Benefit Charge Override Table

Use this table to set up Fund Accounting distributions for benefit records if you need to override the default distributions stored in employees' pay rates. You can add, update, and delete entries in the table as needed.

Ordinarily, benefits are charged to the same budget units as payroll. In some circumstances you may need to use different distributions. For example, if a grant covers employees' salaries but not their employer-paid benefits. The Benefits Charge Override table enables you to define the budget units that can be used in place of the default units.

This option displays at two menu path locations:

Menu Path:  Human Resources > Reference Tables > Payroll > Benefit Charge Override

Menu Path:  Personnel Budgeting > Reference Tables > Reference Tables > Benefit Charge Override

Action Bar Items

Identifying Prospective Override Records

Before using the Benefit Charge Override page, you need to identify records affected by benefit charging restrictions.

• Review records in the Deduction table to identify benefits that are restricted. For example, a grant may provide for an employee's salary and FICA/Medicare payments, but not employer-paid health care. Make note of the benefit code for the appropriate health care record and the budget unit codes stored in this record.

• Determine whether grant restrictions apply to all health care benefit records or only certain records.

Options Affected by Overrides

The distribution overrides stored in the Benefit Charge Override table apply to the following the following options in Human Resources:

In addition, the table is used to override distributions in Personnel Budgeting's Distribute Salary and Fringe option.

Creating Files for Import

Users can create the file to be imported into the table in any manner they choose. The easiest way is to use a spreadsheet program. The fields in the file can be entered in any order. Once the file is created, it needs to be saved with the extension of *.xml, *.exml, *.csv, *.txt, or *.unl.

Note
Required fields must be included in the file or entered in the wizard's Static Column Value Mapping page. Defaults will display on the Static Column Value Mapping page, but may be changed.

The database table used to store benefit charge override records is ben_chrg_override. Following are the database names of the Benefit Charge Override table's fields and their descriptions:

Following is the procedure for importing a file into the Benefit Charge Override table.

Importing benefit charge override mapping

Select Human Resources > Reference Tables > Payroll > Benefit Charge Override to display the Benefit Charge Override page.

1. Click Import to display the File to Import Data and Selection page.

2. Click Choose File or Browse in the File to Import field to locate the file to import from your computer or network.

3. Select the desired file, and click Open to display the path and file name in the File to Import field.

4. Click Load to load the data from the file.

5. In the Import File Data section, select the line to use for Column Titles, and click Set Column Titles. The data selected will appear in the section's column headings.
   If you selected the incorrect line, click Reset Column Titles to reinstate the line in the list, and repeat the step with the correct line selected.

6. Once the column titles are set, select the lines to import from the file.

   • To select a range of lines, hold down the Shift key, click the first line in the range, and then click the last line.

   • To select multiple lines individually, hold down the Ctrl key, and click each line.

   • To select all lines, click Select All.

7. After selecting the lines, click Next.

8. In the Define Column Mapping page:

   Select a mapping in the Saved Import Mapping field.
   
   or

   Tab into the Table Field column for the first Import File Column, and select the file column from the database table to map to the column listed in the Import File Column field on the left. The Field Description column defaults the column's user-friendly name and cannot be changed. Map the additional fields accordingly.

9. Click Next.

   • If the data in the file does not meet the requirements of the database table, the Import Errors page will display. You cannot proceed until either the file or the mapping is corrected.

   • If there are no errors but some required fields from the database are not mapped, the Static Column Value Mapping page displays. Complete Steps 10-11.

   • If there are no errors and all required fields are mapped, proceed to Step 12.

10. In the Static Column Value Mapping page, required fields from the database table that were not mapped on the Define Column Mapping page will display. Add values as needed. Click Append Row to add other fields that have not been mapped if needed.

11. Once the static mapping is complete, click Next.

12. In the Save Import Mapping page, enter a unique name to identify the mapping, and then complete the following fields:

    Mapping Name	If desired, assign a unique mapping name. Character/38
    Owner	User name of the person importing the file. Display only.
    Public	Select the checkbox to enable others to use the mapping file.
    Restricted	Select the checkbox to prevent others from changing the mapping file.
    Save Options	Select: Create new mapping - to create a new mapping file under the name assigned. Update existing mapping - to save changes to an existing mapping file. Not available when you create a new mapping file or if changing the file is restricted. Do not save mapping - to only use the mapping for the current file.

    The ability to add and update an import mapping on the Save Import Mapping page is dependent on security.

13. Click Finish to exit the Import wizard.

14. If any errors or warnings are encountered during data validation when the file is imported, the Import Status page displays. The page lists the errors and warning messages.

    1. 
       

       • The Display Results field provides options for controlling the display: Warnings Only, Errors Only, Warnings/Errors Only, or Show All.

       • The page's Line # column lists the line numbers in the import file for finding the data that must be corrected.

       • The Summary Information section displays the number of Errors, Warnings, and Successes.
         At this point, you can:

    • 
      

      • Click Print to print the listing of errors.

      • Click Import on the Action Bar to import any successes. If there are no successes, this item will not display.

      • Click Back to exit, correct the file, and then re-run the import procedure.

15. If there are no errors or you clicked the Import item in the last step, a Confirmation dialog will display.
    Click Yes to import the file and generate a final Confirmation.

The benefit charge override records will now display in the Benefit Charge Override page.