35Time, Absence, and Pension Data for Payroll

This chapter contains the following:

Overview

You can automate the regular import of time card entries, absence entries, and pension enrollments. Use predefined flows where you specify the interface type and XML file containing the data to load, unless the application pushes the data directly to payroll. For example, recording an absence in Oracle Fusion Absence Management automatically transfers the data to payroll.

This topic covers these sections:

  • Load data options

  • Use an XML file to load data

Load Data Options

The application that you use to record time, absences, and pensions determines options for importing data to payroll. This table lists the applications for transferring data to payroll.

Source Application Data Load Options

Time card

  • For Oracle Fusion Time and Labor, submit the Load Time Card Batches process.

  • For a third-party time application, submit the Load Time Card Batches process and load an XML file.

Absences

  • For Absence Management, use the Manage Absence Records task to record an absence and transfer it directly to the person's absence calculation card.

    When you set up the plan in Absence Management, select the Transfer absence payment information for payroll processing check box. Find this setting in the Payroll Integration section of the Entries and Balances tab on the Create Absence Plan page.

  • For third-party absence applications, submit the Load Absence Batches process and load an XML file.

Pensions

  • Submit the Load Benefit Batches process and load an XML file.

    The availability of this process depends on the implementation for your country or territory.

Use an XML File to Load Data

Perform these actions to load data by submitting a process to transfer data using an XML file format:

  1. Extract your data into an XML file, using the required XML file format and tags.

    For time card entries, if your file is over 2 MB, stage the file on the Oracle WebCenter Content Server and note the Content Id.

  2. Select the Submit a Payroll Flow task from the Payroll Checklist work area and select the appropriate process: Load Time Card Batches, Load Absences Batches, or Load Benefits Batches.

  3. On the Enter Parameters page, enter a name to identify the flow.

  4. In the Interface field, select the option to import an XML file.

  5. For time card entries, if your file is over 2 MB, specify the number for the Content ID submission parameter.

  6. Optionally, specify a process configuration group.

  7. Optionally, schedule the process to transfer the time card entries, absences, or benefit enrollments to payroll.

  8. Click the Submit button on the Review page. In the Confirmation window, click the Ok and View Checklist button.

  9. On the Task Details tab of the payroll flow, click the Go To Task button for the Upload File task.

    If your file is over 2 MB, skip the Upload File task. The load batches tasks starts automatically.

  10. On the Upload File page in the File field, click the Add button to display the Manage Attachments window.

  11. In the Type field, select File.

  12. Search for and select your XML file. Click the OK button.

    The load batches task starts automatically after the Upload File task completes.

When the process is complete, a calculation card for each person included in the XML file is created or updated. Use the Manage Calculation Cards task in the Payroll Calculation work area to view the new entries on the cards.

Prerequisite Payroll Setup for Importing Time Entries

Before you can import time card entries to process in a payroll run or extract for a third-party payroll provider, complete payroll setup tasks. These tasks vary depending on your configuration, specifically whether your enterprise:

  • Uses Oracle Fusion Time and Labor or a third-party time provider

  • Uses Oracle Fusion Global Payroll or a third-party payroll provider

  • Requires workers to submit a time card if their pay is calculated using time entries

This figure and table lists the tasks that depend on each of these configuration choices.

Prerequisite tasks to perform for import of time
cards

All configurations create elements for use with time cards. This table describes the remaining setup tasks and processes that vary based on your configuration.

Task Applies To

Create elements for time card entries

All configurations

Determine which cost segments workers complete on their time cards.

Record costing overrides at the element entry level by having workers specify the account to charge on their time cards.

Note: If you enable costing overrides, ensure that you're using the segments that are enabled for element entry level costing in the Cost Allocation key flexfield.

Optional for all configurations

Create an HCM extract definition of time card elements

Third-party time provider

Determine process to transfer time card entries to payroll:

  • Use the Load Time Card Batches process to upload time entries in an XML file to calculation cards.

  • Use the Payroll Batch Loader to load element entries.

Third-party time provider

Schedule process to transfer time card entries

As an example, schedule the Load Time Card Batches process:

  • After normal working hours to distribute the load on server

  • To run more frequently during time periods when most employees submit their time cards

Optional for all configurations

Create an HCM extract definition that includes time entries

Third-party payroll provider

Notify HR to select Time Card Required field at the Terms or Assignment level when a new hire's pay calculations depend on time cards.

Optional for all configurations

Create Elements for Time Card Entries

You create nonrecurring elements to process pay based on time card entries, such as elements for regular, overtime, double-time, and shift pay. Creating a time card element generates all the related elements, balances, formulas, and calculation components. You then transfer the elements to your time provider.

You do these tasks:

  • Create earnings elements

  • Create calculation components for standard-category elements

  • Convert elements for use in time cards

  • Set up area overrides

  • Set up costing overrides

Create Earnings Elements

The steps for creating a time card element depend on whether the time card template is available for your country. If the template is available, follow the steps in this section. Otherwise, create an earnings element using the Standard category, and specify an hours multiplied by rate calculation rule.

Complete these steps to create an element using the time card template:

  1. Create an earnings element on the Manage Elements page of the Payroll Calculation work area.

  2. Select a primary classification of standard or supplemental earnings.

  3. For Global Payroll, select the Time Card category.

  4. Complete the information on the Basic Details page.

  5. On the Additional Details page:

    1. Select the calculation units to use in reports.

      Typically, you select time units that match the time units entered on time cards for that element. If you select different units, the application uses 8 hours to convert days to hours.

    2. Optionally, select a default rate to calculate time.

      When calculating the run result for the element entry, the formula uses the default rate unless a rate is entered on the person's time card.

  6. Complete the element eligibility information for the new time element, and its associated retroactive and related elements, such as the result and calculation elements.

Note: If the straight time portion of overtime is reported separately from regular time, create two elements, such as overtime and overtime premium elements. If the regular and straight time portions of overtime are reported together, you might use straight time instead of regular time, and create a separate element for the overtime premium.

Create Calculation Components for Standard-Category Elements

You can create calculation components for elements created with the Standard category rather than the Time Card category. Complete these steps for each existing element:

  1. Submit the Create Time Card Calculation Components process from the Payroll Checklist or Payroll Administration work area.

    These elements must have a calculation rule of hours multiplied by rate.

  2. Complete the element eligibility information for the element and its associated retroactive and related elements.

  3. After you run the process to convert your elements, submit the Compile Formula process in the Manage Payroll Calculations work area. Perform a bulk compile by entering wild cards in the Formula and Formula Type parameters.

Generate Time Card Fields for Your Elements

After creating elements, generate time card fields for them. Complete the processes in this table using the Time and Labor functional area in the Setup and Maintenance work area, Workforce Deployment offering:

Process What It Does

Generate Data Dictionary Time Attributes

Creates dependent payroll attributes for all element input values, such as hours and rate.

You must run the Generate Data Dictionary Time Attributes process after making any changes to time elements. Such changes include adding or deleting elements, editing input values, or editing element eligibility records.

Caution: Failure to run the process might negatively impact the setup of time card fields, the validation of payroll time types, or the transfer of time to payroll.

Generate Time Card Fields

Creates time card fields using the data dictionary time attributions for the specified legislative data group.

You can use the Manage Time Card Fields task to create time card fields for single and multiple attributes.

If you're using a third-party time provider, create an HCM extract for the time card elements. The extract includes the element's mapping ID that you specify in the XML file when you transfer the time entries to payroll.

Set Up Area Overrides

Some countries or territories create time card elements with area input values for use as overrides. The overrides enable employers to tax employees based on where they work. For example, employees specify the area information where they worked on temporary assignment while away from their normal work location. These area entries are then included in the time card records transferred to payroll by the Load Time Card Batches process.

Set Up Costing Overrides

You can specify additional attributes in Time and Labor to enter costing segment values on time cards. The segments must match the segments that you can enter on element entries. Use the Manage Element Entries task in the Payroll Calculation and search for a person's record. View the available segments on the Costing tab of the Manage Person Details page. Costing is defined on the element eligibility record of the results element. When you transfer time entries, the transfer process displays the costing on the calculation element.

As an example, the structure of your cost allocation key flexfield might specify that the department segment is entered at the element entry level. You could specify this additional attribute on the time card. Your employees can then specify the department to charge for overtime hours worked while on loan to a different department. After you transfer the time entries, the payroll calculation uses the department specified for the overtime hours to derive the costing results.

To view the results of the costing overrides transferred to payroll, perform these steps:

  1. On the Accounting Distribution work area, select Search Person.

  2. On the Search Person page, search for a person.

  3. Click the Actions down arrow and select View Person Process Results in the Process Results option.

  4. Go into a person's statement of earnings.

  5. Select Costing Results.

Import Time Card Entries to Payroll

Submit the Load Time Card Batches process from the Payroll Checklist or Payroll Administration work areas to import time card entries to payroll. The process creates a calculation card or updates an existing card for each person with time entries included in the batch.

Use the same process to import time entries from Oracle Fusion Time and Labor and from a third-party time provider. You would require an additional step to create an XML file that contains the time entries for submitting the time entries for a third-party. This topic covers both the procedures:

  • Import time entries from Time and Labor

  • Import time entries from a third-party time provider

Import Time Entries from Time and Labor

Complete these steps to import your time entries

  1. On the Payroll Checklist work area, Tasks panel tab, click Submit a Payroll Flow.

    1. On the Submit a Payroll Flow: Select Flow Pattern page, select the legislative data group.

    2. In the Flow Pattern section, select Load Time Card Batches.

  2. Click Next.

  3. On the Submit a Payroll Flow: Enter Parameters page, in the Payroll Flow field, enter a name to identify the flow.

  4. In the Interface Type field, search for and select ORACLE FUSION TIME AND LABOR.

  5. Optionally, specify a process configuration group. Click Next.

    Note: If you don't need to connect, schedule, or review the flow parameters, skip these pages and submit the flow.
  6. On the Enter Flow Interaction page, complete the optional parameters. Click Next.

  7. On the Schedule page, complete the optional parameters. Click Next.

  8. On the Review page, click Submit. In the Confirmation dialog box, click OK and View Checklist.

  9. On the Payroll Flow page, Task Details tab, you should see a green check mark in the Upload File row, Task Type column. If not, click the Refresh icon intermittently on the toolbar until you do.

  10. Right-click the Upload File row and select Mark as Complete.

    You don't need to upload a file for Time and Labor. The Upload task is only used to upload an XML file from a third-party time provider.

The View Person Process Results page lists the time card IDs included in the batch of transferred time cards. View the time entries for each person's time included in the batch using the Manage Calculation Cards task in the Payroll Calculation work area.

Import Time Entries from a Third-Party Provider

Complete these steps to transfer your time card entries from a third-party provider:

  1. On the Payroll Checklist work area, Tasks panel tab, click Submit a Payroll Flow.

  2. On the Submit a Payroll Flow: Select Flow Pattern page, select the legislative data group.

  3. In the Flow Pattern section, select Load Time Card Batches.

  4. Click Next.

  5. On the Submit a Payroll Flow: Enter Parameters page, in the Payroll Flow field, enter a name to identify the flow.

  6. In the Interface Type field, search for and select Import Time XML.

  7. Optionally, specify a process configuration group.

  8. If your file is over 2 MB, specify the number for the Content ID submission parameter.

  9. Click Next.

  10. On the Enter Flow Interaction page, complete the optional parameters. Click Next.

  11. On the Schedule page, complete the optional parameters. Click Next.

  12. Click the Submit button on the Review page. In the Confirmation window, click the Ok and View Checklist button.

  13. If your file is over 2 MB and you have already provided the Content ID during submissions, skip the Upload File task.

    To skip the task, right-click on the row and select Mark as Complete. The load batches tasks starts automatically.

    If not, then follow the below steps to upload the XML file:

    1. On the Payroll Flow page, Task Details tab, you should see a green check mark in the Upload File row, Task Type column. If not, click the Refresh icon intermittently on the toolbar, until you do.

    2. Click the Go to Task icon.

    3. On the Upload File page in the File field, click Add to display the Manage Attachments dialog box.

    4. In the Type field, select File.

    5. Search for and select your XML file. Click OK .

    6. On the Upload File page, click Done to complete the submission and initiate the time data transfer.

The load batches task starts automatically after the Upload File task completes.

The View Person Process Results page lists the time card IDs included in the batch of transferred time cards. View the time entries for each person's time included in the batch using the Manage Calculation Cards task in the Payroll Calculation work area. Entries transferred from third-party providers only display on the calculation cards, and not in the Oracle Fusion Time and Labor time cards.

File Format for Importing Time Entries

You import time entries from a third-party provider by submitting the Load Time Card Batches process from the Payroll Checklist or Payroll Administration work areas. When you submit the process, you specify the batch XML file that includes your time entries. This topic explains the XML file format and XML tags you must use in the file.

XML File Format for Importing Time Entries

When you create a file to transfer time card entries to payroll, use the following structure.

<TIME_CARD_LIST>
<TIME_CARD>..
<ACTION>
<TIME_CARD_ID>
<ACTION>
<TIME_CARD_ID>
<MAPPING_NAME>
<LDG_ID>
<LDG_NAME>
<HR_TERM_ID>
<TERM_NUMBER>
<HR_ASSIGNMENT_ID>
<ASSIGNMENT_NUMBER>
<LEGAL_EMPLOYER_ID>
<LEGAL_EMPLOYER_NAME>
<TIME_CARD_START>
<TIME_CARD_END>
<TIME_ITEM_LIST>..
<TIME_ITEM>
<TIME_TYPE>
{
<PAYMENT_RATE_ID>
<PAYMENT_RATE_NAME>
<RATE_AMOUNT>
<PERIODICITY>
<FACTOR>
<AMOUNT>
<PERIODICITY>
}
<TIME_UNIT>
<TIME_UOM>
<TIME_ITEM_START>
<TIME_ITEM_END>
<COST_SEGMENTS>
<SEGMENT1..30>
</COST SEGMENTS>
<PROPERTIES LIST>..
<PROPERTY_ITEM>
<NAME>
<VALUE>
</PROPERTY_ITEM>
</PROPERTY_LIST>
</TIME_ITEM>
</TIME_ITEM_LIST>
</TIME_CARD>
</TIME_CARD_LIST>

XML Tags

This table describes the purpose of the tags used in the XML file.

XML Tag Purpose

TIME_CARD_LIST

Parent tag that contains a set of time cards.

TIME_CARD

Object that contains the information about a specific time card.

ACTION

Action to perform, such as CREATE, REMOVE, MODIFY.

TIME_CARD_ID

Unique identifier for this time card.

MAPPING_ID

Identifier for the payroll component definition.

Specify the Mapping ID or the Mapping Name. If none is included, the process uses the default interface type Import Time XML and attempts to find a mapping.

MAPPING_NAME

Name used for the mapping.

Specify the mapping name or the mapping ID. If none is included, the process uses the default interface type Import Time XML and attempts to find a mapping.

LDG_NAME

Name of the legislative data group (LDG) for this record.

Specify the identifier or name of the LDG. All the records in the XML file must belong to the same LDG. If you don't include the LDG_ID or the LDG_NAME, the application uses the legislative data group you entered for the Load Time Card Batches process.

LDG_ID

Identifier for the LDG for this record.

Specify the identifier or name of the LDG. All the records in the XML file must belong to the same LDG. If you don't include the LDG_ID or the LDG_NAME, the application uses the LDG you entered for the Load Time Card Batches process.

TERM_NUMBER

Number that identifies the term for the time entry.

ASSIGNMENT_NUMBER

Number that identifies the assignment for the time entry.

TIME_CARD_START

Start date of the time card.

TIME_CARD_END

End date of the time card.

TIME_ITEM_LIST

Tag that contains a set of time items.

TIME_ITEM

Object that contains information about a specific hour item.

TIME_TYPE

Name that the time application supplies and which maps to the payroll element and calculation component.

PAYMENT_RATE_ID

Identifier for the rate definition used to calculate the payment amount.

PAYMENT_RATE_NAME

Name of the rate definition used to calculate the payment amount.

RATE_AMOUNT

Actual rate used to calculate the payroll amount.

AMOUNT

Flat amount used to calculate the rate based on periodicity.

PERIODICITY

Frequency that determines the rate value, used with amount or rate amount.

FACTOR

Multiplier applied to the derived rate to calculate the payment amount.

TIME_UNIT

Number of units for the Unit of Measure specified in TIME_UOM. For example, if the UOM is hours, 8 units is 8 hours worked.

TIME_UOM

Unit of measure for specifying time unit, such as hours.

TIME_ITEM_START

Start time for the time entry.

TIME_ITEM_END

Ending time for the time entry.

COST_SEGMENTS

List of the costing segments.

PROPERTY_LIST

Set of properties for the time item.

PROPERTY_ITEM

Additional information that's captured. For example, a value definition for the property item State would return State and the name of the State.

NAME

Name of a property for the time item.

VALUE

Value of a property for the time item.

Use Oracle Fusion Absence Management to set up and enroll persons in absence plans. Transfer absence information to Oracle Fusion Global Payroll for processing and paying absences.

Integrating Absence Management with payroll requires that you complete steps in different work areas for Absence Management, Human Resources, and payroll. This table displays the sequence of tasks to perform in each work area.

Steps Absences work area Person Management work area Set Up and Maintenance work area

Create an absence plan, such as an Accrual, Qualification, or No Entitlement plan.

Manage Absence Plans task

NA

NA

Create absence types based on predefined absence patterns and associate them to the absence plans.

Manage Absence Types task

NA

NA

Create rate definitions to use in calculating accrual and liability balances.

NA

NA

Manage Rate Definitions task

Create absence elements.

NA

NA

Manage Elements task

Complete these payroll integration information:

  • Select the Transfer absence payment information for payroll processing check box.

  • Select the element for the plan in the Element field. The element links the absence plan to the calculation component shown on the person's calculation card.

  • Optionally, specify rates. These rates override rates specified elsewhere.

Manage Absence Plans task

Note: Find these settings in the Payroll Integration section of the Entries and Balances tab on the Create Absence Plan page.

NA

NA

Enroll persons in the absence plan:

  • Add the plan and provide the entitlement date information.

  • For accrual plans, select the Run Accruals for Selected Plan task action.

NA

Manage Absence Records task

NA

After the information is set up, you can record an absence using the Manage Absence Records task in the Person Management work area. When the absence is approved, the daily and summary breakdown information is automatically transferred to payroll.

You can then process the payroll that includes these absence entries and view the resulting absence balances on the person's Statement of Earnings. After you process and archive payments, you can view the resulting absence balances on the person's payslip.

You define elements to calculate and process absence payments in Oracle cloud. When you define an absence element, your responses to the element template questions determine which elements, balances, formulas, and calculation components the template generates.

Defining an absence element involves these steps:

  • Define an absence element

  • Complete absence detail questions

  • Complete accrual liability and balance payment questions

  • Complete absence payment questions

  • Submit the element

  • Define element eligibility records and cost distributions

Define an Absence Element

Use the Elements task work area to define an absence element, selecting a primary classification of Absence, and a secondary classification. Typically, the predefined values include vacation, maternity, and sickness.

Complete Absence Detail Questions

The questions you complete in the Absence Details section determine which subsequent questions the template displays. You enter these information in the Absence Details section:

  1. Specify the calculation units to use when reporting the absence, for example that's shown on the payslip, and statement of earnings. Typically, you select Days or Hours for your reports that correspond to the units for your absence plan. When creating an absence element, select the work calculation rule to calculate the absence rate.

  2. Select the absence information to transfer to payroll based on the type of absence management plan.

    Absence Management Plan Type Absence Information to Transfer

    Accrual

    Accrual Balances

    Accrual, Leave Donation, Compensatory

    Accrual Balances and Absences

    Qualification

    Qualification Absences

    No Entitlement

    No Entitlement Absences

Complete Accrual Liability and Balance Payment Questions

If you transfer accrual balances, complete these questions.

Question Steps

Calculate absence liability?

  1. Select Yes, if you calculate liability.

  2. Select a liability rate.

    Usually the rate is the same as the absence payment rate. You might select a different rate when estimating liability for billing purposes.

Does this plan enable balance payments when enrollment ends?

  1. Select Yes to configure a final disbursement element and to maintain balances for the disbursement hours and payments.

  2. Optionally, select a rate to use for the calculation.

Does this plan enable partial payment of balance?

  1. Select Yes to configure a discretionary disbursement element and to maintain balances for disbursement hours and payments.

  2. Optionally, select a rate to use for the calculation.

Complete Absence Payment Questions

Complete these questions:

  1. Select a method to reduce regular earnings if employees don't complete a time card.:

    • Reduce regular earnings by absence payment (entitlement payment balance)

    • Select rate to determine absence deduction amount (entitlement deduction balance)

      You might select one of these options:

      • The Reduce regular earnings option to reduce regular earnings by the absence payment. This means that the employee is paid the same net amount as if they weren't absent.

      • The Select rate to determine deduction amount option when the employee isn't due to be paid for the absence at the same rate as their regular earnings. In this case, the absence deduction rate that you select will be a rate that deducts 100% of the regular earnings. However, the absence payment rate would be a different rate, for example 50%.

  2. Optionally, select a rate to calculate the absence payment.

    If you have standard earnings and absence elements in the same payroll run that reduce regular earnings, the payroll calculation reduces earnings in this sequence:

    1. Using absence element entries

    2. Using any standard earnings elements that reduce regular earnings

    The salary balance isn't reduced beyond zero.

  3. You can now ensure that absence entitlement payments are made to employees after terminations. Use the Does this plan enable entitlement payments after termination? question on the absence element template to set the entitlement element to Final Close.

    Example: Amelia is due to be paid maternity payments after her termination. Select Yes in this question to set the latest entry date of the entitlement elements to final close. With this, the absence entitlement payments are made to Amelia after her termination. When Amelia is terminated, change her employment assignment status to Process When Earning. Also, set the TERM_INCLUDE_PR_LEVEL action parameter to Y, so that payroll relationship level entries are considered for processing.

Submit the Element

When you submit the element, the template automatically configures a base pay element, balances, formulas, and calculation components.

The template also configures additional elements, depending on the options selected in the template to transfer absence information, as shown in this table.

Type of Absence Information to Transfer Optional Balance Payments Selected Additional Elements Configured

Accrual Balances

  • Discretionary Disbursements

  • Final Disbursements

  • Accrual

  • Discretionary Disbursement

  • Final Disbursement

Accrual Balances and Absences

  • Discretionary Disbursements

  • Final Disbursements

  • Accrual

  • Entitlement

  • Discretionary Disbursement

  • Final Disbursement

Qualification Absences

none

Entitlement

No Entitlement Absences

none

Entitlement

Define Element Eligibility Records and Cost Distributions

Define element eligibility records for all elements generated by the template, for example for your accrual, entitlement, discretionary and final disbursement elements.

If your enterprise calculates cost distributions, specify costing for all the element eligibility records. For example, for an accrual element, you do these steps

  1. Define element eligibility records for the accrual, accrual results, accrual retroactive, and accrual retroactive results elements.

  2. Specify costing for the accrual results and retroactive results elements.

The costing process costs the change in the liability balance since the last payroll period, debits the expense account and credits the liability account.

You can import worker absences from Oracle Fusion Absence Management or another absence application to Oracle Fusion Global Payroll to process absence payments. When you set up an absence plan, you associate an absence element to transfer the absence information to a person's calculation card. Processing absence information for payroll includes the following aspects.

  • Importing absence entries

  • Processing absence entries

  • Validating absence results

  • Correcting absence results

Importing Absence Entries from Absence Management

Recording an absence in Absence Management transfers a summary record and a daily breakdown for each day the person is absent to the person's calculation card. The summary record contains information such as the start and end date of the absence, the absence rate, the units. The daily breakdown shows the absence date and any factor to be applied, such as a percentage to use when calculating the absence payment.

Importing Absence Entries from a Third-Party

If you use a third-party absence application, you create an XML file for the absence entries and transfer it to payroll using the Load Absence Batches process. Complete the following steps:

  1. Extract your absence data into an XML file. You must use the required file format and XML tags.

  2. Use the Submit a Payroll Flow task to submit the Load Absence Batches flow from the Payroll Administration or Payroll Checklist work areas.

  3. On the Enter Parameters page, enter a name to identify the flow.

  4. In the Interface field, select Import Absence XML.

  5. Optionally, specify a process configuration group.

  6. Optionally, complete the parameters on the Flow Interaction page.

  7. Optionally, complete the parameters on the Scheduling page.

  8. Click the Submit button on the Review page. In the Confirmation window, click the Ok and View Checklist button.

  9. On the Task Details tab of the payroll flow, click the Go To Task button for the Upload File task.

  10. On the Upload File page in the File field, click the Add button to display the Manage Attachments window.

  11. In the Type field, select File.

  12. Search for and select your XML file. Click the OK button.

    The load batches task starts automatically after the Upload File task completes.

The View Person Process Results page lists the absence IDs included in the batch of transferred absences. View the absence entries for each person included in the batch using the Manage Calculation Cards task in the Payroll Calculation work area.

Processing Absence Entries

Transferring the absence information to a calculation card creates an element entry for the element associated to the absence plan. The payroll run processes this entry using the formula attached to the element and values from the calculation card. The resulting values are then passed back to the element entry and stored as run results and balances.

Validating Absence Results

You can verify the results of absences after calculating run results by using payroll reports or the statement of earnings. After archiving payment results, validate absence information on the Payroll Register Report or the person's payslip.

Review absence results on the following payroll reports:

  • Element Result Report

  • Gross-to-Net Report

  • Payroll Activity Report

  • Payroll Balance Report

  • Payroll Register Report

Use the View Person Process Results task in the Payroll Calculation work area or click the person's record on the Person Process Results page of the payroll calculation flow to go to the person's statement of earnings. The following table lists the absence information displayed on the statement of earnings.

Statement of Earnings Sections Information Displayed

Absences Accrual tab in the Quick Reference Summary

Accrual balances for accrual days and accrual hours

Absences

  • Total for the entitlement, discretionary disbursement, final disbursement payment

  • Absence deductions made for that period

Use the View Payslip task to view the person's absence information in the Person Management work area. The following table lists the absence information displayed on the payslip.

Payslip Sections Information Displayed

Summary

Total amount for the following balances: entitlement payment, entitlement deduction, final disbursement payment, and discretionary disbursement payment

Absence

Payment balances that contribute to the total absence balance shown in the Summary region

Note: Subregions display hours and rate, and days and rate details for these balances

Absence Accrual

Balances for accrual days and accrual hours

For accrual liabilities, the Employer Charges section of the Statement of Earnings page and payslip display the difference for liability balance since the last payroll.

Correcting Absence Results

You can continue to transfer updated absence entries to a person's calculation card until the payroll calculation starts. Any further updates are then processed as retroactive absences entries in the following payroll run.

File Format for Importing Absence Entries

When you submit the Load Absence Batches process, specify the attachment for the XML file that contains the absence data. This topic explains the XML file format and XML tags you must use in the file.

You submit the Load Absence Batches process from the Payroll Administration work area. The process creates a calculation card or updates an existing card for each worker whose absence information is transferred.

XML File Format for Importing Absence Information to Payroll

When you create a file to transfer absence information to payroll, use this format.

<ABSENCE_LIST>
  <ABSENCE>
  <ABSENCE_TYPE>
  <ACTION>
  <ABSENCE_ID>
  <MAPPING_ID>
  <MAPPING_NAME>
  <LDG_ID>
  <LDG_NAME>
  <HR_TERM_ID>
  <TERM_NUMBER>
  <HR_ASSIGNMENT_ID>
  <ASSIGNMENT_NUMBER>
  <ABSENCE_RATE_ID>
  <ABSENCE_RATE_NAME>
  <ABSENCE_UNIT>
  <ABSENCE_UOM>
  <ADJUSTMENT_UNIT>
  <FACTOR>
  <CALCULATION_DATE>
  <PERIODICITY>
  <ABSENCE_START>
  <ABSENCE_END>
  <ABSENCE_DATE_LIST>
    <ABSENCE_DATE>
      <LEAVE_DATE>
      <ACCRUED_DATE>
      <OVERRIDING_FACTOR>
      <OVERRIDING_RATE_ID>
      <OVERRIDING_RATE_NAME>
      <OVERRIDING_UOM>
      <OVERRIDING_UNIT>
    <\ABSENCE_DATE>
  <\ABSENCE_DATE_LIST>
  <\ABSENCE>
<\ABSENCE_LIST>

XML Tags

This table describes the purpose of the tags used in the XML file.

XML Tag Purpose

ABSENCE_LIST

Outermost tag that contains a set of absences.

ABSENCE

Tag containing information about a particular absence.

ABSENCE_TYPE

Type of absence that's being transferred to payroll, such as accrual, accrual with entitlement, or entitlement.

ACTION

Type of action that would be performed, such as CREATE, REMOVE, and MODIFY.

ABSENCE_ID

Unique identifier for the absence from the source application. Never use the same ID twice to identify another absence.

MAPPING_ID

Identifier for the payroll component definition, which is used to create the absence in payroll.

MAPPING_NAME

Name used for the mapping.

LDG_ID

ID of the legislative data group associated with the record.

LDG_NAME

Name of the legislative data group associated with the record.

HR_TERM_ID

Unique ID for the HR period.

You can provide either the TERM_NUMBER or the HR_TERM_ID. If you provide the TERM_NUMBER, you must also provide the legal employer details.

TERM_NUMBER

Number that identifies the employment periods for the absence.

HR_ASSIGNMENT_ID

This is the HR Assignments unique ID.

You can provide either the ASSIGNMENT_NUMBER or the HR_ASSIGNMENT_ID. If you provide the ASSIGNMENT_NUMBER then you must also provide the legal employer details.

ASSIGNMENT_NUMBER

Number that identifies the employment assignment for the absence.

ABSENCE_RATE_ID

Unique identifier for the absence rate.

ABSENCE_RATE_NAME

Name of the rate used to calculate the payment amount.

ABSENCE_UNIT

Unit of time in which the absence is recorded.

ABSENCE_UOM

Unit of measure being used for the absence (for example, days, hours or weeks).

ADJUSTMENT_UNIT

Unit of time in which an adjustment is being made to the absence.

FACTOR

Factor that's used in the calculation of the absence.

CALCULATION DATE

Date used for payroll calculations, such as the payment calculation for maternity leave based on the baby's due date.

PERIODICITY

Used with the amount or rate, the periodicity is the frequency that determines the absence rate.

ABSENCE_START

Date the absence started.

ABSENCE_END

Date the absence ended.

ABSENCE_DATE_LIST

List of dates in which the absence occurred.

ABSENCE_DATE

Date the absence is being reported.

LEAVE_DATE

Date on which the leave of absence occurred.

ACCRUED_DATE

Date on which the absence was accrued.

OVERRIDING_FACTOR

Factor that's being used to override the calculation of the absence.

OVERRIDING_RATE_ID

Unique identifier for the rate being used to override the absence.

OVERRIDING_RATE_NAME

Name of the overriding rate that would be used to calculate the absence.

OVERRIDING_UOM

Unit of measure being used to override the absence (for example, days, hours or weeks).

OVERRIDING_UNIT

Unit of time in which an override is being made to the absence.

Run the Load Benefit Batches Process

Use the Load Benefit Batches process to transfer pension deduction information from a benefits application to benefits and pensions calculation cards for payroll processing.

Submit the Process

You can submit the process from the Payroll Checklist or Payroll Administration work areas. Alternatively, you can add it to a payroll flow pattern so that it runs as part of your regular payroll flow.

To submit the process, do these steps:

  1. Extract your pension data into an XML file, which must use the required file format and XML tags.

  2. Use the Submit a Payroll Flow task to submit the Load Benefit Batches flow from the Payroll Administration or Payroll Checklist work areas.

  3. On the Enter Parameters page, enter a name to identify the flow.

  4. In the Interface field, select Import Benefit XML.

  5. Optionally, specify a process configuration group.

  6. Optionally, complete the parameters on the Flow Interaction page.

  7. Optionally, complete the parameters on the Scheduling page.

  8. Click the Submit button on the Review page. In the Confirmation window, click the Ok and View Checklist button.

  9. On the Task Details tab of the payroll flow, click the Go To Task button for the Upload File task.

  10. On the Upload File page in the File field, click the Add button to display the Manage Attachments window.

  11. In the Type field, select File.

  12. Search for and select your XML file. Click the OK button.

    The load batches task starts automatically after the Upload File task completes.

Resolve Transfer Errors

When you load a benefits batch, the application validates the entries to confirm that the worker isn't terminated and is eligible for the deduction. The application rejects entries for any date beyond the worker's termination date.

If the process ends in error, you can roll it back, resolve the error in the source application, and resubmit the Load Benefit Batches process.

View and Correct Entries

When the process completes successfully, it creates or updates a calculation card for each person included in the XML file. Use the Manage Calculation Cards task in the Payroll Calculation work area to view the new entries on the cards.

You can enter or update these values on the cards, if required:

  • Payee

  • Reference Number

  • Employee Additional Contribution

The other values are view-only and must be maintained in the source application.

File Format for Importing Pension Deductions

When you submit the Load Benefit Batches process, specify the attachment for the XML file that contains the benefit data. This topic explains the XML file format and XML tags you must use in the file. Submit the Load Benefit Batches process from the Payroll Checklist or Payroll Administration work areas. The process creates a calculation card or updates an existing card for each worker whose pension information is transferred.

XML File Format for Importing Pension Deductions to Payroll

When you create a file to transfer pension deduction information to payroll, use this format.

<BENEFIT LIST>
<BENEFIT>...
<ACTION>
<BENEFIT_ID>
<MAPPING_ID>
<LDG_ID>
<LDG_NAME>
{
<HR_TERM_ID>
<TERM_NUMBER>
<HR_ASSIGNMENT_ID>
<ASSIGNMENT_NUMBER>
}
<LEGAL_EMPLOYER_ID>
<LEGAL_EMPLOYER_NAME>
<BENEFIT_START>
<BENEFIT_END>
{
<BENEFIT_RATE_ID>
<BENEFIT_RATE_NAME> |
<AMOUNT>
<PERIODICITY>
<BENEFIT_MAX_ELECTION>
<BENEFIT_REF_NUMBER>
}
</BENEFIT>
</BENEFIT_LIST>

XML Tags

This table describes the purpose of the tags used in the XML file.

XML Tag Purpose

BENEFIT_LIST

Outermost tag that contains a set of benefits.

BENEFIT

Tag containing information about a particular benefit.

ACTION

The type of action that would be performed, such as CREATE, REMOVE, and MODIFY.

BENEFIT_ID

Unique identifier for the benefit from the source application. Never use the same ID twice to identify another benefit.

MAPPING_ID

Identifier for the payroll component definition, which is used to create the benefit in payroll.

LDG_ID

ID of the legislative data group associated with the record.

LDG_NAME

Name of the legislative data group associated with the record.

HR_TERM_ID

Unique ID for the employment period.

You can provide either the TERM_NUMBER or the HR_TERM_ID. If you provide the TERM_NUMBER, you must also provide the legal employer details.

TERM_NUMBER

Number that identifies the employment period for the pension deduction.

HR_ASSIGNMENT_ID

Unique ID for the assignment.

You can provide either the ASSIGNMENT_NUMBER or the HR_ASSIGNMENT_ID. If you provide the ASSIGNMENT_NUMBER, you must also provide the legal employer details.

ASSIGNMENT_NUMBER

Number that identifies the employment assignment for the pension deduction.

LEGAL_EMPLOYER_ID

ID of the legal employer name that the assignment belongs to.

LEGAL_EMPLOYER_NAME

Legal employer name that the assignment belongs to.

BENEFIT_START

Start date of the benefit.

BENEFIT_END

End date of the benefit.

BENEFIT_RATE_ID

ID of the rate that would be used to calculate the payment amount.

BENEFIT_RATE_NAME

Name of the rate that would be used to calculate the payment amount.

AMOUNT

Amount that's used to calculate the rate using the periodicity.

PERIODICITY

Used with the amount or rate, the periodicity is the frequency that determines the rate value.

BENEFIT_MAX_ELECTION

Annual maximum election amount that can be processed.

BENEFIT_REF_NUMBER

Employee's reference number with the provider of the pension (benefit organization).