Payroll Process Management

Payroll Overview

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

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

Using SSHR with Payroll Functions

Can SSHR users access payroll information online?

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

Are these payslips configurable?

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

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

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

Can managers see the payslips for their employees?

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

Can users view any other payroll information using SSHR?

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

Payroll - Global

Online Payslip

Generic and Localised Versions of Online Payslip

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

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

Payment Methods

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

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

You can apply configuration options to determine:

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

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

Important: You cannot delete bank details that have been used in the current month's payroll (note that the icon is grayed out). If you require deleting your additional bank details, you will be able to do so from the 1st of the following month.

To ensure correctness of your bank account number, you must enter the account number twice. The application validates the entered account information. If you have entered an incorrect account number, then the application prompts to re-enter the bank account number.

Menu and Function Names

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

User Menu Name Function Name
Employee Self Service Manage Payroll Payments

See: Defining Menus for SSHR

Workflow

The workflow details for this module are listed below:

Workflow Process Display Name:

Process Payroll Payments

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

Configurable Workflow Attributes:

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

View Only

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

Permitted Payment Types

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

Maximum Payment Methods

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

Permitted Amount Types

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

Deposit Payments List

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

Cash Payments List

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

Check Payments List

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

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

See: Configuring Workflow Attribute Values

Configurable Definitions for the Personalization Framework:

The following definitions can be configured in the Personalization Framework:

Regions

Summary and Edit Pages

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

Review Page

Region Code Region Name
PAY_PAYMENTS_REVIEW_SS Payroll Payments Review

Tips and Instructions

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

See: Adding Instructions to Web Pages

FlexFields:

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

See: Configuring Flexfields

Configurable Profile Options

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

HR:Payroll Payments Self-Service Enable Multiple Assignments

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

HR:Payroll Payments Self-Service Payment Function

Specifies which organization payment method is the default.

Online Payslip

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

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

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

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

Viewing Online Payslips as a Payroll Professional

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

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

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

Menu and Function Names

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

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

See: Defining Menus for SSHR

Workflow

The workflow details for this module are listed below:

Workflow Process Display Name:

Not applicable

Configurable Workflow Attributes:

Not applicable

Configurable Tips and Instructions

Not applicable

Configurable FlexFields

Not applicable

Configurable Profile Options

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

HR:View Payslip From Date for WEB

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

HR: Mask Characters - South Africa only

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

Configuration Options

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

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

To view an employee's statement of earnings.

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

Online Payslip (International Payroll)

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

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

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

Menu and Function Names

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

User Menu Name Function Name
Employee Self Service Payslip

See: Defining Menus for SSHR

Workflow

The workflow details for this module are listed below:

Workflow Process Display Name:

Not applicable

Configurable Workflow Attributes:

Not applicable

Configurable Tips and Instructions

Not applicable

Configurable FlexFields

Not applicable

Configurable Profile Options

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

HR:View Payslip From Date for WEB

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

Additional Configuration Options

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

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

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

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

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

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

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

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

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

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

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

  4. Run the Prepayments process.

  5. Run the payment processes

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

  7. View Online Payslip Using SSHR.

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

Voluntary Deductions

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

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

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

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

Element Entries Using Self-Service

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

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

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

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

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

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

This feature enables managers and administrators to:

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

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

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

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

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

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

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

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

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

Configurable Profile Options

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

HR: Applicable Elements for Self Service BEE

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

HR: Auto Batch Naming in Self Service

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

Workflow

The workflow details for this module are listed below:

Workflow Process Display Name:

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

Configurable Workflow Attributes:

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

View Employee Balances

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

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

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

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

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

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

    • Period to Date (PTD)

    • Month to Date (MTD)

    • Quarter to Date (QTD)

    • Year to Date (YTD)

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

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

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

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

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

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

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

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

Assignment Process Results > Balances > View Employee Balances

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

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

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

View Employee Balance Page (PAY_IP_VIEW_EMPBAL_SS)

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

    • Assignment Inception To Date(_ASG_ITD)

    • Assignment Processing Period To Date(_ASG_PTD)

    • Assignment Calendar Month To Date(_ASG_MONTH)

    • Assignment Tax Quarter To Date(_ASG_TQTD)

    • Assignment Tax Year To Date(_ASG_TYTD)

    • Person Calendar Month To Date(_PER_MONTH)

    • Person Tax Quarter To Date(_PER_TQTD)

    • Person Tax Year To Date(_PER_TYTD)

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

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

Using Payslip Modeler

Using Payslip Modeling

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

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

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

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

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

Important: Ensure to select the Agree to Terms check box to proceed.

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

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

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

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

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

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

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

Viewing Previous Payslips

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

Localized Versions of Payslip Modeler

For Americas, see:

For the United Kingdom, see Payslip Modeling (UK)

For APAC, see:

Configuring Payslip Modeler

This topic provides configuration information for the Payslip Modeler function.

For an overview of Payslip Modeler, see: Payslip Modeler, Oracle Payroll Processing Management Guide

For information on the how to set up the details for using the Payslip Modeler, see: Setting up Payslip Modeler, Oracle Payroll Processing Management Guide

Menu and Functions

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

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

Configurable Profile Options

The following table lists the configurable profile options:

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

Configurable Flexfields

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

Using Payroll Dashboard

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

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

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

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

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

Using the Payroll Readiness

Viewing Current Assignment Activity

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

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

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

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

Viewing the Payroll Readiness

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

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

Running a Payroll Run

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

Using Process Monitor

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

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

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

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

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

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

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

Australia users only: You can monitor the details of the payment summary and end of year reconciliation reports for the period specified.

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

Mexico users only: You can monitor the details of the Social Security Archiver, Social Security Affiliation Report, and SUA Interface Extract processes from the Other Process Details region for the period specified.

Payment Distribution

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

Viewing the Payroll Analysis

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

US, Canadian, and Mexico Users: In the Payroll Analysis tabbed region, users can view details of earnings and deductions, such as the current amount, previous amount, and the variance in amounts by comparing the values between a selected Current Payroll Period and a selected Previous Payroll Period. In the Analysis by field, Mexico users can select from any one of the following values: Employee State Tax, ISR, and Social Security Quota to view the balance amounts processed towards each individual employer state tax, ISR or social security quota balance in the selected payroll periods.

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

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

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

User can view the variances in amounts for each selected earnings or deductions under the primary element classification and select any one of the following values:Direct Payments, Earnings, Employer Charges, Foreign Tax Deductions, Foreign Total Adjustment, Information, Involuntary Deductions, Pre Tax Deductions, Tax Deductions, Termination Deductions, Termination Information, Termination Payments, and Voluntary Deductions.

Users can select the balance and then select from any of the following values: Gross Earnings, Non Taxable Earnings, Pre Tax Deductions, Taxable Gross, Tax Deductions, Post Tax Deductions, Direct Payments, Net Payment, Employer Chargers to view the balance amounts processed in the selected payroll periods.

Using the Readiness Configuration

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

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

Configuring Payroll Readiness Setup

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

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

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

Create Readiness Configuration

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

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

Creating Custom Validation

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

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

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

Configuring Payroll Dashboard

Configuring Payroll Dashboard

This topic provides configuration information for payroll dashboard.

Menu and Functions

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

User Menu Name Function Name
Professional Payroll User Payslip Dashboard
  Readiness Configuration
  Create Custom Validation

Making Employee Claims

This topic describes how to use the Employee Claims functionality using the self-service interface.

Creating Employee Claims as an Employee

Use the employee self service Employee Claims page to create, update or search for claims that are paid through payroll. Claims can be monetary or time worked. Monetary claims can include medical allowances, overtime allowance, airport allowance. You can attach supporting documents while making claims.

Navigate to the Employee Claims page to create a new claim or to search for an existing claim to update.

You can view the employee details and if there are multiple assignments, then these are listed in the Assignment field drop down. You can select the assignment to make a transaction.

You can search for claims in the Search region using the parameters like Start Date, End Date, Elements, or Approval Status. Click Go to display the results. For each transaction, you can see the Approval status and if supporting documents are attached, then you can also view those documents.

You can delete any transaction that is in Pending Approval status. If the status Error, then you can use the Update icon to make any correction and submissions. You can view status details by clicking the Details icon.

To create a new transaction click Create. This will navigate to the Create page.

On the Create Claims page, you can select the element or elements in the Element Name column. When you select an element, the corresponding details get enabled in the page for further selection.

You can open the element Search popup window or provide first 3 characters to list look ahead values. In the Search pop up window, you can provide the search criteria. Click Quick Select in the results table to fill the Element Name column. For example, you can make a claim by using the element, Travel Allowance.

Enter an effective date to determine to which payroll period element entry needs to be made. Click the Input values icon to open the Element input window. These are the same input values that were configured when you defined the element.

You can also record any additional information in the additional information flex fields while defining the elements.

Click the Supporting document icon to open the Add Attachment pop up window. You can select the Attachment type, provide a title and description. Click File to browse your local machine to attach the document. When the document is successfully attached, click Next to navigate to the Review page.

You can review all details before submitting the claim. To attach a document only for the approver, you can use the Attachment icon on the Review page. When the details are confirmed accurate, you can submit the page to initiate the approval cycle. The claim is then submitted for approval.

When the claim is approved, an FYI notification is sent to the employee. Navigate to the Employee Assignment window to see the element entries. You can see the element entries with input values ready for payroll processing. You can also see the supporting attachments.

Viewing and Approving Employee Claims as a Payroll Professional/Supervisor

As this function is seamlessly integrated with approvals management, the claims can be routed through the approval cycle. These claims can be sent to the manager/supervisor for approval.

Using the Payroll Professional/Manager responsibility, a payroll user can click the Employee Claims link to search for an employee.

Select an employee from the list to display the details. A payroll professional can approve or reject the claims depending on the employee meeting the criteria and verification of the corresponding documents submitted as claims.

A supervisor or manager can view or approve the claim. Click Notification icon to open the details page. As a supervisor or approver, you can review the attached documents before approving the claims. If you approve the request, then element entries are created for the employee. If a further approval hierarchy exists, then notification is sent to the next level. You can view the Approval chain and action status in the Action History region of this page.

For information about how to access Employee Claims, see: Configuring Employee Claims

Configuring Employee Claims

This topic provides configuration information for the Employee Claims function.

Menu and Function Names

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

User Menu Name Function Name
Employee Self-Service Employee Claims
Payroll Professional Employee Claims

See: Defining Menus for SSHR

Workflow

The workflow details for this module are listed below:

Workflow Process Display Name:

Workflow Name Function Name
Employee Claims PAY_EMP_CLAIMS_JSP_PRC

Configurable Workflow Attributes:

Not applicable

Configurable Tips and Instructions

Not applicable

Configurable FlexFields

Not applicable

Configurable Profile Options

Not applicable

Additional Configuration Options

To use the Employee Claims functionality,

  1. You can define elements and then link those element sets to suit your business need. Create an element set and associate element set to the HR Organization.

    See: Entering Claims Element Set Information, Oracle HRMS Enterprise and Workforce Management Guide

  2. You must configure AME as per your business needs. You must ensure that the approval workflow is set up to one level up.

    For information about setting up approvals, See: Oracle Approvals Management Implementation Guide

Payroll Management - Americas

Tax Form (W-4) (US)

The Tax Form page accessed through the Employee Self-Service responsibility, Tax Form function, enables employees to update their Federal W-4 and State W-4 withholding information using self-service. When a user makes changes to the Federal information, all the states that follow the Federal information are also updated, unless the filing status or exempt status are different. After you make an update to the Federal information, you see the data in PDF format when you review the changes. Use the Tax Form pages to generate the Federal W-4: Employee's Withholding Certificate in accordance with IRS statutory requirements. For more information about the Federal W-4: Employee's Withholding Certificate, refer to the IRS website: https://www.irs.gov/pub/irs-pdf/fw4.pdf.

The notification mechanism delivers confirmation to employees about the changes that they make. HR or payroll administrators receive notifications based on the configuration made to the W-4 notifications function. For example, if a user claims a federal tax exemption, then the HR/Payroll representative receives a notification and can review the data and update if necessary.

Payroll administrators can run the following reports to track the changes made by employees in self-service to determine the tax records using:

Using the Tax Form Page

The Tax Form page enables employees to:

Reviewing the existing Federal W-4 and State W-4 Withholding Details

As an employee, when you click the Tax Form link, the Tax Form Overview page appears displaying Federal W-4 details, by default.

Tax Form Type region: In the Tax Form Type region, select the type of data that you want to view: Federal or State. The Filing Status field displays all the possible values, with the selected current value. You can view the State and Local links information when you select State as the Tax Form Type.

Viewing the State W-4 Information

When you select a State as the Tax Form Type, the application displays the following details:

Criteria for States to Appear in the State List

The application uses the following rules for states to appear in the State List:

Use the state withholding links to review instructions related to the State W-4 details. For states that support the Federal W-4 form, the Tip icon provides the required instructions. The Details section displays fields that are applicable to that state only. For example, fields such as SIT Exempt and Optional Calculation are supported only in certain states.

An Update button is available to make changes to Federal W-4 and State W-4. For states that follow the Federal W-4 and do not have their own State W-4 form, the Update button is not displayed and instead instructions indicate that only Federal W-4 changes are applicable to those states.

Important: An employee self-service user cannot update their online Tax Form page, if any one of the following values is set by the payroll administrator in the following windows in Oracle US Payroll.

Updating the Federal W-4 and State W-4 Withholding Details

Click the Update button in the Overview page to navigate to the Update Tax Form page. The details that appear in this page are based on the W-4 details (federal or state) selected in the Overview page. When you navigate to the Update Tax Form page, the Tax Form Type and Select State fields become read-only in the Update Tax Form page.

To update other state or federal W-4 details, click Cancel to navigate backto the Overview page.

Click Continue after making necessary updates. The Tax Form: Review page appears.

Reviewing the Updated Federal W-4 and State W-4 Withholding Details

The Tax Form: Review page displays information based on the type of details that you update: federal or state.

When you modify the Federal W-4 details and click Continue, you can view the Federal W-4 PDF with the latest information. Click Submit to save changes to the federal tax record of the employee. The federal changes are also saved to the employee's assignment in the Federal Tax Rules window in Oracle US Payroll.

For State W-4 changes, the Review page displays the Current and Proposed withholding values. Click Submit to save changes to the state tax record of the employee.

Functional Behavior of the States List in the Tax Form Page

The following sections provide information about the State List in the Tax Form page:

Configuring the Tax Form (W-4) (US)

This topic provides configuration information for the Tax Form pages.

For a functional overview of the Tax Form page, see: Tax Form (W-4) (US)

Menu and Function Names

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

User Menu Name Function Name Prompt
Employee Self Service Online Tax Forms Tax Form

See: Defining Menus for SSHR

Workflow

The following workflow processes are delivered in the HRSSA Item Type (hrssa.wft):

Workflow Process Display Name:

Configurable Workflow Attributes:

Not applicable

Configurable Tips and Instructions in the Tax Form Pages

Message Field Page
PAY_US_OTF_W4_MULJOB_OVW Multiple Jobs or Spouse Works Overview
PAY_US_OTF_W4_CLAIMDEP_OVW Claim Dependents Overview
PAY_US_OTF_W4_OTHERINC_OVW Other Income (not from jobs) Overview
PAY_US_OTF_W4_DEDUCTIONS_OVW Deductions Overview
AY_US_OTF_W4_EXTRAWITH_OVW Extra Withholding Overview
PAY_US_OTF_W4_CLAIMDEP_UPD Claim Dependents Update
PAY_US_OTF_W4_OTHERINC_UPD Other Income (not from jobs) Update
PAY_US_OTF_W4_DEDUCTIONS_UPD Deductions Update
PAY_US_OTF_W4_EXTRAWITH_UPD Extra Withholding Update

Tips and Instructions in the Page Regions

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

See: Adding Instructions to a Web Page

Configurable Tips and Instructions for State W-4 Forms

As there are there are individual State W-4 forms, it may be necessary to display additional details to employees in the State W-4 page. Generic text is displayed on the State W-4  pages using the Messages OAF page property. These messages can be configured as per state specific requirements. Create a new message with the message name as <GENERIC_MESSAGE_NAME>_<STATE_ABBREV> to display additional or different details for a specific state. The Self-Service page will utilize the state specific message if found. If the state specific message is not found, then the generic message is displayed. For example, the local form name is displayed for New York as "New York Local Form" using the Generic message PAY_US_OSTF_LOCAL_FORM_NAME. If it is necessary to display the Local form name as, New York City Tax Form, then create a message PAY_US_OSTF_LOCAL_FORM_NAME_NY (Generic message name appended with the State abbreviation) with text as New York City Tax Form. After this message is saved, the application will start using the state specific form name instead of the generic name.

Following is a list of messages that can be configured for states by specifying state specific messages:

Message Name Description about the message usage
PAY_US_OSTF_DEF_TO_FED_MSG Instruction to use the default Federal W-4 values
PAY_US_OSTF_EXEMPTADDLFORM Tip message for the additional filing requirement to claim SIT Exemption
PAY_US_OSTF_EXEMPTSTAT_TXT Statutory text to claim SIT Exemption
PAY_US_OSTF_LOCAL_FORM_NAME Local Form Name
PAY_US_OSTF_STATE_FORM_NAME State Form Name
PAY_US_OSTF_STATE_LINK_MSG Message for the State Withholding form
PAY_US_OSTF_USE_FEDERAL_TIP Instructions about using Federal W-4
PAY_US_OSTF_W4_ADDLAMOUNT Tip message for the Additional Amount field
PAY_US_OSTF_W4_ALLOWANCES Tip message for the Allowances field
PAY_US_OSTF_W4_EXEMPTAMT Tip message for the Exemption Amount field
PAY_US_OSTF_W4_OPTCALC Tip message for the Optional Calculation field
PAY_US_OSTF_W4_SITEXEMPT Tip message for the SIT Exempt field
PAY_US_OSTF_W4_STINFO3 Tip message for the STA_INFORMATION3 field

Configurable Messages

The following is a list of configurable messages with their description:

Message Name Description
PAY_US_OSTF_ADD_TAX_NUMBER Validation message for Additional Amount
PAY_US_OSTF_AGREE_ERROR Error message to indicate that Agree check box must be selected
PAY_US_OSTF_EXEMPTADDLFORM_AR State specific message
PAY_US_OTF_STATE_WA_GA State Specific - GA state allowance restrictions
PAY_US_OSTF_EXEMPTADDLFORM_LA State specific message
PAY_US_OSTF_EXEMPTADDLFORM_NC State specific message
PAY_US_OSTF_EXEMPTADDLFORM_NY State specific message
PAY_US_OSTF_EXEMPTWARN Warning that SIT Exemption has been claimed
PAY_US_OSTF_NO_W4FORM Message for states without W-4 form
PAY_US_OSTF_NO_WHSTATES Message for employee with no tax withholding States
PAY_US_OSTF_USE_FEDERAL_MSG Message about using Federal W-4, directing to Tip
PAY_US_OSTF_USE_FEDERAL_TIP_AR State specific message
PAY_US_OSTF_USE_FEDERAL_TIP_CA State specific message
PAY_US_OSTF_USE_FEDERAL_TIP_GA State specific message
PAY_US_OSTF_USE_FEDERAL_TIP_MA State specific message
PAY_US_OSTF_USE_FEDERAL_TIP_MN State specific message
PAY_US_OSTF_USE_FEDERAL_TIP_NY State specific message
PAY_US_OSTF_USE_FEDERAL_TIP_VT State specific message
PAY_US_OSTF_USE_FEDERAL_TIP_WI State specific message
PAY_US_OSTF_USE_ONLY_FED Message that only Federal W-4 is supported
PAY_US_OSTF_W4_OVERALLOW Message that allowances are above the threshold
PAY_US_OSTF_W4_STINFO3_AZ Arizona specific details for the AZ4AV field
PAY_US_OTF_W4_FITEXEMPT Tip message for the FIT Exempt field
PAYSS_STATEW4_EXEMPT_STATUS Message that Exempt selection clears Allowances and Additional Amount
PAYSS_W4_NO_CHANGES Message to indicate no changes were made for State W-4 details
PAYSSW4_STATE_EXEMPT_MSG Message that Exempt selection will be forwarded to the Tax department

Configurable FlexFields

Not applicable

Configurable Profile Options

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

HR: Online Tax Forms Update Method

This profile option determines which assignments can be updated.

The possible values are as follows:

HR: HR/Payroll Representative Source

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

Configuration Steps for the Tax Form (W-4) (US)

Review the following configuration steps and complete them, if required:

  1. Enabling exception notifications: If the necessary configuration is made, then when employees update Federal W-4 and State W-4 details, the designated HR/Payroll Representative receives exception notifications. To enable the exception notifications, set the W4 Notifications field to Yes. W4 Notifications is available under Reporting Preferences, Additional Organization Information at the Business Group and HR Organization levels. The application uses the organization level preference if found. Otherwise the business group level preference will be used. If W4 Notifications is set to Yes, then exception notifications are sent. A few examples of exception scenarios are: selection of exemption or the number of allowances is greater than the threshold limit. See Business Groups and HR Organizations: Entering Reporting Preferences, Oracle HRMS Enterprise and Workforce Management Guide (US) for more information.

  2. Set the HR: HR/Payroll Representative Source profile option to determine the designated contact person to whom notifications of Federal W-4 or State W-4 changes must be sent.

  3. Set the HR: Online Tax Forms Update Method profile option to the required value. For employees with multiple assignments, W-4 details of only the primary assignment are shown in the Online Tax Form. When changes are submitted from the Online Tax Form, by default changes are made to the tax records corresponding to the primary assignment.

  4. Only State Withholding form links are Oracle delivered. You can override the Oracle-delivered State Withholding form links and/or configure Local Withholding form links, if required.

Setting Document Delivery Preferences

As an employee, use the Document Delivery Preferences page to choose online or paper delivery or both for the following documents.

Access the Document Delivery Preferences page by clicking the Document Delivery Preferences link in the Employee Self-Service responsibility. This page has following regions:

Document Delivery Preferences Header

The header region displays the employee name, the organization email address, the employee number, and the employee's business group.

Electronic Delivery Consent

Use this section to enter your preferences for the document delivery. Click Update to opt for a delivery method and the address to which you want to receive the Employee W-2 form.

The following tables list the documents and the preferences that you can set for these documents.

US Legislation
Document Type Delivery Method Delivery Address Preference
Employee W-2 Yes Yes
Payslip Yes Not Applicable
Canadian Legislation
Document Type Delivery Method Delivery Address Preference
T4 Slip Yes Not Applicable
T4A Slip Yes Not Applicable
RL1 Slip Yes Not Applicable
RL2 Slip Yes Not Applicable

Specifying Delivery Method and Delivery Address Preferences

The Date field displays the system date. Click Update to opt for a delivery method and the address to which you want to receive the document. Note that the delivery address preference is applicable to the W-2 form only.

  1. In the Delivery Method field, select either the Online or the Paper check box.

    • If you select the Online check box and leave the Paper check box blank, then you will only receive your document online.

    • If you select the Paper check box and leave the Online check box blank, then you will only receive a paper copy.

    • If you select both options, then you will receive both an online and a paper copy. At any time, you can withdraw your consent by deselecting the Online check box and selecting Paper as your delivery preference.

  2. In the Delivery Address Preference field, select a delivery address if you want the paper W-2 form sent to you. This field lists the following options:

    • Work Address

    • Mailing Address

    • Resident Address

  3. Select a delivery address preference to receive a paper copy of the W-2 form. If you do not select a delivery address preference or leave the field blank, then by default, the document is sent to your resident address.

    • If you prefer to have your document mailed to an alternate address, such as a mailing address, then select the mailing address as your delivery address preference.

    • If no address (associated with your selection preference) is defined in the Other Address region of the Personal Information page, then your resident address is used to send the W-2 form.

After you specify your delivery preferences, select the consent check box to save the record.

Configuring the Document Delivery Preferences Page

Configuration Details for the Document Delivery Preferences Page

This topic provides configuration information for the Document Delivery Preferences page.

Menu and Function Names

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

User Menu Name Function Name
Employee Self Service Document Delivery Preferences

Workflow

Not applicable

Configurable Tips and Instructions

See: Configuring Web Pages

Region Name Tip Type Message Name
Electronic Delivery Consent Instruction dpHeaderOtherInformation
This field is hidden by default in the PayDocPreferencesPG XML page. To add a custom message, you must first display this field using Personalization.

See: Adding Instructions to a Web Page

Configurable FlexFields

Not applicable

Configurable Profile Options

Not applicable

Viewing 1099-R Information Return

The Form 1099-R Information Return page enables:

Prerequisite Step : To enable employees or retirees to view their 1099-R and corrected 1099-R forms online, a payroll administrator must run the following concurrent programs respectively:

The Form 1099-R Information Return page presents the following regions:

Employee Details

This region displays the name of the employee or retiree who has logged into the self-service page, the employee's number, the organization email address, and the business group.

1099-R Information

If there is more than one 1099-R form, then select the organization and year for which you want to view details. A bar graph is provided that displays federal gross distributions amounts (Box 1) and federal income tax withheld amounts (Box 4) for the current and previous reporting years

View or Download 1099-R

Use this region to view and download the 1099-R form and the corrected 1099-R form as PDF files inline in a browser window.

Note: The application displays the 1099-R form in the browser window by default. Do not download the forms to your local machine for security reasons, for example, if you are using a shared computer.

Configuring the Form 1099-R Information Return Page

Configuration Details for the Form 1099-R Information Return Page

The following sections provide configuration details:

Menu and Function Names

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

User Menu Name Function Name
Employee Self Service 1099-R Information Return
Payroll Professional 1099-R Information Return Search

Workflow

Not applicable

Configurable Tips and Instructions

See: Configuring Web Pages

You can configure tips and instructions in the 1099RPG.xml page.

See: Adding Instructions to a Web Page

Configurable FlexFields

Not applicable

Configurable Profile Options

Profile Configurable Level Values Default
HR: Original 1099-R on or before (MM/DD) Site, Application, Responsibility, User    
HR: View Online 1099-R From Date (MM/DD/YYYY) Site, Application, Responsibility, User    

HR: Original 1099-R on or before (MM/DD)

Applies to the 1099-R Information Return-PDF. The 1099-R Information Return-PDF must be marked as Corrected if the data is changed after it was originally archived and the 1099-R form was already issued to the person. When set to a month and day, this profile option date value is used to compare to the date the data is archived. The Year End Pre-Process (YEPP) archives the date for an assignment action as A_ARCHIVE_DATE. If the A_ARCHIVE_DATE is found to be greater than the profile option date when the 1099-R PDF is run, then the 1099-R is printed with the “CORRECTED” check box checked.

The following section is an example of how to issue 1099-R's with the Corrected check box checked:

  1. Set the HR: Original 1099-R on or before (MM/DD) profile option to a day and month, for example, 02/01. The application will dynamically add the year as one year after the year for which the 1099-R's are being generated. In this case, the 1099-Rs are being issued for 2010, so the profile date is 02/01/2011. This is the date after which any 1099-R's will be re-issued and therefore require "Corrected" check box to be selected.

  2. On Dec 31, 2010 or any date in January 2011, you run the Year End Preprocessor as normal. This will archive the assignment action dates (A_ARCHIVE_DATE) and will also archive the profile option date.

  3. Prior to January 31st, 2011, you run the 1099-R PDF report. This will generate all 1099-R's with the Corrected box deselected.

  4. On February 15th, 2011 a retiree reports an incorrect value on their 1099-R. Balance adjustments are made for 2010 to correct their data. 5. The retiree's data is rearchived. Then the 1099-R PDF process is rerun for this person (A_ARCHIVE_DATE gets set to 02/15/2011 which is later than the profile option date of 02/01/2011), and now their 1099-R is printed with the Corrected check box selected as required.

HR: View Online 1099-R From Date (MM/DD/YYYY)

Set the HR: View Online 1099-R From Date (MM/DD/YYYY) profile option to control the display of prior years' 1099-R information returns that employees and payroll professionals can view and download using the Employee Self-Service and Payroll Professional responsibilities. Only those 1099-R information returns that are generated on and after the date set in this profile option are available for viewing online. This profile option can be set at the site, application, responsibility, and user level.

Additional Configuration Steps:

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

Enter the following information:

  1. Document Type: This specifies the type of document for which the following fields will be configured. Select 1099R or Corrected 1099R depending on the document type.

    • Online: This is a Yes or No field that determines whether or not to display 1099-R or corrected 1099-R PDF forms online to employees working in the current business group. If you select No, then the PDF will not be displayed.

    • Paper: This is a Yes or No field that determines whether or not to print the employee's 1099-R or corrected 1099-R form. Setting this option to Yes or No will have no effect on the "Online" preference setting.

  2. Template: Select the template to be used for displaying the 1099-R or corrected 1099-R form online. All of these templates are maintained under the XDO template manager and are available through the XML Publisher responsibility. If this field is left blank, then the seeded template is used for displaying the 1099-R or corrected 1099-R forms online.

  3. XML Code: Leave this field blank as it does not apply.

  4. Effective Date: Leave this field blank or enter a date prior to or equal to the system date. If you enter a date which is later than the system date, then no online 1099-R or Corrected 1099-R will be shown.

  5. Payslip Employer Address: Leave this field blank as it does not apply.

  6. Display Payslip GRE Addr From: Leave this field blank as it does not apply.

  7. Offset Criteria: Leave this field blank as it does not apply.

  8. Display Rate Detail Section: Leave this field blank as it does not apply.

  9. The online 1099-R or Corrected 1099-R self-service preferences can be overridden at organization and location levels. The order of precedence goes to Location, Organization, and then Business Group. Location level templates override any templates set at any other level. Templates specified at the HR Organization level override templates specified at the Business Group level.

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

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

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

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

The Form W-2 Wage and Tax Statement page:

Note: Your system administrator can set the HR:Mask National Identifier in Year End Forms (Yes/No) profile option to mask all but the last 4 digits of the recipient's SSN on the W-2 and W2c forms.

Setting Document Delivery Preferences

Use the Document Delivery Preferences page for selecting online or paper delivery, or both of your Employee W-2 and Employee W-2c. You can specify your address preference if you want to receive paper copies. See Setting Document Delivery Preferences for more information.

Using the Form W-2 Wage and Tax Statement Page

The Form W-2 Wage and Tax Statement page presents the following regions:

Form W-2 Wage and Tax Statement Header

This region displays the name of the employee who has logged into the self-service page, the employee's number, the organization email address, and the business group.

W2 Information

View annual earnings and tax withholding in a graphical format. A bar graph displays amounts for Box 1 (annual federal wages) and Box 2 (annual federal income tax withheld) for the current and previous reporting years for comparison purposes.

View or Download W2

This region displays the following documents as a PDF file. You can view the PDF file inline in a browser window.

Note: The application displays the W-2 and W2c forms in the browser window by default. Do not download the forms to your local machine for security reasons, for example, if you are using a shared computer.

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

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

The following sections provide configuration details:

Menu and Function Names

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

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

Workflow

The workflow details for this module are listed below:

Workflow Process Display Name:

Pay Employee W2 Process

Configurable Workflow Attributes:

Not applicable

Configurable Tips and Instructions

See: Configuring Web Pages

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

Configurable FlexFields

Not applicable

Configurable Profile Options

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

HR: HR/Payroll Representative Source

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

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

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

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

HR: View Online W-2 From Date (MM/DD/YYYY)

Set the HR: View Online W-2 From Date (MM/DD/YYYY) profile option to control the display of W-2s that employees can view and download using the Employee Self-Service responsibility. Only those W-2s that are generated after the date set in this profile option are available for viewing online. This profile option can be set at the site, application, responsibility, and user level.

Additional Configuration Steps:

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

Enter the following information:

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

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

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

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

    Important: In the Template field:

    • Ensure that you set the latest template to report all the information in the Box 14 fields in the online Employee W-2 PDFs.

    • Ensure that you set the appropriate template to enable employees to view or download their W-2 PDFs using the mobile app for Oracle Self-Service Human Resources. For example, to generate W-2 PDFs for 2020, the Template field must be set to "Form W-2 2020." Refer to My Oracle Support Knowledge (Document 2105189.1), Oracle Mobile Self-Service Human Resources for Oracle E-Business Suite Release Notes for information about the mobile app.

  3. XML Code: Leave this field blank as it does not apply.

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

  5. Payslip Employer Address: Leave this field blank as it does not apply.

  6. Display Payslip GRE Addr From: This feature is not available so the field can be left blank.

  7. Offset Criteria: This field is only applicable to the PDF Payslip so it should be left blank.

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

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

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

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

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

Configuring the Predefined XML Templates

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

Displaying Tax Information for Ex-Employees

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

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

PAY_MGR_W2_EMP_SEARCH (Employee Search for W-2)

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

Online Payslip (US)

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

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

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

The Payslip page appears when you click the Payslip function in the Employee Self-Service responsibility. View your payslip details and download a PDF version.

Setting Document Delivery Preferences

Use the Document Delivery Preferences page for selecting online or paper delivery, or both of your payslip. See Setting Document Delivery Preferences for more information.

Payslip Regions

The Payslip page presents the following information.

Payslip Header

This region displays the name of the employee who has logged into the self-service page, the employee's number, the organization email address, and the business group.

Pay Information

Pay Information region:

This region presents two pie-charts that display components of the current pay amount and the year-to-date pay amount in a graphical format. You can view gross earnings for the current pay amount and the year-to-date amount. The components of the current amount and the year-to-date amount include the following. Each component value is expressed as a percentage.

Select a Payslip

Select a date range if you want to view payslip for a specific period or if you leave the date range fields blank, then the Choose a Payslip field displays a list of all the available payslips.

HTML Payslip

Select a pay period in the Choose a Payslip field to view the applicable payslip details.

PDF Payslip

Select a pay period in the Choose a Payslip field and click the PDF icon next to the field to view the applicable payslip details payslip inline in a browser window. Alternatively, use the Quick Select Payslip region to quickly view a payslip report.

Note: The application displays the payslip in the browser window by default. Do not download the forms to your local machine for security reasons, for example, if you are using a shared computer.

Quick Select Payslip

Based on the date range, all the available payslips are displayed in this region in the reverse chronological order. Select a report to view inline in a browser window. The document can be downloaded if required using the applicable option in the PDF pane.

Configuring Online Payslip (US)

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

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

Menu and Function Names

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

User Menu Name Function Name
Employee Self-Service Payslip

See: Defining Menus for SSHR

Workflow

The workflow details for this module are listed below:

Workflow Process Display Name:

Not applicable

Configurable Workflow Attributes:

Not applicable

Configurable Tips and Instructions

Not applicable

Configurable FlexFields

Not applicable

Configurable Profile Options

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

HR:View Payslip From Date for WEB

This profile option determines how many payroll periods a user can view in the online payslip. Set this profile option to a date on or after which payslips will be available for viewing by employees in Self-Service. If this profile option is not set then the user will receive a message that there are no payslips available for viewing.

Additional Configuration Options

  1. Define Additional Information

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

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

  2. Add Custom Code to Existing XML

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

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

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

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

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

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

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

  3. Configure the XML Payslip Using Self Service Preference EIT

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

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

    The fields Template, XML Code, and Effective Date are specific to the PDF payslip and the remaining fields are common for both OAF and PDF payslips. The Number of Payslips to Display field controls the number of payslips displayed in the Choose a Payslip drop-down list in the self-service page. In this field, you can enter a number between 1 and 50 to indicate the number of payslips that can be displayed in the Choose a Payslip list. The default value for the field is 10.

    Important: In the Template field, ensure that you set the appropriate template to enable employees to view or to download their payslips in the PDF format using the mobile app for Oracle Self-Service Human Resources. Refer to My Oracle Support Knowledge (Document 2105189.1), Oracle Mobile Self-Service Human Resources for Oracle E-Business Suite Release Notes for information about the mobile app.

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

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

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

  4. Display Federal W-4 Form Fields on the Online Payslip, if Required

    You can optionally display the following Federal W-4 form fields on the self-service Payslip page for employees. By default, the predefined XML template for the online payslip does not report these fields.

    • Multiple Jobs or Spouse Works

    • Claim Dependents

    • Other Income (not from jobs)

    • Deductions

    To report the Federal W-4 form fields on the online payslip, complete the following steps:

    1. Add the fields to the applicable location in your custom payslip template. Use the following sample XML output as an example. This sample shows the US_WITHHOLDINGS tag with the Federal W-4 form fields. Note that while modifying the template, update the field labels according to your own business requirements.

              <US_WITHHOLDINGS>
         <TAX_TYPE>Federal</TAX_TYPE>
         <STATUS>Married filing jointly (or  Qualifying widow(er))</STATUS>
         <EXEMPTIONS>0</EXEMPTIONS>
          <ADDITIONAL_AMOUNT>5</ADDITIONAL_AMOUNT>
          <OVERRIDE_AMOUNT>0</OVERRIDE_AMOUNT>
          <OVERRIDE_PERCENTAGE>0</OVERRIDE_PERCENTAGE>
          <FIT_WAGE_ACCUMULATION_FLAG>N</FIT_WAGE_ACCUMULATION_FLAG>
          <SECONDARY_EXEMPTIONS></SECONDARY_EXEMPTIONS>
         <MULTIPLE_JOBS_OR_SPOUSE_WORKS>Y</MULTIPLE_JOBS_OR_SPOUSE_WORKS>
          <CLAIM_DEPENDENTS>5</CLAIM_DEPENDENTS>
         <OTHER_INCOME>1</OTHER_INCOME>
         <DEDUCTIONS>2</DEDUCTIONS>
         </US_WITHHOLDINGS>

    2. Use Personalization to display the fields on the online Payslip page in self-service. By default these fields are hidden, that is, the Rendered property is set to False. To report these fields on the payslip, complete the following steps to personalize the payslip page to set the Rendered property to True for these four fields.

      1. Navigate to Work Structures > Organization > Description and query the business group.

      2. Click Others > Self Service Preferences > Select "Payslip" and remove any template value and save.

      3. Using the applicable responsibility, navigate to self-service and access the Payslip function.

      4. Click the Personalize Page link on the Payslip page. By default the Federal Form W-4 fields are not visible.

      5. On the Personalize Page: Payslip page, search for one of the fields, for example, Claim Dependents.

        1. Ensure that all the four fields are available.

        2. For each one of the fields, click the icon in the Personalize column.

        3. In the next page, find the Rendered field under the first column.

        4. Change the value from Inherit to True in the available list of values under the Employee Self-Service responsibility column .

        5. Click Apply.

        6. Repeat the same steps for the remaining three fields.

      6. Click the Return to Application link at the bottom of the page.

  5. Run the Prepayments process.

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

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

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

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

  8. View Online Payslip Using SSHR

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

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

Paycheck Modeling (US)

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

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

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

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

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

Using Paycheck Modeling

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

Configuration Information for Paycheck Modeling (US)

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

For information about the generic Payslip Modeler, see: Using Payslip ModelerSetting up Payslip Modeler, Oracle Payroll Processing Management Guide

Menu and Function Names

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

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

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

Workflow

Not Applicable

Personalization of Paycheck Modeling Pages

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

Welcome Page

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

Generate Model Paycheck Page

Following information can be personalized:

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

Below are the context names for each of the regions. These flexfield contexts are available with the 'Extra Assignment Information' EIT.

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

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

Pay Information Region:

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

Address Details Region:

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

TTax Withholding Details Region:

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

In the Tax Withholding Details region, the following fields can be used when modeling a payslip for 2020 and later:

See Configuring Online Payslip (US) for information about these fields.

Earnings Region:

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

Deductions Region:

Field Name Segment Name
Select Deductions Type Input
Value Value
Default Value Default Value

Configurable Profile Options

Setup Steps

The following sections provide setting up information.

Set Up the Modeling Availability Rule

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

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

  2. Query the required payroll definition.

  3. Click Further Information.

  4. Set the following fields:

    Modeling Availability Rule to either Available or Unavailable.

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

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

Add the Simulation Details Extra Information to the Required Responsibility

  1. Navigate to the Information Types Security window.

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

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

Configure Earnings and Deductions to be Available for Modeling

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

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

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

Define Element Exclusion Set

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

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

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

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

Details of the XML Template:

Name: US Payroll Simulator Template

Code: PAYUSPSSM

Application: Payroll

Data Definition: US Payroll Simulator Data Definition

Type: RTF

Default Output Type: PDF

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

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

Rules that Apply to the Paycheck Modeling (US) Function

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

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

Processing of Involuntary Deductions in Paycheck Modeling:

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

Configuration Steps to Display Dates on Online Payslip (US)

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

Define Descriptive Flexfield Segments

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

Complete the Configuration Steps to Display Dates on Online Payslip

  1. Log in to the Oracle HRMS responsibility.

  2. Go to Other Definitions.

  3. Navigate to the Table Values window.

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

Defining the new Column Values

  1. Navigate to the Table Structure window.

  2. Query the table: ONLINE_PAYSLIP_DATE_CONTROL_TBL

  3. Click the Columns button.

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

  5. Save the changes and close the Columns window.

  6. Click the Rows button.

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

Defining the Table Values

  1. Navigate to the Table Values window.

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

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

  4. Define value 'Y' in the corresponding value field.

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

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

  6. Save your work.

Online Payslip (Canada)

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

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

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

The Payslip page appears when you click the Payslip function in the Employee Self-Service responsibility. View your payslip details and download a PDF version.

Payslip Regions

The Payslip page presents the following information.

Payslip Header

This region displays the name of the employee who has logged into the self-service page, the employee's number, the organization email address, and the business group.

Pay Information

Pay Information region:

This region presents two pie-charts that display components of the current pay amount and the year-to-date pay amount in a graphical format. You can view gross earnings for the current pay amount and the year-to-date amount. The components of the current amount and the year-to-date amount include the following. Each component value is expressed as a percentage.

HTML Payslip

Select a pay period in the Choose a Payslip field to view the applicable payslip details.

Quick Select Payslip

All the available payslips are displayed in this region in the reverse chronological order. Select a report to view or download the payslip in PDF format.

Configuring the Online Payslip (Canada) Page

This topic provides configuration information for the Online Payslip (Canada) page.

Menu and Function Names

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

User Menu Name Function Name
Employee Self-Service Payslip

See: Defining Menus for SSHR

Workflow

The workflow details for this module are listed below:

Workflow Process Display Name:

Not applicable

Configurable Workflow Attributes:

Not applicable

Configurable Tips and Instructions

Not applicable

Configurable FlexFields

Not applicable

Configurable Profile Options

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

HR:View Payslip From Date for WEB

This profile option determines how many payroll periods a user can view in the online payslip. Set this profile option to a date on or after which payslips will be available for viewing by employees in Self-Service. If this profile option is not set then the user will receive a message that there are no payslips available for viewing.

Additional Configuration Options

  1. Define Additional Information

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

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

  2. Append Custom Code to Existing XML

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

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

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

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

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

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

  3. Configure the XML Payslip Using Self Service Preference EIT

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

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

    The fields Template, XML Code, and Effective Date are specific to the PDF payslip and the remaining fields are common for both OAF and PDF payslips. The Number of Payslips to Display field controls the number of payslips displayed in the Choose a Payslip drop-down list in the self-service page. In this field, you can enter a number between 1 and 50 to indicate the number of payslips that can be displayed in the Choose a Payslip list. The default value for the field is 10.

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

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

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

  4. Run the Prepayments process.

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

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

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

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

  7. View Online Payslip Using SSHR

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

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

Payslip Modeling (Canada)

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

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

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

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

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

The Payslip Modeling feature consists of the following processes:

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

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

Using Payslip Modeling

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

Agree to Terms and Conditions:

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

Model Payslip:

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

View and Print Model Payslip

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

Examples of Payslip Modeling Scenarios (Canada)

This topic provides examples on payslip modeling scenarios.

See: Payslip Modeling (Canada)

Example 1

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

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

Example 2

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

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

Example 3

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

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

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

Example 4

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

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

Configuration Information for Payslip Modeling (Canada)

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

For information about the generic Payslip Modeler:

See: Using Payslip Modeler

Setting up Payslip Modeler, Oracle Payroll Processing Management Guide

Menu and Function Names

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

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

Workflow

Not Applicable

Personalization of Paycheck Modeling Pages

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

Welcome Page

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

Generate Model Payslip Page

You can personalize the following information:

The fields displayed in the Generate Model Paylsip page regions are configured based on Descriptive Flexfield Contexts. If any of the fields in these regions are to be hidden or made read-only, then it can be done by specifying the list of segments to be displayed and those to be displayed as Read-Only. The instructions about setting up the "Descriptive Flexfield Segment List" are specified in the "Oracle Applications Framework Developer Guide". For specifying the Segment List, it is necessary to know the Flexfield Context and segment names corresponding to each region. Note that the names displayed on the page for each field correspond to the Prompt information. The actual segment name will be different. The segment name should be used in the Segment List.

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

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

Region Context Code
Simulation Display Region for CA CA_SIMULATION_DISPLAY
Address Related Details CA_SIMULATION_REGION1
Tax Information Details CA_SIMULATION_REGION2
Earnings and Hours CA_SIMULATION_REGION3
Deductions CA_SIMULATION_REGION4

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

Simulation Display Region for CA Region:

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

Address Related Details Region:

Field Name Segment Name
Work Location Work Location
Employment Province Employment Province
Override Province Override Province

Tax Information Region:

Field Name Segment Name
Federal Tax Exempt Federal Tax Exempt
Federal Total Claim Amount Federal Total Claim Amount
Additional Federal Tax Additional Federal Tax
Feeral Prescribed Zone Deduction Federal Prescribed Zone Dedn.
Federal Commission Remuneration Federal Comm. Remuneration
Federal Annual Deduction Amount Fed. Annual Deduction Amount
Federal Labour Sponsored Fund Contribution Fed. Lbr Spnsrd Funds Contri
Provincial Tax Exempt Provincial Tax Exempt
Provincial Total Claim Amount Provincial Total Claim Amount
Additional Provincial Tax Additional Provincial Tax
Provincial Commission Remuneration Prov. Comm. Remuneration
Provincial Commission Expenses Prov. Comm. Expenses
Provincial Annual Deduction Amount Prov. Annual Deduction Amount
Provincial Labour Sponsored Funds Contribution Prov. Lbr Spnsrd Funds Contri
Number of Dependents Number of Dependents
Number of Disabled Dependents Number of Disabled Dependents

Earnings Region:

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

Deductions Region:

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

Configurable Profile Options

Setup Steps

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

Set Up the Modeling Availability Rule

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

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

  2. Query the required payroll definition.

  3. Click Further Information.

  4. Set the following fields:

    Modeling Availability Rule to either Available or Unavailable.

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

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

Add the Simulation Details Extra Information to the Required Responsibility

  1. Navigate to the Information Types Security window.

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

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

Configure Earnings and Deductions to be Available for Modeling

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

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

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

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

Define Element Exclusion Set

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

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

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

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

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

Details of the XML Template:

Name: CA Payroll Simulator Template

Code: PAYCAPSSM

Application: Payroll

Data Definition: CA Payroll Simulator Data Definition (PAYCASIMPAYSLIP)

Type: RTF

Default File: PAYCAPSSM_en.rtf

Default Output Type: PDF

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

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

Changes to Self-Service Menus for Canada

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

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

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

  1. Add Canadian functions to Canadian specific menus.

    • Navigate to the Menus window.

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

      • Employee Self-Service Menu

        Name: CA_EMPLOYEE_SELF_SERVICE

        User Menu Name: CA Employee Self Service

        Add the following functions:

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

      • Payroll Professional Menu

        Name: CA_PAYROLL_PROFESSIONAL

        User Menu Name: CA Payroll Professional

        Add the following functions:

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

  2. Create two new responsibilities for the menus.

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

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

  3. Attach the responsibilities to users.

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

Employee T4

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

Based on the options selected in the Document Delivery Preferences page, employees can elect to receive their T4 slip online, printed, or both. See Setting Document Delivery Preferences for more information.

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

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

Note: The application displays the T4 document in the browser window by default. Do not download the forms to your local machine for security reasons, for example, if you are using a shared computer.

Viewing T4 as a Payroll Professional

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

Employee T4A

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

Based on the options selected in the Document Delivery Preferences page, employees can elect to receive their T4A slip online, printed, or both. See Setting Document Delivery Preferences for more information.

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

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

Note: The application displays the T4A document in the browser window by default. Do not download the forms to your local machine for security reasons, for example, if you are using a shared computer.

Viewing T4A as a Payroll Professional

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

Configuring Employee T4 and T4A Modules

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

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

If you are a new Canadian customer who has implemented Oracle HRMS R12.2.5, then these functions are not available with the predefined responsibilities. To make these self-service functions available to your employees and payroll professionals, complete the setup steps listed in the topic: Changes to Self-Service Menus for Canada

Menu and Function Names

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

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

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

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

See: Defining Menus for SSHR

Workflow

Not applicable

Workflow Process Display Name:

Not applicable

Configurable Workflow Attributes:

Not applicable

Configurable Tips and Instructions

Employee T4

Tip Type Message Name
Error PAY_74166_NO_T4_TO_VIEW_WEB
Error PAY_74165_NO_SS_PREF_T4_WEB
Error PAY_74167_T4_INVALID_SETUP

Employee T4A

Tip Type Message Name
Error PAY_74169_NO_SS_PREF_T4A_WEB
Error PAY_74170_NO_T4A_TO_VIEW_WEB
Error PAY_74167_T4_INVALID_SETUP

Configurable FlexFields

Not applicable

Configurable Profile Options

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

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

Additional Configuration Steps

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

    Business Group

    HR Organization

    Location

    Person

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

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

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

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

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

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

        • T4 Slip

        • T4 Instructions

        • T4 Amendment PDF

        • T4 Amendment Instructions

        • T4 Cancellation PDF

        • T4 Cancellation Instructions

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

        • T4A PDF Template

        • T4A PDF Error Report

        • T4A Amendment PDF

        • T4A Amendment PDF Error Report

        • T4A Cancellation PDF

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

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

      • Paper

      • XML Code

      • Effective Date

      • Payslip Employer Address

      • Display Payslip GRE Addr

      • From Offset Criteria

      • Display Rate Detail Section

      • Offset Criteria

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

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

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

  3. Complete the following steps to ensure that the statutory reporting name is printed on the T4 and T4A self-service PDFs.

    1. Enter or query the GRE in the Organization window.

    2. In the Organization Classifications region, select GRE/Legal Entity.

    3. Click Others, and select Employer Identification.

    4. Click in the Additional Organization Information field to open the Employer Identification window.

    5. Enter the statutory reporting name. Note that if the Statutory Reporting Name field is left blank, then the GRE name is printed on the T4 and T4A self-service PDFs.

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

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

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

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

    2. Query the CAYE_ONLINE_SLIPS_DISPLAY_CONTROL_TBL table.

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

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

    5. Query the form with table value as CAYE_ONLINE_SLIPS_DISPLAY_CONTROL_TBL.

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

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

Employee RL1

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

Based on the options selected in the Document Delivery Preferences page, employees can elect to receive their RL1 slip online, printed, or both. See Setting Document Delivery Preferences for more information.

The PDFs are available if the employee's payroll data is archived in either the Provincial Year End Preprocess or amendment year end preprocess or has cancelled PDFs.

When an employee logs in and clicks the Employee RL1 link in their self-service responsibility, the latest RL1 PDF will be shown inline in a browser window if the Provincial Year End Preprocess is run for that user. Otherwise, the application displays a note that the RL1 is not available for that specific year. If for the user Payroll Archive process is run for multiple years, then initially the application displays the latest archive RL1 PDF. A bar graph displays income and tax amounts for the current and previous reporting years for comparison purposes.

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

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

Note: The application displays the RL1 document in the browser window by default. Do not download the forms to your local machine for security reasons, for example, if you are using a shared computer.

Viewing RL1 as a Payroll Professional

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

Employee RL2

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

Based on the options selected in the Document Delivery Preferences page, employees can elect to receive their RL2 slip online, printed, or both. See Setting Document Delivery Preferences for more information.

The PDFs are available if the employee's payroll data is archived in either the Provincial Year End Preprocess or amendment year end preprocess or has cancelled PDFs.

When an employee logs in and clicks the Employee RL2 link in their self-service responsibility, the latest RL2 PDF will be shown inline in a browser window if the Provincial Year End Preprocess is run for that user. Otherwise, the application displays a note that the RL2 is not available for that specific year. If for the user Provincial Year End Preprocess is run for multiple years, then initially the application displays the latest archive RL2 PDF. A bar graph displays income and tax amounts for the current and previous reporting years for comparison purposes.

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

Note: The application displays the RL2 document in the browser window by default. Do not download the forms to your local machine for security reasons, for example, if you are using a shared computer.

Viewing RL2 as a Payroll Professional

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

Configuring Employee RL1 and RL2 Modules

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

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

If you are a new Canadian customer who has implemented Oracle HRMS R12.2.5, then these functions are not available with the predefined responsibilities. To make these self-service functions available to your employees and payroll professionals, complete the setup steps listed in the topic: Changes to Self-Service Menus for Canada

Menu and Function Names

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

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

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

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

See: Defining Menus for SSHR

Workflow

Not applicable

Workflow Process Display Name:

Not applicable

Configurable Workflow Attributes:

Not applicable

Configurable Tips and Instructions

Employee RL1

Tip Type Message Name
Error PAY_74173_NO_RL1_TO_VIEW_WEB
Error PAY_74172_NO_SS_PREF_RL1_WEB
Error PAY_74174_RL1_INVALID_SETUP

Employee RL2

Tip Type Message Name
Error PAY_74169_NO_SS_PREF_T4A_WEB
Error PAY_74170_NO_T4A_TO_VIEW_WEB
Error PAY_74167_T4_INVALID_SETUP

Configurable FlexFields

Not applicable

Configurable Profile Options

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

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

Additional Configuration Steps

Payslip Modeling (Mexico)

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

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

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

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

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

The Payslip Modeling feature consists of the following processes:

Note: Users cannot run the payslip modeling process, if there is a prepayment or costing process already executed for the current pay period. The employee data remains absolutely unaffected by the simulation process. Users must first agree to the Usage Terms and Conditions in the Welcome page before they can begin modeling their payslip.

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

Using Payslip Modeling

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

Agree to Terms and Conditions:

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

Model Payslip:

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

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

View and Print Model Payslip

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

Configuration Information for Payslip Modeling (Mexico)

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

For information about the generic Payslip Modeler:

See: Using Payslip Modeler

See: Setting up Payslip Modeler, Oracle Payroll Processing Management Guide

Menu and Function Names

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

User Menu Name Function Name
Payroll Professional Payslip Modeling

Workflow

Not Applicable

Personalization of Paycheck Modeling Pages

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

Welcome Page

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

Generate Model Payslip Page

You can personalize the following information:

The fields displayed in the Generate Model Paylsip page regions are configured based on Descriptive Flexfield Contexts. If any of the fields in these regions are to be hidden or made read-only, then it can be done by specifying the list of segments to be displayed and those to be displayed as Read-Only. The instructions about setting up the "Descriptive Flexfield Segment List" are specified in the "Oracle Applications Framework Developer Guide". For specifying the Segment List, it is necessary to know the Flexfield Context and segment names corresponding to each region. Note that the names displayed on the page for each field correspond to the Prompt information. The actual segment name will be different. The segment name should be used in the Segment List.

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

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

Region Context Code
Simulation Display Region for MX MX_SIMULATION_DISPLAY
Location Details MX_SIMULATION_REGION1
Mexico Tax Withholding Details MX_SIMULATION_REGION2
Earnings and Hours MX_SIMULATION_REGION3
Deductions MX_SIMULATION_REGION4

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

Simulation Display Region for MX:

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

Location Details Region:

Field Name Segment Name
Work Location Work Location
Government Reporting Entity Government Reporting Entity

Mexico Tax Withholding Details:

Field Name Segment Name
Pay Run Type Pay Run Type
ISR Tax Rate ISR Tax Rate
ISR Monthly Tax Rate ISR Monthly Tax Rate
ISR Tax Annual Rate ISR Tax Annual Rate
ISR Tax Annual Rate ISR Tax Annual Rate
ISR Subsidy for Empl ISR Subsidy for Empl

Earnings Region:

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

Deductions Region:

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

Configurable Profile Options

Setup Steps

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

Set Up the Modeling Availability Rule

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

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

  2. Query the required payroll definition.

  3. Click Further Information.

  4. Set the following fields:

    Modeling Availability Rule to either Available or Unavailable.

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

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

Add the Simulation Details Extra Information to the Required Responsibility

  1. Navigate to the Information Types Security window.

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

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

Configure Earnings and Deductions to be Available for Modeling

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

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

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

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

Define Element Exclusion Set

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

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

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

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

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

Details of the XML Template:

Name: MX Payroll Simulator Template

Code: PAYMXPSSM

Application: Payroll

Data Definition: MX Payroll Simulator Data Definition

Type: RTF

Default Output Type: PDF

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

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

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

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

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

Payroll Management - EMEA

Online Payslip (South Africa)

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

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

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

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

Menu and Function Names

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

User Menu Name Function Name
Employee Self-Service Payslip

See: Defining Menus for SSHR

Workflow

The workflow details for this module are listed below:

Workflow Process Display Name:

Not applicable

Configurable Workflow Attributes:

Not applicable

Configurable Tips and Instructions

Not applicable

Configurable FlexFields

Not applicable

Configurable Profile Options

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

HR:View Payslip From Date for WEB

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

HR:Mask Characters

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

Additional Configuration Options

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

    • ZA Payslip Balances

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

    • ZA Payslip Elements

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

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

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

  3. Run the Prepayments process.

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

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

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

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

Payslip Modeling (UK)

The payslip modeling feature for the United Kingdom (UK) is a localized version of the generic payslip modeling functionality and is designed to meet local requirements.

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

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

Additional Information: You cannot run the payslip modeling process if a prepayment or costing process has already been run for the current pay period. The modeling process does not impact the data present in the application. Users must first agree to the Usage Terms and Conditions in the Welcome page before they can begin modeling their payslip. Employees can elect to print a PDF copy of their sample payslip.

For UK, the payslip modeling feature enables employees or payroll administrators to model the following information to determine the impact on payroll calculations: all types of elements like Tax Related Details, Earnings Details and Deduction details can be simulated.

Using Payslip Modeling

Payslip modeling allows you to simulate the results of a payroll run and display those results as a payslip. You can view certain personal and pay information such as employee name, job title, payroll, pay basis, and annual salary. Use the upper part of the Payslip Modeler window to change tax details and enter termination information. You can add extra Earnings, Pre Tax deductions, and Termination Payment elements if required in the lower part of the Payslip Modeler window.

As this is a simulation, the actual data is changed data within the application when running the simulation and rolled back at the end of simulation. Users can simulate custom Earnings, Pre Tax Deductions elements with Multiple Entries Allowed Flag as No. You can only simulate in current open period in which the system date falls and cannot simulate in any other past periods or future payroll periods. Click Download on the Results page to save the model payslip in PDF format.

Caution: Do not download the model payslip to your local machine for security reasons, for example, if you are using a shared computer.

Configuration Information for Payslip Modeling (UK)

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

For information about the generic Payslip Modeler, see: Using Payslip Modeler and Setting up Payslip Modeler., Oracle Payroll Processing Management Guide

Menu and Function Names

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

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

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

Set Up the REGISTER EIT PROGRAM

Complete the following post-installation steps:

  1. Navigate to the UK Super HRMS Manager > Processes and Reports > Submit Processes and Reports.

  2. Click Single Request.

  3. Select Register Extra Information Types (EITs) with the following parameters:

    • Table Name = PER_ASSIGNMENT_INFO_TYPES

    • Information Type = DEFAULT_GB_SIMULATION_REGION1

    • Multiple Rows = No

    • Legislation Code = United Kingdom

  4. Submit the concurrent program.

  5. Submit the program for the information type DEFAULT_GB_SIMULATION_REGION2.

View and Print Model Payslip

Payroll administrators can view and print sample payslip results. You can access this module from the following menus and functions:

(N) Self Service for UK Employees > Payslip Modeling > Configurable Profile Options HR: Enable Payroll Simulation

To use the payslip modeling module, the profile option HR: Enable Payroll Simulation must be set to to Yes.

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

Setup Steps

The following steps describe how to set up the payslip modeling feature.

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

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

  2. Query the required payroll definition.

  3. Click Further Information.

  4. Set the following fields: Modeling Availability Rule to either Available or Unavailable.

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

Payslip Modeling Scenario

  1. Create an employee.

  2. Attach payroll and earnings for which simulation is enabled with some value.

  3. On the Tax Information tab, enter the Tax Code, Tax Basis, and NI Category.

  4. Run quick pay for any previous month

  5. Navigate to the Self Service responsibility.

  6. Navigate to Payslip Modeling.

  7. Select Yes, I have read and I agree to the above Usage Terms and Conditions. in the Welcome to Payslip Modelling window and click Next.

  8. On the Generate Model Payslip page, enter all details and click Next.

  9. In Sample Payslip, the payslip is generated successfully with complete details.

P11D Reports (UK)

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

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

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

If required, the user can print out the information.

Menu and Function Names

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

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

Workflow

Not applicable

Configurable Tips and Instructions

Not applicable

Configurable Flexfields

Not applicable

Configurable Profile Options

Not applicable

Additional Configuration Steps

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

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

Online Payslip (UK)

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

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

Menu and Function Names

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

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

See: Defining Menus for SSHR

Workflow

The workflow details for this module are listed below:

Workflow Process Display Name:

Not applicable

Configurable Workflow Attributes:

Not applicable

Configurable Tips and Instructions

Not applicable

Configurable FlexFields

Not applicable

Configurable Profile Options

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

HR:View Payslip From Date for WEB

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

Additional Configuration Options

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

    • Payslip Balances

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

    • Payslip Elements

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

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

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

  3. Run the Prepayments process.

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

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

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

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

  6. View Online Payslip Using SSHR

    After completing the above configuration, you can view payslips through the Self-Service HR application using the Employee Self-Service responsibility. Click Payslip to view the most recent pay period's payslip. You can choose other pay periods from the drop-down list available under the Choose a Payslip region. Up to ten payslips can be selected in the drop-down list of values. To see other payslips, click on next 10 or previous 10. Alternatively, use the Quick Select Payslip region to quickly view a payslip report. Based on the date range, all the available payslips are displayed in this region in the reverse chronological order. Select a report to view or download the payslip in PDF format.

Payroll Management - APAC

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

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

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

Menu and Function Names

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

User Menu Name Function Name
Employee Self-Service Payslip

See: Defining Menus for SSHR

Workflow

The workflow details for this module are listed below:

Workflow Process Display Name:

Not applicable

Configurable Workflow Attributes:

Not applicable

Configurable Tips and Instructions

Not applicable

Configurable FlexFields

Not applicable

Configurable Profile Options

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

HR:View Payslip From Date for WEB

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

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

Additional Configuration Options

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

    • Payslip Balances

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

    • Payslip Elements

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

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

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

  3. Run the Prepayments process.

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

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

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

Self Printed Payment Summary Report (AU)

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

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

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

When a start year has been enabled, then you cannot view or search for the payment summary created earlier than the start year and later than the financial year.

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

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

Menu and Function Names

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

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

See: Defining Menus for SSHR

Workflow

The workflow details for this module are listed below:

Workflow Process Display Name:

Not Applicable

Configurable Workflow Attributes:

Not Applicable

Configurable Tips and Instructions

Not Applicable

Configurable Flexfields

Not Applicable

Configurable Profile Options

Not Applicable

Additional Configuration Steps

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

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

The Self Service Preference is defined at four levels:

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

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

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

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

Payslip Modeler (AU)

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

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

Note: Users cannot run Payslip modeling process, if there is a prepayment or costing process already executed for the current pay period. The modeling process does not impact the data present in the application.

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

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

Using Payslip Modeling

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

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

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

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

View and Print Model Payslip

Payroll administrators can view and print sample payslip results.

Configuring the Readiness Check for TFN

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

  1. Use the Payroll Professional responsibility.

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

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

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

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

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

Menu and Function Names

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

User Menu Name Function Name
Payroll Professional Payroll Dashboard

Configuration Information for Payslip Modeling (Australia)

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

For information about the generic Payslip Modeler:

See: Using Payslip Modeler

Setting up Payslip Modeler, Oracle Payroll Processing Management Guide

Menu and Function Names

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

User Menu Name Function Name
Employee Self-Service Payslip Modeling

Workflow

Not Applicable

Configurable Profile Options

Setup Steps

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

Set Up the Modeling Availability Rule

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

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

  2. Query the required payroll definition.

  3. Click Further Information.

  4. Set the following fields:

    Modeling Availability Rule to either Available or Unavailable.

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

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

Add the Simulation Details Extra Information to the Required Responsibility

  1. Navigate to the Information Types Security window.

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

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

Define Element Exclusion Set

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

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

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

Tax Declaration (India)

Employees declare their income and investments at the beginning of the financial year. The Tax Declaration module enables you to declare the tax related investments and other tax related details using the self-service interface. You can update the tax declarations any time during the financial year, other than the freeze period specified by the employer. You can submit physical proofs of earnings and investments to the employer at the proof submission time that depends on employer.

Income Tax Calculation Method

You can use the Income Tax Calculation Method page to select the New Tax Regime method to calculate the taxes. Select Yes in the New Tax Regime field to calculate taxes according to the new tax regime under section 115BAC of the income tax act. If employees select No, then the application uses the existing method to calculate the taxes.

House Rent Information

You can record the house rent details using the self-service interface. Click on the Action icon to view the House Rent Details page. You can record the rent amount for each month.

PAN of the landlord or a declaration by the landlord (if PAN is not available) is mandatory to get the HRA exemption if the annual house rent amount is greater than one lakh rupees. The attribute Proof of Landlord is set to Yes if the PAN or if a declaration by the landlord is submitted.

Details of Landlords

If you reside in different houses during the financial year, then you can provide the details of the landlords of different houses. You can enter the name, address, and PAN of the landlord including the period of stay in that particular house.

House Loan Information

You can record the house loan information in the Tax Declaration page through employee self-service interface. This can be for self-occupied property and/or let out property. You can also record for multiple properties. For a self-occupied property, these details include address of the property, date of possession, the date and amount of the loan sanctioned, the total interest amount paid during the financial, the total principal amount repaid during the financial year, if the loan is a joint loan, pre EMI interest amounts for the current and previous financial years, lender type, lender name, lenders address, and the lender's PAN.

You can record any rental income received for the financial year and the amount of municipal taxes paid for a let out property.

You can also declare the amounts for the additional deduction under section 80EE or section 80EEA.

The application calculates the Income/loss from house property based on the details provided and applies the applicable tax exemptions.

Note: Enter only the amount of interest and principal to claim in case of a joint loan and the same will be validated when the proofs are submitted.

The application calculates the deduction under section 80EE or section 80EEA based on the value of the Loan Sanctioned Date when the check box is selected.

Deductions under Chapter VI A

You can use the self-service interface to record the details for the following investments. Click the + icon to add the investments:

Other Income

You can record the amounts for profit and gains from business, long term capital gains, short term capital gains, income from any other sources, TDS paid on other income and interest on deposits.

Use the Review and Submit options to review the information provided and to submit the tax declaration.

Form 12BB

If the Form 12BB report has been run, then you can view it using the Form 12BB option. If a password has been set up at the business group level, then the you must enter the password to access the PDF.

Upload Documents of Proofs

When you submit the tax declaration, you can upload the document of proof to support these declarations using the Upload Proofs option. You can upload multiple documents for each tax deduction element. For example, if you have declared the house loans for two different houses, then you can click Show details to make sure that the document being uploaded is for the appropriate house loan.

Copy Previous Year Declaration

When you have the same set of tax declarations to make for the current financial year as that of the previous year, then you can use the Copy Previous Declaration option to copy these details.

Verifying the Tax Declaration as a Payroll Professional

Employees submit physical proofs of their earnings and investments to the employer at the proof submission time which depends on the employer.

A payroll professional can search for employees and their tax details on the Tax Declaration page by specifying the payroll.

As payroll professional, you can configure the tax declaration freeze period for employees including new joinees using Tax Declaration Information window. You can enable new employees to enter their tax declarations during the freeze period if required.

For steps on how to configure these details, see: Entering Tax Declaration Information, Oracle HRMS Enterprise and Workforce Management Guide

You can view and approve the details submitted for the house rent information or make any updates. You can validate and update the tax declarations of employees through self-service module. You can also download tax declarations of multiple employees in a Microsoft Excel file to validate and upload after reviewing.

A payroll professional can configure the documents of proof required to be submitted by the employee for each tax declaration element. A payroll professional can search for the employees and verify the documents of proof submitted by them. A payroll professional can modify the declared amount if there is any discrepancy between the declared amount and the amount verified according to the submitted proof. This will update the element entries used in the tax calculations.

Menu and Function Names

Access this module from the following menus and functions:

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

See: Defining Menus for SSHR

Workflow

The workflow details for this module are listed below:

Workflow Process Display Name:

Not Applicable

Configurable Workflow Attributes:

Not applicable

Configurable Definitions for the Personalization Framework

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

Configurable Tips and Instructions

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

See: Adding Instructions to a Web Page

Configurable FlexFields

Not applicable

Configurable Profile Options

Not Applicable

Medical Expenses (India)

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

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

The Professional User uses the self-service module to:

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

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

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

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

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

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

Menu and Function Names

Access this module from the following menus and functions:

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

See: Defining Menus for SSHR

Workflow:

The workflow details for this module are listed below

Workflow Process Display Name:

Not Applicable

Configurable Workflow Attributes:

Not Applicable

Configurable Definitions for the Personalization Framework

Region

Page Name Region Code Region Name
Medical Bill Entry InstructionList Instructions

Configurable Tips and Instructions

Not Applicable

Configurable FlexFields

Not Applicable

Configurable Profile Options

Not Applicable

Leave Travel Concession Expenses (India)

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

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

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

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

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

The professional user uses the self-service module to:

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

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

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

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

Menu and Function Names

Access this module from the following menus and functions:

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

See: Defining Menus for SSHR

Workflow

Not Applicable

Workflow Process Display Name

Not Applicable

Configurable Workflow Attributes

Not Applicable

Configurable Definitions for the Personalization Framework

Regions

Page Name Region Code Region Name
LTC Bill Entry InstructionList Instructions

Configurable Tips and Instructions

Not Applicable

Configurable FlexFields

Not Applicable

Configurable Profile Options

Not Applicable

Payslip Modeler (India)

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

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

Note: Users cannot run Payslip modeling process, if there is a prepayment or costing process already executed for the current pay period. The modeling process does not impact the data present in the application.

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

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

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

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

View and Print Model Payslip

Payroll administrators can view and print sample payslip results.

Configuration Information for Payslip Modeling (India)

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

For information about the generic Payslip Modeler:

See: Using Payslip Modeler

Setting up Payslip Modeler, Oracle Payroll Processing Management Guide

Menu and Function Names

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

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

Workflow

Not Applicable

Configurable Profile Options

Setup Steps

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

Set Up the Modeling Availability Rule

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

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

  2. Query the required payroll definition.

  3. Click Further Information.

  4. Set the following fields:

    Modeling Availability Rule to either Available or Unavailable.

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

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

Add the Simulation Details Extra Information to the Required Responsibility

  1. Navigate to the Information Types Security window.

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

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

Define Element Exclusion Set

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

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

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

Form 16 and 12BA (India)

Form 16 is a certificate of proof of the TDS deducted and deposited by the employer. When employees receives perquisites from their job, Form 12BA is provided by the employer to the employee. Perquisites are the benefits derived from a job or a position and these are in addition to salary already being paid to the employee.

The Form 16 page accessed through the Employee Self-Service responsibility, Form16 and 12BA function, enables employees to view their Form 16 and 12BA information using self-service.

When the users click the Form 16 and 12BA function, the current assessment year appears by default. They can change the assessment year to generate the Form 16 and Form 12BA reports.

Payroll professionals can search for employees using the Form 16 Search Page function. When they click the Form 16 Search Page, the Form 16 Search Page displays. They can specify any of the search criteria as follows - assessment year, payroll, employee name, assignment set, period of employment (in the Employee From and Employee To fields), department, and GRE. Users can select the Form 16 details.

Menu and Function Names

Access this module from the following menus and functions:

User Menu Name Function Name
India Employee Self Service Form 16 and 12BA
India Professional User Self Service Form 16 Search Page

See: Defining Menus for SSHR

Workflow

Not Applicable

Workflow Process Display Name

Not Applicable

Configurable Workflow Attributes

Not Applicable

Configurable Definitions for the Personalization Framework

Regions

Page Name Region Code Region Name
Form 16 and 12BA InstructionList Instructions

Configurable Tips and Instructions

Not Applicable

Configurable FlexFields

Not Applicable

Configurable Profile Options

Not Applicable

Form 12BB (India)

Form 12BB is a declaration of tax deductions that employees have made to the employer. Employees can view their Form 12BB using the self-service interface.

When users click the Form 12BB function to access the Form 12BB report using the Employee Self Service responsibility, the current assessment year appears by default. They can change the assessment year to generate the Form 12BB.

Use the Download PDF option to save a copy of the declarations made.

Payroll professionals can view the details of the employees using the Form 12BB Search page function. When payroll users click the Form 12BB Search Page option, the Form 12BB Search Page displays. They can specify any one of the criteria to search for employees - payroll, employee name, assignment set, period of employment, department, and GRE

They can select the employee to view the Form 12BB details.

Menu and Function Names

Access this module from the following menus and functions:

User Menu Name Function Name
India Employee Self Service Form 12BB
India Professional User Self Service Form12BB Search Page

See: Defining Menus for SSHR

Workflow

Not Applicable

Workflow Process Display Name

Not Applicable

Configurable Workflow Attributes

Not Applicable

Configurable Definitions for the Personalization Framework

Regions

Page Name Region Code Region Name
Form 12BB InstructionList Instructions

Configurable Tips and Instructions

Not Applicable

Configurable FlexFields

Not Applicable

Configurable Profile Options

Not Applicable

Commutation Allowance (Japan)

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

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

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

Withholding ITAX (Japan)

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

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

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

Function Names

This module can be accessed from the following function:

See: Defining Menus for SSHR

Workflow

The workflow details for this module are listed below:

Workflow Process Display Name:

Not applicable

Configurable Workflow Attributes:

Not applicable

Configurable Tips and Instructions

Not applicable

Configurable Flexfields

Not applicable

Configurable Profile Options

Not applicable

Personal Number (Japan)

The Personal Number module enables employees to enter and view their personal number and for their dependents using their self-service responsibility. An employee can enter/update Personal Number details and dependents within the entry period start and end dates. When employee leave the organization, the Personal Number details of self and dependents must be updated as 999999999999 and card expiry details with blank. For dependent, HR users update the Personal Number of dependent with 999999999999 after the retention period of records is completed. After the entry period end/closing date, employees can no longer enter/update the Personal Number details. Once entered, they can view only the number with first 8 digits are masked (XXXX-XXXX-1234 format)

HR and Payroll representatives can search, view, and update the Personal Number details of employees and dependents.

They can search, view and update the list of dependents whose Personal Number is missing.

Menu and Function Names

This module can be accessed from the following functions:

See: Defining Menus for SSHR

Human Resource Representative

An HR representative can enter the entry period dates at business group, HR organization or assignment levels to enable users to enter the Personal Number. HR representative can enter or update the Personal Number details of all self service and non self service employees within the start date and end dates of entry periods. After the entry period end or closing date, they can no longer enter or update the Personal Number details.

HR representative can also update the start and end dates of entry period for any assignment whenever required. This will give access to the employee to update the Personal Number details even after end or closing dates at business group or organization levels.

Besides entering the details, an HR representative can access Employee Search page to search and enter or update the Personal Number details. Additionally, they can access Dependent Search page to find dependents whose Personal Number is missing and can enter the Personal Number details of dependents.

HR representative can view both the masked and full personal number to check whether the number is correct or not. The option Display Personal Number has the values:

Payroll Representative

Payroll representative can view the masked Personal Number details of employee and their dependents. Payroll representative can only check if number is entered or not which is required for processing the payroll. The payroll professional can notify the employee to update the information if it is not entered. Payroll representative can access the Dependent Search page and view the list of dependents whose personal number is not entered.

Workflow

The workflow details for this module are listed below:

Workflow Process Display Name:

Not applicable

Configurable Workflow Attributes:

Not applicable

Configurable Tips and Instructions

Not applicable

Configurable Flexfields

Not applicable

Configurable Profile Options

Not applicable