15Loading Payroll Transactional Data

This chapter contains the following:

Example of Loading Payroll Time Cards

Use HCM Data Loader to import time cards from a third-party time collection device to the Payroll cloud. Let's look at this example. Recently, Vision Corp has acquired a company and imports the acquired employees' approved time to Payroll for payments.

This PayrollTimeCard.dat file uses source keys to import approved time entries into the Oracle Payroll Cloud.

METADATA|PayrollTimeCard|SourceSystemOwner|SourceSystemId|LegislativeDataGroupName|AssignmentId(SourceSystemId)|EffectiveStartDate|EffectiveEndDate|TimeCardId
MERGE|PayrollTimeCard|VISION|9999890|Vision Corporation US LDG|HDL034233|2020/01/11|2020/01/18|6
METADATA|TimeEntry|SourceSystemOwner|SourceSystemId|LegislativeDataGroupName|AssignmentId(SourceSystemId)|EffectiveStartDate|EffectiveEndDate|TimeCardInstanceId(SourceSystemId)|TimeType|Time|UnitOfMeasure|TimeCardId|TimeEntryId|Periodicity|Factor|RateDefinitionId|RateValue
MERGE|TimeEntry|VISION|8888812|Vision Corporation US LDG|HDL034233|2020/01/11|2020/01/11|9999890|NB_ZHRX_OTL_CDRM|8.0|H_DECIMAL3|6|6|HOURLY|1.0|300100122876642|7.0
MERGE|TimeEntry|VIRX_OSION|8888813|Vision Corporation US LDG|HDL034233|2020/01/12|2020/01/12|9999890|NB_ZHRX_OTL_CDRM|8.0|H_DECIMAL3|6|7|HOURLY|1.0|300100122876642|7.0
MERGE|TimeEntry|VISION|8888814|Vision Corporation US LDG|HDL034233|2020/01/13|2020/01/13|9999890|NB_ZHRX_OTL_CDRM|8.0|H_DECIMAL3|6|8|HOURLY|1.0|300100122876642|7.0
MERGE|TimeEntry|VISION|8888815|Vision Corporation US LDG|HDL034233|2020/01/14|2020/01/14|9999890|NB_ZHTL_CDRM|8.0|H_DECIMAL3|6|9|HOURLY|1.0|300100122876642|7.0
METADATA|TimeEntryProperty|SourceSystemOwner|SourceSystemId|LegislativeDataGroupName|AssignmentId(SourceSystemId)|EffectiveStartDate|EffectiveEndDate|PayrollTimeItemId(SourceSystemId)|TimeType|PropertyName|PropertyValue|TimeCardId|TimeEntryId|TimeCardInstanceId(SourceSystemId)
MERGE|TimeEntryProperty|VISION|777712|Vision Corporation US LDG|HDL034233|2020/01/11|2020/01/11|8888812|NB_ZHRX_OTL_CDRM|NB_ZHRX_OTL_CDRM_State|12|6|6|9999890

This example uses user keys to reference the time card data.

METADATA|PayrollTimeCard|LegislativeDataGroupName|AssignmentNumber|EffectiveStartDate|EffectiveEndDate|TimeCardId
MERGE|PayrollTimeCard|Vision Corporation US LDG|E15CDRM|2020/01/11|2020/01/18|6
METADATA|TimeEntry|LegislativeDataGroupName|AssignmentNumber|EffectiveStartDate|EffectiveEndDate|TimeType|Time|UnitOfMeasure|TimeCardId|TimeEntryId|Periodicity|Factor|RateName|RateValue
MERGE|TimeEntry|Vision Corporation US LDG|E15CDRM|2020/01/11|2020/01/11|NB_ZHRX_OTL_CDRM|8.0|H_DECIMAL3|6|6|HOURLY|1.0|COST_PROCESS_ELEMENT|7.0
METADATA|TimeEntryProperty|LegislativeDataGroupName|AssignmentNumber|EffectiveStartDate|EffectiveEndDate|PropertyName|PropertyValue|TimeType|TimeCardId|TimeEntryId
MERGE|TimeEntryProperty|Vision Corporation US LDG|E15CDRM|2020/01/11|2020/01/11|NB_ZHRX_OTL_CDRM_State|12|NB_ZHRX_OTL_CDRM|6|6

Example for Loading Absence Records

Absence records that are imported from Oracle Cloud Absences or third-party applications are stored and processed within the Oracle Cloud Payroll application. You can view the imported records by navigating to the Absence Entries region of the Calculation Entries page.

Using HCM Data Loader, you can create, update, and delete absence records. You can update and delete the absences that have:

  • Not yet been processed by the payroll application

  • Been processed by the payroll application

  • Been partly processed by the payroll application

Create an Absence

Let's consider this example. An employee is sick from 01 Mar to 03 Mar. Their line manager applies for sickness absence in the company's third-party absence application. The absence administrator extracts the absence and sends it to Cloud Payroll for payment.

Update an Absence

An employee is sick from 12 Apr to 13 Apr. The absence administrator extracts the absence and sends it to Cloud Payroll for payment. However, the employee extends the sickness absence by one day.

Using HCM Loader, the line manager updates the absence record to include the additional absence of one day - 14 Apr. The Absence Administrator extracts the corrected absence information and sends it to the payroll application.

Update an Absence

Let's consider this example. An employee is sick from 01 Mar to 03 Mar. Their line manager applies for sickness absence in the company's third-party absence application. The absence administrator extracts the absence and sends it to Cloud Payroll for payment. However, the employee extends the sickness absence by one day.

Using HCM Loader, the line manager updates the absence record to include the additional absence of one day - 04 Mar. The Absence Administrator extracts the corrected absence information and sends it to the payroll application.

Guidelines for Loading Calculation Cards

Calculation cards capture values required for payroll calculation of some earnings and deductions, such as absence payments and involuntary deductions. Various types of calculation cards exist. For example, UK calculation cards include those for statutory deductions, automatic enrollment in pensions, court orders and student loans, and benefits and pensions. Most legislations support the Calculation Card object. However, the types of calculation cards that are supported vary by legislation. This topic describes some general considerations that apply to all calculation cards when you load them using HCM Data Loader. For legislation-specific information, see All White Papers for Oracle Fusion Applications HCM (Document ID 1504483.1) on My Oracle Support at https://support.oracle.com.

Each calculation card has one or more components, and each component may have one or more sets of component details, or value definition overrides. For example, in the UK court orders and student loans calculation card, each component corresponds to a different type of court order. You enter information about that court order in the component details and value definition overrides.

Calculation cards are used mainly at the level of the payroll relationship. Depending on the legislation, they can also be used at the level of the payroll statutory unit or tax reporting unit.

Key Support

Calculation Card objects are integration-enabled. They support all key types that HCM Data Loader supports.

Using the Reconcile Integration Keys Process

Source keys are supported for integration-enabled objects only. Any business-object occurrences that were created before the Calculation Card business object was enabled for integration may not have SourceSystemOwner and SourceSystemId values. To supply source keys for these objects, run the Reconcile Integration Keys process for individual components of the Calculation Card business object. This process allocates default source keys to any instance of a component without a source key.

Tip: If required, you can update these default source keys later using the Source Key object.

Run the Reconcile Integration Keys process once only for each component of the Calculation Card object. This table lists the components with their integration object names. You select the integration object name when running the Reconcile Integration Keys process.

Calculation Card Component Integration Object Name

Calculation Card

CalculationCard

Card Association

Component Association

CalculationCardAssociations

Card Association Detail

Component Association Detail

CalculationCardAssociationDetails

Card Component

CalculationCardComponents

Calculation Value Definitions

ValueDefinition

Enterable Calculation Value

RangeItem

Component Detail

CalculationComponentDetails

Changing Logical Start and End Dates

In general, you can change the first effective start date and last effective end date of an existing calculation card. Include the ReplaceFirstEffectiveStartDate and ReplaceLastEffectiveEndDate attributes in your METADATA line, as appropriate, and set them to Y. Provide the new values on the EffectiveStartDate and EffectiveEndDate attributes.

Note: Legislation-specific validations may mean that some changes to logical start and end dates aren't valid.

Deleting Calculation Cards

You can delete all components of the Calculation Card object using HCM Data Loader. When you delete a Calculation Card component, its child components are deleted automatically. You can also delete individual child components.

Example of Loading Wage Basis Rules

Use HCM Data Loader to load wage basis rules to determine the earnings that are subjected to a deduction. To illustrate how wage basis rules affect a tax calculation, let's look at an example where an employee's earnings included in the wage basis vary, depending upon where the employee lives.

Brittany is a salesperson who receives a salary of 2,000 each month. Brittany also has a company car she drives. She is responsible for reporting her personal use of the company car in order to be taxed correctly.

Brittany works in her company's East Coast district. She spends 50 percent of her time in New York and 50 percent of her time in Pennsylvania. The State of New York taxes Brittany for her personal use of the company car; however, Pennsylvania doesn't.

Last month, Brittany reported personal use that equated to 100 (50 personal use in New York and 50 personal use in Pennsylvania).

In New York, the imputed earnings, such as personal use of company car amounts are included in the taxable wages. Whereas, in Pennsylvania, these earnings aren't included in taxable wages.

This table shows the tax calculations that apply for each region.

Region Earnings in Salary Eligible Imputed Earnings Taxable Income Deduction Amount

New York

1000

50

1050

35

Pennsylvania

1000

50 - Exempt

1000

30

Here are the wage basis rule for this tax calculation.

Region (Reference Value) Primary Classification Secondary Classification Use in Wage Basis?

New York

Standard Earnings

Regular

Y

New York

Imputed Earnings

Personal Use of Company Car

Y

Pennsylvania

Standard Earnings

Regular

Y

Pennsylvania

Imputed Earnings

Personal Use of Company Car

N

Use this TaxabilityRule.dat to load the wage basis rules.

METADATA|TaxabilityRule|EffectiveStartDate|LegislativeDataGroupName|PayrollComponent|PrimaryClassification|SecondaryClassification|Context1|UsageType
MERGE|TaxabilityRule|2011/1/10|Vision Corp|State Tax|Standard Earnings|Regular|NY|P
MERGE|TaxabilityRule|2011/1/10|Vision Corp|State Tax|Imputed Earnings|Personal Use of Company Car|NY|P
MERGE|TaxabilityRule|2011/1/10|Vision Corp|State Tax|Standard Earnings|Regular|PA|P
MERGE|TaxabilityRule|2011/1/10|Vision Corp|State Tax|Imputed Earnings|Personal Use of Company Car|PA|N

Element Entries

Overview of Loading and Rolling Back Element Entries

You use element entries to capture earnings, deductions, absences, and basic benefit details for an employee assignment. For example, you can create element entries for an employee's overtime hours or medical premium deduction amount.

The element entry values hold the necessary values for the element type. For example, a salary entry can contain the salary value and the salary frequency.

Using HCM Data Loader, you can load element entries and element entry values.

Element Entry Rollback

You can only roll back new element entries where no changes have been made to it since it was created by HCM Data Loader. If HCM Data Loader identifies that the element entry has been updated, the rollback fails. The application doesn't make an attempt to roll back updates to an existing element entry. Also, it doesn't roll back the deletion of an existing element entry.

This figure illustrates how you can roll back element entries depending upon whether the entries were loaded using payroll flows or not.

If you submit an element entry using the flow pattern,
then you can roll it back either using flows or the web service. Alternatively,
if you didn't submit your element entry using a flow pattern, then
you can use only the HCM Data Loader web service to roll it back.

If you submit an element entry using the Initiate Data Loader flow, then you can roll it back using one of the techniques:

  • Payroll Flows

  • The Import and Load Data page

  • The HCM Data Loader web service

Alternatively, if you didn't submit your element entry using a flow pattern, then use the Import and Load Data page to roll them back.

Rollback and Events

When an element entry is rolled back, the application also rolls back any unprocessed events and notifications.

Consider these scenarios that explain the impact of a roll back on events.

  • If the event has an unprocessed status, then the application removes the event. If the event is already processed, then the application lets it stay.

  • If you created an element entry, then application removes the event. The application doesn't remove other types of element entry events, such as an update element entry event.

  • If you updated an element entry, then the application doesn't delete that event.

How You Roll Back Element Entries

You can roll back element entries by using payroll flows and the Import and Load Data task.

Use Payroll Flow To Roll Back Entries

If you used payroll flows to load an element entry, then you can roll it back using the flow's rollback feature. Use the Initiate Data Loader flow pattern to roll back element entries that you uploaded using the flow pattern.

These steps describe how you initiate a payroll flow to upload element entries.

  1. As the first step, you create the ElementEntry.dat file to load your element entries and its values. Also, you must compress it to a file name of your choice.

  2. Using the File Import and Export task, you upload the dat file to the Oracle Web Center Content Server. Enter the account as hcm/dataloader/import. You must make a note of the Content ID.

  3. From the Checklist or Data Exchange work area, you submit the Initiate Data Loader flow to load and submit the element entries data set. When submitting the flow, provide the Content ID from the previous step.

To roll back your element entry data, on the Payroll Flow page, select the Initiate Data Loader flow. Select Mark as Incomplete from the Actions menu. In the Warning dialog box, click Continue. The application rolls back the newly created element entries.

Use Import and Load Data Task To Roll Back Entries

  1. Navigate to the Data Exchange work area.

  2. Select Import and Load Data.

  3. Search for and select the data set with the element entries to roll back.

  4. Click Total Objects.

  5. On the Object Status page, click Schedule Request.

  6. In the Schedule Request dialog box, Action field, select Roll Back.

  7. Click Submit.

Example of Loading a Recurring Element Entry With an Open End Date

Lisa Jones has been asked to work from the company's headquarters from 01-Apr-2019 until further communication. As part of this assignment, she's paid a Commutation Allowance of 1000 per pay period.

Load the element entry details for Lisa, as shown in this table:

Parameter Value

Legislative Data Group

Vision Corp

Element Name

Commutation Allowance

Assignment Number

E3141464

Start Date

01-Apr-2019

Load the element entry values, as shown in these tables:

Entry Value 1

Parameter Value

Legislative Data Group

Vision Corp

Element Name

Commutation Allowance

Assignment Number

E3141464

Start Date

01-Apr-2019

Input Value Name

PRD

Screen Entry Value

1000

Entry Value 2

Parameter Value

Legislative Data Group

Vision Corp

Element Name

Commutation Allowance

Assignment Number

E3141464

Start Date

01-Apr-2019

Input Value Name

PRD

Screen Entry Value

1000

This .dat file creates the element entry values.

METADATA|ElementEntry|EffectiveStartDate|EffectiveEndDate|ElementTypeId|EntryType|CreatorType|SourceSystemOwner|SourceSystemId|HrAssignmentId(SourceSystemId)
MERGE|ElementEntry|2016/11/15|4712/12/31|300100003068055|E|F|HRC_SQLLOADER|12351_ELEM_ENTR|12351_EMP_ASG
METADATA|ElementEntryValue|EffectiveStartDate|EffectiveEndDate|InputValueId|ScreenEntryValue|ElementEntryId(SourceSystemId)|SourceSystemOwner|SourceSystemId|HrAssignmentId(SourceSystemId)
MERGE|ElementEntryValue|2016/11/15|4712/12/31|300100003068067|20000|12351_ELEM_ENTR|HRC_SQLLOADER

Example of Loading a Recurring Element Entry With a Specific End Date

Lisa Jones has been asked to work from the company's headquarters from 01-Apr-2019 until further communication. As part of this assignment, she's paid a Commutation Allowance of 1000 per pay period. The deputation is only for 3 months and hence it has to be end dated as on 30-Jun-2019.

Load these element entry details, as shown in this table:

Parameter Value

Legislative Data Group

Vision Corp

Element Name

Commutation Allowance

Assignment Number

E3141464

Start Date

01-Apr-2019

This dat file creates a recurring element entry with a specific end date.

METADATA|ElementEntry|CreatorType|EffectiveEndDate|EffectiveStartDate|ElementName|LegislativeDataGroupName|EntryType|AssignmentNumber|MultipleEntryCount
MERGE|ElementEntry|F|2019/06/30|2019/04/01|Commutation Allowance|Vision Corp|E|E300100003143464|1

The MultipleEntryCount attribute is optional when you use source keys to load data.

As these tables show, load the element entry values:

Entry Value 1

Parameter Value

Legislative Data Group

Vision Corp

Element Name

Commutation Allowance

Assignment Number

E3141464

Start Date

01-Apr-2019

End Date

30-Jun-2019

Input Value Name

Periodicity

Screen Entry Value

Periodically

Entry Value 2

Parameter Value

Legislative Data Group

Vision Corp

Element Name

Commutation Allowance

Assignment Number

E3141464

Start Date

01-Apr-2019

End Date

30-Jun-2019

Input Value Name

Amount

Screen Entry Value

1000

This .dat file creates the element entry values.

METADATA|ElementEntry|EffectiveStartDate|EffectiveEndDate|ElementTypeId|EntryType|CreatorType|SourceSystemOwner|SourceSystemId|HrAssignmentId(SourceSystemId)
MERGE|ElementEntry|2016/11/15|4712/12/31|300100003068055|E|F|HRC_SQLLOADER|12351_ELEM_ENTR|12351_EMP_ASG
METADATA|ElementEntryValue|EffectiveStartDate|EffectiveEndDate|InputValueId|ScreenEntryValue|ElementEntryId(SourceSystemId)|SourceSystemOwner|SourceSystemId|HrAssignmentId(SourceSystemId)
MERGE|ElementEntryValue|2016/11/15|4712/12/31|300100003068067|20000|12351_ELEM_ENTR|HRC_SQLLOADER|12351_ELEM_ENTR_VAL|12351_EMP_ASG

Example of How To End Date a Recurring Element Entry

To update the last effective end date, include the ReplaceLastEffectiveEndDate attribute in your METDATA line. Provide a Y value to indicate that the EffectiveEndDate supplied is a change to the existing logical end date of your record. You must supply a record for the element entry and every element entry value.

Let's consider the same example where Lisa Jones was asked to work from the company's headquarters from 01-Apr-2019 until further communication. When Lisa's deputation ended on 30-Jun-2019, the company decides to stop the allowance that it gave as part of this assignment.

Load these element entry values, as shown in the table.

Parameter Value

Legislative Data Group

Vision Corp

Element

Commutation Allowance

Assignment Number

E3141464

Start Date

01-Apr-2019

End Date

30-Jun-2019

Multiple Entry Count

1

Load the element entry values, as shown in the tables.

Entry Value 1

Parameter Value

Legislative Data Group

Vision Corp

Element Name

Commutation Allowance

Input Value Name

Periodicity

Assignment Number

E3141464

Start Date

01-Apr-2019

End Date

30-Jun-2019

Screen Entry Value

PRD

Multiple Entry Count

1

Entry Value 2

Parameter Value

Legislative Data Group

Vision Corp

Element Name

Commutation Allowance

Input Value Name

Amount

Assignment Number

E3141464

Start Date

01-Apr-2019

End Date

30-Jun-2019

Screen Entry Value

1000

Multiple Entry Count

1

Use this dat file to end date the Commutation Allowance effective from 30-Jun-2019 and the element entry values.

METADATA|ElementEntry|CreatorType|EffectiveEndDate|EffectiveStartDate|ElementName|LegislativeDataGroupName|EntryType|AssignmentNumber|MultipleEntryCount|ReplaceLastEffectiveEndDate
MERGE|ElementEntry|F|2019/06/30|2019/04/01|Commputation Allowance|Vision Corp|E|E3141464|1|Y
METADATA|ElementEntryValue|EffectiveEndDate|EffectiveStartDate|ElementName|LegislativeDataGroupName|InputValueName|ScreenEntryValue|AssignmentNumber|MultipleEntryCount|ReplaceLastEffectiveEndDate|EntryType
MERGE|ElementEntryValue|2019/06/31|2019/04/01|Commputation Allowance|Vision Corp|Periodicity|Periodically|E300100003143464|1|Y|E
MERGE|ElementEntryValue|2019/06/30|2019/04/01|Commutation Allowance|Vision Corp|Amount|1000|E300100003143464|1|Y|E

Example of Deleting an Element Entry

Use HCM Data Loader to delete element entries. As you can't recover deleted records, you must take caution when deleting them. Don't attempt to delete an element entry and create an entry for the same element, assignment and date in the same file.

John Gorman is a worker in the Administration Department of Vision Corp. Assuming that he belongs to the Sales department, the company wrongly awards an incentive to him. Using HCM Data Loader, you can delete the sales incentive element entry.

This file deletes these element entry values.

METADATA|ElementEntry|CreatorType|EffectiveEndDate|EffectiveStartDate|ElementName|LegislativeDataGroupName|EntryType|AssignmentNumber|MultipleEntryCount
DELETE|ElementEntry|F|4712/12/31|2019/04/01|Incentive Compensation|Vision Corp|E|E3141464|1

Example of Loading Multiple Occurrences of the Same Element Entry in the Same Time Period

Bob traveled from his work location to client's office on 04-Jun-2019 and 11-Jun-2019 for meetings with clients. He is reimbursed 40 and 50 respectively as Transport Fare along with his salary on 15-Jun-2019. He is a as part of the semi-monthly payroll processing cycle.

Using HCM Data Loader, load these element entry values. This is the first occurrence of the element entry and the MultipleEntryCount attribute will have value 1.

This table shows the element entry values to load:

Parameter Value

Legislative Data Group

Vision Corp

Element Name

Transportation Allowance

Assignment Number

E3141464

Start Date

04-Jun-2019

End Date

04-Jun-2019

This dat file creates the element entry.

METADATA|ElementEntry|CreatorType|EffectiveEndDate|EffectiveStartDate|ElementName|LegislativeDataGroupName|EntryType|AssignmentNumber|MultipleEntryCount
MERGE|ElementEntry|F|2019/06/04|2019/06/04|Transporation Allowance|Vision Corp|E|E3141464|1

These tables show the element entry values to load:

Entry Value 1

Parameter Value

Legislative Data Group

Vision Corp

Element Name

Transportation Allowance

Assignment Number

E3141464

Start Date

04-Jun-2019

End Date

04-Jun-2019

Input Value Name

PRD

Screen Entry Value

PRD

Entry Value 2

Parameter Value

Legislative Data Group

Vision Corp

Element Name

Transportation Allowance

Assignment Number

E3141464

Start Date

04-Jun-2019

End Date

04-Jun-2019

Input Value Name

Amount

Screen Entry Value

40

METADATA|ElementEntryValue|EffectiveEndDate|EffectiveStartDate|ElementName|LegislativeDataGroupName|InputValueName|ScreenEntryValue|AssignmentNumber|MultipleEntryCount|EntryType
MERGE|ElementEntryValue|2019/06/04|2019/06/04|Transporation Allowance|Vision Corp|Periodicity|PRD|E3141464|1|E
MERGE|ElementEntryValue|2019/06/04|2019/06/04|Commutation Allowance|Vision Corp|Amount|40|E3141464|1|E

Using HCM Data Loader, load these element entry values. This is the second occurrence of the element entry and the MultipleEntryCount attribute will have value 2.

This table shows the element entry values to load.

Parameter Value

Legislative Data Group

Vision Corp

Element Name

Transportation Allowance

Assignment Number

E3141464

Start Date

11-Jun-2019

End Date

11-Jun-2019

This dat file creates the element entry.

METADATA|ElementEntry|CreatorType|EffectiveEndDate|EffectiveStartDate|ElementName|LegislativeDataGroupName|EntryType|AssignmentNumber|MultipleEntryCount
MERGE|ElementEntry|F|2019/06/11|2019/06/11|Transporation Allowance|Vision Corp|E|E3141464|2

These tables show the element entry values to load.

Entry Value 1

Parameter Value

Legislative Data Group

Vision Corp

Element Name

Transportation Allowance

Assignment Number

E3141464

Start Date

11-Jun-2019

End Date

11-Jun-2019

Input Value Name

PRD

Screen Entry Value

PRD

Entry Value 2

Parameter Value

Legislative Data Group

Vision Corp

Element Name

Transportation Allowance

Assignment Number

E3141464

Start Date

11-Jun-2019

End Date

11-Jun-2019

Input Value Name

Amount

Screen Entry Value

50

METADATA|ElementEntryValue|EffectiveEndDate|EffectiveStartDate|ElementName|LegislativeDataGroupName|InputValueName|ScreenEntryValue|AssignmentNumber|MultipleEntryCount|EntryType
MERGE|ElementEntryValue|2019/06/04|2019/06/04|Transporation Allowance|Vision Corp|Periodicity|PRD|E3141464|2|E
MERGE|ElementEntryValue|2019/06/04|2019/06/04|Commutation Allowance|Vision Corp|Amount|50|E3141464|2|E