payflow implementer's guide...• payroll agencies. • benefit providers. • other hr and erp...

SP-PF-XXX-IG-201803--R022.00

Payflow Implementer's Guide Version 22

© Sage 2018 2

© Sage 2018. All rights reserved.

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SP-PF-XXX-IG-201803--R022.00

Contents

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Contents

About this Guide 6 Related Guides 6 Feedback 6

Frequently Asked Questions 7 How do I reclaim space taken by old Payflow batch data? 8 How do I give Sage People Support access to my data? 8 When upgrading Payflow to the latest package, which options do I choose? 8

Introduction 9 Upgrading an Existing Payflow Package 10

Payflow Tabs 11

Getting an Overview of a Payflow Service 12

Adding a New Payflow Service 14

Exporting a Payflow Service 16

Importing a Payflow Service 17

Displaying Payflow Batch Detail 19

File Download 21 Overview and Examples 23 Process Summary 25 Configuring a Download 26 Creating a Download File Specification 35 Mapping Sage People Fields to a Download File 41 Running a Download 49 Creating a Changes Only Download File 52 Downloading Using Managed File Transfer 53 Automatically Calculated Fields for Downloads 54

Download Status 54 Effective Dates for Benefits 55

Configuring Groups and Subgroups 56 Example: Salary Group 58 Example: Benefits Group 59 Example: Dependants Group 60 Example: Beneficiaries Group 62

Contents

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File Upload 63 Configuring an Upload 64 Mapping an Upload File to Payflow Lines or Inbound Staging Lines 67 Mapping Payflow Lines to HCM 69 Running an Upload 71 Uploading Using Managed File Transfer 72

Field Sets: Payflow 73

Translation Workbench: Payflow 74

Creating and Managing Benefits for Team Members 91 Benefit Enrollment 92 Automated Benefit Assignment 93

Using Default Benefit Assignment 94 Default Benefit Assignment by Manual Batch 94 Controlling Automated Benefit Assignment 96 Automatic Benefit Start Dates 98 Automatic Benefit End Dates 99

Direct Benefit Administration 100 Replacing a Selected Benefit 102 Changing Start or End Dates for Current or Pending Benefits 104 Activating or Deactivating a Benefit 105

Setting Up Benefits 106 Adding a New Benefit Supplier 108 Adding a New Benefit Plan 109

Defining Benefit Costs 121 Defining a Benefit Calculation 123 Defining a Benefit Comparison 126 Adding Benefit Documents 128 Adding Extra Fields to a Benefit Plan 129

Exporting and Importing a Benefit Plan 130 Adding a New Benefit Set 132

Adding a New Benefit Type 134 Adding a New Benefit Option 137 Creating Benefit Enrollment History 139 Completing Benefit Enrollment Fields for Team Members 141 Policy Options: Benefits & Open Enrollment 142 Field Sets: Benefits 142 Translation Workbench: Benefits 143

Contents

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Payflow-specific Date and Time Functions 153 ADDDAYS 154 ADDMONTHS 154 ADDYEARS 154 DAYSBETWEEN 155 MONTHSBETWEEN 155 YEARSBETWEEN 156 STARTPERIOD 157 ENDPERIOD 158

Sage People Fields Available for Mapping to a Download File 159 Payflow 160 Team Member 163 Employment Record 167 Salary 171 Job History 173 Bonus 174 Benefit 175 Beneficiary 178 Dependant 180 Absence 181 Timesheets 184 Training 186

Glossary of Terms 188

Index 191

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About this Guide This Payflow Implementer's Guide provides comprehensive information about setting up:

• File downloads from Sage People for use in other systems.

• File uploads from other systems into Sage People.

• Benefit suppliers, plans, sets, and options.

• Benefit enrollment.

Enhancements in this release are shown:

indicates a completely new feature for this release.

indicates a significantly enhanced feature for this release.

Highlighted text indicates other enhancements.

Related Guides HCM Configuration Guide Coverage summary

How to set up, manage, and maintain the Sage People HCM system. Includes detailed configuration information.

Typical target audience

You have overall responsibility for the content of the Sage People system within your organization and provide first line support for HR Managers.

Feedback Feedback from you on our products and on our documentation is important to us. Let us know what you think, let us know if you like what we do, and let us know how we can do better.

• To provide comments and suggestions on any aspect of Sage People please email us:

[email protected]

• To provide specific feedback on our documentation please email our documentation team:

[email protected]

Thank you!

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Frequently Asked Questions

Frequently Asked Questions How do I reclaim space taken by old Payflow batch data?

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How do I reclaim space taken by old Payflow batch data? Use the Delete Batch After Days field and the Delete Payroll Lines With Batch option when configuring the download (see page 26), configuring the upload (see page 64), or the Payflow Service (see page 14). Delete Payroll Lines With Batch automatically deletes Payroll Lines associated with a batch when the batch is deleted.

How do I give Sage People Support access to my data? If you raise a Support Case with Sage People, you may be asked to allow the Support team to login to your org as you so they can thoroughly investigate the issue.

1. Go to Setup > Personal Setup > My Personal Information > Grant Login Access

Sage People displays the Grant Login Access page.

2. In the Sage People Support row, select the picklist in the Access Duration column and choose the duration of access you want to grant.

It is good practice to keep Access Duration as short as possible - Support typically offer guidance on the length of time they need.

When upgrading Payflow to the latest package, which options do I choose? Upgrading an existing Payflow package (see page 10).

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Introduction Sage People Payflow™ is a multi-purpose solution for managing data flows between Sage People and other systems, typically for data related to compensation and benefits.

Payflow provides the link between Sage People and other systems including:

• Payroll agencies.

• Benefit providers.

• Other HR and ERP systems.

Data can flow down from Payflow to other systems, driving payroll and benefits from the single source of information held on the Sage People system. Automation options enable you to define schedules to control downward data flows without the need for manual intervention. Data can also flow from other systems up to Payflow and on into Sage People HRIS, enabling Sage People to shadow the data content of the external system. Payflow is also used as the engine enabling benefit selection, typically to support Open Enrollment.

Payflow can be used within a single country installation to link different systems, ensuring that data is regularly passed between them. Payflow can also be used within installations spanning multiple countries or business units to enable consolidation of information into a single source.

Introduction Upgrading an Existing Payflow Package

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Upgrading an Existing Payflow Package 1. Use the link to the new package supplied by Fairsail and login to the org you want to upgrade.

2. Select Install for Specific Profiles.

Fairsail displays a list of available Profiles.

3. Select the picklist for Set access level for all profiles to and choose No Access.

4. Select Set.

5. In the list of Profiles select the picklists in the Access Level column and choose the following mapping:

Profile Access Level

Fairsail Administrator Fairsail Administrator Gives full access to Payflow. Applies the settings in the Fairsail Administrator profile supplied with Payflow to the existing Fairsail Administrator profile.

Fairsail HR Manager Fairsail Administrator Gives full access to Payflow. Applies the settings in the Fairsail Administrator profile supplied with Payflow to the Fairsail HR Manager profile. If you want to exclude HR Managers from access, choose No Access.

Fairsail Platform Team Member No Access Gives no access to Payflow

All other Profiles including custom profiles

No Access Access levels set for existing custom profiles are preserved with no changes.

6. Select Install.

The package is installed in your org. The installation may take several minutes to complete - if a progress page is displayed, select Done.

When installation is complete, you are sent an email confirming successful installation in your org.

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Payflow Tabs

Tab Displays

Benefit Sets A list of the groups of benefits defined for specific uses in your organization. For example, you may have a benefit set available for new hires, one for open enrollment, and one for senior management. You can change views, open, edit and delete existing benefit sets, and create a new set from here. Open a benefit set to edit the set, or clone a set to act as the basis of a new one. Each benefit set page also displays the benefit types that comprise the set, and enables you to drill down to display the benefit options, suppliers, and plan names comprising the benefit type. You can also add a new benefit type from a benefit set page.

Benefit Suppliers A list of the benefit suppliers set up on your Sage People system.

You can change views, open, edit and delete existing suppliers, and set up a new benefit supplier from here. Open a benefit supplier to edit supplier detail, or clone a supplier to act as the basis of a new one. Each benefit supplier page also displays the benefit plans offered by the supplier to your organization, and enables you to drill down to display the details of each plan. You can also add a new benefit plan offered by a supplier from a benefit supplier page.

Payflow Services A list of the services configured for use on your Payflow system.

You can change views, open, edit and delete existing services, and set up a new service from here. Opening a service displays the Payflow Console for that service, with a summary of service configuration and the batches associated with it. You can select a batch and drill down into the detail. The Payflow Console also enables you to change service configuration, upload or download Payflow files, or delete the Service.

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Getting an Overview of a Payflow Service To display an overview page for a Payflow Service:

1. Select the Payflow Services tab.

Sage People displays the Payflow Services Home page.

2. Select the Name of the Service:

Sage People displays the Payflow Service Console for the Service:

Getting an Overview of a Payflow Service

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Payflow Service Console displays the following buttons and fields:

Button/Field Description

Configure Displays the Payroll Configure page for the Service.

Upload Payflow File Displays the Upload page for the Service, enabling you to select a file for upload (see page 71).

Download Payflow File

Displays the Download page for the Service, enabling you to specify start and end dates and to start the download (see page 49).

Payflow Service Name

The value in the Payflow Service object, Payflow Service Name field (see page 14).

Payroll Period The value in the Payflow Service object Payroll Period field (see page 26). One of Monthly, Semimonthly, Biweekly, or Weekly.

Batch Run Mode A formula field that checks for a value in the Payflow Service object, Batch Start Cron Command field and returns Manual if the field is empty, or Automatic if the field contains a value (see page 26).

Next Run Date/Time When Batch Run Mode displays Automatic, the date and time of the next scheduled batch. For manually run batches Next Run Date/Time is blank.

Payflow Batches Related List

Batch # Links to the Payflow Batch Detail page (see page 18).

Period Start Date The start date for data in the download, as specified when running the batch (see page 49).

Period End Date The end date for data in the download, as specified when running the batch (see page 49).

Batch Start The date and time the batch started to run.

Batch End The date and time the batch finished.

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Adding a New Payflow Service A Fairsail Payflow Service provides a complete definition of the interface between Fairsail and an external service, including:

• Configuring the download from Fairsail to the external system.

• Specifying download file content and format.

• Mapping fields between download files and files of the target system.

• Configuring the upload from the external system to Fairsail.

• Mapping fields between the source system and Fairsail.

The external service can be a Payroll Agency, a Benefit Supplier, or another host of HCM or HRIS information.

To add a new Payflow Service:

1. Click the Payflow Services tab.

Fairsail displays the Payflow Services Home page.

2. Click New:

Fairsail displays the New Payflow Service Edit page:

Adding a New Payflow Service

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3. Complete the fields as follows:

Field Description

Payflow Service Name

A name for the service.

Create Change Log Checkbox. If checked, Payflow logs the changes identified by the service each time a batch runs. The log file is attached to the batch in the Notes & Attachments Related List.

Send Reports To The name of the Fairsail user to receive download reports. Use Lookup if necessary.

Delete Batch After Days

Not displayed by default. You can add to the page layout through Setup > App Setup > Create > Objects > Payflow Service > Page Layouts. Number of days after which download batches are deleted. For example, if set to 0 all previous download batches are deleted after the current one has run; only the latest download is kept. If set to 7 all downloads over a week old are deleted. Useful for constraining the amount of download data held, and particularly valuable for managing changes only download data which can accumulate quickly.

Delete Payroll Lines With Batch

Not displayed by default. You can add to the page layout through Setup > App Setup > Create > Objects > Payflow Service > Page Layouts. Checkbox. If checked, Payroll Lines linked to a batch are deleted when the batch is deleted. If not checked, deleting a batch does not delete associated Payroll Lines. Useful in managing the volume of stored Payflow data.

Delete Changes Retaining Batch

Not displayed by default. You can add to the page layout through Setup > App Setup > Create > Objects > Payflow Service > Page Layouts. Checkbox. If checked, when deleting old batches the change history is deleted but the batch output files are retained. Useful in reducing space-consuming history data without deleting output data.

4. Click Save to save the Service and close the Payflow Services Edit page. Fairsail displays the Payflow Service Console for the service you just added.

Click Save & New to save this service and add another.

You can now set up the service by adding download and upload configuration details.

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Exporting a Payflow Service You can export a Payflow Service with configuration detail for import into another org, making it easier to replicate complex or extensive service configurations. When exported, no relationship is maintained between the services - future changes to source or copy service are not reflected in copy or source.

The export is a text file containing key-value pairs with the configuration detail, intended for import into another org (see page 17).

To export a Payflow Service:


2. On the Payflow Services Home page select the Service Name for the Service you want to export.

Payflow displays the Payflow Service Console for the Service.

3. Select Configure:

4. On the Payroll Configure page, select Export:

Payflow produces a .fs file and prompts you to save it.

5. Select OK.

The file is saved to your downloads folder.

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Importing a Payflow Service Payflow Services can be configured, exported, and then imported into another org. Typically used when complex formats have to be replicated as a starting point for further configuration - for example, with HIPAA 834 format services.

You can import .fs format files that have been exported from a Payflow implementation. The Import button is not displayed by default and must be added:

1. Go to Setup > App Setup > Create > Objects

2. Select the Label for the Payflow Service object.

3. Select the Search Layouts link at the top of the page or scroll down to the Search Layouts section.

4. Select Edit against Payflow Services List View.

Sage People displays the Edit Search Layout page.

5. In the Custom Buttons section Select FS Import in the list of Available Buttons and select Add to move Import to the list of Selected Buttons.

6. Select Save.

To import a Payflow Service:


2. On the Payflow Services Home page select the All View and select Go.

Sage People displays the Payflow Services List View.

3. Select FS Import:

Sage People displays the Import Data page:

Importing a Payflow Service

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4. Select Choose File, find and select the file you want to import and select Open.

Sage People redisplays the Import Data page with the file name you selected for import:

5. Check you have selected the correct file and select Import.

Sage People imports the file, creates the Payflow Service, and displays the Payflow Service Edit page for you to change the Payflow Service Name:

6. Enter a name for the service and proceed as described in Adding a New Payflow Service (see page 14).

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Displaying Payflow Batch Detail To display the Payflow Batch Detail page for a completed batch:

• On the Payflow Service Console page for the Service, select the Batch Number:

Sage People displays the Payflow Batch Detail page:

Displaying Payflow Batch Detail

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• To change the fields or Related Lists displayed on the page, select Edit Layout:

Available Related Lists include: o Inbound Staging Lines

Gives access to posting detail for uploads using Staging. o Notes & Attachments o Payflow Batches o Payflow Batch Errors o Payflow Lines

Gives access to posting detail for uploads using Payflow Lines.

Available fields include: o Batch Number o Batch End o Batch Start o Created By o Disable Changes o Last Batch o Last Modified By o Pay Date o Payroll Service o Period End Date o Period Start Date

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File Download

You can use Payflow to:

• Extract data from fields in the following objects held on the Sage People system:

o Team Member o Beneficiary

o Employment Record o Dependant

o Salary o Absence

o Job History o Timesheet

o Bonus o Time Report

o Benefit o Training

File Download

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• Write that data to a file in one of a range of formats.

• Translate data and follow the coding scheme used by the target system.

• Manage the transfer of the data file to the target system.

• Process time limited or changed data, excluding data that has not changed. For example: o New Team Member data. o Changes to salary or benefit contribution. o Terminating or terminated employee data.

• Automate the whole process so that downloads run to a pre-defined schedule.

File Download Overview and Examples

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Overview and Examples Downloads can be configured to extract data in one of four modes:

• Full file, field level changes switched off o All records are exported every time the download runs. o All fields containing data are included.

Example • An organization with 100 employees.

• Two employees have a changed salary during the payroll period and no other changes. The download contains all data fields for all employees.

• You cannot easily identify the employees with changed data, or what those changes might be.

• Use a download of this form to generate a full data set to refresh or overwrite a target system.

• Full file, field level changes switched on o All records are exported every time the download runs. o Fields flagged to display changes only contain data; all other fields are blank. o Typically, Employee ID and Name fields are included for every record to ease data identification.


• Two employees have a changed salary during the payroll period and no other changes. The download contains Employee ID and Name fields for all employees, with blank data fields except for the changed salary fields for the two employees.

• You can see all employees in the same file.

• You can easily identify the employees with changed data, and see those changes.

• Record level changes only, field level changes switched off o Records that have changed are exported every time the download runs. o Every field that contains data is included for the changed records.


• Two employees have a changed salary during the payroll period and no other changes. The download contains records for the two employees with changed salaries, with all populated data fields included.

• You can easily identify the employees with changed data, but not what those changes might be.

File Download Overview and Examples

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• Record level changes only, field level changes switched on o Records that have changed are exported every time the download runs. o Fields flagged to display changes only contain data; all other fields are blank. o Typically, Employee ID and Name fields are included for every record to ease data identification.


• Two employees have a changed salary during the payroll period and no other changes. The download contains Employee ID and Name fields for all employees, with blank data fields except for the changed salary fields for the two employees.

• You can easily identify the employees with changed data, and see those changes.

File Download Process Summary

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Process Summary There are three steps in setting up a download:

1. Configure the download (see page 26).

Defines default parameters for all files downloaded using this Payflow Service. Each Payflow Service has its own set of configuration parameters for downloads.

2. Create a download file specification (see page 35).

You can use one download to create one or more data files, each file with its own set of data. Each data file uses the default configuration you have specified for the download, building on it by adding a data group, field, and value, or providing alternatives to the defaults set in the download configuration.

3. Mapping Sage People data fields to the download file (see page 41)

Specifies the mapping between data fields in HCM objects and the fields in the download file. You can apply conditions and options to further filter the data.

File Download Configuring a Download

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Configuring a Download Downloads are configured as part of Payflow Services. Each service has one set of configuration settings that can apply to one or more download files. Once configured, you can run the download and use it to send data to any target system; you do not have to use the download exclusively for payroll data or as part of a fully configured payroll service. You can also specify parameters to run the download automatically to a pre-defined schedule.

By default, downloads are encoded as UTF-8 to enable inclusion of international character sets.

To configure a download:


Fairsail displays the Payflow Services Home page.

2. If you want to configure a download as part of an existing Payflow Service:

a. Select a View that includes the service you want.

b. Select the Payflow Service Name:

Fairsail displays the Payflow Service Console for the Service.

3. If you want to configure a download for use outside a Payflow service or as part of a new service:

a. Select New:

Fairsail displays the New Payflow Service Edit page:

b. In Payflow Service Name, enter a name for the Service.

c. Check Create Change Log to add a log file to the Note & Attachments Related List for each batch run by the Service.

d. In Send Reports To, enter the name of the Fairsail user to receive download reports. Use Lookup if necessary.

e. Select Save. Fairsail displays the Payflow Service Service Console for the Service.


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4. On the Payflow Service Console, select Configure:

Fairsail displays the Configure page for the Payflow Service.

5. In the Download Files section select Download Configure:

Fairsail displays the Download Configure page.


Field Description

Options section

Download Record Length

Number of bytes. If the download must be in records of fixed length, specify the length, excluding file delimiters. The value you specify can be overridden with a different value for an individual download file. If you leave this field blank, downloaded files have variable length records. Specify record delimiter characters in Download Record Delimiter.

Download Record Delimiter

Characters representing a break between records. The characters are operating system specific. For operating systems using ASCII use:

• \r for return/carriage return.

• \n for newline/line feed. If you leave this field blank the record delimiter defaults to \r\n. This is the record delimiter used for CSV (comma-separated value) files. If you are downloading records of fixed length leave this field blank and specify a value in Download Record Length.

Download Field Delimiter

Characters representing a break between fields within a record.

• For CSV (comma-separated value) files use , (comma). Fields containing a comma as part of the data, for example numbers using commas as thousands separators, automatically have those fields enclosed in double quotes (").

• For TSV (tab-separated value) files use \t If you leave this field blank the field delimiter defaults to a comma.


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Field Description

The following object specific fields enable you to specify a base group of Team Members to supply data for download.

Team Member Selection section

Team Member Select Field

Picklist. The field from the Team Member object you want to use to select Team Member data to include in the download. You can specify any text or formula field, including custom fields you have added to your org. If you need to use complex logic, create a new formula field on the Team Member object to hold the logic, then select the new field here. Select the picklist and choose the field. Use Team Member Select Field together with Team Member Select Value to control the data that can be used as the basis for the download.

Team Member Select Value

The value of Team Member Select Field for data to be used as the basis for the download. If you specify a value that does not exist for the field you have chosen, the download fails. If blank, data can be included in the download only if the value of the selected field is blank. For logical NOT Use ! For example, with fHCM2__Country__c in Team Member Select Field:

• France specifies all Team Members with the value France in the Country field.

• !France specifies all Team Members with any value other than France in the Country field.

• ! on its own specifies all Team Members with any non-blank value in the Country field.

• A blank field specifies all Team Members with no value in the Country field. Job History Select Field

Picklist. The field from the Job History object you want to use to select Team Member data to include in the download. Use Job History Select Value to specify the value the field must match to qualify Team Member data for download. Select the picklist and choose the field. Typically used for identifying Team Members who have changed reporting country since the last batch was run.

Job History Select Value

The value of the field chosen in Job History Select Field for data to be used for the download.

Team Member Select Dates

Checkbox. Enables you to select Team Members who were employed by your organization for the whole of the download (Payroll) period. If checked, Team Member records are selected for the specified Payroll period if:

• The Employment Record Start Date is before the Payroll period. AND

• There is no Employment Record End Date, or the Employment Record End Date specifies a date after the end of the Payroll period.

If unchecked, Team Member records are not selected on the basis of their Employment Record start and end dates. To include all Team Member records, leave unchecked.

Salary Select Dates Checkbox. Enables you to select salary records for Team Members with salary start dates that started before or during the download (Payroll) period. Team Member salary records that start after the end of the Payroll period are not included. If checked, Team Member salary records are selected for the specified Payroll period if the Salary Record Start Date is before or during the Payroll period. Salary records that start in the future are not selected. If unchecked, the most recent Team Member salary records are included regardless of the salary record start date.

Team Member Include Period Back

Checkbox. Enables you to select Team Member records from the previous download (Payroll) period as well as the current download period. If checked, Team Member records from the previous download period are downloaded. For example, to retain access to Team Members who are terminating and may not be active in the current download period. If unchecked, only Team Member records active in the current download period are downloaded.


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Field Description

Bonus Selection section

Bonus Select Dates Checkbox. Enables you to select Bonus records for Team members with bonus paid dates within the download (Payroll) period. If checked, Team Member Bonus records are included in the download only if the Bonus paid date falls within the Payroll period. If unchecked, the most recent Bonus records are included in the download regardless of the paid date.

Bonus Include Period Back

Checkbox. Enables you to select Bonus records for Team Members with bonus paid dates in the previous download (Payroll) period as well as the current download period. If checked, Bonus records with paid dates in the previous download period are included in the download. If unchecked, only the most recent Bonus records are included in the download.

Include Post Employment Bonus

Checkbox. Enables you to select Bonus records for Team Members who have terminated, for example, a contractual bonus earned by an employee during their employment, who has since left your organization. If checked, active Bonus records for Team Members who have terminated are included in the download. If unchecked, Bonus records for Team Members who have terminated are not included in the download.

Benefits Selection section

Benefit Include Period Back

Checkbox. Enables you to select Benefit records from the previous download period as well as the current download period. If checked, Benefit records from the previous download period are included in the download. If unchecked, only Benefit records active in the current download period are included in the download.

Include Post Employment Benefits

Checkbox. Enables you to select Benefit records that apply to Team Members who have terminated, for example benefits that remain due to ex-employees as a result of US COBRA legislation. If checked, active Benefit records for Team Members who have terminated are included in the download. If unchecked, Benefit records for Team Members who have terminated are not included in the download.

Benefit Select Active Checkbox. If checked, only Benefit records marked as active are included in the download. If unchecked, the status of the active flag is ignored and all Benefit records are included in the download.

Deduction Select Dates

Checkbox. If checked, Benefit records are included in the download only if deductions for the benefit are currently being made:

• Deduction Start Date is before or during the download period, or null.

AND

• Deduction End Date is during or after the download period, or null. When Deduction Start Date is specified and Deduction End Date is blank, Deduction End Date is taken as an unspecified future date.

If unchecked, Deduction start and end dates are ignored when selecting Benefit records. Note that Deduction Start and End dates may not be the same as Benefit Start and End dates (see page 109).


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Field Description

Absence Selection section

Absence Select Dates

Checkbox. If checked, Absence records are included in the download only if they fall within the download period. If unchecked, Absence record dates are ignored when selecting Absence records for the download.

Absence Include Period Back

Checkbox. If checked, Absence records from the previous download period are included in the download. If unchecked, Absence records are included for the current download period only.

Absence Include Deleted

Checkbox. If checked, deleted Absence records are included in the download. Deleted Absence records have the IsDeleted field set TRUE; you can use Payflow batch logic to select output content based on this setting. If unchecked, Absence records are included in the download only if they have not been deleted.

Timesheets Selection section

Timesheet Select Dates

Checkbox. If checked, Timesheets are included in the download only if they fall within the download period. If unchecked, Timesheet dates are ignored when selecting Timesheet records for the download.

Timesheet Select Approved Dates

Checkbox. If checked, Timesheets are included in the download if they have been approved during the download period. If unchecked, Timesheet approval dates are ignored when selecting Timesheet records for the download.

Timesheet Select Paid Dates

Checkbox. If checked, Timesheets are included in the download if they have been paid during the download period. If unchecked, Timesheet paid dates are ignored when selecting Timesheet records for the download.

Timesheet Include Period Back

Checkbox. If checked, Timesheet records from the previous download period are included in the download. If unchecked, Timesheet records are included for the current download period only.


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Field Description

Start Date and End Date of Period section

Payroll Base Date Date. The date used as the starting date for calculating payroll (download) run dates. Multiples of the Payroll Period are added to the Payroll Base Date to determine the next payroll (download) run date. Enter a date, or click the field to display a calendar so that you can select a date. To use today's date, click today's date displayed to the right of the field:

Payroll Period Picklist.The interval between payroll (download) runs. By applying multiples of the Payroll

Period to the Payroll Base Date, Fairsail calculates the date of the next payroll (download) run. Select the picklist and choose from:

• Monthly On the same day of every month.

• Semi-monthly Twice a month. The Payroll Base Date must be the first or the last day of the month. Payroll runs are then made on that day of every month and on the mid-day of the month, typically the 15th.

• Biweekly Every two weeks.

• Weekly On the same day of every week.

Days Back For Start Date

To set a start date in the past that is not tied to a Payroll Period. The value you specify is used by Payflow if Payroll Period is set to None, so use this field if you do not complete Payroll Base Date and Payroll Period. Days Back For Start Date enables you to set the download batch to run for a sliding window of days, rather than the fixed dates of a payroll period. Enter the number of days in the past from which you want the download data to start. Enter numbers as positive integers. Use with Days Future For End Date to specify an end date other than today. If Days Future For End Date is not set, or set to zero, the end date is set to today.

Days Future For End Date

To set an end date in the future that is not tied to a Payroll Period. The value you specify is used by Payflow if Payroll Period is set to None, so use this field if you do not complete Payroll Base Date and Payroll Period. Days Future For End Date enables you to set the download batch to run for a sliding window of days, rather than the fixed dates of a payroll period. Enter the number of days in the future you want the download data to end. Enter numbers as positive integers. Use with Days Back For Start Date to specify a start date other than today. If Days Back For Start Date is not set, or set to zero, the start date is set to today.


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Automatic Processing section When scheduling multiple batches, set start times at least 10 minutes apart. Running multiple batches simultaneously can result in conflicts if a required record has been locked by another service.

Batch Start Cron Command

An expression to specify the time sequence to be followed for downloads, for example:

• Every day at 1pm: 0 0 13 * * ?

• Every Friday at 5pm: 0 0 17 ? * FRI

• The last Thursday of every month at 22:00: 0 0 22 ? * 5L The expression must be of the form: [sec] [min] [hr] [day_of_month] [month] [day_of_week] [year] Where:

• [sec] is the time in seconds, from 0 to 59. No special characters can be used.

• [min] is the time in minutes, from 0 to 59. No special characters can be used.

• [hr] is the time in hours using the 24 hour clock, from 0 to 23. Special characters: , (comma) - (hyphen) * (asterisk) / (forward slash)

• [day_of_month] is the date in the month, from 1 to 31. Special characters: , (comma) - (hyphen) * (asterisk) ? (question mark) / (forward slash) L W

• [month] is the number of the month from 1 to 12, or a three letter abbreviation for the month: JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC Special characters: , (comma) - (hyphen) * (asterisk) / (forward slash)

• [day_of_week] is the number of the day in the week from 1 to 7 starting with Sunday, or a three letter abbreviation for the day: SUN MON TUE WED THU FRI SAT Special characters: , (comma) - (hyphen) * (asterisk) ? (question mark) / (forward slash) L # (hash)

• [year] is optional and if used is a year from 1970 to 2099. Special characters: , (comma) - (hyphen) * (asterisk) / (forward slash)

See below for special characters and further examples.


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Special characters:

• , (comma) A value delimiter when specifying more than one value for a parameter. For example JAN, MAR, JUN to specify more than one month.

• - (hyphen) A value separator when specifying a range of values for a parameter. For example JAN-JUN to specify a range of months.

• * (asterisk) All values for a parameter. For example * in the day_of_week parameter position specifies all days and the download runs every day.

• ? (question mark) No specific value. Used for day_of_month or day_of_week when specifying one and not the other.

• / (forward slash) A value separator when specifying increments. The value before the slash specifies the starting value, the value after the slash is the amount of the increment. For example 1/5 for day_of_month specifies to run the download every fifth day of the month starting from the first of the month.

• L Last value in the range. Available for: o day_of_month where it means the last day of the specified month. o day_of_week when used by itself it means Saturday; when used in conjunction with

another day_of_week value it means the last day of that value in the month. For example, 6L means the last Friday in the month.

• W Available for day_of_month together with a day value to specify the nearest weekday within the month. For example, 20W, when the 20th is a Saturday runs the download on Friday 19th; 1W, when the 1st is a Saturday runs the download on Monday 3rd, the nearest weekday within the month.

• # (hash) A value separator when specifying the nth day_of_week in the month. For example the 3rd Wednesday of the month. Used for day_of_week. The value before the hash specifies the day_of_week, the value after the hash specifies the ordinal. For example, FRI#2 and 6#2 both specify the second Friday in the month; 2#3 and MON#3 both specify the third Monday in the month.

Example expressions

• 0 0 13 * * ? The download runs every day at 13:00hrs (1pm)

• 0 30 22 ? * 6L The download runs on the last Friday of every month at 22:30. (10:30pm).

• 0 0 15 W * L The download runs on the last weekday of every month at 15:00 (3pm).

• 0 45 17 ? * MON-FRI The download runs Monday through Friday at 17:45 (5:45pm).

• 0 0 2 ? * MON#3 The download runs on the third Monday of every month at 02:00 (2am).


Number of days after which download batches are deleted. For example, if set to 0 all previous download batches are deleted after the current one has run; only the latest download is kept. If set to 7 all downloads over a week old are deleted. Useful for constraining the amount of download data held, and particularly valuable for managing changes only download data which can accumulate quickly.


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Checkbox. If checked, Payroll Lines linked to a batch are deleted when the batch is deleted. If not checked, deleting a batch does not delete associated Payroll Lines. Useful in managing the volume of stored Payflow data.

Managed File Transfer section Complete these fields if you are downloading using managed file transfer (see page 53).

Outgoing Emails One or more email addresses to receive the download files. Enter each address on a separate line.

Outgoing Server Used if you are downloading using managed file transfer. You also need to complete your server login credentials on the Payflow Service Configure page (see page 53). The name of the server supplying the data for download.

Outgoing Path Used if you are downloading using managed file transfer. You also need to complete your server login credentials on the Payflow Service Configure page (see page 53). The path within the outgoing server to the directory supplying the data.

7. Select Save.

Fairsail displays the Configure page for the Payflow Service.

File Download Creating a Download File Specification

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Creating a Download File Specification You can use one download to create one or more data files, each file with its own set of data. Multiple files enable you to separate the different types of information needed for many third party service providers such as payroll services.

To create a download file specification:



2. Select the Payflow Service Name for which you want to create the download file.

Sage People displays the Payflow Service Console for the Service.


Sage People displays the Configure page for the Payflow Service.

4. In the Download Files section select New:

Sage People displays the Download File Configure page.


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Field Description

Details section

Download File Name The name of the file to be created. Include the file extension, such as .csv, .tsv, or .txt to indicate the type of file. You can include formulas to insert values into the file name:

• {!count} Inserts the number of data records contained by the file. For example: myfilename{!count}.csv produces the file name: myfilename284.csv for a file containing 284 records.

• {!now,yyyy-MM-dd} Inserts the current date. You can use standard Java date and time pattern strings to insert dates and times in a range of formats. For example: myfilename{!now,MM-dd}.csv produces the file name: myfilename11-25.csv for a file downloaded on November 25th.

• {!repeat,xxx,n} Repeats the string xxx n times, where: o xxx is any character string. o n is an integer. For example: myfilename{!repeat,A,3}.csv produces the file name: myfilenameAAA.csv

Record Length Number of bytes. If the downloaded file must be in records of fixed length, specify the length, excluding file delimiters. A value specified here overrides the Download Record Length given in the Download Configuration (see page 26). For variable length records, leave this field blank.

XML Format Checkbox. If checked, the file is written in XML. If unchecked, the file is not written in XML.

Header Supplemental data to be placed at the start of the file, preceding the body. Required by some file formats. Enter the header content here. You can include formulas to insert values into the Header:

• {!count} Inserts the number of data records contained by the file.

• {!now,yyyy-MM-dd} Inserts the current date. You can use standard Java date and time pattern strings to insert dates and times in a range of formats.

• {!repeat,xxx,n} Repeats the string xxx n times, where: o xxx is any character string. o n is an integer. If you leave Header blank, the names of the fields contained in the file are placed at the start of the file.


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Field Description

Footer Supplemental data to be placed at the end of the file, following the body. Required by some file formats. Also known as the trailer. Enter the footer content here. You can include formulas to insert values into the Footer:

• {!count} Inserts the number of data records contained by the file.

• {!now,yyyy-MM-dd} Inserts the current date. You can use standard Java date and time pattern strings to insert dates and times in a range of formats.

• {!repeat,xxx,n} Repeats the string xxx n times, where: o xxx is any character string. o n is an integer.

Record Prefix

A text string to be inserted before each data record in the download file. Record Prefix can include:

• More than one line: insert \r\n

• Tab markers: insert \t Record Postfix

A text string to be inserted after each data record in the download file. Record Postfix can include:


• Tab markers: insert \t Remove Empty Fields Checkbox. If checked, empty fields at the end of the record are removed. Empty field

removal starts at the end of the record and works back until it finds a field containing a value. You can use Remove Empty Fields to effectively truncate fixed length records carrying no data in one or more fields at the end of the record. If unchecked, records ending with empty fields are left unchanged.

Suppress End of Record/Loop

Checkbox. If checked, records containing repeated groups of fields that would generate a new record after each group, retain the field groups in a single record. For example, to retain multiple benefits within a Team Member record instead of generating a new record for each group of benefit fields. If checked, you can manually control when new records are generated by using the New Record After checkbox when defining the mapping between Sage People fields and the download file (see page 41).


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Field Description

Group Picklist. The data grouping to be used in the file. The names and content of the remaining fields in the Detail section are controlled by the value you select in Group. Select the picklist and choose from:

• Salary Displays Employment Select and Job History Select fields and associated value fields for you to qualify the download file using fields from those objects.

• Bonus Displays Team Member Select, Employment Select and Job History Select fields and associated value fields for you to qualify the download file using fields from those objects.

• Benefits Displays Team Member Select, Employment Select and Job History Select fields and associated value fields for you to qualify the download file using fields from those objects.

• Beneficiaries Displays Team Member Select, Employment Select and Job History Select fields and associated value fields for you to qualify the download file using fields from those objects. Additional fields are displayed for Subgroup Field and Subgroup Value.

• Dependants Displays Team Member Select, Employment Select and Job History Select fields and associated value fields for you to qualify the download file using fields from those objects. Additional fields are displayed for Subgroup Field and Subgroup Value.

• Absence Displays Team Member Select, Employment Select and Job History Select fields and associated value fields for you to qualify the download file using fields from those objects.

• Timesheet Displays Team Member Select, Employment Select and Job History Select fields and associated value fields for you to qualify the download file using fields from those objects. Additional fields are displayed for Subgroup Field and Subgroup Value.

• Training Displays Team Member Select, Employment Select and Job History Select fields and associated value fields for you to qualify the download file using fields from those objects.

More information is available in Configuring Groups and Subgroups (see page 56).


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Field Description

Select 1 Picklist. The data field within the Group used for the download file. This is a dependent picklist with the content determined by the Group selected:

• Salary Group Select Field displays fields from the Team Member object.

• Bonus Select Field displays fields from the Bonus object.

• Benefits Group Select Field displays fields from the Benefit object.

• Beneficiaries Group Select Field displays fields from the Benefit object. Subgroup Field displays fields from the Beneficiary object.

• Dependants Group Select Field displays fields from the Beneficiary object. Subgroup Field displays fields from the Benefit object.

• Absence Group Select Field displays fields from the Absence and Absence Accrual objects.

• Timesheet Group Select Field displays fields from the Timesheet object. Subgroup Field displays fields from the Time Report object.

More information is available in Configuring Groups and Subgroups (see page 56).

Select 1 Value The value of Select 1. Data must match this value to be included in the download file. If you specify a value in Select Field and leave Select Value blank, data can be included in the download file only if the value of the selected field is blank. For logical NOT Use ! For example:

• !France specifies: include data if the selected field contains any value other than France.

• ! on its own specifies: include data if the selected field contains any value other than blank.

Select 2 Picklist. A second data field within the Group used for the download file. Use to further qualify the data you want to download. Select 2 works in addition to Select 1; data values in the record must match Select Value AND Select Value 2 before a record is downloaded. Commonly used to select records based on the value of Download Status.

Select 2 Value The value of Select 2. Data must match this value to be included in the download file.

Subgroup Field Displayed when you select Dependants, Beneficiaries, or Timesheet in Group. This is a dependent picklist with the content determined by the Group selected:

• Beneficiaries Group Subgroup Field displays fields from the Beneficiary object.

• Dependants Group Subgroup Field displays fields from the Benefit object.

• Timesheet Group Subgroup Field displays fields from the Time Report object.

Picklist. Select the picklist and choose the field to display as the subgroup in the download file. More information is available in Configuring Groups and Subgroups (see page 56).

Subgroup Value Displayed when you select Dependants, Beneficiaries, or Timesheet in Group. The value of the field selected in Subgroup Field. Data must match this value to be included in the download file.


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Field Description

Deduplication section

Dedupe Field Picklist. The data field within the Group used to ensure that duplicate data is not selected for the download file. If used, only the latest record is selected. This is a dependent picklist with the content determined by the Group you selected.

Synchronization section

Changes Only Checkbox. If checked, records are included in the download file only when they include field values that have changed since the most recent download batch of the previous payroll period. Changes to any field trigger inclusion of the record. To ensure inclusion of fields that have had values deleted (that is, changed from a value to no value), set the default value of that field to something that would not normally be held in the field, for example null, blank, or - (hyphen). This enables Payflow to identify the field as changed when running the first download after the change. Subsequent downloads correctly identify no change. If unchecked, all records are included in the download file whether they have changed or not. You can use this field in combination with Changes Only at the field level. (see page 41) For example:

• With file level Changes Only unchecked: o Fields with Changes Only checked show values in the download file only when the

value has changed from the last download; they are otherwise blank. o Fields with Changes Only unchecked always show values in the download file.

• With file level Changes Only checked: o Records with no changes are not included in the download file, regardless of the field

level Changes Only setting. Key Object 1 Picklist. The object used by Sage People Payflow in combination with Key Field 1 to match

records so that it can check for changes. If left blank, Key Object 1 defaults to the Employment Record.

Key Field 1 Picklist. The field in Key Object 1 used by Sage People Payflow to match records so that it can check for changes.This is a dependent picklist with the content determined by Key Object 1.

6. Select Save.

Sage People displays the Configure page for the Payflow Service. Towards the bottom of the page is the Mapping HCM to Download Files section; when you first create a download file specification this section is empty. You are now ready to define the mapping for the download file(s) you have created.

File Download Mapping Sage People Fields to a Download File

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Mapping Sage People Fields to a Download File Before you can download data from Sage People HCM to a file you must define a mapping between the fields in the HCM data objects and the fields in your file. Mapping enables you to:

• Name the fields in the download file in a way that is meaningful for the organization receiving the file. You do not have to retain the HCM field names.

• Set conditions for the mapping to populate fields in the download file when a condition is true.

• Set default values for download file fields when source fields are empty.

• Set further options including: o Date format. o Translation handling. o Character set. o Multiple space to single space conversion. o Number of digits after a decimal point. o Padding character for fixed length fields. o Validation.

Every field that you want to download must be mapped - any fields missing from the mapping cannot appear in your downloaded file(s).

To define field mapping:



2. Select the Payflow Service Name for which you want to define field mapping.




4. In the Download Files section, select the Name of the file you want to map:

Sage People opens the Configure page for the file you selected.


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5. At the bottom of the page in the Mapping HCM to File section, select New:

Sage People displays the Mapping Configure page.


Field Description

The value in: section The source object and field.

HCM Object Picklist. Select the picklist and choose the object that supplies the source data field:

• None Select None if you want to include a field in the download file that always has the same value. Specify that value in Default.

• Payflow Service

• Payflow Batch

• Team member

• Employment

• Salary

• Bonus

• Benefit

• Beneficiary

• Dependant

• Absence

• Timesheet

• Time Report

• Training HCM Field Picklist. The data field that supplies the source data from the object you selected in HCM

Object. This is a dependent picklist with the content determined by the object you selected (see page 159). Select the picklist and choose the field.


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Field Description

Default Text. The value that you want to appear in the download file field if there is no value in the source object field. Specifying a default value can make it easier to identify the content of a large file containing otherwise empty fields. You can enter:

• A text string.

• An expression using the syntax: {!<expression>} For example: o {!' '}

Inserts a single space character in the download file field when the source file field contains no value.

o {!fHCM2__Home_Address_City__c} Used as Default for the Home Address Region field, Inserts the value of the Home Address City field if no Region value is specified.

Leave blank to produce a blank in the download file when there is no value in the source field. You can also use Default with None in HCM Object to specify a value that always appears in the download file in this field. The value can be a text string or derived from an expression. This offers an alternative to creating a dedicated formula field in your org, with the added advantage of enabling copying between orgs with a .fs file.

is download as: section The destination file and field.

Download File Picklist. The picklist lists all download files created for the Payflow Service. If you have opened this page by selecting a file name in the Download Files section of the Payflow Service Configure page, Download File defaults to that file name. To select a different file, select the picklist and choose the file.


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Field Description

Repeat Number. Repeats each record on a new line, once for each field identified with a different Repeat number. Typically used to split long records and repeat fields (such as a unique identifier or name) to identify the partial records. Repeat offers a single file alternative to defining multiple download files to carry related information. For example:

• A download file is set up with fields for: o Payroll number o Employee Name o Bank Details (multiple fields) o Salary Basis o Salary Amount o Bonus Amount Use Repeat as follows: o Payroll number: set Repeat to 1 o Payroll number: define a duplicate mapping, set Repeat to 2 o Employee Name: set Repeat to 1 o Bank Details (multiple fields): set Repeat to 1 o Salary Basis: set Repeat to 1 o Salary Amount: set Repeat to 2 o Bonus Amount: set Repeat to 2 This produces a download csv file with the following content for each source record: LINE1:Payroll number,Employee Name,Bank Details,Salary Basis, , LINE2:Payroll number, , , ,Salary Amount,Bonus Amount o Lines contain empty fields when Repeat values set those values on another line. o Fields not set with Repeat values are grouped on a new line in the order specified by

Order and Position. Subgroup Picklist. Select the picklist and choose:

• Benefit

• Beneficiaries

• Beneficiary Benefit

• Absence

• Bonus

• Timesheet

• Time Report Download Field Name The name you want to give the field in the download file.

Position Number. For fixed length records, the position of the first character of this field. For variable length records, the position of the field in the record. Position is subsidiary to Order; fields are sorted by Order and then by Position. Lower number positions appear earlier in the record than higher number positions.

Order Number. The sequence in which fields are sorted in the record. Lower number orders appear earlier in the record than higher number orders. Fields are sorted by Order and then by Position.


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Field Description

on condition: section Sets a condition that must be met before the content of the source field is downloaded.

Select Object Picklist. The object containing the field you want to match to the given value for the condition to be met.

Select Field Picklist. The field you want to match to the given value for the condition to be met. This is a dependent picklist with the content determined by the Object you selected.

Select Value The value you want Select Field to match for the condition to be met. If Select Object and Select Field are set and you leave Select Value blank, data can be included in the download file only if the value of Select Field is blank.

• For logical NOT Use ! For example: o !France specifies include data if the selected field contains any value other than

France. o ! on its own specifies include data if the selected field contains any value other than

blank.

• To include the value of HCM Field when the value of Select Field has changed, enter # Use # to create a condition that assesses if the value in one field (Select Field) has changed before downloading the value in another (HCM Field). o If you use # AND check Changes Only, the value of HCM Field is included in the

download if both the values in HCM Field and Select Field have changed. Changes Only Checkbox.

If checked, Payflow compares the value in HCM Field with the equivalent value in a previous download, and includes the new value of the field if it has changed. By default Payflow compares current values with values in the most recent batch of the previous payroll period. If the value has not changed the field displays a blank in the download file. If unchecked, the value of HCM Field is included in the download file whether it has changed or not. You can use this field in combination with Changes Only for the file specification (see page 35). For example:

• With file level Changes Only unchecked: o Fields with Changes Only checked show values in the download file only when the

value has changed from the last download; they are otherwise blank. o Fields with Changes Only unchecked always show values in the download file.

• With file level Changes Only checked: o Records with no changes are not included in the download file, regardless of the field

level Changes Only setting.


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Field Description

Ignore In Record Change

Checkbox. If checked, this field is ignored when assessing if the record has changed.

with options: section Field conversion options.

Length Number of bytes. The maximum length allowed for this field. Longer fields are truncated.

Format Picklist. The date, decimal, and logical values you can impose on the downloaded data for this field. Select the picklist and choose the format you want the downloaded data to take.

Translate By Substrings

Checkbox. If translation is specified for this field in the Translation for this value section, this checkbox controls how the translation is applied. If checked, the Current Value is treated as a substring within the field and is replaced with the specified Replacement wherever Current Value occurs. This can result in multiple replacements within the field. For example:

• Current Value: Doug Replacement: Douglas Translates: Doug McDougal to: Douglas McDouglasal

If unchecked, Current Value is replaced with Replacement only when Current Value matches the complete field content.

To Upper Check box. If checked, lower case characters in the field are converted to upper case. If unchecked, no case conversion is performed.

Character Set Characters. The characters you want to allow in the field. If Character Set contains characters, only those characters are allowed to appear in the downloaded field; all other characters are removed.


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Field Description

Single Space Checkbox. If checked, multiple spaces between words are converted to a single space. If unchecked, multiple spaces between words are preserved.

Scale Number. The number of digits to display after a decimal point.

Left Pad Character For fixed length fields, the character to use to pad short fields to the left to fill them to the required length.

Validation An expression to validate the content of the downloaded field. Payflow generates a warning message if the field does not pass the validation.

Prefix A text string to be inserted before the field data content. Prefix can include:


• Tab markers: insert \t Postfix A text string to be inserted after the field data content. Postfix can include:


• Tab markers: insert \t New Loop After Checkbox. Used for loops in HIPAA 834 format files and other formats where repeated

blocks of the same type of data occur. If checked, the downloaded field is treated as the last field in the current loop and a new loop is started with the next field. If unchecked, the downloaded field is treated as a field in the standard sequence within the record. Use with Record/Loop Counter to count the number of loops containing the specified text string inserted in the file.

New Record After Checkbox. If checked, the downloaded field is treated as the last field in the current record and a new record is started with the next field. If unchecked, the downloaded field is treated as a field in the standard sequence within the record. A new record is started after this field only if it is the last field in the record. Use with Record/Loop Counter to count the number of records containing the specified text string inserted in the file.

Record/Loop Counter Text, up to 80 characters. A text string - for example SavingsPlan or Dependent - to associate with this field and enable Payflow to count the number of records or loops of that type added to the file. Use for the last field of the loop or record - the same field that has New Loop After or New Record After checked - to count once for each record. If used for multiple fields within a record, the counter automatically sums all matching fields.

• Records with no data are not counted.

• When running a changes only download, unchanged records are not counted. You can use the Counter in a formula to return the number of records carrying the string. Typically used in a header or footer, for example:


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Field Description

lpad A standard function to insert the following characters to the left of a text string. repeat a,b A standard function to repeat a, b times

7. If you do not want to provide a translation value for this field, select Save.

Sage People displays the Payflow Service Configure page with the mapping you defined added to the list of fields in the Mapping HCM to Download Files section.

8. If you want to provide a translation value for this field, select New in the Translation for this value section.

Sage People displays the Transltion Configure page.


Translation for this value section

Current Value The original value in the field you want to change. See the Translate By Substrings field description for different ways of handling the translation.

Replacement The value you want to use to substitute for Current Value. See the Translate By Substrings field description for different ways of handling the translation. If Replacement is blank, Current Value is deleted when it is found.

10. Select Save.


11. Select Save.

Sage People displays the Payflow Service Configure page with the mapping you defined added to the list of fields in the Mapping HCM to Download Files section.

File Download Running a Download

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Running a Download Downloads must be configured (see page 26), download files specified (see page 35), and data fields in the download files mapped from Sage People objects (see page 41) before you can run a download.

By default, downloads are encoded as UTF-8 to enable inclusion of international character sets.

To run a download:



2. Select the name of the Payflow Service hosting the download you want to run.


3. Select Download Payflow File:

Sage People displays the Download page for the file(s) you selected:

4. Fields on the Download page are completed by default. Change them if necessary:

Last Batch The number of a batch run for this download to provide comparative data. Essential if you are running a Changes Only download to enable Payflow to identify changes that have occurred in the data since the Last Batch. Defaults to the the most recent batch run for the immediately previous Payroll period. To run a Changes Only download comparison against an earlier batch, enter the batch number. Use Last Batch Lookup if necessary. For downloads that are not Changes Only, Last Batch is ignored.

Period Start Date The start date for data in the download. Defaults to the start date of the current payroll period as defined on the Download Configure page, Payroll Dates section. To run a download using data from a different start date, enter a past date.

Period End Date The end date for data in the download. Defaults to the end date of the current payroll period as defined on the Download Configure page. To run a download using data up to a different end date, enter a date later than the Period Start Date.


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5. Select Start.

The progress bar at the bottom of the Download File page displays a sequence of messages: o Queued o Preparing o Processing o Completed or Failed

The complete process can take a few seconds for small files and fast data connections, or several minutes for larger files or slow data connections.

When the download has completed successfully, Sage People displays the Payflow Batch Detail page with the newly downloaded file listed in the Notes & Attachments section:

Use the links as follows:

Action • Edit Displays the Attachment Edit page enabling you to: o Flag the file as Private. o Change the file name. o Add or edit a description of the file.

• View Displays a dialog enabling you to: o Open the file in your chosen application. o Save the file to a designated folder.

• Del To delete the file. Payflow displays a confirmation dialog: o Select OK to delete the file o Select Cancel to retain the file and return to the Payflow Batch Detail page.


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Title Displays the Attachment Detail page summarizing the file:

• Attachment Owner Links to the Sage People User.

• Related To Links to the Payflow Batch Detail page.

• Private flag, File Name, Description and file Size.

• View file Displays a dialog enabling you to: o Open the file in your chosen application. o Save the file to a designated folder.

• Created By and Modified By Links to Sage People Users.

On completion of the download, Payflow also sends a confirmation email to the user named in Send Reports To when configuring the download (see page 26). The email includes:

• Links to the downloaded file(s)

• The number of Team Member records processed.

The new batch is added to the list of batches displayed on the Payflow Service Console for the Service.

File Download Creating a Changes Only Download File

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Creating a Changes Only Download File Payflow enables you to download a file containing just the changes that have been made to the data since a previous download, reducing the size of the download and enabling you to focus on the latest information.

To ensure inclusion of fields in a Changes Only download that have had values deleted (that is, changed from a value to no value), set the default value of that field to something that would not normally be held in the field, for example null, blank, or - (hyphen). This enables Payflow to identify the field as changed when running the first download after the change. Subsequent downloads correctly identify no change.

There are two levels of change identification:

• At the higher, record level, to identify if any fields have changed within each record. Downloads can then exclude unchanged records.

• At the lower, field level, to identify specific fields that have changed.

You can use the two levels in combination:

• To produce a download of minimum size, containing just those records and fields that have changed:

a. Create a download file specification exclusively for the changes only download (see page 35). Check Changes Only. This Changes Only checkbox operates at the record level, and tells Sage People to include records in the download only if any fields in the record have changed. All unchanged records are excluded from the download.

b. Map Sage People fields to the download file (see page 41). If you are looking for changes to a known range of fields, map just those fields. Fields not included in the mapping are not included in the downloaded file. For each field where you want to download changes, check Changes Only. This Changes Only checkbox operates at the field level. You can also set a condition to check for a change in the value of a selected field before including the main field in the download.

• To produce a download containing all records, but with blanks in unchanged fields:

a. Create a download file specification exclusively for the changes only download (see page 35). Leave the Changes Only checkbox unchecked. This Changes Only checkbox operates at the record level and if unchecked, tells Payflow to include all records in the download, subject to any other conditions you might have set in the download file specification.

b. Map Sage People fields to the download file (see page 41). If you are looking for changes to a known range of fields, map just those fields. Fields not included in the mapping are not included in the downloaded file. For each field where you want to see changed values, check Changes Only. This Changes Only checkbox operates at the field level. With Changes Only checked, fields with no changes display as blanks. For fields where you want to see a value whether it has changed or not, leave Changes Only unchecked. For example, leaving an identifier field such as a Team Member name or unique ID unchecked enables you to identify records more easily. You can also set a condition to check for a change in the value of a selected field before including the main field in the download.

You are now ready to run the download (see page 49). By default, Payflow compares current values with the values in the most recent download from the previous payroll period. To compare current values with those in any other batch, change the Last Batch field before you run the download.

File Download Downloading Using Managed File Transfer

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Downloading Using Managed File Transfer Payflow enables you to download data using standard protocols, nominating email addresses to receive that data in fully editable form, for example in csv format.

Where security of the data is important, especially when it contains confidential or sensitive information, Payflow enables you to use fully managed Secure File Transfer Protocol (SFTP) to transfer files between source and target servers. For file downloads the file transfer is managed from Sage People to the target, outgoing server, with configuration handled for you. You must supply:

• The fully qualified name of the Outgoing Server to receive the downloaded files.

• The file path on the Outgoing Server to receive the downloaded files.

• The username and password to connect to the Outgoing Server.

Once configured, you can run the download as you would any other file download (see page 49).

File Download Automatically Calculated Fields for Downloads

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Automatically Calculated Fields for Downloads

Download Status Download Status is a field included in each download data file to show the status of each record.

When a download is requested Payflow checks the records in the requested set and automatically updates the Download Status field with one of these values:

Value Description

New The Start Date for the record is within the download period. For Beneficiary and Benefit records, New is set only when there is no previous record with the same Provider and Policy Number.

Current The Start Date for the record is before the start of the download period AND the End Date is not set or is in the future. For Job History:

o The Job History Select Field matches the Job History Select Value AND o Effective Date is before the batch start date.

Terminate The End Date for the record is within the download period.

Delete The End Date for the record is before the start of the download period. Delete can only be set if an Include Period Back checkbox is checked when configuring the download. Include Period Back checkboxes are provided for Team Member, Bonus, Benefit, Absence, and Timesheet records. For Job History:

o The Job History Select Field does not match the Job History Select Value AND o The Job History Effective Date when the Value ceased to match is before the batch

start date. Transfer In For Job History:

o The Job History Select Field matches the Job History Select Value AND o The Job History Effective Date is between the batch start and end dates.

Typically used to indicate Team Member records that are newly added to a payroll.

Transfer Out For Job History: o The Job History Select Field does not match the Job History Select Value AND o The Job History Effective Date when the Value ceased to match is between the batch

start and end dates. Typically used to indicate Team Member records that are newly removed from a payroll.

The following objects include Payroll Download Status fields:

• Beneficiary

• Benefit

• Employment Record

• Job History

• Salary

• Team Member

File Download Automatically Calculated Fields for Downloads

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Effective Dates for Benefits Include Effective Date fields in your downloads to indicate a number of dates associated with benefit records. You can include the fields when mapping HCM to download files:

Field Description

EffectiveDate The earliest Start Date for benefits with the same Provider for this Team Member.

EffectiveCoverageDate The earliest Start Date for benefits with the same Provider and the same Policy Coverage for this Team Member.

EffectiveCoverageOrPostEmploymentDate The earliest Start Date for benefits with the same Provider and the same Policy Coverage for this Team Member, or the Post Employment Benefits Start Date.

EffectivePlanDate The earliest Start Date for benefits with the same Provider and the same Plan for this Team Member.

These date fields are automatically calculated when you request a download that includes them.

Effective Date fields are available in the following objects:

Field Beneficiary object Benefit object

EffectiveDate

EffectiveCoverageDate

EffectiveCoverageOrPostEmploymentDate

EffectivePlanDate

File Download Configuring Groups and Subgroups

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Configuring Groups and Subgroups Payflow download file configuration includes options to group and filter the data record content of the download files to suit your requirements. Some groups include subgroups to provide additional ways of breaking down and presenting the data records.

When creating a download file specification (see page 35) you must select one of the following Groups:

• Salary

• Bonus

• Benefits

• Beneficiaries

• Dependants

• Absence

• Timesheet

Select this Group ...to group and filter by... ...and use fields from this Subgroup

Salary Team Member object fields None

Bonus Bonus object fields None

Benefits Benefit object fields None

Beneficiaries Benefit object fields Beneficiary object

Dependants Beneficiary object fields Benefit object

Absence Absence object fields, Absence Accrual object fields

None

Timesheet Timesheet object fields Time Report object

You can use any of the available fields to group and filter the data records - you do not have to use fields that are included in the download.


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The following example downloads use a selection of the available Group and Subgroup options. All examples use the same download configuration (see page 26) with these values:

Field Description

Options section

Download Record Delimiter

• \r for return/carriage return.

• \n for newline/line feed. Download Field Delimiter

, (comma).

Groups Selection section These fields enable you to specify a base group of Team Members to supply data for download.

Team Member Select Field

fHCM2__Employment_Status__c

Team Member Select Value

Active Employee

Team Member Select Dates

Checked, to select Team Member records the specified Payroll period if:

• The Employment Record Start Date is before the Payroll period. AND

• There is no Employment Record End Date, or the Employment Record End Date specifies a date after the end of the Payroll period.

Payroll Dates section

Payroll Base Date A date at least 6 weeks before today.

Payroll Period Monthly.

The download draws on a sample Sage People system including 253 Team Members with a range of benefits, beneficiaries, and dependants.

The download requests data for five fields:

Object Field API Name Default Downloaded as

Team Member Name Team Member

Benefit Type fHCM__Type__c Benefit

Benefit Deduction Code fHCM2__Deduction_Code__c CODE Code

Beneficiary Name Beneficiary

Beneficiary DownloadStatus fpay__Download_Status__c Status

Downloads are displayed in a text editor.


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Example: Salary Group

Group Select Field Select Value Subgroup Field Subgroup Value

Salary None n/a n/a

Includes 239 Team Member records, representing all Active Employees from all locations, unsorted. No Beneficiary information.


Salary Location New York n/a n/a

Includes 40 Team Member records, representing all Active Employees located in New York. No Beneficiary information.


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Example: Benefits Group


Benefits None n/a n/a

Includes 250 Team Member records. No Beneficiary information.


Benefits Type Medical Insurance n/a n/a

Includes 239 Team Member records, one for each Team Member with a Benefit of Type Medical Insurance. No Beneficiary information.


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Example: Dependants Group


Dependants None None

Includes 268 Team Member records, with Beneficiary information grouped as shown. All Benefit Types.


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Dependants Download Status Current (Benefit) Type Life Insurance

Includes 21 Team Member records, with Benefit information displayed for Life Insurance by Beneficiary.


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Example: Beneficiaries Group


Beneficiaries None None

Includes 260 Team Member records, with Beneficiary information displayed for each Benefit for which Beneficiaries have been nominated.


Beneficiaries (Benefit) Type Life Insurance Download Status Current

Includes 13 Team Member records, with Beneficiary information displayed for each Team Member's Life Insurance benefit for which Beneficiaries have been nominated.

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File Upload

You can use Payflow to:

• Connect to any external payroll, benefit provider, or training provider system that can send a data file.

• Connect to any internal system that can send a data file.

• Manage the transfer of the data file from the source system to Sage People, enabling Payflow to shadow changes made in the external system.

• Read data from a supplied CSV or fixed record length file.

• Translate data formats and coding schemes into the required format for upload into Sage People.

• Process time limited or changed data, excluding data that has not changed. For example: o Data for new or returning employees. o Changed salaries. o Detect missing data for employees who have terminated.

You can use the Payflow upload process to:

• Import data into Sage People:

a. Configure the upload file (see page 64).

b. Map fields in the upload file to Payflow Lines (see page 67).

c. Map Payflow Lines to HCM objects and fields (see page 69).

• Contribute data to a Payflow Batch: o Configure the upload file (see page 64).

• Import data into Sage People AND contribute data to a Payflow Batch:

a. Configure the upload file (see page 64).

b. Map fields in the upload file to Payflow Lines. (see page 67)

c. Map Payflow Lines to HCM objects and fields (see page 69).

File Upload Configuring an Upload

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Configuring an Upload Uploads are configured as part of Payflow Services. Once configured, you can run the upload and use it as a means of loading data from any source system into Sage People; you do not have to use the upload exclusively for payroll data or as part of a fully configured payroll service.

To configure an upload:



2. If you want to configure an upload as part of an existing Payflow Service:

a. Select a View that includes the service you want.

b. Select the Payflow Service Name:


3. If you want to configure an upload for use outside a Payflow service or as part of a new service:

a. Select New:

Sage People displays the New Payflow Service Edit page:

b. In Payflow Service Name, enter a name for the Service.

c. Check Create Change Log to add a log file to the Note & Attachments Related List for each batch run by the Service.

d. In Send Reports To, enter the name of the Sage People user to receive upload reports. Use Lookup if necessary.

e. Select Save. Sage People displays the Payflow Service Console.


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4. On the Payflow Service Console, Select Configure:


5. In the Mapping from Upload File to Payroll Lines section, select Upload Configure.

Sage People displays the Upload Configure page. Use this page to define key features of the file(s) you are going to upload so that the contents can be correctly mapped to Sage People records.


Field Description

Options section

Upload Use Staging Checkbox. If checked, the upload uses the Inbound Staging Line object and not the Payroll Line Item object to map fields in the upload file to HCM fields. You can use Staging for all Payflow uploads to HCM; you must use Staging for uploads to the Training object. If unchecked, the upload uses Payroll Lines to map fields in the upload file to HCM fields.

Primary Key Picklist. The value used to link a record in the upload file to a unique Team Member record in Sage People. Select the picklist and choose from:

• Payroll Service and Number If you are uploading data from more than one source (typically, multiple payroll services), use this option to avoid conflicts between instances of the same identification number used by more than one service.

• Unique Id The Team Member's Unique Id as recorded in Sage People. This is the most commonly used option for single file uploads.

• Training Row Id Used when uploading data to the Training object.

Records in the upload file with Primary Key blank are ignored and not uploaded.

Payroll Line Item Key Field name. The field in the upload file used to link to a Payroll Line. Not used if Upload Use Staging is checked.

Payroll Line Item Code

Field name. The field in the upload file used to identify the record code for a Payroll Line Item. All upload records with the same code are allocated to the same Payroll Line Item. Not used if Upload Use Staging is checked.

Upload Record Delimiter

Characters or a regular expression representing a break between records in the file(s) to be uploaded. Typically a Return character. If this field blank the record delimiter defaults to a standard Return character.

Upload Field Delimiter

Characters representing a break between fields within a record. Typically a comma (,) or a tab (\t) If you leave this field blank the field delimiter defaults to a comma to create a standard comma separated value (CSV) file, using the regular expression:

,(?=(?:[^\"]*\"[^\"]*\")*(?![^\"]*\")) Fields containing commas are assumed to be enclosed in double quotes ("). Double quotes at the beginning and end of a field are stripped on import. To use an alternative character as a delimiter, precede it with a backslash (\). For example, to use pipe (|) as a field delimiter, enter: \|


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Upload Use Field Numbers

Checkbox. Enables you to use sequential numbers as field names in the records to be uploaded. If checked, the upload process expects to find sequential field numbers starting from 1 for all field names. If unchecked, the upload process expects to find field names in the first record of the upload file. Multiple spaces embedded in field names are converted to single spaces, and case is ignored.

Upload Full File Checkbox. If checked, the complete upload file is scanned and compared with the previous upload run to identify Team Members missing from this upload. The confirmatory email sent on completing the run lists missing Team Members. Missing Team Members are possible leavers or terminations; identifying them in the upload file provides a check and enables you to ensure that all required HR processes are followed. If unchecked, no comparison of file content with the previous run is made.

Upload Post Employment Data

Checkbox. If checked, data can be imported without creating new Employment Records for Team Members who have left.

Upload Attachment Filename

Picklist of fields in the Payflow Line object. Used to enable import of payslips to Payflow Line for display through Sage People WX. Select the picklist and choose the field that contains or references the name of the file. This can be a field from the csv file to be uploaded, or a formula field that calculates the file name from data such as the Unique ID. When selected, an additional batch runs to import payslips after the batch importing data to Payflow Lines, and before the batch updating HCM objects

Automatic Processing section


Number of days after which download batches are deleted. For example, if set to 0 all previous download batches are deleted after the current one has run; only the latest download is kept. If set to 7 all downloads over a week old are deleted. Useful for constraining the amount of download data held, and particularly valuable for managing changes only download data which can accumulate quickly.


Checkbox. If checked, Payroll Lines linked to a batch are deleted when the batch is deleted. If not checked, deleting a batch does not delete associated Payroll Lines. Useful in managing the volume of stored Payflow data.

SFTP section Complete these fields if you are uploading using managed file transfer (see page 72).

Incoming Server The name of the server to which you are uploading the data.

Incoming Path The path to the receiving directory on the Incoming Server.

7. Click Save.

Sage People displays the Configure page for the Payflow service.

File Upload Mapping an Upload File to Payflow Lines or Inbound Staging Lines

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Mapping an Upload File to Payflow Lines or Inbound Staging Lines The Payflow Line object and the Inbound Staging Line object can both act as an intermediary between an imported data file and a Payflow Batch, or between the imported file and Sage People HCM objects. Both objects enable Sage People data to be synchronized with one or more external sources.

• Use Payflow Lines to upload payroll-specific data for payslips. Most of the fields in the Payflow Line object have parallel fields in the Team Member, Employment Record, or Salary objects.

• Use Inbound Staging Lines to upload all non payslip data. For Training object fields you must use Staging - you cannot use Payroll Lines to map to Training data fields.

Every field you want to use from an upload file must be mapped to a Payflow Line or an Inbound Staging Line; unmapped fields are ignored.

To map an upload file:

1. On the Payflow Service Console for the Service, select Configure:


2. In the Mapping from Upload File to Payroll Lines section, select New.

Sage People displays the Configure page.


Field Description

The value in Input File column: section

Upload Map Name The name of the field in the upload file.

is copied into: section You are prompted to enter a Payroll Line, a Payroll Line Item, or a Staging Field. Use Payroll Lines for payslip data, use Staging Fields for non-payslip data.

Payroll Line Field Picklist. The name of the field in the Payflow Line object you want to use to map Upload Map Name. Select the picklist and choose the field.

Payroll Line Item Field

Picklist. The name of the field in the Payroll Line Item object you want to use to map Upload Map Name.

Item Code

Staging Field Picklist. The name of the field in the Inbound Staging Line object you want to use to map Upload Map Name.

File Upload Mapping an Upload File to Payflow Lines or Inbound Staging Lines

© Sage 2018 68

with options: section

Type Picklist. The type of data this field contains. Select the picklist and choose from:

• String

• Date

• Number

• Email

• Boolean Not added by default to the picklist. To add Boolean to the picklist:

a. Go to Setup > App Setup > Create > Objects and select the Upload Map label.

b. In the Custom Fields & Relationships section select the Type Field Label.

c. Scroll down to the Picklist Values section and select New.

d. Add the picklist value Boolean and select Save. Boolean is added to the picklist for the Type field.

Format Picklist. The format of the data this field contains. This is a dependent picklist with the content determined by the Type selected. Select the picklist and choose the format for the data. Data of type Email has no selectable format; the field is expected to contain a valid email address of the form: <local_part>@<domain_name>

4. Select Save.

Sage People displays the Payflow Service Configure page with the mapping you defined added to the list of fields in the Mapping from Upload File to Payflow Lines section.

5. Repeat the mapping process until every field that you want to use from an upload file is mapped to a Payflow Line.

File Upload Mapping Payflow Lines to HCM

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Mapping Payflow Lines to HCM To use the Payflow Line object as an intermediary between an imported data file and Sage People HCM, you must map each Payflow Line field to a field on one of the following objects:

• Team Member

• Employment Record

• Salary

• Bonus

To map Payflow Lines to HCM:

1. On the Payflow Service Console for the Service, select Configure:


2. In the Mapping from Payflow Lines to HCM section select New.



Field Description

The value in: section

HCM Object Picklist. The object holding the field you want to set to the value of the field from the upload file. Select the picklist and choose the object. Note: the Bonus object is available for mapping, but does not appear in the picklist by default. To add Bonus to the picklist:

1. Go to Setup > App Setup > Create > Objects

2. Scroll down to the Payflow Map object and select the Label.

3. In the Custom Fields & Relationships section, select the HCM Object Field Label.

4. Scroll down to the Picklist Values section and select New.

5. On the Add Picklist Values page enter Bonus

6. Select Save.

7. Check that Bonus has been added to the list of Picklist Values. HCM Field Picklist. The target field on the HCM Object you want to set to the value of the field from the

upload file. This is a dependent picklist with the content determined by the HCM Object selected. Select the picklist and choose the field.

File Upload Mapping Payflow Lines to HCM

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is set to: section

Payflow Line Field Picklist. The name of the source field in the Payflow Line object supplying the HCM Field value. Select the picklist and choose the field.

Default The value you want the target field to take if the Payflow Line Field is blank.

with options: section

Change Action Picklist. Enables you to specify when to apply a field value that has changed since the last upload of the file. Select the picklist and choose from:

• Always

• If Null

• Never To raise a notification when a field changes value between uploads, but not apply the changed value, set Change Action to Never and check Warn If Different.

Warn If Different Checkbox. If checked, the confirmation email sent when the upload has completed includes a notification when this field changes value. If unchecked, the Change Action is applied without notifying you of a change in value.

Minimum Delta The smallest change in value between two instances of a numeric field between uploads that you want to be regarded as a change. This enables small changes in value to be ignored. Applies to numeric fields including currency values and percentages. If left blank, minimum delta is:

• 1.0 for currency and percentage fields

• 0.0 for all other numeric fields

4. If you do not want to provide a translation value for this field, select Save.

Sage People displays the Payflow Service Configure page with the mapping you defined added to the list of fields in the Mapping from Payflow Lines to HCM section.

5. To provide a translation value for this field, select New in the Translation for this value section.

Sage People displays the Translation Configure page.


Translation for this value section

Current Value The original value in the field you want to change.

Replacement The value you want to substitute for Current Value. If Replacement is blank, Current Value is deleted - replaced with blank - when found.

7. Select Save.


8. Select Save.

Sage People displays the Payflow Service Configure page with the mapping you defined added to the list of fields in the Mapping from Payflow Lines to HCM section.

File Upload Running an Upload

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Running an Upload To use Payflow to upload data from a source file into Sage People, the upload must be configured (see page 64), the fields in the upload file mapped to Payflow Lines (see page 67), and the Payflow Lines mapped to Sage People objects and fields (see page 69).

To run an upload:



2. Select the name of the Payflow Service hosting the upload you want to run.


3. Select Upload Payflow File:

Sage People displays the Upload page for you to select the file:

4. Select Browse, find and select the file.

Sage People displays the file name next to the Browse button.

5. To run a test upload without applying any changes to the data, check Disable Changes.

Use Disable Changes in combination with the Warn If Different field when mapping Payflow lines to HCM (see page 69) to include notification of changed fields in the upload confirmation email.

6. Select Upload.

On completion of the upload, Payflow sends a confirmation email to the user named in Send Reports To when configuring the upload (see page 64).

The Batch is added to the Payflow Batches Related List on the Payflow Service Console page:

File Upload Uploading Using Managed File Transfer

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To display batch detail, select the Batch Number:

Uploading Using Managed File Transfer Where security of the data is important, especially when it contains confidential or sensitive information, Payflow enables you to use fully managed Secure File Transfer Protocol (SFTP) to transfer files between source and target servers. For file uploads the file transfer is managed between the source, incoming server and Sage People, with configuration handled for you. You must supply:

• The fully qualified name of the Incoming Server to supply the files for upload.

• The file path on the Incoming Server to supply the files for upload.

• The username and password to connect to the Incoming Server.

Once configured, you can run the upload as you would any other file upload (see page 71).

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Field Sets: Payflow

Payflow Line Object

Field Set Purpose

Payroll Line Details WX only. Fields displayed in the Payslips Detail View, individual Payslip detail.

Payroll Line Summary WX only. Fields displayed in the Payslips Detail view, summary table.

Payroll Line Tile WX only. Fields displayed in the Payslips Tile.

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Translation Workbench: Payflow

Beneficiary Object (Payflow) Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields

Default Field Label Field Label Override Field Type

Download Status Formula (Text)

Benefit Object (Payflow) Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields


Benefit Effective Date Date

Benefit Enrollment Lookup (Benefit Enrollment)

Benefit Option Lookup (Benefit Option)

Benefit Plan Lookup (Benefit Plan)

Benefit Plan Supplier Formula (Text)


Benefit Calculation Object (Payflow)

Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields


Benefit Field Text (255)

Benefit Plan Master-Detail (Benefit Plan)

Default Text (255)

Description Rich Text Area (32000)

Display during Enrollment Checkbox

HCM Expression Long Text Area (32768)

HCM Field Text (255)

HCM Object Picklist

Order Number (5,0)


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Benefit Comparison Object (Payflow)





Order Number (5,0)

Sub Plan Picklist

Benefit Cost Object (Payflow) Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields



Coverage Picklist

Coverage Range Formula (Text)

Employee Deduction Currency (12,6)

Employer Cost Currency (12,6)

Maximum Age Number (3,0)

Minimum Age Number (3,0)

Selector Value Text (255)

Start Date Date

Benefit Document Object (Payflow)





Is Enrollment Checkbox

Link URL (255)

Order Number (5,0)


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Benefit Enrollment Object (Payflow)



Benefit Set Lookup (Benefit Set)

Effective Date Date

Employment Master-Detail (Employment Record)

Enrollment Close Date Date

Enrollment Signed Date Date

Enrollment Start Date Date

Reason Picklist

Benefit Option Object (Payflow) Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields



Benefit Type Master-Detail (Benefit Type)

Default Enrollment Checkbox

Order Number (5,0)

Benefit Plan Object (Payflow) Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields


Active Checkbox

Active On Submit Checkbox

Additional Fieldset Text (40)

Age Determination Base Date Date

Age Determination Method Picklist

Age Determination Period Picklist

Age Maximum Number (3,0)

Age Minimum Number (3,0)

Benefit Supplier Master-Detail (Benefit Supplier)

Benefit Type Picklist

Cap Currency (16,2)

Cap Times Employee Amount Number (5,4)

Cap Times Salary Number (5,4)


© Sage 2018 77


Cost Effective Date Method Picklist

Cost Per Currency (16,2)

Cost Selector Calculation Lookup (Benefit Calculation)

Cost Table Lookup (Benefit Plan)

Cover Base Date Date

Cover Ending Picklist

Cover Period Picklist

Cover Start Post Offset Days Number (5,0)

Cover Start Post Offset Months Number (5,0)

Cover Start Pre Offset Days Number (5,0)

Cover Start Pre Offset Months Number (5,0)

Cover Starting Picklist

Deduction Code Text (80)

Deduction Code With Salary Sacrifice Text (32)

Deduction End Date Date

Deduction Start Date Date

Deduction Start Offset Days Number (5,0)

Deduction Start Offset Months Number (5,0)

Deductions Per Month Picklist


Eligibility Calculation Lookup (Benefit Calculation)

Eligibility Value Text (255)

Employer Contribution Code Text (80)

Employer Contribution Code With Sal Sac

Text (80)

Employer Match Percent

Employer Match Limit Percent

End Date Date

Enrollment Instructions Rich Text Area (32000)

Has Beneficiaries Checkbox

Has Life Cover Checkbox

Has Life Cover Additional Checkbox

Has Open Beneficiary Checkbox

Has Percentage Contribution Checkbox

Has Savings Plan Checkbox

Hours Worked Minimum Number (3,2)

Is Declined Checkbox


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Life Cover Approval Method Picklist

Matching Employer Contribution Multiple

Number (3,4)

Maximum Additional Life Calculation Lookup (Benefit Calculation)

Maximum Additional Life Cover Currency (16,2)

Maximum Approved Life Calculation Lookup (Benefit Calculation)

Maximum Approved Life Cover Currency (16,2)

Maximum Child Age Number (2,0)

Maximum Employer Percentage Contribution

Number (3,4)

Maximum Percentage Contribution Number (3,4)

Policy Number Text (64)

Prior Plan Lookup (Benefit Plan)

Savings Plan Enter Annual Amount Checkbox

Savings Plan Entry Method Picklist

Service Determination Base Date Date

Service Determination Method Picklist

Service Determination Period Picklist

Service Minimum Months Number (5,0)

Start Date Date

Start First of Month Checkbox

Version Text (80)

Website URL (255)


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Benefit Set Object (Payflow) Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields


Closed Message Rich Text Area (32000)

Continuous Enrollment Checkbox


End Date Date

Instructions Rich Text Area (32000)

Pay Base Date Date

Pay Period Picklist

Read Only After Close Date Checkbox

Show Deduction Dates Checkbox

Show Employer Coat Checkbox

Start Date Date

Submit Confirmation Message Long Text Area (32768)

Benefit Supplier Object (Payflow)




Website URL (255)


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Benefit Type Object (Payflow) Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields


Benefit Set Master-Detail (Benefit Set)

Close On Daily Batch Checkbox


Create Default On Benefit Set Assignment

Checkbox

Create Default On Daily Batch Checkbox

Default To Previous Selection Checkbox

Description Rich Text ARea (32000)

Is Required Checkbox

Order Number (5,0)

Recalculate On Daily Batch Checkbox

Required Plan Lookup (Benefit Plan)

Visibility Picklist

Download Field Object Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields


Download Record Master-Detail (Download Record)

Value Text (255)

Download File Object Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields


Changes Only Checkbox

Dedupe Field Text (255)

Employment Select Field Text (255)

Employment Select Value Text (255)

Footer Long Text Area (32768)

Group Picklist

Header Long Text Area (32768)

Job History Select Field Text (255)

Job History Select Value Text (255)

Key Field 1 Text (255)

Key Field 2 Text (255)


© Sage 2018 81

Download File Object Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields

Key Object 1 Picklist

Key Object 2 Picklist

Payroll Service Master-Detail (Payroll Service)

Record Length Number (5,0)

Record Postfix Text (255)

Record Prefix Text (255)

Remove Empty Fields Checkbox

Select Field Text (255)

Select Field 2 Text (255)

Select Value Text (255)

Select Value 2 Text (255)

Subgroup Dedupe Field Text (255)

Subgroup Field Text (255)

Subgroup Value Text (255)

Suppress End of Record Loop Checkbox

Team Member Select Field Text (255)

Team Member Select Value Text (255)

XML Format Checkbox

Download Map Object Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields


Changes Only Checkbox

Character Set Text (255)

Default Text (255)

Download File Lookup (Download File)

Format Picklist


HCM Object Picklist

Ignore In Record Change Checkbox

Left Pad Character Text (1)

Length Number (4,0)

New Loop After Checkbox

New Record After Checkbox

Node Name Text (255)

Node Parent Text (80)


© Sage 2018 82

Download Map Object Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields


Node Type Picklist

Order Number (16,2)

Payroll Service Lookup (Payflow Service)

Position Number (5,0)

Postfix Text (255)

Prefix Text (255)

Record/Loop Counter Text (80)

Remove Node If Picklist

Repeat Number (3,0)

Scale Number (5,0)

Select Field Text (255)

Select Object Picklist

Select Value Text (255)

Single Space Checkbox

Subgroup Picklist

To Upper Checkbox

Translate By Substrings Checkbox

Validation Text (255)

Download Record Object Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields


Download File Lookup (Download File)

Employment Lookup (Employment Record)

Full Key Text Area (255)

Payflow Batch Master-Detail (Payflow Batch)

Value Long Text Area (32768)

Download Translate Object Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields


Download Map Master-Detail (Download Map)

Replacement Text (255)


© Sage 2018 83

Employment Record Object (Payflow)





Last Batch Lookup (Payflow Batch)

Last Batch Status Picklist

Payflow Service Lookup (Payflow Service)

FTP Credentials Object Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields


Password Text (255)

Username Text (255)

Inbound Staging Line Object Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields


Checkbox #1 Checkbox

Date #1 to Date #8

Date

Email #1 Email

Employment Text (18)

Lookup Id #1 Text (18)

Number #1 Number (16,2)





Payroll Batch Master-Detail (Payflow Batch)

Phone #1 Phone

Record Id #1 Text (18)


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Text 128 #1 to Text 128 #6

Text (128)

Text 15 #1 Text (15)



Text 255 #1 to Text 255 #9

Text (255)

Text 32 #1 to Text 32 #3

Text (32)


Text (64)


Text (80)

Unique Id Text (64)

Payflow Batch Object Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields


Auto Import Checkbox

Batch End Date/Time

Batch Start Date/Time

Disable Changes Checkbox

Last Batch Lookup (Payflow Batch)

Number of Pages Number (4,0)

Pay Date Date

Payflow Service Master-Detail (Payflow Service)

Period End Date Date

Period Start Date Date


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Payflow Batch Error Object Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields


Array Index Number (18,0)

Element Name Text (80)

Error Code Text (80)

Error Message Long Text Area (2048)

Error Type Text (80)

Field Name Text (80)

Integration Id Text (65) (External ID)

Object Id Text (40)

Payflow Batch Master-Detail (Payflow Batch)

Severity Level Text (40)

Team Member Lookup (Team Member)

Validation Date Date

Payflow Line Object Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields


Account Name Text (255)

Account Number Text (15)

Amount Number (16,2)

Annual Multiplier Number (12,4)

Approved Date Date

Award Date Date

Bank Name Text (255)

Basis Text (80)

Birth Date Date

Bonus Amount Number (6, 2)

Business Text (128)

Change Reason Text (80)

Continuous Service Date Date

Country Text (128)

Currency Text (80)

Department Text (80)

Division Text (255)

Email Email


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Payflow Line Object Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields

Employment Lookup (Employment Record)

Employment Status Text (80)

End Date Date

First Name Text (80)

FTE Number (1,3)

Function Text (128)

Gender Text (80)

Grade Text (80)

Hire Date Date

Home Address 1 Text (255)



Home Address City Text (128)

Home Address Country Text (128)

Home Address Postal Code Text (16)

Home Address Region Text (128)

Home Phone Phone

Job Title Text (255)

Location Text (255)

Manager Text (80)

Mobile Text (32)

Payroll Batch Lookup (Payflow Batch)

Payroll Number Text (64)

Period Text (80)

Personnel Number Text (64)

Phone Text (32)

Salary Start Date Date

Salesforce Access Checkbox

Self Vacation Days Per Year Number (3,0)

Social Security Number Text (32)

Sort Code Text (16)

Start Date Date

Surname Text (80)

Team Text (255)

Unique Id Text (64)

User Profile Text (80)


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Payflow Map Object Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields


Change Action Picklist

Default Text (255)

HCM Object Picklist

Inbound Staging Field Text (255)

Minimum Delta Number (10,4)

Payroll Line Field Text (255)

Payroll Service Master-Detail (Payflow Service)

Warn If Different Checkbox

Payflow Service Object Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields


Absence Include Deleted Checkbox

Absence Include Period Back Checkbox

Absence Select Dates Checkbox

Batch Run Mode Formula (Text)

Batch Start Cron Command Text (128)

Benefit Include Period Back Checkbox

Benefit Select Active Checkbox

Bonus Include Period Back Checkbox

Bonus Select Dates Checkbox

Create Change Log Checkbox

Days Back For Start Date Number (3,0)

Days Future For End Date Number (3,0)

Deduction Select Dates Checkbox

Delete Batch After Days Number (3,0)

Delete Changes Retaining Batch Checkbox

Delete Payroll Lines With Batch Checkbox

Download Field Delimiter Text (128)

Download Record Delimiter Text (128)

Download Record Length Number (5,0)

Include Post Employment Benefits Checkbox


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Payflow Service Object Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields

Include Post Employment Bonus Checkbox

Incoming Path Text (128)

Incoming Server Text (128)

Job Detail ID Text (18)

Job History Select Field Text (80)

Job History Select Value Text (80)

Outgoing Emails Long Text Area (32768)

Outgoing Path Text (128)

Outgoing Server Text (128)

Payroll Base Date Date

Payroll Line Item Code Text (80)

Payroll Line Item Key Text (80)

Payroll Period Picklist

Primary Key Picklist

Salary Select Dates Checkbox

Send Reports To Lookup (User)

Set New Employment Action Email Trigger

Checkbox

Team Member Include Period Back Checkbox

Team Member Select Dates Checkbox

Team Member Select Field Text (255)

Team Member Select Value Text (255)

Timesheet Include Period Back Checkbox

Timesheet Select Approved Dates Checkbox

Timesheet Select Dates Checkbox

Timesheet Select Paid Dates Checkbox

Top Level File Name Text (80)

Upload Attachment Filename Text (255)

Upload Field Delimiter Text (128)

Upload Full File Checkbox

Upload Post Employment Data Checkbox

Upload Record Delimiter Text (128)

Upload Use Field Numbers Checkbox

Upload Use Staging Checkbox


© Sage 2018 89

Payflow Translate Object Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields


Payflow Map Master-Detail (Payflow Map)

Replacement Text (255)

Payroll Configuration Object Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields


Default Payroll Service Text (80|)

Payroll Line Item Object Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields


Amount Currency (16,2)

Hours Number (5, 4)

Payroll Line Master-Detail (Payflow Line)

Policy (Payflow) Object Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields


Payslips Checkbox

Salary (Payflow) Object Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields



Team Member (Payflow) Object Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields




© Sage 2018 90

Upload Map Object Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields


Format Picklist

Inbound Staging Field Text (255)

Item Code Text (80)

Payroll Line Field Text (255)

Payroll Line Item Field Text (255)

Payroll Service Lookup (Payflow Service)

Type Picklist

© Sage 2018 91

Creating and Managing Benefits for Team Members

Sage People enables benefit creation and management for Team Members through:

• Benefit Enrollment

Employees use Sage People WX to select the elements of their own benefits package, choosing from the range of benefits made available by their organization. Widely used as an annual Open Enrollment event, Benefit Enrollment is fully supported by Sage People (see page 92).

• Automated assignment

Using default benefits and clearly defined eligibility rules you can run an automated batch to assign benefits to eligible Team Members, and close benefits when Team Members cease to be eligible (see page 93).

• Direct Benefit Administration

Your HR team can use the Benefit Admin link on Team Member Employment records to access and maintain current and pending benefits through a single page. Activate or deactivate individual benefits, maintain start and end dates, and drill down to benefit details (see page 100).

Key supporting features are:

• Centralized set up and maintenance of all benefit sets, plans and options (see page 106).

• Clear presentation of selectable benefits through WX, with access to plan comparisons, full instructions and all supporting forms and documents.

• The ability to create, store, and display Team Member enrollment history.

• Extensive options for managing start dates for enrollment, costs, cover, and deductions.

• The option to share cost tables across multiple benefit plans, and to clone complete benefit plans.

• Effective management of cut-off dates.

• Passing selected benefit details to benefit carriers

• Integrating benefit deductions with the payroll process.

• Clearly presenting current benefits to all employees, including costs.

• Direct, single page HR edit access to all benefit records for each Team Member.

Creating and Managing Benefits for Team Members Benefit Enrollment

© Sage 2018 92

Benefit Enrollment Benefit Enrollment generates a new set of benefit records for each Team Member as they enroll. Use one of the following methods to manage Benefit Enrollment for Team Members through their Employment Records:

• Benefit Enrollment History

Benefit Enrollment is a separate object that stores the history of all Benefit Sets offered to the Team Member. Displayed in a Related List on the Employment Record, Benefit Enrollment builds over time to provide an easy to view history.

The object includes an Enrollment Start Date field to trigger an automatic update of the key enrollment fields on the Employment Record.

If you use Benefit Enrollment History, do not use the Benefit Enrollment fields on the Employment Record to update the Team Member's enrollment details.

• Benefit Enrollment fields

A set of fields directly on the Employment Record enable you to link employees to Benefit Sets and specify control dates. Benefit Enrollment History is not created. You can identify current benefit records from their start and end dates.

If you use the Benefit Enrollment fields on the Employment Record, do not use Benefit Enrollment History.

Creating and Managing Benefits for Team Members Automated Benefit Assignment

© Sage 2018 93

Automated Benefit Assignment A range of options help automate benefit enrollment and ease administration:

• Link a Benefit Plan to a Benefit Calculation to assess eligibility (see page 109).

• Automatic eligibility assessment, including age and length of service determination (see page 109).

• Direct entry of an expression as a Benefit Calculation record.

Typically used in place of an HCM formula field to return a value. Specify Team Member or Employment Record as the expression base object (see page 123).

• Set a default Benefit Option for each Benefit Type (see page 137), and enable default to the previous selection (see page 134).

• Run a batch to identify where defaults would apply, enabling you to check details and fix any errors before re-running to commit the changes (see page 94).

• Use Benefit Type settings to control the selection and assignment of default Benefit Options on Benefit Set assignment or by daily batch (see page 96).

• Options for automatic benefit start dates (see page 98) and end dates (see page 99).

Automatic benefit assignment enables significant change to sensitive Team Member records without Team Member involvement.

Changes to rate tables, for example, resulting in increased levels of employee contribution can be automatically applied - ensure that you have mechanisms in place to notify and

authorize as necessary.

Use a sandbox environment to validate operation and work with Sage People before implementing in a live production org.

Benefit enrollment is typically partly controlled by the Team Member - the employer decides on a range of benefits to offer and the employee decides which benefits to select from those available. Sometimes you need to enroll Team Members in benefits without their involvement, using defined default Benefit Options (see page 94); for example:

When... Use...

Assigning default benefits to Team Members who have failed to respond to an Open Enrollment deadline.

A manually triggered batch to select default benefits for them (see page 94).

Assigning the legally required minimum levels of cover, defined in a Benefit Set.

The Create Default on Benefit Set Assignment setting on the Benefit Type (see page 96). Assigning benefits in a new hire Benefit Set on the day of joining.

Assessing Team Member eligibility for benefits on a daily basis, and assigning new default benefits to those who are now eligible.

The Create Default on Daily Batch setting on the Benefit Type (see page 96).

Recalculating existing plan values based on daily assessment of Team Member eligibility.

The Recalculate On Daily Batch setting on the Benefit Type (see page 96).

Closing down benefits when Team Members cease to be eligible. The Close On Daily Batch setting on the Benefit Type (see page 96).


© Sage 2018 94

Using Default Benefit Assignment You can designate one or more default Benefit Options to be assigned within a Benefit Plan (see page 137). When using automatic benefit enrollment, Sage People assesses Team Members for eligibility against default Benefit Options in the order indicated by the Order field, and assigns the first matching Option.

Default Benefit Assignment by Manual Batch Team Members using an Open Enrollment process and who are assigned to a specific Benefit Set but who have not yet submitted their preferences can have benefits selected for them. The process runs as a manually triggered batch and selects default Benefit Options (see page 94). When default Options are not defined, no selection is made.

You can choose:

• To include or exclude those Team Members who have not yet reached the enrollment close date.

• To commit the changes identified or not. Typically, you would run the batch without committing changes one or more times to identify errors and enable you to fix them, then run the batch again and commit the changes.

When committing changes, the Create Default Benefits batch operates as follows:

• Team Members who have a selected option for a Benefit Type from the immediately previous period, and where the Benefit Type is set Default To Previous Selection: o Team Members are enrolled in the previously selected Benefit Option.

• When a Benefit Option is set as the Default Enrollment option for a Benefit Type, Team Members are enrolled in that Option.

To run the Create Default Benefits batch:

1. Select the Benefit Sets tab.

Sage People displays the Benefit Set Home page.

2. Select the name of the Benefit Set you want.

Sage People displays the Benefit Set Detail page.

3. Select Create Default Benefits:

The Create Default Benefits button is not displayed by default. Add it to the page layout by selecting Edit Layout on the Benefit Set Detail page, dragging and dropping the button into the Custom Buttons area on the page.


© Sage 2018 95

The Batch runs and Sage People displays the Default page for the Benefit Set:

4. Ensure:

o The number of default benefits identified is correct. o The number of Team Members identified as not yet reaching their Benefit Enrollment Close Date is

correct. o Any errors identified in the email sent to confirm batch details are fixed before re-running the batch.

5. To create default benefits for Team Members who have not yet reached their Benefit Enrollment Close Date, check Include n not reached close date.

6. When you are ready to commit the changes, check Commit Changes.

When you are ready to re-run the batch, select Start.


© Sage 2018 96

Controlling Automated Benefit Assignment Benefit Types (see page 134) can be flagged to control the way in which automated benefit assignment works for each type of benefit:

1. When a Benefit Set is assigned.

Use the Create Default on Benefit Set Assignment checkbox.

For example: o Assignment of automatic life cover as required by organizational policy or legislation. o Assignment of a set of benefits to a new hire when Team Member input is not required.

2. Daily assessment and assignment.

Use the Create Default On Daily Batch checkbox. o Flagged Benefit Types are identified and Team Member eligibility assessed against available Options,

using a daily batch run. o No existing benefit assignments are changed.

3. Daily recalculation of existing Plan values.

Use the the Recalculate On Daily Batch checkbox. o Existing Plan values and Team Member eligibility are assessed using a daily batch run. o When required, new benefits are created using new values, and existing, superseded benefits are

marked with an end date.

For example: o A Team Member's level of cover, and the charge for it changes when they reach the age of 50. o A Team Member's dependant child ceases to be eligible for a benefit when they reach the age of 18.

4. Daily closing of benefits when Team Members are no longer eligible.

Use the Close On Daily Batch checkbox.

The checkboxes are not displayed on the Benefit Type Edit page by default. You can add them to the page layout through Setup > App Setup > Create > Objects > Benefit Type > Page Layouts.

• Start dates for new benefits are determined in line with the rules for automatic benefit start dates (see page 98).

• Set timing for a daily batch by scheduling the Apex Class BenefitSetDailyBatchSchedule (see page 97).


© Sage 2018 97

Scheduling the Daily Batch You can use a daily batch to control automated benefit assessment, assignment, recalculation, and closure. To set up the batch schedule:

1. Go to Setup > App Setup > Develop > Apex Classes.

2. Select Schedule Apex:

Sage People displays the Schedule Apex page.


Job Name The name you want to use for the job running the batch. The name appears in the list of Scheduled Jobs (Setup > Administration Setup > Monitoring > Scheduled Jobs). Use a name that is easily identified, such as Benefits Daily Batch.

Apex Class The Apex Class controlling the batch. Select Apex Class Lookup and select the class: BenefitSetDailyBatchSchedule

Schedule Apex Execution

The schedule that controls the timing of the regular batch run. For a daily batch:

• Select Weekly Frequency.

• Select all the days of the week you want the batch to run.

• Select Start and End dates. You can set the end date for up to 5 years in the future.

• Select a Preferred Start Time for the batch to run. Typically, choose a time before start of day so that benefits can be assessed, assigned, recalculated and closed. The exact start time may vary each day depending on other activity in the job queue.

4. Select Save.

The job is scheduled and runs on the days you chose.

To change the details of the daily batch job, such as when it runs, delete the original job and set it up again:

1. Go to Setup > Administration Setup > Monitoring > Scheduled Jobs

Sage People displays the All Scheduled Jobs page.

2. In the Action column for the job, select Del:

You are asked to confirm.

3. Select OK.

4. Repeat the steps described at the start of this section to set up a job with the new details.

To monitor the status of the daily batch job:

• Go to Setup > Administration Setup > Monitoring > Apex Jobs


© Sage 2018 98

Automatic Benefit Start Dates Benefit Start Dates are recorded on the Team Member's Benefit Detail page, accessible through the Employment Record - scroll down to the Benefits Related List and select the Benefit you want.

Benefit Start Dates are set automatically when the Team Member enrolls or re-enrolls in the Benefit. Start Date is set to one of the following values, in descending order of priority and taking the first non-null value:

• The Benefit Plan Start Date (see page 109).

• The Benefit Enrollment Effective Date, from the Employment Record.

• The Benefit Set Start Date (see page 132).

• Today, the Benefit selection date.

The Start Date is modified in line with the Cover Starting setting on the Benefit Plan (see page 109):

• If Cover Starting is set to Cover Period Start Date, Start Date is set to the specified cover period start.

• If Cover Starting is set to Next Cover Period Start Date, Start Date is set to the start of the first cover period starting after today.


© Sage 2018 99

Automatic Benefit End Dates Benefit End Dates are recorded on the Team Member's Benefit Detail page, accessible through the Employment Record - scroll down to the Benefits Related List and select the Benefit you want.

Benefit End Dates are set automatically:

• When a Team member enrolls for a new benefit that supersedes the previous one. The End Date for thesuperseded benefit is set to the Start Date of the new benefit, minus one day.

• When an End Date is entered for the Team Member on their Employment Record, and the Benefit Plan isset with Cover Ending on the Employment End Date (see page 109).

• When a Cover Period ends and the Benefit Plan is set with Cover Ending on that Cover Period End Date(see page 109).

Creating and Managing Benefits for Team Members Direct Benefit Administration

© Sage 2018 100

Direct Benefit Administration In addition to Team Member benefit self-selection and automated benefit assignment, you can administer benefits for Team Members through their Employment Records. Start by adding the Benefit Admin button to the Benefits Related List:

1. Go to Setup > App Setup > Create > Objects and select the Employment Record label.

2. Scroll down to Page Layouts and select Edit for the Employment Layout.

3. Select Related Lists from the left panel.

4. On the Benefits Related List select Properties

5. Expand the Buttons section, select Benefit Admin and select Add to move the button from Available Buttons to Selected Buttons.

6. Select OK.

7. Select Save.

Now open the Benefit Admin page for a Team Member:

1. Open the Team Member's Employment Record.

2. At the head of the Employment Record Detail page select Benefits, or scroll down to the Benefits RelatedList.

3. Select Benefit Admin:


© Sage 2018 101

Sage People displays the Benefits Admin page for the Team Member:


© Sage 2018 102

The Benefits Admin page includes sections for:

• The Benefit Set available to the Team Member - Open Enrollment in this example.

• Benefitso Current Benefitso Pending Benefits

You can:

• Replace a selected benefit (see page 102)

• Change the start or end dates for a benefit (see page 104)

• Activate or deactivate a benefit (see page 105)

Replacing a Selected Benefit 1. On the Benefit Admin page go to the Benefit Set section.

2. Select the Benefit Type (Section) hosting the benefit you want to change

Sage People displays the Benefits of that Benefit Type on offer to the Team Member, with the current selection indicated:


© Sage 2018 103

3. Select the replacement benefit from the list of those on offer.

Sage People displays the page for that benefit, with current coverage and estimated cost:

You can change the coverage if plan details permit it. Select Recalculate Cost if you make changes that affect the cost of the plan, making sure that the recalculated cost is acceptable to the Team Member.

4. To replace the existing benefit with this benefit, select Save and Next.

Sage People redisplays the Benefit Type page with the new selection:


© Sage 2018 104

Changing Start or End Dates for Current or Pending Benefits 1. On the Benefit Admin page go to the Current Benefits or Pending Benefits section:

2. For the benefit you want to edit, select the Start Date or End Date to display a calendar:

3. Select the date.

4. Select Save:


© Sage 2018 105

Activating or Deactivating a Benefit 1. On the Benefit Admin page go to the Current Benefits or Pending Benefits section.

2. For the benefit you want to activate or deactivate, select the Active checkbox:

3. Select Save:

© Sage 2018 106

Setting Up Benefits The outline process for setting up Benefits is:

1. Create Benefit Supplier records for all carriers (see page 108).

2. Create Benefit Plan records, including costs, calculations, and comparisons, and make associateddocuments available (see page 109).

3. Create Benefit Sets for employee groups with different entitlements (see page 132). For example, a newhire set, an open enrollment set, a senior management set. Each set contains one or more Benefit Types.

4. Create Benefit Options to link Benefit Plans to Benefit Types (see page 137).

5. Complete either of:o The Benefit Enrollment fields on the Benefit Enrollment object to create a new entry in the Team

Member's Benefit Enrollment History (see page 139).o The Benefit Enrollment fields in Team Member Employment Records to link employees to Benefit Sets

and specify control dates. (see page 141)

Use one or the other, not both.

Setting Up Benefits

© Sage 2018 107

To clarify the relationships between the main Benefit objects, here is some sample data showing partial information on the components of two Benefit Sets, Open Enrollment and New Hire.

There are two Benefit Suppliers:

• Bedrock Financial

Supplies multiple insurance related benefit plans.

• Thistle Pensions

Supplies a single 401K pension plan.

Benefit Supplier Benefit Plan Benefit Type Benefit Option Benefit Set

Bedrock Financial Short-term Disability Disability Insurance BO0044 Open Enrollment

BO0075 New Hire

Long-term Disability Disability Insurance BO0062 Open Enrollment

BO0076 New Hire

Basic Life/Accidental Death & Dismemberment Insurance

Life Insurance BO0061 Open Enrollment

BO0077 New Hire

Supplemental Life Insurance, Employee


Supplemental Life Insurance, Employee, New Hire

Life Insurance BO0046 New Hire

Supplemental Life Insurance, Children


BO0079 New Hire

Supplemental Life Insurance, Domestic Partner


BO0088 New Hire

Supplemental Life Insurance, Spouse


BO0078 New Hire

Thistle Pensions 401K Plan Pension BO0099 Open Enrollment

Setting Up Benefits Adding a New Benefit Supplier

© Sage 2018 108

Adding a New Benefit Supplier Benefit Suppliers are the organizations providing benefits to your Team Members through Benefit Plans. Each Benefit Plan is linked to one or more Benefit Options. Benefit Options can be made available to Team Members through WX.

Much of the information held for Benefit Suppliers is typically provided by the suppliers themselves, and details of the Benefit Plans are agreed between your organization and the supplier.

To add a new Benefit Supplier:

1. Select the Benefit Suppliers tab.

Sage People displays the Benefit Suppliers Home page.

2. Select New.

Sage People displays the New Benefit Supplier Edit page.


Field Description

Benefit Supplier Name

The name by which the Supplier is known. By default the supplier name is displayed to Team Members in WX when they work through the benefit selection process.

Description A description of the Supplier. Typically the description is supplied by, or based on material from the Supplier. Use the content editing tool bar to control the appearance of the description in WX. You can insert links and images if you want.

The description is usually more effective in WX if it is brief. Use links to provide access to more information if necessary.

Website The url for the Benefit Supplier's website. Enter the url in full starting with http:// or https://.

You can also include website links in the Description by selecting Link .

4. Select:o Save to save the Benefit Supplier details.

Sage People displays the Benefit Supplier Detail page ready for you to add Benefit Plans.o Save & New to save the Benefit Supplier details and display another New Benefit Supplier Edit page.o Cancel to discard your changes and return to the Benefit Suppliers Home page.

Setting Up Benefits Adding a New Benefit Plan

© Sage 2018 109

Adding a New Benefit Plan Benefit Plans contain the details of the benefits made available to Team Members through Benefit Options. They can be full plans, such as those for health care or pensions, or a simple record of an available benefit such as a car allowance or a cell phone. Benefit Plans are provided by Benefit Suppliers, and much of the detail is typically provided by the suppliers following discussion and agreement with your organization.

A wide range of options for assessing eligibility is available. If you set more than one condition, all conditions must be met for eligibility. Many of the fields are not displayed by default and must be added to the page layout; if a field is described in the field description table and not displayed on screen, check the page layout and add the field.

You can create more than one version of a Benefit Plan - typically used to support price changes in a plan between enrollment periods. You can also set a start date for the Benefit Costs associated with a Plan, so if costs are the only element of a Plan that is changing, you can continue to use the same Plan with a new Benefit Cost table running from the date the costs change (see page 121).

Before you can create a Benefit Plan, the Benefit Supplier hosting the plan must be available on the system (see page 108).

To add a new Benefit Plan:



2. Select the name of the Benefit Supplier hosting the new Plan.

Sage People displays the Benefit Supplier Detail page, with all existing Benefit Plans available from thatsupplier displayed in the Benefit Plans related list:


© Sage 2018 110

3. Select New Benefit Plan.

Sage People displays the Benefit Plan Edit page.


Field Description

Information section

Benefit Plan Name The name by which the plan is known. By default the plan name is displayed to Team Members in WX when they work through the benefit selection process. The plan name is also often included in Payflow files - avoid changing the name once set to avoid errors.

Cost Table The name of another Benefit Plan with a Benefit Cost table you want to use for this Plan. If selected, the Benefit Costs from the nominated Plan are used and any Benefit Costs associated with this Plan are ignored.

Select Cost Table Lookup to select the Benefit Plan you want to supply the costs.

Benefit Supplier The name of the supplier making this plan available. Defaults to the name of the Benefit Supplier you selected at the start of this procedure. If you need to change the supplier, select Benefit Supplier Lookup to find and select the correct supplier.

Version A text label for this version of the Plan. To easily distinguish between versions created for different enrollment periods, use a year as a version label. Version is not displayed by default and must be added to the page layout.

Prior Plan The Benefit Plan from the previous enrollment period used to set the values for this enrollment. Use in conjunction with Version when versioning Benefit Plans. Use Prior Plan Lookup to find and select the Plan. Prior Plan is not displayed by default and must be added to the page layout.

Description A description of the plan. Displayed to Team Members through WX as Plan Details, and should contain enough information to enable a Team Member to select between plans. Use the content editing tool bar to control the appearance of the description in WX. You can insert links and images if you want.

Website The url for a site providing more information about the plan. This is often a page on the Benefit Supplier's website. Enter the url in full starting with http:// or https://.

You can also include website links in the Description by selecting Link .


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Field Description

Benefit Field Values section Detail for the benefit supplied by the Benefit Plan

Benefit Type Picklist. Select the Benefit Type to which this plan is linked. Benefit Types are the Record Types set up for the Benefit object and indicate the type of Benefit record created when this plan is selected by a Team Member.

Start First of Month Checkbox. If checked, Payflow checks the Start Date, and if Start Date is not the first of the month, the benefit start date is moved to the first day of the next month. If unchecked, the benefit starts on the Start Date.

Deduction Code The Benefit Deduction Code for this Benefit Plan. The Deduction Code is passed to your payroll system, typically for use on salary advice and internal finance documentation.

Policy Number Text, up to 64 characters. An identifier for this Benefit Plan. Policy Numbers are typically allocated by suppliers.

Eligibility section Not displayed by default: add an Eligibility section to your page layout to group eligibility fields. All conditions set must be met for a Team Member to qualify for this Benefit Plan.

Eligibility Calculation The name of the Benefit Calculation used to establish if the primary beneficiary is eligible for this Benefit Plan. Enter the Benefit Calculation Name or use Eligibility Calculation Lookup

to find and select the calculation.

Eligibility Value The value or values that must be matched by the value returned by the Benefit Calculation named in Eligibility Calculation for the primary beneficiary to be eligible for this Benefit Plan. Enter the value as a string, with multiple permitted values comma separated. If the primary beneficiary is not eligible for the Plan, the Plan is removed from the hosting Benefit Set to prevent manual or automatic selection.


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Field Description

Age Determination Method

The date at which the primary beneficiary's age is assessed to determine eligibility for the Benefit Plan. Age can be used to check compliance with minimum or maximum age requirements and in rate tables. Select the picklist and choose from:

• Start DateThe start date for the benefit as set for the benefit on the Team Member's EmploymentRecord.

• Period Start Date From Start DateThe start date of the first Age Determination Period following the Benefit Start Date.Set Age Determination Period and Age Determination Base Date values.

• Period End Date From Start DateThe end date of the first Age Determination Period following the Benefit Start Date.Set Age Determination Period and Age Determination Base Date values.

• Effective DateThe benefit enrollment effective date at the time the benefit was selected.

• Period Start Date From Effective DateThe start date of the first Age Determination Period following the benefit enrollmenteffective date.Set Age Determination Period and Age Determination Base Date values.

• Period End Date From Effective DateThe end date of the first Age Determination Period following the benefit enrollmenteffective date.Set Age Determination Period and Age Determination Base Date values.

Age Determination Period

Used in conjunction with Age Determination Method Period dates. Select the picklist and choose from:

• None

• Yearly

• Monthly

• Semimonthly

• Biweekly

• Weekly

• DailyAge Determination Base Date

The date used as a starting point to calculate start dates for Age Determination Periods.Select the field to display a calendar. Select the date you want. Leave blank if you do not want to use automatic age determination.

Age Minimum The youngest a person can be to be eligible for the Plan.

Age Maximum The oldest a person can be to be eligible for the Plan.

Maximum Child Age Number of years. The maximum permitted age of a child that can be covered under this Benefit Plan. The Maximum Child Age field is not displayed by default and must be added to the page layout.


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Field Description

Service Determination Method

The date at which the primary beneficiary's length of service is assessed to determine eligibility for the Benefit Plan. Select the picklist and choose from:

• Start Date The start date for the benefit as set for the benefit on the Team Member's Employment Record.

• Period Start Date From Start Date The start date of the first Service Determination Period following the Benefit Start Date. Set Service Determination Period and Service Determination Base Date values.

• Period End Date From Start Date The end date of the first Service Determination Period following the Benefit Start Date. Set Service Determination Period and Service Determination Base Date values.

• Effective Date The benefit enrollment effective date at the time the benefit was selected.

• Period Start Date From Effective Date The start date of the first Service Determination Period following the benefit enrollment effective date. Set Service Determination Period and Service Determination Base Date values.

• Period End Date From Effective Date The end date of the first Service Determination Period following the benefit enrollment effective date. Set Service Determination Period and Service Determination Base Date values.

Service Determination Period

Used in conjunction with Service Determination Method Period dates. Select the picklist and choose from:

• None

• Yearly

• Monthly

• Semimonthly

• Biweekly

• Weekly

• Daily Service Determination Base Date

The date used as a starting point to calculate start dates for Service Determination Periods. Select the field to display a calendar. Select the date you want. Leave blank if you do not want to use automatic service determination.

Service Minimum Months

The minimum length of service in months required for the primary beneficiary to be eligible for the Plan.

Hours Worked Minimum

The minimum number of hours worked for the primary beneficiary to be eligible for the Plan. Hours worked is taken from the value entered in the Hours Worked field on the Employment Record.


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Field Description

Cover Dates section Not displayed by default: add a Cover Dates section to your page layout to group cover date fields

Cover Period The minimum period for which cover is available. Select the picklist and choose from:

• None

• Monthly

• Semimonthly

• Biweekly

• Weekly

• Daily Cover Base Date The date used as a starting point to calculate start dates for Cover Periods. Often set to

coincide with the payroll base date. Select the field to display a calendar. Select the date you want. Leave blank if you do not want to use automatic calculation of Cover Periods.

Cover Starting The date used to set the start of cover. Select the picklist and choose from:

• None

• Effective Date The benefit enrollment effective date at the time the benefit was selected.

• Start Date The start date for the benefit as set for the benefit on the Team Member's Employment Record.

• Cover Period Start Date The starting date for a specific cover period, chosen from the dates dictated by the Cover Base Date and the Cover Period. Use a past date to backdate cover, or a future date to ensure cover starts at the same time as a future cover period.

• Next Cover Period Start Date The start date for the first cover period starting after today.

Cover Start Pre Offset Months

A number of months you want to add to the start date or effective date of the benefit to postpone the Cover Start Date. Can be used as well as Cover Start Pre Offset Days, in which case the months value is added before the days value. If left blank, defaults to zero months offset.

Cover Start Pre Offset Days

A number of days you want to add to the start date or the effective date of the benefit to postpone the Cover Start Date. Can be used as well as Cover Start Pre Offset Months, in which case the months value is added before the days value. If left blank, defaults to zero days offset.

Cover Start Post Offset Months

A number of months you want to add to the cover date after it has been calculated, to postpone the start of cover by an additional period. Can be used as well as Cover Start Post Offset Days, in which case the months value is added before the days value. If left blank, defaults to zero months offset.

Cover Start Post Offset Days

A number of days you want to add to the cover date after it has been calculated, to postpone the start of cover by an additional period. Can be used as well as Cover Start Post Offset Months, in which case the months value is added before the days value. If left blank, defaults to zero days offset.


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Field Description

Cover Ending The date used to set the end of cover. Select the picklist and choose from:

• None

• Employment End Date The End Date entered for the Team Member on their Employment Record.

• Cover Period End Date The end date for a specific cover period, chosen from the dates dictated by the Cover Base Date and the Cover Period.

Start Date A specific date when benefits using this plan are to start. When specified, Start Date is used for all benefits using this plan selected by Team Members, except:

• For Team Members with an Employment Record Start Date that is later. In that case, the Employment Record Start Date is taken as the Start Date for the plan.

• When Start First of Month is checked. In that case, when Start Date is not the first of the month, the start date for all benefits based on this plan moves forward to the start of the next month.

When Start Date is blank, the start date for benefits using this plan is taken from:

• The Start Date for the Benefit Set.

• If Benefit Set Start Date is blank, the date the employee selects the benefit. End Date The date when the benefit is to end. If blank, the benefit ends on the end date of the Benefit

Set hosting the Benefit Option linked to this Plan.

Deduction Start Date The date when payments for the benefit are to start for Team Members. If blank, Deduction Start Date is determined as follows:

1. Use the Effective Date set for the Benefit Enrollment.

2. If Effective Date is blank, use the Start Date from the Benefit Set.

3. If Cover Starting is set for this Benefit Plan, use the Cover Starting value to modify the Deduction Start Date. For example, if Cover Starting is set to Cover Period Start Date, Deduction Start Date is set to the first available payroll date after the Cover Period Start Date.

4. If Cover Starting is not set and Start First of Month is checked, Deduction Start Date is set to the first available payroll date after the first day of the next month, or if today is the first of the month, Deduction Start Date is set to the first available payroll date after today.

5. If Cover Start Post Offset values are set, modify the Deduction Start Date to the first available payroll date after the offset cover start date.

6. If Deduction Start Offset values are set, modify the Deduction Start Date to add the offset.

Deduction Start Offset Months

A number of months you want to add to the calculated benefit start date to set the start date for deductions to be made from the employee's salary. Can be:

• A positive value, to delay the start of deductions until after the benefit has started.

• A negative value, to make deductions before the benefit has started. Can be used as well as Deduction Start Offset Days, in which case the months value is added before the days value. If left blank, defaults to zero months offset.


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Field Description

Deduction Start Offset Days

A number of days you want to add to the calculated benefit start date to set the start date for deductions to be made from the employee's salary. Can be:

• A positive value, to delay the start of deductions until after the benefit has started.

• A negative value, to make deductions before the benefit has started. Can be used as well as Deduction Start Offset Months, in which case the months value is added before the days value. If left blank, defaults to zero days offset.

Deduction End Date The date when payments for the benefit are to finish for Team Members. If blank, deductions finish on the End Date for this Plan. If Plan End Date is blank, Deduction End Date is set to the End Date for the Benefit Set. If both Plan End Date and Set End Date are blank, Deduction End Date is left blank and deductions continue indefinitely.

Active Checkbox. Can be set manually or by automated workflow. If checked, benefit records created from this Plan are created as active. If unchecked, benefit records created from this Plan are created as Inactive. Enables benefit records to be created and activated at a later date, typically on completion of a qualifying event such as a medical. Deductions for the Plan do not start until it is:

• Active Active status is ignored for downloads if Benefit Select Active is unchecked when configuring the download (see page 26). AND

• Between the Start Date and End Date for the Plan. AND

• Between the defined start and end dates for deductions. If you are using Active On Submit, leave Active unchecked. Active status is retained when benefits are recalculated by a batch or rolled over from a previous year.

Deductions Per Month

Picklist. The number of payroll deductions to be made each month for this Plan. Select the picklist and choose from:

• All Payrolls Deductions are taken from every payroll made during the month. For biweekly payrolls this can be up to 3.

• 1, 2, 3, or 4 Deductions are made from the specified number of payrolls each month. If the number selected is less than the number of payrolls in the month, deductions are taken from the earlier payrolls, leaving those later in the month deduction free.

If left blank, Deductions Per Month defaults to All Payrolls. Where a Plan specifies a cost for a period longer than the payroll period, the deductions are calculated by division. For example:

• An annual cost to be met from a biweekly payroll by deductions from All Payrolls: The annual cost is divided by 26 to calculate the per-payroll deduction.

• An annual cost to be met by 2 payroll deductions per month: The annual cost is divided by 24 to calculate the per-payroll deduction.

• A semi-annual cost to be met by 1 payroll deduction per month: The semi-annual cost is divided by 6 to calculate the per-payroll deduction.


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Field Description

Active On Submit Checkbox. Ensure Active is unchecked if you want to use Active On Submit. If checked, and Active is unchecked, benefit records created from this Plan are not activated until submitted to HR. Submission can be:

• From WX when a Team Member selects the Plan and submits.

• When benefits are created using Create Default Benefit Set on the Benefit Set page.

• When benefits are created from a batch. If unchecked, benefit records created from this Benefit Plan follow the setting of the Active checkbox.

Options section

Is Declined Checkbox. If checked, coverage for this Benefit Plan is not applied. Use Is Declined to define an option for a Team Member to waive a benefit. When selected by a Team Member, Sage People generates a benefit record enabling you to see that the benefit was waived.

Cost Selector Calculation

The name of the benefit calculation that determines which value to use from the cost table for this plan.

Cost Effective Date Method

Picklist. The method used to set the cost start date used for the Benefit Cost table. Select the picklist and choose from:

• Effective Date

• Cover Start Date

• Effective Date or Today If After

• Cover Start Date or Today If After

• Today Has Open Beneficiary Checkbox. If checked:

• Benefits can be selected without adding the beneficiaries of insurance cover.

• Beneficiaries can be edited at any time. If beneficiaries are added or edited, the total of allocated benefit must always be 100%.

Has Life Cover Checkbox. If checked, the Benefit Plan supplies or requires life cover and the Team Member is prompted to specify the amount of life cover required. If unchecked, the Team Member is not prompted to specify the amount of life cover required.

Life Cover Approval Method

Picklist. The method used to set the pre-approved amount of life cover. Select the picklist and choose from:

• Fixed Amount Use the amount set by the Maximum Approved Life Calculation, or, if no calculation is specified, the amount given in Maximum Approved Life Cover. If both Maximum Approved Life Calculation and Maximum Approved Life Cover are given, the Calculation is used and Maximum Approved Life Cover is ignored.

• Previous Amount Use the amount set for the previous plan.

• Fixed Amount Then Previous Amount For the first implementation of life cover under this Plan use the amount set as defined for the Fixed Amount option, then use that amount as the Previous amount for subsequent implementations.


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Field Description

Has Life Cover Additional

Checkbox. If checked, the Benefit Plan supplies or requires additional life cover and the Team Member is prompted to specify the amount of additional life cover. If unchecked, the Team Member is not prompted to specify an amount of additional life cover.

Maximum Approved Life Cover

The maximum financial amount of life cover available under this Benefit Plan. Used with a validation rule to restrict the maximum amount of cover an employee can request without evidence.

Maximum Approved Life Calculation

The name of the Benefit Calculation used to provide the value of Maximum Approved Life Cover for this Benefit Plan. Enter the Benefit Calculation Name or use Maximum Approved Life Calculation Lookup to find and select the calculation.

Maximum Additional Life Cover

The additional financial amount of life cover an employee can request on top of the Maximum Approved Life Cover if evidence is supplied. Used with a validation rule to restrict the overall total permitted amount of life cover an employee can request: Maximum Approved Life Cover + Maximum Additional Life Cover.

Maximum Additional Life Calculation

The name of the Benefit Calculation used to provide the value of Maximum Additional Life Cover for this Benefit Plan. Enter the Benefit Calculation Name or use Maximum Additional Life Calculation Lookup to find and select the calculation.

Cost Per The unit used to express the cost of the benefit. For example, if the benefit costs $2 for every $1000 of coverage, set Cost Per to $1000.

Has Beneficiaries Checkbox. If checked, the Team Member is prompted to supply a list a list of beneficiaries for this Benefit Plan. It is not mandatory to enter beneficiaries. If checked and the Benefit Plan is created automatically, it is created without beneficiaries. If unchecked, the Team Member is not prompted for beneficiary names.

Has Percentage Contribution

Checkbox. If checked, the Team Member is asked for a percentage of salary contribution for this Benefit Plan. If unchecked, the Team Member is not asked for a percentage of salary contribution.

Maximum Percentage Contribution

The maximum percentage-of-salary contribution from Team Members for this Benefit Plan.


The maximum percentage-of-salary contribution from Employers for this Benefit Plan.

Employer Match Percentage. The employer's 401K plan contribution as a percentage of the employee's contribution. Use Employer Match Limit to provide a maximum value.

Employer Match Limit Percentage. The maximum the employer will contribute to the employee's 401K

plan as a percentage of the employee's salary. Acts as a cap to the Employer Match value.

For example, an employer matching 50% of an employee's contributions for the first 8% of salary contributed by the employee:

• Set Employer Match = 50

• Set Employer Match Limit = 8 The employer contributes a maximum of 4% of the employee's salary, regardless of the level of the employee's contribution.


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Field Description

Has Savings Plan Checkbox. If checked, the Team member is prompted for the amount they wish to save per payroll period in this Benefit Plan. The amount is multiplied by the number of payroll periods in the current year and the total amount to be saved over the year is displayed. If checked, Savings Plan Entry Method must be set to a non-blank value. If checked, and Savings Plan Enter Annual Amount is also checked, the Team member is prompted for the amount they wish to save during the current year. If unchecked, the Team member is not asked for a savings plan amount.

Savings Plan Enter Annual Amount

Checkbox. Works in conjunction with Has Savings Plan. Has Savings Plan must be checked for Savings Plan Enter Annual Amount to have any effect.

If checked, and Has Savings Plan is also checked, the Team Member is prompted for the amount they wish to save during the current year in this Benefit Plan. The amount entered by the Team Member is used to calculate the amount to be deducted from each payroll, using the value given in Deductions Per Month for this Plan. The per-payroll deduction is displayed Where the calculation results in a fraction of a currency unit for each deduction, the total amount is rounded down to the nearest value enabling whole units. For example, an entered annual amount of $5000 to be deducted from 26 biweekly payrolls is rounded down to deduct 26 amounts of $192.30 to give an annual savings amount of $4999.80. If the Plan is selected and an annual amount entered part way through a year, the per-payroll deduction is calculated on the number of payrolls left in the year. If unchecked, and Has Savings Plan is checked, the Team member is prompted for the per-payroll amount. If both are unchecked, the Team member is not asked for a savings plan amount.


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Field Description

Savings Plan Entry Method

Picklist. The method used to set the amount to be saved into the savings plan. Values are converted into amounts per pay period, taking into account the value set for Deductions Per Month. If Has Savings Plan is checked, Savings Plan Entry Method must be set to a non-blank value or an error message is generated. Select the picklist and choose from:

• Pay Period The Plan uses the savings amount as the amount to be deducted per Pay Period.

• Monthly The Plan uses the savings amount as the amount to be deducted per month. Sage People converts the amount into an amount per Pay Period so that deductions can be made from pay checks. The value set for Deductions Per Month is included in the calculation. Fractional values are rounded down so that the specified amount is not exceeded.

• Yearly The Plan uses the savings amount as the amount to be deducted annually. Sage People converts the amount into an amount per Pay Period so that deductions can be made from pay checks. The value set for Deductions Per Month is included in the calculation. Fractional values are rounded down so that the specified amount is not exceeded.

Enrollment section

Enrollment Instructions

The instruction for Team Members wishing to enroll in this Benefit Plan. By default, instructions are displayed in WX. Use the content editing tool bar to control the appearance of the instructions in WX. You can insert links and images if you want.

5. Select: o Save to save the Benefit Plan details.

Sage People displays the Benefit Plan Detail page ready for you to add further details for this plan such as Benefit Costs and Calculations.

o Save & New to save the Benefit Plan details and display another Benefit Plan Edit page. o Cancel to discard your changes and return to the Benefit Supplier Detail page.

Completed Benefit Plans can be cloned using Export and Import options.


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Defining Benefit Costs A Benefit Plan can have one or more costs associated with it. For example, a medical insurance plan may have different costs defined for the:

• Employee

• Employee and children

• Employee and domestic partner

• Employee and family

• Employee and spouse

• Employee plus one, two, or three

Each cost is separately defined and allocated a unique Benefit Cost number of the form BCnnnn.

Cost tables can include negative numbers to represent payments to employees.

Costs can have a start date, enabling you to add new costs for an existing Plan from a given date without having to re-create the Plan. Use the Cost Effective Date Method on the Benefit Plan (see page 109) to determine how the cost start date is set.

To define a Benefit Cost:



2. Select the name of the Benefit Supplier hosting the plan for which you want to define a Benefit Cost

Sage People displays the Benefit Supplier Detail page.

3. In the Benefit Plans related list, select the name of the plan for which you want to define a Benefit Cost.

Sage People displays the Benefit Plan Detail page.

4. Scroll down to the Benefit Costs related list.

5. Select New Benefit Cost:

Sage People displays the New Benefit Cost page.


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Field Description

Information section

Benefit Plan The name of the plan hosting this cost. Defaults to the plan you selected earlier in this procedure. To choose a different plan, select Benefit Plan Lookup , find and select the correct plan.

Coverage Picklist. The person or people covered by this cost. For example, Employee, Employee and family, Children only. Selecting Coverage other than Employee generates a prompt WX for the names of the dependants covered. Select the picklist and select the coverage. By default the picklist does not include options for Employee Plus Two or Employee Plus Three. You can add these values to the Coverage picklist in the Benefit Cost object. Ensure spelling and capitalization is exactly as given here.

Employee Deduction The cost of this benefit to the employee per pay period.

Employer Cost The cost of this benefit to the employer per pay period.

Start Date The date this cost table is to start. If blank, this cost table applies immediately.

Age range cost applies to... section For example, the cost of supplemental life insurance for a spouse often varies by age band. Use these fields to define the minimum and maximum ages for each band. Leave this section blank if the cost applies to all ages.

Minimum Age The youngest age at which this benefit cost applies.

Maximum Age The oldest age at which this benefit cost applies.

Selector value cost applies to...section Leave blank if this cost does not use a Cost Selector.

Selector Value If using a Cost Selector Calculation (see page 109), the value resulting from the calculation that causes this Benefit Cost to be chosen.

7. Select: o Save to save the Benefit Cost details.

Sage People displays the Benefit Cost Detail page. o Save & New to save the Benefit Cost details and display another New Benefit Cost page. o Cancel to discard your changes and return to the Benefit Plan Detail page.


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Defining a Benefit Calculation A Benefit Plan may have one or more Benefit Calculations associated with it. A Benefit Calculation can be used to determine the cost of the benefit, the value of cover available, or an eligibility formula. The calculation can be:

• A value held in another field.

• A calculated value determined by a formula field. The formula field can be a standard field supplied by Sage People as part of the managed package, or a custom formula field set up for your implementation.

• An HCM Expression entered directly into the Benefit Calculation Edit page.

When building formulas and expressions you can use the Payflow-specific date and time functions (see page 153) as well as standard Salesforce functions.

To define a Benefit Calculation:



2. Select the name of the Benefit Supplier hosting the plan needing a Benefit Calculation.


3. In the Benefit Plans related list, select the name of the plan needing a Benefit Calculation.


4. Scroll down to the Benefit Calculations related list.


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5. Select New Benefit Calculation:

Sage People displays the New Benefit Calculation Edit page:


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Field Description

Information section

Benefit Plan The name of the plan hosting this calculation. Defaults to the plan you selected. To choose a different plan, select Benefit Plan Lookup

, find and select the correct plan.

Benefit Calculation Name

A name for this Benefit Calculation. Enter this name in Cost Selector Calculation when defining the Benefit Plan (see page 109) if you want to use this calculation to select the Benefit Cost.

HCM Object Picklist. The HCM Object hosting the field that returns the value to be used by this Benefit Calculation. If HCM Expression is used, HCM Object specifies the base object for the expression. Select the picklist and choose Team Member or Employment Record.

HCM Field The API Name of the field in HCM Object that returns the value to be used by this Benefit Calculation. Used if HCM Expression is blank. For example, use fHCM2__Approved_Life_Cover__c on the Employment Record to return the amount of life cover that has been approved for the Team Member.

HCM Expression A Sage People expression that returns the value to be used by this Benefit Calculation. Typically used to hold a benefit eligibility calculation. If entered, used in preference to the HCM Field. Use HCM Object to specify the base object for the expression.

Default The value to be used if HCM Field or HCM Expression returns a null value.

Benefit Field The API Name of the field on the Benefit object to hold the value of the calculation when the Benefit Plan is selected by a Team Member.

Display During Enrollment section

Display during Enrollment

Checkbox. If checked, the value of the calculation is displayed in WX to the Team Member. For example, you can choose to display the amount of approved life cover available to a Team member to help them select an appropriate Benefit Plan. If unchecked, the value of the calculation is not displayed in WX to the Team Member.

Order Number. For those calculations that are displayed (Display during Enrollment is checked) the order in which this calculation is displayed. Lower numbers are displayed before higher numbers.

Description A description of the value returned by the calculation, such as Your approved life cover amount. Use the content editing tool bar to control the appearance of the description in WX. You can insert links and images if you want.

7. Select: o Save to save the Benefit Calculation.

Sage People displays the Benefit Calculation Detail page. o Save & New to save the Benefit Calculation and display another New Benefit Calculation Edit page. o Cancel to discard your changes and return to the Benefit Plan Detail page.


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Defining a Benefit Comparison Benefit Comparisons enable you to present alternatives within a single Benefit Plan. The alternatives can be presented as Sub Plans, with each Sub Plan displayed in one column of the WX benefit table.

For example, a vision coverage plan may offer different cost options for in-network and out-of-network providers for each available solution. Define pairs of Comparisons for each option available, using an in-network Sub Plan and an out-of-network Sub Plan. Benefit Comparison Sub Plans are then presented in WX in parallel columns.

Comparisons must be set up in multiples of two or more - you cannot compare a single option with itself.

To define a Benefit Comparison:



2. Select the name of the Benefit Supplier hosting the plan for which you want to define a Benefit Comparison.



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3. In the Benefit Plans related list, select the name of the plan for which you want to define a Benefit Comparison.


4. Scroll down to the Benefit Comparisons related list.

5. Select New Benefit Comparison:

Sage People displays the New Benefit Comparison Edit page.


Field Description

Information section

Comparison Type The name of the option within the plan for which you are creating two or more Comparisons. Comparison Type must be identical for each Benefit Comparison that applies to the same option. Sage People uses Comparison Type to match options and ensure that options with the same Comparison Type and different Sub Plans are displayed on the same row in different columns of the WX benefit table.

Benefit Plan The name of the plan to which this Benefit Comparison applies. Defaults to the Plan you selected earlier in this procedure. To change Benefit Plan, select Benefit Plan Lookup , find and select the correct plan.

Sub Plan Picklist. Each Sub Plan is displayed in one column in the WX benefits table for this Benefit Plan. Select the picklist and choose the Sub Plan for this Comparison. By default, the picklist contains two values:

• In-Network

• Out-Of-Network Use Setup > App Setup > Create > Objects to add more values to the Benefit Comparison object, Sub Plan picklist. You must specify a different Sub Plan for each option with the same Comparison Type.

Description The description you want to appear in WX for this Benefit Comparison. Use the content editing tool bar to control the appearance of the description in WX. You can insert links and images if you want.

Order Number. The order in which this Benefit Comparison is displayed in the WX benefit table.

Lower numbers are displayed before higher numbers. Comparison Type is used to ensure that options for different Sub Plans are displayed on the same row in the WX benefit table, so Order is only important to control the order of items in the first Sub Plan column. You do not need to specify an Order number for options in the second and subsequent Sub Plans.

7. Select: o Save to save the Benefit Comparison.

Sage People displays the Benefit Comparison Detail page. o Save & New to save the Benefit Comparison and display another New Benefit Comparison Edit page. o Cancel to discard your changes and return to the Benefit Plan Detail page.


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Adding Benefit Documents Benefit Documents include the forms and reference guides a Team Member needs when applying for a benefit. Documents are listed in and accessible from the Benefit Documents related list on the Benefit Plan Detail page.

To add a new Benefit Document:



2. Select the name of the Benefit Supplier hosting the plan for which you want to add a Document.


3. In the Benefit Plans related list, select the name of the plan for which you want to add a Document.


4. Scroll down to the Benefit Documents related list.

5. Select New Benefit Document:

Sage People displays the New Benefit Document Edit page.


Field Description

Information section

Benefit Plan The name of the plan to which this Benefit Document applies. Defaults to the Plan you selected earlier in this procedure. To change Benefit Plan, select Benefit Plan Lookup , find and select the correct plan.

Benefit Document Name

The name you want to display for the document in WX. Enter up to 80 characters.

Link A URL link that gives access to the document. Typically a link to a downloadable version of the document stored on the supplier's website, or on your corporate website or network.

In WX the link details are hidden and the link displayed as Download:

Is Enrollment Checkbox.

If checked, the document is available to Team Members during the Enrollment process.

Order Number. The order in which this document is displayed in WX.

7. Select: o Save to add the Benefit Document to the list of documents available for this Plan.

Sage People displays the Benefit Document Detail page. Add Notes and Attachments if you want. o Save & New to save the Benefit Document and display another New Benefit Document Edit page. o Cancel to discard your changes and return to the Benefit Plan Detail page.


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Adding Extra Fields to a Benefit Plan You can add your own fields to a Benefit Plan so that those fields are displayed to Team Members for completion when they enroll in benefits. Follow these steps:

1. Add the new fields to the Benefit object.

2. Create a new Field Set on the Benefit object and drag and drop the newly created fields into the Field Set.

3. Record the API Name of the new Field Set - you need to enter the API Name on the Benefit Plan Edit page. The APi Name is displayed in the Related List of Field Sets for the Benefit object.


5. On the Benefit Sets Home page select the Benefit Set hosting the Benefit Type and Benefit Plan you want to extend with the new fields.

6. Select the Benefit Type, then the Benefit Plan Name.

7. On the Benefit Plan Detail page, select Edit Layout.

8. Drag and drop the Additional Fieldset field into the Options section of the page.

9. On the Benefit Plan Detail page, select Edit.

10. In Additional Fieldset enter the API Name of the new Field Set.

The new fields are displayed to Team Members when they enroll in the Benefit Plan.

Setting Up Benefits Exporting and Importing a Benefit Plan

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Exporting and Importing a Benefit Plan Exporting a Benefit Plan copies Benefit Costs and Benefit Calculations along with the Plan, but not Benefit Options or attached documents.

Export/import uses a .fs file to enable copying within an org or between orgs.

If you are copying a Plan to apply pricing changes, bear in mind that you can create a new Benefit Cost table with a start date to apply the new costs from that date to the existing Plan (see page 121). If the costs are the only part of the Plan that is changing, you do not then need to copy the Plan to apply the new costs.

To export and import a Benefit Plan:


2. In the list of Benefit Suppliers select the Name of the Supplier hosting the Benefit Plan you want to copy.


3. In the Benefit Plans Related List select the Benefit Plan Name for the Plan you want to copy:


4. Select Export:

5. When prompted, select to Save the .fs file. By default, the file is named using the form:

<Benefit_Plan_Name>.fs

For example:

401K_Plan.fs

The file is saved to your Download folder.

6. Open the target org for the copied Benefit Plan.

You can import the copy into the org hosting the original Plan, or into a different org.

The target org must have a defined Benefit Supplier with the same name as that hosting the Plan in the original org.

Setting Up Benefits Exporting and Importing a Benefit Plan

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8. On the Payflow Services Home page, select the All View and select Go to display the Payflow Services List View.

9. Select Import:

10. On the Import Data page, select Browse..., find and select the file, then select Import.

Sage People imports the Benefit Plan and attaches it to the Benefit Supplier with the same name as the Supplier hosting the Plan in the original org.

Exporting and Importing copies the Benefit Plan as well as all associated Benefit Costs and Benefit Calculations. It does not copy Associated Benefit Options or attachments.

Setting Up Benefits Adding a New Benefit Set

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Adding a New Benefit Set A Benefit Set is a group of employment benefits defined for a specific use in your organization. For example, you may have a benefit set available for new hires, one for open enrollment, and one for senior management.

Once defined, you can allocate a Benefit Set to a Team Member by entering the Set name in the Benefit Enrollment section, Benefit Set field of the Employment Record.

If you have a number of benefit sets that are variants on a basic set, first create a benefit set with the common benefits and then copy the set for each of the variants.

To create a new benefit set:



2. Select New.

Sage People displays the New Benefit Set page.


Field Description

Name A name for the Benefit Set, such as New Starter, or Senior Management.

Description

A description of the Benefit Set. By default the description is displayed in WX at the top of the Benefit page when a Team Member selects to enroll in a benefits scheme. Typically the description includes a summary of eligibility and the benefits available. Use the content editing tool bar to control the appearance of the description in WX. You can insert links and images if you want.

Instructions Instructions for Team Members when enrolling in the Benefit Set. By default instructions

are displayed in the Collaboration Portal and WX on the left of the Benefit page. Use the content editing tool bar to control the appearance of the instructions in the Collaboration Portal and WX. You can insert links and images if you want.

Closed Message A message to be displayed when the enrollment period for this Benefit Set has closed. By

default the Closed Message is displayed in WX at the top of the Benefit page, before the Description. Use the content editing tool bar to control the appearance of the closed message in WX. You can insert links and images if you want.

Read Only After Close Date

Checkbox. If checked, benefits in this Benefit Set are set to read only status from the day after the enrollment period for the Benefit Set has closed for a Team Member. Team Members are then unable to edit or submit benefits in this Benefit Set, and any changes must be made by the HR Administrator or by using the Create Default Benefits option (see page 94). Default is unchecked.

Submit Confirmation Message

A text message to be displayed when a Team Member completes and submits this Benefit Set. Enter the text you want to display.


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Field Description

Show Employer Cost Checkbox. If checked, the cost of the benefit to the employer is displayed in WX on the main benefit election page during Open Enrollment. If Show Employer Cost is not displayed, add it to the page layout through Setup > App Setup > Create > Objects > Benefit Set > Page Layouts > Edit Benefit Set Layout.

Show Deduction Dates

Checkbox. If checked, the Start Date and End Date for deductions from employees are displayed on the Employment Record, Benefits Admin page in the Benefits > Current Benefits section. Displayed Start Dates and End Dates are those for deductions from the employee for the benefits in this Benefit Set.

System Information section

Continuous Enrollment

Checkbox. If checked, enrollment for the benefits in this Benefit Set remains open and benefits can be activated individually. If unchecked, enrollment closes on the End Date or when all benefits are selected and submitted together, whichever occurs first. You can also set individual Benefit Types to operate in Continuous Enrollment mode (see page 134). This enables you to create a hybrid Benefit Set with:

• Continuous Enrollment unchecked for the Benefit Set, so that enrollment is closed on the End Date by default for all Benefit Types in the Set.

• Individual benefits with Continuous Enrollment checked on, to enable those benefits to remain open beyond the default close date for the Benefit Set as a whole.

Start Date The default start date for all benefits created from this Benefit Set.

End Date The default end date for all benefits created from this Benefit Set.

Pay Base Date The date used as the starting date for calculating pay dates. The next pay date is calculated by adding Pay Periods to the Pay Base Date.Picklist.

Pay Period The frequency used to pay Team Members assigned to this Benefit Set. Used:

• To convert an annual salary into per-pay period amounts.

• With Pay Base Date to calculate the date of the next pay date. Select the picklist and choose from:

• Monthly

• Semimonthly

• Biweekly

• Weekly If not set, Sage People uses the value from a Salary-linked Payflow file for this Benefit Set. Using an existing Payflow file to set the value can be useful when you want to use a single Benefit Set for Team Members who are paid in interleaved bi-weekly groups, avoiding the need to set up separate Benefit Sets for each.

4. Select: o Save to save the Benefit Set details.

Sage People displays the Benefit Set Detail page for the set you have just created. o Save & New to save the Benefit Set details and display another New Benefit Set page. o Cancel to discard your changes and return to the Benefit Sets Home page.


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Adding a New Benefit Type A Benefit Type is a high level classification of employment benefits, such as Medical, Short Term Disability, or 401K Pension. By default, Benefit Types are displayed in WX in a list on the Benefit page. Team Members can select a Benefit Type to display the available Benefit Options of that type. When selected, Benefit Types are listed in the Team Member's WX benefit table with the details

To create a new Benefit Type:



2. Select the name of the Benefit Set you want to host the new Benefit Type.


3. In the Benefit Types Related List, select New Benefit Type.

Sage People displays the New Benefit Type page:


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Field Description

Benefit Set The name of the Benefit Set hosting this Benefit Type. Defaults to the Benefit Set you selected at the start of this procedure. To change to a different set, select Benefit Set Lookup to find and select the set you want.

Name A name for the Benefit Type such as Medical, Vision, or Dental. By default, the Name is displayed in WX on the left of the Benefit page in a list of available Benefit Types.

Order Number. The order in which this benefit is displayed within a Benefit Set. Lower numbers are displayed above higher numbers.

Visibility Picklist. Controls display of this Benefit Type in WX during Team Member enrollment. Select the picklist and choose from:

• Edit The default. The benefit Type is fully accessible to Team Members.

• Read

• Hidden The Benefit Type is not visible to Team Members.

Continuous Enrollment

Checkbox. If checked, enrollment for the benefits of this Type remain open and benefits can be activated individually. If unchecked, enrollment for benefits of this Type is controlled by the Continuous Enrollment setting on the Benefit Set (see page 132).

Is Required Checkbox. If checked, Team Members presented with this Benefit Type must choose an option from this Benefit Type. If unchecked, Team Members do not have to choose an option from this Benefit Type.

Required Plan The name of a Benefit Plan that must be selected by the Team Member before this Benefit Type is offered. For example, Benefit Type Medical Insurance might require a Savings Plan to be in place for the Team Member before Medical Insurance is offered.

Default To Previous Selection

Checkbox. If checked, Team Members who are automatically enrolled default to their selection from the previous period. If there is no previous selection, automatic enrollment selects the default Benefit Option. If unchecked, automatic enrollment selects the default Benefit Option. Default Benefit Options are set on the Benefit Option Edit page (see page 137).

Description A brief description of the Benefit Type. By default the description is displayed in WX at the top of the Benefit page when a Team Member selects a Benefit Type. Use the content editing tool bar to control the appearance of the description in WX. You can insert links and images if you want.

5. Select: o Save to save the Benefit Type details.

Sage People displays the Benefit Type Detail page for the Benefit Type you have just created. o Save & New to save the Benefit Type details and display another New Benefit Type page. o Cancel to discard your changes and return to the Benefit Set Detail page.

Saved Benefit Types are added to the Benefit Types related list on the Benefit Set Detail page.


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The Benefit Type object includes four checkbox fields not displayed by default on the Benefit Type Edit page layout. These checkboxes enable you to control automated benefit assignment and must be used with caution.

You can add them to the page layout through Setup > App Setup > Create > Objects > Benefit Type > Page Layouts The fields are:

Close On Daily Batch Checkbox. If checked, Team Members who have benefits of this Type assigned are checked for eligibility when the daily batch runs, and the benefit closed if the Team Member is no longer eligible.


Checkbox. If checked, a default Benefit Option for this Benefit Type is automatically assigned to eligible Team Members when a Benefit Set including that Option is assigned to them.

Create Default On Daily Batch

Checkbox. If checked, a default Benefit Option for this Benefit Type is automatically assigned to eligible Team Members when the daily batch runs.

Recalculate On Daily Batch

Checkbox. If checked, eligibility and charging for assigned benefits of this Type are assessed when the daily batch runs. New benefits using new values are created as required, and superseded benefits are marked with an end date.

Setting Up Benefits Adding a New Benefit Option

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Adding a New Benefit Option Benefit Options represent the benefits available to Team Members through WX. Benefit Options are classified by Benefit Type, and each Benefit Type has one or more Benefit Options. Each Benefit Option links a Benefit Type to a Benefit Plan from a Benefit Supplier. When a Team Member selects a Benefit Option, a Benefit Record is created for that Team Member. Benefit Records are listed:

• In the Benefits related list for the Benefit Option.

• In the Benefits related list for the Team Member's Employment Record.

Before you can create a Benefit Option, you must have a Benefit Plan to which you can link it. Benefit Plans are created and maintained through the Benefit Suppliers tab.

To add a new Benefit Option:



2. Select the name of the Benefit Set hosting the Benefit Type for which you want to add a new Benefit Option.


3. In the Benefit Types Related List, select the Name of the Benefit Type you want to host the new Benefit Option.

Sage People displays the Benefit Type Detail page.

4. In the Benefit Options related list, select New Benefit Option:

Sage People displays the New Benefit Option Edit page:

Setting Up Benefits Adding a New Benefit Option

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Field Description

Benefit Type The name of the Benefit Type hosting the new Benefit Option. Defaults to the Benefit Type you selected at the start of this procedure. To change to a different Type, select Benefit Type Lookup to find and select the Type you want.

Benefit Plan The Benefit Plan providing this Benefit Option. Benefit Plans are created and maintained through the Benefit Suppliers tab.

Select Benefit Plan Lookup to find and select the Benefit Plan.

Order Number. The order in which this benefit option is displayed within a Benefit Set, and the order of default assessment when using automatic enrollment. Lower numbers are displayed and assessed above higher numbers.

Default Enrollment Checkbox. If checked, this Option is used as a default Option for the Benefit Type when Team Members are automatically enrolled. You can set more than one default Option for automatic enrollment; on execution Sage People works through the available defaults in the order specified by Order and selects the first one matching the eligibility criteria.

6. Select: o Save to save the Benefit Option details.

Sage People displays the Benefit Type Detail page with the new Benefit Option added to the related list of Benefit Options in the order you specified. The Benefit Option is automatically given a unique Benefit Option Number of the form BOnnnn.

o Save & New to save the Benefit Option details and display another New Benefit Option page. o Cancel to discard your changes and return to the Benefit Type Detail page.

Setting Up Benefits Creating Benefit Enrollment History

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Creating Benefit Enrollment History 1. Open the Team Member's Employment Record to display the Employment Record Detail page.

2. Scroll down to the Benefit Enrollment History Related List.

If the Related List is not displayed, add it to the Employment Record Detail page:

a. Select Edit Layout at the top of the page.

b. In the left panel, select Related Lists.

c. In the list of Related Lists panel, select Benefit Enrollment History, drag and drop it into position on the page layout, typically below the Benefits Related List.

Define the fields to display in the Related List:

d. Select Properties

e. In the list of Available Fields, select the fields you want to display and select Add to move them to the list of Selected Fields.

Typically, in addition to the Benefit Enrollment number, include the fields displayed on the New Benefit Enrollment page: Enrollment Start Date Enrollment Close Date Benefit Set Effective Date Reason Enrollment Signed Date

f. Select OK.

g. On the Employment Layout page, select Save.

Setting Up Benefits Creating Benefit Enrollment History

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3. Select New Benefit Enrollment.

Sage People displays the New Benefit Enrollment page:


Field Description

Employment Mandatory. Defaults to the Employment Record for the Team Member hosting this Benefit Enrollment History record.

Enrollment Start Date The date the Benefit Set is first offered to the Team Member. The Employment Record is automatically updated with the values set in the other fields on this page on the Enrollment Start Date. A past date results in an immediate update; a future date holds the update until that date is today. When Enrollment Start Date is today, the Benefit Calculation Daily Batch executes the update.

Enrollment Close Date

The date when benefit enrollment closes for this Team Member. The Team Member will not be able to enroll for benefits from this date.

Benefit Set The name of the Benefit Set including the Benefit Option entitlement for this Team Member.

Effective Date The date used to calculate the benefit start date. Typically the date of the qualifying event.

Reason Picklist. The reason for the benefit enrollment, such as the start of the open period for Open Enrollment, a new hire, or the birth of a child. Select the picklist and choose the reason.

Enrollment Signed Date

The date the Team Member signed off the benefit enrollment as complete.

5. Select: o Save to save your changes and return to the Benefit Enrollment Detail page. o Save & New to save your changes and create another Benefit Enrollment. o Cancel to discard your changes.

Saving your changes adds the Benefit Enrollment to the Benefit Enrollment History Related List as a new record.

Setting Up Benefits Completing Benefit Enrollment Fields for Team Members

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Completing Benefit Enrollment Fields for Team Members The Employment Record for each Team Member includes a set of Benefit Enrollment fields. You must complete these fields so that Team Members have access to benefit enrollment through WX. To apply the same values to multiple Team Members - for annual open enrollment for example - use Mass Update on the Team Member Home page.

This is the final step of the process to set up benefit enrollment.

To edit an Employment Record for Benefit Enrollment:

1. Select the Team Members tab.

2. If the View shows current Employment Records for Team Members, select the Employment Record for the Team Member whose record you want to change.

If the View just shows Team Member names, select Edit next to the name of the Team Member whose record you want to change, then select the Employment Record.

3. On the Employment Record Detail page, select Edit.

Sage People displays the Employment Record Edit page.

4. Scroll down to the Benefit Enrollment section.


Field Description

Benefit Set The name of the Benefit Set that includes the Benefit Option entitlement for this Team Member.

Benefit Enrollment Close Date

The date when benefit enrollment closes for this Team Member. The Team Member will not be able to enroll for benefits from this date.

Benefit Enrollment Signed Date

The date the Team Member signed off the benefit enrollment as complete.

Post Employment Benefits Start Date

The date on which post employment benefits started or must start for the Team Member. This date may be determined by legislative requirements.

Post Employment Benefits End Date

The date on which post employment benefits cease for the Team Member. This date may be determined by legislative requirements.

6. Select Save.

Setting Up Benefits Policy Options: Benefits & Open Enrollment

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Policy Options: Benefits & Open Enrollment

Benefits Checkbox. If checked, current and future benefits are visible to the Team Member through WX. If Benefit Enrollment is active, the Team Member can also modify their benefits.

Field Sets: Benefits

Benefit Object

Field Set Purpose

Team Member Details Fields displayed in the WX Detail view for Benefits.

Setting Up Benefits Translation Workbench: Benefits

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Translation Workbench: Benefits

Beneficiary Object (HCM) Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields


Address 1 Formula (Text)



Address City Formula (Text)

Address Country Formula (Text)

Address Postal Code Formula (Text)

Address Region Formula (Text)

Amount Benefit Currency (16,2)

Beneficiary Address 1 Text (255)



Beneficiary Address City Text (128)

Beneficiary Address Country Text (128)

Beneficiary Address Postal Code Text (16)

Beneficiary Address Region Text (128)

Beneficiary Date Of Birth Date

Beneficiary Email Email

Beneficiary End Date Date

Beneficiary First Name Text (80)

Beneficiary Middle Name Text (80)

Beneficiary Phone Phone

Beneficiary Social Security Number Text (32)

Beneficiary Start Date Date

Beneficiary Surname Text (80)

Benefit Master-Detail (Benefit)

Date Of Birth Formula (Date)

Dependant Lookup (Dependant)

Email Formula (Text)

End Date Formula (Date)

First Name Formula (Text)

Gender Formula (Text)


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Beneficiary Object (HCM) Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields

Middle Name Formula (Text)

Percentage Benefit Percent (3,2)

Phone Formula (Text)

Priority Picklist

Social Security Number Formula (Text)

Start Date Formula (Date)

Surname Formula (Text)

Beneficiary Object (Payflow) Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields



Benefit Object (HCM) Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields


Active Checkbox

CO2 Number (5,0)

Code Text (32)

Color Text (255)

Cost Code Text (128)

Coverage Description Text (255)

Currency Lookup (Exchange Rate)

Currency Code Formula (Text)

Deduction Code Picklist



Deductions In Year Number (3,0)

Effective Date Date


Employee Deduction In Year Formula (Currency)

Employee Deduction In Year Reporting

Formula (Currency)

Employee Deduction Reporting Currency (16,2)

Employer Contribution Code Picklist

Employer Contribution Percentage Percent (3,4)


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Employer Cost Reporting Currency (16,2)

Employment Record Master-Detail (Employment Record)

End Date Date

End Date Entered Date Date

Engine Size Number (5,0)

Enrollment Status Formula (Text)

First Registered Date Date

Fuel Picklist

Group Number Text (64)

Insurance End Date Date

Insurance Start Date Date

Last Currency Recalculation Date/Time

Life Cover Currency (16,2)

Life Cover (Additional) Currency (16,2)

Linked Benefit Lookup (Benefit)

Loan Amount Number (16,2)

Loan Amount Reporting Number (16,2)

Make Text (255)

Maturity Date Date

Model Text (255)

Number Number (18,0)

Percent Contribution Percent (3,4)

PHI Beneift Checkbox

Plan Picklist

Policy Coverage Picklist


Price Currency (16,2)

Provider Picklist

Reason Picklist

Registration Number Text (16)

Serial Number Text (255)

Start Date Date

Start Date Entered Date Date

Team Member Formula (Text)

Trigger Currency Recalculation Checkbox


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Type Formula (Text)

Use Salary Sacrifice Checkbox

Value Currency (16,2)

Value Reporting Currency (16,2)

Benefit Object (Payflow) Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields


Benefit Effective Date Date

Benefit Enrollment Lookup (Benefit Enrollment)

Benefit Option Lookup (Benefit Option)

Benefit Plan Lookup (Benefit Plan)

Benefit Plan Supplier Formula (Text)


Benefit Calculation Object (Payflow)



Benefit Field Text (255)


Default Text (255)


Display during Enrollment Checkbox

HCM Expression Long Text Area (32768)


HCM Object Picklist

Order Number (5,0)


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Benefit Comparison Object (Payflow)





Order Number (5,0)

Sub Plan Picklist

Benefit Cost Object (Payflow) Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields



Coverage Picklist

Coverage Range Formula (Text)



Maximum Age Number (3,0)

Minimum Age Number (3,0)

Selector Value Text (255)

Start Date Date

Benefit Document Object (Payflow)





Is Enrollment Checkbox

Link URL (255)

Order Number (5,0)


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Benefit Enrollment Object (Payflow)




Effective Date Date

Employment Master-Detail (Employment Record)

Enrollment Close Date Date

Enrollment Signed Date Date

Enrollment Start Date Date

Reason Picklist

Benefit Option Object (Payflow) Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields



Benefit Type Master-Detail (Benefit Type)

Default Enrollment Checkbox

Order Number (5,0)



Active Checkbox

Active On Submit Checkbox

Additional Fieldset Text (40)

Age Determination Base Date Date

Age Determination Method Picklist

Age Determination Period Picklist

Age Maximum Number (3,0)

Age Minimum Number (3,0)

Benefit Supplier Master-Detail (Benefit Supplier)

Benefit Type Picklist

Cap Currency (16,2)

Cap Times Employee Amount Number (5,4)

Cap Times Salary Number (5,4)


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Cost Effective Date Method Picklist

Cost Per Currency (16,2)

Cost Selector Calculation Lookup (Benefit Calculation)

Cost Table Lookup (Benefit Plan)

Cover Base Date Date

Cover Ending Picklist

Cover Period Picklist

Cover Start Post Offset Days Number (5,0)

Cover Start Post Offset Months Number (5,0)

Cover Start Pre Offset Days Number (5,0)

Cover Start Pre Offset Months Number (5,0)

Cover Starting Picklist

Deduction Code Text (80)

Deduction Code With Salary Sacrifice Text (32)



Deduction Start Offset Days Number (5,0)

Deduction Start Offset Months Number (5,0)

Deductions Per Month Picklist


Eligibility Calculation Lookup (Benefit Calculation)

Eligibility Value Text (255)

Employer Contribution Code Text (80)

Employer Contribution Code With Sal Sac

Text (80)

Employer Match Percent

Employer Match Limit Percent

End Date Date

Enrollment Instructions Rich Text Area (32000)

Has Beneficiaries Checkbox

Has Life Cover Checkbox

Has Life Cover Additional Checkbox

Has Open Beneficiary Checkbox

Has Percentage Contribution Checkbox

Has Savings Plan Checkbox

Hours Worked Minimum Number (3,2)

Is Declined Checkbox


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Life Cover Approval Method Picklist

Matching Employer Contribution Multiple

Number (3,4)

Maximum Additional Life Calculation Lookup (Benefit Calculation)

Maximum Additional Life Cover Currency (16,2)

Maximum Approved Life Calculation Lookup (Benefit Calculation)

Maximum Approved Life Cover Currency (16,2)

Maximum Child Age Number (2,0)


Number (3,4)

Maximum Percentage Contribution Number (3,4)


Prior Plan Lookup (Benefit Plan)

Savings Plan Enter Annual Amount Checkbox

Savings Plan Entry Method Picklist

Service Determination Base Date Date

Service Determination Method Picklist

Service Determination Period Picklist

Service Minimum Months Number (5,0)

Start Date Date

Start First of Month Checkbox

Version Text (80)

Website URL (255)


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Benefit Set Object (Payflow) Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields


Closed Message Rich Text Area (32000)



End Date Date

Instructions Rich Text Area (32000)

Pay Base Date Date

Pay Period Picklist

Read Only After Close Date Checkbox

Show Deduction Dates Checkbox

Show Employer Coat Checkbox

Start Date Date

Submit Confirmation Message Long Text Area (32768)

Benefit Supplier Object (Payflow)




Website URL (255)



Benefit Set Master-Detail (Benefit Set)

Close On Daily Batch Checkbox



Checkbox

Create Default On Daily Batch Checkbox

Default To Previous Selection Checkbox

Description Rich Text ARea (32000)

Is Required Checkbox

Order Number (5,0)

Recalculate On Daily Batch Checkbox


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Required Plan Lookup (Benefit Plan)

Visibility Picklist

Dependant Object (HCM) Use Setup > Administration Setup > Translation Workbench > Override to rename these custom fields





Address City Formula (Text)

Address Country Formula (Text)

Address Postal Code Formula (Text)

Address Region Formula (Text)

Date of Birth Date

Dependant Address 1 Text (255)



Dependant Address City Text (128)

Dependant Address Country Text (128)

Dependant Address Postal Code Text (16)

Dependant Address Region Text (128)

Dependant Email Email

Dependant Phone Phone

Disabled Checkbox

Email Formula (Text)

First Name Text (80)

Gender Picklist

Middle Name Text (80)

Phone Formula (Text)

Relation Picklist

Smoker Checkbox

Social Security Number Text (32)

Surname Text (80)

Team Member Master-Detail (Team Member)

Payflow-specific Date and Time Functions ADDDAYS

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ADDDAYS Adds a specified number of days to a given date.

Use in Payflow only.

Syntax

ADDDAYS(date,n)

Where:

• date is the date to which you want to add a number of days

• n is the number of days to add to date

ADDMONTHS Adds a specified number of months to a given date.


Syntax

ADDMONTHS(date,n)

Where:

• date is the date to which you want to add a number of months

• n is the number of months to add to date

ADDYEARS Adds a specified number of years to a given date.


Syntax

ADDYEARS(date,n)

Where:

• date is the date to which you want to add a number of years

• n is the number of years to add to date

Payflow-specific Date and Time Functions DAYSBETWEEN

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DAYSBETWEEN Returns the number of days between two specified dates.


Syntax

DAYSBETWEEN(date1,date2)

where:

• date1 is the date at the start of the period.

• date2 is the date at the end of the period.

Example

DAYSBETWEEN(25/01/2015,13/04/2015)

returns: 78

...the number of days between 25 January 2015 and 13 April 2015, the result in days of subtracting the earlier date from the later date.

MONTHSBETWEEN Returns the number of months between two specified dates.


Syntax

MONTHSBETWEEN(date1,date2)

where:



Payflow-specific Date and Time Functions YEARSBETWEEN

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YEARSBETWEEN Returns the number of years between two specified dates.


Syntax

YEARSBETWEEN(date1,date2)

where:



Example

To determine today's age in years of a Team Member:

YEARSBETWEEN

(fHCM2__Birth_Date__c,

STARTPERIOD

(TODAY(),"Yearly",1900-01-01)

)

• Returns the number YEARSBETWEEN: o The Birth Date o The start of the current year:

STARTPERIOD(TODAY(),"Yearly",1900-01-01)

Payflow-specific Date and Time Functions STARTPERIOD

© Sage 2018 157

STARTPERIOD Returns the date at the start of the period that includes a date you specify.


Syntax

STARTPERIOD(date,period,base date)

where:

• date is the date included in the period for which you want the start date.

• period is one of: o Weekly o Biweekly o Semimonthly o Monthly

• base date is the date used as the starting date for calculating the dates of all subsequent periods. Defaults to 1 January 1900

Examples

To determine today's age in years of a Team Member:

YEARSBETWEEN

(fHCM2__Birth_Date__c,

STARTPERIOD

(TODAY(),"Yearly",1900-01-01)

)

• Returns the number YEARSBETWEEN: o The Birth Date o The start of the current year:

STARTPERIOD(TODAY(),"Yearly",1900-01-01)

To return the start of the monthly period that includes a specific date, using a specific base date:

STARTPERIOD(17/07/2015,Monthly,25/01/15)

• Returns:

25/06/15

...the start of the monthly period including 17 July 2015, given a base date of 25 January 2015.

Payflow-specific Date and Time Functions ENDPERIOD

© Sage 2018 158

ENDPERIOD Returns the date at the start of the period including a date you specify.


Syntax

ENDPERIOD(date,period,base date)

where:

• date is the date included in the period for which you want the start date.

• period is one of: o Weekly o Biweekly o Semimonthly o Monthly

• base date is the date used as the starting date for calculating the dates of all subsequent periods. Defaults to 1 January 1900

Example

ENDPERIOD(17/07/2015,Monthly,25/01/2015)

returns:

24/07/2015

...the end of the monthly period including 17 July 2015, given a base date of 25 January 2015.

© Sage 2018 159

Sage People Fields Available for Mapping to a Download File

This section lists the default field set; custom values added to your org are also made available for download.

Sage People Fields Available for Mapping to a Download File Payflow

© Sage 2018 160

Payflow

Payflow Service object: Fields Available for Mapping

CreatedById

CreatedDate

Id

IsDeleted

LastModifiedById

LastModifiedDate

Name

OwnerId

SystemModstamp

fpay__Absence_Include_Deleted__c

fpay__Absence_Include_Period_Back__c

fpay__Absence_Select_Dates__c

fpay__Batch_Run_Mode__c

fpay__Batch_Start_Cron__c

fpay__Benefit_Include_Period_Back__c

fpay__Benefit_Plan__c

fpay__Benefit_Select_Active__c

fpay__Benefit_Supplier__c

fpay__Bonus_Include_Period_Back__c

fpay__Bonus_Select_Dates__c

fpay__Create_Change_Log__c

fpay__Days_Back_For_Start_Date__c

fpay__Days_Future_For_End_Date__c

fpay__Deduction_Select_Dates__c

fpay__Delete_Batch_After_Days__c

fpay__Delete_Changes_Retaining_Batch__c

fpay__Delete_Payroll_Lines_With_Batch__c

fpay__Download_Field_Delimiter__c

fpay__Download_Record_Delimiter__c

fpay__Download_Record_Length__c

fpay__Enable_Debug__c

fpay__Include_Post_Employment_Benefits__c

fpay__Include_Post_Employment_Bonus__c

fpay__Incoming_Path__c

fpay__Incoming_Server__c

fpay__Job_Detail_ID__c

fpay__Job_History_Select_Field__c


© Sage 2018 161

Payflow Service object: Fields Available for Mapping

fpay__Job_History_Select_Value__c

fpay__Outgoing_Emails__c

fpay__Outgoing_Path__c

fpay__Outgoing_Server__c

fpay__Payroll_Base_Date__c

fpay__Payroll_Period__c

fpay__Payroll_Line_Item_Code__c

fpay__Payroll_Line_Item_Key__c

fpay__Payroll_Period__c

fpay__Primary_Key__c

fpay__Salary_Select_Dates__c

fpay__Send_Reports_To__c

fpay__Set_New_Employment_Action_Email_Trigger__c

fpay__Team_Member_Include_Period_Back__c

fpay__Team_Member_Select_Dates__c

fpay__Team_Member_Select_Field__c

fpay__Team_Member_Select_Value__c

fpay__Timesheet_Include_Period_Back__c

fpay__Timesheet_Select_Approved_Dates__c

fpay__Timesheet_Select_Dates__c

fpay__Timesheet_Select_Paid_Dates__c

fpay__Up[load_Attachment_Filename__c

fpay__Upload_Field_Delimiter__c

fpay__Upload_Full_File__c

fpay__Upload_Post_Employment_Data__c

fpay__Upload_Record_Delimiter__c

fpay__Upload_Use_Field_Numbers__c

fpay_Upload_Use_Staging


© Sage 2018 162

Payflow Batch object: Fields Available for Mapping

CreatedById

CreatedDate

Id

IsDeleted

LastModifiedById

LastModifiedDate

Name

SystemModStamp

fpay__Auto_Import__c

fpay__Disable_Changes__c

fpay__Download_Period_End_Date__c

fpay__Download_Period_Start_Date__c

fpay__End_Batch__c

fpay__Last_Batch__c

fpay_Page_Count__c

fpay__Pay_Date__c

fpay__Payroll_Service__c

fpay__Run_Batch__c

Sage People Fields Available for Mapping to a Download File Team Member

© Sage 2018 163

Team Member

Team Member object: Fields Available for Mapping

DownloadStatus

Age_Range__c

Cell_Check__c

Cell_Number__c

CreatedById

CreatedDate

Edit_Flag__c

Ethnicity__c

Generation__c

Home_Address_County__c

Home_Address_State__c

Home_County_Check__c

Home_Postal_Check__c

Home_State_Check__c

Home_Zip_Check__C

Home_Zip_Code__c

Hours_Worked_YTD__c

Id

IsDeleted

Key_Talent__c

LastActivityDate

LastModifiedById

LastModifiedDate

Mobile_Cell__c

Mobile_Check__c

NI_Change__c

NI_or_SS_Number__c

Name

National_Insurance_Number__c

OwnerId

Personal_Cell_Check__c

Personal_Cell__c

Personal_Mobile_Cell__c

Personal_Mobile_Check__c

Postal_or_Zip_Code__c

Probation_Period_End_Date__C

Region__c


© Sage 2018 164


SS_Change__c

SystemModstamp

Total_Vacation_Hours__c

Year_Employed__c

Years_Employed_Range__c

fHCM2__Age__c

fHCM2__Birth_Date__C

fHCM2__Citizenship__c

fHCM2__Country__c

fHCM2__Current_Birthday__c

fHCM2__Current_Competency_Assessment__c

fHCM2__Current_Employment__c

fHCM2__Current_Job_Description__c

fHCM2__Current_Performance_Review__c

fHCM2__Current_Talent_Plan__c

fHCM2__Department__c

fHCM2__Direct_Reports__c

fHCM2__Division__c

fHCM2__Email__c

fHCM2__Employment_Status__c

fHCM2__Fax__c

fHCM2__Federation_Id__c

fHCM2__First_Name__c

fHCM2__Four_Up_Manager__c

fHCM2__Function__c

fHCM2__Gender__c

fHCM2__Grade__c

fHCM2__Has_Left__c

fHCM2__He_She__c

fHCM2__Him_Her__C

fHCM2__Hire_Date__c

fHCM2__His_Her__c

fHCM2__Home_Address_1__c



fHCM2__Home_Address_City__c

fHCM2__Home_Address_Country__c

fHCM2__Home_Address_Postal_Code__c

fHCM2__Home_Address_Region__c

fHCM2__Home_Email__c


© Sage 2018 165


fHCM2__Home_Phone__c

fHCM2__Icon__c

fHCM2__Is_Manager__c

fHCM2__Is_On_Leave__c

fHCM2__Job_Effective_Date__c

fHCM2__Job_Profile__c

fHCM2__Job_Title__c

fHCM2__Last_Reset_Date__c

fHCM2__Level_Down__c

fHCM2__Location__c

fHCM2__Manager_User__c

fHCM2__Manager__c

fHCM2__Managers_Manager__c

fHCM2__Marital_Status__c

fHCM2__Messaging_Link__c

fHCM2__Middle_Name__c

fHCM2__Mobile_Number__c

fHCM2__Mobility__c

fHCM2__Name_Full__c

fHCM2__Name_Reversed__c

fHCM2__Next_Birthday__c

fHCM2__Next_Competency_Assessment_Date__c

fHCM2__Next_Development_Needs_Date__c

fHCM2__Next_Job_Description_Date__c

fHCM2__Next_Metrics_Review_Date__c

fHCM2__Next_Performance_Review_Date__c

fHCM2__Next_Skills_Date__c

fHCM2__Next_Successors_Date__c

fHCM2__Next_Talent_Plan_Date__c

fHCM2__Personal_Mobile__c

fHCM2__Personnel_Number__c

fHCM2__Phone_Extension__c

fHCM2__Phone_Number__c

fHCM2__Picture_URL__c

fHCM2__Picture__c

fHCM2__Policy_Group__c

fHCM2__Policy__c

fHCM2__Portrait__c

fHCM2__Preferred_Name__c

fHCM2__Receive_Actions_Digest__c


© Sage 2018 166


fHCM2__Report_Line__c

fHCM2__Salesforce_Access__c

fHCM2__Self_Vacation_Annual_Base__c

fHCM2__Self_Vacation_Compensation__c

fHCM2__Self_Vacation_Days_Accrued__c

fHCM2__Self_Vacation_Days_Per_Year__c

fHCM2__Social_Security_Number__c

fHCM2__Surname__c

fHCM2__Team__c

fHCM2__Three_Up_Manager__c

fHCM2__Thumbnail__c

fHCM2__Trigger_Competency_Assessment__c

fHCM2__Trigger_Performance_Review__c

fHCM2__Unique_Id__c

fHCM2__User_Profile__c

fHCM2__User__c

fHCM2__Username__c

fHCM2__Vacation_Days_Per_Year__c

fHCM2__Years_Employment__c

fHCM2__tmpPassword__c

fpay__Download_Status__c

Sage People Fields Available for Mapping to a Download File Employment Record

© Sage 2018 167

Employment Record

Employment Record object: Fields Available for Mapping

DownloadStatus

Bonus_Calculation__c

Bonus_Projection__c

Bonus__c

Commission_Plan__c

CreatedById

CreatedDate

Daily_Salary_Rate__c

Exclude_Involuntary__c

Heads_Last_Quarter__c

Heads_Q1__c

Heads_Q2__c

Heads_Q3__c

Id

IsDeleted

LastActivityDate

LastModifiedById

LastModifiedDate

Last_Day_Worked__c

Leavers_Last_Quarter__c

Leavers_Q1__c

Leavers_Q2__c

Leavers_Q3__c

Name

OwnerId

Probation_Period_End_Date__C

Reason_For_Leaving__c

RecordTypeId

Salary_Projection_Amount__c

SystemModstamp

Would_Rehire__c

fHCM2__Absence_Accrual_Pattern__c

fHCM2__Account_Name__c

fHCM2__Account_No__c

fHCM2__Account_Number__c

fHCM2__Active__c

fHCM2__Additional_Account_Name_1__c


© Sage 2018 168




fHCM2__Additional_Account_No_1__c



fHCM2__Additional_Account_Number_1__c



fHCM2__Additonal_Amount_1__c



fHCM2__Additional_Bank_Name_1__c



fHCM2__Additional_Sort_Code_1__c



fHCM2__Amount_Above_Band_Reporting__c

fHCM2__Amount_Below_Band_Reporting__c

fHCM2__Annual_Compensation_Reporting__c

fHCM2__Annual_Salary_Reporting__c

fHCM2__Annual_Salary__c

fHCM2__Approved_Life_Cover_Children__c

fHCM2__Approved_Life_Cover_Domestic_Partner__c

fHCM2__Approved_Life_Cover_Spouse__c

fHCM2__Approved_Life_Cover__c

fHCM2__Bank_Name__c

fHCM2__Basis__c

fHCM2__Benefit_Enrollment_Close_Date__c

fHCM2__Benefit_Enrollment_Effective_Date__c

fHCM2__Benefit_Enrollment_Reason__c

fHCM2__Benefit_Enrollment_Signed_Date__c

fHCM2__Benefits_Value_Reporting__c

fHCM2__Continuous_Service_Date__c

fHCM2__Contract_End_Date__c

fHCM2__Cost_Code__c

fHCM2__Current_Check_In__c

fHCM2__Current_Salary__c

fHCM2__End_Date__c

fHCM2__FTE_Amount_Reporting__c


© Sage 2018 169


fHCM2__FTE__c

fHCM2__Hours_Worked__c

fHCM2__Job_Effective_Date__c

fHCM2__Job_Library_Item__c

fHCM2__Last_Working_Date__c

fHCM2__Manager_User__c

fHCM2__Months_Since_End__c

fHCM2__Months_Since_Salary_Change__c

fHCM2__Months_Since_Salary_Start__c

fHCM2__Months_Since_Start__c

fHCM2__On_Track_Bonus__c

fHCM2__On_Track_Commission__c

fHCM2__Payroll_Number__c

fHCM2__Payroll_Service__c

fHCM2__Performance_Rating_Score__c

fHCM2__Performance_Rating__c

fHCM2__Performance_Review_Date__c

fHCM2__Permitted_Paid_Leave__c

fHCM2__Policy_Group__c

fHCM2__Post_Employment_Benefits_End_Date__c

fHCM2__Post_Employment_Benefits_Start_Date__c

fHCM2__Probation_End_Date__c

fHCM2__Salary_Amount_Calculation__c

fHCM2__Salary_Band_Bottom__c

fHCM2__Salary_Band_Comparison_Amount__c

fHCM2__Salary_Band_Position__c

fHCM2__Salary_Band_Quarter__c

fHCM2__Salary_Band_Top__c

fHCM2__Salary_Band__c

fHCM2__Salary_Currency__c

fHCM2__Salary_High_Projection_Increase__c

fHCM2__Salary_High_Projection_Percent__c

fHCM2__Salary_Low_Projection_Increase__c

fHCM2__Salary_Low_Projection_Percent__c

fHCM2__Salary_Projection_Pot__c

fHCM2__Salary_Projection__c

fHCM2__Salary_Start_Date__c

fHCM2__Salary_Talent_High_Projection_Increase__c

fHCM2__Salary_Talent_High_Projection_Percent__c

fHCM2__Salary_Talent_Low_Projection_Increase__c


© Sage 2018 170


fHCM2__Salary_Talent_Low_Projection_Percent__c

fHCM2__Salary_Talent_pot__c

fHCM2__Service_Months__c

fHCM2__Service_Years__c


fHCM2__Sort_Code__c

fHCM2__Start_Date__c

fHCM2__Talent_Performance_Rating_Score__c

fHCM2__Talent_Performance_Rating__c

fHCM2__Team_Member__c

fHCM2__Trigger_Action_Email__c

fHCM2__Work_Days_Pattern__c

fHCM2__Work_Location__c

fpay__Benefit_Set__c


fpay__Last_Batch_Status__c

fpay__Last_Batch__c

fpay__Payroll_Service__c

Sage People Fields Available for Mapping to a Download File Salary

© Sage 2018 171

Salary

Salary object: Fields Available for Mapping

DownloadStatus

CreatedById

CreatedDate

Id

IsDeleted

LastActivityDate

LastModifiedById

LastModifiedDate

Name

SystemModstamp

fHCM2__Active__c

fHCM2__Amount_Above_Band_Reporting__c

fHCM2__Amount_Below_Band_Reporting__c

fHCM2__Amount_Reporting__c

fHCM2__Amount__c

fHCM2__Annual_Amount_Reporting__c

fHCM2__Annual_Amount__c

fHCM2__Annual_Multiplier__c

fHCM2__Approved_Date__c

fHCM2__Award_Date__c

fHCM2__Change_Reason__c

fHCM2__Currency_Code__c

fHCM2__Currency__c

fHCM2__Employment__c

fHCM2__End_Date__c

fHCM2__FTE_Amount_Reporting__c

fHCM2__FTE_Amount__c

fHCM2__Increase_Percent__c

fHCM2__Last_Currency_Recalculation__c

fHCM2__Next_Start_Date__c

fHCM2__Notes__c

fHCM2__Period__c

fHCM2__Previous_Salary__c

fHCM2__Previous_Start_Date__c

fHCM2__Salary_Band_Bottom__c

fHCM2__Salary_Band_Comparison_Amount__c

fHCM2__Salary_Band_Position__c

Sage People Fields Available for Mapping to a Download File Salary

© Sage 2018 172

Salary object: Fields Available for Mapping

fHCM2__Salary_Band_Quarter__c

fHCM2__Salary_Band_Top__c


fHCM2__Send_Email__c



fHCM2__Trigger_Currency_Recalculation__c

fpay_Download_Status__c

Sage People Fields Available for Mapping to a Download File Job History

© Sage 2018 173

Job History

Job History object: Fields Available for Mapping

DownloadStatus

Country__c

CreatedById

CreatedDate

FTE__c

Hours_Worked__c

Id

IsDeleted

LastModifiedById

LastModifiedDate

Name

SystemModstamp

fHCM2__Effective_Date__c


fHCM2__Function__c

fHCM2__Grade__c

fHCM2__Job_Library_Item__c

fHCM2__Job_Profile__c

fHCM2__Job_Title__c

fHCM2__Manager__c

fHCM2__Processed_Date__c


Sage People Fields Available for Mapping to a Download File Bonus

© Sage 2018 174

Bonus

Bonus object: Fields Available for Mapping

CreatedById

CreatedDate

Id

IsDeleted

LastActivityDate

LastModifiedById

LastModifiedDate

Name

SystemModstamp

fHCM2__Amount_Reporting__c

fHCM2__Amount__c


fHCM2__Award_Date__c

fHCM2__Cost_Code__c


fHCM2__Currency__c



fHCM2__Notes__c

fHCM2__Paid_Date__c

fHCM2__Pay_Code__c

fHCM2__Reason__c

fHCM2__Send_Email__c



Sage People Fields Available for Mapping to a Download File Benefit

© Sage 2018 175

Benefit

Benefit object: Fields Available for Mapping

EffectiveDate

EffectivePlanDate

EffectiveCoverageDate

EffectiveCoverageOrPostEmploymentDate

DownloadStatus

CreatedById

CreatedDate

Id

IsDeleted

LastActivityDate

LastModifiedById

LastModifiedDate

Name

RecordTypeId

SystemModStamp

fHCM2__Active__c

fHCM2__CO2__c

fHCM2__Code__c

fHCM2__Color__c

fHCM2__Cost_Code__c

fHCM2__Coverage__c


fHCM2__Currency__c

fHCM2__Deduction_Code__c

fHCM2__Deduction_End_Date__c

fHCM2__Deduction_Start_Date__c

fHCM2__Deductions_In_Year__c

fHCM2__Effective_Date__c

fHCM2__Employee_Deduction_In_Year_Reporting__c

fHCM2__Employee_Deduction_In_Year__c

fHCM2__Employee_Reporting__c

fHCM2__Employee__c

fHCM2__Employer_Contribution_Code__c

fHCM2__Employer_Contribution_Percentage__c

fHCM2__Employer_Cost_Reporting__c

fHCM2__Employer_Cost__c



© Sage 2018 176


fHCM2__End_Date_Entered_Date__c

fHCM2__End_Date__c

fHCM2__Engine_Size__c

fHCM2__Enrollment_Status__c

fHCM2__First_Registered_Date__c

fHCM2__Fuel__c

fHCM2__Group_Number__c

fHCM2__Insurance_End_Date__c

fHCM2__Insurance_Start_Date__c


fHCM2__Life_Cover_Additional__c

fHCM2__Life_Cover__c

fHCM2__Linked_Benefit__c

fHCM2__Loan_Amount_Reporting__c

fHCM2__Loan_Amount__c

fHCM2__Make__c

fHCM2__Maturity_Date__c

fHCM2__Model__c

fHCM2__Number__c

fHCM2__PHI_Benefit__c

fHCM2__People_Covered__c

fHCM2__Percent_Contribution__c

fHCM2__Plan__c

fHCM2__Policy_Coverage__c

fHCM2__Policy_Number__c

fHCM2__Price__c

fHCM2__Provider__c

fHCM2__Reason__c

fHCM2__Registration_Number__c

fHCM2__Serial_Number__c

fHCM2__Start_Date_Entered_Date__c




fHCM2__Type__c

fHCM2__Use_Salary_Sacrifice__c

fHCM2__Value_Reporting__c

fHCM2__Value__C

fpay__Benefit_Effective_Date__c

fpay__Benefit_Enrollment__c

Sage People Fields Available for Mapping to a Download File Beneficiary

© Sage 2018 178

Beneficiary

Beneficiary object: Fields Available for Mapping

EffectiveDate

DownloadStatus

CreatedById

CreatedDate

Full_Name__c

Id

IsDeleted

LastModifiedById

LastModifiedDate

Name

SystemModstamp

fHCM2__Address_1__c

fHCM2__Address_2__c

fHCM2__Address_3__c

fHCM2__Address_City__c

fHCM2__Address_Country__c

fHCM2__Address_Postal_Code__c

fHCM2__Address_Region__c

fHCM2__Amount_Benefit__c

fHCM2__Beneficiary_Address_1__c



fHCM2__Beneficiary_Address_City__c

fHCM2__Beneficiary_Address_Country__c

fHCM2__Beneficiary_Address_Postal_Code__c

fHCM2__Beneficiary_Address_Region__c

fHCM2__Beneficiary_Date_Of_Birth__c

fHCM2__Beneficiary_Email__c

fHCM2__Beneficiary_End_Date__c

fHCM2__Beneficiary_First_Name__c

fHCM2__Beneficiary_Middle_Name__c

fHCM2__Beneficiary_Phone__c

fHCM2__Beneficiary_Social_Security_Number__c

fHCM2__Beneficiary_Start_Date__c

fHCM2__Beneficiary_Surname__c

fHCM2__Benefit__c

fHCM2__Date_Of_Birth__c

Sage People Fields Available for Mapping to a Download File Beneficiary

© Sage 2018 179

Beneficiary object: Fields Available for Mapping

fHCM2__Dependant__c

fHCM2__Email__c

fHCM2__End_Date__c


fHCM2__Gender__c


fHCM2__Percentage_Benefit__c

fHCM2__Phone__c

fHCM2__Priority__c



fHCM2__Surname__c


Sage People Fields Available for Mapping to a Download File Dependant

© Sage 2018 180

Dependant

Dependant object: Fields Available for Mapping

CreatedById

CreatedDate

Id

IsDeleted

LastModifiedById

LastModifiedDate

Name

SystemModStamp

fHCM2__Address_1__c

fHCM2__Address_2__c

fHCM2__Address_3__c

fHCM2__Address_City__c

fHCM2__Address_Country__c

fHCM2__Address_Postal_Code__c

fHCM2__Address_Region__c

fHCM2__Date_Of_Birth__c

fHCM2__Dependant_Address_1__c



fHCM2__Dependant_Address_City__c

fHCM2__Dependant_Address_Country__c

fHCM2__Dependant_Address_Postal_Code__c

fHCM2__Dependant_Address_Region__c

fHCM2__Dependant_Email__c

fHCM2__Dependant_Phone__c

fHCM2__Disabled__c

fHCM2__Email__c


fHCM2__Gender__c


fHCM2__Phone__c

fHCM2__Relation__c

fHCM2__Smoker__c


fHCM2__Surname__c


Sage People Fields Available for Mapping to a Download File Absence

© Sage 2018 181

Absence

Absence object: Fields Available for Mapping

Total

Accrual

CarryOver

TimeInLieu

NextAccrual

YearEndTotal

YearEndAccrual

YearEndCarryOver

YearStartCarryOver

YearEndTimeInLieu

YearEndNextAccrual

DaysWithinPeriod

TakenWithinPeriod

PaidWithinPeriod

UnpaidWithinPeriod

AccruedWithinPeriod

<Absence_Reason>Total

<Absence_Reason>Accrual

<Absence_Reason>CarryOver

<Absence_Reason>TimeInLieu

<Absence_Reason>NextAccrual

<Absence_Reason>YearEndTotal

<Absence_Reason>YearEndAccrual

<Absence_Reason>YearEndCarryOver

<Absence_Reason>YearStartCarryOver

<Absence_Reason>YearEndTimeInLieu

<Absence_Reason>YearEndNextAccrual

Country__c

CreatedById

CreatedDate

Id

IsDeleted

LastActivityDate

LastModifiedById

LastModifiedDate

Name

RecordTypeId


© Sage 2018 182


SystemModstamp

fHCM2__Absence_Accrual_Seniority__c

fHCM2__Action_Date__c

fHCM2__Action__c

fHCM2__Actual_Arrival_Date__c

fHCM2__Alert_Trigger__c

fHCM2__Approval_Date__c

fHCM2__Approved__c

fHCM2__Back_To_Work_Interview_Date__c

fHCM2__Back_To_Work_Interview_Required__c

fHCM2__Certified_Date__c

fHCM2__Confirmed_Date__c

fHCM2__Days_Taken_By_Partner__c

fHCM2__Days__c

fHCM2__Dependant__c

fHCM2__Earliest_Parental_Leave_End__c

fHCM2__Earliest_Parental_Leave_Start__c


fHCM2__End_Date_Provisional__c

fHCM2__End_Date__c

fHCM2__Evidence_Trigger__c

fHCM2__Expected_Arrival_Date__c

fHCM2__Is_Parental_Leave__c

fHCM2__Is_Private__c

fHCM2__Last_Modified_Accrued_Balance__c

fHCM2__Last_Modified_Balance__c

fHCM2__Last_Modified_Reason_Rolling_Days__c

fHCM2__Last_Modified_Reason_Year_Days__c

fHCM2__Last_Modified_Type_Rolling_Days__c

fHCM2__Last_Modified_Type_Year_Days__c

fHCM2__Latest_Parental_Leave_End__c

fHCM2__Latest_Parental_Leave_Start__c

fHCM2__Manager_Action_Date__c

fHCM2__Manager_Action__c

fHCM2__Medical_Certificate_Required__c

fHCM2__Months_Since_End__c

fHCM2__Notes__c

fHCM2__Notification_Date__c

fHCM2__Notification_Type__c

fHCM2__Paid__c


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fHCM2__Picture__c

fHCM2__Rate_Units__c

fHCM2__Reason__c

fHCM2__Rejected_Date__c

fHCM2__Return_Intent__c

fHCM2__Self_Certificate_Required__c

fHCM2__Show_Team__c


fHCM2__Status__c

fHCM2__Still_Birth__c

fHCM2__Team_Member_Name__c


fHCM2__Type__c

Sage People Fields Available for Mapping to a Download File Timesheets

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Timesheets

Timesheet object: Fields Available for Mapping

CreatedById

CreatedDate

Id

IsDeleted

LastModifiedById

LastModifiedDate

Name

SystemModStamp

fHCM2__Amount__c


fHCM2__Duration__c


fHCM2__End_Date__c



fHCM2__Paid_Date__c

fHCM2__Rate_Duration__c


fHCM2__Submitted_Date__c

fta__Timesheet_Pattern__c

Time Report object: Fields Available for Mapping

CreatedById

CreatedDate

Id

IsDeleted

LastModifiedById

LastModifiedDate

Name

SystemModStamp

fHCM2__Absence__c

fHCM2__Amount__c

fHCM2__Break_Times__c

fHCM2__Code__c

fHCM2__Comment__c

Sage People Fields Available for Mapping to a Download File Timesheets

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Time Report object: Fields Available for Mapping

fHCM2__Duration__c

fHCM2__End_Time__c

fHCM2__Rate_Duration__c

fHCM2__Rate__c

fHCM2__Report_Date__c

fHCM2__Start_Time__c

fHCM2__Timesheet__c

fHCM2__Unit_Amount__c

fHCM2__Work_Allocation__c

fHCM2__Work_Location__c

Sage People Fields Available for Mapping to a Download File Training

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Training

Training object: Fields Available for Mapping

CreatedById

CreatedDate

Id

IsDeleted

LastActivityDate

LastModifiedById

LastModifiedDate

Name

OwnerId

RecordTypeId

SystemModstamp

fHCM2__Action_Date__c

fHCM2__Action__c


fHCM2__Approver__c

fHCM2__Cost_Reporting__c

fHCM2__Cost__c


fHCM2__Currency__c

fHCM2__Description__c

fHCM2__Development_Need_Area__c

fHCM2__Development_Need_Item__c

fHCM2__Development_Need__c

fHCM2__End_Date__c




fHCM2__Other_Training_Name__c

fHCM2__Outcome__c

fHCM2__Rationale__c

fHCM2__Rejected_Date__c

fHCM2__Result__c


fHCM2__Status__c

fHCM2__Submitted_Date__c

fHCM2__Supplier_Area_Id__c

fHCM2__Supplier_Id__c

Sage People Fields Available for Mapping to a Download File Training

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Training object: Fields Available for Mapping

fHCM2__Team_Member_Unique_ID__c


fHCM2__Training_Library_Item__c

fHCM2__Training_Name__c


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Glossary of Terms API Name A unique reference name for a field in a Sage People object. Every field has an API (Application Programming Interface) Name that is used internally by the software to ensure exact field matching. Unlike the field label, an API field name cannot change.

An example API Name for an HCM field with the label Unique Id is fHCM2__Unique_Id__c

Benefit Calculation A simple value or a formula yielding a value for a Benefit Plan. Calculations can provide the cost of a benefit, the value of cover available, or an eligibility assessment. Benefit Calculations are stored separately and not embedded in a Benefit Plan so that they can be used by more than one Plan.

Benefit Comparison Alternatives within a Benefit Plan, displayed for Team Member information or selection. Typically used to present different cost options such as those provided by Benefit Suppliers for in-network and out-of-network providers.

Benefit Option Benefit Options represent the benefits available to Team Members through WX. Benefit Options are classified by Benefit Type, and each Benefit Type has one or more Benefit Options. Each Benefit Option links a Benefit Type to a Benefit Plan from a Benefit Supplier. When a Team Member selects a Benefit Option, a Benefit Record is created for that Team Member.

Benefit Plan A Benefit Plan contains the details of the benefits made available to Team Members through Benefit Options. Benefit Plans are provided by Benefit Suppliers, and much of the detail is typically provided by the suppliers following discussion and agreement with your organization.

Benefit Record A record of an employee benefit for one Team Member, typically over a defined time period. Benefit records can be historical or current. Sage People Benefit records can be generated manually by an administrator, or automatically by the system in response to Team Member input, for example during the Open Enrollment process.

Benefit Record Type One of a number of pre-defined record types available for the Benefit custom object. Benefit Record Types include child care, life insurance, medical insurance, pension, and stock option.

Benefit Set A group of employment benefits defined for a specific use in your organization. For example, you may have a benefit set available for new hires, one for open enrollment, and one for senior management.

Benefit Supplier An organization providing benefits to your Team Members through Benefit Plans.

Also known as: Benefit Provider, Benefit Carrier.

Benefit Type A high level classification of employment benefits, such as Medical, Short Term Disability, or 401K Pension.

COBRA The Consolidated Omnibus Budget Reconciliation Act of 1985. A wide ranging piece of U.S. legislation including provision for the continuation of health care coverage for some employees after leaving employment. The act creates the need for HR systems to be able to manage the provision of post employment benefits.

Glossary

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Contingent Beneficiary A named person, typically in a life insurance contract, who will receive the benefits if the primary beneficiary cannot receive them at the time the benefit is to be paid.

Sage People enables you to nominate multiple contingent beneficiaries during benefit enrollment.

ERISA Employee Retirement Income Security Act, 1974. A piece of US legislation governing private sector employee benefit plans.

HCM Human Capital Management. Sage People HCM includes Sage People WX for the end user, Team Member audience, and the HR Manager Portal for the HR Administrator.

HIPAA The U.S. Health Insurance Portability and Accountability Act, 1996. Amongst other provisions, the Act seeks to protect health insurance coverage for workers and their families when they change or lose their jobs, and to establish national standards for electronic information exchange for health care transactions. Resultant standards include the EDI (Electronic Data Interchange) Health Care Claim Transaction set (837) and the EDI Benefit Enrollment and Maintenance Set (834).

HIPAA 834 The HIPAA EDI Benefit Enrollment and Maintenance Set (834) is a standard defining the requirements for electronic data transfer between employers, unions, agencies or associations and healthcare organizations that pay claims or administer insurance. The healthcare organizations are known as payers. The Set covers member enrollment information such as benefits, subscription details, and demographics, and is typically used for health plan enrollment, changes, and termination of membership.

Sage People provides a generic HIPAA 834 file configuration based on the standard that can be used to build data feeds to carriers.

Inbound Staging Line A Payflow object acting as an intermediary between an inbound data file and HCM. Each Staging Line maps a field in the imported data file to a field in an HCM object. Must be used for Training object data, and recommended for all other, non-payslip data. For payslip data use the Payflow Line object.

Object A container used by Sage People for storing information of a particular type, such as Team Member, Employment Record, Salary, or Absence. Each object is stored as a table, with columns for fields and rows for records. For example, each Team Member record (Steve Pendleton, John Sheridan, Demi Price) forms a row in the Team Member object with fields for name, job title, location, manager, and so on. Objects can be linked to other objects, so building a composite set of information about the people in your organization.

Open enrollment The process through which employees select the elements of their benefits package, widely used in the U.S. Typically an annual event.

Also known as: Annual enrollment.

Payflow Line A Payflow object acting as an intermediary between an inbound data file and HCM. Each Payflow Line maps a field in the imported data file to a field in a Payflow Batch or to a field in an HCM object. Must be used with payslip data. For all other Payflow inbound batch data use the Inbound Staging Line object.

Payflow Service Console A page displaying key information about a Payflow™ Service, including the Payroll Period, Batch Run Mode, Next Run Date/Time for automatically scheduled batches, and the list of batches associated with the Service. From the Console you can configure the Service, upload or download files, and drill down into the detail of the batches. Also known as the Payflow Console.

Glossary

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Post Employment Benefits Employee benefits payable after the completion of employment, excluding termination benefits. Typically includes pension, other retirement benefits, post-employment life insurance, and post-employment medical care.

Legislation may include a requirement to provide some level of post employment benefit. For example United States COBRA requires group health care plans to offer continuation coverage to covered employees and their families upon loss of coverage under a group health care plan.

Sage People enables management of post employment benefits through its Benefits and Open Enrollment processes, including dedicated post employment benefit fields in the Employment Record.

Primary Beneficiary A named person, typically in a life insurance contract, who will receive the benefit when it is to be paid.

Sage People enables you to nominate multiple primary beneficiaries during benefit enrollment, with each beneficiary designated to receive a percentage of the benefit. The sum of the benefit percentages must be 100. You can also nominate one or more contingent beneficiaries.

Translation Workbench A setup and configuration tool to help manage and implement natural language translation of customizations, such as picklist values and custom field labels, and to override existing labels and translations. The override function is used during implementation to change labels and prompts on screen.

WX Sage People WX (Workforce eXperience), the greatly enhanced replacement for the Sage People Collaboration Portal. Using responsive design to enable use on the full range of screen sizes from desktop to mobile, giving access to existing processes, and introducing Internal Communication, Recognition, and Summary processes.

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Index A About this Guide • 6 Absence • 181 Activating or Deactivating a Benefit • 102, 105 ADDDAYS • 154 Adding a New Benefit Option • 93, 94, 106, 135,

137 Adding a New Benefit Plan • 29, 93, 98, 99, 106,

109, 121, 122, 125 Adding a New Benefit Set • 98, 106, 132, 135 Adding a New Benefit Supplier • 106, 108, 109 Adding a New Benefit Type • 93, 96, 133, 134 Adding a New Payflow Service • 8, 13, 14, 18 Adding Benefit Documents • 128 Adding Extra Fields to a Benefit Plan • 129 ADDMONTHS • 154 ADDYEARS • 154 API Name • 188 Automated Benefit Assignment • 91, 93 Automatic Benefit End Dates • 93, 99 Automatic Benefit Start Dates • 93, 96, 98 Automatically Calculated Fields for Downloads • 54

B Beneficiary • 178 Benefit • 175 Benefit Calculation • 188 Benefit Comparison • 188 Benefit Enrollment • 91, 92 Benefit Option • 188 Benefit Plan • 188 Benefit Record • 188 Benefit Record Type • 188 Benefit Set • 188 Benefit Supplier • 188 Benefit Type • 188 Bonus • 174

C Changing Start or End Dates for Current or

Pending Benefits • 102, 104 COBRA • 188 Completing Benefit Enrollment Fields for Team

Members • 106, 141 Configuring a Download • 8, 13, 25, 26, 36, 49, 51,

57, 116 Configuring an Upload • 8, 63, 64, 71 Configuring Groups and Subgroups • 38, 39, 56 Contingent Beneficiary • 189 Controlling Automated Benefit Assignment • 93, 96 Creating a Changes Only Download File • 52 Creating a Download File Specification • 25, 35,

45, 49, 52, 56

Creating and Managing Benefits for Team Members • 91

Creating Benefit Enrollment History • 106, 139

D DAYSBETWEEN • 155 Default Benefit Assignment by Manual Batch • 93,

94, 132 Defining a Benefit Calculation • 93, 123 Defining a Benefit Comparison • 126 Defining Benefit Costs • 109, 121, 130 Dependant • 180 Direct Benefit Administration • 91, 100 Displaying Payflow Batch Detail • 13, 19 Download Status • 54 Downloading Using Managed File Transfer • 34, 53

E Effective Dates for Benefits • 55 Employment Record • 167 ENDPERIOD • 158 ERISA • 189 Example

Beneficiaries Group • 62 Benefits Group • 59 Dependants Group • 60 Salary Group • 58

Exporting a Payflow Service • 16 Exporting and Importing a Benefit Plan • 130

F Feedback • 6 Field Sets

Benefits • 142 Payflow • 73

File Download • 21 File Upload • 63 Frequently Asked Questions • 7

G Getting an Overview of a Payflow Service • 12

H HCM • 189 HCM Configuration Guide • 6 HIPAA • 189 HIPAA 834 • 189 How do I give Sage People Support access to my

data? • 8 How do I reclaim space taken by old Payflow batch

data? • 8

I Importing a Payflow Service • 16, 17

Index

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Inbound Staging Line • 189 Introduction • 9

J Job History • 173

M Mapping an Upload File to Payflow Lines or

Inbound Staging Lines • 63, 67, 71 Mapping Payflow Lines to HCM • 63, 69, 71 Mapping Sage People Fields to a Download File •

25, 37, 40, 41, 49, 52 MONTHSBETWEEN • 155

O Object • 189 Open enrollment • 189 Overview and Examples • 23

P Payflow • 160 Payflow Line • 189 Payflow Service Console • 189 Payflow Tabs • 11 Payflow-specific Date and Time Functions • 123,

153 Policy Options

Benefits & Open Enrollment • 142 Post Employment Benefits • 190 Primary Beneficiary • 190 Process Summary • 25

R Related Guides • 6 Replacing a Selected Benefit • 102 Running a Download • 13, 49, 52, 53 Running an Upload • 13, 71, 72

S Sage People Fields Available for Mapping to a

Download File • 42, 159 Salary • 171 Scheduling the Daily Batch • 96, 97 Setting Up Benefits • 91, 106 SFTP • 53, 72 STARTPERIOD • 157

T Team Member • 163 Timesheets • 184 Training • 186 Translation Workbench • 190

Benefits • 143 Payflow • 74

U Upgrading an Existing Payflow Package • 8, 10 Uploading Using Managed File Transfer • 66, 72 Using Default Benefit Assignment • 93, 94

W When upgrading Payflow to the latest package,

which options do I choose? • 8 WX • 190

Y YEARSBETWEEN • 156