General Deductin INFORMATION Descriptin Output Infrmatin TRDUCTION This prcess describes the steps necessary t create, save and uplad a General Deductin spreadsheet. Deductins laded using this spreadsheet will lad directly t the General Deductins page in HCM. PROCEDURE Use the General Deductin spreadsheet each time a new spreadsheet is laded. The General Deductin spreadsheet is lcated here. *Search fr PY_JA017_01. OVERVIEW This frm is frmatted fr a successful uplad. D nt change the frmatting f the clumns. Once a spreadsheet is upladed yu shuld nt add additinal deductin adjustments. Yu must use a new, blank spreadsheet. Fr audit and backup purpses, save the cmpleted spreadsheet in an apprpriate payrll flder separate frm the blank template. The spreadsheet can be fund at www.usg.edu/neusg_cnnect > Practitiner Services > Practitiner Training > Jb Aids: Payrll > Payrll (PY_JA017_01): General Deductin Spreadsheet SECTION I STEP 1.1 Update Cmplete General Deductin spreadsheet Data Entry Empl ID Enter the emplyee s active identificatin number. Cmpany Enter the emplyee s current active cmpany cde. Page 1 f 5
Deductin Cde Enter the five r six-character deductin cde. (i.e.: 00CHAR-Charitable Cntributin) Effective Date Enter an effective date fr which the deductin shuld begin. Deductin Calculatin Rutine Enter A fr Flat amunt nly. Deductin End Date Enter an effective date fr which the deductin shuld end. Deductin Amunt Flat Amunt f deductin t be adjusted. D nt dllar signs r cmmas. Deductin Rate/Percent Leave Blank-shuld nly use flat amunt. Gal Amunt Enter the limit fr the ttal amunt f the deductin. After this gal is met, the deductin ends. Current Gal Balance Displays the ttal amunt taken t date frm the emplyee s pay fr this deductin cde. The balance is aut updated during payrll cnfirm and will end when the current gal balance is equal t the gal amunt. Reference Enter cmments if applicable. Cmments cannt exceed 25 characters. IMPORTANT: 1. D nt cpy and paste data frm ther spreadsheets because the frmatting will be crrupted. 2. Once yu have entered data n a new spreadsheet, yu can cpy infrmatin inside the spreadsheet; if applicable (Ex. Cpying the effective date r deductin cde). STEP 1.2 Save Saving the General Deductin spreadsheet Saving the file but still have mre adjustments t add befre uplad. Save as an Excel spreadsheet and add additinal adjustments as required. Page 2 f 5
Yu can add t this Excel spreadsheet until yu are ready t uplad. Be sure t save a final cpy f the excel spreadsheet befre saving as CSV. Yu may need t review the file and make crrectins. When yu are ready t uplad the General Deductin spreadsheet, yu will need t perfrm the fllwing save instructins belw. Navigate t File in upper left hand crner f the spreadsheet. Select Save As CSV (Cmma Delimited) r CSV (MS-DOS). Use the fllwing naming cnventin: XXX_GENL_DED_MM.DD.YYYY_# (XXX = Cmpany, #=Number f spreadsheet laded n that day) DO NOT REOPEN FILE IN EXCEL ONCE IT IS SAVED AS A CSV FILE. Ding s will remve all CSV frmatting and cause the file t nt lad. Sectin II STEP 2.1 Attach File File Uplad Prcesses Attaching File t be ed Reviewing File Prir t Uplad fr Fmatting T view the frmat prir t uplad yu can pen the CSV file in Ntepad r WrdPad. When accessing the CSV file t view, right click nce n the file name and select Open With. Chse either Ntepad r WrdPad. Please review the fllwing: Cmpany Cde is n each rw All dates are in MM/DD/YYYY frmat EMPL IDs have all seven digits including leading zeres N extra r blank clumns r rws PATH: Navigatr > Payrll fr Nrth America > Payrll Custmizatin > General Deductin Add a Run Cntrl ID r Search fr an Existing Run Cntrl ID t use. Chse uplad/validate r uplad/prcess Click Attach and a File Attachment bx will pen. Click Chse File and navigate t where the Deductin Adjustment CSV spreadsheet is saved. Click Open after the file is selected. Page 3 f 5
Click Uplad t begin the uplad prcess. In the File Attachment bx, the file name that yu want t uplad shuld appear. Please validate that this is the crrect file t uplad. Click Save and Run The Prcess Scheduler Request bx will pen, and yu will select OK Click Prcess Mnitr Click Refresh in the Prcess Mnitr t refresh until the prcess cmpletes and psts. STEP 2.2 File Runs t N Success Review File Uplad Details Hw t view errr messages: Select Details n the Prcess Mnitr Access View/Lg/Trace link Access File List-Name and select AE_BORGNDELD_XXXXXX.stdut (XXXXXX = prcess instance) Review the message(s) displayed Cmmn Errr Messages: N such file r directry culd mean: Invalid file name - there is a character in yur file name that is nt acceptable r it is t lng. Reslutin: Resave using the suggested naming cnventin. Right click n the file and rename; d nt pen file t resave. Frmatting Issue - there is a frmatting issue in yur file Reslutin: Review the saved final Excel spreadsheet and make the necessary crrectins. G back t Step 1.2 t crrectly save and reattach the file. Run the General Deductin prcess. Invalid Data data in the file is incrrect. Resutin: Check the fllwing- Is the Deductin cde valid fr the emplyee? Are the effective and end dates valid fr the emplyee? Are any required fields blank? Make any necessary crrectins. Page 4 f 5
G back t Step 1.2 t crrectly save and reattach the file. Run the General Deductin prcess. Step 2.3 File Runs t Success SECTION III STEP 3.1 Run Query File can run t Success and still have transactins in errr status. Hw t view errr messages: Select Details n the Prcess Mnitr Access View/Lg/Trace link Access File List-Name and select Genl_Ded_Errr_Reprt.txt r Genl_Ded Reprt.txt. Review the message(s) displayed View the Genl_Ded_Errr_Reprt.txt reprt t review errrs. Make any necessary crrectins. G back t Step 1.2 t crrectly save and reattach the file. Run the General Deductin prcess. Validate Submissin Data BOR_PY_ACTIVE_GENL_DED Run the BOR_PY_ACTIVE_GENL_DED query and validate that the deductins laded crrectly t the General Deductins Page. Page 5 f 5