Payroll Setup

Configure payroll data for batch payroll import integrations.

HCM Payroll Configuration

Configure Employer Identification Number (EIN) mappings, daily records, pass rate, and select the EIN for payroll batch imports.

  1. Make sure that HCM Payroll Configuration is set to Allowed in your FAP; see Configure Access to Integrations.
  2. Select Main Menu  > Administration > Application Setup > Integrations Setup > Payroll Setup > HCM Payroll Configuration.
  3. Select HCM Payroll Configuration. Click Tap Edit .

    Caution: The changes will be saved to all installations of the current mapping.

    Note: You cannot edit the name of the HCM Payroll Configuration.

  4. In Location Type for EIN, identify the level of the business structure that corresponds to the EIN as follows:
    • If the organization does not have multiple EINs, select Single EIN and go to the Aggregation step.
    • If the organization has multiple EINs, select the level of the business structure that identifies the EINs.

      Note: The business structure must have a level for EINs, normally the first level. Example: Select Company.

  5. Business Structure Represents the logical structure of an organization as it concerns staffing. It contains the locations and jobs to which an employee may be assigned. — EIN mapping

    Complete the following steps only if the organization has multiple EINs.

    Repeat all of the following steps to map each EIN in the business structure to the corresponding EIN in HCM.

    1. Do one of the following:
      • Click Tap Create .
      • Select a Location-to-EIN mapping. Click Tap Edit .
      • Select a mapping. Click Tap Delete . Click Tap Yes to confirm.
    2. Select the Location.
    3. Enter the EIN exactly as defined in HCM. This field is case-sensitive.
    4. Click Tap Save.
    5. If employees work in multiple EINs, define whether to pay from the primary EIN or the EIN in which they worked.

      Note: This option corresponds to the _DeterminePayrollBatchEIN process property.

      In EIN for Payroll, select one of the following:

      • Primary Job (default)

      • Worked Job

        Caution: If you select Worked Job, and an employee works in an EIN but does not have an associated EIN record, the time card data is not exported. An error message is not displayed.

    6. In Aggregation, select whether to pass daily totals or pay period totals from the time sheets to the payroll system.

      Note: This option replaces the DailyRecords process property.

      Select one of the following:

      • Day (default and recommended): Aggregate exported records daily.
      • Pay Period: Aggregate exported records by pay period.

        Caution: If pay period totals are used, HCM lookback overtime does not work.

    7. Repeat for the next mapping.
  6. Pay Rate
    1. Select Pass Pay Rate to pass the base wage rate to the payroll system.
    2. In Decimal Rounding Rounding is a way to simplify payroll accounting and reporting, and to enforce shift start and end times. Punch rounds divide hours into equal segments of an hour., select the number of decimal places to use for calculations:
      • 5 = Default and recommended

        Caution: If you select other values, the system recalculates earnings amounts based on EIN and pay period profile. As a result, totals can differ from calculations based on the default number of 5 decimal places.

        Caution: The default rounding is 5 decimal places on both systems, so if you change this value, the rounding of pay rates differs on each system, and calculations can be less accurate. Example: The source system uses 5 decimal places and calculates $32.46228 x 80 = $2596.98. The destination uses 3 decimal places and calculates $32.462 x 80 = $2596.96. The difference is $0.02.

        Note: After payroll exports, the pay statement can show multiple lines for the same pay rate. This happens when multiple, unique rates round to the same value. Example: 20 hours at $20.00001 and 60 hours at $20.00000 are exported to payroll, and the pay statement shows two rows at $20.00. If you need the pay statement to combine such hours in one row, change Decimal Rounding to a smaller value. Example: If the rounding is 4, the pay rate is exported as $20.0000 for all 80 hours, and the pay statement shows one row. However if rounding is less than 5 decimal places, calculations can become misaligned between the systems as described above.

      • 4
      • 3
      • 2
    3. (Optional) Pass Pay Rate Overrides

      To set different values for pass pay rate and decimal rounding for different combinations of EIN and pay period, configure pay-rate overrides as follows:

      Caution: Pass Pay Rate must be selected.

      • Do one of the following:

        Click Tap Create .

        Select an EIN. Click Tap Edit .

        Select an EIN. Click Tap Delete . Click Tap Yes to confirm.

      • Enter the exact EIN. This field is case-sensitive.
      • Enter the exact name of the Pay Period Profile. This field is case-sensitive.
      • In Pass Pay Rate, select Yes or No.
      • Decimal Rounding shows the number of decimal places that is defined by the EIN and pay period profile. You cannot edit this value here.
      • Click Tap Save.
    4. (Optional) Pass Pay Rate Exclusions

      To select paycodes A category of time or money that employees earn, for example, Regular Hours, Bonus, or Sick. that do not pass pay rates. These paycodes use the pay rate in HCM.

      Caution: Pass Pay Rate must be selected.

      • Do one of the following:

        Select a paycode. Click Tap Edit .

        Select a paycode. Click Tap Delete . Click Tap Yes to confirm.

      • Enter the exact name of the Paycode. This field is case-sensitive.
      • Click Tap Save.
  7. (Optional) Historical corrections Edits that occur after timecards are approved and signed-off.

    To pass the wage paycode A type of money paycode that converts historical correction hours into a wage amount that goes to payroll. rather than the actual paycode for historical corrections, select Pass Historical Correction Wage Paycode.

    Default = not selected.

    Note:

    If Pass Historical Correction Wage Paycode is selected and:

    • If an employee is assigned to a pay rule that is configured to use a wage paycode for historical corrections, the wage paycode is passed to payroll.
    • If the employee is assigned a pay rule that is not configured to use a wage paycode for historical corrections, the original actual paycode is passed to payroll.

      • To configure wage paycodes for historical corrections, see the Pay Rules topic.

  8. Click Tap Save.
  9. Also, see Configure Payroll to Paycode Mappings.

UKG Pro Payroll Configuration

For users with access to the UKG Pro Integration:

  1. Select Main Menu  > Administration > Application Setup > Integrations Setup > Payroll Setup > HCM Payroll Configuration.
  2. Select UKG Pro Payroll Configuration. Click Tap Edit .

    Caution: The changes will be saved to all installations of the current mapping.

    Note: You cannot edit the name of the UKG Pro Payroll Configuration.

  3. (Optional) Use the Money Pay Code for Retro wage change drop down to select a money pay code to use for retroactive wage changes. This selection be used when there is a retroactive wage rate present while processing payroll for an employee.

    For pay periods with retro wage changes and a change in hours:

    • The changed hours will be posted in Pro as Historical Corrections using the 'Hours' pay code.

    • The dollar amount for the retro wage rate change will be posted against the earning code configured in Money Pay Code for Retro wage change field.

    For retro wage changes without a change in hours:

    • The dollar amount will be posted to Pro using the 'Money' pay code.

    Note: The Global Value system setting global.corrections.defaultwagepaycode must be disabled to use the Money Pay Code for Retro wage change option. If configured, the global.corrections.defaultwagepaycode setting will override the Money Pay Code for Retro wage change configuration.

  4. Pay Rate
    1. (Optional) Pass Pay Rate Overrides

      To set different pay rule and pass pay rate values for a component company, configure pay-rate overrides as follows:

      • Do one of the following:

        Click Tap Create .

        Select a component company. Click Tap Edit .

        Select a component company. Click Tap Delete . Click Tap Yes to confirm.

      • Enter the Component Company Name.
      • Enter the exact name of the Pay Rule. This field is case-sensitive.
      • In Pass Pay Rate, select Yes or No.
      • Click Tap Save.
    2. (Optional) Pass Pay Rate Exclusions

      To select paycodes for which the pay rate will be included or excluded, contrary to the value of the Pass Pay Rate process property.

      • Do one of the following:

        Select a paycode. Click Tap Edit .

        Select a paycode. Click Tap Delete . Click Tap Yes to confirm.

      • Enter the exact name of the Paycode. This field is case-sensitive.
      • Click Tap Save.
  5. (Optional) Business Structure and Labor Category values exclusionList of Location Types and Labor Categories whose values will not be processed with time records in Payroll.

      • Do one of the following:

        Click Tap Create .

        Select a Business Structure. Click Tap Edit .

        Select a Business Structure. Click Tap Delete . Click Tap Yes to confirm.

      • Select a Business Structure and Labor Category.

      • Click Tap Save.