Oracle® Human Resources Management Systems: Payroll Processing Management Guide (Mexico) Release 12

Oracle Human Resources Management Systems
Payroll Processing Management Guide (Mexico)

Release 12
Part No. B31710-02
December 2006
Oracle Human Resources Management Systems Payroll Processing Management Guide (Mexico), Release 12
Part No. B31710-02
Copyright 2004, 2006, Oracle. All rights reserved.
Primary Author: John Lawson, John Woodward
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iii
Contents
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Preface
1 Payrolls
Payrolls Overview..................................................................................................................... 1-1
Payrolls...................................................................................................................................... 1-2
Payroll Definition...................................................................................................................... 1-3
Consolidation Sets............................................................................................................... 1-3
Exchange Rates.................................................................................................................... 1-4
Assignment Sets................................................................................................................... 1-5
Further Payroll Information Window.................................................................................. 1-6
Selecting Exchange Rate Types for a Business Group.......................................................... 1-6
Defining Consolidation Sets................................................................................................. 1-7
Changing Consolidation Sets............................................................................................... 1-7
Defining an Assignment Set Using Formula Criteria........................................................... 1-8
Defining an Assignment Set by Including or Excluding Assignments.............................. 1-11
Defining a Payroll.............................................................................................................. 1-11
Deleting Payrolls................................................................................................................ 1-14
Setting Up Payroll Contact Information.............................................................................1-14
Allocating Payroll Contacts............................................................................................... 1-15
Adjusting a Balance........................................................................................................... 1-15
2 Payroll Payment and Distributions
Payroll Payment and Distributions Overview......................................................................... 2-1
Payroll Payment and Distributions.......................................................................................... 2-1
iv
Payment and Distributions....................................................................................................... 2-4
Payment Methods for Your Enterprise................................................................................ 2-4
Cash Management and Oracle Payroll................................................................................. 2-6
Payslip Region Information................................................................................................. 2-7
Statement of Earnings Region Information........................................................................ 2-14
Defining a Payment Method.............................................................................................. 2-16
Setting up Direct Deposit................................................................................................... 2-19
Setting Up a Global Statement of Earnings (SOE).............................................................. 2-20
Running the Enable or Disable Global SOE Process.......................................................... 2-21
Setting Up Statement of Earnings Information.................................................................. 2-21
Viewing Statement of Earnings.......................................................................................... 2-22
Setting Up Payslip Information and Generating Payslips..................................................2-24
Extracting Information to Appear on the Payslip.............................................................. 2-25
3 Payroll Statutory Deductions and Reporting
Payroll Statutory Deductions and Reporting Overview.......................................................... 3-1
Payroll Statutory Deductions and Reporting........................................................................... 3-1
State and Federal Taxes............................................................................................................. 3-3
Tax on Income (ISR)............................................................................................................. 3-3
State Taxes........................................................................................................................... 3-4
Viewing and Using Statutory ISR Tables............................................................................. 3-5
Defining CustomISR Tax Tables......................................................................................... 3-7
Chihuahua State Tax Configuration.................................................................................... 3-9
Overriding State Taxes....................................................................................................... 3-10
Integrated Daily Wage............................................................................................................ 3-13
Integrated Daily Wage Overview...................................................................................... 3-13
Setting Up IDW.................................................................................................................. 3-16
Changing Your IDWCalculation Method......................................................................... 3-21
Social Security Contributions................................................................................................. 3-23
Social Security Tax Calculation.......................................................................................... 3-23
Tax Balances............................................................................................................................ 3-25
Tax Balances....................................................................................................................... 3-25
Tax Remittance Reporting....................................................................................................... 3-29
Tax Remittance Reporting.................................................................................................. 3-29
Customizing the Tax Remittance Report for State Details................................................. 3-29
Running the Tax Remittance Report.................................................................................. 3-30
Profit Sharing (PTU)................................................................................................................ 3-31
PTU Calculation................................................................................................................. 3-31
Running the Profit Sharing Process................................................................................... 3-31
Planning Your End of Year Processing................................................................................... 3-35
v
End of Year Processing...................................................................................................... 3-35
Year End Preprocessing........................................................................................................... 3-39
Year End Archiver............................................................................................................. 3-39
Managing the Year End Archiver...................................................................................... 3-40
Format 37 Report..................................................................................................................... 3-44
Format 37 Report............................................................................................................... 3-44
Format 37 Box Information................................................................................................ 3-46
Excluding Employees fromthe Format 37......................................................................... 3-56
Generating the Format 37 Report....................................................................................... 3-57
Annual Tax Adjustments........................................................................................................ 3-59
Annual Tax Adjustments................................................................................................... 3-59
Excluding Employees fromthe Tax Adjustment Process...................................................3-59
Running the Annual Tax Adjustment Process................................................................... 3-61
Work Risk Incidents Report.................................................................................................... 3-63
Annual Work Risk Incident Report.................................................................................... 3-63
Calculating the WRIP......................................................................................................... 3-63
DIMInterface Reporting......................................................................................................... 3-64
Multiple Informative Declaration (DIM) Interface............................................................. 3-64
Generating the DIMReport............................................................................................... 3-64
Format 2-D Reporting.............................................................................................................. 3-67
Fiscal Year Declaration for Moral Persons, General Regime.............................................. 3-67
Format 2-D Box Information.............................................................................................. 3-67
Generating the Format 2-D Report..................................................................................... 3-68
4 Payroll Processing and Analysis
Payroll Processing and Analysis Overview.............................................................................. 4-1
Payroll Processing and Analysis............................................................................................... 4-3
The Payroll Run......................................................................................................................... 4-6
Process Part of a Payroll....................................................................................................... 4-6
Continuous Calculation....................................................................................................... 4-8
Tax Adjustment Run............................................................................................................ 4-8
Starting a Payroll Run.......................................................................................................... 4-9
Starting a Tax Adjustment Run............................................................................................ 4-9
Setting Up Continuous Calculation................................................................................... 4-10
Running the Continuous Calculation Process.................................................................... 4-11
Running QuickPay............................................................................................................. 4-11
Running the Generate Run Balances Process..................................................................... 4-13
Post Processing for a Payroll................................................................................................... 4-14
Post-Processing for a Payroll..............................................................................................4-14
Data Locks for Payroll Processes....................................................................................... 4-16
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Payroll Archiver................................................................................................................. 4-17
Online Payslips.................................................................................................................. 4-17
Running Post-Run Processes for QuickPay........................................................................4-18
Viewing Payroll Process Results ....................................................................................... 4-18
Printing the Payslip............................................................................................................ 4-20
Running the Employee Assignments Without Payroll Report...........................................4-21
Running the Payroll Actions Not Processed Report.......................................................... 4-21
Running the Employee Assignments Not Processed Report............................................. 4-22
Running the Element Register Report................................................................................ 4-22
Managing the Payroll Archiver.......................................................................................... 4-24
Direct Deposit.................................................................................................................... 4-27
Running the PrePayments Process..................................................................................... 4-28
Creating a Cheque Report for the Cheque Writer Process................................................. 4-29
Running the Cheque/Check Writer Process....................................................................... 4-29
Running the Void Cheque/Check Payments Process......................................................... 4-30
Reissuing a Voided Cheque/Check.................................................................................... 4-31
Running the Cheque Listing Report.................................................................................. 4-32
Running the Void Payments Report.................................................................................. 4-32
Running the Payroll Cheque/Check Payment Report........................................................ 4-33
Voiding Magnetic Tape Payments..................................................................................... 4-33
Generating Payroll Receipts............................................................................................... 4-34
Making External/Manual Payments...................................................................................4-34
RetroPay Processing................................................................................................................ 4-38
Overview of RetroPay Processing...................................................................................... 4-38
RetroPay Processes Available in Oracle Payroll.................................................................4-40
When to Run the RetroPay Process.................................................................................... 4-42
Troubleshooting RetroPay................................................................................................. 4-44
Setting Up Retro-Notification and RetroPay...................................................................... 4-48
Setting Up the Retro-Notifications Report......................................................................... 4-50
Setting Up RetroPay by Element........................................................................................ 4-52
Setting Up RetroPay by Run and RetroPay (by Aggregate)............................................... 4-53
Setting Up Enhanced RetroPay with Component Usages and Element Time Spans......... 4-54
Understanding the Sequence of Your RetroPay Activities................................................. 4-57
Viewing RetroPay Status and History............................................................................... 4-62
Running the Retro-Notifications Report............................................................................ 4-64
Running the Retro-Notifications Report (Enhanced and Enhanced PDF)..........................4-66
Running Enhanced RetroPay............................................................................................. 4-67
Running RetroPay by Element........................................................................................... 4-67
Running RetroPay by Run or by Aggregate...................................................................... 4-68
Advance Pay............................................................................................................................ 4-69
Advance Pay Process......................................................................................................... 4-69
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Setting Up Advance Pay for Individual Assignments....................................................... 4-70
Setting Up Advance Pay for Batch Assignments............................................................... 4-70
Running the Advance Pay Listing Report.......................................................................... 4-71
Running Advance Pay....................................................................................................... 4-72
Running the Advance Pay Process.....................................................................................4-72
Running Advance Pay by Element.................................................................................... 4-73
Viewing the Results of the Advance Pay Process.............................................................. 4-73
Exception Reporting................................................................................................................ 4-75
Payroll Exception Reporting: Overview............................................................................ 4-75
Examples of Exception Report Setup................................................................................. 4-77
Running the Payroll Message Report................................................................................. 4-78
Reconciling Payments........................................................................................................ 4-79
Setting Up Exception Reports............................................................................................ 4-79
Grouping Exception Reports.............................................................................................. 4-85
Running an Exception Report, or Exception Report Group............................................... 4-86
Retries, Reversals and Rollbacks............................................................................................ 4-87
Correction of Run Results: Rollbacks................................................................................. 4-87
Correction of Run Results: Retries..................................................................................... 4-88
Correction of Run Results: Reversals................................................................................. 4-89
Marking and Retrying Payroll Runs and Other Processes................................................. 4-90
Marking a Group of Employee Assignments for Retry...................................................... 4-90
Correcting Run Results: Reversals..................................................................................... 4-91
Retrying a Payroll Run or Other Payroll Process............................................................... 4-91
Rolling Back Payroll Runs and Other Processes................................................................ 4-91
Rolling Back a Process fromthe Payroll Processes Window.............................................. 4-92
Rolling Back a Process fromthe Submit Requests Window...............................................4-92
Rolling Back a Process fromthe Assignment Processes Window...................................... 4-93
Workforce Intelligence (HRMS) for Payroll Processing and Analysis.................................. 4-94
Costing Detail Workbook...................................................................................................4-94
Costing Summary Workbook............................................................................................ 4-95
Element Detail Workbook.................................................................................................. 4-95
Element Link Detail Workbook......................................................................................... 4-96
Employee Assignments Without Payroll Workbook......................................................... 4-97
Employee Assignments Not Processed Workbook............................................................ 4-98
Employee Payment Methods Workbook........................................................................... 4-99
Organization Payment Methods Workbook...................................................................... 4-99
Payroll Message Workbook............................................................................................. 4-100
5 Payroll Event Rules
Payroll Event Rules Overview.................................................................................................. 5-1
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Payroll Event Rules................................................................................................................... 5-2
Triggers, Events and Parameters............................................................................................... 5-3
Database Triggers................................................................................................................ 5-3
Process Parameters.............................................................................................................. 5-4
Defining Dynamic Triggers..................................................................................................5-5
Grouping Dynamic Triggers into Legislative Functional Areas.......................................... 5-7
Making Table Event Updates............................................................................................... 5-8
Maintaining Parameters and Parameter Groups for Payroll Processes................................5-9
HRMS Glossary
Index
ix
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Oracle Human Resources Management Systems Payroll Processing Management Guide (Mexico),
Release 12
Part No. B31710-02
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xi
Preface
Intended Audience
Welcome to Release 12 of the Oracle Human Resources Management Systems Payroll
Processing Management Guide (Mexico).
This guide assumes you have a working knowledge of the following:
The principles and customary practices of your business area.
Oracle HRMS.
If you have never used Oracle HRMS, Oracle suggests you attend one or more of
the Oracle HRMS training classes available through Oracle University
Oracle Self-Service Web Applications.
The Oracle Applications graphical user interface.
To learn more about the Oracle Applications graphical user interface, read the
Oracle Applications User's Guide.
See Related Information Sources on page xii for more Oracle Applications product
information.
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Structure
1 Payrolls
2 Payroll Payment and Distributions
3 Payroll Statutory Deductions and Reporting
4 Payroll Processing and Analysis
5 Payroll Event Rules
HRMS Glossary
Related Information Sources
Oracle HRMS shares business and setup information with other Oracle Applications
products. Therefore, you may want to refer to other user guides when you set up and
use Oracle HRMS.
You can read the guides online by choosing Library from the expandable menu on your
HTML help window, by reading from the Oracle Applications Document Library CD
included in your media pack, or by using a Web browser with a URL that your system
administrator provides.
If you require printed guides, you can purchase them from the Oracle store at
http://oraclestore.oracle.com.
Guides Related to All Products
Oracle Applications User's Guide
xiii
This guide explains how to enter data, query data, run reports, and navigate using the
graphical user interface (GUI). This guide also includes information on setting user
profiles, as well as running and reviewing reports and concurrent processes.
You can access this user's guide online by choosing "Getting started with Oracle
Applications" from any Oracle Applications help file.
Guides Related to This Product
Oracle Daily Business Intelligence for HRMS User Guide
This guide describes the dashboards and reports available for HR Line Managers, Chief
HR Officer, Budget Managers, and Benefits Managers using Daily Business Intelligence
for HRMS. It includes information on using parameters, how DBI for HRMS derives
values, and how to troubleshoot dashboards and reports.
Oracle Daily Business Intelligence for HRMS Implementation Guide
This guide provides basic setup procedures for implementing and maintaining
HRMS-related dashboards.
Oracle Daily Business Intelligence Implementation Guide
This guide describes the common concepts for Daily Business Intelligence. It describes
the product architecture and provides information on the common dimensions, security
considerations, and data summarization flow. It includes a consolidated setup checklist
by page and provides detailed information on how to set up, maintain, and
troubleshoot Daily Business Intelligence pages and reports for the following functional
areas: Financials, Interaction Center, iStore, Marketing, Product Lifecycle Management,
Projects, Procurement, Sales, Service, Service Contracts, and Supply Chain.
Oracle Daily Business Intelligence User Guide
This guide describes the common concepts for Daily Business Intelligence. It describes
the product architecture and provides information on the common dimensions, security
considerations, and data summarization flow. It includes a consolidated setup checklist
by page and provides detailed information on how to set up, maintain, and
troubleshoot Daily Business Intelligence pages and reports for the following functional
areas: Financials, Interaction Center, iStore, Marketing, Product Lifecycle Management,
Projects, Procurement, Sales, Service, Service Contracts, and Supply Chain.
Oracle Application Framework Personalization Guide
Learn about the capabilities of the OA Framework technologies.
Oracle Human Resources Management Systems Enterprise and Workforce
Management Guide
Learn how to use Oracle HRMS to represent your enterprise. This includes setting up
your organization hierarchy, recording details about jobs and positions within your
enterprise, defining person types to represent your workforce, and also how to manage
your budgets and costs.
Oracle Human Resources Management Systems Workforce Sourcing, Deployment, and
Talent Management Guide
xiv
Learn how to use Oracle HRMS to represent your workforce. This includes recruiting
new workers, developing their careers, managing contingent workers, and reporting on
your workforce.
Oracle Human Resources Management Systems Payroll Processing Management Guide
Learn about wage attachments, taxes and social insurance, the payroll run, and other
processes.
Oracle Human Resources Management Systems Compensation and Benefits
Management Guide
Learn how to use Oracle HRMS to manage your total compensation package. For
example, read how to administer salaries and benefits, set up automated grade/step
progression, and allocate salary budgets. You can also learn about setting up earnings
and deductions for payroll processing, managing leave and absences, and reporting on
compensation across your enterprise.
Oracle Human Resources Management Systems Configuring, Reporting, and System
Administration Guide
Learn about extending and configuring Oracle HRMS, managing security, auditing,
information access, and letter generation.
Oracle Human Resources Management Systems Implementation Guide
Learn about the setup procedures you need to carry out in order to implement Oracle
HRMS successfully in your enterprise.
Oracle Human Resources Management Systems FastFormula User Guide
Learn about the different uses of Oracle FastFormula, and understand the rules and
techniques you should employ when defining and amending formulas for use with
Oracle applications.
Oracle Self-Service Human Resources Deploy Self-Service Capability Guide
Set up and use self-service human resources (SSHR) functions for managers, HR
Professionals, and employees.
Oracle Human Resources Management Systems Deploy Strategic Reporting (HRMSi)
Implement and administer Oracle Human Resources Management Systems Intelligence
(HRMSi) in your environment.
Oracle Human Resources Management Systems Strategic Reporting (HRMSi) User
Guide
Learn about the workforce intelligence reports included in the HRMSi product,
including Daily Business Intelligence reports, Discoverer workbooks, and Performance
Management Framework reports.
Oracle Human Resources Management Systems Approvals Management
Implementation Guide
Use Oracle Approvals Management (AME) to define the approval rules that determine
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the approval processes for Oracle applications.
Oracle Human Resources Management Systems Window Navigation and Reports
Guide
This guide lists the default navigation paths for all windows and the default reports and
processes as they are supplied in Oracle HRMS.
Oracle iRecruitment Implementation and User Guide
Set up and use Oracle iRecruitment to manage all of your enterprise's recruitment
needs.
Oracle Learning Management User Guide
Use Oracle Learning Management to accomplish your online and offline learning goals.
Oracle Learning Management Implementation Guide
Implement Oracle Learning Management to accommodate your specific business
practices.
Oracle Time and Labor Implementation and User Guide
Learn how to capture work patterns, such as shift hours, so that this information can be
used by other applications, such as General Ledger.
Installation and System Administration
Oracle Applications Concepts
This guide provides an introduction to the concepts, features, technology stack,
architecture, and terminology for Oracle Applications Release 12. It provides a useful
first book to read before an installation of Oracle Applications. This guide also
introduces the concepts behind Applications-wide features such as Business Intelligence
(BIS), languages and character sets, and Self-Service Web Applications.
Oracle Applications Installation Guide: Using Rapid Install
This guide provides instructions for managing the installation of Oracle Applications
products. Oracle Rapid Install minimizes the time to install Oracle Applications and the
Oracle technology stack by automating many of the required steps. This guide contains
instructions for using Oracle Rapid Install and lists the tasks you need to perform to
finish your installation. You should use this guide in conjunction with individual
product user guides and implementation guides.
Oracle Applications Upgrade Guide: Release 11i to Release 12
Refer to this guide if you are upgrading your Oracle Applications Release 11i products
to Release 12. This guide describes the upgrade process and lists database and
product-specific upgrade tasks.
Oracle Applications Maintenance Procedures and Oracle Applications Maintenance
Utilities
Use these guides to help you run the various AD utilities (such as AutoUpgrade,
AutoPatch, AD Administration, AD Controller, AD Relink, and License Manager) and
xvi
maintain the Oracle applications file system and database.
Oracle Applications System Administrator's Guides
These guides (Configuration, Maintenance, and Security) provide planning and
reference information for the Oracle Applications System Administrator. They describe
how to define security, customize menus and online help, and manage concurrent
processing.
Oracle Alert User's Guide
This guide explains how to define periodic and event alerts to monitor the status of
your Oracle Applications data.
Oracle Applications Developer's Guide
This guide contains the coding standards followed by the Oracle Applications
development staff and describes the Oracle Application Object Library components that
are needed to implement the Oracle Applications user interface described in the Oracle
Applications User Interface Standards for Forms-Based Products. This manual also provides
information to help you build your custom Oracle Forms Developer forms so that the
forms integrate with Oracle Applications.
Oracle Applications User Interface Standards for Forms-Based Products
This guide contains the user interface (UI) standards followed by the Oracle
Applications development staff. It describes the UI for the Oracle Applications products
and how to apply this UI to the design of an application built by using Oracle Forms.
Other Implementation Documentation
Oracle Workflow Administrator's Guide
This guide explains how to complete the setup steps necessary for any Oracle
Applications product that includes workflow-enabled processes, as well as how to
monitor the progress of runtime workflow processes.
Oracle Workflow Developer's Guide
This guide explains how to define new workflow business processes and customize
existing Oracle Applications-embedded workflow processes. It also describes how to
define and customize business events and event subscriptions.
Oracle Workflow User's Guide
This guide describes how Oracle Applications users can view and respond to workflow
notifications and monitor the progress of their workflow processes.
Oracle Workflow API Reference
This guide describes the APIs provided for developers and administrators to access
Oracle Workflow.
Oracle Applications Flexfields Guide
This guide provides flexfields planning, setup, and reference information for the Oracle
HRMS implementation team, as well as for users responsible for the ongoing
xvii
maintenance of Oracle Applications product data. This guide also provides information
on creating custom reports on flexfields data.
Oracle eTechnical Reference Manuals
Each eTechnical Reference Manual (eTRM) contains database diagrams and a detailed
description of database tables, forms, reports, and programs for a specific Oracle
Applications product. This information helps you convert data from your existing
applications, integrate Oracle Applications data with non-Oracle applications, and write
custom reports for Oracle Applications products. Oracle eTRM is available on Oracle
MetaLink.
Integration Repository
The Oracle Integration Repository is a compilation of information about the service
endpoints exposed by the Oracle E-Business Suite of applications. It provides a
complete catalog of Oracle E-Business Suite's business service interfaces. The tool lets
users easily discover and deploy the appropriate business service interface for
integration with any system, application, or business partner.
The Oracle Integration Repository is shipped as part of the E-Business Suite. As your
instance is patched, the repository is automatically updated with content appropriate
for the precise revisions of interfaces in your environment.
Do Not Use Database Tools to Modify Oracle Applications Data
Oracle STRONGLY RECOMMENDS that you never use SQL*Plus, Oracle Data
Browser, database triggers, or any other tool to modify Oracle Applications data unless
otherwise instructed.
Oracle provides powerful tools you can use to create, store, change, retrieve, and
maintain information in an Oracle database. But if you use Oracle tools such as
SQL*Plus to modify Oracle Applications data, you risk destroying the integrity of your
data and you lose the ability to audit changes to your data.
Because Oracle Applications tables are interrelated, any change you make using an
Oracle Applications form can update many tables at once. But when you modify Oracle
Applications data using anything other than Oracle Applications, you may change a
row in one table without making corresponding changes in related tables. If your tables
get out of synchronization with each other, you risk retrieving erroneous information
and you risk unpredictable results throughout Oracle Applications.
When you use Oracle Applications to modify your data, Oracle Applications
automatically checks that your changes are valid. Oracle Applications also keeps track
of who changes information. If you enter information into database tables using
database tools, you may store invalid information. You also lose the ability to track who
has changed your information because SQL*Plus and other database tools do not keep a
record of changes.
Payrolls 1-1
1
Payrolls
Payrolls Overview
Using Oracle HRMS, you can set up payrolls to pay all your employees accurately and
at the correct time.
Payrolls in Oracle HRMS
A payroll is a set of employees whose pay you process with a single frequency, for
example, weekly or monthly. You can define as many payrolls as you require to meet
the pay policies of your enterprise. You put an employee on a payroll by making an
assignment to the payroll.
You can also assign employees to other employee groups: for example, groups to
indicate membership of a union or employment based sports club.
Key Concepts
To enable you to set up payrolls correctly, you need to understand these key concepts:
Period types and calendars, page 1-3
Consolidation sets, page 1-3
Assignment sets, page 1-5
Element sets and distribution sets, Oracle HRMS Compensation and Benefits
Management Guide
Reporting on Payrolls
See Reports and Processes in Oracle HRMS, Oracle HRMS Configuring, Reporting, and
System Administration Guide
1-2 Oracle Human Resources Management Systems Payroll Processing Management Guide (Mexico)
Payrolls
You can use Oracle Payroll to define a payroll, or range or payrolls that best suit your
organizational needs.
Can you pay an employee with several assignments a single payment?
Yes, Oracle Payroll enables you to pay a single payment to an employee with several
assignments within your organization. You enable the payment by selecting the
Multiple Assignment check box on the Define Payroll window.
Can you run payroll processes and reports multilingually?
Payroll processes and reports are always submitted and always run in the local
language only. This means that US and UK payroll reports can only be run in English.
Canadian reports can be run in English or Canadian French.
How do you synchronise a payslip with the official payment date?
Use the payslip offset on the Define Payroll window to specify the number of days
between the completion of your payroll processes and the availability of employee
payslips.
Payrolls 1-3
Payroll Definition
Consolidation Sets
Consolidation sets are the means by which you label payroll runs for further
processing. This enables you to process the results from more than one payroll in a
single action. You need only produce one tape per payment method for several
payrolls, one set of reports and one set of costing for the whole set.
You can follow this procedure when scheduling additional runs. These are the runs you
make in addition to your regular payroll runs; for example, to pay leavers. You can
decide whether to consolidate an additional run with the regular run or switch it to a
special set.
Consolidation sets are also used to label assignment sets when you use these for payroll
processing. The same choices apply to assignment sets as to payrolls. You can accept the
default consolidation set or select a new one when you set the run parameters in the
Submit Requests window. You can also change the consolidation set after the run in the
Update Payroll Run window.
Changes to a Consolidation Set
Consolidation sets facilitate the selective post-run processing of different payrolls. For
example, after processing three payrolls in one consolidation set, you may want to
select just one for immediate post-run processing. To do this, transfer the one you want
to process to a new consolidation set.
You may also want to retry a payroll while continuing with prepayments for other
payrolls whose status is Complete. This too would require a change of consolidation set
for the first payroll.
See Assignment Sets, page 1-5
Period Types and Calendars
Since a payroll has only one pay frequency, you must define at least one payroll for
each pay frequency you use. The following table shows the valid period types for pay
frequency.
Period types and pay frequency table:
Payroll Period Types Periods per Year
Semi-Year 2
Quarter 4
Bi-Month 6
Calendar Month 12
Lunar Month 13
Semi-Month (not available for UK users) 24
Bi-Week 26
Week 52
Note: For Swedish users: Only Bi-Month, Calendar Month, Bi-Week,
and Week payroll period types are available.
For Spanish users: Only Calendar Month payroll period is available.
Exchange Rates
You can maintain daily exchange rates for use in foreign currency conversion, and you
can also specify a date range for a specific rate. You maintain daily rates in Oracle
General Ledger.
See: Entering Daily Rates, Oracle General Ledger User's Guide
You can associate a daily rate with a conversion rate type by using predefined rate
types such as Spot and Corporate. This means that the conversion rate associated with
the rate type is automatically used whenever you perform foreign currency
conversions. Some rate types such as Spot and Corporate are predefined. You can also
use Oracle General Ledger to define additional rate types of your own.
See: Defining Conversion Rate Types, Oracle General Ledger User's Guide
When you create a business group, the Corporate currency type is predefined for
HRMS Intelligence (BIS) and Core HRMS (HRMS Reporting and Payroll Processes).
However, you can modify HRMS User Tables so that the default value of Corporate can
be overridden for each of the following:
Payrolls 1-5
BIS
HRMS Reporting
Payroll Processes
See Selecting Exchange Rate Types for a Business Group, page 1-6
Assignment Sets
There are three uses of assignment sets in Oracle HRMS:
You can run a QuickPaint report for a set of assignments, rather than individual
assignments.
You can process subsets of the employees assigned to a payroll. Normally you
initiate payroll runs and other post-run processes for one or more payrolls at a time.
However, if you need to process smaller groups within a single payroll, you define
an assignment set.
You can use a BEE concurrent process to create an identical batch line for each
assignment in an assignment set.
There are three ways to define the set:
You can enter selection criteria, which the system generates into a formula. When
you use the assignment set, Oracle FastFormula runs the formula to find the
assignments that match the criteria. It checks all the assignments in the business
group or, if you select a payroll when you define the set, all the assignments to that
payroll. When you define the set you can also include or exclude individual
assignments to modify the set created by the formula.
Important: To define an assignment set for a benefits eligibility
profile, you must enter information about the person to be included
or excluded in both the Amendment and Criteria windows.
See: Defining an Assignment Set Using Formula Criteria, Oracle HRMS FastFormula
User Guide
You can select individually all the assignments you want to include in the set.
You can start from a full set of all the employees in the Business Group or all the
employees assigned to a selected payroll. Then you can exclude individual
assignments from the set.
See: Defining an Assignment Set by Including or Excluding Assignments, page 1-
11
Further Payroll Information Window
By default, Oracle Payroll uses the seeded tax tables for ISR calculation. If you created
custom tax tables, specify them in the Further Payroll Information window.
See: Defining Custom ISR Tax Tables, page 3-7 and Defining a Payroll, page 1-11
For standard payroll runs, specify the following tax tables:
ISR Tax Rate
ISR Tax Subsidy
ISR Credit to Salary
For your tax calculation of amends and non-periodic payments (Article 142 payments),
specify the following tax tables:
ISR Tax Month Rate
ISR Tax Month Subsidy
ISR Month Credit to Salary
For your annual tax adjustment payroll run, specify the following tax tables:
ISR Tax Annual Rate
ISR Tax Annual Subsidy
ISR Annual Credit to Salary
Selecting Exchange Rate Types for a Business Group
When you create a Business Group for BIS, HRMS Reporting or Payroll Processes the
exchange rate type is predefined as Corporate. This is effective from the effective date of
the Business Group.
However, you can set a different currency type for each Business Group. For example,
you can select:
A spot rate for Payroll processes to reflect daily exchange rates.
A corporate rate for HR reporting to represent an end-of-month value.
You can define a different exchange rate type in the Table Values window.
Payrolls 1-7
To select an exchange rate type for a Business Group:
1. Query the EXCHANGE_RATE_TYPES table.
2. In the Exact field, select BIS, HRMS, or PAY from the list of values.
3. Enter the new value for the exchange rate type. The value will usually be Corporate
(the default) or Spot, but you may also need to select other predefined GL Exchange
Rate Types.
4. Change the Effective Date for this rate type, or accept the default.
For details of available rate types, see Defining Conversion Rate Types, Oracle
General Ledger User's Guide.
Defining Consolidation Sets
You must always select a consolidation set before starting a payroll run. This is because
the consolidation set provides essential labelling for each payroll run. This applies even
if you are only processing one payroll or one assignment set.
When you have defined a consolidation set, it is then available for selection when you
start a payroll run.
You define consolidation sets in the Consolidation Sets window.
To define a consolidation set:
1. Enter the name of a new consolidation set and save.
To delete a consolidation set:
1. Query the consolidation set.
2. Choose Edit, Delete Record.
You can only delete a consolidation set if it is not the default set for a payroll and if
it is not associated with any payroll processes.
Changing Consolidation Sets
You change consolidation sets for payrolls in the Update Payroll Run window.
Note: Changes you make in this window are for the selected payroll
processes only. Default consolidation set and pay advice information
continue to apply to subsequent runs.
To change the consolidation set for a payroll:
1. Query the payroll whose consolidation set you want to change.
Tip: Optionally, select the period for which you wish to change the
consolidation set by providing a Period From date and a Period To
date. If you do not specify a period then the update action will
apply to all payroll periods for this payroll
Payroll run information for the payroll displays in reverse order from the last
completed run. The Set region displays whether the run was for an element set
and/or assignment set.
Note: You can update consolidation set and pay advice information
in this window regardless of the status displayed for the payroll
run.
2. Enter a new consolidation set.
3. Update pay advice date and message information if required.
The pay advice date and message fields are for information only.
Defining an Assignment Set Using Formula Criteria
Use the Assignment Set window to define your set.
To define an assignment set using criteria for a formula:
1. Enter a unique name for the set.
2. Do one of the following:
If you are defining an assignment set for payroll processing, select a payroll.
You cannot process an assignment set drawn from more than one payroll.
If you are defining an assignment set for other purposes, selecting a payroll is
optional. If you select a payroll, the formula generated from your selection
criteria will select assignments from this payroll only. If you do not select a
payroll, the formula will select assignments from the whole business group.
3. Save the new set and click Criteria.
4. In the Assignment Criteria window, enter one criterion in each row, and join the
criteria with AND or OR in the Condition field.
Payrolls 1-9
Field details are:
Field Description
No. The sequence number of each condition in
your rule. If you use sequence numbers that
are multiples of 10, it will be easier to insert
new conditions later.
Condition Leave the first row blank. Enter AND or OR
for second and subsequent rows.
Database Item Select database items as variables for your
definition. All database items are prefixed
by an ampersand [&].
Operator Select operators to determine relationships
between database items or values. See the
following table for details
Value/Database Item Select database items for the second
variable. Alternatively, you can enter a fixed
value of the same type as the database item.
Operator details are:
Operator Symbols Meaning
Equals = Condition is true if both
expressions have exactly the
same value. For text, the
case of the expression must
be the same.
For example: "Smith" is not
equal to "SMITH".
Not Equal != Condition is true if the
result of the first expression
does NOT have the same
value as the result of the
second expression.
Operator Symbols Meaning
Greater Than > Condition is true if the first
expression is alphabetically
after, is numerically greater
than, or is a later date than
the second expression.
Less Than < Condition is true if the first
expression is alphabetically
before, is numerically lesser,
or is an earlier date than the
second expression.
Greater Than or Equal To >= Condition is true if either
the greater than OR the
equal to operator returns a
true result.
Less Than or Equal To <= Condition is true if either
the less than OR the equal to
operator returns a true
result.
Example
For example: The following is a definition for an assignment set of employees with
salaries between 16,000 and 24,000:
No. Condition Database Item Operator Value/
Database Item
10 &SALARY_PA
Y_VALUE_ENT
RY_VALUE
>= 16000
20 AND &SALARY_PA
Y_VALUE_ENT
RY_VALUE
<= 24000
5. Save your criteria, and click Generate to generate the formula.
You can view and edit the formula in the Formula window. Its name is the same as
the assignment set name.
Payrolls 1-11
6. If you want to include or exclude individual assignments from the set defined by
your criteria, choose the Amendment button. Select the assignments you want to
include or exclude from the set.
Note: The list of assignments you see in this window is either all
the assignments in the business group or, if you selected a payroll,
all the assignments to that payroll. It does not show the
assignments matching your criteria since these are identified
dynamically each time the formula runs.
7. Save the set.
Defining an Assignment Set by Including or Excluding Assignments
Use the Assignment Set window to define your set.
To define a set by including or excluding assignments:
1. Enter a unique name for the set.
2. If you are defining a set for payroll processing, select a Payroll.
3. Save the new set.
4. Click Amendment.
If you want to create a small set of assignments, select Include in the Inc/Exc
field and select all the assignments for the set.
If you want to start from the full set of assignments for the payroll or Business
Group, select Exclude in the Inc/Exc field and select assignments to remove
from the set.
Do not create a mixture of Include and Exclude rows if you have not entered criteria
and generated a formula.
6. Save your set.
Defining a Payroll
Use the Payroll window to define a payroll, including its calendar and valid payment
methods.
To define a new payroll:
1. Set your effective date to a date early enough to handle any historical information
you want to enter. Your effective date must be on or before the first period start
date of the payroll calendar.
2. Enter the payroll's name and select its period type from the list.
3. Enter the end date of the payroll's first period, and the number of years for which
the system should initially generate the payroll's calendar. You can increase this
number later to generate additional years.
Note: Be aware that some processes require the calendar to extend
into the future. For example, the PTO Carry Over process requires
payroll periods extending to the end of the new accrual term.
When you enter the First Period End Date, make sure that the corresponding start
date of the first period is after the start date of the payroll.
4. In the Date Offset region, you can change the zero default to a negative or positive
number of days before or after the period end date. For example, for a
semi-monthly payroll, the Cut Off date can be 3 days before the period end date
(-3), while the Scheduled Run and Check dates can be 5 and 7 days after this date,
respectively. You can also set the Payslip offset to determine when employees can
view payslip information.
The Check Date, sometimes called Pay Date, is the date of constructive receipt
of pay, on which paychecks become negotiable.
The Scheduled Run Date is the date scheduled for the Regular run of this
payroll each period.
The Cut Off date, included for your reference, is the final date for entering or
changing payroll information before a run.
A payslip offset, reckoned from the completion date for your payroll processes
is always a positive number to enable you to prevent employees from viewing
payslips before the official payment date. For example, if the payroll processes
complete on 15th May, and employees do not receive payment until 20th May,
you can enter an offset of 5 to align the payslip date to the payment date.
These offsets are the defaults for the calendar. You can manually make date changes
in the calendar (such as when an offset date falls on a weekend or holiday, by
choosing Period Dates).
5. Select a default payment method for employees who have no valid personal
payment method. You cannot select a method using magnetic tape because this
Payrolls 1-13
requires information about employees' bank accounts.
6. Select a default consolidation set for this payroll. One consolidation set is created
automatically when you define your Business Group. Oracle Payroll users can
create other consolidation sets for payroll processing.
7. In the Costing region, you can enter information about the ledger and suspense
account holding costing information for this payroll.
The information you enter here depends on the setup of your Cost Allocation key
flexfield.
See: Setup of the Cost Allocation Key Flexfield, Oracle HRMS Enterprise and
Workforce Management Guide
8. Check the Negative Payment Allowed check box if you want the PrePayments
process to include negative payments. If you leave the box unchecked, the
PrePayments process ignores negative payments.
9. Check the Multiple Assignment check box if you want an employee to receive a
single payment, for multiple assignments carried out within your organization.
However, if a PrePayments process, which runs prior to your effective processing
date, already exists you cannot go back and change the Multiple Assignment check
box. This box is only visible if the functionality is enabled for your localization.
Note: If you check the Multiple Assignment check box, make sure it
remains checked throughout your payroll processing. Oracle
Payroll reports in error if some of your payroll processes support
multiple assignment processing and others do not.
10. If you are an Oracle Payroll user, enter the Statutory Information field to open the
Statutory Information window.
Your Oracle localization team may have created fields in this window.
Note: The Statutory Information field is not visible if your HR:User
Type profile option is set to HR User.
11. Save your work.
12. Choose the Period Dates button to view the calendar generated for your payroll. In
the Period Dates window:
You can view the default offset dates for every period, and you can manually
override any of these dates in any record.
You can change the payroll's default Open status in any period to Closed to
prevent further element entries. You can also reopen the period if necessary.
Important: Use this feature with caution. When you perform certain
important tasks in Oracle HRMS, the system may automatically
create or delete element entries. These tasks include hiring and
terminating people, and updating assignments. You cannot change
any element entries that span a closed payroll period, and so you
may be prevented from performing these tasks.
13. Choose the Valid Payment Methods button to add valid payment methods for this
payroll.
In the Valid Payment Methods window, the default payment method for the
payroll appears automatically. You can add other methods. First set your effective
date to the date you want the method to become valid.
Note: An employee assigned to this payroll can have any number
of personal payment methods chosen from those you enter here for
the payroll.
See: Entering Payment Methods for an Employee Assignment in Oracle HRMS
Workforce, Sourcing, Deployment, and Talent Management Guide
Deleting Payrolls
You can delete a payroll if there are no active employee assignments or element links to
it. However, if you have run processing for a payroll it is not advisable to delete it. If
necessary, define a new payroll and simply discontinue use of the old payroll.
To delete a payroll:
1. Remove any element links or employee assignments to the payroll.
2. Query the payroll in the Payroll window, choose Delete Record and Save.
Setting Up Payroll Contact Information
1. Use the Information Types Security form to add the Payroll Contact Extra
Information Type (EIT) to your Responsibility.
See: Responsibilities, Oracle HRMS Configuring, Reporting, and System Administration
Guide
2. Write a formula to specify your criteria for allocating payroll contacts to employees.
Payrolls 1-15
See: Sample Formula for Payroll Contact, Oracle HRMS FastFormula User Guide
3. Run the Allocate Payroll Contact concurrent program. You supply this program
with date on which the contact becomes effective, and a formula containing the
allocation rules. The program runs as a batch process on all assignments in the
business group.
See Allocating Payroll Contacts, page 1-15
Allocating Payroll Contacts
Use the Allocate Payroll Contact concurrent program to generate payroll contact
information for your employees. Your enterprise can store multiple methods of
allocating a payroll contact. For example, payroll contacts can derive from:
Alphabetical range - where all employees with names from A to E have one named
payroll contact, whereas employees with names from F to J have a different contact.
Organizational criteria - where all employees in the Accounting department have
one named payroll contact whereas employees in the Marketing department have a
different contact.
You store these separate allocation criteria in separate formulas, and then use the
Allocate Payroll Contact concurrent program to select the formula that contains your
preferred criteria.
To allocate payroll contacts:
1. Enter the effective date. The date that you supply determines which assignments
receive a payroll contact. For example, if you enter 18-MAY-2005 the allocation
applies for all assignments with this effective date, provided that they meet the
criteria that your formula specifies..
2. Select the formula that contains your allocation criteria. You can select any formula
of the Payroll Contact type, and these are the only formula types that appear in the
list of values.
3. Click OK.
Alternatively, you can allocate a payroll contact by navigating to the Extra
Assignment Information window, selecting the Payroll Contact information type,
and modifying the payroll contact details in the Details descriptive flexfield.
Adjusting a Balance
Balance adjustments can be made to any user balance and to assignment level
predefined balances. You can make adjustments to balances of any unit type, and when
you adjust a balance there is no requirement for you to carry out further processing
actions. However, Oracle Payroll processes the results of money balance adjustments in
such a way that you can easily pay the value of an adjustment to an employee if you
require.
When you save your adjustment, it processes like a payroll run with just one entry, and
the value you enter becomes a processed run result. When you select a consolidation set
for the adjustment, the system labels the run result for prepayments processing, in the
same way that it labels the results of payroll runs and QuickPay runs.
You adjust balances in the Adjust Balance window.
To adjust a balance:
1. Query the assignment for which you want to adjust the balance.
2. Set the effective date to when you want to adjust the balance.
The window displays your current effective date. If the assignment is to a payroll, it
also displays the corresponding payroll processing period.
3. Select the element whose pay or input values you want to change, and update the
entry values as you require.
4. Select a consolidation set to control further post-run processing.
The default consolidation set displays automatically but you can select another set.
This is a required field even for balance adjustments that do not require further
post-run processing.
5. Check the Costed check box and select the Costing field if you want to cost the
balance adjustment. This enables you to enter costing details by using the Cost
Allocation key flexfield.
6. Save your changes.
Oracle Payroll applies the adjustment by creating a processed run item equivalent
to the adjustment value you entered. The option buttons display the progress of the
adjustment's processing.
Note: If the transaction finally shows Error, check that the units of
measure for the entry values are correct. If they are, consult your
system administrator.
Payroll Payment and Distributions 2-1
2
Payroll Payment and Distributions
Payroll Payment and Distributions Overview
Using Oracle HRMS you can define payment methods for your enterprise and define
any rules for validating or processing the distribution of pay.
Payroll Payment and Distributions in Oracle HRMS
You provide for payment and distribution by defining payment methods for your
enterprise and then specifying which of these organizational payment methods are
valid for the payrolls that you create. This enables you to set up a flexible pattern of
payment in which you can pay individual employees by a single payment method, or
by a combination of valid payment methods.
Key Concepts
To enable you to set up payment and distributions correctly, you need to understand
these key concepts:
Payment methods for your enterprise, page 2-4
Cash Management and Oracle Payroll, page 2-6
Reporting on Payroll Payment and Distributions
See: Reports and Processes in Oracle HRMS, Configuring, Reporting, and System
Payroll Payment and Distributions
You can use Oracle Payroll to calculate the payments and distributions for all your
employees
Can you verify that payments have been made?
Yes. Oracle Payroll is fully integrated with Oracle Cash Management. This enables you
to use Oracle Cash Management to verify that payments have been cashed.
Reconciliation can be applied to payroll checks/cheques and third party checks/cheques.
You can identify which checks/cheques have been cleared and the date on which they
were cleared. You can also view a reconciliation report which shows if voided
checks/cheques appear to have been cashed.
Can Oracle Payroll handle different pay frequencies?
Yes--you can set up different pay frequencies, for example weekly or monthly, so that
you can pay different sets of employees at different intervals. Each payroll can only
have a single pay frequency and you must set up at least one payroll for each pay
frequency that you define.
Multiple payrolls in a Business Group
Note: Semi-monthly is not a valid frequency for UK payroll users.
Can you group employees according to payroll categories in your organization?
You can assign people to any work structure such as an employment category or a
particular location. You can also define a special grouping for your organization. For
example, you can create a group to indicate membership of a union.
Can you set up a payroll to process multiple assignments for an employee?
Yes. If the Multiple Assignment Prepayments has been enabled for your localization,
you will see the Multiple Assignment check box on the Payroll window. The process is
activated by selecting the Multiple Assignment check box.
Do you have flexible control over payment methods?
You can define a payroll to include different types of payment method - for example,
payment by bank transfer, payment by check/cheque, and so on. When you process the
payroll you can then pay the set of employees for that payroll in any of the following
ways:
All employees receive payment by a single default payment method for their
payroll.
Employees receive payment by a combination of the payment methods that you
have defined for their payroll.
Individual employees receive payment that can be distributed between the defined
payment methods in proportions different from those applying to other employees
belonging to the same payroll.
Payment and Distributions
Payment Methods for Your Enterprise
You can define as many payment methods as you require for your enterprise. When
you create a payroll, you can select which of these methods are valid for employees
assigned to that payroll. You select one method as the default method for the payroll.
To choose the payment methods for an individual employee, use the Personal Payment
Method window. If you do not enter any personal payment methods, the employee is
paid by the default method for the payroll.
Payment Methods and Payment Types
Any payment method that you define must belong to one of the payment method types
that your enterprise supports. The most common payment method types are:
Direct Deposit
Check/Cheque
Cash
Your particular enterprise may support a different range of types. Additionally, there
can be local variations within each type. For example, the direct deposit type is NACHA
in the U.S., BACS in the U.K., and BECS in Australia.
However, in all enterprises you can define multiple payment methods for the same
payment method type.
You can also define payment methods for third party payments, such as court-ordered
wage attachments. Third party payments are always made by cheque/check, so
methods for these payments must have the type Cheque (Check).
Valid Payment Methods
A valid payment method is a payment method that:
Belongs to one of the payment method types approved in your enterprise
For example, payments by cash are not allowed in some enterprises.
Is an accepted local variation for your enterprise
For example, U.S. direct deposit payments can be made only by NACHA transfer
and not by BACS
Payment Method Types: Required Information
When you define a payment method, always include the required information for the
payment method type:
Payment Method Type Required Information
Check/Cheque Source bank account name and number.
The source account is the account from which
your enterprise makes the payment.
The payee account details are only known to
the payee. You do not record them in Oracle
Payroll.
Direct Deposit Source and destination account details.
The destination account is the payee account.
Because payments transfer directly to a named
account, Oracle Payroll can make direct
deposits only if you supply source and
destination account details.
Cash Coinage analysis.
If your enterprise makes cash payments, you
use the coinage analysis to specify the
denominations of notes and coins in which
employees receive payment.
Payment Methods and Employees
Each employee must have at least one valid payment method, but you can also use
multiple payment methods for an individual employee.
Payment Methods and Source Bank Accounts
When you pay employees from separate source accounts, each source account must
have a separate payment method. You cannot share a payment method across several
different source bank accounts. However, you can create multiple payment methods for
the same source bank account.
Payment Methods: Summary
Observe these guidelines when defining your payment methods:
Each payroll must have at least one valid payment method.
Each payroll must have a default payment method.
Each employee must have at least one valid payment method.
Each source account must have at least one valid payment method.
Your sequence for defining payment methods and attaching them to a payroll is:
1. Define your organizational payment methods.
See: Defining a Payment Method, page 2-16
2. Link your organizational payment methods to a payroll.
See: Defining a Payroll, Oracle HRMS Payroll Processing Management Guide
Cash Management and Oracle Payroll
Oracle Cash Management manages and controls the enterprise cash cycle. The Cash
Management auto reconciliation matches Oracle Payroll against bank statement lines if
the transaction meets the following criteria:
The Oracle Payroll payment number matches the statement line payment number.
The Oracle Payroll payment amount matches the statement line payment amount.
Cash Management accesses a view of payments generated by Oracle Payroll and
compares it against the information on the bank statement. This process generates error
messages on mismatched transactions.
Each time a new payment method is created, the bank details transfer to Oracle
Accounts Payable. When defining a payment method, you must enter the GL Cash
Account field to work with Cash Management.
Important: Because payment method details are passed to Accounts
Payable from Payroll, it is important to ensure that you are entering
this information correctly. If you inadvertently enter incorrect details,
you could end up with reconciliation issues later.
Cash Management is available only for the Payroll payment methods of
checks/cheques. Cash Management is not available for electronic fund transfers (such as
NACHA in the U.S.).
Oracle Cash Management manages and controls the enterprise cash cycle. The Cash
Management auto reconciliation program matches Oracle Payroll against bank
statement lines if the transaction meets the following criteria:
Important: If you want to use Cash Management fully, you must install
Oracle Accounts Payable and Oracle Accounts Receivable due to the
interdependency of the products. All accounting functions take place in
Accounts Payable and Accounts Receivable, and Cash Management
provides the engine for reconciliation and forecast.
Payslip Region Information
Oracle Payroll provides to ability to customize the content of your employee payslips to
suit your business needs. Prior to making any changes, however, you should review the
default content to best determine what changes you require.
The following tables depict the various Action Information Categories used on the
payslip:
AC Earnings
Name Columns
Primary Balance ACTION_INFORMATION6
Current Amount ACTION_INFORMATION8
YTD Amount ACTION_INFORMATION9
Reporting Name ACTION_INFORMATION10
Current Hours ACTION_INFORMATION11
YTD Hours ACTION_INFORMATION12
Rate ACTION_INFORMATION13
Current Days ACTION_INFORMATION14
YTD Days ACTION_INFORMATION15
Attribute Name ACTION_INFORMATION16
AC Deductions
Name Columns
Attribute Name ACTION_INFORMATION16
Employee Accruals
Name Columns
Accrual Type (such as Sick, Vacation) ACTION_INFORMATION4
Total Balance ACTION_INFORMATION6
Employee Details
Name Column
Employee full name ACTION_INFORMATION1
Legal Employer ID ACTION_INFORMATION2
CURP ACTION_INFORMATION4
Pay Basis ACTION_INFORMATION5
Frequency ACTION_INFORMATION6
Name Column
Grade ACTION_INFORMATION7
Bargaining Unit ACTION_INFORMATION8
Collective Agreement ACTION_INFORMATION9
Employee Number ACTION_INFORMATION10
Employee Start Date ACTION_INFORMATION11
Original Hire Date ACTION_INFORMATION12
Adjusted Service Date ACTION_INFORMATION13
Assignment Number ACTION_INFORMATION14
Organization ACTION_INFORMATION15
Time Period ID ACTION_INFORMATION16
Job ACTION_INFORMATION17
GRE ACTION_INFORMATION18
Position ACTION_INFORMATION19
Contract ACTION_INFORMATION20
Working Hours Start ACTION_INFORMATION21
Working Hours End ACTION_INFORMATION22
Pay Calculation Method ACTION_INFORMATION23
Shift ACTION_INFORMATION24
Employer Phone Number ACTION_INFORMATION25
Hourly Salaried Code ACTION_INFORMATION26
Name Column
Agreement Grade ACTION_INFORMATION27
Proposed Salary ACTION_INFORMATION28
Pay Annualization Factor ACTION_INFORMATION29
Location Code ACTION_INFORMATION30
MX Employee Details
Name Column
Social Security ID ACTION_INFORMATION1
RFC ID ACTION_INFORMATION2
IDW ACTION_INFORMATION3
MX Employer Details
Name Column
Legal Employer or GRE ID ACTION_INFORMATION1
Employer Legal Name ACTION_INFORMATION2
Social Security Employer ID ACTION_INFORMATION3
RFC Employer ID ACTION_INFORMATION4
MX Summary Current
Name Coumn
Gross Earnings ACTION_INFORMATION1
Taxes ACTION_INFORMATION2
Deductions ACTION_INFORMATION3
Net Pay ACTION_INFORMATION4
MX Summary YTD
Name Column
Gross Earnings ACTION_INFORMATION1
Taxes ACTION_INFORMATION2
Deductions ACTION_INFORMATION3
Net Pay ACTION_INFORMATION4
Employee Other Information
Name Column
Organization ID/Business Group
(Organization or Business Group level at
which the information is specified)
ACTION_INFORMATION1
Info Type (Message, Balance, or Element) ACTION_INFORMATION2
Name ACTION_INFORMATION4
Value Type ACTION_INFORMATION5
Name Column
Value ACTION_INFORMATION6
Element Type ID ACTION_INFORMATION7
Input Value ID ACTION_INFORMATION8
Balance Type ID ACTION_INFORMATION9
Dimension ACTION_INFORMATION10
MX Tax Calculation Details
Name Column
Address Details
Name Column
Organization ID/Person ID
(Organization or Person, depending on
whether the Address Type is "Employee
Address" or "Employer Address")
ACTION_INFORMATION1
Address Line 1 ACTION_INFORMATION5
Name Column
Town or City ACTION_INFORMATION8
Region 1 ACTION_INFORMATION9
Postal Code ACTION_INFORMATION12
Country ACTION_INFORMATION13
Address Type (Employee or Employer) ACTION_INFORMATION14
Employee Net Pay Distribution
Name Column
Organization Payment Method ID ACTION_INFORMATION1
Personal Payment Method ID ACTION_INFORMATION2
Cheque/Deposit Number ACTION_INFORMATION4
Segment1 ACTION_INFORMATION5
Name Column
Prepayment ID ACTION_INFORMATION15
Value ACTION_INFORMATION16
Prepayment Assignment Action ACTION_INFORMATION17
Org Payment Method Name ACTION_INFORMATION18
See: Setting Up Payslip Information and Generating Payslips, page 2-24
Statement of Earnings Region Information
Oracle Payroll provides to ability to customize the content of your Statement of
Earnings to suit your business needs. Prior to making any changes, however, you
should review the default content to best determine what changes you require.
The following table depicts the various boxes and fields on the Statement of Earnings
and indicates where Oracle Payroll draws the appropriate balances to complete the
report:
Region Number Region Sub-Region Region Name Archiver
Source
1 Employer
Details
MX Employer
Details
2 Choose a Payslip Employee
Details
Region Number Region Sub-Region Region Name Archiver
Source
3 Payslip Details Payslip Details
Address
Details
MX
Employee
Details
Employee
Details
3 Payslip Details 1 Pay Period and
Salary
3 Payslip Details 2 Summary MX Summary
Current
MX Summary
YTD
3 Payslip Details 3 Hours and
Earnings
AC Earnings
3 Payslip Details 4 Taxes MX Tax
Calculation
Details
3 Payslip Details 5 After Tax
Deductions
AC Deductions
3 Payslip Details 6 Accruals Employee
Accruals
3 Payslip Details 7 Net Pay
Distribution
Employee Net
Pay Distribution
3 Payslip Details 8 Other
Information
Employee Other
Information
See: Setting Up Statement of Earnings Information, page 2-21
Defining a Payment Method
Use the Organizational Payment Method window to define payment methods for your
enterprise.
From this window, you:
Supply the name and starting date of your payment method.
Enter the details of the source bank account from which your enterprise makes the
payment.
Specify the General Ledger (GL) accounts that hold reconciliation and error details
for the payment method.
Handle costing for the payment method. For example, you can specify whether to
transfer the costs to GL and whether costing applies to cleared payments only,
uncleared payments only, or a combination of cleared and uncleared payments.
Confirm that your source bank account in Oracle Payroll is the same bank account
that Oracle Cash Management uses to clear your payments. This confirmation
assures you that you are operating with a single consistent bank account rather than
with duplicate accounts that introduce accounting errors.
To define a payment method:
Supply a name and start date for your payment method
1. Set your effective date so that it reflects the date when you want to begin using this
payment method.
2. Enter a name for the payment method, and select the payment method type.
For a third-party payment method, always select the type Check/Cheque. The
default currency for your business group appears automatically.
3. If an alternative currency exists for your payment method, select it.
4. If your payment method controls payments to a third party such as a benefits
carrier or garnishment receiver, check the Third Party Payment box.
Enter the source bank details for your payment method
5. Navigate to the Source Bank tab. The Country for your source bank account
appears automatically.
6. Enter the Bank Details field to open the Bank Details window. Enter information
about the account from which your enterprise intends to make payments.
If you are using Cash Management, include the following information:
Account Name
Account Number
Type
Bank Name: If this already exists, enter the name exactly as it appears in
Accounts Payable.
Branch: If this already exists, enter the name exactly as it appears in Accounts
Payable.
Ensure that you enter any additional bank details that are specific to your
enterprise. For example, bank details for U.S. payment methods always require a
transit code. The transit code, or transit routing number is the nine-digit number
that identifies the financial institution. If the transit code is incorrect, the funds will
not be posted to the account.
Warning: Always review the account setup for Oracle Accounts
Payable before you define the account in Oracle Payroll. The details
for your Payroll account must exactly match the account details in
Accounts Payable. Otherwise, Accounts Payable creates an extra
account with marginally different details. This duplicate account
introduces errors when you reconcile payments between Payroll
and Accounts Payable.
Specify what type of payments to cost for this payment method
7. Navigate to the Costing tab. Each check box indicates a particular type of payment.
Check the boxes for each type of payment that you want to cost. When you
subsequently run the Costing of Payment process, it costs each type of payment as
you have indicated. The entries that you make for an individual check box can
imply automatic checking of related boxes. Your choices are:
Cost Payment: Check this box to specify that you want to cost only uncleared
payments for this payment method.
Cost Cleared Payment: Check this box to specify that you want to cost only
cleared payments for this payment method. If you check this box, the Cost
Payment box is also checked by default.
Cost Cleared Voided Payment only: Check this box to specify that you want to
cost any voided payments that have also been cleared by Oracle Cash
Management. If you check this box, the Cost Payment and Cost Cleared
Payment boxes are also checked by default.
Exclude External/Manual Payment: Check this box to exclude any
external/manual payments from costing. This exclusion is useful if you are
using this payment method as a dummy payment method to cancel a previous
payment, or if you are making a payment by cash. If you check this box, the
Cost Payment box is also checked by default.
Transfer to GL: Check this box to specify that costed payments should transfer
to General Ledger. If you check this box, the Cost Payment box is also checked
by default.
Specify the GL accounts for this payment method
8. Navigate to the General Ledger tab.
9. Select Ledger to indicate the ledger to use if you intend to reconcile payments using
Oracle Cash Management.
10. Select the GL Control Account.
11. Select GL Cash Account to indicate which cash account to use for the reconciliation
of payments.
The entry for Description appears automatically by default, depending on what you
enter in the GL Cash Account details.
12. Select the Cash Clearing Account.
13. Select the Error Account.
When you first specify the GL accounts for a bank account, these then become the
default GL accounts for any other payment methods that use the same bank
account. The defaults apply for all new payment methods using the bank account.
They also apply retrospectively for any existing payment methods that were
already using the same account. However, you can override these defaults by
entering your preferred GL accounts on the General Ledger tab.
At this point, check that your Payroll setup and Cash Management setup are fully
integrated.
Confirm that you can reconcile payments in Cash Management
14. Navigate to the Cash Management tab. You cannot change the information on this
tab, but you can confirm that your GL accounts are correct.
15. To confirm that Oracle Cash Management is operating with the same source bank
account that you are using in Oracle Payroll, view the check box. If the box is
checked, then Oracle Cash Management holds the bank account for this payment
method, and you can reconcile payments knowing that you are using an identical
account in Payroll, and in Cash Management.
However, if the box is not checked, this indicates that Oracle Cash Management
does not hold the details for your Payroll account. This may indicate that duplicate
accounts exist and you should exercise caution when you reconcile your payments.
Enter further information for the payment method
16. Enter further information to determine how to process this payment method. Click
in the Further Information field to see the range of further information for your
enterprise.
Setting up Direct Deposit
Until CLABE is implemented, each bank in Mexico has its own format for payroll
account management. Oracle Payroll supports the direct deposit formats for the
following banks:
Banamex-Citybank
BBVA-Bancomer
Inbursa
Santander-Serfin
You define direct deposit as a payment method during payroll definition. Follow these
instructions as an addendum to the Defining a Payment Method, page 2-16 procedure.
To set up direct deposit for a Mexican payroll:
1. Follow the instructions provided in Defining a Payment Method, page 2-16.
Select Direct Deposit as the payment type.
2. Select the Bank Details field.
The MX Bank Details window opens.
3. Specify your bank's abbreviation.
Supported abbreviations are:
Bank Abbreviation Code
Citibank-Banamex BANAMEX
BBVA Bancomer BBVA
Bank Abbreviation Code
Inbursa INBURSA
Santander-Serfin SANTANDER
4. Specify the rest of your account information.
5. Click OK, and then save.
Setting Up a Global Statement of Earnings (SOE)
Oracle HRMS enables you to view the online statement of earnings. To enable the
correct display of values on your statement of earnings, you must complete each of
these setup steps.
To set up the global statement of earnings:
1. Create a user category through the lookup SOE_USER_CATEGORY.
See: Creating User Types and Statuses, Oracle HRMS Configuring, Reporting, and
2. Set the value of the user category that you created as the profile value for the profile
PAY: Statement of Earnings User Category.
See: User Profiles, Oracle HRMS Configuring, Reporting, and System Administration
Guide
3. Add the predefined element sets for your earnings and deductions to the SOE
Information EIT at the business group level.
Swedish users only: Ensure that you have enabled your elements to display a code.
You do this at the business group level by entering Extra Element Details for each
element. When you select the EIT, you can make a further selection of Element
Name, and specify a code for your selected element. This ensures that your SOE
displays the element code in the earnings, deductions, and information regions.
See: Business Group: Entering SOE Information, Oracle HRMS Enterprise and
4. Create an element set containing all the elements that you want to see displayed in
the information region of the SOE.
For South Africa only: The Information region has been renamed to Fringe Benefits
and Other Non Payments region. You use the predefined ZA SOE Fringe Benefits
and Other Non Payments element set to display information in that region. You
enter this element set in the Elements 3 field when you define your SOE
Information at business group level.
The South African localization does not use balance attribution.
Users should now restart the Apache server as instructed in the final step.
5. Complete the SOE Detail Information EIT by adding the elements in your element
set, and the SOE display balances to the EIT at the business group level.
See: Business Group: Entering SOE Detail Information, Oracle HRMS Enterprise and
6. Link the predefined SOE balance attribute to your business group. The attribute
name is likely to have a leading localization code followed by the stem
_SOE_BALANCE_ATTRIBUTES.
7. Define the attributes for your SOE balances.
8. Restart the Apache server and then check the SOE to ensure that the SOE displays
the requirements that you selected.
Running the Enable or Disable Global SOE Process
You use this process to determine how your statements of earnings are displayed. You
have a choice of the forms-based SOE, or the global SOE which is framework-based and
readily customizable. You can either:
Enable the global SOE if you want to override the forms-based default
Disable the global SOE if you prefer to continue using the old forms-based format
You run the Enable or Disable Global SOE process from the Submit Request window.
To run the Enable or Disable Global SOE:
1. Select the Enable or Disable Global SOE process in the name field.
2. Enter whether you want to Disable or Enable the Global SOE in the parameters
window.
3. Click OK and choose the Submit button.
Setting Up Statement of Earnings Information
Oracle Payroll enables you to view an employee's statement of earnings (SOE) online.
You are able to view:
Employee earnings
Deductions and tax withheld
State employer liabilities
Customization of the SOE is different from payslip configuration. The SOE uses live
data, generated at run-time, while the payslip relies on archived data.
Note: Prior to making any changes, you should review the default
content to best determine what changes you require.
See: Statement of Earnings Region Information, page 2-14
To customize which elements you want to appear within the SOE:
1. Navigate to the Balance window, and query for the name of the element you want
to add or remote to the SOE.
2. Click Attributes.
3. Click on a new row under Attribute, and choose the field you want to display from
the list of values. This represents where on the SOE this new information will
appear.
4. Choose a dimension from the list of values.
5. To delete an entry, select the row and click Delete.
Viewing Statement of Earnings
Oracle Payroll enables you to view an employee's statement of earnings (pay advice)
without having to run the Pay Advice report.
You do this using the Statement of Earnings window.
There are various ways to access statement of earnings information. The information
displayed may vary depending on whether you have run the PrePayments process or
just a payroll run.
The information displayed in the Statement of Earnings window may or may not reflect
the information in the printed pay advice, depending on when you last ran the Payroll
Archiver. The Statement of Earnings (SOE) uses live information from the database,
while the Payslip is dependent on archived data. Therefore, the SOE includes
back-dated adjustments but not pay advice.
Note: If an employer has issued a termination cheque to an employee,
that employee cannot see the results of the termination cheque.
If you are processing Multiple Assignment Payments, then the PrePayment SOE
displays consolidated earnings and deductions information. The header information
displayed on the SOE is obtained from the primary assignment; however, if this
assignment is not processed, then the header information is taken from the first
assignment processed in the PrePayment process.
To view the online SOE by payroll:
1. Navigate to the Payroll Process Results window.
2. Specify the name, run date, and action type for the payroll you want to query.
3. Click Find.
4. Select the pay period you want to view, and click Assignment Process.
5. Select the name of the employee for whom you want to view the SOE, and click
SOE Report.
To view the online SOE by assignment:
1. Navigate to the Assignment Process Results window.
2. Specify the name and payroll period for the employee you want to query.
3. Click Find.
4. Select the Type, and click SOE.
To view the most recently run QuickPay results:
1. From the Assignment window, choose Others and select QuickPay.
2. Choose View Results, and select Statement of Earnings from the View Results
window.
To view SOE information without running PrePayments:
1. See: Viewing Assignment Process Results for an Assignment or Viewing
Assignment Process Results for a Payroll Assignment.
Setting Up Payslip Information and Generating Payslips
You need to identify any additional information you want to appear on your payslips
using payslip balances and elements. Once you've identified the information to archive
and display, run your regular payment and archive processes and generate your
payslip for printing or viewing online.
To set up your payslip:
1. Select the payslip balances and elements to be included in your payslips.
See: Entering Payslip Information, Oracle HRMS Enterprise and Workforce
Management Guide
For UK, Netherlands, and South Africa: Enter the information balances and
elements through the following:
See: Identifying Balances for the Payslip, Oracle HRMS Enterprise and Workforce
Management Guide and Identifying Elements for the Payslip, Oracle HRMS Enterprise
and Workforce Management Guide
For Ireland: Enter the balances and elements information in the SOE Balances and
SOE Elements windows.
See: Selecting SOE Balances, Oracle HRMS Enterprise and Workforce Management
Guide (Ireland) and Selecting SOE Elements, Oracle HRMS Enterprise and Workforce
Management Guide (Ireland)
2. For online payslips, enter self-service preference information to indicate how you
want to view them. You can specify these settings at the organization, location, and
person levels.
See: Entering Self-Service Preference Information, Oracle HRMS Enterprise and
Workforce Management Guide, Location Extra Information Types, Oracle HRMS
Enterprise and Workforce Management Guide, and Person Extra Information Types,
Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide
3. Configure your online payslip to view through Oracle Self-Service.
See: Online Payslip, Oracle HRMS Deploy Self-Service Capability Guide
Mexico and UAE only: Oracle Payroll uses an RTF template to produce the online
payslip through XML Publisher. You can use the default template or create your
own.
See: Oracle XML Publisher Users Guide
For Ireland: To include the regular payment date of the payroll period in your
online payslip, set the Visible property of the Regular Payment Date field to Yes.
4. Mexico and UAE only: Oracle Payroll provides the ability to customize the content
of your employee payslips to suit your business needs. Prior to making any
changes, however, you should review the default content to best determine what
changes you require. See: Payslip Region Information, page 2-7
To change balances or include additional balances on the payslip:
1. From the Total Compensation menu, select Basic and then Balance.
2. Query for the element whose balance you want to add, and click Attribute.
3. Click on a new row under Attribute, and choose the attribute you want to
display from the list of values. This represents where the current balance will
appear on the payslip.
4. Choose a dimension from the list of values.
5. To delete an entry, select the row and click Delete.
Note: These changes do not take effect on the payslip until you
rerun the Payroll Archiver Process for the affected payroll period.
Generating the Payslip
You must have completed the payroll runs, prepayments, and payment processes prior
to generating the payslip.
5. Run the archive process to gather the latest payroll information.
See: Extracting Information to Appear on the Payslip, page 2-25
6. You can view the payslip online through Self-Service.
7. Print your payslips in the usual way. Users in the Netherlands and China, run the
payslip report to produce a formatted report ready for printing and sending out to
your employees.
See: Printing the Payslip, page 4-20
Extracting Information to Appear on the Payslip
You run the payslip archive process to extract and gather relevant information to
appear on your employees' payslips. The archiver accesses the payslip information for
the dates you select and copies the information across to storage archive tables, where it
is picked up and converted into a format for printing and distributing to employees or
for viewing online through the self service application.
Run this process after each payroll period to enable Self-Service. You must complete the
payroll runs, prepayments, and payment processes before you can run the payslip
archive process.
Netherlands, US, and Mexico only: If you are producing paper reports, use this process
to view your current payslip.
Run the payslip archiver from the Submit Request window.
To run the payslip archiver:
1. Select your country's payslip archive process in the Name field.
Canada, China, and Netherlands: Select the Payslip Archiver.
India: Select the Payroll Reports Archive (India).
Ireland: Select the IE Legislative Reports Generator. See: Running the Legislative
Reports Generator, Oracle HRMS Payroll Processing Management Guide (Ireland)
Mexico: Select the Payroll Archiver. See: Managing the Payroll Archiver, page 4-24
South Africa: See: Pay Advice Generation - Self Service (South Africa), Oracle
HRMS Payroll Processing Management Guide (South Africa)
UK: See: Payslip Generation Self-Service, Oracle HRMS Payroll Processing
Management Guide (UK)
US: See: Managing the Payroll Archive, Oracle HRMS Payroll Processing Management
Guide
2. In the Parameters window, select a payroll name and consolidation set. This selects
the employees for whom you want to run the report. When you select a payroll, the
default consolidation set is displayed.
3. Enter the start and end dates for the period of time you want the information
extracted. You typically run this process for the same dates you ran your payroll.
4. Choose Submit.
Payroll Statutory Deductions and Reporting 3-1
3
Payroll Statutory Deductions and Reporting
Payroll Statutory Deductions and Reporting Overview
Oracle Payroll enables you to calculate an employer's tax liability and deduct the
appropriate sums from employee earnings. You can calculate employer and employee
tax liabilities for all the taxes and statutory deductions that are applicable to your
country. For example, this includes employer liability for state taxes such as State
Unemployment Insurance and employee liability for federal, state and local taxes in the
US, PAYE and NIC in the UK, PAYE and PRSI in Ireland, Social Security,
Unemployment and Complementary Pension in France, Standard and Special tax and
Social Insurance in the Netherlands, and so on.
In each instance, Oracle Payroll enables you to enter details of the tax liability and
process it at regular intervals.
Reporting on Payroll Statutory Deductions
See: Reports and Processes in Oracle HRMS, Oracle HRMS Configuring, Reporting, and
Payroll Statutory Deductions and Reporting
Oracle Payroll allows you to process tax and insurance deductions for employers and
employees, and helps you comply with the legislative requirements applying to your
organization.
Is Oracle Payroll flexible enough to calculate different legislative taxes?
Yes. Oracle Payroll supports many country specific models of taxation, including the
local, federal and state tax requirements of organizations operating in the US.
Is the entry of tax details flexible enough to meet my organizational needs?
Yes. You can calculate taxes for different types of employer to represent the diversity of
your organization. You can also make retrospective adjustments to allow for
overpayments and underpayments.
Is Oracle Payroll capable of processing the latest taxation updates?
Yes. The details of taxation policy and social security entitlements are constantly
changing, but Oracle Payroll is always promptly updated so that your processing
includes the most recent updates.
Can Oracle Payroll transmit PAYE information electronically? (UK only)
Yes. EDI allows two-way electronic transmission of documents between the Inland
Revenue and employers. Oracle UK Payroll has developed a specified formatted file
that, if used in conjunction with third party software, can be transmitted electronically
to the Inland Revenue.
Can you record P11D details and submit an annual return? (UK Only)
You can use Oracle HR to update your records throughout the year to show all the
Class 1A National Insurance contributions for which your organization is liable. You
can make this information available to employees so that they can their NI liabilities.
You can then generate a report to view the final details and you can submit the
complete and validated records to the Inland Revenue to comply with all reporting
requirements.
State and Federal Taxes
Tax on Income (ISR)
Tax on Income (ISR) is the federal income tax. Employers are obligated to withhold the
tax from the employee and must pay this tax liability every month (in the month
following the pay). The calculation of ISR requires many components and sequential
steps in order to determine the proper amount of tax. The system automatically
performs all calculation routines when you run the Payroll Run process or QuickPay.
When setting up your payroll, you must choose between using the delivered ISR Tax
Rates Statutory tables (valid for the current tax reporting year) or defining your own
tables. All tables are available through the User Defined Table Structure.
The ISR Tax Calculation process determines the proper amount of federal income tax to
be withheld from the employee. Oracle Payroll automatically performs all of the
calculation routines in the Payroll Run process.
See: Viewing Statutory Tables, page 3-5 and Defining Custom Tax Tables, page 3-7
Predefined Elements
The Mexico Tax predefined element triggers the ISR calculation. You must associate this
element to each employee assignment by selecting the Standard Link option in the
Elements window.
See: Defining Element Links, Oracle HRMS Compensation and Benefits Management Guide
The payroll run uses the following elements to support ISR calculation and to maintain
ISR-specific balances:
ISR Calculated
ISR Credit to Salary Paid
ISR Creditable Subsidy
ISR Non Creditable Subsidy
ISR Withheld
ISR Amends
Use these balances when performing any tax balance adjustments.
ISR Withholdings
You can view an employee's ISR withholdings on the Statement of Earnings (SOE) and
on the payslip. Additionally, you can further customize both of these documents to
display other balances related to ISR calculation.
See: Setting Up Payslip Information and Generating Payslips, page 2-24 and Setting Up
Statement of Earnings Information, page 2-21
Statutory Tables
Oracle Payroll provides the following statutory tables. These tables store the rates used
during ISR tax calculation.
Credit to Salary Table
ISR Tax Rate
Subsidy Table
Oracle Payroll also provides Monthly statutory tables for the calculation of Amends and
non-periodic payments (Article 142 earnings).
See: Viewing and Using Statutory Tables, page 3-5
User-Defined Tax Tables
Employers have a choice when calculating their ISR taxes. They can use the tax tables
delivered with Oracle Payroll, or they can define and use their own.
See: Defining Custom Tax Tables, page 3-7
State Taxes
Mexico's states calculate their employer's liabilities with one of four methods:
Flat rate
No state tax
Rate based on number of employees
Rate based on subject earnings
Predefined Element
The Employer State Tax predefined element triggers the state tax calculation. Associate
this element to each employee assignment, even if you have employees in states with no
taxes or with special configuration requirements. To link this element to all
assignments, select the Standard Link option in the Elements window.
Tax Rate Based on Number of Employees
States that calculate their employer liabilities based on the number of employees may
require you to perform an update of your organization definition before you run your
payroll.
See: Legal Employer: Employee Head Count, Oracle HRMS Enterprise and Workforce
Management Guide
Tax Rate Based on Subject Earnings
The state of Chihuahua bases its tax rates on the total subject earnings for all employees
within the Legal Employer. Because this information is not available until after the
payroll run, Oracle Payroll cannot manage this type of liability.
For instructions on how to manage this tax method, see: Chihuahua State Tax
Configuration, page 3-9
Customizing State Tax Rates and Tables
While Oracle Payroll supports the most current state tax tables, you can override these
values to suit your business needs.
For states with flat taxes, you can change the tax rates. For states with variable tax rates,
you can define and use custom tax tables.
See: Overriding State Taxes, page 3-10
Viewing and Using Statutory ISR Tables
Oracle Payroll provides the following statutory tables. These tables store the rates used
during ISR tax calculation.
MX_ISR_CREDIT_TO_SALARY_TABLES: Contains all values for ISR credit to
salary.
MX_ISR_SUBSIDY_TABLES: Contains all values for the ISR tax subsidy.
MX_ISR_TABLES: Contains the values for ISR tax rates.
To view the ISR statutory tables:
1. Navigate to the Table Values window.
2. Execute a query with ISR% in the Table field.
All tables associated with ISR display:
ISR Law Article Frequency Table Name
113 Weekly ISR Rates_Week
Semi-Monthly ISR Rates_SemiMonth
Monthly ISR Rates_Month
114 Weekly ISR Subisdy_Week
Semi-Monthly ISR Subisdy_SemiMonth
Monthly ISR Subisdy_Month
Weekly ISR Credit to Salary_Week
115 Semi-Monthly ISR Credit to
Salary_SemiMonth
Monthly ISR Credit to Salary_Month
177 Annual ISR Rates_Annual
178 Annual ISR Subsidy_Annual
See: Entering Table Values, Oracle HRMS Configuring, Reporting, and System
To assign tables to a payroll:
When assigning tables to a payroll, you can use the seeded tables or you can create your
own.
See: Defining Custom ISR Tax Tables, page 3-7
1. Navigate to the Further Information Payroll flex-fields.
2. Assign tables to each of the fields:
ISR Tax Rate
ISR Tax Subsidy
ISR Tax Rate (Annual)
ISR Tax Subsidy (Annual)
ISR Credit to Salary (Annual)
For bi-weekly payrolls, you must convert the weekly tables.
Use the annual tables for the annual Tax Adjustment Run.
Note: These tables use the User Defined Table Structure.
3. To calculate taxes for amends and non-periodic payments (Article 142 earnings),
assign tables to the following fields:
ISR Tax Month Rate
ISR Tax Month Subsidy
ISR Month Credit to Salary
If you leave these fields blank, Oracle Payroll uses the periodic tables you selected
above to calculate the monthly earnings.
4. Click OK, and save your work.
Defining Custom ISR Tax Tables
Mexican employers have a choice when calculating their ISR taxes. They can use the tax
tables delivered with Oracle Payroll, or they can define and use their own.
For details on defining and using custom tax tables, see: User-Defined Tables, Oracle
HRMS Payroll Processing Management Guide, Setting Up User Tables, Columns and
Rows, Oracle HRMS Payroll Processing Management Guide, and Entering Table Values,
Oracle HRMS Payroll Processing Management Guide
To define custom tax tables:
1. Add the table names to the Look Up codes, page 3-8 (used for translation).
2. Define the appropriate table structure, page 3-8, using the name defined in the
Look Up codes (copy the original set up).
3. Define the appropriate table values, page 3-9.
4. Select your new table in the Payroll setup, page 3-9.
To add table names to the Look Up codes:
1. Open the Application Utilities Lookups window.
2. In the Type field, query for MX_ISR_TABLES%.
There are three delivered tables:
ISR Rates_Annual
ISR Rates_Month
ISR Rates_Week
3. Click New to clear these tables.
4. Specify the Code and Meaning for your new tables.
5. Select Enabled for each.
6. Save your work.
To define the table structure:
1. Open the Table Structure window.
2. Query for the ISR Rates_% table.
The seeded tables display.
Selecting Columns for each table displays the following values:
Fixed Rate
Lower Bound
Marginal Rate
Selecting Rows for each table displays the following values:
Sequence
Lower Bound
Upper Bound
3. DateTrack to the Effective Date for your new table.
4. Copy this original setup for the new table structure you want to define.
5. Specify a sequence number for each entry in the table.
6. Specify your lower bound and upper bound amounts.
7. Save your work.
To define the table values:
1. Open the Table Values window.
2. Query for the new table name.
3. Specify the lower bound, upper bound, and values.
4. Save your work.
To apply your new tables to a payroll:
1. Navigate to the Payroll Description window.
2. DateTrack to the effective date of your payroll.
3. Define your payroll, or execute a query to retrieve your existing payroll.
4. Click Further Information.
5. Attach the tables you defined.
See: Further Payroll Information Window, page 1-6
Chihuahua State Tax Configuration
The state of Chihuahua calculates its state taxes based on the total subject earnings for
all employees within the legal employer. Therefore, you cannot calculate them until
after the payroll run, and Oracle Payroll cannot automatically deduct this liability as
part of the run. However, you can display Chihuahua state tax deductions in
post-payroll reports (such as the Tax Remittance Report).
For Oracle General Ledger users, Oracle Payroll does not automatically make your GL
entries for Chihuahua employer taxes. You must make these entries manually.
To calculate Chihuahua employer tax liabilities:
1. Run your payroll and calculate your subject wages.
2. Report the liability on the Tax Remittance Report.
3. Multiply the rate to calculate your liability.
4. Make your GL entries for these liabilities.
Use the Tax Remittance Report to assist you.
Overriding State Taxes
Oracle HRMS for Mexico supports all of the current state tax tables. However, you can
override them to suit your business needs.
Overriding Flat Rate State Taxes:
If you have employees working in states with a flat tax rate, and you want to override
that rate:
1. See Legal Employer: State Tax Rules, Oracle HRMS Enterprise and Workforce
Management Guide for instructions on how to specify the new rate.
Overriding Variable Rate State Taxes and Defining Custom Tax Tables:
If you have employees working in Chihuahua, Hidalgo, Oaxaca, and/or Zacatecas, you
have a choice when calculating your variable rate state taxes. You can use the tax tables
delivered with Oracle Payroll, or you can define and use your own.
To define custom state tax tables:
1. Add the table names to the Look Up codes, page 3-10 (used for translation)
2. Define the appropriate table structure, page 3-11, using the name defined in the
Look Up codes (copy the original set up)
3. Define the appropriate table values, page 3-12
4. Enable your new table in your organization, Oracle HRMS Enterprise and Workforce
Management Guide
To add table names to the lookup codes:
1. Open the Application Utilities Lookups window.
2. In the Type field, query for MX_STATE_TAX_RATE_TABLE.
There are three delivered tables:
STATE_TAX_RATES_CHIH
STATE_TAX_RATES_HGO
STATE_TAX_RATES_OAX
STATE_TAX_RATES_ZAC
3. Click New to clear these tables.
4. Specify the Code and Meaning for your new tables.
5. Select Enabled for each.
6. Save your work.
To define the table structure:
1. Open the Table Structure window.
2. Query for the STATE_TAX_RATES_% table.
The seeded tables display.
Selecting Columns for each table displays the following values:
Fixed Rate
Lower Bound
Marginal Rate
Selecting Rows for each table displays the following values:
Sequence
Lower Bound
Upper Bound
3. Set your date to the effective date of your new table.
4. Copy this original setup for the new table structure you want to define.
5. Specify a sequence number for each entry in the table.
6. Specify your lower bound and upper bound amounts.
7. Save your work.
To define the table values:
1. Open the Table Values window.
2. Query for the new table name.
3. Specify the lower bound, upper bound, and values.
4. Save your work.
Integrated Daily Wage
Integrated Daily Wage Overview
The Integrated Daily Wage (IDW) is a calculation of the fixed and variable earnings of
every working day for an employee during a given period. The Social Security agencies
use IDW to track activity on new hires and salary changes and calculate
employee/employer Social Security contributions.
IDW is required for Social Security Affiliation reporting and calculation of the
INFONAVIT Housing Fund. The IDW value is derived data used in the statutory
reports and must appear in all DISPMAG reports.
Variable Rate Calculation
The variable portion is based on:
Commission
Overtime
You calculate the variable portion by adding all variable earnings paid during the 2
previous months and dividing them by the number of days of wage for the same
months. By default, the days per month is 30, although you can override this setting at
the GRE level. Calculation of variable IDW requires a successful payroll run.
Employees with variable IDW changes are reported to the Social Security Institute at the
end of a bi-monthly reporting period (end of February, April, June, August, October,
and December).
Oracle maintains the variable earnings using the "IDW Variable Basis Eligible Comp"
balance.
See: GRE/Legal Entity: Entering Social Security Details, Oracle HRMS Enterprise and
Fixed Rate Calculation
There are two methods for calculating the fixed portion of the IDW: Earnings method
and Factor Table method.
Earnings Method
This method derives the IDW from the earnings as you have defined them in HRMS:
Salary
Vacation Premium
Christmas Bonus
In this method, you calculate the fixed portion by adding all fixed earnings for the year
and dividing by either 364 (for weekly/biweekly payrolls) or 360 (for semi-monthly and
monthly payrolls). You can derive this value independent of a payroll run.
When configuring the legal employer, you specify the average days per month/average
days per year for your organization. Oracle Payroll uses this override for IDW
calculations.
See: Legal Employer: Entering Tax Registration Information, Oracle HRMS Enterprise
and Workforce Management Guide
Factor Table Method
This method derives the IDW based on a factor. This factor is calculated based on a user
table that defines an employee's days of Christmas bonus, vacation days, other
earnings, and IDW factor based on their years of seniority. You then calculate the fixed
portion by multiplying the employee's daily salary by the IDW factor.
Employee Seniority
Some benefits depend on Employee Seniority therefore every time the Employee's
benefits change the IDW will change too. There are three start dates in the Person form
that can be used for seniority purposes:
Start Date Description
Original Hire Date Hire date when employee started working for
the company.
Date First Hired An example of when this field is used is when
a company is acquired or merged with
another company. The employee's Hire Date
before the merge took place is entered here.
Adjusted Service Date Used when an employee leaves a company for
a period of time and returns to same
company. If entered, the "Adjust Service Date"
will be used to determine seniority. If no value
is entered then "Date First Hired" will be used.
If the "Date First Hired" field does not contain
a value, then the value from the "Original Hire
Date" field will be used.
Element Design Wizard
The Element Design Wizard provides required fields in support of IDW. Populating
these fields will satisfy IDW requirements.
The Element Design Wizard is the recommended method for IDW and element setup.
See: Defining Earnings and Deductions Elements, Oracle HRMS Compensation and
Benefits Management Guide
IDW Element
Oracle Payroll uses the Integrated Daily Wage element to calculate IDW in the payroll
run. You should standard link this element to the assignments that need to compute
IDW and Social Security imputations.
The Integrated Daily Wage element creates run results for fixed, variable, and combined
salaries.
The Element Fast Formula is called: INTEGRATED_DAILY_WAGE.
Balances
Eligible compensation for Variable IDW is based on the Secondary Classification
element.
The "IDW Variable Bases Eligible Comp" balance is composed of feeds from the
following Secondary Classifications:
Earnings: Eligible compensation for IDW (Variable basis)
Supplemental Earnings: Eligible compensation for IDW (Variable basis)
Imputed Earnings: Eligible compensation for IDW (Variable basis)
Tables
The PQP_CONTRACT_TYPES user defined table is used internally in the IDW
Calculation.
The following columns in the table will be used:
Annual Hours
This is the number of hours worked per year under this contract. It is used to
convert rates to hourly rates.
Days Divisor
This is the number of days worked in a year under this contract. It is used to
convert rates to daily rates.
Weekly Payroll Divisor
Monthly Payroll Divisor
The last two columns are the number of periods per year used to convert a periodic
value into an annual value when you select "Periodic - Payroll Frequency" as the time
dimension in the element definition and the employee has a payroll frequency of
Calendar Month/Week respectively.
The PQP_CONTRACT_TYPES table contains two delivered rows:
WEEKLY PAYROLL: Used for Weekly/Bi-Weekly payroll IDW CALCULATION
MONTHLY PAYROLL: Used for Monthly/Semi-monthly payroll IDW
CALCULATION
Oracle HRMS generates a row for each GRE or Legal Employer that has overrides
specified for number of days in year/month. This row is generated, if required, during
IDW derivation. The row is named "IDW CALCULATION (GRE: organization ID)" or
"IDW CALCULATION (LE: organization ID)," where organization id refers to the
organization_id of the GRE or the Legal Employer organization.
Lookups
The MX_IDW_FACTOR_TABLES Lookup Type has been delivered to support the
"Factor Table Method" to compute the IDW fixed portion.
Functions
A new function called GET_IDW is delivered, with various modes of functioning. Each
mode is unique to the IDW calculation needs. Get_IDW is used in DISPMAG reporting
and Social Security Quota calculation. The function is called in the following modes:
REPORT: For New Hire Report/Social Security Quota
BIMONTH_REPORT: For Bimonthly Reporting
CALC: For IDW Calculation in the payroll run
Setting Up IDW
Whenever you create an element through the Element Design Wizard, you are setting
up your installation for IDW calculation and reporting. The Element Design Wizard
includes required parameters that configures those elements for IDW.
Configure the Integrated Daily Wage element:
The Integrated Daily Wage predefined element calculates the IDW within the payroll
run, and you must associate this element to each employee assignment by selecting the
Standard Link option in the Elements window.
IDW is the integration of the employee daily earnings; therefore, its value depends on
how you configured the earnings. Some earnings parameters and sub-classifications
directly affect the IDW calculation:
Earnings:Eligible Compensation for Amends (Fixed Basis)
Earnings:Eligible Compensation for Amends (Variable Basis)
Earnings:Eligible Compensation for IDW (Variable Basis)
Fixed Earnings
Imputed Earnings:Eligible Compensation for Amends (Fixed Basis)
Imputed Earnings:Eligible Compensation for Amends (Variable Basis)
Imputed Earnings:Eligible Compensation for IDW (Variable Basis)
Supplemental Earnings:Eligible Compensation for Amends (Fixed Basis)
Supplemental Earnings:Eligible Compensation for Amends (Variable Basis)
Supplemental Earnings:Eligible Compensation for IDW (Variable Basis)
Variable Earnings
Other sub-classifications may be used to configure earnings to apply the Social Security
exemption rules correctly.
See: Survey of the Classifications, Oracle HRMS Compensation and Benefits Management
Guide
Use Fast Formula functionality to compute the IDW exemption rules.
Choose a fixed earnings IDW calculation method:
Fixed earnings IDW has two calculation methods: Earnings and Factor Table.
Perform the following steps to specify which method you are using at the GRE level.
Note: Changing the calculation method for an existing GRE requires
some additional steps.
See: Changing Your IDW Calculation Method, page 3-21
1. In the Organization window, query for the GRE you want to configure.
2. Select GRE/Legal Entity, and click Others.
3. Select Social Security Details, and click OK.
4. Click in the field of the Additional Organization Information window to open the
Social Security Details window.
5. Choose your IDW calculation method.
6. Save your work.
Configure each earning that contributes to the IDW:
1. Edit the appropriate Earnings elements.
2. Assign the appropriate sub-classifications.
3. Set up the Element IDW attributes.
4. Link the IDW element to those assignments with Social Security imputations.
Set up fixed earnings IDW, Factor Table method:
If you have configured one or more GREs to use the Factor Table method, you must
perform the following setup steps:
1. Determine which employees or employee types (based on compensation plans)
require IDW calculation.
2. Create one or more multiple user tables to reflect your different compensation plans
(such as different collective agreements). Use the IDW Factor Table template as a
guide.
You can create as many tables as your business needs require.
Note: Do not change the column names from their defaults.
3. Populate these tables with values appropriate to your employee categories and
seniority policies.
Be sure your seniority ranges include all possible seniority values
A multiple user table may look like the following:
Years
of
Seniori
ty:
From
To Wage
Days
(A)
Christ
mas
Bonus
Days
(B)
Vacatio
n Days
(C)
Vacatio
n
Premiu
m Days
(D)
Other
Earnin
gs (E)
Total
Days
(F=A+B
+D+E)
Factor
(G=F/A
)
0.00 1.00 360 15 6 1.50 0 376.50 1.04583
3333
1.01 2.00 360 15 8 2.00 0 377.00 1.04722
2222
2.01 3.00 360 15 10 2.50 0 377.50 1.04861
1111
3.01 8.00 360 15 12 3.00 0 378.00 1.05000
0000
8.01 13 360 15 14 3.50 0 378.50 1.05138
8889
13.01 18 360 15 16 4.00 0 379.00 1.05277
7778
18.01 23 360 1 18 4.50 0 379.50 1.05416
6667
23.01 Onwar
ds
360 15 20 5.00 0 380.00 1.05555
5556
4. Add the table names to the Lookups under the MX_IDW_FACTOR_TABLES
Lookup Type.
5. Assign your IDW Factor Table name to the Integrated Daily Wage element, using
one of the following methods:
At the individual employee level, use the Element Entries window to assign the
element.
Select the Standard Link option in the Elements window to automatically
assign this element to all new employees.
Use a Benefit Plan to assign the element to multiple employees based on
assignment criteria (such as Job, Grade, Position, and People group segments).
Use the Batch Element Entry to assign the element to multiple employees.
This triggers an IDW change event, and HRMS will archive the affected employee
records the next time you run the Social Security Archiver.
Note: Oracle HR-only customers must use this element if they want
to use the Factor Table method of calculation.
6. For each employee in the affected GRE, you must specify one or more hire dates.
Oracle HRMS uses these dates to determine length of service for seniority
calculation:
Adjusted Service Date: Used when the employee worked for the company for a
period of time, left for a while, and then returned. This is the first value HRMS
checks.
Date First Hired: If the company acquired or merged with another company,
use this field to reflect the hire date of new employees who have been working
prior to the merge. HRMS uses this value if Adjusted Service Date is empty.
Original Hire Date: Date when current employment has begun. HRMS uses this
value if Date First Hired is empty.
Using the Element window to define elements for IDW calculation:
The Element Design Wizard is the recommended method for creating Earnings and
Deductions elements. However, you can still use the Element window to define your
elements.
If you are creating elements through the Elements window, you must specify the
following parameters through the Element Attribution and Rate Types Historic Rates
EITs:
Historic Rates EIT Parameters
Historic Rate - Element Attribution
Time Dimension
Pay Source Value
Qualifier
% or Factor
% of Factor Value
Historic Rates EIT Parameters
Historic Rate - Rate Types
Type
Rate Type Name

See: Defining an Element, Oracle HRMS Compensation and Benefits Management Guide and
Historic Rates Extra Information Types, Oracle HRMS Compensation and Benefits
Management Guide
Changing Your IDW Calculation Method
For existing organizations (where you have performed at least one payroll run),
perform the following steps to change its IDW calculation method:
Changing Between Factor Table and Earnings Methods:
1. In the Organization window, query for the GRE you want to configure.
2. Select GRE/Legal Entity, and click Others.
3. Select Social Security Details, and click OK.
4. Click in the field of the Additional Organization Information window to open the
Social Security Details window.
5. Choose your new IDW calculation method.
6. Save your work.
7. If you are switching to the Factor Table method, follow the steps described in "Set
up fixed earnings IDW, Factor Table method," Setting Up IDW, page 3-16.
If you are switching to the Earnings method, remove any IDW Factor Table names
from the Integrated Daily Wage element.
8. Save your work.
These steps trigger an IDW change event, and HRMS will archive the affected employee
records the next time you run the Social Security Archiver.
Changing Factor Tables:
Oracle HRMS and the Social Security Archiver cannot detect changes made to an
existing IDW factor table. If you need to make changes to an existing factor table, you
must delete the original table and create a new one.
See: Setting Up IDW, page 3-16
Social Security Contributions
Social Security Tax Calculation
Social Security tax withholding is based on the employee's IDW and has both an
employee and employer percentage computation. It is obligatory for non-government
employees. IMSS establishes the rules to administer and report the tax contributions.
These premiums are remitted to IMSS every month as advance estimated payments,
resolved on a bi-monthly basis.
This tax consists of multiple insurance types:
Insurance Type Employer Quota % Employee Quota % CAP in Number of
Times General
Minimum Wage that
Prevail in Mexico
City (Zone A)
Disease and
Maternity

Benefits in Species
(Fixed Quota)
19.100% 1
Benefits in Species
(Additional Quota)
2.080% 0.720% 3
Benefits in Cash 0.700% 0.250% 25
Disability and Death 1.750% 0.625% 23
Day-care Centers 1.000% 25
Work Risk Incident Varies 25
Pensionaries and
Beneficiaries
1.050% 0.375% 25
Retirement 2.000% 25
Suspension in age
outpost and oldness
3.150% 1.125% 23
Insurance Type Employer Quota % Employee Quota % CAP in Number of
Times General
Minimum Wage that
Prevail in Mexico
City (Zone A)
INFONAVIT
(Housing Fund)
5.000% 23
See: GRE/Legal Entity: Entering Work Risk Premium, Oracle HRMS Enterprise and
For the most current information on Social Security and INFONAVIT quota deduction
percentages, see:
IMSS website
[http://www.imss.gob.mx/NR/rdonlyres/15E5C49C-4938-4966-814D-D75878A6CCF
1/0/NLeyref.pdf]
INFONAVIT website
[http://www.infonavit.gob.mx/inf_general/m_juridico/ley_infonavit.shtml]
For Oracle Payroll to calculate all standard types of Social Security deductions, you
must associate this element to each employee assignment by selecting the Standard
Link option in the Elements window.
Tax Balances
Tax Balances
In accordance with the tax-related information entered in the Oracle HRMS database,
the payroll run can build tax balances for each of the following tax types (EE =
employee tax, ER = employer tax):
Federal Taxes
ISR Calculated
ISR Credit to Salary Paid
ISR Creditable Subsidy
ISR Exempt
ISR Non Creditable Subsidy
ISR Subject
ISR Withheld
State Taxes
Employer State Tax Exempt
Employer State Tax Subject
Employer State Tax Withheld
Social Security Taxes
Additional Quota EE
Additional Quota EE Subject
Additional Quota EE Taxable
Additional Quota ER
Additional Quota ER Subject
Additional Quota ER Taxable
Benefits in Cash EE
Benefits in Cash EE Subject
Benefits in Cash EE Taxable
Benefits in Cash ER
Benefits in Cash ER Subject
Benefits in Cash ER Taxable
Benefits in Species EE
Benefits in Species EE Subject
Benefits in Species EE Taxable
Benefits in Species ER
Benefits in Species ER Subject
Benefits in Species ER Taxable
Day Care Centers EE
Day Care Centers EE Subject
Day Care Centers EE Taxable
Day Care Centers ER
Day Care Centers ER Subject
Day Care Centers ER Taxable
Disability and Death EE
Disability and Death EE Subject
Disability and Death EE Taxable
Disability and Death ER
Disability and Death ER Subject
Disability and Death ER Taxable
Disease and Maternity EE
Disease and Maternity EE Subject
Disease and Maternity EE Taxable
Disease and Maternity ER
Disease and Maternity ER Subject
Disease and Maternity ER Taxable
Fixed Quota EE
Fixed Quota EE Subject
Fixed Quota EE Taxable
Fixed Quota ER
Fixed Quota ER Subject
Fixed Quota ER Taxable
INFONAVIT EE
INFONAVIT EE Subject
INFONAVIT EE Taxable
INFONAVIT ER
INFONAVIT ER Subject
INFONAVIT ER Taxable
Pensioners Medical Expenses EE
Pensioners Medical Expenses EE Subject
Pensioners Medical Expenses EE Taxable
Pensioners Medical Expenses ER
Pensioners Medical Expenses ER Subject
Pensioners Medical Expenses ER Taxable
Retirement EE
Retirement EE Subject
Retirement EE Taxable
Retirement ER
Retirement ER Subject
Retirement ER Taxable
Separation due to Age EE
Separation due to Age EE Subject
Separation due to Age EE Taxable
Separation due to Age ER
Separation due to Age ER Subject
Separation due to Age ER Taxable
Social Security Quota EE
Social Security Quota EE Subject
Social Security Quota EE Taxable
Social Security Quota ER
Social Security Quota ER Subject
Social Security Quota ER Taxable
Work Risk Incident EE
Work Risk Incident EE Subject
Work Risk Incident EE Taxable
Work Risk Incident ER
Work Risk Incident ER Subject
Work Risk Incident ER Taxable
For these taxes, Oracle HRMS creates the balances in the following table for each
employee assignment processed in the payroll run.
Balance Definition
Gross Earnings All earnings
Reduced Subject to Tax and Withholdable
Earnings
Gross earnings subject to tax and
withholdable
Employee Withheld Amount withheld for the employee
Employer Liability Liability of the GRE for Social Security
Note: When no rules exist for a particular tax type (such as when a state
has no income tax or no employee liability for SUI or SDI, or when no
city or county tax exists), the system builds no balances for the tax.
Tax Remittance Reporting
Tax Remittance Reporting
The Tax Remittance Report (TRR) provides summary-level information to reconcile the
wage and tax amounts for a period. It provides proof of sufficient payment when an
employer is remitting their tax payments to the various Mexican governmental
agencies. It lists the wages the employer has paid during the time period and the taxes
due based on those wages. Taxes reported are:
Social Security quotas
ISR and related wages
All state-level balances
Employers should run the TRR at least once a month. Submission of this report is not
required. Use it to get the information you need to complete your tax remittance
reports.
This report uses the Java-based XML Publisher product available within the e-Business
Suite technology stack. This tool gives you the ability to produce PDF file output from
this report and provides greater flexibility in report design. A template of the TRR
report is provided in Rich Text Format (RTF) to facilitate customization.
Customizing the Tax Remittance Report for State Details
You must perform this customization at the balance level, where you specify the
elements you want to appear in the State Details section of the report.
To customize the Tax Remittance report for State Details:
Use the Balance Attributes to link the state.
1. Open the Balance window.
2. Perform a query to locate the balance you want to add to the report.
3. Click Attribute.
4. In the Attribute column, choose the appropriate state from the list of values (such as
Tax Remittance for Durango).
5. In the Dimensions column, choose Assignment Within GRE Run.
6. Save your work.
Running the Tax Remittance Report
Run this report in the Submit Request window.
To run the Tax Remittance Report:
1. Select Payroll Tax Remittance Report in the Name field.
2. Click on the parameters field if the Parameters window does not automatically
open.
3. Specify the start and end dates of the earning period you are reporting.
4. Select your legal employer.
5. If you wish to generate report results for only a particular state, select the state.
6. If you wish to generate report results for only a particular GRE, select the GRE.
Available options depend on if you selected a state and which state it is.
7. Indicate one or more tax payment(s) you want to report:
ISR tax
Social Security tax
State tax
Note: You can report on state taxes from only one state at a time. If
you want to report on multiple state taxes, you must run multiple
reports.
8. Specify the time period for the tax payments you want to report on. You can choose
to report on the current pay period, the current month's pay period, or the year to
date.
9. Click OK and then Submit.
Oracle Payroll generates the report and produces output you can view as a PDF.
Profit Sharing (PTU)
PTU Calculation
Federal labor law requires that a fixed percentage of a company's annual profit be
shared amongst employees. The National Profit Sharing Commission establishes the
percentage of profit to be shared. The amount is distributed amongst all eligible
employees based on salary and number of days worked by the employee. You must
distribute the employees' share in the profits within 60 days of reporting your Annual
Tax Declaration (March 30th).
When it is time to calculate employee PTU earnings, the payroll administrator runs the
Profit Sharing Process. This process performs the calculations to determine each
employee's profit sharing income and stores the results in a batch file. Once you transfer
the batch file, the earnings are included in a standard payroll run.
Before running this process, you must have specified values for the required columns in
the PTU Factors fixed user table, and all eligible earnings elements must feed the
appropriate balances.
See: Legal Employer: PTU Factors, Oracle HRMS Enterprise and Workforce Management
Guide and Assigning PTU Eligibility to Earnings, Oracle HRMS Compensation and Benefits
Management Guide
Running the Profit Sharing Process
When it is time to calculate your employees' PTU earnings, run the Profit Sharing
Process. For the given reporting year, this process evaluates the following criteria and
determines the PTU earnings due to each employee:
Amount to share (typically somewhere between 8-10% of the profits, as defined by
the National Profit Sharing Commission)
Salary of the employee or 120% of the salary of the highest-paid union employee,
whichever is lower
Number of days worked by the employee
Number of days worked by all employees
This process calculates each employee's share in the company's profit and creates a
Batch Element Entry (BEE) batch for the Profit Sharing element to store the results of the
calculation. Use this batch to create element entries for the Profit Sharing element. You
can also download the batch to a spreadsheet for review and make modifications to the
calculated values before creating element entries for employees, if needed.
Run this process from the Submit Request window.
1. Select Profit Sharing Process in the Name field.
open.
3. Specify the year for which you want to calculate the profit share.
4. Specify the date on which the employees would be paid the PTU amounts. Oracle
HRMS uses this date to determine when the profit sharing element gets processed
through payroll.
5. Specify the legal employer.
6. Optionally, select an assignment set.
Use assignment sets to exclude or include specific employees from the profit
sharing process. You can also use assignment sets to process different groups of
employees in separate batches.
7. Specify a unique name for your BEE batch header.
The Profit Sharing Report generates a batch file of the specified name. The batch
populates the following input values for the Profit Sharing element:
Input Value Description
Pay Value Amount of the profit sharing to be paid to
the employee.
Jurisdiction Left blank and not used in the calculation.
Separate Payment Indicates the profit sharing amount should
be paid separate from other earnings. The
application defaults this to Yes.
Process Separately Indicates that the profit sharing amount is
being paid with other earnings but taxes on
these earnings are being calculated using
article 142. The application sets this to 'Yes'
by default.
Note: If you set both Separate Payment
and Process Separately to No, the
application considers the profit sharing
earnings to be regular earnings and
calculates taxes using article 113.
Total Profit Shared This is the same as Total Amount to Share,
entered at the Legal Employer level. This is
populated for use in reporting.
Eligible Worked Days Number of days the employee worked in
the year. This field is populated based on
the Eligible Work Days for Profit Sharing
balance for the employee.
Eligible Compensation Employee basis for profit sharing
calculation. This is based on the Eligible
Compensation for Profit Sharing balance for
the employee.
Average Daily Salary Employee's daily salary for profit sharing
calculation.
Capped Average Daily Salary The employee's daily salary capped to 1.2
times the highest daily salary.
Total Worked Days Total days worked in the year by all eligible
employees.
Total Capped Average Salary Total of the capped daily salary for all
eligible employees.
Worked Days PTU Component Portion of an employee's profit share that is
based on number of days worked.
Average Salary PTU Component Portion of an employee's profit share that is
based on daily salary.
ISR Subject Portion of the profit sharing payment that is
subject to ISR tax. This is based on the limits
specified within ISR tax law. The portion of
Profit Sharing that exceeds 15 times the
employee's local minimum wage is subject
to ISR tax.
ISR Exempt Portion of the profit sharing payment that is
exempt from ISR tax. This is based on the
limits specified within ISR tax law. Up to 15
times the employee's local minimum wage
is exempt from ISR tax.
You can download the entire batch into a spreadsheet using the BEE Spreadsheet
interface. From there, you can review the data and make modifications. You can use
the standard spreadsheet features to manipulate data in the spreadsheet generated
by the process. You can also update the BEE batch by uploading the spreadsheet
back into the application. Once you have verified the results, you can transfer the
BEE Batch. Transferring the batch creates element entries for all employees included
in the batch. These element entries can then be processed in a subsequent payroll
run.
See: BEE (Batch Element Entry), Oracle HRMS Configuring, Reporting, and System
9. Open the Batch Header window and query for your BEE batch header name.
10. To view your batch, click Assignment Lines.
11. To transfer the batch, click Process.
See: Transferring a BEE Batch, Oracle HRMS Configuring, Reporting, and System
12. Once you have successfully processed the batch, you can run the payroll and
distribute the earnings to your employees.
Planning Your End of Year Processing
End of Year Processing
End of Year processing is more than just running fourth quarter reports at tax season. It
may require year-round maintenance, performed on a quarterly or monthly basis.
For the purposes of reporting taxes and wages to the federal and state governments and
Social Security agencies, Oracle Payroll takes a snapshot in time of all of the employee
balances in a given year and GRE, and archives these balances for paper and magnetic
reporting. This allows you to reissue government mandated reports on an as needed
basis.
End of year processing entails the following activities:
Mexico Report Schedule
Action Date Due From To Notes
Affiliation
Transaction
Type 02, Oracle
HRMS Enterprise
and Workforce
Management
Guide
5 days after
employee
separation
Former
employer
IMSS Separations at
the GRE level.
Format 37, page
3-44
30 days after
employee
separation
Former
employer
Employee Separation and
re-hire at the
GRE level does
not require this
form.
Affiliation
Transaction
Type 08, Oracle
HRMS Enterprise
and Workforce
Management
Guide
5 days after
employee hire
Employer IMSS Hires at the GRE
level.
Format 37, page
3-44
30 days after
employee hire
Employee New employer Separation and
re-hire at the
GRE level does
not require this
form.
Tax Remittance
Report, page 3-
29
Monthly Employer N/A Not for
submission.
CEDULA DE
AUTODETERMI
NACION DE
CUOTAS, Oracle
HRMS Enterprise
and Workforce
Management
Guide
Monthly Employer IMSS Remitted
through the SUA
application.
Affiliation
Transaction
Type 07, Oracle
HRMS Enterprise
and Workforce
Management
Guide
Bimonthly for
the variable part
of the salary
5 days after
change for the
fixed part of the
salary
Employer IMSS
Format 37, page

3-44
January 31 Employer Employee All employees.
Annual Tax
Adjustment,
page 3-59
January - March Employer Employee For all
employees
except those
who meet one or
more of the
following
requisites:
Started
employment
between the
selected
reporting
dates
Earned
more than
$300,000 a
year
Requested
in writing to
be excluded
Annual Work
Risk Incident
Report, page 3-
63
February Employer IMSS Used to calculate
the work risk
insurance
premium
(WRIP).
Can run this
report only once
per calendar
year.
DIM Report,
page 3-64
March Employer SAT All employees.
Format 2, page
3-67
March Employer SAT Attachment D
only.
Employee PTU
earnings, page 3-
31
March 31 - May
31
Employer Employee Perform the
Profit Sharing
Report to
calculate.
Format 6 +
Format 37
April 30 Employee SAT All workers who
earned more
than $300,000
pesos in the
previous fiscal
year or those
who explicitly
stated that they
will report the
tax by
themselves.
See Also: Year End Archiver, page 3-39
Year End Preprocessing
Year End Archiver
The Year End Archiver is the Oracle Payroll utility that archives employee and
employer data for a specific year and legal employer. Once archived, this data is
available for end of year reporting.
You would run the Year End Archiver:
Whenever you terminate an employee. You must archive the employee information
before you can generate the Format 37. Use an assignment set that contains at least
one of the employee's assignments.
Before performing year end reporting. Run the Year End Archiver for all employees
within each legal employer in the business group.
The only time you would need to run the Archiver for an employee more than once is if
you have rehired them.
Who Gets Archived?
In a given Year End Archiver run, it includes an employee if:
The employee belongs to the Legal Employer (as on the Archiver's effective date)
and has at least one employee assignment in the assignment set, if specified.
The employee has had at least one paid action during the period of service.
The Archiver has either never been run for the person during this year or has been
run with an effective date prior to the start date of the person's present period of
service.
Running the Year End Archiver creates a log file that lists the numbers of assignments
that were skipped, in error, or processed successfully.
Viewing Archived Data
Use the View Archive window to view any employee or assignment data archived by
the Year End Archiver. However, you cannot query for employer-level data that you
have archived or stored against the payroll action.
This information is read-only. You cannot modify or update it from this window. For
instructions on how to run, retry, view, and rollback this information, refer to Managing
the Year End Archiver, page 3-40.
Adjusting and Retrying Records
If an employee's record has changes after you run the Year End Archiver, you can retry
the Year End Archiver for that employee. It is not necessary to rerun the entire process.
In instances where large numbers of employees' balances are changed after the Year
End Archiver is run, it may be easier to rollback the Year End Archiver and re-run it to
include the balance updates.
You can mark individual assignments for retry in the Employee Assignment Process
window. You can also retry a payroll process for an assignment set but not for a
dynamic assignment set.
You can re-archive employer data by marking the payroll action for retry in the Payroll
Process Results window and then retrying the process by selecting Retry Payroll
Process from the Submit Requests window. If a legal employer does not have any
employees in it, then the Year End Archiver archives the employer data. In this case,
you cannot re-archive employee data through the Retry Payroll Process. You must roll
back the process and then rerun the Year End Archiver.
Managing the Year End Archiver
Year End Pre-Processing involves the following operations:
Running the Year End Archiver, page 3-40
Viewing archived data, page 3-41
Troubleshooting archived data, page 3-41
Retrying the Year End Archiver, page 3-42
Rolling back the Year End Archiver, page 3-43
To Run the Year End Archiver:
Run the this process from the Submit Requests window:
1. In the Request Name field, select Year End Archiver.
2. Click in the Parameters field if the Parameters box does not open automatically.
3. Specify the Year End Archiver that you want to run by selecting the Year and Legal
Employer.
4. Optionally, restrict the list of employees being archived by specifying an
assignment set.
If you do not specify an assignment set, the Year End Archiver attempts to archive
all employee assignments.
5. Click OK, then Submit.
6. On completion of the process, check the logfile for counts of successful, skipped,
and assignments in error.
Note: Do not run the Payroll Process and Year End Archiver
concurrently. Running these processes concurrently can result in
table locking and performance issues.
To View the Archived Data:
1. Select Assignment Process Result from the View menu.
2. Select the appropriate assignment.
3. Select "YREND ARCHIVER-XXXXX" (where XXXXX is your legal employer name).
4. Click View Results.
The View Archived Values window opens. This displays data archived for an
employee, including:
Database item name
Value archived against an assignment action
Any associated context (such as GRE name)
This information is read-only.
Note: The check box on this window indicates if the Year End
Archiver was locked by any other Year End report (such as Format
37) and cannot be rolled back or marked for retry.
Troubleshooting Archived Data:
During the archival process, the Year End Archiver reports on the number of
assignments successfully archived, skipped, or in error. To view the archive's error
information:
1. Open the Requests window.
2. Select your request, and click View Log.
This displays the Year End Archiver's logfile, including counts of successful,
skipped, and assignments in error.
3. Open the Payroll Processes window.
4. Query for your Year End Archiver archive:
Specify "%YREND ARCHIVER% as the name.
Specify the year end dates.
Specify "Magnetic Report" as the action type.
5. Click Find.
Oracle Payroll returns a list of all archives matching your search criteria.
To view detailed process status, select your archive and click Process Info.
For error information, select your archive and click Message.
To see a list of all assignments completed, skipped, in error, and so on, select your
archive and click Assignment Process. To view additional error information, select
the assignment in error and click Message.
To Retry the Year End Archiver:
Retrying the Year End Archiver re-archives any employee assignments that you have
marked for retry.
If you have generated any of the following reports, you must first roll them back prior
to retrying the Year End Archiver:
Format 37
Information Declaration Report (DIM)
Mark assignments for retry in the Employee Assignment Process window. You can also
run this process for an assignment set but not for a dynamic assignment set. If there are
no employees in the legal employer, you cannot perform a retry.
1. In the Name field, select Retry Payroll Process.
2. Click in the Parameters field if the parameters window does not automatically
open.
3. In the Process Year field, enter the appropriate year.
4. In the Process Type field, select Magnetic Report.
5. In the Payroll Process field, select the appropriate Year End Archiver.
To Roll Back the Year End Archiver:
When you roll back the Year End Archiver, you are removing all archived data on year
end balances from the system.
If you have generated any of the following reports, you must roll them back prior to
rolling back the Year End Archiver:
Format 37
You roll back the Year End Archiver from the Submit Requests window.
1. In the Name field, select Rollback.
2. Click in the Parameters field if the Parameters box does not open automatically.
3. In the Process Year field, enter the appropriate year.
4. In the Process Type field, select Magnetic Report.
5. In the Payroll Process field, select the appropriate Year End Archiver roll back.
Format 37 Report
Format 37 Report
The Federal Institution (SAT) requires that employers provide the Certificate of Wages,
Salaries, Travel Expenses, Assimilated Concepts, and Credit to Salary report (Format
37) to employees at the following times:
Within 30 days of an employee's separation from the employer (voluntary or
involuntary)
Annually at end-of-year for all employees
Note: Some employers may opt to provide Format 37 reports to
only those employees that earn 300,000 pesos a year or more.
Employees that earn less than 300,000 pesos a year can obtain a
Format 37 report by submitting a request in writing.
Oracle HRMS provides the ISR Tax Format 37 concurrent process to generate your
Format 37 reports as a PDF file. ISR Tax Format 37 uses the XML Publisher functionality
to convert the data archived by the Year End Archiver into the PDF output; therefore,
you must have completed the archival process before running ISR Tax Format 37.
See: Year End Archiver, page 3-39
Format 37 Sort Options
You can organize your Format 37 reports according to user-defined criteria or sort
options. Oracle Payroll does not require that you use sort options to generate your
Format 37 report, but they are the best way to customize the report to your specific
needs. You can sort reports by any three of the following options:
Employee Name
Location
Organization
CURP
Note: You can choose to sort by CURP or by Employee Name, but not
both. If you select CURP as a sort option, Employee Name does not
appear in the List of Values for the remaining sort options. If you select
Employee Name as a sort option, CURP does not appear in the List of
Values for the remaining sort options.
Example
The following is an example of how to use sort options to customize the Format 37
report.
To create a Format 37 report sorted by Organization, Location, and Employee Name:
1. Enter Organization into the Sort Option One field.
2. Enter Location into the Sort Option Two field.
3. Enter Employee Name into the Sort Option Three field.
Using the selected Sort Options, Oracle Payroll generates the report listing the Format
37 box totals for each employee alphabetically by location within each organization for
the selected GRE.
Note: The sort options are nested. If you change Sort Option Two from
Location to Employee Name, Sort Option Three automatically clears.
Format 37 Parameters
The following parameters exist for the Format 37 report:
Parameter Description
Reporting Year (Required) Enter the four digit calendar year.
Legal Employer Archived by Year End Data
Archiver (Required)
Select the Legal Employer.
Only Legal Employers that you have archived
using the Year End Archiver for the specified
Reporting Year appear in the list.
Parameter Description
Selection Criterion (Required) Select the selection criteria by which the target
employee(s) are identified. Available criteria
are:
Assignment Set
CURP
Employee Name
Location
Organization
Sort Options Use the three fields for sort options to support
your report results.
If you do not select any sort options, the
report uses Employee Name as the default.
Folio Number Employer's folio number.
Folio Date Employer's folio date.
Template Name ISR Tax Format 37 template.
Format 37 Box Information
The following tables depict the various boxes and fields on Format 37 and indicate
where Oracle Payroll draws the appropriate balances to complete the report.
Date and Year
Format 37 Box Title Information Source
n/a Start Month January or the employee's
hire month, whichever is
later.
Format 37 Box Title Information Source
n/a End Month December or employee's
termination month,
whichever is earlier.
n/a Fiscal Year Input from SRS.
Data of the Worker or Assimilated to Salaries
Format 37 Box Title Balance or Other
Information Source
n/a Employee RFC ID Determined by Oracle HR
n/a CURP Determined by Oracle HR
n/a Paternal Last Name Determined by Oracle HR
n/a Maternal Last Name Determined by Oracle HR
n/a Given Name(s) Determined by Oracle HR
n/a Employer did Annual Tax
Calculation?
Determined by the Annual
ISR Tax Adustment process.
n/a Union Worker? Determined by the Union
Worker flag on the Bargaining
Unit tab of the Assignments
window.
n/a Geographical area of
minimum wage
Determined by GRE data
n/a State ID where worker
worked
Jurisdiction as defined by the
employee's assignment
n/a If assimilated, the proper code Not supported
n/a Subsidy proportion according
fiscal year reported
regulations
Determined by GRE/Legal
Employer data
Information Source
n/a Subsidy proportion according
to 1991 regulations
Not supported
n/a Fraction I Not Supported
n/a Fraction II Not Supported
n/a Creditable Subsidy Applied "ISR Creditable Subsidy"
balance
This takes into account
earnings from multiple
employers
n/a Other Employer RFCs Determined through Person
EITs
ISR
Information Source
A Total earnings caused for
salary, wages, and assimilated
concepts
Box O + P + a + i + m + S1
B Local Tax Box "Employee State Tax" balance
C Exempt earnings Box T + c + R1
D Non-cumulative earnings Box W + g
E Cumulative earnings Box A - B - C - D
F Tax as per Annual Rate "ISR Calculated" balance
G Creditable Subsidy "ISR Creditable Subsidy"
balance
Information Source
H Non-creditable subsidy "ISR Non Creditable Subsidy"
balance
I Creditable Subsidy as per
Fraction III
"ISR Creditable Subsidy as
per Fraction III" balance
J Creditable Subsidy as per
Fraction IV
"ISR Creditable Subsidy as
per Fraction IV" balance
K Tax on cumulative earnings Box F- G
L Tax on non-cumulative
earnings
"Format 37 ISR on Non
Cumulative Earnings" balance
M Tax on income caused in
fiscal year
Box K + L
N Tax withheld X + h + j + n + U1+ V1
Earnings by Separation
Information Source
O Total amount in one payment "Format 37 Retirement
Earnings in One Payment"
balance
P Total earnings in partial
payments
"Format 37 Retirement
Earnings in Partial Payments"
balance
Q Daily amount earned for
jubilation, pension, or
retirement in one payment
"Format 37 Retirement Daily
Earnings in One Payment"
balance
Information Source
R Amount that should be
earned in period if it did not
have a single payment caused
for jubilation, pension, or
retirement in one payment
"Format 37 Retirement Period
Earnings" balance
S Number of Days "Format 37 Retirement
Earnings Days" balance
T Exempt earnings "Format 37 Retirement
Exempt Earnings" balance
U Taxable income "Format 37 Retirement
Taxable Earnings" balance
V Cumulative earnings "Format 37 Retirement
Cumulative Earnings" balance
W Non-cumulative earnings Box U - V
X Tax withheld "Format 37 ISR Withheld for
Retirement Earnings" balance
a Total amount paid "Amends" balance
b Number of years of service of
worker
Time elapsed in years since
the first hire date
c Exempt earnings Box a - d
d Subject earnings "ISR Subject for Amends"
balance
e Cumulative earnings (last
monthly ordinary salary)
Determined by the
GET_BASE_PAY function
f Tax corresponding to the last
monthly ordinary salary
Determined by the
CALCULATE_TAX function
g Non-cumulative earnings IF d <> e AND d > e THEN g =
d - e ELSE g = 0
Information Source
h Tax withheld "ISR Withheld for Amends"
balance
Earnings assimilated to salaries (not included)
Information Source
i Earnings assimilated to
salaries
"Format 37 Assimilated
Earnings" balance
j Tax withheld in fiscal year "Format 37 ISR Withheld for
Assimilated Earnings"
balance
Stock Options Earnings
Information Source
k Vesting stock option market
value
"Year End Stock Options
Vesting Market Value"
balance
l Granted Stock Option price "Year End Stock Options
Grant Price" balance
m Cumulative Earning Box k - box l (the value of box
k must be greater than box l)
n Tax withheld "Year End Stock Options ISR
Withheld" balance
Earnings paid to workers by the employer (includes 3)
Information Source
o Wages and Salaries "Year End ISR Subject/Exempt
for Fixed Earnings" balance
p Christmas Bonus "Year End ISR Subject/Exempt
for Christmas Bonus" balance
q Travel Expenses "Year End ISR Subject/Exempt
for Travel Expenses" balance
r Overtime "Year End ISR Subject/Exempt
for Overtime" balance
s Vacation Premium "Year End ISR Subject/Exempt
for Vacation Premium"
balance
t Dominical Premium "Year End ISR Subject/Exempt
for Dominical Premium"
balance
u Profit Sharing "Year End ISR Subject/Exempt
for Profit Sharing" balance
v Healthcare Reimbursement "Year End ISR Subject/Exempt
for Healthcare
Reimbursement" balance
w Savings Fund "Year End ISR Subject/Exempt
for Savings Fund" balance
x Savings Box "Year End ISR Subject/Exempt
for Savings Box" balance
y Pantry Coupons "Year End ISR Subject/Exempt
for Pantry Coupons" balance
z Aid for Death/Funeral
Expenses
"Year End ISR Subject/Exempt
for Funeral Aid" balance
Information Source
A1 Worker Contributions Paid by
Employer
for Worker Contributions
paid by ER" balance
B1 Punctuality Incentive "Year End ISR Subject/Exempt
for Punctuality Incentive"
balance
C1 Life Insurance Premium "Year End ISR Subject/Exempt
for Life Insurance Premium"
balance
D1 Major Medical Expenses
Insurance
for Major Medical Expenses
Insurance" balance
E1 Restaurant Coupons "Year End ISR Subject/Exempt
for Restaurant Coupons"
balance
F1 Gasoline Coupons "Year End ISR Subject/Exempt
for Gasoline Coupons"
balance
G1 Uniform Coupons "Year End ISR Subject/Exempt
for Uniform Coupons"
balance
H1 Aid for Rent "Year End ISR Subject/Exempt
for Rental Aid" balance
I1 Aid for School Material "Year End ISR Subject/Exempt
for Educational Aid" balance
J1 Aid for Glasses "Year End ISR Subject/Exempt
for Glasses Aid" balance
K1 Aid for Transportation "Year End ISR Subject/Exempt
for Transportation Aid"
balance
Information Source
L1 Union Quotas Paid by
Employer
for Union Quota paid by ER"
balance
M1 Disabilities subsidy "Year End ISR Subject/Exempt
for Disability Subsidy"
balance
N1 Scholarship for children of
workers
for Scholarship for Children
of Workers" balance
O1 Payments by Other
Employers (only if employer
that makes certification did
annual tax calc)
Determined through Person
EITs
P1 Other Income "Format 37 ISR
Subject/Exempt for Other
Income" balance
Tax on Income (ISR) Caused for Wages and Salaries
Information Source
Q1 Sum of subject earnings
caused for wages and salaries
Sum of Subject Portions from
boxes o to P1
R1 Sum of exempt earnings
caused for wages and salaries
Sum of Exempt Portions from
boxes o to P1
S1 Sum of earnings caused by
salary and wages
Box Q1 + R1
T1 Local Tax amount imputed to
earnings caused by salary and
wages
"Employee State Tax" balance
Information Source
U1 Tax withheld in fiscal year "ISR Withheld" balance - box
h
V1 Tax withheld by other
employers (only for
employers that made the
certification that they did an
annual tax calc)
Determined through Person
EITs
W1 Positive balance determined
in fiscal year that the
employer will compensate in
the next fiscal year or it will
request the return
"Format 37 Current Fiscal
Year Arrears" balance
X1 Previous fiscal year positive
balance not compensated in
the fiscal year of this
certification
"Format 37 Previous Fiscal
Year Arrears" balance
Y1 Sum of credit to salary
amounts that worker received
"ISR Credit to Salary" balance
Z1 Credit to salary paid in cash
in fiscal year
"ISR Credit to Salary Paid"
balance
a1 Total income caused for social
foresight benefits
"Format 37 Social Foresight
Earnings" balance
b1 Sum of exempt income
caused for social foresight
benefits
"Format 37 ISR Exempt for
Social Foresight Earnings"
balance
Withholder Information (Employer)
Information Source
n/a Employer RFC Determined by Legal
Employer data
Information Source
n/a Employer Legal Name Determined by Legal
Employer data
n/a CURP Determined by Legal
Employer data
n/a Legal Representative Names Determined by Legal
Employer data
n/a Legal Representative RFC Determined by Legal
Employer data
n/a Legal Representative CURP Determined by Legal
Employer data
Excluding Employees from the Format 37
The Format 37 end-of-year report includes all employees who have earned less than
$300,000 pesos and have worked through the whole fiscal year. However, employees
can opt to report their Format 37 directly to SAT. In those cases, you must exclude them
from your company's Format 37 processing.
To exclude employees from your Format 37 report:
1. For each employee that is opting out, indicate as such in the Mexico Employer Tax
Signup person extra information type.
See: Person Extra Information Types, Oracle HRMS Workforce Sourcing, Deployment,
and Talent Management Guide
2. Navigate to the Assignment Set window.
3. Specify a name for the assignment set.
4. (Optional) Select a payroll name from the list of values.
If you leave this field blank, you can use the same assignment set across all of your
payrolls.
5. Click Criteria.
6. Specify dummy criteria by selecting any value for the Database Item, Operator, and
Value/Database Item columns.
You can edit this information later in the Fast Formula generated for the assignment
set.
7. Save your work, and close the Criteria window.
8. In the Assignment Set window, click Generate.
This generates a Fast Formula with the same name as your assignment set.
9. Open the Write Formula window, and edit your Fast Formula.
10. Query for your Fast Formula with the name of the assignment set you created.
11. Ensure that the formula Type is Assignment Set.
12. Click Edit.
13. Remove all existing text, and add your own eligibility criteria.
14. Click Verify.
15. Save your work.
Example
You can the following sample formula to help you define your own assignment set fast
formula:
/* * *
* Formula Name: YourAssignmentSetFormula
* Formula Type: Assignmnent Set
* Created: 16-Aug-2006
* Author: QA_MEX
* * Description: Testing setup of assignment set for annual tax
adjustment *
* * */
/* CALCULATIONS */
INCLUDE_FLAG ='N'
IF (IS_PER_EXEMPT_FROM_ADJ () = 'N') THEN
( IF (IS_ASG_EXEMPT_FROM_ISR () = 'N') THEN
( IF (CHECK_EE_SAL_CRITERIA () = 'Y') THEN
( IF (CHECK_EE_EMPLOYMENT_CRITERIA () = 'Y') THEN
/*Include the assignment in assignment set*/
INCLUDE_FLAG ='Y'
)
)
)
/* OUTPUTS */
RETURN INCLUDE_FLAG
Generating the Format 37 Report
Run the ISR Tax Format 37 concurrent process from the Submit Request window.
1. Select ISR Tax Format 37 in the Name field.
open.
3. Select the reporting year.
4. Specify the Legal Employer whose data you archived through the Year End
Archiver.
5. Choose your selection criteria:
Assignment Set
CURP
Employee Name
Location
Organization
6. Based on your selection criteria, use the activated field to identify the assignment(s)
you want to report on.
7. Specify ISR Tax Format 37 as the template name.
Annual Tax Adjustments
Annual Tax Adjustments
The Annual Tax Adjustment process facilitates end-of-year processing by computing
the annual ISR liabilities of the eligible employees, comparing them against the
appropriate ISR deductions, and reporting the final ISR withholdings and
reimbursements still due. This process is driven off annual tax tables issued by SAT at
beginning of the year and provides capability to compute tax using the Article177/178
method.
You would normally run this process in the month of February. Though you can run
this process at any time in the year, it is strongly recommended that you run it only
once in the year when you are ready to make the final adjustments required by the
Mexican tax law. The default reporting period begins January 01 and ends December
01, although you can specify alternate reporting dates. See: Entering Tax Registration
Information, Oracle HRMS Enterprise and Workforce Management Guide
Oracle Payroll keeps a record of the employees for whom this process has been run and
reports the information on Format 37 at the end of the year. To be included in this
report, the employees must:
Earn less than $300,000 as yearly gross earnings
Been continuously working between the reporting dates
Not explicitly excluded by a Human Resources manager
Note: The Annual Tax Adjustment process is different from the Tax
Adjustment Run type that you can select while running Quickpays or
Payroll Runs. While you can run the Tax Adjustment run type several
times in the year, you should run the Annual Tax Adjustment process
only once at the end of the year. Oracle Payroll tracks the Annual Tax
Adjustment process for an employee and reports it on the end-of-year
reports like Format 37 and DIM. The results of the Tax Adjustment run
type are not reported on any statutory reports.
Excluding Employees from the Tax Adjustment Process
Oracle Payroll provides multiple methods for defining employee eligibility for the
Annual Tax Adjustment process.
To exclude employee through the Person EIT:
1. For employees who are electing to perform their own Format 37 reporting, you
must mark them as ineligible for the Annual Tax Adjustment process. Open the
Mexico Employee Tax Signup person EIT.
2. Set the Annual Tax Adjustment parameter to No.
3. Specify the time period that this employee has elected to be ineligible.
Once you have identified the ineligible employees, you must create an assignment set to
exclude them. See the next section for instructions.
To specify inclusion criteria through an assignment set:
You can use fast formula-based assignment sets to specify the criteria for selecting
employees who are eligible for the annual tax adjustment. Using a fast formula based
assignment set allows the process to determine eligibility at run-time rather than using
a user-maintained list of employees. Oracle Payroll delivers a set of fast formula
functions that you can use to test eligibility criteria within the assignment set.
Perform the following steps to create a fast formula based assignment set:
1. Navigate to the Assignment Set window.
2. Specify a name for the assignment set.
3. (Optional) Select a payroll name from the list of values.
If you leave the payroll blank, you can use the same assignment set across all your
payrolls.
4. Click Criteria.
5. Specify a dummy criteria. Select any value for the Database Item, the Operator, and
the Value/Database Item columns. You can edit this condition later in the fast
formula generated for the assignment set.
6. Save your work and exit the Criteria window.
7. In the Assignment Set window, click Generate.
This generates a fast formula with the same name as your assignment set.
8. Open the Write Formula window, and edit your fast formula.
9. Query for your fast formula with the name of the assignment set you created in the
previous steps.
10. Ensure that the formula Type is Assignment Set.
11. Click Edit.
12. Remove all existing text, and add your own eligibility criteria.
13. Click Verify.
14. Save your work.
Running the Annual Tax Adjustment Process
Run the Annual Tax Adjustment process from the Submit Request window.
Note: The Annual Tax Adjustment process adjusts the value of the ISR
Withheld balance for affected employees. It does not process any
earnings or deductions for refunding or recovering the amount from
the employee. You must create additional earnings or deductions
elements and process them within subsequent payroll runs in order to
pay the employees any refunds or to deduct any amount for recovering
taxes paid on their behalf.
1. Select Annual Tax Adjustment in the Name field.
open.
3. Specify the payroll name.
4. Specify the payroll's consolidation set.
5. Specify the effective date.
Balance adjustment will be effective on this date. For accurate results, it is
recommended that you use December 31st of the fiscal year as the effective date.
6. Specify the assignment set, if any.
Use an assignment set to restrict the employees that are processed. If you do not
specify an assignment set, Oracle Payroll processes all employees who are
associated with the payroll entered in the Payroll Name parameter on the specified
effective date. The assignment set can be static (employee names entered in the
Amendments criteria) or dynamic (employees identified based on criteria specified
in the fast formula associated with the assignment set).
7. Specify the tax article you want to use with this tax adjustment. Valid options are:
Article 141/141A
Article 177/178
Minimum Employee Liability
Select Minimum Employee Liability to automatically select the lowest tax between
the articles.
8. Specify the annual subsidy and annual tax tables.
You can view the results of the Annual Tax Adjustment process on the View Run
Results window or by running the Employee Run Results report.
Oracle Payroll stores the results of the Annual Tax Adjustment Process as run results
for the Annual Tax Adjustment element. The following is a description of the results:
Description of Annual Tax Adjustment Results
Result Description
Pay Value Amount by which the ISR tax has been
adjusted. A negative value means the
employee needs to be refunded some money.
This input value feeds the ISR Withheld
balance and affects the data reported on End
of Year reports like Format 37 and Format 30.
ISR Tax Annual Rate Table Tax rates table used for the calculation.
ISR Tax Annual Subsidy Table Subsidy rates table used for the calculation.
Calculation Mode Specifies what Articles were used for the
calculation.
Work Risk Incidents Report
Annual Work Risk Incident Report
The Annual Work Risk Incident Report is a GRE-level report employers use to calculate
the work risk insurance premium (WRIP). It compiles data annually from the month of
March and includes all properly configured work incidents for the year. A work
incident must be associated with an end-dated absence and disability.
See: Managing Work Incidents, Oracle HRMS Enterprise and Workforce Management Guide
Oracle HRMS identifies any work incident as concluded once you have marked the
subject worker as:
Recovered
Permanently disabled
Deceased
You can run this report only once per calendar year, usually in the February time frame,
although you can retry or roll it back.
Calculating the WRIP
Run the Annual Work Risk Incident Report annually every February to calculate your
work risk insurance premium. This report includes all work incidents that have been
resolved with a concluding action.
See: Managing Work Incidents, Oracle HRMS Enterprise and Workforce Management Guide
Run this report from the Submit Request window.
1. Select Annual Work Risk Incident Report in the Name field.
2. Specify the reporting year.
3. Select the GRE you want to report on.
DIM Interface Reporting
Multiple Informative Declaration (DIM) Interface
The SAT requires that employers submit to them their employees' ISR withholdings on
a yearly basis. The Multiple Informative Declaration (DIM) program is the application
they provide for this purpose. This program accepts flat files with data in a continuous
delimited sequence. Oracle Payroll provides the Information Declaration Report (DIM)
process to generate this file.
Generating the DIM Report
The Information Declaration Report (DIM) process generates files corresponding to
Attachment 1 (ISR Reporting) of SAT's Format 30. These files are for submission
through the DIM application.
Run the Information Declaration Report (DIM) from the Submit Request window.
To run the Information Declaration Report (DIM) process:
1. Select Information Declaration Report (DIM) in the Name field.
open.
3. Specify the reporting year.
4. Specify the legal employer you want to report on.
Oracle Payroll validates this legal employer against the list of all legal employers for
whom you have run the Year End Archiver.
This report creates five output files in the default output directory for your
application's concurrent processing:
File Name File Type Description
DIMAAABBBBBMMDDYY
HHMISS_4_P.eft
Fixed Format Wages, salaries, and tax
information. Upload this file
to DIM.
File Name File Type Description
DIMAAABBBBBMMDDYY
HHMISS_3_P.eft
Comma Separated Audit report for DIM. This
file contains details of
employee wages, salaries,
and ISR tax and can be
opened using a spreadsheet
tool for review and
verification. Do not upload
this file to DIM.
DIMAAABBBBBMMDDYY
HHMISS_2_P.eft
Comma Separated Exception report for DIM.
This file contains records
that had errors or did not
pass validation rules. The
file can be opened using a
spreadsheet tool. Do not
upload this file to DIM.
DIMAAABBBBBMMDDYY
HHMISS_1_P.pdf
PDF Summary report. This report
provides a summary of data
reported on the main report.
DIMAAABBBBBMMDDYY
HHMISS.xml
XML The XML file containing all
the DIM information. This
file is currently for internal
use only.
These files using the following naming convention:
AAA: First three characters of the Legal Employer name
BBBBB: Organization ID for the Legal Employer
MMDDYY: Date when the Information Declaration Report (DIM) program was
run (MM = Month, DD = Day, YY = Year)
HHMISS: Time when the Information Declaration Report (DIM) program was
run (HH = Hour, MI = Minutes, SS = Seconds)
6. You can view these files from the following windows:
View Payroll Process Results: You can view all the output files by navigating to
the View Payroll Process Results Window. Query up the Information
Declaration Report Process and click Output. You can then select the file that
you wish to view.
Have a system administrator copy the files from the application's output
directory to a location accessible by the users.
7. Submit the output file to the SAT through the DIM application.
Rolling back the Information Declaration Report (DIM):
This report applies a lock to the Year End Archiver. Before you can rollback or retry the
archiver, you must first rollback the Information Declaration Report (DIM).
See: Correction of Run Results: Rollbacks, page 4-87
Format 2-D Reporting
Fiscal Year Declaration for Moral Persons, General Regime
SAT requires that employers withhold ISR from their employees each payroll period
and then report those withholdings through the "Fiscal Year Declaration for Moral
Persons, General Regime" (Format 2). Attachment D of Format 2 relates to employee
earnings paid by the employer.
Attachment D reports the employees' earnings composition, sorted by multiples of the
General Minimum Wage. This report must include all employee earnings earned within
the legal employer during the fiscal year.
Oracle HRMS provides the Format 2-D concurrent process to generate your Format 2-D
reports. The Format 2-D process takes all employees identified by the parameters
specified when you start the process and generates an XML file based on the data
archived by the Year End Archiver; therefore, you must have completed the archival
process before running Format 2-D.
See: Generating the Format 2-D Report, page 3-68
Format 2-D Box Information
The following table depicts the various boxes and fields on Format 2-D and indicates
where Oracle Payroll draws the appropriate balances to complete the report.
Field Archived Value
Employer RFC RFC ID
Wages and Salaries Year End ISR Subject for Fixed Earnings
Overtime Year End ISR Subject for Overtime
Profit Sharing Year End ISR Subject for Profit Sharing
Christmas Bonus Year End ISR Subject for Christmas Bonus
Vacation Premium Year End ISR Subject for Vacation Premium
Savings Fund Year End ISR Subject for Savings Fund
Field Archived Value
Aid for Pantry and Food "Format 2D Aid for Pantry and Food"
Note: This value consists of the sum of
Pantry Coupons, Pantry in Cash, Pantry in
Kind, and Restaurant Coupons.
Aid for Transportation Year End ISR Subject for Transportation Aid
Other Earnings Total Subject Earnings - Sum of all above
boxes
Totals Sum of all balances
Generating the Format 2-D Report
The Format 2-D process generates the Format 2-D output.
Run the Format 2-D process from the Submit Request window.
To run the Format 2-D process:
1. Select Format 2-D in the Name field.
open.
3. Specify the reporting year and legal employer.
Rolling back the Format 2-D process:
This report applies a lock to the Year End Archiver. Before you can rollback or retry the
archiver, you must first rollback the Format 2-D process.
See: Correction of Run Results: Rollbacks, page 4-87
Payroll Processing and Analysis 4-1
4
Payroll Processing and Analysis
Payroll Processing and Analysis Overview
Using Oracle HRMS you can run a payroll, perform post processing on a successful
payroll, and also make changes and corrections for a payroll that has not completed
successfully.
Payroll Processing and Analysis in Oracle HRMS
You can run your payroll as:
A batch process if you want to include all employees or a group of employees in the
same run
A QuickPay process if you want to run a payroll for an individual employee
You can perform all the necessary post processing to generate payment for your
employees once you are satisfied that your payroll run results are correct:
The PrePayments Process enables you to allocate employee payments between the
payment methods that you have defined.
The Payments Processes enable you to make automated payments to a bank
account, generate cheques/checks and report on the amounts paid to your
employees. You can also verify that cheques/checks have been cashed.
The External/Manual Payments Process enables you to make cash payments or to
pay employees from external sources.
You can analyze your payroll run results to get early notification of possible
discrepancies:
The Payroll Exception report enables you to identify overpayments or
underpayments.
The Void Cheque/Check Payments Process allows you to cancel a cheque/check that
was produced in error.
Employee Run Results give you a list of all results created for this payroll run.
You can use these processes for correcting a payroll run:
Correction of Run Results: Retries. Retries enable you to correct a payroll run before
post-processing has occurred.
Correction of Run Results: Reversals. Reversals enable you to correct a payroll run
when post-processing has already occurred.
Correction of Run Results: Rollbacks. Rollbacks enable you to correct a payroll run
without keeping any record of the original run.
You can run these processes to make accurate provision for current payments
backdated from a previous pay period, or current payments received in advance for a
future pay period:
The RetroPay process enables you to retrospectively distribute current payments to
the period in which they were earned.
For non-North American legislations, the Advance Pay process enables you to pay
employees in advance for an absence recognized by your legislation.
Key Concepts
To enable you to process and analyze payrolls, you need to understand these concepts:
QuickPay, page 4-7
Continuous Calculation, page 4-8
Note: You can use this if it is enabled for your localization.
PrePayments, Oracle HRMS Payroll Processing Management Guide
Retries, page 4-88
Reversals, page 4-89
Rollbacks, page 4-87
RetroPay, page 4-38
For non-North American legislations: Advance Pay, page 4-69
Reporting on Payroll Processing and Analysis
See Reports and Processes in Oracle HRMS, Oracle HRMS Payroll Processing Management
Guide
Payroll Processing and Analysis
The main purpose of the payroll run is to calculate employee pay correctly at regular
intervals. In addition you can perform other payroll processes to ensure accuracy and
provide flexibility for your organization. For example, you can roll back a payroll run
when you want to carry out a test run without keeping any record of it having taken
place. You can also run a RetroPay process when you want to make retrospective
adjustments to allow for backdated pay awards.
Does Oracle Payroll enable you to run part payrolls?
Yes, Oracle Payroll enables you to run part payrolls. This is useful in each of the
following circumstances where you do not want to process a payroll for the entire
organization.
Calculating Pay for an Individual Employee or Group of Employees
If an employee leaves the company before the end of a payroll period, you will need to
calculate the individual pay entitlement.
You may also want to calculate individual pay to check the details for an employee
before starting a payroll run for all employees.
Specifying What Details You Can Include in a Payroll Run
You may want to specify that only particular types of earnings or particular categories
of employee should be included in a payroll run.
Can you verify that a payroll run has completed successfully?
On completion of a payroll run you will need to verify that the run completed
successfully. You can display run messages and view latest balances and assignment
level results. You may also need to have relevant information grouped by topic in
report format so that you can review the outcome of processing. Payroll runs can be
monitored through the Payroll Progress Monitor, enabling you to view the name of the
run and the percentage/time of completion.
Can you make adjustments after a payroll run has completed?
Oracle Payroll enables you to make each of the following types of adjustment when a
payroll run has completed.
Addition of late entries that were not included in the initial run
Corrections to details that were wrongly entered in the initial run
Retrospective distribution of current payments to the period in which they were
earned
When you have made these corrections and modifications you can then run the payroll
again. However, you do not need to rerun the entire payroll. You need only to perform
a retry, and Oracle Payroll will reprocess only those items that were incorrect in the
initial run.
Can you produce payment and costing information from a completed payroll run?
Oracle Payroll enables you to use the results of a payroll run to allocate payments to
your employees, and to provide costing information.
Ensuring that Employees are Paid by the Correct Payment Method
When a payroll run has completed you need to pay each employee according to the
payment methods that you have specified. You may also need to override the
predefined payment methods where employees are receiving special payments such as
bonuses, which may not be paid by the usual methods of payment. You also have the
ability to pay an employee, who has multiple assignments within your organization, a
regular single payment.
Ensuring that Costing Information Can be Provided
On completion of a payroll run you may need to distribute the associated costs across
particular cost centers. For information on this, see: Cost Analysis Overview, Oracle
HRMS Enterprise and Workforce Management Guide
Can Oracle Payroll run payroll processes throughout a payroll period?
Yes, the continuous calculation process enables you to process static employee data
throughout the payroll period, leaving you extra time for validation and correction at
the end of the payroll period.
What if you want to know how much gross pay is required to produce a given net
amount?
Where employers have agreed to pay tax on a known fixed net payment, Oracle Payroll
can calculate the gross amount that employees must receive in order to meet all
deductions and still receive the correct net amount. This is referred to as Net-to-Gross
processing, and the calculations that derive the correct gross amounts are referred to as
Grossups, provided that the feature is enabled in your country.
Can you process external and manual payments
Yes, Oracle Payroll enables you to make external and manual payments.
The Payroll Run
Process Part of a Payroll
Oracle Payroll enables you to run a payroll and conduct post-processing on a payroll
that has completed successfully. You can also enter subsequent changes and corrections
for a payroll that has not completed successfully.
Oracle Payroll makes use of the following concepts when implementing payroll
procedures:
Assignment Sets
Occasions when you need to use assignment sets for the payroll run include:
You need to process the night shift earlier than the rest of the payroll as they must
receive their pay advices the night before the rest.
You need to process a correction run, as entries were not received in time for the
normal run and the overtime must be paid this period.
You want to process an additional run for a long service award, which the
enterprise is presenting as a cheque/check to each qualifying employee.
To fulfil these requirements, you can select from a range of assignments:
Include all assignments
Include or exclude individually identified assignments
Use a formula to include or exclude certain groups of assignments
Consolidation Sets
A consolidation set is a grouping of payrolls that simplify post-run processing and
reporting. It enables you to produce a single set of reports, costing results, and other
results for all payrolls in a consolidation set. When you run a payroll, make sure that
you have named the consolidation set to which the payroll belongs.
Element and Distribution Sets
With a normal payroll run, you would want to include all elements, but for a long
service award bonus you would want to include only the bonus element and the
statutory elements. You first calculate gross pay for ascertaining the gross amount to
transfer into the payroll account. Then you complete the gross to net calculation.
You can select element sets as follows:
Include all elements
Include or exclude individually identified elements
Include or exclude classifications of elements.
Canada only: When creating a Run set, you need to explicitly add the Canadian Tax
recurring element to your element set.
US only: When creating a Run set, you need to explicitly add the VERTEX recurring
element to your element set.
The predefined elements for Oracle Payroll are processed for every payroll run in which
they have been included. The deductions are recalculated using the period totals, the
amount already paid in previous runs is deducted, leaving the remainder as the
deduction for the new payroll run.
QuickPay
QuickPay enables you to carry out payroll processing for individual employees. You
can use QuickPay to pay employees who are leaving and who require payment
immediately. If an employee asks what their net pay will be this month, you can run
QuickPay to find the answer, then roll it back to remove all results from the database.
QuickPay: Two Options for PrePayments:
Once the QuickPay run has a status of Complete, you have a choice of two options for
post-run processing:
Include the QuickPay in the batch prepayments processing for the assignment's
payroll.
Choose this option if, for example, you have a new employee who joins after the
payroll run for the current period has taken place. Instead of rolling back the whole
payroll and resubmitting it with the new employee added, you run QuickPay
instead so that you can include the new employee in the consolidation set for batch
prepayments.
Start the PrePayments process from the QuickPay window, if necessary overriding
the default payment method.
Choose this option if, for example, an employee is leaving and is waiting to be paid
by cash or cheque/check.
Troubleshooting QuickPay: Concurrent Manager
When you start the QuickPay process, the screen freezes, and you cannot delete or
update the QuickPay definition until the process completes.
You may receive one of the following error messages:
The process has not started
This means either that the concurrent manager has not been started, or that there
are other requests of a higher priority. Ask your system administrator to start your
request or change its priority.
The process has started but has not finished
Ask your system administrator to investigate the reason for this.
Continuous Calculation
Continuous Calculation enables you to distribute your payroll processing throughout a
payroll period. You can run processes such as the payroll run, prepayments steps, and
costing, which deal with predominantly static employee data, at the start of the payroll
period, leaving more time for validation and correction of changed data.
Continuous Calculation works by using triggers. You define triggers and events which
inform the system when data has changed. For example, if an employee receives a
bonus, the corresponding event is triggered. When you subsequently run the
Continuous Calculation process, the system identifies these triggers and marks the
corresponding payroll processes (such as the payroll run) to be repeated. The affected
processes are repeated in a batch process which can be run as often as required. You
define the frequency of the batch process when you run the Continuous Calculation
process.
Tax Adjustment Run
Employers must compare the actual tax paid by employees against the calculated tax
from the statutory yearly tax tables. Any differences arising out of this comparison are
withheld from or remitted to the employees. Tax law requires employers perform this
payroll run once a year, but running the tax adjustment every quarter will decrease the
amount of any possible tax shortfall.
The Tax Adjustment run should be used to reconcile and adjust the annual tax liability
for the employee and the employer, taking into account all earnings paid to the
employee during the year.
This type of run uses the Annual Tax Adjustment payroll run.
Note: The Payroll Run Types feature identifies and controls the Tax
Adjustment Runs. Whenever you run the Annual Tax Adjustment
payroll process, the Mexico Tax formula calculates a difference between
the year-to-date value of ISR tax withheld so far and ISR calculated
from year-to-date income subject to tax. For example, you can mark a
regular run as an Annual Tax Adjustment run when submitting the
payroll run for processing.
Starting a Payroll Run
You start a payroll run in the Submit Requests window.
To run a payroll:
1. In the Name field, select the name of your payroll run process.
2. In the Parameters window, which opens automatically, select the payroll.
3. Select the default consolidation set name for the payroll, then select the current
payroll period display.
4. Select a new consolidation set for the run if required.
Use the consolidation set to control post-run processing of the results.
5. Select the payroll period for the run.
6. Select an element set and assignment set if required.
US only: Make sure that you have included the VERTEX seeded recurring element
in your element set if you are using an element set.
7. Select a run type.
8. If your legislation supports Regular and Supplemental runs, then select R for a
Regular run or S for a Supplemental run.
India only: Select "Bonus" run type for paying bonus.
9. You can optionally enter a message to appear on the statements of earnings for this
run if your SOE is designed to support such a message.
10. Choose Submit.
Starting a Tax Adjustment Run
You start a Tax Adjustment payroll run in the Submit Requests window.
To start a Tax Adjustment payroll run:
1. In the Name field, select Payroll Run.
2. In the Parameters window, select the payroll.
3. Select the default consolidation set name for the payroll, then select the current
payroll period display.
4. Select a new consolidation set for the run if required.
Use the consolidation set to control post-run processing of the results.
5. Select the payroll period for the run.
6. Select an element set and assignment set if required.
7. Specify Tax Adjustment as the run type.
8. Choose Submit.
Setting Up Continuous Calculation
To set up your system for continuous calculation:
1. In the Table Event Update window, check that the events are defined for the tables
you require for continuous calculation.
2. If the table has already been defined, but the required event is missing, create either
an Update, Delete, or Insert event and enter the table column to which the event
refers. Select the change type defined by the event.
3. If the tables you require for continuous calculation have not been defined in the
Table Event Update window, define them now in the Table Event Updates window.
See: Making Table Event Updates, page 5-8
4. In the Functional Area Maintenance window, choose the Incident Register
functional area. Make sure your triggers are included in this functional area. If your
triggers are not included, insert them.
You can also activate the triggers according to legislation or business group.
See: Grouping Dynamic Triggers into Legislative Functional Areas, page 5-7
Note: When you save a single trigger, this has the effect of
regenerating all triggers contained in the same package.
5. Run the Continuous Calculation process from the Submit Reports and Processes
window.
See: Running the Continuous Calculation Process, page 4-11
Running the Continuous Calculation Process
The Continuous Calculation process enables you to process static employee data
throughout a payroll period.
You run the Continuous Calculation process from the Submit Requests window.
To run continuous calculation:
1. Enter Continuous Calculation in the Name field of the Submit Requests window.
2. Select a payroll.
3. Schedule your process.
You can choose how often you want to run the continuous calculation process. For
example, you can run the process every day, every week, or on specific days.
4. Choose Submit.
Running QuickPay
You navigate to the QuickPay window from an employee assignment.
To define a QuickPay run for an employee assignment:
1. Set your effective date to the day you want to make the QuickPay payment.
The Payroll Period displays for the date selected, and the Date Paid and Date
Earned for this period also display. Date Paid is the regular payment date for your
legislation. You can update the Date Paid field, but only to another period's regular
payment date.
Note: If you select an effective date for which there is no valid
payroll period, all three fields remain blank. You cannot select an
effective date earlier than the start date of the parent record - the
employee assignment.
2. Select a consolidation set.
The default is the consolidation set for the assignment's payroll.
Note: The Number field remains blank and the status field remains
set to Unprocessed until the QuickPay run process is completed.
3. If your legislation makes use of run types, select the run type for this QuickPay.
4. Enter a pay advice date and message if required. These fields are for information
only.
5. Save your QuickPay definition.
Note: All assignment processes for the assignment's payroll must
have a status of Complete for you to save the definition. If not, you
see an assignment interlock failure message. Check the status of the
assignment processes in the Assignment Processes window, and
delete, roll back or rerun any non-Complete processes.
If the QuickPay Run itself displays In Error or Marked for Retry, choose the Retry
Run button to run the process again.
To execute a QuickPay run for an employee assignment:
1. Choose the Element Selection button if you want to check or verify element entries
for the QuickPay run. All the elements for the assignment that exist as of Date
Earned are listed in the Element Selection window. Select or clear the Include in
Run check box for elements you want to include or exclude from the run.
2. You can choose the Entry Values button to view entry values for each element.
Note: You cannot create, update or delete entries or entry values in
the Element Selection and Entry Values windows. You can only
select or clear the Include check box for entries.
3. Choose Start Run to run the QuickPay process.
You run QuickPay from the QuickPay window, not from the Submit Requests
window. You can view the status of the run in the View Requests window. If
necessary, you can then mark it for retry or roll it back either from the QuickPay
window or the Payroll Processes window.
When the run is processed, the Status and Number fields in the QuickPay Run
block display values for the run as follows:
Number: Numbering is consecutive, starting from 1, for each QuickPay run in a
payroll period. There is a separate series for each separate payroll. The
numbering restarts from 1 for each successive period.
Status: Values displayed for processed QuickPay runs are Complete, In Error,
Mark for Retry. You cannot enter or update values directly in this field. Choose
Retry Run to rerun the QuickPay process for runs with the status In Error or
Marked for Retry.
Running the Generate Run Balances Process
Run this process when you want to recalculate run level balance values that may have
become invalid, such as through changes to historical data.
You run this process in the Submit Requests window.
To run the Generate Run Balances process :
1. In the Name field, select Generate Run Balances.
2. Select the Parameters field to open the Parameters window.
3. In the Parameters window, optionally enter a start date from when you want run
balances recalculated. If you do not enter a date, Oracle Payroll recalculates the
balances for the entire life of the balances.
4. Select a mode to determine which balances to include. There is no specific time
required to run these, such as once a month. All Invalid Balances is likely to be run
most often, with Single Balances and All balances run as required. You can choose
from the following:
A Single Balance
All Invalid Balances
All Balances
If you select Single Balance mode, the Defined Balance field becomes active.
5. Select the option that shows the route for retrieving balance values, even if its status
is Invalid.
The Defined balance field is only enabled if Single Balance mode is selected from
the Mode field.
6. Select a balance level to determine which balances are to be recalculated. The
following is the complete list of balance choices available, depending if enabled for
your localization:
Assignment
Group
Assignment and Group
7. Choose OK and then Submit.
Post Processing for a Payroll
Post-Processing for a Payroll
The following table illustrates the payroll production cycle:
Stage Result
Payroll Run Computes payroll gross-to-net.
See: Starting a Payroll Run, page 4-9
PrePayments Distribution of employee pay and payment
methods.
See: Running the PrePayments Process, page
4-28
Payroll Archiver Stores earnings, deductions, and other payroll
data. Serves as the data source for the Payslip.
See: Managing the Payroll Archiver, page 4-
24
Cheque Writer (Mexico) Produces cheques, payslip, and online payslip
data.
See: Running the Cheque/Check Writer
Process, page 4-29
Pay Advice Produces Payroll Receipts for employees,
reporting all earnings received during that
pay period.
See: Generating Pay Advice, page 4-34
Direct Deposit (Mexico) Produces files for electronic submission to
banks for direct deposit payments.
See: Defining a Payment Method, page 2-16
External/Manual Payments Records cash or cheque payments to
employees from external sources or petty
cash.
PrePayments Process
Within Oracle Payroll the PrePayments process enables you to select a payment method
to pay your employees. You can distribute employee pay over more than one method
using either a percentage or monetary split.
You can override the PrePayments process. For example, suppose you have run the
normal payroll run and made payments via one payment method. You then have to run
supplementary payments for some employees and pay them by a different payment
method. The PrePayments process, having distributed the regular payments over the
payment methods entered, allocates the supplementary payments to the override
method.
Payroll Archiver
The Payroll Archiver stores each payroll period's earnings, deductions, tax calculation
details, taxes withheld, and accruals, as well as each employee's name and address,
employer information, and assignment details.
Cheque Writer Process
Run the Cheque Writer process to determine the generation of cheques for a specified
payroll and consolidation set over a specified time period.
You can generate contiguous serial numbers for cheque printing, and you can use this
feature to account for cheque stationery used during the cheque printing process. If you
do this, you also need to take into account the cheques you use to carry out the
alignment of your printer.
Oracle Payroll provides automatic cheque numbering for the Check Writer process. You
can keep track of cheque numbers when you process multiple cheques per day.
Note: Your System Administrator can enable the HR: Default Cheque
Number Method profile which enables you to use the automatic cheque
numbering process.
See: User Profiles, Oracle HRMS Configuring, Reporting, and System Administration Guide
Pay Advice Process
The Pay Advice (Mexico) process produces Payroll Receipts for submission to all
employees. These receipts report all earnings an employee has received across the pay
period.
See: Generating Pay Advice, page 4-34
Void Cheque Payments Process
Run the Void Cheque Payments process when you want to void cheques you have
issued using Oracle Cheque Writer. You may want to do this if there is a printing error
or if the cheques you print are afterwards lost. The process cancels the cheques issued,
records details of the cancellation, and enables you to give a reason for cancelling.
Direct Deposit
Produces files for electronic submission to banks for direct deposit payments. You can
define multiple payment methods for the same type.
Until CLABE is implemented, each bank in Mexico has its own format for payroll
account management. Oracle supports the direct deposit formats for the following
banks:
Banamex-Citybank
BBVA Bancomer
Inbursa
Santander-Serfin
You define direct deposit as a payment method during payroll definition.
See: Setting up Direct Deposit, page 2-19
External/Manual Payments Process
Use the External/Manual Payments window to record cash or cheque payments to
employees from external sources or petty cash. The window enables you to record
details of each payment.
Data Locks for Payroll Processes
Data locking is a mechanism that enables you to protect your data from unwanted
updates. For example: If you are running a monthly report at the end of each month, the
data contained in the report has to remain unchanged for as long as the report exists. If
you want to change this data, you must first rollback the report.
Data Locks: Automatic or User Selectable
Automatic
Some payroll processes automatically lock your data and you do not need to take any
additional action to apply a lock. For example, whenever you run the prepayments
process, your data is automatically locked against update while the prepayments
process completes.
User Selectable
Some payroll processes do not apply a lock automatically, but do provide you with the
option of selecting a process to apply a lock. Where this is the case, the lock process can
usually be selected from the Submit Requests window for your legislation.
For example, if you are using Oracle Payroll for Ireland you can select the P30 Data
Lock process which specifies a date at which you want to lock the P30 monthly report
before generating the report output. By applying the data lock you also maintains the
lock date as a historical record so that you can be confident that subsequent monthly
reports start from the correct point.
Data Locks: Rollbacks Can Override Them
You should also be aware that some payroll post-processes can override any data locks
that you have established. Oracle Payroll does not provide validation to prevent this,
since it is a legitimate action that you may need to perform. For this reason we
recommend that you should always refer to the individual topics in Oracle Applications
Help before attempting to work with user selectable data locks.
Payroll Archiver
Run the Payroll Archiver after the pre-payments process and before the payments
process (Cheque Writer). It stores each payroll period's earnings, deductions, tax
calculation details, taxes withheld, and accruals, as well as each employee's name and
address, employer information, and assignment details.
After running the Payroll Archiver, you can use the Payroll Actions Not Processed
report to see if any eligible employees (and their corresponding payroll processes) were
not archived.
See: Managing the Payroll Archiver, page 4-24
You can generate the payslip from the employee's assignment after running the Payroll
Archiver and the appropriate payments process has completed
See: Setting Up Payslip Information and Generating Payslips, page 2-24
Online Payslips
Oracle Payroll features payslips viewable by employees, employers, and payroll
professionals online. You generate this payslip from the employee's assignment after
the Payroll Archiver process and the appropriate payments process are completed.
Note: If a termination check was issued to an employee, that employee
cannot see the results of the termination check.
A payslip is not available for reversals or voided cheques.
Employees can view their payslips using SSHR. After logging in, they can select the pay
period they want to view.
Payroll managers can view the payslips of all employees.
Running Post-Run Processes for QuickPay
To run PrePayments and other processes from the QuickPay window:
1. Choose the Start PrePayments button. If required, you can override the default
payment method for the assignment. You have a choice of Cash or Cheque/Check
for prepayments run from the QuickPay window.
The status for the completed process displays in the Status field in the QuickPay
PrePayment block.
2. When a status of Complete displays, do one of the following:
Choose the External Payment button to make payment by cash or cheque/check
from the External/Manual Payments window.
Leave the payment to be made by a batch Cash or Cheque/Check Writer
process for the consolidation set.
Note: If you have already included the QuickPay run in the default
consolidation set for the assignment payroll, it can take part in the
batch PrePayment process for the payroll without further action on
your part.
Viewing Payroll Process Results
To view, retry or roll back payroll processes:
1. Select the name, period dates and action type of the payroll you want to view
results for.
If you leave the Period To field blank, the end date in the Period From field
becomes the end date for the query. If you run the query directly without entering
payroll or period details, the window displays all payroll process results for all
payrolls in the Business Group.
2. Choose Find.
The window displays details of all payroll processes for the payroll and period
selected. See below for further display details.
3. To mark a payroll process for retrial, select the Retry check box for the record. You
can then run the Retry process from the Submit Requests window.
4. To monitor the progress of a payroll run, select the record and choose the Process
Info button. This activates the Payroll Progress Monitor, allowing you to view the
name of the run currently processing and the percentage/time of completion. You
can update these details through the Refresh button or check the Automatic Refresh
box to enable changes to display as they occur.
5. To roll back a payroll process, select the record and choose the Delete Record icon.
This deletes the process from the database and returns all values to their former
state.
Note: Use the Payroll Processes window to roll back small
processes only. It is better to roll back large processes such as
payroll runs from the Submit Requests window. This runs the
process under concurrent manager control, freeing you to carry out
other tasks during processing and handling the process more
quickly. You can also run processes for assignment sets in Submit
Requests.
6. To see further information about the assignments making up the payroll process,
select the record and choose from the buttons at the bottom of the window.
Information then displays for the records you select.
Assignment Process: Lists details of the assignment processes making up the
payroll process.
Message: Displays any system messages relating to the payroll process.
Process Info: Summarizes processing status information for the assignment
processes.
Conc Manager: Enables you to query details of the run to view log file details.
Breakdown: Summarizes costing process information as follows:
Costings that were correctly costed (Normal Number)
Costings posted to the suspense account
Note: Costings can be posted to the suspense account if costing
codes are wrong or, for example, values missing for distributed
costing. Such costings still have a status of Complete. For
costing processes to be given a status of Error there must be a
serious breakdown at system or process level.
Output: This button is enabled for 1099R, W2 and W2-C (US) reports only. It
enables you to verify that these magnetic tape processes have completed
successfully with the full set of output files. A greyed output button may
indicate either that:
Your magnetic tape processes are of a type other than 1099R, W2, or W2-C.
You are attempting to view retrospective 1099R, W2, orW2-C information
that predates your installation of the output feature.
Reconciliation Details Allows you to see whether a specific payment has been
cleared by the system. One of the following statuses will be displayed:
Cleared
Uncleared
In error
You can also see the messages produced by the reconciliation process.
Printing the Payslip
You can generate your payslips to be printed and distributed to your employees using a
report that picks up the payroll information you extracted previously through the
payslip archive process, and converts it into a formatted file ready for printing. The
payslip consists of a header and a body section, with the information you enter in the
Parameters window appearing on the header page and the payslip figures in the main
body.
You run the payslip report from the Submit Request window.
To run the payslip report:
1. Select your country's payslip report in the Name field.
2. In the Parameters window, enter the start and end dates for the period of time you
want the report to cover. You run the report for the same period as the payslip
information extracted by the payslip archiver.
3. In the Parameters window, select a payroll, consolidation set and assignment set.
This selects the employees for whom you want to run the report. Selecting a payroll
overrides the consolidation set and processes the report only for the selected
payroll. You can opt to select just a consolidation set, but cannot do the same with
the assignment set.
4. The Sort Order fields that appear on the header section of the payslip enable you to
divide the payslips into areas of your choice. For example, the current defaults
divide the payslips into Person Info 1(Employer), Organization and Full Name
areas. You can change the default values that appear by selecting another item from
the list of values, selecting information about Additional Employee Details,
Address Details, Payroll Information and Employee Details.
5. Choose the Submit button.
6. Choose the View Output button to view or print the payslip report file.
Running the Employee Assignments Without Payroll Report
Use the Employee Assignments without Payroll report to identify any employee
assignments that do not have a payroll.
To run the Employee Assignments without Payroll report:
1. Enter the beginning date. This is the date from which you want to begin identifying
assignments without a payroll.
2. Enter the end date. This is the date at which you want your report to conclude.
3. If you are running the PDF version of this report, select a template for your PDF
template.
4. Click OK.
5. Click Submit.
Running the Payroll Actions Not Processed Report
Use the Payroll Actions Not Processed report to identify all payroll actions not yet
processed.
You run the Payroll Actions Not Processed report from the Submit Requests window.
To run the Payroll Actions Not Processed Report:
1. Enter a start date for the report to begin from.
2. Enter an end date to indicate the end of the reporting period.
3. Enter further identifying information to make your report as specific as possible.
For example, you can enter payroll name, consolidation set name, and Government
Reporting Entity (GRE).
4. Select the mode, for example, Costing, Payroll Archive and so on.
template.
6. Click OK.
7. Click Submit.
Running the Employee Assignments Not Processed Report
Use the Employee Assignments Not Processed report to produce a list of all
unprocessed employee assignments and decide on sort criteria for the list.
You run the Employee Assignments Not Processed report from the Submit Requests
window.
To run the Employee Assignments Not Processed report:
1. Enter a beginning date for the start of your reporting period.
2. Enter an end date to specify the end of your reporting period.
3. Enter further identifying information to make your report as specific as possible.
For example, you can enter payroll name, default consolidation set name,
Government Reporting Entity (GRE), and location.
4. Enter the sort options for your report.
output.
6. Click OK.
7. Click Submit.
Running the Element Register Report
Use the Element Register report after a payroll or QuickPay run to display a listing of
the elements and pay values for each employee. You can specify selection criteria to
determine what the report includes. For example, you can select elements by element
set, element classification or by individual element name. You can also specify a report
output type for browser display, or for export to an editable spreadsheet.
You run the Element Register report from the Submit Requests window.
To run the element register report:
1. Enter the Beginning Date Paid and the Ending Date Paid to specify your reporting
period.
2. Select the criterion for determining which elements appear in your report. You can
select one of the following:
Element set - your report includes all elements in an element set
Element classification - your report includes all elements belonging to a
classification.
Element Name - your report only includes a single element
When you have selected the criterion, enter a name to identify the particular
element set, element classification or element for reporting. For example, if your
criterion is element set, you enter the name of the particular element set that
3. Select the Payroll, or Consolidation Set for your report. If you select a payroll, the
consolidation set appears by default. You must select either a payroll, or a
consolidation set.
4. If you want to report on a single GRE, select the GRE name. If you do not make a
selection, your report contains information for all valid GREs.
5. If you want to report on a single organization, select the Organization name. If you
do not make a selection, your report contains information for all valid
organizations.
6. If you want to report on a single location, select the Location name. If you do not
make a selection, your report contains information for all valid locations.
7. If you want to report on an individual employee select Employee name. If you do
not make a selection, your report contains information for all valid employees.
8. Select an assignment set if you want to report on all assignments in a particular
assignment set. You can only select a static assignment set. Dynamic, or
formula-based assignment sets do not appear in the list of values.
9. Select an Output File Type:
HTML - this file type produces an output file that you can view in your
browser.
Comma Delimited - this file type produces a comma delimited file that you can
view in a browser. Additionally, you can save the comma delimited file as csv
or txt so that you can open it for editing in a spreadsheet.
Managing the Payroll Archiver
The Payroll Archiver preserves payroll run information, so you can use it for accurate
payroll reporting or third-party tax filing. This is a mandatory part of payroll
processing if you are using the Online Payslip functionality included with Oracle
Self-Service HRMS. This process logs:
PrePayment process
Reversals
Balance adjustments
You must run the Payroll Archiver after you have run Payroll and Pre-Payments but
before running the Cheque Writer process. You run the Payroll Archiver from the
submit requests window.
The Payroll Archiver management process involves:
Running the Payroll Archiver, page 4-24
Viewing Archiver Values by payroll, page 4-25
Viewing Archiver Values by assignment, page 4-25
Rolling back or reversing a Pre-Pay Process archive for a specific employee, page 4-
25
Rolling back or reversing a Pre-Pay Process archive if you don't know the
employee's name, page 4-26
To run the Payroll Archiver:
1. Select Payroll Archiver in the Name field.
2. If the parameters window does not open automatically, click in the Parameters field
to open it.
3. Enter a Start Date and End Date. Oracle Payroll archives information for payroll
runs that occurred in the date range you specify.
4. Select the Payroll or Consolidation Set that you want to archive data for. If you
select a payroll, the Consolidation Set automatically defaults.
5. Select OK, and then Submit.
6. After running the Payroll Archiver, use the Payroll Actions Not Processed report to
see any employees (and corresponding payroll processes) that were not archived
but fell within the report's parameters.
To view Archiver Values by payroll:
1. Navigate to the Payroll Process Results window (View | Payroll Process Results).
2. Specify the name, pay period, and action type of the payroll you want to query.
3. Click Find.
4. Select the date you want to view, and click Assignment Process.
5. Select the name of the employee you want to view, and click View Results.
The View Archive Values for the assignment appears.
6. Select any of the "Details" to view them.
To view Archiver Values by assignment:
1. Navigate to the Assignment Process Results window (View | Assignment Process
Results).
2. Specify the name and pay period for the employee you want to query.
3. Click Find.
4. Select "Magnetic Report" type, and click View Results.
5. In the Line Level Archiver section of the View Archive Values window, you can
select any of the "Details" to view them.
To rollback or reverse a Pre-Pay Process archive for a specific employee:
Perform these steps if you want to rollback or reverse a Pre-Pay Process that has already
been locked and archived by the Payroll Archiver process.
1. Open the Employee Assignment Processes window (View | Assignment Process
Results).
2. Specify the employee name.
3. Specify the pay period.
4. Click Find.
5. Locate the desired Payroll Archive.
Its Type will include "Magnetic Report".
6. To retry this archive, click Retry.
To reverse this archive, select the row and click Delete.
7. Save your work.
8. Locate the Pre Pay Process in your query results.
To rollback or reverse a Pre-Pay Process archive if you don't know the
employee's name:
Perform these steps if you want to rollback or reverse a Pre Pay Process that has already
been locked and archived by the Payroll Archiver process.
1. Open the Payroll Processes window (View | Payroll Process Results).
2. Specify the payroll name.
3. Specify the pay period.
4. Specify "Magnetic Report" as the type.
5. Click Find.
6. Locate your Payroll Archiver process from the returned list, and select its row.
7. Click Assignment Process.
The Assignment Processes window opens, listing all actions according to employee
name.
8. Select the desired row.
Direct Deposit
The Direct Deposit (Mexico) process produces files that you transfer to your financial
institution for direct deposit payments. This process must be run prior to the Deposit
Advice process.
To run the Direct Deposit process:
1. In the Name field, select Direct Deposit (Mexico).
2. Click in the Parameters field if the Parameters window does not open
automatically.
3. Select the name of the payroll or consolidation set to run the process for.
When you select a payroll name, its default consolidation set displays.
4. Enter the start and end dates of the time span for the processing to cover. For some
financial institutions, this should be within 30 days of the effective date.
5. Select the name of a payment method to use for all the payments resulting from this
process run.
The payment method defaults to Direct Deposit.
6. If required, enter an override deposit date to use for all the payments resulting from
this process run.
7. Choose OK and then Submit.
This process creates a flat file in the PAY_TOP/out directory.
8. From the Submit Requests window, select XML Report Publisher.
9. Click in the Parameters field if the Parameters window does not open
automatically.
10. Specify the request ID of the Direct Deposit (Mexico) process you ran.
11. Select the appropriate direct deposit template and its locale.
12. Select eText as the output value.
13. Click OK and Submit.
You can view the generated interface file by clicking View Output. Use this file to
transmit payment details to the bank.
Running the PrePayments Process
Run this process when you want to do one of the following:
Distribute employee pay over more than one payment method using either a
percentage or monetary split. You define the amount or percentage to be paid by
each method for each employee in the Personal Payment Method window. You can
also indicate that payment methods should take account of run types and run types
at personal level.
Override the default payment methods. For example, you may need to run a
supplemental payroll for which the distribution between payment methods will be
different from that specified for the regular run. When you override the defaults,
the payments for the supplemental run only are distributed according to the
override payment method that you specify.
If Multiple Assignments is enabled for your Payroll, the PrePayments process
creates one regular cheque for all assignments and one cheque for each separate
payment. Assignments must be included on the same payroll in the same payroll
period or they will not be included.
Note: The Net Pay from each assignment is deposited into the payment
method account for the primary assignment unless the primary
assignment is not processed. If it is not processed and the secondary
assignment does not have a personal payment method, the employee
receives a cheque.
You run this process from the Submit Requests window.
To run the PrePayments process:
1. In the Name field, select PrePayments.
2. In the Parameters window, select the name of the payroll or consolidation set to run
the process for. When you select a payroll, the default consolidation set is
displayed.
3. Enter the start and end dates of the time span for the prepayments processing to
cover.
Note: If you specify the end date and not a start date, the process
automatically uses the start date of the period for the end date you
specified.
4. If required, enter an override payment method. The method you select overrides all
other payment methods for this processing.
5. Choose OK.
6. Choose Submit
Creating a Cheque Report for the Cheque Writer Process
You can add your own cheque report to the Cheque Writer (Mexico) process by
generating it and placing it in the $PAY_TOP/srw directory.
Choosing a cheque report:
1. Generate your new cheque report and place it in the $PAY_TOP/srw directory.
2. Add the cheque report's details to the HR_LOOKUPS table.
The supplied sample report includes the following definition in this table:
Column Name Value
APPLICATION_ID 800
LOOKUP_TYPE MX_CHEQUE_REPORT
ENABLED_FLAG Y
3. Select your report in the Cheque Writer (Mexico) prameters window.
Running the Cheque/Check Writer Process
You run the Cheque/Check Writer process from the Submit Requests window.
To run the Cheque/Check Writer process:
1. In the Name field, select the appropriate process.
Irish Payroll: Select IE Cheque Writer
Mexican Payroll: Select Cheque Writer (Mexico).
US Payroll: Select Check Writer.
All others: Select Cheque Writer.
2. In the Parameters window, select the name of a payroll or consolidation set. When
you select a payroll, the default consolidation set is displayed.
3. Enter the start and end dates for the process.
4. Enter your cheques/checks payment method.
5. Enter the sort sequence for the cheques/checks This defaults to Organization, then
to Person.
6. Enter your cheque/check style.
If you enter Default, this selects the PAYRPCHQ sample cheque/check report.
7. Enter the first cheque/check number of your cheque/check sequence in the Start
Cheque/Check field. If required, you can enter the last cheque/check number in the
End Cheque/Check Number field.
Note: If your system administrator has enabled the automatic
cheque/check numbering process, Oracle Payroll automatically
provides the cheque/check number. (US and Canadian payroll
only).
See: User Profiles, Oracle HRMS Configuring, Reporting, and System Administration
Guide
8. Choose Submit.
Running the Void Cheque/Check Payments Process
Void Check/Cheque Payments is a payroll process, and for every check/cheque that is
voided, Oracle Payroll creates a corresponding assignment process.
You run the Void Check/Cheque Payments process from the Submit Requests window.
To run the Void Cheque/Check Payments process:
1. In the Name field, select Void Check/Cheque Payments.
South African Payroll: Select Void Cheque Payments (South Africa).
2. In the Parameters window, select the payment run for the Cheque/Check Writer
that you want to void.
3. Enter the date on which you want to void the cheques/checks. The default is your
system date.
4. Enter, optionally, a reason for voiding the cheque/check issue.
5. Enter start and end numbers of the cheque/check sequence you are voiding. For
single cheques/checks, enter the cheque/check number in both fields.
Reissuing a Voided Cheque/Check
If you void a cheque/check you reissue either with the same amount, or with a different
amount. You can also reissue the cheque/check with a different date from the original
check date.
See:Reissuing Voided Cheques/Checks with a Different Check Date, Oracle HRMS
Payroll Processing Management Guide
To reissue a voided cheque/check with the same amount:
1. To verify that the void has been processed, select the employee in the Employee
Assignment Processes window. For the process that originally produced the
cheque, VOID will appear in the Status Column.
2. Run the Cheque/Check Writer process again. A new cheque/check will be produced
with a new number.
3. If you want to verify the process, select the employee in the Employee Assignment
Processes window. The number of the original prepayment will be in the Applied
Column of the latest process.
4. Run the Void Payments Report any time after the void has been processed. See:
Running the Void Payments Report, page 4-32
To reissue a voided cheque/check with a different amount:
1. Reverse the cheque/check that you have voided in the Reverse Payroll Run
window. See: Correcting Run Results: Reversals, page 4-91
2. Enter the new amounts to be paid in the Salary Administration, or Element Entries
window as appropriate.
3. Run QuickPay for the new amounts that is to be paid to the employee. See: Running
QuickPay, page 4-11
4. Run the PrePayments process. See: Running Post-Run Processes for QuickPay, page
4-18
5. You can now do one of the following:
Manually issue the cheque/check. See: Making External/Manual Payments,
page 4-34
Run the Cheque/Check Writer process again.
6. If you want to verify the process, select the employee in the Employee Assignment
Processes window. The number of the original prepayment will be in the Applied
Column of the latest process.
7. Run the Void Payments Report any time after the void has been processed. See:
Running the Void Payments Report, page 4-32
Running the Cheque Listing Report
The Cheque Listing report shows the details of the cheque numbers issued and enables
employees to sign for their cheques.
Run this report from the Submit Requests window.
To run the Cheque Listing report:
1. Select Cheque Listing in the Name field.
Irish Payroll: select IE Cheque Listing
2. Select the payment run for which you want to show cheque details in the
Parameters window.
3. Select the sort order for this report.
4. Choose Submit.
Running the Void Payments Report
Run the Void Payments report when you want to show the details of cancelled
cheque/check payments.
Run this report in the Submit Requests window.
To run the Void Payments report:
1. In the Name field, select Void Payments Report
Irish Payroll: Select IE Void Payments Listing
2. In the Parameters window, enter a start date and an end date for the report.
3. Select a payroll and/or consolidation set if you want to restrict your information by
these parameters.
US Payroll: You can optionally select a GRE.
If you leave these fields blank, the report returns information on all payrolls for the
period chosen.
Running the Payroll Cheque/Check Payment Report
Use this report to view void and reversal information for a cheque/check. Select your
parameters in the parameter wizard to determine the period and payment method for
your report.
To run the Payroll Cheque/Check Payment report:
1. Enter the Process Start Date.
2. Enter the Process End Date.
3. Select a Payment Method.
4. Click Finish.
Voiding Magnetic Tape Payments
Run the Void Magnetic Tape Payments process when you want to cancel an EFT
payment (NACHA or Direct Deposit for example) made by magnetic tape. The Void
Magnetic Tape Payments process enters a record of the reversal into Oracle Payroll.
Note, however, that the Void Magnetic Tape Payments process does not create a new
magnetic tape for onward submission to the bank. You must contact the bank to request
a manual reversal of the amount that you have voided. Remember that individual
banks have different procedures for requesting a manual reversal. Before you request a
reversal from your bank, always verify:
The period of notice required for a reversal
The information necessary to support a reversal request (for example, Employee
Name, Social Security Number, Account Number, Routing Number, Amount,
Effective Date, and so on).
The preferred transmission method for the reversal request
You run the Void Magnetic Payments process from the Submit Requests window.
To run the Void Magnetic Payments process:
1. Select the payment run that you want to void.
2. Enter the effective date for the void process.
3. Enter a reason for voiding the payment.
4. Select the employee who received the payment that you want to void.
5. Select the payment that you want to void.
6. Click Submit
Generating Payroll Receipts
The Pay Advice (Mexico) process produces Payroll Receipts for distribution to your
employees. These receipts report all earnings each employee has received across the pay
period.
This process generates XML output, which you can convert into a PDF file using XML
Publisher.
Run the Pay Advice (Mexico) process from the Submit Request window.
To generate Payroll Receipts for your employees:
1. In the Name field, select Pay Advice (Mexico).
2. In the Parameters window, specify the date range for this report.
This process includes all payments earned during the range you choose.
3. Select either a payroll or consolidation set.
If you choose a payroll, Oracle Payroll automatically populates the consolidation
set.
Making External/Manual Payments
You can use the External/Manual Payments window to:
Make check/cheque payments to employees.
Make cash payments to employees from external sources or petty cash.
Complete the voiding of a payment to ensure that no one can reissue a payment
once you have voided it.
You distinguish between each of these three uses by selecting one of three methods of
handling the external/manual payment. Your selection of the handling method
determines which type of external/manual payment you can make:
Method Effect of Selecting this Method
Check Payment from Same Bank Account Your check/cheque for the manual payment is
drawn on the same bank account that you
used for the original payment.
Other Form of Payment Your manual payment is not made by a
check/cheque drawn on the same bank
account that you used for the original
payment.
Always select this method when you make
manual payments in cash.
Cancel Payment Your payment cannot be reissued.
Always select this method when you want to
identify cancelled payments so that you can
exclude them from reconciliation.
You access the External/Manual Payments window from either the Assignment
window or the QuickPay window. However:
If you enter from the Assignments window, you see the source type and its effective
date. The source type is either PrePayments or QuickPay.
If you enter from the QuickPay window, you see only the QuickPay source types.
The Effective Date does not display because it is the same date as the QuickPay run.
The Type does not display either because it is, by default, QuickPay.
Note: External/manual payments for child assignment actions are not
visible when you first open the QuickPay window. For example, if you
attempt to view existing external/manual payments for a supplemental
run, it initially appears that no external manual payments exist.
However, the external payments are held as a child assignment action.
To view such payments in the QuickPay window, the full sequence is:
1. From the assignment, navigate to the QuickPay window..
2. Select the run date.
3. Navigate to the QuickPay Pre-payments field.
4. In the empty field, click the down arrow.
5. Click External Payments. You can now see any external/manual
payrments for the child assignment action.
To make a cheque/check payment to an employee:
1. Query the Payment Method field to see a list of any unpaid cash or cheque/check
payments for the current assignment.
2. Check the Pay check box for the payment methods you intend to pay manually.
Enter the value of the payment and the cheque/check number.
3. Supply a Reason for requesting manual payment. We recommend that you record
your reason in the field provided rather than appending it to the cheque/check
number details.
4. Select Check Payment from the Same Bank Account as the Method. This selection
ensures that your External/Manual payment is from the same bank account as the
original payment method. Also, if you intend to reconcile this payment in Oracle
Cash Management, you must select Check Payment from the Same Bank Account.
5. Save your entry.
To make a cash payment to an employee:
1. Query the Payment Method to see a list of any unpaid cash, cheque or EFT
Enter the value of the payment, and the cheque/check number for check/payments.
However for all other types of payment, leave the cheque/check number blank.
number details.
4. Select Other Form of Payment as the Method. You must use this method for cash
payments and for cheques/checks that do not originate from the same bank account
as the initial payment method.
5. Save your entry.
To prevent a voided payment from being reissued:
1. Query the Payment Method to see a list of any unpaid cash, cheque or EFT
Enter the value of the payment.
number details.
4. Select Cancel Payment as the Method. The external payment prevents the payment
from being reissued. You should then reverse the payroll run to complete the
voiding of the payment.
5. Save your entry.
RetroPay Processing
Overview of RetroPay Processing
Purpose of the RetroPay Process
Run the RetroPay process to ensure that your payroll run for the current period reflects
any backdated payments or deductions. Backdated adjustments can occur when:
An employee receives a pay award that is backdated to a previous pay period.
The payroll department makes a retrospective correction for an error that occurred
in a previous pay period
For example, at the start of the current pay period, this employee has a pay award
backdated to pay period 1. The employee has not yet received any payments for this
award. In the current pay period the employee is entitled to payments that represent
the backdated amounts for:
Each of the preceding payroll periods (pay periods 1 to 4)
The current pay period
You run your RetroPay process to ensure that the employee receives correct payment
when you next run the payroll.
Period Earned is Distinct from Period Paid
When backdated payments occur, the accuracy of your subsequent payroll processing
depends on distinguishing between:
The period in which the payment was earned
The period in which the payment was made
For example, the taxation implications are different for:
A pay award backdated to period 1 and not paid until the current period. You may
want to tax this award in the current period.
A correction to an underpayment in period 3 which is paid to the employee in the
current period. You may want to tax this correction in period 3 rather than in the
current period.
The RetroPay Process Does Not Overwrite Your Historical Payment Records
You never overwrite historical payroll data when you run RetroPay. Although you
recalculate all periods that have retroactive changes whenever you run a RetroPay, you
never modify the stored results for these periods. Instead, you create one or more
RetroPay entries to receive the process results.
Think of the RetroPay process as a calculator holding results in memory so that it can
process a final set of results. The RetroPay process uses your historical results to
calculate the changes for the current period. The results for your current period change,
but your historical records remain unchanged.
RetroPay Processes Available in Oracle Payroll
Oracle Payroll provides several versions of RetroPay, for example Enhanced RetroPay,
RetroPay by Element, and so on. However, in most situations, you only have access to a
single version of RetroPay.
How To Identify Your Version of RetroPay
Navigate to the Submit Requests window, and search for RetroPay. Your search returns
the name of the single version of RetroPay enabled for your use, for example, Enhanced
RetroPay.
An exception occurs in transitional situations. If you are replacing RetroPay by Element
with Enhanced RetroPay, the Submit Requests window enables you to select each
version of RetroPay so that you can complete the transition.
Summary of Available RetroPay Processes
We recommend Enhanced RetroPay as the standard version of RetroPay for new
customers to adopt. Older RetroPay versions do exist, and this table exists as reference
so that you can distinguish between each version. In practice however, your System
Administrator determines which version of RetroPay you can use, and you are unlikely
to see any reference to RetroPay versions that are unavailable to you .
RetroPay Process Distinguishing Features
Enhanced RetroPay Enables you to
Identify the reasons for backdated changes to individual

elements,
Reprocess an assignment from the exact point at which a change

occurred rather than reprocessing the entire pay period because
it contains a backdated change.
RetroPay by Element Enables you to identify the value of backdated changes for
individual elements
RetroPay by Run Only for use with Oracle HRMS (Japan)
RetroPay (by
Aggregate)
Does not differentiate backdated payments at element entry level.
Produces a single aggregated RetroPay This is the original version of
RetroPay. You can continue to use RetroPay (by Aggregate) but we
recommend that new customers should implement Enhanced
RetroPay rather than RetroPay (by Aggregate)
Implications of Migrating Between RetroPay Processes
You cannot run one category of RetroPay with data that you have already run on a
different category of RetroPay. For example, if your localization has moved from
RetroPay by Run to Enhanced RetroPay, you cannot use Enhanced RetroPay on data
previously processed in RetroPay by Run.
When to Run the RetroPay Process
The RetroPay Process and the Payroll Cycle
It is important to run your RetroPay process at the correct point in the payroll cycle.
Always run RetroPay immediately before you run a payroll, and, for greatest accuracy,
as close to the cut-off date as possible. The cut-off date is the point at which all data
entry for the payroll is complete.
The RetroPay Process Always Precedes a Payroll Run
The RetroPay process cannot occur after your payroll run. If you run your payroll and
then discover further backdated adjustments you must hold them over until a later
payroll period and run the RetroPay process in that subsequent payroll period.
Backdated Adjustments Are Always Paid in the First Open Payroll Period
When you run a RetroPay process in your current payroll period, any backdated
adjustments are always paid in your current payroll period. So, a RetroPay process in
period 5 calculates any backdated adjustments from periods 1 to 4, and marks them for
payment in period 5.
You cannot stipulate that a RetroPay process in period 5 should withhold any resulting
payments until a future pay period. For example, you cannot stipulate that a RetroPay
run in period 5 should withhold payments until period 8.
If you want to use a future payroll period such as period 8 to make payments of
backdated amounts for periods 1 to 4, then you must wait until period 8 before you run
your RetroPay process.
Troubleshooting RetroPay
The most common RetroPay problems occur when the RetroPay process completes, but
produces unexpected results.
Consult these tables for quick reference on common RetroPay difficulties and their
solutions. The problem description links or refers to extra information where you need
more details to solve a problem.
Troubleshooting Enhanced RetroPay and Retro-Notification, page 4-44
Troubleshooting Earlier Versions of RetroPay, page 4-45
Troubleshooting Enhanced RetroPay and Retro-Notification
Problem Description What to Do
Enhanced RetroPay is not available when you
expected it to be, or you do not have the Retro
Components button on the Recalculation tab
of the Elements window.
This is a single problem - your localization has
not implemented the legislation rule
ADVANCED_RETRO.
View RetroPay Status does not display some
of my expected choices
Contact your System Administrator. The
configuration of View RetroPay Status is
determined at setup.
If the legislation rule
RETRO_STATUS_USER_UPD is set to Y, then
you have a choice when you view RetroPay
status. You can either exclude the assignment
from RetroPay processing (you select
Deferred), or include it (you select Confirmed
Awaiting Processing).
However, if RETRO_STATUS_USER_UPD is
set to N, then the assignment is automatically
included in the next RetroPay run (it displays
in View RetroPay Status as Included Awaiting
Processing).
Problem Description What to Do
After setting up Enhanced RetroPay for the
United States, the Enhanced RetroPay run
does not produce any results.
Also: the Retro-Notification report (Enhanced)
for the United States does not record a salary
change for an employee unless you add the
changed details from View RetroPay Status.
In both cases:
Navigate to the Element window and ensure
that the Default Component check box is
checked.
The United States has one component only
(RetroPay) and one reprocess type (Reprocess)
- you must check the Default Component
check box for the element.
RetroPay Element field is missing when
Enhanced RetroPay is enabled.
This is intended behavior.
The RetroPay Element field is hidden when
Enhanced RetroPay is enabled.
You now add your RetroPay elements from
the Retro Components button available from
the Recalculation tab of the Elements window.
How do I know whether Enhanced RetroPay
is enabled for my legislation?
System Administrators can run the following
SQL code to determine whether Enhanced
RetroPay is enabled.
select * from pay_legislation_rules
where rule_type like
'%ADVANCED%RETRO%'
and legislation_code = 'xx';
(Where "xx" is your legislation code).
If the SQL query returns a rule mode of Y,
then Enhanced RetroPay is enabled for your
legislation.
Troubleshooting Earlier Versions of RetroPay
Problem Description What To Do
RetroPay process element entry not generated
for one or more assignments.
Check that the element links exist, then check
your RetroPay setup., page 4-46
Problem Description What To Do
Unexpected value returned. Check your RetroPay setup., page 4-47
Start and end times ignored. Check for a previous RetroPay run that
overlaps with your current run. If there is an
overlap, rerun a new RetroPay with dates that
fully include the period processed by the
earlier RetroPay.
RetroPay Warning: Process Log shows zero
employees in error did not create element entries
for processed employees.
Check that you are using the correct balance
in the RetroPay set. If you are processing
RetroPay within a single calendar year, choose
a balance that represents gross pay for year to
date. If your RetroPay spans two years, do not
select a balance with the _YTD dimension.
Cannot use the Element Entries window to
delete RetroPay generated elements.
Roll back the RetroPay process, remove the
unwanted assignments from the assignment
set and then rerun RetroPay.
Note: The RetroPay process does not
permit use of the Element Entries window
to make these changes. This is expected
behavior rather than an error.
RetroPay Error: APP-6370 Cannot create an
entry past the termination rule date.
The setup of your RetroPay element
(specifically, the termination rule) does not
enable you to process terminated employees.
Remove the assignments of terminated
employees from your assignment set and then
rerun RetroPay.
Detailed Problem Resolutions
This section provides step-by-step solutions for more complex problems.
Check that the Element Links Exist, and then Check Your RetroPay Setup
If the RetroPay process does not generate a RetroPay element for one or more
assignments, follow this sequence to correct the problem,:
1. Check that there is a valid, current element link for each assignment in the RetroPay
set. If the links do not exist, the RetroPay process can still calculate a retro-payment
but cannot attribute the calculation results to an assignment.
2. Check that RetroPay entries exist for this assignment. Do this by inspecting the log
file for the HR_HRPROC_EE_NOT_CRE message and searching for the text
Warning RetroPay has detected no change. This text indicates that RetroPay entries do
not exist. There are no differences between the original payroll run and the
RetroPay run.
3. Check that your RetroPay setup correctly defines all the required balances. The
RetroPay process always uses a balance to track the difference between an original
entry and a retro entry. If retro-payments do not specifically feed your RetroPay
balances, then the RetroPay process cannot identify that a retro-payment has
occurred.
Example (from U.K. Payroll)
If you specify an NI balance in your RetroPay setup and then make changes to
element entries that are not subject to tax or NI, your run results will be different
when you compare the original run and the retro-paid run. However, the RetroPay
element does not include these changes because it can only report on those
differences that affect the NI balance.
4. Confirm that your RetroPay element has a classification of Earnings. The Earnings
classification ensures that you can pay the amounts identified by the RetroPay
process. Other classifications, such as Information, do not allow you to make
payments.
5. Find out whether your RetroPay definition includes any Year to Date (_YTD)
balances. If you run a RetroPay process that spans the end of year, you could see
unexpected results if you are using _YTD balances. Errors occur because the payroll
run clears the_YTD balance at the end of year in preparation for the next year.
6. Check that there is a correct end date for the payment of RetroPay entries. Do this
by View | Lists | Employees by Element to see whether the entry was created for an
unexpected period. If this is the case, set the end date to the first date of the payroll
period in which the RetroPay entry should be paid. For example, if you run
RetroPay for June to September 2004 to pay back pay in October 2004, your start
date should be 01-JUN-2005 and your end date 01-OCT-2005.
Check Your RetroPay Setup
If the RetroPay process returns an unexpected value follow this sequence to correct the
problem,:
1. Check the logic of the RetroPay setup to determine that you are feeding the correct
balance and confirm that you are not feeding the correct balance more than once.
2. Find out whether your RetroPay definition includes any Year to Date (_YTD)
balances. If you run a RetroPay process that spans the end of year, you may see
unexpected results if you are using _YTD balances. Errors occur because the payroll
run clears the_YTD balance at the end of year in preparation for the next year.
3. Establish whether there are changes elsewhere in the application that might impact
the value of a balance. This can be a difficult area to identify because anything that
feeds the balance specified in the RetroPay definition can potentially affect the
RetroPay.
In particular:
Balances like Gross Pay can reflect multiple changes to an assignment. These
changes can affect the recalculated value of that assignment.
Generic changes such as updates to a formula can affects the results of
associated elements, and introduce balance value changes that subsequently
affect RetroPay values.
Setting Up Retro-Notification and RetroPay
Follow this process to set up the Retro-Notifications report, and the correct RetroPay
process for your payroll.
1. Set Up the RetroPay Component
The RetroPay component determines the default style of RetroPay processing for
your localization. For example, you can specify that your default style is Tax When
Paid, rather than Tax When Earned.
You can use either of the following methods to set up your RetroPay component:
Method How To Advantages
Set Up the Organization
DFF
From the Additional
Organizational Information
window:
1.
Select Retro Component
Usages.
2.
Select the Tax Area.
3.
Enter a Retro Style, for
example, Tax When
Paid.
4.
Enter an Effective Start
Date.
5.
Enter an Effective Date.
6.
Choose OK to confirm
your choices.
Processing the retrospective
payments for all employees
in the same style is a faster
alternative than setting up
details at the element level
for each assignment.
This method does not
prevent you from making
changes for individual
assignments when you view
RetroPay status.
Set Up Retro Components
and Spans at Element Level
From the Element window:
1.
Query the element.
2.
Choose the
Recalculation tab.
3.
Choose the Retro
Components button.
4.
Select a Recalculation
Reason.
5.
Select a Reprocess Type.
6.
Select an Element Span
to indicate the start date
and end date on which
you want to report.
You can modify entries at
element level to make
exceptions for particular
assignments.
Note: Your localization may advocate one of these as the preferred
method.
2. Set Up the Retro-Notifications Report
Determine whether a retrospective change in Oracle Payroll will appear in the
Retro-Notifications report. Set up an event group to contain all the retrospective
change events that you want to record.
See: Setting Up the Retro-Notifications Report, page 4-50
3. Set Up Your RetroPay Process
Although Enhanced RetroPay is the recommended RetroPay process for most
localizations, your System Administrator can also set up these earlier versions of
RetroPay.
See: Setting Up RetroPay by Element, page 4-52
See: Setting Up RetroPay by Run and RetroPay (by Aggregate), page 4-53
Setting Up the Retro-Notifications Report
You use the Retro-Notifications report to identify any changes that have a retrospective
effect for payrolls that you have already run. You can define the relevant types of
change by setting up an event group to specify the changes. Follow these steps to set up
the Retro-Notifications report:
To enable dynamic triggers:
1. Navigate to the Dynamic Triggers window.
2. Enable any dynamic triggers that the application generates. It is important to enable
these triggers to ensure your payroll processing updates each database table
correctly. The recommended minimum list of triggers to enable for the
Retro-Notifications report is as follows:
Table Name Trigger Type
PAY_ELEMENT_ENTRY_VALUES_F Update
PAY_ELEMENT_ENTRIES_F Update
PAY_ELEMENT_ENTRIES_F Insert
PAY_ELEMENT_ENTRIES_F Delete
To define an event group:
1. Navigate to the Table Event Group window.
2. Enter a name for your Event Group, for example, Retro-Notification Events.
3. Select Retro as your event groups type.
4. Save your entries.
5. Select the events that will produce notification if retrospective changes occur.
Specify the following information to identify the type of update and the database
table to which it applies:
Update Type
Base Table Name
Column Name
For example:
Update Type Table Column Name
DateTrack Correction PAY_ELEMENT_ENTRY_V
ALUES_F
SCREEN_ENTRY_VALUE
DateTrack Update PAY_ELEMENT_ENTRIES_
F
EFFECTIVE_START_DATE
DateTrack Update PAY_ELEMENT_ENTRIES_
F
EFFECTIVE_END_DATE
DateTrack End Date PAY_ELEMENT_ENTRIES_
F
DateTrack Insert PAY_ELEMENT_ENTRIES_

F
DateTrack Delete PAY_ELEMENT_ENTRIES_

F
To enable the Incident Register:
1. Navigate to the Functional Area Maintenance window.
2. Query the Incident Register and ensure that you have triggers defined.
3. Decide whether to capture the triggers by legislation, business group, or payroll.
Navigate to each tab to make your selection.
Setting Up RetroPay by Element
RetroPay by Element is the recommended RetroPay process for most localizations, and
is required if you use Enhanced RetroPay.
To set up RetroPay by Element:
1. Create the retroactive element. The recommended settings are:
Non-recurring
Multiple entries allowed
View this element in the RetroPay field of the Element Description window. By
default, retroactive elements use the same name as the element that they represent,
but you can change this name for user-defined elements.
2. Enter retroactive changes using DateTrack.
3. Create assignment and element sets including the assignments and elements for
retroactive processing. The element set type is Run Set.
Note: North American HRMS: For earnings elements defined as
Reduce Regular, include the Special Features element in the
element set.
Use one of two methods to create your assignment set:
Use the Assignment Set window. This method is useful when you have a few
employees to include in a RetroPay run and you are confident that you can
identify all the employees that you want to include.
See: Creating an Assignment Set, page 1-5
Run the Retro-Notifications report to automatically generate an assignment set
of all employees with retrospective changes.. This method is useful if you want
to be certain that your assignment set includes all potential changes. You can
edit this assignment set to add and remove assignments.
See: Running the Retro-Notifications Report, page 4-64
Setting Up RetroPay by Run and RetroPay (by Aggregate)
You should consider setting up Enhanced RetroPay in preference to RetroPay by Run or
RetroPay (by Aggregate). However, we include setup information on these older types
of RetroPay as reference.
To set up the RetroPay process for RetroPay (by Aggregate) and RetroPay
by Run:
Each step applies to both RetroPay (by Aggregate) and RetroPay by Run unless
explicitly indicated otherwise.
1. Create an assignment set to define the set of employee assignments that you want
to change. There are two methods of doing this:
Use the Assignment Set window. This method is useful when you have a few
employees to include in a RetroPay run and you are confident that you can
identify all the employees that you want to include.
See: Assignment Sets, page 1-5
Run the Retro-Notifications report to automatically generate an assignment set
of all employees with retrospective changes. This method is useful if you want
to be certain that your assignment set includes all potential changes. You can
edit this assignment set to add and remove assignments.
2. In the Element Entries window, make the necessary date effective updates to
element entry values for each employee assignment in the set.
See: Making Manual Element Entries, Oracle HRMS Compensation and Benefits
Management Guide
3. Make other changes if necessary to salary information or to other database values
relevant to the backdated changes.
4. In the Element window, define the RetroPay elements you require to receive entries
of the retroactive adjustments. Your definition must include the following:
An appropriate element classification such as Earnings or Voluntary Deduction
(not Information)
The processing type Nonrecurring
The rule Multiple Entries Allowed
Input values with these names:
Pay value
Start date (not necessary for RetroPay by Run)
End date (not necessary for RetroPay by Run)
See: Defining an Element (Payroll Users), Oracle HRMS Compensation and Benefits
Management Guide
5. In the Element Link window, link the element to define your eligibility criteria.
See: Defining Element Links, Oracle HRMS Compensation and Benefits Management
Guide
To create a RetroPay set:
1. In the RetroPay Set window, enter a name and a description for the RetroPay set
you are creating. Save this information before moving to the next block.
2. Select the balance in which the RetroPay process will create new values, such as
Gross Pay to Date. You can select more than one balance. However, for RetroPay by
Run the balance dimension must always be ASG_RETRO_RUN.
For RetroPay (by Aggregate), if you plan to run the process over several past
payroll periods, check that you are not going through an end of year or similar
period where the application resets balance totals to zero. If necessary, adjust the
balance dimension span to ITD.
3. Select the RetroPay element you have defined to receive the values of the updated
balance.
4. Select an input value for the element. Normally this value is Pay Value, but you can
also calculate RetroPay hours by including an Hours input value.
Setting Up Enhanced RetroPay with Component Usages and Element Time
Spans
Enhanced RetroPay is the default RetroPay processing method for Mexico, and it uses
the Full RetroPay component. Enhanced RetroPay enables you to deal with any
earnings changes made in the previous or current year. To carry out RetroPay
processing, for every earnings element defined, you must create a RetroPay element
and set it up to process once per period. You set up RetroPay component usages to
define how RetroPay processes the component. For each of these components, you
define an element time span to specify the start and end dates of the retro processing.
Defining RetroPay Earnings Elements:
You enter element information in the Element Design Wizard.
1. Define your salary element with the primary classification of Earnings.
2. Click Balance Feed Control.
3. In the Balance Feed Control region, select the appropriate element classifications
from the list of values.
4. Save your changes and close the Balance Feed Control window.
5. In the Element Design window, choose Balance Feeds to view the resulting balances
feeding the element.
6. Define the RetroPay element.
7. Click Balance Feeds to view the resulting balances feeding the element.
8. Save your work.
You can now set up your RetroPay components and element span usages.
Setting Up RetroPay Component Usages:
RetroPay component usages assign the components to the salary elements you created,
ensuring all the elements recalculate with the latest values.
1. Query your defined salary element, in the Element window.
2. Select the Recalculation tab, and click Retro Components.
The RetroPay Elements window opens.
3. In the Retro Component region, choose the component field and an appropriate
component from the list of values.
4. Select the Reprocess Type. You have two options:
Static: RetroPay does not process any changes to the element when running the
relevant component.
Reprocess: RetroPay always processes the element changes.
5. Save your work.
You can now enter the element time spans.
Example of a full RetroPay component set up for an Earnings element
Element Component Name Reprocess Type Comments
User Defined
Element
Standard Reprocess Retro Earnings
Example of a replacement RetroPay component set up for an Earnings element
Element Component
Name
Reprocess
Type
Replace Run Use Override
Dates
User Defined
Element
Replacement Reprocess Yes Yes
Setting Up Element Span Usages for Earnings Elements:
The element time span usages defines the start and end dates for RetroPay processing.
Most elements have the standard time span of Start of Current Year to End of Time
already assigned, to cover any changes made in the current year. For each Earnings
element with a defined RetroPay component usage, you must define element span
usages. These element span usages define not only how far back processing should
cover, but also up to where a particular RetroPay element carries forward the retro
changes. You must define your RetroPay elements and components before defining the
element time spans.
Set up the Element Span Usages in the Retropay Elements window.
1. Query your defined salary element in the Element window.
2. Select the Recalculation tab, and click Retro Components.
3. In the RetroPay Elements region, to define the time period the RetroPay element is
covering, select the appropriate time spans from the From and To fields.
4. Save your work.
Example of Earnings element span definitions for both standard and replacement
components
Element Component Span From Span To RetroPay
Element
User Defined
Element
Standard Start of Time End of Previous
Year
Retro Earnings
Previous Year
User Defined
Element
Standard Start of Current
Year
End of Time Retro Earnings
Current Year
User Defined
Element
Replacement Start of Current
Year
End of Time Retro Earnings
Current Year
User Defined
Element
Replacement Start of Time End of Previous
Year
Retro Earnings
Previous Year
Understanding the Sequence of Your RetroPay Activities
Follow this sequence to:
1. Identify outstanding backdated adjustments
2. Monitor and control the processing of backdated adjustments
3. Include backdated adjustments in your next payroll run.
You can only run the Retro-Notifications report and view RetroPay status if you are
using RetroPay by Element, or the version of RetroPay by Element sometimes referred
to as Advanced or Enhanced RetroPay.
This sequence does not apply to RetroPay by Run and RetroPay (by Aggregate)
1. Run the Retro-Notifications Report
Run the Retro-Notifications report to identify any backdated changes that have not
been included in a payroll run.
You can save your summary of backdated changes into either an assignment set or
an event group.
Once you have identified the retrospective changes, you can then decide whether to
include them in your RetroPay process.
The Enhanced Retro-Notifications report uses the Payroll Events Model to identify
what changes have occurred to your underlying data. If these changes correspond
to the retrospective types of change that you want to be notified about, then these
changes appear on the Retro-Notifications report.
See: Setting Up Retro-Notification and RetroPay, page 4-48
See: Running the Retro-Notifications Report, Oracle HRMS Payroll Processing
Management Guide
2. View RetroPay Status and History
Once you have identified unprocessed retrospective payments, you can determine
how you want to process these changes. Depending on how your View RetroPay
status access has been set up, you can either make manual changes to RetroPay
status or view an automatically generated statement of status. If you have manual
access, you receive this choice of status action:
The Retro-Notifications report identifies the assignments with backdated
adjustments. If you defer, then the assignment is not included when you next run
RetroPay. If you confirm, then the assignment is included when you next run
RetroPay.
You can also include additional assignments that the Retro-Notifications report did
not identify. This typically occurs when you discover additional backdated
adjustments that were not known about when you ran the Retro-Notifications
report.
However, if you receive automatic notification, the status is as follows:
The following diagram shows the sequence of statuses for each RetroPay status:
Remember that the initial status available to you is dependent on whether you have
manual access or automatic notification. Once RetroPay processing begins, the
initial status changes to an intermediate status of Processing. This status changes
applies regardless of whether the RetroPay was initiated manually or automatically.
However, the final status does indicate how the processing request was initiated. A
manual selection shows a final status of Completed after Confirmation whereas
automatic processing shows a final status of Completed by Default.
You can query all items that are at the initial (outstanding) status, and all items at
the final (completed) status.
The following diagram shows what statuses are included when your query All
Outstanding, and All Completed:
See: Viewing RetroPay Status and History, page 4-62
3. Run the RetroPay Process
You enable Oracle Payroll to make retrospective adjustments for the combination of
changes identified on the Retro-Notifications report, and subsequently modified
when viewing RetroPay status.
See: Running Enhanced RetroPay, page 4-67
See: Running RetroPay by Element, page 4-67
RetroPay by Element already enables you to distribute retrospective payments
across individual elements.
Example
If you have Enhanced RetroPay you can decide whether each retrospective
payment requires:
A full reprocessing in which you recalculate all amounts for the current payroll.
This option is typical when you are processing backdated payments, or when
you want to deduct tax for backdated amounts in the period when it was
earned, rather than in the current payroll period.
A limited reprocessing in which you recalculate only some of the amounts for
the current payroll. This option is typical when you are processing corrections,
or when you want to deduct tax for retrospective changes in the current payroll
period rather than in the period when it was earned.
Components for RetroPay
Oracle Payroll describes each different type of Enhanced RetroPay run as a
component. For example, you could set up a component Earnings Correction for the
element Basic Salary. A component always has:
A name (for example, Earnings Correction)
A reprocess type (Static, Partial, Reprocess) to determine how to process the
component
Element Spans for RetroPay
You can also attach element spans to your selected element. An element span
provides a start and end date for retrospective processing.
See Setting Up Retro-Notification and RetroPay, page 4-48
4. Verify Your RetroPay Results
When you have run the RetroPay process, verify your results and correct any
errors.
5. Run Your Payroll
Finally, run your payroll to reflect the adjustments that you have made for the
retrospective payments.
Viewing RetroPay Status and History
You use the RetroPay Status window to control how you want to process changes that
have a retrospective impact. You typically find outstanding retrospective changes
where changes are entered in Self-Service HRMS independently of Oracle Payroll.
Use the RetroPay Status window to:
Identify any assignments that have changes implying retrospective processing.
Specify how you would like to process any outstanding retrospective changes.
Confirm that your application has processed the specified requests.
You can still use the Retro-Notifications report to identify all outstanding retrospective
changes that have not been applied, and group them into an assignment set ready for
processing.
However, the advantage of using the RetroPay Status window is that you can identify
what you want to process, or exclude from processing, and then mark your selections
for automatic completion.
To search for assignments that have retrospective changes:
1. Select the search criteria for assignments that you want to view. If you do not select
any criteria, then your search returns all assignments that have retrospective
changes. You can search for any of these criteria:
Name: Specify a name, or search for all names.
Assignment Number: Specify an assignment or search for all assignments.
Recalculation Date: Use this start date and end date to determine the period for
retrospective changes.
Status: Select the status that you want to identify.
All Completed. This status displays all assignments with retrospective
implications that are already processed.
All Outstanding. This status displays all assignments with retrospective
implications that are not yet processed.
Completed: After Confirmation. This status indicates that this assignment was
explicitly confirmed for processing, and that it has now been processed.
Completed by Default. This status indicates that this assignment was not
confirmed for processing, but that the processing has completed by default.
Confirmed: Awaiting Processing. This status indicates that this assignment has
cleared for processing and that the processing will occur in the next payroll run.
Deferred. This status indicates that an assignment was scheduled for
processing, but that the processing was deferred and will not occur until you
change the status to Confirmed: Awaiting Processing, or Included: Awaiting
Confirmation.
Included: Awaiting Processing. This status indicates that your System
Administrator has specified that the next payroll run will process pending
assignments automatically. You cannot select this status if your System
Administrator has not enabled it.
Excluded: Awaiting Confirmation. This status indicates that your System
Administrator has specified that the next payroll run will not process pending
assignments automatically processed, and that processing will only occur after
you confirm. You cannot select this status if your System Administrator has not
enabled it.
Recalculation Reason: This criterion indicates why retrospective processing is
necessary and enables you to search particular categories of retrospective change to
process them independently of other retrospective changes.
2. Choose Go when you have selected all your search criteria.
To change the status of an assignment:
You typically change the status of an assignment when you want to defer processing
that was previously scheduled, or to indicate that you have already processed this
change even though it was automatically scheduled.
1. Select the assignment that you want to change.
2. Select the new status for the assignment from the Change Status list of values.
3. Click Change Status.
To view the elements included on each assignment:
1. Select the assignment name in the Name column.
2. View the elements for this assignment, and the Recalculation Reason for each
element.
To update or delete elements for each assignment:
1. Select the assignment name.
2. Choose Update to add an element to the assignment.
3. Choose Delete to remove an element from the assignment.
To confirm that your specified requests have been processed:
1. Query the individual assignment, but leave the status field blank.
2. Alternatively, query all assignments with a status of All Completed or All
Outstanding and check the details for your individual assignment.
Running the Retro-Notifications Report
Use the Retro-Notifications report to
Identify all retrospective changes that have occurred since the last payroll run.
Automatically save these changes into an assignment set or as an event, depending
on which Retro-Notifications report that you use in your localization.
Produce a report that lists the employees included in the assignment set and the
trigger event that included them. You can view this output through Concurrent
Manager by clicking the View Output button. Your reporting output is stored
under the title Retro-Notifications Report (Internal).
Retro-Notification information is particularly useful when changes with retrospective
impact are entered in Self Service HRMS independently of the Payroll department.
The Retro-Notifications report does not perform any RetroPay processing. It only
identifies element entries that have changed. You must still run your RetroPay process
separately to process these changes. When you produce the assignment set, or event
group, you can decide whether to:
Run your RetroPay process on all assignments in this assignment set.
Edit the assignment set or event group to remove or add assignments, and then run
Take no retrospective action on any of the assignments in the assignment set.
You can use the RetroPay Status window to schedule automatic processing.
You run the Retro-Notifications report from the Submit Processes and Reports window.
To run the Retro-Notifications report:
1. Select Retro-Notifications report in the Name field. If the parameters window does
not open automatically, click in the Parameters field to open it.
2. Select the payroll. You can only run this report for a single payroll.
3. Select the last Report Period that you want to run the report for. The List of Values
contains all periods for your selected payroll. The report runs for all periods up to
and including the one you select.
4. Select an Event Group for the report to use. You can only run this report for a single
event group. A default event group captures changes made at element level, but
you can override the default, if, for example, you are testing your initial setup.
5. Enter the name of the Assignment Set that you want the report to generate. You can
use this assignment set as a starting point for further processing of the assignments
identified in the report.
Note: The assignment set name generated by the report will include
what you enter in the Generated Assignment Set field followed by
the Report ID.
6. If you want to produce this report in Portable Document Format, (PDF), select a
template.
7. Select OK and Submit.
When you have generated the assignment set remember to run your RetroPay
process for those retrospective changes that you want to process. You can either run
your RetroPay process directly or, if your RetroPay process is RetroPay by Element,
or Enhanced RetroPay you can use the RetroPay Status window to schedule your
processing.
Running the Retro-Notifications Report (Enhanced and Enhanced PDF)
Use this report to
Identify all retrospective changes that have occurred since the last payroll run.
Automatically save these changes into an assignment set, or as an event, depending
on which Retro-Notifications report you use in your localization.
Produce a report (.a01) that lists the employees included in the assignment set and
the trigger event that included them. You can view this output through Concurrent
Manager by choosing the View Output button.
This information is particularly useful when changes with retrospective impact are
entered in Self Service HRMS independently of the Payroll department.
The Retro-Notifications report does not perform any RetroPay processing. It only
identifies element entries that have changed. You must still run your RetroPay process
separately to process these changes. When you produce the assignment set, or event
group, you can decide whether to:
Run your RetroPay process on all assignments in this assignment set.
Edit the assignment set or event group to remove or add assignments and then run
Take no retrospective action on any of the assignments in the assignment set.
You can use the RetroPay Status window to schedule automatic processing.
You run the Retro-Notifications (Enhanced) report from the Submit Processes and
Reports window.
To run the Retro-Notifications (Enhanced) report:
1. Select the payroll. You can only run this report for a single payroll
2. If you want to see the retro-notifications for a particular event group, select an
overriding event group.
3. If you are running the PDF-enabled version of this report, select a template for your
PDF output.
4. Select OK, and submit.
Running Enhanced RetroPay
Use the Enhanced RetroPay process to distribute backdated amounts or corrections that
you have identified from the Retro-Notifications report.
You run the Enhanced RetroPay process from the Submit Requests window.
To run the Enhanced RetroPay process:
1. Enter an effective date to indicate the date from which you want to begin your
RetroPay processing
2. Select the payroll
3. Click Submit
Running RetroPay by Element
Use the RetroPay by Element process to distribute backdated amounts or corrections
that you have identified from the Retro-Notifications report.
You run the RetroPay by Element process from the Submit Requests window.
To run the RetroPay by Element process:
1. Select an assignment set.
2. Select an element set.
3. Select a start date and end date.
The end date must be within the current payroll period and must have a date after
the latest effective check/cheque date.
4. Click Submit
Oracle Payroll temporarily rolls back and reprocesses all the payrolls for all
assignments included in the assignment set from the start date specified. The
application compares the old balance values with the new ones, and creates entry
values for the RetroPay elements based on the difference.
These entries are processed for the assignments in the subsequent payroll run for
your current period.
There are no changes to your audited payroll data.
Running RetroPay by Run or by Aggregate
You run the RetroPay processes in the Submit Requests window.
To run the RetroPay processes:
1. In the Name field, select your RetroPay process.
2. In the Parameters window, select the assignment set.
3. Select the RetroPay set.
4. Enter the start date and end date for the recalculation. The default end date is the
current date. The application will create the RetroPay element in the payroll period
that includes the current date.
The end date must be within the current payroll period and must have a date after
the latest effective check/cheque date. If you already processed a run for the pay
period, for example, because of an earlier supplemental run, you cannot include the
RetroPay elements for the current regular payroll run. To process these RetroPay
elements you must include them in the subsequent run.
5. Click Submit.
Oracle Payroll temporarily rolls back and reprocesses all the payrolls for all
assignments included in the assignment set from the start date specified. The
application compares the old balance values with the new ones and creates entry
values for the RetroPay elements based on the difference.
These entries are processed for the assignments in the subsequent payroll run for
your current period.
There are no changes to your audited payroll data.
Advance Pay
Advance Pay Process
The Advance Pay process enables you to pay employees in advance for holidays or
other events. The process performs payroll runs for the periods to be advanced, using
all date effective information in place, and stores the final net figure as the amount to be
advanced.
You can always represent Advance Pay as a single consolidated amount. However, if
your legislation has the Advance Pay by Element process enabled, then you can also
calculate and display the total amount of Advance Pay for constituent elements in the
overall total.
Note: If you do have the choice of using both the Advance Pay process
and the Advance Pay by Element process you should note that these
processes cannot be overlapped, That is you cannot:
Run Advance Pay for a period to which Advance Pay by Element has already been
applied.
Run Advance Pay by Element for a period to which Advance Pay has already been
applied.
The advance pay period is the period of the holiday or event for which the advance
payment is being made. More accurately, it is the total number of payroll periods
covering the event. Regular payroll processing continues for the employee during the
advance pay period. The amount advanced is progressively recovered in each regular
payroll run, and the following actions are also carried out as appropriate:
If further payments become due to the employee during the advance pay period,
these can be paid using the employee's normal payment method. Alternatively, the
net payment can be deferred and paid to the employee in the period following the
advance pay period.
If the employee's entitlement during the advance pay period becomes less than the
sum advanced, thereby creating an overpayment, the amount owing is recovered
automatically in the pay period following the advance pay period.
You can make advance payments for any pay period types, but the most likely ones are
weekly or biweekly. You set the maximum number of periods that can be advanced
when you define the payroll.
Setting Up Advance Pay for Individual Assignments
To set up advance pay for single assignments:
1. Select the assignment to receive the payment and navigate to the Advance Pay
window.
The arrears check box appears checked if the assignment is linked to an arrears
payroll.
2. In the From field, select the start date of the holiday or other event for which you
are making the advance payment. Oracle Payroll replaces the date you enter by the
first date of the pay period in which it falls.
At the same time the Payment Date field displays the date for making the advance
payment to the employee. This date defaults to the last day of the pay period
immediately preceding the start of the advance pay period. You can manually alter
this date to the last day of the preceding pay period if you require.
In the Periods field, enter the number of pay periods covering the advance pay
period.
In the To field, select the end date of the advance. The system automatically
replaces the date you enter by the last date of the pay period in which it falls.
4. Check the Defer check box if you want any net payment amounts to be deferred to
the pay period following the recovery of the advance. If you do not check Defer,
such payments will be made in the pay period they are earned according to the
normal payment method for the assignment.
5. Save the entries you have made.
The Advance region now displays the period for which the Advance Payment
element is entered for the assignment. For arrears payrolls this is one period later
than the event period. For other payrolls this period is the same as the event period.
Setting Up Advance Pay for Batch Assignments
To set up advance pay for batch assignments:
1. In the Name field select Advance Pay Batch Setup. Then enter the parameters field
to open the Parameters window.
2. Select the payroll for which you want to run the process, then the advance start
period, then the advance end period. These are the first and last pay periods of the
advance pay period.
The advance end period list displays the maximum number of pay periods that can
be advanced for the payroll you select.
3. Select Yes or No to flag whether you want to defer any net payments that accrue
during the advance pay period.
4. Select the assignment set for which you want to run the process.
5. Select the payment date for the advance. This date defaults to the last day of the pay
period immediately preceding the start of the advance pay period. You can move
this date back by one pay period if required.
6. Select Yes for BEE transfer if you want the batches that the process creates to be
transferred to the database automatically. Select No if you want to transfer the
batches manually.
7. Enter a unique header name for your batch process. This name is used as a base
header name for each BEE batch created. For each batch, the system appends an
underscore and an incrementing number, for example, _1, _2.
This is a mandatory field whether you select Yes or No in the BEE Transfer field.
8. Save your entries.
Running the Advance Pay Listing Report
This report gives information about the advance pay periods for employees due to
receive advance pay. The report can be used to detect whether there are assignments
with Advance Pay entries during a particular payroll period.
The report lists the following information:
Name and assignment number of employees with an entry for the Advance Period
element in the date range covered by the report
For each assignment, the dates held on the Advance Period element entry
Yes/No to show whether the Advance Pay process has already been run for the
assignment
Summary listing, by payroll, of the number of employees with entries, and the
number that have been processed
You run this report in the Submit Requests window.
To run the Advance Pay Listing:
1. In the Name field select Advance Pay. Then enter the parameters field to open the
Parameters window.
2. In the Summary Version field select No for the full version of the listing, or Yes for
the summary version only.
3. Enter a date range for the period in which you want to see information.
4. You can restrict the information to a particular payroll by entering the payroll
name. If you leave the Payroll field blank, the report shows information for the
whole Business Group.
5. If you want to produce this report in Portable Document Format (PDF), select a
template.
Running Advance Pay
Use the Advance Pay process window to run the Advance Pay process.
To run the Advance Pay process:
1. In the Name field select Advance Pay. Then enter the parameters field to open the
Parameters window.
2. Select the payroll for whose assignments you are running the process.
3. Enter the effective date of the process. This should be the date on which you intend
to pay the advance.
4. Select an element set if you want to exclude items from the calculation. For
example, you may want to exclude some pay elements, such as expenses, from the
Advance Pay run.
Running the Advance Pay Process
Use the Advance Pay process to pay employees in advance for holidays or other events.
You may need to do each of the following to run the Advance Pay process.
1. Set Up Advance Pay for Individual Assignments, page 4-70 (if applicable).
2. Set Up Advance Pay for Batch Assignments, page 4-70 (if applicable).
3. Run the Advance Pay Listing Report, page 4-71
4. Run the Advance Pay Process, page 4-72
5. View the results of the Advance Pay process, page 4-73
Running Advance Pay by Element
You run the Advance Pay by Element process from the Submit Requests window. This
process may not be available for all legislations.
To run the Advance Pay by Element process:
1. In the Name field, select Advance Pay by Element. The Parameters window
displays automatically and you can provide details as follows:
Select the Payroll for which you want to run Advance Pay by Element.
Enter the Effective Date of the payroll.
Enter the Advance End Date - this is the date at which you want the Advance
Pay processing to terminate.
Select the Assignment Set to which the Advance Pay by Element calculation
applies.
Select an Element Set Name if you want to specify that Advance Pay processing
should only apply to some elements on this assignment. Otherwise, leave this
entry blank if you want to process all the elements for this assignment.
2. Choose the Submit button
Viewing the Results of the Advance Pay Process
You can view the results of the Advance Pay in the Advance Pay window.
To view the results of the Advance Pay process:
View the amount of the advance. Note that the amount outstanding remains at zero
until the first payroll run of the advance pay period completes.
If you want to see advance payments for future events, move your cursor down.
If you want to see historical information, change the effective date.
If you want to see Deferred Payments, check the Defer check box This information
is also datetracked and you can see current and future information as above.
Exception Reporting
Payroll Exception Reporting: Overview
You run exception reports immediately after the payroll run to identify potential
overpayments or underpayments. This helps you to avoid corrections when you
accidentally make an incorrect payment. For ease of use, you can do each of the
following to control the output and definition of your exception reports:
Request your report output in either CSV or text format so that you can use familiar
desktop tools for editing the output
Group a set of reports so that you can run them as a single reporting request
Override exception criteria for a single run of a report without changing your
underlying report
Run predefined exception reports, or define additional reports that incorporate
your own exception criteria. For example, you cannot modify the predefined High
Gross Pay and High Net Pay reports. You can, however, define your own reports to
identify other exceptions.
Select your preferred exception criteria from a forms interface without having to
develop your own query code.
Examples of Exception Reporting Criteria
You must always select a balance and a balance dimension for exception reporting. This
table lists additional criteria that you must define, explains what each one means, and
gives an example to illustrate how you use them:
Exception Criterion What it Identifies Example
Comparison Type The period against which you
want to compare when
determining whether an
exception has occurred
Average in Months
Exception Criterion What it Identifies Example
Comparison Value This is a numerical value to
determine how averages are
calculated when you are
using an average as your
basis for comparison
If you select 3 as the
comparison value for a
comparison type of Average
in Months, then you are
comparing the current month
with the average of the
previous 3 months.
Variance Type The category of variance that
Either Percentage or Amount
Variance Value The magnitude of
overpayment or
underpayment that you want
to report on.
Variance Value of 500 If
Amount is your variance
type, and you are reporting
on a total amount of 5000,
then a variance value of 500
means that amounts greater
than 5500 are regarded as
overpayments and amounts
less than 4500 are regarded as
underpayments.
Variance Operator The precise range of variance
that you want to report on.
You can use variance
operators to specify that you
are only interested in a
particular section of the range
defined by the variance value.
Greater than, Less than, Equal
These are only examples. There is an extensive list of comparison types and variance
operators enabling you to set the required degree of precision for your own reports.
See Comparison Types for Exception Reporting, page 4-82
See Variance Operators and How You Can Use Them, page 4-84
Exception reporting activities are as follows:
Setting Up Exception Reports
Create an exception report
Group existing exception reports
Running Exception Reports
Run an exception report, or exception report group
View an exception report
Examples of Exception Report Setup
This topic explains what values to include if you want to:
Set up an Exception Report to show Net Pay Amounts greater than 5000
Derive the Total Payments for your Employee Population
Setting Up an Exception Report to Show Net Pay Amounts Greater Than 5000
To show Net Pay Amounts greater than 5000, set up your report with these values:
Exception Criterion Values
Balance Net
Dimension Assignment Period-to-date
Comparison Type Current Period
Comparison Value 0
Variance Type Amount
Variance Operator Greater Than
Variance Value 5000
Output Format Spreadsheet (CSV)
Derive the Total Payments For Your Employee Population
To derive the total payments for your organization, make these entries to produce a
spreadsheet listing all assignments and then sum them to derive the total payments for
your employee population
Exception Criterion Values
Balance Net
Dimension Assignment Period-to-date
Comparison Type Current Period
Comparison Value 0
Variance Type Amount
Variance Operator Equal
Variance Value 0
Output Format Spreadsheet (CSV)
Running the Payroll Message Report
You run the report in the Submit Requests window.
To run the Payroll Message Report:
1. In the Name field, select the report name. Then enter the Parameters field to open
the Parameters window.
2. Select the name of the payroll for which you want to see messages.
This is the only required field. If you leave the next three fields blank the system
brings back all messages for all processes connected to this payroll in all periods.
3. Select a payroll period for which to view messages.
This restricts payroll messages to the period you select.
4. Select a payroll process type.
This restricts payroll messages to the payroll process type you select. All messages
for all runs of this process during the period selected are returned.
5. Select a payroll process.
This restricts payroll messages to one instance of the payroll process type selected.
If you leave the Process Type field blank you can choose one instance of any payroll
process for the period selected.
6. Select a message severity level for the messages in the report, or leave the field
blank to see messages of all levels of severity.
7. Select assignment number or employee name as sort criteria for the report. The
default is employee name.
8. If you want to produce this report in Portable Document Format, (PDF), select a
template.
Reconciling Payments
You can use Oracle Payroll in combination with Oracle Cash Management to verify that
payments have been processed. The process is:
1. Import the bank statement. You do this in Oracle Cash Management.
2. Run the automatic reconciliations process. You do this from Oracle Cash
Management.
3. View the results of the reconciliation process. You can do this either through Oracle
Payroll, or Oracle Cash Management.
To do this in Oracle Payroll, see Viewing Payroll Process Results, page 4-18
In Oracle Cash Management, you can view the following reports:
Available Transactions report
AutoReconciliation Execution report
4. Identify any payments that are marked in error, and reconcile them manually.
Note: If you are using Oracle Payroll with Oracle Cash
Management for the reconciliation of payments then you will need
to set up accounting reference data when you are setting up Oracle
Cash Management
See Accounting Reference Information for Cash Management Integration, Oracle
HRMS Implementation Guide
Setting Up Exception Reports
You use exception reports to identify potential overpayments or underpayments before
they occur. You can specify the amount, or percentage that will cause an exception to be
noted. If you run your exception reports immediately after the payroll run you can
identify discrepancies and avoid the retrospective corrections necessary when a wrong
payment has already been made.
To create an exception report:
Use the Exception Reports window to create an exception report.
1. Select Add Another Row
2. Enter the report name. You can enter any name that meets your reporting
requirements - there is no standard format.
3. Select the balance that you want to report on. You can enter a predefined, or
user-defined balance.
4. Select the balance dimension that you want to report on. Some dimensions apply
only to particular localizations. There are some dimensions that you must select
when you choose a particular comparison type:
Balance Dimension When to Select these Dimensions
_ASG_MONTH, _PER_MONTH You must select one of these dimensions if
you want to use the Average in Months
comparison type. These dimensions are not
available for Japanese and Australian
Payroll.
_PER_QTD, _ASG_QTD You must select one of these dimensions if
you want to use the Average in Quarters
comparison type. These dimensions are not
available for Japanese Payroll. The
_PER_QTD dimension is not available for
Australian Payroll.
_PTD You must select this dimension for the
comparison types Average of Previous
Periods, Average of Previous Paid Periods,
Average of Total Periods in Days, and
Average of Paid Periods in Days. This
dimension is not available for Japanese
Payroll.
_ASG_MTD_JP You must select this dimension if you want
to use the Average in Months comparison
type. This dimension is available for
Japanese Payroll only.
_ASG_QTD_JP You must select one of this dimension if you
want to use the Average in Years
comparison type. This dimension is
available for Japanese Payroll only.
ASG_PROC_PTD You must select this dimension for the
dimension is available for Japanese Payroll
only.
_ASG_MTD You must select this dimension if you want
type. This dimension is available for
Australian Payroll only.
_ASG_PTD You must select this dimension for the
dimension is available for Australian
Payroll only.
_ASG_YTD You must select this dimension if you want
to use the Current Year or Previous Year
comparison type. This dimension is
available for Australian Payroll only.
_ASG_LE_MTD You must select this dimension if you want
type for a legal employer. This dimension is
_ASG_LE_PTD You must select this dimension for the
Average of Paid Periods in Days for a legal
employer. This dimension is available for
Australian Payroll only.
_ASG_LE_QTD You must select this dimension if you want
to use the Average in Quarters comparison
type for a legal employer. This dimension is
_ASG_LE_YTD You must select this dimension if you want
to use the Current Year or Previous Year
comparison type for a legal employer. This
dimension is available for Australian
Payroll only.
5. Select the comparison type.
Comparison Types for Exception Reporting:
This table lists each comparison type that you can select and explains how it operates as
a basis of comparison:
Comparison Type How it Operates as a Basis of Comparison
Current Period Identifies any exceptions within the current
payroll period. Does not use any previous
period as a basis for comparison.
Previous Period Uses the previous period as a basis of
comparison.
Previous Month Uses the previous month as a basis of
comparison.
Previous Quarter Uses the previous quarter as a basis of
comparison.
Comparison Type How it Operates as a Basis of Comparison
Previous Year Uses the previous year as a basis of
comparison.
Average in Months Compares the current month-to-date with the
average of previous months-to-date. Only
available if you have the balance dimensions
ASG_MONTH or _PER_MONTH.
Average in Quarters Compares the current quarter-to-date with the
average of previous quarters-to-date. Only
available if you have the balance dimensions
_PER_QTD or _ASG_QTD.
Average of Paid Periods in Days Compares the current period with the number
of previous pay period included within the
specified number of days. However, only
includes those pay periods in which an
employee actually received payment. Only
available for _PTD dimensions.
Average of Previous Paid Periods Compares the current period with the number
of previous periods in which the employee
actually received payment for _PTD
dimensions only.
Average of Previous Periods Compares the current period with previous
periods for _PTD dimensions only.
Average of Total Periods in Days Compares the current period with the number
of previous pay periods included within the
specified number of days. Only available for
_PTD dimensions.
1. Enter your comparison value. For example, if you select 3, when your comparison
type is Average in Quarters, this means that your current quarter is compared to
the average of the previous three quarters.
Some comparison values are preset and you cannot change them:
Current period always has a comparison value of 0.
Previous Period, Previous Month, Previous Quarter and Previous Year all have
a comparison value of 1.
2. Select your variance type. This must be either percentage or amount.
3. Enter a variance operator.
Variance Operators and How You Can Use Them:
You can choose one of the following variance operators. The Exception Reporting
Output column indicates the effect of selecting each variance operator assuming that:
Comparison Type is Previous Period
Previous period amount is 10,000
Variance Value is 1000
Variance Operator Exception Report Output
Variance (+/-) All assignments that either exceed or are less
than the previous period amount by the
amount or percentage stated in the variance
value. Therefore, Variance Value (+/-) returns
all assignments having a value between 9000
and 11000.
Less than All assignments that are less than the previous
period amount by the amount or percentage
stated in the variance value. Therefore, Less
than returns all assignments having a value of
less than 9000.
Less than or equal All assignments with a current value either
equal to or less than the previous period
amount by the amount or percentage stated in
the variance value. Therefore,Less than or equal
returns all assignments having a value of 9000
or less.
Equal All values that are exactly equal to the higher
limit or the lower limit of the variance value.
Therefore, Equal returns all assignments
having a current value equal to 9000 or 11000.
Variance Operator Exception Report Output
Greater than All assignments that are greater than the
previous period amount by the amount or
percentage stated in the variance value.
Therefore, Greater than returns all assignments
having a value of more than 11000.
Greater than or equal All assignments with a current value either
equal to or greater than the previous period
amount by the amount or percentage stated in
the variance value. Therefore, Greater than or
equal returns all assignments having a value of
11000 or more.
1. Enter a variance value, unless your comparison type is previous payroll period.
For all other comparison types you can specify the exact percentage, or the
numerical value depending on which variance type you choose. In subsequent
exception reports you can change your variance values in the SRS window when
you are running the report.
For examples of how to set exception reporting to identify particular exceptions, see
Examples of Exception Report Setup.
Grouping Exception Reports
Use the Exception Report window to group together a selection of exception reports so
that they can be run in a single operation. You can include the same exception report in
multiple exception groups.
To group exception reports:
1. Check the Select check box for each of the reports that you want to include in your
report group.
2. Choose the Create Group button.
3. Enter the group name.
4. Select a consolidation set for this reporting group.
5. Select a payroll for this reporting group.
6. Select your output format.
7. Choose the Apply button to create your group.
Running an Exception Report, or Exception Report Group
Use the Exception Report Window to run exception reports singularly, or as a group.
You can also override the variance type or variance for a single run of the report.
To run an exception report :
Use the Submit Requests window to run the exception report:
1. Check that your effective date is compatible with the date for which you want the
report to run.
2. Select Exception Report as the report type.
3. If you want to run a single exception report, enter the name of the report. You do
not need to enter the Exception Group name if you are running a single report.
4. If you want to run a group of exception reports, then enter an Exception Group
name, but do not provide an Exception Report Name.
Exception reports are identified either by the report name, or by a group name.
When you are running the report you must supply either the report name or the
group name, but you never have to supply both.
5. Select the payroll that you are reporting on. The consolidation set is the default
selection.
6. Override the variance type and variance value if you want to specify particular
values for a single run of this report. This does not change your underlying report.
7. For Australian users only: Select the legal entity for the report. If you do not specify
the legal entity in case of a LE dimension, the report does not return a result.
8. Save your work.
To view an exception report:
Use the View Requests window to view an exception report:
1. Choose the Find button and select the report that you want to view.
2. Choose the View Output button.
Retries, Reversals and Rollbacks
Correction of Run Results: Rollbacks
Use run rollbacks when you have no need to keep any record that a run occurred. When
you roll the run back, the process removes all the assignments and the run results.
For example, if an employee should never have been processed in a run, you can roll
back the run for that employee. A rollback completely removes an employee from a run,
as if the processing had never occurred.
You cannot roll back payroll processing for individuals or payrolls if post-run
processing has already occurred.
US and Canadian Payroll Only: If you are using Net-to-Gross payroll processing then
each assignment action for a run type can also generate additional actions derived from
the parent action. These additional actions are known as child actions.
Mexico Payroll Only: HRMS Payroll for Mexico provides the Rollback MX Payroll
Processes concurrent program for rollback purposes. This process enforces
Mexico-specific business rules for handling payroll processes.
You can mark a parent assignment action for rollback, but you cannot roll back a child
assignment action independently of its parent.
Uses of Rollbacks
Suppose that just after a payroll run, you receive notification that three employees have
been transferred to a different payroll. This means you should not have processed them
in the run just completed.
In this case you can roll back the processing for the three individuals. This action
completely removes them from the run.
If the whole set of employees a run processes is the wrong set, you can roll back the
entire run.
Rollbacks can also be useful if you want to do a run for testing purposes only, examine
the results, and then remove all traces of it.
Important: If a recurring element has an end date that coincides with
the end of the pay period, then the element end date will be removed
by the rollback.
Correction of Run Results: Retries
Retrying Employee Assignments
You use retries for correcting mistakes shortly after a payroll run finishes. For example,
you receive late entries of hours worked for some employees after a run starts, and you
must enter these late details for some assignments.
Provided there has been no post-run processing for these assignments, you can mark
them for retry. After you have corrected the element entry information for the marked
employees, you submit the Retry Payroll Process. The new run processes only those
employees marked for retry.
When you mark employee Assignments for retry, the run's status is Incomplete. This
protects you from forgetting to correct and rerun an assignment marked for retry.
US and Canadian Payroll Only
If you are using Net-to-Gross payroll processing then each assignment action for a run
type can also generate additional actions derived from the parent action. These
additional actions are known as child actions.
You can mark a parent assignment action for retry, but you cannot retry a child
assignment action independently of its parent.
Automatic Retries
Any assignments having a status of Error after a payroll run are automatically retried
when you run the payroll again. You do not have to mark these assignments for retry
and cannot unmark them. The recommended procedure for dealing with retries,
therefore, is as follows:
Run the payroll and examine the results.
Check any assignments with a status of Error and make the necessary changes to
them so that they can process correctly.
Check the other assignments. Mark for retry any that require changes and make the
necessary changes.
Run the payroll again. It will now process only the assignments having a status of
Error after the first run, together with those you have manually marked for retry.
Retries and Post-run Processing
You cannot run the payroll retry process if you have already started off another
post-run process, such as PrePayments. In such a case, to start the payroll run retry
process you must first roll back the other process. This deletes all element entries for the
process and enables you to run the retry of the payroll.
The payroll run's status remains at Incomplete as long as some employees remain
marked for retry.
Retrying Runs
In another situation, you may realize after a run that results for a sizeable number of
employees may be incorrect. This could happen, for example, when you neglected to
modify a formula for an earnings or deduction before starting the run.
In this case you can make the necessary changes and retry the entire run. The new run
ignores employees whose processing is unaffected by the corrections you have made. It
reprocesses only those whose original results are incorrect in view of the corrections
entered.
Correction of Run Results: Reversals
You can retry an employee or a run only when no post-run processing has occurred.
You use reversals when you need to correct run results for a single assignment after
post-run actions have already occurred.
In other words, reversals are useful when you need to correct run results some time
after the run has occurred.
Restarting Earnings or Deductions after Reversals
You may reverse a run for a past period during or after which stop dates exist for
earnings or deductions. When this happens, Oracle Payroll issues a warning. This tells
you to check whether you should restart any of the stopped earnings or deductions.
For example, the reversal may have cancelled out a deduction that was an employee's
final payment toward an outstanding loan. In this case, the warning alerts you to the
need to restart the deduction.
Reprocessing Nonrecurring and Additional Entries after Reversals
Reversals of payroll runs with nonrecurring and additional element entries provide an
exception to the 'once only' rule for processing nonrecurring elements.
Normally, nonrecurring element entries can be given only once to an employee.
Additional entries for recurring elements can be given only once in each pay period.
The effect of this rule on payroll run reversals is that nonrecurring and additional
entries do not get reprocessed in subsequent runs following a reversal. As a
consequence, the results of subsequent runs will not be identical to the original run
results.
To prevent this, Oracle Payroll allows nonrecurring and additional entries to be
reactivated and reprocessed in subsequent runs following payroll run reversals. This
makes it possible for the run results of subsequent runs to be identical to the original
results.
Warning: You cannot roll back a reversal if there are subsequent payroll
runs. This is to prevent nonrecurring and additional entries being given
twice - in the reversed run and in the subsequent run.
Marking and Retrying Payroll Runs and Other Processes
To mark a small payroll process for retry:
In the Payroll Processes window, select the process to retry and check the Retry box.
This effectively marks every employee assignment included in the process for
reprocessing when you retry it.
To mark a large payroll process for retry:
1. In the Submit Requests window, select Mark Payroll Run for Retry in the Name
field if you are retrying a payroll run. Otherwise select Mark Process for Retry.
These processes have the same parameters, Payroll Process and Assignment Set.
2. Select the process you are marking for retry.
3. Leave the Assignment Set field blank.
4. Choose Submit.
To mark an individual employee assignment for retry:
In the Assignment Processes window, select the assignment to retry and check the
Retry box. Then when you retry the process, only these assignments are
reprocessed. This is a convenient approach when only a few assignments require
reprocessing.
Marking a Group of Employee Assignments for Retry
To mark a group of employee assignments for retry:
1. Place the group of employee assignments in an assignment set.
See: Assignment Sets, page 1-5
2. In the Submit Requests window, select Mark Payroll Run for Retry in the Name
field if you are retrying a payroll run. Otherwise select Mark Process for Retry.
These processes have the same parameters, Payroll Process and Assignment Set.
3. Select the process you are marking for retry.
4. Select the assignment set name.
5. Choose Submit.
Correcting Run Results: Reversals
You reverse pay runs in the Reverse Payroll Run window for the employee assignment.
To reverse a payroll run or QuickPay for an assignment:
1. Select the run you want to reverse.
All the payroll runs for the assignment are displayed when you open the window.
2. Select the Reverse check box for the run you want to reverse.
The consolidation set for the run automatically displays as the consolidation set for
the reversal.
3. Select a different consolidation set if you want to process the reversal in a different
set to the original run set.
Retrying a Payroll Run or Other Payroll Process
To retry a payroll run or other payroll process:
1. Mark the entire process, individual employee assignments, or a group (assignment
set) of assignments for retry.
2. In the Submit Requests window, select Retry Payroll Run in the Name field to retry
a run. Otherwise select Retry Payroll Process to retry another process.
If the Parameters box does not automatically appear, click in the Parameters field.
3. In the Payroll Process field of the Parameters box, select the process to retry.
4. Choose Submit.
Rolling Back Payroll Runs and Other Processes
You can roll back a process in one of several ways depending on the extent of the
rollback.
If you want to ... Then refer to...
Roll back processes for a few individuals Rolling Back a Process from the Payroll
Processes Window, page 4-92
Roll back processes for many employees
(defined as an assignment set)
Rolling Back a Process from the Submit
Requests Window, page 4-92
Roll back an assignment process for an
individual employee
Rolling Back a Process from the Assignment
Processes Window, page 4-93
Rolling Back a Process from the Payroll Processes Window
Use the Payroll Processes window when you want to roll back a process for a few
individuals.
To roll back a process from the Payroll Processes window:
1. Select the process record.
2. Select Delete Record from the Edit menu.
Rolling Back a Process from the Submit Requests Window
Use the Submit Requests window when you want to roll back a process for many
employees. If you do not want to roll back the process for all employees originally
processed, you must create an assignment set. See: Creating an Assignment Set, page 1-
5.
To roll back a process from the Submit Requests window:
1. In the Name field, do one of the following:
Select Rollback to roll back all processes except a payroll run.
Select Rollback Run to roll back a payroll run.
Mexico only: Select Rollback MX Payroll Processes.
2. If the Parameters box does not appear, click in the Parameters field.
3. Select the process to roll back. The list for Rollback displays processing dates with
the corresponding process types, payrolls, and consolidation sets. The list for
Rollback Run displays process run dates with the corresponding period dates and
payrolls.
4. To roll back processing for an assignment set, select the set name.
5. Choose Submit.
Rolling Back a Process from the Assignment Processes Window
Use the Assignment Processes window when you want to roll back a process for an
individual employee assignment.
To roll back an assignment process:
1. Select the record for the assignment process.
2. Choose Delete Record from the Edit menu.
Workforce Intelligence (HRMS) for Payroll Processing
and Analysis
Costing Detail Workbook
The Costing Detail workbook enables you to review cost allocations for an element,
element set, or a particular element classification.
Business Questions
Are my costs assigned to the correct cost center?
What are my cost totals for an element, element set, or element classification?
Worksheets
Costing Detail worksheet.
Parameters
You need to specify values for the following parameters:
Costing Effective Date Begin
Costing Effective Date End
Element Set (only mandatory if you do not specify an Element, or Element
Classification)
Element Classification (only mandatory if you do not specify an Element, or
Element Set)
Element (only mandatory if you do not specify an Element Set, or Element
Classification)
Use the following optional parameters to further restrict the values in the workbook:
Costing Process
Payroll
Consolidation Set Name
Organization
Location
Employee
Reporting Currency
Include Estimate Costing
Costing Summary Workbook
The Costing Summary workbook enables you to view total costing details for a payroll,
consolidation set, or organization name.
Business Questions
What are my overall debits and credits for a particular costing period?
Worksheets
Costing Summary worksheet.
Parameters
Costing Effective Date Begin
Costing Effective Date End
Costing Process
Payroll Name
Consolidation Set Name
Organization Name
Reporting Currency
Include Estimate Costing
Element Detail Workbook
The Element Detail workbook enables you to select an element effective date and
element classification and then view further details for all elements within these
reporting criteria.
Business Questions
What are the attributes for each element within a particular element classification?
Do any of my selected elements belong to a proration group or recalculation group, and if so,
which group?
Are any of my selected elements paid separately or processed separately?
Worksheets
Element Detail worksheet.
Parameters
Effective Date
Classification
Processing Type
Standard Links
Separate Payment
Process Separate
Recalculation Group
Proration Group
Element Link Detail Workbook
The Element Link Detail workbook enables you to select a group of elements by
effective date and classification. You refine your selection by specifying whether you
want view elements that are available to all payrolls, or those elements that only
available to some payrolls. When you have defined your subset of elements, you can see
link details for each of them.
Business Questions
What are the costable types and costing codes for a group or elements?
Do these elements belong to a distribution set?
Are there any service criteria or age criteria for these elements?
Worksheets
Element Link Detail worksheet.
Parameters
Effective Date
Classification
All Payrolls
Element
Processing Type
Standard Links
Link Status
Payroll
Job
Organization
Employee Assignments Without Payroll Workbook
The employee assignments without payroll workbook enables you to identify those
assignments that do not belong to a payroll. You can also view assignment status.
Business Questions
Is there a valid reason for these assignments not to belong to a payroll, or is there an error
requiring correction?
Worksheets
Assignments Without Payroll worksheet.
Parameters
Beginning Date
Ending Date
Employee Assignments Not Processed Workbook
The employee assignments not processed workbook enables you to identify all
assignments excluded from processing and view further detail such as employee name,
assignment number and payroll.
Business Questions
Is there a valid reason for excluding these assignments from processing, or is there an error
Worksheets
Assignments not Processed worksheet.
Parameters
Beginning Date
Ending Date
Payroll
Organization
Location
Government Reporting Entity (Hidden)
Employee Payment Methods Workbook
The employee payment methods workbook enables you to view payment method totals
and run type totals from an effective date that you select.
Business Questions
Are the employee totals for this payment method as expected for the given period?
Did each run type produce the expected totals for this payment method, or is there a discrepancy
Worksheets
Employee Payment Methods worksheet.
Parameters
Effective Date
Payment Method
Run Type
Organization Payment Methods Workbook
The organization payment methods workbook enables you to see summary information
for each payment method from an effective date that you select. You can view third
party details and source bank details.
Business Questions
Were payments correctly allocated for the duration of the reporting period?
What were the total payments for each payment type for the duration of the reporting period?
Worksheets
Organization Payment Methods worksheet.
Parameters
Effective Date
Payment Type
Payroll Message Workbook
The Payroll Message workbook enables you to view the total number of messages for
each payroll process, payroll, and pay period.
Business Questions
Was there an unusual number of messages for any particular process, payroll or pay period?
Were messages of the greatest severity level concentrated in any particular process, payroll or
pay period?
Worksheets
Payroll Message worksheet.
Parameters
Payroll Name
Start Date
End Date
Process Type
Severity Level
Payroll Event Rules 5-1
5
Payroll Event Rules
Payroll Event Rules Overview
Using Oracle HRMS you can define payroll events and action parameters to control
your payroll processing.
Payroll Events and Action Parameters in Oracle HRMS
A payroll event is any routine or exceptional occurrence that acts as a precondition for
further processing. For example, you can specify that a particular event or group of
events should trigger prorated calculations or RetroPay notifications.
An action parameter enables you to set conditions that control your payroll processes.
Key Concepts
To enable you to set up payroll events and parameters correctly, you need to
understand these key concepts:
Events, page 5-2
Triggers, page 5-3
Functional area grouping of triggers, page 5-3
Process parameters, page 5-4
Reporting on Payroll Event Rules
See Reports and Processes in Oracle HRMS, Oracle HRMS Payroll Processing Management
Guide
Payroll Event Rules
Payroll events identify significant changes which imply a specific processing response.
How Do You Make Payroll Events Capture Relevant Changes?
You define your own payroll events to match your processing requirements. You can
also group related events together so that you can process them as a single event.
Triggers, Events and Parameters
Database Triggers
Database administrators can modify the behavior of Oracle HRMS and control the way
in which standard payroll processes run by doing some or all of the following:
Creating dynamic triggers.
Enabling or disabling dynamic triggers.
Grouping triggers into functional areas.
Database Triggers
Database triggers are created in the Oracle HRMS database when Oracle HRMS is
installed. Oracle HRMS uses two types of database trigger:
Static triggers
Dynamic triggers
It is important that you understand the difference between these two types of trigger.
The Difference Between Static Triggers and Dynamic Triggers
Static triggers are an integral part of Oracle HRMS and should not normally be
disabled. They apply to the entire Oracle HRMS system. The most likely situation in
which you would disable a static database trigger is when you are working with your
support representative to identify a technical issue with the way in which Oracle HRMS
is behaving on your site.
Dynamic triggers are designed to be selectively enabled and disabled by HRMS system
administrators. They can be enabled for specific legislations, business groups and
payrolls. For example, if you are outsourcing some of your payrolls to a third party, you
can enable some third party interface dynamic database triggers as part of your Oracle
HRMS implementation.
How Database Triggers are Maintained
Your database administrator is responsible for:
Defining dynamic triggers
Specifying whether they should fire on update, insert or delete
Database administrators can use a forms interface to view existing triggers and create
new dynamic triggers. A database administrator or HRMS system administrator can
enable a dynamic trigger to fire for specific legislations, business groups, and payrolls,
or a combination of these.
A database administrator can also group triggers into a functional area so that multiple
triggers can be manipulated in a single operation.
Database Triggers and Third Party Payroll Interfaces
If you are interfacing Oracle HRMS to a third party payroll system using the Oracle
HRMS Payroll Interface Toolkit, your database administrator can enable or disable
triggers for a particular legislation, business group or payroll.
A number of predefined dynamic triggers are delivered with Oracle HRMS. These
prevent certain information from being updated or deleted in Oracle HRMS, and
prevent data in Oracle HRMS from getting out of step with data in your third party
payroll system.
These triggers are grouped into predefined functional areas. Individual triggers can be
enabled or disabled for specific legislations, business groups and payrolls using the
Dynamic Triggers Functional Area Grouping window.
The following predefined functional areas are supplied with Oracle HRMS:
Generic Payroll Interface Toolkit
ADP Payroll Interface
Ceridian 100 Payroll Interface
Ceridian 500 Payroll Interface
Duplicate Element Reporting Names
These correspond to the payroll interfaces that are supplied as standard with Oracle
HRMS. The triggers contained within these payroll interface functional areas are not
enabled for legislations, business groups or payrolls on delivery. You must enable them
for specific legislations, business groups and/or payrolls to make them active.
If you are not using a third party payroll interface you do not need to enable any of
these triggers. Although they will appear as enabled on the Define Dynamic Triggers
window they will not fire because they have not been enabled for any legislations,
business groups or payrolls.
Process Parameters
Database Administrators can use the Action Parameters window to select alternative
values for process parameters. For example, you can assign the number of threads to a
process and select the combination of levels for logging.
You can also create parameter groups with different values for different business
groups:
Create group A which contains the Threads set to 4, and the Logging Value set to N.
Create group B which contains the Threads set to 1, and the Logging Value set to
the GMF combination.
You use the user profile option HR:Action Parameter Group Name to specify a
parameter group for your responsibility. When you use this responsibility to run a
payroll process, Oracle Payroll uses the values you have selected for this parameter
group, and it uses default values for any parameter not specified in the group. If you
leave the profile option blank, Oracle Payroll uses default values for all the parameters.
Logging parameters are identified by a combination of letters, and you use the logging
tab to enable logging categories. For example, if logging is set to RGE this corresponds
to the following combination of logging categories:
R - Routing
G - General
E - Element Entry
Defining Dynamic Triggers
Use the Dynamic Trigger Definition window to:
Find a trigger that already exists. Existing triggers are referred to as static triggers.
Create a new trigger. Any new triggers that you create are referred to as
dynamically generated triggers.
Enable and disable triggers.
Note: If you are using a third party payroll product do not use this
window. Use the Dynamic Trigger Functional Area Grouping window
to enable business groups and their associated triggers.
To find an existing trigger:
1. Select either Dynamically Generated Triggers or Static Database Triggers.
2. Select an Application to restrict the range of your search. Note that this does not
refer to the application owning the trigger. It refers to the application owning the
table to which the trigger is applied.
3. Enter one of the following:
A table name.
A trigger name.
A table name and a trigger name.
4. Select a Triggering Action or a combination of triggering actions.
5. Select the Trigger Type (static database triggers only).
All - displays all existing triggers
Before Each Row
Before Each Event
After Each Row
After Each Event
Instead of Each Row
Instead of Each Event
Statement
Note: These criteria do not apply to triggers created dynamically.
Dynamic triggers are always defined to run after each row.
To enable and disable dynamic triggers:
Warning: These instructions apply to dynamic database triggers only.
You should never disable a static database trigger.
When you have found the database trigger corresponding to your search criteria, you
can see whether the trigger is enabled or disabled. The Enabled flag is checked if the
trigger is enabled, and unchecked if the trigger is disabled.
You can change the status of the trigger by checking or unchecking the Enabled flag.
Changes become effective immediately.
To create a dynamic trigger:
1. Select Dynamic Database Triggers.
2. Enter a description for the trigger. This description will appear as a comment in the
generated code.
3. Select the table on which this trigger operates.
4. Select the action type for the trigger:
Insert - the trigger may be created after Insert.
Update - the trigger may be created after Update.
Delete - the trigger may be created after Delete.
Dynamic trigger creation does not support:
The combination of insert, update and delete actions available when creating
static triggers.
Triggers that are not of the after each row type.
5. Save the trigger definition.
When you have saved the trigger definition you cannot change the table on which a
trigger is run, nor can you change the action that the trigger performs. Instead, you
must delete the trigger and then recreate it with the correct details.
Grouping Dynamic Triggers into Legislative Functional Areas
Use the Dynamic Trigger Functional Area Grouping window to include all triggers for
the functional area into a single group. You can then enable or disable all triggers for
the entire area in a single operation rather than enabling each trigger individually.
We deliver functional area groupings as predefined data for those customers who are
using Oracle HR with a third party payroll. However, third party payroll users can also
define a subset of this grouping and use it in preference to the predefined grouping.
To group dynamic triggers into functional areas:
1. Enter a description for the new functional area, or query an existing functional area.
2. Select one of the following from the next block:
Legislation
Business Group
Payroll
3. Choose the name of the legislation, business group or payroll.
4. Select the description of each trigger to be assigned to the functional area.
5. Enable or disable this grouping for this legislation, business group or payroll.
You can specify groupings for legislation only, business group only or payroll only,
but you can also specify any combination of these. If you do not select any of these
then the triggers operate on all occasions.
To enable selected triggers from a predefined grouping:
If you only want to enable some of the triggers delivered in a predefined grouping, then
you disable the predefined grouping and create a new grouping containing your
selection of triggers. You then enable the new grouping.
Making Table Event Updates
When there are changes to employee data this may also imply changes to current or
retrospective payroll run results for that employee. For example:
RetroPay - where an employee receives an adjustment in the current pay period,
but the adjustment was first incurred in a previous payroll period
Recalculation - where changes are confined to the current pay period
Proration - where adjustments earned on a pro-rata basis in another pay period are
applied in the correct proportion to the current pay period
To identify when critical changes such these as have occurred, you can define each
change as a table event and specify the action that you wish to take whenever the event
is detected.
You can also group a related series of events into an event group so that you can
process multiple events as a single group.
See Defining Event Groups, Oracle HRMS Compensation and Benefits Management Guide
For details of primary key information and column names, refer to the Oracle HRMS
Technical Reference Manual.
You define table events from the Table Event Updates window:
Defining a table event:
1. Select the Table Name.
2. Select the Primary Key for your table.
3. Define the period for which you wish this event to be active. You do this by
selecting a start date and then an end date.
Selecting Row Level Events
You enter the details of the change as a row level event.
4. Select the Event Type to specify the type of database update that will initiate this
event. You can select from:
Insert - If you select this event type, you are making a change at row level only,
and the Column Name field is not enabled.
Delete - If you select this event type, you are making a change at row level only,
and the Column Name field is not enabled.
Update - If you select this event type, you also need to specify a column name
because updates are not confined to the row level.
5. Select the Column Name.
6. Select the Change Type. You do not need to select a change type for
retro-notification and proration. You need only make a selection here if you are
defining an event for Continuous Calculation. In this case, the following change
types are available:
DATE_EARNED - to trigger recalculation of the payroll run based on the date
earned.
DATE_PROCESSED - to trigger recalculation of the payroll run based on the
effective date of the run. Use this if you want to recalculate tax information.
PAYMENT - to trigger recalculation of the Prepayments process
COST_CENTRE - to trigger recalculation of the Costing process.
REPORTS - to track all events that generate reports. However, if you have
already selected DATE_EARNED as a change type this includes the REPORTS
type, and you do not need to specify REPORTS as a separate selection.
Maintaining Parameters and Parameter Groups for Payroll Processes
Action parameters enable you to set the conditions that control your payroll processing.
Use the Action Parameters window to define your parameter values and create
parameter groups. You can create a default group to specify global values, or you can
define your own group to provide a customized set of processing conditions.
Note: If you create your own group, select it in the user profile option
HR:Action Parameter Group Name for a responsibility. Use that
responsibility when you want to run processes using the customized
parameters.
To maintain parameter groups:
To define or maintain the default group, check the default group check box.
Only do this if you want the parameter values that you select to be the default
for all processes and business groups.
To create your own parameter group, enter the name of the group.
Note: You cannot enable a named parameter group as the default
group.
To maintain process parameters:
1. From the parameters tab, select the name of the parameter that you want to modify,
or enter a parameter name.
For details of the parameters that you can enter, see the Technical Essay: Payroll
Action Parameters, Oracle HRMS Implementation Guide.
2. Enter a value for the parameter name. For example, Trace has a value of either Y or
N.
Note: We recommend that Trace is set to N, because setting it to Y
imposes an extra processing load on the payroll processes.
If you do not specify any values for the parameters that you select, then the values
held at the global level default to the group level. But, if values are specified at the
group level, then the group level values take precedence over the global parameter
values.
To maintain logging parameters:
1. Select the logging tab.
2. Check each of the logging categories that you want to enable.
3. Uncheck any logging categories that you want to disable.
Glossary-1
Glossary
360-Degree Appraisal
Part of the SSHR Appraisal function and also known as a Group Appraisal. This is an
employee appraisal undertaken by managers with participation by reviewers.
Absence
A period of time in which an employee performs no work for the assigned organization.
Absence Case
Two or more absences for the same person that you associate manually because they
share a common factor, such as the same underlying cause.
Absence Type
Category of absence, such as medical leave or vacation leave, that you define for use in
absence windows.
Accrual
The recognized amount of leave credited to an employee which is accumulated for a
particular period.
Accrual Band
A range of values that determines how much paid time off an employee accrues. The
values may be years of service, grades, hours worked, or any other factor.
Accrual Period
The unit of time, within an accrual term, in which PTO is accrued. In many plans, the
same amount of time is accrued in each accrual period, such as two days per month. In
other plans, the amount accrued varies from period to period, or the entitlement for the
full accrual term is given as an up front amount at the beginning of the accrual term.
Accrual Plan
See: PTO Accrual Plan, page Glossary-32
Glossary-2
Accrual Term
The period, such as one year, for which accruals are calculated. In most accrual plans,
unused PTO accruals must be carried over or lost at the end of the accrual term. Other
plans have a rolling accrual term which is of a certain duration but has no fixed start
and end dates.
Action
In AME, an Action is the Then part of an Approval Rule that specifies how the
application must progress a transaction's approval process in a particular way
depending on the conditions met.
See: Approval Rule., page Glossary-5
Action Type
In AME, an action type is the generic container for specific actions. It enables you to
specify the action to take if a transaction meets the condition of an approval rule. The
action type, thus, generates the appropriate approvers for a transaction. As an AME
administrator you can make particular action types available for specified transaction
types. See: Transaction Types., page Glossary-41
Active Employee
DBI for HRMS counts an employee, page Glossary-17 as active if they have a current
period of service, page Glossary-13 at the effective date, page Glossary-16
If an employee is suspended, DBI for HRMS still counts them as active.
DBI for HRMS also uses the term Incumbent to refer to an active employee.
Active Contingent Worker
DBI for HRMS counts a contingent worker, page Glossary-11 as active if they have a
current period of placement , page Glossary-13 at the effective date, page Glossary-16.
If a contingent worker is suspended, DBI for HRMS still counts them as active. DBI for
HRMS also uses the term Incumbent to refer to an active contingent worker.
Activity Rate
The monetary amount or percentage associated with an activity, such as $12.35 per pay
period as an employee payroll contribution for medical coverage. Activity rates can
apply to participation, eligibility, coverages, contributions, and distributions.
Actual Premium
The per-participant premium an insurance carrier charges the plan sponsor for a given
benefit.
Glossary-3
Administrative Enrollment
A type of scheduled enrollment caused by a change in plan terms or conditions and
resulting in a re-enrollment.
AdvancePay
A process that recalculates the amount to pay an employee in the current period, to
make an authorized early payment of amounts that would normally be paid in future
payroll periods.
Agency
An external organization that assists an enterprise in their recruitment process.
Agencies act on behalf of the candidates to help them search and apply for jobs. They
provide candidates to the fill up job openings in an enterprise or sometimes handle the
complete placement process for a vacancy.
Agency Candidate
An agency candidate is a person whose profile is created in iRecruitment by a recruiting
agency. This profile includes personal and professional information.
Agency User
An external person who belongs to a recruiting agency and accesses iRecruitment to
conduct recruiting activities such as creating candidates and applying on behalf of the
candidates.
Alert
An email notification that you can set up and define to send a recipient or group of
recipients a reminder or warning to perform a certain task or simply a notification to
inform the recipient of any important information.
Align
To define a relationship between objectives. Workers can align their own objectives
with objectives that other workers have shared with them. Aligned objectives are also
known as supporting objectives.
AME
Oracle Approvals Management Engine. A highly extensible approvals rules engine that
enables organizations implementing Oracle Applications to simply and effectively
define business rules that determine who must approve a transaction originating within
an application. You can devise simple or complex rules, as your organization requires,
which then form part of your overall business flow. A central repository holds all the
rules to facilitate management and sharing between business processes.
Glossary-4
API
Application Programmatic Interfaces, used to upload data to the Oracle Applications
database. APIs handle error checking and ensure that invalid data is not uploaded to
the database.
Applicant
An applicant is a person who submits an application for employment to an
organization.
Applicability
In HRMS budgeting, a term describing whether a budget reallocation rule pertains to
donors or receivers.
Applicant/Candidate Matching Criteria
Matching functionality in the iRecruitment system that systematically identifies which
candidates and applicants possess the skills, knowledge and abilities to be considered
for a specific vacancy. The following columns are used for matching:
Skills
FT/PT
Contractor/Employee
Work at Home
Job Category
Distance to Location
Key Words
Salary
Apply for a Job
An SSHR function that enables an employee to, apply, search and prepare applications
for an internally advertised vacancy.
Appraisal
An appraisal is a process where an employee's work performance is rated and future
objectives set.
See also: Assessment, page Glossary-5.
Glossary-5
Appraisee
The person who is the subject of an appraisal.
Appraiser
A person, usually a manager, who appraises an employee.
Appraising Manager
The person who initiates and performs an Employee-Manager or 360 Degree Appraisal.
An appraising manager can create appraisal objectives.
Approval Rule
In AME, a business rule that determines a transaction's approval process. You construct
rules using conditions and actions. For example, you can write a business rule with the
conditions that if the total cost of a transaction is less than 1000 USD, and the
transaction is for travel expenses, then the action must be to obtain approval from the
immediate supervisor of the person triggering the transaction.
See also Conditions, page Glossary-11, Actions, page Glossary-2.
Approver Groups
In AME, an approver group is a collection of approvers you define, which you can
include as part of actions when you set up your approval rules.
Arrestment
Scottish court order made out for unpaid debts or maintenance payments.
See also: Court Order , page Glossary-12
Assessment
An information gathering exercise, from one or many sources, to evaluate a person's
ability to do a job.
See also: Appraisal, page Glossary-4.
Assignment
A worker's assignment identifies their role within a business group. The assignment is
made up of a number of assignment components. Of these, organization is mandatory,
and payroll is required (for employees only) for payment purposes.
Assignment Number
A number that uniquely identifies a worker's assignment. A worker with multiple
assignments has multiple assignment numbers.
Glossary-6
Assignment Rate
A monetary value paid to a contingent worker for a specified period of time. For
example, an assignment rate could be an hourly overtime rate of $10.50.
Assignment Set
A grouping of employees and applicants that you define for running QuickPaint
reports and processing payrolls.
See also: QuickPaint Report, page Glossary-33
Assignment Status
For workers, used to track their permanent or temporary departures from your
enterprise and, for employees only, to control the remuneration they receive. For
applicants, used to track the progress of their applications.
Attribute
In AME, attributes are the business facts of a transaction, such as the total amount of a
transaction, percentage of a discount, an item's category, or a person's salary and so on.
These business variables form part of the conditions of an approval rule, and determine
how the transaction must progress for approvals.
Authoria
A provider of health insurance and compensation information, that provides additional
information about benefits choices.
BACS
Banks Automated Clearing System. This is the UK system for making direct deposit
payments to employees.
Balance Adjustment
A correction you make to a balance. You can adjust user balances and assignment level
predefined balances only.
Balance Dimension
The period for which a balance sums its balance feeds, or the set of
assignments/transactions for which it sums them. There are five time dimensions: Run,
Period, Quarter, Year and User. You can choose any reset point for user balances.
Balance Feeds
These are the input values of matching units of measure of any elements defined to feed
the balance.
Glossary-7
Balances
Positive or negative accumulations of values over periods of time normally generated
by payroll runs. A balance can sum pay values, time periods or numbers.
See also: Predefined Components , page Glossary-31
Bargaining Unit
A bargaining unit is a legally organized group of people which have the right to
negotiate on all aspects of terms and conditions with employers or employer
federations. A bargaining unit is generally a trade union or a branch of a trade union.
Base Summary
A database table that holds the lowest level of summary. Summary tables are populated
and maintained by user-written concurrent programs.
Beneficiary
A person or organization designated to receive the benefits from a benefit plan upon the
death of the insured.
Benefit
Any part of an employee's remuneration package that is not pay. Vacation time,
employer-paid medical insurance and stock options are all examples of benefits.
See also: Elements, page Glossary-16
Block
The largest subordinate unit of a window, containing information for a specific business
function or entity. Every window consists of at least one block. Blocks contain fields
and, optionally, regions. They are delineated by a bevelled edge. You must save your
entries in one block before navigating to the next.
See also: Region, page Glossary-34, Field, page Glossary-18
Budget Measurement Type (BMT)
A subset of Workforce Measurement Type. It consists of a number of different units
used to measure the workforce. The most common units are headcount and full time
equivalent.
Budget Value
In Oracle Human Resources you can enter staffing budget values and actual values for
each assignment to measure variances between actual and planned staffing levels in an
organization or hierarchy.
Business Group
The business group represents a country in which your enterprise operates. It enables
Glossary-8
you to group and manage data in accordance with the rules and reporting requirements
of each country, and to control access to data.
Business Group Currency
The currency in which Oracle Payroll performs all payroll calculations for your
Business Group. If you pay employees in different currencies to this, Oracle Payroll
calculates the amounts based on exchange rates defined in the system.
Business Number (BN)
In Canada, this is the employer's account number with Revenue Canada. Consisting of
15 digits, the first 9 identify the employer, the next 2 identify the type of tax account
involved (payroll vs. corporate tax), and the last 4 identify the particular account for
that tax.
Business Rule
See Configurable Business Rules, page Glossary-11
Cafeteria Benefits Plan
See: Flexible Benefits Program, page Glossary-18
Calendar Exceptions
If you are using the Statutory Absence Payments (UK) feature, you define calendar
exceptions for an SSP qualifying pattern, to override the pattern on given days. Each
calendar exception is another pattern which overrides the usual pattern.
Calendars
In Oracle Human Resources you define calendars that determine the start and end dates
for budgetary years, quarters and periods. For each calendar you select a basic period
type. If you are using the Statutory Absence Payments (UK) feature, you define
calendars to determine the start date and time for SSP qualifying patterns.
Canada/Quebec Pension Plan (CPP/QPP) Contributions
Contributions paid by employers and employees to each of these plans provide income
benefits upon retirement.
Candidate
(iRecruitment) A candidate is a person who has either directly provided their personal
and professional information to a company's job site or provided their resume and
details to a manager or recruiter for entering in the iRecruitment system.
Candidate Offers
An SSHR function used by a line manager to offer a job to a candidate. This function is
supplied with its own responsibility.
Glossary-9
Career Path
This shows a possible progression from one job or position from any number of other
jobs or positions within the Business Group. A career path must be based on either job
progression or position progression; you cannot mix the two.
Carry Over
The amount of unused paid time off entitlement an employee brings forward from one
accrual term to the next. It may be subject to an expiry date i.e. a date by which it must
be used or lost.
See also: Residual, page Glossary-35
Cascade
A process managers at each level in a hierarchy use to allocate their own objectives to
workers who report directly to them. This technique enables the allocation of enterprise
objectives in some form to all workers.
Cash Analysis
A specification of the different currency denominations required for paying your
employees in cash. Union contracts may require you to follow certain cash analysis
rules.
Ceiling
The maximum amount of unused paid time off an employee can have in an accrual
plan. When an employee reaches this maximum, he or she must use some accrued time
before any more time will accrue.
Certification
Documentation required to enroll or change elections in a benefits plan as the result of a
life event, to waive participation in a plan, to designate dependents for coverage, or to
receive reimbursement for goods or services under an FSA.
Chief HR Officer
In DBI for HRMS the Chief HR Officer is the chief executive of the enterprise who can
view the HR data at an enterprise-level.
Child/Family Support Payments
In Canada, these are payments withheld from an employee's compensation to satisfy a
child or family support order from a Provincial Court. The employer is responsible for
withholding and remitting the payments to the court named in the order.
Collective Agreement
A collective agreement is a form of contract between an employer or employer
Glossary-10
representative, for example, an employer federation, and a bargaining unit for example,
a union or a union branch.
Collective Agreement Grade
Combination of information that allows you to determine how an employee is ranked
or graded in a collective agreement.
Communications
Benefits plan information that is presented in some form to participants. Examples
include a pre-enrollment package, an enrollment confirmation statement, or a notice of
default enrollment.
Compensation
The pay you give to employees, including wages or salary, and bonuses.
See also: Elements, page Glossary-16
Compensation Object
For Standard and Advanced Benefits, compensation objects define, categorize, and help
to manage the benefit plans that are offered to eligible participants. Compensation
objects include programs, plan types, plans, options, and combinations of these entities.
Competency
Any measurable behavior required by an organization, job or position that a person
may demonstrate in the work context. A competency can be a piece of knowledge, a
skill, an attitude, or an attribute.
See also: Unit Standard Competency, page Glossary-41
Competency Assessment Template
The entity that configures the Competencies section of an appraisal.
See also: Objective Assessment Template, page Glossary-26
Competency Evaluation
A method used to measure an employees ability to do a defined job.
Competency Profile
Where you record applicant and employee accomplishments, for example, proficiency
in a competency.
Competency Requirements
Competencies required by an organization, job or position.
See also: Competency, page Glossary-10, Core Competencies, page Glossary-12
Glossary-11
Competency Type
A group of related competencies.
Condition
In AME, a Condition is the If part of an Approval Rule that specifies the conditions a
transaction must meet to trigger an approval action. A condition consists of an attribute,
which is a business variable, and a set of attribute values that you can define. When a
transaction meets the specified attribute values, then the application triggers the
appropriate action.
See: Approval Rule., page Glossary-5
Configurable Business Rule
In HRMS position control and budgeting, predefined routines (also called process rules)
that run when you apply an online transaction, and validate proposed changes to
positions, budgets, or assignments. You set their default status level (typically Warning)
to Warning, Ignore, or Error.
Configurable Forms
Forms that your system administrator can modify for ease of use or security purposes
by means of Custom Form restrictions. The Form Customization window lists the forms
and their methods of configuration.
Consideration
(iRecruitment) Consideration means that a decision is registered about a person in
relation to a vacancy so that the person can be contacted.
Consolidation Set
A grouping of payroll runs within the same time period for which you can schedule
reporting, costing, and post-run processing.
Contact
A person who has a relationship to an employee that you want to record. Contacts can
be dependents, relatives, partners or persons to contact in an emergency.
Content
When you create a spreadsheet or word processing document using Web ADI, the
content identifies the data in the document. Content is usually downloaded from the
Oracle application database.
Contingent Worker
A worker who does not have a direct employment relationship with an enterprise and
is typically a self-employed individual or an agency-supplied worker. The contingent
Glossary-12
worker is not paid via Oracle Payroll.
Contract
A contract of employment is an agreement between an employer and employee or
potential employee that defines the fundamental legal relationship between an
employing organization and a person who offers his or her services for hire. The
employment contract defines the terms and conditions to which both parties agree and
those that are covered by local laws.
Contribution
An employer's or employee's monetary or other contribution to a benefits plan.
Core Competencies
Also known as Leadership Competencies or Management Competencies. The competencies
required by every person to enable the enterprise to meet its goals.
See also: Competency, page Glossary-10
Costable Type
A feature that determines the processing an element receives for accounting and costing
purposes. There are four costable types in Oracle HRMS: costed, distributed costing,
fixed costing, and not costed.
Costing
Recording the costs of an assignment for accounting or reporting purposes. Using
Oracle Payroll, you can calculate and transfer costing information to your general
ledger and into systems for project management or labor distribution.
Court Order
A ruling from a court that requires an employer to make deductions from an
employee's salary for maintenance payments or debts, and to pay the sums deducted to
a court or local authority.
See also: Arrestment, page Glossary-5
Credit
A part of the Qualifications Framework. The value a national qualifications authority
assigns to a unit standard competence or a qualification. For example, one credit may
represent 10 hours of study, a unit standard competence may equate to 5 credits, and a
qualification may equate to 30 credits.
Criteria Salary Rate
Variable rate of pay for a grade, or grade step. Used by Grade/Step Progression.
Glossary-13
Current Period of Service
An employee's period of service is current if their most recent hire date is on or before
the effective date, and either the employee does not have a termination date for their
latest employment, or their termination date is later than the effective date.
The table below provides an example using an effective date of 12 October 2004:
Effective Date Hire Date Termination Date Current Period of
Service?
12 Oct 2004 23 Jan 1994 16 Aug 2003 No
12 Oct 2004 14 Oct 2004 ANY No
12 Oct 2004 14 Mar 2000 NONE Yes
12 Oct 2004 11 Sep 2001 15 Oct 2004 Yes
Note: In Oracle HRMS an employee cannot transfer from one business
group to another. To move from one business group to another, the
business group they are leaving must terminate the employee, and the
business group they are joining must re-hire the employee. Therefore
the definition of period of service, above, does not take account of any
service prior to the most recent business group transfer.
Current Period of Placement
A contingent worker's period of placement, page Glossary-30 is current if their most
recent placement start date is on or before the effective date, and either the contingent
worker does not have a placement end date for their latest placement or their placement
end date is later than the effective date.
Effective Date Place Date End Placement Date Current Period of
Placement?
12 Oct 2004 23 Jan 1994 16 Aug 2003 No
12 Oct 2004 14 Oct 2004 ANY No
12 Oct 2004 14 Mar 2000 NONE Yes
Glossary-14
Effective Date Place Date End Placement Date Current Period of
Placement?
12 Oct 2004 11 Sep 2001 15 Oct 2004 Yes
Database Item
An item of information in Oracle HRMS that has special programming attached,
enabling Oracle FastFormula to locate and retrieve it for use in formulas.
Date Earned
The date the payroll run uses to determine which element entries to process. In North
America (and typically elsewhere too) it is the last day of the payroll period being
processed.
Date Paid
The effective date of a payroll run. Date paid dictates which tax rules apply and which
tax period or tax year deductions are reported.
Date To and Date From
These fields are used in windows not subject to DateTrack. The period you enter in
these fields remains fixed until you change the values in either field.
See also: DateTrack, page Glossary-14, Effective Date, page Glossary-16
DateTrack
When you change your effective date (either to past or future), DateTrack enables you
to enter information that takes effect on your new effective date, and to review
information as of the new date.
See also: Effective Date, page Glossary-16
Default Postings
(iRecruitment) Default text stored against business groups, organizations, jobs, and/or
positions. The default postings are used to create job postings for a vacancy.
Department
In DBI for HRMS, the term Department has the same meaning as Organization.
Dependent
In a benefit plan, a person with a proven relationship to the primary participant whom
the participant designates to receive coverage based on the terms of the plan.
Glossary-15
Deployment
The temporary or permanent employment of an employee in a business group.
See also: Secondment, page Glossary-37
Deployment Factors
See: Work Choices, page Glossary-43
Deployment Proposal
The entity that controls the permanent transfer or temporary secondment of an
employee from a source business group to a destination business group. The HR
Professional in the destination business group creates the deployment proposal using
the Global Deployments function.
Derived Factor
A factor (such as age, percent of fulltime employment, length of service, compensation
level, or the number of hours worked per period) that is used in calculations to
determine Participation Eligibility or Activity Rates for one or more benefits.
Descriptive Flexfield
A field that your organization can configure to capture additional information required
by your business but not otherwise tracked by Oracle Applications.
See also: Key Flexfield , page Glossary-22
Developer Descriptive Flexfield
A flexfield defined by your localization team to meet the specific legislative and
reporting needs of your country.
See also: Extra Information Types, page Glossary-18
Direct Deposit
The electronic transfer of an employee's net pay directly into the account(s) designated
by the employee.
Discoverer Workbook
A grouping of worksheets. Each worksheet is one report.
Discoverer Worksheet
A single report within a workbook. A report displays the values of predefined criteria
for analysis.
Distribution
Monetary payments made from, or hours off from work as allowed by, a compensation
or benefits plan.
Glossary-16
Download
The process of transferring data from the Oracle HRMS application to your desktop (the
original data remains in the application database).
Effective Date
The date for which you are entering and viewing information. You set your effective
date in the Alter Effective Date window.
See also: DateTrack, page Glossary-14
EIT
See: Extra Information Type, page Glossary-18
Electability
The process which determines whether a potential benefits participant, who has
satisfied the eligibility rules governing a program, plan, or option in a plan, is able to
elect benefits. Participants who are eligible for benefits do not always have electable
benefit choices based on the rules established in a benefit plan design.
Element Classifications
These control the order in which elements are processed and the balances they feed.
Primary element classifications and some secondary classifications are predefined by
Oracle Payroll. Other secondary classifications can be created by users.
Element Entry
The record controlling an employee's receipt of an element, including the period of time
for which the employee receives the element and its value.
See also: Recurring Elements, page Glossary-34, Nonrecurring Elements, page Glossary-
26
Element Link
The association of an element to one or more components of an employee assignment.
The link establishes employee eligibility for that element. Employees whose assignment
components match the components of the link are eligible for the element.
See also: Standard Link, page Glossary-38
Elements
Components in the calculation of employee pay. Each element represents a
compensation or benefit type, such as salary, wages, stock purchase plans, and pension
contributions.
Element Set
A group of elements that you define to process in a payroll run, or to control access to
Glossary-17
compensation information from a configured form, or for distributing costs.
Eligibility
The process by which a potential benefits participant satisfies the rules governing
whether a person can ever enroll in a program, plan, or option in a plan. A participant
who is eligible for benefits must also satisfy electability requirements.
Employee
A worker who has a direct employment relationship with the employer. Employees are
typically paid compensation and benefits via the employer's payroll application.
Employees have a system person type of Employee and one or more assignments with
an assignment type of Employee.
Employee Histories
An SSHR function for an employee to view their Learning History, Job Application
History, Employment History, Absence History, or Salary History. A manager can also
use this function to view information on their direct reports.
Employment Category
A component of the employee assignment. Four categories are defined: Full Time -
Regular, Full Time - Temporary, Part Time - Regular, and Part Time - Temporary.
Employment Equity Occupational Groups (EEOG)
In Canada, the Employment Equity Occupational Groups (EEOG) consist of 14
classifications of work used in the Employment Equity Report. The EEOGs were
derived from the National Occupational Classification system.
Employment Insurance (EI)
Benefit plan run by the federal government to which the majority of Canadian
employers and employees must contribute.
End Placement Date
DBI for HRMS uses this term to specifically refer to the contingent worker's most recent
placement end date prior to the effective date.
Employment Insurance Rate
In Canada, this is the rate at which the employer contributes to the EI fund. The rate is
expressed as a percentage of the employee's contribution. If the employer maintains an
approved wage loss replacement program, they can reduce their share of EI premiums
by obtaining a reduced contribution rate. Employers would remit payroll deductions
under a different employer account number for employees covered by the plan.
Glossary-18
Enrollment Action Type
Any action required to complete enrollment or de-enrollment in a benefit.
Entitlement
In Australia, this is all unused leave from the previous year that remains to the credit of
the employee.
ESS
Employee Self Service. A predefined SSHR responsibility.
Event
An activity such as a training day, review, or meeting, for employees or applicants.
Known as class in OLM.
Ex-Applicant
Someone who has previously applied for a vacancy or multiple vacancies, but all
applications have ended, either because the applicant has withdrawn interest or they
have been rejected. Ex-Applicants can still be registered users.
Expected Week of Childbirth (EWC)
In the UK, this is the week in which an employee's baby is due. The Sunday of the
expected week of childbirth is used in the calculations for Statutory Maternity Pay
(SMP).
Extra Information Type (EIT)
A type of developer descriptive flexfield that enables you to create an unlimited
number of information types for six key areas in Oracle HRMS. Localization teams may
also predefine some EITs to meet the specific legislative requirements of your country.
See also: Developer Descriptive Flexfield, page Glossary-15
Field
A view or entry area in a window where you enter, view, update, or delete information.
See also: Block, page Glossary-7, Region, page Glossary-34
Flex Credit
A unit of "purchasing power" in a flexible benefits program. An employee uses flex
credits, typically expressed in monetary terms, to "purchase" benefits plans and/or
levels of coverage within these plans.
Flexible Benefits Program
A benefits program that offers employees choices among benefits plans and/or levels of
Glossary-19
coverage. Typically, employees are given a certain amount of flex credits or moneys
with which to "purchase" these benefits plans and/or coverage levels.
Flexible Spending Account
(FSA) Under US Internal Revenue Code Section 125, employees can set aside money on
a pretax basis to pay for eligible unreimbursed health and dependent care expenses.
Annual monetary limits and use-it-or-lose it provisions exist. Accounts are subject to
annual maximums and forfeiture rules.
Form
A predefined grouping of functions, called from a menu and displayed, if necessary, on
several windows. Forms have blocks, regions and fields as their components.
See also: Block, page Glossary-7, Region, page Glossary-34, Field, page Glossary-18
Format Mask
A definition of a person-name format. The format mask comprises standard name
components, such as title, first name, and last name, in an order appropriate to its
purpose and legislation.
Format Type
A format-mask classification that identifies the mask's purpose. Oracle HRMS defines
the Full Name, Display Name, List Name, and Order Name format types. You can also
define your own format types for use in custom code.
Full Time Equivalent (FTE)
A Workforce Measurement Type (WMT) that measures full time equivalent. Although
the actual value and calculation may vary, this value is taken from the Assignment
Budget Value (ABV) in Oracle HRMS. If the Assignment Budget Value in Oracle HRMS
is not set up then a FastFormula is used to determine the value to be calculated.
Global Value
A value you define for any formula to use. Global values can be dates, numbers or text.
Goods or Service Type
A list of goods or services a benefit plan sponsor has approved for reimbursement.
Grade
A component of an employee's assignment that defines their level and can be used to
control the value of their salary and other compensation elements.
Grade Comparatio
A comparison of the amount of compensation an employee receives with the mid-point
Glossary-20
of the valid values defined for his or her grade.
Grade Ladder
The key component of Grade/Step Progression. You use a grade ladder to categorize
grades, to determine the rules for how an employee progresses from one grade (or step)
to the next, and to record the salary rates associated with each grade or step on the
ladder.
Grade Rate
A value or range of values defined as valid for a given grade. Used for validating
employee compensation entries.
Grade Scale
A sequence of steps valid for a grade, where each step corresponds to one point on a
pay scale. You can place each employee on a point of their grade scale and
automatically increment all placements each year, or as required.
See also: Pay Scale, page Glossary-28
Grade Step
An increment on a grade scale. Each grade step corresponds to one point on a pay scale.
See also: Grade Scale, page Glossary-20
Grandfathered
A term used in Benefits Administration. A person's benefits are said to be
grandfathered when a plan changes but they retain the benefits accrued.
Group
A component that you define, using the People Group key flexfield, to assign
employees to special groups such as pension plans or unions. You can use groups to
determine employees' eligibility for certain elements, and to regulate access to payrolls.
Group Certificate
In Australia, this is a statement from a legal employer showing employment income of
an employee for the financial year..
Headcount(HEAD)
A Workforce Measurement Type (WMT) that measures headcount. Although the actual
value and calculation may vary, this value is taken from the Assignment Budget Value
(ABV) in Oracle HRMS. If the Assignment Budget Value in Oracle HRMS is not set up
then a FastFormula is used to determine the value to be calculated.
Glossary-21
HR Staff
In DBI for HRMS the HR Staff are people who work in the Human Resources role. Chief
HR Officers can track the ratio of HR professionals to the number of workers in their
enterprise.
DBI for HRMS uses the HRI_MAP_JOB_JOB_ROLE formula to categorize workers into
HR staff and non-HR staff.
Headcount Activity
DBI for HRMS uses this term to mean all the gains and losses occurring in a manager's
hierarchy during a reporting period.
Hierarchy
An organization or position structure showing reporting lines or other relationships.
You can use hierarchies for reporting and for controlling access to Oracle HRMS
information.
High Availability
iRecruitment functionality that enables enterprises to switch between two instances to
continuously support the candidate job site.
Hire Date
In DBI for HRMS Hire Date is the employee's most recent hire date.
Imputed Income
Certain forms of indirect compensation that US Internal Revenue Service Section 79
defines as fringe benefits and taxes the recipient accordingly. Examples include
employer payment of group term life insurance premiums over a certain monetary
amount, personal use of a company car, and other non-cash awards.
Incumbent
See also: Active Employee, page Glossary-2
Info Online
A generic framework to integrate Oracle applications with partner applications,
enabling users to access information from third-party providers, Metalink and Learning
Management.
Initiator
In SSHR a person who starts a 360 Degree appraisal (Employee or Self) on an
individual. An initiator and the appraisee are the only people who can see all appraisal
information.
Glossary-22
Input Values
Values you define to hold information about elements. In Oracle Payroll, input values
are processed by formulas to calculate the element's run result. You can define up to
fifteen input values for an element.
Instructions
An SSHR user assistance component displayed on a web page to describe page
functionality.
Integrating Application
In AME, an application that uses Oracle Approvals Management Engine to manage the
approval processes of its transactions.
See: Oracle Approvals Management Engine (AME), page Glossary-3
Integrator
Defines all the information that you need to download or upload from a particular
window or database view using Web ADI.
Interface
A Web ADI term for the item that specifies the columns to be transferred from the
Oracle applications database to your desktop or vice versa.
Involuntary
Used in turnover to describe employees who have ceased employment with the
enterprise not of their own accord, for example, through redundancy.
Job
A job is a generic role within a business group, which is independent of any single
organization. For example, the jobs "Manager" and "Consultant" can occur in many
organizations.
Job Posting
An advertisement for a specific vacancy. This is the public side of the vacancy for which
a candidate would apply.
Key Flexfield
A flexible data field made up of segments. Each segment has a name you define and a
set of valid values you specify. Used as the key to uniquely identify an entity, such as
jobs, positions, grades, cost codes, and employee groups.
See also: Descriptive Flexfield, page Glossary-15
Glossary-23
Key Performance Indicator (KPI)
Target values that you set for the performance of your enterprise. This value comes
from the corresponding KPI Portlet/Report. You can configure the Performance
Management Framework to send a notification when actual performance falls short of,
or exceeds, the target value. For example, you may configure the Performance
Management Framework to send you a notification when workforce variance is greater
than 10 percent, or when training success is below 50 percent.
Key Performance Indicator (KPI) Portlet/Report
Displays the executive summary of key measures such as total headcount and total
salary.
Layout
Indicates the columns to be displayed in a spreadsheet or Word document created
using Web ADI.
Learning Management
Oracle's enterprise learning management system that administers online and offline
educational content.
Leave Loading
In Australia, an additional percentage amount of the annual leave paid that is paid to
the employee.
Leaver's Statement
In the UK, this Records details of Statutory Sick Pay (SSP) paid during a previous
employment (issued as form SSP1L) which is used to calculate a new employee's
entitlement to SSP. If a new employee falls sick, and the last date that SSP was paid for
under the previous employment is less than eight calendar weeks before the first day of
the PIW for the current sickness, the maximum liability for SSP is reduced by the
number of weeks of SSP shown on the statement.
Legal Employer
A business in Australia that employs people and has registered with the Australian Tax
Office as a Group Employer.
Legal Entity
A legal entity represents the designated legal employer for all employment-related
activities. The legal authorities in a country recognize this organization as a separate
employer.
Glossary-24
Life Event
A significant change in a person's life that results in a change in eligibility or
ineligibility for a benefit.
Life Event Collision
A situation in which the impacts from multiple life events on participation eligibility,
enrollability, level of coverage or activity rates conflict with each other.
Life Event Enrollment
A benefits plan enrollment that is prompted by a life event occurring at any time during
the plan year.
Linked PIWs
In the UK, these are linked periods of incapacity for work that are treated as one to
calculate an employee's entitlement to Statutory Sick Pay (SSP). A period of incapacity
for work (PIW) links to an earlier PIW if it is separated by less than the linking interval.
A linked PIW can be up to three years long.
Linking Interval
In the UK, this is the number of days that separate two periods of incapacity for work. If
a period of incapacity for work (PIW) is separated from a previous PIW by less than the
linking interval, they are treated as one PIW according to the legislation for entitlement
to Statutory Sick Pay (SSP). An employee can only receive SSP for the maximum
number of weeks defined in the legislation for one PIW.
LMSS
Line Manager Self Service. A predefined SSHR responsibility.
Long Service Leave
Leave with pay granted to employees of a particular employer after a prescribed period
of service or employment with that employer.
Lookup Types
Categories of information, such as nationality, address type and tax type, that have a
limited list of valid values. You can define your own Lookup Types, and you can add
values to some predefined Lookup Types.
Lower Earnings Limit (LEL)
In the UK, this is the minimum average weekly amount an employee must earn to pay
National Insurance contributions. Employees who do not earn enough to pay National
Insurance cannot receive Statutory Sick Pay (SSP) or Statutory Maternity Pay (SMP).
Glossary-25
Manager
(iRecruitment) A manager accesses the iRecruitment system to document their hiring
needs and conduct their recruiting activities online. Specifically, these activities include
vacancy definition, searching for candidates, and processing applicants through the
vacancy process.
DBI for HRMS counts a person as a manager if they supervise assignments (directly or
through subordinates) for which the total headcount value is greater than zero at the
effective date.
Manager-Employee Appraisal
Part of the SSHR Appraisal function. A manager appraisal of an employee. However, an
appraising manager does not have to be a manager.
Mapping
If you are bringing in data from a text file to Oracle HRMS using a spreadsheet created
in Web ADI, you need to map the columns in the text file to the application's tables and
columns.
Maternity Pay Period
In the UK, this is the period for which Statutory Maternity Pay (SMP) is paid. It may
start at any time from the start of the 11th week before the expected week of
confinement and can continue for up to 18 weeks. The start date is usually agreed with
the employee, but can start at any time up to the birth. An employee is not eligible to
SMP for any week in which she works or for any other reason for ineligibility, defined
by the legislation for SMP.
Medicare Levy
An amount payable by most taxpayers in Australia to cover some of the cost of the
public health system.
Menus
You set up your own navigation menus, to suit the needs of different users.
My Account
(iRecruitment) My Account is the total of either a candidate or applicant's personal and
vacancy-specific information including the information needed to manage their
progress through the recruitment process.
NACHA
National Automated Clearing House Association. This is the US system for making
direct deposit payments to employees.
Glossary-26
National Identifier
This is the alphanumeric code that is used to uniquely identify a person within their
country. It is often used for taxation purposes. For example, in the US it is the Social
Security Number, in Italy it is the Fiscal Code, and in New Zealand it is the IRD
Number.
National Occupational Classification (NOC) code
In Canada, the National Occupational Classification (NOC) System was developed to
best reflect the type of work performed by employees. Occupations are grouped in
terms of particular tasks, duties and responsibilities. The use of this standardized
system ensures consistency of data from year to year within the same company as well
as between companies. These codes are used in the Employment Equity Report.
Net Accrual Calculation
The rule that defines which element entries add to or subtract from a plan's accrual
amount to give net entitlement.
Net Entitlement
The amount of unused paid time off an employee has available in an accrual plan at any
given point in time.
Nonrecurring Elements
Elements that process for one payroll period only unless you make a new entry for an
employee.
See also: Recurring Elements, page Glossary-34
North American Industrial Classification (NAIC) code
The North American Industrial Classification system (NAICs) was developed jointly by
the US, Canada and Mexico to provide comparability in statistics regarding business
activity across North America. The NAIC replaces the US Standard Industrial
Classification (SIC) system, and is used in the Employment Equity Report.
Not in Program Plan
A benefit plan that you define outside of a program.
Objective Assessment Template
The entity that configures the Objectives section of the appraisal.
See also: Competency Assessment Template, page Glossary-10
Objectives Library
A collection of reusable objectives. HR Professionals can either create individual
objectives in the Objectives Library or import them from an external source.
Glossary-27
Off-Boarding
Descriptive term covering all HR processes and procedures involved in removing a
worker from your organization, including termination, relocation, and long-term
sickness.
OLM
Oracle Learning Management.
On-Boarding
Descriptive term covering all HR processes and procedures involved in hiring and
integrating a worker in your organization, including recruitment, hiring, and
orientation.
Online Analytical Processing (OLAP)
Analysis of data that reveals business trends and statistics that are not immediately
visible in operational data.
Online Transactional Processing (OLTP)
The storage of data from day-to-day business transactions into the database that
contains operational data.
Open Enrollment
A type of scheduled enrollment in which participants can enroll in or alter elections in
one or more benefits plans.
Oracle FastFormula
Formulas are generic expressions of calculations or comparisons you want to repeat
with different input values. With Oracle FastFormula you can write formulas using
English words and basic mathematical functions. The output of FastFormulas is fed
back into reports.
Organization
A required component of employee assignments. You can define as many organizations
as you want within your Business Group. Organizations can be internal, such as
departments, or external, such as recruitment agencies. You can structure your
organizations into organizational hierarchies for reporting purposes and for system
access control.
Organization Manager Hierarchy
An HRMS structure that contains supervisors and subordinates on a reporting chain
who also own organizations. HRMS uses this hierarchy to filter the information you
display in report modules, such as the Daily Business Intelligence Workforce Budget
Glossary-28
Management dashboard, to include only managers who own organizations.
OSSWA
Oracle Self Service Web Applications.
Outcome
For a unit standard competence, a behavior or performance standard associated with
one or more assessment criteria. A worker achieves a unit standard competence when
they achieve all outcomes for that competence.
Overrides
You can enter overrides for an element's pay or input values for a single payroll period.
This is useful, for example, when you want to correct errors in data entry for a
nonrecurring element before a payroll run.
Parameter Portlet
A portlet in which you select a number of parameters that may affect all your portlets
on your page. These may include an effective date, the reporting period, the comparison
type, the reporting manager, and the output currency for your reports. The parameter
portlet is usually available at the top of the portal page.
Pattern
A pattern comprises a sequence of time units that are repeated at a specified frequency.
The Statutory Absence Payments (UK) feature, uses SSP qualifying patterns to
determine employees entitlement to Statutory Sick Pay (SSP).
Pattern Time Units
A sequence of time units specifies a repeating pattern. Each time unit specifies a time
period of hours, days or weeks.
Pay Scale
A set of progression points that can be related to one or more rates of pay. Employee's
are placed on a particular point on the scale according to their grade and, usually, work
experience.
See also: Grade Scale, page Glossary-20
Pay Value
An amount you enter for an element that becomes its run item without formula
calculations.
See also: Input Values, page Glossary-21
Glossary-29
Payment Type
There are three standard payment types for paying employees: check, cash and direct
deposit. You can define your own payment methods corresponding to these types.
Payroll
A group of employees that Oracle Payroll processes together with the same processing
frequency, for example, weekly, monthly or bimonthly. Within a Business Group, you
can set up as many payrolls as you need.
Payroll Reversal
A payroll reversal occurs when you reverse a payroll run for a single employee, in effect
cancelling the run for this employee.
Payroll Rollback
You can schedule a payroll rollback when you want to reverse an entire payroll run,
cancelling out all information processed in that run. To preserve data integrity, you can
roll back only one payroll at a time, starting with the one most recently run.
Payroll Run
The process that performs all the payroll calculations. You can set payrolls to run at any
interval you want.
People List
An SSHR line manager utility used to locate an employee.
Performance Management Framework (PMF)
A business intelligence tool used to alert users to exceptional circumstances, as defined
by KPIs. When a particular factor measured by HRMSi goes beyond a threshold chosen
by the user, the system sends the user a workflow notification.
Performance Management Plan
The entity that defines the performance-management process for a specified period. A
component of the Workforce Performance Management function.
Performance Management Viewer (PMV)
A reporting tool that displays the report that corresponds to one or more PMF targets.
Period of Incapacity for Work (PIW)
In the UK, this is a period of sickness that lasts four or more days in a row, and is the
minimum amount of sickness for which Statutory Sick Pay can be paid. If a PIW is
separated by less then the linking interval, a linked PIW is formed and the two PIWs are
treated as one.
Glossary-30
Period of Placement
The period of time a contingent worker spends working for an enterprise. A contingent
worker can have only one period of placement at a time; however, a contingent worker
can have multiple assignments during a single period of placement.
Period Type
A time division in a budgetary calendar, such as week, month, or quarter.
Personal Public Service Number (PPS)
The Irish equivalent to National Insurance number in the UK, or the Social Security
number in the US.
Personal Tax Credits Return (TD1)
A Revenue Canada form which each employee must complete. Used by the employee
to reduce his or her taxable income at source by claiming eligible credits and also
provides payroll with such important information as current address, birth date, and
SIN. These credits determine the amount to withhold from the employee's wages for
federal/provincial taxes.
Person Search
An SSHR function which enables a manager to search for a person. There are two types
of search, Simple and Advanced.
Person Type
There are eight system person types in Oracle HRMS. Seven of these are combinations
of employees, ex-employees, applicants, and ex-applicants. The eighth category is
'External'. You can create your own user person types based on the eight system types.
Personal Scorecard
A collection of objectives for a single worker arising from a single Performance
Management Plan.
Personnel Actions
Personnel actions is a public sector term describing business processes that define and
document the status and conditions of employment. Examples include hiring, training,
placement, discipline, promotion, transfer, compensation, or termination. Oracle HRMS
uses the term self-service actions synonymously with this public sector term. Oracle Self
Service Human Resources (SSHR) provides a configurable set of tools and web flows for
initiating, updating, and approving self-service actions.
Plan Design
The functional area that allows you to set up your benefits programs and plans. This
Glossary-31
process involves defining the rules which govern eligibility, available options, pricing,
plan years, third party administrators, tax impacts, plan assets, distribution options,
required reporting, and communications.
Plan Sponsor
The legal entity or business responsible for funding and administering a benefits plan.
Generally synonymous with employer.
Placement Start Date
In DBI for HRMS Placement Date is the contingent worker's most recent start date prior
to the effective date.
Position
A specific role within the Business Group derived from an organization and a job. For
example, you may have a position of Shipping Clerk associated with the organization
Shipping and the job Clerk.
Predefined Components
Some elements and balances, all primary element classifications and some secondary
classifications are defined by Oracle Payroll to meet legislative requirements, and are
supplied to users with the product. You cannot delete these predefined components.
Process Rule
Professional Information
An SSHR function which allows an employee to maintain their own professional details
or a line manager to maintain their direct reports professional details.
Proficiency
A worker's perceived level of expertise in a competency, in the opinion of an assessor,
over a given period. For example, a worker may demonstrate the communication
competency at Novice or Expert level.
Progression Point
A pay scale is calibrated in progression points, which form a sequence for the
progression of employees up the pay scale.
See also: Pay Scale, page Glossary-28
Prospect Pool
(iRecruitment) The prospect pool contains all registered users who have given
permission for their information to be published.
Glossary-32
Provincial/Territorial Employment Standards Acts
In Canada, these are laws covering minimum wages, hours of work, overtime, child
labour, maternity, vacation, public/general holidays, parental and adoption leave, etc.,
for employees regulated by provincial/territorial legislation.
Provincial Health Number
In Canada, this is the account number of the provincially administered health care plan
that the employer would use to make remittances. There would be a unique number for
each of the provincially controlled plans i.e. EHT, Quebec HSF, etc.
PTO Accrual Plan
A benefit in which employees enroll to entitle them to accrue and take paid time off
(PTO). The purpose of absences allowed under the plan, who can enroll, how much
time accrues, when the time must be used, and other rules are defined for the plan.
QPP
(See Canada/Quebec Pension Plan)
QA Organization
Quality Assurance Organization. Providers of training that leads to Qualifications
Framework qualifications register with a QA Organization. The QA Organization is
responsible for monitoring training standards.
Qualification Type
An identified qualification method of achieving proficiency in a competence, such as an
award, educational qualification, a license or a test.
See also: Competence, page Glossary-10
Qualifications Framework
A national structure for the registration and definition of formal qualifications. It
identifies the unit standard competencies that lead to a particular qualification, the
awarding body, and the field of learning to which the qualification belongs, for
example.
Qualifying Days
In the UK, these are days on which Statutory Sick Pay (SSP) can be paid, and the only
days that count as waiting days. Qualifying days are normally work days, but other
days may be agreed.
Qualifying Pattern
See: SSP Qualifying Pattern, page Glossary-38
Glossary-33
Qualifying Week
In the UK, this is the week during pregnancy that is used as the basis for the qualifying
rules for Statutory Maternity Pay (SMP). The date of the qualifying week is fifteen
weeks before the expected week of confinement and an employee must have been
continuously employed for at least 26 weeks continuing into the qualifying week to be
entitled to SMP.
Quebec Business Number
In Canada, this is the employer's account number with the Ministere du Revenu du
Quebec, also known as the Quebec Identification number. It consists of 15 digits, the
first 9 identify the employer, the next 2 identify the type of tax account involved
(payroll vs. corporate tax), and the last 4 identify the particular account for that tax.
Questionnaire
An SSHR function which records the results of an appraisal.
QuickPaint Report
A method of reporting on employee and applicant assignment information. You can
select items of information, paint them on a report layout, add explanatory text, and
save the report definition to run whenever you want.
See also: Assignment Set, page Glossary-6
QuickPay
QuickPay allows you to run payroll processing for one employee in a few minutes'
time. It is useful for calculating pay while someone waits, or for testing payroll
formulas.
Ranking
(iRecruitment) A manually entered value to indicate the quality of the applicant against
other applicants for a specific vacancy.
Rates
A set of values for employee grades or progression points. For example, you can define
salary rates and overtime rates.
Rate By Criteria
A function that enables the calculation of pay from different rates for each role a worker
performs in a time period.
Rating Scale
Used to describe an enterprise's competencies in a general way. You do not hold the
proficiency level at the competence level.
Glossary-34
Record of Employment (ROE)
A Human Resources Development Canada form that must be completed by an
employer whenever an interruption of earnings occurs for any employee. This form is
necessary to claim Employment Insurance benefits.
Recruitment Activity
An event or program to attract applications for employment. Newspaper
advertisements, career fairs and recruitment evenings are all examples of recruitment
activities. You can group several recruitment activities together within an overall
activity.
Recurring Elements
Elements that process regularly at a predefined frequency. Recurring element entries
exist from the time you create them until you delete them, or the employee ceases to be
eligible for the element. Recurring elements can have standard links.
See also: Nonrecurring Elements, page Glossary-26, Standard Link, page Glossary-38
Referenced Rule
In HRMS budgeting, any predefined configurable business rule in the Assignment
Modification, Position Modification, or Budget Preparation Categories you use as the
basis for defining a new rule.
Region
A collection of logically related fields in a window, set apart from other fields by a
rectangular box or a horizontal line across the window.
See also: Block, page Glossary-7, Field, page Glossary-18
Registered Pension Plan (RPP)
This is a pension plan that has been registered with Revenue Canada. It is a plan where
funds are set aside by an employer, an employee, or both to provide a pension to
employees when they retire. Employee contributions are generally exempt from tax.
Registered Retirement Savings Plan (RRSP)
This is an individual retirement savings plan that has been registered with Revenue
Canada. Usually, contributions to the RRSP, and any income earned within the RRSP, is
exempt from tax.
Registered User
(iRecruitment) A person who has registered with the iRecruitment site by entering an
e-mail address and password. A registered user does not necessarily have to apply for
jobs.
Glossary-35
Report Parameters
Inputs you make when submitting a report to control the sorting, formatting, selection,
and summarizing of information in the report.
Report Set
A group of reports and concurrent processes that you specify to run together.
Requisition
The statement of a requirement for a vacancy or group of vacancies.
Request Groups
A list of reports and processes that can be submitted by holders of a particular
responsibility.
See also: Responsibility, page Glossary-35
Residual
The amount of unused paid time off entitlement an employee loses at the end of an
accrual term. Typically employees can carry over unused time, up to a maximum, but
they lose any residual time that exceeds this limit.
See also: Carry Over, page Glossary-9
Responsibility
A level of authority in an application. Each responsibility lets you access a specific set of
Oracle Applications forms, menus, reports, and data to fulfill your business role.
Several users can share a responsibility, and a single user can have multiple
responsibilities.
See also: Security Profile, page Glossary-37, User Profile Options, page Glossary-42,
Request Groups, page Glossary-35, Security Groups, page Glossary-35
Resume
A document that describes the experience and qualifications of a candidate.
RetroPay
A process that recalculates the amount to pay an employee in the current period to
account for retrospective changes that occurred in previous payroll periods.
Retry
Method of correcting a payroll run or other process before any post-run processing takes
place. The original run results are deleted and the process is run again.
Revenue Canada
Department of the Government of Canada which, amongst other responsibilities,
Glossary-36
administers, adjudicates, and receives remittances for all taxation in Canada including
income tax, Employment Insurance premiums, Canada Pension Plan contributions, and
the Goods and Services Tax (legislation is currently proposed to revise the name to the
Canada Customs and Revenue Agency). In the province of Quebec the equivalent is the
Ministere du Revenu du Quebec.
Reversal
Method of correcting payroll runs or QuickPay runs after post-run processing has taken
place. The system replaces positive run result values with negative ones, and negative
run result values with positive ones. Both old and new values remain on the database.
Reviewer (SSHR)
A person invited by an appraising manager to add review comments to an appraisal.
RIA
Research Institute of America (RIA), a provider of tax research, practice materials, and
compliance tools for professionals, that provides U.S. users with tax information.
Rollback
Method of removing a payroll run or other process before any post-run processing takes
place. All assignments and run results are deleted.
Rollup
An aggregate of data that includes subsidiary totals.
Run Item
The amount an element contributes to pay or to a balance resulting from its processing
during the payroll run. The Run Item is also known as calculated pay.
Salary Basis
The period of time for which an employee's salary is quoted, such as hourly or
annually. Defines a group of employees assigned to the same salary basis and receiving
the same salary element.
Salary Rate
The rate of pay associated with a grade or step. Used by Grade/Step Progression.
Scheduled Enrollment
A benefits plan enrollment that takes place during a predefined enrollment period, such
as an open enrollment. Scheduled enrollments can be administrative, open, or
unrestricted.
Glossary-37
Search by Date
An SSHR sub-function used to search for a Person by Hire date, Application date, Job
posting date or search by a Training event date.
Secondment
The temporary transfer of an employee to a different business group.
Security Group
Security groupsenable HRMS users to partition data by Business Group. Only used for
Security Groups Enabled security.
See also: Responsibility, page Glossary-35, Security Profile, page Glossary-37, User Profile
Options, page Glossary-42
Security Groups Enabled
Formerly known as Cross Business Group Responsibility security. This security model
uses security groups and enables you to link one responsibility to many Business
Groups.
Security Profile
Security profiles control access to organizations, positions and employee and applicant
records within the Business Group. System administrators use them in defining users'
responsibilities.
See also: Responsibility, page Glossary-35
Self Appraisal
Part of the SSHR Appraisal function. This is an appraisal undertaken by an employee to
rate their own performance and competencies.
Separation Categoary
See also: termination category, page Glossary-40
Site Visitor
(iRecruitment) A person who navigates to the iRecruitment web site and may view job
postings. This person has not yet registered or logged in to the iRecruitment system.
This individual may search for postings on the web site and also has the ability to log in
or register with the iRecruitment site.
SMP
See: Statutory Maternity Pay, page Glossary-39
Social Insurance Number (SIN)
A unique number provided by Human Resources Development Canada (HRDC) to
each person commencing employment in Canada. The number consists of 9 digits in the
Glossary-38
following format (###-###-###).
Source Deductions Return (TP 1015.3)
A Ministere du Revenu du Quebec form which each employee must complete. This
form is used by the employee to reduce his or her taxable income at source by claiming
eligible credits and also provides payroll with such important information as current
address, birth date, and SIN. These credits determine the amount of provincial tax to
withhold from the employee's wages.
Special Information Types
Categories of personal information, such as skills, that you define in the Personal
Analysis key flexfield.
Special Run
The first run of a recurring element in a payroll period is its normal run. Subsequent
runs in the same period are called special runs. When you define recurring elements
you specify Yes or No for special run processing.
SSHR
Oracle Self-Service Human Resources. An HR management system using an intranet
and web browser to deliver functionality to employees and their managers.
SSP
See: Statutory Sick Pay, page Glossary-39
SSP Qualifying Pattern
In the UK, an SSP qualifying pattern is a series of qualifying days that may be repeated
weekly, monthly or some other frequency. Each week in a pattern must include at least
one qualifying day. Qualifying days are the only days for which Statutory Sick Pay
(SSP) can be paid, and you define SSP qualifying patterns for all the employees in your
organization so that their entitlement to SSP can be calculated.
Standard HRMS Security
The standard security model. Using this security model you must log on as a different
user to see a different Business Group.
Standard Link
Recurring elements with standard links have their element entries automatically created
for all employees whose assignment components match the link.
See also: Element Link, page Glossary-16, Recurring Elements, page Glossary-34
Glossary-39
Statement of Commissions and Expenses for Source Deduction Purposes (TP
1015.R.13.1)
A Ministere du Revenu du Quebec form which allows an employee who is paid partly
or entirely by commissions to pay a constant percentage of income tax based on his or
her estimated commissions for the year, less allowable business expenses.
Statement of Earnings (SOE)
A summary of the calculated earnings and deductions for an assignment in a payroll
period.
Statement of Remuneration and Expenses (TD1X)
In Canada, the Statement of Remuneration and Expenses allows an employee who is
paid partly or entirely by commission to pay a constant percentage of income tax, based
on his or her estimated income for the year, less business-related expenses.
Statutory Adoption Pay
In the UK, Statutory Adoption Pay (SAP) is payable to a person of either sex with whom
a child is, or is expected to be, placed for adoption under UK law.
Statutory Maternity Pay
In the UK, you pay Statutory Maternity Pay (SMP) to female employees who take time
off work to have a baby, providing they meet the statutory requirements set out in the
legislation for SMP.
Statutory Sick Pay
In the UK, you pay Statutory Sick Pay (SSP) to employees who are off work for four or
more days because they are sick, providing they meet the statutory requirements set out
in the legislation for SSP.
Statutory Paternity Pay
In the UK, Statutory Paternity Pay Birth (SPPB) is payable to a person supporting the
mother at the time of birth. In cases of adoption, the primary carer receives Statutory
Adoption Pay, while the secondary carer receives Statutory Paternity Pay Adoption
(SPPA).
Student Employee
A student who is following a work-study program. Student employees have HRMS
person records (of system type Employee) so that you can include them in your payroll.
Succession Planning
An SSHR function which enables a manager to prepare a succession plan.
Glossary-40
Suitability Matching
An SSHR function which enables a manager to compare and rank a persons
competencies.
Superannuation Guarantee
An Australian system whereby employers are required to contribute a percentage of an
eligible employee's earnings to a superannuation fund to provide for their retirement.
Supplier
An internal or external organization providing contingent workers for an organization.
Typically suppliers are employment or recruitment agencies.
Supporting Objective
An objective aligned with another objective. Supporting objectives contribute to the
achievement of the objectives they support.
Tabbed Regions
Parts of a window that appear in a stack so that only one is visible at any time. You click
on the tab of the required region to bring it to the top of the stack.
Task Flows
A sequence of windows linked by buttons to take you through the steps required to
complete a task, such as hiring a new recruit. System administrators can create task
flows to meet the needs of groups of users.
Tax Point
The date from which tax becomes payable.
Template Letter
Form letter or skeleton letter that acts as the basis for creating mail merge letters. The
template letter contains the standard text, and also contains field codes, which are
replaced by data from the application during the mail merge process.
Terminating Employees
You terminate an employee when he or she leaves your organization. Information about
the employee remains on the system but all current assignments are ended.
Termination Category
When employees leave an enterprise, the decision is either made by the employee or by
the enterprise. When the decision is made by the employee the termination is
Voluntary. When the decision is made by the enterprise, the termination is Involuntary.
Glossary-41
DBI for HRMS uses a formula to determine which category each termination belongs to,
based on the associated leaving reason.
HRMSi elsewhere refers to Termination Category as Separation Category.
Termination Date
DBI for HRMS uses this term to specifically refer to the employee's most recent
termination date prior to the effective date.
Termination Rule
Specifies when entries of an element should close down for an employee who leaves
your enterprise. You can define that entries end on the employee's actual termination
date or remain open until a final processing date.
Tips
An SSHR user assistance component that provides information about a field.
Total Compensation Statement
A module to communicate compensations, rewards, and benefits to employees and
contingent workers.
Transaction Type
In AME, an integrating application may divide its transactions into several categories,
where each category requires a distinct set of approval rules. Each set of rules is a
transaction type. Different transaction types can use the same attribute name to
represent values that the application fetches from different places. This enables several
transaction types to share approval rules, thus facilitating a uniform approval policy
across multiple transaction types.
Transcentive
A third-party compensation management solutions provider, that provides additional
information about benefits choices.
Unit Standard
A nationally registered document that describes a standard of performance. The
standard is typically defined and maintained by industry representatives.
Unit Standard Competency
A competency that is defined in a Unit Standard and linked to a Qualifications
Framework qualification.
Upload
The process of transferring the data from a spreadsheet on your desktop, created using
Glossary-42
Web ADI, back to the Oracle HRMS application.
User Assistance Components
SSHR online help comprising tips and instructions.
User Balances
Users can create, update and delete their own balances, including dimensions and
balance feeds.
See also: Balances, page Glossary-6
User Profile Options
Features that allow system administrators and users to tailor Oracle HRMS to their
exact requirements.
See also: Responsibility, page Glossary-35, Security Profile, page Glossary-37
User-based Security
With this type of security, the application generates the security permissions for a
current user when that user logs on to a system. The system uses the security profile
(can be position, supervisor, or organization-based, for example) to generate security
permissions for the current user, for example, based on the user's position. An
alternative to user-based security is a security profile with defined security rules, for
example, to specify that the top-level position for a position-based security profile is
Position A, irrespective of the current user's position.
View
An example of an interface that you can use to download data from the Oracle HRMS
application to a spreadsheet using Web ADI.
Viewer (SSHR)
A person with view only access to an appraisal. An appraising manager or an employee
in a 360 Degree Self appraisal can appoint view only access to an appraisal.
Viewer (Web ADI)
A desktop application, such as a spreadsheet or word processing tool, that you use to
view the data downloaded from Oracle HRMS via Web ADI.
Voluntary
Term used in turnover to describe employees who have ceased employment with the
enterprise of their own accord, for example, by resigning.
Glossary-43
Waiting Days
In the UK, statutory Sick Pay is not payable for the first three qualifying days in period
of incapacity for work (PIW), which are called waiting days. They are not necessarily
the same as the first three days of sickness, as waiting days can be carried forward from
a previous PIW if the linking interval between the two PIWs is less than 56 days.
WCB Account Number
In Canada, this is the account number of the provincially administered Worker's
Compensation Board that the employer would use to make remittances. There would
be a unique number for each of the provincially controlled boards i.e. Workplace Safety
& Insurance Board of Ontario, CSST, etc.
Work Choices
Also known as Work Preferences, Deployment Factors, or Work Factors. These can
affect a person's capacity to be deployed within an enterprise, such willingness to travel
or relocate. You can hold work choices at both job and position level, or at person level.
Worker
An employee, page Glossary-17 or a contingent worker, page Glossary-11
In DBI for HRMS workers are employees and contingent workers who report to the
selected manager.
Worker's Compensation Board
In Canada, this is a provincially governed legislative body which provides benefits to
employees upon injury, disability, or death while performing the duties of the
employer. Worker's Compensation Board premiums are paid entirely by the employer.
Workflow
An Oracle application which uses charts to manage approval processes and in addition
is used in SSHR to configure display values of sections within a web page and
instructions.
Workforce Measurement Type (WMT)
Groups of different units combined to measure the workforce. The most common units
are headcount and full time equivalent.
Workforce Measurement Value (WMV)
A WMT value, for example, headcount or FTE.
Workforce Performance Management
The Oracle HRMS functions that support enterprise-directed objective setting,
management, and assessment.
Glossary-44
Work Structures
The fundamental definitions of organizations, jobs, positions, grades, payrolls and other
employee groups within your enterprise that provide the framework for defining the
work assignments of your employees.
Index-1
Index
A
action parameters
maintaining, 5-9
overview, 5-1
additional element entries
after payroll run reversals, 4-89
adjusting a balance, 1-15
Advance Pay process
Advance Pay Listing, 4-71
batch assignment setup, 4-70
individual assignment setup, 4-70
overview, 4-69
running, 4-72, 4-72
running by element, 4-73
viewing results, 4-73
Annual Tax Adjustment process, 3-59
excluding employees, 3-59
running, 3-61
annual tax adjustment run, 4-8
Annual Work Risk Incident Report, 3-63
running, 3-63
assignment processes
rolling back, 4-93
assignment sets
as consolidation sets, 1-3
creating, 1-5
uses in payroll runs, 4-6
B
balances
adjusting, 1-15
for taxes, 3-25
box information
Format 2-D, 3-67
Format 37, 3-46
C
calendars
for payrolls, 1-13
Canadian Process Payroll Run, 4-9
Certificate of Wages, Salaries, Travel Expenses,
Assimilated Concepts, and Credit to Salary
report, 3-44
changing the IDW calculation method, 3-21
Check Writer process
running, 4-29
Cheque Listing report
running, 4-32
Cheque Writer (Mexico) process
creating a cheque report, 4-29
running, 4-29
Cheque Writer process, 4-14, 4-15
cheque listings, 4-32
reissuing voided cheques, 4-31
running, 4-29
voiding cheque payments, 4-30
Chihuahua tax rate, 3-9
consolidation sets
changing, 1-3, 1-7
defining, 1-7
defining by including or excluding
assignments, 1-11
defining using formula criteria, 1-8
Index-2
deleting, 1-7
overview, 1-3
continuous calculation
overview, 4-8
running, 4-11
setting up, 4-10
costing
for payrolls, 1-13
costing detailworkbook, 4-94
costing summary workbook, 4-95
customizing the Tax Remittance Report, 3-29
D
database triggers, 5-3
data locks, 4-16
define a payroll, 1-11
further payroll information, 1-6
defining a payment method, 2-16
deposit
direct deposit, 4-27
DIM Interface, 3-64
direct deposit
setting up, 2-19
Direct Deposit (Mexico) process, 4-27
dynamic triggers
defining, 5-5
grouping into legislative functional areas, 5-7
E
element details workbook, 4-95
element link details workbook, 4-96
element register report
running, 4-22
element sets
employee assignments not processed workbook,
4-98
employee assignments without payroll
workbook, 4-97
employee payment methods workbook, 4-99
end of period processing, 3-1
end of year, 3-35
Enhanced RetroPay
setting up, 4-54
events (payroll)
overview, 5-1
exception reports
grouping, 4-85
overriding variance type or variance, 4-86
running, 4-86
setting up, 4-79
exchange rates, 1-4
exchange rate types
selecting for a business group, 1-6
excluding employees from the Format 37, 3-56
F
Fiscal Year Declaration for Moral Persons,
General Regime, 3-67
Format 2-D, 3-67
box information, 3-67
running, 3-68
Format 37
box information, 3-46
Format 37 Report, 3-44
formula criteria
defining assignment sets, 1-8
G
Generate Run Balances
running, 4-13
generating Payroll Receipts, 4-34
I
IDW, 3-13
changing the calculation method, 3-21
setting up, 3-16
IE Cheque Writer process
running, 4-29
running, 3-64
Information Declaration Report (DIM) process, 3-
64
Integrated Daily Wage, 3-13
ISR, 3-3, 3-7
statutory tables, 3-3, 3-7
viewing, 3-5
ISR Tax Format 37 process, 3-44
running, 3-57
Index-3
ISR withheld
viewing, 2-22
M
manual payments
recording details, 4-16
Mexican Process Payroll Run, 4-9
Tax Adjustment Run, 4-9
Multiple Informative Declaration, 3-64
N
nonrecurring elements
in payroll run reversals, 4-89
O
online payslip, 4-17
Oracle Cash Management, 2-6
Oracle Payroll
answering your business requirements, 1-2
reconciling payments with Oracle Cash
Management, 4-79
organizational payment method, 2-16
organization payment methods workbook, 4-99
P
Pay Advice (Mexico) process, 4-15
running, 4-34
payment methods
deciding enterprise options, 2-4
defining, 2-16
for a payroll, 1-14
pay periods
selecting, 1-12
payroll
process part, 4-6
Payroll Archiver, 4-17
Payroll Archiver process, 4-24
payroll calendars
table of frequencies, 1-3
payroll contact
allocating payroll contacts for your
employees, 1-15
setting up, 1-14
payroll exception reporting
examples, 4-77
overview, 4-75
payroll message workbook, 4-100
payroll processes
Advance Pay, 4-69
Cheque/Check Writer, 4-29
Cheque Writer, 4-15
External/Manual Payments, 4-16, 4-34
Pay Advice (Mexico), 4-15
running, 4-34
PrePayments, 4-15, 4-28
RetroPay, 4-38
Void Cheque Payments, 4-16, 4-31
payroll processing, 4-1
payroll process results
viewing, retrying, rolling back, 4-18
Payroll Reciept, 4-15
Payroll Run (France), 4-9
Payroll Run (India), 4-9
Payroll Run IE, 4-9
Payroll Run process, 4-9
payroll runs
restricting processing with element sets, 4-6
retrying, 4-88, 4-91
reversing, 4-89, 4-91
rolling back, 4-87, 4-91
running the Payroll Archiver, 4-24
starting off, 4-9
payroll runs and processes
direct deposit process, 4-27
Payroll Run UK, 4-9
payrolls
allocating payroll contacts, 1-15
check date, 1-12
cut off date, 1-12
defining, 1-12
deleting, 1-14
payroll contact, 1-14
payslip offset, 1-12
post-processing
summary of payroll post-processes, 4-14
scheduled run date, 1-12
payslip
online, 4-17
payslip report, 4-17
payslips
archive process, 2-25
Index-4
extracting information for, 2-25
generating, 2-24
printing, 4-20
regions, 2-7
setting up, 2-24
PrePayments process
purpose of, 4-15
processes
Annual Tax Adjustment, 3-59
running, 3-61
Canadian Process Payroll Run, 4-9
Check Writer
running, 4-29
Cheque Writer, 4-14, 4-15
running, 4-29
Cheque Writer (Mexico)
creating a cheque report, 4-29
running, 4-29
Direct Deposit (Mexico), 4-27
Generate Run Balances
running, 4-13
IE Cheque Writer
running, 4-29
Information Declaration Report (DIM), 3-64
Information Declaration Report (DIM) process
running, 3-64
ISR Tax Format 37, 3-44
running, 3-57
Mexican Process Payroll Run, 4-9
Pay Advice (Mexico), 4-15
running, 4-34
Payroll Archiver, 4-24
Payroll Run, 4-9
Payroll Run (France), 4-9
Payroll Run (India), 4-9
Payroll Run IE, 4-9
Payroll Run UK, 4-9
Profit Sharing Process, 3-31
running, 3-31
RetroPay, 4-38
running, 4-68
Rollback MX Payroll Processes
running, 4-92
Void Check/Cheque Payments
running, 4-30
Year End Archiver, 3-39
retrying, 3-40
rolling back, 3-40
running, 3-40
viewing, 3-40
process parameters
maintaining, 5-9
purpose of, 5-4
process part of a payroll, 4-6
profit sharing, 3-31
running the Profit Sharing Process, 3-31
Profit Sharing Process, 3-31
running, 3-31
PTU, 3-31
running the Profit Sharing Report, 3-31
Q
QuickPay, 4-7
concurrent manager messages, 4-7
making manual payments, 4-34
post-run processing, 4-7, 4-18
reversing, 4-91
running, 4-11
R
regular runs
scheduled date of, 1-12
reports
Annual Work Risk Incident Report, 3-63
running, 3-63
Cheque Listing
running, 4-32
Element Register, 4-22
Format 2-D, 3-67
running, 3-68
Format 37
Tax Remittance, 3-29
customizing, 3-29
running, 3-30
Void Payments
running, 4-32
Reports
Advance Pay Listing, 4-71
Payroll Cheque/Check Payment, 4-33
Payroll Message, 4-78
Index-5
Retro-Notification, 4-64
retries
automatic retries, 4-88
marking assignment groups for retry, 4-90
marking individual assignments for retry, 4-90
marking large and small processes for retry, 4-
90
overview, 4-88
payroll runs and other processes, 4-91
post-run processing rule, 4-88
Retro-Notification
overview of setup process, 4-48
reporting, 4-64
running, 4-64
setting up, 4-50
RetroPay
by element, 4-52
overview of setup process, 4-48
sequence of activities, 4-57
setting up, 4-52, 4-54
status and history, 4-62
summary of RetroPay versions in Oracle
HRMS, 4-40
troubleshooting, 4-44
viewing status, 4-62
RetroPay (by Aggregate, 4-68
RetroPay (by Aggregate)
setting up, 4-52
RetroPay by Element
setting up, 4-52
RetroPay by run
running, 4-68
RetroPay by Run
setting up, 4-52
reversals, 4-89
payroll runs, 4-91
QuickPay runs, 4-91
Rollback MX Payroll Processes
running, 4-92
rollbacks, 4-91
individual assignments, 4-93
large numbers of assignments, 4-92
small groups of assignments, 4-92
uses of, 4-87
run balances
generate
remove invalid run balances, 4-13
running a payroll
running the Profit Sharing Process, 3-31
running the Tax Remittance Report, 3-30
S
setting up direct deposit, 2-19
setting up Enhanced RetroPay, 4-54
setting up IDW, 3-16
Social Security tax, 3-23
SOE
Global, 2-21
setting up, 2-21
viewing, 2-22
pay advice, 2-22
specifying further payroll information, 1-6
statement of earnings
setting up, 2-21
viewing, 2-22
pay advice, 2-22
Statement of Earnings
Global, 2-21
region information, 2-14
state taxes, 3-4
Chihuahua, 3-9
overriding, 3-10
subject earnings, 3-9
statutory information
entering, 1-13
statutory ISR tables
viewing, 3-5
T
table event updates, 5-8
tax adjustment run, 4-8
tax balances
created in payroll runs, 3-25
taxes
annual adjustment, 3-59
balances for, 3-25
Federal, state, and local, 3-25
Tax on Income, 3-3
Tax Remittance Report, 3-29
customizing for state details, 3-29
running, 3-30
Index-6
troubleshooting RetroPay, 4-44
troubleshooting the Payroll Archiver, 4-24
V
viewing ISR withheld, 2-22
Void Check/Cheque Payments process
running, 4-30
Void Cheque Payments process
reissuing voided cheques, 4-31
when to run, 4-16
Void Payments Report
running, 4-32
W
windows
Adjust Balance, 1-15
Assignment Set, 1-5
Consolidation Sets, 1-7, 1-8
Exception Report, 4-85
Exchange Rates, 1-4
External/Manual Payments, 4-16
Organizational Payment Method, 2-4, 2-16
Payroll, 1-12, 1-14
Period Dates, 1-13
QuickPay, 4-11
RetroPay Set, 4-54
RetroPay Status, 4-62
Statement of Earnings, 2-22
Table Event Updates, 5-8
Table Values, 1-6
Update Payroll Run, 1-7
Valid Payment Methods, 1-14
workbooks
costing detail, 4-94
costing summary, 4-95
element details, 4-95
element link details, 4-96
employee assignments not processed, 4-98
employee assignments without payroll, 4-97
employee payment methods, 4-99
organization payment methods, 4-99
payroll message, 4-100
Work Risk Incidents Report, 3-63
WRIP, 3-63
calculating, 3-63
Y
Year End Archiver
retrying, 3-40
rolling back, 3-40
running, 3-40
viewing, 3-40
Year End Archiver process, 3-39

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Pay Source Value

Rate Type Name

Format 37, page

Identify the reasons for backdated changes to individual

Reprocess an assignment from the exact point at which a change

DateTrack Insert PAY_ELEMENT_ENTRIES_

DateTrack Delete PAY_ELEMENT_ENTRIES_

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