Oklahoma Heart Hospital

Human Capital Management

Earnings Code Maintenance

September 2012

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Item Overview: The Earnings Table stores the parameters and rules for calculating earnings. This table is used to define how each type of earnings regular, overtime, sick, and so forthare taxed, calculated, and adjusted, as well as how it might affect other balances, such as leave accruals. Using the Special Accumulator Table, it is possible to accumulate earnings that may be used later in deduction calculations, such as a savings deduction based on a percentage of regular and overtime pay only.

Determine the different types of earnings that your organization requires, and decide which three-character earnings code to assign to each one (such as REG, VAC, and HOL). At a minimum, you must define earnings codes for regular and overtime pay. You might also define earnings codes for sick pay, holiday pay, vacation pay, or company-specific functions, such as:

Regular earnings that are normally associated with a regular salary or regular hours worked.
For example, regular earnings that are typically taxed by all taxing entities and consist of a simple rate-multiplied-by-time calculation, or a flat amount.

Earnings that use a slightly different method of calculation.

For example, overtime, double-time, or triple-time earnings codes apply a multiplication factor to the earnings.

Earnings to handle accrual accounting.

To track holidays, vacation and sick leave, jury duty, personal time off, and so on for leave accruals, define earnings codes for these leave categories and report applicable hours.

Nonhour-related earnings, such as bonuses, commissions, or automobile allowances. Differentiation between earnings that should or should not be taxed, such as automobile allowances or expense advances. Earnings for accumulation of hours and dollars in other special accumulator balances.
For example, certain earnings are eligible for retirement programs, while other earnings are not.

Earnings resulting from late paperwork or collective bargaining to calculate through the Retroactive Pay Calculations COBOL SQL process (PSPRPEXT). Earnings codes for paying retro pay earnings.

Menu Path: Set Up HRMS> Product Related> Payroll for North America> Compensation and Earnings> Earnings Table

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General Tab

Short Description Allowable Employee Types

Enter a meaningful name that your employees recognize. The check printing processes print this name on payslips. The paysheet uses allowable employee types to determine which employees are eligible for this earnings code.

Payment Type Use this group box to specify the types of payment information that you can enter on an employee's paysheet for this earnings code.

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Unit/Override Rate

When you select this option, a blank field appears where you enter the new rate, which the system uses to calculate the earnings amount. This overrides the hourly rate in the employees Job record. You must enter the number of units, or hours worked, in the Hours field on the paysheet, but you do not need to change the hourly rate on the paysheet. You can use earnings codes based on the unit or override rate for piecework earnings. For example, you pay 2 USD for each door that an employee fastens on a new vehicle. You define an earnings code, ASM, and enter 2 in the Unit/Override Rate field. During the first pay period, an employee fastens 428 doors. On the employees paysheet, you insert an Other Earnings entry with the code ASM and enter 428 in the Hours field. The system calculates the earnings as 2 USD 428, or 856 USD. If you set up an earnings code for shift pay that uses the unit/override rate and is based on a single earnings code, you must ensure that you include the shift earnings code on each payline that contains the earnings on which it is based. For example, if the shift earnings is based on the REG earnings, and if you add an additional REG payline to the paysheet, you must manually add the shift earnings code to that payline as well.

Flat Amount

When you select this option, a blank field appears where you enter the flat amount. The system uses the flat amount from the Earnings table instead of the rate in the employees Job record. To give multiple employees a flat amount of additional pay, make blanket changes to the flat amount in the Earnings table instead of maintaining multiple Additional Pay records at the employee level.

(USA) Effect on FLSA Specify the effect on the FLSA rate calculation. Note. You must also assign each earnings code to an FLSA category of regular, overtime, or excluded on the Earnings Table - Calculation page. Eligible for Retro Pay
Eligible For Retro Pay Used to Pay Retro Enables you to define the earnings code for retro pay calculation on the Retro Pay Program - Program Table page. Select this check box to identify the earnings code on the Retro Pay Program - Program Table page as one used for paying retroactive earnings.

Additional Page Elements Hours Distribution

(E&G, CAN) Administrative Stipend Flag Select this check box to indicate that this earnings code is an administrative stipend. The system uses this information, in conjunction with the Job Earnings Distribution table, to distribute administrative stipend earnings for the Statistics Canada Academic Teaching Survey.

Setting up the Table for FLSA Calculations

Use the Earnings Table - General page and the Earnings Table - Calculation page to specify the earnings codes in the company that are affected by FLSA regulations, and to assign the earnings codes to FLSA categories. Only these two pages in the Earnings Table component (EARNINGS_TABLE) effect FLSA payment. The following steps are required. Complete the Earnings Table - General page. Complete the Earnings Table - Calculation page.

Completing the Earnings Table - General Page Use the Effect on FLSA (effect on Fair Labor Standards Act) group box to specify whether the hours and/or amount affect FLSA regular rate calculations. For regular pay, the calculation includes both hours and amount. For shift pay only, the calculation includes amount only, because the hours are already recorded in the regular pay. Completing the Earnings Table - Calculation Page Assign each earnings code to a FLSA category (regular, overtime, or excluded). If the FLSA category is overtime, the Regular Pay Included? check box becomes available for entry. Select the Regular Pay Included? check box if the multiplication factor for the overtime earnings is greater than 1.0. This depends on the companys

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Earning Code Maintenance

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business rules. Some companies include all straight time pay with the overtime calculation, while other companies separate straight time pay from the premium portion of overtime.

Earnings Information
(USF) Federal Payback Deduction Code Click this button to access the Additional Earnings page. Use this field when setting up a payback earnings code to use for payback situations such as pay advance or negative adjustment. In this field, enter the payback deduction code that corresponds with the payback earnings code. If you enter a deduction code in this field, the system will automatically create an arrears balance assigned to that deduction code for the earnings amount that you enter with the corresponding payback earnings code on the paysheet.

Tax Method
Use this group box to select the tax calculation method. For example, for a U.S. bonus earnings, select a supplemental option.

Annualized

Select this option to annualize the earnings, calculate tax on the annualized amount, and divide the tax by the number of pay periods in the year. The result is the withholding for the pay period. This is the most common tax method. (USA) Select this option to add together the YTD earnings and the earnings for this pay period, annualize the result, and calculate the annualized tax. The system de-annualizes the tax by dividing it by the number of tax periods on the paysheet. If the result is greater than the YTD withholding, the difference becomes the withholding for the pay period. Use this option for employees whose wages vary significantly from pay period to pay period, such as salespeople on commission.

Cumulative

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Specified on Paysheet

Select this option to instruct the system to use the tax method specified on the paysheet. The default method on the paysheet is annualized, which you can override on the paysheet if you set up the earnings codes tax method as Specified on Paysheet. Note. If you select a tax method other than Specified on Paysheet when you set up the earnings code on this page, you cannot override the tax method on system generated paysheetsthe system calculates according to the tax method selected on this page. However, if you add a payline manually to a system generated paysheet, you can select any tax method.

(USA) Supplemental

Select this option for earnings codes that identify supplemental wages. Do not use it for bonus and stock option payments if you have employees in California. Indicate whether supplemental wages are paid with regular pay or as separate pay on the Federal/State Tax Table - General page. Note. Set up a special accumulator for supplemental payments and associate it with all earnings codes that you designate for supplemental or special supplemental tax method.

(USA) Special Supplemental

Select this option for bonus and stock option payments if you have employees in California. These payments in California are subject to a higher supplemental withholding rate than other types of supplemental wage payments such as commissions and overtime pay. If you have employees in California and other states, use the Special Supplemental option. When you use this option to pay bonuses to an employee not in California, the system automatically calculates the tax using the supplemental method. This enables you to set up one bonus earnings code for all U.S. employees.

(USA) U.S. Only Before completing this group box, review the overview information about U.S. Taxes.
Subject to FWT (subject to federal withholding tax), Subject to FICA (subject to Federal Insurance Contributions Act), and Subject to FUT (subject to federal unemployment tax) Specify the effect that the earnings code has on the corresponding taxable grosses. The system maintains separate accumulators for each of the taxable grosses. Note. A Taxable Gross Definition Table entry is always required when you want to stop state or local income tax withholding on a particular earnings, regardless of whether or not the state or locality follows the federal rule for including the amount in taxable income, and regardless of whether or not you have selected this check box for the earnings.

Withhold FWT (withhold federal withholding tax)

This check box is selected by default, indicating that the earnings code is subject to federal income tax withholding. If you clear this check box, you can still add to the earnings to the taxable gross, but withholding isnt taken for this earnings code. For example, tuition reimbursement is an earnings code that adds to taxable gross, but is not subject to withholding. Normally, this check box should be selected to prevent underwithholding. Most earnings are taxable for FWT, FICA, and FUT, but clear these check boxes for nontaxable earnings codes (such as expense reimbursements and salary advances). Note. For states and localities, use the Taxable Gross Definition table to specify whether withholding on a taxable gross component follows the rule that you select here. Regardless of federal withholding, you must have a taxable gross component ID for any earnings code for which you do not withhold state or local income tax.

Taxable Gross Component ID

Payroll for North America normally sets the taxable gross used for calculating state and local income tax withholding to the same value as the taxable gross for federal withholding. It also sets the taxable gross for state unemployment and disability to the same value as the taxable gross for federal unemployment. However, some states and localities dont follow federal rules for the taxability of all types of wages.

(E&G) Income Code (for 1042-S)

Specify a nonresident alien income code for 1042-S processing: 12: Royalties 15: Scholarship/Fellowship 16: Independent Personal Services 17: Dependent Personal Services 18: Teaching 19: Studying and Training 50: Other Income

Earnings
Add to Gross Pay Select this check box to indicate that an employee receives actual dollars for this earnings code. Most, but not all, earnings add to gross pay. For example, some earnings dont actually consist of dollars paid, such as the value of a company-supplied automobile. Because the company supplies the employee with a carnot with the money to buy oneyou do not add these earnings to the gross income. However, the value of the car must appear as taxable wages, and you must track it for the reporting on W-2 or T4. To define this auto earnings code, clear the Add to Gross Pay check box, and select the appropriate U.S. or Canadian subject to tax check boxes. For an expense advance, however, select the Add to Gross Pay check box, but do not select a subject to tax check box.

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Maintain Earnings Balances Subtract from this Draw Elig. for Shift Differential (eligible for shift differential) Hours Only (Reduce from Reg Pay) (hours only [reduce from regular pay])

Select this check box to automatically maintain YTD, quarter-to-date, and month-to-date earnings balances. Select this check box for all earnings codes.

This check box is for your information only.

Select this check box if the earnings code is for shift pay and youre using the pay group setID and Shift table method of calculating shift pay. If an employee is assigned to a shift, the system checks each earnings code that is eligible for shift differential and performs the calculation based on the routines selected in the Shift table and on the shift to which the employee is assigned. You can also specify shift differentials at the employee level.

Select this check box to have hours or earnings entered for the earnings code reduce the employees regular pay by an equivalent number of hours entered on the paysheets. Use this check box for earnings codes such as holiday, sick leave, and vacation leave. Hours posted to the earnings code reduce regular hours for hourly employees (or regular earnings for salaried employees) by the number of hours entered during the payroll calculation run. How you use this check box depends on how you report time. You typically use positive time entry for hourly employees, so in effect their hours are already reduced. For example, you might enter 32 hours of regular pay and eight hours of vacation pay on an hourly employees paysheet. For exception hourly and salaried employees, you typically enter only exception pay, but not regular pay. If a salaried employee takes eight hours off in a given week, you only enter eight hours of vacation time on paysheets. For different employee types, you can establish some earnings codes that use this feature and others that dont.

Subject to Garnishments

Select this check box to include the earnings code in garnishment processing.

Expense Accounts - Non Commitment Accounting

Enter an account number to track PeopleSoft General Ledger entries by earnings code. This field does not apply to education and government users.

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Earnings Calc Enter a number to indicate the order in which to process earnings during payroll calculation. Lower sequence numbers result in a higher processing priority for the Sequence(earnings calculation earnings code. sequence) Sequence is important only if one earnings calculation is dependent on another. For example, regular earnings must have a lower sequence number than any earnings codes that reduce regular earnings (that is, earnings designated to have hours only reduced from regular pay). Note. The default earnings calculation sequence is 500. To ensure that the system calculates regular pay first, change the earnings calculation sequence to 001. For example:

Rate Adjustment Factor

Earnings for hourly employees = (pay rate or unit/override rate + shift rate + rate adjustment factor) (hours + hours adjustment factor) multiplication factor) + earnings adjustment factor Earnings for salaried employees = earnings amount multiplication factor For example, if regular pay sequence is 001 and premium pay sequence is 500, the premium pay is depleted before regular pay is reduced. Enter a dollar amount to adjust the hourly rate that is associated with an earnings code. For example, if a union negotiates a 0.30 USD per hour cost of living adjustment, enter 0.3 in this field for any applicable earnings, such as regular, overtime, vacation leave, and sick leave. Employees receiving these types of earnings get 0.30 USD per hour in addition to the compensation rate specified in their Job records. Enter a positive or negative number to adjust the number of hours that are associated with an earnings code, such as 40 hours for regular. For example, Jan was a nurse at Diablo Hills Hospital where she was paid for a full 40-hour week. However, because she was required to record her lunch hours, her time cards showed that she worked only 37.5 hours a weekthe actual number of hours that was entered on her paysheets. To set up this salary structure, enter an hours adjustment factor of 2.5.

Hours Adjustment Factor

Multiplication Factor

For hourly earnings, enter the number by which you multiply earnings, such as 1.5 for overtime, or 2.0 for double time. To calculate alternative overtime, the system uses the multiplication factor specified for the overtime earnings code on the Earnings table instead of the fixed 0.5 used in federal FLSA calculation. Note. The use of negative multiplication factors in Alternative Overtime calculation will not work. Any multiplication factors other than the values needed to comply with Alternative Overtime regulations will result in incorrect calculations. A warning will be generated during batch processing in Payroll Error Messages if earnings codes are set up with negative multiplication factors.

Earnings Adjustment Factor

Enter a flat amount that does not affect pay rate or hours. Use this field for earnings codes for which the dollar amount always remains the same for all employees, such as a 100 CAD holiday bonus. When you define this type of earnings, set the multiplication factor to zero. This field is for your information only. To set a yearly ceiling on the earnings code, enter the maximum yearly earnings. You cannot pay more than this amount to any employee in a year. Note. Use this field with individual earnings codes onlynot special accumulators.

Maximum Hourly Rate Maximum Yearly Earnings

Budget Effect (USA) Tips Category

This field is for your information only. Specify how tips affect taxable gross: Not Tips: Select this value if the earnings code does not represent earnings subject to tipping or reported tips for calculating tip credit. This is the default value. Reported Tips: Select this value if the earnings code represents cash or charge tips that your employees report. Other Sys Calcd Tips (other system calculated tips): Select this value if the earnings code represents amounts used to bring employee earnings up to minimum wage when the cash wage plus tips is less than minimum wage. Tip Allocation: Select this value if the earnings code represents system-calculated amounts of tips allocated to employees. Tip Credit: Select this value if the earnings code represents system-calculated amounts of tip credit.

Special Calculation Routine

Select this check box if you have modified the COBOL code to perform a calculation routine. Note. Before you modify the COBOL code, discuss the proposed alterations with your PeopleSoft account executive.

Based on Other Earnings/Hours Use this group box to designate earnings codes based on other earnings codes or special accumulators. The system can calculate earnings as a percentage of another earnings code, a rate multiplied by a single hour, or a rate multiplied by a group of hours. You might use this feature to keep shift earnings separate from regular earnings by creating a separate earnings code for shift earnings, based on a percentage of regular earnings. If you set up an earnings code for shift pay that uses the unit/override rate and is based on a single earnings code, you must ensure that you include the shift earnings code on each payline that contains the earnings on which it is based. For example, if the shift earnings is based on the REG earnings, and if you add an additional REG payline to the paysheet, you must manually add the shift earnings code to that payline as well.

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Single Earnings and Special Accumulator Based on Amount or Hours

Select an option to indicate the type of other earnings on which the earnings code is based, and enter an earnings code or special accumulator code in the associated field. Specify how to calculate earnings: None: The default. Amount: The system calculates the earnings by applying the multiplication factor to the current period amount for the earnings code or special accumulator code specified. For example, to calculate the earnings code that youre setting up as 4 percent of a specified earnings code, enter a multiplication factor of .04. Hours: The system calculates the earnings by multiplying the current period hours for the specified earnings code or special accumulator code by the hourly rate on the paysheet entry. Then it applies the multiplication factor. For example, to calculate a bonus earnings code as ten percent of the employees regular pay, select the Single Earnings type option and enter the earnings code REG. Specify that the calculation is based on amount, and enter .1 as the multiplication factor.

(USA) Category for FLSA

Regular Overtime and Regular Pay Included Excluded Select this option if these earnings are not overtime and are used in the calculation of the FLSA rate. Select this option if this earnings code has an effect on overtime or alternative overtime pay. When selected, the system displays a Regular Pay Included check box. If the multiplication factor for overtime is .9or less, clear this check box. If the multiplication factor is 1.1 or greater, select this check box. Select this option if these earnings have no effect on the FLSA calculation.

Leave Plan Accrual(s) Use this group box to indicate how the hours for each earnings code affect leave plans. Employees can accrue time using the number of hours theyve worked (service hours) or the length of time theyve worked for the company (based on the service date in the Job Data component). Set up the accrual method in the Leave Plan table in the Benefits component. Add to Accrual Balance
Taken Select this check box for earnings codes (such as vacation or sick) that subtract from the leave plan balance. The system updates the unprocessed data on the Leave Accruals page by adding to the leave plan balance for hours taken, but it does not update the hours taken from the actual leave plan balance until you run the leave accrual program.

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Service Hours

Select this check box if the leave plan accrues based on the number of hours an employee has worked (service hours). The system adds the hours that are associated with the earnings code to an employees service hours that are maintained on the leave plan accrual balances. However, if the employee is not enrolled in that leave plan, the system does not update the service hours fields in leave accruals. For example, suppose a companys employee leave plan offers 0.02 hours of vacation time for every hour of regular time and overtime that employees work. In this case, select the Service Hours check box for regular and overtime earnings codes to show that they add to the accrual balance for the employee leave plan. If Jan has 30 hours of regular and 10 hours of overtime earnings, the system adds 40 service hours to her leave plan. It also updates the leave accruals unprocessed data for her leave plan, and accrues 0.8 hours of vacation time when the leave accrual program is run. Note. If you base your leave plan on months of service, the leave accrual program does not use the service hours accumulated by payroll. Instead, it uses the service date in the Employee record to accrue hours for your leave plan.

Adjusted

Select this check box if you are defining the earnings code only to add hours to, or subtract hours from, an employees accrual balances. When you perform the actual adjustments on paysheets, the system accepts positive or negative hours. For example, Jessica Morris, came to CCB from her former company with an intercompany transfer agreement. As part of the agreement, CCB let her carry over 25 hours of vacation time from her old company. To do this, the payroll clerk added 25 hours of accrual adjustment time to Jessicas paysheet. The systemlooking at the Earnings table already set up for this type of situation (with Adjusted selected for the VAC leave plan type)did the rest.

Bought and Sold If your company has a vacation buy or sell plan, select a check box to indicate that the earnings code affects vacation hours bought or sold. Use deductions to handle the actual buying and selling and earnings codes to handle the accruals. For example, Theresa bought 20 hours of vacation time. The payroll clerk added the hours using an earnings code defined with the VAC leave plan type and the Bought check box selected. He used a deduction to take the money that Theresa used to buy the vacation time. If an employee sells vacation time, subtract from the accrual balance using an earnings code defined with the VAC leave plan type and the Sold check box selected. Use a negative deduction to give the employee the money. Note. You must run the leave accrual program before the system recognizes or reports any leave accrual information that you define for your company and specific employees.

Special Accumulator(s) Accumulator Code Use special accumulators to roll together earnings codes to use later in deduction earning calculations or for tracking supplemental wages for tax purposes. Before you enter this code, define the special accumulator code in the Special Accumulator table. Effect on Special Balance Select a value to designate how the earnings affects the special accumulator: A: Adds to the special accumulator balance. S: Subtracts from the special accumulator balance. T: Adds taxable gross to the special accumulator balance. Select T for the special accumulator associated with supplemental earnings.

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Record Information: PS RECORD NAME EARNINGS_TBL RECORD NAME Earnings Table DESCRIPTION The EARNINGS_TBL is used to store earnings codes that will be used to pay employees. This table affects items such as taxation, payment method, calculation methods, and FLSA The EARNINGS_ACCRL table is used to indicate which leave plans an earnings code has an effect on and exactly what type of effect it will have, such as whether it adds to or subtracts from it. The EARNINGS_SPCL table is used to indicate special accumulators on which this particular earning will have an effect and exactly what type of effect it will have, such as whether it adds to or subtracts from the accumulator.

EARNINGS_ACCRL

Earnings Accrual Table

EARNINGS_SPCL

Special Earnings Table

Approach: The earnings work unit is the core work unit in the HRMS system. There are a significant number of factors that must be considered when defining each individual earnings code. The major factors include: Naming Standard Payment Method FLSA calculation Retroactive pay calculation Tax implications 1042 processing Multiplication Factors Tips Processing Leave Accruals Garnishments Disposable Earnings Definitions Special Accumulators (ie Retirement Calculations). The characters used for the earnings codes should be meaningful and should be easily referenced back to the description. The earnings codes established in PeopleSoft should be mapped directly to the current earnings codes with associated characteristics.
To accommodate some of the unique earnings code logic with regards to retirement wage, etc., the earnings table along with the Earnings Accrual Table, and the Special Accumulator table will need to be configured simultaneously. Cerner will be using the Earnings table (EARNINGS_TBL), in coordination with the Special Accumulator (SPCL_EARNS_TBL) table and the Special Earnings Accrual Table (EARNINGS_SPCL) to generate specific retirement deductions (which are the end result of the retirement wage calculation). An example of this calculation is as follows:

The Special Accumulator (SPCL_EARNS_TBL) table will also be used in coordination with the Earnings table (EARNINGS_TBL), and the Special Earnings Accrual Table (EARNINGS_SPCL) to exclude specific earnings codes from union dues/fees deductions as part of specific agency/bargaining unit contract language. An example of this is as follows:

Fields on Record:

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PS RECORD NAME/ PS FIELD NAME EARNINGS_TBL ERNCD

FIELD NAME Earnings Code

DESCRIPTION Enter 3 character earnings codes. Required. Choose a meaningful 3-character representation of the earnings. Please note that this means Earnings Codes will no longer be a two byte alpha-numeric value. Enter 01/01/1901. Required. Enter the status of the earnings code. Valid translate values are A (Active) and (I) Inactive. Initial configuration will be Active (A). Required. Enter a meaningful description of the earnings code. Required. Enter a short description of the earnings code. The Payroll Check Print report PAY003 (and PAY003CN for Canada) prints the short description entered here on the paycheck stubs; choose a meaningful name that employees will recognize. Enter sequence numbers to tell the system the order in which to process earnings during payroll calculation. When assigning priorities, remember that the lower the sequence number, the higher the processing priority for the earnings code. Sequence is important only if one earnings calculation is dependent on another. For example, regular earnings must have a lower sequence number than any earnings codes that reduce from regular earnings, that is, earnings that have hours only (reduce from regular pay) selected. Note. The default earnings calc sequence is 500. A good rule is to change the Earnings Calc Sequence for regular pay to 100, to make sure it is calculated first. The Legacy system (MSA) also has a deduction priority system for processing/calculating earnings. Earnings should keep a similar priority methodology to ensure the earnings historical integrity remains intact. Core-CT will initially set the Earnings Calc sequence for regular pay to 100. All other earnings need to be re-analyzed to determine the correct earnings sequence. Core-CT will accept the default of 500 for many of the earnings codes. Required. Y/N Table Edit. Set to Y so monthly, quarterly and yearly balances to date are maintained.

EFFDT EFF_STATUS

Effective Date Status

DESCR DESCRSHORT

Description Short Description

ERN_SEQUENCE

Earnings Calculation sequence

MAINTAIN_BALANCES

Maintain Earnings Balances

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PS RECORD NAME/ PS FIELD NAME BUDGET_EFFECT

FIELD NAME Budget Effect

DESCRIPTION Required. Valid Translate values are: N Nonproductive O Overtime R Regular X No Effect The default for this field is R Configure all rows with the value of X (No effect) for Core-CT. Please note that this field does not tie to any other budget functionality within PeopleSoft (ie position or department budget). Required. Enter the allowable employee types. Valid translate values are: All, Hourly, and Salaried. The Paysheet uses allowable employee types to determine which employees are eligible for this earnings code. If the earnings code being defined is only for a certain employee type, select the appropriate one. Accept A as the default for Core-CT for all rows. Required. E is the default value. Select the appropriate radio button option for each earnings code that is being defined: E= Either Hours or Amounts OK - Select this option to enter either hours or an amount, but not both. B= Both Hours and Amount OK - Select this option to enter both hours and amounts for other earnings on paysheets. A= Amounts Only - Select this option to enter amounts only. H = Hours Only - Select this option to enter hours only. U = Unit Override Rate - Select this option to override rate. F = Flat Amount Select this option to enter a flat amount. The majority of Earnings Codes that will be defined by the State will be set to a value of E. In some instances however each of the other translate values will also need to be used. This field indicates the maximum hourly rate for this earnings code. This field is for information only and will be left blank for all earnings codes.

ALLOW_EMPLTYPE

Allowable Employee Types

PAYMENT_TYPE

Payment Type

HRLY_RT_MAXIMUM

Maximum Hourly Rate

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PS RECORD NAME/ PS FIELD NAME PERUNIT_OVR_RT

FIELD NAME Per Unit/Override Rate

DESCRIPTION If the Unit Override Rate payment type is selected (U), this field will appear. Enter a unit/override rate. The system overrides the hourly rate on the employee's job record with the override rate entered here. Then enter the number of units or hours worked in the Hours field on the paysheet, through Time and Labor, or on Additional Pay. The system uses the unit/override rate specified here to calculate the earnings amount during the pay calculation process. For the majority of earnings codes this field should be Left blank. If Unit/Override rate earnings codes are identified this field should be set accordingly.

EARN_FLAT_AMT

Earnings Flat Amount

If the Flat Amount payment type is selected (F), enter the flat amount associated with the earnings code. The system will use the flat amount from the Earnings Table instead of the employee's rate from the job record and will pay the employee the flat amount. For example, this can be used to pay multiple employees a flat amount of earnings. It is easier to maintain this type of flat amount on the Earnings Table because blanket changes can be made to the Flat Amount on the Earnings Table, instead of worrying about multiple additional pay records at the employee level. The State of Connecticut will use this field where appropriate to define the flat amount associated with one unit of a particular earnings code. Required. Y/N. Check this box to tell the system whether an employee receives actual dollars for this Earnings Code. In most cases, earnings add to gross pay. However, certain types of earnings might not. Required. Y/N table edit. This field defaults to Y. This should be Y for earnings that should have Federal Income taxes deducted. Required. Y/N table edit. This field defaults to Y. This should be Y for earnings that are subject to FICA. Required. Y/N table edit. This field defaults to Y. Enter N, the State of Connecticut does not pay Federal Unemployment Tax. Y/N table edit. This field defaults to Y. (This is for Canadian Taxes only.) Select N as default for Core-CT.

ADD_GROSS

Add to Gross Pay

SUBJECT_FWT

Subject to FWT

SUBJECT_FICA

Subject to FICA

SUBJECT_FUT

Subject to FUT

SUBJECT_CIT

Subject to CIT

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Earning Code Maintenance

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PS RECORD NAME/ PS FIELD NAME SUBJECT_CUI

FIELD NAME Subject to EI Earn

DESCRIPTION Y/N table edit. This field defaults to Y. (This is for Canadian Taxes only.) Select N as default for Core-CT. Y/N table edit. This field defaults to Y. (This is for Canadian Taxes only.) Select N as default for Core-CT. Y/N table edit. This field defaults to Y. (This is for Canadian Taxes only.) Select N as default for Core-CT. Y/N table edit. This field defaults to Y. (This is for Canadian Taxes only.) Select N as default for Core-CT. Y/N table edit. This field defaults to Y. (This is for Canadian Taxes only.) Select N as default for Core-CT. Y/N edit. This field defaults to Y. (This is for Canadian Taxes only.) Select N as default for Core-CT. Y/N table edit. This field defaults to Y. (This is for Canadian Taxes only.) Select N as default for Core-CT. Y/N table edit. This field defaults to Y. (This is for Canadian Taxes only.) Select N as default for Core-CT. Required. Y/N table edit. This field defaults to Y. Select N as default for Core-CT. This is for informational purposes only and does not affect the earnings calculation. Y/N table edit Accept default of Y unless the Subject to FWT field is N.

SUBJECT_CUI_HOURS

Subject to EI Hours

SUBJECT_CPP

Subject to CPP

SUBJECT_QIT

Subject to QIT

SUBJECT_QPP

Subject to QPP

SUBJECT_TRUE_T4GRS

Subject True T4 Gross

SUBJECT_TRUE_RVGRS

Subject True T4

SUBJECT_PAY_TAX

Subject to Payroll Tax

SUBJECT_REG

Subject to Regular Rate

WITHHOLD_FWT

Withhold FWT

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Earning Code Maintenance

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PS RECORD NAME/ PS FIELD NAME HRS_ONLY

FIELD NAME Hours Only

SHIFT_DIFF_ELIG

Elig. for Shift Differential

DESCRIPTION Required. Y/N table edit. Check this box if hours or earnings entered for the earnings code should reduce the employee's regular pay by an equivalent number of hours entered on the paysheets, through Time and Labor, or on Additional Pay. Typically, this field is used to reduce the regular pay for salaried employees for Earnings Codes like holiday, sick leave, and vacation leave. If this check box is selected, the hours posted to the Earnings Code reduce the regular hours by the number of hours entered. In order to prevent labor intensive data entry for timekeepers who report time for hourly and exception hourly employees this flag should only be set to Y when the earnings code will specifically be targeted to Salaried employees reporting time other than regular pay. Required. Y/N table edit. Since exceptions occur with an employees shift pay (he/she may not always receive it) shift will not be paid through setting a shift up on the employees Job record. Therefore, this field will not be used. Leave unchecked. If this box is checked, when the system calculates shift pay for an employee, it looks to see if the employee is assigned to a shift. It then looks at each earnings code that is eligible for shift differential and performs the appropriate shift differential calculation based on the routines selected on the shift table and the shift to which the employee is assigned. Shift differentials might also be specified at the employee level. Leave Unchecked (N) since Shift will be addressed through the Time and Labor module.

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PS RECORD NAME/ PS FIELD NAME TAX_GRS_COMPNT

FIELD NAME Taxable Gross Component ID

SPEC_CALC_RTN

Special Calculation Routine

FACTOR_MULT

Multiplication Factor

FACTOR_RATE_ADJ

Rate Adjustment Factor

FACTOR_HRS_ADJ

Hours Adjustment Factor

FACTOR_ERN_ADJ

Earnings Adjustment Factor

GL_EXPENSE

GL Account# Expense

DESCRIPTION Prompt: TAXGR_CMPNT_VW which uses TAXGR_CMPNT_TBL. To modify federal rules, make an entry in the Taxable Gross Component ID field on the Earnings Table. Delivered values are 125, 401K, GTL, NOSTX, TIP, and TSICK. The Taxable Gross Component ID is a code the system uses to define a taxable gross basedifferent from federalto use when calculating state and local taxes. This code points to information in the Taxable Gross Definition Table, which serves two purposes: Indicates which federal taxable gross level (such as FWT, FUT, or FICA) is used as a base for state and local taxable gross. Tells the system how to adjust (add to or subtract from) the state and local base when it differs from the federal definition. At this time there is no identified need for a taxable gross component id. Therefore, this field should be left blank. Required. Y/N table edit. Select the Special Calculation Routine check box to indicate that the COBOL code has been modified to perform a custom calculation routine. Leave blank. Signed field (5.4) Used to calculate earnings rate, i.e. 1.0000 would be for straight rate, 1.5000 would be for overtime rate, etc. This field will be used for Overtime and Shift Pay. Enter a Multiplication Factor (if applicable) Signed field (5.4) This is used to add an amount to the hourly on employee job record. This is for information purposes only and therefore will not be used. Leave Blank. Signed field (5.4) This is used to adjust entered hours with a positive or negative factor. This is for information purposes only and therefore will not be used. Leave Blank. Signed field (5.4) This field is used to enter a flat amount, if used the Multiplication factor should be set to zero. This is for information purposes only and therefore will not be used. Leave Blank. An account number is entered in this field to track general ledger entries by earnings code. This field is used for those implementation that are using noncommitment accounting. The State of Connecticut is using commitment accounting and therefore this field should be left blank. The only possible way that this field would be populated is if the custom department budget table load modification requires an account value to be stored in this field.

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PS RECORD NAME/ PS FIELD NAME SUBTRACT_EARNS DEDCD_PAYBACK

FIELD NAME Subtract from this Draw Payback Deduction Code

TAX_METHOD

Tax Method

EARN_YTD_MAX

Maximum Yearly Earnings

BASED_ON_TYPE

Based on Type

BASED_ON_ERNCD

Based on Single Earnings Code

DESCRIPTION Required. Yes/No table edit. Subtract from this Draw is an information-only field. Leave Blank. Prompt: DED_TBL_GENL_VW which uses DEDUCTION_TBL and GENL_DED_TBL This field is used as part of adjustment processing. The deduction code will be used when collecting an arrears payback amount. The State of Connecticut may utilize arrears processing for medical, dental, and life and therefore this field should be set to the appropriate deduction code for specific earnings codes.. Required. Xlat Table Edit. Values: A-Annualized; BBonus; C-Cumulative; G-Aggregate; L-Lump Sum; M-Commission; P-Specified on Paysheet; SSupplemental. Default: P. Core-CT will accept the default of P (Specified on Paysheet).If another option is selected (other than Specified on Paysheet), the tax method on paysheets cannot be overridden. There may be certain types of earnings codes which require another tax method (particularly supplemental). This Field is used to set a yearly maximum amount that can be paid to an employee for a particular earnings code. The State will will set a maximum for several earnings code. Required. Xlat. Valid Values are Special Accumulator (A), Not Based on Another Earnings (N), Single Earnings (S) Default = N Use the options in the Based on Type group box to set up earnings code based on another earnings code or special accumulator. The system can calculate the earnings as a percentage of another earnings code, a rate times a single hour, or a rate times a group of hours. This is useful, for example, in keeping Shift earnings separate from Regular earnings: create a separate earnings code for Shift, based on a percentage of Regular. This field will be used by the State of Connecticut to facilitate the payment of earnings that are based on the calculated amount of another type of earnings. Prompt: EARNINGS_TBL Single Earnings: Select this option if the earnings code being set up has a BASED_ON_TYPE value of S. Please note that the earnings code that is entered here must have an ERN_SEQUENCE number that is lower than the earnings code in the ERNCD field.

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Earning Code Maintenance

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PS RECORD NAME/ PS FIELD NAME BASED_ON_ACC_ERNCD

FIELD NAME Based on Accumulator Code

AMT_OR_HOURS

Based on Amount or Hours

DESCRIPTION Prompt: SPCL_EARNS_TBL Special Accumulator: Select this option if the earnings code being set up is based on a special accumulator. If selected, a special accumulator code must be entered. The State of Connecticut will utilize special accumulators to facilitate the payment of earnings that are based on the calculated amount of another group of earnings. This field relates to the special accumulator work unit. Required. Xlat. Valid translate values are Amount (E), Hours (H), None (N). None. The default. Amount: The system calculates the earnings by applying the multiplication factor to the current period amount for the earnings code or special accumulator code specified. For example, to calculate the earnings code you're setting up as 4% of a specified earnings code, enter a multiplication factor of .04. Hours: The system calculates the earnings by multiplying the current period hours for the specified earnings code or special accumulator code by the hourly rate on the paysheet entry. Then it applies the multiplication factor. For example, to calculate a bonus earnings code as ten percent of the employee's regular pay, select the Single Earnings type option and enter the earnings code REG. Specify that the calculation is based on amount, and enter .1 as the multiplication factor. This field is used in conjunction with the previous three fields. If any of those fields are used, a value must be specified here. As a result, all three translate values will be used by the State of Connecticut.

ELIG_FOR_RETROPAY

Eligible For Retro Pay

Required Check this box to make an earnings code eligible for retro pay calculation. The earnings code for retro pay calculation can be set up on the Retro Pay Program. Leave this value set to N for Core-CT. Retro Pay functionality will not be used by Core-CT as part of Phase 1. Required. Check this box to identify the earnings code on the Retro Pay Program - Program Table page as one used for paying retroactive earnings. Leave this value to N for Core-CT. Retro Pay functionality will not be used by Core-CT as part of Phase 1.

USED_TO_PAY_RETRO

Used to Pay Retro

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PS RECORD NAME/ PS FIELD NAME EFFECT_ON_FLSA

FIELD NAME Effect on FLSA

DESCRIPTION Required. Xlat. Use the Effect on FLSA group box to specify whether and how an earnings code affects FLSA rate calculations. Valid translate values: None - Select this option if the Earnings Code has no effect on FLSA rate calculations. Both Hours and Amount - Select this option if both the hours and the amount of the earnings are used in the calculation of the FLSA rate. Hours Only - Select this option if hours alone are used in the calculation of the FLSA rate. Amounts Only - Select this option if only the amount of the earnings is used in the calculation of the FLSA rate.

FLSA_CATEGORY

FLSA Category

REG_PAY_INCLUDED

Regular Pay Included

TIPS_CATEGORY

Tips Category

ADD_DE

Add Disposable Earnings

SUBJECT_T4A SUBJECT_RV2 ERN_TBL_FED_SBR GVT_BENEFITS_RATE GVT_CPDF_ERNCD GVT_OTH_PAY GVT_PAY_CAP GVT_PREM_PAY

Subject to T4A Subject to RL-2

Required. Xlat. Valid translate values are: Overtime (O), Regular (R), Excluded (X) Default = X Note: Each earnings code must be assigned to a specific FLSA category of regular, overtime or exclude on the Earnings Table Calculation page. Required. Y/N. Default = N Enter whether regular pay should be included As part of the FLSA payment. This field will be set to a value of N by the State of Connecticut to ensure that the earnings code that is used for FLSA payment is a distinct entity. Required. Xlat. The State will not use Tips processing so the default value of N (no tips) should be accepted. Enter Y for all earnings codes that add to the disposable earnings amount that is subject to garnishment deduction, i.e. all earnings that add to gross pay. Required. Leave Blank since this is tied to Canadian Functionality Required. Leave Blank since this is tied to Canadian Functionality Leave Blank as this is tied to Federal functionality Leave Blank as this is tied to Federal functionality Leave Blank as this is tied to Federal functionality Leave Blank as this is tied to Federal functionality Leave Blank as this is tied to Federal functionality

Adds to FEGLI Base Rate CPDF Earnings Report Type Adds to Other Pay Adds to Pay Cap Calculations Adds to Premium Pay

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PS RECORD NAME/ PS FIELD NAME GVT_OT_PAY_IND GVT_ADD_TO_SF50_52 GVT_INCLUDE_LOC GVT_IRR_REPORTABLE GVT_IRR_LWOP GVT_SF113A_LUMPSUM GVT_SF113A_WAGES GVT_FEFFLA GVT_FMLA GVT_LV_EARN_TYPE INCOME_CD_1042

FIELD NAME Federal Overtime Indicator Add to Other Pay on SF50/52 Include Locality Adjustment IRR Reporting Settings Leave Without Pay Adds to SF113A LumpSum Pymnts Adds to SF113A Wages FEFFLA Flag FEFFLA Report Leave Earnings Type Income Cde for 1042-S

DESCRIPTION Leave Blank as this is tied to Federal functionality Leave Blank as this is tied to Federal functionality Leave Blank as this is tied to Federal functionality Leave Blank as this is tied to Federal functionality Leave Blank as this is tied to Federal functionality Leave Blank as this is tied to Federal functionality Leave Blank as this is tied to Federal functionality Leave Blank as this is tied to Federal functionality Leave Blank as this is tied to Federal functionality Leave Blank as this is tied to Federal functionality This field should be set to the corresponding income code for non-resident alien processing to assure that the correct tax maximum limits are enforced. Leave Blank as this is tied to Federal functionality Leave Blank as this is tied to Federal functionality Leave Blank as this is tied to Federal functionality Leave Blank as this is tied to Federal functionality Required. This field should be set to the same value as the earnings code on the earnings table. Please note that this record has a many to one relationship with the earnings table. Multiple rows can be defined for a single earnings code. Required. Enter 01/01/1901 for Core-CT. Required. Xlat. Enter a row for each type of leave plan affected by the earnings code. The State of Connecticut will use plan types 50 (sick), 51 (vacation) and 52 (personal). Required. Y/N. Enter Y if the hours of the earnings code is deducted from the leave plan balances and shown as used year to date. If this box is checked the hours reported to this earnings code will draw down from the employees leave balance for that particular plan type. Required. Y/N. Enter Y if the hours of the earnings code, is used to calculate the service hours that determine the eligible accrual rate for a particular leave plan. This field will be set to a value of N since the State of Connecticut does not have leave plans that are based on service hours. Required. Y/N. Enter Y if the earnings code changes the leave plan balance amount. This field should always be set to a value of N.

PERMANENCY_NLD TAX_CLASS_NLD HRS_DIST_SW HP_ADMINSTIP_FLAG EARNINGS_ACCRL ERNCD

Permanent/Incidental Tax Class Hours Distribution Administrative Flag Earnings Accrual Table Earnings Code

EFFDT PLAN_TYPE

Effective Date Plan Type

HRS_TAKEN_ADD

Add to Hours Taken

SERVICE_HRS_ADD

Add to Service Hours

ADJUST_HRS_ADD

Add to Adjust Hours

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Earning Code Maintenance

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PS RECORD NAME/ PS FIELD NAME BOUGHT_HRS_ADD

FIELD NAME Add to Hours Bought

SOLD_HRS_ADD

Add to Hours Sold

DESCRIPTION Required. Y/N. This field defaults to N. Accept the default because the State of Connecticut does not have vacation buy/sell program Required. Y/N. This field defaults to N. Accept the default because the State of Connecticut does not have vacation buy/sell programs Leave Blank as this is tied to Federal functionality Leave Blank as this is tied to Federal functionality

GVT_R_ADJ_HRS_ADD GVT_R_TAK_HRS_ADD EARNINGS_SPCL ERNCD

Add to Restored Hours Adjust Add to Restored Hours taken Special Earnings Accrual Table Earnings Code

EFFDT ERNCD_SPCL

Effective Date Special Accumulator Code

SPCL_EFFECT

Effect on Special Balance

Required. This field should be set to the same value as the earnings code on the earnings table. Please note that this record has a many to one relationship with the earnings table. Multiple rows can be defined for a single earnings code. Required. Enter 01/01/1901 for Core-CT. Required. Prompt: SPCL_EARNS_TBL. The values that are entered here are based on the special accumulator work unit. Required. Xlat. Valid translate values: Adds to Special Balance(A), Subtracts from Special Balance (S) Default = A. The State of Connecticut will primarily use the default value, but in some instances S may also be used.

Dependencies and Timing:

The DED_TBL_GENL_VW (which uses the DEDUCTION_TBL and the GENL_DED_TBL) must be configured prior to the EARNINGS_TBL. The TAXGR_CMPNT_VW (which uses the TAXGR_CMPNT_TBL) must be configured prior to the EARNINGS_TBL. The SPCL_EARNS_TBL must be configured prior to the EARNINGS_TBL

Testing Considerations: Extensive testing must be completed on earnings that are subject to FICA tax, accumulate FICA taxable wage and are not subject to retirement wage (earnings that are subtracted from total gross as part of the retirement calculation). Extensive testing must be completed on earnings that are not subject to FICA tax, do not accumulate FICA taxable wage and are not subject to retirement wage (earnings that are subtracted from total gross as part of the retirement calculation). Extensive testing must be completed on earnings that are not subject to State + Federal tax, accumulate State + Federal taxable wage, are subject to FICA and accumulate FICA wage. All earnings that are not subject to retirement wage (earnings that are subtracted from total gross as part of the retirement calculation). All earnings that add a percentage to retirement. Vacation, sick, and PL balances should be tested to ensure that Regular Earnings is not affected when an employee uses time. Lump sum payouts for vacation and sick time deplete the correct balances. Employees who hit FICA max the first check date of the year should be tested to ensure that all balances are correct (including retirement wage). Deceased employee payouts. When paying Regular/additional earnings, all pre/post-tax deductions are calculated correctly (including Domestic partners who are

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Earning Code Maintenance

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paying post tax on the state portion of their insurance amounts should be added to their taxable wage). All earnings that affect multiple balances (i.e. leave accruals). Earnings that have been adjusted spanning multiple calendar years. Validate that all multiplication factors are working properly. Ensure that the earnings sequence settings are generating the correct earnings calculation rates Ensure that the various FLSA fields are affecting the overall calculation correctly Validate that all 1042 income codes are setup and working properly Ensure that the Reduce from Regular Pay field is working properly. Validate that the system is properly functioning when an earnings code adds to an employees taxable wage but does not deduct tax.

Earnings Program Table

Menu Path: Set Up HRMS> Product Related> Payroll for North America> Compensation and Earnings> Earnings Program Table

Select the Earnings program that you want to add the earnings code to. Click Program Table, as shown above.

To insert a new row and enter the earnings code into the

Special Accumulator
Special accumulators are used to roll together earnings codes to use later in deduction and earning calculations. This code enables to designate which earnings add to or subtract from, a group of earnings. For example, some earnings, such as regular and overtime, add to the amount the system uses for 401(k) deductions, while others, such as tuition and car allowance, do not. Before you enter this code, special accumulator code should be defined in the Special Accumulator table. Menu Path: Set Up HRMS> Product Related> Payroll for North America> Compensation and Earnings> Special Accumulator Table

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Create an entry for the earnings code in the Special Accumulators table when the earnings code is to alter a group of earnings as described above. When finished, click save.

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Document Revision History

Revision Number: 1.0 Effective Date: September 12, 2012 Description: Initial Release

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