## Working with Rollovers

This chapter provides an overview of rollovers and discusses how to:

- Process rollovers.

- Work with leave balance records.

### Understanding Rollovers

You use rollover programs to carry balances forward at the end of the year for pay types, deductions, benefits, and accruals (PDBAs) and to create the beginning balances for the next year. You need to carry these balances forward to correctly process payroll cycles in the new year.

For PDBAs with ending balances that do not need to be calculated, the system rolls over the accumulated total to the new year. No special DBA setup is necessary. For benefits and accruals with balances that must first be calculated, you must set up rollover information for the DBA. For example, you might need to subtract vacation taken from vacation available before the balance can be rolled over. You must also set up rollover information for all DBAs whose balances must be rolled over at a time other than the end of the calendar year.

This table describes the types of years that you can specify for rollovers:

Year | Description
Standard year | The calendar year, January through December
Fiscal year | The organization's fiscal year
Anniversary year | Employee anniversary dates, such as birth date or hire date, in which the rollover date (year-end date) varies for each employee
User defined year | A user-defined date

This table describes the two types of rollover programs that the JD Edwards EnterpriseOne Payroll system provides:

Rollover Program | Description
Year-End | Use the Year-End Rollover program (P07390) to process DBAs that roll over balances at the end of the standard year. These programs use the previous year's deduction, benefit, and accrual balances to create beginning balances for the new year. You should run these programs after you process the last payroll of the year. You can roll calendar-month and payroll-month history using this program. The system maintains historical balances for the standard year in these tables: F06145 F06146
Anniversary | Use the Leave Balance Rollover program (R073910) to process DBAs that are set up to roll over balances at times other than the end of the standard year. The system maintains historical balances for fiscal and anniversary years in the F06147 table.

The system maintains balances in different tables because of the differences among calendar months, payroll months, calendar years, and anniversary years. For example, when a pay cycle crosses calendar months, monthly DBA totals are different for the payroll month and calendar month; but year-to-date (YTD) totals remain the same, unless the cycle also crosses calendar years.

You can use online review programs to review benefits and accruals history and year-to-date balances for anniversary history.

See Also

Reviewing Payroll History Information Online

Setting Up Additional Information for DBAs

JD Edwards EnterpriseOne 1099 Processing for 2007 Implementation Guide

JD Edwards EnterpriseOne T4 Processing for 2007 Implementation Guide

JD Edwards EnterpriseOne W2 Processing for 2007 Implementation Guide

#### Prorated Accruals and Rollovers

The system calculates time accrued and time taken in a pay period in which the employee rollover occurs. You can specify how you want the system to handle this situation by entering a value in the Anniversary Proration Rule field on pay types and DBAs. Time accrued or taken can be rolled over immediately, or it can be counted towards the next anniversary year. The system uses the timecard date associated with the time accrued and taken, along with the proration rule to determine the anniversary year in which the time accrued and taken belongs.

The examples that follow are based on this rollover scenario:

- The employee’s anniversary date is September 26, 2000.

- The pay period range is September 16, 2003 to September 30, 2003.

- The employee’s rollover date is September 25, 2003.

Example 1

Suppose that the employee is an hourly employee who accrues .05 hours of vacation for each hour worked. This employee has timecards for 40 hours worked (8 hours each day for September 16, September 17, September 20, September 21, and September 30). Also assume that the Anniversary Proration Rule on the vacation accrual is blank.

First, write one record to the F07149 table based on the four F0709 records that occur prior or equal to the rollover date of September 25. Since each record has .4 hours, then 1.6 hours would be written for the anniversary date of September 25, 2003. The remaining .4 hours would be written for the anniversary date of September 25, 2004.

Note. If the Anniversary Proration Rule on the accrual is set to 1, the system counts all of the accrued vacation time for the pay period towards the next anniversary year, and does not prorate the accrued time based on the timecard date.

Example 2

Suppose that the employee is a salaried employee who accrues .05 hours of vacation for each hour worked. This employee has a timecard (for 80 hours worked) that is keyed to the pay period end date of September 30, 2003. Also assume that the Anniversary Proration Rule on the vacation accrual is blank. Since the employee is salaried, you need to determine a percentage or ratio with which to allocate.

First, you need to determine the number of days within the period that occur prior or equal to the employee's anniversary date (beginning with the pay period begin date (September 16, 2003) and ending with the employee’s anniversary date (September 25, 2003)). Divide that result (10) by the total number of days in the pay period (15) to obtain the allocation percentage or ratio (2/3). Multiply the total number of hours accrued (80 × .05 = 4 hours) by the percentage or ratio (2/3) and then write the result (2.66667 hours) to the employee’s current anniversary date of September 25, 2003. The remaining 1.33333 hours would be written to the next year’s anniversary date of September 25, 2004.

Note. If the Anniversary Proration Rule on the accrual is set to 1, the system counts all of the accrued vacation time for the pay period towards the next anniversary year, and does not prorate the accrued time across the pay period.

See Also

Setting Up Additional Information for DBAs

### Processing Rollovers

This section provides overview of the rollover process and discusses how to:

- Process rollovers between payroll cycles.

- Set processing options for Leave Anniversary Rollover (R073910).

- Set processing options for Work with Fiscal/Anniversary Workfile (P07149).

- Review the Fiscal/Anniversary Workfile.

#### Understanding the Rollover Process

To carry PDBA balances forward at the end of the year and to create the beginning balances for the next year, you can run rollovers either during payroll cycles or between payroll cycles.

In some cases, you might want to roll over DBA balances at times other than the end of the calendar year. For example, you might want to roll over vacation accrual balances on employees' hire dates. You use Leave Balance Rollover (R073910) to process DBAs that are set up to roll over balances at times other than the end of the standard calendar year. Use these guidelines to determine when to run this rollover program:

- If you have DBAs that roll over balances at the end of the fiscal year, run the rollover program before you process the payroll cycle that includes the first day of the new fiscal year.

- For DBAs that roll over balances at the end of a fiscal year, the date on which you run the rollover program is the same for all employees.

- If you have DBAs that roll over balances on anniversary dates, run the rollover program once per pay period per payroll ID to ensure that each employee's balance is rolled over at the appropriate time.

- For DBAs that roll over balances on anniversary dates, the date on which you run the rollover program varies for each employee.

  The rollover program rolls over balances for only those employees whose anniversary dates are included in the current payroll cycle.

The rollover program uses the pay-period ending date that you specify in the processing options to determine which employees' DBA balances to roll over.

You can run Leave Balance Rollover in any of these modes:

- Report-only

- Proof

- Update

When you run the rollover program in report-only mode, the system creates the Rollover Anniversary report but does not create the F07149 table. To create the workfile, you must run the rollover program in proof mode. When you run the rollover program in proof mode, it creates the Rollover Anniversary report and the F07149 table. When you run the rollover program in update mode, the system uses the F07149 table to update the F06147 table. Therefore, you must run the rollover program in proof mode before you run it in update mode.

Example: Rollover on the Employee's Original Hire Date

Assume that:

- You have set up a vacation accrual to roll over on the original hire date.

- You have an employee whose original hire date is March 5, 1996.

- The 2007 master pay cycles for March include:

  Payroll Number | Pay-Period Ending Date
  5 | February 28, 2007
  6 | March 14, 2007

The beginning work date for the next payroll cycle, March 15, is later than the end of the employee's anniversary year, March 5. This means that the rollover must be completed in the payroll cycle with the pay-period ending date of March 14, 2007. Therefore, one of these scenarios happens:

- If you request the rollover program during the payroll cycle, the system processes the rollover for this employee in the payroll cycle with the pay-period ending date of March 14, 2007.

- If you request the rollover program from the menu, you should process the rollover after the payroll cycle with the pay-period ending date of March 14, 2007, and before you begin the next payroll cycle.

Rollover Processing During the Payroll Cycle

To simplify rollover processing and to ensure that the system rolls over all DBA balances at the appropriate times, you might want to run rollovers during payroll processing. To run rollovers during the payroll cycle, you must set up pay cycle reports to include the Leave Balance Rollover program (R073910).

When you run the Leave Balance Rollover program during the payroll cycle, the system automatically runs the program in proof mode. The system processes all employees that are included in the current payroll ID, and writes a rollover record for employees whose anniversary date falls within the payroll cycle. You can run Leave Balance Rollover during any of these steps in the payroll cycle:

- Process pre-payroll

- Print payments

- Process journal entries

- Process payroll cycle reports

You specify the step during which to run Leave Balance Rollover when you set up payroll cycle reports. You cannot run Leave Balance Rollover during the final update step, because during that step the system updates the F06147 table using the workfile records that were created when you ran the report in proof mode.

You cannot process standard year-end rollovers during the payroll cycle. Standard year-end rollovers must be processed between payroll cycles at year-end.

Considerations

Consider these when you process rollovers:

Consideration | What You Must Do
Pre-payroll reset | If you reset a payroll ID, the system deletes the records in the F07149 table for that payroll ID.
Changes-only processing | If you need to run a changes-only pre-payroll, the system recreates the employees' fiscal/anniversary workfile records and creates a new leave rollover report only for the employees whose records have been changed, regardless of whether their leave information has changed.
Interim payments | If you need to pay employees' leave in advance and the employees' anniversaries occur while they are on leave, you must complete the Pay Cycle Bypass Count field on the Interim Entry form to ensure that the system includes records for the employees who are on leave, although it will not generate pay for those employees.
Year-end rollover processing | You are not required to process year-end rollovers for all countries. Year-end rollovers are primarily used by countries whose tax years follow the standard calendar year (January through December).
Voiding a payment after the rollover occurs | If, after you process a rollover, you must void a payment that was issued before an employee's accruals were rolled over, you must manually void the payment by entering an adjustment interim payment. Using the actual void function to void such a payment might result in incorrect accrual balances.

Rollover Processing Between Payroll Cycles

You can run the Leave Anniversary Rollover program (R073910) between payroll cycles. For example, if you process pre-payroll for a large group of employees, running the rollover program during pre-payroll might be too time-consuming. When you run the rollover program from a menu selection between payroll cycles, you can select specific employees to process and choose whether to run the program in proof or update mode.

When you process rollovers between payroll cycles, you use a processing option to specify the pay period end date that the system uses to determine which employees' balances to roll over. Each time that you run the rollover program, the system generates a rollover report.

The system maintains balances for years that begin on a date other than January 1 in the F06147 table.

The Rollover Anniversary Report

When you run rollovers, the system automatically generates a rollover anniversary report, which lists this information for each employee:

- The beginning balance from the start of the year being rolled over, for the available PDBA code.

- Current-year additions for the available PDBA code.

- Taken, accrual, and new available leave balances.

- Actual new available balance after any limits are applied.

- Any amount lost as a result of rollover rules being applied.

- Negative balances.

You can generate this report in detail mode or summary mode. You use the processing options for the rollover program to specify which mode you want. The detail report lists individual accrual and taken PDBA codes when more than one taken PDBA code is associated with an available PDBA code. The summary report summarizes information at the available PDBA code level and shows both hours and monetary amounts.

After you run rollovers, you should review the report to verify that the appropriate balances rolled over correctly. Before you perform the update to roll over those employees' balances, you must correct any errors that you found on the report in the F07149 table.

The Fiscal/Anniversary Workfile

After you run rollovers and before you update the leave balance information to the F06147 table, you might want to review the information that the system stores in the F07149 table. When you review the leave balance information in the workfile, you might discover an error that you need to correct. If the account has the necessary security permission, you can manually revise information in the workfile to correct the error.

See Also

Processing Pre-Payroll

Setting Up Pay Cycle Reports

#### Prerequisite

Set up the rollover information for DBAs.

See Setting Up Additional Information for DBAs.

#### Form Used to Process Rollovers

Form Name | FormID | Navigation | Usage
Fiscal/Anniversary Work File Revisions | W07149C | Leave Balance Functions menu (G07BUSP18), select Work with Fiscal/Anniversary Workfile. Locate a record on the Work With Fiscal/Anniversary Work File form, and click the Select button. | Review the fiscal/anniversary workfile. If the user account has the necessary security permission, you can correct any of the information.

#### Processing Rollovers between Payroll Cycles

Select Leave Balance Functions (G07BUSP18), Leave Anniversary Rollover.

#### Setting Processing Options for Leave Anniversary Rollover (R073910)

Set these processing options before you run Leave Anniversary Rollover.

Defaults

These processing options enable you to specify how the system runs the rollover program, including the balances and accruals that it rolls over.

1. Report Mode | Enter the mode in which the report is to be run. The report must be run in proof mode before it can be run in update mode. Values are: 0: Proof Mode. 1: Update Mode. 2: Report Only Mode. 3: Reset Mode - This option resets the workfile only.
2. Roll Over Balances of Terminated Employees | Enter a value that specifies whether to roll over terminated employee leave balances. Terminated employees are identified by a pay status of T. Values are: 0 or Blank: Do not roll over. (Default) 1: Roll over.
3. Employee Number to Print | Enter a value that specifies which employee number prints on the report. Values are: A: Address number. B: Social security number. C: Alternate employee number.
4. Pay Cycle Code | Enter the Pay Cycle Code to use when creating the report.
5. Pay Period End Date | Enter the date on which the last payroll was processed. The system uses this date to determine the date range that the system uses for rollover requirements.
6. Lost PDBA Code | Enter the PDBA code that the system uses to store lost leave time. If you do not enter a valid PDBA code in this option, lost leave time is not stored.
7. Report Type | Enter a value that specifies the mode in which you want to process the report. You can process the report in detail mode to display all leave taken PDBA information for each employee, or you can process the report in summary mode to see the total leave taken balance for each employee. Values are: D: Detail Mode. S: Summary Mode.
8. Roll Over Only Sick and Vacation Accruals | Enter a value that specifies whether the system rolls over sick or vacation PDBA codes only, or whether the system rolls over all PDBA codes. Values are: 0 or Blank: All PDBA codes. (Default) 1: Sick and vacation PDBAs.
9. Roll Over Only Current Accrual | Enter a value that specifies whether the system rolls over accrual balances only. You should choose to do this only if employees lose any accrued leave time that they have not taken. Values are: 0 or Blank: All information. 1: Accrual balances only.

Select

These processing options enable you to specify the type of history that the system rolls over and whether it carries negative balances forward.

If you want to set the processing options on this tab to roll over fiscal or anniversary history, do not list any PDBAs in the processing options on the PDBA Codes tab. If you specify any PDBAs to roll over on the PDBA Codes tab, those values override the selections in the processing options on this tab to roll over fiscal or anniversary history.

1. Roll Over Fiscal History | Enter a value that specifies whether the system rolls over fiscal history type details. Values are: 0 or Blank: Do not roll over. 1: Roll over.
2. Roll Over Anniversary History | Enter a value that specifies whether the system rolls over anniversary history details. Values are: 0 or Blank: Do not roll over. 1: Roll over.
3. Carry Forward Negative Balances | Specify whether an employee's available leave balance can be negative when rolled over. Values are: 0 or Blank: Negative balances will be reset to 0. (Default) 1: Negative balances are permitted.

PDBA Codes

These processing options enable you to specify the available PDBA codes to roll over. If you leave them blank, the system rolls over all PDBA codes based on how you set the processing options on the Defaults tab and the Select tab.

1. PDBA Code to Roll Over | Select this option to identify the first PDBA code to roll over. If you leave this option blank, all PDBA codes are rolled over.
2–12. Additional PDBA Code to Roll Over | Enter additional PDBA codes to roll over. If you leave all of these processing options blank, all PDBA codes are rolled over.

#### Setting Processing Options for Work with Fiscal/Anniversary Workfile (P07149)

Set this processing option before you generate the Fiscal/Anniversary Workfile.

Default

This processing option enables you to specify the DBA code in which the system stores lost and banked leave. When you run the rollover program for an employee whose hours of leave exceed the amount that can be rolled over, the excess hours are either lost completely or banked (saved) to a DBA that you specify. You might want to hold the lost and banked hours in a DBA so that you can refer to those amounts in the future, perhaps if the organization allows managers to grant back to their employees some of the lost hours.

Lost and banked hours are for informational purposes only. The amount in the lost and banked DBA is not included in any calculations during the DBA calculation process or during the rollover process. This DBA is only used to store any excess hours at the time of rollover.

Enter the DBA code for 'Lost/Banked' Leave | Specify the PDBA code that the system uses to store lost or banked leave time.

#### Reviewing the Fiscal/Anniversary Workfile

Access the Fiscal/Anniversary Work File Revisions form.

Important! This program should have the highest possible level of system security because, when you revise this information manually, the system does not:
Create an audit trail of the changes that you enter.
Update pay stubs and advices to reflect the changes.
Update the records in the F06146 table.

Anniversary Date | Enter the rollover date (year-end date), such as a birth date or hire date, that varies for each employee.
Current Hours | Enter the YTD hours for a fiscal or anniversary year.
Current Amount | Enter the YTD amount for a fiscal or anniversary year.
Beginning Balance Hours | Enter the balance at the beginning of the year for the number of hours that are associated with a PDBA.
Beginning Balance Amount | Enter the balance at the beginning of the year for the gross pay associated with a pay, deduction, benefit, or accrual.
Prior Year Hours | Enter the PDBA's YTD balance for hours in the prior year.
Prior Year Amount | Enter the pay type, deduction, benefit, or accrual's year to date balance for gross pay in the prior year.

### Working with Leave Balance Records

This section provides an overview of the Maintain Fiscal/Anniversary History File program (P07147), and discusses how to:

- Set processing options for Maintain Fiscal/Anniversary PDBA History (P07147).

- Maintain leave balance records.

#### Understanding the Maintain Fiscal/Anniversary History File Program (P07147)

When you first install the JD Edwards EnterpriseOne Payroll system, you can use the Maintain Fiscal/Anniversary History File program (P07147) to enter the existing information into the F06147 table. You might also want to use this program to work with information in the table directly (for example, if you encounter problems with an update or if you want to manually maintain an employee's balance).

Important! When you use this program, changes that you make directly affect the information in the F06147 table. Only experienced users who are familiar with the consequences of changing employees' accrual information should be allowed to run this program.

#### Form Used to Work with Leave Balance Records

Form Name | FormID | Navigation | Usage
Maintain Fiscal/Anniversary History Records | W07147B | Leave Balance Functions menu (G07BUSP18), select Work with Fiscal/Anniversary Records. Locate a record on the Work with Fiscal/Anniversary History Records form and click the Select button. If you need to add a record and the user account has the necessary security permission, click the Add button on the Work with Fiscal/Anniversary History Records form. | Add or revise fiscal or anniversary history records that are associated with leave balances.

#### Setting Processing Options for Maintain Fiscal/Anniversary History File Program (P07147)

Set this processing option before you work with fiscal/anniversary history.

Default

This processing option enables you to specify the DBA code in which the system stores lost and banked leave.

Enter the DBA code for 'Lost/Banked' Leave | Specify the PDBA code that the system uses to store lost or banked leave time.

#### Maintaining Leave Balance Records

Access the Maintain Fiscal/Anniversary History Records form.