Accumulators are supporting elements, found in Global Payroll, which store cumulative values of defined items, such as gross earnings and entitlement balances for holiday.
There are two types of accumulator:
- Segment – accumulates values in a single net-to-gross calculation
- Balance – accumulates values over a period of time, for example a month or a year
Accumulators can be set up automatically when a payroll element, like an earning a deduction or an absence take is produced. The accumulators will then track the values over time, period to date, year to date etc.
User keys are used on accumulators, to enable us to track balances at various levels. This is most useful for tracking separate periods of employment and changes of NI category in a UK payroll.
A user is able to define up to six user keys for an accumulator. User keys enable you to track a given accumulator at levels below employee record. For example, you can track an employee’s year-to-date earnings by contract number or company.
The keys that can be used against accumulators are either Variables or System Elements. For example if you wanted to track an employee’s year to date earnings by company, the system element COMPANY would be assigned to this accumulator as a user key:
Although most system elements and variables can be useful as user keys, there are a few restrictions:
- The system doesn’t accumulate employee data across pay groups and pay entities in different countries. Thus, COUNTRY is not a meaningful user key.
- Key values are limited to 25 characters and can be characters, dates, or integers. Before selecting user keys, you should know how their values are stored in the results table.
- You can use decimal and monetary elements as user keys, but the system uses only the whole number and ignores the decimal part. Negative values are converted and stored as positive values.
GBR VR ACCDT
GBR VR ACCDT is an important variable used in accumulator user keys. It is used to split up individual employee records. For example, if an employee has multiple employment records it will separate them and produce a running total for each instance individually from the effective date on the hire row for that unique employee record. If this variable didn’t exist, then all employee records would be lumped together as one value and cause problems later on when trying to calculate values in things such as RTI using year to date figures.
GBR VR ACCDT uses the formula GBR FM ACCDT2 to bring back the array GBR AR STARTERS:
The record (GPGB_STARTER_VW) brings back anyone’s starter row where the Action type is in the GPGB_PRC_ACTION table and the code = P01 which is pulled from the page “Process Action/Reasons GBR”
If the “Hire (HIR)” action reason is ticked on this page it will pull the effective date from this row in job data and apply to the GBR VR ACCDT variable. The effective date for each employee record is then taken and used to produce a running total for each unique employee record.
Adjusting YTD accumulators
If a calendar has been finalised for an employee, and you realise the YTD figures need an adjustment, the user is able to:
- Adjust an accumulator’s results or add a new instance to the results.
- Insert a new accumulator into the results.
After the adjustment is made and the next run starts processing, the system reads the original year-to-date balance with the adjustment and uses it as the starting value for the accumulator.
NB: If a retroactive trigger was to be used, causing the original month to be recalculated, the adjustment would be ignored, and the starting balance would be taken from that of the previous month.
In order to adjust an accumulator in a finalised payroll, navigate to:
Global Payroll & Absence Mgmt > Payee Data > Adjust Balances > Accumulators > Adjust Accumulator Balance
The user will then have to fill in the form with the Accumulator name, the unique empl record, the begin and end date, the user keys, the amount and reason for the adjustment.
The accumulators are shown in the results by calendar group as follows:
The top result for NI AC LEL YTD shows their YTD values during their first bout of employment (Hire 01/08/13 – Terminated 13/10/13).
The second result shows their YTD values since rehire on 14/10/2013.
In both instances, you can see that User Key 1 is populated with their date of hire for both records and user key 2 is showing the employee NI category.