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EMPLOYEE_PAYMENT Table

Note: This table is no longer updated, following the retirement of the mainframe Personnel/Payroll system and the implementation Workday@Penn in July 2019.

Explanation
Contains data on payments made from the Penn Payroll System to employees, and reallocations. There is one record per payment or reallocation (per person, check date, account number and earnings type).

Common Uses
To determine actual salary expenses, broken down by employee.

CHECK_DATE

LAST_EXTRACT_DATE

PAYMENT_SEQUENCE_NUMBER

POSTED_COA_ACCOUNT

SSN

ACCOUNTING_PERIOD

BATCH_ID

CHECK_DATE

FISCAL_MONTH_SEQ

FISCAL_YEAR

HOME_DEPT

HOME_DEPT_ORG

HOME_SCHOOL

HOME_SCHOOL_CTR

JOB_CLASS

JOB_DEPT

JOB_DEPT_ORG

JOB_LINK_ID

JOB_SCHOOL

JOB_SCHOOL_CTR

LAST_EXTRACT_DATE

PAYMENT_SEQUENCE_NUMBER

PENN_ID

POSTED_COA_ACCOUNT

POSTED_COA_CENTER_REF

POSTED_COA_CNAC

POSTED_COA_FUND

POSTED_COA_OBJECT

POSTED_COA_ORG

POSTED_COA_PROGRAM

REQUESTED_ACCOUNT

RESPONSIBLE_ORG

SSN

UNIV_POSITION_NUMBER

CENTER_REF_CODES (DWADMIN)
CNAC_CODES (DWADMIN)
COMP_PERSON (DWCOMP)
EMPLOYEE (DWADMIN)
EMPLOYEE_ADDRESS (DWADMIN)
EMPLOYEE_DISTRIBUTION (DWADMIN)
EMPLOYEE_ENCUMBRANCE (DWADMIN)
EMPLOYEE_ENCUMBRANCE_CURRENT (DWADMIN)
EMPLOYEE_GENERAL (DWADMIN)
EMPLOYEE_JOB (DWADMIN)
EMPLOYEE_PAYMENT_SUMMARY (DWADMIN)
FUND_CODES (DWADMIN)
JOB_CLASS (DWADMIN)
JOB_CLASS_GENERAL (DWADMIN)
OBJECT_CODES (DWADMIN)
ORG_CODES (DWADMIN)
PAR_MAIN (DWPAY)
PAR_EARNINGS (DWPAY)
PAYROLL_EARNINGS (DWPAY)
PROGRAM_CODES (DWADMIN)

Cautions

• Because the EMPLOYEE_PAYMENT table stores records for each employee payment or reallocation by earnings type, there may be more than one record per employee, account number, and check date. Payment_Sequence_Number is used to distinguish one payment or reallocation from another for the employee, account number, and check date.

• The EMPLOYEE_PAYMENT Table contains salary payment data by employee, account number, and check date. For salary payment data by employee and account number summarized by fiscal year, use the EMPLOYEE_PAYMENT_SUMMARY table. For payment amounts accompanied by hours worked for weekly empoyees, use the PAR_EARNINGS table.

• Currently, the Salary Management collection does include some Employee Benefits, and vacation and sick time data are only available for weekly paid employees. Benefits payments are summarized at the 26-digit account level in the BALANCES table in the General Ledger collection (using the appropriate object codes, such as 5190, EB Full Time).

• You can access an EMPLOYEE_PAYMENT record only if you are authorized to access data for the employee's home school or organization, job school or organization, or the payment account CNAC, ORG or Responsible_Org. Access to SSN is further restricted to specifically authorized individuals.

• The Data Warehouse is updated with payments and encumbrance data directly following Salary Management, which may actually be a couple days in advance of BEN Financials. To pull matching data from BEN Financials, Salary Management and the Data Warehouse at the end of a period you'll need to run your system reports and Warehouse queries between the Tuesday after payroll runs, producing the last weekly check for the month, and before the Monday of the following week. By that last Tuesday, monthly payroll has already been run, so those actuals and updated encumbrances will be correct. This limits the risk of retrieving data from Salary Management or the Warehouse for the last weekly pay of the month which may, in fact, be posted to the next BEN Financials Accounting Period. (For example, for AUG-99, reports would have to have been run between August 27 and August 30th.)

• Keep in mind that encumbrances and payments for executive paid individuals (JOB_CLASS.Personnel_Class 'EX' or EMPLOYEE_JOB.Appt_Employee_Type '6') are not available in the Data Warehouse. These payments are stored in sum with all others from the same account combination (by period) in the General Ledger collection (and in BEN Financials) however, so cross-footing those account combinations between Data Warehouse collections or system reports may be difficult.

• In the event that an employee holds two different jobs of the same Job_Class paid by the same account, the Salary Management system does not track specifically which payments were made for which job. The Warehouse uses the following logic to determine the position associated with an payment (the position is represented by the Job_Link_ID, which can be used to join EMPLOYEE_PAYMENT and EMPLOYEE_JOB to retrieve the attributes of the matching job):
  1. If there is only one job, that job's Job Link ID appears on the payment row.
  2. If there is only one job with matching job class and appointment begin / end dates which fit the Pay Period End Date, that job's Job Link ID appears on the payment row.
  3. The first distribution (lowest job sequence / distribution sequence number) with (a) matching job class, (b) distribution start / stop dates and (c) matching distribution account which fit the Pay Period End Date.
  4. If there are no jobs that fit the payment using the above three criteria, the payment is assigned to the primary appointment.

• As a result of the University's Classification Redesign Project, a new job classification system for staff positions was developed in 1998. Job classes in the online Payroll system and the Data Warehouse were converted to this new system over April 8 - 9, 1998. Some classes were reused, however; only the attributes now used for those classes are available. Faculty classes were unaffected by this conversion.

• Use of 9-digit Requested_Account numbers was phased out at the end of June 1998, when the Payroll system became fully compliant with the present General Ledger accounting structure. This column should be null for all records from fiscal year 1999 onward, and Posted_COA_Account should be used instead.

• Use of 5-character Payroll department codes and 2-character Payroll school codes was phased out at the end of June 1998, when the Payroll system became fully compliant with the present General Ledger accounting structure. These columns should be null for all records from fiscal year 1999 onward; in these records, refer to Dept_Org and School_Ctr columns instead.

• Although reallocations may be updated in the Payroll system, values for Reallocation_Code and Reallocation_Status are only imported when the payment record is initially loaded to the Warehouse. The Data Warehouse is not an appropriate source for investigating reallocations, as these values are not updated at any later date.

• The EMPLOYEE_PAYMENT table can be found in the DWADMIN schema, as DWADMIN.EMPLOYEE_PAYMENT_V.

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