The following table shows the predefined elements for Finland.
| Element Name | Description |
|---|---|
| Accident Insurance | This recurring element initiates the accident insurance calculation. |
| Car Benefit | Enter this non-recurring element to capture all the relevant information regarding the employee's car benefit. |
| Court Order | This recurring element for each assignment initiates the main formula that processes the court order deductions. |
| Court Order Information | Enter this recurring element, for the employee's primary assignment, to record the details required to process court orders. |
| Daily Allowance Domestic | Enter this recurring element to record the value for domestic daily allowance. |
| Daily Allowance Foreign | Enter this recurring element to record the value for foreign daily allowance. |
| Employer Pension Insurance | This non-recurring element holds the employer deduction for pension insurance. |
| Employer Unemployment Insurance | This non-recurring element holds the employer deduction for unemployment insurance. |
| Exempt Social Security | This non-recurring element holds the exempted deduction for social security. |
| Group Life Insurance | This recurring element initiates the group life insurance calculation. |
| Half Day Allowance | Enter this recurring element to record the value for half-day allowance. |
| Insurance Salary | This non-recurring element holds the deduction for employer insurance salary. |
| Lunch Benefit | Enter this non-recurring element to capture all the relevant information about the employee's lunch benefit. |
| Meal Compensation | Enter this recurring element to record the value for meal compensation. |
| Mileage | Enter this non-recurring element to capture information about the mileage logged by a person availing the car benefit. |
| Net to Gross | Enter this non-recurring element to perform the net-to-gross calculation. |
| Other Tax Free Allowance | Enter this recurring element to record the value for other tax-free allowances. |
| Pension Insurance | This recurring element initiates the pension insurance calculation. |
| Pension Insurance Arrears | This non-recurring indirect element feeds the Pension Insurance Arrears balance. |
| Pension Insurance Arrears Payment | Enter this non-recurring direct element to initiate the negative payment calculation for pension insurance arrears. |
| Social Security | This recurring element initiates the employer's social security calculation. |
| Tax | Enter this recurring element for each assignment to indicate whether it is the primary employment and to initiate the tax calculation. |
| Taxable Expenses | Enter this recurring element to record the value for taxable expenses. |
| Tax Arrears | This non-recurring indirect element feeds the Tax Arrears balance. |
| Tax Arrears Payment | Enter this non-recurring direct element to initiate the negative payment calculation for tax arrears. |
| Tax at Source | This non-recurring element holds the deduction for tax at source. |
| Tax Calculation Basis | This non-recurring element can manage the tax days and resets the tax calculation. |
| Tax Card | Enter this recurring element, for the employee's primary assignment, to record the details required to process tax. |
| Tax Days Override | Enter this non-recurring element for the primary assignment when you want to override the tax days. |
| Tax Free Mileage | Enter this recurring element to record the value for tax-free mileage. |
| Trade Union Membership Fees | This recurring element initiates the main fast formula FI_TRADE_UNION_FEES_CALC. You can process this element only once per period. |
| Unemployment Insurance | This recurring element initiates the unemployment insurance calculation. |
| Unemployment Insurance Arrears | This non-recurring indirect element feeds the Unemployment Insurance Arrears balance. |
| Unemployment Insurance Arrears Payment | Enter this non-recurring direct element to initiate the negative payment calculation for unemployment insurance arrears. |
| Withholding Tax | This non-recurring element holds the deduction for the withholding tax. |
The survey of the classification identifies:
The processing priority range, default priority, and cost type for each classification
A list of the predefined secondary classifications within each primary classification
The application supplies primary element classifications as startup data and you cannot delete or update them.
| Classification | Meaning |
| Information | Use Information elements to represent information items that are not used in payroll processing. They can also be set up to hold information for use in other elements, and to trigger the processing of other elements. |
| Absence | Use Absence elements to hold information related to employee absences. |
| Salary in Money | Use Salary in money elements for calculating salary, overtime payments, bonuses, and any other salary payment subject to tax. |
| Holiday Pay | Use Holiday Pay elements for holding information related to holiday pay. |
| Holiday Bonus Pay | Use Holiday Bonus Pay elements for holding information related to holiday bonus pay. |
| Holiday Compensation | Use Holiday Compensation for holding information related to holiday compensation. |
| Taxable Expenses | Use Taxable Expenses elements for holding expense payments that exceed the legal tax-free limit and which are subject to tax. |
| Notional Salary | Use Notional Salary elements for calculating the employer's social insurance contribution for employees who are on foreign assignments. |
| Benefits in Kind | Use Benefits in Kind elements to calculate the monetary value of non-monetary benefits like car, lunch, and other taxable benefits. |
| Deductions before Tax | Use Deduction before Tax elements to hold the compensations paid to the employees but which are not taxed by the employer. |
| Compensation for Work | Use Compensation for Work elements to compensate people who are paid for their work but not officially employed by the employer. |
| VAT | Use VAT elements to include the VAT amount along with the compensation to people who are not employed and to exclude the VAT amount from the withholding tax calculation. |
| Compensation for Use of Item | Use Compensation for Use of Item elements to cover compensation for the use of copyright work, such as literary work, art, and photographs and the use of immaterial rights, such as industrial and intellectual property rights, for example, patent on designs, brands and trademark. |
| Capital Income | Use Capital Income elements to cover compensation for the use of copyright work, such as literary work, art, and photographs and the use of immaterial rights, such as industrial and intellectual property rights, for example, patent on designs, brands and trademark, where it has been received through inheritance. |
| Other Payments Subject to Tax | Use Other Payments Subject to Tax elements to calculate payments that are taxable but not considered as salary income. |
| Statutory Deductions | Use Statutory Deductions elements to calculate statutory deductions like tax, social security, and other similar deductions. |
| Direct Payment | Use Direct Payment elements to hold payments made directly to the employee. |
| Employer Charges | Use Employer Charges elements to hold the payments made by the employer to various third party organizations. |
| Involuntary Deductions | Involuntary Deductions elements are for compulsory deductions, such as court orders. |
| Voluntary Deductions | Voluntary Deductions elements are for deductions that employees authorize the employer to make on their behalf. |
| External Expenses | Use External Expenses elements to hold tax-free expenses that are not processed through payroll such as travel expenses. |
The following table shows the default processing priority and costing details for the primary classifications supplied.
| Primary Classification | Priority Range | Default Priority | Cost Type |
| Information | 0 - 22000 | 500 | Debit |
| Absence | 1001 - 2000 | 1500 | Debit |
| Salary in Money | 2001 - 3000 | 2500 | Debit |
| Benefits in Kind | 3001 - 4000 | 3500 | Debit |
| Taxable Expenses | 4001 - 5000 | 4500 | Debit |
| Notional Salary | 5001 - 6000 | 5500 | Debit |
| Deductions before Tax | 6001 - 7000 | 6500 | Debit |
| Compensation for Work | 7001 - 8000 | 7500 | Debit |
| VAT | 8001 - 9000 | 8500 | Debit |
| Compensation for Use of Item | 9001 - 10000 | 9500 | Debit |
| Capital Income | 10001 - 11000 | 10500 | Debit |
| Other Payments Subject to Tax | 11001 - 12000 | 11500 | Debit |
| Holiday Pay | 12001 - 13000 | 12500 | Debit |
| Holiday Bonus Pay | 13001 - 14000 | 13500 | Debit |
| Holiday Compensation | 14001 - 15000 | 14500 | Debit |
| Statutory Deductions | 15001 - 16000 | 15500 | Credit |
| Direct Payment | 16001 - 17000 | 16500 | Debit |
| Employer Charges | 17001 - 18000 | 17500 | Debit |
| Involuntary Deductions | 18001 - 19000 | 18500 | Credit |
| Voluntary Deductions | 19001 - 20000 | 19500 | Credit |
| External Expenses | 20001 - 21000 | 20500 | Debit |
This table shows the predefined secondary classifications supplied. You cannot update or delete these predefined classifications.
An element automatically receives any default secondary classifications defined for its primary classification.
| Primary Classification | Secondary Classifications | Default |
|---|---|---|
| Information | (None) | N/A |
| Absence | (None) | N/A |
| Salary in Money | Subject to Union Membership Subject to Pension Insurance Subject to Holiday Pay Subject to Unemployment Insurance |
N/A |
| Holiday Pay | Subject to Union Membership Subject to Pension Insurance Subject to Unemployment Insurance |
N/A |
| Holiday Bonus Pay | Subject to Union Membership Subject to Pension Insurance Subject to Unemployment Insurance |
N/A |
| Holiday Compensation | Subject to Union Membership Subject to Pension Insurance Subject to Unemployment Insurance |
N/A |
| Taxable Expenses | Subject to Union Membership Subject to Pension Insurance Subject to Unemployment Insurance Subject to Holiday Pay |
N/A |
| Notional Salary | (None) | N/A |
| Benefits in Kind | Subject to Union Membership Subject to Pension Insurance Subject to Unemployment Insurance Subject to Holiday Pay |
N/A |
| Deductions before Tax | (None) | N/A |
| Compensation for Work | (None) | N/A |
| VAT | (None) | N/A |
| Compensation for Use of Item | (None) | N/A |
| Capital Income | (None) | N/A |
| Other Payments Subject to Tax | (None) | N/A |
| Statutory Deductions | (None) | N/A |
| Direct Payment | (None) | N/A |
| Employer Charges | (None) | N/A |
| Involuntary Deductions | (None) | N/A |
| Voluntary Deductions | (None) | N/A |
| External Expenses | (None) | N/A |
Use the Element window to create an element to represent compensation and benefit types or earnings and deductions.
This procedure describes how to define elements using a Payroll responsibility (that is, a responsibility with the HR User Type profile option set to Payroll User or HR with Payroll User). If you are an HR-only user, you will not see certain fields relating to element processing information. You can just ignore the steps that apply to these fields.
Note: Depending on your localization and the types of element you want to create, you may not need to start from scratch in the Element window. Check which earnings and deductions are available in the template library in the Configuration Workbench. If these template elements do not meet your requirements, you may be able to generate earnings and deductions using Earnings and Deductions windows or the Element Design Wizard. You can use the Element window to further configure template elements and generated elements.
For the United States and Canada, see: Earnings and Other Payments Overview, Oracle HRMS Compensation and Benefits Management Guide and Deductions Overview, Oracle HRMS Compensation and Benefits Management Guide
For Mexico, see: Element Design Wizard, Oracle HRMS Compensation and Benefits Management Guide
For UAE, see: Element Design Wizard, Oracle HRMS Compensation and Benefits Management Guide
For Norway: For each element, you must enter the End of Year codes using the list of values provided in the Further Information field.
To enter dates, names, and a classification for the element
Set your effective date early enough to handle any historical element entries you want to make. Note that an element cannot be linked or entered until its start date.
Enter a unique:
Name
Reporting name
Start the names with a letter of the alphabet (not a number or symbol). The reporting name is a short identifier for reports and pay advices.
Enter a description for the element.
Select a Primary Classification.
This controls an element's processing priority and the balances it feeds. If you are defining a salary element for Salary Administration, you must select the classification Earnings.
To enter processing information for the element
Select the processing type. Select Recurring if an entry of this element applies in every period until the entry is ended, or Nonrecurring if an entry applies in one pay period only. The dates of the pay period are determined by the payroll to which the employee is assigned.
Note: If you are defining a salary element for salary administration, you must select the type Recurring. If you are defining a net-to-gross element you must select the type Nonrecurring.
Select a termination rule to determine how entries of the element are processed after termination of the employee:
Note: UK only: Always select Actual Termination for UK proration.
Actual Termination if you want recurring entries to close down on the date the employee leaves. For a nonrecurring element, select Actual Termination if you want the entries to close down at the end of the pay period in which the employee leaves, or on the date the assignment ends (the final process date) if this is earlier.
Final Close if you want the entries to stay open beyond the employee's leaving date so that you can continue to pay the employee.
If you are a Payroll user, you can also select:
Last Standard Process for all recurring and nonrecurring elements if you want their entries to close down on the Last Standard Process date or on the date the assignment ends (the final process date) if this is earlier. The Last Standard Process date defaults to the last day of the pay period in which the employee is terminated, but you can set it to a later period when you terminate an employee.
Select the Multiple Entries Allowed check box if you want to give an employee more than one entry of the element at the same time. If you are creating a net-to-gross element, you must select Multiple Entries Allowed.
Select the Additional Entries Allowed check box if you want to make occasional one-time entries of a recurring element (instead of, or in addition to, a normal recurring entry).
US and Canada only: The Additional Entry Allowed rule is not applicable for US and Canadian installations.
Select the Closed for Entry check box if you want to prevent any new entries being made for the element, either temporarily or permanently. This does not affect any existing entries of the element.
Important: Use this feature with caution. When you perform certain important tasks in Oracle HRMS, the application may automatically create or delete element entries. These tasks include hiring and terminating people, and updating assignments. Therefore, if you check Closed for Entry on an element, this might prevent users terminating employees and updating assignments. If there are standard links for the element, it will also prevent users hiring people who are eligible for the element.
Select the Process in Run check box if you want the element to process in payroll runs.
Select the Once Each Period check box to ensure that only the first payroll run of each period processes entries of this element.
Note: If this check box is not available for your localization, you can select a ONCE_EACH_PERIOD skip rule for the element instead.
Select the Indirect Results check box if you want the element only to accept entries from indirect formula results. Leave the check box unchecked if you want to accept entries both from indirect formula results and from manual entries in the Element Entries window.
Select the Adjustment Only check box if you want to use the element only for creating balance adjustments.
Select the Third Party Payments check box if you want to use the element only for creating third party payments.
Overwrite the default priority number in the Priority field if you want to determine the order in which the element processes within its classification range. Lower numbers process before higher ones.
If the order of processing within the element classification is not important, you can accept the default priority number, which is the midpoint of the range.
Select a formula in the Skip Rule field if you have written a skip rule formula to determine the circumstances in which the element should be processed.
UK only: If you are using different run types, select the ONCE_EACH_PERIOD skip rule for all earnings, to ensure they are not processed by each child run type.
The default currency for element entry values is the currency defined for the Business Group. You can select a different currency for the element if required.
Oracle Payroll users only: Use the Advanced tab to enter further processing information if you are defining:
An earnings type, such as a bonus, that is to be taxed separately from the normal payroll run. The element can also be paid separately.
An earnings type that requires a net-to-gross calculation. For example, this applies to bonus payments that are a fixed net amount. Oracle Payroll calculates the gross amount needed to meet the net pay.
UK: A pre-tax deduction that you want to reduce if there is insufficient pay to cover the deduction along with taxes and court orders. This requires iterative processing.
Note: The Advanced tab may not be available for some localizations.
To define an element as a separate payment
On the Advanced tab, select the Separate Payment check box.
The Process Separate box is checked automatically.
UK users: Do not select this check box. This functionality is not currently available for UK Payroll.
To define an element to process separately
On the Advanced tab, select the Process Separate check box.
To define an element for net-to-gross calculation
On the Advanced tab, select the Gross Up check box.
The Iterative Flag and Process Separate boxes are checked automatically.
Select DEFAULT_GROSSUP in the Iterative Formula field. This formula controls the iterative calculation of the pay value, adjusting an input value as necessary to get a result that is defined to be close enough to the required net payment.
Note: After saving your element, choose the Iterative Rules button to specify how to use the formula results. Also choose the Exclude Balances button to select which balances are grossed up for the element (meaning that these deductions are paid by the employer).
Optionally, enter a value in the Iterative Priority field to determine the sequence in which elements are adjusted during iterative calculations. Elements with lower iterative priority values are adjusted first.
Select the Separate Payment box if you want the payment to be made separately from the regular payment. UK Payroll, Irish Payroll: Do not select this check box.
Save your work.
To set up iterative processing for a pre-tax deduction (UK)
Check the Iterative Flag box.
Select PQP_GB_ITERATIVE_ARREARAGE in the Iterative Formula field.
Enter an Iterative Priority number in the range 1 to 1500. The element with the lowest iterative priority number is reduced first. If this deduction is reduced to zero and net pay is still insufficient to cover taxes and court orders, the element with the next lowest priority number is reduced, and so on.
Important: Iterative priority numbers must be in the reverse sequence of the processing priority numbers. This means that the element that is processed first is reduced last.
Choose Iterative Rules, and select the L_stopper rule.
Oracle Payroll Users only except Ireland. If Advance Pay by Element is enabled in your legislation, use the Advance Pay tab to:
Indicate that an element may be processed as an Advance Pay element
Establish the processing conditions for your Advance Pay element.
To define an element as an Advance Pay element
On the Advance Pay tab, check the Mark as an Advance Pay Indicator check box.
This marks the element as an Advance Pay indicator. This means that when you run the Advance Pay by Element process, it will identify this that this element can be potentially processed as an Advance Pay element according to the processing conditions that you define.
To set the processing conditions for an Advance Pay element
On the Advance Pay tab:
Check the Include as an Advance Element check box if you want to process this element as an Advance Pay element.
If you want to specify a separate Advance Pay element, select this element from the list of available elements in Use Advance Element. If you leave Use Advance Element blank and do not specify an element, then you do not select a separate advance pay element. You can still process advance payments, but all the entries are held within your current earnings element rather than reported separately in an advance pay element.
Check the Deduct Advance Amount check box if you want to show the deduction for the advance in the current payroll period. Every advance payment has a deduction associated with it to bring the overall payroll amounts back into balance. You can use this check box to control the point at which the deduction should be applied.
If you want to specify a separate Deduction element, select this element from the list of available elements in Use Deduction Element. If you leave Use Deduction Element blank and do not specify an element, then you do not create a separate deduction element. You can still process deductions for advance payments, but all the entries are held within your current earnings elements rather than reported separately in a deduction element.
Note that when you create either an Advance Pay element, or a Deductions element, you must ensure that it exists for the same period of time as the underlying earnings element, and that the input values match those on the underlying element.
Check the Process Advance Entry in Run check box if you want to include this element in a payroll run, If you do not check this box, then the element does not process in a payroll run and is reported as information in your Statement of Earnings report.
For prerequisite steps to set up continuous calculation, see: Setting Up Continuous Calculation, Oracle HRMS Payroll Processing Management Guide
To set up an element for continuous calculation
Choose the Recalculation tab and select a RetroPay element. This is an event group that defines the events that trigger proration for this element.
In some localizations, Oracle Payroll can calculate proportionate earnings amounts whenever payroll-relevant data changes during a payroll period. The Payroll Earnings and Deductions section describes the full setup steps for the relevant localizations. To enable proration for an element, choose the Proration tab.
To set up an element for proration
Choose the Proration tab and select a proration group. This is an event group that defines the events that trigger proration for this element.
Optionally, select a proration formula. Alternatively you can edit the element's payroll formula to handle proration.
Enter the Further Information field if:
Your Oracle localization team has set up additional fields for element definition
You are in the UK, and you use Oracle SSP/SMP
French Payroll
Select a group, which is the name by which this element, and the others in the group, appears as one line on the pay advice.
On the pay advice, most earnings and deductions are shown as a base, a rate, and an amount. Select the base unit if you want this displayed on the pay advice.
South African Payroll
Enter a clearance number for Statutory Information and Deduction elements, if applicable. This number appears on the tax certificate.
Kuwait Payroll
Select a deduction type for the Deductions elements. This information is used by the PIFSS report.
New Zealand Payroll:
If you want to display custom elements with the classification of Employer Charges in the Online Payslip, SOE form, and Statement of Earnings under Employer Superannuation Contribution section, select Yes in the Super Section Display field.
Choose Input Values to define input values for the element
See: Defining an Element's Input Values
Choose Balance Feeds to select balances you want this element to feed
See: Creating Balance Feeds for Individual Elements, Oracle HRMS Compensation and Benefits Management Guide
Click Balance Feed Control to add or remove secondary element classifications for this element.
Mexico only: Click this button to attach sub-classifications to your element.
See: Creating Classes of Balance Feeds, Oracle HRMS Compensation and Benefits Management Guide
Choose Frequency Rules to enter frequency rules to determine when the element should be processed.
See: Defining Frequency Rules, Oracle HRMS Compensation and Benefits Management Guide
For a net-to-gross element, choose Exclude Balances to select the deductions to be paid by the employer.
For a net-to-gross element, or any other element that is processed iteratively, choose Iterative Rules to specify how to use the Iterative Formula results.
Choose the Extra Information button to enter extra attribution for the element. You can link as much attribution as you need to an element.
Note: You can only access Extra Information types if your system administrator has set them up for your responsibility.
If Payslip Modeling feature has been enabled for your localization, you can specify whether to enable the element for payslip modeling. If you select No, the elements will not be available for the users during payslip modeling process.
If Payslip Modeler has been enabled, then you can specify whether to enable the element for payslip modeling. If you select No, the element will not be available for the users during payslip modeling process.
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 select input values of this element which are to be made available for simulation. Only user enterable input values are available for Payslip modeling. Ensure to select all mandatory input values to be made available for simulation, if the element is available for simulation.
If the Multiple Entries checkbox 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.
Note: Please note that there is a restriction for predefined elements being used for payslip modeling. For predefined elements, if you setup the details 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 another 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.
To exclude the element from a run type
Choose the Usages button if you want to exclude this element from a run type, or combination of run types.
Select the run type or combination of run types from which you want to exclude this element.
Note: For Norway: You must select the Employer Contributions run type to exclude the elements.
Select the effective dates for your exclusions.
Save your work.
Use the Input Values window to define the input values for the element. You can define up to 15 input values for an element.
Depending on the type of element you have defined, Oracle HRMS may have applied one or more default input values.
North America users: All elements must have the default Jurisdiction input value.
Norway users: All elements that feed the Holiday Pay Base classification must have the Tax Municipality input value. This input value must have the HR_NO_TAX_MUNICIPALITY valueset attached to it.
Payroll users: If you are creating balance feeds for individual elements, ensure you define an input value of the same unit of measure as the balance. Money units must be the same currency.
You can add new input values to a saved element only if you have not entered the element for any employees. To add an input value, you must set your effective date to the element's start date.
To define input values
Set your effective date early enough to handle any historical element entries you want to make.
Enter or query the element in the Element or Element Link window and choose the Input Values button.
Enter the name of the first input value. Remember that if you want to define a pay value to hold run results, you must name it Pay Value.
Select the unit type of your input value (money, hours, character, date, number, or time). A Pay Value must have the unit type Money if the element is in a Payments type classification.
You can enter numbers in the Sequence field to change the order in which the input values appear in the Entry Values window.
Check the Required check box if all entries of the element must have a value for this input.
Note: When you have saved an input value, you cannot change it to be Required. If you have saved it as Not Required by mistake (or you have generated an element that has an input value you want to make required), delete the input value and re-enter it with the correct values. If you are re-entering a generated input value, be careful to enter exactly the same name. You cannot delete the input value if you have made any entries of the element for employees.
Check the User Enterable check box if users can enter a value for this input. Uncheck it if you want to ensure that the default value is entered for all employees.
Check the Database Item check box if you want the value to be available to formulas or QuickPaint inquiries.
Database Items are simple identifiers that the system uses to find specific items of information in the human resources database. Any spaces in the input value name are converted to underscores in the Database Item name.
If you enter defaults at the element link level, these override the defaults at element level. If you update an element-level default, remember to check the values on the element links too.
To enter a default for an input value
Enter the value in the Default field.
If you want existing entries to be updated whenever the default is changed, check the Hot Default check box. The input value must be required if you want to use this option.
A hot default appears in the Entry Values window in quotation marks.
Important: If a user overrides a hot default in the Entry Values window, subsequent changes to the default will not affect the entry. For this reason, you may prefer to use BEE to change defaults for large groups of employees, rather than the hot default feature.
To enter validation for an input value
Do one of the following:
Select Warning or Error to determine whether the system warns users that an entry is invalid or prevents them from saving an invalid entry. You cannot select a value if you chose a Lookup because a user cannot enter an invalid value for an input value validated by lookup.
Use the Element Link window to define groups of assignments that are eligible for an element.
Note: When you define a link for a benefit or for an entitlement item in a collective agreement, do not select any eligibility criteria. Instead use participation eligibility profiles to restrict eligibility for the benefit or entitlement item.
Note: When querying data the Element Link window returns values for Payroll, Location and Position and Organizations, irrespective of the security profile restrictions set, enabling you to view the links already created. You cannot create links for data outside your security profile.
To define an element link
Set your effective date to the date you want the eligibility criteria to come into effect.
In the Element Name field, select the Element for which you are defining a link.
Check the Standard check box if you want all employees who are made eligible by the link to receive the element automatically.
You can only create a standard link if the element is recurring and multiple entries are not allowed by the element definition.
In the Eligibility Criteria region, select the assignment components that constitute this eligibility rule. If you want to link to all employees, do not enter any eligibility criteria.
You can link to all payrolls or to a specific payroll. Do one of the following:
Leave the Payroll field blank and check the Link to all Payrolls check box if you want employees assigned to any payroll to be eligible. This rule excludes employees who are not assigned to a payroll.
Select the name of a specific payroll if you want only employees on that payroll to be eligible for the element. Do not check the Link to all Payrolls check box.
Leave both fields blank if assignment to a payroll is irrelevant to eligibility for the element.
To enter costing information for the link
Select the Costable Type. The default is Not Costed, meaning that the system maintains no costing information for the element.
To allow entry of costing information at all levels, including the assignment and element entry levels, select Costed This is the appropriate selection for most elements representing earnings types.
If you do not need to cost the element at organization and assignment levels, select Fixed Costed. This is appropriate for some deductions, which are irrelevant to labor distribution analyses.
If you want to distribute overhead costs (such as employer contributions to a pension plan) over other elements, select Distributed.Then select a Distribution Set.
Note: Some element classifications for your legislation may be predefined as Not Costed and you cannot override this.
Check the Transfer to GL check box if the payroll run results from this link should be transferred to the general ledger.
Use the Costing field to select a GL account code and, if present, account codes of labor distribution or other systems in which to collect the run results of this element. Then use the Balancing field to select the GL account that balances this one.
For deductions elements:
Select the code for the GL account to credit in the Costing field, and the code for the account to debit in the Balancing field.
For elements in all other classifications:
Select the code for the GL account code to debit in the Costing field, and the code for the account to credit in the Balancing field.
Note: Depending on your set up of the Cost Allocation flexfield, the Balancing field may not be enabled.
You can use a batch process to create multiple links more efficiently than creating each link individually.
To create element links in a batch operation
Check the Create in Batch Mode check box to specify that you want to defer creation of this element link until later when you run the Generate Element Links process. Alternatively, leave the box unchecked if you want to create this element link immediately.
View the Link Status to confirm the status of your link:
Unprocessed - you have selected this element link for creation as part of a batch, but the Generate Element Links process has not started yet.
Processing - the Generate Element Links process is now attempting to create this link.
Complete - the Generate Element Links process has completed, and you have successfully created this element link.
Incomplete - the Generate Element Links process has completed, but this element link was not included in the processing and you have not yet created the element link. Correct the link definition before rerunning the Generate Element Links process.
Error - the Generate Element Links process failed to complete, and you have not yet created the element link. Correct the link definition before rerunning the Generate Element Links process.
Run the Generate Element Links process to complete the creation of those links that you selected for batch processing.
To enter qualifying conditions for the link
Go to the Qualifying Conditions region. Here you can add or change age or length of service requirements for this particular eligibility rule.
The system checks these conditions when you make an entry of the element. If the employee does not meet the qualifying conditions, you receive a warning.
To adjust input values for the link
Save your link definition and choose the Input Values button to display the Link Input Values window.
Use this window to:
Enter a new default or change one entered at the element level
Check the Costed box to maintain costing information for an input value.
Change the maximum, minimum or both for an input value. Logically, the new values should be within the range you defined for the element as a whole. However the system does not enforce this.
Use the Generate Element Links process to create element links quickly. You must first select the links for batch creation when defining them on the Element Links window. Then, run the Generate Element Links process from the Submit Requests window to link to the element entries created.
To generate element links
Select one of the following Generate Types to determine whether you want to process:
All element links that are not completed and are not processing currently.
A single element link. If you make this selection, go on to select the particular element link that you want to create. Note that you are selecting one element link from the range of links that are awaiting processing. You cannot change the characteristics of the link at this point, but you can return to the Element Links window to make changes.
Click OK
Click Submit
You enter compensation and basic benefits for employee assignments in the Element Entries window. If employees are assigned to a salary basis, you enter their salaries in the Salary Administration window.
You can use the Element Entries window to make entries or to query existing entries. Use the Period field, Classification field, and Processing Types option buttons to restrict the entries you see when making inquiries.
The Processed check box shows if Oracle Payroll has processed the entry in the current pay period. Notice that you can change an entry that has been processed. This enables you to correct entries for retropay processing. Changing the entry does not alter the payroll run results so you can consult these for a complete record of payroll processing and payments.
See: Setting Up RetroPay, Oracle HRMS Payroll Processing Management Guide
Note: Your system administrator might have restricted the elements you can enter in this window by element set, classification or processing type.
To enter an element for an employee assignment
If necessary, change your effective date to:
The correct start date for a recurring element entry
Any date in the correct pay period for a nonrecurring element entry
If the pay period is closed at your effective date, you cannot enter any nonrecurring elements that process in payroll runs. If a current or future pay period is closed, you cannot enter any recurring elements that process in payroll runs.
To reduce the list of elements to choose from, select a classification, a processing type, or both in the first region.
In the Element Name field, select an element.
Note: Elements this employee is eligible for by means of a standard link appear automatically.
The system displays a warning message if the employee fails to meet any qualifying conditions of age or length of service.
If the Costing field is enterable, you can enter cost codes, for example to indicate the cost center the employee's time should be charged to.
You can select a reason for an element entry you make or update. As part of your system setup, you can enter valid reasons for the Lookup Type ELE_ENTRY_REASON.
You can check the Override check box to create an entry that overrides all other entries of this element in the current period. You cannot create an override entry if one already exists, or if any of the entries of this element have been adjusted.
If you want to create a one-time entry of a recurring element, check the Additional check box.
An Additional entry is valid only for the current pay period, shown in the Effective Dates fields.
You can only check Additional if:
The element definition allows additional entries, and
An additional entry does not already exist for the assignment in this period, and
The employee is assigned to a payroll
There is a payroll period defined at your effective date
Choose the Entry Values button to open the Entry Values window.
Enter values in the Entry Values fields. Notice that:
Entry to some fields may not be permitted.
Some fields may be required.
Some fields may have a list of values; others may be validated as you leave the field. You will receive a message if your entry is not a valid value.
Some fields may contain default values. If the default value is in quotation marks, it is a "hot default".
Important: You should consider carefully before overriding a hot default. If you override it, then any subsequent changes to the default value on the element or element link definition will notaffect the element entry. However, you can clear your entry if you want the default value to come back into effect.
For Kuwait users only: To enter information about the elements with deduction classification, click on Further Entry Information and enter the following:
Reference number, which is the sequence number used while setting up the deduction type
Authority for the deduction account
Select the type of deduction
Total deduction amount for the element
Start and end date for the deduction. The deduction process depends on the start and end dates that you select for the element. Oracle HRMS uses these dates for reporting purpose.
For a non-recurring element, optionally select a date within the current payroll period in the Date Earned field. The entry will not be processed until this date (that is, the Date Earned of the Payroll Run must be on or after this date).
To enter information about a third party recipient of a payment resulting from a deduction element, use the Payee Details field. Select the name of the third party payment method set up for this payment.
To determine the processing sequence of multiple entries in the payroll run, enter a subpriority number in the Processing Priority field. Lower priority numbers process first.
Note: The Processing Priority field is not available to HR-only users. For more information on user types and the HR:User Type profile option, see: User Profiles, Oracle HRMS Configuring, Reporting, and System Administration Guide.
Save your work.
Oracle HRMS enables you to calculate proportionate earnings amounts whenever payroll-relevant data is changed during a payroll period, for example, if an employee joins or leaves the company during a payroll period or if an employee's pay grade changes during a payroll period. Oracle HRMS performs a proration calculation to ensure that the employees' earnings are calculated correctly after taking account of these changes.
If you want to prorate an earnings element, such as basic salary, assign an event group to it. An event group is a collection of proration points that share similar characteristics. You can create an event group to group together all proration points that affect an employee's salary, for example. This event group could contain proration points such as salary increases, assignment changes, and pay rate changes.
You then process the element using a formula that handles proration. You can either use a payroll formula that handles proration, or create a separate proration formula that runs after the main payroll formula only in payroll periods when a proration event occurs.
See: Sample Payroll Formulas Enabled for Proration (UK), Oracle HRMS FastFormula User Guide, Sample Proration Formula, Oracle HRMS FastFormula User Guide, and Writing Proration Formulas, Oracle HRMS FastFormula User Guide
When you define the event group, you select the events that will activate proration calculation, such as:
An employee joining or leaving the enterprise
Changes to pay grades or grade rates
Changes to pay scales and progression points
Changes to hourly or annual pay rates
Changes to working hours
Changes to allowances or deductions
Note: The proration unit can be periods, days, or hours. Proration can be applied to a monetary, time-based, or numeric amount.
You can define a bonus or other payment, which is a fixed net amount, using Net-to-Gross Processing. Oracle Payroll calculates the gross amount needed to meet the net pay. You define which taxes and other deductions the employer is willing to pay by selecting the balances that can be used in the net-to-gross processing.
The following formulas are used in net-to-gross processing:
This iterative formula calculates the amount that the employer must pay in addition to the desired net amount.
This formula adds the additional amount returned by the iterative formula to the desired net amount to return the payment amount. Create a formula result rule to return this payment amount as a direct result to the element's pay value.
Net-to-gross elements always process separately, after you process the main payroll.
For details of how to set up a net-to-gross element, see Setting Up Elements for Net-to-Gross Processing
When you define the element for net-to-gross processing, you select which balances to exclude from the gross-up calculations. The employer pays all deductions except the ones you exclude.
The formulas for net-to-gross processing do the following:
The iterative formula takes as input the desired net amount (Amount input value), the amount by which net can diverge from the desired amount (To Within input value), and the method of calculation (Method input value).
In the first run the formula sets the lower gross limit to the desired net amount, and the higher gross limit to twice the desired amount. Then it runs a function to provide the first guess of the gross. The formula returns three values--low gross, high gross, and additional amount--to the element's input values.
The element's payroll formula runs (CALC_GROSSUP_PAY_VALUE). It adds the additional amount to the desired amount to create the gross and returns this value to the element's pay value for the payroll run to process.
In the next iteration, the iterative formula compares the additional amount to the total value of the balances that are available for grossup for this element entry. The additional amount must not differ from this balance total by more than the amount you specified in To Within field.
If the additional amount equals the balance total, then the iterative processing ends.
If the additional amount is above or below the balance total by an acceptable margin, then the processing ends and the formula returns the remainder (additional amount - balance) to the element's Remainder input value.
Otherwise, the formula runs the function to generate a better estimate for gross, using the remainder to determine by how much to change the guess. The formula checks the results in another iteration.
Follow these steps if you want to set up your system for proration or retro-notification.
To complete basic setup for proration or retro-notification
In the Table Event Updates window, ensure that the events you want to use are already included in the required tables. Enter the table name. The lower half of the screen displays the fields that trigger proration or retro-notification if their values are changed.
If the table has already been defined but the required event is missing, create either an Update, Delete, or Insert event and enter the table row or column to which the event refers. You can only enter a column name if you are creating an Update event. Select the change type defined by the event.
Note: The Table Event Update window is not available in all localizations.
See: Making Table Event Updates, Oracle HRMS Payroll Processing Management Guide
If the events you require have not been defined in the Table Event Update window, set up the dynamic triggers for proration or retro-notification in the Dynamic Trigger Generation window. The triggers you need depend on the method you use to compensate your employees. For example, the tables required for compensation using Salary Administration are different from those required for compensation using pay grades. The tables you are likely to use are:
PER_ALL_ASSIGNMENTS_F
PER_ALL_PEOPLE_F
PAY_ELEMENT_ENTRIES_F
PAY_ELEMENT_ENTRY_VALUES_F
PER_SPINAL_POINT_PLACEMENTS_F
PER_GRADE_RULES_F
See: Defining Dynamic Triggers, Oracle HRMS Payroll Processing Management Guide
Note: French users: Ensure you enable the dynamic triggers for PAY_ELEMENT_ENTRIES_F and PER_ALL_ASSIGNMENTS_F.
Create an event group for your proration or retro-notification events. You must create the event groups before you can create your elements.
See: Defining Event Groups, Oracle HRMS Compensation and Benefits Management Guide
Select the Incident Register functional area in the Functional Area Maintenance window. Make sure that your triggers are included in this functional area. If your triggers are not included, insert them.
You must also activate the triggers according to legislation or business group. For more information, see: Grouping Dynamic Triggers into Legislative Functional Areas, Oracle HRMS Payroll Processing Management Guide
Setup for retro-notification should now be complete, meaning you can proceed to running the appropriate report. However, if you are setting up proration continue with the next steps.
See: Running the Retro-Notifications Report, Oracle HRMS Payroll Processing Management Guide
To set up the elements for proration
Create your proration element. US and Mexico users: Initiate the earnings type or deduction, then query the generated element in the Element window to add a proration group and, optionally, a proration formula.
Make sure that you select a proration group for each element
Select a proration formula if you are using a separate proration formula to handle proration events (rather than enabling your payroll formula to handle proration)
Select Actual Termination as the termination processing rule
Define the input values for the element. For example, if you were using the sample payroll formulas that are enabled for proration, you would create the following input values:
Amount for a salary management element
Date Worked for a spinal point/pay scale element
Annual Deduction for a deduction or allowance
Link the element to a specific payroll or payrolls. If you want the element to be used automatically each time the payroll is assigned, select the Standard check box. If you do not select this check box, you must enter the element for each assignment.
To create the formula
Check that the database items to be used in your formula are available. If the required database items are not available, create them.
Create the proration formula or write a payroll formula that is enabled for proration.
To create a proration formula, see: Writing Proration Formulas, Oracle HRMS FastFormula User Guide
UK users: For examples of payroll formulas enabled for proration, see: Sample Payroll Formulas Enabled for Proration, Oracle HRMS FastFormula User Guide
For more information on writing formulas, see: Writing or Editing a Formula, Oracle HRMS FastFormula User Guide and Writing Payroll Formulas for Elements, Oracle HRMS FastFormula User Guide
Link the formula to your element in the Formula Result Rules window.
See: Defining Formula Processing and Result Rules, Oracle HRMS FastFormula User Guide
Attach the element to the salary basis if the salary is relevant for proration. Select the input value you created (such as Amount) in the Input Value Name field of the Salary Basis window.
See: Defining a Salary Basis, Oracle HRMS Compensation and Benefits Management Guide
Oracle HRMS supports the capture of third party payment details to enable the employer to make grouped payments. Grouped payments are deductions, made for a set of employees, that are grouped together and paid to a specific third party.
Create your organization payment methods. See: Defining a Payment Method
Important: You must select the FI Third Party Payment payment type to enable third party payments.
Create your third party organizations with the available organization classifications.
Enter the third party payment details. See: Entering Third Party Information
Oracle HRMS captures the pension insurance provider information to enable the employer to transfer the appropriate funds to the correct pension insurance provider.
Each person can belong to only one pension insurance type. The employee must also identify the pension insurance group to which they belong.
Create your pension insurance providers.
See: Setting Up Finnish Organizations
Add the user pension types in the User Types and Statuses window. You can configure a list of values for these input values using the FI_USER_FI_TYPES table in the User Types and Statuses window. You need to give descriptive names for the Pension Insurances, with the same pension insurance type, to make them distinguishable when attaching them for the Assignment.
Enter the additional information for the pension insurance providers.
See: Assigning Pension Insurance Types to Pension Insurance Providers
Assign the correct pension insurance policies to the legal employer.
See: Assigning Pension Insurance Policies to a Legal Employer
Link the Pension Insurance element to your payroll.
Enter the employee's pension insurance information through the Pension Information tab on the People window. See: Entering Additional Personal Information
Attach the Pension Insurance element to the employee's assignment.
You need to pay the following premiums to the accident insurance provider:
Accident Insurance Premium: Oracle HRMS captures the accident insurance provider information to enable the legal employer to pay the accident insurance premium to the accident insurance provider with which it has a policy.
Note: There can only be one accident insurance policy per legal employer but a local unit can have its own accident insurance policy.
Unemployment Insurance Premium: Unemployment insurance premium is an employee contribution. In addition to the employee unemployment insurance deductions, Oracle HRMS records the unemployment insurance premium information for third party payments and employer end-of-year reporting.
Group Life Insurance Premium: Oracle HRMS records the group life insurance premium information for third party payments and employer end-of-year reporting. You can process the group life insurance premium along with the accident insurance premiums.
Create your accident insurance providers.
Assign the correct accident insurance provider to the legal employer.
See: Assigning the Accident Insurance Providers to a Legal Employer
Assign a different accident insurance policy to the local unit if the local unit has coverage under a different policy from that of the legal employer.
See: Assigning the Accident Insurance Policy to a Local Unit
Link the Accident Insurance, Unemployment Insurance, and Group Life Insurance elements to your payroll.
Link the Accident Insurance, Unemployment Insurance, and Group Life Insurance elements to the employee's assignment.
Oracle HRMS supports the capture of the relevant court order deduction information that must be paid to the correct magistrate office. The court order amount, which is calculated from the net salary, is determined by he number of dependents an employee has.
Important: You can deduct only one court order at any point of time. If there is a new court order deduction, you must add a new element entry to ensure that the balances reflect the correct amount.
Create your magistrate offices.
Check the dependent check box in the Contact window to ensure that the application retrieves the correct number of dependents.
Link the Court Order element to your payroll.
Link the Court Order Information element to the employee's primary assignment. Link the Court Order element to all the assignments of the particular employee.
Note: If you enter a value for periodic installment, this value will override the value you enter for number of installments. If both of these input values are left blank, the application will deduct the maximum possible amount for the payroll period.
Oracle HRMS captures the trade union information to facilitate the electronic payment of union dues to the correct trade union to which an employee belongs and for statutory reporting.
Create the trade unions to which you transfer the union dues.
Enter the additional information for the trade unions.
Link the Trade Union Membership Fees element to your payroll.
Note: If a majority of your employees belong to trade unions, then you can create a standard link. In this case, you will have to manually remove the Trade Union Membership Fees element from the assignments of those employees who are not trade union members.
Enter the employee's trade union information through the Trade Union tab on the People window. See: Entering Additional Personal Information
Note: The information you enter at the person level overrides the trade union information available at the organization level.
Link the Trade Union Membership Fees element to all the assignments of the particular employee.
Oracle HRMS captures travel expense–related information to meet the tax reporting requirements. The employer can process these expenses directly from payroll or upload the information from third party systems.
Note: If you process the travel expenses through a third party system, you can upload the information into the available predefined elements with help from the payroll implementation team.
Create the necessary legal employers and local units.
Create elements for your travel expenses in the Element window, with the primary classification as Direct Payments and with the following input values:
Pay Value
Legal Employer
Employment Type
Tax Category
You must select the Termination as Final Close for all elements that you create.
See: Defining an Element
Note: You can also use the predefined elements for travel expenses. See: Predefined Elements
Set up the balances using the following balance categories:
Daily Allowance Domestic
Daily Allowance Foreign
Half Day Allowance
Meal Compensation
Tax Free Mileage Allowance
Tax Free Mileage Allowance Km
Other Tax Free Expense
You can use these balance categories to identify the reporting groups to which the balances belong.
See: Defining User Balances, Oracle HRMS Compensation and Benefits Management Guide
Add the balance dimension PER_LE_EMPLTYPE_TAXCAT_YTD to the balances you create.
Link the elements to your payroll.
Link the elements to the employee's assignment.
Taxable benefits in kind must be considered as taxable income, but are not paid as part of the salary. Oracle HRMS supports the calculation of the monetary value of the following non-monetary benefits in kind:
Car Benefit
Lunch Benefit
Create the necessary legal employers and local units.
Ensure that all benefits in kind elements have the primary classification as Benefits in Kind. You must exclude all benefits in kind elements from the Pay Separately and Process Alone run types and you should define these elements with Termination as Final Close.
See: Defining an Element
Set up the employee's car benefit, if necessary, through the vehicle repository. You can also use the predefined elements to enter car benefits information.
See: Vehicle Repository
See: Predefined Elements
Select the benefit type through the Further Element Information descriptive flexfield, if you are entering information for other employee benefits. You use this information to report on benefits that have no tax implications.
Note: If you need to report on different benefits, then you can use the following balance categories to create the elements and balances for your benefits in kind.
Finnish Other Benefits
Finnish Stock Options Benefit
Finnish Mortgage Benefit
Finnish Housing Benefit
See: Defining User Balances, Oracle HRMS Compensation and Benefits Management Guide
Add the balance dimension PER_LE_EMPLTYPE_TAXCAT_YTD to the balances you create.
Link the elements to your payroll.
Link the required elements to the employee's assignment.
You need such a tool to enable correct calculation of certain payments. Typically, you use net-to-gross calculations in two cases:
You need to know the gross cost effect of a planned salary or a payment increase.
You want to give a reward or bonus to the employee, free of any employee charges. Since the tax administration considers the payment as taxable income, you need to know how much to pay as gross to get a zero-cost value for the employee.
See: Net-to-Gross Processing of Earnings
Create the iterative elements for the net-to-gross calculation in the Element window, with the primary classification as Salary in Money.
See: Defining an Element
See: Setting Up Elements for Net-to-Gross Processing
Important: You must select the Termination as Final Close for all elements that you create.
Note: You can also use the predefined element for net to gross calculation. See: Predefined Elements
Select the iterative formula as FI_CALC_GROSSUP.
Click the Usages button if you want to exclude any elements from the net-to-gross calculation.
Note: You must exclude the elements from the run type, Process Separately.
Note: The NetPay balance will reflect all earnings elements and all statutory deductions during net-to-gross calculation. This balance considers neither voluntary nor involuntary deductions.
Follow these steps to set up elements for net-to-gross processing.
To set up elements for net-to-gross process
Define the elements, making sure you select the following rules:
On the Standard tab of the Element window:
Non-recurring
Final close for the termination rule
Multiple entries allowed
Skip rule of ONCE EACH PERIOD
Mexico only: Skip rules are not enabled by default.
On the Advanced tab of the Element window:
Check the Gross Up check box
Select DEFAULT_GROSSUP in the Iterative Formula field
Choose the Input Values button to define the input values for these elements, as follows:
| Input Value Name | Purpose of Entry | Checkbox: Required | Checkbox: User Enterable | Checkbox: Database Item |
|---|---|---|---|---|
| Pay Value | Oracle Payroll returns the gross pay to this input value when it has completed the net-to-gross calculations. | No | Yes | Yes |
| Amount | Gives iterative formula the desired net pay. | Yes | Yes | No |
| Low Gross | Used by the iterative formula to hold the lower gross pay guess, to feed into the next iteration of the formula. | No | No | No |
| High Gross | Used by the iterative formula to hold the higher gross pay guess, to feed into the next iteration of the formula. | No | No | No |
| Remainder | The amount by which the additional pay to be paid by the employer (gross minus desired net) differs from the total of the balances that are eligible for grossup processing. Returned by the iterative formula. | No | No | No |
| To Within | The amount by which actual net can differ from desired net after normal processing. Must not be zero but can be a nominal amount such as 0.01. | Yes | Yes | No |
| Method | The method of iterative calculation: binary or interpolation. This determines which function the iterative formula calls. Use the lookup type ITERATIVE_METHOD and select the default INTERPOLATION, since this is usually the more efficient method. | Yes | Yes | No |
| Additional Amount | The amount to add to desired net to calculate gross pay. Returned by the iterative formula. | No | No | No |
Click Balance Feeds to confirm which balances feed your net-to-gross element.
See: Creating Balance Feeds for Individual Elements, Oracle HRMS Compensation and Benefits Management Guide
Click Balance Feeds Control to modify balance feeds that are not correct.
See: Creating Classes of Balance Feeds, Oracle HRMS Compensation and Benefits Management Guide
Click Iterative Rules to set up the processing rules for the iterative formula.
See: Defining Iterative Processing Rules, Oracle HRMS Compensation and Benefits Management Guide
Click Exclude Balances to select the deductions to be paid by the employer.
See: Excluding Balances From an Element's Grossup Calculation, Oracle HRMS Compensation and Benefits Management Guide
Define the formula result rules for your elements:
Select the CALC_GROSSUP_PAY_VALUE formula for the Standard processing rule.
Create a formula result rule to feed the PAYMENT_AMOUNT result as a direct result to the element's pay value.
See: Defining Formula Processing and Result Rules, Oracle HRMS Compensation and Benefits Management Guide
Define element links for your elements.
In the vehicle repository, you can store details of company vehicles and private vehicles used for business purposes. This information is datetracked so that you can record changes to the vehicle - such as its status (active or inactive) - over time. Storing this data in a repository removes the need for repetitive and error-prone data entry.
Use Oracle SSHR to record vehicle repository information in the Vehicle Repository Page. The vehicle repository information includes:
Registration number
Make and model
Registration date
Engine capacity
List price and value of optional accessories fitted initially and added later
Fiscal rating
Status, and reason for Inactive status
Whether the vehicle can be allocated to multiple users
For Russian users only:Vehicle Category, mileage/fuel limits, usage schedule, and lease details.
For Russian users only:Extra information about vehicle insurance details
Note: You can enter multiple insurance details for the same vehicle.
For Polish users only: Vehicle-card identification number, engine number, inspection dates, and additional, user-defined technical information about the vehicle
You can import company vehicle information from a car fleet management system, storing a fleet identifier and date transferred on each vehicle record.
Use Oracle SSHR to allocate vehicles to your employees so they can be used in employee mileage claims (UK and Poland) or Benefit in Kind processing (Ireland). You can allocate two types of vehicles : company and private.
You can allocate one primary company vehicle to each employee, and as many additional company vehicles as your business rules allow.
You can allocate as many private vehicles as your business rules allow. You mark one vehicle as the default.
Business rules are held in the PQP_CONFIGURATION_VALUES table. See: Configuration Settings for Vehicle Repository and Mileage Claims, Oracle HRMS Compensation and Benefits Management Guide
When you allocate a vehicle, you can override some of the configuration settings for your business group.
You can record a vehicle against a single assignment, or against all of an employee's assignments.
You can allocate vehicles from the Vehicle Repository page.
When you move the mouse over the Users icon, you can view the user details in a pop-up window.
Oracle HRMS provides a convenient way to maintain information about the various absence types your enterprise recognizes. To facilitate reporting and analysis of employee absences, you can distinguish between absence types and absence categories. An absence category is a group of related absence types.
Some absence categories may be predefined for your legislation. The table below contains examples of absence categories and types, for illustration purposes only. You can extend the list of predefined categories and define your own absence types, as required.
Example Absence Categories and Types:
| Absence Category | Absence Type |
|---|---|
| Medical Leave | Illness or Injury |
| Work-related Injury | |
| Work-related Illness | |
| Medical Appointment | |
| Family Leave | Paid Maternity/Paternity |
| Unpaid Maternity/Paternity | |
| Dependent Care | |
| Personal Leave | Compassionate Leave |
| Personal Business | |
| Professional Leave | Certification Classes |
| Meeting Attendance |
Also, to assist with absence reporting and analysis, you can provide reasons to select from when recording employees' time taken for an absence type. For example, if you need information to analyze the particular family-related responsibilities that cause employees to miss work, you can define reasons for absence types as follows:
Example Absence Category, Types and Reasons:
| Absence Category | Absence Type | Absence Reasons |
|---|---|---|
| Family Leave | Paid Maternity/Paternity | Birth of a child |
| Adoption of a child | ||
| Dependent Care | Child Care | |
| Elder Care | ||
| Disabled Care |
Setting up each absence type is essentially a two-step process. One step involves defining the type, that is, entering its name, and optionally selecting a category and reasons for it. The other step involves defining an element to associate with the type. This element serves two important purposes:
It provides a way to maintain a running total of time taken for the absence type. The Absence Detail window shows the running total of absences with an end date before the effective date, and with an absence duration on record. Each absence can add to, or subtract from, the running total, depending on how you define the absence type.
It provides a way to restrict employee eligibility for the absence type. The links you build for the element establish which employees are eligible to use the type.
For example, if the absence type compassionate leave is available only to full time employees, you link its element to the assignment category Full Time.
To hold a single running total of time taken for two or more absence types, you associate all the types with the same absence element. For example, your absence category Personal Leave may include two absence types you need for certain reporting purposes, Compassionate Leave and Personal Business. However, you require just one running total to be kept of employees' time taken for both types of personal leave. In this case you simply associate both absence types with the same absence element.
Note: If you want to use absence types without recording accrued totals or eligibility rules, you can define the type with no associated element.
You can associate each absence type with a recurring or nonrecurring absence element. Each element has an input value with either hours or days as its unit of measure.
Nonrecurring element entries are valid for one payroll period. When you enter an absence of a type associated with a nonrecurring element, the application creates an element entry for the period in which the absence start date falls. For example, if you enter an absence that starts on 4 May for someone on a monthly payroll, the entry is dated 01 May to 31 May.
The entry is only created when you enter the absence end date, and you must enter the absence duration at the same time. The duration can be defaulted if you set up an absence duration formula. The full value of the absence duration is recorded in the absence element entry, even if the end date falls outside of the payroll period.
Important: This option is only available if you use Oracle Payroll and the Proration functionality is enabled in your localization.
UK Users: If you use the Statutory Absence Payments feature you must continue to use nonrecurring elements to record long term sick leave.
Use this approach if you want to begin processing absences before end dates are recorded. You do not enter absence duration on the recurring element entry. Instead, you use a payroll formula to calculate the absence duration to be processed in each payroll period. Use the absence duration formula to calculate the duration displayed on the Absence Detail window. This value is deducted from the current PTO accrual when you enter an end date for an absence type that is associated with a PTO accrual plan.
Recurring element entries start on the absence start date and end on the absence end date (if there is an end date). If the absence ends in the middle of a payroll period, the payroll run detects and processes the absence using the proration functionality.
When you define an absence type, you specify whether the application should maintain an increasing balance, a decreasing balance, or no balance of time off. The balance is a running total of the hours or days an employee has taken for the absence type, as recorded in the Duration field.
As you would expect, an increasing balance for an absence type starts with no time entered, and increases as you enter employees' hours or days absent. For example, if the absence type Compassionate Leave has an increasing balance, the balance starts from zero for each employee and increases by the number of hours entered for each absence of this type.
Increasing balances are appropriate for most absence types. For absence types for which your enterprise sets a maximum time allowed, the system issues a message when an entry of time absent exceeds this maximum, or Oracle Alert can notify you when an employee reaches the maximum time or takes excess time.
See: Oracle Alert User's Guide
When defining an absence type for a PTO accrual plan, you give it an increasing balance that shows the employee's accrued time taken. When you record an absence using the Absence Detail window, you can see the amount of accrued time a plan participant has available for use as vacation or sick leave.
If your enterprise sets a maximum time allowed for an absence type, you have the option of setting up a decreasing balance for this type, instead of an increasing balance. (If the absence type is used for a PTO accrual plan, it is simpler to use an increasing balance and an accrual formula that records an up-front accrual amount.)
For example, suppose your enterprise allows certain employees 32 hours leave per year for professional development. The Professional Leave absence type can have a decreasing balance, and an initial entry of 32 hours.
If you record an employee absence of 4 hours for this absence type, the decreasing balance shows 28 hours still available to be taken.
Decreasing absence balances require more maintenance than increasing balances. They need a prorated initial balance entry for all eligible new hires throughout the year, and require resetting each year for all eligible employees.
Notice that an absence type cannot have both a decreasing and an increasing balance; it has one or the other.
You can initialize or adjust an absence balance using the Element Entries window, or the Element Entry API. You can also initialize a decreasing balance by entering a negative value using BEE. For example, if you enter -16 hours using BEE, a decreasing balance starts at 16 hours. However, be aware that using BEE creates an absence record that will show on employees' absence history.
You can define an absence element as an Information element or an Earnings element.
If you define an Information absence element, you can use a recurring Earnings element to manage the calculation and payment of vacation and sick pay. When you define the absence element, you check the Database Item box for the input value that holds the absence balance. Entries to this input value then become database items that formulas for payroll calculations can access.
US Users: You will typically set up your absence elements in the Information classification for employees who do not submit timecards (Timecard Required = No on the Statutory Information tab of the Assignment window). If you are using the seeded Regular Salary or Regular Wages elements, the payroll run creates indirect results for the seeded Vacation Pay or Sick Pay elements when it finds absence entries in the Vacation or Sickness categories. These elements appear on the Statement of Earnings, but the Information elements do not. You do not need to set up any additional absence Earnings elements for these employees.
Other localizations: Typically, you define an Earnings element to have a skip rule that triggers processing when it finds an entry for the absence element. The element's payroll formula uses the database item for the entry value so that it automatically gets the sum of all the entries in the pay period. Then, using the salary database item to get the salary or hourly rate, it calculates the total absence pay for the period. You can also use the formula to reduce regular earnings for the period so employees do not get paid twice.
The advantage of this approach is that it simplifies the processing of absence payments into one calculation.
Select the Earnings classification for absence elements if you want to process absences individually in each payroll period. You can use these elements with Oracle Time and Labor. This approach creates a one-line entry on the statement of earnings for each absence type. Typically, you would create nonrecurring Sick and Vacation Pay earnings elements. You can also create different absence elements for each rate or multiple of pay if the element must appear on the statement of earnings as a different line item.
US Users: For employees who do submit timecards (making entries in BEE to the Time Entry Wages element), you can create your absence elements as Earnings. This also applies if you do not use the seeded Regular Salary and Regular Wages elements, and you want your absence payment to show on the Statement of Earnings. Use the Earnings window to initiate the element. Select the Category Regular and check the Reduce Regular box.
Oracle Payroll users: If you enter or update an absence retrospectively, or you delete an absence that started in the past, these changes are listed in the Retro Notification report the next time you run this report. This enables you to use RetroPay to correct any payroll processing.
Oracle HRMS enables you to record holiday absences for employees and administer holiday pay.
To simplify processing of holiday pay, Oracle HRMS provides you predefined formulas and elements. You can use the predefined sample formulas to create new formulas to meet your requirements. You need to set up the formula results before you run the payroll.
You can divide the holiday pay solution into several components based on their logical sequence. These components include:
Working Time
Accrual
Entitlement
Entitlement-based Holiday Pay
Absence-based Holiday Pay
Holiday Transfer
Holiday Pay on Termination
Based on your requirements, you can define your own rules for working time, accrual, entitlement, and entitlement-based holiday pay for an employee.
You require additional element entries to initiate processing of these components. The Holiday Pay Information element just holds the option values for processing your logic. The Paid Holiday element initiates the absence-based holiday pay processing. Based on the request for transfer of employee's holiday days, you can enter the Holiday Transfer element. To pay off all the accrued holidays and compensation, you create an element entry Holiday Pay Termination Calculation.
Each component contains predefined examples for the holiday pay solution. These examples cover the basic rules from statutory requirements and are working examples. If your requirement exactly matches these examples, then you can configure the examples to use them as solutions. The initiating element Holiday Pay Information and the formulas are predefined. The result-creating element and the balances are also predefined. Otherwise, you must create new formulas and elements to include your organization-specific logic. You can then configure these new formulas and elements to work as your customized solution.
You must perform the setup steps for processing holiday pay.
Following is a typical example of the predefined solution for the Accruals component.
The initiating formula FI_HOLIDAY_PAY_CALC returns results for each of the following options:
Working Time
Accrual
Entitlement
Holiday Payment
Note: For absence-based holiday pay, holiday transfer, and holiday pay on termination, the formulas specific to the functionality return the option results.
It is not necessary that you map all the results of each option to some output. Based on your requirement of solutions, you configure the number of options. For example, if there are two ways (hour and days) in which accruals can be done for your organization, you can create two separate formulas and elements for both the solutions, and then link them to the first two options ACCRUAL_OP1 and ACCRUAL_OP2.
You can similarly set up steps for Entitlement, Working Time, and Rule-based Holiday Pay components. The following table provides more details on initiating elements and formulas for these components.
The Holiday Pay Information element allows you to select the options you can use for all the sections. It contains the following input values for setting options:
Absence Payment
Accrual
Entitlement
Payment
Termination Payment
Transfer
Working Time
You can configure a list of values for these input values through the User Types and Statuses window. There are system lookups seeded for each of these options with ten choices.
You use the User Types and Statuses window to link each option to a predefined element. For example, in the previous example, you can link the Hour element to Accrual Option 1 and the Days element to Accrual Option 2.
See: Creating Users Types and Statuses, Oracle HRMS Configuring, Reporting, and System Administration Guide
The table provides the lookup, initiating element, initiating formula, and the result element you must setup for each component using the User Types and Statuses window.
| Lookup | Initiating Element | Initiating Formula | Result Element | Predefined Elements | Predefined Formulas |
| FI_ACCRUAL_OPTIONS | Holiday Pay Information | FI_HOLIDAY_PAY_CALC | Holiday Pay Accrual | User Days Accrual Option 1 User Hours Accrual Option 2 |
FI_CUSTOMER_ACCRUAL_DAYS FI_CUSTOMER_ACCRUAL_DAYS |
| FI_WORKINGTIME_OPTIONS | Holiday Pay Information | FI_HOLIDAY_PAY_CALC | Working Time | User Days Accrual Option 1 User Hours Accrual Option 2 |
FI_CUSTOMER_ACCRUAL_DAYS FI_CUSTOMER_ACCRUAL_DAYS |
| FI_ENTITLEMENT_OPTIONS | Holiday Pay Information | FI_HOLIDAY_PAY_CALC | Holiday Pay Entitlement | User Salaried Entitlement Option 1 User Hourly Entitlement Option 2 User Daily Entitlement Option 3 |
FI_CUSTOMER_ENTITLEMENT_SALARIED FI_CUSTOMER_ENTITLEMENT_DAILY FI_CUSTOMER_ENTITLEMENT_HOURLY |
| FI_ENTITLEMENT_OPTIONS | Holiday Pay Information | FI_HOLIDAY_PAY_CALC | Holiday Days Taken Notional Holiday Pay Holiday Compensation Holiday Bonus Pay |
User Holiday Payment Option 1 User Holiday Payment Option 2 |
FI_CUSTOMER_PAYMENT_SALARIED FI_CUSTOMER_PAYMENT_HOURLY_DAILY |
| FI_ABSENCE_PAYMENT_OPTIONS | Paid Holiday | FI_ABSENCE_PAID_HOLIDAY | Paid Holiday Holiday Days Taken Notional Holiday Pay |
User Absence Payment Option 1 User Absence Payment Option 2 |
FI_CUSTOMER_ABSENCE_PAYMENT_SALARIED FI_CUSTOMER_ABSENCE_PAYMENT_HOURLY_DAILY |
| FI_ABSENCE_TRANSFER_OPTIONS | Holiday Transfer | FI_HOLIDAY_TRANSFER_CALC | Holiday Days Transferred | User Holiday Transfer Option 1 | FI_CUSTOMER_HOLIDAY_TRANSFER |
| FI_TERMINATION_OPTIONS | Holiday Pay Termination Calculation | FI_TERMINATION_HOLIDAY_PAY_CALC | Holiday Pay Termination Payment | User Termination Option 1 User Termination Option 2 User Termination Option 3 |
FI_CUSTOMER_PAY_TERMINATION_SALARIED FI_CUSTOMER_PAY_TERMINATION_HOURLY FI_CUSTOMER_PAY_TERMINATION_DAILY |
Use the following steps to set up absence management.
If you want to associate recurring elements with absence types, you must set up proration and retro notifications. This ensures that absences that end in the middle of a payroll period are detected and processed by the payroll run, and that retrospective changes to absences are recorded in the Retro Notifications report.
Note: Proration is available to Oracle Payroll users in selected localizations only.
To set up proration and retro notifications, you must:
Find all the dynamically generated triggers for the table PAY_ELEMENT_ENTRIES_F in the Dynamic Trigger Definition window. (You must deselect the Insert triggering action so that all the triggers are returned by the Find.) Make sure the Generated and Enabled check boxes are checked for all the continuous calculation triggers.
Query the Incident Register functional area in the Functional Area Maintenance window, and enter the business groups for which you want to enable proration on the Business Group tab. Optionally, you can further secure the proration functionality by selecting payrolls on the Payroll tab.
Use the Table Event Group window to group the two events that you need to detect to prorate absences - datetracked updates to absence start date and absence end date. Select Proration for the event group type, and Payroll Period for the proration period. In the Datetracked Events region, select DateTrack Update as the update type, PAY_ELEMENT_ENTRIES_F as the table, and EFFECTIVE_START_DATE and EFFECTIVE_END_DATE as the columns.
Use the Table Event Group window to group the datetracked events on the PAY_ELEMENT_ENTRIES_F table you want to track in the Retro Notifications report. The event group type is Retro.
Define an absence element, with at least one input value, for each absence type. Link this element to define who is eligible.
See: Defining and Linking an Absence Element
Note: Omit this step if you are setting up an absence type for which you do not need to maintain a running total of time taken or remaining, and you do not need eligibility rules.
US and Canada Payroll only: If you want to process the absence element in the payroll run, generate it using the Earnings window.
Mexico only: If you want to process the absence element in the payroll run, generate it using the Element Design Wizard.
Define categories of absence types as values for the Lookup Type ABSENCE_CATEGORY, and your absence reasons as values for the Lookup Type ABSENCE_REASON. In some legislations there are predefined categories and reasons.
You can select the same reason for different absence types.
See: Adding Lookup Types and Values, Oracle HRMS Configuring, Reporting, and System Administration Guide
Define each absence type, and associate it with an absence element.
Note: To keep a single record of employees' time taken for two or more different absence types, you can associate the same element with several types.
For an absence type with a decreasing balance, use BEE or the Absence Detail window to initialize the absence balances for employees eligible for the type.
If you want to make batch entries, see Making Batch Element Entries Using BEE, Oracle HRMS Configuring, Reporting, and System Administration Guide.
If you defined a recurring element, create a payroll formula that handles proration to process the element and calculate the appropriate absence duration in each pay period (taking into account the number of days or hours in a month, working and shift patterns, public holidays, and so on).
Sample Proration Formulas, Oracle HRMS FastFormula User Guide
If you want to set up the application to calculate the duration of an absence automatically, you have two options:
Set the HR: Schedule Based Absence Calculation profile option to Yes, if you want the application to use the worker's schedule and calendar events from their primary assignment to calculate absence durations. To use this option, you must first define schedules and calendar events that are relevant to your enterprise and assign them to various levels in your work structures.
See: Setting Up Availability , Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide
To calculate absence duration from the absence start and end dates without using the schedules and calendar events information of an employee, create a basic formula. If you want the absence duration calculation to update automatically each time you change the absence dates, you must set the profile option HR: Absence Duration Auto Overwrite to Yes.
See: Writing Formulas to Calculate Absence Duration, Oracle HRMS FastFormula User Guide
Define an absence element in the Element window.
US and Canada Payroll only: If you want to process the absence element in the payroll run, initiate it on the Earnings window instead of using the Element window.
Mexico only: If you want to process the absence element in the payroll run, initiate it with the Element Design Wizard instead of using the Element window.
Spain only:If you want to compute the social security earnings you must use the predefined elements for Sickness Details, Maternity Details, Part-time Maternity Details, Pregnancy-at-Risk Details and Adoption Details.
To define an absence element
Set your effective date to a day on or before the start of the first payroll period for which you want to enter absences.
Enter a name for the element, and select the classification Information or Earnings.
Tip: Give the absence element and its absence type the same name, or coordinate the element name with the type name. For example, for the absence type Compassionate Leave, name the element Compassionate Leave or Compassionate Leave Absence.
Enter a reporting name, for display on reports.
If you are creating a recurring absence element, select your absence element event group in the Proration Group field. This field is only available to Oracle Payroll users in certain localizations.
Select the processing type.
Select Recurring if you want to be able to process absences that do not have an end date and you want to apportion absence time correctly across payroll periods.
Note: You can only select Recurring if you use Oracle Payroll and the Proration functionality is enabled for your localization. (In this case, you should see the Proration Group field on the Element window)
Select Nonrecurring if it is acceptable to record the full duration of the absence in the payroll period in which the absence starts.
Select the termination rule. This is normally Actual Termination.
Check the Multiple Entries Allowed box if you want to enable employees to have:
(Nonrecurring) More than one instance of the absence type within a pay period.
(Recurring) Overlapping entries of the absence.
If this is an absence element for a PTO accrual plan, do not select Process in Run. Uncheck this box if necessary.
If the element is recurring, ensure that the Process in Run box is checked so that the absence duration can be calculated by the payroll run.
If employees must be a certain age or have served for a certain number of years to be allowed this absence, enter this information in the Qualifying Conditions region.
Note: If this is an absence element for a PTO accrual plan, the plan setup relates length of service to accrued time off. Do not make an entry here for length of service.
Save the element, then choose the Input Values button.
In the Input Values window, create an input value to hold the amount of time taken. Select units of Day, Hours in HH format, or Hours in Decimal Format (to one, two, or three decimal places).
If you are defining an absence element for a PTO accrual plan, give the input value the name Hours or Days, to accord with the unit of measure of the plan. When you define the plan using the Accrual Plan window, this input value name appears in the Units field of the Absence Information region.
Important: If you select Required for an input value, you must select this input value on the Absence Attendance Type window. Do not select Required for more than one input value.
New Zealand users only: You must also create the following input values:
Seasonal Shutdown - for Annual Leave and Annual Leave Termination elements
Number of complete weeks - for the Special Leave and Protected Voluntary Service Leave elements.
You can define minimum and maximum days or hours that can be entered in an absence record. If you do this, select what happens if these limits are breached:
Select Warning for the system to warn users but allow them to breach the limits.
Select Error for the system to issue an error message and prevent users from saving an entry that breaches the limits.
Save your work.
To link the absence element
Set your effective date to a day on or before the start of the first payroll period for which you want to enter absences.
In the Element Link window, select the absence element you defined.
Select eligibility criteria for this absence element, if appropriate. If you want to make the element available to all employees, do not select any criteria.
Save the link. Then define the absence type associated with this absence element.
Use the Absence Attendance Type window to define an absence type and associate it with an element.
To define an absence type
Enter a name and category for the absence type.
Tip: Give the absence type and its associated element the same name, or coordinate the type name with its element name. For example, name the absence type for a PTO accrual plan Salaried Sick PTO Plan, and its associated element, Salaried Sick PTO Absence.
Select Allow Absence Overlaps if absences of this type can overlap other absences. If you deselect this option, the application warns you if you enter an absence that overlaps another absence of any type.
In the Associated Element region, select the element defined for this absence type. Select the element's input value that holds days or hours. The unit of measure for the input value appears in the Units region.
In the Balance region, select Increasing if you want each absence entry to add to a running total of time taken to date. The running total covers all absence types associated with the selected element. Select increasing balances for absence types for PTO accrual plans, and for most other absence types.
For absence types that have a set maximum amount of hours or days allowed, you may select Decreasing. In this case, each absence recorded reduces an initial balance to show time remaining to be taken for the type.
Note: Decreasing balances require more maintenance. You must enter an initial balance amount for each new hire eligible for the absence type, and must initialize the balance for all eligible employees at the start of each year.
Optionally, select reasons that are valid for entries of this type of absence.
Save the absence type.
Before you can process an employee's holiday pay, you must set up the fast formula rules. Oracle HRMS simplifies the task for you by providing predefined lookups and fast formulas.
To set up holiday pay
Create user types and statuses for the Finnish predefined lookups. Map the options of each lookup to the relevant elements. These lookups include:
FI_ABSENCE_PAYMENT_OPTIONS
FI_ACCRUAL_OPTIONS
FI_ENTITLEMENT_OPTIONS
FI_PAYMENT_OPTIONS
FI_TERMINATION_OPTIONS
FI_TRANSFER_OPTIONS
FI_WORKINGTIME_OPTIONS
FI_HOLIDAY_TYPES
See: Creating Users Types and Statuses, Oracle HRMS Configuring, Reporting, and System Administration Guide
Create your holiday pay formulas using the predefined formulas.
See: Writing or Editing a Formula, Oracle HRMS FastFormula User Guide
Create a standard formula processing rule to associate your formula with your absence element.
See: Defining Formula Processing and Result Rules, Oracle HRMS FastFormula User Guide
Set the formula results for your holiday formula as per the following table:
| Result Name | Type | Element | Input Value |
| ENTITLE_HOLIDAY_COMPEN | Indirect | HOLIDAY_PAY_ENTITLEMENT | Holiday Compensation |
| HOLIDAY_PAY | Indirect | HOLIDAY_PAY_ENTITLEMENT | Holiday Pay |
| SUMMER_HOLIDAY_DAYS | Indirect | HOLIDAY_PAY_ENTITLEMENT | Summer Holiday Days |
| WINTER_HOLIDAY_DAYS | Indirect | HOLIDAY_PAY_ENTITLEMENT | Winter Holiday Days |
| AVERAGE_DAILY_PAY | Indirect | HOLIDAY_PAY_ENTITLEMENT | Average Daily Pay |
| AVERAGE_HOURLY_PAY | Indirect | HOLIDAY_PAY_ENTITLEMENT | Average Hourly Pay |
| CARRYOVER_HOLIDAY_COMPEN | Indirect | HOLIDAY_PAY_ENTITLEMENT | Holiday Compensation Carryover |
| CARRYOVER_HOLIDAY_DAYS | Indirect | HOLIDAY_PAY_ENTITLEMENT | Holiday Days Carryover |
| CARRYOVER_HOLIDAY_PAY | Indirect | HOLIDAY_PAY_ENTITLEMENT | Holiday Pay Carryover |
| HOLIDAY_COMPENSATION | Indirect | HOLIDAY_PAY_ACCRUAL | Holiday Compensation |
| HOLIDAY_DAYS | Indirect | HOLIDAY_PAY_ACCRUAL | Holiday Days |
| WORKING_DAYS | Indirect | HOLIDAY_PAY_ACCRUAL | Working Days |
| WORKING_HOURS | Indirect | HOLIDAY_PAY_ACCRUAL | Working Hours |
| HOLIDAY_PAY_RESERVE | Indirect | HOLIDAY_PAY_RESERVE | Pay Value |
Assign a work schedule to the employee.
See: Assigning a Schedule to a Worker, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide
Link the predefined holiday elements to the required payroll
Run the payroll.
When you record an absence for an employee using the Absence Detail window or self-service, you must always select an absence type.
In the Absence Detail window you can conveniently record start and end dates and times of a particular type of absence, as well as the date you receive notification of the absence.
You can enter either projected or actual dates and times. When an actual absence occurs in accordance with projected absence information already entered, you record this by simply clicking a button.
Oracle HRMS records an employee's absences using the employee's payroll calendar, so all employees for whom you record absence information must have a payroll component in their primary assignment.
Some absence types are associated with nonrecurring elements. For these types, the absence is not recorded on the employee's element entries until you enter the absence end date. You cannot change the absence start date so that it is outside the original payroll period--you must delete the absence and create a new one.
Note: For Oracle Payroll users in some localizations: some absence types may be associated with recurring elements. For these types, the absence is recorded in element entries when you enter an actual start date. If you change the start date, the element entry is deleted and a new one created. When you enter or change the end date, the element entry's end date is date effectively updated.
To calculate the duration of an absence automatically, you can either use the schedule and calendar event features from Oracle HRMS and Common Application Components (CAC), or use a formula that calculates absence duration from the absence start and end dates.
For the first method, the application calculates the duration of the absence based on the worker's schedule and applicable calendar events for their primary assignment. To use these features, set the HR: Schedule Based Absence Calculation profile option to Yes.
You set up availability information such as shifts, schedules, and calendar events, and assign them to various levels in your work structures.
See: Setting Up Availability, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide
For the second method, you write a formula to calculate absence duration from the start and end dates and times entered for an absence. Your localization team may have written a formula that the application uses by default.
See: Writing Formulas To Calculate Absence Duration, Oracle HRMS FastFormula User Guide
To control whether the formula automatically recalculates and overwrites the absence duration when a user updates the end date or time, set the user profile option HR:Absence Duration Auto Overwrite to Yes or No. For example, if you do want the duration to be updated when the end date changes, set the profile option to Yes.
When you enter an absence, the application warns you if:
Duration is greater than the person's net entitlement recorded in a PTO accrual plan
A decreasing absence balance becomes negative
Duration is not equal to the value calculated by the absence duration formula. Or, if there is no absence duration formula, duration is not equal to <end date/time - start date/time>. Here, the application calculates the hours using the standard hours recorded for the assignment (or for the business group if the assignment contains no record).
When recording a projected or actual absence in the Absence Detail window, you can select both the name of an employee authorizing the absence, and of an employee replacing the absent worker.
For fast batch entry, you can use BEE, instead of the Absence Detail window, to enter sick or vacation time recorded together with other timecard data. You can enter the absence start and end dates, as well as any input values defined for the element. If you leave the date fields blank, they both default to the effective date for a nonrecurring absence element; only the start date defaults for recurring elements. Note that the batch line produces an error if you enter a duration but no end date for a recurring element.
If you have licensed Oracle SSHR, you can delegate the responsibility for recording absences to individual employees or their line managers. They can enter proposed or actual absences and submit them for approval by their supervisors (or any other approvers in a workflow).
For monitoring and analyzing recorded employee absences, use the:
View Absence History window, Oracle HRMS Compensation and Benefits Management Guide
List Employees by Absence Type window, Oracle HRMS Compensation and Benefits Management Guide
Absences Report, Oracle HRMS Compensation and Benefits Management Guide
For reviewing PTO plan participants' accrued time earned and taken, use the Accruals window, Oracle HRMS Compensation and Benefits Management Guide.
Enter projected or actual absences for an employee using the Absence Detail window.
Because the calendar holding absence records for an employee is the same as that of the employee's payroll, the primary assignments of employees for whom you enter absence information must include an assignment to a payroll. For absence types based on nonrecurring elements, the effective start date of this assignment must be no later than the start of the current payroll period.
To enter absences for an employee
Select the absence type.
The following information appears:
The category of the type.
The occurrence of the new absence record you are entering. For example, if the employee has already incurred two absences of this type, the occurrence of the new record is 3.
The running total of hours or days absent for all the absence types associated with the element. For absence types with increasing balances, this is the number of days or hours absent with an end date on or before your effective date. For any types with decreasing balances, this is the number of hours or days remaining to be taken.
The number of days absence recorded for the absence type in the current calendar year.
The name of the element that maintains each employee's time taken or time remaining for this absence type.
Note: For Finland and Denmark users only: When you create an absence element entry, Oracle HRMS defines this element for all the employee's assignments including the primary assignment. You can decide whether an element entry is required for a particular assignment and better track absences for multiple assignments. You can also edit element entries to change the absence details for a specific assignment.
Note: For Denmark users only: You can override the holiday or sickness absence details in the Absence Details window by defining the DK_OVERRIDE_HOLIDAY_DURATION or DK_OVERRIDE_SICKNESS_DURATION element in the Element Entries window. Use the same start and end dates for the override element that you use in the Absence Details window.
See: Making Manual Element Entries, Oracle HRMS Compensation and Benefits Management Guide
If the Further Information field is visible for your localization, click in the field and select a context value relevant to your localization.
Canada HRMS: Specify the ROE Reason and ROE Comments. You enter a ROE Reason and ROE Comments for an employee in the Additional Absence Detail Information window. The ROE Reason appears in Block 16 of the ROE. The ROE Comments appear in Block 18 of the ROE.
Dutch HRMS: If you have a category of sickness selected, you can enter a percentage sick by selecting the NL_S context value.
Select No in the Non SI/Pension Absence field to count an absence as a real social insurance day. Selecting Yes excludes the absence from counting as a real social insurance day.
Hungary HRMS: If your absence category is Maternity, enter the expected and actual birth dates (and other dates if applicable). If your absence category is Paternity, enter the child's birth date.
Mexico HRMS: Specify your type of disability:
General Disease
Maternity
Risk Incident
The list of available Disability IDs depend on if you have assigned this disability with a Causal Incident (in the case of Risk Incident disabilities) or no Causal Incident (in the case of Maternity or General Disease disabilities).
Russia HRMS: If your absence category is Maternity Leave, enter the number of children and the new born child's date of birth. If the absence category is Child Rearing Leave, enter the new born child's date of birth. If you select the absence type as Temporary Disability with Sickness Allowance Payment, then select the disability details.
Finland HRMS: If your absence category is Annual Holiday, Layoff, Labour Dispute, or Unauthorized, enter the details of a similar absence taken by the employee. For the absence category Sickness, select the doctor's certificate and contract details. For the Accident category, select the work incident and doctor's certificate details. If your absence category is Family Leave, enter the child and maternity leave details.
UK HRMS: For an OSP or OMP scheme and an absence that is, or contains, a part of a day, select a unit of measure - days or hours - for measuring part days. For a days-based scheme, select Day and select full or half day . For an hours based scheme, select Hours and select the number of hours absent. Select the appropriate value for the start date, end date, or both. If the entire absence is less that a full day, select the value in the Start Date field.
Do one of the following:
Enter projected dates for the absence. You can copy these later to the Actual Date fields by choosing Confirm Projected Dates.
Enter actual dates and duration as days or hours, according to the units of the balance. For a duration in hours, you must enter start and end times, as well as start and end dates. If you enter an end date, you must also enter the duration.
If you want the application to automatically calculate the duration of the absence, then you can either use the schedules and calendar events features from Oracle HRMS and Common Application Components (CAC) or use a formula.
See: Absence Duration
You can also select:
Reasons for the absence
The employee authorizing the absence
The employee who replaces the absent employee for the duration of the absence
Save your work.
If you entered an absence type that is eligible under an absence benefit plan, you can choose Enroll Absences to run the Participation Process in Absence mode. This process assesses the person's eligibility for the absence plan. If they are eligible, the process changes the status of the potential absence life event to Processed, and evaluates any standard rates linked to the plan.
Alternatively, you can run this process for a group of employees from the Submit Requests window. See: Running the Participation Process: Absence, Oracle HRMS Compensation and Benefits Management Guide.
Note: UK Users: The Evidence and Statutory Payments buttons display, if you opened this window from an SSP menu. Please note that these buttons are only relevant to statutory absence types (sickness, maternity, paternity, and adoption).
If the employee is enrolled in an accrual plan, the Accruals button is available. Choose this button to display the Associated Accrual Plans window, where you can see information about any accrual plans associated with the type of absence you are entering.
To view accruals
Enter or query an absence in the Absence Detail window, and choose Accruals.
If nothing is displayed, run a query in the Associated Accrual Plans window to display the name and category of any accrual plans associated with the absence type.
For each plan, three net accrual amounts are displayed:
The Net Entitlement figures on the This Absence tab show the effect of the absence displayed in the Absence Detail window.
The Before Absence figure is the net accrual calculated on the day before the absence.
The After Absence figure is calculated on the start date of the absence.
In most cases these figures will differ by the length of the absence you are entering. However, if the absence happens to start on the day that this period's PTO entitlement is accrued, the new accrual is also shown in the After figure. Similarly, if any other time (such as time bought or sold) is debited or credited to the accrual on that day, it is reflected in the After figure.
Projected Entitlement on the End of Plan tab shows the projected net accrual at the end of the current accrual plan term, taking account of any future absences already entered on the system. If the employee has future-dated assignment changes that affect his or her accrual entitlement, these are taken account of in the calculation.
Note: This figure does not take account of absences with a projected start date. It only includes absences that have an actual start date.
Example
Suppose Ms. Shah is enrolled on a vacation plan that runs each calendar year starting 1 January, with a gross accrual of 2 days per month. Ms. Shah did not carry over any entitlement from last year and has taken no absences before May.
Net entitlement is calculated for the last complete accrual period (that is, the period that ends on or before the start of the absence being entered). This absence is only included in the calculation if it starts on the last day of an accrual period.
The following table shows the accrual amounts (net entitlement) that would display if you enter four absences in the sequence shown.
| Absences: | 2 - 4 May | 31 May - 3 June | 12 - 15 Aug | 15 June |
|---|---|---|---|---|
| Before absence | 8 | 5 | 7 | 3 |
| After absence | 5 | 3 | 3 | 2 |
| End of plan term | 21 | 17 | 13 | 12 |