Workforce Sourcing and Deployment

Appointment

Appointments and the Hiring Process

The appointment process takes the applicant from the recruitment process to employee administration where the initial tasks include entering terms and conditions and payroll information.

If you are an Oracle US Federal HRMS user, you use the Request for Personnel Action (RPA) to appoint employees.

If you are using Oracle SSHR, you can use the Candidate Offers functionality to generate offer letters.

Hire Dates and Future-Dated Changes

Oracle HRMS enables you to make future-dated changes to a person's details.

If you make future-dated changes to an applicant's details, such as changing their name, and you subsequently hire the person, the earliest hire date you can enter is the day following the date of the last change. The hire date can, of course, be a future date (providing it is at least 1 day after the date of the last change). For example, if you received an application on January 10th and you changed the applicant's details using future dates, say on January 22nd and February 10th, and you subsequently hire the applicant, the earliest hire date you can enter is February 11th (the date of the last change plus one day).

Alternatively, you could hire the applicant (change their person type to Employee), and then make the changes to their details with the status of Employee.

Back-to-Back Employment and Placements

Back-to-back employment and placements occur when a previous period of employment or a previous placement ends 1 day before a new period of employment or a new placement begins.

Oracle HRMS supports back-to-back employment and placements even where there is a difference in person types. That is, an ex-employee can begin a placement on the day following termination of their employment, and an ex-contingent worker can begin employment on the day following the end of their placement.

An ex-employee starting new employment or a placement on April 1st must have an actual termination date and a final processing date (for payroll processing) for their previous employment of March 31st. (If your enterprise does not have Oracle Payroll, the final processing date automatically defaults from the actual termination date).

An ex-contingent worker starting employment or a new placement on April 1st must have an actual termination date of March 31st for their most recent placement.

Note: You cannot change the hire date of any back-to-back employment. Instead, you must cancel the employment and rehire the employee.

Earliest Hire Dates

Rehire before Final Process Date

Note: Australia, Canada, China, Denmark, Hong Kong, India, Ireland, Korea, Kuwait, Mexico, New Zealand, Norway, Saudi Arabia, Singapore, South Africa, Russia, UK, US, and United Arab Emirates Payroll users can rehire ex-employee before the final process date.See: Rehire Before Final Process Date

Australia, Canada, China, Denmark, Hong Kong, India, Ireland, Korea, Kuwait, Mexico, New Zealand, Norway, Saudi Arabia, Singapore, South Africa, Russia, UK, US, and United Arab Emirates Payroll Only: To provide greater flexibility in the hiring process, Oracle HRMS enables you to rehire a terminated employee before the Final Process (and after the Last Standard Process) date for their previous period of service.

Rehire before Final Process Date

the picture is described in the document text

As illustrated in the diagram, when you complete the rehire, the application changes the existing, terminated assignment into a secondary assignment. The new, active assignment becomes the primary. You can then process payments from both assignments during the overlapping periods of service.

Note: When you cancel the rehire, the application changes the secondary terminated assignment back to a primary terminated assignment. The application however retains the date changes to the primary terminated assignment even after a cancellation. For example, if the actual termination date is 20 April, the final process date is 31 April, and you rehire the person on 25 April, the application updates the primary terminated assignment for the period 21 April to 24 April and creates a new one for the period 25 April to 31 April. If you subsequently cancel the rehire, then the application retains the primary terminated assignment for the period 21 April to 24 April as well as the one for the period 25 April to 31 April.

When you rehire before the final process date, the employee has overlapping periods of service between the rehire date and the final process date. The Terminate window displays the service dates for all the overlapping periods of service. The latest period of service appears by default. You can scroll down to view the earlier periods of service.

Valid Person Types for Applicants

You can convert an applicant to an employee but not to a contingent worker. However, an applicant can become a contingent worker (a Contingent Worker.Applicant) while their application for employment remains active. Subsequently, you can either cancel the application, and allow the contingent worker placement to continue, or end the contingent worker placement prior to hiring the applicant.

Hiring an Applicant (People Window and Application Window)

Use the Application and People windows to hire an applicant and to change the applicant's person type to Employee.

To hire an applicant

If you have the Application window taskflowed from the People window, as in the following procedure, then you should query the person in the People window and then navigate to the Application window from there. This saves you from having to query the person twice. If you do not, then you must first query the person in the Application window, to enable you to update the applicant assignment status, and then requery the person in the People window.

  1. Query the applicant in the People window.

  2. Navigate to the Application window.

  3. Update the applicant assignment status to Accepted and save the change.

  4. Set your effective date to the applicant's hire date.

    Note: If future-dated changes exist, the hire date is the date of the last change plus at least one day. If no future-dated changes exist, the minimum hire date is the accepted date, plus one day.

  5. Return to the People window.

  6. Select a Hire Applicant in the Action Type field, and select a user person type. If only one user person type exists for the action type, it displays automatically.

    • The Latest Hire 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.

    Note: The Date First Hired field is on the Benefits Tab.

  7. If the applicant has more than one active applicant assignments, the Active Applicant Assignments window appears. It displays all the accepted and unaccepted assignments for the applicant. You can choose to:

    • Retain all accepted and unaccepted applicant assignments.

    • Convert the accepted applicant assignments to secondary assignments.

    • End date the unaccepted or other accepted applicant assignments.

    • Check the primary check box to indicate which assignment will be the primary employee assignment.

  8. Save your work.

  9. Mexico only: Enter your new employee's previous employment details as defined by their Format 37.

    See: Person Extra Information Types, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide (Mexico)

Enrolling New Hires in the Compensation Plans:

After you hire iRecruitment applicants, run the iRecruitment Create Enrollment process to enroll new hires in the compensation plans included in their offer letters. For more information, see: Running the iRecruitment Create Enrollment Process

Updating the Assignment

If you hire an applicant with an existing primary employee assignment, you will be asked if you want to update the primary assignment.

  1. If you select Yes, you will be asked: "Do you want to retain the values of the employee primary assignment for the fields that are not defined in the applicant assignment?"

    • If you answer Yes, then only fields that have values entered for them in the applicant assignment will be used to update the primary assignment. Fields that have no value entered in the applicant assignment will remain as they are in the employee assignment. For example, if you have defined Employee A as a supervisor for the employee assignment but not set up a supervisor for the application assignment, when you choose Yes Employee A will remain as the supervisor for the new employee assignment.

      • If you answer No, then all values in the applicant assignment, including the null values, will be used to update the primary assignment. For example, if you have defined Employee A as a supervisor for the employee assignment but not set up a supervisor for the application assignment, when you choose No there will be no supervisor defined for the new employee assignment.

      • If you choose Cancel, the process will be aborted.

    If you choose Yes where there are future dated assignments:

    • You will be warned that future dated assignments exist and that if you continue, the information in these assignments will be overwritten by the information in the new primary assignment. You can either select OK to continue, or Cancel to abort the process and review the assignment changes.

    If there are no future dated assignment changes, the primary assignment will be overwritten with the new applicant assignment details.

  2. If you select No, and future dated assignments exist:

    • You will be warned that if you proceed, these assignments will be deleted and replaced with the new primary assignment. You can either select OK to continue, or Cancel to abort the process and review the assignment changes.

      • If you select OK, the applicant assignment is converted into the primary employee assignment, and the existing primary employee assignment is converted into a secondary assignment. Any future dated assignments will be deleted.

    If you select No, and no future dated assignments exist, the primary assignment will be converted into a secondary assignment.

Hiring an Ex-Employee or Ex-Contingent Worker

Use the People window to rehire an ex-employee or to hire an ex-contingent worker as an employee.

Oracle HRMS supports back-to-back employment and placements, even when there is a difference in person types. That is:

See: Appointments and the Hiring Process

Note: You cannot hire an ex-employee if the final process date for the previous employment is still blank. Enter the final process date in the End Employment window.

US and Russian Payroll Only: You can rehire ex-employees before the final process date for their previous assignment. When you complete the rehire, the application changes the existing, terminated assignment to a secondary assignment, and the new active assignment becomes the primary. You can then process payments from both assignments during the overlapping periods of service.

See: Rehire before the Final Process Date

To rehire an ex-employee or hire an ex-contingent worker

  1. Set your effective date to the new hire date.

  2. Query the ex-employee or ex-contingent worker in the People window.

  3. In the Action field, select Create Employment.

  4. Select a person type. If only one person type is valid for the action, it appears automatically.

  5. Save your work.

  6. Mexico only: Specify the actual date of rehire in the Adjusted Service Date field of the People window (Benefits tab).

    See: Entering Additional Personal Information (People Window), Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide (Mexico)

Changing the Hire Date

This procedure enables you to alter the effective date in the Hire Date field of the Application Window.

To change the hire date

  1. Query the applicant if it does not already appear there.

  2. Change the hire date.

    • It must be within the active period of service.

    • There must be no actual termination date or final payment date for the person.

    • It must be sometime between the last change (person type or attribute change) plus a day, and any future-dated changes (person type or attribute change) minus a day.

    • The change must not break any of the hire or rehire rules.

    Note: Ensure that no Magnetic Tape Report request exists on the current hire date of the employee.

    See: Appointments and the Hiring Process

  3. Save your changes.

Cancelling a Hire

Follow this procedure to remove the date entered into the Hire Date field and to change the person type back to Applicant. You cancel a hire using the People window.

Note: You cannot cancel a hire if:

To cancel a hire

  1. Query the employee in the People window.

  2. Select Cancel Hire in the Action field.

  3. Save your work.

    The application warns you that any changes made to the person's records after their hire date will be lost. If you continue, all employee records are deleted, and the person type changes to Applicant. The applicant data history is retained.

Running the iRecruitment Create Enrollment Process

In Oracle iRecruitment, when managers or recruiters create offers for applicants they can select the compensation plans for applicants. iRecruitment includes these compensation plans in the offer letters to applicants. As an HR administrator, you can run the iRecruitment Create Enrollment process to automatically enroll new hires in the compensation plans included in their offer letters. This program processes the compensation plans associated with an offer and creates the enrollment records for the employee.

Using this program, you can create enrollment records for:

You run this process from the Submit Request window.

To run the iRecruitment Create Enrollment process

  1. Select the iRecruitment Create Enrollment Process in the Name field.

  2. Click in the Parameters field to open the Parameters window.

  3. Select the business group for which you want to run the process. iRecruitment processes the compensation plans for the new hires in this business group and enrolls them into the relevant compensation plans. The business group information is mandatory.

  4. Optionally, you can run the process for a specific vacancy or an employee in the business group.

    If you leave these fields blank, then the application creates enrollment records for all the new hires in the business group.

  5. Click Submit, and then OK.

After you run the process, you can view the enrollments in the View Enrollment Results window. For more information, see: Displaying Enrollment Results

People

Windows for Maintaining Personal Information

Every enterprise must be able to record personal information for its employees, applicants, and contacts. HRMS enables you to enter and update this information using windows based on templates designed for your own working environment. Your system administrator can configure the predefined templates to match your people management processes.

If the template windows are not set up at your site, you can record personal information for all person types on the People and Assignment windows.

Note: The template windows are an efficient way to perform most basic HR management actions, such as hiring, ending an application, and updating assignments. However, the template windows do not support all DateTrack options, so for complex retroactive changes to history, you may have to use the People and Assignment windows.

Your system administrator can set up task flows from the template windows or the People and Assignment windows to give you access to all the windows in which you can record personal and employment information. You can enter information about:

You can also use these windows to update people's statuses, for example, from applicant to employee.

Note: The system administrator can create configured versions of the People window and the template windows so that you use each version for certain person types only or for certain functions only (entering employees, entering applicants, or hiring applicants).

Displaying Personal Information

Oracle HRMS enables you to easily access all the information you enter about people. There are lots of ways to view information about people held in Oracle HRMS. You can select the approach that best fits your needs. For example, you can:

Entering a New Person (People Window)

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.

To enter a new person:

  1. Set your effective date to the appropriate date for adding the person to the application. If you are entering an employee, this should be their hire date.

  2. Enter the person's name and other details in the Name region. Only the last name is required for most legislations, but some legislations require a first name too.

    For UK users: The first name is a mandatory field. Ensure that the first character is an alphabet. The employee's last name is not a mandatory field, however, ensure that the first character is an alphabet.

    For Romanian users: First and last names are mandatory.

    • In the Title field, select a title such as Mrs. or Doctor.

    • 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, you can 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.

      For Romanian users only: Prefix is not required in Romania, so this field is not available to Romanian users.

      For Russian users only: Prefix is not required in Russia, so this field is not available to Russian users.

      For UAE users only: Prefix is recorded as additional personal information. Therefore, this field is not displayed in the Name region.

    • The Suffix field holds part of the last name, such as Junior or II. You can report on the suffix separately, as required in some government-mandated reports.

      For Romanian users only: Suffix is not required in Romania, so this field is not available to Romanian users.

      For Russian users only: Suffix is not required in Russia, so this field is not available to Russian users.

      For UAE users only: Suffix is recorded as additional personal information. Therefore, this field is not displayed in the Name region.

    • For Russian users only: In the Genitive Last field, enter the genitive case of the person's last name. For example, Ivanovskogo is the genitive case of the last name Ivanovskii. The genitive last name is required for some statutory reports. If you do not enter the genitive last name, the application uses the nominative last name.

  3. Select a gender, if required. In the US, you must choose Male, Female, or Unknown Gender. In the UK, you must enter the gender of each employee. For Poland, the PESEL you enter supplies the gender information. For Finland, the PIN (Personal Identification Number) supplies the gender information.

    Note: For Norway users only: A gender value will be automatically generated based on the person`s National Identity number.

  4. In the Action field, select an action type (such as Create Employment) and a person type. 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, it displays automatically in the Person Type for Action field.

    Note: If you enter a contingent worker who has a previous person type such as ex-employee, you can choose to revert the contingent worker back to the previous person type by using the Cancel Placement action.

    If you are a Finnish user and need to pay salary to a contingent worker through Oracle payroll, you need to enter the person as an employee. You then change the person as a not employed person by changing the employee status in the Additional Assignment Details window. See: Entering Additional Assignment Details (Assignment Window), Oracle HRMS for Finland Supplement

    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.

    See: Changing Person Type Usage and Deleting OAB Person Type Usage, Oracle HRMS Enterprise and Workforce Management Guide

Entering Employee Information

Enter the following information if the person is an employee.

  1. If desired, change the Latest Start Date field.

    • 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 the 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.

    Note: In the US, before making a change to a latest hire date already entered for an employee, ensure that the start date of the employee's primary address is the same as or earlier than the new hire date. This preserves the integrity of the employee's tax records.

Entering Identification Information

Enter the person's identification information in the Identification region:

  1. 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 displays in the Number field. If the person lacks an employee number but has a contingent worker number and an applicant number, the contingent worker number displays. However, you can choose to view any of the identification numbers held for a person by selecting them from the list.

  2. Enter the national identifier for your country. For example, enter the National Insurance number in the UK, the Social Security number in the US, the PPS Number for Ireland, the Fiscal Code in Italy, the IRD Number in New Zealand, the Social Security Code (TAJ) in Hungary, the Individual Tax Payer's Number (INN) in Russia or the ID number in South Africa.

    For Japanese users: If you have entered the personal number using the self-service pages, then you can view the masked personal number You cannot update the personal number here. This is a unique identification number and is used for taxation and social insurance purposes and for display on the withholding income tax report, notification of acquisition of insurance qualification.

    If you are an Australian user, leave the National Identifier field blank. For Finland, the PIN (Personal Identification Number) supplies the values for gender, date of birth, and age.

    Note: For Norway and Sweden users only: The PIN (Personal Identification Number) supplies the values for gender, date of birth, and age.

Entering Personal Details

Enter personal details in the Personal tabbed region.

  1. Enter a date of birth. You must do this before you can assign an employee to a payroll. For Poland, the PESEL supplies the date of birth. For Finland, the PIN (Personal Identification Number) supplies the date of birth.

    For UK users only: If you have not entered the NI Number, the Date of Birth is a mandatory field.

  2. Enter additional birth information into the Town of Birth, Region of Birth, and Country of Birth fields.

    For Hungarian, UAE, and Indian users only: Enter the place of birth instead of town of birth as this information identifies employees and appears in statutory reports.

    For Belgian users only: Region of birth information is not required in Belgium, so this field is not available to Belgian users.

    For Romanian users only: You must select the country of birth first. If the country of birth is Romania, then the Region of Birth field displays the counties and on selecting the county, the Town of Birth displays the localities. If the country of birth is not Romania, then the Region of Birth and Town of Birth are free text fields.

  3. For Russian users only: Enter the place of birth code in the Place of Birth field. The application uses this information when generating tax and pension statutory reports. You can find this code in the document All Russian Classification of Subjects of Administrative and Territorial Division (OKATO).

  4. For Finnish and Romanian users only: Enter the place of residence. The place of residence influences the regional membership. You use the place of residence and regional membership to calculate income tax and other statutory deductions. Romanian users can optionally specify whether the person is a resident of Romania, a non resident non European Union, or a non resident European Union.

    For Japanese users only:Enter the country of birth.

  5. If the Work Telephone field is displayed, enter a work telephone number. Otherwise, use the Phone Numbers window to enter this information.

  6. In the Status field, select a marital status.

  7. Select a nationality.

    For UAE users only: Nationality is recorded as additional personal information. Therefore, this field is not displayed in the Personal tabbed region.

  8. For Russian users only: Enter the employee's statutory Pension Insurance Fund identifier. It is the employee's ID in the Statutory Pension Insurance Fund.

  9. For Russian, Swedish, and Romanian users only: Select the person's citizenship. In Russia, you require this information for some statutory reporting to migration authorities. In Sweden, you can use this information to track persons who are not Swedish citizens, since the taxation and pension insurance schemes differ from those for Swedish citizens. For Romania, you can optionally specify whether the person is a Romanian, European Union, or other citizen.

  10. Select whether your employee, applicant or contingent worker is:

    • Registered disabled

    • Not registered disabled

    • Partially disabled

    • Fully disabled

    Note: Whether employees are fully or partially disabled affects benefits eligibility calculations.

    In the US, the Americans with Disabilities Act (ADA) Report includes employees set up as registered disabled, partially disabled, and fully disabled.

    For Norway, Finnish, Danish, and Swedish users only: This field is not available.

  11. For Dutch users only: Select Yes in the Work Abroad Exceeding One Year field, if your employee has worked abroad for more than a year.

  12. For Belgian users only: enter the person's preferred correspondence language in the Other region.

  13. Save your work.

Multiple Person Records

  1. If your data already includes a person 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 shows all the people who share the details.

    Note: People who are only entered with a person type of Other, that is someone external to your enterprise, are not shown in this list.

    If you have entered neither a first name nor a date of birth, then the list of values displays all the records that match the information you have entered.

    Note: The list of values displays only if your system administrator has set the HR: Cross Business Group profile option to Yes.

    Do one of the following four tasks:

    • If the person you are entering already exists, but in a different business group, 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. If your application has person synchronization enabled, then the personal information entered for the new person is copied across to existing records in other business groups. If existing records have values for fields that the new record leaves blank, then these values appear in the new record. See: Person Record Synchronization, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide

    • If the person already exists in your current business group then select that person from the list of values. The application retrieves the existing record and cancels the save you were trying to make, as one business group cannot contain two records for the same person. 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 either belong to 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. See: People in a Global Enterprise, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide

    • 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.

What Next?

Optionally, you can enter additional information for people in the tabbed regions.

Note: The Background Information, Medical Information, and Rehire Information tabbed regions appear only if your system administrator has enabled them for you.

Sending Emails for Personal Information Updates

Your system administrator can configure the application to send emails when you update personal information in the People window. Emails are sent to the email recorded in the Email field in the Office Details tab. See Subscribing to Business Events to Send Emails, Oracle HRMS Configuring, Reporting, and System Administration Guide for more information.

Entering Additional Personal Information (People Window)

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

  1. Choose the Office Details tabbed region.

  2. Enter the office number for this office.

  3. Enter the internal location of this office.

  4. Enter the office identifier for internal mail.

  5. Enter the person's email address.

  6. In the Mail To field, select Home or Office to indicate the person's preferred mail destination.

To enter information for an applicant

  1. Choose the Applicant tabbed region.

  2. If the applicant's resume is on file, check the Exists check box.

  3. If the applicant's resume is on file, select the date indicating when the resume was last updated.

  4. Select a final date a file is to be maintained for this applicant.

To enter information concerning the background check for a person

  1. Choose the Background tabbed region.

  2. Check whether the person's background check has been performed.

  3. Select the date the background check was performed.

To enter rehire recommendation information for an applicant who was a former employee or contingent worker

  1. Choose the Rehire tabbed region.

  2. Check whether the former manager has recommended the applicant for rehire.

  3. Select the reason for this recommendation.

To enter further name information

  1. Choose the Further Name tabbed region.

  2. Enter one or more honors/degrees (BA, MBA or JD, for example) that the person has earned.

  3. Enter the name (perhaps a nickname) by which the person prefers to be known.

  4. If the person was previously known by a different name, enter the previous last name.

To enter medical information for a person

  1. Choose the Medical tabbed region.

  2. Select the person's blood type.

  3. Select the date of this person's last medical test.

  4. Enter the name of the physician who performed this test.

To enter other information for a person

  1. Choose the Other tabbed region.

  2. Select the type of schedule in the Availability/Schedule field; for example, the days of the week your employee works.

  3. Enter the person's current full time/part time availability to work with your company.

  4. 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.

  5. 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.

  6. Select the current status of the student, if your employee is a student.

  7. In the Date Last Verified field, you can enter the date the person last checked this personal information for accuracy.

  8. Check the Military Service check box if the person is employed in a military service in some capacity.

    The value of this field can impact benefits calculations.

  9. Check the Second Passport Exists check box if the person possesses multiple passports.

To enter benefits information

  1. 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.

  2. 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.

  3. 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.

  4. Enter 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.

  5. 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.

  6. 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.

  7. 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.

  8. 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.

  9. Check the Other Coverage checkbox, if your employee or applicant has externally provided coverage. This determines a person eligibility for certain plans.

  10. 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.

To enter employment information

  1. Choose the Employment tabbed region.

  2. Enter the maiden name of the person's mother. You can use the maiden name as an alternative identifier or as a reference when an employee does not have a Personal Public Service (PPS) number.

  3. Select the ethnic origin of the employee.

Deleting a Person from the System (People and Delete Person Windows)

If you mistakenly save information in the People window, you can remove the person by selecting Delete Record from the Edit menu. You are prevented from performing this action if you have entered information about that person in other windows.

If you want to remove all records of a person, use the Delete Person window. However, you cannot use this window to remove the records of an employee or ex-employee whom Oracle Payroll processed in any payroll runs.

Contacts

When you delete a person from the system anybody entered as a contact is also deleted if:

If the contact is used by another person or has other information set up (for example, assignment or applicant information) the contact is not deleted. However, Oracle HRMS removes the record of their relationship to the deleted person.

If you use the Delete Person window to delete a person set up as a contact, Oracle HRMS removes all records of that contact and any relationships.

To delete all records of a person

  1. Query the person in the Delete Person window and choose the Delete Person button.

Employment Information

The Employee Assignment

The assignment is the central concept that relates employees to the structures in which they work, and the compensation and benefits for which they are eligible.

In Oracle HRMS, many of the activities you undertake in human resource management, such as vacancy management and budget planning, are based around assignments and not people. In particular, you enter all earnings, deductions, and other pay-related elements for the employee assignment, rather than the employee. This makes it possible to give an employee two or more assignments when this is necessary.

For example, if an employee has more than one role within your enterprise, he or she can have a separate assignment for each role.

Note: The assignment is datetracked to maintain a work history as the employee moves through your enterprise.

Employee Assignment

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When you hire an employee, Oracle HRMS automatically creates a default assignment for that employee. This is because an employee must have a current assignment at all times. You then record relocations, promotions, transfers and so on as changes to the existing assignment. These changes are datetracked so that you can make future-dated changes in advance and view the history of changes to an assignment.

Components of the Assignment

At a minimum, an assignment defines the Business Group for which an employee works, the date the assignment began, and its current status, such as active or suspended.

You can use the assignment to define more precisely the place of the employee in the enterprise, including their job, position, organization, location, grade, and supervisor. You can also assign the employee to any of the employee groups you set up using the People Group key flexfield, such as pension groups or unions.

Mexico only: HRMS also uses the assignment to associate employees to their Social Security GRE.

You can assign employees to an employment category, such as Part Time - Regular or Full Time - Temporary. Your startup data includes four categories, and you can add others for the Lookup Type EMP_CAT.

You can assign employees to a salary basis and maintain their salaries or wages using the Salary Administration procedure. See: Salary Administration Overview, Oracle HRMS Compensation and Benefits Management Guide

Multiple Assignments

If your enterprise permits employees to work in two or more different capacities at once and thereby become eligible for different benefits, you can enter multiple assignments for them. An employee can have multiple assignments, but only one is the primary assignment. Any others are secondary.

Relocations, transfers, promotions and so on go on record as datetracked changes to employees' existing assignments. You do not enter new assignments for changes like these.

Managing Multiple Assignments

Oracle HRMS separately manages each assignment, together with its associated compensation and benefits. When an employee has more than one assignment, one assignment is designated as the primary assignment. When you hire an employee (by entering a person as an employee, or by changing the person type to employee), Oracle HRMS automatically creates a primary assignment for that employee. (The Primary box is automatically checked in the Miscellaneous tabbed region of the Assignment window).

If you then enter an additional assignment, the Primary box is automatically unchecked for that secondary assignment.

You can end all assignments except the primary assignment by entering a status change in the Assignment window. However to end an employee's primary assignment, you must terminate the employee, using the Terminate window.

To show that an assignment is part time, you use the employment categories Part Time - Regular or Part Time - Temporary. You could also set up a Full Time Equivalent budget, and weight each assignment as a fraction of a full time equivalent for the calculation of actual values. For more information about budgeting see: Budgeting Overview, Oracle HRMS Enterprise and Workforce Management Guide

Notice that when employees split their time between two departments performing the same job, or fulfill two different roles in one organization, you do not need to define two separate assignments to maintain accurate costing records. You can set up cost allocation to distribute proportions of one assignment's payroll costs to different cost centers.

For more information, see: Data Costed at the Organization and Assignment Levels, Oracle HRMS Enterprise and Workforce Management Guide

Managing Changes in Assignment Information

When an employee experiences changes such as a promotion or transfer, or moves from full time to part time, you change a component of the assignment. A change to any of the assignment components produces the DateTrack prompt.

By changing your effective date on the system, you can see the employee's assignment at any point in time. You can also view the changes made to the assignment over time using DateTrack History.

DateTrack History shows the changes made to one assignment. Use the Assignment History window to view the history of all the employee's assignments, both currently and in any previous periods of service.

Mass Assignment Update

When an organization changes its business rules, it is often necessary to update a large amount of employee assignment information. The mass assignment update process can now be managed by one window.

The Mass Assignment Update feature enables you to:

The Mass Assignment Update feature gives your organization more control over which employees are updated, and when the employees are updated.

Effects of Changing an Assignment

Changing any assignment component can have the following effects:

Note: If an assignment change causes the system to change element entries, you may not be able to save the change if a current or future pay period is closed. You must reopen the period or change your effective date to make the change.

Ending Assignments and Terminating Employees

Oracle HRMS does not permit an employee to exist in the system without an assignment. That is, an employee must always have at least one assignment at any point in time. This means that for an employee with just one assignment, the only way to end the assignment is to terminate the employee, using the Terminate window.

For employees with more than one assignment, you can end all but one of their assignments by selecting an assignment status of End or Terminate in the Assignment window. At sites using Oracle Payroll, the choice of End or Terminate controls the ability to include the assignment in a payroll run after the date the assignment ends. Sites not using Oracle Payroll can use these two statuses to provide information. For example, End may mean that further pay processing cannot occur for the assignment, while Terminate may mean that further processing can occur. Alternatively, these sites can simply use the status End.

Accessing Ex-Employee and Future-Dated Employee Records

Oracle HRMS provides the HR: Access Non-Current Employee Data profile option to enable access to ex-employee and future-dated employee records. You can enable this profile option for HR users to:

Oracle HRMS displays only those ex-employees who do not have future-dated records as of the system date. For example, you terminate an employee as on January 31st, 2007 and rehire the person as on March 1st, 2007. When you search for this person's record, as of the system date of February 15th Oracle HRMS will not display the ex-employee's record because a future-dated record exists for the ex-employee.

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

Employment Information

As well as recording personal information about employees you also need to record how they work for your enterprise. HRMS enables you to manage all your employment information and track the changes in employment information for each employee over the lifetime of their employment.

Oracle HRMS enables you to efficiently manage change in your enterprise for appropriate groups of people:

In Oracle HRMS, you manage these changes through the employee assignment:

Also, Oracle HRMS provides a number of predefined inquiry windows and reports for employment information. You can create your own inquires and reports using QuickPaint or other reporting tools.

For more information see: Information Access, Oracle HRMS Configuring, Reporting, and System Administration Guide.

Summary of Employment Information

The following table shows the employment information typically held for an employee in Oracle HRMS and how you enter it.

Employment information summary table:

Employment Information Method of Entering
Job Title or Position Assign the employee to work structures in the Assignment window.
Department
Location
Grade
Grade Step Placement Enter in the Grade Step Placement window. Enter any special ceiling in the Assignment window.
Name of manager or position to report to Use a position hierarchy or enter the supervisor`s name in the Assignment window.
Salary Assign to a salary basis in the Assignment window; enter amount in the Salary Administration window.
Benefits Enroll the employee in a Flex Program, Non-flex Program, Savings Plan, or Miscellaneous Plan.
Pay Frequency Assign to a payroll in the Assignment window.
Pay Method Accept the default from the Payroll to which the employee is assigned or select a method in the Personal Payment Method window.
Full time/part time status Assign to an employment category.
Standard Work Day Enter in the Assignment window or accept the default from the organization or position to which the employee is assigned.
Overtime rules Define an element, using links to define eligibility rules, and element entry defaults or validation to control the values given.
Vacation Entitlement Define absence types and set up increasing or decreasing balances for the employee; enroll employee in appropriate accrual plans.
Sickness Entitlement
Maternity Entitlement
Notice Period You should hold full text procedures and regulations outside the system. You can associate groups of people with different rules or procedures using the People Group key flexfield.
Disciplinary procedure
Costing Enter cost codes for the assignment in the Costing window, or accept the default from the organization to which the employee is assigned.
Probation Period Enter in the Assignment window.
Collective Agreement Enter a collective agreement in the Collective Agreements window and then select it in the Assignment window.
Collective Agreement Grades Link the collective agreement to a grade structure and enter reference grades for it in the Agreement Grades window. Then, select the grade structure in the Assignment window and enter a combination of valid grade factors for it.
Supplementary Roles Enter supplementary roles in the Supplementary Roles window.

Working Shift Patterns

You can use Oracle payroll to store records that define shifts and combinations of shifts. You can also assign these shift details to an employee and use them to calculate the hours worked between two dates.

Shifts and Shift Patterns

You can store information about:

A Shift Pattern of Five Days

Day Hours Worked
Day 01 8
Day 02 8
Day 03 5
Day 04 8
Day 05 8

You can create a shift pattern of up to 28 days, and you can specify the number of shift hours to be worked on each day within the shift pattern.

How Oracle Payroll Represents Shift Patterns

Oracle Payroll stores shift patterns in the user defined table PQP_COMPANY_WORK_PATTERNS. You can modify existing patterns and add new ones.

You can apply shift patterns to an employee assignment and then calculate the hours worked within a given period.

Assignment Extra Information

You can define as many Extra Information Types (EITs) as you require to hold information about assignments. This topic lists predefined EITs that you can use.

For information on EITs, see : Assignment Extra Information Types, Oracle HRMS Workforce Sourcing, Deployment and Talent Management Guide

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

EWSS Other Payments - Use this EIT to record the dates and the EWSS classification for Employment Wage Subsidy Scheme (EWSS).

IE ERR Submission Details - Use this EIT to hold the element entry ID or run result ID of the payment element when you run the IE ERR archive process with the processing type set to Paid Through Expense system or Paid Through Payroll. It also holds the payroll action ID and assignment action ID of the IE ERR Archive process.

Entering Employee Tax Information

The Tax Information window enables you to enter and maintain PAYE and PRSI information for an employee within your organization.

To enter PAYE Information

  1. Select the Information Source from which the employee tax information is derived. This is automatically populated when a RPN (Revenue Payroll Notification) is uploaded to Oracle HRMS, and an information source of Certificate of tax Credits is displayed. You can enter it manually on an exception basis and change the information source.

    Note: The Tax District Details number defaults to the number assigned to the business group. See Entering Additional Business Group Information.

  2. The RPN Number displays. This is the Revenue Payroll Notification Number associated with the employee.

  3. Select the Tax Basis to which the employee is assigned. If the employee is assigned to either the Cumulative or Week 1/Month 1 tax basis, then you must enter the Weekly Tax Credit amount field, and the Weekly Std Cut-Off field.

  4. Enter the Weekly Tax Credit amount to which the employee is entitled, if required.

  5. Enter the Weekly Std Cut-Off associated with this employee, if required.

  6. Optionally, enter the Monthly Tax Credit amount to which the employee is entitled.

  7. Optionally, enter the Monthly Std Cut-Off associated with this employee.

  8. Select the Basis of Tax Assessment associated with the employee's PAYE contributions.

  9. Enter the employee's tax Certificate Start Date. This field is mandatory if the employee is assigned to either the Cumulative or Week 1/Month 1 tax basis.

  10. Select the Shadow Payment Indicator check box to indicate increased likelihood of corrections and delayed submissions.

  11. Enter the employee's Pay To Date and Tax Deducted To Date.

    Note: Oracle HRMS for Ireland stores the data you enter on the PAYE tab in a datetracked table called PAY_IE_PAYE_DETAILS_F.

To enter PRSI Information

  1. Select the Contribution Class to which the employee is assigned. You do not need to enter a subclass unless you want to override the default subclass associated with this contribution class.

  2. Enter an Overriden value in the Insurable Weeks region if the default standard insurable weeks number is incorrect. For example, enter an override value for employees whose assignment started or ended during the month.

    The number of standard insurable weeks is derived from the number of weeks in the current pay period and the override value cannot be more than the standard number of weeks.

    The override value is valid for the current pay period only.

  3. Enter a value in the Non Standard field if the employee's number of insurable weeks differs from the default, for example, for a job sharer. If the job sharer works every other week, but each working week spans two PRSI weeks, they work two insurable weeks per working week.

    The non-standard value is valid for the current pay period only.

  4. If the employee is exempt from PRSI Contributions, enter the start and end dates of the exemption and the issuer of the exemption certificate.

  5. Select the Company Director check box if the employee is also a company director.

  6. Select a value from the Director Type list. You can choose from Proprietary and Non Proprietary. If you select Proprietary, then the employee's Contribution Class changes to class S.

  7. Select the Community Employement check box if the employee is part of this scheme.

    Note: Oracle HRMS for Ireland stores the data you enter on the PAYE tab in a datetracked table called PAY_IE_PAYE_DETAILS_F.

  8. Enter a PRSI Exempt reason in the Reason field.

    Note: Oracle HRMS for Ireland stores the data you enter on the PAYE tab in a datetracked table called PAY_IE_PAYE_DETAILS_F.

To enter USC Information

  1. Select the USC Basis. You can choose from Cumulative, Emergency, Exclusion, Exempt-Cumulative, Week/Month 1. Use Emergency for emergency taxes.

  2. Enter the Local Property Tax details.

To enter Employment ID Information

  1. The Employment ID is displayed.

  2. The Employment Reference is displayed.

  3. Select the Link to Previous Employment check box to display a list containing information about terminated assignments in the Previous Employment field. Select a terminated assignment and save your work.

Assigning Shifts and Shift Patterns to Employees

Setting Up Shifts and Shift Patterns

Use the Table Values window to set up shift patterns.

Oracle Payroll enables you to create the complete set of shift patterns applicable to your organization.

You can then use these details to calculate:

To set up shift patterns

  1. Query the table PQP_COMPANY_WORK_PATTERNS.

  2. Define a new column for each new work pattern.

  3. Give the new column a header which is the same as the work pattern name.

  4. Create a new row value for each day that you want to include in the work pattern. For example, if your work pattern contains seven days, then create seven new rows.

    Note: When you subsequently link to this work pattern from an assignment you can specify which day of the work pattern the assignment is to start from. You are not obliged to start the assignment from the first day defined in your work pattern.

Assigning Working Shift Patterns to an Employee

Use the Extra Details of Service window to assign working shift patterns to an employee.

You can specify which shift pattern and contract type is applicable to an employee. When you next run a payroll for this employee, Oracle Payroll uses the shift pattern information to determine salary and other entitlements that are based on working hours.

To assign a working shift pattern to an employee

  1. Query the employee name.

  2. Select the contract type.

  3. Select the work pattern.

  4. Enter the day of the work pattern which is the starting day of the shift for this employee. You do not have to make this the first day of the shift - you can submit a payroll process for an employee who starts work at any point within a shift cycle.

  5. Save your work