Step-by-Step Procedure to Implement Oracle Payroll

INTRODUCTION

The document aims to give a step-by-step procedure to configuring Oracle Payroll. It also gives the reader the functional aspects involved at each step, with field level details provided for each of the screens. The authors have tried to exemplify some concepts, which they believe will help the readers understand better.

IMPORTANT: The reader is assumed to have an understanding of the basics of Oracle HRMS. Before starting off with Payroll implementation, the required steps in Work Structures required to setup a Business Group, the hierarchy, jobs and positions is assumed to have been completed. It is also required to have data about employees in the database before starting off with the following steps.

This is a working document and any inputs or suggestions you may have will be extremely valuable to us!

Thank You!

Table of Contents

INTRODUCTION

PRE PROCESSING

Pre-Processing Flowchart

Key Flexfield Definition

Cost Allocation Flex field

People Group Flexfield

Earnings

Deductions

Element

Element Link

Balances

Fast Formula

Element Entry

Payroll Description

Payment Methods

Consolidation Set

Payroll Description

Absence Management and PTO Accrual Plans

Absence Management

PTO Accruals

Salary Administration

Wage Attachments

Taxes

PAYROLL PROCESSING

Making One Time Changes

Element Set and Assignment Set

POST PROCESSING

Running a Deposit Advice

Transfer to GL

Viewing Process Level Results

Viewing Assignment Level Results

INTRODUCTION

Payroll is used to calculate the employee’s paychecks every pay period. This is a very important process and hence should be run accurately and efficiently. It involves a lot of complications as the size of corporations increase, and with legislations regarding taxes etc.

The purpose of this document is to guide readers through a step-by-step procedure to implement Oracle Payroll, while explaining the functional concepts involved in each step. The introduction section gives a broad picture of what Oracle Payroll entails. The rest of the document takes up each of these topics in detail.

PAYROLL – An Overview

Oracle Payroll implementation can be split into three phases:

Pre processing
Processing and
Post processing

PRE-PROCESSING is the phase in which the organization structure is defined, the various salary elements are defined, person level data is entered, payrolls are defined, and rules regarding the calculation of elements are set up.

The various steps involved are:

Cost Allocation and People Group Flexfield Definition
Payment Methods Definition
Payroll/Consolidation set Definition
Element Definition, Link and Entry
Balance Definition
Salary Administration
Absence/ PTO Accrual plans
Time Card Data Capture (a separate module in Oracle: OTL)
Tax Information Capture: Vertex for US and Tax withholding rules. (Separate doc)
Batch Element Entry

PROCESSING is the phase when the payroll is actually run. The PYU_GEN process is run to process a payroll. Payroll can be run even for a few employees (through assignment sets), or for a few elements (element sets). Quick pay can be used for running payroll for one person.

The steps involved in this phase are:

Element and Assignment Sets Definition and Use
Quick Pay
PYU_GEN Process
Retry and Rollback Processes

POST PROCESSING involves steps that involve reporting, retroactive adjustments (where payouts for previous pay periods have to be effected now), re-tries, reversals, and roll backs. Steps relating to actual payment – cheque writing etc is also carried out here. Each of these is dealt with in detail later.

The steps involved in post-processing include:

Pre payments Processing

Payroll register/Payroll activity
Tax remittance
Gross to Net

Cheque Writer/BACS/External or Manual payments
Payments Register
RetroPay
Reversal
Advance Pay
Costing
Transfer to GL

PRE PROCESSING

Pre-Processing Flowchart

Key Flexfield Definition

Cost Allocation Flex field

The Cost Allocation Flex field plays the same role in Oracle Payroll that the Accounting Flex field plays in Oracle General Ledger. It defines a structure to the various accounts under which costs can be booked for the business group. Costing is required in Oracle Payroll to allocate the various labor costs to the relevant accounts. Once the flex field has been defined, it is necessary to map the Payroll Flex field segments with the GL FF segments.

Configuration Steps

Go to System Administration > Application > Flex Field > Key > Segments
Query for “Cost Allocation Flexfield” in the Flexfield Title. Define a new structure.

S.No.	Field Name	Description
1	Application	Oracle Payroll
2	Flexfield title	Cost Allocation Flexfield
3	Code	User defined Name
4	Title	This title appears as a window name when you click the segment tab on this form.
5	Description	Self Explanatory
6	View name	Give a name starting with alphabet and without any spaces. This will create a database view for this structure.
7	Freeze Flexfield definition	If check box is checked, this window becomes display-only. Once the flex-field structure has been finally defined, it should be frozen before compilation.
8	Enabled check	Check this box so that this structure may be used in your key Flexfield.
9	Segment Separator	Select the character you want to use to separate your Flexfield segment values or descriptions whenever your application forms display concatenated segment values or descriptions.
10	Cross Validate Segments	Check this box if you want to cross-validate multiple segments using cross-validation rules. Cross-validation rules can be defined using the Cross-Validation Rules form.
12	Allow Dynamic Inserts	You would allow dynamic inserts of new valid combinations into your generic combinations table if you want users to create new combinations from windows that do not use your combinations table.
13	Compile	Once you have defined Segment compile your Flexfield (FF) structure.
14	Segments	Explained below

Click on SEGMENTS Button: The flexfield segments have to be defined here. On defining segments, (like Company, Department, Product) labour costs can be allocated at each of these levels. The segments are arrived at, on consultation with the client based on the accounting practices followed in their organization. If Oracle GL exists, and the Accounting flexfield has already been defined, it is recommended to use the same segment structure. Typically segments in this FF are: Company, Cost Center, Account Code, Project, and Product.

S. No.	Field Name	Description
1	Name	Select the name of the segment you want to define.
2	Window prompt	The name defined here appears in the various forms where this segment is used. So give the name as user understandable.
3	Column	Select the name of the column you want to use for your flexfield segment. By default start as segment1 and continue. Don’t use same columns for two segments.
4	Value Set	Attach a value set for this segment. While value sets can be created here, they can be populated only in the Value Sets Screen. The practice is to first create and populate the Value Sets and then begin this exercise.
5	Number	This number indicates the relative position in which this segment appears in a flexfield window. A segment with a lower segment number appears before a segment with a higher segment number.
6	Enabled Check box	Indicate that you can use this flexfield segment by checking the Enabled check box.
7	Displayed Check	If you want this flexfield to be displayed click displayed checkbox. If your segment is not displayed, you should provide a default type and value so that the user does not need to enter a value for this segment. If you do not display a segment but also do not provide a default value for it, your users may see error messages when using this flexfield.
8	Value Set Tab	Define the Value Set.
9	Flexfield Qualifiers	Explained below
10	New	To create a new segment click this tab.
11	Open	Explained below

Define a Value Set for each segment by clicking on “Value Set” tab. Define values at the System Administration > Application > Flex Field > Key > Values.
Choose a segment and click on “Open” tab.

S. No.	Field Name	Description
1	Security Enabled	Indicate whether to allow security rules to be used for this segment. Otherwise any defined security rules are disabled. If the value set for this segment does not allow security rules, then this field is display only.
2	Range	If you want your flex field to validate your segment value against the value of another segment in this structure, then choose either Low or High in the Range field. Segments with a range type of Low must appear before segments with a range type of High (the low segment must have a lower number than the high segment). For example, if you plan two segments named "Start Date" and "End Date," you may want to require users to enter an end date later than the start date. You could have "Start Date" be Low and "End Date" be High. In this example, the segment you name "Start Date" must appear before the segment you name "End Date," or you cannot compile your flexfield. If you choose Low for one segment, you must also choose High for another segment in that structure (and vice versa). Otherwise you cannot compile your flexfield.
3	Indexed Checkbox	Used with Accounting Flexfield.
4	Default Type and Default Value	Indicate whether you want to require a default value for this segment. If you do, users must enter a value before leaving the flexfield window. If not, the segment is optional. Remember that we don’t have option of giving a default value when we define the values in a value set.
5	Required	If the box is checked, the user will not be allowed to proceed without entering a value for this segment.

Click on the “Flexfield Qualifiers” button for the Segment Qualifiers window to pop-up.

The table below shows what qualifiers are typically enabled at each of the segments. (This is just an illustration based on Best Practices. This table with the names of rows and columns has to be custom-made for each client based on their requirements.)

	Payroll	Element Link	Organization	Assignment	Element Entry
Company	Y
Cost Center		Y	Y	Y	Y
Account Code		Y
Project				Y	Y
Product				Y	Y

Overrides

The flexfield segments define the various levels in the firm that costs can be allocated to. Ex. Company, Department, Product, Project etc. Costs, in this case, employee costs, can be dis-aggregated from the payroll (highest level) to the element entry (lowest) level. The entire hierarchy is discussed later. It is necessary to define what level of aggregation (of costs) the client wishes to cost to each of the segments. These levels of aggregation are called “Flexfield Qualifiers”

The hierarchy for the qualifiers is Payroll -> Element Link -> Organization -> Assignment -> Element Entry.

Note: If we use costing as Fixed Costing, then we cannot overwrite anything, which has been defined at Element Link level.

What happens when a segment is enabled at a particular qualifier?

The costs pertaining to that qualifier (say, bonus element for bi-weekly payroll employees - defined at the element link level) will have to be costed to a particular value of that segment (say, administration cost center). This means, in the element link screen, the cost center value has to be specified. Therefore, in the element link screen, the costing flexfield will ask for a Cost Center value. From the list of values, you can choose ADMINISTRATION and click OK.

Can this be overridden at another level?

Yes. When specified at this level, any value given for this segment at any higher level is over ridden by this value. Similarly, any value for this segment given at a lower level will override this.

For eg. If a particular employee’s bonus element has to be costed to the finance cost center instead of the administration cost center, it should be entered in that employee’s element entry screen. Then for THIS employee, the COST CENTRE value given in the ELEMENT ENTRY screen(low in the hierarchy) will override the value in the ELEMENT LINK screen(high in the hierarchy). For all other employees, the bonus element will be costed to the ADMIN DEPT.

Click on the Enabled checkbox for the segment to appear in a particular form. Close the window. Repeat this step for each of the segments of the Flexfield.
Check the Freeze Flexfield Definition check box to freeze it.
Compile the flexfield structure by choosing the Compile button. Changes are saved automatically when compiled.

People Group Flexfield

Though the Oracle HRMS gives us lot of predefined types of information to provide details of employees as organization, job, Grade, Location etc., But we can also define groups of employees for reporting and analysis and also for entitlement to compensation elements. Typical examples of People group may be Union, Stock Purchase, Pension types, Work Shift, Essential Car user etc.

Each business group has one people group structure. It is necessary to define one structure and segment before entering employees else the assignment window will give error. If your client does not have any requirement of People group Flex field then you can define a segment with the name “Future” (for future use) and make it not required in the Open Tab of Segment Summary Window.

Procedure for defining the People group FF

GO to System Administration > Application > Flex Field > Key > Segments
Query for People Group Flexfield in the Flexfield Title.
Create your own structure.
Define the segments or the various groups you need as per clients requirement.
Click on the segments Tab.
Define the segments.
GO to Open Tab (Complete the form as per the detail given above in Cost Allocation FF). As per your clients requirement verify whether you want to make a particular segment required on not by checking required checkbox in this form. Making it required means you have to enter it every time you enter values on the assignment and element link windows, and in report definitions window.

Earnings

Earnings Explained

Earning is a particular classification of element and is measured in money units. Earnings and deductions windows are used to initiate elements that have to be processed through payroll. When these windows are used Payroll generates all the definitions that are required to process these elements. This is critical for accurate payroll processing given the complexity of North American payrolls.

When an earning is created in the Earnings Screen (Total Compensation -> Basic -> Earnings), the following things are automatically created:

An element with the same name
The input values for the element are also defined based on the earnings category.
Two shadow elements: Special Inputs (to make one-time changes to the entry) and Special Features elements are created
A fast formula is created with the earning name concatenated with the formula type as the name of the formula.
A balance is generated with the same name. The generated element feeds this balance, and others based on its classification.

Configuration Steps:

Total compensation->Basic->Earnings

S.No.	Field Name	Description
1.	Name	Give the earning a unique name
2.	Reporting Name	This should necessarily be given. This is the name that will appear in the reports
3.	Description	A detailed description of the earning can be given here.
4.	Classification	Which earnings class (primary class) does this earning belong to.
5.	Category	The category of that particular primary class. This is mostly used for information purposes.
7.	Priority	Define the order in which the elements should be processed
8.	Overtime Base	Check this box if you wish to make this element the base for Overtime calculations.
9.	FLSA Hours	When checked, this box will take the first 8 hrs worked as regular and the rest as OT. This is as per the This is as per Fair Labor Standard Act in US.
10.	Reduce Regular	If the regular hrs worked for which the employee has been paid, had to be split into regular worked and regular non-worked hrs, this should be checked.
11.	Standard Link	This can be checked only for recurring earnings and when multiple entries are not allowed. If checked, this element will be assigned to all employees meeting the eligibility criteria.
12.	Standard Calculation Rule	One of the four pre-defined rules has to be chosen based on the method for calculating this element: Flat Amount: The earning is a flat amount. No calculation is required. Hours X Rate: The earning is a product of the hours worked and the rate. Multiple entries for this earning are not allowed. Hours X Rate Multiple: This is a product of hrs. worked and rate. Multiple entries allowed. Percentage of Regular earnings: This is a percent of regular earnings element NOTE: If a different rule has to be selected, go to the formula results screen, query for the element, delete the record, save it. Now enter a new formula for the Standard Processing type.
13.	Type	Recurring/Non Recurring
14.	Termination	When the person is terminated, when does this earning stop being calculated. Choose the relevant option button.
15.	Deduction Processing	Tax Only means, process tax deductions only for this earnings. Tax and Pre–tax Only means, process only these deductions for this earnings. Default is All.
16.	Effective Date	The period that this element is effective for.
17.	Separate Check	Will a separate check be issued for paying out this earning Y/N?

Additional Information on Earnings:

a) Pre-defined Earnings Types:

Regular Salary and Regular Wages: These types produces regular pay for salaried and hourly paid employees respectively.
Vacation Pay and Sick Pay: Oracle Payroll uses entries in these predefined elements for reports such as the statement of earnings.
Overtime: This earnings type produces pay for overtime worked both at straight time rates and premium rates.
Shift Pay: Employees receive earnings type Shift Pay instead of Regular Wages only when they work a shift other than their usual one.
GTL Imputed Income: This earnings type represents an employee's imputed income from GTL insurance.
Company Car: This imputed income earnings type represents the monetary value to an employee of his or her personal use of a company car.

b) Two Additional Elements:

The two other elements created when an earning is created are the Special Inputs element and the Special Features element. These are extensions of the original element, and are used to make one-time changes to the employee’s payroll. The original element must exist on the employee’s entry screen for the shadow elements to work properly.

Special Inputs: It must be linked to the employee before use. This is created with the following input values:

Replacement Amount: An amount entered here becomes the run result the next time the payroll processes the element.
Additional Amount: This amount will add to, or subtract from, the original amount the next time the element is processed in a payroll.

NOTE:

Special inputs elements for deductions with arrears include not only the input values Replacement Amount and Additional Amount, but also the input value Adjust Arrears. When you enter an amount in this input value, the amount becomes the arrears balance for the deduction when the payroll run next starts to process the deduction.

Special Features: It is used in the background, to clear arrears and is never directly assigned to an employee’s element entries. It is, therefore, not necessary to link this element before use.

Deductions

Configuration Steps:

Total Compensation > Basic > Deductions

Use the Deduction window to initiate a non-tax deduction in accordance with the rules and policies of the client’s enterprise. In response to your entries in this window, Oracle Payroll generates an element (with input values and balance feeds), a balance and a formula (with necessary formula result rules).

S.No.	Name	Description
1	Name	User defined Name
2	Reporting Name	You need to define a reporting name that appears on reports and the statement of earnings.
3	Description	Self Explanatory
4	Classification	This is the same as for Earnings/Elements.
5	Category	Categories are listed depending on the primary classification chosen. NOTE: Involuntary and Voluntary Deductions are user defined look-ups while Pre-Tax is an Extensible look-up.
6	Benefit Classification	Using Oracle HRMS, we can administer the whole range of employee benefits, such as pension plans, overseas entitlements; stock purchase plans and plans providing health care coverage. You simply enter the benefit plan for the employee, recording his or her coverage level, contribution amounts from the employee and employer, and any other information you want to record. This is done in Total Compensation > Basics > Benefits Contribution. This is done after you have initiated a deduction.
Processing Tab
	Type	Recurring/Non recurring
7	Start Rule	On Entry: When the start rule is On Entry, the deduction begins on the effective date you enter the deduction for an employee. Earnings Threshold: The deduction starts when the Gross Earnings balance for the employee reaches a specified amount.
8	Run Type	Select Regular for the deduction to process only in Regular runs, that is, the runs that produce employees’ regular pay in each period. Select All to process the deduction in both Regular and Supplemental runs (If there is one employee who has been terminated and his payroll needs to be run)
9	Termination	When should this deduction element be last processed after employee termination? (Refer: Elements)
10	Standard Checkbox	If checked, this element automatically appears in the element entry screen for all eligible employees.
11	Total Reached Stop Rule	The deduction stops for an employee when a balance of the amount taken for the deduction reaches a specified amount.
12	Series EE Bonds	If this is a deduction for the purchase of Series EE Bonds, check the Series EE Bond box
13	Buy Back check box	It has to do something with retirement plans because when you select the retirement plans in Pre-tax classification, only then this is activated.
14	Deferred Compensation Rules	Eligible employees may elect to participate in a deferred compensation plan (e.g., 401(k), 457) or contribute to a tax–sheltered annuity (e.g., 403(b)) rather than receive the full amount of their salary in cash. Participation in a deferred compensation plan is usually a pre–tax contribution that reduces the employee’s taxable income. The maximum amount of salary that an employee may elect to defer and have contributed to a plan is subject to change yearly. In addition to Pre-tax contributions, employees may make after–tax contributions once the plan’s contribution limit has been reached. Employers may contribute matching amounts (the employer’s matching contribution does not have to equal the employee’s contribution). Once you create and save the deduction, Oracle Payroll automatically generates both the pre- and post-tax deduction elements (if applicable). Oracle Payroll requires you to link and enter values for these elements separately. Deferred compensation elements and links only need to be created once for your organization. Individual deferred compensation values must be entered and maintained for each individual assignment as dictated by your benefit elections policy.
15	Catch-Up Processing	403(b) and 457 catch–up provisions allow eligible employees to exceed a plan’s maximum pre–tax deferral limit. Oracle Payroll supports deferred compensation plans with catch–up provisions (e.g., 403(b) and 457). By enabling the appropriate catch–up provision, Oracle Payroll will automatically adjust an eligible employee’s maximum pre–tax contribution limit. You can then adjust the employee’s 403(b) or 457 deductions accordingly.
Amount Tab
16	Rules	Flat Amount: The value of the deduction is a constant. It can be given as a default value or entered in BEE/ element entry. % Earnings: If you enter a percentage for each employee using BEE or the Element Entry window. The deduction formula calculates the amount from this percentage. Payroll Table: If the amount comes from a previously created user table. You can set up your own Table structure and then define values in it using Other Definitions > Table Structure and Other Definitions > Table Values. Benefits Table: If the amount comes from the Oracle HRMS Benefits Table. If you are using Basic Benefits, the Benefits Table holds the contribution amounts for each coverage level for medical, dental and vision benefit plans.
17	Payroll Table	If you select the Payroll table above, you need to give the table name, row and column to fetch the info about the amount to be deducted.
Arrearage: When employee earnings are insufficient to permit the payroll run to take the full amount of a deduction, the system can hold amounts not taken in an arrears balance. An Example below will clear how it is calculated:
	Insufficient Funds	Arrearage, Select this if you want Oracle Payroll to hold the deduction in an arrears balance. The arrears balance takes the deduction’s name. Partial Deduction, Select this if you want Oracle Payroll to take a partial amount when earnings are insufficient to take the full deduction amount.
Frequency Rules Tab: A frequency rule determines the period the deduction processes in, when it’s processing frequency differs from the pay frequency of employees subject to it. Frequency rules should not be set for involuntary deductions. Select the names of the payrolls for which you are setting frequency rules. Check the boxes for the processing period or periods in which the deduction should process for each payroll. For example, if you want a monthly deduction to process in the second week of the month for a weekly payroll, check the box under 2 for that payroll. Notice that some of the periods appearing in the window are not available for some payrolls. For example, periods 4 and 5 are not applicable to payrolls with bi–weekly or semi–monthly periods, because these payrolls can have at most only three periods a month.

For Note on Wage Attachment, follow the link.

Element

Functional aspects of elements

What are elements?

Elements are placeholders to hold values. The value could be an earning/deduction, an information element, tax credits, PTO accruals, etc.

What purpose do they serve?

They capture any type of information such as

Earnings and deductions

Salary, Bonus, Allowances
Taxes, Loans

Benefits

Health Insurance
Vacation and Sick Pay
Company Car
Employee stock purchase and pension plans

Other Information

Tools and Equipment distributed to employees, such as tools, uniforms, mobile phones, or computers
Non Payroll Information as expense reimbursements

Do all elements need to be created?

No. Some elements are pre-defined. They will be discussed in detail later. These are, however, some very basic elements. Most elements have to be created based on client’s requirements.

What are the steps to be followed upon defining an element?

Define elements Link elements Online Batch Process or Assign Elements to Employees

Configuration Steps:

ELEMENT SCREEN

Date track the element sufficiently to handle any historical element entries that need to be made.

S. No.	Field		Description
1	Name		User defined name that describes the purpose of the element.
2	Reporting Name		The reporting name is a short name that appears on reports, payslip and statement of earnings, if the element is processed in the payroll run.
3	Description		Purpose the element serves. Purely for information purposes.
4	Primary Classification		These are pre-defined and cannot be created. One value has to be chosen from the LoV. The classification defines certain costing related information for the element: credit/debit to GL, whether it is costable and distributable, and the processing priority range. An element can also belong to a secondary classification, which groups together a few elements belonging to the same primary classification. Secondary classifications are used for feeding balances and for reporting purposes. (Details in Balances Section) NOTE: If an earnings element is created here, it can be queried in the Earnings screen too!
5	Effective dates		Set the effective dates to handle any historical element entries you want. This can be adjusted through “Alter Effective Date” button on toolbar at the top.
6	Proration Group		Used in UK Payroll
7	Currency		To make entries for the element in a currency other than the Business Group’s base currency, select the currency in the Currency Input field. For example, if the element represents a housing allowance of 500 pounds sterling paid monthly to a US employee working in the UK, you select GBP as the input currency. To produce run results in a currency other than the Business Group’s base currency, select the currency in the Currency Output field.
8	Age		This is an eligibility criterion. If there is a minimum age for employees to receive the element, enter it in the Age field
9	Length of Service		This is also an eligibility criterion. If employees must complete a minimum length of service before receiving the element, enter a number in the Length of Service field and select a unit of measure (such as months or years) in the Units field.
10	Standard Checkbox		When checked, the element automatically appears on the element entry screen for all eligible employees. A standard link can be created only if the element is both, recurring and multiple entries are not allowed.
11	Further information		This is a placeholder for more information about the element. The Category Type field is a mandatory one in this screen. A value from the LoV (which depends on the primary classification) has to be chosen. This LoV is populated from an extensible lookup. (Other definitions > Application Type Utilities. Query for US_EARNINGS, US_SUPPLEMENTAL_EARNINGS etc in the Type field)
Standard Tab
12		Type	Recurring: Element appears on the element entry screen for eligible employees in every payroll period. Eg: Regular Salary. Non-Recurring: element need not be processed in every payroll period. Eg: Bonus. (NOTE: A Standard Link can be created only for recurring elements because we don’t know when to include the non-recurring element).)
13		Termination	These rules determine how long entries should be processed after an employee has been terminated. Actual Termination: End the element on day of termination. Last Standard Process: End on last day of pay period. Default for Recurring earnings. Final Close: Ends on last date for payroll processing. Default for all elements other than rec. earnings.
14		Multiple Entries Allowed	If an element is to receive more than one entry in the same pay period, check the Multiple Entries Allowed box. For example, the employee’s hourly rate could have changed in the middle of the pay period due to a change in assignment. This will require two different entries for hours and rate (assume a wage employee).
15		Additional Entry Allowed	Not Applicable for US installations.
16		Closed for Entry	Prevent the element from accepting any new entries, either temporarily or permanently, as of a certain date (the effective date) by checking this box. This does not affect any existing entries. Use the Closed for Entry feature with caution because of the following likely consequences. While performing 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. If the element is Closed for Entry, it might prevent users from terminating employees and updating assignments. If there are standard links for the element, it will also prevent users from hiring people who are eligible for the element.
17		Process in Run	Check this box if the element needs to be processed in the payroll run.
18		Indirect Results	It is used for only non-recurring elements. If the result of some recurring element passes as an element entry to this nonrecurring element, check this box.
19		Third party payment	Check this box, if this element is used for making payment to a third party.
20		Skip Rules	If some elements should not be processed in every payroll run, write formulas for element skip rules defining the conditions when the run should process these elements.
21		Priority	A default value is assigned based on the primary classification. However, this can be overridden by giving a different number here. A low priority ensures that this element is processed before other high priority elements.
Balance and Balance Feed Control Defined later in Balances

Input Values Button: Input values are the ’fields’ defined for each element, specifying the information to be recorded (such as hours worked, monetary values, or benefit coverage levels). For example, for a company car element, you might want to store car make, model, year, date of issue to the employee, and mileage when issued. These values are used for Payroll calculations. An element’s pay value is a special input value that stores the run result.
1	Name	Enter the name of the first input value. The element that stores the run results must be named Pay Value.
2	Units	Select the units for the input value (money, hours, character, date, number, or time). A Pay Value must have the unit type Money
3	Sequence	It is the order in which the input values appear in the Entry Values window (for users to enter).
4	Required	If it is necessary to have this input value, check this box.
5	User Enterable	Check this box if the user enters value for it. If there is a default value, uncheck it.
6	Database Item	Check the Database Item check box if you want the value to be made a database item.
7	Hot Default	If you want existing entries to be updated whenever the default is changed, check the Hot Default check box. The input value must be required if you want to use this option. If a user overrides a hot default in the Entry Values window, subsequent changes to the default will not affect the entry. For this reason, BEE is preferred to change defaults for large groups of employees, rather than the hot default feature.
8	Default	Give the default value.
Validation Data: Only one of the following options can be carried out. Enter maximum and minimum values for the input. Select a Lookup Type to populate the LoV. Select a formula to validate entries for this input value. Formulas can return messages to users about the success or failure of the validation.
9	Lookup	Give the name of Lookup table.
10	Formula	Give a formula.
11	Minimum	Enter minimum and maximum value for this input.
12	Maximum	Enter minimum and maximum value for this input.
13	Warning or Error	Select Warning or Error to determine whether the system warns users that an entry is invalid or prevents them from saving an invalid entry.
14	Effective Dates	The period for which this input value is effective.

Element Link

Link the Element: Eligibility rules for elements have to be defined before entries can be accepted for an assignment. The eligibility criteria are defined on the following parameters: Organization, People Group, Job, Position, Grade, Location, Employment Category, Payroll and Salary Basis.

S.No.	Field	Description
1	Element Name	Give the name of the element you created and want to be linked.
2	Description	This information will be automatically displayed once you choose your element.
3	Classification
4	Processing Type
5	Standard	When checked, an entry for all eligible employees is automatically made in the employee’s assignment entries screen. NOTE: A standard link can be created only if the element is recurring and multiple entries are not allowed.
6	Eligibility Criteria	Select the assignment components that constitute this eligibility rule. If all employees are eligible, do not enter any criteria. You can link to all payrolls or to a specific payroll. One of the following three options can be followed: Leave the Payroll field blank and check the Link to all Payrolls check box if you want employees assigned to any payroll to be eligible. This rule excludes employees who are not assigned to a payroll. Select the name of a specific payroll if you want only employees on that payroll to be eligible for the element. Do not check the Link to all Payrolls check box. 3. Leave both fields blank if assignment to a payroll is irrelevant to eligibility for the element. NOTE: When more than one criteria is specified, an employee should satisfy both criteria to be eligible for the element. The various criteria are therefore logically ANDed.
7	Costing Tab	Select the Costable Type. Not Costed: The element is not costed. Fixed Costed: You want all entries of the element to be allocated to this account. Overriding at assignment or element entry levels is not allowed in this case. Costed: The element will be costed to an account. Overriding at lower levels is permitted. Distributed: the costs associated with this element are distributed over the elements in a distribution set. (To be defined as distribution set type in Payroll > Element Set).
8	Transfer to GL Checkbox	Check this box if the payroll run results from this link should be transferred to General ledger. Enter values in the Costing and Balancing field.
9	Qualifying Conditions Tab	Qualifying conditions like age and length of service defined at the element description level can be overridden here for a particular set of employees.
10	Input Values Tab	The values given at the element description level can be overridden here. One addition on this screen is the Costed checkbox next to each input value.

Balances

Functional Aspects

What is a balance?

A balance is the aggregate of one or more elements that have a numerical value. A balance is created when some aggregated values need to be tracked for the validation of elements inputs, reporting purposes or to trigger some other event.

Example: A Gross Earnings Balance could be created to keep track of the total gross value paid out to employees. (Reporting Purposes)

How to create and feed a balance?

A balance is created in the Total Compensation -> Basic ->Balance

What is the difference in feeding a balance in the two different ways?

This difference can be appreciated if the concept of CLASSIFICATIONS is understood. A few elements, belonging to one primary classification, can be clubbed into a secondary classification, if they are required to be fed to a balance or for reporting purposes. (Details about primary/secondary classifications is dealt with later). A balance can thus be fed by individually picking the elements in the Feeds window (Total Compensation > Basics > Feeds Tab) OR by attaching a classification in the CLASSIFICATIONS (Total Compensations > Balance > Classifications Tab) window.

When is one preferred over the other?

When the balance has to be fed by elements belonging to more than one primary classification, the first option becomes imperative. If all elements feeding the balance belong to the same primary classification, either of the methods can be followed. However, when there are a lot of elements to be included, it will be easier to form a classification and attach them, instead of attaching each element individually.

Why are secondary classifications needed?

They are required for balance feeds (When there are a large number of elements to be added together, they can be clubbed together in a in a classification and we want to add or subtract all of them. They are also required for reporting purposes.

Configuration Steps:

1. Go to Total Compensation -> Basic -> Balance

S. No.	Field Name	Description
1.	Name	Give the balance a unique user defined name
2.	Reporting name	This name will appear on the reports. If left empty, the seven letters of the name will be used.
3.	Units	The units in which the balance is counted should be mentioned. This will limit the input values of elements/names of classifications that appear in the LOVs in the feed windows.
4.	Currency	If money is the unit given, currency should also be given.
5.	Use for Remuneration	This is not used for US implementations
6.	Gross Up	No clue!
7.	Feeds	The balance can be fed with input values of elements and whether they have to be added or subtracted at this stage. Note: Only those input values of elements appear here that match the units of the balance.
8.	Classifications	If the balance is fed by a primary or a secondary classification (and not by specifying the individual elements), it can be done in this window. The units matching criteria is applicable here also. NOTE: Either the Feeds OR the classifications windows have to be populated. You cannot feed a balance with a classification and a separate element in the feeds window.
9.	Dimensions	These control the number of values to include in the balance. It could be based on time span (year to date, quarter), level (person, assignment) or restriction (by database item).
10.	Initial Feed	This is the initial value of the balance that it should start with. This feature is given because, when the implementation goes live, the value of this balance need not be zero. Therefore, the initial value of the balance is mentioned here.

2a). Click on the ‘Balance Feeds’ Button to feed the balance by attaching input values of various elements.

S. No.	Field Name	Description
1.	Element Name	Pick the name of the element that feeds this balance
2.	Classification	The primary classification that the element belongs to is auto-populated.
3.	Input Value Name	Those input values of the element whose units match those of the balance appear in the LOV. Pick the one that feeds the balance.
4.	Add/Subtract	Choose one depending on whether this element should be added to the balance or subtracted from it.
5.	Effective Dates	Give the period for which this element should feed the balance.

2b) The balance can be fed with input values from individual elements in the Element Description (Total Compensation -> Basic -> Element Description) screen also.

S. No.	Field Name	Description
1.	Value Name	Pick the input value that will feed a balance
2.	Balance Name	Pick up the name of the balance from the LoV
3.	Units	This is auto populated when the value name is selected
4.	Add/subtract	Choose one depending on whether the value should be added or subtracted to the balance.
5.	Effective Dates	The period for which this balance is to be fed by the element.

3a). Click on the Classifications Button (on the Balance Window) to feed the balance with all elements belonging to a classification

Steps to be followed when the balance is to be fed by a classification:

Go to Total Comp -> Basic -> Classifications. Query on the primary classification and create a secondary classification under it. Check the defaults box if you want all elements of the primary classification to be automatically included in the secondary class. A few elements can be removed from the secondary class in the Balance Control Feed window in the Element Description Screen.
Create a balance in the Total Comp -> Basic -> Balance. Create the balance and include the classification in the Classifications window. Indicate whether it should be added or subtracted. Several classes (belonging to different primary classes) can be included here.
If the default button was not checked at the secondary classification definition stage (step 1), a class has been created but there are no elements in it. Therefore, go to the element description window and click on the Balance Control Feed button. In the screen that pops up, include the secondary classification. It then automatically feeds the balance that the class feeds.

If the default button had been checked, and you wish to delete some elements from the class, follow the same procedure. In the balance control feed window, you will find the secondary class name. Delete this.

Balances > Classifications

S. No.	Field Name	Description
1.	Classification Name	Give the name of the classification(s)-primary or secondary that feed the balance.
2.	Add/ Subtract	Choose one depending on whether this class of elements adds to or subtracts from the balance.

3b) In the element screen, addition or removal from a secondary classification can be done.

Total Compensation -> Basic -> Element Description -> Balance Control Feed

S. No.	Field Name	Description
1.	Classification	The name of the classification can be picked up from the LoV.
2.	Description	Is auto populated
3.	Effective Dates	The period for which this element belongs to this class is defined here.

4) Click on the Balance Dimensions Button to define the various periods and levels at which the balance needs to be defined.

S. No.	Field Name	Description
1.	Dimension Name	Choose a name from the LoV. Each dimension becomes a column in the database and is available for calculations in Fast Formulae.
2.	Description	The description of the dimension is auto populated.
3.	Grossup Balance	This can be checked only for one of the dimensions.
4.	Status	It shows the status whether it is processes or not.

5) Click on the Initial Balance Feed Button to initialize a balance.

S. No.	Field Name	Description
1.	Element Name	Pick the element which will become the input value for the initial feed
2.	Input Value Name	Choose the input value of this element that feeds the balance’s initial value.

Fast Formula

What is a Fast Formula?

Oracle Fast Formula is a simple way to write formulas using English words and basic mathematical functions. You can use information from your database in formulas without learning the database structure or a programming language.

How can you use formulas?

You can use formulas to:

Calculate element pay values and run results during payroll processing.

Check that element entry values are valid for an assignment.

Check that entries made to a user table are valid.
Specify the criteria for including an assignment in an assignment set.

Create rules for benefits administration, such as eligibility determination

Select the database information you want to display in a QuickPaint report, and perform calculations for the report.

Specify the rules for skipping an element during payroll processing.

Prepare records in the format you require for the magnetic tape writer. For most countries, the Oracle localization team has written the required formulas.

Perform legislative checks during a payroll run.

Specify the rules for Paid Time Off accrual plans, such as how much time is accrued and over what period, when new starters are eligible to begin accruing time, and how much time can be carried over to the next accrual term.

Calculate the duration of an absence, given the start and end dates and times.

Configure the people management templates in a number of ways, including supplying additional information to be available from fields on the template, and validating field entries.

Validate forms by calling formulas from the Custom Library. Calling formulas from the Custom Library also allows you to easily create and maintain business rules.

Write Formulas

Configuration Steps:

Total Compensation > Basic > Write Formulas

S.No.	Field Name	Description
1.	Name	Give the formula a unique name
2.	Type	There are various system defined formula types, which automatically decide what the input values for the formula should be and the number of results that can be returned to the elements. It is an extensible look up by FORMULA_TYPE.
3.	Description	User definable
4.	Verified	If the formula has been successfully compiled, this check box is checked.
5.	Effective dates	This is the period for which the formula is valid
6.	EDIT Button	This pops up a screen where the actual code for the formula is to be written
7.	Show Items Button	This button pops up a screen where the various database items can be queried for use in the formula. This is purely for ease in writing formulae.

b) Formula Results

Functional perspective:

Once a formula has been written, the results of the formula need to be linked to the element. This can be done on various screens. For eg. Element input value validation rules are linked in the input value screen itself. However, if there are different processing rules for different statuses of the employee, these can be attached to the element in this screen.

Configuration Steps:

Total Compensation > Basic > Formula Results

S.No.	Field Name		Description
1.	Element Name		Name of the element should be picked up from the LoV.
2.	Classification		This field is auto populated based on the element chosen
3.	Description		This field is auto populated based on the element chosen
4.	Find Button		Click this button to see the processing rules already attached with the element chosen
5.	Processing Rule Name		This is a LoV with assignment status types of employees (PER_ASS_SYS_STATUS lookup). Choose a ‘standard’ rule for standard processing. Also choose any other status type, if the processing rule for the element changes with a change in that status change.
6.	Processing Formula Name		Choose the formula that should be used to process this element when this status change occurs.
7.	Effective Dates		The period for which this is defined.
Formula Results		For each formula that has been attached, the results that are returned to various elements need to be linked here.
8.	Formula Result Name		The name of the result that should be linked to an input value of the element
9.	Type		There are 6 types of results: Direct result: This is the element's run result (if you send the result to the element's pay value), or a direct result updating another of the element's input values. Indirect result: This result passes as an element entry to another nonrecurring element not yet processed. Message: The formula issues messages under certain conditions. For example, a formula can check a loan repayment balance and, if the balance is zero, issue the message "Loan is repaid." You read formula messages using the View Run Messages window. Order Indirect: This result updates the sub-priority of the element you select in the Element field. Stop: This formula result uses the effective date of the payroll run to put an end date on a recurring entry of this or another element (which must be defined with multiple entries not allowed.) Update recurring entry: This result updates recurring entries of this or another element. The receiving element must be defined with multiple entries not allowed unless you are passing a recurring element's entries to itself, which is updating another entry of the same element.
10.	Element		For results that are not direct results/messages, the unprocessed non-recurring element to which the formula result is being passed should be specified here.
11.	Input Value		The input values of that element whose units match those of the formula result chosen appear in the LoV. The appropriate one must be chosen.
12.	Units		This is auto populated
13.	Message Severity		This needs to be filled in when the result is of message type. The three options available are Fatal, Warning and Information.
14.	Effective Dates		The period for which this definition is valid.

Element Entry

Functional Aspects:

Once the elements have been created and the eligibility rules defined, the next logical step is to assign these to employees. This can be using one of the following three methods:

Automatically: If there is a default value at the element or element link levels.
Manual: Attach the element to each employee in the employee’s assignment screen.
Batch Element Entry: Enter the values for a batch of employees or elements together.

Element entry is typically done after all the elements – earnings, deductions, absence elements, tax related deductions, etc have all been defined and linked.

Configuration Steps:

Automatic Entry

If there is a default value at the element description or the element link levels, and the standard link is checked – then the element and the corresponding value gets automatically entered in the employee’s element entry screen. When a formula returns a value also, this automatic entry updation happens. It is however, mandatory that the standard checkbox (on the element link screen) be checked. Automatic entry can thus be done only for recurring elements.

Manual Entry

1) Query for the employee in the People > Enter and Maintain screen.

2) Go to the Assignment > Entries screen and choose the element for which entries have to be made.

Configuration Steps:

S.No.	Field Name	Description
1.	Period	The payroll period for which elements are being displayed is shown here.
2.	Classification	If you want to see only the elements pertaining to one classification, then we can choose a classification here.
3.	Processing type	If only recurring or non-recurring elements exist, then the appropriate one is chosen. If both exist, Both is chosen.
4.	Element Name	The recurring elements where multiple entries are not allowed and the standard link was selected, automatically get displayed. You can then choose the other elements from the LoV, which contains the list of elements for which the employee satisfies the eligibility criteria. Once an element has been chosen, it does not appear in that list again, unless multiple entries are allowed.
5.	Recurring Type	Once the element is chosen, whether it’s a recurring element or not is automatically populated
6.	Costing	Enter the costing sting for each element, if you want to override it at the element entry level for a particular assignment.
8.	Additional	If the special input element use additional input value then this box is checked.
9.	Processed	When it has been processed, it is checked.
10.	Effective Dates	The recurring elements have an infinte validity period, from the date of element entry, by default. The non-recurring elements though are valid for one pay period only.

3) Give the input values for the element and the effective dates.

Configuration Steps:

S.No.	Field Name	Description
1.	Pay Value	The various input values for the element appear on this screen, for which values can be entered here.
2.	Date Earned	This can be overridden for particular elements at the element entry level. It was initially defined at the element description/ payroll description level.
3.	Payee Details	If it’s a third party payment then we need to enter payee information here.
4.	Processing Priority	The processing priority for the element can be overridden for a particular assignment in this screen

c) Batch Element Entry

Configuration Steps:

1. Mass information Exchange > Batch Element Entries

S.No.	Field Name	Description
1.	Batch Name	Give the batch a unique name
2.	Batch Status	The 5 statuses of the batch are: Unprocessed: A fresh batch when created has this status. Once all details are saved, the batch has to be validated (Process Button, choose Validate) Valid: Upon validation if there are no errors, and the batch has been created successfully, the valid option button is selected. Error: if there is an error at this stage or later, the error button is checked. Click the messages button to view the error messages Transferred: A valid batch can be chosen to be transferred. If the transfer occurs successfully, this button is checked. Status Mismatch: Never Used this
3.	Batch Control: Action if entry exists	While transferring a batch line to the assignment, what action should the system take, if an entry for the element already exists: Create New Entry: The process creates a new entry if multiple entries of the element are allowed by the element definition. If multiple entries are not allowed, the process sets the status of the batch line to Error. Reject Entry: If an entry already exists, do not make another entry. Let the existing one prevail. Change Existing Entry: This will update the old entry with the new one.
4.	Date Effective Changes	If ‘Change Existing Entry’ option was chosen then select one of the following: Update: This will change the entry from the effective date, preserving the previous information. If any future dated changes occur, this entry will be inserted between the two values. Correct: This will overwrite the old value with the existing value for all previous dates also. Override: The process changes the entry from the effective date, but preserves the previous information. All future dated changes to the batch line are replaced by this batch line.
5.	Reject if future changes	If you want to reject batch lines that match entries that start in the future or for which future changes are scheduled, check this box. NOTE: If you check this box, the override option cannot be chosen.
6.	Purge After Transfer	If the temporary tables need to be purged after successful transfer, check this box. No roll backs can occur after purging.
7.	Auto Query	If the assignment lines window is being used and any existing batch lines for the assignment/element set need to be automatically displayed, check this box.
9	Auto Validation Box	If the batch lines window is being used, and an error message needs to be displayed when an invalid assignment number is entered, check this box.
10.	Element Lines	When entries have to be made for one element but for various assignments, this button should be clicked.
11.	Totals Button	If Control Totals are used to validate the batch before transfer, use this button.
12.	Assignment Lines	When various element entries have to be made for one assignment (at a time), this button should be clicked. An element should have already been created for this.
13.	Assignment Set	When details about one element have to be entered for an assignment set, click this button. An assignment set, belonging to a particular payroll, should have already been created.
14.	Messages	This will display all error messages.
15.	Process	The user can choose to validate/ transfer / purge the batch, depending on the current status.

2. Create Element Lines to enter batch lines, element wise.

S.No.	Field Name	Description
1.	Element	Select an element from the LoV
2.	Find	Click this button to display the existing batch lines (or assignments linked to this element) for this.
3.	Line	A line number appears here.
4.	Assignment	Choose an assignment number from the LoV.
5.	Input Values	All the input values for the element appear as columns here. Enter the values for each assignment.
6.	Costing	Enter the costing string here
7	Date Earned	The same as in payroll description/earning description
8	Processing Priority	Same as in element description
9.	Effective date	When should this element entry be made?
10.	Status	The status of this batch line
11.	Messages	Error messages if any, are displayed here.
12.	Defaults	Default values for each of the columns can be entered here. This can be overridden by entering a different value in the batch line itself.

3. Make the entries for each assignment, for an element set holding a maximum of 20 elements.

S.No.	Field Name	Description
1.	Assignment	Choose an assignment number from the LoV
2.	Name	This is auto populated by the system
3.	Element Set	Choose the element set, all of whose elements the employee is eligible for.
4.	Element	The elements in that element set appear here. A maximum of 20 elements can be entered at a time.
5.	Input Values	All the input values for that element appear one after the other. The values for each have to be entered.
6.	Costing/ Reason/… /Status	These are all similar to that explained in Element Lines

4. If entries have to be made for an Assignment Set, for one particular element- this button is clicked.

S.No.	Field Name	Description
1.	Assignment Set	Choose the set (already created) from the LoV
2.	Payroll	Choose the payroll to which employees belonging to this set belong to.
3.	Element	Choose the element for which entries have to be made.
4.	Input Values	The various input values of the element appear here
5.	Costing/…/Status	These are the same as explained in element lines
6.	Process	This is the same as the process button on the Batch header screen.

5. If there are Control Totals which have to be validated against, they can be entered in this screen. If there is more than one control type which has a total, then all the total conditions should be met, for the batch to be valid.

S.No.	Field Name	Description
1.	Type	Select a batch control type. Eg. Hours, to sum all the values in the Hours input value OR Line count, to check the number of batch lines entered.
2.	Control Total	Enter the total for each control type selected. You may enter as many types and totals as required.

Payroll Description

Payroll Setup Explained

What is a Payroll?

A payroll is the header under which employees are clubbed and various parameters regarding their salary payments are defined. A few of the important parameters include: frequency of payments, date of actual payment, valid payment methods, period during which this payroll is effective.

How and where is a payroll used?

As per the definition, we can infer that every employee HAS to be assigned to a payroll. Therefore, when employee details are being entered in the People->Enter and Maintain Screen, it is (usually) imperative to assign a payroll.

What is the logical flow for a user to enter the payroll information?

Payment Method Consolidation Set Define Payroll

Payment Methods

Payment Methods Explained

As the name suggests, they are the various methods of paying out employees. Employees can be paid by cash, check or electronic transfer to their accounts.

When employees prefer the automatic transfer (BACS/NACHA), employees who have their accounts with Bank A, a separate magnetic tape would have to be produced, from those who hold accounts with Bank B. Therefore two different payment methods will have to be created in each case. There are various other parameters which have to be similarly defined.

Configuration Steps:

Payroll -> Payment Methods

S. No.	Field Name	Description
1.	Name	Name of payment method should be a unique one defined by user
2.	Type	The types of payment include cash, cheque, NACHA, etc
3.	Currency	It defines the currency of payment.
4.	Source Bank Country	Location of the bank
5.	Source Bank Details	This is a descriptive flexfield with a few mandatory details about the bank account.

Consolidation Set

Payrolls are assigned to consolidation sets. What is a Consolidation Set and where is it used?

Payrolls can also be clubbed together for post-processing at a time, into a group called a Consolidation Set. Therefore, at the payroll process stage, the consolidation set has to be mentioned for the payroll to be processed. The various payrolls are run, one at a time, but reported consolidation set wise. Oracle intends to put this functionally but it is yet not updated.

Configuration Steps:

Payroll->Consolidation Set.

Enter the name of a consolidation set. When a Business group is created, a consolidation set by the same name is also created. Any other consolidation sets, if required, can be created in this screen. The relevant payrolls have to be then linked in the Payroll Description screen.

Payroll Description

Configuration Steps:

US HRMS Navigator->Payroll->Description

S. No.	Field Name	Description
1.	Name	Unique user-defined name given to the payroll
2.	Period Type	Payroll frequency is defined here. This is being referenced from the Period Types screen in the Other Definitions menu. (Other definitions -> Time Periods) Typical values are semi-monthly, bi-weekly, weekly, monthly, etc
3.	First Period End Date	Enter the date on which this payroll is run for the first time. Ex. If the payroll starts on 01-Jan-2003 and is of a monthly frequency, this would be 31-jan-2003.
4.	Number of Years	The number of years that the payroll will be effective.
Date Offset Region: These are the number of days by which each of the parameters should be offset, from the date of payroll process. These can be negative figures also
5.	Check	Actual payment of check after payroll date
6.	Scheduled Run	The date is the date on which the Payroll process is run.
7.	Cut-Off	The number of days the process will accept entries into the payroll data. This is usually a negative number.
Defaults
8.	Payment Method	The default method is defined which will be applied for employees whose payment details have not been given.
9.	Consolidation Set	The default consolidation set (group of payrolls to be processed together) is mentioned.
Costing
10.	Costing	The costing string as defined at the Cost Allocation Flexfield level has to be mentioned here.
11.	Suspense Account	If a payroll is not costed to any of the CA accounts, then it is costed to this account. The string for this account has to be mentioned.
Others
12.	Effective Date	The start and end dates for the payroll periods are given here.
13.	Negative Payment Allowed	The action to be taken when the deductions exceed the payments for the employees
14	Period Dates	In this section, the payroll calendar comes split up period-wise and each of the default dates for cut-off, check etc are shown. These can be over-ridden here for any particular period if required.
15.	Valid Payment Methods	Payment methods, in addition to the one defined as default as defined here. Employees assigned to this payroll can choose as many methods as they wish from the valid list for this payroll.

GL FLEXFIELD MAP

Functional Aspects

The costing flexfield segments in the Cost Allocation Flexfield (As defined in Oracle Payroll) and the segments in the Accounting flexfield in Oracle General Ledger are mapped here.

Why are there two different flexfields to hold the same data?

Each flexfield pertains to a different module in Oracle. Therefore, if a client has only Payroll implemented at his end, the costing data is stored in the Cost Allocation flexfield and if only GL is implemented, it will be stored in the Accounting FF.

Why is this mapping required?

When the client has both Oracle Payroll and Oracle GL modules, and the costing data has to be sent from Payroll to GL, the corresponding fields in the two FFs have to be mapped for logical data transfer to happen.

Configuration Steps:

Payroll->GL Flexfield Map

S. No.	Field Name	Description
1.	Payroll	Name of payroll
2.	Period	Period type of payroll
3.	GL Set of Books	The set of books to which this costing data belongs
4.	Effective Dates	The start and end dates for which this mapping is valid
5.	Payroll Costing Segment	The various CA FF segments are listed here
6.	GL Chart of Accounts Segments	The corresponding Accounting FF segments are given here.

Absence Management and PTO Accrual Plans

Functional Aspects:

Employees take paid or unpaid time off from work for a variety of purposes, such as illness or injury, vacation, medical appointments, childbirth, death of a close relative, jury duty, labor or trade union representation and professional activities. Absence management enables us to record employees paid or unpaid time off from work. Maintaining information on employee absences for reporting and analysis is an important aspect of human resource management.

PTO Accrual Plans permit employees to accrue paid time off as they work. Each accrual plan is associated with one absence element (and hence one absence type). Each entry of time off reduces the net accrual on the plan. We can also associate any number of other elements with a plan and determine how entries to these elements affect the accrual calculation.

When we enter an absence we can see, at the employee level, how much absent time of the same type has already been recorded for the employee. If the absence affects net entitlement in a PTO accrual plan, we can see current and projected entitlement figures for the plan. In another window, we can view a full absence history for an employee. Across all employees, we can view absences of a certain type or category, within a specified time period. Using the Absences Report, we can track absences of one or more types for employees in each organization. Employees can view their own absence history on the web using Self Service, and line managers can do the same for all the employees they manage.

Absence Management

Absence management enables us to maintain information on employee absence for analysis and reporting. We can define as many absence types as we require to track employee time off. Besides we can control which group of staff is eligible or each type of absence using Absence Elements. We can also refer this time in payroll.

What are the steps required for absence management?

The flow chart below explains the steps involved.

Define Lookups for

Absence category and Absence reasons

Define Absence Elements

Link the absence elements as per the eligibility criteria

Define Absence types, associating each with an element

Record Absence

View absence Information by Employee or Absence Category

Report and View Absence Information

What are Absence Category, Absence Type and Absence Reasons?

To facilitate reporting and analysis of employee absences, we can distinguish between absence types and absence categories. An absence category is a group of related absence types. Also, to assist with absence reporting and analysis, we can provide reasons to select from when recording employees’ time taken for an absence type. The table below the concepts better:

Absence Category	Absence Type	Absence Reasons
Family Leave	Paid Maternity/Paternity	Birth Of a Child
		Adoption
	Dependent Care	Child Care
		Disabled Care

Configuration Steps:

Step 1: Define Lookup for Absence Category and Absence reasons

GO to Other Definitions > Application Utilities Lookups
Query for ABSENCE_CATEGORY and ABSENCE_REASON. Define your own category and reasons.
Note that ABSENCE_CATEGORY is an extensible look-up meaning some categories are predefined and you can add if you want. ABSENCE_REASON is user defined.

Step 2: Define Absence Elements

Remember to date track the element. Set your effective date early enough to handle any historical element entries you want to make.

In the table below we will discuss only the important things in Element Window, which are mandatory for setting this Absence Element.

Serial Number	Name	Description
1	Name	Enter a user defined unique name.
2.	Primary Classification	Information (This is because we do not need this element to be run during payroll process. This is just for Information purpose). Such elements might, for example, hold information about tangible items issued to employees, such as cellular phones, identification badges or company cars.
3	Processing Type	Non-Recurring. This is because every time employee need not take a leave. If it is recurring then every time it will ask the employee to enter the information.
4	Termination	Actual Termination because we need to end the element on day of termination.
5	Multiple Entries	Check the box. An Employee can take leave more then one time in a pay period.
6	Process in Run	Uncheck. We do not need to give this information in paycheck every time. Besides we are bothered about how many leaves he has taken so that we can keep track. This information is stored in PTO accrual.
Save the Work and go to Input values. In Input values screen define two inputs.
7	Name	Hours: Make it Database item and user Enterable When you define the plan using the Accrual Plan window, this input value name appears in the Units field of the Absence Information region.
7	Name	Date Taken: Make it Database item and user Enterable

Step 3: Link the Element: Refer to Elements chapter.

Step 4: Define an Absence type

Serial Number	Name	Description
1	Name	User defined unique name
2	Category	Choose a category which you have defined earlier in look-up
3	Effective dates	Set your effective date early enough to handle any historical element entries you want to make.
4	Associated Element	Select the Absence element, which we have defined earlier.
5	Input Value	The name of the element’s input value that the time taken or time remaining for this absence type appears in the Input Value field..
6	Units	The unit of measure for the input value appears in the Units region.
7	Balance	Select Increasing for each entry to the absence element’s input value to add to a running total of time taken to date for this absence type. Select increasing balances for absence types for PTO accrual plans, and for most other absence types. For absence types that have a set maximum amount of hours or days allowed, you may select Decreasing. In this case, each absence recorded reduces an initial balance entered for the absence type, to show time remaining to be taken for the type. Note: Decreasing balances require more maintenance. You must enter an initial balance amount for each new hire eligible for the absence type, and must initialize the balance for all eligible employees at the start of each year.

Step 5: Recording Absence

GO to People > Enter and Maintain > Others Tab > Absence

Fast Path > Absence

Serial Number	Name	Description
1	Type	Enter the Absence type you have created.
2	Category	It will automatically pop up.
3	Reason	Select a reason
4	Occurrence	The occurrence of the new absence record you are entering. For example, if the employee has already incurred two absences of this type, the occurrence of the new record is 3.
5	Notified Date	The date you have notified for absence.
6	Projected Start	Enter projected dates for the absence. You can copy these later to the Actual Date fields by choosing the Confirm Projected Dates button.
7	Actual Start	Enter actual dates and duration as days or hours, according to the units of the balance. For duration in hours, you must enter start and end times, as well as start and end dates. If you enter an end date, you must also enter the duration.
8	Authorized by	The employee authorizing the absence
9	Replaced by	The employee who replaces the absent employee for the duration of the absence
10	Number	Assigned number of above authorized and replaced employees (Automatically populated).
11	Associated Element	The name of the element that maintains each employee's time taken or time remaining for this absence type. (Automatically populated when you select the Absence Type).
12	Running Total	The running total of hours or days absent for all the absence types associated with the element. For absence types with increasing balances, this is the number of days or hours absent with an end date on or before your effective date. For any types with decreasing balances, this is the number of hours or days remaining to be taken. (Automatically populated when you select the Absence Type).
13	In Current Year	The number of days absence recorded for the absence type in the current calendar year. (Automatically populated when you select the Absence Type).
14	Accruals	If the employee is enrolled in an accrual plan, the Accruals button is available. We will create an accrual plan in a later stage.
15	Confirm projected Date	If you have given a projected date and want to confirm it, just click on this. It will become a actual date.

Step 6(a): View Absence Type by Employee

GO to View > Histories > Absence.
Enter Employee name and select the find button.

Step 6(b): View Employee by Absence Type

Go to View > Lists > Employee by Absence Type
Select a Absence Category / Absence Type. Enter Start and End Dates and click Find.

Step7 (a): Run the Absence Report

GO to Processes and Reports > Submit Processes and Reports.

Select Single Report.
Name: Absences Report
Enter the parameters:

Serial Number	Name	Description
1	Effective date	Date on which you are running the report.
2	Organization Unit	Give the name of organization if you want to run for a particular organization.
3	Employee	Select your Employee.
4	Date From	Start date of absence you want to review.
5	Date To	End date of absence you want to review.
6	Absence Type	Enter specific Absence types or leave blank.

Submit the request.
Write down the request ID.

Step 7(b): View the Absences Report:

GO to Processes and Reports > View Reports

Select specific requests.
Enter the following:

Date Submitted (Today’s date)
Status: Normal
Phase: Completed

Select the find button.
Select view output button to see the report.

PTO Accruals

Just as elements constitute the underlying structure of absence types, so they provide the structure of accrual plans. Each accrual plan is associated with an absence element, which holds information about absences taken under the plan. There is also an element for the plan itself, which you use to enroll participants in the plan.

How do absence types relate to PTO accrual plans?

Each accrual plan is associated with one absence element. Each entry of time off reduces the net accrual on the plan. You can also associate any number of other elements with a plan and determine how entries to these elements affect the accrual calculation. This is useful for recording time bought or sold, or unused PTO brought into a new plan on enrollment.

If your enterprise pays the employees who have accrued the time but not used, how do you handle it?

If your enterprise pays employees for time they have accrued but not used, or if you permit employees to buy additional time, you may decide to define your own PTO–related elements to record information about these transactions. You then use the Element Entry window to enter these elements for the appropriate employees.

In the table below we will try to explain the role of the elements, formulas, and net accrual calculation.

Absence element	Storing entries of days or hours absent.
Accrual plan element	Enrolling employees in the accrual plan; system generates the element.
Carry Over element	Storing unused time at end of plan term; system generates element; Carry Over process makes entry.
Residual element	Storing unused time that cannot be carried over at end of plan term; system generates element; Carry Over process makes entry.
Other elements	Storing other amounts of time to be included in the net accrual calculation (such as time bought and sold); you create any other elements your plan requires.
Accrual formula	Calculating gross accrual to date.
Carry Over formula	Returning the maximum permitted time an employee can carry over., and the effective date and expiry date of the carry over; called by the Carry Over process.
Ineligibility formula	Checking whether an employee is eligible to use accrued PTO on the effective date of an absence entry made by BEE (Batch Element Entry); called by BEE validation. NOTE: This formula is not required if you enter the plan’s ineligibility period in the Accrual Plan window.
Net accrual calculation	Defining which element entries add to or subtract from the gross accrual to create net. Net PTO accrual = (Accrued PTO + PTO carried over) – PTO taken to date Accrued PTO is the sum of regular accruals to date in this accrual term, calculated by your Accrual formula. PTO Carried Over is the hours or days carried over from the previous accrual term, obtained from the plan’s Carried Over element. PTO Taken To Date is all PTO taken in this accrual term, obtained from the entries to the plan’s absence element.

Which are the elements self generated when you define an accrual plan?

The system generates the following elements when you save a new accrual plan:

An element representing the plan and which has the same name as the plan. You use this element to enroll participants in the plan.
An element to hold participants’ unused PTO that is available for carry over to the next year.
An element to hold residual PTO, that is, unused PTO not available for carry over under plan rules.

The Carried Over and Residual elements have input values that automatically receive entries when you run the PTO Carry over process: Besides these the enterprise may require other elements for its use.

What are the various seeded formulas?

There are six pre-defined Accrual formulas and four pre-defined Carry Over formulas that are supplied with PTO Accruals and can be modified. The Accrual formulas each call another Accrual sub formula in a loop to calculate the accrual for each period. Each carry over formula is called when you run the carry over process with each accrual formula. The ineligibility formula is called when you enter absences using BEE.

Accrual Formulas:

PTO_PAYROLL_CALCULATION
PTO_PAYROLL_BALANCE_CALCULATION
PTO_SIMPLE MULTIPLIER
PTO_SIMPLE_BALANCE_MULTIPLIER
PTO_ROLLING_ACCRUAL
PTO_HD_ANNIVERARY_BALANCE

These three formulas calculate the accrual time based on Accrual Term Start Date, Accrual Frequency, Accrual Amount, Accrual Ceiling, Length of Service, Accrual Start Date for New Hires, etc.

Ineligibility Formula:

PTO_INELIGIBILITY_CALCULATION

Carryover Formulas

PTO_SIMPLE_CARRYOVER
PTO_HD_ANNIVERSARY_CARRYOVER
PTO_ROLLING_CARRYOVER
PTO_PAYROLL_CARRYOVER

What are the steps required for PTO Accrual?

All these steps are in continuation to the absence management.

Define an Accrual Plan

Enrolling Employees in Accrual Plan

Recording Absences

View Accrual Information

Run the PTO Carryover Process

Step1: Define PTO Accrual Plan

Go to Total Compensation > Basics > Accrual Plans

Serial Number	Name	Description
1	Plan name	Enter user defined unique name.
2	Accrual Category	Select a list from LOV. This is an extensible look-up US_PTO_ACCRUAL.
3	Accrual Start	Select a start rule for the plan in the Accrual Start field. This rule determines the date on which newly hired employees begin to accrue PTO. This is again an extensible look-up US_ACCRUAL_START_TYPE. Hire Date: For plans with this rule, participants’ accruals begin from the first full period following their hire date. Beginning of Calendar Year: With this start rule, participants’ accruals begin from the start of the year following the year in which they are hired. Six Months After Hire: For plans with this start rule, participants’ accruals do not begin until the first full pay period after the six–month anniversary of their hire date.
4	Accrual Units	Select Days or Hours in the Accrual Units field. The units selected here must be the same as the units for the input value you select in the Absence Information region.
5	Description	Self Explanatory
6	Accrual Formula	Select the Accrual formula.
7	Carry Over Formula	Select the Carry Over formula.
8	Payroll Formula
9	Absence Information	Select the element associated with the plan's absence type.
10	Units	Select the element's input value that holds the entries of hours or days absent.
11	Payroll Balances Reset Date	If you want to use a payroll balance to store gross accruals for the plan, select the date when the balance should reset to zero. If you select 1 June, 1 January, or Hire Date Anniversary, a value appears automatically in the Dimension Name field. If you select Other, you must select a balance dimension that you have created for this purpose.
12	Period of Ineligibility	If the start rule for this plan is Hire Date or Beginning of Year you can enter a period of ineligibility, during which a plan participant can accrue PTO but cannot use accrued PTO. For example, enter 3 in the Length field and select Calendar Month in the Units field. Optionally select an Ineligibility formula. This formula is called by the BEE validation process for a batch line that enters an absence against the accrual plan. It checks whether the employee is eligible to use accrued time on that date. If you enter the period of ineligibility in the Length field, you do not need to select a formula. The BEE validation process gets this value and interprets it as a period of time from the employee's continuous service date.
When you do this, the application generates three new elements for the plan--one to represent the plan, and one each to hold carried over and residual amounts of accrued, unused PTO. The application creates links for these elements to match the links you defined for the plan's absence element. Optionally, Payroll users who choose to store gross accruals in a payroll balance can generate these additional elements: Payroll Balance: feeds the balance updated by payroll run. Tagging element: identifies absences entered retrospectively; entries made by payroll run. If you selected a date in the Payroll Balance Reset Date region, the application also generates a payroll balance, an element to feed the balance (name_payroll balance), a tagging element (name_tagging), formula processing and result rules, and a payroll formula to call the accrual formula from the payroll run.
Accrual Band Tab: For many accrual plans, the time off that plan participants can accrue increases with their length of service, or varies by job, grade, or number of hours worked. That is, accrual bands determine accrual amounts. In addition, these bands can determine ceiling and maximum carry over amounts. For some accrual plans, the amount of time accrued may vary by other criteria, such as job or grade. You can create a user table to hold time accrued, ceiling rules, maximum carryover rules, and any other information you require for each job or grade. Include the GET_TABLE_VALUE function in your accrual and carry over formulas for the plan to access the information held in the user table.

Serial Number	Name	Description
1	From & To	For each length of service band applicable to this plan, establish the band’s duration by making an entry in the To field. For the last band you enter, in order to cover all participants with any length of service beyond the band’s From entry, enter 99 in the To field.
2	Annual Rate	Enter the number of hours or days that participants whose length of service falls into this band can accrue each accrual term.
3	Maximum Carry Over	Enter the maximum number of accrued, unused hours or days that participants at this band may carry forward.
4	Ceiling	Enter the ceiling number for the band.
Net Calculation Rules: The default net accrual calculation takes account of absences (entered on the Absence element) and time carried over from the previous accrual term (entered by the Carry Over process on the plan’s Carried Over element). If you want to add any other element then you can add in this window.

Step 2: Enroll Employees in Accrual Plan

Go to People > Enter and Maintain > Assignment (B) > Entries (B)
Date track to hire date.
In the element region select the PTO Accrual Plan default element created by PTO Accrual Plan name.
Enter the date for Continuous service date (optional).

Step 3: Recording Absences

GO to People > Enter and Maintain > Other (B) > Absence OR FastPath > Absence
Enter the form as explained in the Absence Chapter.
Save the work.
Choose the Accruals button to view the effect of Absences properly. We will try to understand it using an example.

Suppose we have the data about a particular employee as follows. We are viewing this information on 23 Jun 2003.

Joining Date: 26th June 1996
Payroll: Semi monthly
Accrual Band Information is below:

Yrs of Service From	Yrs of Service To	Annual Rate	Max Carryover	Ceiling
0	3	40	0	40
3	5	80	0	80
5	10	120	0	120
10	99	160	0	160

So he is in band of 5 to 10 yrs of service. Now he takes a leave on 20th June 2003. Now lets examine the window “Associated Accrual Plan”.

Now since it is semi monthly payroll so the person is entitled to “120 / 24 = 5” hrs leave every semi-monthly. Now he takes leave on 20th June 2003. Till this time 11 semi-monthly periods are over. So he is entitled to 55 hrs leave till this time. Now he takes 8 hrs leave so he is left with 47 hrs of leave. This explains the first window. The second window is quite easy as this employee is left with 112 hours of leave.

Step 4: View Accrual Information

GO to View > Employee Accruals OR FastPath > Accruals. It is self-explanatory.

Step 5: Running the PTO Carry Over Process

Once each year (or other plan term), an employee’s balance of unused accrued time must be cleared down ready for the new plan term. You run the PTO Carry Over process to clear down these balances and record both unused time available for carryover, and residual time unavailable for carryover. The Carry Over process enters the Carried Over and Residual elements for all the employee assignments included in the process.

GO to Processes and Reports > Submit Processes and Reports

Report Name : PTO Carry Over

Parameters

Accrual Term: If the Calculation Date is 01-Jan-2000 and you select current, it means the effective date is 31-Dec-2000 and if you select previous the effective date is 31-Dec-1999

Reprocess All Participants: If yes then it processes all participants regardless of any previous processing. Default is No.

Salary Administration

Using the Salary Administration functionality in Oracle HRMS you are able to manage efficiently the basic remuneration that employees receive. You are able to associate all salary changes with the result of performance reviews. Also, you can identify which components of a salary change are associated with performance, such as merit awards.

The salary amounts or wage rates you enter or change provide your enterprise with information for analysis purposes. If you are also using Oracle Payroll, they also provide some of the values used in the payroll calculations.

How is Salary Administration related to Payroll?

For Salary Administration, you need at least one salary earnings element for each group of employees whose salary is quoted on the same basis (such as hourly or monthly). You then link these elements to components of employee assignments, to determine which employees are eligible for a particular element. Oracle Payroll can process these elements in payroll runs to generate salary amounts for employees.

What are the various steps in Salary Administration?

Create Salary Elements

Link Salary Element

Define Salary Basis

Create Salary Components: Add Lookups and Menus

Assign Salary to Employees

Validate Salary Entries

Besides these there are some other things we will discuss in the payroll. The order is not important for the given below steps.

Approve the Salary
Salary Review Report
Salary Survey and Map Salary Survey

Step 1: Salary Elements

You need at least one salary element for each salary basis in your enterprise.

We have already learned to create elements in the elements chapter. But there are couple of things we need to take care.

Serial Number	Name	Description
1	Primary Classification	Earnings
2	Type	Recurring
3	Standard	Don’t Check

Step 2: Link the Element

We have already discussed this in the Element Chapter. Do not check standard. Also define the eligibility criteria. Set your effective date to a day on or before the start of the first payroll period for which you want to enter salaries.

Step3: Create a Salary Basis

What is Salary Basis?

The salary basis establishes the duration for which a salary is quoted, such as, hourly (for example, 1,000 yen per hour) or annually (for example, £18,000 per year). The salary basis is not necessarily the same as the pay frequency. For example, an employee with an hourly pay rate can have the salary basis Hourly Salary, but can have an assignment to a weekly payroll and therefore have a weekly pay frequency.

GO to Total Compensation > Basic > Salary Basis

Serial Number	Name	Description
1	Name	Create a user defined unique name.
2	Basis	Select a basis i.e. Monthly, Annual, Hourly or Period. This is system defined Lookup by name PAY_BASIS.
3	Pay Annualization Factor	If you selected Annual or Monthly, Oracle HRMS identifies the number of payments and enters 1 or 12 in the Pay Annualization Factor field. You can change this value, if required. If you selected Hourly, the Pay Annualization Factor field is blank. Enter your own values, if required. If you select Period, leave the Pay Annualization Factor field blank; Oracle HRMS uses the payroll period of your employee as the annualization factor.
4	Element	Select the Element defined earlier.
5	Input Value Name	Select the Input value.
6	Grade Rate	Select a grade rate to associate with the salary basis, if required. Oracle HRMS uses the grade rate to validate your salary proposals. You receive a warning if the salary you enter for an employee is not within the grade rate range defined for the employee’s grade.
7	Grade Rate Basis	Select the grade rate basis (Hourly, Monthly, Annual, or Period) for the rate if you selected a grade rate. For example, if your grade rate specifies the valid monthly salary ranges for each grade, select Monthly Salary in the Grade Rate Basis field.
8	Grade Annualization Factor	If you selected Annual or Monthly, Oracle HRMS identifies the number of payments and enters 1 or 12 in the Grade Annualization Factor field. You can change this value, if required. If you selected Hourly, the Grade Annualization Factor field is blank. Enter your own values, if required. If you selected Period, leave the Grade Annualization Factor field blank, Oracle HRMS uses the payroll period of your employee as the annualization factor.

Step 4: Create Salary Components

Salary changes can be broken down into two or more components, to reflect different reasons for the change. Ten salary components are predefined, as shown in the following Look up PROPOSAL_REASON.

Step 5: Entering Salary for new Employee

Assign the salary basis to employees through the People > Enter and Maintain > Assignment > Salary Information Tab

GO to People > Enter and maintain > Assignment (B) > Salary

Serial Number	Name	Description
1	Change Date	Enter the start date for the salary in the Change Date field (in the Salary Proposal region). For a new hire, this is usually the hire date.
2	Grade Salary Limits	This information will automatically pop up since we have already defined the grade and salary basis for an employee.
3	Salary Information
4	Change Value OR New Value Field	Enter the amount of the salary in either the Change Value or the New Value field.
5	Reason	Select a reason for the salary, if required.
6	Ranking	Rank the employee if required.
7	Next Review	Enter or change the Next Review date, if required.
8	Payroll Component	Explained Below

How to propose a salary change for a current employee?

Use the Salary Administration window to propose a salary change for a current employee at any time. You can enter a salary proposal as a new amount, a single change amount or multiple change amounts or percentages (reflecting different reasons, such as a merit award and a cost of living component). Follow the steps below:

Enter the date when the new salary comes into effect in the Change Date field in the Salary Proposal region.

Note: If you are changing the salary basis, you must enter the exact date it changes.

There are several ways to enter a proposal:

Enter a new amount, or single change amount or percentage – go to step 3
Enter multiple components – go to step 6.

Entering a New Amount or the Amount of Percentage Change

Enter a new salary amount, or the amount or percentage of the proposed change in the Salary Proposal region.
You can select a reason for the overall salary change.
You can approve the proposal, by checking the Approved box, if you have the authority.

Entering Multiple Components

Enter each component of the salary proposal in the Proposal Components region.
Select the reason for the first component of the proposal.
Select either the amount or percentage of the component.
Each percentage is applied to the last approved salary. For example, if the last approved salary is 3000 and there are two components of 10% and 5%, the new amount is 3000 + 300 + 150.

Note: To effect a salary decrease, enter a negative number in the Change Value or Change % field.

Repeat step 6 and 7 to enter each remaining component.
You can approve each component, by checking the Approved box independently. However, none of the approvals go into effect until you approve the overall proposal.

Step 6: Validate Salary Entries

Navigate to View > List > Employees by Element. Query for a particular element and see the details for all employees assigned to this element. You will see that once you assign a salary basis to an employee the salary element that was attached to this basis is automatically assigned to that employee.

Navigate to View > Histories > Salary > Salary Tab. Here again you can view the salary history for an employee.

If you use grade rates, you can view the salaries of all employees on a certain grade receiving a particular salary element, using the View Employee Grade Comparatio window. This window also displays each employee’s salary as a percentage of the midpoint defined for the grade.

Step 7: Approve the Salary

A salary proposal does not go into effect until it receives approval. If you have recorded multiple components of a salary proposal, you can approve each component independently. You can approve components, but you might not be able to approve salaries. This is controlled by a menu function set up by your system administrator. Use the Salary Administration window to approve a salary proposal.

Using the Salary Management Folder, you can select sets of assignments for which you want to enter or approve salary proposals. For each assignment, the folder can display the current approved salary and proposed new salary, including up to ten salary components. This can be done by navigating to People > Salary Management.

Step 8: Salary Review Report

Use this report to see current and past salaries, and salary proposals, for some or all of your employees. You can restrict the employees to those assigned to a selected organization, job, position, or grade. You can also restrict the report to showing only employees receiving the maximum salary for their grade (defined by the grade rate). You can use the report to show all salaries (approved and proposed) or to show unapproved salary proposals only.

Navigate to Processes and Reports > Submit Processes and Reports. Select report “Salary Review Report”.

Step 9: Enter Salary Surveys

The Salary Surveys window enables you to enter salary surveys relevant to your industry. You can record as many different salary surveys as you require by setting up their unique information in the salary survey master data.

Go to Total Compensation > Basic > Salary Survey

Serial Number	Name	Demonstration
1	Survey Name	Any used defined unique name.
2	Survey Company	Select from the LOV. This is a user defined LOV by the name SURVEY_COMPANY.
3	Identifier	Enter the salary survey identifier. This enables you to select only the information relevant to the current survey. Now suppose in this case we have given the identifier as EX for Survey Company name Example. When we define the job or region we will give the name as EXJOB1, so that when we see the LOV for job and region we will see only those relevant information.
4	Survey Type	Enter whether the salary information is annual, monthly, hourly or period. This is based on your enterprise’s salary basis.
5	Base Region	If you require, you can enter information about whether there is a regional or national average.
6	Start Date and End Date	Enter the default start and end date for your salary survey lines. These dates will be used for every salary survey line. However, you can amend the default dates when you enter the salary survey line.
7	Currency	Enter the currency for your salary survey lines. This currency will be used for every salary survey line. However, you can amend the default currency when you enter the salary survey line.
8	Salary Survey Lines	Self-Explanatory. You can enter the information about survey lines.

Step 10: Map Salary Survey

The Map Salary Survey window enables you to map salary survey lines to either jobs or positions.

Navigate to Work Structure > Job > Description > Define Survey Map Tab or Work Structure > Position > Description > Others (B) – Define Survey Mapping\
Optionally, enter the Oracle HRMS location, grade, and organization. This enables you to map your salary survey line to more specific details within your enterprise.
Enter the details of the salary survey line. You can select any of the salary survey lines you have set up from any of the fields.
Map all the salary survey lines you require.
Save your mapping details.

Note: The Map Salary Survey window is a folder. What does this mean? Concept of folder not clear.

How do you correct an approved salary?

The document says:

Query the proposal.
Delete the salary record and enter a new one.

Wage Attachments

Oracle Payroll provides a robust answer to administering wage attachments, a type of involuntary deduction. Oracle Payroll allows you to process details of deductions from employee wages in settlement of court debts, arrears of statutory payments, education loans and so on. Oracle Payroll provides the elements, balances, and formulas that you need for processing wage attachments.

What are the different involuntary deductions for which wage attachments can be administered?

Credit Debt/Garnishments
Bankruptcy Order
Federal Tax Levy (State and Local Tax Levies are not supported by Oracle Payroll).
Federal DCIA Order
Spousal Support Order, Child Support Order, and Alimony
Educational Loan
Employee-Requested Payment

Wage attachments are ended when the court issues a release notice, or in the case of the federal tax levies Form 668-D is received. Oracle Payroll also stops processing wage attachments when the total is reached.

Oracle Payroll gives a quick way to automate and maintain your company's policy of recouping such costs (as court order, garnishment etc) through Wage Attachment Fee Administration.

You can use an external system to manage wage attachments. If you want to make entries from that system into Oracle Payroll for payroll processing, you can use predefined deductions that come with Oracle Payroll.

Once we enter information about the deductions, Oracle payroll generates certain elements with required input values and formulas to support them.

You can date effectively define and maintain which supplemental and imputed earnings should be included as part of disposable income for support orders or other garnishments using Oracle Payroll wage attachment earnings rules.

What are the steps involved in wage attachments?

Creating Wage Attachments

Setting Up Payee Organization

Enter third Party payment Method

Enter Wage Attachment for Employee

Produce a third party check

Besides this we will cover the following things:

Wage Attachment Earning Rules
Wage Attachment Fee Rules
Wage Attachment Exemption Rules
Wage Attachment Limit Rules

Step 1(a): Creating Wage Attachment

GO to Total Compensation > Basic > Deductions

The procedure is same as we defined in Deductions chapter. But we need to define the category as involuntary Deduction.

Step 1(b): Link the element

As soon as we define this deduction, an element is created with the same name as of deduction. Go to Total Compensation > Basic > Link, and link the element as per the requirement.

Step 2: Setting up a Payee Organization

GO to Work Structures > Location
Create a location.
GO to Work Structure > Organization > Description
Create an organization of with following specifications:

Type: Third Party
Organization Type: External
Classification: Payee Organization and enable it.

Step 3: Enter Third party payment Method

Before this step, you should have defined a payment method (Payroll > Payment Method) of type “Third Party” and attached it to payroll (Payroll > Description > Valid payment Methods (B)) to which employee is assigned.
GO to People > Enter and Maintain > Assignment (B) > Others (B) > Pay Method (B).
Create with following specifications:

Choose Name of any third party payment method defined earlier. Else you will not be able to enter the Payee organization details.
Enter the Payee organization name.

Step 4: Wage Attachment for an Employee

GO to People > Enter and maintain > Assignment (B) > Entries (B)
Attach the wage element created when we defined deduction. Fill ion Entry Values especially the Amount/percentage and Payee details.

Step 5: Produce a third party check

GO to Processes and Reports > Submit Processes and Reports
Name of Report: Check Writer
Choose the parameters:

Payment Method: Third Party
Check Style: Third Party Check
Start Check Number: Enter the check number

Taxes

For the correct calculation and reporting of employee and employer tax liabilities at the federal, state and local levels, including Workers Compensation liabilities, you must maintain tax-related information for:

Each GRE (GRE/Legal Entity) included in your Business Group
Your employees
Certain categories of earnings types and deductions.

In US and Canada, Oracle Payroll uses Vertex to maintain tax tables information and to assist in the calculation of specific employer and employee taxes. Vertex is third party tax Software Company. If we are implementing in US, we need to establish a separate license agreement with vertex. During implementation we need to link the vertex element to all the payrolls.

Setting up Tax Information for Employer

Maintaining Employer Tax information is essential for correct calculation of tax liabilities. Employer tax liabilities for

Federal taxes are:
Social Security (FICA-OASDI)
Medicare (FICA-HI)
Federal Unemployment Tax Act (FUTA)

State Taxes:

State unemployment Insurance (SUI)
State Disability Insurance (SDI)

Local Taxes:

Also

If we define new tax categories when defining supplemental or imputed earnings or pre-tax deductions, we need to enter taxability rules for these.
For employees we need to maintain W-4 details.

How to do?

Navigate to Work Structures > Organization > Description > Others (B) and then select Federal, State and Local tax rules. Fill in the information as per given by client. Even I don’t know the intricacies.
Besides there are several other details that need to filled in Others Tab. We need to fill all of these with client’s consultancy.
Several reports need to be submitted to federal or state agencies quarterly or yearly. So we need to enter the “Transmitter” details in organization window
Employers with multiple worksites need to submit a MWS report to Bureau of Labor Statistics. This window is there in others Tab.

Setting Taxability Rules for Earnings and Deductions:

Taxability rules for regular and overtime earnings are pre-defined with oracle payroll. But if we define any Supplemental or Imputed earnings, then we need to define the federal, state and local tax levels for them. Remember Oracle Payroll does not validate Local Tax rules.

Create a new Supplemental Tax Category in US_SUPPLEMENTAL_EARNINGS look up.
Navigate to Total Compensation > Basic > Tax Withholding Rules and select the applicable taxes.

Entering FUTA (Federal unemployment Tax Act) Credits

FUTA is an employer liability that must be reported annually. The US government pays to unemployed people and the various organizations contribute to it. An employer’s FUTA tax rate can be reduced through credits it can take based on amount and timeliness of state unemployment taxes it pays.

We need to enter the FUTA tax rates for federal and state levels.

Navigate to Work Structures > Organization > Description > Others (B). Enter the value for FUTA Override Rate Field and Maximum FUTA Credit% field in Federal and State tax rules respectively.

Setting Employee Tax information

Enter the Employee Tax Information in

People > Enter and Maintain > Assignment (B) > Tax information (B)
People > Enter and Maintain > Assignment (B) > Tax information (B) > State Tax (B)
People > Enter and Maintain > Assignment (B) > Tax information (B) > State Tax (B) > County Tax (B) > City Tax (B)

We can also view Employee tax balances in “View > Tax Balances”.

PAYROLL PROCESSING

Payroll Processing consists of the following steps:

Making one-time changes to earnings/deductions

Create element sets and assignment sets

Submit Payroll Run Request for Regular or Supplemental Run

Making One Time Changes

Entering a Special Input Element

Configuration Steps:

Navigate to the Entry Values Window (N) People > Enter and Maintain > Find employee > Assignment (B) > Entries (B) > Entry Values (B)

Select the appropriate Special Inputs element (for example, Regular Wages Special Inputs). Enter an adjustment value in the Additional Amount field or a replacement value in the Replacement Amount field. For deductions you can also make an entry in the Adjust Arrears input value.

Element Set and Assignment Set

Element Set

In the Element and Distribution Set window, you can select element classifications or individual elements to define a set. There are three types of set:

Customization set: You can use a Customization set to restrict the elements that can be entered or viewed on a configured version of the Element Entries window. You can also select a customization set for element entry using BEE in the Batch Assignment Entry window. In the BEE when you are defining a Assignment Line, you can only see this set if you have defined as customization set here.
Run set: Oracle Payroll users can use a Run set to specify the elements to be processed in a payroll run. If you are creating a Run set for US payroll, you must include the VERTEX recurring element.
Distribution set: Oracle Payroll users can use a Distribution set to define the elements over which the costs of other elements are to be distributed.

Navigate to Payroll > Element Set

Serial Number	Name	Description
1	Name	Enter a unique name for the set.
2	Type	Select the type: Distribution, Run, or Customization.
3	Classification Rules Tab	Select one or more classifications to include. Save the set and close the Element Set window. Now reopen it. The elements in the classifications you choose are now listed in the Elements region. Remember we don’t see secondary classifications here.
4	Exclude Element Tab	If you want to exclude individual elements, place your cursor in the element's row and choose the Exclude Element button.
5	Include Element Tab	If you want to include particular elements from other classifications, choose the Include Element button. Select the element you want to include in the Elements window, and choose the OK button. After you include a particular element, you cannot go to the Classification Rules window and include the classification to which this element belongs.
6	Element Rules Tab	If you want to see a list of the individual elements you have included or excluded from the set, choose the Element Rules button. The Element Rules window is view-only.

Assignment Set

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.

Serial Number	Name	Description
1	Name	Enter a unique name for the set.
2	Payroll	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 do not select a payroll, the formula will select assignments from the whole Business Group. Selecting a payroll is optional.
3	Criteria Tab	In the Assignment Criteria window, enter one criterion in each row, and join the criteria with AND or OR in the Condition field. Field details are as follows: 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. The different operators are Equals (=), Not Equal (!=), Greater than(>), Less than(<), Greater than or Equal to(>=), Less than or Equal to(<=). 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.
4	Generate Tab	Use Generate button to generate the formula once you have defined criteria. You can view and edit the formula in the Formula window. Its name is the same as the assignment set name.
5	Amendment Tab	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.

Running a Payroll

Configuration Steps:

Navigate to the Submit Processes and Reports Window (N) Processes and Reports > Submit Processes and Reports
In the Name field, select Payroll Run. Then enter the Parameters field to open the Parameters window. In the Parameters window, select the payroll.
Select the default consolidation set name for the payroll then select the current payroll period display.

Select the payroll period for the run.
If your legislation supports Regular and Supplemental runs then select R for a Regular run or S for a Supplemental run.
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.
Choose the Submit button.

POST PROCESSING

This unit explains the various post payroll processes that must be completed before you can print deposit advices and cheque.

What are steps we need to follow for post processing?

Pre-payments Process

BACS

Deposit Advice

Cheque Writer

Costing

Transfer to GL

Other Reports

Which are these other reports?

BACS Report (after BACS)
Deposit Advice (after BACS)
Payments Register Report (after Cheque Writer and BACS)
Payroll Activity Report (after Pre-payments)
Payroll Register Report (after Pre-payments)
GRE Totals (after Pre-payments)
UK Gross to Net Summary (after Prepayments)

Running Pre-Payments

This step enables you to allocate employee payments according to the pay methods that have been defined for those employees

Navigate to the Submit Processes and Reports Window (N) Processes and Reports > Submit Processes and Reports
In the Name field, select PrePayments.
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.
Enter the start and end dates of the time span for the prepayments processing to cover.
If required, enter an override payment method. The method you select overrides all other payment methods for this processing.

To make sure the payroll process completes successfully, you can view the results of the concurrent process, by choosing View > Requests from the main menu.

BACS

BACS process produces a file that is sent to a bank or direct deposits. On the payroll process results window this appears as a Magnetic Report

Navigate to the Submit Processes and Reports Window (N) Processes and Reports > Submit Processes and Reports
In the Name field, select BACS. Click in the Parameters field if the Parameters window does not open automatically.
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.
Enter the start and end dates of the time span for the processing to cover.
Optionally, select the name of a payment method of type BACS to use for all the payments resulting from this process run.
Optionally, enter an override deposit date to use for all the payments resulting from this process run.
Choose OK, and submit.

To make sure the BACS process completes successfully, you can view the results of the concurrent process, by choosing View > Requests from the main menu.

Running a Deposit Advice

Navigate to the Submit Processes and Reports Window (N) Processes and Reports > Submit Processes and Reports
Select Deposit Advice in the Name field.
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.
Enter the start and end dates of the time span for the deposit advice to cover.
Choose OK, and submit.

To make sure that the process completes successfully, you can view the results of the concurrent process, by choosing View > Requests from the main menu.

Check Writer

This process produces a cheque file in order for cheques to be printed

Navigate to the Submit Processes and Reports Window (N) Processes and Reports > Submit Processes and Reports
Select Cheque Writer in the Name field.
Select the payroll or consolidation set of the pay processing for which to produce cheques and SOEs (statement of Earnings). If you select a payroll, its default consolidation set displays.
Enter the start and end dates of the time period for which to print the cheques and statements of earnings.
Optionally, select a payment method with the type Cheque to use for all the payments resulting from this process run.
Select the cheque style Payroll Cheque, or, to make payments to third parties, the style Third Party Cheque.
A default sort sequence displays. To add more sort sequences, your MIS staff can modify the Cheque Writer process. Enter the cheque number with which to start this cheque run.
Choose OK, and submit.

To make sure that the process completes successfully, you can view the results of the concurrent process, by choosing View > Requests from the main menu.

Costing

Although you can run the Costing process directly after the Payroll Process, it is usually run after cheques and direct deposits are distributed to employees. The Costing process generates information related to labour costs associated with your employees

Navigate to the Submit Processes and Reports Window (N) Processes and Reports > Submit Processes and Reports
In the Name field, select Costing.
In the Parameters window, select the name of the payroll or consolidation set to run the process. When you select a payroll, its default consolidation set displays.
Enter the start and end dates of the time span for the Costing process to cover.
Choose the Submit button.

To make sure that the process completes successfully, you can view the results of the concurrent process, by choosing View > Requests from the main menu.

Transfer to GL

You can run Transfer to GL after the Costing process. This process sends payroll-costing data to Oracle General Ledger to be imported and allocated to the correct accounts. This process is run depending upon how often accounting needs this information (after every payroll, once a month).

To make sure that the process completes successfully, you can view the results of the concurrent process, by choosing View > Requests from the main menu.

Identifying Exceptions:

Once you have run the above processes you can view the results of pay processes at both the payroll run process level and individual employee assignment level.

Retro Pay

Functional Aspects:

You run the RetroPay process when items affecting pay have to be altered retrospectively, leading to back pay adjustments. You may have to make such adjustments when, for example, pay awards are backdated, or when you receive late notification of changes to element entries that should have changed in the past. Such changes may affect groups of employees or individuals.

The RetroPay process can be run in one of the following ways; depending on which RetroPay process has been enabled in your legislation. Oracle HRMS provides three RetroPay processes:

RetroPay by Aggregate
RetroPay by Run
RetroPay by Element

Note: The following conditions apply:

You cannot have more than one category of RetroPay simultaneously installed in the same legislation.

If you are a UK user, you do not have a choice between RetroPay processes. You must use RetroPay by Element.

If your localization migrates from one category of RetroPay to another category you will not be able to run the new RetroPay process on data that has already been processed by a different RetroPay process. For example, if you move from RetroPay by Aggregate to RetroPay by Element you will not be able to use RetroPay by Element on data that has previously been processed using RetroPay by Aggregate.

The set up steps for RetroPay by Aggregate are similar to those for RetroPay by Run, and they are therefore jointly described. The set up steps for RetroPay by Element differ from those for the other two categories of RetroPay and are therefore separately described.

RetroPay by Aggregate

This combines all backdated adjustments into a single entry for each balance. It does not allow you to see how the effects of backdated changes would be distributed across individual processes. For example, if an employee receives a March salary increase of 100 per month backdated to January, then RetroPay will only calculate the total backpay of 300. It will not allow you to see how the 300 total has been distributed across each of the three months from January to March.

RetroPay by Run

This allows you to see how backdated changes are distributed across individual processes. For example, if an employee receives a March salary increase of 300 backdated to January then RetroPay by Run allows you to see modified process statements for January, February and March. Both RetroPay by Run and RetroPay by Aggregate rerun the payroll calculations for all the periods affected by the retroactive change. This payroll processing is held in memory only and the results are not saved to the database. Instead, the system calculates the difference between the original results and the results using the new information.

This recalculation feeds into a pay balance that you choose. If the changes affect multiple elements or rate values, you may want to recalculate Gross Pay YTD. Alternatively, you may want to recalculate the balance for a single element, for example, Regular Salary YTD.

Another option is to define a new balance and to recalculate for a specific set of elements that feed that new balance.

Configuration Steps:

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

In the Assignment Set window, define the set of employee assignments for which you want to make the payments or reductions.
In the Element Entries window, make the necessary date effective updates to element entry values for each employee assignment in the set.
Make other changes if necessary to salary information or to other database values relevant to the backdated changes.
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 (RetroPay by Run only).
Input values with these names:

Pay value
Start date (not necessary for RetroPay by Run)
End date (not necessary for RetroPay by Run)

In the Element Link window, link the element to each employee assignment in the set.
Create a RetroPay set.
Run the RetroPay request.

To set up RetroPay by Element:

Enter retroactive changes using Date Track
Create assignment and element sets including the assignments and elements for retroactive processing. The element set type is run set.

SETTING UP RETROPAY BY AGGREGATE

Creating a RetroPay Set

The steps for creating a RetroPay set are similar for RetroPay by Aggregate and RetroPay by Run. If a step only applies to one of these RetroPay processes this has been explicitly noted below.

These steps are not applicable for UK users. This is because you do not need to create a RetroPay set for RetroPay by Element.

Payroll > RetroPay Set

S.No.	Field Name	Description
1.	Name	Give a name for the retro pay set
2.	Description	Self explanatory
3.	Balance	Select the balance in which the RetroPay process will create new values. For example, this could be 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 to go through an end of year or similar period where balance totals are reset to zero. If necessary, adjust the balance dimension span to ITD.
4.	Element Name	Select the RetroPay element you have defined to receive the values of the updated balance
5.	Input Value	Select an input value for the element. Normally this will be Pay Value

Running The RetroPay Process

You run the RetroPay processes in the Submit Requests window.

In the Name field, select RetroPay by Aggregate or RetroPay by Run or RetroPay by Element. Note that the following conditions apply to your selection:

You cannot have more than one category of RetroPay simultaneously installed in the same legislation.
If you are a UK user you do not have a choice between RetroPay processes. You must use RetroPay by Element.

In the Parameters window, select the assignment set.
If you are running RetroPay by Aggregate or RetroPay by Run, select the RetroPay set.
If you are running RetroPay by Element then select the Element set.
Enter the start date and end date for which you want the payroll processes to be recalculated. The default end date is the current date. The RetroPay element will be created in the payroll period that the current date falls in.
Choose the Submit button.

Oracle Payroll now rolls back and reprocesses all the payrolls for the assignment set from the date you specified. The system 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. No changes are made to your audited payroll data.

RetroPay Processes in Overlapping Periods

RetroPay processes can be overlapped. For example, you can run RetroPay processes that overlap as follows:

The first RetroPay process is run in September and includes payments backdated to March of the same year

The second RetroPay process is run three months earlier, but it includes payments backdated a further three months. It is therefore run in June and includes payments backdated to January.

Note: Overlapping processes must combine identical categories of RetroPay. This means that if your localization migrates from one category of RetroPay to another category you will not be able to run the new RetroPay process on data that has already been processed by a different RetroPay process. For example, if you move from RetroPay by Aggregate to RetroPay by Element you will not be able to use RetroPay by Element on data that has previously been processed using RetroPay by Aggregate.

Viewing Results

Viewing Process Level Results

Navigate to View > Payroll Process Results. Query for entries.

Assignment Process: Displays process results for individual assignments.
Message: Displays process results for individual assignments.
Costing Breakdown: Opens the Costing Breakdown window, summarizes costing process results. You can only choose this button after running the costing

Process Information: Opens the Assignment Process Information window, where you can view concurrent requests. Each process you run generates a concurrent request

Concurrent: Opens the Requests window, where you can view concurrent requests. Each process you run generates a concurrent request. Viewing Assignment Level Results

Navigate to View > Assign. Processes Results. Query for entries.

Viewing Assignment Level Results

Message: This button opens the View Run Messages window to display any system or Fast Formula messages issued during the payroll run for this.
Run Results: This button opens the Run Results window to show the Pay Value of each element processed for the employee, together with basic information about the element. From the Run Results window, choose the Run Result Value button to view the input values for an element.
Balances: This button opens the Balances window to display balances for employee assignment and the View Earnings and Deductions Balances
Payment Methods: This button opens the Payment Methods window to show the breakdown of pay resulting from the pre-payments process for an employee assignment. It includes the payment amount and status for each payment method on record for the assignment and other payment method information. You can only view this after running Prepayments and the Cheque Writer, electronic transfer, or Cash processes.
Costing: This button opens the Costing window to show complete results of the Costing process for this assignment. You can only view this after running the Costing process
Balance Adjustment: This button opens the Balances window, which provides information on the results of a balance adjustment process. You can only view this after running the Balance Adjustment process
Payment: This button opens the Payments window to show information about payments made by cheque or direct deposit through BACS. You can only view this after running the Cheque Writer, electronic transfer or Cash process
SOE Report: This button opens the Employee Statement of Earnings window, which displays online a Statement of Earnings for a selected employee resulting from a payroll run with a status of Complete

Corrections

Rollbacks, Retries, and Reversals

Once the payroll process and pre-payments have successfully completed, you can correct them in several ways.

Rollback

Use a rollback when you have no need to keep any record that a payroll run occurred When you roll the run back, the process removes all the assignments and the run results You cannot roll back payroll processing for individuals or payrolls if post run processing has already occurred You must rollback each post run process first before rolling back the payroll process. The diagram below explains it more clearly.

Why would you Rollback a payroll run?

You may have accidentally processed employees in a payroll run who should not have been paid at all, or should have been transferred to another payroll
If the wrong group of employees were processed in an assignment set, you can roll back the entire run
You may want to process a run for testing purposes only, examine the results, and then remove all traces of it.
Use rollbacks with caution since it removes the end date (if it is equal to the pay period end date) of a recurring element.

How to do Rollback?

Go to the View > Payroll Process window if you want to rollback a few individuals. Place cursor on the individuals you want to rollback (delete) and select Delete Record from the Edit Menu (or the red “X” from the Toolbar)
Go to the Submit Requests window if you want to roll back an entire payroll or assignment set. Choose the Rollback US Payroll Process, select the run, and submit the process. Go to the View > Assignment Process window if you want to rollback one assignment. Place cursor on the run you want to rollback (delete) and select Delete Record from the Edit Menu (or the red “X” from the Toolbar).

Retry

Use Retry for correcting mistakes shortly after a payroll run finishes. There are two types retries: “Automatic” and “With corrections’. When you mark employee assignments for Retry, the status of the run changes to Incomplete. This status reminds you to correct and rerun an assignment marked for retry.

Automatic Retries: If any of the assignments after a payroll run have an Error status, you can run the Retry US Payroll Process without marking the assignments for retry. You do not have to mark these assignments for retry. The retry process automatically retries those assignments in error.

Retry with Corrections Procedures: The recommended procedure for dealing with retries is to:

Run the payroll and examine the results.
Check any assignments with a status of Error and make the necessary changes
Check the other assignments that are complete and Mark for Retry any that require changes, and make the necessary changes.

Why do you need to Retry?

You may need to retry an entire payroll run if you forgot to modify a formula for an earnings or deduction before starting the run:

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 assignments that were incorrect.

How to Retry?

Retry for an Individual:

Go to the Assignment Process window if you want to retry one assignment. Place cursor on the run you want to retry and select the Retry box

For many employees

Go to the Payroll Process window, if you want to retry a few individuals. Place cursor on the individuals you want to retry and select the Retry box. Run the Retry US Payroll Process on the submit requests window

For Entire Payroll

Go to the Payroll Process window if you want to mark the entire payroll or assignment set for retry: Find the payroll run and select the Retry box. Run the Retry US Payroll Process on the Submit Requests window.

Reversal

Use a Reversal when you need to correct run results for a single assignment after post run actions have already occurred.

How to do Reversal:

Navigate to the Reverse Run Window (N) People > Enter and Maintain > Assignment > Others > Reverse Run.
Select the run you want to reverse. All the payroll runs for the assignment are displayed when you open the window.
Select the Reverse box for the run you want to reverse. The consolidation set for the run automatically displays as the consolidation set for the reversal.
Select a different consolidation set if you want to process the reversal in a different set to the run set.

Go to the Assignment Process Results window if you want to view the reversal for one assignment.

Adjusting Balances

You can navigate to View > Assignment Process Results > Employee Assignment Processes to view balances for an employee.

Balance adjustments can be made to any user balance and to assignment level predefined balances.

For adjusting balance navigate to the Adjust Balance window in HRMS Responsibility (N) Enter and Maintain > Assignment > Others > Adjust Balance.

Quick Pay

Quick Pay enables you to carry out payroll processing for individual employees.

You can use Quick Pay to pay employees who are leaving and who require payment by cash or cheque. If an employee asks you what his or her net pay will be this month, you can run Quick Pay to find the answer, then roll it back to remove all results from the database. If you have a new employee who joins after the payroll run for the current period has taken place, you can run Quick Pay so that you can include the new employee in the consolidation set for batch pre-payments. Once the Quick Pay run has a status of Complete, you can perform post-run processing by including the employee in a consolidation set or by starting the pre-payments from the Quick Pay window.

To run a Quick Pay navigate to the People > Enter and Maintain > Find employee > Assignment (B) > Others (B) > QuickPay (B).

Oracle Application and Cloud HCM

Tuesday 10 January 2017

Step-by-Step Procedure to Implement Oracle Apps Payroll

Table of Contents

INTRODUCTION

PRE PROCESSING

Pre-Processing Flowchart

Key Flexfield Definition

Cost Allocation Flex field

People Group Flexfield

Earnings

Deductions

Element

Element Link

Balances

Fast Formula

Element Entry

Payroll Description

Payment Methods

Consolidation Set

Payroll Description

Absence Management and PTO Accrual Plans

Absence Management

PTO Accruals

Carryover Formulas

Salary Administration

Wage Attachments

Taxes

PAYROLL PROCESSING

Making One Time Changes

Element Set and Assignment Set

Element Set

Assignment Set

Running a Payroll

POST PROCESSING

Running Pre-Payments

BACS

Running a Deposit Advice

Check Writer

Costing

Transfer to GL

Retro Pay

Viewing Results

Viewing Process Level Results

Viewing Assignment Level Results

Corrections

Rollback

Retry

Reversal

Adjusting Balances

Quick Pay

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