Using Oracle HRMS you can define payment methods for your enterprise and define any rules for validating or processing the distribution of pay.
You provide for payment and distribution by defining payment methods for your enterprise and then specifying which of these organizational payment methods are valid for the payrolls that you create. This enables you to set up a flexible pattern of payment in which you can pay individual employees by a single payment method, or by a combination of valid payment methods.
To enable you to set up payment and distributions correctly, you need to understand these key concepts:
See: Reports and Processes in Oracle HRMS, Oracle HRMS Configuring, Reporting, and System Administration Guide
You can use Oracle Payroll to calculate the payments and distributions for all your employees
Yes. Oracle Payroll is fully integrated with Oracle Cash Management. This enables you to use Oracle Cash Management to verify that payments have been cashed. Reconciliation can be applied to payroll checks/cheques and third party checks/cheques. You can identify which checks/cheques have been cleared and the date on which they were cleared. You can also view a reconciliation report which shows if voided checks/cheques appear to have been cashed.
Yes--you can set up different pay frequencies, for example weekly or monthly, so that you can pay different sets of employees at different intervals. Each payroll can only have a single pay frequency and you must set up at least one payroll for each pay frequency that you define.
Multiple payrolls in a Business Group
Note: Semi-monthly is not a valid frequency for UK payroll users.
You can assign people to any work structure such as an employment category or a particular location. You can also define a special grouping for your organization. For example, you can create a group to indicate membership of a union.
Yes. If the Multiple Assignment Prepayments has been enabled for your localization, you will see the Multiple Assignment check box on the Payroll window. The process is activated by selecting the Multiple Assignment check box.
You can define a payroll to include different types of payment method - for example, payment by bank transfer, payment by check/cheque, and so on. When you process the payroll you can then pay the set of employees for that payroll in any of the following ways:
All employees receive payment by a single default payment method for their payroll.
Employees receive payment by a combination of the payment methods that you have defined for their payroll.
Individual employees receive payment that can be distributed between the defined payment methods in proportions different from those applying to other employees belonging to the same payroll.
Yes, you can model your payslip, if the Payslip Modeling functionality is enabled for your localization. Contact your system administrator to check if it is available for your localization.
Employees and payroll administrators can model a paycheck/payslip by running a mock payroll run.
You can define as many payment methods as you require for your enterprise. When you create a payroll, you can select which of these methods are valid for employees assigned to that payroll. You select one method as the default method for the payroll. To choose the payment methods for an individual employee, use the Personal Payment Method window. If you do not enter any personal payment methods, the employee is paid by the default method for the payroll.
Any payment method that you define must belong to one of the payment method types that your enterprise supports. The most common payment method types are:
Direct Deposit
Check/Cheque
Cash
Your particular enterprise may support a different range of types. Additionally, there can be local variations within each type. For example, the direct deposit type is NACHA in the U.S., BACS in the U.K. and BECS in Australia.
However, in all enterprises you can define multiple payment methods for the same payment method type.
You can also define payment methods for third party payments, such as court-ordered wage attachments. Third party payments are always made by cheque/check, so methods for these payments must have the type Cheque (Check).
A valid payment method is a payment method that:
Belongs to one of the payment method types approved in your enterprise
For example, payments by cash are not allowed in some enterprises.
Is an accepted local variation for your enterprise
For example, U.S. direct deposit payments can be made only by NACHA transfer and not by BACS
When you define a payment method, always include the required information for the payment method type:
Payment Method Type | Required Information |
---|---|
Check/Cheque | Source bank account name and number. The source account is the account from which your enterprise makes the payment. The payee account details are only known to the payee. You do not record them in Oracle Payroll. |
Direct Deposit | Source and destination account details. The destination account is the payee account. Because payments transfer directly to a named account, Oracle Payroll can make direct deposits only if you supply source and destination account details. |
Cash | Coinage analysis. If your enterprise makes cash payments, you use the coinage analysis to specify the denominations of notes and coins in which employees receive payment. |
Each employee must have at least one valid payment method, but you can also use multiple payment methods for an individual employee.
When you pay employees from separate source accounts, each source account must have a separate payment method. You cannot share a payment method across several different source bank accounts. However, you can create multiple payment methods for the same source bank account.
Observe these guidelines when defining your payment methods:
Each payroll must have at least one valid payment method.
Each payroll must have a default payment method.
Each employee must have at least one valid payment method.
Each source account must have at least one valid payment method.
Your sequence for defining payment methods and attaching them to a payroll is:
Define your organizational payment methods.
Link your organizational payment methods to a payroll.
See: Defining a Payroll, Oracle HRMS Payroll Processing Management Guide
Oracle Cash Management manages and controls the enterprise cash cycle. The Cash Management auto reconciliation matches Oracle Payroll against bank statement lines if the transaction meets the following criteria:
The Oracle Payroll payment number matches the statement line payment number.
The Oracle Payroll payment amount matches the statement line payment amount.
Cash Management accesses a view of payments generated by Oracle Payroll and compares it against the information on the bank statement. This process generates error messages on mismatched transactions.
Each time a new payment method is created, the bank details transfer to Oracle Accounts Payable. When defining a payment method, you must enter the GL Cash Account field to work with Cash Management.
Important: Because payment method details are passed to Accounts Payable from Payroll, it is important to ensure that you are entering this information correctly. If you inadvertently enter incorrect details, you could end up with reconciliation issues later.
Cash Management is available only for the Payroll payment methods of checks/cheques and electronic fund transfers (such as NACHA in the U.S, Direct Deposit in India).
For information on the payment methods and the reconciliation functions for the different localizations, see Setting Up Integration of Cash Management with Oracle Payroll for EFT Reconciliation
Important: If you want to use Cash Management fully, you must install Oracle Accounts Payable and Oracle Accounts Receivable due to the interdependency of the products. All accounting functions take place in Accounts Payable and Accounts Receivable, and Cash Management provides the engine for reconciliation and forecast.
The Payslip Modeler enables employees and payroll administrators to model a paycheck/payslip by running a mock payroll run.
Employees can use this feature to make decisions regarding various benefit options and savings using the estimates. They can check their estimated take-home pay based on an upcoming bonus or tax refunds.
Payroll administrators can use this feature to answer employee queries or to perform what-if analysis.
The terms Payslip Modeler/Paycheck Modeler refer to the same functionality. The application displays these terms depending on your localization.
The Payslip Modeler feature is enabled by default for these localizations:
Australia
India
Canada
Mexico
US
South Africa
UK
Contact your system administrator to check if this feature is available for your localization.
For more information, see Using Payslip Modeler, Oracle Self Service Human Resources Deploy Self-Service Capability Guide
See: Setting up Payslip Modeler
For setup steps to integrate Cash Management with Oracle Payroll, see the Oracle Cash Management User Guide.
Additional Steps to reconcile EFT payments for the legislations:
Oracle HRMS provides a reconciliation function that is predefined in the RECONCILIATION_FUNCTION column of the PAY_PAYMENT TYPES table. This function retrieves your Unique Identifier for the bank statements.
To specify your own Unique Identifier:
Add the following data to the lookup PAYMENT_TRX_CONC_IDENTS
Code: <Your Payment Method>
Meaning: <Your Unique Identifier>
Enabled: Y
Create your reconciliation function.
The function must have the following as input parameters. In addition, the output from this function should be of varchar2 type.
p_effective_date DATE p_identifier_name VARCHAR2 p_payroll_action_id NUMBER p_payment_type_id NUMBER p_org_payment_method_id NUMBER p_personal_payment_method_id NUMBER p_assignment_action_id NUMBER p_pre_payment_id NUMBER p_delimiter_string VARCHAR2
You can use the sample code to write the function:
FUNCTION function_name (p_effective_date IN DATE, p_identifier_name IN VARCHAR2, p_payroll_action_id IN NUMBER, p_payment_type_id IN NUMBER, p_org_payment_method_id IN NUMBER, p_personal_payment_method_id IN NUMBER, p_assignment_action_id IN NUMBER, p_pre_payment_id IN NUMBER, p_delimiter_string IN VARCHAR2) RETURN VARCHAR2 IS BEGIN IF UPPER(p_identifier_name) = 'TRANSACTION_DATE' THEN
Write the code to get the transaction date. Return the transaction date in the yyyy/mm/dd format.
ELSIF UPPER (p_identifier_name) = 'TRANSACTION_GROUP' THEN Return a unique number that identifies the Payroll Batch for EFT Payments e.g payroll_action_id; ELSIF UPPER (p_identifier_name) = 'CONCATENATED_IDENTIFIERS' THEN IF l_bat_desc IS NULL THEN l_return_value := l_acc_num; ELSE l_return_value := l_acc_num||p_delimiter_string||l_bat_desc; END IF;
Write the code to fetch user specific unique identifiers.
Return the unique identifiers concatenated with p_delimiter_string eg: acc_num||p_delimiter_string||l_bat_desc END IF; RETURN value; END;
Use the HRMS Manager responsibility and navigate to the Further Payment Method Info flexfield (Payroll > Payment Methods > Others). Specify the new function name in the Reconciliation Function segment of the flexfield.
Localization | Payment Type Name | Payment Method | Reconciliation Function |
---|---|---|---|
Australia | Direct Entry | Australian Direct Entry payment type | NA |
Canada | Canadian Direct Deposit | CA Direct Deposit Method | NA |
China | Direct Deposit | Direct Deposit Payment Method (Seeded) | NA |
Hong Kong | Autopay | Hong Kong Autopay | NA |
India | India Direct Deposit | Payment Method for Direct Deposit | pay_in_trx_identifiers.batch_transaction_identifiers |
Ireland | SEPA | SEPA Payment | pay_ie_payfile_sepa.f_get_sepa_recon_data |
PayPath | Ireland PayPath Method (PayPath) | pay_ie_paypath_tape.f_get_paypath_recon_dataJapan | |
Japan | JA_Salary | Japan, Direct Deposit Account | NA |
Korea | KR Direct Deposit | Direct Deposit to the Bank | NA |
Kuwait | KW Direct Deposit KWD | KW Payment Method Type for Electronic File Transfer | pay_kw_tran_identifiers.get_eft_recon_data |
Saudi Arabia | SA Direct Deposit SAR | Payment Method Type for Electronic File Transfer | pay_sa_tran_identifiers.get_eft_recon_data |
Singapore | Direct Deposit | Singapore Direct Deposit | NA |
South Africa | ACB | All types of ACB transfers (ACB) | pay_za_eft_reconciliation.get_eft_recon_data |
UAE | AE Direct Deposit AED | AE EFT Payments | pay_ae_tran_identifiers.get_eft_recon_data |
UK | BACS Tape | All types of BACS transfer (BACS Tape) | pay_gb_bacs_tape.f_get_eft_recon_dataUS |
US | NACHA | NACHA | pay_us_nacha_tape.f_get_batch_transact_ident |
Use the Organizational Payment Method window to define payment methods for your enterprise.
From this window, you:
Supply the name and starting date of your payment method.
Enter the details of the source bank account from which your enterprise makes the payment.
Specify the General Ledger (GL) accounts that hold reconciliation and error details for the payment method.
Handle costing for the payment method. For example, you can specify whether to transfer the costs to GL and whether costing applies to cleared payments only, uncleared payments only, or a combination of cleared and uncleared payments.
Confirm that your source bank account in Oracle Payroll is the same bank account that Oracle Cash Management uses to clear your payments. This confirmation assures you that you are operating with a single consistent bank account rather than with duplicate accounts that introduce accounting errors.
To define a payment method
Supply a name and start date for your payment method
Set your effective date so that it reflects the date when you want to begin using this payment method.
Enter a name for the payment method, and select the payment method type.
For a third-party payment method, always select the type Check/Cheque. The default currency for your business group appears automatically.
If an alternative currency exists for your payment method, select it.
If your payment method controls payments to a third party such as a benefits carrier or garnishment receiver, check the Third Party Payment box.
Enter the source bank details for your payment method
Navigate to the Source Bank tab. The Country for your source bank account appears automatically.
Enter the Bank Details field to open the Bank Details window. Enter information about the account from which your enterprise intends to make payments.
If you are using Cash Management, include the following information:
Account Name
Account Type
Account Number
Bank Name: If this already exists, enter the name exactly as it appears in Accounts Payable.
Bank Branch: If this already exists, enter the name exactly as it appears in Accounts Payable.
Italy Users: You can enter the Bank Name, Bank Location, Account Number, and Account Name. The IBAN Account displays by default.
Ensure that you enter any additional bank details that are specific to your enterprise. For example, bank details for U.S. payment methods always require a transit code. The transit code, or transit routing number is the nine-digit number that identifies the financial institution. If the transit code is incorrect, the funds will not be posted to the account.
South Africa Users: Enter the account holder's name and indicate whether the account holder relationship is joint, own, or third party.
Belgium, Denmark, Finland, France, Germany, Hungary, Ireland, the Netherlands, Norway, Poland, Russia, Spain, and Sweden users: Enter the Bank Identifier Code (BIC) and International Bank Account Number (IBAN) in the Bank Identifier Code and the IBAN Number fields, respectively. Note that you must enter at least one of the account numbers, that is, either the International Bank Account Number (IBAN) or the Account Number. If you enter the Account Number, then the Bank Code and Branch Code fields are mandatory.
Warning: Always review the account setup for Oracle Accounts Payable before you define the account in Oracle Payroll. The details for your Payroll account must exactly match the account details in Accounts Payable. Otherwise, Accounts Payable creates an extra account with marginally different details. This duplicate account introduces errors when you reconcile payments between Payroll and Accounts Payable.
Specify what type of payments to cost for this payment method
Navigate to the Costing tab. Each check box indicates a particular type of payment. Check the boxes for each type of payment that you want to cost. When you subsequently run the Costing of Payment process, it costs each type of payment as you have indicated. The entries that you make for an individual check box can imply automatic checking of related boxes. Your choices are:
Cost Payment: Check this box to specify that you want to cost only uncleared payments for this payment method.
Cost Cleared Payment: Check this box to specify that you want to cost only cleared payments for this payment method. If you check this box, the Cost Payment box is also checked by default.
Cost Cleared Voided Payment only: Check this box to specify that you want to cost any voided payments that have also been cleared by Oracle Cash Management. If you check this box, the Cost Payment and Cost Cleared Payment boxes are also checked by default.
Exclude External/Manual Payment: Check this box to exclude any external/manual payments from costing. This exclusion is useful if you are using this payment method as a dummy payment method to cancel a previous payment, or if you are making a payment by cash. If you check this box, the Cost Payment box is also checked by default.
Transfer to GL: Check this box to specify that costed payments should transfer to General Ledger. If you check this box, the Cost Payment box is also checked by default.
Specify the GL accounts for this payment method
Navigate to the General Ledger tab.
Select Ledger to indicate the ledger to use if you intend to reconcile payments using Oracle Cash Management.
Select the GL Control Account.
Select GL Cash Account to indicate which cash account to use for the reconciliation of payments.
The entry for Description appears automatically by default, depending on what you enter in the GL Cash Account details.
Select the Cash Clearing Account.
Select the Error Account.
The error account is a general ledger account that acts as a temporary account until the error is discovered or the unknown transaction is identified. This error account holds all of the discrepancies until you find them. You use this account when the proper account cannot be determined at the time the transaction is recorded.
When you first specify the GL accounts for a bank account, these then become the default GL accounts for any other payment methods that use the same bank account. The defaults apply for all new payment methods using the bank account. They also apply retrospectively for any existing payment methods that were already using the same account. However, you can override these defaults by entering your preferred GL accounts on the General Ledger tab.
At this point, check that your Payroll setup and Cash Management setup are fully integrated.
Confirm that you can reconcile payments in Cash Management
Navigate to the Cash Management tab. You cannot change the information on this tab, but you can confirm that your GL accounts are correct.
To confirm that Oracle Cash Management is operating with the same source bank account that you are using in Oracle Payroll, view the check box. If the box is checked, then Oracle Cash Management holds the bank account for this payment method, and you can reconcile payments knowing that you are using an identical account in Payroll, and in Cash Management.
However, if the box is not checked, this indicates that Oracle Cash Management does not hold the details for your Payroll account. This may indicate that duplicate accounts exist and you should exercise caution when you reconcile your payments.
Map the Payee organization to make third party payments
Click the Payees button.
The Payees button is enabled only when the following conditions are met:
The Third Party Prepayments functionality has been enabled for your legislation.
The profile option PAY: Use Third Party PrePayments Rollup is set to Yes using the System Profile Values window for all Payment Methods with Third Party Payment check box selected. See User Profiles, Oracle HRMS Configuring, Reporting, and System Administration Guide for more information.
In the Payee Organization window, enter any number of Third Party Payee Organization with different bank account details.
You can specify the payment period on which the payment becomes eligible to be paid, in Payment Period field, thus deferring the payments from each period until the payments are paid.
When you enter an organization with multiple bank accounts, enter the Overriding Balance to distinguish the amounts to be paid into each account.
Enter further information for the payment method
Enter further information to determine how to process this payment method. Click in the Further Information field to see the range of further information for your enterprise.
For Japan users only: Enter the company code and company name. Select the delimiter type for the Direct Deposit file.
For Norway users only: Enter values for the following fields to define the payment method level. (The same payment type supports the ISO20022 and older Telepay process).
Field | Description |
---|---|
Initiating Party Name | Enter the name of the known party. |
Sender ID | Enter the initiating party ID. This unique organization identification is assigned by an institution using an identification scheme. Typically, this is the customer-ID in the debtor bank based on the Brønnøysundregistrene and their Central Coordinating Register of Legal Entities, or other identification arranged with the bank. |
Scheme Name | Enter the code for the identification scheme as published in an external list. The options are BANK and CUST:
|
Batch Booking | Indicate whether [the requestor] has requested a single entry per individual transaction or a batch entry for the sum of the amounts of all transactions within the group of a message. The options are:
Note: The Yes and No values are reflected in XML as true and false. |
Service Level Code | The service level code specifies a pre-agreed upon service or level of service between the parties as published in an external service level code list. Select one of the following options:
|
Payment File Format | This field indicates which supported payment file format and process are in use. The supported processes are Telepay and ISO 20022.
|
Payment Identification ID | The payment identification ID is a reference assigned by a sending party to identify the payment information block within a message. |
Payment Method | Select one of the following values to specify the payment type to use for transferring the funds:
|
Debtor Name | Enter the name of the debtor party. |
Debtor ID | The debtor ID is a unique identifier assigned to a debtor organization by an institution using an identification scheme. |
Oracle HRMS enables you to view the online statement of earnings (SOE). To enable the correct display of values on your statement of earnings, you must complete each of these setup steps.
To set up the global statement of earnings:
Create a user category through the lookup SOE_USER_CATEGORY.
See: Creating User Types and Statuses, Oracle HRMS Enterprise and Workforce Management Guide
Set the value of the user category that you created as the profile value for the profile PAY: Statement of Earnings User Category.
See: User Profiles, Oracle HRMS Configuring, Reporting, and System Administration Guide
Add the predefined element sets for your earnings and deductions to the SOE Information EIT at the business group level.
For Canadian and US users only: SOE Information functionality is not available for Canadian and US legislations.
Swedish users only: Ensure that you have enabled your elements to display a code. You do this at the business group level by entering Extra Element Details for each element. When you select the EIT, you can make a further selection of Element Name, and specify a code for your selected element. This ensures that your SOE displays the element code in the earnings, deductions, and information regions.
See: Business Group: Entering SOE Information, Oracle HRMS Enterprise and Workforce Management Guide
Create an element set containing all the elements that you want to see displayed in the information region of the SOE.
For South Africa only: The Information region has been renamed to Fringe Benefits and Other Non Payments region. You use the predefined ZA SOE Fringe Benefits and Other Non Payments element set to display information in that region. You enter this element set in the Elements 3 field when you define your SOE Information at business group level.
The South African localization does not use balance attribution.
Users should now restart the Apache server as instructed in the final step.
Complete the SOE Detail Information EIT by adding the elements in your element set, and the SOE display balances to the EIT at the business group level.
See: Business Group: Entering SOE Detail Information, Oracle HRMS Enterprise and Workforce Management Guide
Link the predefined SOE balance attribute to your business group. The attribute name is likely to have a leading localization code followed by the stem _SOE_BALANCE_ATTRIBUTES.
Define the attributes for your SOE balances.
Restart the Apache server and then check the SOE to ensure that the SOE displays the requirements that you selected.
You use this process to determine how your statements of earnings are displayed. You have a choice of the forms-based SOE, or the global SOE which is framework-based and readily customizable. You can either:
Enable the global SOE if you want to override the forms-based default
Disable the global SOE if you prefer to continue using the old forms-based format.
You run the Enable or Disable Global SOE process from the Submit Request window.
To run the Enable or Disable Global SOE:
Select the Enable or Disable Global SOE process in the name field.
Enter whether you want to Disable or Enable the Global SOE in the parameters window.
Click OK and choose the Submit button.
Oracle Payroll enables you to view an employee's statement of earnings (pay advice) without having to run the Pay Advice report.
You do this using the Statement of Earnings window.
There are various ways to access statement of earnings information. The information displayed may vary depending on whether you have run the PrePayments process or just a payroll run.
The information displayed in the Statement of Earnings window reflects the information in the printed pay advice.
The payroll run generates four types of Statement of Earnings (SOE):
Primary Assignment Action SOE for each employee and shows aggregate Year to Date balances
Regular Payroll Run SOE for each employee and shows Period to Date and Year to Date balances
Separate Check SOE only if employee has an element with Separate Check input value set to Yes
Tax Separate Run SOE if employee has an elements with any of the following input values:
Separate Check set to Yes
Tax Separately set to Yes
Deduction Processing is set to other then All
Canada only: The Payroll Run SOE displays the primary assignment action for the main record and multiple records for second and third layer run types.
If you are processing Multiple Assignment Payments, then the PrePayment Statement of Earnings displays consolidated earnings and deductions information. The header information displayed on the Statement of Earnings is obtained from the primary assignment; however, if this assignment is not processed, then the header information is taken from the first assignment processed in the PrePayment process.
To view the last payroll with PrePayments run against it
Perform one of the following:
Select View and select Statement of Earnings.
From the Assignment window, choose Others and select Statement of Earnings.
Choose the Statement of Earnings window in Fastpath.
To view the most recently run QuickPay results
From the Assignment window, choose Others and select QuickPay.
Choose View Results, and select Statement of Earnings from the View Results window.
To view the statement of earnings information without running PrePayments
See Viewing Assignment Process Results for an Assignment or Viewing Assignment Process Results for a Payroll Assignment.
You need to identify any additional information you want to appear on your payslips using payslip balances and elements. Once you have identified the information to archive and display, run your regular payment and archive processes and generate your payslip for printing or viewing online.
To set up your payslip
Select the payslip balances and elements to be included in your payslips.
See: Entering Payslip Information, Oracle HRMS Enterprise and Workforce Management Guide
For UK, Netherlands, and South Africa: Enter the information balances and elements through the following:
See: Identifying Balances for the Payslip, Oracle HRMS Enterprise and Workforce Management Guide and Identifying Elements for the Payslip, Oracle HRMS Enterprise and Workforce Management Guide
For Ireland: Enter the balances and elements information in the SOE Balances and SOE Elements windows.
See: Selecting SOE Balances, Oracle HRMS for Ireland Supplement and Selecting SOE Elements, Oracle HRMS for Ireland Supplement
For online payslips, enter self-service preference information to indicate how you want to view them. You can specify these settings at the organization, location, and person levels.
See: Entering Self-Service Preference Information, Oracle HRMS Enterprise and Workforce Management Guide, Location Extra Information Types, Oracle HRMS Enterprise and Workforce Management Guide, and Person Extra Information Types, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide
Configure your online payslip to view through Oracle Self-Service.
See: Online Payslip, Oracle Self-Service Human Resources Deploy Self-Service Capability Guide
US, Canada, Mexico, and UAE only: Oracle Payroll uses an RTF template to produce the online payslip through XML Publisher. You can use the default template or create your own.
See: Oracle XML Publisher Administration and Developer's Guide and Oracle XML Publisher Report Designer's Guide.
For Ireland: To include the regular payment date of the payroll period in your online payslip, set the Visible property of the Regular Payment Date field to Yes.
US, Canada, Mexico, and UAE only: Oracle Payroll provides the ability to customize the content of your employee payslips to suit your business needs. Prior to making any changes, however, you should review the default content to best determine what changes you require. See: Payslip Region Information, Oracle HRMS Payroll Processing Management Guide (Mexico)
To change balances or include additional balances on the payslip:
From the Total Compensation menu, select Basic and then Balance.
Query for the element whose balance you want to add, and click Attribute.
Click on a new row under Attribute, and choose the attribute you want to display from the list of values. This represents where the current balance will appear on the payslip.
Choose a dimension from the list of values.
To delete an entry, select the row and click Delete.
Save your changes.
Note: These changes do not take effect on the payslip until you rerun the Payroll Archiver Process for the affected payroll period.
Generating the Payslip
You must have completed the payroll runs, prepayments, and payment processes prior to generating the payslip.
Run the archive process to gather the latest payroll information.
You can view the payslip online through Self-Service.
Print your payslips in the usual way. Users in the Netherlands and China, run the payslip report to produce a formatted report ready for printing and sending out to your employees.
See: Printing the Payslip
US and Canada only: Oracle Payroll provides the flexibility to choose the way annual salary is calculated and reported on the Online Payslip (both HTML and PDF). This flexibility is available through the HR: Base Annual Salary Display on Standard Work Conditions profile option.
See: Defining the Profile Option for Pay Annualization, Oracle HRMS Payroll Processing Management Guide (US)
You run the payslip archive process to extract and gather relevant information to appear on your employees' payslips. The archiver accesses the payslip information for the dates you select and copies the information across to storage archive tables, where it is picked up and converted into a format for printing and distributing to employees or for viewing online through the self service application.
Run this process after each payroll period to enable Self-Service. You must complete the payroll runs, prepayments, and payment processes before you can run the payslip archive process.
Netherlands, US, and Mexico only: If you are producing paper reports, use this process to view your current payslip.
Run the payslip archiver from the Submit Request window.
To run the payslip archiver
Select your country's payslip archive process in the Name field.
China and Netherlands: Select the Payslip Archiver.
India: Select the Payroll Reports Archive (India).
Ireland: Select the IE Legislative Reports Generator. See: Running the Legislative Reports Generator, Oracle HRMS for Ireland Supplement
Mexico: Select the Payroll Archiver. See: Managing the Payroll Archiver, Oracle HRMS Payroll Processing Management Guide (Mexico)
South Africa: See: Pay Advice Generation - Self Service (South Africa), Oracle HRMS for South Africa Supplement
UK: See: Payslip Generation Self-Service, Oracle HRMS Payroll Processing Management Guide (UK)
US and Canada Payroll: If required, you can set the PAY:Show Payslip with Zero Net Pay profile option to archive the payroll data and generate payslips for those employees receiving a net pay amount of zero.
For US, see: Managing the Payroll Archive, Oracle HRMS Payroll Processing Management Guide (US)
For Canada, see: Running the Canadian Payroll Archiver, Oracle HRMS Payroll Processing Management Guide (Canada)
In the Parameters window, select a payroll name and consolidation set. This selects the employees for whom you want to run the report. When you select a payroll, the default consolidation set is displayed.
Enter the start and end dates for the period of time you want the information extracted. You typically run this process for the same dates you ran your payroll.
India: Select whether you want to mail individual payslip or view consolidated payslips in the Generate Payslip field.
Choose Submit.
After running the Payroll Archiver, you can use the Payroll Actions Not Processed report to see what employees (and corresponding payroll processes) were not archived but did fall within the report's parameters.
Run this report before you run the Pay Advice report. It shows printer alignment details for your sample pay advice.
You run the Pay Advice Alignment report from the Submit Requests window.
To run the Pay Advice Alignment report
In the Name field, select the report name.
Choose the Submit button.
Run this report when you want to see payments totalled by payment method type and organizational payment method for a specified payroll and payroll period. Account details for each organizational payment method are also listed.
You run the report in the Submit Requests window.
To run the Payments Summary Report
In the Name field, select the report name. Then enter the Parameters field to open the Parameters window.
Select the payroll and payroll period for which you want to see the information.
If you want to restrict the information by consolidation set, select the name of the set.
Choose the Submit button.
Run this report to generate pay advice for all employees for a specified payroll and period. This is a sample report which you can customize. You run it after completing the Pre-payments process for a payroll. To check printing alignment before generating pay advice run the Pay Advice Alignment report.
You run the Pay Advice report from the Submit Requests window.
To run the Pay Advice report
In the Name field, select the report name. Then enter the Parameters field to open the Parameters window.
Select the payroll for which you want to generate pay advices.
Enter the period for which you want to generate pay advices and the date on which you want to generate them.
Do one of the following:
If you want to generate pay advices for all employee assignments, leave the Assignment Number field blank.
If you want to generate a single pay advice for an employee assignment, enter the employee assignment number.
Select the sort orders 1 to 6 for employees whose mailing address is set to Office/Blank.
Note: Use the people group flexfields to capture or configure office address details.
Choose the Submit button.
Note: You can also view this report from the Assignment Process Results window, where you select an individual assignment and the process you want to view the report for.
Before you can use the Payslip Modeler, you must ensure to set up the following:
Set the profile option HR: Enable Payroll Simulation to Yes to use this module. If the profile option is set to No, you cannot use the Payslip Modeler.
See: User Profiles, Oracle Human Resources Management Systems Configuring, Reporting, and System Administration Guide
Set the profile option HR: Enable Multiple Assignments for Payroll Simulation to Yes to select the secondary assignment when there are multiple assignments. If set to No, then you can run the payslip modeler process on the primary assignment only.
See: User Profiles, Oracle Human Resources Management Systems Configuring, Reporting, and System Administration Guide
Enable or disable the payslip modeler at the Payroll level by specifying Yes in the Enable Simulation field. You cannot run a payroll run and payslip modeling simultaneously. If the Payslip Modeler is enabled, then you can set the locking period, which is the number of days before and after the specified date when the payslip modeler is enabled to make the changes. This restricts users from making updates to payroll information while modeling their payslip during a mock payroll run during the specified period.
See: Defining Payroll
Specify the document type as Payslip Modeler in the Self-Service Preference window at the business group level or the organization level.
See: Entering Self Service Preference Information, Oracle HRMS Enterprise and Workforce Management Guide
Create an element set and include the elements that you want to exclude from being processed in the modeling process. Specify the element set in the Modeler Exclusion Element Set field in the Self-Service Preference window at the business group level or the organization level. This skips the elements within the element set from being processed while running a modeling process.
Specify the Payroll Simulator Template in the Self Service Preference window at the business group level or organization level. If no template is specified, then the application uses the default template to generate the model payslip.
The following table lists the predefined templates that are available for different localizations.
Localization | Predefined Template | Technical Name |
---|---|---|
Australia | AU Payroll Simulator Template | PAYAUPSSM |
India | IN Payroll Simulator Template | PAYINPSSM |
Canada | CA Payroll Simulator Template | PAYCAPSSM |
Mexico | MX Payroll Simulator Template | PAYMXPSSM |
US | US Payroll Simulator Template | PAYUSPSSM |
UK | UK Payslip Template | PAYGBPSSM |
South Africa | ZA Simulated Payslip Template | PAYZAPSSM |
Note: You can also create your own template associated with the Data Definition PAY<LEG_CODE>SIMPAYSLIP
.
See: Entering Self Service Preference Information, Oracle HRMS Enterprise and Workforce Management Guide
To enable an element to be available for payslip modeling, query the element and select Yes in the Enable Simulation field in the Element Extra Information window. You can enter input values for this element required for simulation in the Element Description window.
Important: Only user enterable input values are available for Payslip modeling.
If the Multiple Entries check box is enabled for an element, then you cannot use this element for payslip modeling. Instead, create a copy of the base element, enter input values, attach the appropriate formulas and balances as the base element and then use this element for payslip modeling. Ensure that this new element is not used for payroll run.
It is necessary to create a new element for the corresponding Multiple Entries Allowed element and set up the new element as Yes for Enable Simulation. Ensure to specify the previously created element as Original Element under Simulation Details for the new element. Enter input values, attach the appropriate formulas and balances to the new element. This is to ensure that Simulation ignores the Original element entries in Simulation run and uses only new element entry.
Example to Understand the Restrictions on Multiple Entries Allowed Enabled Elements
You cannot select Yes for the Multiple Entries Allowed enabled elements. This is an expected behavior of Paycheck/Payslip Modeling.
For example, consider an employee with an Overtime element. This element entry is added on the days when an employee works overtime. In a month, if the employee does overtime for 10 days, then this element entry gets added 10 times. If the employee wants to model a paycheck and view the net take home after working overtime for 10 days or more, then it will not be practical to add 10 entries for 10 days in the Paycheck Modeling page. Instead, the employee can add the total overtime hours. Therefore, you can use an element that indicates the total overtime hours for the pay period instead of each day. If there are already some Overtime entries added to the employee in the application for the current period, then it is necessary to suppress these entries when the employee tries to model overtime hours so that Paycheck Modeling/Simulation gives desired results depending on the inputs.
To handle this scenario, the Overtime element (the elements with Multiple Entries Allowed) is not allowed to be directly enabled for simulation. Instead, it is necessary to create a new element to support simulation.
The element created for simulation can have validations to the input values. Specify any rules or validations on the maximum number of hours that can be entered, for example, overtime entries can accept a maximum of 5 hours per day, then these can be relaxed in the new element to suit the requirement of simulation so that 50 hours can be entered for the complete month in a single entry.
For the new element, it is necessary to specify the existing Overtime element as the Original Element in the Simulation Details. This will ensure that whenever the employee tries to model overtime hours using the new element, then any existing overtime element entries are ignored during Paycheck Modeling/Simulation.
See: Defining Elements, Oracle HRMS Compensation and Benefits Management Guide
Note: There is a restriction for the predefined elements being used for payslip modeling. For predefined elements, if you set up the details in one business group, then these details will be accessible to other business groups. For example, it is not possible to enable Input Value A for one business group and Input Value B for another business group for the predefined element Regular Salary. This limitation occurs for predefined elements applicable to all localizations. Therefore, if there are multiple business groups, then you must define a single structure for the predefined elements.
If there are custom elements, then the custom elements are accessible only for that business group.