Oracle Payroll for Japan allows you to process year end adjustments for your employees before submitting tax information to the taxation office.
The fiscal year for Japan runs from January 1 and December 31 each year. You must submit income tax returns to the taxation office between February 16 and March 15 of the following year.
The Year End Adjustment (YEA) process usually takes place in the last payroll run for the calendar and fiscal year, to make any necessary adjustments to the provisional tax deductions from an employees' earnings. You can require adjustments if an employee's details have changed - for example, the number of dependants has changed, or their insurance premium details have changed.
If you have deducted too much from an employee, the employee may receive a refund. If you have deducted too little, the employee may have to pay more tax.
Re-YEA enables you to run an additional YEA for employees up to the end of January of the following fiscal/calendar year. You run this process for employees who have had changes in their circumstances after December 31, but before the lodgement of their income tax returns to the taxation office.
Oracle Payroll provides two ways to process year end adjustments:
By payroll run - prevents reprocessing of YEA information. For this reason, you may choose to use Re-YEA to reprocess any changed information, after your initial YEA process.
By balance adjustment - allows you to run the processes retrospectively, and enables you to run the YEA and Re-YEA process for the previous calendar/fiscal year.
See: Running the YEA and Re-YEA Processes
You can use the Japan, Qualification Notice for Unemployment Ins E-File to report employees newly insured under Employment Insurance to the Labor Insurance office.
You run the Japan, Qualification Notice for Unemployment Ins E-file from the Submit Requests window.
To run the Japan, Qualification Notice for Unemployment Ins E-file
In the Name field, select Japan, Qualification Notice for Unemployment Ins E-file. The Parameters window opens.
In the Target Date From and Target Date To fields, the current date appears by default.
Select the organization for which you want to run the report.
Click OK and then Submit.
You run the YEA and Re-YEA processes at the end of the fiscal year and before submitting your employees' income tax information to the taxation office.
You must run PrePayments before running the YEA or Re-YEA processes. Typically you run Re-YEA after you complete the normal YEA process, and establish that there are additional changes required to an employee's earnings and withholding tax information.
You run the YEA and Re-YEA processes from the Submit Request window:
To run the YEA and Re-YEA Processes
In the Name field, select Payroll Run (Year End Adjustment). Enter the Parameters field to open the Parameters window.
Choose the payroll.
Enter a target date for the process as the date you will run the process.
Enter a process date. This is the date the process will be run.
Optionally choose an Assignment Set.
Select the Action Parameter Group.
Optionally enter an effective date for dependent information, when required. This option enables you to define the effective date for the dependent information when it should not be the Processed Date.
Note: You can enter only when [Report] Extra Contact Info [Payroll] Extra Contact Info is selected for the income tax dependent reference type in Business Group or Payroll.
Note: The input values of Com_ Basic_ Dependent Exemption Element Entry always have priority.
Click Ok and Submit. .
You run this process for the year-end adjustment or re-year-end adjustment by using Balance Adjustment.
You run the YEA process from the Submit Requests window.
To run the Year End Adjustment process
In the Name field, select JP Year End Adjustment. The Parameters window opens.
Select the payroll to process the report for only those employees who belong to the selected payroll.
The consolidation set appears automatically for the selected payroll.
Select the date on which you want to process. The system date appears by default.
Select the assignment set, if you want to restrict the YEA process to specific assignments.
Select the element type to which element the result should be returned. If you run for YEA then select Year_Over and Short Tax Amount. If you run for Re-YEA then select ReYear_Liquidation Amount.
Select if this adjusted amount is costed.
Enter the dependents effective date when required. This option allows the users to define the effective date for the dependent information when it should not be the Processed Date.
Note: This option works only when [Report] Extra Contact Info [Payroll] Extra Contact Info is selected for the income tax dependent reference type in Business Group or Payroll.
Specify Yes or No whether to include nonresident employees in the YEA process. If you select No, non-resident employees are automatically excluded from the process.
Select the formula that your organization uses to perform the YEA calculations.
Click OK and then Submit.
You run this process for terminated employees if their earning amount of the year is less or greater than 300,000 yen.
You run the Japan, Salary Payment Report e-file process from the Submit Requests window.
To run the Japan, Salary Payment Report e-file process
In the Name field, select Japan, Salary Payment Report e-file. The Parameters window opens.
The current year appears by default as the subject year for which you want run the report.
Select the organization which acts as the Special Withholding Agent.
Select the municipal code of the district where you pay the local taxes.
The assignment set appears automatically for the selected municipality.
Select Yes in the File Split field to split the output file if the report contains more than 100 municipalities or if the size of the file is over 4MB.
If you select Terminated People Output All to No/NULL, then the Salary Payment report e-file only displays terminated employees with earning amount of the year more than 300,000 yen.
If you select Terminated People Output All to Yes, the Salary Payment Report e-file displays all terminated employees even with earning amount of the year less than 300,000 yen.
From the list of values, select the creation class to indicate where the e-file has to be submitted, whether to the tax office, to the local government, or to both. The Creation Class is Both by default.
Click OK and then Submit.
You run the Santei process to define the standard remuneration (grade) of the year (October - September). This process determines the social insurance premiums to be deducted for a next year. This is calculated based on the salaries of April, May and June.
Note: If you run the Geppen process for the same period, you should run the Geppen process first.
To run the Payroll Run (Santei) process
In the Name field, select Payroll Run (Santei). The Parameters window opens.
Select the payroll.
The consolidation set and processed date appears by default for the selected payroll. The processed date need to be between 1st June and 30th September.
Optionally select an assignment set.
Select the action parameter group. If you define the action parameter group in the Profile Option HR: Action Parameter Group Name, it displays as default value. By grouping action parameter, you can set the required parameter and optimal values for each concurrent program, and as a result, for fine performance tuning.
Specify Yes or No if the application needs to discriminate the Geppen targeted employees. If you select Yes, the application will discriminate the employees who will be targeted in the Geppen process for July, August, and September.
Click OK and then Submit.
You run the Geppen process when an employee's fixed wage is changed, or if there are wage structure changes.
You run the Payroll Run (Geppen) process from the Submit Requests window.
To run the Payroll Run (Geppen) process
In the Name field, select Payroll Run (Geppen). The Parameters window opens.
Select the payroll for which you want to run this process.
The consolidation set appears automatically for the selected payroll.
Select the applying month and process date.
Select the assignment set, if you want to restrict the payroll process to specific assignments.
Select the action parameter group. If you define the action parameter group in the Profile Option HR: Action Parameter Group Name, it displays as default value. By grouping action parameter, you can set the required parameter and optimal values for each concurrent program, and as a result, for fine performance tuning.
Click OK and then Submit.
If you want to process payroll for employees who returned to work after their child care leave, you run the Payroll Run (Geppen at Child-Care Leave End/Maternity Leave End) for such employees.
You run the Payroll Run (Geppen at Child-Care Leave End/Maternity Leave End) from the Submit Requests window.
To run the Payroll Run (Geppen at Child-Care Leave End/Maternity Leave End) Process
In the Name field, select Payroll Run (Geppen at Child-Care Leave End/Maternity Leave End). The Parameters window opens.
Select the payroll.
The consolidation set appears by default.
Select the applying month. The applied date appears by default. This means from which monthly salary the result should be applied.
Select the process date.
Select an assignment set if you want to restrict the payroll run for specific assignment sets.
Select the action parameter group. If you define the action parameter group in the Profile Option HR: Action Parameter Group Name, it displays as default value. By grouping action parameter, you can set the required parameter and optimal values for each concurrent program, and as a result, for fine performance tuning.
Click OK and then Submit.
You set up the Japan, Employment Ins E-File for e-Gov to generate a CSV file and summary report that is compliant with the specification for the notifications for e-Gov published by the Japan Pension Service. The e-file supports three notifications. These are the Qualification Notice, the Disqualification Notice, and the Relocation Notice.
The Japan, Employment Ins E-File can hold up to 1000 records per file. When you run the Japan, Employment Ins E-File, it automatically runs the child concurrent programs - Employment Ins E-File for e-Gov and the Payroll Report (Summary Report for Employment Ins for e-Gov) for every 1000 records.
Before you run the Japan, Employment Ins E-File for e-Gov to produce a csv file, you must set up the following:
Enter the labor insurance employer information.
Add the applicable element depending on the insurance e-file you want to generate.
See: Predefined Elements
Ensure that the lookup types JP_NATIONALITY and JP_RESIDENTIAL_STATUS are set up. If you do not setup these values, then you cannot select the values in the Nationality/Region and Residential Status fields in the Employment Insurance Qualification Information1 region on the SI Qualified2 tab.
See: Adding Lookup Types and Values, Oracle HRMS Configuring, Reporting, and System Administration Guide
Run the Japan, Employment Ins E-File for e-Gov process.
After you generate the reports you must change the file name manually as indicated to validate the generated CSV File using the Data Check Program for Employment Insurance provided by the Japan Pension Service:
Qualification Notice: 10101-shutoku.csv
Disqualification Notice: 10191-soshitsu.csv
Relocation Notice: 10106-tenkin.csv
You run the Japan, Employment Ins E-File for e-Gov to generate a CSV file and summary report that is compliant with the specification for the notifications for e-Gov published by the Japan Pension Service. The e-file supports three notifications. These are the Qualification Notice, the Disqualification Notice, and the Relocation Notice.
When you run the Japan, Employment Ins E-File, it automatically runs the child concurrent programs - Employment Ins E-File for e-Gov and the Payroll Report (Summary Report for Employment Ins for e-Gov) for every 1000 records.
You run the report from the Submit Requests window.
To run the Japan, Employment Ins E-File for e-Gov:
Select the Japan, Employment Ins E-File for e-Gov in the Name.
Select the type of notice from the list of values. The options are Qualification notice, Disqualification notice, or Relocation notice.
Select a date in the Target Date From field. This date differs depending on the type of notice that you select:
If you have selected Qualification notice as the type of notice, then this date is from when the employee is qualified for employment insurance.
If you have selected Disqualification notice, then this is the date from when the employee is no longer qualified for employment insurance.
If you have selected Relocation notice, then this is the date when the employee relocated to a different employer.
Select a date in the Target Date To field till when you want to report the data.
Enter the labor insurance employer. If you have selected Relocation Notice, then select the employer at the relocated destination.
Enter a FD Serial number between 1 and 999 to display as Item#3 FD Serial Number of FD Media record in the generated CSV file. The latest file number submitted to the e-Gov is incremented by 1.
Select the location of the welfare pension office to display the Welfare Pension Category Mark.
Click OK and then Submit.