1. Administering Payroll for Canada End-of-Year Processing
  2. Document Delivery Preferences Setup

Document Delivery Preferences Setup

Define delivery preferences for documents that are delivered periodically from employers to workers, for example, the end-of-year slips. You can select the default delivery methods of either paper or online delivery and specify the other delivery related preferences.

Set these preferences using the Manage Document Types task in the Setup and Maintenance work area.

When you process the end-of-year slips in the Final reporting mode, the application automatically creates the PDF versions and publishes them to the Document Records. For employees who have opted for paper delivery, the tasks create separate PDF files containing their slips. You can print and distribute these files as needed.

Let's look at steps required to set up the document delivery preferences.

How to Configure the Default Delivery Options

To configure the default print options for your organization:

  1. In the Setup and Maintenance work area, go to the following:

    Offering: Workforce Deployment

    Task: Manage Document Types

  2. Search for Canada documents. These document types are available for end-of-year slips:

    • T4_ORIGINAL

    • T4_AMENDED

    • T4_CANCELLED

    • T4A_ORIGINAL

    • T4A_AMENDED

    • T4A_CANCELLED

    • RL1_ORIGINAL

    • RL1_AMENDED

    • RL1_CANCELLED

    • RL2_ORIGINAL

    • RL2_AMENDED

    • RL2_CANCELLED

  3. Select a document type to edit.

  4. In the Document Type Information section, set the Enable Document Delivery Preferences field to Yes.

  5. Use the Override Hierarchy field to define the level where your document overrides are applied. The default is Payroll. See the Overriding Default Preferences section for additional information.

    Note: This field is available only if Enable Document Delivery Preferences is set to Yes.

  6. In the Document Delivery Preferences section, check the settings and make changes as given here:

    • The default delivery method is Paper. Select Online for employees to access their slips online using employee self-service.

      Note: If you don't select Online, the document isn't published to the Document Record and the employees won't be able to view it.If you change the Delivery Method after running the End-of-Year process in Final mode, you must roll back that process and re-run the End-of-Year process in Final mode.

    • To receive digital versions of their slips, employees must provide explicit consent using Document Delivery Preferences. You can also grant initial consent at the document type level.

    • If you're outsourcing the printing of your employee slips to a third-party provider, change these settings as necessary to satisfy their requirements.

  7. Use the fields in the Document Delivery Default Overrides for any areas that require overrides to the current default settings.

  8. Click Submit.

Note: Repeat this process for each year-end document type.

Default Preference Overrides

You can set default delivery preferences on the document type and override the preferences on associated work structures. You can override default delivery preferences at various levels for a payroll statutory unit (for payroll documents) or legal employer (for other document categories).

The delivery preference levels exist in a hierarchy. For example, delivery preferences set for a location override those set for a department. Delivery preferences set for a department override those set for a legal employer. The document type is at the highest level in the hierarchy. The default delivery preferences you specify for a document type apply to all documents, if you don't override them at lower levels.

Person Level Overrides

You can enable persons to override the delivery preferences for their documents, on the Document Delivery Preferences page in the Personal Information area. The delivery preferences that workers specify on this page override delivery preferences specified elsewhere for the document type.

How to View Overrides

You can view all overrides for delivery preferences for a given document type. The View Document Delivery Preferences Report page provides information about all overrides set at the organization and person levels by document type.

To view all overrides made to delivery settings:

  1. In the Setup and Maintenance work area, go to the following:

    Offering: Workforce Deployment

    Task: Manage Document Types

  2. Search for the document type you want to view overrides.

  3. In the Document Delivery Preferences section, click the View Document Delivery Preference Report button.

  4. To export the details, select Actions-Export to Excel.

  5. To remove overrides, select Remove Overrides button.

  6. Click Done.

Employee Print Elections

If you allow your employees to specify their own preferences for year-end slips, they can do so through their Me page.

  1. On the Me page, select Pay.

  2. Select Document Delivery Preferences.

  3. For the appropriate form, click Edit and make the necessary changes.

  4. Click Save.

Note: If the employee selects the Online delivery method, and grants online delivery consent, they can view their forms online. If they don't grant consent, the forms are generated and stored in Document Records, but the employee won't be able to view them. Online access to documents can reduce the cost of printing and provides employees ease of access.

Document Record and Attachment Preferences

By default, the preferences for document records and attachments are restricted, employees or payroll professionals can't add, update, or delete completed year-end documents and attachments. This disables updates and removal of the slips after they're created and posted. This applies to all year-end document types, as well as original, cancelled, and amended slips. Here's a list of preconfigured restrictions.

  • Restrict Create = Yes

  • Restrict Update = Yes

  • Restrict Delete = Yes

  • Restrict Add Attachment = Yes

  • Restrict Update Attachment = Yes

  • Restrict Delete Attachment = Yes

The restrictions are preconfigured for these year-end document types.

  • T4_ORIGINAL

  • T4_AMENDED

  • T4_CANCELLED

  • T4A_ORIGINAL

  • T4A_AMENDED

  • T4A_CANCELLED

  • RL1_ORIGINAL

  • RL1_AMENDED

  • RL1_CANCELLED

  • RL2_ORIGINAL

  • RL2_AMENDED

  • RL2_CANCELLED

If required, you can remove the restrictions by updating the record and attachment preferences for a document type.

To access the document record and attachment preferences, use the Manage Document Types task in the Setup and Maintenance area.

Note: These restrictions aren't preconfigured for existing customers. This is only applicable for new customers implementing Release 19A, or later. Existing customers prior to Release 19A can manually configure the restrictions as noted.

HCM Data Loader

Oracle Cloud provides a data loader for performing mass-uploads of employee print preferences into the application. For further information, see HCM Data Loader: Loading Document Record Delivery Preferences (2021205.1) on My Oracle Support.