Payroll Statutory Deductions and Reporting

Payroll Statutory Deductions and Reporting Overview

Oracle Payroll enables you to calculate an employer's tax liability and deduct the appropriate sums from employee earnings. You can calculate employer and employee tax liabilities for all the taxes and statutory deductions that are applicable to your country. For example, this includes employer liability for state taxes such as State Unemployment Insurance and employee liability for federal, state and local taxes in the US, PAYE and NIC in the UK, PAYE, PRSI and USC in Ireland, Social Security, Unemployment and Complementary Pension in France, Standard and Special tax and Social Insurance in the Netherlands, and so on.

In each instance, Oracle Payroll enables you to enter details of the tax liability and process it at regular intervals.

Reporting on Payroll Statutory Deductions

See: Reports and Processes in Oracle HRMS, Oracle HRMS Configuring, Reporting, and System Administration Guide

Payroll Statutory Deductions and Reporting

What Tax Information Must I Maintain for My Organization?

For the correct calculation and reporting of employee and employer tax liabilities at the federal and provincial levels, including Workers' Compensation and Provincial Medical liabilities, you must maintain tax-related information for:

What Are the Earnings and Deductions Categories?

Regular and overtime earnings are always subject to federal and provincial taxes. However at any point in time, other categories of earnings, and certain categories of pre-tax deductions, may be subject to different types of taxes and tax withholding at the federal and provincial levels.

What Are the Workers' Compensation?

Each province has different rules regarding the earnings categories to include in the payroll exposure used to calculate the employers' Workers' Compensation liability. The liability is calculated as a rate per $100 of assessable earnings up to a maximum defined by each province.

What are the Provincial Medical Plans?

For some provinces and territories, a payroll levy is imposed on employers against wages paid to fund the provincial medical plan. For each province, there are different rules regarding the earnings categories to include in the payroll exposure used to calculate the Provincial Medical liability. The liability is calculated as a percentage of wages paid and in some cases, the percentage changes based on various earnings thresholds.

What are the Vacation Pay Wages?

The requirement for the calculation as well as the pay out of vacation pay are defined by provincial Employment Standards. As part of this requirement, each province has defined the earnings categories that are included for the calculation of vacation pay.

End of Year: What Tax and Wage Reports am I Required to Submit?

Employers must report income and source deductions to the recipient and the government(s) each calendar year.

The Federal reports on income and deductions that GREs produce include:

Employers must provide the T4 and T4A slips to the recipients and the information for each GRE submitted to the Canada Revenue Agency (CRA) by the last day of February of the year following the year indicated on the slips.

The provincial level reports on income and deductions that PREs produce include:

You must provide the RL-1 and RL-2 slips to the recipients and the information for each PRE submitted to Revenu Quebec, by the last day of February of the year following the year indicated on the slips.

End of Year: What are the Rules for Wage and Tax Reporting (T4s, T4As, RL-1s, RL-2s)?

Employers must report to their employees the amounts paid and withheld so the employees can complete their own income tax returns and pay any amount owed to the Canada Revenue Agency and the Revenu Quebec.

Employers accomplish these reporting goals with the Statement of Remuneration Paid (T4), Statement of Pension, Retirement, Annuity and Other Income (T4A), the Employment and Other Income (RL-1), and Retirement and Annuity Income (RL-2) slips.

Oracle HRMS uses information from this slip to enforce the appropriate tax laws as legislated by federal and provincial governments.

Gross to Net Summary (CA) Report

Gross to Net Summary (CA) Report

The Gross to Net Summary (CA) report shows current totals for the results calculated for earnings, deductions, and other elements of pay from the regular Payroll Run, QuickPay, and Payroll Reversal processes. The Gross to Net Summary (CA) report groups totals by element classification, thereby showing a gross-to-net view. Oracle Payroll generates the output of the Gross to Net Summary (CA) report in PDF format.

Oracle Payroll uses the payment date for the Payroll Run and QuickPay processes. The effective date is used for the Payroll Reversal process. You run the Gross to Net Summary (CA) report for a single GRE or for all of the GREs in the organization. You run this report for a specific payroll or a consolidation set. The Gross to Net Summary (CA) report not is a year-to-date (YTD) reconciliation tool. Run this report after each payroll run or, at a minimum, on a quarterly basis. For more information, see Running the Gross to Net Summary (CA) Report.

Any non-zero values of the element totals appear in the following categories:

Report Totals

All element totals appear in the Total column of the report. For Regular Wages and Regular Salary elements, hours worked are reported unless time-entry wages have been entered to replace regular hours worked.

The report output displays the details of the unprocessed prepayments and unpaid payments under the following headings.

Payment Information

The report prints the payment information for each GRE at the end of the report. The payment information includes the number of disbursements made to each payment method. The report displays a message if the report is run after the Payroll Run and the payment information is not yet available.

Sort Options

You can organize Gross to Net Summary (CA) reports according to user-defined criteria or sort options. Oracle Payroll does not require you to use sort options to generate your report, but they are the best way to configure the report to your specific needs. You can sort reports by any or all of the following options:

Note: Select GRE as a sort option only if you have included all GREs in the Gross to Net Summary (CA) report.

The sort options are hierarchical. Making a selection in the Sort Option One field enables the Sort Option Two field. Making a selection in the Sort Option Two field enables the Sort Option Three field.

Example of Sort Options

The following is an example of how to use sort options to configure the Gross to Net Summary (CA) report.

If you want to create a Gross to Net Summary (CA) report sorted by GRE, Location, and Organization, then:

  1. In the Sort Option One field, select GRE.

  2. In the Sort Option Two field, select Location.

  3. In the Sort Option Three field, select Organization.

Using these sort options, Oracle Payroll generates a report that lists employees by organization within each location for the selected GRE or business group.

Note: The application nests the sort options. Using the previous example, if you change Sort Option Two from Location to Organization, the process automatically clears Sort Option Three.

Gross to Net Summary (CA) Oracle Business Intelligence (BI) Publisher Template

Oracle Payroll provides a predefined BI Publisher template named CA Gross to Net Summary (PDF) BI to generate CA Gross to Net Summary reports. You can use the predefined template or create custom templates. For more information, see Setting Up Custom BI Publisher Templates for Canadian Payroll.

Running the Gross to Net Summary (CA) Report

For an overview, see Gross to Net Summary (CA) Report.

The Gross to Net Summary (CA) report is not a year-to-date (YTD) reconciliation tool. Run this report after each payroll run or, at a minimum, on a quarterly basis.Run the Gross to Net Summary (CA) report from the Submit Request window.

Note: The report output is based on the value set for the ICX: Numeric Characters profile option. For example, if the profile option value is given as 10.000,00, then the report output is generated with the decimal separator "," (comma). When set to blank, the decimal and group separators are obtained from the NLS_NUMERIC_PARAMETERS setting in the database. The decimal separator will be "." (dot) and the thousand separator will be "," (comma), unless NLS_NUMERIC_CHARACTERS is modified. The PDF output generated by the concurrent request will display output according to the profile value.

To run the Gross to Net Summary (CA) report

  1. In the Name field, select Gross to Net Summary (CA).

  2. Click in the Parameters field and select parameters for the report.

    The following parameters are available for the Gross to Net Summary (CA) report:

    Starting Date and Ending Date Use these fields to enter a date range for the report. The report includes all payments made within the date range.
    GRE Select a GRE from the list of values to limit the report to a single GRE. If this field is left blank, then the report contains information for all valid GREs.
    Payroll Select a payroll from the list of values to run this report for a specific payroll. You must enter either a payroll or a consolidation set to run the report.
    Consolidation Set Select a consolidation set from the list of values to run this report for a consolidation set. If you select a payroll in the Payroll field that is associated with a consolidation set, then the consolidation set automatically populates.
    Display Reporting Name Select Yes if you want the report to print an element's reporting name. Otherwise, select No. If you select Yes, then the report displays the reporting name of each element in the respective element categories such as Earnings, Supplemental Earnings, and Taxable Benefits.
    Sort Options There are three fields for sort options. For more information, seeSort Options .
    Template Select a template to generate the report. The default template is CA Gross to Net Summary (PDF).
    For information about customizing the CA Gross to Net Summary template, see Setting Up Custom BI Publisher Templates for Canadian Payroll

  3. Click OK and then Submit.

    This report creates a PDF file in the output directory.

Report Messages

The results of the Gross to Net Summary (CA) report vary depending on what post-payroll processes you ran prior to running this report. The following table explains the message conditions for this report.

Message Reason
Informational - Payment information not available: Prepayment has not been run for any pay runs or quick pays selected for the report. Informational - Payment information not available: Prepayment has not been run for any pay runs or quick pays selected for the report.
Informational - Payment information not complete: Prepayments have not been run for all pay runs or quick pays selected for the report. The Gross to Net Summary (CA) report was run after payroll run or quick pay, but not all prepayment processes have occurred for the selected runs.
Informational - Disbursements have not been run for all pay runs or quick pays selected for the report. The Gross to Net Summary (CA) report was run after payroll run or quick pay, but not all prepayment processes and disbursements have occurred for the selected runs.
Informational - Pay process and disbursement processes complete. The Gross to Net Summary (CA) report was run after all payroll check, Third Party Cheque Writer, Deposit Advice and Direct Deposit processes have occurred for the selected runs.

Taxes

Tax Information for GREs

Every employer must register with the Canada Revenue Agency (CRA) to obtain a business number for the organization. This number is used as a reference for all reporting requirements to the Federal government. If the employer has a wage loss replacement program that covers a portion of the employees, there are two employment insurance (EI) rates for the employer. In this case, two business numbers would be issued to the employer, one for each rate. Each T4 GRE represents an employer for which the Canada Revenue Agency provides a business number for tax remittance purposes.

When creating an organization classified as a GRE, you must enter information such as: the federal business number and federal tax withholding methods, the Quebec identification number and provincial tax withholding methods (if there are employees paid in the province of Quebec), the employer EI rate for the business number, and the year end reporting form that applies for this GRE.

If the employer issues T4, T4A, and RL-1 forms, you must establish two GREs: One for payments that are reported on a T4 and RL-1, one for payments that are reported on a T4A and RL-1.

Provincial Reporting Establishments (PRE)

A Provincial Reporting Establishment (PRE) is set up in order to define tax reporting information at the provincial level. Currently, only the province of Quebec requires this definition. An organization must be established with the classification of Provincial Reporting Establishment for each Quebec Identification Number. The information that must be defined includes the province name, province identification number and other information relating to the transmittal for provincial magnetic year end reporting.

Tax Data for Employees

For each employee assignment, you maintain information taken from the federal and provincial Personal Tax Credits Return (TD1), the federal Statement of Commission Income and Expenses for Payroll Tax Deductions (TD1X), the Quebec forms, Source Deductions Return (TP1015.3-V), and the Statement of Commissions and Expenses for Source Deduction Purposes (TP-1015.R.13.1-V) that employees must complete and provide to their employer.

The prerequisite to entering tax data for employees is that there must be a location associated with the organization included in the employee's primary assignment, and the location address must include a city, province, or territory and postal code. This determines the province of employment.

See: Entering Federal Tax Information for an Employee and Entering Provincial Tax Information for an Employee

You can also use the Rapid Implementation Spreadsheet Loader to quickly define and upload tax information for multiple employees. See the HRMS Configuration Workbench documentation for more information.

Taxability Rules for Earnings and Deductions Categories

Oracle Payroll comes with the current rules for the federal and provincial level taxability already in place for some categories of taxable benefits and pre-tax deductions. These rules are updated as necessary in subsequent releases of Oracle Payroll.

See: Changing Taxability Rules for an Earnings Type, Changing Taxability Rules for a Taxable Benefit, and Changing Taxability Rules for a Pre-Tax Deduction.

Rules for Workers' Compensation

The system does not come with rules in place regarding the inclusion of supplemental earnings and taxable benefit categories in a province's payroll exposure for Workers' Compensation, but does provide a convenient way for you to maintain this information yourself.

Note: Each installation of Oracle Payroll is responsible for entering and maintaining the rules regarding the inclusion of its earnings types in the payroll exposure for Worker's Compensation.

The Workers' Compensation maximum assessable wages must be defined for each province in the Table Values window. The provincial Workers' Compensation Boards are set up as organizations with the classification of "Workers' Compensation Board." The provincial accounts are set up under "Workers Compensation Accounts," where the account name and number are identified. This number must then be linked to a GRE as the default account.

The rates are defined under WCB Accounts. Should the rates or the account number vary by job, overrides may be applied.

See: Configuring WCB Accounts and Workers' Compensation Reporting

Rules for Provincial Medical Plans

The system does not come with rules in place regarding the inclusion of supplemental earnings and taxable benefit categories in a province's payroll exposure for Provincial Medical but does provide a convenient way for you to maintain this information yourself.

Note: Each installation of Oracle Payroll is responsible for entering and maintaining the rules regarding the inclusion of its earnings types in the payroll exposure for Provincial Medical.

You must define the Provincial Medical exemptions and rates for each province in the Table Values window. The thresholds are seeded; however, the rates for each threshold must be entered.

See Setting Up Provincial Medical Reporting for more information.

Tax Withholding Methods

To calculate employee tax deductions, payroll runs use the tax method as defined in the GRE.

At the federal level, the options are:

The definition of these formulas may be obtained through CRA publications.

At the provincial level, for Quebec, the options are:

Tax Calculation Process

When all the necessary tax information is in place, the payroll run calculates the tax withholding of your employees and the tax liabilities of their GREs.

For each employee, it first creates gross earnings balances. Then it calculates his or her withholding, applying the appropriate withholding method, and the GRE's tax liability for the employee.

CPP/QPP Exemptions

Oracle Payroll calculates CPP and QPP exemptions based on the date earned of the retroactive payments. The system examines any retroactive CPP and QPP exemptions generated by the RetroPay process. If a portion of an exemption for a previous pay period has not been used, and you have run Enhanced RetroPay for that period, Oracle Payroll applies the unused exemption in addition to the current period's full exemption.

You must make sure the following elements are linked to your payrolls:

To correctly calculate CPP exemption when retro payments overlap, Oracle Payroll provides the following balances:

Important: These balances related to retro payments overlap are effective from 1-Jan-2013 and are not applicable to payrolls having date paid earlier than 1-Jan-2013.

Calculation Provision and Maintenance

The tax rules used to produce the tax balances can be complex. Moreover, they are subject to frequent changes. Developing and maintaining current Canadian tax calculations at the federal and provincial levels requires researchers with specialized skills and experience. For this reason, an independent, well-established Canadian payroll tax vendor is the best source for tax calculation routines and updates. Oracle has concluded an agreement with Vertex Inc. to supply these tax calculation programs.

Each Oracle Payroll installation incorporates into the payroll run, tax calculations that Vertex provides and maintains. The payroll run calls these calculations at the appropriate times, so that they automatically go into effect.

You receive Vertex documentation together with Oracle Payroll. There is no online access to Vertex formulas and tables; however you can obtain a variety of reports on the tax calculations, described in the documentation. For tax calculation maintenance, Vertex provides you with data on diskettes or tapes. When you apply this data to your system it overlays all existing data in the Vertex tables, so that all data in these tables is current.

Tax Balances

In accordance with the tax-related information entered in the Oracle HRMS database, the payroll run builds tax balances for each of the following tax types (EE = employee tax, ER = employer tax):

Tax Type Description
CPP (EE and ER) Canada Pension Plan pay period contribution
EI (EE and ER) Employment Insurance pay period contribution
FEDERAL TAX Federal income tax pay period deduction
PPIP (EE and ER) Provincial Parental Insurance Plan pay period contribution
PROVINCIAL TAX Provincial income tax pay period deduction
QPP (EE and ER) Quebec Pension Plan pay period contribution

For these taxes, the following wage balances are created for each employee assignment processed in the payroll run.

Balance Definition:
CPP EE BASIC EXEMPTION CPP pay period exemption.

Note: The exemption for each pay period is calculated by taking the annual exemption amount divided by the number of pay dates in the year. When there is an extra pay date in the year (i.e., 27 biweekly or 53 weekly), the pay period exemption decreases to accommodate the extra payment date.
CPP EE TAXABLE Total pensionable earnings up to the annual maximum.
CPP EXCESS Amount of CPP reduced subject earnings in excess of the annual maximum.
CPP EXEMPT Earnings included in CPP Gross that are not subject to CPP calculations. This includes earnings for employees who are under 18 or over 70.
CPP GROSS Total Gross earnings subject to CPP including taxable benefits.
CPP PRE-TAX REDUCTIONS Deductions that reduce CPP Subject amount.
CPP REDUCED SUBJECT Earnings subject to CPP calculations minus pre-tax deductions.
CPP SUBJECT CPP Gross earnings minus CPP Exempt earnings.
EI EE TAXABLE Total insurable earnings up to the annual maximum.
EI EXCESS Amount of EI reduced subject earnings in excess of the annual maximum.
EI EXEMPT Earnings included in EI Gross that are not subject to EI calculations.
EI GROSS Total Gross earnings subject to EI including taxable benefits.
EI PRE-TAX REDUCTIONS Deductions that reduce EI Subject.
EI REDUCED SUBJECT Earnings subject to EI calculations minus pre-tax deductions.
EI SUBJECT EI Gross earnings minus EI exempt earnings.
FED EXEMPT Earnings included in Fed Gross that are not subject to federal tax calculations.
FED GROSS Total Gross earnings subject to federal tax including taxable benefits.
FED PRE-TAX REDUCTIONS Deductions that reduce FED Subject.
FED REDUCED SUBJECT Earnings subject to federal tax calculations minus pre-tax deductions.
FED SUBJECT Fed Gross earnings minus federal exempt earnings.
PPIP EE TAXABLE Total insurable earnings up to the annual maximum.
PPIP EXCESS Amount of PPIP reduced subject earnings in excess of the annual maximum.
PPIP EXEMPT Earnings included in PPIP Gross that are not subject to PPIP calculations.
PPIP GROSS Total Gross earnings subject to PPIP including taxable benefits.
PPIP PRE-TAX REDUCTIONS Deductions that reduce PPIP Subject.
PPIP REDUCED SUBJECT Earnings subject to PPIP calculations minus pre-tax deductions.
PPIP SUBJECT PPIP Gross earnings minus PPIP exempt earnings.
PROV EXEMPT Earnings included in Prov Gross that are not subject to provincial tax.
PROV GROSS Total Gross earnings subject to provincial tax including taxable benefits.
PROV PRE-TAX REDUCTIONS Deductions that reduce PROV subject.
PROV REDUCED SUBJECT Earnings subject to provincial tax calculations minus pre-tax deductions.
PROV SUBJECT Total Gross earnings minus exempt earnings.
QPP BASIC EXEMPTION QPP pay period exemption.
QPP EE TAXABLE Total pensionable earnings up to the annual maximum.
QPP EXCESS Amount of QPP reduced subject earnings in excess of the annual maximum.
QPP EXEMPT Earnings included in QPP Gross that are not subject to QPP calculations. This includes earnings for employees who are under 18.
QPP GROSS Total Gross earnings subject to QPP including taxable benefits.
QPP PRE-TAX REDUCTIONS Deductions that reduce QPP Subject.
QPP REDUCED SUBJECT Earnings subject to QPP calculations minus pre-tax deductions.
QPP SUBJECT QPP Gross earnings minus QPP Exempt earnings.

Taxes with Upper Earnings Limits

The system creates two additional balances for those taxes with upper earnings limits, that is, a maximum amount of earnings above which the tax is not levied. Currently, upper earnings limits exist for Canada/Quebec Pension, Employment Insurance, and PPIP taxes.

Balance Definition
Taxable Earnings Reduced Subject to Tax and Withholdable Earnings, adjusted to take upper limit into account.
Excess Earnings Reduced Subject to Tax and Withholdable Earnings that exceed the upper limit.

The Taxable Earnings balance accumulates the Reduced Subject to Tax and Withholdable earnings balances for an employee each payroll run, until it reaches the upper limit. After this, the Taxable Earnings balance for a run is zero (and its year-to-date balance remains fixed at the upper limit), since the employee's earnings are no longer taxable for this tax.

Tax Information for an Employee Assignment

Oracle Payroll users must maintain the tax-related information each employee provides on the federal and provincial Personal Tax Credits Return (TD1), the federal Statement of Commission Income and Expenses for Payroll Tax Deductions (TD1X) and for Quebec employees, the Source Deductions Return (TP1015.3-V) and the Statement of Commissions and Expenses for Source Deduction Purposes (TP-1015.R.13.1-V). as well as some additional tax information. The payroll run uses this information to determine employee tax withholding at the federal and provincial levels.

To review and maintain employee tax information, you use the Federal and Provincial Tax Information windows. Entries to these windows are date effective.

Tax Records for New Hires

Each new employee must have a work location with an address that includes a city or town, province or territory, and postal code. The work location is the location of the organization included in the employee assignment.

Note: This assignment may be the default assignment of the employee either to the Business Group or to the organization to which he or she was an applicant, or may be another assignment entered as a correction to the default assignment.

The system date-effectively creates default federal and provincial tax records for each new hire, using the location of the organization included in the employee's assignment to determine their province of employment.

The system defaults the basic personal federal and provincial amounts, therefore a record does not have to be created if the basic amounts are used. If a new employee's federal or provincial TD1 or TP1015.3-V form contains different information from that of the default records, you enter this information using the Federal and Provincial Tax Information windows.

Tax Record Changes for Current Employees

Whenever changes occur to the province of a current employee's work location address, the system checks the employee's tax records and date effectively makes changes to the provincial tax records, as required.

Tax Records for Retirees

Canadian taxes on pension payments are taxed according to the retiree's province of residence, not the assignment location. If the province of residence differs from the assignment location, you can enter the retiree's province of residence as the Override Province of Employment. See: Entering Federal Tax Information for an Employee

Assignment Location Rules Overview

Tax records are created by the defaulting tax rules process whenever the following assignment location rules are met:

Updating Assignment Location Processes

When updating an assignment location, the federal and provincial tax records are changed to reflect the province of the new location.

Changing Taxability Rules for an Earnings Type

To change taxability rules for supplemental earnings

  1. In the Level region, choose Federal to change a federal-level tax rule or choose Provincial to change a province-level tax rule.

  2. If you chose Provincial, select the particular province or territory in the Province region.

  3. Select the Supplemental Earnings tab.

    The Element Category column displays the categories of earnings types within the Supplemental classification.

  4. For each element category, check the box under a tax heading in the Subject To region if the elements within that category are subject to the tax. Uncheck the box if they are not subject to the tax.

    Note: For the Nunavut and Northwest Territories provinces, selecting boxes in the PROV column impacts the 1% payroll tax only. It does not affect the provincial portion of the federal tax. The provincial portion of the federal tax is based on the wages defined by the federal tax withholding rules.

    At the federal level, the following tax headings are enabled by default:

    • CPP: Canada Pension Plan

    • EI: Employment Insurance

    • FED: Federal Income Tax

    At the provincial level, the following tax headings are enabled by default:

    • PMED: Provincial Medical

    • PPIP: Provincial Parental Insurance Plan

    • PROV: Provincial Income Tax

    • QPP: Quebec Pension Plan (Quebec only)

    • VAC: Vacationable Wages

    • WCB/CSST: Workers' Compensation

Changing Taxability Rules for a Taxable Benefit

To change taxability rules for a taxable benefit

  1. In the Level region, choose Federal to change a federal-level tax rule or choose Provincial to change a province-level tax rule.

  2. If you chose Provincial, select the particular province or territory in the Province region.

  3. Select the Taxable Benefits tab.

    The Element Category column displays the categories of taxable benefits within the Taxable Benefits classification.

  4. For each taxable benefit category, select the box under the tax heading in the Subject To region if the taxable benefits within that category are subject to the tax. Deselect the box if they are not subject to the tax.

    Note: For the Nunavut and Northwest Territories provinces, selecting boxes in the PROV column impacts the 1% payroll tax only. It does not affect the provincial portion of the federal tax. The provincial portion of the federal tax is based on the wages defined by the federal tax withholding rules.

    At the federal level, the following tax headings are enabled by default:

    • CPP: Canada Pension Plan

    • EI: Employment Insurance

    • FED: Federal Income Tax

    At the provincial level, the following tax headings are enabled by default:

    • GST: Goods and Services Tax (Information only)

    • HST: Harmonized Sales Tax (Information only)

    • PMED: Provincial Medical

    • PPIP: Provincial Parental Insurance Plan

    • PPT: Provincial Premium Tax (Information only)

    • PROV: Provincial Income Tax

    • PST: Provincial Sales Tax (Information only)

    • QPP: Quebec Pension Plan (Quebec only)

    • RSTI: Retail Sales Tax on Insurance (Information only)

    • VAC: Vacationable Wages

    • WCB/CSST: Workers' Compensation

Changing Taxability Rules for a Pre-Tax Deduction

To change taxability rules for a pre-tax deduction

  1. In the Level region, choose Federal to maintain federal-level tax rules or choose Provincial to maintain province-level tax rules.

  2. If you chose Provincial, select the particular province or territory in the Province region.

  3. Select the Pre-Tax Deductions tab.

    The Element Category column displays the Registered Pension Plan, RRSP, Union Dues, and Other seeded categories.

  4. For each element category, deselect the box under the tax heading if the element category should reduce the tax. If deductions within the category should not reduce the tax, select the box.

    For example: If union dues are to reduce federal taxable wages, then deselect the FED tax box.

    Note: For the Nunavut and Northwest Territories provinces, selecting boxes in the PROV column impacts the 1% payroll tax only. It does not affect the provincial portion of the federal tax. The provincial portion of the federal tax is based on the wages defined by the federal tax withholding rules.

    At the federal level, the following tax headings are selected by default:

    • CPP: Canada Pension Plan

    • EI: Employment Insurance

    • FED: Federal Income Tax

    At the provincial level, the following tax headings are selected by default:

    • GST: Goods and Services Tax (Information only)

    • HST: Harmonized Sales Tax (Information only)

    • PMED: Provincial Medical

    • PPIP: Provincial Parental Insurance Plan

    • PROV: Provincial Income Tax

    • PPT: Provincial Premium Tax (Information only)

    • PST: Provincial Sales Tax (Information only)

    • QPP: Qubec Pension Plan (Quebec only)

    • RSTI: Retail Sales Tax on Insurance (Information only)

    • WCB/CSST: Workers' Compensation

Configuring WCB Accounts

To specify your Workers' Compensation Board account rates and description, use the Workers Compensation Account window.

  1. Open the Workers Compensation Window.

  2. Query for the WCB account by account number, board, or account name.

  3. Specify your account's rate code, rate, and any additional notes you want to provide.

  4. Select additional rows to define additional account information.

  5. Save your work.

Entering Federal Tax Information for an Employee

Use the Tax Information window to define federal tax information for employees.

You can also use the Rapid Implementation Spreadsheet Loader to quickly define and upload tax information for multiple employees. See the HRMS Configuration Workbench documentation for more information.

Note: Canadian federal tax records cannot be deleted because in order to have taxes deducted, an employee must have federal tax records.

To enter federal tax information for an employee

  1. Open the Tax Information window.

    Default information appears for the employee in this window. The resident and work provinces display from the employee's primary residence address and work location address, respectively.

  2. If the province of employment is not correct for taxation purposes, enter the appropriate province in the Override Province of Employment field.

  3. Verify that the TD1 information is correct.

  4. If the employee has a non-default TD1 amount, uncheck the Basic Amount Flag box and enter the appropriate amount in the Tax Credit field.

    The Basic Amount Flag is automatically checked for each person.

    Note: The Basic Personal Amount will default for the given calendar year, and will be updated every year. If you uncheck the Basic Amount Flag, you must manually enter a value in the Tax Credit field.

  5. For those employees requesting to have additional tax deducted, enter an amount in the Additional Tax field.

    Note: For employees that have multiple assignments, when the Tax Multiple Payments as One flag on the Further Payroll Information window is set to Yes, you must enter additional tax amounts for all assignments. When it is set to No, the additional tax amount is only entered on one assignment.

  6. For those employees claiming deductions for living in a prescribed zone, enter the annual deduction amount in the Prescribed Zone Deduction field.

  7. In the Tax Exempt region, check any box that corresponds to a tax for which the employee is exempt.

    Note: If the employee is under 18 or over 70, it is not necessary to exempt them from CPP.

  8. In the Income Tax region, enter any overrides that may apply by entering a tax percentage in the Override Rate or a tax amount in the Override Amount fields.

    Either of these overrides replaces the calculated tax value and additional tax amounts.

  9. In the Annual Deduction field, enter an annual value for child care expenses, alimony payments, and so on that have been authorized by the CRA.

  10. In the Labour Fund Contr. field, enter the annual contribution to a labour sponsored fund.

    This information defaults at the Provincial level.

    For Quebec, the tax credit is calculated at a rate of 15%.

  11. If Commission information is required, enter the appropriate values in the Commission information region.

  12. In the CPT30 Form region:

    • The CPP Election Date field must be completed if the employee is between 65 and 70 years of age, collecting CPP or QPP pension benefits and chooses to not contribute to CPP.

    • The CPP Revocation Date field is completed if the employee chooses to revoke a previous election and start contributing to CPP once again.

      Note: These date fields are enabled only for employees between the ages of 65 and 70. Only one date field must be entered. Therefore, when revoking an election, the election date must be deleted prior to the revocation date being entered.

      The date entered should be the first of the month in which deductions should stop if an election is made or the first of the month in which deductions should start if a revocation of a previous election is made.

      If a revocation is made during the year, the maximum annual CPP deduction will be prorated.

  13. Click Further Information to enter the following details:

    • To indicate if the employee is a Status Indian, select Yes. The employee will not be subject to Federal tax. The earnings the employee receives must feed Status Indian balances for proper year end reporting. If you select Yes, the employee will not be subject to Federal tax. The earnings the employee receives must feed Status Indian balances for proper year end reporting.

    • In the Other Tax Credits field, enter an amount up to two decimals for other federal tax credits such as medical expenses and charitable donations that are authorized by the CRA.

  14. Save your work.

Entering Federal Tax Rules for a GRE

To enter tax information for a GRE, use the Organization window.

See Government Reporting Entities (GREs), Oracle HRMS Enterprise and Workforce Management Guide

To specify Federal tax rule information for your GREs

  1. Specify your Employer Identification Information.

    See Entering Employer Identification Information for a GRE, Oracle HRMS Enterprise and Workforce Management Guide

  2. Specify your Federal Magnetic Reporting Information.

    See Entering Federal Magnetic Reporting Information for a GRE, Oracle HRMS Enterprise and Workforce Management Guide

Setting the EI Rate for a GRE

You can specify that certain GREs in your organization apply a customized rate for their Employment Insurance (EI) calculations.

  1. In the Employer Identification window, specify the EI rate that you want your GRE to use.

See: Entering Employer Identification Information for a GRE, Oracle HRMS Enterprise and Workforce Management Guide

Feeding Balances for Year End Reporting

Balance feeds are established from the Balances window in the Total Compensation area of the Navigator. These feeds must be set up for all elements required to print on a year end form with the exception of those with a classification of Earnings (for example, Regular Salary, Regular Wages, and Tax Deductions).

Note: Balances are date effective. Ensure that you have set your effective date.

To enter a balance feed

  1. Query the code for the year end form and/or query for a balance for the box for which you want to establish a balance feed.

  2. Press the Feeds button.

  3. The Balance Feeds window displays.

  4. Select the appropriate Element name from the list on the Balance Feeds window.

  5. Select the appropriate Input Value Name for what you want to add or feed.

  6. Select Add for the Add/Subtract field to feed a balance.

  7. Save your changes.

Entering Provincial Tax Information For a PRE

To enter tax information for a PRE, use the Organization window.

See Provincial Reporting Establishments (PREs), Oracle HRMS Enterprise and Workforce Management Guide

To enter provincial information for a PRE

  1. Specify your Provincial Information.

    See Entering Information for a PRE, Oracle HRMS Enterprise and Workforce Management Guide

  2. Specify your Additional Provincial Information.

Entering Provincial Tax Information for an Employee

Use the Tax Information window to define provincial tax information for employees.

You can also use the Rapid Implementation Spreadsheet Loader to quickly define and upload tax information for multiple employees. See the HRMS Configuration Workbench documentation for more information.

To enter provincial tax information for an employee

  1. Default information appears for the employee in the Tax Information window. The resident and work provinces display from the employee's primary residence address and work location address, respectively.

  2. Select the Provincial tab.

  3. The Province defaults to the province of employment or the override province of employment, if entered on the Federal tab. Information on Labour Sponsored Funds also defaults from the Federal tab.

  4. Verify that the TD1 information is correct. The Basic Amount Flag is automatically checked for each person. If the employee has a different amount, uncheck the box and enter the appropriate amount in the Tax Credit field.

    Note: The Basic Amount will default for the given calendar year, and will be updated every year. If you uncheck the Basic Amount Flag you must manually enter a value in the Tax Credit field.

  5. There are various fields (such as additional tax, override rate and amount, prescribed zone deduction, annual deduction, and commission information) that are disabled on the provincial form for all provinces except Quebec (for Quebec, only prescribed zone deduction is disabled). These amounts are entered on the federal tab and apply to both federal and provincial (excluding Quebec) tax calculations.

  6. In the Tax Exempt region, check any box that corresponds to a tax for which the employee is exempt.

    Note: If the employee is under 18, it is not necessary to exempt them from QPP.

  7. In the Additional region, check any boxes that may apply. The Number of Dependants and Number of Infirm Dependants affect the tax calculation for Ontario and Manitoba only. The Spousal/Equivalent and Disability Status affect the tax calculation for Manitoba only.

  8. Click Further Information to enter the following details:

    • To indicate if the employee is a tax exempt Status Indian, enter Yes or No. If you enter Yes, the employee will not be subject to provincial tax. A separate earning be defined for Status Indian wages with a balance feed to the proper area on the year end form. Also under Further Information is an "over 65" flag that is used in the tax calculation for Manitoba only.

    • In the Other Tax Credits field, enter an amount, up to two decimals, for other provincial or territorial tax credits such as medical expenses and charitable donations that are authorized by a tax services office.

  9. Save your work.

Tax Balances

Introduction to Balance Adjustment

In a payroll run, the run result of an element feeds the appropriate balances. The run result usually feeds multiple balances, including tax related balances. Balances have time dimensions, including current run, period to date, month to date, quarter to date, and year to date.

After the payroll process, you can view the applicable balances for federal and provincial tax jurisdictions for each employee at both the assignment and person level. You can also view the employer tax liabilities at an assignment or person level. View all tax balances within a particular GRE or tax group at the levels mentioned above (assignment or person).

There are two methods to adjust balances:

Use tax balances for periodic employer tax reporting and tax payments as well as annual tax reporting.

Note: It is recommended that you read the main body of this document before you begin any set up on your system.

Purpose

The Tax Balance Adjustment procedure demonstrates how to use the seeded tax elements to make adjustments to the balances. This procedure also demonstrates how to adjust taxes using the standard element entry form. For mass balance adjustments, you can use Batch Element Entry (BEE) to feed the elements through to Element Entries or the Balance Adjustment APIs. This greatly decreases the time required to make balance adjustments in volume. Each element adjusts a single tax that allows the ability to now cost each tax adjustment separately.

The set up of the tax elements closely mirrors the delivered Oracle Tax Balance Form but skips fields on the Tax Balance Form that do not require an adjustment entry as they are derived from other entries. The Element Entry form only includes information associated with the tax balance adjustment to minimize confusion in data entry.

It is recommended that when you process the balance adjustments through BEE or Element Entries, run them as a separate payroll. This makes it cleaner to rollback the balance adjustments as a whole if there is a problem with the entries.

Note: This is not meant to be an all encompassing procedure. Balance adjustments are done for various reasons depending on the needs of the customer. Each case must be reviewed individually to determine the best approach that should be used to adjust the tax balance.

Basic Business Needs

The Tax Balance Adjustment procedure provides you with the features you need to satisfy the following basic business needs:

Year End and Tax Balances

Oracle Payroll uses the following balances for year end processing:

CPP Balances

EI Balances

Federal Tax Balances

Provincial Tax Balances

PPIP Balances

QPP Balances

Other Balances

RL1 Balances

RL2 Balances

T4 Balances

T4A Balances

Balances: Including Negative Subject Amounts

The following is a list of balances that you can use to include negative subject amounts.

Reasons For Balance Adjustments

Oracle delivers a process to initialize and load balances. This process is discussed at length in the Implementation Guide.

Note: When loading Balances for nonrecurring elements, you must add the element to the employee's Element Entries form in order to see the YTD balances on the Employee SOE. To do this, navigate to the employee's Element Entries, datetrack to the employee's hire date, and give the nonrecurring elements to the employee (no input values are required). Save the changes.

There are several reasons to adjust tax balances:

Geocodes

Geocode Overview

A geocode is a three part numeric record representing a state, county and local. An additional two part record identifies a state and school district. You use geocode data to troubleshoot and correct data issues, make adjustments and input time for Enhanced Multi Jurisdiction Taxation. The Jurisdiction Information Tables (JIT) contain geocode and jurisdiction data, for example, zip codes, federal, state and local limits and rates.

For US Payroll, geocodes (or Jurisdiction Code) represent the state, city, county and school district appearing on the employee record. For Canadian payroll, you must enter the Canada Post province abbreviation as the jurisdiction input value. As Canada does not have local level taxes (such as the city), you must uniquely identify the specific geocode by the province abbreviation.

You must apply both the Vertex monthly updates and the Oracle Quarterly Statutory Update to keep the JIT/Geocode data current and correct. The Oracle Statutory updates are released as quarterly payroll patches. You can get the Vertex monthly update by downloading the file from the Vertex website or from a CD sent by Vertex.

If you want to immediately begin using the new JIT/Geocode information delivered in the monthly updates, you can manually enter the data in the Cities.

Annually, you must run the Geocode Upgrade Manager concurrent program to synchronize the Vertex and Oracle geocode data.

Understanding Geocode Formats

The state/ province geocode is a three part record in the format of XX-XXX-XXXX. The first 2 digits are the state/province jurisdiction code, the next 3 digits are the county code and the last 4 digits are the city code. When adjusting a state or province level record, enter the numeric code; enter zeros for the county and city codes. For example: When adjusting SUI for the state of Pennsylvania, the jurisdiction input value is 39-000-0000. When adjusting the city of Allentown in the state of Pennsylvania, the jurisdiction input value is 39-077-0040.

When a School District is involved, there are an additional five digits which need to be appended to the state geocode (XX-XXXXX) when making adjustments. If an employee is taxed at a school district level, the school district geocode is in addition to the state/province geocode. The school district code appears on the employee's tax information form either at the county or city level. For example: When adjusting School District for Easton in the state of Pennsylvania, the jurisdiction input value would be 39-48330.

Finding a Geocode

There are four methods you can look up the geocode:

You check and use geocodes in routine payroll administration to troubleshoot data issues, input time for Enhanced Multi Jurisdiction Taxation, make balance adjustments, and to correct data corruption. You use the jurisdiction name, for example, Allentown Pennsylvania, to find the numeric geocode.

The method you use to find a geocode depends on you level of access to Oracle Payroll, and the method you find most convenient.

Use Jurisdiction and Geocodes as Soon as They are Available

If you want to immediately begin using the new JIT/geocode information delivered in the monthly updates, you can manually enter the data in the Cities window before receiving and applying the Oracle Quarterly Statutory Update.

The application of the Oracle Quarterly Statutory Update does not impact the user-defined data. Oracle Payroll maintains this data with no additional intervention by the payroll clerk.

If you want to begin using the new JIT/geocode information before applying the Oracle Quarterly Statutory Update, you can manually insert:

See: Adding a City to the Database, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management

See: Adding New Tax Information for an Existing Geocode, Oracle HRMS Payroll Processing Management Guide

Upgrading Geocodes

Periodically Vertex makes changes to geocode data, for example, change a geocode for a city, or move a secondary city from one primary city to another. On an annual basis Oracle releases an upgrade procedure as a part of an hrglobal driver. The Geocode Upgrade Manager concurrent program replaces the hrglobal upgrade procedure. You must run the Geocode Upgrade Manager annually, to modify data in the payroll application and synchronize the Vertex and Oracle geocode data.

The Geocode Upgrade Manager is a concurrent program that writes the output of the upgrade process to two log files, and checks for errors in the upgrade process. You can run the Geocode Upgrade Manager in either Debug or Upgrade mode. Debug mode produces the output reports indicating what data you need to upgrade. Upgrade mode automatically upgrades the data, and produces output reports showing the changes.

After you run the Geocode Upgrade Program, a report is generated listing the assignments that require review. There are many reasons assignments appear on the report, for example, an employee with a work location that is a secondary city in one jurisdiction and now becomes a secondary city in another jurisdiction. An assignment also appears on the report if the record has data corruption, such as missing tax records, incorrectly end dated tax records, effective dated tax records that are out of sync with the Vertex element, a gap in effective dates and missing element entries.

You must review the assignment data and make the necessary correction before resubmit the upgrade process. You can manually review the data, or use the delivered per.sql scripts to diagnose the issue. You correct the issue by making a change to the data, or using deltax.sql and recreating the tax records. Once you correct the data, you resubmit the Geocode Upgrade Manager.

Tax Balances Form

The Tax Balance form shows the tax balances that are used for tax reporting. The Tax Balance form is a date tracked form and tax balances represent balances as of the effective date. If the session date is 14-JAN-2000 and a payroll was run with a cheque date of 15-JAN-2000, the balances for the 15-JAN-2000 run would not be included in the balances displayed.

If tax balances are accessed through Payroll Processes, Assignment Processes, or View Results forms. They are always current as of the cheque date of the process.

The balances shown on the Tax Balance Form for each tax being adjusted are as follows:

Balance Description
Gross Total earnings, calculated from all applicable earnings elements.
Exempt Earnings included in Gross that are not subject to calculations.
Subject Gross minus Exempt earnings.
Pre Tax Reductions Total amount of deductions that reduce the Subject Earnings (such as RPP, RRSP).
Reduced Subject Balance derived from Subject Earnings minus the sum of Pre Tax reductions.
Taxable Amount of taxable earnings for CPP, QPP, and EI up to the annual limit. When using the Balance Adjustment screen, you must adjust this balance for all the taxes mentioned above, but be careful not to adjust the amount over the government regulated limit.
Excess The balance derived from Reduced Subject minus Taxable. If the taxable balance is not equal to the government regulated limit, the Excess balance should be zero. If there is an amount in Excess, and the limit has not been reached, this is an indication that the Balances must be adjusted.
Withheld The amount of tax deducted from the employee.
Liability The amount of employer contributions for CPP, QPP, and EI.

An employee in Ontario receives payments through the year that result in $10,000 of gross earnings of which $1,000 is exempt from federal tax. The employee also made contributions of $500 to a Registered Retirement Savings Plan. The federal tax balances would be:

Federal Balances Amount
FED Gross $10,000
FED Exempt Wages $1,000
FED Subject $9,000
FED Pre Tax Reductions $500
FED Reduced Subject $8,500

An employee in British Columbia receives semi monthly payments in 2002 that result in $60,000 of gross earnings, all of which are subject to CPP. The employee reached the CPP maximum pensionable earnings in the 16th pay period of the year. The CPP balances would be as follows:

Provincial Balances Amount
CPP Gross $60,000
CPP Exempt Wages $0
CPP Subject $60,000
CPP Pre-Tax Reductions $0
CPP Reduced Subject $60,000
CPP Excess Wages $20,900
CPP EE Taxable $39,100
CPP EE Basic Exemption $2,333.28

Setting Up the Tax Balance Adjustment Elements

For tax balance adjustments, you must set up the applicable elements:

Setting up applicable tax adjustment elements

  1. Date track to 01-JAN-1951 or any date prior to the date an adjustment is effective but not before 1951.

  2. Navigate to the Element Description form.

  3. Refer to the following sections to add all appropriate elements:

Setting up CPP_EE

  1. Specify the Pay Value, Taxable, Basic Exemption, and Jurisdiction Input Values.

  2. Save your work.

  3. Add Balance Feeds for this element.

  4. Navigate to the Link window, and link the CPP_EE element to all payrolls or create an applicable link for your specific organizational needs.

    Note: In order to cost these adjustments the same as the normal payroll taxing element, set up costing for these elements to match the tax elements.

  5. If you are using the Adjust Balance form to do the adjustment, save your entry.

    If the effective date of the adjustment is the pay date for your payroll, the adjustment reflects in the current "Pay Date Range" column on the statutory deductions report; therefore, the adjustment amount impacts the payment to the government. If you are using an effective date other than a pay date for your payroll, the adjustments reflect only in the year to date values for the employee and will not impact the remittance to the government.

  6. If you are using element entries to do the adjustment, process your payroll.

    This refunds or deducts the adjustment amount. The adjustment also appears in the current "Pay Date Range" column on the statutory deductions report; therefore, the adjustment amount impacts the payment to the government.

Setting up CPP_ER

  1. Specify the Pay Value, Taxable, Basic Exemption, and Jurisdiction Input Values.

  2. Save your work.

  3. Add Balance Feeds for this element.

  4. Navigate to the Link window, and link the CPP_ER element to all payrolls or create an applicable link for your specific organizational needs.

    Note: In order to cost these adjustments the same as the normal payroll taxing element, set up costing for these elements to match the tax elements.

  5. If you are using the Adjust Balance form to do the adjustment, save your entry.

    If the effective date of the adjustment is the pay date for your payroll, the adjustment reflects in the current "Pay Date Range" column on the statutory deductions report; therefore, the adjustment amount impacts the payment to the government. If you are using an effective date other than a pay date for your payroll, the adjustments reflect only in the year to date values for the employee and will not impact the remittance to the government.

  6. If you are using element entries to do the adjustment, process your payroll.

    This refunds or deducts the adjustment amount. The adjustment also appears in the current "Pay Date Range" column on the statutory deductions report; therefore, the adjustment amount impacts the payment to the government.

Setting up CPP_SUBJECT

  1. Specify the Gross, Subject, and Jurisdiction Input Values.

  2. Save your work.

  3. Add Balance Feeds for this element.

  4. Navigate to the Link window, and link the CPP_SUBJECT element to all payrolls or create an applicable link for your specific organizational needs.

    Note: In order to cost these adjustments the same as the normal payroll taxing element, set up costing for these elements to match the tax elements.

  5. If you are using the Adjust Balance form to do the adjustment, save your entry.

    If the effective date of the adjustment is the pay date for your payroll, the adjustment reflects in the current "Pay Date Range" column on the statutory deductions report; therefore, the adjustment amount impacts the payment to the government. If you are using an effective date other than a pay date for your payroll, the adjustments reflect only in the year to date values for the employee and will not impact the remittance to the government.

  6. If you are using element entries to do the adjustment, process your payroll.

    This refunds or deducts the adjustment amount. The adjustment also appears in the current "Pay Date Range" column on the statutory deductions report; therefore, the adjustment amount impacts the payment to the government.

Setting up EI_EE

  1. Specify the Pay Value, Taxable, and Jurisdiction Input Values.

  2. Save your work.

  3. Add Balance Feeds for this element.

  4. Navigate to the Link window, and link the EI_EE element to all payrolls or create an applicable link for your specific organizational needs.

    Note: In order to cost these adjustments the same as the normal payroll taxing element, set up costing for these elements to match the tax elements.

  5. If you are using the Adjust Balance form to do the adjustment, save your entry.

    If the effective date of the adjustment is the pay date for your payroll, the adjustment reflects in the current "Pay Date Range" column on the statutory deductions report; therefore, the adjustment amount impacts the payment to the government. If you are using an effective date other than a pay date for your payroll, the adjustments reflect only in the year to date values for the employee and will not impact the remittance to the government.

  6. If you are using element entries to do the adjustment, process your payroll.

    This refunds or deducts the adjustment amount. The adjustment also appears in the current "Pay Date Range" column on the statutory deductions report; therefore, the adjustment amount impacts the payment to the government.

Setting up EI_ER

  1. Specify the Pay Value, Taxable, and Jurisdiction Input Values.

  2. Save your work.

  3. Add Balance Feeds for this element.

  4. Navigate to the Link window, and link the EI_ER element to all payrolls or create an applicable link for your specific organizational needs.

    Note: In order to cost these adjustments the same as the normal payroll taxing element, set up costing for these elements to match the tax elements.

  5. If you are using the Adjust Balance form to do the adjustment, save your entry.

    If the effective date of the adjustment is the pay date for your payroll, the adjustment reflects in the current "Pay Date Range" column on the statutory deductions report; therefore, the adjustment amount impacts the payment to the government. If you are using an effective date other than a pay date for your payroll, the adjustments reflect only in the year to date values for the employee and will not impact the remittance to the government.

  6. If you are using element entries to do the adjustment, process your payroll.

    This refunds or deducts the adjustment amount. The adjustment also appears in the current "Pay Date Range" column on the statutory deductions report; therefore, the adjustment amount impacts the payment to the government.

Setting up EI_SUBJECT

  1. Specify the Gross, Subject, and Jurisdiction Input Values.

  2. Save your work.

  3. Add Balance Feeds for this element.

  4. Navigate to the Link window, and link the EI_SUBJECT element to all payrolls or create an applicable link for your specific organizational needs.

    Note: In order to cost these adjustments the same as the normal payroll taxing element, set up costing for these elements to match the tax elements.

  5. If you are using the Adjust Balance form to do the adjustment, save your entry.

    If the effective date of the adjustment is the pay date for your payroll, the adjustment reflects in the current "Pay Date Range" column on the statutory deductions report; therefore, the adjustment amount impacts the payment to the government. If you are using an effective date other than a pay date for your payroll, the adjustments reflect only in the year to date values for the employee and will not impact the remittance to the government.

  6. If you are using element entries to do the adjustment, process your payroll.

    This refunds or deducts the adjustment amount. The adjustment also appears in the current "Pay Date Range" column on the statutory deductions report; therefore, the adjustment amount impacts the payment to the government.

Setting up FED

  1. Specify the Pay Value and Jurisdiction Input Values.

  2. Save your work.

  3. Add Balance Feeds for this element.

  4. Navigate to the Link window, and link the FED element to all payrolls or create an applicable link for your specific organizational needs.

    Note: In order to cost these adjustments the same as the normal payroll taxing element, set up costing for these elements to match the tax elements.

  5. If you are using the Adjust Balance form to do the adjustment, save your entry.

    If the effective date of the adjustment is the pay date for your payroll, the adjustment reflects in the current "Pay Date Range" column on the statutory deductions report; therefore, the adjustment amount impacts the payment to the government. If you are using an effective date other than a pay date for your payroll, the adjustments reflect only in the year to date values for the employee and will not impact the remittance to the government.

  6. If you are using element entries to do the adjustment, process your payroll.

    This refunds or deducts the adjustment amount. The adjustment also appears in the current "Pay Date Range" column on the statutory deductions report; therefore, the adjustment amount impacts the payment to the government.

Setting up FED_SUBJECT

  1. Specify the Gross, Subject, and Jurisdiction Input Values.

  2. Save your work.

  3. Add Balance Feeds for this element.

  4. Navigate to the Link window, and link the FED_SUBJECT element to all payrolls or create an applicable link for your specific organizational needs.

    Note: In order to cost these adjustments the same as the normal payroll taxing element, set up costing for these elements to match the tax elements.

  5. If you are using the Adjust Balance form to do the adjustment, save your entry.

    If the effective date of the adjustment is the pay date for your payroll, the adjustment reflects in the current "Pay Date Range" column on the statutory deductions report; therefore, the adjustment amount impacts the payment to the government. If you are using an effective date other than a pay date for your payroll, the adjustments reflect only in the year to date values for the employee and will not impact the remittance to the government.

  6. If you are using element entries to do the adjustment, process your payroll.

    This refunds or deducts the adjustment amount. The adjustment also appears in the current "Pay Date Range" column on the statutory deductions report; therefore, the adjustment amount impacts the payment to the government.

Setting up PPIP_EE

  1. Specify the Pay Value, Taxable, and Jurisdiction Input Values.

  2. Save your work.

  3. Add Balance Feeds for this element.

  4. Navigate to the Link window, and link the PPIP_EE element to all payrolls or create an applicable link for your specific organizational needs.

    Note: In order to cost these adjustments the same as the normal payroll taxing element, set up costing for these elements to match the tax elements.

  5. If you are using the Adjust Balance form to do the adjustment, save your entry.

    If the effective date of the adjustment is the pay date for your payroll, the adjustment reflects in the current "Pay Date Range" column on the statutory deductions report; therefore, the adjustment amount impacts the payment to the government. If you are using an effective date other than a pay date for your payroll, the adjustments reflect only in the year to date values for the employee and will not impact the remittance to the government.

  6. If you are using element entries to do the adjustment, process your payroll.

    This refunds or deducts the adjustment amount. The adjustment also appears in the current "Pay Date Range" column on the statutory deductions report; therefore, the adjustment amount impacts the payment to the government.

Setting up PPIP_ER

  1. Specify the Pay Value, Taxable, and Jurisdiction Input Values.

  2. Save your work.

  3. Add Balance Feeds for this element.

  4. Navigate to the Link window, and link the PPIP_ER element to all payrolls or create an applicable link for your specific organizational needs.

    Note: In order to cost these adjustments the same as the normal payroll taxing element, set up costing for these elements to match the tax elements.

  5. If you are using the Adjust Balance form to do the adjustment, save your entry.

    If the effective date of the adjustment is the pay date for your payroll, the adjustment reflects in the current "Pay Date Range" column on the statutory deductions report; therefore, the adjustment amount impacts the payment to the government. If you are using an effective date other than a pay date for your payroll, the adjustments reflect only in the year to date values for the employee and will not impact the remittance to the government.

  6. If you are using element entries to do the adjustment, process your payroll.

    This refunds or deducts the adjustment amount. The adjustment also appears in the current "Pay Date Range" column on the statutory deductions report; therefore, the adjustment amount impacts the payment to the government.

Setting up PPIP_SUBJECT

  1. Specify the Gross, Subject, and Jurisdiction Input Values.

  2. Save your work.

  3. Add Balance Feeds for this element.

  4. Navigate to the Link window, and link the PPIP_SUBJECT element to all payrolls or create an applicable link for your specific organizational needs.

    Note: In order to cost these adjustments the same as the normal payroll taxing element, set up costing for these elements to match the tax elements.

  5. If you are using the Adjust Balance form to do the adjustment, save your entry.

    If the effective date of the adjustment is the pay date for your payroll, the adjustment reflects in the current "Pay Date Range" column on the statutory deductions report; therefore, the adjustment amount impacts the payment to the government. If you are using an effective date other than a pay date for your payroll, the adjustments reflect only in the year to date values for the employee and will not impact the remittance to the government.

  6. If you are using element entries to do the adjustment, process your payroll.

    This refunds or deducts the adjustment amount. The adjustment also appears in the current "Pay Date Range" column on the statutory deductions report; therefore, the adjustment amount impacts the payment to the government.

Setting up PROV

  1. Specify the Pay Value and Jurisdiction Input Values.

  2. Save your work.

  3. Add Balance Feeds for this element.

  4. Navigate to the Link window, and link the PROV element to all payrolls or create an applicable link for your specific organizational needs.

    Note: In order to cost these adjustments the same as the normal payroll taxing element, set up costing for these elements to match the tax elements.

  5. If you are using the Adjust Balance form to do the adjustment, save your entry.

    If the effective date of the adjustment is the pay date for your payroll, the adjustment reflects in the current "Pay Date Range" column on the statutory deductions report; therefore, the adjustment amount impacts the payment to the government. If you are using an effective date other than a pay date for your payroll, the adjustments reflect only in the year to date values for the employee and will not impact the remittance to the government.

  6. If you are using element entries to do the adjustment, process your payroll.

    This refunds or deducts the adjustment amount. The adjustment also appears in the current "Pay Date Range" column on the statutory deductions report; therefore, the adjustment amount impacts the payment to the government.

Setting up PROV_SUBJECT

  1. Specify the Gross, Subject, and Jurisdiction Input Values.

  2. Save your work.

  3. Add Balance Feeds for this element.

  4. Navigate to the Link window, and link the PROV_SUBJECT element to all payrolls or create an applicable link for your specific organizational needs.

    Note: In order to cost these adjustments the same as the normal payroll taxing element, set up costing for these elements to match the tax elements.

  5. If you are using the Adjust Balance form to do the adjustment, save your entry.

    If the effective date of the adjustment is the pay date for your payroll, the adjustment reflects in the current "Pay Date Range" column on the statutory deductions report; therefore, the adjustment amount impacts the payment to the government. If you are using an effective date other than a pay date for your payroll, the adjustments reflect only in the year to date values for the employee and will not impact the remittance to the government.

  6. If you are using element entries to do the adjustment, process your payroll.

    This refunds or deducts the adjustment amount. The adjustment also appears in the current "Pay Date Range" column on the statutory deductions report; therefore, the adjustment amount impacts the payment to the government.

Setting up QPP_EE

  1. Specify the Pay Value, Taxable, Basic Exemption, and Jurisdiction Input Values.

  2. Save your work.

  3. Add Balance Feeds for this element.

  4. Navigate to the Link window, and link the QPP_EE element to all payrolls or create an applicable link for your specific organizational needs.

    Note: In order to cost these adjustments the same as the normal payroll taxing element, set up costing for these elements to match the tax elements.

  5. If you are using the Adjust Balance form to do the adjustment, save your entry.

    If the effective date of the adjustment is the pay date for your payroll, the adjustment reflects in the current "Pay Date Range" column on the statutory deductions report; therefore, the adjustment amount impacts the payment to the government. If you are using an effective date other than a pay date for your payroll, the adjustments reflect only in the year to date values for the employee and will not impact the remittance to the government.

  6. If you are using element entries to do the adjustment, process your payroll.

    This refunds or deducts the adjustment amount. The adjustment also appears in the current "Pay Date Range" column on the statutory deductions report; therefore, the adjustment amount impacts the payment to the government.

Setting up QPP_ER

  1. Specify the Pay Value, Taxable, Basic Exemption, and Jurisdiction Input Values.

  2. Save your work.

  3. Add Balance Feeds for this element.

  4. Navigate to the Link window, and link the QPP_ER element to all payrolls or create an applicable link for your specific organizational needs.

    Note: In order to cost these adjustments the same as the normal payroll taxing element, set up costing for these elements to match the tax elements.

  5. If you are using the Adjust Balance form to do the adjustment, save your entry.

    If the effective date of the adjustment is the pay date for your payroll, the adjustment reflects in the current "Pay Date Range" column on the statutory deductions report; therefore, the adjustment amount impacts the payment to the government. If you are using an effective date other than a pay date for your payroll, the adjustments reflect only in the year to date values for the employee and will not impact the remittance to the government.

  6. If you are using element entries to do the adjustment, process your payroll.

    This refunds or deducts the adjustment amount. The adjustment also appears in the current "Pay Date Range" column on the statutory deductions report; therefore, the adjustment amount impacts the payment to the government.

Setting up QPP_SUBJECT

  1. Specify the Gross, Subject, and Jurisdiction Input Values.

  2. Save your work.

  3. Add Balance Feeds for this element.

  4. Navigate to the Link window, and link the QPP_SUBJECT element to all payrolls or create an applicable link for your specific organizational needs.

    Note: In order to cost these adjustments the same as the normal payroll taxing element, set up costing for these elements to match the tax elements.

  5. If you are using the Adjust Balance form to do the adjustment, save your entry.

    If the effective date of the adjustment is the pay date for your payroll, the adjustment reflects in the current "Pay Date Range" column on the statutory deductions report; therefore, the adjustment amount impacts the payment to the government. If you are using an effective date other than a pay date for your payroll, the adjustments reflect only in the year to date values for the employee and will not impact the remittance to the government.

  6. If you are using element entries to do the adjustment, process your payroll.

    This refunds or deducts the adjustment amount. The adjustment also appears in the current "Pay Date Range" column on the statutory deductions report; therefore, the adjustment amount impacts the payment to the government.

Determining the Geocode Jurisdiction Code

Geocodes are the geographical codes supplied by Vertex, Inc. The use of geocodes (or Jurisdiction Codes) determines which jurisdiction or province HRMS updates on the employee's record.

You can determine the geocode by:

To view Run Result Values

  1. View the Assignment Process Results window.

  2. Query an employee and a payroll run.

  3. Click Run Results.

  4. Select the Run Result for the correct tax element.

  5. Click Run Result Values.

    This displays the jurisdiction code.

Viewing Tax Balances

You can set your effective date for the View Tax Balance window. The tax balances are the balances as of the effective date.

For example: If the session date is 14-JAN-1998, and you ran a payroll with a cheque date of 15-JAN-1998, the balances for the 15-JAN-1998 would not be included in the balances displayed. If you access tax balances through the View Payroll Processes, View Assignment Processes, or View Results windows, they are always current as of the cheque date of the process.

After running payrolls, you can review online the applicable balances for Federal and provincial taxes at the level of an individual employee assignment, and at the person level for employees with two or more separate assignments. Balances at the person level represent the totals of the balances of each assignment the person has. You can also review employer tax liabilities.

To view tax balances, use the View Balances window.

To review tax balances

  1. Query the employee whose tax balances you want to view.

  2. Select Tax Balances.

  3. Set your session date to the date at which you want to review tax balances.

    This window displays the current year's tax balances for the dimensions period to date, month to date, quarter to date, and year to date.

  4. Select the GRE or the Tax Group responsible for withholding or paying the tax whose balances you are reviewing.

  5. Select the tax whose balances you are reviewing. The ER and EE buttons show whether this is tax on employers or employees. If this is a tax for which both employees and employers are liable, choose ER to review balances for the employer liability or EE to review balances for employee withholding.

    At the federal level, both employers and employees make payments for Canada Pension and Employment Insurance. At the provincial level, both employers and employees make payments for Quebec Pension and PPIP.

  6. Choose Assignment to see assignment-level balances or Person to see person-level balances for employees with more than one assignment.

  7. If the tax selected is at the provincial level, select the province or territory.

Performing Balance Adjustments

Perform the following steps to complete tax balance adjustments.

  1. Define Balance Adjustment elements in the system.

  2. Set up employees in the Oracle HRMS system.

  3. Review tax balances before tax balance adjustment.

  4. Add the Tax Balance Adjustment element(s) through the element entry form if a refund or adjustment of withholdings or liabilities is required.

  5. Add the Tax Balance Adjustment using the Adjust Balance form if the adjustment is not being processed with the payroll.

  6. Review tax balances after tax balances adjustments.

Reversing Federal Taxes

By default, Oracle Payroll does not allow negative federal tax withheld amounts. You can direct Oracle Payroll to handle tax reversals in one of two ways:

Deleting a Tax Balance Adjustment

If you entered the wrong adjustment amount or entered an adjustment to the wrong employee, you may wish to delete the adjustment entry. If you used the Adjust Balance form to make the adjustment, use the following process to delete the entry.

Deleting a tax balance adjustment entered through the Adjust Balance form

  1. Open the Payroll Process Results window.

  2. Specify the payroll you want to modify.

  3. Specify a date range.

  4. Select the Balance Adjustment action type.

  5. Select the Assignment for which the adjustment was made, and delete the line.

    Note: The Adjust Balance form does not allow deletions.

  6. Save your changes.

  7. Navigate to the Adjust Balance form, and reenter a new adjustment.

Action Parameter Group for Canadian HR and Payroll Reports

Defining Action Parameter Group for Canadian HR and Payroll Reports

When HR or Payroll administrators run the Canadian HR or Payroll reports, they need not flip the value of the Run XML Publisher for Report Generation (RUN_XDO) and Print Files (PRINT_FILE) parameters from N to Y or Y to N every time they run the reports. Administrators can define a custom parameter group that includes the RUN_XDO and PRINT_FILES parameters. The value of both the parameters can be set to either Y or N and administrators can select this custom group as the value for the HR:Action Parameter Group Name profile option. This profile option can be set at the Site, Responsibility, and User levels. These action parameters are available in the Action Parameters window.

The action parameter group definition is applicable to the following Canadian HR and Payroll reports:

End of Period Processing

End of Year Processing

For the purposes of reporting taxes and wages to the federal and provincial governments, Oracle Payroll takes a snapshot in time of all of the employee balances in a given year for both Government Reporting Entities (GREs) and Provincial Reporting Establishments (PREs) and then archives these balances for paper and magnetic media reporting.

End of year processing entails the following activities:

It is important that you complete each end of year processing phase in its correct order. For organizations with multiple GREs/PREs, complete each phase for all GREs/PREs in your organization before proceeding to the next phase.

Year Begin Processing

Pre-Archival Reports

Before running the Year End Preprocess, there are some balancing and reconciliation reports you can use to prepare your data:

Balance adjustments do not appear on the Payroll Register or Gross to Net reports. If you have made tax balance adjustments, compare the tax balances on the Statutory Deductions report against the element register or the year end register.

Year End Preprocessing

Year End Preprocess

The Federal and Provincial Year End Preprocesss archive employee and employer data for a specific year by GRE or PRE. Once archived, this data is available for end of year reporting. The system archives data from the Year End Preprocess, so you can regenerate year end reports as required.

What Does the Year End Preprocess Archive?

The Federal Year End Preprocess archives data for the T4 ("Statement of Remuneration Paid") and the T4A ("Statement of Pension, Retirement, Annuity and Other Income"). The Provincial Year End Preprocess archives data for the RL-1 (the Quebec slip for Employment and Other Income) and the RL-2 (the Quebec slip for Retirement and Annuity Income).

It archives any employee records with non-zero values for any of the following balances for the selected year:

See: T4A Register Reporting, T4 Register Reporting, RL-1 Register Reporting, and RL-2 Register Reporting

For information on employment codes, see: Person Extra Information Types, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide (Canada)

Employers must report income and source deductions to the recipient and the federal government each calendar year. The federal reports on income and deductions are:

These slips must be provided to the recipients, and the information submitted to the Canada Revenue Agency (CRA) by the last day of February of the year following the year indicated on the slips.

Employers in the province of Quebec must report income and source deductions to the recipient and the provincial government each calendar year. The provincial reports on income and deductions are:

These slips must be provided to the recipients and the information submitted to the Revenu Quebec, by the last day of February of the year following the year indicated on the slips.

Viewing Archived Data

Use the View Archive window to view any employee or assignment data archived by the Year End Preprocess. However, you cannot query for employer-level data that you have archived or stored against the payroll action. This window also displays any associated context code (such as Jurisdiction Code).

This information is read-only. You cannot modify or update it from this window. For instructions on how to run, retry, view, and rollback this information, refer to:

Managing the Year End Preprocess

Adjusting and Retrying the Year End Preprocess

Retrying the Year End Preprocess

Identifying Missing Employees to Add to the Year End Preprocess

Rolling Back the Year End Preprocess

Adjusting and Retrying Records

If an employee's record has changed after running the Year End Preprocess, you can retry the Year End Preprocess for that employee. It is not necessary to re-run the entire process. In instances where multiple employees' balances are changed, it may be easier to rollback the Year End Preprocess and rerun it to include the balance updates. Individual assignments can be marked for retry in the Employee Assignment Process window.

Employer data can be re-archived by marking the payroll action for retry in the Payroll Process Results window and then retrying the process by selecting Retry Payroll Process from the Submit Requests window. If a GRE does not have any employees in it, then its employer data will be archived when the Year End Preprocess is run for that GRE. In this case, you cannot re-archive this data through the Retry Payroll Process. You must rollback the process and then rerun the Year End Preprocess.

Year End Preprocess

Managing the Year End Preprocess

Year End Preprocessing involves the following operations:

Note: When running this process as a secure user, you are only able to view the employee details that you have access to through your security profile.

To run the Year End Preprocess

Run the Year End Preprocess from the Submit Requests window.

  1. In the Request Name field, select Federal or Provincial Year End Preprocess.

  2. In the Parameters window, use the Lists of Values in the Report Type, Year and Government Reporting Entity, or Provincial Reporting Entity fields to specify the Year End Preprocess that you want to run.

  3. Click OK and then Submit.

  4. On completion of the process, check the logfile for counts of successful, skipped, and assignments in error.

    Note: The Payroll Process and Year End Preprocess should not be run concurrently. Running the processes concurrently can results in table locking and performance issues.

To view the archived data

  1. Select Assignment Process Result from the View menu.

  2. Select the appropriate assignment.

  3. Select one of the following:

    • T4 Year End Preprocess

    • T4A Year End Preprocess

    • RL1 Year End Preprocess

    • RL2 Year End Preprocess

  4. Click View Results.

    The View Archived Values window opens. This displays data archived for an employee, including:

    • Database item name

    • Value archived against an assignment action

    • Any associated context (such as Jurisdiction Code)

    This information is read-only.

    Note: The check box on this window indicates if the Year End Preprocess was locked by a magnetic media process (such as T4 Magnetic Media) and cannot be rolled back or marked for retry.

To troubleshoot the archived data

During the archival process, the Year End Preprocess reports on the number of assignments successfully archived, skipped, or in error. To view the archive's error information:

  1. Open the Requests window.

  2. Select your request, and click View Log.

    This displays the Year End Preprocess's logfile, including counts of successful, skipped, and assignments in error.

  3. Open the Payroll Processes window.

  4. Query for your Year End Preprocess archive:

    • Specify one of the following as the name:

      • T4 Year End Preprocess

      • T4A Year End Preprocess

      • RL1 Year End Preprocess

      • RL2 Year End Preprocess

    • Specify the year end dates.

    • Specify "Magnetic Report" as the action type.

  5. Click Find.

    Oracle Payroll returns a list of all archives matching your search criteria.

To view detailed process status, select your archive and click Process Info.

For error information, select your archive and click Message.

To see a list of all assignments completed, skipped, in error, and so on, select your archive and click Assignment Process. To view additional error information, select the assignment in error and click Message.

To adjust and retry the Year End Preprocess

If you have changed an employee's record or added an employee after running the Year End Preprocess, you have three options to update those employees:

Note: If you make the following changes after running the Year End Preprocess, you must rollback and rerun the archiver.

The Add to Archive functionality does not work for these cases because the assignment already existed and was already processed.

If you have run the Federal Year End Amendment Preprocess or Provincial Year End Preprocess, you must first rollback these processes before you can rollback or retry the Year End Preprocess.

See: Federal Year End Amendments and Cancellations and Provincial Year End Amendments and Cancellations

To retry the Year End Preprocess

Retrying the Year End Preprocess re-archives any employee assignments that you have marked for retry. To make adjustments to employees after running the Year End Preprocess:

  1. Run the Retry Payroll Process.

  2. Select the Federal or Provincial Year End Preprocess.

  3. Mark for retry individual employees or retry by assignment set.

You can mark individual assignments for retry in the Employee Assignment Process window. The Year End Preprocess leaves the other employees' archived data intact. Only those employees marked for retry are processed, adding their data to the archive.

You can re-archive employer data by marking the payroll action for retry in the Payroll Process Results window and then retrying the process by selecting Retry Payroll Process from the Submit Requests window.

If there are no employees in the GRE or PRE, you cannot perform a retry. You must rollback the process and then rerun the Year End Preprocess.

Note: If you have generated any of the following reports, you must first roll them back prior to retrying the Year End Preprocess:

  1. In the Name field, select Retry Payroll Process.

  2. Click in the Parameters field if the Parameters window does not automatically open.

  3. In the Process Year field, enter the appropriate year.

  4. In the Process Type field, select Magnetic Report.

  5. In the Payroll Process field, select the appropriate Year End Preprocess.

  6. Click OK and then Submit.

To roll back the Year End Preprocess

When you rollback the Year End Preprocess, you remove all archived data on year end balances from the system. Rolling back and rerunning the Year End Preprocess reruns the process for the entire GRE and recreates the archive completely.

Note: Marking employees for retry or adding employees to the archive is preferable to rolling back the preprocess. Consider these options prior to performing a rollback.

If you have generated any of the following reports, you must roll them back prior to rolling back the Year End Preprocess:

Rollback the Year End Preprocess from the Submit Requests window.

  1. In the Name field, select Rollback.

  2. Click in the Parameters field if the Parameters box does not open automatically.

  3. In the Payroll Process field select the Federal or Provincial Year End Preprocess from the List of Values.

  4. Click OK then Submit.

Post Archival Reporting

Post-Archival Reports

The following reports should be run after running the Year End Preprocess:

Report Name Description
Year End Archive Missing Assignments Report Identifies missing assignments from the Year End Preprocess Archive for a GRE or PRE.
Year End Exception Report Shows discrepancies in employee contributions for C/QPP, EI, and PPIP when validated against pensionable and insurable earnings and also flags other information such as negative balances, missing Social Insurance Numbers, and so on to ensure that year end slips are complete and accurate.
T4 Register Shows the amounts reported in each box of the T4 slip for all employees in a particular GRE as of the chosen effective date.
T4A Register Shows the amounts reported in each box of the T4A slip for all employees in a particular GRE as of the chosen effective date.
RL1 Register (for employees in Quebec) Shows the amounts reported in each box of the RL1 slip for all employees in a particular PRE as of the chosen effective date.
RL2 Register (for employees in Quebec) Shows the amounts reported in each box of the RL2 slip for all employees in a particular PRE as of the chosen effective date.

Year End Archive Missing Assignments Report

The Year End Archive Missing Assignments report identifies missing assignments from the Year End Preprocess Archive for a GRE or PRE. Run this report after you run the Year End Preprocess for the GRE or PRE in question. This process produces an assignment set containing all assignments missing from the archive. You can use this set later in the Add Assignment Actions To The Year End Preprocess process.

An employee's assignments could be missing from the archive for different reasons. One example is if you performed a balance adjustment for an employee who was missing their initial balance upload. The original Year End Preprocess does not include the employee but, due to the balance adjustment, must be included in the archive. The report also identifies employees who were hired and paid (within the year being processed) after the Year End Preprocess was run.

Year End Archive Missing Assignments Report Parameters

The following parameters exist for the Year End Archive Missing Assignments Report:

Year Year for the Year End Pre-Process.
GRE GRE on which you archived with the Year End Pre-Process.

Note: Only GREs you have archived in the selected year are available.
PRE PRE on which you archived with the Year End Preprocess.

Note: Only PREs you have archived in the selected year are available.
Assignment Set Name for your Assignment Set. The Add Assignment Actions To The Year End Pre-Process can use this set as source data to include these employees in the archive.

Note: When you create the Assignment Set do not include spaces in the Assignment Set name. This report does not support dynamic assignment sets.
Output File Format Select one of the following formats: Comma Delimited (CSV) or HTML. HTML is the default value.

You must run the Year End Pre-Process before you submit this process. The report displays the results in the following groupings:

Year End Exception Report

This report provides the necessary information to prevent or respond to the PIER (Pensionable and Insurable Earnings Review) Report issued by the Canada Revenue Agency (CRA) and the Employee and Employer Contribution Report issued by the Revenu Quebec subsequent to the filing of year end slips.

PIER Report Provides information on those employees whose year to date CPP and/or EI deductions appear to be deficient (by more than one dollar) when compared with their year to date pensionable and/or insurable earnings.
Employee and Employer Contribution Report Provides information on those employees whose year to date QPP and/or QPIP deduction appears to be deficient (by more than one dollar) when compared with their year to date pensionable and/or insurable earnings. This report also provides other information, such as negative balances, missing Social Insurance Numbers, and missing addresses, to ensure that year end slips are complete and accurate.

Magnetic Media Mandatory Fields

The Year End Exception Report checks for any missing fields in your T4/T4A and RL-1/RL-2 reports.

T4/T4A Slips

RL-1/RL-2 Slips

Additional Conditions

The Year End Exception report also includes messages for the following conditions:

RL-1 Employee Level Validation

RL-2 Employee Level Validation

RL-1/RL-2 Employer Level Validation

T4 and T4A Employer Level Validation

T4 and T4A Employee Level Validation

Identifying Missing Employees to Add to the Year End Preprocess

To add employees who were hired and processed after you run the Year End Preprocess, run the Year End Archive Missing Assignments Report. This report identifies employees who were not picked up by the Year End Preprocess but are now eligible for processing. This report adds the missing employees to an assignment set.

After you have identified any omitted employee assignments, run the Add Assignment Actions to Year End Preprocess process to add them to the Year End Preprocess (YEPP).

Note: When running these processes as a secure user, you are only able to view the employee details that you have access to through your security profile.

To run the Year End Archive Missing Assignments Report

  1. Select the Reporting Year from the list of values.

  2. Select the GRE or PRE Archived by Year End Preprocess.

  3. Enter an assignment set that represents your missing employees.

  4. Select the Output File Type. You choose between Comma Delimited and HTML formats.

    The report displays the year, GRE, or PRE, employee name, Social Insurance Number, and assignment number of the employees who were not previously archived by the preprocess.

    The next step is to run the Add Assignment Actions to Year End Preprocess, which picks up the assignments from the assignment set.

To run the Add Assignment Actions to Year End Preprocess

This process picks up the assignments marked for retry and archives them in the YEPP.

  1. In the Request Name field, select Add Assignment Actions to Year End Preprocess.

  2. Click in the Parameters field if the Parameters window does not automatically appear.

  3. Select the Reporting Year from the list of values.

  4. Specify the GRE or PRE whose YEPP archive you want to amend.

  5. Specify the assignment set created when you ran the Year End Archive Missing Assignments Report report.

  6. Choose the output file type. You can choose between comma separated values (CSV) and HTML formats.

    When you run the Retry Payroll Process for the Year End Preprocess, it archives the data for the new assignments.

  7. Click Save and then Submit.

  8. Run the Retry Payroll Process to archive the data for the new assignments.

Running the Year End Exception Report

This report provides the necessary information to prevent or respond to the PIER and the Employee and Employer Contribution Report subsequent to the filing of year end slips.

See: Year End Exception Report

Note: When running this process as a secure user, you are only able to view the employee details that you have access to through your security profile.

To run the Year End Exception Report

  1. Select the Year End Exception Report name in the Request Name field. The Parameter window opens.

  2. Select the year in the Reporting Year field from the List of Values.

  3. Select the Report Name.

    If you select the Year End Exception Report, all information noted above displays on the report. If you select the PIER Report/QPP Contribution Report, only the deficiencies relating to C/QPP, EI or PPIP displays.

  4. Select either Federal or Provincial level reporting.

  5. For federal level reporting, select the GRE Archived by Year End Preprocess or leave this field blank to include all GREs in the results.

    Note: There is a 15 digit limit for an Employer's Account Number in this field. No other characters can be included in this field.

  6. For provincial level reporting, select the PRE Archived by Year End Preprocess or leave this field blank to include all PREs in the results.

T4 Processing

T4 Slip

When printing T4 slips, keep in mind:

Note: These forms are reproduced with permission of the Minister of Public Works and Government Services Canada.

Employees can specify document delivery preferences using the Document Delivery Preferences self-service page. These preferences apply to the following documents:

See Setting Document Delivery Preferences, Oracle SSHR Deploy Self-Service Capability Guide for more information.

Prerequisites

Some information reported on year end slips (such as Pension Adjustment or Registered Pension Plan Past Service contributions) requires the setup of an information element.

See: Defining Information Elements for Year End Processing, Oracle HRMS Compensation and Benefits Management Guide and Setting Up Pension Adjustments for End-of-Year Reporting, Oracle HRMS Compensation and Benefits Management Guide

Transmitter GRE

Oracle HRMS derives the Transmitter name on the magnetic media from the Statutory Reporting Name entered in the Employer Identification flexfield. If you did not specify a Statutory Reporting Name, HRMS uses the GRE name.

See: Entering Employer Identification Information for a GRE, Oracle HRMS Enterprise and Workforce Management Guide

Magnetic Media

You must successfully run the Year End Preprocess against all GREs and PREs associated with the transmitter GRE or PRE prior to running the magnetic media.

The magnetic media processes generate the following files:

Interface File Magnetic Media output with an extension of .mf.
Employer Summary An audit file for the Transmitter and Summary records. The extension for this file is .a01.
Error Report An exception file for details of slips that have not been included in the magnetic media. The extension for this file is .a02. The Magnetic Media process returns an error and creates this file when an employee has a negative box balance. In this case, the employee's information is not included in the magnetic media file.
Employee Report An audit file for details of the slips that have been included in the Magnetic Media. The extension for this file is .a03.

Note: Open the .a02 and .a03 files in Excel.

T4 Amendments

If you need to make a change to a T4 slip for a given year (after distributing it to the employee and CRA), you can use the T4 amendment functionality to create amended slips.

To generate the T4 Amendments:

  1. Run the Federal Year End Amendment Preprocess to archive the information for the amended slips.

    This process locks the assignment action created by the Federal Year End Preprocess for the specified employees. If you have run multiple T4 amendments, this process locks the assignment action created by the previous Federal Year End Amendment Preprocess processes.

    You can rollback and retry this process.

    Note: You must rollback this process prior to attempting to rollback or retry the "Federal Year End Preprocess."

    See: Running the Federal Year End Amendment Preprocess

  2. Run the T4 Amendment Register Report CA report to generate a report of all employees who were modified after the Federal Year End Preprocess was run for that reporting year.

    See: Running the T4 Amendment Register Report CA

  3. Run the T4 Amendment PDF to generate amended T4 slips in PDF format.

    See: Running the T4/T4A Amendment PDF

  4. Run the T4 Amendment Magnetic Media concurrent program to generate an XML file to be submitted to the CRA.

    See: Running the T4/T4A Amendment Magnetic Media

T4 Cancellations

If you need to cancel a T4 slip for a given year (after distributing it to the employee and CRA), you can use the T4 cancellation functionality to create cancelled slips.

To generate the T4 Cancellations:

  1. Run the Federal Year End Amendment Preprocess to archive the information for the amended slip.

    This process locks the assignment action created by the Federal Year End Preprocess for the specified employees. If you have run multiple T4 amendments, this process locks the assignment action created by the previous Federal Year End Amendment Preprocess.

    You can rollback and retry this process.

    Note: You must rollback this process prior to attempting to rollback or retry the Federal Year End Preprocess.

    See: Running the Federal Year End Amendment Preprocess

  2. Run the T4 Amendment Register Report CA report to generate a report of all employees who were modified after you ran the Federal Year End Preprocess for that reporting year.

    See: Running the T4 Amendment Register Report CA

  3. Run the T4 Cancellation PDF concurrent program to generate cancelled T4 slips in PDF format.

    See: Running the T4/T4A Cancellation PDF

  4. Run the T4A Cancellation Magnetic Media concurrent program to generate an XML file to be submitted to the CRA.

    See: Running the T4/T4A Cancellation Magnetic Media

T4 Slip Box Information

The following tables depict the various boxes and fields on T4 Slip and indicate where Oracle Payroll draws the appropriate balances to complete the slip.

T4 Boxes that Require a Balance Feed
T4 Box Title Information Contained
20 RPP contributions T4_BOX20
44 Union dues T4_BOX44
46 Charitable donations T4_BOX46
52 Pension adjustment T4_BOX52
Other Information Other information T4_OTHER_INFO_AMOUNT30
to
T4_OTHER_INFO_AMOUNT87

Note: The balance T4_OTHER_INFO_AMOUNT53 is no longer valid after 2010.

Note: T4_Other_Info_Amount38 represents the total value of security options received by an employee. For each employee eligible for a deduction under paragraph 110(1)(d) of the Income Tax Act, a balance adjustment equal to 50% of the amount in T4_Other_Info_Amount38 must be created and entered in T4_Other_Info_Amount39.

T4 Boxes with Predefined Balance Feeds
T4 Box Title Information Contained
14 Employment income "Gross Earnings" - "Taxable Benefits for Quebec" - "T4 Non Taxable Earnings"
16 Employee's CPP contributions CPP EE Withheld
17 Employee's QPP contributions QPP EE Withheld
18 Employee's EI contributions EI EE Withheld
22 Income tax deducted FED Withheld and FED Supp Withheld
24 EI insurable earnings EI EE Taxable
Note: Use the EI_EE_TAXABLE_ADJUST balance to prevent overstating the T4 Box 24 value when an employee has negative EI subject amount in the payroll run. See Entering Employer Identification Information for a GRE, Oracle HRMS Enterprise and Workforce Management Guide (Canada) for more information.
26 CPP-QPP pensionable earnings CPP EE Taxable or QPP EE Taxable
55 Employee's PPIP premiums Archived balance: CAEOY_PPIP_EE_WITHHELD_PER_JD_GRE_YTD
Live balance: PPIP_EE_WITHHELD_PER_JD_GRE_YTD
56 PPIP insurable earnings PPIP_EE_TAXABLE_PER_JD_GRE_YTD
Note: Use the PPIP_EE_TAXABLE_ADJUST balance to prevent overstating the T4 Box 56 value when an employee has negative PPIP subject amount in the payroll run. See Entering Employer Identification Information for a GRE, Oracle HRMS Enterprise and Workforce Management Guide (Canada) for more information.
Other T4 Boxes
T4 Box Title Information Contained
28 Exempt (CPP/QPP, PPIP, and EI) Defined in the Tax Exempt area of the Tax Information form for CPP/QPP and PPIP. The EI Exempt box is checked when Boxes 18 and 24 are zero.
See: Entering Federal Tax Information for an Employee

Note: In the case where an employee requires multiple T4 (such as transferring provinces mid-year) and they experience a change in their exempt status, this box reports the exempt status at the end of the year on all T4s.
29 Employment code Defined in the Additional T4 Information EIT.
See: Person Extra Information Types, Oracle HRMS Workforce Staffing Management Guide
50 RPP or DPSP registration number Defined in the Registration Number field of the Deductions or Element Description forms.
See: Defining Information Elements for Year End Processing, Oracle HRMS Compensation and Benefits Management Guide or Entering Year End Information for Deductions, Oracle HRMS Compensation and Benefits Management Guide

Reducing Box 14 Balances

There may be some employee earnings that you do not want to contribute to the T4 Slip Box 14 gross earnings total. Oracle Payroll provides two balances to reduce this total:

To omit earnings from an employee's box 14 total

  1. Create an earnings element.

  2. Feed this element into the "T4 Non Taxable Earnings" or "Taxable benefits for Quebec" balance, as appropriate.

  3. Attach your element to the appropriate employees at the assignment level.

    Important: If there are elements that feed into the following balances, then you should not add these elements to "Taxable Benefits for Quebec" or "T4 Non Taxable Earnings" balances.

    • T4_OTHER_INFO_AMOUNT31

    • T4_OTHER_INFO_AMOUNT66

    • T4_OTHER_INFO_AMOUNT67

    • T4_OTHER_INFO_AMOUNT68

    • T4_OTHER_INFO_AMOUNT69

    • T4_OTHER_INFO_AMOUNT71

    • T4_OTHER_INFO_AMOUNT78

    • T4_OTHER_INFO_AMOUNT81

    • T4_OTHER_INFO_AMOUNT82

    • T4_OTHER_INFO_AMOUNT83

    • T4_OTHER_INFO_AMOUNT87

    • T4_OTHER_INFO_AMOUNT88

Reporting Employees with No Gross Earnings on the T4

To generate a T4 Slip for an employee who has reported no gross earnings on the year end slip, you must feed the "T4 No Gross Earnings" balance.

To feed the "T4 No Gross Earnings" balance

  1. Identify the Earnings element you are reporting on the T4 Slip.

  2. Feed this element into the "T4 No Gross Earnings" balance.

  3. Save your work.

T4 Register Reporting

T4 Register Reporting

Employers must report income and source deductions to the recipient and the federal government each calendar year. The federal reports on income and deductions are:

These slips must be provided to the recipients, and the information submitted to the Canada Revenue Agency (CRA) by the last day of February of the year following the year indicated on the slips.

Use the T4 Register Report request set to view the amounts reported in each box of the T4 Slip for all employees in a particular GRE for a given year. The T4 Register Totals Report shows totals by T4 box number. You can use the T4 Register Report to verify your T4 box totals prior to running your T4s.

T4 Register Sort Options

Oracle Payroll always sorts your T4 Register report first by GRE. You can further organize your reports according to user-defined criteria or by the following sort options:

Note: The report automatically sorts by employee name (last name, first name) within these sort parameters.

Oracle Payroll does not require that you use sort options to generate your T4 Register report, but they are the best way to customize the report to your specific needs. The sort options are hierarchical in nature. The Sort Option Two field enables only after you make a selection in the Sort Option One field. The Sort Option Three field enables only after you make a selection in the Sort Option Two field.

Sort Options and Report Layout

When printed, the T4 Register report inserts a page break between each selected sort option. The report does not have page breaks between the individual employees.

If you choose Organization and Location, the report inserts a page break every time the Organization or Location changes.

Running the T4 Register Report

You run the T4 Register report from the Submit Request Set window. Prior to running the T4 Register report, you must have run the Year End Preprocess for the GRE you are reporting.

Note: When running this report as a secure user, you are only able to view the employee details that you have access to through your security profile.

To run the T4 Register report

  1. Select Request Set from the Submit a New Request window.

  2. Select Request Set T4 Register Report CA.

  3. Click in the Parameters window.

  4. Select the reporting year.

  5. Select the appropriate GRE.

  6. To run the report for a single province, select a province from the List of Values.

  7. If desired, specify selection criteria for this request set:

    • Employee Name

    • Social Insurance Number

    • Assignment Set

  8. If desired, select values for the Sort Option One, Sort Option Two, and Sort Option Three fields.

    Note: Oracle Payroll always sorts by GRE and then sorts by your selection in Sort Option One. If you select GRE for Sort Option One, Payroll skips Sort Option One and goes to Option Two.

  9. Click OK.

  10. In the Options region, select the printer and number of copies, then click OK.

  11. Click Submit.

  12. Navigate to the View Requests window to view the T4 Register report.

To view the T4 Register archive

You can view online the information reported in the T4 Register. Use this information to balance year end, research problems, and verify the accuracy of the information reported on the year end slips.

  1. Select Assignment Process Results from the View menu.

  2. Enter the employee name or assignment number you want to view.

  3. Enter the From/To dates for your payroll periods.

  4. Select the magnetic report process for the year end slip and then View Results.

    The View Archive Values form displays employee information and box balances for the applicable year end slip.

Running the Federal T4 Slip and Magnetic Media

Use these processes to create T4 slips for printing or electronic submission.

Run the T4 PDF Paper, and T4 Magnetic Media reports from the Submit Request window.

Note: The Year End Preprocess must be run to view the T4 slip online. See: Year End Preprocess

To configure the T4 PDF generation

The T4 PDF concurrent program generates employee T4 slips in PDF format. This program uses XML Publisher to create the file. Set Action Parameters Print File (Print_files) and Run XML Publisher for Report Generation (RUN_XDO) to N (No) and perform the following steps to configure the T4 slip generation behavior:

  1. Edit the $XDO_TOP/resource/xdo.cfg configuration file.

    If this file doesn't exist, you can create it.

    This file has the following format:

    <config version="1.0.0" xmlns="http://xmlns.oracle.com/oxp/config/">
<properties>
<property name="system-temp-dir">temporary_directory</property>
<property name="printer_name.pdf-stream-divider-max-output-size">
    file_size_in_bytes</property>
<property name="pdf-stream-divider-max-output-size">
    file_size_in_bytes</property>
</properties>
</config>

  2. Replace temporary_directory with the directory where the concurrent program creates temporary files.

    You can set it to a directory defined by your DBA as a database directory for PL/SQL file I/O. See My Oracle Support Knowledge Document 2525754.1, Using UTL_FILE_DIR or Database Directories for PL/SQL File I/O in Oracle E-Business Suite Releases 12.1 and 12.2.

  3. Replace printer_name with the name of a printer that supports PDF printing.

  4. Replace the first file_size_in_bytes with the file size the selected printer can manage.

  5. Replace the second file_size_in_bytes with the default file size.

    The Employee T4 PDF concurrent program uses this value if it cannot find the first file_size_in_bytes. If you leave the second file_size_in_bytes parameter empty, the default is 1MB.

To generate the T4 PDFs

Use the T4 PDF concurrent program to generate PDF files for printing.

When running this report as a secure user, you are only able to view the employee details that you have access to through your security profile.

  1. Select T4 PDF in the Name field.

  2. Click in the Parameters field if the Parameters window does not automatically open.

  3. Select the Reporting Year and the GRE Archived by Year End Preprocess for the T4 slip.

  4. Select the Type: Employer or Employee.

    Oracle Payroll prints the Employer's Account Number when you run it with the Employer option selected. Running the report with the Employee option selected generates a T4 without the Employer's Account Number.

  5. Select an Employer Address option: If Yes is selected, the GRE address is displayed in the Employer's name section. If No is selected, the address will not be displayed.

  6. Select a province in the Province field, or leave this field blank to run T4s for all provinces.

  7. Select an option for the Selection Criteria, if desired.

    The values are Employee Name, Social Insurance Number, and Assignment Set. Depending on the option entered the applicable field becomes enabled.

  8. Select the applicable Employee Name, Social Insurance Number, or Assignment Set from the List of Values.

  9. Select the appropriate value in the Print Terminated Employees Only field. You can select any one of the following options:

    • Yes: Prints T4 PDFs of terminated employees only.

    • No: Prints T4 PDFs of all the active and terminated employees. No is the default value.

  10. Click in the Sort Option One field and choose a sort option from the List of Values.

    The options are GRE, Location, and Organization. The Sort Option Two field is now available. If desired, enter options in the Sort Option Two and Sort Option Three fields.

    • If sorted by GRE and by Organization and the Employer Address parameter is set to 'Yes, the Employer Name box on the T4 will display the statutory reporting name and employer address.

    • If sorted by Organization only and the Employer Address parameter is set to 'Yes', the Employer Name box on the T4 will display the statutory reporting name and the employer's address.

    • If sorted by Organization only and the Employer Address parameter is set to 'No', the Employer Name box on the T4 will display the statutory reporting name and the GRE name.

  11. In the Print Instructions field, select Yes to print instructions and No to not print instructions.

  12. In the Template Group field, select the template for the current run, for example, YEAR T4 (where YEAR represents the reporting year).

    Note: PDF templates are retained only from 2008 forward.

  13. Copyright Information: This field is populated automatically once the Reporting Year is selected. It is for information only and indicates that the CRA has given us approval to reproduce their forms in our payroll application.

  14. Click OK.

  15. In the Submit Request window, select the printer and number of copies, in the Options region.

  16. Submit the report.

    The Employee T4 PDF program spawns the Employee T4 (XML) concurrent program to generate data for employees processed in XML format. This program uses the PYUGEN payroll engine to generate XML. It processes the data to generate the PDF and spawns one or more "Sub Request: (PDF Document Stream Printing)" sub-requests. The pdf-stream-divider-max-output-size parameter in the xdo.cfg file defines the size of these sub-request files and how many are created.

    PYUGEN merges the data for multiple employees and creates one PDF file for multiple employees.

The Employee T4 PDF concurrent program generates PDF output suitable for printing. These reports are viewable through the Output button on the SRS screen by selecting Sub Request: (PDF Document Stream Printing). Oracle Payroll also stores them in the output directory.

With PDF slips, use blank paper for printing. Do not use the preprinted forms.

To run the T4 Magnetic Media

This report creates files for electronic submission.

For the T4 Magnetic Media:

Note: To verify the action parameter settings, navigate to Other Definitions > Action Parameters. If users have Action Parameter Group defined it should be used. Users can check their action parameter group in system profile 'HR:Action Parameter Group Name'. If nothing is defined Default Group should be used.

  1. Select T4 Magnetic Media in the Name field. Click in the Parameters field if the Parameters window does not automatically open.

  2. Set Action Parameters Print File (Print_files) and Run XML Publisher for Report Generation (RUN_XDO) to Y (Yes).

  3. Enter the Reporting Year and the appropriate Transmitter GRE.

  4. Submit the report.

    When Action Parameters Print File and Run XML Publisher for Report Generation are Y (Yes), the following files are generated (where XXXX represents the Organization ID of the transmitter GRE and YEAR represents the reporting year):

    • Base Request points to Output file that is the Summary File.

    • 4 Sub Requests are generated with name Payroll File Reporter:

      • T4_XXXX_YEAR.mf (Interface File).

      • T4_XXXX_YEAR.a01 (Employer Summary)

      • T4_XXXX_YEAR.a02 (Error Report)

      • T4_XXXX_YEAR.a03 (Employee Report)

    Note: These files may also be found in the $APPLCSF/out directory.

    When Action Parameters Print File and Run XML Publisher for Report Generation are N (No), the following files are generated as output:

    • Base Request points to Output file that is the Summary File.

    • Launch the Payroll Run Results form to see the output generated for T4 Magnetic Media record:

      • T4_XXXX_YEAR.mf (Interface File).

      • T4_XXXX_YEAR.a01 (Employer Summary)

      • T4_XXXX_YEAR.a02 (Error Report)

      • T4_XXXX_YEAR.a03 (Employee Report)

    Note: These files may also be found in the $APPLCSF/out directory. In all the above cases the template can be identified in the parameters field of sub requests 'Generate Payroll XDO Reports'.

T4A Processing

T4A Slip

When printing T4A year end slips, keep in mind:

Note: These forms are reproduced with permission of the Minister of Public Works and Government Services Canada.

Employees can specify document delivery preferences using the Document Delivery Preferences self-service page. These preferences apply to the following documents:

See Setting Document Delivery Preferences, Oracle SSHR Deploy Self-Service Capability Guide for more information.

Prerequisites

Some information reported on year end slips (such as Pension Adjustment or Registered Pension Plan Past Service contributions) requires the setup of an information element.

See: Defining Information Elements for Year End Processing, Oracle HRMS Compensation and Benefits Management Guide and Setting Up Pension Adjustments for End-of-Year Reporting, Oracle HRMS Compensation and Benefits Management Guide

Transmitter GRE

Oracle HRMS derives the Transmitter name on the magnetic media from the Statutory Reporting Name entered in the Employer Identification flexfield. If you did not specify a Statutory Reporting Name, HRMS uses the GRE name.

See: Entering Employer Identification Information for a GRE, Oracle HRMS Enterprise and Workforce Management Guide

Magnetic Media

You must successfully run the Year End Preprocess against all GREs and PREs associated with the transmitter GRE or PRE prior to running the magnetic media.

The magnetic media processes generate the following files:

Interface File Magnetic Media output with an extension of .mf.
Employer Summary An audit file for the Transmitter and Summary records. The extension for this file is .a01.
Error Report An exception file for details of slips that have not been included in the magnetic media. The extension for this file is .a02. The Magnetic Media process generates an error and creates this file when an employee has a negative box balance. In this case, the employee's information is not included in the magnetic media file.
Employee Report An audit file for details of the slips that have been included in the Magnetic Media. The extension for this file is .a03.

Note: Open the .a02 and .a03 files in Excel.

T4A Amendments

If you need to make a change to a T4A slip for a given year (after distributing it to the employee and CRA), you can use the T4A amendment functionality to create amended slips.

To generate the T4A Amendments:

  1. Run the Federal Year End Amendment Preprocess to archive the information for the amended slip.

    This process locks the assignment action created by the Federal Year End Preprocess for the specified employees. If you have run multiple T4A amendments, this process locks the assignment action created by the previous Federal Year End Amendment Preprocess.

    You can rollback and retry this process.

    Note: You must rollback this process prior to attempting to rollback or retry the Federal Year End Preprocess.

    See: Running the Federal Year End Amendment Preprocess

  2. Run the T4A Amendment Register Report CA report to generate a report of all employees who were modified after you ran the Federal Year End Preprocess for that reporting year.

    See: Running the T4/T4A Amendment Register Report

  3. Run the T4A Amendment PDF to generate amended T4A slips in PDF format.

    See: Running the T4/T4A Amendment PDF

  4. Run the T4A Amendment Magnetic Media concurrent program to generate an XML file to be submitted to the CRA.

    See: Running the T4/T4A Amendment Magnetic Media

T4A Cancellations

If you need to cancel a T4A slip for a given year (after distributing it to the employee and CRA), you can use the T4A cancellation functionality to create cancelled slips.

To generate the T4A Cancellations:

  1. Run the Federal Year End Amendment Preprocess to archive the information for the amended slip.

    This process locks the assignment action created by the Federal Year End Preprocess for the specified employees. If you have run multiple T4A amendments, this process locks the assignment action created by the previous Federal Year End Amendment Preprocess.

    You can rollback and retry this process.

    Note: You must rollback this process prior to attempting to rollback or retry the Federal Year End Preprocess.

    See: Running the Federal Year End Amendment Preprocess

  2. Run the T4A Amendment Register Report CA report to generate a report of all employees who were modified after you ran the Federal Year End Preprocess for that reporting year.

    See: Running the T4/T4A Amendment Register Report

  3. Run the T4A Cancellation PDF concurrent program to generate cancelled T4A slips in PDF format.

    See: Running the T4/T4A Cancellation PDF

  4. Run the T4A Cancellation Magnetic Media concurrent program to generate an XML file to be submitted to the CRA.

    See: Running the T4/T4A Cancellation Magnetic Media

T4A Slip Box Information

The following tables depict the various boxes and fields on the T4A Slip and indicate where Oracle Payroll draws the appropriate balances to complete the slip:

T4A Boxes that Require a Balance Feed
T4A Box Title Information Contained
016 Pension or superannuation T4A_BOX16
018 Lump-sum payments T4A_BOX18
020 Self-employed commissions T4A_BOX20
024 Annuities T4A_BOX24
048 Fees and Services T4A_BOX48
Other Information Other Information T4A_OTHER_INFO_AMOUNT026
to
T4A_OTHER_INFO_AMOUNT195

Note: T4A_OTHER_INFO_AMOUNT036 does not require a balance feed and is defined by the Registration Number field of the Deductions or Element Description forms.

See: Defining Information Elements for Year End Processing, Oracle HRMS Compensation and Benefits Management Guide or Entering Year End Information for Deductions, Oracle HRMS Compensation and Benefits Management Guide

Note: The T4A Slip supports a maximum of 36 Other Information Codes.
T4A Boxes with Predefined Balance Feeds
T4A Box Title Information Contained
022 Income tax deducted "FED Withheld" and "FED Supp Withheld"

Reporting Employees with No Gross Earnings on the T4A

To generate a T4A Slip for an employee who has reported no gross earnings on the year end slip, you must feed the "T4A No Gross Earnings" balance.

To feed the "T4A No Gross Earnings" balance

  1. Identify the Earnings element you are reporting on the T4A Slip.

  2. Feed this element into the "T4A No Gross Earnings" balance.

  3. Save your work.

T4A Register Reporting

T4A Register Reporting

Employers must report income and source deductions to the recipient and the Federal government each calendar year. The Federal reports on income and deductions are:

Canadian employers must provide these slips to their employees/retirees and submit the information to the Canada Revenue Agency (CRA) by the last day of February of the year following the year indicated on the slips.

Use the T4A Register Report request set to view the amounts reported in each box of the T4A slip for all employees in a particular GRE for a given year. The T4A register report shows totals by T4A box number. Using sort options, you can customize this report to further display withholding totals for employees, organizations, and locations. You can use the T4A Register Report to verify your T4A box totals prior to running your T4As.

T4A Register Sort Options

Oracle Payroll always sorts your T4A Register report first by GRE. You can further organize your reports according to user-defined criteria or by the following sort options:

Note: The report automatically sorts by employee name (last name, first name) within these sort parameters.

Oracle Payroll does not require that you use sort options to generate your T4A Register report, but they are the best way to customize the report to your specific needs. The sort options are hierarchical in nature. The Sort Option Two field enables only after you make a selection in the Sort Option One field. The Sort Option Three field enables only after you make a selection in the Sort Option Two field.

Sort Options and Report Layout

When printed, the T4A Register report inserts a page break between each selected sort option. The report does not have page breaks between the individual employees.

If you choose Organization and Location, the report inserts a page break every time the Organization or Location changes.

Running the T4A Register Report

You run the T4A Register report from the Submit Request Set window. Prior to running the T4 Register report, you must have run the Year End Preprocess for the GRE you are reporting.

Note: When running this report as a secure user, you are only able to view the employee details that you have access to through your security profile.

To run the T4A Register report

  1. Select Request set from the Submit a New Request window.

  2. Select the Request Set T4A Register Report CA.

  3. Click in the Parameters window.

  4. Select the reporting year.

  5. Select the appropriate GRE.

  6. If desired, specify selection criteria for this request set:

    • Employee Name

    • Social Insurance Number

    • Assignment Set

  7. If desired, select values for the Sort Option One, Sort Option Two, and Sort Option Three fields.

    Note: Oracle Payroll always sorts by GRE and then sorts by your selection in Sort Option One. If you select GRE for Sort Option One, Payroll skips Sort Option One and goes to Option Two.

  8. Click OK.

  9. In the Options region, select the printer and number of copies, then click OK.

  10. Click Submit.

  11. Navigate to the View Requests window to view the T4A Register Report.

To view the T4A Register archive

You can view online the information reported in the T4A Register. Use this information to balance year end, research problems, and verify the accuracy of the information reported on the year end slips.

  1. Select Assignment Process Results from the View menu.

  2. Enter the employee name or assignment number you want to view.

  3. Enter the From/To dates for your payroll periods.

  4. Select the magnetic report process for the year end slip and then View Results.

    The View Archive Values form displays employee information and box balances for the applicable year end slip.

Running the Federal T4A Slip and Magnetic Media

Run the T4A PDF, and T4A Magnetic Media from the Submit Request window.

Note: The Year End Preprocess must be run to view the T4A slip online. See: Year End Preprocess

To configure the T4A PDF generation

The T4A PDF concurrent program generates employee T4A slips in PDF format. This program uses XML Publisher to create the file. Set Action Parameters Print File (Print_files) and Run XML Publisher for Report Generation (RUN_XDO) to N (No) and perform the following steps to configure the T4A slip generation behavior:

  1. . Edit the $XDO_TOP/resource/xdo.cfg configuration file.

    If this file doesn't exist, you can create it.

    This file has the following format:

    <config version="1.0.0" xmlns="http://xmlns.oracle.com/oxp/config/">
<properties>
<property name="system-temp-dir">temporary_directory</property>
<property name="printer_name.pdf-stream-divider-max-output-size">
    file_size_in_bytes</property>
<property name="pdf-stream-divider-max-output-size">
    file_size_in_bytes</property>
</properties>
</config>

  2. Replace temporary_directory with the directory where the concurrent program creates temporary files.

    You can set it to a directory defined by your DBA as a database directory for PL/SQL file I/O. See My Oracle Support Knowledge Document 2525754.1, Using UTL_FILE_DIR or Database Directories for PL/SQL File I/O in Oracle E-Business Suite Releases 12.1 and 12.2.

  3. Replace printer_name with the name of a printer that supports PDF printing.

  4. Replace the first file_size_in_bytes with the file size the selected printer can manage.

  5. Replace the second file_size_in_bytes with the default file size.

    The Employee T4A PDF concurrent program uses this value if it cannot find the first file_size_in_bytes. If you leave the second file_size_in_bytes parameter empty, the default is 1MB

To generate the T4A PDFs

Use the T4A PDF concurrent program to generate PDF files for printing.

When running this report as a secure user, you are only able to view the employee details that you have access to through your security profile.

  1. Select T4A PDF in the Name field.

  2. Click in the Parameters field if the Parameters window does not automatically open

  3. Select the Reporting Year and the GRE Archived by Year End Preprocess for the T4A slip.

  4. Select the Type: Employer or Employee.

    Oracle Payroll prints the Employer's Account Number when you run it with the Employer option selected. Running the report with the Employee option selected generates a T4A without the Employer's Account Number.

  5. Select an Employer Address option: If Yes is selected, then the GRE address is displayed in the Payer's name section. If No is selected, then the address will not be displayed.

  6. Select an option for the Selection Criteria, if desired.

    The values are Employee Name, Social Insurance Number, and Assignment Set. Depending on the option entered the applicable field becomes enabled.

  7. Select the applicable Employee Name, Social Insurance Number, or Assignment Set from the List of Values.

  8. Select the appropriate value in the Print Terminated Employees Only field. You can select any one of the following options:

    • Yes: Prints T4A PDFs of terminated employees only.

    • No: Prints T4A PDFs of all the active and terminated employees. No is the default value.

  9. Click in the Sort Option One field and choose a sort option from the List of Values.

    The options are GRE, Location, and Organization. The Sort Option Two field is now available. If desired, enter options in the Sort Option Two and Sort Option Three fields.

  10. In the Print Instructions field, select Yes to print instructions and No to not print instructions.

  11. In the Template Group field, select the template for the current run, for example, YEAR T4 (where YEAR represents the reporting year).

    Note: PDF templates are retained only from 2008 forward.

  12. Copyright Information: This field is populated automatically once the Reporting Year is selected. It is for information only and indicates that the CRA has given us approval to reproduce their forms in our payroll application.

  13. Click OK.

  14. In the Submit Request window, select the printer and number of copies, in the Options region.

  15. Submit the report.

    The Employee T4A PDF program spawns the Employee T4A (XML) concurrent program to generate data for employees processed in XML format. This program uses the PYUGEN payroll engine to generate XML. It processes the data to generate the PDF and spawns one or more "Sub Request: (PDF Document Stream Printing)" sub-requests. The pdf-stream-divider-max-output-size parameter in the xdo.cfg file defines the size of these sub-request files and how many are created. PYUGEN merges the data for multiple employees and creates one PDF file for multiple employees.

    The Employee T4A PDF concurrent program generates PDF output suitable for printing. These reports are viewable through the Output button on the SRS screen by selecting Sub Request: (PDF Document Stream Printing). Oracle Payroll also stores them in the output directory.

    With PDF slips, use blank paper for printing. Do not use the preprinted forms.

To run the T4A Magnetic Media

This report creates files for electronic submission.

For the T4A Magnetic Media:

Note: To verify the action parameter settings, navigate to Other Definitions > Action Parameters. If users have Action Parameter Group defined it should be used. Users can check their action parameter group in system profile 'HR:Action Parameter Group Name'. If nothing is defined Default Group should be used.

  1. Select T4A Magnetic Media in the Name field. Click in the Parameters field if the Parameters window does not automatically open.

  2. Set Action Parameters Print File (Print_files) and Run XML Publisher for Report Generation (RUN_XDO) to Y (Yes).

  3. Enter the Reporting Year and the appropriate Transmitter GRE.

  4. Submit the report.

    When Action Parameters Print File and Run XML Publisher for Report Generation are Y (Yes), the following files are generated (where XXXX represents the Organization ID of the transmitter GRE and YEAR represents the reporting year):

    • Base Request points to Output file that is the Summary File.

    • 4 Sub Requests are generated with name Payroll File Reporter:

      • T4A_XXXX_YEAR.mf (Interface File).

      • T4A_XXXX_YEAR.a01 (Employer Summary)

      • T4A_XXXX_YEAR.a02 (Error Report)

      • T4A_XXXX_YEAR.a03 (Employee Report)

    Note: These files may also be found in the $APPLCSF/out directory.

    When Action Parameters Print File and Run XML Publisher for Report Generation are N (No), the following files are generated as output:

    • Base Request points to Output file that is the Summary File.

    • Launch the Payroll Run Results form to see the output generated for T4A Magnetic Media record:

      • T4A_XXXX_YEAR.mf (Interface File).

      • T4A_XXXX_YEAR.a01 (Employer Summary)

      • T4A_XXXX_YEAR.a02 (Error Report)

      • T4A_XXXX_YEAR.a03 (Employee Report)

    Note: These files may also be found in the $APPLCSF/out directory. In all the above cases the template can be identified in the parameters field of sub requests 'Generate Payroll XDO Reports'.

Federal Year End Amendments and Cancellations

Federal Year End Amendments and Cancellations

Subsequent to the distribution of year end slips to employees, retirees and the CRA, it may be necessary to make changes to or cancel these slips for an individual or group of employees. When information on a year end slip has been changed after it has been distributed to the government and the employee, a new slip marked "Amended" must be issued in order for the recipients to know that this slip is replacing and not in addition to the original slip.

In the event that a slip was produced and distributed in error, the employer must cancel the form by issuing a new form marked "Cancelled".

For amended T4/T4A slips, the following processes and reports are run:

For cancelled T4/T4A slips, the following processes are run:

Federal Year End Amendment Preprocess

The Federal Year End Amendment Preprocess archives all amended T4/T4A boxes as well as those that were correct on the original T4/T4A Slip. Submit the Federal Year End Amendment Preprocess only if there are employees whose data has been corrected after the Federal Year End Preprocess was run and slips were issued for that reporting year.

Note: A slip will not print for employees that have a negative box balance. Check the concurrent request log file to identify employees that did not have a paper report print.

You can submit the Federal Year End Amendment Preprocess multiple times to correct employee data.

See: Running the Federal Year End Amendment Preprocess

T4/T4A Amendment Register

The T4/T4A Amendment Register Report CA request sets include the Amendment Register Report and Amendment Totals reports. These audit reports for T4 and T4A amendments display the T4/T4A year end box information for all employees whose data was corrected. Submit these request sets after running the Federal Year End Amendment Preprocess with valid parameters. The formats of the Amendment Register Report and Amendment Register Totals are the same as the T4/T4A Register Report and T4/T4A Register Totals reports.

See: Running the T4/T4A Amendment Register Report

T4/T4A Amendment PDF

Use the T4/T4A Amendment PDF to generate T4 and T4A slips for employees whose data was corrected after the original slips were issued. You submit the T4/T4A Amendment PDF after you have verified the Amendment Register reports for accuracy.

The format of the T4/T4A Amendment PDF is the same as the T4/T4A PDF except that "Amended" appears at the top of the slip.

See: Running the T4/T4A Amendment PDF

T4/T4A Amendment Magnetic Media

Use the T4/T4A Amendment Magnetic Media concurrent programs to generate an XML file to be submitted to the CRA. This process produces the following outputs:

See: Running the T4/T4A Amendment Magnetic Media.

T4/T4A Cancellation PDF

Use the T4/T4A Cancellation PDFs to generate cancelled T4 and T4A slips for employees who were issued slips in error.

The format of the T4/T4A Cancellation PDF is the same as the T4/T4A PDF except that "Cancelled" appears at the top of the slip.

See: Running the T4/T4A Cancellation PDF.

T4/T4A Cancellation Magnetic Media

Use the T4/T4A Cancellation Magnetic Media concurrent programs to generate an XML file to be submitted to the CRA. This process produces the following outputs:

See: Running the T4/T4A Cancellation Magnetic Media.

Running the Federal Year End Amendment Preprocess

The Federal Year End Amendment Preprocess archives all T4 and T4A amended boxes, including those that were correct on the original T4/T4A slips. Submit this process only if there are employees whose data has been corrected after you ran the Federal Year End Preprocess for that reporting year and have issued the T4 and T4A slips.

Run the Federal Year End Amendment Preprocess from the Submit Request window.

Note: When running this process as a secure user, you are only able to view the employee details that you have access to through your security profile.

To Run the Federal Year End Amendment Preprocess

  1. Select Federal Year End Amendment Preprocess in the Name field.

  2. Click in the Parameters field if the Parameters window does not automatically open.

  3. Select T4 or T4A as the report type, whichever is appropriate.

  4. Select the reporting year for which you filed the T4/T4A slips and subsequently made corrections.

  5. Select the GRE for which you made corrections to the T4/T4A information.

  6. Select the selection criteria for the employee assignments you want to amend. You can choose between employee name, Social Insurance Number, or assignment set.

    The selection you make activates the appropriate field.

  7. Specify the employee assignment(s) you want to report:

    Parameter Description
    Employee Name Displays a list of all employees archived by the selected GRE for the specified reporting year.
    Social Insurance Number Displays a list of all employee Social Insurance numbers archived by the selected GRE for the specified reporting year.
    Assignment Set Displays a list of all assignment sets within your business group. If you select an assignment set, all employees in that set are selected.

  8. Click OK and then Submit.

When this process completes, you can:

You can also rollback and retry this process. See: Retrying the Federal Year End Amendment Preprocess and Rolling Back the Federal Year End Amendment Preprocess

Retrying the Federal Year End Amendment Preprocess

When you retry the Federal Year End Amendment Preprocess, any employee assignments that have been marked for retry are re-archived. You mark assignments for retry in the Employee Assignment Process window. If you are attempting to retry a process that has been locked by a subsequent Federal Year End Amendment Preprocess, you must mark both processes for retry.

Note: When retrying this process, historical data for the most recent archiver is lost.

You retry the Federal Year End Amendment Preprocess from the Submit Requests window.

Note: If you have generated any of the following reports, you must roll them back prior to retrying the Year End Preprocess:

To retry the Federal Year End Amendment Preprocess

  1. In the Name field, select Retry Payroll Process.

  2. Click in the Parameters field if the parameters window does not automatically appear.

  3. In the Process Type field, select Magnetic Report from the List of Values.

  4. In the Process Year field, select the appropriate year.

  5. In the Payroll Process field, select the Federal Year End Amendment Preprocess you want to retry.

  6. Click OK and then Submit.

Rolling Back the Federal Year End Amendment Preprocess

When you roll back the Federal Year End Amendment Preprocess, you are removing all archived data on amended federal year end balances from the system. If you are attempting to roll back a process that has been locked by a subsequent Federal Year End Amendment Preprocess, you must first rollback the newer process before you can roll back the later one.

You roll back the Federal Year End Amendment Preprocess from the Submit Requests window.

Note: If you have generated any of the following reports, you must first roll them back prior to rolling back the Year End Amendment Preprocess:

To rollback the Federal Year End Amendment Preprocess

  1. In the Name field, select Rollback Payroll Process.

  2. Click in the Parameters field if the Parameters box does not open automatically.

  3. In the Process Type field select Magnetic Report from the List of Values.

  4. In the Process Year field, select the appropriate year.

  5. In the Payroll Process field, select the Federal Year End Amendment Preprocess that you want to rollback.

  6. Click OK and then Submit.

Running the T4/T4A Amendment Register Report

The amendment register displays all employees who were modified after you ran the Federal Year End Preprocess for that reporting year. You can run this register in two modes:

See: Running the Federal Year End Amendment Preprocess

Run the T4 Amendment Register Report CA and T4A Amendment Register Report CA request sets from the Submit Request window.

Note: When running these reports as a secure user, you are only able to view the employee details that you have access to through your security profile.

To run the T4/T4A Amendment Register Reports

  1. Depending on the report you want to amend, select T4 Amendment Register Report CA or T4A Amendment Register Report CA in the Name field.

  2. Click in the Parameters field if the Parameters window does not automatically open.

  3. Select the year for which you filed T4/T4A slips and subsequently made corrections.

  4. Select the GRE for which you ran the Federal Year End Amendment Preprocess. This is an optional parameter.

  5. Select the Mode:

    Most Recent: Displays the latest amended employee information for the given parameters. This is useful when employee data has been amended multiple times in the same year, and you want to see the latest amended details only.

    Historical: Displays the historical amended employee information for the given parameters. This is useful when employee data has been amended multiple times in the same year, and you want to see all the amended data for that employee.

    Note: Processing the Amendment Register reports in Historical Mode does not display the T4/T4A Amendment Register Totals. Run these reports in Most Recent mode to display the Amendment Register Totals.

  6. Choose your Selection Criteria, and based on your selection criteria, either the Employee Name, Social Insurance Number, or Assignment Set that you want to run.

    The selection you make activates the appropriate field.

  7. Specify the employee assignment(s) you want to report:

    Employee Name Displays a list of all employees archived by the selected GRE for the specified reporting year.
    Social Insurance Number Displays a list of all employee Social Insurance Numbers archived by the Federal Year End Amendment Preprocess for the specified reporting year.
    Assignment Set If you select an assignment set, all employees in that set are selected. When you choose a valid assignment set, this report processes all employees included in it, unless those employees' GREs do not match the GRE you specified for this report.

  8. Specify the sort priority for your report parameters. The available sort criteria are: GRE, Organization, and Location.

  9. Click OK and then Submit.

When this report is complete, run the T4 Amendment PDF or the T4A Amendment PDF.

See: Running the T4/T4A Amendment PDF

Running the T4/T4A Amendment PDF

The T4/T4A Amendment PDF concurrent programs generate amended employee T4/T4A slips in PDF format. This program uses XML Publisher to create the file. The printed T4/T4A Amendment slips are marked Amended Modifié.

Run the T4/T4A Amendment PDF after you have run the Federal Year End Amendment Preprocess and the T4/T4A Amendment Register Report. Run this report from the Submit Requests window.

See: Federal Year End Amendment Preprocess and T4 Amendment Register Report

Note: When running this report as a secure user, you are only able to view the employee details that you have access to through your security profile. When generating amendment PDFs it is recommended that all amended PDFs be printed prior to processing another amendment for the same person.

The Amendment Year End Preprocess and Amendment PDF must be run to view the amended employee T4/T4A slips online.

To configure the T4 Amendment PDF

Set Action Parameters Print File (Print_files) and Run XML Publisher for Report Generation (RUN_XDO) to N (No) and perform the following steps to configure the T4 Amendment PDF generation behavior:

  1. Edit the $XDO_TOP/resource/xdo.cfg configuration file.

    If this file doesn't exist, you can create it.

    This file has the following format:

    <config version="1.0.0" xmlns="http://xmlns.oracle.com/oxp/config/">
<properties>
<property name="system-temp-dir">temporary_directory</property>
<property name="printer_name.pdf-stream-divider-max-output-size">
    file_size_in_bytes</property>
<property name="pdf-stream-divider-max-output-size">
    file_size_in_bytes</property>
</properties>
</config>

  2. Replace temporary_directory with the directory where the concurrent program creates temporary files.

    You can set it to a directory defined by your DBA as a database directory for PL/SQL file I/O. See My Oracle Support Knowledge Document 2525754.1, Using UTL_FILE_DIR or Database Directories for PL/SQL File I/O in Oracle E-Business Suite Releases 12.1 and 12.2.

  3. Replace printer_name with the name of a printer that supports PDF printing.

  4. Replace the first file_size_in_bytes with the file size the selected printer can manage.

  5. Replace the second file_size_in_bytes with the default file size.

    The T4 Amendment PDF concurrent program uses this value if it cannot find the first file_size_in_bytes. If you leave the second file_size_in_bytes parameter empty, the default is 1MB.

To generate the T4 Amendment PDFs

Use the T4 Amendment PDF concurrent program to generate PDF files for printing.

When running this report as a secure user, you are only able to view the employee details that you have access to through your security profile. When generating amendment PDFs it is recommended that all amended PDFs be printed prior to processing another amendment for the same person.

  1. Select T4 Amendment PDF in the Name field.

  2. Click in the Parameters field if the Parameters window does not automatically open.

  3. Select the Reporting Year and the GRE Archived by Year End Preprocess for the T4 slip.

  4. Select the Mode: Un-printed T4 or Re-print T4. The Un-printed mode is selected when printing the amended PDF for the first time. If doing a reprint of the amended slip, the Re-print mode is selected.

  5. Select the Type: Employer or Employee.

    Oracle Payroll prints the Employer's Account Number when you run it with the Employer option selected. Running the report with the Employee option selected generates a T4 without the Employer's Account Number.

  6. Select an Employer Address option: If Yes is selected, the GRE address is displayed in the Employer's name section. If No is selected, the address will not be displayed.

  7. Select a province in the Province field, or leave this field blank to run T4s for all provinces.

  8. Select an option for the Selection Criteria, if desired.

    The values are Employee Name, Social Insurance Number, and Assignment Set. Depending on the option entered the applicable field becomes enabled.

  9. Select the applicable Employee Name, Social Insurance Number, or Assignment Set from the List of Values.

  10. Select the appropriate value in the Print Terminated Employees Only field. You can select any one of the following options:

    • Yes: Prints T4 Amendment PDFs of only the terminated employees.

    • No: Prints T4 Amendment PDFs of all the active and terminated employees. No is the default value.

  11. Click in the Sort Option One field and choose a sort option from the List of Values.

    The options are GRE, Location, and Organization. The Sort Option Two field is now available. If desired, enter options in the Sort Option Two and Sort Option Three fields.

  12. In the Print Instructions field, select Yes to print instructions and No to not print instructions.

  13. In the Template Group field, select the template for the current run, for example, YEAR T4 Amendment (where YEAR represents the reporting year).

    Note: Amendment PDF templates are retained only from 2010 forward.

  14. Copyright Information: This field is populated automatically once the Reporting Year is selected. It is for information only and indicates that the CRA has given us approval to reproduce their forms in our payroll application.

  15. Click OK.

  16. In the Submit Request window, select the printer and number of copies, in the Options region.

To configure the T4A Amendment PDF

Set Action Parameters Print File (Print_files) and Run XML Publisher for Report Generation (RUN_XDO) to N (No) and perform the following steps to configure the T4A Amendment PDF generation behavior:

  1. Edit the $XDO_TOP/resource/xdo.cfg configuration file.

    If this file doesn't exist, you can create it.

    This file has the following format:

    <config version="1.0.0" xmlns="http://xmlns.oracle.com/oxp/config/">
<properties>
<property name="system-temp-dir">temporary_directory</property>
<property name="printer_name.pdf-stream-divider-max-output-size">
    file_size_in_bytes</property>
<property name="pdf-stream-divider-max-output-size">
    file_size_in_bytes</property>
</properties>
</config>

  2. Replace temporary_directory with the directory where the concurrent program creates temporary files.

    You can set it to a directory defined by your DBA as a database directory for PL/SQL file I/O. See My Oracle Support Knowledge Document 2525754.1, Using UTL_FILE_DIR or Database Directories for PL/SQL File I/O in Oracle E-Business Suite Releases 12.1 and 12.2.

  3. Replace printer_name with the name of a printer that supports PDF printing.

  4. Replace the first file_size_in_bytes with the file size the selected printer can manage.

  5. Replace the second file_size_in_bytes with the default file size.

    The T4A Amendment PDF concurrent program uses this value if it cannot find the first file_size_in_bytes. If you leave the second file_size_in_bytes parameter empty, the default is 1MB.

To generate the T4A Amendment PDFs

Use the T4A Amendment PDF concurrent program to generate PDF files for printing.

When running this report as a secure user, you are only able to view the employee details that you have access to through your security profile. When generating amendment PDFs it is recommended that all amended PDFs be printed prior to processing another amendment for the same person.

  1. Select T4A Amendment PDF in the Name field.

  2. Click in the Parameters field if the Parameters window does not automatically open.

  3. Select the Reporting Year and the GRE Archived by Year End Preprocess for the T4A slip.

    Note: T4A Amendment PDFs, including those for reporting years prior to 2010, must be generated using the XML template introduced in 2010. All T4A elements, including those that generated footnotes, processed in years prior to 2010 must be fed to the new 'other information' balance codes effective with the reporting year that is being amended.

  4. Select the Mode: Un-printed T4A or Re-print T4A. The Un-printed mode is selected when printing the amended PDF for the first time. If doing a reprint of the amended slip, the Re-print mode is selected.

  5. Select the Type: Employer or Employee.

    Oracle Payroll prints the Payer's Account Number when you run it with the Employer option selected. Running the report with the Employee option selected generates a T4A without the Payer's Account Number.

  6. Select an Employer Address option: If Yes is selected, the GRE address is displayed in the Payer's name section. If No is selected, the address will not be displayed.

  7. Select an option for the Selection Criteria, if desired.

    The values are Employee Name, Social Insurance Number, and Assignment Set. Depending on the option entered the applicable field becomes enabled.

  8. Select the applicable Employee Name, Social Insurance Number, or Assignment Set from the List of Values.

  9. Select the appropriate value in the Print Terminated Employees Only field. You can select any one of the following options:

    • Yes: Prints T4A Amendment PDFs of only the terminated employees.

    • No: Prints T4A Amendment PDFs of all the active and terminated employees. No is the default value.

  10. Click in the Sort Option One field and choose a sort option from the List of Values.

    The options are GRE, Location, and Organization. The Sort Option Two field is now available. If desired, enter options in the Sort Option Two and Sort Option Three fields.

  11. In the Print Instructions field, select Yes to print instructions and No to not print instructions.

  12. In the Template Group field, select the template for the current run, for example, YEAR T4A Amendment (where YEAR represents the reporting year).

    Note: Amendment PDF templates are retained only from 2010 forward.

  13. Copyright Information: This field is populated automatically once the Reporting Year is selected. It is for information only and indicates that the CRA has given us approval to reproduce their forms in our payroll application.

  14. Click OK.

  15. In the Submit Request window, select the printer and number of copies, in the Options region.

Running the T4/T4A Cancellation PDF

Run the T4/T4A Cancellation PDF concurrent programs to cancel the most recent original or amended employee T4/T4A slips. This program uses XML Publisher to create the Cancellation PDFs. The printed T4/T4A Cancellation slips are marked Cancelled Annulé.

Note: The T4/T4A Cancellation PDF concurrent programs must be run to view the slips online.

To configure the T4 Cancellation PDF

Set Action Parameters Print File (Print_files) and Run XML Publisher for Report Generation (RUN_XDO) to N (No) and perform the following steps to configure the T4 Cancellation PDF generation behavior:

  1. Edit the $XDO_TOP/resource/xdo.cfg configuration file.

    If this file doesn't exist, you can create it.

    This file has the following format:

    <config version="1.0.0" xmlns="http://xmlns.oracle.com/oxp/config/">
<properties>
<property name="system-temp-dir">temporary_directory</property>
<property name="printer_name.pdf-stream-divider-max-output-size">
    file_size_in_bytes</property>
<property name="pdf-stream-divider-max-output-size">
    file_size_in_bytes</property>
</properties>
</config>

  2. Replace temporary_directory with the directory where the concurrent program creates temporary files.

    You can set it to a directory defined by your DBA as a database directory for PL/SQL file I/O. See My Oracle Support Knowledge Document 2525754.1, Using UTL_FILE_DIR or Database Directories for PL/SQL File I/O in Oracle E-Business Suite Releases 12.1 and 12.2.

  3. Replace printer_name with the name of a printer that supports PDF printing.

  4. Replace the first file_size_in_bytes with the file size the selected printer can manage.

  5. Replace the second file_size_in_bytes with the default file size.

    The T4 Cancellation PDF concurrent program uses this value if it cannot find the first file_size_in_bytes. If you leave the second file_size_in_bytes parameter empty, the default is 1MB.

To generate the T4 Cancellation PDFs

Use the T4 Cancellation PDF concurrent program to generate PDF files for printing.

When running this report as a secure user, you are only able to view the employee details that you have access to through your security profile.

  1. Select T4 Cancellation PDF in the Name field.

  2. Click in the Parameters field if the Parameters window does not automatically open.

  3. Select the Reporting Year and the GRE Archived by Year End Preprocess for the T4 slip.

  4. Select the Mode: Un-printed T4 or Re-print T4. The Un-printed mode is selected when printing the cancelled PDF for the first time. If doing a reprint of the cancelled slip, the Re-print mode is selected.

  5. Select the Type: Employer or Employee.

    Oracle Payroll prints the Employer's Account Number when you run it with the Employer option selected. Running the report with the Employee option selected generates a T4 without the Employer's Account Number.

  6. Select an Employer Address option: If Yes is selected, the GRE address is displayed in the Employer's name section. If No is selected, the address will not be displayed.

  7. Select a province in the Province field, or leave this field blank to run cancelled T4s for all provinces.

  8. Select an option for the Selection Criteria, if desired.

    The values are Employee Name, Social Insurance Number, and Assignment Set. Depending on the option entered the applicable field becomes enabled.

  9. Select the applicable Employee Name, Social Insurance Number, or Assignment Set from the List of Values.

  10. Select the appropriate value in the Print Terminated Employees Only field. You can select any one of the following options:

    • Yes: Prints T4 Cancellation PDFs of only the terminated employees.

    • No: Prints T4 Cancellation PDFs of all the active and terminated employees. No is the default value.

  11. Click in the Sort Option One field and choose a sort option from the List of Values.

    The options are GRE, Location, and Organization. The Sort Option Two field is now available. If desired, enter options in the Sort Option Two and Sort Option Three fields.

  12. In the Print Instructions field, select Yes to print instructions and No to not print instructions.

  13. In the Template Group field, select the template for the current run, for example, YEAR T4 Cancellation (where YEAR represents the reporting year).

    Note: Cancellation PDF templates are retained only from 2010 forward.

  14. Copyright Information: This field is populated automatically once the Reporting Year is selected. It is for information only and indicates that the CRA has given us approval to reproduce their forms in our payroll application.

  15. Click OK.

  16. In the Submit Request window, select the printer and number of copies, in the Options region.

To configure the T4A Cancellation PDF

Set Action Parameters Print File (Print_files) and Run XML Publisher for Report Generation (RUN_XDO) to N (No) and perform the following steps to configure the T4A Cancellation PDF generation behavior:

  1. Edit the $XDO_TOP/resource/xdo.cfg configuration file.

    If this file doesn't exist, you can create it.

    This file has the following format:

    <config version="1.0.0" xmlns="http://xmlns.oracle.com/oxp/config/">
<properties>
<property name="system-temp-dir">temporary_directory</property>
<property name="printer_name.pdf-stream-divider-max-output-size">
    file_size_in_bytes</property>
<property name="pdf-stream-divider-max-output-size">
    file_size_in_bytes</property>
</properties>
</config>

  2. Replace temporary_directory with the directory where the concurrent program creates temporary files.

    You can set it to a directory defined by your DBA as a database directory for PL/SQL file I/O. See My Oracle Support Knowledge Document 2525754.1, Using UTL_FILE_DIR or Database Directories for PL/SQL File I/O in Oracle E-Business Suite Releases 12.1 and 12.2.

  3. Replace printer_name with the name of a printer that supports PDF printing.

  4. Replace the first file_size_in_bytes with the file size the selected printer can manage.

  5. Replace the second file_size_in_bytes with the default file size.

    The T4A Cancellation PDF concurrent program uses this value if it cannot find the first file_size_in_bytes. If you leave the second file_size_in_bytes parameter empty, the default is 1MB.

To generate the T4A Cancellation PDFs

Use the T4A Cancellation PDF concurrent program to generate PDF files for printing.

When running this report as a secure user, you are only able to view the employee details that you have access to through your security profile.

  1. Select T4A Cancellation PDF in the Name field.

  2. Click in the Parameters field if the Parameters window does not automatically open.

  3. Select the Reporting Year and the GRE Archived by Year End Preprocess for the T4A slip.

  4. Select the Type: Employer or Employee.

    Oracle Payroll prints the Payer's Account Number when you run it with the Employer option selected. Running the report with the Employee option selected generates a T4A without the Payer's Account Number.

  5. Select the Mode: Un-printed T4A or Re-print T4A. The Un-printed mode is selected when printing the cancelled PDF for the first time. If doing a reprint of the cancelled slip, the Re-print mode is selected.

  6. Select an Employer Address option: If Yes is selected, the GRE address is displayed in the Payer's name section. If No is selected, the address will not be displayed.

  7. Select an option for the Selection Criteria, if desired.

    The values are Employee Name, Social Insurance Number, and Assignment Set. Depending on the option entered the applicable field becomes enabled.

  8. Select the applicable Employee Name, Social Insurance Number, or Assignment Set from the List of Values.

  9. Select the appropriate value in the Print Terminated Employees Only field. You can select any one of the following options:

    • Yes: Prints T4A Cancellation PDFs of only the terminated employees.

    • No: Prints T4A Cancellation PDFs of all the active and terminated employees. No is the default value.

  10. Click in the Sort Option One field and choose a sort option from the List of Values.

    The options are GRE, Location, and Organization. The Sort Option Two field is now available. If desired, enter options in the Sort Option Two and Sort Option Three fields.

  11. In the Print Instructions field, select Yes to print instructions and No to not print instructions.

  12. In the Template Group field, select the template for the current run, for example, YEAR T4A Cancellation (where YEAR represents the reporting year).

    Note: Cancellation PDF templates are retained only from 2010 forward.

  13. Copyright Information: This field is populated automatically once the Reporting Year is selected. It is for information only and indicates that the CRA has given us approval to reproduce their forms in our payroll application.

  14. Click OK.

  15. In the Submit Request window, select the printer and number of copies, in the Options region.

Running the T4/T4A Amendment Magnetic Media

To run the T4 Amendment Magnetic Media

This report creates files for electronic submission.

Note: To verify the action parameter settings, navigate to Other Definitions > Action Parameters. If users have Action Parameter Group defined it should be used. Users can check their action parameter group in system profile 'HR:Action Parameter Group Name'. If nothing is defined Default Group should be used.

  1. Select T4 Amendment Magnetic Media in the Name field. Click in the Parameters field if the Parameters window does not automatically open.

  2. Enter the Reporting Year and the appropriate Transmitter GRE.

  3. Enter a reason for generating an amended T4 magnetic media (.mf) file. This parameter is optional. This reason is reported in the “fileramendmentnote” tag in the T4 Summary record of the amended .mf file and in the Employer Detail Report.

  4. Submit the report.

    When Action Parameters Print File and Run XML Publisher for Report Generation are Y (Yes), the following files are generated (where N represents the Running Sequence number of the Amendment Magnetic Media within the GRE/Year, XXXX represents the Organization ID of the transmitter GRE, and YEAR represents the reporting year):

    • Base Request Points to Output file that is the Internal Process File (XML)

    • 5 Sub Requests are generated with the name Payroll File Reporter

      • T4_AMEND_N_XXXX_YEAR_1_P.eft (Employer Summary Detail)

      • T4_AMEND_N_XXXX_YEAR_2_P.eft (Employee Error Detail)

      • T4_AMEND_N_XXXX_YEAR_3_P.pdf (Transmitter and Employer Summary Records)

      • T4_AMEND_N_XXXX_YEAR_4_P_M.xml (To be sent to CRA)

      • T4_AMEND_N_XXXX_YEAR.xml (Internal Process File)

    Note: These files may also be found in the $APPLCSF/out directory.

    When Action Parameters Print File and Run XML Publisher for Report Generation are N (No), the following files are generated as output:

    • Base Request points to Output file that is of Internal Process File (XML)

    • 5 Sub Requests are generated:

      • 4 Generate Payroll XDO Reports and 1 Sub Request: (PDF Document Stream Printing)

      • 3 Generate Payroll XDO Reports requests produce XML, Slip Record and Error File.

      • The Sub Request: (PDF Document Stream Printing) request generates a PDF File.

      • The File Name is o<requestID>out.

    Note: These files may also be found in the $APPLCSF/out directory. In all the above cases the template can be identified in the parameters field of sub requests 'Generate Payroll XDO Reports'.

To run the T4A Amendment Magnetic Media

This report creates files for electronic submission.

  1. Select T4A Amendment Magnetic Media in the Name field. Click in the Parameters field if the Parameters window does not automatically open.

  2. Enter the Reporting Year and the appropriate Transmitter GRE.

  3. Enter a reason for generating an amended T4A magnetic media (.mf) file. This parameter is optional. This reason is reported in the “fileramendmentnote” tag in the T4A Summary record of the amended .mf file and in the Employer Detail Report.

  4. Submit the report.

    When Action Parameters Print File and Run XML Publisher for Report Generation are Y (Yes), the following files are generated (where N represents the Running Sequence number of the Amendment Magnetic Media within the GRE/Year, XXXX represents the Organization ID of the transmitter GRE, and YEAR represents the reporting year):

    • Base Request Points to Output file that is the Internal Process File (XML)

    • 5 Sub Requests are generated with the name Payroll File Reporter

      • T4A_AMEND_N_XXXX_YEAR_1_P.eft (Employer Summary Detail)

      • T4A_AMEND_N_XXXX_YEAR_2_P.eft (Employee Error Detail)

      • T4A_AMEND_N_XXXX_YEAR_3_P.pdf (Transmitter and Employer Summary Records)

      • T4A_AMEND_N_XXXX_YEAR_4_P_M.xml (To be sent to CRA)

      • T4A_AMEND_N_XXXX_YEAR.xml (Internal Process File)

    Note: These files may also be found in the $APPLCSF/out directory.

    When Action Parameters Print File and Run XML Publisher for Report Generation are N (No), the following files are generated as output:

    • Base Request points to Output file that is of Internal Process File (XML)

    • 5 Sub Requests are generated:

      • 4 Generate Payroll XDO Reports and 1 Sub Request: (PDF Document Stream Printing)

      • 3 Generate Payroll XDO Reports requests produce XML, Slip Record and Error File.

      • The Sub Request: (PDF Document Stream Printing) request generates a PDF File.

      • The File Name is o<requestID>out.

    Note: These files may also be found in the $APPLCSF/out directory. In all the above cases the template can be identified in the parameters field of sub requests 'Generate Payroll XDO Reports'.

Running the T4/T4A Cancellation Magnetic Media

To run the T4 Cancellation Magnetic Media

The T4 Cancellation Magnetic Media request is used to cancel either the T4 Magnetic Media or the T4 Amendment Magnetic Media records. This report creates files for electronic submission.

Note: To verify the action parameter settings, navigate to Other Definitions > Action Parameters. If users have Action Parameter Group defined it should be used. Users can check their action parameter group in system profile 'HR:Action Parameter Group Name'. If nothing is defined Default Group should be used.

  1. Select T4 Cancellation Magnetic Media in the Name field. Click in the Parameters field if the Parameters window does not automatically open.

  2. Select the Reporting Year and the Original Magnetic Media.

  3. Select an option for the Selection Criteria, if desired. The values are Employee Name, Social Insurance Number, and Assignment Set. Depending on the option entered the applicable field becomes enabled.

  4. Select the applicable Employee Name, Social Insurance Number, or Assignment Set from the List of Values.

  5. Enter a reason for generating a cancelled T4 magnetic media (.mf) file. This parameter is optional. This reason is reported in the “fileramendmentnote” tag in the T4 Summary record of the cancelled .mf file and in the Employer Detail Report.

  6. Select a province in the Province field or leave this field blank to cancel T4 Magnetic Media for all the applicable provinces.

  7. Submit the report.

    When Action Parameters Print File and Run XML Publisher for Report Generation are Y (Yes), the following files are generated (where N represents the Running Sequence number of the Cancellation Magnetic Media within the GRE/Year, XXXX represents the Organization ID of the transmitter GRE, and YEAR represents the reporting year):

    • Base Request points to Output file that is of Internal Process File (XML)

    • 5 Sub Request with name Payroll File Reporter:

      • T4_CANCEL_N_XXXX_YEAR_1_P.eft (Employer Summary Detail)

      • T4_CANCEL_N_XXXX_YEAR_2_P.eft (Employee Error Detail)

      • T4_CANCEL_N_XXXX_YEAR_3_P.pdf (Transmitter and Employer Summary Records)

      • T4_CANCEL_N_XXXX_YEAR_4_P_M.xml (To be sent to CRA)

      • <Payroll Action ID of the T4 Magnetic Media or T4 Amendment Magnetic Media being cancelled>.xml (Internal Process File)

    Note: These files may also be found in the $APPLCSF/out directory.

    When Action Parameters Print File and Run XML Publisher for Report Generation are N (No), the following files are generated as output:

    • Base Request points to Output file that is of Internal Process File (XML)

    • 5 Sub Requests are generated:

      • 4 Generate Payroll XDO Reports and 1 Sub Request: (PDF Document Stream Printing)

      • 3 Generate Payroll XDO Reports requests produce XML, Slip Record and Error File.

      • The Sub Request: (PDF Document Stream Printing) request generates a PDF File.

      • The File Name is o<requestID>out.

    Note: These files may also be found in the $APPLCSF/out directory. In all the above cases the template can be identified in the parameters field of sub requests 'Generate Payroll XDO Reports'.

To run the T4A Cancellation Magnetic Media

The T4A Cancellation Magnetic Media request is used to cancel either the T4A Magnetic Media or the T4A Amendment Magnetic Media records. This report creates files for electronic submission.

  1. Select T4A Cancellation Magnetic Media in the Name field. Click in the Parameters field if the Parameters window does not automatically open.

  2. Select the Reporting Year and the Original Magnetic Media.

  3. Select an option for the Selection Criteria, if desired. The values are Employee Name, Social Insurance Number, and Assignment Set. Depending on the option entered the applicable field becomes enabled.

  4. Select the applicable Employee Name, Social Insurance Number, or Assignment Set from the List of Values.

  5. Enter a reason for generating a cancelled T4A magnetic media (.mf) file. This parameter is optional. This reason is reported in the “fileramendmentnote” tag in the T4A Summary record of the cancelled .mf file and in the Employer Detail Report.

  6. Submit the report.

    When Action Parameters Print File and Run XML Publisher for Report Generation are Y (Yes), the following files are generated (where N represents the Running Sequence number of the Cancellation Magnetic Media within the GRE/Year, XXXX represents the Organization ID of the transmitter GRE, and YEAR represents the reporting year):

    • T4A_CANCEL_N_XXXX_YEAR_1_P.eft (Employer Summary Detail)

    • T4A_CANCEL_N_XXXX_YEAR_2_P.eft (Employee Error Detail)

    • T4A_CANCEL_N_XXXX_YEAR_3_P.pdf (Transmitter and Employer Summary Records)

    • T4A_CANCEL_N_XXXX_YEAR_4_P_M.xml (To be sent to CRA)

    • <Payroll Action ID of the T4A Magnetic Media or T4A Amendment Magnetic Media being cancelled>.xml (Internal Process File)

    Note: These files may also be found in the $APPLCSF/out directory.

    When Action Parameters Print File and Run XML Publisher for Report Generation are N (No), the following files are generated as output:

    • Base Request points to Output file that is of Internal Process File (XML)

    • 5 Sub Requests are generated:

      • 4 Generate Payroll XDO Reports and 1 Sub Request: (PDF Document Stream Printing)

      • 3 Generate Payroll XDO Reports requests produce XML, Slip Record and Error File.

      • The Sub Request: (PDF Document Stream Printing) request generates a PDF File.

      • The File Name is o<requestID>out.

    Note: These files may also be found in the $APPLCSF/out directory. In all the above cases the template can be identified in the parameters field of sub requests 'Generate Payroll XDO Reports'.

RL-1 Processing

RL-1 Year End Slip

Employers in the province of Quebec must report employment and other income and source deductions each calendar year using the Releve 1 (RL-1) slip. These slips must be provided to the recipients and the information submitted to the Revenu Quebec, by the last day of February of the year following the year indicated on the slips.

When printing RL-1 year end slips, keep in mind:

Employees can specify document delivery preferences using the Document Delivery Preferences self-service page. These preferences apply to the following documents:

See Setting Document Delivery Preferences, Oracle SSHR Deploy Self-Service Capability Guide for more information.

Electronic Interface

You must successfully run the Year End Preprocess against all GREs and PREs associated with the transmitter GRE or PRE prior to running the magnetic media.

The RL1 Electronic Interface process generates the following reports:

Report Name Template Name Description
RL1 XML File RL1XML This report contains the information you are submitting to the government.
RL1 Employer Summary (A01) RL1A01 The A01 audit report for the Transmitter and Summary records. It contains information about the Transmitter PRE and employer level data.
RL1 Employee Error Report (A02) RL1A02 The A02 exception report that includes details of slips that have not been included in the XML file. The RL1 Electronic Interface process excludes an employee and creates this file when an employee has a negative box balance. In this case, the employee's information does not appear in the XML output file.
This report also includes individual balances so that the user can correct them, if required.
RL1 Employee Detail Report (A03) RL1A03 The A03 audit report contains information about the employees who have been successfully transferred to the XML report.

This process creates output files for each report. The name of these files is o<requestID>.out, where <requestID> is the request ID of the Generate Payroll XDO Reports request running the appropriate template.

RL1 PDF

Run the RL1 PDF concurrent process to generate RL1 PDF files for one or more employees, along with an instruction page in PDF format.

RL-1 Slip Box Information

The following tables depict the various boxes and fields on RL-1 Slip and indicate where Oracle Payroll draws the appropriate balances to complete the slip.

RL-1 Boxes that Require a Balance Feed
RL-1 Box Title Information Contained
D RPP contributions RL1_BOXD
F Union dues RL1_BOXF
J Private health services plan RL1_BOXJ
K Trips - remote area RL1_BOXK
L Other benefits RL1_BOXL
M Commissions RL1_BOXM
N Charitable donations RL1_BOXN
O Other income RL1_BOXO_AMOUNT_RA to RL1_BOXO_AMOUNT_RX
RL1_BOXO_AMOUNT_CA to BOXO_AMOUNT_CD
P Multi-employer insurance plan RL1_BOXP
Q Deferred salary or wages RL1_BOXQ
S Tips received RL1_BOXS
T Tips allocated RL1_BOXT
U Phased retirement RL1_BOXU
V Meals and accommodations RL1_BOXV
W Motor vehicle RL1_BOXW
RL-1 Boxes with Predefined Balance Feeds
RL-1 Box Title Information Contained
A Employment income "Gross Earnings" - "Taxable Benefits for Federal" - "RL1 Non Taxable Earnings"
B Contributions to QPP QPP EE Withheld
C Employment insurance premiums EI EE Withheld
E Quebec income tax withheld "PROV Withheld" and "PROV Supp Withheld"
G QPP pensionable earnings QPP Reduced Subject
H Employee's QPIP Contributions PPIP EE Withheld balance
I QPIP Insurable Earnings PPIP EE Taxable balance
Note: Use the PPIP_EE_TAXABLE_ADJUST to prevent overstating the RL1 Box I value when an employee has a negative PPIP subject amount in the payroll run. Based on the value set for the “Allow Negative Subject” field in the Employer Identification window, the application determines whether to include negative amounts in Box I of the RL1. See Entering Employer Identification Information for a GRE, Oracle HRMS Enterprise and Workforce Management Guide (Canada) for more information.
R Status Indian exempt income PROV STATUS INDIAN Gross

Reducing Box A Balances

There may be some employee earnings that you do not want to contribute to the RL-1 Slip Box A gross earnings total. Oracle Payroll provides two balances to reduce this total:

To omit earnings from an employee's box A total

  1. Create an earnings element.

  2. Feed this element into the "RL1 Non Taxable Earnings" or "Taxable benefits for Federal" balance, as appropriate.

  3. Attach your element to the appropriate employees at the assignment level.

Reporting Employees with No Gross Earnings on the RL-1

To generate a RL-1 slip for an employee who has reported no gross earnings on the year end slip, you must feed the "RL1 No Gross Earnings" balance.

To feed the "RL1 No Gross Earnings" balance

  1. Identify the Earnings element you are reporting on the RL-1 slip.

  2. Feed this element into the "RL1 No Gross Earnings" balance.

  3. Save your work.

RL1 Register Reporting

RL1 Register Reporting

The RL1 Register Report request set allows you to preview the amounts reported in each box of the RL-1 slip for all employees in a particular PRE for a given year. The RL1 register report shows totals by RL-1 box. You can use the RL1 Register Report to verify your RL-1 box totals prior to running your RL-1 Slips.

RL1 Register Sort Options

Oracle Payroll always sorts your RL1 Register report first by PRE. You can further organize your reports according to user-defined criteria or by the following sort options:

Note: The report automatically sorts by employee name (last name, first name) within these sort parameters.

Oracle Payroll does not require that you use sort options to generate your RL1 Register report, but they are the best way to customize the report to your specific needs. The sort options are hierarchical in nature. The Sort Option Two field enables only after you make a selection in the Sort Option One field. The Sort Option Three field enables only after you make a selection in the Sort Option Two field.

Sort Options and Report Layout

When printed, the RL1 Register report inserts a page break between each selected sort option. The report does not have page breaks between the individual employees.

If you choose Organization and Location, the report inserts a page break every time the Organization or Location changes.

Running the RL1 Register Report

You run the RL1 Register report from the Submit Request window. Prior to running the RL1 Register report, you must have run the Year End PreProcess for the PRE you are reporting.

Note: When running this report as a secure user, you are only able to view the employee details that you have access to through your security profile.

To run the RL1 Register report

  1. Select Request Set from the Submit a New Request window.

  2. Select the Request Set RL1 Register Report CA.

  3. Click in the Parameters window and select the Reporting Year into the Reporting Year field from the List of Values.

  4. Select the PRE from the List of Values in the PRE Archived by Year End Preprocess field.

  5. Select an option for the Selection Criteria, if desired. The values are Employee Name, Social Insurance Number or Assignment Set. Depending on the option entered the applicable field becomes enabled.

  6. Select the applicable Employee Name, Social Insurance Number or Assignment Set from the List of Values.

  7. If desired, select values for the Sort Option One, Sort Option Two, and Sort Option Three fields, then click OK.

    Note: Oracle Payroll always sorts by PRE and then sorts by your selection in Sort Option One. If you select PRE for Sort Option One, Payroll skips Sort Option One and goes to Option Two.

  8. In the Options region, select the printer and number of copies, then Click OK.

  9. Click Submit.

  10. Navigate to the View Requests window to view the RL1 Register report.

To view the RL1 Register archive

You can view online the information reported in the RL1 Register. Use this information to balance year end, research problems, and verify the accuracy of the information reported on the year end slips.

  1. Select Assignment Process Results from the View menu.

  2. Enter the employee name or assignment number you want to view.

  3. Enter the From/To dates for your payroll periods.

  4. Select the magnetic report process for the year end slip and then View Results.

    The View Archive Values form displays employee information and box balances for the applicable year end slip.

Running the Provincial RL1 Slip and Electronic Interface

Run the RL1 PDF and RL1 Electronic Interface from the Submit Request window.

Note: The Year End Preprocess must be run to view the RL1 slip online. See: Year End Preprocess

To configure the RL1 PDF generation

The Employee RL1 PDF concurrent program generates employee RL1 slips in PDF format. This program uses XML Publisher to create the file. Set Action Parameters Print File and Run XML Publisher for Report Generation to N (No) and perform the following steps to configure the RL1 slip generation behavior:

  1. Edit the $XDO_TOP/resource/xdo.cfg configuration file.

    If this file doesn't exist, you can create it.

    This file has the following format:

    <config version="1.0.0" xmlns="http://xmlns.oracle.com/oxp/config/">
<properties>
<property name="system-temp-dir">temporary_directory</property>
<property name="printer_name.pdf-stream-divider-max-output-size">
    file_size_in_bytes</property>
</properties>
</config>

  2. Replace temporary_directory with the directory where the concurrent program creates temporary files.

    You can set it to a directory defined by your DBA as a database directory for PL/SQL file I/O. See My Oracle Support Knowledge Document 2525754.1, Using UTL_FILE_DIR or Database Directories for PL/SQL File I/O in Oracle E-Business Suite Releases 12.1 and 12.2.

  3. Replace the printer_name with the name of a printer that supports PDF printing.

  4. Replace the file_size_in_bytes with the maximum size file that can be printed on the printer.

    If you leave the file_size_in_bytes parameter empty, the default is 1MB.

To generate RL1 PDF files

  1. Select RL1 PDF in the Name field.

  2. Click in the Parameters field if the Parameters window does not automatically open.

  3. Select the Reporting Year and the PRE Archived by Year End Preprocess for the RL1 slip.

  4. Select an option for the Selection Criteria, if desired.

    The values are Employee Name, Social Insurance Number, and Assignment Set. Depending on the option entered the applicable field becomes enabled.

  5. Select the applicable Employee Name, Social Insurance Number, or Assignment Set from the List of Values.

  6. Select the appropriate value in the Print Terminated Employees Only field. You can select any one of the following options:

    • Yes: Prints RL1 PDFs of only the terminated employees.

    • No: Prints RL1 PDFs of all the active and terminated employees. No is the default value.

  7. Click in the Sort Option One field and choose a sort option from the List of Values.

    The options are Location, Organization, and PRE. The Sort Option Two field is now available. If desired, enter options in the Sort Option Two and Sort Option Three fields.

  8. In the Template Group field, select the template for the current run, for example, 2009 RL1.

    Note: PDF templates are retained only from 2008 forward. The Print Instructions parameter is not applicable if you select a template for the year 2013.

  9. In the Print Instructions field, select Yes to print instructions and No to not print instructions.

  10. Click OK.

  11. In the Submit Request window, select the printer and number of copies, in the Options region.

  12. Click Submit.

    This concurrent program starts two "Generate Payroll XDO Reports" requests, one for the PDF template and one for the Error Template.

    The "Generate Payroll XDO Reports" request for the PDF template may spawn multiple sub-request(s), called "Sub Request: (PDF Document Stream Printing)." The number of sub-requests is based upon the value of the pdf-stream-divider-max-output-size variable in XDO configuration file (xdo.cfg). Oracle Payroll generates the PDF outputs against this sub request

    The "Generate Payroll XDO Reports" request for the Error Template generates a comma separated file that lists all the employees that did not have a PDF produce for them due to a negative balance.

  13. Click Output to view the PDF file.

To run the RL1 Electronic Interface

For the RL1 Electronic Interface:

Note: To verify the action parameter settings, navigate to Other Definitions > Action Parameters. If users have Action Parameter Group defined it should be used. Users can check their action parameter group in system profile 'HR:Action Parameter Group Name'. If nothing is defined Default Group should be used.

  1. Select RL1 Electronic Interface in the Name field.

  2. Click in the Parameters field if the Parameters window does not automatically open.

  3. Enter the Reporting Year and the appropriate Transmitter PRE.

  4. Click OK, and then Submit.

  5. When the process completes, select Payroll Process Results from the View menu.

  6. Click Find.

  7. Select the RL1 Electronic Interface and click Output.

    When Action Parameters Print File and Run XML Publisher for Report Generation are Y (Yes), the following files are generated (where XXXX represents the Organization ID of the transmitter PRE and YEAR represents the reporting year):

    • Base Request points to Output file that is a Junk file

    • 5 Sub Requests are generated with the name Payroll File Reporter:

      • RL1_XXXX_YEAR_1_P.eft (Employer Summary Detail)

      • RL1_XXXX_YEAR_2_P.eft (Employee Error Detail)

      • RL1_XXXX_YEAR_3_P.pdf (Transmitter and Employer Summary Records)

      • RL1_XXXX_YEAR_4_P_M.xml (XML file to be sent to RQ)

      • RL1_XXXX_YEAR.xml (Internal Process File - XML)

    Note: These files may also be found in the $APPLCSF/out directory.

    When Action Parameters Print File and Run XML Publisher for Report Generation are N (No), 4 child requests of 'Generate Payroll XDO Reports' will be spawned and the following files are generated as output:

    • o<request_id>.out (to be sent to government), where request_id is of template 'RL1XML'.

      Note: You need to change the extension from .out to .xml prior to uploading/sending to the government.

    • o<request_id>.out (Employer Summary Report), where request_id is of template 'RL1A01'.

    • o<request_id>.out (Employee Detail Report), where request_id is of template 'RL1A03'.

    • o<request_id>.out (Employee Error Report), where request_id is of template 'RL1A02'.

    • RL1_XXXX_YEAR.xml (Master xml), where XXXX represents the organization_id of the transmitter PRE and YEAR represents the reporting year.

    Note: These files may also be found in the $APPLCSF/out directory. In all the above cases the template can be identified in the parameters field of sub requests 'Generate Payroll XDO Reports'.

  8. Download the file to be sent to government:

    • Using BI Publisher XML and Payroll Engine based architecture, download the RL1_XXXX_YEAR_4_P_M.xml file.

    • Using BI Publisher XML and Java based concurrent program architecture, download the o<request_id>.out file and change the extension to .xml.

  9. Submit the appropriate file to government.

To record the beginning and ending RL1 slip numbers

Revenu Quebec provides a starting and ending slip number range for the submission of RL1 slips via an electronic interface. These numbers appear in the upper right corner, top row, of the RL1 PDF and are also referenced in the electronic record for that slip.

To record the beginning and ending slip numbers:

  1. In the Organization window, query the Prov Reporting Establishment if it does not already appear there.

  2. In the Organization Classifications region, select Prov Reporting Establishment and choose Others.

  3. In the Additional Organization Information window, click Prov Reporting Est3 and then OK.

  4. Click inside the Prov Reporting Est. field to open the parameters window.

  5. Enter the Starting RL1 Slip Number provided by Revenu Quebec for electronic reporting. This must be an 8 digit number.

  6. Enter the Ending RL1 Slip Number provided by Revenu Quebec for electronic reporting. This must be an 8 digit number.

    Note: The Provincial Year End Preprocess will not error out if the starting or ending slip number is missing, nor if the generated slip number exceeds the range. However, a warning message is written to the log file when you enable logging using action parameters.

RL-2 Processing

RL-2 Year End Slip

Employers in the province of Quebec must report retirement and annuity income and source deductions each calendar year using the Releve 2 (RL-2) slip. These slips must be provided to the recipients and the information submitted to the Revenu Quebec, by the last day of February of the year following the year indicated on the slips. These slips must be provided to the recipients and the information submitted to the Revenu Quebec, by the last day of February of the year following the year indicated on the slips.

When printing RL-2 year end slips, keep in mind:

Employees can specify document delivery preferences using the Document Delivery Preferences self-service page. These preferences apply to the following documents:

See Setting Document Delivery Preferences, Oracle SSHR Deploy Self-Service Capability Guide for more information.

Prerequisites

You can specify a single source of income for each employee within a Quebec Identification Number. You can establish the source of income at the PRE level, and it would apply to all employees within the PRE, and then override it for individual employees, using the Additional RL-2 Information EIT.

See: Entering Information for a PRE, Oracle HRMS Enterprise and Workforce Management Guide and Person Extra Information Types, Oracle HRMS Workforce Sourcing and Deployment Management Guide

Electronic Interface

You must successfully run the Year End Preprocess against all GREs and PREs associated with the transmitter GRE or PRE prior to running the magnetic media.

The Electronic Interface process generates the following files:

Report Name Template Name Description
RL2 XML File PAYCARL2XML This report contains the information you are submitting to the government.
RL2 Employer Summary (A01) PAYCARL2A01 The A01 audit report for the Transmitter and Summary records. It is in portable document format (PDF).
RL2 Employee Error Report (A02) PAYCARL2A02 The A02 exception file that includes details of slips that have not been included in the XML report. The RL2 Electronic Interface process excludes an employee and creates this file when an employee has a negative box balance. In this case, the employee's information does not appear in the XML output report.
RL2 Employee Detail Report (A03) PAYCARL2A03 The A03 audit report contains information about the employees who have been successfully transferred to the XML report.

This process creates output files for each report. The name of these files is o<requestID>.out, where <requestID> is the request ID of the Generate Payroll XDO Reports request running the appropriate template.

RL2 PDF

Run the RL2 PDF concurrent process to generate RL2 PDF files for one or more employees.

RL-2 Slip Box Information

The following tables depict the various boxes and fields on RL-2 Slip and indicate where Oracle Payroll draws the appropriate balances to complete the slip.

RL-2 Boxes that Require a Balance Feed
RL-2 Box Title Information Contained
A Life annuity payments under a registered or an unregistered pension plan "Life Annuity Payments Unregistered plan" or "Life Annuity Payments Registered plan"
B Benefits under an RRSP, RRIF, or DPSP and annuities Benefits from RRSP RRIF DPSP and Annuities
C Other payments Other Payments
D Refund of RRSP premiums paid to surviving spouse Refund of RRSP Premiums paid to surviving spouse
E Benefit deemed to have been received at the time of death (RRSP or RRIF) Benefits at the time of death
F Refund of undeducted RRSP contributions Refund of Undeducted RRSP contributions
G Amount that is taxable because of the revocation of the registration of an RRSP or RRIF Taxable Amount revoked registration RRSP or RRIF
H Other income (RRSP or RRIF) Other Income RRSP or RRIF
I Amount giving entitlement to a deduction (RRSP or RRIF) Amount entitlement deduction for RRSP or RRIF
K Income earned after death (RRSP or RRIF) Income earned after death RRSP or RRIF
L Withdrawal under the Lifelong Learning Plan (LLP) Withdrawal under the Lifelong Learning Plan.

Note: If an amount greater than $10,000 is paid and fed to this balance, only $10,000 will be reported in Box L and the remainder will be reported in Box C.
M Tax-paid amounts Tax Paid Amounts
N Contributor Spouse Contributor Spouse's Social Insurance Number

Note: Using the Contact form for an employee/pensioner, enter Contact information including the contributor spouse's Social Insurance Number. Selecting the Contact in the 'Contributor Spouse' field, reports the Contributor Spouse's SIN in this box.
O Withdrawal under the Home Buyers' Plan (HBP) Withdrawal under the Home Buyers Plan.

Note: If an amount greater than $25,000 is paid and fed to this balance, only $25,000 will be reported in Box O and the remainder will be reported in Box C.
RL-2 Boxes with Predefined Balance Feeds
RL-2 Box Title Information Contained
J Quebec income tax withheld at source "PROV Withheld" and "PROV Supp Withheld"

Reporting Employees with No Gross Earnings on the RL-2

To generate a RL-2 Slip for an employee who has reported no gross earnings on the year end slip, you must feed the "RL1 No Gross Earnings" balance.

To feed the "RL2 No Gross Earnings" balance

  1. Identify the Earnings element you are reporting on the RL-2 Slip.

  2. Feed this element into the "RL2 No Gross Earnings" balance.

  3. Save your work.

RL2 Register Reporting

RL2 Register Reporting

The RL2 Register Report request set allows you to preview the amounts reported in each box of the RL-2 slip for all employees in a particular PRE for a given year. The RL2 Register Report shows totals by RL-2 box. You can use the RL2 Register Report to verify your RL-2 box totals prior to running your RL-2 slips.

RL2 Register Sort Options

Oracle Payroll always sorts your RL2 Register report first by PRE. You can further organize your reports according to user-defined criteria or by the following sort options:

Note: The report automatically sorts by employee name (last name, first name) within these sort parameters.

Note: For the sort options selected, the data must exist on all assignments in order for year end slips to produce. For example, if location is a sort option, all assignments must have a location.

Oracle Payroll does not require that you use sort options to generate your RL2 Register report, but they are the best way to customize the report to your specific needs. The sort options are hierarchical in nature. The Sort Option Two field enables only after you make a selection in the Sort Option One field. The Sort Option Three field enables only after you make a selection in the Sort Option Two field.

Sort Options and Report Layout

When printed, the RL2 Register report inserts a page break between each selected sort option. The report does not have page breaks between the individual employees.

If you choose Organization and Location, the report inserts a page break every time the Organization or Location changes.

Running the RL2 Register Report

You run the RL2 Register report from the Submit Request window. Prior to running the RL2 Register report, you must have run the Year End Preprocess for the PRE you are reporting.

Note: When running this report as a secure user, you are only able to view the employee details that you have access to through your security profile.

To run the RL2 Register report

  1. Select Request Set from the Submit a New Request window.

  2. Select the RL2 Register Report CA request set.

  3. Click in the Parameters window and select the Reporting Year into the Reporting Year field from the List of Values.

  4. Select the PRE from the List of Values in the PRE Archived by Year End Preprocess field.

  5. To run this report for an assignment set, make a selection in the Assignment Set field.

  6. If desired, select values for the Sort Option One, Sort Option Two, and Sort Option Three fields, then click OK.

    Note: Oracle Payroll always sorts by PRE and then sorts by your selection in Sort Option One. If you select PRE for Sort Option One, Payroll skips Sort Option One and goes to Option Two.

    Note: For the sort options selected, the data must exist on all assignments in order for year end slips to produce. For example, if location is a sort option, all assignments must have a location.

  7. In the Options region, select the printer and number of copies, then click OK.

  8. Click Submit.

  9. Navigate to the View Requestswindow to view the RL2 Register report.

To view the RL2 Register archive

You can view online the information reported in the RL2 Register. Use this information to balance year end, research problems, and verify the accuracy of the information reported on the year end slips.

  1. Select Assignment Process Results from the View menu.

  2. Enter the employee name or assignment number you want to view.

  3. Enter the From/To dates for your payroll periods.

  4. Select the magnetic report process for the year end slip, and then click View Results.

    The View Archive Values form displays employee information and box balances for the applicable year end slip.

Running the Provincial RL2 Slip and Electronic Interface

Run the RL2 PDF and RL2 Electronic Interface from the Submit Request window.

Note: The Year End Preprocess must be run to view the RL2 slip online. See: Year End Preprocess

To configure the RL2 PDF generation

The Employee RL2 PDF concurrent program generates employee RL2 slips in PDF format. This program uses XML Publisher to create the file. Set Action Parameters Print File and Run XML Publisher for Report Generation to N (No) and perform the following steps to configure the RL2 slip generation behavior:

  1. Edit the $XDO_TOP/resource/xdo.cfg configuration file.

    If this file doesn't exist, you can create it.

    This file has the following format:

    <config version="1.0.0" xmlns="http://xmlns.oracle.com/oxp/config/">
<properties>
<property name="system-temp-dir">temporary_directory</property>
<property name="printer_name.pdf-stream-divider-max-output-size">
    file_size_in_bytes</property>
</properties>
</config>

  2. Replace temporary_directory with the directory where the concurrent program creates temporary files.

    You can set it to a directory defined by your DBA as a database directory for PL/SQL file I/O. See My Oracle Support Knowledge Document 2525754.1, Using UTL_FILE_DIR or Database Directories for PL/SQL File I/O in Oracle E-Business Suite Releases 12.1 and 12.2.

  3. Replace the printer_name with the name of a printer that supports PDF printing.

  4. Replace the file_size_in_bytes with the maximum size file that can be printed on the printer.

    If you leave the file_size_in_bytes parameter empty, the default is 1MB.

To generate RL2 PDF files

  1. Select RL2 PDF in the Name field.

  2. Click in the Parameters field if the Parameters window does not automatically open.

  3. Select the Reporting Year and the PRE Archived by Year End Preprocess for the RL2 slip.

  4. Select an option for the Selection Criteria, if desired.

    The values are Employee Name, Social Insurance Number, and Assignment Set. Depending on the option entered the applicable field becomes enabled.

  5. Select the applicable Employee Name, Social Insurance Number, or Assignment Set from the List of Values.

  6. Select the appropriate value in the Print Terminated Employees Only field. You can select any one of the following options:

    • Yes: Prints RL2 PDFs of only the terminated employees.

    • No: Prints RL2 PDFs of all the active and terminated employees. No is the default value.

  7. Click in the Sort Option One field and choose a sort option from the List of Values.

    The options are Location, Organization, and PRE. The Sort Option Two field is now available. If desired, enter options in the Sort Option Two and Sort Option Three fields.

  8. In the Template Group field, select the template for the current run, for example, 2009 RL1.

    Note: PDF templates are retained only from 2008 forward. parameter is not applicable if you select a template for the year 2013.

  9. In the Print Instructions field, select Yes to print instructions and No to not print instructions.

  10. Click OK.

  11. In the Submit Request window, select the printer and number of copies, in the Options region.

  12. Click Submit.

    This concurrent program starts two "Generate Payroll XDO Reports" requests, one for the PDF template and one for the Error Template.

    The "Generate Payroll XDO Reports" request for the PDF template may spawn multiple sub-request(s), called "Sub Request: (PDF Document Stream Printing)." The number of sub-requests is based upon the value of the pdf-stream-divider-max-output-size variable in XDO configuration file (xdo.cfg). Oracle Payroll generates the PDF outputs against this sub request

    The "Generate Payroll XDO Reports" request for the Error Template generates a comma separated file that lists all the employees that did not have a PDF produce for them due to a negative balance.

  13. Click Output to view the PDF file.

To run the RL2 Electronic Interface

For the RL2 Electronic Interface:

Note: To verify the action parameter settings, navigate to Other Definitions > Action Parameters. If users have Action Parameter Group defined it should be used. Users can check their action parameter group in system profile 'HR:Action Parameter Group Name'. If nothing is defined Default Group should be used.

  1. Select RL2 Electronic Interface in the Name field.

  2. Click in the Parameters field if the Parameters window does not automatically open.

  3. Enter the Reporting Year and the appropriate Transmitter PRE.

  4. Click OK and then Submit.

  5. When the process completes, select Payroll Process Results from the View menu.

  6. Click Find.

  7. Select the RL2 Electronic Interface and click Output.

    When Action Parameters Print File and Run XML Publisher for Report Generation are Y (Yes), the following files are generated (where XXXX represents the Organization ID of the transmitter PRE and YEAR represents the reporting year.):

    • Base Request points to Output file that is a Junk file

    • 5 Sub Requests are generated with the name Payroll File Reporter:

      • RL2_XXXX_YEAR_1_P.eft (Employer Summary Detail)

      • RL2_XXXX_YEAR_2_P.eft (Employee Error Detail)

      • RL2_XXXX_YEAR_3_P.pdf (Transmitter and Employer Summary Records)

      • RL2_XXXX_YEAR_4_P_M.xml (XML file to be sent to RQ)

      • RL2_XXXX_YEAR.xml (Internal Process File - XML)

    Note: These files may also be found in the $APPLCSF/out directory.

    When Action Parameters Print File and Run XML Publisher for Report Generation are N (No), 4 child requests and 1 sub request of 'PDF Document Stream Printing' will be spawned and the following files are generated as output:

    • o<request_id>.out (to be sent to government), where request_id is of template 'PAYCARL2XML'.

      Note: You need to change the extension from .out to .xml prior to uploading/sending to the government.

    • o<request_id>.out (Employer Summary Report), where request_id is of sub request 'PDF Document Stream Printing'.

    • o<request_id>.out (Employee Detail Report), where request_id is of template 'PAYCARL2A3'.

    • o<request_id>.out (Employee Error Report), where request_id is of template 'PAYCARL2A2'.

    • RL2_XXXX_YEAR.xml (Master xml), where XXXX represents the organization_id of the transmitter PRE and YEAR represents the reporting year.

    Note: These files may also be found in the $APPLCSF/out directory. In all the above cases the template can be identified in the parameters field of sub requests 'Generate Payroll XDO Reports'.

  8. Download the file to be sent to government:

    • Using BI Publisher XML and Payroll Engine based architecture, download the RL2_XXXX_YEAR_4_P_M.xml file.

    • Using BI Publisher XML and Java based concurrent program architecture, download the o<request_id>.out file and change the extension to .xml.

  9. Submit the appropriate file to government.

To record the beginning and ending RL2 slip numbers

Revenu Quebec provides a starting and ending slip number range for the submission of RL2 slips via an electronic interface. These numbers appear in the upper right corner, top row, of the RL2 PDF and are also referenced in the electronic record for that slip.

To record the beginning and ending slip numbers:

  1. In the Organization window, query the Prov Reporting Establishment if it does not already appear there.

  2. In the Organization Classifications region, select Prov Reporting Establishment and choose Others.

  3. In the Additional Organization Information window, click Prov Reporting Est3 and then OK.

  4. Click inside the Prov Reporting Est. field to open the parameters window.

  5. Enter the Starting RL2 Slip Number provided by Revenu Quebec for electronic reporting. This must be an 8 digit number.

  6. Enter the Ending RL2 Slip Number provided by Revenu Quebec for electronic reporting. This must be an 8 digit number.

    Note: The Provincial Year End Preprocess will not error out if the starting or ending slip number is missing, nor if the generated slip number exceeds the range. However, a warning message is written to the log file when you enable logging using action parameters.

Provincial Footnotes

Provincial Footnote Report

Note: From 2011 forward, footnotes have been replaced with codes therefore this report is not necessary for those years. However, it remains in the request group in the event it needs to be run it for a prior year.

The Quebec government requires that footnotes appear on RL-1 and RL-2 slips in certain situations. Oracle Payroll prints one footnote on the slip. If there is more than one footnote required, "See attached" appears on the slip and the footnotes appear on a footnote report. You must distribute this report to the employee along with the provincial year end slip. If you are submitting your year end information to the government with paper slips, a copy of it must be sent to them as well.

You define the content of these footnotes through the special information element you set up for year end reporting. Refer to Defining Information Elements for Year End Processing, Oracle HRMS Compensation and Benefits Management Guide for complete information.

Running the Provincial Footnote Report

Running the Provincial Footnote Report

Use the Provincial Footnote Report to generate footnote reports for either RL-1 or RL-2 slips.

Note: When running this report as a secure user, you are only able to view the employee details that you have access to through your security profile.

To run the Provincial Footnote Report

  1. Select Provincial Footnote Report in the Name field.

  2. Click in the Parameters field if the Parameters window does not automatically open.

  3. Select the footnote report type.

  4. Select the reporting year.

  5. Select the PRE Archived by Year End Preprocess.

  6. Select an Assignment Set, if desired.

  7. Click OK and then Submit.

Provincial Year End Amendments and Cancellations

Provincial Year End Amendments and Cancellations

Subsequent to the distribution of year end slips to employees, retirees, and the MRQ, it may be necessary to make changes to or cancel these slips for an individual or group of employees.

When information on a year end slip has been changed after it has been distributed to the government and the employee, you must issue a new slip marked "Modifié" in order for the recipients to know that this slip is replacing and not in addition to the original slip.

In the event that a slip was produced and distributed in error, the employer must cancel the form by issuing a new form marked "Annulé".

For Amended RL-1 Slips, the following processes and reports are run:

For Cancelled RL-1 Slips, the following processes and reports are run:

For Amended RL-2 slips, the following processes and reports are run:

For Cancelled RL2 Slips, the following processes and reports are run:

Provincial Year End Amendment Preprocess

The Provincial Year End Amendment Preprocess archives all RL-1 and RL-2 amended boxes, as well as those that were correct on the original slips. This preprocess also archives the corrected employee's social insurance number (SIN), last name, or first name, or both in the event that you correct any of these after the original or Amendment RL-1 Slip is generated. Submit the Provincial Year End Amendment Preprocess only if there are employees whose information has been corrected after you issued the slips for that reporting year. You can submit this process multiple times. If any data has changed for an employee, the Provincial Year End Amendment Preprocess archives the data.

Note: A slip will not print for employees that have a negative box balance. Check the concurrent request log file to identify employees that did not have a paper report print.

See: Running the Provincial Year End Amendment Preprocess

RL1/RL2 Amendment Register Reports

The RL1/RL2 Amendment Register Report CA request sets include the Amendment Register Report and Amendment Totals reports. These audit reports for RL-1 and RL-2 amendments display the RL-1 /RL-2 year end box information for all employees whose data was corrected. Submit these request sets after running the Provincial Year End Amendment Preprocess with valid parameters.

See: Running the RL1 Amendment Register Report and Running the RL2 Amendment Register Report

RL1/RL2 Amendment PDFs

Use the RL1/RL2 Amendment PDFs to generate amended year end slips in PDF format. You submit the RL1/RL2 Amendment PDFs after you have verified the Amendment Register reports for accuracy. Use the RL1 Amendment PDF to generate RL-1 slips for employees whose data was corrected after the original slips were issued. Use the RL2 Amendment PDF to generate RL-2 slips for employees whose data was corrected after the original slips were issued.

Note: When generating amendment PDFs it is recommended that all amended PDFs be printed prior to processing another amendment for the same person.

The RL-1 and RL-2 pre-printed slip numbers are stored in the Additional RL1 Form Information and the Additional RL2 Form Information Person EITs (Extra Information Table). These Person EITs allow the user to store the pre-printed slip numbers by Reporting Year and PRE (Provincial Reporting Establishment).

Note: The Additional RL1 Information and Additional RL2 Form Information Person EITs need to be added to a responsibility if they are to appear for employees. These EITs are available with the standard Canadian responsibilities CA HRMS Manager, CA Payroll Manager, and CA SHRMS Manager.

RL-1 Amendment PDF: According to Revenu Quebec (RQ), if an employer corrects an employee's social insurance number (SIN), the last name, or the first name, or both after the original RL-1 is produced and furnished to the recipient and Revenu Quebec (RQ), then the employer must cancel the RL-1, which contains the incorrect information and furnish a new original RL-1 to RQ and to the recipient with the corrected information along with the amounts entered in the boxes of the filed slip, copied into the corresponding boxes of the new slip. The RL-1 Amendment PDF reports “R” for Code du relevé if an employee's social insurance number (SIN), the last name, or the first name, or both of the employee is updated. The RL1 Amendment PDF for 2019 onward will not display the value Modifié on the slip and the original slip number value for "No du dernier relevé transmis" will be blank as it is considered the original PDF.

RL-2 Amendment PDF: On the RL-2 Amendment PDF, the number of the original slip is displayed in the box "No du dernier releve transmis" at the top of the form. An authorization number is also displayed in the bottom left corner of the slip. The format of the RL2 Amendment PDF is the same as the RL2 PDF except that "Modifié" is printed on the slip and "A" is entered in the box marked "Code du releve". The number of the most recently filed RL-2 slip is displayed in the box labeled "No. du dernier releve transmis". An authorization number is also displayed in the bottom left corner of the slip.

See: Running the RL1 Amendment PDF and Running the RL2 Amendment PDF

RL1/RL2 Amendment Electronic Interface

Use the RL1/RL2 Amendment Electronic Interface to generate an amended electronic interface file.

See: Running the RL1 Amendment Electronic Interface and Running the RL2 Amendment Electronic Interface.

RL1/RL2 Cancellation PDFs

Use the RL1/RL2 Cancellation PDFs to cancel previously submitted RL-1/RL-2 PDF slips or RL-1/RL-2 Amended PDFs and generate Cancelled Slips in PDF format. When an employee has multiple RL1/RL2 PDF report runs, the latest will be considered for cancellation. When an employee has both RL1/RL2 PDF and RL1/RL2 Amendment PDF runs, the RL1/RL2 Amendment PDF run takes precedence over the RL1/RL2 PDF run.

Important: The RL1/RL2 Cancellation PDFs must be run to view the slips online.

See: Running the RL1 Cancellation PDF and Running the RL2 Cancellation PDF.

RL1/RL2 Cancellation Electronic Interface

Use the RL1/RL2 Cancellation Electronic Interface to cancel previously submitted RL-1 and RL-2 slips via an electronic interface file.

See: Running the RL1 Cancellation Electronic Interface and Running the RL2 Cancellation Electronic Interface.

Running the Provincial Year End Amendment Preprocess

The Provincial Year End Amendment Preprocess archives all RL-1 and RL-2 amended boxes, as well as those that were correct on the original slips. This preprocess also archives the corrected employee's social insurance number (SIN), last name, or first name, or both if you correct any of these, after the original or Amendment RL-1 Slip is generated. Submit this process only if there are employees whose data has been corrected after you ran the Provincial Year End Preprocess for that reporting year and issued the year end slips.

You must enter the original slip number in the Person EIT prior to running this process. See: Person Extra Information Types, Oracle HRMS Workforce Staffing Management Guide

You run the Provincial Year End Amendment Preprocess from the Submit Request window.

Note: When running this process as a secure user, you are only able to view the employee details that you have access to through your security profile.

To Run the Provincial Year End Amendment Preprocess

  1. In the Request Name field, select Provincial Year End Amendment Preprocess.

  2. In the Parameters window, use the Lists of Values in the Report Type, Reporting Year, PRE Archived by Year End Preprocess, Selection Criteria, and based on your selection criteria, the Employee Name, Social Insurance Number, or Assignment Set that you want to run.

  3. Click OK and then Submit.

When this process completes, you can:

You can also rollback and retry this process. See: Retrying the Provincial Year End Amendment Preprocess and Rolling Back the Provincial Year End Amendment Preprocess

Retrying the Provincial Year End Amendment Preprocess

When you retry the Provincial Year End Amendment Preprocess, any employee assignments that have been marked for retry are re-archived. You mark assignments for retry in the Employee Assignment Process window. If you are attempting to retry a process that has been locked by a subsequent Provincial Year End Amendment Preprocess, you must mark both processes for retry.

Note: When retrying this process, historical data for the most recent archiver is lost.

You retry the Provincial Year End Amendment Preprocess from the Submit Requests window.

Note: If you have generated any of the following reports, you must first roll them back prior to retrying the Year End Amendment Preprocess:

To retry the Provincial Year End Amendment Preprocess

  1. In the Name field, select Retry Payroll Process.

  2. Click in the Parameters field if the parameters window does not automatically appear.

  3. In the Process Type field, select Magnetic Report from the List of Values.

  4. In the Process Year field, select the appropriate year.

  5. In the Payroll Process field, select the Provincial Year End Amendment Preprocess you want to retry.

  6. Click OK and then Submit.

Rolling Back the Provincial Year End Amendment Preprocess

When you rollback the Provincial Year End Amendment Preprocess, you are removing all archived data on amended provincial year end balances from the system. If you are attempting to rollback a process that has been locked by a subsequent Provincial Year End Amendment Preprocess, you must first rollback the newer process before you can rollback the later one.

You rollback the Provincial Year End Amendment Preprocess from the Submit Requests window.

Note: If you have generated any of the following reports, you must first roll them back prior to rolling back the Year End Amendment Preprocess:

To rollback the Provincial Year End Amendment Preprocess

  1. In the Name field, select Rollback Payroll Process.

  2. Click in the Parameters field if the Parameters box does not open automatically.

  3. In the Process Type field, select Magnetic Report from the List of Values.

  4. In the Process Year field, select the appropriate year.

  5. In the Payroll Process field, select the Provincial Year End Amendment Preprocess that you want to rollback.

  6. Click OK and then Submit.

Running the RL1 Amendment Register Report

The amendment register displays all employees who were modified after you ran the Provincial Year End Preprocess for that reporting year. You can run this register in two modes:

See: Running the Provincial Year End Amendment Preprocess

Run the RL1 Amendment Register Report CA from the Submit Request window.

Note: When running this report as a secure user, you are only able to view the employee details that you have access to through your security profile.

To Run the RL1 Amendment Register Report CA

  1. In the Request Name field, select RL1 Amendment Register Report CA.

  2. In the Parameters window, use the Lists of Values in the Reporting Year and PRE Archived by Year End Preprocess that you want to run.

  3. Select the Mode:

    • Most Recent: Displays the latest amended employee information for the given parameters. This is useful when employee data has been amended multiple times in the same year, and you want to see the latest amended details only.

    • Historical: Displays the historical amended employee information for the given parameters. This is useful when employee data has been amended multiple times in the same year, and you want to see all the amended data for that employee.

      Note: The RL1 Amendment Register Report processed in Historical Mode does not display the RL1 Amendment Register Totals. Run the RL1 Amendment Register Report in Most Recent Mode to display the RL1 Amendment Register Totals.

  4. Choose your Selection Criteria, and based on your selection criteria, either the Employee Name, Social Insurance Number, or Assignment Set that you want to run.

  5. Specify the sort priority for your report parameters.

    The available sort criteria are: GRE, Organization, and Location.

  6. Click OK and then Submit.

Running the RL2 Amendment Register Report

The RL2 Amendment Register displays all employees who were modified after you ran the Provincial Year End Preprocess for that reporting year. It displays a list of changes archived by the Provincial Year End Amendment Preprocess. You can run this register in two modes:

This request set consists of two programs:

Run this request set after you have run the Provincial Year End Amendment Preprocess.

See: Running the Provincial Year End Amendment Preprocess

Run this request set from the Submit Request Set window.

Note: When running this report as a secure user, you are only able to view the employee details that you have access to through your security profile.

To run the RL2 Amendment Register Report

  1. In the Request Name field, select RL2 Amendment Register Report CA.

  2. In the Parameters window, specify the reporting year and PRE archived by the Year End Preprocess.

    The PRE field lists only those PREs that have been archived by both the Provincial Year End Preprocess and Provincial Year End Amendment Preprocess during the specified year.

  3. Select the Mode:

    • Most Recent: Displays the latest amended employee information for the given parameters. This is useful when employee data has been amended multiple times in the same year, and you want to see the latest amended details only.

    • Historical: Displays the historical amended employee information for the given parameters. This is useful when employee data has been amended multiple times in the same year, and you want to see all the amended data for that employee.

      Note: When run in Historical Mode, the RL2 Amendment Register Report does not display the RL2 Amendment Register Totals. Run this request set in Most Recent Mode to display the RL2 Amendment Register Totals.

  4. Choose your Selection Criteria, and based on your selection criteria, the Employee Name, Social Insurance Number, or Assignment Set that you want to run.

  5. Specify the sort priority for your report parameters.

    The available sort criteria are: GRE, Organization, and Location.

  6. Click OK and then Submit.

Running the RL1 Amendment PDF

According to Revenu Quebec (RQ), if an employer corrects an employee's social insurance number (SIN), the last name, or the first name, or both after the original RL-1 is produced and furnished to the recipient and Revenu Quebec (RQ), then the employer must cancel the RL-1, which contains the incorrect information and furnish a new original RL-1 to RQ and to the recipient with the corrected information along with the amounts entered in the boxes of the filed slip, copied into the corresponding boxes of the new slip. The RL-1 Amendment PDF reports “R” for Code du relevé if an employee's social insurance number (SIN), the last name, or the first name, or both of the employee is updated. The RL1 Amendment PDF for 2019 onward will not display the value Modifié on the slip and the original slip number value for "No du dernier relevé transmis" will be blank as it is considered the original PDF.

You enter the original slip number in the Additional RL-1 Form Information Person EIT. If the original slip number is not entered for an employee, then they will be reported in the RL1Amendment PDF error report.

Run the RL1 Amendment PDF from the Submit Requests window.

Note: When running this report as a secure user, you are only able to view the employee details that you have access to through your security profile. When generating amendment PDFs it is recommended that all amended PDFs be printed prior to processing another amendment for the same person.

The Amendment Year End Preprocess and Amendment PDF must be run to view the amended slip online.

To configure the RL1 Amendment PDF generation

The RL1 Amendment PDF concurrent program generates amended RL1 slips in PDF format. This program uses XML Publisher to create the file. Set Action Parameters Print File (Print_files) and Run XML Publisher for Report Generation (RUN_XDO) to N (No) and perform the following steps to configure the RL1 slip generation behavior:

  1. Edit the $XDO_TOP/resource/xdo.cfg configuration file.

    If this file doesn't exist, you can create it.

    This file has the following format:

    <config version="1.0.0" xmlns="http://xmlns.oracle.com/oxp/config/">
<properties>
<property name="system-temp-dir">temporary_directory</property>
<property name="printer_name.pdf-stream-divider-max-output-size">
    file_size_in_bytes</property>
</properties>
</config>

  2. Replace temporary_directory with the directory where the concurrent program creates temporary files.

    You can set it to a directory defined by your DBA as a database directory for PL/SQL file I/O. See My Oracle Support Knowledge Document 2525754.1, Using UTL_FILE_DIR or Database Directories for PL/SQL File I/O in Oracle E-Business Suite Releases 12.1 and 12.2.

  3. Replace the printer_name with the name of a printer that supports PDF printing.

  4. Replace the file_size_in_bytes with the maximum size file that can be printed on the printer.

    If you leave the file_size_in_bytes parameter empty, the default is 1MB.

To generate RL1 Amendment PDF files

  1. Select RL1 Amendment PDF in the Name field.

  2. Click in the Parameters field if the Parameters window does not automatically open.

  3. Select the Reporting Year and the PRE Archived by Year End Preprocess for the RL1 slip.

  4. Select the Mode: Un-printed RL1 or Re-print RL1. The Un-printed mode is selected when printing the amended PDF for the first time. If doing a reprint of the amended slip, the Re-print mode is selected.

  5. Select an option for the Selection Criteria, if desired.

    The values are Employee Name, Social Insurance Number, and Assignment Set. Depending on the option entered the applicable field becomes enabled.

  6. Select the applicable Employee Name, Social Insurance Number, or Assignment Set from the List of Values.

  7. Select the appropriate value in the Print Terminated Employees Only field. You can select any one of the following options:

    • Yes: Prints RL1 Amendment PDFs of only the terminated employees.

    • No: Prints RL1 Amendment PDFs of all the active and terminated employees. No is the default value.

  8. Click in the Sort Option One field and choose a sort option from the List of Values.

    The options are Location, Organization, and PRE. The Sort Option Two field is now available. If desired, enter options in the Sort Option Two and Sort Option Three fields.

  9. In the Template Group field, select the template for the current run, for example, 2010 RL1.

    Note: Amended PDF templates are retained only from 2010 forward. The Print Instructions parameter is not applicable if you select a template for the year 2013.

  10. In the Print Instructions field, select Yes to print instructions and No to not print instructions.

  11. Click OK.

  12. In the Submit Request window, select the printer and number of copies, in the Options region.

  13. Click Submit.

  14. Click Output to view the PDF file.

Running the RL2 Amendment PDF

The RL2 Amendment PDF displays 'Modifié' on the slip with an "A" reported in the box marked Code du relevé. The number of the most recently filed RL-2 slip is reported in the box labeled "No. du dernier releve transmis". An authorization number is also displayed in the bottom left corner of the slip.

You enter the original slip number in the "Additional RL-2 Form Information" Person EIT. If the original slip number is not entered for an employee, then they will be reported in the RL2 Amendment PDF error report.

Run the RL2 Amendment PDF from the Submit Requests window.

Note: When running this report as a secure user, you are only able to view the employee details that you have access to through your security profile. When generating amendment PDFs it is recommended that all amended PDFs be printed prior to processing another amendment for the same person.

The Amendment Year End Preprocess and Amendment PDF must be run to view the amended slip online.

To configure the RL2 Amendment PDF generation

The RL2 Amendment PDF concurrent program generates amended RL2 slips in PDF format. This program uses XML Publisher to create the file. Set Action Parameters Print File (Print_files) and Run XML Publisher for Report Generation (RUN_XDO) to N (No) and perform the following steps to configure the RL2 slip generation behavior:

  1. Edit the $XDO_TOP/resource/xdo.cfg configuration file.

    If this file doesn't exist, you can create it.

    This file has the following format:

    <config version="1.0.0" xmlns="http://xmlns.oracle.com/oxp/config/">
<properties>
<property name="system-temp-dir">temporary_directory</property>
<property name="printer_name.pdf-stream-divider-max-output-size">
    file_size_in_bytes</property>
</properties>
</config>

  2. Replace temporary_directory with the directory where the concurrent program creates temporary files.

    You can set it to a directory defined by your DBA as a database directory for PL/SQL file I/O. See My Oracle Support Knowledge Document 2525754.1, Using UTL_FILE_DIR or Database Directories for PL/SQL File I/O in Oracle E-Business Suite Releases 12.1 and 12.2.

  3. Replace the printer_name with the name of a printer that supports PDF printing.

  4. Replace the file_size_in_bytes with the maximum size file that can be printed on the printer.

    If you leave the file_size_in_bytes parameter empty, the default is 1MB.

To generate RL2 Amendment PDF files

  1. Select RL2 Amendment PDF in the Name field.

  2. Click in the Parameters field if the Parameters window does not automatically open.

  3. Select the Reporting Year and the PRE Archived by Year End Preprocess for the RL2 slip.

  4. Select the Mode: Un-printed RL2 or Re-print RL2. The Un-printed mode is selected when printing the amended PDF for the first time. If doing a reprint of the amended slip, the Re-print mode is selected.

  5. Select an option for the Selection Criteria, if desired.

    The values are Employee Name, Social Insurance Number, and Assignment Set. Depending on the option entered the applicable field becomes enabled.

  6. Select the applicable Employee Name, Social Insurance Number, or Assignment Set from the List of Values.

  7. Select the appropriate value in the Print Terminated Employees Only field. You can select any one of the following options:

    • Yes: Prints RL2 Amendment PDFs of only the terminated employees.

    • No: Prints RL2 Amendment PDFs of all the active and terminated employees. No is the default value.

  8. Click in the Sort Option One field and choose a sort option from the List of Values.

    The options are Location, Organization, and PRE. The Sort Option Two field is now available. If desired, enter options in the Sort Option Two and Sort Option Three fields.

  9. In the Template Group field, select the template for the current run, for example, 2010 RL2.

    Note: Amendment PDF templates are retained only from 2010 forward. The Print Instructions parameter is not applicable if you select a template for the year 2013.

  10. In the Print Instructions field, select Yes to print instructions and No to not print instructions.

  11. Click OK.

  12. In the Submit Request window, select the printer and number of copies, in the Options region.

  13. Click Submit.

  14. Click Output to view the PDF file.

Running the RL1 Amendment Electronic Interface

Run the RL1 Amendment Electronic Interface from the Submit Requests window.

To Run the RL1 Amendment Electronic Interface

For the RL1 Amendment Electronic Interface:

Note: To verify the action parameter settings, navigate to Other Definitions > Action Parameters. If users have Action Parameter Group defined it should be used. Users can check their action parameter group in system profile 'HR:Action Parameter Group Name'. If nothing is defined Default Group should be used.

  1. Select RL1 Amendment Electronic Interface in the Name field.

  2. Click in the Parameters field if the Parameters window does not automatically open.

  3. Enter the reporting year and the appropriate transmitter PRE.

  4. The Employees with Corrected Name / SIN parameter displays any one of the following values depending on the information that the Provincial Year End Amendment Preprocess archives. See Running the Provincial Year End Amendment Preprocess for more information.

    • Yes: Indicates that the Provincial Year End Amendment Preprocess has archived employees with corrected SIN, last name, or first name, or both that need to be reported to RQ. If the RL1 Amendment Electronic Interface process is submitted with the parameter value Yes, then the output includes employees with corrected SIN, last name, or first name, or both and is generated with the “TypeEnvoi” XML flag reported as 1, which indicates that the output is for the RL1 Electronic Interface.

    • No: Indicates that the Provincial Year End Amendment Preprocess has archived employees with changes other than SIN and name corrections, for example, adjusted balance values. If the RL1 Amendment Electronic Interface process is submitted with parameter value No, then the output includes employees with changes other than SIN and name corrections, for example, adjusted balance values. The output is generated with the “TypeEnvoi” XML flag reported as 4, which indicates that the output is for the RL1 Amendment Electronic Interface.

    • Yes and No: Indicates that the Provincial Year End Amendment Preprocess has archived employees with corrected SIN, last name, or first name, or both and those with changes other than SIN and name corrections.

    Important: When an employee has a SIN or a name correction and you run the Provincial Year End Amendment Preprocess, the employee is archived with the Name or SIN change flag set to Yes. After the archival, if you perform a balance adjustment for the same employee assignment, and the Provincial Year End Amendment Preprocess is run once again before the RL1 Amendment Electronic Interface is run, then the employee is archived with the Name or SIN change flag set to No. In this scenario, you must generate the output for this employee with both corrected SIN and balance adjusted value, and this type of output file must be reported in an original (and not amended) electronic interface output file.

    When the RL1 Amendment Electronic Interface process is run, the Employees with Corrected Name / SIN parameter provides both values Yes and No for selection. In this case, you must select the value Yes. If you submit the process with the Employees with Corrected Name / SIN parameter set to No, then the process displays error as there are no employees to be reported with amended values, that is, those with changes other than SIN or name corrections. The concurrent program log file displays the error message: There are 0 RL slips in this file. There must be at least 1 RL slip to submit the file. When you submit the RL1 Amendment Electronic Interface process with the Employees with Corrected Name / SIN parameter value set to Yes, then the program generates the output as an original electronic interface output file, which includes the employee with both corrected SIN or name correction or both and the balance adjustment values.

  5. Click OK, and then Submit.

  6. When the process completes, select Payroll Process Results from the View menu.

  7. Click Find.

  8. Select the RL1 Amendment Electronic Interface and click Output.

    When Action Parameters Print File and Run XML Publisher for Report Generation are Y (Yes), the following files are generated (where N represents the Running Sequence number of the RL1 Amendment Electronic Interface within the GRE/Year, XXXX represents the Organization ID of the transmitter PRE, and YEAR represents the reporting year):

    • Base Request points to Output file that is a Junk file

    • 5 Sub Requests are generated with the name Payroll File Reporter:

      • RL1_XXXX_YEAR.xml (Internal Process file)

      • RL1AMEND_N_XXXX_YEAR_1_P.eft (Employer Summary Detail)

      • RL1AMEND_N_XXXX_YEAR_2_P.eft (Employee Error Detail)

      • RL1AMEND_N_XXXX_YEAR_3_P.pdf (Transmitter and Employer Summary Records)

      • RL1AMEND_N_XXXX_YEAR_4_P_M.xml (To be sent to RQ)

    Note: These files may also be found in the $APPLCSF/out directory.

    When Action Parameters Print File and Run XML Publisher for Report Generation are N (No), 4 child requests of 'Generate Payroll XDO Reports' will be spawned and the following files are generated as output:

    • o<request_id>.out (to be sent to government), where request_id is of template 'RL1XML'.

      Note: You need to change the extension from .out to .xml prior to uploading/sending to the government.

    • o<request_id>.out (Employer Summary Report), where request_id is of template 'RL1A01'.

    • o<request_id>.out (Employee Detail Report), where request_id is of template 'RL1A03'.

    • o<request_id>.out (Employee Error Report), where request_id is of template 'RL1A02'.

    • RL1_XXXX_YEAR.xml (Master xml), where XXXX represents the organization_id of the transmitter PRE and YEAR represents the reporting year.

    Note: These files may also be found in the $APPLCSF/out directory. In all the above cases the template can be identified in the parameters field of sub requests 'Generate Payroll XDO Reports'.

  9. Download the file to be sent to government:

    • Using BI Publisher XML and Payroll Engine based architecture, download the RL1AMEND_XXXX_YEAR_4_P_M.xml file.

    • Using BI Publisher XML and Java based concurrent program architecture, download the o<request_id>.out file (where request_id is of template 'RL1XML') and change the extension to .xml.

  10. Submit the appropriate file to government.

Running the RL2 Amendment Electronic Interface

Run the RL2 Amendment Electronic Interface from the Submit Requests window.

To Run the RL2 Amendment Electronic Interface

For the RL2 Amendment Electronic Interface:

Note: To verify the action parameter settings, navigate to Other Definitions > Action Parameters. If users have Action Parameter Group defined it should be used. Users can check their action parameter group in system profile 'HR:Action Parameter Group Name'. If nothing is defined Default Group should be used.

  1. Select RL2 Amendment Electronic Interface in the Name field.

  2. Click in the Parameters field if the Parameters window does not automatically open.

  3. Enter the Reporting Year and the appropriate Transmitter PRE.

  4. Click OK, and then Submit.

  5. When the process completes, select Payroll Process Results from the View menu.

  6. Click Find.

  7. Select the RL2 Amendment Electronic Interface and click Output.

    When Action Parameters Print File and Run XML Publisher for Report Generation are Y (Yes), the following files are generated (where N represents the Running Sequence number of the RL2 Amendment Electronic Interface within the GRE/Year, XXXX represents the Organization ID of the transmitter PRE, and YEAR represents the reporting year):

    • Base Request points to Output file that is a Junk file

    • 5 Sub Requests are generated with the name Payroll File Reporter:

      • RL2_XXXX_YEAR.xml (Internal Process file)

      • RL2AMEND_N_XXXX_YEAR_1_P.eft (Employer Summary Detail)

      • RL2AMEND_N_XXXX_YEAR_2_P.eft (Employee Error Detail)

      • RL2AMEND_N_XXXX_YEAR_3_P.pdf (Transmitter and Employer Summary Records)

      • RL2AMEND_N_XXXX_YEAR_4_P_M.xml (To be sent to RQ)

    Note: These files may also be found in the $APPLCSF/out directory.

    When Action Parameters Print File and Run XML Publisher for Report Generation are N (No), 4 child requests of 'Generate Payroll XDO Reports' will be spawned and the following files are generated as output:

    • o<request_id>.out (to be sent to government), where request_id is of template 'RL2XML'.

      Note: You need to change the extension from .out to .xml prior to uploading/sending to the government.

    • o<request_id>.out (Employer Summary Report), where request_id is of template 'RL2A01'.

    • o<request_id>.out (Employee Detail Report), where request_id is of template 'RL2A03'.

    • o<request_id>.out (Employee Error Report), where request_id is of template 'RL2A02'.

    • RL2AMEND_XXXX_YEAR.xml (Master xml), where XXXX represents the organization_id of the transmitter PRE and YEAR represents the reporting year.

    Note: These files may also be found in the $APPLCSF/out directory. In all the above cases the template can be identified in the parameters field of sub requests 'Generate Payroll XDO Reports'.

  8. Download the file to be sent to government:

    • Using BI Publisher XML and Payroll Engine based architecture, download the RL2AMEND_XXXX_YEAR_4_P_M.xml file.

    • Using BI Publisher XML and Java based concurrent program architecture, download the o<request_id>.out file (where request_id is of template 'RL2XML') and change the extension to .xml.

  9. Submit the appropriate file to government.

Running the RL1 Cancellation PDF

Run the RL1 Cancellation PDF from the Submit Requests window. The RL1 Cancellation PDF is generated with the word Annulé on the slip. A "D" is displayed in the Code du Relevé box indicating that it is a cancelled RL-1 slip. An authorization number is also displayed in the bottom left corner of the slip.

To configure the RL1 Cancellation PDF generation

The RL1 Cancellation PDF concurrent program generates cancelled RL-1 slips in PDF format. This program uses XML Publisher to create the file. Set Action Parameters Print File and Run XML Publisher for Report Generation to N (No) and perform the following steps to configure the RL1 slip generation behavior:

  1. Edit the $XDO_TOP/resource/xdo.cfg configuration file.

    If this file doesn't exist, you can create it.

    This file has the following format:

    <config version="1.0.0" xmlns="http://xmlns.oracle.com/oxp/config/">
<properties>
<property name="system-temp-dir">temporary_directory</property>
<property name="printer_name.pdf-stream-divider-max-output-size">
    file_size_in_bytes</property>
</properties>
</config>

  2. Replace temporary_directory with the directory where the concurrent program creates temporary files.

    You can set it to a directory defined by your DBA as a database directory for PL/SQL file I/O. See My Oracle Support Knowledge Document 2525754.1, Using UTL_FILE_DIR or Database Directories for PL/SQL File I/O in Oracle E-Business Suite Releases 12.1 and 12.2.

  3. Replace the printer_name with the name of a printer that supports PDF printing.

  4. Replace the file_size_in_bytes with the maximum size file that can be printed on the printer.

    If you leave the file_size_in_bytes parameter empty, the default is 1MB.

To generate RL1 Cancellation PDF files

  1. Select RL1 Cancellation PDF in the Name field.

  2. Click in the Parameters field if the Parameters window does not automatically open.

  3. Select the Reporting Year and the PRE Archived by Year End Preprocess for the RL1 slip.

  4. Select the Mode: Un-printed RL1 or Re-print RL1. The Un-printed mode is selected when printing the cancelled PDF for the first time. If doing a reprint of the cancelled slip, the Re-print mode is selected.

  5. Select an option for the Selection Criteria, if desired.

    The values are Employee Name, Social Insurance Number, and Assignment Set. Depending on the option entered the applicable field becomes enabled.

  6. Select the applicable Employee Name, Social Insurance Number, or Assignment Set from the List of Values.

  7. Select the appropriate value in the Print Terminated Employees Only field. You can select any one of the following options:

    • Yes: Prints RL1 Cancellation PDFs of only the terminated employees.

    • No: Prints RL1 Cancellation PDFs of all the active and terminated employees. No is the default value.

  8. Click in the Sort Option One field and choose a sort option from the List of Values.

    The options are Location, Organization, and PRE. The Sort Option Two field is now available. If desired, enter options in the Sort Option Two and Sort Option Three fields.

  9. In the Template Group field, select the template for the current run, for example, 2010 RL1 Cancellation.

    Note: Cancellation PDF templates are retained only from 2010 forward. The Print Instructions parameter is not applicable if you select a template for the year 2013.

  10. In the Print Instructions field, select Yes to print instructions and No to not print instructions.

  11. Click OK.

  12. In the Submit Request window, select the printer and number of copies, in the Options region.

  13. Click Submit.

  14. Click Output to view the PDF file.

Running the RL2 Cancellation PDF

Run the RL2 Cancellation PDF from the Submit Requests window. The RL2 Cancellation PDF is generated with the word Annulé on the slip. A "D" is displayed in the Code du Relevé box indicating that it is a cancelled RL-2 slip. An authorization number is also displayed in the bottom left corner of the slip.

To configure the RL2 Cancellation PDF generation

The RL2 Cancellation PDF concurrent program generates amended RL2 slips in PDF format. This program uses XML Publisher to create the file. Set Action Parameters Print File and Run XML Publisher for Report Generation to N (No) and perform the following steps to configure the RL2 slip generation behavior:

  1. Edit the $XDO_TOP/resource/xdo.cfg configuration file.

    If this file doesn't exist, you can create it.

    This file has the following format:

    <config version="1.0.0" xmlns="http://xmlns.oracle.com/oxp/config/">
<properties>
<property name="system-temp-dir">temporary_directory</property>
<property name="printer_name.pdf-stream-divider-max-output-size">
    file_size_in_bytes</property>
</properties>
</config>

  2. Replace temporary_directory with the directory where the concurrent program creates temporary files.

    You can set it to a directory defined by your DBA as a database directory for PL/SQL file I/O. See My Oracle Support Knowledge Document 2525754.1, Using UTL_FILE_DIR or Database Directories for PL/SQL File I/O in Oracle E-Business Suite Releases 12.1 and 12.2.

  3. Replace the printer_name with the name of a printer that supports PDF printing.

  4. Replace the file_size_in_bytes with the maximum size file that can be printed on the printer.

    If you leave the file_size_in_bytes parameter empty, the default is 1MB.

To generate RL2 Cancellation PDF files

  1. Select RL2 Cancellation PDF in the Name field.

  2. Click in the Parameters field if the Parameters window does not automatically open.

  3. Select the Reporting Year and the PRE Archived by Year End Preprocess for the RL2 slip.

  4. Select the Mode: Un-printed RL2 or Re-print RL2. The Un-printed mode is selected when printing the cancelled PDF for the first time. If doing a reprint of the cancelled slip, the Re-print mode is selected.

  5. Select an option for the Selection Criteria, if desired.

    The values are Employee Name, Social Insurance Number, and Assignment Set. Depending on the option entered the applicable field becomes enabled.

  6. Select the applicable Employee Name, Social Insurance Number, or Assignment Set from the List of Values.

  7. Select the appropriate value in the Print Terminated Employees Only field. You can select any one of the following options:

    • Yes: Prints RL2 Cancellation PDFs of only the terminated employees.

    • No: Prints RL2 Cancellation PDFs of all the active and terminated employees. No is the default value.

  8. Click in the Sort Option One field and choose a sort option from the List of Values.

    The options are Location, Organization, and PRE. The Sort Option Two field is now available. If desired, enter options in the Sort Option Two and Sort Option Three fields.

  9. In the Template Group field, select the template for the current run, for example, 2010 RL2 Cancellation.

    Note: Cancellation PDF templates are retained only from 2010 forward. The Print Instructions parameter is not applicable if you select a template for the year 2013.

  10. In the Print Instructions field, select Yes to print instructions and No to not print instructions.

  11. Click OK.

  12. In the Submit Request window, select the printer and number of copies, in the Options region.

  13. Click Submit.

  14. Click Output to view the PDF file.

Running the RL1 Cancellation Electronic Interface

The RL1 Cancellation Electronic Interface request is used to cancel either the RL1 Electronic Interface or the RL1 Amendment Electronic Interface records. Run the RL1 Cancellation Electronic Interface from the Submit Requests window.

To Run the RL1 Cancellation Electronic Interface

For the RL1 Cancellation Electronic Interface:

Note: To verify the action parameter settings, navigate to Other Definitions > Action Parameters. If users have Action Parameter Group defined it should be used. Users can check their action parameter group in system profile 'HR:Action Parameter Group Name'. If nothing is defined Default Group should be used.

  1. In the Request Name field of the Submit Requests window, select RL1 Cancellation Electronic Interface.

  2. In the Parameters window:

    • Reporting Year – Select the year for which RL1 was filed and later cancelled. This is a mandatory parameter. You can modify this to any other valid year from the LOV.

    • Original Electronic Media – This lists the existing Electronic Media runs in that Reporting Year that are not locked by any other processes. Select the run you want to cancel from the LOV. Every record in this LOV has a PRE name, Payroll Action Id, Request Id and Report Type for that particular run. This is a mandatory parameter.

    • Selection Criteria – The LOV will display three choices: Employee Name, Social Insurance Number and Assignment Set. This is an optional parameter.

      Note: Depending on the selection criteria the non-relevant parameters will grey out and the user will be able to enter data in the chosen one.

    • Employee Name – This parameter will bring up a list of Employee Names and Social Insurance Numbers that have already been issued magnetic media in the Original Electronic Media run.

    • Social Insurance Number – This parameter will bring up a list of Social Insurance Numbers and Employee Names that have already been issued magnetic media in the Original Electronic Media run.

    • Assignment Set – This parameter will bring up a list of all assignment sets within that Business Group.

  3. Click OK, and then Submit.

  4. When the process completes, select Payroll Process Results from the View menu.

  5. Click Find.

  6. Select the RL1 Cancellation Electronic Interface and click Output.

    When Action Parameters Print File and Run XML Publisher for Report Generation are Y (Yes), the following files are generated (where XXXX represents the Organization ID of the transmitter PRE and YEAR represents the reporting year):

    • Base Request points to Output file that is a Junk file

    • 5 Sub Requests are generated with the name Payroll File Reporter:

      • RL1_CANCEL_N_XXXX_YEAR_1_P.eft (Employer Summary Detail)

      • RL1_CANCEL_N_XXXX_YEAR_2_P.eft (Employee Error Detail)

      • RL1_CANCEL_N_XXXX_YEAR_3_P.pdf (Transmitter and Employer Summary Records)

      • RL1_CANCEL_N_XXXX_YEAR_4_P_M.xml (XML file to be sent to RQ)

      • <Pay Action ID for the previously submitted RL1 Electronic Interface or the RL1 Amendment Electronic Interface being cancelled>.xml (Internal Process File)

    Note: These files may also be found in the $APPLCSF/out directory.

    When Action Parameters Print File and Run XML Publisher for Report Generation are N (No), 4 child requests of 'Generate Payroll XDO Reports' will be spawned and the following files are generated as output:

    • o<request_id>.out (to be sent to government), where request_id is of template 'RL1XML'.

      Note: You need to change the extension from .out to .xml prior to uploading/sending to the government.

    • o<request_id>.out (Employer Summary Report), where request_id is of template 'RL1A01'.

    • o<request_id>.out (Employee Detail Report), where request_id is of template 'RL1A03'.

    • o<request_id>.out (Employee Error Report), where request_id is of template 'RL1A02'.

    • <Pay Action ID for the previously submitted RL1 Electronic Interface or the RL1 Amendment Electronic Interface being cancelled>.xml (Internal Process File)

    Note: These files may also be found in the $APPLCSF/out directory. In all the above cases the template can be identified in the parameters field of sub requests 'Generate Payroll XDO Reports'.

  7. Download the file to be sent to government:

    • Using BI Publisher XML and Payroll Engine based architecture, download the RL1_CANCEL_XXXX_YEAR_4_P_M.xml file.

    • Using BI Publisher XML and Java based concurrent program architecture, download the o<request_id>.out (where request_id is of template 'RL1XML') file and change the extension to .xml.

  8. Submit the appropriate file to government.

Running the RL2 Cancellation Electronic Interface

The RL2 Cancellation Electronic Interface request is used to cancel either the RL2 Electronic Interface or the RL2 Amendment Electronic Interface records.Run the RL2 Cancellation Electronic Interface from the Submit Requests window.

To Run the RL2 Cancellation Electronic Interface

  1. In the Request Name field of the Submit Requests window, select RL2 Cancellation Electronic Interface.

  2. In the Parameters window:

    • Reporting Year – Select the year for which RL2 was filed and later cancelled. This is a mandatory parameter. You can modify this to any other valid year from the LOV.

    • Original Electronic Media – This lists the existing Electronic Media runs in that Reporting Year that are not locked by any other processes. Select the run you want to cancel from the LOV. Every record in this LOV has a PRE name, Payroll Action Id, Request Id and Report Type for that particular run. This is a mandatory parameter.

    • Selection Criteria – The LOV will display three choices: Employee Name, Social Insurance Number and Assignment Set. This is an optional parameter.

      Note: Depending on the selection criteria the non-relevant parameters will grey out and the user will be able to enter data in the chosen one.

    • Employee Name – This parameter will bring up a list of Employee Names and Social Insurance Numbers that have already been issued magnetic media in the Original Electronic Media run.

    • Social Insurance Number – This parameter will bring up a list of Social Insurance Numbers and Employee Names that have already been issued magnetic media in the Original Electronic Media run.

    • Assignment Set – This parameter will bring up a list of all assignment sets within that Business Group.

  3. Click OK and then Submit.

  4. When the process completes, select Payroll Process Results from the View menu.

  5. Click Find.

  6. Select the RL1 Cancellation Electronic Interface and click Output.

    When Action Parameters Print File and Run XML Publisher for Report Generation are Y (Yes), the following files are generated (where XXXX represents the Organization ID of the transmitter PRE and YEAR represents the reporting year):

    • Base Request points to Output file that is a Junk file

    • 5 Sub Requests are generated with the name Payroll File Reporter:

      • RL2_CANCEL_N_XXXX_YEAR_1_P.eft (Employer Summary Detail)

      • RL2_CANCEL_N_XXXX_YEAR_2_P.eft (Employee Error Detail)

      • RL2_CANCEL_N_XXXX_YEAR_3_P.pdf (Transmitter and Employer Summary Records)

      • RL2_CANCEL_N_XXXX_YEAR_4_P_M.xml (XML file to be sent to RQ)

      • <Pay Action ID for the previously submitted RL2 Electronic Interface or the RL2 Amendment Electronic Interface being cancelled>.xml (Internal Process File)

    Note: These files may also be found in the $APPLCSF/out directory.

    When Action Parameters Print File and Run XML Publisher for Report Generation are N (No), 4 child requests of 'Generate Payroll XDO Reports' will be spawned and the following files are generated as output:

    • o<request_id>.out (to be sent to government), where request_id is of template 'RL2XML'.

      Note: You need to change the extension from .out to .xml prior to uploading/sending to the government.

    • o<request_id>.out (Employer Summary Report), where request_id is of template 'RL2A01'.

    • o<request_id>.out (Employee Detail Report), where request_id is of template 'RL2A03'.

    • o<request_id>.out (Employee Error Report), where request_id is of template 'RL2A02'.

    • <Pay Action ID for the previously submitted RL2 Electronic Interface or the RL2 Amendment Electronic Interface being cancelled>.xml (Internal Process File)

    Note: These files may also be found in the $APPLCSF/out directory. In all the above cases the template can be identified in the parameters field of sub requests 'Generate Payroll XDO Reports'.

  7. Download the file to be sent to government:

    • Using BI Publisher XML and Payroll Engine based architecture, download the RL2_CANCEL_XXXX_YEAR_4_P_M.xml file.

    • Using BI Publisher XML and Java based concurrent program architecture, download the o<request_id>.out file (where request_id is of template 'RL2XML') and change the extension to .xml.

  8. Submit the appropriate file to government.

Misc. End Of Year Information

Printing Reports Using the PASTA Printer Driver

The Oracle Payroll reports support a printer type of HPLJ4 and, in some cases, the PASTA printing driver configuration tool. PASTA greatly simplifies printer and printer driver configuration. When you submit a report using PASTA, and select a printer, the pasta configuration file is used to print the information to the printer. The configuration file has parameters to change page height, width, fonts, font size, margins, and so on. PASTA uses the delivered HRMS configuration files so you do not need to alter any configuration file parameters to print the delivered reports.

In order to use this functionality, you must change your printer type to "PASTA Universal Printer Type". Do this by navigating with the Sysadmin Responsibility to Install | Printer | Register.

You can print the following reports using PASTA:

Making Changes on the Magnetic Media

If you run a magnetic report and it does not complete successfully, the View Requests window indicates that an error has occurred. To read the error message, you must open the log file specified in the View Requests window. Errors most often occur because employee assignments are still marked for retry from a Year End Preprocess run, or because not all of the Year End Preprocesses were run for the enterprise. To resolve an error you must roll back the magnetic report and fix the error. Once the error is resolved, you can rerun the magnetic report. If you have already run a magnetic tape report and must make changes to the data that was processed, follow these steps:

  1. Roll back the process. See: Rolling back the Magnetic Media Process

  2. Make all necessary changes to employee data.

  3. If the archived data needs to be changed for the employee(s), retry the archive for the affected employees. See: Retrying the Magnetic Media Process

  4. Rerun the process.

    When Oracle Payroll completes a retry, it generates the files for the magnetic media and overwrites any existing files. You can navigate to the View Requests window to view the processing status of the report.

Rolling back the Magnetic Media Process

Roll back the magnetic media process from the Submit Request window.

To rollback the magnetic media process

  1. In the Name list of the Submit Request window, select Rollback, and choose the OK button.

  2. If the Parameters window does not automatically open, click the Parameters key flexfield.

  3. In the Payroll Process list of the Parameters window, select the Magnetic Media process that you want to roll back, and choose the OK button.

    Note: You can identify the process by using the request ID

  4. In the Parameters window, choose the OK button.

  5. In the Submit Request window, choose the Submit button.

  6. Note the request ID in the Decision dialog box, and choose the No button.

    To view result of Rollback

  7. Navigate to the Requests window.

  8. In the Find Requests dialog box, select the Specific Requests option.

  9. Type the request ID in the Request ID field, and choose the Find button. The Requests window will display data pertaining to the Rollback process.

  10. To view request details, choose the View Details button.

Retrying the Magnetic Media Process

Retry the magnetic media process from the Submit Request window.

To retry magnetic media process

  1. In the Name list of the Submit Request window, select Retry Payroll Process, and choose the OK button.

  2. If the Parameters window does not automatically open, click the Parameters key flexfield.

  3. In the Payroll Process list of the Parameters window, select the Magnetic Media process you want to retry, and choose the OK button.

    Note: You can identify your process using its request ID.

  4. Choose the OK button in the Parameters window.

  5. Choose the Submit button in the Submit Request window.

  6. Note the request ID in the Decision dialog box, and choose the No button.

    To view result of Retry Payroll Process

  7. Navigate to the Requests window.

  8. In the Find Requests dialog box, select the Specific Requests option.

  9. Type your request ID in the Request ID field, and choose the Find button. The Requests window will display details on the Retry Payroll Process that you submitted.

  10. To view request details, choose the View Details button.