PAYROLL-SUMMARY

DWH Archive Name: B__PAYROLL_SUMMARY

Contains summary records for the employees paid on a payroll with all gross to net and earnings data (taxes, benefits, deductions, other taxable wages, exempt wages, and EIC). For adjustments, the Payroll-Detail records are consolidated as batches are processed and are uniquely identified by the Payroll Adjustment Sequence Number.

Data Element Definitions for PAYROLL-SUMMARY (U-103)

Type & Level		Field Name & Attributes	Format & Length		Comp Opt	Index	Field Definition
Primary identification data
	1	EMP-ID DB=AA CS=UA	P	6.0	F		UA employee identification number, assigned uniquely to all new employees. Use of this value is encouraged in order to ensure the privacy of the employee's SSN. The SSN can be determined from the Emp ID and the Emp ID can be determined from the SSN (when the operator has been authorized for one of the budgetary units in which the employee works).
	1	BASE27-EMP-NAME DB=AB CS=HR	B	10.0	F		The first 16 characters of the employee's preferred name at the point in time an employee related data base record is created, converted to a base 27 value. This is used in descriptors (indexes) to provide lists of employees in alphabetical name sequence. Note that name changes performed on the employee file are not reflected in the value of this field for existing records. Base 27 values are provided by routine HRNENB27.
	1	DATE-PAYROLL DB=AC CS=HR	D		F		The pay date associated with a payroll, and used to define a payroll (in conjunction with the payroll type). This is the employee's pay date (check date).
	1	DATE-PAYROLL-INV DB=AD CS=*	P	5.0	F		The inverted date value of Date-Payroll, used to access data in inverse chronological order. This value is calculated by subtracting the Date-Payroll from 12/31/2099. This provides an 'inverted' sequence value for the date so that later dates have smaller values.
	1	PAYROLL-TYPE DB=AE CS=HR	A	2.0	F		A two character code identifying a 'payroll' as one of the following: M = Monthly, regular appointed H = Hourly (run semi-monthly) O = Overtime/Supplement A = Adjustment (no one paid) EA = End of Academic term (special 9-mo. payroll) ES = End of Summer (special payroll at the end of the summer for 9-mo. folks being paid summer research) S = Semi-Monthly (for future use)
	1	PAYROLL-CALENDAR-YR DB=AG CS=HR	N	4.0			The calendar year associated with a pay action. All pay activity for a given payroll occurs in the same calendar year based upon the pay date. However, payroll adjustments may be processed for the current or for a prior year. Therefore it is common for an adjustment to be processed with an adjustment pay date in a later year than the activity which it represents.
	1	PAYROLL-ADJ-SEQ-NO DB=AH CS=*	N	1.0			A numeric sequence number assigned to selected payroll adjustments so that the Payroll-Summary accurately reflects the activity, since multiple 'batches' of such adjustments can be entered and defined for the same adjustment payroll (i.e. TYP prepared for the same employee on two occasions and associated with the same adjustment payroll). This value is null for all other payrolls and pay actions.
	1	PAYROLL-ADJ-NO DB=BA CS=HR	P	7.0	N		A numeric system assigned sequence number assigned to all payroll adjustments for tracking and identification purposes. Also known as a 'payroll correction number'.
Gross, Net & payment data
PE	1	PAY-CATEGORY-GROUP DB=AJ CS=* Max Occ=5 HD=__PAY_CAT_GRP					DWH Archive Name: B__PAYROLL_SUMMARY__PAY_CAT_GRP The periodic repeating group used to catagorize gross pay for deduction, benefit, and tax calculation purposes. The sum of all amounts represent the employees total gross. Catagories are defined by the Pay Category Code which based on the Compensation Type of the original pay action.
	2	PAY-CATEGORY-CD DB=AK CS=HR PE=PAY-CATEGORY-GROUP	A	1.0	N		A code identifying a category of pay as the employee's earnings subject to: I = Insurance and all other benefits and deductions (Compensation types SN, SC, & SG) N = Non-insurance (GR, GT, Hn, SR, ST, Sn and Wn) R = Retirement and most other benefits and deductions (AL & LS) E = Employee retirement, state retirement, & taxes (On) T = Taxes only (SA, SL, SP, XC, XN, & XS)
	2	CATEGORIZED-PAY-AMT DB=AL CS=HR PE=PAY-CATEGORY-GROUP	P	6.2	N		The gross payroll amount paid within a category used to determine how benefits, deductions, and taxes are to be calculated.
	1	NET-AMT DB=AF CS=HR	P	6.2	F		The net amount of an employee's pay after subtracting deductions and employee taxes and adding EIC.
	1	YTD-GROSS-AMT DB=BV CS=*	P	7.2	N
	1	CHECK-DISTRIBUTION-BU-NO DB=AI CS=*	N	4.0	N		The budgetary unit to which an employee's check or deposit advice is distributed.
MU	1	PAYMENT-ID DB=AZ CS=HR Max Occ=6 HD=__PAYMENT_ID	P	9.0	N	U	DWH Archive Name: B__PAYROLL_SUMMARY__PAYMENT_ID The system assigned number and unique identifier of a U of A payment. Used to link Accounts Payable records with Payment records, which is required prior to the assignment of check numbers and in cases where there is no check number (direct deposits). On the AP file, multiple occurrences are used for association with payments that have been cancelled. The first occurrence is always the 'current' payment.
Voucher data
PE	1	VOUCHER-GROUP DB=BB CS=* Max Occ=3 HD=__VOUCHER_GRP					DWH Archive Name: B__PAYROLL_SUMMARY__VOUCHER_GRP The periodic group used to define the types of payroll vouchers and amounts that an employee should be paid on. The total amount for an employee always appears on the first type of voucher. If more than one should have been used, Little Rock must be notified of the amount incorrectly reported.
	2	PAYROLL-VOUCHER-TYPE DB=BC CS=* PE=VOUCHER-GROUP	A	1.0	N		The type of a payroll voucher used to define the appropriation and 'character' coding. Possible values are: R = Regular O = Overtime H = Hourly (temporary help) S = Service award
	2	EMP-PAYROLL-VOUCHER-AMT DB=BD CS=* PE=VOUCHER-GROUP	P	6.2	N		The amount of an employee's pay that should appear on the associated voucher type.
Benefit, Deduction, Other
taxable wage, Exempt wage & EIC
PE	1	BDOE-GROUP DB=AQ CS=* Max Occ=60 HD=__BDOE_GRP					DWH Archive Name: B__PAYROLL_SUMMARY__BDOE_GRP The periodic repeating group used to store benefit, deduction, other taxable wage, exempt wage, and EIC amounts as identified by the BDOE-CD.
	2	BDOE-CD DB=AR CS=HR PE=BDOE-GROUP	A	4.0	N		A code used to identify a specific Benefit paid by the University on behalf of the employee, Deduction taken from the employee's gross pay, Other taxable earnings attributed to the employee and for which taxes are subject, Exempt earnings attributed to the employee for which taxes are not subject, or Earned income credit.
	2	SHORT-COMMENT DB=AU CS=HR PE=BDOE-GROUP	A	15.0	N		A short comment associated with a BDOE and displayed on the employee's earnings statment to assist in explaining the benefit, deduction, other earning, exempt earning, or EIC. This value may also be a specific code identifying a certain option or election for the BDOE (i.e., 'Classic Family' for health insurance). Such coded values can define a tablized rate and used in analysis of data.
	2	BDOE-SOURCE-CD DB=AV CS=* PE=BDOE-GROUP	A	1.0	N
	2	BDOE-AMT DB=AS CS=HR PE=BDOE-GROUP	P	6.2	N		The amount of a benefit, deduction, other earning, exempt earning, or EIC as identified by the associated BDOE-Cd.
	2	DEDUCTION-NOT-TAKEN-AMT DB=AT CS=* PE=BDOE-GROUP	P	6.2	N		The amount of an employee deduction that could not be taken because the employee's net pay was not sufficient to cover it, according to the rules for applying deductions. The corresponding BDOE-Amt is reduced by any Deduction-Not- Taken-Amt, so that it represents the actual deduction taken and the sum of the two represents the desired or targetted deduction.
	2	YTD-BDOE-AMT DB=AX CS=* PE=BDOE-GROUP	P	7.2	N
Hours data
PE	1	HOURS-GROUP DB=BX CS=* Max Occ=2 HD=__HOURS_GRP					DWH Archive Name: B__PAYROLL_SUMMARY__HOURS_GRP The periodic repeating group used to retain the hours associated with a payroll. The occurrences represent: 1 - Regular hours 2 - Overtime hours
	2	PAYROLL-SUMMARY-HRS DB=BY CS=* PE=HOURS-GROUP	P	4.2	N		The total regular or overtime hours associated with a payroll, aggregated from all pay actions.
Other descriptive data
	1	STUDENT-EMP-CD DB=BI CS=HR	A	1.0	N		Identifies whether an employee is classified as a student for a payroll, and is thus exempt from FICA tax. Several rules are applied and all pay actions are considered in determining student status. Possible values are: Y = Yes, employee is a student N = No, employee is not a student (stored on the database as blank)
	1	FEDERAL-EMP-CD DB=BJ CS=HR	A	1.0	N		Identifies an employee as a federal employee and thus exempt from state worker's compensation and state unemployment insurance. Specific values identify the type of federal employee: 1 = Civil Svc type paying only Medicare portion of FICA 2 = Pay both portions of FICA 3 = FERS employees (Civil Svc) paying both portions of FICA = Not a federal employee
	1	ALIEN-EMP-CD DB=BK CS=HR	A	4.0	N		Identifies aliens in a broad manner: AC = NRA w/treaty, A = NRA w/o treaty (not India), AF = NRA paying FICA, I = Student NRA from India, RC = Resident w/treaty, R = Resident for tax purposes, P = Permanent resident, PC = Permanent resident w/treaty, = US Citizen or non-citizen with a green card. Codes AC, A and I are exempt from OASDI and Medicare.
	1	CHECK-DISTRIBUTION-OVERRIDE-CD DB=D2 CS=HR	N	1.0	N		A code indicating that the pay distribution process for an employee will be interrupted for the next payroll in which that employee is included. This code is reset during that payroll run. Possible values are: = Don't hold check, 1 = Financial Aid override, 2 = Hourly time not approved, 3 = No I-9 on file, and 4 = Payroll office override.
	1	EMP-BENEFITS-12-OVER-9-CD DB=BL CS=HR	A	1.0	N		Identifies whether employee benefits are being paid on a month to month basis, or whether 12 months of benefits are being paid over 9 months. Possible values are: P = 12/9 due to appointment to a nine month position E = 12/9 due to an election of a 12 month employee = Benefits are paid month to month (12 month employee paying for 12 months of benefits monthly)
	1	EMP-PAY-FREQUENCY-CD DB=BM CS=HR	A	1.0	N		Identifies an appointed employee's pay frequency election. Possible values are: = Monthly S = Semi-monthly THIS OPTION IS CURRENTLY NOT OFFERED TO EMPLOYEES AND THUS THIS VALUE IS NOT MAINTAINED, THOUGH PROGRAMS DO ACT ON THE BLANK VALUE AS MONTHLY.
	1	EMP-BENEFITS-APPT-PCT DB=BN CS=HR	P	3.0	N		The employee's appointment percent as considered for benefits purposes for a payroll. This is thepercent of appointment for the first benefits eligible position the employee is in within the default compensation period of the payroll.
	1	EMP-BENEFITS-AGE DB=BO CS=HR	P	3.0	N		The employee's age as considered for benefits purposes for a payroll. This is the employee's age as of the pay date of the payroll.
	1	EMP-BENEFITS-ANNUAL-SALARY DB=BP CS=HR	P	6.0	N		The employee's appointment salary as considered for benefits purposes for a payroll. This is the employee's appointed salary for the first benefits eligible position the employee is in within the default compensation period of the payroll.
MU	1	PAYROLL-SUMMARY-ATTR DB=BQ CS=HR Max Occ=3 HD=__ATTR	A	4.0	N		DWH Archive Name: B__PAYROLL_SUMMARY__ATTR A code which associates various attributes with Payroll Summary records.
	1	PS-TEXT-ID DB=BR CS=*	A	16.0	N		An identifier used to point to text stored on the UAF-TEXT file, and associated with a supplemental pay or adjustment action.
PE	1	BANK-ACCT-GROUP DB=DZ CS=* Max Occ=6 HD=__BANKACCT_GRP					DWH Archive Name: B__PAYROLL_SUMMARY__BANKACCT_GRP This PE group was used to store this information before September 1999 when the BASIS payroll was implemented. Now this data is stored on the UA-Payement file.
	2	BANK-CD DB=DT CS=HR PE=BANK-ACCT-GROUP	A	4.0	N		Unique identifier of a bank for ACH purposes. Assigned by the HR office along with the routing and transit number. Bank mergers result in separate bank codes for the same routing and transit number (and bank name). Any bank code with the proper routing and transit number may be used.
	2	ACCT-NO DB=DU CS=HR PE=BANK-ACCT-GROUP	A	20.0	N		The Account number associated with a specific account at the employee's bank - indicated by the bank code. An account number is required, and cannot exceed 17 digits - it must be numeric.
	2	ACH-AMOUNT DB=DW CS=HR PE=BANK-ACCT-GROUP	N	5.2	N		This is the amount of an employee's net pay which was included for direct deposit in the associated account via the ACH process.
	2	ACCT-TYPE DB=DX CS=HR PE=BANK-ACCT-GROUP	A	1.0	N		Designates the Type of Account into which an employee's pay is directed via the direct deposit (ACH) process. Possible values are: C = Checking account, and S = Savings account.
MU	1	COMMENT DB=BS CS=HR Max Occ=2 HD=__COMMENT	A	72.0	N		DWH Archive Name: B__PAYROLL_SUMMARY__COMMENT A comment or brief note which may be associated with an entity. This field is maintained in mixed case.
Audit and control data
	1	TIME-STAMP DB=CB CS=UA	B	8.0	N		This field is used to uniquely identify each update to a record. Each time a record is updated, this field should be assigned the value of the Natural function *TIMESTMP. Programs should check to see if this field has changed from the time they first read a record until the time they read the record with hold. This will determine if someone else has altered the record.
PE	1	AUDIT-LOG-GROUP DB=CC CS=* Max Occ=2 HD=__HIST_GRP					DWH Archive Name: B__PAYROLL_SUMMARY__HIST_GRP The periodic repeating group used to record audit information. Occurrences represent the following maintenance activity: 1 - Initial creation 2 - Attribute/Comment updated
	2	TIME-OF-UPDATE DB=CD CS=UA PE=AUDIT-LOG-GROUP	T		N		Date and time that a record or associated item was last updated on the data base.
	2	UPDATED-BY-USER DB=CE CS=UA PE=AUDIT-LOG-GROUP	A	8.0	N		The Natural user ID (USER-ID) of the last user to update a record or associated item.
Access keys
SP	1	EMP-CY-DATE-TYPE-SEQ-KEY DB=S1 CS=*	A	13.0		U	The super-descriptor composed of the Emp-ID, last two digits of the Payroll-Calendar-Yr, Date-Payroll, Payroll-Type, and Payroll-Adj-Seq-No. This index uniquely identifies the payroll summary records and is used to access those records for an employee and time period.
SP	1	ATTR-DATE-INV-B27-KEY DB=S2 CS=*	A	17.0	N	D	The super-descriptor composed of Payroll-Summary-Attr, Date-Payroll-Inv, and Base27-Emp-Name. This index is used to retrieve payroll summary records associated with a specific attribute by or for the inverted payroll date by employee name.
SP	1	CY-DATE-TYPE-B27-KEY DB=S3 CS=*	A	18.0		D	The super-descriptor composed of the last two digits of the Payroll-Calendar-Yr, Date-Payroll, Payroll-Type, & Base27-Emp-Name. It is used to retrieve payroll detail records for a calendar year and to list payroll detail activity for a calendar year, payroll date and payroll type by name.
SP	1	DATE-TYPE-BU-B27-KEY DB=S4 CS=*	A	20.0	N	D	The super-descriptor composed of the Date-payroll, Payroll-Type, Check-Distribution-Bu-No, Base27-Emp-Name. It is used to retrieve payroll records for a payroll in the BU order.