As an HR professional, you can process compensation and award actions for employees under different regulatory systems, such as standard Title V systems and alternate Federal HR systems. For example, you can process annual pay adjustments, awards, performance-based pay increases, standard within-grade increases as well as actions such as promotions and changes in grade that result in a change in pay.
When you have a group of employees affected by a pay change, such as an annual or semiannual pay adjustment or the issuance of a new pay table, you can process a mass salary actions to perform standard and percent pay adjustments as well as locality pay adjustments. For special rate tables deletions and terminations, you can process a mass action that updates the affected employee and position records
See: Compensation Actions
In addition to salary change and performance-based pay increases, you can have the application automatically process pay actions that occur periodically, such as step increases for employees (Within Grade Increases and Quality Step Increases).
See: Automatic Within Grade Increase (WGI)
With either manually or automatically processed actions, the application automatically calculates an employee's pay based on regularly updated standard and special rate pay tables.
See: Grades and Their Relationship to Pay
You can view a summary of the compensation an individual receives by reviewing that person's consolidated records using the Managers Views in self-service.
See: Information Overview, Deploy SSHR Capabilitity Guide
In addition to individual RPA and mass actions, Oracle HRMS provides a vehicle repository in which you can store details of company vehicles and private vehicles used for government purposes. Storing this data in a repository removes the need for repetitive and error-prone data entry for each mileage claim.
See: Vehicle Repository
To use compensation and awards to suit your agency's requirements, you need to understand the following key concepts and activities:
Requests for Personnel Actions, Oracle HRMS Configuring, Reporting, and System Administration Guide
The application calculates an employee's pay when you manually process pay-related Request for Personnel Actions or when the application runs automatic actions such as Within-Grade Increases. The RPA automatically calculates the total salary. The application includes the following elements to determine the pay: Basic Pay, Locality Adjustment where applicable, Adjusted Basic Pay, and Other Pay such as Availability Pay, Retention Allowance, and Total Pay.
The application performs automatic pay calculations for salary change actions, actions that change the Pay Rate Determinant, Duty Station, position, step, or rate.
You can process standard Nature of Action awards. For example, you can process cash awards, suggestion and invention awards, time off awards, performance awards, and special act or service awards.
The Person Summary window summaries the employee's current compensation and gives you access to NPAs processed for that person.
Mass actions such as mass salary pay adjustment actions allow HR Specialists to compensate large numbers of employees at a time. You can process pay adjustments for employees on incremental salary tables (grade/step), and pay banded pay tables. When OPM issues changes in locality rates, you can respond in a timely way by processing mass locality pay adjustments. When OPM changes or deletes special rate tables for General Schedule and equivalent pay plans, you can process a mass action that updates the employee and position records to a different pay table.
The product comes with predefined pay plans and valid grade combinations as well as the Office of Personnel Management basic and special pay tables. You can assign salaries using the Request for Personnel Action (RPA).
You can associate salary changes with the results of performance reviews. Using the RPA, you can enter proposed changes to take effect in the future.
You can record the following information:
Registration number
Make and model
Registration date
Engine capacity
List price and value of optional accessories fitted initially and added later
Fiscal rating
Status, and reason for Inactive status
Whether the vehicle can be allocated to multiple users
As an HR manager, you compensate employees by processing individual RPA actions or mass actions. For example, you compensate an individual when you appoint or promote that person, assign other pay such as Availability Pay, and grant an award. When the compensation covers a larger group of people, such as the employees at a specific personnel office, you can process a mass salary action, such as a pay adjustment.
You can process compensation for employees governed by standard and alternate federal HR systems (AFHR). For example, for AFHR employees, you can process award payments, pay adjustments, performance-based increases, and pay reductions.
See: Alternate Federal HR Systems, Oracle US Federal Human Resources Workforce Sourcing, Deployment, and Talent Management Guide
You can also use compensation to recruit, retain, and reward employees by granting:
Award actions to employees and groups of employees
See: Award Actions
Incentives such as Recruitment and Relocation incentives
For example, you can process an incentive payment such as a Recruitment Incentive and specify recurring biweekly payments or nonrecurring installment payments, and record the payment dates and service obligation information.
Pay increases
See: Processing a Mass Salary Pay Adjustments, Health Care Provider Pay Actions
You can view a summary of the compensation an individual receives by reviewing that person's consolidated records using Manager Views in self-service.
See: Information Overview, Deploy SSHR Capabilitity Guide
Federal regulation updates issued by the Office of Personnel Management (OPM) affect how you compensate your employees. For example, the Federal Workforce Flexibility Act (FWFA) contains reforms that affect how you apply special rate schedules, locality pay, and pay retention when calculating an employee's pay. The RPA process captures the information required to calculate an employee's pay based on these regulations.
When you process a salary change action or an automatic Within Grade Increases (WGI) or Quality Step Increases (QSI) for GS and equivalent pay plans, the application automatically calculates the employee's pay based on the FWFA guidelines. For example, the application:
Determines if the person's position or retained grade contains a special rate table
Sets the Pay Rate Determinant based on whether the employee's Locality or Special Rate Supplement entitlements apply
Calculates the Adjusted Basic Pay and applicable Locality or Special Rate Supplements, and
The application calculates the pay increases and awards for retained grade employees assigned to special rate tables against the higher amount (special rate or locality rate) based on their duty station
Assigns the employee and position a default pay table identifier when the special rate table no longer applies
Stores the pay table identifier used to calculate the employee's current pay and PRD values in the US Federal Assignment RPA extra information
When you have a group of employees affected by a pay change, such as an annual or semiannual pay adjustment or the issuance of a new pay table, you can process an appropriate mass salary action to perform a pay adjustment for selected employees.
For employees on incremental salary schedules, you can process a standard pay adjustment and for those employees on pay banded pay tables, a percent increase. When OPM issues new locality rates, you can also process locality adjustments.
See: Processing a Standard Mass Salary Adjustment, Processing a Percent Pay Adjustment, Processing a Locality Adjustment
For General Schedule (GS) and equivalent special rate tables or special rate pay plan, grade, and step combinations that terminate under the Federal Workforce Flexibility Act, you can process a mass action that updates the affected employee and position records.
See: Processing a Pay Table Change Action
Federal agencies must certify their SES and SL/ST performance appraisal systems. After receiving this certification, you can process actions to increase the salary of SES and SL/ST equivalent employees to a higher salary cap level. Business rules apply pay cap checks based upon your agency's level of certification: full, provisional, or none. System administrators can enter and maintain certification information in a table (GHR_PERF_CERT) using an SQL script.
If an employee's Adjusted Basic Salary or Total Salary is over Executive Level III or Executive Level 1 levels, and OPM withdraws your agency's performance appraisal certification, you can neither increase nor reduce the employee's pay until certification again covers the positions occupied by these employees. When you process an individual or mass salary change action, you can identify employees who fall into this category by entering a PRD 2 in their records. The application prevents any increase or reduction to basic salary, and retains the same basic salary in the NPA.
As an HR manager, you often grant awards to individual employees and groups of employees such as individual cash awards and lump sum performance payments. You can grant individual awards or grant awards to several employees at a time by processing a mass action.
When you grant an award you can enter the award amount or specify a percentage of the employee's annual basic pay. If you enter a percentage, the application simplifies the data entry for you. For example, if you process a NOAC 840 Individual Cash Award, after entering a percentage, the application automatically calculates the resulting amount, and upon update, stores the percentage, the amount, and the expiration date of the associated incentives in the Assignment element.
Business rules provide the appropriate checks on the percentage you enter. For employees governed by standard regulatory systems, business rules ensure that amounts fall within the allowable percentage of the employee's basic pay. For example, for Presidential Rank Awards (NOAC 878) for Senior Executive and equivalent pay plans, you can grant lump-sum payment award of up to 35% of the Senior Executive's annual basic pay. For employees governed by alternate federal HR systems (AFHR), the application does not enforce award limits for performance-based pay awards.
You can process performance awards for GS and equivalent pay plans. The application calculates the award for employees on:
Non-pay retention using the Adjusted Basic Pay
Pay retention using the amount for the top step of the employee's assigned grade plus the applicable locality or special rate supplement
(The application compares the locality and special rate supplement and then uses the higher amount in the calculation.)
For retroactive actions, you can enter an award amount to ensure proper calculation.
See: Entering Other Pay and Awards
If you have employees governed by alternate federal HR systems, you can process individual cash awards and lump sum award actions (NOAs 840, 841, 849, 885, 886, and 887). For these AFHR award actions, the application does not limit the award amount or percentage. When processing award actions, you follow the standard procedure, entering an award amount or percentage in the RPA Award window. The application calculates the result based on the adjusted basic pay. If the pay basis is not per annum, the application determines the award salary by converting the adjusted basic pay to an annual amount. Custom hooks enable your system administrator to return calculations for adjusted basic pay and custom awards.
See: Entering Other Pay and Awards
You can process a mass action to grant an award to several employees. Unlike other mass actions such as Mass Transfers that restrict an employee's eligibility for selection to one action, you can select and process multiple awards for the same employee with the same effective date.
When the application updates a Mass Award action to the HR database, you see a summary of the results, including the number of:
Actions successfully updated
Actions where the application could not find a Personnel Office groupbox for the employee's personnelist
The application deselects the record for processing and enters a comment in the Preview/Final window reporting that no groupbox was found. You can then set up the necessary routing and POI groupbox information. As long as you keep the same Mass Award Details, you can resubmit the Mass Award.
Actions where the application encountered as error, such as incomplete information
The application routes the RPAs to the Personnel Office groupbox where the Personnel Office can manually correct and process them.
See: Processing Mass Award Actions
You manage the pay for health care providers by processing the same Nature of Action Code (NOACs) that cover standard employees. In addition to these NOACs, to better recruit and retain qualified staff, you can process special pay for health care providers with two NOACs:
NOAC 850 MD/DDS Special Pay grants special pay amounts to doctors and dentists
NOAC 855 Head Nurse Pay grants special pay (step) increases to nurses
NOACs 850 and 855 do not require customary CPDF processing. The application bypasses the CPDF edits, and the CPDF Dynamics report does not include NOAC 850 and 855 Notification of Personnel (NPA) records.
When you process a NOAC 850, you complete the US Fed MD/DDS Special Pay RPA Extra Information. Considered as non-RPA pay, the application does not change the Basic Pay, Locality Pay, Adjusted Basic Pay, Other Pay, or Total Pay. When you update the RPA, the application stores the special pay information in the MD/DDS Special Pay element.
The NPA reports the To Total Salary as the amount entered in the MD/DDS Total Special Pay Amount of the US Fed MD/DDS Special Pay RPA Extra Information.
NOAC 855 increases a head nurse's pay by one to two steps above the pay plan's current step. If the nurse is at or near the top step of the pay plan, you may have to change the pay plan in the position record. For example, if a nurse's current step in a GS pay plan is 9 and you increase it by two steps, you would need to change the pay plan from GS to GG in the position record
You can also process a NOAC 855 to decrease the pay by one to two steps below the current step. If the decrease in steps returns the head nurse to the standard nurse position and pay table, you must change the pay plan in the position record. For example, if a nurse's current step in a GG pay plan is 11 and you decrease it by one step to 10, you would need to reset the pay plan from GG to GS in the position record.
The application changes the WGI Due Date based on the To Step entered in the RPA. If you process a NOAC 855 that places the employee in a To Step less than 10, the application adjusts the WGI Due Date and WGI Pay Date based on the new waiting periods. If you place the employee in a To Step of 10, 11, or 12, the application updates the WGI Due Date and WGI Pay Date to null (zero).
When the Office of Personnel Management (OPM) authorizes deletions and modifications to pay table, you can address these changes by processing a Mass Salary Pay Table Change Identifier mass action.
See: Processing a Pay Table Change Action
Note: For pay adjustments based on special rate table changes, you process a standard or percent pay adjustment mass action. See: Processing a Mass Standard Pay Adjustment
The Pay Table Change mass action generates RPAs that document the updates to the records, including:
NOAC 800 Change in Data Element action if the PRD changed but not the basic pay values
NOAC 894 Pay Adjustment if the basic pay values changed
The RPA includes the appropriate Legal Authorities and Remarks, but you can modify this information prior to updating the mass action.
On the effective date, the application updates the pay table, pay rate determinant, and the salary fields in the applicable position and employee records:
Position's US Federal Valid Grade extra information
Person's Retained Grade extra information, where applicable
Locality or SR Supplement element with the calculated locality or special supplement amounts
The US Federal Process Log records the results of the mass action. The log lists:
Positions where a default pay table identifier replaces the special rate table identifier that no longer applies
Person records affected by the pay table change and the RPA generated as a result of the mass action
Positions and person records that failed and includes an error message explaining the problem
US Federal HR supports the Federal Wage Flexibility Act (FWFA) reforms that govern how you authorize and administer Recruitment, Relocation, Retention, and Separation Incentive actions. You can grant incentive payments as recurring biweekly payments or nonrecurring installment payments, and also specify payment dates. After updating the actions, managers and employees can view the resulting incentive payments as supplementary earnings in self-service.
The RPA simplifies the process of establishing Recruitment (NOAC 815), Relocation (NOAC 816), and Retention (NOAC 827) incentive grants. An entry window captures the payment options, payment types, and payment dates. The Total Salary field displays the amount of the incentive or, for Retention Incentives, the percent of earned pay. The Remarks section includes details about the payments.
For incentives based on service agreements, you can record the service terms in the US Federal Service Obligation RPA EIT. For biweekly Retention Incentives that require annual review, you can enter the date for that review in the RPA EIT US Federal Retention Incentive.
After updating the RPA, you can correct the resulting NPA and change the incentive amount or percent, but not the payment type or dates. For these you must cancel the original RPA action and process a new action.
See: Processing Recruitment, Relocation, and Retention Incentives
Some agencies require that employees who leave prior to completing their service obligation agreement refund their incentive payments. When you process a separation action, if the employee has pending Recruitment, Relocation, or Retention incentive payments, the application sends a notification to the worklist inbox. You can then review the incentive actions and if required take further steps, such as cancelling the incentive payment action and notifying payroll about the refund owed to the agency.
When you terminate an employee, you can grant a Separation Incentive as a secondary nature of action to the termination action. For example, you can process a dual action that includes a Retirement (NOA 302) and a Separation Incentive (NOA 825). You complete the RPA incentive information using the same Incentive window as the other incentive actions. The Total Salary field displays the amount of the incentive and the Remarks section includes details about the payments.
After updating the RPA, you can correct the resulting NPA and change the incentive amount or payment dates, but not the payment type. To change the payment type, you must cancel the original RPA action and process a new action.
See: Processing Separation Incentive Actions
If you authorize multiple payments or multiple payment types (biweekly and installment or lump sum amounts) with the same RPA action, the application creates multiple assignment elements: recurring elements for the biweekly payments and nonrecurring for the installment and lump sum payments.
The effective dates depend on the type of payment. For recurring payments such as biweekly incentives, the From and To Dates are the dates that you enter in the payment date field and the end date field. For nonrecurring payments such as installment payments, the From Date is the start date of the pay period and the To Date is the end of the pay period in which the authorization is effective.
For example, if you authorize a Retention Incentive with payment option of Installments plus Final Lump Sum and enter percent amounts for two installments with effective dates of 1-May-2005 and 2-October-2005 and a final lump sum for 30 April 2006, the application creates the Retention Incentive non-recurring elements with the following start and end dates:
1-May-2005 to 13-May-2005
2-October-2005 to 15-October-2005
30-April-2006 to 14-May-2006
When a group of employees qualifies for the same type of award, you can process a mass award action for those employees, instead of processing an award action for each individual.
To process a Mass Award
Set up a groupbox, associate that groupbox to a Personnel Office ID, and assign an approving officer.
This setup enables the application to enter the appropriate approval information on the NPA, and route errors and rejected actions to the Personnel Office groupbox responsible for correcting the action.
See: Maintaining Personnel Office ID Information, Oracle HRMS Configuring, Reporting, and System Administration Guide
Display the Mass Awards window.
Complete the Mass Award information, by entering a unique name, a NOA Code, and an effective date for the action.
Complete the Selection Criteria.
Column: Choose the first Criteria on which to base the selection criteria.
Note: The pay plan and Grade or Level used in the selection criteria are taken from the positions' valid grade. (The application does not use the information stored in the Retained Grade record.)
Choose a Relational Operator to broaden or narrow the search.
For example, for a criteria of Pay Plan that does not equal WG, or a Rating of Record that contains Excellent, or an Agency/Subelement Code that contains GS00.
Choose the appropriate Code.
The List of Values includes OPM-mandated codes, for example for the Agency/Subelement Code, as well as those codes defined by your agency. When you enter the Code, the application completes the description field.
Repeat the previous step to specify additional criteria.
Specify additional criteria to further customize the selection of eligible employees. For example, you might specify the employee's Personnel Office ID is 1102, and the Organization they belong to contains Human Resources.
Choose the Award Details button and complete the information.
For cash awards, you can specify a flat amount or percent.
The application calculates the percentage using the Adjusted Basic Pay unless the employee is on pay retention. For pay retention employees, the application bases the pay calculation on the top step of the employee's assigned grade plus any applicable locality or special rate supplement.
For time off awards, you can specify the number of hours granted an employee in the Amount field.
Choose the LACs/Remarks button and choose the applicable Legal Authority Codes and Remarks from the List of Values and enter insertion data, if required.
You can also add Remarks by choosing the ZZZ code. See: Entering Remarks and Legal Authority Codes, Workforce Sourcing, Deployment, and Talent Management Guide
Save your results.
Choose the Preview button to view the run results.
The Preview window lists all employees who meet the selection criteria. Where necessary, you can change the data items for individual employees.
Deselect the employees or vacant position (realignment) to exclude from the mass action.
You can select and deselect multiple records at a time.
To select all the employee records, choose All from the Selection list. You can then manually deselect the records that you do not want the application to process.
To deselect all the employee records, choose None from the Selection list. You can then manually select the records that you want the application to process.
To have the application select a few records from the list of retrieved employee records, deselect the records you want processed. Choose Invert from the Selection list. The application selects the previously deselected records, and deselects the remaining records.
The application displays the comments field where you can enter a reason for excluding that person or position. See: Deselecting Employees from Mass Actions, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide
Save your results.
When you are ready to run the final results, choose the Execute button on the Final Mass Awards window.
The application immediately updates Mass Awards that have a current or retroactive effective date, and updates Mass Awards that have a future effective date when the effective date is reached.
Upon update to the HR database, the application enters the appropriate information in the employee's Assignment Element Entries window. You can also view the award information using the Person Summary window.
See: Running the Final Mass Action, Workforce Sourcing, Deployment, and Talent Management Guide
Print the required reports.
You can print a list form of all employees or individual NPAs in either list or standard form.
See: Printing Mass Action Reports, Workforce Sourcing, Deployment, and Talent Management Guide
As with all mass actions, after the Mass Award is updated to the HR database, you can process a Cancellation or Correction for individual employees, but you cannot cancel or correct the Mass Award action itself.
You can process an Award action for those ex-employees who earned an award for services performed prior to their separation date.
Use the RPA window.
To process an award
Initiate an Award/One Time Payment RPA.
Date track to a date equal to or earlier than the ex-employee's date of separation.
You can only process RPA actions for active employes, so to locate the employee record, you must date track the RPA to the separation date or an earlier date.
In the Last Name field, enter the ex-employee's name.
An effective date equal to or earlier than the ex-employee's date of separation.
Continue to complete the RPA, entering the NOAC, Legal Authority on the Requesting Info region.
See: Processing a Request for Personnel Action, Workforce Sourcing, Deployment, and Talent Management Guide
Choose the Positions Data tab to display that region, and click the Award field to open the Award dialog box.
Enter a dollar amount or a percentage.
Note: When you enter the data, make sure that your Unit of Measure (UM) is M.
Save your work.
Choose the Extra Information button to display the Extra PA Information Request window.
Select the US Fed Award and Bonus Information. Click in the Details field to display the segments.
Enter the appropriate data for the segments.
Note: The date for the Date Ex-Employee Award Paid must be equal to or greater than the ex-employee's separation date.
Save your work and continue to process the RPA as you would normally, obtaining approvals and updating the completed RPA to the HR database.
When you print the NPA, the application uses the date you entered in the Date Ex-Employee Award Paid field for the printed NPA's effective date. If you did not enter a value for this field, the application uses the RPA's effective date for the printed NPA.
You process an RPA to grant employees awards and bonuses and other pay, such as Availability Pay (AP), Administratively Uncontrollable Overtime (AUO), and Supervisory Differential. After you update these pay actions, the application lists the separate other pay elements and the Other Pay element (the sum of the separate elements) in the employee's Assignment Element Entries window.
To enter an Other Pay amount in an RPA
Click the Other Pay field.
In the Other Pay window, enter the appropriate pay information:
For Supervisory Differential, enter a dollar amount or a percentage.
Supervisory Differential is subject to maximum earning pay caps.
See: Pay Calculations on an RPA, Workforce Sourcing, Deployment, and Talent Management Guide
For AUO or Availability pay, enter the Premium Pay Indicator and the application calculates the appropriate amount.
To enter an Award amount in an RPA
Click the Award field.
In the Award window, enter a dollar amount or a percentage.
When you enter the data, choose M for the Unit of Measure (UM).
For information about processing award actions for ex-employees, see Processing Awards for Ex-Employees
To terminate Other Pay for Supervisory Differential
Process a NOAC 810 Chng in Allowance/Differential.
In the Other Pay window, enter a zero for the amount or remove the existing amount, and click OK.
Continue routing, approving, and updating the RPA according to your agency's practices.
To terminate AUO or Availability Pay
For AUO or Availability Pay, process a NOAC 818 or 819 action.
In the Other Pay window, remove the Premium Pay Indicator, and click OK.
Continue routing, approving, and updating the RPA according to your agency's practices.
You can authorize Recruitment (NOAC 815), Relocation (NOAC 816), or Retention (NOAC 827) incentive grants for employees and capture information such as:
Payment options, payment types, and payment dates
Service obligation dates
Annual review dates for Retention incentives
If an employee separates, you determine whether to authorize any part of the incentive already paid or pending, and then cancel or reprocess the action accordingly.
See: Incentive Payment Actions
Use the RPA window.
To process a Recruitment, Relocation, or Retention Incentive
Initiate an incentive RPA: Recruitment (NOAC 815), Relocation (NOAC 816), or Retention (827).
On the Requesting Info tab, enter the effective date, employee's name, the nature of action code, and the legal authority code.
On the Position Data tab, click the Total Salary field to display the Incentive window.
Select a Payment Option.
In the Incentive region, select a payment category.
The payment option you selected previously determines the choice of payment categories.
For Relocation and Recruitment incentives, enter an amount and payment date.
If you are processing a biweekly payment, enter the date the last payment occurs.
For Retention Incentives, enter a percentage of the earned pay and the payment date.
If you are processing a biweekly payment, with a service obligation, enter the date the last payment occurs. Biweekly payments without a service obligation do not require an end date because they are on-going payments.
For Relocation and Recruitment incentives, add the total of all the biweekly payments to the Total Amount field.
The application does not automatically calculate the biweekly payments, but does automatically calculate the total for the lump sum and installment amounts. Enter the total for the biweekly payments or revise the existing total to include the biweekly total.
Save your work.
You must complete the information in the Incentives window before you can save or route the RPA.
Click Extra Information and complete the RPA EIT information:
For incentives that involve a service agreement, complete the RPA EIT US Federal Service Obligation.
For ongoing biweekly Retention Incentives (no payment end date entered in the Incentives window), enter an annual review date in the RPA EIT US Federal Retention Incentive.
Complete, route, approve, and update the action according to your agency's practices.
After you update the RPA, the NPA displays the Recruitment or Relocation amount or the Retention percent in the Total Salary field. The Remarks section includes details about the payments, such as the payment amounts and payment dates. The application creates recurring and non-recurring assignment elements based on the type of payment categories you authorized.
The resulting incentive payments are listed as supplementary earnings in self-service. Managers and employees with access to self-service can view these earnings.
You can correct the NPA, but only the incentive amount or percentage, not the payment type or dates. (You must cancel the original RPA action and process a new action.) The NPA does not include service obligation information, so you can correct that information directly in the Person US Federal Service Obligation EIT.
To terminate a Retention Incentive
Initiate a Retention NOAC 827 action for the employee.
On the RPA Requesting Info tab, enter the effective date, the employee's name, the 827 nature of action code, and the Legal Authority Code.
On the Position Data tab, place your cursor in the Total Salary (block 20) field to open the Incentives window.
Select Payment Option B, Biweekly Payments.
The application automatically populates 0 (zero) in the Total Amount field of the Incentives window.
Save your work.
Complete, approve, and update the action according to your agency's practices.
The existing Retention Incentive Assignment Element is end-dated with the effective date of the RPA.
When you terminate an employee, you can process a dual action and grant a Separation incentive as the second nature of action. You can grant Separation incentives as recurring biweekly or nonrecurring installment payments and specify the payment dates.
See: Incentive Payments
Use the RPA window.
To process a Separation incentive
Initiate an RPA action that terminates the employee's assignment.
On the Requesting Info tab, enter the effective date and the employee's name.
Enter the first nature of action code for the termination action and its legal authority code.
Enter the second nature of action code for the Separation incentive (NOA 825) and its legal authority code.
On the Position Data tab, click the Total Salary field to display the Incentive window.
Select a Payment Option.
The application automatically enters the incentive category and start date, which you can change.
For a lump sum payment, enter an amount.
The application automatically enters this amount in the Total Amount field.
For installment payments:
Enter the first amount.
Click the next row to have the application automatically enter the second installment category and payment date. Enter the second installment amount.
The application automatically calculates the two installment payments and enters the total in the Total Amount field.
For biweekly payments:
Enter the amount distributed for each biweekly payment.
The application automatically enters the payment date for the first biweekly payment (start date of the next pay period).
In the End Date field, enter the last day of the pay period for the last biweekly period.
Calculate the total for of all biweekly payments and enter that result in the Total Amount field.
Save your work.
You must complete the information in the Incentives window before you can save or route the RPA.
Complete, route, approve, and update the action according to your agency's practices.
After you update the RPA, the NPA displays the Separation Incentive amount in the Total Salary field. The Remarks section includes details about the payments, such as the payment amounts and payment dates. The application creates recurring and non-recurring assignment elements based on the type of payment categories you authorized. The element start date is the RPA effective date. The input values for the element entries capture the payment start and payment end dates.
Note: You can correct the NPA, but only the incentive amount and payment dates, not the payment type. (You must cancel the original RPA action and process a new action.)
You can process special pay amounts for doctors and dentists who are eligible for the premium pay by processing a NOAC 850 MD/DDS Special Pay RPA. Upon update, the application stores the information in the MD/DDS Special Pay element.
Use the RPA window to process premium pay for doctors and dentists.
To process a NOAC 850
Choose Request for Personnel Action Salary Change MD/DDS Nurse Pay.
Follow the usual steps for entering the employee's name and effective date.
See: Processing an RPA, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide
In the NOA Code field Choose 850 from list of values.
The application enters the appropriate Legal Authority and Remark codes.
See: Processing an RPA, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide
Choose the Extra Information button to save your work and display the list of flexfields. Select US Fed MD/DDS Special Pay Extra Information type and click in the Details field to display the flexfield.
Enter the amounts in each of the fields. The application displays the total in the MD/DDS Total Special Pay field.
In the MD/DDS Special Pay NTE date field, enter the not-to-exceed date.
In the Premium Pay Indicator field, select the appropriate value. Choose the OK button to save your work and close the extra information flexfield window to return to t he RPA window.
Follow the usual steps for saving, routing, approving, and updating the RPA.
See: Processing an RPA, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide
To update the pay amount
Process a NOAC 850 for the employee.
Navigate to the US Fed MD/DDS Special Pay RPA Extra Information and in the appropriate fields overwrite the current amount with the revised amount.
The application displays the recalculated MD/DDS Total Special Pay.
Complete, approve, and update the RPA.
Upon update to the HR database, the application updates the MD/DDS Special Pay element with the new value.
To stop the pay amount
Process a NOAC 850 for the employee.
Navigate to the US Fed MD/DDS Special Pay RPA Extra Information and overwrite the current amount with a null (zero) amount.
Complete, approve, and update the RPA.
Upon update to the HR database, the application terminates the MD/DDS Special Pay element as of the RPA effective date.
You can process NOAC 855 Head Nurse Pay to grant special pay to nurses (up to two steps) or to return a head nurse to a standard nurse position and pay table.
When you update a NOAC 855, the application changes the WGI Due Date based on the To Step entered in the RPA. If you process a NOAC 855 that places the employee in a To Step less than 10, the application adjusts the WGI Due Date and WGI Pay Date based on the new waiting period. If you place the employee in a To Step of 10, 11, or 12, the application updates the WGI Due Date and WGI Pay Date to null (zero).
If you process a NOAC 855 and the step increase exceeds the tenth step of the GS pay plan schedule, the application automatically populates the correct change of pay plan GG. When you update the RPA, the application changes the pay plan for you in the Position US Federal Valid Grade extra information. Conversely, if the step drops to 10 or below, upon update, the application updates the US Federal Valid Grade extra information with the correct GS pay plan.
Use the RPA window.
To process a NOAC 855
Choose Request for Personnel Action Salary Change MD/DDS Nurse Pay.
Follow the usual steps for entering the employee's name and effective date.
See: Processing an RPA, Workforce Sourcing, Deployment, and Talent Management Guide
In the NOA Code field, choose 855 from the list of values.
The application enters the appropriate Legal Authority and Remark codes.
See: Processing an RPA, Workforce Sourcing, Deployment, and Talent Management Guide
Choose the Extra Information button to save your work and display the list of flexfields. Select US Fed Benefit Premium Pay Ind and click the Details field to display the flexfield.
Select the appropriate Premim Pay Indicator from the list of values and choose the OK button.
Navigate to the Position tab and enter the To Step.
If the step places the employee on a step that exceeds the maximum step of the current grade and pay plan, change the pay plan.
Follow the usual steps for authorizing, routing, approving, and updating the RPA.
If the step increase or decrease results in a pay plan change, upon update, the application updates the Position Valid Grade extra information with the appropriate pay plan and step information and validates the position.
See: Processing an RPA, Workforce Sourcing, Deployment, and Talent Management Guide
The Office of Personnel Management (OPM) established the Nature of Action Code (NOAC) 817 Student Loan Repayment action so that agencies could repay Federally insured student loans as a recruitment or retention incentive for highly qualified candidates and employees. Using an RPA, you can process a NOAC 817 as an annual lump sum net payment or recurring payroll payment. The application includes the NOAC 817 NPAs in the Central Personnel Data File (CPDF) Dynamics report that you produce and submit to the OPM.
Use the RPA window to process Student Loan Repayment actions.
To process a Student Loan Repayment
Choose Student Loan Repayment from the list of RPA actions in the Navigator.
The application populates the NOA Code 817. This NOAC has no associated Legal Authority Codes, but you can enter use the Remarks ZZZ to enter agency Remarks that accompany the action.
Choose a Routing Group, if necessary.
Select the last name of the person from the list of values.
Enter an Effective Date and complete the remainder of Part A-Requesting Office according to your agency's practices.
Navigate to the Position Data tab and click the Award field to display the Award dialog. Enter a whole dollar amount and choose the OK button.
Choose the Extra Information button to save the information you have entered so far and display the list of flexfields. Select the Student Loan Repayment flexfield.
In the Repayment Schedule field, select Lump Sum or Recurring.
In the Review Date field, enter the date on which the agency reviews the authorization and choose the OK button.
Continue to process the RPA as usual, authorizing, approving, and updating the action.
See: Processing an RPA, Workforce Sourcing, Deployment, and Talent Management Guide
Upon update to HR, the application creates and updates the Student Loan Repayment Lump Sum or Recurring element based on the type of payment you selected.
If later you want to change the type of payment, you must cancel the original action and process a new action. If you change the amount through a Correction action, and the amount is less than the amount already paid to the employee, then you may need to make an appropriate pay adjustment. If the corrected amount is greater than the amount paid, then the payments continue until the newly authorized amount is met.
To change the Review Date, you can process a new NOAC 817 or change the Review Date segment of the Student Loan element in the Assignment Element Entries window.
These authorization are only good for one calendar year. They automatically expire each December 31st. A new authorization must be entered each year for continuing payment. A
When you navigate to any of the Mass Salary Preview or Final windows, the Find window automatically displays in front of it. You can start a new action by clicking the New button or query an existing action by entering criteria.
Use the Find Mass Salary window to query an existing mass salary action.
To query a mass salary action
Do one or a combination of the following. Enter:
A full or partial query on the mass salary name
Pay Table ID
Effective Date
Click the Find button.
Note: If you choose Find without entering any search criteria, the Mass Salary window is displayed with the first record shown. You can use the Down Arrow key to display the next record.
If one action meets the criteria, the application displays this record immediately; otherwise, you see a window that lists the results.
Select the mass salary action from the list and click OK.
When you have a group of employees affected by a pay change such as an annual or semiannual pay adjustment or the issuance of a new pay table, you can process a Mass Standard Pay Adjustment action for employees on incremental salary schedules (match pay tables). For employees on pay banding schedules, you process a Mass Percentage Pay Adjustment.
See: Processing a Mass Percentage Pay Adjustment
Use the Mass Salary Standard Pay Adjustment window to process a pay adjustment action.
To process a Mass Standard Pay Adjustment action
In the Find Mass Salary window, choose New to start a Mass Salary action, or query an existing action.
Enter the criteria: a unique name, the Pay Table ID, the Effective Date, and the Order or Directive and date that authorized the Mass Salary action.
Additional Information: You can run only one mass salary action for a given employee on the same effective date.
You can choose a pay table that came with the product or one defined by your agency.
As Additional Criteria, choose the Organization, Agency Code, Subelement Code, Personnel Office ID, and Duty Station from the list of values for each field.
Note: The volume of records affects the amount of time it takes to display the Preview run results. You can shorten this time by processing employees in batches. Enter Additional Criteria to restrict the selection.
Enter the Pay Plans and Pay Rate Determinant codes (PRDs) that apply to the pay table and the salary adjustment.
Save your results.
The Status field indicates the phase of the process. The status is Unprocessed until you execute the action (Submitted) and the application creates an RPA (Processed). If there is an error in executing the action, the Status field changes to Error.
See: Error Handling, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide
If you require additional LACs/Remarks, other than those specified by OPM for annual pay adjustment actions, click LACs/Remarks. Select the applicable Legal Authority Codes and Remarks from the list of values.
You can also insert Remarks by choosing the ZZZ code.
See: Entering Remarks and Legal Authority Codes, Oracle HRMS Workforce Sourcing, Deploment, and Talent Management Guide
Choose Preview to view the run results.
The Preview window lists all employees who meet the criteria as of the effective date, displaying old and new pay information, including the pay table identifier used for the pay calculation.
The application also lists employees on Retained Grade, determining their eligibility based on the PRD and Retained Grade Pay Plan.
Note: If an employee's retained grade pay table corresponds to the selected pay table, but the employee's retained grade expires before the effective date of the pay adjustment, the US federal process log lists the record. After reviewing the entry, if appropriate, terminate the employee's grade retention and establish the pay retention or other entitlement, and then manually process an RPA pay adjustment for that person.
If the amount that the employee is entitled to receive exceeds the salary pay cap, the application sets the Total New Salary at the capped limit and displays a message in the Comments field.
See: Maximum Earning Calculations, Workforce Sourcing, Deployment, and Talent Management Guide
Deselect the employees to exclude from the mass action.
You can select and deselect multiple records at a time:
To select all the employee records, choose All from the Selection list. You can then manually deselect the records that you do not want the application to process.
To deselect all the employee records, choose None from the Selection list. You can then manually select the records that you want the application to process.
To have the application select a few records from the list of retrieved employee records, deselect the records you want processed, and choose Invert from the Selection list. The application selects the previously deselected records, and deselects the remaining records.
The application displays the comments field where you can enter a reason for excluding that person or position.
See: Deselecting Employees from Mass Actions, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide
Save your results.
When you are ready to run the final results, click Execute from the Final Mass Salary window.
Note: Alternatively, you can execute the actions from the Concurrent Manager, as described in Running the Final Action, Workforce Sourcing, Deployment, and Talent Management Guide
On the effective date, the application updates the database with the new pay information. If more than one salary action occurs on the same effective date for an employee, the application processes the NOAC with the highest priority and returns the other NOACs to the person who submitted the RPA for update to the database.
See: Order of Processing, Oracle HRMS Configuring, Reporting, and System Administration Guide
For current and retroactive actions, you may wish to update the RPAs to the database before your normally scheduled Process Future Dated RPA concurrent manager process runs, so that users can begin processing actions based on the new values in the employee records.
See: Scheduling Future Dated RPA Actions, Oracle HRMS Enterprise and Workforce Management Guide
Print the required reports.
You can print a list form of all employees or individual Notifications of Personnel Action in either list or standard form.
See: Printing Mass Action Reports, Oracle HRMS Configuring, Reporting, and System Administration Guide
Increasingly HR administrators pay federal employees based on pay for performance systems and not on incremental salary schedules based on pay plan, grade and step. To further support pay adjustments for these employees and for employees paid by the Senior Executive Service (SES) Performance Based Pay System, agencies can grant percentage increases as a mass pay adjustment. Where there is more than one grade for a given pay plan, HR administrators can specify different percentages for each grade.
Use the Mass Salary Percent Pay Adjustment window to process a percent pay adjustment action.
To process a Mass Percent Pay Adjustment
In the Find Mass Salary window, choose New to start a Mass Salary action, or query an existing action.
Enter the criteria: a unique Name, the Pay Table ID, the Effective Date, and the Order or Directive and date that authorized the Mass Salary action.
You can choose a pay table that came with the product or one defined by your agency.
As Additional Criteria, choose the Organization, Agency Code, Subelement Code, Personnel Office ID, and Duty Station from the list of values for each field.
Note: The volume of records affects the amount of time it takes to display the Preview run results. You can shorten this time by processing employees in batches. Enter Additional Criteria to restrict the selection.
Enter the Pay Plans, Pay Rate Determinant codes (PRDs), and the Percent increase that applies to the pay table and the salary adjustment.
To specify different percentages for each grade
If the overall percent does not apply to each grade for the Pay Plan/Pay Rate Determinant, you can enter separate percent increases for each grade.
Click Grade/Percent to display the grade percent details for the pay plan.
Enter a different percent for the applicable grades, and click OK.
After you display the Grade/Percent dialog, you can no longer change the value in the Increase Percent field.
Save your results.
Click LACs/Remarks and select the applicable Legal Authority Codes and Remarks from the list of values.
You can also insert Remarks by choosing the ZZZ code.
See: Entering Remarks and Legal Authority Codes, Oracle HRMS Workforce Sourcing, Deploment, and Talent Management Guide
Click Preview to view the run results.
The Preview window lists all employees who meet the criteria as of the effective date, displaying old and new pay information, and the pay table identifier used to calculate the pay.
The application also lists employees on Retained Grade, determining their eligibility based on the PRD and Retained Grade Pay Plan.
Note: If an employee's retained grade pay table corresponds to the selected pay table, but the employee's retained grade expires before the effective date of the pay adjustment, the US federal process log lists the record. After reviewing the entry, if appropriate, terminate the employee's grade retention and establish the pay retention or other entitlement, and then manually process an RPA pay adjustment for that person.
If an employee qualifies for a different percent increase, you can override the default percent entered in the criteria with the appropriate percent in the Preview window.
If the amount that the employee is entitled to receive exceeds the salary pay cap, the application sets the Total New Salary at the capped limit and displays a message in the Comments field.
See: Maximum Earning Calculations, Workforce Sourcing, Deployment, and Talent Management Guide
Deselect the employees to exclude from the mass action.
You can select and deselect multiple records at a time:
To select all the employee records, choose All from the Selection list. You can then manually deselect the records that you do not want the application to process.
To deselect all the employee records, choose None from the Selection list. You can then manually select the records that you want the application to process.
To have the application select a few records from the list of retrieved employee records, deselect the records you want processed, and choose Invert from the Selection list. The application selects the previously deselected records, and deselects the remaining records.
The application displays the comments field where you can enter a reason for excluding that person or position.
See: Deselecting Employees from Mass Actions, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide
Save your results.
The Status field indicates the phase of the process. The status is Unprocessed until you execute the action (Submitted) and the application creates an RPA (Processed). If there is an error in executing the action, the Status field changes to Error.
See: Error Handling, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide.
When you are ready to run the final results, click Execute from the Final Mass Salary - Percent Pay Adjustment window.
Note: Alternatively, you can execute the actions from the Concurrent Manager. See: Running the Final Action, Workforce Sourcing, Deployment, and Talent Management Guide
On the effective date, the application updates the database with the new pay information. If more than one salary action occurs on the same effective date for an employee, the application processes the NOAC with the highest priority and returns the other NOACs to the person who submitted the RPA for update to the database.
See: Order of Processing, Oracle HRMS Configuring, Reporting, and System Administration Guide
For current and retroactive actions, you may wish to update the RPAs to the database before your normally scheduled Process Future Dated RPA concurrent manager process runs, so that users can begin processing actions based on the new values in the employee records.
See: Scheduling Future Dated RPA Actions, Oracle HRMS Enterprise and Workforce Management Guide
Print the required reports.
You can print a list form of all employees or individual Notifications of Personnel Action in either list or standard form.
See: Printing Mass Action Reports, Oracle HRMS Configuring, Reporting, and System Administration Guide
When the Office of Personnel Management issues changes to locality rates, you can process a Mass Locality Adjustment for employees who occupy positions located in affected locality pay areas and whose basic salary remains unchanged. When you process a locality adjustment, the pay calculation applies the new locality percentage using the existing basic salary value to calculate the locality amount. The Senior Executive Service members are ineligible for Locality Pay and the Preview window does not list these employees.
Use the Mass Salary Locality Adjustment window to process a locality adjustment action.
To process a Mass Locality Adjustment
In the Find Mass Salary window, click New to start a Mass Salary action, or query an existing mass salary action.
Enter the criteria: a unique Name, Effective Date, and applicable Locality Area.
The list of values for Locality Pay Area Code contains the Locality Pay Areas available as of the effective date. You can select a locality pay area code between 02 and 98.
As Additional Criteria, choose the Organization, Agency Code, Subelement Code, Personnel Office ID, and Duty Station from the list of values for each field.
Note: The volume of records affects the amount of time it takes to display the Preview run results. You can shorten this time by processing employees in batches. Enter Additional Criteria to restrict the selection.
Save your results.
The Status field indicates the phase of the process. The status remains Unprocessed until you execute the action (Submitted) and the application creates an RPA (Processed). If there is an error in executing the action, the Status field changes to Error.
See: Error Handling, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide.
Click LACs/Remarks and select the applicable Legal Authority Codes and Remarks from the list of values.
You can also insert Remarks by choosing the ZZZ code.
See: Entering Remarks and Legal Authority Codes, Oracle HRMS Workforce Sourcing, Deploment, and Talent Management Guide
Click Preview to view the run results.
The Preview window lists all employees who meet the criteria as of the effective date, displaying old and new pay information for them and the pay table identifier used to calculate the pay. The application also lists employees on Retained Grade, determining their eligibility based on the PRD and Retained Grade Pay Plan.
If the amount that the employee is entitled to receive exceeds the salary pay cap, the application sets the Total New Salary at the capped limit and displays a message in the Comments field.
See: Maximum Earning Calculations, Workforce Sourcing, Deployment, and Talent Management Guide
Deselect the employees to exclude from the mass action.
You can select and deselect multiple records at a time:
To select all the employee records, choose All from the Selection list. You can then manually deselect the records that you do not want the application to process.
To deselect all the employee records, choose None from the Selection list. You can then manually select the records that you want the application to process.
To have the application select a few records from the list of retrieved employee records, deselect the records you want processed, and choose Invert from the Selection list. The application selects the previously deselected records, and deselects the remaining records.
The application displays the Comments field where you can enter a reason for excluding that person or position.
See: Deselecting Employees from Mass Actions, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide
Save your results.
When you are ready to run the final results, click Execute button the Final Mass Salary window.
Additional Information: Alternatively, you can execute the actions from the Concurrent Manager, as described in Running the Final Action, Workforce Sourcing, Deployment, and Talent Management Guide
On the effective date, the application updates the database with the new pay information. If more than one salary action occurs on the same effective date for an employee, the application processes the NOAC with the highest priority and returns the other NOACs to the person who submitted the RPA for update to the database.
See: Order of Processing, Oracle HRMS Configuring, Reporting, and System Administration Guide
For current and retroactive actions, you may wish to update the RPAs to the database before your normally scheduled Process Future Dated RPA concurrent manager process runs, so that users can begin processing actions based on the new values in the employee records.
See: Scheduling Future Dated RPA Actions, Oracle HRMS Enterprise and Workforce Management Guide
Print the required reports.
You can print a list form of all employees or individual Notifications of Personnel Action in either list or standard form.
See: Printing Mass Action Reports, Oracle HRMS Configuring, Reporting, and System Administration Guide
To move Senior Executive Service employees from a matching pay plan to a pay range pay table, you run the Proces SES Pay Table Conversion concurrent manager process. The process moves employees from the Oracle US Federal Standard Pay Table (0000) to the Senior Executive Service (ESSL) pay table, and then automatically initiates a pay adjustment NOAC 894 for each affected employee.
See: Compensation Actions
To convert positions to a different pay table
In the Submit Requests window, choose Process SES Pay Table Conversion from the Name field.
Click Submit.
Repeat these steps to convert the positions for each of your business groups.
Periodically OPM issues new pay tables, such as a Federal Wage System regional pay schedules. In response, HR administrators must move affected employees from the current pay table to the new one. The process involves:
Updating the position records and where applicable retained grade records
Processing a NOAC 894 Pay Adjustment action for each employee or a Mass Salary action to convert several employees at once
Note: To ensure that the pay table changes occur on the same date, use the same effective date when updating the position records, retained grade records, and pay adjustment action
To move multiple employees to a new pay table
Update the Position record
Display the Position window, query the position, and set your effective date to the date the new pay table begins.
Click Extra Information, and select US Federal Valid Grade Info.
In the Valid Grade field, select the appropriate grade and step from the list of values.
In the Pay Table ID field, select the new pay table from the list of values.
Click OK.
In the Extra Position Information window, click Validate.
Save your Position record.
Repeat these steps for each position that you need to convert to the new pay table.
Update the Person's Retained Grade record
Display the Person window, query the employee, and set your effective date to the date the new pay table begins.
Click Extra Information and select US Federal Retained Grade Record.
In the Retained Pay Table ID field, select the new pay table from the list of values.
Click OK.
Save the person record.
Repeat these steps for each person whose retained grade record you need to convert.
See: Retained Grade Actions, Oracle HRMS Enterprise and Workforce Management Guide
Process a Mass Salary pay adjustment
In the Mass Salary window, enter an effective date that corresponds to the start date of the new pay plan.
In the Pay Table ID field, enter the new pay table.
Complete the Mass Salary action following the usual steps.
See: Processing a Mass Salary Action
When you execute the Mass Salary, the NPA displays the From pay table values one day prior to the effective date of the pay adjustment action, and the To pay values based on the new pay table information.
To move individual employees to a new pay table
Select a Salary Change Pay Adjustment action from the Navigator.
In the RPA window, query the employee whose pay table is changing.
Enter an effective date that corresponds to the start of the new pay table.
Click Others and select Position Extra Information. Click OK.
In the Extra Position Information window, select US Federal Valid Grade Info.
In the Valid Grade field, select the appropriate grade and step from the list of values.
In the Pay Table ID field, select the new pay table from the list of values.
Click OK.
In the Extra Position Information window, click the Validate button.
Save your Position record.
Return to the RPA and click Refresh to update the To Information.
If necessary, change the To Step information.
Complete the RPA and route it following your agency's practices.
See: Processing an RPA, Workforce Sourcing, Deployment, and Talent Management Guide
When a pay table ends or no longer covers the employee's pay plan, grade, step, and Duty Station location, you can update the pay table, pay rate determinant, and the salary fields of the affected position and employee records using a mass process. The mass process generates RPAs that document the resulting changes to the person records.
Use the Mass Salary Pay Table Identifier Change window to update employee and vacant position records from the deleted or changed special rate table to a default Oracle US Federal pay table.
To process a Pay Table Identifier Change action
In the Find Mass Salary window, choose New to start a Mass Salary Pay Table Identifier Change action, or query an existing action.
Enter the criteria: a unique name, the Pay Table ID, the Effective Date, and the Locality Area.
The first time that you process the pay table identifier change, set the effective date of the action to May 1, 2005 to ensure that you update all applicable employees and retained grade employee records.
As Additional Criteria, choose the Organization, Agency Code, Personnel Office ID, and Duty Station from the list of values for each field.
Note: The volume of records affects the amount of time it takes to display the Preview run results. You can shorten this time by processing employees in batches. Enter Additional Criteria to restrict the selection.
Enter the Pay Plans and Pay Rate Determinant codes (PRDs) that apply to the pay table and the salary adjustment.
If you are terminating the special rate table, to process all affect PRD records, choose All from the PRD list.
If the termination or change does not apply to each grade for the Pay Plan/Pay Rate Determinant, you can specify the applicable grade. Click Grade/Level to display the grade details, and enter a different grade.
Save your results.
The Status field indicates the phase of the process. The status is Unprocessed until you execute the action (Submitted) and the application creates an RPA (Processed). If there is an error in executing the action, the Status field changes to Error.
See: Error Handling, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide
If you require additional LACs/Remarks, other than those specified, click LACs/Remarks, and select the applicable Legal Authority Codes and Remarks from the list of values.
See: Entering Remarks and Legal Authority Codes, Oracle HRMS Workforce Sourcing, Deploment, and Talent Management Guide
Choose Preview to view the run results.
The Preview window lists all employees who meet the criteria as of the effective date, displaying old and new pay information for them. The application also lists employees on Retained Grade, determining their eligibility based on the PRD and Retained Grade Pay Plan.
Deselect the employees to exclude from the mass action.
You can select and deselect multiple records at a time:
To select all the employee records, choose All from the Selection list. You can then manually deselect the records that you do not want the application to process.
To deselect all the employee records, choose None from the Selection list. You can then manually select the records that you want the application to process.
To have the application select a few records from the list of retrieved employee records, deselect the records you want processed. Choose Invert from the Selection list. The application selects the previously deselected records, and deselects the remaining records.
The application displays the comments field where you can enter a reason for excluding that person or position.
See: Deselecting Employees from Mass Actions, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide
Save your results.
When you are ready to run the final results, click Execute from the Final Pay Table Change window.
The mass process initiates a:
NOAC 800 Change in Data Element action if the PRD changed but not the basic pay values
NOAC 894 Pay Adjustment if the basic pay values changed
The mass process updates the:
Position's US Federal Valid Grade
Person's Retained Grade extra information
Locality or SR Supplement element with the applicable locality or special supplement amounts
If more than one salary action occurs on the same effective date for an employee, the application processes the NOAC with the highest priority and returns the other NOACs to the person who submitted the RPA for update to the database.
See: Order of Processing, Oracle HRMS Configuring, Reporting, and System Administration Guide
For current and retroactive actions, you may wish to update the RPAs to the database before your normally scheduled Process Future Dated RPA concurrent manager process runs, so that users can begin processing actions based on the new values in the employee records.
See: Scheduling Future Dated RPA Actions, Oracle HRMS Enterprise and Workforce Management Guide
Employees receive standard and discretionary pay increases. You can process pay increases for your employees, including NOA 893 Regular Within Range Increases (Within Grade Increases) and NOA 892 Irregular Pay Increases (Quality Step Increases).
You grant NOA 893 actions to document:
Pay increases for employees governed under standard regulatory systems with pay plans based on match (grade and step) tables by having the application automatically process NOA 893 at the standard waiting periods and generate NPAs.
The default Within Range Increase process automatically notifies the Personnel Office of the Within Range Increase approval and requires no response.
Within Range Increases (Within Grade Increase) for employees on GM pay plans
NOA 893 contains the same functionality that NOA 891 provided for Within Grade Increases for employees on GM pay plans. If you processed a NOA 891 for an employee on a GM plan after OPM redesignated the NOA to 893, you must cancel the 891 action and reprocess it with a NOA 893.
Within Range Increases for employees governed by alternate federal HR and standard systems
You grant NOA 892 Irregular Pay Increases to document:
Quality step increases for employees on standard systems
Performance-based increases for employees on alternate federal HR systems
The application processes automatic Within Range Increases for employees governed under standard regulatory systems as follows. The application:
Runs the automatic Within Range Increase process based on the frequency you set in the Concurrent Manager
Identifies eligible employees 90 days before the WGI Pay Date
When the employee meets the Within Range Increase eligibility criteria, an automatic pay calculation determines the next step based on the pay plan's step increases.
Generates a future effective Within Range Increase RPA
If the employee's pay plan is GM (Employees Covered by Performance Management and Recognition System termination provisions), and the RPA effective date is prior to 07-Jan-2007, then the application processes an 893 NOAC (Reg WRI).
Processes the Within Range Increase action and applies the standard CPDF edits
If the CPDF edits pass, the Within Range Increase RPA is held until the effective date. If the edits fail, the application routes the Within Range Increase RPA to the employee's POI groupbox. If the application does not find a POI groupbox, it does not create the RPA, but instead posts a failure notification to the US Federal process Log.
Reapplies the CPDF edits when the effective date is reached to take into account any intervening actions such as promotions
If the application does not find a POI groupbox, it does not create the RPA, but instead posts a failure notification to the US Federal process Log.
Calculates the pay and updates the person's element record with the next WGI Due Date and Pay Date. When an employee reaches the maximum step increase, the application automatically clears (nulls) the WGI Due Date and Pay Date segments.
For AFHR employees, when you manually process a Within Range Increase, the application:
Processes NOA 893 when the AFHR employee has no step, WGI Due Date, and WGI Pay Date
Processes the transaction when the step is 00 (The application does not set a new step value.)
Opens the Basic Pay field for the new basic pay (A custom hook returns the calculation for local market supplement, adjusted basic pay, other pay, and total salary values.)
Validates the minimum and maximum rates based on the pay rate determinant entered in the RPA
Updates the Date Last Equivalent but does not update WGI Due Date or the WGI Pay Date
For standard employees, when you manually process a Within Range Increase action, the application:
Increments the step automatically by one point
Processes pay calculations
Updates the WGI Due Date, WGI Pay Date, and the Date Last Equivalent
The application determines Within Range Increase eligibility by identifying employees who have a:
Primary assignment
Pay Rate Determinant (PRD) of 0 or 6 and whose pay plan is eligible for Within Range Increase
Or
PRD of A, B, E, or F and whose retained pay plan is eligible for Within Range Increase, and
WGI Pay Date that falls within the Within Range Increase notification period.
The application's business rules exclude employees who have reached the maximum step in their pay plan.
When you process actions that affect Within Grade Increase due dates, the application calculates and updates the Date WGI Due and WGI Pay Date for approved RPAs that involve base salary changes. The application does not perform this calculation and update for NOACs 888 (Denial of Within Grade Increase), 892 (Irregular Performance Pay), 894 (Pay Adjustment), 895 (Locality Payment).
For actions that do not involve base salary changes, such as an Appointment action, you must manually enter the Date WGI Due. The application then calculates and updates the WGI Pay Date.
Note: The automatic Within Range Increase process uses the WGI Pay Date when it determines the employee's eligibility for a Within Range Increase. Using the pay date ensures that the pay increase takes effect at the appropriate time.
You manually process Irregular Performance Pay (NOAC 892) for employees governed by standard regulatory systems to grant quality step increases. When you process the action, the application updates the Date WGI Due Date and WGI Pay Date. When the application updates the action, it only updates the WGI Pay Date waiting period if the employee receives a step increase that extends the eligible waiting period.
When processing a Irregular Performance Pay action, the Date WGI Due and the resulting WGI Pay Date are not recalculated unless the step adjustment moves the employee from a Step 3 to Step 4 or from a Step 6 to Step 7. When an employee moves to Step 4 or Step 7, the employee shifts to a longer waiting period, and the application recalculates the Date WGI Due and WGI Pay Date to correspond to the next appropriate interval.
For example, if the employee moves to a Step 4, the product adds 52 weeks to the existing Date WGI Due and recalculates a new WGI Pay Date, so that the employee is eligible for a step adjustment in 104 weeks. If the employee moves to a Step 7, the application adds 52 weeks to the existing due and pay dates, so that the employee is eligible for a step adjustment is 156 weeks.
Irregular Performance Pay for AFHR Employees
You manually process Irregular Performance Pay action (NOAC 892) to grant pay increases for employees governed by AFHR regulations. When you process the action, the application:
Processes NOA 892s when the employee step is 00, the Tenure for permanent or temporary appointees is 0, 1, 2, or 3; and the rating of record is not 1 or 2
Opens the Basic Pay field for the new basic pay (A custom hook returns the calculation for local market supplement, adjusted basic pay, other pay, and total salary values.)
Opens the pay rate determinant field so that you can change that value if appropriate
Validates the minimum and maximum rates based on the pay rate determinant
Updates the Date Last Equivalent Increase with the effective date of the RPA (The Date WGI Due and WGI Pay Date do not apply to this NOA.)
Irregular Performance Pay for Standard Employees
For standard employees, when you manually process a NOAC 892 action, the application automatically increments the step by one point and processes pay calculations.
If during the Within Range Increase process, the application does not find a Personnel Office groupbox or supervisor, it sends the notification to the Administrator's groupbox.
The notification contains information including the RPA request ID, the supervisor name, and other details which the Administrator can use to determine the Personnel Office groupbox and enter it as appropriate. Once the Administrator corrects the problem, he or she can resubmit the notification (or abort it). When the notification is resubmitted, the application sends it to the Personnel Office or to the supervisor, depending on the preference set at implementation.
The default Within Grade Increase (WGI) process automatically determines eligible employees, creates an RPA, and updates a WGI when the employee's WGI Pay Date is reached. Your application administrator can configure the process during implementation to require a response from the Personnel Office or the Supervisor:
Personnel Office receives a notification and no response is required
Personnel Office receives a notification and a response is required
Supervisor receives a notification and a response is required. The application then sends the notification to the Personnel Office.
See: Copying the Original Workflow Item Type, Oracle HRMS Configuring, Reporting, and System Administration Guide, Changing a Workflow Attribute, Oracle HRMS Configuring, Reporting, and System Administration Guide
The application processes automatic WGIs that require the approval of the Personnel Office as follows. The application:
Follows the default procedure for identifying employees and generating a WGI RPA.
Routes the WGI Certification to the Personnel Office groupbox for approval.
Processes the WGI action and applies the standard CPDF edits. If the edits pass, the WGI RPA is held until the effective date.
Note: If it is not approved, the application cancels the automatic WGI, marks the action closed in the Workflow worklist, automatically generates an 888 NOAC (Denial of Within Grade Increase), and routes this action to the Personnel Office groupbox for manual processing.
Follows the default procedure for when the effective date is reached, calculating the pay and updating the person's element record with the next WGI Due Date and WGI Pay Date.
The application processes automatic WGIs that require a supervisory notification as follows. The application:
Follows the default procedure for identifying employees and generating a WGI RPA.
Routes a WGI Certification for each eligible employee to the employee's supervisor who approves or disapproves it.
Note: If you didn't designate the supervisor in the employee's assignment record, the workflow functionality routes the Certification to the Administrator's groupbox.
Routes the WGI Certification to the Personnel Office groupbox.
Processes the WGI action and applies the standard CPDF edits. If the edits pass, the WGI RPA is held until the effective date.
Note: If it's not approved, the application cancels the automatic WGI and routes the WGI Certification to the Personnel Office groupbox. The application marks the action closed in the Workflow worklist, automatically generates an 888 NOAC (Denial of Within Grade Increase), and routes this action to the Personnel Office for manual processing.
Follows the default procedure for when the effective date is reached, calculating the pay and updating the person's element record with the next WGI Due Date and WGI Pay Date.
The application automates Regular Within Range Increases (previously called Within Grade Increases WGI) for employees governed under standard regulatory systems.
See: Pay Increases
To set up the Automatic Within Range Increase
Set up the Administrator's groupbox and assign at least one user to maintain Within Range Increases notifications.
See: Administrator's Groupbox, Oracle HRMS Configuring, Reporting, and System Administration Guide
Set up a groupbox for the Personnel Office ID (POI) servicing the position so that the system can route within grade increases to the Personnel Office. A POI groupbox must be established for each POI that the agency uses to process actions.
See: Maintaining Personnel Office ID Information, Oracle HRMS Configuring, Reporting, and System Administration Guide
If you require a supervisor's approval, enter the employee's supervisor in the Assignment window.
Note: Instead of entering the supervisor for each person, you can customize the workflow to route RPAs to the Personnel Office.
See: Changing a Workflow Attribute, Oracle HRMS Configuring, Reporting, and System Administration Guide.
Confirm that you have entered the supervisor as a user.
Specify a date for running the automatic WGI process in the Concurrent Manager.
The default WGI process is set up to automatically approve WGI actions. However, you can customize the WGI workflow so that the supervisor and Personnel Office can approve or deny an automatic WGI action. When the supervisor denies the increase, the application cancels the automatic WGI and routes the WGI Certification to the groupbox that you set up for the Personnel Office. The application marks the action closed in the Workflow Inbox and automatically generates a Denial of Within Grade Increase.
If circumstances arise where you need to manually intervene and cancel an employee's pending WGI, you can do so, and then process a Denial of WGI.
To deny a default WGI before the effective date
Before you manually process a Denial of WGI, you cancel any pending default WGI for that person.
Initiate a Cancellation action to view the list of pending actions.
Locate the future WGI action and reroute it to your Workflow worklist.
Open the action and delete it.
After you delete the pending action, you can then manually process a Denial of WGI action.
To manually process a Denial of WGI
Open the Personnel Office groupbox worklist. Locate and open the WGI RPA that you want to deny.
The RPA displays the same salary on the From and To parts of the form.
For the effective date, enter the date on which the WGI would have been given.
Continue to complete and route the RPA following your agency's procedures.
See: Processing an RPA, Workforce Sourcing, Deployment, and Talent Management Guide
After the RPA has been approved and updated to the database, manually enter the next WGI Due Date. (The application calculates the WGI Pay Date for you.)
You can schedule the Within Grade Increases (WGI) process from the Concurrent Manager. Use the Submit Requests window to set the frequency with which the system processes automatic WGIs.
To set the run option for the WGI Certification process
Display the Submit Requests window.
In the Name field, select Start Automatic WGI Process.
Set the Run Options.
Choose the Submit button.
In the vehicle repository, you can store details of company vehicles and private vehicles used for business purposes. This information is datetracked so that you can record changes to the vehicle - such as its status (active or inactive) - over time. Storing this data in a repository removes the need for repetitive and error-prone data entry.
Use Oracle SSHR to record vehicle repository information in the Vehicle Repository Page. The vehicle repository information includes:
Registration number
Make and model
Registration date
Engine capacity
List price and value of optional accessories fitted initially and added later
Fiscal rating
Status, and reason for Inactive status
Whether the vehicle can be allocated to multiple users
For Russian users only:Vehicle Category, mileage/fuel limits, usage schedule, and lease details.
For Russian users only:Extra information about vehicle insurance details
Note: You can enter multiple insurance details for the same vehicle.
For Polish users only: Vehicle-card identification number, engine number, inspection dates, and additional, user-defined technical information about the vehicle
You can import company vehicle information from a car fleet management system, storing a fleet identifier and date transferred on each vehicle record.
Use Oracle SSHR to allocate vehicles to your employees so they can be used in employee mileage claims (UK and Poland) or Benefit in Kind processing (Ireland). You can allocate two types of vehicles : company and private.
You can allocate one primary company vehicle to each employee, and as many additional company vehicles as your business rules allow.
You can allocate as many private vehicles as your business rules allow. You mark one vehicle as the default.
Business rules are held in the PQP_CONFIGURATION_VALUES table. See: Configuration Settings for Vehicle Repository and Mileage Claims
When you allocate a vehicle, you can override some of the configuration settings for your business group.
You can record a vehicle against a single assignment, or against all of an employee's assignments.
You can allocate vehicles from the Vehicle Repository page.
When you move the mouse over the Users icon, you can view the user details in a pop-up window.
The Vehicle and Mileage Processing module enables managers to add vehicles to the repository in Oracle SSHR. You can add details of company and private cars, and allocate vehicles to employees.
UK users can use this module to enter their mileage claims in Oracle SSHR.
You can access this module from the following menus and functions:
| User Menu Name | Function Name |
|---|---|
| Vehicle Repository | Vehicle Repository |
| Vehicle Mileage Claims | Vehicle Mileage Claims |
The workflow details for this module are listed below:
Workflow Process Display Name:
Private Vehicle Allocation
Configurable Workflow Attributes:
Not applicable
Workflow Process Display Name:
Vehicle Mileage Expense
Configurable Workflow Attributes:
Not applicable
Global and localized configuration settings provide the appropriate defaults for your business groups. You can add this information using the Configuration Values Page. Select the Vehicle Mileage module and the Configuration Type Vehicle Mileage Generic Information to view, update or delete data for your business group.
This table displays the localization settings available.
| Column | Segment | Meaning | Global | UK | Ireland |
|---|---|---|---|---|---|
| LEGISLATION_CODE | Legislation Code | - | -- | GB | IE |
| PCV_INFORMATION_CATEGORY | Vehicle and Mileage Settings | - | PQP_VEHICLE_MILEAGE | PQP_VEHICLE_MILEAGE | PQP_VEHICLE_MILEAGE |
| PCV_INFORMATION1 | Calculation Method | Proration or Exhaustive--determines how you apply mileage band limits across payroll periods. You can override this default when you allocate vehicles or enter claims. | -- | Exhaustive | Null |
| PCV_INFORMATION2 | Maximum Company Vehicles Allowed | Limit on the number of company vehicles that can be allocated to an assignment | -- | 2 | Null |
| PCV_INFORMATION3 | Maximum Private Vehicles Allowed | Limit on the number of private vehicles that can be allocated to an assignment | -- | -- | Null |
| PCV_INFORMATION4 | Share Company Vehicle | Yes means that the vehicle can be shared by several employees. No means the vehicle cannot be shared. | Y | N | Y |
| PCV_INFORMATION5 | Share Private Vehicle | Yes means that the vehicle can be shared by several employees. No means the vehicle cannot be shared. | Y | Y | Y |
| PCV_INFORMATION6 | Previous Tax Year Claim Valid Until | All claims for previous tax year must be submitted before the date entered. The year in the date is ignored. | -- | 5 July | Null |
| PCV_INFORMATION7 | Allow Both Company and Private Vehicles Claims | No means that you cannot allocate both company and private vehicles to an employee at the same time, nor submit mixed claims. | Y | N | N |
| PCV_INFORMATION8 | Search Criteria for Rates Table | The default (%) means that the Rates Table list of values displays all user defined tables. To restrict the list, use a naming convention for mileage rate tables. For example, include the word "car" in all names and enter %car% in this field. | % | % | % |
| PCV_INFORMATION9 | Validate Private Vehicle Claims in Repository | Yes means that you can only enter claims against a vehicle already assigned to the employee in the repository. No means that you can enter a claim against a vehicle that is not in the repository. | Y | N | N |
| PCV_INFORMATION10 | Vehicle Claims Correction Period in Days | An input of 30 would mean that only those claims that have a claim date within the last 30 days could be corrected. | -- | -- | Null |
| PCV_INFORMATION11 | Use Sliding Rates | Yes means you use the sliding rates table for additional passengers. No means you use the rates table instead of the sliding rates table. | -- | PQP_VEHICLE_MILEAGE | -- |
| PCV_INFORMATION12 | Combine Taxable and NonTaxable Claims | Yes means you combine taxable and non-taxable balances to calculate rates. No means you do not combine taxable and non-taxable balances to calculate rates. | -- | PQP_VEHICLE_MILEAGE | -- |