1. Administering Payroll for United States End-of-Year Processing
  2. Quarter-to-Date Archive

Quarter-to-Date Archive

The Quarter-to-Date Archive flow archives employee, employer, and tax data for a quarterly tax period.

After being archived, this data is available for use in quarterly statutory reporting, such as the Multiple Worksite Report.

The flow archives the data for each payroll relationship within all the states for the selected payroll statutory unit (PSU) or tax reporting unit (TRU). Data affected by the following payroll actions is eligible for archival.

  • R (Run)

  • Q (QuickPay)

  • B (Balance Adjustment)

  • I (Balance Initialization)

  • V (Reversal)

To run this flow:

  1. From My Client Groups, click Payroll.

  2. Click Submit a Flow.

  3. Select your US legislative data group.

  4. Search for and select Quarter-to-Date Archive.

Before You Start

For any employee's state unemployment insurance (SUI) state within the selected TRUs, define the following registrations.

Jurisdiction

Field name

What you enter

United States Federal Tax

Registered Address

Your employer address.

United States Federal Tax

EIN or TIN

Your federal employer identification number (EIN).

<state> Unemployment Insurance

Registration Number

Your SUI account number.

Use the Contacts page of the Legal Reporting Unit task to ensure the following fields are populated for each TRU.

Field name

What it's for

Legal Role

Contacts are required for both the Payroll Tax Representative and Payroll Representative legal roles.

Use Search to find the task if needed.

Use United States Multiple Worksite Reporting in the Location task to ensure the following are appropriately populated for each location.

Field name

What you enter

Trade Name

Name of the client establishment at this location.

Worksite Description

Meaningful, unique description of the client establishment, such as store number or plant name.

Include for Reporting

At least one location must have this field set to Yes.

Every employee designated as work-at-home must have their reporting location set on their Reporting Information card. The Reporting Information calculation component is added by default when you create the card. Under the Reporting Information calculation component details, you must make sure the following is set.

Field name

What it's for

Reporting Location for Work-at-Home Employees

The value specified is used as the location to report the work-at-home employee.

Flow Parameters

Quarter

Specify the quarter of this report, either 1, 2, 3, or 4.

Year

Specify the 4-digit year.

Payroll Statutory Unit

Select the PSU for which you want to archive the employer, employee, and tax data.

Tax Reporting Unit

Select the TRU for which you want to archive the employer, employee, and tax data.

Process Configuration Group

Provides sets of payroll action parameters. Used mainly for logging and performance.

Archive Results

This flow archives the employer data for a TRU even if no employees are assigned to it. In addition, some states require maintenance of legacy info for TRUs that had formerly employed workers.

After the archive is complete, multiple operations are available.

View Archive Results

To view the archived flow results:

  1. From My Client Groups, click Payroll.

  2. Click Process Results Summary.

  3. Perform a search for an Archive End-of-Year Payroll Results flow pattern against the appropriate PSU or TRU.

  4. Select Output and Log Files.

  5. Select the log file to view.

To view an individual's results:

  1. From My Client Groups, click Payroll.

  2. Click Process Results Summary.

  3. In the search criteria, specify the employee, process of Archive Write, and other relevant info and perform the search.

  4. Select Process Results.

  5. Select the archive results.

  6. Select the record name to view the context.

Balance Reconciliation

Validate the balance values captured in the archive. For further info, see Oracle Cloud Human Capital Management for the US Payroll Reconciliation (2086251.1) on My Oracle Support.

You might have to perform a balance adjustment. For further info, see the following on My Oracle Support.

  • Oracle Cloud Human Capital Management for the US: Balance Adjustments (1600728.1)

  • Oracle Cloud Human Capital Management for the US: Batch Balance Adjustments (2053488.1)

Flow Rerun

Captures data for employees that were excluded from a previous archive. This flow doesn't archive data that has been archived by a previous run.

Flow Roll Back

There are instances where rerun or retry isn't possible, such as if you ran the Quarter-to-Date Archive flow before all payroll processes had completed. In these cases, the data in the archive isn't valid. To resolve, you must perform a roll back operation.

Rolling back the Quarter-to-Date Archive flow removes all archived data from the database. Rolling back and rerunning the Quarter-to-Date Archive flow reruns the process and recreates the flow completely.

Use the Roll Back Process flow.

Data Locks

The archived data is locked by flows you run subsequently, such as the Multiple Worksite Report flow. After being locked, you can't change that data through either retry or roll back of the archive. You must first roll back the flows establishing the locks.

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