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Setting Up to Print and View Paychecks with BI Publisher (BIP)

To set up to print and view paychecks with Oracle Business Intelligent Publisher (BI Publisher or BIP), use the Paycheck Options Table (PY_SSP_OPTIONS) component.

This topic provides overviews of setup steps and BI Publisher templates and discusses how to:

Note: These setup steps are not necessary if you use the SQR processes to print checks and advices.

Pages Used to Set Up Paycheck Printing and Viewing with BI Publisher

Page Name

Definition Name

Navigation

Usage

Report Definition -Template

PSXPRPTTMPL

select Reporting Tools, then select BI Publisher, then select Report Definition, then select Template

View or modify the existing template.

Paycheck Options Table

PY_SSP_SETUP_OPTN

select Set Up HCM, then select Product Related, then select Payroll for North America, then select Payroll Processing Controls, then select Paycheck Options Table, then select Paycheck Options Table

Specify BI Publisher printing and self-service options.

For more information, see:

Understanding Setup Steps

Before you can create paychecks and direct deposit advices in PDF format, you must complete these setup steps:

  1. Configure Integration Broker and Report Manager.

  2. Update the delivered report definitions:

    • Modify the delivered paycheck and advice templates if necessary for your organization.

      For example, you probably want to add a signature image and update the MICR font. You might also want to add a company logo or watermark.

    • (Optional) Specify the output folder for the report files.

    • (Optional) Specify the users who can access the reports in Report Manager.

  3. Specify BI Publisher printing and self-service options.

  4. Set up the Form table with the form IDs and the last used form number.

    See Setting Up the Form Table for Printing Checks and Direct Deposit Advices.

See:

  • PeopleTools: BI Publisher for PeopleSoft

  • PeopleTools: PeopleSoft Integration Broker

  • PeopleTools: PeopleSoft Process Scheduler

Understanding BI Publisher Reports and Templates

The PDF check and advice creation PSJob processes (PYCHKUSA, PYCHQCAN, PYDDAUSA, or PYDDACAN) use the Oracle BI Publisher to print checks and advice forms. Payroll for North America delivers BI Publisher reports as RTF templates that define the layout of the checks and advices that the processes print. Payroll for North America also delivers reports as RTF templates to display paychecks in the ePay self-service View Paycheck transaction.

Note: (USF) Oracle BI Publisher cannot be used to print checks and advice forms from a U.S. Federal database.

Using the BI Publisher print processes, you can create single-page checks and advices, and you can create overflow wage checks and advices when the number of lines of earnings detail information exceeds the space available on a single-page wage statement. Payroll administrators can print the checks and advices, and employees can view and print the associated wage statements through employee self service.

Note: To incorporate legislative changes, Oracle revises and delivers templates in PeopleSoft Payroll for North America tax updates throughout the tax year. The templates listed in this product documentation are the most current templates as of the date of this publication. Oracle strongly encourages you to always use only the most current templates whenever new templates are delivered in a tax update. Using only the most current templates will help your organization comply with legislative requirements.

Checks and Advices (First 13 Lines)

This table lists the templates that are delivered for (single-page) PDF check and advice creation:

Product

Report Name

Description

Data Source Type

Data Source ID

PeopleSoft Payroll for North America

PRTCNADV

Print Canadian direct deposit advice forms.

XML File

CNADVICES

PRTCNCHQ

Print Canadian cheques.

XML File

CNCHEQUES

 

PRTCAADV*

Print U.S. direct deposit advice forms.

XML File

USADVICES

 

PRTCACHK*

Print U.S. checks.

XML File

USCHECKS

 

PeopleSoft ePay (self-service View Paycheck transaction)

SSPCNADV

Print Canadian self-service advice forms.

XML File

CNADVICES

SSPCNCHQ

Print Canadian self-service paycheques.

XML File

CNCHEQUES

 

SSPCACHK*

Print U.S. self-service advice forms.

XML File

USADVICES

 

SSPCAADV*

Print U.S. self-service paychecks.

XML File

USCHECKS

 

*(USA) California and New York have unique reporting requirements that are addressed in these templates. For example, in addition to displaying regular hours for hourly and exception hourly, non-exempt employees in all states, the (USA) PeopleSoft templates also display regular hours and hourly rates for salaried, non-exempt employees in California and New York. Also, California and New York require that prior-period dates for adjustments appear on the wage statement. If the pay period is January 16–31, and the employee is paid for prior time for January 1–15 on the current check, (USA) PeopleSoft templates display January 1–15 (in appropriate date-with-year format) on the wage statement next to the earnings code.

Warning! (USA) The New York Wage Theft Prevention Act requires that the employer phone number be printed on the employee check/advice stub. To comply, when the employee has earnings (PS_PAY_EARNINGS) in New York, the PeopleSoft print programs print the MAIN phone number from the Company Table below the employer's address on the check/advice stub. If the MAIN phone number on the Company Table is blank, or if the employee did not have earnings in New York, the employer's phone number will not print.

Oracle strongly recommends that you use the Report Definitions PRTCAADV and PRTCACHK for printing, and the Report Definitions SSPCACHK and SSPCAADV for employee self-service, even if you do not pay employees in New York or California. These four templates are the only templates that are supported for U.S. paychecks and advices. Also, as delivered, these templates comply with section 508 requirements. If you modify the templates, you are responsible to ensure that the new templates meet Section 508 standards.

You can modify the delivered templates using BI Publisher functionality to address your specific formatting requirements. For example, you can add a signature image and MICR font to the check printing templates. After modifying each template, you must upload it to the corresponding report definition.

See Report Definition -Template Page.

(USA) Overflow Wage Statements (Lines 14–60)

When an employee’s number of earnings detail lines (all earnings with either a current pay period amount or a YTD balance greater than zero) exceeds 13, which is the maximum number that can be printed on the first wage statement page, you can generate an overflow wage statement to print 47 additional lines, for a total of 60 lines of wage detail.

This table lists the templates that are delivered for wage overflow PDF check and advice creation:

Note: To create overflow items, the Overflow Statement check box must be selected on the Paycheck Options Table page and the appropriate overflow report name must be specified in the Check Report ID and Advice Report ID fields. Blank check/advice stock must be used; preprinted stock cannot be used. Contact your check stock supplier with inquiries regarding compatible blank forms stock.

Product

Report Name

Description

Data Source Type

Data Source ID

PeopleSoft Payroll for North America

PRTOFADV

Print U.S. overflow advices.

XML File

OFADVICES

PRTOFCHK

Print U.S. overflow checks.

XML File

OFCHECKS

 

PeopleSoft ePay (self-service View Paycheck transaction)

SSPOFADV

Print U.S. self-service overflow advices.

XML File

OFADVICES

SSPOFCHK

Print U.S. self-service overflow checks.

XML File

OFCHECKS

 

See information about specifying BI Publisher printing and self-service options in PeopleTools: BI Publisher for PeopleSoft

Report Definition -Template Page

Use the Template page (PSXPRPTTMPL) to view or modify the existing template.

Image: Report Definition -Template page

This example illustrates the fields and controls on the Report Definition -Template page.

Report Definition - Template page

Viewing the Existing Template

Modifying the Existing Template

To modify an existing template:

  1. Select Download on the Template page and row for the existing RTF template that you want to copy.

  2. Save a copy of the downloaded template with a new RTF file name (*.rtf).

  3. Make the desired modifications to the new template file and save.

    These are some of the changes that you might want to make:

    • Change the dummy signature image.

    • Identify the valid signature image.

    • Change the MICR font.

    For more information on how to make each change, seeSetting Up to Print and View Paychecks with BI Publisher (BIP)in this product documentation, and see your PeopleTools: BI Publisher for PeopleSoft product documentation.

  4. Add a new effective dated row in the Template Files scroll area on the Template page.

  5. Update these options:

  6. Select Upload and select the new template file.

  7. (Optional) Select Preview to confirm your updates and verify that the template uploaded successfully.

Note: Become familiar with XML Publisher before modifying any of the delivered templates.

Changing the Dummy Signature Image

The delivered paycheck template (PRTUSCHK or PRTCNCHQ) includes a dummy image in the signature area. If the valid signature image is not available when you print checks, the dummy image prints.

To change the dummy image on the check printing template:

  1. Download and save a copy of the current check or cheque printing RTF template.

  2. In the lower right corner, right-select the shaded box labeled BG and select Properties.

    The Text Form Field Options page appears.

  3. Select the Add Help Text button.

    The Status Bar tab displays the address of the dummy image that is delivered with the system in the PSHome directory.

  4. Modify the image address as necessary.

    You can use the existing dummy image at the existing address, change either the address or the image, or change both the address and the image.

  5. Select OK to save your changes.

  6. Continue with additional template modifications or proceed with uploading the updated template.

Identifying the Valid Signature Image

Follow these instructions to identify a valid signature that you secure in a secured directory on a server or on a floppy drive. The valid signature prints on checks at run time. The dummy image prints on the check instead of the valid signature at run time if the valid signature is not available, for example, if the floppy is not inserted into the drive.

To identify the valid signature for check printing:

  1. Download and save a copy of the current check or cheque printing RTF template.

  2. In the lower right corner, select the signature image box to the right of the shaded box labeled BG.

    When the signature image box is selected, you can see its outline.

  3. Double-select the signature image box.

    The Format Picture page appears.

  4. Select the Web tab.

    The box labeled Alternative text contains a delivered sample signature as a placeholder and associated URL.

  5. Enter the URL that points to the location of your valid signature image.

    BI Publisher resolves the value at run time.

  6. Select OK to save your changes.

  7. Continue with additional template modifications or proceed with uploading the updated template.

Changing the MICR Font

BI Publisher needs to know the location of the MICR font at run time so that it can use it in the final output. To specify your MICR font for check printing, you must first make the desired font available in the specific RTF template in which you want to use it. Then you must select that font for the MICR text in the template. This topic provides instructions for both tasks.

To specify your MICR font for check printing:

  1. Download and save a copy of the current check or cheque printing RTF template.

  2. At the bottom of the template, select in the MICR line to highlight it and select File, Properties, Custom in the Word application Toolbar.

    The delivered value, xdo-font.GnuMICR.normal.normal, includes a font placeholder called GnuMICR.

  3. In the Name field, replace the GnuMICR text with the name of your MICR font.

  4. In the Value field, replace the GnuMICR font and location with the name and location of your MICR font.

    Enter the location in which fonts used by Word are stored. This location depends upon your environment.

    When you update the Value field, the Modify button changes to the Add button.

  5. Select Add, then select OK.

  6. In your RTF check template, highlight the MICR line and select the MICR font that you just made available in the list of fonts.

  7. Save your changes.

  8. Continue with additional template modifications or proceed with uploading the updated template.

Paycheck Options Table Page

Use the Paycheck Options Table page (PY_SSP_SETUP_OPTN) to specify BI Publisher printing and self-service options.

Image: Paycheck Options Table page

This example illustrates the fields and controls on the Paycheck Options Table page.

Paycheck Options Table page

Setup ID and Parameters

Report Definitions

Self Service Options