Time Card Updates to Payroll

Load time card update entries to Payroll by submitting the Load Time Card Batches process, when there is a change to a time card.

Your time elements control how time information is loaded to the application when there is a change to a time card. You can use either of these two methods to load time card updates: ‘Update’ or ‘Delete and Create’ method.

Let’s look at an example to understand these different methods. An employee submits a weekly timecard with 7.5 hours salary per day, Monday to Friday. The timecard is loaded into the payroll application. Subsequently, the employee updates Thursday’s salary hours to 8.5 hours.

Update:When time is next loaded to payroll, only the 8.5 hours update is loaded. If the weekly time card has already been paid, the additional 1 hour is identified by the retropay process and paid in the next payroll period.
Note: It is recommended that you enable the Updatesolution when you create time elements for a payroll implementation. The Update solution is automatically available from Release 22C and onwards.This solution reduces the volume of time card entries created and also supports costing updates at the time card entry level. It also reduces the volume and complexity of retropay processing for time card changes.
Delete and Create: When time is next loaded to payroll, the original 7.5 hours is deleted, and a new time entry is created for 8.5 hours.

Follow these steps to enable the Update solution:

By default, the ORA_PAY_INTFC_IN_PLACE_UPDATE profile option is set to No, which means that the time card records are deleted and recreated when you upload updated time card information. To disable this action, set the profile option to Yes so that only the updated time information is passed to payroll.

Navigate to the Setup and Maintenance area and search for the Manage Administrator Profile Values task.
On the Manage Administrator Profile Values page, search for and select the ORA_PAY_INTFC_IN_PLACE_UPDATE profile option.
Set the profile option ORA_PAY_INTFC_IN_PLACE_UPDATE to Yes.
Click Save and Close.
When time card information is loaded into the payroll application, the details including costing, is held in the calculation information tables. Expand the retropay event group to include changes to these time card details.
- Navigate to My Client Groups and select the Event Group task.
- Add the ‘Calculation Range Item’ entity to the ‘Entry Change for Retro’ event group for each type of update such as correction, insert, remove and update. You need to select the 'VALUE1' attribute for the correction update. Attribute can be left blank for the insert, remove and update rows.
Take the same action if you have defined your own event group for retropay purposes.

Upgrade Time Elements

For all time elements created prior to Release 22C update, upgrade your time elements using the Run Feature Upgrade flow by following these steps:

Select the Upgrade Time Element for Time Update Feature.
Optionally enter a Process Configuration Group.
Enter the name of your time element to be updated in the Additional Information parameter. Alternatively enter ‘%’ to run the upgrade process for all your time elements.
Set the profile option ORA_PAY_INTFC_IN_PLACE_UPDATE to Yes. By default, the profile option is set to No which means Time records are deleted and recreated when updated time card information is loaded. To disable this action, set the profile option to Yes so only the updated time information is passed to payroll.
When time card information is loaded into the payroll application, the details including costing, are held in the calculation information tables. Expand the retropay event group to include changes to these time details.
- Navigate to My Client Groups and select the Event Group task.
- Add the Calculation Range Item entity to the Entry Change for Retro event group for each type of update such as correction, insert, remove.
Take the same action if you have defined your own event group for retropay purposes.