Frequencies

Frequencies tab is where you can add, delete, and define frequencies used in a company. “Frequencies” is the concept on which many processes in Millennium® are based. Frequencies, in the Millennium® system, have two main uses:

  • Defining how often an event occurs (known as a “Per-Year” frequency)

A frequency that determines how many times a specific event occurs during a year; for example, Tax and Pay frequencies.

  • Dictating when an event occurs (known as a “Per-Payroll” frequency)

A frequency that defines whether a specific event occurs on a given payroll; for example, Accrual and Deduction frequencies.

“How often” and “when” may seem like the same idea; however, “When” can include whether or if the event occurs.

 

 

Table 2-46: The Columns in the Item List
Column Description
Frequency The code or ID that represents a frequency definition.
Description The short explanation of what the value in the Frequency column represents. Do not be cryptic so other users know exactly how this frequency is used.
Base Freq

The basic, system-wide definition on which your custom frequency will be based. Valid entries include:

  • A (Annually), A01 (first month of year), A02, ..., A12
  • W (Weekly), B (Biweekly), D (Daily), M (Monthly), O (other)
  • Q (Quarterly), Q1 (first month of quarter), Q2, Q3
  • S (Semi-monthly), S1_15 (1st and 15th of the month), S15_30, S15_L (15th and last day of the month)
  • SA (Semi-annually), SA1 (first month of half-year), SA2, SA3, SA4, SA5, SA6
Date Code

The date on which the system bases its frequency calculation. Valid entries include:

  • Check Date or blank — The date on which the check is produced
  • Pd Begin — The date at the beginning of the pay period
  • Pd End — The date at the end of the pay period

Generally, calculations are based on Check Date. You can use Pd Begin or Pd End, if desired; however, accruals do not use period dates. Be sure to test your new frequency before using it on live data for the entire company.

Allow Makeup?

Indicates whether an event that does not happen in its scheduled period can be triggered in the next available period (“make up” for the missed occurrence).

A check in the check box means the event is allowed to be triggered in the next available period.

For example, a deduction is scheduled to occur the first week of every month. For some reason, it is not deducted in the first week of May. If this field is checked, it will be deducted in the second week of May.

The Allow Makeup field works in conjunction with the period (base frequency) only; it ignores any configured week taking or blocking.

If you have a base frequency of W and the deduction does not happen a particular week, it will happen the next week—even if you are trying to create a monthly deduction.

Take/Block __ Week

Each check box pertains to a particular week in the frequency calendar (How Millennium® associates days of the month with weeks of the month in How Frequencies Work in Millennium®).

These fields are either all Take __ Week or Block __ Week, depending on the value of the Base Freq field.

Each check box allows you to specify when a specific event happens or does not happen in a period.

For example, they can be used with Monthly events to cause the event to happen in the third week of the month, or with Weekly events to prevent the event from happening on the second week of the month.

  • The Take __ Week Check Boxes

Appear with base frequencies A01A12, SA1SA6, Q1Q3, and M.

They are used to specify in which week of a month the event will take place.

For example, you have a monthly deduction that you want taken during the second week of the month. You would check the Take Second Week box.

Checking the Take Last Week box will cause the deduction to happen on the fourth week in months with four weeks, and on the fifth week in months with five weeks.

  • The Block __ Week Check Boxes

Appear with base frequencies W and B.

They are used to specify in which week of a month the event will not take place.

For example, you have a weekly deduction that you do not want taken during the first two weeks of a month. You would check the Block First Week and the Block Second Week boxes.

Checking the Block Last Week box will prevent the deduction from happening on the fourth week in months with four weeks, and on the fifth week in months with five weeks.

Example Using Allow Makeup and Block __ Week

The Allow Makeup field works in conjunction with the period (base frequency) only and ignores any configured week taking or blocking.

For example, an employee has a deduction that is to be deducted on the first payroll of the month only. You:

  1. Add a new frequency code
  2. Select the W base frequency code
  3. Put a check mark in all of the Block __ Week boxes—except Block First Week.

These settings instruct Millennium® to take the deduction from a payroll in the first week only. However, if the pay date happens to fall in the second week, the monthly deduction will never happen.

To prevent that situation, you put a check in the Allow Makeup field. When Millennium® detects the deduction was missed the first week, it will take it out of a subsequent payroll week—even if every other week is blocked—to ensure the deduction is taken as soon as possible. Therefore, the monthly deduction is never skipped.

Periods for Per-Payroll Frequencies

Use the periods in Base frequencies that determine events when you are setting up a frequency that determines when a specific event occurs on a payroll-by-payroll basis, such as when to take a deduction or accrue a benefit:

Table 2-47: Base frequencies that determine events

Period
(Base Frequency)

Description

When the Event Occurs

A01

Annually

January

A02

Annually

February

A03

Annually

March

A04

Annually

April

A05

Annually

May

A06

Annually

June

A07

Annually

July

A08

Annually

August

A09

Annually

September

A10

Annually

October

A11

Annually

November

A12

Annually

December

SA1

Semi-Annually

First and Seventh Month (Jan/Jul)

SA2

Semi-Annually

Second and Eighth Month (Feb/Aug)

SA3

Semi-Annually

Third and Ninth Month (Mar/Sep)

SA4

Semi-Annually

Fourth and Tenth Month (Apr/Oct)

SA5

Semi-Annually

Fifth and Eleventh Month (May/Nov)

SA6

Semi-Annually

Sixth and Twelfth Month (Jun/Dec)

Q1

Quarterly

First Month of the Quarter

Q2

Quarterly

Second Month of the Quarter

Q3

Quarterly

Third Month of the Quarter

S1_15

Semi-Monthly

First and Fifteenth Day of Month

S15_30

Semi-Monthly

Fifteenth and Thirtieth Day of Month

S15_L

Semi-Monthly

Fifteenth and Last Day of Month

Periods for Per-Year Frequencies

Use the periods in Base frequencies that do not determine events only when you are setting up a frequency that will be used to determine the number of times a year that something happens; for example, for setting up a Semi-Monthly or Quarterly pay frequency.

Table 2-48: Base frequencies that do not determine events
Period
(Base Frequency)
Description Times Per Year

A

Annually

1

SA

Semi-Annually

2

Q

Quarterly

4

S

Semi-Monthly

24

These base frequencies should not be used for deductions or accruals.

Periods for Either Type of Frequency

Use the periods in Base frequencies for either type of frequency when you are setting up either type of frequency—the number of times per year or when something specific should occur.

Table 2-49: Base frequencies for either type of frequency

Period
(Base Frequency)

Description

M

Monthly

B

Biweekly

W

Weekly

D

Daily