1. Using Project Costing
  2. Import Payroll Costs

Import Payroll Costs

This topic explains how you can import payroll costs and distribute them to sponsored or non-sponsored projects, and the ledger, using labor schedules.

People (employees and contractors) get paid on Payroll either on a full-time salary or using payroll time sheets that are sent to Payroll. These time sheets can also be sent to Projects for project progress tracking and reporting purposes.

Labor distribution uses a document type called Labor Distribution that is seeded within the Oracle Fusion Projects transaction source. Users with the Manage Project Transaction Source privilege can configure these transaction types to specify how transaction data emanating from the Labor Distribution document type must be managed once its imported. For details on how you can configure document types, see Transaction Source Options.

Import Payroll Costs Directly from Oracle Payroll

Use the Import Payroll Costs scheduled process with Oracle Fusion Payroll as the transaction source. See Payroll Costs Import Parameters, below, for more information.

To view the status of the import process, search for the process in the Scheduled Processes > Overview page.

Note:
  • This integration also enables you to run the Import Payroll process for all business units simultaneously.
  • The import process only receives those payroll costs from Oracle Fusion Payroll that have person assignment and person assignment pay element labor schedules that are active for the time periods of the payroll periods chosen during import.

Import Payroll Costs Using File-Based Data Import

Create labor project and nonproject costs based on the predefined labor schedules for the transactions in the Payroll Project Costing open interface table using the Import Payroll Costs workbook template.

For more information about the Import Payroll Costs Excel workbook template, see the File-Based Data Import for Project Portfolio Management guide.

You must have the Labor Distribution Accountant role to complete the interface and import processes.

To import payroll costs using FBDI:

  1. Prepare your data in the Import Payroll Costs macro-enabled Excel workbook template.

  2. Click Generate CSV File in the template to create a comma-separated values file.

  3. Load the payroll transaction values to the interface table. For more information on the interface process, see the Import Payroll Costs topic in the File Based Data Import for Oracle Project Portfolio Management Cloud guide.

  4. After the interface table is loaded, run the Import Payroll Costs process to import payroll costs from the interface table and validate and process them to create project cost distributions.
  5. Enter import-related details as appropriate. For details on these options, see Payroll Cost Import Parameters, below.
  6. Exceptions for invalid transactions are tracked in the Manage Labor Costs page and in the Import Payroll Costs Report. Fix the errors and resubmit the process. For more information on this topic, see Manage Labor Costs.

The Import Payroll Costs Report is available to be run independently of the Import Payroll Costs process. This is to be used in case of an error that causes the interface records to get into an unexpected status. This process will rerun based on the prior Process ID provided and clean up the interface records if needed.

Payroll Costs Import Parameters

Parameter Description Applicable when Transaction Source is Oracle Fusion Payroll? Applicable when Transaction Source is Oracle Fusion Projects?
Business Unit The business unit of the person and assignment associated to the payroll cost. Yes Yes
Process Mode

  • All: Process records in New or Error status.

  • Error: Process records that failed the import process, such as failing funds check on the project being distributed.

  • New: Process records that you haven't attempted to import yet.

 Yes Yes
Consolidation Set (Optional) Identifies the consolidation group that you want to use for the payroll run. Yes No
Payroll Name (Optional) The Payroll Name that you want to use for this process. Yes No
Person (Error Mode Only) A person that has records with errors in the interface table. Yes Yes
Assignment (Error Mode Only) A person assignment combination that has records with errors in the interface tables. Yes Yes
Batch Name (Optional) A batch name that exists in the interface table. You use this to import and distribute the costs. No Yes
Period Start Date (Optional) Pay period start date (from which) to process all records in the interface table that match that date. Yes Yes
Period End Date (Optional) Pay period end date (up to which) to process all records in the interface tablethat match that date. Yes Yes
Pay Element The Pay Element associated with the payroll costs that you want to import. Yes No

Output Reports

After the Import Payroll Costs process completes, the Generate Reports process automatically runs. If errors exist, the following output reports are created:

  • Staging Validation Error Report: Lists a summary of the transactions that failed to move from the staging table to the interface table due to invalid values.

  • Import Payroll Costs Report: Provides details about the transactions that were successfully imported but contain errors.

Review the Staging Validation Error Report and repeat these steps until you import all the required payroll data successfully:

  1. Review the error message detail in the Staging Validation Error Report and regenerate the CSV file. Or, you can manually fix the issues in the CSV file.

  2. Load the CSV file.

  3. Run the Load Interface File for Import process followed by the Import Payroll Costs process.

Review the error details in the Import Payroll Costs report and navigate to the Manage Labor Costs page in the Labor Distribution Management work area to correct these transactions.

Processing Logic

The Import Payroll Costs process uses the following order of precedence to decide which labor schedule to apply to a payroll cost:

  1. Assignment Element
  2. Element
  3. Assignment

See the Precedence of Payroll Costs Distribution Based on Labor Schedule Type section in the Labor Schedules topic for additional guidance.

The pay period defined on the payroll cost must be able to be fully distributed by one or a combination of more than one labor schedules active within the start and end dates, as well as the project, task, or award start and end dates. The person's assignment start date or end date are used if needed to calculate a daily rate. For example, if the person assignment is terminated 5 days into a 10 day pay period, the daily rate will be calculated for 5 days only, and the processing end date will be the assignment end date.

The payroll cost status depends on the status of all distributions. If any one of the distributions fails, the labor cost will be in an Error status. This is to ensure that the labor cost is completely distributed before its status is set to Success.

The following attributes are critical in payroll cost processing using labor schedules:

  1. Status of Labor Schedule Version
    1. New: Will not be used in the Import Payroll Costs process.
    2. Active
      1. Will be used in the Import Payroll Costs process.
      2. The start date and end date will be compared with the pay period start and end dates of the payroll cost to see if it covers the entire labor schedule, or if another active labor schedule in combination covers the entire pay period. This applies to labor schedules types.
    3. Inactive
      1. Will NOT be used in the Import Payroll Costs process.
      2. Can be set back to Active at any time.
  2. Pay Period Start and End Dates
    1. Must be able to be fully distributed based on the start and end dates of one or more labor schedule versions and of related project, task, or award start and end dates. This applies to all labor schedule types.

    2. The number of working days between the pay period start and end date is used to calculate the daily rate. Net working days are weekdays only.

      Example:

      Start Date: Monday April 13th, 2020

      End Date: Friday April 24th, 2020

      Net Working Days: 10 days

  3. Project, Task, and / or Award Start and End Dates: These are used in conjunction with the start and end dates of labor schedules to ensure full distribution of cost.

Payroll Cost Expenditure Item Date Calculation

Use the Expenditure Item Date Derivation for Payroll Costs profile option to change the default derivation rule. Optionally, change the default value of Payroll Process Start Date to Payroll Process End Date. This change derives the expenditure item date based on the latest date of the labor schedule version end date or the pay period end date instead of the start of those date-bounded objects.

Here's an example that illustrates how the cost associated with a person can be spread across two labor schedules. In this instance, the employee, Mary Marshall, is moved from one project to another during the same pay period.

Labor Schedules for Mary Marshall

Labor Schedule Name Start End Rule Percentage
Version 1 January 1, 2019 September 15, 2019 DOD Project 100%
Version 2 September 16, 2019 … NSF Project 100%

Payroll Cost

Pay Period Start Pay Period End Person Amount
September 1, 2019 September 30, 2019 Mary Marshall $1,000

Expenditures

Project Expenditure Item Date Amount Processing Logic
DOD Project September 1, 2019 $476.19 10 Net-working days at daily rate of $47.62
NSF Project September 16, 2019 $523.81 11 Net-working days at daily rate of $47.62

Import Payroll Costs Key Attributes

When you import payroll costs from third-party source, you must provide at least the following details:

  • Person and Assignment: These attributes are validated during the import process, and if they're not found, the payroll record is rejected.

  • Pay Element: The pay element specified in the imported data will be validated against the Pay Element object in the Human Capital Management (HCM) Payroll object of Element.

    To create elements, use the Element HCM setup task. Using HCM elements allows for:
    • The element to be used as a source in Subledger Accounting for creating specific journals, if needed.
    • Integration with Payroll business flows.

See Payroll Element Setup Instructions for Non-Oracle Payroll Customers in the Implementing Project Financial Management and Grants Management guide for more information.