Use this function to define pay extraction periods.

An extraction period is defined for a pay year, a tax year, a company, a site or a legislation if necessary, and by a frequency. A pay frequency is the interval the employees are paid, e.g. monthly, fortnightly, weekly, etc. The pay frequencies currently available are ‘Monthly’ and ‘Weekly’.

Pay periods are used for payslip calculation.

Each employee’s contract is linked to an extraction period: the frequency is defined on the contract (Contract section, Characteristics block, Frequency field). An employee can only be linked to one pay frequency at any given time. If an employee needs to change pay frequency during the year, the chrono-contract has to be ended and a new contract has to be created.

Prerequisites

SEEREFERTTO Refer to documentation Implementation

Screen management

1. Enter the data on the header (record code, year, frequency, and so on).

2. Enter the data on the first line of the table.

3. Click the Generate pay periods action.

The pay periods for the year are calculated and displayed in the table, according to the frequency you selected. You cannot add more lines.

  • If the frequency is ‘Monthly’, 12 lines (i.e. 12 pay periods for the year) are generated in the table.
  • If the frequency is ‘Weekly’, 52 or 53 lines (i.e. 52 or 53 pay periods for the year) are generated in the table.

Header

Code (field PERCOD)

Define a code and a title for the record.

Define a short title if you want.
Short title (field SHO)
Description (field DES)
Site (field FCY)

You can enter a site: the extraction period applies to this site.

If you do not specify any site or any company, the extraction period applies to all sites for all companies.

If you enter a site, the company and the legislation default.
Company (field CPY)

You can enter a company, without entering a site: the extraction period applies to all the sites of the company.

If you do not specify any site or any company, the extraction period applies to all sites for all companies.

If a company is defined, the legislation defaults from it.
Legislation (field LEG)

The legislation defaults automatically from the company. If you do not specify any site or any company, enter the legislation manually.
Year (field PERYEA)

Enter the pay year which the extraction period is defined for.

For example, if the pay year is from 07/01/2017 (01 July 2017) to 06/30/18 (30 June 2018), enter 2017. For the next pay year, you will have to create a new record and the year will be 2018.
Active flag (field FLGENA)

Select this checkbox to make the record active. Only one extraction period with the same code can be active at a time.
Frequency (field PAYFRQ)

Select the pay frequency you want. The possible values are the following:

Weekly

Corresponds to 52 or 53 pay periods.

Monthly

Corresponds to 12 pay periods.

Fortnightly

Corresponds to 26 or 27 pay periods.

Once the record is saved, you cannot modify the frequency.

 Pay frequencies are managed in local menu 10998 – Pay frequencies
First day of the week (field FIRDAY)

This field defaults to the day set in the FIRDAY-First day of the week parameter value (TPS chapter, MIS group).

The date in the Time start column in the Dates table is set automatically based on this value.

You cannot update this field, but you can manually change the date in the Time start column. In which case, the First day of the week field automatically changes to the weekday of the date entered in the Time start column.

Example:

First day the of the week (field FIRDAY) = Wednesday

Time start column (field STR1) = 02/22/2017

You set this date to 02/21/2017.

The day in the First day the of the week field is automatically set to 'Tuesday'.
Year start date (field CYCSTRDAT)

Enter the tax year start date (the accounting period does not necessarily coincide with the calendar year).

You can only update this date in the first generated pay period, and providing that there are no pay runs that have been created. If you update this date, the pay periods must then be re-generated (use the Generate pay periods action) to apply the changes.

For the ZAF legislation only: the year start date may not be less than Year start date – 14 days.

The maximum only applies once the company has rolled into a new tax year, then the year start date may not be more than Year start date + 14 days.

 
Year end date (field CYCENDDAT)

The field initially displays no value. Once the periods have been generated, the end date of the last period of the current year is displayed. You cannot modify it.

For the ZAF legislation only:

  • Year end date – 14 days may only be checked once the periods have been generated
  • Year end date + 14 days may only be checked once the periods have been generated

 

Entry screen

Grid Dates

Pay date (field PYRDAT)

The pay dates are calculated according to the frequency.

Example:

If the year start date is 03/01/2016 (01 March 2016) and if the frequency is ‘Weekly’, the pay dates are:

1. 03/07/16

2. 03/14/16

3. 03/21/16

and so on
Input (field STA)

Time entry can be prohibited for certain periods: in which case, select ‘No’.
Time start (field STR1)

The time start and time end dates are the first day and last day of the time entry.

The period between the time start and end dates has to be full weeks. A month can be made up of four or five weeks.

Example for a monthly frequency with Monday as the first day of the week:

The time start date will be the Monday of the first week of the month, the time end date will be the Sunday of the

last week of the month (4th or 5th week). So, for January 2018 the default time start date would be 01/01/18

(01 January 2018) and the default time end date would be 04/02/18 (04 February 2018). It means employees can

enter time (leave, and so on) for this period.


 The time start date is set automatically based on the first day of the week set in the First day of the week field

(FIRDAY) on the home section.

If you manually change the time start date on the first line:

- The day in the First day of the week field is automatically updated to the corresponding day.

- All the dates in the Time start



Time end (field END1)
No. of weeks (field NBSEM)

Number of weeks in the month. A month can be made up of four or five weeks, depending on the dates entered in the Time start and Time end columns.

This column displays only if the frequency is ‘Monthly’.
Period start (field STR2)

The period start and period end dates are the first and last day of the pay period.

For example, is the frequency is ‘Monthly’, the period start date is the first day of the month (01 January 2018) and the period end date is the last day of the month (31 January 2018).

Period start and end dates are used to generate payslips.
Period end (field END2)
Tax month (field TAXMON)

Month number of the tax year.

For example, if the frequency is ‘Weekly’:

  • The tax month for the first four or five lines (that is to say four or five weeks on the month) is ‘1’ (first month of the tax year)
  • •The tax month for the following four or five lines is ‘2’ (second month of the tax year), and so on

The first month of the tax year depends on the legislation. For example, for ZAF legislation:

  • March (01 March to 31 March) will be regarded as tax month 1
  • February (01 February to 28/29 February) will be regarded as tax month 12, and so on

This information is particularly useful for some countries. For example, in South-Africa, it is used for monthly legislation reporting.
Period in month (field PERMON1)

This column displays only if the frequency is ‘Weekly’.

Period of the month over the total number of periods in the month. For example:

  • The period in month for the first four lines (corresponding to the first month, providing it has 4 weeks) are respectively 1/4, 2/4, 3/4 and 4/4
  • The period in month for the next four lines (corresponding to the second month, providing it has 4 weeks) are respectively 1/4, 2/4, 3/4 and 4/4
Adjustment start (field STR3)

The adjustment start and adjustment end dates are the first and last day of the adjustment period.

The adjustments entered during this period are included in the payroll corresponding to the line.

Example:

  • Pay date = 01/28/18 (28 January 2018)
  • Frequency = Monthly
  • Adjustment start and end dates = 12/01/17 (01 December 2017) and 12/31/2017 (31 December 2017): it means that employees are allowed to enter time up to one month before the current month (i.e. for December) and all changes entered for this period of time will be taken into account in January payroll.

Or

  • Adjustment start and end dates = 10/01/17 (01 October 2017) and 12/31/2017 (31 December 2017): it means that employees are allowed to enter time up to three months before the current month (i.e. for October, November and December) and all changes entered for this period of time will be taken into account in January payroll.
Adjustment end (field END3)
Calendar start (field STR4)

The Calendar start and Calendar end fields are only available for French and Portuguese legislations.

These dates are used to print the detail of the time entry (leave days) on the payslip.

For example, if the calendar start and end dates are 11/27/2017 (27 November 2017) and 12/31/17 (31 December 2017), the December payslips will display a calendar from and to these dates, containing the leave detail day by day for this period.
Calendar end (field END4)

Reports

Specific actions

Generate pay periods

Complete the information on the header and the first line of the Dates table. Then click this action to trigger the calculation of the remaining pay periods. They are displayed in the Dates table.

Error messages

In addition to the generic error messages, the following messages can appear during the entry :

The year must be

The pay date must be included in the year.

Maximum of 6 weeks

The payroll must not extract times on a period exceeding six weeks.

This date must be included in range 

The monthly period must be included in the time period.

Tables used

SEEREFERTTO Refer to documentation Implementation