You represent your enterprise using key organization structures in Oracle HRMS. These structures provide the framework so you can perform legal reporting, financial control, and management reporting. You can set up these organization structures yourself, or use the Configuration Workbench.
The Configuration Workbench delivers an integrated configuration management toolset for HR systems and assists in the evaluation, configuration, deployment, and maintenance of HR applications. The workbench suggests a basic structure of organizations for your enterprise based on configuration models.
See: Configuration Models for Your Enterprise Framework, Oracle HRMS Enterprise and Workforce Management Guide
Once the basic enterprise structure is set up, you add the additional organizations and locations that exist in your enterprise. You define the internal organizations that represent your internal divisions and departments, and you define the external organizations that represent the organizations outside of your enterprise. For example, you can set up an external organization to represent the tax office for which your enterprise uses for reporting purposes.
You can use organizations to represent many levels of your enterprise, from the highest level of organization that represents the whole enterprise, to the lowest level of organization that represents a section or department.
See: Extending the Enterprise Framework, Oracle HRMS Enterprise and Workforce Management Guide
See: Organization Classifications
See: Setting Up Organizations, Oracle HRMS Enterprise and Workforce Management Guide
The business group represents a country in which your enterprise operates. You create it as an organization in Oracle HRMS, but it does not represent a specific organization within your enterprise structure, and you do not include it in your organization hierarchies. A business group enables you to group and manage data in accordance with the rules and reporting requirements of each country, and to control access to data.
The critical factors for deciding when to use a separate business group, or an international business group, are based on the following factors:
If you use Oracle Payroll
The number of people you employ in a country
If you require legislative support for Oracle HR
Generally the laws are so different in each country that to be compliant, there must be a different business group for each country in which an enterprise has employees.
An operating company represents a division or line of business within your enterprise that is legally registered for reporting in at least one country. An operating company is a holding company, a company within a company.
The ultimate legal entity represents the enterprise, and typically, the enterprise is the highest (global) level of a business organization. The ultimate legal entity is the parent company or organization for all its subsidiaries and divisions. Oracle HRMS represents the ultimate legal entity with the GRE/Legal Entity organization classification.
A legal entity represents the designated legal employer for all employment-related activities. The legal authorities in a country recognize this organization as a separate employer. In an organization hierarchy, a legal entity may report to an operating company or to the ultimate legal entity.
A legal employer is a legal entity that is responsible for employing people in a particular country. Therefore, if you employ people in a country, then you must have at least one organization classified as a legal entity and a legal employer.
The Configuration Workbench classifies an organization as a GRE/Legal Entity where your enterprise operates in a country, and classifies it as an Employer if you employ people in that country also. For example, you can have a legal entity in a country where you do business, but do not employ people in that country.
A consolidated legal entity acts on behalf of multiple operating companies that are not legally registered, or simply on behalf of the enterprise in a country. You typically use the consolidated legal entity for when you have multiple operating companies in your enterprise, but for the purposes of consolidation, you group the information into one organization. For management reporting purposes, the organizations below the consolidated legal entity in an organization hierarchy, such as, your departments and sections, can report to any organization in the enterprise. However, for legal reporting purposes, they report up to the consolidated legal entity.
For information on how to model your enterprise using the key organization structures, see: Configuration Models for Your Enterprise Framework, Oracle HRMS Enterprise and Workforce Management Guide
Organization classifications define the purpose of an organization and its functionality within Oracle HRMS. The classifications you assign to an organization control the additional information you can set up at the organization level. The Configuration Workbench automatically assigns the appropriate classifications to the organizations it creates.
For more information on the key organization structures you use to represent your enterprise, see: Key Concepts for Representing Enterprises
You can define one organization with multiple classifications or you can define separate organizations to represent different types of entity. For example, you can classify an organization as a legal entity as well as an HR organization if it's the same organization. If they are different, then you create two organizations.
Note: Oracle HRMS enables you to install your own additional information types for classifications.
You can select the following classifications in the Organization window, depending on your legislation:
All legislations can use the following classifications:
Business Group: Use this classification to group, manage, and control access to data in accordance with the rules and reporting requirements of a country.
Operating Company: An operating company represents a division or line of business within your enterprise that is legally registered for reporting in at least one country.
GRE/Legal Entity: Use this classification to represent the following organizations:
Ultimate Legal Entity: this represents the enterprise, and typically, the enterprise is the highest (global) level of a business organization.
Legal Entity: this represents the designated legal employer for all employment-related activities. The legal authorities in a country recognize this organization as a separate employer. In an organization hierarchy, a legal entity may report to an operating company or to the ultimate legal entity.
Consolidated Legal Entity: this organization acts on behalf of multiple operating companies that are not legally registered, or simply on behalf of the enterprise in a country.
For Chinese users only: Your organization hierarchy must contain at least one GRE with corporate and employer information. Statutory reporting requires this information.
Employer: Use this along with the GRE/Legal Entity classification to define an organization as a legal entity that is responsible for employing people in a particular country.
For Indian users only: Your organization hierarchy must contain at least one GRE with income tax, challan bank, tax declaration and representative details. This information is used for statutory reporting.
HR Organization: Use this classification for all organizations to which you want to assign employees and contingent workers.
Payee Organization: Use this when defining an external organization that is the recipient of a third party payment from an employee, for example a court-ordered payment. You can then select this organization on the Personal Payment Method window when entering a third party payment method.
Bargaining Association: Use this when defining an organization that is involved in negotiating a collective agreement. A bargaining association could be any organization representing the employees in negotiations, for example a trade union. The UK legislation also enables you to select a bargaining association in the Union Processing window to set up a union element.
Representative Body: Use this when defining a representative body. This may be a body defined in legislation, such as a European Works Council, or may be defined by the employer, such as a Sports and Social Club.
Disability Organization: Use this when defining an external organization with which employee disabilities are registered.
Medical Service Provider: Use this when defining an organization that provides any medical services, such as medical assessments, to the people in your enterprise.
Constituency: Use this to define a constituency to group together workers eligible to vote for particular elections.
Company Cost Center: Use this to define organizations in Oracle HRMS that map to cost centers in Oracle GL. You can set up your application so that whenever a cost center is defined in GL, a corresponding organization with this classification is defined automatically.
Professional Body Information: Use this to define an organization that is a professional body. Organizations with this classification are available to assign to people in the Qualifications window.
Operating Unit : Use the operating unit organization classification if you also use Multi-Org applications. You can associate an operating unit with an HR Organization. The application uses the HR Organization to find the operating unit to which a person belongs.
The US legislation can use the following classifications:
Reporting Establishment, Corporate Headquarters, or AAP Organization: Use these when defining reporting organizations, that is, organizations required for the production of certain reports for government agencies.
Parent Entity: Use this when defining an organization to be included at the top level of an establishment hierarchy. You can then use the hierarchy when producing certain reports for government agencies.
If you are assigning this classification to a Business Group, you must assign it to your default Business Group, that is the one defined in your security profile. If you do not, then your data will not be visible when you attempt to create your hierarchy in the Generic Hierarchy window.
Benefits Carrier, Workers' Compensation Carrier, or Beneficiary Organization: Use these when defining an external organization belonging in one of these classifications. You can then select the organization when defining a benefit, entering information for Workers' Compensation calculations, or recording beneficiaries employees have named for certain benefits.
The Federal legislation can also use the Beneficiary Organization classification.
The UK legislation can use the Education Authority classification to define a Local Education Authority (LEA) that is responsible for education within that council's jurisdiction.
The Canadian legislation can use the following classifications:
Provincial Medical Carrier: Use this to define a medical carrier for a province.
Provincial Reporting Establishment: Use this to represent employees in the province of Quebec.
The French legislation can use the following classifications:
Company: records one or more companies in your business group. A company is a legal entity registered to "Registre du Commerce et des Societes". You must have at least one company.
Establishment: identifies the organization that serves as the legal point of contact for settling any disputes and manages the personal details of the workforce.
Note: Do not classify an organization as both a company and an establishment; create two separate organizations.
URSSAF Center or ASSEDIC Center: specifies an external organization that is a Social Security organization. You can select the organization when entering additional organization information for an establishment. You can also select URSSAF organizations when entering additional organization information for a company.
Insurance Provider or Pension Provider: defines an external organization that provides insurance or pensions. You can select the organization when entering additional organization information for a company or an establishment.
OPACIF or OPCA: specifies an external organization that collects the company's yearly training contribution.
CPAM: identifies an external organization as a CPAM office. You can select the organization when entering employment information in the People window.
Public Sector Other External Organization: records details of the various types of external organizations with whom public-sector companies deal. Be sure to create organizations with this classification as external organizations.
Grouping of Employers: identifies the employers (normally establishments) who have decided to group together to make it easier to lend each other workforce and also to list the employees, contingent workers, and employees on loan for an establishment from that grouping in the Personnel Registry report.
Tax Group: defines an external tax office.
The Dutch legislation can use the following classifications:
Dutch UWV Organization: Use this to indicate if your organization is a social insurance provider. If you enable this classification, you can enter additional information such as the type of provider in the Dutch UWV Organization window.
Dutch Tax Office: Use this to define an external tax office.
Dutch Private Health Insurance: Use this to define an external organization that provides private health insurance.
Pension Provider: Use this to define an external organization that provides pensions to your employees.
The German legislation can use the following classifications:
Budget Plan Unit: Use this to define internal organizations for which you can use for the budget plan structure. The budget plan structure defines the different levels of positions in your enterprise, and the budget plan units represent the different levels as organizations. You select which budget plan unit the position belongs to in the Position window.
German Additional Second Pension Insurance: Use this to record information about the contributions an organization makes to a second pension.
German Capitalized Life Insurance Provider: Use this to indicate if your organization is a provider of German capitalized life insurance.
German Mandatory Health/Special Care Insurance Provider: Use this to indicate if your organization is a provider of German mandatory health or special care insurance. If you enable this classification, you can enter additional information using the German Social Insurance Providers window.
German Mandatory Pension Insurance Provider: Use this to indicate if your organization is a provider of German mandatory pension insurance. If you enable this classification, you can enter additional information using the German Social Insurance Providers window.
German Private Health/Special Care Insurance Provider: Use this to indicate if your organization is a provider of German private health or special care insurance. If you enable this classification, you can enter additional information using the German Social Insurance Providers window.
German Public Sector: Use this to indicate if your organization is a public sector organization. If you set this to yes then certain public sector specific windows and fields are made available to you.
German Tax Office: Use this to indicate if your organization is a tax office. If you set this to yes then you can enter additional tax office information using the Others button.
German Unemployment Insurance Provider: Use this to indicate if your organization is a provider of German unemployment insurance. If you enable this classification, you can enter additional information using the German Social Insurance Providers window.
German Voluntary Pension Provider: Use this to indicator if your organization is a provider of German voluntary pensions.
German Work Incident Supervising Office: Use this to indicate if your organization is a work incident supervising office.
German Workers' Liability Insurance Providers: Use this to indicate if your organization is a provider of German workers' liability insurance.
The Hong Kong legislation can use the MPF Trustee Organization classification to set up and enrol employees in an MPF Trustee. This classification allows you to record details of the trustee and details of the scheme provided by the trustee.
The Mexico legislation must use the legal employer classification to define the legal entity. You can add additional organization information for your legal employer, if needed.
Use the GRE/Legal Entity classification to define an organization that is recognized as a separate employer by Social Security or other legal authorities. When you assign a location to a GRE, and you have not already associated them with each other in the generic hierarchy, HRMS will make the association for you.
The Saudi legislation can use the following classifications:
Saudi GOSI Office: Use this to represent the General Office of Social Insurance (GOSI) which the employer is registered. The GOSI office requires employers to make deductions for eligible employees and send all payments and reports to this office.
Saudi Employment Office: Use this to represent an office to which the employer reports the status of its disabled employees.
The Hungary legislation can use the following classifications:
Draft Agency: Use this to represent an external defense organization to which you send employee military service details.
Company Information: Use this to represent the organization which is legally entitled to hire employees.
Pension Provider: Use this to indicate an external organization that provides pensions to your employees.
The Spanish legislation can use the following classifications:
Work Center: Use this to define an internal organization that represents a facility within your enterprise. You use these organizations for statutory reporting purposes.
Section: Use this to define an internal organization that represents the place where people work. You use these organizations for internal reporting purposes only.
Tax Office: Use this to indicate if the organization is an external tax office.
Tax Administration Office: Use this to indicate if the organization is an external tax administration office.
Social Security Office: Use this to define a social security office as an external organization. If you enable this classification, you can record the social security office details.
Social Security Province Office: Use this to define an organization as an external social security office. If you enable this classification, you can enter the social security province office details.
Health Care Organization: Use this to define an organization as an external health care organization. If you enable this classification, you can enter the insurance company details.
The Korean legislation can use the following classification:
Business Place: Use this classification to define an organization as an employer to which you assign employees. You set up information such as the registration number, representative information, and the health insurance number for the National Tax Service (NTS).
Your organization hierarchy should contain at least one GRE/Legal Entity (Tax Organization) and Registered Company.
The Indian legislation can use the following classifications:
Registered Company: Records your company's Legal Name, Registration Number, Corporate Identity Number, Permanent Account Number (PAN) of the company and company's representative details.
Factory: Records your factory's Registration Number, License Number, National Industrial Code, Production Commencement Date and factory's representative details.
Shops/Establishment: Records your shops/establishment's registration number and representative details.
Contractor Details: Records a contractor's details, work details, and representative details. A contractor supplies contingent workers to an enterprise and can be either an individual or an external organization.
ESI Organization: Use this to define an external organization that provides Employee State Insurance (ESI) to your employees. Records your Employee State Insurance (ESI) organization's Challan Information, General Information and Representative Details. You can have multiple ESI organizations and select an employee's ESI organization in the Assignment window.
Provident Fund Organization: Records your PF organization's PF challan information, PF information, and PF representative details. You can have multiple PF organizations and select an employee's PF organization in the Assignment window.
Professional Tax Organization: Records your Professional Tax organization's information, Professional Tax Challan information, and Representative Details information. You can have multiple professional tax organizations and select an employee's professional tax organization in the Assignment window.
Income Tax Office: Records your income tax organization's information. You can enter the location details of the income tax office. You can select the income tax organization in the GRE/Legal Entity: Income Tax Details window.
National Pension Scheme: Records the National Pension office information. You can enter the corporate registration account number and the corporate branch account number in the NPS Account Set Up window.
The Polish legislation can use the following classifications:
PL SII Branch: Use this classification to represent a local branch of the Social Insurance Institute (SII), a public organization that deals with the social insurance benefits, such as sickness allowance, maternity allowance, and rehabilitation benefits. You use the SII branch information for social insurance reporting.
PL Statistic Office: Use this to represent a local statistic office. You use this information in reports sent to the statistic office.
PL Tax Office: Use this to define the tax office bank accounts for the employer and for the tax collected from the employees. You use this information in statutory reports.
The Norwegian legislation can use the following classifications:
Local Unit: Use this classification to identify and report on the different work centers, within your enterprise, to which you assign employees.
Payee Organization: Use this classification to define an external organization which receives third party payment from an employee
Social Security Office: Use this to define external social security office organizations.
Pension Provider: Use this classification to define an external organization that provides pensions to your employees.
Statement Provider: Use this classification to define an external organization that provides reports on behalf of the legal employer.
Tax Office: Use this classification to define an external tax organization.
The Finnish legislation can use the following classifications:
Local Unit: Use this classification to identify and report on the different work centers, within your enterprise, to which you assign employees.
External Company: Use this to record details of the various types of external organizations with whom your organization deals. Ensure to create organizations with this classification as external organizations.
Pension Provider: Use this to record the basic information about pension insurance providers to which you transfer the appropriate pension insurance deductions.
Accident Insurance Provider: Use this to identify organizations that provide accident insurance coverage, group life insurance, and unemployment insurance.
Finnish Magistrate Office: Use this for identifying the authority responsible for processing the employee court orders.
Finnish Trade Union: Use this to record the basic information about the employees' trade unions to process employee deductions.
Provincial Tax Office: Use this to identify the legal employer's tax office.
The Danish legislation can use the following classifications:
Service Provider: Use this classification to record details of the various types of external service providers with whom your organization deals.
Pension Provider: Use this classification to define external pension providers.
The Swedish legislation can use the following classifications:
Local Unit: Use this classification to identify and report on the different work centers, within your enterprise, to which you assign employees.
Social Security Office: Use this to define external social security office organizations with which you coordinate medical reimbursements for the employees.
Swedish Enforcement Office: Use this to define external enforcement office organizations with which you coordinate the attachment of earnings deductions for the employees.
The South African legislation can use the following classification:
Training Provider: Use this to indicate if an organization is a training provider.
The UAE legislation can use the Legal Employer classification to define and enter additional organization information for your legal employer.
The Irish legislation can use the following classifications:
Legal Employer: Use this classification to define and enter additional organization information for your legal employer.
Pension Provider: Use this classification to define external pension provider.
Use the Organization window to create:
Business groups
External organizations (for example, tax offices, pension providers, insurance carriers, disability organizations, benefit carriers, or recruitment agencies)
Internal organizations (for example, departments, sections or cost centers)
GREs/Legal Entities
If you use the Configuration Workbench to configure your enterprise structure, then you only need to create the additional internal and external organizations you require. For example, you can set up additional organizations to represent the internal divisions or departments, and external organizations for reporting or third party payments.
See: Extending the Enterprise Framework, Oracle HRMS Enterprise and Workforce Management Guide
To create an organization
Navigate to the Organization window and click New to create a new organization.
Note: For information about querying existing organizations, see: Finding an Organization, Oracle HRMS Enterprise and Workforce Management Guide
Enter a name for your organization in the Name field. A check is performed to see if organizations with the same name already exist.
All Oracle applications you install share the information entered in the Organization window. Therefore organization names must be unique within a business group, and business group names must be unique across your applications network.
You can create two organizations with the same name in different business groups but this can cause confusion later, if the HR: Cross business group profile option is set to Yes and you decide to share certain information across all business groups. If you decide to create two organizations with the same name, be sure that this will not cause you problems in the future.
Optionally, select an organization type in the Type field.
Organization types do not classify your organization, you use them for reporting purposes only. The type may identify the function an organization performs, such as Administration or Service, or the level of each organization in your enterprise, such as Division, Department or Cost Center. You create the organization types you require by entering values for the Lookup Type ORG_TYPE.
Enter a start date in the From field. This should be early enough to include any historical information you need to enter.
Note: You cannot assign an employee to an organization before the start date of the organization.
Enter a location, if one exists. You can also enter an internal address to add more details such as floor or office number.
Dutch only: If you are setting up external organizations for a tax office, a social insurance provider or a private health insurance provider, you must enter the postal address and contact details using the NL_POSTAL_ADDRESS Location EIT.
Mexico only: When defining a GRE/Legal Entity, if you select a location here, HRMS automatically associates it with this GRE in the Generic Hierarchy.
US only: If you are using Oracle Payroll in the US, every organization to which employees can have assignments, including business groups, must have on record a location with a complete address. This is because the system uses the location of the organization of the employee's primary assignment to determine employee work locations for tax purposes. This does not apply to GREs, because the assignment to a GRE exists in addition to the assignment to an organization.
India only: You can define an income tax organization and enter its location details. You can then select this organization at the GRE/Legal Entity Income Tax Office.
Note: If you are an Oracle Inventory user, then you must not assign a location to more than one organization classified as an Inventory Organization.
Enter internal or external in the Internal or External field. You cannot assign people to an external organization.
Examples of external organizations that may require entry are disability organizations, benefits carriers, insurance carriers, organizations that employees name as beneficiaries of certain employee benefits, and organizations that are recipients of third party payments from employees' pay.
Save the basic organization details.
For each classification you set up you can enter additional information. This information can be different for each classification.
For Business group see: Business Group
For HR organization see: HR Organization
For representative body see: Representative Body
For constituency see: Constituency
For bargaining association see: Bargaining Association
For company cost center see: Company Cost Center
For professional body information see: Professional Body Information
For legal employer see: Legal Employer Information
See Classification and Additional Information Types, Oracle HRMS Enterprise and Workforce Management Guide if you need to check which classification to select.
To enter Business Group additional information
Click on the organization classification for which you want to enter additional information.
Choose the Others button to open the Additional Organization Information window.
Select one of the following:
Business Group Information, see: Entering Business Group Information, Oracle HRMS Enterprise and Workforce Management Guide
Budget Value Defaults, see: Business Groups: Entering Budget Value Defaults, Oracle HRMS Enterprise and Workforce Management Guide
SOE Information, see: Business Groups: Entering SOE Information
SOE Detail Information, see: Business Groups: Entering SOE Detail Information
Ireland PayPath Information, see: Business Groups: Entering PayPath Information
SOE Balances: see Business Groups: Selecting SOE Balances
SOE Elements : see Business Groups: Selecting SOE Elements
Work Day Information, see: Business Groups and HR Organizations: Work Day Defaults, Oracle HRMS Enterprise and Workforce Management Guide
Benefits Defaults, see: Business Groups: Defining a Default Monthly Payroll, Oracle HRMS Enterprise and Workforce Management Guide
PTO Balance Type, see Business Groups: Selecting a PTO Balance Type, Oracle HRMS Enterprise and Workforce Management Guide
Repeat these steps to enter further information.
To enter HR organization additional information
Click on the organization classification for which you want to enter additional information.
Choose the Others button to open the Additional Organization Information window.
Select one of the following:
Reporting Information, see: Entering Reporting Information for an HR Organization or a Company Cost Center., Oracle HRMS Enterprise and Workforce Management Guide
PTO Balance Type, see Business Groups: Selecting a PTO Balance Type, Oracle HRMS Enterprise and Workforce Management Guide
Costing Information, see: HR Organizations: Entering Costing Information, Oracle HRMS Enterprise and Workforce Management Guide
Parent Organization, see: HR Organizations: Entering Parent Organizations, Oracle HRMS Enterprise and Workforce Management Guide
Work Day Information, see: Business Groups and HR Organizations: Entering Work Day Defaults:, Oracle HRMS Enterprise and Workforce Management Guide
Related Organizations Information, see: Entering Related Organizations Information for an HR Organization, Oracle HRMS Enterprise and Workforce Management Guide
Repeat these steps to enter further information.
To enter representative body additional information
Click on the organization classification for which you want to enter additional information.
Choose the Others button to open the Additional Organization Information window.
Select one of the following:
Representative Body Information, see: Entering Representative Body Information, Oracle HRMS Enterprise and Workforce Management Guide
Constituency information, see: Entering Constituency Information for a Representative Body, Oracle HRMS Enterprise and Workforce Management Guide
Repeat these steps to enter further information.
To enter constituency additional information
Click on the organization classification for which you want to enter additional information.
Choose the Others button to open the Additional Organization Information window.
Select one of the following:
Location, see Entering Location Information for Constituencies, Oracle HRMS Enterprise and Workforce Management Guide
Organization, see Entering Organization Information for Constituencies, Oracle HRMS Enterprise and Workforce Management Guide
Organization Hierarchy, see Entering Organization Hierarchy information for Constituencies, Oracle HRMS Enterprise and Workforce Management Guide
Grade, see Entering Grade information for Constituencies, Oracle HRMS Enterprise and Workforce Management Guide
Bargaining Unit, see Entering Bargaining Unit information for Constituencies, Oracle HRMS Enterprise and Workforce Management Guide
Job, see Entering Job information for Constituencies, Oracle HRMS Enterprise and Workforce Management Guide
Collective Agreement Grade, see Entering Collective Agreement Grade information for Constituencies, Oracle HRMS Enterprise and Workforce Management Guide
Repeat these steps to enter further information.
To enter bargaining association information
Click on the organization classification for which you want to enter additional information.
Choose the Others button to open the Additional Organization Information window.
Select Trade Union Information,
See: Entering Trade Union Information for a Bargaining Association, Oracle HRMS Enterprise and Workforce Management Guide
Repeat these steps to enter further information.
To enter company cost center information
Click on the organization classification for which you want to enter additional information.
Choose the Others button to open the Additional Organization Information window.
Select one of the following:
GL Company Cost Center, see: Entering GL Company Cost Center Information for a Company Cost Center, Oracle HRMS Enterprise and Workforce Management Guide
Reporting Information, see: Entering Reporting Information for an HR Organization or a Company Cost Center., Oracle HRMS Enterprise and Workforce Management Guide
Repeat these steps to enter further information.
To enter professional body information
Click on the organization classification for which you want to enter additional information.
Choose the Others button to open the Additional Organization Information window.
Select Professional Body Info, see: Entering Additional Information for a Professional Body, Oracle HRMS Enterprise and Workforce Management Guide.
Repeat these steps to enter further information.
To enter legal employer information
Click on the organization classification for which you want to enter additional information.
Choose the Others button to open the Additional Organization Information window.
Select the Employer Information. See: Entering Employer Information.
Repeat these steps to enter further information.
You record an employer's tax details for use in tax-related correspondence.
Note: You must enter the address for the legal employer using the Location window and attach it to the legal employer.
To enter employer information
In the Organization window, query the Legal Employer if it does not already appear there. In the Organization Classifications region, select Legal Employer, choose the Others button and select Employer Information.
Click in a field of the Additional Organizational Information window to display the Employer Information window.
Enter the following employer details:
tax district number in which the legal employer operates
PAYE reference number
name used for business transactions
contact's name for communication purposes
specify the P60 output option as paper or electronic
Save your work.
You provide a business group's PayPath information so the bank can pay the employees.
To enter PayPath Information
In the Organization window, query the business group if it does not already appear there. In the Organization Classifications region, select business group, choose the Others button and select Ireland PayPath Information.
Click in a field of the Additional Organizational Information window to display the Ireland PayPath Info window.
Enter the employer’s PayPath number, receiver number, and account name.
Select the file format for sending information to the bank.
Save your work.
You must select the balances that you want to display in a SOE report using the SOE Balances window.
Note: Ensure you enter the PRSI context balance information in this window to enable the Legislative Report Generator to display the balances on the Online Payslip and Payslip Advice Report.
To select the balances to display in the SOE report
Query the business group in the Organization window if it does not appear.
Click Others in the Organization Classifications region, and select SOE Balances.
Click in the field of the Additional Organization Information window to open the SOE Balances window.
Select the predefined balance name such as Net Tax, P45 Disability.
Select the balance dimension. The balance dimension depends on the balance name chosen.
Enter a display name to identify the balance name.
Click OK.
You must select the elements that you want to display in a SOE report using the SOE Elements window.
To select the elements to display in the SOE report
Query the business group in the Organization window if it does not appear.
Click Others in the Organization Classifications region, and select SOE Elements.
Click in the field of the Additional Organization Information window to open the SOE Elements window.
Select the predefined element such as BIK Company Vehicle.
Select the input value. The input value depends on the element name chosen.
Enter a display name to identify the element.
Click OK.
You enter statement of earnings (SOE) information at the business group level to specify what information appears on each region of the statement of earnings. You can enter element set names for earnings, deductions, and any imputed earnings to ensure that the elements within these sets appear on the statement of earnings. You can also supply balance attributes for SOE display.
To enter SOE information
In the Organization window, query the business group. In the Organization Classifications region, select Business Group, click Others, and select SOE information
Click in a field of the Additional Organization Information window to open the SOE Information window.
Select the SOE user category. You use this information to restrict the type of users who can view the SOE.
Select the Earnings element set in the Elements 1 field. (The set name typically begins with a legislative identifier, and then incorporates SOE EARNINGS as the next part of the name).
Select the Deductions element set in the Elements 2 field. (The set name typically begins with a legislative identifier, and then incorporates SOE DEDUCTIONS as the next part of the name).
If you have an element set for imputed earnings, select it in the Elements 3 field.
Note: For South Africa only: You select the ZA SOE Fringe Benefits and Other Non Payments element set in the Elements 3 field.
Select the Information element set in the Information 1 field. You create this element set when you set up your statement of earnings.
Select your predefined balance attributes in the Balances fields (Balance 1, Balance 2 and so on)
Save your work.
The statement of earnings (SOE) displays details of earnings, deductions and other payroll-related information for an employee assignment. Oracle HRMS enables you to determine the display name for elements and balances, and the sequence in which they display.
To enter SOE detail information
In the Organization window, query the business group. In the Organization Classifications region, select Business Group, click Others, and select SOE Detail Information.
Click in a field of the Additional Organization Information window to open the SOE Detail Information window.
Select the type of SOE details that you want to record, by selecting balance or element.
If you select balance, then select the balance, dimension, and balance display name that you want the SOE to display.
If you select element, then select the element name, input value, and element display name that you want the SOE to display
Save your work.
You enter employer information required to run the EHECS Report using the EHECS Information window.
To enter EHECS Information
In the Organization window, query the Legal Employer if it does not already appear there. In the Organization Classifications region, select Legal Employer, choose the Others button and select EHECS Information.
Click in a field of the Additional Organizational Information window to display the EHECS Information window.
Enter the following employer level details:
Year - enter the year for which you are entering EHECS details.
Quarter - enter the quarter for which you are entering EHECS details.
CBR Number - enter the CBR Number of the employer in the correct format, beginning with EN and followed by seven numeric characters and a check digit, which must satisfy the CBR Number specification.
Managers not on payroll - enter the average number of managers, professionals, and associate professionals under this employer who are not on the payroll for this quarter.
Clerks not on payroll - enter the average number of clerical, sales and service workers under this employer who are not on the payroll for this quarter.
Other Workers not on Payroll - enter the average number of production, transport workers, craft and tradespersons, and other manual workers under this employer who are not on the payroll for this quarter.
Vacancies for Managers - enter the number of job vacancies for managers, professionals and associate professionals in this quarter.
Vacancies for Clerks - Enter the number of job vacancies for clerical, sales and service workers in this quarter.
Vacancies for Other Workers - enter the number of job vacancies for production, transport workers, craft and tradespersons, and other manual workers in this quarter.
Employer's Liability Insurance - enter the employer's total liability insurance in this quarter.
Training Cost - enter the total training cost incurred by the employer in this quarter.
Labour Related Expenditure - enter the total labour related expenditure incurred by the employer in this quarter.
Declaration Contact - select the employee who is the declaration contact for the report.
Declarant Position - enter the position of the employee who is the declaration contact for the report.
Declarant Email Address - enter the email address of the employee who is the declaration contact for the report.
Declarant Phone - enter the phone number of the employee who is the declaration contact for the report.
Training Subsidies - enter the total of training subsidies given by the employer in this quarter.
Other Subsidies - enter the total of other subsidies given by the employer in this quarter.
Refunds - enter the total of refunds in this quarter.
Hours per Day - enter the number of hours per working day. The application uses this value to convert the daily balance values.
Click OK and save your work.
If you use the details specified in the predefined elements, then feed the predefined balances using the Balance Feeds window. If you do not process the data as elements in your payroll, then use the EHECS Override Information window to enter override information.
To enter EHECS Override Information
In the Organization window, query the Legal Employer if it does not already appear there. In the Organization Classifications region, select Legal Employer, choose the Others button and select EHECS Override Information.
Click in a field of the Additional Organizational Information window to display the EHECS Information window.
Enter the following override information:
Quarter End Date - enter the last date of the quarter for which the entered data is applicable.
Occupational Category - select the Occupational Category for which the entered overrides are applicable.
Employment Type - select if the entered override totals are for Part Time / Full Time / Apprentice employees.
Minimum Wage Rate Employees - enter the number of employees with the hourly wage rate less than or equal to the national minimum wage rate.
Regular Earnings - enter the total of Regular Earnings for all the employees of the selected occupation and employment type.
Overtime Payments - enter the total of Overtime Payments for all the employees of the selected occupation and employment type.
Irregular Earnings - enter the total of Irregular Earnings for all the employees of the selected occupation and employment type.
Normal Working Hours - enter the total of Normal Working Hours for all the employees of the selected occupation and employment type.
Paid Overtime Hours - enter the total of Paid Overtime Hours for all the employees of the selected occupation and employment type.
Annual Leave Hours - enter the total number of paid hours for Annual Leave and bank holidays in this quarter.
Paid Maternity Hours - enter the total paid hours in this quarter because of maternity leave.
Paid Sick Leave Hours - enter the total paid hours in this quarter because of sick leave.
Paid Other Leave Hours - enter the total paid hours in this quarter because of any other leave.
Income Continuance Insurance - enter the total amount of Income Continuance Insurance paid in this quarter.
Redundancy Payments - enter the total amount of Redundancy Payments made in this quarter.
Other Employee Payments - enter the total amount of other employee related Payments made in this quarter.
Stocks or Shares - enter the total cost incurred on stocks and shares by the employer in this quarter.
Voluntary Sickness Insurance - enter the total cost incurred by the employer because of Voluntary Sickness Insurance in this quarter.
Staff Housing Cost - enter the total cost incurred by the employer because of providing staff housing in this quarter.
Other Benefits Cost - enter the total cost incurred by the employer because of providing other benefits in this quarter.
Click OK and save your work.
In Oracle HRMS, you set up each physical site where your employees work as a separate location. If you use the Configuration Workbench to configure your basic enterprise structure, then you only need to create locations for the additional organizations you require.
See: Key Concepts for Representing Enterprises
You can set up:
Global locations: These are available in all Business Groups.
Business Group locations: These can only be used in one Business Group.
Business Place locations (Korea only): These can only be used in one Business Place.
Similarly, you enter the addresses of external organizations that you want to maintain in your system, such as employment agencies, tax authorities, and insurance or benefits carriers. When setting up internal or external organizations, you select from a list of these locations.
This approach has these advantages:
You enter information about each location only once, thereby saving data entry time.
Central maintenance of locations ensures consistency of address standards.
Your work sites exist as separate structures identifiable for reporting purposes, and for use in the rules that determine employee eligibility for various types of compensation and benefits.
Oracle HRMS uses the location associated with an assignment to determine its social security affiliation. It is recommended that you associate all locations with one or more appropriate GRE using the Mexico HRMS Statutory Reporting Hierarchy. Oracle HRMS determines the GRE of an assignment based on the hierarchy you have associated the location with.
See: Government Reporting Entities (GREs), Oracle HRMS Enterprise and Workforce Management Guide (Mexico)
See: Mexico HRMS Statutory Reporting Generic Hierarchy Type, Oracle HRMS Enterprise and Workforce Management Guide (Mexico)
See: Entering an Assignment (Assignment Window), Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide
You can define as many Extra Information Types as you require to hold information about locations. There are also some predefined person EITs.
Note: To be able to access the predefined EITs, you must link the EIT to your responsibility.
See: Setting Up Extra Information Types For a Responsibility, Oracle HRMS Configuring, Reporting, and System Administration Guide
The predefined location EITs are:
Self Service Preference for Location: Information on preferences for online documents such as the online payslip or online tax forms at the location level. The EIT determines whether the documents are available online or in a printed format, what template you are using for XML Publisher, the stored procedure you want to use, and the date when you want to implement these changes.
Note: You can also enter this information at the person, business group, or HR organization level.
See: Person Extra Information Types, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide and Entering Self-Service Preference Information, Oracle SSHR Deploy Self-Service Capability Guide
These information levels are arranged in a hierarchy; if you define self-service preferences at the person level, the settings will override any other settings made at the location, business group, or HR organization level. Similarly, if you define self-service preferences at the location level, the settings override any settings at the business group or HR organization level. Settings at the HR organization level will override settings at the business group level.
Geographic Hierarchy Node Map: Use this EIT with the calendar events you set up to identify a different geographical entity in the geographic hierarchy. If the calendar event includes the node you select, and then the worker becomes applicable for the event. The node you select here overrides the information at the business group level.
See: Geographical Precedence, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide
If you want to override this node for a specific worker, then you can define the assignment EIT to identify a different geographical entity in the hierarchy.
See: Setting Up Calendar Events, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide
You can enter addresses in the Location window.
Locations are shared across Business Groups in HRMS and with two other Oracle applications: Inventory and Purchasing. HRMS does not use some of the fields in the Location window. These fields are disabled for HRMS users. For example, the Legal Address check box is read-only and supports future functionality in Oracle Financials.
For information about Oracle Purchasing locations, see: Defining Locations, Oracle Purchasing User's Guide.
To enter a work location and its address
Enter the name of the location, and a description if required.
Uncheck the Global check box if you want the location to only be available within the default Business Group of your current responsibility. Accept the default if you want the location to be a global location and therefore available to all Business Groups.
If you are setting up a global location, the location name must be unique across all Business Groups.
If you are setting up a location for one Business Group, the location name must be unique within that Business Group and all global locations, but does not have to be unique across all Business Groups.
Note: You cannot amend the Global check box once you have set up your location.
Select a national address style from the list. If a local address style exists for your country, it is displayed as the default. Otherwise, the international style is displayed.
Australian users: There is a choice of Australia (International) address style and Australia address style. If you want to upgrade from an existing Australia (International) address style to the Australia address style, run the Upgrade Australia Address Style process. This is an optional step. This process enables you to validate and correct any invalid address information for reporting purposes.
If you are entering an international address, use the Australia (International) address style. If this is unavailable, use the generic style with a valid ISA 3166 code country code.
US and Canadian users: The local style is only displayed if you have Vertex geocode data installed.
Note: You can change existing address styles or create new ones if required.
See: Changing Default National Address Styles, Oracle HRMS Configuring, Reporting, and System Administration Guide
Enter address information in this window.
US Payroll users: If you change a location address, then you must update the location in the State Tax Rules window for each assignment at that location. If the Address Validation Using Vertex Web Services feature is enabled, then Vertex Web Services validates addresses in the Location window. See: Address Validation Using Vertex Web Services, Oracle HRMS Implementation Guide (US)
US users: In the EEO Exception Report, location addresses are truncated to 115 characters if the combined length of the location code and address lines 1,2, and 3 is greater than 115 characters.
Canadian Payroll users: You enter Census Metropolitan Area codes here in the Location Address flexfield.
Note: You must enter the postal code in the following format NNNNAA, for example, 1234AB.
Irish users: You enter the employer's address here and attach it to the legal employer.
If the mailing address of the location differs from the payroll taxation address, you need to enter an overriding address into the Payroll Tax fields.
Select a time zone if you want to associate a time zone with the location.
Note: When you select a time zone, ensure that it corresponds to the location's address.
Choose OK, and then choose the Extra Information button to enter any additional information required by your enterprise.
See: Entering Extra Information, Oracle HRMS Configuring, Reporting, and System Administration Guide
Save your location.
Making a location inactive prevents users from selecting it.
To remove an address from the Location list
Enter an inactive date when the location is no longer in use in your enterprise, and save your changes.
You can delete locations that have not been used.
Note: If a location is still in use, but you do not want it to be selected today or in the future, enter an inactive date.
Query the location you want to delete.
Delete the location.
Save the changes.