You can define as many Extra Information Types as you require to hold information about people. 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 Against a Responsibility, Configuring, Reporting, and System Administration in Oracle HRMS
The predefined person EITs are:
Contact's Health Insurance - Records a contact person's insurance details.
Contact's Household Information - Records if an employee and the contact person share the same residence.
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:
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.
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.
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.
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.
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.
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:
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.
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 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.
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.
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.
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).
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.
If the Work Telephone field is displayed, enter a work telephone number. Otherwise, use the Phone Numbers window to enter this information.
In the Status field, select a marital status.
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.
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.
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.
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.
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.
For Belgian users only: enter the person's preferred correspondence language in the Other region.
Save your work.
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.
Optionally, you can enter additional information for people in the tabbed regions of the People window described in the following steps.
Note: The Background Information, Medical Information, and Rehire Information tabbed regions appear only if your system administrator has enabled them for you.
To enter office information for a new hire, an existing employee, or contingent worker
Choose the Office Details tabbed region.
Enter the office number.
Enter the internal location of this office.
Enter the office identifier for internal mail.
Enter the person's e-mail address.
In the Mail To field, select Home or Office to indicate the person's preferred mail destination.
To enter information for an applicant
Choose the Applicant tabbed region.
If the applicant's resume is on file, check the Exists check box.
If the applicant's resume is on file, select the date indicating when the resume was last updated.
Select a final date a file is to be maintained for this applicant.
To enter background check information
Choose the Background tabbed region.
Check whether the person background check has been performed.
Select the date the background check was performed.
To enter rehire recommendation information for an applicant who was a former employee or contingent worker
Choose the Rehire tabbed region.
If the former manager has recommended the applicant for rehire, select the Recommended check box.
Select the reason for this recommendation.
To enter further name information
Choose the Further Name tabbed region.
Enter one or more honors or degrees (BA, MBA, or JD, for example) that the person has earned.
Enter the name (perhaps a nickname) by which the person prefers to be known.
If the person was previously known by a different name, enter the previous last name.
To enter medical information for a person
Choose the Medical tabbed region.
Select the date of the person's last medical test.
To enter other information for a person
Choose the Other tabbed region.
Select the type of schedule in the Availability/Schedule field; for example, the days of the week your employee works.
Enter the person's current full time/part time availability to work with your company.
Select the language the person prefers for correspondence. For example, select German if the person prefers to correspond or receive company information such as terms of pension plan in German.
Note: The Correspondence Language list includes languages in the FND_LANGUAGES table. This table contains the languages that Oracle National Language Support Runtime Library (Oracle NLSRTL) supports. Check with your System Administrator for information on NLSRTL supported languages.
If the person has died, enter the date of death.
Date of death defaults to the person's termination date if:
In the Terminate window you enter the termination reason of deceased, but
You do not provide the actual termination date, and
You have not yet entered a date of death
Select the current student status, if the person is a student.
In the Date Last Verified field, you can enter the date the person last checked this personal information for accuracy.
Check the Military Service check box if the person is employed in a military service.
The value of this field can impact benefits calculations.
Check the Second Passport Exists check box if the person possesses multiple passports.
To enter benefits information
Choose the Benefits tabbed region.
Note: All fields in the Benefits tabbed region are optional. Most can help to determine plan eligibility or rates.
Note: If necessary, you can add the Benefits Tab to the People window. Query the BEN_MANAGER menu in the Menus window and add the HR View Benefits function to the menu.
Enter a benefit group for your employee or applicant. Benefit groups help determine a person's eligibility for a plan or set benefit rates. For example, benefit groups can address mergers and acquisitions where eligibility is complicated, or assist in grandfathering a person into a very old plan.
Enter what kind of tobacco (cigarettes, pipe, cigar, or chewing, for example) your employee uses, if any.
Enter the medical plan number, which is the policy or group plan number of an externally provided medical plan.
Enter the adoption date, if the employee has adopted a child. This information, with the child's date of birth, can determine dependent eligibility. You can enter the adoption date only if you have entered a date of birth for the person. The adoption date must be the date of birth or later.
Enter the date you received the death certificate of a deceased employee. You can enter this only after you have entered the date of death in the Other Information region. The receipt of the death certificate must be after or equal to the date of death.
Enter an adjusted service date for your employee. Benefits can use this date, rather than the date first hired, to determine the length of service for eligibility, enrollment, and rates. The adjusted service date can credit service for former employers, grandfathered benefits, or in the case of mergers and acquisitions.
Change the date first hired. 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.
Check the Other Coverage check box, if the employee or applicant has externally provided coverage.
Check the Voluntary Service check box, if your employee or applicant is volunteering, for example as a missionary.
To enter the NIP and contact details
Choose the Employment tabbed region.
Enter the NIP for an employee. NIP is mandatory for assigning an employee onto a payroll.
If you are creating a contact person record, use the Insured by Employee and Inheritor fields to specify if the contact person is insured by an employee or is an heir. This information has tax implications for the contact person.
Select the name of the legal employer associated with the employee. This information has tax implications for the employee.
Specify whether the employee has old-age or pension rights, the branch name of the National Fund for Health, and the tax office.
HRMS enables you to enter detailed disability information for the people in your enterprise.
You use the Disability window to enter this information.
Note: If you want to record that a person is registered as disabled, but you do not need to hold information about that disability, you can just check the Registered Disabled check box on the Personal tab in the Person window.
See: Entering a New Person (People Window)
To enter disability information
Set your effective date early enough to handle any historical disability information that you want to enter.
Note: If you want to associate this disability record with an existing medical assessment or work incident, your current effective date must be later than the assessment and incident dates. Ask your system administrator to enable the Work Incidents and Medical Assessments windows if they are not available.
Select the category of disability, for example, Severely Disabled.
Enter into the FTE field the full-time equivalent that this person represents towards your enterprise's quota of disabled employees. If no quota scheme exists, then leave the default value as 1.00.
Note: You can enter a number that is greater than 1.00, depending on the level of disability.
The actual figure will normally be provided by the official disability organization.
Select the status of this disability information.
Active: This information will be included in reports. You cannot enter an Active status if the record has an end date.
Inactive: This information will not be included in reports.
Pending: This information is not yet complete because you entered it before you entered the medical assessment confirming this disability (where the consultation result was Disability.)
Closed: This information has an end date because the person no longer has this disability.
For Russian users only: Disability status is not applicable in Russia, so the Status field is not available to Russian users. Instead, select the type of disability. You can find this information in the disability certificate provided by the Office of Medical Examination. The application uses this information to calculate any tax benefits and deductions for the employee.
Select the reason for the disability, for example, Occupational Incident. If the disability was diagnosed as the result of a medical assessment, select Occupational Assessment.
Enter the percentage of disability as determined by the official assessment of this disability.
For Hungarian and Spanish users only: The degree of disability depends on the category of disability. For example, if the person's disability category states that the disability decreases the work capacity by 50%, enter 50 as the percentage.
Select the incident that is related to, or caused, this disability. The list of incidents is limited to incidents that occurred before the current effective date of this disability. When you select an incident, its date is displayed automatically.
Select the medical assessment that recorded this disability.
The list of assessments is limited to assessments that:
have a result of Disability
have a consultation date that is earlier than the current effective date of the disability
are not already linked to a disability record for this person
were linked to any incident that you selected in the previous step
To link an incident to an assessment, see: Entering Medical Assessments, Oracle HRMS Enterprise and Workforce Management Guide
This field is not datetracked.
Entering Disability Registration Information
Choose the Registration tabbed region to enter the disability registration details.
Enter into the ID field the registration number assigned by the disability organization.
Select the name of the official disability organization with whom the person's disability is registered.
You create disability organizations in the Organization window, selecting the Disability Organization classification.
Enter the date on which the employee was registered as disabled with the disability organization and the date on which this registration expires.
Japanese users only: Select the confirmation method by which the disability was confirmed (by the employer).
Entering Additional Disability Information
Choose the Other tabbed region to enter additional details about this disability.
Enter a description of the disability.
For Russian users only: Disability description is not applicable in Russia. Instead, enter the job conditions under which the disabled employee can work. You can find this information in the disability certificate provided by the Office of Medical Examination. You can use this information to identify suitable assignments for the disabled employee.
Enter information about the work restrictions that the employee is subject to as a result of their disability.
Enter further information about this disability if the Further Information field has been set up by your Oracle localization team.
For Hungarian users only: Record if the employee is blind. The application uses this information to calculate any additional holiday or tax benefit for the employee.
For Indian users only: Indicate if the employee has provided proof of disability, for claiming disability benefits.
For Korea users only: Specify the following:
Disability grade
Effective date of the disability
If a certificate of disability is available or not.
Disabled type
You require this information when the employee is eligible for disable exemption.
For Mexican users only: Specify the following:
Disability ID of any related disabilities
The list-of-values displays all previous disabilities for your employee.
Number of disability days subsidized by the social security agencies
Type of disability
Valid values are:
General Disease
Maternity
Risk Incident
Result of the disability
The Consequence field provides the following options:
None
Temporary Disability
Provisional Initial Assessment
Definitive Initial Assessment
Death
Relapse
Assessment after start date
Provisional re-assessment
Relapse without medical discharge
Definitive re-assessment
Disability control
For Spanish users only: Record if the employee or dependent contact has a condition with reduced mobility. This information affects the employee's tax withholding rate.
For UAE users only: Indicate if the employee's disability will impact their social insurance contribution. Only one disability can be considered for calculating the social insurance contribution.
For Japanese users only: Specify the following:
You require the following information to submit the disability reports to the authorities for statutory purposes.
Degree/Grade - select the degree if the employee is intellectually disabled and the grade if physically disabled.
Confirmation Method - select the confirmation method by which the disability was confirmed by the employer.
Severely Disabled - select Yes if the employee has severe physical disability or severe intellectual disability and must be counted as 2 disabled persons for reporting purposes.
Part-time Worker - select Yes if the employee is a part-timer for reporting purposes.
The following information is required for the worker insurance report if the employee is disabled or injured as a result of work accident.
Wa Insurance Disability Grade - select the grade for work insurance purposes.
Insurance Injury and Sickness - select the values for the work insurance purposes.
Save your work.
To set up an assessment to evaluate this disability, choose the Medical Asse. (Assessment) button.
See: Entering a Medical Assessment, Oracle HRMS Enterprise and Workforce Management Guide for more information.
You can make changes to the disability information that you saved previously, but if your disability record includes either incident or medical assessment information, you cannot change or delete this information once you have saved it.
Once you have set up basic assignment details, you can enter additional information, such as supervisor details, special ceiling progression points, and salary information, in the tabbed regions of the Assignment window. The tabbed regions that appear in the Assignment window vary according to person type and localization.
Note: For countries other than the US or UK, your Oracle localization team may have created additional fields in a tabbed region to hold legislatively required additional information.
To enter salary information for an employee
Using the Salary Administration window, you can enter a proposed salary change for an employee, associate this change with a performance review, and accept or revise the change later. To administer an employee's salary in this way, you first assign the employee to a salary basis in the Salary Information region.
Select a salary basis for the employee.
You can also enter the frequency of salary and performance reviews.
Warning: If you change an employee's salary basis to one that uses a different salary element, the employee's existing salary element entry ends. Using the Salary Administration window, you should make a new salary entry for the employee, effective from the date of the salary basis change.
For more information about salary administration, see: Salary Administration, Managing Total Compensation Using Oracle HRMS
To enter supplier information for a contingent worker
You use the Supplier tabbed region to record information about the supplier providing the contingent worker to your enterprise. The procedure depends on whether you are using Oracle Services Procurement to provide purchase order information for contingent worker assignments.
If you are not using Oracle Services Procurement:
Choose the Supplier tabbed region.
Select the names of the supplier and the supplier site for the contingent worker.
Enter supplier IDs for the contingent worker and the assignment, if available. These values identify the worker and the assignment to the supplier.
If you are using Oracle Services Procurement:
Choose the Supplier tabbed region.
Select a purchase order number for this assignment.
If only one purchase order line exists, it appears in the Purchase Order Line field. Otherwise, select a purchase order line. Note that the Purchase Order Line field is enabled only when you select a purchase order.
Information from the purchase order appears automatically in the Supplier Name and Supplier Site fields. If the purchase order line includes a job value, it replaces any value in the Job field.
Enter supplier IDs for the contingent worker and the assignment, if available. These values identify the worker and the assignment to the supplier.
To enter supervisor information for an employee or contingent worker
Choose the Supervisor tabbed region.
Select the name and number of the worker's personal supervisor. If your organization uses assignment-based supervisor hierarchies, also enter the assignment number for the supervisor assignment. If you have already entered the supervisor name, the application displays a context-sensitive list of available assignments for the supervisor.
You can select a contingent worker as a supervisor only if the HR: Expand Role of Contingent Worker user profile option is set to Yes.
You can select a supervisor from another Business Group if the HR:Cross Business Group user profile option is set to Yes at your site.
Note: The application does not update this information. Use organization and position hierarchies to show management reporting lines.
To enter probation period and notice information for an employee
The probation period defaults from the employee's position.
Choose the Probation and Notice Period tabbed region.
Amend the default probation period for your employee's assignment, if required.
Enter the notice period for the assignment, if required.
To enter standard conditions information for an employee or contingent worker
The standard work day information (apart from the Hourly/Salaried field) defaults from the position. If standard conditions are not defined for the position, they default from the organization or Business Group.
Choose the Standard Conditions tabbed region.
Amend the standard work day information for your employee or contingent worker assignment, if required.
This step is for employees only. For benefit administration, enter whether the assignment is hourly or salaried. If you are in the US, benefits are often based on whether a person is paid hourly or receives a salary.
Note: If you are setting up benefits based on salaried or hourly pay you must set up the Hourly/Salaried field in addition to the Pay Basis. The Pay Basis identifies how pay is quoted within Salary Administration and enables an employee to have their pay quoted as hourly, but be paid a salary. Therefore, for benefits, you need to set up whether your employee is paid hourly or receives a salary.
To enter contract information
Click the Statutory Information tab.
Select the contract category. The type of contract you choose impacts specific employee benefits.
Specify the contract type.
Enter the contract number and validity dates.
To enter primary or secondary assignment and miscellaneous information for an employee or contingent worker
Choose the Miscellaneous tabbed region.
Enter the internal address details (such as the floor or office number), if required. The system adds the details to the location address.
Select a reason for adding or changing the assignment. For example, you can use the Reason field to record promotions for your employees. You define valid reasons as values for the lookup types Reason for Change to Employee Assignment (EMP_ASSIGN_REASON) for employees and Contingent Worker Assignment Reasons (CWK_ASSIGN_REASON) for contingent workers.
Select the Manager box if the assignment is at manager level and you want to include this worker in the Organization Hierarchy Report as a manager. (You can select Manager for a contingent worker assignment only if the HR: Expand Role of Contingent Worker user profile option is set to Yes.)
By default, the first assignment entered is the primary assignment, and the Primary box is automatically checked. If you are now entering a secondary assignment, you must ensure that the Primary box is unchecked.
Check the Primary check box to update a secondary assignment to Primary.
See: Changing Primary Assignments, Managing Your Workforce Using Oracle HRMS
If you use Oracle Services Procurement to provide purchase order information for contingent worker assignments, the purchase order line may include the projected assignment end date. In this case, the date appears in the Projected Assignment End field. Otherwise, enter the projected end date of the assignment.
To enter special ceiling information for an employee
A special ceiling progression point is the highest point to which the Increment Progression Points process can automatically progress the employee.
Choose the Special Ceiling tabbed region.
Enter a special ceiling only if the employee is assigned to a grade, and if a grade scale is defined for this grade. This special ceiling overrides the ceiling defined for the grade scale.
To enter a billing title for an employee or contingent worker (Oracle Projects only)
Choose the Project Information tabbed region.
Note: The Project Information tabbed region displays only if you have installed Oracle Projects.
Enter a billing title. The information you enter in the Billing Title field serves as the default title on project customer invoices. You can override this information using Project Accounting.
Enter a project title.
To enter grade ladder information for an employee
You must enter grade ladder information to use the Grade/Step Progression process.
Choose the Grade Ladder tabbed region.
Select the grade ladder for this assignment. If you selected a grade for this assignment previously, all the grade ladders that use that grade are available. If you have not selected a grade, all the active grade ladders in your enterprise are available.
To enter bargaining unit and union membership information for an employee
Choose the Bargaining Unit tabbed region.
Enter a bargaining unit code for your employee's assignment. This is usually the legally recognized collective negotiating organization.
Note: You set up your different bargaining units as values for the Lookup type BARGAINING_UNIT_CODE
Select whether the employee associated with the assignment is a member of a union.
To enter employment terms for an employee
Choose the Employment Terms tabbed region.
Select the contract to be referenced by the assignment. The list of contracts is limited to those entered for the employee that have start dates on or before the assignment start date.
Note: If you are a German public sector user, selecting a contract defaults some values, for example pay grade, from the contract into the assignment. If you want to amend these values you must change them on the contract as you cannot update them in this window.
Select the agreement grade structure for the collective agreement. A window shows the grade factors for that grade structure.
Enter values for the grade factors. Or, choose the Combinations button and enter search criteria for one or more grade factors to display the reference grades that meet those criteria.
If you enter values directly into the grade factor fields, they must correspond to an existing reference grade unless the Override Allowed check box in the Agreement Grades window is checked.
Note: Any new combinations of values that you enter are unavailable for reuse with other assignments. To reuse a combination, you must define it as a reference grade in the Agreement Grades window.
To enter additional contract information for an employee
Click the Other tab.
Specify the notice period dates for the employee contract, if applicable.
Select the special job ID for SII reporting.
Select the ID assigned to an employee for working in special conditions, which entitles the employee to special benefits, such as early old-age pensions.
Enter the contract-termination details, if applicable.
Save your work.
You can enter the details of the previous and parallel employment using the Previous Employment Information window. Parallel employment is any work that an employee performs simultaneously in any other organization while working in the current organization. The durations of an employee's various services in their previous and parallel employment appears in statutory reports.
Note: If your localization currently uses the Employment History window see: Entering Employment History, Managing Your Workforce Using Oracle HRMS
The Previous Employment Information window is divided into three regions with each region recording separate information about an employee's previous employment. The three regions in the Previous Employment Information window are:
Previous Employer
Previous Job
Assignment - Previous Job Mappings
To enter previous employment details
Enter the previous employer name.
Enter an address.
Select a country.
Select the type of employment, either Previous or Parallel.
Select a subtype for the type of employment selected in step 4.
Enter a description for the employer.
Enter the start and end dates for the employee's previous employment. If you enter the start and end dates, the application automatically calculates the period of service in years, months and days.
You can override the period of service calculation by entering your own period of service in the Years, Months and Days fields.
Use the Further Information flexfield to enter any additional information defined by your localization team.
Select the All Assignments check box to specify that the service period is taken into account for all assignments.
Note: You can select the All Assignments check box only if there are no further previous job usages defined in the Assignment region. After you select the All Assignments check box, you cannot define further previous job usages.
Save your work.
To enter previous job details
Select an empty row in the Previous Job region or place your cursor within an existing row and choose the New button to add a new row.
Enter start and end dates for the previous job. The job entered must be associated with the employer and period of service entered in the Previous Employer region. The application automatically calculates the period of service in years, months and days.
Enter a job title.
Select an employee category.
You can override the period of service calculation by entering your own period of service in the Years, Months and Days fields. However, if you enter both start and end dates as well as the period of service in the Years, Months, and Days fields, the application considers only the start and end dates.
Enter a description for the previous job.
Select the All Assignments check box to specify that the previous job period is taken into account for all assignments.
Use the Further Information flexfield to enter the benefits related to the type of service in the previous job, such as Old-age Rights or Vacation Rights.
Choose the Extra Information button to open the Previous Job Extra Information window.
See: Entering Extra Information, Configuring, Reporting, and System Administration in Oracle HRMS
Save your work.
To map previous jobs to an assignment
Select an empty row in the Assignment region or place your cursor within an existing row and choose the New button to add a new row.
Select an assignment to map to a previous job specified at steps 12 to 19.
Select a job to map to the assignment selected at step 23. Selecting a job automatically displays the Start Date and End Date fields for the job as specified in the Previous Job region.
You can override the period of service calculation by entering your own period of service in the Years, Months and Days fields.
Use the Further Information flexfield to enter further previous job usage details.
Save your work.