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Oracle Self-Service Human Resources Deploy Self-Service Capability Guide
Release 12.1
Part Number E13507-08
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Payroll Process Management

Payroll Overview

SSHR provides self-service functions within the following areas of Payroll Process Management:

This chapter looks in detail at the self-service functions available within these areas and provides information on the functionality and configuration options for each function:

Using SSHR with Payroll Functions

Can SSHR users access payroll information online?

Yes. The self-service Online Payslip function enables users to display their own payslip using the self-service interface.

Are these payslips configurable?

Yes. Administrators can use the Personalization Framework functionality to configure the payslip to suit their requirements. Payslips are also available for some localizations.

Can users use the self-service functionality to specify how their salary should be paid?

Yes. You can use the Payment Methods function to specify whether your salary is paid using a check, or a direct deposit, for example.

Can managers see the payslips for their employees?

Sometimes. The Online Payslip function is intended to be an employee-only function and is available from the Employee Self Service menu, however, the Online Payslip function is also available from the Payroll Professional menu which enables a third-party to access the payslip.

Can users view any other payroll information using SSHR?

This depends on your localization. Some users, for example, users in the US, can view tax withholdings information using SSHR. This tax information can be updated and maintained as required and then submitted to the tax authority. Alternatively, the tax information form enables users to display tax statements for information purposes.

Payroll - Global

Online Payslip

Generic and Localised Versions of Online Payslip

The Payslip module enables self-service users to view their electronic payslip for a pay period. For information on the generic payslip, see:Online Payslip

The generic payslip has been localized and designed to meet local requirements. For information on some localized versions, see:

Payment Methods

The Payroll Payments module enables self-service users to specify how they wish their salary to be paid by dividing their net pay into one or more payments. Each payment is of a particular type (cash, check, deposit) and has an associated amount and a priority. The payments are made in order of priority. SSHR always uses the lowest priority payment to pay any net pay remaining after all the other payments have been made. It is also possible that low priority payments may not receive all (or any) or their allotted funds because of the amounts used to process higher priority payments.

A typical use of this function occurs if a user wants to split their net pay so that $100 is paid into a savings account and the rest is paid into a current account. The user can subsequently change the amount paid into the savings account if required.

You can apply configuration options to determine:

If you configure Payment Methods so that users can edit their payments, they can carry out the following steps:

Note: You must ensure that the required payment methods are available for the employee assignment. For information on enabling payment methods, see: Entering Payment Methods for an Employee Assignment, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide.

Menu and Function Names

This module can be accessed from the following menus and functions:

User Menu Name Function Name
Employee Self Service Manage Payroll Payments

See: Defining Menus for SSHR

Workflow

The workflow details for this module are listed below:

Workflow Process Display Name:

Process Payroll Payments

Note: The Process Payroll Payments module does not support approvals.

Configurable Workflow Attributes:

Process Display Name Function Activity Display Name Function Activity Attribute Display Name
Process Payroll Payments Manage Payroll Payments View Only
Process Payroll Payments Manage Payroll Payments Permitted Payment Types
Process Payroll Payments Manage Payroll Payments Maximum Payment Methods
Process Payroll Payments Manage Payroll Payments Permitted Amount Types
Process Payroll Payments Manage Payroll Payments Deposit Payments List
Process Payroll Payments Manage Payroll Payments Cash Payments List
Process Payroll Payments Manage Payroll Payments Cash Payments List

View Only

Specifies whether the user can edit the payments information. The default value enables editing.

Permitted Payment Types

Specifies which types of payment methods a user can create. The available payment types are cash, check, and deposit. The default value allows the user to create any of the three payment types.

Maximum Payment Methods

Specifies the maximum number of payments that a user can create (up to 10). The default value is 5.

Permitted Amount Types

Specifies the amount types for payments. The payment amount can be a monetary amount or a percentage of net pay. The default value enables both amount types.

Deposit Payments List

This attribute is only used if you have enabled deposit payments. This attribute stores a list of Organizational Payment Method (OPM) names that can be used to create a deposit payment. The OPM names are separated by a vertical bar (|). The module uses the first match to a deposit OPM name (for the worker's payroll) when new deposit payments are created. For example, East_Coast_NACHA|West_Coast_NACHA.

Cash Payments List

This is used in the same way as the Deposit Payments Checklist but for cash payments.

Check Payments List

This is used in the same way as the Deposit Payments Checklist but for check payments.

Note: The administrator must set at least one of Deposit Payments List, Cash Payments List, or Check Payments List.

See: Configuring Workflow Attribute Values

Configurable Definitions for the Personalization Framework:

The following definitions can be configured in the Personalization Framework:

Regions

Summary and Edit Pages

Region Code Region Name
PAY_PAYMENTS_TOP_SS Payroll Payments Top
PAY_PAYMENTS_EDIT_SS Payroll Payments Edit
PAY_PAYMENTS_SUMMARY_SS Payroll Payments Summary
PAY_PAYMENTS_LABELS_SS Payroll Payments Labels

Review Page

Region Code Region Name
PAY_PAYMENTS_REVIEW_SS Payroll Payments Review

Tips and Instructions

Region ID Region Name Attribute Name Tip Type Message Name
PAY_PAYMENTS_EDIT_INS1_SS Payroll Payments Edit Create Mode Instructions Pay Instruction 1   PAY_PSSV4_ADD_CASH_OVERVIEW
PAY_PAYMENTS_EDIT_INS1_SS Payroll Payments Edit Create Mode Instructions Pay Instruction 2   PAY_PSSV4_ADD_CHECK_OVERVIEW
PAY_PAYMENTS_EDIT_INS1_SS Payroll Payments Edit Create Mode Instructions Pay Instruction 3   PAY_PSSV4_ADD_CHEQUE_OVERVIEW
PAY_PAYMENTS_EDIT_INS1_SS Payroll Payments Edit Create Mode Instructions Pay Instruction 4   PAY_PSSV4_ADD_DEPOSIT_OVERVIEW
PAY_PAYMENTS_EDIT_INS1_SS Payroll Payments Edit Create Mode Instructions Pay Instruction 5   PAY_PSSV4_ADD_REMAINING_PAY
PAY_PAYMENTS_EDIT_INS2_SS Payroll Payments Edit Update Mode Instructions Pay Instruction 1   PAY_PSSV4_UPDATE_CASH_OVERVIEW
PAY_PAYMENTS_EDIT_INS2_SS Payroll Payments Edit Update Mode Instructions Pay Instruction 2   PAY_PSSV4_UPDATE_CHECK_OVERVIEW
PAY_PAYMENTS_EDIT_INS2_SS Payroll Payments Edit Update Mode Instructions Pay Instruction 3   PAY_PSSV4_UPDATE_CHEQUE_OVERVIEW
PAY_PAYMENTS_EDIT_INS2_SS Payroll Payments Edit Update Mode Instructions Pay Instruction 4   PAY_PSSV4_UPDATE_DEPOSIT_OVERVIEW
PAY_PAYMENTS_EDIT_INS2_SS Payroll Payments Edit Update Mode Instructions Pay Instruction 5   PAY_PSS_REMAINING_PAY
PAY_PAYMENTS_EDIT_INS3_SS Payroll Payments Edit View-only Mode Instructions Pay Instruction 1   PAY_PSSV4_DETAILS_OVERVIEW
PAY_PAYMENTS_EDIT_INS3_SS Payroll Payments Edit View-only Mode Instructions Pay Instruction 2   PAY_PSSV4_DETAILS_OVERVIEW
PAY_PAYMENTS_EDIT_INS3_SS Payroll Payments Edit View-only Mode Instructions Pay Instruction 3   PAY_PSSV4_DETAILS_OVERVIEW
PAY_PAYMENTS_EDIT_INS3_SS Payroll Payments Edit View-only Mode Instructions Pay Instruction 4   PAY_PSSV4_DETAILS_OVERVIEW
PAY_PAYMENTS_EDIT_INS3_SS Payroll Payments Edit View-only Mode Instructions Pay Instruction 5   PAY_PSS_REMAINING_PAY
PAY_PAYMENTS_SUMMARY_INS1_SS Payroll Payments Summary Edit Mode Instructions Pay Instruction 1   PAY_PSSV4_SUMMARY_EDIT_OVERVIEW
PAY_PAYMENTS_SUMMARY_INS1_SS Payroll Payments Summary Edit Mode Instructions Pay Instruction 2   PAY_PSS_EDIT_DFLT_MANDATORY_ PAY
PAY_PAYMENTS_SUMMARY_INS1_SS Payroll Payments Summary Edit Mode Instructions Pay Instruction 3   PAY_PSS_EDIT_DFLT_CASH
PAY_PAYMENTS_SUMMARY_INS1_SS Payroll Payments Summary Edit Mode Instructions Pay Instruction 4   PAY_PSS_EDIT_DFLT_CHECK
PAY_PAYMENTS_SUMMARY_INS1_SS Payroll Payments Summary Edit Mode Instructions Pay Instruction 5   PAY_PSS_EDIT_DFLT_CHEQUE
PAY_PAYMENTS_SUMMARY_INS2_SS Payroll Payments Summary View-only Mode Instructions Pay Instruction 1   PAY_PSSV4_SUMMARY_VIEW_OVERVIEW
PAY_PAYMENTS_SUMMARY_INS2_SS Payroll Payments Summary View-only Mode Instructions Pay Instruction 2   PAY_PSS_MANDATORY_PAY
PAY_PAYMENTS_SUMMARY_INS2_SS Payroll Payments Summary View-only Mode Instructions Pay Instruction 3   PAY_PSS_CASH_SALARY
PAY_PAYMENTS_SUMMARY_INS2_SS Payroll Payments Summary View-only Mode Instructions Pay Instruction 4   PAY_PSS_CHECK_SALARY
PAY_PAYMENTS_SUMMARY_INS2_SS Payroll Payments Summary View-only Mode Instructions Pay Instruction 5   PAY_PSS_CHEQUE_SALARY

See: Adding Instructions to Web Pages

FlexFields:

Region ID Region Name Attribute Name FlexField Name
PAY_PAYMENTS_EMPLOYEE_TABLE_SS Payroll Payments Employee Table PAY_BANK_KEY_FLEX BANK Bank Details Key Flexfield
PAY_PAYMENTS_EDIT_DETAILS_SS Payroll Payments Edit Details PAY_BANK_KEY_FLEX BANK Bank Details Key Flexfield
PAY_PAYMENTS_REVIEW_SS Payroll Payments Review PAY_BANK_KEY_FLEX BANK Bank Details Key Flexfield

See: Configuring Flexfields

Configurable Profile Options

Profile Configurable Levels Values Default
HR:Payroll Payments Self-Service Enable Multiple Assignments Site Yes/No No
HR: Payroll Payments Self-Service Payment Function Site Not NULL/ALL/NULL NULL

HR:Payroll Payments Self-Service Enable Multiple Assignments

Specifies whether the user can use the function to define payments for multiple assignments. The default value only permits payments for the primary assignment.

HR:Payroll Payments Self-Service Payment Function

Specifies which organization payment method is the default.

Online Payslip

The Payslip module enables self-service users to view their electronic payslip for a pay period. Users can select what pay period to view from a list of values showing the Pay Dates, or by clicking on the Next or Back button.

Note: All columns and fields in the Online Payslip function are display only.

The Payslip is generated from the user's assignments. If there are multiple paid assignments for a user, the user can select the required assignment. Once the user has logged into the application and clicks on the View Payslip option, the user sees an electronic version of their payslip based on their selected assignment and the last pay period that has been processed.

If Multiple Assignment Payments functionality has been enabled for your localization, you have the option of combining the checks for multiple assignments into one pay check. In this case, the online payslip will show the combined totals for all assignments.

Viewing Online Payslips as a Payroll Professional

Using the Payroll Professional responsibility you can select the Payslip Details link and search for a person. When you select a person from the list, their payslip will be displayed. You can also save a person in My List for future access, so you do not need to search for that person again.

In addition to displaying payslips for current employees, you can also display online payslips for ex-employees. To search for ex-employees, you use the Person Type field in the Advanced Search page and select the person type Ex-Employee.

For more information on the function parameter used to enable the Ex-Employee Search, see: Menu Function Parameter Descriptions.

Menu and Function Names

This module can be accessed from the following menus and functions:

User Menu Name Function Name
Employee Self Service V5.1 Payslip V5.1
Payroll Professional Employee Search (with Ex-Employee Search enabled)

See: Defining Menus for SSHR

Workflow

The workflow details for this module are listed below:

Workflow Process Display Name:

Not applicable

Configurable Workflow Attributes:

Not applicable

Configurable Tips and Instructions

Not applicable

Configurable FlexFields

Not applicable

Configurable Profile Options

Profile Configurable Level Values Default
HR:View Payslip From Date for WEB (MM/DD/YYY) User specification Date 01/01/1997

HR:View Payslip From Date for WEB

This profile option determines how many payroll periods a user can view in the online payslip. If the profile option is not set, an error message is displayed when the user attempts to view the online payslip.

HR: Mask Characters - South Africa only

You can use this profile option to set the number of characters or digits to display in numbers such as bank account or credit card numbers.

Configuration Options

To set up a payslip for your employees to view online.

See: Setting Up Payslip Information and Generating Payslips, Oracle HRMS Payroll Processing Management Guide

To view an employee's statement of earnings.

See:Viewing Statement of Earnings, Oracle HRMS Payroll Processing Management Guide

Online Payslip (International Payroll)

The Online Payslip for the International Payroll is a localized version of the generic payslip and has been designed to meet the requirements for International Payroll users.

The International HR/Payroll Online Payslip includes regions that display information stored in the pay action information table in Action Information Categories. The Payroll Archive archives data for the Action Information Categories, and the application then displays the information in the payslip region. For example, the Payroll Archive archives data for Employee Payments and the application displays the data in a payslip region Employee Net Pay Distribution.

You can also use an RTF template to produce the online payslip using BI Publisher. You can use the default template or create your own.

Menu and Function Names

This module can be accessed from the following menus and functions:

User Menu Name Function Name
Employee Self Service Payslip

See: Defining Menus for SSHR

Workflow

The workflow details for this module are listed below:

Workflow Process Display Name:

Not applicable

Configurable Workflow Attributes:

Not applicable

Configurable Tips and Instructions

Not applicable

Configurable FlexFields

Not applicable

Configurable Profile Options

Profile Configurable Level Values Default
HR:View Payslip From Date for WEB (MM/DD/YYY) User specification Date 01/01/1997

HR:View Payslip From Date for WEB

This profile option determines how many payroll periods a user can view in the online payslip. If the profile option is not set, an error message is displayed when the user attempts to view the online payslip.

Additional Configuration Options

You can further configure the Online Payslip by setting up various options:

  1. Optionally define additional information to be displayed in the Other Information section of the payslip using the Payslip Information Additional Organization information. You can display elements, messages, and balances.

  2. If you are providing Online Payslips in PDF output, you can add custom data to the generated XML by defining a custom package and procedure and entering it in the XML Code field in Self Service Preference at the business group, HR organization or location level.

    This procedure should have the following three input parameters: p_document type, p_action_context_id and p_action_information_category and will be called once for each archived action_information_category (e.g. IP_DEDUCTIONS, EMPLOYEE_DETAILS, etc as is shown in the sample below). You can add custom XML tags which will appear under that action_information_category in addition to the ones already archived (see example below).

    Another call to the above procedure is invoked after all archived information has been parsed into the corresponding XML with the purpose of allowing the addition of a custom information category along with its segments (e.g. CUSTOM_CATEGORY1 and CUSTOM CATEGORY 2 in the below example). This call will pass NULL to the action_information_category parameter so as to differentiate it from the previous call(s). The value for p_document_type will always be 'PAYSLIP' and the assignment action id of the payroll archiver run will be passed for the p_action_context_id.

    A sample XML generated as a combination of the generic package and the custom procedure is shown below.

    Note: The segments and categories designated as "CUSTOM" in this sample correspond to the portion generated by the custom procedure.

    <PAYSLIP>
    <EMPLOYEE_DETAILS>
    <FULL_NAME>JOHN SMITH</FULL_NAME>
    <ORGANIZATION_ID>967</ORGANIZATION_ID>
    <NATIONAL_IDENTIFIER>865-34-9023</NATIONAL_IDENTIFIER>
    <PAY_BASIS>Monthly US Corp</PAY_BASIS>
    <FREQUENCY>Week</FREQUENCY>
    <CUSTOM_SEGMENT1>Data1</CUSTOM_SEGMENT>
    <CUSTOM_SEGMENT2>Data2</CUSTOM_SEGMENT>
    <CUSTOM_SEGMENT3>Data3</CUSTOM_SEGMENT>
    <EMPLOYEE_DETAILS></EMPLOYEE_DETAILS>
    <IP_DEDUCTIONS>
    <ELEMENT_CLASSIFICATION>Earnings</ELEMENT_CLASSIFICATION>
    <ELEMENT_TYPE_ID>105182</ELEMENT_TYPE_ID>
    <PRIMARY_BALANCE>10519710</PRIMARY_BALANCE>
    <PROCESSING_PRIORITY>3750</PROCESSING_PRIORITY>
    <CURRENT_AMOUNT>30051.47</CURRENT_AMOUNT>
    <YTD_AMOUNT>178493.82</YTD_AMOUNT>
    <REPORTING_NAME>FIT Withheld</REPORTING_NAME>
    <ATTRIBUTE_NAME>Employee Taxes</<ATTRIBUTE_NAME>
    <CUSTOM_SEGMENT1>Data1</CUSTOM_SEGMENT> 
    <CUSTOM_SEGMENT2>Data2</CUSTOM_SEGMENT> 
    <CUSTOM_SEGMENT3>Data3</CUSTOM_SEGMENT>
    <IP_DEDUCTIONS>
    <CUSTOM_CATEGORY1>
    <CUSTOM_SEGMENT1>Data1</CUSTOM_SEGMENT>
    <CUSTOM_SEGMENT2>Data2</CUSTOM_SEGMENT>
    <CUSTOM_SEGMENT3>Data3</CUSTOM_SEGMENT>
    </CUSTOM_CATEGORY1>
    <CUSTOM_CATEGORY2> 
    <CUSTOM_SEGMENT1>Data1</CUSTOM_SEGMENT> 
    <CUSTOM_SEGMENT2>Data2</CUSTOM_SEGMENT> 
    <CUSTOM_SEGMENT3>Data3</CUSTOM_SEGMENT> 
    </CUSTOM_CATEGORY2>
    </PAYSLIP>
    

    For further information, see: Oracle XML Publisher Administration and Developer's Guide and Oracle XML Publisher Report Designer's Guide

  3. Set the document viewing and printing preferences. You can set this information at the HR organization or business group level using the Self-Service Preferences additional organization information, or alternatively at the person or location level using an extra information type.

    You can override the PDF Payslip parameters at organization and location levels. The precedence is Location, Organization, and Business Group. You can also specify a payslip template at the Location EIT while specifying XML Code at the Business Group EIT. However, you must specify the template in at least one of the EITs. If you do not specify the template, the application generates an OAF payslip ends in error.

  4. Run the Prepayments process.

  5. Run the payment processes

  6. Run the Payroll Archive process to enable SSHR users to view their payslip.

  7. View Online Payslip Using SSHR.

After completing the above configuration, you can view payslips through the Self-Service HR application using the Employee Self-Service responsibility. Click Payslip to view the most recent pay period's payslip. You can choose other pay periods from the drop-down list available under the Choose a Payslip region. Up to ten payslips can be selected in the drop-down list of values. To see other payslips, click on 'next 10' or 'previous 10'.

Voluntary Deductions

Using the Total Compensation data model, a compensation or benefits administrator can enable voluntary deductions for employees by setting up Individual Compensation Distribution plans, such as charitable contributions or savings bond plans.

ICD enables managers to assign one-time or recurring awards, bonuses, and allowances to qualified employees and individuals.

You can also set up ICD for non-manager employees if your enterprise offers discretionary contribution plans, such as a charitable contribution or savings bond plan.

See: Individual Compensation Distributions (ICD), Oracle HRMS Compensation and Benefits Management Guide

Element Entries Using Self-Service

This function enables administrators and managers the ability to enter element entries for multiple employees at a time using a self-service interface. Users can enter, validate, and approve payroll elements prior to processing payroll. If approvals are set up, then when the user creates or updates a batch, the workflow submits the transaction for approval.

The Search/Create Batch page shows the list of submitted batches or saved batches that are yet to be submitted. The Monitor Process Status – Region displays the current status of the selected batches. If a batch status is already displayed, users can refresh for latest status.

If the HR: Auto Batch Naming in Self Service profile option has been set, then the application automatically populates the name when a user creates a batch. If the Profile HR: Auto Batch Naming in Self Service value is set to No, then users must enter a unique name for the batch.

Users can select employee assignment and enter payroll element input values. They can review the assignment information to confirm the correct assignment has been chosen where multiple assignments exist. If the security profile has been set, users will be able to view the assignments of employees for whom they have access.

Users can enter element entry values for elements that are in the element set associated to them and for employees for whom they have access through their security profile.

The Element Entry page enables administrators to enter, validate, and approve payroll elements prior to processing payroll.

This feature enables managers and administrators to:

Users can create a new batch using the Create Batch field. While creating a batch, users must specify a date for the batch. The Default is system date. The Batch by Element option is selected by default. Users can create new entries, reject entries, or change existing entries.

By default, the Reject entry option is displayed in the Action if Entry Exist field. If users select the Change Existing Entry option, then the Effective Date Change field gets enabled and users can override, correct, and update the entries.

By default, the Reject if Future Changes check box is selected. The application checks whether the batch lines match the entries that start in future or if a future change is scheduled and rejects the batch. If users select the Purge After Transfer check box, then the application purges the batch from the temporary table after successful batch transfer.

When user click Next , the application ensures that the batch name is unique and the effective date is not blank. Users can navigate to Batch Lines by Assignment Page or to Batch by Element using the appropriate options.

Using the Batch By Assignment page, users can query and modify those assignments that exist for a particular batch. The Batch Details entered in Batch Creation page can be viewed on the Batch By Element/Assignment pages.

Users can update a batch only when the status is Valid, Transfer Incomplete, Unprocessed, Error, and Status Mismatch. Users can use the Update icon to navigate to the Update page.

When users click the Validate button, the application internally runs the Validate concurrent process. Users can query the batch name they have validated and view the output/errors in the error log. The validation process tests each batch line against certain predefined rules about element entries, and also against custom rules if users have created additional validation procedures.

If approvals are set up, then when the user submits a batch, the workflow submits the transaction for approval. If the transaction is awaiting approval, then the user cannot edit the batch until it has been approved or rejected by the approver. If rejected, the application purges the information.

Users can search according to the batch criteria provided in the Batch Name field. Users can view the status of the submitted batches. Some the supported statuses include:

Configurable Profile Options

Profile Configurable Level Values Default
HR: Applicable Elements for Self Service BEE This profile is applicable at the site, responsibility and user level. Users need to select applicable element set from the profile LOV  
HR: Auto Batch Naming in Self Service This profile is applicable at the site, responsibility and user level. Yes/No No

HR: Applicable Elements for Self Service BEE

This profile is applicable at the site, responsibility and user level. The profile restricts the elements to the Self Service user. The elements are assigned to particular profile, such that only if the profile is enabled, then users can view the elements or otherwise they will not be able to view the elements from the profile LOV.

HR: Auto Batch Naming in Self Service

This profile enables generating the name automatically for a batch. The profile value is Yes or No and is set at site level. The default is No.

Workflow

The workflow details for this module are listed below:

Workflow Process Display Name:

Self-Service Batch Element Entry Process - This process governs approvals in Oracle Payroll. This process is available in the HRSSA item type (HRSSA.wft) and routes batch element entries for approval and generates notifications.

Configurable Workflow Attributes:

Process Display Name Function Activity Display Name Function Activity Attribute Display Name
Self-Service Batch Element Entry Process PAY_BATCH_JSP_PRC PAY_BATCH_SEARCH_PAGE
PAY_BATCH_CREATE_PAGE
PAY_BATCH_ASSIGNMENT_PAGE
PAY_BATCH_ELEMENT_PAGE

View Employee Balances

Using SSHR, payroll professionals can view employee balances in their business group on any given effective date. The View Employee Balances page enables you to view the Employee Balances based on certain criteria.

You can choose to display the balances either by date, classification, assignment level, person level balances or by dimension level. You can provide the following criteria in the section Employee Balance Search Criteria.

  1. Date - to view the Employee Balances on a particular date. By default, the system date is selected.

  2. Classification Name - to view the balances based on the Element Classification. By default Earnings is selected.

  3. Balance Level - to view both Assignment and Person level balances. By default Assignment Level is selected.

  4. Dimension Level - to choose the desired dimension levels for which they want to see the balance values. The following dimensions are supported:

Note: You can view Arrears and Accrual balances for Deduction type elements only.

You can access the View Employee Balance self-service page by navigating as follows:

Payroll Professional > Employee View Balance Search > Action icon > View Employee Balances SS Page

Use the Payroll Professional responsibility to access the View Employee Balance SS Page. When you click on Employee View Balance Search option in Payroll Professional responsibility, the Employee View Balance Search page is displayed where you can query for the employee for whom you want to retrieve the balances.

Once you identify the required employee, then click on the Action icon against the employee name to go the View Employee Balance SS Page.

You can specify the required criteria in the View Employee Balance SS Page to retrieve and view the balances.

You can also access the View Employee Balance self-service page using Oracle Forms by navigating as follows:

Person > Assignments > Quick Pay > View Results > Balances > View Employee Balances

Assignment Process Results > Balances > View Employee Balances

Payroll Process Results > Assignment Process > Balances > View Employee Balances

If you select the View Employee Balances option, the View Employee Balances SS page appears that displays the balances which are effective on the Quick Pay payment date.

You can search and view the employee balances as on the effective date of the Quick Pay run when you access the View Employee Balance SS Page from the Quick Pay window. You cannot view the balances on any date as the Effective Date is disabled.

View Employee Balance Page (PAY_IP_VIEW_EMPBAL_SS)

The View Employee Balance page displays the Employee Information Region providing an employee’s basic information such as Employee Name, Organization Name, Employee Number, and Assignment Number.

You can choose the following criteria to display the Balances: date, classification name, balance level, dimension level.

You can view the GRE information of the employee and the balances for the employee in a tabular format based on the criteria selected in the Query Region.

To enable SSHR to display the appropriate employee balances in the View Employee Balance page, ensure that the following set up is available:

  1. Set up elements with the associated Primary Balance in Element Further Information flexfield.

    See: Defining an Element, Oracle HRMS Compensation and Benefits Management Guide.

  2. If you need to display the balances for element of Deduction type, then you should define primary balances for Arrears and Accruals in the Element Further Information flexfield.

  3. If you are using the Element Design Wizard to create your elements, then the wizard will automatically creates the Primary balances (Arrears and Accruals Balance in case of Deduction element) and populate them in the Element Further Information flexfield.

  4. For the Primary balances created, the wizard also creates Defined balances for the following balance dimensions:

    When you create Deduction type elements. the primary balances for Arrears and Accruals are populated.

  5. If the tax unit has been enabled for your localization, then the application uses the Tax Unit level balance dimensions to display the balances. If there are more than one tax units for an employee, the View Employee Balance page displays the balances for the tax unit effective on the selected date.

Using Payslip Modeler

Using Payslip Modeling

The payslip modeler enables employees and payroll administrators to model a paycheck/payslip by running a mock payroll run. Employees can use this feature to make decisions regarding various benefit options and savings using the estimates. They can check their estimated take-home pay based on an upcoming bonus or tax refunds.

Payroll administrators can use this feature to answer employee queries or to perform what-if analysis.

Note: The terms Payslip Modeler or Paycheck Modeler refer to the same functionality. The application displays these terms depending on your legislation.

If the profile option HR: Enable Multiple Assignments for Payroll Simulation has been set to Yes, the list of assignments is displayed from which the employee can choose the assignments to run the payroll simulation process. If this profile option has not been set, then the employee is taken to the Payslip Modeling Entry page for running the payroll simulation process.

Therefore based on the profile option set, either the page to select an assignment or the Payslip Modeling Entry page gets displayed.

Important: Ensure to select the Agree to Terms checkbox to proceed.

You can use the Payslip Modeler within the specified period as defined for your business group. If you try to run this process outside the dates specified, the application errors.

Depending on your legislation, the page displays the information appropriately.

Employees and payroll administrators can select the values of the elements that are available for modeling the payslips/paychecks at the Extra Assignment Information.

Employees or payroll administrators can make the changes to the earnings or deduction details to model the payslip by mapping the values and generating a sample payslip.

Note: You cannot run payslip modeling process, if you have run a prepayment or costing process for the current pay period.

You can generate the model payslip using the template specified within the Self-Service Preferences window at the organization level or at business group level.

See: Entering Self Service Preference Information, Entering Self-Service Preference Information

Viewing Previous Payslips

Employees can view their previous payslips and compare the differences in pay while modeling their payslips. This enables them to plan their savings based on their take-home pay.

Menu and Functions

This Module can be accessed from the following menus and functions:

User Menu Name Function Name
Employee Self Service Payslip Modeling
Professional Payroll User Payslip Modeling

Configurable Profile Options

The following table lists the configurable profile options:

Profile Configurable Levels Values Default
HR:Enable Payroll Simulation Site, Responsibility Yes/No  
HR: Enable Multiple Assignments for Payroll Simulation Site, Application, Responsibility, User Yes/No  

Configurable Flexfields

Region Flex Name Flex Code
Element Entries Extra Assignment Information AEI _INFORMATION_CATEGORY

Payroll Management - Americas

Tax Withholdings Form (W-4) (US)

The Tax Withholdings Form module enables self-service users to make changes to their tax information. When a user makes changes to the Federal information, all the states that follow the Federal information are also updated, unless the filing status, number of allowances, or exempt status are different. After you make an update to the Federal information, you see the data in PDF format when you review the changes.

If a user claims a tax exemption or allowances exceeding 10, the HR/Payroll representative receives a notification and can review the data and update if necessary.

See: Handling Claims for More Than 10 Allowances, Oracle HRMS Payroll Processing Management Guide

Menu and Function Names

This module can be accessed from the following menus and functions:

User Menu Name Function Name
Employee Self Service Online Tax Forms

See: Defining Menus for SSHR

Workflow

The workflow details for this module are listed below:

Workflow Process Display Name:

Change W4 Information JSP PRC

Configurable Workflow Attributes:

Not applicable

Configurable Tips and Instructions

Region Tip Type Message Name
W4 Overview Header Instruction PAY_W4_OVERVIEW_MSG
W4 Update Filing Detail Instruction PAYSSW4_UPDATE_HEADER_INFO
W4 Update Exempt Instruction PAY_US_OTF_W4_EXEMPTSTAT_TXT
W4 Update Agreement Instruction PAYSSW4_UPDATE_AGREEMENT_INFO
W4 Update Filing Detail Long Message PAY_US_OTF_W4_ALLOWANCES_TXT
W4 Update Filing Detail Long Message PAY_US_OTF_W4_ADDLAMOUNT_TXT

See: Adding Instructions to a Web Page

Configurable FlexFields

Not applicable

Configurable Profile Options

Profile Configurable Level Values Default
HR: Online Tax Forms Update Method Site All, None, Primary Primary
HR: HR/Payroll Representative Source Site Custom PL/SQL, GRE Contact Information, Further Payroll Information Further Payroll Information

HR: Online Tax Forms Update Method

This profile option determines which assignments can be updated. For example, if the profile value is Primary, only the tax information for the primary assignment is updated when a user changes tax information using the Online Tax Form.

HR: HR/Payroll Representative Source

If a user makes a change to their tax information using the online tax form, a notification is sent to a designated contact person informing them of the change. This profile option defines how the contact person is determined. The possible values are as follows:

Tax Information Form W-2 and W-2c (US)

The Tax Information Form enables workers to view and print their:

Viewing Tax Information as a Payroll Professional

Using the Payroll Professional responsibility you can select the Employee W-2 link and search for a person. When you select a person from the list, their tax information appears. You can also save a person in My List for future access, so you do not need to search for that person again.

In addition to displaying tax information for current employees, you can also display tax information for ex-employees. To search for ex-employees, use the Person Type field in the Advanced Search page and select the person type Ex-Employee.

Note: The Ex-Employee Search is enabled for the following function:

If you choose to use this functionality, you should add this function to your responsibility.

Configuration Details for Tax Information Form W- 2 and W-2c (US)

The following sections provide configuration details:

Menu and Function Names

This module can be accessed from the following menus and functions:

User Menu Name Function Name
Employee Self Service Employee W-2
Payroll Professional
Employee W-2
Payroll Professional Employee Search for W-2

Workflow

The workflow details for this module are listed below:

Workflow Process Display Name:

Pay Employee W2 Process

Configurable Workflow Attributes:

Not applicable

Configurable Tips and Instructions

See: Configuring Web Pages

Region Name Tip Type Message Name
Pay W2 Details Instruction PAY_W2_PRINT_WARNING_MESG
  Instruction PAY_NO_W2_TO_VIEW_WEB
  Instruction PAY_NO_SS_PREF_W2_WEB
  Instruction PAY_NO_SS_PREF_W2C_WEB

See: Adding Instructions to a Web Page

Configurable FlexFields

Not applicable

Configurable Profile Options

Profile Configurable Level Values Default
HR: HR/Payroll Representative Source Site, Payroll Further Payroll Information, GRE Contact Information, Custom PL/SQL Further Payroll Information
HR:Allow online W-2 viewing as of (MM/DD) Site, Application, Responsibility, User MM/DD  

HR: HR/Payroll Representative Source

If a user requests a reprint of the paper Form W-2, a notification is sent to a designated contact person informing them of the request. This profile option defines how the contact person is determined. The possible values are as follows:

HR:Allow online W-2 viewing as of (MM/DD)

Enable the profile option to allow your employees to view and download their W-2 or W-2c forms as PDF files. You can specify the month and day that the current year's W-2 or W-2c are viewable and grant these rights at the application, responsibility, user, server, organization, or site level. If employees attempt to view their W-2 or W-2c form before the specified date, they only see the previous years' W-2 or W-2c forms.

Additional Configuration Steps:

Set the document viewing and printing preferences using Self Service Preferences. You can define this information at the HR organization or business group level using additional organization information, or alternatively, at the person or location level using an extra information type.

Enter the following information:

  1. Document Type – This specifies the type of document for which following segments will be configured. Select W-2 or W-2c depending on the document type.

  2. Online – This is a Yes/No segment signifying whether to display online W-2or W2-c PDF to employees working in the current business group. If you select No, then the PDF will not be displayed.

  3. Paper – This is a YES/NO segment signifying whether to print this generated W-2 or W-2c PDF or not. There is no effect on online employee's W-2 or W-2c by setting this option to YES or NO.

  4. Template – Select the template to be used for displaying online W-2 or W-2c PDF. All these templates are maintained under XDO template manager and are available through the XML Publisher Responsibility. If this field is left blank, then the seeded template is used for W-2 or W-2c PDF.

  5. XML Code – "Leave this field blank as it does not apply.

  6. Effective Date – Leave this field blank or enter a date prior to or equal to the system date. Note: If you enter a date which is later than the system date, then no Online W-2or W-2c PDF will be shown.

  7. Payslip Employer Address – Leave this field blank as it does not apply.

  8. Display Payslip GRE Addr From – This feature is not available so the segment can be left blank.

  9. Offset Criteria – This segment is only applicable to the PDF Payslip so it should be left blank.

  10. Display Rate Detail Section – This segment is not available so it can be left blank. If any value entered there will be no effect on the W-2c PDF.

  11. The Online W-2 or W-2c PDF self-service preferences can be overridden at organization and location levels. The order of precedence goes to Location, Organization and then Business Group. Location level templates override any templates set at any other level. Templates specified at the HR Organization level override templates specified at the Business Group level.

See: Entering Self-Service Preference Information, Oracle HRMS Enterprise and Workforce Management Guide (for HR organization or business group level)

See: Person Extra Information Types, Oracle HRMS Workforce Sourcing, Deployment, and Management Guide (Managing Your Workforce Using Oracle HRMS) (for person level)

See: Location Extra Information Types , Oracle HRMS Enterprise and Workforce Management Guide (for location level)

Configuring the Predefined XML Templates

To generate W2 or W-2C PDFs, you can use either the predefined templates or create your custom templates by copying the delivered rtf templates and modifying them. See: Setting Up Custom BI Publisher Templates for Payroll in the Oracle HRMS Payroll Processing Management Guide (US).

Online Payslip (US)

The Online Payslip for the US is a localized version of the generic payslip and has been designed to meet local requirements.

The US Online Payslip includes regions that display information stored in the pay action information table in Action Information Categories. The Payroll Archive archives data for the Action Information Categories, and the application then displays the information in the payslip region. For example, the Payroll Archive archives data for Employee Third Party Payments and the application displays the data in a payslip region Third Party Pay Distribution.

For information on the generic payslip functionality, see Online Payslip.

For a list of the information that appears on the payslip region, see Payslip Region Information, Oracle HRMS Payroll Processing Management Guide (US)

You can also use an RTF template to produce the online payslip using BI Publisher. You can use the default template or create your own.

Menu and Function Names

This module can be accessed from the following menus and functions:

User Menu Name Function Name
Employee Self-Service Payslip

See: Defining Menus for SSHR

Workflow

The workflow details for this module are listed below:

Workflow Process Display Name:

Not applicable

Configurable Workflow Attributes:

Not applicable

Configurable Tips and Instructions

Not applicable

Configurable FlexFields

Not applicable

Configurable Profile Options

Profile Configurable Level Values Default
HR:View Payslip From Date for WEB (MM/DD/YYYY) User specification Date 01/01/1997

HR:View Payslip From Date for WEB

This profile option determines how many payroll periods a user can view in the online payslip. If the profile option is not set, an error message is displayed when the user attempts to view the online payslip.

Additional Configuration Options

  1. Define Additional Information

    Optionally define additional information to be displayed in the Other Information section of the payslip using the Payslip Information additional organization information. You can display elements, messages, and balances.

    See: Entering Payslip Information, Oracle HRMS Payroll Processing Management Guide

  2. Add Custom Code to Existing XML

    If you are providing Online Payslips in PDF output, you can add custom data to the generated XML by defining a custom package and procedure and entering it in the XML Code field in Self Service Preference at the business group, HR organization or location level.

    This procedure should have the following three input parameters: p_document type, p_action_context_id and p_action_information_category and will be called once for each archived action_information_category (e.g. AC_DEDUCTIONS, EMPLOYEE_DETAILS, etc as is shown in the sample below). You can add custom XML tags which will appear under that action_information_category in addition to the ones already archived (see example below).

    Another call to the above procedure is invoked after all archived information has been parsed into the corresponding XML with the purpose of allowing the addition of a custom information category along with its segments (e.g. CUSTOM_CATEGORY1 and CUSTOM CATEGORY 2 in the below example). This call will pass NULL to the action_information_category parameter so as to differentiate it from the previous call(s). The value for p_document_type will always be ‘PAYSLIP’ and the assignment action id of the payroll archiver run will be passed for the p_action_context_id.

    A sample XML generated as a combination of the generic package and the custom procedure is shown below.

    Note: The segments and categories designated as “CUSTOM” in this sample correspond to the portion generated by the custom procedure.

    <PAYSLIP>
    <EMPLOYEE_DETAILS>
    	<FULL_NAME>Jawid Shaik</FULL_NAME> 
    	<ORGANIZATION_ID>9675</ORGANIZATION_ID> 
    	<NATIONAL_IDENTIFIER>865-34-9023</NATIONAL_IDENTIFIER> 
    	<PAY_BASIS>Monthly US Corp</PAY_BASIS> 
    	<FREQUENCY>Week</FREQUENCY>
    	<CUSTOM_SEGMENT1>Data1</CUSTOM_SEGMENT1>
    	<CUSTOM_SEGMENT2>Data2</CUSTOM_SEGMENT2>
    	<CUSTOM_SEGMENT3>Data3</CUSTOM_SEGMENT3>
    </EMPLOYEE_DETAILS>
    <AC_DEDUCTIONS>
    	<ELEMENT_CLASSIFICATION>Earnings</ELEMENT_CLASSIFICATION> 
    	<ELEMENT_TYPE_ID>105182</ELEMENT_TYPE_ID>  
    	<PRIMARY_BALANCE>10519710</PRIMARY_BALANCE> 
    	<PROCESSING_PRIORITY> 3750</PROCESSING_PRIORITY> 
    	<CURRENT_AMOUNT>30051.47</CURRENT_AMOUNT> 
    	<YTD_AMOUNT>178493.82</YTD_AMOUNT> 
    	<REPORTING_NAME>FIT Withheld</REPORTING_NAME>
    	<ATTRIBUTE_NAME>Employee Taxes</ATTRIBUTE_NAME>
    	<CUSTOM_SEGMENT1>Data1</CUSTOM_SEGMENT1>
    	<CUSTOM_SEGMENT2>Data2</CUSTOM_SEGMENT2>
    	<CUSTOM_SEGMENT3>Data3</CUSTOM_SEGMENT3>
    </AC_DEDUCTIONS>
    <CUSTOM_CATEGORY1>
    	<CUSTOM_SEGMENT1>Data1</CUSTOM_SEGMENT1>
    	<CUSTOM_SEGMENT2>Data2</CUSTOM_SEGMENT2>
    	<CUSTOM_SEGMENT3>Data3</CUSTOM_SEGMENT3>
    </CUSTOM_CATEGORY1>
    <CUSTOM_CATEGORY2>
    	<CUSTOM_SEGMENT1>Data1</CUSTOM_SEGMENT1>
    	<CUSTOM_SEGMENT2>Data2</CUSTOM_SEGMENT2>
    	<CUSTOM_SEGMENT3>Data3</CUSTOM_SEGMENT3>
    </CUSTOM_CATEGORY2>
    </PAYSLIP>

    For further information, see: Oracle XML Publisher Administration and Developer's Guide and Oracle XML Publisher Report Designer's Guide

  3. Configure the XML Payslip Using Self Service Preference EIT

    Set the document viewing and printing preferences. You can set this information at the HR organization or business group level using the Self-Service Preferences additional organization information, or alternatively at the person or location level using an extra information type.

    You can override the PDF Payslip parameters at organization and location levels. The precedence is Location, Organization, and Business Group. You can also specify a payslip template at the Location EIT while specifying XML Code at the Business Group EIT. However, you must specify both the template and the effective date in at least one of the EITs. If you do not specify the template and the effective date, the application generates an OAF payslip.

    The segments Template, XML Code and Effective Date are specific to the PDF payslip and the remaining fields are common for both OAF and PDF payslips.

    See: Entering Self-Service Preference Information, Oracle HRMS Enterprise and Workforce Management Guide

    See: Person Extra Information Types, Oracle HRMS Enterprise and Workforce Management Guide

    See: Location Extra Information Types, Oracle HRMS Enterprise and Workforce Management Guide

  4. Run the Prepayments process.

    See: Running the Prepayments Process, Oracle HRMS Payroll Processing Management Guide

  5. Run the payment processes (for example, the Check Writer process).

  6. Run the Payroll Archive process to enable SSHR users to view their payslip.

    See: Managing the Payroll Archive Process, Oracle HRMS Payroll Processing Management Guide

  7. View Online Payslip Using SSHR

    After completing the above configuration, you can view payslips through the Self-Service HR application using the Employee Self-Service responsibility.

    Click Payslip to view the most recent pay period’s payslip. You can choose other pay periods from the drop-down list available under the Choose a Payslip region. Up to ten payslips can be selected in the drop-down list of values. To see other payslips, click on ‘next 10’ or ‘previous 10’.

Paycheck Modeling (US)

The Paycheck Modeling feature for the US is a localized version of the generic Payslip Modeling functionality and is designed to meet local requirements. See:Using Payslip Modeler

Employees can model their paycheck using the Paycheck Modeler available online. This a Paycheck calculator that can be used by individuals to quickly and accurately answer paycheck related questions and address "what-if" scenarios such as how their net pay would be impacted by an increase to their 401K deduction or by a change to their federal or state filing status from single to married. Employees can elect to print a PDF copy of their model paycheck results. This feature is available to both employees and payroll professionals (administrators) via Self Service HR. Payroll administrators can use this feature to answer queries or perform what-if analysis for employees.

Note: Users cannot run paycheck modeling process, if there is a prepayment or costing process already executed for the current pay period. The modeling process does not impact the data present in the application. The employee data remains absolutely unaffected by the simulation process. Users must first agree to the Usage Terms and Conditions in the Welcome page before they can begin modeling their paycheck. Employees can elect to print a PDF copy of their model paycheck results. The PDF output displays a watermark indicating it is a sample payslip only, plus the model result values are designated as "Estimated.

For the United States Localization, the Payroll Modeling functionality enables employees or payroll administrators to model the following information to determine the impact on payroll calculations:

Using Paycheck Modeling

The Paycheck Modeling feature enables employees and payroll administrators to perform the following tasks:

Configuration Information for Paycheck Modeling (US)

This topic provides configuration information for the Paycheck Modeling (US) function.

For information about the generic Payslip Modeler, see: Using Payslip Modeler

Menu and Function Names

You can access this module from the following menus and functions:

User Menu Name Function Name
Manager Self Service Payslip Modeling
Employee Self-Service
Payslip Modeling

Note: The Oracle Payroll generic menu is Payslip Modeling. To meet the industry requirements, you can rename the menu for the United State legislation as Paycheck Modeling.

Workflow

Not Applicable

Personalization of Paycheck Modeling Pages

The Paycheck Modeling Self-Service Pages are based on Oracle Application Framework technology and you can personalize the pages to display the content as per your requirements to indicate the necessary details or instructions to employees. Following are the details which you can personalize:

Welcome Page

Welcome Message, Usage Instructions and Terms, and Conditions displayed on this page can be personalized.

Generate Model Paycheck Page

Following information can be personalized:

The fields displayed in the "Pay Information", "Address Related Details", "Tax Withholding Details", "Earnings and Hours" and "Deductions" regions are configured based on Descriptive Flexfield Contexts. If any of the fields in these regions are to be hidden or made read-only, then it can be done by specifying the list of segments to be displayed and those to be displayed as Read-Only. The instructions about setting up the "Descriptive Flexfield Segment List" are specified in "Oracle Applications Framework Developer Guide". For specifying the Segment List, it is necessary to know the Flexfield Context and segment names corresponding to each region. Note that the names displayed on the page for each field correspond to the Prompt information. The actual segment name will be different. The segment name should be used in the Segment List. For example, for the field "Resident State Withholding Override Rate" under "Tax Withholding Details" Region, the Segment name is "RS Override Rate".

Below are the context names for each of the regions:

Region Context Code
Pay Information US_SIMULATION_DISPLAY
Address Details US_SIMULATION_REGION1
Tax Withholding Details US_SIMULATION_REGION2
Earnings US_SIMULATION_REGION3
Deductions US_SIMULATION_REGION4

Below is the list of segment names for each of the fields in various regions.

Pay Information Region:

Field Name Segment Name
Pay Basis Pay Basis
Rate Rate
Annual Salary Annual Salary
Gross Pay YTD Gross Pay YTD

Address Details Region:

Field Name Segment Name
Resident State Resident State
Resident County Resident County
Resident City Resident City
Work Location Work Location
Work At Home Work At Home

TTax Withholding Details Region:

Field Name Segment Name
Federal Filing Status Federal Filing Status
Federal Tax Exempt Federal Tax Exempt
Federal Withholding Allowances Federal Withholding Allowances
Additional Federal Withholding Addl. Federal Withholding Amt
Federal Withholding Override Rate Federal Override Rate
Federal Withholding Override Amount Federal Override Amount
Federal Supplemental WithholdingOverride Rate Federal Override Suppl. Rate
Resident State Filing Status Resident State Filing Status
Resident State Tax Exempt Resident State Tax Exempt
Resident State Withholding Allowances Resident State Allowances
Additional Resident State Withholding Amount Addl. RS Withholding Amount
Resident State Withholding Override Rate RS Override Rate
Resident State Withholding Override Amount RS Override Amount
Resident State Supplemental Withholding Override Rate RS Override Suppl. Rate
Work State Filing Status Work State Filing Status
Work State Tax Exempt Work State Tax Exempt
Work State Withholding Allowances Work State Allowances
Additional Work State Withholding Amount Addl. WK Withholding Amount
Work State Withholding Override Rate WK Override Rate
Work State Withholding Override Amount WK Override Amount
Work State Supplemental Withholding Override Rate WK Override Suppl. Rate

Earnings Region:

Field Name Segment Name
Select Earnings/Hours Type Input
Value Value
Default Value Default Value

Deductions Region:

Field Name Segment Name
Select Earnings/Hours Type Input
Value Value
Default Value Default Value

Configurable Profile Options

Setup Steps

The following sections provide setting up information.

Set Up Modeling Availability Rule

Further (optional) control of when paycheck modeling is available to end users by setting the Modeling Availability Rule and the applicable Days After Period Start and End in Further Information in the Payroll definition. Navigate: Payroll > Description > Query a payroll definition > Click Further Information > Set Modeling Availability Rule to either Available or Unavailable > Set Days After Period Start and Days After Period End as appropriate.

Configure Earnings and Deductions to be Available for Modeling

This is a mandatory setup step in order to make earning and deduction elements available to the end user when modeling their paycheck. For each earning or deduction element, the administrator needs to configure the Element Extra Information Type (EIT) ‘Simulation Details’. Navigate: Total Compensation > Basic > Element Description > Query the applicable element > Extra Information > Simulation Details.

Both existing elements can be configured in order to be available for paycheck modeling as well as new elements created. The following fields are available for configuration in the Element EIT 'Simulation Details':

Define Element Exclusion Set

By default, an employee’s existing element entries will be processed as part of the model paycheck, even if the element has not been configured to be available for Paycheck Modeling. To exclude elements from even being processed, payroll administrators can optionally define an exclusion element set to exclude these elements from being included in the model paycheck process. An example of when this feature might be useful is when a bonus is being paid out in the pay cycle that is being processed and administrators do not want the element to be seen by the employee in their model paycheck results. By defining an element exclusion set to specifically exclude that bonus element, it will neither be available for modeling by the end user nor will it be processed when the model paycheck is submitted.

Rules that Apply to the Paycheck Modeling (US) Function

Single Output for all types of Elements processed in Paycheck Modeling:

Separate Check or Process Separately options are not applicable to Paycheck Modeling. Even if the element is defined with one or both of these options selected, only one model paycheck is produced which will include all of the earnings and deductions that have been processed.

Processing of Involuntary Deductions in Paycheck Modeling:

Modeling involuntary deductions such as Garnishments is not permitted. However, any existing involuntary deductions that are associated with an employee's assignment will be processed during paycheck modeling unless specifically excluded by the payroll administrator." For information on how to set up an exclusion element set, refer to the Setting Run Type Exclusions and Triggers topic

Online Payslip (Canada)

The Online Payslip for Canada is a localized version of the generic payslip and has been designed to meet local requirements.

For information on the generic payslip functionality, see Online Payslip.

You can also use an RTF template to produce the online payslip using XML Publisher. You can use the default template or create your own.

Menu and Function Names

This module can be accessed from the following menus and functions:

User Menu Name Function Name
Employee Self-Service Payslip

See: Defining Menus for SSHR

Workflow

The workflow details for this module are listed below:

Workflow Process Display Name:

Not applicable

Configurable Workflow Attributes:

Not applicable

Configurable Tips and Instructions

Not applicable

Configurable FlexFields

Not applicable

Configurable Profile Options

Profile Configurable Level Values Default
HR:View Payslip From Date for WEB (MM/DD/YYYY) User specification Date 01/01/1997

HR:View Payslip From Date for WEB

This profile option determines how many payroll periods a user can view in the online payslip. If the profile option is not set, an error message is displayed when the user attempts to view the online payslip.

Additional Configuration Options

  1. Define Additional Information

    Optionally define additional information to be displayed in the Other Information section of the payslip using the Balances, Elements, and Message types in the Payslip Information additional organization information. If you are entering a message, you can either specify the message text or the message name. If you specify the message name, the Canadian Payroll Archiver subsequently retrieves the message from fnd_new_messages and archives it. If you enter the message text, the Canadian Payroll Archiver archives the message text entered at the organization or business group level.

    See: Entering Payslip Information, Oracle HRMS Enterprise and Workforce Management Guide

  2. Append Custom Code to Existing XML

    If you are providing online PDF payslips, you can append custom data to the generated XML by defining a custom procedure and entering it in the XML Code field in Self-Service Preferences at the Business Group, HR organization or Location level.

    This procedure should have the following three input parameters: p_document type, p_action_context_id and p_action_information_category and will be called once for each archived action_information_category (e.g. AC_DEDUCTIONS, EMPLOYEE_DETAILS, etc as is shown in the sample below). You can add custom XML tags which will appear under that action_information_category in addition to the ones already archived (see example below).

    Another call to the above procedure is invoked after all archived information has been parsed into the corresponding XML with the purpose of allowing the addition of a custom information category along with its segments (e.g. CUSTOM_CATEGORY1 and CUSTOM CATEGORY 2 in the below example). This call will pass NULL to the action_information_category parameter so as to differentiate it from the previous call(s). The value for p_document_type will always be ‘PAYSLIP’ and the assignment action id of the payroll archiver run will be passed for the p_action_context_id.

    A sample XML generated as a combination of the generic package and the custom procedure is shown below.

    Note: The segments and categories designated as “CUSTOM” in this sample correspond to the portion generated by the custom procedure.

    <PAYSLIP>
    <EMPLOYEE_DETAILS>
    	<FULL_NAME> Payslip_XML_Test, First name </FULL_NAME> 
    	<ORGANIZATION_ID>3011</ORGANIZATION_ID> 
    	<NATIONAL_IDENTIFIER>046 454 286</NATIONAL_IDENTIFIER> 
    	<PAY_BASIS>Salaried</PAY_BASIS> 
    	<FREQUENCY>Week</FREQUENCY> 
    	<CUSTOM_SEGMENT1>Data1</CUSTOM_SEGMENT1>
    	<CUSTOM_SEGMENT2>Data2</CUSTOM_SEGMENT2>
    </EMPLOYEE_DETAILS>
    <AC_DEDUCTIONS>
      	<PAY_BASIS>Salaried</PAY_BASIS> 
      	<FREQUENCY>Week</FREQUENCY>
      	<PROCESSING_PRIORITY>2</PROCESSING_PRIORITY> 
      	<CURRENT_AMOUNT>319.48</CURRENT_AMOUNT> 
      	<YTD_AMOUNT>844.59</YTD_AMOUNT> 
      	<REPORTING_NAME>QPP</REPORTING_NAME>
    	</ATTRIBUTE_NAME>
    	<CUSTOM_SEGMENT1>Data1</CUSTOM_SEGMENT1>
    	<CUSTOM_SEGMENT2>Data2</CUSTOM_SEGMENT2>
    	<CUSTOM_SEGMENT3>Data3</CUSTOM_SEGMENT3>
    </AC_DEDUCTIONS>
    <AC_EARNINGS>
    	<ELEMENT_CLASSIFICATION>Earnings</ELEMENT_CLASSIFICATION> 
      	<ELEMENT_TYPE_ID>105182</ELEMENT_TYPE_ID> 
      	<PRIMARY_BALANCE>10551965</PRIMARY_BALANCE> 
      	<PROCESSING_PRIORITY>1775</PROCESSING_PRIORITY> 
      	<CURRENT_AMOUNT>1200</CURRENT_AMOUNT> 
      	<YTD_AMOUNT>1200</YTD_AMOUNT> 
      	<REPORTING_NAME>Rate Salary</REPORTING_NAME> 
      	<CURRENT_HOURS>40</CURRENT_HOURS> 
      	<YTD_HOURS>40</YTD_HOURS> 
      	<RATE>30</RATE> 
      	<CURRENT_DAYS /> 
      	<YTD_DAYS /> 
     	 <ATTRIBUTE_NAME />
    </AC_EARNINGS>
    <CUSTOM_CATEGORY1>
    	<CUSTOM_SEGMENT1>Data1</CUSTOM_SEGMENT1>
    	<CUSTOM_SEGMENT2>Data2</CUSTOM_SEGMENT2>
    	<CUSTOM_SEGMENT3>Data3</CUSTOM_SEGMENT3>
    </CUSTOM_CATEGORY1>
    <CUSTOM_CATEGORY2>
    	<CUSTOM_SEGMENT1>Data1</CUSTOM_SEGMENT1>
    	<CUSTOM_SEGMENT2>Data2</CUSTOM_SEGMENT2>
    	<CUSTOM_SEGMENT3>Data3</CUSTOM_SEGMENT3>
    </CUSTOM_CATEGORY2>
    </PAYSLIP>
  3. Configure the XML Payslip Using Self Service Preference EIT

    Set the document viewing and printing preferences. You can set this information at the HR organization or business group level using the Self-Service Preferences additional organization information, or alternatively at the person or location level using an extra information type.

    You can override the PDF Payslip parameters at Organization and Location levels. The precedence is Location, Organization, and Business Group. You can also specify a payslip template at the Location EIT while specifying XML Code at the Business Group EIT. However, you must specify both a template and effective date in one of the EITs. If you do not specify the template and the effective date, the application generates an OAF payslip.

    The segments Template, XML Code and Effective Date are specific to the PDF payslip and the remaining fields are common for both OAF and PDF payslips.

    See: Person Extra Information Types, Oracle HRMS Enterprise and Workforce Management Guide

    See: Location Extra Information Types, Oracle HRMS Enterprise and Workforce Management Guide

    See: Entering Self-Service Preference Information, Oracle HRMS Enterprise and Workforce Management Guide

  4. Run the Prepayments process.

    See: Running the Prepayments Process, Oracle HRMS Payroll Processing Management Guide

  5. Run the payment processes (for example, the Chequewriter process).

  6. Run the Canadian Payroll Archiver process to enable SSHR users to view their payslip.

    See: Running the Canadian Payroll Archiver, Oracle HRMS Payroll Processing Management Guide

  7. View Online Payslip Using SSHR

    After completing the above configuration, you can view payslips through the self-service application using the Employee Self-Service responsibility.

    Click Payslip to view the most recent pay period’s payslip. You can choose other pay periods from the drop-down list available under the Choose Payslip region.

Employee T4

The Employee T4 module enables employees to view and print the following PDFs using their self-service responsibility:

To view or print the T4 documents, use the latest version of Adobe Acrobat Reader on your local machine. When an employee logs in and clicks the Employee T4 link in their self-service responsibility, the application displays the latest T4 PDF if the Federal Year End Preprocess or Federal Yearned Amendment process is run for that employee. The latest T4 PDF is displayed provided the system date must be later than the online viewing date specified in the HR: Allow Online T4/T4A viewing as of (MM/DD) profile option. Otherwise, the application displays a note that the T4 statement is not available for that specific year. If for the employee, the Payroll Archive process is run for multiple years, then the application initially displays the latest archived T4 PDF.

To view previous years PDFs, select the appropriate value from the list of all available PDFs. When you select a particular record in the list of values and click the Go button, the PDF page will display T4 PDF in the PDF display region. If an employee's province has changed or GRE has changed within the year, then separate entries are available in the list of values for each province or GRE.

Viewing T4 as a Payroll Professional

Using the Payroll Professional responsibility, you can select the Employee T4 link and search for a person. When you select a person from the list, their T4 information appears. You can also save a person in My List for future access, so you do not need to search for that person again. In addition to displaying T4 information for current employees, you can also display information for ex-employees. To search for ex-employees, use the Person Type field in the Advanced Search page and select the person type Ex-Employee.

Employee T4A

The Employee T4A module enables employees to view and print the following PDFs using their self-service responsibility:

To view or print the T4A documents, use the latest version of Adobe Acrobat Reader on your local machine.

When an employee logs in and clicks the Employee T4A link in their self-service responsibility, the application displays the latest T4A PDF Federal Year End Preprocess or Federal Yearned Amendment process is run for that employee. The latest T4A PDF is displayed provided the system date must be later than the online viewing date specified in the HR: Allow Online T4/T4A viewing as of (MM/DD) profile option. Otherwise, the application displays a note that the T4A PDF is not available for that specific year. If for the employee, Payroll Archive process is run for multiple years, then the application initially displays the latest archived T4A PDF.

To view previous years PDFs, select the appropriate value from the list of all available PDFs. When you select a particular record in the list of values and click the Go button, the PDF page will display T4A PDF in PDF display region. If an employee's province has changed or GRE has changed within the year, then separate entries are available in the list of values for each province or GRE.

Viewing T4A as a Payroll Professional

Using the Payroll Professional responsibility you can select the Employee T4A link and search for a person. When you select a person from the list, their T4A information appears. You can also save a person in My List for future access, so you do not need to search for that person again. In addition to displaying T4A information for current employees, you can also display information for ex-employees. To search for ex-employees, use the Person Type field in the Advanced Search page and select the person type Ex-Employee.

Employee RL1

The Employee RL1 module enables employees to view and print the following PDFs using their self-service responsibility:

To view or print the RL1 documents, use the latest version of Adobe Acrobat Reader on your local machine. The PDFs are available if the employee’s payroll data is archived in either Provincial Year End Preprocess or amendment year end preprocess or has cancel PDFs.

When an employee logs in and clicks the Employee RL1 link in their self-service responsibility, the latest RL1 PDF will be shown if the Provincial Year End Preprocess. is run for that user. Otherwise, the application displays a note that the RL1 is not available for that specific year. If for the user Payroll Archive process is run for multiple years, then initially the application displays the latest archive RL1 PDF.

To view previous years PDFs, select the appropriate value from the list of all available PDFs.

When you select a particular record in the list of values and click the Go button, the PDF page will display RL1 PDF in the PDF display region. If an employee’s PRE has changed within the year, then separate entries are available in the list of values for each PRE.

Viewing RL1 as a Payroll Professional

Using the Payroll Professional responsibility you can select the Employee RL1 link and search for a person. When you select a person from the list, their RL1 information appears. You can also save a person in My List for future access, so you do not need to search for that person again. In addition to displaying RL1 information for current employees, you can also display information for ex-employees. To search for ex-employees, use the Person Type field in the Advanced Search page and select the person type Ex-Employee.

Employee RL2

The Employee RL2 module enables employees to view and print the following PDFs using their self-service responsibility:

To view or print the RL2 documents, use the latest version of Adobe Acrobat Reader on your local machine. The PDFs are available if the employee’s payroll data is archived in either Provincial Year End Preprocess or amendment year end preprocess or has cancel PDFs.

When an employee logs in and clicks the Employee RL2 link in their self-service responsibility, the latest RL2 PDF will be shown if the Provincial Year End Preprocess is run for that user. Otherwise, the application displays a note that the RL2 is not available for that specific year. If for the user Provincial Year End Preprocess is run for multiple years, then initially the application displays the latest archive RL2 PDF.

To view previous years PDFs, select the appropriate value from the list of all available PDFs. When you select a particular record in the list of values and click the Go button, the PDF page will display RL2 PDF in the PDF display region. If an employee’s PRE has changed within the year, then separate entries are available in the list of values for each PRE

Viewing RL2 as a Payroll Professional

Using the Payroll Professional responsibility you can select the Employee RL2 link and search for a person. When you select a person from the list, their RL2 information appears. You can also save a person in My List for future access, so you do not need to search for that person again. In addition to displaying RL2 information for current employees, you can also display information for ex-employees. To search for ex-employees, use the Person Type field in the Advanced Search page and select the person type Ex-Employee.

Configuring Employee RL1 and RL2 Modules

This topic provides configuration information for Employee RL1 and RL2 modules.

Menu and Function Names

The Employee RL1 module can be accessed from the following menus and functions:

User Menu Name Prompt ( Function)
Employee Self-Service Employee RL1 (PAY_RL1_SS)
Payroll Professional Employee RL1 Search (PAY_MGR_RL1_EMP_SEARCH)

The Employee RL2 module can be accessed from the following menus and functions:

User Menu Name Prompt ( Function)
Employee Self-Service Employee RL2 (PAY_RL2_SS)
Payroll Professional Employee RL2 Search (PAY_MGR_RL2_EMP_SEARCH)

See: Defining Menus for SSHR

Workflow

Not applicable

Workflow Process Display Name:

Not applicable

Configurable Workflow Attributes:

Not applicable

Configurable Tips and Instructions

Employee RL1

Tip Type Message Name
Error PAY_74173_NO_RL1_TO_VIEW_WEB
Error PAY_74172_NO_SS_PREF_RL1_WEB
Error PAY_74174_RL1_INVALID_SETUP

Employee RL2

Tip Type Message Name
Error PAY_74169_NO_SS_PREF_T4A_WEB
Error PAY_74170_NO_T4A_TO_VIEW_WEB
Error PAY_74167_T4_INVALID_SETUP

Configurable FlexFields

Not applicable

Configurable Profile Options

HR:Allow Online RL1/RL2 viewing as of (MM/DD)

Enable the HR:Allow Online RL1/RL2 viewing as of (MM/DD) profile option to allow your employees to view and download their RL1s or RL2s as PDF files. You can specify the month and day that the current year's RL1s or RL2s are viewable and grant these rights at the application, responsibility, user, server, organization, or site level. If employees attempt to view their RL1 or RL2 before the specified date, they only see the previous years RL1s or RL2s.

Additional Configuration Steps

Configuring Employee T4 and T4A Modules

This topic provides configuration information for Employee RL1 and RL2 modules.

Menu and Function Names

The Employee T4 module can be accessed from the following menus and functions:

User Menu Name Prompt ( Function)
Employee Self-Service Employee T4 (PAY_T4_SS)
Payroll Professional Employee T4 Search (PAY_MGR_T4_EMP_SEARCH)

The Employee T4A module can be accessed from the following menus and functions:

User Menu Name Prompt (New Function)
Employee Self-Service Employee T4A (PAY_T4A_SS)
Payroll Professional Employee T4A Search (PAY_MGR_T4A_EMP_SEARCH)

See: Defining Menus for SSHR

Workflow

Not applicable

Workflow Process Display Name:

Not applicable

Configurable Workflow Attributes:

Not applicable

Configurable Tips and Instructions

Employee T4

Tip Type Message Name
Error PAY_74166_NO_T4_TO_VIEW_WEB
Error PAY_74165_NO_SS_PREF_T4_WEB
Error PAY_74167_T4_INVALID_SETUP

Employee RL2

Tip Type Message Name
Error PAY_74169_NO_SS_PREF_T4A_WEB
Error PAY_74170_NO_T4A_TO_VIEW_WEB
Error PAY_74167_T4_INVALID_SETUP

Configurable FlexFields

Not applicable

Configurable Profile Options

HR: Allow Online T4/T4A viewing as of (MM/DD):

Enable the HR: Allow Online T4/T4A viewing as of (MM/DD) profile option to allow your employees to view and download their T4s and T4As as PDF files. You can specify the month and day that the current year T4s and T4As are viewable and grant these rights at the application, responsibility, user, server, organization, or site level. If employees attempt to view their T4 before the specified date, then they will have access to the previous years T4s and T4As only. If no value is provided here, then employees can view all available T4s and T4As from the prior year as soon as the Federal Year End Preprocess is run.

Additional Configuration Steps

Payroll Management - EMEA

P11D Reports (UK)

The P11D report for the UK provides information on expenses and benefits paid by an employer to an employee or worker. UK employers must submit P11D information for employees on paper, or using Electronic Data Interchange (EDI) or magnetic tape.

See: P11D: Flat File Contents and Required Input Values, Oracle HRMS Payroll Processing Management Guide

The online P11D functionality in SSHR enables employees, workers, and Payroll Professional users to view their P11D information using a self-service interface. The user can select components to include in the report and select whether to display the P11D Expenses and Benefits report or the P11D Summary report.

If required, the user can print out the information.

Menu and Function Names

The P11D report is not attached to any self-service menu when delivered. However, you can add the function to self-service menus if required.

See: Viewing P11Ds Online, Oracle HRMS Payroll Processing Management Guide

Workflow

Not applicable

Configurable Tips and Instructions

Not applicable

Configurable Flexfields

Not applicable

Configurable Profile Options

Not applicable

Additional Configuration Steps

If you are a Payroll Professional and choose to view the P11D reports for leavers, you must create an assignment set and run the P11D Reports process for that assignment set.

See: Viewing P11Ds Online, Oracle HRMS Payroll Processing Management Guide

Online Payslip (South Africa)

The Payslip module enables self-service users to view an electronic payslip for a pay period. Users can select what pay period to view from a list of values showing the Pay Dates, or by clicking on the Next or Back button.

Note: All columns and fields in the Online Payslip function are display only.

The Payslip is generated from the user's assignments. If there are multiple paid assignments for a user, the user can select the required assignment. Once the user has logged into the application and clicks on the View Payslip option, the user will see an electronic version of their payslip based on their selected assignment and the last pay period that has been processed.

If Multiple Assignment Payments functionality has been enabled for your localization, you have the option of combining the checks for multiple assignments into one pay check. In this case, the online payslip will show the combined totals for all assignments.

Menu and Function Names

This module can be accessed from the following menus and functions:

User Menu Name Function Name
Employee Self-Service Payslip

See: Defining Menus for SSHR

Workflow

The workflow details for this module are listed below:

Workflow Process Display Name:

Not applicable

Configurable Workflow Attributes:

Not applicable

Configurable Tips and Instructions

Not applicable

Configurable FlexFields

Not applicable

Configurable Profile Options

Profile Configurable Level Values Default
HR:View Payslip From Date for WEB (MM/DD/YYYY) User specification Date 01/01/1997

HR:View Payslip From Date for WEB

This profile option determines how many payroll periods a user can view in the online payslip. If the profile option is not set, an error message is displayed when the user attempts to view the online payslip.

HR:Mask Characters

You can use this profile option to set the number of characters or digits to display in numbers such as bank account or credit card numbers.

Additional Configuration Options

  1. Optionally define additional information to be displayed in the Other Information section of the payslip using the ZA Payslip Balances and ZA Payslip Elements additional organization information types.

  2. Set the document viewing and printing preferences using the Self Service Preferences additional organization information.

    See: Entering Self-Service Preference Information, Oracle HRMS Enterprise and Workforce Management Guide

  3. Run the Prepayments process.

    See: Running the Prepayments Process, Oracle HRMS Payroll Processing Management Guide

  4. Run the payment processes (for example, the Chequewriter process).

  5. Run the Pay Advice Generation - Self Service (South Africa) process to enable SSHR users to view their payslip.

    See: Running the Pay Advice Generation - Self Service (South Africa), Oracle HRMS Payroll Processing Management Guide

Online Payslip (UK)

The Online Payslip for the UK is a localized version of the generic payslip and has been designed to meet local requirements.

For information on the generic payslip functionality, see Online Payslip.

Menu and Function Names

This module can be accessed from the following menus and functions:

User Menu Name Function Name
Employee Self-Service Payslip V4.0

See: Defining Menus for SSHR

Workflow

The workflow details for this module are listed below:

Workflow Process Display Name:

Not applicable

Configurable Workflow Attributes:

Not applicable

Configurable Tips and Instructions

Not applicable

Configurable FlexFields

Not applicable

Configurable Profile Options

Profile Configurable Level Values Default
HR:View Payslip From Date for WEB (MM/DD/YYYY) User specification Date 01/01/1997

HR:View Payslip From Date for WEB

This profile option determines how many payroll periods a user can view in the online payslip. If the profile option is not set, an error message is displayed when the user attempts to view the online payslip.

Additional Configuration Options

  1. Optionally define additional information to be displayed in the Other Information section of the payslip using the Payslip Balances and Payslip Elements additional organization information.

  2. Set the document viewing and printing preferences using the Self Service Preferences additional organization information.

    See: Entering Self-Service Preference Information, Oracle HRMS Enterprise and Workforce Management Guide

  3. Run the Prepayments process.

    See: Running the Prepayments Process, Oracle HRMS Payroll Processing Management Guide

  4. Run the payment processes (for example, the Chequewriter process).

  5. Run the Payslip Generation Self-Service process to enable SSHR users to view their payslip.

    See: Generating the Payslip, Oracle HRMS Payroll Processing Management Guide

Payroll Management - APAC

Online Payslip (Australia, Hong Kong, Korea, Singapore, New Zealand, India, Kuwait)

The Online Payslips for the above localizations are localized versions of the generic payslip and have been designed to meet local requirements. For example, the Australian online payslip displays hourly rate information for the number of hours worked and the exact rate paid for those hours.

For information on the generic payslip functionality, see Online Payslip.

Menu and Function Names

This module can be accessed from the following menus and functions:

User Menu Name Function Name
Employee Self-Service Payslip

See: Defining Menus for SSHR

Workflow

The workflow details for this module are listed below:

Workflow Process Display Name:

Not applicable

Configurable Workflow Attributes:

Not applicable

Configurable Tips and Instructions

Not applicable

Configurable FlexFields

Not applicable

Configurable Profile Options

Profile Configurable Level Values Default
HR:View Payslip From Date for WEB (MM/DD/YYYY) User specification Date 01/01/1997

HR:View Payslip From Date for WEB

This profile option determines how many payroll periods a user can view in the online payslip. If the profile option is not set, an error message is displayed when the user attempts to view the online payslip.

See: User Profiles, Oracle HRMS Configuring, Reporting, and System Administration Guide

Additional Configuration Options

  1. Optionally define additional information to be displayed in the Other Information section of the payslip using the Payslip Balances and Payslip Elements additional organization information.

  2. Set the document viewing and printing preferences using the Self Service Preferences additional organization information.

    See: Entering Self-Service Preference Information, Oracle HRMS Enterprise and Workforce Management Guide

  3. Run the Prepayments process.

    See: Running the Prepayments Process, Oracle HRMS Payroll Processing Management Guide

  4. Run the payment processes (for example, the Chequewriter process).

  5. Run the Payslip Archive process for the appropriate legislation to enable SSHR users to view their payslip.

Self Printed Payment Summary Report (AU)

Employers who submit their Payment Summary data to the ATO electronically can print these reports on paper. The online Payment Summary Report functionality in SSHR enables employees to view the payment summary information using a self-service interface.

Managers can search and view the payment summaries for their employees using the following criteria:

Based on the above criteria, managers can view and print the payment summary for an employee. For example, if you specify the financial year, then the application displays all the employees within all legal employers within the financial year. You can view a normal Payment Summary for existing employees and view the normal and employment termination payment details for terminated employees.

Note: You cannot, however, print a payment summary report submitted before the financial year 2005-2006.

For information on the generic payment summary functionality, see Self Printed Payment Summary Archive.

Menu and Function Names

You can access the Payment Summary Report using the self-service menu AU Self Printed Report.

User Menu Name Function Name
AU Self Printed Report AU View Payment Summary
AU Manager Payment Summary Manager Self Service Self Printed Report

See: Defining Menus for SSHR

Workflow

The workflow details for this module are listed below:

Workflow Process Display Name:

Not Applicable

Configurable Workflow Attributes:

Not Applicable

Configurable Tips and Instructions

Not Applicable

Configurable Flexfields

Not Applicable

Configurable Profile Options

Not Applicable

Additional Configuration Steps

To view Payment Summary report using Self Service interface, you must complete the process Self Printed Payment Summary Archive for the employee.

You can enable the Self Service interface for an employee by setting the Self Service Preferences at Business group, Organization, Location or Person Level.

The Self Service Preference is defined at four levels:

For Person and Location level, the statutory document printing option is delivered as an Extra Information Type (EIT) called 'Self Service Preference for Person' and 'Self Service Preference for Location' respectively. This EIT must be added to your user-defined responsibility to access the statutory document printing option.

For Organization and Business Group, the self-service preference for statutory document printing is delivered through an Org Developer DF. A segment called 'Self Service Preference' is added to the Descriptive Flexfield for HR Organization and Business Group.

Navigation: Work Structures > Organization > Description > Find the applicable Business Group or HR Organization > click Others and select Self Service Preference.

For more information, see : Entering Self-Service Preference Information, Oracle HRMS Enterprise and Workforce Management Guide

Tax Declaration (India)

Employees in India must declare their income and investments at the beginning of the financial year. The Tax declaration module enables self-service users to make their tax declarations. Employees can update their declaration at any time, other than the freeze period.

During the freeze period, employees submit physical proofs of his earnings and investments to the employer. The reviewer checks the proofs and updates the tax declaration of the employee. Reviewers can check and update tax declaration from the self-service module. Reviewers can also download multiple tax declarations as an Microsoft Excel file, and later upload it after reviewing.

Note: New employees can create a new tax declaration using SSHR during the window period, within a few days of joining the enterprise. This window can occur even during the freeze periods.

You can configure freeze period details and new employee's window period in the Tax Declaration Information window.

See: Entering Tax Declaration Information, Oracle HRMS Enterprise and Workforce Management Guide

Menu and Function Names

Access this module from the following menus and functions:

User Menu Name Function Name
India Employee Self Service Tax Declaration
India Professional User Self Service Search Tax Declarations

See: Defining Menus for SSHR

Workflow

The workflow details for this module are listed below:

Workflow Process Display Name:

Not Applicable

Configurable Workflow Attributes:

Not applicable

Configurable Definitions for the Personalization Framework

Regions
Page Name Region Code Region Name
Tax Declaration InformationDetails Information Details
Deductions under Chapter VI A Chapter6aLimits Chapter VI A Maximum Exemption
Rebates under Section 88 RebateLimits Rebates Maximum Exemption
Tax Declaration Review ReviewProofs Proof required

Configurable Tips and Instructions

Region Tip Type Message Name
RentDetails Long Message PER_IN_CITY_TYPE
Chapter6aDetails Long Message PER_IN_SECTION_8GG
Chapter6aDetails Long Message PER_IN_MEDICAL_INSURANCE
Chapter6aDetails Long Message PER_IN_SPECIFIED_DISEASES
MedicalDetailsTable
Long Message PER_IN_DISABILITY_CATEGORY
PremiumTable Long Message PER_IN_PREMIUM_PAID
OtherIncome Instruction PER_IN_HOUSE_PROPERTY

See: Adding Instructions to a Web Page

Configurable FlexFields

Not applicable

Configurable Profile Options

Not Applicable

Medical Expenses (India)

Employees submit and reimburse their medical expenses for self or their dependents at any time during the financial year to be eligible for a tax exemption. The Medical Expenses self-service module enables employees to record and submit their medical expenses and enables employers to validate and approve these expenses.

Employees must also submit physical proofs of their medical expenses to the employer. Employers validate the physical proofs and the details submitted. If there are any changes, then employers modify the amount and approve the benefit amount payable to employees.

The Professional User uses the self-service module to:

Users can search for bills submitted within the specified date range and approve. Additionally, users can download and upload medical expenses for multiple employees as a Microsoft Excel file.

Users can use the Element Design Wizard to create elements to record the medical expense information. You can use the following elements:

See:Setting up Medical Expenses, Oracle HRMS Payroll Processing Management Guide (India)

When employees submit their medical expenses, Oracle HRMS stores the exempted amount of each bill in the PER Extra Information - Medical Details (PER_IN_MEDICAL_BILLS).

Users can validate the details submitted and the physical proofs and modify the benefit amount if there are any changes to the benefit amount. Use the Change Payment function on the self-service module to modify the benefit amount.

On validation, users can approve and submit the medical expenses. Employees cannot update the expenses once the professional user approves and submits the medical expenses. The application automatically creates the element entries for the month selected. To process medical expenses during a payroll run, users must attach the Medical Fringe Benefit element during a payroll run. The application then adjusts the taxable/non-taxable value of the medical benefit.

Menu and Function Names

Access this module from the following menus and functions:

User Menu Name Function Name
India Employee Self Service Medical Expenses
India Professional User Self Service Approve/Update Medical Expenses

See: Defining Menus for SSHR

Workflow:

The workflow details for this module are listed below

Workflow Process Display Name:

Not Applicable

Configurable Workflow Attributes:

Not Applicable

Configurable Definitions for the Personalization Framework

Region

Page Name Region Code Region Name
Medical Bill Entry InstructionList Instructions

Configurable Tips and Instructions

Not Applicable

Configurable FlexFields

Not Applicable

Configurable Profile Options

Not Applicable

Leave Travel Concession Expenses (India)

Employees can submit and reimburse their leave travel expenses for self or their dependents at any time during the financial year. Employees are eligible for a tax exemption on their leave expenses. The approved bill amount for LTC is non-taxable. Only the employer contribution that exceeds the exempted bill amount is taxable.

The Leave Travel Concession (LTC) expenses module enables employees to submit their leave expenses. It enables professional users to view, validate, and approve the leave travel expenses. For taxation purposes, Oracle HRMS enables you to setup and process Leave Travel Concession under the classification Regular Earnings. Use the Element Design Wizard to create the elements for processing LTC.

See: Setting up Regular Earnings, Oracle HRMS Payroll Processing Management Guide (India) and Setting up LTC Expenses, Oracle HRMS Payroll Processing Management Guide (India)

Employees submit the travel expense details such as the mode of travel, source and destination of travel, and the ticket as the physical proof of their travel expenses to the employer for self and their dependents.

When employees submit their leave expenses using self-service, the application stores the exempted amount of each bill in the Assignment Extra Information - LTC Bill Details (PER_IN_LTC_BILLS). You record information such as the ticket fare, employer contribution, and if carried over from previous block. The application holds the bills and the benefit amount in a single element.

The professional user uses the self-service module to:

Users can search for bills submitted within the specified date range and approve them. Additionally, they can download and upload LTC expenses for multiple employees as a Microsoft Excel file.

The LTC self-service module enables users to specify the date to create the element entries. Oracle HRMS creates element entries only when the professional user enters exempted value of bill amount and uses the exempted amount during payroll calculations.

Users can use the Validate LTC Bills option to verify and approve the bills and physical proofs the employee submits. If there are any changes to expenses, users can use the Change LTC Payment option to update the benefit amount and pay employees.

Employees can also avail advance payment prior to an LTC journey. The advance is not taxed at the time of payment but is later adjusted with the benefit amount.

Menu and Function Names

Access this module from the following menus and functions:

User Menu Name Function Name
India Employee Self Service LTC Expenses
India Professional User Self Service Approve/Update LTC Expense

See: Defining Menus for SSHR

Workflow

Not Applicable

Workflow Process Display Name

Not Applicable

Configurable Workflow Attributes

Not Applicable

Configurable Definitions for the Personalization Framework

Regions

Page Name Region Code Region Name
LTC Bill Entry InstructionList Instructions

Configurable Tips and Instructions

Not Applicable

Configurable FlexFields

Not Applicable

Configurable Profile Options

Not Applicable

Commutation Allowance (Japan)

The Commutation Allowance form enables you to enter, view and print information about a worker's commutation or travel allowance information.

Employees in Japan are entitled to allowances for transportation or commuting methods to and from work. The Commutation Allowance form provides allowance information about public transportation, and traffic tools - which encompass other methods of traveling to and from work.

From this form, users can add, update, delete and view future actions for each allowance.

Withholding ITAX (Japan)

The Withholding ITAX Report for Employee form enables you to enter and view information about a worker's withholding ITAX information.

Employees in Japan are requried to submit their Certificate of Withholding Income Tax to the National Tax Agency (NTA) at the end of the financial year. From this form, users can add, update, delete and view ITAX information.

The Withholding ITAX Report for Payroll Manager form enables payroll managers to enter, view and update infomration about a worker’s withholding ITAX information. From this form, the payroll manager can define the open and close dates for which changes can be made, view results, and update a worker’s information.

Function Names

This module can be accessed from the following function:

See: Defining Menus for SSHR

Workflow

The workflow details for this module are listed below:

Workflow Process Display Name:

Not applicable

Configurable Workflow Attributes:

Not applicable

Configurable Tips and Instructions

Not applicable

Configurable Flexfields

Not applicable

Configurable Profile Options

Not applicable

Life Insurance Notification (Japan)

The Life Insurance Notification module enables you to view and update information about a worker’s life insurance details.

From this form, users can add, update and view a worker's life insurance information. This includes LINC and group insurance related information.

Menu and Function Names

This module can be accessed from the following functions:

See: Defining Menus for SSHR

Workflow

The workflow details for this module are listed below:

Workflow Process Display Name:

Not applicable

Configurable Workflow Attributes:

Not applicable

Configurable Tips and Instructions

Not applicable

Configurable Flexfields

Not applicable

Configurable Profile Options

Not applicable