A retro adjustment is a change made to a timecard after it has been transferred to other applications.
A worker's ability to make retro adjustments in the self-service timecard is controlled by the Timecard Status Allowing Edits preference. This preference determines whether the worker can edit a timecard by the timecard status and date.
When you have made retro adjustments to a timecard using the Timecard window, use the Submit Requests window to run the Validate for BEE (retro) process before transferring timecards to Batch Element Entry. This process validates the updated rows.
A retro adjustment is a change made to a timecard after it has been transferred to other applications.
A worker's ability to make retro adjustments in the self service timecard is controlled by the Timecard Status Allowing Edits preference. This preference determines whether the worker can edit a timecard by the timecard status and date. The preference has three fields:
Status Allowing Edits, which can have one of the following values:
New_Working_Rejected --Workers can only edit timecards that have not been submitted, or are in a working or rejected status.
Submitted--Workers can edit new, working, and rejected timecards, plus those that have been submitted.
Approvals Initiated--Workers can edit new, working, rejected, and submitted timecards, plus those for which an approval process has been initiated.
Retro--Workers can edit all timecards, including those that have been submitted, approved, and processed. Adjustments made at this point would create a Retro Time Adjustment.
Past Number of Days, which holds the age, in days, of the oldest timecard a worker can edit. Timecards for the period in which this day falls will be editable.
Future Number of Days, which holds the number of days in advance a worker can enter a timecard. For example, if you enter 28, a worker can enter timecards for all periods up to and including the period that contains the 28th day.
Note: A timecard is only editable if it has a status that allows edits AND it is for a timecard period that falls within the date limits set by this preference.
So, a worker can retro adjust a timecard if the worker's Timecard Status Allowing Edits preference is set to Retro and the timecard is for a period that falls within the limit set by the Past Number of Days field of this preference.
Retro adjusted timecards are approved and transferred to other applications in the usual way.
The time and labor data is transferred to element entries as of the date of the timecard, not the date on which the adjustment is made. So, if you adjust a June timecard in August, the transferred entries will be effective in June.
You run the Transfer Time from OTL to BEE process for the retro-adjusted timecards. Timecards belonging to workers with the OTL Rules Evaluation preference set to Yes are transferred to the professional forms Timecard window, not straight to BEE. This process create a retro batch automatically so you are ready to run the Validate for BEE (retro) process. See: Managing Timecard Retro Adjustment.
If you use Oracle Payroll, you can run the Retro Notification process within Oracle Payroll to identify the changes, and then run RetroPay to correct payments.
If you made any changes to the original timecard data within Oracle Projects, you cannot edit the timecard within Oracle Time & Labor. You will receive an error when you try to submit the retro adjusted timecard.
The overall process for managing the creation, validation, and transfer of timecard retro adjustments is as follows. This process only applies to timecards that have been transferred from the professional forms Timecard window to Batch Element Entry or Element Entries.
Note: This process does not make retropay adjustments, which must be handled separately within Payroll.
To manage retro adjustments to timecards
Do one of the following:
In Self Service, correct the timecards that had incorrect data and transfer the data to the Timecard window. A retro batch is created automatically.
Use the Timecard window to correct the timecards, noting the Retro Batch ID number. See: Updating a Timecard for Retro Adjustment
To check the changes you have made, run the Validate for BEE (retro) process. See: Validating Retro Adjusted Timecards
To transfer your changes, run the Transfer to BEE (retro) process. See: Transferring Retro Adjusted Timecards to BEE
If you originally transferred the timecards to Oracle Projects and you have now changed Projects-related data, run the Transfer to Project Accounting (retro) process. See: Transferring Retro Timecard Changes to Oracle Projects Retro
For information about using Batch Element Entry, see: Making Batch Element Entries Using BEE, Oracle HRMS Configuring, Reporting, and System Administration Guide
Use the Timecard window to make retro adjustments to a timecard that you have previously transferred from the Timecard window.
Note: Only timecards that have been previously transferred to Batch Element Entry (BEE), or Element Entries are available for the Retro Adjustment. The batch cannot be in a Hold Status.
To update a timecard for retro adjustment
Query the employee number of the person whose timecard you want to correct, and the period end date for the relevant timecard.
Make the necessary changes to the timecard (such as, adding an additional 2 hours worked, changing a day worked to a vacation day, etc.).
A dialog appears indicating an update is in process.
Update the Total Hours field to reflect the changes you have made.
Save the changes.
Note the Retro Batch ID number in the Additional Information block for the line item(s) changed.
Only one Retro Batch ID is created even if you make multiple changes to the timecard. Use this batch number when you validate the timecard and transfer the timecard to Batch Element Entry, and Element Entries.
When you have made retro adjustments to a timecard using the Timecard window, use the Submit Requests window to run the Validate for BEE (retro) process before transferring timecards to Batch Element Entry. This process validates the updated rows only.
To validate retro timecards
Select Single Request and choose OK.
Select Validate for BEE (retro) in the Request Name field.
In the Parameters window, select the Starting Batch Name. This is the retro batch that you wish to validate.
Optionally, select the Ending Batch name. Use this option to validate multiple retro batches (named sequentially) within one job.
Optionally, select the Batch Reference.
Enter a Merge Batch Name to merge the batch of timecards this process produces into consolidated batches.
Note: Set the HXT: Merge Batch Timecards profile option to Yes to enable the merging of timecards into single batches.
Optionally select a Payroll to limit the process to timecards belonging to employees attached to this payroll.
If you select a Payroll value, then select a Time Period to limit the process to timecards belonging to the selected Payroll Time period.
Choose OK then Submit Request to start the Retro Validation.
Use the Submit Requests window to run the Transfer to BEE (retro) process after you have entered and validated retro adjustments. This process only applies to timecards that you previously transferred from the Timecard window to Batch Element Entry or Element Entries.
To transfer timecards
Select Single Request and choose OK.
In the Request Name field, select Transfer to BEE (retro).
In the Parameters window, enter the Process Date, which is the Period End Date for the batch of timecards being transferred.
Select the Starting Batch Name for the retro batch that you wish to transfer.
Optionally enter the Ending Batch Name for the retro batch you wish to transfer.
Optionally, select the Batch Reference.
Optionally select a Payroll to limit the process to timecards belonging to employees attached to this payroll.
If you select a Payroll value, then select a Time Period to limit the process to timecards belonging to the selected Payroll Time period.
Choose OK to close the Parameters window.
Choose Submit Request to start the transfer process.
This process looks for any summary timecard records that have changed project related information (such as project, task, expenditure type, number of hours, and hours type). The process then determines the difference between the original record, and the current record, and sends the necessary transactions to Oracle Projects. This process only applies to timecards you have previously transferred from the professional forms Timecard window to Oracle Projects.
You run the Transfer to Project Accounting (retro) process after you make retro adjustments using the Timecard window, and after the Validated for BEE (retro) and Transfer to Bee (retro) processes have been completed. Use the Submit Requests window.
To transfer Retro Timecard changes to Oracle Projects (retro)
Select Single Request and choose OK.
In the Request Name field, select Transfer to Project Accounting (retro).
Select the Operating Unit from the list of values to change the default operating unit. By default, the application is set to use the current value of the operating unit attached to your responsibility. This is mandatory field and cannot be left blank.
Enter the Payroll Name and Time Period.
Choose OK and choose Submit Request.
The Transfer to Project Accounting (retro) process transfers the necessary Project information to the Projects Interface Table.