About ePay Year-End Email Notifications

The following applies to year-end email notifications sent by ePay workflow.

Note:

Oracle PeopleSoft delivers Notification Composer Framework to manage the setup and administration of all notifications in one central location.

Once you have adopted the Notification Composer feature, you must use it to create new notifications and manage your existing notifications.

Notifications delivered with HCM Image 47 or later must use Notification Composer.

For more information about Notification Composer Framework, see Enterprise Components: Understanding Notification Composer.

Language Used

Year-end email notifications use the preferred language specified for the employee in the Personal Data component. If no preferred language is specified, or it is specified but not available, the system uses the default language of English, except for (CAN) forms RL-1 and RL-2. The default language used for (CAN) forms RL-1 and RL-2 is Canadian French.

If the recipient's preferred language is not English, the process searches for year-end notification text in the corresponding language. If no entries are found for that language in the Related Language database, the system displays a message to advise the payroll administrator that no year-end text entries exist in the employee’s preferred language and the recipient will be notified in the default language.

Email Addresses Requirements

Most year-end notification processes require that employees have valid email addresses in the system. Each time the process encounters an employee that does not have a valid email address, the process stops and displays messages for the administrator to follow to resolve the issue and restart the process.

To send an email notification, the process looks for the employee’s preferred email address. If a preferred email address is not found, the system processes the year-end transaction, displays a message in the log file regarding the employee’s lack of a preferred email address, and continues to the next employee. The process does not stop due to the absence of a preferred email address, but it also does not generate or send an email notification to any employee who does not have a preferred email address in the system.

Note:

When you restart a year-end notification process, employees who have already been sent an email notification will not be notified a second time. The process attempts to generate and send notifications only to employees who have not yet been notified.

Because of these requirements, when an employee enters or updates information on the Year-End Consent page, the system checks for invalid email addresses and the selection of a preferred email address. If the employee has an invalid email address, the system displays a message informing them that their consent status cannot be updated until a valid email address exists. If the employee has no preferred email address, the system displays a message informing them that because no preferred email address exists, their consent status will be processed, but they will not receive an email confirmation notice. In both cases, the messages encourage employees to contact their employer to provide the needed information.