Organization Structures

Organization Management

Key Concepts for Representing Enterprises

You represent your enterprise using key organization structures in Oracle HRMS. These structures provide the framework so you can perform legal reporting, financial control, and management reporting. You can set up these organization structures yourself, or use the Configuration Workbench.

The Configuration Workbench delivers an integrated configuration management toolset for HR systems and assists in the evaluation, configuration, deployment, and maintenance of HR applications. The workbench suggests a basic structure of organizations for your enterprise based on configuration models.

See: Configuration Models for Your Enterprise Framework, Oracle HRMS Enterprise and Workforce Management Guide

Once the basic enterprise structure is set up, you add the additional organizations and locations t`hat exist in your enterprise. You define the internal organizations that represent your internal divisions and departments, and you define the external organizations that represent the organizations outside of your enterprise. For example, you can set up an external organization to represent the tax office for which your enterprise uses for reporting purposes.

You can use organizations to represent many levels of your enterprise, from the highest level of organization that represents the whole enterprise, to the lowest level of organization that represents a section or department.

See: Extending the Enterprise Framework, Oracle HRMS Enterprise and Workforce Management Guide

See: Organization Classifications

See: Setting Up Organizations, Oracle HRMS Enterprise and Workforce Management Guide

Business Group

The business group represents a country in which your enterprise operates. You create it as an organization in Oracle HRMS, but it does not represent a specific organization within your enterprise structure, and you do not include it in your organization hierarchies. A business group enables you to group and manage data in accordance with the rules and reporting requirements of each country, and to control access to data.

The critical factors for deciding when to use a separate business group, or an international business group, are based on the following factors:

• If you use Oracle Payroll

• The number of people you employ in a country

• If you require legislative support for Oracle HR

Generally the laws are so different in each country that to be compliant, there must be a different business group for each country in which an enterprise has employees.

Operating Company

An operating company represents a division or line of business within your enterprise that is legally registered for reporting in at least one country. An operating company is a holding company, a company within a company.

Ultimate Legal Entity

The ultimate legal entity represents the enterprise, and typically, the enterprise is the highest (global) level of a business organization. The ultimate legal entity is the parent company or organization for all its subsidiaries and divisions. Oracle HRMS represents the ultimate legal entity with the GRE/Legal Entity organization classification.

Legal Entity/Employer

A legal entity represents the designated legal employer for all employment-related activities. The legal authorities in a country recognize this organization as a separate employer. In an organization hierarchy, a legal entity may report to an operating company or to the ultimate legal entity.

A legal employer is a legal entity that is responsible for employing people in a particular country. Therefore, if you employ people in a country, then you must have at least one organization classified as a legal entity and a legal employer.

The Configuration Workbench classifies an organization as a GRE/Legal Entity where your enterprise operates in a country, and classifies it as an Employer if you employ people in that country also. For example, you can have a legal entity in a country where you do business, but do not employ people in that country.

Consolidated Legal Entity

A consolidated legal entity acts on behalf of multiple operating companies that are not legally registered, or simply on behalf of the enterprise in a country. You typically use the consolidated legal entity for when you have multiple operating companies in your enterprise, but for the purposes of consolidation, you group the information into one organization. For management reporting purposes, the organizations below the consolidated legal entity in an organization hierarchy, such as, your departments and sections, can report to any organization in the enterprise. However, for legal reporting purposes, they report up to the consolidated legal entity.

For information on how to model your enterprise using the key organization structures, see: Configuration Models for Your Enterprise Framework, Oracle HRMS Enterprise and Workforce Management Guide

GREs and Legal Entities

Your Enterprise

Your enterprise could be structured in several ways. For example, your workforce could be working on:

• A single project in one location.

• Several projects in one location.

• Different projects in different locations.

If your workforce were dispersed among several locations, you would likely have divisions in these locations. Moreover, these locations would be overseen by a head (or central) office.

Your enterprise, whether confined to one location or geographically dispersed, has two kinds of data:

• Country-Specific Data: For example, your enterprise's legal name or the URL of your enterprise's central Web site will apply equally to your divisions in Shanghai and Beijing. Oracle HRMS calls such data corporate information and stores it in the Corporate Information organization information type of the Government Reporting Entity (GRE) / Legal Entity organization classification.

• Region-Specific Data: For example, the Public Housing Fund (PHF) registration authority in Shanghai differs from the PHF registration authority in Beijing. Thus, your enterprise's divisions in Shanghai and Beijing would come under different PHF registration authorities. Oracle HRMS calls such data employer information and stores it in the Employer Information organization information type of the GRE / Legal Entity organization classification.

Your enterprise must submit statutory reports to the Chinese government and local authorities. These reports contain both corporate and employer information.

Functions of GRE / Legal Entity

In Oracle HRMS, you submit statutory reports by an organization with the classification of GRE / Legal Entity. After defining one or more business groups for your enterprise, you set up at least one GRE / Legal Entity within each business group. In addition to statutory reporting, a GRE also pays employees their salaries, administers payroll, and remits taxes to governments and local bodies.

Requirements

Since the functions of the GRE include statutory reporting, a GRE in your organization hierarchy must contain both corporate and employer information. More accurately, in Oracle HRMS, your organization hierarchy must have an organization with the classification of GRE / Legal Entity and that contains data in the Corporate Information and Employer Information organization information types.

While the GRE can contain both corporate and employer information, Oracle HRMS also permits you to store corporate and employer information in different GREs; you can then link these GREs so that you have a complete set of data for statutory reporting. Consequently, you avoid replicating corporate information with every set of region-specific employer information.

In Oracle HRMS, a GRE with corporate information is a corporate body, while a GRE with employer information is an employer. Your corporate body and employer can be represented by the same GRE or different GREs.

For statutory reporting, you assign your employees to an employer in the CN Statutory Info window, and the employer must in turn be linked to a corporate body in the Employer Information window.

Note: In your organization hierarchy, you can define other low-level organizations with the classification of HR Organization. Then, you can select these organizations in the Organization field of the Assignment window to fulfill your enterprise's requirements. In the Assignment window, you can also assign employees to an employer if it also has the classification of HR Organization.

Flexible Setup

Once you fulfill the previously outlined requirements, you can set up corporate bodies and employers according to the unique needs of your enterprise.

For example, if your enterprise is in a single location and working on a single project, you could set up an organization that has the following classifications:

• Business Group

• GRE / Legal Entity (with the Corporate Information and Employer Information organization information types completed)

• HR Organization (so that employees can be assigned to the organization in the Assignment window)

You could select this organization both in the CN Statutory Info and Assignment windows. You may also assign other classifications to this organization. The following figure depicts this organization:

Sample Organization Setup for Single Location, Project

If your enterprise is in one place and your workforce divided among projects functions, then you could set up an organization with these classifications:

• Business Group

• GRE / Legal Entity (with the Corporate Information organization information type completed)

Under this organization, you could set up an employer for each project or function. The organizations that you create for your employers would have these classifications:

• GRE / Legal Entity (with the Employer Information organization information type completed)

• HR Organization (so that employees can be assigned to your employers in the Assignment window)

You could also assign other classifications to your organizations. Then, your setup would resemble that depicted by the following figure:

Sample Organization Setup for Single Location, Multiple Projects / Functions

If your enterprise is geographically dispersed, then you could set up your head (or central) office as an organization with these classifications:

• Business Group

• GRE / Legal Entity (with the Corporate Information and Employer Information organization information types completed)

• HR Organization (You need to assign employees to your head office.)

In this case, for employees who work at your head office, it would be both the corporate body as well as the employer. You could set up region-specific employers with the following classifications:

• GRE / Legal Entity (with the Employer Information organization information type completed)

• HR Organization (if you need to assign employees to these employers in the Assignment window)

You could also set up low-level organizations that map to projects or functions at each location. These organizations will need the classification of HR Organization. You could assign other classifications to all your organizations on the basis of your enterprise's needs. Then, your setup would look as follows:

Sample Organization Setup for Multiple Regions, Projects / Functions

In the previously described scenario, employees can be assigned to all organizations in the Assignment window because they all have the HR Organization classification. However, for statutory reporting, the corporate body is always the Enterprise, and the employer is the Enterprise, Employer 1, or Employer 2.

These examples illustrate some simple scenarios. You could set up your organization hierarchy in complex ways to fulfill your enterprise's needs. For example, you could set up more than one corporate body in your organization hierarchy.

Organization Classifications

Organization classifications define the purpose of an organization and its functionality within Oracle HRMS. The classifications you assign to an organization control the additional information you can set up at the organization level. The Configuration Workbench automatically assigns the appropriate classifications to the organizations it creates.

For more information on the key organization structures you use to represent your enterprise, see: Key Concepts for Representing Enterprises

You can define one organization with multiple classifications or you can define separate organizations to represent different types of entity. For example, you can classify an organization as a legal entity as well as an HR organization if it's the same organization. If they are different, then you create two organizations.

Note: Oracle HRMS enables you to install your own additional information types for classifications.

You can select the following classifications in the Organization window, depending on your legislation:

All Legislations

All legislations can use the following classifications:

• Business Group: Use this classification to group, manage, and control access to data in accordance with the rules and reporting requirements of a country.

• Operating Company: An operating company represents a division or line of business within your enterprise that is legally registered for reporting in at least one country.

• GRE/Legal Entity: Use this classification to represent the following organizations:

  • Ultimate Legal Entity: this represents the enterprise, and typically, the enterprise is the highest (global) level of a business organization.

  • Legal Entity: this represents the designated legal employer for all employment-related activities. The legal authorities in a country recognize this organization as a separate employer. In an organization hierarchy, a legal entity may report to an operating company or to the ultimate legal entity.

  • Consolidated Legal Entity: this organization acts on behalf of multiple operating companies that are not legally registered, or simply on behalf of the enterprise in a country.

    For Chinese users only: Your organization hierarchy must contain at least one GRE with corporate and employer information. Statutory reporting requires this information.

• Employer: Use this along with the GRE/Legal Entity classification to define an organization as a legal entity that is responsible for employing people in a particular country.

  For Indian users only: Your organization hierarchy must contain at least one GRE with income tax, challan bank, tax declaration and representative details. This information is used for statutory reporting.

• HR Organization: Use this classification for all organizations to which you want to assign employees and contingent workers.

• Payee Organization: Use this when defining an external organization that is the recipient of a third party payment from an employee, for example a court-ordered payment. You can then select this organization on the Personal Payment Method window when entering a third party payment method.

• Bargaining Association: Use this when defining an organization that is involved in negotiating a collective agreement. A bargaining association could be any organization representing the employees in negotiations, for example a trade union. The UK legislation also enables you to select a bargaining association in the Union Processing window to set up a union element.

• Representative Body: Use this when defining a representative body. This may be a body defined in legislation, such as a European Works Council, or may be defined by the employer, such as a Sports and Social Club.

• Disability Organization: Use this when defining an external organization with which employee disabilities are registered.

• Medical Service Provider: Use this when defining an organization that provides any medical services, such as medical assessments, to the people in your enterprise.

• Constituency: Use this to define a constituency to group together workers eligible to vote for particular elections.

• Company Cost Center: Use this to define organizations in Oracle HRMS that map to cost centers in Oracle GL. You can set up your application so that whenever a cost center is defined in GL, a corresponding organization with this classification is defined automatically.

• Professional Body Information: Use this to define an organization that is a professional body. Organizations with this classification are available to assign to people in the Qualifications window.

• Operating Unit : Use the operating unit organization classification if you also use Multi-Org applications. You can associate an operating unit with an HR Organization. The application uses the HR Organization to find the operating unit to which a person belongs.

US Legislation

The US legislation can use the following classifications:

• Reporting Establishment, Corporate Headquarters, or AAP Organization: Use these when defining reporting organizations, that is, organizations required for the production of certain reports for government agencies.

• Parent Entity: Use this when defining an organization to be included at the top level of an establishment hierarchy. You can then use the hierarchy when producing certain reports for government agencies.

  If you are assigning this classification to a Business Group, you must assign it to your default Business Group, that is the one defined in your security profile. If you do not, then your data will not be visible when you attempt to create your hierarchy in the Generic Hierarchy window.

• Benefits Carrier, Workers' Compensation Carrier, or Beneficiary Organization: Use these when defining an external organization belonging in one of these classifications. You can then select the organization when defining a benefit, entering information for Workers' Compensation calculations, or recording beneficiaries employees have named for certain benefits.

  The Federal legislation can also use the Beneficiary Organization classification.

UK Legislation

The UK legislation can use the Education Authority classification to define a Local Education Authority (LEA) that is responsible for education within that council's jurisdiction.

Canadian Legislation

The Canadian legislation can use the following classifications:

• Provincial Medical Carrier: Use this to define a medical carrier for a province.

• Provincial Reporting Establishment: Use this to represent employees in the province of Quebec.

French Legislation

The French legislation can use the following classifications:

• Company: records one or more companies in your business group. A company is a legal entity registered to "Registre du Commerce et des Societes". You must have at least one company.

• Establishment: identifies the organization that serves as the legal point of contact for settling any disputes and manages the personal details of the workforce.

  Note: Do not classify an organization as both a company and an establishment; create two separate organizations.

• URSSAF Center or ASSEDIC Center: specifies an external organization that is a Social Security organization. You can select the organization when entering additional organization information for an establishment. You can also select URSSAF organizations when entering additional organization information for a company.

• Insurance Provider or Pension Provider: defines an external organization that provides insurance or pensions. You can select the organization when entering additional organization information for a company or an establishment.

• OPACIF or OPCA: specifies an external organization that collects the company's yearly training contribution.

• CPAM: identifies an external organization as a CPAM office. You can select the organization when entering employment information in the People window.

• Public Sector Other External Organization: records details of the various types of external organizations with whom public-sector companies deal. Be sure to create organizations with this classification as external organizations.

• Grouping of Employers: identifies the employers (normally establishments) who have decided to group together to make it easier to lend each other workforce and also to list the employees, contingent workers, and employees on loan for an establishment from that grouping in the Personnel Registry report.

• Tax Group: defines an external tax office.

Dutch Legislation

The Dutch legislation can use the following classifications:

• Dutch UWV Organization: Use this to indicate if your organization is a social insurance provider. If you enable this classification, you can enter additional information such as the type of provider in the Dutch UWV Organization window.

• Dutch Tax Office: Use this to define an external tax office.

• Dutch Private Health Insurance: Use this to define an external organization that provides private health insurance.

• Pension Provider: Use this to define an external organization that provides pensions to your employees.

German Legislation

The German legislation can use the following classifications:

• Budget Plan Unit: Use this to define internal organizations for which you can use for the budget plan structure. The budget plan structure defines the different levels of positions in your enterprise, and the budget plan units represent the different levels as organizations. You select which budget plan unit the position belongs to in the Position window.

• German Additional Second Pension Insurance: Use this to record information about the contributions an organization makes to a second pension.

• German Capitalized Life Insurance Provider: Use this to indicate if your organization is a provider of German capitalized life insurance.

• German Mandatory Health/Special Care Insurance Provider: Use this to indicate if your organization is a provider of German mandatory health or special care insurance. If you enable this classification, you can enter additional information using the German Social Insurance Providers window.

• German Mandatory Pension Insurance Provider: Use this to indicate if your organization is a provider of German mandatory pension insurance. If you enable this classification, you can enter additional information using the German Social Insurance Providers window.

• German Private Health/Special Care Insurance Provider: Use this to indicate if your organization is a provider of German private health or special care insurance. If you enable this classification, you can enter additional information using the German Social Insurance Providers window.

• German Public Sector: Use this to indicate if your organization is a public sector organization. If you set this to yes then certain public sector specific windows and fields are made available to you.

• German Tax Office: Use this to indicate if your organization is a tax office. If you set this to yes then you can enter additional tax office information using the Others button.

• German Unemployment Insurance Provider: Use this to indicate if your organization is a provider of German unemployment insurance. If you enable this classification, you can enter additional information using the German Social Insurance Providers window.

• German Voluntary Pension Provider: Use this to indicator if your organization is a provider of German voluntary pensions.

• German Work Incident Supervising Office: Use this to indicate if your organization is a work incident supervising office.

• German Workers' Liability Insurance Providers: Use this to indicate if your organization is a provider of German workers' liability insurance.

Hong Kong Legislation

The Hong Kong legislation can use the MPF Trustee Organization classification to set up and enrol employees in an MPF Trustee. This classification allows you to record details of the trustee and details of the scheme provided by the trustee.

Mexico Legislation

The Mexico legislation must use the legal employer classification to define the legal entity. You can add additional organization information for your legal employer, if needed.

Use the GRE/Legal Entity classification to define an organization that is recognized as a separate employer by Social Security or other legal authorities. When you assign a location to a GRE, and you have not already associated them with each other in the generic hierarchy, HRMS will make the association for you.

Saudi Legislation

The Saudi legislation can use the following classifications:

• Saudi GOSI Office: Use this to represent the General Office of Social Insurance (GOSI) which the employer is registered. The GOSI office requires employers to make deductions for eligible employees and send all payments and reports to this office.

• Saudi Employment Office: Use this to represent an office to which the employer reports the status of its disabled employees.

Hungary Legislation

The Hungary legislation can use the following classifications:

• Draft Agency: Use this to represent an external defense organization to which you send employee military service details.

• Company Information: Use this to represent the organization which is legally entitled to hire employees.

• Pension Provider: Use this to indicate an external organization that provides pensions to your employees.

Spanish Legislation

The Spanish legislation can use the following classifications:

• Work Center: Use this to define an internal organization that represents a facility within your enterprise. You use these organizations for statutory reporting purposes.

• Section: Use this to define an internal organization that represents the place where people work. You use these organizations for internal reporting purposes only.

• Tax Office: Use this to indicate if the organization is an external tax office.

• Tax Administration Office: Use this to indicate if the organization is an external tax administration office.

• Social Security Office: Use this to define a social security office as an external organization. If you enable this classification, you can record the social security office details.

• Social Security Province Office: Use this to define an organization as an external social security office. If you enable this classification, you can enter the social security province office details.

• Health Care Organization: Use this to define an organization as an external health care organization. If you enable this classification, you can enter the insurance company details.

Korea Legislation

The Korean legislation can use the following classification:

• Business Place: Use this classification to define an organization as an employer to which you assign employees. You set up information such as the registration number, representative information, and the health insurance number for the National Tax Service (NTS).

Indian Legislation

Your organization hierarchy should contain at least one GRE/Legal Entity (Tax Organization) and Registered Company.

The Indian legislation can use the following classifications:

• Registered Company: Records your company's Legal Name, Registration Number, Corporate Identity Number, Permanent Account Number (PAN) of the company and company's representative details.

• Factory: Records your factory's Registration Number, License Number, National Industrial Code, Production Commencement Date and factory's representative details.

• Shops/Establishment: Records your shops/establishment's registration number and representative details.

• Contractor Details: Records a contractor's details, work details, and representative details. A contractor supplies contingent workers to an enterprise and can be either an individual or an external organization.

• ESI Organization: Use this to define an external organization that provides Employee State Insurance (ESI) to your employees. Records your Employee State Insurance (ESI) organization's Challan Information, General Information and Representative Details. You can have multiple ESI organizations and select an employee's ESI organization in the Assignment window.

• Provident Fund Organization: Records your PF organization's PF challan information, PF information, and PF representative details. You can have multiple PF organizations and select an employee's PF organization in the Assignment window.

• Professional Tax Organization: Records your Professional Tax organization's information, Professional Tax Challan information, and Representative Details information. You can have multiple professional tax organizations and select an employee's professional tax organization in the Assignment window.

• Income Tax Office: Records your income tax organization's information. You can enter the location details of the income tax office. You can select the income tax organization in the GRE/Legal Entity: Income Tax Details window.

• National Pension Scheme: Records the National Pension office information. You can enter the corporate registration account number and the corporate branch account number in the NPS Account Set Up window.

Polish Legislation

The Polish legislation can use the following classifications:

• PL SII Branch: Use this classification to represent a local branch of the Social Insurance Institute (SII), a public organization that deals with the social insurance benefits, such as sickness allowance, maternity allowance, and rehabilitation benefits. You use the SII branch information for social insurance reporting.

• PL Statistic Office: Use this to represent a local statistic office. You use this information in reports sent to the statistic office.

• PL Tax Office: Use this to define the tax office bank accounts for the employer and for the tax collected from the employees. You use this information in statutory reports.

Norwegian Legislation

The Norwegian legislation can use the following classifications:

• Local Unit: Use this classification to identify and report on the different work centers, within your enterprise, to which you assign employees.

• Payee Organization: Use this classification to define an external organization which receives third party payment from an employee

• Social Security Office: Use this to define external social security office organizations.

• Pension Provider: Use this classification to define an external organization that provides pensions to your employees.

• Statement Provider: Use this classification to define an external organization that provides reports on behalf of the legal employer.

• Tax Office: Use this classification to define an external tax organization.

Finnish Legislation

The Finnish legislation can use the following classifications:

• Local Unit: Use this classification to identify and report on the different work centers, within your enterprise, to which you assign employees.

• External Company: Use this to record details of the various types of external organizations with whom your organization deals. Ensure to create organizations with this classification as external organizations.

• Pension Provider: Use this to record the basic information about pension insurance providers to which you transfer the appropriate pension insurance deductions.

• Accident Insurance Provider: Use this to identify organizations that provide accident insurance coverage, group life insurance, and unemployment insurance.

• Finnish Magistrate Office: Use this for identifying the authority responsible for processing the employee court orders.

• Finnish Trade Union: Use this to record the basic information about the employees' trade unions to process employee deductions.

• Provincial Tax Office: Use this to identify the legal employer's tax office.

Danish Legislation

The Danish legislation can use the following classifications:

• Service Provider: Use this classification to record details of the various types of external service providers with whom your organization deals.

• Pension Provider: Use this classification to define external pension providers.

Swedish Legislation

The Swedish legislation can use the following classifications:

• Local Unit: Use this classification to identify and report on the different work centers, within your enterprise, to which you assign employees.

• Social Security Office: Use this to define external social security office organizations with which you coordinate medical reimbursements for the employees.

• Swedish Enforcement Office: Use this to define external enforcement office organizations with which you coordinate the attachment of earnings deductions for the employees.

South African Legislation

The South African legislation can use the following classification:

• Training Provider: Use this to indicate if an organization is a training provider.

UAE Legislation

The UAE legislation can use the Legal Employer classification to define and enter additional organization information for your legal employer.

Irish Legislation

The Irish legislation can use the following classifications:

• Legal Employer: Use this classification to define and enter additional organization information for your legal employer.

• Pension Provider: Use this classification to define external pension provider.

Creating an Organization

Use the Organization window to create:

• Business groups

• External organizations (for example, tax offices, pension providers, insurance carriers, disability organizations, benefit carriers, or recruitment agencies)

• Internal organizations (for example, departments, sections or cost centers)

• GREs/Legal Entities

If you use the Configuration Workbench to configure your enterprise structure, then you only need to create the additional internal and external organizations you require. For example, you can set up additional organizations to represent the internal divisions or departments, and external organizations for reporting or third party payments.

See: Extending the Enterprise Framework, Oracle HRMS Enterprise and Workforce Management Guide

To create an organization

1. Navigate to the Organization window and click New to create a new organization.

   Note: For information about querying existing organizations, see: Finding an Organization

2. Enter a name for your organization in the Name field. A check is performed to see if organizations with the same name already exist.

   All Oracle applications you install share the information entered in the Organization window. Therefore organization names must be unique within a business group, and business group names must be unique across your applications network.

   You can create two organizations with the same name in different business groups but this can cause confusion later, if the HR: Cross business group profile option is set to Yes and you decide to share certain information across all business groups. If you decide to create two organizations with the same name, be sure that this will not cause you problems in the future.

3. Optionally, select an organization type in the Type field.

   Organization types do not classify your organization, you use them for reporting purposes only. The type may identify the function an organization performs, such as Administration or Service, or the level of each organization in your enterprise, such as Division, Department or Cost Center. You create the organization types you require by entering values for the Lookup Type ORG_TYPE.

4. Enter a start date in the From field. This should be early enough to include any historical information you need to enter.

   Note: You cannot assign an employee to an organization before the start date of the organization.

5. Enter a location, if one exists. You can also enter an internal address to add more details such as floor or office number.

   Dutch only: If you are setting up external organizations for a tax office, a social insurance provider or a private health insurance provider, you must enter the postal address and contact details using the NL_POSTAL_ADDRESS Location EIT.

   Mexico only: When defining a GRE/Legal Entity, if you select a location here, HRMS automatically associates it with this GRE in the Generic Hierarchy.

   US only: If you are using Oracle Payroll in the US, every organization to which employees can have assignments, including business groups, must have on record a location with a complete address. This is because the system uses the location of the organization of the employee's primary assignment to determine employee work locations for tax purposes. This does not apply to GREs, because the assignment to a GRE exists in addition to the assignment to an organization.

   India only: You can define an income tax organization and enter its location details. You can then select this organization at the GRE/Legal Entity Income Tax Office.

   Note: If you are an Oracle Inventory user, then you must not assign a location to more than one organization classified as an Inventory Organization.

6. Enter internal or external in the Internal or External field. You cannot assign people to an external organization.

   Examples of external organizations that may require entry are disability organizations, benefits carriers, insurance carriers, organizations that employees name as beneficiaries of certain employee benefits, and organizations that are recipients of third party payments from employees' pay.

7. Save the basic organization details.

Entering Organization Classifications

To determine the purpose and use of each organization you create, you give it one or more classifications. The setup information you enter for an organization depends in large part on its classification.

See: Organization Classifications

Note: If you classify an organization as a business group, it is not reversible.

To enter organization classifications:

1. Enter the classification for your organization in the Name field.

2. Enable the classification by checking the Enable box. This allows you to use and enter the essential additional information for your organization.

3. Save the classification details.

4. You can either enter additional information for the classification type or enter another classification.

   Note: Save each classification after entering and enabling it.

Entering Additional Information

For each classification you set up you can enter additional information. This information can be different for each classification.

For business group see: Business Group

For HR organization see: HR Organization

For representative body see: Representative Body

For constituency see: Constituency

For bargaining association see: Bargaining Association

For GRE / legal entity see: GRE / Legal Entity

For company cost center see: Company Cost Center

For professional body information see: Professional Body Information

See Organization Classifications if you need to check which classification to select.

To enter business group additional information

1. Click on the organization classification for which you want to enter additional information.

2. Choose the Others button to open the Additional Organization Information window.

3. Select one of the following:

   • Business Group Information, see: Entering Business Group Information, Oracle HRMS Enterprise and Workforce Management Guide

   • Audit Expenditure Setup, see: Entering Audit Expenditure Setup Information

   • BG Termination Information, see: Entering BG Termination Information

   • Contribution Basis, see: Setting Up Contribution Area Base Rules

   • Income Tax Generic Rule, see: Business Groups: Entering the Income Tax Generic Rule

   • PHF and SI Rates, see: Setting Up Contribution Area Rates

   • Budget Value Defaults, see: Business Groups: Entering Budget Value Defaults, Oracle HRMS Enterprise and Workforce Management Guide

   • Work Day Information, see: Business Groups and HR Organizations: Entering Work Day Defaults, Oracle HRMS Enterprise and Workforce Management Guide

   • Benefit Defaults, see: Benefit Defaults, see: Business Groups: Defining Benefit Defaults for a Business Group, Oracle HRMS Enterprise and Workforce Management Guide

   • PTO Balance Type, see: Business Groups: Selecting a PTO Balance Type, Oracle HRMS Enterprise and Workforce Management Guide

   • Recruitment Information, see: Business Groups: Entering Recruitment Information, Oracle HRMS Enterprise and Workforce Management Guide

   • Payslip Information, see: see: Entering Payslip Information

   • Self Service Preference Information, see: Entering Self-Service Preference Information

   • Enterprise Rounding Method Information, see: Business Group: Entering the Rounding Method for Enterprise Annuity

   • Severance Pay Tax Rule, see: Entering Severance Pay Tax Rule

   • Special Tax Pay Method, see: Business Group: Entering Special Tax Pay Method

   • Tax on ER EA Contribution, see: Entering Tax on Enterprise Annuity Employer Contribution

   • Tax Under One Yuan, see: Entering Tax Under One Yuan Information

4. Repeat these steps to enter further information.

To enter HR organization additional information

1. Click on the organization classification for which you want to enter additional information.

2. Choose the Others button to open the Additional Organization Information window.

3. Select one of the following:

   • Reporting Information, see: Entering Reporting Information for an HR Organization or a Company Cost Center, Oracle HRMS Enterprise and Workforce Management Guide

   • Costing Information, see: HR Organizations: Entering Costing Information, Oracle HRMS Enterprise and Workforce Management Guide

   • Parent Organization, see: HR Organizations: Entering Parent Organizations, Oracle HRMS Enterprise and Workforce Management Guide

   • Work Day Information, see: Business Groups and HR Organizations: Entering Work Day Defaults, Oracle HRMS Enterprise and Workforce Management Guide

   • Payslip Information, see Entering Payslip Information

   • Self Service Preference Information, see Entering Self-Service Preference Information

   • Related Organizations Information, see: Entering Related Organizations Information for an HR Organization, Oracle HRMS Enterprise and Workforce Management Guide

4. Repeat these steps to enter further information.

To enter representative body additional information

1. Click on the organization classification for which you want to enter additional information.

2. Choose the Others button to open the Additional Organization Information window.

3. Select one of the following:

   • Representative Body Information, see: Entering Representative Body Information, Oracle HRMS Enterprise and Workforce Management Guide

   • Constituency information, see: Entering Constituency Information for a Representative Body, Oracle HRMS Enterprise and Workforce Management Guide

4. Repeat these steps to enter further information.

To enter constituency additional information

1. Click on the organization classification for which you want to enter additional information.

2. Choose the Others button to open the Additional Organization Information window.

3. Select one of the following:

   • Location, see: Entering Location Information for Constituencies, Oracle HRMS Enterprise and Workforce Management Guide

   • Organization, see: Entering Organization Information for Constituencies, Oracle HRMS Enterprise and Workforce Management Guide

   • Organization Hierarchy, see: Entering Organization Hierarchy Information for Constituencies, Oracle HRMS Enterprise and Workforce Management Guide

   • Grade, see: Entering Grade Information for Constituencies, Oracle HRMS Enterprise and Workforce Management Guide

   • Bargaining Unit, see: Entering Bargaining Unit Information for Constituencies, Oracle HRMS Enterprise and Workforce Management Guide

   • Job, see: Entering Job Information for Constituencies, Oracle HRMS Enterprise and Workforce Management Guide

   • Collective Agreement Grade, see: Entering Collective Agreement Grade Information for Constituencies, Oracle HRMS Enterprise and Workforce Management Guide

4. Repeat these steps to enter further information.

To enter bargaining association information

1. Click on the organization classification for which you want to enter additional information.

2. Choose the Others button to open the Additional Organization Information window.

3. Select Trade Union Information, see: Entering Trade Union Information for a Bargaining Association, Oracle HRMS Enterprise and Workforce Management Guide

4. Repeat these steps to enter further information.

To enter GRE / legal entity information

1. Click on the organization classification for which you want to enter additional information.

2. Choose the Others button to open the Additional Organization Information window.

3. Select one of the following:

   • Audit Balance Setup, see: Entering Audit Balance Setup Information

   • Audit Element Setup, see: Entering Audit Element Setup Information

   • Corporate Information, see: Entering Corporate Information for a GRE

   • Employer Information, see: Entering Employer Information for a GRE

   • GRE Termination Info, see: Entering GRE Termination Information

   • Tax on ER EA Contribution, see: Entering Tax on Enterprise Annuity Employer Contribution

4. Repeat these steps to enter further information.

To enter company cost center information

1. Click on the organization classification for which you want to enter additional information.

2. Choose the Others button to open the Additional Organization Information window.

3. Select one of the following:

   • GL Company Cost Center, see: Entering GL Company Cost Center Information for a Company Cost Center, Oracle HRMS Enterprise and Workforce Management Guide

   • Reporting Information, see:Entering Reporting Information for an HR Organization or a Company Cost Center, Oracle HRMS Enterprise and Workforce Management Guide

4. Repeat these steps to enter further information.

To enter professional body information

1. Click on the organization classification for which you want to enter additional information.

2. Choose the Others button to open the Additional Organization Information window.

3. Select Professional Body Info, see: Entering Additional Information for a Professional Body, Oracle HRMS Enterprise and Workforce Management Guide

4. Repeat these steps to enter further information.

Finding an Organization

Use the Find Organization window to find the organizations you want to review or amend. If you want to set up a new organization, rather than querying an existing organization, select the New button. For more information about creating a new organization, see Creating an Organization.

Note: When you navigate to the Organization window, the Find Organization window automatically displays.

To query an organization using the Find Organization window

1. Do one, a selection, or all of the following:

   • Enter a full or partial query on the organization's name. If more than one name matches the selection criteria, select one of the names.

   • Enter a full or partial query on the organization type and/or location. If more than one organization type or location matches the selection criteria, select the type and/or location to query.

   • Enter a full or partial query on the classification name. If more than one classification name matches the selection criteria, select the name to query.

     For the classification you have selected indicate whether you want to query on:

     • Enabled classifications: This only returns those organizations that match your selection criteria and have your selected classification enabled.

     • Disabled classification: This only returns those organizations that match your selection criteria and have your selected classification disabled.

     • Both: This returns organizations that match your selection criteria and have your selected classification, regardless of whether the classification is enabled or disabled.

2. Choose the:

   • Find button to run the query.

     The organization or organizations found by the query display in the Organization window. If the query finds more than one organization, you can use the [Down Arrow] key or choose Next Record from the Go menu to display the next organization.

   • Clear button to remove the existing selection criteria. You can then enter new information on which to perform a query.

Removing and Deleting Organizations

Remove an organization if you want to prevent it being available for employee assignments. This still leaves a history of the organization. Only delete an organization if you want to completely remove it from your system.

To remove an organization

1. Select the organization you want to remove.

2. Enter an end date (Date To) on the organization record.

To delete an organization

1. Remove any employee assignments to the organization.

2. Remove the organization from any hierarchies.

3. Disable its organization classifications in the Organization window.

4. Delete the organization in the Organization window.

Entering Audit Expenditure Setup Information

Use the Audit Expenditure Setup window to select the cost allocation flexfield of your business group and specify the segment storing expenditure economy category code.

To enter Audit Expenditure Setup Information

1. In the Organization window, query the business group. In the Organization Classifications region, select Business Group, click Others, and select Audit Expenditure Setup.

2. Click in a field of the Additional Organization Information window to open the Audit Expenditure Setup window.

3. Select the cost allocation flexfield defined for your business group.

4. Select the segment storing expenditure economy category code.

5. Save your work.

Entering BG Termination Information

Use the BG Termination information window to override the global monthly salary paid days and the leave compensation factor values to calculate Termination payments.

To enter BG Termination Information

1. In the Organization window, query the business group. In the Organization Classifications region, select Business Group, click Others, and select BG Termination Information.

2. Click in a field of the Additional Organization Information window to open the BG Termination information window.

3. In the BG Termination Information window, enter the monthly salary paid days if you want to override the default values. If you leave this field blank, the application uses the default value set up as one of the global values.

4. Enter the leave compensation factor value, if you want to override the default values. If you leave this field blank, the application uses the default value set up as one of the global values.

5. Enter the start and end dates.

6. Save your work.

Business Group: Selecting the Rounding Method for Enterprise Annuity

You select a rounding method for an enterprise annuity contribution for a business group for both employees and employers. You use this information for rounding the enterprise annuity contribution amounts during payroll processing.

You must use the Enterprise Rounding window to select the rounding method only if you have defined the contribution area rates using the user table. See: Setting Up Enterprise Annuity Deductions and Setting up Values for the China Enterprise Annuity Contribution Rate User Table

To select the rounding method

1. From the Organization window, query your corporate body.

2. In the Organization Classifications region, select Business Group.

3. Click Others to display the Additional Organization Information window, select Enterprise Rounding, and click OK.

4. Click in the Enterprise Rounding field to open the Enterprise Rounding window.

   The application automatically completes this field as Rounding Method For Enterprise Annuity. You may override this information by selecting another value.

5. Select the rounding methods for an enterprise annuity contribution for a business group for the employee and the employer.

6. Click OK.

Business Group: Entering the Income Tax Generic Rule

The Accumulative Withholding method is used as the default method for tax calculation. To use the Monthly Withholding method, you can select the calculation method for a tax area at the business group level.

To enter the Income Tax Generic Rule

1. From the Organization window, query your corporate body.

2. In the Organization Classifications region, select the business group.

3. Click Others to display the Additional Organization Information window, select Income Tax Generic Rule, and click OK.

4. Click in the Income Tax Generic Rule field to open the Income Tax Generic Rule window.

5. Select the tax area.

6. Select the method to calculate the individual income tax. The default is Accumulative Withholding Method.

7. Enter the effective start and end dates.

8. Click OK.

9. Save your work.

Business Group: Entering Name in Chinese Character Set

Use this window to specify whether for non-expatriates, the name region on Person window is set up in Simplified Chinese character set or not.

If the profile option HR: Use Title in Person's Full Name is set to Yes, and you specify Yes in the Name in Chinese Charset window, for a non-expatriate, the application displays the person's name as last_namefirst_name title, and for an expatriate, the title is included between last name and first name. If the profile option is set to Yes, and you specify No in the Name in Chinese Charset window, for both expatriates and non-expatriates, the application displays the person's name as last name, title first name.

Note: You may run the concurrent program Update Person Names (Full Name Format) to re-generate the full name for all the existing persons, after you complete the setup or make changes to the setup.

To enter name in Chinese Character Set

1. In the Organization window, query the Business Group if it does not already appear there. In the Organization Classifications region, select Business Group, choose Others, and select Name in Chinese Charset.

2. Click in a field of the Additional Organization Information window to open the Name in Chinese Charset window.

3. Select Yes in the Name in Chinese Character Set field if for non-expatriates, you set up the name in Simplified Chinese in the name region of Person window.

4. Save your work.

Business Groups: Entering SOE Information

You enter statement of earnings (SOE) information at the business group level to specify what information appears on each region of the statement of earnings. You can enter element set names for earnings, deductions, and any imputed earnings to ensure that the elements within these sets appear on the statement of earnings. You can also supply balance attributes for SOE display.

To enter SOE information

1. In the Organization window, query the business group if it does not already appear. In the Organization Classifications region, select Business Group, click Others, and select SOE information

2. Click in a field of the Additional Organization Information window to open the SOE Information window.

3. Select the SOE user category. You use this information to restrict the type of users who can view the SOE.

4. Select the Earnings element set in the Elements 1 field. (The set name typically begins with a legislative identifier, and then incorporates SOE EARNINGS as the next part of the name).

5. Select the Deductions element set in the Elements 2 field. (The set name typically begins with a legislative identifier, and then incorporates SOE DEDUCTIONS as the next part of the name).

6. If you have an element set for imputed earnings, select it in the Elements 3 field.

   Note: For South Africa only: You select the ZA SOE Fringe Benefits and Other Non Payments element set in the Elements 3 field.

7. Select the Information element set in the Information 1 field. You create this element set when you set up your statement of earnings.

   See: Setting Up a Global Statement of Earnings

8. Select your predefined balance attributes in the Balances fields (Balance 1, Balance 2 and so on)

9. Save your work.

Business Groups: Entering SOE Detail Information

The statement of earnings (SOE) displays details of earnings, deductions and other payroll-related information for an employee assignment. Oracle HRMS enables you to determine the display name for elements and balances, and the sequence in which they display.

To enter SOE detail information

1. In the Organization window, query the business group if it does not already appear. In the Organization Classifications region, select Business Group, click Others, and select SOE Detail Information.

2. Click in a field of the Additional Organization Information window to open the SOE Detail Information window.

3. Select the type of SOE details that you want to record, by selecting balance or element.

   • If you select balance, then select the balance, dimension, and balance display name that you want the SOE to display.

   • If you select element, then select the element name, input value, and element display name that you want the SOE to display

4. Save your work.

Entering Payslip Information

To enter payslip information

1. In the Organization window, query the Business Group if it does not already appear there. In the Organization Classifications region, select either Business Group or HR Organization, choose Others, and select Payslip Information.

2. Click in a field of the Additional Organization Information window to open the Payslip Information window.

3. Select the type of extra information to be displayed on the payslip. The choices are:

   • Balance

   • Element

   • Message

   Your selection determines which other fields you must complete in this window.

To enter Balance extra information

1. Select a balance name.

2. Select a dimension.

3. Optionally, enter a display name for the balance.

4. Optionally, enter a message text.

5. Save your work.

To enter Element extra information

1. Select the element you want to display.

2. Select the input value for the element.

3. Optionally, enter a display name for the element.

4. Optionally, enter a message text.

5. Save your work.

To enter Message extra information

1. Enter a display name for the message.

2. Enter a message text. This message will be displayed on the employees' online payslip.

3. Save your work.

Entering Self-Service Preference Information

You enter self-service preference information to define whether documents such as the online payslip is available in either or both online and paper version.

Note: You can also enter this information at the Person or Location level.

See: Person Extra Information Types, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide and Location Extra Information Types, Oracle HRMS Enterprise and Workforce Management Guide

These information levels are arranged in a hierarchy. If you define self-service preferences at the person level, the settings will override any other settings made at the location, business group, or HR organization level. Similarly, if you define self-service preferences at the location level, the settings override any settings at the business group or HR organization level. Settings at the HR organization level will override settings at the business group level.

To enter Self-Service Preference information

1. In the Organization window, query the Business Group or HR Organization if it does not already appear there.

2. In the Organization Classifications region, select Business Group or HR Organization, choose Others, and select Self Service Preference.

3. Click in a field of the Additional Organization Information window to open the Self Service Preference window.

4. Select the document type for which you want to define preferences.

   Australia users: Select payslip, payment summary, or payslip modeler.

   If Payslip Modeler functionality is available, you must select the document type as Payslip Modeler.

5. Select whether you want the document to be available online.

6. Select whether you want the document to be available on paper.

7. If you are providing payslips in PDF format:.Select the appropriate localization template. If you do not select the a payslip template, then the web web-based payslip is displayed

   Note: Australia, China, India, Hong Kong, Singapore, Korea, and New Zealand users should select the appropriate predefined localization template.

   • You can append custom data to the generated XML. Specify the custom package and procedure in the XML Code field as : <custom package>.<custom procedure>.

   • Specify the dates these changes are to take effect.

   Note: Template, XML Code and Effective Date fields in Self-Service Preference can be configured at the Business Group, HR Organization, and Location levels.

   The application generates either an Oracle Applications Framework (OAF)-based payslip or PDF payslip depending on the values entered in the Template and Effective Date fields. A PDF Payslip is generated when you select the template and enter the effective date on or before the payroll payment date.

   For example, consider the effective date of PDF payslip as 01-Jun-2016:

   If the payment date is prior to the effective date (31-May-2016), then the application generates an OAF payslip.

   If the payment date is later than the effective date (30-Jun-2016), then the application generates a PDF payslip.

8. If payslip modelling is enabled for your localization, then select the template that you want to use for payslip modeling process to use, if you do not want the application to use the default template.

9. Select the element set for elements that you want to exclude from selection when you run a payslip modeling process.

10. Payslip Employer Address – Select either a GRE/Legal Entity Address or an HR Organization Address (default) to display on the payslip.

    Note: You can configure this segment only at the Business Group level.

    For Canada only – Both the OAF and PDF payslips display the HR Organization as the Employer Address.

11. Display Payslip GRE Addr From – If you selected GRE/Legal Entity Address for the Payslip Employer Address field, select the effective date after which the GRE address displays on the payslip.

    Note: You can configure this segment only at Business Group level.

    For Canada: – This field is not applicable.

12. Specify the Offset Criteria – Select either Payslip View Date or Date Paid to configure the date to be used for displaying Online Payslips. If this field is left blank or if the Payslip View Date is selected then the online payslip will be displayed based on the Payslip View Date that is defined for the payroll period. If Date Paid is selected, then the payslip will be displayed based on the Date Paid of the payroll run.

    Note: By default, Payslip View Date – Check Date for any period will be equal to the Payslip offset defined for the payroll. However, if the user manually changes these dates for any period, then the Payslip Offset for that period will be considered as the Payslip View Date – Check Date and not the Offset defined for the Payroll.

    If the Payslip View Date or the Payslip Offset is set to null, then all payslips (prior, current and future) will be available to the employee. By default, the Payslip Offset is set to zero when creating the Payroll definition.

13. Select whether you want to display the rate details section.

14. Save your work.

Business Groups: Entering Special Pay Tax Method

Use the Special Pay Tax Method window to record a taxation method for special payments for each tax area used by your enterprise. You require this information to process and tax any Special Payments.

To enter the Special Pay Tax Method details

1. In the Organization window, query the organization if it does not already appear there. In the Organization Classifications region, select Business Group, choose Others, and select Special Pay Tax Method.

2. Click the field on the Additional Organization Information to open the Special Pay Tax Method window.

3. Select the tax area to determine the taxation regulations.

4. Select the special payment type you want to process, such as Thirteenth Month, Festival.

5. Select the taxation method to process the special payments for the Tax Area selected previously:

   • Tax Normal - to tax along with the regular earnings

   • Tax Separate - to tax as one month salary independently of any other earnings

   • Tax Spread - to tax the earnings over a number of periods

6. Enter the effective start and end dates.

7. Save your work.

Related Topics

Setting Up Special Payments Taxation Element

Entering Severance Pay Tax Rule

You can specify the rule in calculating year of service for severance pay tax for each every tax area set up within the Severance Pay Tax Rule window.

To enter severance pay tax rule

1. In the Organization window, query the organization if it does not already appear there.

2. In the Organization Classifications region, select Business Group, click Others, and select Severance Pay Tax Rule.

3. Click the field on the Additional Organization Information to open the Severance Pay Tax Rule window.

4. Select the tax area to determine the taxation regulations.

5. Select the proper Year of Service calculation rule in the YOS Calculation rule.

6. Enter the effective start and end dates.

7. Save your work.

Business Group: Entering Tax Under One Yuan Information

Use the Tax Under One Yuan information window to record the exemption settings for tax under one Yuan policy. You can determine for a particular tax area if employees are exempted from tax if the tax payable is less or equal to one Yuan.

Note: If no rule is set up for a tax area at business group level, by default there is no exemption if tax payable is less than one Yuan.

To enter Tax Under One Yuan Information

1. In the Organization window, query the business group. In the Organization Classifications region, select Business Group, click Others, and select Tax Under One Yuan.

2. Click in a field of the Additional Organization Information window to open the Tax Under One Yuan information window.

3. In the Tax Under One Yuan window, select the tax area for which you want to specify the exemption settings.

4. Select an appropriate tax payment exemption policy depending on the amount of tax calculated to be paid.

5. Enter the effective start and end dates. It is optional to enter Effective End Date. If you do not specify the Effective End Date, at the backend, the Date is set to the last available date in database.

6. Save your work.

Business Group: Entering Tax on Enterprise Annuity Employer Contribution

Use the Tax on EA ER Cont window to specify if you want to calculate the tax on Enterprise Annuity employer contribution for a tax area.

To specify for a tax area, calculate and deduct tax on Enterprise Annuity Employer Contribution

1. In the Organization window, query the business group. In the Organization Classifications region, select Business Group, click Others, and select Tax on EA ER Cont.

2. Click in the Tax on EA ER Cont field to open the Tax on EA ER Contribution window.

3. Select the tax area.

   If you do not select any tax area, then the application does not calculate any tax on the employer contribution. You can choose to override this value at the GRE/Legal Entity level.

4. Select whether you want to calculate the tax on employer contribution for Enterprise Annuity.

5. Enter an effective start date and end date.

6. Click OK.

Entering Audit Balance Setup Information for Legal Entity

Use the Audit Balance Setup window to set up the balances to export for a legal entity as part of the payroll output for China Data Interface of Accounting Software standard.

To enter audit balance setup information

1. From the Organization window, query your legal entity if it is not displayed already.

2. Ensure that GRE/Legal Entity is selected and enabled in the Organization Classifications region.

3. Click the Others to display the Additional Organization Information window, select Audit Balance Setup, and click OK.

4. Click in the Audit Balance Setup field to open the Audit Balance Setup window.

5. Select your payroll.

6. Specify the balances to export under the payroll.

7. Select the effective start and end dates for the balance.

8. Save your work.

Entering Audit Element Setup Information for Legal Entity

Use the Audit Element Setup window to set up the elements to export for a legal entity as part of the payroll output for China Data Interface of Accounting Software standard.

To enter audit element setup information

1. From the Organization window, query your legal entity if it is not displayed already.

2. Ensure that GRE/Legal Entity is selected and enabled in the Organization Classifications region.

3. Click the Others to display the Additional Organization Information window, select Audit Element Setup, and click OK.

4. Click in the Audit Element Setup field to open the Audit Element Setup window.

5. Select your payroll.

6. Specify the element to export under the payroll.

7. Select the effective start and end dates for the element.

8. Save your work.

Entering Employer Information for a GRE

You enter employer information, such as the names of registration authorities for statutory insurance, for your enterprise's divisions. You must have this information for preparation of statutory reports to submit to the People's Republic of China government. These reports pertain to income tax and statutory benefits such as the Public Housing Fund (PHF).

A Government Reporting Entity (GRE) with employer information may be regarded as an employer. For example, your enterprise's divisions in Shanghai and Beijing are region-specific employers that report to your enterprise's head office.

Important: At least one organization in your organization hierarchy must have employer information. Only organizations with employer information are displayed in the Employer field of the CN Statutory Info window.

Use the Employer Information window to enter employer information for your enterprise's division.

To enter employer information for a GRE

1. From the Organization window, query your employer they are not displayed already.

2. Ensure that GRE / Legal Entity is selected and enabled in the Organization Classifications region.

3. Choose the Others button to display the Additional Organization Information window, select Employer Information, and choose the OK button.

4. Click in the Employer Information field to open the Employer Information window.

5. Enter your employer's tax-registration number, business license number, medical insurance registration authority and number, pension insurance registration authority and number, if required. The business-license number is typically the key identifier of your employer.

6. Select the corporate body to which your employer is linked.

   Note: The Corporate Organization field displays only those organizations (corporate bodies) in your business group that are set up as GREs with the Corporate Information organization information type completed. An employer must be associated with a corporate body because the former contains area-specific details while the latter has other details that are not area-specific. Both kinds of information are required for preparation of statutory reports, such as those on income tax and statutory benefits.

   See: Entering Corporate Information for a GRE (China)

7. Select Yes to defer the deductions until the workers' probation period ends, otherwise select No.

8. Select Yes if the employer commences deductions in the current payroll period once the probation period expires, otherwise select No to deduct in the next payroll period.

9. Enter the injury insurance registration authority and number, maternity insurance registration authority and number, and unemployment insurance registration authority and number, if required. If you leave the fields blank, this information is not displayed in reports like China PHF/SI Contribution Amount Monthly Report, and China PHF/SI Contribution Base Yearly Report.

10. Enter the Enterprise Annuity registration number and authority, if the employer has selected a third party or set up a trustee to manage the Enterprise Annuity fund.

11. Save your work.

Entering Corporate Information for a GRE

You enter corporate information, such as the name and enterprise organization code, for your enterprise. You must have this information for preparation of statutory reports to submit to the Chinese government. These reports pertain to income tax and statutory benefits such as the Public Housing Fund (PHF).

A Government Reporting Entity (GRE) with corporate information may be regarded as a corporate body. For example, the head office of your enterprise is a corporate body to which region-specific employers (your enterprise's divisions) report.

Important: At least one organization in your organization hierarchy must have corporate information. If your organization hierarchy does not contain an organization with corporate information, you cannot define an organization with employer information using the Employer Information window.

See: Entering Employer Information for a GRE

Use the Corporate Information window to enter corporate information for your enterprise.

To enter corporate information for a GRE:

1. From the Organization window, query your corporate body if it is not already displayed.

2. Ensure that GRE / Legal Entity is selected in the Organization Classifications region.

3. Click Others to display the Additional Organization Information window, select Corporate Information, and click OK.

4. Click in the Corporate Information field to open the Corporate Information window.

5. Enter the name that appears on your enterprise's business license and the URL of your enterprise's Web site.

6. Enter the code issued to your enterprise by the National Standard Bureau of China. The code format is xxxxxxxx-x, where x is a letter or number.

7. Select the category for your enterprise.

8. Enter the business category for your enterprise. This field describes the ownership of your enterprise. For example, your enterprise could be a government-owned unit, joint venture, or subsidiary of a foreign enterprise.

9. Enter the names of the industry that your enterprise is in and the supervisory body. Select the subordination relationship and unit level.

10. Enter the name and National Identity Card number of the individual who represents your enterprise.

11. Select the Data Interface of Accounting Software Standard to apply for this legal entity depending on whether it is an enterprise or a non-profit government agency.

12. Save your work.

Entering GRE Termination Information

Use the GRE Termination information window to override the monthly salary paid days and the leave compensation factor values set at business group level to calculate Termination payments.

To enter GRE Termination Information

1. In the Organization window, query the business group. In the Organization Classifications region, select GRE/Legal Entity, click Others, and select GRE Termination Information.

2. Click in a field of the Additional Organization Information window to open the GRE Termination Information window.

3. In the GRE Termination Information window, enter the monthly salary paid days value if you want to override the values set up at BG Termination Information level or global values level. If you leave this field blank, the application uses the value set up at BG Termination Information level or global values level.

4. Enter the leave compensation factor value, if you want to override the values set up at BG Termination Information level or global values level. If you leave this field blank, the application uses the value set up at BG Termination Information level or global values level.

5. Enter the start and end dates.

6. Save your work.

GRE/Legal Entity: Entering Tax on Enterprise Annuity Employer Contribution

Use the Tax on EA ER Cont window at the GRE/Legal Entity level to set up values to override the setup at business group level.

To enter Tax on Enterprise Annuity Employer Contribution

1. In the Organization Classifications region, select GRE/Legal Entity, click Others, and select Tax on EA ER Cont.

2. In the Tax on EA ER Cont window, enter the tax area if you want to override the values set up at business group level. If you leave this field blank, the application uses the value set up at business group to calculate the tax on employer contribution for enterprise annuity.

3. Select Yes if you want to calculate the tax on employer contribution, or No if you do not want to calculate the tax on employer contribution.

4. Enter an effective start date and end date to calculate the taxes.

5. Save your work.