop down selection. Two possible values Data Import and Manual. |
Country of Origin | Country of origin of the member. |
Gender | Gener of the member |
Marital Status | Marital Status of the member |
Profession or Occupation or Economic Activity | Profession, Occupation or Economic Activity of the member |
Is Politically Exposed Person | Indicates if the member is a pollitically exposed person. |
Personal Tax Number | Contains the TAX number of the Member |
Type of Participant | Contains the type of participant. At the moment of the Affiliation of the memer this value is assigned as "New". |
Is Updated Biometric Data and Photography | Indicates if the member has updated biometric data and photography |
Legacy Member Id | Member ID in Legacy System |
Member Status | Read Only. This status is only changed by business logic processes. |
Address tab screen Fields
Overview
This entity allow to the user to define the type of address.
Address tab screen Fields
Field | Description |
Is Main | Whether the contact added, is the main address, gets mentioned in this field. |
Country | Drop down to pick country |
| Address Type | Whether the Address added, is the main address, gets mentioned in this field. |
| Address | Address of the location. |
| Zip Code | Zip code of the location. |
Attachment Tab
Overview
This entity keeps records of the attachment
Attachment tab screen Fields
Field | Description |
Id | Identification code of the attachment. |
Attachment Classification | Classification of the Attachment. |
| Title | Title of the attachment. |
| Description | Description of the File attached. |
| Attachment | File to be attached from this field. |
| Date Time | Time and Date of file attachment. |
| User | Users by whom the field is attached. |
Contacts Tab
Overview
This entity allow to the user to define the type of contact location types.
Contact tab screen Fields
Field | Description |
Is Main | Whether the contact added, is the main address, gets mentioned in this field. |
Contact Type | Whether the contact added, is the main address, gets mentioned in this field. |
| Contact Location Type | Whether the contact mentioned home address, work address, gets mentioned. |
| Contact Value | The contact is defined in this field. |
| Language | Language used to define the contact. |
| Description | Description regarding the contact is mentioned in this field. |
Member Financial Information Tab
Overview
This entity keeps records of the Member's Financial Information.
Member Financial Information tab screen Fields
Field | Description |
Type of Record | Contains if the record is for an Asset or is for a Revenue. |
Type of Asset | For an Asset record, indicates if the asset is Real State, a vehicle or other asset. |
| Estimated Value | Contains the estimated value of the Asset. |
| Type of Possession | Indicates the type of possession that the Member has over the asset. |
| Type of Revenue | Contains the type of revenue. |
| Estimated Annual Amount | Contains the estimated annual amount of the revenue. |
| Status | Read Only. This status is only changed by business logic processes. |
| Language | Users can select the language users would like to use in the application. |
| Description | This attribute contains the description of the type of record, either asset type or revenue type. |
Member Potential Beneficiary Tab
Overview
This entity keeps records of the Member's Potential Beneficiaries.
Contact tab screen Fields
Field | Description |
Inclusion Date | System date when the record is created |
Type of Personal ID | Contains the type of personal ID document |
| First Name | First Name of the Member |
| Last Names | Last Name of the Member |
| Gender | Gender of the potential beneficiary |
| Date of birth | Date of Birth of the member |
| Type of Beneficiary: | Contains the type of beneficiary. |
| Is Currently Studying | Indicates if the potential beneficiary is currently studying at the moment of the record |
| Is Legally Disable | Indicates if the potential beneficiary is legally disabled at the moment of the record. |
| Is Economically Dependent | Indicates if the potential beneficiary is economically dependent of the member. |
| Is Minor | Indicates if the potential beneficiary is a minor. |
| Voluntary Benefit Percentage set by Member | Contains the voluntary benefit percentage set by Member |
| Status | Read Only. Status of the record. |
| Inactivation Date | Read Only. Date when the record is inactivated. |
Member Reference Tab
Overview
This entity keeps records of the Member's reference(s).
Member Reference tab screen Fields
Field | Description |
Type of Reference | Contains the type of reference. |
Name | Name of the reference |
| Address | Details of the Address of the Member's reference |
| Contact | Phone number of the Member's reference |
| Status | Status of the Member Reference. |
Other Employment History
Overview
This entity keeps records of the Member's Other Public Sector Employment(s).
Other Employment History tab screen Fields
Field | Description |
Sequence | Sequence number of the Employment History. |
Employer Name | Name of the public employer. |
| Start Date | Start date of the employment. |
| End Date | End date of the employment. |
| Status | Indicates the status of the employment. Possible values are Active, To be Inactivated, To be Activated, Inactive. |
| Language | Language used to describe the position and the employer activity. |
| Position | Name of the employment position. |
| Employer Activity | Description of the employer Activity. |
Member Information Update Request
Overview
This entity keeps the record of requests to update the member's information in stages subsequent to its activation.
Navigation
Social Security Management ► Affiliation and Contribution Management ► Member Information Update Request
Member Information Update Request Screen Fields and Tab
| Fields | Description |
| Application Id | Unique identifier of each record. Automatically assigned by the system. |
| Workflow Status | Displays the current workflow status of the record. Depending on the workflow configuration setting, the basic stages are: Created, Request for Approval, Active. |
| Type of Update | Type of update that is requested. Possible values: General Information, Potential Beneficiaries. |
| Member ID | Lookup functionality. User can select Member which is in status Active, Suspense, and Retired. |
| Created Date | Datetime when the "Member Information Update Request" is created. |
| Approved Date | Datetime when the "Member Information Update Request" is approved. |
| Attachement Tab | Allows to add any documents related to the process. |
Attachment tab
Overview
Allows to add any documents related to the process.
Attachment Tab Screen Fields
| Fields | Description |
| Id | Unique identification code manually entered by users or automatically generated based on parameters. |
| Attachment Classification | To define the different Attachment Classification. |
| Title | Name of Attachment. |
| Description | A detailed Description of the attachment. |
| Attachment | File uploaded and attached to the Member Information Update Request. |
| Date Time | System generated date and time the attachment was added. |
| Date | Date of adding the attachment. |
| User | Read-only. ID of the user who attached the file. |
Member Institution
Overview
This entity is a catalog that keeps records of the Member Institutions. It is subjected to audit trail and rendering control
Navigation
Social Security Management ► Affiliation and Contribution Management ► Member Institutions
Member Institution Screen Fields
| Fields | Description |
| Application Id | Unique identifier. System generated. |
| Workflow Status | Depending on the workflow configuration setting, the basic stages are: Created, Request for Approval, Active. |
| Legal Institution Id | Institution ID in legacy system. |
| Decree of Creation | Contains the decree creating the Institution. |
| Institutional Tax Number | Contains the TAX number of the Institution. |
| Official Journal Number | Contains the number of the official journal in which the creation decree was published. |
| Official Journal Publication Date | Contains the date of publication in the official newspaper. |
| Pay Code | It will be the catalog to be used to set up the subjects to be considered for the calculation of a payroll either collections or benefits. |
| Pay Period | It will be used to set up the periods that a pay code applies. |
| Member Institution Type | Indicates whether the entity is centralized or decentralized. |
| Start Date | Date the institution is incorporated as a member of the pension fund. |
| End Date | Date the institution ends its relationship with the pension fund. |
| Customer | Contains the list of active customers. |
| Origin | The origin serves to differentiate if a record has been manually entered from the system or if it has been automatically entered from a data import process. |
| Language | Users can select the language users would like to use in the application. |
| Name | Contains the name. |
| Institution Short Name | Contains the short name of the Institution. |
| Institution Status (Is Active) | This status is only changed by business logic processes. |
| Contacts | Contact information |
| Addresses | |
| Attachments | User must be able to attach 0 or many documents. |
Institution Legal Representatives | Contains information regarding the legal representative of the institution. |
| Member Institution Name Histories | This collection contains history of the names that the institution can have throughout its participation within the pension fund. |
Address Tab
Overview
This entity allows the user to define the type of addresses.
Addresses Tab Screen Fields
| Fields | Description |
| Is Main | Whether the contact added, is the main address, gets mentioned in this field. |
| Country | Dropdown to pick country |
| Address Type | Whether the Address added, is the main address, gets mentioned in this field. |
| Address | Address of the location. |
| Zip Code | Zip code of the location. |
Attachment Tab
Overview
This entity keeps records of the attachment.
Attachment Tab Screen Fields
| Fields | Description |
| Id | Identification code of the attachment. |
| Attachment Classification | Classification of the Attachment. |
| Title | Title of the attachment. |
| Description | Description of the File attached. |
| Attachment | File to be attached from this field. |
| Date Time | Time and Date of file attachment. |
| User | Users by whom the field is attached. |
Contact Tab
Overview
This entity allows users to define the type of contact location types.
Contact Tab Screen Fields
| Fields | Description |
| Is Main | Whether the contact added, is the main address, gets mentioned in this field. |
| Contact Type | Whether the contact added, is the main address, gets mentioned in this field. |
| Contact Location Type | Whether the contact mentioned home address, work address, gets mentioned. |
| Contact Value | The contact is defined in this field. |
| Language | Language used to define the contact. |
| Description | Description regarding the contact is mentioned in this field. |
Member Institution Name History
Overview
This functionality allows the user to record when the Institution changes its name. The user has also the possibilty to attach any document(s) generated as part of this process.
Navigation
Social Security Management ► Affiliation and Contribution Management ► Member Institution Name History
Member Institution Name History screen Fields
Field | Description |
Application Id | Unique identifier. Automatically assigned by the system. |
Workflow Status | Depending on the workflow configuration setting, the basic stages are: Created, Request for Approval, Active. |
Start Date | Contains the type of personal ID document |
Member Institution | A catalog that keeps records of the Member Institutions. |
Language | Users can select the language users would like to use in the application. |
Old Name | Corresponds to the "Institution Name" that is populated from lookup functionality. |
Old Short Name | Corresponds to the "Institution Short Name" that is populated from lookup functionality. |
New Name | Contains the name of the New Institution. |
New Short Name | Contains the name of the new short name institution. |
Status (Is Active) | Only one Member Institution Name History must be active, per Member Institution, at time. |
Attachment Tab
Overview
This entity keeps records of the attachment
Attachment tab screen Fields
Field | Description |
Id | Identification code of the attachment. |
Attachment Classification | Classification of the Attachment. |
| Title | Title of the attachment. |
| Description | Description of the File attached. |
| Attachment | File to be attached from this field. |
| Date Time | Time and Date of file attachment. |
| User | Users by whom the field is attached. |
Member Institution Termination
Overview
A catalog that keeps records of termination for Institutions that stop participating as members of the Pension Fund.
Navigation
Social Security Management ► Affiliation and Contribution Management ► Member Institution Termination
Member Institution Termination Screen Fields
| Fields | Description |
| ID | Unique identifier. Automatically assigned by the system. |
| Active | Read Only. This status is only changed by business logic processes. |
| Workflow Status | Depending on the workflow configuration setting, the basic stages are: Created, Request for Approval, Active. |
| Institution ID | The system will populate Institution ID and Institution Name. |
| End Date | Date the institution ends its relationship with the pension fund. Display as Date Picker. |
Attachment Tab
Overview
Allows to add any documents related to the process.
Attachment Tab Screen Fields
| Fields | Description |
| Id | Identification code of the attachment. |
| Attachment Classification | Classification of the Attachment. |
| Title | Title of the attachment. |
| Description | Description of the File attached. |
| Attachment | File to be attached from this field. |
| Date Time | Time and Date of file attachment. |
| User | Users by whom the field is attached. |
Open Contributions Period
Overview
Through Displays Open Contributions Period users are able to indicate the Period to Open,
Navigation
Social Security Management ► Affiliation and Contribution Management ► Open Contributions Period
Open Contributions Period Screen Fields
| Fields | Description |
| Fiscal Year | Allows users to select fiscal year from drop down list. |
| Period | Allows users to select Pay Period from drop down list. Periods shown are related to the Fiscal Year previously selected, have pay code related to Constirbutions and do not already have a payroll associated to them (are not already opened). |
Payment Item Per Period
Overview
This entity keeps records of the details of each Payroll calculated for the Institutions.
Following types or records can be found here:
- "Not Processed" also known as "Estimated" Payroll which is a forecast of the collection payroll.
- "Confirmed" also known as "Calculated" payroll which is the draft for Accounts Receivables.
- "Finalized" also known as "Approved" this is the final stage of a payroll. Once this stage is reached no updates can be done to it.
Navigation
Social Security Management ► Affiliation and Contribution Management ► Payment Item Per Period
Payment Item Per Period Screen Fields
| Fields | Description |
| Application Id | Unique identifier of each record. Automatically assigned by the system. |
| Workflow Status | Displays the current workflow status of the record. Depending on the workflow configuration setting, the basic stages are: Created, Request for Approval, Active. |
| Status | Status of the record in a Payroll. |
| Origin | Indicates the origin of the Payment Item Per Period. |
| Contribution Assignment | Allows user to select contribution assignment from look up functionality. |
| Member Institution | Allows user to select Member Institution from look up functionality. |
| Payment Item | Allows user to select Payment Item from look up functionality. |
| Pay Code | Allows user to select pay code from drop down list. |
| Pay Period | Allows user to select pay period from drop down list. |
| Start Date | Start date of the Contribution Assignment. |
| End Date | End date of the Contribution Assignment. |
| Number of Days | Number of worked days. |
| Number of Pay Periods | Number of Pay Periods. |
| Rate | Defines the Rate of the contribution. |
| Calculated Amount | Calculated Amount of the contribution assignment. |
| Corrected Amount | Corrected Amount of the contribution assignment. |
| Coding Block | If the record is created manually user must indicate the coding block. |
| Fiscal Year | Dropdown to select Arrear Fiscal Year. |
| Arrear Pay Period | Dropdown to select Arrear Pay Period. |
Period end Process
Overview
This feature display the tree of Institutions that have reached the status of "Finalized"
A screenshot of the Period end Process feature is available here. Image shown as reference material; position and names for labels, fields and buttons are subject to the installed revision, System Paramters and Rendering Control configuration.
Users access Period end Process from within the menu through this navigation path: Social Security Management ► Affiliation and Contribution Management ► Period end Process.
Visible Fields
The following table lists and describes all visible fields for the Period end Process, 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.
| Fields | Description |
|---|---|
| Fiscal Year | Users are allowed to select fiscal year from dropdown list. The current fiscal year is set as default value. |
| Period | Users are allowed to select fiscal period from dropdown list. |
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 Period end Process feature.
| Button Image | Description |
|---|---|
 | Present a list of existing items as per the selected filter criteria. From the list users may select one record to retrieve the stored information. |
 | Proceed button allows users to execute the Period end Process . |
Reject Collections Payroll
Overview
This feature allows users to reject collection payroll. Sometimes after the comparison and validation of payrolls, users realize that the collection payroll is not ok due to some missing updates from the assignments like the dismissal of employees, new hiring, new loans, etc. The collection payroll needs to delete and rollback the status to projected for the record in pay period institution.
This feature allows users to reject it by providing the fiscal year and fiscal period details. Once these two fields get values the system shows the tree of institutions that fits into the filter criteria. Afterwards users need to execute the process to reject the collection payroll.
A screenshot of the Reject Collections Payroll feature is available here. Image shown as reference material; position and names for labels, fields and buttons are subject to the installed revision, System Paramters and Rendering Control configuration.
Users access Reject Collections Payroll from within the menu through this navigation path: Social Security Management ► Affiliation and Contribution Management ► Reject Collections Payroll.
Visible Fields
The following table lists and describes all visible fields for the Reject Collections Payroll 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 |
|---|---|
| Fiscal Year | It lists and allows users to select the fiscal year from the list. The current fiscal year is set as default value. |
| Fiscal Period | It lists and allows users to select the fiscal period from the list. |
| Institutions | It shows the tree of institution and allows users to select one or more institution to reject. |
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 reject collections payroll feature.
| Button Image | Description |
|---|---|
 | Present a list of existing items as per the selected filter criteria. From the list users may select one record to retrieve the stored information. |
 | The Select All button allows to highlight all the filter criteria. Using this feature users can select all institutions at one click. |
 | The Unselect All button unselects all previously highlighted filter criteria. Using this feature users can unselect all institutions at one click. |
 | Remove a record. A screen appears to confirm the record is deleted. |
 | Proceed button allows users to execute the reject collections payroll. |
Reports
Billing Notice Report
Overview
This report is considered the report of accounts receivable in PFM. It provides different filter option to generate a specific report.
A screenshot of the Billing Notice Report is available here. Image shown as reference material; position and names for labels, fields and buttons are subject to installed revision, System Parameters and Rendering Control configuration.
Users access Billing Notice Report from within the menu through this navigation path: Social Security Management ► Affiliation and Contribution Management ►Reports ► Billing Notice Report.
Filters
The following table lists and describes all filter fields for the Billing Notice Report in their default order. Note that some fields depends on System Parameters and Rendering Control configuration to be visible and/or editable by users. Field names are subject to change through language label configuration.
| Field | Description |
|---|---|
| Comment | Allows users to add a custom comment to the generated report. |
Visible Fields
The following table lists and describes all visible fields for the Billing Notice Report, in their default order. Note that some fields depend on System Parameters and rendering control configuration to be visible and/or editable by users. Field names are subject to change through language label configuration. A sample of the Billing Notice Report is available here.
| Field | Description |
|---|---|
| Institution Name | Shows the institution name. |
| Institution Id | It shows the institution ID. |
| Period | The contribution pay period name. |
| ID Number | The member identification number. |
| Member Full Name | Member full name, as first name, middle name and last name format. |
| Gross Salary | The total salary amount of members. |
| Item Name | Payment item name to be printed as the name of the column. |
| Amount | Total calculated amount. |
| Total | Sum for each coding block amount. |
Buttons
The following table describes actions associated with the depicted button image. Note that some images are associated with several buttons, used for more than one purpose within the Billing Notice Report feature.
| Button Image | Description |
|---|---|
 | This button allows users to generate the report as PDF format. |
 | This button allows users to generate the report as MS Excel format. |
 | This button allows users to generate the report in the excel format. |
 | This button allows users to generate the report in ODS format. |
 | This button allows users to generate the report in RTF format. |
 | This button allows the users to generate the report in MS Word format. |
 | This button allows users to generate the report in ODT format. |
Collections Payroll Report
Overview
This report generates a report of the collection payroll in PFM. It provides different filter option to generate a specific report.
A screenshot of the Collections Payroll Report is available here. Image shown as reference material; position and names for labels, fields and buttons are subject to installed revision, System Parameters and Rendering Control configuration.
Users access Collections Payroll Report from within the menu through this navigation path: Social Security Management ► Affiliation and Contribution Management ►Reports ► Collections Payroll Report.
Filters
The following table lists and describes all filter fields for the Collections Payroll Report in their default order. Note that some fields depends on System Parameters and Rendering Control configuration to be visible and/or editable by users. Field names are subject to change through language label configuration.
| Field | Description |
|---|---|
| Comment | Allows users to add a custom comment to the generated report. |
Visible Fields
The following table lists and describes all visible fields for the Collections Payroll Report, in their default order. Note that some fields depend on System Parameters and rendering control configuration to be visible and/or editable by users. Field names are subject to change through language label configuration. A sample of the Collections Payroll Report is available here.
| Field | Description |
|---|---|
| Institution Name | Shows the institution name. |
| Institution Id | It shows the institution ID. |
| Period | The contribution pay period name. |
| ID Number | The member identification number. |
| Member Full Name | Member full name, as first name, middle name and last name format. |
| Gross Salary | The total salary amount of members. |
| Item Name | Payment item name to be printed as the name of the column. |
| Amount | Total calculated amount. |
| Total | Sum for each coding block amount. |
Buttons
The following table describes actions associated with the depicted button image. Note that some images are associated with several buttons, used for more than one purpose within the Collections Payroll Report feature.
| Button Image | Description |
|---|---|
| This button allows users to generate the report as PDF format. |
| This button allows users to generate the report as MS Excel format. |
| This button allows users to generate the report in the excel format. |
| This button allows users to generate the report in ODS format. |
| This button allows users to generate the report in RTF format. |
| This button allows the users to generate the report in MS Word format. |
| This button allows users to generate the report in ODT format. |
Member Death
Overview
This functionality allows the user to record the date when a Member has passed away. The user has also the possibility to attach any document(s) generated as part of this process.
Navigation
Social Security Management ► Affiliation and Contribution Management ► Member Death
Member Death Screen Fields and Tab
| Fields | Description |
| Application ID | Unique identifier of each record. Automatically assigned by the system. |
| Active | To indicate if the record can be used and reference. True by default. |
| Workflow Status | Displays the current workflow status of the record. |
| Member ID | The ID of the Member. The system populates Member ID and Member Name from the Member entity. Can be selected through lookup function only if the status of the Member is set to “Suspense”. |
| Date of Death | Date the member has passed away. |
| Attachment tab | Allows to add any documents such as “Death Certificate” related to the process. |
Attachment Tab
Overview
Allows to add any documents such as “Death Certificate” related to the process.
Attachment Tab Screen Fields
| Fields | Description |
| Id | Unique identification code manually entered by users or automatically generated based on parameters. |
| Attachments Classification | To define the different Attachment Classification. |
| Language | Language used to enter the Attachment information. |
| Title | Name of Attachment. |
| Description | A detailed Description of the attachment. |
| Attachment | File uploaded and attached to the Death Member. |
| Date Time | System generated date and time the attachment was added. |
| Date | Date of adding the attachment. |
| User | Read-only. ID of the user who attached the file. |
| Language | Language of the Attachment. |
Support Entities And Functions
Automatic Payment Item
Overview
This feature is used to keep records of the payments items that are automatically set at the moment of creation of a member assignment records. It is the association between the payment item and member assignment.
A screenshot of the Automatic Payment Item feature is available here. Image is shown as reference material; position and names for labels, fields, and buttons are subject to the installed revision, System Parameters and Rendering Control configuration.
Users access Automatic Payment Item from within the menu through this navigation path: Social Security Management ► Affiliation and Contribution Management ► Support Entities And Functions ► Automatic Payment Item.
Visible Fields
The following table lists and describes all visible fields for the Automatic Payment Item feature, in their default order. Note that some fields depends on System Parameters and Rendering Control configuration to be visible and/or editable by users. Field names are subject to change through language label configuration.
| Field | Description |
|---|---|
| Payment Item ID | It is a system-generated unique identifier for payment item. |
| Contribution Assignment | It refers to contribution assignment. The system allows users to select the contribution assignment for the payment item using the lookup feature or users can enter manually. |
| Member ID | The system automatically populates the related member ID from the Member. Users are not allowed to make any changes. |
| Payment Item | It is associated with the Payment Item. It allows users to select the payment item using the lookup feature or can enter manually. |
| Coding Block | When users select the payment item the system automatically populates the coding block. |
| Type | When users select the payment item the system automatically populates the type fields information. |
| Start Date | It allows users to select the start date of the automatic payment item. |
| End Date | It allows users to select the end date of the automatic payment item. |
| Frequency | It stores the frequency of the payment. Users define the frequency of the payment through this drop-down list |
| Amount per Frequency | The amount related to the frequency. Users define the value related to the frequency. The default value is set as zero. |
| Rate | Users define the rate of the payment. The default value set as zero. |
| Maximum Per Pay | Users define maximum per pay amount. The default value is set as zero. |
| Maximum Per Year | Users define the maximum per year amount. The default value is set as zero. |
Buttons
The following table describes actions associated with the depicted button image. Note that some images are associated with several buttons, used for more than one purpose within the Automatic Payment Item feature.
| Button Image | Description |
|---|---|
 | The New button allows users to switch to insert mode. This action button allows users to create automatic payment item. |
 | The Search button allows users to switch to search mode. |
 | Calendar date-pickers allow users to select on a visual calendar a specific date. Within Automatic Payment Item, it is used to select the paymen start date and payment end date. |
 | Once a record has been created or searched for, users can return to the results screen when necessary. |
| Present a list of existing items as per the selected filter criteria. From the list users may select one record to retrieve the stored information. |
Contributions Pay Code
Overview
This entity will be the catalog to be used to set up the subjects to be considered for the calculation of a payroll either collections or benefits.
Navigation
Social Security Management ► Affiliation and Contribution Management ► Support Entities And Functions ► Contributions Pay Code
Contributions Pay Code Screen Fields and Tab
| Fields | Description |
| Application ID | Displays the ID / Code of the Contributions Pay Code record. It is a system generated field. |
| Number of Pay Periods per Year | To define Number of Pay Periods per Year. |
| Number of work days in Period | To define Number of work days in Period. |
| Number of work days in the year | To define Number of work days in the year. |
| Average day of working days in year | To define Average day of working days in year. |
| Average day of working days in month | To define Average day of working days in month. |
| Number of calendar days in year | To define Number of calendar days in year. |
| Average calendar days in month | To define Average calendar days in month. |
| Active | To indicate if the pay code is active and can be used in calculations of payrolls. True by default. |
| Is Used for Contributions Payroll | This attribute indicates that this pay code will be used for Contribution Payroll Calculation. Only one active record can be True. False By default. |
| Language | Required language can be selected to register the description. |
| Description | A description of the Contributions Pay Code are to be defined in this field. |
| Pay Period tab | This entity will be used to set up the periods that a pay code applies. |
Pay Periods Tab
Overview
This entity allows the user to set up the periods that a pay code applies. This is the catalog entity that must be configured to handle the Pay Periods.
Pay Periods Tab Screen Fields
| Fields | Description |
| Sequence | This is manually entered by the user. This is to decide the order of pay periods will be calculated. This is not necessarily a unique number. Many of the records can have 1 and many can have 2 |
| Fiscal Year | Fiscal year the pay period belongs to. |
| Status | To indicate if the period is Open or Closed. When the Deadline for Payroll is reached, system will execute the Payroll calculation Process and, in that process, system will change de value for this field. If this field = "Closed" no transactions can be recorded for this Pay Period. Only one record can be = "Open" in a Fiscal Year at a time per Pay Code. Default value = "Not Processed". |
| Rate Date for Estimated Payroll | Date estimated to generate the estimated payroll. User defined. |
| Date for Collections Payroll | Date estimated to generate the collection payroll. User defined. |
| Deadline for Payroll | Last day the payroll most be paid. User defined. |
| From Date | Start date of the period. User defined. |
| To Date | End date of the Period. User defined. |
| Language | Required language can be selected to register the description. |
| Period Name | User defined name of the period. |
| Pay Period Institution tab | List of Institutions to be processed in the collection Payroll. |
Pay Period Institution Tab
Overview
This entity allows the users to set up the Institutions to be included in a collection payroll in a pay period.
Pay Period Institution Tab Screen Fields
| Fields | Description |
| Sequence | System generated sequence number. |
| Member Institutio | Institution included in the list for the collection payroll. |
| Status | This indicates the status of a payroll for a specific Member Institution. Default value = "Projected". |
| Receipt Number | When Status = "Finalized" system assign the value using as reference Billing Receipt Number parameter. This parameter has the INITIAL billing receipt number and then when the pay period institution is being created, system will retrieve the max billing receipt number adding 1. If the max is zero, then system will set what is defined on the system parameter as the Initial Billing Receipt Number |
Payment Item
Overview
This entity is a catalog that keeps records of the payment items such as: Member Contributions, Employer Share, loans, etc.
Navigation
Social Security Management ► Affiliation and Contribution Management ► Support Entities And Functions ► Payment Item
Payment Item Screen Fields
| Fields | Description |
| Payment Item ID | System generated. |
| Active | To indicate if Payment Item can be used and reference. True by default |
| Is Based on Salary | To indicate if the item included in a collection payroll is based on salary. False by default |
| Type | To classify the type of Payment Item |
| Frequency | To indicate the frequency the Payment Item applies. |
| Rate | Rate. User defined. |
| Based on | To indicate the basis of the payment item during a collection payroll calculation. |
| Sequence | This is manually entered by the user. This will decide the order these payment items will be calculated. This is not a unique number, Many of the records can have 1 and many can have 2. |
| Used for Arrears | This flag indicates if the payment item is an arrear. False by default |
| Coding Block | A Payment Item can have only 1 coding block associated to it where COA Group entity has budget execution = true. |
| Inactive Date | When a date is entered the Payment Item will no longer be available from that date on. Default value is Null |
| Language | |
| Name | Payment Item Name |
| Description | Payment Item Description |
| Effective Dates | Collection of effective date |
Payment Item Effective Date
Overview
This entity is to list the effective dates for a Payment Item.
Payment Item Effective Date Screen Fields
| Fields | Description |
| Correlative Number | Index number. |
| Effective Date | This date decides when this payment item is effective. |
| Is Current | Only 1 record can be = True at a time per Payment Item ID. |
| Rate | Default value is 100. |
| Maximum Amount | Maximum amount allowed to the payment item associated on an effective date. |
| Minimum Amount | Minimum amount allowed to the payment item associated on an effective date. |