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
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.
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.
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.
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.
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
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 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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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).
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.
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.
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.
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.
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.
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.
The South African legislation can use the following classification:
Training Provider: Use this to indicate if an organization is a training provider.
The UAE legislation can use the Legal Employer classification to define and enter additional organization information for your legal employer.
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.
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
Navigate to the Organization window and click New to create a new organization.
Note: For information about querying existing organizations, see: Finding an Organization, Oracle HRMS Enterprise and Workforce Management Guide
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.
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.
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.
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.
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.
Save the basic organization details.
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 company cost center see: Company Cost Center
For professional body information see: Professional Body Information
For legal entity see: Legal Entity
For MPF trustee organization see: MPF Trustee Organization
See Classification and Additional Information Types if you need to check which classification to select.
To enter Business Group additional information:
Click on the organization classification for which you want to enter additional information.
Choose the Others button to open the Additional Organization Information window.
Select one of the following:
Business Group Information, see: Entering Business Group Information, Oracle HRMS Enterprise and Workforce Management Guide
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
Benefits Defaults, see: Defining Benefits 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: Entering Payslip Information, Oracle HRMS Enterprise and Workforce Management Guide
Self Service Preference Information, see: Entering Self-Service Preference Information
Repeat these steps to enter further information.
To enter HR organization additional information:
Click on the organization classification for which you want to enter additional information.
Choose the Others button to open the Additional Organization Information window.
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, Oracle HRMS Enterprise and Workforce Management Guide
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
Repeat these steps to enter further information.
To enter representative body additional information:
Click on the organization classification for which you want to enter additional information.
Choose the Others button to open the Additional Organization Information window.
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
Repeat these steps to enter further information.
To enter constituency additional information:
Click on the organization classification for which you want to enter additional information.
Choose the Others button to open the Additional Organization Information window.
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
Repeat these steps to enter further information.
To enter bargaining association information:
Click on the organization classification for which you want to enter additional information.
Choose the Others button to open the Additional Organization Information window.
Select Trade Union Information, see: Entering Trade Union Information for a Bargaining Association, Oracle HRMS Enterprise and Workforce Management Guide
Repeat these steps to enter further information.
To enter company cost center information:
Click on the organization classification for which you want to enter additional information.
Choose the Others button to open the Additional Organization Information window.
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
Repeat these steps to enter further information.
To enter professional body information:
Click on the organization classification for which you want to enter additional information.
Choose the Others button to open the Additional Organization Information window.
Select Professional Body Info, see: Entering Additional Information for a Professional Body, Oracle HRMS Enterprise and Workforce Management Guide.
Repeat these steps to enter further information.
To enter legal entity additional information:
Click on the organization classification for which you want to enter additional information.
Choose the Others button to open the Additional Organization Information window.
Select Legal Entity, see: GREs/Legal Entities: Entering Legal Employer Information.
Repeat these steps to enter further information.
To enter MPF trustee organization additional information:
Click on the organization classification for which you want to enter additional information.
Choose the Others button to open the Additional Organization Information window.
Select one of the following:
Trustee Details, see: MPF Trustee Organizations: Entering Additional Trustee Details
Scheme Details, see: MPF Trustee Organizations: Entering Additional Scheme Details
Oracle HRMS enables you to enter the legal employer information. The Inland Revenue (IR) requires this information for recording the employer's returns.
Enter information about the legal employer in the Organization window.
To enter information about the legal employer
From the Organization window, query the organization if it is not already displayed and select the GRE/Legal Entity in the Organization Classifications region. Then choose the Others button to display additional information.
From the Additional Organization Information window, select Legal Employer. The Additional Organization Information window is displayed.
Click in the field to display the Legal Employer Information window.
Enter information about the legal employer. For example, enter their tax file number, designation of the contact person, and name of the contact person.
From the list of values, select a description to display in the IR56B, the IR56F, and the IR56G reports. You can add descriptions in the lookup HK_NATURE_IR56_DESC using the Application Utilities Lookups window.
Save your work.
You can enter additional Mandatory Provident Fund (MPF) trustee details for each MPF trustee.
To enter MPF trustee details
In the Organization window, query the MPF Trustee Organization if it does not already appear there. In the Organization Classifications region, select MPF Trustee Organization, choose Others, and select Trustee Details.
Click in a field of the Additional Organization Information window to open the trustee details information window.
Enter a short name for the MPF trustee. This is used by certain reports to identify the MPF trustee where space may be limited.
Enter the MPFA approved trustee number for the trustee.
Enter the date on which the MPFA approved the trustee.
Save your work.
You can enter additional Mandatory Provident Fund (MPF) scheme details for each MPF scheme onto which your employees can enroll.
To enter MPF scheme details
In the Organization window, query the MPF Trustee Organization if it does not already appear there. In the Organization Classifications region, select MPF Trustee Organization, choose Others, and select Scheme Details.
Click in a field of the Additional Organization Information window to open the scheme details information window.
Enter the MPFA approved scheme number for the scheme.
Enter the scheme name.
Enter the date on which employees can first enroll onto that scheme.
You can also enter an end date for the scheme. This is the latest date on which employees can be enrolled onto the scheme.
Enter the name of the employee who is the MPF contact person for your organization.
Enter the employer participation number. This is the number allocated to your organization by the trustee to uniquely identify your organization in the scheme.
Save your work.
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
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
Click in a field of the Additional Organization Information window to open the SOE Information window.
Select the SOE user category. You use this information to restrict the type of users who can view the SOE.
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).
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).
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.
Select the Information element set in the Information 1 field. You create this element set when you set up your statement of earnings.
Select your predefined balance attributes in the Balances fields (Balance 1, Balance 2 and so on)
Save your work.
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
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.
Click in a field of the Additional Organization Information window to open the SOE Detail Information window.
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
Save your work.
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 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
In the Organization window, query the Business Group or HR Organization if it does not already appear there.
In the Organization Classifications region, select Business Group or HR Organization, choose Others, and select Self Service Preference.
Click in a field of the Additional Organization Information window to open the Self Service Preference window.
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.
Select whether you want the document to be available online.
Select whether you want the document to be available on paper.
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.
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.
Select the element set for elements that you want to exclude from selection when you run a payslip modeling process.
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.
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.
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.
Select whether you want to display the rate details section.
Save your work.
At all installations of Oracle HR, you can allocate employee costs to cost centers, GL codes and labor distribution codes. You do this by setting up segments of the Cost Allocation key flexfield to determine the windows in which users can select cost codes.
If your installation does not include Oracle Payroll or Oracle General Ledger, you must consider how to relate information on labor costs entered in Oracle Human Resources to your payroll and financial systems.
If your installation includes Oracle Payroll, you use a post-payroll run process to accumulate payroll costs by cost center, GL account code, and the labor distribution codes in use at your enterprise. For installations that also include Oracle General Ledger you can map the segments of the Cost Allocation key flexfield to the corresponding segments of the General Ledger Accounting flexfield. Another post-payroll run process is available to facilitate the transfer of information on payroll transactions to Oracle General Ledger.
The Sample Payroll Results table below is based on the flexfield setup described in the previous topic. It displays payroll run results for four employees, using accounts and work structures identified using the Cost Allocation key flexfield. The Example Costing Process Results table shows how the Costing process allocates these payroll results:
to accounts and cost centers, for the general ledger
to accounts for cost centers and product lines within cost centers, for labor distribution purposes.
This table displays sample payroll results for four employees:
| Employee | Cost Center | Product Line | Salary | Wages | Overtime | Union Dues |
|---|---|---|---|---|---|---|
| Employee 1 | Production | H201 100% | 1,000 | 400 | 20 | |
| Employee 2 | Sales | H305 100% | 1,500 | |||
| Employee 3 | Production | H201 50% H202 50% | 2,000 | 600 | 30 | |
| Employee 4 | Sales | H305 20% | 1,000 | |||
| H307 40% | ||||||
| H310 40% |
This table shows the allocation of costs from the sample run results:
| Account Code | Production | Sales | H201 | H202 | H305 | H307 | H310 |
|---|---|---|---|---|---|---|---|
| Salaries | 2,500 | 1,700 | 400 | 400 | |||
| Wages | 3,000 | 2,000 | 1,000 | ||||
| Overtime | 1,000 | 700 | 300 | ||||
| Union Dues Liability | 50 | ||||||
| Clearing (see note below) |
Note: Clearing account contains balancing credits for earnings Salary, Wages and Over-time, and balancing debit for deduction Union Dues.
The Costing Detail report provides pertinent costing allocation details at the element and employee level. This report is capable of providing a complete representation of the entries transferred to Oracle General Ledger.
Note: US and Canada only : You can view the total credit and debit values at the GRE or Payroll level.
You run this report from the Submit Request window.
US and Canada only: Select the Costing Detail report from the Submit Request window.
To run the Costing Detail report (generic)
Select Costing Detail report (generic) in the Name field.
If the parameters window does not open automatically, click in the Parameters field to open it.
Select the Parameters for the report as indicated below:
Select OK and Submit.
The following parameters exist for the Costing Detail Report:
| Costing Effective Date Begin (required) | Enter the start date for the report. Records processed by costing on or after this date can be picked up for the report. |
| Costing Effective Date End (required) | Enter an end date for the report. Records processed by costing after this date will not be picked up by the report. |
| Selection Criterion | Use the Selection Criterion field to restrict the output of the Costing Detail report. Select either the Element Classification, the Element Name, or the Element Set. The corresponding field in the Parameters window becomes mandatory. If you leave the Selection Criterion field blank, the report includes costing information on all three parameters for all elements. |
| Element Set | If you select the Element Set as the Selection Criterion for the report, then select an element set to include the costing information for that element set. |
| Element Classification | If you select Element Classification as the Selection Criterion for the report, then select an element classification to report the costing information for that element classification. |
| Element | If you select Element as the Selection Criterion for the report, then select an element to report only the costing information for that element. |
| Costing Process | Select the costing process from the list of values to report only the costing information for that run. This is a mandatory field. |
| Payroll | Select a payroll to report only the costing information for that payroll. If you do not select a payroll, then all payrolls are included in the report. |
| Consolidation Set | Select a consolidation set to report only the costing information for that consolidation set. Otherwise, all consolidation sets are included in the report. |
| Government Reporting Entity (Canada, US only) | Select a GRE to report only the costing information for that GRE. Otherwise, all GREs are included in the report. |
| Organization | Select an organization to report only the costing information for that organization. Otherwise, all organizations are included in the report. |
| Location | Select a location to report only the costing information for that location. Otherwise, all locations are included in the report. |
| Employee | Select an employee to report only costing information for the employee. Otherwise, all employees are included in the report. |
| Assignment Set | Select an assignment set to report only the costing information for the specific assignment set. Otherwise, all assignments are included in the report. |
| Accruals | Select either Accrual & Reverse Accrual or Accruals in the Include Accruals field. |
| Output File Type (required) | Select either HTML or Comma Delimited format. If you select HTML, then the output file is displayed in a web browser when opened from the View Requests window. If you select Comma Delimited, then the output file is in .CSV format and can be saved and viewed in a third party application. |