You can define as many Extra Information Types as you require to hold additional information about people. There are also predefined Extra Information Types called:
Military Service Information - stores the start and end date of a person's period of military service.
Residence Permit - stores administrative information such as the status, validity dates, permit number, and issuing authority for a person's residence permit.
Work Permit - stores administrative information such as the status, validity dates, permit number, and issuing authority for a person's work permit.
Child Auto Sequence Generation Indicator - controls whether the child sequence numbers for the person are generated automatically or entered manually.
Child Details - stores additional information on a person's children. The Extra Information Type stores information on the child's employment status, whether employed abroad, and the child's income. This information used in the formula for generating the child sequence numbers.
Spouse Details - stores additional information on a person's spouse. The Extra Information Type stores information on the spouse's employer, type of employment, location (region) of employment, and number of working hours. This information is used in the formula for calculating the local cost of living allowance.
Period of Employment - stores a correcting factor for the length of service calculation. You add this correcting factor to the length of service.
Use the People window to enter and maintain basic personal information for all person types, including employees and contingent workers.
Note: You can also use one of the template windows such as Entering Employees or Entering Contingent Workers to enter new people.
The minimum information to enter for all categories of people is name and action type. In addition, for employees you must enter gender, employee number, if your enterprise uses manual number entry, and date of birth (for assignment to a payroll).
Your localization may require additional mandatory information for a person. See: Entering Additional Personal Information
To enter a new person
Set your effective date to the appropriate date for adding the person to the system. If you are entering an employee, this should be his or her hire date.
Enter the person's name and other details in the Name region.
Only the last name is required.
You can use the Salutation field to enter a title such as Mrs. or Mr. for the person.
You can use the Prefix field to enter the first part of the person's name, such as van der. In the case of someone whose last name is van der Zee, this enables you to sort by the last word of the name, that is Zee. If the whole name van der Zee is entered in the Last Name field, the name is sorted under van.
You can use the Title field to enter a professional title such as Doctor or Professor.
Note: The Hereditary Title, Previous Prefix, and Suffix fields are on the Further Name tab.
If you are entering data for an employee, you must enter the gender.
Select an action type, for example Create Applicant, in the Action field and select a person type from the list of values. The person type you select displays immediately in the Person Type for Action field before you save it. If only one user person type exists for the action type, a list of values is not displayed and the user person type displays automatically in the Person Type for Action field.
You create user person types in the Person Types window. If you want to change a person type to another person type with the same system person type you must use the Person Type Usage window.
Entering Employee Information
Enter the following information if the person is an employee. Otherwise, proceed to step 6.
If necessary, change the Latest Start Date and Date First Hired fields.
The Latest Start Date field displays your effective date.
For employees who have previously worked for your enterprise, the Date First Hired field displays the start date of your employee's earliest, previous period of service. This date must be on or before the start date of the earliest period of service. The Date First Hired field is situated on the Benefits Tab.
If the latest start date and the date first hired are the same, when you amend the latest start date, the date first hired is set to the same date.
If you amend the latest start date to earlier than the date first hired, the date first hired is set to the same date.
Entering Identification Information
Enter the person's identification information in the Identification region:
Enter the person's Social Security Number.
If your enterprise uses a manual number generation scheme, enter an employee, applicant, or contingent worker number. If your enterprise uses automatic number generation (including Use Employee Numbering for Contingent Workers) the employee, applicant, or contingent worker number automatically displays when you save your entries in this window.
Note: If you query a person who has a combination of employee, applicant, and contingent worker numbers the employee number is displayed in the Number field. If the person does not have an employee number but has a contingent worker number and an applicant number the contingent worker number is displayed. However, you can choose to view any of the identification numbers held for a person by selecting them form the list.
Entering Personal Details
Enter details for the person as required in the Details at Birth tabbed region:
Enter a date of birth. You must do this before you can assign an employee to a payroll.
Enter information on the person's name at birth in the Last Name, Hereditary Title, and Prefix fields.
Enter additional birth information into the Town of Birth, Region of Birth and Country of Birth fields.
See:Entering Additional Personal Information
Multiple Person Records
If a person already exists on your application with the same national identifier, or with the same surname and a first name and date of birth that is either the same or not entered, then a list of values is displayed that shows all the people who share the details.
If you have not entered either a first name or a date of birth then the list of values will display all the records that match the information you have entered.
Note: The list of values is only displayed if your system administrator has set the HR: Cross Business Group profile option to Yes.
Do one of the following:
If the person you are entering already exists, but in a different business group, select that person from the list of values. The person you are entering is saved in your current business group and linked to the existing person record to indicate they are the same person. If your application has person synchronization enabled, then the personal information entered for the new person will be copied across to existing records in other business groups. If existing records have values for fields that have been left blank in the new record, then these values will be appear in the new record.
See: Person Record Synchronization, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide for further information.
If the person already exists in your current business group then select that person from the list of values. The existing record is retrieved and the save you were trying to make is cancelled as you cannot have two records for the same person in one business group. Close the new record and scroll down to display the existing record.
Note: You cannot link to any entry in the list of values marked with an asterisk as these are either are in your business group, or are linked to a person in your business group.
If the person already exists in TCA, but not in HRMS then select that person from the list of values. The person you are entering is saved in your current business group and linked to the existing person record to indicate they are the same person. The information held for the person in TCA is updated with that entered in HRMS.
If the person you are entering does not match any of the records displayed, then select No Match in the lookup. Your new person record is saved.
Optionally, you can enter additional information for people in the tabbed regions. See: Entering Additional Personal Information
Note: The Background Information, Medical Information and Rehire Information tabbed regions appear only if your system administrator has enabled them for you.
Optionally, you can enter additional information for people in the tabbed regions of the People window described in the following steps.
Note: The Background Information, Medical Information and Rehire Information tabbed regions appear only if your system administrator has enabled them for you.
To enter office information for a new hire, an existing employee, or contingent worker
Choose the Office Details tabbed region.
Enter the office number for this office.
Enter the internal location of this office.
Enter the office identifier for internal mail.
Enter the person's email address.
In the Mail To field, select Home or Office to indicate the person's preferred mail destination.
To enter information for an applicant
Choose the Applicant tabbed region.
If the applicant's resume is on file, check the Exists check box.
If the applicant's resume is on file, select the date indicating when the resume was last updated.
Select a final date a file is to be maintained for this applicant.
To enter information concerning the background check for a person
Choose the Background tabbed region.
Check whether the employee's background check has been performed.
Select the date the background check was performed.
To enter rehire recommendation information for an applicant who was a former employee or contingent worker
Choose the Rehire tabbed region.
Check whether the former manager has recommended the applicant for rehire.
Select the reason for this recommendation.
To enter further name information
Choose the Further Name tabbed region.
Enter one or more honors/degrees (BA, MBA or JD, for example) that the person has earned.
Enter the name (perhaps a nickname) by which the person prefers to be known.
If applicable, enter a hereditary title for the person.
You can use the Suffix field to hold part of the person's last name, such as Junior or II.
If the person was previously known by a different name, enter the previous last name.
If the person previously used a name prefix, enter the previous prefix.
To enter medical information for a person
Choose the Medical tabbed region.
Select the date of this person's last medical test.
To enter other information for a person
Choose the Other tabbed region.
Select the type of schedule in the Availability/Schedule field; for example, the days of the week your employee works.
Enter the person's current full time/part time availability to work with your company.
Select the language the person prefers for correspondence. For example, select German if the person prefers to correspond or receive company information such as terms of pension plan in German.
Note: The Correspondence Language list includes languages in the FND_LANGUAGES table. This table contains the languages that Oracle National Language Support Runtime Library (Oracle NLSRTL) supports. Check with your System Administrator for information on NLSRTL supported languages.
If the person has died, enter the date of death.
If you enter the termination reason of deceased and the actual termination date on the Terminate window and date of death has not been entered, it is set to the employee's termination date.
If the employee has a social insurance number from a different EU member state, enter the social insurance number.
Note: The employee will have an EU social insurance number if he or she was born in a different EU state. You must enter this number even if the employee is now living and working in Germany.
Select the current status of the student, if your employee is a student.
In the Date Last Verified field, you can enter the date the person last checked this personal information for accuracy.
Check the Second Passport Exists check box if the person possesses multiple passports.
To enter personal information
Choose the Personal tabbed region.
Select the marital status.
Enter the date of marriage.
Select the nationality.
To enter benefits information
Choose the Benefits tabbed region.
Note: If necessary, you can add the Benefits Tab to the People window. Query the BEN_MANAGER menu in the Menus window and add the HR View Benefits function to the menu.
Enter a benefit group for your employee or applicant. Benefit groups are used to determine a person's eligibility for a plan or for setting benefit rates. For example, benefit groups can be used for mergers and acquisitions where eligibility is complicated. They can also be used where a person is grandfathered into a very old plan.
Enter what kind of tobacco your employee uses, if any. For example, cigarettes, pipe, cigar or chewing. This is used within benefits to determine the eligibility and rates for particular plans.
Enter a medical plan number. This is the policy or group plan number of an externally provided medical plan. This is used to determine eligibility to participate in some plans.
Enter the adoption date, if the employee whose record you are updating has adopted a child. This information, with the child's date of birth, is used to determine whether a dependant is covered by a plan. You can only enter the adoption date if you have entered a date of birth for the person. The adoption date must be greater or equal to the date of birth.
Enter the date you received the death certificate, if your employee has died. You can only enter this once you have entered the date of death in the Other Information region. The receipt of the death certificate must be after or equal to the date of death.
Enter an adjusted service date for your employee. This date is used within benefits, in place of the date first hired, to determine the length of service for eligibility, enrollment and rates. The adjusted service date may be used to credit service for former employers, grand-fathered benefits or in the case of mergers and acquisitions.
Change the date first hired for your employee. For employees who have previously worked for your enterprise, the Date First Hired field displays the start date of your employee's earliest, previous period of service. This date must be on or before the start date of the earliest period of service.
Check the Other Coverage checkbox, if your employee or applicant has externally provided coverage. This determines a person eligibility for certain plans.
Check the Voluntary Service checkbox, if your employee or applicant is volunteering, for example as a missionary. This determines eligibility to continue or receive coverage from certain plans.
You enter the relevant information for the calculation of the local cost-of-living allowance in several different Oracle HRMS windows. Follow these steps to make sure you have entered all required information.
To set up the tariff contract hierarchy
Use the User Types and Statuses window to enable the Local Cost of Living hierarchy type.
See: Generic Hierarchies Overview, Oracle HRMS Enterprise and Workforce Management Guide
Use the Local Cost of Living hierarchy type in the Generic Hierarchy form to create a generic hierarchy for tariff contract, tariff class, tariff group, and pay grade.
See: Generic Hierarchies Overview, Oracle HRMS Enterprise and Workforce Management Guide
Reset the Allow Duplicate Name and System Flag indicators in the User Types and Statuses form.
See: Generic Hierarchies Overview, Oracle HRMS Enterprise and Workforce Management Guide
To enter contracts information for the employee
Use the Contracts window to enter information on the employee's contract and collective agreement.
See: Entering Contracts
To enter spouse information for the local cost-of-living allowance
Enter the spouse information in the Contacts window.
Enter additional information for the spouse in the Person Extra Information Type called German Public Sector Spouse Details.
Note: To enter information at the person level for the spouse, query the spouse's name in the Person window.
To enter child information for the local cost-of-living allowance
Specify whether you want the system to calculate the child sequence number automatically.
Note: Enter this information at the Parent level (for the employee).
Enter the child information in the Contacts window.
Enter additional information for the child in the Person Extra Information Type called German Public Sector Child Details.
Note: To enter information at the person level for the child, query the child's name in the Person form.
If applicable, enter military service information for the child in the Person Extra Information Type called German Military Service.
If the child has a disability, enter the information in the Disability form.
See: Entering Disability Information, Oracle HRMS Enterprise and Workforce Management Guide
If the child is over 18 years of age and still in full-time education or vocational training, enter the required training information in the Qualifications form.
Run the Child Sequence Generator process to automatically generate the child sequence number.
When you have entered all required information for the local cost-of-living allowance, you can run payroll with the delivered recurring element (Local Cost of Living). The formula attached to the element calculates the local cost-of-living allowance for all employees in the payroll run.
See: Starting a Payroll Run, Oracle HRMS Payroll Processing Management Guide
Using Oracle HRMS you can record contractual information for your employees and employee applicants. Information relating to the contract reference, contract status, and contract type must all be entered. This information can then be used for reporting purposes, or to produce a hard copy of the contract to send to the person for reference and signing.
Once a contract is entered for a person you can refer an assignment to it using the Assignment window. Each person may have multiple contracts, but an assignment may refer only to one contract.
German public sector users can use contracts to control the values of certain fields in the Assignment window. Once you refer an assignment to a contract then fields such as Position, Grade, Employment Category, and Collective Agreement display the values set for the contract, and cannot be updated in the Assignment window. To update these values you must make changes to the contract.
To give your managers access to more complete records for their direct reports, you can display details of their current contracts of employment, as well as any historical contract information, in the My Employee Information pages in SSHR.
You can also display contract details to the My Information pages so that your employees can also view their own information whilst accessing SSHR.
There are a number of rules that relate to the creation and maintenance of contracts:
A contract cannot exist without a person. Therefore, if a person who has a contract attached to them is deleted, the contract will also be deleted.
Contract statuses are set up depending on the needs of your enterprise. If you have any queries about contract statuses, please contact your system administrator.
If the alteration of a hire date for an employee results in the start date for the contract being before the hire date, the contract start date is automatically amended to the new hire date.
Tip: If the alteration of a hire date results in future-dated changes being before the contract start date, the changes are deleted.
If the alteration of a hire date for an employee results in the start date for the contract being after the start date of the referencing assignment, the contract start date is automatically amended to the new hire date.
A contract cannot be deleted if an assignment currently refers to it, irrespective of the assignment status.
When you are selecting a contract to reference to an assignment you will only be able to select from contracts that have start dates on or before the assignment start date.
You enter and maintain contracts in the Contracts window.
Set your effective date to the start date of the contract.
Enter the reference code for the contract. The code for each contract attached to a person must be different, though more than one person can use the same contract reference code.
Select the status that indicates the contract is active. The period of service dates will also be displayed if a corresponding period of service exists.
See: Creating Contract Statuses, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide
Select the contract type.
Select the status of the contract, such as pending, opened, printed and so on. You must set up document statuses using the user extensible Lookup Type DOCUMENT_STATUS. Enter the date the document status of the contract changed.
Note: The document status is not DateTracked.
You can enter any remaining information relating to the contract such as start reason, duration, or contractual job title.
The people class key classifies employees for social insurance and is required for the DEUEV (data transmission regulations). When you select a people class key in the Social Insurance form for an employee, the system checks that the selected key is permitted for the combination of contribution key and Betriebsnummer using a number of validation rules.
The following table shows the validation rules that apply to the People Class key.
| Rule |
|---|
| If the employer's Betriebsnummer starts with 985 or 987, the people class key must be 102, 107, or 111 |
| If the people class key is 140, 141, 142, or 143 (sailors), the employer's Betriebsnummer must start with 090, 990, 991, or 992 |
| If the people class key is 110, the contribution key must be 0000. |
| If the people class key is 108, the 1st digit of the contribution key must be 0, 3, 4, or 9 |
| If the people class key is 108, the 2nd digit of the contribution key must be 0, 1, or 2 |
| If the people class key is 108, the 3rd digit of the contribution key must be 0 |
| If the people class key is 108, the 4th digit of the contribution key must be 0, 1, or 2 |
| If the people class key is 109, the 3rd digit of the contribution key must be 0 |
| If the people class key is 116, the 1st digit of the contribution key must be 0, 3, or 9 |
| If the people class key is 116, the 2nd digit of the contribution key must be 0. 1, or 2 |
| If the people class key is 116, the 3rd digit of the contribution key must be 0 |
| If the people class key is 116, the 4th digit of the contribution key must be 0. 1, or 2 |
| If the people class key is 119, the 2nd digit of the contribution key must be 3 or 4 |
You store the tax details for employees in the German Taxation Information window.
In this window, you enter the tax information as printed on the employee's tax card. You must create a new Tax Details record for each employee for each tax year, however, if there is tax information for the employee for the current year, you can carry over the tax information to the next tax year. If this option is available, a message is displayed when you access the Taxation Information form. If you choose to copy over the employee's tax information, you must save the retrieved information before you can continue to maintain new tax information.
To display the Tax Information window, query the employee assignment and choose the Tax Information button.
To enter tax details for an employee
Select the tax class for the employee.
Enter the tax card number.
Select the tax office.
Note: If there are no tax offices in the list, you must define new tax offices in the Organization window and assign them to your organization in the Additional Organization Info window.
See: Entering Additional Organization Details for HR Organizations
To enter income tax details for an employee
Choose the Income Tax Details tabbed region.
Select the tax status for the employee.
Enter the number of children.
Note: If necessary, you can enter values such as 0.5 if the child tax allowance is split between both parents.
Enter any tax allowances that are entered on the employee's tax card. If the employee has tax allowances, you must enter both the monthly and yearly allowances.
To enter church tax information for an employee
Choose the Church Details tabbed region.
Select the employee's church code and, if required, the select the spouse's church code.
Select the Bundesland for the church.
To enter tax exemptions for an employee
Note: You can only enter tax exemptions for employees whose tax class is not between l and Vl.
Choose the Exemptions button from the Tax Information form.
Enter the exemption information for the employee.
Note: The tax exemption information is only valid for the period between the start and end dates you have entered which must be within the current tax year. Tax exemptions cannot be carried forward to a subsequent tax year.
You enter social insurance information for employees in the Social Insurance window.
To enter social insurance information for an employee:
Enter the contribution using one of the following methods:
Enter the contribution key directly in the Contribution field, for example, 0000. The corresponding individual contributions are automatically displayed in the Health, Pension, Unemployment, and Special Care fields.
Select the contribution from the lists of values in the Health, Pension, Unemployment and Special Care fields. The corresponding contribution key is automatically displayed in the Contribution field.
Select the health insurance provider.
Select the pension provider.
Select the unemployment insurance provider.
Select the special care insurance provider.
Note: If no organizations are displayed in the Health, Pension, Unemployment, or Special Care fields, you must return to the Additional Organization Information form and define the social insurance providers for your organization.
See: Entering Social Insurance Providers for HR Organizations
Check the Privately Insured check box if the employee has private health insurance.
Enter the legal area.
To enter occupation group information for an employee:
Enter the occupation group using one of the following methods:
Enter the occupation key. The corresponding job is automatically displayed in the Job field.
Select the job from the available list. The corresponding occupation key is automatically displayed in the Occupation field.
Select the profession.
Select the education level.
Select the people class.
Note: The people class is subject to a number of validation rules. For a list of the validation rules, see Validation Rules for Social Insurance.
Save your work.
To enter information on private health care or special care:
Note: This tab is only enabled if you have checked the Privately insured check box for the employee.
Select the private health care provider.
Note: If no organizations are displayed in the Private Health Provider field, you must return to the Additional Organization Information form and define the social insurance providers for your organization.
See: Entering Additional Information for German HR Organizations
Save your work.
To enter information on a voluntary pension
Select the voluntary pension provider and enter the membership number.
Specify whether the pension contribution is transferred by the employer or the employee.
Enter the contribution amount.
Save your work.
To enter information on a second pension:
Select the insurance provider.
Optionally, enter the membership number.
Select the membership status.
Optionally, enter the start and end dates for membership.
If you specify a membership end date, you must select a membership end reason in the End Reason field.
Save your work.
You can define as many Extra Information Types (EITs) as you require to hold information about assignments. There are also some predefined assignment EITs. These are:
Length of Service Types - you use this EIT to specify which length of service calculations are valid for a particular assignment status.
Once you have set up basic assignment details, you can enter additional information in the tabbed regions of the Assignment window, for example, supervisor details, special ceiling progression points, or salary information. The tabbed regions that appear in the Assignment window vary according to person type and localization.
To enter supervisor information for an employee or contingent worker
Choose the Supervisor tabbed region.
Select the name and number of the worker's personal supervisor. If you use assignment-based supervisor hierarchies, select the supervisor's assignment number.
You can select a contingent worker as a supervisor only if the HR: Expand Role of Contingent Worker user profile option is set to Yes.
You can select a supervisor from another Business Group if the HR:Cross Business Group user profile option is set to Yes at your site.
Note: This information is not updated by the system. Use organization and position hierarchies to show management reporting lines.
The probation period defaults from the employee's position.
To enter probation period and notice information for an employee
Choose the Probation and Notice Period tabbed region.
Amend the default probation period for your employee's assignment, if required.
Enter the notice period for the assignment, if required.
The standard work day information (apart from the Hourly/Salaried field) defaults from the position. If standard conditions are not defined for the position, they default from the organization or Business Group.
To enter standard conditions information for an employee or contingent worker
Choose the Standard Conditions tabbed region.
Amend the standard work day information for your employee or contingent worker assignment, if required.
For benefit administration, enter whether your employee's assignment is hourly or salaried. If you are in the US, benefits are often based on whether a person is paid hourly or receives a salary.
Note: If you are setting up benefits based on salaried or hourly pay you must set up the Hourly/Salaried field in addition to the Pay Basis. The Pay Basis identifies how pay is quoted within Salary Administration and enables an employee to have their pay quoted as hourly, but be paid a salary. Therefore, for benefits, you need to set up whether your employee is paid hourly or receives a salary.
To enter primary or secondary assignment and miscellaneous information for an employee or contingent worker
Choose the Miscellaneous tabbed region.
Enter the internal address details (such as the floor or office number), if required. The system adds the details to the location address.
Select a reason for adding or changing the assignment, if required. You define valid reasons as values for the lookup types Reason for Change to Employee Assignment (EMP_ASSIGN_REASON) for employees and Contingent Worker Assignment Reasons (CWK_ASSIGN_REASON) for contingent workers.
If you use Oracle Services Procurement to provide purchase order information for contingent worker assignments, the purchase order line may include the projected assignment end date. In this case, the date appears in the Projected Assignment End field. Otherwise, enter the projected end date of the assignment.
Select the Manager box if the assignment is at manager level and you want to include this worker in the Organization Hierarchy Report as a manager. (You can select Manager for a contingent worker assignment only if the HR: Expand Role of Contingent Worker user profile option is set to Yes.)
Primary or Secondary Assignment
By default, the first assignment entered for an employee is the primary assignment, and the Primary box is automatically checked. If you are now entering a secondary assignment, the Primary box is automatically unchecked. You can leave the Primary box as it is.
Check the Primary check box to update a secondary assignment to Primary. See: Changing Primary Assignments, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide.
The statutory information stores information about the workers' liability insurance provider for the employee. You only need to enter information here if the details for the employees' workers' liability insurance differ from those for the organization to which they are assigned. For example, an employee may have exemption or have a different risk class.
To enter workers' liability insurance information
Choose the Statutory Information tabbed region.
If the employee is exempt from workers' liability insurance, flag the Exempt check box.
Select a workers' liability insurance provider.
Enter a risk class.
A special ceiling progression point is the highest point to which the Increment Progression Points process can automatically progress the employee.
To enter special ceiling information for an employee
Choose the Special Ceiling tabbed region.
Enter a special ceiling if the employee is assigned to a grade, and a grade scale is defined for this grade. This special ceiling overrides the ceiling defined for the grade scale.
Use the Salary page to enter a proposed salary change for an employee, associate this change with a performance review, and accept or revise the change later. To administer an employee's salary in this way, you first assign the employee to a salary basis in the Salary Information region.
To enter salary information for an employee
Select a salary basis for the employee.
You can also enter the frequency of salary and performance reviews.
Note: When you change salary basis for an assignment, the application end dates the existing proposal and creates a new salary proposal. The new proposal updates the salary element entry automatically. When you remove a salary basis from an assignment, the application end dates the existing salary element entry, enabling you to manually create a new salary element entry effective from the date of the salary basis change.
For more information about salary administration, see: Salary Administration, Oracle HRMS Compensation and Benefits Management Guide
To enter bargaining unit and union membership information for an employee
Choose the Bargaining Unit tabbed region.
Enter a bargaining unit code for your employee's assignment. This is usually the legally recognized collective negotiating organization.
Note: You set up your different bargaining units as values for the Lookup type BARGAINING_UNIT_CODE
Note: This tabbed region displays only if you have Oracle Projects installed.
To enter a billing title for an employee or contingent worker (Oracle Projects only)
Choose the Project Information tabbed region.
Enter a billing title. The information you enter in the Billing Title field is used as the default on project customer invoices. You can override this information using Project Accounting.
Enter a project title.
You use the Supplier tabbed region to record information about the supplier providing the contingent worker to your enterprise. The procedure depends on whether you are using Oracle Services Procurement to provide purchase order information for contingent worker assignments.
To enter supplier information for a contingent worker
If you are not using Oracle Services Procurement:
Choose the Supplier tabbed region.
Select the name of the supplier and the supplier site for the contingent worker.
Enter supplier IDs for the contingent worker and the assignment, if available. These values identify the worker and the assignment to the supplier.
If you are using Oracle Services Procurement:
Choose the Supplier tabbed region.
Select a purchase order number for this assignment.
If only one purchase order line exists, it appears in the Purchase Order Line field. Otherwise, select a purchase order line. Note that the Purchase Order Line field is enabled only when you select a purchase order.
Information from the purchase order appears automatically in the Supplier Name and Supplier Site fields. If the purchase order line includes a job value, it replaces any value in the Job field.
Enter supplier IDs for the contingent worker and the assignment, if available. These values identify the worker and the assignment to the supplier.
To enter grade ladder information for an employee
You must enter grade ladder information to use the Grade/Step Progression process.
Choose the Grade Ladder tabbed region.
Select the grade ladder for this assignment. If you selected a grade for this assignment previously, all the grade ladders that use that grade are available. If you have not selected a grade, all the active grade ladders in your enterprise are available.
Oracle HRMS enables you to record the ways in which you communicate with the people in your enterprise and the people whom they have a relationship with, such as an employee's partner.
You enter people as contact records to identify:
People to contact in an emergency
Dependents of the employed person
Beneficiaries of certain benefits, such as insurance policies or stock purchase plans
Individuals who receive a wage attachment payment
Entering contact information includes entering contact details for the people in your enterprise, such as their home address. As an employer, you need to record contact details so that you can contact people either by email, phone, fax or post, and for reporting purposes. For example, in the Netherlands you must record a person's house number for social insurance reporting.
Use the Contact window to hold information about contacts, for example:
People to contact in an emergency.
Dependents.
Beneficiaries of benefits such as insurance policies or stock purchase plans.
Individuals receiving payment of a wage attachment/third party payment deducted from the employee's salary.
A person entered as a contact can be one, some, or all of the above.
The coverage start date for an employee contact, is the employee hire date or the contact relationship start date, whichever is later. This can be important in benefits processing, where eligibility for certain benefits starts from the start date of a contact relationship.
You can set up the same relationship more than once between the same two people. However, these relationships must not occur in the same time period. For example, you can set up that Person A married Person B from 01-Jan-1990 to 01-Feb-1991. Person A could then marry Person B again, starting from the 02-Feb-1991. However, you cannot enter that the couple remarried on 01-Jan-1991, as this would mean that they were married twice in the same time period.
You can update the contact relationship start date between two people, creating a supplementary record to cover the additional period.
For example, Person A exists on the application as an employee with a hire date of 01-Apr-1990. Person B exists on the application as a contact, with a creation date of 01-Jun-1990. Person A then marries Person B on 01-May-1990. As the application holds a contact coverage start date of 01-Jun-1990, a new contact record is entered to cover 01-May-1990 and 31-May-1990.
To enter a contact
Do one of the following:
Enter the name of a new person.
Select from a list of people already entered on the system.
If you enter a new person:
Enter their gender and date of birth.
Select the user person type.
You can only select user person types which are set up for the system person type of Other, for example contact.
Enter details about the different contacts for your employee in the Contact Relationship fields.
To enter contact relationships
Select the contact relationship, for example child or spouse.
Enter the start and end date (if known) of the relationship.
If you use Oracle Advanced Benefits or Standard Benefits, select a start and end reason for the relationship.
Select whether the contact:
Is the primary contact.
Is the recipient of a third party payment (for example, from a court-ordered deduction/wage attachment).
This enables you to select this person on the Personal Payment Method window when entering a third party payment method for the employee.
Shares the same residence as the employee.
Has a personal relationship with the employee. This identifies whether the third party should be considered as a possible dependent and/or beneficiary.
Is a beneficiary or dependent. You can only enter these fields if you do not use Standard or Advanced benefits.
You can enter a sequence number for the contact relationship. This must be a unique number for each contact the employee has. However, because sequence numbers are employee based, these numbers only need to be unique within the employee's record.
For example, Person A has a relationship type of spouse with Person B. This is given the sequence number of 1. Person A also has a relationship type of father to Person C. This is given the sequence number of 2.
Person A also has a relationship type of emergency contact with Person B. This must also have the sequence number of 1 as a relationship between these two people is already recorded against Person A.
Person B is also an employee and therefore has her own set of contacts recorded against her. She has a relationship type of spouse with Person A. However, this relationship does not have to have the same sequence number as the relationship recorded against Person A, that is, this relationship has a sequence number of 5.
Note: This sequence number is not the same as the child sequence number for calculating the local cost-of-living allowance.
Select whether you want to create a mirror relationship and enter the mirror relationship type.
Important: You can only enter a mirror relationship and type when you first create the contact. Once the mirror relationship is saved, the relationships are maintained independently of each other, except for mirror relationships that are created automatically.
Oracle HRMS automatically creates a mirror relationships when you enter a spouse, parent or child. For example, if you create the spouse relationship from person A to person B, when you query person B in the Contact window, a mirror relationship of spouse to person A is automatically created.
Furthermore, if you update a relationship that has had a mirror relationship automatically created, the mirror is also updated accordingly. For example, if you end date the relationship of spouse for person A, the spouse relationship for person B is also ended. If the relationship type is changed the relationships become independent.
Entering Further Contact Information
Click the Further Contact R'ship Information field to open the Further Contact R'ship window.
If you are entering contact information for a child, enter the following information:
Whether someone else is entitled to receive benefits for the child
Whether the child is entitled to benefits
Whether the child is entitled to the local cost-of-living allowance
If you have chosen to enter the child sequence number manually (in other words, if the Child Auto Sequence Generation Indicator EIT is set to No at the parent level), enter the child sequence number for the local cost-of-living allowance.
Note: If you enter the child sequence number manually and then change the EIT so that the child sequence number is generated automatically, the value in the Child Sequence Number field in the Further Contact R'ship Information window will be overwritten by the automatically generated number.
See: Person Extra Information Types
If you are entering contact information for a spouse, enter the following information, if applicable:
The amount of alimony per month paid to the spouse, if divorced.
Save your work. If a person already exists on your application with the same surname and a first name that is either the same or not entered, then a list of values is displayed that shows all the people who share the details.
See: Multiple Person Records, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide
If you want to enter addresses or phones for the contact, choose the Contact Details button.
Oracle HRMS provides a series of reports to calculate various periods of service based on previous employment and other criteria. The reports calculate different periods of service using rules defined in tariff contracts.
The period of service calculations are particularly important within Public Sector organizations as the calculations often determine an employee's remuneration and benefits such as leave entitlement or bonus payments.
Oracle HRMS currently provides the following period of service calculations:
General length of service with current employer
Length of service in the Public Sector
Length of service in grade
Length of service in step
Length of service in assignment
Length of service for jubilee money
Length of service for BDA allowance
Run the period of service reports using the Report: Period of Employment self service function.
Situations are events or breaks in an employee's service. For example, you may create situations for parental leave or unpaid leave. Particular situations may have an impact on the calculation of lengths of service. For example, parental leave may be counted in one length of service calculation, but not in another. You define these situations under the following situation types:
Absence
Assignment Status
Military Service
Previous Employment
Person Information
For example, you would create the parental leave and unpaid leave situations in the Absence situation type. The parental leave situation could be included in the Length of Service in Grade calculation but excluded from the Length of Service for Jubilee Allowance calculation.
When you define situations, you enter the following information:
Length of service calculation
Employee type
Entitlement - whether the situation has any effect on the length of service calculation
Entitlement value - if the entitlement has a particular value in the length of service calculation, for example, 50%
Some assignment statuses are not valid for length of service calculations. For example, if an assignment has the status Terminate Assignment, it could be the case that the assignment should not be counted in length of service calculations.
You specify which length of service calculations are valid for an assignment using the Length of Service Types assignment extra information type.
See: Assignment Extra Information Types
You enter information on an employee's previous employment using the Previous Employment form.
See: Entering Previous Employment Details, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide
In some cases, it may be necessary to define a correcting factor to calculate an accurate length of service. You record the correcting factors at the person level using the Period of Employment person extra information type.
See: Person Extra Information Types
This report enables you to update the tax details for employees who have not submitted their tax card for the current tax year. If employees do not submit their tax card by a specified date, you can update their tax details to reflect less favorable tax calculation criteria. The rules for these changes are defined by German tax regulations. You make these changes in a batch process.
You can run the report in two modes. The first mode identifies the employees who would be affected by the process and the second mode identifies the employees and updates their tax details. Both modes generate a report.
You run reports from the Submit Requests window.
To run the Tax Code Update Process
In the Name field, select Tax Batch Update.
Enter the Parameters field to open the Parameters window.
Enter the date from which the changes are applicable.
Select the people groups for whom you want to run the process. Choose one of the following options:
Select an organization hierarchy
Select a top organization
Select an assignment set
Note: If you do not make any entry in any of these fields, the report uses the business group and all subordinate organizations.
If you make an entry in both the Assignment Set and Organization fields, the process uses only the assignment set to generate the report.
You can only enter a top organization if you specify the Organizational Hierarchy.
Select the Report Action for the process. You can choose one of the following actions:
Report only - the process generates a list of potential changes
Update and report - the process updates the employees' tax records
Specify how the process should deal with the tax class. Specify whether the process should change the tax class to VI or leave the value unchanged.
Specify how the process should deal with the remaining tax data. For each of the following parameters, specify whether the process should reset the value to zero or leave the value unchanged.
Number of children
Tax-free income
Additional taxable income
Choose Submit.
To view the report, return to the Requests window and choose View Output.
You use the Child Sequence Generator process to automatically update the sequence number for children entered as contacts for public sector employees.
You run the Child Sequence Generator process from the Submit Requests window.
To run the Child Sequence Generator report
In the Name field, select Child Sequence Generator.
Enter the Parameters field to open the Parameters window.
Select the business group for which you want to run the process.
Enter the effective date for the process.
Choose Submit.