The following table lists the predefined elements provided with Oracle HRMS for Kuwait.
| Element Name | Description |
|---|---|
| Social Insurance | Holds information for initiating the social insurance processing. |
| Contributory Wage | Holds the employee's reference salary for social insurance deductions. |
| Contributory Wage Override | Used as reference for all social insurance calculations. |
| Contributory Wage Adjustment | Holds the amount to change in the contributory wage during the year. |
| Basic Social Insurance | Holds the contributory wage to calculate basic social insurance. |
| Supplementary Social Insurance | Holds the contributory wage to calculate supplementary social insurance. |
| Employee Gratuity Fund | Stores the gratuity contribution for Kuwait social insurance calculations. The formula KW_SI_CALCULATION calculates the gratuity contributions as follows:
|
| Employee Gratuity Fund Arrears | Stores the gratuity contribution arrears for Kuwait social insurance calculations. The formula KW_SI_CALCULATION calculates the gratuity contributions as follows:
|
| Employees Basic Social Insurance | Holds the deductible basic social insurance for an employee. |
| Employees Supplementary Social Insurance | Holds the deductible supplementary social insurance for an employee. |
| Employers Basic Social Insurance | Holds the contribution amount from the employer towards the basic social insurance. |
| Employers Supplementary Social Insurance | Holds the contribution amount from the employer towards the supplementary social insurance. |
| Employees Basic Social Insurance Arrears | Stores the outstanding basic social insurance liability of the employee. |
| Employees Basic Social Insurance Arrears Payment | Stores the payment by employee to reduce the basic social insurance arrears. |
| Employees Supplementary Social Insurance Arrears | Holds the outstanding supplementary social insurance liability of the employee. |
| Employees Supplementary Social Insurance Arrears Payment | Holds the payment by employee to reduce the supplementary social insurance arrears. |
| Additional Social Insurance | Holds the additional contribution of the employee towards social insurance. |
| Additional Social Insurance Information | Holds the value deductible towards additional social insurance for an employee. |
| Additional Social Insurance Arrears | Holds the outstanding additional social insurance liability of the employee. |
| Additional Social Insurance Arrears Payment | Holds the payment by the employee to reduce the additional social insurance arrears. |
| Employees Pension Fund | Holds information about employee's contribution in Report 166. |
| Employers Pension Fund | Holds information about employer's contribution in Report 166. |
| Loan Recovery | Holds the information for loan processing. |
| Loan Repayment Information | Holds loan information, which is used internally for loan processing. |
| Loan Outstanding Information | Holds the outstanding loan amount. |
The survey of classifications identifies a list of classifications for predefined elements.
This table shows the predefined secondary classifications that the implementers use to create new elements. You cannot update or delete these predefined classifications.
An element is automatically given any default secondary classifications defined for its primary classification.
| Primary Classification | Secondary Classifications | Default |
|---|---|---|
| Balance Initialization | (None) | N/A |
| Information | Subject To Social Insurance: Information | N/A |
| Direct Payment | (None) | N/A |
| Absence | Subject To Social Insurance: Absence | N/A |
| Earnings | Attachable Earnings | N/A |
| Subject To Social Insurance: Earnings | N/A | |
| Employer Charges | (None) | N/A |
| Pre Social Insurance Deductions | Attachable Pre Social Insurance | N/A |
| Social Insurance | (None) | N/A |
| Voluntary Deductions | (None) | N/A |
You enter compensation and basic benefits for employee assignments in the Element Entries window. If employees are assigned to a salary basis, you enter their salaries in the Salary page.
You can use the Element Entries window to make entries or to query existing entries. Use the Period field, Classification field, and Processing Types option buttons to restrict the entries you see when making inquiries.
Several Oracle HRMS features, such as Absence Management, RetroPay, and Salary Administration, create element entries automatically. You cannot update these element entries on the Element Entries window. You must update the source record (such as the absence or salary record) to change the element entry.
The Processed check box shows if Oracle Payroll has processed the entry in the current pay period. Notice that you can change an entry that has been processed. This enables you to correct entries for retropay processing. Changing the entry does not alter the payroll run results so you can consult these for a complete record of payroll processing and payments.
See: Setting Up RetroPay, Oracle HRMS Payroll Processing Management Guide
Note: Your system administrator might have restricted the elements you can enter in this window by element set, classification or processing type.
To enter an element for an employee assignment
If necessary, change your effective date to:
The correct start date for a recurring element entry
Any date in the correct pay period for a nonrecurring element entry
If the pay period is closed at your effective date, you cannot enter any nonrecurring elements that process in payroll runs. If a current or future pay period is closed, you cannot enter any recurring elements that process in payroll runs.
To reduce the list of elements to choose from, select a classification, a processing type, or both in the first region.
In the Element Name field, select an element.
Note: Elements this employee is eligible for by means of a standard link appear automatically.
The system displays a warning message if the employee fails to meet any qualifying conditions of age or length of service.
If the Costing field is enterable, you can enter cost codes, for example to indicate the cost center the employee's time should be charged to.
You can select a reason for an element entry you make or update. As part of your system setup, you can enter valid reasons for the Lookup Type ELE_ENTRY_REASON.
You can check the Override check box to create an entry that overrides all other entries of this element in the current period. You cannot create an override entry if one already exists, or if any of the entries of this element have been adjusted.
If you want to create a one-time entry of a recurring element, check the Additional check box.
An Additional entry is valid only for the current pay period, shown in the Effective Dates fields.
You can only check Additional if:
The element definition allows additional entries, and
An additional entry does not already exist for the assignment in this period, and
The employee is assigned to a payroll
There is a payroll period defined at your effective date
Choose the Entry Values button to open the Entry Values window.
Enter values in the Entry Values fields. Notice that:
Entry to some fields may not be permitted.
Some fields may be required.
Some fields may have a list of values; others may be validated as you leave the field. You will receive a message if your entry is not a valid value.
Some fields may contain default values. If the default value is in quotation marks, it is a "hot default".
Important: You should consider carefully before overriding a hot default. If you override it, then any subsequent changes to the default value on the element or element link definition will notaffect the element entry. However, you can clear your entry if you want the default value to come back into effect.
For Kuwait users only: To enter information about the elements with deduction classification, click on Further Entry Information and enter the following:
Reference number, which is the sequence number used while setting up the deduction type
Authority for the deduction account
Select the type of deduction
Total deduction amount for the element
Start and end date for the deduction. The deduction process depends on the start and end dates that you select for the element. Oracle HRMS uses these dates for reporting purpose.
For a non-recurring element, optionally select a date within the current payroll period in the Date Earned field. The entry will not be processed until this date (that is, the Date Earned of the Payroll Run must be on or after this date).
To enter information about a third party recipient of a payment resulting from a deduction element, use the Payee Details field. Select the name of the third party payment method set up for this payment.
To determine the processing sequence of multiple entries in the payroll run, enter a subpriority number in the Processing Priority field. Lower priority numbers process first.
Note: The Processing Priority field is not available to HR-only users. For more information on user types and the HR:User Type profile option, see: User Profiles, Oracle HRMS Configuring, Reporting, and System Administration Guide.
Save your work.
Oracle HRMS enables you to calculate proportionate earnings amounts whenever payroll-relevant data is changed during a payroll period, for example, if an employee joins or leaves the company during a payroll period or if an employee's pay grade changes during a payroll period. Oracle HRMS performs a proration calculation to ensure that the employees' earnings are calculated correctly after taking account of these changes.
If you want to prorate an earnings element, such as basic salary, assign a proration event group to it. You can create an event group to group together all proration points (events) that affect an employee's salary, for example. The events might include:
An employee joining or leaving the enterprise
Changes to pay grades or grade rates
Changes to pay scales and progression points
Changes to hourly or annual pay rates
Changes to working hours
Changes to allowances or deductions
You then process the element using a formula that handles proration. You can either use a payroll formula that handles proration, or create a separate proration formula that runs after the main payroll formula only in payroll periods when a proration event occurs.
See:Writing Proration Formulas, Oracle HRMS Fast Formula User Guide
Follow these steps if you want to set up your system for proration or retro-notification.
To complete basic setup for proration or retro-notification
In the Table Event Updates window, ensure that the events you want to use are already included in the required tables. Enter the table name. The lower half of the screen displays the fields that trigger proration or retro-notification if their values are changed.
If the table has already been defined but the required event is missing, create either an Update, Delete, or Insert event and enter the table row or column to which the event refers. You can only enter a column name if you are creating an Update event. Select the change type defined by the event.
Note: The Table Event Update window is not available in all localizations.
See: Making Table Event Updates, Oracle HRMS Payroll Processing Management Guide
If the events you require have not been defined in the Table Event Update window, set up the dynamic triggers for proration or retro-notification in the Dynamic Trigger Generation window. The triggers you need depend on the method you use to compensate your employees. For example, the tables required for compensation using Salary Administration are different from those required for compensation using pay grades. The tables you are likely to use are:
PER_ALL_ASSIGNMENTS_F
PER_ALL_PEOPLE_F
PAY_ELEMENT_ENTRIES_F
PAY_ELEMENT_ENTRY_VALUES_F
PER_SPINAL_POINT_PLACEMENTS_F
PER_GRADE_RULES_F
See: Defining Dynamic Triggers, Oracle HRMS Payroll Processing Management Guide
Note: French users: Ensure you enable the dynamic triggers for PAY_ELEMENT_ENTRIES_F and PER_ALL_ASSIGNMENTS_F.
Create an event group for your proration or retro-notification events. You must create the event groups before you can create your elements.
Select the Incident Register functional area in the Functional Area Maintenance window. Make sure that your triggers are included in this functional area. If your triggers are not included, insert them.
You must also activate the triggers according to legislation or business group. For more information, see: Grouping Dynamic Triggers into Legislative Functional Areas, Oracle HRMS Payroll Processing Management Guide
Setup for retro-notification should now be complete, meaning you can proceed to running the appropriate report. However, if you are setting up proration continue with the next steps.
See: Running the Retro-Notifications Report, Oracle HRMS Payroll Processing Management Guide
To set up the elements for proration
Create your proration element. US and Mexico users: Initiate the earnings type or deduction, then query the generated element in the Element window to add a proration group and, optionally, a proration formula.
Make sure that you select a proration group for each element
Select a proration formula if you are using a separate proration formula to handle proration events (rather than enabling your payroll formula to handle proration)
Select Actual Termination as the termination processing rule
Define the input values for the element. For example, if you were using the sample payroll formulas that are enabled for proration, you would create the following input values:
Amount for a salary management element
Date Worked for a spinal point/pay scale element
Annual Deduction for a deduction or allowance
See: Defining an Element's Input Values, Oracle HRMS Compensation and Benefits Management Guide
Link the element to a specific payroll or payrolls. If you want the element to be used automatically each time the payroll is assigned, select the Standard check box. If you do not select this check box, you must enter the element for each assignment.
See: Defining Element Links, Oracle HRMS Cmpensation and Benefits Management Guide
To create the formula
Check that the database items to be used in your formula are available. If the required database items are not available, create them.
Create the proration formula or write a payroll formula that is enabled for proration.
To create a proration formula, see: Writing Proration Formulas, Oracle HRMS FastFormula User Guide
UK users: For examples of payroll formulas enabled for proration, see: Sample Payroll Formulas Enabled for Proration, Oracle HRMS FastFormula User Guide
For more information on writing formulas, see: Writing or Editing a Formula, Oracle HRMS FastFormula User Guide and Writing Payroll Formulas for Elements, Oracle HRMS FastFormula User Guide
Link the formula to your element in the Formula Result Rules window.
See: Defining Formula Processing and Result Rules, Oracle HRMS FastFormula User Guide
Attach the element to the salary basis if the salary is relevant for proration. Select the input value you created (such as Amount) in the Input Value Name field of the Salary Basis window.
See: Defining a Salary Basis, Oracle HRMS Compensation and Benefits Management Guide
You define an event group from the Table Event Group window. You use an event group to group together all proration or retro-notification points that affect an employee's salary, such as salary increases.
To define an event group
Enter a name for your event group.
Select one of the following event group types:
Proration for a proration event group
Retro for a retro-notification event group
Select the proration or retro period.
Save your entries.
Select the events that can trigger proration or retro-notification in the Datetracked Events region. To do this, select the update type, the table containing the data, and the table column.
Save your work.
If an employee has taken an approved loan, you can use Oracle HRMS to process the loan recovery. You can provide information about the type of loan, the repayable amount and the number of installments in which employees complete the repayment.
If you enter loan details for an employee using the Loan Recovery element, Oracle Payroll uses the predefined KW_LOAN_PROCESSING formula to deduct the loan amount and maintain the Loan Outstanding balance.
You can use the following predefined elements for loan recovery process:
Loan Recovery - To hold the information for loan processing
Loan Repayment Information - To hold information used internally for loan processing
Loan Outstanding Information - To hold information about outstanding loan
Oracle HRMS provides three balances to hold loan information:
Loan repaid balance - To hold the loan amount that the employee repays
Loan installments paid - To hold the total number of installments that the employee pays
Loan outstanding to hold the outstanding loan amount
To process the loan recovery amount, you must complete several steps.
Attach the element Loan Recovery to the employee, who has taken the loan, to calculate the loan repayment amount.
Enter the details of loan repayment, such as Loan Type, Loan Amount, Approved Date, Repayment Start Date, Monthly Repayment, and Installments.
See: Making Manual Element Entries
Additional Information: You must enter values either for Monthly Repayment Amount or Total Number of Installments. If you enter both these values, the loan processing formula will use the monthly repayment amount to calculate the repayment amount.
For any particular month, if you want to put the loan deduction on hold for an employee for any reason, then set Hold Amortization to Yes.
Run the payroll process.
See: Starting a Payroll Run, Oracle HRMS Payroll Processing Management Guide