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Using Global Payroll
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This guide also applies to on-premise implementations

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2 Manage Payroll Transactions

This chapter contains the following:

Submit Payroll Flows

View Payroll Flow-Based Analytics

Load Time Card, Absence, and Benefit Batches

Submit Payroll Flows

Payroll Flow Checklist and Flow Tasks: Explained

The payroll flow pattern determines the sequence of payroll flow tasks executed in a payroll flow. Submitting a payroll flow generates a payroll flow checklist.

You can manage a payroll flow by working in:

  • The Payroll Checklist work area

  • Other payroll work areas for the specific activity phase

Payroll Checklist Work Area

The payroll flow checklist contains the payroll flow tasks required to complete each activity phase of the payroll: preparation, calculation, payment distribution, accounting, and regulatory reporting.

A payroll flow task by default is associated to an activity, but it can recur in the same activity. For example, a payment distribution flow pattern might include a verification task after each type of payment, such as EFT payment and check payment.

The payroll flow checklist shows you the progression of the individual tasks that comprise the payroll flow. You can use the checklist to monitor the status of the payroll flow tasks and to manage the tasks. The checklist owner or flow task owner manages the flow tasks, for example, by reassigning tasks, revising due dates, marking tasks as complete, and performing actions the task supports, such as roll back and retry.

From the payroll checklist, you can navigate directly to the payroll flow task details. For example, you can navigate from the payroll calculation task directly to the Person Process Results page to view a list of workers processed in the payroll run.

Other Payroll Work Areas

While working with payroll flows, you can remain in the Payroll Checklist work area or navigate to the other payroll work areas to work on payroll flow tasks and access related payroll tasks.

The activities in the payroll flow checklist correspond to the individual payroll work areas. Each payroll work area includes additional tasks to manage the information processed for that phase of the payroll. For example, the Accounting Distribution work area includes tasks to view journal entries and revise cost allocations, and the Payroll Calculation work area includes tasks to manage payroll relationship information.

Connecting Payroll Flows: Points to Consider

When you submit a payroll flow, you can connect the flow to an existing flow or process it separately by entering flow interaction information. Your data security access controls which flows you can view and submit, and therefore, which flows you can connect.

When you submit a payroll flow, the records processed depend on the following considerations.

  • Current payroll flow

    Tasks within the same flow may use the results of preceding tasks to process the current task. For example, in a flow that covers the payments activity, the Generate Check Payments task uses the results of the previous Calculate Prepayments task.

  • Flow interaction

    You can connect flows to process combined results. Connecting flows provides the flexibility to submit a flow and combine the results of previous flows into a new flow, such as combining corrective QuickPay flows with a payroll run flow to generate the combined results for the entire payroll run for the payment tasks.

When working with payroll flows, you can connect flows by one of the following methods:

  • Add a flow task to an active flow.

  • Connect completed flows to a new flow.

  • Merge a new flow with an active flow.

Connecting a Flow to an Active Flow

When you submit a payroll flow, you can connect it to an active flow. The active flow lists the connected flow in the Linked Flows section of the Payroll Flow page.

Note

If you find that when you submit a flow, you frequently add a flow such as a report, add the task to your payroll flow pattern. The next time you submit the flow, the payroll checklist includes the task.

This figure shows the submission of a report connected to an active payroll flow. No task insertion point is specified, so the report is added to the end of the active flow.

A report task flow added to an active flow

Connecting Completed Flows to a New Flow

Connect completed or active flows to a new flow to process tasks on the combined results. For example, you might submit a flow to cost payments and connect it to the different payment flows processed during the accounting period.

This figure shows two completed flows, a monthly and weekly payroll flow, connected to a new flow that costs payments.

Two completed flows connected to a costing of payments flow

Merging a New Flow with an Active Flow

You cannot combine two flows that are in progress, but you can merge a new flow with the active flow and specify where to merge the flows. Merging flows usually occurs when you combine flows to perform tasks in an activity, such as the payments or accounting activity. You might merge flows to process two sets of records in a single prepayments process. For example, if you remove records from the main flow for correction and then process them with several QuickPay flows, you can merge them to calculate the QuickPay payments.

When you merge flows, consider the following questions.

  • Does the submitted flow use the same context as the active flow?

    The context is established by the submission parameters, such as the payroll period. For example, you might include a QuickPay in an active payments flow if both flows use the same date to process the payments such as the date paid, but exclude the QuickPay if its date paid occurs in the following payroll period.

  • Does the submitted flow include the same tasks as the active flow after the insertion point?

    If the tasks are the same, the application processes both flows if you select the option to Use to Calculate Results. If the tasks are not the same, you can specify where to stop the active flow and complete tasks in the submitted flow before returning to the active flow.

Merging Payroll Flows

These examples illustrate how to merge payroll flows which contain the same tasks or different tasks.

This figure shows a QuickPay flow merged with a payroll flow for a regular payroll run where both flows share the same tasks. In this example, after the payroll calculation in the regular run is complete, the QuickPay calculation starts. The application waits to run the Gross-to-Net task until the task to verify the QuickPay results is complete. The QuickPay flow concludes with the same tasks as the regular run, so the QuickPay results are combined for processing in the regular run.

QuickPay flow merged at the Run Gross-to-Net Report task

This figure shows a QuickPay flow merged with a payroll flow for a regular payroll run to combine the results for reviewing reports. In this example, the flows do not include the same tasks. After the payroll calculation in the regular run is complete, the QuickPay calculation starts. After verifying the QuickPay, the application processes the two reports, which include the results of the QuickPay flow. The application returns to the QuickPay flow to process the external payment, and after the QuickPay payment verification task is complete, it processes the payments for the regular run.

QuickPay results included in the regular run verification reports and excluded from the payments process

Payroll Flow Interaction: Worked Example

This example demonstrates how to connect the Element Result Register to the biweekly payroll cycle to review the results for the current and previous payroll cycles.

The following table summarizes the key decisions for this scenario.


Decisions to Consider

In this Example

What is the name of the current payroll and the flow name you entered for it?

Biweekly payroll, May 31 Biweekly Flow

What is the name of the Element Result Register to create?

Element Results Register for May Earnings

Which start and end dates include the two payroll cycles?

May 1 - May 31

How are you limiting the report results?

Earnings balance category

Do you want to exclude any QuickPay flows processed during that period from inclusion in the report?

No

Where will you insert the Run Element Result Register task?

Before the Verify Reports task in the May 31 Biweekly Flow

In this example, the payroll manager wants to submit the element register to narrow the returned results to the elements included in Earnings balance category for the current and previous biweekly payroll periods.

Prerequisites

  1. Create a balance category for Earnings that includes the elements that generate earnings balances.
  2. Create two payroll cycles for a biweekly payroll, one that has completed processing and ends 15 May, and an active payroll flow that ends 31 May.

Submit the Element Result Register

  1. From the Payroll Calculation work area, click the Submit a Process or Report task.
  2. On the Select Flow Pattern page, select the Legislative Data Group.
  3. From the Process or Report section, select the Run Element Result Register. Click Next.
  4. On the Enter Parameters page, complete the fields, as shown in this table.

    Field

    Value

    Payroll Flow

    Element Result Register for May Earnings

    Process Start Date

    May 1

    Process End Date

    May 31

    Payroll

    Biweekly Payroll

    Balance Category

    Earnings


  5. Click Next.
  6. On the Enter Flow Interaction page, in the Flow Interaction section, click Add.
  7. Enter the values in the row, as shown in the table.

    Field

    Value

    From Payroll Flow

    Current

    From Task

    Start Flow

    To Payroll Flow

    May 31 Biweekly Flow

    To Task

    Verify Reports


  8. Click Next.
  9. On the Review page, review the information you entered previously, then click Submit to submit the report.

    The Element Result Register for May Earnings flow runs after the Run Element Result Register task within the May 31 Biweekly Flow. You can compare the results of both reports after they are completed.

Scheduling Flows: Explained

Schedule a flow to start and to automatically resubmit the flow at a date, frequency, and time span that suits your business practices. Schedule a flow to run once or on a recurring basis using predefined frequencies or formulas you create, such as scheduling a process to run on weekdays but not on weekends. You can schedule a flow, such as an extract, from the Data Exchange work area, or from any of the payroll work areas when you submit the flow.

Scheduling flows includes the following aspects:

  • Creating schedules for flows

  • Connecting active flows

  • Monitoring the status of scheduled flows

  • Canceling scheduled flows

Creating Schedules for Flows

Specify scheduling details on the Schedule page when you submit a flow, such as a payroll cycle flow, a report, or an extract process. You can automatically resubmit the flow by specifying a frequency or a formula, and a start date and time. For example, to optimize processing you might schedule an archiving process to start after normal working hours but end before the start of the nightly process to back up the enterprise's servers. To restrict the period during which the flow recurs, specify an end date. For example, you might specify an end date for a scheduled statutory report that the government no longer requires you to submit.

When the application submits the next occurrence of a flow at the scheduled time, the application uses the same parameters as the ones originally specified and resets the dates appropriately. The date parameter defaults to the system date. For the delivered extracts, processes, reports, and payroll flows, parameters derived from the defaulted date parameter are automatically incremented. For example, if you schedule a gross-to-net report to run monthly for a monthly payroll, the application uses the same parameters you initially entered for the payroll name, payroll statutory unit, and consolidation group, but increments the process end date. The submitted report covers the payroll period that corresponds to the incremented end date.

To ensure that flow patterns you create dynamically increment the date fields when the scheduled flow is submitted, review the parameter basis for the effective date. The parameter details should specify Context Binding for the parameter basis, and System Date for the basis valu. For example, you might create a flow pattern to extract weekly payroll data that requires the user to enter a process date. You specify the Context Binding for the parameter basis for the process date, and System Date for the basis value. Setting these parameters ensures that the dates the application derives from the defaulted date parameter are incremented appropriately.

Connecting Active Flows

When you submit a scheduled flow, you can connect it to other active flows. The scheduled flow interacts with the active flow, but only for the first occurrence, not future occurrences. For example, you might submit a report flow that extracts costing results for an accounting period, and connect it to a flow that calculates payroll, which has the same end date as the accounting period. The application generates the costing report at the point specified in the payroll cycle flow. The next time the costing report runs, it does not connect to another flow.

Monitoring the Status of Scheduled Flows

A scheduling icon identifies the status of scheduled flows that have not yet started. As soon as the current flow starts, the application lists the next occurrence on the Overview page of the appropriate work areas. For example, if you schedule a report to verify payroll calculations, the scheduled flow is listed in the Checklist and Payroll Calculation work areas.

If the application server fails when a flow is due to start, the flow instance ends. When the server is running again, resubmit the flow. You do not have to reschedule the recurring flows scheduled to run at a later date.

Canceling Scheduled Flows

The options to cancel a scheduled flow depend on the frequency and status of the flow, as shown in the following table.


Frequency

Status

Available Actions

Once

Started

Skip

Once

Not Started

Cancel flow

Recurring

Not Started

Cancel the current flow, cancel the recurring flow, or cancel the current and recurring flows

Completing Skipping and Correcting Payroll Flows: Explained

The payroll flow tasks in a payroll flow checklist are sequential. You complete each task before proceeding to the next one, and undo tasks to return to a task that requires correction. If you do not need to perform an individual task, or an entire flow is invalid, you can skip the task or the flow.

Completing Flows

The checklist for a payroll flow lists the manual and automatic tasks required to complete the flow.

An automatic task is complete when the application finishes it successfully and marks it complete. A manual task is complete when you mark it complete or update its progress to 100 percent. With the exception of skipped tasks, you must complete a task before you can update the status as complete.

Use the Payroll Checklist Summary tab to view analytics for the payroll flow and the Task Details tab to monitor the status of manual and automatic tasks. (The Processes and Reports tab of the payroll flow lists automatic tasks only.)

If the task is in error, you correct the errors before proceeding to the next task. If all but a few records process successfully and you do not want to delay the flow, you can remove the records with errors by rolling them back. You can resubmit the task to change the task status to Complete.

Flow patterns sometimes include simultaneous flow tasks. If the tasks are followed by a manual task, you cannot begin the manual task until the previous tasks are complete. For example, if two reports start on the same date, the application begins processing both reports on the same day. You must wait until both reports finish processing before starting the manual task, such as reviewing the report results.

Skipping Flows

You cannot delete or purge a flow or a task, but you can skip tasks or an entire flow if it is no longer valid, such as a flow submitted by error.

Payroll flow or task owners can mark tasks as skipped on the payroll flow checklist. You cannot skip a task in progress, but you can skip manual and automatic tasks that are not started, in error, marked for retry, or rolled back as long as later tasks do not depend on the results of the skipped task.

Payroll flow owners can mark an entire flow as skipped on the Overview page in the payroll work areas as long as the flow does not contain an automatic task that has a status of In Progress.

If you no longer require a task in a flow, edit the payroll flow pattern to permanently remove the task from the flow pattern's checklist.

Undoing and Correcting Flows

Manual tasks serve as stop points where you can review the results of report and process tasks. Manual tasks also serve as the starting point for undoing a sequence of tasks in the payroll checklist.

If you discover a completed task requires more work or correction, you must start with the last completed manual task and undo it, and then undo all intervening tasks until you reach the task that requires correction. The undo begins with a manual task even if that task falls in the next activity. For example, if your last completed manual task is verifying the prepayment results, you must begin with the prepayments verification task to undo a task in the payroll calculation activity.

When you undo a task, you mark it as fully or partially incomplete. Mark a manual task:

  • Fully incomplete to roll it back

  • Partially incomplete to change the status to Paused so that you can correct and retry records processed by the task.

The following table shows which actions you can perform on tasks listed in the payroll checklist or the Processes and Reports tab of the payroll flow, based on the status of the task.

Note

Roll back and Mark for Retry actions depend on whether an individual task supports the task action.


Status on Payroll Checklist Task Details Tab

Status on Payroll Flow Process and Reports Tab

Skip

Roll Back

Mark for Retry

Retry

Submit

Resubmit and Force Resubmit

Not Started

Not Started

x

Not Started with Potential Errors

Not Started

x

x

Not Stared with Errors

Not Started

x

x

In Progress (automatic task)

In Progress

In Progress (manual task)

x

x

x

In Progress with Potential Errors

In Progress

In Progress with Errors

Error

x

x

x

Completed

Completed

x

x

x

On Hold

Mark for Retry

x

x

x

Rolled Back

Rolled Back

x

x

Creating a Daily Schedule for a Payroll Flow that Skips Weekends: Worked Example

This example demonstrates how to create a formula that returns the next schedule date for a flow that is submitted daily on weekdays but not at the weekend.

The following table summarizes key decisions for this scenario.


Decisions to Consider

In This Example

Is the formula for a specific legislative data group?

No, this is a global formula for use by any legislative data group.

What is the formula type for this formula?

Flow Schedule

Are there any contexts used in this formula?

No

Are there any database item defaults?

No

Are there any input value defaults?

SUBMISSION_DATE, SCHEDULED_DATE

What are the return values?

NEXT_SCHEDULED_DATE

Creating a Fast Formula to Submit a Flow Only on Weekdays

  1. Open the Payroll Calculation work area, and click Manage Fast Formulas to open the Manage Fast Formulas page.
  2. Click the Create icon to create a new formula.
  3. Complete the fields as shown in this table.

    Field

    Value

    Formula Name

    Daily Weekday Schedule

    Formula Type

    Flow Schedule

    Description

    Submits Flow Daily Except Weekends

    Effective Start Date

    1-Jan-2010


  4. Click Continue.
  5. Enter the following formula details in the Formula Text section:
    /*******************************************************************
    FORMULA NAME: Daily Weekday Schedule
    FORMULA TYPE: Flow Schedule
    DESCRIPTION:  Formula to return a date time.
                  Returns NEXT_SCHEDULED_DATE;
    FORMULA RESULTS:
     NEXT_SCHEDULED_DATE   This is a date time value with yyyy-MM-dd HH:mm:ss format.
    ********************************************************************/
    /* Inputs  */
    INPUTS ARE  SCHEDULED_DATE(DATE)
    
    /* Calculations */
    add =  1  
    day = to_char(SCHEDULED_DATE, 'DAY') 
    if (day = 'FRIDAY') then add = 3 
    NEXT_SCHEDULED_DATE =ADD_DAYS(SCHEDULED_DATE, add)
       
    /* Returns */
    RETURN NEXT_SCHEDULED_DATE
    
    /* End Formula Text */
    
  6. Click Compile.
  7. Click Save.

Payroll Flow Security and Flow Owners: Explained

Your HCM data role security determines which payroll flows you can submit or view on the Payroll Dashboard or payroll work areas, including flows delivered for a single report or process. When you submit a payroll flow, you become the payroll flow checklist owner.

Payroll Checklist Owners and Task Owners

The payroll checklist owner inherits any task within the flow, unless the payroll flow pattern specifies a different owner for a task.

A checklist or task owner can reassign a task to someone else. For example, as a checklist owner, if a task is overdue and the task owner is on leave, you might reassign the task to another team member.

Payroll Flow Security and HCM Data Roles

HCM data roles secure the access to payroll flows through data privileges and to the payroll tasks on a payroll checklist through functional privileges.

If you cannot:

  • Submit or view a payroll flow, confirm that the data role assigned to you includes a security profile for the payroll flow pattern.

  • Perform a task such as a process or report, confirm that your data role is based on a job or abstract role whose inherited duty roles include necessary functional privilege to perform that task.

In the following figure, both the payroll administrator and the payroll manager are assigned duty roles with the functional privilege to submit a process or report and the data privilege to view the data for the monthly payroll flow pattern. Both the manager and administrator can perform the same task or have that task reassigned to them.

Payroll manager and administrator can perform same task

In the following figure, only the payroll manager not the payroll administrator job role inherits the functional privilege to calculate payroll. The payroll manager should not reassign a flow task to a payroll administrator, because the administrator does not have the necessary functional privilege.

Payroll manager can perform the task

Sequencing Rules for Payroll Flows: Explained

When you submit a payroll flow, processes in the flow use and build upon the results of previous processes. To maintain data integrity and prevent deletions, the application determines whether a task should lock the results of previous payroll relationship actions.

Locking the results of payroll relationship actions prevents processing corrective actions, such as retrying a process, until you roll back or mark for retry the process that locks the results. For example, the Calculate Prepayment process locks the results of the payroll relationship actions calculated in the payroll run. Before you can retry the payroll calculation process, you must roll back or mark for retry the prepayment process.

This topic covers:

  • Rules for sequenced and unsequenced flows

  • How to identify sequencing issues

  • How to avoid locking issues

  • Processes and reports

Rules for Sequenced and Unsequenced Flows

When you process a payroll, you run a sequence of processes that each perform an action on the payroll relationships included in the payroll calculation. Processes are divided into two categories that determine the locking rules:

  • Sequenced

    Sequenced processes follow a consecutive order. With the exception of two corrective processes, sequenced processes do not lock other processes. For example, you typically load element entries before you calculate them in the payroll run. The general rule is that you cannot insert a sequenced action for a payroll relationship if there is sequenced action in the future or an incomplete sequenced action in the past for the person for the same payroll and payroll period.

    For example, if you are processing a payroll and you want to process a QuickPay for the same payroll and payroll period for a person included in the payroll run, you must remove the person from the payroll run, or wait to process the QuickPay until after the payroll run is complete.

    The sequence rules use the process date of the payroll flow. If several flows share the same process date, the sequence number in the database determines the order of processing.

    As an exception to this guideline, two corrective processes create locks. They are sequential and occur after the process that generates the original results. For example, reversing the calculation locks the payroll run results and creates records that negate the run results.

  • Unsequenced

    Unsequenced processes create locks. You can insert unsequenced actions for a payroll relationship even when other payroll relationship actions occur in the future or in the past. The process is unsequenced because you can insert it between processes. For example, if you have several payment processes, you can submit the Transfer to Subledger Accounting process to transfer the costing for each payments process. When you add an unsequenced process to a flow, you lock the results on which the process depends, in this example, the payment costing results that you are transferring. By locking the results you avoid deletions.

How to Identify Sequencing Issues

When you add a process to a flow pattern or submit a process and connect it to a task in an existing flow, consider whether the process will lock the results of previous processes or will not execute because of later completed processes.

Locking problems can occur when you process more than one payroll relationship action for a person for the same payroll and process date. For example, if you submit a QuickPay for a person, and a payroll run with the same payroll and process date for that person is in progress, you cannot complete the QuickPay flow until the payroll run completes.

Locking problems can also occur if you submit an unsequenced process and connect it to an active flow. For example, if you submit an unsequenced process to transfer costs to Oracle Fusion Subledger Accounting, that process locks the payroll run results to preserve the costing calculated for the payroll run results. If you discover a problem with the payroll run results, you must roll back the transfer process to correct the records for the payroll run.

To help you identify locking issues, error messages alert you when the following conditions prevent the payroll flow from completing the task:

  • An incomplete sequenced flow for the payroll relationship action exists with a process date on or before the date of the submitted flow.

  • A sequenced flow for the payroll relationship action exists with a date later than the submitted flow.

  • A payroll relationship action exists later than the date of the submitted flow that you cannot roll back.

How to Avoid Locking Issues

The payroll cycle flow lists the tasks in the payroll cycle in the sequence in which they are usually performed. If you insert a process in a flow pattern or submit a process and connect it to an existing flow, consider the following questions:

  • Does a sequenced process for the payroll relationship action exist with a date later than the submitted flow?

    For example, if you process a payroll relationship in a regular payroll run, you cannot submit a QuickPay for that person for the same payroll and payroll period until you complete the regular payroll run.

  • Does a payroll relationship action exist later than the date of the submitted process that you cannot roll back?

    For example, if you submit the Create Final Accounting process, it locks the payroll run results and you cannot roll back this process.

Process and Report Rules

The following table lists sequenced processes in the order they are usually processed. All other processes are unsequenced and lock the results of previous processes.


Sequenced Processes

Locks Other Processes

Load Initial Balances

No

Recalculate Payroll for Retroactive Changes

No

Calculate Retroactive Costing

Yes

Calculate Payroll

No

Calculate Gross Earnings

No

Calculate QuickPay

No

Reverse Payroll Calculation

Yes

Adjust Individual Balances

No

Oracle Global Fusion Payroll reports temporarily lock results of previous calculations while running the reports.

The payslip report is the only Global Payroll report that locks the archived payment results, because it creates a permanent report. To correct and resubmit the underlying payment processes, you must roll back the report and the archive process, and then correct the payments. Some localizations create permanent reports from periodic and year-end archive processes.

FAQs for Submit Payroll Flows

How can I fix system errors for payroll flow tasks?

For potential system errors or system errors, refresh the Payroll Flow page in the Payroll Checklist work area to redisplay the status, and if necessary after consulting the help desk, if the task is not in progress, resubmit the task.

Determine if the flow task includes a record that was locked because of a previous process, in which case, wait for the process to complete or roll back the record that produced the lock. For example, if you try to run a supplemental QuickPay for a person before the regular payroll run concludes, you receive a potential system error.

Consult the help desk. A review of the log files can determine the cause of the problem, such as an issue with the environment or server. After resolving the issue, if the status of the task has not changed to In Progress, you can select the task and resubmit it, or if that does not work, select the task to force a resubmit. Resubmitting the task generates notifications if the flow pattern is set up to send them, but if you force a resubmit, no notifications are sent.

If you cannot start the task and it is an optional task or other tasks do not depend on its results, another solution is to skip the task until you can determine the source of the error.

What happens if I change a payroll flow task due date?

It does not affect the payroll flow task's status or progress displayed on the payroll flow checklist.

You must complete a flow task before beginning the next task. Before updating a due date beyond the next task's start date, consider whether you have adequate time to perform the next task.

Only checklist owners and task owners can update the due date.

Why can't I find the payroll flow I want to submit?

You must have security access to the payroll flows you submit. Only the payroll flows you are authorized to submit appear for selection. Your duty role must have Manage Payroll Flow Data privileges, and your security profile must include the payroll flow you want to select. Contact your help desk for assistance.

Why can't I perform a flow task on a payroll checklist?

Your data role is not based on a job or abstract role that includes the functional privilege to perform that checklist task. If you are the payroll checklist owner or flow task owner, before reassigning a checklist task to another person, ensure that person's data role includes the necessary functional privilege to perform the task. Contact the help desk for assistance.

Why can't I submit a flow with a particular payroll as a parameter?

Your payroll security profile does not include the appropriate payroll definition. You must have a privilege that enables you to manage payroll flow data, and your security profile must include the payroll you want to select. Contact your help desk for assistance.

How can I delete a payroll flow?

You cannot delete or purge a payroll flow or payroll flow task, but you can mark an entire flow or flow task as skipped.

You can skip manual and automatic tasks that are in error, marked for retry, or rolled back. Before skipping tasks, confirm that later tasks do not depend on the results of the skipped task.

Checklist owners can mark an entire flow as skipped on the Payroll Flow Checklist page on the Overview tab. Marking the entire flow as skipped marks any remaining uncompleted tasks as complete.

How can I cancel a scheduled flow?

Cancel current and recurring scheduled flows that you own from the payroll checklist. If there is insufficient time to cancel the flow, for example, for a flow that runs continually, consult your help desk about stopping the Oracle Enterprise Scheduler Service jobs. If the schedule is based on a formula, review the formula to ensure that it does not contain negative numbers that would result in a continuous recurring schedule.

What's the difference between submitting a payroll flow and a process or report?

The Submit a Payroll Flow task starts a flow that consists of more than one task. It can include manual tasks as well as report and process tasks, such as a QuickPay or Payroll Cycle flow.

The Submit a Process or Report task starts a flow that consists of a single process or report task, such as Run Payroll Activity Report.

View Payroll Flow-Based Analytics

Monitoring the Status of Payroll Flow Tasks: Explained

From the Payroll Dashboard and Payroll Checklist pages, and the payroll flow Processes and Reports tab, flow task owners can monitor and update the progress of the payroll flow using the information supplied by notifications, status icons, the due dates, and the percentage of the task completed.

Review the status of a payroll flow by checking:

  • Status icons and progress completed information

  • Flow task dates

  • Notifications

Status Icons and Progress Completed Information

The status icons indicate the state such as in progress or in error. While a task is in progress, you can further monitor its status by reviewing the percentage of the task completed.

The application updates the status of automatic tasks. If you own the payroll flow or task, update the progress of manual tasks by updating the percentage of the task that is completed. Before you can begin the next manual task or the application can start the next automatic task, you must update the current manual task to 100 percent complete or mark the status as complete.

The Action menu displays the actions you can take for a task based on its status. Not all tasks support actions such as rolling back or marking a task for retry. For example, the task to the create final accounting does not support roll back actions. Some actions are available only when you change the status. For example, if the task status is Completed, you mark it as incomplete before rolling it back.

The following table shows which actions you can take for a task.

Note

Roll back and Mark for Retry actions depend on whether an individual task supports the task action.


Status on Payroll Checklist Task Details Tab

Status on Payroll Flow Process and Reports Tab

Skip

Roll Back

Mark for Retry

Retry

Submit

Resubmit and Force Resubmit

Not Started

Not Started

x

Not Started with Potential Errors

Not Started

x

x

Not Stared with Errors

Not Started

x

x

In Progress (automatic task)

In Progress

In Progress (manual task)

x

x

x

In Progress with Potential Errors

In Progress

In Progress with Errors

Error

x

x

x

Completed

Completed

x

x

x

On Hold

Mark for Retry

x

x

x

Rolled Back

Rolled Back

x

x

Task Interdependencies

Restrictions apply to retry, roll back, and submitting tasks in specific statuses. If the status of the task is:

  • Completed, all subsequent tasks must have a status of Rolled Back or Marked for Retry before you can roll back or retry the task.

  • Rolled Back, On Hold or Marked for Retry, all previous tasks must have a status of Completed before you can submit the task.

Flow Task Dates

The start and due dates for payroll flow tasks are derived from the dates entered when you submit the payroll flow.

Task duration is managed by:

  • Flow pattern dates and offsets

  • Due dates on the checklist

  • Notifications that alert flow task owners

The payroll flow pattern may include start and end dates that are based on flow parameter dates, such as date earned, date paid, and effective date. The flow pattern might offset the start and due dates to ensure adequate time to prepare before a task starts or time to review the results of a task before it ends. For example, the start date to upload a batch of time card entries might be offset by two days to allow you adequate time to ensure that all departments submitted their time cards.

When you complete a flow task, the next task starts automatically unless the payroll flow pattern specifies a start date for it. If a flow task is overdue, you can change its due date to allow more time to complete or correct it, but that extension impacts the following task. You must complete a flow task before starting the next one, so before updating a due date, consider whether adequate time remains to perform the next task.

Notifications

To remind you of upcoming tasks or warn you of tasks that are overdue, you can update the payroll flow pattern to have notifications sent to you, so that you can prepare before a task starts, or investigate and address the source of any delay before a task is due. A Notification Expiration Offset parameter on the Manage Payroll Process Configurations page controls the number of days before a payroll flow notification is automatically deleted.

Depending on the flow pattern settings, a flow task owner receives notifications when a flow task starts, ends, is overdue, or has produced warnings or errors. As task owner, you can view notifications from the Payroll Dashboard or worklist. Completing a flow task removes notifications for the task.

Note

You receive notifications if you resubmit a task but not if you select the Force Resubmit action after correcting an environment or server error that generated an error status for the task that has not started.

FAQs for View Payroll Flow-Based Analytics

How can I receive payroll notifications in the payroll dashboard?

Confirm that you are the payroll checklist owner or the payroll flow task owner named on the payroll flow checklist.

Confirm that the settings for the flow pattern enable notifications for that flow task, such as notifications when a flow task starts, ends, is overdue, or has produced warnings or errors.

Completing a flow task removes related notifications from the Payroll Dashboard.

Load Time Card, Absence, and Benefit Batches

Validating and Transferring Time Entries in Payroll: Explained

Most time card applications and providers apply validation rules when workers submit their time cards, such as a minimum and maximum amount of enterable hours, or rules for overtime entry. When you transfer time card entries to payroll, the payroll application applies validations to ensure, for example, that the person is eligible for the time card element and is not terminated.

Aspects of working with time card entries include:

  • Validating time entries

  • Resolving transfer errors

  • Viewing and correcting time entries

Validating Time Entries

If you are using Oracle Fusion Time and Labor, payroll validations occur when a time card is saved or submitted. After the time card is routed to an approver, such as the manager of the primary assignment, and the status is Submitted and Approved, the application updates the time card status to Ready to Transfer.

When you transfer time card entries to payroll from Oracle Fusion Time and Labor or a third-party supplier, the application validates the time card entries to confirm that the worker has not been terminated and that the worker is eligible for the element. The application rejects time entries for any date beyond the worker's termination date.

Resolving Transfer Errors

If you are using Oracle Fusion Time and Labor, the time entry and calculation rules reduce the likelihood of an error when you transfer the time entries. Depending on the error, you can roll back individual records or the entire transfer process. To coordinate the transfer of corrected time entries to payroll, notify the Time and Labor administrator and provide the administrator with the Oracle Enterprise Scheduler job number of the Load Time Card Batches process. After the administrator corrects the cause of the error in Time and Labor, the administrator can reset the status of the time entries that were not transferred successfully to Unprocessed. The next time you transfer the time cards, the process retrieves the time entries.

If you are using a third-party time provider, you can roll back the Load Time Card Batches process, resolve the transfer error with the time provider, and resubmit the Load Time Card Batches process.

Viewing and Correcting Time Entries

When you transfer time card entries by submitting the Load Time Card Batches process from the Payroll Checklist or Payroll Administration work areas, the application creates a calculation card for each person whose time is transferred. There is only one time calculation card for each payroll relationship. A time calculation card includes entries for multiple assignments for the same payroll relationship. You can select the Manage Calculation Cards task in the Payroll Calculation work area and view but not update the time entries.

Any updates and corrections must occur in the application the person uses to report time. You can continue to transfer new and updated time entries to payroll until you calculate the payroll for the period that includes the time entries.

File Format for Importing Time Entries to Payroll

When you transfer time entries from a third-party provider by submitting the Load Time Card Batches process from the Payroll Checklist or Payroll Administration work areas, you specify the attachment for the XML file. The process creates a new calculation card or updates an existing card for each worker whose time entries are transferred. When creating the file, use the XML file format and XML tags described in this topic.

XML File Format for Transferring Time Entries

When you create a file to transfer time card entries to payroll, use the following structure.

<TIME_CARD_LIST>
<TIME_CARD>...
<ACTION>
<TIME_CARD_ID>
<MAPPING_ID>
<MAPPING_NAME>
<LDG_ID>
<LDG_NAME>
<HR_TERM_ID>
<TERM_NUMBER>
<HR_ASSIGNMENT_ID>
<ASSIGNMENT_NUMBER>
<LEGAL_EMPLOYER_ID>
<LEGAL_EMPLOYER_NAME>
<TIME_CARD_START>
<TIME_CARD_END>
<TIME_ITEM_LIST>...
<TIME_ITEM>
<TIME_TYPE>
{
<PAYMENT_RATE_ID>
<PAYMENT_RATE_NAME> |
<RATE_AMOUNT>
<PERIODICITY>
<FACTOR> |
<AMOUNT>
<PERIODICITY>
}
<TIME_UNIT>
<TIME_UOM>
<TIME_ITEM_START>
<TIME_ITEM_END>
<COST_SEGMENTS>
<SEGMENT1..30>
</COST_SEGMENTS>
<PROPERTIES_LIST>..
<PROPERTY_ITEM>
<NAME>
<VALUE>
</PROPERTY_ITEM>
</PROPERTIES_LIST>
</TIME_ITEM>
</TIME_ITEM_LIST>
</TIME_CARD>
</TIME_CARD_LIST>
XML Tags

This table describes the purpose of the tags used in the XML file.


XML Tag

Description

TIME_CARD_LIST

Parent tag that contains a set of time cards.

TIME_CARD

Object that contains the information about a specific time card.

ACTION

Action to perform, such as CREATE, REMOVE, MODIFY.

TIME_CARD_ID

Unique identifier for this time card.

MAPPING_ID

Identifier for the payroll component definition.

Specify the Mapping ID or the Mapping Name. If none is included, the process uses the default interface type Import Time XML and attempts to find a mapping.

MAPPING_NAME

Name used for the mapping.

Specify the mapping name or the mapping ID. If none is included, the process uses the default interface type Import Time XML and attempts to find a mapping.

LDG_NAME

Name of the legislative data group for this record.

Specify the identifier or name of the legislative data group. The records in the XML file must belong to the same legislative data group. If you do not include the LDG_ID or the LDG_NAME, the application uses the legislative data group you entered for the Load Time Card Batches process.

LDG_ID

Identifier for the legislative data group for this record.

Specify the identifier or name of the legislative data group. The records in the XML file must belong to the same legislative data group. If you do not include the LDG_ID or the LDG_NAME, the application uses the legislative data group you entered for the Load Time Card Batches process.

TERM_NUMBER

Number that identifies the employment terms for the time card.

ASSIGNMENT_NUMBER

Number that identifies the employment assignment for the time card.

TIME_CARD_START

Start date of the time card.

TIME_CARD_END

End date of the time card.

TIME_ITEM_LIST

Tag that contains a set of time items.

TIME_ITEM

Object that contains information about a specific hour item.

TIME_TYPE

Name supplied by the time application that maps to the payroll element and calculation component.

PAYMENT_RATE_ID

Identifier for the rate used to calculate the payment amount.

PAYMENT_RATE_NAME

Name of the rate used to calculate the payment amount.

RATE_AMOUNT

Actual rate used to calculate the payroll amount.

AMOUNT

Flat amount used to calculate the rate based on periodicity

PERIODICITY

Frequency that determines the rate value, used with amount or rate amount

FACTOR

Percentage applied to the rate amount to calculate the payment amount

TIME_UNIT

Number of units for the hours item, for example 8 hours is 8 units

TIME_UOM

Unit of measure for specifying time unit, such as hours

TIME_ITEM_START

Start time for the time item

TIME_ITEM_END

Ending time for the time item.

COST_SEGMENTS

List of the costing segments.

PROPERTY_LIST

Set of properties for the time item.

PROPERTY_ITEM

Additional information that is captured. For example, a value definition for the property item State would return State and the name of the State.

NAME

Name of a property for the time item.

VALUE

Value of a property for the time item.

Running the Load Benefit Batches Process: Explained

Use the Load Benefit Batches process to transfer pension deduction information from a benefits application to Oracle Fusion Global Payroll or Global Payroll Interface for processing.

Submitting the Process

You can submit the process from the Payroll Checklist or Payroll Administration work areas, or you can add it to a payroll flow pattern so that it runs as part of your regular payroll flow.

To submit the process:

  1. Click Submit a Process or Report.

  2. Select the Load Benefit Batches process and click Next.

  3. Enter a name to identify the flow.

  4. Select a process date (this is the date on which transfer process is run).

  5. Enter the system-defined ID for the Document of Record for the XML File that contains the pension data.

  6. Select a process configuration group if you want to override the default (for example, to collect detailed logging information).

  7. Click Next until you reach the review page, then click Submit.

Resolving Transfer Errors

When you load a benefits batch, the application validates the entries to confirm that the worker has not been terminated and is eligible for the deduction. The application rejects entries for any date beyond the worker's termination date. If the process ends in error, you can roll it back, resolve the error in the source application, and resubmit the Load Benefit Batches process.

Viewing and Correcting Entries

When the process completes successfully, it creates or updates a calculation card for each person included in the XML file. Use the Manage Calculation Cards task in the Payroll Calculation work area to view the new entries on the cards. You can enter or update the following values on the cards, if required: Payee, Reference Number, and Employee Additional Contribution. The other values are view-only and must be maintained in the source application.

File Format for Importing Pension Deductions to Payroll

You submit the Load Benefit Batches process from the Payroll Checklist or Payroll Administration work areas. When you transfer pension information from a third-party provider, you specify the attachment for the XML file. The process creates a new calculation card or updates an existing card for each worker whose pension information is transferred. When creating the file, use the XML file format and XML tags described below.

XML File Format for Importing Pension Deductions to Payroll

When you create a file to transfer pension deduction information to payroll, use the following format.

<BENEFIT LIST>
<BENEFIT>...
<ACTION>
<BENEFIT_ID>
<MAPPING_ID>
<LDG_ID>
<LDG_NAME>
{
<HR_TERM_ID>
<TERM_NUMBER>
<HR_ASSIGNMENT_ID>
<ASSIGNMENT_NUMBER>
}
<LEGAL_EMPLOYER_ID>
<LEGAL_EMPLOYER_NAME>
<BENEFIT_START>
<BENEFIT_END>
{
<BENEFIT_RATE_ID>
<BENEFIT_RATE_NAME> |
<AMOUNT>
<PERIODICITY>
<BENEFIT_MAX_ELECTION>
<BENEFIT_REF_NUMBER>
}
</BENEFIT>
</BENEFIT_LIST>

XML Tags

This table describes the purpose of the tags used in the XML file.


XML Tag

Description

BENEFIT_LIST

The outer most tag that contains a set of benefits.

BENEFIT

Tag containing information about a particular benefit.

ACTION

The type of action that will be performed, such as CREATE, REMOVE, and MODIFY.

BENEFIT_ID

Unique identifier for the benefit from the source application. Never use the same ID twice to identify another benefit.

MAPPING_ID

Identifier for the payroll component definition. This ID is used when creating the benefit in payroll.

LDG_ID

ID of the legislative data group associated with the record.

LDG_NAME

Name of the legislative data group associated with the record.

HR_TERM_ID

Unique ID for the HR Terms.

You can provide either the TERM_NUMBER or the HR_TERM_ID. If the TERM_NUMBER is being used to identify the HR Term then you must also provide the legal employer details.

TERM_NUMBER

Number that identifies the employment terms for the pension deduction.

HR_ASSIGNMENT_ID

This is the HR Assignments unique ID.

You can provide either the ASSIGNMENT_NUMBER or the HR_ASSIGNMENT_ID. If the ASSIGNMENT_NUMBER is being used to identify the HR Assignment then you must also provide the legal employer details.

ASSIGNMENT_NUMBER

Number that identifies the employment assignment for the pension deduction.

LEGAL_EMPLOYER_ID

ID of the legal employer name that the term or assignment belongs to.

LEGAL_EMPLOYER_NAME

Legal employer name that the term or assignment belongs to.

BENEFIT_START

Start date of the benefit.

BENEFIT_END

End date of the benefit.

BENEFIT_RATE_ID

ID of the rate that will be used to calculate the payment amount.

BENEFIT_RATE_NAME

Name of the rate that will be used to calculate the payment amount.

AMOUNT

Amount that is used to calculate the rate using the periodicity.

PERIODICITY

Used with the amount or rate, the periodicity is the frequency that determines the rate value.

BENEFIT_MAX_ELECTION

Determines the annual maximum election amount that can be processed.

BENEFIT_REF_NUMBER

Employee's reference number with the provider of the pension (benefit organization).

Transferring Absence Information to Payroll: Explained

You can transfer absence information from Oracle Fusion Absence Management or another absence application to Oracle Fusion Global Payroll or Global Payroll Interface for processing. You must complete the required setup in both applications to enable the transfer. You can transfer entitlement, accrual, final disbursement, and discretionary disbursement information.

Transferring absence information to payroll includes the following aspects:

  • Creating elements for absence information

  • Setting up absence plans

  • Transferring absence entries

  • Processing absence entries in payroll

Creating Elements for Absence Information

To process absence information you must create an element using the Manage Elements page in the Payroll Calculation or Setup and Maintenance work areas. Create an element with a primary classification of Absences and a category of Absence. Complete the element template for the type of absence plan that the element supports.

The element template prompts you for the type of plan. Your selection determines the questions that you will need to answer.

After creating the element, create at least one element eligibility record.

If you want to process absence entries in Global Payroll, you must create a payroll formula and associate it to the absence element by creating a status processing rule on the Element Summary page.

Setting Up Absence Plans

In Oracle Fusion Absence Management, create absence plans, which can be Accrual, Accrual with Entitlement, or Entitlement plans. Select the Transfer absence payment information for payroll processing check box in the Payroll Integration section of the Entries and Balances tab on the Create Absence Plan page. Select the element for the plan in the Element field to provide a link between the absence plan, the element, and the calculation component shown on workers' calculation cards.

Transferring Absence Entries

When an absence is recorded in Oracle Fusion Absence Management, the absence information is automatically transferred to the worker's absence calculation card.

If you use another absence application, you transfer absence information by submitting the Load Absence Batches process from the Payroll Calculation, Data Exchange, or Payroll Administration work areas. The process transfers absence entries to absence calculation cards, where they can be processed by payroll.

When you submit the Load Absence Batches process, specify an XML file as an attachment. The XML file must use the required file format and XML tags.

Processing Absence Entries in Payroll

You can process the component details on the absence calculation card in a payroll run.

If you use a third-party payroll application, you can create an HCM extract of the absence entries for processing by your payroll application.

File Format for Importing Absence Entries to Payroll

You submit the Load Absence Batches process from the Data Exchange, Payroll Checklist or Payroll Administration work areas. When you transfer absence information from a third-party provider or from Oracle Fusion Absence Management application, you specify the attachment for the XML file. The process creates a new calculation card or updates an existing card for each worker whose absence information is transferred. When creating the file, use the XML file format and XML tags described below.

XML File Format for Importing Absence Information to Payroll

When you create a file to transfer absence information to payroll, use the following format.

<ABSENCE_LIST>
<ABSENCE>
<ABSENCE_TYPE>
<ACTION>
<ABSENCE_ID>
<MAPPING_ID>
<MAPPING_NAME>
<LDG_ID>
<LDG_NAME>
<HR_TERM_ID>
<TERM_NUMBER>
<HR_ASSIGNMENT_ID>
<ASSIGNMENT_NUMBER>
<ABSENCE_RATE_ID>
<ABSENCE_RATE_NAME>
<ABSENCE_UNIT>
<ABSENCE_UOM>
<ADJUSTMENT_UNIT>
<FACTOR>
<PERIODICITY>
<ABSENCE_START>
<ABSENCE_END>
<ABSENCE_DATE_LIST>
<ABSENCE_DATE>
<LEAVE_DATE>
<ACCRUED_DATE>
<OVERRIDING_FACTOR>
<OVERRIDING_RATE_ID>
<OVERRIDING_RATE_NAME>
<OVERRIDING_UOM>
<OVERRIDING_UNIT>
<\ABSENCE_DATE>
<\ABSENCE_DATE_LIST>
<\ABSENCE>
<\ABSENCE_LIST>

XML Tags

This table describes the purpose of the tags used in the XML file.


XML Tag

Description

ABSENCE_LIST

The outer most tag that contains a set of absences.

ABSENCE

Tag containing information about a particular absence.

ABSENCE_TYPE

The type of absence that is being transferred to payroll, such as accrual, accrual with entitlement, or entitlement.

ACTION

The type of action that will be performed. such as CREATE, REMOVE, and MODIFY.

ABSENCE_ID

Unique identifier for the absence from the source application. Never use the same ID twice to identify another absence.

MAPPING_ID

Identifier for the payroll component definition. This ID is used when creating the absence in payroll.

MAPPING_NAME

Name used for the mapping.

LDG_ID

ID of the legislative data group associated with the record.

LDG_NAME

Name of the legislative data group associated with the record.

HR_TERM_ID

Unique ID for the HR Terms.

You can provide either the TERM_NUMBER or the HR_TERM_ID. If the TERM_NUMBER is being used to identify the HR Term then you must also provide the legal employer details.

TERM_NUMBER

Number that identifies the employment terms for the absence.

HR_ASSIGNMENT_ID

This is the HR Assignments unique ID.

You can provide either the ASSIGNMENT_NUMBER or the HR_ASSIGNMENT_ID. If the ASSIGNMENT_NUMBER is being used to identify the HR Assignment then you must also provide the legal employer details.

ASSIGNMENT_NUMBER

Number that identifies the employment assignment for the absence.

ABSENCE_RATE_ID

Unique identifier for the absence rate.

ABSENCE_RATE_NAME

Name of the rate that will be used to calculate the payment amount.

ABSENCE_UNIT

Unit of time in which the absence is recorded.

ABSENCE_UOM

The unit of measure being used for the absence (for example, days, hours or weeks).

ADJUSTMENT_UNIT

Unit of time in which an adjustment is being made to the absence.

FACTOR

Factor that is used in the calculation of the absence.

PERIODICITY

Used with the amount or rate, the periodicity is the frequency that determines the absence rate.

ABSENCE_START

Date the absence started.

ABSENCE_END

Date the absence ended

ABSENCE_DATE_LIST

List of dates in which the absence occurred.

ABSENCE_DATE

The date the absence is being reported.

LEAVE_DATE

Date in which the leave of absence took place.

ACCRUED_DATE

Date in which the absence was accrued.

OVERRIDING_FACTOR

Factor that is being used to override the calculation of the absence.

OVERRIDING_RATE_ID

Unique identifier for the rate being used to override the absence.

OVERRIDING_RATE_NAME

Name of the overriding rate that will be used to calculate the absence.

OVERRIDING_UOM

The unit of measure being used to override the absence (for example, days, hours or weeks).

OVERRIDING_UNIT

Unit of time in which an override is being made to the absence.

FAQs for Load Time Card, Absence, and Benefit Batches

Can I correct a time entry in payroll?

You cannot correct time card entries displayed within the calculation cards. You correct reported time in the time card application and then transfer the time cards to payroll by submitting the Load Time Card Batches process from the Payroll Checklist or Payroll Administration work areas. When the transfer is complete, the person's calculation card displays the updated time entries. You can continue correcting and transferring entries until the time entries are processed in the payroll run. If you transfer corrected time entries after the payroll run begins, the process creates retroactive entries that are processed in the next payroll.

What happens if a time card is transferred after the payroll run starts?

The time entries are not included in the payroll run. Process the time card entries in the current payroll period as an additional payroll run or submit QuickPay calculations, or process the entries as retroactive pay in the next payroll run.

You have several choices depending on the volume of the late time cards and the frequency of the payroll run.

  • If several workers submit late time cards, create a payroll relationship group that includes these workers and process a payroll run for the time card entries.

  • If only a few workers submit late cards, process the additional time entries separately by submitting the Calculate QuickPay process.

  • If the payroll run occurs frequently, you might pay the time card entries in the next payroll run as retroactive pay.

As an example of retroactive pay, you might submit a weekly payroll flow that includes time card entries reported for that week. If you transfer corrections after the payroll calculation begins, the application creates element entries for the adjusted entries. The adjustments are included as retroactive pay in the next payroll run.

What happens if time is reported beyond a termination date?

Workers can enter time beyond their termination in many time applications, but the process to transfer those entries to payroll rejects time entries for elements that are end-dated or that occur beyond the termination date.

Often when managers initiate hidden terminations, that information is closely held until the termination date. To avoid release of information on planned terminations, several applications, such as Oracle Fusion Time and Labor, hide and ignore the future termination date until it is formally announced.

Workers reporting time in Oracle Fusion Time and Labor can report time entries beyond their termination date, without any indication that they are ineligible for the time entered. Line managers can view and approve these entries.

To prevent time entries beyond the termination date from transferring to payroll, the Load Time Card Batches process rejects time cards for elements that are end-dated or whose entries occur after the termination date, and for entries where the element eligibility criteria no longer applies.