Cloud Documentation
Advanced Search


Using Global Payroll Interface
Close Window

 

This guide also applies to on-premise implementations

Table of Contents

Show All | Collapse

5 Manage Outbound Payroll Interface

This chapter contains the following:

Calculate Gross Earnings

Run Outbound Interface Reports

Calculate Gross Earnings

Calculating Gross Earnings for Global Payroll Interface: Overview

Payroll coordinators run the Calculate Gross Earnings process to calculate periodic values as run results and validate gross earnings calculations before extracting and sending data to a third-party payroll provider. This process is a required step for validating the calculated gross earnings results and updated payroll balances before sending any data to a third-party payroll provider.

You can view the results of the process, make corrections, retry or roll back the process, as needed. For example, after running the process, you might need to make changes to a person record that would affect results, such as adding an earnings element entry. You would then mark the person record for retry and run the process again. You can also:

  • Run predefined reports to help validate the run results and ensure that all data the third-party provider requires is ready to be extracted.

  • Compare balances between different payroll periods and run the predefined reports to help with validation.

The following figure illustrates the calculation and validation process.

Overview of the Calculate Gross Earnings Process

You run the Calculate Gross Earnings process by selecting the Submit a Process or Report task from the Payroll Calculation work area. The first time you run this process, after all calculations are validated, it is recommended that you run the extract process that is configured for your third-party payroll provider to extract all records meeting the process criteria.

Gross Earnings: How They Are Calculated

The Calculate Gross Earnings process calculates gross compensation values based on payroll frequency and the element entries attached to an employee. Calculations are done only on the gross value of regular and supplemental earnings element classifications; the run results do not include any results of calculations based on imputed earnings, statutory information, absences, or voluntary or involuntary deductions. You can verify the results by viewing the statement of earnings, run results, and predefined payroll reports.

Note

Flat amount deductions entered at the payroll relationship level are passed on the primary assignment only. Percentage amount deductions entered at the payroll relationship level are aggregated to each assignment or term.

Settings That Affect Calculation

When you submit a process to calculate gross earnings, you supply a unique payroll flow name to name the process, a payroll name, a payroll period, and a run type. This required information determines which payroll relationships and element entries to process and the calendar dates to use for the calculations.

The parameters to enter when running the process are described in the following table.


Parameter

Purpose

Payroll Flow

Name you assign when you submit the process. After running the process, you can use this name to search for it and monitor its status.

Payroll

Name of the payroll definition that determines the payroll period, calendar, and frequency.

Payroll Period

Payroll period for the payroll you are calculating and is used to determine other dates for processing.

Process Date

Optional. First date range on which to retrieve effective data for calculation. This date usually corresponds to the process dates of the specified payroll definition.

Date Earned

Optional. Date of element entries to include in the calculation run. The date you enter here overrides the default value determined by calendar of the specified payroll definition.

Consolidation Group

Optional. Name of the grouping of payroll runs for the specified payroll definition. The group you enter here overrides the default consolidation group for post-run processing.

Run Type

Name of the run type that determines which payroll calculations to perform.

Payroll Relationship Group

Optional. Name of a group of payroll relationships to restrict the people that are included in the run.

Process Configuration Group

Optional. Name of a group that determines performance parameters such as logging, chunk size, and number of threads. The group you specify here overrides the default process configuration group.

Element Group

Optional. Name of a group of elements included in the run. The element group must contain only elements with a primary classification of earnings or supplemental earnings. You create element groups on the Manage Object Groups page.

How Results Are Calculated

Calculations of gross earnings occur at the payroll relationship level. The payroll relationship structure provides the capability to link employment terms and assignments together for calculations based on the payroll statutory unit. The resulting multilevel aggregation ensures the correct calculation and distribution of earnings. The following figure illustrates the calculation process.

Overview of process to calculate gross earnings

The main steps of the calculation process are as follows:

  1. The process identifies the payroll relationships to process. If you specify a payroll relationship group parameter, the processing is restricted to the people in the group.

  2. The process creates a payroll action representing the payroll and a payroll relationship action for each relationship processed.

  3. The process loads into memory the element entries for the payroll relationship action it is processing.

  4. The process identifies and determines any formulas to run when calculating the element for a payroll relationship action.

  5. At the end of the process, there is one run result value for each element entry value. If the element entry involves currency conversion, the payroll calculation uses the current exchange rate and rounds the monetary result based on the formula rules.

  6. For each run result, the process determines which balances the result should feed. The process then writes and updates the balances to the database.

Example 1: Calculation Based on Annual Salary Basis

Your payroll provider might require you to pass periodic values for gross earnings, based on the payroll frequency of each employee. If you use a different salary basis, such as annual, to store the values, you can run the process to calculate the periodic values.

The formula attached to the annual salary would calculate the periodic value and feed this to a run result during the payroll run. The run result value can then be reported using an outbound interface report.

Example 2: Calculation Based on an Element Group

If you have defined a variety of standard earnings and supplemental earnings elements, you can restrict the calculation process to consider only the earnings elements you have associated with an element group. You specify the value of the element group as a parameter when running the process.

Viewing and Verifying Gross Earnings Calculation Results: Points to Consider

Once you submit a Calculate Gross Earnings process, you can monitor its progress and see if there are any warning or error messages. You can also view the actual run results. Viewing the results ensures accuracy of your results and minimizes the effort involved in correcting problems you find later.

Viewing Results

You search for your flow on the Overview page from the Payroll Calculation work area. From there, you can see whether the overall process has completed, and you can investigate and correct any problems that are found. For any task that has not completed, you can click Go to Task and navigate through the Processes and Reports tab on the Task Details page and view the person process results to see any records that are preventing the task from completion.

You can also view the following tasks to view detailed results:

  • View Payroll Process Results

  • View Person Process Results

Use the View Payroll Process Results task from the Payroll Calculation work area to verify the results for all the people and payroll relationship actions processed in a payroll flow. If you do not recall which payroll flow included the results, start with the Payroll Process Results page to locate the payrolls recently processed. From there, you can navigate to the Person Process Results page.

Use the View Person Process Results task from the Payroll Calculation work area to verify individual run results for the payroll flow. Refer to it also when researching results for a person over several payroll periods. This page provides access to the following information:

  • Balance Results: Review balance results to confirm that the process has completed successfully, to check that a worker has the correct pay, and to check a balance before and after adjusting it

  • Run Results: Review run results for all elements processed

  • Messages: View messages generated by payroll processes, if any.

Viewing Reports

Even after viewing process results, there still could be records or balances that require validation. For further validation, you can run and verify the output of the following reports, using the Submit a Process or Report task from the Payroll Calculation work area.

  • Element Result Register

    This register is a listing of the elements and pay values for a worker, such as earnings amounts processed by the Calculate Gross Earnings process.

  • Payroll Run Result Report

    This report extracts balances written by the Calculate Gross Earnings process for a specific payroll period, which can be used to check and validate the values in the Element Result Register.

After validation of the run results, when it is time to extract the data for your third-party payroll provider, you would run the outbound interface report to retrieve data for all employee records meeting the process criteria.

Run Outbound Interface Reports

Outbound Interface Reports: How They Are Processed

Once an extract definition has been created for an outbound interface report, you can run the extract process using the Submit a Process or Report task from the Payroll Calculation work area.

Settings That Affect Report Output

When you run an outbound interface report, all calculations are performed for all employees that match the criteria that you specify. The default parameters to enter when running the process are described in the following table.


Parameter

Purpose

Legislative Data Group

Name of partition used for payroll information.

Payroll Flow

Name you assign when you run the process. After running the process, you can use this name to search for it and monitor its status.

Effective Date

First date of which to retrieve effective records.

Payroll Name

Name of the payroll definition from which to extract data.

Payroll Period

Name of the payroll time period as entered in the payroll definition.

Changes Only

Optional. Indicator determining whether to extract only changed records. If not selected, the default behavior is to extract all records matching the process criteria.

Process Configuration Group

Optional. Name of a configuration group determining performance parameters, such as logging, chunk size, and number of threads. The group you specify here overrides the default process configuration group.

How Initial and Subsequent Reports Are Processed

The first time you run the outbound interface report, it retrieves all employee records and other data that was defined in the extract definition when creating the extract process. Subsequent runs can extract full records or only records that have changed since the previous time the extract process was run. The decision to run your extract process in change-only mode depends on the requirements of your third-party payroll provider. Some payroll providers require that all information is provided each period, and some require only changes be provided.

When running the extract process in change-only mode, the application compares the extracted employee data with the values that were extracted in the previous payroll period. If no changes are found, the data output file contains no data. If any changes are found, the data output file contains all records for each employee with changes.

You run the extract process in change-only mode by setting the Changes Only parameter to Yes.

Extracting Payroll Data for Third-Party Processing: Worked Example

This example demonstrates how to run and validate an extract process that extracts payroll-related employee information to send to a third-party payroll provider. In this example, the third party is a payroll provider named ADP Streamline, which is issuing employee payments in France.

The following table summarizes the key decisions for the scenario of extracting data for third-party payroll processing.


Decisions to Consider

In This Example

What is the extract process name to use for the payroll provider?

France ADP Streamline Payroll Extract

What is the legislative data group for the payroll whose data you want to extract?

InFusion FR Sun Power

What is the name of the payroll whose data you want to extract?

InFusion FR Weekly Payroll

In this example, the payroll provider expects the output file to be generated once for each weekly payroll period. The output file contains only records of employees where some value has changed. When the output file is received by the payroll provider, the data already held is updated with the changed information so that payments are made correctly.

There are four primary steps when extracting data for third-party payroll processing:

  1. Run the Calculate Gross Earnings process.

  2. Verify the results in the Element Result Register and Payroll Balances reports.

  3. Run the extract process.

  4. Verify the results in the output file.

Assumptions and Prerequisites

This worked example assumes that the following prerequisites have already been met:

  1. The France ADP Streamline Payroll Extract was created by copying the predefined extract definition.
  2. The extract process created in the previous step has been refined so that the Changes Only parameter is available when submitting the process.
  3. Eligible employees have element entries for any elements referenced in the extract definition.
  4. Employees opting for electronic funds transfer payments have their personal payment methods set up with the appropriate bank, branch, and account information.
  5. A full extract of all employee data has already been provided to ADP Streamline as a baseline. You can run a full extract by setting the Changes Only parameter to No.

Submitting the Calculate Gross Earnings Process

The Calculate Gross Earnings process ensures that all balances retrieved by the extract process are up-to-date and accurate.

  1. In the Payroll Calculation work area, click the Submit a Process or Report task.
  2. In the Legislative Data Group list, select InFusion FR Sun Power.
  3. Select the Calculate Gross Earnings flow pattern, and then click Next.
  4. On the Enter Parameters page, enter values as shown in the following table.

    Field

    Value

    Payroll Flow

    Name to identify the process you are submitting, for example, InFusion FR Weekly Calculation.

    Note

    You can use this name when searching for status or results of the process.

    Payroll

    Name of the payroll definition, for example, InFusion FR Weekly Payroll.

    Payroll Period

    First payroll period that has not already been calculated and extracted for the payroll.

    Run Type

    Regular

  5. Click Next.
  6. On the Enter Flow Interaction page, click Next.
  7. On the Review page, review the values and then click Submit.
  8. Click OK and View Checklist.

    Note

    If you choose not to view the checklist now, you can search for your process later from the Payroll Calculation work area.

Verifying and Viewing Results

You first verify that the process completed successfully. Then you verify the balances in the two reports that are generated by the Calculate Gross Earnings process. The two reports to view are:

  • Payroll Balances Report

  • Element Result Register

  1. In the task list, in the row containing Calculate Gross Earnings, click Go to Task.
  2. On the Processes and Reports tab, verify that the process is 100 percent completed.

    Note

    If the process is not 100 percent completed, go to the Errors and Warnings tab to check for any messages.

  3. On the Processes and Reports tab, in the row with the process ID, click View Results.

    You should see two reports in the View Results window.

  4. Click the file name or URL of each report to view its content.
  5. Click OK.

Running the Extract Process

The extract process retrieves balances from the results of the Calculate Gross Earnings process and other payroll-related information, using element entries and database items determined by the extract definition.

  1. In the Payroll Calculation work area, click the Submit a Process or Report task.
  2. In the Legislative Data Group list, select InFusion FR Sun Power.
  3. Select the ADP Streamline Payroll Extract flow pattern, and then click Next.
  4. On the Enter Parameters page, enter values as shown in the following table.

    Field

    Value

    Payroll Flow

    Name to identify the process you are submitting, for example, InFusion FR Weekly Payroll.

    Note

    You use this name when searching for status or results of the process.

    Effective Date

    Last date in range to retrieve effective data.

    Changes Only

    Yes

    Payroll Name

    Name of the payroll definition, for example, InFusion FR Weekly Payroll.

    Payroll Period

    The same payroll period as was selected when running the Calculate Gross Earnings process.

  5. Click Next.
  6. On the Enter Flow Interaction page, click Next.
  7. On the Review page, review the values and then click Submit.
  8. Click OK and View Checklist.

    Note

    If you choose not to view the checklist now, you can always search for your process later.

Verifying the Output File

You can view the output file to verify that it contains the data you expected.

  1. In the task list, in the row containing the name of your extract process, click Go to Task.
  2. On the Processes and Reports tab, verify that the process is 100 percent completed.

    Note

    If the process is not 100 percent completed, go to the Errors and Warnings tab to check for any messages.

  3. On the Processes and Reports tab, in the row with the process ID, click View Results.
  4. In the View Results window, click the file name or URL of the output file to view its content.
  5. Click OK.

Resolving ADP Connection Output File Extract Errors: Examples

The Oracle Fusion Payroll Interface keeps no records of what files you send to ADP Connection or when you send them. It is up to you to ensure the accuracy of the Oracle Fusion Human Resources Management Systems (HRMS) for the US data you capture and upload to ADP. The data maintained in Fusion must remain your source of truth. Any change or correction of employee or payroll data must be made in the Oracle Fusion application first and then communicated to ADP Connection through the upload process.

The following examples provide instruction on how to maintain your data integrity on both the Oracle and ADP sides:

  • Correcting Employee Data Before Output File Generation

  • Correcting Payroll Data Before Output File Generation

  • Correcting Data Before Output File Upload

  • Correcting Data After Output File Upload

  • Resolving Invalid or Missing Earnings Data

Correcting Employee Data Before Output File Generation

In the case where you have found an error in your employee data, and you have not yet submitted the extract process, simply make your corrections in Oracle Fusion HRMS for the US. Your changes will be migrated to ADP when you perform your next upload.

If you discover your errors after generating the output file, refer to "Correcting Data Before Output File Upload" below.

If you discover your errors after uploading the output file to ADP, refer to "Correcting Data After Output File Upload" below.

Correcting Payroll Data Before Output File Generation

In this case, you want to make payroll changes for one or more employees (such as applying an additional earnings entry) after running the Calculate Gross Earnings process but before submitting the extract process. To resolve, you must:

  1. Mark the Calculate Gross Earnings process for retry.

  2. Correct the payroll information.

  3. Retry the process. The system recalculates and generates new results for the affected employees.

If you discover your errors after generating the output file, refer to "Correcting Data Before Output File Upload" below.

If you discover your errors after generating the output file to ADP, refer to "Correcting Data After Output File Upload" below.

Correcting Data Before Output File Upload

In this case, you need to make corrections to your employee or payroll data, but you have already generated the extract file. If you know for certain that the last extract file was not sent to ADP, you must:

  1. Roll back the payroll extract process.

  2. Correct the errors.

  3. Rerun the extract process.

If you discover your errors after uploading the output file to ADP, refer to "Correcting Data After Output File Upload" below.

Correcting Data After Output File Upload

If you discover errors in your data after you have generated the output file and uploaded it to ADP Connection for Payforce, you must first correct the data within Oracle Fusion HRMS (US). Once that is complete, use the tools and processes provided by ADP to ensure that their data is updated to match the data maintained by Oracle. ADP has no rollback functionality, so you must make these corrections manually. This ensures the information maintained by ADP correctly reflects the information maintained by Oracle.

If manual intervention is not possible on your ADP system, then you must:

  1. Restore your ADP system from the prior day's backup.

  2. Roll back the Payroll Interface payroll extract process.

  3. Resubmit the extract process to generate a new output file.

  4. Upload the new file.

Resolving Invalid or Missing Earnings Data

You use the Calculate Gross Earnings process to calculate periodic payroll run results and validate gross earnings calculations before you extract and send data to the third-party payroll provider. For any payroll period, if you fail to run this process before generating the output file, the gross compensation values for your employees may be incorrect or missing entirely. For example, any new employee hired during the current payroll period would have no salary information processed by payroll.

If you are unsure that you have run Calculate Gross Earnings process:

  • Check the payroll process or person process results to confirm whether or not Calculate Gross Earnings has been run for this payroll period.

    If not, run Calculate Gross Earnings before continuing.

  • If you have already submitted the extract process, check the output file for empty or missing DE records (earnings).

    To resolve, you must roll back the payroll extract process, submit the Calculate Gross Earnings process, and then generate a new output file.

  • Once you have uploaded the output file, check your payroll data in ADP for missing or incorrect earnings.

    To resolve, you must use the tools provided by ADP to ensure the earnings data is correct. ADP has no rollback functionality, so you must make these corrections manually. No action is required in Oracle Fusion HRMS (US). When you submit the Calculate Gross Earnings process for the next payroll period, the earnings information will be captured.

FAQs for Run Outbound Interface Reports

What happens if I fail to upload my US ADP Connection output file?

If you fail to upload an output file to ADP Connection before generating a new file, what you should do depends on if you have uploaded the second, newer file. If you have uploaded the newer file, you must use the tools and processes provided by ADP to ensure that the data and changes reflected in the older file are included into their records. ADP has no rollback functionality, so you must enter this data manually. If manual intervention is not feasible, then you must restore the ADP system using a backup prior to the upload and then upload both output files in their proper order. If you have not uploaded the newer file, upload the older file first to ADP and then the newer file. This ensures the data maintained by ADP correctly reflects the data maintained by Oracle HRMS, which is the source of truth.