Titanium Technologies Helpdesk

How to see PAYTRAN (Payroll Transaction) using the PAYTRAN Encoder role:

GUIDELINES for creating New Payroll Transactions (PAYTRAN):

GENERAL (applicable for any type of PAYTRAN)

• Reference No. – assign unique reference number for the transaction
• Employee – Type in key letters or employee ID no. then select employee name from.
• Credit Method – refers to the duration of the validity of the payroll transaction.

• Counter – field enabled when count-base is selected as the credit method. The number of times the paytran would be processed
• Date Issued – refers to when the payroll transaction was created.

NOTE:

• Ensure there are no blank fields. Spread sheet would not be saved if required fields are left blank.
• Do not use comma as separator.
• To indicate that there is no amount encode “0.00”

LOAN PAYTRAN

• Start Date – need to be the start of the attendance cut-off
• Monthly Amortization – amount of deduction to be deducted per month. For government loans encoder should refer to loan voucher.
• Amount of Loan – actual total amount of loan
• Total Loan (w/interest) - *total amount of loan to be deducted to the employee. Basis of total amount to be paid for or deducted from employee’s salary in increments.
• Amount of loan and total loan (w/interest) may be the same amount.
• Previous Payment – amount previously paid by employee. If
• Frequency – to indicate when the amortization would be deducted from the employee salary.
        - Every payroll *recommended frequency

                - Mid month

                - End month

                - Never

                - One time

• Payment Method – deduction of amortization from the employee's salary  is dependent to the payment method selected.

                - Monthly – full monthly amortization would be deducted every payroll.

                - Per Payroll – the amortization would be divided into two (assuming the company has two cut-offs per month) *recommended payment method

• First Month Method – refers to the payment method on the first month of employee’s employmentor in the case the transaction was file in the middle of the month. Usually applicable if employee started on the second half of the month. If:

                - Monthly – the whole amortization amount would be deducted from salary. 

                - Per Payroll – on the first payroll of the employee who started on the second half of the month, half of the amortization amount would be deducted from salary.

• Separation Deduction Method – refers to payment method in the case that employee resigns.
        - Monthly Pay – whole amortization amount would be deducted.

                - No Deduct

                - Deduct till zero net pay – amount deducted would be limited to the amount of employee’s last payroll.

                - Deduct till remaining balance – total amount of loan balance would be deducted. NOTE: may cause negative net pay to employee’s last salary.

                - Deduct till minimum take home pay – deduction would be made until the determined minimum take home pay.

INCOME PAYTRAN

• Date Range – indicated validity of payroll transaction. Here you may indicate if deduction or income would be done in only one payroll or on multiple payrolls. If a date range that encompasses multiple payroll cut-off would be paytran would be considered valid
• Date Range – refers to the  of the paytran.
• Monthly Pay – the amount that would be added from the employee’s salary for the month.
• Amount of Pay – total income PAYTRAN amount
• Total Payment – actual basis of income amount to be added to employee's salary
• *Previous Payment – field not applicable. Encode: 0.00
• Frequency – to indicate when the amortization would be deducted from the employee salary.

                - Every payroll *recommended frequency

                - Mid month

                - End month

                - Never

                - One time

• Payment Method – amortization is dependent to the payment method selected. For example the amortization amount is 1000 if:

                - Monthly – 1000 would be deducted every payroll.

                - Per Payroll – the amortization would be divided into 2 *recommended payment method

• First Month Method – refers to the payment method on the first month of employee’s employment. Usually applicable if employee started on the second half of the month. If:

                 - Monthly – the whole amortization amount would be deducted from salary. 

                 - Per Payroll – on the first payroll of the employee who started on the second half of the month, half of the amortization amount would be deducted from salary.

• Separation Deduction Method – select "No Deduct."

I. Selecting PAYCODES

 Please refer to table below for pay codes and respective transaction type or classification.

NOTE: When utilizing pay code that has not been previously utilized kindly consult help-desk to prevent issues.

II. CREDIT METHOD pertains to how system would validate if PAYTRAN would be processed for payroll cut-off.

Guidelines for COUNT-BASED credit method behavior.

III. COUNT Field is only activated when count-based credit method is selected. This refers to the frequency of cut-off the PAYRTRAN would be processed during payroll.

IV. START DATE inputted must be before or on the end of cut-off. It is recommended that the PAYTRAN encoder would input start of payroll cut-off.

V. MONTHLY AMORTIZATION/PAY refers to amount to be deducted from or added to the employee’s income.

GUIDELINES:

VI. AMOUNT OF LOAN/PAY is mainly utilized for reports creation especially for loans. This is so that there is a reference for the actual loan amount excluding the interest.

VII. TOTAL LOAN (with INTEREST) /PAY is the total amount to be deducted from or added to the employee’s amount. Basis of amount BALANCE.

VIII. PREVIOUS PAYMENT is utilized in the following cases:

1. New employee has existing loan in previous company
2. Employee avails a new loan thus loan transaction need to be updated.
3. Balance of transaction is not equal to the total amount due to previous transactions not recorded in system.

IX. FREQUENCY is the basis of how amortization or pay would be divided per month. Refer to Scenario 1.

X. PAYMENT METHOD refers to frequency amount or amortization or pay would be deducted from or added to employee’s income. Please refer to table below for an example, this shows how an amortization of 5000 would be managed based on selected payment method.

Scenario 1.1

XI. FIRST MONTH METHOD is applicable for employees who started in the middle of the month and would only be part of payroll at the end of the month.

XII. SEPARATION METHOD takes effect when employee has separated from the company. This would be the basis of how transaction balance would be managed by the system.

XIII. DATE ISSUED refers to when the payroll transaction was created.

For printable file, please see attachment below.