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
To determine actual salary expenses, broken down by employee.
||Indexed Data Elements
- 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):
- If there is only one job, that job's Job Link ID appears on the payment
- 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.
- 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.
- 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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