You can define as many Extra Information Types (EITs) as you require to hold information about people.
There are also some predefined person EITs. The information in these EITs is not datetracked.
Note: To be able to access predefined EITs, you must link them to your responsibility.
See: Setting Up Extra Information Types For a Responsibility, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide
The predefined person EITs are:
Donation Totals – the total amount of the donation contributed by the employee and their dependents such as parents, brother/sister.
Employment Insurance Information - the eligible code, eligible start date, requisition job group code, requisition job group description, initial monthly channel, recruitment channel, report date for loss, loss date, loss code, loss job group code, loss job group description, unemployment compensation report, hiring plan for substitution, and employment insurance reported.
Note: Use this EIT to store information on your employee that needs to be passed on to the Korea Labor Welfare Corporation (KLWC). You need to notify the KLWC when your employee joins or leaves your company.
Graduation Information - the graduation status, effective start date, and effective end date
Note: The information stored by this EIT is used in insurance-related reports.
Health Insurance Information - the certificate number, qualified (change) date, retirement reason, eligibility changed date, and HIA reported.
Note: Use this EIT to store information on your employee that needs to be passed on to the Health Insurance Association (HIA). You need to notify the HIA when the employee joins or leaves your company.
Military Service Information - the discharge type, exemption reason, rank, service part, special service, period from, and period to.
National Pension Information - the initial monthly earning, requisition code, requisition date, special job code, loss code, loss date, and national pension reported.
Note: Use this EIT store information regarding the employee that needs to be passed on to the National Pension Corporation (NPC). You need to notify the NPC when the employee joins or leaves your company.
Previous Employment History Information - the company name, job, from and to dates, job title, seniority, currency, annual salary, career year, and business registration number.
Veteran / Patriot Information - the period ID, type, name, relation, and authority name.
YEA related Information - the double harness, resident status, and house holder.
Oracle Student System (OSS) Person Details - records OSS identification data for the student employee. The field Synchronize OSS Data controls synchronization of student employee address and telephone information between HRMS and OSS.
Basic information is handled in a fairly standard way from enterprise to enterprise. However, other types of information are recorded and used in quite different ways. Examples include training records, disciplinary records, competence, and medical records. Oracle HRMS does not restrict you to any predefined format for holding this information. You can set up your own user-defined fields for recording, analyzing, and reporting on whatever special information you require.
In Oracle HRMS, you use the Personal Analysis key flexfield to define any special information not provided by the main system that you want to hold about people, jobs and positions, and training activities. Alternatively you can define Extra Information Types to record this information,
See: Extra Information Types (EITs), Oracle HRMS Configuring, Reporting, and System Administration Guide
You can define any number of instances of the Personal Analysis key flexfield. Each instance is called a Special Information Type. For example, you might set up types to hold performance reviews or medical details. You can enter a person's information under these sorts of headings in the Special Information window.
Each Special Information Type can have up to thirty fields (where each field is a segment of the flexfield). You can set up cross-validation to ensure that users enter correct combinations of segments. You can also speed up data entry and minimize errors by defining an alias for common combinations of segment values.
When you enable special information types for your Business Group, you select how you plan to use each type. In Oracle Human Resources, you can use them for:
Job requirements
Position requirements
Personal information
In Oracle Learning Management, you can use them for:
Skills provided by training activities
Each Special Information Type can be used for one or more of these purposes. The options you select controls the windows in which each appears.
In Oracle Human Resources, you can also configure the windows that handle special information types to restrict them to just one Type, such as medical records. This is useful if you want to restrict access to particular types of information for security reasons, or to aid users' efficiency by giving them access to just the information they require for a particular task.
Use the People window to enter and maintain basic personal information for all person types, including employees and contingent workers.
Note: You can also use one of the template windows such as Entering Employees or Entering Contingent Workers to enter new people.
The minimum information to enter for all categories of people is name and action type. In addition, for employees you must enter gender, employee number (if your enterprise uses manual number entry), and date of birth (for assignment to a payroll). Your localization may require additional mandatory information.
To enter a new person
Set your effective date to the appropriate date for adding the person to the application. If you are entering an employee, this should be their hire date.
Enter the person's name and other details in the Name region. Only the last name is required for most legislations, but some legislations require a first name too.
For UK users: The first name is a mandatory field. Ensure that the first character is an alphabet. The employee's last name is not a mandatory field, however, ensure that the first character is an alphabet.
You can use the Prefix field to enter the first part of the person's name, such as van der. In the case of someone whose last name is van der Zee, you can sort by the last word of the name, that is Zee. If the whole name van der Zee is entered in the Last Name field, the name is sorted under van.
For Russian users only: Prefix is not required in Russia, so this field is not available to Russian users.
For UAE users only: Prefix is recorded as additional personal information. Therefore, this field is not displayed in the Name region.
The Suffix field holds part of the last name, such as Junior or II. You can report on the suffix separately, as required in some government-mandated reports.
For Russian users only: Suffix is not required in Russia, so this field is not available to Russian users.
For UAE users only: Suffix is recorded as additional personal information. Therefore, this field is not displayed in the Name region.
For Russian users only: In the Genitive Last field, enter the genitive case of the person's last name. For example, Ivanovskogo is the genitive case of the last name Ivanovskii. The genitive last name is required for some statutory reports. If you do not enter the genitive last name, the application uses the nominative last name.
Select a gender, if required. In the US, you must choose Male, Female, or Unknown Gender. In the UK, you must enter the gender of each employee. For Poland, the PESEL you enter supplies the gender information. For Finland, the PIN (Personal Identification Number) supplies the gender information.
Note: For Norway users only: A gender value will be automatically generated based on the person`s National Identity number.
In the Action field, select an action type (such as Create Employment) and a person type. The person type you select displays immediately in the Person Type for Action field before you save it. If only one user person type exists for the action type, it displays automatically in the Person Type for Action field.
Note: If you enter a contingent worker who has a previous person type such as ex-employee, you can choose to revert the contingent worker back to the previous person type by using the Cancel Placement action.
If you are a Finnish user and need to pay salary to a contingent worker through Oracle payroll, you need to enter the person as an employee. You then change the person as a not employed person by changing the employee status in the Additional Assignment Details window. See: Entering Additional Assignment Details (Assignment Window), Oracle HRMS for Finland Supplement
You create user person types in the Person Types window. If you want to change a person type to another person type with the same system person type you must use the Person Type Usage window.
See: Changing Person Type Usage and Deleting OAB Person Type Usage, Oracle HRMS Enterprise and Workforce Management Guide
Entering Employee Information
Enter the following information if the person is an employee.
If desired, change the Latest Start Date field.
The Latest Start Date field displays your effective date.
For employees who have previously worked for your enterprise, the Date First Hired field displays the start date of the employee's earliest, previous period of service. This date must be on or before the start date of the earliest period of service. The Date First Hired field is situated on the Benefits Tab.
If the latest start date and the date first hired are the same, when you amend the latest start date, the date first hired is set to the same date.
If you amend the latest start date to earlier than the date first hired, the date first hired is set to the same date.
Note: In the US, before making a change to a latest hire date already entered for an employee, ensure that the start date of the employee's primary address is the same as or earlier than the new hire date. This preserves the integrity of the employee's tax records.
Entering Identification Information
Enter the person's identification information in the Identification region:
If your enterprise uses a manual number generation scheme, enter an employee, applicant or contingent worker number. If your enterprise uses automatic number generation (including Use Employee Numbering for contingent workers), the employee, applicant, or contingent worker number automatically displays when you save your entries in this window.
Note: If you query a person who has a combination of employee, applicant, and contingent worker numbers, the employee number displays in the Number field. If the person lacks an employee number but has a contingent worker number and an applicant number, the contingent worker number displays. However, you can choose to view any of the identification numbers held for a person by selecting them from the list.
Enter the national identifier for your country. For example, enter the National Insurance number in the UK, the Social Security number in the US, the Fiscal Code in Italy, the IRD Number in New Zealand, the Social Security Code (TAJ) in Hungary, the Individual Tax Payer's Number (INN) in Russia or the ID number in South Africa.
For Japanese users: If you have entered the personal number using the self-service pages, then you can view the masked personal number You cannot update the personal number here. This is a unique identification number and is used for taxation and social insurance purposes and for display on the withholding income tax report, notification of acquisition of insurance qualification.
If you are an Australian user, leave the National Identifier field blank.
Note: For Norway and Sweden users only: The PIN (Personal Identification Number) supplies the values for gender, date of birth, and age.
Entering Personal Details
Enter personal details in the Personal tabbed region.
Enter a date of birth. You must do this before you can assign an employee to a payroll. For Poland, the PESEL supplies the date of birth. For Finland, the PIN (Personal Identification Number) supplies the date of birth.
For UK users only: If you have not entered the NI Number, the Date of Birth is a mandatory field.
Enter additional birth information into the Town of Birth, Region of Birth, and Country of Birth fields.
For Hungarian, UAE, and Indian users only: Enter the place of birth instead of town of birth as this information identifies employees and appears in statutory reports.
For Belgian users only: Region of birth information is not required in Belgium, so this field is not available to Belgian users.
For Russian users only: Enter the place of birth code in the Place of Birth field. The application uses this information when generating tax and pension statutory reports. You can find this code in the document All Russian Classification of Subjects of Administrative and Territorial Division (OKATO).
For Finnish users only: Enter the place of residence. The place of residence influences the regional membership. You use the place of residence and regional membership to calculate income tax and other statutory deductions.
For Japanese users only:Enter the country of birth.
If the Work Telephone field is displayed, enter a work telephone number. Otherwise, use the Phone Numbers window to enter this information.
In the Status field, select a marital status.
Select a nationality.
For UAE users only: Nationality is recorded as additional personal information. Therefore, this field is not displayed in the Personal tabbed region.
For Russian users only: Enter the employee's statutory Pension Insurance Fund identifier. It is the employee's ID in the Statutory Pension Insurance Fund.
For Russian and Swedish users only: Select the person's citizenship. In Russia, you require this information for some statutory reporting to migration authorities. In Sweden, you can use this information to track persons who are not Swedish citizens, since the taxation and pension insurance schemes differ from those for Swedish citizens.
Select whether your employee, applicant or contingent worker is:
Registered disabled
Not registered disabled
Partially disabled
Fully disabled
Note: Whether employees are fully or partially disabled affects benefits eligibility calculations.
In the US, the Americans with Disabilities Act (ADA) Report includes employees set up as registered disabled, partially disabled, and fully disabled.
For Norway, Finnish, Danish, and Swedish users only: This field is not available.
For Dutch users only: Select Yes in the Work Abroad Exceeding One Year field, if your employee has worked abroad for more than a year.
For Belgian users only: enter the person's preferred correspondence language in the Other region.
Save your work.
If your data already includes a person with the same national identifier, or with the same surname and a first name and date of birth that is either the same or not entered, then a list of values shows all the people who share the details.
Note: People who are only entered with a person type of Other, that is someone external to your enterprise, are not shown in this list.
If you have entered neither a first name nor a date of birth, then the list of values displays all the records that match the information you have entered.
Note: The list of values displays only if your system administrator has set the HR: Cross Business Group profile option to Yes.
Do one of the following four tasks:
If the person you are entering already exists, but in a different business group, then select that person from the list of values. The person you are entering is saved in your current business group and linked to the existing person record to indicate they are the same person. If your application has person synchronization enabled, then the personal information entered for the new person is copied across to existing records in other business groups. If existing records have values for fields that the new record leaves blank, then these values appear in the new record. See: Person Record Synchronization, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide
If the person already exists in your current business group then select that person from the list of values. The application retrieves the existing record and cancels the save you were trying to make, as one business group cannot contain two records for the same person. Close the new record and scroll down to display the existing record.
Note: You cannot link to any entry in the list of values marked with an asterisk as these either belong to your business group, or are linked to a person in your business group.
If the person already exists in TCA, but not in HRMS, then select that person from the list of values. The person you are entering is saved in your current business group and linked to the existing person record to indicate they are the same person. The information held for the person in TCA is updated with that entered in HRMS. See: People in a Global Enterprise, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide
If the person you are entering does not match any of the records displayed, then select No Match in the lookup. Your new person record is saved.
What Next?
Optionally, you can enter additional information for people in the tabbed regions.
Note: The Background Information, Medical Information, and Rehire Information tabbed regions appear only if your system administrator has enabled them for you.
Optionally, you can enter additional information for people in the tabbed regions of the People window described in the following steps.
Note: The Background Information, Medical Information, and Rehire Information tabbed regions appear only if your system administrator has enabled them for you.
To enter office information for a new hire, an existing employee, or contingent worker
Choose the Office Details tabbed region.
Enter the office number.
Enter the internal location of this office.
Enter the office identifier for internal mail.
Enter the person's email address.
In the Mail To field, select Home or Office to indicate the person's preferred mail destination.
To enter information for an applicant
Choose the Applicant tabbed region.
If the applicant's resume is on file, check the Exists check box.
If the applicant's resume is on file, select the date indicating when the resume was last updated.
Select a final date a file is to be maintained for this applicant.
To enter background check information
Choose the Background tabbed region.
Check whether the person background check has been performed.
Select the date the background check was performed.
To enter rehire recommendation information for an applicant who was a former employee or contingent worker
Choose the Rehire tabbed region.
If the former manager has recommended the applicant for rehire, check the Recommended check box.
Select the reason for this recommendation.
To enter further name information
Choose the Further Name tabbed region.
Enter one or more honors or degrees (BA, MBA, or JD, for example) that the person has earned.
Enter the name (perhaps a nickname) by which the person prefers to be known.
If the person was previously known by a different name, enter the previous last name.
To enter medical information for a person
Choose the Medical tabbed region.
Select the date of the person's last medical test.
To enter other information for a person
Choose the Other tabbed region.
Select the type of schedule in the Availability/Schedule field; for example, the days of the week your employee works.
Enter the person's current full time/part time availability to work with your company.
Select the language the person prefers for correspondence.
For example, select German if the person prefers to correspond or receive company information such as terms of pension plan in German.
Note: The Correspondence Language list includes languages in the FND_LANGUAGES table. This table contains the languages that Oracle National Language Support Runtime Library (Oracle NLSRTL) supports. Check with your System Administrator for information on NLSRTL supported languages.
If the person has died, enter the date of death.
Date of death defaults to the person's termination date if:
in the Terminate window you enter the termination reason of deceased, but
you do not provide the actual termination date, and
you have not yet entered a date of death
Select the current student status, if the person is a student.
In the Date Last Verified field, you can enter the date the person last checked this personal information for accuracy.
Check the Military Service check box if the person is employed in a military service.
The value of this field can impact benefits calculations.
Check the Second Passport Exists check box if the person possesses multiple passports.
To enter benefits information
Choose the Benefits tabbed region.
Note: All fields in the Benefits tabbed region are optional. Most can help to determine plan eligibility or rates.
Note: If necessary, you can add the Benefits Tab to the People window. Query the BEN_MANAGER menu in the Menus window and add the HR View Benefits function to the menu.
Enter a benefit group for your employee or applicant. Benefit groups help determine a person's eligibility for a plan or set benefit rates. For example, benefit groups can address mergers and acquisitions where eligibility is complicated, or assist in grandfathering a person into a very old plan.
Enter what kind of tobacco (cigarettes, pipe, cigar, or chewing, for example) your employee uses, if any.
Enter the medical plan number, which is the policy or group plan number of an externally provided medical plan.
Enter the adoption date, if the employee has adopted a child. This information, with the child's date of birth, can determine dependent eligibility. You can enter the adoption date only if you have entered a date of birth for the person. The adoption date must be the date of birth or later.
Enter the date you received the death certificate of a deceased employee. You can enter this only after you have entered the date of death in the Other Information region. The receipt of the death certificate must be after or equal to the date of death.
Enter an adjusted service date for your employee. Benefits can use this date, rather than the date first hired, to determine the length of service for eligibility, enrollment, and rates. The adjusted service date can credit service for former employers, grandfathered benefits, or in the case of mergers and acquisitions.
Change the date first hired. For employees who have previously worked for your enterprise, the Date First Hired field displays the start date of the employee's earliest, previous period of service. This date must be on or before the start date of the earliest period of service.
Check the Other Coverage check box, if the employee or applicant has externally provided coverage.
Check the Voluntary Service check box, if your employee or applicant is volunteering, for example as a missionary.
To enter additional Korean information
Choose the KR Miscellaneous tabbed region.
Enter the person's wedding anniversary date, if they are married.
Statuses enable you to track the progress of your applicants, employees, and contingent workers through your enterprise. If you use Oracle Payroll, they also control how employee assignments are used during a payroll run. Oracle HRMS is installed with a number of predefined system statuses, for which you can set up multiple user statuses.
Note: You do not process contingent workers in a payroll run.
There are four system statuses for assignments:
Active Assignment: For employees and contingent workers you use this status to show that the person is working in accordance with his or her usual conditions of working.
Suspend Assignment: For employees you use this status to show that an employee is on leave of absence, but remains an employee with your enterprise. Similarly for contingent workers the suspend assignment indicates that a contingent worker is not currently working in the assignment they are allocated to. For example, the contingent worker may have taken an unauthorized absence or the assignment may have been suspended due to an internal review.
Terminate Assignment: Use this to show that your enterprise no longer employs the person in that assignment. It can still be possible to make payments through Oracle Payroll for assignments at this status. This status is not available for use with contingent workers.
End: Use this to end any assignment except the primary assignment for an employee or contingent worker with multiple assignments. This status is not recorded on the assignment; it causes the assignment to end. For employees all payroll processing for the assignment is complete and the assignment becomes an historical record.
For information about system statuses for applicants see: Applicant Assignment Statuses, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide.
On your system, you can give these statuses different user statuses appropriate to your enterprise. Each system status can have several user statuses related to it. For example, for the system status Suspend Assignment, you could define the user statuses Paternity Leave, Disability Leave, or Education Leave. When you use Oracle HRMS, you only see the user statuses.
Note: Each system status has a predefined user status of the same name.
Primary user statuses help you track the current working circumstances of your employees and contingent workers. You can also define secondary user statuses having no associated system statuses. You can use these for reporting purposes.
Note: The User Statuses you define provide the list of values for Status in the Assignment window. If you want to change any of the predefined default values you must overwrite the User Name.
When you define user statuses, consider how you will use them in reports, inquiries, and processing.
When you use a validation formula to validate entries to element input values, you can make the valid values for an entry dependent on the assignment status.
To use the statuses to control whether the payroll run processes an employee assignment, you choose a Payroll user status of Process or Do not Process for each user status. Additionally, in Oracle Payroll you can set up your pay calculation formulas so that a status change also changes the formula used to calculate the employee's pay. For example, an employee could receive half pay while on Military Leave.
For analysis and reporting purposes, you can set up and use secondary assignment statuses, for employee, applicant and contingent worker assignments. These statuses have no effect on assignment processing.
For example, suppose your primary status Maternity Leave applies to employees both when a child is born and when one is adopted, and you want to study its use in these two cases. To accomplish this you can set up the secondary statuses Maternity Birth and Maternity Adopt, and enter them for employees taking maternity leave.
You enter secondary statuses in the Secondary Statuses window.
To enter reasons for giving secondary statuses to assignments, define valid reasons as values for the Lookup Type EMP_SEC_ASSIGN_REASON (for employee assignments), CWK_SEC_ASSIGN_REASON (for contingent workers), and APL_SEC_ASSIGN_REASON (for applicant assignments).
To enable payroll processing for employees after they leave your enterprise, in your system setup you must do the following:
Set the Termination Rule to Final on the element definition of all elements you want to process after the actual leaving date.
If you use Oracle Payroll and have a Payroll responsibility, you can set the Termination Rule to Last Standard Process for elements whose entries should close down after the last normal payroll run. Set the Termination Rule to Final for elements you want to process as late payments after the last normal payroll run.
Use the Assignment Statuses window to make sure your system has a user status that corresponds to:
the HR system status of Terminate Assignment
the Payroll system status of Process
Your startup data includes the user status Terminate Process Assignment, which matches this definition. Use this status (or your own equivalent status) when you terminate employment or end an assignment.
To hold information about the assignments, you can define as many Extra Information Types as you require. To enable the application to validate the data you enter, use the YEA window rather than the EIT window to enter data in the YEA-related EITs.
To access the predefined EITs, you must link them to your responsibility.
See: Setting Up Extra Information Types For a Responsibility, Oracle HRMS Configuring, Reporting, and System Administration Guide
You can use the following predefined assignment EITs:
Dependent Education Tax Exemption Info - to update the amount employees spend on the education of themselves and their dependents
Detailed Medical Expense Information - to update the detailed medical expenses of employees and their dependents
Detailed Donation Information - to update the information such as the donation amount and date that employees contribute towards charity to avail tax exemptions. You can also update the donation grant request amount and amount subject to tax break
Expense Details of Employee - to update the NTS amount for the various expenses that employees incur on themselves to avail tax exemptions
Foreign Worker Pre Tax Deduction Information - to update the pre tax deduction information for foreign workers
KR Housing Expenses Tax Exemption Info - to update the expenses towards the housing exemption
Foreign Worker Tax Break Info - to enter or update a foreign worker's immigration details
Foreign Worker Tax Info - to update whether employees use a fixed tax rate for foreign workers and to store the eligibility for dispatched foreign workers
Overseas Tax Break Info - to update tax details, location, period, and responsibility of employees working overseas
Previous Employer's Info - to update the previous employer information, and the deductions and earnings incurred during their previous employments
Loan Contract Info - to update loan contract details
Housing Rent Contract Info - to update the rent contract details
Special Tax Exemption Info - to update the employee's insurance, medical, education, and housing expenses or their disabled dependents to claim special tax exemptions
Special Tax Exemption Info 2 - to update expenses incurred on occupational education, medical, or donations towards promotional activities or religious institutions to claim special tax exemptions
Tax Break Info - to update the interest amount towards your housing loan to claim tax benefits
Tax Exemption Info - to update the pension, employee stock ownership, investment partnership financing, small business installment for employees, credit card expense information and medical expenses paid in cards for employees and their dependents
Tax Pay Installments - to record if the tax is paid in installments. This is required for information purposes only.
Type B Tax Group Info - to update the Type B Tax Group Information for an employee
KR Yea Donation Totals - to update donation details of self, spouse, or immediate child
KR Yea Donation Totals1 - to update political, religious donation details for dependents
KR Yea Donation Type Detail - to update the donation and carry over information
Non-Taxable Earnings Details - to update the non taxable code and registration information
Separation Pension Details - to update the separation pension information
Pension Saving Details - to update the pension information
Special Tax Exemption Info3 - to record the loan information
Tax Reduction for Marine Resource - to update the start and end date for tax reduction
Tax Reduction for SMB Recruited Young Employee - to update the start and end date for tax reduction
Tax Reductions for Teachers by Tax Treaty - to update the start and end date for tax reduction
Year End Adjustment Entry Update - to update the target year to enable employees to record the YEA information beyond the specified date
To enter information in the extra information types, see: Entering Extra Information Type, Oracle HRMS Configuring, Reporting, and System Administration Guide
When you enter an employee or contingent worker, or hire an applicant, Oracle HRMS automatically creates a default assignment. You can view and update the default assignment in the Assignment window.
You can then enter additional assignments, if required, using the Assignment window.
To enter an assignment
Set your effective date to the start date of the new assignment.
Germany only: If you want to link a contract to this assignment, you should do so before completing any further fields, as some fields in the Assignment window default to values defined on the contract and cannot be overridden here. Add contract details using the Contract field on the Employment Terms tabbed region. If you are assigning a contingent worker, the Employment Terms tabbed region does not display, preventing you from adding a contract.
Select the organization to which you want to assign the employee or contingent worker. By default, the employee has an assignment either to the business group, or to the organization to which he or she applied. Contingent workers have a default assignment connected to the business group.
If you overwrite these defaults, a window appears asking if the change is an update or a correction. Select Correction.
If you are creating an additional assignment, no default business group or organization is displayed.
Select the job or position for which this person has been assigned.
France only: For a public sector type organization, the Position field is read only. Oracle HRMS displays the position details you recorded using the HR Administrator Actions pages.
Russia only: Click the Attachments Menu icon on the tool bar to enter the contingent worker's job description.
India only: The position selected is displayed on the employee's Form 16.
For employee assignments, select a grade for information or to use grade rates or grade scales to determine the appropriate compensation levels for the employee.
If you defined a location for the business group or other organization, it appears as a default. Change this, if required.
Mexico only: The assignment's location determines its GRE.
If you have assigned multiple GREs to a location (through the generic hierarchy), you must choose which one applies to this assignment. Navigate to the Statutory Information tabbed region and make a selection in the Government Reporting Entity field.
If you change your assignment's GRE, you must specify a Social Security Leaving Reason (under the Social Security Affiliation tabbed region).
See: Transferring Employees, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide (Mexico)
France only: Select the establishment as it serves as the legal point of contact for settling any disputes and manages the personal details of the workforce.
Note: For a public sector type organization, the Establishment field is read only. Oracle HRMS displays the establishment details you recorded using the HR Administrator Actions pages.
Netherlands only: Select the reporting employer. The assignment is reported under this employer in the wage report. If you change the employer establishment after running the payroll and before running the Wage Report, the collective report section on the Wage report will not match the sum of nominative reports.
Note: By default, the assignment is reported under the employer linked to the assignment's payroll. Changing the employer does not change the Payroll Object Group. To change the Payroll Object Group, terminate the existing assignment and create a new assignment with a new payroll. You can change the employer linked to the payroll using the Payroll window.
Select the people group and enter information defined in your people group flexfield. This is optional.
Select a payroll if you are paying an employee using Oracle Payroll, or if you intend to record for the employee certain types of compensation and benefits (represented on the system by nonrecurring elements).
Note: If Oracle Payroll is installed and you are an HR User, you cannot assign employees to payrolls. Ask your system administrator to change your HR:User Type profile option if you need to assign employees to payrolls.
Note: Denmark Users: Select Salaried or Hourly. There is no relation to the Payroll frequency.
Select a status for the assignment. By default a new assignment has the status Active Assignment (or an equivalent user status defined on your system).
See: Assignment Statuses
Australia Only: Select if the employee works overseas or as part of Joint Petroleum Development Area (JPDA). The status you specify determines which earnings appear on which Payment Summary.
Korea Only: Select the business place to which you assign your employee.
Enter an assignment number to uniquely identify the assignment. By default, this number is the same as the employee or contingent worker number, for the first assignment.
For employee assignments, select a collective agreement if the employee is covered by one.
You can calculate values based on a collective agreement only for an employee's primary assignment.
Select an assignment category, for example part-time or full-time.
Hungary only: Select an employment category, for example part-time or full-time.
Ireland only: Select an employment category, for example part-time or full-time. Select Apprentice/Trainee if the assignment is an apprentice or a trainee.
Mexico only: Select the employee's Social Security employment type.
See: Define the Social Security Employment Types, Oracle HRMS Implementation Guide (Mexico)
Russia only: This field is mandatory to enable you to use them for reporting purposes. Use only the four values available for this field. For these values, the suffix Regular refers to an assignment with an indefinite period (permanent). The suffix Temporary refers to an assignment having a limited term.
For employee assignments, select the employee category, for example blue collar or white collar.
Ireland only: Select a valid employment category from the list. The list displays all the occupation categories for reporting in the EHECS report.
Mexico only: Select the employee's Social Security employment category.
Spain only: Select the professional category, for example administration clerk or civil servant.
Enter the information you want to hold in the tabbed regions, for example, supervisor details, special ceiling progression points, or salary information.
See: Entering Additional Assignment Details, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide
You can use the Oracle HRMS and Common application Components (CAC) integrated schedule features to assign a schedule to the worker's assignment. If you want the application to only display schedules the worker is eligible for, then run the Eligibility Engine process for the worker.
See: Setting Up Availability, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide
To hold information about the assignments, you can define as many Extra Information Types as you require. To enable the application to validate the data you enter, use the YEA window rather than the EIT window to enter data in the YEA-related EITs.
To access the predefined EITs, you must link them to your responsibility.
See: Setting Up Extra Information Types For a Responsibility, Oracle HRMS Configuring, Reporting, and System Administration Guide
You can use the following predefined assignment EITs:
Dependent Education Tax Exemption Info - to update the amount employees spend on the education of themselves and their dependents
Detailed Medical Expense Information - to update the detailed medical expenses of employees and their dependents
Detailed Donation Information - to update the information such as the donation amount and date that employees contribute towards charity to avail tax exemptions
Expense Details of Employee - to update the NTS amount for the various expenses that employees incur on themselves to avail tax exemptions
Foreign Worker Pre Tax Deduction Information - to update the pre tax deduction information for foreign workers
KR Housing Expenses Tax Exemption Info - to update the expenses towards the housing exemption
Foreign Worker Tax Break Info - to enter or update a foreign worker's immigration details
Foreign Worker Tax Info - to update whether employees use a fixed tax rate for foreign workers
Overseas Tax Break Info - to update tax details, location, period, and responsibility of employees working overseas
Previous Employer's Info - to update the previous employer information, and the deductions and earnings incurred during their previous employments
Special Tax Exemption Info - to update the employee's insurance, medical, education, and housing expenses or their disabled dependents to claim special tax exemptions
Special Tax Exemption Info 2 - to update expenses incurred on occupational education, medical, or donations towards promotional activities or religious institutions to claim special tax exemptions
Tax Break Info - to update the interest amount towards your housing loan or long-term stock saving to claim tax benefits
Tax Exemption Info - to update the pension, employee stock ownership, investment partnership financing, small business installment for employees, credit card expense information and medical expenses paid in cards for employees and their dependents
Type B Tax Group Info - to record the Type B Tax Group Information for an employee
Year End Adjustment Entry Update - to update the target year to enable employees to record the YEA information beyond the specified date
To enter information in the extra information types, see: Entering Extra Information Type, Oracle HRMS Configuring, Reporting, and System Administration Guide
Oracle HRMS enables you to record the ways in which you communicate with the people in your enterprise and the people whom they have a relationship with, such as an employee's partner.
You enter people as contact records to identify:
People to contact in an emergency
Dependents of the employed person
Beneficiaries of certain benefits, such as insurance policies or stock purchase plans
Individuals who receive a wage attachment payment
Entering contact information includes entering contact details for the people in your enterprise, such as their home address. As an employer, you need to record contact details so that you can contact people either by email, phone, fax or post, and for reporting purposes. For example, in the Netherlands you must record a person's house number for social insurance reporting.
You can define as many Extra Information Types (EITs) as you require to hold information about contacts relationships.
To access predefined EITs, you must link them to your responsibility.
Setting Up Extra Information Types For a Responsibility, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide
The predefined contact EIT is:
Expense Details of Dependents: Holds the NTS and Others types of medical, insurance, education, card, and cash expenses for dependents. You record the medical expenses in card for dependents not eligible for basic exemption. Use this EIT to store the expense information to pass these details to the National Tax Service (NTS) to determine the tax exemptions the employee is eligible to receive for the expenses incurred on dependents. You record the public transportation expenses, in cash and card incurred on dependents to determine the tax exemptions. Additionally, you can record the traditional market expense in cash and card details for dependent. You require this information for tax-related reports.
Use the Contact window to hold contact information such as :
People to contact in an emergency
Dependents
Beneficiaries of benefits such as insurance policies or stock purchase plans
Individuals receiving payment of a wage attachment or third-party payment deducted from the employee's salary
A person entered as a contact can be one, some, or all of the above.
The coverage start date for an employee contact, is the employee hire date or the contact relationship start date, whichever is later. This distinction can be important in benefits processing, where eligibility for certain benefits starts from the start date of a contact relationship.
You can set up the same relationship more than once between the same two people. However, these relationships must not occur in the same time period. For example, you can set up that Person A married Person B from 01-Jan-1990 to 01-Feb-1991. Person A could then marry Person B again, starting from the 02-Feb-1991. However, you cannot enter that the couple remarried on 01-Jan-1991, as this would mean that they were married twice in the same time period.
You can update the contact relationship start date between two people, creating a supplementary record to cover the additional period.
For example, Person A exists on the application as an employee with a hire date of 01-Apr-1990. Person B exists on the application as a contact, with a creation date of 01-Jun-1990. Person A then marries Person B on 01-May-1990. As the application holds a contact coverage start date of 01-Jun-1990, a new contact record is entered to cover 01-May-1990 and 31-May-1990.
To enter a contact
Open the Contact window to do one of the following:
Enter the name of a new person.
Select from a list of people already entered.
If you enter a new person:
Enter their gender and date of birth.
Select the user person type.
You can select only those user person types - such as Contact - that are set up for the system person type of Other.
Enter details about the different contacts for your employee in the Contact Relationship fields.
You can enter a unique sequence number for each contact relationship. Because sequence numbers are employee-based, these numbers need to be unique only within the employee's record.
For example, Person A has a relationship type of spouse with Person B, which you give the sequence number of 1. Person A also has a relationship type of father to Person C with the equence number of 2.
Person A also has a relationship type of emergency contact with Person B, which must share the sequence number of 1 as a relationship between these two people is already recorded against Person A.
Person B is also an employee and therefore has her own set of contacts recorded against her. She has a relationship type of spouse with Person A, but you can give this relationship a sequence number of 5.
Select whether you want to create a mirror relationship and enter the mirror relationship type.
Important: You can enter a mirror relationship and type when you first create the contact. When you save, the relationships are maintained independently of each other, except for mirror relationships that are created automatically.
Oracle HRMS automatically creates a mirror relationships when you enter a spouse, parent, or child. For example, if you create the spouse relationship from person A to person B, when you query person B in the Contact window, a mirror relationship of spouse to person A is automatically created.
Furthermore, if you update a relationship that has had a mirror relationship automatically created, the mirror is also updated accordingly. For example, if you end date the relationship of spouse for person A, the spouse relationship for person B is also ended. If the relationship type is changed the relationships become independent.
Click in the Further Contact Relationship Information field to open the Further Contact Relationship Information window. The application uses this information for calculating employee taxes and for reporting purposes.
Select whether the dependent has a primary relationship with the employee.
Select Yes in the Dependent field to include the dependent for tax exemption.
Select Yes in the Age Check Exception if the dependent is an adult and :
a female greater than 20 years of age and less than 55 years of age or
a male greater than 20 years of age and less than 60 years of age
This identifies if the employee is eligible to receive a dependent tax exemption under special circumstances.
Specify whether the employee receives a tax exemption for an aged dependent (of more than 65 years of age) in addition to the basic tax exemption in the Additional Tax Exemption field.
In the Additional Tax Exemption (Child) field, specify whether the employee receives the tax exemption for a child.
In the Disabled Tax Exemption field, specify if the employee receives a tax exemption for a disabled dependent.
Select the disabled type code when the employee or dependent is eligible for disable exemption.
Select if the employee or dependent is excluded from Additional Children Exemption.
Select Yes in the Dependent (Health Insurance Law) field to include the dependent for health insurance.
Specify in the Relationship End Reason field, if the relationship of the dependent with the employee ends due to death. The employee receives a tax exemption for the dependent for that tax year.
Enter the Korean contact type for information and reporting purposes.
Save your work. If a person already exists with the same surname and a first name that is either the same or not entered, then a list of values displays all the people who share the details. See: Multiple Person Records
Related Topics
If you want to enter addresses or phones for the contact, click Contact Details. See: Entering Addresses (Address Window), Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide and Adding Telephone Information (Phone Numbers Window), Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide
If you want to view the expenses information for a dependent, click Extra Information. See: Contact Extra Information.
If you want to enter the expenses information for a dependent, use the Income Tax window. See: Entering Statutory Deduction Information