Payroll Management

Payroll Definition

Consolidation Sets

Consolidation sets are the means by which you label payroll runs for further processing. This enables you to process the results from more than one payroll in a single action. You need only produce one tape per payment method for several payrolls, one set of reports and one set of costing for the whole set.

You can follow this procedure when scheduling additional runs. These are the runs you make in addition to your regular payroll runs; for example, to pay leavers. You can decide whether to consolidate an additional run with the regular run or switch it to a special set.

Consolidation sets are also used to label assignment sets when you use these for payroll processing. The same choices apply to assignment sets as to payrolls. You can accept the default consolidation set or select a new one when you set the run parameters in the Submit Requests window. You can also change the consolidation set after the run in the Update Payroll Run window.

Changes to a Consolidation Set

Consolidation sets facilitate the selective post-run processing of different payrolls. For example, after processing three payrolls in one consolidation set, you may want to select just one for immediate post-run processing. To do this, transfer the one you want to process to a new consolidation set.

You may also want to retry a payroll while continuing with prepayments for other payrolls whose status is Complete. This too would require a change of consolidation set for the first payroll.

See Assignment Sets

Period Types and Calendars

Since a payroll has only one pay frequency, you must define at least one payroll for each pay frequency you use. The following table shows the valid period types for pay frequency.

Period types and pay frequency table:

Payroll Period Types Periods per Year
Semi-Year 2
Quarter 4
Bi-Month 6
Calendar Month 12
Lunar Month 13
Semi-Month (not available for UK users) 24
Bi-Week 26
Ten-Day 36
Week 52

Note: For Norway and Swedish users: Only Bi-Month, Calendar Month, Bi-Week, and Week payroll period types are available.

For Spanish users: Only Calendar Month payroll period is available.

Assignment Sets

There are three uses of assignment sets in Oracle HRMS:

There are three ways to define the set:

Defining a Payroll

Use the Payroll window to define a payroll, including its calendar and valid payment methods.

To define a new payroll

  1. Set your effective date to a date early enough to handle any historical information you want to enter. Your effective date must be on or before the first period start date of the payroll calendar.

  2. Enter the payroll's name and select its period type from the list.

  3. Enter the end date of the payroll's first period, and the number of years for which the system should initially generate the payroll's calendar. You can increase this number later to generate additional years.

    Note: Be aware that some processes require the calendar to extend into the future. For example, the PTO Carry Over process requires payroll periods extending to the end of the new accrual term.

    When you enter the First Period End Date, make sure that the corresponding start date of the first period is after the start date of the payroll.

    Additional Information: The Reset Years field is available if you have set the profile option PAY: Display Reset Years in Payroll to Yes. The field signifies the years after which the period start of the next corresponding year would be reset. This field cannot be greater than the number of years.

  4. In the Date Offset region, you can change the zero default to a negative or positive number of days before or after the period end date. For example, for a semi-monthly payroll, the Cut Off date can be 3 days before the period end date (-3), while the Scheduled Run and Check dates can be 5 and 7 days after this date, respectively. You can also set the Payslip offset to determine when employees can view payslip information.

    Note: For India users only : You can calculate and deduct taxes from employees on the date salary is paid to the employee instead of date earned, thereby supporting payroll earned with a date paid in future (from March to February instead of April to March) by using a positive offset.

    Note: Australia, China, Hong Kong, India, Japan, Korea, Singapore, and New Zealand users: You can set the payslip offset to determine when employees can view their payslip information.

    • The Check Date, sometimes called Pay Date, is the date of constructive receipt of pay, on which paychecks become negotiable.

    • The Scheduled Run Date is the date scheduled for the Regular run of this payroll each period.

    • The Cut Off date, included for your reference, is the final date for entering or changing payroll information before a run.

    • A payslip offset, reckoned from the completion date for your payroll processes is always a positive number to enable you to prevent employees from viewing payslips before the official payment date. For example, if the payroll processes complete on 15th May, and employees do not receive payment until 20th May, you can enter an offset of 5 to align the payslip date to the payment date.

    These offsets are the defaults for the calendar. You can manually make date changes in the calendar (such as when an offset date falls on a weekend or holiday, by choosing Period Dates).

  5. Select a default payment method for employees who have no valid personal payment method. You cannot select a method using magnetic tape because this requires information about employees' bank accounts.

  6. Select a default consolidation set for this payroll. One consolidation set is created automatically when you define your Business Group. Oracle Payroll users can create other consolidation sets for payroll processing.

  7. In the Costing region, you can enter information about the ledger and suspense account holding costing information for this payroll.

    The information you enter here depends on the setup of your Cost Allocation key flexfield.

    See: Setup of the Cost Allocation Key Flexfield, Oracle HRMS Enterprise and Workforce Management Guide

  8. Check the Negative Payment Allowed check box if you want the PrePayments process to include negative payments. If you leave the box unchecked, the PrePayments process ignores negative payments.

  9. Check the Multiple Assignment check box if you want an employee to receive a single payment, for multiple assignments carried out within your organization. However, if a PrePayments process, which runs prior to your effective processing date, already exists you cannot go back and change the Multiple Assignment check box. This box is only visible if the functionality is enabled for your localization.

    Note: If you check the Multiple Assignment check box, make sure it remains checked throughout your payroll processing. Oracle Payroll reports in error if some of your payroll processes support multiple assignment processing and others do not.

  10. If you are an Oracle Payroll user, enter the Statutory Information field to open the Statutory Information window.

    Your Oracle localization team may have created fields in this window.

    Note: The Statutory Information field is not visible if your HR:User Type profile option is set to HR User.

  11. If the Payslip Modeler is enabled for your localization, then you can set locking period for payslip modeling. This restricts users from making updates to payroll information while modeling their payslip during a mock payroll run during the specified period.

    Note: Payslip Modeler is not available by default. Check with your system administrator if Payslip Modeling is available for your localization.

  12. You can specify the Availability Rule whether to disable the functionality days after the period start and days prior to the End date or enable the functionality between the days from start and before the period end date. Specify the number of days prior to and after a specified date when can you make changes for modeling/simulating the payslip.

    Note: You cannot make any changes beyond the days specified here for payslip modeling.

  13. For India users only: Click in the Further Payroll Information field and specify Yes in the March Salary paid in April field, if you want to enable processing of payroll of two periods in a single month.

  14. For Korea users only: Click in the Further Payroll Information field and specify the exemption amounts. By default, the application uses the TRUNC function for tax calculations. Specify Yes if you want the application to use ROUND function instead of TRUNC function for tax calculations.

    Specify if you want to adjust the amounts for standard tax breaks.

    Specify if you want to enable reprioritization of pension related amounts as the last priority within the calculation category.

    For Japan users only:

    Click in the Further Payroll Information field and specify the following information

    • income tax dependent reference type

    • social insurance premium collection type

    • user defined year end adjustment formula

    • Hi Wp Monthly Remuneration Synchronous

    • Geppen Santei Process Date (MMDD)

    • Print Personal Number

  15. Save your work.

  16. Save your work.

  17. Choose the Period Dates button to view the calendar generated for your payroll. In the Period Dates window:

    • You can view the default offset dates for every period, and you can manually override any of these dates in any record.

    • You can change the payroll's default Open status in any period to Closed to prevent further element entries. You can also reopen the period if necessary.

    Important: Use this feature with caution. When you perform certain important tasks in Oracle HRMS, the system may automatically create or delete element entries. These tasks include hiring and terminating people, and updating assignments. You cannot change any element entries that span a closed payroll period, and so you may be prevented from performing these tasks.

  18. Choose the Valid Payment Methods button to add valid payment methods for this payroll.

    In the Valid Payment Methods window, the default payment method for the payroll appears automatically. You can add other methods. First set your effective date to the date you want the method to become valid.

    Note: An employee assigned to this payroll can have any number of personal payment methods chosen from those you enter here for the payroll.

    See: Entering Payment Methods for an Employee Assignment in Oracle HRMS Workforce, Sourcing, Deployment, and Talent Management Guide

Related Topics

For more information about using the payslip modeler, see the Oracle Self-Service Human Resources Deploy Self-Service Capability Guide, Payslip Modeling (UK).

Payments and Distribution

Cash Management and Oracle Payroll

Oracle Cash Management manages and controls the enterprise cash cycle. The Cash Management auto reconciliation matches Oracle Payroll against bank statement lines if the transaction meets the following criteria:

Cash Management accesses a view of payments generated by Oracle Payroll and compares it against the information on the bank statement. This process generates error messages on mismatched transactions.

Each time a new payment method is created, the bank details transfer to Oracle Accounts Payable. When defining a payment method, you must enter the GL Cash Account field to work with Cash Management.

Important: Because payment method details are passed to Accounts Payable from Payroll, it is important to ensure that you are entering this information correctly. If you inadvertently enter incorrect details, you could end up with reconciliation issues later.

Cash Management is available only for the Payroll payment methods of checks/cheques and electronic fund transfers (such as NACHA in the U.S, Direct Deposit in India).

Important: If you want to use Cash Management fully, you must install Oracle Accounts Payable and Oracle Accounts Receivable due to the interdependency of the products. All accounting functions take place in Accounts Payable and Accounts Receivable, and Cash Management provides the engine for reconciliation and forecast.

Defining a Payment Method

Use the Organizational Payment Method window to define payment methods for your enterprise.

From this window, you:

To define a payment method

Supply a name and start date for your payment method

  1. Set your effective date so that it reflects the date when you want to begin using this payment method.

  2. Enter a name for the payment method, and select the payment method type.

    For a third-party payment method, always select the type Check/Cheque. The default currency for your business group appears automatically.

  3. If an alternative currency exists for your payment method, select it.

  4. If your payment method controls payments to a third party such as a benefits carrier or garnishment receiver, check the Third Party Payment box.

Enter the source bank details for your payment method

  1. Navigate to the Source Bank tab. The Country for your source bank account appears automatically.

  2. Enter the Bank Details field to open the Bank Details window. Enter information about the account from which your enterprise intends to make payments.

    If you are using Cash Management, include the following information:

    • Account Name

    • Account Type

    • Account Number

    • Bank Name: If this already exists, enter the name exactly as it appears in Accounts Payable.

    • Bank Branch: If this already exists, enter the name exactly as it appears in Accounts Payable.

    Italy Users: You can enter the Bank Name, Bank Location, Account Number, and Account Name. The IBAN Account displays by default.

    Ensure that you enter any additional bank details that are specific to your enterprise. For example, bank details for U.S. payment methods always require a transit code. The transit code, or transit routing number is the nine-digit number that identifies the financial institution. If the transit code is incorrect, the funds will not be posted to the account.

    South Africa Users: Enter the account holder's name and indicate whether the account holder relationship is joint, own, or third party.

    Belgium, Denmark, Finland, France, Germany, Hungary, Ireland, the Netherlands, Norway, Poland, Russia, Spain, and Sweden users: Enter the Bank Identifier Code (BIC) and International Bank Account Number (IBAN) in the Bank Identifier Code and the IBAN Number fields, respectively. Note that you must enter at least one of the account numbers, that is, either the International Bank Account Number (IBAN) or the Account Number. If you enter the Account Number, then the Bank Code and Branch Code fields are mandatory.

    Warning: Always review the account setup for Oracle Accounts Payable before you define the account in Oracle Payroll. The details for your Payroll account must exactly match the account details in Accounts Payable. Otherwise, Accounts Payable creates an extra account with marginally different details. This duplicate account introduces errors when you reconcile payments between Payroll and Accounts Payable.

Specify what type of payments to cost for this payment method

  1. Navigate to the Costing tab. Each check box indicates a particular type of payment. Check the boxes for each type of payment that you want to cost. When you subsequently run the Costing of Payment process, it costs each type of payment as you have indicated. The entries that you make for an individual check box can imply automatic checking of related boxes. Your choices are:

    • Cost Payment: Check this box to specify that you want to cost only uncleared payments for this payment method.

    • Cost Cleared Payment: Check this box to specify that you want to cost only cleared payments for this payment method. If you check this box, the Cost Payment box is also checked by default.

    • Cost Cleared Voided Payment only: Check this box to specify that you want to cost any voided payments that have also been cleared by Oracle Cash Management. If you check this box, the Cost Payment and Cost Cleared Payment boxes are also checked by default.

    • Exclude External/Manual Payment: Check this box to exclude any external/manual payments from costing. This exclusion is useful if you are using this payment method as a dummy payment method to cancel a previous payment, or if you are making a payment by cash. If you check this box, the Cost Payment box is also checked by default.

    • Transfer to GL: Check this box to specify that costed payments should transfer to General Ledger. If you check this box, the Cost Payment box is also checked by default.

Specify the GL accounts for this payment method

  1. Navigate to the General Ledger tab.

  2. Select Ledger to indicate the ledger to use if you intend to reconcile payments using Oracle Cash Management.

  3. Select the GL Control Account.

  4. Select GL Cash Account to indicate which cash account to use for the reconciliation of payments.

    The entry for Description appears automatically by default, depending on what you enter in the GL Cash Account details.

  5. Select the Cash Clearing Account.

  6. Select the Error Account.

    When you first specify the GL accounts for a bank account, these then become the default GL accounts for any other payment methods that use the same bank account. The defaults apply for all new payment methods using the bank account. They also apply retrospectively for any existing payment methods that were already using the same account. However, you can override these defaults by entering your preferred GL accounts on the General Ledger tab.

    At this point, check that your Payroll setup and Cash Management setup are fully integrated.

Confirm that you can reconcile payments in Cash Management

  1. Navigate to the Cash Management tab. You cannot change the information on this tab, but you can confirm that your GL accounts are correct.

  2. To confirm that Oracle Cash Management is operating with the same source bank account that you are using in Oracle Payroll, view the check box. If the box is checked, then Oracle Cash Management holds the bank account for this payment method, and you can reconcile payments knowing that you are using an identical account in Payroll, and in Cash Management.

    However, if the box is not checked, this indicates that Oracle Cash Management does not hold the details for your Payroll account. This may indicate that duplicate accounts exist and you should exercise caution when you reconcile your payments.

Map the Payee organization to make third party payments

  1. Click the Payees button.

  2. The Payees button is enabled only when the following conditions are met:

    • The Third Party Prepayments functionality has been enabled for your legislation.

    • The profile option PAY: Use Third Party PrePayments Rollup is set to Yes using the System Profile Values window for all Payment Methods with Third Party Payment check box selected. See User Profiles, Oracle HRMS Configuring, Reporting, and System Administration Guide for more information.

  3. In the Payee Organization window, enter any number of Third Party Payee Organization with different bank account details.

  4. You can specify the payment period on which the payment becomes eligible to be paid, in Payment Period field, thus deferring the payments from each period until the payments are paid.

  5. When you enter an organization with multiple bank accounts, enter the Overriding Balance to distinguish the amounts to be paid into each account.

Enter further information for the payment method

  1. Enter further information to determine how to process this payment method. Click in the Further Information field to see the range of further information for your enterprise.

    For Japan users only: Enter the company code and company name. Select the delimiter type for the Direct Deposit file.

  2. For Norway users only: Enter values for the following fields to define the payment method level. (The same payment type supports the ISO20022 and older Telepay process).

    Field Description
    Initiating Party Name Enter the name of the known party.
    Sender ID Enter the initiating party ID. This unique organization identification is assigned by an institution using an identification scheme. Typically, this is the customer-ID in the debtor bank based on the Brønnøysundregistrene and their Central Coordinating Register of Legal Entities, or other identification arranged with the bank.
    Scheme Name Enter the code for the identification scheme as published in an external list. The options are BANK and CUST:

    • BANK: Debtor/creditor relates to a sub-level agreement under the main agreement (a bilateral agreement between a customer and a bank) regarding a special service or subsidiaries or divisions. When the scheme name is BANK, the Sender ID should have a Customer Service ID assigned by the bank.

    • CUST: Debtor/creditor relates to the main-agreement with the financial institution. When the scheme name is CUST, the sender ID should be the organization number of the initiating party.
    Batch Booking Indicate whether [the requestor] has requested a single entry per individual transaction or a batch entry for the sum of the amounts of all transactions within the group of a message. The options are:

    • No: Single Booking requested.

    • Yes: Batch Booking requested. This default value is Yes.

    Note: The Yes and No values are reflected in XML as true and false.
    Service Level Code The service level code specifies a pre-agreed upon service or level of service between the parties as published in an external service level code list. Select one of the following options:

    • NURG (Non-urgent Payment): Select as the default.

    • SDVA (Same Day Value): Intercompany only (not for salaries).

    • SEPA (Single Euro Payments Area)

    • URGP (Urgent Payment): Only suppliers (SUPP) but not for salaries.
    Payment File Format This field indicates which supported payment file format and process are in use. The supported processes are Telepay and ISO 20022.

    • Telepay: Indicates that the older file format and process, the Norwegian Payment Process, are in use. This is the default value if the field is blank. If this value is set, and you run the newer ISO20022 process, then an error occurs.

    • ISO20022: Indicates that the ISO 20022 file format and process are in use. If this value is set and you run the older Telepay process, the following error message appears: Bank file format processed is not according to specified set up on Payment method.

      Note: If you see this message, you must roll back the error process before running the new process.
    Payment Identification ID The payment identification ID is a reference assigned by a sending party to identify the payment information block within a message.
    Payment Method Select one of the following values to specify the payment type to use for transferring the funds:

    • CHK: Cheque

    • TRF: Credit Transfer. This default value is TRF.
    Debtor Name Enter the name of the debtor party.
    Debtor ID The debtor ID is a unique identifier assigned to a debtor organization by an institution using an identification scheme.

Setting Up Statement of Earnings

Setting Up a Global Statement of Earnings

Oracle HRMS enables you to view the online statement of earnings (SOE). To enable the correct display of values on your statement of earnings, you must complete each of these setup steps.

To set up the global statement of earnings:

  1. Create a user category through the lookup SOE_USER_CATEGORY.

    See: Creating User Types and Statuses, Oracle HRMS Enterprise and Workforce Management Guide

  2. Set the value of the user category that you created as the profile value for the profile PAY: Statement of Earnings User Category.

    See: User Profiles, Oracle HRMS Configuring, Reporting, and System Administration Guide

  3. Add the predefined element sets for your earnings and deductions to the SOE Information EIT at the business group level.

    For Canadian and US users only: SOE Information functionality is not available for Canadian and US legislations.

    Swedish users only: Ensure that you have enabled your elements to display a code. You do this at the business group level by entering Extra Element Details for each element. When you select the EIT, you can make a further selection of Element Name, and specify a code for your selected element. This ensures that your SOE displays the element code in the earnings, deductions, and information regions.

    See: Business Group: Entering SOE Information

  4. Create an element set containing all the elements that you want to see displayed in the information region of the SOE.

    For South Africa only: The Information region has been renamed to Fringe Benefits and Other Non Payments region. You use the predefined ZA SOE Fringe Benefits and Other Non Payments element set to display information in that region. You enter this element set in the Elements 3 field when you define your SOE Information at business group level.

    The South African localization does not use balance attribution.

    Users should now restart the Apache server as instructed in the final step.

  5. Complete the SOE Detail Information EIT by adding the elements in your element set, and the SOE display balances to the EIT at the business group level.

    See: Business Group: Entering SOE Detail Information

  6. Link the predefined SOE balance attribute to your business group. The attribute name is likely to have a leading localization code followed by the stem _SOE_BALANCE_ATTRIBUTES.

  7. Define the attributes for your SOE balances.

  8. Restart the Apache server and then check the SOE to ensure that the SOE displays the requirements that you selected.

Viewing Statement of Earnings

Oracle Payroll enables you to view an employee's statement of earnings (pay advice) without having to run the Pay Advice report.

You do this using the Statement of Earnings window.

There are various ways to access statement of earnings information. The information displayed may vary depending on whether you have run the PrePayments process or just a payroll run.

The information displayed in the Statement of Earnings window reflects the information in the printed pay advice.

The payroll run generates four types of Statement of Earnings (SOE):

Canada only: The Payroll Run SOE displays one "Master Assignment Action" master record and multiple records with second and third layer run types.

If you are processing Multiple Assignment Payments, then the PrePayment Statement of Earnings displays consolidated earnings and deductions information. The header information displayed on the Statement of Earnings is obtained from the primary assignment; however, if this assignment is not processed, then the header information is taken from the first assignment processed in the PrePayment process.

To view the last payroll with PrePayments run against it

Perform one of the following:

To view the most recently run QuickPay results

  1. From the Assignment window, choose Others and select QuickPay.

  2. Choose View Results, and select Statement of Earnings from the View Results window.

To view the statement of earnings information without running PrePayments

See Viewing Assignment Process Results for an Assignment or Viewing Assignment Process Results for a Payroll Assignment.

Payroll Statutory Deductions and Reporting

Denmark Tax Overview

Oracle HRMS supports the deduction of employee tax. Employers have a statutory duty to deduct tax from employee pay. The withholding tax calculation depends on the employee tax card and earned taxable income in the pay period. The Danish tax card indicates four ways to calculate withholding tax:

You can process taxation for some specific pay components such as bonus and benefits in kind. Typically, you calculate withholding tax for every employee assignment, even if an employee has multiple assignments within a legal entity. If you terminate an assignment during the tax year, you do not transfer the tax balances to a new assignment.

See: Uploading the Tax Card

See: Setting Up Withholding Tax

You process all employee payments electronically through the employer's bank. The most widely used standard is through bank transfer (PBS). The PBS file format consists of different record types, and the usage varies with the payment type. Oracle HRMS supports the generation of a payment file. Send this file to the employer's bank for electronic transfer of funds from the employer's bank account to the employee accounts.

See: Setting Up Electronic File Transfer (EFT)

Setting Up Withholding Tax

Oracle HRMS enables you to request and upload employee tax information from the tax administration. The application will extract the withholding tax information for each employee assignment.

  1. Link the Tax element to your payroll.

    See: Defining Element Links

  2. You need to attach the Tax Card element to the employee's primary assignment.

    You enter the Tax Card details using Oracle Self-Service HR (SSHR).

  3. Upload the tax card details into your application.

    Note: Once you upload the tax card information correctly, the application extracts the employee tax information and stores it in the available elements.

    See: Uploading the Tax Card

Uploading the Tax Card

  1. Oracle HRMS enables you to request the employees' tax cards for the new tax year. You send the tax card request to the tax administration in the form of a flat file that contains the employee details. Every employee assignment appears as a separate row in the generated flat file.

    The tax administration sends back a file, which is the same request file with the tax information added to every employee assignment record. The tax administration sends the electronic tax cards in a fixed file format. You upload the tax card information into the application.

    If an employee's tax card changes during the tax year and if the tax administration issues a new tax card, you will have to update the new tax card manually into the application.

  2. To send the tax card request:

    1. Choose the Single Request option.

    2. Query the Danish E-Income Tax Card Requisition request in the Submit Request window.

    3. Enter the information for the following parameters:

      • Legal Employer - Select the legal employer for whom you want to run the report. This is a mandatory parameter.

      • Start Date - Enter the date after which the Danish E-Income Tax Card Requisition concurrent program must pick new employees. This is a mandatory parameter.

      • Test Submission - The default value for this parameter is No. Select Yes for a test run of the report.

    4. Submit the request.

    5. Close the window.

Uploading the Tax Card - Pre 01-Jun-08

Oracle HRMS enables you to request the employees' tax cards for the new tax year. You send the tax card request to the tax administration in the form of a flat file that contains the employee details. Every employee assignment appears as a separate row in the generated flat file.

The tax administration sends back a file, which is the same request file with the tax information added to every employee assignment record. The tax administration sends the electronic tax cards in a fixed file format. You upload the tax card information into the application.

If an employee's tax card changes during the tax year and if the tax administration issues a new tax card, you will have to update the new tax card manually into the application.

  1. To send the tax card request - pre 01-Jun-08:

    1. Choose the Single Request option.

    2. Query the Danish Tax Card Requisition request in the Submit Request window.

    3. Enter the information for the following parameters:

      • Effective Date

      • Magnetic Filename

      • Legal Employer's Name

    4. Submit the request.

    5. Close the window.

  2. To upload the tax card:

    1. Convert the flat file that you receive from the Danish authorities to a text file (with extension .txt).

    2. Run the meta-mapper process, if you have not already done so, and place the converted file in a directory readable by the database. This is a system administration task.

      See: Additional Implementation Steps for Denmark

    3. Choose the Single Request option.

    4. Query the Danish Tax Card Upload request in the Submit Request window.

    5. Enter the information for the following parameters:

      • File Name

      • Batch Name

      • Batch Reference

    6. Submit the request.

    7. Close the window.

    8. Choose the Single Request option again.

    9. Query the Data Pump Engine request in the Submit Request window.

    10. Enter the information for the following parameters:

      • Batch Name

      • Validate

      • Action Parameter Group

    11. Submit the request.

    12. Close the window.

Processing and Reporting Electronic Holiday Card Data

Electronic Holiday Card Data Overview

Oracle HRMS enables you to process and report the holiday information on accrual, entitlements, and payments for all hourly paid staff and any terminated salaried employee on holiday cards. You can use the holiday card if you belong to the Danish Employer Organization (DA) and have a collective agreement that indicates that you use holiday cards for reporting the holiday information. You can generate and submit the holiday card data electronically to the Danish Employer Organization (DA) using the XML report specified by the DA.

Note: If you do not belong to the DA or do not use the electronic holiday card system, then you can continue to send the employee information via PBS to the holiday bank as you do currently. The electronic holiday card system affects the employers who choose to use the holiday card. You cannot use holiday bank transfer if you have indicated the use of holiday card system as you can only use the Electronic Holiday Card (EHC) extract.

Processing and reporting EHC data involves the following steps:

Generating Electronic Holiday Card XML File

To generate the Electronic Holiday Card (EHC) XML file for submission to the EHC system, complete the following:

  1. Enter the Denmark DA Office Code details at the organization level. See Entering DA Office Code

  2. Enter the DA Office Codes as additional assignment information. See Entering Additional Assignment Details (Assignment Window)

  3. Enter the holiday period and the holiday pay percentage in the Denmark E-Holiday Card Information assignment extra information type. The application uses these details while generating the electronic holiday card XML file.

  4. Ensure that the Use Holiday Card option is set to Yes in the Further Payroll Information or Statutory Information window that opens from the Payroll window. See Defining a Payroll.

  5. Query the user table, DK_PBS_Data in the Table Values window and end date the Holiday Bank user row on correct date. You cannot use holiday bank transfer if you have indicated the use of holiday card system.

  6. Run the following concurrent programs using the Submit Request window:

    • Danish E-Holiday Card Periodic Report Archiver - This report archives all the assignments terminated (hourly, salaried) within the date range passed to the concurrent program.

    • Danish E-Holiday Card Periodic Report – This report generates the periodic report of the specific archive request ID of the archive program.

    • Danish E-Holiday Card Annual Report Archiver - This report archives all the active hourly assignments within the year range. For example, if year passed is 2011, then date range will be 01-JAN-2011 to 31-DEC-2011.

    • Danish E-Holiday Card Annual Report - This report generates the annual report of the specific archive request ID of the archive program.

    • Danish E-Holiday Card Maintain Information Archiver - This report archives all the active hourly assignments and all the assignments terminated (Hourly, Salaried) within the date range passed to the concurrent program.

    • Danish E-Holiday Card Maintain Information Report - This report generates the information report of the specific archive request ID of the archive program. You must submit this report to the DA electronically.

    Note: The application uses the predefined balances, Special Holiday Union Agreement Accrual and Profit From Free Choice Account Accrual, to report the total payment for that period.

Uploading EHC XML File to Oracle Payroll

To upload the EHC XML file coming from the electronic holiday card system, which has requests from individual employees for holiday pay to be paid, complete the following:

  1. Specify a location for the EHC XML file in the HR: Data Exchange Directory profile.

  2. Ensure to create an absence type with Holiday Card Request absence category. You must select this absence type while running the Danish E-Holiday Card Request Holiday Pay Upload concurrent program. See Defining an Absence Type

  3. Ensure that the Use Holiday Card option is set to Yes at Legal Employer. See Entering Holiday Entitlement Details

  4. Ensure that the Use Holiday Card option is set to Yes in the Further Payroll Information or Statutory Information window that opens from the Payroll window. See Defining a Payroll.

  5. Create element links for the following elements:

    • Absent Holiday Card Request

    • Holiday Card Payment Request

    • Override Holiday Duration

    See Defining Element Links

  6. Place the XML file at a location set by the HR: Data Exchange Directory profile to upload it to Oracle Payroll.

  7. Run the Danish E-Holiday Card Request Holiday Pay Upload prior to the payroll process to upload the EHC XML file to Oracle Payroll. See Running the Danish E-Holiday Card Request Holiday Pay Upload Program

    The application uses the following predefined elements to record related information, to store incoming holiday request information, and pay the holiday pay as follows:

    • Holiday Card Holiday Pay: To pay holiday pay and record relevant information.

    • Holiday Card Payment Request: To record incoming information from the electronic holiday card system and time-stamp it.

    • Absent Holiday Card Request: Attached to the new absence type created for use by the electronic holiday card system.

    Additionally, the application uses the following predefined balances to specify holiday pay details while uploading the EHC data XML file:

    • Holiday Pay Paid

    • Holiday Days Paid

    • Holiday Paid Days

Running the Danish E-Holiday Card Request Holiday Pay Upload Program

Ensure to run this concurrent program prior to the payroll process for the holiday pay to be paid. This program enables you to upload the file received from the electronic holiday card system, which has requests from individual employees for holiday pay to be paid, to Oracle Payroll.

You run this concurrent program from the Submit Requests window.

To run the Danish E-Holiday Card Request Holiday Pay Upload program

  1. In the Name field, select Danish E-Holiday Card Request Holiday Pay Upload.

  2. In the Parameters window, enter the following parameters:

    • File Name: Ensure to place the EHC XML file at a location set by the HR: Data Exchange directory profile.

    • Absent Type: Select the applicable absence type created with absence category as Holiday Card Request.

    • Test Submission: If you select Yes, then the concurrent program just validates the file.

  3. Choose Ok.

  4. Choose Submit.

    Note: The concurrent program creates an absence for the employee as follows:

    • Start Date: Start date of absence from the inbound file.

    • Absence Type: As passed in the parameter of the absence data processed in the upload program.

    • End Date: The application calculates the end date using the Danish Absence Duration function that also used the Work Schedule and the Danish Holiday Work Pattern (5 or 6 days as defined in the Holiday entitlement EIT for Assignment / Legal Employer)

Payroll Processing and Analysis

Process Part of a Payroll

Oracle Payroll enables you to run a payroll and conduct post-processing on a payroll that has completed successfully. You can also enter subsequent changes and corrections for a payroll that has not completed successfully.

Oracle Payroll makes use of the following concepts when implementing payroll procedures:

Assignment Sets

Occasions when you need to use assignment sets for the payroll run include:

To fulfil these requirements, you can select from a range of assignments:

Consolidation Sets

A consolidation set is a grouping of payrolls that simplify post-run processing and reporting. It enables you to produce a single set of reports, costing results, and other results for all payrolls in a consolidation set. When you run a payroll, make sure that you have named the consolidation set to which the payroll belongs.

Element and Distribution Sets

With a normal payroll run, you would want to include all elements, but for a long service award bonus you would want to include only the bonus element and the statutory elements. You first calculate gross pay for ascertaining the gross amount to transfer into the payroll account. Then you complete the gross to net calculation.

You can select element sets as follows:

Canada only: When creating a Run set, you need to explicitly add the Canadian Tax recurring element to your element set.

US only: When creating a Run set, you need to explicitly add the VERTEX recurring element to your element set.

The predefined elements for Oracle Payroll are processed for every payroll run in which they have been included. The deductions are recalculated using the period totals, the amount already paid in previous runs is deducted, leaving the remainder as the deduction for the new payroll run.

QuickPay

QuickPay enables you to carry out payroll processing for individual employees. You can use QuickPay to pay employees who are leaving and who require payment immediately. If an employee asks what their net pay will be this month, you can run QuickPay to find the answer, then roll it back to remove all results from the database.

QuickPay: Two Options for PrePayments:

Once the QuickPay run has a status of Complete, you have a choice of two options for post-run processing:

Troubleshooting QuickPay: Concurrent Manager

When you start the QuickPay process, the screen freezes, and you cannot delete or update the QuickPay definition until the process completes.

You may receive one of the following error messages:

Overview of RetroPay Processing

Purpose of the RetroPay Process

Run the RetroPay process to ensure that your payroll run for the current period reflects any backdated payments or deductions. Backdated adjustments can occur when:

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For example, at the start of the current pay period, this employee has a pay award backdated to pay period 1. The employee has not yet received any payments for this award. In the current pay period the employee is entitled to payments that represent the backdated amounts for:

You run your RetroPay process to ensure that the employee receives correct payment when you next run the payroll.

Period Earned is Distinct from Period Paid

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When backdated payments occur, the accuracy of your subsequent payroll processing depends on distinguishing between:

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For example, the taxation implications are different for:

The RetroPay Process Does Not Overwrite Your Historical Payment Records

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You never overwrite historical payroll data when you run RetroPay. Although you recalculate all periods that have retroactive changes whenever you run a RetroPay, you never modify the stored results for these periods. Instead, you create one or more RetroPay entries to receive the process results.

Think of the RetroPay process as a calculator holding results in memory so that it can process a final set of results. The RetroPay process uses your historical results to calculate the changes for the current period. The results for your current period change, but your historical records remain unchanged.

Process RetroPay with Overlapping Periods

The RetroPay process recalculates payroll runs, balance adjustments and reversals from a particular date onwards, the start date of the recalculations. When you have retroactive changes overlapping another retroactive change, the application resets the start date to the earliest start date of the RetroPay processes and recalculates.

For example, you perform a RetroPay (RetroPay 1)for an assignment in period 3, with Payroll Runs being recalculated from a start date of period 1. In period 5, you perform another RetroPay (RetroPay 2) for the assignment with a start date of Period 3. The second RetroPay detects an overlap of RetroPays and sets the start date to the earliest start date.

In this case, the application sets the start date as Period 1. An overlapping override occurs to ensure that the balances are correct for the RetroPay process.

The processing of overlapping RetroPay results in an overall increase in time to process the RetroPay. If there are multiple overlaps, the increase in time is excessive.

Additional Information: RetroPay Overlap is not available by default for all localizations. To use this feature, localizations must need to enabled it.

For more information on RetroPay Overlap , refer to RetroPay Overlap - A Technical White Paper Note ID 842307.1 on My Oracle Support

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RetroPay Processes Available in Oracle Payroll

Oracle Payroll provides several versions of RetroPay, for example Enhanced RetroPay, RetroPay by Element, and so on. However, in most situations, you only have access to a single version of RetroPay.

How To Identify Your Version of RetroPay

Navigate to the Submit Requests window, and search for RetroPay. Your search returns the name of the single version of RetroPay enabled for your use, for example, Enhanced RetroPay.

An exception occurs in transitional situations. If you are replacing RetroPay by Element with Enhanced RetroPay, the Submit Requests window enables you to select each version of RetroPay so that you can complete the transition.

Summary of Available RetroPay Processes

We recommend Enhanced RetroPay as the standard version of RetroPay for new customers to adopt. Older RetroPay versions do exist, and this table exists as reference so that you can distinguish between each version. In practice however, your System Administrator determines which version of RetroPay you can use, and you are unlikely to see any reference to RetroPay versions that are unavailable to you .

RetroPay Process Distinguishing Features
Enhanced RetroPay Enables you to

  • Identify the reasons for backdated changes to individual elements,

  • Reprocess an assignment from the exact point at which a change occurred rather than reprocessing the entire pay period because it contains a backdated change.
RetroPay by Element Enables you to identify the value of backdated changes for individual elements
RetroPay by Run Only for use with Oracle HRMS (Japan)
RetroPay (by Aggregate) Does not differentiate backdated payments at element entry level.
Produces a single aggregated RetroPay This is the original version of RetroPay. You can continue to use RetroPay (by Aggregate) but we recommend that new customers should implement Enhanced RetroPay rather than RetroPay (by Aggregate)

Implications of Migrating Between RetroPay Processes

You cannot run one category of RetroPay with data that you have already run on a different category of RetroPay. For example, if your localization has moved from RetroPay by Run to Enhanced RetroPay, you cannot use Enhanced RetroPay on data previously processed in RetroPay by Run.

When to Run the RetroPay Process

The RetroPay Process and the Payroll Cycle

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It is important to run your RetroPay process at the correct point in the payroll cycle. Always run RetroPay immediately before you run a payroll, and, for greatest accuracy, as close to the cut-off date as possible. The cut-off date is the point at which all data entry for the payroll is complete.

The RetroPay Process Always Precedes a Payroll Run

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The RetroPay process cannot occur after your payroll run. If you run your payroll and then discover further backdated adjustments you must hold them over until a later payroll period and run the RetroPay process in that subsequent payroll period.

Backdated Adjustments Are Always Paid in the First Open Payroll Period

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When you run a RetroPay process in your current payroll period, any backdated adjustments are always paid in your current payroll period. So, a RetroPay process in period 5 calculates any backdated adjustments from periods 1 to 4, and marks them for payment in period 5.

You cannot stipulate that a RetroPay process in period 5 should withhold any resulting payments until a future pay period. For example, you cannot stipulate that a RetroPay run in period 5 should withhold payments until period 8.

If you want to use a future payroll period such as period 8 to make payments of backdated amounts for periods 1 to 4, then you must wait until period 8 before you run your RetroPay process.

Starting a Payroll Run

You start a payroll run in the Submit Requests window.

To run a payroll

  1. In the Name field, select the name of your payroll run process.

  2. In the Parameters window, which opens automatically, select the payroll.

  3. Select the default consolidation set name for the payroll, then select the current payroll period display.

  4. Select a new consolidation set for the run if required.

    Use the consolidation set to control post-run processing of the results.

  5. Select the payroll period for the run.

  6. Select an element set and assignment set if required.

    US only: Make sure that you have included the VERTEX seeded recurring element in your element set if you are using an element set.

  7. Select a run type.

  8. If your legislation supports Regular and Supplemental runs, then select R for a Regular run or S for a Supplemental run.

    India only: Select "Bonus" run type for paying bonus.

  9. You can optionally enter a message to appear on the statements of earnings for this run if your SOE is designed to support such a message.

  10. Choose Submit.

Running the PrePayments Process

Run this process when you want to do one of the following:

Note: The Net Pay from each assignment is deposited into the payment method account for the primary assignment unless the primary assignment is not processed. If it is not processed and the secondary assignment does not have a personal payment method, the employee receives a cheque.

Additional Information: You cannot delete personal payment methods if a PrePayment process is run.

Canada only: The PrePayments process creates different results depending on the setting of the Payroll Archiver Level option, which is set at the business group level. If you set it to "Tax Group," PrePayments consolidates the payment for all GREs of an assignment (which must belong to the same tax group), and Cheque Writer/Deposit Advice generates only one cheque or deposit (this can happen only at the beginning of the year, after running the last payroll for the previous year and before running the first payroll of the current year). If you set it to "GRE," PrePayments creates separate payments for each GRE, and Cheque Writer/Deposit Advice generates a cheque or deposit advice for each GRE.

See: Entering Payroll Archiver Level Information, Oracle HRMS Enterprise and Workforce Management Guide

You run this process from the Submit Requests window.

To run the PrePayments process

  1. In the Name field, select PrePayments.

  2. In the Parameters window, select the name of the payroll or consolidation set to run the process for.

    When you select a payroll, the default consolidation set is displayed.

  3. Enter the start and end dates of the time span for the prepayments processing to cover.

    Note: If you specify the end date and not a start date, the process automatically uses the start date of the period for the end date you specified.

  4. If required, enter an override payment method. The method you select overrides all other payment methods for this processing.

  5. Choose OK.

  6. Choose Submit

Setting Up Electronic File Transfer (EFT)

Oracle HRMS enables you to submit employee and payment details to the bank in the form of a bank transfer file (PBS).

  1. Create a personal payment method of payment type, DK Payment Type.

    See: Defining a Payment Method

  2. Run the payroll process.

    See: Starting a Payroll Run

  3. Run the pre-payment process.

    See: Running the Pre-payment Process

  4. Submit the EFT request using the Submit Request window.

    See: Running the EFT Process

  5. View the output of the EFT file.

Running the EFT Process

Oracle HRMS provides the concurrent program, Danish Payment Output File, to run the Electronic File Transfer process.

You run Danish Payment Output File from the Submit Request window.

To run the Payment Output File

  1. Select Danish Payment Output File in the Name field.

  2. In the Parameters window, optionally enter the payroll name.

    Note: You can restrict the processing of assignments to the specified payroll on the effective date.

  3. Select the consolidation set.

  4. Enter a start date for any prepayments to the employee.

  5. Enter the effective date.

  6. Select a payment method.

  7. Enter the delivery check digit.

  8. Enter the data supplier name and data supplier identification.

  9. Enter the effective date.

  10. Click Submit.

Setting Up Retro-Notification and RetroPay

Follow this process to set up the Retro-Notifications report, and the correct RetroPay process for your payroll.

    Set Up the RetroPay Component

  1. The RetroPay component determines the default style of RetroPay processing for your localization. For example, you can specify that your default style is Tax When Paid, rather than Tax When Earned.

    You can use either of the following methods to set up your RetroPay component:

    Method How To Advantages
    Set Up the Organization DFF From the Additional Organizational Information window:

    1. Select Retro Component Usages.

    2. Select the Tax Area.

    3. Enter a Retro Style, for example, Tax When Paid.

    4. Enter an Effective Start Date.

    5. Enter an Effective Date.

    6. Choose OK to confirm your choices.

    		 Processing the retrospective payments for all employees in the same style is a faster alternative than setting up details at the element level for each assignment.
    This method does not prevent you from making changes for individual assignments when you view RetroPay status.
    Set Up Retro Components and Spans at Element Level From the Element window:

    1. Query the element.

    2. Choose the Recalculation tab.

      South African users: Select the predefined ZA Statutory Updates event group from the list of values in the Recalculation Events field. Alternatively, you can create and attach an event group of your choice.

    3. Choose the Retro Components button.

      Important: Do not enable the Retro Component of the elements that are themselves being used to process retropay for another element.

    4. Select a Recalculation Reason.

    5. Select a Reprocess Type.

    6. Select an Element Span to indicate the start date and end date on which you want to report.

    		 You can modify entries at element level to make exceptions for particular assignments.

    Note: Your localization may advocate one of these as the preferred method.

    2. Set Up the Retro-Notifications Report

  2. Determine whether a retrospective change in Oracle Payroll will appear in the Retro-Notifications report. Set up an event group to contain all the retrospective change events that you want to record.

    See: Setting Up the Retro-Notifications Report, Oracle HRMS Payroll Processing Management Guide

    3. Set Up Your RetroPay Process

  3. Although Enhanced RetroPay is the recommended RetroPay process for most localizations, your System Administrator can also set up these earlier versions of RetroPay.

    See: Setting Up RetroPay by Element, Oracle HRMS Payroll Processing Management Guide

    See: Setting Up RetroPay by Run and RetroPay (by Aggregate), Oracle HRMS Payroll Processing Management Guide

Understanding the Sequence of Your RetroPay Activities

Given below is the sequence of retropay activities.

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Follow this sequence to:

  1. Identify outstanding backdated adjustments

  2. Monitor and control the processing of backdated adjustments

  3. Include backdated adjustments in your next payroll run.

    Run the Retro-Notifications Report

  1. Run the Retro-Notifications report to identify any backdated changes that have not been included in a payroll run.

    You can save your summary of backdated changes into an event group.

    Once you have identified the retrospective changes, you can then decide whether to include them in your RetroPay process.

    The Enhanced Retro-Notifications report uses the Payroll Events Model to identify what changes have occurred to your underlying data. If these changes correspond to the retrospective types of change that you want to be notified about, then these changes appear on the Retro-Notifications report.

    2. View RetroPay Status and History

  2. Once you have identified unprocessed retrospective payments, you can determine how you want to process these changes.

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    The Retro-Notifications report identifies the assignments with backdated adjustments. If you defer, then the assignment is not included when you next run RetroPay.

    You can also include additional assignments that the Retro-Notifications report did not identify. This typically occurs when you discover additional backdated adjustments that were not known about when you ran the Retro-Notifications report.

    The following diagram shows the sequence of statuses for each RetroPay status:

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    Once RetroPay processing begins, the initial status changes to an intermediate status of Processing.

    You can query all retro assignments that are at the initial (outstanding) status, and all retro assignments at the final (completed) status.

    The following diagram shows what statuses are included when your query All Outstanding, and All Completed:

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    See: Viewing RetroPay Status and History

    3. Run the RetroPay Process

  3. You enable Oracle Payroll to make retrospective adjustments for the combination of changes identified on the Retro-Notifications report, and subsequently modified when viewing RetroPay status.

    4. Verify Your RetroPay Results

  4. When you have run the RetroPay process, verify your results and correct any errors.

    5. Run Your Payroll

  5. Finally, run your payroll to reflect the adjustments that you have made for the retrospective payments.

Viewing RetroPay Status and History

You use the RetroPay Status window to control how you want to process changes that have a retrospective impact. You typically find outstanding retrospective changes where changes are entered in Self-Service HRMS independently of Oracle Payroll.

Use the RetroPay Status window to:

You can still use the Retro-Notifications report to identify all outstanding retrospective changes that have not been applied, and group them into an assignment set ready for processing.

However, the advantage of using the RetroPay Status window is that you can identify what you want to process, or exclude from processing, and then mark your selections for completion.

To search for assignments that have retrospective changes

  1. Select the search criteria for assignments that you want to view. If you do not select any criteria, then your search returns all assignments that have retrospective changes. You can search for any of these criteria:

    Name: Specify a name, or search for all names.

    Assignment Number: Specify an assignment or search for all assignments.

    Recalculation Date: Use this start date and end date to determine the period for retrospective changes.

    Status: Select the status that you want to identify.

    • All Completed. This status displays all assignments with retrospective implications that are already processed.

    • All Outstanding. This status displays all assignments with retrospective implications that are not yet processed.

    • Awaiting Processing. This status indicates that this assignment has cleared for processing and that the processing will occur in the next payroll run.

    • Completed. This status indicates that this assignment has now been processed.

    • Completed – Deferred Forever. This status indicates that the retro assignments created by the system are deferred forever. The action of the retro assignment (RETRO_ASSIGNMENT_ACTION_ID) is to changed to –1. The retro assignments are not processed in the future nor reported with the new status.

    • Deferred. This status indicates that an assignment was scheduled for processing, but that the processing was deferred and will not occur until you change the status.

    • Processing. This status indicates that an assignment is being processed.

    Recalculation Reason: This criterion indicates why retrospective processing is necessary and enables you to search particular categories of retrospective change to process them independently of other retrospective changes.

  2. Click Go when you have selected all your search criteria.

To change the status of an assignment

You typically change the status of an assignment when you want to defer processing that was previously scheduled, or to indicate that you have already processed this change even though it was automatically scheduled.

  1. Select the assignment that you want to change.

  2. Select the new status for the assignment from the Change Status list of values.

  3. Click Change Status.

To view the elements included on each assignment

  1. Select the assignment name in the Name column.

  2. View the elements for this assignment, and the Recalculation Reason for each element.

To update or delete elements for each assignment

  1. Select the assignment name.

  2. Click Update to add an element to the assignment.

  3. Click Delete to remove an element from the assignment.

To confirm that your specified requests have been processed

  1. Query the individual assignment, but leave the status field blank.

  2. Alternatively, query all assignments with a status of All Completed or All Outstanding and check the details for your individual assignment.

To create multiple retro lines

  1. Select the Create Retro Lines button.

  2. A spreadsheet opens.

  3. In the spreadsheet that appears, enter new records with a status of Awaiting Processing or Deferred.

  4. Click on Upload. You can select Commit All Rows or Each Row option, if you want the application to validate all records and commit or validate each record prior to uploading the details to the database. If you select Each Row option, then all successful records will be uploaded and error records will not be uploaded. Only on successful validation, the application makes changes to the database.

    If you select the Upload All Rows or Each Row, then the application does not validate the details prior to uploading.

To update the multiple retro lines

  1. Query the assignments with Awaiting Processing or Deferred.

  2. Click on Download to Spreadsheet check box and click Go.

  3. In the spreadsheet that opens, you can update the status. You cannot modify any employee or assignment information but can only change the status of the assignment or you can delete the retro entry or update the reprocess date of the retro entry.

    Note: In the Entry Delete/ Update column, ensure to select the applicable value if there are any entry changes made. If you do not select any value the application does not make any changes to the database.

  4. Click on Upload. You can select Commit All Rows or Each Row option, if you want the application to validate all records and commit or validate each record prior to uploading the details to the database. If you select the Each Row option, then all successful records will be uploaded and error records will not be uploaded. Only on successful validation, the application makes changes to the database.

    If you select the Upload All Rows or Each Row, then the application does not validate the details prior to uploading.

Running the Retro-Notifications Report

Use the Retro-Notifications report to

Retro-Notification information is particularly useful when changes with retrospective impact are entered in Self Service HRMS independently of the Payroll department.

The Retro-Notifications report does not perform any RetroPay processing. It only identifies element entries that have changed. You must still run your RetroPay process separately to process these changes. When you produce the assignment set, or event group, you can decide whether to:

You can use the RetroPay Status window to schedule automatic processing.

You run the Retro-Notifications report from the Submit Processes and Reports window.

To run the Retro-Notifications report

  1. Select Retro-Notifications report in the Name field. If the parameters window does not open automatically, click in the Parameters field to open it.

  2. Select the payroll. You can only run this report for a single payroll.

  3. Select the last Report Period that you want to run the report for. The List of Values contains all periods for your selected payroll. The report runs for all periods up to and including the one you select.

  4. Select an Event Group for the report to use. You can only run this report for a single event group. A default event group captures changes made at element level, but you can override the default, if, for example, you are testing your initial setup.

  5. Enter the name of the Assignment Set that you want the report to generate. You can use this assignment set as a starting point for further processing of the assignments identified in the report.

    Note: The assignment set name generated by the report will include what you enter in the Generated Assignment Set field followed by the Report ID.

  6. If you want to produce this report in Portable Document Format, (PDF), select a template.

  7. Select OK and Submit.

    When you have generated the assignment set remember to run your RetroPay process for those retrospective changes that you want to process. You can either run your RetroPay process directly or, if your RetroPay process is RetroPay by Element, or Enhanced RetroPay you can use the RetroPay Status window to schedule your processing.

Running the Retro-Notifications Report (Enhanced and Enhanced PDF)

After you have defined the components and element time spans, you can check the retrospective changes occurred. Oracle Payroll provides two types of retro notification reports that you can use report to identify all retrospective changes that have occurred since the last payroll run. This information is particularly useful when changes with retrospective impact are entered in Self Service HRMS independently of the Payroll department.

Oracle Payroll enables you to produce the report either in a text format or as PDF format. You can choose to run the report depending on your requirement:

The Retro-Notifications report does not perform any RetroPay processing. It only identifies element entries that have changed. You must still run your RetroPay process separately to process these changes. After you have run the Retro-Notifications report, you can

You can use the RetroPay Status window to schedule processing.

You run the Retro-Notifications (Enhanced) or the Retro-Notifications (Enhanced PDF) report from the Submit Processes and Reports window.

To run the Retro-Notifications (Enhanced) report

  1. Select the payroll. You can only run this report for a single payroll

  2. If you want to see the retro-notifications for a particular event group, select an overriding event group.

  3. If you want a report, select Yes in the Generate Report parameter.

  4. Click OK, and submit.

To run the Retro-Notifications (Enhanced PDF) report

  1. Select the payroll. You can only run this report for a single payroll

  2. If you want to see the retro-notifications for a particular event group, select an overriding event group.

  3. If you are running the PDF-enabled version of this report, select a template for your PDF output.

  4. If you want a report, select Yes in the Generate Report parameter.

  5. Click OK and submit.

Running Enhanced RetroPay

Use the Enhanced RetroPay process to distribute backdated amounts or corrections that you have identified from the Retro-Notifications report.

You run the Enhanced RetroPay process from the Submit Requests window.

To run the Enhanced RetroPay process

  1. Enter an effective date to indicate the date from which you want to create the retrospective elements for Enhanced RetroPay process.

  2. Select the payroll.

  3. If you want to create retrospective entries in a different pay period other than effective date, enter an entry creation date. The application creates retrospective entries in the pay period in which the Entry Creation Date occurs.

    If you leave this field blank, the application creates the default retrospective entries as of Effective Date.

  4. Click Submit

Payroll Dashboard

Using Payroll Dashboard

Payroll Dashboard enables administrators to monitor different payroll-related processes in a dashboard. Payroll Dashboard uses the existing payroll functionality to collate the different process-related data. With this feature, a new capability of Payroll Readiness is incorporated. Payroll Readiness checks the prerequisite conditions required for processing payroll as configured by the administrator. From the dashboard, administrators can also run payroll, retry, or rollback processes.

Payroll Dashboard provides easy to read statistics for quick reference and to view the status of payrolls running and calculation-related information during a pay cycle. With this dashboard, the need to run and review numerous processes is eliminated. Users can focus on the key areas to ensure appropriate action and highlight the exceptions during payroll processing.

Payroll Dashboard displays the different components of a payroll application within a single page to ensure that a payroll manager or administrator can monitor the progress. The dashboard enables reconciling the payroll easily, efficiently, and more importantly, to the appropriate people.

Payroll Dashboard is enabled for Payroll Professional or Payroll Administrator. Payroll Professional user can :

When a payroll profession user accesses the payroll dashboard, the Payroll Readiness and Process Monitor tabs are available.

Using the Payroll Readiness

Viewing Current Assignment Activity

In the Payroll Readiness tab, you can view the assignment activity for all the payrolls in the current payroll period for the current business group. You can search by filter criteria such as payroll, primary assignments and then selecting the appropriate check box.

By default, the Current Assignment Activity region displays the assignment information for all the payrolls in that business group.

When you enter the Search criteria and query, the assignment activity information is displayed. The table displays all the payrolls and the count of each assignment. You can click on each hyperlink to view the employee details such as name, date of hire, position, organization, and e-mail address. You can also view this information as a graph for a quick reference.

Viewing the Payroll Readiness

You can view the readiness status for the current payroll period by selecting a specific payroll or leaving blank for all payrolls in the current business group. The application displays the readiness information for the selected payroll with the details as indicated below:

Clicking on the Check Readiness check box displays the readiness details for the selected payroll. You can view the process name, payroll period, status whether complete or incomplete. You can also view the message depending on the type of processes selected. Oracle supports the following processes for their readiness: - Batch Element Entry, OTL Time Entries, and Retropay. You can configure these processes against any payroll according to the business need in the Readiness Configuration page.

Running a Payroll Run

Besides running a payroll process using the forms interface, you can also process a payroll run by entering the payroll details in this region and submitting it.

Using Process Monitor

When you click the Process Monitor tab, the Payroll Snapshot region provides a quick snapshot of the payroll processes. You can view the count of the processes that have been run for the period specified in the Readiness Configuration page.

You can select the payroll and any of the following processes such as quickpay, quickpay pre-payments, payroll run, prepayments, cheque writer, magnetic transfer and view the process count.

For the selected process that has been run, you can view period for which it has been run, and the status. The Process Info link for the selected payroll enables you to view the time taken for this process to complete such as start time, estimated completion time and percentage of completion. You can view this information in a graphical format too.

You can also perform the retry, rollback or export actions for a selected payroll.

Note: You can retry and rollback only if there are no future processes run for that payroll.

If any errors were encountered while running the processes, then you can view this assignment with errors using the Assignment Process icon. The Messages option provides the messages generated by the run results while processing the assignment.

If any process has been configured for your localization in the extensible lookup PAY_DB_MONITOR_PROCESSES, then you can view this list of processes in the Other Process Details section.

Australia users only: You can monitor the details of the payment summary and end of year reconciliation reports for the period specified.

UK users only: You can monitor the details of the predefined RTI processes from Other Payroll Related Processes section for the period specified.

Mexico users only: You can monitor the details of the Social Security Archiver, Social Security Affiliation Report, and SUA Interface Extract processes from the Other Process Details region for the period specified.

Payment Distribution

You can view Payment Distribution information, including Prepayment, Payment Method and Third Party Payment Method details for the selected payroll and period.

Viewing the Payroll Analysis

The Payroll Analysis tabbed region is enabled by default for the Australia, US, Canada, Mexico, International Payroll localizations only.

In the Payroll Analysis tabbed region, users can view details of earnings and deductions, such as the current amount, previous amount, and the variance in amounts by comparing the values between a selected Current Payroll Period and a selected Previous Payroll Period.

Australia Users:

User can view the variances in amounts for each selected earnings or deductions under the primary element classification and select any one of the following values:Direct Payments, Earnings, Employer Charges, Foreign Tax Deductions, Foreign Total Adjustment, Information, Involuntary Deductions, Pre Tax Deductions, Tax Deductions, Termination Deductions, Termination Information, Termination Payments, and Voluntary Deductions.

Users can select the balance and then select from any of the following values: Gross Earnings, Non Taxable Earnings, Pre Tax Deductions, Taxable Gross, Tax Deductions, Post Tax Deductions, Direct Payments, Net Payment, Employer Chargers to view the balance amounts processed in the selected payroll periods.

US, Canadian, and Mexico Users: In the Payroll Analysis tabbed region, users can view details of earnings and deductions, such as the current amount, previous amount, and the variance in amounts by comparing the values between a selected Current Payroll Period and a selected Previous Payroll Period. In the Analysis by field, Mexico users can select from any one of the following values: Employee State Tax, ISR, and Social Security Quota to view the balance amounts processed towards each individual employer state tax, ISR or social security quota balance in the selected payroll periods.

US and Mexico Users: In addition, users can view variances in amounts for each selected earnings or deductions category (similar to secondary classification) under a classification level. Payroll administrators can drill down into the category to view the variance in amounts at each element level in that category for the selected classification.

International Payroll Users: In the Payroll Analysis tabbed region, users can view details of earnings and deductions, such as the current amount, previous amount, and the variance in amounts by comparing the values between a selected Current Payroll Period and a selected Previous Payroll Period.