Individual Earnings / Deductions {FPRI-2}

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 alternatively, the employee's entire package can be maintained.

The total compensation package for an employee at any particular time consists, therefore, of both the individual and the global earnings and deductions that apply at that time. When a salary calculation is done, the system combines the entire individual and global earnings and deductions applicable to an employee.

It is important to realize that an individual Earning / Deduction 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.

The system will prevent an Earning or Deduction from appearing more than once, in the same cycle and on the same salary level, for an employee.
Individual Earnings or Deductions generated by some of the ITS sub-systems, such as staff loans, cannot be deleted by the user.
Salary transactions after the start date of the last cycle for which transactions should be retained, may be deleted.
If there is a change in an existing Earning or Deduction for a person (for example the amount increases from a specific date), a new record may be inserted with the same Earning or Deduction Code, and with the start date on which the changes should take effect. The system will then automatically update the end date of the existing Earning / Deduction to the last day of the previous payroll cycle for the person.
If existing system-generated Earnings or Deductions are incorrect, the transactions must be rolled back, corrected in the various sub-systems and they should be regenerated; this process will only apply to some ITS sub-systems.

Block 1: Individual Transaction Information.

Field

Type
&
Length

Description

Personnel Number

E / D Code

When a valid code, as specified in Earning / Deduction Detail {FPRG-6} is entered, the name and an “E / D” indicator is displayed.

IRP5 Box

The value for the Earning / Deduction Code from Earning / Deduction Detail {FPRG-6} will default.

Salary Level

The value for the Earning / Deduction Code from Earning / Deduction Detail {FPRG-6} will default.

Calc Method

The value for the Earning / Deduction Code from Earning / Deduction Detail {FPRG-6} will default.
Refer to the documentation on Calculation Methods {FPRG-25} to view the rules that the system will apply for each method.
The following calculation methods may not be used for weekly paid personnel:

2 - Bonus
5 - Medical Aid
7 - Salary Notch
A - Pension
L - Medical Aid: Age Range
M - Medical Aid: Age and Spouse Age
U - Local Software Medical Aid

Temporary

(P)ermanent or (T)emporary.
If this field has the value (T)emporary, an End Date must be inserted; any other value will allow a null end date to be accepted.

Retirement Funding

(Y)es or (N)o.
Is this income to be considered when calculating pensionable income?
The value for the Earning / Deduction Code from Earning / Deduction Detail {FPRG-6} will default.

Start Date

DD-MON-YYYY

The date on which this transaction should become effective.
The salary calculation will ignore transactions with a start date after the end date of the cycle.

The start date should be less than the end date, and should be greater than or equal to the person's appointment date.

Loan Repayment Period

This field may be used to keep track of a fixed amount to be recovered from the salary of a person over a period of time where the deduction is handled with Calculation Method "3 - Advised Amount". It represents the number of payroll cycles that the deduction will be active to recover the full amount as entered in the Loan Principal - field.

If this field (Load Repayment Period) is entered, the End Date will be calculated automatically by adding the number of cycles to the Start Date.
For records where the Loan Principal - field was entered, it will be calculated using the Start- and the End Date when a record is queried.

End Date

DD-MON-YYYY

The date on which this transactions stops to being effective.
The salary calculation will ignore transactions with an end date before the start of the cycle.

The end date should be before or on the person's resignation date, if a resignation date exists.

Loan Principal

N15.2

This field may be used keep track of a fixed amount to be recovered from the salary of a person over a period of time and represents the total amount to be recovered from the salary of the person over the number of payroll cycles indicated in the Loan Repayment Period - field.
It cannot be updated once the deduction was included in a payroll calculation.

Loan Balance

N15.2

This field may be used keep track of a fixed amount to be recovered from the salary of a person over a period of time and represents the balance still to be recovered. It cannot be entered and is automatically calculated using the Loan Principal - field and the sum of the transactions already included in the Payroll Transactions field through this Deduction.

Note that the fields Loan Principal, Loan Repayment Period and Loan Balance does not automatically handle interest calculations.

GLA

A4 + A8

The value for the Earning / Deduction Code from Earning / Deduction Detail {FPRG-6} will default.

Reference Number

A15

A reference number that will be written away with the calculated salary transaction.
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 organization. In such a case, the membership or other number of the employee is entered; it will appear on the relevant Report as per Earning / Deduction Type {FPRNR1-6}.

Other Information Required for the Calculation, to be entered into the fields numbered from 1 to 7

The fields to be completed are dependent on the calculation method. Possible values for this field are:

Advised or Reference Amount
Lookup Table to be Used
Reference Salary Level
Reference E / D code
Quantity
Calculation %
Fund Number

The <LIST> command is linked to fields (2) and (7).

Required values for each calculation method are:

Calc Method	Required Field(s)
1	3, 6
2	1 or (3, 6)
3	1
4	2
5	2, 3, 6, 7
6	3, 4, 6
7 (Full month)	No Fields
7 (Part of month)	6
8	1, 5
9	1, 6
A	2, 3, 6, 7
B	6
C	2, 3, 6, 7
D	5
E	5, 6
F	1, 2, 6
G	2, 3, 5, 6, 7
J	3, 4, 5, 7
K	3, 4, 5, 7
L	2, 3, 6, 7
P	1
S	3, 4, 6, 7
U	2, 3, 7
V	6
W	No fields

Formula

A1024

If the Calculation Method is "I - Custom Formula", the formula should be entered in this field.
For more information refer to the relevant section in the on-line help of Calculation Methods {FPRG-25}.

Annual Amounts Low Limit

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 annualized earnings. This field may be left blank if no test is to be done on a low limit.

High Limit

N15.2

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 annualized income.
For calculation methods 1 (Pct of Salary Level Total), 6 (Pct of Transaction) and F (General Lookup Table), the program assumes that only regular monthly earnings are involved; it applies the test against the salary level total at the “Reference Salary Level” specified in paragraph . below.

For calculation methods 3 (Advised Amount) and 7 (Salary Notch), the test is done against the person's annual notch.

Debtor / Student

(S)tudent or (D)ebtor.

Debtor Number

Student Number or Debtor Number.

Account Type

The Account Type is used for / by:

Copy Commission to Payroll {FSAO-24}
Staff Loans {FARS-5}
Generate Meal System Deductions to Payroll {CMEO-21}
Copy Deductions to Student Accounts {FPRI-24}

Post to Subsystem

Must the deduction be copied to the student's fee account:
(Y)es or (N)o.
If this field 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 to Copy Deductions to Student Accounts {FPRI-24}.

Payment Agreement

Valid payment agreement for the student, if the E / D is to be used by Copy Deductions to Student Accounts {FPRI-24}.

Example:

Example:

Block 2: Maintain ACB Tape Credits.

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.

Field	Type & Length	Description
Personnel Number	N9
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.
Account Type	A1	C)urrent, (S)avings, (T)ransmission or (B)ond.
Bank Account Number	N24	The same rules as those to Bank Accounts apply here, as specified in the Fixed Salary Detail {FPRI-1}. 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 zeros are not essential. Only numeric characters must be used, to ensure that hash control totals for the transfer tape are correctly calculated.
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.
Tape Pay Date	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.
Maximum Amount	N15.2	This field is optional. Users may indicate the maximum amount that may be deposited into the specified account for bond payments.
Sequence Number	N2	The sequence the program must use for allocation of unallocated monies.

Example:

Block 3: Validate ACB Tape Information.

If the "Validate Account Detail" option is executed, the following report will be produced:

Example:

Report - f9Fccc.pc:

User Selection	Prompt Text ^{* an item between square brackets [ ] is the default answer}	Type & Length
1	Report on (W)eekly or (M)onthly Paid Personnel [M].	A1
2	Monthly Payroll Cycle.	YYYYMM or YYYYWW
3	Supply 1st Of 10 E / D Codes.	A4

Sort Order	Per	Comments
1	ED Code.
2	Personnel Number.

System Select
	All employees who will be in-service during the given pay cycle and 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: Those transactions found in Block 1 but not in Block 2. Those transactions found in Block 2 but not in Block 1.

Example:

01-AUG-2002 15:05 INTEGRATED TERTIARY SOFTWARE PAGE 1

PROGRAM : F9Fccc.pc V12.0.0.0 E / D CODES NOT ON ACB TAPE CREDITS

For E / D CODES 6500 6510

For Cycle : 199503

PERSONNEL PERSONNEL E / D E / D

NUMBER NAME CODE DESCRIPTION

--------- --------- ---- -----------

72 DU PLESSIS, MRS U 6510 SECOND BOND PAYMENT

01-AUG-2002 15:05 INTEGRATED TERTIARY SOFTWARE PAGE 2

PROGRAM : f9Fccc.pc V12.0.0.0 E / D CODES NOT ON INDIVIDUAL EARNINGS TRANSACTIONS

For E / D CODES 6500 6510

For Cycle : 199503

PERSONNEL PERSONNEL E / D E / D

NUMBER NAME CODE DESCRIPTION

--------- --------- ---- -----------

180 SMITH, MRS V 6500 BOND PAYMENT

END OF REPORT

History of Changes

Date	System Version	By Whom	Job	Description
04-Jan-2007	v01.0.0.0	Frans	T138771	Proofread and correction of manuals
16-Apr-2007	v01.0.0.0	Charlene van der Schyff	T134077	Convert to new format.
22-Aug-2008	v01.0.0.0	Magda van der Westhuizen	T152258	Update manual: Language Editing - Juliet Gillies.
18-Jun-2012	v02.0.0.0	Sister Legwabe	T177281	Insert new screen and new fields on Block 1
19-Jun-2012	v02.0.0.0	Sister Legwabe	T181348	Insert new screen and field formula on Block 1