1. Implementing Payroll for the United States
  2. Configure the Online Payslip

Configure the Online Payslip

As with any other predefined report template, you can configure the payslip template to meet your organization's needs, such as adding secondary allowances, setting a precision value, or modifying delivery options.

By default predefined template:

  • Produces both the online and printed payslips, based on the extract delivery option you set

  • Provides requirements as established by certain states

    For example, California requires that retroactive payments show the period earned. The predefined payslip template displays this data.

Note: The payslip.xml file contains comprehensive employee payroll info. You must ensure that any contract you have with a third-party supplier that grants them access to this file also contains a requirement to keep your employees' info confidential.

If the default payslip doesn't meet your needs, consider the following.

  • How can you edit the default template

  • How you can set the precision value

  • How you can set delivery options for the online and printed payslip

Configure the Default Template

To create a template based on the predefined template:

  1. Log into the Oracle Fusion Business Intelligence (BI) Server, and copy the preconfigured USOnline_Payslip template, located under this path.

    /Shared Folders/Human Capital Management/Payroll/Payment Distribution/US

  2. Open the USOnlinePayslip template, and save it under a new name.

  3. Make the required changes.

  4. Open the Custom folder.

  5. Select +Add New Layout.

  6. Under Upload or Generate Layout, select Upload.

  7. In Upload Template File, enter or select the following.

    Field name

    What you enter

    Layout Name

    The value you enter is required when you set up and override the predefined payslip.

    Template File

    Select the template you just modified.

    Type

    RTF Template

    Locale

    English

  8. Click Upload.

Add Secondary Allowances

The Archive Periodic Payroll Results process archives Secondary Allowance fields for states that offer them on their forms W-4, such as California and Georgia.

By default, the payslip displays only Allowances, but you can modify the template to include Secondary Allowances as well or the sum of the two.

Set the Payslip Precision Value

The precision value defines how many decimal points the payslip uses when showing rate amounts. While the default is two decimal places, you can change it. Changing the precision value doesn't change the accuracy of the payroll calculations. It just changes how they're captured in the archive.

To change the default payslip rate precision value on the periodic archive, do the following before you run the archive process.

  1. From My Client Groups, click Show More.

  2. Under Payroll, click Payroll Process Configuration.

  3. Create a configuration group, and give it a meaningful name.

  4. In Details, add a row and select Payslip Rate Precision.

  5. Set the number of decimal places in Override Value.

When you run the Archive Periodic Payroll Results process, use the Process Configuration Group parameter to select this configuration group.

Note: You can modify the precision value set on the report template itself, and this value would override the value you set on the archive process.For example, suppose you want your hourly employees to see four decimal places for rates on their payslips and the salaried employees to see only two decimal places. In this case, you would:For further info, see the following in the Help Center.

Configure the Online Payslip Delivery Options

Once you have configured the template, you must replace the predefined template.

  1. From My Client Groups, click Show More.

  2. Under Data Exchange, click Extract Definitions.

  3. Enter Payslip as the name.

  4. Select a US legislative data group.

  5. Click Search.

  6. Under Search Results, click Payslip.

  7. In Edit Extract Definition, in Hierarchy, select Extract Delivery Options.

    If you don't see this page, click Switch Layout.

  8. In Extract Delivery Options, click Add.

  9. Add or select the following fields for the online payslip.

    Field name

    What you enter

    Start Date

    01-01-0001

    Delivery Option Name

    Enter a meaningful name

    Output Type

    PDF

    Report

    Enter the path of the report on the BI server

    It must include the "xdo" extension. For example:

    /Human Capital Management/Payroll/Payment Distribution/US/USOnlinePayslip.xdo.

    Note: This value is the file path location and not the actual name. Because there's a global payslip and a US payslip, you must ensure you're updating the US payslip.

    Output Name

    Provide a meaningful name

    Report Layout or Template Name

    Enter the name of the template on the BI server

    Delivery Type

    Document of Records

    Bursting Node

    /DATA_DS/G_1/FILE_FRAGMENT/PAYSLIP/PAYMENT_RECORD/REL_ACTION_ID

    Overriding Delivery Mode

    US Online Payslip

  10. In Additional Details, enter the following.

    Field name

    What you enter

    Date From

    /DATA_DS/G_1/FILE_FRAGMENT/PAYSLIP/PAYMENT_RECORD/GLB_ARCH_PR/GLB_PAY_ARCH_PR_PAYROLL/PAYROLL_PERIOD_START_DATE

    Date To

    /DATA_DS/G_1/FILE_FRAGMENT/PAYSLIP/PAYMENT_RECORD/GLB_ARCH_PR/GLB_PAY_ARCH_PR_PAYROLL/PAYROLL_PERIOD_END_DATE

    Information Text1

    /DATA_DS/G_1/FILE_FRAGMENT/PAYSLIP/PAYMENT_RECORD/GLB_ARCH_PR/GLB_PAY_ARCH_EE_INFO/EMAIL_ADDRESS

    Information Category

    US_PAYSLIP

    Information Date1

    /DATA_DS/G_1/FILE_FRAGMENT/PAYSLIP/PAYMENT_RECORD/GLB_ARCH_PR/GLB_PAY_ARCH_PR_PAYROLL/PAYROLL_PAYSLIP_VIEW_DATE

    Information Number1

    /DATA_DS/G_1/FILE_FRAGMENT/PAYSLIP/PAYMENT_RECORD/GLB_ARCH_PR/GLB_PAY_ARCH_PR_PAYROLL/PAYROLL_ID

    Information Number2

    /DATA_DS/G_1/FILE_FRAGMENT/PAYSLIP/PAYMENT_RECORD/GLB_ARCH_PR/GLB_PAY_ARCH_PR_PAYROLL/PAYROLL_PERIOD_NUMBER

    Information Number3

    /DATA_DS/G_1/FILE_FRAGMENT/PAYSLIP/PAYMENT_RECORD/NET_PAY

    Information Number5

    /DATA_DS/G_1/FILE_FRAGMENT/PAYSLIP/PAYMENT_RECORD/GLB_ARCH_PR/GLB_PAY_ARCH_PR_INFO/GLB_ARCH_CBID/GLB_PAY_ARCH_CBID_INFORMATION/PREPAYMENT_RELATIONSHIP_ACTION_ID

    Information Number6

    /DATA_DS/G_1/FILE_FRAGMENT/PAYSLIP/PAYMENT_RECORD/GLB_ARCH_PR/GLB_PAY_ARCH_PR_INFO/GLB_ARCH_CBID/GLB_PAY_ARCH_CBID_INFORMATION/CALC_BREAKDOWN_ID

    Document Name

    PAYSLIP

    Issued Date

    /DATA_DS/G_1/FILE_FRAGMENT/PAYSLIP/PAYMENT_RECORD/PAYMENT_DETAILS/PAYMENT_DATE

    Key

    Select a value from the list in the Attribute column. It must reference the correct object.

    To find this value, perform a search with this criteria.

    • Parent Data Group: Global Archive Payroll Calc Breakdown

    • Attribute: Calculation Breakdown Identifier

    • Record: Global CBID Information

    Locale

    En_US

    Person Id

    /DATA_DS/G_1/FILE_FRAGMENT/PAYSLIP/PAYMENT_RECORD/GLB_ARCH_PR/GLB_PAY_ARCH_EE_INFO/PERSON_ID

    Related Object Id

    /DATA_DS/G_1/FILE_FRAGMENT/PAYSLIP/PAYMENT_RECORD/REL_ACTION_ID

    Related Object Id Column

    PAYROLL_REL_ACTION_ID

    Related Object Name

    PAY_PAYROLL_REL_ACTIONS

    System Document Type

    PAYSLIP

  11. Click Save.

Configure the Printed Payslip Delivery Options

Once you have configured the delivery options for the online payslip, you must do the same for the printed payslip.

  1. In Additional Details: Payslip, select the name of the new Printed Payslip file created.

  2. Under Extract Delivery Options, click Add.

  3. Add or select the following fields for the printed payslip.

    Field name

    What you enter

    Start Date

    01-01-0001

    Delivery Option Name

    Enter a meaningful name

    Output Type

    PDF

    Report

    Specify the path of the report on the BI server

    It must include the "xdo" extension. For example:

    /Human Capital Management/Payroll/Payment Distribution/US/USOnlinePayslip.xdo.

    Note: This value is the file path location and not the actual name. Because there's a global payslip and a US payslip, you must ensure you're updating the US payslip.

    Output Name

    Enter a meaningful name

    Report Layout or Template Name

    Enter the name of the template on the BI server

    Delivery Type

    Document Records

    Bursting Node

    /DATA_DS/G_1/FILE_FRAGMENT/PAYSLIP/PAYMENT_RECORD/REL_ACTION_ID

    Overriding Delivery Mode

    US Printed Payslip

  4. In Additional Details, set the following values.

    Field name

    What you enter

    Key

    Select a value from the list in the Attribute column. It must reference the correct object.

    To find this value, perform a search with this criteria.

    • Parent Data Group: Global Archive Payroll Calc Breakdown

    • Attribute: Calculation Breakdown Identifier

    • Record: Global CBID Information

    Locale

    En_US

    System Document Type

    PAYSLIP

  5. Click Save.

  6. In Additional Details: Payslip, select the name of the new Online Printed Payslip file.

  7. Click Save and Close.

  8. Click Submit.

When you run the Generate Payslip process, it substitutes the new custom template for the predefined one.

Troubleshoot the Process

If you're having difficulty generating your payslips, check the following.

  1. From the Generate Payslips flow, ensure your employees were correctly processed.

  2. Check the schedule process to ensure the BI jobs correctly ran.

  3. In the BI Publisher process history, check which template was called, predefined or configured.

  4. Drill down into the requests to see if it generated PDF files for each employee.

  5. Confirm a separate Document Records process was run. From Tools, click Scheduled Processes and search for the process.

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