Delve deep at Payroll processing for “Leave of Absence” employees – PeopleSoft PUM Image 33 Feature

Payroll processing for “Leave of absence” employees has been a long time debate. Many Payroll users needed this feature at a certain point in time. Multiple workarounds were done to accomplish this resulting in a huge load of manual tasks and calculation for Payroll administrators.

Now in PUM Image 33, Peoplesoft has released the payee selection criteria where we can Identify the employees based on payroll status defined by the users.

Functionality of the process before this feature:

The Global Payroll Absence Management identify process will only identify those with the following EMPL_STATUS:

A = Active

P = Leave with Pay

Q = Retired with Pay

U = Terminated with Pay

An employee in any other status will not be identified. The workaround for this is to include LOA/non-active employees on a list within the payroll calendar. A separate calendar is required for this list of employees, especially if you intend to pay all employees. Creating a list will pay only those employees whom we have included.

This can be achieved via –

Navigation: Global Payroll & Absence Mgmt Absence and Payroll Processing Define Calendars Calendars

In Definition Tab, Payee Selection area, choose the radio button ‘Listed Payees Only’ and include the LOA/non-active employees on this list.

Image 1: Define Calendars Calendars

Many administrators will create a separate PayGroup for LOA employees, such as non-paid retirees. Users are not aware of the fact that the employee must have at least one active row in the job data and pay group. If there is not, even the inclusion on a process list, or the calendar setting of “Active plus employees with retroactive changes” will not force the employee into the calculation. Thus they need to be knowing of the chain of events when modifying job data. The employee should be moved to the new pay group while still in the active status, then inactivate the row in the old pay group and add an effective sequence row to the record reflecting the new pay group and inactivate the employee.

Global Payroll is designed to not include any inactive employees, thus there will be no considerations to modify that program for the Absence portion. If customers wish, they can modify the delivered process and DMS to include/exclude whichever statuses they choose. To note, any such changes would be considered customization and not supported by Oracle Support.

Why this feature in PUM33 important?

Peoplesoft has delivered this feature to address all the above issues. Payee selection criteria have been introduced now. By creating a new payee selection criteria and adding it to the job data, all the issues can be resolved. Below are the steps to create a payee selection criteria.

Navigation: Setup HCM Product Related Global Payroll & Absence Management Framework Processing Processing Payee Selection.

  • Create a new Payee Selection by clicking on Add new value. Select Leave of Absence from the payroll Status.
  • Select the Absence Management and Global Payroll Checkbox as per your requirement.
  • Make sure the Payee Selection Criteria status is Active.

Image 2: Framework Processing Processing Payee Selection.

  • Navigate to the Pay group page to link the selection criteria.
  • Add a new row for the Pay group with the desired effective date.
  • In the Payee Selection ID field, Select the LOA Payee Selection.

Image 3: Pay Group

  • If we want to apply these changes to an existing calendar in which the payee has been identified and in the calculate/recalculate stage – Cancel the calendar in which the Pay group has been tagged and run the identify step again.

This Update puts an end to the discussion in various forums about Leave of Absence in Peoplesoft. Not only LOA but other Employee Status identification can also be identified through this Payee Selection Criteria.

– Author
Akshay Vimal
PeopleSoft Techno-Functional Consultant