Oracle Payroll enables you to run a payroll and conduct post-processing on a payroll that has completed successfully. You can also enter subsequent changes and corrections for a payroll that has not completed successfully.
Oracle Payroll makes use of the following concepts when implementing payroll procedures:
Occasions when you need to use assignment sets for the payroll run include:
You need to process the night shift earlier than the rest of the payroll as they must receive their pay advices the night before the rest.
You need to process a correction run, as entries were not received in time for the normal run and the overtime must be paid this period.
You want to process an additional run for a long service award, which the enterprise is presenting as a cheque/check to each qualifying employee.
To fulfil these requirements, you can select from a range of assignments:
Include all assignments
Include or exclude individually identified assignments
Use a formula to include or exclude certain groups of assignments
A consolidation set is a grouping of payrolls that simplify post-run processing and reporting. It enables you to produce a single set of reports, costing results, and other results for all payrolls in a consolidation set. When you run a payroll, make sure that you have named the consolidation set to which the payroll belongs.
With a normal payroll run, you would want to include all elements, but for a long service award bonus you would want to include only the bonus element and the statutory elements. You first calculate gross pay for ascertaining the gross amount to transfer into the payroll account. Then you complete the gross to net calculation.
You can select element sets as follows:
Include all elements
Include or exclude individually identified elements
Include or exclude classifications of elements.
Canada only: When creating a Run set, you need to explicitly add the Canadian Tax recurring element to your element set.
US only: When creating a Run set, you need to explicitly add the VERTEX recurring element to your element set.
The predefined elements for Oracle Payroll are processed for every payroll run in which they have been included. The deductions are recalculated using the period totals, the amount already paid in previous runs is deducted, leaving the remainder as the deduction for the new payroll run.
QuickPay enables you to carry out payroll processing for individual employees. You can use QuickPay to pay employees who are leaving and who require payment immediately. If an employee asks what their net pay will be this month, you can run QuickPay to find the answer, then roll it back to remove all results from the database.
Once the QuickPay run has a status of Complete, you have a choice of two options for post-run processing:
Include the QuickPay in the batch prepayments processing for the assignment's payroll.
Choose this option if, for example, you have a new employee who joins after the payroll run for the current period has taken place. Instead of rolling back the whole payroll and resubmitting it with the new employee added, you run QuickPay instead so that you can include the new employee in the consolidation set for batch prepayments.
Start the PrePayments process from the QuickPay window, if necessary overriding the default payment method.
Choose this option if, for example, an employee is leaving and is waiting to be paid by cash or cheque/check.
When you start the QuickPay process, the screen freezes, and you cannot delete or update the QuickPay definition until the process completes.
You may receive one of the following error messages:
The process has not started
This means either that the concurrent manager has not been started, or that there are other requests of a higher priority. Ask your system administrator to start your request or change its priority.
The process has started but has not finished
Ask your system administrator to investigate the reason for this.
Continuous Calculation enables you to distribute your payroll processing throughout a payroll period. You can run processes such as the payroll run, prepayments steps, and costing, which deal with predominantly static employee data, at the start of the payroll period, leaving more time for validation and correction of changed data.
Continuous Calculation works by using triggers. You define triggers and events which inform the system when data has changed. For example, if an employee receives a bonus, the corresponding event is triggered. When you subsequently run the Continuous Calculation process, the system identifies these triggers and marks the corresponding payroll processes (such as the payroll run) to be repeated. The affected processes are repeated in a batch process which can be run as often as required. You define the frequency of the batch process when you run the Continuous Calculation process.
You start a payroll run in the Submit Requests window.
To run a payroll
In the Name field, select the name of your payroll run process.
In the Parameters window, which opens automatically, select the payroll.
Select the default consolidation set name for the payroll, then select the current payroll period display.
Select a new consolidation set for the run if required.
Use the consolidation set to control post-run processing of the results.
Select the payroll period for the run.
Select an element set and assignment set if required.
US only: Make sure that you have included the VERTEX seeded recurring element in your element set if you are using an element set.
Select a run type.
If your legislation supports Regular and Supplemental runs, then select R for a Regular run or S for a Supplemental run.
India only: Select "Bonus" run type for paying bonus.
You can optionally enter a message to appear on the statements of earnings for this run if your SOE is designed to support such a message.
Choose Submit.
To set up your system for continuous calculation:
In the Table Event Update window, check that the events are defined for the tables you require for continuous calculation.
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 column to which the event refers. Select the change type defined by the event.
If the tables you require for continuous calculation have not been defined in the Table Event Update window, define them now in the Table Event Updates window.
See: Making Table Event Updates, Oracle HRMS Payroll Processing Management Guide
In the Functional Area Maintenance window, choose the Incident Register functional area. Make sure your triggers are included in this functional area. If your triggers are not included, insert them.
You can also activate the triggers according to legislation or business group.
See: Grouping Dynamic Triggers into Legislative Functional Areas, Oracle HRMS Payroll Processing Management Guide
Note: When you save a single trigger, this has the effect of regenerating all triggers contained in the same package.
Run the Continuous Calculation process from the Submit Reports and Processes window.
The Continuous Calculation process enables you to process static employee data throughout a payroll period.
You run the Continuous Calculation process from the Submit Requests window.
To run continuous calculation
Enter Continuous Calculation in the Name field of the Submit Requests window.
Select a payroll.
Schedule your process.
You can choose how often you want to run the continuous calculation process. For example, you can run the process every day, every week, or on specific days.
Choose Submit.
Within Oracle Payroll the Pre-Processing for a Payroll enables you to run various reports and processes to comply with legislative requirements.
To run the Lookup RPN process for the first ever pay period, you must set the parameter to Employer Reference Number. Ensure you leave the Payroll field blank for the first pay period.
Note: Your employee data will not be populated in the Revenue systems until you have completed one full cycle and provided a Pay Submission. As a result, the New Lookup RPN response file may not produce the desired results.
Once you complete running the IE New Lookup RPN process for the first pay run of 2019, you can run the IE New Lookup RPN or IE Lookup RPN processes using the Payroll parameter.
You run the New Lookup RPN process if you have hired new employees after the last payroll run. Upload the JSON output generated by the New Lookup RPN process to Revenue and save the response you receive from Revenue.
Upload the Response from Revenue using the IE JSON Response Upload process. If there is no response from Revenue, or, for example, no PPS Number, then the application processes the employee as emergency.
Upload the response from Revenue.
Note: Note if there is a PAYE exclusion order, no RPN will be generated.
You can now run payroll and prepayment for employees. Run the IE Payroll Submission Archive process, and then run the IE Payroll Submission Report. Upload the response from Revenue using the IE JSON Response Upload process.
Use the IE Lookup RPN process to generate a report requesting employee-level information from Revenue for processing statutory deductions. This report is in JSON format.
Run the IE Lookup RPN from the Submit Requests window.
To run the IE Lookup RPN
In the Name field, enter IE Lookup RPN.
In the Parameters window, enter the following details:
Employer PAYE Reference - this is a mandatory field
Effective Date – this is a mandatory field. RPNs are requested for employees that exist in the application as on this date. Since the payroll is run at the end of the pay period, it is advisable to use the end date of the pay period as the Effective Date.
Payroll - this is an optional field and contains a list of all payrolls associated with the selected Employer PAYE Reference.
Note: If you do not specify the payroll parameter, then the generated JSON file will contain only the header information as displayed in the following sample JSON:
'{"requestType": "lookupRPN","employerRegistrationNumber": "1234567M","taxYear": 2019,"softwareUsed": "Oracle EBS","softwareVersion": "2018.01"}'
When the JSON response with only header information is submitted to Revenue, the Revenue site provides tax certificates relating to all employees who belong to the specified PAYE Reference registered with Revenue.
Debug Mode - this is an optional field. By default, this is set to No.
Employee - if you selected Yes as the Debug Mode, then this field is enabled. Optionally select a name to run the report for a specific employee. The list displays all persons under the Employer PAYE Reference and the Payroll you selected.
Override Last Update Date – this is an optional field. Use this to enter a value to be populated in the dateLastUpdated parameter in the JSON Request.
Note: If no value is provided for the Override Last Update Date parameter, then the dateLastUpdated field is populated from the effective date of the last Lookup RPN Request that has the same parameters. If there is an IE Lookup RPN process run present with an effective date in the future, then the dateLastUpdated field is populated with that future date, which may cause an error when you upload the RPN Request to revenue.
Click OK, and Submit to generate the JSON report.
Note: The above process automatically spawns the request with the name Payroll File Reporter. The output of this Payroll File Reporter is in the JSON format and you can use file to submit to Revenue. Alternatively, to access this file from the file system, use the value of the File Name parameter in the Payroll File Reporter request.
Use the IE New Lookup RPN to archive all the new employees. The details of the employees in JSON format are sent to revenue to retrieve the RPN ID.
Run the IE New Lookup RPN from the Submit Requests window.
To run the IE New Lookup RPN
In the Name field, enter IE New Lookup RPN.
In the Parameters window, enter the following details:
Employer PAYE Reference - this is a mandatory field.
Payroll - this is a mandatory field and contains a list of all payrolls associated with the selected Employer PAYE Reference.
Debug Mode - this is an optional field.
Employee If you selected Yes as the Debug Mode, then this field is enabled. Optionally select a name to run the report for a specific employee. The list displays all persons under the Employer PAYE Reference and the Payroll you selected.
Click OK, and Submit.
Note: The above process automatically spawns the request with the name Payroll File Reporter. The output of this Payroll File Reporter is in the JSON format and you can use file to submit to Revenue. Alternatively, to access this file from the file system, use the value of the File Name parameter in the Payroll File Reporter request.
Use the PAYE Revenue Response Upload page to validate JSON response obtained from Revenue after uploading the Lookup RPN or New Lookup RPN files to the Revenue site (generated from the application).
To search for and validate a JSON response
To search for a submitted request, enter the following parameters:
Select a value in the Tax Year field. This is a mandatory field.
Select the Employer PAYE Reference from the list of values. This is a mandatory field.
Select the Request Type from the list of values. This is a mandatory field.
Optionally, select a Payroll Name to search for a request based on a specific payroll.
Optionally, enter a Submission Request ID to search for a response for a specific request ID.
Optionally select a Status to filter by status.
Browse the response file obtained from Revenue for the request and submit it for validation.
Once the file is successfully validated by the PAYE Revenue Response Upload, use the IE JSON Response Upload Process to update the JSON response in the application.
To run the IE JSON Response Upload process
In the Name field, enter IE JSON Response Upload Process.
In the Parameters window, select a value for Employer PAYE Reference. This is a mandatory field.
Optionally, enter a Payroll.
Select a Response Type. This is a mandatory field and contains a list of values. You can choose from Lookup RPN, New Lookup RPN, and Payroll Submission.
Select a Tax Year from the list. This is a mandatory field.
Select a Request ID. This is a mandatory field and displays a list of all requests run for the selected Employer PAYE Reference, Response Type and Tax Year.
Optionally select an Upload Mode. You can choose from Validate Only and Validate and Commit. By default, if you selected New Lookup RPN or Lookup RPN as the Response Type, then the default value for Upload Mode is Validate Only.
Click OK and Submit. The Response Upload Date is stored in an EIT and when you run a payroll for a particular period, the application uses this to validate if the IE Lookup RPN report has been run between the payroll period start and end dates.
Within Oracle Payroll the PrePayments process enables you to select a payment method to pay your employees. You can distribute employee pay over more than one method using either a percentage or monetary split.
You can override the PrePayments process. For example, suppose you have run the normal payroll run and made payments via one payment method. You then have to run supplementary payments for some employees and pay them by a different payment method. The PrePayments process, having distributed the regular payments over the payment methods entered, allocates the supplementary payments to the override method.
Use these reports to submit payroll information to Revenue. You can generate these reports based on prepayments. This is a two-step process and includes archiving and reporting. Archiving enables you to archive the payroll details and the payroll submission report process enables you to generate the report based on the archived details.
Run the Cheque/Check Writer process to determine the generation of cheques/checks for a specified payroll and consolidation set over a specified time period.
You can generate contiguous serial numbers for cheque/check printing, and you can use this feature to account for cheque/check stationery used during the cheque/check printing process. If you do this, you also need to take into account the cheques/checks you use to carry out the alignment of your printer.
A sample cheque/check report is supplied with the Cheque/Check Writer process. You can customize this report, or add your own cheque/check style to meet your enterprise requirements.
Oracle Payroll provides automatic cheque/check numbering for the Check Writer process. You can keep track of cheque/check numbers when you process multiple cheques/checks per day.
Note: Your System Administrator can enable the HR: Default Check/Cheque Number Method profile which enables you to use the automatic check/cheque numbering process.
See User Profiles, Oracle HRMS Configuring, Reporting, and System Administration Guide
Run the Void Cheque/Check Payments process when you want to void cheques/checks you have issued using Oracle Cheque/Check Writer. You may want to do this if there is a printing error or if the cheques/checks you print are afterwards lost. The process cancels the cheques/checks issued, records details of the cancellation, and enables you to give a reason for cancelling.
When you reissue a check after voiding it using the Void Check Payments process, the Check Writer process prints the check with the original Payment Date by default. Using the Override Check Date feature, you can replace the original check date with a check date of your choice. For reporting purposes, the Payment Register Report captures the replacement date from the reprinted check.
Use the External/Manual Payments window to record cash or cheque/check payments to employees from external sources or petty cash. The window enables you to record details of each payment.
Run this process when you want to do one of the following:
Distribute employee pay over more than one payment method using either a percentage or monetary split. You define the amount or percentage to be paid by each method for each employee in the Personal Payment Method window. You can also indicate that payment methods should take account of run types and run types at personal level.
Override the default payment methods. For example, you may need to run a supplemental payroll for which the distribution between payment methods will be different from that specified for the regular run. When you override the defaults, the payments for the supplemental run only are distributed according to the override payment method that you specify.
If Multiple Assignments is enabled for your Payroll, the PrePayments process creates one regular cheque for all assignments and one cheque for each separate payment. Assignments must be included on the same payroll in the same payroll period or they will not be included.
Note: The Net Pay from each assignment is deposited into the payment method account for the primary assignment unless the primary assignment is not processed. If it is not processed and the secondary assignment does not have a personal payment method, the employee receives a cheque.
Additional Information: You cannot delete personal payment methods if a PrePayment process is run.
Canada only: The PrePayments process creates different results depending on the setting of the Payroll Archiver Level option, which is set at the business group level. If you set it to "Tax Group," PrePayments consolidates the payment for all GREs of an assignment (which must belong to the same tax group), and Cheque Writer/Deposit Advice generates only one cheque or deposit (this can happen only at the beginning of the year, after running the last payroll for the previous year and before running the first payroll of the current year). If you set it to "GRE," PrePayments creates separate payments for each GRE, and Cheque Writer/Deposit Advice generates a cheque or deposit advice for each GRE.
See: Entering Payroll Archiver Level Information, Oracle HRMS Enterprise and Workforce Management Guide
You run this process from the Submit Requests window.
To run the PrePayments process
In the Name field, select PrePayments.
In the Parameters window, select the name of the payroll or consolidation set to run the process for.
When you select a payroll, the default consolidation set is displayed.
Enter the start and end dates of the time span for the prepayments processing to cover.
Note: If you specify the end date and not a start date, the process automatically uses the start date of the period for the end date you specified.
If required, enter an override payment method. The method you select overrides all other payment methods for this processing.
Choose OK.
Choose Submit
Use the Payroll Submission Archive process to generate the IE Payroll Submission report.
To run the Payroll Submission Archive process
In the Name field, select Payroll Submission Archive.
In the Parameters window, select the Employer PAYE Reference. This is a mandatory field. When you select the Employer PAYE Reference, all payrolls associated with the selected Employer PAYE Reference display in the Payroll field.
Select a value for the Request Type. You can choose from:
Line Item Delete – use this to delete payroll submission files that were previously submitted to Revenue.
Payroll Submission – use this for generating payroll submission files used to upload to Revenue
Payroll Submission and Line Item Delete – use this option to simultaneously delete payroll submission files that were previously submitted to Revenue and to generate payroll submission files to upload them to Revenue.
Select a value for PrePayment Request ID. This is a mandatory field and lists all the prepayments associated with the selected Employer PAYE Reference.
Optionally select a Request ID to Delete from the list. This list contains those requests for which Payroll Submission Archive process has been run.
By default, the Debug Mode field is set to No. You can choose to set it to Yes. This is an optional field.
If you select Yes in the Debug Mode field, then the Person Name field is enabled. You can select a value from the list that contains all persons associated with the selected Employer PAYE Reference and Payroll. This is an optional field.
Click OK and Submit to run the process.
To run the IE Payroll Submission Report (JSON) process
In the Name field, select IE Payroll Submission Report (JSON).
In the Parameters window, select the Archive Request ID. This is a mandatory field and contains a list of all Request IDs associated with the IE Payroll Submission Archive process.
By default, the Debug Mode field is set to No. You can choose to set it to Yes. This is an optional field.
If you select Yes in the Debug Mode field, then the Person Name field is enabled. You can select a value from the list that contains all persons associated with the selected Employer PAYE Reference and Payroll. This is an optional field.
Click OK and Submit to run the process.
Note: The above process automatically spawns the request with the name Payroll File Reporter. The output of this Payroll File Reporter is in the JSON format and you can use file to submit to Revenue. Alternatively, to access this file from the file system, use the value of the File Name parameter in the Payroll File Reporter request.
Note: To correct a previously submitted request, first generate the delete payroll submission request (before rolling back the pre-payment request) and subsequently generate a new payroll submission with new Pre-Payment request.
Use the IE Payroll Submission Reconciliation Report process to generate the PDF format of the IE Payroll Submission report.
To run the IE Payroll Submission Reconciliation Report process
In the Name field, select IE Payroll Submission Reconciliation Report.
In the Parameters window, select the Payroll Action ID. This is a mandatory field, and displays a list of Payroll Action IDs.
Click OK and Submit to run the process.
Use the generic Cheque/Check Writer process in preference to the non-generic process if you want to produce your output in XML format. You run the Cheque/Check Writer (Generic) process from the Submit Requests window.
To run the Cheque/Check Writer (Generic) process
If you want to produce cheques/checks for a payroll, enter the payroll name.
If you want to produce cheques/checks for a consolidation set, enter the consolidation set name.
You must supply either a payroll name, or a consolidation set name.
Enter a start date and end date to specify the period for which you want to produce cheques/checks.
Enter the payment type and the payment method.
Enter the sort sequence for the cheques/checks. The values of Organization and the Person default automatically.
Enter the cheque style.
Enter the first cheque/check number of your cheque/check sequence in the Start Cheque/Check field. If required, you can enter the last cheque/check number in the End Cheque/Check Number field.
Click OK to confirm that your parameters are correct.
Click Submit to run the Cheque/Check Writer process.
You run the Cheque/Check Writer process from the Submit Requests window.
To run the Cheque/Check Writer process
In the Name field, select the appropriate process.
Irish Payroll: Select IE Cheque Writer
Mexican Payroll: Select Cheque Writer (Mexico).
US Payroll: Select Check Writer.
All others: Select Cheque Writer.
In the Parameters window, select the name of a payroll or consolidation set. When you select a payroll, the default consolidation set is displayed.
Enter the start and end dates for the process.
Enter your cheques/checks payment method.
Enter the sort sequence for the cheques/checks This defaults to Organization, then to Person.
Enter your cheque/check style.
If you enter Default, this selects the PAYRPCHQ sample cheque/check report.
Enter the first cheque/check number of your cheque/check sequence in the Start Cheque/Check field. If required, you can enter the last cheque/check number in the End Cheque/Check Number field.
Note: If your system administrator has enabled the automatic cheque/check numbering process, Oracle Payroll automatically provides the cheque/check number. (US and Canadian payroll only).
See: User Profiles, Oracle HRMS Configuring, Reporting, and System Administration Guide
Choose Submit.
Void Check/Cheque Payments is a payroll process, and for every check/cheque that is voided, Oracle Payroll creates a corresponding assignment process.
You run the Void Check/Cheque Payments process from the Submit Requests window.
To run the Void Cheque/Check Payments process
In the Name field, select Void Check/Cheque Payments.
South African Payroll: Select Void Cheque Payments (South Africa).
In the Parameters window, select the payment run for the Cheque/Check Writer that you want to void.
Enter the date on which you want to void the cheques/checks. The default is your system date.
Enter, optionally, a reason for voiding the cheque/check issue.
Enter start and end numbers of the cheque/check sequence you are voiding. For single cheques/checks, enter the cheque/check number in both fields.
If you void a cheque/check you reissue either with the same amount, or with a different amount. You can also reissue the cheque/check with a different date from the original check date.
See:Reissuing Voided Cheques/Checks with a Different Check Date, Oracle HRMS Payroll Processing Management Guide
To reissue a voided cheque/check with the same amount
To verify that the void has been processed, select the employee in the Employee Assignment Processes window. For the process that originally produced the cheque, VOID will appear in the Status Column.
Run the Cheque/Check Writer process again. A new cheque/check will be produced with a new number.
If you want to verify the process, select the employee in the Employee Assignment Processes window. The number of the original prepayment will be in the Applied Column of the latest process.
Run the Void Payments Report any time after the void has been processed. See: Running the Void Payments Report
To reissue a voided cheque/check with a different amount
Reverse the cheque/check that you have voided in the Reverse Payroll Run window. See: Correcting Run Results: Reversals, Oracle HRMS Payroll Processing Management Guide
Enter the new amounts to be paid in the Salary Administration, or Element Entries window as appropriate.
Run QuickPay for the new amounts that is to be paid to the employee. See: Running QuickPay, Oracle HRMS Payroll Processing Management Guide
Run the PrePayments process. See: Running Post-Run Processes for QuickPay, Oracle HRMS Payroll Processing Management Guide
You can now do one of the following:
Manually issue the cheque/check. See: Making External/Manual Payments, Oracle HRMS Payroll Processing Management Guide
Run the Cheque/Check Writer process again.
If you want to verify the process, select the employee in the Employee Assignment Processes window. The number of the original prepayment will be in the Applied Column of the latest process.
Run the Void Payments Report any time after the void has been processed. See: Running the Void Payments Report
The Cheque Listing report shows the details of the cheque numbers issued and enables employees to sign for their cheques.
Run this report from the Submit Requests window.
To run the Cheque Listing report
Select Cheque Listing in the Name field.
Irish Payroll: select IE Cheque Listing
Select the payment run for which you want to show cheque details in the Parameters window.
Select the sort order for this report.
Choose Submit.
Run the Void Payments report when you want to show the details of cancelled cheque/check payments.
Run this report in the Submit Requests window.
To run the Void Payments report
In the Name field, select Void Payments Report
Irish Payroll: Select IE Void Payments Listing
In the Parameters window, enter a start date and an end date for the report.
Select a payroll and/or consolidation set if you want to restrict your information by these parameters.
US Payroll: You can optionally select a GRE.
If you leave these fields blank, the report returns information on all payrolls for the period chosen.
Click OK and then Submit.
Use this report to view void and reversal information for a cheque/check. Select your parameters in the parameter wizard to determine the period and payment method for your report.
To run the Payroll Cheque/Check Payment report
Enter the Process Start Date.
Enter the Process End Date.
Select a Payment Method.
Click Finish.
Run the Void Magnetic Tape Payments process when you want to cancel an EFT payment (NACHA or Direct Deposit for example) made by magnetic tape. The Void Magnetic Tape Payments process enters a record of the reversal into Oracle Payroll. Note, however, that the Void Magnetic Tape Payments process does not create a new magnetic tape for onward submission to the bank. You must contact the bank to request a manual reversal of the amount that you have voided. Remember that individual banks have different procedures for requesting a manual reversal. Before you request a reversal from your bank, always verify:
The period of notice required for a reversal
The information necessary to support a reversal request (for example, Employee Name, Social Security Number, Account Number, Routing Number, Amount, Effective Date, and so on).
The preferred transmission method for the reversal request
You run the Void Magnetic Payments process from the Submit Requests window.
To run the Void Magnetic Payments process
Select the payment run that you want to void.
Enter the effective date for the void process.
Enter a reason for voiding the payment.
Select the employee who received the payment that you want to void.
Select the payment that you want to void.
Click Submit
The Advance Pay process enables you to pay employees in advance for holidays or other events. The process performs payroll runs for the periods to be advanced, using all date effective information in place, and stores the final net figure as the amount to be advanced.
You can always represent Advance Pay as a single consolidated amount. However, if your legislation has the Advance Pay by Element process enabled, then you can also calculate and display the total amount of Advance Pay for constituent elements in the overall total.
Note: If you do have the choice of using both the Advance Pay process and the Advance Pay by Element process you should note that these processes cannot be overlapped, That is you cannot:
Run Advance Pay for a period to which Advance Pay by Element has already been applied.
Run Advance Pay by Element for a period to which Advance Pay has already been applied.
The advance pay period is the period of the holiday or event for which the advance payment is being made. More accurately, it is the total number of payroll periods covering the event. Regular payroll processing continues for the employee during the advance pay period. The amount advanced is progressively recovered in each regular payroll run, and the following actions are also carried out as appropriate:
If further payments become due to the employee during the advance pay period, these can be paid using the employee's normal payment method. Alternatively, the net payment can be deferred and paid to the employee in the period following the advance pay period.
If the employee's entitlement during the advance pay period becomes less than the sum advanced, thereby creating an overpayment, the amount owing is recovered automatically in the pay period following the advance pay period.
You can make advance payments for any pay period types, but the most likely ones are weekly or biweekly. You set the maximum number of periods that can be advanced when you define the payroll.
To set up advance pay for single assignments
Select the assignment to receive the payment and navigate to the Advance Pay window.
The arrears check box appears checked if the assignment is linked to an arrears payroll.
In the From field, select the start date of the holiday or other event for which you are making the advance payment. Oracle Payroll replaces the date you enter by the first date of the pay period in which it falls.
At the same time the Payment Date field displays the date for making the advance payment to the employee. This date defaults to the last day of the pay period immediately preceding the start of the advance pay period. You can manually alter this date to the last day of the preceding pay period if you require.
Do one of the following:
In the Periods field, enter the number of pay periods covering the advance pay period.
In the To field, select the end date of the advance. The system automatically replaces the date you enter by the last date of the pay period in which it falls.
Check the Defer check box if you want any net payment amounts to be deferred to the pay period following the recovery of the advance. If you do not check Defer, such payments will be made in the pay period they are earned according to the normal payment method for the assignment.
Save the entries you have made.
The Advance region now displays the period for which the Advance Payment element is entered for the assignment. For arrears payrolls this is one period later than the event period. For other payrolls this period is the same as the event period.
To set up advance pay for batch assignments
In the Name field select Advance Pay Batch Setup. Then enter the parameters field to open the Parameters window.
Select the payroll for which you want to run the process, then the advance start period, then the advance end period. These are the first and last pay periods of the advance pay period.
The advance end period list displays the maximum number of pay periods that can be advanced for the payroll you select.
Select Yes or No to flag whether you want to defer any net payments that accrue during the advance pay period.
Select the assignment set for which you want to run the process.
Select the payment date for the advance. This date defaults to the last day of the pay period immediately preceding the start of the advance pay period. You can move this date back by one pay period if required.
Select Yes for BEE transfer if you want the batches that the process creates to be transferred to the database automatically. Select No if you want to transfer the batches manually.
Enter a unique header name for your batch process. This name is used as a base header name for each BEE batch created. For each batch, the system appends an underscore and an incrementing number, for example, _1, _2.
This is a mandatory field whether you select Yes or No in the BEE Transfer field.
Save your entries.
This report gives information about the advance pay periods for employees due to receive advance pay. The report can be used to detect whether there are assignments with Advance Pay entries during a particular payroll period.
The report lists the following information:
Name and assignment number of employees with an entry for the Advance Period element in the date range covered by the report
For each assignment, the dates held on the Advance Period element entry
Yes/No to show whether the Advance Pay process has already been run for the assignment
Summary listing, by payroll, of the number of employees with entries, and the number that have been processed
You run this report in the Submit Requests window.
To run the Advance Pay Listing
In the Name field select Advance Pay. Then enter the parameters field to open the Parameters window.
In the Summary Version field select No for the full version of the listing, or Yes for the summary version only.
Enter a date range for the period in which you want to see information.
You can restrict the information to a particular payroll by entering the payroll name. If you leave the Payroll field blank, the report shows information for the whole Business Group.
If you want to produce this report in Portable Document Format (PDF), select a template.
Choose the Submit button.
Use the Advance Pay process window to run the Advance Pay process.
To run the Advance Pay process
In the Name field select Advance Pay. Then enter the parameters field to open the Parameters window.
Select the payroll for whose assignments you are running the process.
Enter the effective date of the process. This should be the date on which you intend to pay the advance.
Select an element set if you want to exclude items from the calculation. For example, you may want to exclude some pay elements, such as expenses, from the Advance Pay run.
Choose the Submit button.
Use the Advance Pay process to pay employees in advance for holidays or other events.
You may need to do each of the following to run the Advance Pay process.
Set Up Advance Pay for Individual Assignments (if applicable).
Set Up Advance Pay for Batch Assignments (if applicable).
You run the Advance Pay by Element process from the Submit Requests window. This process may not be available for all legislations.
To run the Advance Pay by Element process
In the Name field, select Advance Pay by Element. The Parameters window displays automatically and you can provide details as follows:
Select the Payroll for which you want to run Advance Pay by Element.
Enter the Effective Date of the payroll.
Enter the Advance End Date - this is the date at which you want the Advance Pay processing to terminate.
Select the Assignment Set to which the Advance Pay by Element calculation applies.
Select an Element Set Name if you want to specify that Advance Pay processing should only apply to some elements on this assignment. Otherwise, leave this entry blank if you want to process all the elements for this assignment.
Choose the Submit button
You can view the results of the Advance Pay in the Advance Pay window.
To view the results of the Advance Pay process
View the amount of the advance. Note that the amount outstanding remains at zero until the first payroll run of the advance pay period completes.
If you want to see advance payments for future events, move your cursor down.
If you want to see historical information, change the effective date.
If you want to see Deferred Payments, check the Defer check box This information is also datetracked and you can see current and future information as above.
You run exception reports immediately after the payroll run to identify potential overpayments or underpayments. This helps you to avoid corrections when you accidentally make an incorrect payment. For ease of use, you can do each of the following to control the output and definition of your exception reports:
Request your report output in either CSV or text format so that you can use familiar desktop tools for editing the output
Group a set of reports so that you can run them as a single reporting request
Override exception criteria for a single run of a report without changing your underlying report
Run predefined exception reports, or define additional reports that incorporate your own exception criteria. For example, you cannot modify the predefined High Gross Pay and High Net Pay reports. You can, however, define your own reports to identify other exceptions.
Select your preferred exception criteria from a forms interface without having to develop your own query code.
You must always select a balance and a balance dimension for exception reporting. This table lists additional criteria that you must define, explains what each one means, and gives an example to illustrate how you use them:
| Exception Criterion | What it Identifies | Example |
|---|---|---|
| Comparison Type | The period against which you want to compare when determining whether an exception has occurred | Average in Months |
| Comparison Value | This is a numerical value to determine how averages are calculated when you are using an average as your basis for comparison | If you select 3 as the comparison value for a comparison type of Average in Months, then you are comparing the current month with the average of the previous 3 months. |
| Variance Type | The category of variance that you want to report on. | Either Percentage or Amount |
| Variance Value | The magnitude of overpayment or underpayment that you want to report on. | Variance Value of 500 If Amount is your variance type, and you are reporting on a total amount of 5000, then a variance value of 500 means that amounts greater than 5500 are regarded as overpayments and amounts less than 4500 are regarded as underpayments. |
| Variance Operator | The precise range of variance that you want to report on. You can use variance operators to specify that you are only interested in a particular section of the range defined by the variance value. | Greater than, Less than, Equal |
These are only examples. There is an extensive list of comparison types and variance operators enabling you to set the required degree of precision for your own reports.
See Comparison Types for Exception Reporting
See Variance Operators and How You Can Use Them
Exception reporting activities are as follows:
Create an exception report
Group existing exception reports
Run an exception report, or exception report group
View an exception report
You run the report in the Submit Requests window.
To run the Payroll Message Report
In the Name field, select the report name. Then enter the Parameters field to open the Parameters window.
Select the name of the payroll for which you want to see messages.
This is the only required field. If you leave the next three fields blank the system brings back all messages for all processes connected to this payroll in all periods.
Select a payroll period for which to view messages.
This restricts payroll messages to the period you select.
Select a payroll process type.
This restricts payroll messages to the payroll process type you select. All messages for all runs of this process during the period selected are returned.
Select a payroll process.
This restricts payroll messages to one instance of the payroll process type selected. If you leave the Process Type field blank you can choose one instance of any payroll process for the period selected.
Select a message severity level for the messages in the report, or leave the field blank to see messages of all levels of severity.
Select assignment number or employee name as sort criteria for the report. The default is employee name.
If you want to produce this report in Portable Document Format, (PDF), select a template.
Choose the Submit button.
You can use Oracle Payroll in combination with Oracle Cash Management to verify that payments have been processed. The process is:
Import the bank statement. You do this in Oracle Cash Management.
Run the automatic reconciliations process. You do this from Oracle Cash Management.
View the results of the reconciliation process. You can do this either through Oracle Payroll, or Oracle Cash Management.
Note: For US only: For EFT or NACHA payments to be reconciled in Oracle Cash Management, the following 3 pieces of data are checked: amount, transaction date and batch name (file ID + company ID). Manual reconciliation will check amount and transaction date only.
To do this in Oracle Payroll, see Viewing Payroll Process Results, Oracle HRMS Payroll Processing Management Guide
In Oracle Cash Management, you can view the following reports:
Available Transactions report
AutoReconciliation Execution report
Identify any payments that are marked in error, and reconcile them manually.
Note: If you are using Oracle Payroll with Oracle Cash Management for the reconciliation of payments then you will need to set up accounting reference data when you are setting up Oracle Cash Management
See Accounting Reference Information for Cash Management Integration, Oracle HRMS Implementation Guide
You use exception reports to identify potential overpayments or underpayments before they occur. You can specify the amount, or percentage that will cause an exception to be noted. If you run your exception reports immediately after the payroll run you can identify discrepancies and avoid the retrospective corrections necessary when a wrong payment has already been made.
To create an exception report
Use the Exception Reports window to create an exception report.
Select Add Another Row
Enter the report name. You can enter any name that meets your reporting requirements - there is no standard format.
Select the balance that you want to report on. You can enter a predefined, or user-defined balance.
Select the balance dimension that you want to report on. Some dimensions apply only to particular localizations. There are some dimensions that you must select when you choose a particular comparison type:
| Balance Dimension | When to Select these Dimensions |
|---|---|
| _ASG_MONTH, _PER_MONTH | You must select one of these dimensions if you want to use the Average in Months comparison type. These dimensions are not available for Japanese and Australian Payroll. |
| _PER_QTD, _ASG_QTD | You must select one of these dimensions if you want to use the Average in Quarters comparison type. These dimensions are not available for Japanese Payroll. The _PER_QTD dimension is not available for Australian Payroll. |
| _PTD | You must select this dimension for the comparison types Average of Previous Periods, Average of Previous Paid Periods, Average of Total Periods in Days, and Average of Paid Periods in Days. This dimension is not available for Japanese Payroll. |
| _ASG_MTD_JP | You must select this dimension if you want to use the Average in Months comparison type. This dimension is available for Japanese Payroll only. |
| _ASG_QTD_JP | You must select this dimension if you want to use the Average in Quarters comparison type. This dimension is available for Japanese Payroll only. |
| ASG_PROC_PTD | You must select this dimension for the comparison types Average of Previous Periods, Average of Previous Paid Periods, Average of Total Periods in Days, and Average of Paid Periods in Days. This dimension is available for Japanese Payroll only. |
| _ASG_MTD | You must select this dimension if you want to use the Average in Months comparison type. This dimension is available for Australian Payroll only. |
| _ASG_PTD | You must select this dimension for the comparison types Average of Previous Periods, Average of Previous Paid Periods, Average of Total Periods in Days, and Average of Paid Periods in Days. This dimension is available for Australian Payroll only. |
| _ASG_YTD | You must select this dimension if you want to use the Current Year or Previous Year comparison type. This dimension is available for Australian Payroll only. |
| _ASG_LE_MTD | You must select this dimension if you want to use the Average in Months comparison type for a legal employer. This dimension is available for Australian Payroll only. |
| _ASG_LE_PTD | You must select this dimension for the comparison types Average of Previous Periods, Average of Previous Paid Periods, Average of Total Periods in Days, and Average of Paid Periods in Days for a legal employer. This dimension is available for Australian Payroll only. |
| _ASG_LE_QTD | You must select this dimension if you want to use the Average in Quarters comparison type for a legal employer. This dimension is available for Australian Payroll only. |
| _ASG_LE_YTD | You must select this dimension if you want to use the Current Year or Previous Year comparison type for a legal employer. This dimension is available for Australian Payroll only. |
| _ASG_ITD | You must select this dimension if you want to use Inception to Date. This dimension is available for International Payroll only. |
| _ASG_PTD | You must select this dimension if you want to use Period to Date. This dimension is available for International Payroll only. |
| _ASG_MONTH | You must select this dimension if you want to use for the Month. This dimension is available for International Payroll only. |
| _ASG_QTD | You must select this dimension if you want to use Quarter to Date. This dimension is available for International Payroll only. |
| _ASG_YTD | You must select this dimension if you want to use Year to Date. This dimension is available for International Payroll only. |
| _ASG_TQTD | You must select this dimension if you want to use Tax Quarter to Date. This dimension is available for International Payroll only. |
| _ASG_TYTD | You must select this dimension if you want to use Tax Year to Date. This dimension is available for International Payroll only. |
| _ASG_FQTD | You must select this dimension if you want to use Fiscal Quarter to Date. This dimension is available for International Payroll only. |
| _ASG_FYTD | You must select this dimension if you want to use Fiscal Year to Date. This dimension is available for International Payroll only. |
| _PER_ITD | You must select this dimension if you want to use Inception to Date. This dimension is available for International Payroll only. |
| _PER_PTD | You must select this dimension if you want to use Period to Date. This dimension is available for International Payroll only. |
| _PER_MONTH | You must select this dimension if you want to use for month to date. This dimension is available for International Payroll only. |
| _PER_QTD | You must select this dimension if you want to use Quarter to Date. This dimension is available for International Payroll only. |
| _PER_YTD | You must select this dimension if you want to use Year to Date. This dimension is available for International Payroll only. |
| _PER_TQTD | You must select this dimension if you want to use Tax Quarter to Date. This dimension is available for International Payroll only. |
| _PER_TYTD | You must select this dimension if you want to use Tax Year to Date. This dimension is available for International Payroll only. |
| _PER_FQTD | You must select this dimension if you want to use Fiscal Quarter to Date. This dimension is available for International Payroll only. |
| _PER_FYTD | You must select this dimension if you want to use Fiscal Year to Date. This dimension is available for International Payroll only. |
| _ENTRY_ITD | You must select this dimension if you want to use Inception to Date. This dimension is available for International Payroll only. |
| _ENTRY_PTD | You must select this dimension if you want to use Period to Date. This dimension is available for International Payroll only. |
| _ENTRY_MONTH | You must select this dimension if you want to use Month to Date. This dimension is available for International Payroll only. |
| _ENTRY_QTD | You must select this dimension if you want to use Quarter to Date. This dimension is available for International Payroll only. |
| _ENTRY_YTD | You must select this dimension if you want to use Year to Date. This dimension is available for International Payroll only. |
| _ASG_TU_ITD | You must select this dimension if you want to use Tax Unit Inception to Date. This dimension is available for International Payroll only. |
| _ASG_TU_PTD | You must select this dimension if you want to use Tax Unit Period to Date. This dimension is available for International Payroll only. |
| _ASG_TU_MONTH | You must select this dimension if you want to use Tax Unit Month to Date. This dimension is available for International Payroll only. |
| _ASG_TU_QTD | You must select this dimension if you want to use Tax Unit Quarter to Date. This dimension is available for International Payroll only. |
| _ASG_TU_YTD | You must select this dimension if you want to use Tax Unit Year to Date. This dimension is available for International Payroll only. |
| _ASG_TU_TQTD | You must select this dimension if you want to use Tax Unit Tax Quarter to Date |
| _ASG_TU_TYTD | You must select this dimension if you want to use Tax Unit Tax Year to Date. This dimension is available for International Payroll only. |
| _ASG_TU_FQTD | You must select this dimension if you want to use Tax Unit Fiscal Quarter to Date. This dimension is available for International Payroll only. |
| _ASG_TU_FYTD | You must select this dimension if you want to use Tax Unit Fiscal Year to Date. This dimension is available for International Payroll only. |
| _PER_TU_ITD | You must select this dimension if you want to use Tax Unit Inception to Date. This dimension is available for International Payroll only. |
| _PER_TU_PTD | You must select this dimension if you want to use Tax Unit Period to Date. This dimension is available for International Payroll only. |
| _PER_TU_MONTH | You must select this dimension if you want to use Tax Unit Month to Date. This dimension is available for International Payroll only. |
| _PER_TU_QTD | You must select this dimension if you want to use Tax Unit Quarter to Date. This dimension is available for International Payroll only. |
| _PER_TU_YTD | You must select this dimension if you want to use Tax Unit Year to Date. This dimension is available for International Payroll only. |
| _PER_TU_TQTD | You must select this dimension if you want to use Tax Unit Tax Quarter to Date. This dimension is available for International Payroll only. |
| _PER_TU_TYTD | You must select this dimension if you want to use Tax Unit Tax Year to Date. This dimension is available for International Payroll only. |
| _PER_TU_FQTD | You must select this dimension if you want to use Tax Unit Fiscal Quarter to Date. This dimension is available for International Payroll only. |
| _PER_TU_FYTD | You must select this dimension if you want to use Tax Unit Fiscal Year to Date. This dimension is available for International Payroll only. |
The _FYTD, _FQTD dimensions are fiscal dimensions which take the Fiscal year start date from Business Group information. _TYTD, _TQTD dimensions are tax year dimensions which take the Tax year start date from pay_legislation_rules table for that particular localization.
Select the comparison type.
Comparison Types for Exception Reporting
This table lists each comparison type that you can select and explains how it operates as a basis of comparison:
| Comparison Type | How it Operates as a Basis of Comparison |
|---|---|
| Current Period | Identifies any exceptions within the current payroll period. Does not use any previous period as a basis for comparison. |
| Previous Period | Uses the previous period as a basis of comparison. |
| Previous Month | Uses the previous month as a basis of comparison. |
| Previous Quarter | Uses the previous quarter as a basis of comparison. |
| Previous Year | Uses the previous year as a basis of comparison. |
| Average in Months | Compares the current month-to-date with the average of previous months-to-date. Only available if you have the balance dimensions ASG_MONTH or _PER_MONTH. |
| Average in Quarters | Compares the current quarter-to-date with the average of previous quarters-to-date. Only available if you have the balance dimensions _PER_QTD or _ASG_QTD. |
| Average of Paid Periods in Days | Compares the current period with the number of previous pay period included within the specified number of days. However, only includes those pay periods in which an employee actually received payment. Only available for _PTD dimensions. |
| Average of Previous Paid Periods | Compares the current period with the number of previous periods in which the employee actually received payment for _PTD dimensions only. |
| Average of Previous Periods | Compares the current period with previous periods for _PTD dimensions only. |
| Average of Total Periods in Days | Compares the current period with the number of previous pay periods included within the specified number of days. Only available for _PTD dimensions. |
Enter your comparison value. For example, if you select 3, when your comparison type is Average in Quarters, this means that your current quarter is compared to the average of the previous three quarters.
Some comparison values are preset and you cannot change them:
Current period always has a comparison value of 0.
Previous Period, Previous Month, Previous Quarter and Previous Year all have a comparison value of 1.
Select your variance type. This must be either percentage or amount.
Enter a variance operator.
Variance Operators and How You Can Use Them
You can choose one of the following variance operators. The Exception Reporting Output column indicates the effect of selecting each variance operator assuming that:
Comparison Type is Previous Period
Previous period amount is 10,000
Variance Value is 1000
| Variance Operator | Exception Report Output |
|---|---|
| Variance (+/-) | All assignments that either exceed or are less than the previous period amount by the amount or percentage stated in the variance value. Therefore, Variance Value (+/-) returns all assignments having a value less than 9000 and greater than 11000. |
| Less than | All assignments that are less than the previous period amount by the amount or percentage stated in the variance value. Therefore, Less than returns all assignments having a value of less than 9000. |
| Less than or equal | All assignments with a current value either equal to or less than the previous period amount by the amount or percentage stated in the variance value. Therefore,Less than or equal returns all assignments having a value of 9000 or less. |
| Equal | All values that are exactly equal to the higher limit or the lower limit of the variance value. Therefore, Equal returns all assignments having a current value equal to 9000 or 11000. |
| Greater than | All assignments that are greater than the previous period amount by the amount or percentage stated in the variance value. Therefore, Greater than returns all assignments having a value of more than 11000. |
| Greater than or equal | All assignments with a current value either equal to or greater than the previous period amount by the amount or percentage stated in the variance value. Therefore, Greater than or equal returns all assignments having a value of 11000 or more. |
Enter a variance value, unless your comparison type is previous payroll period.
For all other comparison types you can specify the exact percentage, or the numerical value depending on which variance type you choose. In subsequent exception reports you can change your variance values in the SRS window when you are running the report.
For examples of how to set exception reporting to identify particular exceptions, see Examples of Exception Report Setup.
Use the Exception Report window to group together a selection of exception reports so that they can be run in a single operation. You can include the same exception report in multiple exception groups.
To group exception reports
Check the Select check box for each of the reports that you want to include in your report group.
Choose the Create Group button.
Enter the group name.
Select a consolidation set for this reporting group.
Select a payroll for this reporting group.
Select your output format.
Choose the Apply button to create your group.
Use the Exception Report Window to run exception reports singularly, or as a group. You can also override the variance type or variance for a single run of the report.
To run an exception report
Use the Submit Requests window to run the exception report:
Check that your effective date is compatible with the date for which you want the report to run.
Select Exception Report as the report type.
If you want to run a single exception report, enter the name of the report. You do not need to enter the Exception Group name if you are running a single report.
If you want to run a group of exception reports, then enter an Exception Group name, but do not provide an Exception Report Name.
Exception reports are identified either by the report name, or by a group name. When you are running the report you must supply either the report name or the group name, but you never have to supply both.
Select the payroll that you are reporting on. The consolidation set is the default selection.
Override the variance type and variance value if you want to specify particular values for a single run of this report. This does not change your underlying report.
For Australian, India users only: Select the legal entity for the report. If you do not specify the legal entity in case of a LE dimension, the report does not return a result.
India users only: Select the component name for the report. If you do not specify the component name in case of a Component Balance dimension, the report does not return a result.
Save your work.
Click Submit.
To view an exception report
Use the View Requests window to view an exception report:
Choose the Find button and select the report that you want to view.
Choose the View Output button.
Use run rollbacks when you have no need to keep any record that a run occurred. When you roll the run back, the process removes all the assignments and the run results.
For example, if an employee should never have been processed in a run, you can roll back the run for that employee. A rollback completely removes an employee from a run, as if the processing had never occurred.
You cannot roll back payroll processing for individuals or payrolls if post-run processing has already occurred.
US and Canadian Payroll Only: If you are using Net-to-Gross payroll processing then each assignment action for a run type can also generate additional actions derived from the parent action. These additional actions are known as child actions.
Mexico Payroll Only: HRMS Payroll for Mexico provides the Rollback MX Payroll Process concurrent program for rollback purposes. This process enforces Mexico-specific business rules for handling payroll processes.
You can mark a parent assignment action for rollback, but you cannot roll back a child assignment action independently of its parent. You can roll back the QuickPay archiver results using the Rollback MX Payroll Process concurrent program. See: Running QuickPay, Oracle HRMS Payroll Processing Management Guide
Suppose that just after a payroll run, you receive notification that three employees have been transferred to a different payroll. This means you should not have processed them in the run just completed.
In this case you can roll back the processing for the three individuals. This action completely removes them from the run.
If the whole set of employees a run processes is the wrong set, you can roll back the entire run.
Rollbacks can also be useful if you want to do a run for testing purposes only, examine the results, and then remove all traces of it.
Important: If a recurring element has an end date that coincides with the end of the pay period, then the element end date will be removed by the rollback.
You use retries for correcting mistakes shortly after a payroll run finishes. For example, you receive late entries of hours worked for some employees after a run starts, and you must enter these late details for some assignments.
Provided there has been no post-run processing for these assignments, you can mark them for retry. After you have corrected the element entry information for the marked employees, you submit the Retry Payroll Process. The new run processes only those employees marked for retry.
When you mark employee Assignments for retry, the run's status is Incomplete. This protects you from forgetting to correct and rerun an assignment marked for retry.
US and Canadian Payroll Only
If you are using Net-to-Gross payroll processing then each assignment action for a run type can also generate additional actions derived from the parent action. These additional actions are known as child actions.
You can mark a parent assignment action for retry, but you cannot retry a child assignment action independently of its parent.
Any assignments having a status of Error after a payroll run are automatically retried when you run the payroll again. You do not have to mark these assignments for retry and cannot unmark them. The recommended procedure for dealing with retries, therefore, is as follows:
Run the payroll and examine the results.
Check any assignments with a status of Error and make the necessary changes to them so that they can process correctly.
Check the other assignments. Mark for retry any that require changes and make the necessary changes.
Run the payroll again. It will now process only the assignments having a status of Error after the first run, together with those you have manually marked for retry.
You cannot run the payroll retry process if you have already started off another post-run process, such as PrePayments. In such a case, to start the payroll run retry process you must first roll back the other process. This deletes all element entries for the process and enables you to run the retry of the payroll.
The payroll run's status remains at Incomplete as long as some employees remain marked for retry.
In another situation, you may realize after a run that results for a sizeable number of employees may be incorrect. This could happen, for example, when you neglected to modify a formula for an earnings or deduction before starting the run.
In this case you can make the necessary changes and retry the entire run. The new run ignores employees whose processing is unaffected by the corrections you have made. It reprocesses only those whose original results are incorrect in view of the corrections entered.
You can retry an employee or a run only when no post-run processing has occurred. You use reversals when you need to correct run results for a single assignment after post-run actions have already occurred.
In other words, reversals are useful when you need to correct run results some time after the run has occurred.
You may reverse a run for a past period during or after which stop dates exist for earnings or deductions. When this happens, Oracle Payroll issues a warning. This tells you to check whether you should restart any of the stopped earnings or deductions.
For example, the reversal may have cancelled out a deduction that was an employee's final payment toward an outstanding loan. In this case, the warning alerts you to the need to restart the deduction.
Reversals of payroll runs with nonrecurring and additional element entries provide an exception to the 'once only' rule for processing nonrecurring elements.
Normally, nonrecurring element entries can be given only once to an employee. Additional entries for recurring elements can be given only once in each pay period.
The effect of this rule on payroll run reversals is that nonrecurring and additional entries do not get reprocessed in subsequent runs following a reversal. As a consequence, the results of subsequent runs will not be identical to the original run results.
To prevent this, Oracle Payroll allows nonrecurring and additional entries to be reactivated and reprocessed in subsequent runs following payroll run reversals. This makes it possible for the run results of subsequent runs to be identical to the original results.
Warning: You cannot roll back a reversal if there are subsequent payroll runs. This is to prevent nonrecurring and additional entries being given twice - in the reversed run and in the subsequent run.
You use batch reversal when you need to correct run results for a batch or multiple assignments after post-run actions have already occurred.
Oracle HRMS allows you to view historic payroll data in the Online Payslip and the Pay Advice Report even after you run the Purge Preparation and Purge Deletion processes. To ensure this, you must run the concurrent program Archive Payments and Deductions for Payslip (Ireland).
You must run this concurrent program before you run the purge process.
To run the Archive Payments and Deductions for Payslip (Ireland) Process:
Specify the date from which you want to archive the data.
Ensure that the To Date you specify is equal to or earlier than the start date parameter of the earliest archiver process (IE Legislative Reports Generator) for the required period.
The Payroll Name is an optional field. Use this field to archive data for a specific payroll period. If you do not enter a payroll name in this field, the application archives all payroll data of the business group.
Use the IE Rollback Process to roll back the following concurrent programs:
IE New Lookup RPN Report
IE Lookup RPN Report
IE Payroll Submission Report
To run the IE Rollback Process
Select a value in the Year field. This is a mandatory field.
Select a Process Type to roll back. This is a mandatory field.
Select a Payroll Process. This is a mandatory field and displays a list of the processes associated with the Process Type and tax Year.
Optionally select an Assignment Set to roll back a specific set of assignments.
Click OK and Submit.