Payroll One-time Deduction
This file has two purposes in the Payroll system. PR140 (Earnings and
Deductions Calculation) uses this file to create arrears deductions when the
system cannot take an employee deduction in a payroll cycle. Secondly, you can
create Payroll One-time Deduction file records in PR39.1 (One Time Deduction).
If an Employee Deduction file record does not exist when you add a one-time
deduction, PR39.1 (One Time Deduction) creates one. One-time deductions follow
a status flow similar to time records (see the Status field in the Payroll
One-time Deduction file). After PR140 (Earnings and Deductions Calculation)
takes a Payroll One-time Deduction file record, PR199 (Payroll Close) deletes
the deduction.
UPDATED BY
| FIELD NAME | DESCRIPTION/VALID VALUES | UPDATED BY | ||||||||||||||||||
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| OTD-COMPANY Element: Company Hr | Numeric 4 |
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| OTD-EMPLOYEE Element: Employee | Numeric 9 Valid in the Employee file. |
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| OTD-DED-CODE Element: Ded Code | Alpha 4 Valid in the Deduction file. |
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| OTD-EDM-SEQ-NBR Element: Edm Seq Nbr | Numeric 4 Contains an automatically assigned number to keep records unique. |
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| OTD-SEQ-NBR Element: Seq Nbr | Numeric 4 Contains the one-time deduction sequence number. The value in this field is automatically sequenced based on the value in the Last Deduction Sequence Nbr field in the Employee file. |
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| OTD-PROCESS-LEVEL Element: Process Lev Hr | Alpha 5 Contains the employee's process level. The value in this field defaults from the Process Level field in the Employee file. When you update processed one-time deductions the system uses the value in this field to set the PR140 (Earnings and Deductions Calculation) run flag to spaces for this process level. When you run PR199 (Payroll Close) by process level, the system uses the value in this field to determine if the one-time deduction should be updated during the run. |
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| OTD-DED-AMT Element: Ded Amt | Signed 13.2 Contains the deduction amount entered in PR39.1 (One Time Deduction) or calculated by PR140 (Earnings and Deductions Calculation). |
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| OTD-EFFECT-DATE Element: Effect Date | Numeric 8 (yyyymmdd) Contains the effective date of the one-time deduction. For the system to take the deduction, the value in this field must be equal or less than the payment date entered in PR140 (Earnings and Deductions Calculation). |
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| OTD-DED-TYPE Element: Ded Type | Alpha 1 Contains the deduction type. System created arrears deductions G (Garnishment) and W (Withholding) cannot be maintained by PR39.1 (One Time Deduction). PR999 (Payroll Year End Close) deletes system- created Withholding type records. G = Garnishment T = Tax |
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| OTD-DED-PRIORITY Element: Ded Priority | Numeric 1 Contains the deduction priority. The value in the Ded Priority field in the Deduction file defaults to this file for arrears deductions and one-time deductions that have not been overridden in PR39.1 (One Time Deduction). The system uses the value in this field to determine the order in which one-time deductions are taken. |
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| OTD-RECORD-TYPE Element: Record Type | Alpha 1 Contains the record type created by PR140 (Earnings and Deductions Calculation). PR140 changes type S (System) records to T (Taken) if the deduction is created and taken by PR140 in the same run. PR199 (Payroll Close) sets system created records to A (Arrears). A = Payment Arrears S = System Temporary T = Temp Taken N = No Payment Arrears M = Manual Selected Blank X = Manual Selected Arrears Z = Manual Selected No Pmt Arrears " " = User Entered (Blank) |
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| OTD-STATUS Element: Status | Numeric 1 Contains the status of the one-time deduction. A Future status record cannot be taken by PR140 (Earnings and Deductions Calculation) until it is changed to Current status by PR38.1 (Time Card Selection). A Current status record is taken in the next PR140 run. If a Processed record is changed, the run flag is set to spaces and the employee's time records are set to Error status. This forces you to rerun PR140. 1 = Future 2 = Current 4 = Processed |
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| OTD-CHECK-GRP Element: Check Grp | Alpha 1 Contains the check group with which the deduction is associated. PR140 (Earnings and Deductions Calculation) uses the value in this field to determine if the one-time deduction is included in the group. |
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| OTD-CHECK-DESC Element: Check Desc | Alpha 8 (Lower Case) Contains the payment description defined in PR39.1 (One Time Deduction) that overrides the payment description defined for the deduction. For one-time arrears and one-time deductions with no override payment description, the system uses the description in the Payment Description field in the Deduction file. |
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| OTD-CURRENCY-CODE Element: Currency Code | Alpha 5 This field contains the company base currency code established in Company (GL10.1 ). |
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| OTD-CURR-ND Element: Acct Nd | Numeric 1 The number of decimals assigned to a particular account as determined by the account currency. |
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| OTD-BEN-PLAN-TYPE Element: Ben Plan Type | Alpha 2 |
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| OTD-BEN-PLAN-CODE Element: Ben Plan Code | Alpha 4 |
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| OTD-BEN-START-DATE Element: Ben Start Date | Numeric 8 (yyyymmdd) |
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| OTD-CHECK-ID Element: Check Id | Numeric 12 Contains the payment identification number (unique payment identifier used in tracking payment information). |
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| OTD-CREATE-DATE Element: Date Stamp | Numeric 8 (yyyymmdd) This field contains the server date (month, date, and year) of the last change to this record. |
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| OTD-CREATE-TIME Element: Time Stamp | Numeric 6 (hhmmss) Contains the server time (hour, minute, and second) when the record was last changed. |
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| OTD-CREATE-USER-ID Element: User Id | Alpha 10 (Lower Case) Contains the user ID of the person who last changed this record. |
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| OTD-DATE-STAMP Element: Date Stamp | Numeric 8 (yyyymmdd) This field contains the server date (month, date, and year) of the last change to this record. |
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| OTD-TIME-STAMP Element: Time Stamp | Numeric 6 (hhmmss) Contains the server time (hour, minute, and second) when the record was last changed. |
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| OTD-USER-ID Element: User Id | Alpha 10 (Lower Case) Contains the user ID of the person who last changed this record. |
| NAME | KEY FIELDS | DESCRIPTION / SUBSET CONDITION | USED IN | ||||||||||||||||||||
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| OTDSET1 |
COMPANY EMPLOYEE DED-CODE EDM-SEQ-NBR SEQ-NBR |
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| OTDSET2 |
COMPANY EMPLOYEE EFFECT-DATE DED-CODE EDM-SEQ-NBR SEQ-NBR |
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| OTDSET3 |
COMPANY EMPLOYEE EFFECT-DATE DED-PRIORITY DED-CODE EDM-SEQ-NBR SEQ-NBR |
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| OTDSET4 |
COMPANY PROCESS-LEVEL EMPLOYEE DED-CODE EDM-SEQ-NBR SEQ-NBR |
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| RELATION NAME |
RELATED FILE | INTEGRITY RULES / FIELD MATCH | ||||||||||||
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| Company | PRSYSTEM |
Required
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| Deduction Code | DEDCODE |
Required
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| Employee | EMPLOYEE |
Required
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| Process Level | PRSYSTEM |
Required
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