Archiving End-of-Year Payroll Results
Oracle Fusion Human Capital Management for Canada delivers the Archive End-of-Year Payroll Results report to retrieve and archive employee and employer information for year-end reporting. The year-end reports also include employee balances in a given year.
Payroll managers or payroll administrators can use the Archive End-of-Year Payroll Results task from the Regulatory and Tax Reporting area under Payroll on the Home page to generate the Archive End-of-Year Payroll Results output. You can also run this report using the Submit a Flow task under Payroll in My Client Groups on the Home page.
Parameters
Flow Pattern
Select Archive End-of-Year Payroll Results.
Payroll Flow
Enter a payroll flow name.
Year
Specify the 4-digit tax year.
Payroll Statutory Unit
Select the PSU. The process archives the year-end data of employees belonging to this PSU only.
Tax Reporting Unit
Select the TRU. If a value is selected, the process archives the year-end data of employees belonging to this TRU only. If left blank, all TRUs belonging to the selected PSU are processed.
Payroll Relationship Group
Select the payroll relationship group name, if you have defined one. For example, you can create a group to process all employees within a specific province.
Process Configuration Group
Select the process configuration group name, if you have defined one. This is an optional parameter. It is used for logging and reporting purposes.
Reason for Amendment
Enter the amendment reason, if you’re amending the T4 or T4A. This is an optional parameter and applies only to the amended T4 and T4A report types. It’s reported in the electronic interface files.
Results
Viewing the Report Output
Use the View Person Process Results task to open and view the archived data for each payroll relationship in the selected PSU or TRU. The archived results include T4, T4A, RL-1, and RL-2 data.
Post-Archive Tasks
You can view the archived data for each payroll relationship in the selected PSU or TRU. Use the following processes to roll back and rerun the archive process.
Process Rerun
There may be cases when employees are excluded from an original archive run, such as a missed vacation payout. The last payroll run for the tax year is also successfully completed. You must rerun the process to include the excluded employees.
You can identify these employees and rerun the archive again. The rerun archive process captures data for the employees excluded in the previous archive process. This process doesn’t archive data that was already archived by a previous run.
To archive all data once again, you must first roll back the archive.
Process Retry
Use the retry process to archive changed, new, or otherwise not archived data for selected employees.
Roll Back Process
Use the Roll Back process to remove the archived data. Sometimes rerun or retry isn’t possible. For example, if you ran the Archive End-of-Year Payroll Results process before completion of all the payroll processes. In this case, the data in the archive is not valid. To resolve this you must roll back the archive process.
When you roll back the Archive End-of-Year Payroll Results, the process removes the archived data from the Oracle Fusion database. Rolling back and rerunning the Archive End-of-Year Payroll Results process reruns the process and recreates the archive completely.
Use the Roll Back Process from the Checklists page.
Data Locks
After you archive the payroll run results and run any subsequent process, such as the T4, T4A, RL-1, or RL-2 Electronic Interfaces or PDFs, the archived data gets locked. Once locked, you can’t change the data through either retry or roll back of the archive. You must first roll back the Electronic Interfaces or PDF process, to try the retry or roll back archive process.
Special Characters
If special characters (<
> ’ ” &
) exist in any of the year-end electronic interface
files, the government may reject the files. Therefore, all special
characters entered in the application are removed during the archive
process, before they’re submitted to the government. This includes
the interface files for the T4, T4A, RL-1, RL-2. This change is reflected
in all year-end reports (End-of-Year Exception Report, End-of-Year
Register, employee slips, and electronic interface files). The fields
given here are scrubbed for special characters. All special characters
are replaced with a space, with an exception of ‘&
’, which is replaced with the word ‘and’.
-
Employee first name
-
Employee last name
-
Employee address line 1 and 2
-
Transmitter name
-
Transmitter contact name
-
Contact name for this return
-
Transmitter address line 1 and 2
-
Transmitter computer resource person name
-
Transmitter accounting resource person name