Considerations to Adjust Individual Balances

Use the Adjust Individual Balances task to adjust one or more balances for a worker as of a specific date. For example, use this task to perform any of these actions for an individual worker:

• Adjust balances for elements you have processed during:

  • Payroll Run
  • Balance Initialization
• Create balance results for elements that you:

  • Haven't processed in a payroll run
  • Have omitted during the balance initialization process

• Correct balances with incorrect tax dimensions or incorrect tax jurisdictions

Use the Adjust Individual Balances task and select the person for whom you want to make the adjustments. Consider these factors while adjusting balances.

Effective Date

By default, the effective date is the current date.

• When adjusting a balance on the Adjust Individual Balances page, you can change it to any date between the person’s hire date and the final close date.

  For example, you can enter the process date of the payroll run or enter the end date of the last period, such as the month, quarter, or year.

• When performing an adjustment from the Person Results page, you can't change the date.

  This is because you're adjusting the balance result of the current payroll run.

Adjustment Element

On the Adjust Individual Balances page, use the Adjustment Element field in the Adjust Values section to view the eligible elements you can adjust. Select the appropriate element for adjustment based on the balance that you choose to adjust.

The Balance drop-down lists all the balances applicable for the legislative data group.

• When you select a balance, the Adjustment Element drop-down includes list of elements:
  • Feeding the selected balance
  • Elements the employee is eligible for

• To perform adjustments on any element, you must create an eligibility link. Elements that don’t have an eligibility link are not included in the Adjustment Element drop-down list.

  If there is only one eligible element, the name of the element is displayed as read-only text.

• If the employee isn't eligible for any of the elements that feeds the selected balance, you can't proceed further.

  For example, if the element duration has ended prior to the effective date of the balance adjustment, the element becomes ineligible, and you can’t make the adjustment as of the date.

  In this case, you can:

  • Select a different balance.

  • Leave the Balance field blank.

• If the element is defined at the assignment level, and if multiple assignments exist for the employee, use the Assignment field to select the appropriate assignment for adjustment.

Use the Add button to create additional adjustments for the same person in a single session. You can add multiple adjustments for:

• Same element
• Multiple elements with different balance contexts.

Context Values

Enter values for the required contexts so that the adjustment is performed correctly. If you leave the context values blank, the adjustment will not be associated with the correct context.

Here are some examples:

• If the context includes a state or province, and you have left one of the fields blank. In this case, the context is undefined and the process doesn't adjust the value.
• If an employee is transferred from one tax jurisdiction to another, create a separate adjustment for each tax jurisdiction. All adjustments use the tax jurisdiction as a context.
• If a balance value has the wrong context combination. In this case you must perform two balance adjustments:
  • An adjustment with identical values against the correct contexts
  • An equal but opposite (negative) adjustment to negate results in the wrong contexts.

Impacted Balances

The Impacted Balances section displays details of the payroll balances that are impacted by the adjustment. For example, the Bonus element with an element input value of Earnings Calculated feeds these three balances:

• Bonus
• Gross Earnings
• Net Pay

Therefore, if you select an element input value of Earnings Calculated, and select any one of these three balances to adjust, the Impacted Balances section displays adjustment details of the other two balances. This section displays:

• Current balance values for the employee.
• New balance values after the adjustment is submitted.
• Reference or context value for the balance, if applicable.

Click Impacted Balances to view the latest values of the impacted balances.

Use the Impact Balances section to view and validate the impact of the change on other payroll balances before you submit the balance adjustments for the employee.

List of Values for Balances and Elements

If you’re using any of these predefined job roles, then the list of values for Balances and Elements on the Adjust Individual Balances responsive page are secured by the security privileges defined for the roles.

• ORA_CMP_COMPENSATION_ADMINISTRATOR_JOB

• ORA_HRC_HUMAN_CAPITAL_MANAGEMENT_APPLICATION_ADMINISTRATOR_JOB

• ORA_HRC_HUMAN_CAPITAL_MANAGEMENT_INTEGRATION_SPECIALIST_JOB
• ORA_PAY_PAYROLL_ADMINISTRATOR_JOB

However, if you are using a user-defined role, add the aggregate privilege ORA_PAY_REST_SERVICE_ACCESS_PAYROLL_REFERENCE_DATA_LOVS to the role to secure the list of values. If you don’t add this privilege, the Adjust Individual Balances responsive page doesn’t display the list of values for balances and elements.

For more information on how to secure the list of values for balances and element for a user-defined role, refer ‘Secure List of Values for a User-defined Role for Balance Adjustments’ topic on the Oracle Help Center.

Costing and Payment Details

Use the Costing and Payment Details section to:

• Include adjustment in payment balance

  Select Include adjustment in payment balance to include the adjustment run results in the next prepayments process. If you're loading balances related to a payment made by a third-party for say Sick Pay, deselect this check box to prevent double payment.

• Include adjustment in costing process

  Use the Include adjustment in costing process check box to calculate the costing of the adjusted balance amount. For example, if you're adjusting balances to correct a balance initialization process, deselect this check box because the legacy application has already costed these balances.

  Follow these steps if you want to disable costing of the adjustment results.

  1. Navigate to the Setup and Maintenance area and search for the Manage Profile Options task.
  2. On the Manage Profile Options, click Actions < New and create the PAY_BAJ_UI_COST_FLAG profile option.
  3. In the Profile Option Levels section, select Updatable. Click Save and Close.
  4. Navigate to the Setup and Maintenance area and search for the Manage Administrator Profile Values task.
  5. On the Manage Administrator Profile Values page, search for and select the PAY_BAJ_UI_COST_FLAG profile option.
  6. In the Profile Values section, click Add.
  7. Specify the level at which you want to set the profile value. Select Site in the Profile Level field and N in the Profile Value field to disable costing of the balance adjustment results.
  8. Click Save and Close.

  The Include adjustment in costing process check box is deselected by default and the balance adjustment results aren't costed.

Adjust Multiple Balances Flow

After you select the payroll balance you want to adjust and enter the adjustment details, and click Submit, the Adjust Individual Balances

task uses the Adjust Multiple Balances flow to submit the changes for the employee. The flow automatically generates a name for the flow that includes the name of the employee and the date of the balance adjustment.

For example, if you use the Adjust Individual Balances to submit balance adjustments for Susan Smith as on 08, November 2022, the flow name would be 'Balance_Adjustment_Susan_Smith_2022_11_08'.

You can view details of the balance adjustments submitted for an employee on these pages:

• View Flows
• Process Results Summary
• Person Results