Using Oracle HRMS you can run a payroll, perform post processing on a successful payroll, and also make changes and corrections for a payroll that has not completed successfully.
You can run your payroll as:
A batch process if you want to include all employees or a group of employees in the same run
A QuickPay process if you want to run a payroll for an individual employee
You can perform all the necessary post processing to generate payment for your employees once you are satisfied that your payroll run results are correct:
The PrePayments Process enables you to allocate employee payments between the payment methods that you have defined.
The Payments Processes enable you to make automated payments to a bank account, generate cheques/checks and report on the amounts paid to your employees. You can also verify that cheques/checks have been cashed.
The External/Manual Payments Process enables you to make cash payments or to pay employees from external sources.
You can analyze your payroll run results to get early notification of possible discrepancies:
The Payroll Exception report enables you to identify overpayments or underpayments.
The Void Cheque/Check Payments Process allows you to cancel a cheque/check that was produced in error.
Employee Run Results give you a list of all results created for this payroll run.
You can use these processes for correcting a payroll run:
Correction of Run Results: Retries. Retries enable you to correct a payroll run before post-processing has occurred.
Correction of Run Results: Reversals. Reversals enable you to correct a payroll run when post-processing has already occurred.
Correction of Run Results: Rollbacks. Rollbacks enable you to correct a payroll run without keeping any record of the original run.
You can run these processes to make accurate provision for current payments backdated from a previous pay period, or current payments received in advance for a future pay period:
The RetroPay process enables you to retrospectively distribute current payments to the period in which they were earned.
For non-North American legislations, the Advance Pay process enables you to pay employees in advance for an absence recognized by your legislation.
To enable you to process and analyze payrolls, you need to understand these concepts:
QuickPay, Oracle HRMS Payroll Processing Management Guide
Continuous Calculation, Oracle HRMS Payroll Processing Management Guide
Note: You can use this if it is enabled for your localization.
Running the PrePayments Process, Oracle HRMS Payroll Processing Management Guide
Retries, Oracle HRMS Payroll Processing Management Guide
Reversals, Oracle HRMS Payroll Processing Management Guide
Rollbacks, Oracle HRMS Payroll Processing Management Guide
For non-North American legislations: Advance Pay, Oracle HRMS Payroll Processing Management Guide
See Reports and Processes in Oracle HRMS, Oracle HRMS Window Navigation and Reports Guide
The IR56B Annual Employers Return Archive process stores the employee and balance information that is used in the IR56B Report and that is required for the IR56B Magnetic Tape process. The IR56B Archive process also maintains a record of the data that is used to create the IR56B report and magnetic tape. This ensures that the data cannot be changed without rolling back the report and the magnetic tape.
The Archive process creates assignment actions for each employee assignment processed for the selected legal employer for the selected reporting year.
The Archive process automatically creates a Control Listing Report, which includes an alphabetic list of all employees processed in the batch. It displays the employees ID and the total amount received by the employee for the reporting year. A total of the employees processed are printed at the end of the report. The Sheet number is only displayed on the Control Listing Report produced by the Magnetic Tape process. It is not allocated at the time of the archive and hence cannot be printed then.
Note: For formatting purposes, you should restrict the length of your employee numbers to twelve digits.
Oracle HRMS enables you to run the IR56B archive process for individual assignments to meet the following situations:
Reprint (reproduce the IR56B hard copy when a new print is required)
Cancellation (reproduce the IR56B hard copy when a new print is required)
Replacement (reproduce the IR56B hard copy when balances or other information has changed)
Supplementary (produce IR56B if an employee was missed in the original bulk run)
The Reprint, Cancellation, and Replacement options use the same Sheet number as that which was produced on the original IR56B tape/report.
See: Running the IR56B Archive Process
Oracle HRMS enables you to generate the end of year magnetic tape that you submit to the Inland Revenue.
To set up magnetic tape process
Ensure that all assignments that you want to include in the magnetic tape run have been linked to the legal employer.
See: Entering Additional Assignment Details (Assignment Window)
Run the IR56B Archive process.
Run the IR56B Report.
See: Running the IR56B Report.
You can now run the IR56B Magnetic Tape Process.
Oracle HRMS enables you to run the IR56B archive process.
You run the process from the Submit Requests window.
To run the IR56B Archive process
Select IR56B Annual Employers Return Archive in the Request Name field.
Select the legal entity in the Parameters window.
Select the tax-reporting year.
Choose the Submit button.
To re-run the IR56B Archive process
If, after error checking, you find errors in the archive, you can repeat the process in one of the following ways:
Mark the entire process for retry and overwrite the existing archive with new archived values.
Mark specific assignments for retry and overwrite those assignments with new archived values.
Run the entire process again and create a new archive. The old archive data remains in the archive tables.
You must check the control listing again to ensure that the data is now error-free.
The IR56B Magnetic Tape process produces the end of year magnetic tape from the archived information for a selected legal employer. You can run this process only after running the IR56B Report.
You run the process from the Submit Requests window.
To run the IR56B Magnetic tape
Select IR56B Annual Employers Return Magnetic Tape in the Request Name field.
Select the IR56B Report Action ID from the list of the successful IR56B Report payroll action runs for the business group and reporting year in the Parameters window.
Choose the Submit button.
Within Oracle Payroll the PrePayments process enables you to select a payment method to pay your employees. You can distribute employee pay over more than one method using either a percentage or monetary split.
You can override the PrePayments process. For example, suppose you have run the normal payroll run and made payments via one payment method. You then have to run supplementary payments for some employees and pay them by a different payment method. The PrePayments process, having distributed the regular payments over the payment methods entered, allocates the supplementary payments to the override method.
Use these reports to submit payroll information to Revenue. You can generate these reports based on prepayments. This is a two-step process and includes archiving and reporting. Archiving enables you to archive the payroll details and the payroll submission report process enables you to generate the report based on the archived details.
Run the Cheque/Check Writer process to determine the generation of cheques/checks for a specified payroll and consolidation set over a specified time period.
You can generate contiguous serial numbers for cheque/check printing, and you can use this feature to account for cheque/check stationery used during the cheque/check printing process. If you do this, you also need to take into account the cheques/checks you use to carry out the alignment of your printer.
A sample cheque/check report is supplied with the Cheque/Check Writer process. You can customize this report, or add your own cheque/check style to meet your enterprise requirements.
Oracle Payroll provides automatic cheque/check numbering for the Check Writer process. You can keep track of cheque/check numbers when you process multiple cheques/checks per day.
Note: Your System Administrator can enable the HR: Default Check/Cheque Number Method profile which enables you to use the automatic check/cheque numbering process.
See User Profiles, Oracle HRMS Configuring, Reporting, and System Administration Guide
Run the Void Cheque/Check Payments process when you want to void cheques/checks you have issued using Oracle Cheque/Check Writer. You may want to do this if there is a printing error or if the cheques/checks you print are afterwards lost. The process cancels the cheques/checks issued, records details of the cancellation, and enables you to give a reason for cancelling.
When you reissue a check after voiding it using the Void Check Payments process, the Check Writer process prints the check with the original Payment Date by default. Using the Override Check Date feature, you can replace the original check date with a check date of your choice. For reporting purposes, the Payment Register Report captures the replacement date from the reprinted check.
Use the External/Manual Payments window to record cash or cheque/check payments to employees from external sources or petty cash. The window enables you to record details of each payment.
Run this report to generate pay advice for all employees for a specified payroll and period. This is a sample report which you can customize. You run it after completing the Pre-payments process for a payroll. To check printing alignment before generating pay advice run the Pay Advice Alignment report.
You run the Pay Advice report from the Submit Requests window.
To run the Pay Advice report
Select Pay Advice (Hong Kong) in the Request Name field.
Select the consolidation set for which you want to generate pay advices in the Parameters window.
Note: You can only select a consolidation set if the payroll parameter is left blank. If you select a payroll, then the consolidation set parameter defaults to the consolidation set of the payroll selected and you cannot change it.
Select the payroll.
Enter the period for which you want to generate pay advices.
Enter the date when Mandatory Provident Fund (MPF) contributions were paid to the MPF trustee.
Specify the sort order for the report. If you do not select any sort criteria, the sort order defaults to the assignment number.
Choose the Submit button.
You run this report for each legal employer to submit their current employee listing to the Labour Department or Immigration Department.
You run this report from the Submit Request window.
To run the Employee Listing report
Select Employee Listing (Hong Kong) in the Request Name field.
Select the legal employer for which you want to generate list of employees in the Parameters window.
Enter a date in the Period as at field to produce the report. You can either enter a current date or date in the past or in the future on which you want the report.
Click OK.