Payroll Payment and Distributions
Payroll Payment and Distributions Overview
Using Oracle HRMS you can define payment methods for your enterprise and define any rules for validating or processing the distribution of pay.
Payroll Payment and Distributions in Oracle HRMS
You provide for payment and distribution by defining payment methods for your enterprise and then specifying which of these organizational payment methods are valid for the payrolls that you create. This enables you to set up a flexible pattern of payment in which you can pay individual employees by a single payment method, or by a combination of valid payment methods.
Key Concepts
To enable you to set up payment and distributions correctly, you need to understand these key concepts:
Reporting on Payroll Payment and Distributions
See: Reports and Processes in Oracle HRMS, Oracle HRMS Configuring, Reporting, and System Administration Guide
Payroll Payment and Distributions
You can use Oracle Payroll to calculate the payments and distributions for all your employees
Can you verify that payments have been made?
Yes. Oracle Payroll is fully integrated with Oracle Cash Management. This enables you to use Oracle Cash Management to verify that payments have been cashed. Reconciliation can be applied to payroll checks/cheques and third party checks/cheques. You can identify which checks/cheques have been cleared and the date on which they were cleared. You can also view a reconciliation report which shows if voided checks/cheques appear to have been cashed.
Can Oracle Payroll handle different pay frequencies?
Yes--you can set up different pay frequencies, for example weekly or monthly, so that you can pay different sets of employees at different intervals. Each payroll can only have a single pay frequency and you must set up at least one payroll for each pay frequency that you define.
Multiple payrolls in a Business Group
Note: Semi-monthly is not a valid frequency for UK payroll users.
Can you group employees according to payroll categories in your organization?
You can assign people to any work structure such as an employment category or a particular location. You can also define a special grouping for your organization. For example, you can create a group to indicate membership of a union.
Can you set up a payroll to process multiple assignments for an employee?
Yes. If the Multiple Assignment Prepayments has been enabled for your localization, you will see the Multiple Assignment check box on the Payroll window. The process is activated by selecting the Multiple Assignment check box.
Do you have flexible control over payment methods?
You can define a payroll to include different types of payment method - for example, payment by bank transfer, payment by check/cheque, and so on. When you process the payroll you can then pay the set of employees for that payroll in any of the following ways:
-
All employees receive payment by a single default payment method for their payroll.
-
Employees receive payment by a combination of the payment methods that you have defined for their payroll.
-
Individual employees receive payment that can be distributed between the defined payment methods in proportions different from those applying to other employees belonging to the same payroll.
Payment and Distributions
Payment Methods for Your Enterprise
You can define as many payment methods as you require for your enterprise. When you create a payroll, you can select which of these methods are valid for employees assigned to that payroll. You select one method as the default method for the payroll. To choose the payment methods for an individual employee, use the Personal Payment Method window. If you do not enter any personal payment methods, the employee is paid by the default method for the payroll.
Payment Methods and Payment Types
Any payment method that you define must belong to one of the payment method types that your enterprise supports. The most common payment method types are:
-
Direct Deposit
-
Check/Cheque
-
Cash
Your particular enterprise may support a different range of types. Additionally, there can be local variations within each type. For example, the direct deposit type is NACHA in the U.S., BACS in the U.K. and BECS in Australia.
However, in all enterprises you can define multiple payment methods for the same payment method type.
You can also define payment methods for third party payments, such as court-ordered wage attachments. Third party payments are always made by cheque/check, so methods for these payments must have the type Cheque (Check).
Valid Payment Methods
A valid payment method is a payment method that:
-
Belongs to one of the payment method types approved in your enterprise
For example, payments by cash are not allowed in some enterprises.
-
Is an accepted local variation for your enterprise
For example, U.S. direct deposit payments can be made only by NACHA transfer and not by BACS
Payment Method Types: Required Information
When you define a payment method, always include the required information for the payment method type:
| Payment Method Type | Required Information |
|---|---|
| Check/Cheque | Source bank account name and number. The source account is the account from which your enterprise makes the payment. The payee account details are only known to the payee. You do not record them in Oracle Payroll. |
| Direct Deposit | Source and destination account details. The destination account is the payee account. Because payments transfer directly to a named account, Oracle Payroll can make direct deposits only if you supply source and destination account details. |
| Cash | Coinage analysis. If your enterprise makes cash payments, you use the coinage analysis to specify the denominations of notes and coins in which employees receive payment. |
Payment Methods and Employees
Each employee must have at least one valid payment method, but you can also use multiple payment methods for an individual employee.
Payment Methods and Source Bank Accounts
When you pay employees from separate source accounts, each source account must have a separate payment method. You cannot share a payment method across several different source bank accounts. However, you can create multiple payment methods for the same source bank account.
Payment Methods: Summary
Observe these guidelines when defining your payment methods:
-
Each payroll must have at least one valid payment method.
-
Each payroll must have a default payment method.
-
Each employee must have at least one valid payment method.
-
Each source account must have at least one valid payment method.
Your sequence for defining payment methods and attaching them to a payroll is:
-
Define your organizational payment methods.
-
Link your organizational payment methods to a payroll.
See: Defining a Payroll, Oracle HRMS Payroll Processing Management Guide
Cash Management and Oracle Payroll
Oracle Cash Management manages and controls the enterprise cash cycle. The Cash Management auto reconciliation matches Oracle Payroll against bank statement lines if the transaction meets the following criteria:
-
The Oracle Payroll payment number matches the statement line payment number.
-
The Oracle Payroll payment amount matches the statement line payment amount.
Cash Management accesses a view of payments generated by Oracle Payroll and compares it against the information on the bank statement. This process generates error messages on mismatched transactions.
Each time a new payment method is created, the bank details transfer to Oracle Accounts Payable. When defining a payment method, you must enter the GL Cash Account field to work with Cash Management.
Important: Because payment method details are passed to Accounts Payable from Payroll, it is important to ensure that you are entering this information correctly. If you inadvertently enter incorrect details, you could end up with reconciliation issues later.
Cash Management is available only for the Payroll payment methods of checks/cheques and electronic fund transfers (such as NACHA in the U.S, Direct Deposit in India).
Important: If you want to use Cash Management fully, you must install Oracle Accounts Payable and Oracle Accounts Receivable due to the interdependency of the products. All accounting functions take place in Accounts Payable and Accounts Receivable, and Cash Management provides the engine for reconciliation and forecast.
Payslip Region Information
Oracle Payroll provides to ability to customize the content of your employee payslips to suit your business needs. Prior to making any changes, however, you should review the default content to best determine what changes you require.
The following tables depict the various Action Information Categories used on the payslip:
| Name | Columns |
|---|---|
| Primary Balance | ACTION_INFORMATION6 |
| Current Amount | ACTION_INFORMATION8 |
| YTD Amount | ACTION_INFORMATION9 |
| Reporting Name | ACTION_INFORMATION10 |
| Current Hours | ACTION_INFORMATION11 |
| YTD Hours | ACTION_INFORMATION12 |
| Rate | ACTION_INFORMATION13 |
| Current Days | ACTION_INFORMATION14 |
| YTD Days | ACTION_INFORMATION15 |
| Attribute Name | ACTION_INFORMATION16 |
| Name | Columns |
|---|---|
| Primary Balance | ACTION_INFORMATION6 |
| Current Amount | ACTION_INFORMATION8 |
| YTD Amount | ACTION_INFORMATION9 |
| Reporting Name | ACTION_INFORMATION10 |
| Attribute Name | ACTION_INFORMATION16 |
| Name | Columns |
|---|---|
| Accrual Type (such as Sick, Vacation) | ACTION_INFORMATION4 |
| Current Amount | ACTION_INFORMATION5 |
| Total Balance | ACTION_INFORMATION6 |
| Name | Column |
|---|---|
| Employee full name | ACTION_INFORMATION1 |
| Legal Employer ID | ACTION_INFORMATION2 |
| CURP | ACTION_INFORMATION4 |
| Pay Basis | ACTION_INFORMATION5 |
| Frequency | ACTION_INFORMATION6 |
| Grade | ACTION_INFORMATION7 |
| Bargaining Unit | ACTION_INFORMATION8 |
| Collective Agreement | ACTION_INFORMATION9 |
| Employee Number | ACTION_INFORMATION10 |
| Employee Start Date | ACTION_INFORMATION11 |
| Original Hire Date | ACTION_INFORMATION12 |
| Adjusted Service Date | ACTION_INFORMATION13 |
| Assignment Number | ACTION_INFORMATION14 |
| Organization | ACTION_INFORMATION15 |
| Time Period ID | ACTION_INFORMATION16 |
| Job | ACTION_INFORMATION17 |
| GRE | ACTION_INFORMATION18 |
| Position | ACTION_INFORMATION19 |
| Contract | ACTION_INFORMATION20 |
| Working Hours Start | ACTION_INFORMATION21 |
| Working Hours End | ACTION_INFORMATION22 |
| Pay Calculation Method | ACTION_INFORMATION23 |
| Shift | ACTION_INFORMATION24 |
| Employer Phone Number | ACTION_INFORMATION25 |
| Hourly Salaried Code | ACTION_INFORMATION26 |
| Agreement Grade | ACTION_INFORMATION27 |
| Proposed Salary | ACTION_INFORMATION28 |
| Pay Annualization Factor | ACTION_INFORMATION29 |
| Location Code | ACTION_INFORMATION30 |
| Name | Column |
|---|---|
| Social Security ID | ACTION_INFORMATION1 |
| RFC ID | ACTION_INFORMATION2 |
| IDW | ACTION_INFORMATION3 |
| Name | Column |
|---|---|
| Legal Employer or GRE ID | ACTION_INFORMATION1 |
| Employer Legal Name | ACTION_INFORMATION2 |
| Social Security Employer ID | ACTION_INFORMATION3 |
| RFC Employer ID | ACTION_INFORMATION4 |
| Name | Coumn |
|---|---|
| Gross Earnings | ACTION_INFORMATION1 |
| Taxes | ACTION_INFORMATION2 |
| Deductions | ACTION_INFORMATION3 |
| Net Pay | ACTION_INFORMATION4 |
| Name | Column |
|---|---|
| Gross Earnings | ACTION_INFORMATION1 |
| Taxes | ACTION_INFORMATION2 |
| Deductions | ACTION_INFORMATION3 |
| Net Pay | ACTION_INFORMATION4 |
| Name | Column |
|---|---|
| Organization ID/Business Group (Organization or Business Group level at which the information is specified) |
ACTION_INFORMATION1 |
| Info Type (Message, Balance, or Element) | ACTION_INFORMATION2 |
| Name | ACTION_INFORMATION4 |
| Value Type | ACTION_INFORMATION5 |
| Value | ACTION_INFORMATION6 |
| Element Type ID | ACTION_INFORMATION7 |
| Input Value ID | ACTION_INFORMATION8 |
| Balance Type ID | ACTION_INFORMATION9 |
| Dimension | ACTION_INFORMATION10 |
| Name | Column |
|---|---|
| Primary Balance | ACTION_INFORMATION6 |
| Current Amount | ACTION_INFORMATION8 |
| YTD Amount | ACTION_INFORMATION9 |
| Reporting Name | ACTION_INFORMATION10 |
| Name | Column |
|---|---|
| Organization ID/Person ID (Organization or Person, depending on whether the Address Type is "Employee Address" or "Employer Address") |
ACTION_INFORMATION1 |
| Address Line 1 | ACTION_INFORMATION5 |
| Address Line 2 | ACTION_INFORMATION6 |
| Address Line 3 | ACTION_INFORMATION7 |
| Town or City | ACTION_INFORMATION8 |
| Region 1 | ACTION_INFORMATION9 |
| Region 2 | ACTION_INFORMATION10 |
| Region 3 | ACTION_INFORMATION11 |
| Postal Code | ACTION_INFORMATION12 |
| Country | ACTION_INFORMATION13 |
| Address Type (Employee or Employer) | ACTION_INFORMATION14 |
| Name | Column |
|---|---|
| Organization Payment Method ID | ACTION_INFORMATION1 |
| Personal Payment Method ID | ACTION_INFORMATION2 |
| Cheque/Deposit Number | ACTION_INFORMATION4 |
| Segment1 | ACTION_INFORMATION5 |
| Segment2 | ACTION_INFORMATION6 |
| Segment3 | ACTION_INFORMATION7 |
| Segment4 | ACTION_INFORMATION8 |
| Segment5 | ACTION_INFORMATION9 |
| Segment6 | ACTION_INFORMATION10 |
| Segment7 | ACTION_INFORMATION11 |
| Segment8 | ACTION_INFORMATION12 |
| Segment9 | ACTION_INFORMATION13 |
| Segment10 | ACTION_INFORMATION14 |
| Prepayment ID | ACTION_INFORMATION15 |
| Value | ACTION_INFORMATION16 |
| Prepayment Assignment Action | ACTION_INFORMATION17 |
| Org Payment Method Name | ACTION_INFORMATION18 |
See: Setting Up Payslip Information and Generating Payslips
Professional Statement of Earnings
Oracle Payroll features the ability to view online Statement of Earnings (SOE). The SOE gathers the information to display from the live database. View of transactional data is immediately available after Gross-to-Net calculation is completed.
The Professional SOE is a view only display.
Professional Users with the proper responsibility/security can view calculation results after completing the Payroll Run and also view the results upon completion of the PrePayments process.
There are two navigation paths to view the Online SOE:
-
Payroll Process Results window
-
Assignment Process Results window
The SOE displays the current pay period and Year-to-Date Earnings, Deductions and Tax Balances.
Statement of Earnings Region Information
Oracle Payroll provides to ability to customize the content of your Statement of Earnings to suit your business needs. Prior to making any changes, however, you should review the default content to best determine what changes you require.
The following table depicts the various boxes and fields on the Statement of Earnings and indicates where Oracle Payroll draws the appropriate balances to complete the report:
| Region Number | Region | Sub-Region | Region Name | Archiver Source |
|---|---|---|---|---|
| 1 | Employer Details | MX Employer Details | ||
| 2 | Choose a Payslip | Employee Details | ||
| 3 | Payslip Details | Payslip Details |
|
|
| 3 | Payslip Details | 1 | Pay Period and Salary | |
| 3 | Payslip Details | 2 | Summary | MX Summary Current MX Summary YTD |
| 3 | Payslip Details | 3 | Hours and Earnings | AC Earnings |
| 3 | Payslip Details | 4 | Taxes | MX Tax Calculation Details |
| 3 | Payslip Details | 5 | After Tax Deductions | AC Deductions |
| 3 | Payslip Details | 6 | Accruals | Employee Accruals |
| 3 | Payslip Details | 7 | Net Pay Distribution | Employee Net Pay Distribution |
| 3 | Payslip Details | 8 | Other Information | Employee Other Information |
See: Setting Up Statement of Earnings Information
Payslip Modeler Overview
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.
The terms Payslip Modeler or Paycheck Modeler refer to the same functionality. The application displays these terms depending on your localization.
The Payslip Modeler is not available by default for your localization. Contact your system administrator to check if it is available for your localization.
Related Topics
For more information about the payslip modeler for the United Kingdom, see the Oracle Self-Service Human Resources Deploy Self-Service Capability Guide, Payslip Modeling (UK).
Defining a Payment Method
Use the Organizational Payment Method window to define payment methods for your enterprise.
From this window, you:
-
Supply the name and starting date of your payment method.
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Enter the details of the source bank account from which your enterprise makes the payment.
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Specify the General Ledger (GL) accounts that hold reconciliation and error details for the payment method.
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Handle costing for the payment method. For example, you can specify whether to transfer the costs to GL and whether costing applies to cleared payments only, uncleared payments only, or a combination of cleared and uncleared payments.
-
Confirm that your source bank account in Oracle Payroll is the same bank account that Oracle Cash Management uses to clear your payments. This confirmation assures you that you are operating with a single consistent bank account rather than with duplicate accounts that introduce accounting errors.
To define a payment method
Supply a name and start date for your payment method
-
Set your effective date so that it reflects the date when you want to begin using this payment method.
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Enter a name for the payment method, and select the payment method type.
For a third-party payment method, always select the type Check/Cheque. The default currency for your business group appears automatically.
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If an alternative currency exists for your payment method, select it.
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If your payment method controls payments to a third party such as a benefits carrier or garnishment receiver, check the Third Party Payment box.
Enter the source bank details for your payment method
-
Navigate to the Source Bank tab. The Country for your source bank account appears automatically.
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Enter the Bank Details field to open the Bank Details window. Enter information about the account from which your enterprise intends to make payments.
If you are using Cash Management, include the following information:
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Account Name
-
Account Type
-
Account Number
-
Bank Name: If this already exists, enter the name exactly as it appears in Accounts Payable.
-
Bank Branch: If this already exists, enter the name exactly as it appears in Accounts Payable.
Italy Users: You can enter the Bank Name, Bank Location, Account Number, and Account Name. The IBAN Account displays by default.
Ensure that you enter any additional bank details that are specific to your enterprise. For example, bank details for U.S. payment methods always require a transit code. The transit code, or transit routing number is the nine-digit number that identifies the financial institution. If the transit code is incorrect, the funds will not be posted to the account.
South Africa Users: Enter the account holder's name and indicate whether the account holder relationship is joint, own, or third party.
Belgium, Denmark, Finland, France, Germany, Hungary, Ireland, the Netherlands, Norway, Poland, Russia, Spain, and Sweden users: Enter the Bank Identifier Code (BIC) and International Bank Account Number (IBAN) in the Bank Identifier Code and the IBAN Number fields, respectively. Note that you must enter at least one of the account numbers, that is, either the International Bank Account Number (IBAN) or the Account Number. If you enter the Account Number, then the Bank Code and Branch Code fields are mandatory.
Warning: Always review the account setup for Oracle Accounts Payable before you define the account in Oracle Payroll. The details for your Payroll account must exactly match the account details in Accounts Payable. Otherwise, Accounts Payable creates an extra account with marginally different details. This duplicate account introduces errors when you reconcile payments between Payroll and Accounts Payable.
-
Specify what type of payments to cost for this payment method
-
Navigate to the Costing tab. Each check box indicates a particular type of payment. Check the boxes for each type of payment that you want to cost. When you subsequently run the Costing of Payment process, it costs each type of payment as you have indicated. The entries that you make for an individual check box can imply automatic checking of related boxes. Your choices are:
-
Cost Payment: Check this box to specify that you want to cost only uncleared payments for this payment method.
-
Cost Cleared Payment: Check this box to specify that you want to cost only cleared payments for this payment method. If you check this box, the Cost Payment box is also checked by default.
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Cost Cleared Voided Payment only: Check this box to specify that you want to cost any voided payments that have also been cleared by Oracle Cash Management. If you check this box, the Cost Payment and Cost Cleared Payment boxes are also checked by default.
-
Exclude External/Manual Payment: Check this box to exclude any external/manual payments from costing. This exclusion is useful if you are using this payment method as a dummy payment method to cancel a previous payment, or if you are making a payment by cash. If you check this box, the Cost Payment box is also checked by default.
-
Transfer to GL: Check this box to specify that costed payments should transfer to General Ledger. If you check this box, the Cost Payment box is also checked by default.
-
Specify the GL accounts for this payment method
-
Navigate to the General Ledger tab.
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Select Ledger to indicate the ledger to use if you intend to reconcile payments using Oracle Cash Management.
-
Select the GL Control Account.
-
Select GL Cash Account to indicate which cash account to use for the reconciliation of payments.
The entry for Description appears automatically by default, depending on what you enter in the GL Cash Account details.
-
Select the Cash Clearing Account.
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Select the Error Account.
When you first specify the GL accounts for a bank account, these then become the default GL accounts for any other payment methods that use the same bank account. The defaults apply for all new payment methods using the bank account. They also apply retrospectively for any existing payment methods that were already using the same account. However, you can override these defaults by entering your preferred GL accounts on the General Ledger tab.
At this point, check that your Payroll setup and Cash Management setup are fully integrated.
Confirm that you can reconcile payments in Cash Management
-
Navigate to the Cash Management tab. You cannot change the information on this tab, but you can confirm that your GL accounts are correct.
-
To confirm that Oracle Cash Management is operating with the same source bank account that you are using in Oracle Payroll, view the check box. If the box is checked, then Oracle Cash Management holds the bank account for this payment method, and you can reconcile payments knowing that you are using an identical account in Payroll, and in Cash Management.
However, if the box is not checked, this indicates that Oracle Cash Management does not hold the details for your Payroll account. This may indicate that duplicate accounts exist and you should exercise caution when you reconcile your payments.
Enter further information for the payment method
-
Enter further information to determine how to process this payment method. Click in the Further Information field to see the range of further information for your enterprise.
Setting Up Direct Deposit
Oracle Payroll supports the direct deposit formats for the following banks:
-
Banamex - Citibank (Layout "D")
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BBVA-Bancomer
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Inbursa
-
Santander-Serfin
You define direct deposit as a payment method during payroll definition. Follow these instructions as an addendum to the Defining a Payment Method procedure.
To set up direct deposit for a Mexican payroll
-
Follow the instructions provided in Defining a Payment Method.
Select Direct Deposit as the payment type.
-
Select the Bank Details field.
The MX Bank Details window opens. This window is available at both the organization and assignment level to define the pay method.
-
Specify your bank's abbreviation.
Supported abbreviations are:
Bank Abbreviation Code 0002-Banamex - Citibank BANAMEX 0012-BBVA Bancomer BBVA 0036-Inbursa INBURSA 0014-Santander-Serfin SANTANDER 0000-Others OTHER 0021-HSBC 0021-HSBC Note: As the MX_BANK lookup is an extensible lookup, any entries added to this lookup must have the lookup meaning in the format "BankCode-Meaning".
-
Specify the rest of your account information.
-
Account
-
Account Type. Choose from the following options:
-
CLABE
-
Checking Account
-
Debit Card Account
-
Master Account
-
Other
-
Pay Order
-
Savings Account
-
-
-
Specify the CLABE account number.
-
Click OK, and then save.
Setting Up Statement of Earnings Information
Oracle Payroll enables you to view an employee's statement of earnings (SOE) online. You are able to view:
-
Employee earnings
-
Deductions and tax withheld
-
State employer liabilities
Customization of the SOE is different from payslip configuration. The SOE uses live data, generated at run-time, while the payslip relies on archived data.
Note: Prior to making any changes, you should review the default content to best determine what changes you require.
See: Statement of Earnings Region Information
To customize which elements you want to appear within the SOE
-
Navigate to the Balance window, and query for the name of the element you want to add or remote to the SOE.
-
Click Attributes.
-
Click on a new row under Attribute, and choose the field you want to display from the list of values. This represents where on the SOE this new information will appear.
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Choose a dimension from the list of values.
-
To delete an entry, select the row and click Delete.
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Save your changes.
Viewing Statement of Earnings
Oracle Payroll enables you to view an employee's statement of earnings (pay advice) without having to run the Pay Advice report.
You do this using the Statement of Earnings window.
There are various ways to access statement of earnings information. The information displayed may vary depending on whether you have run the PrePayments process or just a payroll run.
The information displayed in the Statement of Earnings window may or may not reflect the information in the printed pay advice, depending on when you last ran the Payroll Archiver. The Statement of Earnings (SOE) uses live information from the database, while the Payslip is dependent on archived data. Therefore, the SOE includes back-dated adjustments but not pay advice.
Note: If an employer has issued a termination cheque to an employee, that employee cannot see the results of the termination cheque.
If you are processing Multiple Assignment Payments, then the PrePayment SOE displays consolidated earnings and deductions information. The header information displayed on the SOE is obtained from the primary assignment; however, if this assignment is not processed, then the header information is taken from the first assignment processed in the PrePayment process.
To view the online SOE by payroll
-
Navigate to the Payroll Process Results window.
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Specify the name, run date, and action type for the payroll you want to query.
-
Click Find.
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Select the pay period you want to view, and click Assignment Process.
-
Select the name of the employee for whom you want to view the SOE, and click SOE Report.
To view the online SOE by assignment
-
Navigate to the Assignment Process Results window.
-
Specify the name and payroll period for the employee you want to query.
-
Click Find.
-
Select the Type, and click SOE.
To view the most recently run QuickPay results
-
From the Assignment window, choose Others and select QuickPay.
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Choose View Results, and select Statement of Earnings from the View Results window.
To view SOE information without running PrePayments
-
See: Viewing Assignment Process Results for an Assignment or Viewing Assignment Process Results for a Payroll Assignment.
Setting Up Payslip Information and Generating Payslips
You need to identify any additional information you want to appear on your payslips using payslip balances and elements. Once you have identified the information to archive and display, run your regular payment and archive processes and generate your payslip for printing or viewing online.
To set up your payslip
-
Select the payslip balances and elements to be included in your payslips.
See: Entering Payslip Information, Oracle HRMS Enterprise and Workforce Management Guide
For UK, Netherlands, and South Africa: Enter the information balances and elements through the following:
See: Identifying Balances for the Payslip, Oracle HRMS Enterprise and Workforce Management Guide and Identifying Elements for the Payslip, Oracle HRMS Enterprise and Workforce Management Guide
-
For online payslips, enter self-service preference information to indicate how you want to view them. You can specify these settings at the organization, location, and person levels.
See: Entering Self-Service Preference Information, Oracle HRMS Enterprise and Workforce Management Guide, Location Extra Information Types, Oracle HRMS Enterprise and Workforce Management Guide, and Person Extra Information Types, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide
-
Configure your online payslip to view through Oracle Self-Service.
See: Online Payslip, Oracle Self-Service Human Resources Deploy Self-Service Capability Guide
US, Canada, Mexico, and UAE only: Oracle Payroll uses an RTF template to produce the online payslip through XML Publisher. You can use the default template or create your own.
See: Oracle XML Publisher Administration and Developer's Guide and Oracle XML Publisher Report Designer's Guide.
For Ireland: To include the regular payment date of the payroll period in your online payslip, set the Visible property of the Regular Payment Date field to Yes.
-
US, Canada, Mexico, and UAE only: Oracle Payroll provides the ability to customize the content of your employee payslips to suit your business needs. Prior to making any changes, however, you should review the default content to best determine what changes you require. See: Payslip Region Information
To change balances or include additional balances on the payslip:
-
From the Total Compensation menu, select Basic and then Balance.
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Query for the element whose balance you want to add, and click Attribute.
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Click on a new row under Attribute, and choose the attribute you want to display from the list of values. This represents where the current balance will appear on the payslip.
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Choose a dimension from the list of values.
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To delete an entry, select the row and click Delete.
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Save your changes.
Note: These changes do not take effect on the payslip until you rerun the Payroll Archiver Process for the affected payroll period.
-
Generating the Payslip
You must have completed the payroll runs, prepayments, and payment processes prior to generating the payslip.
-
Run the archive process to gather the latest payroll information.
-
You can view the payslip online through Self-Service.
-
Print your payslips in the usual way. Users in the Netherlands and China, run the payslip report to produce a formatted report ready for printing and sending out to your employees.
See: Printing the Payslip
Extracting Information to Appear on the Payslip
You run the payslip archive process to extract and gather relevant information to appear on your employees' payslips. The archiver accesses the payslip information for the dates you select and copies the information across to storage archive tables, where it is picked up and converted into a format for printing and distributing to employees or for viewing online through the self service application.
Run this process after each payroll period to enable Self-Service. You must complete the payroll runs, prepayments, and payment processes before you can run the payslip archive process.
Netherlands, US, and Mexico only: If you are producing paper reports, use this process to view your current payslip.
Run the payslip archiver from the Submit Request window.
To run the payslip archiver
-
Select your country's payslip archive process in the Name field.
Canada, China, and Netherlands: Select the Payslip Archiver.
India: Select the Payroll Reports Archive (India).
Mexico: Select the Payroll Archiver. See: Managing the Payroll Archiver
UK: See: Payslip Generation Self-Service, Oracle HRMS Payroll Processing Management Guide (UK)
US: See: Managing the Payroll Archive, Oracle HRMS Payroll Processing Management Guide
-
In the Parameters window, select a payroll name and consolidation set. This selects the employees for whom you want to run the report. When you select a payroll, the default consolidation set is displayed.
-
Enter the start and end dates for the period of time you want the information extracted. You typically run this process for the same dates you ran your payroll.
-
India: Select whether you want to mail individual payslip or view consolidated payslips in the Generate Payslip field.
-
Choose Submit.
After running the Payroll Archiver, you can use the Payroll Actions Not Processed report to see what employees (and corresponding payroll processes) were not archived but did fall within the report's parameters.
Payslip Modeling
Setting Up Payslip Modeler
Before you can use the Payslip Modeler, you must ensure to set up the following:
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Ensure to set the profile option HR: Enable Payroll Simulation to Yes to use this module. If the profile option is set to No, you cannot use the payslip modeler.
See: User Profiles, Oracle Human Resources Management Systems Configuring, Reporting, and System Administration Guide
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You can set the profile option HR: Enable Multiple Assignments for Payroll Simulation to Yes to select the secondary assignment for payslip modeling when there are multiple assignments. If set to No, then you can run the payslip modeler process on the primary assignment only.
See: User Profiles, Oracle Human Resources Management Systems Configuring, Reporting, and System Administration Guide
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You can enable or disable the payslip modeler at the Payroll level by specifying Yes in the Enable Simulation field. You cannot run a payroll run and payslip modeling simultaneously. If the Payslip Modeler is enabled, then you can set locking period, number of days prior to and after a specified date for enabling or disabling the payslip modeler. This restricts users from making updates to payroll information while modeling their payslip during a mock payroll run during the specified period.
See: Defining Payroll
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If you want to use payslip modeler then you must select the document type as Payslip Modeler, in the Self-Service Preference window at the business group level or the organization level.
See: Entering Self Service Preference Information, Oracle HRMS Enterprise and Workforce Management Guide
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If you want to restrict any elements from being processed in the modeler process, create an element set and specify the element set in the modeler Exclusion Element Set in the Self-Service Preference window at the business group level or the organization level.
This skips the elements in the element set from being processed and the elements are not available for users to select while running the payslip modeler process.
See: Entering Self Service Preference Information, Oracle HRMS Enterprise and Workforce Management Guide
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Specify the Payroll Simulator Template in the Self Service Preference at the business group level or organization level. If no template is specified, then the application uses the default template to generate the sample payslip simulation template. Users can create their own templates associated with the Data Definition PAY<LEG_CODE>SIMPAYSLIP.
See: Entering Self Service Preference Information, Oracle HRMS Enterprise and Workforce Management Guide
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To enable an element to be available for payslip modeling, query the element and select Yes in the Enable Simulation field in the Element Extra Information window. You can enter input values for this element required for simulation in the Element Description window. Only user enterable input values are available for Payslip modeling.
If the Multiple Entries check box is enabled for an element, then you cannot use this element for payslip modeling. Instead, create a copy of the base element, enter input values, attach the appropriate formulas and balances as the base element and then use this element for payslip modeling. Ensure that this new element is not used for payroll run.
It is necessary to create a new element for the corresponding Multiple Entries Allowed element and setup the new element as Yes for Enable Simulation. Ensure to specify the earlier element as Original Element under Simulation Details for the new element. Enter input values, attach the appropriate formulas and balances as the new element. This is to ensure that Simulation ignores the Original element entries in Simulation run and uses only new element entry.
Example to Understand the Restrictions on Multiple Entries Allowed Enabled Elements
The unavailability of Yes for Multiple Entries Allowed enabled elements is an expected behavior of Paycheck Modeling.
For example, consider an employee with an Overtime Element. This element entry is added on the days when employee works overtime. For a month, if employee does overtime for 10 days, then this element entry gets added 10 times. If the employee wants to model a paycheck and view the net take home after working overtime for 10 days or more, then it will not be practical to add 10 entries for 10 days from Paycheck Modeling page. Instead, the employee can add the total overtime hours. Therefore an element which conveys the total overtime hours for the Pay period instead of each day can be used. If there are already some Overtime entries added to the employee in the application for current period, then it is necessary to suppress these entries when the employee tries to model Overtime hours so that Paycheck Modeling/Simulation gives desired results depending on the inputs.
To handle this scenario, the Overtime Element (the elements with Multiple Entries Allowed) is not allowed to be directly enabled for Simulation. Instead it is necessary to create a new element to support Simulation. The element created for simulation can have changes to Input Values validation. If there are any rules or validations on the maximum number of hours that can be entered, say, Overtime entries can accept maximum of 5 hours per day, these can be relaxed in new element to suit the requirement of simulation so that users can add 50 hours for complete month in single entry.
For the new element, it is necessary to specify the existing Overtime element as Original Element under Simulation Details. This will ensure that whenever employee tries to model Overtime hours using new element, any existing Overtime element entries are ignored during Paycheck Modeling/Simulation.
See: Defining Elements, Oracle HRMS Compensation and Benefits Management Guide
Note: There is a restriction for Predefined elements being used for payslip modeling. For predefined elements, if you setup the details for a predefined element in one business group, then these details will be accessible to other business groups. For example, for predefined element Regular Salary element, if you want to enable Input Value A for one Business Group and Input Value B for other Business group, then this is not possible. This limitation occurs for predefined elements applicable to all Localizations. Therefore if there are multiple business groups, then you must define a single structure for the predefined elements.
If there are custom elements, then the custom elements are accessible only for that business group.