Organization Structures

Organization Management

Key Concepts for Representing Enterprises

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 that 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

Business Group

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.

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. An operating company is a holding company, a company within a company.

Ultimate Legal Entity

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.

Legal Entity/Employer

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.

Consolidated Legal Entity

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

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

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.

US Legislation

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.

UK Legislation

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.

Canadian Legislation

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.

French Legislation

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.

Dutch Legislation

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.

German Legislation

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.

Hong Kong Legislation

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.

Mexico Legislation

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.

Saudi Legislation

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.

Hungary Legislation

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.

Spanish Legislation

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.

Korea Legislation

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).

Indian Legislation

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.

Polish Legislation

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.

Norwegian Legislation

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.

Finnish Legislation

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.

Danish Legislation

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.

Swedish Legislation

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.

South African Legislation

The South African legislation can use the following classification:

• Training Provider: Use this to indicate if an organization is a training provider.

UAE Legislation

The UAE legislation can use the Legal Employer classification to define and enter additional organization information for your legal employer.

Irish Legislation

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.

Government Reporting Entities (GREs)

After defining one or more business groups for your enterprise, you set up a Government Reporting Entity (GRE) within each business group. The employer registered with the Government National Tax Service is the GRE/Legal Entity. This GRE is the organization that federal, state and local governments recognize as the employer who:

• Issues pay to employees.

• Withholds taxes from employees' pay and is liable for employer taxes and tax reporting.

• Provides other government-mandated reporting such as tax reports and social insurance reports.

A GRE has a unique twelve-digit number (also called the corporate registration number) issued by the Law Court. Your enterprise can have just one such number, in which case your business group and GRE are the same organization.

Large enterprises may include a number of different divisions or companies each with its own identification number from the Law Court, in which case you set up a GRE for each.

A Government Reporting Entity (GRE) with corporate information may be regarded as a corporate body. For example, the head office of your enterprise is a corporate body to which region-specific employers (your enterprise's divisions) report.

At least one organization in your organization hierarchy must have corporate information. If your organization hierarchy does not contain an organization with corporate information, you cannot define the representative information for the organization.

See: Entering Corporate Representative Information

Small and medium sized enterprises, owned by individuals are not issued a Corporate Registration Number. In such cases, the enterprise uses the registration number of the owner as the corporate registration number.

Enterprises with One GRE

Enterprises with only one corporate registration number need only one GRE in which to place all employees. In Oracle HRMS, the business group and the GRE are the same organization. Appearing below is an example organization chart for a business group with one GRE.

Single Company Business Group/GRE

In a company like this, some employees can have assignments to the business group organization itself, if it also has the classification HR Organization. Most have an assignment to one of the various HR Organizations subordinate to the business group. All employees belong to the same GRE, which pays them, withholds their taxes, and provides reports on various matters concerning them to government agencies.

Alternative Structuring of Companies and GREs

In other large enterprises, the GREs responsible for paying groups of employees are not the same as the companies within the business group, which may be organized, for example, according to the particular types of work or projects they undertake. The figure above reflects the structure of companies in this type of enterprise. The figure below represents the employing organizations that pay employees, and have a separate structure that is independent of the companies.

In this type of enterprise, employees assigned to a particular GRE may have a work assignment to any company, constituting the enterprise, and a particular company can include employees assigned to several different GREs.

In enterprises like this, employees are clear about which company they are working in, but may be unaware of their membership in a separate GRE. As the functions of GREs relate to payroll administration and governmental reporting, they have little direct impact on employees' daily lives at work.

Creating an Organization

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

1. 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

2. 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.

3. 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.

4. 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.

5. 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.

6. 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.

7. Save the basic organization details.

Entering Organization Classifications

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:

1. Enter the classification for your organization in the Name field.

2. Enable the classification by checking the Enable box. This allows you to use and enter the essential additional information for your organization.

3. Save the classification details.

4. You can either enter additional information for the classification type or enter another classification.

   Note: Save each classification after entering and enabling it.

Entering Additional Information

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, Oracle HMRS Enterprise and Workforce Management Guide

For HR organization see: HR Organization, Oracle HMRS Enterprise and Workforce Management Guide

For representative body see: Representative Body, Oracle HMRS Enterprise and Workforce Management Guide

For constituency see: Constituency, Oracle HMRS Enterprise and Workforce Management Guide

For bargaining association see: Bargaining Association, Oracle HMRS Enterprise and Workforce Management Guide

For company cost center see: Company Cost Center, Oracle HMRS Enterprise and Workforce Management Guide

For professional body information see: Professional Body Information, Oracle HMRS Enterprise and Workforce Management Guide

For Business Place see: Business Place

For GRE/Legal Entity see: GRE/Legal Entity

See Classification and Additional Information Types if you need to check which classification to select.

To enter Business Group additional information

1. Click on the organization classification for which you want to enter additional information.

2. Choose the Others button to open the Additional Organization Information window.

3. Select one of the following:

   • Business Group Information, see: Entering Business Group Information, Oracle HMRS Enterprise and Workforce Management Guide

   • Benefits Defaults, see: Business Groups: Defining a Default Monthly Payroll, Oracle HMRS Enterprise and Workforce Management Guide

   • Budget Value Defaults, see: Business Groups: Entering Budget Value Defaults, Oracle HMRS Enterprise and Workforce Management Guide

   • ER SMB Information, see: Business Groups: Entering ER SMB Information

   • Work Day Information, see: Business Groups and HR Organizations: Work Day Defaults, Oracle HMRS Enterprise and Workforce Management Guide

   • Donation Calculation, see Business Group: Entering Donation Calculation Information

   • PTO Balance Type, see Business Groups: Selecting a PTO Balance Type, Oracle HMRS Enterprise and Workforce Management Guide

   • Recruitment Information, see: Business Groups: Entering Recruitment Information, Oracle HMRS Enterprise and Workforce Management Guide

   • Payslip Information, see: Entering Payslip Information, Oracle HMRS Enterprise and Workforce Management Guide

   • Self Service Preference Information, see: Entering Self-Service Preference Information, Oracle HMRS Enterprise and Workforce Management Guide

   • Termination Rule, see: Entering Termination Rule

   • Type B Tax Group Info, see: Entering Type B Tax Group Information

   • YEA Entry Period, see: Business Group and HR Organizations: Entering YEA Entry Period Information

   • YEA PDF Set up Info, see: Entering YEA PDF Set up Information

   • YEA Report Templates, see: Business Group: Entering YEA Report Templates

   • YEA Simulation Info, see: Entering YEA Simulation Information

4. Repeat these steps to enter further information.

To enter HR organization additional information

1. Click on the organization classification for which you want to enter additional information.

2. Choose the Others button to open the Additional Organization Information window.

3. Select one of the following:

   • Reporting Information, see: Entering Reporting Information for an HR Organization or a Company Cost Center., Oracle HMRS Enterprise and Workforce Management Guide

   • Costing Information, see: HR Organizations: Entering Costing Information, Oracle HMRS Enterprise and Workforce Management Guide

   • Parent Organization, see: HR Organizations: Entering Parent Organizations, Oracle HMRS Enterprise and Workforce Management Guide

   • Work Day Information, see: Business Groups and HR Organizations: Entering Work Day Defaults:, Oracle HMRS Enterprise and Workforce Management Guide

   • Payslip Information, see Entering Payslip Information, Oracle HMRS Enterprise and Workforce Management Guide

   • Self Service Preference Information, see Entering Self-Service Preference Information, Oracle HMRS Enterprise and Workforce Management Guide

   • Related Organizations Information, see: Entering Related Organizations Information for an HR Organization, Oracle HRMS Enterprise and Workforce Management Guide

   • YEA Data Entry Period, see: Business Group and HR Organizations : Entering YEA Data Entry Period Information

4. Repeat these steps to enter further information.

To enter representative body additional information

1. Click on the organization classification for which you want to enter additional information.

2. Choose the Others button to open the Additional Organization Information window.

3. 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

4. Repeat these steps to enter further information.

To enter constituency additional information

1. Click on the organization classification for which you want to enter additional information.

2. Choose the Others button to open the Additional Organization Information window.

3. 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 bargaining association information

1. Click on the organization classification for which you want to enter additional information.

2. Choose the Others button to open the Additional Organization Information window.

3. Select Trade Union Information, see: Entering Trade Union Information for a Bargaining Association, Oracle HRMS Enterprise and Workforce Management Guide

4. Repeat these steps to enter further information.

To enter company cost center information

1. Click on the organization classification for which you want to enter additional information.

2. Choose the Others button to open the Additional Organization Information window.

3. 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

1. Click on the organization classification for which you want to enter additional information.

2. Choose the Others button to open the Additional Organization Information window.

3. Select Professional Body Info, see: Entering Additional Information for a Professional Body, Oracle HRMS Enterprise and Workforce Management Guide.

4. Repeat these steps to enter further information.

To enter GRE/Legal Entity information

1. Click on the organization classification for which you want to enter additional information.

2. Choose the Others button to open the Additional Organization Information window.

3. Select one of the following:

   • Corporate E-file Reporting, see: GREs/Legal Entities: Entering Corporate E-file Reporting Information

   • Corporate Representative, see: GREs/Legal Entities: Entering Corporate Representative Information

   • Corporate Information, see: GREs/Legal Entities: Entering Corporate Information

To enter business place information

1. Click on the organization classification for which you want to enter additional information.

2. Choose the Others button to open the Additional Organization Information window.

3. Select one of the following:

   • Business Place Registration, see: Business Place: Entering Business Place Registration Information

   • Business Place Representative, see: Business Place: Entering Business Place Representative Information

   • Bank Information, see: Business Place: Entering Bank Information

   • Employment Insurance Information, see Business Place: Entering Employment Insurance Information

   • Health Insurance Information, see Business Place: Entering Health Insurance Information

   • Income Tax Office, see: Business Place: Entering Income Tax Office Information

   • National Pension Information, see: Business Place: Entering National Pension Information

   • Payroll Parameters, see: Business Place: Entering Payroll Parameters Information

   • Resident Tax Information, see Business Place: Entering Residents' Tax Information

   • Samoojohap Information, see: Business Place: Entering Samoojohap Information

4. Repeat these steps to enter further information.

Business Groups: Entering ER SMB Information

Use this window to record if the employees of small medium business companies are eligible to receive the income exemption for employment retention.

To enter the ER SMB Information

1. In the Organization window, query the Business Group if it does not already appear there. In the Organization Classifications region, select Business Group, click the Others, select ER SMB Information.

2. Click in a field of the Additional Organization Information window to open the ER SMB Information window.

3. Select the eligibility flag whether the employees are eligible to receive the income exemption for employee retention.

4. Save your work.

Business Group and HR Organizations: Entering YEA Entry Period

Use the YEA Entry Period window to set the start and end dates for a target year to enable employees and representatives to complete recording of their YEA information. Employees or Representatives cannot enter or update the YEA information on the YEA SSHR pages beyond the specified cut off end date.

You can set up default YEA Entry Period for all employees in the Business Group or in an HR Organization.

To enter YEA entry period for a Business Group/HR Organizations

1. In the Organization window, query the organization and select a Business Group or a HR Organization in the Organization Classifications region

2. Click Others to open the Additional Organization Information window. Select YEA Entry Period to open the YEA Entry Period window.

3. Enter a target year for which employees or representatives can enter data. The current year displays by default.

4. Enter the start and end dates to enable employees and representative to enter and update the YEA information.

5. Specify an update cut-off date beyond which employees cannot update or correct their information.

   Note: Employees or representatives having the "YEA Update Access" only can update YEA data beyond the end date but within cut-off date. Administrator can grant the update access using the YEA Employee Search Page.

6. Save your work.

Business Group: Entering Type B Tax Group Information

Use the Type B Tax Group Information window to record the business registration number and tax group name. You require this information for calculation of post tax deductions and for display on the Earnings List by Working Place section on the YEA Tax Receipt.

To enter Type B Tax Group Information

1. In the Organization window, query the organization and select a Business Group in the Organization Classifications region.

2. Click Others to open the Additional Organization Information window. Select Type B Tax Group Information.

3. Enter business registration number that the employee has registered to.

4. Enter tax group name.

5. Save your work.

Business Group: Entering the YEA PDF Set Up Info

If your enterprise provides the ability to extract employee YEA information into a PDF, then you must set up the details to enable importing the PDF files from NTS. Employers can then validate this information using APIs and then upload it back to NTS. By using this process, employers can minimize the use of printed-paper and manual data entries.

Administrators can import bulk NTS YEA PDFs on server directory and upload to Oracle HCM tables. Employees can download the PDF file containing YEA information and upload it self-service interface.

To enter YEA PDF Setup Information for a Business Group

1. In the Organization window, query the organization and select Business Group in the Organization Classifications region.

2. Click Others to open the Additional Organization Information window. Select YEA YEA PDF Set Up Info to open the YEA PDF Set Up Information window.

3. Enter the location where you want to import PDF file.

4. Specify the location of the NTS certified files.

5. Select whether to upload to the self-service application or the Extra Information type.

6. Select if you want to enable self-service.

7. Click OK and save your work.

Business Group: Entering YEA Report Templates

Use the YEA Report Templates to record the name of the custom templates for the Year End Adjustment reports submitted through SSHR. If you do not record the template names then the application uses the predefined templates for the reports.

To enter YEA Report Templates for a Business Group

1. In the Organization window, query the organization and select a Business Group in the Organization Classifications region.

2. Click Others to open the Additional Organization Information window. Select YEA Report Templates to open the YEA Report Templates window.

3. Enter the name for the applicable templates:

   • YEA Tax Reclaim Sheet Template

   • YEA TAX Receipt Template

   • YEA Ledger Template

4. Save your work.

Business Group: Entering YEA Simulation Info

If your enterprise wants to provide a web page to simulate the YEA process results prior to running the YEA process, record the URL of your custom simulation page using the YEA Simulation Info EIT.

Employees can access this custom page only if the System Administrator has enabled the YEA Simulation button on the YEA Information Entry page using the self-service personalization. Employees can use this button to access the YEA Simulation page prior to running the YEA process.

To enter YEA Simulation Information for a Business Group

1. In the Organization window, query the organization and select Business Group in the Organization Classifications region.

2. Click Others to open the Additional Organization Information window. Select YEA Simulation Information to open the YEA Simulation URL window

3. Enter a URL to display a web page that employees can access when they click the YEA Simulation button on the YEA Entry page.

   Note: The Assignment ID and Target Year are automatically appended to the URL as URL parameters to enable the custom web page to query the required YEA Information from the database.

4. Click OK.

Business Group: Entering Donation Calculation

Use the Donation Calculation window to carry over the donation amounts if the donation is beyond the maximum limit in the current year and to set priority for the calculations of donations of previous years.

To enter donation calculation information:

1. In the Organization window, query the organization and select Business Group in the Organization Classifications region.

2. Click Others to open the Additional Organization Information window. Select Donation Calculation window.

3. To restrict the donation amount in a year select Yes in the Individual Maximum Exemption Limit per Year field.

4. Set the donation priority to Yes if you want to calculate the previous year donation amounts.

5. Click OK.

6. Save your work.

Business Groups: Entering Termination Rule

Use this window to set the termination rule for the earnings. You can specify whether to terminate the earnings after the first pay after the termination date or the last standard process date

To enter the termination rule information

1. In the Organization window, query the Business Group if it does not already appear there. In the Organization Classifications region, select Business Group, click the Others, select Termination Rule.

2. Click in a field of the Additional Organization Information window to open the Termination Rule window.

3. Select if the earnings must be ended on the first pay after termination date or on the last standard process date.

4. Click OK.

5. Save your work.

GREs/Legal Entities: Entering Corporate Information

Corporate information includes your enterprise's name and registration number. This information appears in statutory reports you submit to the National Tax Service.

Use the Corporate Information window to enter corporate information for your enterprise.

To enter corporate information for a GRE/Legal Entity

1. In the Organization window, query the organization and select GRE/Legal Entity in the Organization Classifications region.

2. Click Others to open the Additional Organization Information window. Select Corporate Information to open the Corporate Information window.

3. Enter the name of your corporate enterprise.

4. Enter the registration number of your enterprise. The format is 999-99-99999.

5. Enter the name and national identity card number of the individual who represents your enterprise.

6. Enter the date your enterprise is established. This date cannot be earlier than the system date.

7. Enter the name of your enterprise's industry. You can optionally enter the subclassification body name.

8. Click OK.

GREs/Legal Entities: Entering Corporate Representative Information

Use the Corp Representative window to enter information about the corporate representatives of your enterprise, other than the main representative.

You enter information about the main representative in the Corporate Information window. See: GREs/Legal Entities: Entering Corporate Information

To enter corporate representative information for a GRE/Legal Entity

1. In the Organization window, query the organization and select GRE/Legal Entity in the Organization Classifications region.

2. Click Others to open the Additional Organization Information window. Select Corporate Representative Information to open the Corp Representative Information window.

3. Enter the name and national identity card number of the individual who represents your enterprise.

4. Repeat steps 3 and 4 for all the representatives in the GRE.

5. Click OK.

GREs/Legal Entities: Entering Corporate E-file Reporting Information

Use the Corporate E-file Reporting window to enter information about the tax reporter in the organization. This information appears in statutory reports you submit to the National Tax Service.

See: GREs/Legal Entities: Entering Corporate Information

To enter corporate E-file reporting information for a GRE/Legal Entity

1. In the Organization window, query the organization and select GRE/Legal Entity in the Organization Classifications region.

2. Click Others to open the Additional Organization Information window. Select Corp E-file Reporting to open the Corporate E-file Reporting window.

3. Enter the Home Tax ID of the tax reporter in the organization. If you leave the field blank, the information will not appear in the KR Year End Adjustment E-file report.

4. Select a tax reporting organization from the list of all HR organizations in the business group.

5. Select the name of the tax reporter from the list of all employees in the business group.

6. Enter the contact number of the tax reporter. Ensure that the number is not more than fifteen characters.

7. Click OK.

Business Place: Entering Business Place Registration Information

You enter business place information, such as the name and business registration number for your enterprise in the BP Registration window. You use this information to prepare statutory reports, and then submit the reports to the National Tax Service.

To enter registration information for a business place

1. In the Organization window, query the organization and select Business Place in the Organization Classifications region.

2. Click Others to open the Additional Organization Information window. Select BP Registration to open the BP Registration window.

3. Enter the name of your business place.

4. Enter the registration number of your business place. The format is 999-99-99999.

5. Select the corporate body linked to your business place.

   Note: The Associated Corporation field displays only those organizations (corporate bodies) in your business group that are set up as GREs with the corporate information of the organization completed.

   You must associate a business place with a corporate body because the former contains area-specific details while the latter has other details that are not area-specific. You require both kinds of information for preparing statutory reports, such as those on income tax and statutory benefits.

6. Enter the name and national identity card number of the individual who represents your business place.

7. Enter the date your business place was established, otherwise the date defaults to today's date. You cannot enter a future date.

8. Enter the name of the industry that your business place is in. You may optionally enter the subclassification body name.

9. Select whether the organization is a venture or a non venture company. You require this information to calculate the exemption for employees for the Employee Stock Ownership Contribution based on whether it is a venture or non venture company.

10. Select the dimension for employee, to process leave either for a calendar year or a financial year.

11. In the Computerization code, select one of the following:

    • To submit the national pension archive report for the business place in a magnetic tape format, select EDI.

    • To submit the national pension archive report for the business place in a paper format, select Text.

12. Click OK.

Business Place: Entering Business Place Representative Information

Use the BP Representative window to enter information about all the business representatives of your enterprise, other than the main representative in your business place.

To enter information about the main representative in your business place, see: Entering Business Place Registration Information

To enter corporate representative information for a Business Place

1. In the Organization window, query the organization and select Business Place in the Organization Classifications region.

2. Click Others to open the Additional Organization Information window. Select BP Representative to open the BP Representative window.

3. Enter the name and national identity card number of the individual who represents your business place.

4. Repeat steps 2 and 3 for all the representatives in your business place.

5. Click OK.

Business Place: Entering National Pension Insurance Information

Use the National Pension Info window to enter national pension insurance information. All enterprises use their own unique number, to deduct national pension insurance premium from the employees.

You use this information to prepare all the related reports and E-files like the National Pension Adjustment report.

To enter national pension insurance information for a Business Place

1. In the Organization window, query the organization and select Business Place in the Organization Classifications region.

2. Click Others to open the Additional Organization Information window. Select National Pension Info to open the National Pension Info window.

3. Enter the national pension insurance number that is allotted to your business place.

4. Optionally, enter the branch code and branch name of the organization from where you have received this unique national pension insurance number.

5. Click OK.

Business Place: Entering Health Insurance Information

Use the Health Ins Info window to enter health insurance information like the insurance number for your business place. All enterprises use their own unique number, to deduct health insurance premium from the employees.

You use this information to prepare all the related reports and E-files like the Health Insurance Adjustment Report for leaving employees.

To enter health insurance information for a Business Place

1. In the Organization window, query the organization and select Business Place in the Organization Classifications region.

2. Click Others to open the Additional Organization Information window. Select Health Ins Info to open the Health Ins Info window.

3. Enter the health insurance number that is allotted to your business place.

4. Optionally, enter the branch code and branch name of the organization that provided this unique health insurance number.

5. Click OK.

Business Place: Entering Employment Insurance Information

Use the Employment Ins Info window to enter employment insurance information like the insurance number for your business place, and also to prepare the related reports and E-files. All enterprises use their own unique number, to deduct employment insurance premium from the employees

To enter employment insurance information for a Business Place

1. In the Organization window, query the organization and select Business Place in the Organization Classifications region.

2. Click Others to open the Additional Organization Information window. Select Employment Insurance to open the Employment Ins Info window.

3. Enter the employment insurance number that is allotted to your business place.

4. Optionally, enter the branch code and branch name of the organization that provided this unique employment insurance number.

5. Click OK.

Business Place: Entering Income Tax Office Information

Enter information about the income tax office where you send your employee's income tax details, using the Income Tax Office window.

To enter income tax office information for a Business Place

1. In the Organization window, query the organization and select Business Place in the Organization Classifications region.

2. Click Others to open the Additional Organization Information window. Select Income Tax Office to open the Income Tax Office window.

3. Enter the authority code for your business place. You associate a tax type with every code that you define.

4. Enter the authority name for the authority code.

5. Optionally, select the address of the income tax office to which your business place belongs, and enter information like the department name and the name of the person in charge.

6. Enter the phone number of the income tax office.

7. Enter the sequence number in the Sub Business Place Seq. Number field..

8. Click OK.

Business Place: Entering Bank Information

Use the Bank Information window to enter the bank details for the business place. You use the bank information when you pay employees, or when you create reports on magnetic tapes.

To enter bank information for a Business Place

1. In the Organization window, query the organization and select Business Place in the Organization Classifications region.

2. Click Others to open the Additional Organization Information window. Select Bank Information to open the Bank Information window.

3. Select the name of the bank where your business place has an account.

4. Select the type of account you have at the bank.

5. Enter the account number. The account number must be unique within a bank branch.

6. Enter the name of the bank account owner. You typically enter the business place's name as the bank account owner's name.

7. Click OK.

Business Place: Entering Payroll Parameters Information

Use the Payroll Parameters window to enter the employment insurance premium rate, if you want to override the existing rate.

To enter Payroll Parameter Information for a Business Place

1. In the Organization window, query the organization and select Business Place in the Organization Classifications region.

2. Click Others to open the Additional Organization Information window. Select Payroll Parameters to open the Payroll Parameters window.

3. Enter the employment insurance premium rate to override the existing employment insurance premium rate.

4. Click OK.

Business Place: Entering Residents' Tax Office Information

Use the Residents Tax Office window to enter your local employees' tax office details. Set up this information if you employ Korean residents, so you can send their tax reports to the correct office.

To enter residents' tax information for a Business Place

1. In the Organization window, query the organization and select Business Place in the Organization Classifications region.

2. Click Others to open the Additional Organization Information window. Select Residents Tax Office to open the Residents Tax Office window.

3. Enter residents' tax office information like authority name, address, and phone number in these fields.

4. Click OK.

Business Place: Entering Samoojohap Information

You must inform either the Korea Labor Welfare Organization or the Samoojohap Inc. of all the new employees, and any employee whose eligibility status has changed since their hiring date.

If you want to send the insurance requisition report (about Health Insurance, National Pension, Employment Insurance and Industrial Accident Compensation Insurance) to Samoojohap Inc., you must enter information such as the name, code, and address in the Samoojohap Information window.

To enter Samoojohap Inc. information for a Business Place

1. In the Organization window, query the organization and select Business Place in the Organization Classifications region.

2. Click Others to open the Additional Organization Information window. Select Samoojohap Information to open the Samoojohap Information window.

3. Enter the Samoojohap code and name issued to your business place.

4. Enter the address and the phone number of Samoojohap Inc.

5. Enter the name of the employee representing the business place.

6. Enter the subcontractor control number of the unauthorized employer who submits the insurance requisition. You enter this number only for those subcontractors who are not authorized employers (for example, employers in construction).

7. Click OK.