Oracle Self-Service Human Resources Deploy Self-Service Capability Guide Release 12.1 Part Number E13507-10

Contents

Previous

Next

Payroll Process Management

Payroll Overview

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

• Payroll Payment and Distributions

  • Online Payslips

• Payroll Statutory Deductions and Reporting

  • Tax reports

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:

• Online Payslip (UK)

• Online Payslip (South Africa)

• Online Payslip (US)

• Online Payslip (Australia)

• Online Payslip (New Zealand)

• Online Payslip (Hong Kong)

• Online Payslip (India)

• Online Payslip (Korea)

• Online Payslip (Kuwait)

• Online Payslip (Singapore)

• Online Payslip (International Payroll)

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:

• whether users can use the module for multiple payments

• whether payment information is for viewing only

• which types of payments the user can select (cash, check, deposit, or a combination)

• how the payment amounts are defined (percentage of net pay or a monetary amount)

• the maximum number of payments a user can set up

• which organization payment methods are used

• the bank details a user can set up for countries other than the default country

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

• create new payments

• update existing payments

• delete payments

• change the priorities for payments

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:

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:

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

Review Page

Tips and Instructions

See: Adding Instructions to Web Pages

FlexFields:

See: Configuring Flexfields

Configurable Profile Options

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.

• If the profile is NULL, then the application defaults to the first valid payment method for that payment category.

• If the profile is NOT NULL, then the application displays the payment category specified at the organization level.

• If the profile is ALL, then the application displays all the valid payment methods available to the payment category. You can select a payment method from the list of values and create your personal payment method.

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:

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

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:

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

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:

• Create batch header for employees.

• Search for employees for whom they have access based on the security profile - HR Security profile.

• Create batch lines to select employee, applicable elements, input values, and effective date.

• Save the batch header and batch lines, validate and submit the batch later.

• If approvals are setup, then managers can submit the batches for approval. Approvers can review the batches, approve them, or return for correction.

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:

• Valid: displays this status when all the batch lines and header are valid.

• Transferred: displays this status when all of the batch lines, and header have been transferred.

• Transfer Incomplete: displays this status when header has been transferred along with some of the batch lines.

• Unprocessed: displays this status when at least one batch is unprocessed.

• Error: displays this status when the batch has not been transferred and at least one line, control total, or the header is in error.

• Status Mismatch: displays this when the combination of statuses in the header, batch lines, and batch is not consistent.

• Approved: If you have set up approvals, then this status is displayed if the approver approves the submitted batch.

• Return for Correction: If you have set up approvals, then this status is displayed if the approver returns the submitted batch for correction.

Configurable Profile Options

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:

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:

   • Period to Date (PTD)

   • Month to Date (MTD)

   • Quarter to Date (QTD)

   • Year to Date (YTD)

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:

   • Assignment Within Tax Unit Processing Period To Date(_ASG_TU_PTD)

   • Assignment Within Tax Unit Processing Calendar Month To Date(_ASG_TU_MONTH)

   • Assignment Within Tax Unit Tax Quarter To Date(_ASG_TU_TQTD)

   • Assignment Within Tax Unit Tax Year To Date(_ASG_TU_TYTD)

   • Person Within Tax Unit Calendar Month To Date(_PER_TU_MONTH)

   • Person Within Tax Unit Tax Quarter To Date(_PER_TU_TQTD)

   • Person Within Tax Unit Tax Year To Date(_PER_TU_TYTD)

   • Assignment Inception To Date(_ASG_ITD)

   • Assignment Processing Period To Date(_ASG_PTD)

   • Assignment Calendar Month To Date(_ASG_MONTH)

   • Assignment Tax Quarter To Date(_ASG_TQTD)

   • Assignment Tax Year To Date(_ASG_TYTD)

   • Person Calendar Month To Date(_PER_MONTH)

   • Person Tax Quarter To Date(_PER_TQTD)

   • Person Tax Year To Date(_PER_TYTD)

   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.

• Header region - View personal, assignment, and payroll related information. This includes details such as name, job, grade, position, and payroll.

• Display region - View the details based on the configuration specified within the Extra Assignment Information types for your localization.

• Element Entries region - The Element Entries section typically contains the earnings and deductions details. The display of various details in this section varies depending on how it has been configured for your localization.

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.

Localized Versions of Payslip Modeler

For Americas, see:

• Paycheck Modeling (US)

• Payslip Modeling (Canada)

• Payslip Modeling (Mexico)

Menu and Functions

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

Configurable Profile Options

The following table lists the configurable profile options:

Configurable Flexfields

Using Payroll Dashboard

Payroll Dashboard enables administrators to monitor different payroll-related processes in a dashboard. Payroll Dashboard uses the existing payroll functionality to collate the different process-related data. With this feature, a new capability of Payroll Readiness is incorporated. Payroll Readiness checks the prerequisite conditions required for processing payroll as configured by the administrator. From the dashboard, administrators can also run payroll, retry, or rollback processes.

Payroll Dashboard provides easy to read statistics for quick reference and to view the status of payrolls running and calculation-related information during a pay cycle. With this dashboard, the need to run and review numerous processes is eliminated. Users can focus on the key areas to ensure appropriate action and highlight the exceptions during payroll processing.

Payroll Dashboard displays the different components of a payroll application within a single page to ensure that a payroll manager or administrator can monitor the progress. The dashboard enables reconciling the payroll easily, efficiently, and more importantly, to the appropriate people.

Payroll Dashboard is enabled for Payroll Professional or Payroll Administrator. Payroll Professional user can :

• Access using the Payroll Dashboard and Configuration functions

• Configure the processes for Payroll Dashboard.

When a payroll profession user accesses the payroll dashboard, the Payroll Readiness and Process Monitor tabs are available.

Using the Payroll Readiness

Viewing Current Assignment Activity

In the Payroll Readiness tab, you can view the assignment activity for all the payrolls in the current payroll period for the current business group. You can search by filter criteria such as payroll, primary assignments and then selecting the appropriate check box.

By default, the Current Assignment Activity displays the assignment information for all the payrolls in that business group.

When you enter the search criteria and queries, the assignment activity information is displayed. The table displays all the payrolls and the count of each assignment. You can click on each hyperlink to view the employee details such as name, date of hire, position, organization, and email. You can also view this information as a graph for a quick reference.

You can view the list of assignments without payment methods for the current period. This includes the list of new hires that do not have a valid payment method in the current period. You can also export this list to a spreadsheet for further analysis.

Viewing the Payroll Readiness

You can view the readiness status for the current payroll period by selecting a specific payroll or leaving blank for all payrolls in the current business group. The application displays the readiness information for the selected payroll with the details as indicated below:

• Payroll name – the payroll to check the readiness.

• Last Performed - displays the date on which the last readiness check has been performed in the current payroll period.

• Check Readiness - select this checkbox if you want to perform readiness check.

• Process Payroll – select if you want to process payroll for the current period.

Clicking on Check Readiness icon displays the readiness details for the selected payroll. You can view the process name, payroll period, status whether complete or incomplete. You can also view the message depending on the type of processes selected. Oracle supports the following processes for their readiness: - Batch Element Entry, OTL Time Entries, and Retropay. You can configure these processes against any payroll according to their business need in the Readiness Configuration page.

Running a Payroll Run

Besides running a payroll process using the forms interface, you can also process a payroll run by entering the payroll details and submitting it.

Using Process Monitor

When you click the Process Monitor tab, the Payroll Snapshot region provides a quick snapshot of the payroll processes. They can view the count of the processes have been run for the period specified in the Readiness Configuration page.

You can select the payroll and any of the following processes such as quickpay, quickpay pre-payments, payroll run, prepayments, cheque writer, magnetic transfer and view their process count.

For the selected process that has been run, you can view period for which it has been run, and its status. The Process Info link for the selected payroll enables you to view the time taken for this process to complete such as start time, estimated completion time and percentage of completion. You can view this information in a graphical format too.

You can also perform the retry, rollback or export actions for a selected payroll.

Note: You can retry and rollback only if there are no future processes run for that payroll.

If any errors were encountered while running the processes, then you can view the errored assignment information using the Assignment Process icon. The Messages option provides the messages generated by the run results while processing the assignment.

If any process has been configured for your localization in the extensible lookup PAY_DB_MONITOR_PROCESSES, then you can view this list of processes in the Other Process Details section.

UK users only: You can monitor the details of the predefined RTI processes from Other Payroll Related Processes section for the period specified.

Payment Distribution

You can view Payment Distribution information, including Prepayment, Payment Method and Third Party Payment Method details for the selected payroll and period.

Viewing the Payroll Analysis

The Payroll Analysis tabbed region is enabled by default for the US and Canada localizations only.

US and Canadian Users: In the Payroll Analysis tabbed region, users can view details of earnings and deductions, such as the current amount, previous amount, and the variance in amounts by comparing the values between a selected Current Payroll Period and a selected Previous Payroll Period.

US Users: In addition, users can view variances in amounts for each selected earnings or deductions category (similar to secondary classification) under a classification level. Payroll administrators can drill down into the category to view the variance in amounts at each element level in that category for the selected classification.

Using the Readiness Configuration

This page enables you to configure the processes for Payroll Readiness. You can access the Readiness Configuration page using the Readiness Configuration function attached to the payroll professional responsibility.

The configuration settings specified in the Readiness Configuration page are used to display data in the Payroll Readiness and Process Monitor tabs.

Configuring Payroll Readiness Setup

You can search for the processes which are associated with a payroll and check for their readiness. You can associate the processes to a Payroll using Create available on this page. You can delete the process which is already associated to a payroll.

You can associate the selected process to All the Payrolls in the Business Group or to the selected Payrolls.

Oracle defaults the processes such as BEE, OTL Time Entry and RetroPay.

Create Readiness Configuration

When you click the Create button in the Payroll Readiness Setup region takes you to the Create Readiness Configuration page. You can create readiness configuration by associating readiness check with specific or with all payrolls.

The following types of readiness checks are currently available for you:

• Predefined Checks - seeded by Oracle. Batch Element Entry, OTL Time Entries and Retropay are the available seeded readiness checks.

  India users : Users can check the total number of employees who have made or not made Tax Declaration.

• Concurrent Program - valid concurrent programs attached to the responsibility.

  Australia users - Users can perform a readiness check for TFN to check list of the employees who do not have TFN. This checks for the assignments that have a default tax filing number of 111 111 111 for more than 28 days from the date of hire. The 28 days period is checked from the payroll payment date.

  India users: Users can run the readiness check for the employees who do not have PAN

• Validation Check - defined by the user using Create Custom validation page.

Creating Custom Validation

If you want to create your own validations to meet your business requirements, you can create these checks for Payroll Readiness using the Create Custom Validation page.

You can access this page using the function Create Custom Validation attached to the payroll professional user responsibility.

You can search for a custom validation check to update, or create a new custom validation check. When a custom validation is created here, it will be available in the Readiness Configuration page to be associated with a specific payroll or all payrolls.

Configuring Payroll Dashboard

Configuring Payroll Dashboard

This topic provides configuration information for payroll dashboard.

Menu and Functions

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

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:

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

See: Adding Instructions to a Web Page

Configurable FlexFields

Not applicable

Configurable Profile Options

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:

• Further Payroll Information: You must enter a payroll representative in the Further Payroll Information flexfield of the Payroll window.

• GRE Contact Information: You must enter a payroll representative in the Contact Information additional organization information window.

• Custom PL/SQL: You need to modify the Get_Next_Payroll_Notifier function in the PL/SQL package hr_approval_custom.

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

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

• Form W-2 Wage and Tax Statement on the web. Form W-2 Wage and Tax Statement for the year 2001 and onward will be available for viewing online and printing. A consent form from the worker is not required to place this W-2 information online because the employer must still issue a paper copy of Form W-2 (see publication 15-A for further details - available at www.irs.gov).

  To view or print a Form W-2 Wage and Tax Statement for your own records, use the latest version of Adobe Acrobat Reader on your local machine.

  When a user selects the Employee W-2 function, the most recent Form W-2 Wage and Tax Statement displays as a PDF file in the web page. If there is no W-2 information or if you have not configured the self-service preferences to enable online access, a message appears. You can view the Form W-2 only after the Year End Pre-Process runs successfully. If the Year End Pre-Process ended with an error status, then no online Form W-2 is available for any assignment in the GRE. If the Year End Pre-Process finishes successfully but some assignments are in error, only the successfully archived assignments is available for online viewing and printing.

  Workers can request a reprint of the Form W-2 Wage and Tax Statement on paper. In this case, the payroll contact receives a notification of the reprint request. You define the payroll contact using the HR: HR/Payroll Representative Source profile option.

• Form W-2c Wage and Tax Statement on the web. When a user logs into Self Service and selects the option "Employee W-2", the latest employee W-2c will be displayed if the W-2c Pre-Process and either the Employee W-2c Report request set or the Employee W-2c PDF report has been run for the employee. If multiple W-2c Pre-Processes and either the corresponding Employee W-2c report request sets or Employee W-2c PDF reports have been run, then the employee W-2cs are displayed in reverse chronological order." Employees and/or Payroll Professionals can view employee W-2cs from prior years by selecting the applicable employee W-2c from list of values.

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:

• PAY_MGR_W2_EMP_SEARCH (Employee Search for W-2)

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:

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

See: Adding Instructions to a Web Page

Configurable FlexFields

Not applicable

Configurable Profile Options

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:

• Further Payroll Information: You must enter a payroll representative in the Further Payroll Information flexfield of the Payroll window.

• GRE Contact Information: You must enter a payroll representative in the Contact Information additional organization information window.

• Custom PL/SQL: You need to modify the Get_Next_Payroll_Notifier function in the PL/SQL package hr_approval_custom.

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.

Note: Customers who have set up multiple application servers must bounce these servers after setting the profile option in order for users to be able to view W2s online. Customers may have different configuration on the middle tier, for example, more than one application server, multiple JVMs, and load balancing. Such setup can contribute to the caching of the profile values and may not reflect the profile option setting on bouncing of Apache only, it may require bouncing of the application or middle tier to make sure the cache value is cleared.

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:

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

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:

• Resident Address Details

• Work Location Details

• Tax Withholding Information

• Earnings and Deductions

Using Paycheck Modeling

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

• View information provided in the Welcome Page and agree to the Usage Terms and Conditions.

• View certain personal and pay information such as Employee Name, Job title, Payroll, Pay Basis and Annual Salary.

• Perform paycheck modeling altering address region details such as:

  • Resident State

  • Resident County

  • Resident City

  • Work Location

  • Work At Home

  For example, users can change resident address details to verify corresponding tax calculation changes. If taxation is present for the selected address location, you can view the change in the Simulation Output in the Tax Deductions section. For example, if users are planning on moving to a different city and/or state, they can model a resident address and/or a work location change to assess the impact on tax and other deductions in order to determine changes to net (or take-home) pay. Note that if the user changes their resident state, they will also need to select a new resident county and city as well as state filing and exemption status. Likewise, if they change their work location, they will also need to select a new work state filing and exemption status.

• Model tax withholding information changes at Federal and State level. For example, an employee who is getting married may want to model changing their Federal Filing Status from "Single" to "Married". Likewise, they may also want to model changes to their Resident and/Work State Tax Withholding details such as changing the state filing status and/or changing the number of state exemptions plus they can also set up Additional Withholding amounts.

• Model changes to net or take home pay by selecting different earnings and deductions that have been made available for modeling. For example, an employee may be eligible for an upcoming bonus or overtime pay, and would like to see what their net or take home pay will be. Likewise, an employee may want to model a change to their 401k deferred compensation deduction to see the effect on their net or take home pay.

• View and print model paycheck results. View side by side pie charts that compare the employee's Current Pay to their Estimated (model) Pay. The Current Pay pie chart displays data from the employee's most recent payslip. The Estimated Pay pie chart displays data from the model paycheck. The Current Pay and Estimated Pay pie charts provide a breakdown of current and estimated pay by pretax deductions, taxes, other deductions and net pay.

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 ModelerSetting up Payslip Modeler, Oracle Payroll Processing Management Guide

Menu and Function Names

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

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:

• Details in the "Personal Information" section.

• Details in the "Pay Information" section.

• Fields in the "Address Related Details", Tax Withholding Details", Earnings and Hours" and "Deductions" regions. Also the Information Tips for each of these Regions.

• Placeholders in the "Instructions" section.

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. These flexfield contexts are available with the ‘Extra Assignment Information’ EIT.

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

Pay Information Region:

Address Details Region:

TTax Withholding Details Region:

Earnings Region:

Deductions Region:

Configurable Profile Options

• HR: Enable Payroll Simulation - Users can use the Paycheck Modeling module only if the profile option HR:Enable Payroll Simulation is set to Yes.

• HR: Enable Multiple Assignments for Payroll Simulation - If an employee has multiple active assignments, then users can choose whether they can perform paycheck modeling on just their primary assignment or select from a list of all their active assignments. Setting profile option "HR: Enable Multiple Assignments for Payroll Simulation" to Yes will allow employees to select any of their active assignments on which they wish to perform paycheck modeling. If the profile option is set to No, then paycheck modeling can only be performed on their primary assignment.

Setup Steps

The following sections provide setting up information.

Set Up the Modeling Availability Rule

Further (optional) control of when Paycheck Modeling is available to end users can be defined by setting the Modeling Availability Rule and the applicable Days After Period Start and End in Further Information for a payroll definition.

1. Navigate to the Payroll window (Payroll > Description).

2. Query the required payroll definition.

3. Click Further Information.

4. Set the following fields:

   Modeling Availability Rule to either Available or Unavailable.

   Set the Days After Period Start and Days Before Period End as appropriate.

For more information, see: Defining a Payroll, Oracle HRMS Oracle HRMS Payroll Processing Management Guide

Add the Simulation Details Extra Information to the Required Responsibility

1. Navigate to the Information Types Security window.

2. Select the Information Type of SIMULATION_ELEMENTS (Simulation Details) and attach the type to the required Responsibility.

3. Save your work and close the Information Types Security window.

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':

• Enable Simulation: Set this to Yes to allow this element to be selected by the end user when performing Paycheck Modeling.

• Simulation Input 1 to Simulation Input 15: Up to 15 input values can be configured for usage with Paycheck Modeling. For example, if an hourly, non-exempt employee can model overtime earnings, then Simulation Input Values 1, 2, and 3 could be defined to enable the employee to enter a rate, number of hours as well as the applicable factor.

• Simulation Name: Enter the element name that the end user will see in the Paycheck Modeler when selecting that element, if it is to be different from the current element name.

For more information, see Defining an Element, Oracle HRMS Compensation and Benefits Management Guide

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.

For more information on how to exclude elements, see Defining an Element or Distribution Set, Oracle HRMS Compensation and Benefits Management Guide After defining an element exclusion set, you must select this set in the Modeling Exclusion Element Set field of the Self Service Preference window for your business group. For more information, see: Entering Self-Service Preference Information, Oracle HRMS Enterprise and Workforce Management Guide.

Select the Oracle BI Publisher XML Template to Print Payslip Modeling PDF

Oracle Payroll for US provides a predefined XML template to print payslip modeling PDF report.

Details of the XML Template:

Name: US Payroll Simulator Template

Code: PAYUSPSSM

Application: Payroll

Data Definition: US Payroll Simulator Data Definition

Type: RTF

Default Output Type: PDF

You must select the XML template in the Payroll Simulation Template field of the Self Service Preference window for your business group.

If customers do not want to use the default template, then they can create an XML Publisher template and specify the template in the Self Service Preference window. The template must be associated with the Data Definition PAY<LEG_CODE>SIMPAYSLIP

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

Configuration Steps to Display Dates on Online Payslip (US)

This topic describes the configuration steps that must be completed to display dates when employees generate Online Payslip for US localization.Note that the configuration steps are applicable to displaying Start and End Dates for Premium and Overtime elements only.

Define Descriptive Flexfield Segments

Complete this step if the following setup does not exist in your instance:

• Log in to the System Administrator responsibility.

• Navigate to the Descriptive Flexfield Segments window (Application > Flexfield > Descriptive > Segments).

• Query using the following values:

  Application : Payroll

  Title: “Additional Element Entry Information” (or) “Add'l Element Entry Info.”

• Add the following in Context Field Values, if the value does not exist:

  Code: US EARNINGS

  Name: US EARNINGS

  Description: Additional Element Entry Info for US

  Click on Segments and enter the following values:

  Click on Segments and enter the following values:

  Number: 10

  Name: Originating Pay Period

  Window Prompt: Originating Pay Period

  Column: ATTRIBUTE10

  Value Set: HR_US_DATE_11

  Click Open and deselect the Required check box.

• Close the Window and Save your work.

• Complete the following steps to feed the Descriptive flex field with date values. The Descriptive Flex field defined above is linked to each of the elements that form the payroll.

• Click Additional Element Entry Information and then select the Context Value : US EARNINGS.

• Enter the Originating Pay Period, which is any date based on employee hire and element entry date.

• Freeze and compile the flexfield definition.

Complete the Configuration Steps to Display Dates on Online Payslip

1. Log in to the Oracle HRMS responsibility.

2. Go to Other Definitions.

3. Navigate to the Table Values window.

4. Query the table: ONLINE_PAYSLIP_DATE_CONTROL_TBL. By default, for the Column Name: 05, for Overtime and Premium ‘Y” value is displayed.

Defining the new Column Values

1. Navigate to the Table Structure window.

2. Query the table: ONLINE_PAYSLIP_DATE_CONTROL_TBL

3. Click the Columns button.

4. In the User Column Key, add the new record for the required in the form of ‘State Code’, for example: 35.

5. Save the changes and close the Columns window.

6. Click the Rows button.

7. Add a new record for the required element type, for example: Supplemental and save your changes.

Defining the Table Values

1. Navigate to the Table Values window.

2. Query the ONLINE_PAYSLIP_DATE_CONTROL_TBL table, which handles dates. In the name field in the Column section, query the state code that you had added in the earlier step, for example 35.

3. Add record for element type in the Exact field, in this example, it is Supplemental.

4. Define value ‘Y’ in the corresponding value field.

5. In the values section add records for the element types and configure accordingly. For example, if you enter Overtime in the Exact field and if the corresponding Value field is left blank it assumes the default value which is ‘N’.

   Note: Instead of defining an element explicitly to N not configuring will assume a default ‘N’.

6. Save your work.

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:

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

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.

Payslip Modeling (Canada)

The Payslip Modeling feature for Canada is a localized version of the generic Payslip Modeling functionality and is designed to meet local requirements.

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

Employees can model their payslip using the Payslip Modeler available online. This is a payslip calculator that can be used by individuals to quickly and accurately answer payslip related questions and address "what-if" scenarios. The calculation results of the ‘what-if’ scenarios are based on the employee’s current pay or the most recent payslip.

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: The Payslip Modeling feature is not available from Manager Self-Service and Contingent Worker Self-Service responsibilities.

The Payslip Modeling feature consists of the following processes:

• A Welcome page greeting the employee by name and where the employee must agree to certain terms and conditions.

• A Payslip Modeler page where employees can select from earnings and deductions to model as well as change tax information (if desired). Once the selections are complete, the employee can submit their model payslip to be calculated.

• Results are displayed, which the employee can optionally print out as a PDF document.

Note: Users cannot run the payslip modeling process, if there is a prepayment or costing process already executed for the current pay period. 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 payslip. Employees can elect to print a PDF copy of their model payslip 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 Canada Localization, the Payslip Modeling functionality enables employees or payroll administrators to model the following information to determine the impact on payroll calculations:

• Address Details

• Tax Information Details

• Earnings and Hours

• Deductions

Using Payslip Modeling

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

Agree to Terms and Conditions:

Employees can view information provided in the Welcome Page and agree to the Usage Terms and Conditions.

Model Payslip:

After employees agree to the usage terms and conditions, the Generate Model Payslip page appears. On this page, employees can:

• View certain personal and pay information such as Employee Name, Job Title, Payroll, Pay Basis, Annual Salary, and Gross Pay.

• Perform payslip modeling altering address related details. The work location field displays the employee’s assignment work location, by default. The Employment Province and Override Province fields are read-only. If there is a change in the work location, then the read-only Employment Province field gets updated according to the new province. The Override Province, if present, is the province in which the employee is currently taxed. Employees can select a work location available to the assignment based on the business group. The federal and provincial fields that subsequently appear are related to the work location. The initial value that appears in each of the federal and provincial fields, by default, is the value set in the employee’s record.

• Employees can select a work location available to the assignment based on the business group. The federal and provincial fields that subsequently appear are related to the work location. The initial value that appears in each of the federal and provincial fields, by default, is the value set in the employee’s record.

  Federal Fields

  Federal Tax Exempt

  Federal Total Claim Amount

  Additional Federal Tax

  Federal Prescribed Zone Deduction

  Federal Commission Remuneration

  Federal Commission Expenses

  Federal Annual Deduction Amount

  Federal Labour Sponsored Fund Contribution

  Provincial Fields

  Provincial Tax Exempt: Applicable to Quebec only

  Provincial Total Claim Amount: Applicable to all provinces

  Additional Provincial Tax: Applicable to Quebec, Newfoundland and Labrador only.

  Provincial Commission Remuneration: Applicable to Quebec only.

  Provincial Commission Expenses: Applicable to Quebec only.

  Provincial Annual Deduction Amount: Applicable to Quebec only.

  Provincial Labour Sponsored Funds Contribution: Applicable to all provinces that allow this tax credit.

  Number of Dependents (Ontario only)

  Number of Infirm Dependents (Ontario only)

  Change the work location, federal, or provincial tax details to view the impact on payroll and tax calculations. A work location change will only impact tax calculations if there is a province change. You can view the change in the Simulation Output in the Tax Deductions section. If users are planning on moving to a different province, they can model a work location change to assess the impact on tax and other deductions to determine changes to net or take-home pay.

• Model changes to net or take home pay by selecting different earnings and deductions that have been made available for modeling. For example, an employee may be eligible for an upcoming bonus or overtime pay, and would like to see what their net or take home pay will be. The list of Element-Input Values that appear can change, based on the work location selected.

  See: Examples: Payslip Modeling Scenarios

View and Print Model Payslip

Employees can view and print model payslip results. They can view side by side pie charts that compare the employee's Current Pay to their Estimated (model) Pay. The Current Pay pie chart displays data from the employee's most recent payslip. The Estimated Pay pie chart displays data from the model payslip. The Current Pay and Estimated Pay pie charts provide a breakdown of current and estimated pay by pretax deductions, taxes, other deductions and net pay.

Examples of Payslip Modeling Scenarios (Canada)

This topic provides examples on payslip modeling scenarios.

See: Payslip Modeling (Canada)

Example 1

Employee, who is working some overtime this week wants to estimate what their next check will be.

The employee selects the applicable earnings from the list of earnings that have been made available for payslip modeling. This selection displays their current [hourly] rate of pay and current number of hours. The employee then enters in their Estimated Hourly Rate and Estimated Number of Hours. In this case, they also select to add Overtime to the list of earnings, and are then prompted to enter the Estimated Overtime Rate as well as the Estimated Number of hours. Note that what the employee is able to enter or select from would be based on the element definition, namely the input values. The employee will also see a list of their current deductions (again, based on their latest actual payslip) and they can also select or de-select from the available deductions. In this case, these will be left as they are with no changes. The employee can also override their existing Federal and Provincial tax credits, etc. In this case, these values will also be left as is.

Example 2

Employee, who is due a Bonus, wants to estimate their net take home pay.

The employee selects the applicable earnings from the available list of earnings. They would select the “Bonus” earning. The employee can then enter a flat dollar amount. Note that what the employee is able to enter or select from would be based on the element definition, namely the input values. The employee will also see a list of their current deductions (again, based on their latest actual payslip) and they can also select or de-select from the available deductions. In this case, these will be left as is with no changes. Employee can also override their existing Federal and Provincial tax credits, etc. In this case, these values will also be left as is.

Example 3

Employee would like to increase or decrease their RRSP deduction to determine the tax effect and take home pay.

The employee selects the applicable earnings from the available list of earnings. The selection would include just their Regular earnings. This displays their current [hourly] rate of pay and current number of hours if applicable. The employee then enters in their Estimated/Projected Hourly Rate and Estimated/Projected Number of Hours, or Estimated/Projected Amount. Note that what the employee is able to enter or select from would be based on the element definition, namely the input values.

The employee will also see a list of their current deductions (again, based on their latest actual payslip) and they can also select or de-select from the available deductions. In this case, the employee had a RRSP deduction in their most recent payslip so the last amount deducted is displayed as Current. In the Estimated/Projected Amount column, they can enter a new amount or percent, depending on how the deduction element is defined. The employee can also override their existing Federal and Provincial tax credits, etc. In this case, these values will be left as is.

Example 4

Employee, who is getting married, wants to see their take home pay will be once their tax credit amount is changed.

The employee selects the applicable earnings from the available list of earnings. This would include just their Regular earnings. This selection displays their current [hourly] rate of pay and current number of hours if applicable. The employee, then enters in their Estimated/Projected Hourly Rate and Estimated/Projected Number of Hours, or Estimated/Projected Amount. Note that what the employee is able to enter or select from would be based on the element definition, namely the input values. The employee can also see a list of their current deductions (again, based on their latest actual payslip) and they can also select or de-select from the available deductions. In this case, they are left intact with no changes. The employee can then change their existing Federal and Provincial tax credits.

Configuration Information for Payslip Modeling (Canada)

This topic provides configuration information for the Payslip Modeling (Canada) function.

For information about the generic Payslip Modeler:

See: Using Payslip Modeler

Setting up Payslip Modeler, Oracle Payroll Processing Management Guide

Menu and Function Names

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

Workflow

Not Applicable

Personalization of Paycheck Modeling Pages

The Payslip 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 Payslip Page

You can personalize the following information:

• Fields in these regions:

  Simulation Display Region for CA

  Address Related Details

  Tax Information Details

  Earnings and Hours

  Deductions

• Information Tips for each of these Regions.

• Placeholders in the ‘Instructions’ section.

The fields displayed in the Generate Model Paylsip page 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 the "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.

Below are the context names for each of the regions in the Generate Model Payslip page.

These flexfield contexts are available with the ‘Extra Assignment Information’ EIT.

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

Simulation Display Region for CA Region:

Address Related Details Region:

Tax Information Region:

Earnings Region:

Deductions Region:

Configurable Profile Options

• HR: Enable Payroll Simulation - Users can use the Payslip Modeling module only if the profile option HR:Enable Payroll Simulation is set to Yes.

• HR: Enable Multiple Assignments for Payroll Simulation - If an employee has multiple active assignments, then users can choose whether they can perform payslip modeling on just their primary assignment or select from a list of all their active assignments. Setting profile option "HR: Enable Multiple Assignments for Payroll Simulation" to Yes will allow employees to select any of their active assignments on which they wish to perform payslip modeling. If the profile option is set to No, then payslip modeling can only be performed on their primary assignment.

Setup Steps

The following sections provide information to set up the Payslip Modeling functionality:

Set Up the Modeling Availability Rule

Further (optional) control of when Payslip Modeling is available to end users can be defined by setting the Modeling Availability Rule and the applicable Days After Period Start and End in Further Information for a payroll definition.

1. Navigate to the Payroll window (Payroll > Description).

2. Query the required payroll definition.

3. Click Further Information.

4. Set the following fields:

   Modeling Availability Rule to either Available or Unavailable.

   Set the Days After Period Start and Days Before Period End as appropriate.

For more information, see: Defining a Payroll, Oracle HRMS Oracle HRMS Payroll Processing Management Guide

Add the Simulation Details Extra Information to the Required Responsibility

1. Navigate to the Information Types Security window.

2. Select the Information Type of SIMULATION_ELEMENTS (Simulation Details) and attach the type to the required Responsibility.

3. Save your work and close the Information Types Security window.

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 payslip. 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.

Note: Only those elements that are enabled and Inputs that are configured at the Element Extra Information Level will be displayed in the Generate Modeling page, Earnings and Deductions section related “Input” field.

The following fields are available for configuration in the Element EIT 'Simulation Details':

• Enable Simulation: Set this to Yes to allow this element to be selected by the end user when performing Payslip Modeling.

• Simulation Input 1 to Simulation Input 15: Up to 15 input values can be configured for usage with Payslip Modeling. For example, if an hourly, non-exempt employee can model overtime earnings, then Simulation Input Values 1, 2, and 3 could be defined to enable the employee to enter a rate, number of hours as well as the applicable factor.

• Simulation Name: Enter the element name that the end user will see in the Payslip Modeler when selecting that element, if it is to be different from the current element name.

For more information, see Defining an Element, Oracle HRMS Compensation and Benefits Management Guide

Define Element Exclusion Set

By default, an employee's existing element entries will be processed as part of the model payslip, even if the element has not been configured to be available for Payslip 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 payslip 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 payslip 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 payslip is submitted.

For more information on how to exclude elements, see Defining an Element or Distribution Set, Oracle HRMS Compensation and Benefits Management Guide

After defining an element exclusion set, you must select this set in the Modeling Exclusion Element Set field of the Self Service Preference window for your business group. For more information, see: Entering Self-Service Preference Information, Oracle HRMS Enterprise and Workforce Management Guide.

Select the Oracle BI Publisher XML Template to Print Payslip Modeling PDF

Oracle Payroll for Canada provides a predefined XML template to print the payslip modeling PDF report.

Details of the XML Template:

Name: CA Payroll Simulator Template

Code: PAYCAPSSM

Application: Payroll

Data Definition: CA Payroll Simulator Data Definition (PAYCASIMPAYSLIP)

Type: RTF

Default File: PAYCAPSSM_en.rtf

Default Output Type: PDF

You must select the XML template in the Payroll Simulation Template field of the Self Service Preference window for your business group.

If customers do not want to use the default template, then they can create an XML Publisher template and specify the template in the Self Service Preference window. The template must be associated with the Data Definition PAY<LEG_CODE>SIMPAYSLIP

Employee T4

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

• T4 PDF

• T4 Amendment PDF

• T4 Cancellation PDF

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 Year End 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:

• T4A PDF

• T4A Amendment PDF

• T4A Cancellation PDF

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:

• RL1 PDF

• RL1 Amendment PDF

• RL1 Cancellation PDF

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 the Provincial Year End Preprocess or amendment year end preprocess or has cancelled 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:

• RL2 PDF

• RL2 Amendment PDF

• RL1 Cancellation PDF

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 the Provincial Year End Preprocess or amendment year end preprocess or has cancelled 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.

Changes to Self-Service Menus for Canada

Information in this topic is applicable to new customers who have implemented Oracle HRMS R12.1 HRMS RUP8.

If you are an existing Canadian customer, by default, the following Canadian functions are available with the Employee Self Service (HR_EMPLOYEE_DIRECT_ACCESS_V4.0) and Payroll Professional Menu (PAY_PROF_SELF_SERVICE_V4.0):

• Employee T4

• Employee T4A

• Employee RL1

• Employee RL2

• Employee Search for T4

• Employee Search for T4A

• Employee Search for RL1

• Employee Search for RL2

If you are a new Canadian customer who has implemented Oracle HRMS R12.1 HRMS RUP8, then these functions are not available with the predefined responsibilities. To make these self-service functions available to your employees and payroll professionals, complete the following setup steps:

1. Add Canadian functions to Canadian specific menus.

   • Navigate to the Menus window.

   • Create custom Self-Service and Payroll Professional menus using the following example:

     • Employee Self-Service Menu

       Name: CA_EMPLOYEE_SELF_SERVICE

       User Menu Name: CA Employee Self Service

       Add the following functions:

       Seq	Prompt	Function
       1	My T4	Employee T4
       2	My T4A	Employee T4A
       3	My RL1	Employee RL1
       4	My RL2	Employee RL2

     • Payroll Professional Menu

       Name: CA_PAYROLL_PROFESSIONAL

       User Menu Name: CA Payroll Professional

       Add the following functions:

       Seq	Prompt	Submenu	Function
       1	Employee Search for T4		Employee Search for T4
       2			Employee T4
       3	Employee Search for T4A		Employee Search for T4A
       4			Employee T4A
       5	Employee Search for RL1		Employee Search for RL1
       6			Employee RL1
       7	Employee Search for RL2		Employee Search for RL2
       8			Employee RL2
       9		Employees Menu
       10		Manager Enter Process Menu
       		SSHR hierarchy and search functions

2. Create two new responsibilities for the menus.

   Navigate to the Responsibilities window. Create the following responsibilities and attach the menus created in step1 to the custom responsibilities:

   Responsibility Name	Responsibility Key	Menu
   CA Employee Self Service	CA_EMP_SS	CA Employee Self Service
   CA Payroll Professional	CA_PAYROLL_PROF	CA Payroll Professional

3. Attach the responsibilities to users.

   Navigate to the Users window. Add the responsibilities created in step 2 to required users.

Configuring Employee RL1 and RL2 Modules

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

Important: If you are an existing Canadian customer, by default, the following Canadian functions are available with the Employee Self Service (HR_EMPLOYEE_DIRECT_ACCESS_V4.0) and Payroll Professional Menu (PAY_PROF_SELF_SERVICE_V4.0):

• Employee RL1

• Employee RL2

• Employee Search for RL1

• Employee Search for RL2

If you are a new Canadian customer who has implemented Oracle HRMS R12.1 HRMS RUP8, then these functions are not available with the predefined responsibilities. To make these self-service functions available to your employees and payroll professionals, complete the setup steps listed in the topic: Changes to Self-Service Menus for Canada

Menu and Function Names

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

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

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

Employee RL2

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

• Set the document viewing and printing preferences using Self Service Preferences at one of the following levels:

  Business Group

  HR Organization

  Location

  Person

  The precedence goes to Person, Location, Organization and then Business Group.

  Define the following self-service preferences fields for online T4 and T4A:

  • Document Type: This specifies the type of document for which following segments will be configured. RL1 or RL2 should be chosen from the list of values attached to this segment.

  • Online: This is a Yes/No segment signifying whether to display the online RL1 or RL2 PDF to employees. Select Yes to enable self -service RL1 or RL2 PDF functionality. If you select No, then RL1 or RL2 will not be displayed through self service.

  • Template: The list of seeded templates available are as follows:

    If the RL1 is selected under Document Type, then the following predefined templates are available:

    RL1 Paper PDF

    RL1 Amendment PDF

    RL1 Cancelled PDF

    RL1 PDF Error Report

    RL1 Amendment Error Report

    If the RL2 is selected under Document Type, then the following predefined templates are available:

    RL2 Paper PDF

    RL2 Amendment PDF

    RL2 Cancel PDF

    RL2 PDF Error Report

    RL2 Amendment Error Report

    Select the template to be used for formatting the online RL1/ RL2 PDF. All of these templates are maintained under XDO template manager, which is available through the XML Publisher responsibility. For information on how to create custom T4 and T4A templates, see: Setting Up Custom BI Publisher Templates for Canada Payroll, Oracle HRMS Payroll Processing Management Guide (Canada)

  • The following self-service preferences fields are not applicable to RL1 or RL2.

    Paper

    XML Code

    Effective Date

    Payslip Employer Address

    Display Payslip GRE Addr

    From Offset Criteria

    Display Rate Detail Section

    Offset Criteria

    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

  • Define the User Table columns to control the viewing of RL1 and RL2 Statements.

    The CAYE_ONLINE_SLIPS_DISPLAY_CONTROL_TBL controls the viewing of each slip (original, amended and cancelled) for every year. For example, if you want to restrict online viewing to only original year end slips, then enter a value of N in this table for amended and cancelled slips for each year. Rows for this table have been seeded (RL1 PDF, RL1 Amendment PDF, RL1 Cancellation PDF, RL2 PDF, RL2 Amendment PDF, and RL2 Cancellation PDF). Under Table Structure, you have to create columns by entering the year (YYYY) you want to control the slips. As Table Values, you can provide N or Y for a specific year (column value) and for specific report type (row value). The default is Y.

    Following are the setup steps to control the viewing of T4 and T4A statements through self-service:

    1. Navigate to the Table Structure window (Other Definitions > Table Structure).

    2. Query the CAYE_ONLINE_SLIPS_DISPLAY_CONTROL_TBL table.

    3. Define columns and provide year (YYYY) under Name.

    4. Navigate to the Table Values window (Other Definitions > Table Values).

    5. Query the form with table value as CAYE_ONLINE_SLIPS_DISPLAY_CONTROL_TBL.

    6. Date track to 31-Dec of the year provided in the earlier step.

    7. Select the report (RL1 PDF, RL1 Amendment PDF, RL1 Cancellation PDF, RL2 PDF, RL2 Amendment PDF, and RL2 Cancellation PDF) in the Exact column and provide either Y or N in the Value field.

Configuring Employee T4 and T4A Modules

This topic provides configuration information for Employee T4 and T4A modules.

Important: If you are an existing Canadian customer, by default, the following Canadian functions are available with the Employee Self Service (HR_EMPLOYEE_DIRECT_ACCESS_V4.0) and Payroll Professional Menu (PAY_PROF_SELF_SERVICE_V4.0):

• Employee T4

• Employee T4A

• Employee Search for T4

• Employee Search for T4A

If you are a new Canadian customer who has implemented Oracle HRMS R12.1 HRMS RUP8, then these functions are not available with the predefined responsibilities. To make these self-service functions available to your employees and payroll professionals, complete the setup steps listed in the topic: Changes to Self-Service Menus for Canada

Menu and Function Names

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

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

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

Employee RL2

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

• Set the document viewing and printing preferences using Self Service Preferences at one of the following levels:

  Business Group

  HR Organization

  Location

  Person

  The precedence goes to Person, Location, Organization and then Business Group.

  Define the following self-service preferences fields for online T4 and T4A:

  • Document Type: This specifies the type of document for which following segments will be configured. T4 or T4A should be chosen from the list of values attached to this segment.

  • Online: This is a Yes/No segment signifying whether to display the online T4/T4A PDF to employees. Select Yes to enable self- service T4/T4A PDF functionality. If you select No, then the T4/T4A will not be displayed through self-service. The default value is Yes. If Yes is chosen for a particular group, for example, location and organization, and there are employees in that group who have not provided consent to receive their T4 or T4A online, then you must enter an override for that employee to set this option to No.

  • Template: The list of seeded templates available are as follows:

    If the T4 is selected under Document Type, then the following predefined templates are available:

    T4 Slip

    T4 Instructions

    T4 Amendment PDF

    T4 Amendment Instructions

    T4 Cancellation PDF

    T4 Cancellation Instructions

    If the T4A is selected under Document Type, then the following predefined templates are available:

    T4A PDF Template

    T4A PDF Error Report

    T4A Amendment PDF

    T4A Amendment PDF Error Report

    T4A Cancellation PDF

    Select the template to be used for formatting the online T4/ T4A PDF. All of these templates are maintained under XDO template manager, which is available through the XML Publisher responsibility. For information on how to create custom T4 and T4A templates, see: Setting Up Custom BI Publisher Templates for Canada Payroll, Oracle HRMS Payroll Processing Management Guide (Canada)

  • The following self-service preferences fields are not applicable to view T4 or T4A online using self-service:

    Paper

    XML Code

    Effective Date

    Payslip Employer Address

    Display Payslip GRE Addr

    From Offset Criteria

    Display Rate Detail Section

    Offset Criteria

    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

  • Define the User Table columns to control the viewing of T4 and T4A PDFs online through self-service:

    The CAYE_ONLINE_SLIPS_DISPLAY_CONTROL_TBL controls the viewing of each slip (original, amended, and cancelled) for every year. For example, if you want to restrict online viewing to only original year end slips, then enter a value of N in this table for amended and cancelled slips for each year. Rows for this table have been seeded (T4 PDF, T4 Amendment PDF, T4 Cancellation PDF, T4A PDF, T4A Amendment PDF, and T4A Cancellation PDF). Under Table Structure, you have to create columns by entering the year (YYYY) you want to control the slips. As Table Values, you can provide N or Y for a specific year (column value) and for specific report type (row value). The default is Y.

    Following are the setup steps to control the viewing of the T4 and T4A statements online through self-service:

    1. Navigate to the Table Structure window (Other Definitions > Table Structure).

    2. Query the CAYE_ONLINE_SLIPS_DISPLAY_CONTROL_TBL table.

    3. Define columns and provide year (YYYY) under Name.

    4. Navigate to the Table Values window (Other Definitions > Table Values).

    5. Query the form with table value as CAYE_ONLINE_SLIPS_DISPLAY_CONTROL_TBL.

    6. Date track to 31-Dec of the year provided in the earlier step.

    7. Select the report (T4 PDF, T4 Amendment PDF, T4 Cancellation PDF, T4A PDF, T4A Amendment PDF, and T4A Cancellation PDF) in the Exact column and provide either Y or N in the Value field.

Payslip Modeling (Mexico)

The Payslip Modeling feature for Mexico is a localized version of the generic Payslip Modeling functionality and is designed to meet local requirements.

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

Payroll professionals (administrators) can model payslips using the Payslip Modeler available online. This is a payslip calculator that can be used to quickly and accurately answer payslip related questions and address "what-if" scenarios. The calculation results of the ‘what-if’ scenarios are based on the employee’s current pay or the most recent payslip. TThe simulation output displays some additional components like Employer Taxes, IDW components, and ISR Run results in addition to the employee components which are displayed in the Employee Online Payslip.These additional components are useful for Payroll Managers to simulate employee payroll calculations.

The Payslip Modeling feature is available to payroll professionals (administrators) via Self Service HR. Payroll administrators can use this feature to answer queries or perform what-if analysis for employees.

Note: The Payslip Modeling feature is not available from Employee Self-Service, Manager Self-Service and Contingent Worker Self-Service responsibilities.

The Payslip Modeling feature consists of the following processes:

• A Welcome page greeting the user by name and where the user must agree to certain terms and conditions.

• A Payslip Modeler page where users can select from earnings and deductions to model as well as change tax information, if desired. Once the selections are complete, the user can submit the model payslip to be calculated.

• Results are displayed, which the user can optionally print out as a PDF document.

Note: Users cannot run the payslip modeling process, if there is a prepayment or costing process already executed for the current pay period. 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 payslip.

For the Mexico localization, the Payslip Modeling functionality enables payroll administrators to model the following information to determine the impact on payroll calculations:

• Location Details

• Mexico Tax Witholding Details

• Earnings and Hours

• Deductions

Using Payslip Modeling

The Payslip Modeling feature enables payroll administrators to perform the following tasks:

Agree to Terms and Conditions:

Payroll administrators can view information provided in the Welcome Page and agree to the Usage Terms and Conditions.

Model Payslip:

After payroll administrators agree to the usage terms and conditions, the Generate Model Payslip page appears.

This page enables payroll administrators to alter work location, GRE and ISR Tax Rates user tables in addition to the earnings and deductions values to determine their impact on payroll calculations.

• View certain personal and pay information such as Employee Name, Job Title, Payroll, Pay Basis, Annual Salary, and Gross Pay.

• Perform payslip modeling altering location details. The work location field displays the employee’s assignment work location, by default. The government reporting entity field displays the assignment’s GRE, by default. The list of GREs available to the assignment are based on the business group.

• Payroll administrators can select a work location available to the assignment based on the business group. The tax withholding details fields that subsequently appear are related to the work location. The following is a list of fields that appear in the Mexico Tax Witholding Details region:

  • Pay Run Type: Employees can select the required run type to submit the simulation payroll run. The default run type is Regular.

  • ISR Tax Rate

  • ISR Monthly Tax Rate

  • ISR Tax Annual Rate

  • ISR Subsidy for Empl

  The initial values that appear in the Mexico Tax Witholding Details region are the default values set for the assignment’s payroll.

  Payroll administrators can change the work location and tax witholding details to view the impact on payroll and tax calculations. For example, users can change the work location to verify corresponding tax calculation changes. If taxation is present for the selected work location, then you can view the change in the Simulation Output under Estimated Taxes and Estimated Employer Taxes section.

• Model changes to net or take home pay by selecting different earnings and deductions that have been made available for modeling.

View and Print Model Payslip

Payroll administrators can view and print model payslip results. They can view side by side pie charts that compare the employee's Current Pay to their Estimated (model) Pay. The Current Pay pie chart displays data from the employee's most recent payslip. The Estimated Pay pie chart displays data from the model payslip. The Current Pay and Estimated Pay pie charts provide a breakdown of current and estimated pay by pretax deductions, taxes, other deductions and net pay.

Configuration Information for Payslip Modeling (Mexico)

This topic provides configuration information for the Payslip Modeling (Mexico) function.

For information about the generic Payslip Modeler:

See: Using Payslip Modeler

Setting up Payslip Modeler, Oracle Payroll Processing Management Guide

Menu and Function Names

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

Workflow

Not Applicable

Personalization of Paycheck Modeling Pages

The Payslip 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 Payslip Page

You can personalize the following information:

• Fields in these regions:

  Simulation Display Region for MX

  Location Details

  Mexico Tax Withholding Details

  Earnings and Hours

  Deductions

• Information Tips for each of these Regions.

• Placeholders in the ‘Instructions’ section.

The fields displayed in the Generate Model Paylsip page 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 the "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.

Below are the context names for each of the regions in the Generate Model Payslip page.

These flexfield contexts are available with the ‘Extra Assignment Information’ EIT.

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

Simulation Display Region for MX:

Location Details Region:

Mexico Tax Withholding Details:

Earnings Region:

Deductions Region:

Configurable Profile Options

• HR: Enable Payroll Simulation - Users can use the Payslip Modeling module only if the profile option HR:Enable Payroll Simulation is set to Yes.

• HR: Enable Multiple Assignments for Payroll Simulation - If an employee has multiple active assignments, then users can choose whether they can perform payslip modeling on just their primary assignment or select from a list of all their active assignments. Setting profile option "HR: Enable Multiple Assignments for Payroll Simulation" to Yes will allow employees to select any of their active assignments on which they wish to perform payslip modeling. If the profile option is set to No, then payslip modeling can only be performed on their primary assignment.

Setup Steps

The following sections provide information to set up the Payslip Modeling functionality:

Set Up the Modeling Availability Rule

Further (optional) control of when Payslip Modeling is available to end users can be defined by setting the Modeling Availability Rule and the applicable Days After Period Start and End in Further Information for a payroll definition.

1. Navigate to the Payroll window (Payroll > Description).

2. Query the required payroll definition.

3. Click Further Information.

4. Set the following fields:

   Modeling Availability Rule to either Available or Unavailable.

   Set the Days After Period Start and Days Before Period End as appropriate.

For more information, see: Defining a Payroll, Oracle HRMS Oracle HRMS Payroll Processing Management Guide

Add the Simulation Details Extra Information to the Required Responsibility

1. Navigate to the Information Types Security window.

2. Select the Information Type of SIMULATION_ELEMENTS (Simulation Details) and attach the type to the required Responsibility.

3. Save your work and close the Information Types Security window.

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 payslip. 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.

Note: Only those elements that are enabled and Inputs that are configured at the Element Extra Information Level will be displayed in the Generate Modeling page, Earnings and Deductions section related “Input” field.

The following fields are available for configuration in the Element EIT 'Simulation Details':

• Enable Simulation: Set this to Yes to allow this element to be selected by the end user when performing Payslip Modeling.

• Simulation Input 1 to Simulation Input 15: Up to 15 input values can be configured for usage with Payslip Modeling. For example, if an hourly, non-exempt employee can model overtime earnings, then Simulation Input Values 1, 2, and 3 could be defined to enable the employee to enter a rate, number of hours as well as the applicable factor.

• Simulation Name: Enter the element name that the end user will see in the Payslip Modeler when selecting that element, if it is to be different from the current element name.

For more information, see Defining an Element, Oracle HRMS Compensation and Benefits Management Guide

Define Element Exclusion Set

By default, an employee's existing element entries will be processed as part of the model payslip, even if the element has not been configured to be available for Payslip 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 payslip 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 payslip 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 payslip is submitted.

For more information on how to exclude elements, see Defining an Element or Distribution Set, Oracle HRMS Compensation and Benefits Management Guide

After defining an element exclusion set, you must select this set in the Modeling Exclusion Element Set field of the Self Service Preference window for your business group. For more information, see: Entering Self-Service Preference Information, Oracle HRMS Enterprise and Workforce Management Guide.

Select the Oracle BI Publisher XML Template to Print Payslip Modeling PDF

Oracle Payroll for Mexico provides a predefined XML template to print the payslip modeling PDF report.

Details of the XML Template:

Name: MX Payroll Simulator Template

Code: PAYMXPSSM

Application: Payroll

Data Definition: MX Payroll Simulator Data Definition

Type: RTF

Default Output Type: PDF

You must select the XML template in the Payroll Simulation Template field of the Self Service Preference window for your business group.

If customers do not want to use the default template, then they can create an XML Publisher template and specify the template in the Self Service Preference window. The template must be associated with the Data Definition PAY<LEG_CODE>SIMPAYSLIP

Recommended Step for the Government Reporting Field in the Location Details Region

The Government Reporting Entity field in the Location Details region, by default, displays the assignment’s GRE recorded in the Statutory Info tab of the Assignment window.

If the GRE is not entered, then the application determines the GRE of an assignment based on the hierarchy the location is associated with. Therefore, it is recommended that all locations be associated with the appropriate GREs using the Mexico HRMS Statutory Reporting Hierarchy.

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:

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

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.

   • ZA Payslip Balances

     See: Business Groups: Entering ZA Payslip Balances, Oracle HRMS Enterprise and Workforce Management Guide

   • ZA Payslip Elements

     See: Business Groups: Entering ZA Payslip Elements, Oracle HRMS Enterprise and Workforce Management Guide

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:

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

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.

   • Payslip Balances

     See: Entering Payroll Balances, Oracle HRMS Payroll Processing Management Guide

   • Payslip Elements

     See: Entering Payroll Elements, Oracle HRMS Payroll Processing Management Guide

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:

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

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.

   • Payslip Balances

     See: Entering Payroll Balances, Oracle HRMS Enterprise and Workforce Management Guide

   • Payslip Elements

     See: Entering Payroll Elements, Oracle HRMS Enterprise and Workforce Management Guide

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:

• financial year

• employee full name

• employee number

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.

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:

• Person

• Location

• HR Organization

• Business Group

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

Payslip Modeler (AU)

The Payslip Modeling feature for Australia is a localized version of the generic Payslip Modeling functionality and is designed to meet local requirements.

Employees can model their payslip using the Payslip Modeler available online. This a payslip calculator that can be used by individuals to quickly and accurately answer payslip related questions and address "what-if" scenarios such as how their net pay would be impacted. Employees can elect to print a PDF copy of their model payslip results. This feature is available to both employees and payroll professionals (administrators) via Self Service HR.

Note: Users cannot run Payslip 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.

Users must first agree to the Usage Terms and Conditions in the Welcome page before they can begin modeling their Payslip. Employees can elect to print a PDF copy of their sample payslip.

For Australia, the Payslip Modeling functionality enables employees or payroll administrators to model the following information to determine the impact on payroll calculations:

• All types of Custom Earnings elements of the type Standard, Allowances, Additional, Nontaxable, Progressive, Leave Loading and the Bonus Earnings elements (Fixed/Spread) can be simulated.

  Note: These custom elements must have the Multiple Entries Allowed Flag set to No, otherwise the simulation is not possible if the Multiple Entries Allowed flag is set to Yes.

• Predefined Termination payment elements - Annual Leave on Termination and Long Service Leave on Termination

Using Payslip Modeling

Payslip Modeling allows you to simulate the results of a payroll run and display those results as a payslip. You can view certain personal and pay information such as employee name, job title, payroll, pay basis, and annual salary.

Use the upper part of the Payslip Modeller window to change tax details and enter termination information. You can add extra Earnings, Pre Tax deductions, and Termination Payment elements if required in the lower part of the Payslip Modeler window.

As this is a simulation the actual data is changed data within the application when running the simulation and rolled back at the end of simulation. Users can simulate custom Earnings, Pre Tax Deductions elements with Multiple Entries Allowed Flag as No.

You can only simulate in current open period in which the system date falls and cannot simulate in any other past periods or future payroll periods.

View and Print Model Payslip

Payroll administrators can view and print sample payslip results.

Configuring the Readiness Check for TFN

Using the payroll dashboard, payroll users can now perform the readiness check for employees for Tax File Number (TFN). Using this check, they can identify the number of employees who do not have TFN or who have the default TFN of 111 111 111 for more than 28 days from the date of hire. Run the following steps for performing the readiness check for TFN of employees.

1. Use the Payroll Professional responsibility.

2. Navigate to System Administrator > Security > Responsibility. Query for Payroll Professional responsibility. Attach request group as AU HRMS Reports and Processes to this responsibility.

3. Using the AU HRMS responsibility, run concurrent program Employees with TFN 111111111 in Business Group (Australia).

4. Associate the readiness check with all payroll or selected payrolls.

5. Navigate to Payroll Professional > Payroll Dashboard > Payroll Dashboard. In the Payroll Readiness Details section, query for the payroll and perform the readiness check.

6. Check the output. You can sort by payroll, employee number, or employee name.

Menu and Function Names

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

Configuration Information for Payslip Modeling (Australia)

This topic provides configuration information for the Payslip Modeling (Australia)function.

For information about the generic Payslip Modeler:

See: Using Payslip Modeler

Setting up Payslip Modeler, Oracle Payroll Processing Management Guide

Menu and Function Names

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

Workflow

Not Applicable

Configurable Profile Options

• HR: Enable Payroll Simulation - Users can use the Payslip Modeling module only if the profile option HR:Enable Payroll Simulation is set to Yes.

• HR: Enable Multiple Assignments for Payroll Simulation - If an employee has multiple active assignments, then users can choose whether they can perform payslip modeling on just their primary assignment or select from a list of all their active assignments. Setting profile option "HR: Enable Multiple Assignments for Payroll Simulation" to Yes will allow employees to select any of their active assignments on which they wish to perform payslip modeling. If the profile option is set to No, then payslip modeling can only be performed on their primary assignment.

Setup Steps

The following sections provide information to set up the Payslip Modeling functionality:

Set Up the Modeling Availability Rule

Further (optional) control of when Payslip Modeling is available to end users can be defined by setting the Modeling Availability Rule and the applicable Days After Period Start and End in Further Information for a payroll definition.

1. Navigate to the Payroll window (Payroll > Description).

2. Query the required payroll definition.

3. Click Further Information.

4. Set the following fields:

   Modeling Availability Rule to either Available or Unavailable.

   Set the Days After Period Start and Days Before Period End as appropriate.

For more information, see: Defining a Payroll, Oracle HRMS Oracle HRMS Payroll Processing Management Guide

Add the Simulation Details Extra Information to the Required Responsibility

1. Navigate to the Information Types Security window.

2. Select the Information Type of SIMULATION_ELEMENTS (Simulation Details) and attach the type to the required Responsibility.

3. Save your work and close the Information Types Security window.

Define Element Exclusion Set

By default, an employee's existing element entries will be processed as part of the model payslip, even if the element has not been configured to be available for Payslip 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 payslip 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 payslip 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 payslip is submitted.

For more information on how to exclude elements, see Defining an Element or Distribution Set, Oracle HRMS Compensation and Benefits Management Guide

After defining an element exclusion set, you must select this set in the Modeling Exclusion Element Set field of the Self Service Preference window for your business group. 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

House Loan Details

Oracle HRMS for India enables employees to record their house loan details during their tax declaration using the Tax Declaration self service interface. Employees can record the house loan details for self occupied property and let out property.

For a self occupied property, employees can add the following information - address of the property, date of occupation, the date and amount of the loan sanctioned and the interest amount.

For let out property, employees can enter the address of the property, the date when the home was let out for rent, rental income received for the financial year, amount of municipal tax paid, interest paid on borrowed capital, amount of loan sanctioned and interest amount.

Based on whether the property or let out, the application calculates the taxes on property for the employee to be eligible for tax exemptions. If the employee is eligible for deduction under Section 80EE, select the check box. If the employee and the spouse have availed a joint loan, then select the Joint Loan checkbox. Employees can avail tax exemption by submitting a declaration stating the percentage of co-payment for the house loan.

The predefined element House Loan Information holds the details regarding the home loan. Payroll user must ensure that this element is linked to the payroll. A Payroll professional can view and approve the details submitted or request for changes.

Menu and Function Names

Access this module from the following menus and 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 Definitions for the Personalization Framework

Configurable Tips and Instructions

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:

• view the medical expense details

• validate the details submitted and the physical proofs

• approve the exempted amount for employees

• update the actual benefit amount to pay employees

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:

• Medical Fringe Benefit Element – this element holds information such as benefit amount, maximum annual limit, and if part of net pay. This is a non-recurring element.

• Bills Element – this element holds information such as exempted value of the bill amount. This is a non - recurring element.

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:

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

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:

• view the leave expense details

• update the actual benefit amount to pay employees

• validate and approve the exempted amount for employees

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:

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

Configurable Tips and Instructions

Not Applicable

Configurable FlexFields

Not Applicable

Configurable Profile Options

Not Applicable

Payslip Modeler (India)

The Payslip Modeling feature for the India is a localized version of the generic Payslip Modeling functionality and is designed to meet local requirements.

Employees can model their payslip using the Payslip Modeler available online. This a payslip calculator that can be used by individuals to quickly and accurately answer payslip related questions and address "what-if" scenarios such as how their net pay would be impacted . Employees can elect to print a PDF copy of their model payslip results. This feature is available to both employees and payroll professionals (administrators) via Self Service HR.

Note: Users cannot run Payslip 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.

Users must first agree to the Usage Terms and Conditions in the Welcome page before they can begin modeling their Payslip. Employees can choose to print a PDF copy of their sample payslip.

Using employee self-service, users can select the desired tax declaration components for what-if-analysis and generate a sample payslip.

The application enables simulation of the following elements for multiple entries.

• Deduction under Section 80CCE (Investment Under Section 80CCE)

• Life Insurance Premium

• Deduction under Section 80DD (Medical Treatment for Disabled Dependents)

• Deduction under Section 80G (Donations Under Section 80G)

The elements can be attached to the employee "n" number of times based on the input values/component types.

View and Print Model Payslip

Payroll administrators can view and print sample payslip results.

Configuration Information for Payslip Modeling (India)

This topic provides configuration information for the Payslip Modeling (India) function.

For information about the generic Payslip Modeler:

See: Using Payslip Modeler

Setting up Payslip Modeler, Oracle Payroll Processing Management Guide

Menu and Function Names

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

Workflow

Not Applicable

Configurable Profile Options

• HR: Enable Payroll Simulation - Users can use the Payslip Modeling module only if the profile option HR:Enable Payroll Simulation is set to Yes.

• HR: Enable Multiple Assignments for Payroll Simulation - If an employee has multiple active assignments, then users can choose whether they can perform payslip modeling on just their primary assignment or select from a list of all their active assignments. Setting profile option "HR: Enable Multiple Assignments for Payroll Simulation" to Yes will allow employees to select any of their active assignments on which they wish to perform payslip modeling. If the profile option is set to No, then payslip modeling can only be performed on their primary assignment.

Setup Steps

The following sections provide information to set up the Payslip Modeling functionality:

Set Up the Modeling Availability Rule

Further (optional) control of when Payslip Modeling is available to end users can be defined by setting the Modeling Availability Rule and the applicable Days After Period Start and End in Further Information for a payroll definition.

1. Navigate to the Payroll window (Payroll > Description).

2. Query the required payroll definition.

3. Click Further Information.

4. Set the following fields:

   Modeling Availability Rule to either Available or Unavailable.

   Set the Days After Period Start and Days Before Period End as appropriate.

For more information, see: Defining a Payroll, Oracle HRMS Payroll Processing Management Guide

Add the Simulation Details Extra Information to the Required Responsibility

1. Navigate to the Information Types Security window.

2. Select the Information Type of SIMULATION_ELEMENTS (Simulation Details) and attach the type to the required Responsibility.

3. Save your work and close the Information Types Security window.

Define Element Exclusion Set

By default, an employee's existing element entries will be processed as part of the model payslip, even if the element has not been configured to be available for Payslip 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 payslip 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 payslip 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 payslip is submitted.

For more information on how to exclude elements, see Defining an Element or Distribution Set, Oracle HRMS Compensation and Benefits Management Guide

After defining an element exclusion set, you must select this set in the Modeling Exclusion Element Set field of the Self Service Preference window for your business group. For more information, see: Entering Self-Service Preference Information, Oracle HRMS Enterprise and Workforce Management Guide.

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:

• JP Tax Withheld Report: Payroll Manager

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:

• JP Ins and SP Deduct Form for Sal Earner - Emp Processes

• JP Ins and Sp Deduct Form for Sal Earner - Self Service

• JP Ins and SP Deduct Form for Sal Earner - Pay Processes

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

Copyright © 2002, 2015, Oracle and/or its affiliates. All rights reserved.