Create Process Period - A summary of the activity

A process period is defined as the date range during which a specific payroll is processed. Through the ‘Create Process Period’ activity, you can create new process periods for a given payroll calendar.

Two Ways to Create Process Periods: You can create process periods in one of the two ways below:

Create process periods, one at a time, manually. This is carried out through the “Create Process Period” page.
Generate multiple process periods, automatically. This is carried out through the “Automatic Process Period Generation” page.

Each process period is defined with a unique description and alias. The alias must be specified instead of a process period code for reasons of security The date range is defined by means of the start date and the end date of the process period.

Map to Payroll Calendar, and Implications: At the outset, you are to map the process period to a payroll calendar. Mapping implies the following

The process period is available to all the payrolls that are attached to the payroll calendar. When the process period is mapped to a payroll calendar, the payrolls currently mapped to the payroll calendar inherit this process period.
When more than one process period is attached to a payroll calendar, there must be no time gap between the process periods; they must be successive. When one process period ends, the next process period begins.
The process period’s duration will be controlled by the period unit specified in the payroll calendar. The period unit could be Day, Hour, Week, etc. The payroll calendar also specifies the minimum and maximum time units that the process period can have.

Map to Financial Year and Financial Period: After the process period is mapped to the payroll calendar, the date range for the process period must be defined. Subsequently, you are to map the process period to a financial year and financial period. You need to ensure that either the start or end date fall within the financial year as well as the financial period. Based on the system parameters, that have already been set, the system determines whether the start or the end date must fall within the financial year and accounting period.

Specify Cut-Off Date: You are required to define the cut-off date for the process period. The cut-off date is the date on which the system must freeze the acceptance of information such as employee attendance, for the process period.

For example, the date range of the process period is 1 January 2002 to January 31 2002. This implies that you are to process the payroll and make payments by 1 February 2002. If no cut-off date is specified, the employee attendance details until January 31 20002 will be taken into account for payroll processing. However, computation of attendance and large scale payroll processing consume time and could spill over into the next month. Therefore, you need to specify the last date until which the system accepts employee attendance, for example, January 25. This cut -off date will give the organization the buffer time required to process the payroll and make the necessary payments by the end of the process period.

Note: You can define different cut-off dates for the different payrolls for the same process period and payroll calendar.

The system assumes that employee attendance for the days between 25th and 31st is 100% and processes the payments for these days, as well. When the payroll for the next process period is computed, the system will take into account the actual attendance of the employee from 25 January to 31 January, and adjusts the salary accordingly.

Generated Process Period Code: When you save the process period details, the system generates a unique process period code.

Automated Generation of Multiple Process Periods: You can automate the generation of process periods, and generate them in bulk. You can also specify an alias for the process period, as well as a prefix and suffix to be appended to the process period alias. Tell me more

Getting familiar with the pages inside

Use the page…	…to carry out task
Define Process Period	Creating a process period
Specify Payroll Cut-Off Date	Specifying the payroll cut-off date
Automatic Process Period Generation	Generating Automatic Process Period

Prerequisites

You must have defined a payroll calendar in the “Create Payroll Calendar” activity”

The financial year and financial period must have been defined in the “Organization Setup” of Ramco Enterprise series.

What you can do in this activity

Create a process period

Generate process periods in bulk

Create a process period

You can define a process period and make it applicable to various organization units.

Specify a date range for which the process period must be created.
Specify the payroll calendar to which it must be mapped.
Specify the financial year and financial period for which it is applicable.
Specify the description for easier identification.
Save the details entered.
Specify the organization units for which the created process period is applicable.

Generate process periods, in bulk

You can automatically generate a series of process period at one instance.

Use the "Create process period" page to specify the payroll calendar to which the created process period is mapped.
Use the "Automatic Process Period Generation" page to specify the date from which the process period must be generated. You must also specify the number of process periods that must be generated.