## Setting Up Interim Payments

This chapter provides an overview of the interim payment setup process and discusses how to:

- Set up the Interims Workbench.

- Set up reports for an interim ID.

### Understanding Interim Payment Setup

To ensure that interim payments are processed according to the policies of the organization, you must set up certain items within the Interims Workbench program before you enter and process interims. You can set up date information for each pay cycle in which you want to process interim payments when you create an interim ID. Additionally, you can specify the reports that you want to print during each step of the interim payment process.

### Setting Up the Interims Workbench

This section provides an overview of the Interims Workbench and discusses how to:

- Set processing options for the Interims Workbench program (P07210I).

- Create an interim payroll ID.

- Roll pay period dates forward for an interim ID.

#### Understanding the Interims Workbench

You use the Interims Workbench program (P07210I) to create interim payroll IDs, then enter and process interim payments for employees in the organization. Interim payments are grouped together using interim payroll IDs. Before you enter and process interims, you must set up the Interims Workbench so that the payments that are created are accurate.

Creating an Interim Payroll ID

Before you can enter interim payments, you must create an interim payroll ID that defines header information for the interim payments. Header information includes the associated pay cycle code, country code, date information, and the number of the bank account from which the interim payments will be paid. The system uses this information to create the interim payments that are associated with the interim ID.

The interim payroll ID is a temporary holding area for interim payments that you have not yet processed in a payroll cycle. You do not enter pre-payroll information for an interim payroll ID, nor do you process the Interim ID through a payroll cycle. Instead, you include the interim payments that you enter through the Interim Payment Workbench with payments in a regular payroll ID. To do this, you must select the Merge Interims or Interim Only option within the payroll ID when you process the regular payroll.

Note. If you are using the Time Entry Interim Generator, you must set up at least one default interim ID. If you do not set up the appropriate default interim IDs, the Time Entry Interim Generator will not function properly. You can set up one default interim ID for each Pay Cycle and Country Code combination that the organization uses. You must also enter a Pay Cycle and Country Code in the Time Entry MBF Processing Options (P050002A) to use the Time Entry Interim Generator. The system uses the default interim ID that is associated with the information in those processing options to create interim records using the Time Entry Interim Generator.

When you create the interim ID, you can determine the method that the system uses to derive payment dates for interim payments that are entered using that ID. The system can derive the date using Master Pay Cycle, or the system can override the Master Pay Cycle dates by using an offset date.

See Creating Interims with the Time Entry Interim Generator.

See Setting Time Entry Processing Options.

Master Pay Cycle Dates

If you use the dates from Master Pay Cycle, the system automatically populates the date information for the interim ID with the dates from the Master Pay Cycle. These dates are then used when creating interim payments within the interim ID. When you use Master Pay Cycle dates, you must ensure that those dates are updated to reflect the correct pay cycle. You can assign current pay cycle dates using the Roll Dates function from the Interim Payment Workbench, or you can allow the system to automatically roll the pay cycle dates forward when you process the regular payroll cycle. You must set up the processing options for the Payroll Cycle Workbench program (P07210) if you want the system to automatically roll the pay cycle dates during payroll processing.

If you specify that the system automatically rolls the pay cycle dates for the interim IDs forward, you must consider these system features:

- The system rolls dates forward for all interim IDs that have the same pay frequency as the payroll ID that is processed and that have a payment date that is less than or equal to the payment date of the payroll ID.

  For example, if you are processing a weekly payroll cycle, the system automatically rolls the dates forward for all interim IDs that are set up using a weekly Master Pay Cycle.

- The system changes the dates of all interim IDs that are rolled to match the dates that are used for the payroll ID.

  This example illustrates how the dates for interim IDs are changed when using this feature:

  - A semi-monthly interim ID is currently set up with work dates from January 1, 2007 through January 15, 2007.

  - The semi-monthly payroll that you are processing is set up to process work dates from January 16, 2007 through January 31, 2007.

    During the final update step of the payroll cycle, the system rolls the dates forward for the payroll ID and for all valid interim IDs, using the dates from the next Master Pay Cycle record associated with the payroll ID. Therefore, the work dates for the payroll ID and for all interim IDs for which the system rolls dates forward would be February 1, 2007 through February 15, 2007. Therefore, you should use this option only if you always want pay cycle dates for interim IDs and payroll IDs to match.

- The system attaches the user ID of the person that processes the payroll ID to all interim IDs that are rolled.

  Therefore, when you search on interim IDs using the Interim Payment Workbench, you must either enter the user ID of the person that processed payroll or leave the User ID field blank to locate interim IDs.

- The system only rolls interim ID dates during payroll processing if the Interim Only or Merge Interims options are selected for the payroll ID.

  If you process payroll and do not include interim payments, the system does not roll the dates forward for any interim IDs.

Offset Dates

If you choose to override the Master Pay Cycle dates, you must enter an offset number in the Payment Date Offset field. You can enter 0 in this field if you want to use the system date. The system adds the number in this field to the system date to determine the payment date. In addition, you must set the company options for Company 0 (zero) to enable the system to derive payment dates using the offset method. If you use the offset method, the Payment Date and Auto Deposit Date fields are disabled. Also, if you use the offset method, you need not roll dates forward for the interim ID.

See Setting Up Company Options.

#### Forms Used to Set Up the Interims Workbench

Form Name | FormID | Navigation | Usage
Work With Interims Workbench | W07210IA | Payroll Workbench (G07BUSP11), Interim Payment Workbench | Review existing interim payroll IDs, or access revision forms.
Interim Header Entry | W07280A | Click the Add button on the Work With Interims Workbench form. | Create a new interim payroll ID.
Pay Period Constants Revisions | W059061B | On the Interim Header Entry form, select Master Pay Cycle from the Form menu. | Attach a master pay cycle to an interim payroll ID.
Roll Forward Interim ID Dates | W07210IG | On the Work With Interims Workbench form, select one or more records and select Roll Dates from the Row menu. | Roll dates forward for an interim payroll ID.
Reports Setup | W072401B | On the Work With Interims Workbench form, select a record and from the Row menu select Reports, and then Setup Reports. | Set up reports for an interim payroll ID.

#### Setting Processing Options for the Interims Workbench program (P07210I)

Set these processing options before you work with interim payments.

Defaults

Use these processing options to specify the default information that is used to create interim payments.

1. Pay Advances PDBA Code | Specify the PDBA code that the system uses to create deductions when an advance interim payment is created. The PDBA that you enter must have a Y in the Declining Balance field in order for advances to calculate correctly. If you leave this option blank, the system uses PDBA code 9000.
2. Gross Up Pay Type | Specify the default pay type that the system uses when calculating interim payments for gross up calculations. If you leave this option blank, the system uses Pay Type 1.
3. Reports Setup Model | Specify the report model that the system uses when processing interim payments. Using the report model, you can set up reports to print during each step of the interim payment process. If you leave this option blank, the default is MODEL.

Process

Use these processing options to specify how interim payments are processed and whether the system produces a tax report when the interim payments are processed.

1. Mode | Specify the method that the system uses to calculate interim payments. If you use interactive processing, the system performs all interim payment calculations when you click the OK button during interim payment entry. If you use batch processing, you must complete an additional step to enable the system to perform interim payment calculations for all payments that are included in a specified interim ID. If you enter a large number of interim payments, you might want to use the batch method, because it might shorten processing time. Values are: Blank: Interactive processing. 1: Batch processing.
2. Print Before/After Tax Report | Specify whether the system prints the Vertex Before/After Tax report for each interim payment, or batch of interim payments, that is processed. Values are: Blank: Do not print. 1: Print.
3. Reset Calculations | Specify how you want the Reset Calculations to work. If you want the Reset Calculations to reset all interim payments regardless if they have been printed or not, leave this option blank. If you want only the interim payments that have not been printed to be reset, enter a 1 in this option. If you choose to only reset payments where no checks have been printed, you can reset the checks first and then perform the Reset Calculations. Values are: Blank: Reset all payments. 1: Reset only payments with no checks printed.

Versions

Use these processing options to indicate the versions that are used during interim payment processing.

1. Time Entry Version (P050002A) | Specify the version of the Time Entry Master Business Function (P050002A) that the system uses when an interim payment is added. If you leave this option blank, the system uses version ZJDE0001.

#### Creating an Interim Payroll ID

Access the Interim Header Entry form.

Country Code | Enter the user-defined code (UDC) list 00/CN that indicates the country in which the employee resides.
Bank Account Number | Enter the number of the bank account (general ledger account) to be updated automatically when receipts or disbursements are entered. The bank account number is assumed to be the same for every document in a batch. Therefore, it is not cleared from entry to entry. However, if you leave the bank account number blank, the system retrieves a default bank account number from the Automatic Accounting Instructions file (F0012), item number RB for Accounts Receivable and PB for Accounts Payable.
DBA Bypass Flag (deduction, benefit, and accrual bypass flag) | Enter the code that specifies whether the system processes a DBA during the interim payroll cycle. You can enter this code in any of these places: When you set up the DBA, to specify whether the system processes it with interim payments. During pre-payroll processing, to specify whether the system processes the DBA in the current payroll cycle. When you enter an interim payment, to specify that the system does not calculate DBAs for the interim payment.
W (weekly) | Enter the number of the pay period, within the month, for employees who are paid weekly. This field is used in conjunction with the Pay Period to Calculate field on the DBA Setup form to determine which deductions, benefits, and accruals the system will calculate during the current payroll cycle.
B (biweekly) | Enter the number of the pay period, within the month, for employees who are paid biweekly. The system uses this value and the Pay Period to Calculate, from the DBA Setup form, to determine which deductions, benefits, and accruals to calculate during the current payroll cycle.
S (semimonthly) | Enter the number of the pay period, within the month, for employees paid semimonthly. The system uses this value and the Pay Period to Calculate, from the DBA Setup form, to determine which deductions, benefits, and accruals to calculate for the current payroll processing cycle.
M, O (month, other) | Enter the number of the pay period within the month, for employees who are paid monthly. This field is used in conjunction with the Pay Period to Calculate field on the DBA Setup form to determine which deductions, benefits, and accruals are to be calculated during this payroll cycle.
Use this Interim ID as default | Click to identify an Interim ID as the default. You can set up one default interim ID for each Pay Cycle and Country Code combination that the organization uses. You must set up at least one default Interim ID if you generate interim payments using the Time Entry Interim Generator. Note. For the Time Entry Interim Generator to function properly, you must set up a default interim ID and you must complete the processing options for the Time Entry Master Business Function (P050002A). If the default interim ID and the Master Business Function processing options are set up correctly, the default interim ID is displayed on the time entry form that you use to generate interim payments using the Time Entry Interim Generator.
Payment Date Offset | Enter the number of days added to the system date when the system is set to automatically calculate the payment date. This field is enabled only if you have set the company options to use offset dates.

#### Rolling Pay Period Dates Forward for an Interim ID

Access the Roll Forward Interim ID Dates form.

### Setting Up Reports for an Interim ID

This section provides an overview of interim reports, and discusses how to set up reports for an interim ID.

#### Understanding Interim Reports Setup

When you process interim payments, you can use the Interims Workbench to produce reports about those payments. Most of the reports that are available during a regular payroll cycle can be produced for interim payments using the Interims Workbench.

When you set up reports for an interim ID, you select only the reports that are necessary for the interim payments. It is likely that you will not want to set up all of the reports that you create during regular payroll cycles, as you must process interim payments through a regular payroll cycle in order to update payroll history. However, it is recommended that, at a minimum, you produce the reports that enable you to verify the accuracy of the interim payments before you disburse them to employees.

#### Forms Used to Set Up Reports for an Interim ID

Form Name | FormID | Navigation | Usage
Work With Interims Workbench | W07210IA | Payroll Workbench (G07BUSP11), Interim Payment Workbench | Review existing interim payroll IDs, or access revision forms.
Reports Setup | W072401B | On the Work With Interims Workbench form, select a record and from the Row menu select Reports, and then select Setup Reports. | Set up reports for an interim payroll ID.
Reports Model | W072401A | On the Reports Setup form, select a blank line and then select Reports Model from the Form menu. On the Reports Model form, in the detail area, select each report that you want to process for the interim payroll ID, and click Select. | Select reports to process for an interim payroll ID.

#### Setting Up Reports for an Interim ID

Access the Reports Setup form.

See Setting Up Pay Cycle Reports.