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.
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:
Enter the classification for your organization in the Name field.
Enable the classification by checking the Enable box. This allows you to use and enter the essential additional information for your organization.
Save the classification details.
You can either enter additional information for the classification type or enter another classification.
Note: Save each classification after entering and enabling it.
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
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 for Enterprise and Workforce Management Guide
Budget Value Defaults, see: Business Groups: Entering Budget Value Defaults, Oracle HRMS for Enterprise and Workforce Management Guide
Work Day Information, see: Business Groups and HR Organizations: Work Day Defaults, Oracle HRMS for Enterprise and Workforce Management Guide
Benefits Defaults, see: Business Groups: Defining a Default Monthly Payroll, Oracle HRMS for Enterprise and Workforce Management Guide
PTO Balance Type, see Business Groups: Selecting a PTO Balance Type, Oracle HRMS for Enterprise and Workforce Management Guide
Recruitment Information, see: Business Groups: Entering Recruitment Information, Oracle HRMS for Enterprise and Workforce Management Guide
Payslip Information, see: Entering Payslip Information, Oracle HRMS for Enterprise and Workforce Management Guide
Self Service Preference Information, see: Entering Self-Service Preference Information, Oracle HRMS for Enterprise and Workforce Management Guide
JP Payroll Related Info: see Entering JP Payroll Related Info
Personal Number Entry Period, see: Entering Personal Number Entry Period
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 for Enterprise and Workforce Management Guide
Costing Information, see: HR Organizations: Entering Costing Information, Oracle HRMS for Enterprise and Workforce Management Guide
Parent Organization, see: HR Organizations: Entering Parent Organizations, Oracle HRMS for Enterprise and Workforce Management Guide
Work Day Information, see: Business Groups and HR Organizations: Entering Work Day Defaults:, Oracle HRMS for Enterprise and Workforce Management Guide
Payslip Information, see Entering Payslip Information, Oracle HRMS for Enterprise and Workforce Management Guide
Self Service Preference Information, see Entering Self-Service Preference Information, Oracle HRMS for Enterprise and Workforce Management Guide
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 for Enterprise and Workforce Management Guide
Constituency information, see: Entering Constituency Information for a Representative Body, Oracle HRMS for 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 for Enterprise and Workforce Management Guide
Organization, see Entering Organization Information for Constituencies, Oracle HRMS for Enterprise and Workforce Management Guide
Organization Hierarchy, see Entering Organization Hierarchy information for Constituencies, Oracle HRMS for Enterprise and Workforce Management Guide
Grade, see Entering Grade information for Constituencies, Oracle HRMS for Enterprise and Workforce Management Guide
Bargaining Unit, see Entering Bargaining Unit information for Constituencies, Oracle HRMS for Enterprise and Workforce Management Guide
Job, see Entering Job information for Constituencies, Oracle HRMS for Enterprise and Workforce Management Guide
Collective Agreement Grade, see Entering Collective Agreement Grade information for Constituencies, Oracle HRMS for 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 for 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 for Enterprise and Workforce Management Guide
Reporting Information, see: Entering Reporting Information for an HR Organization or a Company Cost Center., Oracle HRMS for 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 for Enterprise and Workforce Management Guide.
Repeat these steps to enter further information.
To enter Extra Names 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 the Org Extra Names: see Entering Org Extra Names.
Repeat these steps to enter further information.
To enter Health Insurance Location
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 the HI Loc Info. See Entering HI Loc Information.
Repeat these steps to enter further information.
To enter the Labor Insurance Employer 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 the Labor Insurance Employer. See Entering Labor Insurance Employer Information.
Repeat these steps to enter further information.
To enter Organization Name Change History 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 the Organization Name Change History. See Entering Organization Name Change History.
Repeat these steps to enter further information.
To enter SWOT 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 the following:
Select Accident Ins Info. See Entering Accident Ins Info
Select Li Gip Info, see: Entering Li Gip Info
Select Li Linc Info, see: Entering Life Insurance Network Center (LINC) Information
Select Local Tax E-File, see: Entering Local Tax E-File Information
Select PRS Info, see: Entering PRS (Payment Report Summary) Information
Select Swot Info, see: Entering SWOT (Special Withholding Obligation Taxpayer) Information
Select Tax Withheld Rep Info, see: Entering Tax Withheld Rep Info
Select Wb and WI Item Info, see: Entering Wb and Wl (Withholding Book and Wage Ledger) Item
Select Wb and WI Rep Info, see: Entering Wb and WI Rep (Withholding Book and Wage Ledger Report) Information
Repeat these steps to enter further information.
To enter Welfare Pension Fund Location 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 WP Fund Loc Info, see: Entering Welfare Pension Fund Location.
Repeat these steps to enter further information.
To enter Welfare Pension Location 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 WP Ins Loc Info, see: Entering Welfare Pension Location Information
Repeat these steps to enter further information
If you want to enter reference type to use for Health Insurance Dependent or Income Tax Dependent or want to enter the formula for the application to use for calculating commuting allowance (Traffic Tool) or any user defined YEA formula for payroll and YEA processing, you can record it using the JP Payroll Related Information window. The application uses the information while payroll processing.
To enter JP payroll related information:
Query the Business Group in the Organization window, if it does not already appear there. In the Organization Classifications region, select JP Payroll Related Info, click Others, and select JP Payroll Related Info.
Click in the field of the Additional Organization Information window to open the JP Payroll Related Info window.
Select the health insurance dependent reference type. You can select whether you want to use the information if the employee has dependent or not in the Notifications of Qualification and Disqualification for health and welfare pension insurances from the values recorded in the Contact Extra information type or the values specified at the element entry level (Com_ Si_ Information). If you leave this blank, then the application uses Element Entry.
Select the income tax dependent reference type. This defines which dependent information is used in payroll calculations (salary, bonus, special bonus, YEA and Re-YEA) and reports (Notification of dependents and withholding tax report). Select any one of the options :
[Report] Extra Contact Info [Payroll] Extra Contact Info Payroll Calculations: Extra Contact Info will be used, but if Element Entry: Com_ Basic_ Dependent Exemption etc is updated then it has a priority Notification of dependents: Extra Contact Info will be used Withholding tax report: For the assignments not targeted in YEA calculations, Extra Contact Info will be used, but if Element Entry: Com_ Basic_ Dependent Exemption etc is updated then it has a priority
[Report] Extra Contact Info [Payroll] element entry Payroll Calculations: Element Entry: Com_ Basic_ Dependent Exemption etc will be used Notification of dependents: Extra Contact Info will be used Withholding tax report: For the assignments not targeted in YEA calculations, Element Entry: Com_ Basic_ Dependent Exemption is used.
[Report] dependent flag ([Payroll)] element entry Payroll Calculations: Element Entry: Com_ Basic_ Dependent Exemption etc will be used Notification of dependents: Element Entry: Com_ Basic_ Dependent Exemption etc will be used Withholding tax report: For the assignments not targeted in YEA calculations, Element Entry: Com_ Basic_ Dependent Exemption is used.
Note: This information can be set in the Payroll as well. If you set at both Payroll and Business Group, the income tax reference type of dependent relatives, applies to those set for Payroll get priority.
If a specific formula is available for your organization. Select the formula to use for calculating the commuting amount by traffic toll in the commuting allowance information function. The application uses this formula when you click Calc button on Traffic tools tab of Commute Information.
If a specific formula to be called within the YEA process by balance adjustment is available for your organization for calculating YEA adjustment, select the formula. The formula defined here is shown as a default in User Defined Formula on the parameter for the concurrent program: JP Year End Adjustment.
Note: This information can be set in the Payroll as well. If you set both Payroll and business group, applies to those set for Payroll is given priority.
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To enter or update the personal number details, you must enter the entry start and end date of entry period at the business group level.
To enter personal number entry period
In the Organization window, query the Personal Number Entry Period if it does not already appear there. In the Organization Classifications region, select Business Group, click Others, and select Personal Number Entry Period.
Enter the year.
Enter the entry start date from which employees belonging to a business group can start entering the personal number information
Enter the end date before which employees must have entered and submitted the personal number information
Enter the closing date before which employees must have corrected their personal number information. This is an optional field and can be entered only if HR Administrator enables employees to correct their personal number after entry end date.
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If you want to manage more than one name or abbreviations for your organization, use the Extra Names window to register these names. You can record up to five names for an organization.
To enter extra names
In the Organization window, query the Extra Names if it does not already appear there. In the Organization Classifications region, select Extra Names, click Others, and select Extra Names.
Click the Extra Names field.
Enter upto five short names or abbreviations for an organization.
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Use this window to record the information about the organization that collects the health insurance premiums.
This information is required for calculating health insurance premiums, generating legislative reports for insured employees.
To enter HI Location information
In the Organization window, query the Health Insurance Location classification if it does not already appear there. In the Organization Classifications region, select Health Insurance Location, click Others, and select HI Loc Info.
Click the HI Loc Info field of the Additional Organization Information window to open the HI Loc Info window.
Enter the prefecture code where the organization is located.
Enter the corporate number assigned to your organization.
Enter the numbers Identifier 1 and 2 of the business operator in single-byte number and Kana.
Enter the location number, postal code, and address 1-3 of the business operator.
Specify the name of the business operator.
Enter the full name and the telephone number of representative.
Specify the name of the reporting social insurance office.
Select Yes if this organization is associated with the Japan Health Insurance Association.
Enter the Identifier 1 of the business operator in single-byte number. This is used for the e-file reporting.
Select the insurance rate to be used in the calculation purposes. The values of Hi Premium Rate column in T_ Hi Wp insurance Premium Rate Com_table are in LOV.
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Use this window to record the information about the organization that collects the labor insurance.
This information is required for calculating employment insurance premiums, generating legislative reports for insured employees and the Finalized Insurance Premium Santei Base Wage Aggregation Table.
To enter Labor Insurance Employer information
In the Organization window, query the Labor Insurance Employer classification if it does not already appear there. In the Organization Classifications region, select Labor Insurance Employer, click Others, and select LI Employer Info.
Click the LI Employer Info field of the Additional Organization Information window to open the LI Employer Info window.
Enter the corporate number assigned to your organization.
Enter the location number and postal code of your organization. This information is required for the CSV file for Employment Insurance.
Enter the business address 1-3 of the labor insurance office.
Specify place from where the labor insurance office is operating. Enter the location name.
Enter the employer details such as postal code, address 1-3, names, and telephone number.
Enter the public employment agency name. This information is required for the CSV file for Employment Insurance.
Select which business classification the employer belongs such as business general business or agriculture, construction. This will affect the calculation of employment insurance premiums. If you leave this item blank, then it is assumed as general business.
Select the global value the application must use to calculate the Employment Insurance Premium Rounding Rule.
Select whether to use the date earned or date paid values to generate the Separation Certificate.
Select whether to generate the Separation Certificate for 6 months or a 12 months period.
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If your organization has previously changed names, use this window to record the previous name. You require this information for reporting and taxation purposes.
To enter organization name change history details
In the Organization window, query the Organization Name Change History if it does not already appear there. In the Organization Classifications region, select Organization Name Change History, click Others, and select Org Name Chg Hist.
Click the Org Name Chg Hist field.
Enter the effective start date from when the organization to use this name.
Enter the end date until when the organization should hold this name.
Enter the reason why this name was changed. This is for information purposes only and not used for any reporting.
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Use this classification to define the organization as a Withholding Agent that withholds the income tax from the payment and pays it to the national tax office. A Withholding Agent must also be a Special Tax Collection Agent, that withholds the local tax (LTAX) from the payment and pays it to the local governments.
This information is required for tax payments and legislative reports to be submitted to the authorities such as the withholding tax report and Total Income Tax Withheld.
To enter SWOT information
In the Organization window, query the SWOT classification if it does not already appear there. In the Organization Classifications region, select SWOT, click Others, and select Swot Info.
Click the Swot Info field of the Additional Organization Information window to open the Swot Info window.
Enter the corporate number assigned to your organization.
Enter the name of the organization that pays salary to employees.
Enter the name of the organization that pays salary to employees in Kana.
Enter the name of the SWOT. This can be separated to Upper line and Lower line, and up to 20 digits in single-byte Kana for each. This information is used in the Local Tax Withheld.
Enter the postal code and address upper, middle and lower lines.
Enter the phone number.
Specify the bank and branch codes. This information is used in the Local Tax Withheld and Salary Payment Report Summary.
Specify the type (1: Ordinary Account, 2: Checking Account), number, and name in single-byte Kana of the account held.
Enter the company code by the bank. This information is used in the Local Tax Withheld.
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Use the Accident Insurance Info window to record information regarding the earthquake and accident insurance provider for your employees to claim insurance premium deduction in YEA process. The users are able to display the data entered here on the SSHR JP Insurance and Spouse special Deduction Form for Salary Earner.
To enter Accident Insurance information
In the Organization window, query the SWOT classification if it does not already appear there. In the Organization Classifications region, select SWOT, click Others, and select Accident Ins Info.
Click the Accident Ins Info field of the Additional Organization Information window to open the Accident Ins Info window.2. Click the Accident Ins Info field of the Additional Organization Information window to open the Accident Ins Info window.
Enter the code and name of the insurance company that has contract with your employees.
Select the custom formula to calculate the earthquake and accident insurance annual premium amount to be used YEA. The formula registered here is run in the concurrent program: JP Insurance and Spouse special Deduction Form for Salary Earner – Archive and the results are displayed on the SSHR JP Insurance and Spouse special Deduction Form for Salary Earner as default values. The balances and elements registered below can be used in the formula. The users can select the template formula: JP_AI_PREM_CALC here.
Specify the balance name that hold the balance of the earthquake insurance premiums deducts from monthly salaries and bonuses.
Specify the elements that hold the amount to be deducted from monthly salary towards the earthquake insurance. The elements with primary classification = C_ 0700 Salary Deduction are in LOV.
Specify the elements that hold the amount to be deducted from bonus towards the earthquake insurance. The elements with primary classification = C_ 1300 Bonus Deduction are in LOV.
Specify the balance name to that hold the balance of the accident insurance premiums deducts from monthly salaries and bonuses.
Specify the elements that hold the monthly amount to be deducted towards accident insurance.The elements with primary classification = C_ 0700 Salary Deduction are in LOV.
Specify the elements that hold the amount to be deducted from bonus towards the accident insurance. The elements with primary classification = C_ 1300 Bonus Deduction are in LOV.
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Use the Li Gip Info (Life insurance/Group Insurance Information) window to record information regarding the group insurance policy provider for your employees to claim insurance premium deduction in YEA process. The users are able to display the data entered here on the SSHR JP Insurance and Spouse special Deduction Form for Salary Earner.
To enter Li Gip information
In the Organization window, query the SWOT classification if it does not already appear there. In the Organization Classifications region, select SWOT, click Others, and select Li Gip Info.
Click the Li Gip field of the Additional Organization Information window to open the Li Gip Info window.
Enter the code and name of insurance company that provide the group insurance policy to the organization.
Select whether it is new or old class. For the Life and pension insurances contracted after 2012, and care and medical insurance, select New. The deductible amount in YEA is different between new and old insurances.
Specify the custom formula to calculate the group insurance annual premium amount to be used YEA. The formula registered here is run in the concurrent program: JP Insurance and Spouse special Deduction Form for Salary Earner – Archive and the results are displayed on the SSHR JP Insurance and Spouse special Deduction Form for Salary Earner as default values.
The balances and elements registered can be used in the formula. You can select the template formula: JP_LI_GIP_PREM.
Specify the balance name that hold the balance of the group life insurance premiums deducts from monthly salaries and bonuses.
Specify the elements that hold the amount to be deducted from monthly salary towards the group life insurance. The elements with primary classification = C_ 0700 Salary Deduction are in LOV.
Specify the elements that hold the amount to be deducted from bonus towards the group life insurance. The elements with primary classification = C_ 1300 Bonus Deduction are in LOV.
Specify the balance name that hold the balance of the group individual pension insurance premiums deducts from monthly salaries and bonuses.
Specify the elements that hold the amount to be deducted from monthly salary towards the group individual pension insurance. The elements with primary classification = C_ 0700 Salary Deduction are in LOV.
Specify the elements that hold the amount to be deducted from bonus towards the group individual pension insurance. The elements with primary classification = C_ 1300 Bonus Deduction are in LOV.
Specify the balance name that hold the balance of the group care and medical insurance premiums deducts from monthly salaries and bonuses.
Specify the elements that hold the amount to be deducted from monthly salary towards the group care and medical insurance. The elements with primary classification = C_ 0700 Salary Deduction are in LOV.
Specify the elements that hold the amount to be deducted from bonus towards the group care and medical insurance. The elements with primary classification = C_ 1300 Bonus Deduction are in LOV.
Save your work.
Use the Li LINC Info window to record information regarding the life insurance policy provider participated to the LINC that provide the data for your employees to claim insurance premium deduction in YEA process. The users are able to display the data entered here on the SSHR JP Insurance and Spouse special Deduction Form for Salary Earner.
To enter Li LINC information
In the Organization window, query the SWOT classification if it does not already appear there. In the Organization Classifications region, select SWOT, click Others, and select Li LINC Info.
Click the Li LINC field of the Additional Organization Information window to open the Li LINC Info window.
Enter the code and name of insurance company that provide the insurance data though LINC.
Select whether it is new or old class. For the Life and pension insurances contracted after 2012, and care and medical insurance, select New. The deductible amount in YEA is different between new and old insurances.
Specify the custom formula to calculate the annual premium amount to be used YEA for the data from LINC. The formula registered here is run in the concurrent program: JP Insurance and Spouse special Deduction Form for Salary Earner – Archive and the results are displayed on the SSHR JP Insurance and Spouse special Deduction Form for Salary Earner as default values. The balances and elements registered below can be used in the formula. The users can select the template formula: F_LI_LINC_PREM.
Specify the balance that holds the LINC data of which balance of the life insurance premiums deducts from monthly salaries and bonuses.
Specify the element that holds the LINC data of which amount to be deducted from monthly salary towards the life insurance. The elements with primary classification = C_ 0700 Salary Deduction are in LOV.
Specify the element that holds the LINC data of which amount to be deducted from bonus towards the life insurance. The elements with primary classification = C_ 1300 Bonus Deduction are in LOV.
Specify the balance that holds the LINC data of which balance of the individual pension insurance premiums deducts from monthly salaries and bonuses.
Specify the element that holds the LINC data of which amount to be deducted from monthly salary towards the individual pension insurance. The elements with primary classification = C_ 0700 Salary Deduction are in LOV.
Specify the element that holds the LINC data of which amount to be deducted from bonus towards the individual pension insurance.. The elements with primary classification = C_ 1300 Bonus Deduction are in LOV.
Specify the balance name that holds the LINC data of which balance of the group care and medical insurance premiums deducts from monthly salaries and bonuses.
Specify the element that holds the LINC data of which the amount to be deducted from monthly salary towards the group care and medical insurance. The elements with primary classification = C_ 0700 Salary Deduction are in LOV.
Specify the element that holds the LINC data of which the amount to be deducted from bonus towards the group care and medical insurance. The elements with primary classification = C_ 1300 Bonus Deduction are in LOV.
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Use the Local Tax E-File window to define the FastFormula to format the file in the Payroll (Generate Local Tax E-File) process. The e-file format for the local tax payment is different among banks. Oracle EBS Japanese localization supports the format by Sumitomo Mitsui Bank as a default, but the users are able to use the program for other banks by overwriting the formulas for formatting files in this window.
To enter local tax e-file information
In the Organization window, query the SWOT classification if it des not already appear there. In the Organization Classifications region, select SWOT, click Others, and select Local Tax E-file
Click the Local Tax E-file field of the Additional Organization Information window to open the Local Tax E-file window.
Select the Formula for the header record formatter. If you leave this blank, then the application uses the Formula: FP_ Local Tax Payment File_ Header Record Formatter.
Select the Formula for the data record initialization. If you leave this blank, then the application uses the Formula: FP_ Local Tax Payment File_ Data Record Initialize.
Select the Formula for the data record details. If you leave this blank, then the application uses the Formula: FP_ Local Tax Payment File_ Data Record Detail.
Select the Formula for the data record formatter. If you leave this blank, then the application uses the Formula: FP_ Local Tax Payment File_ Data Record Formatter.
Select the Formula for the trailer record formatter. If you leave this blank, then the application uses theFormula: FP_ Local Tax Payment File_ Trailer Record Formatter.
Select the Formula for the end record formatter. If you leave this blank, then the application uses the Formula: FP_ Local Tax Payment File_ End Record Formatter.
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Use the PRS (Payment Report Summary) Info window to record information required in the salary Payment Report Summary report.
To enter PRS information
In the Organization window, query the SWOT classification if it does not already appear there. In the Organization Classifications region, select SWOT, click Others, and select PRS Info.
Click the PRS Info field of the Additional Organization Information window to open the PRS Info window.
Enter the name of the representative and the job title.
Enter the name of the accounting officer.
Enter the name, the job title, and phone number of the contact person.
Enter the name and phone number of the accounting firm.
Select the payment method by which the salaries are paid to employees.
Specify the date on which the salaries must be credited.
Specify the nature of the business.
Enter the address of the bank.
Save your work.
Use the Tax Withheld Rep Info window to record the information required in the Withholding Tax report.
To enter Tax Withheld Rep information
Query the Business Group in the Organization window, if it does not already appear there. In the Organization Classifications region, select SWOT, click Others, and select Tax Withheld Rep Info.
Click in the field of the Additional Organization Information window to open the Tax Withheld Rep window.
Select the notified tax office name and its number.
Enter the slip number that is allocated by the tax office.
Enter the MT reference number 1 and 2 allocated by the tax office which are used in Payroll Report (Create File-Tax Withheld Report).
Save your work.
Use the Wb and WI Item Information window (Withholding Book and Wage Ledger) to define the items to display on the Withholding Book and Wage Ledger report.
To enter Wb and WI Item information
In the Organization window, query the SWOT classification if it does not already appear there. In the Organization Classifications region, select SWOT, click Others, and select Wb and WI Item Info.
Click the Wb and WI Item Info field of the Additional Organization Information window to open the Wb and WI Item Info window.
Select the payroll.
Select the category of the item to be displayed on the report. This defines to which area of the report the item will be displayed. Please note that the provided template report is able to display the following number of items. If you need to display more items, then you need to create and register the custom template.
Bonus Deduction: 5
Bonus Earning: 10
Salary Deduction: 5
Salary Earning: 10
Working Days Information: 10
Select the type whether it is an element or balance value.
Enter the appropriate values depending on whether you have specified an element or balance value in the previous step.
Enter the prompt name on the report and sequence.
Specify Yes or No in the NULL validation field. If you select Yes, the item will be displayed even if the value is NULL.
Save your work.
Use the Wb and WI Rep Info (Withholding Book and Wage Ledger Report) window to record the procedure if you want to generate the Withholding Book and Wage Ledger report by custom procedure.
To enter Wb and WI Rep information
In the Organization window, query the SWOT classification if it does not already appear there. In the Organization Classifications region, select SWOT, click Others, and select Wb and WI Rep Info.
Click the Wb and WI Rep field of the Additional Organization Information window to open the Wb and WI Rep window.
Enter the name of the custom procedure to generate the Withholding Book and Wage Ledger report.
Save your work.
Use the WP Fund Loc Info window to record information about the organization that collects the welfare pension fund insurance premiums.
You require this information for calculating welfare pension fund insurance premiums for insured employees.
To enter welfare pension fund location information
In the Organization window, query the Welfare Pension Fund Location classification if it does not already appear there.
In the Organization Classifications region, select Welfare Pension Fund Location, click Others, and select WP Fund Loc Info.
Enter the prefecture code where the organization is located.
Enter the corporate number assigned to your organization.
Click the WP Fund Loc Info field of the Additional Organization Information window to open the WP Fund Loc Info window.
Enter the Identifier of the business operator.
Enter the location number, postal code, and address 1-3 of the business operator.
Specify the name of the business operator.
Enter the full name and the telephone number of representative.
Select the insurance rate to be used in the calculation. The values of Com_Fund Premium Rate column in T_ Hi Wp insurance Premium Rate table are in LOV.
Save your work.
Use the WP Ins Loc Info window to record information about the organization that collects the welfare pension insurance premiums.
This information is required for calculating welfare pension insurance premiums, generating legislative reports for insured employees.
To enter welfare pension insurance location information
In the Organization window, query the Welfare Pension Location classification if it does not already appear there.
In the Organization Classifications region, select Welfare Pension Location, click Others, and select WP Ins Loc Info.
Click the WP Ins Loc Info field of the Additional Organization Information window to open the WP Ins Loc Info window.
Enter the prefecture code where the organization is located.
Enter the corporate number assigned to your organization.
Enter the Identifier 1 and 2 of the business operator.
Enter the number, postal code, and address 1-3 of the business operator.
Specify the name of the business operator.
Enter the full name and the telephone number of representative.
Enter the name of the reporting social insurance office.
Specify whether the business operator is registered as one for all business operator.
Enter the Identifier 1 and 2 of the business operator. This is used for the e-file reporting.
Enter the name of agent if the third party agent create and submit the e-file on behalf of the business operator.
Select the pension type. This is optional.
Select which insurance rate to be used in the calculation. The values of Com_Wp Premium Rate column in T_ Hi Wp insurance Premium Rate table are in LOV.
Select Yes if there is the special agreement between the employer and employees on 2 Yen differences of their burden. This affects the formulae calculating the welfare pension insurance premiums in salary and bonus calculations.