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 legal entity see Legal Entity
For company cost center see: Company Cost Center, Oracle HRMS Enterprise and Workforce Management Guide
For professional body information see: Professional Body Information, Oracle HRMS Enterprise and Workforce Management Guide
See Classification and Additional Information Types if you need to check which classification to select.
To enter Business Group additional information
Click on the organization classification for which you want to enter additional information.
Choose the Others button to open the Additional Organization Information window.
Select one of the following:
Business Group Information, see: Entering Business Group Information, Oracle HRMS Enterprise and Workforce Management Guide
Budget Value Defaults, see: Business Groups: Entering Budget Value Defaults, Oracle HRMS Enterprise and Workforce Management Guide
Work Day Information, see: Business Groups and HR Organizations: Work Day Defaults, Oracle HRMS Enterprise and Workforce Management Guide
Benefits Defaults, see: Business Groups: Defining a Default Monthly Payroll, Oracle HRMS Enterprise and Workforce Management Guide
PTO Balance Type, see Business Groups: Selecting a PTO Balance Type, Oracle HRMS Enterprise and Workforce Management Guide
Recruitment Information, see Business Groups: Entering Recruitment Information, Oracle HRMS Enterprise and Workforce Management Guide
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:
Costing Information, see: HR Organizations: Entering Costing Information, Oracle HRMS Enterprise and Workforce Management Guide
Parent Organization, see: HR Organizations: Entering Parent Organizations, Oracle HRMS Enterprise and Workforce Management Guide
Work Day Information, see: Business Groups and HR Organizations: Entering Work Day Defaults:, Oracle HRMS Enterprise and Workforce Management Guide
Related Organizations Information, see: Entering Related Organizations Information for an HR Organization, Oracle HRMS Enterprise and Workforce Management Guide
Repeat these steps to enter further information
To enter representative body additional information
Click on the organization classification for which you want to enter additional information.
Choose the Others button to open the Additional Organization Information window.
Select one of the following:
Representative Body Information, see: Entering Representative Body Information, Oracle HRMS Enterprise and Workforce Management Guide
Constituency information, see: Entering Constituency Information for a Representative Body, Oracle HRMS Enterprise and Workforce Management Guide
Repeat these steps to enter further information.
To enter constituency additional information
Click on the organization classification for which you want to enter additional information.
Choose the Others button to open the Additional Organization Information window.
Select one of the following:
Location, see Entering Location Information for Constituencies, Oracle HRMS Enterprise and Workforce Management Guide
Organization, see Entering Organization Information for Constituencies, Oracle HRMS Enterprise and Workforce Management Guide
Organization Hierarchy, see: Entering Organization Hierarchy information for Constituencies, Oracle HRMS Enterprise and Workforce Management Guide
Grade, see: Entering Grade information for Constituencies, Oracle HRMS Enterprise and Workforce Management Guide
Bargaining Unit, see: Entering Bargaining Unit information for Constituencies, Oracle HRMS Enterprise and Workforce Management Guide
Job, see: Entering Job information for Constituencies, Oracle HRMS Enterprise and Workforce Management Guide
Collective Agreement Grade, see: Entering Collective Agreement Grade information for Constituencies, Oracle HRMS Enterprise and Workforce Management Guide
Repeat these steps to enter further information.
To enter legal entity additional information
Click on the organization classification for which you want to enter additional information.
Choose the Others button to open the Additional Organization Information window.
Select Legal Entity, see: GREs/Legal Entities: Entering Legal Employer Information
Select Legal Entity IRAS, see: GRE/Legal Entities: Entering Legal Entity Additional
Select IRAS Submission Details, see: GRE/Legal Entities: Entering IRAS Submission Details
Select Multiple CSN, see: Entering Multiple CPF Submission Numbers
Repeat these steps to enter further information.
To enter bargaining association information
Click on the organization classification for which you want to enter additional information.
Choose the Others button to open the Additional Organization Information window.
Select Trade Union Information.
See: Entering Trade Union Information for a Bargaining Association, Oracle HRMS Enterprise and Workforce Management Guide
Repeat these steps to enter further information.
To enter company cost center information
Click on the organization classification for which you want to enter additional information.
Choose the Others button to open the Additional Organization Information window.
Select one of the following:
GL Company Cost Center, see: Entering GL Company Cost Center Information for a Company Cost Center, Oracle HRMS Enterprise and Workforce Management Guide
Reporting Information, see: Entering Reporting Information for an HR Organization or a Company Cost Center., Oracle HRMS Enterprise and Workforce Management Guide
Repeat these steps to enter further information.
To enter professional body information
Click on the organization classification for which you want to enter additional information.
Choose the Others button to open the Additional Organization Information window.
Select Professional Body Info, see: Entering Additional Information for a Professional Body, Oracle HRMS Enterprise and Workforce Management Guide
Repeat these steps to enter further information.
Enter information about the legal employer in the Organization window.
To enter legal employer details
In the Organization window, query the legal entity if it does not already appear Organization Structures 1-21 there. In the Organization Classifications region, select GRE/Legal Entity, choose the Others button, and select Legal Entity.
Click the Legal Entity field of the Additional Organization Information window to open the Legal Entity window.
Enter information about the legal employer, including the legal name and Payer ID, CPF Submission number recognized by the CPF Authority, and other CPF details.
Enter the IRAS income tax number.
Enter the details of the IR21 contact personnel.
Select one of the following methods in the CPF Capping Method field:
No Self Adjust - calculates the AW (Additional Wages) Capping after calculating ordinary wages and additional wages for the whole year. You will have to submit the ES-CAPR form to the CPF board to claim CPF refund, before the end of 6 months in the new financial year. To view employees who have overpaid the CPF, run the AW Recalculation report, after the end of the year.
Self Adjust - calculates the AW capping using the previous year's ordinary wages. To view employees who have overpaid the CPF, run the AW Recalculation report, after the end of the year.
Self Adjust in Last Period of Calendar Year - calculates the AW capping using the actual current year ordinary wages, if you pay additional wages only during or after December payroll.
Self Adjust – Projected - calculates Ordinary Earnings for AW Capping as current year's paid Ordinary Earnings and current month's Ordinary Earnings as projected for future months.
Optionally, enter further information about the legal entity, including authorized representative information.
Note: A8A magtape file displays the OHQ (Overseas Headquarters) status set at organization level for employees with Home Leave balances.
Enter the bonus date for all employees under the legal entity. The IRAS processes uses this date and the IR8A magnetic file displays it.
Note: If you leave this blank, the application uses either the date you enter at the assignment extra information level for individual employee or the latest paid date for the element with balance MOA369.
Enter the IRAS Date of Incorporation (for ERIS Start-ups) if the employer is declaring details of stock option gains derived by employees under Equity Remuneration Incentive Scheme (ERIS) Start-ups.
Select the CPF Proration Method if you want the application to calculate CPF using calendar days or working days/custom days. The default value is calendar days.
Oracle provides a predefined formula - CPF_SIMPLE_CAL_METHOD that uses 5 days while making CPF calculations.
If you select Working Days/Custom, you must define a formula CPF_CAL_METHOD using the predefined formula CPF_SIMPLE_CAL_METHOD to calculate the CPF depending on the number of days you want to calculate the CPF.
Select the IRAS Category to which the legal entity belongs.
Select the IRAS Job Designation Type to display on the IR21 report. You can select from the following options:
Job - If you select the job, then the employee's job is reported in the IR21 report.
Position - If you select position, then the employee's position is reported in the IR21 report.
Grade - If you select grade, then the employee's grade is reported in the IR21 report.
Others - If you have entered any other designation in the Assignment extra information type, then this value is reported in the IR21 report.
If you have selected position in the IRAS Job Designation Type, then you can also select the Position Segment Type. If Position Segment Type is blank, then the Position is reported in the IR21 report. If Position Segment Type is selected, then the segment of the Position will be reported in the IR21 report.
Select Yes in the Enable A8A Processing field, to process A8A data in the IRAS Line Archive process. See: Running the IRASLine Archive Process
Select whether you want to include the FWL amount in the CPF Line magnetic report and control listing report. If you select No:
The Company Identification section will not display AV7 and AV8 segments.
The CNT 128 segment in the Total Contribution section of the magtape file will not include FWL liability and interest values.
The control listing report will not display FWL amounts for the employees with Work Permit or S Pass permit types.
Select the IRAS Payer ID type that identifies the registration type of an organization for reporting within the IRA8, IR8S, A8A, and A8B reports.
Note: If you have previously selected the Payer ID type as Others, you must manually change to a different type, for the IRAS validation process to validate correctly.
Note: From 2009, employers can use their Unique Entity Number (UEN) to submit employment income through PAT system.
For information on the validations required to process IRAS processes accurately, see: Oracle HRMS Process to Report Employees' Yearly Remuneration, White Paper on My Oracle Support.
You use this window to record the contact information of the authorized person at the IRAS for a legal employer.
To enter additional details
In the Organization window, query the legal entity if it does not already appear there. In the Organization Classifications region, select GRE/Legal Entity, choose Others, and select Legal Entity Additional.
Click Legal Entity IRAS field of the Additional Organization Information window to open the Legal Entity Additional window.
Enter the mail address and the branch or division where you can reach the authorized IRAS person.
Save your work.
You use this window to record the IRAS archive information submitted to the IRAS for a legal employer.
Important: Enter the IRAS Submission Details before you submit the IRAS Amendment Line archive process.
To enter Legal Entity IRAS Submission details
In the Organization window, query the legal entity if it does not already appear there. In the Organization Classifications region, select GRE/Legal Entity, choose Others, and select Legal Entity IRAS Submission Details.
Click Legal Entity IRAS field of the Additional Organization Information window to open the IRAS Submission Details window.
Enter the basis year for which you have submitted. This is the year you are reporting for.
Enter the request id of the original archive process or if any previous amendment details.
Save your work.
You use this window to record multiple CPF Submission numbers for a legal employer.
To enter multiple CPF Submission number
In the Organization window, query the legal entity if it does not already appear. In the Organization Classifications region, select GRE/Legal Entity, choose Others, and select Legal Entity Multiple CPF Submission Number.
Click in the Multiple CPF Submission Number of the Additional Organization Information window to open the Multiple CPF Submission Number window.
Enter multiple CPF Submission numbers for the legal entity.
Save your work.
You enter self-service preference information to define whether documents such as the online payslip is available in either or both online and paper version.
Note: You can also enter this information at the Person or Location level.
See: Person Extra Information Types, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide and Location Extra Information Types, Oracle HRMS Enterprise and Workforce Management Guide
These information levels are arranged in a hierarchy. If you define self-service preferences at the person level, the settings will override any other settings made at the location, business group, or HR organization level. Similarly, if you define self-service preferences at the location level, the settings override any settings at the business group or HR organization level. Settings at the HR organization level will override settings at the business group level.
To enter Self-Service Preference information
In the Organization window, query the Business Group or HR Organization if it does not already appear there.
In the Organization Classifications region, select Business Group or HR Organization, choose Others, and select Self Service Preference.
Click in a field of the Additional Organization Information window to open the Self Service Preference window.
Select the document type for which you want to define preferences.
Australia users: Select payslip, payment summary, or payslip modeler.
If Payslip Modeler functionality is available, you must select the document type as Payslip Modeler.
Select whether you want the document to be available online.
Select whether you want the document to be available on paper.
If you are providing payslips in PDF format:.Select the appropriate localization template. If you do not select the a payslip template, then the web web-based payslip is displayed
Note: Australia, China, India, Hong Kong, Singapore, Korea, and New Zealand users should select the appropriate predefined localization template.
You can append custom data to the generated XML. Specify the custom package and procedure in the XML Code field as : <custom package>.<custom procedure>.
Specify the dates these changes are to take effect.
Note: Template, XML Code and Effective Date fields in Self-Service Preference can be configured at the Business Group, HR Organization, and Location levels.
The application generates either an Oracle Applications Framework (OAF)-based payslip or PDF payslip depending on the values entered in the Template and Effective Date fields. A PDF Payslip is generated when you select the template and enter the effective date on or before the payroll payment date.
For example, consider the effective date of PDF payslip as 01-Jun-2016:
If the payment date is prior to the effective date (31-May-2016), then the application generates an OAF payslip.
If the payment date is later than the effective date (30-Jun-2016), then the application generates a PDF payslip.
If payslip modelling is enabled for your localization, then select the template that you want to use for payslip modeling process to use, if you do not want the application to use the default template.
Select the element set for elements that you want to exclude from selection when you run a payslip modeling process.
Payslip Employer Address – Select either a GRE/Legal Entity Address or an HR Organization Address (default) to display on the payslip.
Note: You can configure this segment only at the Business Group level.
For Canada only – Both the OAF and PDF payslips display the HR Organization as the Employer Address.
Display Payslip GRE Addr From – If you selected GRE/Legal Entity Address for the Payslip Employer Address field, select the effective date after which the GRE address displays on the payslip.
Note: You can configure this segment only at Business Group level.
For Canada: – This field is not applicable.
Specify the Offset Criteria – Select either Payslip View Date or Date Paid to configure the date to be used for displaying Online Payslips. If this field is left blank or if the Payslip View Date is selected then the online payslip will be displayed based on the Payslip View Date that is defined for the payroll period. If Date Paid is selected, then the payslip will be displayed based on the Date Paid of the payroll run.
Note: By default, Payslip View Date – Check Date for any period will be equal to the Payslip offset defined for the payroll. However, if the user manually changes these dates for any period, then the Payslip Offset for that period will be considered as the Payslip View Date – Check Date and not the Offset defined for the Payroll.
If the Payslip View Date or the Payslip Offset is set to null, then all payslips (prior, current and future) will be available to the employee. By default, the Payslip Offset is set to zero when creating the Payroll definition.
Select whether you want to display the rate details section.
Save your work.