Payroll System User Manual Version 12 2002 Edition

INTEGRATED TERTIARY SOFTWARE
Payroll System
User Manual
Version 12
2002 Edition
Copyright ITS
ITS Payroll System
Table of Contents
1.
INTRODUCTION {HRM-2} Ä ------------------------------------------------------------------------------------------------- 8
1.1.
GENERAL INFORMATION-------------------------------------------------------------------------------------------------- 8
1.2.
OVERVIEW OF FINANCIAL SYSTEM ------------------------------------------------------------------------------------ 8
1.3.
OVERVIEW OF PAYROLL SYSTEM--------------------------------------------------------------------------------------- 9
1.4.
LINKING WITH OTHER ITS SYSTEMS----------------------------------------------------------------------------------10
1.4.1.
Financial Code Structure Subsystem (CSS) --------------------------------------------------------------------- 10
1.4.2.
Student Accounts ------------------------------------------------------------------------------------------------------ 11
1.4.3.
Staff Loans Subsystem------------------------------------------------------------------------------------------------ 11
1.4.4.
Personnel System------------------------------------------------------------------------------------------------------- 11
1.4.5.
Salary-Related Information ------------------------------------------------------------------------------------------- 13
1.4.6.
Reports Required By Salary Section ------------------------------------------------------------------------------- 13
1.5.
IMPLEMENTATION SEQUENCE ----------------------------------------------------------------------------------------14
1.6.
USE OF COMPUTERISED PAYROLL SYSTEMS IN THE RSA----------------------------------------------------15
1.7.
THE IMPORTANCE OF THE INSTITUTION CODE -----------------------------------------------------------------15
1.8.
PROCEDURE FOR HANDLING PENSIONERS-----------------------------------------------------------------------15
1.8.1.
Financial System -------------------------------------------------------------------------------------------------------- 16
1.8.2.
Personnel System------------------------------------------------------------------------------------------------------- 16
1.8.3.
Payroll System----------------------------------------------------------------------------------------------------------- 17
1.8.4.
Financial STATS Reporting: ----------------------------------------------------------------------------------------- 17
1.9.
2.
HINTS and TIPS ---------------------------------------------------------------------------------------------------------------18
SYSTEM MAINTENANCE {FPR-2} Ä --------------------------------------------------------------------------------------21
2.1.
INSTITUTION DETAILS {FPRM-1} Ä --------------------------------------------------------------------------------21
2.2.
RUN CYCLE CONTROL FILE {FPRM-2} Ä-------------------------------------------------------------------------24
2.3.
EVENT LOG FILE {FPRM-3} Ä ----------------------------------------------------------------------------------------26
2.4.
CYCLES FOR SCALE SETS {FPRM-4} Ä ---------------------------------------------------------------------------27
2.5.
DEFAULT BONUS MONTHS {FPRM-5} Ä--------------------------------------------------------------------------28
2.6.
ACCESS CONTROL PER APPOINTMENT TYPE {FPRM-6} Ä------------------------------------------------30
2.7.
SUSPENSE ACCOUNT FOR INACTIVE GLA {FPRM-7} Ä ----------------------------------------------------30
2.8.
VALIDATION CONTROL {FPRM-8} Ä -------------------------------------------------------------------------------31
2.8.1.
A - Automatic Increases - menu option {FPRN-1}------------------------------------------------------------- 31
2.8.2.
N - On-line Notch Validation – menu option {FPRI-1}------------------------------------------------------- 31
2.8.3.
R - Automatic Resignation------------------------------------------------------------------------------------------- 31
2.8.4.
B - Copy Start/End Dates on Individuals – menu option {FPRI-2}---------------------------------------- 32
2.9.
DATES FOR PAYROLL CYCLES {FPRM-21} Ä -------------------------------------------------------------------32
2.10.
Clear Audit Trail {FPRM-22} Ä ------------------------------------------------------------------------------------34
2.11.
Delete Old Individual Transactions {FPRM-23} Ä -----------------------------------------------------------35
2.12.
CHEQUE RE-PRINTING {FPRM-24} Ä --------------------------------------------------------------------------37
2.13.
Mentor/Tutor Claims Authorisers {FPRM-25} Ä ---------------------------------------------------------------38
2.14.
Query Event U Posting Dates {FPRM-27} Ä --------------------------------------------------------------------38
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2.15.
Reprint/Regenerate UIF File {FPRM-28} Ä --------------------------------------------------------------------39
2.16.
REPORTS --------------------------------------------------------------------------------------------------------------------40
2.16.1.
Institution Details {FPRMR1-1} Ä ------------------------------------------------------------------------------ 40
2.16.2.
Event Log Audit Trail {FPRMR1-2} Ä ------------------------------------------------------------------------- 42
2.16.3.
Print Dates For Payroll Cycles {FPRMR1-3} Ä --------------------------------------------------------------- 43
3.
CODE SUBSYSTEM {FPR-3} / {FPRC} ------------------------------------------------------------------------------------45
3.1.
BANK/BRANCH DETAIL {FPRC-1} Ä -------------------------------------------------------------------------------45
3.2.
RECEIVER OF REVENUE DETAIL {FPRC-2} Ä ------------------------------------------------------------------46
3.3.
PAY POINTS {FPRC-3} Ä------------------------------------------------------------------------------------------------47
3.4.
NOTCH CHANGES/STOP PAYMENT C ODES {FPRC-4} Ä----------------------------------------------------47
3.5.
MANAGEMENT REPORT STRUCTURE {FPRC-7} Ä------------------------------------------------------------48
3.6.
IRP5 TOTALS {FPRC-21} Ä---------------------------------------------------------------------------------------------49
3.7.
REPORTS ------------------------------------------------------------------------------------------------------------------------50
3.7.1.
IRP5 Total Numbers {FPRCR1-1} Ä----------------------------------------------------------------------------- 50
3.7.2.
Bank List {FPRCR1-2} Ä ------------------------------------------------------------------------------------------- 52
3.7.3.
Bank/Branch Detail {FPRCR1-3} Ä------------------------------------------------------------------------------ 54
3.7.4.
Receiver Detail {FPRCR1-4} Ä ----------------------------------------------------------------------------------- 55
3.7.5.
Pay Points {FPRCR1-5} Ä ----------------------------------------------------------------------------------------- 56
3.7.6.
Print Stop Payment Codes {FPRCR1-6} Ä--------------------------------------------------------------------- 57
3.7.7.
Print Notch Change Codes {FPRCR1-7} Ä -------------------------------------------------------------------- 58
3.7.8.
Management Report Structure {FPRCR1-21} Ä-------------------------------------------------------------- 59
4.
OPERATIONAL MENU : GLOBAL DETAIL {FPRO-1}/{FPRG}
-------------------------------------------------58
4.1.
SALARY SCALES DETAIL {FPRG-1} Ä ------------------------------------------------------------------------------58
4.1.1.
Validation of Salary Scales {FPRG-1} ---------------------------------------------------------------------------- 59
4.2.
RANK / SALARY SCALE COMBINATIONS {FPRG-2} Ä --------------------------------------------------------59
4.3.
FUNDS DETAIL {FPRG-3} Ä -------------------------------------------------------------------------------------------61
4.4.
LOOKUP TABLE TYPES {FPRG-4} Ä --------------------------------------------------------------------------------62
4.5.
LOOKUP TABLE DETAIL {FPRG-5} Ä -------------------------------------------------------------------------------62
4.6.
EARNING / DEDUCTION TYPES {FPRG-6} Ä---------------------------------------------------------------------64
4.7.
EARNING / DEDUCTION DETAIL {FPRG-7} Ä -------------------------------------------------------------------68
4.8.
NEW MEDICAL AID STRUCTURE {FPRG-8} Ä--------------------------------------------------------------------71
4.9.
NEW MEDICAL AID STRUCTURE {FPRG-8} Ä--------------------------------------------------------------------72
4.10.
Query Primary Rebates {FPRG-21} Ä -----------------------------------------------------------------------------72
4.11.
Query Child Rebates {FPRG-22} Ä --------------------------------------------------------------------------------72
4.12.
Query Age Rebates {FPRG-23} Ä -----------------------------------------------------------------------------------73
4.13.
Query Threshold Amounts {FPRG-24} Ä -------------------------------------------------------------------------73
4.14.
CALCULATION METHODS {FPRG-25} Ä -----------------------------------------------------------------------74
4.14.1.
Method 1: Pct. of Salary Level Total------------------------------------------------------------------------------ 75
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Table of Contents
4.14.2.
4.14.3.
4.14.4.
4.14.5.
4.14.6.
4.14.7.
4.14.8.
4.14.9.
4.14.10.
4.14.11.
4.14.12.
4.14.13.
4.14.14.
4.14.15.
4.14.16.
4.14.17.
4.14.18.
4.14.19.
4.14.20.
4.14.21.
4.14.22.
4.14.23.
4.14.24.
4.14.25.
4.14.26.
4.14.27.
Method 2: Annual Bonus -------------------------------------------------------------------------------------------- 76
Method 3: Advised Amount ---------------------------------------------------------------------------------------- 79
Method 4: P A Y E----------------------------------------------------------------------------------------------------- 80
Method 5: Medical Aid ----------------------------------------------------------------------------------------------- 81
Method 6: Pct. of Transaction-------------------------------------------------------------------------------------- 83
Method 7: Salary Notch - Full month ----------------------------------------------------------------------------- 83
Method 8: Quantity * Amount ------------------------------------------------------------------------------------- 84
Method 9: Workmen's Compensation ---------------------------------------------------------------------------- 84
Method A: Pension ------------------------------------------------------------------------------------------------ 85
Method B: Unemployment Insurance Fund (UIF)---------------------------------------------------------- 86
Method C: Group Insurance (Exact)---------------------------------------------------------------------------- 87
Method D: Unpaid Days------------------------------------------------------------------------------------------ 89
Method E: Overtime Hours --------------------------------------------------------------------------------------- 89
Method F: General Lookup Table------------------------------------------------------------------------------- 90
Method G: Group Insurance (Next R100) --------------------------------------------------------------------- 91
Method H: P A Y E – Ciskei-------------------------------------------------------------------------------------- 92
Method J: Difference between Transactions ---------------------------------------------------------------- 92
Method K: Sum of Transactions -------------------------------------------------------------------------------- 94
Method L: Medical Aid: Age Range--------------------------------------------------------------------------- 94
Method M: Medical Aid: Age and Spouse Age ------------------------------------------------------------ 94
Method N: National Insurance---------------------------------------------------------------------------------- 95
Method P: Pro-Rated Advised Amount----------------------------------------------------------------------- 95
Method S: Stabilisation Fund Deduction--------------------------------------------------------------------- 95
Method U: Medical Aid – Local Software -------------------------------------------------------------------- 95
Method V: Skills Levy--------------------------------------------------------------------------------------------- 96
Method W: Packaged Salary ------------------------------------------------------------------------------------- 97
4.15.
MESSAGES ON PAYSLIPS {FPRG-26} Ä------------------------------------------------------------------------97
4.16.
PACKAGE DEFINITION {FPRG-27} Ä ---------------------------------------------------------------------------98
4.17.
NEW MEDICAL AID LOOK-UP TABLE {FPRG-28} Ä--------------------------------------------------------99
4.18.
HOW TO HANDLE VAT --------------------------------------------------------------------------------------------------99
4.19.
REPORTS ------------------------------------------------------------------------------------------------------------------101
4.19.1.
Salary Scales {FPRGR1-1} Ä -------------------------------------------------------------------------------------101
4.19.2.
Rank/Salary Scale Combination {FPRGR1-2} Ä -------------------------------------------------------------102
4.19.3.
Funds Detail {FPRGR1-3} Ä -------------------------------------------------------------------------------------103
4.19.4.
Lookup Tables {FPRGR1-4} Ä ----------------------------------------------------------------------------------104
4.19.5.
Lookup Table Detail {FPRGR1-5} Ä ---------------------------------------------------------------------------105
4.19.6.
Earning / Deduction Types {FPRGR1-6} Ä ------------------------------------------------------------------106
4.19.7.
Global E/D Detail {FPRGR1-7} Ä --------------------------------------------------------------------------------107
4.19.8.
Design Form {FPRGR1-8} Ä -------------------------------------------------------------------------------------108
4.19.9.
Primary Rebates {FPRGR1-21} Ä -------------------------------------------------------------------------------109
4.19.10.
Child Rebates {FPRGR1-22} Ä -------------------------------------------------------------------------------110
4.19.11.
Age Rebates {FPRGR1-23} Ä --------------------------------------------------------------------------------111
4.19.12.
Tax Thresholds {FPRGR1-24} Ä -----------------------------------------------------------------------------112
4.19.13.
Calculation methods {FPRGR1-25} Ä ----------------------------------------------------------------------113
5.
INDIVIDUAL DETAIL {FPRO-2} Ä
----------------------------------------------------------------------------------113
5.1.
FIXED SALARY DETAIL {FPRI-1} Ä --------------------------------------------------------------------------------113
5.1.1.
Validation Of Notches {FPRI-1}----------------------------------------------------------------------------------119
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5.2.
INDIVIDUAL EARNINGS/DEDUCTIONS {FPRI-2} Ä ----------------------------------------------------------121
5.3.
EARNING / DEDUCTION VALIDATION {FPRIR1-5} Ä -------------------------------------------------------125
5.4.
INDIVIDUAL SALARY SCALES {FPRI-3} Ä ---------------------------------------------------------------------127
5.5.
TAX DIRECTIVES {FPRI-4} Ä --------------------------------------------------------------------------------------127
5.6.
TAX CERTIFICATES ISSUED {FPRI-5} Ä-----------------------------------------------------------------------128
5.7.
FUTURE EVENTS {FPRI-6} Ä -------------------------------------------------------------------------------------129
5.7.1.
MAINTAIN FUTURE EVENTS {FPRI-6} -----------------------------------------------------------------------129
5.7.2.
Future Events Report {FPRIR1-27} Ä -------------------------------------------------------------------------130
5.7.3.
DELETE FUTURE EVENTS {FPRI-26} Ä ---------------------------------------------------------------------131
5.8.
PRO FORMA PAYSLIP {FPRI-25} Ä ------------------------------------------------------------------------------131
5.9.
PAYMENTS IN ADVANCE------------------------------------------------------------------------------------------------135
5.10.
CLEAR CALCULATION QUANTITIES {FPRI-21} Ä ------------------------------------------------------135
5.11.
VALIDATE PERSONNEL DATA {FPRI-7} Ä ------------------------------------------------------------------135
5.11.1.
Validate Payroll Data {FPRIV-1} Ä -----------------------------------------------------------------------------136
5.11.2.
Salary Transactions After Resignation {FPRIV-2} Ä ------------------------------------------------------140
5.11.3.
Individual E/D Affected by Stop Pay {FPRIV-3} Ä --------------------------------------------------------142
5.11.4.
Validate ACB Credits {FPRIV-4} Ä-----------------------------------------------------------------------------144
5.11.5.
Validate Bonus Month and ID Number {FPRIV-5} Ä ------------------------------------------------------146
5.11.6.
Validate ACB Tape Information {FPRIV-6} Ä ---------------------------------------------------------------148
5.11.7.
R.A / Arrears Pension Contributions {FPRIV-7} Ä --------------------------------------------------------149
5.11.8.
VALIDATE GLA’S ON PAYROLL DATA {FPRIV-8} Ä -------------------------------------------------151
5.11.9.
VALIDATE NOTCHES {FPRIV-21} Ä-------------------------------------------------------------------------152
5.12.
BROWSE PAYROLL TRANSACTIONS {FPRI-8} Ä ---------------------------------------------------------153
5.13.
CLAIMS AGAINST SECONDARY POSTS {FPRI-27} Ä
-----------------------------------------------154
5.13.1.
MAINTAIN CLAIMS {FPRIC-1} Ä----------------------------------------------------------------------------154
5.13.2.
GENERATE FIXED CLAIMS {FPRIC-2} Ä ------------------------------------------------------------------157
5.13.3.
COPY CLAIMS TO PRS {FPRIC-3} Ä -------------------------------------------------------------------------159
5.13.4.
ROLLBACK CLAIMS {FPRIC-4} Ä----------------------------------------------------------------------------161
5.13.5.
List Appointments / Contracts {FPRICR1-1} Ä -------------------------------------------------------------163
5.14.
GENERATE STAFF LOAN PR TRANSACTIONS {FPRI-23} Ä -------------------------------------------164
5.15.
CLEAR PRO FORMA FILES {FPRI-22} Ä ---------------------------------------------------------------------168
5.16.
COPY DEDUCTIONS TO STUDENT ACCOUNTS {FPRI-24} Ä -----------------------------------------168
5.17.
CLAIMS – TUTOR/MENTOR BUNDLES {FPRI-28}
5.18.
TIMESHEET DETAIL {FPRI-29}
Ä ---------------------------------------------------170
Ä ----------------------------------------------------------------------------171
5.19.
REPORTS ------------------------------------------------------------------------------------------------------------------172
5.19.1.
Fixed Salary Detail {FPRIR1-1} Ä -------------------------------------------------------------------------------172
5.19.2.
Individual E/D Detail {FPRIR1-2} Ä----------------------------------------------------------------------------174
5.19.3.
Individual Package {FPRIR1-3} Ä ------------------------------------------------------------------------------176
5.19.4.
Personnel Salary List {FPRIR1-4} Ä ---------------------------------------------------------------------------177
5.19.5.
Personnel on Barrier Notches {FPRIR1-6} Ä ----------------------------------------------------------------179
5.19.6.
Personnel Service Record {FPRIR2-1} Ä ---------------------------------------------------------------------181
5.19.7.
Forthcoming Increases {FPRIR1-7} Ä -------------------------------------------------------------------------183
5.19.8.
Compensation Summary / Detail {FPRIR2-4} Ä -------------------------------------------------------------185
5.19.9.
Taxable Transactions / Tax Withheld {FPRIR1-25} Ä -----------------------------------------------------189
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5.19.10.
5.19.11.
5.19.12.
5.19.13.
5.19.14.
5.19.15.
5.19.16.
5.19.17.
6.
Bonuses Paid / To be Paid {FPRIR1-21} Ä ----------------------------------------------------------------191
Advised Tax Transactions {FPRIR1-22} Ä ----------------------------------------------------------------194
R.A. / Arrears Pension Contributions {FPRIR1-23} Ä -------------------------------------------------196
UIF History Report {FPRIR1-24} Ä -------------------------------------------------------------------------198
Management Compensation Summary {FPRIR2-3} Ä --------------------------------------------------200
Employees to be Paid {FPRIR1-26} Ä ----------------------------------------------------------------------203
Service Record Changes {FPRIR2-2} Ä--------------------------------------------------------------------205
Actual Annual Salary per Employee {FPRIR2-5} Ä-----------------------------------------------------207
MONTHLY RUN {FPRO-3}
6.1.
Ä -------------------------------------------------------------------------------------------208
AUTOMATIC INCREASES {FPRN-1} Ä ---------------------------------------------------------------------------208
6.2.
FULL SALARY CALCULATION {FPRN-2} Ä ---------------------------------------------------------------------212
6.2.1.
Full Calculation Output {FPRN-2} -------------------------------------------------------------------------------215
6.3.
ROLLBACK FULL CALCULATION {FPRN-22} Ä --------------------------------------------------------------218
6.4.
ROLLBACK SINGLE CALCULATION {FPRN-23} Ä -----------------------------------------------------------218
6.4.1.
“NORMAL” ROLLBACK--------------------------------------------------------------------------------------------218
6.4.2.
“LATE” ROLLBACK -------------------------------------------------------------------------------------------------218
6.5.
SINGLE SALARY CALCULATION {FPRN-3} Ä ------------------------------------------------------------------219
6.5.1.
“NORMAL” CALCULATION --------------------------------------------------------------------------------------219
6.5.2.
“LATE” CALCULATION--------------------------------------------------------------------------------------------220
6.6.
Adjustment Payslip {FPRN-24} Ä -----------------------------------------------------------------------------------220
6.7.
Late Rollback Reconciliation {FPRNR2-21} Ä -----------------------------------------------------------------222
6.8.
Net Payovers Reconciliation: Late Events {FPRNR2-23} Ä -------------------------------------------------224
6.9.
PAYE Reconciliation Exception Report {FPRN-26} Ä --------------------------------------------------------226
6.10.
Creation Of UIF File {FPRN-28} ----------------------------------------------------------------------------------228
6.11.
Pay Status Report {FPRNR1-1} Ä -------------------------------------------------------------------------------231
6.12.
Net Salary Comparison {FPRNR1-2} Ä ------------------------------------------------------------------------237
6.13.
Payslip Summary {FPRNR1-3} Ä --------------------------------------------------------------------------------239
6.14.
Summary Per Earning {FPRNR1-4} Ä --------------------------------------------------------------------------241
6.15.
Summary Per Deduction {FPRNR1-5} Ä -----------------------------------------------------------------------242
6.16.
Detail Per Earning / Deduction {FPRNR1-6} Ä -------------------------------------------------------------243
6.17.
E/D Code Summary Per GLA {FPRNR2-24} Ä ---------------------------------------------------------------245
6.18.
Variance Report {FPRNR2-5} Ä ---------------------------------------------------------------------------------246
6.19.
Validate Non -Printables {FPRNR1-7} Ä ----------------------------------------------------------------------249
6.20.
Print Payslips {FPRN -4} Ä ----------------------------------------------------------------------------------------250
6.21.
GENERATE CHEQUES {FPRN-5} Ä ----------------------------------------------------------------------------255
6.22.
PRINT CHEQUES {FPRN-6} Ä -----------------------------------------------------------------------------------260
6.23.
PRINT CHEQUES NEW STANDARD FORMAT 95 {FPRN-21} Ä ---------------------------------------262
6.24.
CREATE FILE FOR ACB TAPE {FPRN-7} Ä------------------------------------------------------------------262
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7.
6.25.
PAYMENT ANALYSIS {FPRNR2-3} Ä --------------------------------------------------------------------------268
6.26.
PAY DISTRIBUTION LIST {FPRNR2-4} Ä ---------------------------------------------------------------------270
6.27.
TAPE TRANSFERS REPORT {FPRNR1-21} Ä ---------------------------------------------------------------272
6.28.
BANK TRANSFERS REPORT {FPRNR1-22} Ä---------------------------------------------------------------274
6.29.
COINAGE ANALYSIS FOR BANK {FPRNR1-23} Ä ---------------------------------------------------------274
6.30.
IRP4 TAX REMITTANCE RETURN {FPRNR1-24} Ä -------------------------------------------------------277
6.31.
EARNING / DEDUCTION PER GLA {FPRNR1-25} Ä ------------------------------------------------------278
6.32.
SALARY SUMMARY PER STATS CATEGORY {FPRNR1-26} Ä -----------------------------------------280
6.33.
SALARY-RELATED AUDIT TRAIL {FPRNR1-27} Ä ---------------------------------------------------------283
6.34.
MANAGEMENT REPORT {FPRNR2-22} Ä -------------------------------------------------------------------288
6.35.
SKILLS DEVELOPMENT REPORT {FPRNR2-6} Ä ---------------------------------------------------------290
YEARLY RUN {FPRO-4} Ä ------------------------------------------------------------------------------------------------291
7.1.
IRP5(C) REPORT {FPRY-3} Ä ---------------------------------------------------------------------------------------291
7.2.
TAXABLE BENEFITS REPORT {FPRY-4} Ä ----------------------------------------------------------------------291
7.3.
EARNING / DEDUCTION SUMMARY {FPRY-21} Ä -----------------------------------------------------------291
7.4.
GENERATE STATS GROSS SALARY {FPRY-22} Ä -------------------------------------------------------------293
7.5.
YEAR-END CLOSE {FPRY-23} Ä ------------------------------------------------------------------------------------295
7.6.
PRODUCE IRP10A {FPRY-27} Ä------------------------------------------------------------------------------------296
7.7.
MENU FOR UPDATE OF NEW NOTCHES {FPRY-28} Ä------------------------------------------------------305
7.7.1.
Create Old Notch File {FPRU-1} Ä ------------------------------------------------------------------------------305
7.7.2.
Create New Notches {FPRU-2} Ä ------------------------------------------------------------------------------305
7.7.3.
Update Employee Notch with New Notch {FPRU-3} Ä ---------------------------------------------------306
7.7.4.
Rollback of Update {FPRU-4} Ä --------------------------------------------------------------------------------306
7.7.5.
Update Individual Scales {FPRU-5} Ä -------------------------------------------------------------------------306
7.7.6.
Back-pay Calculation {FPRU-6} Ä ------------------------------------------------------------------------------306
7.8.
W.AS.8 REPORT {FPRY-5} Ä -----------------------------------------------------------------------------------------308
7.9.
EVALUATION OF PENSION FUND FOR TEMPORARY EMPLOYEES {FPRY-6} Ä ------------------312
7.10.
8.
9.
E/D PER GLA SUMMARY {FPRY-24} Ä------------------------------------------------------------------------314
CORRESPONDENCE SUBSYSTEM {FPR-4} / {FPRCOR} Ä ----------------------------------------------------316
8.1.
INTRODUCTION ------------------------------------------------------------------------------------------------------------316
8.2.
CHEQUE RECIPIENTS {FPRCOR-3} Ä -----------------------------------------------------------------------------316
8.3.
IRP5 / IT3(a) RECIPIENTS {FPRCOR-4 and 5} Ä --------------------------------------------------------------316
SITE (STANDARD INCOME TAX ON EMPLOYEES) {FPRN-25} -----------------------------------------------318
9.1.
INTRODUCTION ------------------------------------------------------------------------------------------------------------318
9.2.
DEFINITIONS THAT APPLY TO SITE ---------------------------------------------------------------------------------319
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9.3.
CALCULATION AND ADJUSTMENT OF SITE ---------------------------------------------------------------------320
9.4.
CHECK LIST FOR SITE ADJUSTMENTS and IRP5/IT3(a) CERTIFICATES-------------------------------324
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Copyright ITS
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viii
Introduction
1.
Chapter 1
INTRODUCTION {HRM -2} Ä
1.1.
GENERAL INFORMATION
This is User Manual for the ITS Payroll System. It is one of a series of manuals
covering the ITS Systems, of which a complete list can be found in the General Support
System Manual. The reader is referred to Section 1.3 for an overview of this system.
The contents of this manual are:
Chapter 1:
Chapter 2:
Chapter 3:
Chapter 4:
Chapter 5:
Chapter 6:
Chapter 7:
Chapter 8:
Chapter 9:
Introduction
System Maintenance
Code Sub-system
Operational Menu : Global Detail
Operational Menu : Individual Detail
Operational Menu : Monthly Run
Operational Menu : Yearly Run
Correspondence Subsystem
SITE
{FPR-2}
{FPR-3}
{FPRO-1}
{FPRO-2}
{FPRO-3}
{FPRO-4}
{FPR-4}
{FPRN-25}
The symbol Ä after a menu option indicates that the following section of the manual is
available as on-line help by using Help Button on the menu.
It is assumed that the reader is already familiar with the general operation of the menus
and the keyboard. For easy reference, an “Example Function Key Layout” can be found
at the back of this manual.
The reader is reminded that the copyright of the ITS systems and documentation remains
with ITS, and that users thereof are contractually prohibited from providing information
thereon to third parties, such as other educational institutions.
1.2.
OVERVIEW OF FINANCIAL SYSTEM
The ITS Financial System (Menu option {FRM}) consists of the following modules (Menu
option in brackets):
The modules are listed in sequence under {FRM}:
1.
2.
3.
{FCT}
{FCMR}
{FACB}
Counter Subsystem (Receipts/Ad Hoc Payments)
Mail Recording System
ACB System
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Introduction
4.
5.
7.
8.
21.
22.
23.
24.
27.
28.
29.
Chapter 1
{FIN}
{FEBC}
{FPM}
{FLL}
{FSA}
{FBL}
{FAR}
{FSDC}
{FCS}
{FGL}
{MEB}
Investment Recording System
Electronic Bank Conversion
Procurement Management (PMIS)
Long-Term Loans
Student Accounts
Bursaries And Loans
Accounts Receivable
Debt Collection Interface
Code Structures
General Ledger
Income And Expense Budgeting
All of these modules are fully integrated with one another, and also with the other ITS
Systems such as Personnel, Student Information and Asset Inventory. More detail on the
individual modules is found in the appropriate User Manuals.
A comprehensive system of access control applies to these modules.
1.3.
OVERVIEW OF PAYROLL SYSTEM
The ITS Payroll System comprises in general terms:
∗ salary-related detail of employees, for instance salary scales and notches, tax and
bank detail, bonus and increase dates, etc.
∗ user-maintained tables which are used for calculations, for instance pension-, medical
aid - and group insurance fund tables, general calculation tables and earnings and
deductions
∗ the calculation phase which is based on monthly pay cycles ; several monthly
calculations, and several pay dates within each calculation, are allowed
∗ comprehensive reporting like payslips, tax certificates, reconciliation-, summary-,
posting-to-GL- and statutory reports.
Some of the benefits and features of the system are:
− all the standard earnings and deductions applicable to tertiary institutions are
handled
− the maintenance of statutory tax- and tax-related tables and the production of
statutory reports are fully supported by ITS
− compensation pa ckages are based on user-defined earnings and deductions ,
and may be specified at a global level per appointment type using powerful
calculation methods, thereby saving about 70% of the effort required to advise
packages at individual level and reducing the maintenance effort proportionately
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Introduction
Chapter 1
− salary payments can be done via tape transfer (i.e. ACB), bank list, cheque or cash;
coinage lists are provided
− bond repayments can be done via tape transfer or bank list
− any number of pay points can be defined, and payslips can be sorted within payment
method by pay point; pay distribution lists are provided per pay point
− a powerful pro forma payslip facility which simplifies the handling of queries and
advance payments
− a rollback facility which allows re-calculation for all personnel or only selected
individuals
− up to twelve tax periods per year per person are catered for, taking full account of
broken service periods, tax certificates being automatically issued for these tax periods
− posting of transactions to the ITS General Ledger is automatic
− both the STATS Cycle (January to December) and the Tax Cycle (countrydependent) are catered for, and STATS Gross Salary calculations are done
automatically.
1.4.
LINKING WITH OTHER ITS SYSTEMS
The ITS systems are designed with a view to eliminating the entry of duplicate information
into different systems, thus leading to the integration of systems with one another. This
integration, in turn, results in interdependence of systems . The extent to which this
applies to the Payroll System is discussed in this section.
1.4.1.
Financial Code Structure Subsystem (CSS)
Certain information is pre-requisite for the operation of the Payroll System.
1. The debits and credits generated by the Payroll System are posted to specific
General Ledger Allocations, which are maintained in the Financial Code Structure
system via menu option {FCSO-6}. They are also used for validation purposes and to
generate a transaction file for the General Ledger (GL). These GLA's must be created
before posts can be created in the Personnel System and before earnings and deductions
can be specified in the Payroll System.
2. The institutional bank account for salary payments, as well as the information required
for producing ACB tapes, must be set and maintained on menu option {FCSC-5} in the
Financial Code Structure system, for subsystem “PR”.
3. The posting program {FGLP-5} will post all salary transactions that have not yet been
posted, as well as reversing rolled-back transactions, which had already been posted
before rollback.
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Introduction
Chapter 1
4. The program, which generates cheques, {FPRN-5}, will also generate a number of
GL- and Cash Book transactions for the five events, which have bearing on salary
calculations.
1.4.2.
Student Accounts
Direct posting of fees deductions and study subsidies from the Payroll System to Student
Accounts is possible.
1.4.3.
Staff Loans Subsystem
Staff loan repayment transactions can be copied in batch to the Payroll System and
subsequently credited in batch to the staff debtor’s accounts.
1.4.4.
Personnel System
The degree of integration between the Payroll and Personnel Systems is very high. Apart
from the obvious fact that a personnel record must exist before an employee can be
compensated via the Payroll System, there are many other areas of interdependence:
1. Three code structures which are a prerequisite for creating personnel records and
which are maintained in the Personnel System, are vital for the calculation of salaries,
and should be maintained by senior officials only, namely:
a) Appointment Types {PACS-1}
Since compensation packages can be defined at a global level per Appointment
Type , careful definition of these Types can result in a dramatic reduction of the amount of
detail that has to be specified at individual employee level in the Payroll System, thereby
reducing the maintenance effort significantly.
b) Rank Definitions {PACS-2}
In the Payroll System the salary scale of an employee is linked to the Rank at which
he/she is actually appointed. The user defines the relevant scale(s) for each rank, which
then default(s) to an employee who is appointed at the “Authorised Rank” for his/her post.
When new salary scales are implemented, the correct new scale will automatically
be assigned to all such employees.
Upon creation of a new rank the system will default the built-in scale 9999 with zero
financial values to this rank, since each rank must be linked to a scale. The next logical
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step, before an employee can be appointed to this rank, would then be to link the correct
scale(s) to the rank.
c) Post Definitions {PACS-4}
In the tertiary environment, Council normally approves a post at a certain level of seniority
(which is linked to an authorised rank) and at a certain salary scale. In practice, however,
the rank of an employee may differ from the authorised rank, e.g. the authorised rank for a
vacant post is “Professor”, but the person is appointed to this post at the rank (and hence
salary) of “Senior Lecturer”. Other examples would be two junior people sharing a senior
post, an employee on a personal (ad hominem ) scale, etc. In such cases salary scales
must obviously be assigned individually, and will remain effective for these employees until
individually changed again.
More detail about the following relevant data elements is found in the Personnel System
User Manual:
−
−
−
−
−
Appointment Types
Authorised Rank
Post Code and Description
Allocation of Posts to different Departments
GL-Allocation to which the cost will be debited.
2. Shared Information {PBOP}
Much of the information kept in an employee's record is related to the personnel function
only, but the following is relevant to the salary function:
−
−
−
−
−
−
−
−
−
−
−
−
−
−
−
−
Personnel Number
Surname, Initials, First Names and Title
Birth Date
Gender
Marital Status
ID Number
Home Address, Postal Code and Telephone Number
Work Telephone Number
Appointment and Resignation Dates
Appointment Type
Rank
Post and Post Grade
Number of Tax Deductible Dependants
Number of Dependants on Medical Aid
Membership information regarding Pension Funds
Membership information regarding Medical Aid and Group Insurance Funds.
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1.4.5.
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Salary-Related Information
Salary-related information may be of interest to both Salary and Personnel Sections, but
the “ownership” (i.e. the responsibility for updating the information) may differ depending
upon the allocation of responsibilities within an organisation.
Because ITS cannot forecast its “ownership” beforehand, such information is normally
maintained in the Payroll System under menu option {FPRI-1}, “Maintain Fixed Salary
Detail”, and made available for viewing by authorised staff members in the Personnel
System under “Salary-Related Detail”, option {PAOP-8}. In a similar vein, some of the
reporting options are available only in the Payroll System and others in the Personnel
System.
The specific needs of an institution are met by means of the standard access control
feature of the ITS Systems which allows personnel to access menu options as
required.
The salary-related information carried in the database is:
−
−
−
−
−
−
−
−
−
−
−
−
−
Salary Notch, Barrier Notch
Increase Month, First Increase Cycle
Payment Method, Bank Account Type
Bank Account No., Bank Branch Code and Name
Spouse's Names
Bonus Month, Calculation Number, Pay-date
Receiver of Revenue Code
Preferred Language
Income Tax Number
Marital Status for Tax Purposes
Is Bonus Taxed Monthly or Annually?
Pay Point
Stop Payment Indicator with Start and End Pay Cycles.
Those data-elements not discussed in the Personnel System are covered in detail in the
following Sections of this manual.
1.4.6.
Reports Required By Salary Section
The following is a selection of reports produced by the Personnel System, which could also
be of use to the Salary Section:
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−
−
−
−
−
−
−
−
−
−
−
1.5.
Chapter 1
{PBOPR1-3}
{PBOPR1-4}
{PAOPR2-2}
{PAOPR2-1}
{PAOPR2-5}
{PAOPR1-1}
{PAOPR1-2}
{PACSR1-1}
{PACSR1-2}
{PACSR1-3}
{PACSR2-1}
Personnel List
Personnel Control List
List of Personnel per Department
Personnel per Appointment Type
Work-Related Report
Fund Membership Report
Personnel to be Pensioned
Appointment Types List
Ranks List
Posts List
Posts with Expiry Dates
IMPLEMENTATION SEQUENCE
There is a very specific logical implementation sequence for the Payroll System.
The following prerequisite information must exist:
∗ the appropriate GL-Allocations, the transaction types and bank account information;
∗ salary scales, defined via menu option {FPRG-1}, and ranks linked to salary scales,
defined via menu option {FPRG-2}, before personnel records are created;
∗ personnel records created and maintained by the Personnel Section, with the (possible)
exception of the salary-related detail as discussed before.
The following actions must be performed in the sequence as indicated (the relevant menu
options being shown in braces):
1. {FPRG-3}
2. {FPRM-1}
3.
4.
5.
6.
7.
8.
9.
{FCSC-5}
{FPRM-5}
{FPRM-6}
{FPRC-1}
{FPRC-2}
{FPRC-3}
{FPRG-3}
10. {FPRG-5}
11. {FPRG-6}
Define Funds (Pension, Provident, Retirement Annuity,
Medical Aid, Group Insurance and Other funds)
Supply Institution Tax Number, UIF Registration
Number, Contact Person, Start of Tax Year, Sort
Sequence for Salary Reports and Cash Rounding Details
Supply ACB Transfer Details
Define Default Bonus Months and Pro Rata Indicator
Define Access Control per Appointment Type
Define Banks and Branches for Employees
Supply Receiver of Revenue Detail
Define Pay Points
Define Lookup Table Types (Pension, Medical Aid,
Group Insurance, Non-RSA PAYE)
Supply Lookup Table Detail
Define Earning/Deduction Types
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12.
13.
14.
15.
16.
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{FPRG-7}
{FPRI-3}
{FPRI-1}
{FPRI-2b1}
{FPRI-2b2}
Create Global Earning/Deduction Detail
Supply Individual Salary Scales
Supply Fixed Salary Detail for Employees
Create Individual Earning/Deduction Detail
Maintain ACB Tape Credits.
The bulk of the routine maintenance load in the Payroll System would obviously lie with
items 14 through 16. Item 6 would be updated if a new employee has an account with a
bank and/or branch that is not yet on the system, or if an employee changes banks. Item
10 would require action only when the rules of a Scheme change. Item 13 would have to
be done when a new set of salary scales is implemented.
1.6.
USE OF COMPUTERISED PAYROLL SYSTEMS IN THE RSA
The following notes apply to RSA users of the ITS Payroll System.
In terms of directive 18/13/5/6, from the Commissioner of Inland Revenue, dated 199207-10. “It is no longer required of an employer to obtain authority from this office to
make use of the statutory rates of tax or for a computer service bureau to obtain
authority to supply an employer with a computer programme for the calculation of
employees tax deductions”.
ITS Payroll System adheres to the specifications as set out by the Commissioner. Our Tax
Reference Number is 770/07/1239/3.
1.7.
THE IMPORTANCE OF THE INSTITUTION CODE
It is often necessary to determine whether a user is a foreign user or an RSA user,
particularly where tax calculations and -certificates are concerned. The Payroll System
makes this decision on the basis of the Institution Code , as entered on menu option
{GCS-1} of the General Support System. These codes are defined on menu option
{GCS-2}.
RSA users use the approved STATS institution codes as per option {GCS-2}. If a
STATS code has not yet been assigned to an institution, ITS will agree with the user on an
interim institution code.
1.8.
PROCEDURE FOR HANDLING PENSIONERS
When Council approves the payment of contributions (e.g. Medical Aid premiums) on
behalf of ex-employees who are already on pension, such people should continue to be
handled by the Personnel and Payroll Systems.
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STATS Table 4.07 makes provision for such payments under Rowcodes 41018 to
41022, “Payments by employer to retired or retiring member of staff and dependents of
former staff”.
Table 4.07 should be in balance with the first 5 columns of Table 4.4. These expenses
should be allocated to Table 4.4 Rowcode 40722, (Programme 6.1), argument being
that since this is a Council decision and is not within the “normal activities (programmes)”
of the institution, the expenses are allocated to “Top Management”.
The procedures to be followed and their effect are the following:
1.8.1.
Financial System
∗ Depending on management's requirements, a separate Cost Centre can be created via
menu option {FCSO-1} for the expenses to ex-employees, or the cost centre of the
department in which the person had worked before, could be used. (The latter choice is
not recommended, since that department will in reality not incur these costs).
∗ Create the appropriate ledger account(s) via menu option {FCSO -3}, linked to
Account Category 324 = “Compensation: Unclassified” and STATS Rowcode 40722.
∗ Create the appropriate General Ledger Allocation(s) via menu option {FCSO -6},
ensuring that the “Include in STATS” indicator on the cost centre is set to (Y)es.
1.8.2.
Personnel System
∗ Create separate appointment type(s) for the pensioners via menu option {PACS-1},
with “TYPE” = “T”, “FTE” = “0” and “Pay by Claim” = “C”. When menu option {PSOP3}, “Calculate FTE Values”, is executed, the system will set the FTE-values for these
people to zero.
∗ Users are also advised to create special rank(s) for the pensioners via menu option
{PACS-2} with “Subsidy Unit” = “2” and “STATS Level” = “7”. (These ranks will be
linked to the default zero salary scale, which is correct).
∗ Create special post(s) for the pensioners via menu option {PACS-4}, using the
appropriate GLA's.
∗ Create a special Leave Package via menu option {PLCS-1}, “N o Leave Applicable”.
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∗ Resign the person in the normal manner on his/her last day of service via menu option
{PBOP-2}.
∗ Re-appoint the person on the second day of his/her pension period, using above post,
rank, appointment type and leave package, and STATS Category 8, “Excluded from
Personnel STATS”. Note that persons linked to category 8 will NOT be reported on the
Personnel STATS Tables.
∗ (The one-day break in service ensures that, when IRP5 tax certificates are printed for
the tax year during which the person went on pension, an IRP5 will be produced for the
tax period ending on the last day of service. Obviously, since the person receives zero
taxable earnings from the institution thereafter, no future IRP5 or IT3(a) will be
produced, hence the “incorrect” starting date of the pension period has no adverse effect).
∗ Allocate the time of the pensioners 100% to Programme 6.1 via menu option {PSOP6b2}.
NOTE: When the STATS Personnel Detail Validation {PSOP-5} is executed, persons
linked to STATS Category 8 will be excluded.
1.8.3.
Payroll System
∗ Special earning codes must be defined and linked to the appropriate STATS Row
codes in the range 41018 to 41022, via menu option {FPRG-6}.
∗ The various contributions must be advised at individual level using these earning codes,
via menu option {FPRI-2}.
∗ Global transactions must be created via menu option {FPRG-7} for these appointment
types to contra the individual advice’s to the correct control GLA's, an appropriate
calculation method being “6”: “Percentage of Transaction”.
∗ The pensioners will then receive nil payslips, but their contributions will appear correctly
on the appropriate E/D Detail Reports, will be posted as usual to the GL, and will be
allocated correctly on the STATS 4.07 Summary of Earnings {FPRNR1 -26}.
1.8.4.
Financial STATS Reporting:
In step 1 of Phase I of the calculation of Tables 4.4 and 4.07, the system will produce
Table 4.4 based on STATS Gross earnings from the Personnel System, and Table 4.07
using data from the Payroll System.
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Note that the system will calculate STATS Gross for a person with STATS category 8
only if the “Include in STATS” indicator on the cost centre of his/her post is set to ( Y)es.
The system next does a comparison between Table 4.4 and 4.07, and adjusts Table 4.07
to correspond to Table 4.4.
1.9.
HINTS and TIPS
ITS often receives queries about unexpected events regarding salary calculations or
difficulty in reconciling various salary reports. We trust that the information contained in
this section will help to resolve some of these problem situations for our users.
1
Why was a person not calculated for at all for a specific run?
There are five possible reasons, all connected with data:
∗
∗
∗
∗
∗
the person was not in service when the calculation was done;
his/her notch was null when the calculation was done;
the payment method was invalid, i.e. not “C”, “M ”, “T” or “Q”;
the stop pay indicator was set for that pay cycle;
the GLA for the person's post was invalid.
The audit trail of option {FPRNR1 -27} will show whether one of the first four items has
been updated in the meantime. Invalid GLA's are flagged as such at the very end of every
full calculation or single calculation control report.
2
A report which requests a date or dates as input “did not work”, or gave an
Oracle error.
Invariably, a date or dates have been entered in the wrong format. Re-execute the
option, giving careful attention to the format in which the date is requested. Be particularly
careful of the difference between “0” (zero) and O (uppercase letter o).
Should you make a mistake when entering a date, do NOT use the arrow keys to space
back to the wrong character. Instead, always use the “backspace” key to delete
everything up to the wrong character, and retype the entire date from there.
Reports and input screens expect dates in the format “DD-MON-YYYY”. If you enter
such a long date by mistake, you might get an Oracle error “ORA-01830: date format
picture ends before converting entire input string (1830)”, or an RPT error “RPT-0077:
Value entered or set for xxxxxx is greater than declared -- Value truncated”.
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Chapter 1
A report has always worked up to now, but today it is not working.
The possible reason is data. Invariably, the input parameters have been incorrectly
specified. Try again, being very careful about the input.
Sometimes, an input parameter is “hidden”, e.g. for many of the payroll reports the system
looks at the cycle of a record in the “Run Cycle Control File” and/or the “Event Log File”
of menu {FPRM}. All such cases are indicated in the description of the particular report in
this manual. Should a report request no input and still give unexpected results, please
check your manual for the possible cause.
In cases where you have to specify a fairly complex set of input parameters, it is possible
that your parameters might be mutually exclusive. Hence, causing an empty report - e.g. a
report is drawn for person 123456 and appointment type 10, but this person has
appointment type 20 at report date.
4
When a pro forma calculation is done, an empty pro forma is produced
containing the message: “Please note: Stop pay indicator is set for this cycle”.
The reason is data, and can be twofold:
a) The data for the individual being calculated for caused the merge program to abort,
with an Oracle error message. In this case, contact ITS and we will help you to find the
cause of the problem.
b) When a pro forma has been viewed or printed, and the user returns to menu {FPRI}
via “Q”, the message “Busy with Rollback .....” is displayed. The system is now deleting
the user-specific working files which allows the pro forma programs to be multi-user.
It is very important that the “Break” command not be used to cancel the report. This error
also appears to occur when you are connected to the computer via a network and the
network connection is broken whilst you are busy with a pro forma calculation.
Should this happen, the pro forma merge will fail when the next pro forma is done for this
employee, with a “Duplicate value in index” Oracle error. We suggest that in this case
you ask your colleagues not to draw pro forma’s for a few minutes, and run the special
program of option {FPRI-8} to clear the pro forma working files.
5
New Medical Aid, Pension or Group Fund Rules
When these rules change, the user has two options:
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∗ change the existing table immediately before the pay-run when it first applies, without
having to update any global or individual transactions which refer to these funds, or
∗ create an additional table, link it to the fund, create the necessary global and individual
transactions for the new table with a start date for the appropriate month, and put an end
date of the previous month on those global and individual transactions, which refer to the
old table.
Whereas the second option appears to involve more work, it is, in fact, the better way to
tackle the problem. The reason is simple: should any late rollbacks and calculations have
to be done for periods preceding the new table, the old global’s and individuals will still be
in place, and will not have to be advised merely for the purpose of the late events.
Å
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2.
Chapter 2
SYSTEM MAINTENANCE {FPR-2} Ä
Certain information which is required by the Payroll System is seldom updated, e.g.
institutional details, rules regarding bonus payments, the implementation dates for new
salary scale sets, etc. Other information would change on a monthly basis, e.g. the Run
Cycle Control File and Event Log File.
Such information is maintained in this option, which should be accessible only by a senior
staff member who can thus control this sensitive information which, does not
appear on the normal audit trail.
Å
2.1.
INSTITUTION DETAILS {FPRM-1} Ä
Certain information concerning the Institution must be updated prior to the first monthly
run. Fields E to P, which refer to data required for the ACB tape service, are merely
displayed here - the information must be updated via option {FCSC-5} for subsystem
“PR”. The user is referred to the ACB User Manual for more information on
these fields.
A. Institution Tax Number (A15) Supply the tax number of the institution as an
employer.
B. UIF registration Number (A9) Supply the UIF registration number of the
institution. Please make sure that this number is correct as this number will be used to
create the file name, which is sent to the dept of Labour. Should this number be wrong the
file will be rejected. The number should be 0(zero) filled from the left.
C. Start of Tax Year (DD-MON) Supply the start date for the payroll tax period.
D. Contact Person (N9) Supply the number of the contact person for IRP5 tax
certificate purposes.
The next 13 fields are displayed only; they can be updated only in option
{FCSC-5b2}:
E. Installation ID Code (N4) The ID number as assigned by the ACB.
F. User Code (N4) Every user of the ACB facilities is assigned a User Code, which
is the same as the Installation ID Code if the user prepares the transfer tapes in-house.
G. User Generation Number (N4) The first Live User Data Set submitted must
commence with No. 0001, and thereafter must be 1 greater than the last
Generation Number of the User Data Set successfully processed. The system updates
this number after every run, except when a Test Tape was produced or if validation errors
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were encountered. The user will have to reset this field in option {FCSC-5b2} if the
bureau rejects a live tape.
H. Installation Generation Number (N4) The first Live Tape submitted must
commence with No. 0001, and thereafter must be 1 greater than the last Generation
Number of the tape successfully processed. The system updates this number after every
run, except when a Test Tape was produced or if validation errors were encountered.
The user will have to reset this field in option {FCSC-5b2} if the bureau rejects a
live tape.
I.
Type of Service (A10) ACB offers the choice of a ONE, TWO DAY or a
FIVE-DAY service. The system defaults to “FIVE DAY” .
J. User's Approved, Abbreviated Name (A10)
abbreviated name to every user at time of registration.
ACB assigns an approved,
K. Tape Serial Number (A8) This is the number by which the institution identifies the
physical tape that is sent to the bureau; it will also appear on the accompanying Tape
Delivery Advice that is sent to the bureau.
L. Aggregate Value Limit (N15.2) This field represents the maximum total debit
allowed against the user's nominated account number during any ten day period, as agreed
with the bureau. In practice, if the total debits on a tape exceed this amount, the tape will
be rejected unless prior arrangements have been made with the bureau. Program
{FPRN-7} that generates the ACB tape will warn the user if this limit is exceeded, thus
allowing time to make special arrangements.
M. Debit and Credit Item Limits (N15.2) These fields represent the maximum value
of entries homing to one account on any one day by the user, as agreed with the bureau.
In practice, if a user submits more than one entry for the same Action Date against any one
homing account sequentially within a single Data Set, then the combined value of such
entries processed may not exceed these limits. Program {FPRN -7} that generates the
ACB tape will warn the user if this limit is exceeded, thus allowing time to make special
arrangements.
N. Bank Code (N2) The code for the institution's bank from which salary payments
will be done; the name will be displayed. Banks are defined in option {FPRC-1b1}.
O. User Branch (N6) The branch number of the institution's bank; the name will be
displayed. Branch detail is defined in option {FPRC-2b2}.
P. User's Nominated Account Number (N11) The bank account number which will
be debited with salary payments (also via ACB transfers).
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Q. Sort Seq. for Salary Reports Numeric (*) Alphabetic (*) Payslips, Cheques, the
Coinage Analysis report, the Pay Distribution report and the Bank Transfer report are
ordered in pay date sequence, within this by pay point or bank, and where appropriate by
payment method. The user can specify whether personnel should be listed in alphabetic or
numeric sequence on these reports, by setting this parameter = ( A)lphabetic or ( N)umeric.
R. Sort Seq. for Payslip Printing (A1) If this field is left blank, payslips will be
produced in the sequence as per Q above. If an “N” is entered in this field, payslips will
be produced in strict numerical order, irrespective of the setting of Q. None of the other
reports will be affected.
The information on page 2 of this screen need only be entered by those users who wish to
round up their cash payments automatically on an ongoing basis in order to minimise the
handling of small denomination coins:
S. Rounding Unit (N3) The valid entries are the valid coin denominations for a particular
country, up to the value “100 ”. The system defaults to “1 ”. If the value of this field is
“1”, the next six fields can be left blank.
Cash Advance Details:
T.
E/D Code (A4) When a valid code is entered, the name is displayed.
U. GLA (A4 + A8) (UK A6 + A8) When valid cost centre and account codes are
entered, the names are displayed.
The above information pertains to the suspense account for the “Cash Advance”
earnings, which will be created by the system.
Cash Advance Recovery Details:
V. E/D Code (A4) When a valid code is entered, the name is displayed.
W. GLA (A4 + A8) (UK A6 + A8) When valid cost centre and account codes are
entered, the names are displayed.
The above information pertains to the suspense account for the “Cash Advance
Recovery” deductions, which will be created by the system.
During every pay run the previous month's advance (if any) will be automatically deducted
as a normal “Cash Advance Recovery” transaction. Rounding up will then be done if
required, except in three instances:
− in a person's resignation month;
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− if a person has a “Stop Pay” indicator set for the following month;
− if a person has a negative net salary, which is equal to or larger than the specified
rounding unit.
If rounding occurs, a “Cash Advance ” individual advice is created by the salary
calculation program, with E/D Code and GLA as per T and U above at salary level “99 ”,
with IRP5 Box “9999 ” and Calculation Method “3”.
Simultaneously a “Cash Advance Recovery ” advice is created which is valid only for the
following pay cycle, as per the E/D Code and GLA in V and W above. This transaction
lies at salary level “98 ”, with IRP5 Box “9999 ”, Calc Method “3 ”, Start Date = first day of
following month and End Date = last day of following month.
The respective E/D Detail Reports, menu option {FPRNR1 -6}, will contain full detail of
the month's cash recoveries and advances. The Detail of Cash Advances serves as a
“List of Cash Advances to be Deducted during following Pay Cycle”. The posting
to GL occurs as usual.
X. Number of Hours Per Year (N4.4) Supply the number of hours per annum for the
calculation of hourly rate of pay.
Å
2.2.
RUN CYCLE CONTROL FILE {FPRM-2} Ä
The Run Cycle Control File enables the Finance Officer to set start and end dates for
the occurrence of specific events, thereby restricting the different functions to be
performed by the Salary Department to specific times of the month and/or year. In this
way security is improved and the alteration of salary detail during the running of
calculations can be precluded. This file will be supplied open-ended upon installation of
the system, and should be set as soon as possible thereafter to coincide with the first active
pay cycle.
The events are pre-defined and are the following:
The specific menu option(s) which will be controlled by a particular control record being
shown in braces:
Open Events (which are not linked to Pay Cycles or a particular calculation)
G = Global Events, i.e.
{FPRM-4}
Cycles for Scale Sets
{FPRM-5}
Bonus Month
{FPRC-1}
Bank/Branch Detail
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{FPRC-2}
{FPRC-3}
{FPRG-1}
{FPRG-2}
{FPRG-3}
{FPRG-4}
{FPRG-5}
{FPRG-6}
{FPRG-7}
Chapter 2
Receiver of Revenue Detail
Pay Points
Salary Scales
Rank/Salary Scale Combination
Funds Detail
Lookup Table Types
Lookup Table Detail
Global Earning/Deduction Types
Global Earning/Deduction Detail
I = Individual Events, i.e.
{FPRI-1}
{FPRI-2b1}
{FPRI-2b2}
{FPRI-3}
{FPRI-21}
Individual Fixed Salary Detail
Individual Earnings/Deductions
Maintain ACB Tape Credits
Individual Salary Scales
Clearing of Calculation Quantities
Linked Events
{FPRN-1}
{FPRN-2/3}
{FPRM- 28}
{FPRN- 28}
{FPRN-4}
{FPRN-5}
{FPRN-25}
{FPRY-27}
{FPRN-7}
{FPRY}
{FPRN-23}
{FPRN-3}
A = Automatic Increases
=
Salary
C
Calculations
U = UIF Tape Creation
Creation of UIF File
P = Print Payslips
Q = Generate Che Ques & Close Month
R = ( SITE Calcs;
( Print IRP5 Tax Certificates
T = Generate ACB Tape
Y = Yearly Run and Reports
X = Late Rollback
Z = Late Calculation
B = Biographical Detail
When the option is queried, twelve records corresponding to the above events will be
displayed. The following information can be updated:
A.
Frequency (A1) Supply the payment frequency. Valid values are (A)nnual,
(M)onthly or (W)eekly.
B.
Week/Month (MM) For the events “G”, ”I”, “X”, “B” and “Z” the month
defaults to zero, and the system treats these as open eve nts irrespective of what may be
entered. The number of the month and the year (i.e. pay cycle ) must, however, be
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specified for the other events; e.g. if the August 1992 Salary Calculation is to be run, the
month for “C” will be set to “08” and the year to “92”
C.
Year (YYYY) The same remarks as above apply.
D.
Calc Number (N1) The events “G”, ”I”, “X” and “Z” are not linked to a
particular calculation number, nor are “Automatic Increases”, “Generate ACB Tape” or
“Yearly Run and Reports”. All other events must be linked to a particular calculation
number
E.
Start Date (DD-MON-YYYY) Specify the earliest date on which this event is
allowed, thus preventing alteration of information in advance.
F.
End Date (DD-MON-YYYY) Specify the latest date on which this event is
allowed, thus preventing alterations in arrears.
G.
Cycle From/To (YYYYMMDD) These cycles will default from menu option
{FPRM-21} and cannot be updated.
Whenever one of the linked events A, C, P, Q, T, U, X or Z occurs, the system will create
a record in the Event Log File. With the exception of the P, T, X and Z records, the
existence of such a record will prevent the repetition of this event during the current pay
cycle/calc number, unless the Finance Officer takes the appropriate action (refer Section
2.3 below).
Å
2.3.
EVENT LOG FILE {FPRM-3} Ä
The execution of events during a payroll should occur in a fixed sequence. This file logs the
occurrence of these events, which are discussed in Section 2.2.
When the option is executed, a query will show all occurrences of those events, which are
linked to pay cycles in descending date order. The event code, description, pay cycle,
calculation number, sequence number, pay date, person number, pay frequency, Oracle
username of the person who executed the option, and the date and time of execution are
logged. In the case of late rollbacks and calcs, the personnel number of the employee who
was affected is also logged.
Only the system can create records in this file, and records cannot be altered.
“C” (Salary Calculations) records can be deleted repeatedly during the current
pay cycle/calc number if errors are detected and reruns are required, but only until
such time as the cheques have been generated for the particular calc number. This
means that any subsequent changes to personnel information cannot influence the results of
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the current calc number, and the salary department can proceed with payment by printing
cheques and by generating transfers to banks and the coinage analysis report.
By the same token the salary file for previous cycles is protected against (accidental)
deletion by means of a full rollback.
An audit trail of the Event Log File between given pay cycles can be requested via option
{FPRMR1-2}. This audit trail is important, particularly in view of late rollbacks and
calculations.
Å
2.4.
CYCLES FOR SCALE SETS {FPRM-4} Ä
A scale set consists of all salary scales, which are valid for a given period. This option
allows the definition of a new scale set, which will come into effect at some future date.
The system is installed with Scale Set 1 with “Start Month” = 199001, containing only a
zero scale with scale code “9999”. Further detail may be supplied via menu option
{FPRG-1}.
When this option is exercised to create further scale sets, three columns are displayed with
the headings “Scale Cycle ”, “Start Month ” and “End Month”, only the latter being
user-updateable. The following messages are also displayed:
“Upon entering the end-month, the system will create a new scale cycle with start-month
equal to end-month + 1 of the old cycle.
Upon <COMMIT>ting, a new set of scales will be created on the salary scale file with the
new cycle number and scale values of old set”.
Proceed to the last scale cycle which is displayed on the screen by using the <NEXT
RECORD> command, and enter the end month of the old set in the forma t (YYYYMM)
as per above instructions. The end month field for the new set is left blank to indicate that
the time limit of this set has not yet been established. <COMMIT> and <EXIT>, and
proceed to menu option {FPRG-1} to define the new set.
Å
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DEFAULT BONUS MONTHS {FPRM-5} Ä
2.5.
The normal (i.e. default) bonus months in which bonuses will be paid to employees must be
specified in this option. When the option is executed, the system displays:
Please indicate in which cycle the bonus must be paid to
an employee whose birthday is in January
February
March
April
May
June
July
August
September
October
November
December
If all bonuses were to be paid in December, all values would be set to 12, but if employees
were to be paid in their month of birthday except those whose birthdays fall prior to
30 April (in which case they are paid in April), the values would be:
04
for January to April
05 - 12 for May to December, respectively.
When a biographical record is created for an employee, the system will default a bonus
month for this person according to the above table. If an employee's normal bonus
month differs from the above month, his/her bonus month can be changed in option
{FPRI-1}.
A reply is also required to the question:
“Must Bonus Be Prorated In The First Year? (*) Yes (*) No
•
Persons, who reaches the end of their bonus month before their twelfth month of
service, will automatically receive a prorated bonus if this indicator is set to “Y”,
otherwise no bonus.
Persons, who resign before a full bonus year has passed, will receive no bonus
irrespective of the indicator setting. Those who resign on the last day of their bonus
month during their first year of service will receive a prorated bonus if the indicator is
set to “Y”, else no bonus.
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•
Chapter 2
Persons who have been employed for a full year since the previous bonus or since they
joined the institution, qualify for an automatic bonus irrespective of the indicator setting.
Å
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2.6.
Chapter 2
ACCESS CONTROL PER APPOINTMENT TYPE {FPRM-6} Ä
The staff members of a tertiary institution can be divided into three major categories,
namely:
“1 ” = top management
“2 ” = other salaried personnel
“3 ” = wage personnel.
These categories also define the level of access required by a user of the Payroll System to
be able to create, query or update records pertaining to one of the above categories.
Linking each Appointment Type to one or more of the three Access Levels, sets up the
Access Control structure:
A. Type (N4) Enter a valid Appointment Type code, and the name will be displayed.
B. Level (N1) Enter “top management”, “other salaried” or “wage personnel”.
<COMMIT> the records.
As an example, if Appointment Type “10” should be accessible only by Level “1” staff, it
must be linked to Level “1 ” only. If Appointment Type “50 ” should be accessible by all
staff, it must be linked to Levels “1”, “2” and “3”.
If a user tries to query individual salary detail in menu options {FPRI-1/2/3/6} for a
personnel member to whom he/she has no access, the system will respond with “Query
caused no records to be retrieved”. If an attempt is made to create a record for a
person to who access is denied, the system will respond with “Insufficient Privileges ”.
Note that each user of the Payroll System must be given one of these access levels on
menu option {FCSM-5} of the Financial Code Structure System, by setting the “Access
Level In PRS” parameter to “top management”, “other salaries” or “wages personnel”.
Å
2.7.
SUSPENSE ACCOUNT FOR INACTIVE GLA {FPRM-7} Ä
This option allows the user to specify a default suspense account to be used by the salary
calculation program when it encounters a GLA, which is inactive for the current financial
year of the PRS.
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If no GLA is specified here, the calculation program will reject transactions that are linked
to inactive GLA’s, otherwise the GLA specified here will be substituted for the inactive
GLA on the transaction.
When a GLA is entered, the name of the cost centre and account are displayed. The
system merely checks that the GLA has been defined on menu option {FCSO-6}, and
does not verify that it is active for any particular financial year.
Å
VALIDATION CONTROL {FPRM-8} Ä
2.8.
The programs as indicated use the information in this option. The user can turn the various
validation options on or off by changing the “Action?” field to (Y)es or (N)o. The user
cannot insert or delete records from this option.
The records that are currently provided for are:
2.8.1.
A - Automatic Increases - menu option {FPRN-1}
The default value for this field is (Y)es.
•
•
If (Y)es, automatic increases will be done as usual
If (N )o, the program will still insert the “A” record into {FPRM-3}, but no report will
be produced and no increases will be given. This is particularly useful for those
institutions who wish to use salary scales for budgeting purposes, but give the annual
increases on merit only
2.8.2.
N - On-line Notch Validation – menu option {FPRI-1}
The default value for this field is (N)o.
If (Y)es, notches will be validated against salary scales when a notch is updated,
•
and invalid notches may not be <COMMIT>ted
If (N )o, on-line validation will NOT be done
•
2.8.3.
R - Automatic Resignation
•
If (Y)es, the resignation date entered on the Service Record will default to menu
options {USERS-5}, {PAOP-4}, {PAOP-5} and {FPRI-2}.
If (N )o, the resignation date will only default to menu option {USERS-5}.
•
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2.8.4.
Chapter 2
B - Copy Start/End Dates on Individuals – menu option {FPRI-2}
The default value for this field is (N)o.
•
•
Å
2.9.
If (Y)es, the start/end dates of the previous E/D code will default.
If (N)o, the start/end dates will be null.
DATES FOR PAYROLL CYCLES {FPRM-21} Ä
This option is used to define the period applicable to Payroll cycles. These dates are set
when the system is installed but the user may insert new records.
This option consists of two blocks. On the first block, the records created may be viewed.
The second block offers the facility to create new records.
The details for these blocks is as follows:
Block 1 – Dates For Payroll Cycles
A. Tax Year (YYYY) This is a query only field and the Tax Year is displayed
B. Pay Run Cycle Type (A1) This is a query field only and the valid values are
(M)onthly or (W)eekly. The description defaults and cannot be queried.
C. Week/Month Number (N2) Depending on the selection made in B above, the
(M)onth or (W)eek number will be dislpayed.
D. Start/End Date (DD-MON-YYYY) The Start/End dates will be displayed. Can
only query on end date
E. Corresponding Month (N2) This is the only field that can be updated. This field
only applies where B above is (W)eekly and the user can indicate the applicable month
in which the week start/end dates fall.
Block 2 – Generation Of Cycles
As previously mentioned, this blocks affords the facility to create new cycles that do not
exist.
A. Year (YYYY) Supply the Tax Year to generate records for
B. Pay Run Cycle Type (A1) Indicate whether (M)onthly or (W)eekly records must be
generated
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C. First Cycle’s End Date (DD-MON-YYYY) Supply the end date for the first
month or week. The program will use this date to generate the remaining months or
weeks periods. The program will validate that the date provided does fall within the tax
year specified in A above.
After supplying the above, execute <INSERT RECORD> for the program to generate the
desired records. These records can be viewed on block 1.
Å
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2.10.
Chapter 2
Clear Audit Trail {FPRM-22} Ä
Upon entering this option, the user will be prompted for:
Previous Request:
A <LIST OF VALUES> is available and will list all previous report requests. Should the
user select one from the list, the answers supplied will default.
The user is then prompted for the following:
Which data to delete or ALL (as per selection on report
{FPRNR1-27}, including Leave Package
Structure)
Start and end dates for deleting
Are you sure you want to delete ? (Y/N)
(“N”o will abort)
After supplying and is satisfied with the above answers, the user can execute the program
by clicking on the RUN button or use <TAB> to get to the RUN button and use
<ENTER> to execute the program.
PRINT SEQUENCE :
Within event by date-time and user
SYSTEM SELECT
All records between above dates, which are older than 30
days (except for Leave Package Structure, which must be
older than 365 days).
02-AUG-2002
Program : f8Xrpt.rdf V12.0.0.0
:
INTEGRATED TERTIARY SOFTWARE
AUDIT TRAIL DELETIONS BETWEEN 01-mar-1992 AND 31-mar-1990
----------------------------------------------------EXPLANATION OF THE CODES
ACC = GL ACCOUNT
CLN = CALC NUMBER
= REF SAL LEVEL
ACN = BANK ACCOUNT NO CM = CALC METHOD
PENSION S/DATE
ACP = BANK ACCT TYPE CO = CODE
SALARY LEVEL
AD = APPOINTMENT DATE CS = CYCLE START
SURNAME
AM = AMOUNT
DA = DAYS
STOP PAY
AT = APPOINTMENT TYPE DD = DECISION DATE
SEX
BA = BANK ACCOUNT
DF = FROM DATE
TAX
BD = BIRTHDATE
DL = LEAVE DAYS
= TRANS END DATE
FN = FUND
LP = LEAVE PACKAGE
PO = POST
RSL
HL = HIGH LIMIT AMT
LT = LEAVE TYPE
PR = PREF LANG
SD =
HN = HUSBAND's NAME
LU = LOOKUP TABLE
PS = PREV SURNAME
SL =
IC = INCREMENT
ME = MED DEPENDENT
PT = PAY TYPE
SN =
IN = INITIALS
MS = MARITAL STATUS
QT = QUANTITY
ST =
IRP = IRP5 NUMBER
NC = BARRIER NOTCH
RA = RANK
SX =
IT = BANK BRANCH
NM = NAME
RC = REFERENCE E/D
TA =
JD = JOIN DATE
NT = NOTCH
RD = REVISED DATE
TED
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BK = BANK IT NUMBER
DEP TYPE
BM = BONUS MONTH
TAX STATUS
BO = TAX ON BONUS
= TRANS STRT DATE
CC = COST CENTRE
TAX DEPENDENT
CE = CYCLE END
USER
Chapter 2
DT = TO DATE
LA = LEAVE CALC
PA = ADVISED DATE
RE = REMARK
TD =
EDC = E/D CODE
LC = LEAVE CATEGORY
PC = PERCENTAGE
RL = RELATION
TS =
EF = EFFECTIVE DATE
LD = PENSION L/DATE
PD = PENSION DATE
EG = GROUP
LL = LOW LIMIT AMOUNT PDN = PAYDATE NUMBER RO = REC OF REVENUE
FD = LEAVE DATE
LM = LEAVE TERM
DATE
STATUS
PN = PAYPOINT
RN = COUNCIL NO
TSD
TX =
RS = RESIGN DATE
ACB BOND REPAYMENTS
J
01-MAR-92 19:34:03
INSERT
NO=0000001 EDCD=6500 ACTP=C ACNO=11111111111111 IT=70700 PAYNO=2
J
01-MAR-92 19:34:46
INSERT
NO=0000001 EDCD=6510 ACTP=C ACNO=01010101010101 IT=102 PAYNO=1
J
01-MAR-92 19:35:07
BEFORE
NO=0000001 EDCD=6500 ACTP=C ACNO=11111111111111 IT=70700 PAYNO=2
J
01-MAR-92 19:35:07
AFTER
NO=0000001 EDCD=6500 ACTP=C ACNO=11111111111111 IT=102 PAYNO=1
..................................................................................................................
.................
..................................................................................................................
.................
NUMBER OF RECORDS DELETED = 349
***** END OF REPORT *****
Å
2.11.
Delete Old Individual Transactions {FPRM-23} Ä
This option allows the salary officer to delete old individual transactions, typically advice’s
regarding bonuses, medical aid arrears, arrears salary, etc. Many of these are simply there
for one month, and can safely be deleted once the particular tax year has been closed off.
When the option is executed, the system will delete all transactions with an “End Date”
older than a user-supplied date.
A control report lists the deleted transactions. If no transactions are found which meet the
above selection criteria, the following message appears on the report: “No transactions
were found with end date older than supplied date”. An example of this report is
found on the next page.
Upon entering this option, the user will be prompted for:
Previous Request:
A <LIST OF VALUES> is available and will list all previous report requests. Should the
user select one from the list, the answers supplied will default.
The user is then prompted for the following:
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Supply Date (DD-MON-YYYY)
Up to 10 E/D codes to be deleted or “ALL”
If “ALL”, up to 10 E/D codes to be excluded
Are you sure you want to delete these records? (Y/N).
(If the answer is ( N)o, the program aborts).
After supplying and is satisfied with the above answers, the user can execute the program
by clicking on the RUN button or use <TAB> to get to the RUN button and use
<ENTER> to execute the program.
PRINT SEQUENCE: E/D code sequence within personnel number.
SYSTEM SELECT: All transactions with an “End Date” older than above date for the
included E/D Codes. Transactions with null end dates are
not deleted.
08-JUN-2002 13:59
Program : f8Vrpt.rdf
PERS.
NUMBER
3
4
4
12
15
V12.0.0.0
E/D
CODE
START
DATE
9999
0500
1130
0150
01-JUN-1989
01-DEC-1989
01-DEC-1989
01-JUN-1989
3500
END
DATE
INTEGRATED TERTIARY SOFTWARE
PAGE
1
DELETION OF INDIVIDUAL TRANSACTIONS OLDER THAN 01-jan-1990
E/D CODES INCLUDED : all
E/D CODES EXCLUDED : 0400
SAL METH
LEV
30-JUN-1989 99
31-DEC-1989 40
31-DEC-1989 30
30-JUN-1989
0
01-JAN-1977
AMOUNT
GL GL
CC ACCOUNT
3
7729.86 F001 9332
3
1000.00
3
125.00
3
30.00 F001 9338
20-FEB-1981
QTY
REFERENCE FUND
12
5
SOMS
34 6000 01-DEC-1989 31-DEC-1989 52
34 6100 01-DEC-1989 31-DEC-1989 51
34 7300 01-JUN-1989 30-JUN-1989 11
180 6320 01-DEC-1989 31-DEC-1989 74
3
3
3
1000.00 F001 9316
666.66 F001 9316
500.00 6000 0201
F001 9320
G
4.00
G3
180 6330 01-DEC-1989 31-DEC-1989
74
G
F001 9320
5.00
G4
180
180
190
195
1002
8888
8888
155555
18
7400
7400
1105
0200
0310
1170
1170
1130
01-DEC-1989
01-DEC-1989
01-DEC-1989
01-DEC-1989
01-DEC-1989
01-MAY-1989
01-MAY-1989
01-DEC-1989
31-DEC-1989
3
31-DEC-1989
4
31-DEC-1989 40
31-DEC-1989 40
31-DEC-1989 40
30-JUN-1989
2
31-MAY-1989
3
31-DEC-1989 40
D
1
3
3
3
3
3
3
0320 0101
0320 0101
7.13
1000.00
1000.00
1000.00
1500.00
2500.00
1000.00
RECORDS DELETED
***** END OF REPORT *****
Å
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2.12.
Chapter 2
CHEQUE RE-PRINTING {FPRM-24} Ä
This menu option is sensitive to the following System Operational Rule on menu option
{FCSM-1b2}:
Rule
Code
DA
SubSystem
CT
Description
Cheque
authorisation
mandatory
Alpha/
Numeric/
Date
A
Definition
Valid values are (Y)es or (N)o. The defa ult
is (Y)es. Before cheques are printed, must
the authorisation rules that are defined on
menu option {FCSM-6} be applied, (Y)es
or (N)o.
On menu option {FCSM-6}, users who are authorised to effect payments must be
defined. When rule DA is to (Y)es and a cheque generation record, type Q, is generated
by the Payroll System, the “Print Indicator” is set to (H)old. As soon as the user who is
authorised to effect the payment, authorises it, this indicator is set to (N)o by the system.
When the cheque is printed, this indicator is set to (Y)es and it will not be possible to print
the cheque again unless this indicator is reset to (N)o.
It is sometimes necessary to reprint cheques, because of problems during a print run. This
option is then used to reset the print indicators for the damaged Payroll cheques.
On enter of this option, the user will be required to supply a Cashier ID and Password.
The Cashier ID and Password will not be required in the event where the user only wants
to query payment records.
The screen displays the following information:
−
−
−
−
−
−
Payment Method (always “Q”)
Cheque Number (as assigned by system)
Cheque Date
Personnel Number and Name
Amount
Print Indicator.
This option will display only those cheques created by the Payroll System. Only the “Print
Indicator” is updateable.
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<ENTER QUERY>, then enter the date on the cheques in the “Cheque Date” field.
<EXECUTE QUERY> will then show all cheques generated for that date, and the
appropriate Print Indicators can be set to “N”o, followed by a <COMMIT>.
Å
Mentor/Tutor Claims Authorisers {FPRM-25} Ä
2.13.
This option provides the facility to record users who are authorised to approve
Mentor/Tutor claims
This option contains the following fields:
A. User Code (A8) Supply the user code as defined on menu option {USERS-5}.
The name will default to the ‘User Name’ Field.
B.
Region (A2) Supply the region for which the user may authorise. The name will
default to the ‘Region Name’ field.
C. Department (N4) Supply the department, for the region, for which the user may
authorise. The name will default to the ‘Department Name’ field.
D. Minimum Amount (N17.2) Supply the minimum value of a claim that the user
may authorise.
E.
2.14.
Maximum Amount (N17.2) Supply the maximum value of a claim that the user
may authorise.
Å
Query Event U Posting Dates {FPRM-27} Ä
This option provides the facility to query post dates linked to a particular UIF tape
generation record. Event U, that exists on the event log file.
Users can only query on this option and consists of the following:
A. Type (A1) The only value allowed is event U
B. Cycle (YYYMM) The applicable cycle for which a tape has been generated
C. Start Posting Date (DD-MON-YYYYHH24MISS) The first post date
associated with this cycles tape generation record
D. End Posting Date (DD-MON-YYYYHH24MISS) The last post date
associated with this cycles tape generation record
This information may be used to regenerate a UIF file.Å
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2.15.
Chapter 2
Reprint/Regenerate UIF File {FPRM-28} Ä
This option provides the facility to reprint or re-generate a UIF File previously
generated and for which a record, event U, exists on the event log file
Upon entering this option, the user will be prompted for:
Previous Request:
A <LIST OF VALUES> is available and will list all previous report requests. Should the
user select one from the list, the answers supplied will default.
The user is then prompted for the following:
Enter Cycle To Be Used (YYYYMM)
Enter Start Posting Date (DD-MON-YYYYHH24MISS)
Enter End Posting Date (DD-MON-YYYYHH24MISS)
Is This A (T)est Or (L)ive Tape (A1)
Must E-mail Address Be Included (Y/N)
Supply Calculation Number or ALL (N2)
Supply Calculation Sequence Number or ALL (N2)
Supply The First Of Ten Employer Deduction Codes (A4)
Supply The Second Deduction Code or <RETURN>
Supply The First Of Ten Employee Deduction Codes (A4)
Supply The Second Deduction Code or <RETURN>
Do You Want To Include Banking Details (Y/N)
An example of the output is as follows:
Å
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2.16.
2.16.1.
Chapter 2
REPORTS
Institution Details {FPRMR1-1} Ä
Upon entering this option, the user will be prompted for:
Previous Request:
A <LIST OF VALUES> is available and will list all previous report requests. Should the
user select one from the list, the answers supplied will default.
This report does not have parameters.
SYSTEM SELECT:
DATE : 02-AUG-2002
Program : f8Crpt.rdf
Information on screen 1 of option {FPRM-1}
INTEGRATED TERTIARY SOFTWARE
PAGE NO : 1
V12.0.0.0
INSTITUTION DETAILS FOR CYCLE : 9209
------------------------------------
INSTITUTION CODE
DETAILS OBTAINED FROM
SUB-SYSTEM
INSTITUTION TAX NUMBER
999
INTEGRATED TERTIARY SOFTWARE
PR
ITS-Tax-no
ACB DETAILS
----------INSTITUTION ID.
NUMBER
999
USER CODE
999
USER GENERATION NUMBER
32
INSTALLATION GENERATION NUMBER
32
TYPE OF SERVICE
TWO DAY
ABBREVIATED NAME
ITS-ACB
TAPE SERIAL NUMBER
AGGREGATE VALUE LIMIT
INSTITUTION BANK
ITSACB
2000000.00
20
FIRST NATIONAL BANK
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USER BRANCH
INSTITUTION'S ACCOUNT NO.
20103
CENTRAL
12345678901
Å
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Chapter 2
Event Log Audit Trail {FPRMR1-2} Ä
2.16.2.
Upon entering this option, the user will be prompted for:
Previous Request:
A <LIST OF VALUES> is available and will list all previous report requests. Should the
user select one from the list, the answers supplied will default.
The user is then prompted for the following:
Start and end dates for audit trail
Do you wish to see only late events ? (Y/N)
Personnel number or “ALL”
Username or “ALL” (the Oracle username)
After supplying and is satisfied with the above answers, the user can execute the program
by clicking on the RUN button or use <TAB> to get to the RUN button and use
<ENTER> to execute the program.
PRINT SEQUENCE: If all events are selected, the records are printed in
descending date-time sequence, irrespective of the type
of event;
If only late events are selected, the “X” and “Z” records
are grouped by personnel number in descending datetime sequence.
SYSTEM SELECT:
All records in Event Log File between above dates,
subject to selection of late events only.
DATE : 02-AUG-2002
page
1
INTEGRATED TERTIARY SOFTWARE
AUDIT TRAIL of EVENT LOG FILE for PERIOD : 01-mar-2002 -> 31-jul-2002
Late Events ? = Y ; Person = ALL ; Username = ALL
(Program : f87rpt.sql)
PERSON
CALC
NUMBER EVENT
EVENT NAME
CYCLE
DATE
TIME
USER
NUMBER
-------- ----- -------------------- ----- ------------------ -------- -----140857 Z
LATE CALCULATION
9205 09-JUL-92 16:14:03 J
1
X
LATE ROLLBACK
9205 09-JUL-92 16:13:31 J
1
6922
X
LATE ROLLBACK
9203 02-MAR-92 16:34:16 J
1
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 42 of 332
System Maintenance
Chapter 2
6666
Z
X
LATE CALCULATION
LATE ROLLBACK
9203 02-APR-92 17:24:11 J
9203 02-APR-92 17:22:49 J
1
1
2804
Z
X
LATE CALCULATION
LATE ROLLBACK
9208 19-JUL-92 16:32:16 J
9208 19-JUL-92 16:31:02 J
1
1
1457
X
X
LATE ROLLBACK
LATE ROLLBACK
9203 02-MAR-92 17:25:56 J
9203 02-MAR-92 16:34:04 J
1
1
916
Z
X
Z
X
Z
X
LATE
LATE
LATE
LATE
LATE
LATE
9206
9206
9205
9205
9202
9202
2
2
2
2
2
2
CALCULATION
ROLLBACK
CALCULATION
ROLLBACK
CALCULATION
ROLLBACK
30-JUN-92
30-JUN-92
01-JUN-92
01-JUN-92
25-MAR-92
25-MAR-92
11:50:00
11:49:18
08:44:57
08:44:21
09:47:28
09:45:22
J
J
J
J
J
J
Å
Print Dates For Payroll Cycles {FPRMR1-3} Ä
2.16.3.
Upon entering this option, the user will be prompted for:
Previous Request:
A <LIST OF VALUES> is available and will list all previous report requests. Should the
user select one from the list, the answers supplied will default.
The user is then prompted for the following:
Enter Start Tax Date (DD-MON-YYYY)
End Tax Date (DD-MON-YYYY)
The Pay Frequency (M)onthly (W)eekly or (A)ll
After supplying and is satisfied with the above answers, the user can execute the program by
clicking on the RUN button or use <TAB> to get to the RUN button and use <ENTER> to
execute the program.
29-JUN-2002 14:43
Program : f94ccc.pc
V12.0.0.0
INTEGRATED TERTIARY SOFTWARE
Dates For Payroll Cycles
Start Tax Date
01-MAR-2000
End Tax Date
28-FEB-2001
Pay Frequency (M)onthly (W)eekly (A)ll
Sorted by Payroll Type , Date
Tax
Year
----
Freq
Ind
----
2000
2000
M
M
W/M
Num
---
Date
----
3
4
31-MAR-2000
30-APR-2000
Page :
1
A
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 43 of 332
System Maintenance
2000
2000
2000
2000
2000
2000
2000
2000
2001
2001
M
M
M
M
M
M
M
M
M
M
5
6
7
8
9
10
11
12
1
2
Chapter 2
31-MAY-2000
30-JUN-2000
31-JUL-2000
31-AUG-2000
30-SEP-2000
31-OCT-2000
30-NOV-2000
31-DEC-2000
31-JAN-2001
28-FEB-2001
Å
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 44 of 332
Code Subsystem
3.
CODE SUBSYSTEM
Chapter 3
{FPR-3} / {FPRC}
The Code Subsystem contains user-maintained tables which are widely used in the Payroll
System, but which are not directly accessed by the calculation program.
3.1.
BANK/BRANCH DETAIL {FPRC-1} Ä
The Payroll System requires bank information at institutional and employee level, which is
maintained in this two-Block option.
Block 1: BANK INFORMATION {FPRC-1b1}
The system is provided with a basic list of sixteen banks and five building societies, which
can be updated and expanded by the user under this option.
The following information is required:
A. Bank Code (N2) A unique code to identify the bank or building society.
B. Bank Name (A30) The name of the bank or building society. The system comes
with English names, but the user can provide alternate names if desired.
C. Bank or Building Society (*) Bank (*) Building Society This indicator tells the
system whether this is a (B )ank or a Building (S )ociety, to enable the transactions to
be handled correctly for the ACB. The system defaults to (B)ank.
Block 2: BRANCH DETAIL {FPRC-1b2}
The institution's bank branch from which the ACB transfers will be done, and the branches
of the banks or building societies to which the earnings of employees will be paid over or
transferred, are defined here.
Every branch of a commercial bank or building society in the RSA is uniquely identified by
the first six digits of the so-called IT-number, which normally appears at the top right hand
corner of cheques. The usual format is 16-04-45-00.
To add records to this Block, the appropriate bank code must be queried in Block 1 and
the user moves to Block 2 with the <NEXT BLOCK> command. The bank code will be
displayed, and the following information can be supplied:
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 45 of 332
Code Subsystem
Chapter 3
A. Branch (N6) This number forms part of the information on the ACB tape, and no
transfer can be made if it is not available.
In the case of a bank branch, the first six digits of the IT-number must be supplied,
in the above example 160445.
In the case of building societies which subscribe to the ACB service, one record per
society must be created here with the branch code as indicated (refer ACB Magnetic
Tape Service User Notices 64/92 and 65/92):
BANK NAME
-------------------ALLIED BANK
NBS BANK LTD
SAAMBOU BANK
PERM
UNITED BANK
EP BUILDING SOCIETY
UNIBANK
BRANCH
CODE
--------420005
720026
730045
760005
632005
780017
790005
Please note that the above reference to PERM has bearing on all accounts
OTHER THAN current accounts. PERM current accounts must be linked to
NEDBANK branch 147105 “PERM Central”.
B. Branch Name (A30) e.g. Church Street, Pretoria. In the case of building societies,
which subscribe to the ACB service, the branch name is “ACB BRANCH” in all
cases.
C. Address and Postal Code (4xA30+A4) This information is optional, and is not
used by the standard system. User-written programs for corresponding with banks,
etc can access it.
Å
3.2.
RECEIVER OF REVENUE DETAIL {FPRC-2} Ä
The codes, names and addresses of the different tax offices applicable to employees are
maintained here. The following information must be supplied:
A. Receiver Code (A4) A unique code
B. Receiver Office (A30) The official name of the Office of the Receiver of Revenue.
IRP5’s will be addressed to this name. Please note that the IRP5 form currently
allows for a maximum of 18 characters only.
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 46 of 332
Code Subsystem
Chapter 3
C. Receiver Address and Post Code (A30x4+A4) The postal address and code of
the above office. These fields are not mandatory.
Å
PAY POINTS {FPRC-3} Ä
3.3.
A table of Pay Points can be created and maintained in this option. The following
information is required per pay point:
A. Pay Point (A4) A unique number to identify the pay point.
B. English Pay Point Name (A40) An appropriate description must be supplied.
C. Alternate Pay Point Name (A40) This information must be supplied if any
employees have indicated an alternate preferred language, since this name is printed
on the payslip. If no alternate pay point name is supplied, the payslip program will
default to the English pay point name.
D. Person Responsible (N9) The personnel number of the paymaster for this pay
point must be supplied. The person's name will be displayed when a valid number is
entered, and will appear on the Pay Distribution List.
Å
NOTCH CHANGES/STOP PAYMENT CODES {FPRC-4} Ä
3.4.
This option provides the facility to define codes for stop payment and notch changes.
When this option is executed, the user will be presented with two options, namely:
1. Reason Codes for Notch Change; and
2. Reason Codes for Stop Payments
If the user selects 1, codes can be defined for notch changes as follows:
A.
Reason Code (A2) Supply a unique code for the reason code
B.
Description (A30) Supply a suitable description for the reason code.
If the user selects 2, codes can be defined for stop payments. The fields to complete are
the same as described above.
Å
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 47 of 332
Code Subsystem
Chapter 3
MANAGEMENT REPORT STRUCTURE {FPRC-7} Ä
3.5.
This four-Block option allows the user to define the structure of a Management Report,
which is printed by option {FPRNR2-22}.
The concept is simple: the standard Payroll reconciliation reports are oriented towards
individual earnings or deductions, but management has needs for flexible reporting on
salary expenditure, where earnings and deductions must be grouped together in various
ways for various reports. The user must therefore be able to define:
−
−
−
−
a heading or description for each report
a description or name for the various E/D groups
the contents of each E/D group
the structure of each report, i.e. the various groups that will belong to a particular
report.
The four Blocks in this option allow exactly this.
Block 1: REPORT DESCRIPTION {FPRC-7b1}
A. Report Code (A2) A unique two-character code for each report.
B. Description (A35) Supply a suitable description for the report e.g. “Council's
Contributions”.
Block 2: E/D GROUP DESCRIPTION {FPRC -7b2}
A. Group Code (N2) A unique two-digit code for each group.
B. Description (A35) Supply a suitable description for the E/D group e.g. “Pension
Funds”.
Block 3: E/D GROUP CONTENTS {FPRC-7b3}
In this Block, we define which E/D Codes belong to each group as defined in Block 2:
A. Group Code (N2) One of the codes as defined in Block 2. When the code is
entered, the description is displayed. The <LIST> command will show valid codes.
B. E/D Code (A4) A valid E/D Code as defined in {FPRG-6}. When the code is
entered, the description is displayed. The <LIST> command will show valid codes.
There is no limit to the number of E/D Codes that can be linked to a group.
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 48 of 332
Code Subsystem
Chapter 3
Block 4: REPORT STRUCTURE {FPRC-7b4}
All that remains now, is to tell the system which groups belong to which report, as
follows:
A. Report Code (A2) A code as defined in Block 1. When the code is entered, the
description is displayed. The <LIST> command will show valid codes.
B. E/D Group Code (N2) A code as defined in Block 3. When the code is entered,
the descriptio n is displayed. The <LIST> command will show valid codes.
There is no limit to the number of E/D Groups that can be linked to a report. A particular
group can be used in more than one report. The user should note that nothing prevents an
E/D code from being used in more than one group either, which means that it is possible to
link an E/D code twice to the same report.
The report of option {FPRCR1 -21}, which prints the structure of a report based on the
information in the foregoing Blocks, is useful for identifying such duplications of
transactions.
Å
IRP5 TOTALS {FPRC-21} Ä
3.6.
The IRP5 certificate is printed on pre-printed stationery with total boxes as prescribed by
the Receiver of Revenue. When creating earnings and deductions, the user must indicate
into which IRP5 total box the specific transaction should be posted.
This Block cannot be updated by the user and displays the following:
A.
B.
C.
D.
E.
F.
G.
IRP5 Code
Foreign IRP5 Code
English Description
Alternate Description
Taxable/Non-Taxable
Linked To E/D Code?
Tax Code Groupings
ITS has added a Box “9999 ” (“Non IRP5 Total”) to cater for amounts which should
NOT appear on the IRP5, e.g. deductions paid over on behalf of an employee.
The IRP5 Boxes for non-RSA users will be defined as per the instructions of the Receivers
of Revenue in those countries.
Å
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 49 of 332
Code Subsystem
3.7.
Chapter 3
REPORTS
3.7.1. IRP5 Total Numbers {FPRCR 1-1} Ä
Upon entering this option, the user will be prompted for:
Previous Request:
A <LIST OF VALUES> is available and will list all previous report requests. Should the
user select one from the list, the answers supplied will default.
This report does not have parameters.
PRINT SEQUENCE :
IRP5 Box sequence
SYSTEM SELECT
All records in table
29-JUN-2002 5:11:53
V12.0.0.0
:
page
1
INTEGRATED TERTIARY SOFTWARE
List Of IRP5 Total Numbers For Cycle : 199912
(Program : f85rpt.sql)
IRP10
Code
-----3601
3602
3603
3604
3605
3606
3607
3608
3609
3610
3611
3612
3696
3697
3698
3699
3701
3702
3703
3704
3705
3706
3707
3708
3709
3710
3711
English
Description
-------------------------------------------------------------------------------Income - Taxable
Income - Non-taxable
Pension - Taxable
Pension - Non-taxable
Annual payment - Taxable
Commission
Overtime
Arbitration awards - taxable
Arbitration awards - non-taxable
Annuity from Retirement fund
Purchased annuity - taxable
Purchased annuity - non-taxable
Gross non-taxable income
Gross retirement-funding employment income
Gross non-retirement-funding employment income
Gross remuneration
Travel allowance
Re-imbursive travel allowance - taxable
Re-imbursive travel allowance - non-taxable
Subsistence allowance - taxable
Subsistence allowance - non-taxable
Entertainment allowance
Share options exercised
Public Office allowance
Uniform allowance - non-taxable
Tool allowance
Computer allowance
Indi Link to
E/D Code
---- -----------Y
Y
N
Y
Y
Y
N
Y
Y
Y
Y
Y
Y
Y
Y
Y
N
Y
Y
Y
Y
N
Y
Y
N
N
N
Y
N
Y
Y
Y
Y
N
Y
Y
Y
N
Y
Y
Y
Y
Y
N
Y
Y
Y
Y
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 50 of 332
Code Subsystem
3712
3713
3714
3801
3802
3803
3804
3805
Chapter 3
Telephone / Cell phone allowance
Other allowances taxable
Other allowances non-taxable
Acquisition of assets less than actual value and/or insurances ceded
Use of motor vehicle
Right of use of asset (other than motor vehicle)
Meals, refreshments and meal vouchers
Free or cheap or holiday accommodation
Y
Y
N
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
Y
62 rows selected.
********** End Of Report **********
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 51 of 332
Code Subsystem
Chapter 3
Bank List {FPRCR1-2} Ä
3.7.2.
Upon entering this option, the user will be prompted for:
Previous Request:
A <LIST OF VALUES> is available and will list all previous report requests. Should the
user select one from the list, the answers supplied will default.
This report does not have parameters.
PRINT SEQUENCE :
Bank code
SYSTEM SELECT
All records in table
:
29-JUN-2002 5:11:53
V12.0.0.0
page
1
INTEGRATED TERTIARY SOFTWARE
LIST OF BANKS
(Program : f8irpt.sql)
BANK
CODE
----1
10
20
30
40
41
44
45
46
47
48
50
60
63
66
70
71
72
73
74
75
76
BANK NAME
-----------------------------STANDARD BANK
NEDBANK
FIRST NATIONAL BANK
VOLKSKAS BANK
FRENCH BANK OF SOUTHERN AFRICA
THE S. A. BANK OF ATHENS
BOLAND BANK
BANK OF LISBON
BANK OF SWA/NAMIBIA
BANK OF TRANSKEI
BANK WINDHOEK
TRUST BANK
SANTAM BANK
UNITED BANK
UNION BANK OF SWAZILAND
ALLIED BUILDING SOCIETY
NATAL BUILDING SOCIETY
SAAMBOU BUILDING SOCIETY
SA PERMANENT BUILDING SOCIETY
UNITED BUILDING SOCIETY
PROVINCIAL BUILDING SOCIETY
E.P. BUILDING SOCIETY
TYPE OF INSTITUTION
------------------B BANK
B BANK
B BANK
B BANK
B BANK
B BANK
B BANK
B BANK
B BANK
B BANK
B BANK
B BANK
B BANK
B BANK
B BANK
S BUILDING SOCIETY
S BUILDING SOCIETY
S BUILDING SOCIETY
S BUILDING SOCIETY
S BUILDING SOCIETY
S BUILDING SOCIETY
S BUILDING SOCIETY
22 records selected.
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 52 of 332
Code Subsystem
Chapter 3
Å
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 53 of 332
Code Subsystem
Chapter 3
Bank/Branch Detail {FPRCR1-3} Ä
3.7.3.
Upon entering this option, the user will be prompted for:
Previous Request:
A <LIST OF VALUES> is available and will list all previous report requests. Should the
user select one from the list, the answers supplied will default.
This report does not have parameters.
PRINT SEQUENCE :
Branch code within bank
SYSTEM SELECT
All records in table
DATE : 02-AUG-2002
Program : f8Brpt.rdf V12.0.0.0
:
INTEGRATED TERTIARY SOFTWARE
PAGE : 1
DETAIL FOR ALL BANKS FOR CYCLE : 199108
------------------------------------BANK : 1 STANDARD BANK
TYPE : B BANK
BRANCH
CODE(IT)
-------102
BRANCH
POST
NAME & ADDRESS
CODE
------------------------------ -------------------------------------------------------------------------PRETORIA NORTH
24 MAIN ST PTA NORTH
0023
103
VERWOERDBURG
SHOP # 89 VERWOERDBURG CITY
0045
104
WATERKLOOF
81 CHARLES ST WATERKLOOF
0011
105
NEW PENTHOUSE
SUNNYSIDE CENTRE SUNNYSIDE
0038
106
BLOEMFONTEIN
39 MAIN ST BLOEMFONTEIN
3009
107
HOUGHTON
63 MAIN ST HOUGHTON
1111
108
JOUBERT PARK
CRESTA CENTRE JOUBERT PARK
1001
109
GROENKLOOF
134 STORRAR DRIVE GROENKLOOF
0039
10203
PRETORIA NORTH
GERRIT MARITZ ST PRETORIA
0001
10304
VERWOERDBURG
ENSLINSTRAAT VERWOEDBURG
0003
20203
DIEPKLOOF
Å
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 54 of 332
Code Subsystem
Chapter 3
Receiver Detail {FPRCR1-4} Ä
3.7.4.
Upon entering this option, the user will be prompted for:
Previous Request:
A <LIST OF VALUES> is available and will list all previous report requests. Should the
user select one from the list, the answers supplied will default.
This report does no t have parameters.
PRINT SEQUENCE :
Receiver code
SYSTEM SELECT
All records in table
DATE : 02-AUG-2002
V12.0.0.0
:
Page
INTEGRATED TERTIARY SOFTWARE
LIST OF RECEIVER OF REVENUE DETAIL FOR CYCLE : 199104
(Program : f81rpt.sql)
REC
REV
---0001
0002
0003
0004
0005
0006
0007
RECEIVER OF REVENUE
OFFICE NAME
-----------------------------PRETORIA
JOHANNESBURG
MAFIKENG
UMTATA
WINDHOEK
BLOEMFONTEIN
DURBAN
ADDRESS LINE 1
-------------------PRIVATE BAG X001
PRIVATE BAG X002
PRIVATE BAG X003
PRIVATE BAG X004
PRIVATE BAG X005
PRIVATE BAG X006
P/BAG X007
POST
ADDRESS LINE 2
ADDRESS LINE 3
ADDRESS LINE 4
-------------------- -------------------- -------------------PRETORIA
JOHANNESBURG
MAFIKENG
UMTATA
WINDHOEK
BLOEMFONTEIN
DURBAN
7 records selected.
Å
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 55 of 332
CODE
---0001
2000
9000
3000
4000
1
Code Subsystem
Chapter 3
Pay Points {FPRCR1-5} Ä
3.7.5.
Upon entering this option, the user will be prompted for:
Previous Request:
A <LIST OF VALUES> is available and will list all previous report requests. Should the
user select one from the list, the answers supplied will default.
This report does not have parameters.
PRINT SEQUENCE :
Pay point code sequence
SYSTEM SELECT
All records in table
:
DATE : 02-AUG-2002
V12.0.0.0
page
1
INTEGRATED TERTIARY SOFTWARE
LIST OF PAY POINTS FOR CYCLE : 199108
(Program : f8krpt.sql)
PAY
PAY POINT
POINT
NAME
--------------------------------------------0001
CHEMISTRY DEPT
0002
PHYSICS DEPT
LAVOUSEUR
0003
DEPT OF MECH ENG
LAVOUSEUR
0004
6666
ADMIN BLOCK
PART-TIMERS (CHEMISTRY)
ALTERNATE PAY POINT
NAME
------------------------------
DEPARTEMENT FISIKA
DEPARTEMENT MEGANIESE INGENIEU
ADMINISTRASIE-GEBOU
DEELTYDS (CHEMIE)
PERSON
NUMBER
-------180
34
34
180
180
RESPONSIBLE
PERSON
------------MRS V SMITH
PROF B
PROF B
MRS V SMITH
MRS V SMITH
Å
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 56 of 332
Code Subsystem
Chapter 3
Print Stop Payment Codes {FPRCR1-6} Ä
3.7.6.
Upon entering this option, the user will be prompted for:
Previous Request:
A <LIST OF VALUES> is available and will list all previous report requests. Should the
user select one from the list, the answers supplied will default.
This report does not have parameters.
30-JUN-2002 09:58:06
V12.0.0.0
page
1
INTEGRATED TERTIARY SOFTWARE
Reason Codes For Stop Payments
(Program : f91rpt.sql)
Stop Payment
Reason Code
-----------01
Stop Payment
Reason Description
-----------------------------Suspended without Pay
********** End Of Report **********
Å
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 57 of 332
Code Subsystem
3.7.7.
Chapter 3
Print Notch Change Codes {FPRCR1-7} Ä
Upon entering this option, the user will be prompted for:
Previous Request:
A <LIST OF VALUES> is available and will list all previous report requests. Should the
user select one from the list, the answers supplied will default.
This report does not have parameters.
30-JUN-2002 09:59:06
V12.0.0.0
page
1
INTEGRATED TERTIARY SOFTWARE
Reason Codes For Notch Changes
(Program : f90rpt.sql)
Salary Chang
Reason Code
-----------01
02
03
90
91
92
Salary Change
Reason description
-----------------------------Merit Increase
Demotion
Promotion
Annual Increase
General Increase
Personal Adjustment
6 rows selected.
Å
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 58 of 332
Code Subsystem
Chapter 3
Management Report Structure {FPRCR1-21} Ä
3.7.8.
Upon entering this option, the user will be prompted for:
Previous Request:
A <LIST OF VALUES> is available and will list all previous report requests. Should the
user select one from the list, the answers supplied will default.
The user is then prompted for the following:
Report code or “ALL”
Must report also show E/D Codes that are not linked? (Y/N )
After supplying and is satisfied with the above answers, the user can execute the program
by clicking on the RUN button or use <TAB> to get to the RUN button and use
<ENTER> to execute the program.
PRINT SEQUENCE:
SYSTEM SELECT
03-AUG-2002
Program : f93rpt.rdf
Report code sequence; group code within
report;
E/D code within group
:
V12.0.0.0
All records in option {FPRC-7} subject to
above.
INTEGRATED TERTIARY SOFTWARE
MANAGEMENT REPORT STRUCTURE FOR SALARY INFORMATION
FOR REPORT CODE : CT COUNCIL's CONTRIBUTIONS: TOTAL
GROUP
CODE
DESCRIPTION
2
BASIC SALARY: Permanent Staff
3
BASIC SALARY: Temporary Staff
5
BONUS
6
HOUSING SUBSIDY
PAGE
E/D
CODE
E/D
TYPE
DESCRIPTION
0001
0100
7300
7301
7400
0002
0111
4999
9998
0150
2400
7420
1100
E
E
D
D
D
E
E
E
D
E
E
D
E
BASIC SALARY
PENSIONABLE ALLOWANCE
UNPAID LEAVE
UNPAID LEAVE (ANNUAL)
OVERPAID SALARY
BASIC SALARY - TEMP
PENSIONABLE ALLOWANCE
CASH ADVANCE
CASH ADVANCE RECOVERY
BONUS
STAB FUND (BONUS):
OVERPAID BONUS
HOUSING SUBSIDY
3
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 59 of 332
Code Subsystem
7
MEDICAL AID
9
WORKMEN'S COMPENSATION
11
GROUP LIFE INSURANCE
12
15
DISABILITY INSURANCE
PENSION FUNDS
Chapter 3
1101
2200
2210
7410
3500
3510
4100
4101
E
E
E
D
E
E
E
E
HOUSING ALLOWANCE
HOUSING SUBSIDY (NONHOUSING ALLOW (NONOVERPAID SUBSIDY
MEDICAL SAMED:
MEDICAL SOMS:
WCA: EMPLOYER'S
WCA: EMPLOYERS
4000
4010
9090
4050
3000
3010
3100
3110
E
E
E
E
E
E
E
E
GROUP LIFE INSURANCE:
GROUP LIFE INSURANCE:
GROUP LIFE INSURANCE:
DISABILITY INSURANCE
PENSION FUND 1:
PENSION FUND 2:
P/F 1 ARREARS:
P/F 2 ARREARS:
*** End of Report ***
Å
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OPERATIONAL MENU : GLOBAL DETAIL {FPRO-1}/{FPRG}
Detail is kept at the highest possible level in the Payroll System, and in this option salaryrelated information is maintained which is valid for the institution at a global level.
Employee-specific exceptions are handled in menu {FPRI}.
SALARY SCALES DETAIL {FPRG-1} Ä
4.1.
A person's salary scale usually consists of one or more “subscales ”, each comprising a
bottom notch, equal increments and a top notch, e.g. 24 000 x 240 = 30 000 or
9 000 x 120 = 12 360 x 150 = 12 660.
The system allows the building of any scale by combining consecutive subscales into a socalled “tree”. A scale may consist of one or more trees, which need not be consecutive,
i.e. the top notch of the first tree need not be the same as the bottom notch of the second.
Since the number of subscales in a tree may conceivably increase in future, it is
recommended that a few scale codes are left unused between trees. The following
information is required:
A. Scale Cycle (N2) The number of the scale set to be created. If a new set was
specified under option {FPRM-4}, the system will have copied the previous set and
the user may change the amounts after querying on the particular cycle.
B.
Scale Code (N4) These are consecutive numbers within a subscale . Since
these subscales are attached to different ranks, it is advisable to use the same codes
in different cycles (i.e. sets).
C. Prior Code (N4) To create a tree of subscales, the system requires the code of
the preceding subscale. A zero must be entered here for the first subscale of a
new tree.
D. Start of Scale (N10) The lower limit of the scale. This value may not be less than
the “end of scale” for the preceding one, unless it is the first subscale of a new tree.
If the second or further subscale of a tree is being created, this field will default to
“end of scale” for the preceding subscale.
E.
Increment (N10) The amount by which the salary will normally be increased
annually. This value is set to zero for fixed scales.
F.
End of Scale (N10) The upper limit of the scale. This value is the same as the
“Start of Scale” for fixed scales.
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Each record should be <COMMIT>ted as it is completed, since any subscale may be
used as a previous subscale in a following record.
When the user <EXIT>s from this screen, the option is provided to validate the salary
scales . The system will check that the start of a scale plus a whole number of increments
results in exactly the end of the scale.
4.1.1.
Validation of Salary Scales {FPRG-1}
Upon entering this option, the user will be prompted for:
Previous Request:
A <LIST OF VALUES> is available and will list all previous report requests. Should the
user select one from the list, the answers supplied will default.
This report does not have parameters.
PRINT SEQUENCE: Scale code sequence
SYSTEM SELECT:
All scales valid in pay cycle of “A” record in “Run Cycle
Control File”
Date: 30-JUN-2000 Time: 12:07:1
f8Hccc.pc V12.0.0.0
Salary Scales Validation For Cycle 200006
=========================================
Error:
Error:
Error:
Code
Start
Incr
End
201
777
5103
3250
500000000
57900
250
100000345
3000
3850
1000000000
1000000
37 Scales Validated;
Page 1
3 Scales In Error
-- Validate Process Completed --
Å
4.2.
RANK / SALARY SCALE COMBINATIONS {FPRG-2} Ä
In this option the default subscale(s) applicable to a rank are specified. The
prerequisites for the creation of this table are the creation of Approved Ranks via option
{PACS-2} in the Personnel System (refer Section 2.2, Manual Personnel System), and
the Salary Scales via option {FPRG-1} above.
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The following information is required:
A. Rank (N5) When an existing rank code is supplied, the description is displayed.
B.
Scale (N4) When an existing scale code is supplied, the appropriate subscale will
be displayed according to cycle dates. If a scale consists of more than one subscale,
all the relevant subscales must be linked to the rank. (If a specific employee's salary
scale differs from the normal scale for his rank, an adjustment must be made via
option {FPRI-3}, which updates the detail of an individual).
The combination of control date, cycle and scale set allows the handling of automatic
increases on a specific date, for example:
Assume that the rank of “Lecturer” is connected to the following subscales of scale set 1,
which is valid until 30 June 1990:
Set
1
1
Code
12
13
Scale
24 000 x 240 = 30 000
30 000 x 360 = 40 080
New salary scales become effective on July 1 1990, and scale set 2 is created beforehand
with the following subscales:
Set
2
2
Code
12
13
Scale
26 000 x 300 = 32 000
32 000 x 480 = 44 000
From July 1 the system will automatically select the correct new scale from set 2, without
any user intervention, for all new appointments. It is obvious that this automatic
linking will only be accurate if the new scale codes correspond to the old ones.
In the event that the new lecturer's scale were extended, e.g.
Set
2
2
2
Code
12
13
14
Scale
26 000 x 300 = 30 500
30 500 x 400 = 38 500
38 500 x 500 = 46 000,
subscale 14 will have to be manually linked to the rank of “Lecturer” via this option.
Hereafter, the linking of scales 12 -> 14 to the rank would happen automatically for new
appointees .
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Existing lecturers must still, however, be linked to the new scales by updating their
individual scales via option {FPRI-3} after the new notches have been linked to
existing employees as described in Section 7.8.
Å
FUNDS DETAIL {FPRG-3} Ä
4.3.
This option allows the definition of the Pension Funds, Provident Funds, Retirement
Annuity Funds, Group Medical Schemes, Group Life Insurance Funds and Other Funds to
which employees of the institution may or must belong.
The following information is required per fund:
A. Fund Number (A4) A unique number to identify the fund.
B.
Fund Name (A30) Supply an appropriate description for the fund
C. Fund Type (A1) Allowed values are: (G)roup Insurance, (M )edical Aid,
(P)ension, (R )etirement Annuity, Pro(V)ident Fundand (O)ther. The type of fund is
displayed when a valid code is entered.
D. Look at Notch? (*) Yes (*) No. Indicate by “Y”es if a fund looks at actual
monthly income, or income based on full notch. For Medical Aid, this value would
typically be “Y”es. If the answer is “N”o, the field may be left blank. Calc methods
“5”, “A”, “C” and “G” for the various funds are sensitive to this indicator.
E.
Pay in Advance? (*) Yes (*) No. Indicate by “Y”es if the monthly premiums
must be paid in advance. If the answer is “N”o, the field may be left blank. If the
answer is “Y”es, the salary calculation program will automatically deduct
double contributions during the first month of membership of this fund, and
will automatically deduct no premiums in an employee's resignation month.
Most Medical Schemes and Group Funds operate in this way.
F.
Pension Clearance Number (N11) Supply the Pension Clearance Number for
Tax purposes.
G. Child Dependents (N1) Supply the maximum number of child dependents for
medical aid purposes.
H. Employer Contribution
(N3.3)
percentage, for medical aid purposes.
Supply the employers contribution, in
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Should an employee resign from a fund whilst still in service with the institution, the
deduction of premiums in the resignation month must be manually stopped by entering the
actual fund resignation date in option {PAOP-4 and 5} of the Personnel System.
Should a new employee maintain unbroken existing membership of a fund, and therefore
not be subject to an advance payment, the first month's premium should be advised at
individual level as one-half that of the normal premium.
Å
LOOKUP TABLE TYPES {FPRG-4} Ä
4.4.
The information in this table is a prerequisite for the detail of the Lookup Tables (option
{FPRG-5}) which in turn is a prerequisite for the creation of the detail of some earnings
and deductions (options {FPRG-7} and {FPRI-2}).
The relevant Lookup Ta bles are created as follows:
A. Table (N4) A unique code must be entered. Note that code 1 is reserved for
the PAYE tax table, which is provided with the system.
B.
Table Name (A30) The name of the table is entered, for example SOMS,
SAMED, AIPF, PGI, etc.
C. Table Indicator (A6) This field cannot be updated by the user. This only applies
to the UK clients.
Å
LOOKUP TABLE DETAIL {FPRG-5} Ä
4.5.
The following information is required to create a lookup table:
A.
Table (N4) When the code of an existing table is entered, the name of the table is
displayed. Code 0001 is reserved for the PAYE Tax Table, which is supplied
with the system and is not updateable by the user.
B.
Dependents (N1) The only tables for which a person's dependents must be
specified, are those which refer to Medical Fund Contributions. For all other
tables the default value zero is used. If a medical aid fund contribution stays
constant from (say) five dependents, records must still be created for 6, 7, 8, and 9
dependents.
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C. Status (A1) This indicator has different meanings depending on the type of table
being defined: it could refer to Tax Status, Marital Status or Gender. If a table does
not refer to a status at all, the default value zero must be used.
RSA PAYE Table : Tax Status
“A” = Married Person
“B” = Single Person
“C” = Married Woman
(For other countries, this status could have different meanings).
Group Insurance:
“M ” = Male, “F” = Female, “0” = non-applicable
Pension Table :
“M ” = Male, “F” = Female, “0 ” = non-applicable
Medical Tables :
Marital Status “0” = non-applicable (usual case)
“M ” = M arried
“S” = Single
(The calculation program will treat marital status “W”idow(er) as “M ”arried;
“D”ivorced is treated as “S”ingle if number of dependents is zero, or otherwise as
“M ”arried).
D. Pay Frequency (A1)
(Y)early.
Indicate whether the table is (W)eekly, (M)onthly or
E.
Cycle (YYYY+N2) Supply the year and week/month from when this table is
applicable.
F.
Low Amount (N15.2) Specify the low value of a range. An amount must be
entered, e.g. 0.00.
G. High Amount (N15.2) Specify the high value of a range, which must be larger
than the low amount. An amount must be entered, e.g. 999999.99 .
Note that for PAYE tables the above amounts represent taxable annual earnings; for other
tables which refer to earnings they represent monthly earnings.
H. Range Amount (N15.2) The calculation of an earning or deduction is always
based on a fixed amount or a percentage or both. The fixed amount applicable to the
above range is specified here. If only a percentage is applicable, this field must
be left blank .
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Range Percentage (N7.2) If only a percentage is specified, the deduction will be
calculated as a percentage of the taxable amount (in the case of PAYE) and of the
relevant salary level total in other cases. If only a range amount is applicable,
this field must be left blank.
If both a range amount and a percentage are specified, the deduction is calculated,
in the case of PAYE, as the sum of the range amount and the specified percentage of
the excess of taxable annual income above the low level of the range. In all other
cases the deduction is calculated as the sum of the range amount and the specified
percentage of the relevant salary level total.
When detail is loaded for Medical Aid, Group Insurance and Pension Tables,
consideration should be given as to whether the total contribution applicable to an
employee should be loaded, or only that portion for which he/she would be responsible
(the institution contributing the rest). This could influence the reports to the Fund
Administrator. Refer Section 4.7 for more information in this regard.
The system is supplied with the PAYE Tax Table detail, which is valid at date of
installation for a particular country. In the case of RSA users, this is the detail as per the
then valid IRP10 Tables (Vol. 31 of the Statutory Rates of Tax). ITS will update the
table for RSA users as directed by the Receiver of Revenue.
Non-RSA users should contact ITS if this table has to be updated for their
country, in order to evaluate possible implications concerning the tax calculation method in
the event of a change in tax structure.
Å
EARNING / DEDUCTION TYPES {FPRG-6} Ä
4.6.
The basic information about an earning or deduction is defined here, the detail being
maintained in options {FPRG-7} and {FPRI-2}.
The system is supplied with a basic list of 49 Earnings and 50 Deductions, which cover
most of the requirements of tertiary institutions. The user may change the names, or add to
or delete from this list to suit a particular institution, as follows:
A. E/D Code (A4) Supply a unique code. It is recommended that Earnings run from
0001 to 4999, and Deductions from 5000 to 9999, for easy reference. The
<LIST> command is linked to this field.
B.
E/D Type (A1) Indicate whether this is an “E”arning or a “D”eduction.
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C. Inactive From (DD-MON-YYYY) This E/D is inactivate from the date that is
entered here, which means that it may not be used for any transaction that occurs
in this pay cycle and later. Various input screen programs, as well as the salary
calculation program, perform the necessary tests against the “C” record in {FPRM2} to ensure this.
D. Description (A30x2) Supply the description of earning or deduction in English
and an alternate language. The appropriate description will be selected for printing
purposes on the payslip, depending on the employee's preferred language.
E.
Valid From (DD-MON-YYYY) Supply the date from which this E/D code and
its details are valid from. An E/D code’s details may change from time to time and,
thus may be duplicated and redefined with the new details. The user must indicate the
start date for the redefined E/D code.
F.
Valid To (DD-MON-YYYY) This field cannot be updated by the user. The
program will insert an end date one-day less than the start date of the redefined E/D
code mentioned in E above.
G. Include in STATS Gross (*) Yes (*) No. The “STATS Gross Salary” can be
described as the total contribution of the institution to the benefit of the employee. If
an earning should be added into the “Gross Salary”, this indicator is set to “Y”es,
else to “N”o. It is also possible that a portion of an earning is to be reduced by a
deduction. In order to reflect this correctly as part of STATS Gross, the E/D code to
reflect the deduction must be an earning with a negative value and STATS Gross set
to (Y)es. The system defaults to “Y”es for earnings and will always be “N”o for
deductions.
H. STATS 4.07 (N10) The system will produce STATS Table 4.07, and a valid
STATS Rowcode must be supplied for all earnings and deductions which form part
of the “STATS Gross Salary”. Leading zeroes need not be provided, e.g. “2 ”, “24 ”.
The name of the Rowcode is displayed. This field is mandatory for any earning
and deduction where the “Gross Salary” field is set to (Y)es. The Rowcodes
are pre-defined and the <LIST> command is linked to this field. Only those codes
flagged with a “Y” are valid, that is, rowcodes for Total Rows and Sub-total Rows
may not be entered.
I.
Tax Code (N4) The default box on the IRP5 Tax Certificate in which this
transaction will be reported. An IRP5 total 9999 represents non-IRP5 entries
and must be used for all earnings/deductions, which should not be reported on the
IRP5. The <LIST> command is linked to this field.
J.
Calc Method (A1) The default calculation method that will be used for this
transaction. When an existing calculation method as defined in option {FPRG-6} is
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entered, the description is displayed. Refer Section 4.7 for a full discussion of the
various calculation methods. The <LIST> command is linked to this field.
K. Salary Level (N2) The default salary level at which this transaction should be
calculated. There is a logical sequence in calculating the net salary of employees.
This user-defined salary “level” determines the sequence in which the system
will do the various calculations, normally starting off with level zero, which is the
basic salary or notch. The level totals are cumulative, the result of a calculation
at a given level being added to the preceding total to produce the next level
total.
Generally speaking the sequence should be as follows (suggested level ranges
appear in parentheses; PAYE MUST be at level 50):
(0)
( 1 - 9)
(10)
(11 - 39)
(40 - 49)
(50)
(51 - 57)
(58 - 59)
(60 - 64)
(65 - 99)
Basic Salary
plus Taxable Pensionable Earnings
less Pension Contribution by Employee
plus Taxable Non-pensionable Earnings
less Tax Deductible Deductions
less PAYE (Table look-up)
less Manual tax advices and SITE adjustments
less Computer-generated SITE adjustments
plus Non-taxable Earnings
less Other Deductions (incl. WCA and UIF)
= Net Salary
L. GLA (A4+A8) (UK A6 + A8) The default General Ledger Allocation to which this
transaction will be posted. A GLA consists of a Cost Centre (A4) (UK A6) and an
Account (A8). Upon creation of a post, it is linked to a GLA to which all earnings
associated with the post will default if these fields are left blank. It is, however, possible
to override the default GLA for an earning in one of two ways:
∗
the entire GLA can be specified, in which case the calculation program will use it
instead of the GLA of the post;
∗ only the Account can be specified , in which case the calculation program will
combine the Cost Centre of the post's GLA with the Account that is specified here
to “build” an effective GLA for this transaction. If we assume, then, that the Account
specified for the post refers only to the salary component of compensation, the GL
Account for other types of compensation, such as bonus, pension, allowances, etc.,
can be specified at global level. The calculation program will ensure that the proper
cost centre is debited, and that the posting will always occur to the proper GLA.
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∗ ON THIS SCREEN it is possible to specify a cost centre only, an account only, a
full GLA or no GLA at all for any E/D. BUT, in options {FPRG-7} and {FPRI-2}
it is not possible to specify only a Cost Centre for an earning , and a complete
GLA must be specified there for deductions , since most deductions are posted
to a Control Account from which payment is later made.
M. Regular E/D? (*) Yes (*) No. Indicate by “Y”es or “N ”o whether this is a
regular E/D or not. (N)o indicates an “Annual Payment” (or “One-time
Earning”), e.g. an annual service bonus, which is effectively taxed at marginal rate.
The system defaults to “Y”es for earnings and “N”o for deductions.
The following four fields are optiona l. The information contained in them will
default to the appropriate fields in {FPRG-7} “Global E/D Detail” and {FPRI-2}
“Individual E/D Detail” when a record using this E/D code is created there.
N. Print on Payslip? (*) Yes (*) No. If this earning/deduction should be printed on
the Payslip, this indicator is set to “Y”es, else to “N”o. The system defaults to “Y”.
Normally all earnings/deductions will be printed, but if an earning is cancelled by
a deduction of equal amount , the user may opt not to print it on the payslip.
O. Include for WCA? (A1) Must this E/D code be included for the calculation of
Workman’s Compensation Assurance contributions? Users should ensure that the
allowed earnings to be included for calculation correspond with those allowed
according to the Laws and Regulations.
P.
Include for UIF? (A1) Must this E/D code be included for the calculation of
Unemployment Insurance Fund contributions? Users should ensure that the allowed
earnings to be included for calculation correspond with those allowed according to
the Laws and Regulations.
Q. Tax Certificate ? (Y/N) This indicator defaults to (N )o. It can be set to (Y)es
(for deductions only) to indicate that the deduction represents a donation by the
employee to the institution. Tax exemption certificates can then be printed from the
Counter System for such cases (refer User Manual Counter System).
R.
Retirement Funding (A1) Is this income to be considered when calculating
pensionable income? (Y)es or (N)o.
S.
Skills levy? (A1) Must ED be taken in to account for Skills Levy calculation?
(Y)es or (N)o.
The following fields are defaults for menu options {FPRG-7} and {FPRI-2}.
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Temporary? (A1) Is this transaction temporary(T) or a permanent transaction
(P/null)
U. Start Date (DD-MON-YYYY) If T above is (T)emporary, a start date may be
supplied.
V. End Date (DD-MON-YYYY) If T above is (T)emporary, an end date may be
supplied.
W. Low Limit Amount (N15.2) Low limit amount of range in which this
earning/deduction is valid.
X. High Limit Amount (N15.2) High limit amount of range in which this
earning/deduction is valid.
Y. Hourly Factor (N6.3) Enter pay factor applicable for timesheet calculations. This
only applies for weekly payroll.
Depending on the calculation method selected, the program will indicate which fields,
1 through 7, need to be completed.
Whereas ITS has taken due care in setting the indicators for the standard earnings and
deductions supplied with the system, the final responsibility rests with the user to ensure
that these settings are correct according to the relevant regulations.
Å
4.7.
EARNING / DEDUCTION DETAIL {FPRG-7} Ä
This option allows the creation of a “global compensation package” per
appointment type , thereby obviating the effort required to create full detail at employee
level. Only exceptions for specific employees need be maintained at employee
level. All salary calculations are based on the information on this screen, which implies
thorough and careful planning by the user before creating these transactions. A design
form can be produced via option {FPRGR1 -8}
The user is responsible for the following prerequisite information:
Appointment Types
− {PACS-1}
General Ledger Allocations
− {FCSO -6}
Fund Types
− {FPRG-3}
Lookup Tables
− {FPRG-4/5}
Earning/Deduction Types.
− {FPRG-6}
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The screen is divided into two sections. Section one contains information, which is valid
for the global transaction, including the calculation method to be used. Some of the fields
will be optional. In section two the detail of the calculation method is specified. For
each calculation method only certain data fields are valid or relevant, and the system will
indicate which fields are to be completed for the particular calculation method selected in
Section one.
Global Transaction Information
A. Appointment Type (N2) When a valid appointment type code as specified in the
Personnel System {PACS-1} is entered, the description is displayed. The <LIST>
command is linked to this field.
B.
E/D Code (A4) When a valid code as specified in option {FPRG-6} is entered,
the name and an “E/D” indicator are displayed. The <LIST> command is linked to
this field.
C. Salary Level (N2) The value as specified in Section 4.6 will default here, but may
be changed.
D. IRP5 Box (N4) The value as specified in Section 4.6 will default here, but may be
changed. The <LIST> command is linked to this field.
E.
Calc. Method (A1) The value as specified in Section 4.6 will default here, but
may be changed. The <LIST> command is linked to this field.
F.
Retirement Funding? (A1) Is this income to be considered when calculating
pensionable income? (Y)es or (N)o.
G. Start Date (DD-MON-YYYY) The date on which this transaction should
become effective. If this date is later than the cycle date of the monthly run, the
system will ignore this transaction. For an earning/deduction, which is always
active, this field must be left blank. Calculation of this transaction will then be
controlled by the appointment and resignation dates of the specific employee.
H. End date (DD-MON-YYYY) The remarks as in G. above apply except that this
date, if specified, will terminate this transaction.
I.
Low Limit Amount (N15.2) If the earning or deduction should be valid only
within an income range, the low limit is specified here. Note that this amount
refers to annualised earnings. This field may be left blank if no test is to be done
on a low limit.
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High Limit Amount (N15.2) The same remarks as in I. above apply.
Note that the salary calculation program will test against low and high limits only for
calculation methods “1” (Pct. of Salary Level Total), “3 ” (Advised Amount), “6”
(Pct. of Transaction), “9 ” (WCA), “B ” (UIF) and “F” (General Lookup Table). For
WCA regular and one -time earnings are accumulated separately to arrive at a
correct annualised income. For calc methods “1”, “ 6” and “F”, the program
assumes that only regular monthly earnings are involved, and applies the test
against the salary level total at the “Reference Salary Level” specified in paragraph 2.
below. For calc methods “3 ” and “7” the test is done against the person's
annual notch.
K. GLA (A4 + A8) (UK A6 + A8) The value as specified in Section 4.6 will default
here, but may be changed.
L.
Reference No (A15) Reference numbers other than a person's Tax, Pension,
Medical Aid or Group Insurance Numbers are usually specified here.
Note that this Reference Number is normally not used at a global level, but becomes
important at a personal level, e.g. when a deduction is made on behalf of a specific
organisation. In such a case the membership or other number of the employee is
entered, and will appear on the relevant Report per Earning/Deduction Type, option
{FPRNR1 -6}).
M. E/D Included (A1) This field is for the purposes of the Evaluation System on
menu option {PMAIN-5}. This field’s link with the Evaluation System is not yet in
place and will be available in a later release.
Information Required For Calculation
This heading on the second section of this screen is followed by:
“Complete ONLY the following fields:
The possible values for this field is:
(1)
(2)
(3)
(4)
(5)
(6)
(7)
Advised or Reference Amount
Lookup Table to be Used
Reference Salary Level
Reference E/D code
Quantity
Calculation %
Fund Number
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The <LIST> command is linked to fields (2) and (7).
Depending on the calculation method, the system will indicate which fields should be
completed. The required values are:
Calc. Meth
1
2
3
4
5
6
7 (Full month)
7 (Part of month)
8
9
A
B
C
D
E
F
G
J
K
L
P
S
U
V
W
4.8.
Required Field(s)
3, 6
1 or (3, 6)
1
2
2, 3, 6, 7
3, 4, 6
No Fields
6
1, 5
1, 6
2, 3, 6, 7
6
2, 3, 6, 7
5
5, 6
1, 2, 6
2, 3, 5, 6, 7
3, 4, 5, 7
3, 4, 5, 7
2, 3, 6, 7
1
3, 4, 6, 7
2, 3, 7
6
No fields
NEW MEDICAL AID STRUCTURE {FPRG-8} Ä
Completion of this option is only applicable in the event that calculation method U is to be
used to determine contributions. Users must indicate for each medical aid fund the E/D
codes for Employee, Employer, Medical allowance and reference E/D codes.
Å
Inserts, changes and deletes to the information in this table are written to a log file, and may
be printed via option {FPRNR1-27}.
Å
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4.9.
Chapter 4
NEW MEDICAL AID STRUCTURE {FPRG-8} Ä
Completion of this option is only applicable in the event that calculation method U is to be
used to determine contributions. Users must indicate for each medical aid fund the E/D
codes for Employee, Employer, Medical allowance and reference E/D codes.
Å
4.10.
Query Primary Rebates {FPRG-21} Ä
Changes and amendments to Primary (tax relief) rebates announced in the annual budget
by the Minister of Finance are implemented by ITS and can only be viewed by the user.
This option consists of the following fields:
A. Tax Year (YYYY) The user can supply a particular tax year and the applicable
primary rebates can be viewed.
B. Rebate Code (A1) Rebate codes for married, unmarried persons and married
woman can be viewed. Their descriptions default.
C. Amount (N15.2) The value of the primary tax relief announced per the annual
budget by the Minister of Finance.
Å
4.11.
Query Child Rebates {FPRG-22} Ä
Changes and amendments to Child (tax relief) rebates announced in the annual budget by
the Minister of Finance are implemented by ITS and can only be viewed by the user.
This option consists of the following fields:
A. Tax Year (YYYY) The user can supply a particular tax year and the applicable
child rebates can be viewed.
B. Tax Status (A1) Status codes for married, unmarried persons and married
woman can be viewed.
C. Number Of Children (N1) Rebates can be claimed for up to nine children per
tax status.
D. Amount (N15.2) The value of the child tax relief announced per the annual
budget by the Minister of Finance.
Å
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4.12.
Chapter 4
Query Age Rebates {FPRG-23} Ä
Changes and amendments to Age (tax relief) rebates announced in the annual budget by
the Minister of Finance are implemented by ITS and can only be viewed by the user.
This option consists of the following fields:
A. Tax Year (YYYY) The user can supply a particular tax year and the applicable
age rebates can be viewed.
B. Tax Status (A1) Status codes for married, unmarried persons and married
woman can be viewed.
C. Low/High Age (N3) Age rebates can be defined per age groups
D. Amount (N15.2) The value of the age tax relief announced per the annual budget
by the Minister of Finance.
Å
4.13.
Query Threshold Amounts {FPRG-24} Ä
Changes and amendments to Threshold amounts announced in the annual budget by the
Minister of Finance are implemented by ITS and can only be viewed by the user.
This option consists of the following fields:
A. Tax Year (YYYY) The user can supply a particular tax year and the applicable
thresholds can be viewed.
B. Tax Status (A1) Status codes for married, unmarried persons and married
woman can be viewed.
C. Low/High Age (N3) Thresholds can be defined per age groups
D. Number Of Children (N1) Thresholds can be set for up to nine children per
tax status, age group combination.
E. Amount (N15.2) The value of the threshold announced per the annual budget by
the Minister of Finance.
Å
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CALCULATION METHODS {FPRG-25} Ä
4.14.
The Payroll System currently provides 29 calculation methods, which can be used in the
creation of earnings and deductions. These calculation methods are pre-defined and
cannot be changed by the user.
They may be viewed in this option by <EXECUTE QUERY>, or printed as follows:
Print Calculation Methods {FPRGR1-25}
USER SELECTION:
None
25-AUG-2002 11:50:04
page
1
Integrated Tertiary Software
List Of Calculation Methods For Cycle : 200208
(Program : f86rpt.sql v12.0.0.0)
Ca
Me
-1
2
3
4
5
6
7
8
9
A
B
C
D
E
F
G
H
J
K
L
M
N
P
S
T
U
V
W
X
Calculation Method
-----------------------------PCT. OF SALARY LEVEL TOTAL
BONUS
ADVISED AMOUNT
P A Y E - RSA, NAMIBIA
MEDICAL AID
PCT. OF TRANSACTION
SALARY NOTCH
QUANTITY * AMOUNT
WORKMEN'S COMPENSATION
PENSION
UNEMPLOYMENT INSURANCE
GROUP INSURANCE (EXACT)
UNPAID DAYS
OVERTIME HOURS
GENERAL LOOKUP TABLE
GROUP INSURANCE (NEXT R100)
P A Y E - CISKEI
DIFF. BETWEEN TRANSACTIONS
SUM OF TRANSACTIONS
MEDICAL AID: AGE RANGE
MED. AID: AGE AND SPOUSE AGE
NATIONAL INSURANCE
PRO-RATED ADVISED AMOUNT
STABILISATION FUND DEDUCTION
TRANSITION LEVY
MEDICAL AID - LOCAL SOFTWARE
SKILLS LEVY
PACKAGED SALARIES
LEAVE PACKAGE DAYS
29 rows selected.
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********** End Of Report **********
The salary calculation program will not write nil transactions to the transaction file.
A description of the calculation methods, with examples of transactions that use them, will
now be given. These examples are based on the assumption that the institution would want
to show their total contribution to the employee's compensation package on the payslip.
We assume that Pension is calculated on the cumulative total at salary level “10 ”. Bear in
mind also that tax is always calculated at level “50 ” on the cumulative total at level “49 ”,
which means that all transactions below level “50” are pre-tax, and those above level “50”
are post-tax.
Whereas ITS has taken due care in preparing the examples of E/D's in this Section, the
final responsibility rests with the user to verify that the information contained in the
examples is correct according to the relevant regula tions.
4.14.1.
Method 1: Pct. of Salary Level Total
The “Salary Level Total” is the cumulative total at the reference level. Typical examples
would be:
a) The specification of an E/D as a percentage of basic salary (level “0”, i.e. notch),
irrespective of marital status, gender, number of dependents, etc. An example would
be a pensionable or non-pensionable allowance.
b) The specification of PAYE as a fixed percentage of earnings (i.e. not according to
the tax tables). An example would be compensation on a claim basis , where 25%
tax must be deducted for persons above a certain annual income level.
An example of a Global transaction would be:
3.
6.
Appt Type
E/D Code
Sal Level
IRP5 Box
Calc Meth
21
0100
1
3601
1
Ref Sal Lev
Calc %
0
10
Full-Time Perm Admin
Pensionable Allowance (E)
Income - Taxable
Pct. of Salary Level Total
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This means that all employees in Appointment Type 21 will receive 10% of notch as a
pensionable allowance at salary level “1 ”. The implication is, of course, that pension must
be calculated at a level higher than “1”.
4.14.2.
Method 2: Annual Bonus
The system allows a person to earn an annual service bonus based on his/her number of
completed service months or service days on the last day of a particular month. A bonus
will, thus, be paid automatically if the person is in service on the last day of the following
month, (the so-called “bonus month ”). An automatic bonus will, therefore, not be paid
during a person's appointment month.
The Payroll System calculates tax at marginal rates in the case of bonus earnings. An
indicator which determines whether tax on bonus should be deducted in total when the
bonus is received or in equal monthly amounts during the relevant tax year, is set according
to the choice of the individual in option {FPRI-1} (refer Section 5.1.2.P).
Please note that if a separation bonus is paid in a person's month of resignation or
retirement, and an annual bonus has already been paid earlier in the tax year via calc
method “2”, this separation bonus and any stab fund contribution must be advised via calc
method “3”. (If calc method “2” is used for a second time in the month of separation, the
cumulative tax calc (and SITE calc) will be incorrect).
Furthermore, if a person pays monthly tax on bonus, the user must be particularly careful
not to use calc method “2” twice per year. Any further bonus earned will, therefore, be
taxed in month of bonus.
The amount of service bonus earned can be specified at global level per Appointment Type
as a percentage (usually 100%) of a salary level total (usually level “0”, i.e. the employee's
notch). An optional deduction in respect of a Stabilisation Fund can be specified via calc
method S.
If the rules for the automatic calculation should not apply to a particular person, the
globally-specified bonus can be overridden at individual level in any month (not only a
person's bonus month), thus allowing the advising of an early bonus upon retirement or
death of an employee. This can also be useful when no bonus at all is to be paid or when a
reduced bonus is to be paid for reasons other than unpaid leave.
Such advices can be given either by a different percentage or by an advised amount. An
advised amount will always override any percentage that may be specified.
The system will automatically prorate a bonus during the first year of service if, and only if,
the calculation percentage = 100%.
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An advised bonus will always override the standard prorating . This can be useful
when a partially-earned bonus is carried forward from a previous employer, and the
employee must receive the full bonus (note that an amount must be advised in this case,
since a percentage = 100% will result in standard prorating!)
Particular care should be taken when a bonus is advised for a person who pays monthly
tax on bonus, since the system must do the bonus calculation every month in order to
calculate the monthly tax deduction. In such cases, the bonus transaction must be specified
with “start” and “end” dates = the month of the bonus payment, but the transactions must
remain in the system until the last pay run of the particular tax year has been completed.
They should be deleted by using option {FPRM-23} before the first pay run for the new
tax year is done.
The default bonus calculation is based on service months (in which case partial months
are counted as full months).
Alternatively, the calculation can be based on service days rather than service months,
with a maximum bonus period of 365 days. This is done by entering the word “DAYS”
into the first four positions of the Reference Number.
If the latter option has been chosen,
∗ Unpaid leave days taken during the bonus period can be automatically taken from
the Personnel Leave Subsystem for one type of unpaid leave, by entering the threecharacter code for the Unpaid Leave Type into the last three positions of the Reference
Number on the global transaction. Note that the system will recognise only leave
periods which fall completely within the bonus period.
∗ Alternatively, the number of unpaid leave days during the bonus period can be
specified at individual level as the low limit amount in the bonus E/D detail, and the
system will calculate the deduction for unpaid leave based on a 365 day year. Note
that a non-zero entry in this field will always override a specification as per the previous
paragraph.
∗ The Stabilisation Fund Contribution can be calculated via calc method S. Either as a
percentage of the actual gross bonus paid (i.e. the bonus reduced by the number of
unpaid leave days) or, as a percentage of the maximum gross bonus, by entering the
characters “MAX” into positions 6 -> 8 of the Reference Number.
A typical set of four Global transactions that define the bonus would consist of:
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− One transaction that defines the gross bonus for the employee. In this example, the
calculation is based on service days, the maximum bonus is 100% of salary level “0”
(i.e. notch) and is calculated at level “11 ”, and the unpaid leave with code “UPL” is
taken from the Personnel Leave Subsystem to determine the actual bonus earned. The
stabilisation fund deduction will be based on maximum bonus. Note that in the
example only the appropriate GL Account is specified - the system will therefore
default to the cost centre of the employee's post :
3.
6.
Appt Type
E/D Code
Sal Level
IRP5 Box
Calc Meth
GLA
Ref Number
21 Full-Time Perm Admin
0150 Annual Bonus (E)
11
3601 Income - taxable
2
Bonus
0211 Staff Benefits (Bonus)
DAYS.MAX.........UPL
Ref Sal Lev
Calc %
0
100
− an (optional) transaction which defines the stabilisation fund deduction of 7% is
calculated at level “12”; it must use Calc Method 'S' and it must refer to the above E/D
code that was used for the gross bonus:
Appt Type
E/D Code
Sal Level
IRP5 Box
Calc Meth
GLA
3. Ref Sal Lev
4. Ref E/D code
6. Calc %
7. Fund Number
21 Full-Time Perm Admin
5800 Payment to Stab Fund (Bonus) (D)
12
3601 Income - Taxable
S
Stabilisation Fund Deduction
F0019338 Work Fund: Stabilisation Fund
11
0150 Annual Bonus
7
P3 Pension Fund 3
− two contra transactions reflecting the institution's contribution to the stabilisation
fund, calculated as a percentage of the employee's contribution to the stabilisation fund,
i.e. a percentage of the preceding transaction, but not of the bonus transaction:
Appt Type
21 Full-Time Perm Admin
E/D Code
2400 Stab Fund (Bonus): Employer (E)
Sal Level
60
IRP5 Box
9999 Non IRP5 Total
Calc Meth
6
Pct. of Transaction
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GLA
3.
4.
6.
Staff Benefits (Bonus)
Ref Sal Lev
Ref E/D code
Calc %
12
5800 Payment to Stab Fund (Bonus)
300
Appt Type
E/D Code
Sal Level
IRP5 Box
Calc Meth
GLA
21 Full-Time Perm Admin
5800 Payment to Stab Fund (Bonus) (D)
60
9999 Non IRP5 Total
6
Pct. of Transaction
F0019338 Work Fund: Stabilisation Fund
3. Ref Sal Lev
4. Ref E/D code
6. Calc %
4.14.3.
0211
12
5800 Payment to Stab Fund (Bonus)
300
Method 3: Advised Amount
Both earnings and deductions may be advised. Amounts may be specified as negative
numbers (i.e. with a leading minus sign) if desired. The Reference Number field can be
used for items such as Bond Numbers, Policy Numbers, short messages, etc., which will
then appear on detailed E/D reports.
Advised amounts are almost without exception individual transactions, e.g.
1.
Pers. No.
E/D Code
Sal Level
IRP5 Box
Calc Meth
GLA
Ref Number
3
Q Gordon
8000 Private Insurance (D)
90
9999 Non IRP5 Total
3
Advised Amount
F0019322 Work Fund: Pers Ins Deduction
GOR/33-743-77
Adv/Ref Amt
1005.00
The fact that there are no start and end dates specified, means that this deduction will
occur every month until the employee resigns or instructs the institution to stop the
deduction.
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4.14.4.
Chapter 4
Method 4: P A Y E
The correctness of the settings of the “Regular E/D?” indicators on the E/D Definitions is
crucial for accurate tax calculations.
The system does not usually calculate PAYE cumulatively, but calculates an employee's
yearly tax by annualising the taxable regular earnings for a particular pay cycle (taking due
account of “short” appointment and resignation months) and then applying the appropriate
tables to the nearest lower whole Rand amount. Due account is taken of income and/or
tax rebates. The yearly tax on regular income is then reduced to arrive at the monthly tax
deduction for regular earnings.
One-time earnings during the pay cycle are taxed at marginal rates and added to the
previous figure to arrive at the total tax deduction for this month.
A “cumulative” tax calculation simply means that all regular taxable earnings for the
tax period are annualised; tax is then calculated on annualised regular earnings and on
(annualised regular plus non-regular) earnings, the difference between these amounts giving
the tax on the non-regular earnings. The tax on the regular earnings is then converted back
to the actual tax period, and the tax on non-regular earnings is added to this amount to
arrive at the total tax payable for the period. From this amount is then deducted the total
tax already withheld during the period, resulting in the tax which is payable this month.
Due account is taken of tax on bonus in this calculation, since people who spread out tax
on bonus on a monthly basis must only pay a certain fraction of the tax on bonus.
The system will attempt to do a cumulative tax calculation under the following
conditions:
∗ automatically in an employee's resignation month - this is particularly important for
those who pay monthly tax on bonus, since all outstanding tax on bonus must be
deducted in this month;
∗ automatically in the last month of the tax year (for everybody) - the calc program
will then act similar to the SITE calculation;
∗ at user request whenever a calculation is done, typically in the first pay cycle when
new tax tables are implemented - the adjustment for the new tables is then automatic
because the program re-calculates year-to-date tax on the basis of the new tables and
adjusts this month's tax deduction correctly.
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It must be understood that the cumulative calculation can be done only for an employee's
current tax period, i.e. that portion of the tax year to-date during which they were
employed.
Furthermore, the cumulative calculation will only be done if the tax deductions for the
employee were done solely according to the tax tables during this period. Any advised
tax, except RSA SITE advices, will cause the system to do a normal monthly calculation as
above, a message being printed to this effect. (Unless this was done, the system would
persistently override advised tax deductions). Report {FPRIR1-22} can be used to
display “Advised Tax Transactions” which would prevent a cumulative tax calculation.
The global for tax deduction is the following:
Appt Type
E/D Code
Sal Level
IRP5 Box
Calc Meth
GLA
2.
Lookup Table 1
21 Full-Time Perm Admin
6000 PAYE (D)
50
4103 Total Employees tax
4
PAYE
F0019316 Work Fund: PAYE - Perm Staff
PAYE
This means that tax will be deducted at salary level “50 ” on the cumulative earnings up to
level “49 ”. The system will insert each employee's tax number as specified in option
{FPRI-1b1p2}.
4.14.5.
Method 5: Medical Aid
Although intended for Medical Aid Funds, this calc method can, in principal, be used
whenever an amount can be read from a table, which is connected to a Fund,
(other than Pension or Group Insurance), as defined in option {FPRG-3}. This amount is
then multiplied by a percentage (e.g. 100%) which is specified in the detail of the E/D.
Membership numbers are obtained from the membership records as specified in the
Personnel System (option {PAOP-5}) to display on detailed reports to Fund
Administrators. The reference amount, which must be applied to the table, is specified as a
Salary Level Total.
The calc method is used almost exclusively at global level. When these globals are defined,
it is important to keep in mind whether the full monthly premium or only the member's
portion is contained in the lookup table, and whether the contribution by the institution is to
be shown on the payslip or not.
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Let us assume that the table values represent the member's portion of the monthly
premium, that the institution contributes the same amount, and that this amount is taxable,
and that it will be shown on the payslip. We must, therefore, define an earning = 100% of
table value, and two deductions of similar value which are paid to the Fund. The pre-tax
contribution occurs at level “30”, and the after-tax deductions occur at level “72”:
2.
3.
6.
7.
2.
3.
6.
7.
2.
3.
6.
7.
Appt Type
E/D Code
Sal Level
IRP5 Box
Calc Meth
21
3510
30
9999
5
Full-time Perm Admin
Medical SOMS: Employer Cont (E)
Lookup Table
Ref Sal Lev
Calc %
Fund No.
3
SOMS
0
100
SOMS
Appt Type
E/D Code
Sal Level
IRP5 Box
Calc Meth
GLA
21 Full-time Perm Admin
6250 Medical SOMS: Payment to Fund (D)
72
4005 Medical Aid Contribution
5
Medical Aid
F0019318 Work Fund: Medical Scheme
Lookup Table
Ref Sal Lev
Calc
%
Fund No.
3
SOMS
0
100
SOMS
Appt Type
E/D Code
Sal Level
IRP5 Box
Calc Meth
GLA
21 Full-time Perm Admin
6250 Medical SOMS: Payment to Fund (D)
72
9999 Non IRP5 Total – Not taxable
5
Medical Aid
F0019318 Work Fund: Medical Scheme
Lookup Table
Ref Sal Lev
Calc %
Fund No.
3
SOMS
0
100
SOMS
Non – IRP5 Total – Not Taxable
Medical Aid
Note that the member's contribution is linked to IRP5 Box “4005 ”.
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The detail report for deduction “6250 ” will now represent the total payment to the Fund,
with two entries per member. If the table contained the total contribution to the fund, the
above percentages would change to “50”.
Should the institution prefer not to show its contribution on the payslip, the two pre- and
post-tax contra-transactions would have to be non-printable in order to hide this.
However, since one E/D code cannot be both printable and non-printable, we now require
two deduction codes representing respectively the member's and institution's contribution,
and hence will have two lists of deductions, each representing half the contribution to the
fund.
4.14.6.
Method 6: Pct. of Transaction
With the exception of the “Advised Amount” (calc method “3 ”), this calc method is
probably the most widely used.
An earning or deduction can be specified as a percenta ge of another E/D which is defined
at a specific salary level, a typical example being an allowance which consists of taxable
and non-taxable components. The total allowance is then individually advised for those
employees that qualify, and the allowance components are calculated at global level as
percentages of this individual transaction.
The reference transaction may not lie at the same calculation level as the resulting E/D. If it
occurs at a lower salary level, the reference transaction could be either a calculation or an
advised amount; but if the reference transaction has not yet been calculated (i.e. lies at a
higher salary level than the result), the reference transaction must be an advised amount.
Refer the discussion of calc method J below for an example of using calc method 6.
4.14.7.
Method 7: Salary Notch - Full month
This calc method will divide the person's annual notch by 12 to arrive at his basic pay for a
full month worked. Reduced monthly income for “short” appointment and resignation
months is calculated as number of days worked * annual notch / 365. The global
transaction would be:
Appt Type
21 Full-time Perm Admin
E/D Code
0001 Basic Salary - Perm Staff (E)
Sal Level
0
IRP5 Box
3601 Income - Taxable
Calc Meth
7
Salary Notch
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Method 7: Salary Notch - Part of month
This calc method will divide the person’s annual notch by 12 to arrive at his basic pay for a
full month worked. Reduced monthly income for “short” appointment and resignation
months is calculated as number of days worked * annual notch / 264. The global
transaction would be:
Appt Type
E/D Code
Sal Level
IRP5 Box
Calc Meth
21
0001
0
3601
7
Full-time Perm Admin
Basic Salary - Perm Staff (E)
Income - taxable
Salary Notch
6. Indicator for working days 1
Please note that the Indicator for working days does not take part in the calculations,
except to indicate that the working days formula must be used.
4.14.8.
Method 8: Quantity * Amount
This calc method allows for easy maintenance of claims which can be calculated as a
number of hours at a given hourly rate. It is invariably used at individual level, e.g. a
student who claims for 20 hours laboratory assistance at R30-00 per hour:
1.
5.
4.14.9.
Pers. No.
E/D Code
Sal Level
IRP5 Box
Calc Meth
Start Date
End Date
3
A Samuels
0300 Laboratory Assistance (E)
1
3601 Income - Taxable
8
Quantity * Amount
01-MAR-90
31-MAR-90
Adv/Ref Amt
Quantity
30.00
20
Method 9: Workmen's Compensation
This calc method refers to the special WCA Total (refer Section 4.6.H) to calculate WCA
contributions. This total is based on actual earnings if a person is employed for a portion of
a month only. The “Low Limit Amount” must be set to “0 ”, and the “High Limit Amount”
to (e.g.) “45084 ”. The indicator which determines the maximum WCA payable (e.g.
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“36000”) is specified as the “Advised Amount”. The calculation percentage must also be
specified.
Two global E/D's are required to specify the contribution to the Fund on behalf of the
employer, as follows:
1.
6.
1.
6.
Appt Type
E/D Code
Sal Level
IRP5 Box
Calc Meth
Low Limit
High Limit
21 Full-time Perm Admin
4100 WCA: Employers Contribution (E)
91
9999 Non IRP5 Total – Not taxable
9
Workmen's Compensation
0.00
45084.00
Adv/Ref Amt
Calc %
36000.00
.15%
Appt Type
E/D Code
Sal Level
IRP5 Box
Calc Meth
Low Limit
High Limit
GLA
21 Full-time Perm Admin
5900 WCA: Payment to Fund (D)
91
9999 Non IRP5 Total – Not taxable
9
Workmen's Compensation
0.00
45084.00
F0019341 Work Fund: WCA Control
Adv/Ref Amt
Calc %
36000.00
.15%
Should the institution not wish to show their contribution on the payslip, both transactions
would be non-printable, and the employee would not realise that any contribution was
being made on his behalf.
4.14.10.
Method A: Pension
A pension fund is defined by a short table, which can distinguish between male and
female. Membership numbers are obtained from the membership records as specified in
the Personnel System, option {PAOP-4}, to display on detailed reports to Fund
Administrators.
Three globals are required to define the pension transactions, namely the pre-tax
contribution by the member, and the two contra transactions representing the institution's
contribution of 2,04 times that of the member:
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2.
3.
6.
7.
2.
3.
6.
7.
2.
3.
6.
7.
4.14.11.
Appt Type
E/D Code
Sal Level
IRP5 Box
Calc Meth
GLA
21 Full-time Perm Admin
5000 Pension Fund 1: Employee Cont (D)
40
4001 Current Pension
A
Pension
F0019312 Work Fund: Pensions Control
Lookup Table
Ref Sal Lev
Calc %
Fund No.
10 Pension Fund 1
10
100
PGI Pension Fund
Appt Type
E/D Code
Sal Level
IRP5 Box
Calc Meth
21
3000
70
9999
A
Full-time Perm Admin
Pension Fund 1: Employer Cont (E)
Non IRP5 Total
Pension
Lookup Table 10 Pension Fund 1
Ref Sal Lev
10
Calc %
204
Fund Number PGI Pension Fund
Appt Type
E/D Code
Sal Level
IRP5 Box
Calc Meth
GLA
21 Full-time Perm Admin
5001 Pension Fund 1: Employer Cont (D)
70
9999 Non IRP5 Total
A
Pension
F0019312 Work Fund: Pensions Control
Lookup Table
Ref Sal Lev
Calc %
Fund Number
10 Pension Fund 1
10
204
PGI Pension Fund
Method B: Unemployment Insurance Fund (UIF)
This calc method refers to the special UIF Total to calculate UIF contributions. The “Low
Limit Amount” must be set to “0 ”, and the “High Limit Amount” to the maximum as
currently specified by the Fund. The calculation percentage must also be specified.
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The calc method looks at potential monthly income if a person was employed for a portion
of a month only.
6.
6.
4.14.12.
Appt Type
E/D Code
Sal Level
IRP5 Box
Calc Meth
Low Limit
High Limit
21 Full-Time Perm Admin
4150 UIF: Employers Contribution (E)
90
9999
B
Unemployment Insurance
0.00
58188.00
Calc %
1.0
Appt Type
E/D Code
Sal Level
IRP5 Box
Calc Meth
Low Limit
High Limit
GLA
21 Full-time Perm Admin
5850 UIF: Payment to Fund (D)
90
9999 Non IRP5 Total
B
Unemployment Insurance
0.00
58188.00
F0019340 Work Fund: UIF Control
Calc %
2.0
Method C: Group Insurance (Exact)
This calculation method can distinguish between male and female, if desired.
Group schemes are typically specified by a formula which calculates the monthly or annual
premium, as y cents per R1000 cover, where cover is {annual notch x cover factor}.
The above formula must be treated as follows to allow calculation of monthly premiums by
the PRS:
1. The monthly or annual premium must be converted to a percentage of monthly basic
salary, and this percentage is then specified in the table. Hence, if the monthly basic
salary is multiplied by this percentage, the result is the monthly premium.
2. This premium is then further multiplied by a percentage, which is specifie d in the detail
of the E/D to arrive at the monthly contribution for the employee and council
respectively.
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The value of this percentage depends on whether the full contribution or only the
employee's contribution has been specified in the table.
An exam ple follows:
Scheme rules are:
cover factor = 3
monthly contribution per R 1000 cover = 33,2 cents = R 0,332
a) Assume annual salary = 29220, i.e. cover = 3 x 29220 = 87660
b) Thus monthly contribution = (87660/1000) x .332 = 29.10
c) We must now find which percentage of monthly basic this is:
Monthly basic is 29220 / 12 = 2435;
Hence percentage = (29.10 / 2435) * 100 = 1.195078 = 1.1951% (to 4 dec).
d) Monthly premium = 2435 x 1.1951 / 100 = 29.100685 = 29.10 (rounded)
The table in {FPRG-5} does not allo w more than 3 decimals. This is handled by loading
the table with a value that is 10 times bigger, and loading a percentage in the global
{FPRG-7} that is 10 times smaller.
Please refer to Section 4.3 for comments regarding the treatment of entry- and resignation
months with respect to Group Schemes.
Membership numbers are obtained from the membership records as specified in the
Personnel System, option {PAOP-5}, to print on detailed reports to Fund Administrators.
The global transaction for a fully contributory Group Scheme would be:
2.
3.
6.
7.
Appt Type
E/D Code
Sal Level
IRP5 Box
Calc Meth
GLA
21 Full-time Perm Admin
6310 Group Life Insurance: Fund 2 (D)
74
9999 Non IRP5 Total
C
Group Insurance (Exact)
F0019320 Work Fund: Group Insurance
Lookup Table
Ref Sal Lev
Calc %
Fund Number
21 Group Insurance Fund 2
0
100
G2 Group Insurance Fund 2
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4.14.13.
Method D: Unpaid Days
This calc method can be used only in the case of salaried personnel, i.e. people who have a
salary notch. Unpaid days for full month appointments are specified as
Quantity x Daily Rate of Pay
Where
Daily Rate = Yearly Notch / 365
Unpaid days for part of the month appointments are specified as
Quantity x Daily Rate of Pay
Where
Daily Rate = Yearly Notch / 264
If the appropriate deduction from basic salary is specified at salary level “1 ” (assuming that
basic salary lies at level “0”), pension and PAYE will be calculated on the reduced amount,
but medical aid and group insurance (assuming they refer to notch) will be calculated as
normal.
An individual transaction could be:
5.
Personnel No
E/D Code
Sal Level
IRP5 Box
Calc Meth
Start Date
End Date
GLA
3
Q Gordon
7400 Overpaid Salary Recovery (D)
1
3601
D
Unpaid Days
01-MAR-90
31-MAR-90
60100201 Logistical Services: Salaries
Quantity
12
Note the start and end dates.
4.14.14.
Method E: Overtime Hours
This calc method can be used only in the case of salaried personnel, i.e. people who have a
salary notch. Overtime hours are specified as
Rate Percentage x Quantity x Hourly Rate of Pay
Where
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Hourly Rate = Yearly Notch / 365 / 8
“Rate Percentage” would typically be 100% (normal overtime), 125% (time -and-a
quarter), 150% (time-and a half), etc. The system defaults to 100%.
If the institution calculates “Hourly Rate” by means of a formula different from the above,
the “Rate Percentage” has to be prorated to values different from 100%, 125%, etc. E.g.,
if the yearly notch should be divided by 52 * 38.5 = 2002 instead of 365 * 8 = 2920, the
standard formula would calculate an hourly rate which is too small. If the percentages are
increased by a factor 2920 / 2002 = 1.45854, i.e. 100% -> 145.854%, etc., the standard
formula gives the correct result.
It is possib le to limit the payment of overtime to people with certain post grades, by
specifying the lower and higher grades as the “Low Limit Amount” and
“High Limit Amount”. If a person claims overtime and his/her grade falls outside these
limits, the system will reject the transaction with an error message. If these fields are left
blank, or if the person has no post grade, this check will not be done . The same
grade may be entered in both fields.
An individual transaction could be:
5.
6.
4.14.15.
Personnel No
E/D Code
Sal Level
IRP5 Box
Calc Meth
Start Date
End Date
Low Limit
High Limit
GLA
3
Q Gordon
0050 Overtime Pay - Perm Staff (E)
1
3601 Income - Taxable
E
Overtime Hours
01-MAR-90
31-MAR-90
14
15
60100201 Logistical Services: Salaries
Quantity
Calc %
25
150
Method F: General Lookup Table
This calc method is similar to Calc Method “5” above, except that the reference amount
is not a salary level total, but an advised amount. This also implies that it would be
used at individual rather than global level, and hence there is no linking to a fund,
nor is the method sensitive to marital or other status or number of dependents.
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A typical usage would be the lookup of the taxable value of the private use of an
employer-supplied motor vehicle . The user maintains tables as supplied by the Receiver
of Revenue. The value of the vehicle and the table, which corresponds to its engine
capacity, are specified at individual level for the employee. The actual engine capacity and
registration number can be entered in the “Reference Number” field for permanent
reference. The value of the vehicle is specified as the “Advised Amount”. Both the pretax earning and post-tax contra deductions would be non-printing items on the payslip.
Rebates for own fuel and maintenance are also handled via this calc method for ease
of updating when these rebates change, the “Advised Amount” being specified as “0 ”.
Other relevant deductions, e.g. monthly payment to employer for rental of vehicle and
GST, insurance, and maintenance contract, are specified as Advised Amounts via Calc
Method “3”.
The individual transaction could be:
1.
2.
6.
4.14.16.
Personnel No
E/D Code
Sal Level
IRP5 Box
Calc Meth
Start Date
Ref Number
3
Q Gordon
0030 Vehicle Subsidy (E)
49
3601 Income - Taxable
F
General Lookup Table
01-MAR-90
1800: CB34334
Adv/Ref Amt
Lookup Table
Calc %
34700.00
2000 1601 - 2000cc
100
Method G: Group Insurance (Next R100)
This calc method can distinguish between male and female, if desired. It differs from Calc
Method “C” in that the cover is rounded off to the next R100 before the annual premium
is calculated. Also, the “cover multiplier” (e.g. 4) must be specified in the “Quantity”
field of the E/D. The system will then calculate the cover as annual notch x multiplier,
rounded off as required. Apply the annual premium in Rands per R10 000 (which is
specified in the “Percentage” field in the table ) to arrive at a monthly premium. This
premium is then multiplied by the percentage, which is specified in the detail of the E/D to
arrive at the monthly contribution. Membership numbers are obtained from the
membership records as specified in option {PAOP-5} of the Personnel System to display
on detailed reports to Fund Administrators.
The global transaction would be:
Appt Type
21 Full-time Perm Admin
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2.
3.
5.
6.
7.
4.14.17.
E/D Code
Sal Level
IRP5 Box
Calc Meth
GLA
6330 Group Life Insurance: Fund 4 (D)
74
9999 Non IRP5 Total
G
Group Insurance (Next R100)
F0019320 Work Fund: Group Insurance
Lookup Table
Ref Sal Lev
Quantity
Calc %
Fund Number
31 Group Insurance Fund 4
1
5
100
G4 Group Insurance Fund 4
Method H: P A Y E – Ciskei
This calculation method is no longer in use.
4.14.18.
Method J: Differe nce between Transactions
This calc method can be used to avoid rounding errors when an amount must be split into
two on a percentage basis, e.g. when a subsidy or allowance must be divided into pretax and post -tax components.
An earning or deduction can be specified as the difference between two other E/D's which
are defined at specific salary levels. The latter E/D's may not lie at the same
calculation level as the resulting E/D . If either of them occurs at a lower salary level
than the result, they could be either calculations or advised amounts; but if they have not
yet been calculated (i.e. lie at a higher salary level than the result), they must be advised
amounts .
As an example, consider a travel allowance of which 35% is taxable.
∗ The allowance is advised after tax at individual level, and is non-printable on the
payslip - it will merely be used to calculate the pre- and post-tax portions of the
allowance.
∗ At global level we can specify the pre-tax portion of 35% as a percentage of this
advised amount
∗ Also at global level, we specify the post-tax portion of 65% as the difference between
the advised amount and the 35%.
∗ We also need to contra the advised amount with a non-printable after-tax
transaction = 100% of the allowance.
The set of four transactions would be:
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1.
Personnel No
E/D Code
Sal Level
IRP5 Box
Calc Meth
GLA
3
Q Gordon
2000 Travel Allow (Advised Control) (E)
80
9999 Non IRP5 Total
3
Advised Amount
F0019339 Work Fund: Advised Allow Control
Adv/Ref Amt
800.00
Appt Type
E/D Code
Sal Level
IRP5 Box
Calc Meth
21
1100
13
3701
6
3. Ref Sal Lev
4. Ref E/D code
6. Calc %
3.
4.
5.
7.
3.
4.
6.
Full-time Perm Admin
Travel Allowance (Taxable) (E)
Travelling and Subsistence Allowance
Pct. of Transaction
80
2000 Travel Allow (Advised Control)
35
Appt Type
E/D Code
Sal Level
IRP5 Box
Calc Meth
21
2200
60
3701
J
Full-time Perm Admin
Travel Allow (Non-taxable) (E)
Ref Sal Lev
Ref E/D code
Quantity
Fund Number
80
2000 Travel Allow (Advised Control)
13
1100 Travel Allowance (Taxable)
Appt Type
E/D Code
Sal Level
IRP5 Box
Calc Meth
GLA
21 Full-time Perm Admin
6900 Trav/Allow (Deduct Ctrl/2000) (D)
81
9999 Non IRP5 Total
6
Pct. of Transaction
F0019339 Work Fund: Advised Allow Control
Ref Sal Lev
Ref E/D code
Calc %
80
2000 Travel Allow (Advised Control)
100
Travelling and Subsistence Allowance
Difference between Transactions
Of course, if a person does not get an allowance, none of the globals would be active in
his/her case since all of them refer to the individual advice.
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4.14.19.
Chapter 4
Method K: Sum of Transactions
This calc method can be used to avoid rounding errors when two amounts must be added
to one earning/deduction.
An earning or deduction can be specified as the sum of two other E/D's which are defined
at specific salary levels. The latter E/D's may not lie at the same calculation level as
the resulting E/D. If either of them occurs at a lower salary level than the result, they
could be either calculations or advised amounts; but if they have not yet been calculated
(i.e. lie at a higher salary level than the result), they must be advised amounts.
Pers. No.
E/D Code
Sal Level
IRP5 Box
Calc Meth
GLA
Ref Number
3
Q Gordon
0050 Special Allowance
35
3601 Income - Taxable
K Sum Of Transactions
3. Ref. Sal Lev
30
4. Ref E/D code
0010 One-time Earning
5. Second Ref Sal Lev 21
7. Second E/D code
0012 Gift
4.14.20.
Method L: Medical Aid: Age Range
This calculation method is exactly similar to method “5”, but is intended for those Medical
Aid Funds which do not determine premiums on the basis of monthly income, but on the
member's age at the end of the month for which the premium is due.
When the tables are created for these funds, the fields “Low Limit Amount” and “High
Limit Amount” in option {FPRI-2} should contain the lower and upper values of the
various age brackets, e.g. 0 -> 30; 31 -> 50; 51 -> 999.
4.14.21.
Method M: Medical Aid: Age and Spouse Age
This calculation method is not in use.
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4.14.22.
Chapter 4
Method N: National Insurance
This calculation method is for the UK clients.
`
4.14.23.
Method P: Pro-Rated Advised Amount
Pro-rated Advised Amount functions exactly like Method 3, but multiplies the advised
amount by the fraction of the month that the person was in service.
Pers. No.
E/D Code
Sal Level
IRP5 Box
Calc Meth
GLA
Ref Number
1 Adv/Ref Amt
4.14.24.
3
Q Gordon
2100 Travelling Allowance (Advised Control)
90
9999 Non IRP5 Total
P Pro-rated Advised Amount
F0019322 Work Fund: Pers Ins Deduction
GOR/33-743-77
1005.00
Method S: Stabilisation Fund Deduction
This calculation method is similar to calc method '6 ' as described above, except that it may
only refer to calc method '2', i.e. “Bonus”, and that it must be calculated at a salary level
higher than the bonus.
The stabilisation fund deduction is calculated as a percentage of either the maximum
possible bonus or the actual bonus paid, according to the rules as specified in calc method
'2'.
Please note that, in order to stay compatible with earlier versions of PRS, calc method 'S'
is stored in the transaction file as calc method '2'. It is, however, shown as calc method 'S'
on the Pro-forma Payslip and the Full Calc Report.
4.14.25.
Method U: Medical Aid – Local Software
Due to changes in legislation regarding medical aid funds, medical aid companies have
restructured their premium deduction tables and the result of which is that the way in which
premiums are calculated vary from company to company. This resulted in institutions making
policy changes and the net result is that the way in which each institution now calculates the
member/company contributions varies. Due to the variable nature of calculations, it is not
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possible to design a mechanism, which can be standard and thus each institutions design is
handled individually by the use of this calculation method.
This calculation method is designed to handle different ways of looking up Medical Aid
premiums from tables using varying lookup parameters, and also to handle different methods
of calculating Employer contributions (eg. A percentage of total, or a percentage of a
standard fund, regardless of the fund to which the individual staff member belongs, or a
fixed contribution amount, referred to as an allowance.
Each institution, which makes use of this calculation method, is provided with the details on
how this calculation method is to be implemented and maintained.
4.14.26.
Method V: Skills Levy
This calculation method operates in the same manner as that for calculation method B with
the exception that the ‘Low’ and ‘High’ amounts are not required. Users must indicate on
menu option {FPRG-6}, which E/D codes must be taken into account for the calculation
of the value of skills levy.
An E/D code for Skills Levy must be defined on menu option {FPRG-6}. This E/D code,
VAT on Skills Levy and a deduction, calculation method K, E/D code must be linked to
ALL appointment types on menu option {FPRG-7}, as follows:
Appt. Type:
E/D Code:
Salary Level:
Calc. Method:
GLA:
Complete Only The Following:
4) Reference E/D Code:
6) Calculation %
1
SKL1 (E)
96
V
Appt. Type:
E/D Code:
Salary Level:
Calc. Method:
GLA:
Complete Only The Following:
(1)
1
SKIL2 (E)
97
3
(4) (6)
SKL2
1
(1)
.14 (VAT rate)
Appt. Type:
1
E/D Code:
SKIL3 (D)
Salary Level:
98
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Calc. Method
GLA
Complete Only The Following:
3) Reference Salary Level:
4) Reference E/D Code:
5)Second Reference Level
7) Second E/D Code
4.14.27.
K
MAC1 0607
(3) (4) (5) (7)
96
SKIL1
97
SKIL2
Method W: Packaged Salary
This calculation method is for the purposes of those institutions that afford their employees the
opportunity to structure their own salary packages. That is, where an employee is appointed
and given an amount and the employee may decide on how to structure it to suit his/her own
needs.
This calculation method has been created to cater for a pre-tax calculation of the Taxable
Cash Benefit portion of a person’s salary package on salary level 49. This means that the
current notch of an employee represents that employee’s entire salary package, which may be
made up of various different earnings (and even some deductions). The system needs to
know what Earnings and Deductions need to be subtracted from or added to the package to
result in a (varying) cash benefit, which represents all monies other than benefits received as
part of an employee’s package. The parameters with which this calculation method will work
must be defined on menu {FPRG-27}.
Å
4.15.
MESSAGES ON PAYSLIPS {FPRG-26} Ä
This option provides the facility to enable the printing of messages on payslips.
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This option consists of two blocks and contains the following details:
BLOCK 1 Global Message On Payslip
A.
Line (N3) Supply the line number applicable for the text.
B.
Message (A80) Supply the English text for the line number.
C.
Alternate Message (A80) Supply the English text in an alternate language, if
required.
BLOCK 2 Individual Message
A. Personnel Number (N9) Supply the Personnel number for whom the message
applies. The Initials and Surname default
B. Preferred Language (A1) The preferred language of the person supplied will
default.
C. Line (N3) Supply the line number applicable for the text.
D. Message (A80) Supply the English text for the line number.
Å
4.16.
PACKAGE DEFINITION {FPRG-27} Ä
This option affords the facility to define the parameters, per appointment type, to determine
the cash benefit of an employee’s salary package.
Those users who afford their employees the opportunity to structure their own salary
packages will use this option. Furthermore, the reader is referred to 4.14.27 above for
the explanation on the use of calculation method W. The net result of the calculation
set-up is the cash benefit for the employee and this result will be the value for the E/D
code, for calculation method W, defined on level 49 for the appointment type
concerned.
This option consists of one block and the details are as follows:
A. Appointment code (N2) Supply the appointment type for salary package
structure calculation.
B. Sequence Number (N3) Supply the calculation sequence of the
Earning/Deduction code.
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C. E/D Code (N4) Supply the Earning/Deduction Code to be taken into account for
calculation.
D. Salary Level (N2) Supply the salary level on which the Earning/Deduction Code
is defined for the appointment type.
E. Operand Indicator (A1) Indicator whether this Earning/Deduction Code is to
added or subtracted within the calculation.
Å
4.17.
NEW MEDICAL AID LOOK-UP TABLE {FPRG-28} Ä
This option is only applicable in the event that calculation method U is to be used to
determine contributions. On this option, contributions of member, adult and child
dependants, and MSA levels must be defined for each medical aid table
Å
4.18.
HOW TO HANDLE VAT
Users should follow the prescriptions of the VAT legislation, and nothing contained in this
Section will or can indemnify you or your institution from infringement of this Act. The
following example refers to the most common case and generalisations were used for
explanatory purposes.
VAT is applicable to the “Use of Company Assets ”, e.g. a university car, technikon
house, etc., because value is added in the process of making the asset available to the
employee. The employee is thus the “end-user”, and the institution should recover and
pay the VAT amount on the “cash equivalent” of this added value to the Receiver.
Both the amount on which the VAT was calculated and the VAT amount must be reported
on the VAT 201 return (Boxes 1 and 4 respectively). In the example we have structured
the transactions to address this problem.
The VAT on the cash equivalent should, under normal circumstances, be paid by the
employee, and will then be treated as an after-tax deduction from his/her salary, which is
paid over to the Receiver. However, should the institution decide to pay the VAT on
behalf of the employee, the contra amount of the VAT should be treated as a taxable
earning.
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One possible procedure in the Payroll System is the following:
1. Create up to four E/D Types specifically for VAT, i.e.
A)
B)
C)
D)
Cash Equivalent (to be reported on VAT 201, Box 1)
Contra deduction for (A)
Out-VAT on (A) (to be reported on VAT 201, Box 4)
Contra earning for (C)
2. If the employee pays the VAT, create three transactions as follows
∗ After tax: (A) is debited to control account (a)
∗ After tax: (B) is credited to control account (b)
∗ After tax: (C) is credited to the Out-VAT account (c)
3. If the institution pays the VAT on behalf of the employee, create four
transactions as follows:
∗
∗
∗
∗
After tax: (A) is debited to control account (a)
After tax: (B) is credited to control account (b)
After tax: (C) is credited to the Out-VAT account (c)
Before tax: (D) is debited to the person's expense account (d)
In the cases of 2 and 3 above, amounts (A) and (C) can then be added to the VAT 201,
Boxes 1 and 4 respectively.
Å
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4.19.
Chapter 4
REPORTS
Salary Scales {FPRGR1-1} Ä
4.19.1.
Upon entering this option, the user will be prompted for:
Previous Request:
A <LIST OF VALUES> is available and will list all previous report requests. Should the
user select one from the list, the answers supplied will default.
This report does not have parameters.
PRINT SEQUENCE :
Scale code sequence
SYSTEM SELECT
All scales in scale set valid during cycle of “A”
record in “Run Cycle Control File”
Date : 30-AUG-2002
Program : f8Drpt.rdf V12.0.0.0
:
INTEGRATED TERTIARY SOFTWARE
Page No : 1
Salary Scales For Cycle : 200006
-------------------------------Cycle : 17
Cycle
----17
17
17
17
17
17
17
17
17
17
17
17
Salary
Scale
----201
202
501
502
601
777
987
1401
1402
1601
1602
1701
Period : 199907 Previous
Scale
----201
501
201
1401
1601
Start Of
Scale
----3250.00
3850.00
5680.00
6772.00
9573.00
500000000.00
3850.00
18575.00
22075.00
24025.00
27025.00
27025.00
Scale
Increment
--------250.00
300.00
273.00
364.00
1470.00
100000345.00
1.00
700.00
1500.00
1500.00
2500.00
2500.00
End Of
Scale
----3850.00
5650.00
6772.00
7500.00
11043.00
1000000000.00
5550.00
22075.00
23575.00
27025.00
29525.00
32025.00
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Rank/Salary Scale Combination {FPRGR1-2} Ä
4.19.2.
Upon entering this option, the user will be prompted for:
Previous Request:
A <LIST OF VALUES> is available and will list all previous report requests. Should the
user select one from the list, the answers supplied will default.
The user is then prompted for the following:
Enter the Payroll Cycle (YYYYMM) : [Return for latest]
Enter the Sort Order (C)ode, (D)escription, or (S)ort Sequence :
After supplying and is satisfied with the above answers, the user can execute the program
by clicking on the RUN button or use <TAB> to get to the RUN button and use
<ENTER> to execute the program.
PRINT SEQUENCE: As per above
SYSTEM SELECT:
30-AUG-2002 11:46:23
V12.0.0.0
Scale set which is valid during cycle of “A” record in
“Run Cycle Control File”
page
1
INTEGRATED TERTIARY SOFTWARE
List Of Rank/Salary Scales Combinations For Payroll Cycle :
200006
Scale Cycle :
17 (
199907 to
999999) , Sort Order = c
(Program : f8brpt.sql)
Rank
Code
-----1
5
8
Rank Name
-----------------------------RECTOR
Scale
Cycle
------17
VICE-RECTOR
REGISTRAR
17
17
10
DEAN
17
20
25
HEAD OF DEPARTMENT
PROFESSOR
17
17
30
ASSOCIATE PROFESSOR
17
Salary
Scale
-----987
6501
7001
7501
5002
6501
6501
7001
7501
6001
5001
5002
9999
Scale Detail
-----------------------------------3850 X 1 X 5550
86400 X 0 X 86400
100800 X 0 X 100800
100000 X 12000 X 160000
59400 X 2400 X 66600
86400 X 0 X 86400
86400 X 0 X 86400
100800 X 0 X 100800
100000 X 12000 X 160000
90000 X 0 X 90000
55000 X 2200 X 59400
59400 X 2400 X 66600
0 X 0 X 0
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 102 of 332
Global Detail
Chapter 4
Funds Detail {FPRGR1-3} Ä
4.19.3.
Upon entering this option, the user will be prompted for:
Previous Request:
A <LIST OF VALUES> is available and will list all previous report requests. Should the
user select one from the list, the answers supplied will default.
This report does not have parameters.
SYSTEM SELECT:
30-AUG-2002 11:47:34
V12.0.0.0
All funds
page
1
INTEGRATED TERTIARY SOFTWARE
FUND DETAIL
(Program : f8hrpt.sql)
Fund
----9997
9998
CARM
COMS
DH01
DH02
DH03
DH04
G1
G2
G3
G4
GRP
HPEN
Fund
Name
-----------------------------UNIN -SOUTHERN
UNIN - OLD MUTUAL
CARINA MEYER FUND FOR HOMELESS
COMSA
DISCOVERY CLASSIC COMP.
DISCOVERY ESSENTIAL COMP.
DISCOVERY VITAL COMPREHENSIVE
DISCOVERY VITAL HOSPITAL
GROUP INSURANCE FUND 1
GROUP INSURANCE FUND 2
GROUP INSURANCE FUND 3
GROUP INSURANCE FUND 4
GROUP ENSURANCE FUND
PENSION FUND
Fund
Type
---G
G
O
G
M
M
M
M
G
G
G
G
G
P
Type
-------------------Group Insurance
Group Insurance
Unknown
Group Insurance
Medical
Medical
Medical
Medical
Group Insurance
Group Insurance
Group Insurance
Group Insurance
Group Insurance
Pension
Look At
Notch
------Y
Y
N
Y
N
N
N
N
Y
Y
Y
Y
N
Y
Pay In
Advance
------N
N
N
N
N
N
N
N
Y
Y
Y
N
N
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 103 of 332
Global Detail
Chapter 4
Lookup Tables {FPRGR1-4} Ä
4.19.4.
Upon entering this option, the user will be prompted for:
Previous Request:
A <LIST OF VALUES> is available and will list all previous report requests. Should the
user select one from the list, the answers supplied will default.
This report does not have parameters.
SYSTEM SELECT:
30-AUG-2002 11:48:31
V12.0.0.0
All Lookup Tables
page
1
INTEGRATED TERTIARY SOFTWARE
List Of Lookup Table Names For Cycle : 200006
(Program : f83rpt.sql)
Lookup
Table
------1
3
7
8
9
10
11
13
20
21
Lookup Table Name
-----------------------------P A Y E - RSA Tax Tables
Table B Subtraction. Yr.97/98
NW PROV TAX TABLE
SOMS (M) - EFF. 1/1/94
SAMED (FULL)
PENSION FUND 1 (MEMBER)
PENSION FUND 2
PENS INS
GROUP INSURANCE FUND 1
GROUP INSURANCE FUND 2
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 104 of 332
Global Detail
Chapter 4
Lookup Table Detail {FPRGR1-5} Ä
4.19.5.
Upon entering this option, the user will be prompted for:
Previous Request:
A <LIST OF VALUES> is available and will list all previous report requests. Should the
user select one from the list, the answers supplied will default.
The user is then prompted for the following:
Supply Lookup Table Code or (A)ll :
Enter Period (YYYYMM) :
After supplying and is satisfied with the above answers, the user can execute the program
by clicking on the RUN button or use <TAB> to get to the RUN button and use
<ENTER> to execute the program.
SYSTEM SELECT :
30-AUG-2002 11:50
Program : f90ccc.pc
V12.0.0.0
As per above
INTEGRATED TERTIARY SOFTWARE
Tax Tables
Lookup Table : ALL For Period : 199903
Page :
1
Lookup Table : 1 P A Y E - RSA Tax Tables
Low Limit
High Limit
Range Range
Status
Cycle Children
Amount
Amount
Amount Percentage
___________________________________________________________________________________________
A 1999
1 Y
B 1999
1 Y
0
0
0
0
0
0
0
0
0
0
0
0.00
15001.00
20001.00
30001.00
40001.00
50001.00
80001.00
100001.00
0.00
15001.00
20001.00
15000.00
20000.00
30000.00
40000.00
50000.00
80000.00
100000.00
9999999.00
15000.00
20000.00
30000.00
0.00
0.00
500.00
2000.00
4000.00
6500.00
15500.00
22500.00
0.00
0.00
500.00
0.000
10.000
15.000
20.000
25.000
30.000
35.000
40.000
0.000
10.000
15.000
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 105 of 332
Global Detail
Chapter 4
Earning / Deduction Types {FPRGR1-6} Ä
4.19.6.
Upon entering this option, the user will be prompted for:
Previous Request:
A <LIST OF VALUES> is available and will list all previous report requests. Should the
user select one from the list, the answers supplied will default.
This report does not have parameters.
PRINT SEQUENCE: E/D Code sequence
SYSTEM SELECT:
30-AUG-2002
V12.0.0.0
All E/D's in table
11:53:07
page
1
INTEGRATED TERTIARY SOFTWARE
List Of Earning And Deduction Types For Cycle : 200006
(Program : f82rpt.sql)
Earn/ E/D
Sapse Print Uif Wca REGL SAL IRP5 CALC
Deduct TYP E/D ENGLISH NAME
E/D ALTERNATE NAME
Y/N
Y/N
Ind Ind E/D? LEV
BOX METH CC
ACCOUNT
------ --- ------------------------------ ------------------------------ ----- ----- --- --- ---- --- ----- ---- ------ ------INACT DATE STATS ROWCODE
----------- ------------------------0001
E
BASIC SALARY
BASIESE SALARIS
Y
Y
Y
Y
Y
00 3601
7
2. Permanent Staff
0002
E
BASIC SALARY - TEMP STAFF
2. Permanent Staff
BASIESE SALARIS - TYD PERSON
Y
Y
Y
Y
Y
0003
E
BASIC SALARY - IN DOLLARS
3. Other Staff
BASIESE SALARIS - TYD PERSON
Y
N
Y
Y
Y
0004
E
TOTAL SUBTOTAL INCOME
22. Other
TOTALE SUBTOTAAL INKOMSTE
N
Y
N
N
N
02
1
8
00
1
7
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 106 of 332
Global Detail
Chapter 4
Global E/D Detail {FPRGR1-7} Ä
4.19.7.
Upon entering this option, the user will be prompted for:
Previous Request:
A <LIST OF VALUES> is available and will list all previous report requests. Should the
user select one from the list, the answers supplied will default.
The user is then prompted for the following:
Supply the Appointment Type Required (N2) or ALL :
Print (C)urrent Detail (Using Current Date) or ALL : [C]
After supplying and is satisfied with the above answers, the user can execute the program
by clicking on the RUN button or use <TAB> to get to the RUN button and use
<ENTER> to execute the program.
PRINT SEQUENCE: E/D Code Sequence
SYSTEM SELECT:
Date : 30-AUG-2002 11:54
Program : f82rpt.rdf V12.0.0.0
Earning/Deduction
Start Date
End Date
Salary Level
Calculation Method
Advised Amount
Lookup Table
Calculation Quantity
Reference Number
All Global E/D's per selected Appointment Type
INTEGRATED TERTIARY SOFTWARE
Global Earnings And Deductions Per Appointment Type
For Monthly Cycle : 199911 ( 01-NOV-1999 - 30-NOV-1999 ) , (C)urrent or ALL : C
Appointment Type : 1 FULL-TIME PERM:ACAD
0001 E BASIC SALARY
7 SALARY NOTCH
Reference Earning/Deduction
Reference Salary Level
Low Amount
High Amount
IRP5 Total Number
General Ledger Allocation
Page No : 1
3601 Income - Taxable
Calculation Percentage
Fund
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 107 of 332
Global Detail
Chapter 4
Design Form {FPRGR1-8} Ä
4.19.8.
This report can be a useful take-on aid for options {FPRG-7} (“Global
Earnings/Deductions”) and {FPRI-2} (“Individual Earnings/Deductions”).
All
Earnings/Deductions as specified in option {FPRG-6} are listed along the vertical axis,
whilst provision is made for six Appointment Types (or individual employees) across the
page. The user then completes the form by answering the following questions:
−
−
−
−
−
GI:
should this Earning/Deduction be defined at a (G)lobal
or (I)ndividual level? (Option {FPRG-7} or {FPRI-2})
SL: at what (S)alary (L)evel should it be calculated?
I5: in which (I)RP(5 ) total (box) should it be accumulated?
CM : what (C)alculation (M )ethod should be used?
Upon entering this option, the user will be prompted for:
Previous Request:
A <LIST OF VALUES> is available and will list all previous report requests. Should the
user select one from the list, the answers supplied will default.
This report does not have parameters.
30-AUG-200211:56:54
V12.0.0.0
page
1
INTEGRATED TERTIARY SOFTWARE
List Of Earning And Deduction Types For Cycle : 200006
(Program : f8drpt.sql)
Earn/
Deduct
-----0001
0002
0003
0004
0005
0006
0007
0008
0009
0010
E/
D
-E
E
E
E
E
D
D
E
E
E
Earning/
Deduction Name
-----------------------------BASIC SALARY
BASIC SALARY - TEMP STAFF
BASIC SALARY - IN DOLLARS
TOTAL SUBTOTAL INCOME
COMMISSION
DEFFERED COMPENSATION TEST
H
COMMISSION OMITTED
HOUSING ALLOWANCE
TEST IRP5
ONE-TIME EARNINGS
Appointment
Code :
GI:SL:I5:CM
------------|__:__:__:__|
|__:__:__:__|
|__:__:__:__|
|__:__:__:__|
|__:__:__:__|
|__:__:__:__|
|__:__:__:__|
|__:__:__:__|
|__:__:__:__|
|__:__:__:__|
Appointment
Code :
GI:SL:I5:CM
------------|__:__:__:__|
|__:__:__:__|
|__:__:__:__|
|__:__:__:__|
|__:__:__:__|
|__:__:__:__|
|__:__:__:__|
|__:__:__:__|
|__:__:__:__|
|__:__:__:__|
Appointment
Code :
GI:SL:I5:CM
------------|__:__:__:__|
|__:__:__:__|
|__:__:__:__|
|__:__:__:__|
|__:__:__:__|
|__:__:__:__|
|__:__:__:__|
|__:__:__:__|
|__:__:__:__|
|__:__:__:__|
Appointment
Code :
GI:SL:I5:CM
------------|__:__:__:__|
|__:__:__:__|
|__:__:__:__|
|__:__:__:__|
|__:__:__:__|
|__:__:__:__|
|__:__:__:__|
|__:__:__:__|
|__:__:__:__|
|__:__:__:__|
Appointment
Code :
GI:SL:I5:CM
------------|__:__:__:__|
|__:__:__:__|
|__:__:__:__|
|__:__:__:__|
|__:__:__:__|
|__:__:__:__|
|__:__:__:__|
|__:__:__:__|
|__:__:__:__|
|__:__:__:__|
Appointment
Code :
GI:SL:I5:CM
------------|__:__:__:__|
|__:__:__:__|
|__:__:__:__|
|__:__:__:__|
|__:__:__:__|
|__:__:__:__|
|__:__:__:__|
|__:__:__:__|
|__:__:__:__|
|__:__:__:__|
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 108 of 332
Global Detail
Chapter 4
Primary Rebates {FPRGR1-21} Ä
4.19.9.
Upon entering this option, the user will be prompted for:
Previous Request:
A <LIST OF VALUES> is available and will list all previous report requests. Should the
user select one from the list, the answers supplied will default.
This report does not have parameters.
30-AUG-2002 11:58:41
V12.0.0.0
page
1
INTEGRATED TERTIARY SOFTWARE
List Of Primary Rebate Name And Amount For Cycle : 200006
(Program : f88rpt.sql)
Rebate
Code
-----A
A
A
A
A
A
B
B
B
B
B
Type Name
Rebate
Rebate
Type
Amount
------------------------------ ---------- -----------MARRIED PERSON
(INCOME)
I INCOME
.00
ANY TAX PAYER (INCOME)
I INCOME
.00
SOLE BREADWINNER (INCOME)
I INCOME
.00
MARRIED PERSON
(INCOME)
I INCOME
.00
MARRIED PERSON
(INCOME)
I INCOME
.00
MARRIED PERSON
(INCOME)
I INCOME
.00
UNMARRIED PERSON (INCOME)
I INCOME
.00
UNMARRIED PERSON (INCOME)
I INCOME
.00
UNMARRIED PERSON (INCOME)
I INCOME
.00
SINGLE/UNMARRIED (INCOME)
I INCOME
.00
UNMARRIED PERSON (INCOME)
I INCOME
.00
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 109 of 332
Global Detail
Chapter 4
Child Rebates {FPRGR1-22} Ä
4.19.10.
Upon entering this option, the user will be prompted for:
Previous Request:
A <LIST OF VALUES> is available and will list all previous report requests. Should the
user select one from the list, the answers supplied will default.
This report does not have parameters.
30-AUG-2002 11:59:42
V12.0.0.0
page
1
INTEGRATED TERTIARY SOFTWARE
List Of Child Rebate Name And Amount For Cycle : 200006
(Program : f8lrpt.sql)
Tax
Chil- Type Name
Status
Dren
---------------- ------ -----------------------------MARRIED PERSON
0 NO CHILDREN (INCOME)
MARRIED PERSON
0 NO CHILDREN
(INCOME)
MARRIED PERSON
0 NO CHILDREN
(INCOME)
MARRIED PERSON
0 NO CHILDREN
(INCOME)
MARRIED PERSON
0 NO CHILDREN
(INCOME)
MARRIED PERSON
0 NO CHILDREN (INCOME)
MARRIED PERSON
1 ONE CHILD (INCOME)
MARRIED PERSON
1 ONE CHILD
(INCOME)
MARRIED PERSON
1 ONE CHILD (INCOME)
MARRIED PERSON
1 ONE CHILD
(INCOME)
MARRIED PERSON
1 ONE CHILD
(INCOME)
Rebate
Rebate
Type
Amount
---------- -----------I INCOME
.00
I INCOME
.00
I INCOME
.00
I INCOME
.00
I INCOME
.00
I INCOME
.00
I INCOME
.00
I INCOME
.00
I INCOME
.00
I INCOME
.00
I INCOME
.00
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 110 of 332
Global Detail
Chapter 4
Age Rebates {FPRGR1-23} Ä
4.19.11.
Upon entering this option, the user will be prompted for:
Previous Request:
A <LIST OF VALUES > is available and will list all previous report requests. Should the
user select one from the list, the answers supplied will default.
This report does not have parameters.
30-AUG-2002 12:00:51
V12.0.0.0
page
1
INTEGRATED TERTIARY SOFTWARE
List Of Age Rebate Name And Amount For Cycle : 200006
(Program : f8mrpt.sql)
Tax
Stat
---A
A
A
A
A
A
B
B
B
B
B
Status
Type
-------------------Married Person
Married Person
Married Person
Married Person
Married Person
Married Person
Unmarried Person
Unmarried Person
Unmarried Person
Unmarried Person
Unmarried Person
Low High Rebate
Rebate
Age
Age Type
Amount
---- ----- ---------- -----------000 0999 I INCOME
.00
000 0999 I INCOME
.00
000 0999 I INCOME
.00
000 0999 I INCOME
.00
000 0999 I INCOME
.00
000 0999 I INCOME
.00
000 0999 I INCOME
.00
000 0999 I INCOME
.00
000 0999 I INCOME
.00
000 0999 I INCOME
.00
000 0999 I INCOME
.00
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 111 of 332
Global Detail
4.19.12.
Chapter 4
Tax Thresholds {FPRGR1-24} Ä
Upon entering this option, the user will be prompted for:
Previous Request:
A <LIST OF VALUES> is available and will list all previous report requests. Should the
user select one from the list, the answers supplied will default.
This report does not have parameters.
30-AUG-2002 12:01:55
V12.0.0.0
page
1
INTEGRATED TERTIARY SOFTWARE
List Of Tax Thresholds For Cycle : 200006
(Program : f8arpt.sql)
Tax
Status
-----A
A
A
A
A
A
A
A
A
A
A
Age
Low High ChilThreshold
Category
Age
Age
Dren
Amount
---------- ---- ----- ------ -----------UNDER 65
000 0064
0
15579.00
000 0999
0
15000.00
000 0999
0
20000.00
000 0999
0
.00
UNDER 65
000 0064
0
19526.00
UNDER 65
000 0064
0
21111.00
UNDER 65
000 0064
1
15579.00
000 0999
1
.00
000 0999
1
15000.00
UNDER 65
000 0064
1
19526.00
000 0999
1
20000.00
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 112 of 332
Global Detail
Chapter 4
Calculation methods {FPRGR1-25} Ä
4.19.13.
Upon entering this option, the user will be prompted for:
Previous Request:
A <LIST OF VALUES> is available and will list all previous report requests. Should the
user select one from the list, the answers supplied will default.
This report does not have parameters.
30-AUG-2002 12:04:08
V12.0.0.0
page
1
INTEGRATED TERTIARY SOFTWARE
List Of Calculation Methods For Cycle : 200006
(Program : f86rpt.sql)
Calc
Method
-----1
2
3
4
5
6
7
8
9
A
B
Calculation Method
-----------------------------PCT. OF SALARY LEVEL TOTAL
BONUS
ADVISED AMOUNT
P A Y E - RSA, NAMIBIA
MEDICAL AID
PCT. OF TRANSACTION
SALARY NOTCH
QUANTITY * AMOUNT
WORKMEN'S COMPENSATION
PENSION
UNEMPLOYMENT INSURANCE
Å
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 113 of 332
Individual Detail
5.
Chapter 5
INDIVIDUAL DETAIL {FPRO-2}
Ä
In the previous Section, global compensation packages were specified and linked to
employees through their appointment types. Such information is relatively static, and needs
only occasional maintenance.
The salary-related information at individual employee level is much more dynamic, and is
maintained in this option.
It is good discipline to close off a payrun completely before starting to change individual
information for the next payrun. It is recommended that the “A”, “C”, “P”, “Q”, “R” and
“T” records should all be set to the following pay cycle and/or calculation number via
option {FPRM-2} immediately after a payrun has been completed, but not before.
The reason is that many programs in the Payroll System are sensitive to the pay cycles and
calc numbers connected with one or more of the above records, e.g. all programs that use
salary scales.
Å
5.1.
FIXED SALARY DETAIL {FPRI-1} Ä
This option will display five blocks of information, but only certain data fields may be
updated, the non-updateable values being drawn from information normally maintained in
the Personnel System.
When a specific employee is queried, the following information will be displayed on Page 1
of Block 1:
Block 1: BIOGRAPHICAL DETAIL {FPRI-1b1p1}
−
−
−
−
−
−
−
−
−
−
−
Personnel Number - <LIST> is available
Surname, Initials, First Names and Title
Birth Date
Number of Tax Deductible Dependents
Gender
Marital Status
Number of Dependents on Medical Aid
ID Number
Home Language
Home Address and Postal Code
Home Telephone Number.
Work Related Detail
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 113 of 332
Individual Detail
−
−
−
−
−
−
−
−
−
Chapter 5
Latest Appointment Date
Latest Appointment Code and Description
Latest Post Code and Description
Latest Rank Code and Description
Post Grade From and To, and Current Grade
Work Telephone Number
Resignation Date
Default GL-Allocation Code and Descriptio n
Primary Department
Should it be required to view the service records of the person being queried, a button is
available for this purpose.
When <RETURN> is pressed the cursor will automatically go to Page 2.
Block 1: SALARY RELATED DETAIL {FPRI-1b1p2}
The following information can be updated here:
A.
Salary Notch (N10) The valid notch for this employee. If the “N” record in
{FPRM-8} is set to (Y)es, the system will validate upon entry of a notch that the
notch is valid for the employee's personal salary scales. Please refer to Section
2.8.2 for more detail.
Please note that every adjustment to a notch also creates an entry in Block 5 with an
“Effective Date” equal to the first day of the month as currently set for the “A” record
in the “Run Cycle Control File”, option {FPRM-2}. This record is stored with the
“Reason for Adjustment” set to “PERSONAL ADJUSTMENT”.
B.
Barrier Notch (N10) A barrier notch if applicable. The system will not perform
automatic increases beyond barrier notches.
C. Weekly Rate (N10.2) This only applies for weekly paid employees. Supply the
rate at which these employees are remunerated.
D. Time Sheet Rate (N10.2) This only applies for weekly paid employees. Supply
the rate at which these employees are remunerated.
E. Pay Frequency (*) Monthly (*) Weekly The pay frequency will default from the
appointment type defined on menu option {PACS-1} but may be updated here. The
valid values are (M)onthly or (W)eekly.
F. Pay Date (N1) The value from the person's appointment type in {PACS-1} will
default when the biographical record is created, but may be changed here.
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 114 of 332
Individual Detail
Chapter 5
G. Payroll Calculation Number (N1) The value from the person's appointment type
in {PACS-1} will default when the biographical record is created, but may be
changed here.
H. Inc. Month (N2) The month of the employee's annual increase. The system will
try to give an automatic increase to a person only in this month. Values “0” to “12”
are allowed. The system will default to the person's appointment month, but this may
be changed. The value “0 ” in this field means that the system will never try to give
an automatic increase to this person, whose increases will then have to be advised
manually by changing the notch.
I. First Increase: Month (N2)
J.
First Increase: Year (YYYY) These two fields define the first Increase Cycle
for this person. The system will default to the appointment month and the
(appointment year + 1) respectively, but both these values may be changed. The
system will try to give an automatic increase to a person only after this first
increase cycle has been reached or passed. These fields are useful when a
person's increase month is not the same as his/her appointment month, and the first
increase month must be skipped when automatic increases are done . The “first
increase month” usually has the same value as the “increase month” of C. above.
K. Bonus Month (N2) When a personnel record is created, the system will default
the bonus month as per the table in option {FPRM-5} into this field, but it may be
set to any value between “0 ” and “12”. The value “0 ” in this field means that this
person will never get an automatic bonus - his/her bonus will have to be advised.
L. Tax on Bonus (*) Annual (*) Monthly. Bonuses may be taxed either (M )onthly in
advance or (A)nnually in bonus month, depending on the institutional policy. The
system defaults to (A)nnual. This indicator is held at employee level to allow
personal choice. The system calculates tax on bonus at marginal rates, i.e. the tax
on bonus T = (Yearly tax on normal salary + bonus) less (Yearly tax on
normal salary only).
∗ If the indicator is set to (A)nnual, tax T is added to the normal monthly tax in the
month of bonus payment. If the indicator is set to (M )onthly, tax T is divided by
the number of months for which the person was employed during the relevant tax
year, and the result is added to the normal monthly tax every month.
∗ If an employee who is taxed monthly should resign before he/she receives their
bonus, the system will refund the tax deducted in advance. Should the person resign
after the bonus has been received, but before the end of the tax year, the system will
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recover all outstanding tax in the resignation month, as per the directive of the
Receiver.
∗
Should an employee wish to change from monthly tax on bonus to annual tax on
bonus, or vice versa, such an option must only be exercised in the first month of
the tax year.
M. Spouse's Names (A40) This field is optional.
N. Preferred Language (A2) Advices to employees such as payslips, IRP5
Certificates, etc., can be printed in a language of preference, either (E)nglish or an
alternate language.
O. Pay Point (A4) The code of the pay point to which this person's payslip is to be
sent. The name will be displayed. The <LIST> command will show valid codes.
P. Stop Payment (Y/N) (A1) Indicate by (Y)es or (N)o whether payment must be
stopped for this employee during certain pay cycle(s), e.g. a lady who will be taking
maternity leave. The system defaults to “N ”. If the answer is (Y)es, the
following two fields must be completed.
Q. Start Cycle (YYYYMM) The first pay cycle during which the above instruction
will be effective.
R. End Cycle (YYYYMM) The last pay cycle during which the above instruction will
be effective.
S. Reason (A2) Supply the reason code, defined on menu option {FPRC-4}, for the
stop payment period. A <LIST> function is available.
T. Method Of Payment (A1) Supply the applicable method of payment for this
employee. The methods available are:
∗
∗
∗
∗
Cheque
Cash
Bank Transfer
Tape Transfer
The next three fields are mandatory if payment method in T. above is (M) = Bank
Transfer or (T)ape Transfer:
U. Bank Account Type (A1) The allowed values are (C)urrent, (S )avings,
(T)ransmission, Tele(B)ank, C(R)edit Card. Note that currently only “C”, “S” and
“T” are acceptable for ACB transfers.
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V. Bank Account No. (A24) This account number usually appears at the foot of a
cheque. The format may vary between banks and different types of account, a
common format being
|0486 |:160445|: 1604.511.645| 04
The Bank only uses the first two sections and the last section. The Bank Account
Number in this example will be 1604511645, the first four digits usually indicating
the number of the Branch.
Note that account numbers, which are to be used for ACB tape transfers for
PERM accounts other than current accounts, are 13 digits long; all other
account numbers may not exceed 11 digits. Leading zeroes are not essential.
Only numeric characters must be used , to ensure that hash control totals for the
transfer tape are correctly calculated.
W. Bank (N2) When the branch is supplied below, the bank code and description will
default and cannot be updated.
X. Branch (N6) When an existing Branch Code is entered (as maintained in option
{FPRC-1b2}), the names of the branch and the bank are displayed. The <LIST>
command will show valid codes.
Y. Receiver of Revenue (A4) This field is mandatory. When an existing code is
entered (as maintained in option {FPRC-2}), the name is displayed. The <LIST>
command will show valid codes.
Z.
Print IRP5? (A1) The printing of a previously printed tax certificate can be
suppressed by means of this non-mandatory indicator. It defaults to null (i.e. “print
certificate”) but can be set to “N” (i.e. “do not print certificate”).
AA. Income Tax Number (A20) Enter the employee's reference number with the
above Receiver of Revenue.
BB. Tax Status (A1) The system defaults to the (redundant) old RSA values, namely:
“A” - Married Person; “B” - Unmarried (Single) Person; “C” - Married
Woman. The default values may be left as is. The Marital Status as defined in the
person's biographical record is also displayed for reference purposes.
Block 2: PERSONAL SALARY SCALES {FPRI-1b2}
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The salary scales applicable to this employee may be seen in Block 2 of this option via the
<NEXT BLOCK> and <EXECUTE QUERY> commands. The scales are not
updateable here, but are maintained via option {FPRI-3}.
Block 3: SCALES OF ACTUAL RANK {FPRI-1b3}
The scales for his/her actual rank are displayed in Block 3, which would normally be the
same as the personal scales (refer Section 1.4.B.1.c for a discussion of cases where the
two sets of scales would differ).
Block 4: SCALES OF APPROVED RANK {FPRI-1b4}
The scales for his/her approved rank as defined in the Post Structure in the Personnel
System {PACS-4b1} are displayed in Block 3.
Block 5: SALARY HISTORY {FPRI-1b5}
∗ If the salary notch of the person has been updated in Block 1 of this option, an
<EXECUTE QUERY> in Block 5 will display all the person's salary history records.
Each record consists of the personnel number, effective date of adjustment, new notch,
reason, reason code for adjustment and the scale cycle and code.
∗ All fields on this screen may be queried, and all are updateable except the personnel
number.
∗ The record which has just been created will have an effective date = the first day of the
month of the “A” record in the Run Cycle Control File. This date may be adjusted to
any value up to the last day of that month and the reason for adjustment may also be
changed.
∗ If a notch is changed because an employee received a backdated adjustment in salary,
it is merely necessary to change the effective date to the appropriate value and
<COMMIT>.
∗ Of course, the back pay and other earnings/deductions connected with such an event
(e.g. arrears contributions to medical aid, pension fund, etc.) will have to be advised
manually to the calculation program, as the system does not cater for automatic
backdated adjustments.
∗ It is thus possible to enter a complete salary history for any individual dating back to
his/her initial appointment date, but future records may not be entered. The system as
and when the notches are updated will create these. Either automatically via new scales
or manually. Please note that if records are to be added to this table, the person
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must first be queried in Block 1, thereafter <PREVIOUS BLOCK>s will take you to
Block 5.
The audit trail (option {FPRNR1 -27}) can assist in reconciling between payruns, and
serves as a permanent record of manual changes to salary-related detail for employees, i.e.
all changes which were made via option {FPRI-1}.
5.1.1. Validation Of Notches {FPRI-1}
If the “N” record in {FPRM-8} is set to (N)o, the program will afford the user the
opportunity to validate salary notches upon <EXIT>ing. Please refer to Section 2.8.2
for more detail. This validationt is particularly handy at take-on time and after a new
scale set has been introduced.
This report may be produced at any time by simply executing option {FPRI-1} and
<EXIT>ing immediately.
The system validates against a person's latest scales - this means that, in the event of a
future promotion, a currently valid notch may be indicated as invalid (since the promotion
would have linked the person to the default scales of his future rank). Such cases are
flagged with the message : “***** FUTURE PROMOTION *****”.
USER SELECTION:
None
Date: 25-AUG-2002
f8Fccc.pc v12.0.0.0
Time: 14:03:27
Page:
1
Invalid Notches for Monthly Cycle 200208
========================================
Person
1
SALARY notch
100000
Person
2
SALARY notch
100000
Person
3
SALARY notch
148000
Person
4
SALARY notch
120000
Person
8
SALARY notch
NULL
Person
9
SALARY notch
125000
Person
10
SALARY notch
NULL
Person
11
SALARY notch
24593
Person
14
SALARY notch
NULL
Person
20
SALARY notch
NULL
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Person
22
SALARY notch
NULL
Person
27
SALARY notch
110000
Person
28
SALARY notch
NULL
Person
29
SALARY notch
NULL
Person
36
SALARY notch
NULL
Person
37
SALARY notch
NULL
Person
39
SALARY notch
NULL
Person
40
SALARY notch
NULL
Person
43
SALARY notch
NULL
Person
50
SALARY notch
53000
Å
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5.2.
Chapter 5
INDIVIDUAL EARNINGS/DEDUCTIONS {FPRI-2} Ä
This option consists of three Blocks:
Block 1: INDIVIDUAL TRANSACTION INFORMATION {FPRI-2b1}
Every employee can be linked to a global compensation package as created via option
{FPRG-7}, through his/her appointment type. Specific earnings or deductions relevant
to an employee are maintained here , or the employee's entire package can be
maintained.
The layout of the screen is identical to that for Global E/D's, except for three fields:
∗ Personnel Number must obviously be supplied instead of an Appointment Code <LIST> is available;
∗ if the field “Temporary?” has the value “T”, an end date must be inserted; any other
value will allow a null end date to be accepted;
∗ if the field “Post to Sub-system?” is set to (Y)es, the deduction will be posted to the
student's account if the “Reference Number” field contains a valid student number in the
format ST**9999999 (refer Section 5.14 for full detail).
The default values from {FPRG-6} for salary level, IRP5 Box, calc method and GLA will
be inserted in the appropriate fields in this screen.
When individual salary transactions are created or updated and start- or end dates are
supplied, the system checks that start date <= end date, and that start date >=
appointment date and end date <= resignation date (if a resignation date exists).
The reader is referred to the importance of the Reference Number facility at a personal
level. If the membership-, insurance policy- or other number of the employee is entered, it
will appear on the relevant Report per Earning/Deduction Type, option {FPRNR1 -6}).
When an individual E/D is created for PAYE, Pension, Medical Aid or Group Insurance
with a calculation method other than “4”, “A”, “5”, “C” or “G” respectively, it is essential
that the individual's reference number be entered here to ensure that it appears on report
{FPRNR1-6}.
The total compensation package for an employee at any particular time consists, therefore,
of both the individual and the global earnings and deductions which apply at that time.
When a salary calculation is done, the system combines the entire individual and global
E/D's applicable to an employee.
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NOTE: It is important to realise that an individual E/D will override the global, if it is
specified at the same salary level as the global. Hence, if, for example, arrears PAYE has
to be deducted for an employee as an Advised Amount, this deduction should be specified
at a higher salary level than the global PAYE calculation. If it is specified at the same level,
the system will respond only to the individual deduction. If a global exists for this E/D
Code, all values for the latest global that exists in {FPRG-6} for this appointment type will
default when the E/D code is entered in this screen.
Inserts, changes and deletes to the information in this table are written to a log file, and may
be printed via option {FPRNR1-27}.
Block 2: MAINTAIN ACB TAPE CREDITS {FPRI-2b2}
This option allows the maintenance of bank information, which will be used by the ACB
tape program {FPRM-7} to credit the bond accounts of employees with the amounts that
are deducted during the monthly salary calculation.
The type of information is similar to that carried in {FPRI-1} for the crediting of net
salaries, as follows:
A. Personnel Number (N9) When a valid number is entered, the title, initials and
name are displayed.
B.
Deduction Code (A4) Enter the deduction code used for this person's bond
repayment deduction, and the description is displayed. Only deduction codes are
allowed. The <LIST> command will show valid deduction codes.
C. Account Type (A1) Allowed values are (C)urrent, (S)avings, (T)ransmission and
(B)ond - the latter for Building Societies only.
D. Bank Account Number (N24) The same rules apply as specified in section
5.1.V of this manual.
Note that account numbers, which are to be used for ACB tape transfers for
PERM accounts other than current accounts, are 13 digits long; all other account
numbers may not exceed 11 digits. Leading zeroes are not essential. Only
numeric characters must be used, to ensure that hash control totals for the
transfer tape are correctly calculated.
E.
Branch Code (N6) When an existing Branch Code is entered (as maintained in
option {FPRC-2b2}), the names of the branch, the bank code and the bank name
are displayed. The <LIST> command will show valid codes.
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F.
Tape Paydate (N1) Allowed values are “1 ” and “2”. “1” means that the payment
will be credited on the First Action Date of the ACB tape, whereas “2” will result in
a transfer on the Last Action Date.
G. Maximum Amount (N15.2) This field is optional. User may indicate the
maximum amount that may be deposited into the specified account for bond
payments.
H. Sequence Number (N2) The sequence the program must use for allocation of
unallocated monies.
When <NEXT BLOCK> is pressed, the user is given the opportunity of validating the
information entered in Block 2 (refer next Section).
Block 3: VALIDATE ACB TAPE INFORMATION {FPRI-2b3}
If the user indicates (Y)es, the user will be prompted for the following:
Report on (W)eekly or (M)onthly Paid Personnel : [M]
Enter Monthly Payroll Cycle (YYYYMM) :
Supply 1st Of 10 E/D Codes (A4) :
PRINT SEQUENCE: Personnel number within E/D Code
SYSTEM SELECT:
All employees who will be in-service during the given
pay cycle who have one or more of the supplied E/D
codes in either Block 1 or Block 2. Only those
employees who do not have the E/D code on both tables
will be printed.
The report consists of two sections:
1.
2.
Those transactions found in Block 1 but not in Block 2
Those transactions found in Block 2 but not in Block 1
01-AUG-2002 15:05
PROGRAM : F9Fccc.pc V12.0.0.0
PERSONNEL
NUMBER
--------72
INTEGRATED TERTIARY SOFTWARE
E/D CODES NOT ON ACB TAPE CREDITS
For E/D CODES 6500 6510
For Cycle : 199503
PERSONNEL
NAME
--------DU PLESSIS, MRS U
01-AUG-2002 15:05
PROGRAM : f9Fccc.pc V12.0.0.0
E/D
CODE
---6510
PAGE
1
PAGE
2
E/D
DESCRIPTION
----------SECOND BOND PAYMENT
INTEGRATED TERTIARY SOFTWARE
E/D CODES NOT ON INDIVIDUAL EARNINGS TRANSACTIONS
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For E/D CODES 6500 6510
For Cycle : 199503
PERSONNEL
NUMBER
--------180
PERSONNEL
NAME
--------SMITH, MRS V
E/D
CODE
---6500
END
OF
E/D
DESCRIPTION
----------BOND PAYMENT
REPORT
Å
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Chapter 5
EARNING / DEDUCTION VALIDATION {FPRIR1-5} Ä
5.3.
It is sometimes necessary to define sets of two or more earnings/deductions of which
some may have to be specified at individual level for a large number of employees, e.g. a
Travel Allowance.
This facility allows the user to verify that full sets of up to six E/D codes have indeed been
specified for all these employees.
Upon entering this option, the user will be prompted for:
Previous Request:
A <LIST OF VALUES> is available and will list all previous report requests. Should the
user select one from the list, the answers supplied will default.
The user is then prompted for the following:
Supply Start Date (DD-MON-YYYY) :
Supply End Date (DD-MON-YYYY) :
Please Supply up to Six Earning/Deduction
Codes for Which the Validation Must Be Done –
Enter the Code or Press <RETURN> When Finished
Supply the 1st Earning/Deduction Code :
After supplying and is satisfied with the above answers, the user can execute the program
by clicking on the RUN button or use <TAB> to get to the RUN button and use
<ENTER> to execute the progr am.
PRINT SEQUENCE
:
SYSTEM SELECT
04-AUG-2002
Program: f8Mccc.pc
Employee number sequence
:
Those employees, who do not have full sets,
listing the missing E/D's for each such person.
INTEGRATED TERTIARY SOFTWARE
PAGE 1
V12.0.0.0
MISSING EARNING/DEDUCTIONS FOR CYCLE : 9108
-------------------------------------------
CODE SET => 0001 5800 2400
EMPLOYEE NAME
-------- ---41 Mr MR UNDERWOOD
180
Mrs V SMITH
.
EARNING/DEDUCTION
EARNING/DEDUCTION
--------------------------------5800 PAYMENT TO STAB FUND (BONUS) 2400 STAB FUND (BONUS): EMPLOYER CO
5800 PAYMENT TO STAB FUND (BONUS) 2400 STAB FUND (BONUS): EMPLOYER CO
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671
Mr S CRAWFORD
5800 PAYMENT TO STAB FUND (BONUS) 2400 STAB FUND (BONUS): EMPLOYER CO
672
Mnr T VAN DER
5800 PAYMENT TO STAB FUND (BONUS) 2400 STAB FUND (BONUS): EMPLOYER CO
680
Mr A NXHUBE
5800 PAYMENT TO STAB FUND (BONUS) 2400 STAB FUND (BONUS): EMPLOYER CO
1002
55555
1993626
Prof I NEWTON
5800 PAYMENT TO STAB FUND (BONUS) 2400 STAB FUND (BONUS): EMPLOYER CO
Ms Y CARTER
0001 BASIC SALARY - PERM STAFF
Mr P MOKWENA
2400 STAB FUND (BONUS): EMPLOYER CO
2400 STAB FUND (BONUS): EMPLOYER CO
Å
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5.4.
Chapter 5
INDIVIDUAL SALARY SCALES {FPRI-3}
Ä
This option allows the maintenance of an individual's salary scales.
When a personnel number is queried, the person's name and the scale code(s) and
subscale(s) linked to him/her will be displayed - <LIST> is available on this field. If this
person has a personal scale other than the default scale for his/her rank, the undesired
subscale(s) may be deleted by means of the <DELETE RECORD> and <COMMIT>
commands. Subscale(s) may be added by creating new records and entering the person's
number and the appropriate scale code.
Upon <EXIT>ing from this screen, the system allows the validation of salary notches
against assigned scales for all employees , any discrepancies being listed on a validation
report which will include people to whom notches have not yet been assigned.
The report can be produced at any time by executing option {FPRI-3} and <EXIT>ing
immediately.
When a person has resigned, no name will appear against his/her number, and such
records should be deleted from time to time.
Å
5.5.
TAX DIRECTIVES {FPRI-4}
Ä
This option provides the facility to capture directives issued to personnel by the Receiver of
Revenue. NOTE: Only one directive is allowed for a given tax year.
This option consists of the following:
A.
Personnel Number (N9) Supply the personnel number for whom the directive
applies. The title, initials and surname of the personnel member will default into the name
field.
B.
Directive Number (A13) Supply the directive reference number provided by the
Receiver of Revenue.
C.
Tax Year (YYYY) Supply the tax year for which the directive applies. The tax
period will default into the next fields and may be updated.
The directive issued will be in respect of either of the following two selections. The
user must complete the applicable one.
D.
Percentage Tax Rate (N2) Supply the tax rate per the directive, if applicable.
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E.
Lump Sum (*) Yes (*) No. Indicate whether the directive is in respect of a lump
sum payment.
F.
E/D Used For Lump Sum (A4) Specify the E/D code that was used for the lump
sum payment.
Å
5.6.
TAX CERTIFICATES ISSUED {FPRI-5}
Ä
This option provides the facility to capture IRP5 and IT3a certificates that may be issued
during the course of a tax period.
This option consists of the following:
A.
Personnel Number (N9) Supply the number of the personnel member for whom
a IRP5 or IT3a certificate has been issued.
B.
Tax Year (YYYY) Supply the tax year for which the IRP5 or IT3a certificate
was issued.
C.
IRP5 or IT3a Indicator (*) IRP5 (*) IT3a. Indicate whether the certificate
issued is a IRP(5) or a IT(3)a.
D.
Certificate No. (A8) Supply the certificate number.
E.
Total Tax (N15.2) Supply the total tax paid per the certificate.
F.
Start Date (DD-MON-YYYY) Supply the start date for the tax assessment
period
G.
End Date (DD-MON-YYYY) Supply the end date for the tax assessment
period.
Å
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5.7.
Chapter 5
FUTURE EVENTS
{FPRI-6} Ä
This facility allows the Payroll Controller to ensure that events for the future are indeed
actioned. This can, for example, be an advice from an employee that her/his annuity will
increase from a certain date, a reminder to change the person’s calc number in the future,
etc.
− The future actions to be taken are maintained in option {FPRI-6}.
− Option {FPRIR1-27} “Future Events Report” shows all those future events
where action has not yet been taken.
− Option {FPRI-26} “Delete Future Events” will delete all records from this table
where the action has already been taken.
5.7.1.
MAINTAIN FUTURE EVENTS {FPRI-6}
This option provides the user the facility to capture future information of transactions that
must be effected for individuals.
The following information must be supplied (all fields are mandatory):
A. Person Number (N9) A valid personnel number must be entered; the employee's
title, initials, surname and calculation number are displayed. <LIST> is available.
B.
Action Cycle (YYYYMM) The pay cycle for which the action is required.
C. Calc Number (N2) The calc number to which the person is currently linked is
displayed here, but can be changed. Please note that a change in calc number here
does NOT update the calc number field in {FPRI-1}.
D. User (A8) The Oracle username of the person who is entering the information
defaults to this field upon <COMMIT>, and cannot be changed by the user.
E.
Action Taken (*) Yes (*) No. This field indicates whether the action has been
taken or not.
F.
Remarks (A60) The action that must be taken is entered in this mandatory field.
Records may be freely created and deleted in this option
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Chapter 5
Future Events Report {FPRIR1-27} Ä
5.7.2.
Upon entering this option, the user will be prompted for:
Previous Request:
A <LIST OF VALUES> is available and will list all previous report requests. Should the
user select one from the list, the answers supplied will default.
The user is then prompted for the following:
Enter Action Cycle (YYYYMM) :
Enter Calc Number (N1) Or ALL :
Enter User Name (A8) Or ALL :
Enter Personnel (N9) Or ALL :
Order By (U)ser Name Or (P)ersonnel Number :
After supplying and is satisfied with the above answers, the user can execute the program
by clicking on the RUN button or use <TAB> to get to the RUN button and use
<ENTER> to execute the program.
PRINT SEQUENCE
SYSTEM SELECT
30-AUG-2002 13:58
Program : f94rpt.rdf
Person
Number
1
V12.0.0.0
Name
MAFUMA T.H.O
:
Calc number, username, personnel number, or
personnel number depending on above
:
As per above
INTEGRATED TERTIARY SOFTWARE
Future Events Per Personnel Number
For Cycle 200201
Calc Number : 1
User Name : all
Personnel Number : all
Calc
Comment
Number
1
111
Page : 1
User
J
End Of Report
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Chapter 5
DELETE FUTURE EVENTS {FPRI-26} Ä
5.7.3.
Upon entering this option, the user will be prompted for:
Previous Request:
A <LIST OF VALUES> is available and will list all previous report requests. Should the
user select one from the list, the answers supplied will default.
The user is then prompted for the following:
Enter Action Cycle (YYYYMM) Or ALL :
PRINT SEQUENCE
SYSTEM SELECT
30-AUG-2002 14:01
Program : f95prg.rdf
Action
Cycle
199801
V12.0.0.0
:
Cycle number
:
All future events, which have already been
actioned in above cycle(s)
INTEGRATED TERTIARY SOFTWARE
Delete Future Events Records
For Cycle 200201
Page : 1
Total
Deleted
1
End Of Report
Å
5.8.
PRO FORMA PAYSLIP {FPRI-25}
Ä
This powerful facility may be used for answering employees' queries regarding the current
pay cycle or any future pay cycle, or for calculating payments in advance. The report is
produced on the screen or on plain stationery, and displays relevant biographical and
salary-related detail as well as all calculations and methods used in arriving at a person's
predicted net salary for a given pay cycle. The calculation takes all global and individual
transactions into account, which will be valid during the cycle of the pro forma.
Due account is taken of future increase dates, a warning message being provided if such an
increase has been given.
Warnings are also provided if there are future non-cancelled claims against secondary
posts, which have not yet been copied across, and if the person has staff loan(s), which will
be active during the pro forma cycle. Please note that the calculation cannot take such
future events into account, since individual advices do not yet exist, and it does not know
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whether the future claim will in fact be paid, or whether the staff loan will perhaps be
redeemed faster than normal via advised repayments.
The program asks whether a cumulative tax calculation must be done and must nonprintable E/D Codes be displayed. It then asks for an employee number and the pay cycle
for which the run is to be done. Different personnel numbers for different pay cycles
may be entered. A complete salary calculation is done but no transactions are written
to the salary file. Nor is the employee flagged as “already calculated” (i.e. no rollback is
required after the calculation). Pro forma calculations may, therefore, be done as
often as desired, since normal pay runs are in no way affected . Several users can
draw pro forma’s for different people (or the same person) at the same time.
During the tax calculation, a message will be shown on the screen indicating whether a
normal monthly or cumulative tax calculation is being done.
Please note that, if a pro forma is requested for a future period, the system checks
whether a calculation has been done for the previous pay cycle. If none has been
done and this is not the first month of the tax year or the person's appointment
month, a normal tax calculation will be done. The reason for this rule is that a pro
forma could be drawn far into the future. For example, it could be drawn after the April
calc for a person's resignation month which is December, with no transactions in the
database for the seven actual calcs which are still to be done between May and
November. In this case, a cumulative tax calc would be completely wrong.
Note also that ITS takes no responsibility for the correctness of a pro forma which is
done in the past, since the program does not take past increases into account. That is,
it will continue to use the latest notch of the person and will not decrease the salary if the
specified pay cycle is before the last increase date). Such queries could be answered by
referring to the appropriate full calc report or the copies of the payslips.
When a pro forma has been viewed or printed, and the user returns to menu {FPRI} via
“EXIT”. During “EXIT”, the program deletes the user-specific working files, which allows
the pro forma programs to be multi-user. If this process should be interrupted by using the
“Break” command or when a terminal is linked to the computer via a network and the
connection is broken, the pro forma merge will fail when the next pro forma is done for this
employee. An empty pro forma will be printed with the message: “Please note: Stop pay
indicator is set for this cycle”. The user should then execute option {FPRI-22} to clear
these files.
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 132 of 332
Individual Detail
Chapter 5
Sample Pro Forma Payslip {FPRI-25}
Upon entering this option, the user will be prompted for:
Previous Request:
A <LIST OF VALUES> is available and will list all previous report requests. Should the
user select one from the list, the answers supplied will default.
The user is then prompted for the following:
Must Cumulative Tax Calculation Be Done? (Y/N) : [Y]
Display Non-Printables on the Pro-Forma. (Y/N) : [Y]
Supply Employee Number for Calculation of Salary (N9)
or <RETURN> to EXIT :
Supply Monthly Cycle for Salary Calculation (YYYYMM) :
Date : 30-AUG-2002 14:14:37
Program : f84rpt.rdf
V12.0.0.0
INTEGRATED TERTIARY SOFTWARE
Page No : 1
Proforma Salary Calculation For Cycle : 200206 ( 01-JUN-2002 to 30-JUN-2002 )
=============================================================================
Print Non-Printables : Y
Number : 1
Rank : 999 VICE PRINCIPAL
Title : DR.
Post : 96 VICE PRINCIPAL NON-ACADEMIC
Initials : T.H.O
Appointment Type: 21 FULL-TIME PERM ADMIN
Surname : MAFUMA
Latest Appointment Date : 01-FEB-2001
Gender : F
Husband's Full Names : PROF H.H MAFUMA
Marital Status : M
Tax Deductible Dependents : 5
Birth Date : 01-JAN-1990
Dependents On Medical Aid : 4
I.D. Number : 7123456098123
Tax Status : A TAX TABLE "A"
Bonus Month : 5
Latest Resignation Date : 31-DEC-2001
==============================================================================================================================
Hourly Rate
Barrier Notch
Increase Month
Income Tax Number
Tax On Bonus
Stop Pay
Pay Point
Calculation Number
Pay Frequency : M
:
:
:
:
:
:
:
:
1111.0000
12
A ANNUALLY
0001 CHEMISTRY DEPT
8
Bank
Branch
Bank Account Number
Bank Account Type
Payment Method
Receiver Of Revenue
First Increase Cycle
Paydate Number
:
:
:
:
:
:
:
:
10 NEDBANK
1004 YEOVILLE
4567
C CURRENT
Q CHEQUE
0001 PRETORIA
199012
1
==============================================================================================================================
Level
----00
01
08
10
16
50
61
76
Calculation Method
-----------------7 SALARY NOTCH
6 PCT. OF TRANSACTION
1 PCT. OF SALARY LEVEL TOTAL
6 PCT. OF TRANSACTION
3 ADVISED AMOUNT
4 P A Y E - RSA, NAMIBIA
3 ADVISED AMOUNT
1 PCT. OF SALARY LEVEL TOTAL
Earning/Deduction
----------------0001 BASIC SALARY
6251 ENTERTAINMENT ALL
0100 PENSIONABLE ALLOWANCE - PERM
3488 ENTERTAINMENT ALL CONTRA
1113 ENTERTAINMENT ALL
6000 P A Y E
3516 MEDICAL: EMPL CONTR ACCELERATE
4050 DISABILITY INSURANCE
Ref. Code
---------E
D
E
E
E
D
D
E
1113
00
6251
00
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 133 of 332
Amount
-----4166.67
-1500.00
416.67
1500.00
1500.00
-1233.33
-20.00
41.67
Individual Detail
76
78
98
99
1
3
V
6
PCT. OF SALARY LEVEL TOTAL
ADVISED AMOUNT
SKILLS LEVY
PCT. OF TRANSACTION
Chapter 5
6400
9901
SKIL
TEST
DISABILITY INSURANCE
SUNDRY DONATION
SKILLS LEVY TEST
TEST SKILLS LEVY
D
D
D
E
Date : 30-AUG-2002 14:14:37
Program : f84rpt.rdf
V12.0.0.0
00
SKIL
INTEGRATED TERTIARY SOFTWARE
Proforma Salary Calculation For Cycle : 200206 ( 01-JUN-2002 to 30-JUN-2002 )
=============================================================================
Print Non-Printables : Y
Possible Payments Not Taken Into Account
--------------------------------------Staff Loan Repayments
Loan Code And Description
30
31
10
20
Annalise se motor lening
Annalise se versekerings loan
CAR LOAN 1
SECOND CAR LOAN
-41.67
-400.00
-22.92
22.92
----------4430.01
Page No : 2
Last Amount
Paid
164.26
============= End Of Report =============
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 134 of 332
Individual Detail
5.9.
Chapter 5
PAYMENTS IN ADVANCE
If an advance is made to an employee against his/her salary whether by cash, hand cheque
or via the Ad Hoc Payment System, it is important that this person should still be included
in the normal monthly salary run. This is to ensure correct posting of the expenses,
calculation of the deductions to be paid over, and updating of the salary record for STATS
reporting purposes. The following procedure is recommended:
∗ If the entire salary is to be advanced, the calculation is done via option {FPRI-25},
“Pro Forma Payslip” (refer Section 5.6 above)
∗ Payment is made
∗ The system is advised of the advance payment by creating the appropriate deduction
via option {FPRI-2}, “Individual Deductions ”, with correct start and end dates.
When the monthly pay run is done subsequently, the system will perform the identical
calculation for this person, take the “Advance Payment” deduction into account, and make
no or partial payment accordingly.
Å
5.10.
CLEAR CALCULATION QUANTITIES {FPRI-21}
Ä
Calc Method “8 ” refers to “Quantity * Amount” and is normally used for employees who
are paid hourly, the hours and the rate-amount being entered at individual level for each
employee. The quantities will not be dropped automatically after a pay run, but must
be cleared via this option, which only affects individual transactions specified via
option {FPRI-2}.
The quantities are cleared per appointment type and calculation number. When the
option is executed, the system requests the appropriate appoin tment type and the
calculation number or a <RETURN> for the entire pay cycle. The system will do no
clearing if cheques have not yet been generated for this cycle/calc number, or if the Run
Cycle Control File prevents individual events. No report is produced.
Å
5.11.
VALIDATE PERSONNEL DATA {FPRI-7} Ä
This submenu contains a number of validation options, namely:
−
−
−
−
Validate Payroll Data
Salary Transactions After Resignation
Individual E/D Affected by Stop Pay
Validate ACB Credits
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 135 of 332
Individual Detail
Å
−
−
−
−
−
Chapter 5
Validate Bonus Month and ID Number
Validate ACB Tape Information
R.A. / Arrears Pension Contributions
Validate GLAs on Payroll Data
Validate Notches
Validate Payroll Data {FPRIV-1} Ä
5.11.1.
This program performs extensive validation of salary-related personnel biographical
information, service records, and fund membership records.
When the option is executed, the user can elect to validate (A)ll personnel on the database
or only those personnel in service during the current (T)ax year (based on the “C” record
in the Date Control File).
Up to three error reports will be produced by the program, containing “Fatal Errors”
and/or “Warnings”. An error report is produced if there is at least one fatal error or
warning. A control report is always produced. The ideal situation is a personnel database,
which produces a control report with a zero fatal error count and a zero warning count.
The fatal errors will cause either the salary calculation or the SITE/IRP5 program to crash
or act unpredictably, and the warnings will, or may, affect the correctness of salary
calculations and tax certificates.
The reports and their respective error messages are:
A. Validation Of Salary-Related Deta
Fatal Errors:
−
−
−
−
−
−
−
invalid marital status
invalid increase month
invalid account type for payment type bank or tape transfer
no bank account or branch code for bank or tape transfer
invalid bonus month
tax-on-bonus indicator = “M ” for bonus month = 0 or null
invalid calculation number or paydate
Warnings:
◊ invalid tax-on-bonus indicator
◊ invalid payment type
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 136 of 332
Individual Detail
Chapter 5
B. Validation Of Fund Membership Records
Fatal Error
− duplicate end dates
C. Validation Of Service Records
Fatal Errors:
−
−
−
−
−
−
−
−
−
no service records at all
duplicate start dates
duplicate end dates
start date on record bigger than end date
end date of record is bigger than start date of next
no record with start date = appointment date
no record with end date = resignation date
record has no end date, but resignation date exists
record with no end date is followed by record with end date
Warnings:
◊ post, rank or appointment code or name missing
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 137 of 332
Individual Detail
Chapter 5
Validate Report {FPRIV-1}
Upon entering this option, the user will be prompted for:
Previous Request:
A <LIST OF VALUES> is available and will list all previous report requests. Should the
user select one from the list, the answers supplied will default.
The user is then prompted for the following:
Validate (A)ll Personnel or Only For This (T)ax Year ? (A/T) [T]
PRINT SEQUENCE: Per personnel number
30-AUG-2002 15:09:32
f8Uccc.pc
V12.0.0.0
Warning
INTEGRATED TERTIARY SOFTWARE
Pay Cycle 200201: Validation of PERSONNEL SERVICE RECORDS
================= =======================================
Person
87:
POST/RANK/APPT CODE or NAME MISSING - Start Date = '01-OCT-1998'
Warning
Person
165:
POST/RANK/APPT CODE or NAME MISSING - Start Date = '01-OCT-1998'
Warning
Person
220:
POST/RANK/APPT CODE or NAME MISSING - Start Date = '01-OCT-1998'
Warning
Person
320:
POST/RANK/APPT CODE or NAME MISSING - Start Date = '01-OCT-1998'
Warning
Person
375:
POST/RANK/APPT CODE or NAME MISSING - Start Date = '01-OCT-1998'
Warning
Person
505:
POST/RANK/APPT CODE or NAME MISSING - Start Date = '01-OCT-1998'
Warning
Person
672:
POST/RANK/APPT CODE or NAME MISSING - Start Date = '01-OCT-1998'
Warning
Person
680:
POST/RANK/APPT CODE or NAME MISSING - Start Date = '01-OCT-1998'
Warning
Person
777:
POST/RANK/APPT CODE or NAME MISSING - Start Date = '01-OCT-1998'
0 FATAL ERRORS detected;
The WARNINGS will affect
9 WARNINGS detected
Service Record Reports, and should be attended to
30-AUG-2002 15:09:32
f8Uccc.pc
V12.0.0.0
INTEGRATED TERTIARY SOFTWARE
Pay Cycle 199911: Validation of PERSONNEL DATA (Control Report)
================= =============================================
Validation of FIXED SALARY INFORMATION:
0 FATAL ERRORS detected;
0 WARNINGS detected
Validation of FUND MEMBERSHIP INFORMATION:
0 FATAL ERRORS detected;
0 WARNINGS detected
Validation of SERVICE RECORDS:
0 FATAL ERRORS detected;
9 WARNINGS detected
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 138 of 332
Page
1
Individual Detail
Chapter 5
Validation of FEMALE MARITAL HISTORY RECORDS:
0 FATAL ERRORS detected;
0 WARNINGS detected
TOTAL VALIDATION:
0 FATAL ERRORS detected;
74 WARNINGS detected
Validation took
0.05 min. for 449 people
Å
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 139 of 332
Individual Detail
Chapter 5
Salary Transactions After Resignation {FPRIV-2} Ä
5.11.2.
If the Payroll System is operated correctly, there will never be salary transactions for a
person beyond his/her resignation date, since the Late Rollback and Late Calculation
features ensure that transactions will always lie in the correct pay cycle.
However, if a user has introduced late transactions into the system by artificially extending
a person's service period, and then subsequently resetting the resignation date to the
correct value, both the IRP5 and STATS 4.07 information will be incorrect for such a
person.
This report highlights the existence of such salary transactions. The user must then correct
the situation by doing the required late rollbacks and calculations.
Upon entering this option, the user will be prompted for:
Previous Request:
A <LIST OF VALUES> is available and will list all previous report requests. Should the
user select one from the list, the answers supplied will default.
The user is then prompted for the following:
Supply Start Cycle (YYYYMM) :
PRINT SEQUENCE
:
Personnel number sequence
SYSTEM SELECT
:
A line entry per person per month where late
transactions exist
30-AUG-2002 15:09:32
V12.0.0.0
page
1
INTEGRATED TERTIARY SOFTWARE
Personnel with Salary Transactions beyond Resignation Date
From Cycle 200203
(Program : f8nrpt.sql)
Person
Name
Res. Date
-------- ------------------------- --------133 Ms FW Darling
28-FEB-2002
Cycle
----200204
Amount
---------60.13
274 Mrs PJ Smit
31-JAN-2002
200207
10000.00
1056 Mr M Pringle
12-FEB-2002
200203
923.96
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 140 of 332
Individual Detail
140857 Mr J Foster
Chapter 5
31-JAN-2002
200204
200205
200206
200207
923.96
923.96
923.96
6726.04
200204
4112.67
8 records selected.
Å
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 141 of 332
Individual Detail
Chapter 5
Individual E/D Affected by Stop Pay {FPRIV-3} Ä
5.11.3.
A stop pay indicator can be set to (Y)es for an employee whilst there are individual E/D's
which are advised for the period during which pay is stopped. The danger then exists that
these E/D's will “fall through the crack” and never be processed by the calculation
program. This report highlights such cases, and allows the salaries department to take the
appropriate action.
Upon entering this option, the user will be prompted for:
Previous Request:
A <LIST OF VALUES> is available and will list all previous report requests. Should the
user select one from the list, the answers supplied will default.
The user is then prompted for the following:
Report on (W)eekly or (M)onthly Paid Personnel : [M]
Supply Start Cycle (YYYYMM) :
Supply End Cycle (YYYYMM) :
PRINT SEQUENCE
:
SYSTEM SELECT
30-AUG-2002 15:09:32
V12.0.0.0
Date sequence
:
All individual E/D's which are active during the
period when the person's pay has been stopped
altogether.
page
INTEGRATED TERTIARY SOFTWARE
Individual Earnings/Deductions for Periods when Stop Pay Indicators are Set
For Pay Cycles 200201 to 200212
===========================
(Program : f8orpt.sql)
Start
End
Sal
E/D Calc Cost
Person Name
Cycle Cycle Level Code Meth Centre
Acct
Amount
-------- ---------------------------- ------ ------ ------ ------ ---- ------ -------- -------333 Untermeyer-Boshoff Prof A
9101
9112
8 0100
1
13 0120
1
40 0400
3
176.00
41 0300
3
-717.60
45 1101
3
725.39
34 Lavouseur Prof B K
9105
9105
11
12
45
66
70
70
70
0150
5800
0300
6511
3100
6677
6678
2
S
8
3
3
3
3
F001
0211
9338
F001
9316
F001
F001
9162
9162
Start
Date
30.00
1000.00
200.00 01-JAN-91
100.00
150.00
End
Date
01-JUN-93
31-DEC-92
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 142 of 332
1
Individual Detail
Chapter 5
90
90
0100
8000
3
3
F001
F001
9338
9322
1000.00
1300.00 01-FEB-89
14 rows selected.
Å
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 143 of 332
Individual Detail
Chapter 5
Validate ACB Credits {FPRIV-4} Ä
5.11.4.
The user is given the opportunity of validating the information entered in {FPRI-2b2}
Upon entering this option, the user will be prompted for:
Previous Request:
A <LIST OF VALUES> is available and will list all previous report requests. Should the
user select one from the list, the answers supplied will default.
The user is then prompted for the following:
Report on (W)eekly or (M)onthly Paid Personnel : [M]
Enter Monthly Payroll Cycle (YYYYMM) :
Supply 1st Of 10 (MAX.) E/D Codes (A4) :
PRINT SEQUENCE :
SYSTEM SELECT
Personnel number within E/D Code
:
All employees who will be in-service during the
given pay cycle who have one or more of the
supplied E/D codes in either{FPRI-2b1} or
{FPRI-2b2}. Only those employees who do not
have the E/D code on both tables will be printed.
The report consists of two sections:
1.
2.
Those transactions found in {FPRI-2b1} but not in {FPRI-2b2}
Those transactions found in {FPRI-2b2} but not in {FPRI-2b1}
01-AUG-2002 15:05
PROGRAM : F9Fccc.pc
V12.0.0.0
PERSONNEL
NUMBER
--------72
PERSONNEL
NAME
--------DU PLESSIS, MRS U
01-AUG-2002 15:05
PROGRAM : f9Fccc.pc
V12.0.0.
PERSONNEL PERSONNEL
INTEGRATED TERTIARY SOFTWARE
E/D CODES NOT ON ACB TAPE CREDITS
For E/D CODES 6500 6510
For Cycle : 200203
E/D
CODE
---6510
1
PAGE
2
E/D
DESCRIPTION
----------SECOND BOND PAYMENT
INTEGRATED TERTIARY SOFTWARE
E/D CODES NOT ON INDIVIDUAL EARNINGS TRANSACTIONS
For E/D CODES 6500 6510
For Cycle : 200203
E/D
PAGE
E/D
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 144 of 332
Individual Detail
Chapter 5
NUMBER
NAME
--------- --------180
SMITH, MRS V
CODE DESCRIPTION
---- ----------6500 BOND PAYMENT
END
OF
REPORT
Å
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 145 of 332
Individual Detail
Chapter 5
Validate Bonus Month and ID Number {FPRIV-5} Ä
5.11.5.
The user is given the opportunity of validating the information regarding bonus month, birth
date and the first six characters of the ID number, entered in {PBOP-1} and {FPRM-6}
Upon entering this option, the user will be prompted for:
Previous Request:
A <LIST OF VALUES> is available and will list all previous report requests. Should the
user select one from the list, the answers supplied will default.
The user is then prompted for the following:
Sort Personnel ( A)lphabetic or ( N)umeric
Validate (A)ll Personnel or Only For This (T)ax Year?
Select one of the following:
1. Bonus month against birth date
2. ID Number against birth date
3. Both
PRINT SEQUENCE
SYSTEM SELECT
30-AUG-2002 15:20:50
Program : f9Iccc.pc
V12.0.0.0
: Within Personnel number
: All employees who will be in-service during the
given tax year where there is a difference in the
birth date, first six characters of the ID number
and the bonus month
INTEGRATED TERTIARY SOFTWARE
Validation Program On Bonus Month And ID NUMBER
Sort Personnel (A)lphabetic Or (N)umenric : N
Validate (A)ll Personnel Or Only For This (T)ax Year : T
Your Selection - (1)Bonus Month, (2)ID Number (3)Both : 3
Personnel
ID NUMBER
Birth
Bonus
Date
Month
PAGE:
2
Number
NAME
--------2
---VAN JAARSVELD-JONES, DR. W
------------3102286666666 28-FEB-1931
12
3
GORDON, DR Q
3002287665003
5
27
SMIT, MR L
6704270000000
27-APR-1965
4
First 6 numbers of ID not equal to birth date
28
PEDRO, MR MA
6307190000000
19-JUL-1950
7
First 6 numbers of ID not equal to birth date
50
SMIT, MISS W
6002127763318
12-FEB-1960
7
Bonus month not equal to birth date's month
28-FEB-1930
Message
----- -------Bonus month not equal to birth date's month
Bonus month not equal to birth date's month
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 146 of 332
Individual Detail
65
MALANs, MRS V
Chapter 5
2301557665002
29-FEB-1928
4
Bonus month not equal to birth date's month
2301557665002
29-FEB-1928
4
First 6 numbers of ID not equal to birth date
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 147 of 332
Individual Detail
Chapter 5
Validate ACB Tape Information {FPRIV-6} Ä
5.11.6.
The user is given the opportunity of validating the ACB Tape information before creating
the tape file. When executing the option the system will run a validation .
30-AUG-2002 15:23:29
Program: f9Hccc.pc
V12.0.0.0
INTEGRATED TERTIARY SOFTWARE
ACB Tape Validation Report For Cycle 200201 (C)
For ACB Bond Payments
---------------------
Personnel
Number
Name
Calc.
Number Description of Error
122 KES MR MR
2 Error(s) Have Been Found.
Page : 1
1
-
Account Number s011111111111 contains non-numeric character(s)
Pay Date '4' is not '1' or '2'
These Must Be Corrected Before The ACB Tape Can Be Created.
*****
End Of Report
*****
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 148 of 332
Individual Detail
5.11.7.
Chapter 5
R.A / Arrears Pension Contributions {FPRIV-7} Ä
This report highlights employees who are approaching, or have exceeded, the allowable
tax-deductible limits for contributions towards Retirement Annuities and/or buy-back of
pension. The 1996 RSA limits are the defaults, but the user can change these values.
The report should be drawn monthly, before the salary calculation is done. If an employee
is found to be close to exceeding the limit, the deduction should be adjusted to allow only
the rest of the allowed deduction before tax, and the rest after tax.
Upon entering this option, the user will be prompted for:
Previous Request:
A <LIST OF VALUES> is available and will list all previous report requests. Should the
user select one from the list, the answers supplied will default.
The user is then prompted for the following:
Start / end cycles for report
Supply R.A. Limit [1750 ]*
Supply Percentage of Taxable NonRetirement-Funding [15]
[3500] Less Pension Fund Contributions
Supply Percentage of R.A. Limit to be Flagged [90 ]
Arrears pension limit [1800 ]
Supply Percentage of A.P. Limit to be Flagged [ 90 ]
Supply the Salary Level for Pensionable Income [10 ]
Calculation number [ALL]
Personnel number [ALL]
Personnel sorted (A)lpha or ( N)umeric ?
09-AUG-2002 20:20:11
f8Dccc.pc
V12.0.0.0
PRINT SEQUENCE :
Person within calculation number
SYSTEM SELECT :
Employees whose contributions to either
R.A. (IRP5 Box 16) or arrears pension
(Box 11) have exceeded the stated limit.
INTEGRATED TERTIARY SOFTWARE
PAGE : 1
R.A. / ARREARS PENSION CONTRIBUTIONS FOR PERIOD 9303 to 9310
===============================================
R.A. LIMIT : M/S
1750; MW =
875; PCT = 90
A.P. LIMIT : M/S
200; MW =
100; PCT = 50
For ALL Employees and ALL Calculation Numbers
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 149 of 332
Individual Detail
PERSON
------99
999
914
926
REPORT
Chapter 5
NAME
TS
------------------------------------------ -GERBER, MS FK
S 1
ROBERTSON, MR R M 1
JONES, PROF M A S 2
1816.90
103.82
THATCHER, MRS M MW 2
2325.00
265.71
TOTALS :
4 EMPLOYEES
*****
CN
--
<-------- R.A. -------->
<----- ARR. PENS. ----->
CONTRIB.
% LIM
EXCESS
CONTRIB.
% LIM
EXCESS
------------- ------250.00
125.00
50.00
198.00
99.00
-2.00
66.90
1450.00
R.A. :
END OF REPORT
2
A.P. :
2
*****
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 150 of 332
Individual Detail
Chapter 5
VALIDATE GLA’S ON PAYROLL DATA {FPRIV-8} Ä
5.11.8.
This option provides the facility to validate GLA’s before executing a salary calculation run.
USER SELECTION: None
Date : 30-AUG-2002 15:32:47
f97ccc.pc
V12.0.0.0
Personnel Name
INTEGRATED TERTIARY SOFTWARE
GLA Validation of Payroll Transactions
For Monthly Cycle : 200202 (01-FEB-2002 / 28-FEB-2002)
Salary
Post Post's GLA
E/D Level
Invalid GLA : 0001 00000001 : TEST Test UDW budget cont Error : Account is not Valid for this Year
----------2 VAN JAARSVELD-JONES, DR. W
5656 0001
00000001
0001
0008
0010
0050
0055
0100
0100
1100
2400
3000
3010
3400
3401
0
12
30
1
12
1
2
13
60
70
70
60
61
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 151 of 332
Page: 1
Individual Detail
Chapter 5
VALIDATE NOTCHES {FPRIV-21} Ä
5.11.9.
This option provides the facility to validate salary notches in the event where the validation
control N on menu option {FPRM-8} is set to (N)o.
USER SELECTION: None
Date: 30-AUG-2002
f8Fccc.pc
Invalid Notches for Monthly Cycle 200006
========================================
Person
1
SALARY notch
50000
Person
2
SALARY notch
100800
Person
8
SALARY notch
243119
Person
9
SALARY notch
125000
Person
14
SALARY notch
NULL
Person
24
SALARY notch
108000
Person
27
SALARY notch
110000
Person
28
SALARY notch
NULL
Time: 15:41:45
Page:
1
*****
FUTURE PROMOTION
*****
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5.12.
Chapter 5
BROWSE PAYROLL TRANSACTIONS {FPRI-8}
Ä
This option provides the facility to query payroll transactions of a personnel member.
This option consists of the following:
Block 1 – Browse Payroll transactions
A.
Person Number (A9) Supply the number of the person to query.
B.
Title (A4) Supply the title of the person to query.
C.
Initial (A6) Supply the initials of the person to query.
D.
Surname (A30) Supply the surname of the person to query.
Users can query on any of the fields mentioned above. On <EXECUTE QUERY>, the latest
year, for which payroll transactions exist, will default. However, users can scroll down to see
previous years. When the desired year has been selected, users can execute <NEXT
BLOCK> function to query financial details.
Block 2 – Financial Details
Users can query on any of the fields mentioned hereunder.
A. Month (N2) Supply the payroll month to query.
B. Transaction Date (DD-MON-YYYY) Supply the date on which the date was
processed.
C. Earning/Deduction Code (A4) Supply the E/D code to query.
D. IRP5 (N4) Supply the IRP5 box number to query.
E. GL CC Code (A4) Supply the Cost Centre to query.
F. GL Acc Code (A8) Supply the Account to query.
G. Salary Level (N3) Supply the salary level to query.
H. Calculation Method (A1) Supply the calculation method to query.
I.
Calculation Number (N1) Supply the calculation number to query.
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J.
Chapter 5
Calculation Sequence Number (N1) Supply the calculation sequence number to
query.
K. Transaction Amount (N15.2) Supply the value of the transaction to query.
L. Reference Number (A20) Supply the reference number to query.
M. Calculation Quantity (N20) Supply the quantity to query.
N. Retirement Funding Indicator (A1) Supply the retirement funding indicator to
query.
The following fields are display only
O. Earning/Deduction Name (A30) The name of the E/D code.
P. Cost Centre Name (A40) The name of the Cost Centre.
Q. Account Name (A30) The name of the Account.
R. IRP5 Box Name (A80) The name of the IRP5 box.
Å
5.13.
CLAIMS AGAINST SECONDARY POSTS {FPRI-27} Ä
The service record in {PBOP-2} of the Personnel System allows record-keeping of an
employee's primary post, but does not keep record of secondary (additional) appointments
against other posts, e.g. an administrative employee who also teaches part-time at night.
Such work is typically on a contract basis, with a limited amount of compensation
available for a limited period of time, paid against claims submitted by the
employees .
Option {PAOP-2} “Secondary Appointment Detail” in the Personnel System allows the
appointment of employees against secondary posts.
The maintenance of claims against these contracts is discussed in the rest of this section.
Å
5.13.1.
MAINTAIN CLAIMS {FPRIC-1} Ä
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Chapter 5
This two-Block option is used for the recording of approved claims, and can also be used
to record claims for employees who fill only one post and are paid by claim on a
regular basis. The monitoring of expenditure against contracts is also done here.
Block 1: SECONDARY APPOINTMENT DETAIL {FPRIC-1b1}
In Block 1 of this option the user can query a personnel number, a secondary postcode or
a contract number. <LIST> is available on personnel number. The system now displays
−
−
−
−
−
−
−
−
−
−
−
person's name
current post, appointment and resignation dates
secondary post, start and end dates
earning code
GLA
contract number
contract sequence
contract rate and maximum quantity
monthly claim
maximum amount allocated to contract
notes.
Block 2: SECONDARY APPOINTMENT CLAIMS {FPRIC-1b2}
This option is used to enter monthly claims. The person’s name is displayed at the top of
the screen, as well as the calculation number, pay frequency, current pay cycle, contract
number, appointment type and pay point. An automatic query is done in this Block to
show existing transactions.
The system will allow the entry of current or future claims , or changes to existing
records, only under the following conditions:
− the pay cycle of the claim must fall within the contract period;
− transactions must not yet have been copied to Payroll for this pay cycle and the
employee's calc number, nor must cheques have been generated;
− the pay cycle of the claim may not be smaller than that of Payroll.
The personnel number, secondary post code and contract sequence number default from
Block 1, and the following information is required to register a claim:
A. Pay Cycle Year (YYYY) Enter the year of the pay cycle when the claim must be
processed in this mandatory field.
B.
Pay Cycle Month (MM) Enter the month of the pay cycle in this mandatory field.
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Chapter 5
C. Salary Level (N2) The system suggests “41” or the level of the E/D Code for this
contract, which is fine if only one claim is to be processed for this employee in this
pay cycle for this contract. If more than one such claim is to be processed,
subsequent claims must lie at higher pay levels. The system will not allow a salary
level higher than “49”.
NOTE: One of the following two fields must be completed, but not both.
D. Amount (N15.2) This field is used when calculation method “3 ” is used to advise
an amount. The fixed monthly claim from Block 1 will default but may be changed.
When an amount is entered, the system checks that the contract maximum is not
exceeded, and will not allow such an entry. When an amount is entered, the system
will not allow an entry in E. below.
E.
Quantity (N7.2) This field is used when calculation method “8 ” is used to
calculate an amount. Enter the hours, weeks, number of papers, etc., which are
claimed for. The same check as in D. above is done against the contract maximum,
and in addition against the maximum quantity. When a quantity is entered, the system
will not allow an entry in D. above.
The field “Copy Date ” is displayed only, and will contain the date on which this
transaction has been copied to Payroll.
F. Cancel Claim (A1) A (Y)es in this field will cancel a claim that has already been
copied. Such cancelled claims will be disregarded whenever the expenditure
against the contract is calculated. Care must be taken when this field is updated, as
it cannot subsequently be changed.
All inserts/changes and deletes in this screen are audited, and may be printed via option
{FPRNR1-27}.
Å
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Chapter 5
GENERATE FIXED CLAIMS {FPRIC-2} Ä
5.13.2.
This option allows the creation in batch of future fixed monthly claims, i.e. those cases
where a fixed monthly amount has been entered in {PAOP-2}. A control report is
produced.
The system will generate claims for cycles smaller than a person's end date (if any), and as
long as the maximum amount is not exceeded, taking all non-cancelled copied claims into
account. Existing future claims, which may have been entered manually, will not be
modified.
Upon entering this option, the user will be prompted for:
Previous Request:
A <LIST OF VALUES> is available and will list all previous report requests. Should the
user select one from the list, the answers supplied will default.
The user is then prompted for the following:
Supply the Start Cycle From which to
Generate Claims (YYYYMM) :
Generate Claims for (W)eekly or (M)onthly Personnel : [M]
Number of Months for which to Generate Claims (N3) :
Personnel Number or ALL :
PRINT SEQUENCE :
Post code within personnel number
SYSTEM SELECT
: As per above
13-AUG-2002 18:34:25
PROGRAM: f8Aprg.rdf (PR)
V12.0.0.0
PERSON
NAME
2
VAN JAARSVELD-JONES.....
INTEGRATED TERTIARY SOFTWARE
LIST OF FIXED CLAIMS GENERATED
FROM PAY CYCLE : 200202 FOR 6 MONTHS AND PERSON all
POST SECONDARY POST DESCRIPTION START
DATE
DR W....*
200
END
DATE
HEAD OF DEPARTMENT OF BOTA 01-FEB-2002
CLAIMS
TO DATE
PAGE : 1
PAY
CYCLE
AMOUNT
790.00
200202 10.00
200203 10.00
..............................................................................................................................
..............................................................................................................................
200203
200204
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10.00
10.00
--------
Individual Detail
Chapter 5
21 CLAIMS GENERATED.
180
SMITH MRS V
365
JUNIOR LECTURER IN MATHEMA 01-JUN-92
TOTAL
210.00
============
800.00
200204
200205
200206
200207
200208
200209
6 CLAIMS GENERATED.
27 CLAIMS GENERATED.
TOTAL
REPORT TOTAL
***** END OF REPORT *****
Å
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750.00
750.00
750.00
750.00
750.00
750.00
-----4500.00
============
4710.00
============
Individual Detail
Chapter 5
COPY CLAIMS TO PRS {FPRIC-3} Ä
5.13.3.
When claims are recorded in option {FPRIC-1}, they are not accessible to the salary
calculation program until salary advices have been created by this option, as follows:
∗ The claims for the appropriate pay cycle and calculation number are copied to option
{FPRI-2}, after deleting similar transactions for previous months. A control report is
produced.
∗ The copy program inserts the system date as copy date in the claims in {FPRIC -1b2},
after which they cannot be updated or deleted by the user. The individual advices in
{FPRI-2} are identified in the Reference Number field by the secondary post code, the
word “A/CLAIM ” and the pay cycle and calc number, and cannot be updated or deleted
there.
∗ The system will reject claims, which are linked to inactivate earning codes, or inactive
GLA's, with error messages and control totals. Before the salary calculation is done, the
user must correct any such errors, after which a rollback and another copy must be done.
Copying of claims is not allowed after cheques have been generated for this pay cycle /
calc number.
Upon entering this option, the user will be prompted for:
Previous Request:
A <LIST OF VALUES> is available and will list all previous report requests. Should the
user select one from the list, the answers supplied will default.
The user is then prompted for the following:
Enter Personnel Number (N9) or (A)ll : [A]
Copy Claims for (W)eekly or (M)onthly Personnel : [M]
Pay Cycle for which Claims Must Be Copied (YYYYMM) :
Supply the Calculation Number (1-9) :
Sort Personnel by (N)umber or (A)lphabetic : [N]
PRINT SEQUENCE :
SYSTEM SELECT :
07-AUG-2002 14:25:42
PROGRAM: p0aprg.rdf
V12.0.0.0
Post code within personnel number
As per above
INTEGRATED TERTIARY SOFTWARE
LIST OF CLAIMS COPIED TO PRS
FOR PAY CYCLE : 200206 ( 3 )
PERSON
NAME
POST E/D
CODE
SALARY COST
LEVEL CENTRE
G/L ACCNT
4
BESTER MNR B
5
41
2018
0001
6000
PAGE : 1
AMOUNT
QUANTITY
30.01
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Chapter 5
0001
42
0001
45
6000
2018
6000
0501
150.00
140.00
E/D
.01
GLA
INACTIVE
0001
46
6000
2019
INACTIVE
2 CLAIMS COPIED
2 CLAIMS REJECTED
***** END OF REPORT *****
Å
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Chapter 5
ROLLBACK CLAIMS {FPRIC-4} Ä
5.13.4.
This option provides a rollback facility which deletes the “A/CLAIM” transactions for a
given pay cycle and calculation number, and sets the copy date and cancel indicator to null
for the corresponding claims in {FPRIC-1b2}. A control report is produced.
The rollback facility is intended for the case where a late batch of claims has been received
after copying to Payroll has occurred, but before the final pay run has been done. The
transactions are rolled back, the late claims are entered, and the copy is repeated, thus
allowing the late claims to be included in the pay run.
Rollback of claims is not allowed after cheques have been generated for this pay cycle /
calc number.
Upon entering this option, the user will be prompted for:
Previous Request:
A <LIST OF VALUES> is available and will list all previous report requests. Should the
user select one from the list, the answers supplied will default.
The user is then prompted for the following:
Enter Personnel Number (N9) or (A)ll : [A]
Rollback Claims for (W)eekly or (M)onthly Personnel : [M]
Supply the Pay Cycle for which Claims must be Rolled Back (YYYYMM) :
Supply the Calculation Number (1-9) :
Supply the Date on which the Claims were Copied (DD-MON-YYYY):
PRINT SEQUENCE:
Post code within personnel number
SYSTEM SELECT: As per above
07-AUG-2002 14:36:52
PROGRAM: p0bprg.rdf
V12.0.0.0
INTEGRATED TERTIARY SOFTWARE
ROLLBACK OF CLAIMS FROM PRS COPIED ON 07-jul-93
FOR PAY CYCLE : 200206 ( 3 )
PERSON
NAME
POST E/D
CODE
SALARY COST
G/L ACCNT
LEVEL CENTRE
AMOUNT
4
BESTER MNR B
0005 0001
0001
41
42
30.01
150.00
6000
6000
2018
2018
PAGE: 1
QUANTITY
2 CLAIMS ORIGINALLY COPIED
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Individual Detail
Chapter 5
2 CLAIMS ROLLED BACK
***** END OF REPORT *****
Å
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Chapter 5
List Appointments / Contracts {FPRICR1-1} Ä
5.13.5.
Upon entering this option, the user will be prompted for:
Previous Request:
A <LIST OF VALUES> is available and will list all previous report requests. Should the
user select one from the list, the answers supplied will default.
The user is then prompted for the following:
Enter Campus Code (N2) or ALL
Enter Department Code (N4) Or ALL
Must Claims Be Included ? (Y/N) :
Must Personnel Be Sorted (A)lpha Or (N)umeric ? :
Start Date (DD-MON-YYYY) Or ALL :
PRINT SEQUENCE :
Per campus, department, person, post, contract
sequence
SYSTEM SELECT
01-AUG-2002 12:09
Program : p0crpt.rdf
V12.0.0.0
:
All employees in {FPRIC-1} who are inservice on supplied date, and their claims if
these are requested in selection.
INTEGRATED TERTIARY SOFTWARE
Secondary Appointments / Contracts
For Department : 2 ACCOUNTANCY/T51
Campus Code : 1 LYCEUM
Include Claims Information ? y Between : all And
Person
Post
Start Date
9 JONES MR TOM
3 LECTURER ENGLISH
01-JAN-1995
Contract Seq, Number
& Notes
Contract
Rate
Maximum
Quantity
1 - 8989
Total Claims
10000.00
Balance Remaining
.00
Page : 3
End Date
G/L Acc.
CC1231 000000
Monthly
Claim
Max Amount
Allocated
1000.00
10000.00
Claims Paid
4000.00
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Individual Detail
Chapter 5
GENERATE STAFF LOAN PR TRANSACTIONS {FPRI-23} Ä
5.14.
This option is also available in the Accounts Receivable Subsystem as {FARS-5}.
Users should ensure that access is allowed to only one of these two options.
After interest has been generated, the option is used to create transactions for the
Payroll, which allow the fringe benefit value of low interest loans to be taxed and the loan
repayment to be deducted from the person's salary.
The transactions which are generated by this option cannot be deleted nor updated via
option {FPRI-2}, “Individual Earnings/Deductions”. This option will clear these
transactions for debtors who are still active during the following pay cycle, as explained
below. Old transactions for debtors who have redeemed their loans can be cleared
periodically via option {FPRM-8} “Delete Old Individual Transactions”.
The program will create transactions for the cycle of the “C” record in the Run Cycle
Control File {FPRM-2}; if this cycle is incorrect, the user can terminate the run and ensure
that the Payroll cycle is set properly. The program next checks whether interest has
already been calculated for this pay cycle, and terminates the run if not; in this event, option
{FARS-3} must first be executed before this option is attempted again. Hereafter the
program checks whether transactions have already been generated for this pay cycle - if
so, the run will terminate.
If the foregoing tests are successful, the user must indicate whether transactions must be
generated for inactive debtors, whereupon the program selects staff debtors who are inservice and whose loans have not yet been redeemed.
For those loans with “Generation of E/D's Required” indicator = ( Y)es, the value of the
interest is obtained from the debtor's transaction file and the following calculations are done
(where I = interest rate, P = principal, CP = cumulative principal repayment, N = balance
of repayment period, RP = reducing principal, OR = official interest rate):
•
the current value of the fringe benefit = (OR - I) * RP / 1200
•
if an “Advised Repayment Amount” is given, it is accepted as the instalment, otherwise:
F1 = (1 + I / 1200)N, F2 = F1 - 1, and
Instalment = (F1 / F2) * RP * I / 1200 (rounded to 2 decimals)
(Due attention is paid to the final instalment; in the last month of the loan term, the
system will recover the total outstanding amount)
•
then: new RP = P - CP - (instalment - interest)
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Chapter 5
New CP = CP + (instalment - interest)
Up to three transactions are now generated and inserted into {FPRI-2} for each loan, after
similar transactions have been deleted which may exist from the previous month for this
staff member, E/D Code and salary level. The transactions are the post-tax loan
deduction, the pre-tax value of the fringe benefit and the post-tax contra of the
latter. The latter two transactions are obviously generated only if a fringe benefit actually
exists.
The following are common to all three transactions: personnel number, calc method =
'3', start/end date = first/last day of specified cycle, GLA = salary loan suspense GLA.
The differences are:
∗ Loan deduction: E/D Code and salary level as specified for loan, IRP5 Box = 9999,
reference number = debtors code + loan code + “LOANREP”, advised amount =
instalment as calculated or advised.
∗ Taxable value of fringe benefit: E/D Code and salary level as specified for loan,
IRP5 Box = 3807 , reference number = “LOANREP”, advised amount = current value
of fringe benefit as calculated.
∗ Contra of the fringe benefit: E/D Code and salary level as specified for loan, IRP5
Box = 9999 , reference number = “LOANREP”, advised amount = current value of
fringe benefit as calculated.
At the end of this calculation/generation, the system offers a report of the transactions
generated, as well as a control report listing the following people for whom no
transactions were generated, i.e.:
− personnel with “Stop Pay” indicator = (Y)es for this pay cycle
− personnel for whom a loan with a non-zero balance exists, but the “Generate
E/D's” indicator = (N)o
− one or more of the E/D codes for this loan have gone beyond their inactivation
date
− inactive debtors (if transaction generation not requested above).
The report also lists those debtors with no fringe benefit (because loan interest rate >=
official rate).
If any inactive E/D's are encountered, the run aborts and these E/D codes must be
updated before another attempt is made. If the run is successful, the salary calculations can
be done, and the resulting transactions will be in the payroll transaction file.
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Chapter 5
At this stage, the salary loan suspense account will reflect ht e total deduction for loan
repayments. On “Post-to-GL”, the following transactions will be posted:
**
CR to suspense account for repayment
DT to suspense account for fringe benefit
CR to suspense account for contra.
** NOTE: This credit will be cleared by “Copy Staff Loan Transactions to AR ” in
option {FARS-7}.
Control Report: Generate Staff Loan PR Transactions
Upon entering this option, the user will be prompted for:
Previous Request:
A <LIST OF VALUES> is available and will list all previous report requests. Should the
user select one from the list, the answers supplied will default.
The user is then prompted for the following:
Include inactive debtors (Y/N)
PRINT SEQUENCE: Loan code within personnel number
SYSTEM SELECT:
As per text
DATE : 18-AUG-2002
INTEGRATED TERTIARY SOFTWARE
PAGE : 1
Program : fb1ccc.pc
TRANSACTIONS GENERATED FOR PAY CYCLE : 200204
V12.0.0.0
PERSON
NAME
ACT DEBTOR LOAN
GLA
E/D
DESCRIPTION
AMOUNT
------- ------------------------------ --- ------- ---- ------------- ---- ------------------------------ -----------1 Magnificus ... Prof A
2 Van Jaarsveld-Joness ... Dr W
A
A
8000001 0010
F001 9346
9301 STAFF CAR LOAN 1 REPAYMENT
3901 TAX BENEFIT: CAR LOAN 1
9401 TAX BENEFIT: CAR LOAN 1
244.1363.38
63.38-
8000001 0110
F001 9346
9311 STAFF COMPUTER LOAN 1 REPAYMT
3911 TAX BENEFIT: COMPUTER LOAN 1
9411 TAX BENEFIT: COMPUTER LOAN 1
110.8021.12
21.12-
8000001 0120
F001 9346
9312 STAFF COMPUTER LOAN 2 REPAYMT
3912 TAX BENEFIT: COMPUTER LOAN 2
9412 TAX BENEFIT: COMPUTER LOAN 2
451.2912.73
12.73-
8000002 0110
F001 9346
9311 STAFF COMPUTER LOAN 1 REPAYMT
3911 TAX BENEFIT: COMPUTER LOAN 1
9411 TAX BENEFIT: COMPUTER LOAN 1
104.1734.64
34.64-
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Chapter 5
# REPAYMENT DEDUCTIONS :
# FRINGE BENEFIT EARNINGS :
# FRINGE BENEFIT CONTRAS :
TOTAL # RECORDS CREATED :
4 =
4 =
4 =
910.39131.87
131.87-
12
*************** END OF REPORT ***************
DATE : 18-AUG-2002
INTEGRATED TERTIARY SOFTWARE
Program : fb1ccc.pc
TRANSACTIONS NOT GENERATED FOR PAY CYCLE : 9209
V12.0.0.0
PERSON
NAME
ACT DEBTOR LOAN
GLA
REASON
------- ------------------------------ --- ------- ---- ------------- -------------------4 Bester ... Mnr B
#
#
#
#
#
STOP PAY CASES
NO E/D's REQUESTED
INACTIVE E/D's
INACTIVE DEBTORS
NO FRINGE BENEFIT
TOTAL # ENTRIES
N
:
:
:
:
:
0
0
0
1
0
:
1
8000004 0010
F001 9346
PAGE : 1
DEBTOR INACTIVE
*************** END OF REPORT ***************
Å
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Chapter 5
CLEAR PRO FORMA FILES {FPRI-22} Ä
5.15.
Before the option is executed, users should agree not to run pro forma’s for the minute that
it takes to execute.
USER SELECTION: None
The output will consist of three lines, e.g.:
1 row deleted.
33 rows deleted.
21 rows deleted.
Å
5.16.
COPY DEDUCTIONS TO STUDENT ACCOUNTS {FPRI-24} Ä
Fees deductions and study subsidies deducted from employees' payslips are typically
posted to a Fees Control GLA, and Student Debtors must then subsequently journalise to
the students' accounts.
The following procedure allows direct posting of such transactions to Student Debtors
from Payroll:
1. The user creates, via option {FCSO-7} “Transaction Type Definitions”, a special
Transaction Type (TT) (e.g. “Sal Deduction for Student Fees”, “Payroll Deduction”,
etc.) linked to subsystem SD, Update = A, event = 29, (F)ee and (C)redit to student
account, no Debit GLA, Credit GLA = “Student Debtors Control”.
2. The user next defines the appropriate E/D(s) in {FPRG-6}, as after-tax advised
amount(s) with the Fees Control GLA as GLA. Please note that the CC of this GLA
must have a zero VAT code.
3. In {FPRI-2} a field “Post to Student Account (Y/N)” must be set to (Y)es.
4. When the payroll advice is created in {FPRI-2}, the following must be entered into the
reference number: ST**9999999 . The system will validate on insert or update that
9999999 as a valid student number. If the student's account should be credited with
this amount, the “Post” field must be set to (Y)es.
5. After a particular calculation number has been closed off (i.e. the “Q” record exists in
{FPRM-3}), the user can credit student accounts in batch as follows via option
{FPRI-24} :
User Input:
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Chapter 5
Pay Cycle From Which Transactions Must Be Copied (YYYYMM) :
Calculation Number or ALL :
•
The system will validate that cheques have already been generated, that event 29 and
the TT exist, and that the TT is linked to SD, is a ( C)redit, and has a credit GLA.
•
The system will now process those individual advices with reference number as in
described above and “Post to Student Account” indicator = (Y)es, as follows :
•
It will scan the payroll transaction file for the given cycle and calc number, matching
on personnel number, E/D code, salary level, GLA, reference number and amount.
If such a transaction is found that has not been copied before, it will date-stamp it
with system date and create a transaction in {FSAO-1} “Student Account
Transaction”.
•
This program produces a control report.
•
There is no danger that a transaction can be copied twice, in view of the date
stamping mentioned above.
6. When “Post to GL” is done for Payroll, the summary crediting of the Fees Control
GLA will happen as usual.
7. When “Post to GL” is done for Student Debtors, Fees Control GLA will be debited,
and Student Debtors Control GLA credited.
At the end of this process, the balance of Fees Control GLA should be zero.
Upon entering this option, the user will be prompted for:
Previous Request:
A <LIST OF VALUES> is available and will list all previous report requests. Should the
user select one from the list, the answers supplied will default.
The user is then prompted for the following:
Pay Cycle From Which Transactions Must Be Copied (YYYYMM) :
Calculation Number or ALL :
PRINT SEQUENCE: Personnel number sequence
___________________________________________________________________________
Copyright ITS
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Individual Detail
Chapter 5
SYSTEM SELECT:
As per text
NOTE: Transactions can be rejected for four reasons :
1.
2.
3.
4.
Copied before (no problem; for information only)
Invalid student number
Invalid GLA
Rolled back since being copied
In cases 2., 3 and 4, users must pass manua l journals to correct the situation.
04-AUG-2002 21:19
PROGRAM: f8Bprg.rdf
V12.0.0.0
INTEGRATED TERTIARY SOFTWARE
LIST OF PAYROLL DEDUCTIONS COPIED TO STUDENT DEBTORS SYSTEM
FOR PAY CYCLE : 200205 CALCULATION NUMBER : all GENERATE NOTE : Y
PAGE : 1
PERSON
NAME
STUDENT NAME
NUMBER
E/D SAL
CODE LVL
AMOUNT COMMENTS
930
999
JONES, MR F X
JACKSON, MS S
9200000 JL MANSFIELD
9255555 E JOHNSON
8181 62
8181 62
400.00
39.60
2 DEDUCTIONS COPIED TOTALLING 439.60
0 DEDUCTIONS REJECTED
***** END OF REPORT *****
Å
5.17.
CLAIMS – TUTOR/MENTOR BUNDLES {FPRI-28}
Ä
This menu provides the facility to generate, maintain, copy and rollback Tutor/Mentor
claims to and from the payroll system.
This menu consists of the following menu options:
1.
2.
3.
4.
5.
Maintain Bundle Claims {FPRIM-1}
Generate Bundle Claims {FPRIM-2}
Query Bundle Claims {FPRIM-3}
Copy Bundle Claims To PR {FPRIM-4}
Rollback Bundle Claims {FPRIM-5}
Reports available are:
1.
2.
3.
Mentor/Tutor Claim Report {FPRIMR1-1}
Unauthorised Claims {FPRIMR1-2}
Partially Unauthorised Claims {FPRIMR1-3}
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 170 of 332
Individual Detail
4.
Å
5.18.
Chapter 5
Authorised Claims To Be Paid {FPRIMR1-4}
TIMESHEET DETAIL {FPRI-29}
Ä
This menu provides the facility to maintain and generate timesheet and payroll transactions
for weekly paid employees.
This menu consists of the following menu options:
1.
2.
3.
4.
Å
Capture Timesheet Information {FPRIT-1}
Maintain Timesheet Information {FPRIT-2}
Generate PR Transactions {FPRIT-3}
Rollback PR Transactions {FPRIT-4}
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 171 of 332
Individual Detail
5.19.
Chapter 5
REPORTS
Fixed Salary Detail {FPRIR1-1} Ä
5.19.1.
This report reflects salary related information defined on menu option {FPRI-1}.
Upon entering this option, the user will be prompted for:
Previous Request:
A <LIST OF VALUES> is available and will list all previous report requests. Should the
user select one from the list, the answers supplied will default.
The user is then prompted for the following:
Supply The First Employee Number (N9) :
Supply The Last Employee Number (N9) :
Print Details as at Date (DD-MON-YYYY) : [Today's Date]
Supply Address Type's Information To Print :
Supply Telephone Number Type's Detail To Print :
PRINT SEQUENCE
:
Employee number sequence
SYSTEM SELECT
:
Information as per option {FPRI-1}
Date : 02-AUG-2002 10:59
Program : f83rpt.rdf
V12.0.0.0
INTEGRATED TERTIARY SOFTWARE
Fixed Salary Detail For Employees as at 02-JUL-2002
===================================================
Employee : 1 Dr.
Page No : 1
T.H.O MAFUMA
********** Biographical Detail **********
First Names
Tax Deductible Dependents
Dependents On Medical Aid
Husband's Full Names
: THIVHAKONI HUDSON
: 5
: 4
: PROF H.H MAFUMA
Date Of Birth : 01-JAN-1990
Home Address :
I.D. Number : 7123456098123
Gender : F
Marital Status : M
Home Tel. No.: 012-3467789
********** Work Related Detail **********
Latest Appt Date :
01-FEB-2001
Latest Resg Date :
31-DEC-2001
Post Grade From :
Appointment :
Work Tel.
1
General Ledger Allocation :
No.:
21 FULL-TIME PERM ADMIN
Current Post :96 VICE PRINCIPAL NON-ACADEMIC
012-3467789
Current Rank :999 VICE PRINCIPAL
To :
10580103
Current Grade1
ACCOUNTING-PMB Salaries-Other (PC1)
********** Salary Related Detail **********
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 172 of 332
Individual Detail
Salary Notch
Barrier Notch
Increase Month
First Inc Year
Start Cycle
End Cycle
Calc Number
Paydate Number
: 50000
:
: 12
: 1990
:
:
: 8
: 1
Scale
5301
Chapter 5
Bank Account Number
Bank Account Type
Payment Method
First Inc Month
Tax Status
Tax On Bonus
Bonus Month
Pay Frequency
:
:
:
:
:
:
:
:
Previous Scale
4567
Rec Of Revenue : 0001 PRETORIA
C CURRENT
Bank : 10 NEDBANK
Q CHEQUE
Branch : 1004 YEOVILLE
12
Stop Payment :
A MARRIED PERSON
Pref. Language : E ENGLISH
A ANNUALLY
Income Tax # :
5
Pay Point : 0001 CHEMISTRY DEPT
M
********** Salary Scales **********
Scale
30000 X 1000 X 40000
********** Salary Scales For Approved Rank **********
Scale
5301
Previous Scale
Scale
30000 X 1000 X 40000
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 173 of 332
Individual Detail
Chapter 5
Individual E/D Detail {FPRIR1-2} Ä
5.19.2.
This report reflects E/D codes linked to personnel on menu option {FPRI-2}.
Upon entering this option, the user will be prompted for:
Previous Request:
A <LIST OF VALUES> is available and will list all previous report requests. Should the
user select one from the list, the answers supplied will default.
The user is then prompted for the following:
Supply The Employee Number Required (N9) or ALL :
PRINT SEQUENCE
:
E/D code within salary level
SYSTEM SELECT
:
All E/D's specified via option {FPRI-2}
Date : 02-AUG-2002 11:07
Program : f86rpt.rdf
V12.0.0.0
INTEGRATED TERTIARY SOFTWARE
Page No : 1
Individual Earnings And Deductions Per Employee
----------------------------------------------Employee : 1 Dr.
Earning/Deduction
Start Date
End Date
Salary Level
Calculation Method
Advised Amount
Lookup Table
Calculation Quantity
Reference Number
Debtor/Student
Earning/Deduction
Start Date
End Date
Salary Level
Calculation Method
Advised Amount
Lookup Table
Calculation Quantity
Reference Number
Debtor/Student
X001 E KOBUS - TESTING
2
2 BONUS
1000.00
T.H.O MAFUMA
Reference Earning/Deduction
Reference Salary Level
Low Amount
High Amount
IRP5 Total Number
General Ledger Allocation
Calculation Percentage
Fund
Post to Subsystem?
0001 E BASIC SALARY
01-MAR-1998
31-MAR-1998
3
3 ADVISED AMOUNT
5000.01
Reference Earning/Deduction
Reference Salary Level
Low Amount
High Amount
IRP5 Total Number
General Ledger Allocation
BACK PAY
Calculation Percentage
Fund
Post to Subsystem?
10.00
50.00
3601 Income - Taxable
00580101
ECONOMICS Salaries-Permanent S
12.000
N
1 Directors remuneration - priva
N
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 174 of 332
Individual Detail
Earning/Deduction
Start Date
End Date
Salary Level
Calculation Method
Advised Amount
Lookup Table
Calculation Quantity
Reference Number
Debtor/Student
Chapter 5
0015 E KAAPTECH HOUSING ALLOWANCET
12
A PENSION
Reference Earning/Deduction
Reference Salary Level
Low Amount
High Amount
IRP5 Total Number
General Ledger Allocation
3704 Subsistence allowance - taxabl
8000 KAAP HOUSING ALLOW
Calculation Percentage
Fund
Post to Subsystem?
100.000
KAAP KAAP HOUSING ALLOWE
N
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 175 of 332
Individual Detail
Chapter 5
Individual Package {FPRIR1-3} Ä
5.19.3.
The system will merge the applicable global and individual sets of earnings and deductions
for a particular employee, and print his/her complete package. Please note that not all
E/D's need necessarily be active for a given employee in a given month, e.g. the employee
may not be a member of all the funds that are relevant to his/her appointment type.
Upon entering this option, the user will be prompted for:
Previous Request:
A <LIST OF VALUES> is available and will list all previous report requests. Should the
user select one from the list, the answers supplied will default.
The user is then prompted for the following:
Supply Employee Number (N9) or <RETURN> to EXIT :
Supply Monthly Payroll Cycle Number (YYYYMM) :
PRINT SEQUENCE: E/D code within salary level
SYSTEM SELECT:
Date : 02-AUG-2002 11:11
Program : f85rpt.rdf
V12.0.0.0
All global and individual E/D's for this person
INTEGRATED TERTIARY SOFTWARE
Page No : 1
Personal Package For An Employee For Monthly Pay Cycle : 200202 ( 29-FEB-2002 )
-----------------------------------------------------------------------------Employee : 1 Dr.
T.H.O MAFUMA
GLA For Post : 1058 0103 ACCOUNTING-PMB Salaries-Other (PC1)
Earning/Deduction
Start Date
End Date
Salary Level
Calculation Method
Advised Amount
Lookup Table
Calculation Quantity
Reference Number
0001 E BASIC SALARY
0
7 SALARY NOTCH
Reference Earning/Deduction
Reference Salary Level
Low Amount
High Amount
IRP5 Total Number
General Ledger Allocation
3601 Income - Taxable
Calculation Percentage
Fund
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 176 of 332
Individual Detail
5.19.4.
Chapter 5
Personnel Salary List {FPRIR1-4} Ä
Upon entering this option, the user will be prompted for:
Previous Request:
A <LIST OF VALUES> is available and will list all previous report requests. Should the
user select one from the list, the answers supplied will default.
The user is then prompted for the following:
Produce List for (W)eekly or (M)onthly Personnel : [M]
Supply the Monthly Pay Cycle Number (YYYYMM) :
Supply The Faculty/School Code (N4) or ALL or 0 To Exit :
Supply The Department Code (N4) or ALL :
Must Personnel be Sorted Alpha betically or Numerically ? (A/N) :
Must Personnel be Sorted Within Appointment Type ? (Y/N) :
PRINT SEQUENCE: As per above, within Department within Faculty.
If sort by appointment type is requested, the
appointment type is clearly indicated when it changes.
SYSTEM SELECT:
Personnel in-service during given pay cycle.
In-service decision based on service records.
Departmental link based on primary department of post
as per service record.
Scales as per scale set valid for pay cycle.
NOTE: It is possible that an employee may have two (or more) service records for the
requested pay cycle. In such a case, the number of service records is indicated after the
start date. The employee may appear more than once within a given department and/or
appointment type, or not (see sample report). Such cases may influence the total of
notches.
02-AUG-2002 11:14
Program : f8Qrpt.rdf
V12.0.0.0
INTEGRATED TERTIARY SOFTWARE
Personnel Salary List
For Monthly Pay Cycle : 200202 ( 29-FEB-2002 )
Personnel Sort Sequence n ;
Sort By Appointment Type y
Page 1
Faculty/school 1 = SCIENCE
Department 1 = ELECTRONIC DATA PROCESSING...*
Person App
End Of
Surname
Scale
Title Init
Number Typ Start Date
Incr
Dup Mnth
Notch
Barrier
Notch
Scale
Salary
Scale
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 177 of 332
Start Of
Incremt
Individual Detail
Chapter 5
------------------------------ --------------Appointment Type : 1 FULL-TIME PERM:ACAD
---------------CAWOOD
Mev M
66600
------- --
----------- ===
100
1
18-MAY-1999
--- -------
-------
5
------
--------
5002
6501
86400
ABU-DABI
66600
Dr.
C
5435
1
01-SEP-1998
6
5002
6501
86400
LEADBEAD
66600
Me
ENG
5656
1
01-NOV-1998
1
50000
5002
6501
86400
NEL
66600
Mrs
M
7776
1
01-JAN-1996
1
5002
Mr
86400
test bonus calc
66600
86400
test prorata bonus
66600
86400
Eleven
66600
Mr
Mr
M
TT
TT
Test V
9712
11051
11052
11101
1
1
1
1
01-JAN-1997
01-MAY-1996
01-SEP-1996
01-JUN-1999
1
5
6
6
12000
86400
89100
180000
Ms
VV
11997
1
01-JAN-1999
6
150000
Me
D
15610
1
01-NOV-1998
6
50000
Mr
PMT
33445
1
01-AUG-1996
8
86400
59400
86400
2400
0
2400
0
0
59400
2400
6501
86400
0
5002
59400
2400
6501
86400
0
5002
59400
2400
6501
86400
0
59400
2400
86400
0
59400
2400
86400
0
59400
2400
86400
0
59400
2400
86400
0
49390
2200
5002
5002
5002
5002
6501
86400
GOOSEN
66600
59400
0
86400
6501
86400
LE ROUX
66600
86400
2400
2400
6501
86400
Eleven
66600
59400
--
59400
6501
86400
PHALA
66600
-------
5002
6501
86400
Appointment Type : 2 PART TIME PERM:ACAD
---------------VAN DER LINDE
Mnr T
51590
672
2
01-OCT-1998
1
2101
5202
70000
CARINA 2
66600
Qq
QQ
33346
2
01-JAN-1970
1
5002
6501
60000
59400
86400
86400
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 178 of 332
2500
2400
0
Individual Detail
Chapter 5
Personnel on Barrier Notches {FPRIR1-6} Ä
5.19.5.
This report reflects personnel who are on barrier notches for a given payroll cycle.
Upon entering this option, the user will be prompted for:
Previous Request:
A <LIST OF VALUES> is available and will list all previous report requests. Should the
user select one from the list, the answers supplied will default.
The user is then prompted for the following:
For Which Cycle Must the Test be Done (YYYYMM) :
PRINT SEQUENCE: Personnel number sequence
SYSTEM SELECT:
All in-service personnel with increase month in above pay cycle,
who will not get an automatic increase because they are on a barrier notch. The inservice decision is based on the service records. By drawing this report a few months
ahead of time, ample opportunity exists for giving attention to the removal of the
barriers.
04-AUG-2002
f8Nccc.pc
V12.0.0.0
PAGE :
1
PERSONNEL ON BARRIER NOTCH FOR CYCLE : 200205
======================================
BARRIER
NOTCH
-----
EMPLOYEE
-------1
INTEGRATED TERTIARY SOFTWARE
PROF A MAGNIFICUS
85500
MNR FW VAN VOLLENHOVEN
32025
SENIOR
------
WORK
PHONE
-----
SALARY SCALES
------------84000 X 1500 X
87000
33
MNR B BESTER
24025 X 1500 X
27025
27025
X
2500
X
27025
X
2500
X
32000
X
2750
X
29525
32025
37500
76
MR RA MILLIKAN
51590
DR Q GORDON
333-33
47190 X 2200 X
51590
51590
58790
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 179 of 332
X
2400
X
Individual Detail
180
33300
MRS V SMITH
Chapter 5
22075
PROF B LAVOUSEUR
343434
29700 X 1800 X
33300
41300
4 EMPLOYEE(S) SELECTED
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 180 of 332
X
2000
X
Individual Detail
Chapter 5
Personnel Service Record {FPRIR2-1} Ä
5.19.6.
This report includes both the promotional history and the salary history of a person, in
chronological sequence.
Note that service records are printed one per page.
Upon entering this option, the user will be prompted for:
Previous Request:
A <LIST OF VALUES> is available and will list all previous report requests. Should the
user select one from the list, the answers supplied will default.
The user is then prompted for the following:
Must Report Contain Only In-service Personnel ? (Y/N) :
Enter (R)ange Or (I)ndividual Department Codes (R/I) :
Enter (R)ange Or (I)ndividual Appointment Codes (R/I)
Sort Personnel In (A)lphabetical Or (N)umeric Sequence :
Report Per (P)erson or Per (F)aculty/school/department ?
PRINT SEQUENCE: Per department, personnel number, start date
SYSTEM SELECT:
DATE : 06-AUG-2002
Program : f8Erpt.rdf
V12.0.0.0
Any personnel member within selected range, whether
in-service or not
INTEGRATED TERTIARY SOFTWARE
PAGE : 1
PERSONNEL SERVICE RECORD
-----------------------34
PROF B
LAVOUSEUR
DATE
RANK
========= ==============================
==============================
01-JAN-85 LECTURER
01-JAN-86
01-APR-86
01-JAN-87
01-JUN-87
SENIOR LECTURER
PROFESSOR
FACULTY/SCHOOL : 5010 INSTITUTIONAL SUPPORT
DEPARTMENT : 5010 RECTORATE
COUNCIL
POST
DECISION
======================================== ========
SENIOR LECTURER (2) IN CHEMISTRY
A55/C
PROFESSOR (2) IN CHEMISTRY
HEAD OF DEPT. OF CHEMISTRY
B55/C
C55/C
D55/C
NOTCH REASON
======
40000 NEW APPOINTMENT
42000 GENERAL INCREASE
43500 PERSONAL ADJUSTMENT
45000 GENERAL INCREASE
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 181 of 332
Individual Detail
01-JAN-88
01-JUL-88
01-SEP-88
01-JAN-89
01-APR-89
01-JUL-89
Chapter 5
HEAD OF DEPARTMENT
DEAN OF PHYSICAL SCIENCES
E55/C
F55/C
46500 GENERAL INCREASE
48000 PERSONAL INCREASE
52000 PROMOTION TO DEAN
DEAN
30-SEP-89
01-DEC-89 VICE-RECTOR
01-FEB-90
01-MAR-90
G55/C
VICE-RECTOR: ACADEMIC
J55/C
66000 PERSONAL INCREASE
78000 PERSONAL INCREASE
RESIGNATION
RE-APPOINTMENT
66000 ADJUSTMENT
100800 PERSONAL INCREASE
****************** END OF REPORT ******************
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 182 of 332
Individual Detail
Chapter 5
Forthcoming Increases {FPRIR1-7} Ä
5.19.7.
This report lists those in-service employees who are due for an automatic increase in a
specified pay cycle. It is identical to report {PAOPR2 -6} in the Personnel System.
It can be useful for control purposes, and should be drawn prior to running the
automatic increases program (option {FPRN-1}) for the requested pay cycle, since no
report will be produced if automatic increases have already been done.
Upon entering this option, the user will be prompted for:
Previous Request:
A <LIST OF VALUES> is available and will list all previous report requests. Should the
user select one from the list, the answers supplied will default.
The user is then prompted for the following:
Supply Monthly Cycle For Calculation of Increases (YYYYMM) (<RETURN> to EXIT)
:
Order by (D)epartment, (A)ppt Type or (P)ersonnel ? (D/A/P) [P] :
Order Personnel (A)lpha or (N)umeric ? (A/N) [N] :
PRINT SEQUENCE: As per above
SYSTEM SELECT:
Personnel in-service during given pay cycle, based on service
records, whose increase month = month of pay cycle. Rejections are listed on report.
Exclude : Personnel with a null salary notch or a notch = zero
Forthcoming Increases Report
02-AUG-2002 11:34:23
f8Rccc.pc
V12.0.0.0
INTEGRATED TERTIARY SOFTWARE
Forthcoming Increases for Monthly Cycle: 200002
========================================
Page: 1
Empl.
Latest
First AP Rank Post PS
<----- Notches ---->
Scale
Number
Employee Name
Appt Date
Incr CD Code Code GR
Old
New
Barr
Problem
Code
Scale
------- ---------------------- ------------ -- ----- ---- ------- ------ ------ ------------ ---- ---------------------24 KIRSTEN P
01-JUL-97 199000 1
50
50 16
108000
NOT ON SCALE 9999
0 X
0
X
0
X
8800 POMPIES P M
86400
01-MAR-95 199500
1
10
10 4
65000
NOT ON SCALE
6501
86400 X
0
7501 100000 X 12000
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 183 of 332
Individual Detail
Chapter 5
X 160000
7001 100800 X
X 100800
2 Candidates Examined;
0 Increases can be Given
2 Increases Cannot be Given because:
2 not on scales at all
***** END OF REPORT *****
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 184 of 332
0
Individual Detail
5.19.8.
Chapter 5
Compensation Summary / Detail {FPRIR2-4} Ä
This powerful report allows the user to select the monthly compensation per person during
a given period in a number of ways.
Upon entering this option, the user will be prompted for:
Previous Request:
A <LIST OF VALUES> is available and will list all previous report requests. Should the
user select one from the list, the answers supplied will default.
The user is then prompted for the following:
Report in (S)ummary or (D)etail
(If (D)etail, each salary transaction during the report period will be
listed individually, otherwise only totals per pay cycle will be provided).
Group by cost centre ( Y/N)
Sort order: (N)umber or (S)urname
Report by:
1. Range of Personnel Numbers,
2. Selection of Individual Personnel Numbers,
3. Appointment Type,
4. STATS Personnel Category,
5. Rank,
6. Cost Centre / Account,
7. Fund Group,
8. Department Code.
Your Selection :
If (1): Start and End Personnel Numbers
If (2 ): Supply 1st of 15 Personnel Numbers To Be Included (N9) or ALL
If (3 ): Up to 10 Appointment Types to include or “ALL”
If “ALL”, up to 10 Appointment Types to exclude
If (4 ): Start and End Category Codes
If (5 ): Up to 10 Ranks to include or “ALL”
If “ALL”, up to 10 Ranks to exclude
If (6 ): Up to 10 Cost Centres to include or “ALL”
If “ALL”, up to 10 Cost Centres to exclude
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 185 of 332
Individual Detail
Chapter 5
If (7 ): Up to 10 Fund Groups to include or “ALL”
If “ALL”, up to 10 Fund Groups to exclude
If (8 ) Supply 1st of 10 Department Codes To Be Included (N4) or ALL
Include
(1 ) Net Earnings (i.e. all transactions)
(2 ) STATS Gross Only (i.e. those transactions for which the
“Include in STATS Gross” indicator of option {FPRG-6}
is set to “Y”es)
(3 ) Range of Earnings Only
(4 ) Range of Deductions Only
(5 ) Selective Earnings Only
(6 ) Selective Deductions Only
If (3):
Start and End Earning Codes
If (4 ): Start and End Deduction Codes
If (5 ): Include up to 25 Earning Codes or ALL
If ALL, exclude up to 25 Earning Codes
If (6 ): Include up to 25 Deduction Codes or ALL
If ALL, exclude up to 25 Deduction Codes
Report on (W)eekly or (M)onthly Paid Personnel : [M]
Start and End Cycles
Calculation Number or “ALL”
PRINT SEQUENCE: According to above. The appointment type, rank and STATS
category for an employee is selected from the service records as the latest value which
applied during the report period.
SYSTEM SELECT:
According to above
If detail is requested, the E/D Code and description as well as the GL Account is shown
for each transaction.
Subtotals per person and a report total are provided for all options. Subtotals per
Appointment Type, Personnel Category or Rank are provided if those options were
requested.
Two examples of this extremely flexible report now follow.
Compensation Detail
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 186 of 332
Individual Detail
Chapter 5
DATE : 30-AUG-2002
Program : f8Srpt.rdf
V12.0.0.0
INTEGRATED TERTIARY SOFTWARE
COMPENSATION DETAIL BETWEEN CYCLES 9206 AND 9206
-----------------------------------------------NET EARNINGS for PERSONNEL NUMBERS 180 to 180 for CALC NUMBER ALL
PAGE : 1
FOR COST CENTRE : 0320 ZOOLOGY-DBN
----------------PERS NR PERSON
GLA
RANK APPT SAP
TYPE CAT
180 Mrs V Smith
0101
40
2
1
PAY E/D
E/D DESCRIPTION
AMOUNT
SUB-TOTAL
CYC CODE
9206 0001 BASIC SALARY
1722.92
0320
0100 PENSIONABLE ALLOWANCE - PE
172.29
0320
3510 MEDICAL SOMS: EMPLOYER CON
20.00
0320
3000 PENSION FUND 1: EMPLOYER CT
231.97
0320
3010 PENSION FUND 2: EMPLOYER CT
309.30
0320
4100 WCA: EMPLOYER'S CONTRIBUTIO
2.84
0320
4150 UIF: EMPLOYER'S CONTRIBUTIO
17.06
0320
0101
0101
0101
0101
0101
0111
TOTAL for COST CENTRE 0320
=====================
EMPL
1
REPORT TOTAL
============
EMPL
1
2476.38
-----------2476.38
============
-----------2476.38
============
===== END OF REPORT =====
Compensation Summary
.............................................................................................................................
..
.............................................................................................................................
..
DATE : 30-AUG-2002
Program : f8Srpt.rdf
V12.0.0.0
INTEGRATED TERTIARY SOFTWARE
COMPENSATION SUMMARY BETWEEN CYCLES 9203 AND 9208
------------------------------------------------STATS GROSS EARNINGS for STATS PERSONNEL CATEGORIES 1 to 2 for CALC NUMBER 1
FOR COST CENTRE : 0320 ZOOLOGY
----------------PERS NR PERSON
RANK APPT SAP
TYPE CAT
PAY
CYC
AMOUNT
SUB-TOTAL
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 187 of 332
PAGE : 6
Individual Detail
Chapter 5
180 Mrs V Smith
40
2
1
9206
2476.38
2476.38
8000 Miss M Van Jaarsveld
TOTAL for STATS CATEGORY
========================
40
1
1
1
20570 Mnr PJA Marais
9203
9205
9206
EMPL
40
21
2
9178.84
9178.84
9178.84
27536.52
-----------30012.90
============
2
9203
9205
9206
1281.18
2222.37
1281.18
4784.73
20571 Mnr PJ Marais
TOTAL for STATS CATEGORY
========================
TOTAL for COST CENTRE 0320
=====================
40
2
21
2
9203
9205
9206
1281.18
2394.80
1281.18
EMPL
2
EMPL
4
4957.16
-----------9741.89
============
-----------39754.79
============
.............................................................................................................................
.
.............................................................................................................................
.
REPORT TOTAL
============
EMPL
10
-----------808930.23
============
===== END OF REPORT =====
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 188 of 332
Individual Detail
5.19.9.
Chapter 5
Taxable Transactions / Tax Withheld {FPRIR1-25} Ä
Unexpected results from a cumulative tax calculation usually arise from the fact that the
“Regular” indicator in option {FPRG-6} has been set incorrectly for certain E/D's. This
report can help to explain such unexpected results. It shows the taxable transactions and
tax withheld for a particular person between given pay cycles, thus enabling the user to see
exactly on which basis the cumulative calculation was done.
Upon entering this option, the user will be prompted for:
Previous Request:
A <LIST OF VALUES> is available and will list all previous report requests. Should the
user select one from the list, the answers supplied will default.
The user is then prompted for the following:
Supply Personnel Number:
Supply Start Cycle (YYYYMM):
Supply End Cycle (YYYYMM):
PRINT SEQUENCE: The regular and one-time taxable earnings are grouped together
with subtotals, and the total tax deducted during the specified period is also grouped
together with a total.
SYSTEM SELECT:
All taxable transactions and tax withheld transactions
Taxable Transactions / Tax Withheld
DATE : 30-AUG-2002
V12.0.0.0
page
INTEGRATED TERTIARY SOFTWARE
Taxed E/D's and Tax Deducted for Person 919 : MR J OLDMAN
Current Tax Status A1;
Date of Birth 01-JAN-50;
Tax-on bonus A;
Period 9503 to 9505
(Program : f8srpt.sql)
Cycle
-----9503
9504
9505
******
Calc
Code T E/D Name
Level Meth IRP5 Tax Reg
Amount
Calc Date
---- - ------------------------------ ------ ---- ----- --- --- ---------- ------------0001 E BASIC SALARY
0 7
1 Y
Y
11875.00
19-MAR-95
0 7
11875.00
19-APR-95
0 7
11875.00
19-MAY-95
**** * ******************************
---------- *************
sum
35625.00
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 189 of 332
1
Individual Detail
Chapter 5
9503 1130 E TRAVEL ALLOWANCE (TAXABLE)
9504
9505
****** **** * ******************************
sum
14 6
14 6
14 6
3
700.00
19-MAR-95
700.00
19-APR-95
700.00
19-MAY-95
---------- *************
2100.00
9503 8181 D PRE-TAX DEDUCT: PRIV. ANNUITY
9504
9505
****** **** * ******************************
sum
42 3
42 3
42 3
16
-2164.34
19-MAR-95
-2164.34
19-APR-95
-2164.34
19-MAY-95
---------- *************
-6493.02
*****
*** ---------sum
31231.98
***
sum
9503 6000 D P A Y E
9504
9505
****** **** * ******************************
sum
50 4
50 4
50 4
9503 6001 D TRANSITION TAX LEVY
9504
9505
****** **** * ******************************
sum
56 T
57 T
57 T
15 N
---------31231.98
N
-3482.80
19-MAR-95
-3799.23
19-APR-95
-3641.01
19-MAY-95
---------- *************
-10923.04
-415.85
19-MAR-95
-76.18
19-APR-95
-76.18
19-MAY-95
---------- *************
-568.21
*****
*** ---------sum -11491.25
***
sum
----------11491.25
15 rows selected.
f8srpt ********** END OF REPORT **********
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 190 of 332
Individual Detail
5.19.10.
Chapter 5
Bonuses Paid / To be Paid {FPRIR1-21} Ä
This report provides a list of forthcoming annual bonuses or annual bonuses already paid
for a specified pay cycle. Due account is taken of advised bonuses, both global and
individual,
Please note that only bonuses and stabilisation fund deductions calculated via calc
methods “2” and “S”, respectively, are taken into account. All other “bonuses”
are specifically excluded, and could cause the totals of this report to disagree with
the Payslip Summary and E/D Detail Reports for calc methods “2” and “S”.
If drawn in advance, the report can serve as a coding sheet for unpaid leave to be advised
prior to the salary calculation. If unpaid leave is automatically drawn from the Leave
Subsystem, the report will show the unpaid leave days per person, both for forthcoming
bonuses and for bonuses already paid.
The report can be requested under three different conditions:
1. Forthcoming bonuses - auto increases have not yet been given: in this case,
future increases will be given as for a pro forma salary calculation. If a person was
given an increase, it will be flagged on the report.
2. Forthcoming bonuses - auto increases have already been given, but no
calculation has been done : in this case, the existing notches are accepted.
Obviously, individual increases given subsequent to drawing this report will not be
reflected on the report.
3. A calculation has already been done: in this case, the report will list the bonuses as
actually paid during the pay cycle.
Upon entering this option, the user will be prompted for:
Previous Request:
A <LIST OF VALUES> is available and will list all previous report requests. Should the
user select one from the list, the answers supplied will default.
The user is then prompted for the following:
Cycle for calculation of increases
Sort order: within appointment type or not
Sort order: alphabetical or numerical for personnel
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 191 of 332
Individual Detail
Chapter 5
PRINT SEQUENCE: As per above criteria
SYSTEM SELECT:
Employees in-service during given pay cycle, not blocked by a
stop-pay indicator, who are eligible for a bonus in this pay cycle. In-service decision is
based on the service records.
Exclude: Personnel with a null salary notch.
Bonuses Paid / To be Paid
DATE: 07-MAY-2002 12:10:20
f8Wccc.pc
V12.0.0.0
PERSON
OF
NUMBER
F/APPT
INTEGRATED TERTIARY SOFTWARE
PAGE : 1
FORTHCOMING BONUSES FOR CYCLE : 200205
====================================
APPT
NAME
MONTHLY
TYPE
ADD.
NOTCH
INC
(Auto increases not yet given)
GROSS
EARNINGS
STAB
BONUS
NET
FUND
UNP.
BONUS
DATE
DAYS
2
VAN JAARSVELD JANSE VA
W
1
6500.00
650.00
2389.86
-167.29
2222.57
01-DEC-
3
GORDON
Q
1
7000.00
2500.00
2342.47
-163.97
2178.50
01-DEC-
4
BESTER
B
1
5500.00
2500.00
8000.00
-560.00
7440.00
02-AUG-
LAVOUSEUR
B K
1
8407.33
NAPIER
G
1
3000.00
89
89
89
34
7566.60
7566.60
36.50
01-DEC-
89
666
1000.00
4400.00
-308.00
4092.00
01-MAY-
88
SUBTOTALS FOR
1
MAGNIFICUS O'DONOGHUE-
A
21
7000.00
VAN VOLLENHOVEN
FW
21
2460.42
GERBER
FK
21
MARAIS
PJA
MARAIS
PJ
5 BONUSES :
------------ ------------ -----------24698.93
-1199.26
23499.67
6510.96
-490.00
6020.96
25.50
01-DEC-
2460.42
-172.23
2288.19
01-JAN-
5315.83
5315.83
-372.11
4943.72
01-DEC-
21
920.25
777.77
-54.44
723.33
01-JAN-
21
920.25
920.25
-64.42
855.83
01-JAN-
89
33
***
89
99
89
20570
91
20571
91
SUBTOTALS FOR
1458
SYMINGTON
TJ
66
5 BONUSES :
------------ ------------ -----------15985.23
-1153.20
14832.03
0.00
1458.00
1458.00
89
SUBTOTALS FOR
1 BONUSES :
TOTALS FOR
11 BONUSES :
------------ ------------ -----------1458.00
0.00
1458.00
------------ ------------ -----------42142.16
-2352.46
39789.70
============ ============ ============
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 192 of 332
01-DEC-
Individual Detail
Chapter 5
*******
END OF REPORT
*******
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 193 of 332
Individual Detail
Chapter 5
Advised Tax Transactions {FPRIR1-22} Ä
5.19.11.
As explained in Section 4.7.4, the presence of advised tax transactions would necessarily
prevent the cumulative calculation of tax. This report allows the listing of various selections
of advised tax transactions for a given period and calculation number, and will assist in
checking the correctness and validity of such advices.
Upon entering this option, the user will be prompted for:
Previous Request:
A <LIST OF VALUES> is available and will list all previous report requests. Should the
user select one from the list, the answers supplied will default.
The user is then prompted for the following:
Start and end pay cycles
(S)ITE only, (P)AYE only or “ALL”
(Foreign users will specify “ALL”)
Calculation Number or “ALL”
PRINT SEQUENCE: For each calculation number, pay cycle within personnel
number.
SYSTEM SELECT:
DATE: 07-MAY-2002 12:10:20
V12.0.0.0
All tax transactions for the above selection criteria
which were advised, i.e. not calculated according to
calc method “4 ”.
page
1
INTEGRATED TERTIARY SOFTWARE
TAX ADVICES for PERIOD 9203 to 9302
Selection (S)ITE / (P)AYE / (A)LL = A for CALC NUMBER all
(Program : f8frpt.sql)
IRP5
CALC
PERSON
NAME
NUM
-------------------------------------------8002
Botha Mr HJ
1
8003
Swanepoel Mr M
CYCLE
AMOUNT
BOX
CALC METHOD
E/D
-----
----------
----
----------------
----------------------------
9203
-1250
15
1 PCT. OF SALARY
6000
D
P A Y E
9205
9206
-1250
-1250
9203
-236.18
15
1 PCT. OF SALARY
6000
D
P A Y E
1
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 194 of 332
Individual Detail
8015
Joubert Mev FC
Chapter 5
9203
-2250
9205
-2250
9203
-500
9205
9206
-500
-500
9203
-2527.5
9204
9205
9206
-3000
-3000
-3000
15
1 PCT. OF SALARY
6000
D
P A Y E
15
3 ADVISED AMOUNT
6000
D
P A Y E
15
3 ADVISED AMOUNT
6000
D
P A Y E
1
55555
Carter Ms Y
1
916
Erasmus, Mr FP
2
71 rows selected
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 195 of 332
Individual Detail
5.19.12.
Chapter 5
R.A. / Arrears Pension Contributions {FPRIR1-23} Ä
This report highlights employees who are approaching, or have exceeded, the allowable
tax-deductible limits for contributions towards Retirement Annuities and/or buy-back of
pension. The 1996 RSA limits are the defaults, but the user can change these values.
The report should be drawn monthly, before the salary calculation is done. If an employee
is found to be close to exceeding the limit, the deduction should be adjusted to allow only
the rest of the allowed deduction before tax, and the rest after tax.
Upon entering this option, the user will be prompted for:
Previous Request:
A <LIST OF VALUES> is available and will list all previous report requests. Should the
user select one from the list, the answers supplied will default.
The user is then prompted for the following:
Start / end cycles for report
Supply R.A. Limit [1750 ]*
Supply Percentage of Taxable Non-Retirement-Funding [15]
[3500] Less Pension Fund Contributions
Supply Percentage of R.A. Limit to be Flagged [90 ]
Arrears pension limit [1800 ]
Supply Percentage of A.P. Limit to be Flagged [ 90 ]
Supply the Salary Level for Pensionable Income [10 ]
Calculation number [ALL]
Personnel number [ALL]
Personnel sorted (A)lpha or ( N)umeric ? [N ]
PRINT SEQUENCE:
Person within calculation number
SYSTEM SELECT:
Employees whose contributions to either R.A. (IRP5 Box 16) or
arrears pension (Box 11) have exceeded the stated limit.
09-OCT-2002 20:20:11
f8Dccc.pc
INTEGRATED TERTIARY SOFTWARE
PAGE : 1
R.A. / ARREARS PENSION CONTRIBUTIONS FOR PERIOD 9303 to 9310
===============================================
R.A. LIMIT : M/S
A.P. LIMIT : M/S
1750; MW =
200; MW =
875; PCT =
100; PCT =
90
50
For ALL Employees and ALL Calculation Numbers
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 196 of 332
Individual Detail
Chapter 5
PERSON NAME
TS CN
------- ------------------------------------------ -- -99
<-------CONTRIB.
---------
R.A. -------->
<----- ARR. PENS. ----->
% LIM
EXCESS
CONTRIB.
% LIM
EXCESS
----- ------- ------------- -------
GERBER, MS FK
S
1
250.00
125.00
50.00
999
ROBERTSON, MR R
M
1
198.00
99.00
-2.00
914
JONES, PROF M A
S
2
1816.90
103.82
66.90
926
THATCHER, MRS M
MW
2
2325.00
265.71
1450.00
REPORT TOTALS :
4 EMPLOYEES
*****
R.A. :
2
END OF REPORT *****
A.P. :
2
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 197 of 332
Individual Detail
5.19.13.
Chapter 5
UIF History Report {FPRIR1-24} Ä
This report can be useful when the Department of Manpower requests UIF Contribution
information for an employee for an extended period of time.
The system selects UIF information on the basis of records in the salary transaction file
which were calculated using calc method “B ”.
Upon entering this option, the user will be prompted for:
Previous Request:
A <LIST OF VALUES> is available and will list all previous report requests. Should the
user select one from the list, the answers supplied will default.
The user is then prompted for the following:
Start - end cycles
Personnel number
PRINT SEQUENCE: Cycle number
SYSTEM SELECT:
Cycles during which the employee received earnings
subject to UIF.
12-OCT-2002
INTEGRATED TERTIARY SOFTWARE
PAGE : 1
f9Accc.pc V12.0.0.0
UIF CONTRIBUTION HISTORY REPORT : PERIOD 200203 to 200210
===============================
EMPLOYEE : 901
JEFFREYS, MS F E
CYCLE
-----
EARNINGS
--------
EMPLOYEE
CONTRIB
-------
EMPLOYER
CONTRIB
-------
TOTAL
CONTRIB
-------
PCT
---
9203
9204
9205
9206
9207
9208
9209
9210
9211
9212
9301
9302
3200.00
3600.00
3600.00
3600.00
3600.00
3600.00
3600.00
3600.00
3600.00
3600.00
3600.00
3600.00
28.80
32.40
32.40
32.40
32.40
32.40
32.40
32.40
32.40
32.40
32.40
32.40
28.80
32.40
32.40
32.40
32.40
32.40
32.40
32.40
32.40
32.40
32.40
32.40
57.60
64.80
64.80
64.80
64.80
64.80
64.80
64.80
64.80
64.80
64.80
64.80
1.8
1.8
1.8
1.8
1.8
1.8
1.8
1.8
1.8
1.8
1.8
1.8
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 198 of 332
Individual Detail
Chapter 5
9303
9304
9305
9306
9307
9308
9309
9310
TOTAL :
3600.00
32.40
32.40
64.80
3600.00
32.40
32.40
64.80
3600.00
32.40
32.40
64.80
3600.00
32.40
32.40
64.80
3600.00
32.40
32.40
64.80
3600.00
32.40
32.40
64.80
3120.00
28.08
28.08
56.16
3019.35
30.19
30.20
60.39
---------- -------- -------- -------70539.35
637.87
637.88
1275.75
========== ======== ======== ========
1.8
1.8
1.8
1.8
1.8
1.8
1.8
2.0
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 199 of 332
Individual Detail
5.19.14.
Chapter 5
Management Compensation Summary {FPRIR2-3} Ä
This report provides the same information as the appointment type option of {FPRIR2-4}
in schedule format.
Upon entering this option, the user will be prompted for:
Previous Request:
A <LIST OF VALUES> is available and will list all previous report requests. Should the
user select one from the list, the answers supplied will default.
The user is then prompted for the following:
Sort appointment types alpha or numeric ?
Up to 10 Appointment Types to include or “ALL”
If “ALL”, up to 10 Appointment Types to exclude
Include (1 ) Net Earnings (i.e. all transactions)
(2 ) STATS Gross Only (i.e. those transactions for which the “Include
in STATS Gross” indicator of option {FPRG-6} is set to “Y”es)
(3 ) Earnings Only
(4 ) Deductions Only
If (3 ): Start and End Earning Codes
If (4): Start and End Deduction Codes
Start and End Cycles
Calculation Number or “ALL”
PRINT SEQUENCE: 5 pay cycles across a page; by appointment type within pay cycle
SYSTEM SELECT:
As per above. The appointment type for an employee is
selected from the service records as the latest value which
applied during a given cycle.
For each appointment type/cycle entry, the number of employees is indicated. Subtotals
per cycle, line totals and a report total are provided.
Management Compensation Summary
04-AUG-2002 17:23:40
f89ccc.pc
INTEGRATED TERTIARY SOFTWARE
MANAGEMENT COMPENSATION SUMMARY REPORT BETWEEN CYCLES
PAGE:
200201 AND 200209
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 200 of 332
1
Individual Detail
Chapter 5
V12.0.0.0
OF NET EARNINGS INCLUDE APPOINTMENT TYPES : ALL
EXCLUDE APPOINTMENT TYPES : 77 88 89 34 66
SORT SEQ : n & CALC NUMBER : all
APPOINTMENT
TYPE AND DESCRIPTION
TOTAL
70
99
----- 9301 ------ ----- 9302 ------ ----- 9303 ------ ----- 9304 ------ ----- 9305 -----NO.
AMOUNT
NO.
AMOUNT
NO.
AMOUNT
NO.
AMOUNT
NO.
AMOUNT
01 FULL-TIME PERM:ACAD
285987.56
18
62244.47
0
0.00
18
67304.27
19
85618.48
19
70820.34
02 PART TIME PERM:ACAD
36178.30
5
10020.77
0
0.00
4
7417.10
5
9824.08
5
8916.35
11
39252.87
0
0.00
11
41202.69
12
51276.53
12
63898.58
1
4223.67
1
4223.67
1
4223.66
21 FULL-TIME PERM ADMIN
195630.67
92 SPECIAL
16894.67
1
4223.67
0
0.00
----------------------------------------------------------------------------------------------------------TOTALS
35
115741.78
0
0.00
34
120147.73
37
150942.76
37
147858.93
534691.20
04-AUG-2002 17:23:40
f89ccc.pc
V12.0.0.0
INTEGRATED TERTIARY SOFTWARE
MANAGEMENT COMPENSATION SUMMARY REPORT BETWEEN CYCLES 9301 AND 9309
OF NET EARNINGS INCLUDE APPOINTMENT TYPES : ALL
EXCLUDE APPOINTMENT TYPES : 77 88 89 34 66 70 99
SORT SEQ : n & CALC NUMBER : all
APPOINTMENT
TYPE AND DESCRIPTION
TOTAL
PAGE:
----- 9306 ------ ----- 9307 ------ ----- 9308 ------ ----- 9309 -----NO.
AMOUNT
NO.
AMOUNT
NO.
AMOUNT
01 FULL-TIME PERM:ACAD
88491.30
21
02 PART TIME PERM:ACAD
8659.14
5
21 FULL-TIME PERM ADMIN
83334.83
14
88491.30
0
8659.14
0.00
0
0
0.00
64740.61
0
92 SPECIAL
4223.67
1
4223.67
0
98 SPECIAL2
100.00
1
100.00
0
0
0.00
0.00
0.00
1
0
AMOUNT
0.00
0
0.00
0.00
0
0.00
9297.11
0.00
0
NO.
1
0
0.00
2
9297.11
0.00
0
0.00
----------------------------------------------------------------------------------------------------------TOTALS
42
166214.72
0
0.00
1
9297.11
1
9297.11
184808.94
REPORT
719500.14
**** END OF REPORT ****
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 201 of 332
TOTAL
Individual Detail
Chapter 5
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 202 of 332
Individual Detail
Chapter 5
Employees to be Paid {FPRIR1-26} Ä
5.19.15.
This report lists those salaried employees who will be paid during a given payrun. Periods
of Stop Pay are indicated
Upon entering this option, the user will be prompted for:
Previous Request:
A <LIST OF VALUES> is available and will list all previous report requests. Should the
user select one from the list, the answers supplied will default.
The user is then prompted for the following:
Pay cycle
Calc number or ALL
Department Code or ALL
Sort by Department ( Y/N)
(A)lpha or (N)umeric sort on personnel
PRINT SEQUENCE: Per pay cycle, calc number, department and personnel
sort order as above
SYSTEM SELECT:
31-MAY-2002 20:04
PROGRAM : f9Eccc.pc
V12.0.0.0
In-service personnel as per above, with notch bigger
than zero and not null. In-service decision is based on
service records
INTEGRATED TERTIARY SOFTWARE
EMPLOYEES TO BE PAID
Cycle : 9506 Calc Number or All : all Department Code or All : all
Sort by Department Y/N : n Sort Personnel (A)lphabetic or (N)umeric : N
PERSONNEL PERSONNEL
NUMBER
NAME
--------- ---------
DEPT DEPT
CODE NAME
---- ----
APPOINT. RESIGN
DATE
DATE
-------- ------
34
50
56
76
180
195
666
671
155555
1003
1003
1004
1003
1001
1002
1003
2
1003
01-JAN-85 31-OCT-95 Y
01-JAN-93
N
01-JAN-95
N
01-APR-85
N
01-JUN-92 31-AUG-95 N
01-JUL-85
Y
03-AUG-87
N
02-MAR-91
N
01-FEB-92
Y
LAVOUSEUR, PROF B K
SMIT, MISS W
FARRADAY, PROF R
MILLIKAN, MR RA
SMITH, MRS V
LAPLACE, PROF C
NAPIER, MS G
CRAWFORD, MR S
KENNEDY, MS Y
CHEMISTRY
CHEMISTRY
PHYSICS
CHEMISTRY
ZOOLOGY
MATHEMATICS
CHEMISTRY
ACCOUNTANCY
CHEMISTRY
PAY START END
STOP CYCLE CYCLE
---- ----- ----9105
9105
8905
8905
8905
8906
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 203 of 332
PAGE :
1
Individual Detail
Chapter 5
...........................................................................................................
...........................................................................................................
950001
2000019
3103857
6000000
7930444
FOURIE, MRS E
MOTHOAGAE, MRS PZ
FOSTER, MR J
VAN STADEN, MRS Y.X.Z
DU RANDT, MISS U
1004
1004
1004
5016
1003
PHYSICS
PHYSICS
PHYSICS
PUBLIC RELATIONS
CHEMISTRY
***
END OF REPORT
01-JAN-94
N
01-JAN-95
N
01-JAN-90
N
13-NOV-72 31-DEC-99 N
01-DEC-93 01-JUN-95 N
Total of Personnel to be Paid
: 130
Total of Personnel with Stop Pay : 4
Total In-service Personnel
: 134
***
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 204 of 332
Individual Detail
Chapter 5
Service Record Changes {FPRIR2-2} Ä
5.19.16.
This report lists changes to service records for a range of personnel, in a selected period,
with the option to list deletions, inserts or both.
Upon entering this option, the user will be prompted for:
Previous Request:
A <LIST OF VALUES> is available and will list all previous report requests. Should the
user select one from the list, the answers supplied will default.
The user is then prompted for the following:
Start - End Personnel Number
Start - End Date
(D)eletions, (I)nserts or (B)oth
PRINT SEQUENCE: Per personnel number, date and time of service record
change.
SYSTEM SELECT:
22-JUL-2002 10:26:23
f9Jccc.pc
V12.0.0.0
Personnel
Number
--------5
Personnel
Name
--------MRS G MANSON
Personnel as per above , with service record
changes between selected dates.
INTEGRATED TERTIARY SOFTWARE
Service Record Changes From
Start Personnel : 5
End Personnel Number : 13
Start Date
: 01-MAR-2002 End Date
: 31-JUL-2002
(D)eletions, (I)nserts Or (B)oth : B
PAGE:
1
<------ CURRENT ------> <---------- CHANGES TO SERVICE RECORDS -------->
Appointment Resignation Date & Time Of
Appointment Resignation
Date
Date
Record Change
Action Date
Date
----------- ----------- ------------------ ------ ----------- ----------01-MAY-1995 31-JAN-1997 06-JUN-1996 12:37 Insert 01-JAN-96
17-JUL-1996 10:03 Insert 01-JUL-96
15-JUL-1997 11:24 Insert 01-AUG-96
15-JUL-1997 11:26 Insert 01-OCT-96
15-JUL-1997 11:42 Insert 15-OCT-96
18-JUL-1997 13:54 Delete 15-OCT-96
18-JUL-1997 13:54 Delete 01-OCT-96
03-OCT-96
18-JUL-1997 13:54 Delete 01-AUG-96
31-AUG-96
18-JUL-1997 13:54 Delete 01-JAN-96
30-JUN-96
18-JUL-1997 13:54 Delete 01-JUL-96
31-JUL-96
18-JUL-1997 14:20 Delete 01-MAY-95
31-DEC-95
18-JUL-1997 14:20 Insert 01-MAY-95
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 205 of 332
Individual Detail
Chapter 5
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
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Individual Detail
Chapter 5
Actual Annual Salary per Employee {FPRIR2-5} Ä
5.19.17.
Upon entering this option, the user will be prompted for:
Previous Request:
A <LIST OF VALUES> is available and will list all previous report requests. Should the
user select one from the list, the answers supplied will default.
The user is then prompted for the following:
Supply First Appointment Type or ALL (A4) :
Supply First Rank to include or ALL (A5) :
Supply First Rank to Exclude or Return if none (N5) :
In-service/Resigned/All Personnel (I/R/ALL) :
Basic Salary Earnings Code (A4) :
Payroll Cycle (YYYYMM) :
Sort Order (A/N) :
02-JUL-2002 12:07
Program : p05rp1.rdf
V12.0.0.0
INTEGRATED TERTIARY SOFTWARE
Actual Annual Salary per Employee as at 199901
From Appointment type : all
Including Ranks : all
In-Service/Resigned/All (I/R/ALL) : all
Basic Pay Earnings Code 0001
Payroll Cycle : 200201
Sort Order : n
Staff No Name
-------- ---1
4
4
403
5901
5901
9000000
Age Gender Status
--- ------ ------
MAFUMA T.H.O
BOTHA B
BOTHA B
TEST MONTHLY FOR ENGLAN MR
Watson M
Watson M
LEKWALE S
10
34
34
39
46
46
54
Female
Male
Male
Male
Male
Male
Female
Married
Married
Married
Single
Married
Married
Single
Appointed
--------01-FEB-2001
01-JUL-1997
01-JUL-1997
01-JAN-1997
01-JAN-1997
01-JAN-1997
01-SEP-1994
Page:
Notch Salev
----- ----129000.00
120000.00
20640.00
4245.00
4000.00
400.00
26832.00
0
0
10
0
0
10
0
***** End Of Report *****
Å
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 207 of 332
1
Monthly Run
6.
Chapter 6
MONTHLY RUN {FPRO-3}
Ä
GENERAL
This option comprises the functions required for the normal monthly pay run, i.e.
−
−
−
−
−
−
−
−
−
−
−
the generation of automatic monthly increases
the execution of pay calculations and rollbacks
the printing of reconciliation reports
the printing of summaries and detailed reports
the printing of payslips
the generation and printing of cheques
the creation of ACB transfer tapes and lists
the printing of coinage analysis reports
the printing of pay distribution lists
the printing of tax remittance information
the printing of audit trails.
Wherever relevant, reports will provide detailed comparisons between the two most recent
pay runs, thereby simplifying the process of reconciling between pay runs.
Assuming that all maintenance of the salary-related detail for personnel has been completed
for the current month, there is a fixed sequence in which the pay run must be
executed.
The first step in this sequence is the setting of menu option {FPRM-2}. The start/end dates
for the Global and Individual events to preclude the possibility of manual changes during
the pay run. The setting of the correct pay cycle and calculation number for automatic
increases, salary and SITE calculations, printing of payslips, generation of cheques and
production of ACB Tapes then follow this.
Å
6.1.
AUTOMATIC INCREASES {FPRN-1} Ä
This is the second step in the pay run. The system does the calculation for in-service
employees based on the pay cycle, salary scales, current and barrier notches, and increase
months. An automatic increase will not be given in an employee's first month of
service, nor will it be given until the first increase cycle has been reached or
passed.
A report is produced which lists those employees who received automatic increases as
well as their new and old notches, and also people who did not receive increases because
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
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Monthly Run
Chapter 6
they were on barrier notches, at the top of their scales, or in their first month of service.
This report should be filed for auditing purposes, since automatic increases are not
reflected on the audit trail {FPRNR1-27}.
Verifying the automatic increases is simplified if the “Increase Month Report” (option
{FPRIR1 -7}) is drawn prior to this run.
After automatic increases have been given, and before the salary calculation is done, any
special increases must be advised via option {FPRI-1}.
No salary calculation will be permitted in any pay cycle unless this option has first been
executed. The calculation will insert the “A” record into the Event Log File, which means
that this option may be run once only per pay cycle.
If the “A” record in {FPRM-8} is set to (N)o, automatic increases will not be given and no
report will be produced.
Please note that the program, which does automatic increases, can only handle
combinations of sub-scales correctly if all notches are unique. The program will have the
same trouble as a human being if it is instructed to grant an increase to a person on the
basis of an ambiguous sub-scale combination.
The golden rule is that a sub-scale combination will work if one is always able to grant the
correct increase with no other knowledge other than the person's sub-scales, increase
month, present notch and barrier notch, and appointment month (since no increases are
given in a person's appointment month).
This can best be explained by means of the following examples:
Combinations such as 1000 x 500 = 4000
4000 x 750 = 7000
7000 x 1000 = 10000
and
1000 x 500 = 4000
4750 x 750 = 7000
8000 x 1000 = 10000
and
1000 x 500 = 4000
2900 x 700 = 7800
7000 x 1000 = 10000
12000 x 0 = 12000
and
12000 x 0 = 12000
13500 x 0 = 13500
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 209 of 332
Monthly Run
Chapter 6
16000 x
0 = 16000
and
1000 x 250 = 3000
1000 x 400 = 3000
and
1000 x 500 = 3000
1000 x 500 = 4000
and
1000 x 500 = 2000
1100 x 500 = 2100
present no problems, since any given notch is either unique and appears on only one of the
sub-scales, or it appears as the top of one sub-scale and the bottom of the next, or in the
case of the last example, the first sub-scale is completely contained in the second. Unless
barrier notches are specified, an individual can progress from the bottom of the lowest subscale to the top of the highest. All the above examples are perhaps not very logical, but all
are legal.
If the program has to make a choice between two sub-scales, it will always select the
lowest sub-scale on which the person's notch will fit , e.g. people who must receive an
increase from the notch 4000 in the combination
1000 x 500 = 4000
4000 x 750 = 7000
4000 x 1000 = 7000
will progress to notch 4750 on the second sub -scale.
Similarly, people who must receive an increase from the notch 2500 in the combination
1000 x 250 = 4000
1000 x 300 = 4000
will be placed on the lowest sub-scale since the notch 2500 occurs on both sub-scales.
These last two examples are illogical and should not occur in practice. It is obvious that in
the latter case, a person should be linked to only one of the two sub-scales, and in the
former case, to the first sub-scale and either the second or the third.
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Copyright ITS
Version 12 - 2002
Page 210 of 332
Monthly Run
Chapter 6
Automatic Increases Report {FPRN-1}
Upon entering this option, the user will be prompted for:
Previous Request:
A <LIST OF VALUES> is available and will list all previous report requests. Should the
user select one from the list, the answers supplied will default.
The user is then prompted for the following:
Order by ( D)epartment, (A)ppointment Type or (P)ersonnel ?
Order personnel (A)lpha or (N)umeric ?
PRINT SEQUENCE: As per above
SYSTEM SELECT:
Personnel in-service during pay cycle of “A” record in Run Cycle
Control File {FPRM-2}, based on service records, whose increase month = month
of pay cycle. Rejections are listed on report.
Exclude: Personnel with a null salary notch or a notch = zero
The sample report shows a selection by appointment type, sorted alphabetically on
personnel.
03-JUL-2002 102806
f81ccc.pc
V12.0.0.0
INTEGRATED TERTIARY SOFTWARE
Automatic Increases Given for Monthly Cycle: 200007
===========================================
Page: 1
Personnel
First <----------------------- Notches ---------------------------------->
Number
Employee Name
Incr
Old
New
Barrier
Increase Problem
--------- ----------------------------------------- ---------------- ---------------- ---------------- ------190 DARWIN C
198607
79200
OFF SCALE
Scale Code : 6001
Scale :
90000 X 0 X 90000
195 LAPLACE C
Scale Code : 6001
198607
Scale :
66000
90000 X 0 X 90000
OFF SCALE
992 THERON P A
Scale Code :
199607
Scale :
86000
3850 X 1 X 5550
86400 X 0 X 86400
100800 X 0 X 100800
OFF SCALE
199607
Scale :
120000
100000 X 12000 X 160000
OFF SCALE
199607
85000
OFF SCALE
987
6501
7001
2727 REDFORD RA
Scale Code : 7501
5678 TAU ML
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 211 of 332
Monthly Run
Chapter 6
FULL SALARY CALCULATION {FPRN-2} Ä
6.2.
Since a salary calculation could last for several hours, the program is executed in
“background”, which means that the user's terminal is released for further work (not
connected with the Payroll System). The user may also logoff if he wishes.
The following questions must be answered when the option is executed:
− “Must a full calc report be printed? [Y]”: (default answer is (Y)es). This report
lists, per employee, every calculation in the sequence in which it was performed.
4. “Must a referring report be printed? [N]”: (default answer is (N)o). This report
does not contain fatal errors, but is informative in nature and lists referred
transactions, which were not found for specific employees. (An example would be a
person who does not receive a bonus this month, in which case the two global
transactions for the employer's contribution to the Stabilisation Fund would be
listed). The report is not normally drawn after successful take-on of the Payroll
System.
5. “Must a cumulative tax calculation be done? [Y]” : (default answer is (Y)es). If
the answer is (Y)es, a cumulative tax calculation will be done.
6. “Supply minimum net pay to be flagged on Payment Analysis [0]”: (default
answer is zero). If you take the default, only negative payslips will be flagged. If you
choose e.g. “10 ”, all employees receiving net pay less than 10 currency units will be
flagged.
•
Before the calculation starts, an automatic validation of personnel data will be done
for everybody employed during the current tax year. Validation is done on
salary-related biographical information, service records, and fund membership
records.
•
If any “Fatal Errors” are found in this validation, the salary calculation is aborted.
These fatal errors must be corrected before the full calculation is attempted again.
• Please note that “Warnings ” will not cause the calculation to abort, and are, in fact,
not printed on the above error reports. A count is given of any warnings, however, and
they should be attended to immediately after the calculation since they indicate cases where
the calculation program will assume certain default values and where information for tax
certificates is suspect. The warnings can be fully displayed by executing option {FPRIV1}.
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 212 of 332
Monthly Run
Chapter 6
• It is strongly suggested that option {FPRIV-1} be executed well before a full
calculation is attempted!
• If no fatal errors are detected, the system gets the pay cycle and calculation number
from the “C” record in {FPRM-2}. Combines (“merges”) the individual and global
earnings/deductions for all employees who must be calculated in this calc number and who
are in service during this pay run, as long as their salaries have not already been calculated
for this cycle/calc. number and their notches are not null. Those individual transactions,
which override global transactions, are selected at this stage. The system then calculates
salaries, taking account of appointment, resignation and bonus dates, stop payment
instructions, and all start and end dates and other special conditions specified at E/D level.
Should a ‘C’ record already exist for this cycle and calc number, the program will give a
message indicating the number of persons who have already been calculated for and the
sequence they are link ed to and indicate the sequence number to be used for the persons
now being calculated.
• In addition, a “C” record will be inserted into the Event Log File, indicating that a
salary run for this pay cycle, calc number and sequence number has been done.
• During the calculation phase, a “Validation Report” is always produced which lists
those employees with taxable income below their tax thresholds. The report also identifies
inconsistencies and errors in the definitions of tables and earnings/deductions which
would result in incorrect salary calculations , e.g. pre-tax transactions which were
coded to IRP5 Box 9999. Such transactions are rejected, and are not included in the
calculation. These “fatal” errors must then be corrected and the pay run repeated. Once
the definitions of tables and E/D's are “clean”, these error messages will disappear.
• The calculation program checks that every GLA is active for the financial year of the
Payroll in option {FCSO-6}. Transactions with inactive GLA's are listed on a special
“Inactive GLA Report”. If no suspense GLA has been defined in option {FPRM-7},
such transactions are rejected and will NOT be posted to the General Ledger. On
the other hand, if the suspense GLA does exist, it will be substituted for an inactive GLA
and the transaction will be posted to the suspense GLA. In the latter case, the Financial
Section will have to pass correcting journals after posting to GL has occurred.
• Note that if the GLA for an employee's post is inactive, and no suspense GLA has
been specified in {FPRM-7}, none of his/her transactions will be processed, although the
program will continue to check all his/her transactions for other inactive GLA's.
• Control totals are given at the end of the Validation and Full Calc Reports. It
indicates how many transactions were processed, their net value, how many active and
non-active personnel were found, how many invalid GLA's were encountered and how
many pre-tax transactions were rejected because they were coded to IRP5 Box 9999.
(By “non-active” is meant that there were global transactions for this person, but none of
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 213 of 332
Monthly Run
Chapter 6
them applied during this calculation. A non-active person will be identified on the report,
without any transactions).
• After the calculation, the validation for “Non-balancing Non-printable Salary
Transactions” of option {FPRNR1-7} is automatically executed.
PLEASE NOTE that even if this automatic validation is clean, subsequent single rollbacks
and calcs may still introduce non-balancing transactions. This means that option
{FPRNR1-7} should always be executed again before payslips are actually produced.
• The “Payment Analysis” of option {FPRNR2-3} is also executed automatically at
this stage, to draw immediate attention to negative payslips and personnel with invalid
payment methods.
•
In summary, the following reports result from a full calculation:
−
−
−
−
−
−
−
Validation of Personnel Data (up to 5 reports)
Validation of Salary Transactions
Inactive GLA Report (if any are found)
Validation of Non-balancing Non-printable Transactions
Payment Analysis
Referring Report
(if requested)
Full Calculation Report (if requested)
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 214 of 332
Monthly Run
Chapter 6
6.2.1.
Full Calculation Output {FPRN-2}
f8Uccc.pc
V12.0.0.0
Pay Cycle 200207: Validation of PERSONNEL SERVICE RECORDS for THIS TAX YEAR ONLY
================= ======================================= ----------------------
0 FATAL ERRORS detected;
The WARNINGS will affect
74 WARNINGS detected
Service Record Reports, and should be attended to
Please execute Menu Option {FPRID-7} to see detail of the warnings
==================================================================
03-JUL-2002 10:29:38
f8Uccc.pc
INTEGRATED TERTIARY SOFTWARE
Pay Cycle 200207: Validation of PERSONNEL DATA (Control Report) for THIS TAX YEAR ONLY
================= ============================================= ----------------------
Validation of FIXED SALARY INFORMATION:
0 FATAL ERRORS detected;
0 WARNINGS detected
Validation of FUND MEMBERSHIP INFORMATION:
0 FATAL ERRORS detected;
0 WARNINGS detected
Validation of SERVICE RECORDS:
0 FATAL ERRORS detected;
74 WARNINGS detected
Validation of FEMALE MARITAL HISTORY RECORDS:
0 FATAL ERRORS detected;
0 WARNINGS detected
TOTAL VALIDATION:
0 FATAL ERRORS detected;
74 WARNINGS detected
Validation took
03-JUL-2002 102941
Program : f82ccc.pc
0.05 min. for 441 people
INTEGRATED TERTIARY SOFTWARE
Page: 1
Salary Transaction Validation For Monthly Payroll Cycle : 200207 And Calc Number : 8
============================================================================
Merge took
0.07 min.
300 records written to merge file
Message
Message
Message
Message
Message
Message
Message
Message
=
=
=
=
=
=
=
=
42
42
42
42
42
42
42
42
Calc took
**
**
**
**
**
**
**
**
Invalid
Invalid
Invalid
Invalid
Invalid
Invalid
Invalid
Invalid
TRANSITION
TRANSITION
TRANSITION
TRANSITION
TRANSITION
TRANSITION
TRANSITION
TRANSITION
LEVY
LEVY
LEVY
LEVY
LEVY
LEVY
LEVY
LEVY
TRANSACTION
TRANSACTION
TRANSACTION
TRANSACTION
TRANSACTION
TRANSACTION
TRANSACTION
TRANSACTION
-
NO
NO
NO
NO
NO
NO
NO
NO
CALC
CALC
CALC
CALC
CALC
CALC
CALC
CALC
**
**
**
**
**
**
**
**
Person
Person
Person
Person
Person
Person
Person
Person
=
=
=
=
=
=
=
=
2;
5656;
5659;
11101;
11997;
15609;
15610;
20000601;
E/D
E/D
E/D
E/D
E/D
E/D
E/D
E/D
Code
Code
Code
Code
Code
Code
Code
Code
=
=
=
=
=
=
=
=
0005;
0005;
0005;
0005;
0005;
0005;
0005;
0005;
Calc
Calc
Calc
Calc
Calc
Calc
Calc
Calc
0.08 min.
NO. OF TRANSACTIONS = 178;
NET SALARY =
216333.52
ACTIVE PERSONNEL = 12;
NON-ACTIVE PERSONNEL = 0;
PERSONNEL WITH BREAK IN SERVICE = 0
NO. OF REJECTED GLA's = 0;
NO. OF INACTIVE GLA's = 237;
NO. OF PRE-TAX BOX 99 TRANSACTIONS = 0
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 215 of 332
Method
Method
Method
Method
Method
Method
Method
Method
=
=
=
=
=
=
=
=
T
T
T
T
T
T
T
T
Monthly Run
Chapter 6
END OF CALCULATION
INTEGRATED TERTIARY SOFTWARE
Date : 03-JUL-2002
Time : 10:29:46
Inactive GLA Report for Monthly Cycle : 200207, Calc Number : 8
=============================================================
(Transactions WILL BE POSTED to SUSPENSE GLA MAC1 2012
Page :
1
)
Person
Earning/Deduction
Cost Centre
Account
--------- ------------------------- ------------------------------------- --------------------------- ----------------------------1 Mafuma, Dr. T.H.O
INACTIVE GLA FOR POST 96
1058 ACCOUNTING-PMB
0103
SalariesOther (PC1)
0001 E BASIC SALARY
1058 ACCOUNTING-PMB
0103
Salaries-
6251 D ENTERTAINMENT ALL
6000 FINANCIAL ADMINISTRA
9312
Pensions
Other (PC1)
Control...*
0100 E PENSIONABLE ALLOWANCE - PERM
Other (PC1)
INTEGRATED TERTIARY SO
Page 1
Program : f8Trpt.rpt
Person
Number
Month
Year
1058 ACCOUNTING-PMB
0103
Salaries-
03-JUL-2000 10:29
Non-Balancing Non-Printable Salary Transactions
For Monthly Cycle 200007 ( 01-JUL-2000 / 31-JUL-2000 ) Calculation Number : 8
E/D
Code
Date
Print Type
Total Earnings
:
Total Deductions :
Net Difference
:
Amount
.00
.00
.00
Payslips Are In Balance - End Of Report
INTEGRATED TERTIARY SOFTWARE
Payment Analysis
for Monthly Cycle : 200207 (01-JUL-2000 / 31-JUL-2000), Calc Number : 8
03-JUL-2002 10:29:53
f8Cccc.pc
By ACB Tape Transfer
By Bank Transfer
By Cheque
By Cash
Unallocated
TOTAL PAYMENT
15050.87
0.00
201282.65
0.00
0.00
-----------216333.52
============
1
0
11
0
0
----12
=====
Employees with zero payslips
=
0
Active employees
=
12
Total of Negative Payslips
---------0.00
payees
payees
payees
payees
payees
payees
No. of Negative Payslips = 0
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 216 of 332
Monthly Run
Chapter 6
Date : 03-JUL-2002
Full Calc. Report for Monthly Cycle : 200007, Calc Number : 8
Page :
1
Time : 10:29:46
===========================================================
E/D
Tax
C Sa S
Code Earning/Deduction
Box R M L L
Amount
Level Total
UIF Tot
WCA Tot GLA
---- ------------------------- ---- - - -- ---------------------------------------1
Mafuma, Dr. T.H.O
TAX A5
MED 4
VICE PRINCIPAL NON-ACADEMIC
CHEQUE
0001E BASIC SALARY
3601 Y 7 0 Y
4166.67
4166.67
50000.04
50000.04 MAC1 2012
SUSP GLA
6251D ENTERTAINMENT ALL
3713 Y 6 1 N
1500.002666.67
MAC1 2012
SUSP GLA
0100E PENSIONABLE ALLOWANCE - 3601 Y 1 8 Y
416.67
3083.34
55000.08
55000.08 MAC1 2012
SUSP GLA
3488E ENTERTAINMENT ALL CONTRA 3713 Y 6 10 N
1500.00
4583.34
MAC1 2012
SUSP GLA
1113E ENTERTAINMENT ALL
3713 Y 3 16 N
1500.00
6083.34
MAC1 2012
SUSP GLA
6000D P A Y E
4103
4 50 N
606.675476.67
MAC1 2012
SUSP GLA
3516D MEDICAL: EMPL CONTR ACCE
3 61 N
20.005456.67
MAC1 00021
4050E DISABILITY INSURANCE
1 76 N
41.67
5498.34
MAC1 2012
SUSP GLA
6400D DISABILITY INSURANCE
1 76 N
41.675456.67
MAC1 2012
SUSP GLA
9901D SUNDRY DONATION
3 78 N
400.005056.67
E010 9479
SKILD SKILLS LEVY TEST
V 98 N
22.925033.75
F001 0677
TESTE TEST SKILLS LEVY
6 99 N
22.92
5056.67
MAC1 2012
SUSP GLA
----------------------------------------------------------------------------------------------------------------------------------
Å
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 217 of 332
Monthly Run
6.3.
Chapter 6
ROLLBACK FULL CALCULATION {FPRN-22} Ä
This option is used to delete the results of a previous calculation if the salary calculation for
all employees must be repeated. It also automatically deletes the “C” record created by
the previous calculation from the Event Log File.
Before the rollback starts, the user is given the option to abort the run. The user must then
supply the pay cycle, calc number and sequence number to be rolled back. When the
rollback is complete, a message to this effect is given, which must be acknowledged by the
user.
Full rollbacks may be performed only until such time as cheques have been
generated for a pay cycle/calcnum, thus protecting the salary file for previous months
against (accidental) deletion.
Å
6.4.
6.4.1.
ROLLBACK SINGLE CALCULATION {FPRN-23} Ä
“NORMAL” ROLLBACK
This option deletes the salary calculation for one or more given employees, so that the
calculation(s) may be repeated. A single rollback must be followed by the deletion of
the “C” control record in the Event Log File.
The program requests the pay cycle and calc number for which the rollback is to be
performed, and then the personnel number(s) involved. When the last personnel number
has been supplied, a <RETURN> will end the process.
If a personnel number is supplied whose calc number does not match with the supplied
value, a rollback will not be done.
Normal rollbacks cannot be performed after cheques have been generated, i.e. after the
“Q” record for this pay cycle/calcnum exists in the Event Log File - in such a case, Late
Rollbacks must be performed (see next Section).
6.4.2.
“LATE” ROLLBACK
A perennial problem exists when late tax or other advices are received in respect of people
who have resigned, but only after the pay run has been closed off by generating cheques,
i.e. the “Q” record for this pay cycle already exists in the Event Log File.
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 218 of 332
Monthly Run
Chapter 6
In order to force late advices to appear into the correct pay cycle, thus ensuring that tax
certificates and STATS 4.07 Reporting are correct, single “late” rollbacks must be
performed in such cases.
Under no circumstances should resignation dates be artificially advanced in order
to process such transactions in a later pay cycle.
When the option is executed, the system requests the pay cycle and calc number for which
the rollback is to be performed, and then the first personnel number. The user is warned
that cheques have already been generated, and must reply to the question:
DO YOU WANT TO CONTINUE WITH THE LATE ROLLBACK ? (Y/N)
If the response is (Y)es, the rollback is done, and the user can then enter successive
personnel numbers for further rollbacks. A <RETURN> will end the process.
An “X” record with description “LATE ROLLBACK” is inserted into the Event Log File
for every late rollback. This record also identifies the person for whom the rollback was
done, the system date and time, and the User-ID of the person who performed the
rollback. These records cannot be deleted by the user, and will remain as a permanent
audit trail of such events (which may be listed via option {FPRMR1-2}).
Note that the system will save the old transactions in a special file for later access by the
program that Posts to GL, as well as reports {FPRNR2 -21} “Late Rollback
Reconciliation” and {FPRN-24} “Adjustment Payslip”.
Å
6.5.
6.5.1.
SINGLE SALARY CALCULATION {FPRN-3} Ä
“NORMAL” CALCULATION
Execution of this option must be preceded by a Single Rollback and deletion of the “C”
(Salary Calculation) record from the Event Log File.
This option enables the salary calculation to be repeated for one or a few persons, after the
normal pay run has been done. It allows the correction of erroneous input for an individual
without repeating the entire pay run, resulting in significant savings in computing resources.
The system asks whether a cumulative tax calculation must be done and asks for the
employee number(s) and does the salary calculation for the person(s), including the
creation of an entry in the Event Log File. The “Full Calculation Report” is produced
automatically, and can be sent to a printer of the user's choice.
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 219 of 332
Monthly Run
Chapter 6
New payslips for the individuals can be printed via option {FPRN-4}
This option should not be used for answering salary queries, the Pro-Forma Payslip
option {FPRI-25} being provided for that purpose.
6.5.2.
“LATE” CALCULATION
If a “Late Rollback” has been performed, it will usually be followed by a “Late
Calculation”, in which case the system will insert a “Z” record into the Event Log File with
description “LATE CALCULATION ”. The personnel number of the person for whom
the action was done, the date-time and User-ID will also be logged.
“Z” records cannot be deleted by the user, and will remain as a permanent audit trail of
such events, which may be listed via option {FPRMR1-2}.
It is not necessary (in fact it is impossible!) to delete the “C” record in the Event Log File
before a late calculation is done. All that is required is to set the “C” record in the Run
Cycle Control File to the correct cycle and calc number for the late calculation.
When the option is executed, the system asks whether a cumulative tax calculation must be
done, followed by a request for the first personnel number to be calculated. The user is
warned that cheques have already been generated, and must reply to the question:
DO YOU WANT TO CONTINUE WITH LATE CALCULATIONS ? (Y/N)
If the response is (Y)es, the user can enter successive personnel numbers for calculation.
A <RETURN> will start the calculation phase.
The “Full Calculation Report” is produced automatically, and can be sent to a printer of
the user's choice. New payslips for the individuals can be printed via option {FPRN -4}.
Å
6.6.
Adjustment Payslip {FPRN-24} Ä
This report is similar to a pro forma payslip, and gives the “Before” and “After” pictures in
respect of. late rollbacks and calculations.
The first half of the two-section report represents the new payslip, and the second half the
previous payslip. The time of the rollback is also indicated, which can be correlated with
the “X” record.
In the event that several late rollbacks and calcs were done for one person for a particular
pay cycle, the report will contain a section for each of these events.
Upon entering this option, the user will be prompted for:
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 220 of 332
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Chapter 6
Previous Request:
A <LIST OF VALUES> is available and will list all previous report requests. Should the
user select one from the list, the answers supplied will default.
The user is then prompted for the following:
Supply Payroll Cycle (YYYYMM) :
Was this a (M)onthly or (W)eekly Run? (A1) : [M]
Supply 1st of 10 Personnel Numbers (N9) Or ALL :
Program : f8Urpt.rdf
V12.0.0.0
Level
Amount
00
4166.67
01
1500.00
08
416.67
10
1500.00
16
1500.00
50
606.67
61
20.00
76
41.67
76
41.67
78
400.00
98
22.92
99
22.92
Adjustment Payslip For : 1 DR. T.H.O MAFUMA
For Monthly Payroll Cycle : 200207 Adjusted Payslip As Calculated On 03-JUL-2002
Calculation Method
Earning/Deduction
7 SALARY NOTCH
6 PCT.
0001 BASIC SALARY
OF TRANSACTION
1
6
PCT.
PCT.
OF
OF
6251 ENTERTAINMENT ALL
SALARY
LEVEL
0100
TRANSACTION
3488
ENTERTAINMENT
ALLOWANCE
ALL
-
PERM
CONTRA
OF
SALARY
LEVEL
E
D
3 ADVISED AMOUNT
TOTAL
4050
6400 DISABILITY INSURANCE
-
V SKILLS LEVY
SKIL SKILLS LEVY TEST
OF TRANSACTION
-
DISABILITY
INSURANCE
E
D
9901 SUNDRY DONATION
E
E
3516 MEDICAL: EMPL CONTR ACCELERATE D
OF SALARY LEVEL TOTAL
6 PCT.
PENSIONABLE
6000 P A Y E
3 ADVISED AMOUNT
1 PCT.
-
1113 ENTERTAINMENT ALL
4 P A Y E - RSA, NAMIBIA
PCT.
E
D
TOTAL
3 ADVISED AMOUNT
1
Reference Number
D
-
D
-
TEST TEST SKILLS LEVY
E
----------
5056.67
===========
Date : 03-JUL-2002 11:09
Program : f8Urpt.rdf
INTEGRATED TERTIARY SOFTWARE
Page : 2
Adjustment Payslip For : 1 DR. T.H.O MAFUMA
For Monthly Payroll Cycle : 200207 Previous Payslip As Saved On 03-JUL-2002 11:08:39
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 221 of 332
Monthly Run
Level
Amount
00
4166.67
01
1500.00
08
416.67
10
1500.00
16
1500.00
50
606.67
61
20.00
76
41.67
76
41.67
78
400.00
98
22.92
99
22.92
Chapter 6
Calculation Method
Earning/Deduction
7 SALARY NOTCH
6 PCT.
0001 BASIC SALARY
OF TRANSACTION
1
6
PCT.
PCT.
OF
OF
Reference Number
6251 ENTERTAINMENT ALL
SALARY
LEVEL
D
TOTAL
0100
TRANSACTION
3488
3 ADVISED AMOUNT
E
-
PENSIONABLE
ENTERTAINMENT
ALLOWANCE
ALL
-
CONTRA
1113 ENTERTAINMENT ALL
PERM
E
E
E
4 P A Y E - RSA, NAMIBIA
6000 P A Y E
D
-
3 ADVISED AMOUNT
3516 MEDICAL: EMPL CONTR ACCELERATE D
-
1
1 PCT.
PCT.
OF
SALARY
LEVEL
OF SALARY LEVEL TOTAL
TOTAL
4050
DISABILITY
INSURANCE
E
6400 DISABILITY INSURANCE
D
-
3 ADVISED AMOUNT
9901 SUNDRY DONATION
D
-
V SKILLS LEVY
SKIL SKILLS LEVY TEST
6 PCT.
OF TRANSACTION
D
TEST TEST SKILLS LEVY
E
----------
5056.67
===========
6.7.
Late Rollback Reconciliation {FPRNR2-21} Ä
Late rollbacks and calculations affect not only the posting to GL, but could also affect
payments to Funds, to the Receiver of Revenue, etc.
In order to facilitate such payment adjustments, this reconciliation report is useful. It can
be drawn for a particular pay cycle, and will give the net result of the late events per
person per Earning / Deduction.
The format of the report is similar to that of the “Detail per Earning / Deduction Report”
{FPRNR1-6}.
Please note that the net totals shown on this report do not necessarily reflect the true
amounts that are involved, since the program cannot know whether any payments had
already been made at the time of the late rollback/calc.
The above statement is true even when only one late rollback/calc was done for a person
in a particular pay cycle, since if no payments had been made at that time, the net effect is
zero irrespective of the report totals.
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 222 of 332
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Chapter 6
When more than one late rollback/calc was done for a person in one pay cycle, the
program will flag the second and further rolled-back transactions for the same person for
the same E/D with the message: “*** Unable to Reconcile ***”. The total for the
E/D will be similarly flagged, as will be the report total.
In order to assist the user in interpreting this report, the date on which a transaction was
calculated is shown on the report.
Upon entering this option, the user will be prompted for:
Previous Request:
A <LIST OF VALUES> is available and will list all previous report requests. Should the
user select one from the list, the answers supplied will default.
The user is then prompted for the following:
Report on (W)eekly or (M)onthly Paid Personnel : [M]
Supply Monthly Payroll Cycle to Reconcile (YYYYMM) :
Enter 1st of Max. 10 E/D Codes to Include (A4) OR ALL :
Enter 1st of Max. 10 E/D Codes to Exclude (A4) OR <Return> :
PRINT SEQUENCE: Personnel number within E/D code
SYSTEM SELECT:
All transactions involved in late rollbacks and calcs in
selected pay cycle
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 223 of 332
Monthly Run
Chapter 6
Late Rollback Reconciliation {FPRNR2-21}
03-JUL-2002 11:14
Program : f8Vccc
V12.0.0.0
INTEGRATED TERTIARY SOFTWARE
Late Rollback Reconciliation Per Earning/Deduction
for Monthly Period 200207 (01-JUL-2002 / 31-JUL-2002)
E/D Codes Included : ALL
E/D Codes Excluded :
EARNING
Employee
EMPLOYEE(S)
03-JUL-2000
03-JUL-2000
TOTAL FOR EARNING
==>
NET EFFECT
==>
03-JUL-2002 11:14
Program : f8Vccc
Employee
4166.67
4166.67
----------4166.67
===========
----------4166.67
===========
----------0.00
: 0100
EMPLOYEE(S)
03-JUL-2000
03-JUL-2000
TOTAL FOR EARNING
==>
NET EFFECT
==>
Page :
PENSIONABLE ALLOWANCE - PERM
Calculation
Current
Date
Transactions
Name
1 DR. T.H.O MAFUMA
1
Rolled Back
Transactions
INTEGRATED TERTIARY SOFTWARE
Late Rollback Reconciliation Per Earning/Deduction
for Monthly Period 200207 (01-JUL-2002 / 31-JUL-2002)
E/D Codes Included : ALL
E/D Codes Excluded :
EARNING
Rolled Back
Transactions
416.67
----------416.67
===========
416.67
----------416.67
===========
----------0.00
Å
6.8.
1
BASIC SALARY
Calculation
Current
Date
Transactions
Name
1 DR. T.H.O MAFUMA
1
: 0001
Page :
Net Payovers Reconciliation: Late Events {FPRNR2-23} Ä
This report aids reconciliation of the net payovers account and identifies discrepancies
caused by late rollbacks and calcs
Upon entering this option, the user will be prompted for:
Previous Request:
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 224 of 332
2
Monthly Run
Chapter 6
A <LIST OF VALUES> is available and will list all previous report requests. Should the
user select one from the list, the answers supplied will default.
The user is then prompted for the following:
Supply Start Processing Date (DD-MON-YYYY) :
Supply End Processing Date (DD-MON-YYYY) :
PRINT SEQUENCE: Personnel number
SYSTEM SELECT:
“X” and “Y” events from Event Log File between the given
dates. The oldest and youngest sets of transactions are selected (e.g. if rollbacks
were done on 28/1, 29/1, 30/1 and 4/2 for the same person, the system compares the
records for 28/1 and 4/2)
03-JUL-2002 11:07:34
INTEGRATED TERTIARY SOFTWARE
Program : f9Gccc
Net Payover Reconciliation: Late Events
V12.0.0.0
Between Dates 03-jul-2002 and 03-jul-2002
Note : The last recalculation amount per person/cycle has been obtained from the latest records.
Person
Number
Name
Difference
Page: 1
Cycle <---------- Rollback ---------> <------- Recalculation ------->
/Calc
Date
Time
Amount
Date
Time
Amount
1 MAFUMA,DR. T.H.O
200007-8 03-JUL-2000 110839
5056.67
03-JUL-2000 110856
5056.67
0.00
------------
------------ ---
--------Personnel Selected :
1
5056.67
5056.67
0.00
============
============
============
*** End Of Report ***
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 225 of 332
Monthly Run
6.9.
Chapter 6
PAYE Reconciliation Exception Report {FPRN-26} Ä
It can happen that the total tax deducted for a tax year according to the “E/D Summary”
{FPRY-21} (which represents tax paid over) does not agree with the total of the SITE
Report (which shows the distribution of the paid-over tax). The reason is that the SITE
program takes account of service records when it analyses taxable E/D's, whereas the E/D
Summary looks purely at the existing salary transactions. These two totals MUST
obviously agree, and it can be very difficult to find those (few) persons who cause the
difference between the two totals.
This program will isolate most such cases. In many cases an investigation of the person's
service records will explain the difference, assisted by reports “Taxable Transactions”
{FPRIR1 -25}, “Compensation Detail” {FPRIR2-4} and the “Audit Trail” {FPRNR127}. Once the service records have been corrected and a SITE report drawn again, this
program can be run again.
The program MUST be preceded by a FULL SITE Report , since it makes use of the
SITE output file. It can be run on a monthly basis if a year-end is forced in the SITE
report.
The program gives the user some detail about the last SITE report, and then the procedure
is as follows:
Upon entering this option, the user will be prompted for:
Previous Request:
A <LIST OF VALUES> is available and will list all previous report requests. Should the
user select one from the list, the answers supplied will default.
The user is then prompted for the following:
Do you want to proceed with this run? (Y/N) [Y]
Supply up to 15 E/D codes which were used for tax transactions (<RETURN> after last
code)
PRINT SEQUENCE: Personnel number
SYSTEM SELECT:
Only those persons having a difference between IRP5 total and
E/D total. People with multiple IRP5's are flagged with ****. An in-balance report
is empty.
03-JUL-2002 11:21:48
f9Dccc.pc
INTEGRATED TERTIARY SOFTWARE
Page:
1
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 226 of 332
Monthly Run
Chapter 6
V12.0.0.0
Paye Reconciliation Exception Report for period: 200003 to 200007
========================================
For E/D CODES 6000
Empl
Name
IRP5 Tax
E/D Tax Difference
------- ---------------------------- ----------- ----------- ----------======= ============================ =========== =========== ===========
Control Totals For
12 Employees:
=======
117753.70
End Of Report
117753.70
0.00
=======
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 227 of 332
Monthly Run
6.10.
Chapter 6
Creation Of UIF File {FPRN-28}
The UIF file is created in this option, there is however a few things that must be in place for the system
to generate a UIF file.
1. The E/d Codes must be set up correctly in menu option <FPRG-6> indicating whether a specific
Earning Code forms part of the base on which UIF will be calculated. Please confirm with your
auditors which E/D codes should be included for UIF.
2. The UIF Status and Reason for non contributing must be correct on the service records in BPOB2, the system does limited validations on the Service records and the payroll calculation to make
sure that this information is captured correctly, providing that a person is linked to the correct
appointment type.
3. The UIF file is created from posted transactions, which means that the payroll must be finished
and correct and posted to the General Ledger, before a file may be generated.
4. The first time that a FINAL UIF file is created on the system it will ask the start and end date and
time which must be supplied, thereafter only the end date and time will be entered as the system
keeps a log file of every final UIF file and adds 1 second to the last end date and time to create the
next UIF file’s starting date and time.
5. A Test file will not write anything to this log file and may be run as many times as needed,
however the final file may only be run once for a specific date and time.
6. The file has further validations, which will only allow natural persons information to be generated
on the file. This means only Nature of person A,B,C or M where the UIF status on the Service
record in menu option PBOP-2 is not 11. All other Nature of persons will be ignored when the UIF
file is generated.
The following information must be captured to create the UIF file.
1.
♦
♦
♦
♦
♦
♦
2.
3.
4.
1.
2.
3.
4.
5.
6.
The UIF Registration number.
This number must be 100% correct, else the dept of labour will reject the UIF file.
This number may be obtained from the dept of labour, if you already have this UIF registration number
please verify that this number is correct.
This number must be advised in the ITS system on the following menu options:
V10 - FPRSMM-1
V11 - FRPM - 1
If the registration number is 2279560 the UIF Registration Number must be advised as follows : 002279560
The contact person will be the person who is currently the contact person for IRP5 submissions, his/her
detail will be on the file.
If the file is going to be E-mailed, the following parameter must always be a ‘Y’:
Must E-mail address Be Included (Y/N) ? [N] Y
The first time the file is created it is important to follow the following procedure:
The UIF file is created on menu FPRN-28 V12.
The UIF file is created based on posting dates, this means that only transactions that are posted will be
included in the UIF file for specific dates.
The greatest implication of this is that posting must be done on a monthly basis to create the UIF
information separately on different files for the dept of labour. If postings are only done every three months
then the UIF information will reflect three months information as one month.
Please make sure that the correct posting dates are advised when the file for April 2002 is run because once a
live file is run you cannot create another file with data that has the same posting dates. Please run a test file
until you are sure that the posting dates and the total UIF amounts are correct on the report, and then do a
live file with the correct information.
Once the first live file has been created then the system automatically determines the start date and time of
the UIF file for the next month.
Is This A (T)est Or A (L)ive [T] : T
The posting date format is as follows:
Start Posting Date Is : 02-JUL-2002 230701
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 228 of 332
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Chapter 6
Supply The End Posting Date And Time (DD-MON-YYYY HHMMSS) :
02- AUG-2002 235959
The time advised after the date is important if there were more than one posting on a specific date
example 02-Aug -2002, if only certain transactions should be included in the UIF file then the correct
time must be advised for up to what time transactions must be included.
Start Posting Date Is : 02-JUL-2002 230701
Supply The End Posting Date And Time (DD-MON-YYYY HHMMSS) : 02-aug-2002 140000
7.
The payroll cycle does not determine what will be included in the UIF file as rollbacks and late calcs could
have been done for other cycles and posted between the dates specified, but it must be declared for the dept
of labour as to what month’s information you are submitting.
Supply The Payroll Cycle : 200207
8.
Supply The First Of Ten Deduction Codes For Employer Contribution To UIF (A4) :
The UIF deduction code that is set up for the Employer must be defined here, this is the E/D Code
Against which the UIF amounts will be identified.
9. Supply the First of Ten Deduction Codes for Employee Contribution to UIF (N4) :
The UIF deduction code that is set up for the Employee must be defined here, this is the E/D Code
Against which the UIF amounts will be identified.
10. The UIF file name is now displayed if it already exists, press enter to continue.
Supply File Name To Be Used In Creation Of File :
[/disk3/itsv10/fin/02279560.001] :
The Specified File Name Already Exist, Do You Wish To
Override It Or Create An Additional File ?
Override (Y/N) [N] :
The payroll cycle that is specified above occurs in the file, there for the same suffix (.001) may be used for
different cycles, This will result in all files being called xxxxxxxx.001 where xxxxxxxx refers to the UIF
reference number. A Second file must be generated for a specific cycle ONLY IF additional information is
advised for a cycle for which a Live UIF file has already been submitted, then a new file with a new suffix
must be created and the existing file may not be overridden.
The dept of labour will override information on their data base if the file name, suffix and the cycle is the
same, else if the file suffix differs for the same cycle the information will be added to the database for that
specific cycle.
ITS suggests that you always create your UIF file once on the same day that you generate your cheque for
UIF and that you try and create only one UIF file per month with the same suffix .001 for all the cycles.
11. The program will generate two reports the first one being the detail of the UIF that is on the
File and the second report is an error report, if any errors occur a file will not be created until these
errors are fixed.
12. The files can be regenerated on the following menu options FPRSMM-28 (V10) and
FPRM-28(V11 and V12).
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 229 of 332
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Chapter 6
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 230 of 332
Monthly Run
6.11.
Chapter 6
Pay Status Report {FPRNR1-1} Ä
This “Ins and Outs” exception report does extensive comparison between the current
pay cycle and the previous one, and is intended for rapid auditing of the reasons for
variances in the total remuneration and the number of employees paid across the two
months. The total remuneration that is reported here, should be the same as that of the Full
Calculation, Payslip Summary, etc.
Every employee who appears on this report will also appear on the exception option
of the “Detail per Earning/Deduction Report” of option {FPRNR1 -6}.
The report consists of six sections, of which the first two refer to employees who were in
service during only one of the two months:
1. New appointments this month
These employees were newly appointed and paid in this pay cycle. Appointment date,
notch and current earnings are shown.
2. Resignations last month
These employees resigned during the previous pay cycle. Resignation date, notch and
previous earnings are shown.
The next four sections refer to employees who were in service both months:
3. Payees In (Employees paid this month but not last month)
Reason for non-payment, notch and current earnings are shown. Two possible reasons
can be identified, i.e. payment stopped or no E/D's were specified.
4. Payees Out (Employees paid last month but not this month)
Reason for non-payment, notch and previous earnings are shown. Three possible reasons
can be identified, i.e. payment stopped, no salary notch, or no E/D's were specified.
5. Notch changes
Effective date of change, reason for change, new and old notches, and current and
previous earnings are shown. All changes in notch will be shown here, i.e. automatic
increases, general increases (new salary scales) and individual (manual) changes.
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 231 of 332
Monthly Run
Chapter 6
Note that, if an employee had a notch change as well as other changes in earnings during
this month, he/she will appear in this section of the report and not in Section 6 below.
6. General changes in package
This refers to a change in earnings for reasons other than a notch increase, e.g. bonus,
additional deductions, overtime earnings, etc. Notch, previous and current earnings are
shown.
∗ The user can elect to show detail of salaried employees only, pay-by-claim
employees only, or all. The control totals will always include information on all
employees, whether detail is shown or not. If all employees are printed, pay-by-claims are
clearly indicated. The report can be based on either gross or net remuneration.
∗ Since this is an exception report, detail of employees with no change in remuneration
across the two months will not appear on the report; their information is, however, added
into the control totals.
∗ The control summary will indicate any employees who have salary transactions beyond
their resignation date - such cases can make reconciliation between two months very
difficult.
∗ Please note that if an employee is in service and is not paid in two successive months,
s/he will not appear on this report at all.
Upon entering this option, the user will be prompted for:
Previous Request:
A <LIST OF VALUES> is available and will list all previous report requests. Should the
user select one from the list, the answers supplied will default.
The user is then prompted for the following:
This report can show detail of :
Salaried Personnel only ( S )
Pay-by-Claims Only (C)
All Personnel
(A)
Enter your choice (<RETURN> = “A”) :
Must (G)ross or (N)et Remuneration be used ?
Select section(s) of report required :
1. New appointments this month
2. Resignations last month
3. Payees in
4. Payees out
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 232 of 332
Monthly Run
Chapter 6
5. Notch changes
6. General changes in package
10 . Control summary only
11 . Complete report
Supply your choice [11] :
Calculation number or <RETURN> for entire pay cycle
PRINT SEQUENCE: Numeric by personnel number
SYSTEM SELECT:
All employees paid in cycle of “C” record in Run Cycle
Control File and/or in previous cycle.
Pay Status Report: New Appointments This Month; Resignations Last Month
03-JUL-2002 11:23:51
f8Tccc.pc
V12.0.0.0
INTEGRATED TERTIARY SOFTWARE
Pay Status Report for Monthly Cycle 200207(All) 01-JUL-2002 to 31-JUL-2002
New Appointments this Cycle (ALL PERSONNEL Printed)
===========================
Person
Name
Appt Date
------- ------------------------------ -----------
REPORT TOTALS :
=============
Notch
----------
Net Remun.
Net Remun.
This Month
Last Month
-------------------
Page
1
Page
1
Difference
----------
PRINTED
=======
SALARIES
CLAIMS
TOTAL PAYEES
03-JUL-2002 11:23:51
f8Tccc.pc
0
0
0.00
0.00
0.00
0.00
0.00
0.00
------0
=======
----------0.00
===========
----------0.00
===========
----------0.00
===========
INTEGRATED TERTIARY SOFTWARE
Pay Status Report for Monthly Cycle 200207(All) 01-JUL-2002 to 31-JUL-2002
Resignations Last Cycle (ALL PERSONNEL Printed)
=======================
Person
Name
Resg Date
------- ------------------------------ -----------
Notch
----------
Net Remun.
Net Remun.
This Month
Last Month
-------------------
Difference
----------
REPORT TOTALS : PRINTED
=============
=======
SALARIES
CLAIMS
TOTAL PAYEES
0
0
0.00
0.00
------0
=======
0.00
0.00
0.00
0.00
----------- ----------0.00
0.00
=========== ===========
----------0.00
===========
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 233 of 332
Monthly Run
Chapter 6
Pay Satus Report: Payees In; Payees Out
03-JUL-2002 11:23:51
f8Tccc.pc
INTEGRATED TERTIARY SOFTWARE
Page
Pay Status Report for Monthly Cycle 200207(All) 01-JUL-2002 to 31-JUL-2002
Payees In (ALL PERSONNEL Printed)
=========
Person
Name
Reason
------- ------------------------------ --------3
5656
5659
11100
11101
11997
15609
15610
20000601
GORDON, DR Q
LEADBEAD, ME ENG
PROCTOR, ME L
Mostert, MR B
Eleven, TEST V
Eleven, MS VV
VAN DER WALT, MR H.P.
LE ROUX, ME D
TEST, MEV T
REPORT TOTALS :
=============
NO
NO
NO
NO
NO
NO
NO
NO
NO
Net Remun.
This Month
----------
Net Remun.
Last Month
----------
Difference
----------
136000
50000
100000
160000
180000
150000
60000
50000
25000
10670.67
15920.11
24447.73
13333.33
44265.24
37367.66
15050.87
15025.07
9400.43
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
10670.67
15920.11
24447.73
13333.33
44265.24
37367.66
15050.87
15025.07
9400.43
185481.11
0.00
0.00
0.00
185481.11
0.00
E/D's
E/D's
E/D's
E/D's
E/D's
E/D's
E/D's
E/D's
E/D's
PRINTED
=======
SALARIES
CLAIMS
TOTAL PAYEES
03-JUL-2002 11:23:51
f8Tccc.pc
9
0
------9
=======
----------- ----------- ----------185481.11
0.00
185481.11
=========== =========== ===========
INTEGRATED TERTIARY SOFTWARE
Page
Pay Status Report for Monthly Cycle 200207(All) 01-JUL-2002 to 31-JUL-2002
Payees Out (ALL PERSONNEL Printed)
==========
Person
Name
Reason
------- ------------------------------ ---------
REPORT TOTALS :
=============
Notch
----------
1
Notch
----------
Net Remun.
This Month
----------
Net Remun.
Last Month
----------
Difference
----------
0.00
0.00
0.00
0.00
0.00
0.00
1
PRINTED
=======
SALARIES
CLAIMS
TOTAL PAYEES
0
0
------0
=======
----------- ----------- ----------0.00
0.00
0.00
=========== =========== ===========
Pay Status Report: Notch Changes; Changes In Package
03-JUL-2002 11:23:51
f8Tccc.pc
INTEGRATED TERTIARY SOFTWARE
Page
Pay Status Report for Monthly Cycle 200007(All) 01-JUL-2000 to 31-JUL-2000
Notch Changes (ALL PERSONNEL Printed)
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 234 of 332
1
Monthly Run
Chapter 6
=============
New
Old
Net Remun.
Net
Remun.
Person
Name
Incr Date Reason for Increase
Notch
Notch
Diff This Month
Last
Month
Diff
------- ------------------------- --------- ------------------- ---------- ---------- -------- ----------- ------------------
REPORT TOTALS :
=============
0.00
0.00
0.00
0.00
PRINTED
=======
SALARIES
0
0
0
0
0.00
CLAIMS
0
0
0
0
0.00
------- ---------- ---------- -------- ----------------
-----
---------TOTAL PAYEES
0.00
0
0
0
0
0.00
0.00
=======
===========
==========
==========
========
===========
==========
03-JUL-2002 11:23:51
f8Tccc.pc
INTEGRATED TERTIARY SOFTWARE
Page
Pay Status Report for Monthly Cycle 200207(All) 01-JUL-2002 to 31-JUL-2002
Changes in Package (ALL PERSONNEL Printed)
Person
Name
------- ------------------------------
Notch
----------
Net Remun.
This Month
----------
Net Remun.
Last Month
----------
Difference
----------
50000
100800
243119
5056.67
11492.80
14302.94
5663.34
11914.05
17840.21
-606.67
-421.25
-3537.27
30852.41
0.00
35417.60
0.00
-4565.19
0.00
----------- ----------30852.41
35417.60
=========== ===========
-----------4565.19
===========
1 MAFUMA, DR. T.H.O
2 VAN JAARSVELD-JONES, DR. W
8 Johnson, MEJ C
REPORT TOTALS :
=============
PRINTED
=======
SALARIES
CLAIMS
TOTAL PAYEES
3
0
------3
=======
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 235 of 332
1
Monthly Run
Chapter 6
Pay Status Report: Control Summary
03-JUL-2002 11:23:51
f8Tccc.pc
A. SALARY
======
INTEGRATED TERTIARY SOFTWARE
Page
Pay Status Report for Monthly Cycle 200207(All) 01-JUL-2002 to 31-JUL-2002
Control Summary (ALL PERSONNEL Printed)
===============
1.
2.
3.
4.
5.
6.
7.
New Appointments
Resignations Last Month
Payees In
Payees Out
Notch Changes
General Package Changes
No Change
SUBTOTAL: SALARY
B. CLAIMS
======
SUBTOTAL: CLAIMS
1.
2.
3.
4.
5.
6.
7.
1
<-- THIS MONTH -->
PAYEES
Net Remun.
------ ------------
<-- LAST MONTH -->
PAYEES
Net Remun.
------ ------------
<-- DIFFERENCE -->
PAYEES
Net Remun.
------ ------------
0
0.00
0
0.00
9
185481.11
0
0.00
0
0.00
3
30852.41
0
0.00
------ -----------12
216333.52
0
0.00
0
0.00
0
0.00
0
0.00
0
0.00
3
35417.60
0
0.00
------ -----------3
35417.60
0
0.00
0
0.00
9
185481.11
0
0.00
0
0.00
0
-4565.19
0
0.00
------ -----------9
180915.92
New Appointments
Resignations Last Month
Payees In
Payees Out
Notch Changes
General Package Changes
No Change
0
0
0.00
0
0.00
0
0.00
0
0.00
0
0.00
0
0.00
0
0.00
0
0.00
0
0.00
0
0.00
0
0.00
0
0.00
0
0.00
0
0.00
0
0.00
0
0.00
0
0.00
0
0.00
0
0.00
0
0.00
0
0.00
------ ----------------- ----------------- -----------0.00
0
0.00
0
0.00
TOTAL: SALARY plus CLAIMS
====== ============
12
216333.52
====== ============
==========
======
3
======
END OF REPORT
============
35417.60
============
======
9
======
============
180915.92
============
==========
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 236 of 332
Monthly Run
Chapter 6
Net Salary Comparison {FPRNR1-2} Ä
6.12.
This report compares net salaries for all employees who received salary this month and/or
last month.
When used in conjunction with the Pay Status Report (Section 6.6), many of the
differences between the two pay cycles will become immediately apparent.
Upon entering this option, the user will be prompted for:
Previous Request:
A <LIST OF VALUES> is available and will list all previous report requests. Should the
user select one from the list, the answers supplied will default.
The user is then prompted for the following:
Calculation number or entire cycle
PRINT SEQUENCE: Numeric by personnel Number
SYSTEM SELECT:
Date : 03-JUL-2002 11:35
Program : f8Grpt.rdf
V12.0.0.0
Personnel
Number
-----1
2
3
8
5656
5659
11100
11101
11997
15609
15610
20000601
Title
----DR.
DR.
DR
MEJ
ME
ME
MR
TEST
MS
MR
ME
MEV
All employees paid in cycle of “C” record in Run Cycle
Control File and/or in previous cycle, for given calc number.
INTEGRATED TERTIARY SOFTWARE
Page No : 1
Comparison Report For Net Salary
for Monthly Cycle 200207 ( 01-JUL-2002 / 31-JUL-2002 ) Calculation Number : ALL
Initials
-------T.H.O
W
Q
C
ENG
L
B
V
VV
H.P.
D
T
Net Salary
This Cycle
---------5056.67
11492.80
10670.67
14302.94
15920.11
24447.73
13333.33
44265.24
37367.66
15050.87
15025.07
9400.43
Net Salary
Prev Cycle
---------5663.34
11914.05
----------216333.52
===========
----------35417.60
===========
Surname
------MAFUMA
VAN JAARSVELD-JONES
GORDON
Johnson
LEADBEAD
PROCTOR
Mostert
Eleven
Eleven
VAN DER WALT
LE ROUX
TEST
Totals =>
Employees 12
17840.21
Difference
----------606.67
-421.25
10670.67
-3537.27
15920.11
24447.73
13333.33
44265.24
37367.66
15050.87
15025.07
9400.43
----------180915.92
===========
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 237 of 332
Monthly Run
Chapter 6
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 238 of 332
Monthly Run
6.13.
Chapter 6
Payslip Summary {FPRNR1-3} Ä
A summary of the earnings/deductions for this month with totals for gross remuneration,
deductions and net remuneration. This report is a combination of reports {FPRNR1-4}
and {FPRNR1-5} below.
Comparison between this month's and last month's figures will rapidly indicate which
detailed reports for earnings or deductions should be requested for reconciliation purposes.
The net total of the Payslip Summary must agree with the net total of the Full Calc
Report of {FPRN-2}.
Upon entering this option, the user will be prompted for:
Previous Request:
A <LIST OF VALUES> is available and will list all previous report requests. Should the
user select one from the list, the answers supplied will default.
The user is then prompted for the following:
Calculation number or entire cycle
Supply Calculation Sequence Number (N2) or <RETURN> For ALL
:
PRINT SEQUENCE: E/D Code sequence
SYSTEM SELECT:
Date : 03-JUL-2002 11:38
Program : f8Nrpt.rdf
V12.0.0.0
Code
Type
Difference
------0001
E
75916.66
0009
E
1000.00
0010
E
51250.00
0015
E
1666.67
0055
E
All transactions for cycle of “C” record in Run Cycle
Control File for given calc number.
INTEGRATED TERTIARY SOFTWARE
Page No : 1
Payslip Summary
for Monthly Cycle 200207 ( 01-JUL-2002 / 31-JUL-2002 ) Calculation Number : ALL
Prior
Amount
Description
-----------------------------BASIC SALARY
------
Period
------
---------
102343.25
26426.59
1000.00
.00
ONE-TIME EARNINGS
53250.00
2000.00
KAAPTECH HOUSING ALLOWANCET
1666.67
TEST IRP5
OVERTIME WORKING DAYS
24513.72
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 239 of 332
.00
3452.06
Monthly Run
21061.66
0100
11383.33
1113
700.00
2330
1000.00
3000
3023.17
3010
.00
3402
375.92
3488
.00
4050
113.33
4100
109.42
E001
51250.00
KASH
46023.33
E
E
E
E
E
E
E
E
E
Chapter 6
PENSIONABLE ALLOWANCE - PERM
ENTERTAINMENT ALL
2300.00
BURSARIES
1000.00
PENSION FUND 1: EMPLOYER CONT
PENSION FUND 2: EMPLOYER CONT
EMPLOYERS NI CONTRA
357.60
WCA: EMPLOYER'S CONTRIBUTION
E
CASH BENEFIT
2629.61
1500.00
DISABILITY INSURANCE
CARINA TEST
3023.17
563.88
ENTERTAINMENT ALL CONTRA
E
15385.99
122.21
59650.00
46966.53
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 240 of 332
4002.66
1600.00
.00
.00
2629.61
187.96
1500.00
244.27
12.79
8400.00
943.20
Monthly Run
6.14.
Chapter 6
Summary Per Earning {FPRNR1-4} Ä
The earnings for this month are summarised, and compared to last month's figures.
Upon entering this option, the user will be prompted for:
Previous Request:
A <LIST OF VALUES> is available and will list all previous report requests. Should the
user select one from the list, the answers supplied will default.
The user is then prompted for the following:
Calculation number or entire cycle
Supply Calculation Sequence Number (N2) or <RETURN> For ALL
:
PRINT SEQUENCE: Earning Code sequence
SYSTEM SELECT:
Date : 03-JUL-2002 11:39
Program : f8Orpt.rdf
V12.0.0.0
Code
---0001
0009
0010
0015
0055
0100
1113
2330
3000
3010
3402
3488
4050
4100
E001
KASH
Type
---E
E
E
E
E
E
E
E
E
E
E
E
E
E
E
E
All earnings for cycle of “C” record in Run Cycle
Control File for given calc number
INTEGRATED TERTIARY SOFTWARE
Page No : 1
Earnings Summary For Cycle :
for Monthly Cycle 200207 ( 01-JUL-2002 / 31-JUL-2002 ) Calculation Number : ALL
Description
-----------------------------BASIC SALARY
TEST IRP5
ONE-TIME EARNINGS
KAAPTECH HOUSING ALLOWANCET
OVERTIME WORKING DAYS
PENSIONABLE ALLOWANCE - PERM
ENTERTAINMENT ALL
BURSARIES
PENSION FUND 1: EMPLOYER CONT
PENSION FUND 2: EMPLOYER CONT
EMPLOYERS NI CONTRA
ENTERTAINMENT ALL CONTRA
DISABILITY INSURANCE
WCA: EMPLOYER'S CONTRIBUTION
CARINA TEST
CASH BENEFIT
Amount
-----102343.25
1000.00
53250.00
1666.67
24513.72
15385.99
2300.00
1000.00
3023.17
2629.61
563.88
1500.00
357.60
122.21
59650.00
46966.53
Prior
Period
-----26426.59
.00
2000.00
.00
3452.06
4002.66
1600.00
.00
.00
2629.61
187.96
1500.00
244.27
12.79
8400.00
943.20
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 241 of 332
Difference
---------75916.66
1000.00
51250.00
1666.67
21061.66
11383.33
700.00
1000.00
3023.17
.00
375.92
.00
113.33
109.42
51250.00
46023.33
Monthly Run
Chapter 6
Summary Per Deduction {FPRNR1-5} Ä
6.15.
The deductions for this month are summarised, and compared to last month's figures.
Upon entering this option, the user will be prompted for:
Previous Request:
A <LIST OF VALUES> is available and will list all previous report requests. Should the
user select one from the list, the answers supplied will default.
The user is then prompted for the following:
Calculation number or entire cycle
Supply Calculation Sequence Number (N2) or <RETURN> For ALL
:
PRINT SEQUENCE: Deduction code sequence
SYSTEM SELECT:
Date : 03-JUL-2002 11:41
Program : f8Prpt.rdf
V12.0.0.0
Code
---3400
3401
3516
5000
5001
5010
5011
5302
5900
6000
6045
6251
6400
6677
9901
SKIL
Type
---D
D
D
D
D
D
D
D
D
D
D
D
D
D
D
D
All deductions for cycle of “C” record in Run Cycle
Control File for given calc number
INTEGRATED TERTIARY SOFTWARE
Page No : 1
Deduction Summary
for Monthly Cycle 200207 ( 01-JUL-2002 / 31-JUL-2002 ) Calculation Number : ALL
Description
-----------------------------EMPLOYER'S NI CONTRIBUTION
EMPLOYEES NI CONTRIBUTION
MEDICAL: EMPL CONTR ACCELERATE
PENSION FUND 1: EMPLOYEE CONT
PENSION FUND 1: EMPLOYER CONT
PENSION FUND 2: EMPLOYEE CONT
PENSION FUND 2: EMPLOYER CONT
BOND PAYMENT
WCA: PAYMENT TO FUND
P A Y E
PENSION DEDUCTION
ENTERTAINMENT ALL
DISABILITY INSURANCE
TUITION FEE DEDUCTION
SUNDRY DONATION
SKILLS LEVY TEST
Amount
-----563.88
563.88
180.00
1100.00
3023.17
956.80
2629.61
240.00
122.21
85961.96
1760.00
1500.00
357.60
80.00
900.00
886.90
Prior
Period
-----187.96
187.96
40.00
.00
.00
956.80
2629.61
30.00
12.79
9282.15
.00
1500.00
244.27
10.00
900.00
194.15
Difference
---------375.92
375.92
140.00
1100.00
3023.17
.00
.00
210.00
109.42
76679.81
1760.00
.00
113.33
70.00
.00
692.75
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 242 of 332
Monthly Run
6.16.
Chapter 6
Detail Per Earning / Deduction {FPRNR1-6} Ä
This report lists all transactions for this pay cycle, for a range of E/D types. For each
employee the amount and a reference number (if applicable) is shown. The reference
number is selected from the individual earning/deduction, except in the case of the tax
number and pension, medical aid and group insurance membership numbers.
∗ The report is particularly useful as a reconciliation tool, the more so since there is an
EXCEPTION option, which allows the printing of only those employees who, changed
since last month.
∗ The report can also be used as a payment advice when paying over deducted moneys
to the instances or funds on whose behalf the deductions were made.
∗ The net total of this report, if drawn for ALL E/D's, must agree with the
Payslip Summary.
Upon entering this option, the user will be prompted for:
Previous Request:
A <LIST OF VALUES> is available and will list all previous report requests. Should the
user select one from the list, the answers supplied will default.
The user is then prompted for the following:
Calculation number or entire cycle
Supply Calculation Sequence Number (N2) or <RETURN> For ALL
Specify E/D Code selection criteria:
1. Range 2. Selectively
If 1., specify range
If 2., include up to 10 E/D Codes or ALL
If ALL, exclude up to 10 E/D Codes
(F)ull report or (E)xceptions only ? [F]
Sort Order for Personnel (A/N) [N]
:
PRINT SEQUENCE: As per above sort order
SYSTEM SELECT:
All transactions within above selection for pay cycle
“C” record in Run Cycle Control File for given calc
number.
of
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 243 of 332
Monthly Run
Chapter 6
Detail Per Earning / Deduction {FPRNR1-6}
Date : 03-JUL-2002 11:43
Program : f87rpt.rdf
V12.0.0.0
Employee
-------1
2
3
8
5656
5659
11100
11101
11997
15609
15610
20000601
12
INTEGRATED TERTIARY SOFTWARE
Page No : 1
Detail For A Specific Earning/Deduction
for Monthly Cycle 200007 ( 01-JUL-2000 / 31-JUL-2000 ) Calculation Number : ALL
Earning/Deduction Codes Included : 0001
Earning/Deduction Codes Excluded :
-------------------------------------------------------Earning : 0001 BASIC SALARY
Name
---MAFUMA, DR. T.H.O
VAN JAARSVELD-JONES, DR.
GORDON, DR Q
Johnson, MEJ C
LEADBEAD, ME ENG
PROCTOR, ME L
Mostert, MR B
Eleven, TEST V
Eleven, MS VV
VAN DER WALT, MR H.P.
LE ROUX, ME D
TEST, MEV T
Employee(s)
W
Total For Earning =>
Total For All Earnings/Deductions =>
Amount
-----4166.67
2000.00
11333.33
20259.92
4166.67
8333.33
13333.33
15000.00
12500.00
5000.00
4166.67
2083.33
Prior
Period
-----4166.67
2000.00
.00
20259.92
.00
.00
.00
.00
.00
.00
.00
.00
----------102343.25
===========
----------26426.59
===========
Difference Cumm Total
---------- ---------.00
4166.67
.00
4000.00
11333.33
22666.66
.00
20259.92
4166.67
4166.67
8333.33
8333.33
13333.33
26666.66
15000.00
15000.00
12500.00
12500.00
5000.00
10000.00
4166.67
4166.67
2083.33
2083.33
----------75916.66
===========
---------134009.91
==========
----------- ----------- ----------- ---------102343.25
26426.59
75916.66
134009.91
=========== =========== =========== ==========
===== End Of Report =====
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 244 of 332
Reference
Number
------
Monthly Run
Chapter 6
E/D Code Summary Per GLA {FPRNR2-24} Ä
6.17.
This report provides a summary of report {FPRNR1-6} per GLA
Upon entering this option, the user will be prompted for:
Previous Request:
A <LIST OF VALUES> is available and will list all previous report requests. Should the
user select one from the list, the answers supplied will default.
The user is then prompted for the following:
Supply Calculation Number (N1) Or <RETURN> For Entire Pay Cycle :
Specify E/D Code Selection Criteria :
1. Range
2. Selectively
Your Choice ? :
03-JUL-2002 11:54
f9Rccc.pc
V12.0.0.0
INTEGRATED TERTIARY SOFTWARE
GLA Summary Per E/D Code
Page:
1
Calculation Number Or 0 For ALL : 0
Range Of E/D Codes (1) Or Selective (2) : 2
E/D Codes To INCLUDE : 0001
E/D Codes To EXCLUDE :
E/D Code : 0001
---------Cost
Account
Centre Number
------ ------MAC1
2012
BASIC SALARY
Cost Centre
Description
----------MAC ENGLISH
Account Number
Description
-------------Stationery General
Current Cycle
----------102343.25
-----------------102343.25
Prior Cycle
Difference
---------------------26426.59
75916.66
------------------ ---------26426.59
75916.66
------------------ ------------------ ---------102343.25
26426.59
75916.66
================== ================== =========
***
End Of Report
***
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 245 of 332
Monthly Run
6.18.
Chapter 6
Variance Report {FPRNR2-5} Ä
The standard report {FPRNR1-6} on the variances of salary transactions between current
and previous pay cycles is produced by E/D Code.
This report is intended to identify such variances BY EMPLOYEE. It will assist with the
detailed validation of the monthly payroll, and the comparison of all processed transactions
against source documentation.
∗ Report totals can be validated against the standard control reports for audit purposes.
∗ Space is available on the report for hand -written comments.
∗ When the option is executed, the program tells the user which pay cycles will be
compared, the current pay cycle being determined by the “C” record in the Run Cycle
Control File.
Upon entering this option, the user will be prompted for:
Previous Request:
A <LIST OF VALUES> is available and will list all previous report requests. Should the
user select one from the list, the answers supplied will default.
The user is then prompted for the following:
Supply calc number (N1) or ALL : [ALL]
Supply Calc Seqno (N2), ALL or [Blank for latest Full Calc] :
Do you want (E)xception Or (F)ull Report ? : [F]
Please Supply First Paypoint Code (A4) Or ALL : [ALL]
Enter Your Choice of Personnel Number Selection
1. By Range,
2. Selectively.
Your Choice : [2]
Enter Your Choice of E/D Code Selection
1. By Range,
2. Selectively.
Your Choice : [2]
Must Report Be Sorted Within Paypoint ? (Y/N) : [N]
Is The Above Information Correct ? (Y/N) : [Y]
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
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Chapter 6
PRINT SEQUENCE: Paypoint / personnel number according to above
SYSTEM SELECT:
All payees as per above selection. For (F)ull report, all
transactions are listed, otherwise only variances
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
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Chapter 6
Variance Report - Exception {FPRNR2-5}
f9Bccc.pc
V12.0.0.0
Person : 1
======
Med : 4
Full Variance Report for Cycles 200206 and 200207(Calc ALL) : All Paypoints;
=================================================
For Personnel : 1
For E/D Codes : 0001
MAFUMA .. DR. T.H.O
A/Type : 1 FULL-TIME PERM:ACAD
A/Date : 01-FEB-2001
R/Date : 31-DEC-2001
Female
Tax : A5
Current
Previous
E/D Description
Lev
GLA
Amount
Amount
Variance
---- -------------------------------- ---------------------------------------0001 BASIC SALARY
0 MAC1 2012
4166.67
4166.67
**Late R/Back
LATE ROLLBACK(S) for cycle 200007
------------------ ------------------ -----------------4166.67
4166.67
0.00
================== ================== ==================
03-JUL-2002 11:57:31
INTEGRATED TERTIARY SOFTWARE
f9Bccc.pc
Full Variance Report for Cycles 200206 and 200207(Calc ALL) : All Paypoints;
=================================================
For Personnel : 1
For E/D Codes : 0001
Totals For ALL PERSONNEL AND PAY
POINTS For the Entire Cycle
:
===============================
Page: 2
Current
============
Previous
============
Variance
========
Net Pay :
102343.25
26426.59
75916.66
Total Payees :
12
3
9
*****
End Of Report
*****
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 248 of 332
Monthly Run
Chapter 6
Validate Non-Printables {F PRNR1-7} Ä
6.19.
It is possible for the payslip net total to differ from that of the payslip summary, if nonprintable items do not contra out. This option allows the user to identify such events.
∗ This program is executed automatically when a full calculation is done (refer section 5.2
above), and it is suggested that the option be executed again prior to the printing
of payslips if any single rollbacks and calcs were done subsequent to the full calc.
∗ If any non-balancing transactions are found, the employees are identified as well as their
transactions. A running net total is kept of all non-printable entries - this amount will be
the difference between payslip net and payslip summary net. It should be zero.
Upon entering this option, the user will be prompted for:
Previous Request:
A <LIST OF VALUES> is available and will list all previous report requests. Should the
user select one from the list, the answers supplied will default.
The user is then prompted for the following:
USER SELECTION:
None
PRINT SEQUENCE: Personnel number
SYSTEM SELECT:
INTEGRATED TERTIARY SOFTWARE
03-JUL-2000 12:02
Page 1
Non-Balancing Non-Printable Salary Transactions
For Monthly Cycle 200207 ( 01-JUL-2002 / 31-JUL-2002 ) Calculation Number : 8
Program : f8Trpt.rdf
V12.0.0.0
Person
Number
Month
Year
As above, for the cycle and calc number of the “C”
record in the Run Cycle Control File
E/D
Code
Date
Total Earnings
:
Total Deductions :
Net Difference
:
Print Type
Amount
.00
.00
.00
Payslips Are In Balance - End Of Report
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 249 of 332
Monthly Run
Chapter 6
Print Payslips {FPRN-4} Ä
6.20.
Payslips are produced on pre-printed stationery in the employee's preferred language.
∗ Payslips will be printed for the cycle and calculation number as per the “P” record in
{FPRM-2}, for all employees who had salary transactions for the corresponding
calculation, unless excluded by the user (see “User Input” below).
∗ A “P” record is inserted by the system into the Event Log File whenever this option is
executed. If re-runs are required, further “P” records will be inserted.
The following information is displayed on a payslip:
Payslip Header
−
−
−
−
−
−
−
Pay Point Number and Name
Employee number
Title, initials and surname
Tax reference number
Tax status, Marital Status, No. of tax deductible dependents, No. of medical dependents
Pay date (see “User Input” below)
Sequential payslip number.
Payslip Body
∗ Up to 37 entries with descriptions will be printed in three blocks, the earnings preceding
the deductions. If there are more than 37 entries for an employe e, a second payslip
containing up to 42 entries will be printed with a B/F total, thus catering for a maximum of
79 entries per employee per pay cycle.
∗ Whenever the system finds a transaction resulting from calc method ' 8 ', the quantity and
the amount will be printed at the end of the description in the format 12.5 @ R 25.00. This
means that the E/D description for this calc method should be sufficiently short to allow
space for the figures to be printed.
∗ Furthermore, whenever the system finds a transaction resulting from
−
−
−
−
calc method
'3 ' (advised amount),
'8 ' (quantity * amount),
'D' (unpaid days)
or
'E' (overtime hours),
it will print a not-null reference number on the next line. This allows a few standard E/D
codes (e.g. “Sundry Debtors”) to be used for many different one-off allowances or
deductions, the necessary comment being shown to the employee on the payslip and to the
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
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Monthly Run
Chapter 6
salaries department on the E/D Detail Reports. If the deduction was in respect of a staff
loan, the loan balance will be shown immediately after the reference number.
∗ At the bottom of the right hand block are displayed the employee’s payment method,
bank name, branch name, type of account and account number.
Payslip Footer
∗ Six cumulative totals are provided, which automatically start at zero at the beginning of
the tax year. For the RSA, these totals represent the following:
Item
IRP5 Total
Gross Earnings
Contribution to Pension Funds
Total Tax Deducted
Contribution to Medical Aid
Bond Subsidy Received
Other Fringe Benefits
1 => 9
10, 11
13 => 15
12
6
2 => 5, 7 => 9
∗ The available leave credit for the leave types (as specified in the Personnel System,
option {PLCS-2}), is also displayed, as well as three totals for this pay cycle , viz. Total
Earnings, Total Deductions and Net Pay.
Control Payslips
∗ The total Net Pay should reconcile with the Payslip Summary, option {FPRNR13}, as well as with the Payment Analysis {FPRNR2 -3}.
∗ Control payslip(s) are provided per pay date within calculation, as well as for the entire
calculation, indicating the total number of payslips produced as well as control totals for
Earnings, Deductions and Net Pay. The existence of non-cancelling non-printable
transactions is clearly indicated by a “Payslips out of Balance” message. The details can
be obtained by running the validate program of option {FPRNR1-7}. An out of balance
condition means that the net total of the payslips does not agree with that of the
payslip summary, and that certain payslips are incorrect. Payslips should not be
distributed before these errors have been corrected.
User Input
∗ When the program is executed, the user must respond to a number of prompts and
questions.
∗ If payslips have already been printed for this cycle and calc number, the system will
advise the user, who must respond with a <RETURN>.
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
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Chapter 6
∗ The user will be requested to Supply the Calc Sequence Number (N2) to print or return
for the latest [default is latest] :
∗ The user then has the option of grouping the earnings and deductions on the payslip
according to whether they are taxed or non-taxed. If the option is taken, the pre-tax
earnings and deductions are first printed, followed by the post-tax earnings and deductions,
in salary level sequence; otherwise, all earnings will be grouped together on the payslip
followed by all deductions, also in salary level sequence.
∗ The program next checks the sort indicators of {FPRM-1}. If both are set to “N”, the
user is given the option of sorting the payslips numerically within pay date or straight
numeric across pay dates.
∗ The user is next given the option of supplying pay dates to be printed on the payslip. If
the answer is (N)o, the date will be printed as the month name (in the employee's language
of preference) and the year of the pay cycle. If the answer is (Y)es, the user can supply up
to nine pay dates in a format of own choice; up to 12 characters are allowed per date,
e.g. 24/05/92, 1992-05-24, 24-MAY-92, etc. After the last pay date has been supplied,
a <RETURN> will continue.
∗ The next option makes reprinting of payslips possible after a printer jam. The
question is whether all payslips for the cycle and calculation number must be printed. If the
answer is (Y)es, the run begins. If the answer is (N)o, the user must supply the following
selection criteria:
1. Range of Payslip Numbers
2. Range of Personnel Numbers
3. Selective Personnel Numbers
∗ The output file of the payslip program is not deleted automatically after the print run,
thus making it possible for technical personnel to edit this file in case of a printer jam, and
to reprint the required payslips by spooling the edited file to the printer.
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
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Chapter 6
Payslips {FPRN-4}
0001
1
DR. T.H.O MAFUMA
A
M
5
4
CHEMISTRY DEPT
JULY
2002
1
** EARNINGS **
BASIC SALARY
PENSIONABLE ALLOWANCE - PERM
ENTERTAINMENT ALL
DISABILITY INSURANCE
4166.67
416.67
1500.00
41.67
** DEDUCTIONS **
P A Y E
MEDICAL: EMPL CONTR ACCELERATE
DISABILITY INSURANCE
SUNDRY DONATION
12166.68
-0.00
606.67
20.00
41.67
400.00
606.67
PAID BY CHEQUE
BANK
: NEDBANK
BRANCH : YEOVILLE
CURRENT ACCOUNT No 4567
-0.00
0.00
3000.00
89.18
6125.01
1068.34
English test message1 *********************************************************T
Test message ***********************************************
English test message3 *********************************************************T
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 253 of 332
5056.67
Monthly Run
Chapter 6
Control Payslips {FPRN-4}
03-JUL-2002 120527
Control Payslip for Monthly Cycle : 200207(8)
===========================================
Payslips between range 0 to 99999999 printed
12 payslips printed for
Actual
Printed
Difference
EARNINGS
-------317159.53
314772.63
2386.90
12 people
DEDUCTIONS
---------100826.01
98439.11
2386.90
NET PAY
------216333.52
216333.52
0.00
Payslips in Balance
===================
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 254 of 332
Monthly Run
6.21.
Chapter 6
GENERATE CHEQUES {FPRN-5} Ä
The generation of cheques is a process that can be performed only once per calc
number. No rollback or re-run of this process is possible. This function is controlled
by the “Q” record of the Run Cycle Control File, and a “Q” record will be inserted by the
system into the Event Log File when the option is executed (refer Section 2.2).
• Since the generation of cheques will prevent any further full rollbacks for this calc
number, due care must be taken before executing this option.
• This program also performs another function, namely the generation of a number of
General Ledger- and Cash Book transactio ns for those events which have bearing on
salary calculations, as follows:
Before the first generation of cheques is attempted, the user must make sure that the Cash
Book Definition, {FCSM-5}, for the default cash book is complete. Furthermore, up to
five transaction types (TT’s) must be defined on option {FCSO-7} of the Code Structure
Subsystem. These are to be linked to the five events which have bearing on salary
calculations. Thereby allowing the generating program to take the actions as indicated
below (note that whereas code 993 must be used as indicated, the other codes are the
user's choice and the codes used here serve merely as examples):
TT 994 :
TT 993 :
linked to event RS = PR - Salary Calculation
Credit GLA must be supplied
Debits will be to normal expense GLA's
Credits will be deductions, and the net credit will be to
Salary Control GLA
linked to event RQ = PR - Cheque Payments
Debit and Credit GLA's must be supplied.
Debit will be to Salary Control GLA
Credit will be to Bank GLA
∗ When cheques are generated, the necessary inserts are done to the two cheque files.
No Cash Book journal need therefore be created by the generating program.
TT 995 :
linked to event RC = PR - Cash Payments
Debit and Credit GLA's must be supplied.
Debit will be to Salary Control GLA
Credit will be to Cash Control GLA
∗ The user has two options regarding cash payments:
___________________________________________________________________________
Copyright ITS
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Chapter 6
1. the cash withdrawal can be made directly from the bank, with an instruction that the
amount be debited directly to the bank account; in this case the user must pass a Cash
Book journal to credit Bank and debit Cash Control
2. alternatively, a covering cheque could be sent with the cash request, in which case the
CTS will have created the necessary transactions.
∗ Since the method chosen by the user is not known, the generating program can create
no Cash Book Journal.
TT 996 :
linked to event RD = PR - Bank Transfers
Debit and Credit GLA's must be supplied
Debit will be to Salary Control GLA
Credit will be to Trans fer Control GLA
∗ The net amount will be directly debited and will appear on the bank statement; the
generating program will create a Cash Book journal to debit Transfer Control and credit
Bank.
TT 997 :
linked to event RA = PR - ACB Payments
Debit and Credit GLA's must be supplied
Debit will be to Salary Control GLA
Credit will be to ACB Control GLA
∗ The net amount will be directly debited and will appear on the bank statement; the
generating program will create a Cash Book journal to debit ACB Control and credit
Bank.
∗ The same TT is used for Bond Payments via ACB, and will result in a Cash Book
journal to debit Bond Control and credit Bank.
• It is important that the above TT's are created before the first generation of cheques is
attempted. The generation program will verify that TT's have been linked to the events as
above. If not, the program will terminate with the message: “TT's are not linked to
events or TT's incorrectly specified” . In this case cheques will not be generated, nor
will a “Q” record be created.
•
A control report provides subtotals per TT, allowing the following comparisons:
− the total of TT's 993, 995, 996 and 997 will equal the amount posted to the Salary
Control GLA under TT 994 for the current pay cycle;
− the cheques issued via CTS will contra the amounts posted to the Cash Control
account;
− the Cash Book journals will contra the amounts posted to the Transfer- and ACB
Control accounts.
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
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Chapter 6
When the option is executed, cheques will first be generated by paypoint within paydate as
per the sort sequence of option {FPRM-1}. A record will be generated in the Cheque
Subsystem for each person with payment method che(Q)ue, with the print indicator set to
null, indicating that this cheque has not yet been printed via option {FPRN-6}.
After cheques have been generated, the appropriate Cash Book- and GL journals will be
created.
A control list of generated cheques per paydate is produced, with subtotals per paydate
and report totals, as well as a control report for the generated Cash Book and GL
journals.
PLEASE NOTE: The ITS Financial System has one central table in which sequential
cheque numbers are generated automatically. The Payroll, Counter and Accounts Payable
Subsystems share this table. When a subsystem accesses this table, it “locks” it until the
particular program has finished, thereby denying access to either of the other two
subsystems.
Bearing in mind that Payroll and Accounts Payable cheque runs could be lengthy, it
becomes essential that the generation of cheques must be scheduled between the users of
these three subsystems in order to avoid unexpected, extremely long response times,
particularly for on-line users of the Counter Subsystem.
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 257 of 332
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Chapter 6
Generate Cheques: Control List {FPRN-5}
Upon entering this option, the user will be prompted for:
Previous Request:
A <LIST OF VALUES> is available and will list all previous report requests. Should the
user select one from the list, the answers supplied will default.
The user is then prompted for the following:
USER SELECTION:
The Payroll Calculation Sequence Number for which
cheques are to be generated is currently set as 3
Should this be incorrect, please supply the desired
Sequence No. now (N2), or press <Return> to accept this
current Sequence :
Date to appear on cheques per paydate
Are above date(s) correct ? (Y/N).
If (N)o, re-enter dates.
PRINT SEQUENCE: Within paydate as per indicator of option {FPRM-1}
SYSTEM SELECT:
All personnel members with payment method “Q” for
calc number of “Q” record in Run Cycle Control File.
03-JUL-2002 105216
Program : f86ccc.pc
INTEGRATED TERTIARY SOFTWARE
Page: 1
Control List Of Salary Cheques for Monthly Cycle : 200207 Calculation Number : 8
================================================================================
Generated on 03-JUL-2002
Employee
Pay
Pay Cheque
Cheque
Number Employee Name
Point Date Number
Date
Amount Bank and Branch
--------- ------------------------------------ ----- ---- ------ ----------- ------------------ ----------------------------------1
2
11100
11101
11997
20000601
ARCADIA
3
5659
5656
15610
MAFUMA, T.H.O
VAN JAARSVELD-JONES, W
Mostert, B
Eleven, V
Eleven, VV
TEST, T
0001
0001
0001
0001
0001
1
1
1
1
1
0001
5052
5053
5054
5055
5056
1
31-jul-2000
31-jul-2000
31-jul-2000
31-jul-2000
31-jul-2000
5057 31-jul-2000
GORDON, Q
PROCTOR, L
LEADBEAD, ENG
LE ROUX, D
0004
3000
6030
6030
1
1
1
1
5058
5059
5060
5061
31-jul-2000
31-jul-2000
31-jul-2000
31-jul-2000
10670.67
24447.73
15920.11
15025.07
-----------------186979.71
5062 31-jul-2000
14302.94
1
14302.94
Paydate
1 :
8 Johnson, C
-----------------Paydate 2 :
Number of Cheques Generated =>
0001
2
Number of Cheques Generated =>
10
5056.67 1004 NEDBANK YEOVILLE
11492.80
13333.33
44265.24
37367.66
9400.43 10845 STANDARD BANK
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 258 of 332
Monthly Run
Chapter 6
Total Number of Cheques Generated =>
03-JUL-2002 105216
f86ccc.pc
GLA Code
Post Date
F001
F001
9350
9351
03-JUL-2000
03-JUL-2000
F001
F001
F001
F001
9350
9354
9354
7320
03-JUL-2000
03-JUL-2000
03-JUL-2000
03-JUL-2000
-----------------201282.65
11
INTEGRATED TERTIARY SOFTWARE
Payroll Payment Postings and Cash Book Journals
For Pay Monthly Cycle 200207 and Calculation No. 8
Trans
Type
Description
Reference
993
993
DEBIT SALARY CONTROL
CREDIT BANK GLA
PR-CHEQUES
PR-CHEQUES
997
997
997
997
DEBIT
CREDIT
DEBIT
CREDIT
PR-ACB
PR-ACB
PR-ACB
PR-ACB
SALARY CONTROL
ACB CONTROL
ACB CONTROL
BANK GLA
Page: 1
Debit
Credit
201282.65
0.00
0.00
201282.65
15050.87
0.00
15050.87
0.00
0.00
15050.87
0.00
15050.87
******** END OF PAYROLL POSTINGS ********
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 259 of 332
Monthly Run
6.22.
Chapter 6
PRINT CHEQUES {FPRN-6} Ä
Salary cheques are produced for all employees whose payment method is set to che(Q)ue,
in the language of preference of the employee. The print run must, of course, be preceded
by the generation of cheques via option {FPRN-5}.
The system will set the print indicator to “Y”es for each cheque as the print file is
generated, and save the associated pre-printed cheque number to facilitate bank
reconciliation.
• When the option is executed, the user can supply the starting pre-printed cheque
number, or accept the current starting value as per {FCSM-5}. If the system finds that a
pre-printed cheque number already exists which is greater than the starting number
provided, the user has the opportunity of continuing or terminating the run. Hereafter, an
opportunity is given to line up the pre-printed cheque stationery, after which the system
displays the cycle and calc number for which cheques will be printed. If this is incorrect,
the user can terminate the run, or else supply the paydate (or “ALL” ) for which cheques
must be printed.
Control totals per paydate are provided on the screen at the end of the run, for comparison
with the totals from the cheque generation run. The user must acknowledge these totals
with a <RETURN>.
In view of the tight control that must be exercised over pre-printed cheques, provision must
be made for paper jams or other mishaps during the print run. Should such an event occur,
the balance of the cheques must be printed after the problem has been rectified. The
Salaries Officer can then individually reset the print indicator for the damaged cheques to
“N”o via option {FPRM-7}, after which the cheque print option {FPRN-6} is repeated,
now printing only those cheques that were damaged.
Upon entering this option, the user will be prompted for:
Previous Request:
A <LIST OF VALUES> is available and will list all previous report requests. Should the
user select one from the list, the answers supplied will default.
The user is then prompted for the following:
USER SELECTION:
Start pre-printed cheque number
Paydate or “ALL”
PRINT SEQUENCE: In cheque number sequence as generated by {FPRN -5}
SYSTEM SELECT:
All cheque payees for calc number of “Q” record in Run
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 260 of 332
Monthly Run
Chapter 6
Cycle Control File, and for above paydate(s), for whom
cheques have not yet been printed.
K B LAVALLE
134
15/05/2002
001306
ZERO
ZERO
ZERO
ZERO
FIVE
EIGHT
NINE
THREE
19 ****5893.19
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 261 of 332
Monthly Run
Chapter 6
PRINT CHEQUES NEW STANDARD FORMAT 95 {FPRN-21} Ä
6.23.
When this option is executed, the system will respond with:
Enter the Cash Book ID Code:
Do you want the remittance advice with the cheque (Y/N)
Enter the starting pre-printed cheque number (N6) or
<RETURN> if the pre-printed cheque number is xxxxxx
(where xxxxxx is the number selected from {FCSMN-5}, a systemsmaintained number).
“If you intend printing these cheques on pre-printed paper, please make sure
that the cheques are lined up correctly, before proceeding.
Press <RETURN> to continue”
The system will ask for a new or old cheque format (Y/N)
When (Y)es or (N)o is replied, the system will print all those cheques that have not
previously been printed. It will, simultaneously, mark these cheques as printed in the
“Generated Payment Table”, option {FAPMN -1}.
CREATE FILE FOR ACB TAPE {FPRN-7} Ä
6.24.
This option allows the creation of the ACB tape file in the format, which applies from April
1993 when the ACB and BDB services merged.
The file will contain records for all employees whose payment method is (T)ape Transfer
to a Bank or a Building Society account. Option {FPRNR1 -21} will provide a report of
this information (refer Section 6.19 below).
Execution of this option must be preceded by the generation of cheques as per option
{FPRN-5}.
Upon execution of the option, the system will request the following:
∗
Supply 1 of 9 Calculation Numbers (9) or [RETURN] :
∗
Supply 1 of 99 Calc. Sequence Numbers or [RETURN] :
∗
Must Calc No 8,Sequence 1 be INCLUDED in tape ? (Y/N)
∗ Supply 2 of 99 Calc. Sequence Numbers or [RETURN] :
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 262 of 332
Monthly Run
Chapter 6
∗ Supply 2 of 9 Calculation Numbers (9) or [RETURN] :
∗ “First Action Date (DD-MON-YY)”:
the earliest date on which payment may be effectively transferred; both net salaries
and bond repayments may be credited on this date.
∗ Enter Pay Date Number. 1 or 2 :
∗ “Purge Date (DD-MON-YY)”:
the date on which the ACB organisation may delete the records from their
database.
∗ “Is this a Test Tape ? (Y/N)” :
if the answer is “Y”es, the program will insert the characters “TEST” as per the
ACB instructions into the ACB tape file listing and DCV (every user is allowed two test
tapes which will be validated by the Bureau free of charge).
∗ “Is the above input correct ? (Y/N)”:
if the answer is “Y”es, the program executes, otherwise it takes the user back to the
first date input.
The system will generate the UNIX file for the ACB tape (called “acb.tape ”), thereafter
listing the file on the system printer. This printout should accompany the tape to the
Bureau. A “Tape Delivery Advice (TDA)” and “Data Control Voucher (DCV)” are
also produced in duplicate, for submission to the bureau. In addition, the “ ACB Itemand Aggregate Limit Report ” flags items and totals that exceed these limits, and the
“ ACB Tape Summary Report” shows a breakdown of salary- and bond credits per
bank/building society per paydate, to allow easy reconciliation with E/D Detail reports.
The system checks for invalid account numbers and payment types, with explicit error
messages on the tape listing. If any errors are encountered, the User Generation Number
and Installation Generation Number in option {FCSMN-5} will not be increased. If the
Aggregate Value Limit or the Credit Item Limit is exceeded, a clear warning message to
this effect is produced after the DCV, thus allowing sufficient time for making arrangements
with the bureau (refer Section 2.1).
To create the physical ACB tape, the technical staff should use the following UNIX
commands:
dd^if=acb.tape^of=/dev/”tape^device”^bs=1800^cbs=180^conv=ebcdic
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 263 of 332
Monthly Run
Chapter 6
The character ^ indicates a space. The command cbs=180 will pad records to 180
characters with spaces.
ACB Tape Listing
021001ITSACB.*02340021931021931031111618000180MAGTAPE
0402349310219310319310159310270000011116TWO DAY
1002010312345678901023400000105020390000010101100000929711931015610000ITSACB...* SALARY
00
000000000000000000
21
1002010312345678901023400000201030490202020202100000873374931015610000ITSACB...* SALARIS
JAARSVELD-JONES W
00
000000000000000000
21
1002010312345678901023400000363200590303030303200000535081931015610000ITSACB...* SALARY
00
000000000000000000
21
1002010312345678901023400000414710590034343434100000548153931015610000ITSACB...* SALARY
00
000000000000000000
21
1002010312345678901023400000503020395656565656200000441028931015610000ITSACB...* SALARY
00
000000000000000000
21
1002010312345678901023400000604020397676767676300000321549931015610000ITSACB...* SALARIS
00
000000000000000000
21
1002010312345678901023400000704020390000180180100000174261931015610000ITSACB...* SALARY
00
000000000000000000
21
1002010312345678901023400000872002690195195195300000426104931015610000ITSACB...* SALARY
00
000000000000000000
21
1002010312345678901023400000942000590220220220200000400543931015610000ITSACB...* SALARY
00
000000000000000000
21
1002010312345678901023400001002020390234234234100000332563931015610000ITSACB...* SALARIS
00
000000000000000000
21
1002010312345678901023400001173004590000000456300000306276931015610000ITSACB...* SALARY
00
000000000000000000
21
1002010312345678901023400001200010390087123765100000530667931015610000ITSACB...* SALARIS
M
00
000000000000000000
21
1202010312345678901023400001302010312345678901100005819310931015100000ITSACB...*CONTRA
TERTIARY SOFTWARE
1002010312345678901023400001463200590404040404200000435192931027610000ITSACB...* SALARIS
00
000000000000000000
21
1002010312345678901023400001502020390190190190100000489871931027610000ITSACB...* SALARY
00
000000000000000000
21
1202010312345678901023400001602010312345678901100000925063931027100000ITSACB...*CONTRA
TERTIARY SOFTWARE
1002010312345678901023400001700010211111111111100000111100931015640000ITSACB...* BOND
00
000000000000000000
21
1002010312345678901023400001800010222222222222100000022200931015640000ITSACB...* VERBAND
1
MAGNIFICUS A
2
VAN
3
GORDON Q
34
LAVOUSEUR B K
56
FARRADAY R
76
MILLIKAN RA
180
SMITH V
195
LAPLACE C
220
BOOL OP
234
ANGSTROM A
456
BOHR NN
8000
VAN JAARSVELD
INTEGRATED
4
BESTER B
190
DARWIN C
INTEGRATED
1
MAGNIFICUS A
2
VAN
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 264 of 332
Monthly Run
Chapter 6
JAARSVELD-JONES W
00
000000000000000000
21
1002010312345678901023400001942000595656565656200000015600931015640000ITSACB...* BOND
00
000000000000000000
21
1202010312345678901023400002002010312345678901100000148900931015100000ITSACB...*CONTRA
TERTIARY SOFTWARE
1002010312345678901023400002100010290101010101100000011100931027640000ITSACB...* BOND
00
000000000000000000
21
1002010312345678901023400002276000500000000000400000017600931027640000ITSACB...* VERBAND
00
000007676767676767
21
1202010312345678901023400002302010312345678901100000028700931027100000ITSACB...*CONTRA
TERTIARY SOFTWARE
900234000001000000000000000000000004000019000004000006921973000006921973620445223477
920234000001000023931015931027000004000019000004000006921973000006921973620445223477
941001ITSACB.*02340021931021931031111618000180MAGTAPE
000003000028000002
56
FARRADAY R
INTEGRATED
1
76
MAGNIFICUS A
MILLIKAN RA
INTEGRATED
ACB TDA and DCV
ACB TAPE DELIVERY ADVICE (TDA)
==============================
DATE :
20021021
SUBMITTED BY : INTEGRATED TERTIARY SOFTWARE
TDA
VOLUME TAPE SERIAL
NUMBER NUMBER
NUMBER
00001
1001
ITSACB.*
INST I.D.
CODE
INST
GEN NO.
0234
1116
ACTION DATES
FIRST
LAST
931015
931027
SIGNED ON BEHALF OF ACB BY
:
TAPE STANDARD :
TIME :
9 TRACK 1600 BPI / 6250 BPI
RUN TYPE :
LIVE / TEST
SPECIAL INSTRUCTIONS :
TOTAL NUMBER OF DCV's :
DATE RECEIVED :
SIGNATURE :
1
(Accompanied by this TDA)
-------------------------------------------------------------------------------------------------------------------------------ACB DATA CONTROL VOUCHER (DCV)
==============================
USER NAME :
INTEGRATED TERTIARY SOFTWARE
TOTAL
TOTAL
TOTAL
HASH TOTAL :
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 265 of 332
Monthly Run
Chapter 6
USER
CODE
VALUE OF
DEBITS
VALUE OF
CREDITS
NO. OF
ENTRIES
HOMING ACCT
NOS
USER
GEN NO
0234
000000000000
000006921973
000019
620445223477
1116
ACTION DATES
FIRST
LAST
931015
931027
TDA
NUMBER
00001
SERVICE TYPE :
TWO DAY
SIGNED ON BEHALF OF USERS BY :
NAME :
DATE :
SIGNATURE :
ACB Item- and Aggregate Limit Report
21-OCT-93 17:03:20
Program: f9Zccc.pc
INTEGRATED TERTIARY SOFTWARE
PAGE : 1
ACB ITEM- AND AGGREGATE LIMIT REPORT FOR CYCLE 9310(1)
==============================================
PERSON
-----1 MAGNIFICUS A
2 VAN JAARSVELD-JONES W
TRAN
TYPE
----
PAYDATE
---------
CREDIT
------
ITEM LIMIT
----------
EXCESS
------
SALARY
SALARY
15-OCT-93
15-OCT-93
9297.11
8733.74
8000.00
8000.00
1297.11
733.74
NUMBER OF ITEMS EXCEEDING LIMIT = 2
******************************************************************************************************************************
NOTE: Total credits
59682.10 for FIRST Paydate 15-OCT-93 exceeds Aggregate Value Limit
55000.00 by
4682.10
******************************************************************************************************************************
ACB Tape Summary Report
21-OCT-93 17:03:20
Program: f9Zccc.pc
INTEGRATED TERTIARY SOFTWARE
ACB TAPE SUMMARY REPORT FOR CYCLE 9310(1)
=================================
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 266 of 332
Monthly Run
Chapter 6
SALARY
------
PAYDATES
--------
BANK / BUILDING SOCIETY
15-OCT-93
27-OCT-93
17366.04
4898.71
NEDBANK
5481.53
0.00
VOLKSKAS BANK
4410.28
0.00
FRENCH BANK OF SOUTHERN AFRICA
4958.10
0.00
TRUST BANK
9297.11
0.00
ALLIED BANK
4005.43
0.00
NBS BANK LTD
4261.04
0.00
SAAMBOU BANK
3062.76
0.00
UNITED BANK
5350.81
4351.92
-------------
-------------
58193.10
9250.63
TOTAL
STANDARD BANK
22264.75
5481.53
4410.28
4958.10
9297.11
4005.43
4261.04
3062.76
9702.73
------
------TOTAL SALARY
67443.73
BONDS
-----
PAYDATES
--------
BANK / BUILDING SOCIETY
15-OCT-93
27-OCT-93
1333.00
111.00
156.00
0.00
0.00
176.00
-------------
-------------
1489.00
287.00
-------------
-------------
59682.10
9537.63
=============
=============
TOTAL
STANDARD BANK
1444.00
ALLIED BANK
156.00
PERM
176.00
------
------TOTAL BONDS
1776.00
------
------TOTAL SALARY / BONDS
69219.73
=============
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 267 of 332
Monthly Run
6.25.
Chapter 6
PAYMENT ANALYSIS {FPRNR2-3} Ä
This option prints a Payment Analysis by Payment Method. The total of this report should
agree with the payslip net total.
It also indicates the total of payments that are not allocated to one of the allowed
payment methods, and provides an exception report of employees with negative net
pay for this pay cycle, indicating their payment methods; a total is given. Employees with
positive net pay less than a user-stipulated minimum, e.g. 10-00, are flagged with a
string of asterisks.
Appropriate diagnostic messages with instructions for remedial action are provided.
The report will assist the Salaries Section in its cash reconciliation, and in identifying small
net payovers that result from out-of-balance adjustments.
Upon entering this option, the user will be prompted for:
Previous Request:
A <LIST OF VALUES> is available and will list all previous report requests. Should the
user select one from the list, the answers supplied will default.
The user is then prompted for the following:
USER SELECTION:
The 'C' Cycle on {FPRM -2} is set for Monthly Cycle
200207
Supply Calculation Sequence Number (1-9) :
Minimum net pay to be flagged
PRINT SEQUENCE: Personnel number sequence
SYSTEM SELECT:
As above, for transactions in cycle and calc number of
“C” record in Run Cycle Control File.
Payment Analysis
03-JUL-2002 12:25:53
f8Cccc.pc
INTEGRATED TERTIARY SOFTWARE
Payment Analysis
for Monthly Cycle : 200207 (01-JUL-2002 / 31-JUL-2002), Calc Number : 8
By ACB Tape Transfer
15050.87
1 payees
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 268 of 332
Monthly Run
Chapter 6
By Bank Transfer
By Cheque
By Cash
Unallocated
TOTAL PAYMENT
0.00
201282.65
0.00
0.00
-----------216333.52
============
0
11
0
0
----12
=====
Employees with zero payslips
=
0
Active employees
=
12
Total of Negative Payslips
---------0.00
==========
payees
payees
payees
payees
payees
No. of Negative Payslips = 0
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 269 of 332
Monthly Run
Chapter 6
PAY DISTRIBUTION LIST {FPRNR2-4} Ä
6.26.
This report identifies the paydate, paypoint and Paymaster. Space is provided for each
person's signature, to acknowledge receipt of his/her payslip.
People who are not linked to valid paypoints, are linked to an “Unknown” pay point.
Upon entering this option, the user will be prompted for:
Previous Request:
A <LIST OF VALUES> is available and will list all previous report requests. Should the
user select one from the list, the answers supplied will default.
The user is then prompted for the following:
USER SELECTION:
Include up to 10 paypoints or ALL
If ALL, exclude up to 10 paypoints
PRINT SEQUENCE: Within paydate / paypoint / payment method, personnel
according to the setting of the sort sequence indicator in
option {FPRM-1}.
SYSTEM SELECT:
All payees for cycle and calc number of “C” record in
Run Cycle Control File
The Payslips, Cheques and Coinage Analysis are produced in the same sequence, for
ease of handling and reconciliation.
Date : 03-JUL-2002 12:27
Program : f8Lrpt.rdf
Paydate Number :
Pay Point :
Responsible Person :
Number
-------
INTEGRATED TERTIARY SOFTWARE
Pay Distribution List For Cycle : 200207
Calculation Number : 8
Paypoints Included : all
Paypoints Excluded :
---------------------------------------------
Page No : 1
1
0001 CHEMISTRY DEPT
2525 Mrs ZX Peters
Title Initials Surname
----- -------- ------------------------------
Signature
--------------------
Pay Method = > Q CHEQUE
1
Dr.
T.H.O
Mafuma
____________________
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 270 of 332
Monthly Run
Chapter 6
2
Dr.
W
Van Jaarsveld-Jones
____________________
11100
Mr
B
Mostert
____________________
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 271 of 332
Monthly Run
Chapter 6
TAPE TRANSFERS REPORT {FPRNR1-21} Ä
6.27.
This report reflects the automated transfers of salaries to Banks and Building Societies on
behalf of personnel, either in summary only or in detail plus summary. The example is
detail plus summary.
USER SELECTION:
Report in (S )ummary or (D)etail
Supply the paydates
Please supply the calc sequence number (N2) [Default latest]
:
PRINT SEQUENCE: Within paydate / bank code / branch code, personnel
according to the setting of the sort sequence indicator in
option {FPRM-1}.
SYSTEM SELECT:
Program: f8Accc.pc
All personnel with payment method (T)ransfer in cycle and
calc number of “C” record in Run Cycle Control File
Bank Detail (TAPE Transfers)
Paydate : 31-jul-2002
====================================================
For Monthly Cycle : 200207 (01-JUL-2002 / 31-JUL-2002) Calculation No. : 8
BANK : 30 VOLKSKAS BANK ARCADIA, PRETORIA 334945
Employee Number
--------------15609
Employee Name
-------------
Bank Account Number
------------------------
VAN DER WALT H.P.
123333212
Total Transactions = 1
Amount
------
15050.87
------------------**** Total For Bank/Branch ****
15050.87
===================
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 272 of 332
Monthly Run
Chapter 6
Tape Transfers Report: Bank Summary {FPRNR1-21}
Date: 03-JUL-2002 12:31
Program: f8Accc.pc
Bank Number
Transactions
-----------30
INTEGRATED TERTIARY SOFTWARE
Bank Summary (TAPE Transfers)
Paydate : 31-jul-2002
=====================================================
For Monthly Cycle : 200207 (01-JUL-2002 / 31-JUL-2002) Calculation No. : 8
Bank Name
---------
VOLKSKAS BANK
Branch Name
-----------
ARCADIA, PRETORIA
Page: 1
Bank IT Number
--------------
334945
Amount
------ ----------
15050.87
1
------------------- ------15050.87
1
=================== =======
------------------- ------*** Total For Calculation Number 8 ***
15050.87
1
=================== =======
** Total for Paydate 31-jul-2000 **
*** END OF REPORT ***
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 273 of 332
Monthly Run
6.28.
Chapter 6
BANK TRANSFERS REPORT {FPRNR1-22} Ä
This report reflects the (M ) transfers to Banks and Building Societies on behalf of
personnel, either in summary only or in detail plus summary, and may be used as a covering
advice when the money is paid across to the financial institutions.
It is similar to report {FPRNR1-21} for Tape Transfers, hence no sample output is given.
6.29.
COINAGE ANALYSIS FOR BANK {FPRNR1-23} Ä
This report to the institution’s Bank, as defined in option {FCSM-5}, will contain records
for every employee who is paid in (C)ash.
The report is produced per paypoint, with subtotals per paypoint. A summary report is
produced for the Bank.
Execution of this option must be preceded by the generation of cheques as per option
{FPRN-5}.
USER SELECTION:
The paydates on which money will be required
PRINT SEQUENCE: Within paydate / paypoint, personnel according to the
setting of the sort sequence indicator in option
{FPRM-1}.
SYSTEM SELECT:
All cash payees in cycle and calc number of “Q” record in
Run Cycle Control File
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 274 of 332
Monthly Run
Chapter 6
Coinage Analysis for Bank {FPRNR1-23}
07-AUG-2002 20:32:40
Program: f8Gccc.pc
COINAGE ANALYSIS BY PAYPOINT FOR CYCLE : 200207, CALC NUMBER : 1, PAYDATE : 25-AUG-2002
----------------------------------------------------------------------------------INTEGRATED TERTIARY SOFTWARE
PAGE : 1
PAYPOINT: 0001 CHEMISTRY DEPT
-------DENOMINATION
Personnel Detail
50
20
10
5
2
1
.50
.20
.10
.05
.02
.01
TOTAL
--------------------------------------------------------------------------------------------------------------------------------7 Mr J Bond
120 |
1 |
0 |
0 |
1 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
6022.00
--------------------------------------------------------------------------------------------------------------------------------2804 Mr MR Malatji
53 |
1 |
0 |
0 |
0 |
1 |
0 |
0 |
0 |
0 |
0 |
0 |
2671.00
--------------------------------------------------------------------------------------------------------------------------------===================================================================================
SUBTOTAL FOR: CHEMISTRY DEPT
173 |
2 |
0 |
0 |
1 |
1 |
8693.00
============
===================================================================================
0 |
0 |
0 |
0 |
0 |
0 |
..............................................................................................................................
..
07-AUG-2002 20:32:40
Program: f8Gccc.pc
PAYPOINT:
--------
0002
COINAGE ANALYSIS BY PAYPOINT FOR CYCLE : 200207, CALC NUMBER : 1, PAYDATE : 25-Aug-2002
----------------------------------------------------------------------------------INTEGRATED TERTIARY SOFTWARE
PAGE : 1
PHYSICS DEPT
DENOMINATION
Personnel Detail
50
20
10
5
2
1
.50
.20
.10
.05
.02
.01
TOTAL
--------------------------------------------------------------------------------------------------------------------------------55555 Ms Y Carter
30 |
0 |
0 |
0 |
2 |
0 |
0 |
0 |
0 |
0 |
0 |
0 |
1504.00
--------------------------------------------------------------------------------------------------------------------------------===================================================================================
SUBTOTAL FOR: PHYSICS DEPT
30 |
0 |
0 |
0 |
2 |
0 |
1504.00
============
===================================================================================
0 |
0 |
0 |
0 |
0 |
0 |
..............................................................................................................................
..
07-AUG-2002 20:32:40
Program: f8Gccc.pc
COINAGE ANALYSIS BY PAYPOINT FOR CYCLE : 200207, CALC NUMBER : 1, PAYDATE : 25-Aug-2002
-----------------------------------------------------------------------------------
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 275 of 332
PAGE : 1
Monthly Run
Chapter 6
INTEGRATED TERTIARY SOFTWARE
50
20
10
5
DENOMINATION
2
1
.50
.20
.10
.05
.02
.01
TOTAL
***********************************************************************************
TOTAL CASH REQUIRED on 25-MAR-92
203 |
2 |
0 |
0 |
3 |
1 |
10197.00
0 |
0 |
0 |
0 |
0 |
***********************************************************************************
Coinage Analysis: Letter to Bank
07-AUG-2002 20:32:40 COINAGE ANALYSIS FOR CYCLE : 2002075, CALC NUMBER : 1, PAYDATE : 25-AUG-2002
----------------------------------------------------------------------INTEGRATED TERTIARY SOFTWARE
The Manager,
First National Bank
Central
Dear Sir
Kindly arrange for the preparation of the following cash to be collected on 25-MAR-92,
and debit the amount to our account no. 12345678901:
50
20
10
5
DENOMINATION
2
1
.50
.20
.10
.05
.02
.01
TOTAL
***********************************************************************************
TOTAL CASH REQUIRED
203 |
2 |
0 |
0 |
3 |
1 |
0 |
0 |
0 |
0 |
0 |
10197.00
0 |
***********************************************************************************
Thank you
SIGNED BY
DATE
PREPARED BY
DATE
COLLECTED BY
DATE
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 276 of 332
0 |
Monthly Run
6.30.
Chapter 6
IRP4 TAX REMITTANCE RETURN {FPRNR1-24} Ä
The information on this report is used to complete the monthly RSA “Employees Tax
Remittance Return”, form IRP4.
USER SELECTION:
None
PRINT SEQUENCE: Receiver of Revenue code sequence
SYSTEM SELECT:
All transactions coded to tax boxes on the IRP5 for the
cycle of the “C” record on the Run Cycle Control File
NOTE: Transactions, which are not allocated to a valid Receiver, are totalled as
“Unallocated”. The user should check for null or invalid Receiver Codes in option {FPRI1}, and correct such cases to ensure that the IRP5's will be correct.
Date :
03-JUL-2002 12:32
INTEGRATED TERTIARY SOFTWARE
Program: f8Occc.pc
IRP4 Tax Remittance Detail For Cycle : 200207
=============================================
Receiver
Code
---0001
9090
Receiver
Name
---PRETORIA
RUSTENBURG
Total Allocated =>
Page : 1
Amount
Paid Over
--------47451.13
5557.70
-----------53008.83
============
Total Unallocated =>
-----------32953.13
============
Total Per Detail For P A Y E Deduction =>
-----------85961.96
============
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 277 of 332
Monthly Run
6.31.
Chapter 6
EARNING / DEDUCTION PER GLA {FPRNR1-25} Ä
The net total of this report, if drawn for ALL GLA's, must agree with the Payslip
Summary.
One posting is created per earning or deduction that was linked to the GLA.
∗ Any transactions, which must be posted to a GLA, which is not valid for the Financial
Year of the Payroll System, are printed, identifying the personnel number, E/D Code, GLA
code and amount. The total of all such transactions is given at the end of the report. They
will be posted to the GL by {FGLP-5} even though the GLA('s) are inactive for the
current financial year.
∗ It must be noted that the totals of this report need not necessarily correspond with the
“Post to GL” totals from {FGLP-5}. The reason being that the former reflects only
transactions generated during the current pay cycle, whereas the latter will post all
transactions generated since the previous posting date, i.e. also late transactions for
previous pay cycles that have been generated since the previous posting. Report
{FGLPR1-2} can reconstruct the detail of summary postings to GL, thus facilitating
reconciliation between the two reports, particularly as regards late rollbacks and calcs.
USER SELECTION:
Calculation number or entire cycle
Include up to 10 Cost Centres or ALL
If ALL, then exclude up to 10 cost centres
Account Code or ALL
PRINT SEQUENCE: GLA Code sequence
SYSTEM SELECT:
All transactions for cycle of “C” record in Run Cycle
Control File for given calc number
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 278 of 332
Monthly Run
Chapter 6
Earning/Deduction per GLA {FPRNR1-25}
Program : f8Frpt.rdf
General Ledger Summary Per Earning/Deduction
-------------------------------------------For Monthly Cycle 200207 ( 01-JUL-2002 / 31-JUL-2002 ) Calculation Number : ALL
GL Allocation : E010 9479 LOGISTICAL SERVICES Creditors Control Ac
Earn/Ded
Code
---9901
1 Posting(s)
Earn/Ded
Type
---D
Earning/Deduction
Name
---SUNDRY DONATION
Total For GLA E010 9479 =>
Amount
------900.00
-----------900.00
===========
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 279 of 332
Monthly Run
6.32.
Chapter 6
SALARY SUMMARY PER STATS CATEGORY {FPRNR1-26} Ä
This report reflects the salary costs in the same format as STATS Table 4.07.
∗ For an earning or deduction to be included in this report, it must be linked to a
STATS Row Code and the “Include in STATS Gross” indicator must be set to “Y”es
in option {FPRG-6}. The report thus reflects the “STATS Gross Salary”.
The nature of compensation is listed on the vertical axis, each of the rows representing a
STATS Row Code. The horizontal axis represents the personnel categories as specified in
the biographical detail when creating a personnel record. The detailed definition of
personnel categories can be found in SAPSE Manual 007, page 7.
The earnings of people who are linked to personnel category 8 can appear in one of two
columns:
− “Unclassified”, if the “Include in STATS” indicator on the cost centre of the person's
post = ( Y)es (e.g. pensioners);
− “Cat. 8 Excluded from STATS”, if the indicator = (N )o, since such earnings are
excluded from STATS Gross.
∗ The program will abort if it finds any person with a null personnel category, or
with a category not in the range 1 through 8. It will also abort if it finds salary
transactions for a person, but no personnel biographical record.
Please note that the total earnings as per this report need not equal the total gross earnings
as per the Payslip Summary for the corresponding period, and will typically be smaller.
The reason is twofold: there may be deductions that are included for STATS, e.g.
“recovery of overpaid salary”, and there may be non-printable earnings that are not
included for STATS, e.g. “Travel Allowance Control”.
∗ Report {FPRIR-4}, “Compensation Summary” can provide the STATS Gross
Earnings per person per month, if it is requested for all personnel categories and the
corresponding period.
USER SELECTION:
Report on (W)eekly or (M)onthly Paid Personnel : [M]
Supply Start Monthly Cycle (YYYYMM) :
Supply End Monthly Cycle (YYYYMM) :
PRINT SEQUENCE: As above
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 280 of 332
Monthly Run
SYSTEM SELECT:
Chapter 6
See above
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 281 of 332
Monthly Run
Chapter 6
Salary Summary per STATS Category
03-JUL-2002 12:36
f8Sccc.pc
INTEGRATED TERTIARY SOFTWARE
Page : 1 of 2
Compensation Summary per Personnel Category
for Monthly Period 200007 to 200207 (01-JUL-2002 / 31-JUL-2002)
Instr/
Ex/Adm/
Spec/
Non-Prof
Res
Man
Supp
Techn
Adm
<---- Type of Compensation ----->
Prof
Prof
Prof
Empl
Empl
================================= =========== =========== =========== =========== ===========
1. SALARIES
2. Permanent Staff
3. Other Staff
126458.26
80095.91
1000.00
62186.99
44550.00
0.00
54164.38
33000.00
0.00
0.00
0.00
0.00
13333.33
13333.33
0.00
1666.67
0.00
1666.67
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
8. EMPL CONTR: EXT INSUR SCHEMES
9. WCA
10. UIF
11. Group Insurance
12. Accident Insurance
13. Other Non-Statutory Schemes
291.85
89.25
0.00
0.00
202.60
0.00
171.48
16.48
0.00
0.00
155.00
0.00
16.48
16.48
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
14. EMPL CONT EXT PENS/PROV FUNDS
15. Pens/Prov Fnds: Assoc Inst
16. Other
6085.26
5652.78
432.48
222.75
0.00
222.75
165.00
0.00
165.00
0.00
0.00
0.00
66.67
0.00
66.67
17. EMPL PMTS: RETIR MEMB & DEPS
18. Leave Gratuity Payments
19. Ex Gratia Payments
20. Suppl Pens/Prov Fnd Paymts
21. Pens Paymt: Unsk Workers
22. Other
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
23. COMPENSATION i.r.o. EXAMS
24. Examiners' Fees
25. Invigilators' Fees
26. Other
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
27. ADDITIONAL BONUSES TO STAFF
0.00
0.00
0.00
0.00
0.00
1000.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
0.00
4. SERV BON,
5. Service
6. Housing
7. Medical
HOUS SUBS, MED AID
Bonus
Subsidy
Aid Fund
28. STAFF ALLOWANCES
29. 1.5-2.5% All: Prov Fnd Memb
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 282 of 332
Monthly Run
6.33.
Chapter 6
SALARY-RELATED AUDIT TRAIL {FPRNR1-27} Ä
A comprehensive audit trail is kept of manual changes to salary-related information
which were made in various options of the Personnel or Payroll Systems. Option {FPRM22}, Section 2.5, allows the user to “Clear the Audit Trail” .
Apart from serving as a permanent record of such changes, the audit trail can assist in
reconciling between pay runs.
The following categories of information are audited, all of which can have some influence
on various aspects of a salary calculation or the tax reports that are based on it:
1. Personnel Biographical Detail {PBOP-1}
−
−
−
−
−
−
Initials, Surname, Previous Surname
Birth date
Sex and Marital Status
Appointment and Resignation Dates
Appointment, Post and Rank Codes
Group Code
2. Pension Detail {PAOP-4b1}
−
−
−
−
−
−
Membership Number
Join and Resignation Dates
Revised Join Date
Pension Date
Advised Pension Date
Council Decision and Decision Date
3. Pension Bought Back Detail {PAOP-4b2}
−
−
−
−
Start and End Dates
Effective Days
Amount
Remark
4. Dependents {PBOP-7}
−
−
−
−
−
−
Name
Birth date
Gender
Type
Relationship
Tax- and Medical Dependence
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 283 of 332
Monthly Run
Chapter 6
5. Membership of Medical/Group {PAOP-5}
−
−
Membership Number
Join and End Dates
6. Salary Related Events:
Service Records {PBOP-2}:
−
−
−
Appointment and Resignation Dates
Post, Rank and Appointment Codes
Leave Package
Fixed Salary Information {FPRI-1}:
−
−
−
−
−
−
−
−
−
−
−
−
Notch and Barrier Notch
Increment Month and Date of First Increase
Bonus Month
Payment Method & Bank Account Type
Bank Account Number
Bank Branch Code
Calc Number and Paydate Number
Preferred Language
Receiver of Revenue, I.T. Number and Tax Status
Tax-on-bonus Indicator
Paypoint
Stop Pay Indicator, Start and End Cycles
7. ACB Bond Repayments {FPRI-2b2}
−
−
−
−
−
E/D Code
Account Type
Account Number
Bank Branch Code
Paydate Number
8. Global E/D's {FPRG-7} and E/D Types {FPRG-6}
9. Individual E/D's {FPRI-2}
−
−
−
−
−
−
−
−
−
−
−
−
IRP5 Number
Calc Method
Transaction Start and End Dates
Low and High Limit Amounts
Cost Centre and GL Account
Reference Number
Amount
Lookup Table
Reference Salary Level and E/D Code
Quantity
Percent
Fund Number
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
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Chapter 6
10. Claims against Secondary Posts {PAOP-3}
−
−
−
−
−
−
−
−
−
−
−
−
−
Secondary Post Code
Start and End Dates of Contract
GLA
Contract number
Contract Rate
Max. Quantity
Monthly Claim
Max. Amount Allocated
E/D Code
Pay Cycle
Salary Level
Amount
Quantity
11. Discontinued
12. Allocation of Scales - Ranks {FPRG-2}
13. Scale Detail {FPRG-1}
14. Personal Salary Scales {FPRI-3}
Option {FPRNR1-27} prints the audit report, and is executed as follows:
USER SELECTION:
PLEASE ENTER YOUR SELECTION
1. Biographical Detail
2. Pension Detail
3. Pension Bought Back Detail
4. Dependents
5. Membership of Medical/Group
6. Salary-Related Events
7. ACB Bond Repayments
8. Global E/D's
9. Individual E/D's
10. Claims against Secondary Posts
11. Discontinued
12. Allocation of Scales - Ranks
13. Scale Detail
14. Personal Salary Scales
99. All of the Above
100. Quit
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 285 of 332
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Chapter 6
YOUR SELECTION:
Enter 1st of 9 Events
Start and end dates
Department or “ALL”
Username or “ALL” (i.e. Oracle username)
Range of personnel numbers or “ALL”
PRINT SEQUENCE: Per user in date-time sequence
SYSTEM SELECT:
Within selected range all records in log file. If the system cannot
link a before and after image unambiguously, because too many changes were
<COMMIT>ted simultaneously, it will flag such an events with the comment **
Unmatched **.
The report will display all audited information for new records and deleted records, but for
records that have been changed, only those fields that have actually changed will be
shown. Each record is identified by the user who made the change and the date -time at
which it was done. A new record is flagged as “INSERT”, a deleted record as
“DELETE”, and changed records as “BEFORE” and “AFTER ”.
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 286 of 332
Monthly Run
Chapter 6
Salary-Related Audit Trail {FPRNR1-27}
02-AUG-2002 12:20:49
f8Zccc.pc
INTEGRATED TERTIARY SOFTWARE
AUDIT TRAIL OF EVENTS BETWEEN 02-AUG-2002 AND 02-AUG-2002
FOR PERSONNEL NUMBERS BETWEEN 180 AND 180 FOR DEPT ALL AND USER ALL
PAGE:
1
FOR EVENT : INDIVIDUAL E/D's
----------ACC = GL ACCOUNT
HL = HIGH LIMIT AMT
QUANTITY
RC = REFERENCE E/D
START DTE
AM = AMOUNT
IRP = IRP5 NUMBER
CC = COST CENTRE
LL = LOW LIMIT AMT
CM = CALC METHOD
LU = LOOKUP TABLE
EDC = E/D CODE
PC = PERCENT
FN = FUND
QT =
RE = REMARK
RSL = REF SAL LEVEL
SL = SALARY LEVEL
TED = TRANS END DATE
TSD = TRANS
USER
DATE AND TIME
STATUS
J
02-AUG-2002 11:25:59
INSERT
NO=0000180 EDC=0150 SL=11 IRP=1 CM=2 TSD=01-OCT-90 TED=31-OCT-90 LL=25.5 HL=10000 CC=F001 ACC=0211
RE=DAYS.MAX.........UPL AM=2000 LU= RSL=0 RC= QT= PC=100 FN=
02-AUG-2002 11:26:43
BEFORE
NO=0000180 EDC:0150 SL:11 RE=DAYS.MAX.........UPL
02-AUG-2002 11:26:43
AFTER
NO=0000180 EDC:0150 SL:11 RE=.....MAX.........UPL
02-AUG-2002 11:27:00
DELETE
NO=0000180 EDC=0150 SL=11 IRP=1 CM=2 TSD=01-OCT-90 TED=31-OCT-90 LL=25.5 HL=10000 CC=F001 ACC=0211
RE=.....MAX.........UPL AM=2000 LU= RSL=0 RC= QT= PC=100 FN=
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 287 of 332
Monthly Run
Chapter 6
MANAGEMENT REPORT {FPRNR2-22} Ä
6.34.
The structure of this report is specified in {FPRC-5} (refer to Section 3.5 for detail). It
provides comparison between the current and previous pay cycles, and also provides
year-to-date totals for comparison. The “Net Pay” totals will agree with the Payslip
Summary for the given pay cycles.
USER SELECTION:
Report code
Current pay cycle
Start pay cycle
Calc number or ALL
PRINT SEQUENCE: Report group sequence
SYSTEM SELECT:
03-AUG-2002 13:30:05
f8Yccc.pc
All transactions linked to report and falling within
specified period.
INTEGRATED TERTIARY SOFTWARE
PAGE:
MANAGEMENT REPORT CT : COUNCIL's CONTRIBUTIONS: TOTAL
FOR CALCULATION NUMBER : ALL
ITEM
DESCRIPTION
---------------------------------------
TOTAL FOR
200208
-----------
TOTAL FOR
200207
-----------
PERCENT
VARIANCE
--------
CUMULATIVE TOTAL
from 200201
----------------
2
BASIC SALARY: Permanent Staff
167520.00
217797.59
-23.08
1736221.86
3
BASIC SALARY: Temporary Staff
0.00
-0.31
0.00
7.08
5
BONUS
0.00
0.00
0.00
83671.96
6
HOUSING SUBSIDY
0.00
2834.57
0.00
15259.28
7
MEDICAL AID
0.00
120.00
0.00
2092.50
9
WORKMEN'S COMPENSATION
29.70
42.10
-29.45
297.12
198.45
275.00
-27.84
2370.65
10
UNEMPLOYMENT INSURANCE FUND
11
GROUP LIFE INSURANCE
0.00
0.00
0.00
0.00
12
DISABILITY INSURANCE
0.00
526.85
0.00
4868.35
15
PENSION FUNDS
0.00
7492.49
0.00
86689.82
32
OTHER
0.00
0.00
0.00
0.00
============
167748.15
============
229088.29
========
-26.78
================
1931478.62
REPORT TOTAL :
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 288 of 332
1
Monthly Run
NET PAY :
Chapter 6
170715.07
213502.14
-20.04
1603364.24
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 289 of 332
Monthly Run
6.35.
Chapter 6
SKILLS DEVELOPMENT REPORT {FPRNR2-6} Ä
This report may be used to determine the value of the Skills Levy that is to be paid for a
given payroll cycle.
USER SELECTION:
Enter The Year For The Skill Levy (N4):
Enter The Month For The Skill Levy (N2):
02-JUL-2002
PROGRAM: f7cccc.pc
INTEGRATED TERTIARY SOFTWARE
Skills Development Levy
For Year 2002 Month 6
PAGE : 1
--------------------------------------------------E/D
E/D Code Description
E/D Value
Code
---- ----------------------------------------0001 BASIC SALARY
26426.59
0100 PENSIONABLE ALLOWANCE - PERM
4002.66
E001 CARINA TEST
8400.00
-----------Total Remuneration Payable
38829.25
Total Employees this Period
Total Levy Payable
3
------------
-----------194.15
------------
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 290 of 332
Yearly Run
7.
Chapter 7
Ä
YEARLY RUN {FPRO-4}
These programs allow the user to print year-end tax reports, generate STATS Gross
Salary, and delete historical transactions .
A facility is also provided for linking new salary notches to employees following a general
salary increase.
Note that it is not necessary to take any special year-end action to reset the
accumulative totals on payslips. The program which prints payslips does this
automatically during the first month of a new tax year (refer Section 6.15).
7.1.
IRP5(C) REPORT {FPRY-3} Ä
This option has been discontinued.
7.2.
TAXABLE BENEFITS REPORT {FPRY-4} Ä
This option has been discontinued.
7.3.
EARNING / DEDUCTION SUMMARY {FPRY-21} Ä
This report may be produced in any month.
The totals on this report will equal the sum of the totals of the monthly Earning/Deduction
Summaries {FPRNR1-4/5} for the corresponding period.
The report can obviously be printed for either the Financial Year (i.e. the STATS Cycle, 1
January - 31 December) or the Tax Year (1 March - 28 February).
USER SELECTION:
Supply The Start Cycle (YYYYMM) For The Report :
Supply The End Cycle (YYYYMM) For The Report :
Supply Calculation Number (N1) or <Return> For Entire Pay Cycle :
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 291 of 332
Yearly Run
Chapter 7
Date : 05-JUL-2002
Program : f8Mrpt.rpt
INTEGRATED TERTIARY SOFTWARE
Page No : 1
Earning/Deduction Summary For The Period : 200203 To 200302
----------------------------------------------------------For Calculation Number : 8
-------------------------Earning/
Deduction Code
--------------
Earning/
Deduction Type
--------------
Earning/
Deduction Name
----------------------------------------
0001
0009
0010
0015
0055
0100
0150
1113
2330
3000
E
E
E
E
E
E
E
E
E
E
BASIC SALARY
TEST IRP5
ONE-TIME EARNINGS
KAAPTECH HOUSING ALLOWANCET
OVERTIME WORKING DAYS
PENSIONABLE ALLOWANCE - PERM
ANNUAL BONUS
ENTERTAINMENT ALL
BURSARIES
PENSION FUND 1: EMPLOYER CONT
Amount
-----------1223952.33
12000.00
643166.67
20000.04
295876.97
184631.88
28833.33
26100.00
12000.00
36442.94
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 292 of 332
Yearly Run
7.4.
Chapter 7
GENERATE STATS GROSS SALARY {FPRY-22} Ä
STATS Reporting on “Gross Salary” is based on the Financial Year, i.e. the STATS
Cycle 1 January -> 31 December (refer also Section 7.2 of Personnel System User
Manual TPS).
For management purposes the user may execute this option repeatedly, at any time during
the year, and for any number of months. The program will update the “STATS Gross
Salary” field in the personnel records {PAOP-8} only if the reporting period is the full
current STATS reporting year; otherwise, only a report is printed.
When the option is executed, the system indicates what the current STATS Reporting
Year is (as per the STATS Control File, option {STMNT-1}), and then requests start and
end month cycles. The “Gross Salary” is then calculated for each employee as per the
Earning/Deduction definitions in option {FPRG-6}.
For an earning or deduction to be included in the gross salary, it must be linked to a
STATS Row Code and the “Include in STATS Gross” indicator must be set to “Y”es.
Furthermore, for persons with personnel category 8, such earnings will be included in
the gross salary only if the “Include in STATS” indicator on the cost centre of the person's
post is set to (Y)es. Those people where the indicator is set to (N)o, are listed on a
separate report.
The report indicates the reporting period, the exact Gross Salary per employee and the
exact and rounded period totals. Employees without earnings during the reporting period
are not shown on this report.
When the amount is written into the “STATS Gross Salary” field (option {PAOP-8}), it is
rounded to the next Rand on 50 cents and above . A zero is written into the “STATS
Gross Salary” field for employees without earnings during the reporting period.
USER SELECTION:
Supply Start Cycle (YYYYMM):
Supply End Cycle (YYYYMM):
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 293 of 332
Yearly Run
Chapter 7
Generate STATS Gross Salary {FPRY-22}
05-JUL-2002
f8Eccc.pc
INTEGRATED TERTIARY SOFTWARE
Stats Gross for Period 200201 to 200212
----------------------
Person
Number Initials
------ -------4 B
7 J
403 MR
404 MR
406 MR
998 V
2711 B
2712 J
2713 S
2714 A
5656 ENG
5659 L
5901 M
15609 H.P.
15610 D
9000000 S
Surname
-----------------------------BOTHA
BOND
TEST MONTHLY FOR ENGLAND KCODE
TEST MONTHLY FOR ENGLAND LCODE
TEST FOR ENGLAND NIC
VENDA-TOETS
MEYER
BOSHOFF
NAGEL
VERMEULEN
LEADBEAD
PROCTOR
Watson
VAN DER WALT
LE ROUX
LEKWALE
Active Personnel =
05-JUL-2002
f8Eccc.pc
16
197943.09
197942.00
-1.09
INTEGRATED TERTIARY SOFTWARE
Gross for Period 200201 to 200212
----------------
Page:
Initials
--------
Excluded Personnel =
1
Gross
Earnings
--------51531.99
18483.86
7899.48
12809.97
214.98
4756.50
15378.96
4037.40
4207.40
4441.32
11168.57
40862.28
2333.33
3219.27
5417.78
11180.00
Total Exact Gross =
Total Rounded Gross =
Rounded - Exact =
Stats Gross NOT UPDATED for Personnel with
Person
Number
------
Page :
1
CATEGORY 8 and Post Cost Centre EXCLUDED from STATS
Gross
Earnings
--------=============
Total Gross =
0.00
Surname
-----------------------------0
***** END OF REPORT *****
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 294 of 332
Yearly Run
7.5.
Chapter 7
YEAR-END CLOSE {FPRY-23} Ä
This option should typically be executed after the tax certificates have been produced at
the end of a tax year.
∗ When the option is executed, the system will take the year of the “Y” record, “Yearly
Run and Reports”, in option {FPRM-2} as base year.
∗ The system will delete all transactions from the salary transaction file, the late
rollback file and the net earnings file. Transactions older than 24 months or the
minimum age to be retained in the Payroll System as defined in option {FCSM-2}
of the Financial Code Structure Subsystem, will be deleted. For example, if the “Y”
record is set to “1996” and the minimum age is 36 months, the system will delete all
records that were generated before 1993. If the minimum age is 24 months, the system
will delete all records that were generated before 1994.
∗ The system will also reset all the “Print IRP5 ” indicators of option {FPRI-1} to null.
If the user should deem it necessary to retain transactions older than this for statistical or
other reasons, the transactions should be archived to tape before this option is executed.
A control report is produced by this program, confirming that the deletions have been
performed for a given pay cycle. It could run for a fairly lengthy time, depending on the
size of the transaction file. It is linked to the batch processor.
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 295 of 332
Yearly Run
Chapter 7
PRODUCE IRP10A {FPRY-27} Ä
7.6.
IRP5 (and foreign equivalent) tax certificates are produced on pre-printed stationery as
prescribed by the respective Receivers of Revenue, for unbroken periods of service. A
person will receive as many IRP5's as the number of tax periods that applied to him/her
during the period for which IRP5's are being printed, up to a maximum of twelve per
year (refer Section 9.1).
∗ It is obvious from the above that the correctness of Personnel Service Records is
crucial for the production of correct Tax Certificates.
IRP5's can be produced in any month. The program assumes that the tax period ends
in the pay cycle as defined in option {FPRM-2} for the “R” record (“SITE Calcs &
Print IRP5’s”). For month cycles other than “02 ”, IRP5's will be produced only for
those people who had tax period ends in that cycle, unless the user forces a full printout
for interim reconciliation purposes. In month cycle “02” IRP5's will be produced for every
person who was in service during the tax year.
IRP5's will always be printed only for those people whose “Print IRP5?” indicator in
option {FPRI-1} is not (N)o (i.e. the indicator must be null or (Y)es).
This menu consists of the following:
1.
2.
3.
4.
21.
Generate IRP5s and IT3a
Display of IRP5s and IT3a
Print of IRP5s and IT3a
Rollback of IRP5s and IT3a
Validate Payroll Transactions
To produce IRP5/IT3a certificates, the following must be done:
1.
Set the month/year of the ‘R’ record on menu option {FPRM-2} to the tax yearend cycle.
2.
Execute menu option {FPRT-21}. This validates the following:
Non-Taxable IRP5 Codes which were Taxed
Validates that Non-Taxable IRP5 codes are not used in calculating taxes i.e. Codes such
as 3602, 3604 and 3609 does not appear before salary level 50.
List Invalid IRP5 Boxes
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 296 of 332
Yearly Run
Chapter 7
Any non-standard IRP5 Boxes will be reflected on this report. This is to report
transactions that are linked to the old IRP5 codes.
In the event of these instances arising, these must be corrected by ITS and the offending
E/D codes must be corrected by the user on menu options {FPRG-6}, {FPRG-7} and
{FPRI-2}.
Validate Retirement Funding Details
The output generated should be treated as warnings. These are not necessarily errors but
reflect that these situations exist and the user must decide whether this is correct or not.
Validation is done for each person contributing to a pension or provident fund within a tax
year. The reference salary level of the pension deduction E/D code, for calculation method
A, is used to determine which transactions should have RFI set. All transactions prior and
equal to this reference salary level are checked to see whether the RFI is set to Yes and
transactions after this level is set to (N)o.
This validation is done on a month to month
basis. Therefore, if there are months
where no pension has been deducted, this will be shown on the report.
Validate Travelling Allowances
IRP5 Boxes 3701 and 3703 should not be used together within a tax period. The report
will highlight personnel where this exists.
For Re-imbursive travel allowance (3703) we advise that you use calculation method 8; so
that the rate and kilometers travelled may be logged. If the rate is greater that R1.30 or the
total kilometers travelled in a tax year exceeds 8000km then IRP5 box 3702 must be
used. At this stage we ask the Payroll Administrators to advise ITS to switch to IRP5
box 3703 if these conditions are exceeded. The report will highlight where intervention
is necessary.
Validate Pension, Retirement and Provident Funds
This section will validate clearance numbers linked to funds, which are allocated by the
Receiver of Revenue.
Validate Change in Nature of Person Type
This section will validate that there is a break in service record whenever the nature of
person is altered.
Validate change in Fixed Tax Rate Indicator
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 297 of 332
Yearly Run
Chapter 7
This section will validate that there is a break in service record whenever the Fixed Tax
Rate is altered.
Validate Birth Date verses ID Number
This section will validate the ID Number.
Validate Primary Address
This section will validate that a Primary address exists.
Validate Negative amounts in Tax Boxes
This section will validate whether Tax Boxes are negative.
3.
Execute menu option {FPRT-1} and provide the following answers to the prompts:
Supply Calc Number (N1) or <return> for ALL : <return>
Supply The Start Employee Number (N9) : 0
Supply The End Employee Number (N9) : 999999999
Must A Tax Period End Be Forced For All Employees; irrespective whether this is the
Last Month of the Tax Year or Not? (Y/N) : Y
Do you wish to generate IRP5s to produce a :
(T)est Tape,
(L)ive Tape,
(N)o Tape (validation of data),
(Q)uit.
Enter your choice : N
Must Certificates Be Generated Within Paypoint? (Y/N) : Y or N
The following report will be produced and the errors reflected MUST be resolved. Thus,
this report must reflect no error messages before IRP5 certificates can be
generated.
05-JUL-2002 14:06:50
f8Qccc.pc
Personnel
Number
Name
INTEGRATED TERTIARY SOFTWARE
IRP5 Generation Validation Report
for Tax Year 2002 (01-MAR-2001 to 28-FEB-2002),
Test/Live Tape: T
For Calc Number 8
Error Message
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 298 of 332
Page: 1
Yearly Run
Chapter 7
1 Mafuma
Warning Persons Birth Date and I.D. does not correspond.
Warning Persons Birth Date and I.D. does not correspond.
2 Van Jaarsveld-Jones
Warning Pension Fund P2 does not have a clearance number.
Warning Passport Number must be less than 13 characters
Warning 1st 10 Digits of Income Tax Number : A1234567890 is not numeric.
3 Gordon
Warning Passport Number must be less than 13 characters
Warning Income Tax Number : TAX3 must be 10 numeric digits long.
8 Johnson
Fault
5656 Leadbead
Residential address must contain line 1 and 2 & Post Code
Warning Persons Birth Date and I.D. does not correspond.
Fault
Residential address must contain line 1 and 2 & Post Code
4 Execute menu option {FPRN-25} – SITE adjustments. Make the necessary
adjustments. If you have followed the normal monthly procedure your site report {FPRN25} should be in a healthy state. If you have not run this option on a monthly basis then this
must now be run and discrepancies solved prior to your proceeding with any steps. We
strongly recommend this option to run on a monthly basis. One reason why it is necessary
is that the payroll calculation does not perform cumulative tax calculation where taxes have
been advised; thus when the end of the year comes, the recovery of taxes becomes an
easier process.
5 Once the above points have been satisfactorily completed, menu option {FPRT-1} can
be executed. It is advisable to generate for a (T)est Tape before a (L)ive tape is generated.
Generation of the (T)est tape on menu option {FPRT-1} is done as follows:
Supply Calc Number (N1) or <return> for ALL : <return>
Supply The Start Employee Number (N9) : 0
Supply The End Employee Number (N9) : 999999999
Must A Tax Period End Be Forced For All Employees; irrespective whether this is the
Last Month of the Tax Year or Not? (Y/N) : Y
Do you wish to generate IRP5s to produce a :
(T)est Tape,
(L)ive Tape,
(N)o Tape (validation of data),
(Q)uit.
Enter your choice : T
If you run the IRP5 for just one person, the program will then give the following message:
‘NOTE : You may only perform a re-calculation if the tape has not yet been sent to the
Receiver of Revenue.
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Version 12 - 2002
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Chapter 7
You are performing a RECALCULATE. Is this correct? (Y/N) : N if this is the first
generation
: Y If this is a second and subsequent re-generation of a test tape.
The program will produce the validation report discussed in 3 above, which should be
clear of errors.
The user may submit a test tape to the Receiver, the purpose of which is to get
confirmation from the Receiver that the contents of the tape satisfy their requirements. In
the event of the Receiver notifying users of errors, it is recommended that the test tape
submitted be rolled back using menu option {FPRT-4}. The parameters are:
Rollback of (T)est Tape, (L)ive Tape or (N)o Tape? : T
The program will then give the following message:
‘You may NOT ROLLBACK a tape that has already been Sent to the Receiver. The
Certificate Numbers will not be Sequential. Ask the Receiver if a tape can be created with
previously submitted Certificate Numbers.’
Do you wish to continue with the Rollback? (Y/N) : Y
Enter the Tape Generation Number N(4) :
This number can be retrieved from menu option {FPRM-3b2}. See discussion hereunder.
Enter the Tax Year for which IRP5 was generated N(4) :
The program will produce the following report:
05-JUL-2002 17:27:46
INTEGRATED TERTIARY SOFTWARE
f9Mccc.pc
For Year 2001 and Tape Generation No 1 Live/Test: T
Records deleted from Header Record = 1
Records deleted from Detail Record = 11
Page: 1
***** End of Report *****
Upon the successful execution of the above, the program will insert a record on menu
option {FPRM-3b2}. This record consists of the following:
Tax Year
The tax year for which the IRP5 certificates were generated.
Live/ Tes t
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Chapter 7
Whether generation was a (L)ive or (T)est
IRP5 Run Number
The generation number. For each and every IRP5 run done, excluding a recalculation, this
number is incremented. No differentiation is made between test and live runs.
Creation Date
The date and time the generation was executed.
Run Type
What type of IRP5 run was this. It can be (G)enerate, (P)rint or (X) Recalculation of
IRP5’s.
User
The user who created the generation.
Status
The status is system generated. Only 1 of 2 messages may appear in this field viz.,
ROLLBACK or a Personnel Number (for Run type X’).
IRP5 Numbers From/ To
The IRP5 certificate number range. In the case of a test tape, the numbers begin with 1. In
the case of a live tape, the numbers will start with 1000001. A “TO” number will not be
shown if {FPRYT-1} was unsuccessful. In
such a case a rollback needs to be done using {FPRT-4} using the IRP5 number.
SARS Tape Generation Number
The tape number, where the generation number is included, of the tape that was submitted
to the Receiver.
For Test tapes this number will always be a 1. Whereas for Live Tape the number follows
the previous tape you had submitted to SARS.
Thus, the user can at anytime query the status of the IRP5 generation process.
6 The IRP5’s that are generated above may be queried on menu option {FPRT-2}. The
user can query for the specific tax year and/or person on block 1. User can then progress
to block 2 to query the IP5 data for a specific person.
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Version 12 - 2002
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Chapter 7
7 When the user is satisfied that the data for IRP5’s is correct, the user can now generate
the live tape on menu option {FPRT-1}. The parameters are the same as those discussed
in 5 above with the exception that users must answer (L)ive instead of (T)est. Menu option
{FPRM-3b2} is updated with a record to reflect that a live tape has been generated.
8 The next step is to create the tape and to print the IRP5’s. This is done using menu
option {FPRT-5}. When the user executes this option, the user has a choice of printing
IRP5’s only, generate the Tape or do both. The parameters are:
Produce (L)ive or (T)est IRP5s. :
Do you wish to :
1. Print IRP5s,
2. Generate a Ta pe (use to include IRP5s issued during
the course of the year),
3. Both.
Enter Your Choice. : [1]
The Last LIVE Run of IRP5s was for Tax Year 2001,
Using Run Number 1. See Event Log File.
Enter FROM IRP5s Run Number, if different. (N4) : [1]
Enter To IRP5s Run Number, if different. : [1]
Here, users can include IRP5 generations that may have occurred during the course of the
Tax year. Thus, users must now indicate from/to generation numbers that must be included
on this tape submission and is sensitive to Live or Test Runs.
Must Paypoint be printed on the IRP5s? (Y/N) :
The program affords the user the opportunity to align the IRP5 stationery before printing.
The following is produced:
The first of two printer selection screen request:
05-JUL-2002 17:50:29
f85cc1.pc
INTEGRATED TERTIARY SOFTWARE
IRP5 Print Control Report
for Tax Year 2001, LIVE Run to Produce : Print + Tape,
For Certificates 1000001 to 1000001
Page: 1
File containing electronic IRP5s : irp5.02
___________________________________________________________________________
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Chapter 7
Sticker to attach to tape should contain the following:
======================================================
Name of Creator : INTEGRATED TERTIARY SOFTWARE
Creator PAYE
: 7700712393
Contact Person : DR. T.H.O MAFUMA
Contact Tel No. : 012-3467789
Alternate Tel
: 012-346 3850
Address
: P O BOX 25168
: MONUMENT PARK
: 0182
Creation Date
: 20000705
Generation No. : 2
Certificate Nos.: 1000001 to 1000001
Test/Live
: LIVE
Tax Year
: 2002
**** End of Report I ****
The second of two printer selection screen requests:
IRP 5
Bladsy :
1 of 1
INTEGRATED TERTIARY SOFTWARE
01000001
7700712393
P O BOX 25168
2002
MONUMENT PARK
0182
A
WILLEM
3102285123082
65742378
19310228
VAN JAARSVELD-JONES
W
Tag a
PRETORIA
0001
2
20000301
12.0000
3601
3713
3696
3697
3698
3699
4001
4101
4102
4103
Date:
12.0000
20010228
N
Normale Inkomste
Inkomste - Belasbaar
Toelae
Ander toelae – belasbaar
Bruto Inkomste
Bruto nie-belasbare inkomste
Bruto uittredingsannuteitfondsinkomste
Bruto nie- uittredingsannuteitfondsinkomste
Bruto besoldiging
Aftrekkings
Lopende pensioenfondsbydrae
123456789
Werknemersbelasting Aftrekkings
Standaard Inkomstebelasting op Werknemers
SIBW
Lopende Betaalstelsel LBS
Totale werknemersbelasting
05-JUL-2000 17:50:29
N
220183
1200
0
0
221383
221383
11561
7000.00
59824.82
66824.82
Tax Year 2001
INTEGRATED TERTIARY SOFTWARE
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
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**
Controls:
Chapter 7
1 IRP5's Printed **
0 IT3a's Printed **
---------------------1 Total
Total SITE =
7000.00
Total PAYE =
59824.82
------------------Total TAX =
66824.82
For LIVE Tax Certificates Numbers from 1000001 to 1000001
**** End of Report II ****
9 Tape Submission to SARS.
To do this you would need the services to your IT department.
The file name for them to copy onto a tape medium is shown on the headings of the above
report. Shown as “File containing electronic IRP5s : irp5.02”. Therefore the file to copy , in
this case, is irp5.02 from the fin directory. The file MUST be copied in text mode and NOT binary.
The sample of contents of this file is shown below:
1010," INTEGRATED TERTIARY SOFTWARE ",1020,7700712392,1030,… ,"LIVE",9999
2010,"INTEGRATED TERTIARY SOFTWARE",.. ,9999
3010,01000001,3020,"A",3030,"VAN JAARSVELD-JONES",3040, …,9999
6010,2,6020,120299,6030,809359.64,9999
7010,4,9999
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7.7.
Chapter 7
MENU FOR UPDATE OF NEW NOTCHES {FPRY-28} Ä
The process of implementing a new set of scales and salary notches is straightforward,
although somewhat laborious.
The “A” record in the “Run Cycle Control File” will (temporarily) have to be set to the
start cycle of the new scale set to be able to do this in advance.
A. The new scale set is defined in option {FPRM-4}, and the new scales are defined in
option {FPRG-1} and validated to ensure correctness.
B. Next, it is advisable to make sure that all employees have valid notches and barrier
notches on their old scales, by running the validation report in options {FPRI-1} or
{FPRIV-21} and correcting all errors.
It is also strongly recommended that the validation of personnel data of option
{FPRIV-1} be run at this stage, to ensure that the service records are in good shape. Any
fatal errors must be corrected before proceeding.
Subsequently, menu {FPRU-3} allows the linking of new notches to employees, as
in C., D., E. and F. below, via menu {FPRU}:
7.7.1. Create Old Notch File {FPRU-1} Ä
When the option is executed, the system requests an Appointment Type Code or
“ALL”. Old notches and barrier notches, which are in use for the specified Appointment
Type(s), are copied from the employee's records into a special file, which is updated via
D. below. Only those employees who are in service in the first cycle of the new scale
set will be selected. This selection is based on the service records. No report is
produced.
7.7.2. Create New Notches {FPRU-2} Ä
Three empty columns are displayed, namely “Old Notch”, “New Notch” and
“Appointment Type ”. The <EXECUTE QUERY> command will display all old notches
as per C. above, or a query can be executed for a specific appointment type only, in which
case only its old notches will be displayed. The corresponding new notches may then be
supplied and <COMMIT>ted. If a particular notch must not be changed, the
“ New Notch ” field must be left blank . Upon <EXIT>ing, the system validates the new
notches against the latest scale cycle set to ensure that they comply with the new scales.
___________________________________________________________________________
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Chapter 7
7.7.3. Update Employee Notch with New Notch {FPRU-3} Ä
The existing notches of employees are replaced with the new notches as defined in
D. above. Only when the new notch is different from the old notch, does the audit
report that is generated display both old and new notches for all employees in the
Appointment Types requested in C. above. Personnel selection is the same as in C.
above.
7.7.4. Rollback of Update {FPRU-4} Ä
The update in E. above may be undone by executing this option. This may become
necessary because of computer failure, or because the new notches may have been
implemented merely to determine the effect on the total salary component by means of a
“dummy” pay run.
7.7.5. Update Individual Scales {FPRU-5} Ä
This option provides the facility to update the salary scales of individuals who are linked to
salary scales that are not the approved scales of the rank they are appointed to.
C.
Hereafter the required adjustments for special increases, barrier notches, etc., are
done via option {FPRI-1}. It is recommended that the notches be validated at this stage,
to flag invalid notches and/or invalid scales. Note that a promotion to a different rank may
be indicated by such an “error”, the elimination of which would require an update of the
person's Service Record by the Personnel Section.
D.
Invalid or extended scales must be corrected via option {FPRI-3}, “Individual
Salary Scales” (refer also Section 4.2).
E.
Furthermore, it must be ensured that Ranks are correctly linked to the new
scales via option {FPRG-2}. If this linking is not done, validation of employee notches
against the default scales will fail (refer Section 4.2).
7.7.6. Back-pay Calculation {FPRU-6} Ä
This option provides the facility to calculate the value of back pay, on notch only , that is
due to an employee for a specified period. This option can be run in (T)rial or (U)pdate.
When run in (U)pdate, the program will link a transaction for the personnel involved on
menu option {FPRI-2} for the value of the back pay.
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Chapter 7
USER SELECTION:
Enter Appointment Type (N2) OR ALL :
Enter Start Personnel Number (N9) :
Enter End Personnel Number (N9) :
Enter Monthly Payroll Cycle in which back pay will be paid. (YYYYMM) :
FROM which Cycle must back pay be calculated (YYYYMM) :
TO which Cycle must back pay be calculated (YYYYMM) :
Percent increase (99.999) :
Enter Back pay Earning code (A4) :
Enter Salary Level (N2) [1-49] :
Enter GLA Account Code (A8) :
Is this a (T)rial or (U)pdate Run [T/U] : [T]
Date: 05-JUL-2002
Program : fc9ccc.pc (PR)
Flags
a)
b)
c)
d)
INTEGRATED TERTIARY SOFTWARE
Page : 1
Calculation of Back pay For Monthly Pay Cycle : 200204 Using Cycles 200201-200203
For Appointment Type ALL, Personnel 0 to 99999999
Percent Increase 10.00, E/D Code = 0001, Level = 1 Trail/Update = T
used :
S/R
Service Record changed within back pay period,
Incr
Change in basic remuneration found,
Appt
Appointed within back pay period,
Resg
Resigned within back pay Period.
Date: 05-JUL-2002
Program : fc9ccc.pc (PR)
INTEGRATED TERTIARY SOFTWARE
Page : 2
Calculation of Back pay For Monthly Pay Cycle : 200204 Using Cycles 200201-200203
For Appointment Type ALL, Personnel 0 to 99999999
Percent Increase 10.00, E/D Code = 0001, Level = 1 Trail/Update = T
Personnel Appt.
Number
Type Name
2
1
200102
Van Jaarsveld-Jones .. Dr. W
2000.00
Appointment Resignation
Date
Date
Payroll
Cycle
04-JAN-1997
200101
200101
2000.00
8400.00
200.00
840.00
200102
8400.00
840.00
------------2080.00
Basic Pay
Back pay
200.00
3 21
Gordon .. Dr Q
01-JAN-1996
200101
200102
11333.33
11333.33
1133.33
1133.33
------------2266.66
8
Johnson .. Mej C
01-AUG-1999
200101
200102
20259.92
20259.92
2025.99
2025.99
------------4051.98
2
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Flags
Yearly Run
7.8.
Chapter 7
W.AS.8 REPORT {FPRY-5} Ä
This report provides the information required for Report W.As.8 for the Workmen's
Compensation Commissioner of the RSA.
∗ Before the report is run, the “Y” record (“Yearly Run and Reports”) in option {FPRM2} must be set to month “02”.
∗ As the correctness of personnel service records is a prerequisite for the correctness of
this report, it is advisable to run the validation report {FPRIV-1} immediately before this
report and to correct all fatal errors for the given tax year (as defined by the “C” record in
{FPRM-2}).
∗ After the necessary service periods have been selected, the system will request the
lower income break and upper income level for the WCA Fund, as well as the E/D Code
that was used throughout the year for payments to the Fund. This code is checked for
validity, and its description is displayed. The user can then check the input for correctness,
and reply ( Y)es to continue, else (N )o to abort the run.
∗ Should more than one E/D code have been used, the report will have to be run once
per E/D code, and the results added together.
NOTE: The “lower income break” is the “Advised/Reference Amount” in the global
transaction for WCA, and the “upper income level” is the “High Limit Amount” in the same
global. These two amounts could be the same.
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Chapter 7
W.As.8 Report
05-JUL-2002 11:41:50
f8Kccc.pc
INTEGRATED TERTIARY SOFTWARE
W.AS.8 REPORT FOR PERIOD 01-MAR-2002 to 28-FEB-2003
========================
COMPULSORY COVER (All workmen earning R55068 p.a. or less)
9. Monthly avg no. of workmen employed
2
10. Total Annual Wages/Salaries for above period
(a) Total annual cash remuneration
105458.00
(b) Cash value free food/quarters
(c) Total salaries working directors
-------------11. TOTAL WAGES (a) + (b) + (c)
105458.00
==============
VOLUNTARY COVER FOR PERSONS EARNING MORE THAN R72000 p.a.
12. Monthly avg no. of workmen employed
9
13. Total annual amount of wages paid
495612.00
--------------
14. TOTAL WAGES (items 11 + 13)
601070.00
==============
Paid to Fund for above period
1356.52
PLEASE NOTE: This report includes ONLY those earnings/deductions for which the
'Include for WCA?' indicator has been set to 'Y'
'Paid to Fund' is the total of ALL deductions under E/D Code 5900
414 people examined
11 people proessed
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Version 12 - 2002
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Chapter 7
W.As.8 Report (ctd)
05-JUL-2002 11:41:50
f8Kccc.pc
INTEGRATED TERTIARY SOFTWARE
W.AS.8 SUMMARY OF PROJECTED EARNINGS FOR PERIOD 01-MAR-2002 to 28-FEB-2003
===============================================
15. Projected Monthly avg no. of workmen employed
2
16. Total Projected Annual Wages/Salaries for above period
(a) Total projected annual cash remuneration
116004.00
(b) Projected cash value free food/quarters
(c) Projected total salaries working directors
-------------17. TOTAL PROJECTED WAGES (a) + (b) + (c)
116004.00
==============
05-JUL-2002 11:41:50
f8Kccc.pc
INTEGRATED TERTIARY SOFTWARE
W.AS.8 STATISTICAL REPORT FOR PERIOD 01-MAR-2002 to 28-FEB-2003
====================================
R p.m.
0 -
99
100 -
211
212 -
336
337 -
476
477 -
633
634 -
809
810 -
1006
1007 -
1227
1228 -
1475
1476 -
1752
1753 -
2063
2064 -
2411
2412 -
2801
2802 -
3237
3238 -
3726
3727 -
4273
No. persons as at 30 AUG 2002
___________________________________________________________________________
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Chapter 7
4274 - 4886
2
4887 - 5573
1
5574 -
6342
6343 -
7203
7204 -
8150
----------
No. of people on report
3
05-JUL-2002 11:41:50
f8Kccc.pc
INTEGRATED TERTIARY SOFTWARE
W.AS.8 REPORT FOR PERIOD 01-MAR-2002 to 28-FEB-2002
========================
Employees earning more than R8150 per month during AUG. 2002
Monthly Earnings (R)
9166
10833
11000
12466
13333
18333
22285
27500
33000
No. of people on report
No. of Employees
1
1
1
1
1
1
1
1
1
---------9
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Copyright ITS
Version 12 - 2002
Page 311 of 332
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7.9.
Chapter 7
EVALUATION OF PENSION FUND FOR TEMPORARY
EMPLOYEES {FPRY-6} Ä
This pension fund is due for a statutory actuarial evaluation every three years, when
employers in the RSA are required to submit a magnetic tape in specified format to the
Chief Director: Pensions Administration for this purpose.
This option will produce a disk file, which contains the required information, as well as a
control report.
Before the option is executed, it would be worthwhile to ensure that the information carried
in {PAOP-4} is up-to-date.
When the option is executed, the user must supply the following input:
− the end of the evaluation period (currently 31 March of the year as specified by the
Administration)
− the employer's code in respect of the fund
− the fund code as defined in option {FPRG-3}
− the salary level at which the contribution to this fund was calculated.
The user is given the opportunity to check the above information, and to abort the run or to
repeat the input.
The program selects only employees in-service on above date, who joined the fund on or
before this date, whose pension numbers are null or start in '41' or '71', and who have nonzero notches.
Other information carried on this tape is the join date to the fund and the revised pension
date (in case of bought-back pension). If the latter date is null, the program assumes the
join date.
The annual pensionable income is calculated as 12 times the total of regular salary
transactions for March up to the salary level specified above, taking account of
employment for less than a full month. If a person received no salary in March, his/her
current notch will be assumed as the annual pensionable income. Such people will be
flagged on the control report.
After the run has ended successfully, your technical staff must create a 9-track
magnetic tape with the following UNIX command:
dd^if=pens.tape^of=/dev/”tape^device”^bs=6319^conv=ebcdic
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Version 12 - 2002
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Chapter 7
The character ^ indicates a space.
Evaluation Report and Tape File {FPRY-6}
DATE: 08-AUG-2002 16:40:36
INTEGRATED TERTIARY SOFTWARE
f8Xccc.pc
CONTROL REPORT: Evaluation of P/FUND FOR TEMPORARY EMPLOYEES as at 31-MAR-2002
===============
PAGE : 1
(Income up to Salary Level 10 taken into account)
Emp
Pens. Member Wife
Appt. Start
Number
Name
Code S R M Pens No.
ID No.
Salary D.o.B. D.o.B. Date
Date
------- ------------------------------ --- ----- -------- ------------- ------ ------ ------ ------ -----1
2
671
ASSUMED
6666
6000000
MAGNIFICUS O'DONOGHUE-SMATHERS
VAN JAARSVELD JANSE VAN RENSZ
CRAWFORD S
***
KRUGER DE VILLIERSS SMYTHE B A
VAN STADEN Y X Z
5 MEMBERS ON TAPE;
*****
END OF REPORT
123 M 4 M 41-1-P2
123 M 1 M 41-2-P2
123 M 1 M
1311407665003 092400 341114 360312 891201 800101 00
111236
081900 310228 440101 891201 750101 00
012345 320219
910101 910101 00 *** NOTCH
123 M 1 M 71-6666030430 550514
123 F 1 M
8937497937499 064487 550101
890601 890601 00
910501 910501 00
1 NOTCHES ASSUMED
*****
Contents of file pens.tape:
MAGNIFICUS O'DONOGHUE-SMATHERS123M4M41-1-P2 131140766500309240034111436031289120180010100
VAN JAARSVELD JANSE VAN RENSZ 123M1M41-2-P2 111236
08190031022844010189120175010100
CRAWFORD S
123M1M
012345320219
91010191010100
KRUGER DE VILLIERSS SMYTHE B A123M1M71-6666030430550514
89060189060100
VAN STADEN Y X Z
123F1M
8937497937499064487550101
91050191050100
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Chapter 7
E/D PER GLA SUMMARY {FPRY-24} Ä
7.10.
This report is similar to {FPRNR1-25}, except that the user can select a range of pay
cycles within a calendar year.
USER SELECTION:
Supply Year Of Calculation (YYYY) :
Supply First Calc Month (MM) :
Supply Last Calc Month (MM) :
Supply Calc Number (N1) Or <return> For Entire Pay Cycle :
Report on (W)eekly or (M)onthly Paid Personnel : [M]
Enter your choice of E/D Code Selection
1. By Range,
2. Selectively.
Your Choice : [1]
Enter your choice of Cost Centre Selection
1. By Range,
2. Selectively.
Your Choice : [1]
Enter your choice of Account Code Selection
1. By Range,
2. Selectively.
Your Choice : [1]
PRINT SEQUENCE: GLA Code sequence
SYSTEM SELECT:
05-JUL-2002 11:55:55
Program : f8Hrpt.rpt
E/D Selection :
Cost Centre :
Account Code :
All transactions within above pay cycles and calc number.
INTEGRATED TERTIARY SOFTWARE
GL Summary Per Earning/Deduction For
For Monthly Payroll Cycle : 200203 To 200212 Calc Number : 8
Selection Criteria
-----------------Include : 0001
Include : mac1
Range : 0 99999999
Page : 1
INTEGRATED TERTIARY SOFTWARE
GL Summary Per Earning/Deduction For
For Monthly Payroll Cycle : 200203 To 200212 Calc Number : 8
Page : 2
05-JUL-2002 11:55:55
Program : f8Hrpt.rpt
GL Allocation : MAC1 2012 MAC ENGLISH Stationery General
Earn/Ded
Earn/Ded
Earning/Deduction
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 314 of 332
Yearly Run
Code
---0001
Type
---E
1 Posting(s)
Chapter 7
Name
---BASIC SALARY
Total For GLA MAC1 2012 =>
Amount
-----1023432.50
----------1023432.50
===========
___________________________________________________________________________
Copyright ITS
Version 12 - 2002
Page 315 of 332
Correspondence
8.
Chapter 8
CORRESPONDENCE SUBSYSTEM {FPR-4} / {FPRCOR} Ä
8.1.
INTRODUCTION
This subsystem allows the
∗
printing of address labels for employees who received a cheque during the
monthly salary calc;
printing of address labels for employees who received IRP5 and IT3(a)
certificates.
∗
Å
8.2.
CHEQUE RECIPIENTS {FPRCOR -3} Ä
This option allows the printing of address labels (or lists) for salary cheques generated
during a particular payrun.
After the user specifies Letter, List, Label or ASCII File (Y/N), Letter code, date of
letter, (P)ostal or (W)ork address, the following information must be supplied:
1. Pay Cycle (YYYYMM) During which the cheques were generated
2. Calc Number (N1) During which the cheques were generated
3. Appointment Type or ALL (N3) Up to 10 appointment types as defined in
{PACS-1} can be selected. The first appointment type is mandatory. <LIST> is
available.
4. Campus Code or ALL (N2) Up to 10 campus codes can be specified.
5. Test Letter (Y/N) (A1) Is this a test document? (Y)es or (N)o
On <COMMIT> and <EXIT>, the user will be presented with the first of five
printer selection screens. The first selection is to generate the document. The second
printer selection screen is to print the letter, if applicable. The third, to print a list of
recipients. The fourth, to print labels. The fifth, to generate the ASCII file.
8.3.
IRP5 / IT3(a) RECIPIENTS {FPRCOR-4 and 5} Ä
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This option allows the printing of address labels (or lists) for IRP5 and IT3(a) certificates
generated during a particular run.
After the user specifies Letter, List, Label or ASCII File (Y/N), letter code, date of letter,
(P)ostal or (W)ork address, the following information must be supplied:
1. Document Selection 1 = IRP5, 2 = IT3(a)
2. Sort Sequence (N1) (A)lphabtic or (N)umeric
3. Variables Used in Last IRP5 / IT3(a) Run:
−
−
−
−
First Personnel Number (N9)
Last Personnel Number (N9)
Tax Period
Calc Number
(DD-MON-YYYY)
(N1)
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9.
Chapter 9
SITE (STANDARD INCOME TAX ON EMPLOYEES) {FPRN25}
9.1.
INTRODUCTION
This section of the manual is based on information contained in document IRP10, “PAYE
and SITE, Volume 36, Book 1: Manual for Employers”, and consultation with
representatives of the Department of Finance: Inland Revenue.
•
SITE is a concept that currently applies only to RSA taxpayers.
• SITE is not a separate tax, but a procedure under which the normal tax in respect of
(currently) the first R50 000 of an employee's so-called “net remuneration” is finally
determined by the employer and deducted under the PAYE system (i.e. according to the
PAYE Tables).
•
Because SITE constitutes either the final or minimum liability for normal tax, it is not
normally refundable.
• SITE is calculated only at the end of a “tax period”, and not at the end of every pay
period. Hence, if a pay period does not contain the end of a “tax period”, PAYE is
deducted normally. Thus, for most employees, SITE will be calculated only once during a
tax year.
•
SITE applies only to employees who are in so-called “standard employment”, as
follows:
∗ Only that portion of “net remuneration” during the “tax period” which was earned
at a rate not exceeding a particular ceiling, is subject to SITE. This ceiling is currently
R50 000 p.a., and may vary from year to year. ITS will ensure that the latest valid ceiling
is always provided with new tax tables.
∗ The following remuneration, which is likely to accrue to employees of tertiary
institutions, is specifically EXCLUDED from “net remuneration”, and is therefore NOT
subject to SITE at all but only to PAYE:
a) Income taxed at average rates, e.g. lump sum benefits from pension funds.
b) Any remuneration not derived from “standard employment”. An example would be
remuneration to an employee whose tax deduction is ALWAYS ADVISED, i.e. not
according to the PAYE Tables. This advice could be a fixed amount or a percentage of
salary - but it is not calc method “4”. Any employee whose entire compensation from the
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institution is paid by claim, will also fall in this category, since such an employee is
indicated as “Part Time” on the IRP5.
c) Travel allowances.
d) Any remuneration for an employee with “net remuneration” below a tax threshold
(i.e. a person who pays no tax at all).
9.2.
DEFINITIONS THAT APPLY TO SITE
1. Tax Period
A tax period is any unbroken period in the year of assessment during which an employer
employed an employee in the RSA in “standard employment”.
A tax period starts
− On first day of tax year, if employee was then in service
− On date of employment, if the employee joined later
A tax period ends
− On last day of tax year, if employee was then in service
− On date of termination of service, if earlier than above
NOTE: SITE calculations and some year-end programs must take periods of broken
service into account, i.e. instances where persons resign during the course of a tax year and
are subsequently re-employed during the same tax year.
Since such programs must use the Personnel Service Records (option {PBOP-2}) to
determine periods of broken service, it is vital that the service records for all employees be
kept up to date by the Personnel Section.
2. Net Remuneration
This is the balance of taxable remuneration after the deduction of current and arrears
contributions to approved pension and/or retirement annuity funds (up to the limits allowed
by the Receiver).
The salary calculation program assumes that all earnings and deductions which occur pretax, i.e. below salary level “50”, are to be counted as net remuneration, and will mark
every salary transaction at time of calculation as either pre-tax or post-tax.
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3. Annual Equivalent Remuneration
When the tax period is a full year, this is the total net remuneration received during the
year.
When the tax period is less than a full year, it is the net remuneration pro-rated to a full
year. That is, the amount of net remuneration the employee would have received had
he/she been employed for the full year at the rate of remuneration actually received during
the tax period.
SITE calculations must take into account exact tax periods, based on the inclusive number
of days between start and end of a tax period. The net remuneration received during the
tax period is annualised, SITE is calculated, prorated back to the tax period, and
compared to the PAYE that was deducted during the tax period.
Should the tax period not start and/or end at month beginning or end, the equivalent net
remuneration during the fractional portion(s) of the month must be calculated as the net
remuneration during the month(s) prorated by the number of days that fell within the tax
period. The PAYE deducted for the month(s) is similarly prorated.
Of course, only the actual “gross remuneration” received is shown on the IRP5, not the
annual equivalent remuneration.
4. Annual (Non-Regular) Payment
This is essentially a one-time payment, i.e. an amount of net remuneration which is payable
once annually or is determined without reference to any period. The Receiver is
prescriptive about what
constitutes an annual payment or not, and the user must set
the “Regular E/D?” indicator for each earning and deduction accordingly
in option
{FPRG-6} (“Non-Regular” meaning “Annual”).
Examples would be a service bonus or accumulated leave payment on resignation. Note
that occasional overtime is NOT recognised as an annual payment.
5. Annual Tax
The amount of normal taxes payable, on any net remuneration, in accordance with the
tables, less applicable rebates.
9.3.
CALCULATION AND ADJUSTMENT OF SITE
Since SITE is not refundable, the employer must, at the end of an employee's tax period,
calculate SITE exactly, compare with the PAYE actually deducted for that tax period, and
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pass the necessary adjustment for over- or under-deduction. In February, the SITE
calculation must be done for all employees who were employed during the tax year.
After the salary calculation for a pay cycle has been done (i.e. when the “C” record exists
in the Event Log File), the SITE calculation can be performed by executing option
{FPRN-25}, “SITE Adjustments ”.
•
When the option is executed, the system requests a range of personnel numbers, and
offers the user the opportunity of calculating SITE as though this were the end of a tax
year. If this option is exercised, the SITE calculation will be done for all tax periods
year-to-date, otherwise only for employees who had genuine tax period ends during
this pay cycle.
•
The system then collects the relevant Service Records, which could be a fairly lengthy
process.
•
The user must next specify the destination of the list, and then select either a “(S)ITE
Only Report” or a “(F)ull Report”. The system will now display what the current
SITE Ceiling is.
∗ The “SITE Only” option calculates SITE for all employees who are subject to
SITE only, and produces a report showing, per employee, what has actually been
deducted, what should have been deducted, and what the adjustment should be.
The PAYE deduction is deemed to be correct if it is within R5-00 of the exact SITE
calculation. Adjustments of more than R5-00 to SITE are flagged by ****. If all
tax has been advised for a tax period, the SITE calculation will accept the advised
tax, with the message “ALL TAX ADVISED ***”.
∗ The “Full” option calculates PAYE and SITE for all employees.
∗ The report also provides column totals and net SITE adjustment (excluding those
cases where all tax has been advised), and indicates how many IRP5 and IT3(a)
certificates will be produced for this period.
•
Manual adjustments are advised at individual level for the last month of the relevant
tax period, via calc method “3”, using a specially defined E/D Type, and rollbacks are
done for these employees followed by single calcs.
∗ SITE adjustments must be posted either to IRP5 Box “4101” or Box “4102”, at a
calc level higher than the normal tax calculation, e.g. 55.
∗ Box “4101” must be used whenever a tax period is longer than one month.
∗ Box “4102” must be used only when a tax period falls completely within one month.
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•
Option {FPRN -25} can then be executed again, for a single person if desired, to
ensure that the correct adjustments have been made.
The correctness of PAYE and SITE calculations by the system depends on the timeous
updating by the user of Appointment and Resignation Dates (option {PBOP-1}) and
Service Records (option PBOP-2}).
Note that if an employee is flagged for SITE adjustment during a particular pay cycle, the
adjustment must be done before that pay cycle is closed off by “Generating Cheques”,
otherwise the IRP5 will reflect the incorrect SITE deduction for this particular tax period.
If the pay cycle has already been closed off, “Late Rollbacks” and “Late Calcs” will have
to be done (refer Sections 6.4 and 6.5).
Example of SITE Report {FPRN-25}
USER SELECTION:
Calc Number (<RETURN> = “ALL”)
First - Last Personnel Numbers
Must tax period end be forced?
Printer selection
(S )ITE only or (F)ull Tax report?
PRINT SEQUENCE: Personnel number sequence.
SYSTEM SELECT:
Everybody in above range with tax periods ending in cycle of “R”
record in Run Cycle Control File, unless tax period end has been forced or this is the
last month of the tax year, in which case everybody in range is selected. If (S )ITE
only is specified, report will contain only those employees subject to SITE only,
otherwise also those subject to PAYE.
05-JUL-2002 18:29:11
f8Qccc.pc
INTEGRATED TERTIARY SOFTWARE
FULL TAX REPORT FOR TAX PERIOD 01-MAR-2001 to 28-FEB-2002
==============================
For Employees 2 to 2
Page: 1
For Calc Number 8
EMPL.
EMPLOYEE
TAX PERIOD <---------- DEDUCTED ---------> <----------- CORRECT ---------> <DIFFERENCE ->
NUMBER NAME
START END
SITE
PAYE
TOTAL
SITE
PAYE
TOTAL DEDUCT /
REFUND
------- ----------------------- ----- --------- ---------- ---------- --------- ---------- ---------- -------- ------2 Dr. W
Van Jaarsveld 01/03 28/02
7000.00
59824.82
66824.82
7000.00
59824.82
66824.82
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------- ------------------- - - ----- ----- --------- ---------- ---------- --------- ---------- ---------- -------- ------REPORT TOTALS:
7000.00
66824.82
59824.82
59824.82
7000.00
0.00
66824.82
0.00
=============
NET
ADJUSTMENT
(excluding
all
tax
-0.00
==============
******
1 IRP5's
(0 = SITE only),
0 IT3(a)'s THIS PERIOD
******
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advised):
SITE
9.4.
Chapter 9
CHECK LIST FOR SITE ADJUSTMENTS and IRP5/IT3(a)
CERTIFICATES
RSA users of the PRS should do a SITE run before closing every pay run to ensure that
people who resigned during the month will get the correct IRP5 or IT3(a) tax certificate at
the end of the tax year. If the procedures in this section are followed rigorously, the IRP5
run at the end of the tax year will become an anti-climax.
Bear in mind that both the SITE and the IRP5/IT3(a) programs are driven by the service
records.
The following checks should be done before every monthly payrun is closed off :
1. The Correctness of the “Regular?” Indicator for E/D Types
This point has been stressed repeatedly throughout this manual. Refer also Section 9.2.
∗ Check that indicator for new E/D types created during the month via {FPRG-6}, is
correct, and do single rollbacks and calcs as required.
2. Allocation of Transactions to Correct IRP5 Boxes
∗ Check global transactions and individual advices, correct, and do single rollbacks and
calcs as required.
3. Multiple Occurrences of Calc Method “2”
Refer Section 4.7.2 of this manual.
∗ Check individual advices, correct, and do single rollbacks and calcs as required.
4. Handling of Pensioners
As per Section 1.8 of this manual.
5. Service Records for People whose Contracts were Renewed during the Tax
Year with Unbroken Service
∗ The point to remember is that such people must get only one IRP5.
∗ They should be re-appointed without any service break. This means that the
previous resignation date should first be removed and the record <COMMIT>ted,
and a new service record then created with a start date = (old end date + 1).
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6. Advised Tax Transactions other than SITE Advices
These are transactions for IRP5 Box 4103 with calc method not “4” - such transactions
will prevent a cumulative tax calc at the end of any tax period. The only valid advices of
this nature would be advices in terms of the current tax regulations (e.g. a 25% deduction
for pay-by-claims), or deductions in terms of Tax Directives.
∗ Check individual advices and global transactions, and do single rollbacks and calcs as
required.
7. SITE Adjustments Coded to Box 4103
SITE adjustments may go only to boxes 4101 and 4102.
∗ Check individual advices, correct, and do single rollbacks and calcs as required.
8. Non-SITE Adjustments Coded to Boxes 4101 and/or 4102
Non-SITE adjustments may go only to box 4103.
∗ Check individual advices, correct, and do single rollbacks and calcs as required.
9. SITE adjustments for people who changed from Pay-by-Claim to Salaried (or
vice versa) without a service break
∗ Such people must get two IRP5’s. (Refer also Section 1.8 of this manual).
∗ Create a one-day service break at the end or the start of the Pay-by-Claim period,
via {PBOP-2}.
10. Late SITE Adjustments in February for Persons Subject to SITE Only, who
Resigned Earlier in the Tax Year
If SITE adjustments are done for every payrun, there should be no such cases, EXCEPT
those people who resigned before new tax tables and -regulations were implemented. In
such cases the Receiver says the employer can leave things as they are, provided tax was
deducted according to the then-current tax regulations.
If, however, the SITE program indicates a late adjustment for a person who resigned after
new tax tables and before end of tax year and the tax was NOT deducted, according to a
valid regulation, a SITE adjustment MUST be advised for the person's LAST MONTH
OF SERVICE, via a late calc and rollback. This is the only way to ensure that the IRP5 is
correct. Of course, the net pay for those months, as well as the pay-over to the Receiver,
must be reconciled outside the PRS.
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∗ Such people must be identified by drawing SITE-only reports for every month since
the new tax tables were implemented, via {FPRN-25}. Year-ends must not be
forced. The “R ” record in {FPRM-2} must be set to the required month cycle
before {FPRN -25} is executed.
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Key Layout
Keys and Functions
Following is a list of the standard shortcut keys that can be used:
FUNCTION
Block Menu
Clear Block
Clear Field
Clear Form
Clear Record
Commit
Count Query
Delete Record
Display Error
Down
Duplicate Field
Duplicate Record
Edit
Enter Query
Execute Query
Insert Record
KEY
Ctrl+B
F7
F5
F8
F6
Ctrl+S
F12
Ctrl+Up
Shift+Ctrl+E
Down
Shift+F6
Shift+F6
Ctrl+E
F11
Ctrl+F11
Ctrl+Down
FUNCTION
List of Values
List Tab Pages
Next Field
Next Primary Key
Next Record
Next Set of Records
Previous Field
Previous Record
Print
Return
Scroll Down
Scroll Up
Show Keys
Up
Update Record
Exit
KEY
Ctrl+L
F2
Tab
Shift+F7
Down
Shift+F8
Shift+Tab
Up
Ctrl+P
Return
Page Down
Page Up
Ctrl+K
Up
Ctrl+U
F4
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