Oracle Payroll enables you to ccalculate an employer's tax liability and deduct the appropriate sums from employee earnings. You can calculate employer and employee tax liabilities for all the taxes and statutory deductions that are applicable to your country. For example, this includes employer liability for state taxes such as State Unemployment Insurance and employee liability for federal, state and local taxes in the US, PAYE and NIC in the UK, PAYE and PRSI in Ireland, Social Security, Unemployment and Complementary Pension in France, Standard and Special tax and Social Insurance in the Netherlands, and so on.
In each instance, Oracle Payroll enables you to enter details of the tax liability and process it at regular intervals.
See: Reports and Processes in Oracle HRMS, Oracle HRMS Configuring, Reporting, and System Administration Guide
Oracle Payroll allows you to process tax and insurance deductions for employers and employees, and helps you comply with the legislative requirements applying to your organization.
Yes. Oracle Payroll supports many country specific models of taxation, including the local, federal and state tax requirements of organizations operating in the US.
Yes. You can calculate taxes for different types of employer to represent the diversity of your organization. You can also make retrospective adjustments to allow for overpayments and underpayments.
Yes. The details of taxation policy and social security entitlements are constantly changing, but Oracle Payroll is always promptly updated so that your processing includes the most recent updates.
Yes. EDI allows two-way electronic transmission of documents between the Inland Revenue and employers. Oracle UK Payroll has developed a specified formatted file that, if used in conjunction with third party software, can be transmitted electronically to the Inland Revenue.
You can use Oracle HR to update your records throughout the year to show all the Class 1A National Insurance contributions for which your organization is liable. You can make this information available to employees so that they can preview their NI liabilities. You can then generate a report to view the final details and you can submit the complete and validated records to the Inland Revenue to comply with all reporting requirements.
Oracle Payroll provides as startup data all the elements, balances and other components you need to correctly administer PRSI. It also provides legislative upgrades to keep your payroll processing up to date with current legislation. It uses the exact percentage method to calculate PRSI.
The system provides the balance PRSIable Pay, which includes the dimensions to correctly sum up all element feeds during the correct tax period dates. These element feeds come from the elements you define as balance feeds for this balance.
You can include employees in more than one payroll run each processing period. Oracle Payroll's calculations for this are based on total PRSIable earnings for the period, reduced by any PRSI already paid in the period.
Note: If selecting the Social Benefits flag on the PRSI tab of the Tax Information window, make sure you choose the sub class A2, in the Overridden Subclass list of values, instead of A1.
The following table shows the Pay Related Social Insurance elements supplied as part of startup data.
| Name | Type | Classification | Priority |
|---|---|---|---|
| IE PRSI | Recurring | Information | 10300 |
| IE PRSI Employer | Non-Recurring | Employer Charges | 10302 |
| IE PRSI Detail | Non-Recurring | PRSI | 10302 |
You must link the Pay Related Social Insurance elements to the appropriate payrolls before you enter them for employees and include them in payroll runs. If you have set up segments of the Cost Allocation key flexfield to receive entries at the element level, you should enter these account codes in the Element Link window when linking these elements to your payrolls.
Category code elements can receive direct results in addition to indirect results. This is because you may need to correct end of year balances.
You must make sure that if two balances are dependent on each other then changes to one balance are also made to the dependent balance. For example, if you change PRSI Employer, you must also make the same change to PRSI Employer Arrears. This applies to initialization, and to subsequent balance adjustments.
Oracle HRMS provides the means to calculate the PAYE contributions of your employees for taxable social benefits in Ireland, supporting the methods recommended by the Revenue Commission.
Option 1: You can add to taxable pay and tax accordingly
The Employee retains the Social Benefits:
The employee keeps the Social Benefits amount received for an incapacity to work. The amount is non-taxable, as the total absences for the year do not exceed 36 days.
The employee keeps the Social Benefits amount received for an incapacity to work. The amount received is taxable, as the total absences for the year exceed the 36 day tax free limit.
The Employee hands over the Social Benefits to their employer:
The employee hands the Social Benefits amount received over to their employer. The amount is non-taxable, as the total absences for the year do not exceed 36 days, and the employee did not receive payment for the absence.
The employee hands the Social Benefits amount over to their employer. The amount received is taxable, as the total absences for the year exceed the 36 day tax free limit. The benefits amount is added to the employee's taxable pay, and included in the tax calculation.
Option 2: You can reduce the standard rate cut off and tax credits - relative to the Social Benefits received
The Employee retains the Social Benefits:
The employee keeps the Social Benefits amount received for an incapacity to work. The amount is non-taxable, as the total absences for the year do not exceed 36 days. A figure of 0.00 is entered into the Taxable Benefit Amount input value.
The employee keeps the Social Benefits amount received for an incapacity to work. The amount received is taxable, as the total absences for the year exceed the 36 day tax free limit. An assumed amount of benefit the employee should have received must be entered in the Taxable Benefit Amount value.
The Employee hands over the Social Benefits to their employer:
The employee hands the Social Benefits amount received over to their employer. The amount is non-taxable, as the total absences for the year do not exceed 36 days, and the employee did not receive payment for the absence. A figure of 0.00 is entered into the Taxable Benefit Amount input value.
The employee hands the Social Benefits amount received over to the employer. The amount received is taxable, as the total absences for the year exceed the 36 day tax free limit. An assumed amount of benefit the employee should have received must be entered in the Taxable Benefit Amount value.
These are the elements you create in order to calculate an employee's PAYE contributions. Examples of contributions are provided in the payslip tables below.
IE Earnings Non Taxable and Non PRSIable - This element has the classification IE Earnings Classification. Use it to enable the processing of Social Benefits payments within the tax-free exemption period.
IE Earnings Non PRSIable - This element has the classification IE Earnings Classification. Use it to enable the processing of Social Benefits payments after the tax-free exemption period.
IE Social Benefits Clearup - Use this element to enable the deduction of the Social Benefit amount from Net Pay if the employee has retained the Social Benefit amount.
For a payslip with this Standard Rate Cut Off and Tax Credit:
| Standard Rate Cut Off | Tax Credit |
|---|---|
| 1160 | 111.80 |
The Payments and Deductions for a standard payslip would look like this:
| Payment | Amount | Deductions | Amount |
|---|---|---|---|
| Salary | 1450 | PAYE (of 1450) | 242 |
| PRSI | 138 | ||
| Total | 1450 | 380 | |
| Net Pay | 1070 |
Non-Taxable Example: This records the assumption your employee has received a Social Benefits amount for a period of incapacity to work. Having created an element for the Classification IE Earnings Non Taxable and Non PRSIable, and for the Classification IE Social Benefits Clearup means that in a period of sickness you can create an entry for the Earnings Non Taxable and Non PRSIable elements, with the same amount input for the Social Benefits Clearup. The result of this means the Social Benefits amount will be added to your employee's Net Pay as Earnings. As it assumed the employee has received the Social Benefit from the benefits office by cheque, the Net Pay amount is reduced by the full Social Benefit amount. You should create the element for IE Earnings Non Taxable and Non PRSIable with Absence Start and End Dates to enable it as a tracking mechanism for the 36 day exemption period.
For a payslip with this Standard Rate Cut Off and Tax Credit:
| Standard Rate Cut Off | Tax Credit |
|---|---|
| 1160 | 111.80 |
The Payments and Deductions for a Non-Taxable Period would look like this:
| Payment | Amount | Deductions | Amount |
|---|---|---|---|
| Salary | 1450 | PAYE (of 1450) | 242 |
| Non Taxable Non PRSIable Pay | 108 | PRSI | 138 |
| Vision Social Benefit Clearup | 108 | ||
| Total | 1558 | 488 | |
| Net Pay | 1070 |
Taxable Example: This records the assumption your employee has received a Social Benefits amount, but as the claim has exceeded the 36 day exemption period is subject to tax. Having created an element for the Classification IE Earnings Non PRSIable, and for the Classification IE Social Benefits Clearup, means that in period of incapacity to work you can create an entry for the IE Earnings Non PRSIable element with the assumed Social Benefit amount. You can also create an entry for the IE Social Benefits Clearup element for the same amount. The result of this means the Social Benefits amount will be added to the Taxable Pay and included in the Tax Calculation, with the net of the Social Benefits less any tax liability added to the employee's Net Pay. As it assumed the employee has received the Social Benefit from the benefits office by cheque, the Net Pay amount is reduced by the full Social Benefit amount. This results in the employees final pay being reduced by the amount taxed for the assumed Social Benefit amount.
For a payslip with this Standard Rate Cut Off and Tax Credit:
| Standard Rate Cut Off | Tax Credit |
|---|---|
| 1160 | 111.80 |
The Payments and Deductions for a Taxable Period would look like this:
| Payment | Amount | Deductions | Amount |
|---|---|---|---|
| Salary | 1450 | PAYE (of 1558) | 287.36 |
| Non PRSIable Pay | 108 | PRSI | 138 |
| Vision Social Benefit Clearup | 108 | ||
| Total | 1558 | 533.36 | |
| Net Pay | 1024.64 |
Non-Taxable Example: There is not any Tax or PRSI liability for your employee. For this instance of employee sickness, however, you create an element for the Classification IE Earnings Non Taxable and Non PRSIable, with the Social Benefit amount provided on the cheque. The result of this means the Social Benefits amount will be added to your employee's Net Pay as Earnings. It is advisable to enter Absence Start and End Dates when creating the Classification IE Earnings Non Taxable and Non PRSIable elements, as it acts a tracking mechanism for the 36 day exemption period. As the benefit cheque has been handed over there is no need for the Social Benefits Clearup element, since the employee has not received payment for the absence.
For a payslip with this Standard Rate Cut Off and Tax Credit:
| Standard Rate Cut Off | Tax Credit |
|---|---|
| 1160 | 111.80 |
The Payments and Deductions for a Non-Taxable Period would look like this:
| Payment | Amount | Deductions | Amount |
|---|---|---|---|
| Salary | 1450 | PAYE (of 1450) | 242 |
| Non Taxable Non PRSIable Pay | 108 | PRSI | 138 |
| Total | 1558 | 380 | |
| Net Pay | 1178 |
Taxable Example: The Social Benefits cheque is received from your employee, processed within the payroll, with appropriate Tax Deductions made and the net amount paid out (Social Benefit less Tax due). In this instance of employee sickness you create an element for the Classification IE Earnings Non PRSIable, with the Social Benefit amount provided on the cheque. The result of this means the Social Benefits amount will be added to your employee's Taxable Pay, and included in the Tax Calculation, with the net of the Social Benefits less any tax liability added to their Net Pay. As the benefit cheque has been handed over there is no need for the Social Benefits Clearup element, as the employee has not received payment for the absence.
For a payslip with this Standard Rate Cut Off and Tax Credit:
| Standard Rate Cut Off | Tax Credit |
|---|---|
| 1160 | 111.80 |
The Payments and Deductions for a Post Taxable Period would look like this:
| Payment | Amount | Deductions | Amount |
|---|---|---|---|
| Salary | 1450 | PAYE (of 1558) | 287.36 |
| Non PRSIable Pay | 108 | PRSI | 138 |
| Total | 1558 | 425.36 | |
| Net Pay | 1132.64 |
Non-Taxable Example: An entry is created for the new predefined element IE Social Benefit Option 2, covering the period of employee sickness. For this classification a figure of 0.00 is entered into the Taxable Benefit Amount input value. It is purely a means of tracking absences and the 36 day exemption period using the date references from the input values. You can use the elements for classifications IE Earnings Non Taxable and Non PRSIable and IE Social Benefits Clearup to maintain a track of assumed Social Benefits Payments and maintain double entry accounting.
For a payslip with this Standard Rate Cut Off and Tax Credit:
| Standard Rate Cut Off | Tax Credit |
|---|---|
| (1160 - 0.00) - 1160 | (111.80 - (0.00*.2)) - 111.80 |
The Payments and Deductions for a Non-Taxable Period would look like this:
| Payment | Amount | Deductions | Amount |
|---|---|---|---|
| Salary | 1450 | PAYE (of 1450) | 242 |
| Non Taxable Non PRSIable Pay | 108 | PRSI | 138 |
| Vision Social Benefit Clearup | 108 | ||
| Total | 1558 | 488 | |
| Net Pay | 1070 |
Taxable Example: An entry is created for the new predefined element IE Social Benefit Option 2 covering the period of employee sickness. You enter the assumed amount of Social Benefit the employee should have received in the Taxable Benefit Amount input value, which is used in the PAYE formula to reduce Tax Credit and Standard Rate Cut Off figures for the period. You can use the elements for classifications IE Earnings Non Taxable and Non PRSIable and IE Social Benefits Clearup to maintain double entry accounting.
For a payslip with this Standard Rate Cut Off and Tax Credit:
| Standard Rate Cut Off | Tax Credit |
|---|---|
| (1160 - 108) - 1052 | (111.80 - (108*.2)) - 90.20 |
The Payments and Deductions for a Post Taxable Period would look like this:
| Payment | Amount | Deductions | Amount |
|---|---|---|---|
| Salary | 1450 | PAYE (of 1450) | 287.36 |
| Non Taxable Non PRSIable Pay | 108 | PRSI | 138 |
| Vision Social Benefit Clearup | 108 | ||
| Total | 1558 | 533.36 | |
| Net Pay | 1024.64 |
Non-Taxable Example: An entry is created for the new predefined element IE Social Benefit Option 2 covering the period of employee sickness. For this classification a figure of 0.00 is entered into the Taxable Benefit Amount input value, however, the element created for the classification IE Earnings Non Taxable and Non PRSIable is used as a means of paying the Social Benefit amount through the payroll without incurring any Tax or PRSI processing. As the benefit cheque has been handed over there is no need for the Social Benefits Clearup element, since the employee has not received payment for the absence. It is advisable to enter Absence Start and End Dates when creating the Classification IE Earnings Non Taxable and Non PRSIable elements as it acts a tracking mechanism for the 36 day exemption period.
For a payslip with this Standard Rate Cut Off and Tax Credit:
| Standard Rate Cut Off | Tax Credit |
|---|---|
| (1160 - 0.00) - 1160 | (111.80 - (0.00*.2)) - 111.80 |
The Payments and Deductions for a Non-Taxable Period would look like this:
| Payment | Amount | Deductions | Amount |
|---|---|---|---|
| Salary | 1450 | PAYE (of 1450) | 242 |
| Non Taxable Non PRSIable Pay | 108 | PRSI | 138 |
| Total | 1558 | 380.00 | |
| Net Pay | 1178 |
Taxable Example: The IE Social Benefit Option 2 element is utilised in the same way as if the employee retains the cheque, in this case, the assumed amount of Social Benefit that the employee should have received. Again, the element created for classification IE Earnings Non Taxable and Non PRSIable is merely used as a channel for paying the Social Benefit amount through the payroll, without incurring any further Tax or PRSI processing. As the benefit cheque has been handed over there is no need for the Social Benefits Clearup element, since the employee has not received payment for the absence.
For a payslip with this Standard Rate Cut Off and Tax Credit:
| Standard Rate Cut Off | Tax Credit |
|---|---|
| (1160 - 108) - 1052 | (111.80 - (108*.2)) - 90.20 |
The Payments and Deductions for a Taxable Period would look like this:
| Payment | Amount | Deductions | Amount |
|---|---|---|---|
| Salary | 1450 | PAYE (of 1450) | 287.36 |
| Non Taxable Non PRSIable Pay | 108 | PRSI | 138 |
| Total | 1558 | 425.36 | |
| Net Pay | 1132.64 |
From 1st January 2004, PAYE and PRSI must be paid by employees (PRSI is also payable by employers) on the taxable value of the following types of benefit in kind and non-cash benefits provided by their employer:
Private Use of Company Vehicle
Free or Subsidized Accommodation
Free Use of Employer Assets
Preferential Loans
Other Reportable Items (recurring and non recurring)
Oracle HRMS enables you to derive or accept a declared value for notional pay of Benefits in Kind provided to an employee (for Company Vehicle, Accommodation, Use of Assets and Loans) and process the relevant contributions for PAYE and PRSI, using the calculation methods recommended by the Revenue Commission.
For Other Reportable Items, Oracle HRMS accepts a declared Taxable Value and depending on whether the benefit is a one off or ongoing:
Recurring
Taxable value is spread over the pay periods in which the benefit is received
Non recurring
Taxable value is processed within the period the benefit is received
Oracle HRMS calculates the Notional Pay for certain Benefits in Kind as follows:
Private Use of Company Vehicles
The notional pay value on which PAYE and PRSI is applied is the cash equivalent of the private use of the company vehicle. This is calculated by applying a percentage based on business mileage to the Original Market Value (plus value of any accessories) of the vehicle. Any contributions made by the employee are offset against the notional pay value.
Note: If the vehicle is classed as a Van, a fixed percentage declared by the Revenue Commission is applied
Free or Subsidized Accommodation
The notional pay value is the sum of any expense incurred by the employer in relation to the provision of the accommodation and the annual value of the use of it. Any contributions made by the employee are offset against the notional pay value.
Free Use of Employer Assets
If an asset, which continues to belong to the employer, is used by an employee then the notional pay value is a Revenue Commission declared percentage of the market value of the asset when it was first provided as a benefit to the employee. Any contributions made by the employee are offset against the notional pay value.
Preferential Loans
The notional pay value is the difference between the amount of interest paid or payable on the preferential loan in the tax year and the amount of interest which would have been payable in the tax year if the loan had been subject to the relevant rate specified by the Revenue Commission. Any contributions made by the employee are offset against the notional pay value.
Oracle HRMS provides the following predefined Information classification elements to enable you to process Benefit in Kind:
IE BIK Accommodation
IE BIK Arrearage
IE BIK Company Vehicle
IE BIK Company Vehicle Retro
IE BIK Company Vehicle Details Retro
IE BIK Employer Asset
IE BIK Non Recurring Reportable Items
IE BIK Preferential Loan
IE BIK Recurring Reportable Items
IE BIK Accommodation
| Field | Entry in Field |
| Address ID | Choose from the list of values |
| Annual Market Rental Value | Annual value |
| Annual Furniture Value | Annual value |
| Annual Incidental Expenses | Annual value |
| Annual Employee Contribution | Annual value. This is offset against the calculated taxable value for the tax year. |
| Rental Start and End Dates | Appropriate dates. If the employee does not receive this benefit for the full year, these dates are used to pro-rata the value. |
| Landlord Organization | Choose from the list of values |
IE BIK Arrearage
| Field | Entry in Field |
| Net Salary Protected | The amount of net salary that is protected from Benefit in Kind Arrearage Recovery |
Caution: This will not protect the Net salary if Benefit in Kind processing actually reduce the Net salary to zero or create an arrearage. You should only use this element to spread the recovery of an amount over a number of periods.
IE BIK Company Vehicle
| Field | Entry in Field |
| Vehicle Allocation | Choose from the list of values |
| Calculation Method | Choose from:
|
| Business Mileage | Enter either:
|
| Total Mileage | Enter either:
|
| Days Unavailable in Period | Amount of days that the vehicle is unavailable to the employee or, employee's family for private use. This figure is added to the cumulative figure for Days of Unavailability. |
IE BIK Company Vehicle Retro
| Fields | Entry in Fields |
|---|---|
| Vehicle Allocation | Choose from the list of values |
| Calculation Method | Choose from:
|
| Business Mileage | Enter either:
|
| Total Mileage | Enter either:
|
| Days Unavailable In Period | Amount of days that the vehicle is unavailable to the employee or, employee's family for private use. This figure is added to the cumulative figure for Days of Unavailability. |
IE BIK Company Vehicle Details Retro
| Fields | Entry in Fields |
|---|---|
| Taxable Value for Run | Annual taxable value for the run |
| Vehicle Allocation Id | The vehicle allocation ID number |
| Calculation Method | Choose from:
|
| Business Mileage for Run | Enter either:
|
| Total Mileage for Run | Enter either:
|
| Days Unavailable in Period | Amount of days that the vehicle is unavailable to the employee or, employee's family for private use. This figure is added to the cumulative figure for Days of Unavailability. |
| Available Days for Run | Amount of days that the vehicle is available to the employee or, employee's family for private use. |
| Declared Bus Annual Mileage | The annual amount you enter as the Declared Annual Business Mileage |
| Declared Tot Annual Mileage | The annual amount you enter as the Declared Total Annual Mileage |
IE BIK Employer Asset
| Field | Entry in Field |
| Asset Type | Choose from the list of values |
| Asset Value | Value of the asset when it was first allocated to the employee |
| Annual Employee Contribution | Annual value. This is offset against the calculated taxable value of the asset for the tax year. |
| Asset Provision Start and End Date | Appropriate dates. If the employee does not receive this benefit for the full year, these dates are used to pro-rata the value. |
| Switch Over Date | Use this for an ongoing benefit if the assignment transfers payrolls during the year and the new payroll is set to a different frequency and period dates to the previous payroll. Enter the period start date of the first period of the financial year of the original payroll. |
IE BIK Non Recurring Reportable Items
| Field | Entry in Field |
| Reportable Item Type | Choose from the list of values |
| Item Description | Description of Item |
| P11D Report Section | Choose from:
|
| Benefit Date | The date on which the employee receives the item. This is for information only. |
| Benefit Value | The value of the item |
| Annual Employee Contribution | Annual value. This is offset against the calculated taxable value of the asset for the tax year. |
IE BIK Preferential Loan Details
| Fields | Entry in Field |
| Preferential Loan Type | Choose from:
|
| Preferential Loan Reference | Reference for the loan for information purposes |
| Loan Start and End Dates | Appropriate dates. If the employee does not receive this benefit for the full year, these dates are used to pro-rata the value. |
| Annual Initial Loan Amount | This is either the Initial or Average Loan amount depending on what figure the notional pay is being calculated on |
| Annual Interest Charges | The monetary amount of annual interest charged |
| Effective Rate of Interest | The interest rate applicable. This is for information and reporting purposes. |
| Switch Over Date | Use this for an ongoing benefit if the assignment transfers payrolls during the year and the new payroll is set to a different frequency and period dates to the previous payroll. Enter the period start date of the first period of the financial year of the original payroll. |
| Employee Contribution | Annual value. This is offset against the calculated taxable value of the asset for the tax year. |
IE BIK Recurring Reportable Items
| Fields | Entry in Field |
| Reportable Item Type | Choose from the list of values |
| Item Description | Description of Item |
| P11D Report Section | Choose from:
|
| Benefit Start and End Dates | Appropriate dates. If the employee does not receive this benefit for the full year, these dates are used to pro-rata the value. |
| Benefit Value | The annual benefit value of the item |
| Annual Employee Contribution | Annual value. This is offset against the calculated taxable value of the asset for the tax year. |
The predefined element IE BIK Arrearage enables you to track the recovery of PAYE and PRSI contributions that are paid by the employer on behalf of the employee. This arrearage occurs when the employee is unable to pay the contributions at the time of the Benefit in Kind processing due to insufficient funds. You must create a standard link for this element for the tracking to occur automatically.
Oracle HRMS continues recovery of the arrearage until it is all recovered. If an arrearage from a previous tax year is not recovered by the 31st March of the following year then you should create a Non Recurring Benefit in Kind for the amount of outstanding arrearage on the 1st April. Oracle HRMS still continues to recover the outstanding arrearage and the new element taxes the amount of outstanding arrearage in the form of a loan.
Important: If the arrearage still remains unpaid by the end of the year after the benefit was given, then you should use an alternative process of recovery.
Note that, for costing purposes, IE BIK Arrearage Details and IE BIK Arrearage Recovery Details accept the run results of the IE BIK Arrearage element.
The accrual and subsequent recovery of arrearage appears on the Statement of Earnings. In this example, the following assumptions are made:
Standard Rate Cut Off = 500.00 Euros
Tax Credit = 50.00 Euros
Net Salary Protected = 300.00 Euros
Period 1
| Payment | Amount | Deductions | Amount |
| Earnings | 1000.00 | PAYE | 1940.00 |
| IE BIK Taxable and PRSIable | 4000.00 | PRSI | 450.00 |
| IE BIK Arrearage | -1390.00 | ||
| IE BIK Taxable and PRSIable | 4000.00 | ||
| Total Payments | 5000.00 | Total Deductions | 5000.00 |
| Net Pay | 0.00 |
Period 2
| Payment | Amount | Deductions | Amount |
| Earnings | 1000.00 | PAYE | 302.00 |
| IE BIK Taxable and PRSIable | 100.00 | PRSI | 103.00 |
| IE BIK Arrearage Recovery | 295.00 | ||
| IE BIK Taxable and PRSIable | 100.00 | ||
| Total Payments | 1100.00 | Total Deductions | 800.00 |
| Net Pay | 300.00 |
You must do the following to set up Benefit in Kind Processing:
Create a new non-recurring element for your medical benefit or for each (non-medical) BIK, as required.
Assign the element a primary classification of Information and priority of 1262.
Enter a unique name and reporting name that includes a unique prefix and that will not conflict with any predefined elements. For example, use your company identifier_medical or your unique prefix _gifts
See: Defining an Element
If you already offer your employees medical BIKs and record these medical benefits together with other BIKs using the IE BIK Other Reportable Items (Non-Recurring) element, then you must change your existing BIK set up to meet changed statutory requirements. You must create a new user-defined element for medical benefits and use this to feed a new predefined IE BIK Medical Insurance balance. You must also create new information elements and balances for each benefit that you currently record using the IE BIK Other Reportable Items (Non-Recurring) element to be able to report these items individually. Ensure you feed the elements to the respective balances you create.
Important: You must set up your medical BIKs in this way to meet statutory P35 reporting requirements
Click Input Values to create an input value with Benefit Value as the Name, and Money as the Units.
In the Balances window, create a balance for each BIK (non-medical) that you have created in the previous steps. Assign each balance a name that is consistent with the user-defined element name, e.g. your unique prefix_gifts.
Link the following elements to your Payroll:
IE BIK Company Vehicle
IE BIK Accommodation
IE BIK Employer Asset
IE BIK Preferential Loan
IE BIK Non Recurring Reportable Items
IE Recurring Reportable Items
IE BIK Arrearage (link as a Standard element)
See: Defining Element Links, Oracle HRMS Compensation and Benefits Management Guide
Enter your vehicle details into the Vehicle Repository and then allocate vehicles to your employees. You must provide the following details:
Make
Model
Registration Number
Vehicle Type
Date of Registration
List Price
Accessory Value at Start Date
See: Vehicle Repository, Oracle HRMS Compensation and Benefits Management Guide
Update the following lookups:
IE BIK Asset Types
IE BIK Reportable Item Type - use this lookup type to define new benefits items or view the existing benefit items when writing a formula.
See: Adding Lookup Types and Values, Oracle HRMS Configuring, Reporting, and System Administration Guide
Create a formula and attach it (as described in the next step) to the IE BIK Other Reportable Item Details element. This element will feed your new information element created in step 1, which will in turn feed a new predefined IE BIK Medical Insurance balance or your new user-defined balances.
Here is an example of a formula (assume that the lookup code is Med for Medical Insurance) that you can use to report the medical insurance benefits:
inputs are reportable_item_type(text), Taxable_Value_for_Run
l_medical_ins =0
if ( reportable_item_type = 'Med') then
(
l_medical_ins = Taxable_Value_for_Run
)
return l_medical_ins
/* similarly customer can append similar code for different benefits
(reportable item types) */
Here is an example of a formula (assume you use the lookup code Gift for gift BIKs) that you can use to report on the gift benefit:
inputs are reportable_item_type(text), Taxable_Value_for_Run
l_gift =0
if ( reportable_item_type = 'Gift') then
(
l_gift = Taxable_Value_for_Run
)
return l_gift
/* similarly customer can append similar code for different benefits
(reportable item types) */In the Formula Results Rules window, attach the formula to IE BIK Other Reportable Item Details. In the Formula Results region, create an indirect result for the new element created in step 1 and an input value for l_medical_ins and l_gift.
If you have made employer contributions towards PAYE and PRSI deductions on behalf of employees who are unable to make payments, you must report your contributions to the Revenue on the Benefit in Kind Arrearage report. This report summarizes the outstanding amounts owed by employees, and the amounts that they have repaid. You can produce reporting details for the current and previous financial years.
You run this request from the Submit Request window.
To run the Benefit in Kind Arrearage Report
Select the payroll for which you want to see the information.
Confirm which consolidation set you want to use. There is a default consolidation set for your business group, but you can select a different consolidation set if you want to.
Select the assignment set.
Select the preference for viewing and generating the report in the Sort Order field. You can view the report by employee number, name or PPS Number.
Select a start date for your report.
Click Submit.
To configure USC, you need to create a standard element link for the new predefined element IE USC Element effective 1 Jan 2011 for each of your business group payrolls. When you do this, the application automatically processes the USC for employees effective from 1 Jan 2011. The USC amount calculated by the IE USC Element reduces the Total Pay of the employee, but does not affect the pay on which the application calculates the Tax and PRSI.
The Revenue will advise employers of each employee's basis of calculation, individual thresholds, and rates on the RPN file or TFA certificate. The Employer is obliged to deduct USC according to the instructions received from the Revenue.
The basis of calculation consists of the following three types:
Weekly Basis – Default.
Cumulative Basis – Similar to PAYE (use of cumulative income and cumulative thresholds).
Emergency Basis – calculated on a defined percentage of all USCable income. This percentage varies based on legislative requirements.
If an exemption from USC applies, this will be stated on the P2C. Employers are not to apply the lower rates or exemption (i.e. 0% on 4004) threshold themselves, but must instead operate strictly on the figures stated on the P2C issued by the Revenue.
To exempt any employee from the USC calculation or to enter your own value for the USC as an override, navigate to the assignment's element entry for IE USC Element.
To exempt employees from USC
Navigate to the People window - People > Enter and Maintain.
In the Find People window, enter the name or PPS number of the person you wish to exempt and click Find.
In the People window, click Assignment.
In the Assignment window that displays, click Entries.
In the Element Entries window that displays, select IE USC Element and click Entry Values.
In the Entry Values window, enter the following details to exempt employees from USC:
Amount at First Band - Enter an amount here to specify the USC at the first band and to ensure the application does not calculate the USC.
Amount at Second Band - Enter an amount here to specify the USC at the second band and to ensure the application does not calculate the USC.
Amount at Third Band - Enter an amount here to specify the USC at the third band and to ensure the application does not calculate the USC.
Exemption Without Refund - Select Yes to automatically calculate the USC as 0 in this period.
Exemption With Refund - Select Yes to automatically calculate the USC as 0 in this period and to refund the entire USC amount deducted this year.
Note: If you select Yes for both the Exemption Without Refund and the Exemption With Refund, then the application refunds the annual USC amount and generates a message advising you of the same.
The IE P30 Paper Report displays the USC in a separate column from year 2011. In IE P30 XML Report, the PAYE value includes the USC value from year 2011.
Oracle Payroll enables the reporting of multiple employer PAYE references within a single business group. To achieve this, one employee record is required for each employer PAYE reference an employee is paid for in a business group.
Important: You must create a separate consolidation set for each employer.
To set up multiple employer PAYE references:
Enter the required Irish tax information.
See:Entering Business Group Information, Oracle HRMS Enterprise and Workforce Management Guide
Enter Irish statutory information.
Define one consolidation set for each employer and attach them to your payrolls.
See:Defining Consolidation Sets, Oracle HRMS Payroll Processing Management Guide
See:Consolidation Sets, Oracle HRMS Payroll Processing Management Guide
Run your payroll.
Run the IE Legislative Reports Generator
Run the IE New Lookup RPN process
Run the IE Lookup RPN process
Run the IE JSON Response Upload process
Run the Payroll Submission Archive process
Run the Payroll Submission process
Oracle Payroll enables you to make a lump sum payment to an employee for redundancy or retirement. Using a Termination Lump Sum Element, you can identify the taxable and PRSI-able amounts within these lump sum payments.
To set up the Irish termination lump sum:
Define your Irish Termination Lump Sum Element.
Define the input values for your Irish Termination Lump Sum Element.
Link the IE Termination Lump Sum Element to your payroll.
See:Defining an Element Link, Oracle HRMS Compensation and Benefits Management Guide
Run your payroll.
Produce payslips for your employees.
See:Printing the Payslip, Oracle HRMS Payroll Processing Management Guide
Self- Service employees can view their own payslips online.
See:Online Payslip, Oracle HRMS Payroll Processing Management Guide
Oracle HRMS enables you to process payments after termination (Statutory Instrument 592), in the current year or the previous year.
To set up payments after termination in the current year
For all post-termination payments made in the current year, PAYE must be calculated using the cutoff, credit, and rates as of the date of termination (provided that in the last termination payroll calculation was done on a cumulative basis for the new payments). You need to end date the PAYE element as of the termination date, to process PAYE through RetroPay. The element entries for PRSI and Income Levy remain post-termination by default.
Create an element set with the list of paye-related elements given below and also create their post-termination payment element(s):
IE PAYE details
IE PAYE adjust
IE Net tax
IE PAYE Emergency Period Num
IE Reduced Std Rate Cut Off
IE PAYE at higher rate
IE PAYE at standard rate
IE Reduced Tax Credit
IE PAYE Used Tax Credit
Create an assignment set for the set of assignments to be processed by RetroPay and also create element links for the above elements.
Run the Retropay By Element process. RetroPay processes the payments and corresponding PAYE and brings forward as element entries in the payment period. In the payroll run, this is subject to PRSI and income levy in the current period and the already processed tax is also returned.
To set up payments after termination in the current year
Select Emergency basis in the Tax Basis field because the PAYE calculation must be an emergency, calculated as on the date of payment.
Note: You do not have to end date the PAYE element after termination or process the retropay.
You generate a legislative report by running the Legislative Reports Generator process from the Submit Requests window. This takes a snapshot of the benefits data so that you can perform all future processing on this snapshot of the data. When you take the snapshot, calculations are performed on the input values, and each input value is validated. The process also assigns a unique archive request ID for each listing. You must then supply this archive request ID when you subsequently submit the P30, P35, P60, and the Payslip Advice reports. You can use this generator to format payroll data for employees within a specific date range.
You can retry the Legislative Reports Generator process if you find any errors. When the archive process is running, it automatically calculates any input values for which amounts can be derived, and performs validation to identify any data that is not in a valid format.
Errors on a single assignment do not prevent the process from completing. However individual assignments that contain errors do not appear in your final report, and processing of these assignments is always halted at the first error to be detected.
Note: To run the generator successfully, make sure you enter the PRSI Context balance information in the SOE Balances and SOE Elements windows and not in the Payslip Information window at the business group level. If you enter the balance information in the Payslip Information window, the Legislative Reports Generator will not format the Balance and Elements information correctly.
Security Enabling
You can restrict the archiving of the employee details or an assignment by creating a security profile and attaching it your responsibility. The security profile reports only the assignments to which the security profile has access.
For an employee with multiple assignments, the process archives and reports the details even if the security profile has access to only one assignments to maintain consistency with employee and employer level balances in the P35 Report.
You run the Legislative Reports Generator from the Submit Request window.
To run the Legislative Reports Generator
Select IE Legislative Reports Generator in the Name field.
Select the applicable payroll. You can specify a single payroll or all the payrolls within the consolidation set.
Confirm which consolidation set you want to use. There is a default consolidation set for your business group, but you can select a different consolidation set if you want to.
Enter a start date and an end date for the process.
Click Submit.
Run the Payslip Advice report to get printed payslips for your employees.
Before running the report, you need to format the data using the Legislative Reports Generator.
See Running the Legislative Reports Generator
You can run the Payslip Advice Report from the Submit Requests window.
To run the Payslip Advice report
Select the Payslip Advice Report in the Name field.
Enter the date from which you would like to print the data for the payslip in the Start Date field.
Enter the date till which you would like to print the data for the payslip in the End Date field.
Select the payroll in the Payroll field.
Select the consolidation set in the Consolidation Set field.
Select the assignment set in the Assignment Set field.
Select the preferences for viewing and generating the report in the Sort Order fields 1 to 5.
Choose the Submit button.
Employers run the PayPath process to create a magnetic tape file containing the payment details to send to the bank.
You run the PayPath process from the Submit Requests window.
To run the PayPath process
Select the applicable payroll. You can specify a single payroll or all the payrolls within the consolidation set.
Confirm which consolidation set you want to use. There is a default consolidation set for your business group, but you can select a different consolidation set if you want to.
Enter the start and end dates for which you want to run the process. Enter a start date to restrict the payments to unpaid prepayments from that date. If you do not enter a start date the process includes all unpaid prepayment runs.
Select the payment method.
In the Process Date field enter the processing date. This is the day before payment is made to the employee accounts.
Enter the employer PayPath information.
Enter the employer file number to enable the bank to make payments.
Click Submit.
Oracle HRMS delivers the Ireland Single European Payments Area (SEPA) XML file and report in compliance with the Allied Irish Bank, HSBC, Ulster Bank, and Bank of Ireland standards. SEPA is a new European Payment standard that is common across many European countries. You must adopt this payment method to pay employees with a foreign bank account as well as employees with a domestic bank account.
Note: The SEPA process does not affect the existing process for generating the PayPath file.
To set up the IE SEPA XML File and Report process:
Navigate to the Organizational Payment Method window (Payroll => Payment Methods).
Define a new organization payment method of the type SEPA, with the Third Party Payment check box deselected.
Navigate to the Source Bank tab and enter the Bank Details for this payment method and enter the Bank Name, Account Number, Bank Identifier Code, and IBAN number of the employer.
After the application creates the organization payment method, link this payment method to the payroll by adding this payment method to the valid payment methods list.
Navigate to the Personal Payment Method window (People => Enter and Maintain => Query the employee => Assignment => Others. Select Pay Method from the list.)
Create the personal payment method and link the organization payment method created in step 4, for all the assignments that are ready to be paid through SEPA.
Navigate to the Bank Details field and enter the IE Bank Details for this personal payment method and enter the Bank Name, Account Number, Bank Identifier Code, and IBAN number of the employee.
After completing the above setup, you can use the IE SEPA XML File and Report concurrent program by entering the mandatory parameters. After the program completes, it generates the payment xml file with an .mf extension. To view the readable format paper report, click the Output button of the corresponding concurrent request.
Note: The Employer and Employee Bank Identifier Code, IBAN Number, and Country fields are mandatory fields on the xml file. Ensure that you enter these fields through the application interface, else the concurrent program completes with warnings. In such a case, open the log file to read the warning messages. You must correct these warnings by entering the mandatory data. After you correct the data, roll back the previously run concurrent request and submit the new request to generate the payment xml file again
To run the IE SEPA XML File and Report process
Run the IE SEPA XML File and Report process from the Submit Requests window.
In the Name field, select the report name.
Click in the Parameters field to open the Parameters window. This process contains the following parameters:
Payroll (Mandatory)
Consolidation Set (Mandatory)
Start Date
End Date
Payment Method
Process Date (Mandatory)
Batch Booking
Category
Select the applicable Payroll, Consolidation Set and Process Date.
Click OK.
Click Submit.
Employers use the works number to identify their employees internally, and use it when communicating to the Revenue about tax credit details of employees. Employers must notify the Revenue about any changes to the employees' works numbers.
You run the Works Number Update (WNU) from the Submit Request window.
To run the Works Number Update
Select the report name from the Name field.
Select Full to submit all employees' works numbers or Update to submit new and changed works numbers only.
Note: If an Update process fails, then you must run the Full process again.
Enter the legal employer name. This is mandatory.
Select the payroll name and the assignment set for which you want to display the information. If you do not select any payroll or consolidation set, the process lists all the payrolls and assignment sets.
Click Submit.
Run this report when you want to view the payments for each payment method type and organizational payment method for a specified payroll and payroll period. The report also lists the account details for each organizational payment method.
To run the Payments Summary Report
Select Payments Summary Report in the Name field.
Click in the Parameters field to open the Parameters window.
Select the following:
payroll - you can specify a single payroll or all the payrolls within the consolidation set.
period
consolidation set - There is a default consolidation set for your business group, but you can select a different consolidation set.
Select the predefined template the application provides or create a new template to generate the Payments Summary Report. You must have access to XML Publisher Responsibility to create a new template. See: XML Publisher User Guide.
Click OK and then click Submit.
The Earnings Hours and Employment Cost Survey (EHECS) Report is a mandatory report that employers must submit to the Central Statistics Office (CSO) of Ireland every quarter. However, before running the concurrent program, you must set up the following:
Select the occupation category from the Employment Category list in the Assignment window.
See: Entering an Assignment (Assignment Window), Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide
If you define your own occupation categories, then you must map the occupation to the categories in the predefined user table EHECS_CATG_TAB using the Table Structures and Table Values windows.
In the Table Structures window and query the table EHECS_CATG_TAB. Add a new row for each occupation. Ensure you enter the lookup code of the occupation as provided in the EMPLOYEE_CATG lookup.
Note: Set your effective date to 01-JAN-2008
In the Table Values window, query for the EHECS_CATG_TAB table and add each of the occupation codes under one of the columns, Managers/Clerical Workers/Production Workers with the values M / C / P respectively.
If you define your own assignment categories, then you must map those assignment categories to the employment types in the predefined user table EHECS_ASG_CATG_TAB
In the Table Values window, query for the EHECS_ASG_CATG_TAB table and add each of the assignment codes under one of the columns Apprentice Trainee/Full Time/Part Time with the same Exact and Value details as your lookup code.
See: Predefined User Tables, Oracle HRMS Configuring, Reporting, and System Administration Guide
See: Setting Up User Tables, Columns and Rows, Oracle HRMS Configuring, Reporting, and System Administration Guide
See: Entering Table Values, Oracle HRMS Configuring, Reporting, and System Administration Guide
Select the employment type from the Assignment Category list in the Assignment window.
See: Entering an Assignment (Assignment Window), Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide
Enter the mandatory declarant details
See: Entering an Assignment (Assignment Window), Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide
Enter employer level data, using the EHECS Information window.
If you use the details specified in the predefined elements, then feed the predefined balances using the Balance Feeds window or if you do not process the data as elements in your payroll, then use the EHECS Override Information window to enter this information.
The Central Statistics Office (CSO) of Ireland requires a mandatory report - Earnings Hours and Employment Cost Survey (EHECS) every quarter. You run this report using the Submit Request window.
To run the EHECS Report
Enter IE EHECS Report in the name field.
Click in the parameters field and enter the following information:
Year - enter the year for which you want to generate the report.
Quarter - enter the reporting quarter (1, 2, 3 or 4).
Report Type - select whether the report is Original/Amended.
Employer - select the legal employer for whom to generate the report.
Payroll - select a payroll to generate the report for a subset of employees under a particular payroll.
Assignment Set - select an assignment set to generate the EHECS for a set of assignments only.
Occupational Category - select this if you want the report to consider a particular occupational category only. Note that the summary for the other categories will be reported as 0 in this case.
Declaration Date - enter the date of declaration.
Address Change - if there was a change in the employer's address during this quarter, select Yes, else select No.
Comments - Enter any comments that you want to report in the Survey report.
Click OK and Submit to generate an XML output.
Click the View Output button to view the output. The application saves the xml file in your environment's output directory. Rename this xml file as required and submit it. To view the formatted version of the report, submit the process XML Report Publisher, providing the request ID of the successful IE EHECS Report process. If you need to change any data and regenerate the report, then you can roll back and rerun the IE EHECS Report process.
If the IE EHECS Report ends in an error, it is possible that there is some missing mandatory data required for reporting or the data does not meet the validation criteria. Click the View Log button to verify the reason for the failure.
Oracle HRMS supports the Ireland National Employment Survey (NES). Every year, the CSO requests a sample of employers to complete the National Employment Survey. This survey encompasses general employer information and earnings-related employee information. The employee information includes a reference year and a reference month within that year and is drawn for a sample number of employees. Oracle HRMS provides you the IE NES Report to submit the data required for the survey.
To run the IE NES Report:
Specify the reference year.
Specify the reference month.
Enter the sample fraction. This value specifies the number of employees whose information is reported. The sample fraction can be one in one, one in two, and so on. Enter the denominator of the fraction.
Enter the employer name.
Select the payroll. This is an optional field.
Select the assignment set. This is an optional field.
Select the occupational category. This is an optional field.
Enter the declaration date.
Select if address change is applicable.
Specify a value in the Send To Employee field.
Enter applicable comments. This is an optional field.
Effective 2011, Income Levy is abolished and Universal Social Charge is introduced. IE Cessation report must accordingly report the USC contributions on cessation of employees in 2011.
The IE Cessation report has been modified to ensure that it produces appropriate reports as per the requirements. Based on the PAYMENT_DATE, the template displays either 2009 or 2010 templates for Income Levy. If on or after 2011, the USC template displays with appropriate values.
Run the IE Cessation Report process from the Submit Requests window.
To run the IE Cessation Report
In the Name field, select the report name. Then enter the Parameters field to open the Parameters window.
Select the employer for which you wish to run the report.
Select Report Start Date and Report End Date.
Click OK.
Click Submit.
Use the Ireland Data Alignment Archive to archives all the employees that are active as of effective date for an employer. This aligns employer records of the employees with Revenue records to who they have registered working for that employer.
Run the IE Data Alignment Archive from the Submit Requests window.
To run the IE Data Alignment Report Generator
In the Name field, enter Ireland Data Alignment Archive .
In the Parameters window, enter the following details:
Effective Date - this is the date to archive active employees.
Employer PAYE Reference - this is a mandatory field.
Click OK, and Submit.
Use the IE Data Alignment Report to export all the data to csv for a particular employee as of effective date.
Run the IE Data Alignment Report from the Submit Requests window.
To run the IE Data Alignment Report
In the Name field, enter Ireland Data Alignment Report .
In the Parameters window, enter the following details:
Report Generator Request ID - this is a mandatory field.
Output Format - this is an optional field and contains a list of values. You can choose between CSV and XML.
Click OK, and Submit.