PeopleSoft FP/EP/ODP

PeopleSoft Final Pay/On-Demand Pay/ Emergency

Pay
October 2018

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Agenda
 Introduction
– Final Pay
– On-Demand Pay
– Emergency Pay

 Configuration
– Final Pay State List
– Self Service Configuration
– Information icons
– Strings Table
– Final Pay Checklist
– ODP/EP Checklist

 Final Pay Process

– Final Pay Processing - MSS
– Final Pay Processing - HRSS
– Final Pay Processing - Manual
– Final Pay Processing – Automated
– Final Pay Processing - Steps

 On-Demand Pay/Emergency Pay Processes

– On-Demand Pay Processing
– Emergency Pay Processing

 Important Documents
 Questions
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Introduction
 Final Pay
– Several states have final pay statute requirements for terminated employees and some employers are required to issue an employee's
last paycheck by the next regular payday. 
– Some states require that the employee to be paid at the time of termination, and at the very latest, by the next regularly scheduled
payday.  Some states require that the employer issue the final paycheck immediately upon termination.
– All earned wages must be included in the final paycheck, and must include all time worked. However, depending on the state and
employer, wages could also include unused and accrued vacation time. State statutes vary considerably.
– Some states, such as California, Illinois and Maryland, require employers to pay out accrued, unused vacation time as wages and do
not allow employers to adopt policies restricting such payments.
– Final Pay process will help calculate, as accurately as possible, the amount to pay an employee in states that require immediate
payment.

 On-Demand Pay
– Every week we have employees who were not paid their full paycheck, due to a time clock error, the manager forgot to submit time
and attendance or they employee requested a leave payout code (Absence Management – AM Code) which was not entered into the
database by the store manager.
– By law the Employee Service center has a defined amount of time to generate this transaction and get the monies to the employee.
– The employee service center requests a process that will allow the ESC Processors the ability to turn around a Request for Action
quickly and generate a cash payout at store level along with a zero net check stub to make that employee whole.
– This new process with require all jobs used by Safeway during critical path process be leveraged to calculation this check accurately
and quickly

 Emergency Pay
– Emergency Pay runs the same process as On-Demand Pay, but it has a different initial page and it’s used by the distribution centers.

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Configuration – Final Pay State List
 The values for Final Pay Type (Immediate, Next
Day and Three Days was originally created as a
tool to ensure that we applied the correct priority to
an employees Final pay, based upon termination
date and state payout rule. Now that Final Pay is
fully automated, this value is no longer necessary
because all Final Pays are automatically
processed as soon as possible, 24 hours a day
when possible.
 Any employee working in a state not contained on
this list will receive their Final Payout during the
On-Cycle following their Termination, unless that
employees PayGroup, Facility Type and State are
listed on the FP_OVRD strings table.

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Configuration – Self Service Configuration
 Enable Final Pay button
 Amount Limit
 Cash Pay payout limit
 Call in Pay Min
 Call in Pay Max
 Payment methods - controllable at the
MSS / HRSS and different for Hourly /
Salary
 Configuration items for Division HR
(HRIS has access to this configuration
as well in case of emergency)
– Check Printing emails
– Cash Payout emails
– No Earnings Emails

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Configuration – Self Service Configuration
 Information Button will provide
information for each section

• The 12 information icons on this page will show instructions for that section. The text for these instructions and the title of the section it’s
describing are stored in the message catalog table.

Final Pay Emergency / On-Demand Pay

21000, 128 21000, 129
21000, 126 21000, 127
21000, 136 21000, 137
21000, 130 21000, 133
21000, 131 21000, 134
21000, 132 21000, 135

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Configuration – Strings Table

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Configuration – Strings Table

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Configuration – Strings Table

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Configuration – Strings Table

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Final Pay Processing – Checklist
 Delivered checklist functionality used to create Final Pay Process Steps

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Final Pay Processing – Checklist
 Total 32 check list items are included for Final Pay Process

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On-Demand/Emergency Pay – Checklist
 Delivered checklist functionality used to create On-Demand/Emergency Pay Steps

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On-Demand/Emergency Pay – Checklist
 31 Steps included in On-Demand/Emergency Pay

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Final Pay Processing - MSS
 Select users from list of direct reports
or proxies

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 Final Pay Processing - MSS
 ­WorkBrain employee
– WB users are restricted to a very short list of
earnings codes. Utilizes the FP1 earnings
program, typically 608 - Call in Pay and 836 -
Tips (imputed income)
– Users do not enter AM termination payout
hours. This is automated via the AM process
 ­Non-WorkBrain employee
– Non-WB users must enter all hours into Final
Pay entry page
– Users do not enter AM termination payout
hours. This is automated via the AM process
 ­Salary Employees (Exception Hourly)
– Salary hours estimation page
– If employee has AM hours to request, they
should go through the WB system and the
user should not decrement the employee’s
hours estimation
– If the employee is Non-WB the user can enter
any requested hours, however, the user
should not decrement the employee’s hours
estimation
– Users do not enter AM termination payout
hours. This is automated via the AM process
 ­Payment distribution options
– Cash Pay Out (Retail only) (NorCal example –
NorCal does not allow Retail to do overrides
to Cash)
– Live Check
– Direct Deposit
 ­ ubmitter of the transaction will receive email
S
notification with final pay information
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 Final Pay Processing - HRSS
 ­Same as MSS Final Pay, plus
 There are no restrictions on termination
reasons
 HRSS Email Override – allows the
submitter to restrict all emails to the
submitter of the termination

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 Final Pay Processing - Manual
 Final Pay check list
email

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Final Pay Processing - Manual

 Un-
Processed
Final Pay
Checklist

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Final Pay Processing - Manual

 Complete
Workbrain
 Select Final Pay
Data Entry

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Final Pay Processing - Manual

 Enter Earnings
 Click Process
Final Pay

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Final Pay Processing - Manual

 Processes are
automatically
triggered

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Final Pay Processing - Manual

 Processes are
automatically
triggered

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Final Pay Processing - Manual

 Processes can be
monitored
through Process
Monitor

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Final Pay Processing - Manual

 Final Pay Log file

Final_Pay_7973389.log

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 Final Pay Processing - Automated
 Work Brain automated process
– Final Pay is triggered when workbrain hours for terminated are loaded in TA Earns and one row with erncd ‘ZZZ’
 ­Non-WorkBrain automated processing
– Final Pay is automatically triggered when daemon process triggered
 ­Salary automated processing
– Final Pay is automatically triggered when daemon process triggered
 ­ ll Final Pays processed on Sunday, Monday and Tuesday, basically from the moment On Cycle Work Brain hours are
A
submitted up to the employee’s Final Calculation, will automatically pull in any employee On-Cycle hours and earnings to
ensure that employee Final Payout contains all employee hours
 S_FINAL_PAY is an AppEngine process that will execute all the processes needed to correctly calculate an employee’s
final payment. This is based on checklist items configured in the system.
 S_FNLPY_AUTO is a daemon process that will run every 2 minutes on the PSUNX1 process scheduler looking for
employees that need to be processed through S_FINAL_PAY. It will then schedule the S_FINAL_PAY process for each
employee found. Note: There is a control record called PS_S_FP_EP_CONTROL that the ESC can use to prevent this
process from scheduling any S_FINAL_PAY process. They can control this by Paygroup.
– If the employee was flagged as a non-Workbrain employee, the S_FINAL_PAY will be scheduled immediately
– If the employee was flagged as a Workbrain employee, the S_FINAL_PAY will be scheduled once Workbrain loads
a row to S_TA_EARN_DATA with an ERNCD of ZZZ. This should happen within 30 minutes of the termination
event.

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Final Pay Processing – Steps

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Final Pay Processing – Steps

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Final Pay Processing – Steps

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Final Pay Processing – Steps

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On-Demand Pay Processing
 Create checklist step
 Define Full or Partial pay check processing – controls deduction processing (Subset or no Subset)
 Request Direct Deposit vs. Live Check vs. Cash (new functionality – currently for Shaw’s 033 Retail PG only)
 Processing steps for On-Demand Pay
– Refer to checklist items above for On-Demand Pay calculation
– TA/Relief/SLIM processing and error resolution
– AM Processing and payout (only initiated if user submits AM earnings in OnDemand process)
– Negative AM hours hold for review
– Pay Calculation and error resolution – same as Final pay
– Hold process, review and restart processing – similar to Final Pay
• Refer to handout for the current hold reasons
• How to review employee log file for hold reasons – same as Final Pay
 Payment Delivery – Check / Direct Deposit / Cash Pay (new functionality – currently for Shaw’s 033 Retail PG only)
– Emails for Check or Direct deposit (PS email)
– Emails for No Earnings (PS email)
• Correction to program to reduce print job abends
– Emails for Cash Payout (Service Now – SNOW) – cases are closed automatically by the system (new functionality
– development in progress).

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On-Demand Pay Processing
 Create checklist step

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On-Demand Pay Processing
 Complete Workbrain step click on Emergency Pay Data Entry

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On-Demand Pay Processing
 Enter Earnings data and click Process Pay

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On-Demand Pay Processing
 Enter Earnings data and click Process Pay

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On-Demand Pay Processing

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On-Demand Pay Processing - Hold

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Emergency Pay Processing
 Pilot program currently only in three Warehouse locations (at this time there are no plans to roll out to additional locations)
– Tracy Warehouse
– Gresham
– Salt Lake
 HR WorkCenter Emergency Pay Request Page
– Enter Reason for Emergency Pay (SOX Compliance)
– Enter Comments (SOX Compliance)
– System automatically creates checklist for Emergency Pay users
– Define Full or Partial pay check processing – controls deduction processing (Subset or no Subset)
– Request Direct Deposit vs. Live Check (all 3 DCs have printers on-site – currently majority Live Checks)
 Processing Steps for Emergency Pay
– Same as On-Demand Pay with exception of
– Hold process, review and restart processing – similar to On-Demand Pay
• Refer to handout for the current hold reasons – currently only one Garnishments
• How to review employee log file for hold reasons – same as On-Demand Pay
 Payment Delivery – Check / Direct Deposit
– Emails for Check or Direct deposit
– Emails for No Earnings
• Correction to program to reduce print job abends

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Important Documents

FP/ODP/EP Config Doc

FP OP EP Config
Doc

https://project.safeway.com/PWA/17141%20%20HR%20Stabilization%20and%20I
Final Pay Documents mprovement/Working%20Documents/1.%20Analysis%20and%20Design/Final%20
Pay%20Processing

https://project.safeway.com/PWA/17141%20%20HR%20Stabilization%20and%2
ODP/EP Documents 0Improvement/Working%20Documents/1.%20Analysis%20and%20Design/Emer
gency%20Pay%20Processing

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Questions

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