The following table shows the predefined elements for Denmark. The non-recurring Retro elements hold the difference in value after RetroPay calculation of the respective base elements.
| Element Name | Description |
|---|---|
| ATP Override Hours | Enter this non-recurring element to override the calculated ATP hours. |
| Absences Maternity Element | Enter this element to capture maternity absences including part-time maternity. |
| Absent Adoption | Adoption leave absence element for tracking allowances |
| Absent Holiday | Element attached to all assignments to record vacation absence |
| Absent Maternity | Maternity leave absence element for tracking allowances |
| Absent Part Time Maternity | Part time maternity leave absence element for tracking allowances |
| Absent Parental | Parental leave absence element for tracking allowances |
| Absent Paternity | Paternity leave absence element for tracking allowances |
| Absent Sick | Absent sick element linked to all assignments |
| Adoption Override | Adoption Override |
| Board and Lodging | Enter this non-recurring element to initiate the calculation of the taxable value of the boarding and lodging benefit. |
| Capital Pension | This recurring element holds the employee's contribution towards Capital Pension and deducts it from the employee's salary. |
| Company Car | Obsolete From January 2010 |
| Company Car 2010 | Effective 01-Jan-2010, enter this recurring element to capture all the relevant information (including Green Environment Fee) regarding the employee's car benefit. |
| Court Order Deduction | This recurring element initiates the main formula that processes the court order deductions. |
| Employee AMB | This recurring element holds results of the labor market contribution (AMB) calculation and deducts it from the employee's gross salary. |
| Employee ATP | Enter this recurring element to hold the results of the formula that calculates the employee's contribution towards the Wage Earners Supplementary Pension Foundation (ATP) and deduct it from the employee's gross salary. |
| Employee Tax | This recurring element holds the tax deduction amount. |
| Employer ATP | This recurring element holds the results of the formula that calculates the employer's contribution towards the Wage Earners Supplementary Pension Foundation (ATP). |
| Employer Pension and Retro Employer Pension | This recurring element holds the employer's pension contribution. |
| Free Phone | Effective 01-Jan-2012, enter this recurring element to initiate the calculation of the taxable value of the employee's multi-media items (mobile Phones, PC, Blackberries, etc.) benefit. |
| G_Dage Pay | Enter this non-recurring element to hold the results of G-Dage pay calculation. |
| Holiday AMB | Holiday AMB Deduction |
| Holiday Accrual | Holiday Accrual Element |
| Holiday Accrual Information | Holiday Accrual Information |
| Holiday Allowance Override | Element to override default holiday allowance percentage at payroll level |
| Holiday Allowance Payment | Element to store Holiday Allowance Paid |
| Holiday Bank Deductions Informat | Holiday Bank Deductions Information element |
| Holiday Bank Information | Holiday Bank Information |
| Holiday Carry Over Paid | Element to capture the income resulting from carry overs during termination of Salaried employees |
| Holiday Entitlement | Holiday Entitlement |
| Holiday Entitlement Information | Element to trigger DK_HOLIDAY_ENTITLEMENT formula |
| Holiday SP | This element is used for Holiday Special Pension Deduction |
| Holiday Tax | Holiday Tax |
| Holidayable Pay Reduction | This non-recurring element holds the holidayable pay reduction calculation details |
| Maternity Override | Maternity Override Element |
| Mileage Claim | Enter this non-recurring element to initiate the formula that processes the mileage claim. |
| Mileage Paid | This non-recurring element holds the payment made towards mileage claims. |
| Mileage Paid at Flat Amount | This non-recurring element holds the payment made towards mileage claims when flat amount is entered in Mileage Claim element. |
| Mileage Paid at Higher Rate | This non-recurring element holds the payment made towards mileage claims when higher rate is used in mileage calculation. |
| Mileage Paid at Lower Rate | This non-recurring element holds the payment made towards mileage claims when lower rate is used in mileage calculation. |
| Multimedia Tax | Obsolete From January 2012 |
| Override Holiday duration | This non-recurring element holds the holiday calculation details. |
| Override Sickness Duration | Enter this non-recurring element to override the sickness duration by entering either hours or days sick. |
| Paternity Override | Paternity Override Element |
| Parental Leave Override | Parental Leave Override element |
| Pension and Retro Pension | Enter this recurring element to initiate the employee pension calculation. |
| Phone | Obsolete From January 2010 |
| Phone Contribution | Obsolete From January 2010 |
| Public Holiday Accrual | Accrual of Public Holiday Value |
| Public Holiday Pay | Payment of Public Holiday Hours |
| Sick Pay | Sick Pay element for payment and recording detail |
| Special Pension | This recurring element holds the employee's contribution towards Special Pension. |
| Statutory Deductions | This element is used to capture Total Statutory Deductions. |
| Tax | Enter this recurring element for each assignment to indicate whether it is the primary employment and to initiate the tax calculation. |
| Tax Card | This recurring element for the primary assignment processes the tax information. |
| Tax Days | Element to override the Tax card deduction amount used |
| Unpaid Holiday | Unpaid Holiday |
| Unpaid Holiday Days Brought In | Element to store unpaid days brought in from previous employment |
The survey of the classification identifies:
The processing priority range, default priority, and cost type for each classification
A list of the predefined secondary classifications within each primary classification
The application supplies primary element classifications as startup data and you cannot delete or update them.
| Classification | Meaning |
| Information | Use Information elements to represent information items that payroll does not process, or to hold information required by formulas attached to other elements. |
| Absence | Use Absence elements to hold information related to employee absences. |
| Income | Use Income elements for calculating salary, overtime payments, bonuses, and any other salary-related compensation. |
| Special Pay | Use Special Pay elements for holding information related to payments that are not subject to tax as long as they are within the limit allowed in a tax year such as special bonus or severance pay. |
| Benefits in Kind | Use Benefits in Kind elements to calculate the monetary value of non-monetary benefits such as car, phone, and other taxable benefits. |
| Pre-Tax Deductions | Use Pre-Tax Deductions elements to hold the employees' non-taxable earnings such as Capital Pension and ATP. |
| Statutory Deductions | Use Statutory Deductions elements to calculate statutory deductions like tax, AMB, and other similar deductions. |
| Direct Payments | Use Direct Payment elements to hold payments made directly to the employee, which are not taxable. |
| Employer Charges | Use Employer Charges elements to hold the payments made by the employer to various third party organizations. |
| Involuntary Deductions | Involuntary Deductions elements are for compulsory deductions, such as court orders. |
| Voluntary Deductions | Voluntary Deductions elements are for deductions that employees authorize the employer to make on their behalf. |
| Benefits not Taxed | Use Benefits not Taxed elements to hold benefits for which the payroll does not process the taxable value, such as free paper. |
The following table shows the default processing priority and costing details for the primary classifications supplied.
| Primary Classification | Priority Range | Default Priority | Cost Type |
| Information | 0 - 600 | 300 | Debit |
| Absence | 1001 - 2000 | 1500 | Debit |
| Benefits in Kind | 2001 - 3000 | 2500 | Debit |
| Income | 3001 - 4000 | 3500 | Debit |
| Special Pay | 4001 - 5000 | 4500 | Debit |
| Pre-Tax Deductions | 6001 - 7000 | 6500 | Debit |
| Statutory Deductions | 7001 - 8000 | 7500 | Debit |
| Direct Payments | 8001 - 9000 | 8500 | Debit |
| Involuntary Deductions | 9001 - 10000 | 9500 | Debit |
| Employer Charges | 10001 - 11000 | 10500 | Credit |
| Voluntary Deductions | 11001 - 12000 | 11500 | Debit |
| Benefits Not Taxed | 12001 - 13000 | 12500 | Debit |
This table shows the predefined secondary classifications. You cannot update or delete these predefined classifications.
An element automatically receives any default secondary classifications defined for its primary classification.
| Primary Classification | Secondary Classifications | Default |
|---|---|---|
| Information | (None) | N/A |
| Absence | Holiday Paid Absence Holiday Unpaid Absence |
N/A |
| Income | Subject to Tax_Income Subject to AMB_Income Subject to Pension_Income Subject to Capital Pension_Income Subject to SP Pension_Income Holiday Pay Income |
Yes Yes Yes Yes Yes |
| Special Pay | (None) | N/A |
| Benefits in Kind | (None) | N/A |
| Pre-Tax Deductions | Capital Pension - Pre-Tax Deductions Pension Deduction - Pre-Tax Deductions |
N/A |
| Statutory Deductions | (None) | N/A |
| Direct Payments | (None) | N/A |
| Employer Charges | (None) | N/A |
| Involuntary Deductions | Court Orders_Involuntary Deductions | N/A |
| Voluntary Deductions | Pension Voluntary Deduction | N/A |
| Benefits Not Taxed | (None) | N/A |
Use the Element window to create an element to represent compensation and benefit types or earnings and deductions.
This procedure describes how to define elements using a Payroll responsibility (that is, a responsibility with the HR User Type profile option set to Payroll User or HR with Payroll User). If you are an HR-only user, you will not see certain fields relating to element processing information. You can just ignore the steps that apply to these fields.
Note: Depending on your localization and the types of element you want to create, you may not need to start from scratch in the Element window. Check which earnings and deductions are available in the template library in the Configuration Workbench. If these template elements do not meet your requirements, you may be able to generate earnings and deductions using Earnings and Deductions windows or the Element Design Wizard. You can use the Element window to further configure template elements and generated elements.
For the United States and Canada, see: Earnings and Other Payments Overview, Oracle HRMS Compensation and Benefits Management Guide and Deductions Overview, Oracle HRMS Compensation and Benefits Management Guide
For Mexico, see: Element Design Wizard, Oracle HRMS Compensation and Benefits Management Guide
For UAE, see: Element Design Wizard, Oracle HRMS Compensation and Benefits Management Guide
For Norway:
For each element, you must enter the End of Year codes using the list of values provided in the Further Information field.
You must set up an extra information type (EIT) element for a-melding reporting.
To enter dates, names, and a classification for the element
Set your effective date early enough to handle any historical element entries you want to make. Note that an element cannot be linked or entered until its start date.
Enter a unique:
Name
Reporting name
Start the names with a letter of the alphabet (not a number or symbol). The reporting name is a short identifier for reports and pay advices.
Enter a description for the element.
Select a Primary Classification.
This controls an element's processing priority and the balances it feeds. If you are defining a salary element for Salary Administration, you must select the classification Earnings.
To enter processing information for the element
Select the processing type. Select Recurring if an entry of this element applies in every period until the entry is ended, or Nonrecurring if an entry applies in one pay period only. The dates of the pay period are determined by the payroll to which the employee is assigned.
Note: If you are defining a salary element for salary administration, you must select the type Recurring. If you are defining a net-to-gross element you must select the type Nonrecurring.
Select a termination rule to determine how entries of the element are processed after termination of the employee:
Note: UK only: Always select Actual Termination for UK proration.
Actual Termination if you want recurring entries to close down on the date the employee leaves. For a nonrecurring element, select Actual Termination if you want the entries to close down at the end of the pay period in which the employee leaves, or on the date the assignment ends (the final process date) if this is earlier.
Final Close if you want the entries to stay open beyond the employee's leaving date so that you can continue to pay the employee.
If you are a Payroll user, you can also select:
Last Standard Process for all recurring and nonrecurring elements if you want their entries to close down on the Last Standard Process date or on the date the assignment ends (the final process date) if this is earlier. The Last Standard Process date defaults to the last day of the pay period in which the employee is terminated, but you can set it to a later period when you terminate an employee.
Select the Multiple Entries Allowed check box if you want to give an employee more than one entry of the element at the same time. If you are creating a net-to-gross element, you must select Multiple Entries Allowed.
Select the Additional Entries Allowed check box if you want to make occasional one-time entries of a recurring element (instead of, or in addition to, a normal recurring entry).
US and Canada only: The Additional Entry Allowed rule is not applicable for US and Canadian installations.
Select the Closed for Entry check box if you want to prevent any new entries being made for the element, either temporarily or permanently. This does not affect any existing entries of the element.
Important: Use this feature with caution. When you perform certain important tasks in Oracle HRMS, the application may automatically create or delete element entries. These tasks include hiring and terminating people, and updating assignments. Therefore, if you check Closed for Entry on an element, this might prevent users terminating employees and updating assignments. If there are standard links for the element, it will also prevent users hiring people who are eligible for the element.
Select the Process in Run check box if you want the element to process in payroll runs.
Select the Once Each Period check box to ensure that only the first payroll run of each period processes entries of this element.
Note: If this check box is not available for your localization, you can select a ONCE_EACH_PERIOD skip rule for the element instead.
Select the Indirect Results check box if you want the element only to accept entries from indirect formula results. Leave the check box unchecked if you want to accept entries both from indirect formula results and from manual entries in the Element Entries window.
Select the Adjustment Only check box if you want to use the element only for creating balance adjustments.
Select the Third Party Payments check box if you want to use the element only for creating third party payments.
Overwrite the default priority number in the Priority field if you want to determine the order in which the element processes within its classification range. Lower numbers process before higher ones.
If the order of processing within the element classification is not important, you can accept the default priority number, which is the midpoint of the range.
Select a formula in the Skip Rule field if you have written a skip rule formula to determine the circumstances in which the element should be processed.
UK only: If you are using different run types, select the ONCE_EACH_PERIOD skip rule for all earnings, to ensure they are not processed by each child run type.
The default currency for element entry values is the currency defined for the Business Group. You can select a different currency for the element if required.
Oracle Payroll users only: Use the Advanced tab to enter further processing information if you are defining:
An earnings type, such as a bonus, that is to be taxed separately from the normal payroll run. The element can also be paid separately.
An earnings type that requires a net-to-gross calculation. For example, this applies to bonus payments that are a fixed net amount. Oracle Payroll calculates the gross amount needed to meet the net pay.
UK: A pre-tax deduction that you want to reduce if there is insufficient pay to cover the deduction along with taxes and court orders. This requires iterative processing.
Note: The Advanced tab may not be available for some localizations.
To define an element as a separate payment
On the Advanced tab, select the Separate Payment check box.
The Process Separate box is checked automatically.
UK users: Do not select this check box. This functionality is not currently available for UK Payroll.
To define an element to process separately
On the Advanced tab, select the Process Separate check box.
To define an element for net-to-gross calculation
On the Advanced tab, select the Gross Up check box.
The Iterative Flag and Process Separate boxes are checked automatically.
Select DEFAULT_GROSSUP in the Iterative Formula field. This formula controls the iterative calculation of the pay value, adjusting an input value as necessary to get a result that is defined to be close enough to the required net payment.
Note: After saving your element, choose the Iterative Rules button to specify how to use the formula results. Also choose the Exclude Balances button to select which balances are grossed up for the element (meaning that these deductions are paid by the employer).
Optionally, enter a value in the Iterative Priority field to determine the sequence in which elements are adjusted during iterative calculations. Elements with lower iterative priority values are adjusted first.
Select the Separate Payment box if you want the payment to be made separately from the regular payment. UK Payroll, Irish Payroll: Do not select this check box.
Save your work.
To set up iterative processing for a pre-tax deduction (UK)
Check the Iterative Flag box.
Select PQP_GB_ITERATIVE_ARREARAGE in the Iterative Formula field.
Enter an Iterative Priority number in the range 1 to 1500. The element with the lowest iterative priority number is reduced first. If this deduction is reduced to zero and net pay is still insufficient to cover taxes and court orders, the element with the next lowest priority number is reduced, and so on.
Important: Iterative priority numbers must be in the reverse sequence of the processing priority numbers. This means that the element that is processed first is reduced last.
Choose Iterative Rules, and select the L_stopper rule.
Oracle Payroll Users only except Ireland. If Advance Pay by Element is enabled in your legislation, use the Advance Pay tab to:
Indicate that an element may be processed as an Advance Pay element
Establish the processing conditions for your Advance Pay element.
To define an element as an Advance Pay element
On the Advance Pay tab, check the Mark as an Advance Pay Indicator check box.
This marks the element as an Advance Pay indicator. This means that when you run the Advance Pay by Element process, it will identify this that this element can be potentially processed as an Advance Pay element according to the processing conditions that you define.
To set the processing conditions for an Advance Pay element
On the Advance Pay tab:
Check the Include as an Advance Element check box if you want to process this element as an Advance Pay element.
If you want to specify a separate Advance Pay element, select this element from the list of available elements in Use Advance Element. If you leave Use Advance Element blank and do not specify an element, then you do not select a separate advance pay element. You can still process advance payments, but all the entries are held within your current earnings element rather than reported separately in an advance pay element.
Check the Deduct Advance Amount check box if you want to show the deduction for the advance in the current payroll period. Every advance payment has a deduction associated with it to bring the overall payroll amounts back into balance. You can use this check box to control the point at which the deduction should be applied.
If you want to specify a separate Deduction element, select this element from the list of available elements in Use Deduction Element. If you leave Use Deduction Element blank and do not specify an element, then you do not create a separate deduction element. You can still process deductions for advance payments, but all the entries are held within your current earnings elements rather than reported separately in a deduction element.
Note that when you create either an Advance Pay element, or a Deductions element, you must ensure that it exists for the same period of time as the underlying earnings element, and that the input values match those on the underlying element.
Check the Process Advance Entry in Run check box if you want to include this element in a payroll run, If you do not check this box, then the element does not process in a payroll run and is reported as information in your Statement of Earnings report.
For prerequisite steps to set up continuous calculation, see: Setting Up Continuous Calculation, Oracle HRMS Payroll Processing Management Guide
To set up an element for continuous calculation
Choose the Recalculation tab and select a RetroPay element. This is an event group that defines the events that trigger proration for this element.
In some localizations, Oracle Payroll can calculate proportionate earnings amounts whenever payroll-relevant data changes during a payroll period. The Payroll Earnings and Deductions section describes the full setup steps for the relevant localizations. To enable proration for an element, choose the Proration tab.
To set up an element for proration
Choose the Proration tab and select a proration group. This is an event group that defines the events that trigger proration for this element.
Optionally, select a proration formula. Alternatively you can edit the element's payroll formula to handle proration.
Enter the Further Information field if:
Your Oracle localization team has set up additional fields for element definition
You are in the UK, and you use Oracle SSP/SMP
French Payroll
Select a group, which is the name by which this element, and the others in the group, appears as one line on the pay advice.
On the pay advice, most earnings and deductions are shown as a base, a rate, and an amount. Select the base unit if you want this displayed on the pay advice.
South African Payroll
Enter a clearance number for Statutory Information and Deduction elements, if applicable. This number appears on the tax certificate.
Kuwait Payroll
Select a deduction type for the Deductions elements. This information is used by the PIFSS report.
New Zealand Payroll:
If you want to display custom elements with the classification of Employer Charges in the Online Payslip, SOE form, and Statement of Earnings under Employer Superannuation Contribution section, select Yes in the Super Section Display field.
Choose Input Values to define input values for the element
See: Defining an Element's Input Values
Choose Balance Feeds to select balances you want this element to feed
See: Creating Balance Feeds for Individual Elements, Oracle HRMS Compensation and Benefits Management Guide
Click Balance Feed Control to add or remove secondary element classifications for this element.
Mexico only: Click this button to attach sub-classifications to your element.
See: Creating Classes of Balance Feeds, Oracle HRMS Compensation and Benefits Management Guide
Choose Frequency Rules to enter frequency rules to determine when the element should be processed.
See: Defining Frequency Rules, Oracle HRMS Compensation and Benefits Management Guide
For a net-to-gross element, choose Exclude Balances to select the deductions to be paid by the employer.
For a net-to-gross element, or any other element that is processed iteratively, choose Iterative Rules to specify how to use the Iterative Formula results.
Choose the Extra Information button to enter extra attribution for the element. You can link as much attribution as you need to an element.
Note: You can only access Extra Information types if your system administrator has set them up for your responsibility.
If Payslip Modeling feature has been enabled for your localization, you can specify whether to enable the element for payslip modeling. If you select No, the elements will not be available for the users during payslip modeling process.
If Payslip Modeler has been enabled, then you can specify whether to enable the element for payslip modeling. If you select No, the element will not be available for the users during payslip modeling process.
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 select input values of this element which are to be made available for simulation. Only user enterable input values are available for Payslip modeling. Ensure to select all mandatory input values to be made available for simulation, if the element is available for simulation.
If the Multiple Entries checkbox 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.
Note: Please note that there is a restriction for predefined elements being used for payslip modeling. For predefined elements, if you setup the details in one business group, then these details will be accessible to other business groups. For example, for predefined element Regular Salary element, if you want to enable Input Value A for one Business Group and Input Value B for another Business group, then this is not possible. 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.
Additional Resources: For more information about using the payslip modeler, see the Oracle Self-Service Human Resources Deploy Self-Service Capability Guide, Payslip Modeling (UK).
To exclude the element from a run type
Choose the Usages button if you want to exclude this element from a run type, or combination of run types.
Select the run type or combination of run types from which you want to exclude this element.
Note: For Norway: You must select the Employer Contributions run type to exclude the elements.
Select the effective dates for your exclusions.
Save your work.
Use the Input Values window to define the input values for the element. You can define up to 15 input values for an element.
Depending on the type of element you have defined, Oracle HRMS may have applied one or more default input values.
North America users: All elements must have the default Jurisdiction input value.
Norway users: All elements that feed the Holiday Pay Base classification must have the Tax Municipality input value. This input value must have the HR_NO_TAX_MUNICIPALITY valueset attached to it.
Payroll users: If you are creating balance feeds for individual elements, ensure you define an input value of the same unit of measure as the balance. Money units must be the same currency.
You can add new input values to a saved element only if you have not entered the element for any employees. To add an input value, you must set your effective date to the element's start date.
To define input values
Set your effective date early enough to handle any historical element entries you want to make.
Enter or query the element in the Element or Element Link window and choose the Input Values button.
Enter the name of the first input value. Remember that if you want to define a pay value to hold run results, you must name it Pay Value.
Select the unit type of your input value (money, hours, character, date, number, or time). A Pay Value must have the unit type Money if the element is in a Payments type classification.
You can enter numbers in the Sequence field to change the order in which the input values appear in the Entry Values window.
Check the Required check box if all entries of the element must have a value for this input.
Note: When you have saved an input value, you cannot change it to be Required. If you have saved it as Not Required by mistake (or you have generated an element that has an input value you want to make required), delete the input value and re-enter it with the correct values. If you are re-entering a generated input value, be careful to enter exactly the same name. You cannot delete the input value if you have made any entries of the element for employees.
Check the User Enterable check box if users can enter a value for this input. Uncheck it if you want to ensure that the default value is entered for all employees.
Check the Database Item check box if you want the value to be available to formulas or QuickPaint inquiries.
Database Items are simple identifiers that the system uses to find specific items of information in the human resources database. Any spaces in the input value name are converted to underscores in the Database Item name.
If you enter defaults at the element link level, these override the defaults at element level. If you update an element-level default, remember to check the values on the element links too.
To enter a default for an input value
Enter the value in the Default field.
If you want existing entries to be updated whenever the default is changed, check the Hot Default check box. The input value must be required if you want to use this option.
A hot default appears in the Entry Values window in quotation marks.
Important: If a user overrides a hot default in the Entry Values window, subsequent changes to the default will not affect the entry. For this reason, you may prefer to use BEE to change defaults for large groups of employees, rather than the hot default feature.
To enter validation for an input value
Do one of the following:
Select Warning or Error to determine whether the system warns users that an entry is invalid or prevents them from saving an invalid entry. You cannot select a value if you chose a Lookup because a user cannot enter an invalid value for an input value validated by lookup.
Use the Element Link window to define groups of assignments that are eligible for an element.
Note: When you define a link for a benefit or for an entitlement item in a collective agreement, do not select any eligibility criteria. Instead use participation eligibility profiles to restrict eligibility for the benefit or entitlement item.
Note: When querying data the Element Link window returns values for Payroll, Location and Position and Organizations, irrespective of the security profile restrictions set, enabling you to view the links already created. You cannot create links for data outside your security profile.
To define an element link
Set your effective date to the date you want the eligibility criteria to come into effect.
In the Element Name field, select the Element for which you are defining a link.
Check the Standard check box if you want all employees who are made eligible by the link to receive the element automatically.
You can only create a standard link if the element is recurring and multiple entries are not allowed by the element definition.
In the Eligibility Criteria region, select the assignment components that constitute this eligibility rule. If you want to link to all employees, do not enter any eligibility criteria.
You can link to all payrolls or to a specific payroll. Do one of the following:
Leave the Payroll field blank and check the Link to all Payrolls check box if you want employees assigned to any payroll to be eligible. This rule excludes employees who are not assigned to a payroll.
Select the name of a specific payroll if you want only employees on that payroll to be eligible for the element. Do not check the Link to all Payrolls check box.
Leave both fields blank if assignment to a payroll is irrelevant to eligibility for the element.
To enter costing information for the link
Select the Costable Type. The default is Not Costed, meaning that the system maintains no costing information for the element.
To allow entry of costing information at all levels, including the assignment and element entry levels, select Costed This is the appropriate selection for most elements representing earnings types.
If you do not need to cost the element at organization and assignment levels, select Fixed Costed. This is appropriate for some deductions, which are irrelevant to labor distribution analyses.
If you want to distribute overhead costs (such as employer contributions to a pension plan) over other elements, select Distributed.Then select a Distribution Set.
Note: Some element classifications for your legislation may be predefined as Not Costed and you cannot override this.
Check the Transfer to GL check box if the payroll run results from this link should be transferred to the general ledger.
Use the Costing field to select a GL account code and, if present, account codes of labor distribution or other systems in which to collect the run results of this element. Then use the Balancing field to select the GL account that balances this one.
For deductions elements:
Select the code for the GL account to credit in the Costing field, and the code for the account to debit in the Balancing field.
For elements in all other classifications:
Select the code for the GL account code to debit in the Costing field, and the code for the account to credit in the Balancing field.
Note: Depending on your set up of the Cost Allocation flexfield, the Balancing field may not be enabled.
You can use a batch process to create multiple links more efficiently than creating each link individually.
To create element links in a batch operation
Check the Create in Batch Mode check box to specify that you want to defer creation of this element link until later when you run the Generate Element Links process. Alternatively, leave the box unchecked if you want to create this element link immediately.
View the Link Status to confirm the status of your link:
Unprocessed - you have selected this element link for creation as part of a batch, but the Generate Element Links process has not started yet.
Processing - the Generate Element Links process is now attempting to create this link.
Complete - the Generate Element Links process has completed, and you have successfully created this element link.
Incomplete - the Generate Element Links process has completed, but this element link was not included in the processing and you have not yet created the element link. Correct the link definition before rerunning the Generate Element Links process.
Error - the Generate Element Links process failed to complete, and you have not yet created the element link. Correct the link definition before rerunning the Generate Element Links process.
Run the Generate Element Links process to complete the creation of those links that you selected for batch processing.
See Generating Element Links, Oracle HRMS Compensation and Benefits Management Guide
To enter qualifying conditions for the link
Go to the Qualifying Conditions region. Here you can add or change age or length of service requirements for this particular eligibility rule.
The system checks these conditions when you make an entry of the element. If the employee does not meet the qualifying conditions, you receive a warning.
To adjust input values for the link
Save your link definition and choose the Input Values button to display the Link Input Values window.
Use this window to:
Enter a new default or change one entered at the element level
Check the Costed box to maintain costing information for an input value.
Change the maximum, minimum or both for an input value. Logically, the new values should be within the range you defined for the element as a whole. However the system does not enforce this.
You enter compensation and basic benefits for employee assignments in the Element Entries window. If employees are assigned to a salary basis, you enter their salaries in the Salary page.
You can use the Element Entries window to make entries or to query existing entries. Use the Period field, Classification field, and Processing Types option buttons to restrict the entries you see when making inquiries.
Several Oracle HRMS features, such as Absence Management, RetroPay, and Salary Administration, create element entries automatically. You cannot update these element entries on the Element Entries window. You must update the source record (such as the absence or salary record) to change the element entry.
The Processed check box shows if Oracle Payroll has processed the entry in the current pay period. Notice that you can change an entry that has been processed. This enables you to correct entries for retropay processing. Changing the entry does not alter the payroll run results so you can consult these for a complete record of payroll processing and payments.
See: Setting Up RetroPay, Oracle HRMS Payroll Processing Management Guide
Note: Your system administrator might have restricted the elements you can enter in this window by element set, classification or processing type.
To enter an element for an employee assignment
If necessary, change your effective date to:
The correct start date for a recurring element entry
Any date in the correct pay period for a nonrecurring element entry
If the pay period is closed at your effective date, you cannot enter any nonrecurring elements that process in payroll runs. If a current or future pay period is closed, you cannot enter any recurring elements that process in payroll runs.
To reduce the list of elements to choose from, select a classification, a processing type, or both in the first region.
In the Element Name field, select an element.
Note: Elements this employee is eligible for by means of a standard link appear automatically.
The system displays a warning message if the employee fails to meet any qualifying conditions of age or length of service.
If the Costing field is enterable, you can enter cost codes, for example to indicate the cost center the employee's time should be charged to.
You can select a reason for an element entry you make or update. As part of your system setup, you can enter valid reasons for the Lookup Type ELE_ENTRY_REASON.
You can check the Override check box to create an entry that overrides all other entries of this element in the current period. You cannot create an override entry if one already exists, or if any of the entries of this element have been adjusted.
If you want to create a one-time entry of a recurring element, check the Additional check box.
An Additional entry is valid only for the current pay period, shown in the Effective Dates fields.
You can only check Additional if:
The element definition allows additional entries, and
An additional entry does not already exist for the assignment in this period, and
The employee is assigned to a payroll
There is a payroll period defined at your effective date
Choose the Entry Values button to open the Entry Values window.
Enter values in the Entry Values fields. Notice that:
Entry to some fields may not be permitted.
Some fields may be required.
Some fields may have a list of values; others may be validated as you leave the field. You will receive a message if your entry is not a valid value.
Some fields may contain default values. If the default value is in quotation marks, it is a "hot default".
Important: You should consider carefully before overriding a hot default. If you override it, then any subsequent changes to the default value on the element or element link definition will notaffect the element entry. However, you can clear your entry if you want the default value to come back into effect.
For Kuwait users only: To enter information about the elements with deduction classification, click on Further Entry Information and enter the following:
Reference number, which is the sequence number used while setting up the deduction type
Authority for the deduction account
Select the type of deduction
Total deduction amount for the element
Start and end date for the deduction. The deduction process depends on the start and end dates that you select for the element. Oracle HRMS uses these dates for reporting purpose.
For Mexico users only: To report disability subsidy payments for applicable employees in the CFDI payslip, enter the disability information for Earnings and Supplemental Earnings elements. For these elements, click Further Entry Information and select an appropriate value in the Disability Registration ID field.
See Setting Up Information for the CFDI Payroll Payslip XML Interface, Oracle HRMS Payroll Processing Management Guide (Mexico) and Running the CFDI Payroll Payslip XML Extract, Oracle HRMS Payroll Processing Management Guide (Mexico) for more information.
For a non-recurring element, optionally select a date within the current payroll period in the Date Earned field. The entry will not be processed until this date (that is, the Date Earned of the Payroll Run must be on or after this date).
To enter information about a third party recipient of a payment resulting from a deduction element, use the Payee Details field. Select the name of the third party payment method set up for this payment.
To determine the processing sequence of multiple entries in the payroll run, enter a subpriority number in the Processing Priority field. Lower priority numbers process first.
Note: The Processing Priority field is not available to HR-only users. For more information on user types and the HR:User Type profile option, see: User Profiles, Oracle HRMS Configuring, Reporting, and System Administration Guide.
Save your work.
Pension contributions receive favorable tax treatment and special rules are applicable to such deductions. You set up these deductions within the Pre-tax or Voluntary Deduction element classifications.
Oracle HRMS supports the calculation of the following types of pension contributions:
Wage Earners Supplementary Pension Foundation (ATP)
Labor Market Pension (Collective Agreements)
Capital Pension
All employees and employers must contribute to the Wage Earners Supplementary Pension Foundation. The contribution to the pension fund depends on the employee’s work hours and on the payroll frequency, which can be monthly, bi-weekly, weekly, or hourly.
See: Setting Up Wage Earners Supplementary Pension Foundation (ATP) Contributions
Labor market pension is very common in Denmark and many collective agreements include rules and terms for governing the pension contributions. The rules and terms for calculating the labor market pension contributions can vary. Normally the employee pays a percentage of the net salary as pension contribution and the employer contributes double the amount.
See: Setting Up Other Pension Contributions
Contributions to Capital Pension are only for employees who have an agreement with a bank or insurance company. By law, there is a maximum amount that the employee can pay to the Capital Pension during the tax year. This maximum amount can change for every tax year.
If an employee contributes to the Capital Pension, then the contribution reduces the taxable income and the income subject to labor market contributions (AMB). When the contribution reaches the maximum limit and the employee chooses to contribute an additional amount to the Capital Pension fund, the additional amount does not affect the tax and AMB deductions. Instead, the additional contribution is handled like an after-tax deduction.
See: Setting Up Other Pension Contributions
Oracle HRMS enables you to transfer the ATP contributions to the correct legal authority.
Link the Employee ATP and Employer ATP elements to your payroll.
Enter the Employee ATP element for each employee's assignment.
Oracle HRMS captures the pension provider information to enable you to transfer the labor market pension and capital pension contributions to the correct pension provider.
Create your pension providers.
Enter additional information for the pension providers.
Enter the pension provider information at the assignment level.
See: Entering Additional Assignment Details (Assignment Window)
Link the appropriate pension elements to your payroll:
Pension and Employer Pension elements for Labor Market Pension.
Capital Pension element for Capital Pension
Enter the appropriate pension elements for each employee's assignment.
In Denmark, you process several deductions along with payroll. You set up these deductions within the Involuntary Deductions or Statutory Deductions element classifications.
Oracle HRMS supports the calculation of the following types of deductions:
Labor Market Contribution (AMB)
Court Orders
All employees in Denmark have to pay a fixed percentage of the gross salary as labor market contribution. You calculate the AMB contribution before deducting tax, which reduces the taxable income. You require this information for sending the end-of-year statement to the tax authorities.
See: Setting Up Labor Market Contributions (AMB)
Court orders are typically for unpaid debts or fines. Oracle HRMS supports the requirement that a person can have only one active court order deduction at a time and enables you to increase the existing court order amount, if there is a new court order deduction.
Oracle HRMS provides you with Court Order Deduction element to capture of the court order deduction amount that you pay to the Central Court Order Administration Organization. After deducting the full court order amount, you must specify an end date for the element entry.
See: Additional Implementation Steps for Denmark
In Denmark, there are many non-monetary benefits that are treated as part of the total remuneration. These benefits can be either taxable or non-taxable.
G-Dage pay, which you pay in the event of suspension of employee contract, follows Danish labor agreements and special rules as per collective agreements.
Taxable benefits in kind are taxable income, but are not paid as part of the salary. If a benefit in kind is taxable then the value of that benefit will increase the following incomes:
Income subject to Labor Market Contribution (AMB)
Taxable income
If the benefit in kind is not taxable, there is no calculation. However, it is normal to display the benefit and the equivalent amount on the payslip.
See: Setting Up Benefits in Kind
Typically, if you suspend an employee's contract, you follow the G-Dage rule, and pay the employee for the first two days of the suspension period.
Oracle HRMS captures the G-Dage payment details through the predefined G-Dage Pay element so that the employee’s payslip displays the number of G-Dage days and the G-Dage amount paid-to-date.
See: Additional Implementation Steps for Denmark
Oracle HRMS enables you to calculate proportionate earnings amounts whenever payroll-relevant data is changed during a payroll period, for example, if an employee joins or leaves the company during a payroll period or if an employee's pay grade changes during a payroll period. Oracle HRMS performs a proration calculation to ensure that the employees' earnings are calculated correctly after taking account of these changes.
If you want to prorate an earnings element, such as basic salary, assign an event group to it. An event group is a collection of proration points that share similar characteristics. You can create an event group to group together all proration points that affect an employee's salary, for example. This event group could contain proration points such as salary increases, assignment changes, and pay rate changes.
You then process the element using a formula that handles proration. You can either use a payroll formula that handles proration, or create a separate proration formula that runs after the main payroll formula only in payroll periods when a proration event occurs.
See: Sample Payroll Formulas Enabled for Proration (UK), Oracle HRMS FastFormula User Guide, Sample Proration Formula, Oracle HRMS FastFormula User Guide, and Writing Proration Formulas, Oracle HRMS FastFormula User Guide
When you define the event group, you select the events that will activate proration calculation, such as:
An employee joining or leaving the enterprise
Changes to pay grades or grade rates
Changes to pay scales and progression points
Changes to hourly or annual pay rates
Changes to working hours
Changes to allowances or deductions
Note: The proration unit can be periods, days, or hours. Proration can be applied to a monetary, time-based, or numeric amount.
Oracle HRMS captures the employee's contribution towards the labor market to enable the employer to send an accurate end-of-year statement to the tax authorities.
Create your legal employers and service providers.
Link the Employee AMB element to your payroll.
Enter the Employee AMB element for each employee's assignment.
You must consider taxable benefits in kind as taxable income that you do not pay along with the employee's salary. Oracle HRMS supports the calculation of benefits in kind.
Create the necessary legal employers.
Enter the company car benefit information through the Vehicle Repository self-service page. If you do not enter the vehicle allocation information here, then you can enter it in the Company Car element.
Ensure that all benefits in kind elements have the primary classification as Benefits in Kind.
See: Defining an Element
Select the benefit type through the Further Element Information descriptive flexfield, if you are entering information for other employee benefits. Define these elements with Termination as Actual Termination. You use this information to report on benefits that have no tax implications.
Link the necessary elements to your payroll.
Enter the required elements for the employee's assignment.
Follow these steps if you want to set up your system for proration or retro-notification.
To complete basic setup for proration or retro-notification
In the Table Event Updates window, ensure that the events you want to use are already included in the required tables. Enter the table name. The lower half of the screen displays the fields that trigger proration or retro-notification if their values are changed.
If the table has already been defined but the required event is missing, create either an Update, Delete, or Insert event and enter the table row or column to which the event refers. You can only enter a column name if you are creating an Update event. Select the change type defined by the event.
Note: The Table Event Update window is not available in all localizations.
See: Making Table Event Updates, Oracle HRMS Payroll Processing Management Guide
If the events you require have not been defined in the Table Event Update window, set up the dynamic triggers for proration or retro-notification in the Dynamic Trigger Generation window. The triggers you need depend on the method you use to compensate your employees. For example, the tables required for compensation using Salary Administration are different from those required for compensation using pay grades. The tables you are likely to use are:
PER_ALL_ASSIGNMENTS_F
PER_ALL_PEOPLE_F
PAY_ELEMENT_ENTRIES_F
PAY_ELEMENT_ENTRY_VALUES_F
PER_SPINAL_POINT_PLACEMENTS_F
PER_GRADE_RULES_F
See: Defining Dynamic Triggers, Oracle HRMS Payroll Processing Management Guide
Note: French users: Ensure you enable the dynamic triggers for PAY_ELEMENT_ENTRIES_F and PER_ALL_ASSIGNMENTS_F.
Create an event group for your proration or retro-notification events. You must create the event groups before you can create your elements.
See: Defining Event Groups, Oracle HRMS Compensation and Benefits Management Guide
Select the Incident Register functional area in the Functional Area Maintenance window. Make sure that your triggers are included in this functional area. If your triggers are not included, insert them.
You must also activate the triggers according to legislation or business group. For more information, see: Grouping Dynamic Triggers into Legislative Functional Areas, Oracle HRMS Payroll Processing Management Guide
Setup for retro-notification should now be complete, meaning you can proceed to running the appropriate report. However, if you are setting up proration continue with the next steps.
To set up the elements for proration
Create your proration element. US and Mexico users: Initiate the earnings type or deduction, then query the generated element in the Element window to add a proration group and, optionally, a proration formula.
Make sure that you select a proration group for each element
Select a proration formula if you are using a separate proration formula to handle proration events (rather than enabling your payroll formula to handle proration)
Select Actual Termination as the termination processing rule
Define the input values for the element. For example, if you were using the sample payroll formulas that are enabled for proration, you would create the following input values:
Amount for a salary management element
Date Worked for a spinal point/pay scale element
Annual Deduction for a deduction or allowance
Link the element to a specific payroll or payrolls. If you want the element to be used automatically each time the payroll is assigned, select the Standard check box. If you do not select this check box, you must enter the element for each assignment.
To create the formula
Check that the database items to be used in your formula are available. If the required database items are not available, create them.
Create the proration formula or write a payroll formula that is enabled for proration.
To create a proration formula, see: Writing Proration Formulas, Oracle HRMS FastFormula User Guide
UK users: For examples of payroll formulas enabled for proration, see: Sample Payroll Formulas Enabled for Proration, Oracle HRMS FastFormula User Guide
For more information on writing formulas, see: Writing or Editing a Formula, Oracle HRMS FastFormula User Guide and Writing Payroll Formulas for Elements, Oracle HRMS FastFormula User Guide
Link the formula to your element in the Formula Result Rules window.
See: Defining Formula Processing and Result Rules, Oracle HRMS FastFormula User Guide
Attach the element to the salary basis if the salary is relevant for proration. Select the input value you created (such as Amount) in the Input Value Name field of the Salary Basis window.
See: Defining a Salary Basis, Oracle HRMS Compensation and Benefits Management Guide
In the vehicle repository, you can store details of company vehicles and private vehicles used for business purposes. This information is datetracked so that you can record changes to the vehicle - such as its status (active or inactive) - over time. Storing this data in a repository removes the need for repetitive and error-prone data entry.
Use Oracle SSHR to record the following information in the Vehicle Repository Page:
Registration number
Make and model
Buying date
Engine capacity
Buying price and value of optional accessories fitted initially and added later
Fiscal rating
Status, and reason for Inactive status
Whether the vehicle can be allocated to multiple users
You can import company vehicle information from a car fleet management system, storing a fleet identifier and date transferred on each vehicle record.
Use Oracle SSHR to allocate vehicles to your employees so they can be used in employee mileage claims or Benefit in Kind processing. You can allocate two types of vehicles : company and private.
You can allocate one primary company vehicle to each employee, and as many additional company vehicles as your business rules allow.
You can allocate as many private vehicles as your business rules allow. You mark one vehicle as the default.
Business rules are held in the PQP_CONFIGURATION_VALUES table. See: Configuration Settings for Vehicle Repository and Mileage Claims, Oracle HRMS Compensation and Benefits Management Guide
When you allocate a vehicle, you can override some of the configuration settings for your business group.
You can record a vehicle against a single assignment, or against all of an employee's assignments.
You can allocate vehicles from the Vehicle Repository page.
Oracle HRMS provides a convenient way to maintain information about the various absence types your enterprise recognizes. To facilitate reporting and analysis of employee absences, you can distinguish between absence types and absence categories. An absence category is a group of related absence types.
Some absence categories may be predefined for your legislation. The table below contains examples of absence categories and types, for illustration purposes only. You can extend the list of predefined categories and define your own absence types, as required.
Example Absence Categories and Types:
| Absence Category | Absence Type |
|---|---|
| Medical Leave | Illness or Injury |
| Work-related Injury | |
| Work-related Illness | |
| Medical Appointment | |
| Family Leave | Paid Maternity/Paternity |
| Unpaid Maternity/Paternity | |
| Dependent Care | |
| Personal Leave | Compassionate Leave |
| Personal Business | |
| Professional Leave | Certification Classes |
| Meeting Attendance |
Also, to assist with absence reporting and analysis, you can provide reasons to select from when recording employees' time taken for an absence type. For example, if you need information to analyze the particular family-related responsibilities that cause employees to miss work, you can define reasons for absence types as follows:
Example Absence Category, Types and Reasons:
| Absence Category | Absence Type | Absence Reasons |
|---|---|---|
| Family Leave | Paid Maternity/Paternity | Birth of a child |
| Adoption of a child | ||
| Dependent Care | Child Care | |
| Elder Care | ||
| Disabled Care |
Setting up each absence type is essentially a two-step process. One step involves defining the type, that is, entering its name, and optionally selecting a category and reasons for it. The other step involves defining an element to associate with the type. This element serves two important purposes:
It provides a way to maintain a running total of time taken for the absence type. The Absence Detail window shows the running total of absences with an end date before the effective date, and with an absence duration on record. Each absence can add to, or subtract from, the running total, depending on how you define the absence type.
It provides a way to restrict employee eligibility for the absence type. The links you build for the element establish which employees are eligible to use the type.
For example, if the absence type compassionate leave is available only to full time employees, you link its element to the assignment category Full Time.
To hold a single running total of time taken for two or more absence types, you associate all the types with the same absence element. For example, your absence category Personal Leave may include two absence types you need for certain reporting purposes, Compassionate Leave and Personal Business. However, you require just one running total to be kept of employees' time taken for both types of personal leave. In this case you simply associate both absence types with the same absence element.
Note: If you want to use absence types without recording accrued totals or eligibility rules, you can define the type with no associated element.
You can associate each absence type with a recurring or nonrecurring absence element. Each element has an input value with either hours or days as its unit of measure.
Nonrecurring element entries are valid for one payroll period. When you enter an absence of a type associated with a nonrecurring element, the application creates an element entry for the period in which the absence start date falls. For example, if you enter an absence that starts on 4 May for someone on a monthly payroll, the entry is dated 01 May to 31 May.
The entry is only created when you enter the absence end date, and you must enter the absence duration at the same time. The duration can be defaulted if you set up an absence duration formula. The full value of the absence duration is recorded in the absence element entry, even if the end date falls outside of the payroll period.
Important: This option is only available if you use Oracle Payroll and the Proration functionality is enabled in your localization.
UK Users: If you use the Statutory Absence Payments feature you must continue to use nonrecurring elements to record long term sick leave.
Use this approach if you want to begin processing absences before end dates are recorded. You do not enter absence duration on the recurring element entry. Instead, you use a payroll formula to calculate the absence duration to be processed in each payroll period. Use the absence duration formula to calculate the duration displayed on the Absence Detail window. This value is deducted from the current PTO accrual when you enter an end date for an absence type that is associated with a PTO accrual plan.
Recurring element entries start on the absence start date and end on the absence end date (if there is an end date). If the absence ends in the middle of a payroll period, the payroll run detects and processes the absence using the proration functionality.
When you define an absence type, you specify whether the application should maintain an increasing balance, a decreasing balance, or no balance of time off. The balance is a running total of the hours or days an employee has taken for the absence type, as recorded in the Duration field.
As you would expect, an increasing balance for an absence type starts with no time entered, and increases as you enter employees' hours or days absent. For example, if the absence type Compassionate Leave has an increasing balance, the balance starts from zero for each employee and increases by the number of hours entered for each absence of this type.
Increasing balances are appropriate for most absence types. For absence types for which your enterprise sets a maximum time allowed, the system issues a message when an entry of time absent exceeds this maximum, or Oracle Alert can notify you when an employee reaches the maximum time or takes excess time.
See: Oracle Alert User's Guide
When defining an absence type for a PTO accrual plan, you give it an increasing balance that shows the employee's accrued time taken. When you record an absence using the Absence Detail window, you can see the amount of accrued time a plan participant has available for use as vacation or sick leave.
If your enterprise sets a maximum time allowed for an absence type, you have the option of setting up a decreasing balance for this type, instead of an increasing balance. (If the absence type is used for a PTO accrual plan, it is simpler to use an increasing balance and an accrual formula that records an up-front accrual amount.)
For example, suppose your enterprise allows certain employees 32 hours leave per year for professional development. The Professional Leave absence type can have a decreasing balance, and an initial entry of 32 hours.
If you record an employee absence of 4 hours for this absence type, the decreasing balance shows 28 hours still available to be taken.
Decreasing absence balances require more maintenance than increasing balances. They need a prorated initial balance entry for all eligible new hires throughout the year, and require resetting each year for all eligible employees.
Notice that an absence type cannot have both a decreasing and an increasing balance; it has one or the other.
You can initialize or adjust an absence balance using the Element Entries window, or the Element Entry API. You can also initialize a decreasing balance by entering a negative value using BEE. For example, if you enter -16 hours using BEE, a decreasing balance starts at 16 hours. However, be aware that using BEE creates an absence record that will show on employees' absence history.
You can define an absence element as an Information element or an Earnings element.
If you define an Information absence element, you can use a recurring Earnings element to manage the calculation and payment of vacation and sick pay. When you define the absence element, you check the Database Item box for the input value that holds the absence balance. Entries to this input value then become database items that formulas for payroll calculations can access.
US Users: You will typically set up your absence elements in the Information classification for employees who do not submit timecards (Timecard Required = No on the Statutory Information tab of the Assignment window). If you are using the seeded Regular Salary or Regular Wages elements, the payroll run creates indirect results for the seeded Vacation Pay or Sick Pay elements when it finds absence entries in the Vacation or Sickness categories. These elements appear on the Statement of Earnings, but the Information elements do not. You do not need to set up any additional absence Earnings elements for these employees.
Other localizations: Typically, you define an Earnings element to have a skip rule that triggers processing when it finds an entry for the absence element. The element's payroll formula uses the database item for the entry value so that it automatically gets the sum of all the entries in the pay period. Then, using the salary database item to get the salary or hourly rate, it calculates the total absence pay for the period. You can also use the formula to reduce regular earnings for the period so employees do not get paid twice.
The advantage of this approach is that it simplifies the processing of absence payments into one calculation.
Select the Earnings classification for absence elements if you want to process absences individually in each payroll period. You can use these elements with Oracle Time and Labor. This approach creates a one-line entry on the statement of earnings for each absence type. Typically, you would create nonrecurring Sick and Vacation Pay earnings elements. You can also create different absence elements for each rate or multiple of pay if the element must appear on the statement of earnings as a different line item.
US Users: For employees who do submit timecards (making entries in BEE to the Time Entry Wages element), you can create your absence elements as Earnings. This also applies if you do not use the seeded Regular Salary and Regular Wages elements, and you want your absence payment to show on the Statement of Earnings. Use the Earnings window to initiate the element. Select the Category Regular and check the Reduce Regular box.
Oracle Payroll users: If you enter or update an absence retrospectively, or you delete an absence that started in the past, these changes are listed in the Retro Notification report the next time you run this report. This enables you to use RetroPay to correct any payroll processing.
Use the Absence Attendance Type window to define an absence type and associate it with an element.
To define an absence type
Enter a name and category for the absence type.
Tip: Give the absence type and its associated element the same name, or coordinate the type name with its element name. For example, name the absence type for a PTO accrual plan Salaried Sick PTO Plan, and its associated element, Salaried Sick PTO Absence.
Select Allow Absence Overlaps if absences of this type can overlap other absences. If you deselect this option, the application warns you if you enter an absence that overlaps another absence of any type.
In the Associated Element region, select the element defined for this absence type. Select the element's input value that holds days or hours. The unit of measure for the input value appears in the Units region.
In the Balance region, select Increasing if you want each absence entry to add to a running total of time taken to date. The running total covers all absence types associated with the selected element. Select increasing balances for absence types for PTO accrual plans, and for most other absence types.
For absence types that have a set maximum amount of hours or days allowed, you may select Decreasing. In this case, each absence recorded reduces an initial balance to show time remaining to be taken for the type.
Note: Decreasing balances require more maintenance. You must enter an initial balance amount for each new hire eligible for the absence type, and must initialize the balance for all eligible employees at the start of each year.
Optionally, select reasons that are valid for entries of this type of absence.
Save the absence type.
Oracle HRMS enables you to record the absence information for employees to receive the various absence benefits for maternity, paternity, parental absence, part-time maternity, and adoption. This process ensures that you report the absence information and the related social security deductions accurately on the social security contribution reports.
You must use the predefined elements for absence such as Maternity Detail, Paternity Detail, Part-time Maternity Detail, and Adoption Details.
Record the absence information for an employee using the Absence window.
See Entering Absences, Oracle HRMS Compensation and Benefits Management Guide
Enter the additional information for each of these absences using the Further Information field:
Oracle HRMS enables you to record various holiday absences for employees and administer holiday pay and public holiday pay. You can process the holiday pay that the employees accrue based on the different kinds of earnings and remuneration they earn in the holiday accrual year. Oracle HRMS provides you predefined lookups, elements, and fast formulas for processing an employee's holiday pay. Before you can process the holiday pay, you define the holiday allowance percentage for the employee.
Note: You use the Further Period Details field in the Period dates window to define the percentage for each period.
See: Defining a Payroll
To set up holiday pay
Assign a work schedule to the employee.
See: Assigning a Schedule to a Worker, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide
Link the Holiday Accrual and Holiday Entitlement Information elements to the required payroll.
Note: If an employee is attached to a monthly or hourly payroll, then as you process the payroll, Oracle HRMS calculates the holiday accrual days and holiday allowance (holiday pay for the hourly payroll) based on the definitions at the legal employer or assignment level. For example, a five-day work pattern results in 2.08 days per month of holiday accrual and a six-day work pattern results in 2.5 days per month.
You can override the accrual details at the legal employer level by defining the details at the assignment level.
Sse: Entering Additional Assignment Details (Assignment Window)
In the Element Entries window, select the Holiday Allowance Override element to override the holiday allowance percentage you defined for the employee when you created the payroll.
See: Making Manual Element Entries, Oracle HRMS Compensation and Benefits Management Guide
Run the payroll.
Oracle HRMS enables you to process sick pay for your employees according to the statutory requirements. Using the sick pay processing functionality, you can provide details of the absence, work incident that caused the absence, and benefits. For processing the sick pay, you must complete the following steps:
To set up sick pay
Define the sickness absence type using the Absence Type window. Select Sickness as the category for each type of sickness absence.
See: n
Enter the sickness absence details you want to capture for an employee.
See: Entering Absences, Oracle HRMS Compensation and Benefits Management Guide
If you want to process an emergency payment for an employee, select Yes in the Section 28 Registration field on the Sick Pay Defaults tab.
See: Entering Additional Assignment Details (Assignment Window)
Run the payroll.
You can generate and submit reports to statutory authorities that list reimbursements of sickness pay. These reports include the DP201 and DP202 reports. Run these reports from the Submit Request window.
To run the sickness report
Select the Single Request option.
Query the relevant sickness report request in the Name field.
Complete the request parameters.
Note: Oracle HRMS generates the report only for those sickness absences that have an end date between the start and end dates you enter in the parameter. You can generate the report for a particular assignment by entering the Assignment Number parameter. If you leave the field blank, the report includes all the assignments of the employee.
Submit the request.
You use the Absence window to record the maternity absence for employees. You can enter additional information relating to an employee's maternity absence as required for processing the maternity benefit.
To enter maternity absence
Click in the Further Information field to display the Additional Absence Detail Information window.
Enter the date when notification was received for maternity leave.
Enter the expected and the actual date of birth of the child.
Select whether the absence is the employees' first absence.
Select the linked absence.
Select whether the employee is eligible for holiday accrual.
Select the type of payment applicable for the leave.
Enter the override values if any, for the pre-birth duration.
Enter the override values if any, for the post-birth duration.
Enter the number of maternity weeks that were transferred to the employee.
Enter the return to work date notified by the employee.
Enter the expected return to work date.
Enter the right of leave notification date.
You can use the Absence window to record the adoption absence for employees. You can enter additional information relating to an employee's adoption absence. This information is required for processing the adoption benefit.
To enter adoption absence
Click in the Further Information field to display the Additional Absence Detail Information window.
Enter the date when notification was received for adoption leave.
Enter the expected and the actual date of adoption.
Select whether the absence is the employee's first absence.
Select whether the employee is eligible for holiday accrual.
Select the type of payment applicable for the leave.
Enter the override values if any, for the pre-adoption duration.
Enter the override values if any, for the post-adoption duration.
Enter the number of adoption weeks that were transferred to the employee.
Enter the return to work date notified by the employee.
Enter the expected return to work date.
Enter the right of leave notification date.
Enter the notification date of 32 weeks absence right.
You can use the Absence window to record the part-time maternity absence for employees. You can enter additional information relating to an employee's part-time maternity absence. This information is required for processing the part-time maternity benefit provided to employees.
You must record a minimum of six weeks of maternity leave for the employee before you enter the part-time maternity leave.
To enter part-time maternity absence
Click in the Further Information field to display the Additional Absence Detail Information window.
Enter the date on which notification was received for maternal leave.
Enter the date of child birth of the child.
Select whether the absence is the employee's first absence.
Select whether the employee is eligible for holiday accrual.
Select the type of payment applicable for the absence.
Enter the number of part-time hours that the employee opts for.
Select the frequency at which you need to calculate the part-time hours.
You can use the Absence window to record the parental absence for employees. You can enter additional information relating to an employee's parental absence. This information is required for processing the parental benefit.
To enter parental absence
Click in the Further Information field to display the Additional Absence Detail Information window.
Enter the date on which notification was received for paternal leave.
Enter the date of childbirth or adoption.
Select if the absence is the employee's first absence.
Select whether the absence is the employee's first absence.
Select whether the employee is eligible for holiday accrual.
Select the type of payment applicable for the leave.
Enter the override values if any, for the duration information.
Select whether the absence right is for more than one period.
Select the reason of absence.
You can use the Absence window to record the paternity absence for employees. You can enter additional information relating to an employee's paternity absence. This information is required for processing the paternity benefit provided to employees.
To enter paternity absence
Click in the Further Information field to display the Additional Absence Detail Information window.
Enter the date on which notification was received for maternal leave.
Enter the date of birth of the child.
Select whether the absence is the employee's first absence.
Select whether the employee is eligible for holiday accrual.
Select the type of payment applicable for the leave.
Enter the number of part-time hours.
Select the frequency of the part-time hours.