Home

Oracle Payroll UK User`s Guide

1. 0 000 12 17 Costing Compensation and Benefits 12 19 Controlling Element Processing in Payroll Runs 12 20 Setting Up Compensation and Benefits for Payroll PROCESSING o eiae e ea eie EE AG dats hr ea aa gales 12 21 Defining an Element Payroll Users 00 0000000 12 22 Element Processing Option Examples 4 12 27 Defining an Element s Input Values 54 12 28 Creating Balance Feeds for Individual Elements 12 30 Creating Classes of Balance Feeds 00 12 31 Associating Processing Rules with Elements 12 32 Defining Element Links 06 6 cece cence eee 12 35 Adjusting Input Values for an Eligibility Group 12 37 Element Link Details Report 000 cece cae 12 38 Customizing the Element Entries Window 12 39 Tracking Compensation and Benefit Changes 12 40 Entering Compensation and Benefits 0 12 42 Automatic or Manual Element Entry 04 12 43 Entering Elements suare miat aAa AEE AAA EAR AE OAE E 12 44 Making Third Party Payments 00 ce cece eee 12 47 MIX for Batch Entry 0 0 ea ia nen eee 12 50 Creating and Updating Batches of Element Entries 12 51 Validating a BEE Batch 0 0 ccc cee eens 12 56 Transferring a BEE Batch 6 cece eee eee 12 56 Purgin
2. 000 15 32 Correcting NI Category Code Entries 4 15 34 Overriding NI System Calculations 06 15 36 NIC for Company Directors asasas eee eee 15 37 Updating an Employee to Director 0 0000 15 40 Updating a Director s Employment Status 15 41 x Oracle Payroll UK User s Guide Paying Directors NIC On Account 00 15 41 Paying Employers NIC On Account 0 15 42 Viewing Processing Results for a Director 15 44 NI Class 1A Contributions 0 66 c cece eee 15 45 Predefined Elements for Class 1A Administration 15 46 Formulas for Calculating NI Class 1A Contributions 15 47 NI Class 1A Contribution Balances 0 0055 15 48 Entering NI Car Elements for Employees 15 50 Updating NI Car Element Entries 15 51 Viewing NI Class 1A Contribution Run Results 15 52 NI Car Detail Report 0 eee eee ees 15 53 Chapter 16 Court Orders and Arrestments 0 cece eee eee 16 1 Court Orders and Arrestments Legislation 16 2 Attachment of Earnings Orders 0 0 000s sees 16 3 Scottish Arrestments oee reri pern eee cece eee 16 7 Processing Priority for Court Orders 06 16 8 Oracle Payroll and Court Orders Arrestments 16 9 Non Third Party Payment Co
3. Mi gt To enter a contact 1 Do one of the following e Enter the name of a new person e Select from a list of people already entered on the system If you enter a new person you can select their gender and enter their birth date Optionally select a relationship type for the contact If this contact is the recipient of a third party payment for example from a court ordered deduction check the Payments Recipient check box This allows you to select this person on the Personal Payment Method window when entering a third party payment method for the employee Save your work To enter addresses for the contact choose the Address button Oracle Payroll UK User s Guide Competence Profiles Qualifications School Attendances and Work Choices As you recruit new people and develop existing employees you need to track their competencies and work preferences This enables you to match them to projects and vacancies develop succession plans and organize further training and certification In Oracle HRMS you can record the following information e A competence profile this is a list of the competencies held by a person and their level of proficiency in each competence e Qualifications including details of individual subjects grades licenses status of ongoing training and tuition fees e Attendances at educational establishments such as schools and colleges e Work choices including wil
4. Table 18 1 Inquiry Windows in Oracle HRMS Reports and Inquiries 18 3 Inquiry Window Information Provided List Employees by All employees assigned to one organization and optionally Organization to all organizations below it in a specified hierarchy Assignment History The dates of assignments and periods of service for an employee who has had more than one assignment NOTE use DateTrack History on the Assignment window to see historical changes to one assignment List Employees by All employees assigned to a specified position or Position organization and job List Employees by Current holders of positions at and below a specified Position Hierarchy position in a position hierarchy View Employee Grade The amount employees receive for a specified element as a Comparatio percentage of the mid value of their grade rate range List Employees by All absences of a particular absence type or category Absence Type within optionally a specified time period View Employee Absence Periods of absence for a specified employee History List People by Special All people for whom you have entered details about a Information specified special information type List Employees by All employee assignments receiving a specified Element compensation element within a given time period View Element Entry The history of entries of one or more elements for an History for Employee employee assignment List Position Budget Variances
5. maf Grade Havin Wajue imie Here hiaiae To define grade rates 1 Set your effective date to a date early enough for any historical information you want to enter 2 Enter a name for the grade rate and select the units for measuring it Save your new rate 3 Inthe Grade Rate Values block select the grades for which you want to define rates For each grade enter a fixed value and or a minimum maximum and mid value Grades and Their Relationship to Pay 4 9 To use this grade rate to validate salary proposals entered in the Salary Administration window you must enter a minimum and maximum value To view comparatio values using this grade rate you must enter a mid value See Also Setting Up Salary Administration page 14 4 Viewing Grade Comparatios The View Employee Grade Comparatio window compares the compensation values you enter for employees with the minimum maximum and mid values you define for their grades Prerequisites L Define a grade rate and enter minimum maximum and mid values for each grade L Enter salary or other compensation values for your employees Gl p aed mmr O t yO Y Evii Agmpererd inibe sha Cimina Pexon of Farga S Tite gt To view employee grade comparatio values 1 Select an element an input value and a grade The inquiry finds assignments that are on this grade and that have an entry for this input value 4 10 Oracle Payroll UK User s G
6. 66 c cece eee B 9 Protected Flexfields sssrini tieten E eee B 10 Database Items esensnsnsuensuessueeseseseseseseseses C 1 Static Database Items 2 rioen ds tananan EE O ha ei C 2 Applicant Information 6 6 06 c cece eee eee C 2 Employee Assignment Information 065 C 2 Contact Addresses 6 6 6 cece eens C 7 Contact Information ss aa aene n E a EE E a aro GS C 8 Employee Hire Information 000 0 eee C 10 Location Details msna hens a aa ee eed C 10 xiv Oracle Payroll UK User s Guide Payroll Details incinen ea n A a e AETR e aT C 12 People Addresses minre 6 66 c cece e EEE C 13 People Information nananana c ccc rrn C 15 Recruiter Information 006 e cece eee ee eee C 17 Supervisor Information 666 6 c cece eee eee C 18 Date Information 06 6 C 18 Dynamic Database Items 6 66 C 19 Element Database Items nunun nunnurnar C 19 Grade Rate Database Items 0 000 C 22 Pay Scale Rate Database Items 0005 C 22 Descriptive Flexfield Database Items C 23 Key Flexfield Database Items 0005 C 25 Absence Database Items 6 0 06 c cece C 26 Glossary Index Contents xv xvi Oracle Payroll UK User s Guide Preface Welcome to Release 11 0 of the Oracle Payroll UK User s Guide This guide includes the information you need to set up Oracle Pa
7. 7 for employee assignments 8 7 renaming 8 7 User tables 20 9 Users creating 23 11 V Valid grades 3 15 Validation of element entries 12 14 12 22 12 29 of tax codes 15 28 Views list of 18 3 Index 12 Oracle Payroll UK User s Guide Ww Windows Absence Attendance Type 10 11 Absence Detail 10 13 Accrual Bands 10 25 Accrual Plan 10 23 Accruals 10 32to 10 34 Address 9 10 Adjust Balance 13 11 Alter Effective Date 1 14 Assign Monetary Units to a Currency 17 29 Assignment 11 8 Assignment Criteria 18 16 Assignment History 11 32 Assignment Processes 17 55 Assignment Set 18 15 Assignment Statuses 8 7 Assignments Folder 11 22 Balance 13 8 Balance Classifications 13 10 Balance Dimensions 13 10 Balance Feed Control 12 31 Balance Feeds 12 30 13 9 Batch Header 12 51 Batch Lines 12 51 Business Group Information 2 14 Columns 20 11 Competence Profile 9 16 Consolidation Sets 17 18 Costing 6 5 DateTrack History Change Field Summary 1 15 default navigation paths A 14 Define Task Flow 19 15 Define Task Flow Nodes 19 14 Delete Person 9 30 Element 12 22 14 5 Element and Distribution Set 19 6 Element Classifications 12 8 Element Entries 12 44 Element Link 12 35 Employee Assignment Processes 17 55 Employee
8. Oracle Payroll UK User s Guide See Also Viewing and Reporting Skills Matching Information Oracle Human Resources UK User s Guide Entering Work Choices for a Job or Position Prerequisites You can enter work choices that can affect an employee s applicant s contractor s or ex employee s capacity to be deployed within your enterprise or a customer s Work Choices include willingness to travel willingness to relocate and preferred working hours and work schedule You can enter work choices for a job or position and compare these with the personal work choices entered for people You enter this information in the Work Choices window accessed from the Job or Position window You need to enter enter the following QuickCodes for work factors L Define time scales as values for the QuickCode Type PER_TIME_SCALES Q Define work schedules as values for the QuickCode Type PER_WORK_SCHEDULE Q Define working hours as values for the QuickCode Type PER_WORK_HOURS Q Define the full time equivalents as values for the QuickCode Type PER_FTE_CAPACITY Q Define relocation preferences as values for the QuickCode Type PER_RELOCATION_PREFERENCES LI Define lengths of service as values for the QuickCode Type PER_LENGTHS_OF_SERVICE Jobs and Positions 3 17 3 18 gt To enter work choices for a job or position 1 Check the relevant work requirements boxes if the job or position requires the holder
9. Saa F apikrgras ot Sapir aan Fed Eqnphrpaat r Appbeanta Ber Full Harms Broployes Murcer cand Meret eran Marrs Anny Employment Information 11 23 List People by Assignment Window In this window you can choose whether to view current or former employees applicants or both However you must search on a whole Job Position or Grade name not on segments of these flexfields Empo w Appioasis T G Epis T Agplcants Bath sa i pies l Erapiy KimEeT Applicant Harmas Asn gt To produce lists of assignments 1 Select values in one or more fields in the top part of the window and choose the Find button The folder in the lower part of the window lists the assignments that match the selection criteria you entered 2 You can enter a query in the folder to reduce further the list of assignments displayed For example you could run the query C in the Full Name field to view the assignments of people whose names begin with C 3 You can remove rearrange add or resize fields in the folder if you have access to the Folder menu 11 24 Oracle Payroll UK User s Guide Listing Employees by Organization In the List Employees by Organization window you can view lists of employees within one organization or within all organizations below a specified level in a hierarchy you select Oipenlaatien Hintanciey Kaew T Pry rgariv stinn Ware Tras Kanaga Epa biep r r r r r r al Pr
10. Suggestion Coordinate the names of the accrual plan the Y plan s absence type if any and the element used to record absences taken under the plan For example for the Hrly Vacation PTO Plan for your hourly workers you could name the absence type and its element Hrly Vacation PTO Absence 2 Select the start rule for the plan in the Accrual Start field This rule determines the date on which a plan participant begins to accrue PTO See Accrual Start Rules page 10 19 3 Select Days or Hours in the Accrual Units field This selection must accord with the input value units selected for the element that records accrued time taken under this plan See Defining an Absence Type page 10 11 4 Inthe Name field of the Absence Information region select the element associated with the plan s absence type The name of the element s input value that holds the entries or hours or days absent appears in the Units field Oracle Payroll UK User s Guide 5 Ifthe start rule for this plan is Hire Date or Beginning of Year you can enter a period of ineligibility during which a plan participant can accrue PTO but cannot use accrued PTO For example enter 3 in the Length field and select Calendar Month in the next field See Period of Ineligibility page 10 19 6 Save your work and then set up length of service bands for the plan Choose the Accrual Bands button to go to the Accrual Bands window Choose the Net Calculati
11. The person or people found by the query are displayed in the People window If the query found more than one person you can use the Down Arrow key or choose Next Record from the Go menu to display the next person Using the People Folder window you can enter inquiries about the people held on Oracle HRMS You select the fields of personal information you want to see and position them in the order you prefer For example you can produce an alphabetical listing of all applicants and their gender nationality and disability registration The system saves your inquiry and field formatting as a folder so you can rerun the inquiry at any time You can make this folder available to all users or save it as a private folder Note The system administrator can create customized versions of the People Folder window so that you use each version for one person type only Personal Information 9 3 Entering Personal Information Every enterprise must be able to record personal information for its employees applicants and contacts Some of this information is standard including basic information such as name address birth date hire date and nationality Oracle HRMS enables you to enter and update this information for all person types on one form the People window You can also use this window to update people s statuses for example from applicant to employee Note The system administrator can create customized versions o
12. The system provides balances for Taxable Pay and PAYE both of which include dimensions that correctly sum up all the necessary run results The PAYE balance is fed only by the amount of PAYE paid The run results passed to the Taxable Pay balance however are identified by balance feeds that you define If you have payrolls that are reported under different tax reference numbers you may sometimes have the requirement to transfer employees between these payrolls In such cases both the tax balances will restart from zero and you should issue P45s for the employees concerned Note If you transfer employees between payrolls having the same tax reference number the balances continue to accumulate as before See Entering Employee PAYE and NI Details page 15 27 Viewing and Creating Balance Feeds page 13 2 Implementing Startup Data Table 15 1 shows the tax deduction elements defined by Oracle Payroll for PAYE administration and supplied as part of startup data Element Name Processing Type Classification Processing Priority PAYE Details PAYE 5001 Table 15 1 Tax Deduction Elements You must link these elements to the appropriate payrolls before they can be given to employees and included in payroll runs If you have set up segments of the Cost Allocation key flexfield to receive entries at PAYE and NIC 15 5 See Also Start of Year Process Running the Process the element level you should enter thes
13. 2 Set up any new functions or menus required for the responsibility For menu functions calling customized forms or task flows you must enter a parameter in the Parameter field of the Form Functions window See Setting Up Navigation Menus page 19 18 Define the new responsibility Create usernames and passwords related to the new responsibility A username can be related to more than one responsibility 5 Set the HR User Profile Options for the new responsibility The options you must set are e HR Security Profile e HR User Type You can set other User Profile Options 6 Runthe HRMS security processes See Running the HRMS Security Processes page 23 15 Security for Reporting Users Reporting users do not have online access to the database through Oracle HRMS forms They use Oracle reporting tools to prepare reports on the information to which their security profiles grant access All secure users connect to the APPS ORACLE ID This is created when the system is installed However for reporting users you should create one or more new reporting user ORACLE IDs and associate each with a restricted security profile The first step in this procedure is the job of the ORACLE database administrator The other steps are normally done by the system administrator gt To set up anew reporting user 1 Create a new reporting user ORACLE ID 2 Register the new ORACLE ID with Application Object Library 3 Using a view a
14. 20 Make entries for the QuickCode Types FREQUENCY and BUDGET_MEASUREMENT_TYPE in the QuickCodes window See Adding QuickCode Values page 20 3 Prerequisites for HR Organizations L To enter cost codes for these organizations check that the Cost Allocation key flexfield includes a cost code segment with a Oracle Payroll UK User s Guide qualifier of Organization This qualifier must be present for the segment to appear in the Organization window See Setting Up the Cost Allocation Key Flexfield page 6 3 a From 27 HAR ERI m O Lazatin kopan Agere internal idu Cig ibid anii CU se a od ie Kura Paabied Tairg gt To create a new organization 1 Enter a name that is unique within the Business Group and optionally select an organization type Note All Oracle applications you install share the information entered in the Organization window Therefore organization names must be unique within a Business Group and Business Group names must be unique across your applications network 2 Enter a start date early enough for any historical information you must enter You cannot assign an employee to an organization before the start date of the organization 3 Select a location to record the site address if one exists You can also enter an internal address to add more details such as a floor or office number 4 Select Internal or External You cannot assign people to an external organiz
15. Each localization team defines a flexfield structure and uses qualifiers to define the level at which each segment is visible Therefore you may be able to enter information specific to your legislation at one or more of the following levels e Business Group Organization window e Payroll Payroll window Employee Assignment Assignment window Bank Details Key Flexfield This flexfield holds legislation specific bank account information The legislation of your Business Group determines the flexfield structure that you see Each localization team defines a flexfield structure that allows you to record the bank account information relevant to your legislation You enter this information in the Organizational Payment Method window and Personal Payment Method window Key and Descriptive Flexfields B 11 B 12 Oracle Payroll UK User s Guide APPENDIX Database Items T his appendix lists the database items available to you in Oracle HRMS for writing formulas and defining QuickPaint reports The database items are grouped into two listings e Static Database Items e Dynamic Database Items Static database items are shipped with the system and you cannot modify them Dynamic database items are created by Oracle HRMS processes whenever you define new elements or other related entities Database Items C 1 Static Database Items Static database items are shipped with the system and you cannot modify them
16. Non Third Party Payment Court Orders page 16 10 Court Orders and Arrestments 16 15 Closing Scottish Arrestments Earnings Arrestments There are different procedures for closing different arrestments EAS Scotland element entries stop automatically when the total deductions equal the initial debt In addition you can manually stop these elements before the debt has been fully paid It is mandatory to stop a current EAS if a CAO is made against the same employee Caution When an EAS Scotland entry is stopped either manually or automatically you should adjust to 0 the EAS Scotland Payments_ASG_ITD balance dimension for the employee assignment If this is not done any subsequent EAS Scotland element for the same employee will appear to be partly or fully paid To manually close an EAS Scotland element entry 1 Set your effective date to the day the order is to end 2 Inthe Element Entries window select the EAS Scotland element 3 Choose Edit Delete Record to delete the element entry Choose the End Date option at the prompt Save your work Set your effective date to the day after the element has ended 6 Inthe Employee Assignment Processes window select the appropriate payroll process entry and choose the Balances button to query the EAS Scotland Payments_ASG_ITD balance dimension 7 Inthe Adjust Balance window adjust to 0 the EAS Scotland Payments_ASG_ITD balance dimension by applying an appropriate con
17. Reports and Inquiries 18 19 Three sample report formats are provided each with a different set of parameters e PERCS001 Custom Report 1 There is one parameter Vacancy The format in PERGENRP is Full Name of Applicant and Gender e PERCS002 Custom Report 2 Parameters are Vacancy and Gender The format in PERGENRP is Full Name of Applicant in uppercase e PERCS003 Custom Report 3 Parameters are Vacancy Gender and Marital Status The format in PERGENRP is Full Name of Applicant Gender and then Full Name in uppercase You can edit the generic package to change e Report Title Page e Header e Footer e Body Text After you have modified the package you need to register a new custom report with the parameter set for that report This is a task for the System Administrator p gt To register anew Custom Report with parameters 1 Navigate to the Concurrent Programs window 2 Enter the name of the Custom Report as the Program 3 Enter a short name for the Custom Report ISF Attention You must start the short name with PERCS This will limit the list of values available to users in the Custom Report window 18 20 Oracle Payroll UK User s Guide CHAPTER Customizing Windows and Menus A s part of your implementation plan you identify who will use Oracle HRMS what information they require and how they will use it You can group together users with similar requirements and give them the same view of t
18. costing gt To set up compensation and benefits 1 Using Oracle FastFormula write the formulas for the element skip rules and element processing rules you require to calculate element results and other processing outcomes in payroll runs Define elements to represent your compensation and benefit types For each element define the input values a user enters when giving the element to an employee Link each element to your enterprise work structures to define one or more groups of employees who are eligible to receive it Employees are eligible for an element only if they are assigned to the work structures that are linked to the element Specify how the element should be costed for each eligibility group Associate formula result rules with your element processing rules These specify how payroll processing outcomes take effect See Associating Processing Rules With Elements page 12 32 Make an entry of the element for each employee who should receive it Depending on how you define and link the element the entry may be done automatically or manually Elements Building Blocks for Pay and Benefits 12 21 Defining an Element Payroll Users 12 22 Use the Element window to create element types for earnings deductions and benefit types At set up you can define the date an element is valid from Similarly you can also set an end date The element cannot be linked or entered until the start date and will not b
19. e Inthe Element Entries window you can view the entries for one employee assignment in any one pay period e In the List Employees By Element window you can view a list of the employee assignments receiving a compensation element in any period of time you choose You can also see the last entry value for each assignment e Inthe View Element Entry History for Employee window you can view the history of entries for one or more elements for an employee If your system administrator has customized these windows you may be restricted to viewing elements of a certain processing type or classification Elements Building Blocks for Pay and Benefits 12 59 Listing Employees by Element 12 60 In the List Employees By Element window you can view a list of the employee assignments receiving a compensation element in any period of time you choose Selvcten Gite Elram Hare l Fam 2r BAH A E Curent Empirme BE Es Erepicyans Te 3 MAH gt To view a list of employees receiving an element 1 2 3 Select an element Select Current Employees Ex employees or both You can also enter a date range Both date fields default to your effective date You can enter additional query criteria in the second region Run the query The window displays all entries of the element for employees of the type you selected in the chosen time period Note This window does not display datetracked updates to recurring element entr
20. gt To enter a parent organization 1 Inthe Organization window query the HR Organization if it does not already appear there In the Organization Classifications region select HR Organization choose Others and select Parent Organization to open the Parent Organization window 2 Select the hierarchy name 2 20 Oracle Payroll UK User s Guide 3 Select the name of the parent organization to which the HR Organization is subordinate in this hierarchy 4 To enter the HR Organization in another hierarchy repeat steps 2 and 3 See Also Organization Hierarchies page 2 23 The Employer and Other Organizations 2 21 Deleting an Organization To remove an organization from the list of organizations available for employee assignments enter an end date Date To on the organization record To entirely delete an organization from the system you must first e remove any employee assignments to the organization e remove the organization from any hierarchies e disable its organization classifications in the Organization window 2 22 Oracle Payroll UK User s Guide Organization Hierarchies In Oracle HRMS organization hierarchies show reporting lines and other hierarchical relationships among the organizations in your enterprise You set up a primary reporting hierarchy reflecting the main reporting lines in your enterprise as established in the organization chart of your enterprise Below is an examp
21. kkPay Fus You can retry an employee or a run only when no post run processing has occurred You use reversals when you need to correct run results after post run actions have already occurred In other words reversals are useful when you need to correct run results some time after the run has occurred 17 12 Oracle Payroll UK User s Guide When you reverse a run Oracle Payroll creates negative figures to cancel out all positive run results and it creates positive figures to cancel out all negative run results Both the original results and the reversal results remain on the database This also includes information about payroll costs Oracle Payroll automatically adjusts all necessary balances and preserves an audit trail You reverse pay runs in the Reverse Payroll Run window for the employee assignment p gt To reverse a payroll run or QuickPay for an assignment 1 Select the run you want to reverse All the payroll runs for the assignment are displayed when you open the window 2 Select the Reverse check box for the run you want to reverse The consolidation set for the run automatically displays as the consolidation set for the reversal 3 Select a different consolidation set if you want to process the reversal in a different set to the original run set Restarting Earnings or Deductions after Reversals You may reverse a run for a past period during or after which stop dates exist for earnings or deductions
22. lt ENAME gt _LENGTH_OF_SERVICE lt ENAME gt _OUTPUT_CURRENCY_CODE Table C 17 Yes no flag if yes the element s entries cannot be modified Yes no flag if yes the element s entries cannot be modified The element s costable type from lookup table The element s costable type code values lt ENAME gt _COUNT The element entry count E The date to which this element is effective The element s input currency code The element s qualifying length of service The element s output currency code Database Items C 19 Database item Description lt ENAME gt _PROCESSING_PRIORITY The element s processing priority lt ENAME gt _QUALIFYING_AGE The element s qualifying age lt ENAME gt _QUALIFYING_UNITS_CODE The qualifying length of service units code values lt ENAME gt _QUALIFYING_UNITS The qualifying length of service units from lookup table lt ENAME gt _REPORTING_NAME The element s reporting name lt ENAME gt _STANDARD_LINK Yes no flag yes standard no discretionary lt ENAME gt _STANDARD_LINK_CODE Yes no flag yes standard no discretionary lt ENAME gt _ lt INAME gt _UNIT_OF_MEASURE The element s unit of measure from lookup table lt ENAME gt _ lt INAME gt _UNIT_OF_MEASURE_CODE The element s unit of measure code values lt ENAME gt _ lt INAME gt _DEFAULT The element s default input value lt ENAME gt _ lt INAME gt _MIN The element
23. Chapter 8 explains how to set up person types assignment statuses and special information types Once you have set up this key information in the system you can consider how to use Oracle Payroll to help you to administer employee compensation Chapters 9 through 11 describe how you can enter people on the system assign them to work structures and hold various kinds of information about them These chapters also explain how to manage information about employee absence Chapter 12 introduces the way in which elements are used in payroll processing It then describes how to define elements control element processing priorities and make employees eligible for the earnings and deductions that elements represent Chapters 13 and 14 describe how to control balance information and how to administer employee salaries Chapters 15 and 16 explain how to use Oracle Payroll to meet statutory requirements for deductions of Income Tax National Insurance and attachment orders from employee earnings The next chapters explain how to use Oracle Payroll to process and control payroll information ii Oracle Payroll UK User s Guide Chapter 17 describes the processes associated with the payroll run These include selecting employee assignments for payroll runs starting payroll runs retrying rolling back and reversing payroll runs running processes such as QuickPay and RetroPay reporting on payroll processes e Chapters
24. Define the organizations for the Business Group E Define the jobs for the Business Group E If you want to hold probation periods for positions enter the units in which you measure probation periods as values for the QuickCode Type QUALIFYING_UNITS L If you want to add the position to a position hierarchy define the hierarchy in the Position Hierarchy window Date Fin itaan erm o Hama paripa dab Ciia States Tt Sraadani Cosdilars Romal lima orkar Bours Bun Er Frequency Repariiag Ta Dvn baad oan Hegalen Wald Graal es Wie Chelers gt To define a position 1 Enter a start date early enough to handle any historical information you want to enter 2 Enter a unique name for the position If there is more than one segment in the Position Name flexfield a window opens when you enter the Name field You must enter a unique combination of segments in this window 3 10 Oracle Payroll UK User s Guide 10 11 12 13 Select the organization and job for this position They must have a start date on or before the start date of this position Attention You cannot change the organization or job once you have saved the definition You can set up several positions that have the same job in the same organization Each position name must be unique Optionally select a status for the position If the status is Valid or blank employees can be assigned to the positi
25. Example An employee is paid one pay period in advance for a week s holiday The advance is paid in Week 5 together with the hours the employee worked in Week 4 The holiday is during Week 6 In this example the advance will be calculated for Week 7 and paid in Week 5 Date effective entries will have to be made in Week 7 to make up for the fact that no hours worked will be due then The hours the employee works in Week 5 can be paid as normal in Week 6 or deferred until Week 7 17 40 Oracle Payroll UK User s Guide Advance Pay Run Information How the Process Works at Element Entry Level The Advance Pay process runs for specific payrolls It processes all assignments within the payroll with entries for the Advance Period element in the period specified The process performs payroll runs in memory It stores the net figure for all periods having an entry for the Advance Indicator element with the Advance input value set to Yes Entries for the element Advance Recovery are placed in each period with an Advance Indicator element holding the Advance input value set to Yes This value will be the net pay for the period originally calculated by the Advance Pay process The process creates an entry for the element Advance Payment in the period in which the Advance Period entry is found The amount for the entry is the total net figure for all periods for which an advance is calculated An entry for the element Advance Cleanup is
26. The condition is true if the result of the first expression does NOT have the same value as the result of the second expression Greater than gt The condition is true if the first expression is alphabetically after or has a numerically greater value or a later date than the second expression Less than The condition is true if the first expression is alphabetically before or has a numerically smaller value or an earlier date than the second expression Greater than or equal to The condition is true if either the greater than OR the equal to operator returns a true result Less than or equal to The condition is true if either the less than OR the equal to operator returns a true result Table 18 4 Values in Operator Field p To define a set by including or excluding assignments 1 Enter a unique name for the set 2 Ifyou are defining a set for payroll processing select a Payroll 3 Save the new set 4 Choose the Amendment button 5 Do one of the following e If you want to create a small set of assignments select Include in the Inc Exc field and select all the assignments for the set e If you want to start from the full set of assignments for the payroll or Business Group select Exclude in the Inc Exc field and select assignments to remove from the set Reports and Inquiries 18 17 IF Attention Do not create a mixture of Include and Exclude rows if you have not entered criteria and generated a formu
27. Update consolidation set or pay advice date Define employee assignment sets Define element and distribution sets Define retropay sets using balances and elements Enter exchange rates for your base currency MENU ENTRY Monetary Units Compensation and Benefits View Element Description Link Absence Types Accrual Plans Write Formulas Formula Results Employee Assignment Global Values Balance Classification Histories Absence Run Results Salary 1 Assignment Entries 1 Assignment Lists People Folder Assignment Folder gt 2 Salary History gt 2 Entry History People by Assignment Assignments DESCRIPTION Enter monetary units for cash analysis and distribution Enter information on compensation and benefits Enter compensation and benefit information Enter eligibility rules for compensations and benefits Define absence types Enter accrual plans Enter and modify formulas Define what happens to formula results Enter global values for use in formulas Enter balances with feeds and dimensions Define additional element classifications View HRMS information Employee assignment history Employee absence history folder Employee run result history Salary history for an employee assignment Entry history for an employee assignment People folder Assignment folder List people by assignment folder List assignments folder Default Menus A 13
28. When you approve a salary Oracle HRMS creates or updates a salary element entry for the assignment You can view this entry in the Element Entries window but you cannot change it there gt To approve multiple salary proposals 1 Correcting a Salary Entry In the Salary Management folder query the assignments you want to process Select the assignments you want to approve and choose the Approve button To select multiple assignments hold down the CTRL key and click on the assignment records you want to select You enter and approve salary proposals in the Salary Administration window You can also correct salary entries in this window gt To correct a salary proposal Enter the correct value in the New Amount field gt To correct an approved salary 1 2 Delete the salary record and enter a new one If you discover an error in a proposal approved in the past after which more recent approved proposals are on record you must delete and reenter every proposal from the one last approved back through the incorrect one When you delete an approved proposal that the payroll run has processed you receive a warning message You can continue to delete the record but you must of course correct the processing Salary Administration and Budgeting 14 15 Viewing Salary History Oracle HRMS maintains a complete history of approved salary changes for an employee along with associated performance reviews In th
29. s Guide Entering Pictures You can store a picture associated with each person on your system perhaps holding a photograph or digitized image of the person s signature These may be useful for approval or identification purposes You must digitize the image and save it in one of the following file formats e BMP e JFIF e JPEG e PCX e PICT e TIFF You enter pictures in Oracle HRMS in the Picture window To enter a person s picture in Oracle HRMS 1 Inthe Picture window choose the Load Picture button 2 Enter the file path to locate the directory in which you saved the graphic file 3 Highlight the filename and choose the OK button The graphic is loaded in the format indicated by the filename For example a file called image bmp would be loaded as a BMP file Entering Next of Kin and Other Contacts Use the Contact window to hold information about an employee s contacts for example e people to contact in an emergency e dependents e beneficiaries of benefits such as insurance policies or stock purchase plans e people receiving a third party payment withheld from the employee s salary A person entered as a contact can be one some or all of the above Prerequisite Q Set up any relationship types such as spouse child or friend you want to use as values for the QuickCode Type CONTACT Personal Information 9 13 9 14 FS Come eet Hane Ciarai See Adding QuickCode Values page 20 3
30. s forces e pensions or allowances paid under social security legislation e disability allowances and pensions e the GMP elements of pensions An AEO states to the employer the amount to be deducted and the amount of the protected earnings based on the employee s normal payment frequency On receipt of an AEO the employer is required to deduct the specified amount from the employee s attachable earnings and to forward the amounts deducted to the issuing court until one of the following takes place e instructions are received to cease the order Court Orders and Arrestments 16 3 e the employee leaves e the amount of the debt if known has been repaid Multiple payments in a period e Supplementary payments in a period may be used to make up any shortfall between the expected deduction for the period and the actual period to date deduction If the employee receives holiday pay in advance the amount of the deduction should be multiplied by the number of holiday pay periods provided the protected earnings for these periods remain covered Priority and Non Priority Orders 16 4 All AEOs are designated priority or non priority and the order s category can determine the way it is processed Priority orders have processing priority over non priority ones All priority AEOs issued against an employee are to be processed first and in date order After these non priority AEOs are to be processed again in date ord
31. scheme he or she changes category All the director s earnings at category D are calculated first and if these reach the upper earnings limit no employee contribution is due on Category A Oracle Payroll makes an adjustment for Category A contributions at the same time as the Category D deduction is made The priority order is G E B F A with APP D A no APP S C with Company Pension C no pension See Also Balance Dimensions page 13 5 PAYE and NIC 15 39 Updating an Employee to Director See Also You enter director information in the Person window and in the Statutory Details window gt To update an employee to director 1 Set your effective date to the day of the employee s appointment as a director This date is used to calculate what earnings were made after the appointment and the number of weeks to pro rate the NI thresholds by Query the employee in the Person window and choose the Employment Information region Check the Director check box and save your work In the Statutory Details window for the employee assignment select the appropriate director category in the Process Type field There are three choices e Director e Director Pro Rate e Pensioner Director The calculation for Director and Pensioner Director is based on an annual period The calculation for Director Pro Rate is based on the number of weeks left in the year after the appointment as director Note
32. 2 Enter a unique name for the job If there is more than one segment in the Job Name flexfield a window opens when you enter the Name field You must enter a unique combination of segments in this window Save the job 4 Choose the Evaluation button to enter evaluation information and an overall evaluation score for the job 5 Choose the Requirements button to enter job requirements such as required qualifications or valid experience to help you match people to roles Note Check with your HR manager or system administrator whether this is the right window for entering job requirements Oracle Payroll UK User s Guide You use this window if requirements were defined using Special Information Types You use the Competency Requirements window if you have implemented Career Management 6 Choose the Valid Grades button to enter the grades to which jobholders can be assigned See Also Entering Work Choices for a Job or Position page 3 17 Jobs and Positions 3 9 Defining Positions You use the Position window to define positions within your organizations and to add them to position hierarchies You can also enter the skills that position holders require and the grades to which they can be assigned You can enter position evaluation scores if you have set up a position evaluation system Prerequisites L Define all the segments of the Position Name key flexfield that you want to use for the position name OU
33. 441741444 Defining Primary User Statuses You can give your own user status names to the predefined system statuses For example for applicants you could use the user status Rejected for the system status Terminate Application Oracle HRMS users see user statuses only You can also supply more than one user status for each system status For example for employees you can define several different user statuses for the system status Suspend Assignment such as Maternity Leave Paternity Leave Disability Leave Military Leave or Education Leave For applicants you can track the stages of your selection process by means of user statuses You can define user statuses such as Application Received Application Acknowledged First Interview and Second Interview for the system status Active Application These statuses can trigger production of standard letters gt To rename a user status m Delete the contents of the User Status field and type in your preferred name gt To supply additional user statuses for a system status 1 Select New Record from the Edit menu 2 Type in your user status and select an HR System Status Setup for Personal and Assignment Information 8 7 3 Foran employee assignment status also select a Payroll System Status The payroll system status controls whether Oracle Payroll processes the assignment in a payroll run 4 Save the new status Note For each HR System Status you mus
34. Additional Year Information Window Title Grade Rate Scale Rate Payroll Budgetary Calendar Period Dates Payroll form Terminate Period Types Special Information List People By Special Information Applicant Entry Contact People People Folder Personal Payment Method Position Find Positions Mass Move form Position Hierarchy Recruitment Activity Job Position Requisition and Vacancy Salary Administration Salary Basis Phone Numbers Requisition and Vacancy Job Position Budgetary Calendar Table B 1 User Definable Descriptive Flexfields B 8 Oracle Payroll UK User s Guide Database Items PAYROLLS_ lt SEGMENT_NAME gt PERIODS_OF_SERVICE_ lt SEGMENT_NAME gt PEOPLE_ lt SEGMENT_NAME gt POSITION_ lt SEGMENT_NAME gt RECRUITMENT_ACTIVITIES_ lt SEGMENT_NAME gt Descriptive Flexfields with Startup Data Oracle HRMS supplies two predefined descriptive flexfields to hold address information in different styles for different countries These are the Personal Address Information descriptive flexfield and the Location Address descriptive flexfield You can use these descriptive flexfields to add new address styles or to change the styles included in Oracle HRMS I gt Attention If you change the predefined styles your changes will be overwritten when you upgrade Oracle HRMS If you add new styles your changes may be overwritten if new startup data contains address
35. Attention If this is an absence element for a PTO accrual iS plan give the input value the name Hours or Days to accord with the unit of measure of the plan When you define the plan using the Accrual Plan window this input value name appears in the Units field of the Absence Information region 9 You can define minimum and maximum days or hours that can be entered in an absence record If you do this select what happens if these limits are breached e Select Warning for the system to warn users but allow them to breach the limits Absence Management 10 9 e Select Error for the system to issue an error message and prevent users from saving an entry that breaches the limits 10 Save your work gt To link the absence element 1 Set your effective date to a day on or before the start of the first payroll period for which you want to enter absences 2 Inthe Element Link window select the absence element 3 Select eligibility criteria for this absence element If you want to make the element available to all employees do not select any criteria 4 Save the link Then define the absence type associated with this absence element See Also Defining an Element Payroll Users page 12 22 Defining Element Links page 12 35 10 10 Oracle Payroll UK User s Guide Defining an Absence Type Use the Absence Attendance Type window to define an absence type for association with the nonrecurring element repr
36. Building Blocks for Pay and Benefits 12 11 ISF Attention For each employee the pay periods are derived from the definition of the payroll to which the employee is assigned See Also Entering Compensation and Benefits page 12 1 12 12 Oracle Payroll UK User s Guide Element Input Values Processing Input Values When you define an element you must consider what information you want to record each time you make an entry of the element for an employee Typically you would expect to record more than just the name of the element For example if you defined an element to record employee expenses you might want to record the Type as a code value and the Claim Amount as a monetary value In Oracle HRMS you define these values as input values for the element When you define an element you can define up to 15 input values for it You decide which values you want to record and what limits or validation to apply to those values Input values can be numbers text dates times hours or monetary values You also decide whether each input is required or optional when an entry of the element is made for an employee Input values are so called because they are the inputs to calculations performed by Oracle Payroll In a payroll run formulas process the input values and other database information to produce run results For example if your enterprise makes overtime payments you might write a formula to calculate the paymen
37. Choose the Evidence button Sickness Pay SSP SMP only 1 Choose SSP SMP gt Person Details in the Navigator Enter or query a person Choose the Absence button Enter or query a sickness absence Choose the SSP SMP button Gras rg tS Special Information Do one of the following 1 Choose People gt Enter and Maintain in the Navigator 2 Enter or query a person 3 Choose the Special Info button Or 1 Choose People gt Fastpath gt Special Information in the Navigator 2 Inthe resulting Find window query the person Special Information Types m Choose Other Definitions gt Special Information Types in the Navigator Statutory Details Oracle Payroll only Do one of the following 1 Choose People gt Enter and Maintain in the Navigator 2 Enter or query an employee 3 Choose the Assignment button Oracle Payroll UK User s Guide 4 Choose the Others button and select Tax Information Or 1 Choose People gt Fastpath gt Tax Statement in the Navigator 2 Inthe resulting Find window query the person Submit a New Request 1 Choose Processes and Reports gt Submit Processes and Reports in the Navigator 2 Select Single Request or a Request Set Table Structure m Choose Other Definitions gt Table Structure in the Navigator Table Values m Choose Other Definitions gt Table Values in the Navigator Tax Details References 1 Choose Work Structures gt Or
38. Employment Category A component of the employee assignment Four categories are defined Full Time Regular Full Time Temporary Part Time Regular and Part Time Temporary Event An activity such as a training day review or meeting for employees or applicants Expected Week of Confinement EWC The week in which an employee s baby is due The Sunday of the expected week of confinement is used in the calculations for Statutory Maternity Pay SMP F Field A view or entry area in a window where you enter view update or delete information See also Block Region Form A predefined grouping of functions called from a menu and displayed if necessary on several windows Forms have blocks regions and fields as their components See also Block Region Field G Global Value A value you define for any formula to use Global values can be dates numbers or text Grade A component of an employee s assignment that defines their level and can be used to control the value of their salary and other compensation elements Grade Comparatio A comparison of the amount of compensation an employee receives with the mid point of the valid values defined for his or her grade Grade Rate A value or range of values defined as valid for a given grade Used for validating employee compensation entries Grade Scale A sequence of steps valid fora grade where each step corresponds to one point on a pay scale Y
39. Folders are customizable online views on which you can query employees or assignments and see other related information You can choose which fields of information are displayed their labels size and the order in which they appear You can save your folder definition for future use to recreate your information dynamically when required QuickPaint is a database query tool that retrieves information you want from the HRMS database and then paints reports with it about employees and assignments DateTrack enables you to view and report on information as it was on dates in the past or as it is scheduled to be on dates in the future You can also make past dated or future dated changes to datetracked information See Overview of Inquiry and Reporting Tools page 18 2 Managing Change Over Time page 1 11 Security of Payroll Information Security is a major concern of all payroll and human resource departments Oracle HRMS includes a planned system for keeping 1 6 Oracle Payroll UK User s Guide information secure and preventing unauthorized access The system enables you to control access to records windows and functions by matching each employee s access level to his or her work responsibilities See Security in Oracle HRMS page 23 2 Introduction 1 7 Oracle Payroll and Contractual Information It is at Business Group level that you set up the legislative rules and terms of employment rules necessary fo
40. In addition we can tailor standard courses or develop custom courses to meet your needs Support From on site support to central support our team of experienced professionals provides the help and information you need to keep Payables working for you This team includes your Technical Representative Account Manager and Oracle s large staff of consultants and support specialists with expertise in your business area managing an Oracle server and your hardware and software environment Preface ix About Oracle Thank You Oracle develops and markets an integrated line of software products for database management applications development decision support and office automation as well as a complete family of financial manufacturing and human resource applications Oracle products are available for mainframes minicomputers personal computers network computers and personal digital assistants allowing organizations to integrate different computers different operating systems different networks and even different database management systems into a single unified computing and information resource Oracle offers its products along with related consulting education and support services in over 140 countries around the world Oracle Corporation is the world s leading supplier of software for information management and is the world s second largest software company Thank you for using Oracle Payroll and t
41. MENU ENTRY Employees by Organization Employees by Position Emps by Position Hierarchy Employees by Element Employees by Absence Type Grade Comparatio Employee Accruals 1 Assignment Folder Payroll Process Results Assignment Process Results System Messages Processes and Reports Submit Processes and Reports View Requests View Reports Workflow Notifications Define a QuickPaint Report Run a QuickPaint Report Generate MS Word Letter Submit Custom Reports Mass Information eXchange MIX Batch Element Entry Other Definitions Person Types Oracle Payroll UK User s Guide gt 2 Accruals DESCRIPTION List employees by organization folder List employees by position folder List employees by position hierarchy folder List employees by element List employees by absence type folder View employee grade comparatio folder View net accruals to date View process results for a payroll View process results for an employee assignment View system level messages Submit processes or run standard reports View any requests submitted for processing View reports online Workflow Notifications In Box Set up the report layout View or print the report for a set of people Generate MS Word Letter Submit custom reports Enter timecard and other information batches Enter validate and transfer element entry batches Other Definitions Enter names for types of e
42. Reason for element entry Reason for employee assignment Employment Category Reason for secondary assignment status Ethnic Origin System job or position evaluation system Measurement In type for EVAL SYSTEM Type of formula Authority for PAYE details Bank Name Certificate for element NI Cheque Style County UK addresses Pension Sequence for the BACS process Reason for leaving Marital Status Nationality Name of organization classification Organization Type Category FTE Capacity Minimum Service QuickCodes ELE_ENTRY_REASON EMP_ASSIGN_REASON EMP_CAT EMP_SEC_ASSIGN_REASON ETH_TYPE EVAL_SYSTEM EVAL_SYSTEM_MEAS FORMULA_TYPE GB_AUTHORITY GB_BANKS GB_CERTIFICATE GB_CHEQUE_REPORT GB_COUNTY GB_PAY_DAY_TYPE GB_PENSION GB_SORT_SEQUENCE LEAV_REAS MAR_STATUS NATIONALITY ORG_CLASS ORG_TYPE PAY_PDT_DED_CKSUM PAY_PDT_EARN_CKSUM PAY_PDT_TIME_CKSUM PER_CATEGORIES PER_FTE_CAPACITY PER_LENGTHS_OF_SERVICE Table 20 1 User and Extensible QuickCodes QuickCodes and User Tables 20 7 QuickCodes Relocation PER_RELOCATION_PREF ERENCES Status PER_SUBJECT_STATUSES Subject PER_SUBJECTS Work Duration PER_TIME_SCALES Tuition Method PER_TUITION_METHODS Work Hours PER_WORK_HOURS Work Schedule PER_WORK_SCHEDULE Rating PERFORMANCE_RATING Type PHONE_TYPE Reason for grade step placement PLACEMENT_REASON Status POSITION_STATUS Source of Proficiency Rating PROFICIENCY_SOURCE
43. Reason for salary proposal PROPOSAL_REASON Units qualifying units for probation period QUALIFYING_UNITS Prefix TITLE Status of a vacancy VACANCY_STATUS Availability Schedule WORK_SCHEDULE Table 20 1 User and Extensible QuickCodes 20 8 Oracle Payroll UK User s Guide User defined Tables You may need to set up your own tables in your Oracle HRMS system to hold data such as wage codes shift differentials or the amounts of certain deductions You can set up all the tables you require using the Table Structure window Using Oracle FastFormula you can write simple formulas for validating entries made in table columns Notice that the Oracle HRMS user defined tables are different from the database tables of the Oracle Relational Database Management System When you set up a user table you define the rows as well as the columns like a matrix For example you could set up a table showing bonus amounts the column against years of service the rows Your Oracle HRMS startup data includes some predefined user tables These are maintained by your Oracle localization team Entering and Accessing Table Values See Also To enter values in tables you use the Table Values window Table entries and rows are both datetracked so you can delete existing entries or rows and add new ones as of an effective date Oracle HRMS provides the GET_TABLE_VALUE function to access table values You can yourself write formulas th
44. Run this process at year end for each PTO accrual plan to clear down participants balances of unused accrued time For each participant the process stores time available for carryover to the new year on the plan s Carried Over lt plan name gt element and stores time they cannot carry over on the plan s Residual lt plan name gt element Run the PTO Carry Over process from the Submit Requests window To run the PTO Carry Over process 1 Select PTO Carry Over in the Name field If the Parameters window does not open automatically click in the Parameters field 2 The date in the PTO Year Earned field defaults to the year before the current year You can enter a different year 3 Select the name and category of the accrual plan for which you are running the process 4 The Reprocess All Participants field defaults to No so that the process affects only those plan participants not previously processed for this year To process all participants regardless of any previous processing select Yes in this field 5 When the entry of parameters is complete choose OK Choose Submit to submit the request Oracle Payroll UK User s Guide The net accrual calculation for PTO includes carried over PTO in determining an employee s accrued PTO to date To set the net calculation rules use the Net Calculation Rules window To review an employee s carryover of accrued time use the Accruals window See Also Reviewing or Ch
45. Save the set and close this window The elements in the classifications you choose are now listed in the Elements region e If you want to exclude individual elements place your cursor in the element s row and choose the Exclude Element button 19 6 Oracle Payroll UK User s Guide If you want to include particular elements from other classifications choose the Include Element button e Inthe Elements window select the element you want to include and choose the OK button Note After you include a particular element you cannot go to the Classification Rules window and include the classification to which this element belongs Save your set If you want to see a list of the individual elements you have included or excluded from the set choose the Element Rules button The Element Rules window is view only Customizing Windows and Menus 19 7 Defining Customized Forms 19 8 You can define customized versions of certain forms in the Form Customization window See Table 19 1 List of Customizable Forms page 19 4 Note If you want to restrict access to query only for a form you do not need to create a customized version Instead you create a new form function setting the QUERY_ONLY parameter to YES See Setting Up Query only Access to Forms page 19 21 Form Customization iof x Form to be customized m Customized version N Name X Enabled Standard Title Query Title m Restri
46. When this happens Oracle Payroll issues a warning This tells you to check whether you should restart any of the stopped earnings or deductions For example the reversal may have cancelled out a deduction that was an employee s final payment toward an outstanding loan In this case the warning alerts you to the need to restart the deduction Reprocessing Nonrecurring and Additional Entries after Reversals Reversals of payroll runs with nonrecurring and additional element entries provide an exception to the once only rule for processing nonrecurring elements Normally nonrecurring element entries can be given only once to an employee Additional entries for recurring elements can be given only once in each pay period The effect of this rule on payroll run reversals is that nonrecurring and additional entries do not get reprocessed in subsequent runs following a reversal As a consequence the results of subsequent runs will not be identical to the original run results The Payroll Run and Other Processes 17 13 To prevent this Oracle Payroll allows nonrecurring and additional entries to be reactivated and reprocessed in subsequent runs following payroll run reversals This makes it possible for the run results of subsequent runs to be identical to the original results AN Warning This exception to the normal rule has an important consequence for rolling back payroll run reversals If you roll back a reversal historic
47. When you define the element link you can define how the element values are costed for the group of assignments defined by the link criteria For example you may want to cost the same element to different codes for different payrolls You can enter Costing information at the element link level if you have set up a segment of the Cost Allocation flexfield with the qualifier Element set to Yes If you set the qualifier Balancing to Yes you can do double entry accounting The values you enter at the level of the element link apply by default to all entries of the element for all assignments matching the link However you can set up cost allocation so that users can override the account codes for one assignment or for a single entry if required For example with timecard entries you may want to record different cost centers for different hours worked In this case you would want to enter the cost center information when you enter the timecard element You enable this by setting up a Cost Center segment with the qualifier Element Entry set to Yes Setting Up the Cost Allocation Key Flexfield page 6 3 Elements Building Blocks for Pay and Benefits 12 19 Controlling Element Processing in Payroll Runs In any payroll run an assignment is processed only if it meets the following conditions e it is included in the assignment set selected for the run e its status such as Active Assignment or Suspend Assignment is associated wit
48. and salary reviews e allocate costs to cost centers and project codes at any level from the organization to individual element entries for assignments e allocate costs to account codes for transfer to the General Ledger However the accurate accumulation of labor costs can only be done following a payroll run Using Oracle Payroll you can run the supplied Costing process to accumulate actual payroll costs under the headings you set up in the Cost Allocation flexfield You can run another supplied process to transfer the costs to accounts in Oracle General Ledger If you do not use Oracle Payroll or Oracle General Ledger you need to consider how the salary information and cost codes you enter in Oracle Human Resources relate to your payroll and financial systems where real costs are recorded In a human resource system there are typically three types of heading under which you want to collect labor costs e account codes to transfer earnings and deductions to the appropriate General Ledger accounts e cost centers to show the costs of particular departments e project or product codes to transfer costs to a project management or labor distribution system You set up each of these types and any others required by your enterprise as segments of the Cost Allocation key flexfield Costing Process page 17 31 6 2 Oracle Payroll UK User s Guide Setting Up the Cost Allocation Key Flexfield You must define at least o
49. i gt Attention Unchecking the Move check box for a record restores the original values for that record See Also Defining Positions page 3 10 Managing Your Mass Move Collection page 3 37 3 30 Oracle Payroll UK User s Guide Identifying Your Target Positions See Also Now that you have identified the source position s for your mass move you are ready to identify its target position s For each of the target positions you will define perform the following steps To identify your target positions 1 On the Mass Move Positions window select one source position for your mass move 2 Select a target job to correspond with that source position The list includes existing jobs within the Business Group Note You cannot create a target job on the fly 3 Choose Edit Field to enter a new target position or select a target position The list includes existing positions in the target organization Note Each source position can only have one target position However you can use the same target position for multiple source positions 4 Select the location and standard conditions for this target position If this target position is a new position you can enter location and standard conditions as follows Source Position Indicates that the location and standard conditions of the source position will be applied to the new target position when the mass move takes effect Target Organization Indica
50. negotiated a single set of pay points for all of your employees Typically employees are placed on a step within their grade They move up the steps for the grade by a periodic incrementing process This process might run automatically at a fixed time each year or it might be based on a review process specific to the employee In Oracle HRMS you set up a pay scale to show the separate points and the value negotiated for each point You can set up any number of pay scales for example for negotiated pay scales with different unions To set up a pay scale 1 Create the pay scale itself which is a set of progression points 2 Define one or more rates associated with the pay scale entering a value for each progression point 3 Define your grade scales which are the points of the pay scale that are valid for each grade You can define the rates before or after you define the grade scales You manually place an employee on the appropriate grade step You can use a process to automate the periodic incrementing of the grade step placements for some or all employees Incrementing Grade Step Placements page 4 18 Placing an Employee on a Grade Step page 4 17 4 12 Oracle Payroll UK User s Guide Defining a Pay Scale gt You define a pay scale which is a set of progression points for compensation in the Pay Scale window E Pay Scale OF x Name Date of last Automatic Increment Increment Frequency Numbe
51. or all lines or control totals choose the Messages button Use the option group at the top of the Messages window to control which messages are displayed A batch exists in the temporary BEE tables only until you run the transfer process to create element entries in the Oracle HRMS Entries table p gt To transfer a batch 1 Query the batch in the Batch Header window and choose the Process button Select Transfer and choose Start The system displays the concurrent request ID so that you can query it on the Requests window Oracle Payroll UK User s Guide Purging a Batch From t 3 When the concurrent request is completed query the batch in the Batch Header window If the Batch Status is Transferred there were no errors in the batch and the process has created the element entries The process may have issued messages associated with the batch header lines or control totals If the Batch Status is Error the process has set the status of at least one line or control total to Error Check the status fields in the Batch Lines window and the Control Totals window and review the messages issued by the process he BEE Tables If the Purge After Transfer check box on the Batch Header window is checked when you run the transfer process the batch is deleted from the MIX tables automatically after the transfer If the box is not checked you can purge the batch by running a separate process You can purge a batch
52. prerequisites for 3 27 to 3 29 reexecuting 3 36 reviewing the results of 3 35 status of 3 35 summary of tasks 3 28 Maternity leave 8 7 Matrix management hierarchies for 2 24 Medical information 8 10 9 7 9 24 Menu Structures Report 19 19 Menus default menu paths A 1 defining 19 18 to 19 23 for security 23 2 23 8 query only access 19 21 Messages payroll run 17 58 Military leave 8 7 MIX 12 50 Monetary units assigning to a currency 17 29 Multiple assignments aggregating earnings for NIC 15 23 priority of processing 15 24 sequencing payroll runs 15 25 Multiple element entries 12 24 12 27 N Name entry of additional name information for an employee 9 7 Net Accrual Calculation 10 26 to 10 27 NI car elements 15 46to 15 54 entering 15 50 updating 15 51 viewing run results 15 52 NIC age and pension factors 15 19 and Oracle Payroll 15 21 to 15 31 arrears 15 20 category codes 15 17 class la 15 45 to 15 53 correcting category code entries 15 34 to 15 35 earnings periods 15 19 entering details 15 29 to 15 31 for directors 15 37to 15 44 legislative details 15 17 to 15 31 lower earnings limit 15 18 multiple assignments 15 23 overriding system 15 36 upper earnings limit 15 18 viewing class 1a run results 15 52 what is NIable 15
53. products Oracle Payroll UK User s Guide Other Information Oracle Applications System Administrator s Guide This manual provides planning and reference information for the Oracle Applications System Administrator It contains information on how to define security customize menus and online help and manage processing Oracle HRMS Technical Reference Manual This manual contains database diagrams and a description of Oracle HRMS database tables forms reports and programs This information helps you convert data from your existing applications integrate Oracle HRMS with other non Oracle applications and write custom reports You can order a technical reference manual for any product you have licensed Technical reference manuals are available in paper format only Training Oracle Education offers a complete set of training courses to help you and your staff master Oracle Applications We can help you develop a training plan that provides thorough training for both your project team and your end users We will work with you to organize courses appropriate to your job or area of responsibility Training professionals can show you how to plan your training throughout the implementation process so that the right amount of information is delivered to key people when they need it the most You can attend courses at any one of our many Educational Centers or you can arrange for our trainers to teach at your facility
54. riminsi m gt To terminate an employee 1 Optionally enter the reason for the termination You can define valid reasons as values for the QuickCode Type LEAV_REAS 11 14 Oracle Payroll UK User s Guide If you use Oracle Payroll and the employee is deceased you must select the reason Deceased so that this is recorded on the P45 2 Enter the termination dates Only the Actual date is required This is the date when the employee s person type changes to Ex employee The Notified and Projected dates are for information only The Final Process date is a date after which no further pay processing for the employee can occur if you are using Oracle Payroll For the Final Process date e If you may need to process pay for the employee after termination set the Final Process date later than the Actual date or leave it blank This means that the employee s assignments are given the default user status for the HR System Status Terminate Assignment If there is more than one user status defined for this system status when you choose the Terminate button the system prompts you to select which status to enter on the employee s assignments e If you do not need to continue processing set the Final Process date to the Actual date Note If you are an Oracle Payroll user you must also enter a Last Standard Process Date This is the last date for normal processing while the Final Process date is the last date for late paymen
55. role This chapter explains how to secure information in Oracle HRMS Security and Control 23 1 Security in Oracle HRMS You can control users access to human resources information by record window and function You can restrict access to records of applicants and employees assigned to certain work structures For example you can give department managers access only to the records of the employees in their own department Further within a given department you can control access to records of employees at or above a certain level For example you can give a department s administrator access to all department employee records except those of the manager and assistant manager You do this by defining security profiles You can use the same security profiles to restrict the records accessed by a reporting user who runs reports against the system but does not have online access through the Oracle HRMS forms You can also restrict access to certain information types For example you can create customized versions of some windows to restrict access to certain elements and person types Another important area of security is control over information change For each group of employees sharing a responsibility you can set up a menu controlling the windows to which they have access If it is important to know who makes changes to information in certain windows you can enable full data auditing for these windows You can s
56. s minimum input value lt ENAME gt _ lt INAME gt _MAX The element s maximum input value Table C 17 In addition to the items above Oracle HRMS creates the following four items for elements defined with multiple entries not allowed Database item Description lt ENAME gt _ lt INAME gt _ENTRY_VALUE The element value lt ENAME gt _ lt INAME gt _USER_ENTERED_CODE Whether a value exists at the element entry level yes no Table C 18 C 20 Oracle Payroll UK User s Guide Database item Description lt ENAME gt _ lt INAME gt _START_DATE The start date of element lt ENAME gt _ lt INAME gt _END_DATE The end date of element Table C 18 In addition to the common list above Oracle HRMS creates the following item for elements defined with multiple entries allowed whose input values are numeric that is hours integer money or number Database item Description lt ENAME gt _ lt INAME gt _ENTRY_VALUE The summed element values for the multiple entries Table C 19 The units for lt ENAME gt lt INAME gt ENTRY VALUE are generated for both recurring and nonrecurring elements and are user definable Oracle HRMS modifies the definition text to retrieve the entry value in the unit of measure as specified in the pay_input_values_f table Database Items C 21 Grade Rate Database Items When you define a grade rate Oracle HRMS runs a process to create a number of related data
57. values of all other units as multiples or decimals of this figure See Also Defining Payment Methods for the Enterprise page 5 3 17 30 Oracle Payroll UK User s Guide Costing Process See Also The Costing process generates journal entries for your ledgers and costing information relating to labor costs You can enter start and end dates of the period over which you want to cost payroll runs in order to cost all your runs in one process Alternatively you may want to produce a costing run for each payroll run You run the Costing process from the Submit Requests window You should run Costing before the Transfer to GL process To run the Costing process 1 Inthe Name field select Costing 2 Inthe Parameters window select the name of the payroll or consolidation set to run the process for When you select a payroll its default consolidation set displays 3 Enter the start and end dates of the time span for the Costing process to cover 4 Choose the Submit button Costing in Oracle HRMS page 6 2 The Payroll Run and Other Processes 17 31 Cost Breakdown Report There are two versions of the Cost Breakdown report e The Cost Breakdown Report for Costing Run shows summarized costing totals for a specified costing process e The Cost Breakdown Report for Date Range shows summarized costing totals for a particular consolidation set or payroll over a specified interval Both versions show the distr
58. 00 005 1 19 Contents iii Chapter 2 Chapter 3 The Employer and Other Organizations 2 1 Site LOCALONS i sexist meern TE go E telah ate cent 2 2 Setting Up Site Locations 6 6c eee 2 3 Representing Employers 66 c cece eee 2 4 Single or Multiple Business Groups 00005 2 4 Defaults for the Business Group 0 600 e eee eee 2 5 Representing Organizations 6 06 cece 2 6 Levels of Internal Organizations 0000 00 2 6 Internal Organizations and Cost Centers 227 External Organizations 66666 c cece eee eee 2 7 Employer and Organization Setup 6 60 e eee eee 2 8 Accessing Business Groups 62 6660 cece eens 2 8 Creating an Organization 66 cece eee ee 2 10 Additional Information for HR Organizations 2 13 Entering Business Group Information 2 14 Business Groups Entering Budget Value Defaults 2 16 Business Groups Entering Sickness Control Rules 2 17 Business Groups Entering Tax Details 2 18 Business Groups and HR Organizations Work Day Detar ilts ss mei ose schrenacteed agen Sian ceri pe EEE n ete ethene seers 2 19 HR Organizations Entering Costing Information 2 20 HR Organizations Entering Parent Organizations 2 20 Deleting an Organization 6 0 cece neces 2 22 Organization Hierarchies 6
59. 000 c eee e eee eee 2 23 Multiple Hierarchies 0 2 060 6 cece eee 2 24 Organizational Change and Version Control 2 25 Creating Organization Hierarchies 06 2 26 Changing Organization Hierarchies 06 2 28 Deleting Organization Hierarchies 000 2 28 Organization Hierarchy Report 666 c eee 2 29 Jobs and Positions cece cee cee ee eee eee eens 3 1 Representing Jobs and Positions 0 66 e cece ee eee 3 2 Position Reporting Structures 6 000 c cece eee 3 3 Deciding How to Use Organizations Jobs and Positions 3 4 Job and Position Names 00 e cece eee eee 3 5 Adding Information About Jobs and Positions 3 6 Defining Jobs ssc c se ne ats ord Ses etna stares E E E Salven chee ts ais 3 8 Defining Positions ereer iratra cece cee eee 3 10 Evaluating Jobs and Positions 0 e cece 3 13 iv Oracle Payroll UK User s Guide Chapter 4 Setting Up an Evaluation System 00 3 13 Entering Evaluation Information 0 3 14 Valid Grades sso sisas chad rwrreier yates yee vee ea 3 15 Entering Job and Position Requirements 3 16 Entering Work Choices for a Job or Position 3 17 Viewing Position Occupancy 6 0 3 20 Creating Position Hierarchies nas susunanana 3 22 Changing Position Hierarchies 005
60. 14 19 Salary proposals 14 2 approving 14 12 correcting 14 15 entry of 14 9 14 11 to 14 12 grade rates for validation of 14 7 Scale rates 4 14 School attendances 9 15 SECGEN 23 15 Secondary assignment statuses 8 6 adding reasons for 8 6 Secondary statuses defining 8 7 8 8 entering for employees or applicants 11 21 Security 1 6 23 2 to 23 9 creating Oracle IDs 23 11 enabling currencies 22 7 list of user profile options 22 5 to 22 8 of reports and processes 23 3 23 9 restrictions by HR User Type 21 4 setting up 23 10 to 23 12 setting user profile options 22 4 Security groups 23 3 23 9 Security List Maintenance process 23 15 Security profiles 23 2 23 4to 23 7 defining 23 13 to 23 15 Skills information 9 24 Skip rules 12 20 Social security number as employee number 11 6 Soft coded legislation B 11 Source positions identifying 3 29 Special ceiling points 11 9 Special information types enabling 8 11 entering 9 24 setting up 8 10 to 8 12 Spreadsheets 14 19 21 5 SSP and SMP 10 2 Standard element links 12 18 12 25 Standard runs 17 2 Standard work day 11 9 Start of Year process 15 6 Status of assignments 8 5 Statutory information entering 5 7 Subsidiaries as Business Groups 2 4 Succession planning 3 11 Suffix information entry of 9 5 Supervisor entering on assignments
61. 16 Terminations Report 66 cece eee eee eens 11 16 Additional Employment Information 566 11 18 Entering Payment Methods for an Employee Assignment 11 19 Entering Secondary Assignment Statuses 11 21 Inquiring and Reporting on Employment Information 11 22 Listing Assignments 00 cece eee eee eee ens 11 22 Listing Employees by Organization 06 11 25 Listing Employees by Position 0600s sees 11 27 Assignment Status Report ssasssasnrnsrrnnnn 11 29 Employee Summary Report 600 c cece eee 11 30 Employee Movements Report 000 e eee eee 11 30 Assignment History i rero ien a a eee eens 11 32 Elements Building Blocks for Pay and Benefits 12 1 Introducing Elements 0666 c cece ences 12 2 Processing Elements in Payroll Runs 66 12 3 Element Classifications 0 6 e cece ence eee 12 4 Classifications and Balance Feeds 00000005 12 4 Primary Element Classifications 000000 0 12 6 Defining Secondary Element Classifications 12 8 Predefined Secondary Element Classifications 12 10 Element Enti ES eteeni ea EEE E EE Ade eee Peels 12 11 Element Input Values 2 6606s 12 13 Element Eligibility Rules 0 c cece eee eee 12 16 viii Oracle Payroll UK User s Guide Chapter 13 Element Qualifying Conditions
62. 18 NIC holiday 15 32 setting up the NIC Holiday element 15 33 Nonrecurring elements 5 2 12 11 and payroll run reversals 17 13 entering 12 43 O Office location entry of 9 6 Office number entry of 9 6 9 7 Oracle General Ledger 6 4 Oracle Human Resources using with Oracle Payroll 21 2 to 21 5 using with spreadsheets 21 5 ORACLE IDs 23 11 Oracle Payroll 21 2 and contractual information 1 8 to 1 10 overview 1 4 to 1 10 ORG_TYPE 2 6 Organization hierarchies 2 23 to 2 30 adding to 2 20 to 2 22 creating 2 26 to 2 30 for matrix management 2 24 in security profiles 23 5 versions of 2 25 Organization Hierarchy Report 2 29 Organizations 2 6 to 2 7 adding to hierarchies 2 13 2 20 additional information for 2 12 assigning an employee to 11 8 classifications for 2 11 cost centers for 2 7 defining 2 10 to 2 13 Index 7 deleting 2 22 entering site addresses for 2 2 external 2 7 in project based enterprises 7 3 levels of internal 2 6 listing employees assigned to 11 25 used with position control 3 4 Other information entering for an employee 9 7 Overrides for element entries 12 45 P Parent organizations 2 20 Part time employment category 11 6 Paternity leave 8 7 Pay periods 12 43 selecting 5 6 Pay scales 4 12 defining 4 13 defining rates for 4 14 Pay val
63. 23 4 Hierarchies for Reporting When you run some of the Oracle HRMS standard reports you can specify an organization hierarchy to determine which organizations and employees the report covers You can also use this approach in your own standard or ad hoc reports You can create additional organization hierarchies just for analysis and inquiry purposes 2 24 Oracle Payroll UK User s Guide Organizational Change and Version Control See Also Changing your hierarchies to reflect simple changes in reporting lines is not difficult You create a new version of your existing hierarchy and modify parts of its structure The system retains earlier versions of hierarchies for historical information However when you experience a major restructuring it is often best to create new work structures including new organizations and reporting lines Suggestion You can create future dated versions of your Y organization structures and use these to prepare for reorganization in advance You retain previous versions of your hierarchies for historical information Dated Information and Hierarchy Versions page 1 13 The Employer and Other Organizations 2 25 Creating Organization Hierarchies You can create all types of organization hierarchies in two ways e using the Organization Hierarchy window e using the Organization Hierarchy Diagrammer The Hierarchy Diagrammer included with Oracle HRMS enables you to create your o
64. 35 The salary basis establishes the duration for which a salary is quoted for example hourly monthly or annually Notice that an employee s salary basis is not necessarily the same as the pay periods of his or her payroll For example an employee with an hourly pay rate has the salary basis Hourly Salary but can have an assignment to a weekly payroll You can associate an element with one salary basis When you associate an element with a salary basis you cannot create or maintain entries for the element on the Element Entries window You must use the Salary Administration window to enter and maintain employee salaries 14 6 Oracle Human Resources UK User s Guide You define a salary basis in the Salary Basis window Mere mm Dawes dare Ee bp Veoh f 000SCS S Gaa C a f 00 Spcautred Hoar e man 8 cit 8 6 0 Shtiai a s SS CSd d To define a salary basis 1 2 Enter a name and select a basis Select the name of the salary element and input value associated with this salary basis Optionally select a grade rate to associate with the salary basis Oracle HRMS uses the grade rate to validate your salary proposals You receive a warning if the salary you enter for an employee is not within the grade rate range defined for the employee s grade In doing this check the system takes account of the hours in the employee s standard work week It compares the hours on the employee s a
65. Absence Management 10 7 Absence Management Setup Steps 10 8 p gt To set up absence recording 1 Define a nonrecurring absence element with the Termination Rule Actual Termination and with at least one input value for each absence type Link this element See Defining and Linking an Absence Element page 10 9 Note To set up an absence type for which you do not need to maintain a running total of time taken or remaining and do not need eligibility rules omit this step To keep a single record of employees time taken for two or more different absence types you can define one element only to associate with all the types See Setup of Absence Types page 10 4 Define categories of absence types as values for the QuickCode Type ABSENCE_CATEGORY and your absence reasons as values for the QuickCode Type ABSENCE_REASON You can select the same reason for different absence types See Adding QuickCode Values page 20 3 Define each absence type associating with the type its absence element See Defining an Absence Type page 10 11 For an absence type with a decreasing balance use the Element Entries window or the MIX batch facility to make initial element entries for employees eligible for the type See Entering Elements page 12 44 Creating and Updating Batches of Element Entries page 12 51 Oracle Payroll UK User s Guide Defining and Linking an Absence Element Define an absence ele
66. Applications Therefore you may want to refer to other user s guides when you set up and use Oracle Payroll If you do not have the hardcopy versions of these manuals you can read them by choosing Library from the Help menu or by reading from the Oracle Applications Document Library CD or by using a web browser with a URL that your system administrator provides Oracle Human Resources User s Guide This guide is aimed at HR managers and explains how to set up and use Oracle Human Resources to meet the requirements of your enterprise It describes how you can represent your enterprise structures policies and people on the system and use this information to manage your human resources vi Oracle Payroll UK User s Guide Oracle Training Administration User s Guide This guide explains how you can use OTA with Oracle HR to support each part of your enterprise s training cycle Application Data Export User s Guide This guide is aimed at end users system administrators and consultants It describes how you can use ADE to export data from Oracle Payroll into either a spreadsheet or mail merge application It also contains information on how to install ADE Oracle HRMS Implementation Guide This guide includes modular implementation flowcharts and checklists to assist with your project planning It contains a summary of the sequence of recommended steps for implementing Oracle Payroll and Oracle Payroll Full in
67. B 3 setting up 5 10 People groups assigning employees to 11 9 Performance reviews and salary proposals 14 9 to 14 11 Period of service 11 32 Person Details Report 9 29 Person types 8 2 to 8 4 Personal Analysis key flexfield 8 10 B 4 Personal information deleting 9 30 entering 9 4 entering special information 9 24 inquiring and reporting on 9 3 9 29 office location mailstop 9 6 tracking roles and activities 9 28 Physician s name entry of 9 7 Pictures 9 13 PLACEMENT_REASON 4 17 Position hierarchies 3 3 adding a new position 3 11 creating 3 22 to 3 37 creating new versions 3 23 in security profiles 23 6 Position Hierarchy Report 3 25 Position Name key flexfield 3 5 B 3 Positions assigning an employee to 11 9 contrasted with jobs 3 2 defining 3 10 to 3 13 entering valid grades 3 15 evaluating 3 13 in rule based enterprises 7 6 listing employees assigned to 11 27 representing jobs and positions 3 2 to 3 7 salary budgets 14 18 skill requirements of 3 16 source 3 29 target 3 31 viewing occupancy 3 20 work choices 3 17 Post run processes 1 6 17 17 Pre payments process 17 20 Predefined elements for NI class 1a 15 46to 15 54 NIC Holiday 15 33 Prefix information entry of 9 5 Primary assignment statuses for employees 8 5 11 5toll 6 Primary reporting
68. Box Set up the report layout View or print the report for a set of people Generate MS Word Letter Submit custom reports Enter timecard and other information batches Enter validate and transfer element entry batches Other Definitions Enter names for types of employees applicants and other people Enter values and meanings for QuickCode types Define your own QuickCode types Join special information types to the current business group Set up tables you require Enter table values Define time period types for use in budget calendars Review your personal profile options Register your user defined functions Define security restrictions Define security profiles to restrict record access Define customizations to restrict information access in windows MENU ENTRY DESCRIPTION Report Sets Define sets to restrict report and process access Task Flow Nodes Define task flow nodes and customizations Task Flow Definitions Define task flows Default Menus A 9 Default Navigation Menus for Payroll Responsibility People A 10 MENU ENTRY Enter and Maintain 1 Person Address Picture Assignment Absence Contact gt 3 Address End Employment 2 Phones NNN NN N Delete Personal Records Salary Management FastPath Oracle Payroll UK User s Guide Address Picture Special Information Contact Information Phone Numbers Absence Information DESCRIPTION Enter
69. Classifications Payroll and Assignment Action Type List of Action Types Processes e g Run Oracle Payroll form Pre payments Reversal People Folder Person Type User defined People PERWSEPI Person Function Enter Employee People and Assignment Enter Applicant PERWSHRG Hire people already on system Person Type User defined Position Occupancy Folder Employee or Applicant Employee Applicant Run QuickPaint Report QuickPaint Inquiry User defined Person Type User defined Assignments Assignment Sets Assignments Special Information Special Information Type User defined View Element Entry History User defined for Employee Element Processing Type Recurring Nonrecurring Table 19 1 List of Customizable Forms 19 4 Oracle Payroll UK User s Guide Types of Data Restrictions You can restrict the information that appears in a customized form by the following sorts of criteria element type recurring or nonrecurring element set user defined person function enter employee enter applicant hire someone on system person type user defined special information type user defined organization classification employee or applicant QuickPaint Report user defined If you want to restrict the data by a user defined information type you must create it first To restrict by element set create the set in the Element and Distribution Set window To restrict by QuickPaint Report create the re
70. Codes The amount of NIC payable by employees depends on the following factors e Ni category e earnings subject to NIC age e pension arrangements e earnings period e method of calculation e number of occurrences of the earnings period e arrears The most commonly used category codes are A B C D E F G S X and Y These are used in the following way Standard Rate Contributions These are made by employees between the ages of 16 and the state pension age A not contracted out D contracted out F contracted out for members of COMP schemes PAYE and NIC 15 17 Earnings subject to NIC Reduced Rate Contributions These are made by married women and widows who have a valid Certificate of Election B not contracted out E contracted out G contracted out for members of COMP schemes Employer Only Contributions These are in three categories Contributions for employees over state pension age who have a valid Certificate of Age Exemption and employees with more than one job who have a valid CA2700 and are in not contracted out employment C not contracted out Contributions for employees with more than one job who have a valid CA2700 and are in contracted out employment C contracted out Contributions for contracted out employees who are members of COMP schemes who have more than one job and who hold valid CA2700s S contracted out Category X and Category Y Category X is used to indicate
71. Employee Groups page 5 10 Employees and Assignments Employee information includes personal information employment information and assignment information Employee assignments relate 1 4 Oracle Payroll UK User s Guide employees to the work structures of the enterprise They also control and validate element links and entries and are themselves processed in payroll runs As with work structure information the Oracle HRMS database holds one integrated set of employee related information Payroll users access the parts of this information they require while enterprise business rules determine who is responsible for entering and maintaining it See Entering Personal Information page 9 4 Entering Special Information page 9 25 The Employee Assignment page 11 4 Earnings Deductions and Benefits Payroll Processing Oracle HRMS represents all earnings deductions and benefits types by elements These are structured information units that enable the system to identify classify and process all payroll information for employee assignments Elements can be associated with formulas to control processing and frequency rules and to calculate pay values Users define the elements they require to reflect enterprise business rules and categories In addition Oracle Payroll comes with predefined elements for PAYE NI Court Orders and Car Benefit together with their associated statutory balances and balance feeds Se
72. Enter the effective date of the process This should be the date on which you intend to pay the advance Select an element set if you want to exclude items from the calculation For example you may want to exclude some pay elements such as expenses from the Advance Pay run Choose the Submit button 17 50 Oracle Payroll UK User s Guide Viewing Process Information Assignment Processes Most of the payroll processes in Oracle Payroll produce results that you can view Table 17 4 lists these processes and indicates whether each one is restricted or unrestricted Restricted processes apply only to a particular specified payroll Unrestricted processes apply to more than one payroll You can view both types of process in the Payroll Processes window and you can mark them for retry or rollback Process Name Restricted or Unrestricted Balance Adjustment Restricted Cash Unrestricted Costing Unrestricted External Manual Payments Restricted Magnetic Transfer Unrestricted Non tracked Action Unrestricted Payroll Run Restricted Pre payments Restricted QuickPay Restricted QuickPay Pre payments Restricted RetroPay Restricted Reversal Restricted Transfer to General Ledger Unrestricted Table 17 4 Payroll Processes Every payroll process consists of one or more assignment processes An assignment process is of the same type as its parent payroll process but relates to a
73. Enterprises occrskorenierene tin ern i iier 7 6 Hybrid Enterprise Structures 0 0c cece cece 7 10 Contract Staff and Other Non standard Assignments 7 12 Setup for Personal and Assignment Information 8 1 Person Types iser Si a aae aa ii Seta i a 8 2 Defining Person Types 000060 c cece eee ee 8 3 Person Types and Information Management 8 4 Assignment Statuses 2 cece eee ee 8 5 Defining Assignment Statuses 06 00 c eee rrenan 8 7 Setup To Allow Processing After Termination 8 9 Defining Special Information Types 0 20005 8 10 Enabling Special Information Types 6000005 8 11 Personal Information 0 cece cece cece e nn eaee 9 1 Displaying Personal Information 000 e eee 9 2 Using the Find Person Window 0 6 000 e sees 9 3 People Folders esmori eRe ia AEE e sak datenblatt cote 9 3 Entering Personal Information 660 rnern 9 4 Entering New People 0 0 6 pet a a 9 5 vi Oracle Payroll UK User s Guide Chapter 10 HENE 2s ele Ears a a e aetna ch Ponoka Midna th ees erm n th ely dh Se 9 8 Entering Addresses arresi on e e a e eee eens 9 10 Adding Telephone Information 0 600000 9 11 Entering Pictures cesoie ranean a ene 9 13 Entering Next of Kin and Other Contacts 9 13 Competence Profiles Qualifications School Attendances and Work Cho
74. For example the name Senior Consultant may identify both the role of an employee and his or her relative status and eligibility for compensation and benefits 7 4 Oracle Payroll UK User s Guide Budgets Vacancies and Recruitment Career Planning and Development You may decide to set up the same structures for both the job and the grade This will be true if you want to set up rates of pay with minimum and maximum values associated with your grades Headcount budgets are usually allocated at the level of the organization or to the combination of organization and job You can calculate your salary budgets from the definition of organization and job headcount budgets combined with valid grades and grade rate information Actual salary costs in an HR environment can be calculated from the actual salaries of assigned employees Actual salary costs in an environment including Oracle Payroll can be calculated directly from payroll results See Salary Budgeting page 14 18 Vacancies are not created by default whenever an employee leaves Managers often have the freedom to decide if they want to replace an employee or to recruit to a different role The recruitment process is often informal and allows for recruitment by resume or cv Individual managers are usually responsible for interviewing and selecting candidates This may be ona one to one basis The need for individual career planning and development is ma
75. Groups page 2 8 Q Check that the source and target organizations for your mass move already exist in the HRMS database See Creating an Organization page 2 10 Performing Mass Move Tasks page 3 28 Jobs and Positions 3 27 Performing Mass Move Tasks Executing a mass move includes the following tasks 1 Describe your mass move page 3 28 Identify your source position s page 3 29 Identify your target position s page 3 31 eS For each source position verify the transferring assignments page 3 32 For each target position verify or add valid grades page 3 34 Execute the mass move page 3 35 Review the mass move page 3 35 QOS ON 2 If necessary resolve any problems and then reexecute the mass move page 3 36 Describing Your Mass Move To define your mass move the first task involves entering a description determining the source and target organizations for the mass move and specifying the date on which the mass move will take effect Ceumctos _ I M I Bwa Tangent Oqeani SS Daien Pisne Ose un fing cesan pig tat l gt To describe your mass move 1 Navigate to the Mass Move window 2 Enter a description of the mass move you want to perform You can change this description at any time before the mass move is processed 3 Select the source and target organizations for the mass move The source and target organizations can differ or be the same The
76. J In the Salary Management folder query the assignments you want to process Click on the ADE icon on the Oracle HRMS tool bar In the ADE Fetch Data window select the style Salary Proposals and select the action Spreadsheet Choose Start This launches your spreadsheet application and iconizes ADE Edit the data in the spreadsheet following the rules outlined above Save the spreadsheet with a new name to prevent it being overwritten the next time ADE is run Exit your spreadsheet application In ADE choose the Upload button Note If the Upload button is not available ask your system administrator to create the function HR_HRIO_ENABLE_UPLOAD and add it to your menu Choose Load and select the spreadsheet that you saved You can review your changes in the built in ADE spreadsheet The Status column shows which rows have been updated Choose Upload The updated information is uploaded to the database The Status column records any errors encountered during the upload To view your new proposals in the Salary Management folder requery the data Approving Multiple Salary Proposals If the Approve button is displayed in the Salary Management folder you can select multiple assignments in the folder and approve them 14 14 Oracle Human Resources UK User s Guide Note If the Approve button is not displayed you cannot approve salaries This is controlled by a menu function set up by your system administrator
77. NI Car Secondary ASG_STAT_YTD dimensions this is because a direct entry via NI Y has been made See Also Viewing Assignment Process Results page 17 55 15 52 Oracle Payroll UK User s Guide NI Car Detail Report This report lists employees by payroll who have entries of the element NI Car Primary and NI Car Secondary and shows the NI Y amounts due from each The Grand Total amount should equal the NI Y payment amount from each payroll You run this report in the Submit Requests window To run the NI Car Detail report 1 In the Name field select the report name Then select the Parameters field to open the Parameters window Enter the start and end dates of the report By default these are the start and end dates of the current tax year Select the payroll for which you want to see information If you do not select a payroll the report displays payments information for all the employees in your enterprise receiving a company car benefit You can select the order in which details are shown on the report The default order is by employee name Alternatively you can select by employee number or National Insurance number Choose the Submit button PAYE and NIC 15 53 15 54 Oracle Payroll UK User s Guide CHAPTER Court Orders and Arrestments T his chapter describes the court orders and arrestments in operation in the United Kingdom and explains how to administer them for your employees Court Orde
78. NI Y balance is not available for entry Note If you have entered an opening balance via NI Y adjustment it is your responsibility to ensure that the total balance is correct NI Car Payment and NI Car Payment Secondary These elements accept as indirect results the actual amount of an employee s contribution towards the private use of the car if an amount has been entered onto NI Class 1A In addition to these predefined elements there is a report listing the NI Y amounts due from employees Formulas for Calculating NI Class 1A Contributions The formula linked to NI Car Primary is NICAR_PRIMARY The formula linked to NI Car Secondary is NICAR_SECONDARY For the year 1995 96 the following legislative global values apply to both formulas e Car benefit is 35 of the price e The maximum price for car benefit calculations is 80 000 e The highest level of employer s NIC is 10 2 A business mileage of between 2 500 and 17 999 reduces the car benefit of NI Car Primary by one third It does not reduce the car benefit of NI Car Secondary A business mileage of 18 000 or more reduces the car benefit of NI Car Primary by two thirds and the car benefit of NI Car Secondary by one third PAYE and NIC 15 47 See Also Cars that are four or more years old by the end of the tax year have the car benefit after adjustment for mileage reduced by one third Payment for private use further reduces car benefit on a pound for pou
79. Organizations 221 Site Locations In Oracle HRMS you set up each physical site where your employees work as a separate location Similarly you enter the addresses of external organizations that you want to maintain in your system such as employment agencies tax authorities and insurance or benefits carriers When setting up internal or external organizations you pick from a list of these locations This approach has these advantages e You enter information about each location only once thereby saving data entry time e Central maintenance of locations ensures consistency of address standards e Your work sites exist as separate structures identifiable for reporting purposes and for use in the rules that determine employee eligibility for various types of compensation and benefits 2 2 Oracle Payroll UK User s Guide Setting Up Site Locations Enter site addresses in the Location window Locations are shared across Business Groups in Oracle HRMS and with two other Oracle applications Inventory and Purchasing Oracle HRMS does not use some of the fields in the Location window These fields are disabled for HRMS users Location ioj x Name Inventory Organization Description Address Style Address Contact Ship To Location IX Ship To Site IX Bill To Site X Office Site IX Internal Site X Receiving Site Tax Name Inactive Date E gt To enter a work location and its address 1 Enter the name of th
80. Payroll The BACS process produces an output file conforming to the format specified in the BACS User Manual for 1 2 inch magnetic tapes You can locate this file in the APPLCSF APPLOUT directory The file name is in the format p lt request_id gt mf The request id is the one allocated to you by Oracle Payroll for your BACS process The file name could be for example p02331 mf To create a BACS tape 1 Load a half inch magnetic tape with write access 2 Goto your Out directory 3 Run the PYUMWT routine from the command line specifying the BACS file name and the magnetic device name as parameters For example PYUMWT p02331 dev rmt8 Note Do not add the extension mf to the file name in the command 4 Unload the tape write protect it label it and send it to BACS A listing file is produced by the BACS process simultaneously with the magnetic tape file The name of the listing file includes the extension a01 for example p02331 a01 This is a text file that can be viewed or printed Defining Payment Methods for the Enterprise page 5 3 17 28 Oracle Payroll UK User s Guide Cash Process Oracle Payroll enables you to choose Cash as a payment method and to record cash payments to employee assignments Oracle Payroll automatically analyses cash payments into the largest denomination notes and coins as part of the Pre Payments process You run the Cash process from the Submit Requests window gt To recor
81. Processes Use the Payroll Processes window to roll back a process for a few individuals Roll back processes for many employees from the Submit 17 14 Oracle Payroll UK User s Guide Requests window To roll back a subset of employee assignments included in a process place them in an assignment set gt To roll back a process from the Payroll Processes window In this window select the process record Select Delete Record from the Edit menu gt Toroll back a process from the Submit Requests window 1 Inthe Name field do one of the following e Select Rollback to roll back all processes except a payroll run e Select Rollback Run to roll back a payroll run 2 If the Parameters box does not appear click in the Parameters field 3 Select the process to roll back The list for Rollback displays processing dates with the corresponding process types payrolls and consolidation sets The list for Rollback Run displays process run dates with the corresponding period dates and payrolls 4 To roll back processing for an assignment set select the set name Choose Submit Individual Employee Assignment Process Rollback Use the Assignment Processes window gt Toroll back an assignment process m Select the record for the assignment process Choose Delete Record from the Edit menu The Payroll Run and Other Processes 17 15 Retrying and Rolling Back Other Processes Retries and rollbacks can apply to other proc
82. Run Result History 17 59 Entry Values 12 45 Exchange Rates 17 3 External Manual Payments 17 64 Find Person 9 3 Find Positions 3 29 Form Customization 19 8 Formula Result Rules 12 32 GL Map 6 6 Grade Rate 4 9 19 22 Grade Scale 4 15 Grade Step Placement 4 17 Grades 4 4 Initial Balance Feed 13 10 Input Values 12 28 Job 3 8 Job Evaluation 3 14 Job Requirements 3 16 Link Input Values 12 37 List Assignments 11 23 List Employees by Absence Type 10 16 List Employees by Element 12 60 List Employees by Organization 11 25 List Employees by Position 11 27 List Employees by Position Hierarchy 11 28 List People by Assignment 11 24 List People by Special Information 9 26 Location 2 3 Mass Move 3 28 Mass Move Assignments 3 32 Mass Move Positions 3 31 Mass Move Valid Grades 3 34 Menu 19 19 Net Calculation Rules 10 26 Organization 2 10 Organization Hierarchy 2 26 Organizational Payment Method 5 3 Parent Organization 2 20 Pay Advice Report 15 44 17 21 17 58 Pay Scale 4 13 Payroll 5 6 Payroll Processes 17 52 People 9 5 People Folder 9 3 Period Dates 5 8 Person Types 8 3 Personal Address Information 9 10 Personal Payment Method 11 19 Picture 9 13 Position 3 10 Position Evaluation 3 14 Pos
83. Submit Requests window gt Torun the Cheque Writer process 1 Inthe Name field select Cheque Writer 2 Inthe Parameters window select the name of the payroll or consolidation set to run the process for When you select a payroll its default consolidation set displays 3 Enter the start and end dates for the process 4 Enter your cheque payment method 5 Enter the sort sequence for the cheques This defaults to Organization then to Person 6 Enter your cheque style If you enter Default this selects the sample cheque report PAYRPCHQ 7 Enter the first cheque number of your cheque sequence in the Start Cheque field If required you can enter the last cheque number in the End Cheque Number field 8 Choose the Submit button Adding Your Own Cheque Report You can add your own cheque report to the Cheque Writer process by generating it and placing it in the PAY_TOP srw directory To select your report in the Cheque Writer Parameters window you first need to add the cheque report details to the HR_LOOKUPS table The sample report supplied has the following definition in this table The Payroll Run and Other Processes 17 23 Column Name Value APPLICATION_ID 800 LOOKUP_TYPE GB_CHEQUE_REPORT LOOKUP_CODE PAYRPCHQ MEANING Default ENABLED_FLAG Y Printing Details The sample cheque report PAYRPCHQ is generated using Oracle Reports To print the report define a SRW driver file for your particular printer an
84. System Name you want to map on to Setup for Personal and Assignment Information 8 3 Deactivating User Names You cannot delete user names in use in the system but you can deactivate them by unchecking the Active check box Notice that you cannot deactivate a default User Name You must first select another user name as the default Person Types and Information Management 8 4 The system uses its Person Types to control the type of information you can enter For example you cannot enter earnings or deductions for an applicant You can use Person Types in the following ways e To control access to people s records on the system according to their Person Type For example you might give all managers in a department access to employee records but only give recruitment officers access to records of applicants and ex employees Your system administrator can achieve this by creating customized versions of the People window See Restricting the Data Displayed in a Window page 21 3 e When you set up your own fields to hold additional information you can tie them to particular Person Types For example you might want a user defined field holding visa information for foreign workers to appear for employees and applicants but not for other people You can do this by setting up the descriptive flexfield on the People window See Adding New Fields to Windows page 21 2 compensation or benefits element based on the type o
85. Task Flows 05 19 11 Defining Task Flow Nodes 06600 c cece e nena 19 14 Defining Task FIOWS 6 00 c ccc eens 19 15 Setting Up Navigation Menus 00 c eee eee 19 18 Setting Up Query only Access to Forms 19 21 Calling Customized Forms and Task Flows from Menus 19 22 QuickCodes and User Tables ccc eceececeeees 20 1 Quick COMES a 5 Nida oceania ead ena E Shae BY aadecvovidter e e E Sahh 20 2 Adding QuickCode Values nnnn nunnurnar 20 3 Removing QuickCode Values 0 000000 20 4 Defining QuickCode Types nnn suunnan runnar 20 5 User and Extensible QuickCodes 0 00sec eee eee 20 6 User defined Tables 0 ccc a Daaa cee eens 20 9 Setting Up User Tables 0 cece eee eee eee 20 10 Entering Table Values 0 00 c cece eens 20 13 Integrating With Other Systems 0 0 cece eee 21 1 Using Oracle Human Resources with Oracle Payroll 21 2 Using Oracle HRMS with Spreadsheets 256 21 5 Using Attachments ai so a e i E nee 21 6 System Administration ccc cece cece eee ee ees 22 1 The Role of the System Administrator 0 22 2 Setting User Profile Options 6 0 06 cece eee eee 22 4 Enabling Currencies sassone inene p a a pA e eens 22 7 Contents xiii Chapter 23 Chapter 24 Appendix A Appendix B Appendix C Security
86. The list displays all the input values defined for the element These input values may have different units of measure When you select an input value its unit of measure displays in the Units field If you want to feed a balance with the element s direct run result select Pay Value 4 Select the balance you want the input value to feed The list restricts your choice to balances having the same unit of measure as the input value you selected 5 Select Add or Subtract for the balance feed 12 30 Oracle Payroll UK User s Guide Creating Classes of Balance Feeds Raisat Feed CAs E akp aa Bi G DOLDE CARMHA REF AMEH Effectivn Dates Chagdicahas B e a hirer mr In the Balance Feed Control window you can classify an element using secondary classifications These determine the balances that the element feeds You can query a balance in the Balance window and choose the Classifications button to view the list of classifications that feed it Prerequisites Q Define any new secondary classifications you require in the Element Classifications window See Defining Secondary Element Classifications page 12 8 gt To select or remove secondary element classifications 1 Set your effective date to when you want the element to begin feeding the balances that the secondary classifications feed Enter or query the element in the Element window and choose the Balance Feed Control button In the Balance F
87. When the Mass Move window is populated with data and the Message button appears choose the Message button Mass Move Positions 1 CP aR o OY 6 Choose Work Structures gt Position gt Mass Move in the Navigator Complete the Mass Move window Save your work Choose the Positions button In the resulting Find Positions window select or enter a Source Job and Source Position Choose the Find button Mass Move Valid Grades PW ON Choose Work Structures gt Position gt Mass Move in the Navigator Complete the Mass Move window and save your work Choose the Positions button Complete the Find Positions window Oracle Payroll UK User s Guide 5 Choose the Find button 6 Complete the Mass Move Positions window 7 Choose the Valid Grades button Mass Update of Applicants Choose Recruitment gt Mass Update of Applicants in the Navigator Maternity SSP SMP only 1 Choose SSP SMP gt Person Details in the Navigator 2 Enter or query a person 3 Choose the Maternity button Maternity Evidence SSP SMP only 1 Choose SSP SMP gt Person Details in the Navigator 2 Enter or query a person 3 Choose the Absence button 4 Enter or query a maternity absence 5 Choose the Evidence button Maternity Pay SSP SMP only 1 Choose SSP SMP gt Person Details in the Navigator 2 Enter or query a person 3 Choose the Absence button 4 Enter or query a maternity absenc
88. a new effective end date on a row of a datetracked record and deletes all following rows DT Next deletes a row of a datetracked record and uses its effective end date to set an new end date on the preceding row The old and new values of all fields that changed and the new effective end date on the row preceding the new row The non null values in all rows of the record that was deleted The new effective end date of the row The non null values in the rows that were deleted and the new effective end date on the last row The non null values in the row that was deleted and the old and new effective end dates on the preceding row Table 24 1 Transaction Types in the Audit Report To run the predefined audit report In the Submit Requests window select Audit Report in the Name open the Parameters window Select an audited table that is one in an audit group 1 field 2 Enter the Parameters field to 4 Select a value for the Initialization parameter Yes means that the report removes obsolete data related to your selected table from the HR_AUDITS table and the HR_AUDIT_COLUMNS table It populate the tables with new values then reports on these No means that the report runs on the existing data in the HR_AUDITS table and the HR_AUDIT_COLUMNS table AuditTrail 24 5 e Refresh means that the report removes all obsolete data from the HR_AUDITS table and the HR_ AUDIT_COLUMNS table I
89. accrue each year For example if plan participants accrue 80 hours of vacation per year during their first five years of service band 0 5 enter 80 in the Yearly Accrual field 3 Ifa band does not permit participants to carry unused accrued time over to the next year leave the Accrual Carryover field blank Otherwise enter in this field the maximum number of accrued unused hours or days that participants at this band may carry forward See Length of Service and Accrual Amount Rules page 10 21 4 Ifaband has no ceiling that limits the total number of hours or days participants at this band can accrue at any one time leave the Ceiling field blank Otherwise enter the ceiling number for the band 5 Save your work When you do this the system generates three new elements for the plan one to represent the plan and one each to hold carried over and residual amounts of accrued unused PTO Define for these elements the same links as those of the plan s absence element Reviewing or Changing Net Accrual Calculations 10 26 The rules for automatic calculation of employees net PTO appear in the Net Calculation Rules window Here the system displays the rules that carried over time adds to net PTO and hours or days absent subtract from the net You enter this window by choosing the Net Calculation Rules button in the Accrual Plan window Oracle Payroll UK User s Guide amp Net Calculation Rules acatio
90. already appear there In the Organization Classifications region select Business Group choose the Others button and select Tax Details References Click in a field of the Additional Organization Information window to open the Tax Details Referencs window Enter tax district details and the statutory name and address of your Business Group If your enterprise runs a contracted out occupational pension scheme enter your Employer s Contracting Out number This is issued by the Pension Schemes Office Oracle Payroll UK User s Guide Business Groups and HR Organizations Work Day Defaults You can set up default working hours for all employees in the Business Group or in an HR Organization saving data entry at lower levels When necessary you can override the defaults at lower levels for example for individual positions or employees The Salary Administration process uses working hours information to prorate the salary values against which it validates any salary proposals E Work Day Information Jof xX Normal Start Time Normal End Time Working Hours Frequency aul Clear Cancel p gt To define work day defaults 1 Inthe Organization window query the Business Group if it does not already appear there In the Organization Classifications region select Business Group choose the Others button and select Work Day Information 2 Click ina field of the Additional Organization Infor
91. and if the balance is zero issue the message Loan is repaid You read formula messages on the message listing reports Stop This formula result stops the entry of the element you name in Step 8 from processing This element must be a recurring entry type with multiple entries not allowed Update recurring entry This result updates the element entry for the element you name in Step 8 This element must be a recurring entry type with multiple entries not allowed However you can pass a recurring element s results to itself even if multiple entries are allowed for this element If you select indirect result stop or update recurring entry as the formula result type select the name of the element to which you want to pass the formula result This element must have a processing priority causing it to process after the element whose formula produces the result Elements Building Blocks for Pay and Benefits 12 33 9 If you select indirect result or update recurring entry as the formula result type select the input value name to which you want to pass the formula result 10 If you select Message as the formula result type select a message severity level There are three choices Fatal When a message with this severity results from your formula the run rolls back all processing for the employee assignment Warning A message with this level of severity does not affect payroll processing but warns the user of a possible pr
92. and Control 0 ccc ccc cece eee eens 23 1 Security in Oracle HRMS oia sanae isa h a a a a Ae 23 2 Access Control through User Responsibilities 23 2 Sec rity Profiless icc kde arta DAA ee OTL eR nad 23 4 Database Access Without Online Access 55 23 8 Ment Structures ie a cons ewe e She Jw Meno eri ke 23 8 Security Groups s Tein aa h EEA AEE AEE EEEN 23 9 Setting Up Security in Oracle HRMS 000 0 e eee 23 10 Defining Security Profiles 0 0 cece eens 23 13 Running the HRMS Security Processes 55 23 15 Au ditTrail seien pas era sna a ear ea e A R GS 24 1 AMOI ses gyde e Eise aE E KAES aR TE EE 24 2 Setting Up AuditTrail 2 0 nce 24 2 Reporting on Audit Information 0000005 24 4 Designing Your Own Audit Report 006 24 6 Default Menus cece cece cece centre anai oa A 1 Default Navigation Menus for Payroll Responsibility A 2 Default Navigation Menus for Payroll Responsibility A 8 Windows and their Navigation Paths 006 A 14 Key and Descriptive Flexfields ccc cece cee eeeee B 1 User Definable Key Flexfields 0 0 0 cece eee B 2 User Definable Descriptive Flexfields 20 B 5 List of Descriptive Flexfields 0 00 0 e eens B 6 Descriptive Flexfields with Startup Data B 9 Changing Address Styles
93. and the order in which the segments appear You can define two types of descriptive flexfield segments e Global segments which always appear in the flexfield window e Context sensitive segments which appear only when a defined context exists You can prompt the user to provide the context or you can provide the context automatically from a reference field in the same zone For example a segment to hold details of an employee s disability might display only when the Disabled field contains the value Yes ISF Attention Some descriptive flexfields appear in more than one window For example the Additional Evaluation Details flexfield appears in the Job Evaluation window and the Position Evaluation window Check all of the windows that use a descriptive flexfield before you define any of the segments This is especially important if you intend to make the flexfield context sensitive to another field You must ensure that the reference field is present in all of the windows that use the flexfield List of Descriptive Flexfields page B 6 Oracle Applications Flexfields Guide 19 2 Oracle Payroll UK User s Guide Restricting the Data Displayed in a Window Many of the standard Oracle HRMS forms are multipurpose For example in the Person form you can enter or view details of employees applicants contacts or other person types that you have defined In the Element Entries form you can make entries for all the elements
94. at three types of enterprise to suggest different ways in which you could use the information held in Oracle Human Resources to derive your salary budgets Note The calculation of actual salary values happens during the payroll run To help you compare planned versus actual spending Oracle Payroll provides the following information actual pay values for each assignment in the payroll run balances to show to date totals costs accumulated to the cost centers and project codes you set up in the Cost Allocation Flexfield Budgeting Approach in a Government Agency A typical government agency has a rule based structure based on organizations positions and grading structures In this type of enterprise salary budgets are usually set for each position then rolled up to the organization level Starting from the position definition you can extract the list of valid grades and the grade rate values for each of these grades If you use grade scales you can use the midpoint value from the range defined for each grade To calculate the salary budget for each position you multiply the position headcount by one of the values for the grade Typically you would use the value for the middle grade However you might choose the lowest grade if you are making entry level assignments to new positions 14 18 Oracle Human Resources UK User s Guide When you have established the relationship between these various items in the database
95. change When you set up salary administration you can enter grade rate ranges against which the system validates salary proposals Salaries Determined by Grade See Also If your employees salaries are entirely determined by their grade you may not need to use Salary Administration For these employees you define a grade rate or pay scale rate and enter values for each grade Then you can assign employees to grades and place them on the appropriate point of their grade scale If you use Oracle Payroll you can write a salary formula that uses the grade rate or pay scale rate to calculate each employee s salary pay value Grade Relationships to Compensation and Benefits page 4 6 14 2 Oracle Human Resources UK User s Guide Reviewing Current Salaries Before entering salary proposals you can review the current salaries of comparable groups of employees There are a number of ways to do this Query a list of assignments in the Salary Management folder to view their current salaries and any existing salary proposals You can view up to ten salary components such as Cost of Living Location Adjustment or Promotion for each proposal See Using the Salary Management Folder page 14 13 Query lists of assignments receiving a particular salary element on the List Employees by Element window This shows the latest approved salary for each assignment in the date range you select Run the Salary Review Report to view
96. concurrent assignment In such cases you need to designate one assignment as being the primary assignment You may want to use additional assignments to track additional responsibilities occasionally with payments and deductions relating only to the primary assignment In this case you can adjust labor costs for work done Time and Attendance Specifying the hours of work is a contract of employment requirement Payment for these hours may be automatic or based on the actual hours worked At set up it is possible to enter the default working hours at one or more of the following levels e Business Group e Organization e Position e Assignment Assignment Statuses The employee s assignment status controls how this assignment information is to be used during a payroll run To be included in the payroll run an employee must have current assignment which includes an assignment to a payroll and a payroll assignment status of Process See Assignment Statuses page 8 5 Paid Time Off The contract of employment will state the entitlements to paid time off such as holiday pay sickness and maternity leave pay These may be the statutory entitlements only or the entitlements according to the business rules You can define these entitlements as absence types which in turn can be linked to elements with simple reducing balances At the start of the accounting year for each absence type the entitlement may be entered Then each time you
97. created in the period immediately following those in which recovery is due to be made The process uses all date effective information currently in place at the time it is run For non arrears payrolls the process calculates the current period as well as the advance periods PAYE is calculated using the basis effective for each period To ensure accurate results you should run the process only when all data for the current period is in place For arrears payrolls the process only performs runs in memory for periods containing an entry for the element Advance Indicator with the Advance input value set to Yes The current period and offset period are not calculated PAYE is always calculated on a non cumulative basis Entries must be in place before the process is run For this reason no timecard entries will be due in the periods for which the advance is calculated Using Create Batch Lines The Create Batch Lines window enables you to create batch lines with the same details for all assignments identified by an assignment set You can make use of this MIX feature when you generate payments that only occur during an Advance Pay period For example you could create an assignment set in which one of the criteria is a check for the value Y in the database item The Payroll Run and Other Processes 17 41 ADVANCE_INDICATOR_ADVANCE_ENTRY_VALUE You would use this assignment set to define the parameters of Create Batch Lines If the c
98. current and previous salaries for all employees or for employees assigned to a selected organization job position and or grade See Salary Review Report page 14 17 Query a list of assignments in the Assignments folder then view the salary history for each assignment in the list individually using the Salary History window This window displays the dates reasons and amounts of each approved salary change and of any new salary proposal See Viewing Salary History page 14 16 If you use grade rates you can view the salaries of all employees on a certain grade receiving a particular salary element using the View Employee Grade Comparatio window This window also displays each employee s salary as a percentage of the midpoint defined for the grade See Viewing Grade Comparatios page 4 10 If you use pay scale rates for salaries you can report on the salaries of all employees or a group of employees using the Employee Increment Results report See Employee Increment Results Report page 4 19 Salary Administration and Budgeting 14 3 Setting Up Salary Administration Before entering salaries for new hires and salary proposals for current employees using salary administration complete the following setup steps gt To set up salary administration 1 Validating Salary Entries 14 4 Create a salary element for each group of employees whose salaries are quoted on the same basis such as annuall
99. defines these flexfields to meet the specific legislative and reporting needs of your country The protected key flexfields are the Soft Coded Legislation key flexfield and the Bank Details key flexfield Table B 3 lists the protected descriptive flexfields Table Name Window Title PAY_ORG_PAYMENT_METHODS_F Organizational Payment Method PER_PEOPLE_F People Applicant Entry Further Organization Information HR_ORGANIZATION_INFORMATION Further Location Information Table B 3 Protected Descriptive Flexfields in Oracle HRMS Your localization team determines which of these flexfields are required for your legislation and what segments they should contain Ensure that you select the appropriate legislation code when you define your Business Group so that you can see these flexfields AN Warning Do not attempt to alter the definitions of these protected flexfields These definitions are a fundamental part of Oracle HRMS Any change to them may lead to errors in the operating of the system It is possible that Oracle HRMS will use other segments of these flexfields in the future Therefore do not add segments to any protected flexfield This can affect your ability to upgrade your system in the future B 10 Oracle Payroll UK User s Guide Soft Coded Legislation Key Flexfield This key flexfield holds legislation specific information The legislation of your Business Group determines the flexfield structure that you see
100. departments to pay employees and carry out other aspects of payroll management These include e transferring payroll information to the general ledger and to other accounting systems including project costing systems e reporting on payroll results to tax offices and company executives e maintaining full security and integrity of payroll information including historical information e enabling access to information when required for inquiries and responses to pay queries Oracle Payroll s integrated solution to managing payroll information and processing operates through the following information areas Work structures represent the organizational units of your enterprise and there is one integrated set of work structures for Human Resources and Payroll users The Business Group is the largest unit and represents your enterprise as a whole Other structures include internal organizations such as departments or divisions payrolls jobs or positions grading structures and any special employee groupings you need to use The system of work structures enables you to manage information about your enterprise that is independent of your employees Employees relate to this system through employee assignments See Representing Employers page 2 4 Representing Organizations page 2 6 Representing Jobs and Positions page 3 2 Representing Grade Structures page 4 2 Representing Payrolls page 5 2 Representing Other
101. enter an absence of a particular type this balance will reduce If your enterprise has more complex rules for paid time off entitlement you can define formulas to calculate the entitlement in the first instance and to calculate the payment as well if necessary For information about absence management see Setting Up an Absence Recording System Oracle Human Resources UK User s Guide Introduction 1 9 See Also See Absence Management Setup Steps page 10 8 Termination Your business rules determine the calculation of final pay for employees whose contract of employment terminates You need to enter the following information into the system e the end of contract date e the date you want the last normal payroll run to take place e the date you expect the final payroll run to take place if you expect this to be different from the last normal payment date The payroll run checks the Last Standard Process date for inclusion for normal processing and the Final Process date for the inclusion of late payments If the employee is deceased you must enter that as the reason for termination so that the P45 will record it See Ending an Assignment page 11 13 Employee Payment Method and Frequency Payment method and payment frequency are required information for the contract of employment In addition most employers agree with their employees the normal payment date within each pay period For example this could be the last Th
102. existing entry from its start date through to its end date Any future dated changes are unaffected e Override The process changes the existing entry from the effective date but preserves the previous information If there are future dated changes to the existing entry the process replaces all future dated changes with the batch line Notice that if you select this option you cannot check the Reject if Future Changes check box The Undefined option is display only for batches created using SQL Plus or a similar tool 5 If you want to reject batch lines that match entries that start in the future or for which future changes are scheduled check the Reject if Future Changes check box Notice that if you check this box you cannot select the Override option 6 If you want the batch to be purged from the temporary tables after successful transfer to Oracle HRMS check the Purge After Transfer check box 7 If you have set up control types to validate the batch before transfer choose the Totals button Select a batch control type and enter the total for the batch You can enter as many types and totals as you require A batch line is one element entry for an assignment Use the Create Batch Lines window to create identical lines for all assignments identified by an assignment set This is a quick way to create many lines for an element If the input values need to vary between assignments you can leave these blank a
103. fact take vacation or sick leave during this period the system does not accept entry of this time against the accrual plan Many enterprises set up an absence type for approved but unpaid leave to use for absences taken during periods of ineligibility The period of ineligibility is not applicable to plans with the start rule Six Months After Hire Start Rule Six Months After Hire 10 20 For plans with this start rule participants accruals do not begin until the first full pay period after the six month anniversary of their hire date For example someone on a semi monthly payroll who is hired on 5 February 1996 completes six months of service on 5 August 1996 and starts to accrue PTO in the second period in August Notice that if people are hired on the first day of a period their accruals begin with the pay period of the six month anniversary of their hire date For example someone on a semi monthly payroll who is hired on 1 February 1996 completes six months of service on 1 August 1996 and hence starts to accrue PTO in the first period in August Oracle Payroll UK User s Guide Length of Service and Accrual Amount Rules In Oracle HRMS the first day of the month of an employee s hire date is the default date from which his or her length of service is calculated for accrual purposes For example someone hired on 18 January 1997 completes one year of service on 1 January 1997 and someone hired on 31 Decembe
104. grade 1 indicates the highest grade This is the sequence in which the grades appear to users in lists of values Consider sequencing each grade at intervals of 10 or more to accommodate any future changes to grades Enter a unique name for the grade If there is more than one segment in the grade name structure a window opens when you enter the Name field You must enter a unique combination of segments Enter a start date early enough to handle any historical information you want to enter Save your work 4 4 Oracle Payroll UK User s Guide Deleting Grades To remove a grade from the list of grades to which employees can be assigned enter an end date against the grade To delete a grade entirely from the system you must first reassign anyone assigned to the grade If you have historical records using the grade you cannot delete it Instead enter an end date Grades and Their Relationship to Pay 4 5 Grade Relationships to Compensation and Benefits Figure 4 2 Relating Grades and Pay Directly and Indirectly In many enterprises there are rule based reward structures based on grade These rules can relate grades and pay directly or indirectly Direct Relationship You may have a salary administration system in which the actual level of pay normally falls between a minimum and a maximum value for a grade Regular performance reviews and ratings can involve comparison with the mid point value of pay for y
105. in which windows by qualifying each segment with the levels at which it should be displayed Table 6 1 lists the six levels and the types of segment that are typically displayed for user entry at each level Qualifiers for this Level Typical Segments Displayed at this Level Organization Organization cost centers Payroll Payroll company code set of books Element Link Element Balancing GL account codes for costing and balancing Table 6 1 Choosing Where To Display Segments Controlling Costs 6 3 Qualifiers for this Level Typical Segments Displayed at this Level Assignment Assignment project or product codes or cost centers that do not map onto organizations Element Entry Element Entry project or product codes for employees who submit timesheets Table 6 1 Choosing Where To Display Segments See Also Oracle Applications Flexfields Guide Setting up Earnings and Deductions for Cost Collection If you want to collect earnings and deductions costs for transfer to General Ledger accounts you must set up a segment of the Cost Allocation key flexfield with a name such as GL Account and with the qualifier Element set to Yes If you want to be able to override the account codes for elements at the assignment or element entry level set these qualifiers to Yes also Define your account codes as valid values for this segment If you use Oracle General Ledger you should use the same set of values when you define
106. indicates which window to use for your purpose Requirement Form to Use Balance feeds from one element to more Element than one balance Balance feeds from more than one element Balance to one balance Balance feed from one element to one Balance or Element balance Table 13 1 Creating Individual Balance Feeds Balance Feed Examples Below are examples of balance feeds to some of Oracle Payroll s predefined balances Automatic feed The Gross Pay balance must be fed by all the payments elements To ensure that this takes place automatically Oracle Payroll has linked the primary classification of these elements to this balance Discretionary feed The Taxable Pay balance may be fed by the same elements as Gross Pay and in addition is reduced by the Pre Tax elements Oracle Payroll links the secondary classification Taxable Earnings to the Taxable Pay balance so that you can decide which Earnings elements feed taxable pay You do this by classifying these elements in the Taxable Earnings secondary classification Individual feed The PAYE balance which is fed only by the element PAYE is an example of a balance with an individual feed from one element See Also Defining Secondary Element Classifications page 12 8 Creating Classes of Balance Feeds page 12 31 13 4 Oracle Payroll UK User s Guide Creating Balance Feeds for Individual Elements page 12 30 Balance Dimensions UK Payroll Dimensi
107. information that is a non payment type For example you might use elements to track which employees have received non payment benefits or equipment such as mobile telephones company cars or uniforms There is no limit to the number of elements you can define and all your definitions are datetracked 12 2 Oracle Payroll UK User s Guide Processing Elements in Payroll Runs See Also You have flexible control over the values that elements represent You can define elements to be for set amounts or for calculated amounts based on formulas that fire during payroll runs You can validate the data entered by using formulas or by providing a valid list of values You can enter defaults that can be overwritten or defaults that are fixed You can also define the processing frequency of elements For example you can define an element to process regularly in every payroll period to process once only unless you enter it again or to process according to some other frequency requirement Elements are processed during payroll runs according to the business rules for each element that you define at setup The processed result from each element is called the run result and the processed run results become balance feeds for different balances Some balance feeds are predefined to feed required statutory balances and you can create your own balance feeds to your own user defined balances Defining User Balances page 13 8 Controlling Element Pr
108. input value name ASG_SALARY_GRADE_RATE The display rate name ASG_SALARY_RATE_BASIS The salary rate basis ASG_SALARY_REVIEW_FREQUENCY The salary review frequency for the assignment ASG_SALARY_REVIEW_PERIOD The salary review period for the assignment ASG_SALARY_ BASIS NAME The salary basis name for the assignment ASG_START_DATE The start date of the assignment ASG_START_TIME The standard start time for the assignment ASG_STATUS The primary status for the assignment ASG_SUCCESSOR The position name that will succeed into this position Table C 2 Database Items C 5 Database item Description ASG_SUP_FULL_NAME The full name for the supervisor ASG_TYPE Whether this is an employee or applicant assignment ASG_VACANCY The name of the vacancy applied for Table C 2 C 6 Oracle Payroll UK User s Guide Contact Addresses Database item Description CON_ADR_CITY The name of the contact s town or city CON_ADR_COUNTRY The name of the contact s country CON_ADR_DATE_FROM The first date on which the contact can be contacted CON_ADR_DATE_TO The last date on which the contact can be contacted CON_ADR_LINE_1 The first line of the contact s address CON_ADR_LINE_2 The second line of the contact s address CON_ADR_LINE_3 The third line of the contact s address CON_ADR_PHONE_1 The contact s first telephone number O O O O O CON_ADR_PHONE_2 The contact s second
109. is a powerful and flexible tool to design reports about assignments in the format you require You can include the following sorts of information in a QuickPaint report Personal information Contact information Assignment information Application information Compensation and benefit information Descriptive Flexfield information Once you have designed a QuickPaint report you and other users can run the report online for any assignment or set of assignments You can view the results online or print them Reports and Inquiries 18 9 Defining QuickPaint Reports You can design QuickPaint reports in the Define QuickPaint Report window In the Report Definition area you can enter free text to introduce the report and to label the information that the report extracts from the database You can also select database items which are tags representing the information to be extracted from the database When you run the report the database item names are replaced by the appropriate data for the assignment or set of assignments for which the report is run You must be careful how you position the database items so that QuickPaint interprets them correctly and formats the report in the layout you require E tats Guchpani Mapai Hame E mpina Carl l l D i sphan Enplayes Personal and Wark Information Prieta T Show homa ote Perea Inf oresat inm seeseee Enpl opco Humber PER EHF HTHHER Full Boas PER _POLL_B
110. items Oracle Payroll processes in payroll runs When defining the input value to hold the absence balance for an absence type s element you can check the Database Item box Entries to this input value then become database items that formulas for payroll calculations can access 10 6 Oracle Payroll UK User s Guide Absence Recording When you record an absence for an employee using the Absence Detail window you must always select an absence type This ensures that you always have on record information about the nature of and reasons for the absence Dates and Times In the Absence Detail window you can conveniently record for an employee either a projected or an actual start and end dates and times of a particular type of absence as well as the date you receive notification of the absence When an actual absence occurs in accordance with projected absence information already entered you record this by simply clicking a button The system records an employee s absences using the same calendar upon which the employee s payroll is based This means that all employees for whom you record absence information must have a payroll component in their assignments See Components of the Assignment page 11 5 Authorization and Replacement When recording a projected or actual absence in the Absence Detail window you can select both the name of an employee authorizing the absence and of an employee replacing the absent worker
111. j Fie Abhisits Taps End ais Employee Mime mphyp ee Pireba Sian se End Dais gt To list employees by absence type m Enter any combination of absence type category and start and end dates to define the absences to view Choose the Find button The absences appear in the lower part of the window Use the standard Folder features to select a subset of these absence records and to choose the fields to see 10 16 Oracle Payroll UK User s Guide Absences Report The Absences Report shows information about employee absences during a specified period It can show absences e for an individual employee or for all the employees in an organization e for all types of absence or as many as 10 selected types The report summarizes the information as totals for each absence type since the employee was first hired Run reports in the Submit Requests window gt Torun the Absences Report In the Name field select Absences Report Enter the Parameters field to open the Parameters window Enter the effective date for which you want to see the report Select either an organization or an employee gir a ee Ne ia Enter the start and end dates of the period for which you want to report absences 6 You can choose up to 10 absence types for the report To report on all types leave the absence type fields blank Choose OK 7 Choose the Submit button Absence Management 10 17 Plans for Accrual of PTO
112. just the first form p gt To restrict access to query only mode for an individual form 1 Inthe Form Functions window select the form and specify the parameter QUERY_ONLY YES If you want to specify other parameters for this form function separate them with a space 2 Enter a user function name to identify your new function and save it 3 Inthe Menus window select your new function instead of the supplied form function Customizing Windows and Menus 19 21 Calling Customized Forms and Task Flows from Menus For certain options you must define menu functions that include a parameter in the Parameters field of the Form Functions window as follows If the menu entry calls a customized form use the following parameter HR_CUSTOMIZATION customization name If the menu entry calls the first form in a task flow use the following parameter WORKFLOW_NAME task flow name If the menu entry calls a form in query only mode use the following parameter QUERY_ONLY YES If the menu entry calls the Define Rate form PAYWSGEV use the following parameter FORM_MODE grade for the Grade Rate window FORM_MODE spine for the Scale Rate window If the menu entry calls the Payroll and Assignment Processes form PAYWSACT used in Oracle Payroll use the following parameter FORM_MODE assignment for the Assignment Processes window FORM_MODE payroll for the Payroll Proces
113. last date for sending P9Ds and P11Ds 5 April end of tax year Payment date The tax period to use for calculating PAYE is the period in which the payment date falls For example the weekly payment date April 14 is in Week 2 and the monthly payment date April 5 is in Month 12 PAYE and NIC 15 3 Method Tax tables are provided in either printed or computer version and sometimes there is a small difference on the amount of tax calculated Both are correct Oracle Payroll calculates PAYE using the formula issued by the Inland Revenue to computer users This formula is incorporated in the startup data for the product Identifying Your Tax Scheme See Also Your local Tax District has a three figure tax district reference number and each PAYE scheme administered by your enterprise has an individual employer s reference number This is normally a letter followed by up to seven alphanumeric characters NIC Legislative Details page 15 17 15 4 Oracle Payroll UK User s Guide Oracle Payroll and PAYE Oracle Payroll provides as startup data all the elements balances and other components you need to correctly administer PAYE It also provides legislative upgrades to keep your payroll processing up to date with current legislation If you include employees in more than one payroll run each processing period Oracle Payroll s calculations for tax deductions take into account the sums already deducted in that period
114. lists includes organizations that have been defined for the Business Group 3 28 Oracle Payroll UK User s Guide Note You cannot create a target organization on the fly You can change the source and target organizations for this mass move at any time until you choose the Find button on the Find Positions window These definitions then become part of the permanent definition of the mass move and cannot be changed Status is a display field that indicates whether the mass move has not yet been executed Unprocessed successfully executed without errors or warnings Complete successfully executed without errors but with warnings Complete with Warnings or unsuccessfully executed with no changes made In Error 4 If necessary adjust the effective date of the mass move You can adjust the effective date at any time before the mass move is processed 5 Save your work Identifying Your Source Positions After describing your mass move you must identify source position s to be moved bison Soar Farin fob r r r r r r r r r r t ale i gt To identify your source positions 1 Inthe Mass Move window choose the Positions button Jobs and Positions 3 29 2 Inthe resulting Find Positions window select source job s and the source position s associated with those job s You can select from a list of existing job s and position s in the source organization or you can use generic search c
115. mark the other process itself for retry This deletes all element entries for the process and enables you to run the retry of the payroll The payroll run s status remains at Incomplete as long as some employees remain marked for retry 17 10 Oracle Payroll UK User s Guide Retrying Runs In another situation you may realize after a run that results for a sizeable number of employees may be incorrect This could happen for example when you neglected to modify a formula for an earnings or deduction before starting the run In this case you can make the necessary changes and retry the entire run The new run ignores employees whose processing is unaffected by the corrections you have made It reprocesses only those whose original results are incorrect in view of the corrections entered Marking and Retrying Payroll Runs and Other Processes gt To mark a small payroll process for retry m Inthe Payroll Processes window select the process to retry and check the Retry box This effectively marks every employee assignment included in the process for reprocessing when you retry it gt To mark a large payroll process for retry 1 Inthe Submit Requests window select Mark Payroll Run for Retry in the Name field if you are retrying a payroll run Otherwise select Mark Process for Retry These processes have the same parameters Payroll Process and Assignment Set 2 Select the process you are marking for retry Leave the A
116. must have the name Pay Value You can enter a pay value directly as an input to the element When you do so no formula will fire during the payroll run to calculate any direct result for the element Instead the pay value you enter becomes the run result Validating Input Values When you define inputs for an element you also define the validation for each input value The validation you define controls the values a user can enter The options are to e provide a default value e provide a minimum and maximum value range e provide a fixed value e provide a lookup list of valid values validate the input value using a formula Using the formula option you can model complex business rules for validating entries For example for a bonus payment you might want 12 14 Oracle Payroll UK User s Guide to set a maximum bonus value that depends on length of service and current salary With Oracle s formula writing tool Oracle FastFormula you can include conditional logic to validate input values using different criteria for different employees See Also Defining an Element s Input Values page 12 8 Using Oracle FastFormula for Payroll Calculations Oracle FastFormula User s Guide Using Oracle FastFormula for Validation Oracle FastFormula User s Guide Elements Building Blocks for Pay and Benefits 12 15 Element Eligibility Rules Element Links Employees can be eligible for compensation element
117. not use the following letters since they are used on the Oracle Applications menu A E F G H Q S W There is no validation to prevent the same letter being used more than once for a group of buttons 10 Save the task flow To copy an existing task flow 1 Query the existing flow and choose the Copy To button 2 Enter the name of the new task flow and choose OK 3 Query your new task flow and edit it as required Calling Customized Forms and Task Flows from Menus page 19 22 Customizing Windows and Menus 19 17 Setting Up Navigation Menus Users access standard windows customized windows and the first window in a task flow through the menu structure displayed in the Navigator window Each responsibility is associated with a single menu structure Using Function Security System Administrators can further restrict access to individual menu options By defining menus with function security for groups of users you can e limit the range of information users can access for the applicant and employee records available to them e improve users efficiency in using the system by reducing menu choices e restrict users to query only access to some or all windows Each responsibility you define must be linked to one root menu which is the list of menu options displayed when the Navigator window first opens Navigator UK HRMS Manager PE Work Structures Location Enter locations People Enter and Main
118. of people Payroll Costing The Cost Allocation key flexfield is used to collect and to accumulate costs associated with running a payroll The key flexfields are central to Oracle HRMS therefore you must create certain definitions before you can set up your Business Group Job Position And Grade Key Flexfields e You can only define one structure per Business Group for each of these flexfields e You can define up to 30 segments within the structure e Use of these flexfields is optional but almost all Oracle HRMS installations use job and grade Positions are used most often in large highly structured enterprises such as those in the areas of government education and health care e You must define a structure name for these three flexfields before you can define a Business Group e You associate these structures with a Business Group in the Business Group Information window which opens from the Organization window People Group Key Flexfield e You can only define one structure per Business Group for this flexfield e You can define up to 30 segments within the structure e You do not create separate combinations of segments for the People Group flexfield You enter values for each employee as part of the employee assignment e You must define a structure name for this flexfield before you can define a Business Group e You must define at least one segment for the People Group flexfield in order to be able to u
119. of run messages if any from the payroll run If you access this window from the Assignment Process Results window you can select the particular process you want to view the report for You can also select a payroll run without a pre payments process Pay Advice Report page 17 21 17 58 Oracle Payroll UK User s Guide Viewing Employee Run Result History Enphapes Hare Saneperesi Wani Einari Wara eee M IMM Oaomtesd cr N eama Fm E Dm aR Cui Ernpleyee C Ye Ce E g E Fe ea Umia Fag isin i In this window you can view for a single employee a history of run results by element gt To view a history of run results for an employee 1 Select the name or the assignment number of the employee and the name of the element for which you want to see run results Select the range of payroll periods over which you want to see the information Choose Find The window displays information on each completed run for the criteria you have selected e Run This is the run type Payroll or QuickPay e Number This is the assignment action id corresponding to the run Select an entry and choose the Entry Values button if you want to view entry value details Element Result Listing page 12 61 The Payroll Run and Other Processes 17 59 Reports on Payroll Processes Report Sets See Also Oracle Payroll provides the following st
120. of the People form People Folder or Assignment Folder to start a task flow you should define a new customized task flow node and then define a menu function to call the task flow See Also Calling Customized Forms and Task Flows from Menus page 19 22 Customizing Windows and Menus 19 9 Linking Windows in Task Flows Figure 19 2 Sequential Task Flow To complete many tasks users need to use more than one window For example to hire a new employee users typically go from the Person window to the Address window to the Special Information window to the Assignment window and so on You can link these windows together in a task flow so that the user can choose a button to bring up each window in turn without returning to the menu The first window in the task flow defines the context of the subsequent windows For example if the task flow begins with the People window all subsequent information is entered for the person you enter or query in the People window You can include customized forms in task flows For example you might create a customized version of the People window that handles applicants only Then you could use this customization in a recruitment task flow Oracle HRMS supplies a predefined task flow that includes all the windows that you can use in task flows It is designed as a simple structure to use during implementation not as a recommended structure for users Person window Address
121. on Account 3 Inthe Entry Values window set the input value Primary to Yes Paying Employers NIC On Account 15 42 Employers can elect to even out payments of NIC by paying a higher band percentage if the director s earnings are expected to rise over the year The maximum increase allowed is 10 of earnings You arrange to pay employers NIC on account for a director in the Element Entries window Prerequisites L Link the predefined element NI Director on Account in the Element Link window To enable payment of employers NIC on account 1 Set your effective date to when you want to begin paying employers NIC on account 2 Doone of the following e Ifthe director already has an entry of the element NI Director on Account select the element and choose the Entry Values button e If the director does not have an entry of the element NI Director on Account select this element in the Element Name field and choose the Entry Values button 3 Inthe Secondary field set the contracted in rate you want to use Set this rate in decimals For example you would enter 10 as 1 Note If the director is contracted out Oracle Payroll derives the equivalent contracted out rate for the calculation These rates are Oracle Payroll UK User s Guide validated against the user table NI_LERS_WEEKLY column C_ERS_RATE_CI PAYEand NIC 15 43 Viewing Processing Results for a Director The Tax Payments Listing d
122. open the Parameters window Enter the effective date for which you want to see the report In the Position Structure field select the hierarchy If there are multiple versions select a version If the effective date lies between the version s start and end dates the report shows information for the effective date If it lies outside these dates the report shows information for the start date of the version In the Parent Position field select the highest position in the hierarchy that you want to see on the report Enter Yes in the Holders Shown field to see holders names If there are more than ten holders you see the number of holders only Choose the Submit button Jobs and Positions 3 25 Making Mass Updates You can use the Mass Move feature to reorganize your Business Group either within an organization or between organizations You can move assignments between existing positions create new positions in which to move assignments and change the grade location and standard conditions of an assignment Business Group reorganizations often entail changing many employee records in the same way Because Mass Move allows you to modify multiple employee records at once you can make such changes conveniently These topics are covered e Preparing for your mass move page 3 27 e Performing tasks to complete your mass move page 3 28 e Managing your collection of mass moves page 3 37 3 26 Orac
123. organization for a set period of time To do this you would assign the employee to an organization only and focus on the other assignment information for further information ISF Attention A basic rule in Oracle HRMS is that an employee must have an assignment The minimum work structure required for an assignment is the Business Group Oracle Payroll UK User s Guide CHAPTER Setup for Personal and Assignment Information T his chapter focuses on three aspects of setup that affect how you record and track people in your system e Person Types choosing the types of people you need to identify and the sorts of information you want to hold about each type e Assignment Statuses choosing statuses to track temporary or permanent departures of employees from your enterprise e Special Information Types designing fields to hold any special information not provided by the main system you want to hold about people jobs and positions and training activities Setup for Personal and Assignment Information 8 1 Person Types Using Person Types In any enterprise there is a need to identify different groups of people For each group that exists in your enterprise there may be different types of information you need to keep You may also want to control access to the records of different groups of people There are three basic types of people for whom you maintain information in your human resource system These are e
124. out as appropriate If further payments become due to the employee during the advance pay period these can be paid using the employee s normal payment method Alternatively the net payment can be deferred and paid to the employee in the period following the advance pay period Ifthe employee s entitlement during the advance pay period becomes less than the sum advanced thereby creating an overpayment the amount owing is recovered automatically in the pay period following the advance pay period You can make advance payments for any pay period types but the most likely ones are weekly or biweekly You set the maximum number of periods that can be advanced when you define the payroll The Payroll Run and Other Processes 17 37 Advance Pay Setup Information Advance Pay Elements The elements created by the system for Advance Pay are set out in Table 17 2 Process in Classification Run Advance Period Information No 8000 Start Date End Date Ye Priority Input Values Advance Cleanup Direct Payment s 9996 Amount Pay Value s Advance Recovery Direct Payment Ye Deduction Pay Value Advance Payment Advance Indicator Direct Payment Information Yes Pay Value Advance Defer Deferred Payments Direct Payment Pay Value Table 17 2 Advance Pay Elements Notes on the Table 1 The termination rule for all Advance Pay elements is Last Standard Process 2 You can qu
125. p gt Toenter license details Choose the License Details alternative region Enter the licence number for example a driving licence number Enter any restrictions for example licence not valid in certain states Enter the licence expiry date gt To enter subjects 1 2 Enter the first subject the qualification comprises Select the status at which the subject is awarded for example whether training in the subject is ongoing Oracle Payroll UK User s Guide 3 Enter the dates between which the subject is studied You must enter a Start date but you can leave the End date blank if the subject is still incomplete 4 Ifthe subject forms a major part of the qualification check the Major box Enter the grade at which the subject is studied if you want 6 Continue to enter further subjects until you have entered them all for the qualification then save your changes Entering Schools and Colleges Attended You can enter the school or college at which the person gained a qualification Use the School and College Attendances window accessed from the People window to enter attendance at an establishment p gt To enter schools and colleges attended 1 Select the name of the school or college that the person attended 2 Enter the dates of the attendance You must enter a Start date but you can leave the End date blank if the attendance is ongoing 3 If attendance is full time at the sch
126. personal and assignment information Enter people assignments and applications Salary Entries Tax Information Pay Method Costing Grade Step Secondary Status Salary History Entry History Reviews P45 QuickPay Statement of Earnings External Manual Payment Reverse Run Adjust Balance U wowwnwwnwnwwwnonwnw wowow www w Advance Pay Remove all records for any person Manage salary details Enter personal and assignment information quickly Enter address details Enter pictures for a person Enter special information Enter contact information Enter phone numbers Enter absence information Work Structures MENU ENTRY Location Organization Job Assignment Assignment Costing Grade Step Placement Secondary Status Pay Method End Employment Employee Review Salary Review Salary History Element Entry Accruals UK Tax Statement UK Statement of Earnings UK P45 Form Adjust Balances QuickPay Reverse Payroll Run External Manual Payments Description Hierarchy Description DESCRIPTION Enter a person s assignment details Enter costing for an assignment Enter grade step placement details Enter a person s secondary status Enter a pay method End a person s employment Perform an employee review Perform a Salary Review View a person s salary history Enter compensation and benefits for employee assignment View net accruals to date Enter and view PA
127. placed on a particular point on the scale according to their grade and usually work experience See also Grade Scale Payment Type There are three standard payment types for paying employees check cash and direct deposit You can define your own payment methods corresponding to these types Payroll A group of employees that Oracle Payroll processes together with the same processing frequency for example weekly monthly or bimonthly Within a Business Group you can set up as many payrolls as you need Performance within Assessment An expectation of normal performance of a competence over a given period For example a person may exceed performance expectation in the communication competence See also Proficiency within Assessment Competence Assessment Period of Incapacity for Work PIW A period of sickness that lasts four or more days in a row and is the minimum amount of sickness for which Statutory Sick Pay can be paid If a PIW is separated by less then the linking interval a linked PIW is formed and the two PIWs are treated as one Period Type A time division in a budgetary calendar such as week month or quarter Person Type There are eight system person types in Oracle HRMS Seven of these are combinations of employees ex employees applicants and ex applicants The eighth category is External You can create your own user person types based on the eight system types Position
128. plans set the maximum amount of unused PTO a participant can carry over from one year to the next Carried Over and Residual PTO To manage the carryover to a new calendar year of employees unused PTO you run the PTO Carry Over process at year end This process Absence Management 10 21 PTO Sale or Purchase first calculates participants net PTO as of the last day of the year s last pay period This calculation insures that this period s accruals do not exceed any plan ceilings that may exist The process then checks the maximum carryover permitted to determine for each participant both the amount to carry over and the amount of any residual PTO that cannot be carried over For employees with unused accrued time to carry over it enters this time on the element generated to hold carried over time for the plan Similarly for employees with unused accrued time they cannot carry over it enters this time on the element generated for the plan to hold residual time Your enterprise may have policies permitting accrual plan participants under certain circumstances to sell back PTO they have accrued but not used You may also permit them to purchase additional PTO Because such policies and rules are not standard across enterprises Oracle HRMS has no method in place for managing PTO sale or purchase However you can design a method and define elements for doing this customized to your own requirements See Reviewing or C
129. process Effective Date which should normally be set to SYSDATE You can also enter a security profile name to generate list entries for that security profile only ISF Attention LISTGEN should normally run when there are no users logged on to Oracle HRMS Users attached while LISTGEN is running may experience unexpected results for example additional employees may become visible or previously visible employees may disappear from view 23 16 Oracle Payroll UK User s Guide CHAPTER el AudittTrail A uditTrail provides a flexible approach to tracking the changes to your data You can choose which data to audit and how long to keep the audit data You can use the supplied audit report or design your own This chapter explains how to set up AuditTrail and how to report on audit data AuditTrail 24 1 AuditTrail Setting Up AuditTrail AuditTrail lets you keep a history of changes to your important data what changed who changed it and when With AuditTrail you can easily determine how any data row or element obtained its current value You can track information on most types of fields including character number and date fields You enable auditing for audit groups These are groups of tables and columns you want to audit where you do not necessarily need to include all the columns in a given table You typically group together those tables that belong to the same business process such as employee compensation ta
130. proposal This approach uses element input value validation Oracle Human Resources UK User s Guide See Also To validate salaries against grade rate ranges 1 Create a salary grade rate and enter minimum maximum and midpoint values for each grade 2 When you define the salary basis select your salary grade rate 3 Assign your employees to grades To validate salaries using input value validation 1 If you want to validate salaries using a formula create your formula in the Write Formulas window 2 When you define an input value for the salary element you can select a formula to perform validation or you can enter minimum and maximum valid values 3 If you want to vary the validation for different groups of employees you can enter validation criteria in the Link Input Values window Entering a New Assignment page 11 8 Using Oracle FastFormula for Validation Oracle FastFormula User s Guide Defining and Linking a Salary Element You define a salary element in the Element window To define a salary element 1 Set your effective date to a day on or before the start of the first payroll period for which you want to enter salaries Enter a name for the element and select the classification Earnings Select the Type Recurring Do not check the Standard check box Save the element then choose the Input Values button De SOT ee ON In the Input Values window create one input value to hold the
131. provide reasons to select from when recording employees time taken for an absence type For example if you need information to analyze the particular family related responsibilities that cause employees to miss work you can define reasons for absence types as follows Absence Category Absence Type Absence Reasons Family Leave Paid Maternity Paternity Birth of a child Adoption of a child Dependent Care Child Care Table 10 2 Example Absence Category Types and Reasons Absence Management 10 3 Absence Category Absence Type Absence Reasons Elder Care Disabled Care Table 10 2 Example Absence Category Types and Reasons Setup of Absence Types Setting up each absence type is essentially a two step process One step involves defining the type that is entering its name and optionally selecting a category and reasons for it The other step involves defining an element to associate with the type This element serves two important purposes e It provides a way to maintain a running total of time taken for the absence type When you record an absence for an employee the amount of time taken goes as an entry to the input value of the element associated with the absence type For example if you record 8 hours of Compassionate Leave for an employee the input value of the element for this absence type receives an entry of 8 If a second 4 hour absence of this type occurs the input value gets an entry of
132. r p gt To list employees in several organizations m Select an organization hierarchy and select the highest organization in this hierarchy for which you want to list employees Choose the Find button gt To list employees in one organization only m Leave the Organization Hierarchy field blank and select an organization Choose the Find button You can enter a query in the Employees block to further restrict the list of employees to be displayed Manager Field The Manager field identifies any employee for whom the Manager check box is checked in the Miscellaneous region of the Assignment window If there is more than one manager in the organization you select the Manager field displays the number of managers You can view the names of these managers by choosing the List icon from the Toolbar Employment Information 11 25 Organization Field If an employee belongs to more than one organization within the hierarchy you selected the number of organizations appears in the Organization field You can view the names of these organizations by choosing the List icon from the Toolbar 11 26 Oracle Payroll UK User s Guide S Listing Employees by Position There are two windows for viewing lists of employees by position e List Employees by Position e List Employees by Position Hierarchy List Employees by Position Window To view employees in a single position or in all positions corresponding to a job or organizatio
133. results of payroll runs and QuickPay runs You adjust balances in the Balance Adjustment window gt To adjust a balance 1 2 Query the assignment for which you want to adjust the balance In the Adjust Balance window set the effective date to when you want to adjust the balance The window displays your current effective date If the assignment is to a payroll it also displays the corresponding payroll processing period Select the element whose pay or input values you want to change and update the entry values as you require Select a consolidation set to control further post run processing The default consolidation set displays automatically but you can select another set This is a required field even for balance adjustments that do not require further post run processing Save your entry Oracle Payroll applies the adjustment by creating a processed run item equivalent to the adjustment value you entered The option buttons display the progress of the adjustment s processing Note If the transaction finally shows Error check that the units of measure for the entry values are correct If they are consult your system administrator Oracle Payroll UK User s Guide Uploading Initial Balances Setting initial values for balances is an essential task for new customers migrating from other systems Such balances typically consist of both legislative and customer defined balances for example th
134. retrospective or future dated changes you need to change your effective date There is a DateTrack Date Security user profile option which determines whether you can change your effective date Your system administrator sets this profile option You can check its value on the Personal Profile Values window There are four possible values e All You can change to any other effective date e Future You can change between today s date and any future dates e Past You can change between today s date and any past dates e Present You cannot change to a date other than today EE Alter Effective Date Effective Date 27 MAR 1997 Today s Date 27 MAR 1997 Reset Cancel gt To set your effective date 1 Save any outstanding information you have entered or changed then choose the Alter Effective Date icon from the Toolbar Introduction 1 13 The Alter Effective Date window opens 2 Enter anew effective date and choose OK If your current window is a top level window one called directly from the Navigator your new effective date remains in place until you reset it or exit Oracle HRMS If your current window is not a top level window your new effective date only applies while you are working in the current window and any windows subsidiary to it When you return to a top level window your effective date is reset to its previous value Note In certain special cases when you change your effective
135. s Guide You can propose or approve a salary change in the Salary Administration window See Entering Salaries and Salary Changes page 14 9 You can make entries to the earnings deductions benefits and other elements the employee is eligible for using the Element Entries window See Entering Elements page 12 3 If you use a pay scale and progression point system you can place the assignment on a pay scale using the Grade Step Placement window See Placing an Employee on a Grade Step page 4 17 You can select the cost centers or accounts to which the costs of the assignment should be allocated using the Costing window See Setting Up Assignments for Cost Collection page 6 5 You can use the Assignment Budget Values window to specify the value of the assignment in terms of headcount full time equivalent FTE or any other budgets you have defined For employees who have assignments to payrolls you can select the methods by which the employee wants to receive pay for this assignment in the Personal Payment Method window See Entering Payment Methods for an Employee Assignment page 11 19 You can enter secondary assignment statuses for analysis and reporting if these have been defined on your system See Entering Secondary Assignment Statuses page 11 21 Entering Payment Methods for an Employee Assignment For each employee assignment you can enter one or more payment methods selecting from the li
136. salary value This is normally the Pay Value If you want to associate this element with more than one salary basis create one input value for each salary basis Salary Administration and Budgeting 14 5 See Also Defining Salary Bases Suggestion If the salary basis is different from the payroll Y periods of the employees who will receive this element make this clear in the input value name For example if the salary basis is Annual you could name the input value Annual Salary 7 You can enter validation criteria for the input value such as a Minimum and Maximum value or a formula to perform the validation Select Error in the Warning or Error field Note If you select Warning users do not see the warning in the Salary Administration window 8 Save your work To link the salary element 1 Set your effective date to a day on or before the start of the first payroll period for which you want to enter salaries 2 Inthe Element Link window select your new salary element Do not check the Standard check box 4 Select eligibility criteria for this element If you want to make the element available to all employees do not select any criteria 5 Save the link 6 If you want to enter different validation criteria for different eligibility groups you can change the Min and Max valid values in the Link Input Values window Defining an Element Payroll Users page 12 22 Defining Element Links page 12
137. secondary classification applies to that element e which user balance feeds the secondary classification is going to control e the date the classification commences as a balance feed control e the date it ceases as a balance feed control Primary Clement Clagdfice tian Dispio Hama I Meon Pwyreani Cancrphan Priority Comal nay Limi Gabi ar Cred rii l unisite T Dbi High M Distrbutatie G Cri Sena had any Mame Oaar a gt To create secondary element classifications 4494949077048 1 Query an existing primary element classification The check box indicates whether it is for nonpayment elements These are elements that do not feed the Payments balance The defined priority and costing details for the classification also display Priority The processing range displays together with the default priority Costable If this check box is checked you can select all costing options on the element link for elements of this classification 12 8 Oracle Payroll UK User s Guide including Not Costed All UK primary classifications are costable except for Balance Initialization Distributable If this check box is checked you can create a distribution set from elements of this classification over which you can distribute costs All UK primary classifications are distributable except for Balance Initialization Debit or Credit These option buttons display the cost type for elements in the classification that is w
138. styles for these countries Changing Address Styles Address styles vary between countries so Oracle HRMS provides two descriptive flexfields that use context sensitive segments to hold each line of an address Title Table Name Window Title Personal Address PER_ADDRESSES Address Applicant Entry Information Location Address HR_LOCATIONS Table B 2 Address Styles in Oracle HRMS The available address styles are defined as the contexts for these flexfields The values used are the territory codes These codes can be found in the FND_TERRITORIES table You can have only one Address Style for each Territory in the FND_TERRITORIES table Address styles are provided as startup data in these flexfields If you require additional address styles you need to define a new context and segments To change the address style for any country disable those segments you do not want to use Then define new segments to record your own information However these changes will be overwritten when you upgrade Oracle HRMS Key and Descriptive Flexfields B 9 Protected Flexfields Title Further Element Information Further Assignment Information Further Payment Method Information Further Person Information Datetracked Further Person Information Further Job Information Further Position Information Oracle HRMS supplies two key flexfields and six descriptive flexfields that are predefined and protected Your localization team
139. ten and nine added represents the total tax free pay available in the year The letter denotes what type of allowance is applicable e L personal Allowance e H personal allowance and married couple allowance e P personal allowance for those aged 65 74 e T all other cases Prefix codes K followed by a number The number when multiplied by ten and nine added represents the additional taxable pay for the year e K additional taxable pay 15 2 Oracle Payroll UK User s Guide Tax Calendar Special codes e DO taxed at higher than basic rate e NT no tax payable e BR taxed at basic rate e NI exempt from PAYE but not NIC for example students working during the vacation The tax year starts on 6 April one year and ends on 5 April the following year Each tax year may be referred to as a combination of the two partial calendar years for example 95 96 The calendar can be based either on a weekly frequency or on a calendar month frequency The first tax week known as Week 1 runs from April 6 12 Week 2 runs from April 13 19 and so on through the year As the year is not perfectly divisible by 7 an extra week is necessary For non leap years Week 53 is April 5 and for leap years Week 53 is April 4 Monthly calendars also start from 6 April Month 1 is from April 6 May 5 and so on through the year Key dates 6 April start of year 19 May last date for sending year end returns 6 July
140. that no contributions are being made Category Y indicates Class 1a contributions for NIC payable on company cars Earnings that are subject to NIC may be different from gross pay or taxable pay figures They normally include all money payments to the employee and exclude any benefits paid to third parties on the employee s behalf Each tax year the Lower Earnings Limit LEL and the Upper Earnings Limit UEL are announced LEL is the minimum amount of earnings on which NIC may be paid for the current year and UEL is the maximum amount of earnings that the employee s contribution of Class 1 can be based on If the employee s earnings are less than the LEL figure no NIC is deducted There is no UEL for the employer s secondary contributions In addition since the tax year 1991 1992 the employer has a liability to pay Class 1A contributions on the taxable benefit of a company car 15 18 Oracle Payroll UK User s Guide Age Pension Arrangements Earnings Period Method of Calculation There is no liability for either primary or secondary contributions if the employee is under the age of 16 years There is no primary contribution when the employee is above the state pensionable age Employees who are members of occupational pension schemes are contracted out of the State Earnings Related Pension Scheme SERPS Their NIC is reduced by the amount that would have been paid into SERPS There are four basic earnings per
141. the necessary balances for Year End reporting Because you may occasionally need to correct these balances the category code elements have not been defined to receive indirect results only See Also NIC Legislative Details page 15 17 Defining Element Links page 12 35 Correcting NI Category Code Entries page 15 34 15 22 Oracle Payroll UK User s Guide Calculating NIC for Multiple Assignments See Also Some employees in your enterprise may hold two or more paid jobs at the same time In Oracle Payroll such employees are given multiple assignments that is two or more assignments with payroll components To calculate NIC on multiple assignments the general rule is to add all the employee s earnings together and calculate NIC on the total If however the employee has a number of single assignments to payrolls in different PAYE schemes you calculate each assignment s NIC separately Oracle Payroll enables you to process NIC correctly in both situations For employees with single assignments in separate PAYE schemes the system calculates NIC for each assignment independently For those with multiple assignments in one scheme it calculates NIC by aggregating the earnings under each tax reference Using Multiple Assignments page 11 5 Setting Up Multiple Assignment Processing Oracle Payroll supplies the nonrecurring element NI Person and the formula NI_PERSON to handle aggregated NIC calculations Th
142. the person s primary assignment or a vacancy or the enterprise s core competencies See To copy competencies from requirements page 9 17 Select the proficiency level at which the person performs the competence Enter the date from which the person possesses the competence at this level For example if the person gained the competence through a qualification enter the date the qualification was gained You can enter a date when the competence expires if required In the Source of Proficiency Rating field you can select the method by which the person gained the competence such as training course or previous experience Select the method of certifying that the person attained the competence at the recorded level such as by examination Enter the date when the person s proficiency in this competence should be reviewed Continue to enter the competencies the person possesses then save your changes To copy competencies from requirements 1 Choose the Copy Competencies button A Copy Competencies window appears Do one of the following e Check the Core Competencies box to copy all the competencies required throughout your enterprise e Check the Primary Assignment Competencies box to copy all the competencies required in the organization job and position to which the person is assigned e Select a vacancy to copy all the competencies required in the organization job and position for which the vacancy is d
143. the Assignment button 4 Choose the Entries button Or 1 Choose People gt Fastpath gt Element Entries in the Navigator Oracle Payroll UK User s Guide 2 Inthe resulting Find window query the person Element Link m Choose Compensation and Benefits gt Link in the Navigator Element Withholding Reasons SSP SMP only m Choose SSP SMP gt Element Withholding Reasons in the Navigator Employee Assignment Processes Oracle Payroll only m Choose View gt Assignment Process Results in the Navigator Employee Review Do one of the following 1 Choose People gt Enter and Maintain in the Navigator 2 Enter or query an employee 3 Choose the Assignment button 4 Choose the Others button and select Reviews Or 1 Choose People gt Fastpath gt Employee Review in the Navigator 2 Inthe resulting Find window query the person Employee Run Result History Oracle Payroll only Choose View gt Histories gt Run Results in the Navigator End Application 1 Choose People gt Enter and Maintain in the Navigator 2 Enter or query an employee 3 Choose the Others button and select End Application Or 1 Choose People gt Fastpath gt End Application in the Navigator 2 Inthe resulting Find window query the person End Employment Do one of the following 1 Choose People gt Enter and Maintain in the Navigator Default Menus A 25 A 26 2 Enter or query an emp
144. the rest of the payroll as they must receive their pay advices the night before the rest e You need to process a correction run as entries were not received in time for the normal run and the overtime must be paid this period e You want to process an additional run for a long service award which the enterprise is presenting as a cheque to each qualifying employee To fulfil these requirements you can select from a range of assignments as follows e include all assignments e include or exclude individually identified assignments e include or exclude certain groups of assignments by using a formula See Also Creating an Assignment Set page 18 15 17 2 Oracle Payroll UK User s Guide Element and Distribution Sets In the normal run you would want to include all elements but for the long service award bonus in the above example you would want to include only the bonus element and the statutory elements You first calculate gross pay for ascertaining the gross amount to transfer into the payroll account Then you complete the gross to net calculation You can select element sets as follows e include all elements e include or exclude individually identified elements e include or exclude classifications of elements The statutory elements have all been defined by Oracle Payroll to be processed for every payroll run in which they have been included The deductions are recalculated using the period totals the amount alr
145. the start of a new tax year there may be a statutory requirement to either uplift or reduce particular suffix codes because of budgetary changes 4 Enter Cumulative or Non Cumulative as the employee s tax basis At the start of a new tax year all tax codes except D0 that have a tax basis of N should be changed to C 5 Record new employees previous taxable pay and tax paid with previous employers in the current tax year Note If you subsequently receive a P6 with different figures enter the new figures These are included in the PAYE calculation for cumulative based employees and reported separately on the End of Year Reports They are not included in Taxable Pay or the PAYE balances 6 If any tax is refundable select the refundable category from the list There are four choices Yes Make the refund Starter The refund which is greater than the allowed maximum for a new starter is withheld pending authorization Trade Dispute The refund is withheld as the employee is currently involved in a trade dispute Starter Trade Dispute The employee has one refund withheld for starter reasons and another withheld for trade dispute reasons Note The categories Starter and Starter Trade Dispute are no longer applicable after 6 April 1996 If you select them after this date they have no effect on the system 15 28 Oracle Payroll UK User s Guide Entering NI Details gt To enter NI details for an employee 1 Qu
146. to e work in all locations e relocate e be willing to relocate e travel e hold a passport Enter the length of time the jobholder must perform the job or position for example indefinite or two years Enter the normal working hours for example 9 00 to 5 30 the work schedule the working days in the week or pattern of shifts the proportion of full time hours required and the minimum length of service required Check the relevant international deployment boxes if the job or position requires the jobholder to e work in all countries e be willing to relocate Select the countries to which the jobholder might be relocated Select the locations to which the jobholder might be relocated Oracle Payroll UK User s Guide 7 Enter any further job or position requirements if required See Also Entering Work Choices Person page 9 19 Jobs and Positions 3 19 Viewing Position Occupancy The Position Occupancy folder lists all those people who have held a selected position or who are applying for it and the dates of their occupancy This information could be relevant for selecting people with the necessary skills for similar positions Note As supplied this folder displays employees who have held the selected position or who are scheduled to hold it Your system administrator can create a customized version of the form to display applicants who are currently applying for the position The supplied folder al
147. to make did in fact take effect Then navigate back to the Mass Move window Resolving Problems and Reexecuting a Mass Move 3 36 If the Status field on the Mass Move window shows In Error you need to resolve the problems and reexecute the mass move until the Status field shows Complete or Complete with Warnings If the Status field shows Complete with Warnings you will want to investigate those Warnings and then determine whether you want to resolve the warning conditions and reexecute the mass move to eliminate the warnings However it is important to remember that a mass move complete with warnings has in fact executed successfully Resolving problems may require that you exit Mass Move For example an applicant assignment associated with a vacancy will not move during a mass move To move that assignment to the target position you would need to use the Assignment window to disassociate this applicant assignment from the source position and then assign this applicant to a target position To reexecute a mass move 1 Navigate to the Mass Move window 2 Query the mass move that you previously saved and want to reexecute 3 After the Mass Move window is populated with data make whatever changes you need to make to correct the mass move definition IS Attention Since assignments are datetracked you may only update a given assignment once a day To bypass this rule you can alter the mass move effective date Orac
148. trademarks of Oracle Corporation All other products or company names are used for identification purposes only and may be trademarks of their respective owners Contents Preface Prefac serip to Wasa 8 Sears E a aOR N MURS Stee i About This User s Guide 0 6 6 c cece cece ii Finding the Latest Information 6 000000 iv Assumptions s scent oc wleeais i ardere iia eras aan aibeeecee bees iv Do Not Use Database Tools to Modify Oracle Application Watters ee atyeoasle sta de tae tts lelayacace Sieh iho E N v Other Information Sources 6 66 vi About Oracle soari reei oea ek hea eels Eat ae Stele x Thank YOU ister nen ines E t a erate ack x Chapter 1 Introduction sa oire ae EE eee eee RNE CERE RN ER 1 1 Payroll Management and HRMS 0 0 0 cece eee 1 2 Separate v Integrated HRMS Systems 1 3 Oracle Payroll Overview 0 666 e ccc eens 1 4 Oracle Payroll and Contractual Information 1 8 Managing Change Over Time n nan 6 cece eee ee 1 11 Dated Information and Hierarchy Versions 1 12 Date Track 2 irere oob hEn cece Shae ahs ee ee og EE saat ee aoa 1 13 Setting Your Effective Date 6 6 c eee 1 13 Viewing Datetracked Information and History 1 15 Updating and Correcting Datetracked Information 1 16 Deleting Datetracked Information 05 1 18 Work Structures and Key Flexfields
149. transfer cost totals to the general ledger on completion of each payroll run Qualifying Conditions gt To enter qualifying conditions for the link m Inthe Qualifying Conditions alternative region you can add or change age or length of service conditions for this particular eligibility group The system checks these conditions when you make an entry of the element If the employee does not meet the qualifying conditions you receive a warning Input Values gt To adjust input values for this eligibility group m Save your link definition and choose the Input Values button Adjusting Input Values for an Eligibility Group In the Link Input Values window you can adjust the Default Maximum and Minimum for each input value Logically the new values should be within the range you defined for the element itself However this is not enforced You can also choose which input values are costed by checking the Costed check box Elements Building Blocks for Pay and Benefits 12 37 Element Link Details Report 12 38 This report allows you to check the eligibility criteria that have been defined for an element You can restrict the information in the report by certain assignment components by element or element classification by element processing type and by link type and status You run reports from the Submit Requests window gt Torun the Element Link Details report 1 2 3 4 In the Name fiel
150. units such as days hours or numbers Figure 4 3 Grade Rates DateTrack Basic Rate Pay 01 JAN 1995 to 31 DEC 1995 IName Range Al 10000 12500 A 2 10500 13250 B 1 12000 13250 B 2 13000 16000 Maximum Hours Rate JAN 1995 to 31 DEC 1995 Name Fixed 37 5 60 Grade rates are datetracked and this means that you can keep the history of the actual values you use You can also set up rate values at a future date and be sure that this information will automatically take effect on the date you set and not before You can use your grade rate values e as part of a QuickPaint report or inquiry e to validate salary proposals e to validate other compensation entries you make for employees 4 8 Oracle Payroll UK User s Guide See Also Defining Grade Rates gt The salary administration process validates salary proposals automatically against the appropriate grade rate You can use formula validation to check other compensation entries Salary Administration and Performance Reviews page 14 2 Using Oracle FastFormula for Validation Oracle FastFormula User s Guide You define grade rates in the Grade Rate window When you save your definition an automatic process creates corresponding database items that formulas can access See Dynamic Database Items page C 19 Aa
151. use this name It is provided for compatibility with earlier releases where it appeared in the header line of each form 4 Select the method of creating identifying numbers for employees and applicants The choices are 2 14 Oracle Payroll UK User s Guide e automatic number generation e manual entry e automatic use of the national identifier for example the social security number in the US and the NI number in the UK This option is available for employees only Attention Once you save your method you cannot later change to either of the automatic options You can only change to manual entry Select the names of the key flexfield structures you want to use in this Business Group Select the appropriate Legislation Code and default currency The Legislation Code determines the startup data you can access and the contents of some legislation specific windows Attention Selecting the correct legislation code is essential for the correct functioning of Oracle HRMS You cannot change the legislation code after entering employees against the Business Group You can enter a Minimum and Maximum Working Age for the Business Group When you enter or hire employees you receive a warning if the person s age is outside this range Save your work Note The Fiscal Year Start field is not used in Oracle Human Resources The Employer and Other Organizations 2 15 Business Groups Entering Budget Value Defaults See Als
152. with any status To purge a batch 1 Query the batch in the Batch Header window and choose the Process button 2 Select Purge and choose Start The system displays the concurrent request ID so that you can query it on the Requests window When the concurrent request is completed the batch is purged Rolling Back a MIX Process You can roll back a MIX process if you want to completely remove it after it successfully completes You have a choice of deleting the batch header as well or of keeping the header after the rollback The process interlock rule which prevents you rolling back a payroll process if any further processing has taken place does not apply to MIX Rollback You can still perform the rollback even if run results from payroll processing exist for any of the lines You run the MIX Rollback process from the Submit Requests window To roll back a MIX process 1 Select the batch header name of the process you want to roll back Elements Building Blocks for Pay and Benefits 12 57 2 Enter Yes to cancel the rollback process if the system detects run results for any of the batch lines Enter No if you want the system to complete the rollback even though run results exist 3 Enter Yes to keep the batch after the rollback Enter No to delete the batch after the rollback 12 58 Oracle Payroll UK User s Guide Inquiring on Compensation and Benefit Entries Three windows are provided for making inquiries
153. you can view the results of court order and arrestment calculations in the Employee Assignment Processes window gt To view the results of court order and arrestment processing Inthe Employee Assignment Processes window select the process whose results you want to see and choose the Run Results button to open the Run Results window Court Orders and Arrestments 16 19 16 20 Oracle Payroll UK User s Guide CHAPTER The Payroll Run and Other Processes T his chapter explains how to carry out the following payroll tasks e selecting employee assignments for payroll runs e starting payroll runs e retrying rolling back and reversing payroll runs e starting QuickPay runs e running other payroll processes e viewing payroll and assignment process results e submitting payroll reports The Payroll Run and Other Processes 17 1 The Payroll Run Although you can make individual payments through QuickPay the payroll run is the regular way your enterprise processes employee pay You can select from a range of employee assignments to process as follows e a single payroll e a set of employee assignments within a payroll As well as selecting the range of assignments to process in this way you can also restrict which elements are to be processed for each run Assignment Sets Occasions when you need to use assignment sets for the payroll run include the following e You need to process the night shift earlier than
154. you have defined You may prefer to have multiple versions of these forms each version being used for just one purpose This approach restricts the list of values on certain fields and therefore provides for faster data entry It also allows you to limit access to certain types of information For example you might create a customized version of the View Element Entry History for Employee form that does not display the earnings elements representing salary bonus and commission Most users menus would only give them access to this customized version of the form For the small group of people authorized to view salary bonus and commission figures your system administrator can define a menu function to allow access to the uncustomized form Table 19 1 lists the forms you can customize and the criteria you can use to restrict access to information Restrict By Adjust Balance User defined Oracle Payroll form Nonrecurring Element Processing Type Recurring Nonrecurring Event Bookings Employee or Applicant Employee Applicant List Employees by Element User defined Element Processing Type Recurring Nonrecurring Table 19 1 List of Customizable Forms Customizing Windows and Menus 19 3 Restrict By List People by Special Employee or Applicant Employee Information Applicant Special Information Type User defined Person Type User defined Organization Organization Classification List of Organization
155. 0 0 e nE e EE EERE E 17 17 Defining Consolidation Sets 00 cece eee 17 18 Changing Consolidation Sets 0 06 cece eee eee 17 18 Pre Payments Process 0 66 c cece cece eee eens 17 20 Pay Advice Report 2 0 0 2 6c ccc aeaii alspa aep e 17 21 Pay Advice Alignment Report cece eens 17 22 Cheque Writer Process iures nesa gee a eA oak 17 23 Void Cheque Payments Process 000000 e ee eee 17 25 Void Payments Report sasusssrarsrarrrernrenn 17 25 BACS Process ioii a a aeai ania a aa aS 17 26 Cash Process erre r EE E E EE ERER 17 29 Costing Process si dersen ea a aee E eae L E a Ea 17 31 Cost Breakdown Report 66666 c cece eee eee 17 32 Transfer to GL Process ia ereti ea ccc eee eee 17 32 RetroPay Process uv eensss osaa ie e bt a gale G 17 34 Advance Pay Process sinectirore niorir te rhii eka 17 37 Advance Pay Setup Information 600000 6 17 38 Advance Pay Run Information 6 600 e eee 17 41 Prerequisites for Setting Up Advance Pay 17 43 Setting Up Advance Pay for Individual Assignments 17 44 Setting Up Advance Pay for Batch Assignments 17 46 Running Advance Pay 0 066 c eee ene eee 17 49 Viewing Process Information 000 scenes 17 51 Viewing Payroll Process Results 00000 17 52 Viewing Assignment Process Results 17 55 Viewing Payroll Run M
156. 1 Index 4 Oracle Payroll UK User s Guide eligibility rules 12 16 to 12 19 entering 12 11 to 12 17 12 44 to 12 47 examples of 12 2 for salaries 14 5 formula result rules 12 32 generated for PTO accrual plans 10 18 to 10 19 input values for 12 13 to 12 17 12 28 to 12 29 maintaining 12 40 nonrecurring 5 2 qualifying conditions 12 17 12 25 12 37 Email ID information entry of 9 6 EMP_ASSIGN_REASON 11 9 Employee assignment number 11 9 Employee assignment statuses 8 5 to 8 6 and payroll processing 8 5 element entries valid for 8 5 reporting on 11 29 secondary statuses 8 6 Employee assignments 1 4 allocation of costs for 11 6 and work structures 11 4 to 11 17 changes to and DateTrack 11 11 components of 11 5 defining as primary 11 9 definition 11 4 ending all 11 14 to 11 15 ending one of multiple 11 13 entering 11 8 to 11 10 history 11 32 inquiring and reporting on 11 22 to 11 32 manager level 11 9 multiple 15 23 numbers for 11 6 payment methods for 11 19 to 11 21 position based 7 6 primary assignments 11 5 project based 7 2 to 7 6 using multiple assignments 11 5 Employee groups 5 10 Employee Increment Results Report 4 19 Employee lists by absence type 10 16 by assignment components 11 22 by assignment statuses 11 29 by organiz
157. 1 Choose People gt Fastpath gt Assignment in the Navigator 2 Inthe resulting Find window query the person Assignment Budget Values Do one of the following Oracle Payroll UK User s Guide 1 Choose People gt Enter and Maintain in the Navigator 2 Enter or query an applicant or an employee 3 Do one of the following For an applicant e Choose the Others button and select Application e Choose the Budgets button For an employee e Choose the Assignment button e Choose the Others button and select Budgets 1 Choose People gt Fastpath gt Assignment Budget Values in the Navigator 2 Inthe resulting Find window query the person Assignment Criteria 1 Choose Payroll gt Assignment Set in the Navigator 2 Enter or query an assignment set 3 Choose the Criteria button Assignment History Choose View gt Histories gt Employee Assignment in the Navigator Assignment Processes 1 Choose View gt Payroll Process Results in the Navigator 2 Enter or query a payroll process 3 Choose the Assignment Process button Assignment Set Choose Payroll gt Assignment Set in the Navigator Assignment Statuses m Choose Work Structures gt Status in the Navigator Assignments Folder m Choose View gt Lists gt Assignments Folder in the Navigator Default Menus A 19 A 20 Balance Oracle Payroll only Choose Compensation and Benefits gt Balance in the Na
158. 10 Using the Salary Management Folder 14 13 Correcting a Salary Entry n 06 c cece eee eee 14 15 Viewing Salary History 6 c cece eee eens 14 16 Salary Review Report 6006s 14 17 Salary Budgeting 6 cece eens 14 18 PAYE and NIC erroreren teoste CaO OSG MES OER SRG lee wes 15 1 PAYE Legislative Details soreer tinie e a n o he oa 15 2 Oracle Payroll and PAYE 10 0 6 c eee nee 15 5 Start of Year Process oerni 6 cece eee eee 15 6 Start of Year Resume 6 6c eee ee 15 8 Start of Year Unprocessed P9 Records Report 15 8 End of Year Process ai ia iia un Mia a eee 15 10 BAB REPOLT 5 duciesiert st alate asc arate a ca arith EEE a S 15 14 P45 Alignment Report 0 06 c cece eee 15 16 NIC Legislative Details s snno ccnn esea cee ae are 15 17 Calculating the Amounts Payable 05 15 17 Oracle Payroll and NIC 2 0 66 eee 15 21 Calculating NIC for Multiple Assignments 15 23 Setting Up Multiple Assignment Processing 15 23 Prioritizing Assignment Processing 000eees 15 24 Planning Runs for Multiple Assignments 15 25 Multiple Assignments Report nssussasranrr snan 15 26 Entering Employee PAYE and NI Details 15 27 Tax Payments Listing 0 cece 15 31 NIC Holiday riepu atid ta si a a asin AEA an Sede ENE AEE 15 32 Oracle Payroll and NIC Holiday
159. 11 9 Suspended assignment status 8 5 System administrator role of in OHR 22 2 T Tables user defined 20 9 accessing values in 20 9 entering values into 20 13 setting up 20 10 to 20 12 Target positions identifying 3 31 to 3 33 Task flows 19 10 to 19 17 adding toa menu 19 22 defining nodes 19 14 Tax calendar 15 3 Tax codes 15 2 Tax information 2 18 Temporary cover 3 11 Terminate assignment status 8 5 11 13 Terminating employees adding to reasons for 11 14 Index 11 assignment statuses for 11 15 to 11 17 cancelling a termination 11 16 pay processing after 11 15 to 11 17 procedure for 11 14 to 11 15 processing pay after 8 9 reporting on 11 16 to 11 18 Termination of employees 11 14 to 11 15 Termination dates 11 15 Termination rules 8 9 12 23 Terminations Report 11 16 Third party payments defining a personal payment method 11 20 entering a payments recipient 9 14 overview 12 47 to 12 49 payee organizations for 2 12 Title information entry of 9 5 Training information 9 24 Transfer to GL process 17 32 Transfers or relocations recording information on 11 4 to 11 6 11 11 Turnover reporting on 11 30 to 11 31 U Union membership 5 10 Union pay scales 4 12 University attendances 9 15 User profile options 21 4 23 3 23 11 User statuses defining 8
160. 11 ABSENCE_REASON 10 8 10 11 Absences authorization of and replacements for 10 7 batch entry of 10 30 defining and linking elements for 10 9 defining types of 10 11 to 10 15 elements for 10 4 to 10 7 employee s history of 10 15 initializing balances for 10 6 recording of 10 7 10 13 to 10 14 referencing in payroll runs 10 6 relief position 3 11 reporting for 10 17 reviewing 10 15 to 10 17 setup for recording 10 8 to 10 12 types categories and reasons 10 2 to 10 4 Accrual plans See PTO accrual plans Active assignment status 8 5 Additional element entries 12 27 12 45 and payroll run reversals 17 13 Address styles B 9 ADDRESS_TYPE 9 10 Addresses floor or office numbers 11 9 for people 9 10 for work sites 2 2 to 2 3 Adjustments for Pay Values 12 46 Advance Pay process 17 37 Applicant assignment statuses reporting on 11 29 user statuses for 8 7 Applicant Details Report 9 29 Applicant information 9 6 Applicant number 9 5 Applicants listing 9 3 Application Data Export 21 5 Arrestments closing 16 16 conjoined 16 7 current maintenance 16 7 earnings 16 7 elements and balances 16 9 to 16 11 entering 16 14 to 16 20 legislation 16 2 viewing 16 19 Assignment Details Report 9 29 Index 1 Assignment processes retrying and rolling back 17 55 to 17 57 view
161. 18 through 22 explain how you can customize the way information is entered and extracted from the system This includes customizing inquiry windows and writing reports customizing the user interface adding your own fields to windows setting up QuickCodes and user tables to add lists and tables of valid values to the system integrating Oracle Payroll with Oracle Human Resources and using it with other software such as word processors and spreadsheets The final chapters of the guide focus on tasks for the system administrator and setup team e Chapter 22 describes the role of the system administrator e Chapter 23 explains how to maintain the security of your data e Chapter 24 explains how to set up an audit trail The Appendixes provide a reference source about the default menus and about flexfields and database items in Oracle HRMS Appendix C provides a template SQL Plus script for use with standard letters This user s guide is available online All Oracle Applications user s guides are available online in both HTML and Adobe Acrobat format Most other Oracle Applications documentation is available in Adobe Acrobat format The paper and online versions of this manual have identical content and you can use whichever format is more convenient The HTML version of this book is optimized for on screen reading and lets you follow hypertext links for easy access to books across our entire library You c
162. 2 coe eee 10 18 Accrual Start Rules as rga npa ma ia ed pne nn nee 10 19 Length of Service and Accrual Amount Rules 10 21 Accrual Plan Setup Steps 2 6 6 6 6c een eee 10 23 Defining a PTO Accrual Plan 0 0 6 cee nee 10 23 Setting Up Length of Service Bands 10 25 Reviewing or Changing Net Accrual Calculations 10 26 Linking the Accrual Plan Elements 00 10 28 Maintaining PTO Plan Records 00 ranr 10 29 Contents vii Chapter 11 Chapter 12 Enrolling Employees in PTO Accrual Plans 10 29 Recording Accrued Time Taken 0 6000 e sees 10 30 Running the PTO Carry Over Process 00565 10 30 Reviewing Employees PTO Accruals 0 20005 10 32 Employment Information ccc cece cece eee eeeee 11 1 Managing Employment Information n susse ssas sasea 11 2 The Employee Assignment 6000s cece e eee eee 11 4 Components of the Assignment 66000 e eee 11 5 Using Multiple Assignments 0006 c cece 11 5 Identifying Employees and Assignments 11 6 Entering a New Assignment 0 00 c cece eee eens 11 8 Changing Assignment Information 05 11 11 Ending an Assignment 06 66 c cece eee eee 11 13 Ending Employment 00666 t eee eee 11 14 Cancelling a Termination 6 0 600 e cece eens 11
163. 2 51 If an accrual plan should calculate a participant s length of service from a date other than the default date deriving from the plan s start rule give the plan a date to use for this participant when enrolling him or her See Length of Service Override page 10 21 gt To override the date for calculating length of service m When enrolling the participant enter the override date in the input value Continuous Service Date of the element representing the plan This entry overrides the default date derived from the plan s accrual start rule Absence Management 10 29 Recording Accrued Time Taken For PTO accrual plans associated with an absence type you can use the Absence Detail window to record a plan participant s accrued time taken See Entering Absences page 10 13 For plans not associated with an absence type you can make entries for individual participants directly to the plan s absence element using the Element Entries window Recording PTO Sold or Purchased If your enterprise pays employees for time they have accrued but not used or if you permit employees to buy additional time you may decide to define your own PTO related elements to record information about these transactions In this case you can enter these elements and select the rules governing the subtraction or addition of sold or purchased PTO in the Net Calculation Rules window Running the PTO Carry Over Process 10 30
164. 3 24 gt To create a new version of an existing hierarchy 1 2 Query the name of the hierarchy In the Version field use the Down Arrow to move through existing versions of the hierarchy until you reach a version number for which no other data appears Enter the start date for the new version Note Overlapping versions of a hierarchy cannot exist Whenever you enter a new version of a hierarchy the system automatically gives an end date to the existing version Oracle HRMS retains the records of obsolete hierarchies so you do not lose historical information you may need You can copy an existing hierarchy See To copy an existing hierarchy below Query the top position name into the Position block In the Subordinates block select the immediate subordinates for the top position To add positions below one of these immediate subordinates check the Down check box for the position The Position block now displays the position you selected You can add subordinates to this position To return to the previous level check the Up check box Jobs and Positions 3 23 See Also p gt To copy an existing hierarchy 1 Enter or query the name and number of your new hierarchy version and choose the Copy Hierarchy button 2 Select the name and version number of the hierarchy you want to copy Details of this hierarchy then appear in the Position and Subordinates blocks You can change these Dated Informati
165. 3 24 Deleting Position Hierarchies 0000 3 24 Position Hierarchy Report 606s cece 3 25 Making Mass Updates 0 06 0 c cece cece 3 26 Preparing for Your Mass Move 0 00 c cece 3 27 Performing Mass Move Tasks 06 006 c cece 3 28 Describing Your Mass Move 0 000 c eee eeeeee 3 28 Identifying Your Source Positions 00 3 29 Identifying Your Target Positions 0 3 31 Verifying Transferring Assignments for Each Source POSTON aarre tenors Saye oid tint 0 ctl a thar ay hard ao al eraaehateng LE 3 32 Verifying or Adding Valid Grades for Each Target Position 3 34 Executing the Mass Move 0 00 e cece eee eens 3 35 Reviewing the Mass Move 0 6 c eee eee eee 3 35 Resolving Problems and Reexecuting a Mass Move 3 36 Managing Your Mass Move Collection 3 37 Grades and Their Relationship to Pay cce eee 4 1 Representing Grade Structures 6 6 6 sussurrar rrn 4 2 Using Grades a eT cece 4 3 Defining Gradests 12 sinters cease ha teen tates haters EE E 4 4 Deleting Grades csli soner edek ta padik mieg aBa Kai a APid 4 5 Grade Relationships to Compensation and Benefits 4 6 Relating Pay to Grades Directly Using Grade Rates 4 8 Defining Grade Rates 066 ccc 4 9 Viewing Grade Comparatios sasas eee eee eee 4 10 Relating Pay to Grades Ind
166. 4 which adds in for a total of 12 hours Compassionate Leave taken to date e It provides a way to restrict employee eligibility for the absence type The links you build for the element establish which employees are eligible to use the type For example if the absence type Compassionate Leave is available only to full time employees you link its element to the employment category Full Time See Element Eligibility Rules page 12 16 To hold a single running total of time taken for two or more absence types you associate all the types with the same absence element For example your absence category Personal Leave may include two absence types you need for certain reporting purposes Compassionate Leave and Personal Business However you require just one running total to be kept of employees time taken for both types of personal leave In this case you simply associate both absence types with the same absence element 10 4 Oracle Payroll UK User s Guide Note If you have a use for absence types for which you do not maintain running totals of time taken or time remaining and which do not require any eligibility rules you can define the type with no associated element Absence Elements Each element you define and associate with an absence type has an input value with either hours or days as its unit of measure To maintain a running total of the hours or days a employee has taken for an absence type this input value i
167. 7 April 17 April Week 2 14 April 24 April Week 3 21 April 30 April Month 1 22 April 1 May Week 4 28 April Table 15 4 Planning Runs for Multiple Assignments Page 1 of 1 All these runs have been submitted in the correct sequence However if you submitted the Month 1 run in Table 15 4 on 20 April the Week 3 run would now come between the submission date and effective date of the Month 1 run The rule would then exclude the employee s assignment from the Week 3 run N Suggestion Two reports Payroll Statutory Calendar and Y Assignments Unavailable for Processing give useful information for planning multiple assignment submissions and for checking whether individual assignments will not be processed on specified dates Multiple Assignments Report This report lists employees who have been marked for multiple assignment processing and indicates where Priority Processing Type is not set and cannot be defaulted You run the Multiple Assignments Report from the Submit Requests window gt Torun the Multiple Assignments Report 1 Inthe Name field select the report name 2 Enter an effective date for the report The default is the session date 3 Choose the Submit button 15 26 Oracle Payroll UK User s Guide Entering Employee PAYE and NI Details ear j a PH V issued RI Rlurnber M Deector inier Werke Far Prini Data of Beet o Pfam Age T baliole Assignerents PAYE r Tiie Ciy HI Cai
168. 9 gt To manually close a CAO Scotland element comprising an EAS and a CMA portion 1 Follow the closure procedure for a CMA only CAO above 2 Follow the balance clearing procedure for an EAS only CAO above If the CAO is to end on the last day of a pay period it may be manually stopped without the need to make any date effective changes but you must still clear the CAO Scotland Payments EAS_ASG_ITD 3 Reset to 0 the CAO Scotland Payments EAS_ASG_ITD balance dimension for the employee assignment once the entry has been stopped and the payroll run has taken place If this is not done any subsequent CAO Scotland element for the same employee that has an EAS portion will appear to have already partly or even fully paid the EAS portion Note You may use the method described above to alter the CMA Daily Debt to some other value or to adjust the EAS Initial Debt If you alter the EAS Initial Debt however you must also enter old and new CMA Daily Debt values even if the daily debt is not actually changing Furthermore if you are reducing the EAS Initial Debt you must ensure that the CAO Scotland Payments_EAS_ASG_ITD balance dimension value is not larger than the new EAS initial debt If it is a balance adjustment will be required to set the ITD balance to the new EAS Initial Debt input value 16 18 Oracle Payroll UK User s Guide Viewing Court Order and Arrestment Run Results After payroll processing is complete
169. 993 94 are summed for the year in April 1995 paid in June 1995 and reported on in April 1996 The Alternative Payment Method APM for Class 1A avoids the necessity of having to record payments in the Year End reports The employer pays directly to the Contributions Agency Since 6 April 1994 Class 1A NIC has been assessed using the same formula for ascertaining car benefit and the fuel scale charges as published for PAYE P11d purposes Note Fuel scale assessment is based on the PAYE all or nothing principle If the employee uses just one gallon of fuel for private use NIC becomes payable The scale relates directly to the fuel scale rate of the car PAYE and NIC 15 45 Predefined Elements for Class 1A Administration The predefined elements for Class 1A administration that are supplied as startup data are listed in Table 15 5 Name Type Classification Priority NI Car Primary Recurring Taformation Eel NI Car Secondary Recurring Information Nonrecurring Employer Charges 3500 NI Y Last Year Nonrecurring Employer Charges 3500 NI Car Payment Nonrecurring Voluntary Deduction 6500 NI Car Payment Secondary Nonrecurring Voluntary Deduction 6500 Table 15 5 Predefined Class 1A Elements NI Car Primary and NI Car Secondary These elements both represent NI Class 1A NI Car Primary is entered for employees with one company car while employees allocated a second company car receive an entry of NI Car S
170. A specific role within the Business Group derived from an organization and a job For example you may have a position of Shipping Clerk associated with the organization Shipping and the job Clerk Predefined Components Some elements and balances all primary element classifications and some secondary classifications are defined by Oracle Payroll to meet legislative requirements and are supplied to users with the product You cannot delete these predefined components Proficiency within Assessment The perceived level of expertise of a person in a competence in the opinion of the assessor over a given period For example a person may demonstrate the communication competence at Expert level See also Performance within Assessment Competence Assessment Proficiency Level A system for expressing and measuring how a competence is exhibited in the work context See also Behavioral Indicators Progression Point A pay scale is calibrated in progression points which form a sequence for the progression of employees up the pay scale See also Pay Scale Glossary 7 Q Qualification Type An identified qualification method of achieving proficiency in a competence such as an award educational qualification a license or a test See Competence Qualifying Days Days on which Statutory Sick Pay SSP can be paid and the only days that count as waiting days Qualifying days are normally work days but other days may be agre
171. ADDRESSES_ Applicant Entry lt SEGMENT_NAME gt Contact Additional Application Details Applicant Entry APPLICATIONS_ lt SEGMENT_NAME gt Application Terminate Applicant Additional Assignment Details Applicant Entry ASSIGNMENTS_ lt SEGMENT_NAME gt Application Assignment Assignment History Additional Assignment Status Details Secondary Statuses Additional Balance Type Information Balance Oracle Payroll only Additional Benefit Contribution Details Benefit Contributions US only Additional Booking Details Applicant Interview Book Events Employee Review Event Bookings Additional Budget Details Budget Table B 1 User Definable Descriptive Flexfields B 6 Oracle Payroll UK User s Guide Descriptive Flexfield Title Additional Budget Version Details Additional Calendar Information Additional Career Path Details Additional COBRA Benefit Details Additional COBRA Coverage Details Additional COBRA Payment Details Additional COBRA Status Details Additional Contact Relationship Details Additional Element Entry Information Additional Element Link Information Additional Element Type Details Additional Evaluation Details Additional Event Details Additional Grade Details Additional Job Details Additional Letter Details Additional Location Details Additional Organization Information Additional Organization Payment Method Details Additional Organization Structure Detail Additional Organization Unit Details
172. ANE bhi Dig PER AGE Esargqancy Comtact LOOM FULL Hike bhADlhonm AOH AI Pane Tocco Agp igaten Details ss ss s rgamizaticom ASG OG dab kihi JUS bhd DE ted i ilk GRO gt To define a QuickPaint Report 1 Enter a name and optionally a description of the report The Protected field is display only some reports provided by localization teams are protected against edits 2 Inthe Report Definition area enter free text exactly as you want it to appear on the report 18 10 Oracle Payroll UK User s Guide Positioning Items 3 To select database items choose the Show Items button and run a query to display a list of database items then select and copy items to the Report Definition area Notice that the database item name must begin with an ampersand amp Names without an ampersand are treated as free text 4 Save the report definition If you want to add free text immediately after a database item you must separate it from the database item with at least one space Otherwise QuickPaint reads the database item as free text Both free text and database items appear in the report results on the line on which you painted them in the Report Definition area They also generally appear in the column in which you painted them However it might be that the data replacing a database item name is long enough to push later items on the same line to the right For example if you paint database items and free text like
173. ASSIGNMENTS_ lt SEGMENT_NAME gt Assignment descriptive flexfield database items GRADES_ lt SEGMENT_NAME gt Grade descriptive flexfield database items ABSENCES_ lt SEGMENT_NAME gt Absence descriptive flexfield database items ABSENCE_TYPES_ lt SEGMENT_NAME gt Absence type descriptive flexfield database items PERSON_ADDRESSES_ lt SEGMENT_NAME gt Person Address descriptive flexfield database items EVENTS_ lt SEGMENT_NAME gt Events descriptive flexfield database items JOBS_ lt SEGMENT_NAME gt Jobs descriptive flexfield da tabase items CONTACTS_ lt SEGMENT_NAME gt Contacts descriptive flexfield database items PERIODS_OF_SERVICE_ lt SEGMENT_NAME gt Periods of Service descriptive flexfield database items RECRUITMENT_ACTIVITIES_ lt SEGMENT_NAMES gt Recruitment Activities descriptive flexfield database items POSITION_ lt SEGMENT_NAME gt Position descriptive flexfield database items Table C 22 Database Items C 23 Database item Description APPLICATIONS_ lt SEGMENT_NAME Applications descriptive flexfield database items ORGANIZATION_ lt SEGMENT_NAME gt Organization descriptive flexfield database items Table C 22 C 24 Oracle Payroll UK User s Guide Key Flexfield Database Items When you define key flexfield segments you make them available for use in QuickPaint by running the Create Key Flexfield DB Items process from the Submit Requests window This process creates database items fo
174. ATE The date the employee was last processed EMP_LEAVING_REASON The reason the employee left EMP_TERM_ACCEPTED_BY The person who accepted the employee s notice EMP_TERM_DATE The employee s termination date Table C 5 Location Details Database item Description LOC_ADR_LINE_1 The first line os the assignment s work address LOC_ADR_LINE_2 The second line of the assignment s work address LOC_ADR_LINE_3 The third line of the assignment s work address LOC_ADR_POSTAL_CODE The postal code for the assignment s work address LOC_ADR_REGION_1 The first line of the assignment s region LOC_ADR_REGION_2 The second line of the assignment s region LOC_ADR_REGION_3 The third line of the assignment s region LOC_ADR_PHONE_1 The assignment s first work tele phone number LOC_ADR_PHONE_2 The assignment s second work telephone number LOC_ADR_PHONE_3 The assignment s third work telephone number Table C 6 C 10 Oracle Payroll UK User s Guide Database item Description LOC_ADR_CITY The town or city where the assignment works LOC_ADR_COUNTRY The country where the assignment works Table C 6 Work Address Details US only Database item Description LOC_ADR_US_COUNTY The assignment s work county US only LOC_ADR_US_STATE The assignment s work state US only LOC_ADR_US_STATE_CODE The assignment s work state code US only Table C 7 Work Address Details UK only D
175. AY_TOP srw directory This file is designed for the sample pay advice stationery provided with Oracle Payroll The driver file is designed for the DEC LNO3 printer and all other printers that understand the same control characters as the LN03 For more details regarding customizing or registering your printer driver definitions and print options please refer to the Oracle Applications System Administrator s Guide The Payroll Run and Other Processes 17 21 Pay Advice Alignment Report This is a printer alignment report for your sample pay advice You run the Pay Advice Alignment report from the Submit Requests window gt Torun the Pay Advice Alignment report 1 Inthe Name field select the report name 2 Choose the Submit button 17 22 Oracle Payroll UK User s Guide Cheque Writer Process The Cheque Writer process determines the generation of cheques for a specified payroll and consolidation set over a specified time period The process enables you to generate contiguous serial numbers for cheque printing and you can use this feature to account for cheque stationery used during the cheque printing process If you do this you also need to take into account the cheques you use to carry out the alignment of your printer A sample cheque report is supplied with the Cheque Writer process You can customize this report or add your own cheque style to meet your enterprise requirements You run this process from the
176. Accrual Plan Structure Accrual plans permit eligible employees to accrue PTO paid time off each year as they work to use for vacation or sick leave Oracle HRMS has no restrictions on the number of plans you can set up each with its own units of accrued time hours or days and its own rules The system calculates accruals for all plans on a calendar year basis That is on 1 January of each year accruals for that year begin Accruals for new hires can begin on their hire date six months after their hire date or at the beginning of the next calendar year For all plans participants payroll periods determine the frequency with which they accrue PTO Employees on a monthly payroll accrue time each month employees on semi monthly payrolls accrue time twice each month and so on PTO accrual occurs automatically for each eligible plan participant on the last day of his or her pay period independently of any payroll run For example if employees on a semi monthly payroll participate in a vacation PTO plan permitting the accrual of 84 hours per year they accrue 3 5 hours on the last day of the year s first pay period say 15 January They then accrue another 3 5 hours on 31 January another 3 5 hours on 14 February and so forth Because accrual plans use employees payroll calendars to schedule accruals the assignment of every employee participating in an accrual plan must include an assignment to a payroll Just as element
177. Additional Pay Scale Information Window Title Budget Budgetary Calendar Career Path Names COBRA Benefits US only COBRA Coverage US only COBRA Payment US only COBRA Status US only Contact Adjust Balance Oracle Payroll only Element Entries View Element Entry History for Employee Element Link Element Job Position Applicant Interview Employee Review Event Bookings Grade Job Letter Location Organization Organizational Payment Method Organization Hierarchy Organization Pay Scale Table B 1 User Definable Descriptive Flexfields Database Items CONTACTS_ lt SEGMENT_NAME gt EVENTS_ lt SEGMENT_NAME gt GRADES_ lt SEGMENT_NAME gt JOBS_ lt SEGMENT_NAME gt ORGANIZATION_ lt SEGMENT_NAME gt Key and Descriptive Flexfields B 7 Descriptive Flexfield Title Additional Pay Rate Details Additional Payroll Details Additional Period Information Additional Period of Service Details Additional Period Type Information Additional Person Analysis Details Additional Personal Details Additional Personal Payment Method Details Additional Position Details Additional Position Structure Details Additional Recruitment Activity Details Additional Requirement Details Additional Requisition Details Additional Salary Administration Details Additional Salary Basis Information Additional Telephone Number Details Additional Vacancy Details Additional Valid Grade Details
178. Applicant Information Database item Description APL_DATE_END The date the application ended APL_DATE_RECEIVED The date the application was received Table C 1 Employee Assignment Information Database item Description ASG_ASSIGNMENT_SEQUENCE This is used as a default for assignment number ASG_DATE_FROM The date from which this assignment information is effective ASG_DATE_TO The date to which this assignment information is effective ASG_EMPLOYMENT_CATEGORY The employment category for the assignment ASG_END_TIME The standard end time for the assignment ASG_FREQ The frequency for which the assignment working hours are measured ASG_GRADE The employee s grade ASG_GRADE_DATE_FROM The date from which this assignment grade information is effective ASG_GRADE_DATE_TO The date to which this assignment grade information is effective Table C 2 C 2 Oracle Payroll UK User s Guide Database item Description ASG_GROUP The employee s group ASG_HOURS The standard number of working hours for the assignment ASG _INT_ADDR_LINE The internal address of the assignment ASG_JOB The employee s job ASG _JOB_DATE_FROM The date from which this assignment job information is effective ASG _JOB_DATE_TO The date to which this assignment job information is effective The reason the salary was changed Last performance review date Last performance review location Last performance review rating Las
179. By choosing a date like this you can immediately identify all of your implementation definitions You should use accurate dates for all subsequent definitions Dated Versions of Hierarchies 1 12 You can structure the organizations and positions you enter in Oracle HRMS into organization or position hierarchies that serve various purposes Reporting hierarchies for example reflect reporting lines within your enterprise You maintain both dates and version numbers for these hierarchies to keep a history of your hierarchies as they change over time To build a new version of a hierarchy you can copy an existing one and make the necessary changes to it When you save the new version the system automatically gives the previous version an end date Oracle Payroll UK User s Guide DateTrack All important dynamic information in Oracle HRMS is datetracked including information about people assignments payrolls and compensation and benefits You can enter datetracked information or make changes to it at any time When you set an effective date for your work DateTrack ensures that only information effective on that day is used for any processing validation and reporting you carry out You can view a history of every change made to datetracked information Setting Your Effective Date When you log on to Oracle HRMS your effective date is always today s date To view information current at another date or to make
180. Current past and proposed salaries for a selected list of employees Actual staffing level with budgeted levels over a specified period Valid records on the Inland Revenue P9 tape that do not fully match your database records after running the Start of Year process Details of employees PAYE and National Insurance deductions The number of employees from selected organizations leaving your enterprise within a particular period and the reasons for leaving Table 18 2 Standard Reports in Oracle HRMS You can create your own reports using Oracle Reports or SQL Plus or another tool of your choice You can register them with Application Object Library This means you can run them from the standard Submit Requests window and you can schedule them in report sets with other reports and processes Assignment Status Report page 11 29 Employee Summary Report page 11 30 Employee Movements Report page 11 30 Terminations Report page 11 16 Employee Increment Results Report page 4 19 Current and Projected Progression Point Values Report page 4 19 Reports and Inquiries 18 7 Organization Hierarchy Report page 2 29 Position Hierarchy Report page 3 25 Salary Review Report page 14 17 Reviewing Element Links page 12 38 Submitting a Request Oracle Applications User s Guide Oracle Application Object Library Reference Manual 18 8 Oracle Payroll UK User s Guide QuickPaint QuickPaint
181. Displays payment details for the BACS Cheque Writer or Cash process e SOE Report Displays tax and NI information for the Pre payments process See Also Viewing NI Class 1A Contribution Run Results page 15 52 Viewing Court Order Run Results page 16 19 The Payroll Run and Other Processes 17 57 Viewing Payroll Run Messages You can view run messages for payroll processes in the Payroll Processes window and messages for assignment processes in the Assignment Processes window To view messages for payroll and assignment processes 1 Inthe Payroll Processes window query the payroll and period for which you want to see process information 2 Place your cursor on each record in turn Where system messages exist the status bar at the bottom of the window will inform you 3 Choose the Message button to view the messages 4 To see assignment process messages select a payroll process and choose the Assignment Process button 5 Inthe Assignment Processes window place your cursor on each record in turn If any assignment level messages occur the status bar displays a message 6 Choose the Message button to view the messages Payroll Message Report page 17 6 Viewing Employee Pay Details See Also The Pay Advice Report window displays payment results for an employee assignment in standard pay advice form The window also shows the employee s address current pre payments details and a list
182. Employees both current and ex employees e Applicants both current and ex applicants e External people A special category of the External type is contact A contact is someone associated with an employee or an applicant For example you may want to record the name address and phone number of an emergency contact for every employee Or you may need to keep information on dependents of an employee for medical insurance purposes or for calculation of additional payments Oracle HRMS comes with a set of Person Types You can change the names of these types when you install the system and you can add your own subgroups of Person Types For example you might have two types of employee in your enterprise e Regular Employee e Contractor You can define these as subgroups of the Employee person type to e enable fast identification of these groups e manage different kinds of personal information for each group e change employees from Contractor to Regular Employee without changing current work information Note Each employee s assignment can be described by an employment category such as Full Time Regular or Part Time Temporary So you do not use Person Types to distinguish the category of assignment In another example you might want to distinguish between internal and external applicants for vacancies You may also be involved ina redundancy program or a program of staff layoffs and need to identify employees as preferr
183. Hire Date field displays your effective date You can change the hire date and this changes the employee s effective start date Enter the person s identification information in the Identification region If your enterprise uses manual number entry use the Employee or Applicant fields to enter an employee or applicant number as appropriate If your enterprise uses automatic number generation the employee or applicant number automatically displays when you save your entries in this window Enter details for the person as required in the Personal Information region e To assign an employee to a payroll you must enter his or her date of birth Personal Information 9 5 9 6 e Inthe Mail To field select Home or Office to indicate the person s preferred mail destination e Inthe Date Last Verified field you can enter the date the person last checked this personal information for accuracy e Inthe Status field select the person s marital status e Inthe Email field enter the person s email ID Optionally you can enter additional information for people in the alternative regions described in the following steps Note The Background Information Medical Information and Rehire Information alternative regions appear only if your system administrator has enabled them for you gt To enter employment information for employees and applicants 1 2 3 4 Choose the Employment Information alternative region Sel
184. History Assignment employee Work Choices Job or Position Work Choices Person Person Table 19 2 Windows You Can Use in Task Flows Customizing Windows and Menus 19 13 Defining Task Flow Nodes Each form in a task flow is a node There are predefined nodes for every form that you can include in a task flow However if you create a customization of one of these forms you must create a node for the customization before you can include it in a task flow You create nodes in the Define Task Flow Nodes window Dieta Tigh Flom Hodr ee BE PiE gt To create a task flow node 1 Enter a name for the node You select this name when you create a task flow containing the node It is not visible to users Select the form that you customized Leave the Block field blank Select the customization that you created Save the new node 19 14 Oracle Payroll UK User s Guide Defining Task Flows You define task flows in the Define Task Flow window If there is a similar existing task flow you can copy it to form the basis of your new flow Including the Assignment Window in Taskflows Using the combined People and Assignment form PERWSHRG rather than the separate forms PERWSEPI and PERWSEMA means the Assignment window opens more quickly from the People window i gt Attention We therefore recommend that you use the combined form in any taskflow that requires both windows The seeded taskflows u
185. If you change a string you must ensure that you do not exceed the text space allocated to it as listed in the package header The structure is built up by identifying the audited table column information which is retrieved from the FND_AUDIT_COLUMNS table The logic varies depending on the data type being audited 24 6 Oracle Human Resources UK User s Guide HR Audit Tables The package for the dynamic SQL is called py_audit_report_pkg Itis found in the script pyadyn pkh pyadyn pkb The HR_AUDITS table holds audit information about the transaction The HR_AUDIT_COLUMNS table holds the changed column information for that transaction The structure of these tables is as follows HR_AUDITS Table COLUMN TYPE NULL audit_id number 15 not null commit_id number 9 not null current_session_id number not null primary_key varchar2 30 not null primary_key_value number 15 mot null sequence_id number 9 session_id number not null table_name varchar2 30 not null timestamp date not null transaction varchar2 30 not nu transaction_type varchar2 30 not null user_name varchar2 100 not null ffective_end_dat date null effective_start_date date null HR_AUDIT_COLUMNS Table COLUMN TYPE NULL audit_id number 15 not null column_id number 9 net tute column_name varchar2 30 not null new_value varchar2 240 null old_value varchar2 240 null AuditTrail 24 7 24 8 Oracle Human Resources UK Use
186. If you want to appoint a director who is not subject to the Special Rules NI calculation check the Director check box only as in Step 3 above Leave the Process Type field in the Statutory Details window blank gt To make a retrospective change to a director s NI If you learn that an employee has been appointed director after you have paid him or her for that month date effectively update the employee to director as of the appointment date In the run following Oracle Payroll will calculate the NIC on a pro rata basis and adjust the previous period s figures Entering a New Person page 9 5 15 40 Oracle Payroll UK User s Guide Updating a Director s Employment Status When a Director Resigns It is important to accurately record changes to a director s NI category and pension arrangements as this means a change to his or her employment status You record these changes in the Statutory Details window for the employee assignment To update a director s NI category and pension arrangements 1 Set your effective date to the date of the changes to the director s employment status It is important to enter your changes on the correct date Earnings before the change will be calculated on the previous circumstances 2 Change the director s category if the director has lost the right to a reduced rate NIC 3 Change the director s pension and category if the director does one of the following e lea
187. Information window opens Click ina field of this window to open a window for information entry 3 Enter additional information for the classification Note There is no additional information to enter for a Payee Organization Additional Information for Business Groups gt To enter basic required information for the Business Group See Entering Business Group Information page 2 14 gt To enter defaults for human resource budget values See Business Groups Entering Budget Value Defaults page 2 16 gt To enter the Sickness Control Rule for the Business Group SSP SMP users only See Business Groups Entering Sickness Control Rules page 2 17 2 12 Oracle Payroll UK User s Guide gt To enter tax details See Business Groups Entering Tax Details page 2 18 gt To enter defaults for work day start and end times See Business Groups and HR Organizations Work Day Defaults page 2 19 gt To enter training default values for Oracle Training Administration See Creating a Business Group for Oracle Training Administration Oracle Training Administration User s Guide Additional Information for HR Organizations p gt To enter cost codes for collection of costing information See HR Organizations Entering Costing Information page 2 20 gt To place the organization in hierarchies See HR Organizations Entering Parent Organizations page 2 20 gt To enter default
188. K User s Guide Pay Advice Report Printing Details This report generates pay advices for all employees for a specified payroll and period This is a sample report which you can customize You run it after completing the Pre payments process for a payroll Run the report from the Submit Requests window To check printing alignment run the Pay Advice Alignment report first To run the Pay Advice report 1 Inthe Name field select the report name Then enter the Parameters field to open the Parameters window 2 Select the payroll for which you want to generate pay advices 3 Enter the period for which you want to generate pay advices and the date on which you want to generate them 4 Doone of the following e If you want to generate pay advices for all employee assignments leave the Assignment Number field blank e If you want to generate a single pay advice for an employee assignment enter the employee assignment number 5 Choose the Submit button Note You can also view this report from the Assignment Process Results window where you select an individual assignment and the process you want to view the report for See Viewing Employee Pay Details page 17 58 The Pay Advice process generates pay advice reports using Oracle Reports To print the report you define a SRW driver file for your particular printer and pay advice stationery You can find a sample SRW driver file paygbsoe prt in the P
189. L_IDENTIFIER The person s national identifier PER_PERSON_TYPE Type of person employee or applicant for example PER_PREV_LAST_NAME The person s previous last name PER_SEND_EXPENSES Where to send the person s expenses home office PER_SEX The person s sex Table C 13 Database Items C 15 Database item Description PER_TITLE The person s title PER_WORK_PHONE The person s work telephone number Table C 13 C 16 Oracle Payroll UK User s Guide Recruiter Information Database item Description REC_CURRENT_APP Whether the recruiter is a current applicant yes no REC_CURRENT_EMP Whether the recruiter is a current employee yes no REC_EMP_NUMBER The recruiter s employee number REC_GRADE The recruiter s grade REC_INT_ADDR_LINE The recruiter s internal address REC_JOB The recruiter s job REC_LOCATION The recruiter s work location REC_MANAGER Whether the assignment is a managerial assignment yes no REC_ORG The name of the recruiter s organization REC_PERSON_TYPE The recruiter s person type employee or applicant for example REC_WORK_PHONE The recruiter s work telephone number Table C 14 Database Items C 17 Supervisor Information Database item Description P_CURRENT_EMP Whether the supervisor is a current employee yes no P_DATE_FROM The date from which this supervisor information is effective P_DATE_TO The date to w
190. Measure automatically becomes Number Enter the row label as the Row Title For example if the table rows refer to rate codes an appropriate row title would be Rate Code If the rows refer to age ranges you might use the title Age Range 20 10 Oracle Payroll UK User s Guide 6 Save your work and choose the Columns button to go to the Columns window Columns FUEL_SCALE OF x gt To enter column labels 1 Enter labels for the table columns in the Name field To add a new column to a table that already exists place the cursor on the name of the column after which you want to enter the new column name and choose Insert Record from the Edit menu to obtain a clear field 2 If you are using formula validation for a column s entries select the name of the validation formula for the column 3 Save your work and close the window In the Table Structure window choose the Rows button to go to the Rows window Te QuickCodes and User Tables 20 11 gt To enter row labels 1 Ifthe match type of the table is Match enter the label for each table row in the fields under the heading Exact If the match type of the table is Range enter numbers representing the lower and upper boundary of each row s range 2 Inthe Sequence fields you can optionally enter a number for each row label to determine the order in which it appears on a list in the Table Values window Logical sequencing of row labels helps u
191. ND that you never use SQL Plus Oracle Data Browser database triggers or any other tool to modify Oracle Applications tables unless we tell you to do so in our manuals Preface v Other Information Sources Related User s Guides You can choose from many sources of information including documentation training and support services to increase your knowledge and understanding of Oracle Payroll Most Oracle Applications documentation is available in Adobe Acrobat format on the Oracle Applications Documentation Library CD We supply this CD with every software shipment If this guide refers you to other Oracle Applications documentation use only the Release 11 versions of those books unless we specify otherwise Oracle Applications User s Guide This guide explains how to navigate enter data query run reports and introduces other basic features of the graphical user interface GUI available with this release of Oracle Applications It also includes information on setting user profiles as well as running and reviewing reports and concurrent requests You can access this guide online by choosing Getting Started with Oracle Applications from any Oracle Applications help file Oracle Payroll shares business and setup information with other Oracle Applications products Even if you have not installed them as separate products your Oracle Payroll application includes some forms and functionality from other Oracle
192. Or 1 Choose People gt Fastpath gt Absence Information in the Navigator 2 Inthe resulting Find window query the person Absence Attendance Type Choose Compensation and Benefits gt Absence Types in the Navigator Accrual Bands 1 Choose Compensation and Benefits gt Accrual Plans in the Navigator 2 Enter or query an accrual plan name 3 Choose the Accrual Bands button Accrual Plans Choose Compensation and Benefits gt Accrual Plans in the Navigator Accruals Do one of the following 1 Choose View gt Employee Accruals in the Navigator 2 Runa query in the Assignments Folder window Oracle Payroll UK User s Guide 3 Select an employee assignment and choose the Accruals button Or 1 Choose People gt Fastpath gt Accruals in the Navigator 2 Inthe resulting Find window query the person Address Do one of the following 1 Choose People gt Enter and Maintain in the Navigator 2 Enter or query a person 3 Choose the Address button Or 1 Choose People gt Fastpath gt Address in the Navigator 2 Inthe resulting Find window query the person Adjust Balance Oracle Payroll only Do one of the following 1 Choose People gt Enter and Maintain in the Navigator 2 Enter or query an employee 3 Choose the Assignment button 4 Choose the Others button and select Adjust Balance Or 1 Choose People gt Fastpath gt Adjust Balances in the Naviga
193. Oracle Payroll UK User s Guide Release 11 0 Part No A58383 01 TE ORACLE Enabling the Information Age Oracle Payroll UK User s Guide Release 11 0 Part No A58383 01 Copyright Oracle Corporation 1996 All rights reserved Printed in Ireland Primary Author John Cafolla Juliette Fleming Michael O Shea John Woodward Contributors Peter Attwood Cristian Barbieri Mark Callaghan Jill Hawkes Thaddeus Inekuku David Kerr Michal Lisiecki Uzair Niazi Aidan Snell Shanta Sinha Clive Swan Rebecca Thirlby This software was not developed for use in any nuclear aviation mass transit medical or other inherently dangerous applications It is the customer s responsibility to take all appropriate measures to ensure the safe use of such applications if the programs are used for such purposes This software documentation contains proprietary information of Oracle Corporation it is provided under a license agreement containing restrictions on use and disclosure and is also protected by copyright law Reverse engineering of the software is prohibited If this software documentation is delivered to a U S Government Agency of the Department of Defense then it is delivered with Restricted Rights and the following legend is applicable Restricted Rights Legend Use duplication or disclosure by the Government is subject to restrictions as set forth in subparagraph c 1 ii of DFARS 252 227 7013 Rights in Technic
194. PAYE and NIC 15 37 Figure 15 1 shows the differences in balance dimensions when a director is appointed in mid year Figure 15 1 Balance Dimensions for Directors 15 38 Apr May Jun Jul Aug Sep Oct age Dec Jan Feb Mar Apr A i A 6 April 15 July Appointment as Director 5 April Year Start Year End _PER_TD_DIR_YTD gt _PER_TD_YTD e _PER_TD_DIR_YTD goes back to 1 July the start of the period in which the director was appointed e _PER_TD_YTD goes back to the start of the year This dimension is defined against the main NI balances NID Able NI DCO NID CO Able NI D Employee NI D Employer In addition the NI_DIRECTOR formula uses a function to calculate the earnings subject to National Insurance for each category since the director was appointed e For end of year reporting the standard dimension _PER_TD_YTD is used This includes results before and after the appointment as a director Formulas The NI Director s formula is triggered when the NI formula processed for all employees from the NI element detects that director s processing has been requested An indirect result is output to the NI Director nonrecurring element and this processes the NI_LDIRECTOR formula itself The formula takes into account the priority of the different NI categories Oracle Payroll UK User s Guide For example when a director joins the company pension
195. Pay system administrators should consult the technical essay Payroll Action Parameters in the Oracle HRMS UK Implementation Guide Correcting Run Results Retries page 17 10 Correcting Run Results Reversals page 17 12 Running Post Run Processes for QuickPay Once the QuickPay run has a status of Complete you have a choice of options for post run processing The first option is to include the QuickPay in the batch pre payments processing for the assignment s payroll The second option is to start the pre payments from the QuickPay window if necessary overriding the default payment method You would choose the first option if for example you have a new employee who joins after the payroll run for the current period has taken place Instead of rolling back the whole payroll and resubmitting it with the new employee added you run QuickPay instead for the new employee including him or her in the consolidation set for batch pre payments You would choose the second option if for example an employee is leaving and is waiting to be paid by cash or cheque To run pre payments and other processes from the QuickPay window 1 Choose the Start Pre payments button If required you can override the default payment method for the assignment You have The Payroll Run and Other Processes 17 63 a choice of Cash or Cheque for pre payments run from the QuickPay window The status for the completed process displays in the Status fi
196. RMS database to a spreadsheet for analysis and manipulation For example you can download data on current and proposed salaries for a group of employees You can adjust the salary proposals in the spreadsheet or enter new ones and upload the revised data to the database The ADE upload process reports any errors and ensures that only valid data is saved in the database To download information from a form to a spreadsheet using ADE your system administrator needs to create a style in ADE The style defines the form it is used for the responsibilities that can use it and the columns or fields to be downloaded You determine which records are downloaded by running a query in the form before launching ADE A style for downloading salary proposals is predefined Using the Salary Management Folder page 14 13 Application Data Export User s Guidepage Application Data Export Online Help Integrating With Other Systems 21 5 Using Attachments You can attach short comments word processed documents images video OLE objects or Web pages to many records in Oracle HRMS For example you could attach a resume to an applicant record and a position description to a position record Each record can have one or more attachments and you can copy attachments from one record to another You can store the attachments in the database or in your file system You view or add new attachments by clicking the Attachments icon By default cl
197. R_ADR_PHONE_2 The person s second contact number PER_ADR_PHONE_3 The person s third contact number PER_ADR_POSTAL_CODE The person s postal code PER_ADR_REGION_1 The first line of the person s region PER_ADR_REGION_2 The second line of the person s region PER_ADR_REGION_3 The third line of the person s region Table C 10 Home Address Details US only Database item Description PER_ADR_US_COUNTY The person s county US only PER_ADR_US_STATE The person s state US only PER_ADR_US_STATE_CODE The person s state code US only Table C 11 Database Items C 13 Home Address Details UK only Database item Description PER_ADR_UK_COUNTY The person s home county UK only Table C 12 C 14 Oracle Payroll UK User s Guide Database item Description PER_AGE The person s age PER_APPLICANT_NUMBER The person s applicant number People Information PER_CURRENT_APP Whether the person is a current applicant yes no PER_CURRENT_EMP Whether the person is a current employee yes no PER_DATE_OF_BIRTH The person s date of birth PER_DATE_VERIFIED The date the employee last verified his or her personal data PER_DISABLED Whether the person is disabled yes no PER_EMP_NUMBER The person s employee number PER_FIRST_NAME The person s first name R_MIDDLE_NAMES The person s middle names PER_NATIONALITY The person s nationality PER_NATIONA
198. Run and Other Processes 17 7 3 If you want to restrict the information by consolidation set select the name of the set 4 Choose the Submit button Payroll Statutory Calendar Report This report enables you to plan the payroll run submission timetable for multiple assignments and to monitor payroll processing The report displays two kinds of payroll information as follows e It shows the statutory week and month for each payroll run and the time periods defined for all payrolls sequenced by their regular payment date e For completed payroll runs it shows totals for the following numbers of live assignments numbers of assignments completed in the run numbers pre paid numbers paid within each payroll processing period for Processing report to identify any employees who have W Suggestion Run the report with the Assignments Unavailable future assignment processes gt Torun the Payroll Statutory Calendar report 1 From the Submit Request window select the report name 2 Inthe Parameters window enter a range of dates The report selects periods which have a Regular Payment Date within that range 3 Choose the Submit button See Also Planning Runs for Multiple Payroll Assignments page 15 25 Multiple Assignments Report page 15 26 Assignments Unavailable for Processing Report This report lists the assignments that will not be processed by a payroll run on a specified date I
199. SP can be paid and you define SSP qualifying patterns for all the employees in your organization so that their entitlement to SSP can be calculated Standard Link Recurring elements with standard links have their element entries automatically created for all employees whose assignment components match the link See also Element Link Recurring Elements Statutory Maternity Pay You pay Statutory Maternity Pay SMP to female employees who take time off work to have a baby providing they meet the statutory requirements set out in the legislation for SMP Statutory Sick Pay You pay Statutory Sick Pay SSP to employees who are off work for four or more days because they are sick providing they meet the statutory requirements set out in the legislation for SSP Glossary 9 T Task Flows A sequence of windows linked by buttons to take you through the steps required to complete a task such as hiring a new recruit System administrators can create task flows to meet the needs of groups of users Terminating Employees You terminate an employee when he or she leaves your organization Information about the employee remains on the system but all current assignments are ended Termination Rule Specifies when entries of an element should close down for an employee who leaves your enterprise You can define that entries end on the employee s actual termination date or remain open until a final processing date U User B
200. SP Qualifying Patterns in the Navigator 2 Enter or query a pattern 3 Choose the Calendars button 4 Choose the Schedules button Schools and Colleges m Choose Career Management gt Schools and Colleges in the Navigator Schools and Colleges Attended 1 Choose People gt Enter and Maintain in the Navigator 2 Enter or query a person 3 Choose the Others button and select Schools Colleges Secondary Statuses Do one of the following 1 Choose People gt Enter and Maintain in the Navigator 2 Enter or query an applicant or employee 3 Do one of the following For an applicant e Choose the Others button and select Application e Choose the Secondary Status button For an employee e Choose the Assignment button e Choose the Others button and select Secondary Status Or 1 Choose People gt Fastpath gt Secondary Status in the Navigator 2 Inthe resulting Find window query the person Security Profile m Choose Security gt Profile in the Navigator Sickness Control Rules SSP SMP only 1 Choose Work Structures gt Organization gt Description in the Navigator Default Menus A 39 A 40 2 Enter or query a Business Group 3 Choose the Others button and select Sickness Control Rules Sickness Evidence SSP SMP only 1 Choose SSP SMP gt Person Details in the Navigator Enter or query a person Choose the Absence button Enter or query a sickness absence Gi ore Gon S
201. Scotland and one CMA Scotland entry at the same time While a CAO Scotland element is in operation for an employee you may not give the employee an EAS Scotland aCMA Scotland or another CAO Scotland element entry Prerequisites LL Link the elements EAS Scotland EAS Scotland Payments CMA Scotland CAO Scotland and CAO Scotland Payments to your payrolls Q You can use the link to define defaults for the administration fees you wish to apply to all court orders subject to the legislative maximum amounts L Enter any Costing key flexfield segment values requiring input at element level onto the element when linking the arrestment elements to each payroll Q Set up the third party payee and payment method details gt Toenter an EAS CMA or CAO for an employee 1 Set your effective date to the day you received the order 2 Inthe Element Entries window select the EAS Scotland CMA Scotland or CAO Scotland element 3 Enter cost codes and a reason for the entry if these fields are set up on your system Choose the Entry Values button 4 Carry out one of the following sets of tasks For EAS e Select Single for the order type e Enter the initial debt that is the total debt to be paid For CMA e Enter the daily debt to be paid 16 14 Oracle Payroll UK User s Guide For e Enter the amount of the old daily debt if you have to enter a different rate of daily debt partway through a period In this case the a
202. This makes it possible to give an employee two or more assignments when this is necessary For example if an employee has two or more open contracts of employment with your enterprise he or she can have a separate assignment for each contract Work Structures DateTrack Ne Work Assignment Organization Job Position Group Grade Payroll Location Employment Category STATUS Costing Reviews Budgets An employee must have a current assignment at all times You record relocations promotions transfers and so on as changes to the existing 11 4 Oracle Payroll UK User s Guide assignment These changes are datetracked so that you can view the history of changes to an assignment and can make future dated changes in advance Components of the Assignment See Also Ata minimum an assignment defines the Business Group for which an employee works the date the assignment began and its current status such as active or suspended You can use the assignment to define more precisely the place of the employee in the enterprise including his or her job position organization location grade and supervisor You can also assign the employee to any of the employee groups you set up using the People Group key flexfield such as pension groups or unions You can
203. YE and NI information View statement of earnings Print a P45 form Adjust balances Run QuickPay Run a reverse payroll Enter external or manual payments Enter work structures Enter locations Enter organizational information Enter information for an organization Structure organizations into hierarchies Enter job related information Enter job names Default Menus A 11 Payroll A 12 MENU ENTRY Position Description Hierarchy Mass Move Grade Description Grade Rate Pay Scale Point Values Grade Steps and Points Salary Basis Status Description Consolidation Payment Methods GL Flexfield Map Update Payroll Run Assignment Set Element Set RetroPay Set Exchange Rates Oracle Payroll UK User s Guide DESCRIPTION Enter position related information Enter position names Structure positions into hierarchies Enter details of a mass move Enter grade related information Enter grade names Enter rates and values for grades Create a pay scale of fixed progression points Enter values for progression points Enter grade steps and fixed point values for each step Enter available salary bases for salary administration Define employee and applicant assignment statuses Enter information for payrolls Enter payroll groups Define consolidation sets for payroll run results Define available payment methods Map payroll costing to Oracle GL flexfield segments
204. You have two choices e Insert This simply inserts the change before the next scheduled change This is the correct choice for the example The employee would be promoted from today The future dated relocation still takes place in six months time e Replace This change replaces all future dated changes In the example the employee would be promoted from today However the record of the relocation would be completely removed from the system Introduction 1 17 Deleting Datetracked Information Removing an End Date When you delete datetracked information Oracle HRMS prompts you with the following options e End Date This ends the record on your effective date When you requery the record this end date displays in the To field e Purge This totally removes the record from your database If there are any future updates to the record after your effective date Oracle HRMS may prompt you with another two options e All This removes all future updates to the record The current snapshot is valid until you make another change e Next This removes the next future update to the record It then resets the current snapshot s end date to the end date of the deleted update Note You do not always see all of these options when you choose to delete Some windows do not allow all four operations If you have mistakenly set an end date on a datetracked record you can remove it To remove an end date 1 Set your effect
205. a duration in hours you must enter start and end times as well as start and end dates 3 You can also select reasons for the absence the employee authorizing the absence the employee who replaces the absent employee for the duration of the absence 4 Save your work Oracle Payroll UK User s Guide Viewing and Reporting on Absence Information For monitoring and analyzing recorded employee absences unconnected with a PTO accrual plan use e the View Absence History window page 10 15 e the List Employees by Absence Type window page 10 16 e the Absences Report page 10 17 For reviewing PTO plan participants accrued time earned and taken use the Accruals window Viewing Absence History Use the View Absence History window to view all absences for an employee E View Absence History Of x Name Number Find Type Current Yes Type Reason Actual Start Date Actual End Date p To view absences for an employee m Select an employee then choose the Find button Absence Management 10 15 The absences appear in the lower part of the window Use the standard Folder features to select a subset of these absence records and to choose the fields to see Listing Employees by Absence Type Use the List Employees by Absence Type window to see all the absence records for a particular absence type or category of types Bint epep y Ahimmca ppa Mil Ei Absente Cah gory Eiai Duis
206. a salary change check the Use Multiple Components check box 3 Do one of the following e If you did not check the Use Multiple Components box enter the salary change in the Salary region You can enter a new salary amount or the amount or percentage of the proposed change e If you did check the Use Multiple Components box use the Components region Select the reason for each component of the proposal and the amount or percentage of each proposed change Notice that each percentage is applied to the last approved salary For example if the last approved salary is 3000 and there are two components of 10 and 5 the new amount is 3000 300 150 To effect a salary decrease enter a negative number in the Change Amount or Change Percent field 4 You can select a reason for the overall salary change 5 If you entered a time period for regular salary reviews in the Salary Information region of the Assignment window the date of the next review appears automatically You can change this date Salary Administration and Budgeting 14 11 6 To associate the salary change with a performance review choose the Performance button Enter the date of the review and select a performance rating In the Interview region you can select a review that was recorded in the Employee Review window 7 Ifyou entered a time period for regular performance reviews in the Salary Information region of the Assignment window the date of the next r
207. a to validate entries for this input value Formulas can return messages to users about the success or failure of the validation Select Warning or Error to determine whether the system warns users that an entry is invalid or prevents them from saving an invalid entry You cannot select a value if you chose a Lookup because a user cannot enter an invalid value for an input value validated by lookup Elements Building Blocks for Pay and Benefits 12 29 Creating Balance Feeds for Individual Elements In the Balance Feeds window you can select balances to be fed by the input values of an element Balances are either fed by whole classifications of elements or by individual elements but not by both Therefore in this window you cannot select balances that are fed by classifications You can query a balance in the Balance window and choose the Classifications button to view the list of classifications that feed it You can use an element to feed as many balances as you require Prerequisite L Define an input value for the element of the same unit of measure as the balance you want to feed Money units must be the same currency p gt To create balance feeds for one element 1 Set your effective date to when you want the balance feed to start 2 Enter or query the element in the Element window and choose the Balance Feeds button 3 Inthe Balance Feeds window select the input value that you want to feed the balance with
208. a union e members of a pension plan Setting Up the People Group Flexfield 5 10 The People Group is a key flexfield like Job Name Position Name and Grade Name As with these other key flexfields you can define up to 30 segments to hold information you use to identify employee groups in your enterprise Using the People Group key flexfield to define your groups is a powerful mechanism because you can e link elements to Group flexfield segments so that only employees within the group are eligible for the elements e inquire and report on individual segments in Inquiry windows and in reports e use DateTrack to build up a history of the group information If your enterprise uses pay scales to relate compensation levels to grades indirectly you can use a People Group segment to specify which employees are processed by the Increment Progression Points process Oracle Payroll UK User s Guide Once you decide how to define the Group key flexfield structure and segments it is the responsibility of the System Administrator to set up this and the other key flexfields At least one segment of this flexfield must be set up before you can begin entering employee assignments Attention If you make any of the People Group segments Zs required they are required in the Element Link window as well as the Assignment window This means that you may have to create multiple element links if you want to use a People Group segment in the el
209. ade A is eligible for the same element twice Oracle HRMS does not permit you to define links that would make an employee eligible for an element more than once Element Qualifying Conditions An employee is eligible for an element if his or her assignment matches the eligibility criteria on the link However an employee might be eligible for an element and yet not receive it because he or she does not meet other qualifying conditions Two common qualifying conditions are a minimum age or a minimum period of service in the current assignment You can define these conditions when you define the element You can enter or adjust these conditions when you define the element links so that you have different qualifying conditions for different groups of assignments Elements Building Blocks for Pay and Benefits 12 17 These qualifying conditions are checked automatically when you try to enter an element for an employee Using Standard Links for Automatic Element Entry Manual Element Entries If you want all employees who meet the eligibility criteria and qualifying conditions to receive a recurring element automatically you can define Standard links to the element You can create a standard link if e the element is recurring and e multiple entries are not allowed for the element If there are no qualifying conditions the start date of the automatic entry is the date the assignment becomes eligible for the element For example th
210. age to a monthly salary Notice that you cannot enter multiple components of a starting salary for a newly hired employee or one assigned to a new salary basis gt To enter a salary for a new employee or one assigned to a new salary basis 1 Enter the start date for the salary For a new hire this is usually the hire date 2 Enter the amount of the salary in the New Amount field 3 You can select a reason 14 10 Oracle Human Resources UK User s Guide 4 Save the new salary Its approval is automatic Entering a Salary Proposal You can propose a salary change for someone at any time If you entered intervals for regular salary reviews in the Salary Information region of the Assignment window Oracle HRMS uses this information to display the date of the next scheduled salary review However you can override this date provided that the date you enter is after the date of the last approved salary If there is an unapproved salary proposal recorded for the assignment you must approve or delete this proposal before you can enter a new proposal You can enter a salary proposal as a new amount a single change amount or percentage or multiple change amounts or percentages reflecting different reasons such as a merit award and a cost of living component p gt To propose a salary change 1 Inthe Salary region enter the date when the new salary should come into effect 2 If you want to hold multiple reasons for
211. al Data and Computer Software October 1988 Oracle Corporation 500 Oracle Parkway Redwood City CA 94065 If this software documentation is delivered to a U S Government Agency not within the Department of Defense then it is delivered with Restricted Rights as defined in FAR 52 227 14 Rights in Data General including Alternate IIT June 1987 The information in this document is subject to change without notice If you find any problems in the documentation please report them to us in writing Oracle Corporation does not warrant that this document is error free No part of this document may be reproduced or transmitted in any form or by any means electronic or mechanical for any purpose without the express written permission of Oracle Corporation ORACLE Oracle Alert Oracle Financials SQL Forms SQL Plus SQL QMX SQL Report and SQL ReportWriter are registered trademarks of Oracle Corporation Oracle Application Object Library Oracle Applications Oracle Applications Window Manager Oracle Assets Oracle Bills of Material Oracle Business Manager Oracle Engineering Oracle General Ledger Oracle Government Financials Oracle Human Resources Oracle Inventory Oracle Mail Oracle Manufacturing Oracle Master Scheduling MRP Oracle Order Entry Oracle Payroll Oracle Payables Oracle Personnel Oracle Project Accounting Oracle Purchasing Oracle Receivables Oracle Training Administration and Oracle Work in Process are
212. alances Users can create update and delete their own balances including dimensions and balance feeds See also Balances Glossary 10 Oracle Payroll UK User s Guide User Profile Options Features that allow system administrators and users to tailor Oracle HRMS to their exact requirements See also Responsibility Security Profile V Waiting Days Statutory Sick Pay is not payable for the first three qualifying days in period of incapacity for work PIW which are called waiting days They are not necessarily the same as the first three days of sickness as waiting days can be carried forward from a previous PIW if the linking interval between the two PIWSs is less than 56 days Work Choices Also known as Deployment or Work Factors These can affect a person s capacity to be deployed within an enterprise such willingness to travel or relocate You can hold work choices at both job and position or at person level Work Structures The fundamental definitions of organizations jobs positions grades payrolls and other employee groups within your enterprise that provide the framework for defining the work assignments of your employees Index A Absence categories for absence types 10 2 to 10 4 Absence elements balances for 10 5 to 10 7 definition and linking of 10 9 to 10 10 Absence types database items C 26 definition of 10 11 to 10 15 listing by 10 16 ABSENCE_CATEGORY 10 8 10
213. alculate earnings and deductions for the statutory period being processed From the assignment s priority period type and the regular payment date of the run being processed it derives the start of the statutory period and sums the run results since that date This dimension is given to all the main NI balances These include e NID Able e NIDCO e NIDCO Able e NI D Employee NID Employer In addition the NI_PERSON formula uses a function to calculate the earnings subject to NIC for each category since the start of the statutory period For end of year reporting the dimension _ASG_TD_YTD is used and the balances from all the assignments for the Person aggregated and returned against a single assignment Planning Runs for Multiple Assignments Example When multiple assignments are processed at different intervals such as weekly and monthly you have to submit each assignment in the correct sequence The submission sequence for each run must be in the same order as its effective run date sequence If you submit runs out of sequence the system enforces the Time Period Dependent rule which prevents the creation of an assignment process for an employee who has future actions existing An employee has assignments to both a weekly and a monthly payroll Table 15 4 shows the sequence of this employee s payroll runs for one particular month PAYE and NIC 15 25 Effective Date of Run Submitted On 10 April Week 1
214. ales District 1 NW Sales District 2 NW Sales District 3 You can create a security profile that permits access to employee records throughout the sales organization This profile references the Sales Organization hierarchy It names the Sales Department as the highest organization in the hierarchy through which profile holders have access to employee records Next you want the directors of the two sales regions to have access to all employee records in their region only You create Eastern and Western Sales Director security profiles These profiles also reference the Sales hierarchy But they name the Eastern and Western Regions respectively as the top organizations for these profiles access to employee records When you name an organization as the top organization you specify whether it is inclusive or not You must include the top organization if Security and Control 23 5 you want holders of the profile to access records of people assigned to the top organization Positions and Position Hierarchies After establishing limits on record access using organization hierarchies you can further restrict access by means of position hierarchies Suppose for example within the Sales Department you want to give the Sales Research Director access to her subordinates records only You can start by building the following Sales Positions Hierarchy Figure 23 3 Sales Positions Hierarchy Vice President of Sa
215. all an employee s assignments both current and in previous periods of service ane u cit F m Sarica Hamar Duin Thin Parin A Parieda Inciudiag Hiei iri Ci toe eee esis ner hahi fos gninenl Penney THlecthes Bovis Sen From te Parisa rede 7 O a Li OS Ii i gt To view an employee s assignment history 1 Inthe Current field select Yes No or All Yes selects the list of current employees No selects the list of ex employees All selects the list of both current and ex employees 2 Inthe Name or Number field select an employee or ex employee and choose the Find button The Service History region displays the employee s final period of service It shows three periods of time e This Period shows the number of complete years and months worked in this period of service to date e All Periods shows the number of complete years and months worked in all periods of service to date e Including Breaks shows the total elapsed time in complete years and months from the employee s initial hire date to date You can view previous periods of service by choosing Next Record from the Go menu 11 32 Oracle Payroll UK User s Guide CHAPTER Elements Buildin Blocks for Pay an Benefits E lements are the structured units of information used by Oracle HRMS to represent the compensation and benefit types you give to your employees All the types of earnings deductions empl
216. ally that is after a subsequent payroll run has taken place nonrecurring and additional entries will be given twice To prevent this happening rollbacks of payroll run reversals are interlocked by future payroll runs This means you can only roll back a reversal before any subsequent payroll run takes place Removing Runs Rollbacks Run rollbacks are useful when you have no need to keep any record that a run occurred When you roll the run back the process removes all the assignments and the run results You cannot roll back payroll processing for individuals or payrolls for which post run processing has occurred You can roll back a run for an employee when for example you should never have processed the employee in the run A rollback completely removes an employee from a run as if the processing had never occurred Uses of Rollbacks Suppose that just after a payroll run you receive notification that three employees have been transferred to a different payroll This means you should not have processed them in the run just completed In this case you can roll back the processing for the three individuals This action completely removes them from the run If the whole set of employees a run processes is the wrong set you can roll back the entire run Rollbacks can also be useful if you want to do a run for testing purposes only examine the results and then remove all traces of it Rolling Back Payroll Runs and Other
217. alue to add to a running total of time taken to date for this absence type Select increasing balances for absence types for PTO accrual plans and for most other absence types For absence types that have a set maximum amount of hours or days allowed you may select Decreasing In this case each absence recorded reduces an initial balance entered for the absence type to show time remaining to be taken for the type Decreasing balances require more maintenance You must enter an initial balance amount for each new hire eligible for the absence type and must initialize the balance for all eligible employees at the start of each year Optionally select reasons that are valid for entries of this type of absence Save the absence type Oracle Payroll UK User s Guide Entering Absences gt To enter projected or actual absences for an employee use the Absence Detail window Prerequisites L Because the calendar holding absence records for an employee is the same as that of the employee s payroll the assignments of employees for whom you enter absence information must include an assignment to a payroll The effective date of this assignment must be no later than the start of the current payroll period See Entering a New Assignment page 11 8 Q Similarly the definition and linking of the element associated with the absence type must have occurred on or before the start of the current payroll period See Defin
218. alysis A specification of the different currency denominations required for paying your employees in cash Union contracts may require you to follow certain cash analysis rules Compensation The pay you give to employees including wages or salary and bonuses See also Elements Competence Any measurable behavior required by an organization job or position that a person may demonstrate in the work context A competence can be a piece of knowledge a skill an attitude or an attribute Competence Profile Where you record applicant and employee accomplishments for example proficiency in a competence Competence Requirements Competencies required by an organization job or position See also Competence Core Competencies Competence Type A group of related competencies Consolidation Set A grouping of payroll runs within the same time period for which you can schedule reporting costing and post run processing Contact A person who has a relationship to an employee that you want to record Contacts can be dependents relatives partners or persons to contact in an emergency Core Competencies Competencies required by every person to enable the enterprise to meet its goals See also Competence Costable Type A feature that determines the processing an element receives for accounting and costing purposes There are four costable types in Oracle HRMS costed distributed costing fixed costing and not costed Co
219. an also search for words and phrases if your national language is supported by Oracle s Information Navigator The HTML documentation is available from the Oracle Applications Preface iii toolbar or from a URL provided by your system administrator Note that the HTML documentation is translated into over twenty languages You can order an Oracle Applications Documentation Library CD containing Adobe Acrobat versions of each manual in the Oracle Applications documentation set Using this CD you can search for information read it on screen and print individual pages sections or entire books When you print from Adobe Acrobat the resulting printouts look just like pages from an Oracle Applications hardcopy manual Finding the Latest Information For information about any new features that were not available when this user s guide was printed look at the What s New section on the main Help menu This information is updated for each new release of Oracle Payroll HTML Help Assumptions This guide assumes you have a working knowledge of the following e the principles and customary practices of your business area e Oracle Payroll If you have not yet used Oracle Payroll we suggest you attend one or more of the training classes for this product available through Oracle Education e the Oracle Applications graphical user interface To learn more about this read the Oracle Applications User s Guide See Other Informa
220. ances You would mainly use these elements when transferring data from another payroll system Primary Classification Checklist The following table shows processing priority and costing details for the primary classifications supplied to UK users You cannot change any of these predefined details at element classification level However you can define a new default processing priority for individual elements on the Element window provided it is within the assigned range for the classification In addition on the Entry Values window for the element entry you can give a subpriority number to multiple recurring entries of the same element In the case of multiple Court Order entries for example you can specify the sequence they process in Default Primary Classification Priority Range Priority Cost Type Information 1 1000 500 Direct Payment 1001 1500 1250 Earnings 2001 3000 2500 N 5001 5500 5300 PAYE 5501 6000 5800 Voluntary Deductions 6100 7000 6500 Table 12 1 Primary Element Classifications Elements Building Blocks for Pay and Benefits 12 7 Defining Secondary Element Classifications Oracle Payroll users can define secondary classifications to create subsets within primary classifications You select these classifications to control discretionary balance feeds Discretionary means that for each element of the parent primary classification you can determine the following e whether the
221. and select Costing Information Custom Reports m Choose Processes and Reports gt Submit Custom Reports in the Navigator Database Items 1 Choose Compensation and Benefits gt Write Formulas in the Navigator 2 Enter or query a formula 3 Choose the Show Items button DateTrack History Change Field Summary m Choose the DateTrack History icon from the toolbar Define Function m Choose Other Definitions gt Formula Functions in the Navigator Default Menus A 23 A 24 Define QuickPaint Report Choose Processes and Reports gt Define a QuickPaint Report in the Navigator Define Task Flow m Choose Security gt Task Flow Definitions in the Navigator Define Task Flow Nodes m Choose Security gt Task Flow Nodes in the Navigator Delete Person m Choose People gt Delete Personal Records in the Navigator Edit Formula 1 Choose Compensation and Benefits gt Write Formulas in the Navigator 2 Enter or query a formula 3 Choose the Edit button Element m Choose Compensation and Benefits gt Element Description in the Navigator Element and Distribution Set m Choose Payroll gt Element Set in the Navigator Element Classifications Oracle Payroll only m Choose Compensation and Benefits gt Classification in the Navigator Element Entries Do one of the following 1 Choose People gt Enter and Maintain in the Navigator 2 Enter or query an employee 3 Choose
222. and the employer is now able to deduct 30 to bring the employee s current repayments up to date The Deductions Arrears balance is reset to zero Non Priority AEOs These are processed in the same way as Priority AEOs except that there is no arrears balance for deductions If after allowing for protected earnings the employee has insufficient attachable earnings in any pay period from which to make either a normal or partial deduction the amount outstanding is not carried forward against future earnings However the full debt remains to be paid over a longer time scale Community Charge Attachment of Earnings Orders CCAEOs are issued by local authorities The legislation concerning the method of recovery was amended on 1 April 1992 The normal deduction is determined by reference to bands of attachable earnings and is either a fixed amount if the order was issued before 1 April 1992 or a percentage of attachable earnings if issued after that date Attachable Earnings Authorized pension contributions should not be deducted for orders issued before 1 April 1992 Multiple payments in a period For orders made before 1 April 1992 holiday pay paid in advance is deemed as all attachable in one period For orders made after that date the amount to be deducted is based on the current period s earnings and then the holiday period s earnings Supplementary payments in the same period have a deduction rate of 20 applied Council T
223. and the last date that SSP was paid for under the previous employment is less than eight calendar weeks before the first day of the PIW for the current sickness the maximum liability for SSP is reduced by the number of weeks of SSP shown on the statement Linking Interval The number of days that separate two periods of incapacity for work If a period of incapacity for work PIW is separated from a previous PIW by less than the linking interval they are treated as one PIW according to the legislation for entitlement to Statutory Sick Pay SSP An employee can only receive SSP for the maximum number of weeks defined in the legislation for one PIW Glossary 5 Linked PIWs Linked periods of incapacity for work are treated as one to calculate an employee s entitlement to Statutory Sick Pay SSP A period of incapacity for work PIW links to an earlier PIW if it is separated by less than the linking interval A linked PIW can be up to three years long Lower Earnings Limit LEL The minimum average weekly amount an employee must earn to pay National Insurance contributions Employees who do not earn enough to pay National Insurance cannot receive Statutory Sick Pay SSP or Statutory Maternity Pay SMP M Maternity Pay Period The period for which Statutory Maternity Pay SMP is paid It may start at any time from the start of the 11th week before the expected week of confinement and can continue for up to 18 weeks The
224. and to recalculate for a specific set of elements that feed that new balance The balance difference creates entry values for a RetroPay element that you define and link to the recalculated assignments These assignments receive the benefit of the backpay adjustment through this element when it processes in the current pay period Note The only permanent result of the process is to create entry values in the RetroPay elements No changes are made to your audited payroll data and the only difference that remains is between these processed run results and the backdated entry value adjustments for the assignments This is reconciled when the payroll run processes the RetroPay elements gt To set up the RetroPay process 1 Inthe Assignment Set window define the set of employee assignments for which you want to make the payments or reductions See Creating an Assignment Set page 18 15 2 Inthe Element Entries window make the necessary date effective updates to element entry values for each employee assignment in the set 17 34 Oracle Payroll UK User s Guide See Entering Elements page 12 44 3 Make other changes if necessary to salary information or to other database values relevant to the backdated changes 4 Inthe Element window define the RetroPay elements you require to receive entries of the retroactive adjustments Your definition must include the following e an appropriate element classification such as E
225. andard payroll reports You run these reports from the Submit Requests window Assignments Unavailable for Processing page 17 8 Cost Breakdown Report for Costing Run page 17 32 Cost Breakdown Report for Date Range page 17 32 Element Result Listing page 12 61 Gross to Net Summary Report page 17 7 Multiple Assignments Report page 15 26 NI Car Detail Report page 15 53 P45 Report page 15 14 Pay Advice Report page 17 21 Payroll Message Report page 17 6 Payroll Statutory Calendar Report page 17 8 Start of Year Records Unprocessed Report page 15 8 Tax Payments Listing page 15 31 Void Payments Report page 17 25 You can run all the processes and reports for a payroll one after the other in a required sequence by defining a report set for them To do this ask your System Administrator to define the set and sequence in the Request Set window You run report sets from the Submit Requests window First select Set in the Type field Predefined and User Defined Reports page 18 5 Submitting a Request Oracle Applications User s Guide 17 60 Oracle Payroll UK User s Guide Running QuickPay Guach Pap ti HE GalckP ay Hua Dai Maiti s Faig 2 MAR t p 13986 Cotoesdar Hori Cmpyijkin Sa Benty Emei HEMAN TIJ Tii i Otau Carepiete Pap febice mef ete GaickPay Pro aeyenent Darade Faaraot Piotta Simian aproce jomar Saiectos Heiny Rum Stee Pra gaym
226. anging Net Accrual Calculations page 10 26 Absence Management 10 31 Reviewing Employees PTO Accruals To view information on employees accrued PTO use the Accruals window hance Ani Carpy The rthes Daira From To iiri Eniiierceni Eminler Dieta Tea Efri Cersanj hure inai vole Hares Erim iig Da H p gt To view an employee s net PTO accrual 1 Inthe Assignments Folder query the employee s name Choose the Accruals button to go to the Accruals window 2 Query the accrual plan in the Name window The field Net Entitlement displays the net accrued days or hours as of the effective dates that appear If you allow maintenance of negative balances of accrued time at your installation and an employee s time absent exceeds time accrued the net entitlement appears as a negative number The Entitlement Details region shows the amounts of current accrued time the accrued time carried over and accrued time taken used in the calculation of the net PTO accrual I gt Attention When reviewing employee accruals at year end remember that the last day of the final period of the current calendar year may fall between a date in late December and one in early January 10 32 Oracle Payroll UK User s Guide accruals for the new calendar year do not go on record until the last day of the first period of the new year carried over and residual PTO appear only after the PTO Carry Over
227. anizations of key importance to you such as employment agencies tax authorities or union headquarters organization location information including addresses and telephone numbers hierarchies showing the relationships between your organizations any grade and grade scale structures you use e Your employees essential personal information such as name and address marital status birth date nationality 21 2 Oracle Human Resources UK User s Guide ethnic origin e Your employees current work statuses such as active assignment on maternity leave terminated e Your employees assignments to internal organizations grades or grades and grade steps groups having a compensation related factor in common such as membership in an insurance or pension plan or participation in an employee stock purchase plan jobs or jobs and positions payrolls e Elements of your employees pay and benefits earnings such as salary wages commissions bonuses allowances employer charges such as employer contributions to legislatively mandated or private insurance or pension plans deductions such as contributions for union dues or employee stock purchase plans nonpayment benefits such as vacation time or a company car Shared Windows in Oracle HRMS Using Shared Windows While many of the windows in your system relate exclusively to the human resources or payroll functi
228. ant input values for the element to clear the values that have accumulated in error Close the Entry Values window gt To correct the values entered for the NI Employer element 1 In the Element Name field select the element NI Employer Note If the requirement is to cost this as a separate item select the element NI Employer Arrears instead Choose the Entry Values button In the Pay Value field enter the difference between the total amount as held and the total amount that should have been calculated This entry corrects the value held for NI Employer Close the Entry Values window gt To create an NI Arrears entry for employee undercharges If the net difference between the old and new pay values indicates too much was deducted the refund will be made to the employee when the element entries are processed If the net difference indicates too little was deducted follow this procedure In the Element Name field select the element NI Arrears Choose the Entry Values button Enter in the Pay Value field the amount of the undercharge for NI The value must be entered as a negative amount for example 105 This entry will ensure that arrears are recovered over successive periods if necessary in line with current legislation Note Any arrears outstanding at the end of the tax year will not be carried forward Close the Entry Values window and save your work Entering Elements page 12 44 PAYE an
229. arces Cinisi Pusan Lag Kapasi C r g i 4 z a f oe i M e I oe 4 Using the Assignments Folder window you can query lists of current assignments past assignments or both You select the fields of assignment information you want to see and position them in the order you prefer For example you can produce a listing of all current employees ordered by organization and by grade within organization The system saves your inquiry and field formatting as a folder so you can rerun the inquiry at any time You can make this folder available to all users or save it as a private folder 11 22 Oracle Payroll UK User s Guide Note The system administrator can create customized versions of the Assignments Folder window so that you use each version for one person type only The system administrator can also link this window in a task flow so that you use it to access other windows of employment information Notice that if you select a past assignment in the folder you cannot open other windows of employment information List Assignments Window In this window you can view current employees and applicants If you enter the Job Position Grade or Group fields a window opens prompting you for individual segments of the flexfield You can enter selection criteria in one or more segments This means that you can search on parts of the job name for example Cogan gabon pe Gp E Giada 4 Sf e f tx
230. arnings are taxable but not all There is therefore a predefined secondary classification Taxable Earnings that feeds the Taxable Pay balance As with primary classifications you cannot remove or change any predefined secondary classifications and you cannot disable any of the predefined balance feeds created for them You have full control over the balance feeds to your own user balances This means e You can create and remove your own user defined secondary element classifications and their balance feeds e You can select from all primary and all secondary classifications to feed user balances 12 4 Oracle Payroll UK User s Guide e You can create feeds from individual elements to user balances and these feeds are datetracked See Also Balances in Oracle Payroll page 13 2 Elements Building Blocks for Pay and Benefits 12 5 Primary Element Classifications 12 6 Primary element classifications are supplied as startup data and you cannot delete or update them as they are designed to meet local legislative requirements The following list gives the names and meanings of UK predefined element classifications Classification Earnings Direct Payment Pre Tax Deductions NI PAYE Court Orders Voluntary Deductions Employer Charges Information Oracle Payroll UK User s Guide Meaning Earnings elements represent most payments made to an employee These payments are usually subject to d
231. arnings or Voluntary Deduction not Information e the processing type Nonrecurring e the rule Multiple Entries Allowed e input values with these names Pay value Start date End date See Defining an Element Payroll Users page 12 22 5 Inthe Element Link window link the element to each employee assignment in the set See Defining Element Links page 12 35 6 Create a RetroPay set Creating a RetroPay Set Dakia Eierreni gt To create a RetroPay set 1 Inthe RetroPay Set window enter a name and a description for the RetroPay set you are creating Save this information before moving to the next block The Payroll Run and Other Processes 17 35 Select the balance in which the RetroPay process will create new values For example this could be Gross Pay to Date You can select more than one balance Note If you plan to run the process over several past payroll periods check that you are not going to go through an end of year or similar period where balance totals are reset to zero If necessary adjust the balance dimension span to ITD Select the RetroPay element you have defined to receive the values of the updated balance Select an input value for the element Normally this will be Pay Value Running the RetroPay Process You run the process in the Submit Requests window gt Torun the RetroPay process 1 2 In the Name field select RetroPay In the Parameters windo
232. as your enterprise changes See Typical Models Based on Enterprise Culture page 7 1 PEOPLE Employee Employee and Applicant Compensation and Assignment History Benefits History COMPENSATION STRUCTURES AND BENEFITS Compensation Entitlement Rules and Conditions 1 2 Oracle Payroll UK User s Guide Separate v Integrated HRMS Systems Traditionally Human Resources and Payroll groups have both been responsible for holding and managing human resource information often in separate systems There is growing acknowledgement of the importance of complete accurate and timely information about the people within an enterprise This has led to a greater demand for information derived from both Human Resources and Payroll sources Historically this was achieved by the development of interface products which allowed technical specialists to transfer data between the two systems Many systems attempt to simplify the transfer of data between two systems Oracle HRMS is one of the first to provide a truly integrated system which both functions can genuinely share At the same time it is flexible enough to be implemented for use in a human resources only or a payroll only environment In each case you have access to the full range of functionality associated with human resources or payroll Introduction 1 3 Oracle Payroll Overview Work Structures Oracle Payroll is a major component of HRMS enabling payroll
233. assign employees to an employment category such as Part Time Regular or Full Time Temporary Your startup data includes four categories and you can add others for the QuickCode Type EMP_CAT You can assign employees to a salary basis and maintain their salaries or wages using the Salary Administration procedure Salary Administration and Performance Reviews page 14 2 Contract Staff and Other Non Standard Assignments page 7 12 Using Multiple Assignments Relocations transfers promotions and so on go on record as datetracked changes to employees existing assignments you do not enter new assignments for changes like these However if your enterprise permits employees to work in two or more different capacities at once and thereby become eligible for different benefits you can enter additional assignments for them You can maintain multiple assignments for any employee but must designate one as the primary assignment Oracle HRMS separately manages each assignment and its associated compensation and benefits Employment Information 11 5 See Also To show that an assignment is part time you use the employment categories Part Time Regular or Part Time Temporary You could also set up a Full Time Equivalent budget and weight each assignment as a fraction of a full time equivalent for the calculation of actual values Notice that when employees split their time between two departments performing the sam
234. at include calls to this function perhaps for QuickPaint inquiries Also it is easy for MIS personnel to write PL SQL statements that call this function to include in the code for a form or report process for example Functions Oracle FastFormula User s Guide QuickCodes and User Tables 20 9 Setting Up User Tables You set up user tables in the Table Structure window Prerequisites Q Q Plan what your table rows and columns will contain and whether you will use formulas to validate table column entries If you plan to use formulas to validate entries into the table columns write these formulas and enter them in your database See Using Oracle FastFormula for Validation Oracle FastFormula User s Guide ee Maree Maich Tipe Ery Unia af hoagie F Title Caina ies gt To set up the structure of a table 1 Set your effective date to the date from which you want the table s row labels to take effect Enter the table name For the table s match type select Match or Range Select Match if each row is for one item such as one job or one code Select Range if each row is for a range of numeric values such as an age range or a pay range If the match type is Match select Date Number or Text as the Key Units of Measure depending on whether entries in the rows are dates DD MON YYYY numbers or alphanumeric text If the table s match type is Range the Key Units of
235. at lasted from x day to y date and the other showing that the primary assignment started as one set of components and then changed to another set of components which are the same as the secondary assignment as of a particular date gt To change a primary assignment 1 Create a new assignment B as a secondary assignment See Entering a New Assignment page 11 8 2 Set an effective date for the assignment to become the employee s primary assignment 3 Change Assignment B to be the primary assignment by selecting the Primary checkbox in the Miscellaneous alternative region See Also Assignment History page 11 32 Viewing Datetracked Information and History page 1 16 Updating and Correcting Datetracked Information page 1 17 11 12 Oracle Payroll UK User s Guide Ending an Assignment Oracle HRMS does not permit an employee to exist in the system without an active assignment That is an employee must always have at least one active assignment at any point in time This means that for an employee with just one active assignment the only way to end the assignment is to terminate the employee using the Terminate window See Ending Employment page 11 14 For employees with more than one active assignment you can end all but one of their assignments by selecting an assignment status of End or Terminate in the Assignment window Sites not using Oracle Payroll can use these two statuses to provide in
236. ata You can use this Business Group and its default definitions as the starting point for your own Business Group or you can create a new Business Group If you create a new Business Group you must create a new responsibility or edit the default responsibility to allow access to it before beginning to create other work structures See Also Accessing Business Groups page 2 8 Defaults for the Business Group You can enter certain types of information for the Business Group to appear as defaults throughout your enterprise structures e You can select a default currency e You can enter a default for the value each assignment contributes towards each staffing budget that you define For example by default an assignment may count as one for a headcount budget e You can enter default working hours for all the employees in the Business Group You can override these defaults at organization position and assignment levels When defining a Business Group you choose a method of creating identifying numbers for its employees and applicants The choices are e automatic number generation e manual entry e for employees only automatic use of a national identifier such as the US social security number or the UK National Insurance number Note Once you save an automatic number generation method you can later change only to manual entry The Employer and Other Organizations 2 5 Representing Organizations Organiza
237. atabase item Description LOC_ADR_UK_COUNTY The assignment s work county UK only Table C 8 Database Items C 11 Payroll Details Database item Description PAY_PERIODS_PER_YEAR The number of pay periods in the year PAY_PROC_PERIOD_CUT_OFF_DATE The cut off date for the payroll period PAY _PROC_PERIOD_DATE_PAID The date the payroll was paid PAY_PROC_PERIOD_DIRECT_DEPOSIT_DATE The direct deposit date for the payroll period PAY_PROC_PERIOD_END_DATE The end date of the payroll period PAY_PROC_PERIOD_ID The ID of the time period for the payroll PAY_PROC_PERIOD_NAME The period name for the payroll PAY_PROC_PERIOD_NUMBER The current period number for the payroll PAY_PROC_PERIOD_PAY_ADVICE_DATE The pay advice date for the payroll period PAY _PROC_PERIOD_START_DATE The start date of the payroll period Table C 9 C 12 Oracle Payroll UK User s Guide People Addresses Database item Description PER_ADR_CITY The name of the person s town or city PER_ADR_COUNTRY The name of the person s country PER_ADR_DATE_FROM The first date on which the person can be contacted at this address PER_ADR_DATE_TO The last date on which the person can be contacted at this address PER_ADR_LINE_1 The first line of the person s address PER_ADR_LINE_2 The second line of the person s address PER_ADR_LINE_3 The third line of the person s address PER_ADR_PHONE_1 The person s first contact number PE
238. atch Header window This process checks the header and each line of the batch For example it checks that each assignment number exists in the database and that you have specified values for all required input values You can add your own validation procedures to the standard process For example you can set up control types such as record counts and write a validation procedure to check that the batch matches the control totals you enter for each type You can also add any business validation you require for example to check that amounts entered for a bonus do not exceed a maximum or that an assignment s paid time off entitlement is sufficient to cover time taken When the batch is ready for transfer to the database you run the BEE transfer process from the Batch Header window This process first performs the same checks as the validation process If it finds no errors it transfers the element entries from the temporary tables to the Entries table in Oracle HRMS You can choose whether the transfer process automatically purges the entries from the temporary tables after transfer You can also run a separate purge process The Batch Status depends on the status of the batch header all the batch lines and any control totals specified for the batch On the Batch Header window you can see the following status values Valid All of the lines control totals and header are valid 12 50 Oracle Payroll UK User s Guide Transferre
239. ating QuickCode values 20 3 defining QuickCode types 20 5 list of predefined types 20 6to 20 8 Index 9 removing QuickCode values 20 4 QuickPaint reports 18 9 customizing 18 14 defining 18 10 to 18 12 running 18 13 to 18 14 QuickPay 17 61 to 17 66 running post run processes 17 63 to 17 R Rates for grades 4 8 for pay scales 4 14 Re hiring an employee 9 8 Recurring elements 12 11 entering 12 43 Reference information for a rehire applicant 9 7 Rehire information 9 7 Relief position to cover absence 3 11 Relocation employee preferences 9 15 Reorganizing positions and assignments 3 26 Reporting lines 2 24 3 3 3 22 Reporting users 23 8 Reports Absences 10 17 Assignment Status 11 29 Assignments Unavailable for Processing Listing 17 8 Costing Breakdown for Costing Run 17 32 Costing Breakdown for Date Range 17 32 Current and Projected Progression Point Values 4 19 defining 18 7 Element Link Details 12 38 Element Result Listing 12 61 Employee Increment Results 4 19 Employee Organization Movements 11 30 Employee Payroll Movements 11 30 Employee Summary 11 30 Full Personal Details 9 29 Index 10 Oracle Payroll UK User s Guide Gross to Net 17 7 list of 18 5 to 18 7 Menu Structure 19 19 Multiple Assignments 15 10 15 26 NI Car Detail 15 53 Organization Hiera
240. ation 5 Save the organization Then select at least one classification and enable it Note Your system administrator can limit the classifications you see to those relevant at your installation The Employer and Other Organizations 2 11 e Select Business Group to define a Business Group Attention Classifying an organization as a Business Group is cS not reversible Employees organizations and other data are partitioned by Business Group Each Business Group must be viewed using a separate responsibility e Select HR Organization for all organizations including Business Groups to which you want to assign employees e Select Payee Organization when defining an external organization that is the recipient of a third party payment from an employee for example a court ordered payment You can then select this organization on the Personal Payment Method window when entering a third party payment method 6 Save all enabled classifications for this organization gt To enter additional information 1 Inthe Organization window query the organization if it does not already appear there In the Organization Classifications region select the classification for which to enter additional information and choose the Others button to open the Additional Organization Information window 2 This window displays the entry options available for the selected classification Choose the option you want Another Additional Organization
241. ation 11 25 by personal information 9 3 by position 11 27 by position hierarchy 11 28 by special information type 9 26 Employee numbers 9 5 11 6 Employee Organization Movements Report 11 30 Employee Payroll Movements Report 11 30 Employee Summary Report 11 30 Employment hiring 9 8 history 11 32 Employment categories adding new 11 5 assigning employees to 11 9 full time and part time 11 5 in startup data 11 5 Employment information making changes to 11 3 table of 11 2 updating an employee to director 15 40 End assignment status 8 5 11 13 End Dates removing 1 18 End of Year process 15 10 accuracy requirements 15 12 P35 listing 15 10 printing details 15 12 writing magnetic report to tape 15 13 EVAL_SYSTEM 3 13 EVAL_SYSTEM_MEAS 3 13 Evaluation systems 3 13 Exchange rates defining 17 3 External organizations 2 6 2 7 F Folders 18 3 to 18 9 FORM_MODE 19 22 Formulas for validation 8 4 12 29 formula result rules 12 32 FREQUENCY 2 19 Full Personal Details Report Set 9 29 Further name information 9 7 G GAYE 12 6 General Ledger 6 4 Generate Secure User process 23 15 Grade Name key flexfield 4 2 B 3 Grade rates 4 8 to 4 10 for salary proposal validation 14 7 Grade scales 4 12 Grade steps 4 15 incrementing placements 4 18 placing employee
242. ations the primary or the secondary to control balance feeds for one particular balance 4 Inthe Balance Dimensions window select the dimensions you require Balance Dimensions Court Order iof x Name Description ASG PROC_PTD Assignment Level in the current earning ELEMENT_ITD Element Entry level for all time ELEMENT _PTD Element Entry level for this period You can remove any dimension you have created for your own user defined balances You can also add and remove further dimensions to ones that have been predefined for startup balances You cannot remove predefined dimensions 5 In the Initial Balance Feed window you can see details of the element and input value used for the Initial Balance feed This feed is defined by implementation consultants prior to performing an initial balance upload at implementation time Initial Balance Feed Court Order OF X Element Input Value Name Name Setup Court Order Bal Court Order 13 10 Oracle Payroll UK User s Guide Making Balance Adjustments Oracle Payroll balances do not normally need direct adjustment by users The most frequent cause of an incorrect balance when you have paid the wrong amount to an employee is remedied by carrying out a QuickPay run for the employee How far you can manually adjust other balances depends on whether the balance is a predefined startup balance or is user defined You can freely adjust all user balances Howeve
243. ator should be someone from within the user group who knows how the system has been defined and can act as the first level of support for the application users The system administrator role is clearly defined with a specific set of practical tasks to be carried out The HRMS System Administrator For Oracle HRMS these practical tasks normally include e customizing the application including setting up Key and Descriptive Flexfields See User Definable Key Flexfields page B 2 User Definable Descriptive Flexfields page B 5 e imposing limits on what users can access through menus security profiles and responsibilities See Setting up Security in Oracle HRMS page 23 10 e defining audit requirements See Setting Up AuditTrail page 24 2 e setting up user profiles See Setting User Profile Options page 22 4 22 2 Oracle Human Resources UK User s Guide e defining the formats for displaying currency amounts See Enabling Currencies page 22 7 e setting up and maintaining QuickCode types and values See Defining QuickCode Types page 20 5 and Adding QuickCode Values page 20 3 e installing printers and managing concurrent processing See Oracle Applications System Administrator s Guide System Administration 22 3 Setting User Profile Options A user profile is a set of changeable options that affect the way your application runs The system administrator can set user profiles at different leve
244. atutory dimensions are normally used for summing balance feeds for single assignments to predefined balances Controlling Balance Information 13 5 13 6 _ASG_TRANSFER PTD since the start of the statutory period used in NI and PAYE formulas Note The statutory period is the same as the processing period but includes results from previous payrolls if the assignment has transferred _ASG_TD_YTD since the start of calendar year or since a transfer from a different tax scheme used in PAYE formula and EOY reporting _ASG_ STAT _YTD since the start of tax year used in NI Class la calculation and reporting _ASG_TD_ITD since start of assignment or since transfer from a different tax scheme used in PAYE formula _ASG_ PROC_YTD since the latest of start date of the processing year or start date of the employee on that payroll Statutory Dimensions Multiple Assignments These statutory dimensions are usually associated with predefined balances for summing balance feeds for an employee s multiple assignments when those assignments are in the same tax scheme that is report under the same tax reference _PER_TD_YTD _PER_TD_DIR_YTD since the latest of the start of a directorship or the start of the processing year used in NI formulas for directors _PER_NI_PTD Payments Dimension This is a special dimension which aggregates results from payroll runs that have been picked up in a particular pre payments run _PAYMENTS for a
245. avigator 2 Enter or query an employee or applicant 3 Choose the Others button and select Bookings Budget Choose Work Structures gt Budget in the Navigator Budget Value Defaults 1 Choose Work Structures gt Organization gt Description in the Navigator 2 Enter or query a Business Group Choose the Others button and select Budget Value Defaults Budgetary Calendar m Choose Work Structures gt Budget Calendar in the Navigator Business Group Information 1 Choose Work Structures gt Organization gt Description in the Navigator 2 Enter or query a Business Group Choose the Others button and select Business Group Information Career Path Names m Choose Work Structures gt Job gt Path Name in the Navigator Calendars SSP SMP only 1 Choose SSP gt SSP Qualifying Patterns in the Navigator 2 Enter or query a pattern 3 Choose the Calendars button Calendar Usages SSP SMP only 1 Choose SSP gt SSP Qualifying Patterns in the Navigator Default Menus A 21 A 22 2 Enter or query a pattern 3 Choose the Calendars button 4 Choose the Calendar Usages button Columns 1 Choose Other Definitions gt Table Structure in the Navigator 2 Enter or query a table 3 Choose the Columns button Competence Profile 1 Choose People gt Enter and Maintain in the Navigator 2 Enter or query a person 3 Choose the Others button and select Competence Profile Compet
246. ax Attachment of Earnings Orders CTOs are used for the recovery of Council Tax using the same procedures as those used for CCAEOs issued after 1 April 1992 Multiple payments in a period The amount to be deducted is based on the current period s earnings and then the holiday period s earnings Supplementary payments in the same period have a deduction rate of 20 applied Court Orders and Arrestments 16 5 Deduction from Earnings Orders DEOs are used for the collection of child support maintenance payments under the authority of the Child Support Agency These orders are administered in the same way as AEOs 16 6 Oracle Payroll UK User s Guide Scottish Arrestments Earnings Arrestments Scottish court orders are called arrestments and there are three kinds Earnings Arrestments Current Maintenance Arrestments and Conjoined Arrestment Orders Oracle Payroll provides elements for all these arrestments The amount to be recovered each processing period is based on bands of attachable earnings and a fixed amount Only one EAS can be in operation for an employee at any one time If you receive a second EAS for the employee you must return it to the issuing authority and give details of the existing order Multiple Payments in a Period All earnings in a period whether or not they contain holiday pay paid in advance are attachable Supplementary payments have a deduction rate of 20 applied Current Maintenance Arre
247. ay open beyond the employee s leaving date so that you can continue to pay the employee e Select Last Standard Process for all recurring and nonrecurring element if you want their entries to close down on the Last Standard Process date or on the date the assignment ends the final process date if this is earlier The Last Standard Process date defaults to the last day of the pay period in which the employee is terminated but you can set it to a later period You can check any of the remaining check boxes in the Processing region Multiple Entries Allowed Check this to be able to give an employee more than one entry of the element at the same time Additional Entry Allowed Check this to be able to make occasional one off entries of a recurring element See Element Processing Option Examples page 12 27 Closed for Entry Check this to prevent any new entries being made for the element without affecting existing entries For example a long service payment element is not available to newly qualifying employees but continues to exist for the employees already receiving it Attention Use this feature with caution When you perform certain important tasks in Oracle HRMS the system may automatically create or delete element entries These tasks include hiring and terminating people and updating assignments Therefore if you check Closed for Entry on an element this might prevent users terminating employees and updating assignm
248. ayment field The amount you enter is automatically passed by the formula to the element NI Car Payment for the deduction to be made Updating NI Car Element Entries If the employee changes to a vehicle of different value or alters the level of his or her payment contribution during the year the NI Car formula uses the updated values to prorate new amounts The year for Class 1A purposes consists of 365 days running from 6 April to 5 April following In particular cases you may need to take action in the Element Entries window as follows gt To update records when the employee no longer has use of the car m Choose Delete Record from the Edit Menu to delete the element entry and choose the End Date option at the prompt This stops further processing of the element If the car is no longer available partway through a pay period update the price to 0 00 on the effective date and put an end date to the element after the last processing date in that period p gt To update records when the car is off the road for repairs m Update the price to 0 00 on the effective date and update it to the original value when the car becomes available again Note A car must be off the road for essential repairs for more than thirty days before you can change the details gt To make changes to primary and secondary cars 1 If an employee with one company car Car A is allocated a second car Car B and you need to make the second car th
249. ayroll UK User s Guide Reader s Comment Form Oracle Payroll UK User s Guide Part No A58383 01 Oracle Corporation welcomes your comments and suggestions on the quality and usefulness of this publication Your input is an important part of the information used for revision e Did you find any errors e ls the information clearly presented e Do you need more information If so where e Are the examples correct Do you need more examples e What features did you like most about this manual If you find any errors or have any other suggestions for improvement please indicate the topic chapter and page number below Please send your comments to Oracle Applications Documentation Manager Oracle Corporation 500 Oracle Parkway Redwood City CA 94065 Phone 650 506 7000 Fax 650 506 7200 If you would like a reply please give your name address and telephone number below Thank you for helping us improve our documentation
250. base items for it To ensure easy recognition of these items the process adds the grade rate name lt NAME gt to each one Here is a list of database items created each time you define a grade rate using the Grade Rate window Database item Description GRADE_ lt NAME gt _VALUE The grade rate s value GRADE_ lt NAME gt _MINIMUM The grade rate s minimum value GRADE_ lt NAME gt _MAXIMUM The grade rate s maximum value Table C 20 Pay Scale Rate Database Items When you define a pay scale rate Oracle HRMS runs a process to create the following database item for it To ensure easy recognition of this item the process adds the rate name lt NAME gt to it Database item Description SPINE_ lt NAME gt _VALUE The pay scale rates value Table C 21 C 22 Oracle Payroll UK User s Guide Descriptive Flexfield Database Items When you define descriptive flexfield segments you make them available for use in QuickPaint by running the Create Descriptive Flexfield DB Items process from the Submit Requests window This process creates database items for each of the descriptive flexfields listed below To ensure easy recognition of these items the process adds the descriptive flexfield segment name lt SEGMENT_NAME gt to each one Database item Description PEOPLE_ lt SEGMENT_NAME gt People descriptive flexfield database items PAYROLLS_ lt SEGMENT_NAME gt Payroll descriptive flexfield database items
251. between the number of actual position holders Variance and the values entered in a specified budget for positions below a chosen position in a hierarchy List Budget Variance by Variances between the number of actual position holders Organization and the values entered in a specified budget for all positions in organizations at and below a chosen organization in a hierarchy View Vacancies Vacancies matching assignment components and other criteria you select Table 18 1 Inquiry Windows in Oracle HRMS 18 4 Oracle Payroll UK User s Guide Predefined and User Defined Reports There are a number of predefined reports that you can use immediately without any further set up see Table 18 2 They have a predefined format but you can choose which records to view by entering a set of parameters when you submit the report These reports run in batch mode you submit them for processing in the Submit Requests window and can view their progress using the View Requests window The requests are handled by a concurrent manager so you can continue working online while your request is processed You can schedule the reports to run regularly and you can group them with other reports and processes to run as a set You can also control access to the reports and control their printing For example the system administrator might want to ensure that users in one location always print their reports on a local printer Report Name Informati
252. ble for an element when his or her assignment exactly matches the link definition You can link an element to the following components of an employee assignment e Organization e Job e Position e Grade e Location e Payroll 12 16 Oracle Payroll UK User s Guide e Group Segments e Employment Category e Salary Basis Adjusting Element Values for Different Groups For each eligibility group you can also define different default values For example you might want to pay a bonus to most employees with a default value of 2 percent However you might want to exclude the Sales department from the bonus because they are paid on a commission basis while for everyone in the HR department you might want to default 3 percent To do this you would define the bonus element with a default input value of 2 percent You would then link this to each department in turn except the Sales department Employees in Sales would not be eligible for the bonus When you link the bonus to the HR department you would change the default to 3 percent Multiple Rules of Eligibility You can define more than one link for each element but there must be no overlap between the eligibility criteria for the links For example you could create one link to the combination of grade A and the job Accountant However you could not create one link to grade A and a second link to the job Accountant This would imply that an accountant on gr
253. bles During implementation you need to decide e which tables and columns you want to audit e how you plan to report on the audit data e how long you want to keep the audit data active Setting up AuditTrail is normally a task for the system administrator The first four steps must be done to enable auditing of any Oracle Applications table They are explained in more detail in the Oracle Applications System Administrator s Guide The fifth step is required only for tables in the HR account To set up AuditTrail 1 Have your database administrator grant SELECT privileges on SYS DBA_TABLES to the APPLSYS account Normally this step would already have been done as part of your installation or upgrade 2 Select the tables you want to audit in the Audit Groups window and select which columns in these tables you want to audit in the Audit Tables window Note You cannot audit LONG RAW or LONG RAW columns 3 Select the registered ORACLE IDs you want to audit in the Audit Installations window 4 Run the Audit Trail Update Tables process You do this in the Submit Requests window for a System Administrator responsibility This process 24 2 Oracle Human Resources UK User s Guide Disabling AuditTrail See Also e creates database triggers on your audited tables e creates one shadow table for each audited table to contain the audit information e builds special views on non datetracked tables which you can use to r
254. bsence balances for your employees See Element Entries page 12 11 You can define as many payrolls as you require to represent groups within your workforce You might need to define multiple payrolls for the following reasons You require different payment frequencies weekly or monthly for different groups of employees Your enterprise has registered more than one PAYE scheme You need to restrict access to certain payroll information for reasons of confidentiality Payroll Groups Semi monthly Paid Weekly Paid it iit i Monthly Paid ACN Payroll Processing Frequency Each payroll has its own processing calendar key dates costing information tax details and available payment methods Defining Payment Methods for the Enterprise Oracle HRMS provides three possible payment method types These are BACS cheque and cash Within these payment method types you can define as many payment methods as you require for your enterprise When you create a payroll you can select which of these methods are valid for employees assigned to that payroll You select one of these methods as the default method for the payroll Employees can be paid by one or more of the valid methods for their payroll You select the appropriate methods and enter bank account information if required in the Personal Payment Method window If you do not enter any personal payment methods the employee is paid using the de
255. calculate payroll costs EE GL Map ile Es Payroll Period GL Set of Books m Effective Dates From 16 APR 1997 To m Payroll to GL Segment Mapping Payroll Costing Segment GL Chart of Accounts Segment 6 6 Oracle Payroll UK User s Guide For each payroll for which you want to transfer costing information you must map segments of the Cost Allocation key flexfield onto segments of the Oracle General Ledger Accounting key flexfield This enables the transfer to be made directly to the general ledger accounts not just to the interface table You specify this mapping in the GL Map window provided Oracle General Ledger is fully installed Prerequisites Q Set up of the Cost Allocation key flexfield in Oracle Payroll Q Define your sets of books and Accounting key flexfield segments in Oracle General Ledger L Check that your Oracle Payroll currency codes match the Oracle General Ledger currency codes If necessary use the international set of currency codes to make sure they do To map Cost Allocation segments to Accounting segments 1 Set your effective date to the date when the mapping should take effect 2 Query the payroll for which you want to transfer costing information to the general ledger 3 Select the general ledger set of books to which you want to transfer the payroll information Costing information from a payroll can go to only one set of books The payroll and set
256. ce includes defining its feeds and dimensions When you select feeds for the balance you have to choose between specifying element input values directly and selecting element classifications to determine the feeds You cannot choose both methods together You define balances in the Balance window Prerequisites Q Inthe Element window define any elements whose input values or run results you need to feed your balances p gt To define a user balance 1 Do one of the following e Enter a unique name and a reporting name for balances you want to define If you do not provide a reporting name the first seven characters only of the balance name appear on reports e Query any user balances you want to change Note Do not select the Use for Remuneration check box This displays which predefined balance is the Remuneration balance Only one balance within a legislation can have this value For the UK Payroll this is Total Pay the balance used to sum payments for assignment remuneration 2 Enter the unit of measure for the balance The choices are days hours listed in different formats integer money and number If you select money as the unit you must also select a currency The default is GBP pounds sterling 3 Do one of the following Oracle Payroll UK User s Guide In the Balance Feeds window fana ardja Wie Court Peder Count Dier HTFF Cour Dedem ay Valur dd Count Qeders B Vabijo h e Set yo
257. cena m un Oualitying Condi Picton Parrini A C Firmi Chee V indweri Renata Lera h af Serace Last Daiei Process D jamani Ordy Linas D Tit Pury Paperond Pasty Hep Pale T Bearedord T Failed tra oe finVales alanine Foods falas Eeid Doned gt To enter dates names and a classification for the element 1 Set your effective date early enough to handle any historical element entries you want to make 2 Enter a unique name reporting name and description for the element The reporting name is a short identifier for reports and pay advices 3 Select a primary classification If you are defining a salary element for Salary Administration you must select the classification Earnings Processing Information gt To enter processing information for the element 1 Select either Recurring or Nonrecurring as the processing type 2 Select a termination rule This determines how entries of the element are processed after termination of the employee There are three choices e Select Actual Termination if you want recurring entries to close down on the date the employee leaves For a nonrecurring element select Actual Termination if you want the entries to close down at the end of the pay period in which the employee Elements Building Blocks for Pay and Benefits 12 23 12 24 leaves or on the date the assignment ends the final process date if this is earlier e Select Final Close if you want the entries to st
258. cesses or reports The seeded groups US UK HRMS Reports and Processes give access to all predefined reports and processes Security and Control 23 9 Setting Up Security in Oracle HRMS Figure 23 4 depicts the relationship between the security items you define when you set up security for Oracle HRMS The key definition is the responsibility which allows access to the records specified by the security profile using the windows specified by the menu structure and the reports and processes specified by the report security group At most one responsibility can see all records for one Business Group When you create a new Business Group a view all security profile is automatically created It provides access to all employee records and all applicant records in the Business Group The system administrator creates a responsibility that includes this view all security profile then assigns this responsibility to the users who are setting up the system They in turn can set up security profiles for other users Figure 23 4 Security Definitions Customizations Restricted Security Profile User Profile Option HR ity Profil Security Profile Task Flows Responsibility Reports anid 4 Application Username EE Password M 23 10 Oracle Payroll UK User s Guide gt To set up anew responsibility for Oracle HRMS 1 Using a view all responsibility define a security profile in the Security Profile window
259. cipate in negotiated rates of pay and conditions You would define grade rates or progression points to deal with negotiated pay rates for workers in jobs Employees in management positions are more likely to have their salary administered personally and be reviewed on their performance You define grade rates and salary bases to deal with salary administration for employees in positions Typical Models Based on Enterprise Culture 7 11 Contract Staff and Other Non standard Assignments 7 12 It is common to find individuals working within an enterprise who do not fit into the general definition of work structures For example you may have agency or contract staff working temporarily to cover a vacancy or you may have external contract staff working as part of a project team The way in which you record information for these individuals depends on how you manage them e You can treat the assignment for this type of employee in exactly the same way as any regular employee e Alternatively you could set up a different person type to distinguish this type of employee e You could define your own types of employment category to distinguish different ways of working at the assignment level e You could define and use your own assignment statuses to identify different ways of working in a particular job or position However you might decide that the person does not work in a predefined role but is simply working in a particular
260. cludes a menu structure to restrict the windows users can access and what they can do on these windows By using different menu structures and functions for groups of users you can e limit the range of information users can access for the applicant and employee records available to them e improve users efficiency in using the system by reducing menu choices Menu functions can include e standard windows displayed in edit or view only mode e customized windows on which you have restricted the range of data that can be displayed e the first window in task flows that link a number of windows that are used in sequence to complete a task The AutolInstall program creates the default menu structure for your Oracle HRMS product You can run a report to produce a listing of this structure The default menu structure lets you access all of the windows for your system Normally only a System Administrator has access to the full default menus You can define any number of new functions and menus to restrict the access of other users 23 8 Oracle Payroll UK User s Guide See Also Setting Up Navigation Menus page 19 18 Security Groups When you build a responsibility for employees who must initiate reports or processes you can attach a security group to the responsibility The security group lists a group of processes and reports its holders can run Holders of responsibilities with no security groups cannot run any pro
261. combine different types of structure for different groups of employees Typical of these hybrid types are large manufacturing or corporate enterprises where management and administrative roles are fixed into specific organizations but other roles are managed in a more flexible manner In Oracle HRMS you would set up this type of hybrid enterprise using positions for some groups of employees and organization and jobs for others For example in one factory organization you might define a position for the Production Manager and one job for all production line workers l Production Assignment Director Manager Production Director Production i ae i Line Worker Worker In this type of enterprise most of your workers would be assigned to an organization and a job However you would define management positions because they have the characteristics of fixed roles within specific organizations including the idea of automatic vacancy on termination of the assignment In each organization you would have only one position This would be the manager and by default any other employee who works in the organization would report to the manager Other Management Issues Other issues for managing groups of employees by position or by organization and job are the same as for the previous examples 7 10 Oracle Payroll UK User s Guide Remuneration Policy Salary Administration Employees working in unionized jobs parti
262. ct Parent Organization Pattern SSP SMP only m Choose SSP SMP gt SSP Qualifying Patterns in the Navigator Oracle Payroll UK User s Guide Pattern Time Units SSP SMP only m Choose SSP SMP gt Pattern Time Units in the Navigator Pay Advice Report Oracle Payroll only Do one of the following 1 Choose People gt Enter and Maintain in the Navigator 2 Enter or query an employee 3 Choose the Assignment button 4 Choose the Others button and select Statement of Earnings 1 Choose People gt Fastpath gt Statement of Earnings in the Navigator 2 Inthe resulting Find window query the person Pay Scale m Choose Work Structures gt Grade gt Pay Scale in the Navigator Payroll Choose Payroll gt Description in the Navigator Payroll Processes Oracle Payroll only Choose View gt Payroll Process Results in the Navigator People Choose People gt Enter and Maintain in the Navigator People Folder Choose View gt Lists gt People Folder in the Navigator Performance 1 Choose People gt Enter and Maintain in the Navigator 2 Enter or query an employee and choose the Assignment button 3 Choose the Salary button 4 Choose the Performance button Period Dates 1 Choose Payroll gt Description in the Navigator Default Menus A 33 A 34 2 Enter or query a payroll 3 Choose the Period Dates button Period Types m Choose Other Defini
263. ctions Type Value To define a customized version of a form 1 Select the name of the standard form in the Form to be customized field All GUI Smart Client form names are prefixed by F4 2 Enter the name of your new version in the Name field This name is used when defining menus but it is not seen by users 3 Select Enabled if you want the restrictions to come into effect If you do not select this option the customized version of the form behaves the same way as the standard version 4 Enter the titles to appear in the new version of the form e Inthe Standard Title field enter the window title to be seen by users who can use the form for data entry and editing Oracle Payroll UK User s Guide e Inthe Query Title field enter the window title to be seen by users who have view only access to the form Save your new version 6 Inthe Restrictions block select the Type and Value of the restriction you want to define The types and values available depend on the form you are customizing Adding the Customized Form to a Menu or Task Flow If you want to add the customized form to a task flow you must create a Task Flow Node for it If the customized form is called directly from the Navigator window your System Administrator must define a menu function to call the form with the customization The System Administrator can add this function to any menu Note If you want to use a customized version
264. ctive date is highlighted You can use the Folder menu to select the fields to view in the folder Datel ick Biiisy a Pie cer Pinki Jaga ari ais SH MAH Ear SEFER TS IFTE TI TEA Note Itis possible to customize the information displayed in the Folder by modifying the DateTrack History view for the underlying table See How To Create and Modify DateTrack History Views Oracle HRMS Implementation Guide Updating and Correcting Datetracked Information When you update datetracked information you are prompted to choose between Update and Correction If you choose Update Oracle HRMS changes the record as from your effective date but preserves the previous information If you choose Correction Oracle HRMS overrides the previous information with your new changes The start and end dates of the snapshot you have corrected remain the same Example Suppose you hire two new employees Jack Lee and Julie Summers A few weeks later Julie gets married At the same time you discover an error in Jack s record relating to his nationality You update Julie s information by setting your effective date to the date of her wedding and entering her new married status her change of name and new next of kin information Her previous personal information which was valid until her wedding remains in her record You correct Jack s wrong nationality by setting your effective date to his hire date and entering
265. curity group is an optional component of a responsibility If holders of a responsibility should not initiate any reports or processes you do not include a security group in the responsibility Figure 23 1 Access Control through Responsibility Security Profile i Responsibility Ly For each responsibility you must also define two user profile options Security Group Optional e HR Security Profile e HR User Type Security and Control 23 3 Single and Multiple Responsibilities You can develop as many different responsibilities as your enterprise requires Typically most employees need one responsibility only However you can assign multiple responsibilities to users who need to e access applicant and employee records from two or more security profiles e use more than one menu structure to view or make changes to the records they can access e use more than one Oracle Application For example some people may use windows in both Oracle HRMS and Oracle General Ledger e access records for more than one Business Group For example an enterprise with international operations may have a US based Business Group and a UK based Business Group A few of your employees might need access to both See Also Setting User Profile Options page 22 4 Security Profiles The security profile attached to a responsibility determines which applicant and employee records are available to holders of that responsibility Y
266. d In this case the element will not be automatically stopped CAO Scotland element entries cannot be automatically stopped Three manual procedures are available for closing different combinations of conjoined arrestments To manually close a CAO Scotland element comprising a CMA portion only 1 In the Element Entries window select the CAO Scotland element and follow the procedure for closing a CMA Scotland element entry above Set your effective date to the last day of the payroll period for which you have entered the CMA Old Debt End Date In the Element Entries window select the CAO Scotland element Choose Edit Delete Record to delete the element entry Choose the End Date option at the prompt To manually close a CAO Scotland element comprising an EAS portion only 1 In the Element Entries window select the CAO Scotland element and follow the procedure for closing an EAS Scotland element entry above steps 1 5 Court Orders and Arrestments 16 17 2 Inthe Employee Assignment Processes window select the appropriate payroll process entry i e the last for the element and choose the Balances button to query the CAO Scotland Payments EAS_ASG_ITD balance dimension 3 Inthe Adjust Balance window adjust to 0 the CAO Scotland Payments_EAS_ASG_ITD balance dimension by applying an appropriate contra entry e g if the value of CAO Scotland Payments EAS_ASG_ITD is 123 59 apply a contra entry of 123 5
267. d select Element Link Details Report Enter the Parameters field to open the Parameters window Enter the effective date for which you want to see the report Select the classification of elements you want to report on Optionally select an element processing type recurring or nonrecurring or an element to further restrict the report If you want to restrict the links listed in the report to standard links only select Yes in the Standard Link field Select No to restrict the report to non standard links Leave blank to report on both types of link You can select a link status to restrict the report to links that are either Active or Inactive at your effective date Do one of the following e Select No in the All Payrolls field and select a payroll in the Payroll field to report on links to this payroll only e Select Yes in the All Payrolls field and leave the Payroll field blank to report on links to all payrolls e Select No in the All Payrolls field and leave the Payroll field blank to report on all links irrespective of their payroll criteria You can also select a job or organization to report on links to these assignment components only Choose the Submit button Oracle Payroll UK User s Guide Customizing the Element Entries Window See Also As part of the setup of compensation and benefits you need to plan how users will make element entries For example you will want to consider how you will use the MIX
268. d All of the lines control totals and header have been transferred Unprocessed At least one line control total or the header is unprocessed Error At least one line control total or the header is in error Status Mismatch The combination of statuses in the header lines and batch is not consistent For example it is inconsistent for some but not all of the lines to have the status Transferred Note A status mismatch is not possible if you always use the Batch Header and Batch Lines windows to enter and maintain a batch Creating and Updating Batches of Element Entries Entering a Batch Header You can enter batches of element entries in the Batch Header and Batch Lines windows Prerequisites Q You can create additional validation procedures for checking the batch header and lines and for validating the batch against control totals Q If you want to use control totals to validate the batch enter values for the QuickCode Type CONTROL_TYPE The header identifies the batch and determines what happens if any of the batch lines duplicate existing element entries Elements Building Blocks for Pay and Benefits 12 51 12 52 Bench Siaa Dutch Wama OF Unprecenseal Bese Sune wai C gune Wimih is E Theia Hach Cantal Arian N Earp Disi Tung Racine Changes C Cime Hre Enip Di Repe A Faluni Change E Repti Entre I Furga Abir Tamin Change Esieang Eniry a r f Liner Total emagi Cragin Li
269. d NIC 15 35 Overriding NI System Calculations 15 36 If necessary you can override the system calculation for NI for individual employee assignments in the Element Entries window gt To create an override for NI 1 Set your effective date to the payroll period in which you want to make the override Create a new entry and select the nonrecurring element for the correct NI Category Choose the Entry Values button Enter the amounts that you want the system to use in the appropriate entry values Close the Entry Values window Check the Override check box Note When the NI element is processed it still creates a nonrecurring entry for the appropriate category but the run results for this entry show what the system actually calculated The entry will be marked Overridden If necessary repeat the above procedure for the element NI Employer Oracle Payroll UK User s Guide NIC for Company Directors Special rules apply to the calculation of NIC for directors A person is classified as a company director if he or she is appointed under Sections 291 294 of the Companies Act 1985 Directors earnings are chargeable to Schedule E PAYE income tax Most directors receive annual fees and bonuses To calculate their contributions on a normal pay period basis would mean they only had to pay NIC up to the weekly or monthly Upper Earnings Limit National Insurance for directors is therefore calculated on an annua
270. d cash payments to employee assignments 1 Inthe Name field select Cash 2 Inthe Parameters window select the name of the payroll or consolidation set to run the process for When you select a payroll its default consolidation set displays 3 Enter a start date from which to restrict making cash payments Leave this field blank to include all unpaid cash payments 4 Enter the end date of the Cash process 5 Select your cash payment method 6 Choose the Submit button Assigning Monetary Units to a Currency Assign Monetary Units to a Currency Ol x Name Short Name Country Decimal Places Monetary Units Name Value _ Monetary units are the denominations of a currency s coins and paper money expressed as multiples or decimals of the standard currency unit Oracle Payroll uses these monetary units for cash analysis rules if you make cash payments The Payroll Run and Other Processes 17 29 The monetary units for your own currency are already seeded If you want to define monetary units for other currencies enter their details in the Assign Monetary Units to a Currency window gt To assign monetary units to a foreign currency 1 Select the name of the currency Further details of the currency display 2 Enter the name of each banknote denomination and coin that you want to include in your cash analysis rules 3 Enter the value of the standard currency unit as 1 and enter the
271. d documents spreadsheets or simple text comments to each job or position record For example you might attach text describing the objectives and tasks of the job or position See Using Attachments page 21 6 e You can add up to twenty additional fields to each window to hold extra information you require These fields can be global they always appear or context sensitive they appear only when triggered by another piece of information For example these fields can record the health and safety requirements of a position or its suitability for job share The additional fields appear in a descriptive flexfield See Adding New Fields to Windows page 19 2 e You may need to add other information such as required qualifications or valid experience to help match people to roles You define the sorts of Special Information Types you want to hold and set them up using a special field called the Personal Analysis key flexfield For each job or position you select the requirements from your Special Information Types relevant to that role See Matching People to Vacancies Oracle Human Resources User s Guide Comparing and Relating Roles You may also want to relate roles to each other and define the relative grading of the roles You can relate roles in the following ways e By forming multiple hierarchies of positions to show reporting relationships or career paths See Creating Position Hierarchies page 3 22 e B
272. d link elements enter values in the Element Entries window Pay Frequency Assign to a payroll in the Assignment window Pay Method Accept the default from the Payroll to which the employee is assigned or select a method in the Personal Payment Method window Full time part time status Assign to an employment category Standard Work Day Enter in the Assignment window or accept the default from the organization or position to which the employee is assigned Overtime rules Define an element using links to define eligibility rules and element entry defaults or validation to control the values given Vacation Entitlement Define Absence Types and set up increasing or decreasing balances for the employee enroll employee in appropriate Sickness Entitlement accrual plans Maternity Entitlement Notice Period You should hold full text procedures and regulations outside the system perhaps using Oracle Book to hold the information online You can associate groups of people Disciplinary procedure with different rules or procedures using the People Group key flexfield Table 11 1 Employment Information 11 2 Oracle Payroll UK User s Guide Information How to set it up Costing Enter cost codes for the assignment in the Costing window or accept the default from the organization to which the employee is assigned Probation Period Enter in the Assignment window Table 11 1 Employment Information Every enterprise need
273. d pay advice stationery For more details regarding customizing or registering your printer driver definitions and print options please refer to the Oracle Applications System Administrator s Guide See Also Defining Payment Methods for the Enterprise page 5 3 17 24 Oracle Payroll UK User s Guide Void Cheque Payments Process The Void Cheque Payments process voids cheques you have issued using Oracle Cheque Writer You may want to do this if there is a printing error or if the cheques you print are afterwards lost The process cancels the cheques issued records that there was an issue and enables you to give a reason for cancelling Void Cheque Payments is a payroll process and for every cheque that is voided Oracle Payroll creates a corresponding assignment process You run the Void Cheque Payments process from the Submit Requests window gt Torun the Void Cheque Payments process 1 2 Void Payments Report In the Name field select Void Payments In the Parameters window select the payment run for Cheque Writer that you want to void Enter the date on which you want to void the cheque or cheques The default is your system date Enter optionally a reason for voiding the cheque issue Enter start and end numbers of the cheque sequence you are voiding For single cheques enter the cheque number in both fields This report shows details of cancelled cheque payments You run this report in th
274. date on a subsidiary window Oracle HRMS returns you to the previous window and you may have to requery the records you want to view or update This protects the integrity of these records So long as your effective date remains different from today s date it is displayed in the title bar of every window Effective Date Reminder When you are new to DateTrack you may find it useful to be reminded of your effective date whenever you open a window that contains datetracked information The reminder appears in a Decision window and asks whether you want to change your effective date If you choose Yes the Alter Effective Date window displays There is a user profile option called DateTrack Reminder that determines when the Decision window appears There are three possible values for this profile option e Always e Never e Not Today The Not Today value causes the reminder to appear when you navigate to a datetracked window and your effective date is not today s date You can set the value of this profile option in the Personal Profile Values window 1 14 Oracle Payroll UK User s Guide Viewing Datetracked Information and History Oracle HRMS maintains a continuous record of changes made to datetracked information When you view a record in a datetracked window it shows you a snapshot of the information on your effective date The Effective Dates region on the datetracked window shows you the dates between which the snapsh
275. de at which the person holds the qualification if appropriate Select the establishment at which the person gained the qualification Enter the awarding body which bestowed the qualification if you want Enter the dates between which the qualification is gained You must enter a Start date but you can leave the End date blank if the qualification is still incomplete Personal Information 9 21 9 22 10 11 Enter the date the qualification was awarded if you want Enter the projected completion date the qualification is awarded if relevant Enter the ranked position within the class if relevant Enter any comments for example what percentage of the award was course work or examination if you want Save your work gt To enter tuition fees for reimbursement 1 In the Tuition Details alternative region enter the amount and select the currency to reimburse the person Select the method of tuition for example day release Enter the method of reimbursement for example bank transfer to be paid when qualification is awarded Save your changes gt To enter training details 1 2 Choose the Training Details alternative region Enter the amount of training completed For example enter 30 days completed of a training program that lasts 60 days Enter the total amount of training required to deliver the qualification Enter the units in which the training is measured for example days
276. descriptive flexfield to hold this type of information about positions if you do not want the information to be visible to all users Management Reporting Lines You can define a primary position hierarchy to show the management reporting lines for all of your positions You should find that most of your security and reporting needs are based on this primary hierarchy Groups are identified by selecting a manager and all the positions that report to it in this hierarchy Other Management Issues 7 8 When you consider this environment there are other areas your decisions may affect Remuneration Policies Comparative Grades and Positions Budgeting Oracle Payroll UK User s Guide Individual compensation and benefits are often regulated or based on union negotiated agreements Reward systems are usually based on the role performed rather than on personal or performance assessment This may mean that you have to define detailed eligibility rules for compensation and benefits Valid grades are defined for positions and it is common to use grade steps and progression points National or union pay scales establish actual rates of pay for a grade and this is independent of performance An employee is paid the rate for his or her grade and step Incrementing rules which determine progression to the next step are usually part of the plan and are often time based Job evaluation methods exist to compare roles across the i
277. dow gt To define or delete a consolidation set Enter the name of a new consolidation set or query an existing set To delete a consolidation set select the record and then choose Edit Delete Record You can only delete a consolidation set if it is not the default set for a payroll and if it is not associated with any payroll processes Changing Consolidation Sets When a payroll run has processed you may want to change its consolidation set if for example you want to carry out post run processing for it separately from the other payrolls in the original set 17 18 Oracle Payroll UK User s Guide You may also want to retry a payroll while continuing with pre payments for other payrolls whose status is Complete This too would require a change of consolidation set for the first payroll You change consolidation sets for payrolls in the Update Payroll Run window Note Changes you make in this window are for the selected payroll process only Default consolidation set and pay advice information continue to apply to subsequent runs To change the consolidation set for a payroll 1 Query the payroll whose consolidation set you want to change Payroll run information for the payroll displays in reverse order from the last completed run The Set region displays whether the run was for an element set and or assignment set Note You can update consolidation set and pay advice information in this window regardless of the s
278. dow It displays the valid grades for the target position e Anewly created target position has the same valid grades as the source position e An existing target position retains its existing valid grades and Mass Move adds any other grades that are valid for the source position Thus Mass Move accommodates the grade s of the transferring assignment s You cannot delete any of the valid grades Optionally select additional valid grades for the target position To save your work and then return to the Mass Move Positions window close the Mass Move Valid Grade window When the Mass Move Positions window reappears you can select any other records to verify or add valid grades for that target position Oracle Payroll UK User s Guide See Also Human Resource Management Oracle Human Resources UK User s Guide Executing the Mass Move 1 25 3 Close the Mass Move Positions window Save your work when prompted to do so On the Mass Move window choose the Execute button If the number of changes being made is large executing the mass move may take some time Reviewing the Mass Move After you have chosen the Execute button on the Mass Move window you are ready to review the results gt To review the mass move 1 On the Mass Move window review the contents of the Status field Unprocessed Indicates that you have not yet executed the mass move Complete Indicates that the mass mov
279. dow and the Position Evaluation window Check all of the windows that use a descriptive flexfield before you define any of the segments This is especially important if you intend to make the flexfield context sensitive to another field You must ensure that the reference field is present in all of the windows that use the flexfield Refer to Table B 1 for a full list of descriptive flexfields in Oracle HRMS Key and Descriptive Flexfields B 5 Creating Descriptive Flexfield Database Items You can use descriptive flexfield segments in QuickPaint reports and formulas if there are database items for these segments Table B 1 marks the descriptive flexfields for which you can create database items To do this you run the Create Descriptive Flexfield DB Items process It is essential to run this process from the Submit Requests window whenever you create or change these descriptive flexfield definitions Note The process can only create database items for global segments It does not create database items for context sensitive segments List of Descriptive Flexfields The following table lists all the descriptive flexfields in Oracle HRMS Descriptive Flexfield Title Window Title Database Items a a Additional Absence Details Absence Detail ABSENCES_ lt SEGMENT_NAME gt View Absence History Additional Absence Type Details Absence Attendance Type ABSENCE_TYPES_ lt SEGMENT_NAME gt Additional Address Details Address PERSON_
280. e 5 Choose the SSP SMP button Messages 1 Choose Mass Information eXchange MIX gt Batch Element Entry in the Navigator 2 Choose the Messages button MIX Batch Header m Choose Mass Information eXchange MIX gt Batch Element Entry in the Navigator MIX Batch Lines 1 Choose Mass Information eXchange MIX gt Batch Element Entry in the Navigator Default Menus A 31 A 32 2 Choose the Lines button Net Calculation Rules 1 Choose Compensation and Benefits gt Accrual Plans in the Navigator 2 Enter or query an accrual plan name 3 Choose the Net Calculation Rules button Organization m Choose Work Structures gt Organization gt Description in the Navigator Organization Hierarchy m Choose Work Structures gt Organization gt Hierarchy in the Navigator Organizational Payment Method m Choose Payroll gt Payment Methods in the Navigator P45 Oracle Payroll only Do one of the following 1 Choose People gt Enter and Maintain in the Navigator 2 Enter or query an employee 3 Choose the Assignment button 4 Choose the Others button and select Tax Information Or 1 Choose People gt Fastpath gt UK P45 Form in the Navigator 2 Inthe resulting Find window query the person Parent Organization 1 Choose Work Structures gt Organization gt Description in the Navigator 2 Enter or query an organization 3 Choose the Others button and sele
281. e Introducing Elements page 12 2 Salary Administration and Performance Reviews page 14 2 The payroll run is the main engine of payroll processing Oracle Payroll gives you full control to define payrolls assign employees to them and control the frequency of payroll runs Run preparation can involve batch entry of data such as timecard data Oracle Payroll uses the MIX facility to enter batches of information that are held as element entries See MIX For Batch Entry page 12 9 The Payroll Run page 17 2 Introduction 1 5 Transfer of Payroll Information Reports and Inquiries When the payroll run finishes further processing determines the distribution of each employee s net pay produces cheques or BACS tapes as required and assembles costing information for transfer to other systems Costing processes and other post run processes sort the information by different accounts and work structures and transfer post run costing data to the general ledger and other systems See Post Run Processes page 17 17 Costing in Oracle HRMS page 6 2 To review the results of payroll processing Oracle Payroll provides you with a range of standard reports and inquiry tools The latter include folders QuickPaint and DateTrack Standard reports enable you to see an employee s assignment history and pay history and to see lists of employees belonging to particular organizations or receiving particular earnings or deductions
282. e Salary History window you can view the dates reasons and amounts of each approved salary change and of any new salary proposal The Salary History window contains a folder You can enter a query in the folder to reduce the list of salary changes displayed You can remove rearrange add or resize fields in the folder if you have access to the folder menu Change Que Peeve Cote Eyjan Ape Changa a a a es The Change field shows the amount of the salary change and the Actual field shows the new salary effective from the Change Date The Hourly Monthly Annual and Payroll fields show the salary prorated to these periods The Mid Minimum and Maximum fields show values from the grade rate for the employee s grade The Comparatio field shows the salary as a percentage of the midpoint defined for the grade rate 14 16 Oracle Human Resources UK User s Guide Salary Review Report Use this report to see current and past salaries and salary proposals for some or all of your employees You can restrict the employees to those assigned to a selected organization job position or grade You can also restrict the report to showing only employees receiving the maximum salary for their grade defined by the grade rate You can use the report to show all salaries approved and proposed or to show unapproved salary proposals only You run reports from the Submit Requests window To run the Salary Review Report 1 Inth
283. e The list of NTPP elements is as follows 16 10 Oracle Payroll UK User s Guide Court Order NTPP Court Order Non Priority NTPP CAO Scotland NTPP CMA Scotland NTPP EAS Scotland NTPP Setting Court Order and Arrestment Balances See Also The amount of court order debt paid at any time is held in an Inception to Date ITD balance For those elements that can have multiple occurrences this balance exists at element level reflecting the need to keep track of how much has been paid for each separate occurrence Otherwise the balance exists at assignment level The amount of the debt still outstanding is the difference between the amount in the ITD balance dimension and the Initial Debt input value For assignment level ITD balance dimensions care must be taken once the total debt has been repaid and the element has been given an end date for processing that the balance is cleared back to 0 00 If this is not done and a new element entry is given to the employee for the same court order type element the formula finds the old balance and the element is not processed correctly The attachable pay balances have their RUN and PERIOD balance referenced within the formulas because of the possibility of there being more than one run in a period Balance Dimensions page 13 5 Entering Court Order Elements The elements Court Order and Court Order Non Priority are used for United Kingdom court orders excluding Scot
284. e formula takes into account the priority of the different NI categories and the current rates of LEL and UEL You do not link the element as it is defined for indirect results only When you enter on the system that an employee has multiple assignments the NI_PERSON formula runs every time payroll processing takes place for this person s assignments The system then aggregates earnings for all assignments with the same tax reference You enter tax reference information when you define payrolls See Defining a Payroll page 5 5 You set up multiple assignment processing for an employee in the Person window To set up multiple assignment processing m Check the NI Multiple Assignments box in the Employment region The NI_PERSON formula will now calculate NIC across all payroll assignments for this employee and aggregate them by tax reference over each statutory period PAYE and NIC 15 23 The formula also generates a message that you can view with the run results from the Payroll Processes window The message displays e total earnings subject to NI e earnings for each category e period type used e employer rate used Note As the formula calculation is performed on all the NI categories that relate to the employee the result often feeds more than one category s balances The Balance window in Assignment Process Results shows the balances that have been updated in this way during the run Prioritizing Assignment Process
285. e Applications System Administrator s Guide AuditTrail 24 3 Reporting on Audit Information For any non datetracked tables you can write a report that uses the views on the shadow tables to access the audit data However for datetracked tables the information from the shadow tables must be extracted and written to the HR_AUDITS table and the HR_AUDIT_COLUMNS table before you can report on it The Oracle HRMS audit report performs this additional processing You can use it as supplied or as an example of how to report on audit information It can report on both datetracked and non datetracked tables that have a numeric primary key Note It can report on up to approximately 90 columns in datetracked tables and 80 columns in non datetracked tables The report lists every change made to the table you select in the time period you specify when you run the report You can restrict the reported changes to those made by a specified username The changes are listed by date and time of the change For each change the report shows e the date and time of the change e the user id who made the change e the type of change e the fields that changed and either their old values or their new values or both depending on the type of change Table 24 1 lists the 12 types of change and what information is shown in the audit report for each type Type of Change Field Values Shown in the Report Normal Insert The non null values in th
286. e Element Entries window e Change the input value validation rules for minimum maximum lookup or formula e Change your specification of which input values create Database Items Note however you cannot remove Database Items if they are used in any formulas or QuickPaint reports You cannot remove existing input values nor add new ones if you have created any entries for the element Link rules always control the entry of element values at the time of entry Changes to link rules affect existing entries in different ways depending on your use of Standard links and Hot Defaults After you have used an element you can make the following changes to the link rules e Change the input value defaults and validation These changes affect all new entries Changes to hot defaults affect existing entries Changes to validation also affect existing entries when you update the entry e Date effectively end all of the rules that apply to an element and define a new set of rules which are effective from a later date For example suppose you have defined eligibility for a company car based on grade Following a change of policy you must now define eligibility based on job 12 40 Oracle Payroll UK User s Guide Policy Development See Also You will not be allowed to end the link if any nonrecurring entries exist at the date you want to end the rule You must delete existing entries before you end the link You can end th
287. e Groups T his chapter explains how to set up payrolls to pay your employees and to define groups of employees who are eligible to receive particular compensation and benefit elements It also explains how to define payment methods for paying employees and making third party payments Using all the work structures you set up you can identify groups of employees by organization job position grade employment category salary basis or payroll Additionally you may need to set up your own groups for example to identify employees within a trade union or a pension group This chapter explains how you can set up your own groups using the People Group Key Flexfield Payrolls and Other Employee Groups 5 1 Representing Payrolls Figure 5 1 Multiple Payrolls in a Business Group 5 2 Oracle Payroll UK User s Guide In Oracle Payroll you set up payrolls to pay your employees An employee must have an assignment to a payroll in order to receive pay Both human resources and payroll users can also use payrolls for other purposes to identify specific groups of employees for inquiry or reporting purposes to define eligibility for certain compensation elements as part of security definitions to restrict access to the records of certain groups of employees on the system Note You must define payrolls in order to use nonrecurring elements You can use these elements to represent types of compensation and benefits and to maintain a
288. e Name field select Salary Review Report 2 Enter the Parameters field to open the Parameters window 3 Enter the effective date for which you want to see the report 4 Optionally select an organization job position and or grade to restrict the scope of the report to employees assigned to these components 5 If you want to restrict the report to showing salary proposals select Yes in the Unapproved Proposals Only field 6 If you want to restrict the report to showing employees receiving the maximum salary for their grade defined by the grade rate or a higher salary select Yes in the Grade Rate Maximum Only field 7 Choose the Submit button Salary Administration and Budgeting 14 17 Salary Budgeting Using Oracle Human Resources you can set up human resource budgets for headcounts and full time equivalents at various levels of the organization See Human Resource Budgets Oracle Human Resources User s Guide Most enterprises need to add salary estimates to these headcount budgets to provide salary budgets Oracle Human Resources provides you with the key information you require to define your salary budgets e headcount or FTE budget for a defined period of time e valid grades for jobs and positions e grade rates or pay scale rates to show salary values However the detailed process of salary budgeting varies from one enterprise to another according to the enterprise size type and culture This topic looks
289. e Parameters window enter the end year for which you are running the process For example enter 1996 for the year 1995 96 Select the EOY mode you want to run full EOY or P35 listing The default is Pull Select the tax district reference number for your payrolls Only payrolls in the tax district are included in the return Leave blank for all payrolls to be included Select the DSS permit number Only payrolls connected to the selected number are included in the return Leave blank for all payrolls with a permit number to be included Use the Sort Order fields to customize sort details for your P60s Of the seven sort fields only the last is obligatory In this field you select Assignment Number or Last Name to sort by You can enter higher priority sort criteria in the other fields by selecting values you previously defined in the People Group flexfield These could include location details work or pension group details or any other people based values you define See Setting Up the People Group Flexfield page 5 10 Enter Yes in the Alignment field if you want to run the Alignment report before printing off P60s Select Yes in the NI Y Balances field to include NI car benefit details in the return If you are submitting these details by the Alternative Payment method and not through Oracle Payroll select No PAYE and NIC 15 11 Accuracy Requirements The employer has to submit a declaration and a certificate
290. e Payment Allowed checkbox if you want the pre payments process to include negative payments If you leave the box unchecked pre payments ignores negative payments If you are an Oracle Payroll user enter the Statutory Information field to open the Statutory Information window Note The Statutory Information field is not visible if your HR User Type profile option is set to HR User e Tax Reference Each payroll has a separate tax reference number that is recorded on statutory reports e Permit Number This is the DSS permit number for sending end of year returns on magnetic tape e The payment of holiday pay in advance and the method of calculating National Insurance within your enterprise are determined by your business rules e HM Forces HM Forces establishments should enter Yes to enable Oracle Payroll formulas to process NI at the appropriate Forces rate Other enterprises enter No e BACS Payment Rule Select either Next banking day or Previous banking day This becomes the alternative payment day when BACS payments fall due on a weekend or public holiday Payrolls and Other Employee Groups 5 7 5 8 11 12 13 e SMP Recovered At the end of each year you enter the amount of SMP to be recovered for the year e SMP Compensation At the end of each year you enter the additional amount you can claim under small employer s relief for SMP if applicable e SSP Recovered At the end of each year you enter the amou
291. e Submit Requests window gt Torun the Void Payments report 1 2 In the Name field select Void Payments Report In the Parameters window enter a start date and an end date for the report Select a payroll and or consolidation set if you want to restrict your information by these parameters If you leave these fields blank the report will return information on all payrolls for the period chosen Choose the Submit button The Payroll Run and Other Processes 17 25 BACS Process Setting Up BACS BACS is the UK system for the direct deposit of employee pay To make deposits through BACS you must provide details of the source and destination banks and of the amount to be transferred to each employee Oracle Payroll supports BACS magnetic tape submission in four formats e single file single day e single file multi day e multi file single day e multi file multi day Single day formats These are for payments made on a single processing day Multi day formats These are for payments made on different processing days Multi day processing allows you to make payments to assignments on different days because of different dates of birth for example Single file formats These are for individual enterprises Multi file formats These are for payroll bureaus or enterprises that accept BACS files from other institutions as well as their own The following step applies to all formats To enter user number a
292. e View All Organizations check box Select an organization hierarchy and a top organization Check the Include Top Organization check box if you want to allow access to this organization Security and Control 23 13 5 To restrict access by position uncheck the View All Positions check box Select a position hierarchy and a top position Check the Include Top Position check box if you want to allow access to this position 6 Inthe Payroll Security alternative region e To give access to many payrolls check the View All Payrolls check box and uncheck the Include check box Select the payrolls you want to exclude e To give access to a small number of payrolls uncheck the View All Payrolls check box and check the Include check box Select the payrolls to include 7 Save your work 23 14 Oracle Payroll UK User s Guide Running the HRMS Security Processes There are three HRMS security processes e Run the Grant Permissions To Roles process when you install Oracle HRMS or when you upgrade the system e Run the Generate Secure User process when you create a new security profile that references a reporting user e Run the Security List Maintenance process every night You run these processes using a system administrator responsibility from the Submit Requests window Grant Permissions To Roles Process ROLEGEN All reporting users in Oracle HRMS share access to a set of synonyms for tables The synonyms a
293. e account codes in the Element Link window when you link the PAYE elements to your payrolls The recurring element PAYE can process after termination to allow for payments to employees who have left but who may still be entitled to receive late payments Business Groups Entering Tax Details page 2 18 Defining an Element Payroll Users page 12 22 Defining Element Links page 12 35 This process is normally used at the start of the tax year to update tax information held for each employee The process performs the following actions e Tax Basis Updates all employees on a Non Cumulative basis to Cumulative e Previous Taxable Pay and Previous Tax Paid Clears the values entered for employees for whom a P45 or a P6 was received in the previous tax year e Tax Code Performs blanket changes on employees tax codes where the employer has been issued with a P9X tax document to make changes The Inland Revenue P9 document details changes in an employee s Tax Code and Tax Basis The document can be supplied on paper or on magnetic tape and the process accepts data from tape The P9X document issued at the start of each tax year gives the employer the authority to increase or decrease Tax Codes in bulk The process performs these blanket changes The Start of Year process runs in one of three modes e Start of Year The process performs all the actions above e Mid Year Tax Code Uplift The process performs the bla
294. e amount of PAYE deducted for each employee during the tax year or the number of holidays taken by each employee during the calendar year The correct initial setting of these balances is essential for subsequent processing to be valid Initial Balance Upload Process Prerequisites The Initial Balance Upload process allows the specification and loading of initial balances into the system System implementers use this process once only on migration After that balance maintenance is carried out automatically by Oracle Payroll You run this process from the Submit Requests window OU Define a balance element and its input values to feed each balance L Set up initial balance values in the tables PAY_BALANCE_ BATCH HEADERS PAY_BALANCE_BATCH_LINES For more information see the technical essay Initial Balance Loading for Oracle Payroll Oracle HRMS UK Implementation Guide To load initial balances into Oracle Payroll 1 Run one or more of the four modes as appropriate validate checks the details in the batch to be uploaded transfer creates the balances in the batch undo transfer reverses the effects of a transfer purge removes the batch from the batch tables 2 Select the batch to be processed 3 Choose the Submit button Controlling Balance Information 13 13 4 Continue to run the process for as many modes as you require 13 14 Oracle Payroll UK User s Guide CHAPTER Salary Administration and Budget
295. e completed successfully without errors For historical purposes completed mass moves are automatically archived and cannot be modified Complete with Warnings Indicates that the mass move completed successfully Nevertheless you should still review any warning messages the mass move generates It is possible for a mass move to execute with Status Complete with Warnings yet without all assignments moving as you intended In Error Indicates that the mass move did not complete successfully and that no changes took effect You must first resolve the offending conditions before you can successfully reexecute the mass move Attention If the Status field shows In Error or Complete with Warnings the Message button appears next to the Positions button If the Message button is displayed review the messages The Message window that appears includes the following fields Type Type of message Warning or Error Jobs and Positions 3 35 Row Information If this field displays a position name the message applies to a source position If this field displays the name of a person this field applies to the assignment associated with that person Message Text of the message Note The Explain button on the Message window is disabled if no additional information is available 3 Tf the Status field shows Complete or Complete with Warnings navigate to the Mass Move Assignments window and verify that the mass move changes you wanted
296. e elements you define as balance feeds for this balance The amount of Nlable Pay used for the NIC calculation depends on the LEL and UEL amounts This is recorded in another balance linked to the category code such as NI A Able You can include employees in more than one payroll run each processing period Oracle Payroll s calculations for this are based on total NIable earnings for the period reduced by any NIC already paid in the period NI Elements Supplied as Startup Data Table 15 3 shows the National Insurance elements supplied as part of startup data Type Classification Priority IA N I I I I N on Recurring 5016 NIS Non Recurring H NIC Non Recurring 5018 NI Employee Arrears Non Recurring l Table 15 3 National Insurance Elements N N N N N N N N N N PAYE and NIC 15 21 Classification Priority NI Employer Non Recurring Employer Charges NI Employer Arrears Non Recurring Employer Charges Table 15 3 National Insurance Elements Notes e You have to link the National Insurance elements to the appropriate payrolls before you enter them for employees and include them in payroll runs If you have set up segments of the Cost Allocation key flexfield to receive entries at the element level you should enter these account codes in the Element Link window when linking these elements to your payrolls e The category code elements have been defined to maintain
297. e in the Navigator Link Input Values 1 Choose Compensation and Benefits gt Link in the Navigator 2 Enter or query an element 3 Choose the Input Values button List Assignments m Choose View gt Lists gt Assignments in the Navigator List Budget Variance by Organization m Choose View gt Organization Budgets in the Navigator List Employees by Absence Type m Choose View gt Lists gt Employees by Absence Type in the Navigator List Employees by Element Choose View gt Lists gt Employees by Element in the Navigator List Employees by Organization Choose View gt Lists gt Employees by Organization in the Navigator Oracle Payroll UK User s Guide List Employees by Position Choose View gt Lists gt Employees by Position in the Navigator List Employees by Position Hierarchy m Choose View gt Lists gt Emps by Position Hierarchy in the Navigator List People by Assignment Choose View gt Lists gt People by Assignment in the Navigator List People by Special Information m Choose View gt Lists gt People by Special Information in the Navigator List Position Budget Variance Choose View gt Position Budgets in the Navigator Location m Choose Work Structures gt Location in the Navigator Map Career Path m Choose Work Structures gt Job gt Career Path in the Navigator Mass Move m Choose Work Structures gt Ma
298. e it will contain either the assignment region or the assignment set region but not both Restricting the Data Displayed in a Window page 19 3 18 14 Oracle Payroll UK User s Guide Creating an Assignment Set There are two uses of assignment sets in Oracle HRMS e You can run a QuickPaint report for a set of assignments rather than individual assignments e In Oracle Payroll you can process subsets of the employees assigned to a payroll Normally you initiate payroll runs and other post run processes for one or more payrolls at a time However if you need to process smaller groups within a single payroll you define an assignment set There are three ways to define the set e You can enter selection criteria which the system generates into a formula When you use the assignment set Oracle FastFormula runs the formula to find the assignments that match the criteria It checks all the assignments in the Business Group or if you select a payroll when you define the set all the assignments to that payroll When you define the set you can also include or exclude individual assignments to modify the set created by the formula e You can select individually all the assignments you want to include in the set e You can start from a full set of all the employees in the Business Group or all the employees assigned to a selected payroll Then you can exclude individual assignments from the set Use the Assignment Set windo
299. e job or fulfill two different roles in one organization you do not need to define two separate assignments to maintain accurate costing records You can set up cost allocation to distribute proportions of one assignment s payroll costs to different cost centers Planning Runs for Multiple Payroll Assignments page 15 25 Setting Up Assignments for Cost Collection page 6 5 Identifying Employees and Assignments Employee Number Oracle HRMS uses two unique identifiers for employees e Employee Number e Employee Assignment Number The Employee Number uniquely identifies every employee in your Business Group An employee can have only one Employee Number You decide how this number is to be generated when you define your Business Group e Automatic e Manual e National Identifier for example the US Social Security Number or the UK National Insurance Number If you choose automatic or national identifier number generation the employee number by default remains the same for an employee who has multiple periods of service If you choose manual number entry you can update the number at any time The employee name and number appear together in people information windows such as the People window and View Absence History 11 6 Oracle Payroll UK User s Guide window In these windows you can select an employee by name or by employee number Employee Assignment Number The employee assignment number uniquely identifie
300. e link if recurring entries exist Any existing entries will be ended automatically when you end the link e Change the qualifying conditions of age and length of service that employees must meet to be eligible for the element With DateTrack you can also make future dated changes to your information safe in the knowledge that these changes will not become effective in the system until the correct date In this way you can use your compensation and benefit information to plan changes ahead of time analyze the impact of these changes adjust these changes and generally smooth out the workload that is often associated with major changes in compensation and benefits policy Managing Change Over Time page 1 11 Elements Building Blocks for Pay and Benefits 12 41 Entering Compensation and Benefits An employee must have an entry for an element to receive that element as a component of his or her compensation and benefits package You can start update and stop element entries for individual employees in a number of different ways e You can define standard element links so that eligible employees receive an entry automatically e You can use MIX Mass Information Exchange to enter a batch of element entries using defaults for fast entry e You can make manual entries of most elements for an individual assignment in the Element Entries window However there are two exceptions You enter salaries in the Salary Administration w
301. e location and a description if required 2 Select a national address style from the list A window opens with the address format for the country you select 3 Enter address information in this window and choose the OK button Additional Information Default address styles are predefined ea for many countries You can add address styles for other countries if required Removing Site Locations You cannot delete locations but you can make them inactive gt To remove an address from the Location list m Fnter an inactive date from which the location is no longer in use in your enterprise The Employer and Other Organizations 2 3 Representing Employers The largest organizational unit you set up in Oracle HRMS to represent your enterprise as an employer is the Business Group A Business Group may correspond to a company or corporation or in large enterprises to a holding or parent company or corporation It can be an organization with a physical location where people work or it may simply be an abstract representative of a legal entity that employs people assigned to work in organizations beneath it By default all employees you enter in Oracle HRMS receive an assignment to their Business Group When you give them assignments to internal organizations such as divisions or departments these replace the default assignment but their records continue to exist within the Business Group Single or Multiple Business Gr
302. e new record creates a non datetracked record Normal Update The old and new values for all fields that updates a non datetracked record changed Normal Delete The non null values in the record that was deletes a non datetracked record deleted DT First Insert The non null values in the new record creates a datetracked record DT Update The old and new values of all fields that date effectively ends the last row on changed and the new effective end date on the a datetracked record and creates a old row new row Table 24 1 Transaction Types in the Audit Report 24 4 Oracle Human Resources UK User s Guide Type of Change DT Correction corrects a row of a datetracked record and does not change the effective dates Field Values Shown in the Report The old and new values of all fields that changed and the effective dates of the corrected row DT Replace creates a new row on a datetracked record that replaces all rows that start after its start date The non null values in the rows that were deleted the new effective end date on the row preceding the new row and the old and new values of all fields that changed DT Insert creates a new row on a datetracked record that ends on the old effective end date of the preceding row DT Purge deletes all rows of a datetracked record DT End Date adds an effective end date to the last row of a datetracked record DT All sets
303. e primary car PAYE and NIC 15 51 m Update the NI Car Primary entry from Car A to Car B and make a new entry of NI Car Secondary for Car A gt To make changes to primary and secondary cars 2 If an employee has a primary car Car C and a secondary car Car D and the primary car becomes unavailable the secondary car then becomes the new primary car To do this Update the NI Car Primary entry from Car C to Car D and put an end date on the NI Car Secondary entry or update its price to 0 00 Viewing NI Class 1A Contribution Run Results When the payroll run is complete you can view the results in the Employee Assignment Processes window gt To view class 1A contribution run results m Select the payroll run and choose the Run Results button or the Balances button to view information for the NI car elements as follows e NI Car Primary and NI Car Secondary You can see the run results for these elements As they are Information elements they have no effect on net or payment balances e NIY You can see the run result for this element As it is an Employer Charge element it has no affect on net or payment balances e NI Car Payment You can see the run result for this element if the employee makes a contribution towards the private use of the car e NIY balance You can see this balance showing the YTD dimension of Class 1A liability to date Note If this balance differs from the sum of the NI Car Primary and
304. e processed after the end date ISF Attention This topic explains how to define elements using a Payroll responsibility that is a responsibility with the HR User Type profile option set to Payroll User or HR with Payroll User If you are an HR User you cannot see certain fields in the Element window for entering information about how the element is to be processed See Defining an Element HR Users Oracle Human Resources User s Guide Prerequisites Q Decide how you want to validate the values users enter when they give an element to an employee If you want to restrict their entries to a list of valid values use the QuickCode Types window to define a new lookup Then enter your valid values for this lookup in the QuickCodes window If you want to validate values using a formula write your formula first using the Formulas window L Create skip rule formulas if you want to control processing frequency for recurring elements See Writing Formulas for Element Skip Rules Oracle FastFormula User s Guide L Define secondary classifications if you want to create balance feeds for the element to user defined balances See Defining Secondary Element Classifications page 12 8 Oracle Payroll UK User s Guide Emin Fiamma Ceacepina Primar Clee aio Free Cir aie OO ee oe ar Piacdiiej Dinini Typa B bidia Ensas Airai ipai CEF E TT ea Eniri Akra Chip GHI FE tong i Casatie Ey Tarmination Hole F Pro
305. e report is effective as of the start date of the version you select 6 Leave the Parent Organization field blank to see information about all organizations Select a name in this field to see information on all subordinate organizations in the hierarchy Note You must enter a value in this field if you have entered a value in the Organization Structure field and you must leave this field blank if you left that field blank 7 Make entries in the Group Job Position Grade and Payroll fields as required If you leave all segments of the Group flexfield blank you see information about employees in any groups If you leave one segment blank you see employees with any value for that segment 8 Enter Yes in the Primary field if you want to report on primary assignments only Leave blank to include all assignments 9 Select Employee Applicant or Both in the Person Type field This determines which sections of the report are printed 10 Select up to four assignment statuses or leave blank to list employees and or applicants with any assignment status 11 Choose the Submit button Employment Information 11 29 Employee Summary Report This report is a current summary of information for an employee covering addresses contacts period of service assignments special information personal payment methods and element entries Run reports from the Submit Requests window gt Torun the Employee Summary Report In the Na
306. eady paid in previous runs is deducted leaving the remainder as the deduction for the new payroll run See Also Defining an Element or Distribution Set page 19 6 Defining Exchange Rates charg Hater Protesching Pinoi Typa You define and update exchange rates in the Exchange Rates window You need to define the rates between different currencies for payroll runs in the following circumstances The Payroll Run and Other Processes 17 3 e When the input currency you define for the element in the Element window is different from your Business Group s base currency e When the output currency you define for the element possible for Information element types only is different from your Business Group s base currency e When you create any balance or process whose input value is in a different currency to its output value Wherever possible you should enter exchange rates that are current on the day of the payroll run as rates can fluctuate on a daily basis gt To define exchange rates for different input or output currencies in payroll runs 1 Change your effective date if you have to define the rate for a day different to your current date 2 Query the name of the payroll for which you are defining exchange rates The payroll s processing period type displays in the next field 3 Select the input and output currencies for which you want to define exchange rates 4 Enter the exchange
307. econdary as well When an employee is allocated two company cars you have to decide at the outset which is primary and which is secondary Current legislation defines the primary car as the one which does the greater daily average business mileage Run items for both elements feed the NI Y balance There are two specific features to these elements Both elements process after termination to allow for late changes to be made to input values e The formulas for each element recalculate for the whole of the current year during payroll runs thereby maintaining the latest calculated values for the NI Y balance at all times Note Because the formulas have been defined to access only the entry values from the normal entry forms you cannot override the system calculation for NI Car Primary or NI Car Secondary 15 46 Oracle Payroll UK User s Guide NIY The element NI Y allows you to enter an opening balance for NI Y in the current year when transferring to Oracle Payroll from another payroll application The value you enter for this element is ignored during formula recalculations of NI Y but is included in the Year to Date balance Note Because NI Y has an Employer Charges classification remember to enter the correct costing data NI Y Last Year The element NI Y Last Year allows you to enter a reporting value for NI Y for the previous year when transferring to Oracle Payroll from another payroll application This is because the
308. ecorded on the assignment it causes the assignment to end On your system you may give these statuses different user statuses appropriate to your enterprise Each system status can have several user statuses related to it For example for the system status Suspend Assignment you can have the user statuses Maternity Leave Paternity Leave and Military Leave These statuses are primary because they determine how the system processes and manages the assignment An assignment must have one and only one primary status at a given time You enter this status in the Assignment window See Entering a New Assignment page 11 8 Using Assignment Statuses to Control Compensation When you define user statuses consider how you will use them in reports inquiries and processing When you use a validation formula to validate entries to element input values you can make the valid values for an entry dependent on the assignment status Setup for Personal and Assignment Information 8 5 To use the statuses to control whether the payroll run processes an employee assignment you choose a payroll status of Process or Do not Process for each user status Additionally in Oracle Payroll you can set up your pay calculation formulas so that a status change also changes the formula used to calculate the employee s pay For example an employee might receive half pay while on Military Leave See Using Oracle FastFormula for Validation Oracle Fas
309. ect the Special Information Types you want to use in your Business Group Enable each Type by checking the Enabled check box Check the other boxes to specify how you plan to use the Special Information Type This makes it available in the list of values in other windows as follows e Job in the Job Requirements window e Position in the Position Requirements window e Other in the Special Information window e Skill in the Skill Provisions and Search for Event windows in Oracle Training Administration The OSHA and ADA check boxes are used in Oracle Human Resources in the US only Setup for Personal and Assignment Information 8 11 8 12 Oracle Human Resources UK User s Guide CHAPTER Personal Information T his chapter focuses on how to enter people and personal information on the system You can choose to hold a wide range of personal information such as medical details work schedule and preferred language for correspondance as well as the basics such as date of birth employee number and addresses It also explains how to hire people how to enter personal contacts including dependents and beneficiaries and how to inquire and report on the people held in the system For people who are your employees there is assignment information and other information to hold Chapter 11 Employment Information looks at information to record specifically for employees Personal Information 9 1 Displaying Personal Informatio
310. ect the person s ethnic origin Enter the work permit number for a non FEA person Check the boxes to indicate that the person is a director a pensioner or has multiple assignments that you want to aggregate for processing For reporting purposes enter any period of service that is not recorded on the system but that should count for pension calculations gt To enter office location information for a new hire or an existing employee 1 2 3 4 Choose the Office Location Information alternative region Enter the office number for this office Enter the internal location of this office Enter the office identifier for internal mail gt To enter information for an applicant 1 2 3 Choose the Applicant Information alternative region If the applicant s resume is on file check the Exists check box If the applicant s resume is on file select the date indicating when the resume was last updated Select the date up to which a file is to be maintained for this applicant Oracle Payroll UK User s Guide To enter information concerning the background check for an employee 1 Choose the Background Information alternative region 2 Check whether the employee s background check has been performed 3 Select the date on which the background check was performed To enter rehire recommendation information for an applicant who was a former employee 1 Choose the Rehire Information alternative reg
311. ected B 10 Dimensions of balances 13 5 Directors NIC for 15 37 to 15 44 paying employer s NIC on account 15 42 paying NIC on account 15 41 updating employment status 15 41 viewing processing results 15 44 Disability leave 8 7 Index 3 Distribution sets 17 3 19 6 Double entry accounting 6 4 E Education leave 8 7 Effective dates 1 11 1 13 ELE_ENTRY_REASON 12 45 Element classifications 12 4 balance feeds 12 4 defining secondary 12 8 to 12 20 predefined secondary 12 10 primary 12 6 to 12 7 Element entries 12 42 to 12 47 additional 12 27 12 45 arrestments 16 14 to 16 20 automatic 12 18 12 43 batch 12 50 court order 16 11to 16 20 customizing Element Entries window 12 39 defaults for different groups 12 17 for NI class 1a 15 50 history 12 61 hot defaults 12 28 12 45 multiple 12 24 12 27 nonrecurring 12 43 overrides 12 45 recurring 12 43 skip rules 12 20 validation 12 14 12 22 Element Link Details Report 12 38 Element links costing 6 4 defining 12 35 to 12 38 maintaining 12 40 reporting on 12 38 standard 12 18 12 25 using 12 16 to 12 19 Element sets 17 3 19 6 Elements 1 5 and run results 12 3 data entry rules for 12 3 database items C 19 defining 12 22 to 12 26 defining for absence types 10 9 to 10 1
312. ected Progression Point Values Report Run this report before running the Increment Progression Points process to assess its effects The report shows what changes would be made by the process and how much it would cost for a particular scale rate such as salary or for all rates You run reports in the Submit Requests window gt Torun the Points Values Report 1 Inthe Name field select Current and Projected Progression Points Values Report 2 Enter the Parameters field to open the Parameters window 3 Select a Pay Scale and enter the date on which the increment would become effective 4 You can also select an organization a group and a rate to reduce the scope of the report 5 Choose the Submit button Employee Increment Results Report Run this report after running the Increment Progression Points process This report shows the results of the process You run reports in the Submit Requests window gt Torun the Employee Increment Results Report 1 Inthe Name field select Employee Increment Results Report 2 Enter the Parameters field to open the Parameters window 3 Select a Pay Scale and the increment process run for which you want to see the results 4 You can also select an organization a group and a rate to reduce the scope of the report 5 Choose the Submit button Grades and Their Relationship to Pay 4 19 4 20 Oracle Payroll UK User s Guide CHAPTER Payrolls and Other Employe
313. ectly using grade rates or indirectly using grade scales Grades and Their Relationship to Pay 4 1 Representing Grade Structures Grades can have different levels of complexity which need to be represented in the overall structure of the grade Figure 4 1 Grades Grades In its simplest form a grade can be a single character or number ina logical sequence For example e grade A e grade B e gradeC By adding a second segment to the grade name you can identify sub grades such as e grades A 1 A 2 A 3 and A 4 e grades B 1 and B 2 e grades C 1 C 2 and C 3 A more complex structure could be used to distinguish grades for different staff groups such as e Manual A 1 Manual A 2 and Manual G 1 e Clerical C 1 and Clerical C 2 In this example there are three segments in the grade name A grade is the combination of segments you define You set up the segments and their valid values using the Grade Name Key Flexfield Normally this is done by the system administrator 4 2 Oracle Payroll UK User s Guide See Also User Definable Key Flexfields page B 2 Using Grades Grades are normally used to record the relative status of employee assignments and to determine compensation and benefits such as salary overtime rates and company car Using Grades to Compare Roles You can define one or more valid grades for each job
314. ed Qualifying Pattern See SSP Qualifying Pattern Qualifying Week The week during pregnancy that is used as the basis for the qualifying rules for Statutory Maternity Pay SMP The date of the qualifying week is fifteen weeks before the expected week of confinement and an employee must have been continuously employed for at least 26 weeks continuing into the qualifying week to be entitled to SMP QuickCode Types Categories of information such as nationality address type and tax type that have a limited list of valid values You can define your own QuickCode Types and you can add values to some predefined QuickCode Types QuickPaint Report A method of reporting on employee and applicant assignment information You can select items of information paint them on a report layout add explanatory text and save the report definition to run whenever you want See also Assignment Set R Rates A set of values for employee grades or progression points For example you can define salary rates and overtime rates Glossary 8 Oracle Payroll UK User s Guide Rating Scale Used to describe an enterprise s competencies in a general way You do not hold the proficiency level at the competence level See also Proficiency Level Recruitment Activity An event or program to attract applications for employment Newspaper advertisements career fairs and recruitment evenings are all examples of recruitment activities You can group
315. ed candidates for any vacancies You can do this with the following subgroups of applicant 8 2 Oracle Human Resources UK User s Guide e Internal Candidate e External Candidate e Preferred Defining Person Types There are eight Person Types recognized by the system and identified by asystem name For each there is a predefined user name You can change the predefined name and you can enter other user names One user name must be the default This is the name the system enters in certain circumstances if you do not select a Person Type manually For example when you hire an applicant the system automatically updates the Person Type to the default user name for the system name Employee You enter user names for person types in the Person Types window Linge Pores Salen Maree Acie Daia E ficont ond Erap picari Appboont and Es opplicant i Conii Esiemal E E Tnployes r mpiya E E Employ Bid Cup pl cent Estplogie ated Suppl coat Ej E En applicari En applicari E H Ea empire Eaa rmpikryna E E Faereplayen and Apalai Teenpicyes and Applicant E E First consider whether the existing user names are meaningful in your enterprise p gt To change a user name for a person type m Delete the contents of the User Name field and type in your preferred name p gt To map other user names to a person type system name 1 Select New Record from the Edit menu 2 Enter a unique User Name and select the
316. ed secondary assignment statuses for analysis and reporting of employee or applicant assignments For example suppose your primary status Maternity Leave applies to employees both when a child is born and when one is adopted and you want to study its use in these two cases To accomplish this you can set up the secondary statuses Maternity Birth and Maternity Adopt and enter them for employees taking maternity leave You enter secondary statuses for an employee assignment or an applicant assignment in the Secondary Statuses window EE gaconlup Bistua J SHIT Liser Haus Etag ate End Cate san 27 AAAS Assi qniment To give a secondary status to an assignment 1 Select the status and enter a start date 2 You can also select a reason for giving the new status When a status no longer applies simply enter an end date Assignment Statuses page 8 5 Employment Information 11 21 Inquiring and Reporting on Employment Information Oracle HRMS provides a number of predefined inquiry windows and reports for employment information You can also create your own inquiries and reports using QuickPaint or other reporting tools Listing Assignments There are three predefined inquiry windows for producing lists of assignments that match criteria you enter e Assignments Folder e List Assignments e List People by Assignment Assignments Folder _ Be G i CORC RLL Coren I Gat Bath el Full hares Cayir Plone G
317. eductions of tax and NI and are normally processed in the regular payroll run each period Direct Payment elements are for expenses or loans made through the payroll that are not subject to tax They are not included in gross or net pay balances Pre Tax Deductions elements are for voluntary deductions such as GAYE contributions made before taxation NI elements represent all the categories of employee NI payments and also maintain information for statutory reporting PAYE elements represent tax deductions and maintain information for statutory reporting Court Orders elements represent deductions made from employee earnings under orders from courts local authorities or the Child Support Agency Voluntary Deductions elements are for deductions such as union dues that the employee authorizes the employer to make voluntarily on his or her behalf after tax Employer Charges elements represent payments such as contributions to the company pension scheme or employer s NI made to statutory bodies and third parties by the employer for the employee Information elements can be used to represent information items that are not used in payroll processing They can also be set up to hold information for use in other elements and to trigger the processing of other elements for example PAYE Details Balance Initialization Balance Initialization elements are used specifically for the loading of initial values into bal
318. ee Entering Payment Methods for an Employee Assignment page 11 19 Oracle Payroll UK User s Guide Deleting Payrolls You can delete a payroll if there are no active employee assignments or element links to it However if you have run processing for a payroll it is not advisable to delete it If necessary define a new payroll and simply discontinue use of the old payroll Payrolls and Other Employee Groups 5 9 Representing Other Employee Groups All the work structures provide ways of defining groups of employees at your enterprise such as groups working at a particular location or on a certain grade or ina department You create the groups by assigning employees to the work structures in the Assignment window You can also assign people to e an employment category full time regular full time temporary part time regular or part time temporary e a salary basis such as weekly or annual which defines the duration for which the employee s salary is quoted See Components of the Assignment page 11 5 Oracle HRMS provides a special structure you can use to define any other special groupings of employees your enterprise requires This structure is called the People Group Just as with payrolls and other work structures you can assign employees to these groups and use them to define employee eligibility for compensation and benefits elements Examples of group definitions might be e members of
319. eed Control window delete any default secondary classifications you do not require for the element When this window opens it displays any default secondary classifications for the element s primary classification Unless they are predefined you can delete any of these classifications and you can change their effective start dates Select any non default secondary classifications you require Elements Building Blocks for Pay and Benefits 12 31 Associating Processing Rules with Elements 12 32 ap ae Element processing rules control the conditions under which elements process As a minimum you create a standard rule which associates a payroll formula with the element You can also create other rules associating different formulas or formula results with the element The payroll run selects the rule to use when processing an assignment based on the status of the assignment For example you could associate the element Salary with the rules Standard Salary Disability Pay and Sabbatical Pay You associate formula result rules and processing rules with elements in the Formula Results window Prerequisite Q Write or check the formulas you want to associate with the element in the Formula window You can write several formulas for the same element and associate each with a different processing rule See Using the Formula Window Oracle FastFormula User s Guide To associate processing rules and formula results wit
320. efined Enter the dates between which the competencies are valid you must have a From date but you can leave the To date blank Personal Information 9 17 4 Choose the Copy button You can now enter proficiency levels certification methods and so on for each of these competencies held by the person gt To update a competence profile 1 Check the current check box if you want to see only the current competencies the person possesses otherwise leave this box blank 2 Enter new competencies for this person or update proficiency levels and other details for existing competencies Note If you update a proficiency level enter the date when the new level was attained Then when you save your changes you will see that the system keeps a record of the old proficiency level ending the day before the start date of the new level 3 Save your changes 9 18 Oracle Payroll UK User s Guide Entering Work Choices You can a person s work choices such as their willingness to travel or relocate their preferred working hours and work schedule and the length of time they would like to stay in their next post You can then compare these choices with the work requirements of jobs or positions when you are planning redeployment You enter personal deployment choices in the Work Choices window accessed from the People window p gt To enter work choices for a person 1 Check the relevant work capabilities bo
321. efining the same structural information twice In this situation jobs provide an additional level of information for positions which is independent of any specific organization For example you might want to define job types of Managerial Executive or Clerical so that you can identify skill requirements and levels of benefits for each job In this environment you should consider using the segments of the position name to hold other key information about the position For example you might want to consider using the following as segment values e Cost Code You might want to show the cost center or a cost code for each position in your establishment Using the segment of the key flexfield you could use the same list of cost codes as your general ledger e Funding Organization You might have funding for a position from an external source For example government funding e Multiple assignments allowed Y N In Oracle HRMS a position can have any number of holders You can set headcount budget values to track any variance on budget or you could use this type of segment to prompt users Typical Models Based on Enterprise Culture 7 7 e Current status As part of your position control procedures you may need to mark the status of a position for reporting or management purposes For example you can label a position as Frozen Vacant or Active Note You can use the Additional Position Details
322. egative accumulation of particular values over periods of time They are generated by payroll runs and hold pay values or other related values such as time periods and numbers of employees A Holiday balance for example could show the amount of leave already taken by an employee against an annual entitlement element to date The Taxable Pay balance is one that reflects both positive and negative accumulations of different taxable values over a fixed period of time Balances may have restrictions limiting the values that feed them under certain conditions This can include legislative requirements For example if an employee transfers to a payroll reported under a different Tax District Reference Number the Taxable Pay to Date balance must start again If the employee transfers to another payroll reported under the same Tax District Reference Number the Taxable Pay to Date balance continues to accumulate as before Startup and User Defined Balances See Also Oracle Payroll balances are in two categories e Startup balances which are put in place by localization teams e User defined balances that you define in the Balance window to meet your particular additional requirements Startup balances are mainly legislative that is they reflect the tax legislation of the country where your enterprise is located They accumulate over standard periods of time such as a payroll period a quarter or a year Classifications and Balance Feeds
323. egular If the employee has left but a late payment is due for example a back dated salary award use the Weekly tax basis Do not use the Contracted Out codes for longer than six weeks after the employee leaves Left Last Year Irregular Payments This is the same as Left Irregular but only Not Contracted codes can be used Left Last Year Regular Payments This is the same as Left Regular except that only Not Contracted codes can be used in a new tax year PAYE and NIC 15 29 15 30 10 Left Regular This is used when the employee has left but is receiving regular payments for example a commission In such cases the normal frequency continues to be used but after six weeks any Contracted Out codes revert to the Not Contracted Out equivalent Multiple Periods This is used when more than one normal payment is being made in a single processing period NIC can be calculated on each normal payment in isolation Normal This is the category for all those not in one of the other ten special categories Most employees in your enterprise will be in this category Pensioner Director If the Nlable Pay was earned before the director became a pensioner he or she must still pay NIC In the Period field e enter a number of days if you selected Irregular Periods as the process type e enter a number of periods if you selected Multiple Periods as the process type Select a period type if you need to prioritize multiple assignment
324. eir managers below a selected organization in a particular hierarchy P45 Oracle Payroll P45 details for terminated employees for issue to the tax office and the leaver P45 details for current employees for issue to different tax offices P45 Alignment Oracle Draft printer alignment for your P45 reports Payroll Pay Advice Oracle Pay advice details in a customizable format either for Payroll single assignments or for all assignments on a payroll after Pre payments is complete for the payroll Pay Advice Alignment Draft printer alignment for your sample pay advice Oracle Payroll Table 18 2 Standard Reports in Oracle HRMS 18 6 Oracle Payroll UK User s Guide See Also Report Name Payments Summary Oracle Payroll Information Provided Payments totalled by payment method type and organizational payment method with payment bank account details Payroll Statutory Calendar Oracle Payroll The sequence of regular payment dates for each payroll and the numbers of assignments completed pre paid and paid within a run Position Hierarchy The positions and optionally their holders below a selected position in a particular hierarchy Requisition Summary Salary Review Staffing Budget Details Start of Year Unmatched P9 Records Oracle Payroll Tax Payments Listing Oracle Payroll Terminations Applicants and their interview schedules for a selection of vacancies
325. eld in the QuickPay Pre payment block 2 When a status of Complete displays do one of the following e Choose the External Payment button to make payment by cash or cheque from the External Manual Payments window e Leave the payment to be made by a batch cash or Cheque Writer process for the consolidation set Note If you have already included the QuickPay run in the default consolidation set for the assignment payroll it can take part in the batch pre payment process for the payroll without further action on your part Entering External Manual Payment Details 4 PO el ooo a o r S I 1 Se era pera E Saat O ESE ss Ja O IPES pe z aE Use the External Manual Payments window to record cash or cheque payments to employees from external sources or petty cash The window enables you to record details of each payment You often make such payments following QuickPay runs and you can navigate to the External Manual Payments window either from the Assignment window or the QuickPay window gt To make a manual payment by cash or cheque to an employee 1 Runa query in the Payment Method field to see a list of any unpaid cash or cheque payments for the current assignment The window displays each pre payments source type either Pre payments or QuickPay Pre payments and its effective date 17 64 Oracle Payroll UK User s Guide Note If you enter the Exter
326. ence Requirements m Choose Career Management gt Competence Requirements in the Navigator Competence Types m Choose Career Management gt Competence Types in the Navigator Competencies m Choose Career Management gt Competencies in the Navigator Concurrent Requests m Choose Processes and Reports gt View Requests in the Navigator Consolidation Sets Oracle Payroll only m Choose Payroll gt Consolidation in the Navigator Contact Do one of the following 1 Choose People gt Enter and Maintain in the Navigator 2 Enter or query an employee or applicant 3 Choose the Others button and select Contact Or 1 Choose People gt Fastpath gt Contact Information in the Navigator Oracle Payroll UK User s Guide 2 Inthe resulting Find window query the person Control Totals 1 Choose Mass Information eXchange MIX gt Batch Element Entry in the Navigator 2 Choose the Totals button Costing Do one of the following 1 Choose People gt Enter and Maintain in the Navigator 2 Enter or query an employee 3 Choose the Assignment button 4 Choose the Others button and select Costing Or 1 Choose People gt Fastpath gt Costing in the Navigator 2 Inthe resulting Find window query the person Costing Information 1 Choose Work Structures gt Organization gt Description in the Navigator 2 Enter or query an organization 3 Choose the Others button
327. ent Requisition and Vacancy Recruitment Activity Applicant Quick Entry Mass Update of Applicants Request Recruitment Letter Career Management Rating Scales Competencies Competence Types Competence Requirements Schools amp Colleges Qualification Types Assessment Template Appraisal Template Work Structures Location Organization Description Hierarchy Job Description Oracle Payroll UK User s Guide DESCRIPTION Enter external or manual payments Manage recruiting Enter a requisition and any vacancies Enter a recruitment activity Quick entry of personal and application information Mass Update of Applicants Request a mailmerge file or a standard letter Career Management Define general methods of measuring competencies Define competencies Group competencies into types Define requirements for enterprise organizations jobs and positions Define name and location of training establishments Define categorize and rank qualifications Select competencies and rating scale for an assessment Select questionnaire and rating scale for an appraisal Enter work structures Enter locations Enter organizational information Enter information for an organization Structure organizations into hierarchies Enter job related information Enter job names Payroll MENU ENTRY Path Name Career Path Position Description Hierarchy Mass Move Grade Descriptio
328. enta imal Papir Wirm Baralis Pawara QuickPay enables you to carry out payroll processing for individual employees You can use QuickPay to pay employees who are leaving and who require payment by cash or cheque If an employee asks you what his or her net pay will be this month you can run QuickPay to find the answer then roll it back to remove all results from the database You navigate to the QuickPay window from an employee assignment gt To define and execute a QuickPay run for an employee assignment 1 Set your effective date to the date for which you want to make the QuickPay payment The Payroll Period displays for the date selected and the Date Paid and Date Earned for this period also display Date Paid is the regular payment date which under UK legislation is the last day of each payroll period You can update the Date Paid field but only to another period s regular payment date Note If you select an effective date for which there is no valid payroll period all three fields remain blank You cannot select an effective date earlier than the start date of the parent record the employee assignment 2 Select a consolidation set The default is the consolidation set for the assignment s payroll Note The Number field remains blank and the status field remains set to Unprocessed until the QuickPay run process is completed The Payroll Run and Other Processes 17 61 3 Enter a pay advice date and
329. ents If there are standard links for the element it will also prevent users hiring people who are eligible for the element Process in Run Check this if you want the element to process in payroll runs Indirect Results Check this if you want the element only to accept entries from indirect formula results Leave the check box unchecked if you want to accept entries both from indirect formula results and from manual entries in the Element Entries window Adjustment Only Check this to use the element only for creating balance adjustments Third Party Payments Check this to use the element only for creating third party payments Oracle Payroll UK User s Guide Currency gt Qualifying Conditions gt If you want to determine the order in which the element processes within its classification range you can overwrite the default priority number in the Priority field Lower numbers process before higher ones If the order of processing within the element classification is not important you can accept the default priority number which is the midpoint of the range To determine how often an element should be processed select a skip rule in the Skip Rule field The default currency for element entry values in payroll processing is the base currency defined for the Business Group You can select a different currency for the element if required To select currencies for element entries and processing 1 If you want to
330. ents will be made in the pay period they are earned according to the normal payment method for the assignment 5 Save the entries you have made The Advance region now displays the period for which the Advance Payment element is entered for the assignment For arrears payrolls this is one period later than the event period For other payrolls this period is the same as the event period After the Advance Pay Process Runs The following additional information displays when the Advance Pay process successfully completes e The Processed check box appears checked e The amount of the advance is displayed The amount outstanding remains at zero until the first payroll run of the advance pay period completes This information is datetracked and by moving down with your cursor you can see any future events To see historical information you must change the effective date e Ifthe Defer check box is checked the Deferred Payments region shows the period for which payments to the assignment are deferred This information is also datetracked and you can see current and future information as above The Payroll Run and Other Processes 17 45 Setting Up Advance Pay for Batch Assignments i Parameters OF x 5 a Payroll Advance Start Period Advance End Period Defer Payment No Assignment set Effective Advance Period MIX Transfer No Header Name 4 Clear Cancel You set up Advance Pay fo
331. er Priority AEOs For these the attachable earnings are reduced by the protected earnings and if the remainder is sufficient the full deduction is taken If not the remainder is deducted and the shortfall is added to an arrears balance for recovery in subsequent runs if possible If there are insufficient attachable earnings to cover the protected earnings then the shortfall is added to an arrears balance In addition the full deduction amount is added to an arrears balance Both will be recovered in subsequent runs if possible Example An employee whose net earnings are 190 per week incurs a debt of 180 The Court sets protected earnings at 130 and orders the debt to be paid at the rate of 20 per week for nine weeks In the second week the employee s net earnings drop to 100 This is 30 less than his protected earnings entitlement and the employer makes no deduction from the employee s pay Instead the employer sets the employee s Protected Salary Arrears balance to 30 and his Deductions Arrears balance to 20 In the third week the employee s net earnings return to 190 His protected salary is now 160 130 30 and he owes 40 deductions The employer deducts 30 the maximum possible for the period Oracle Payroll UK User s Guide resets the Deductions Arrears balance to 10 and the Protected Salary Arrears balance to zero The employee s earnings remain at 190 in the fourth week
332. er a sequence number to determine the order in which the navigation options appear as buttons from left to right along the base of the window or as options in a navigation list 7 Select the Button check box for the navigation options that should appear as buttons There is a limit on the number of buttons that can appear on each form This number varies from form to form The other options are displayed in a navigation list when the user chooses a button labelled Others Or if there is only one other option this form displays when the user chooses a button labelled Next 8 There is a default label that appears on buttons or in the navigation list for every form You can override this with your own label 19 16 Oracle Payroll UK User s Guide See Also If the label in the Define Taskflow window appears blue this is the default value It is a dynamic default if the seeded value changes for example as the result of an upgrade the label will be updated automatically in all task flows where it has not been overridden If the label appears black the default value has been overridden To re inherit the default label clear the field 9 To define an access key or keyboard shortcut for a navigation option precede the appropriate letter in the label with an ampersand amp For example to use ALT P in the Microsoft Windows environment as the access key for the Picture window enter the label amp Picture Note Do
333. erse Run Or 1 Choose People gt Fastpath gt Reverse Payroll Run in the Navigator 2 Inthe resulting Find window query the person Rows 1 Choose Other Definitions gt Table Structure in the Navigator Default Menus A 37 A 38 2 Enter or query a table 3 Choose the Rows button Run QuickPaint Report m Choose Processes and Reports gt Run a QuickPaint Report in the Navigator Salary Administration Do one of the following 1 Choose People gt Enter and Maintain in the Navigator 2 Enter or query an employee 3 Choose the Assignment button 4 Choose the Salary button 1 Choose People gt Fastpath gt Salary Administration in the Navigator 2 Inthe resulting Find window query the person Salary Basis m Choose Work Structures gt Salary Basis in the Navigator Salary History Do one of the following 1 Choose View gt Histories gt Salary in the Navigator 2 Runa query in the Assignments Folder window 3 Select an employee assignment and choose the Salary History button Or 1 Choose People gt Fastpath gt Salary History in the Navigator 2 Inthe resulting Find window query the person Salary Management Folder m Choose People gt Salary Management in the Navigator Scale Rate m Choose Work Structures gt Grade gt Point Values in the Navigator Oracle Payroll UK User s Guide Schedules SSP SMP only 1 Choose SSP SMP gt S
334. ery Advance Pay elements in the Element Entries window but you cannot make entries for them 3 Itis possible to delete Advance Pay entries in the Element Entries window but if you do this a message displays stating that your action may invalidate Advance Pay processing for the assignment 4 Ifan employee is paid an advance but leaves before the end of the advance pay period you must delete some of the entries for the Advance Pay elements in order to terminate the employee In this case you would have to check the outstanding balance and use your own pay element if necessary to make a recovery 17 38 Oracle Payroll UK User s Guide Creating Entries for Advance Pay Elements Advance Pay creates two sets of element entries for both individual assignments and batch assignments as follows e Advance Period An entry for this element is placed in the pay period in which the advance is paid The input values show the start and end dates of the advance pay period e Advance Indicator Entries of this element are placed in each payroll period of the advance pay period The input values Advance and Defer each hold Yes or No Set Up Examples Table 17 3 shows examples of how the Advance Pay elements are placed in an arrears and non arrears payroll when the employee is paid an advance for one period In both examples the payment date for the advance is 12 APR 1997 Pay Element Name Advance Period Advance Indicator No
335. ery the employee assignment and choose the Tax Information button Change your effective date if required Note The Statutory Details window is now datetracked Select the NI category for the employee In the Certificate field select the method of authentication for the employee s category if applicable Where applicable enter the renewal date for the certificate Select the employee s pension type Oracle Payroll validates the type you select as different rates of National Insurance apply to different types Select a process type for the category of employee Oracle Payroll automatically performs the correct NI calculation for whatever process type you select There are eleven choices as follows Deceased When making the final payment to a deceased employee no NI contributions are due Director For an employee who is also a Director or Office Holder NIC must be calculated on an annual frequency irrespective of the frequency of the payroll the Director is assigned to Director Pro Rate If the employee is appointed a Director partway through the year the calculation frequency is based on the annual bands prorated by the remaining weeks in the year However if the Director resigns partway through the year the annual frequency remains Irregular Periods If the employee works for more than seven days in a frequency that does not fall into one of the basic tax frequencies NIC is calculated on a daily basis Left Irr
336. es address styles B 9 in key flexfields B 10 Court orders AEOs 16 3 community charge 16 5 council tax 16 5 deduction from earnings 16 6 elements and balances 16 9 to 16 11 entering 16 11 to 16 20 legislation 16 2 priority and non priority 16 4 processing priority 16 8 viewing 16 19 Currencies enabling 22 7 of element entries 12 25 Current and Projected Progression Point Values Report 4 19 Customizing Element Entries window 12 39 List People by Special Information window 9 26 menu structures 19 18 to 19 20 People Folder window 9 3 People window 9 4 QuickPaint Report window 18 14 Special Information window 9 24 Table Values window 20 13 windows 19 2 19 3to 19 9 D Database items from element input values 12 28 in QuickPaint reports 18 11 list of dynamic items C 19 list of static items C 2 DateTrack 1 11 1 13 to 1 21 changing datetracked information 1 16 to 1 17 Date Security user profile option 1 13 deleting datetracked information 1 18 Reminder user profile option 1 14 DateTrack History 1 15 DateTrack Date Security 22 6 DateTrack Reminder 22 6 Define Rate form modes 19 22 Dependents 9 13 Descriptive flexfields creating database items B 6 defining segments of 19 2to 19 4 explained 19 2 B 5 for address styles B 9 list of user definable B 6 to B 9 prot
337. esenting an absence Prerequisites LI Define and link the element for the absence type See Defining and Linking an Absence Element page 10 9 Q Define categories of absence types as values for the QuickCode Type ABSENCE_CATEGORY and define your absence reasons as values for the QuickCode Type ABSENCE_REASON You can select the same reason for different absence types See Adding QuickCode Values page 20 3 E Absence Attendance Type OY x Name Dates From 27 MAR 1997 To Category m Associated Element Name Input Value Units Balane Hours C Increasing Days C Decreasing None None E Reasons Name p gt To define an absence type 1 Enter a name and category for the absence type y Suggestion Give the absence type and its associated element Y the same name or coordinate the type name with its element name For example name the absence type for a PTO accrual plan Salaried Sick PTO Plan and its associated element Salaried Sick PTO Absence Absence Management 10 11 10 12 In the Associated Element region select the element defined for this absence type The name of the element s input value that holds the time taken or time remaining for this absence type appears in the Input Value field and the unit of measure for the input value appears in the Units region In the Balance region select Increasing for each entry to the absence element s input v
338. essages 000 e eee eee 17 58 Viewing Employee Pay Details 00005 17 58 Viewing Employee Run Result History 17 59 Reports on Payroll Processes nunannna annaran 17 60 Running QuickPay eean e a E E E E eee 17 61 Running Post Run Processes for QuickPay 17 63 Entering External Manual Payment Details 17 64 Reports and Inquiries 0 cece cece ence eee ene eee 18 1 Overview of Inquiry and Reporting Tools 18 2 Inquiry Windows and Folders 0066 e cece eee 18 3 Predefined and User Defined Reports 20065 18 5 DENTE A BE T ai PEE te a E TEONE 18 9 xii Oracle Payroll UK User s Guide Chapter 19 Chapter 20 Chapter 21 Chapter 22 Defining QuickPaint Reports 600 e cece cee 18 10 Running QuickPaint Reports 6 00 err rnrn 18 13 Creating an Assignment Set n nanas nsanra rrena 18 15 Custom Reports Ao aeia E R E A E 18 19 Customizing Windows and Menus 000008 19 1 Adding New Fields to Windows 000 006 e cence 19 2 Restricting the Data Displayed ina Window 19 3 Types of Data Restrictions asas ssassn rnrn 19 5 Defining an Element or Distribution Set 19 6 Defining Customized Forms 00000 raen 19 8 Linking Windows in Task Flows 0 000 e cece e eens 19 10 Windows You Can Use in
339. esses and Reports gt Run a QuickPaint Report in the Navigator 2 Query a report that has been run 3 Choose the View Report button QuickPay Oracle Payroll only Do one of the following 1 Choose People gt Enter and Maintain in the Navigator 2 Enter or query an employee 3 Choose the Assignment button 4 Choose the Others button and select QuickPay Or 1 Choose People gt Fastpath gt QuickPay in the Navigator Oracle Payroll UK User s Guide 2 Inthe resulting Find window query the person Rating Scales m Choose Career Management gt Rating Scales in the Navigator Recruiting For 1 Choose Recruitment gt Recruitment Activity in the Navigator 2 Enter or query a recruitment activity 3 Choose the Recruiting For button Recruitment Activity Choose Recruitment gt Recruitment Activity in the Navigator Request Letter m Choose Recruitment gt Request Recruitment Letter in the Navigator Request Set m Choose Security gt Report Sets in the Navigator Requisition and Vacancy Choose Recruitment gt Requisition and Vacancy in the Navigator RetroPay Set Oracle Payroll only Choose Payroll gt RetroPay Set in the Navigator Reverse Payroll Run Oracle Payroll only Do one of the following 1 Choose People gt Enter and Maintain in the Navigator 2 Enter or query an employee 3 Choose the Assignment button 4 Choose the Others button and select Rev
340. esses besides the payroll run Table 17 1 summarizes the rules applying to retries and rollbacks of these other processes Process Type PP Retry PP Rollback AP Retry AP Rollback No es No Balance Adjustment Yes Pre Payments Yi Yes Yes Ext Manual Payments BACS Yes Cheque Writer Yes Cash Yes Costing Yes Transfer to GL Yes Table 17 1 Retries and Rollbacks of Other Processes PP Payroll Process AP Assignment Process 17 16 Oracle Payroll UK User s Guide Post Run Processes The payroll run is the central payroll process When a payroll run has successfully completed you run further processes to produce actual payments and generate costing information These post run processes include e Preparing the distribution of net pay in accordance with the employee s personal payment methods the Pre payments process e Printing and distributing pay advices e Producing and transmitting BACS data e Printing and signing cheques e Ordering money from the bank and setting up pay packets e Producing costing information e Making payments to third parties e Transferring payroll costs to the general ledger Post Run Processes See Also End of Year Process page 15 10 Start of Year Process page 15 6 Consolidation Sets Consolidation sets are the means by which you label payroll runs for further processing This enables you to process the results f
341. essing date the date you specify appears on the BACS header and is the effective date of the BACS process e the date you issue pay advices this date appears on your pay advices the cut off date for entries to the current payroll period this is informational Oracle Payroll UK User s Guide 10 These offsets are the defaults for the calendar You can manually make date changes in the calendar for example when an offset date falls on a weekend or holiday by choosing the Period Dates button Select a default payment method for employees who have no valid personal payment method You cannot select a method using magnetic tape because this requires information about employees bank accounts Select a default consolidation set for this payroll One consolidation set is created automatically when you define your Business Group Oracle Payroll users can create other consolidation sets for payroll processing In the Costing region you can enter information about the set of books and suspense account holding costing information for this payroll The information you enter here depends on the setup of your Cost Allocation key flexfield See Setting Up the Cost Allocation Key Flexfield page 6 3 Check the Arrears Payroll checkbox if you want to use Advance Pay for an arrears payroll You do not need to check the box just to run an arrears payroll See Advance Pay Process Oracle Payroll UK User s Guide Check the Negativ
342. et Here you can manipulate the data to create new salary proposals or to modify existing proposals You can then upload your revised salary information to the database If your responsibility permits you can approve all or selected proposals in the folder Manipulating Salary Information in a Spreadsheet You can use a spreadsheet application to enter or update salary proposals for groups of employees The changes you make in the spreadsheet are checked when you upload them to the database To minimize errors follow these rules Do not enter components for a first salary for example for a new hire Enter a proposed amount and change date only e Enter changes for the full salary or for components but not for both If you enter components make sure you enter a value Y or N in the Approved field for each component Salary Administration and Budgeting 14 13 Do not alter a Change Date that was downloaded from the database e Do not enter information in the grey fields except for Change Date Note that the Change Amount is given precedence over the Change Percentage If you enter inconsistent values the upload process records the new change amount and adjusts the percentage to match If you want to record a percentage change clear the amount field If you want to delete a component clear both the change amount and percentage fields for that component gt To manipulate salary proposals in a spreadsheet
343. etrieve your audit data for reporting 5 Run the Audit Trail Update Datetracked Tables process You do this in the Submit Requests window for an HRMS responsibility For each datetracked table this process e creates an index on the shadow table e creates the function lt tablesname gt _TT and the procedure lt tablename gt _VP which extracts information from the shadow table when you run the predefined audit report ISF Attention You must rerun these processes any time you update any of your audit definitions You can disable the auditing of an audit group at any time by selecting a Disable state in the Audit Groups window y Suggestion If you are planning high volume transactions on Y an audited table such as loading a batch of information from another system consider disabling auditing for the table s audit group This will enable the batch loading to complete more quickly Before you restart auditing you should archive your audit data according to your business needs and purge the shadow tables You purge the tables by setting the audit group to Disable Purge Table and running the Audit Trail Update Tables report To restart auditing you set the audit group to Enable Requested and rerun the Audit Trail Update Tables process and the Audit Trail Update Datetracked Tables process Setting Up Release 10 AuditTrail Oracle Applications System Administrator s Guide Disabling AuditTrail and Archiving Audit Data Oracl
344. eview appears automatically You can change this date 8 Save your proposal Approving a Salary Change 14 12 A salary proposal does not go into effect until it receives approval If you have recorded multiple components of a salary proposal you can approve each component independently However none of them goes into effect until you approve the overall proposal When you approve a salary Oracle HRMS creates or updates a salary element entry for the assignment You can view this entry in the Element Entries window but you cannot change it there Note You may not be able to approve salaries This is controlled by a menu function set up by your system administrator To approve a salary change m Query the proposal check the Approved box and save If some individual components were not already approved you are warned and they are automatically approved if you continue Oracle Human Resources UK User s Guide Using the Salary Management Folder Using the Salary Management Folder you can select sets of assignments for which you want to enter or approve salary proposals For each assignment the folder can display the current approved salary and proposed new salary including up to ten salary components GEtaley Marsqenent a jar Ful Maree Asayama Murebe Salery Basis Aaprowed Duta Using Application Data Export ADE you can download this information from the folder to a spreadshe
345. example Payroll A will display Complete and Payroll B Incomplete If you do not select a payroll the system returns both payrolls when you choose Find and the Status field also displays Incomplete See Also Correcting Run Results Retries page 17 10 Removing Runs Rollbacks page 17 14 17 54 Oracle Payroll UK User s Guide Viewing Assignment Process Results Pull Sore 7 Amugnmend Purba Cume Brag ita oe Ct T Ma aj Frari Ta oO Retry Bute Pernod You can view assignment process results either in the Employee Assignment Processes window or in the Assignment Processes window You can mark for retry or roll back these processes from either window The difference between the windows is in what they select The Employee Assignment Processes window displays assignment processes for a particular assignment while the Assignment Processes window displays assignment processes for a particular payroll process Viewing Assignment Process Results for an Assignment You view these results in the Employee Assignment Processes window p gt To view assignment process results for an assignment 1 Select the employee s name or assignment number The employee s payroll displays automatically If the employee has an assignment to more than one payroll select the one you want 2 Select the period dates of the payroll you want to view results for If you leave the Period To field blank the end date in the Period From f
346. f employee you cannot use the Person Type directly However you can use Person Type in a formula to validate the values entered for an employee w Suggestion If you want to define rules of eligibility for a Also consider whether you can meet your needs using the assignment status and employment category to control eligibility for compensation and benefits See Components of the Assignment page 11 5 Oracle Human Resources UK User s Guide Assignment Statuses You use assignment statuses to track temporary or permanent departures of employees from your enterprise Temporary departures include paid or unpaid leaves of absence that you may allow employees to take for a number of reasons Examples may include absences caused by industrial action or jury service Primary Statuses There are four system statuses for employee assignments e Active Assignment used to show that the employee is working in accordance with his or her usual conditions of employment e Suspend Assignment used to show that the employee is on leave of absence but remains an employee of your enterprise e Terminate Assignment used to show that your enterprise no longer employs the person in that assignment It can still be possible to make payments through Oracle Payroll for assignments at this status e End meaning that all payroll processing for the assignment is complete and the assignment has become a historical record This status is not r
347. f the People window so that you use each version for certain person types only or for certain functions only entering employees entering applicants or hiring applicants 9 4 Oracle Payroll UK User s Guide Entering New People Use the People window to enter and maintain basic personal information for all person types including employees The minimum information to enter for all categories of people is name and type In addition for employees you must enter gender employee number and date of birth for assignment to a payroll All other personal information is optional To enter a new person 1 2s If the Find Person window opens choose New Set your effective date to the appropriate date for adding the person to the system If you are entering an employee this should be his or her hire date Enter the person s name and other details in the Name region Only the last name is required e You can use the Title field to enter a title such as Mrs or Doctor for the person e You can use the Prefix field to enter the first part of the person s name such as Van or De This field allows you to sort by the main part of the last name Zee instead of van der Zee if you choose to do so e You can use the Suffix field to hold part of the last name such as Junior or II This enables the suffix to be reported on separately as required in some government mandated reports Select a type If you select Employee the
348. facility and which users have access to the Element Entries window You can create customized versions of the Element Entries window A customized version might restrict the elements a user can enter This enhances speed usability and security for specific data entry scenarios For example one version could be restricted to the element name Timesheet and accessed from a menu entry labelled Timesheet Entries Element entry can be restricted by e Element Set that is a group of elements that you define e Element Type that is recurring or nonrecurring e Element Classification such as Earnings or Direct Payment Restricting the Data Displayed in a Window page 20 3 Elements Building Blocks for Pay and Benefits 12 39 Tracking Compensation and Benefit Changes Maintaining Elements Maintaining Links It is inevitable that your business rules for compensation and benefits will change over time Element definitions link definitions and element entries are all datetracked This lets you track the changes to your compensation and benefit policies without losing any of your historical employee information The history of your definitions remains in place for validation and reporting and for future calculations of back pay After you have defined and used an element you can make the following changes e Change a required input value to be not required e Alter the sequence in which input values appear in th
349. fault method for his or her payroll You can also define payment methods for third party payments such as court ordered wage attachments Third party payments are always made by check so methods for these payments must have the type Check Define payment methods for the enterprise in the Organizational Payment Method window EE lipases Pamard Method Parme Currency l M Thr Party Papeent Somin Haak Ciut Baik Dotita Typi Fusher inferrratian l E Disce orien Pam 27 MSa eT ta gt To define a payment method 1 Set your effective date to the date you want to begin using the payment method Payrolls and Other Employee Groups 5 3 See Also Enter a name for the payment method and select its type You can create as many payment methods for each type as you require For example if you have different source bank accounts for different payrolls you must create separate payment methods The base currency for the Business Group appears For some payment methods you can select another currency Select the Third Party Payment check box if this method is for making payments to third parties for example for employee benefits or court ordered deductions Enter the Bank Details field to open the Bank Details window Enter information about the account from which payments are coming Enter further details for BACS Tape in the Further Information descriptive flexfield BACS User Number is requ
350. fferent rules governing their accrual starts so you may need start rules other than the three provided You can either modify the existing rules or add new ones For plans with this rule participants accruals begin from the first full period following their hire date For example if the hire date of a participant on a semi monthly payroll falls on the first day of either the first or second period in the month PTO accrual starts as of that date If the hire date falls sometime after the first of the month but before the end of the first period accruals start in the second period of the month If the hire date falls after the first day of the second period but before its end accruals start with the first period in the next month Start Rule Beginning of Calendar Year Period of Ineligibility With this start rule participants accruals begin from the start of the year following the year in which they are hired This means that a participant with a hire date of 2 January 1996 and another with a hire date of 31 December 1996 both start to accrue time as of 1 January 1997 Notice that the amount of PTO each accrues may not be the same as accrual amounts often depend on employees length of service Plans with the start rule Hire Date or Beginning of Year can require participants to work for a period of time perhaps three or six months Absence Management 10 19 before they are eligible to accrue PTO If plan participants in
351. for the pay scale and the values corresponding to the selected progression point Incrementing Grade Step Placements 4 18 You can increment grade step placements manually using the Grade Step Placement window or automatically by running the Increment Progression Points process gt Torun the Increment Progression Points process Navigate to the Submit Requests window In the Name field select Increment Progression Points Enter the Parameters field to open the Parameters window Enter the name of the pay scale Enter the date on which the increment becomes effective Oy SOP Bs TINE Ea You can also enter values for some or all of the segments of your People Group Flexfield This restricts the assignments incremented by the process to those in the group matching the values you enter ISF Attention An assignment s grade step placement is incremented automatically only if e itis still below the ceiling point and e the automatic increment check box on the Grade Step Placement window is checked for the assignment and e there are no future changes or deletions to the assignment s grade step placement or to the assignment itself or to the grade scale for the assignment s grade or to the new grade step for the assignment Oracle HRMS supplies two predefined reports to help you predict and check the results of the Increment Progression Points process Oracle Payroll UK User s Guide Current and Proj
352. for the person 2 In the Details block click in the Detail field to open a window for entering information of this type 3 Choose the OK button when you have completed your entries then save your work See Also Skills Matching Report Oracle Human Resources UK User s Guide Personal Information 9 25 Listing People by Special Information 9 26 To view a list of people who match a particular profile for one Special Information Type use the List People By Special Information window Note The system administrator can create customized versions of the List People By Special Information window so that you use each version for one information type only For example one version could be called List People By Technical Skills List People By Special Information of x Special Information Type Find Details a a Name Employee Numb Applicant Nurr To list people by special information 1 Select a Special Information Type 2 Click in the Details field A window opens prompting you for the details you have defined for this information type 3 Enter values in the fields against which you want to match people then choose OK If you leave a field blank it is not used in the matching process 4 Choose the Find button Oracle Payroll UK User s Guide Employees and applicants who match your selection criteria are listed in the folder in the lower part of the window You can enter a query
353. formation For example End may mean that further pay processing cannot occur for the assignment while Terminate may mean that further processing can occur Alternatively these sites can simply use the status End At sites using Oracle Payroll the choice of End or Terminate controls the ability to include the assignment in a payroll run after the date the assignment ends as explained in the procedure below To end one of many assignments 1 Set your effective date to the actual termination date for the assignment 2 Update the assignment status to End or Terminate Process Assignment or the equivalent user status on your system e Use Terminate Process Assignment with a Payroll system status of Process if further pay processing of the assignment is required after the date the assignment ends This leaves the assignment s final processing date open so that further processing can occur e Use End with a Payroll system status of Do Not Process if all pay processing for the assignment is finished This makes your effective date the assignment s final processing date after which no further processing for the assignment can occur Note The End status is not recorded on the assignment it causes the assignment to end as of the effective date of entry of this status e To temporarily prevent pay processing for this assignment use the status Terminate Assignment with a Payroll system status of Do Not Process When no further
354. frequency for the assignment ASG_PER_STATUS_DP Personal status for the assignment as of Date Paid ASG_POSITION The employee s position ASG_POS_DATE_FROM The date from which this assignment position information is effective ASG_POS_DATE_TO The date to which this assignment position information is effective ASG_POS_END_TIME The standard end time for the assignment position ASG_POS_FREQ The frequency for which the assignment position s hours is measured ASG_POS_HOURS The standard number of working hours for the position ASG_POS_PROB_PERIOD The probation period for the assignment position Table C 2 C 4 Oracle Payroll UK User s Guide Database item Description ASG_POS_START_TIME The standard start time for the assignment position ASG_PRIMARY Whether this is the employee s primary assignment yes no ASG_PROB_END_DATE The probation period end date ASG_PROB_PERIOD The assignment s probation period ASG_PROB_UNITS The units of the assignment s probation period ASG_REC FULL_NAME The full name for the recruiter ASG_RELIEF The relief position if the current position holder is absent ASG_SALARY The current salary for an employee ASG_SALARY_BASIS The payment basis i e frequency for the assignment e g monthly ASG_SALARY_BASIS_ CODE The payment basis lookup code for the assignment ASG_SALARY_ELEMENT The display element name ASG_SALARY_ELEMENT_VALUE_NAME The display
355. from Earnings Council Tax Administration and Council Tax Attachment of Earnings Enforcement Regulations 1992 Table 16 1 Principal Court Order Legislation Court order legislation is complex Full details for administering the system are set out in the Employers Handbook on Attachment Orders available on request from the Lord Chancellor s Department Debt and Enforcement Branch 105 Victoria Street London SW1E 6QT 16 2 Oracle Payroll UK User s Guide Attachment of Earnings Orders The procedure for administering an AEO applies broadly to the other categories of court orders The following terms are used in the order e Attachable earnings This is the part of the employee s earnings to which an attachment order applies e Protected earnings These are the earnings the employee must be left to live on after all deductions including the earnings attachment deductions have been made e Normal deduction This is the amount that is normally deducted from the employee each pay period under the terms of the order Attachable earnings include e salary overtime and bonuses e SSP and pensions less PAYE e National Insurance and pension scheme contributions including AVCs Non attachable earnings include the following e SMP e refunds of expenses e pay advances e sums paid by government departments in Northern Ireland or foreign countries e pay or allowances paid to the employee as a member of Her Majesty
356. g e Period The period the payroll process was for This field remains blank if no payroll was selected in the previous zone and the process is unrestricted e Name The payroll process name is a composite of its major identifying details These vary with the payroll process type as shown in Table 17 5 The Payroll Run and Other Processes 17 53 Payroll Process Details Run Number Employee Set Element Set Costing Consolidation Set Pre payments Consolidation Set Magnetic Transfer Consolidation Set Transfer to General Ledger Consolidation Set Cash Consolidation Set QuickPay Pre payments Run Number Employee Name Purge None Non Tracked Process None QuickPay Run Number Employee Name External Manual Payment Employee Name Reversal Employee Name Balance Adjustment Employee Name Element Type Table 17 5 Payroll Process Name Details e Payroll This remains blank if the payroll process is unrestricted e Status There are four process status categories Incomplete Complete Error Processing A status displays for both restricted and unrestricted payroll processes When you specify a particular payroll only the assignment processes associated with that payroll affect the status displayed in this field even for unrestricted payroll processes For example Payroll A has fifteen completed Costing processes while Payroll B has nineteen complete and one incomplete In this
357. g a Batch From the BEE Tables 12 57 Rolling Back a MIX Process 6 6 66 c cece eens 12 57 Inquiring on Compensation and Benefit Entries 12 59 Listing Employees by Element 0000000 12 60 Viewing Element Entry History 00000 12 61 Element Result Listing 06 6 c cece eee 12 61 Controlling Balance Information 0c cece eee ees 13 1 Balances in Oracle Payroll 2 0 0 6 cece nee ee 13 2 Viewing and Creating Balance Feeds 44 13 2 Balance Dimensions 0006 c eee eee eens 13 5 Create Balance Dimension Process 000005 13 7 Defining User Balances 6 006 c cee ene 13 8 Making Balance Adjustments 0000 nanna 13 11 Adjusting a Balance 0 2 coe 13 11 Uploading Initial Balances nan anunua uaa rann 13 13 Contents ix Chapter 14 Chapter 15 Salary Administration and Budgeting 005 14 1 Salary Administration and Performance Reviews 14 2 Reviewing Current Salaries 60 600 c cece eee 14 3 Setting Up Salary Administration 00005 14 4 Defining and Linking a Salary Element 14 5 Defining Salary Bases nan ananuna naaraan 14 6 Changing Salary Components 0000 e eens 14 8 Entering Salaries and Salary Changes 54 14 9 Using the Salary Administration Window 14
358. ganization gt Description in the Navigator 2 Enter or query a Business Group 3 Choose the Others button and select Tax Details References Update Payroll Run Oracle Payroll only Choose Payroll gt Update Payroll Run in the Navigator Valid Grades 1 Choose Work Structures in the Navigator 2 Choose either Job gt Description or Position gt Description 3 Enter or query a job or position 4 Choose the Valid Grades button Valid Payment Methods 1 Choose Payroll gt Description in the Navigator 2 Enter or query a payroll 3 Choose the Valid Payment Methods button View Absence History Choose View gt Histories gt Absence in the Navigator Default Menus A 41 A 42 View Element Entry History for Employee 1 Choose View gt Histories gt Entries in the Navigator 2 Runa query in the Assignments Folder window 3 Select an employee assignment and choose the Entry History button View Employee Grade Comparatio m Choose View gt Grade Comparatio in the Navigator View Run Messages Oracle Payroll only m Choose View gt System Messages in the Navigator View Vacancies m Choose View gt Vacancies in the Navigator Work Choices Job or Position 1 Choose Work Structures gt Job or Position gt Description in the Navigator 2 Enter or query a job or position 3 Choose the Work Choices button Work Choices Person 1 Choose People gt Enter and Main
359. gularly changing reporting and management lines This fluidity provides the flexibility required to compete in rapidly changing markets Organizations can be formed or transformed at short notice as different projects or management groups are formed Employees can be assigned and reassigned to these organizations also at short notice although they normally retain their basic role or job Representing Organizations and Jobs 7 2 In both of the examples given you need the ability to define and change organization structures easily and quickly You also must be able to move employees between organizations while keeping the same job For both of these reasons you would probably use organizations and jobs to show how people are assigned and managed Oracle Payroll UK User s Guide Figure 7 1 Project based assignments Organization Structures Jobs are independent of organizations In the Assignment window you can change the assignment organization or job independently Organization assim Employee Typically you would not define Positions to show this type of working Positions require additional definition and maintenance and do not reflect the sort of flexible working environment found in this type of enterprise Working with organizations and jobs as the basis of the employee assignment you can also consider how you would reflect the assignment of the employee to individual projects There are a number of
360. h a payroll system status of Process You can define your own assignment statuses and associate with each a payroll system status of Process or Do Not Process Using formulas you can vary the processing performed for each status associated with Process For each element you can either associate a different formula with each assignment status or you can use the same formula but associate different results with each status Formula results include direct run results messages and updates to other element entries for the assignment A further way to control the processing of an assignment is to associate a skip rule formula with an element The skip rule formula defines when the run should process the element and when it should skip it The formula can check balances other element entries for the assignment the assignment status or any other information held as a database item to determine whether the element should be processed See Also Assignment Statuses page 8 5 Associating Processing Rules with Elements page 12 12 Writing Formulas for Element Skip Rules Oracle FastFormula User s Guide 12 20 Oracle Payroll UK User s Guide Setting Up Compensation and Benefits for Payroll Processing Figure 12 3 Element Definition Elements aoa classification Define processing rules input values validation eligible groups costing validation of input values automatic or manual
361. h elements 1 Set your effective date as you require 2 Select the element for which you want to enter a processing rule and formula results Oracle Payroll UK User s Guide The element s description and classification automatically display Select the standard processing rule and formula for the element Note If you select a formula with inputs that do not match the element you will receive a warning message but you can still save your rule as you are able to update the formula any time before running the payroll If you want the processing of this element to vary by assignment status select assignment statuses and formulas in the Processing Rules block Save your entries For each processing rule select one or more formula result names from the list of results specified when the formula was written Select the formula result type appropriate for the result you have specified There are five possible types Direct result This is the element s run result There can be only one direct result per formula Indirect result This result passes as an element entry to the nonrecurring element you name in Step 8 A formula can have any number of indirect results Each nonrecurring element must have a processing priority causing it to process after the element whose formula produces the result Message These are messages the formula issues under certain conditions For example a formula can check a loan repayment balance
362. h positions 3 2 defining 3 8 entering valid grades 3 15 evaluating 3 13 in project based enterprises 7 4 representing jobs and positions 3 2 to 3 7 skill requirements of 3 16 work choices 3 17 K Key flexfields 1 19 Bank Details B 11 Index 6 Oracle Payroll UK User s Guide Cost Allocation 6 3 creating database items B 4 for country specific information B 10 to B 12 Grade Name 4 2 Job Name 3 5 People Group 5 10 Personal Analysis 8 10 Position Name 3 5 protected B 10 setting up B 3 Soft Coded Legislation B 11 uses of B 2 L Legislation Code 2 15 Length of service bands for PTO accrual plans 10 21 setup of 10 25 to 10 26 Links defining 12 35 to 12 38 maintaining 12 40 reporting on 12 38 standard 12 18 12 25 using 12 16 to 12 19 LISTGEN 23 15 Location entering for an office 9 7 Locations 2 2 to 2 3 assigning an employee to 11 8 Lookups 12 29 20 2 M Mail location information entry of 9 6 Mailstop entry of 9 6 9 8 Manager level assignments 11 25 Managing change 1 11 Manual payments recording details 17 64 Marital Status information entry of 9 6 Mass Information Exchange MIX 12 50 Mass Move 3 26 deleting 3 37 describing 3 28 executing 3 35 making decisions for 3 27 managing your collection of 3 37 preparing for 3 27 to 3 29
363. hanging Net Accrual Calculations page 10 26 10 22 Oracle Payroll UK User s Guide Accrual Plan Setup Steps gt To set up a PTO accrual plans 1 Define and link an element for the plan s absence type See Defining and Linking an Absence Element page 10 9 If you expect to record accrued time taken under the plan using the Absence Detail window define an absence type for the plan associating its absence element with this type See Defining an Absence Type page 10 11 Define the accrual plan See Defining a PTO Accrual Plan page 10 23 Set up length of service bands for the plan See Setting Up Length of Service Bands page 10 25 Defining a PTO Accrual Plan Use the Accrual Plan window to define an accrual plan Prerequisite L Before setting up the plan set up a way to track absences taken under the plan To do this you define and link an element for recording accrued time taken under this plan and optionally associate this element with absence type information See Absence Management Setup Steps page 10 8 Absence Management 10 23 10 24 E Accrual Plans ioj x Plan Name Accrual Category Accrual Start Accrual Units Absence Information Name Units Period of Ineligibility Length Et Accrual Bands Net Calculation Rules To define a PTO accrual plan 1 Enter the plan name and select an accrual category of either Sick or Vacation for it
364. hat have been processed You run this report in the Submit Requests window To run the Advance Pay Listing 1 Inthe Name field select Advance Pay Then enter the parameters field to open the Parameters window 2 Inthe Summary Version field select No for the full version of the listing or Yes for the summary version only 3 Enter a date range for the period in which you want to see information 4 You can restrict the information to a particular payroll by entering the payroll name If you leave the Payroll field blank the report shows information for the whole Business Group 5 Choose the Submit button Running the Advance Pay Process For each selected assignment the Advance Pay process calculates the amount of the advance to be paid and creates a nonrecurring element The Payroll Run and Other Processes 17 49 entry for this This entry is processed as a post tax allowance by the standard payroll run in the payment period for the advance Note The process does not generate entries where the amount calculated is zero or negative Messages are generated for all assignments where this is the case You can view these in the Payroll Message Report You run the process from the Submit Requests window gt Torun the Advance Pay process 1 In the Name field select Advance Pay Then enter the parameters field to open the Parameters window Select the payroll for whose assignments you are running the process
365. he assignment process you want to retry and check the Retry box This marks the process for retry Run the Retry process in the Submit Requests window In the Parameters field select the assignment process you are retrying and the assignment set to which it belongs 17 56 Oracle Payroll UK User s Guide See Correcting Run Results Retries page 17 10 gt To Roll Back an Assignment Process m Select the assignment process and choose Edit Delete Record This deletes the process from the database and returns all values to their former state See Removing Runs Rollbacks page 17 14 Viewing Further Information about Assignment Processes You can view further information about assignment processes either in the Employee Assignment Processes window or in the Assignment Processes window m To see further information about an assignment process select the process and choose from the buttons at the bottom of the window Valid choices are enabled for each record you select e Message Displays any system messages relating to the assignment process e Run Results Displays run results for payroll runs and QuickPay runs e Balances Displays balance information for payroll runs and QuickPay runs e Payment Methods Displays payment method information for the Pre payments process Costing Displays details of the Costing process e Balance Adj Displays details of the Balance Adjustment process e Payment
366. he renamed file for differences Type we lt magnetic report file gt tmp lt renamed file gt PAYE and NIC 15 13 P45 Report Using the P45 Window 15 14 es URED Dalii m Grr iieb ne _ AIS i Part Aakearca Bark for Print TH it 635 4 H 7 TH tn Pay i F i Erginer Hruna lerno Partien L AIE Samra fripisk Ope Br Fin ammai Aajgemeai Im baml Ta Ei Go tery cine fe ba kai k P gt ami i eal te Hen Jaa Code ot basg daia Be iia Han ikia Er gpi sin rete bee rap Lag De ia Hah aS P a ek om La Sot nn bara rare z eee o i Tider Ta i Tar Caie i Combet PEN PEE TR Miio me rep Fama n i a ee Toisia to date 4 P Taid aa 7 Th mmi maim B Pem Pat caki iA mihi i Pari Bode aa Toia Saeiietes intoewnhyer Eom Misiri ramba y a n Peel jaiteh WE behi an Paii i pnpa 2E High Sieni In Oracle Payroll P45 forms are printed for all terminated employees through the P45 Report You run this standard report from the Submit Requests window To issue a P45 form for a leaver 1 Inthe Name field select the report name 2 Inthe Parameters field you can set two optional parameters e you can restrict the process by payroll e you can restrict the process by start and end date 3 Choose the Submit button If no parameters are set the report picks up every employee with a status of Terminate who has not yet had a P45 issued The process prints off the P45 information on continuou
367. he run results of each employee s last assignment process for input values you select You run the report in the Submit Requests window gt Torun the Element Result Listing 1 2 See Also 12 62 In the Name field select the report name In the Parameters window select the name of either the consolidation set or payroll for which you want to see information Select the element and date range for which you want to see information You can further restrict information you see by selecting an organization Select up to three input values for which you want to see run results of each employee s last assignment process These input values appear on the report in the order in which you select them Select additional sort parameters for assignment information if you require them The default is payroll which is always the first parameter You can also select from organization employee name and assignment number Choose the Submit button Viewing Employee Run Result History page 17 59 Oracle Payroll UK User s Guide CHAPTER Controlling Balance Information B alances play an important role in Oracle Payroll functions This chapter gives information on predefined balances in Oracle Payroll It also explains how you can create and adjust user balances and how you can control balance feeds and dimensions Controlling Balance Information 13 1 Balances in Oracle Payroll Balances show the positive or n
368. he system For each group you can e set up menus using structures and names that make sense to the users e link windows into flows that the users follow to complete a task e restrict the data they can view and edit in certain windows so they only see what they need to see These customizations provide security for your data and an efficient interface designed for your users needs In addition to these customizations for groups of users you can customize windows for all users by adding data fields to hold additional information required by your enterprise Customizing Windows and Menus 19 1 Adding New Fields to Windows Figure 19 1 Defining Segments See Also The predefined fields in Oracle HRMS windows are designed to meet your core information requirements However like all enterprises you may have special requirements that are best met by fields that you design yourself Oracle HRMS provides a flexible mechanism called descriptive flexfields to enable you to add fields to windows Figure 19 1 illustrates the distinctive appearance of descriptive flexfields When users click in a flexfield that you have set up a window opens displaying up to 20 segments that you have defined i For each segment you can define its prompt the type of data it can contain and the values a user can enter You can provide a list or range of valid values You also control the size and display characteristics of each segment
369. her than those of their organizations or if they work in an organization only part time you can enter other cost centers and the percentage of time to be charged to each on their employee assignments Costing information entered for employee assignments overrides that entered for organizations Setting Up the Cost Allocation Key Flexfield page 6 3 External Organizations Oracle HRMS can hold basic information on organizations not part of your own enterprise such as training vendors tax offices benefits carriers or certification bodies You define external organizations in the same way as internal organizations External organizations can appear in your organization hierarchies together with internal organizations Attention The main difference in the system between internal iS and external organizations is that you cannot assign people to an external organization The Employer and Other Organizations 2 Employer and Organization Setup Use the Organization window to set up e Business Groups e internal organizations e external organizations The information you enter depends on the nature of the organization You must create a Business Group and a responsibility to allow access to it before you create other organizations Accessing Business Groups 2 8 You access the startup Business Group using the default Oracle Human Resources responsibility A responsibility is linked to a security profile which de
370. here to further restrict the list of people If you have access to the Folder menu you can remove rearrange or resize the fields displayed Personal Information 9 27 Tracking People s Roles and Activities Table 9 1 lists the windows you can use to track the roles and activities of employees and applicants These windows are described in context in other topics as listed in the table You can also use the web based Line Manager Direct Access to enter some information such as assessments and appraisals and to view a wide range of employee data including employment history roles who they manage supervise etc and absence history See Web and Workflow Access Oracle Human Resources UK User s Guide Assignment describing the work role of an The Employee Assignment employee page 11 4 Application describing the vacancy for which an applicant has applied Absence Detail recording an employee s absence Entering Absences from work page 10 13 Book Events recording that an employee or applicant will attend an event The event must be already defined in the Event Bookings window Employee Review scheduling and recording details of an employee s review or other interview type Applicant scheduling and recording details of Interview an applicant s interviews Table 9 1 Other Windows for Personal Information You can enter other work related information for employees such as salary and payment me
371. hes have been transferred you can purge them from the system using the Batch Header window The Payroll Run and Other Processes 17 47 If you create and transfer incorrect batches you can remove them using the MIX Rollback process All the batches in the process must be rolled back They can be identified by the base name See Purging a Batch from the MIX Tables page 12 57 Rolling Back a MIX Process page 12 57 17 48 Oracle Payroll UK User s Guide Running Advance Pay Advance Pay Listing To run Advance Pay you should first run the Advance Pay Listing report to ascertain whether any assignments have entries of the Advance Period element for the current pay period If they do you run the Advance Pay process to calculate values prior to the payroll run for that period This report gives information about the advance pay periods for employees due to receive advance pay The report can be used to detect whether there are assignments with Advance Pay entries during a particular payroll period The report lists the following information e Name and assignment number of employees with an entry for the Advance Period element in the date range covered by the report e For each assignment the dates held on the Advance Period element entry e Yes No to show whether the Advance Pay process has already been run for the assignment e Summary listing by payroll of the number of employees with entries and the number t
372. hese balance feeds once created You can also create balance feeds using secondary element classifications This allows you to choose which elements from the primary classification should be in the secondary classification and therefore feed the balance You have date effective control over the start and end dates of each element in a secondary classification Creating Individual Balance Feeds You can create balance feeds from individual elements for balances that are not already fed by element classifications There is no limit on how many balances an element can feed For example an element may feed one or more balances by virtue of its primary or secondary classification and one or more further balances by virtue of its individually created balance feeds The same balance can be fed by more than one element classification or alternatively by more than one individually created balance feed Note Oracle Payroll does not allow you to mix balance feeds created by element classifications with feeds created manually You can create balance feeds for element classifications in either of the following windows e the Balance Feeds window of the Element form e the Balance Feeds window of Balance form The window to use depends on whether you want to create feeds from more than one element to a single balance or feeds from one element to Controlling Balance Information 13 3 more than one balance Table 13 1 sets out the options and
373. hether the accounts they feed are to be debited or credited Enter a unique name for the secondary classification you want to associate with the displayed primary classification You can also add a description Select the Default check box if you want the secondary classification to appear automatically in the Balance Feed Control window If you do not make the classification a default you can still select it manually in Balance Feed Control Note Oracle Payroll has already defined a number of secondary classifications for legislation purposes Some of these are default classifications but not all You cannot delete these classifications and you cannot delete them from the Balance Feed Control window for predefined elements Elements Building Blocks for Pay and Benefits 12 9 Predefined Secondary Element Classifications This table shows the predefined secondary classifications supplied to UK users You cannot update or delete these predefined classifications Primary Classification Secondary Classifications Default Attachable Earnings Nlable Earnings SMP Earnings SSP Earnings Taxable Earnings Direct Payment None Pre Tax Deductions Attachable Pre Tax Superannuation NI None PAYE None Court Orders None Voluntary Deductions Widows and Orphans Employer Charges None Information Feed Taxable Pay Feed Nlable Pay Table 12 2 Secondary Element Classification
374. hich this supervisor information is effective P_EMP_NUMBER The supervisor s employee number P_GRADE The supervisor s grade managerial assignment yes no P_PERSON_TYPE The supervisor s person type P_POSITION The supervisor s position P_WORK_PHONE The supervisor s work telephone number Table C 15 Date Information Database item Description SESSION_DATE The effective date from FND_SESSIONS SYSDATE The system date Table C 16 C 18 Oracle Payroll UK User s Guide Dynamic Database Items Dynamic database items are created by Oracle HRMS processes whenever you define new elements or other related entities Element Database Items When you define a new element Oracle HRMS runs a process to create a number of related database items for it To ensure easy recognition of these items the process adds the element name lt ENAME gt to each one It also creates further database items for each pay and input value you use lt INAME gt Here is a list of database items created each time you define an element using the Element window Database item Description lt ENAME gt _BEN_CLASS lt ENAME gt _CLASSIFICATION The element s benefit classification The element s classification lt ENAME gt _CLOSED_FOR_ENTRY lt ENAME gt _CLOSED_FOR_ENTRY_CODE lt ENAME gt _COSTABLE_TYPE lt ENAME gt _COSTABLE_TYPE_CODE lt ENAME gt _END_DATE lt ENAME gt _INPUT_CURRENCY_CODE
375. hierarchy 2 23 Probation period 3 10 3 11 entering on assignments 11 9 Processes Create Descriptive Flexfield DB Items B 6 C 23 Create Key Flexfield DB Items B 4 C 25 Generate Secure User 23 15 Grant Permissions To Roles 23 15 PTO Carry Over 10 21 to 10 22 10 30 Security List Maintenance 23 15 security of 23 9 Processing type 12 23 Progression points defining 4 13 entering special ceiling for 11 9 relating to grades 4 15 Project based enterprises 7 2 to 7 6 Promotions recording information about 11 4to11 6 11 11 PROPOSAL_REASON 14 4 PTO paid time off calculation of net accrued 10 27 carry over process for 10 30 to 10 34 manual or batch entry of time taken 10 30 residual and carried over 10 21 to 10 22 review of net time accrued 10 32 to 10 34 sale or purchase of 10 22 10 30 PTO accrual plans elements for 10 18 to 10 19 enrollment in 10 29 length of service factors 10 21 to 10 23 maintenance of 10 29 operation and structure of 10 18 to 10 22 period of ineligibility under 10 19 setup steps for 10 23 to 10 28 start rule options for 10 19 to 10 20 Public sector implementation in 7 6 to 7 13 14 18 Purge 1 18 Q Qualifications 9 15 Qualifiers for flexfield segments 6 3 QUALIFYING_UNITS 3 10 Query only access to windows 19 21 QuickCodes access levels 20 2 cre
376. his or her personal profile options take effect immediately List of User Profile Options There are a number of User Profile Options that are of specific importance to HRMS system administrators These are listed in Table 22 1 and Table 22 2 The only one of these options that a user can change is DateTrack Reminder HR Option Purpose HR Business Group Business Group that is linked to the security profile for a responsibility This option is used online to control access to records that are not related to organization position or payroll This option is seeded at Site level with the start up Business Group It is view only Values are derived from the HR Security Profile user profile option HR Security Profile Restricts access to the organizations positions and payrolls defined in the security profile This option is seeded at Site level with the view all security profile created for the Startup Business Group HR User Type Limits field access on windows shared between Oracle Human Resources and Oracle Payroll If you do not use Oracle Payroll it must be set to HR User for all responsibilities If you do use Oracle Payroll you can give each Responsibility one of the following user types depending on the work role of the holders of the responsibility HR User HR with Payroll User Payroll User HR Query Only Mode Restricts access to view only for all HR and Payroll forms on a menu HR Use Standard Attachme
377. his user s guide We value your comments and feedback At the end of this manual is a Reader s Comment Form you can use to explain what you like or dislike about Payables or this user s guide Mail your comments to the following address or call us directly at 650 506 7000 Oracle Applications Documentation Manager Oracle Corporation 500 Oracle Parkway Redwood Shores CA 94065 U S A Or send electronic mail to appsdoc us oracle com x Oracle Payroll UK User s Guide CHAPTER Introduction T his chapter introduces Oracle HRMS and shows how it meets the business needs of human resource and payroll management It also provides an introduction to key components and special features of the system Introduction 1 1 Payroll Management and HRMS Figure 1 1 Modelling Human Resource Information Oracle Human Resource Management Systems is the family name for an integrated group of applications that comprehensively support the management of people in the work place With Oracle HRMS you define your own human resource model to reflect enterprise structures and policies This information model lets you record the personal work and pay information for all the people you want to hold and process The model is both flexible and adaptable It is flexible so that you can reflect the needs of different companies or different groups within the same company It is adaptable so that you can easily change the basic model
378. how to set up Oracle Payroll to integrate with the following products e Oracle Human Resources e spreadsheets It also explains how to attach text images OLE objects and Web pages to individual records Integrating With Other Systems 21 1 Using Oracle Human Resources with Oracle Payroll Oracle Human Resources and Oracle Payroll are available for purchase together as the components of a closely integrated human resources management system This system combines Oracle Human Resources and Oracle Payroll windows under a single menu structure sharing windows and underlying tables wherever possible to eliminate redundant data entry maintenance and storage For Oracle Human Resources or Oracle Payroll you enter and maintain the same fundamental human resource information about your structure and operations your employees and their assignments and employee compensation and benefits You then add the specialized information you need specifically for human resources or payroll management and administration Shared Information in Oracle HRMS The common core of fundamental information used by both human resources and payroll managers and staff includes e Your operational basics payrolls with their calendars and pay periods the currencies and methods of payment you use e Your organizational structure internal organizations such as companies divisions departments work groups or production team external org
379. hy name and version number blank e If you want to see information for an organization and its subordinates in a particular hierarchy select the name of the organization and the name and version of the organization hierarchy to which it belongs 4 Select the period for which you want to see the information 5 Inthe Employee Detail field do one of the following e Select Summary Only to see total numbers for each category of change e Select Order by Assignment Number or Order by Employee Name to see a full listing of employee assignments for New Hires Terminations Transfers In and Transfers Out This information will be listed in the order you select 6 Choose the Submit button To run the Employee Payroll Movements Report 1 Inthe Name field select Employee Payroll Movements Report 2 Enter the Parameters field to open the Parameters window 3 Select the payroll and payroll period for which you want to see the information 4 Inthe Employee Detail field do one of the following e Select Summary Only to see total numbers for each category of change e Select Order by Assignment Number or Order by Employee Name to see a full listing of employee assignments for New Hires Terminations Transfers In and Transfers Out This information will be listed in the order you select 5 Choose the Submit button Employment Information 11 31 Assignment History Use the Assignment History window to view the history of
380. ibution of payroll calculation results plus corresponding General Ledger and labor cost details You run both versions in the Submit Requests window gt Torun the Report for a Costing Run 1 Inthe Name field select the report name Then enter the Parameters field to open the Parameters window 2 Enter the costing process for which you want to generate the report 3 Choose the Submit button gt Torun the Report for a Date Range 1 Inthe Name field select the report name Then enter the Parameters field to open the Parameters window 2 Enter the start and end dates for which you want to generate the report 3 Select the name of either the payroll or the consolidation set for which you want to see information 4 Choose the Submit button Transfer to GL Process If your installation includes Oracle General ledger you can run the transfer to GL process to transfer the results of the Costing process for a payroll to the Accounting flexfield of Oracle General Ledger You run the Transfer to GL process from the Submit Requests window Prerequisites Q Map segments of the Cost Allocation key flexfield to segments of the Accounting flexfield 17 32 Oracle Payroll UK User s Guide See Also See Mapping the Cost Allocation Flexfield to the GL Accounting Flexfield page 6 6 Q Run the Costing process See Costing Process page 17 31 To run the Transfer to GL process 1 2 In the Name field
381. ices hic tera Eno inte a EE E EAA EAA a GERE E a 9 15 Creating a Competence Profile 00 9 16 Entering Work Choices asaaasa srra rrnrrn ees 9 19 Entering Qualifications uasa aasan c eee eee 9 21 Entering Schools and Colleges Attended 9 23 Entering Special Information 0 6 6 e eee eee 9 24 Listing People by Special Information 9 26 Tracking People s Roles and Activities 506 9 28 Full Personal Details Report Set 0000000 9 29 Deleting a Person from the System 6 000 cece eee 9 30 Absence Management cece cece e eee eenes 10 1 Absence Management 606 60 c cece cence eee 10 2 Absence Ty pests ait sid 0 Stare ccontins sn gia a kei salable bats as 10 3 Setup of Absence Types qecs tensie ki d EE k eens 10 4 Absence Elements si eonia E E E eee 10 5 Absence Recording seet reikes ty eepe EEEE ed 10 7 Absence Management Setup Steps 0 5 0 c cece eee 10 8 Defining and Linking an Absence Element 10 9 Defining an Absence Type 0 6c cece eee nee 10 11 Entering ADSEMCES 4 ib 6 ech Haid ache eed anaes ned ds 10 13 Viewing and Reporting on Absence Information 10 15 Viewing Absence History 0 066 10 15 Listing Employees by Absence Type 0055 10 16 Absences Report iiss vase meie asel aea kok Vee Be 10 17 Plans for Accrual of PTO
382. icking the attachments icon displays a Comments window where you can enter text up to 2000 characters This is the Comments facility available in earlier releases of Oracle HRMS If you want to replace this facility with the ability to attach multiple items ask your system administrator to set your user profile option HR Use Standard Attachments to Yes The HRMS entities that support attachments are as follows e Absence e Absence Type e Address e Application e Assignment e Balance Oracle Payroll e Batch Header e Booking e Budgets e Budget Version e Calendar e Career Path e Consolidation Set Oracle Payroll e Contact Relationship e Customization e Element Element Entry e Element Link 21 6 Oracle Human Resources UK User s Guide e Element Set e Event e Grade e Grade Rate e Job e Job Evaluation e Job Requirement e Letter Type e Monetary Unit Oracle Payroll e Organization e Organization Payment Method e Organization Hierarchy e Pay Scale e Payroll Process Oracle Payroll e Period of Service e Person e Person Analysis Special Information e Personal Payment Method e Position e Position Hierarchy e Recruitment Activity e Requisition e Salary Basis e Salary Proposal e Salary Proposal Component e Secondary Assignment Status e Special Information Type e Status Processing Rules Oracle Payroll e Vacancy e Valid Grade See Also Working With Attachments Oracle Applications User s G
383. idation Sets page 18 17 Payrolls and Other Employee Groups 5 5 5 6 a Fiere Deci Tape Pint Piad End Cle Humber of Fearn Mirr Dais Pte Check Scindia Ron M Cuga M Defer Comta Papi Wiabni i caisi Comiekdwiaa EH Tanpenee Beciu Effective Durin From PIJA a ta 7 Magisa Pyrat Ado imi Period Dotan Wald Paymani Methods gt To create a new payroll 1 Set your effective date to a date early enough to handle any historical information you want to enter Your effective date must be on or before the first period start date of the payroll calendar Enter the payroll s name and select its period type from the list Enter the end date of the payroll s first period and the number of years for which the system should initially generate the payroll s calendar You can increase this number later to generate additional years When you enter the First Period End Date make sure that the corresponding start date of the first period is after the start date of the payroll Enter any date offsets you require for the payroll Offsets are calculated from the last day of the payroll period As UK legislation requires all offset dates to be within the payroll period your choice is between a negative integer such as 2 and zero which is the default You can specify offsets for e the normal payment date this is the effective taxpoint date for the period which determines statutory processing e the BACS proc
384. ield becomes the end date for the query 3 Choose the Find button The Payroll Run and Other Processes 17 55 The window displays details of all the assignment processes for the employee assignment and period selected e Number This is the assignment process ID e Applied To For reversals external manual payments and pre payments this field displays the assignment process ID of the parent process Viewing Assignment Process Results for a Payroll Process You view these results in the Assignment Processes window p gt To view assignment process results for a payroll process 1 In the Payroll Process window select a payroll and a range of dates If you leave the Period To field blank the end date in the Period From field becomes the end date for the query Choose the Find button The window displays details of all the payroll processes for the payroll and period selected Select a payroll process and choose the Assignment Process button All the assignment processes for the selected payroll process now display Rolling Back or Retrying Assignment Processes Use either the Employee Assignment Processes window or the Assignment Processes window to roll back assignment processes or mark them for retry Prerequisite Q If you retry an assignment process you must first include it in an assignment set See Creating an Assignment Set page 18 15 gt To Retry an Assignment Process 1 Select t
385. ies You only see the latest value within your chosen time period of each element entry The date of the last datetracked update may vary from employee to employee Oracle Payroll UK User s Guide Viewing Element Entry History In the View Element Entry History for Employee window you can view for a single employee assignment a history of entries for e all recurring elements all nonrecurring elements or both e elements from a selected classification SE Wier iE e Fap Hikap od Eha aed TH Gassian Fram Tia 7 WA FE kiari Nazm akir Tii p TM gt To view element entry history for an employee 1 Enter your selection criteria You can e Select a classification e Select a processing type e Enter a date range The end date defaults to your effective date 2 Place your cursor in the Element Name field and run the query The window displays all entries of the types of element you selected within the time period including datetracked updates to entries New entries are shown in bold to contrast with datetracked updates which are listed under the initial entry 3 Select an entry and choose the Entry Values button to view the entry values Element Result Listing This report sums all the run results processed for a particular element over a defined period and displays them by individual assignment In Elements Building Blocks for Pay and Benefits 12 61 addition it lists t
386. igibility criteria for a link For example suppose you have defined two segments a Yes No segment called Fast Track which is required and a segment called Pension Plan which is not required You want to make an element available only to members of a certain pension plan However you must create two element links one for members of the pension plan who are on the Fast Track and another for members who are not on the Fast Track If there are many possible values for the required segment the maintenance of multiple links can become a burden so be cautious in making segments of this flexfield required See Also Oracle Applications Flexfield Guide Payrolls and Other Employee Groups 5 11 5 12 Oracle Payroll UK User s Guide CHAPTER Controlling Costs I n any human resource environment you must be able to enter the labor costs associated with your employees This chapter explains how you can use the Cost Allocation key flexfield to set up the account and cost centers against which you want to collect costs and the levels at which the costs should be recorded If you use Oracle Payroll you can automatically accumulate these costs after a payroll run Controlling Costs 6 1 Costing in Oracle HRMS See Also In Oracle Human Resources you can e estimate current labor costs from the compensation definitions you have entered on the system e project future labor costs by modelling organizational change
387. igned to any payroll to be eligible This rule excludes employees who are not assigned to a payroll Leave both fields blank if assignment to a payroll is irrelevant to eligibility for the element gt To enter costing information for the link 1 In the Costing alternative region select the Costable Type Notice that some element classifications are predefined as Not Costed and you cannot override this e If you do not want to allocate costs for the element select Not Costed e If you want all entries of the element to be allocated to the same account select Fixed Costed This prevents users overriding the account code at the assignment and element entry levels If you want users to have the flexibility to override the account code at these lower levels select Costed e If you want to distribute overhead costs over other elements select Distributed Then select a Distribution Set For deductions elements e Enter the account code you want to credit in the Costing field e Enter the account code you want to debit in the Balancing field For elements in all other classifications e Enter the account code you want to debit in the Costing field e Enter the account code you want to credit in the Balancing field Depending on your set up of the Cost Allocation flexfield the Balancing field may not be enabled 12 36 Oracle Payroll UK User s Guide 3 Check the Transfer to GL check box if you want Oracle HRMS to
388. ignment History window to view the history of all the employee s assignments both currently and in any previous periods of service Effects of Changing an Assignment Changing any assignment component can have the following effects e The employee may lose eligibility for some compensation types benefits or deductions and gain eligibility for others You receive a warning that the system automatically ends any unprocessed element entries for which the employee is no longer eligible e The employee may have a different level of access to Oracle HRMS since the system s security is based on assignment to work structures e If you change the employee s grade when a grade step placement exists for the assignment you receive a warning message that the placement will be date effectively ended and any future placements will be deleted Also the special ceiling point field is cleared Note If an assignment change causes the system to change element entries you may not be able to save the change if a current or future pay period is closed You must reopen the period or change your effective date to make the change Changing Primary Assignments Over time a secondary assignment may need to be elevated to a primary assignment Most companies have requirements to show the history of changes in an employee s record Employment Information 11 11 This process will create two historical records one showing a secondary assignment th
389. indow and you enter absences in the Absence Detail window Processing Element Entries See Also If you also implement Oracle Payroll you can process these entries in a payroll run The payroll process is the means by which you calculate actual earnings and deductions for each employee in each pay period Oracle Human Resources and Oracle Payroll fully share the information you set up for compensation and benefits You use the same elements the same rules to determine eligibility and the same entries to show personal levels of compensation and benefits If you decide not to implement Oracle Payroll you can still use your HR compensation and benefit information for transfer to your own payroll system Entering Absences page 10 13 Entering Salaries and Salary Changes page 14 9 MIX For Batch Entry page 12 50 12 42 Oracle Payroll UK User s Guide Automatic or Manual Element Entry If an element is defined as recurring with standard links the system makes an entry automatically for all eligible assignments yx Suggestion If you are defining elements for information only Y aim to define recurring elements with standard links and default values This reduces your manual data input requirements to a minimum If an element is nonrecurring or if you have enabled multiple entries for a recurring element you cannot define standard links This means you must make a manual entry of the element You can make entries indi
390. indow containing information for a specific business function or entity Every window consists of at least one block Blocks contain fields and optionally regions They are delineated by a bevelled edge You must save your entries in one block before navigating to the next See also Region Field Budget Value In Oracle Human Resources you can enter staffing budget values and actual values for each assignment to measure variances between actual and planned staffing levels in an organization or hierarchy Business Group The highest level organization in the Oracle HRMS system A Business Group may correspond to the whole of your enterprise or to a major grouping such as a subsidiary or operating division Each Business Group must correspond to a separate implementation of Oracle HRMS C Calendars In Oracle Human Resources you define calendars that determine the start and end dates for budgetary years quarters and periods For each calendar you select a basic period type In Oracle SSP SMP you define calendars to determine the start date and time for SSP qualifying patterns Calendar Exceptions In Oracle SSP SMP you define calendar exceptions for an SSP qualifying pattern to override the pattern on given days Each calendar exception is another pattern which overrides the usual pattern Career Map A plan showing the expected routes by which employees can progress from one job to another within the Business Group Cash An
391. ined for year end reporting against each category code need to be corrected and the excess deduction refunded If the employee has been undercharged the balances maintained for year end reporting also need to be corrected and the balance of secondary contributions owing must be paid to the Inland Revenue with the next payment However the arrears of the primary contributions may only be recovered by doubling the actual primary contribution in subsequent periods For example if the arrears are 20 20 and the normal period NIC contribution is 15 20 you can double the contribution to 30 40 reducing the arrears to 5 The subsequent period s normal calculation is 14 80 which you can increase to 19 80 recovering the remaining arrears Arrears in one tax year cannot be recovered from the employee in subsequent years See Correcting NIC Balance Information page 15 34 NIC Holiday page 15 32 15 20 Oracle Payroll UK User s Guide Oracle Payroll and NIC Oracle Payroll provides as startup data all the elements balances and other components you need to correctly administer NIC It also provides legislative upgrades to keep your payroll processing up to date with current legislation It uses the exact percentage method to calculate NIC The system provides the balance Nlable Pay which includes the dimensions to correctly sum up all element feeds during the correct tax period dates These element feeds come from th
392. information held about the contact for example assignment or applicant information the contact is not deleted However the record of their relationship to the person you are removing from the system is deleted Oracle Payroll UK User s Guide CHAPTER Absence Management To manage your employees absences from work you must be able to identify the types of absence your enterprise recognizes record the reasons dates and times for projected and actual absences and maintain records of time taken for each absence type group related absence types together for reporting and analysis set up and administer PTO accrual plans whereby employees can accrue time off for vacation or sick leave as they put in time at work calculate Sick Pay and Maternity Pay according to statutory legislation This chapter explains how to set up an effective absence recording system in Oracle HRMS how to enter and obtain information about employee absences and how to set up maintain and report on plans for accrual of paid time off Absence Management 10 1 Absence Management See Also Employees take paid or unpaid time off from work for a variety of purposes such as illness or injury vacation medical appointments childbirth death of a close relative jury duty labor representation and professional activities Maintaining information on employee absences for reporting and analysis is an important aspect of human resource managemen
393. information required by your business but not otherwise tracked by Oracle Applications See also Key Flexfield E Effective Date The date for which you are entering and viewing information You set your effective date in the Alter Effective Date window See also DateTrack Elements Components in the calculation of employee pay Each element represents a compensation or benefit type such as salary wages stock purchase plans and pension contributions Element Classifications These control the order in which elements are processed and the balances they feed Primary element classifications and some secondary classifications are predefined by Oracle Payroll Other secondary classifications can be created by users Glossary 4 Oracle Payroll UK User s Guide Element Entry The record controlling an employee s receipt of an element including the period of time for which the employee receives the element and its value See also Recurring Elements Nonrecurring Elements Element Link The association of an element to one or more components of an employee assignment The link establishes employee eligibility for that element Employees whose assignment components match the components of the link are eligible for the element See also Standard Link Element Set A group of elements that you define to process in a payroll run or to control access to compensation information from a customized form or for distributing costs
394. ing 15 24 When you aggregate the earnings calculations of multiple assignments you have to give processing priority to each assignment in the following order 1 Appropriate Personal Pension assignments 2 contracted out assignments 3 non contracted out assignments If there are two or more assignments in the same category you should give priority to the one with the shortest processing period However the DSS can reverse this rule in particular cases if it accepts that most of the employee s earnings come from the assignment with the longer period Total earnings can vary according to how many weekly payments fall within the monthly period For more details and examples of multiple employments calculations refer to the Department of Social Security s National Insurance Contributions Manual for Employers for the current year You prioritize assignment processing for each assignment in the Statutory Details window To prioritize assignment processing m Inthe NI region select the Priority Period Type you require If you do not enter the Period Type the formula defaults to the period of the payroll Oracle Payroll UK User s Guide Note The assignment process errors if the assignment s period type is not specified and the formula detects that the assignments being calculated in association are for more than one period type Balance Dimension Information Oracle Payroll uses the balance dimension _PER_NI_PTD to c
395. ing T his chapter explains how to set up your system for salary administration and budgeting It also explains how to enter and approve salary proposals for individual employees and how to review salaries for groups of employees Salary Administration and Budgeting 14 1 Salary Administration and Performance Reviews In Oracle HRMS you use salary administration to e enter salary amounts or wage rates for newly hired employees e enter and approve proposals for salary or wage increases or decreases for current employees You can associate a salary change with the result of a performance review To administer salaries for employees you first assign them to a salary basis This determines the duration for which their salaries are quoted such as hourly or monthly Then for new employees you enter starting salary amounts which receive approval automatically For current employees you enter proposed salary changes expressed either as a new amount or a change amount or percentage If necessary you can break down a salary change into two or more components to reflect different reasons for the change For example you might define components for Cost of Living and Merit You can approve each component of the proposal separately When all components are approved you can approve the proposal as a whole Proposals do not take effect until they receive approval Optionally you can select a performance review to associate with a salary
396. ing 17 55 to 17 57 viewing messages 17 58 Assignment reporting Assignment Status Report 11 29 Assignments Folder 11 22 Assignment sets 17 2 18 15 and consolidation sets 17 18 Assignments for employees 11 4 verifying for a mass move 3 32 Attachments 21 6 Audit groups 24 2 AuditTrail 24 2 setting up audit groups 24 2 B Background check information 9 7 BACS setting processing date 5 6 BACS process 17 26 to 17 28 BACS tape creating 17 28 Balance dimensions 13 5 Balance feeds 13 2 Balances adjusting 13 11 balance categories 13 2 defining 13 8 dimensions 13 5 for NI class 1a 15 48 overview 13 2 predefined 15 5 15 21 Balancing qualifier 6 4 Bank account information B 11 Bank information for BACS payment methods 11 20 Base currency 22 7 Batch entry using MIX 12 50 BEE procedures for 12 51 Blood type entry of 9 7 Budget value defaults 2 16 BUDGET_MEASUREMENT_TYPE 2 16 Index 2 Oracle Payroll UK User s Guide Budgets for salaries 14 18 to 14 19 in centralized management enterprises 14 19 in devolved management enterprises 14 19 in project based enterprises 7 5 in rule based enterprises 7 8 14 18 Business Groups 2 4to 2 5 additional information for 2 12 defaults for 2 16 defining 2 10 to 2 13 startup data 2 5 C Calendars for emp
397. ing YES_NO Y Yes N No The codes are used internally users do not see them There is a maximum of 250 QuickCodes for each QuickCode Type Predefined QuickCode Types A number of QuickCode Types are included in Oracle HRMS Some contain codes as startup data You can never delete these codes but you can change their meaning For some QuickCode Types you can also disable the codes that are supplied Your ability to disable codes and add new codes is determined by the access level of the QuickCode Type User You can add codes and you can disable supplied codes Extensible You can add new codes but you cannot disable supplied codes because the system uses them System You can neither add codes nor disable supplied codes You can only change the meaning or description of supplied codes Table 20 1 lists the predefined QuickCode Types with an access level of User or Extensible You can also create your own QuickCode Types in the QuickCode Type window These all have an access level of User 20 2 Oracle Payroll UK User s Guide Adding QuickCode Values To add disable or change the meaning of a QuickCode use the QuickCodes window 4 Bee E EA es TE A gt To add QuickCodes 1 Query the QuickCode Type to which you want add a value You cannot add values if the Access Level is System 2 Enter a code and meaning Optionally enter a start and end date If you do not enter a start date the new QuickC
398. ing period and you complete his or her processing before entering 15 32 Oracle Payroll UK User s Guide the termination you have to adjust the NIC Holiday balance manually e The element entry for NIC Holiday ends automatically when you reach the end of the NIC Holiday period A message also displays Note The system only calculates a value in the last payroll period that the NIC holiday covers if the regular payment date of the period is earlier than or equal to the input value s End Date Setting Up the NIC Holiday Element gt To set up the NIC Holiday element 1 2 Link the element to the appropriate payrolls Enter the element for the employee Enter information in the Entry Values window as follows e Select Yes or No in the Standard Rate field The default is Yes Set the field to No if you want to reclaim at the not contracted out rate for employees who are contracted out e Enter the end date that is quoted on the documentation you receive for the employee PAYE and NIC 15 33 Correcting NI Category Code Entries 15 34 If an employee is allocated a wrong NI category code this could result in the employee assignment receiving a wrong entry of one of the NI category code elements You can correct this by taking the following steps e enter the correct NI category code element for future deductions e correct the amounts wrongly deducted through the previous category code element e refund any o
399. ing and Linking an Absence Element page 10 11 aaeeea zz Tyas Capry cremate Finin PELI Kollad PT MAR 1 W Tia Tim Proqecied Stat Eni Days Hours Secunia Sarl Eai irili 4ulhornred bp Homie Replaced by Harha Balance Infutmatan Accccine d Barcel Banning Tota il in Camii Year E Hin Dasa E his Balance Gonin Projected Gales To enter absences for an employee 1 Select the absence type The following information appears e The category of the type e The occurrence of the new absence record you are entering For example if the employee has already incurred two absences of this type the occurrence of the new record is 3 Absence Management 10 13 10 14 The running total of hours or days absent for the absence type For absence types with increasing balances this is the number of days or hours absent already recorded in the past or future For any types with decreasing balances this is or the number of hours or days remaining to be taken The number of days absence recorded for the absence type in the current calendar year The name of the element that maintains each employee s time taken or time remaining for this absence type 2 Do one of the following Enter projected dates for the absence You can later copy them to the Actual Date fields by choosing the Confirm Projected Dates button Enter actual dates and duration as days or hours according to the units of the balance For
400. iod types for NIC e Daily e Weekly e Calendar Monthly e Annual Weekly and Calendar Monthly are for employees on weekly or monthly payrolls Annual is for directors or office holders Daily is used for periods of more than seven days that do not fall into weekly or monthly categories You can make more than one regular payment to an employee within the earnings period For example employees with a week s salary retained by the employer on a week in hand basis can receive two payments in their final week There are two methods of calculation e using the National Insurance tables issued by the DSS e exact percentage method Oracle Payroll uses the exact percentage method Both methods make use of rates and bands which may be changed annually Number of Occurrences of the Earnings Period NIC is calculated at the time of payment but if you have to pay an employee for more than one period at the same time you calculate NIC on the earnings for each period separately PAYE and NIC 15 19 For example it proves impossible to pay a new starter in the period of starting so she receives a double payment in the next period You calculate this employee s NIC separately for each period it should not be aggregated in the second period Arrears If a wrong category code is used for an employee too much or too little NIC may be deducted You can correct this as follows e Ifthe employee has been overcharged the balances mainta
401. ion 2 Check whether the former manager has recommended the applicant for rehire 3 Select the reason for this recommendation To enter further name information 1 Choose the Further Name Information alternative region 2 Enter one or more honors degrees BA MBA or JD for example which the employee has earned 3 Enter the name perhaps a nickname by which the employee prefers to be known 4 Ifthe employee previously was known by a different last name enter the previous last name To enter medical information for an employee 1 Choose the Medical Information alternative region 2 Select the employee s blood type You cannot change this value once you enter it Select the date of this employee s last medical test Enter the name of the physician who performed this test To enter other information for a person 1 Choose the Other Information alternative region 2 Select the type of schedule the employee will work 3 Select the current status of the student 4 Enter the person s current full time part time availability to work with your company Personal Information 9 7 Hiring 9 8 Select the language the person prefers for correspondence This language can differ from the person s native language depending on the nature of the correspondence Check the Military Service check box if the person is employed in a military service in some capacity The value of this field can impact benef
402. ion in the hierarchy and at least one position subordinate to it sr Lit Varhan Frowa To ee nena Postion TF oo _ num e e as iP Exist henh Pareha CF Saberin Shbaninars TT Mira Here Of gt To create a new position hierarchy 1 Enter a unique name and check Primary if it is your main reporting hierarchy 2 Enter the version number and start date for the hierarchy You can copy an existing hierarchy See To copy an existing hierarchy below 3 22 Oracle Payroll UK User s Guide Query the top position name into the Position block The Holder field displays the name of the employee who holds this position If there is more than one holder this field displays the number of holders You can choose the List icon from the toolbar to display the list of holders In the Subordinates block select the immediate subordinates for the top position To add organizations below one of these immediate subordinates check the Down check box for the position The Position block now displays the position you selected You can add subordinates to this position To return to the previous level check the Up check box I gt Attention The list of positions from which you can select in the Subordinates block includes positions that are already in the hierarchy If you select such a position you will move it and all its subordinates within the hierarchy See Changing Position Hierarchies page
403. ion needed If the separate pillars do their job as laid down by the rules and procedures the ultimate result will be predictable Roles are usually more important than individuals People are selected for satisfactory performance of a role which is described so that a range of individuals could fill it Reward systems are likely to be role or rule based Often clearly defined procedures exist for every task and process within the enterprise For example job descriptions and job evaluation procedures define individual roles and positions of authority Also it is common to find that procedures exist to govern communications such as colored and numbered forms committee reports and so forth Positions are most appropriate for this type of enterprise and provide the finer detail on work structure and line management that is needed in a fixed establishment Employees are assigned to a position and by definition to the organization and job for that position 7 6 Oracle Payroll UK User s Guide Figure 7 2 Position based assignments Position Name Organization ssienmene e Poston Employee Because you are focussing on the use of positions and position hierarchies you define organizations to show only the major divisions in your enterprise You can model the details of these departments and sections using your position hierarchies If you also define detailed organizations and hierarchies you are d
404. ions of the target organization will be applied to the transferring assignment when the mass move takes effect Business Group Indicates that the location and standard conditions of the Business Group will be applied to the transferring assignment when the mass move takes effect Attention Unchecking the Move check box for a record restores the original values for that record To save your work and then return to the Mass Move Positions window close the Mass Move Assignment window When the Mass Move Positions window reappears you can repeat the above steps for any other source positions whose transferring assignments you choose to verify Otherwise you are ready to verify or add valid grades for any target s jobs positions Entering a New Assignment page 11 8 Site Locations page 2 2 Jobs and Positions 3 33 Verifying or Adding Valid Grades for Each Target Position 3 34 Because it is possible for the grade of a transferring assignment to be outside the bounds of the valid grades for the target job or target position you can use Mass Move to add valid grades to the target position E hrii Horr Yaki inhi Re D Source Targ garamian Ongauanamon Frari Peranan Webel Grejas Sal aadi On the Mass Move Positions window choose the Valid Grades button The resulting Mass Move Valid Grades window displays information for the source position you last selected in the Mass Moves Positions win
405. irectly Using Pay Scales 4 12 Defining a Pay Scale 2 6 cece ene 4 13 Defining Scale Rates 0 cece eens 4 14 Relating Grades to Progression Points 04 4 15 Placing an Employee on a Grade Step 4 17 Incrementing Grade Step Placements n n unanunua 4 18 Current and Projected Progression Point Values Report 4 19 Employee Increment Results Report 4 19 Contents Vv Chapter 5 Chapter 6 Chapter 7 Chapter 8 Chapter 9 Payrolls and Other Employee Groups 0e0000 5 1 Representing Payrolls 2 0 6c a a cee eee 5 2 Defining Payment Methods for the Enterprise 5 3 Defining a Payroll 00 6 cece eens 5 5 Representing Other Employee Groups 0 0055 5 10 Setting Up the People Group Flexfield 5 10 Controlling Costs 0 ccc ccc cece eee eee a aR 6 1 Costing in Oracle HRMS 0 66 6 2 Setting Up the Cost Allocation Key Flexfield 6 3 Setting up Earnings and Deductions for Cost Collection 6 4 Setting Up Organizations for Cost Collection 6 5 Setting Up Assignments for Cost Collection 6 5 vepee the Cost Allocation Flexfield to the GL Accounting Flextield inae nese at dda E E A ata ath ata ath 6 Typical Models Based on Enterprise Culture 7 1 Project Based Enterprises 6 00 c cece eee eee TEZ Rule Based
406. ired Enter bureau details only if your enterprise uses a payments bureau In the two Limit fields set maximum values for the total payment and for each individual transaction These are BACS security procedures The Contra narrative is text you enter to further identify the file of transactions being sent to BACS It appears on the Contra record and on the Acceptance Advice received from BACS as confirmation that the data has been accepted Save your work Entering Payment Methods for an Employee Assignment page 11 19 5 4 Oracle Payroll UK User s Guide Defining a Payroll A payroll is a set of employees whose pay you process with a single frequency for example weekly or monthly You can define as many payrolls as you require to meet the pay policies of your enterprise You put an employee on a payroll by assigning him or her to the payroll Use the Payroll window to define a payroll including its calendar and valid payment methods Period Types and Calendars Since a payroll has only one pay frequency you must define at least one payroll for each pay frequency you use Table 5 1 shows the valid period types for pay frequency Payroll Period Types Periods per Year a 26 Bi Week Week Table 5 1 Payroll Period Types Prerequisites Q Define the payment methods available for your employees L If you need more than one consolidation set for payroll processing define these sets See Consol
407. is might be the employee s hire date or the date of a promotion or transfer If you entered qualifying conditions for the element the start date of the automatic entry reflects the date on which the employee meets the qualifying conditions For example if a new hire is entitled to a company car after six months an element entry is automatically created when the employee is entered on the system and the start date of the entry is six months after the hire date If the employee s date of birth is altered on the system this may change the date on which he or she qualifies for the element In this case the start date of the element entry changes automatically You may have other qualifying criteria that are performance or assessment based Perhaps employees must pass a certain test or achieve a certain volume of sales before they qualify for the receipt of the element For this type of element and for all nonrecurring elements you cannot define a Standard link You must manually enter the element for those employees who should receive it You can make entries individually or in a batch 12 18 Oracle Payroll UK User s Guide Costing Compensation and Benefits See Also Using Oracle HRMS you can record cost information at a number of different levels These cover the definitions of your organizations compensations and benefits individual employee assignments and the specific elements that make up their remuneration package
408. isplays balances for all categories the director has been on from the start of the year The Pay Advice Report displays the following information with the run results for the current period s processing e total earnings subject to NI e earnings for each category e number of weeks if prorated e whether deductions made on account e employer rate used Note The calculation is done on all categories the director has been on The results may therefore be output to more than one category s balances To view the balances that have been updated in the run select the run in the Employee Assignment Processes window and choose the Balances button See Also Viewing Assignment Process Results page 17 55 15 44 Oracle Payroll UK User s Guide NI Class 1A Contributions Class 1A contributions relate to the employer s NIC payable on company cars and on fuel made available for private use The NIC category code for these contributions is Y Contributions are collected at the highest rate of employer contribution 10 2 in the tax year 1995 96 when employees earn more than 8 500 annually or are directors or office holders The amount to be paid in any current year is summed in the NI Y year dimension balance for that year and is paid to the Inland Revenue in the June following the tax year end It is then reported on in the Year End reports at the end of that tax year For example contributions for the tax year 1
409. ists messages produced during payroll runs You can list the information either by payrolls or by payroll processes You run the report in the Submit Requests window gt Torun the Payroll Message Report 1 8 In the Name field select the report name Then enter the Parameters field to open the Parameters window Select the name of the payroll for which you want to see messages This is the only required field If you leave the next three fields blank the system brings back all messages for all processes connected to this payroll in all periods Select a payroll period for which to view messages This restricts payroll messages to the period you select Select a payroll process type This restricts payroll messages to the payroll process type you select All messages for all runs of this process during the period selected are returned Select a payroll process This restricts payroll messages to one instance of the payroll process type selected If you leave the Process Type field blank you can choose one instance of any payroll process for the period selected Select a message severity level for the messages in the report or leave the field blank to see messages of all levels of severity Select assignment number or employee name as sort criteria for the report The default is employee name Choose the Submit button Viewing Payroll Run Messages page 17 58 Oracle Payroll UK User s Guide Gross to Ne
410. ition Hierarchy 3 22 Position Occupancy 3 20 Position Requirements 3 16 Qualifications 9 21 QuickCode Types 20 5 QuickCodes 20 3 QuickPaint Inquiry 18 13 QuickPaint Report 18 10 QuickPay 17 61 RetroPay Set 17 35 Rows 20 11 Salary Administration 14 9 Salary Basis 14 7 Salary Management Folder 14 13 Scale Rate 4 14 19 22 Schools and Colleges Attended 9 23 Secondary Statuses 11 21 Security Profile 23 13 Special Information 9 24 Special Information Types 8 11 Statutory Details 15 27 Submit Requests 18 5 Table Structure 6 4 20 10 Table Values 20 13 Tax Details References 2 18 Terminate 11 14 Update Payroll Run 17 18 Valid Grades 3 15 Valid Payment Methods 5 8 View Absence History 10 15 View Element Entry History for Employee 12 61 View Employee Grade Comparatio 4 10 View Requests 18 5 Work Choices Job or Position 3 17 Work Choices Person 9 19 Work Day Information 2 19 Work choices 9 15 employee preferences 9 19 jobs and positions 3 17 Work day information 2 19 11 9 Work Details Report 9 29 Work schedules employee preferences 9 15 selecting for an employee 9 7 Work structures 1 4 and key flexfields 1 19 Index 13 dates 1 11 1 12 WORKFLOW_NAME 19 22 setup examples 7 1 to 7 14 Index 14 Oracle P
411. its calculations Check the Second Passport Exists check box if the person possesses multiple passports When you enter a new person as an employee he or she is automatically hired as of your effective date To hire an applicant 1 Update the applicant assignment status to Accepted in the Application window Set your effective date to the applicant s hire date and query the applicant in the People window In the Type field select Employee The Hire Date field displays your effective date Save your work Note You cannot update the applicant assignment status to Accepted and change the Person Type to Employee on the same date since these are both datetracked changes To rehire an ex employee 1 Set your effective date to the new hire date and query the ex employee in the People window In the Type field select Employee The Hire Date field displays your effective date Save your work To cancel a hire Query the employee in the People window and clear the Hire Date field Then save Oracle Payroll UK User s Guide The system warns you that any changes made to the person s records after their hire date will be lost You can choose whether to continue or cancel You cannot cancel a hire if Oracle Payroll has processed the employee in a payroll run The person s type has changed since the hire date New assignments have been created for the person after the hire date The person was ini
412. ive date to the day the record ends 2 Choose Delete Record from the Edit menu 3 Choose the DateTrack delete option Next This removes the next change to the record which is the end date Save your work 1 18 Oracle Payroll UK User s Guide Work Structures and Key Flexfields Job and Position Name Personal Analysis Before you begin defining your enterprise s work structures you set up some key flexfields Key flexfields are a special feature of Oracle Applications They help you customize applications by holding particular information your enterprise needs where you need it A key flexfield can hold as many as 30 separate segments of information You can determine exactly what information to hold and how it must be entered Oracle HRMS includes six user definable key flexfields These are especially useful in helping you build information on work structures that suit the mission and culture of your enterprise Using these key flexfields you determine the number of segments in your job and position names or codes and the valid values for each segment For example you may want names that are simple titles using one flexfield segment only such as Account Manager or Programmer Or you may want multiple segment names that convey more information such as Senior Account Manager or Part time Trainee Programmer See Representing Jobs and Positions page 3 2 The Personal Analysis key flexfield is for holding i
413. k See Also Access Control Through User Responsibilities page 23 2 The Employer and Other Organizations 259 Creating an Organization 2 10 Use the Organization window to set up e Business Groups e internal organizations such as departments divisions and sections e external organizations such as benefits carriers tax authorities and recruiting agencies Prerequisites for All Organizations m Enter the names and addresses of your work sites in the Location window See Setting Up Site Locations page 2 3 Enter organization types you need in the QuickCodes window for the QuickCode Type ORG_TYPE See Adding QuickCode Values page 20 3 Prerequisites for Business Groups L Enable the currencies you need Normally your system administrator does this See Enabling Currencies page 22 7 Note Oracle Payroll is capable of paying employees working in other countries in the currencies of these countries but does not provide the formulas needed to process taxes for employees paid in foreign currencies under other national legislations You can write your own formulas in Oracle FastFormula or contract with local third party vendors for the installation of tax routines Define the structures for the Job Position and Grade Name key flexfields and define the structures and at least one segment for the People Group and Cost Allocation key flexfields See Work Structures and Key Flexfields page 1
414. l cumulative basis like PAYE The main differences in the calculation of directors NIC are as follows e the use of an annual or prorated earnings period e calculation on the director s cumulative earnings e deduction of the difference between NIC paid and NIC due Oracle Payroll uses the exact percentage method of calculation to administer company directors NIC The procedure takes into account changes in circumstances and recalculates the annual liability for each category each time For employees who become directors NIC balances are maintained showing the director s figures in addition to the reporting balances that show contributions as an employee and as a director The director or employer can choose to pay on account Implementing Startup Data You must link the recurring element NI Directors on Account if you want to use the on account functionality Oracle Payroll also supplies the nonrecurring element NI Director which you do not need to link because it is defined for indirect results only When the NI formula sends an indirect result to this element the NI Director formula processes Balances The special balance dimension _PER_TD_DIR_YTD is used to determine the amount of NI contributions paid as a director This dimension goes back to the latest of e appointment as a director e tax year start e transfer from a payroll that is reported to a different tax district reference number at end of year
415. la 6 Save your set 18 18 Oracle Payroll UK User s Guide Custom Reports T Cuwiem Plapeta The Custom Reports function provides a generic reporting capability that makes use of a single report to print out a custom definition This report is called PERGENRP The report is registered as a concurrent process and prints in landscape format the contents of the temporary table PER_GENERIC_OUTPUT_REPORT This table contains the individual components of a custom report and is populated by the PL SQL package PERGENRP pkb stored in PER_TOP admin sql This package is executed when you select the Generate Report button on the Custom Reports window Fepon Harma Custom Report 3 Geniaie Rapar tte Lia gt Plarnal Siati Egi To submit a Custom Report 1 Navigate to the Custom Reports window 2 Select the report by name Enter any parameters for this report I gt Attention Parameter values are not validated until you choose the Generate Report button 4 Choose the Generate Report button The default for the report is to print the output automatically It is a System Administrator task to set default printers for all users or to reset this option on the Concurrent Program window Creating New Report Formats A special feature of Custom Reports is that you do not need to create multiple reports You modify the generic package PERGENRP pkb and report to provide additional formats and parameters
416. land Court Order Non Priority is used only for entering non priority AEOs Court Order is used for entering priority AEOs and other court orders You enter these elements for an employee assignment in the Element Entries window You can run the Element Result Listing report from the Submit Requests window to see all the run results processed for a court order element over a period of time you select How Oracle Payroll Manages Deductions For AEO and DEO type debt repayment orders You enter the initial debt The system then manages the deductions automatically and ends the process when the debt is cleared If you do Court Orders and Arrestments 16 11 not enter a value for the debt the system continues to process the deductions each pay period as ongoing maintenance payments For CTO CCAEO and CCAEO_PRE_APRIL type orders Oracle Payroll calculates each deduction from the initial debt and from pay band tables The system adjusts deductions to the level of net pay in each period taking any net pay variations into account The system stops the element entry automatically when the total debt has been repaid Each time the element is processed a payroll message is issued giving deduction details and these are notified to the employee through his or her pay advice Prerequisites Q Link the elements Court Order and Court Order Non Priority to your payrolls You can use the link to define defaults for the administration fees you
417. lary in the Salary Administration window You can use the Element Entries window to make entries or to inquire on existing entries Use the Period field Classification field and Processing Types option buttons to restrict the entries you see when making inquiries The Processed check box displays whether Oracle Payroll has processed the entry in the current pay period i _ Peme Tee Pabi E E Cih Bee MHALIFU T aswy Tartt Cinairba T pjr de pas Fikh Pierii Dates Penneg ma m arz a S an ae rer FFF Fer 1 FFF FFF eon FFF FFF rer erry Eniey Yorn cae gt To enter an element for an employee assignment 1 Change your effective date if necessary to e the correct start date for a recurring element entry e any date in the correct pay period for a nonrecurring element entry If the pay period is closed at your effective date you cannot enter any nonrecurring elements that process in a payroll run Ifa current or future pay period is closed you cannot enter any recurring elements that process in a payroll run 2 If you want to reduce the list of elements to choose from select a Classification or a Processing Type or both in the first region 3 Inthe Element Name field select an element 12 44 Oracle Payroll UK User s Guide The system checks whether the employee meets the element s qualifying conditions If the employee is either not old enough or has not served for the
418. le Payroll UK User s Guide Preparing for Your Mass Move See Also To prepare for your mass move you must make certain decisions and ensure that certain prerequisites are in place Making Decisions for Your Mass Move What is my source organization The mass move transfers assignments from the source organization What is my target organization The mass move transfers assignments to the target organization The target organization can differ from or be the same as the source organization What is the effective date for the mass move What are the source position s The mass move transfers assignments from the source position s within the source organization Do you want to deactivate the source position What are my target position s If my target position s are new will their location and standard conditions be copied from the source position target organization or Business Group What grades are valid for the target position s Which assignment s will transfer from my source position s to my target position s Will the grade of any transferring assignment change during the mass move Will the location and standard conditions of any transferring assignment change during the mass move Prerequisites for Your Mass Move To prepare for your mass move Q Make sure you have access to a responsibility linked to the Business Group within which the mass move will take place See Accessing Business
419. le Payroll UK User s Guide If you query a previously saved mass move and then choose the Positions button the Find Positions window is not displayed Instead the Mass Move Assignments window immediately appears and is populated with data 4 Choose the Re execute button 5 Review your mass move in the standard manner Managing Your Mass Move Collection As you reorganize your Business Group over time you will develop an historical archive of mass moves This archive consists of e All executed mass moves for which Status Complete e Any executed mass moves for which Status Complete with Warnings e Any saved but unexecuted mass moves Status Unprocessed or Status In Error that you have not deleted Because it is important to maintain an historical record of Business Group reorganizations you cannot delete a mass move when its status is Complete or Complete with Warnings However you can delete any unexecuted mass moves you chose to save but which have a status of Unprocessed or In Error Reexecuting a mass move overwrites its original contents Thus only the latest reexecution of that mass move would appear in the historical archive Jobs and Positions 3 37 3 38 Oracle Payroll UK User s Guide CHAPTER Grades and Their Relationship to Pay T his chapter explains how to represent the grade structures used in your enterprise and how to relate compensation to grades You can relate compensation to grades dir
420. le of an organization chart showing the reporting lines of a single company enterprise Figure 2 1 Chart Showing Primary Reporting Lines Global Industries The Employer and Other Organizations 2 23 Multiple Hierarchies In addition to the primary reporting hierarchy you can set up in Oracle HRMS as many other organization hierarchies as you need Hierarchies for Matrix Management Your enterprise may have a matrix management structure in which organizations have more than one reporting line For example looking at the organization chart in Figure 2 1 the HR organization under Production may have a dotted line reporting relationship to the organization Company HR You can set up additional hierarchies to reflect secondary reporting relationships within your enterprise Security Hierarchies As well as constructing hierarchies to reflect reporting lines in Oracle HRMS you use hierarchies to control access to information For example in a decentralized enterprise you might want to give each regional manager access to the records of the employees in the organizations in his or her region Looking again at the organization chart in Figure 2 1 you want managers in the Sales East office to have access to the records of all employees in the eastern region sales groups You can do this by building a geographical hierarchy of your regions and the organizations in each See Security Profiles page
421. le window Oracle Payroll UK User s Guide Placing an Employee on a Grade Step If you include a grade as part of an employee s assignment you can place the employee on a step on the associated grade scale You place an employee using the Grade Step Placement window When you open this window information about the grade and scale appears automatically By default the ceiling point is the one you defined for the grade However you can enter a special ceiling point for individual employees in the Assignment window EE Ga sde Stay Pur Sai H STH mis c Giade Soaks Quy T Pap Seale nica 0 t s ae trade Steg Parenani Far Sia J Mdeme Pieria Mhara Fim SMART Te Prugemion Palai Walties Reche Nites Fate toh Lwin Frm To Baii gt To place an employee on a grade step 1 Set your effective date to the date when the placement should come into effect 2 Select the point or step on which to place the employee assignment If you want the employee s placement to increment automatically when you run the Increment Progression Points Process check Auto Increment 4 You can select a reason for manually entering a placement You can add values to the list of valid reasons by defining values for the QuickCode Type PLACEMENT_REASON 5 Save your work Grades and Their Relationship to Pay 4 17 The Progression Point Values block displays the rates you have defined
422. learing System This is the UK system for making direct deposit payments to employees Balances Positive or negative accumulations of values over periods of time normally generated by payroll runs A balance can sum pay values time periods or numbers See also Predefined Components Balance Adjustment A correction you make to a balance You can adjust user balances and assignment level predefined balances only Balance Dimension The period for which a balance sums its balance feeds or the set of assignments transactions for which it sums them There are five time dimensions Run Period Quarter Year and User You can choose any reset point for user balances Balance Feeds These are the input values of matching units of measure of any elements defined to feed the balance Base Currency The currency in which Oracle Payroll performs all payroll calculations for your Business Group If you pay employees in different currencies to this Oracle Payroll calculates the amounts based on exchange rates defined on the system Behavioral Indicators Characteristics that identify how a competence is exhibited in the work context See also Proficiency Level Benefit Any part of an employee s remuneration package that is not pay Vacation time employer paid medical insurance and stock options are all examples of benefits See also Elements Glossary 2 Oracle Payroll UK User s Guide Block The largest subordinate unit of a w
423. lements 10 28 When you save your entries in the Accrual Bands window the system creates three elements e An element representing the plan that has the plan name for example Hrly Vacation PTO Plan Use this element to enroll employees in the plan e An element to hold for each plan participant any accrued unused hours or days that can be carried over to the next year e An element to hold each participant s residual time that is any accrued unused hours or days that cannot be carried over The Carried Over and Residual elements each have an input value Hours or Days depending on the plan s units which automatically receive entries when you run the PTO Carryover process at year end For the three elements generated for each PTO accrual plan you must build links that are the same as those of the plan s absence element whose name appears in the Absence Information region of the Accrual Plan window gt To link the accrual plan elements 1 Set your effective date to the date the accrual plan goes into effect 2 Inthe Element Link window select one of the following e the element representing the plan for example Hrly Vacation PTO Plan e the plan s Carried Over element for example Carried Over Hrly Vacation PTO Plan e the plan s Residual element for example Residual Hrly Vacation PTO Plan 3 Select the same eligibility criteria for the element as those selected for the plan s absence ele
424. lements whose entries should close down after the last normal payroll run Set the Termination Rule to Final for elements you want to process as late payments after the last normal payroll run e Use the Assignment Statuses window to make sure your system has a user status that corresponds to the HR system status of Terminate Assignment the Payroll system status of Process Your startup data includes the user status Terminate Process Assignment which matches this definition Use this status or your own equivalent status when you terminate employment or end an assignment Setup for Personal and Assignment Information 8 9 Defining Special Information Types In Oracle HRMS you use the Personal Analysis key flexfield to define any special information not provided by the main system that you want to hold about people jobs and positions and training activities You can define any number of instances of the Personal Analysis key flexfield Each instance is called a Special Information Type For example you might set up types to hold performance reviews or medical details Each Special Information Type can have up to thirty fields where each field is a segment of the flexfield You can set up cross validation to ensure that users enter correct combinations of segments You can also speed up data entry and minimize errors by defining an Alias for common combinations of segment values When you enable Special Information Type
425. lements you define for union dues should have the classification Voluntary Deductions and the element type Recurring Check the Third Party Payments check box for these elements if you want to make payments as well as deductions through Oracle Payroll See Defining an Element Payroll Users page 12 22 Oracle Payroll and Court Orders Arrestments page 16 9 Link the element to the assignment payroll See Defining Element Links page 12 35 Create one or more organizational payment methods for third party payments See Defining Payment Methods for the Enterprise page 5 3 Enter these payment methods as valid payment methods on your payrolls See Defining a Payroll page 5 5 Oracle Payroll UK User s Guide Making Deductions Making Payments The sequence for making third party deductions and payments through Oracle Payroll is as follows To make third party deductions from individual assignments 1 See Create the organization or person to receive the third party payment You create payee organizations in the Organization window selecting the Payee Organization classification You create individual payees as contacts of the person making the deduction In the Contacts window check the Payments Recipient check box when you create the payee See Creating an Organization page 2 10 Entering Next of Kin and Other Contacts page 9 13 In the Personal Payment Method window select a third par
426. les Associate Vice President of Sales Sales Research Director Regional Sales Director Associate Sales Research Director cae eal nee Sales Research Sales Research Specialists Technical Support Staff Now you create the Sales Research Director security profile This profile references the Sales Positions hierarchy and names the Sales Research Director as the top position for access to employee records 23 6 Oracle Payroll UK User s Guide Payrolls See Also Security Profile SALES RESEARCH DIRECTOR Organization Hierarchy Sales Organization Top Organization Sales Department Position Hierarchy Sales Positions Top Position Sales Research Director Include Top Position Yes When you give the Sales Research Director a responsibility including this security profile she can access the records of her subordinates But she cannot access records of e the VP or Associate VP of Sales e the Regional Sales Director e the Regional Sales Director s subordinates As with organization hierarchies you can specify that profiles do not include access to the top position The third way to restrict access to employee records is by payroll For example you can give payroll staff who work on the Sales payroll access to records of employees on this payroll only Controlling security by payroll assignment limits the employee rec
427. level an employee is assigned to work on a single project for a given period of time For example an engineer working on a large scale construction project might be assigned to the project for a period of six months All of his or her work and costs are associated with this one project When this is complete the employee moves on to perform a similar role in another project In this example you would expect the employee to have a single assignment with 100 of the assignment costs allocated to a single project The employee assignment might also contain project specific information such as location or group information Ina different situation an employee might be assigned to a number of projects at the same time For example consider an Applications Consultant working for Oracle Corporation This person is employed as a consultant by a specific organization within Oracle but the project work is undertaken outside Oracle The consultant performs similar tasks in different implementation projects and costs are allocated on the basis of actual time spent working on each project In this example you would expect the consultant to have a single assignment in Oracle HRMS and the project allocation and costs to be entered as timecard information In both of these examples employees perform specific roles but they work on different tasks or projects at different times Project based enterprises normally have a fluid organization structure with re
428. lid grades as you require The Date From defaults to the date the job or position becomes active or the date the grade becomes active if this is later You can change this date Jobs and Positions 3 15 Entering Job and Position Requirements 3 16 Using the Job Requirements window and Position Requirements window you can store any personal attributes or experience required by a job or position You can then use this information to list employees or applicants who might be suitable to hold the job or position Note If you are using Career Management for suitability matching enter competence requirements for jobs and positions in the Competence Requirements window Q The implementation team at your site must set up one or more special information types to hold the requirements information See Defining Special Information Types page 8 10 Job Requirements DIRECTOR Iof x Special Information Type m Job Requirements Name Essential Requirement Ei To enter job or position requirements 1 2 Select the name of a special information type Enter the Requirements field to open the window corresponding to this special information type In this window enter the precise requirement of the job or position and choose OK If the requirement is essential to the job or position check the Essential check box This information is used in the Skills Matching Report Save the requirements
429. lines entered for an invalid element or no element by SQL Plus or another tool 2 Choose the Find button You can update a batch at any time before you transfer it If you make any changes to a batch with the status Validated or Error the batch status changes to Unprocessed Elements Building Blocks for Pay and Benefits 12 55 Validating a BEE Batch You can validate a batch with the status Unprocessed Error or Valid The validation process tests each batch line against certain predefined rules about element entries and also against your own rules if you have created additional validation procedures p gt To validate a batch 1 Transferring a BEE Batch 12 56 Query the batch in the Batch Header window and choose the Process button Select Validate and choose Start The system displays the concurrent request ID so that you can query it on the Requests window When the concurrent request is completed query the batch in the Batch Header window If the Batch Status is Valid the validation was successful If the Batch Status is Error at least one line control total or the header is in error To view the status of individual lines in the batch choose the Lines button In the Batch Lines window select an element and choose Find If you entered control totals for the batch choose the Totals button on the Batch Header window to view the status for each control type To view messages for the whole batch
430. lingness to travel and relocate preferred working hours work schedule and duration within post and preferred countries for international relocation You can enter this information when an employee first joins the enterprise taking the details from their resume or from tests or interviews You might update it after the employee successfully completes a training course and after periodic assessments or appraisals You can either enter this information using standard Oracle HRMS windows or using the web based Line Manager Direct Access Copying Core or Primary Assignment Competencies Some competencies are important for all employees throughout your enterprise others are required for particular jobs positions or organizations If competencies have been entered as core competencies for your enterprise or as requirements against a person s job position or organization you can copy them to the person s competence profile Copying competencies not only saves you time from having to enter the details yourself but it also ensures that you do not miss entering relevant competencies To assist you in entering applicants and evaluating employees against vacancies you can also copy competencies from a vacancy The system checks all the competence requirements of the organization job and or position for which the vacancy is defined It enters these against the person so that you can record the person s proficiency in each competence and
431. ll receive a message if your entry is not a valid value e Some fields may contain default values If the default value is in quotation marks it is a hot default Attention You should consider carefully before overriding a hot default If you override it then any subsequent changes to the Elements Building Blocks for Pay and Benefits 12 45 default value on the element or element link definition will not affect the element entry However you can clear your entry if you want the default value to come back into effect 10 Save your work Adjusting a Pay Value Oracle Payroll users can adjust the Pay Value of any normal recurring payroll element entry When you open the Entry Values window for an entry of this kind you will see a Show Adjustment check box in the lower left corner of the window You cannot adjust an entry that has been overridden Note You do not see this check box until you have saved the entry gt To adjust a Pay Value 1 Check the Show Adjustment check box 2 Inthe Adjustment pop list select Add Subtract or Replace You can only select Add or Subtract if the Pay Value is numeric 3 Enter the value to add to subtract from or replace the existing Pay Value entry 12 46 Oracle Payroll UK User s Guide Making Third Party Payments See Also Oracle Payroll enables you to make both single and recurring deductions from employee salary for third party payments and to specify eithe
432. ll responsibility define a security profile in the Security Profile window for the new ORACLE ID Security and Control 23 11 4 Run the HRMS security processes See Running the HRMS Security Processes page 23 15 23 12 Oracle Payroll UK User s Guide Defining Security Profiles Using a view all responsibility you can define security profiles in the Security Profile window Prerequisites Q If you want to associate a reporting user with the new security profile the ORACLE database administrator must create a new reporting user ORACLE ID The system administrator must register the new ORACLE IDs with the Application Object Library Pisne e Parman Gna e D i A perdi Bip liek Remeg Laer E Yew 48 Enpiyers B wi A Sep lcs Cran atian Sect FF vire j egestas Orgams mion Herp E igeioda Tog Crgecetinn Tep Draen r n E Vin Al pirra Peale Hearthy fi ingieds Top Pcodme Top Fomor p To define a security profile 1 Enter a name for the security profile and select a Business Group This does not need to be the Business Group you are logged on to If you want reporting users to be able to use this security profile select the Reporting User name for the ID set up by the database administrator Uncheck the View All Employees and View All Applicants check boxes if you want to restrict access to these person types by organizations positions or payrolls To restrict access by organization uncheck th
433. llocate the costs See Defining an Element or Distribution Set page 20 6 E ered bee Procemiag Type Einari Hore r Pauma Osseo E Rorweceng Chasdicm D Simdan Pilg hhiling irhier a Caa Giap Ai Pov Grete Loain Erpiarat Caivegors Paai Saary Bams PD Link Ti A Fiii Casaile Typa E Mot Cai T Paai Costed Dambaan Bt I Trasi Ta il F epi T Tiig Baiser ing To define an element link 1 Set your effective date to the date you want the eligibility criteria to come into effect 2 Inthe Element Name field select the Element for which you are defining a link 3 Check the Standard check box if you want all employees who are made eligible by the link to receive the element automatically You can only create a standard link if e the element is recurring and e multiple entries are not allowed by the element definition Elements Building Blocks for Pay and Benefits 12 35 Costing In the Eligibility Criteria region select the assignment components that form the basis of your eligibility rule If you want to link to all employees do not enter any eligibility criteria You can link to all payrolls or to a specific payroll Do one of the following e Enter the name of a specific payroll if you want only employees on that payroll to be eligible for the element Do not check the Link to all Payrolls check box e Leave the Payroll field blank and check the Link to all Payrolls check box if you want employees ass
434. location is defined for the Business Group or other organization it also appears as a default If you overwrite these defaults a window appears asking if the change is an update or a correction Select Correction 3 Select a payroll if you are paying the employee using Oracle Payroll or if you intend to record for the employee certain types of compensation and benefits represented on the system by nonrecurring elements Note If Oracle Payroll is installed and you are an HR User you cannot assign employees to payrolls Ask your system administrator to change your HR User Type profile option if you need to assign employees to payrolls 4 Select a grade if you use grade rates or grade scales to determine the appropriate compensation levels for employees 11 8 Oracle Payroll UK User s Guide Supervisor Region 5 Select any other components which you want to include in the assignment These are optional 6 Select a Status for the assignment By default a new assignment has the status Active Assignment or an equivalent user status defined on your system See Assignment Statuses page 8 5 7 Enter an Assignment Number to uniquely identify the assignment By default this number is the same as the Employee Number for the employee s first assignment 8 Enter the information you want to hold in the alternative regions Enter the name and employee number of the employee s personal supervisor Note This informatio
435. loyee 3 Choose the Others button and select End Employment Or 1 Choose People gt Fastpath gt End Employment in the Navigator 2 Inthe resulting Find window query the person Entry Values 1 Choose People gt Enter and Maintain in the Navigator Enter or query an employee Choose the Assignment button Choose the Entries button Ole oe Ge i Select an entry and choose the Entry Values button Event Bookings Do one of the following m Choose People gt Events and Bookings in the Navigator Or 1 Choose People gt Fastpath gt Event for Person in the Navigator 2 Inthe resulting Find window query the person Exchange Rates Oracle Payroll only m Choose Payroll gt Exchange Rates in the Navigator External Manual Payments Oracle Payroll only Do one of the following 1 Choose People gt Enter and Maintain in the Navigator 2 Enter or query an employee 3 Choose the Assignment button 4 Choose the Others button and select External Pay 1 Choose People gt Fastpath gt External Manual Payments in the Navigator 2 Inthe resulting Find window query the person Form Customization m Choose Security gt CustomForm in the Navigator Oracle Payroll UK User s Guide Formula m Choose Compensation and Benefits gt Write Formulas in the Navigator Formula Result Rules Oracle Payroll only m Choose Compensation and Benefits gt Formula Results in the Naviga
436. loyee absences 10 7 for payrolls 5 8 for PTO accrual plans 10 18 Cash process 17 29 Cheque Writer process 17 23 College attendances 9 15 Comments 21 6 Company car employer s contributions 15 45to 15 53 Comparatio values for grades 4 10 Compensation and benefits costing 12 19 eligibility for 12 16 to 12 19 entering 12 11 12 42 to 12 47 history 12 61 inquiries 12 59 planning 12 41 qualifying conditions 12 17 12 25 relating grades to 4 3 4 6 salary administration 14 2 to 14 17 steps to setting up 12 21 to 12 23 tracking changes 12 40 to 12 41 Competence profile copying competencies 9 15 Competence profiles 9 15 Competencies copying competence profile 9 Concurrent managers 18 5 Consolidation sets 17 17 changing 17 18 to 17 20 defining and deleting 17 18 to 17 20 CONTACT 9 13 Contacts 8 2 9 13 Contract staff 7 12 CONTROL_TYPE 12 51 Copying competencies competence profile 9 15 Cost Allocation key flexfield 6 3 B 4 mapping segments to GL 6 6 Cost centers 6 5 for organizations 2 7 Costing accumulating cost figures 6 2 for assignments 6 5 12 45 for elements 6 4 12 19 12 36 for organizations 2 20 6 5 for payrolls 5 7 salary budgeting 14 18 to 14 19 Costing information for projects 7 4 Costing process 17 31 Country specific featur
437. loyees however small But the costs of maintaining organizations at this level will probably outweigh the benefits When thinking about the internal organizations to set up for your enterprise in Oracle HRMS consider what your current managerial groupings are Then you can adjust up or down to determine the best level or organizational detail for your enterprise to maintain Organization Hierarchies page 2 23 2 6 Oracle Payroll UK User s Guide Internal Organizations and Cost Centers See Also Depending on the structure of your enterprise and your decisions about which organizations to represent in Oracle HRMS there may not be a one to one correspondence between your cost centers and the organizations you enter When defining an internal organization you can identify one cost center against which the payroll costs of the employees assigned to the organization should be collected You simply select the cost center from a list in a segment of the Cost Allocation key flexfield For example suppose you are defining in Oracle HRMS the organization Product Assembly whose employee payroll costs go to the cost center Production When entering the organization Product Assembly you select Production from the list of cost centers in the Cost Allocation flexfield Cost Allocation Key Flexfield Segment 1 Cost Center 410 Accounting 425 Production 503 Public Relations Note If employees costs are charged to cost centers ot
438. ls Site level These settings apply to all users at an installation site Application level These settings apply to all users of any responsibility associated with the application Responsibility These settings apply to all users currently signed level on under the responsibility User level These settings apply to an individual user identified by their application username Values set at a higher level cascade as defaults to the lower levels Values set at a lower level override any default from a higher level Figure 22 1 Levels for Setting User Profile Options Defaulting Order Application Oracle HR Responsibility HR Manager Order of precedence User Robert Calder options have a default If a profile option does not have a default value it might cause errors when you use windows run reports or run concurrent requests W Suggestion Set site level options first to ensure that all You use the System Profile Values window to set profile options at each level for your user community If you change a user profile option value your change takes effect as soon as your users log on again or change responsibilities 22 4 Oracle Human Resources UK User s Guide Application users can the Personal Profile Values window to set their own profile options at the user level Not all profile options are visible to users and some profile options while visible cannot be updated by end users Any changes a user makes to
439. lso lists the employees who hold these positions If there is more than one holder for a position the number of holders appears in the Holder Name field You can view the names of these holders by choosing the List icon from the Toolbar Note You can enter a query in the folder to reduce further the list of positions displayed You can remove rearrange add or resize fields in the folder if you have access to the Folder menu 11 28 Oracle Payroll UK User s Guide Assignment Status Report Use this report to see a list of people assigned to particular organizations jobs positions and grades with specific assignment statuses If you select both applicants and employees as person types the report prints out in two sections Otherwise it prints for the type you select Run reports from the Submit Requests window gt Torun the Assignment Status Report 1 Inthe Name field select Assignment Status Report 2 Enter the Parameters field to open the Parameters window 3 Enter the effective date for which you want to see the report 4 Leave the Organization Structure field blank to see information about all organizations Select an organization hierarchy name to see assignment statuses in a number of subordinate organizations 5 If there are multiple versions select a version If the effective date lies between the version s start and end dates the report is effective as of this date If it lies outside these dates th
440. m your payrolls to the general ledger and to labor distribution systems For example you might define one segment of the Cost Allocation flexfield to hold a list of your cost centers another to hold GL account codes and a third to hold labor distribution codes You would then make choices from these lists to tell the system how to collect payroll costs For example when you enter a department into Oracle HRMS you could select the cost center against which to collect the employee costs of the department If you are using Oracle General Ledger you can map segments of the Cost Allocation flexfield to segments of the GL Accounting flexfield See Costing in Oracle HRMS page 6 2 Oracle Applications Flexfields Guide 1 20 Oracle Payroll UK User s Guide CHAPTER The Employer and Other Organizations T his chapter explains how to represent your enterprise in Oracle HRMS and how to set up default information applicable across the enterprise It further explains how to represent e the physical work locations of your employees e organizations internal to your enterprise such as companies departments divisions or units e external organizations of importance to human resource management such as recruitment agencies insurance providers and tax authorities e reporting lines and other relationships among these organizations You represent these relationships by building organization hierarchies The Employer and Other
441. make element entries in a currency other than the base currency select it in the Input field For Information type elements you can select a different output currency because these elements do not feed the Payments balance When you do this Oracle Payroll converts the entry values to the output currency before they are processed in the payroll run For other elements the output currency is determined by your legislation and you cannot change it Note In the Define Exchange Rates window you should define the exchange rate between the new input and output currencies or between the new currency and the base currency before you run any payrolls To define qualifying conditions for receiving the element 1 If there is a minimum age for employees to receive the element enter it in the Age field If there is a minimum length of service employees must work before receiving the element enter a number in the Length of Service field and select a unit of measure such as months or years in the Units field If you want the element to be entered automatically for all employees who are eligible check the Standard check box Elements Building Blocks for Pay and Benefits 12 25 Further Details See Also You cannot check Standard if the element is nonrecurring or if Multiple Entries are allowed Note The qualifying conditions and Standard check box provide defaults for the element You can override them for particular groups
442. mation window to open the Work Day Information window 3 Enter the normal start and end times in 24 hour format For example for 5 30 p m enter 17 30 4 Enter a number in the Working Hours field and select the corresponding period of time in the Frequency field For example enter 40 and select Week You can add to the list of available frequencies by making entries for the QuickCode Type FREQUENCY using the QuickCodes window The Employer and Other Organizations 2 19 HR Organizations Entering Costing Information gt To enter costing information 1 Inthe Organization window query the HR Organization if it does not already appear there In the Organization Classifications region select HR Organizations choose Others and select Costing Information 2 Click in the Additional Information window to display the segments of the Cost Allocation flexfield set up with the qualifier of Organization 3 Select the appropriate cost code in each segment For individual employees you can override these organization level codes by entering costing information on their assignments See Setting Up Assignments for Cost Collection page 6 5 HR Organizations Entering Parent Organizations After you set up organization hierarchies use the Parent Organization window to place a subordinate organization in hierarchies by naming its immediate parent in each hierarchy amp Parent Organization Of x Name
443. me field select Employee Summary Enter the Parameters field to open the Parameters window Enter the effective date for which you want to see the report Enter the name of the employee whose summary you want to see Oh er Tee oN aS Choose the Submit button See Also Full Personal Details Report Set page 9 30 Employee Movements Report There are two versions of the Employee Movements Report e Employee Organization Movements Report shows employee movements into and out of a particular organization or hierarchy e Employee Payroll Movements Report shows employee assignment changes to and from a particular payroll Both versions list the following movements New Hires Terminations Transfers In and Transfers Out You can use this information to monitor employee assignment changes for turnover analysis Run reports from the Submit Requests window gt Torun the Employee Organization Movements Report 1 Inthe Name field select Employee Organization Movements Report 2 Enter the Parameters field to open the Parameters window 3 Do one of the following 11 30 Oracle Payroll UK User s Guide If you want to see information for a whole organization hierarchy select the Organization Hierarchy name and version number and leave Parent Organization blank e If you want to see information for one organization select the organization name in the Parent Organization field and leave Organization Hierarc
444. ment Absence Run Results Salary 1 Assignment gt 2 Salary Folder History A 6 Oracle Payroll UK User s Guide DESCRIPTION Update consolidation set or pay advice date Define employee assignment sets Define element and distribution sets Define retropay sets using balances and elements Enter exchange rates for your base currency Enter monetary units for cash analysis and distribution Enter information on compensation and benefits Enter compensation and benefit information Enter eligibility rules for compensations and benefits Define absence types Enter accrual plans Enter and modify formulas Define what happens to formula results Enter global values for use in formulas Enter balances with feeds and dimensions Define additional element classifications View HRMS information Employee assignment history Employee absence history folder Employee run result history Salary history for an employee assignment MENU ENTRY Entries 1 Assignment Folder gt 2 Entry History Lists People Folder Assignment Folder People by Assignment Assignments Employees by Organization Employees by Position Emps by Position Hierarchy Employees by Element Employees by Absence Type People by Special Information Vacancies Organization Budgets Position Budgets Grade Comparatio Employee Accruals 1 Assignment gt 2 Accruals Folder Payroll Process Results As
445. ment If you save a link without selecting any criteria the element is available to all employees 4 Save the link You are now ready to enroll employees in the plan and record absences for plan participants when they use time they have accrued Oracle Payroll UK User s Guide Maintaining PTO Plan Records When a PTO accrual plan setup is complete you enroll employees in their plans and record their accrued time taken At year end you run the PTO Carry Over process to clear down each employee s balance of unused accrued time recording both unused time available for carryover and residual time unavailable for carryover The net accrual calculation produces for an employee his or her amount of accrued PTO at a given point in time The results of this calculation are always available for review Enrolling Employees in PTO Accrual Plans Enroll individual participants in an accrual plan by entering for them the element generated to represent the plan gt To enroll participants in a PTO accrual plan Doone of the following e For enrollment of an individual employee perhaps as a part of the hiring process enter the element representing the plan for him or her using the Element Entries window See Entering Elements page 12 44 e For enrollment of a batch of employees in a plan perhaps a newly developed plan use the MIX batch entry facility See Creating and Updating Batches of Element Entries page 1
446. ment in the Element window To define an absence element 1 Set your effective date to a day on or before the start of the first payroll period for which you want to enter absences 2 Enter aname for the element and select the classification Information Suggestion Give the absence element and its absence type the Y same name or coordinate the element name with the type name For example for the absence type Compassionate Leave name the element Compassionate Leave or Compassionate Leave Absence 3 Select the processing type Nonrecurring and the termination rule Actual Termination 4 Check the Multiple Entries Allowed box to enable employees to have several instances of this type of absence in a pay period 5 If this is an absence element for a PTO accruals plan do not select Process in Run Uncheck this box if necessary 6 If employees must be a certain age or have served for a certain number of years to be allowed this absence enter this information in the Qualifying Conditions region Note If this is an absence element for a PTO accrual plan the plan setup relates length of service to accrued time off Do not make an entry here for length of service 7 Save the element then choose the Input Values button 8 Inthe Input Values window create an input value to hold the amount of time taken Select units of Day Hours in HH format or Hours in Decimal Format to one two or three decimal places
447. message if required These fields are for information only 4 Save your QuickPay definition Note All assignment processes for the assignment s payroll must have a status of Complete for you to save the definition If not you see an assignment interlock failure message Check the status of the assignment processes in the Assignment Processes window and delete roll back or rerun any non Complete processes If the QuickPay Run itself displays In Error or Marked for Retry choose the Retry Run button to run the process again 5 Choose the Element Selection button if you want to check or verify element entries for the QuickPay run All the elements for the assignment which exist as of Date Earned are listed in the Element Selection window Select or clear the Include in Run check box for elements you want to include or exclude from the run 6 You can choose the Entry Values button to view entry values for each element Note You cannot create update or delete entries or entry values in the Element Selection and Entry Values windows You can only select or clear the Include check box for entries 7 Choose the Start Run button to run the QuickPay process You run QuickPay from the QuickPay window not from the Submit Requests window You can view the status of the run in the View Requests window If necessary you can then mark it for retry or roll it back either from the QuickPay window or the Payroll Processes window When
448. model your organizations and roles consider the following points e Positions are normally used in role based enterprise structures where clearly defined rules largely determine the ways employees work and the compensation and benefits they receive e To manage fixed establishments of posts that exist independently of the employee assignment it is best to use positions If you decide to use positions to represent your enterprise structures you need to consider carefully how to use organizations Positions provide you with a finer degree of structural definition and control than organizations on their own You can use both organizations and positions to represent your reporting structures However if you define both you must also maintain both over time This may lead you into duplication of effort and information Suggestion If you decide to use positions to represent how Y people work in your enterprise it is best to define most of the detail at the level of the position Do not duplicate this detail in organization structures Use organizations to show your highest level of departments or divisions Use positions and position hierarchies to show the reporting groups existing in your enterprise Rule Based Enterprises page 7 6 3 4 Oracle Payroll UK User s Guide Job and Position Names See Also Before you define your jobs and positions decide whether you want to use simple names and codes or multi segment j
449. mount paid for each employee is reported against the category code Y in the Year End reports Note If your enterprise has just implemented Oracle Payroll this year you may have used the balance NI Y Last Year to store your NI Y liability for last year from your previous payroll application If so the End of Year process selects that balance if a value does not exist in NI Y for that year PAYE and NIC 15 49 Entering NI Car Elements for Employees 15 50 You must enter the NI Car Primary element for employees who hold a company car You must also enter the NI Car Secondary element if you have allocated a second car to the employee Enter these elements in the Element Entries window Prerequisite m Link the elements to payrolls before giving them to an employee and including them in payroll runs The link default on NI Car Primary and NI Car Secondary is discretionary enabling you to input correct values for each employee See Defining Element Links page 12 35 gt To enter a NI Car Primary or NI Car Secondary element for an employee assignment dl Set your effective date to the day you want to enter the element and query the employee assignment In the Element Entries window select the NI Car Primary or NI Car Secondary element Enter cost codes and a reason for the entry if these fields are set up on your system Choose the Entry Values button In the Entry Values window enter the price of the car to the
450. mount you entered for the daily debt becomes the amount for the second part of the period Leave the Old Daily Debt field blank if the daily debt amount applies throughout the period e If applicable enter the date at which the old daily debt ends If you leave the Old Daily Debt field blank leave the Old Debt End Date blank as well e Enter the daily protected pay amount e Select Yes in the Tax Relief field if UK tax equivalent relief applies to this order If not select No CAO e Where applicable make entries for EAS as described above e Where applicable make entries for CMA as described above Enter the amount of any administration fee you are charging as an employer The maximum fee is 50 pence This is chargeable once each pay period that a court order is processed Enter a reference such as the case number to help you identify this order in messages and reports Enter the name of the issuing authority in the Issued By field Enter the details of the person or organization to whom the order is payable in the Payee Details field Caution A CAO is sometimes issued to supersede an EAS currently in operation for an employee When this happens ensure that the CAO Scotland Payments EAS_ASG_ITD balance dimension is adjusted to the value for the amount already deducted under the original order that is the value of EAS Scotland Payments_ASG_ITD If this is not done you could deduct more from the employee than is necessary
451. mployees applicants and other people Security MENU ENTRY QuickCode Values QuickCode Types Table Structure Table Values User Profile Options Formula Functions Profile CustomForm Report Sets Task Flow Nodes Task Flow Definitions DESCRIPTION Enter values and meanings for QuickCode types Define your own QuickCode types Set up tables you require Enter table values Review your personal profile options Register your user defined functions Define security restrictions Define security profiles to restrict record access Define customizations to restrict information access in windows Define sets to restrict report and process access Define task flow nodes and customizations Define task flows Default Menus A 15 Windows and their Navigation Paths A 16 This topic shows the default navigation paths for all the windows in Oracle HRMS as they are supplied You can use taskflow windows directly from the menu or from the People and Assignment windows The responsibility that you use determines which of these windows you can use and how you access them Your system administrator sets up navigation menus and task flows for your responsibility They may also create customized versions of some of these windows using different window titles Absence Detail Do one of the following 1 Choose People gt Enter and Maintain in the Navigator 2 Choose the Others button and select Absence
452. mum fee is 1 00 This is chargeable once each pay period that a court order is processed Enter a Reference such as the Case Number to help you identify this order in messages and reports In the Issued By field enter the name of the issuing authority In the Payee Details field select the details of the person or organization to whom the order is payable If required enter the sub priority number for the entry in the unlabeled field next to the Processing Priority field If you make more than one entry of a court order element for the same employee the sub priority number enables you to determine the order of processing for the different entries To enter a non priority AEO for an employee In the Element Entries window select the element Court Order Non Priority then follow the same procedure as for entering a priority AEO There is no Type field in the Entry Values window as there is only one type of non priority order Non Third Party Payment Court Orders page 16 10 Element Result Listing Report page 12 61 Court Orders and Arrestments 16 13 Entering Elements for Scottish Arrestments You enter Scottish arrestments elements for employee assignments in the Element Entries window The following legislative restrictions apply to these entries e You may not give an employee more than one EAS Scotland entry or more than one CMA Scotland entry at a time You may however give the employee one EAS
453. n There are lots of ways to view information about people held in Oracle HRMS For example you can See Also use Employee Direct Access to view and update your own personal details using a web browser use Line Manager Direct Access to view information about people in your organization use the Find Person window or a People folder to display the people who interest you then drill down by clicking on buttons to the information you need use an inquiry window to view specific information about a person such as employment or absence history use QuickPaint to design a report incorporating personal assignment application or compensation information Web and Workflow Access Oracle Human Resources UK User s Guide Inquiry Windows and Folders page 18 3 QuickPaint page 18 9 9 2 Oracle Payroll UK User s Guide Using the Find Person Window When you navigate to the People window the Find Person window automatically displays in front of it Full Mame Emakiyar Number Appian Mumbai PI Mirm best Daar Maw Find gt People Folders To query a person using the Find Person window 1 Do one or both of the following e Enter a full or partial query on the person s name Where a prefix has been defined for the person a full name query should be in the format Maddox Miss Julie e If relevant enter a query on employee number applicant number or NI number 2 Choose the Find button
454. n Grade Rate Pay Scale Point Values Grade Steps and Points Salary Basis Budget Calendar Budget Status Recruitment Letter Type Description Consolidation Payment Methods GL Flexfield Map DESCRIPTION Enter names for job career paths Enter career paths for jobs Enter position related information Enter position names Structure positions into hierarchies Enter details of a mass move Enter grade related information Enter grade names Enter rates and values for grades Create a pay scale of fixed progression points Enter values for progression points Enter grade steps and fixed point values for each step Enter available salary bases for salary administration Define calendars for headcount and position budgets Enter headcount and position budgets Define employee and applicant assignment statuses Associate letter types with applicant statuses Enter information for payrolls Enter payroll groups Define consolidation sets for payroll run results Define available payment methods Map payroll costing to Oracle GL flexfield segments Default Menus A 5 MENU ENTRY Update Payroll Run Assignment Element Set RetroPay Se Set t Exchange Rates Monetary U Compensation and Benefits nits Element Description Link Absence Types Accrual Plans Write Formulas Formula Results Global Values Balance Classification View Histories Employee Assign
455. n use the List Employees by Position window Ei bepp Dy Poen Cory ad iad ce dat Fina Frima Postion Hakijat Herrat Hokin Humi gt To view employee names by position 1 Select any combination of an organization job or position 2 Choose the Find button The folder displays the positions that match your selection criteria together with the holder s name and employee number If there is more than one holder for a position the number of holders is displayed in the Holder Name field You can view the names of these holders by choosing the List icon from the Toolbar Note You can enter a query in the folder to reduce further the list of positions displayed You can remove rearrange add or resize fields in the folder if you have access to the Folder menu Employment Information 11 27 List Employees by Position Hierarchy Window To view lists of employees in a number of positions within a hierarchy use the List Employees by Position Hierarchy window List Employees By Position Hierarchy Ot x Find Hierarchy Primary fing Position Organization Holder Holder Number Position Holder Name Holder Number gt To view lists of positions within a position hierarchy 1 Select a position hierarchy and the highest position in the hierarchy for which you want to list employees 2 Choose the Find button The folder displays all positions below the one you selected in the hierarchy It a
456. n Arrears Payroll The element is placed in the period 06 APR 1997 to 12 APR 1997 and will show the dates 13 APR 1997 to 19 APR 1997 The element is placed in the period 13 APR 1997 to 19 APR 1997 and will show a Yes flag against the Advance input value The flag against the Defer input value will be either Yes or No depending on whether you choose to defer payments The element will not appear in the period 20 APR 1997 to 26 APR 1997 Arrears Payroll The element is placed in the period 06 APR 1997 to 12 APR 1997 and will show the dates 20 APR 1997 to 26 APR 1997 The element is placed in the period 13 APR 1997 to 19 APR 1997 and will show a No flag against the Advance input value The flag against the Defer input value will be either Yes or No depending on whether you choose to defer payments The element will also appear in the period 20 APR 1997 to 26 APR 1997 and will show a Yes flag against the Advance input value The flag against the Defer input value will now show No Table 17 3 Advance Pay Elements in Arrears and Non Arrears Payrolls Arrears Payrolls If you have a payroll where employee pay is based on entries for hours worked in the previous period you may want to identify this as an arrears payroll The Payroll Run and Other Processes 17 39 For an arrears payroll the pay period or periods for which advances are calculated is offset by one period from the original dates entered
457. n Hierarchies To add new organizations to an existing hierarchy query the hierarchy and version you want to change query the parent organization for the one you are adding and select the new organization in the Subordinates block To change the top organization of an existing hierarchy query the hierarchy and version you want to change query the new top organization and select the previous top organization in the Subordinates block You can move an organization and all of its subordinates within a hierarchy To move an organization query the hierarchy and version you want to change query the new parent organization for the one you want to move and select the organization to move in the Subordinates block Deleting Organization Hierarchies 2 28 To delete an organization hierarchy you must first remove the subordinate organizations from the hierarchy starting at the lowest level You cannot delete an organization hierarchy if other versions exist or a security profile uses it Oracle Payroll UK User s Guide Organization Hierarchy Report Oracle HRMS includes a standard Organization Hierarchy Report to display the relationships between organizations in a hierarchy You run reports from the Submit Requests window gt Torun the Organization Hierarchy Report 1 2 3 4 In the Name field select Organization Hierarchy Enter the Parameters field to open the Parameters window Enter the effective date fo
458. n X Vacation OY x Effect on Net Element Name Input Value Carried Over Vacation X Vacation Adjustment The Net Accrual Calculation for Net Entitlement of PTO Residual PTO The calculation dynamically adds up a plan participant s regular accruals to date Then it adds in any carried over PTO from the previous year obtained from the plan s Carried Over element to produce the gross accrual to date The calculation next adds up all PTO taken to date obtained from the entries in each period to the element of the plan s absence type It then subtracts the amount of time taken to date from the gross accrual to date to obtain the net accrual to date Gross PTO accrual Accrued PTO PTO carried over Net PTO accrual Gross PTO accrual PTO taken this year If your enterprise allows employees to purchase additional PTO or sell unused PTO you can define elements to record information about purchased or sold amounts query them in the Net Calculation Rules window and select for the elements input values rules governing their addition or subtraction in the net accruals calculation Notice that the system does no automatic processing of the entries of employees residual PTO Your enterprise may want to use these entries to inform employees of accrued but unused time they may forfeit or to make payments for part or all of this time Absence Management 10 27 Linking the Accrual Plan E
459. n of working with multiple effective dates you should also disable this feature if your menu structure accesses Oracle HRMS datetracked forms To disable the Multiple Open Form feature 1 Add a Function type menu entry to the top level menu referenced by your new responsibility 2 Select the function whose User Function Name and Function Name are e Disable Multiform Multisession e FND_FNDSCSGN_DISABLE_MULTIFORM 3 Save your changes Default Navigation Menus for Payroll Responsibility page A 9 Menus Oracle Applications System Administrator s Guide Menu Report Oracle Applications System Administrator s Guide 19 20 Oracle Payroll UK User s Guide Setting Up Query only Access to Forms You can restrict access to query only for all HR and Payroll forms on a menu by setting the user profile option HR Query Only Mode to Yes You can set this profile for individual responsibilities or users or at the site or application level If you want to give query only access to some forms and full access to other forms set the HR Query Only Mode profile to No and use the parameter QUERY_ONLY YES at form function level to restrict access to individual forms Note You can set the parameter QUERY_ONLY YES for a form function that also launches a task flow In this case specify two parameters in the Form Function window QUERY_ONLY YES WORKFLOW_NAME taskflow name The entire task flow will be query only not
460. n reviewing entering changing or deleting datetracked data you can set an effective date in the past or future The system uses only information in effect as of that date for whatever you do When you make a change you can choose whether it is a correction to the last update or a new update to be recorded in the history of the record You can use DateTrack History to view a report of every update ever made to a record You can identify windows containing datetracked rather than dated information by the presence of a region labelled Effective Dates Introduction 1 11 Dated Information and Hierarchy Versions The information in Oracle HRMS about your locations organizations jobs positions grades payrolls and other work structures is dated information All dated information has From and To dates that is dates from and to which it is in effect in your enterprise For example when defining a position you enter a date from which it starts To close it down you give it a date to which it remains valid Oracle HRMS does not permit you to assign employees to structures on dates earlier than their Date From or later than their Date To Similarly the system protects you from building eligibility rules for compensation and benefits based on work structures that have not yet gone into effect or are out of date Suggestion Consider using a fixed date such as Y 01 JAN 1901 as the start date for all your initial work structures
461. n shows the personal supervisor for an employee and is not updated by the system Use organization and position hierarchies to show management reporting lines Note The Auto WGI uses this information Probation Period and Standard Conditions Regions Miscellaneous Region Special Ceiling Region The probation period and standard work day information default from the employee s position If standard conditions are not defined for the position they may default from the employee s organization or Business Group The Internal Address adds address details such as the floor or office number to the location address You can select a reason for adding or changing the assignment You define valid reasons as values for the QuickCode Type EMP_ASSIGN_REASON Check the Manager check box if the assignment is at the level of manager Check the Primary check box if it is the employee s only assignment or main assignment A special ceiling progression point is the highest point to which the Increment Progression Points process can automatically progress the employee Employment Information 11 9 You can enter a special ceiling if the employee is assigned to a grade and a grade scale is defined for this grade This special ceiling overrides the ceiling defined for the grade scale Salary Information Region See Also Using the Salary Administration window you can enter a proposed salary change for an employee associate this cha
462. nal Manual Payments window from the QuickPay window you can query unpaid payment methods associated with the current QuickPay pre payment only The Effective Date and Type fields do not display as the source type is always QuickPay and the date is the same as the date of the QuickPay run 2 Select the Pay check box for the payment methods you are now going to pay manually Enter the value of the payment and if you are paying by cheque the cheque number 3 Save your entry See Also Entering a New Assignment page 11 8 The Payroll Run and Other Processes 17 65 17 66 Oracle Payroll UK User s Guide CHAPTER Reports and Inquiries T his chapter introduces the inquiry and reporting tools you can use with Oracle HRMS It summarizes the reports and inquiry windows that are supplied with Oracle Human Resources and Oracle Payroll It also explains how you can create and run your own QuickPaint reports for fast online reporting on people and assignments Reports and Inquiries 18 1 Overview of Inquiry and Reporting Tools See Also Oracle HRMS provides a range of inquiry and reporting mechanisms to meet the needs of different users e inquiry windows including folders e predefined reports that can be scheduled and grouped for periodic processing e DateTrack History to view the changes to datetracked information over time e QuickPaint to create your own online inquiries and reports about people and assignme
463. nd add them later using the Batch Lines window In the Batch Lines window you can enter new lines for individual assignments and you can view and edit lines created automatically for an assignment set You can speed up entry of new lines by entering default input values Note A batch can contain lines for as many elements as you require Lines within a batch can have different effective dates To navigate to these windows first create and save a batch header in the Batch Header window Then choose the Create Lines button for Elements Building Blocks for Pay and Benefits 12 53 the Create Batch Lines window or the Lines button for the Batch Lines window gt To enter batch lines for an assignment set 1 ier Barked Lias ia Sy Eikrem FP eburan sierreris Cee co Capheg Rants Select the assignment set and payroll which identify the employees you want to create lines for Select the element for the batch lines and enter input values as appropriate Change the effective date if required Choose the Process button to submit a concurrent process called Create Batches Confirm that you want the system to create the lines The Batch Lines window now closes taking you back to the Batch Header window Choose the Create Lines button again if you want to add lines for another element Requery your batch and choose the Lines button if you want to view and edit the lines created by the process gt To e
464. nd basis down to but not beyond zero Fuel scale value is then added to the car benefit In both formulas this sum is multiplied by the highest level of employer NIC percentage divided by 365 to obtain the daily rate and multiplied by the number of days of availability This is calculated as the days between e the START DATE which is the later of start of tax year start date of entry values e the END DATE which is the earliest of end of tax year end date of entry values termination date if set If there are any updated or corrected input values the formula recalculates the result which becomes the difference between the current Class 1A_ASG_STAT_YTD balance and the amount from the appropriate formula Within the formulas there is a call to the function CLASS1A_YTD This sums across all the element entries for the year rather than looking at the current entry GB Functions Oracle FastFormula User s Guide NI Class 1A Contribution Balances The NI Car Primary and NI Car Secondary balances are used by their respective formulas to calculate the amount of Class 1A NIC as follows e the system calculates the total amount owing from the beginning of the tax year to the end of the current pay period e it then subtracts from this figure the Statutory Year to Date balance paid 15 48 Oracle Payroll UK User s Guide The NI Y balance with the dimension _ASG_STAT_YTD is used for reporting on The a
465. nd bureau number m Inthe Organizational Payment Method window enter your BACS user number to make a single file submission Enter your BACS user number and bureau number to make a multi file submission See Defining Payment Methods for the Enterprise page 5 3 The following steps apply to multi day formats only To link and enter the BACS Entry Date element 1 Inthe Element Link window link the BACS Entry Date element to each payroll in the process 2 Inthe Element Entries window for each assignment enter the BACS Entry Date element In the Entry Values window enter the 17 26 Oracle Payroll UK User s Guide Running the Process first date on which payment is to be made for the assignment Payment will be made on the same day in subsequent pay periods If you leave the default date which appears as 01 01 0001 the default payment date for the payroll is given to the assignment Check that the BACS payment rule has been set for each payroll in the process See Defining a Payroll page 5 5 You run the BACS process from the Submit Requests window To create a BACS file 1 Z Select the BACS process In the Parameters window select the payroll and consolidation set for which you are creating BACS output Consolidation set is mandatory Leave the Payroll Name field blank if you want to output payments from all payrolls in the consolidation set Enter a start date to restrict the BACS payments to un
466. nd order and the sort sequence of the retrieved records For example in the Assignment Folder window you could create a folder called Sales Employees by Grade This folder has the query criteria Organization Sales and it is sorted by grade You can define public folders which all users can view as well as private folders for your own use Inquiry Window Information Provided Assignments Folder Lists of assignments in a folder Employee Assignment All the assignment processes for one employee assignment Processes Oracle Payroll which you can view retry or roll back with further information on run messages run results balances payment details and costing Payroll Processes Oracle All the payroll processes for one payroll for a specified Payroll period which you can view retry or roll back with further details on assignment processes run messages and costing People Folder Lists of people in a folder Salary Management List of assignments with their current approved salary and Folder proposed new salary Position Occupancy Lists of people who have held a selected position or are Folder applying for it and the dates of their occupancy List Assignments Assignments that match the assignment components you specify for current applicants employees or both List People by People whose assignments match the assignment Assignment components you specify for current or former applicants employees or both
467. ndustry with agreed grading structures and rates of pay Headcount or full time equivalent budgets are usually set for each position Vacancies and Recruitment Standard Reports You can calculate your Salary budgets from the position budgets combined with valid grades and progression point information In an HR environment you would calculate actual salary costs at any time from the current salaries of assigned employees In an environment including Oracle Payroll you would calculate actual salary costs directly from payroll run results See Salary Budgeting page 14 18 There is an automatic vacancy when an employee terminates employment The position exists even when there are no holders The stages of the recruitment process and the procedures surrounding these are probably well defined and regulated Standard letters for each stage of the process are also likely to be well established In this environment people are recruited for their ability to perform a role You would hold job descriptions and skill requirements for each position using attachments for text and the Special Information Type for structured data Typically there is a well defined set of standard reports needed in this environment Often these are required by government Typical Models Based on Enterprise Culture 7 9 Hybrid Enterprise Structures Figure 7 3 Hybrid enterprise assignments Employee Assignments Many enterprises
468. ne segment of the Cost Allocation key flexfield you can define up to thirty You can define a list of valid codes or values for each segment If you plan to transfer costing information to Oracle General Ledger you should set up at least one segment of the Cost Allocation key flexfield that maps onto segments of the Oracle General Ledger Accounting key flexfield Users can enter values in the flexfield segments in the following windows e Costing Information for an organization e Payroll e Element Link e Costing for an assignment e Element Entries You decide which segments of your flexfield appear in which window For example suppose you define a Cost Center segment You may want it to appear in the Costing Information window for the organization so that users can associate one cost center with each organization You may also want it to appear in the Costing window for the assignment so that users can override the organization s cost center code for employees who do not spend all their time working for one organization Notice that you can override a code entered at a higher level by a code entered at a lower level For example if an employee normally works on Project 501 you enter this code at the assignment level If the employee works temporarily on Project 602 you can allocate some of the assignment s costs to that code at the element entry level for one or more pay periods You define which flexfields segments appear
469. nearest pound The value you enter is based on the list price of the new car plus delivery charges and VAT Add the cost of any accessories over 100 if fitted after 31 July 1993 and deduct any employee capital contribution up to 5 000 Enter the car s registration date in the format DD MON YYYY For reporting purposes you can enter the car s registration number This is optional Select the mileage band for the car based on the expected level of business mileage for the current tax year Any business mileage already done in a car allocated to an employee partway through a year can be included in the calculation There are three categories e Under 2 501 e 2 501 17 999 e Over 17 999 Select the fuel type either Petrol or Diesel or leave the field blank Oracle Payroll UK User s Guide 9 Ifyou enter a fuel type enter a value in the Engine cc field for fuel scale charge purposes Leaving this field blank after entering a fuel type causes the formula to use the lowest charge for the type selected 10 Enter a value in the Fuel Scale field if you want to override the value derived from the entered fuel type and engine size Note If you want to record fuel type and engine size details for the car but do not want a fuel scale charge to be included in the calculation of NI Class 1A enter a fuel scale value of 0 00 11 If the employee contributes to the use of the car for private mileage enter the annual amount in the P
470. nents Each component represents a different reason for changing the salary You can define as many reasons as you require using the QuickCode Type PROPOSAL_REASON Examples might be Merit Award and Cost of Living From the Salary Administration window you can open the Performance window You can associate a salary proposal with a performance review in two ways e You can simply enter the date of the review and a performance rating in the Performance window If you use the Employee Review window to schedule and record performance reviews you can select a review by type in the Performance window To review the history of an employee s salary and performance reviews use the Salary History window Salary Administration and Budgeting 14 9 Using the Salary Administration Window Use the Salary Administration window to enter a salary amount fora new employee to propose a salary change for a current employee or to approve a salary proposal Gelap deresan pi TH Daie PO kha Mitia Cert pot merits Lat Appart Barn l ierarh ra at Fasson Chenga riari Piia Cie i Chenge Parcert I Append E i Solar Cumponosin Appia one Podairnanin Bonjan Entering an Approved New Salary Use the procedure below to enter e a starting salary amount for a newly hired employee or e a salary amount for a current employee assigned to a new salary basis This could be for example an employee moving from an hourly w
471. nes Hie gt To enter a batch header and control totals 1 Set your effective date to the date when you want the entries to take effect 2 Enter a name for the batch and enter a reference number and the source of the batch if you require these for your own reference 3 Select what action the process should take if one of the batch lines matches an existing element entry for an assignment at the effective date e Create New Entry The process creates a new entry if multiple entries of the element are allowed by the element definition If multiple entries are not allowed the process sets the status of the batch line to Error e Reject Entry The process sets the status of the batch line to Error e Change Existing Entry The process corrects or updates the existing entry If there is more than one existing entry the process sets the status of the batch line to Error The Undefined option is display only for batches created using SQL Plus or a similar tool 4 If you selected Change Existing Entry select the type of date effective change to be made to recurring entries e Update The process changes the existing entry from the effective date but preserves the previous information If there are future dated changes to the existing entry the process inserts the change before the next scheduled change Oracle Payroll UK User s Guide Entering Batch Lines e Correct The process corrects the
472. nformation about e the various requirements for your jobs and positions such as educational attainment certification or license types and levels or language skills e the educational levels qualifications skills and other personal attributes of your employees or applicants which match your job or position requirements e a wide range of other types of information you need to keep on record for your workforce for example company car usage workplace accidents and immunizations for communicable diseases You can define up to 30 instances of the Personal Analysis flexfield structure each holding one special information type Defining Special Information Types Oracle Human Resources UK User s Guide Introduction 1 19 Grade Name People Group Cost Allocation See Also You may want to use simple single segment grade names A B C or more complex grade names Manual A 1 Manual A 2 Clerical C 1 Clerical C 2 See Representing Grade Structures page 4 2 The People Group key flexfield is for setting up special groupings of employees For example you can set up a segment of this flexfield to hold all the unions present at your enterprise When you give an employee an assignment you can use this segment to record his or her union membership See Representing Other Employee Groups page 5 10 The Cost Allocation key flexfield is for maintaining data needed to transfer information on employee costs fro
473. ng at a particular location You give these employees a normal recurring entry of the element so that they receive the allowance automatically each week However you also want to give the allowance to other employees temporarily working at the same location You need to check the Additional Entries Allowed check box so that you can give these employees a one off nonrecurring entry of the element Notice that for an element defined in this way an assignment could have e anormal recurring entry only e an additional entry for one pay period only e anormal recurring entry and an additional entry The assignment could have several normal recurring entries of the element if you also checked the Multiple Entries Allowed check box However it can only have one additional entry in a pay period Elements Building Blocks for Pay and Benefits 12 27 Defining an Element s Input Values Default Values LEIE MiG i Uii Dismiss H hare Unin Biped Frise Erabi fen Ei ary Waban Mare 1 r E E r F r r F r r r r r r r r F r r F m To define input values 1 Set your effective date early enough to handle any historical element entries you want to make Enter or query the element in the Element window and choose the Input Values button Enter the name of the first input value Remember that if you want to define a pay value you must name it Pay Value Select the unit type of your input value money hours cha
474. nge with a performance review and accept or revise the change later To administer an employee s salary in this way you first assign the employee to a salary basis in the Salary Information region You can also enter the frequency of salary and performance reviews i gt Attention If you change an employee s salary basis to a basis that uses a different salary element the employee s existing salary element entry will be ended Using the Salary Administration window you should make a new salary entry for the employee effective from the date of the salary basis change Salary Administration and Performance Reviews page 14 2 Additional Employment Information page 11 18 11 10 Oracle Payroll UK User s Guide Changing Assignment Information When an employee experiences changes such as a promotion transfer or move from full time to part time you change a component of the assignment A change to any of the assignment components produces the DateTrack prompt If you choose Correction Oracle HRMS overwrites the existing assignment information If you choose Update Oracle HRMS records the date and change and retains the original information By changing your effective date on the system you can see the employee s assignment at any point in time You can also view the changes made to the assignment over time using DateTrack History DateTrack History shows the changes made to one assignment Use the Ass
475. nket tax code changes only 15 6 Oracle Payroll UK User s Guide e Tax Code Uplift from Tape The process transfers the P9 details from the interface table to your database Prerequisites To run in the Start of Year or Mid Year Tax Code Uplift mode Q Enter values in the predefined user table TAX_CODE_UPLIFT_VALUE for the UPLIFT_VALUE column e Enter the tax code suffix in the Exact field and the tax code value in the Value field To run in the Tax Code Uplift from Tape mode L Load data from the Inland Revenue P9 tape into the PAY_GB_TAX_CODE_INTERFACE table Table 15 2 gives details of the table structure Column Name Format Mandatory DISTRICT_NUMBER NUMBER 3 Yes EMPLOYER_REFERENCE es es NATIONAL_INSURANCE_NUMBER VARCHAR2 10 Yi TAX_CODE VARCHAR2 5 Yi NON_CUMULATIVE_FLAG VARCHAR2 1 No EMPLOYEE_NAME VARCHAR2 28 No WORKS_NUMBER VARCHAR2 20 No PROCESSED_FLAG VARCHAR2 1 No Table 15 2 The PAY_GB_TAX_CODE_INTERFACE Table All the above columns apart from PROCESSED_FLAG are populated from the tape The PROCESSED_FLAG column is reserved for Start Of Year process use and should be set to NULL on insert You must populate this table with the data from the P9 tape and clear down the table after the Start Of Year process has been run You run the process from the Submit Requests window See User Defined Tables page 20 9 gt Torun the Start of Year process 1 I
476. nt into a bank account in their home currency The remainder you would pay in a local currency Your startup data includes the definitions of all world currencies These definitions are shared by all Oracle Applications and are controlled by the system administrator responsibility You enable those currencies you want to use in the Currencies window Note You must enable at least one currency as the default currency for all information related to money in your system This default is known as the Base Currency for your Business Group gt To enable a currency m Query the currency you want to enable and check the Enabled check box Save your choice to enable the currency You can never delete a currency but you can disable it gt To disable a currency m Uncheck Enabled or enter an End Date for the currency System Administration 22 7 22 8 Oracle Human Resources UK User s Guide CHAPTER Security and Control E mployees personal and pay related information is highly sensitive You must be able to reliably secure this information from unauthorized access by users of your Oracle Applications Oracle HRMS gives you a flexible approach to controlling access to records windows and functions This means you can suit each employee s level of access to his or her work responsibilities You can partition data by organization position or payroll Management of security is normally part of the system administrator s
477. nt of SSP to be recovered for the year Note The information you enter in these last three fields appears in the End of Year report Enter the amounts as figures only in the form you want them to appear in the report for example 1000 00 Save your work Choose the Period Dates button to view the calendar generated for your payroll In the Period Dates window e You can view the default offset dates for every period and you can manually override any of these dates in any record e You can change the payroll s default Open status in any period to Closed to prevent further element entries You can also reopen the period if necessary Attention Use this feature with caution When you perform certain important tasks in Oracle HRMS the system may automatically create or delete element entries These tasks include hiring and terminating people and updating assignments You cannot change any element entries that span a closed payroll period and so you may be prevented from performing these tasks Choose the Valid Payment Methods button to add valid payment methods for this payroll In the Valid Payment Methods window the default payment method for the payroll appears automatically You can add other methods First set your effective date to the date you want the method to become valid Note An employee assigned to this payroll can have any number of personal payment methods chosen from those you enter here for the payroll S
478. nter batch lines manually 1 2 Choose the Lines button Select the element for which you want to make entries 12 54 Oracle Payroll UK User s Guide 3 To enter default values to speed up the data entry choose the Defaults button The Defaults window displays the input values for the selected element 4 Enter default values in any of the fields in the Defaults window These defaults apply to all new entries in the batch but not to any entries you have already made You can change the defaults at any time during your data entry 5 Uncheck the Display check box for any field that you do not want to display in the Lines window You might want to hide any fields for which the default is correct for every entry 6 Inthe Lines window enter the data required for the batch Lists of values are available on some fields but no validation is enforced during data entry You can override the Effective Date for any line This is the effective start date for a new entry or the effective date of an update 7 Save your entries If you want to make entries for another element select the element enter new defaults enter the lines then save again Retrieving Existing Batch Lines Updating a Batch Use the Batch Lines window to view existing batch lines To retrieve existing batch lines 1 Doone of the following e Select the element in the Element field e Check the Unknown Elements check box if you are querying batch
479. nthe Name field select Start of Year PAYE and NIC 15 7 Start of Year Resume 2 Inthe Parameters window select the mode 3 Select the date The default is the start of the current tax year 4 Select a payroll if required By default all payrolls are processed but you can restrict to a particular payroll On completion the process produces a report listing the records processed details of all changes made and all records rejected by the process together with reasons This process enables Start of Year processing to resume after a deliberate stoppage in mid run You can stop a process while it is running either by requesting its cancellation or by terminating the concurrent manager The Start of Year process records the processing of each record as it completes When processing resumes the system does not need to reprocess previously completed records It continues only with the records that were previously unprocessed This applies both to Start of Year Resume and to automatic restarts following a concurrent manager failure You run the Start of Year Resume process from the Submit Requests window To run the Start of Year Resume process m Select the name of the process and choose the Submit button There are no parameters On completion the process produces a report listing the following e all records processed e details of all changes made e details of all records rejected with reasons for the rejection
480. nts In addition you can use Oracle Reports or other tools to write your own reports You can register these with the system so that they can be run in the same way as the predefined reports You can extract mail merge information from the human resource database to send to your word processing system For example you might want to produce standard letters for applicants as part of your recruitment process It is also possible to download information from the human resource database to other tools for reporting or editing For example you can use Oracle Application Data Export ADE to download information to a spreadsheet Viewing DateTracked Information and History page 1 15 18 2 Oracle Payroll UK User s Guide Inquiry Windows and Folders Oracle HRMS includes some inquiry windows to meet the most common online reporting requirements In these windows you typically enter selection criteria in the first block then choose the Find button to view a list of people assignments or other entities that match your criteria Some of these windows use folders to display the information retrieved by your criteria Folders are online views that you can customize By default the folder block in an inquiry window displays all records matching your inquiry and all fields available within the folder However you can create your own folders to display a subset of these records and fields You can also choose the field labels their size a
481. nts Disables the facility to attach short text comments to records Enables the attachment of multiple items of various types including OLE objects Web pages images and word processed documents Table 22 1 HR User Profile Options System Administration 22 5 DateTrack Option DateTrack Date Security DateTrack Reminder Purpose Controls the way users can change their effective date All users can change to any date Past users can change to dates in the past only Present users cannot change their effective date Future users can change to dates in the future only Determines whether the Decision window appears when a datetracked window opens Always the window always appears Never the window never appears Not Today the window appears only if the effective date is not the system date Table 22 2 DateTrack User Profile Options See Also 22 6 Oracle Applications System Administrator s Guide Oracle Human Resources UK User s Guide Enabling Currencies Oracle HRMS allows you to use multiple currencies for entering information about employee compensation and benefits You can also record your payment methods to employees in different currencies For example if you have employees living and working temporarily in other countries you might want to record specific earnings or deductions for these employees in local currencies You might also want to pay these employees a fixed amou
482. o You can set up budgets for non monetary measures such as headcount or full time equivalent When you enter employee assignments to define the work an employee does for your enterprise you can specify the value of the assignment towards these budgets For example all assignments typically count as one for headcount budgets but may count as less than one for full time equivalent budgets To remove the requirement to enter these values for every assignment you can enter defaults for the whole Business Group You can override the defaults for individual assignments Prerequisites Q Define units of measure such as Headcount by adding values to the QuickCode Type BUDGET_MEASUREMENT_TYPE in the QuickCodes window 4 ising Fal dive egaki si H p To define budget value defaults 1 Inthe Organization window query the Business Group if it does not already appear there In the Organization Classifications region select Business Group choose the Others button and select Budget Value Defaults 2 Click in a field of the Additional Organization Information window to open the Budget Value Defaults window 3 Inthe Units field select a measurement type such as Full Time Equivalent or Headcount 4 Enter a default value in the Value field You can enter a default value for as many budgetary units as you plan to use for the Business Group Human Resource Budgets Oracle Human Resources UK User s Guide 2 16 Oracle Pa
483. o the date on which to begin paying the employee by this method In the Name field select a payment method Enter a number in the Priority field to determine the order for Oracle Payroll to use each payment method It uses the method with the lowest number first Enter either the amount or percentage of the assignment s pay to be paid by this method If the total of the amounts you allocate to payment methods is less than the amount to be paid Oracle Payroll uses the payment method with the highest priority number to pay the excess If the payment method type is BACS open the Bank Details window for entry of information about the employee s bank account gt Toentera third party payment method 1 Set your effective date to the date on which to begin making payments using this method In the Name field select a third party payment method Third party payment methods automatically receive priority 1 the highest priority and you cannot change this You cannot split a third party payment between different payment methods the Percentage field always displays 100 Oracle Payroll UK User s Guide 3 Inthe Payee region select an organization or a person 4 Save your work You can select this third party payment method in the Payee Details entry value when you enter a deduction to be paid as a third party payment Entering Secondary Assignment Statuses See Also Your implementation team may have creat
484. ob and position names to hold more information The name can be a title only as for example e Director e Analyst e Training Manager You can add another segment to categorize the jobs or positions In this way you can use segments to identify subgroups of employees within your enterprise For example a job name can comprise a title and a job type such as e Director of Finance Director e Assistant Director of Finance Director e Finance Officer Professional Similarly a position name can comprise a title a position number and an indicator showing whether the position is part time For example Training Manager 020001 F T e Secretary to the Training Manager 020013 P T You define the segments of the job and position names and their valid values by setting up the Job Name key flexfield and the Position Name key flexfield Normally your system administrator does this User Definable Key Flexfields page B 2 Jobs and Positions 3 5 Adding Information About Jobs and Positions As you define roles in your enterprise you can describe their responsibilities requirements and working conditions There are a number of ways to add information about a role e For positions you can enter in standard fields the location probation period and working hours Entering location and working hours for an organization provides a default for all positions within that organization e You can attach documents such as word processe
485. oblem Information A message with this level of severity simply gives information Correcting and Updating Processing Rules When you add a formula result it takes on the effective end date of its processing rule Any date effective changes you make to existing processing rules can affect formula results as follows e Update If you update a processing rule or give it an effective end date all the rule s currently effective and future dated formula results automatically get identical end dates e Correction If you correct a processing rule all its currently effective and future dated formula results remain unchanged e Future delete If you delete all future changes scheduled for a processing rule this also deletes any future changes scheduled for the rule s formula results See Also Assignment Statuses page 8 5 Using Oracle FastFormula for Payroll Calculations Oracle FastFormula User s Guide 12 34 Oracle Payroll UK User s Guide Defining Element Links Use the Element Link window to define groups of assignments that are eligible for an element Prerequisites Q In Oracle Payroll you can distribute direct costs such as an employer s contribution to a pension plan over other elements such as employee s pensionable earning elements If you want costs to be distributed define a distribution set in the Element and Distribution Set window This set contains the elements over which you plan to a
486. ocesses such as payroll runs from the Submit Requests window This runs the 17 52 Oracle Payroll UK User s Guide process under concurrent manager control freeing you to carry out other tasks during processing and handling the process more quickly You can also run processes for assignment sets in Submit Requests 5 To see further information about the assignments making up the payroll process select the record and choose from the buttons at the bottom of the window Valid choices are enabled for the records you select e Assignment Process Lists details of the assignment processes making up the payroll process e Message Displays any system messages relating to the payroll process e Process Information Summarizes processing status information for the assignment processes e Concurrent Manager Enables you to query details of the run to view log file details Costing Breakdown Summarizes costing process information as follows costings that were correctly costed Normal Number costings posted to the suspense account Note Costings can be posted to the suspense account if costing codes are wrong or for example values missing for distributed costing Such costings still have a status of Complete For costing processes to be given a status of Error there must be a serious breakdown at system or process level Further Display Details Details displayed in the Payroll Processes window include the followin
487. ocessing in Payroll Runs page 12 20 Elements Building Blocks for Pay and Benefits 12 3 Element Classifications In Oracle HRMS elements are grouped into primary classifications such as Earnings and Voluntary Deductions In a human resources department you can use the classifications to identify groups of elements for information and analysis purposes In a payroll department you use the classifications to control processing including the order in which elements are processed and the balances they feed These primary element classifications are supplied You cannot change them as they are designed to meet the legislative requirements of your country Classifications and Balance Feeds User Balances In Oracle Payroll primary classifications are predefined to feed certain statutory balances used in tax and NI calculations You cannot create new primary classifications and you cannot disable any balance feeds created for primary classifications You can define your own secondary classifications to feed your own user defined balances These secondary classifications are subsets of the primary classification This means that an element defined for a secondary classification feeds the following balances e all balances fed by its primary classification e the balance or balances fed by its secondary classification Some secondary classifications have been predefined For example Earnings is a primary classification Some e
488. ociated with this source position are selected to move to the target position The Mass Move Assignments window allows you to verify these assignments indicate which ones if any will not be moving to the target position and change the grade location and standard conditions for any of the assignments to be moved E PullMame Types Tisas Gawena Dray WE ae She Sy SI Aa Saa e PE E Add al a p gt To verify transferring assignments for each source position 1 Ifyou want to prevent any of these assignments from moving to the target position uncheck the appropriate Move check boxes 2 If you want to change the grade for any transferring assignment select the assignment and then select another grade for that assignment Oracle Payroll UK User s Guide See Also If you want to copy location and standard conditions for a transferring assignment from an entity other than the current assignment default select the assignment and then select the new location and standard conditions for that assignment The options follow Current Assignment Indicates that the transferring assignment will maintain its current location and standard conditions when the mass move takes effect Source Position Indicates that the location and standard conditions of the source position will be applied to the transferring assignment when the mass move takes effect Target Organization Indicates that the location and standard condit
489. ode is valid immediately If you do not enter an end date the new QuickCode is valid indefinitely QuickCodes and User Tables 20 3 Removing QuickCode Values You cannot delete QuickCodes after saving them but you can stop them appearing in lists of values gt To remove a user defined QuickCode m Inthe QuickCodes window do one of the following e Disable the code by unchecking the Enabled check box if you want to prevent users selecting this value on any date e Enter an end date if you want to prevent users selecting this value after a certain date e Change the meaning and description to create a replacement QuickCode If you disable the QuickCode or set an end date users cannot select this value when they create new records However they can continue to see the value when they query records that contain it If you add disable or change the meaning of a QuickCode users must log out and log back in again for your changes to take effect 20 4 Oracle Payroll UK User s Guide Defining QuickCode Types You can create your own QuickCode Types to provide lists of values for example to validate element entries Define the new type in the QuickCode Types window then query it in the QuickCodes window to define the values that appear in lists hios Tepe T bagra Arent Level User Corta gt To define a new QuickCode Type 1 Enter the name and meaning of your new type 2 Save your work 3 Opti
490. of assignments when you define the element s links 4 Save the element definition To define further details of the element 1 You can enter the Further Information field if you use Oracle SSP SMP To define input values for the element choose the Input Values button See Defining an Element s Input Values page 12 28 To create balance feeds for the element individually choose the Balance Feeds button See Creating Balance Feeds for Individual Elements page 12 30 To select or remove secondary element classifications for the element choose the Balance Feed Control button See Creating Classes of Balance Feeds page 12 31 Defining and Linking a Salary Element page 15 5 12 26 Oracle Payroll UK User s Guide Element Processing Option Examples Multiple Entries Additional Entries The options you choose in the Processing Region of the Element window determine the type of entries that can be made for the element and when they can be made Suppose you define a nonrecurring element for entering the overtime hours worked by monthly paid employees If you enter the hours on a weekly basis you might need to give an employee five entries of the overtime element in each pay period You need to enable more than one entry of the element in each pay period by checking the Multiple Entries Allowed check box Suppose you define a recurring bus allowance element to be paid every week to employees worki
491. of books must have the same currency code 4 Select a Cost Allocation flexfield segment and a corresponding GL Accounting flexfield segment Repeat this for all the Cost Allocation segments for which there is a corresponding segment in the Accounting flexfield 5 Save your entries Controlling Costs 6 7 6 8 Oracle Payroll UK User s Guide CHAPTER Typical Models Based on Enterprise Culture E ach enterprise has its own unique culture which is reflected in the organization of work and in the management of people within the enterprise Culture also affects the reward systems in operation and the control systems that are required Although each enterprise is unique it is possible to identify some common types of enterprise This chapter describes three typical enterprise models and suggests how you might implement Oracle HRMS for each of these These suggestions are not intended to provide a blueprint for your own implementation but they should help you to see how you can implement and use different combinations of organizations and jobs or positions in your own situation Typical Models Based on Enterprise Culture 7 1 Project Based Enterprises Project based enterprises are typically service based industries in which flexibility and organizational change is a key feature Examples of this type of enterprise are consultancy or construction companies or small manufacturing or software companies At its simplest
492. on 3 Choose the Evaluation button Position Hierarchy m Choose Work Structures gt Position gt Hierarchy in the Navigator Position Occupancy Folder 1 Choose Work Structures gt Position gt Description in the Navigator 2 Query a position 3 Choose the Occupancy button Position Reporting To 1 Choose Work Structures gt Position gt Description in the Navigator 2 Enter or query a position 3 Choose the Reporting To button Position Requirements 1 Choose Work Structures gt Position gt Description in the Navigator 2 Enter or query a position 3 Choose the Requirements button Prior Employment SSP SSP1L SSP SMP only 1 Choose SSP SMP gt Person Details in the Navigator Default Menus A 35 A 36 2 Enter or query a person 3 Choose the SSP1L button Qualifications 1 Choose People gt Enter and Maintain in the Navigator 2 Enter or query a person 3 Choose the Others button and select Qualifications Qualification Types m Choose Career Management gt Qualification Types in the Navigator QuickCode Type Usages 1 Choose Other Definitions gt QuickCode Types in the Navigator 2 Enter or query a user defined Type 3 Choose the Usages button QuickCode Types Choose Other Definitions gt QuickCode Types in the Navigator QuickCodes m Choose Other Definitions gt QuickCode Values in the Navigator QuickPaint Inquiry 1 Choose Proc
493. on If the status is Invalid or any other status defined at your site employees cannot be assigned to the position Location and Standard Conditions default from the organization but you can override the defaults If there is a probation period for this position you can enter its length in the Probation Period alternative region In the Absence alternative region select Yes in the Replacement Required field if you want users to be warned that they should enter the name of a replacement when they enter an absence for a holder of this position You might want to do this for positions where it is essential that a person is in charge at all times You can select the position that should be held by the person to cover as relief in case of absence In the Planned Successor alternative region you can select the position from which a successor will to move to fill this position Save your position If you want to add the position to one or more position hierarchies choose the Reporting To button Select a hierarchy and the name of the position to which this position reports Choose the Evaluation button to enter evaluation information and an overall evaluation score for the position Choose the Requirements button to enter position requirements such as required qualifications or valid experience to help you match people to roles Note Check with your HR manager or system administrator whether this is the right window for en
494. on some include information relevant to both functions These latter windows are shared windows Shared windows can include some information fields relevant to both human resources and payroll users and other fields for information specific to either human resources or payroll users but not both You can control the use of fields on shared windows by the value your system administrator gives to each user or responsibility for the HR User Type profile option The three valid values are Integrating With Other Systems 21 3 e HR with Payroll User e HR User e Payroll User Users with an HR User profile are restricted in their use of fields on certain windows In particular e they do not see certain fields on the Element window which are only required if you are processing elements e they cannot assign employees to a payroll if both Oracle Payroll and Oracle Human Resources are installed e they do not see the Statutory Information field in the Payroll window e they cannot adjust element entry Pay Values 21 4 Oracle Human Resources UK User s Guide Using Oracle HRMS with Spreadsheets See Also Spreadsheets are commonly used in many enterprises to provide managers and other users with a powerful modelling and analysis tool Often it is the ability to represent complex numeric data in a simple graphical format that makes them so popular You can use Oracle Application Data Export ADE to download information from the H
495. on Provided Absences Absence details for an employee or organization for some or all absence types Assignment Status All employees applicants or both assigned to selected work structures Assignments Unavailable Assignments that will not be processed by particular for Processing Oracle payroll runs and reasons for their exclusion Payroll Costing Breakdown Summarized totals of payroll calculations for a specified Report for Costing Run costing process Oracle Payroll Costing Breakdown Summarized totals of payroll calculations for a Report for Date Range consolidation set or payroll over a specified period Oracle Payroll Current and Projected The expected results of running the Increment Progression Progression Point Values Points process that is the projected point and value changes for a group of employees Element Link Details The eligibility criteria for an element or a group of elements Element Result Listing Run results processed for a particular element over a Oracle Payroll defined period and run results for selected input values of each employee s last assignment process Employee Increment The actual results of running the Increment Progression Results Points process that is progression point and value changes for a group of employees Table 18 2 Standard Reports in Oracle HRMS Reports and Inquiries 18 5 Report Name Information Provided Employee Organization New hires terminati
496. on Rules button to view or change the rules for calculating employees net PTO Setting Up Length of Service Bands Use the Accrual Bands window to define length of service bands for an accrual plan Prerequisite L Define the accrual plan for which you are entering length of service bands E Accrual Bands acation X Vacation Iof x Maximum K Years of Service Yearly Accrual Carryover Ceiling Fron To in Days in Days in Days lf gt To set up length of service bands for a PTO plan 1 For each length of service band applicable to this plan establish the band s duration by making an entry in the To field The first band Absence Management 10 25 starts from zero years of service If it extends for five years enter 5 in the To field The system then sets the From field for the second band at 5 as the second band starts after five years of service For the last band you enter in order to cover all participants with any length of service beyond the band s From entry enter 99 in the To field For example if your bands cover service of 0 5 years 5 10 years and 10 years the third band s From and To entries should be 10 and 99 If length of service is not relevant for this plan define one band only for it with a From entry of 0 and a To entry of 99 2 For each band enter In the Yearly Accrual field the number of hours or days that participants whose length of service falls into this band can
497. on and Hierarchy Versions page 1 12 Changing Position Hierarchies To add new positions to an existing hierarchy query the hierarchy and version you want to change query the parent position for the one you want to add and select the new position in the Subordinates block To change the top position in an existing hierarchy query the hierarchy and version you want to change query the new top position and select the previous top position in the Subordinates block You can move a position and all of its subordinates within a hierarchy To move a position query the hierarchy and version you want to change query the new parent position for the one you want to move and select the position to move in the Subordinates block Deleting Position Hierarchies To delete a position hierarchy you must first remove the subordinate positions from the hierarchy starting at the lowest level You cannot delete a position hierarchy if other versions exist or if a security profile uses it 3 24 Oracle Payroll UK User s Guide Position Hierarchy Report Oracle HRMS includes a standard Position Hierarchy Report to display the relationship between the positions in a hierarchy The report also lists the current holders of each position in the hierarchy You run reports in the Submit Requests window gt Torun the Position Hierarchy Report 1 2 3 4 In the Name field select Position Hierarchy Enter the Parameters field to
498. on the documentation submitted to the Inland Revenue each year The deadline is May 19 following the end of year with penalties for lateness and for incorrectly completing the return Printing Details for the EOY Process The P60 process generates P60 reports using Oracle Reports To print the report you define a SRW driver file for your particular printer and P60 stationery You can find a sample SRW driver file paygbp60 prt in the PAY_TOP srw directory This file is designed for standard P60 continuous stationery for the DEC LN03 printer and all other printers that understand the same control characters as the LNO3 Further information about customizing or registering your printer driver definitions and print options is given in the Oracle Applications System Administrator s Guide Checking the Status of the Different Processes When you check the status of the End of Year process you should also check the status of the other related concurrent processes Each process produces a log file and an output file and these are written to the APPLCSF APPLLOG and APPLCSF APPLOUT directories respectively Further details of these directories are given in the Oracle Applications System Administrator s Guide Linking the P35 Listing to the Magnetic Tape The P35 Listing contains the concurrent request id of the Magnetic Report file in the report header This appears on the first page of the report and must be used to tie the two outputs
499. onally choose the Usages button and select other Oracle Applications in which you want to use this new QuickCode Type QuickCodes and User Tables 20 5 User and Extensible QuickCodes QuickCodes Category absence ABSENCE_CATEGORY Reason for absence ABSENCE_REASON Account Type for bank details ACC_TYPE Address Type ADDRESS_TYPE Reason for application assignment status APL_ASSIGN_REASON Type event type for applicant APL_EVENT_TYPE Type interview type for applicant APL_INTERVIEW_TYPE Reason for secondary assignment status APL_SEC_ASSIGN_REASON Appraisal and Assessment Status Appraisal and APPRAISAL_ASSESSMENT_STA Assesment on the Web TUS Appraisal and Assessment Type Appraisal and APPRAISAL_TYPE Assesment on the Web State Australian addresses AU_STATE Blood Type BLOOD_TYPE Measurement Type for budget BUDGET_MEASUREMENT_TYPE Cash Analysis for a cash payment CASH_ANALYSIS Census Metropolitan Area Canada CA_CMA Province Canadian addresses CA_PROVINCE Method CERTIFICATION_METHOD User friendly names for cheque ordering SQL CHEQUE_PROCEDURE statement User friendly names for cheque writing SRW2 CHEQUE_REPORT reports Primary Evaluation Method COMPETENCE_EVAL_TYPE Competence Type COMPETENCE_TYPE Type relationship of one person to another CONTACT Type of MIX batch control total CONTROL_TYPE Table 20 1 User and Extensible QuickCodes 20 6 Oracle Payroll UK User s Guide
500. one for a shift allowance and another for overtime Notice that unlike grade rates you can only enter a fixed value for each point you cannot enter a range of valid values The values are datetracked so that you can keep the history of the actual values you use You can also set up rate values at a future date and be sure that this information will automatically take effect on the date you set and not before The rates can be defined in monetary units or as integers numbers days or hours in various formats For example you could define a rate in hours to specify the maximum number of overtime hours that can be worked per week When you define rates an automatic process creates corresponding database items that formulas can access See Dynamic Database Items page C 19 4 14 Oracle Payroll UK User s Guide gt Tocreate a scale rate 1 Set your effective date early enough to handle any historical information you want to enter 2 Enter a unique Name for the rate 3 Select the Units for measuring the rate such as hours money or integer 4 Select the Pay Scale for which you are defining the rate 5 Save the rate 6 Inthe Progression Point Values block select the points for which you want to define rates For each point enter a fixed value Save the rate again Relating Grades to Progression Points A pay scale defines a complete set of progression points You can associate a subset of the
501. onery You can find a sample SRW driver file paybgp45 prt in the PAY_TOP srw directory This file is designed for standard P45 continuous stationery for the DEC LN03 printer and for all other printers that understand the same control characters as the LN03 For more details regarding customizing or registering your printer driver definitions and print options please refer to the Oracle Applications System Administrator s Guide PAYE and NIC 15 15 P45 Alignment Report This is a printer alignment report for your sample P45 You run the P45 Alignment report from the Submit Requests window gt Torun the P45 Alignment report 1 Inthe Name field select the report name 2 Choose the Submit button 15 16 Oracle Payroll UK User s Guide NIC Legislative Details Primary Class 1 National Insurance contributions are payable by every employee on earnings subject to NIC unless exempted because of age or employment contract Secondary Class 1 National Insurance contributions are payable by the employer National Insurance is administered by the Department of Social Security but payments are collected on its behalf by the Inland Revenue through the PAYE system If your enterprise runs an occupational pension scheme employees in the scheme may contract out of the State scheme SERPS In this case both the employee and employer pay less National Insurance contributions Calculating the Amounts Payable NI Category
502. only one is visible at any time You click on the name of the region to pop up a list of the other regions in the stack Select the name of a region to bring it to the top of the stack Applicant A candidate for employment in a Business Group Appraisal A superset of recording opinions and setting and achieving objectives plans and so on See also Assessment Arrestment Scottish court order made out for unpaid debts or maintenance payments See also Court Order Assessment An information gathering exercise from one or many sources to evaluate a person s ability to do a job See also Appraisal Assignment An employee s assignment identifies his or her role and payroll within a Business Group The assignment is made up of a number of assignment components Of these organization is mandatory and payroll is a required component for payment purposes Assignment Number A number that uniquely identifies an employee s assignment An employee with multiple assignments has multiple assignment numbers Assignment Set A grouping of employees and or applicants that you define for running QuickPaint reports and processing payrolls See also QuickPaint Report Assignment Status For employees used to track their permanent or temporary departures from your enterprise and to control the remuneration they receive For applicants used to track the progress of their applications Glossary 1 BACS Banks Automated C
503. ons Balance dimensions indicate the time span over which balances accumulate They specify to the system how long to sum a balance and this information can be accessed by formulas and reports Most balance dimensions apply to assignment level balances Standard dimensions implement simple rules such as e sum this balance since start of year e sum this balance since start of period Statutory dimensions implement legislative rules such as e sum this balance since the start of the statutory year e sum this balance since a transfer from a different tax reference When you are working in the Balance window all balance dimensions are predefined You can select any number of them for your own user balances Additionally you can create user defined balance dimensions from the Submit Requests window User defined balance dimensions can then be associated with any predefined or user defined balance Standard Dimensions You are likely to combine these with many of your balances to sum balance feeds for an assignment _ASG_RUN during one payroll run _ASG_CALENDAR_QTD since start of calendar year reset every three months _ASG_CALENDAR_YTD since start of calendar year reset every year _ASG_ OTD since start of tax year reset every three months _ASG_YTD since the start of payroll processing year _ASG_PROC_PTD for payroll processing period _ASG_ITD since the start of assignment Statutory Dimensions Single Assignments These st
504. ons 3 2 In many enterprises the basic management units are roles not individuals In theory at least organizations are able to continue in unchanged existence in spite of frequent changes in staff However the definition of a role varies from one enterprise to another Like organization structures it reflects the culture of the enterprise You define roles to represent the ways that different groups of employees work In Oracle HRMS you can use jobs or positions or a combination to define roles Job A job is a generic role within a Business Group which is independent of any single organization For example the jobs Manager and Consultant can occur in many organizations Position A position is a specific occurrence of one job fixed within one organization For example the position Finance Manager would be an instance of the job of Manager in the Finance organization The position belongs to the organization There may be one many or no holders of a position at any time Example Ina large structured organization you may have a permanent establishment of positions for most of your employees However you may also have groups of employees hired to perform specific tasks This can be on a temporary or a permanent basis Staff in this category can include agency workers consultants and contractors For these staff you can define the role more flexibly as a job Oracle Payroll UK User s G
505. ons transfers in and transfer out of a Movements selected organization or organization hierarchy Employee Payroll New hires terminations transfers in and transfer out of a Movements selected payroll Employee Summary Addresses contacts period of service assignments special information personal payment methods and element entries for a selected employee Full Applicant Details Applications and applicant interviews for one applicant Full Assignment Details Assignment information including periods of service payment methods and element entries for one employee Full Personal Details Person details applicant details assignment details and Report Set work details for one employee Full Person Details Addresses and information entered in the Person window such as name date of birth nationality and work telephone number for one employee Full Work Details Miscellaneous work information including special information absences recruitment activities and contacts for one employee Gross to Net Oracle Details of total earnings and deductions summarized for a Payroll specified payroll and payroll period Job and Position Skills Lists of employees applicants or both that meet some or all Matching skill requirements of a job or position NI Car Detail Oracle All the NI Y amounts due from employees on a given Payroll payroll who have a company car benefit Organization Hierarchy The organizations and optionally th
506. ool or college check the Full Time box 4 Continue to enter schools or colleges if required then save your changes Personal Information 9 23 Entering Special Information Basic personnel information is handled in a fairly standard way from enterprise to enterprise However other types of information are recorded and used in quite different ways Examples include training records disciplinary records competence and medical records Oracle HRMS does not restrict you to any predefined format for holding this information You can set up your own user defined fields for recording analyzing and reporting on whatever special information you require You set up each area of information that you want to handle separately as a Special Information Type For example you might define special information types for medical details and disciplinary records You can enter a person s information under these sorts of headings in the Special Information window Note Your system administrator can create customized versions of the Special Information window for entry of information for only one or a selected set of information types EE Special Information J SMITH olx Information Name Exists E r r fa m Details Start Date End Date Detail il 27 MAR 1997 9 24 Oracle Payroll UK User s Guide p gt To enter special information for a person 1 Inthe Name field select the type of information you want to enter
507. or position You enter this information in the Valid Grades window which opens from the Job window or the Position window When you enter a grade assignment the list of grades shows which ones are valid for the job or position you select See Valid Grades Oracle Human Resources User s Guide Associating Grades with Compensation and Benefits You can associate compensation and benefits with your grades For example you can record a minimum or maximum salary for a grade There are two approaches e Using grade rates you can either enter a fixed value for each grade or you can enter a minimum maximum and mid point values for each grade e Using grade scales you can associate each grade with several points on a pay scale and enter compensation values for these points i gt Attention The compensation information can change independently of the grade Therefore you should not define it as part of the grade name Instead you should relate it to the grade either directly or indirectly Grades and Their Relationship to Pay 4 3 Defining Grades Prerequisites Q Define all the segments of the Grade Name key flexfield that you want to use for the grade name Grades Oy x Sequence Date Number Name From To 27 MAR 1997 gt To define a grade 1 Enter your grades in sequence number order The sequence number can be any number from 1 upwards The number indicates the rank order of the
508. or retry then run the Retry process This process leaves the marked assignments in place but removes their run results After you have corrected the element entry information for the marked employees you submit another payroll run for the process Retry Payroll Process The new run processes only those employees marked for retry When you mark employee Assignments for retry the run s status is Incomplete This protects you from forgetting to correct and rerun an assignment marked for retry Automatic Retries Any assignments having a status of Error after a payroll run are automatically retried when you run the payroll again Users do not have to mark these assignments for retry and cannot unmark them The recommended procedure for dealing with retries therefore is as follows e Run the payroll and examine the results e Check any assignments with a status of Error and make the necessary changes to them so that they can process correctly e Check the other assignments Mark for retry any that require changes and make the necessary changes e Run the payroll again It will now process only the assignments having a status of Error after the first run together with those you have manually marked for retry Retries and Post run Processing You cannot run the payroll retry process if you have already started off another post run process such as Pre payments In such a case to start the payroll run retry process you must first
509. ords users can see and update on employee related windows such as those for employee information and element entry Of course if an employee assignment does not include a payroll payroll security cannot apply to this assignment Payroll security never applies to applicant records since applicants are not assigned to payrolls The windows for compensation definition are unrelated to any particular employee records or payroll assignments Therefore limiting access by payroll does not affect users access to these windows Defining Security Profiles page 23 13 Security and Control 23 7 Database Access Without Online Access You may need to set up access restrictions for employees who never use Oracle HRMS windows and do not change database information but do access the database These individuals are reporting users A reporting user can use Oracle reporting tools to access database information for reports A reporting user can report on or query the information in the HRMS database but cannot insert update or delete that information You can make any of your security profiles available not only for regular Oracle HRMS users but also for reporting users The security profile restricts a reporting user s access to employee records in exactly the same way as it limits regular users access Menu Structures Each responsibility includes a security profile to restrict users access to employee records It also in
510. ot is valid Suppose you are viewing an assignment with an effective start date of 01 JAN 1987 and no effective end date This means that the assignment was created or last changed on 1 January 1987 and the snapshot information you are viewing is still valid There have been no changes to the assignment since 1 January 1987 and there are no future dated changes To find out whether the assignment existed before 1 January 1987 you should use DateTrack History If there is an effective end date you know that the record was either deleted or changed on the next day To find out whether the record continues to exist you can set your effective date to the day after this end date or use DateTrack History Viewing the History of Datetracked Information To see all the changes made to a datetracked record over time use DateTrack History LE Hiiop Ciampi Fiel Saag mi E T T ASR EE Paman Type T MAR EAF Panan Types Hiii Dee Ermpiryar Hambar Fall Harme Sacial Sect 4 FE TE Full Rans Gander Tils Td gt To view DateTrack History 1 Choose the DateTrack History icon from the Toolbar The DateTrack History Change Field Summary window opens Each row shows which fields were changed on the From date 2 Choose the Full History button if you want to open a DateTrack History folder showing the value of each field between the effective Introduction 1 15 dates The row for the current snapshot corresponding to your effe
511. ou associate a security profile with work structures The records of employees and applicants assigned to these work structures are then accessible to holders of the responsibility The work structures you can name in security profiles are e internal organizations and organization hierarchies Organizations include structures like departments sections groups and teams Each security profile allows access to one Business Group only e positions and position hierarchies Positions are jobs performed within specified organizations such as Clerk Accounting Section organization is Accounting Section and job is clerk Quality Control Technician organization is Quality Control Group and job is technician e payrolls such as Weekly Payroll Monthly Payroll or Sales Payroll 23 4 Oracle Payroll UK User s Guide Organizations and Organization Hierarchy To set up a security profile that permits access to employee records of certain organizations only you make use of organization hierarchies You can build any number of additional hierarchies to meet your security requirements For example suppose you build this Sales Organization hierarchy Figure 23 2 Sales Organization Hierarchy Sales Department ae eae Eastern Region Sales Western Region Sales lt 7 Southwest Sales Area ee Northwest Sales Area NW S
512. ou can place each employee on a point of their grade scale and automatically increment all placements each year or as required See also Pay Scale Grade Step An increment on a grade scale Each grade step corresponds to one point on a pay scale See also Grade Scale Group A component that you define using the People Group key flexfield to assign employees to special groups such as pension plans or unions You can use groups to determine employees eligibility for certain elements and to regulate access to payrolls H Hierarchy An organization or position structure showing reporting lines or other relationships You can use hierarchies for reporting and for controlling access to Oracle HRMS information I Input Values Values you define to hold information about elements In Oracle Payroll input values are processed by formulas to calculate the element s run result You can define up to fifteen input values for an element K Key Flexfield A flexible data field made up of segments Each segment has a name you define and a set of valid values you specify Used as the key to uniquely identify an entity such as jobs positions grades cost codes and employee groups See also Descriptive Flexfield Leaver s Statement Records details of Statutory Sick Pay SSP paid during a previous employment issued as form SSP1L which is used to calculate a new employee s entitlement to SSP If anew employee falls sick
513. oups 2 4 A Business Group holds a complete self contained set of information on work structures remuneration policies and employees Each Business Group can have just one particular set of segments defined for its Job Position Grade Employee Group and Cost Allocation key flexfields You set up the key flexfields for a Business Group before setting up the Business Group itself Many enterprises decide to use a single Business Group to hold live information so they can display report and manage information from all parts of the enterprise at the same time Note You cannot view information online for more than one Business Group at a time However there are reasons for setting up multiple Business Groups in the same installation such as the following e You want to have a copy of your live system with example records for training or testing purposes e You are a holding company or a corporation with a number of subsidiary companies Each subsidiary has its own structures employees and compensation and benefit policies If your subsidiaries are in different countries you also have to deal with local legislative requirements e You are acquiring a company or merging with another company and you want to maintain separate structures and compensation and benefits during the transition process Oracle Payroll UK User s Guide The Startup Business Group Oracle HRMS comes with one Business Group supplied as startup d
514. our grade In Oracle HRMS this is a grade rate DIRECT GRADE RATES Grade lt gt _ Value Name Fixed Range Al 10000 10000 12500 A 2 10500 10500 13250 B 1 12000 12000 14500 B 2 13000 13000 16000 INDIRECT GRADE SCALES Grade gt Points Points lt gt Value Name Range Point Value Al 28 32 28 10000 A 2 30 34 29 10250 30 10625 31 10900 32 11250 B 1 31 36 B 2 33 38 Indirect Relationship You may be using a step based system of progression points within grades in which each point has a fixed value in a pay schedule or table In Oracle HRMS this is a pay scale 4 6 Oracle Payroll UK User s Guide Relating pay to grades indirectly is common in government education and health enterprises It is also common in large commercial enterprises that negotiate pay levels with staff or union representatives Grades and Their Relationship to Pay 4 7 Relating Pay to Grades Directly Using Grade Rates In Oracle HRMS you can set up a table of values related to each grade These are called grade rates You can enter a fixed value or a range of valid values for each grade For example you might define a salary rate and an overtime rate of pay for every grade with minimum maximum and midpoint values Both rates would be in monetary units However you can also define rates with non monetary
515. ove all records for any person Manage salary details Enter personal and assignment information quickly MENU ENTRY Address Picture Special Information Contact Information Event for Person Phone Numbers Absence Information Application End Application Assignment Assignment Costing Assignment Budget Values Grade Step Placement Secondary Status Pay Method End Employment Employee Review Salary Review Salary History Element Entry Accruals UK Tax Statement UK Statement of Earnings UK P45 Form Adjust Balances QuickPay Reverse Payroll Run DESCRIPTION Enter address details Enter pictures for a person Enter special information Enter contact information Book a training event Enter phone numbers Enter absence information Enter application details End a person s application Enter a person s assignment details Enter costing for an assignment Enter budget values for an assignment Enter grade step placement details Enter a person s secondary status Enter a pay method End a person s employment Perform an employee review Perform a Salary Review View a person s salary history Enter compensation and benefits for employee assignment View net accruals to date Enter and view PAYE and NI information View statement of earnings Print a P45 form Adjust balances Run QuickPay Run a reverse payroll Default Menus A 3 MENU ENTRY External Manual Payments Recruitm
516. oyer charges and non payroll payments that go through the payroll are called elements This chapter explains how to use these basic HRMS information units and covers the following areas e defining and classifying elements e controlling element processing priorities and balance feeds e costing elements e making employees eligible for the earnings deductions and other values that elements represent Elements Building Blocks for Pay and Benefits 12 1 Introducing Elements Figure 12 1 Elements Nv lt X Holiday Health Insurance Compensation oP and Benefit Types Company Car 2 mat T Sey Tools Deductions and Equipment Education and Training Pension Benefit Union Elements represent the compensation and benefit types that you give to your employees In a payroll environment these are also the earnings and deductions that contribute to the overall pay of an employee and appear on a pay advice Typical examples include regular salary and wages bonus payments health insurance enrolment tax and insurance payments stock purchase plans and pension contributions You can also define elements to represent direct payments to employees that are not part of their pay such as expense reimbursements or employer payments on behalf of employees such as pension contributions A further use of elements is to hold
517. page 12 4 Viewing and Creating Balance Feeds To enter values to a balance you have to define its balance feeds These feeds are the input values of the elements feeding the balance either as additions or subtractions If an element has input values of different units of measure only the ones of the same unit of measure as the balance are used as its feeds You can define balance feeds for particular elements and particular input values and you can also define them for whole classifications of 13 2 Oracle Payroll UK User s Guide elements When you specify that a balance is to be fed by a particular classification all elements that belong to that classification including any that you create subsequently automatically feed that balance As with individual feeds the balance can only be fed by input values of the same unit of measure as the balance In the case of Earnings elements the balance is fed by the sum of these elements pay values Creating Feeds Using Element Classifications Using element classifications means you can create balance feeds for whole categories of elements For example if you specify that a balance is to be fed by the Earnings classification then all elements you define with Earnings as their primary classification feed this balance automatically Creating balance feeds using primary classifications tells the system that all elements of the classification must feed the balance You cannot remove t
518. paid pre payments from that date If you do not enter a start date the process includes all unpaid pre prepayment runs Enter the end date of the BACS process Select a payment method or leave blank for all In the Process Date field enter the processing date for the BACS file This is the day before payment is made to the employee accounts and must be a banking day If not a banking day enter the date of the last banking day before payment day Note Although you should enter a date in this field for all formats it is not a critical date for multi day processing Select a sort sequence for the BACS listing You can sort by one of the following e assignment e employee name e the combination of employee name within bank sort code Enter a submission number This corresponds to the label you stick on the tape The Payroll Run and Other Processes 17 27 Creating a BACS Tape Viewing the BACS File See Also 9 Enter the expiration date of the tape This is the date after which the tape will not be processed 10 Inthe Audit Sample Freq field enter a number if you want to enable the BACS audit facility After processing the tape BACS prints a listing of every nth transaction n being the number you enter to a maximum sampling of 1 in 50 11 In the Report Type field select the file and day format you require for the process You create BACS tapes in your operating system after first running the BACS process in Oracle
519. pecify which processes and reports a user can use by setting up security groups Access Control through User Responsibilities 23 2 You control access to Oracle HRMS through responsibilities that you create and assign to users of the system Users can sign on to Oracle HRMS only through the responsibilities you give them So their responsibilities control what they can see and do in the system A responsibility always includes a security profile and a menu structure It may also include a security group Optionally you can restrict access to specific sub menus or functions in your chosen menu e Security profiles determine the organizations positions and payrolls whose applicant and employee records responsibility holders can access e Menu structures and functions control Oracle Payroll UK User s Guide the particular windows a responsibility holder can access whether he or she can perform data entry change or deletion on these windows You can produce customized versions of some Oracle HRMS windows Each customized version allows access to a subset of certain types of information such as person types special information types or elements You define additional menu functions to call customized windows or task flows and then you add these functions to a menu structure which is linked to a responsibility e Security groups determine the group of processes and reports a responsibility holder can initiate A se
520. plicant Interview Assignment applicant Application Person applicant Assignment Person employee Assignment Budget Values Assignments Folder Assignment None Book Events Competence Profile Contact Costing Element Entries Employee Review External Manual Payments Oracle Payroll Grade Step Placement P45 Oracle Payroll People Folder People Personal Payment Method Phone Numbers Picture Person employee or applicant Person Person Assignment employee Assignment employee Assignment employee Assignment employee Assignment employee Assignment employee None None Assignment employee Person Person Position Position Occupancy None Position Qualifications Person QuickPay Oracle Payroll Assignment employee Reverse Payroll Run Oracle Payroll Assignment employee Salary Administration Assignment employee Salary History Assignment employee Table 19 2 Windows You Can Use in Task Flows 19 12 Oracle Payroll UK User s Guide Window Context Required Schools and Colleges Establishment Person Attandances Secondary Statuses Assignment SOE Report Oracle Payroll Assignment employee Special Information Person Statutory Details Oracle Payroll Assignment employee Terminate Person employee Terminate Applicant Person applicant View Element Entry
521. ponent QuickCode Job Evaluation JOEV Location Adjustment LOAD Market Adjustment New Hire Performance Periodic Review Progression Promotion Transfer Adjustment Table 14 1 Predefined Salary Components gt Tocreate new salary components to display in the folder 1 Query the QuickCode Type PROPOSAL_REASON in the QuickCodes window and add a new code for each new component 2 Ina text editor open the View file peupl01v sql 3 Goto the component reason list and replace the default QuickCodes with the new codes you have created Note There are two places in the file where you need to change these codes Oracle Human Resources UK User s Guide 4 Go into SQL Plus as hr user and run the edited script 5 Change the column names in the Salary Management folder by choosing Change Prompts from the Folder menu Entering Salaries and Salary Changes Use the Salary Administration window to enter a salary amount for a new employee to propose a salary change for a current employee or to approve a salary proposal Use the Salary Management folder to approve multiple salary proposals or to download salary information to a spreadsheet In the spreadsheet you can enter new proposals edit existing proposals and approve salary components Then you can upload your changes to the database If you want to hold multiple reasons for a salary change you can break down a proposal into two or more compo
522. port in the Define QuickPaint Report window See Defining QuickPaint Reports page 18 10 To restrict by Special Information Type define your information type as an instance of the Personal Analysis key flexfield To restrict by person types define your user person types in the Person Types window See Defining Person Types page 8 3 Customizing Windows and Menus 19 5 Defining an Element or Distribution Set In the Element and Distribution Set window you can select element classifications or individual elements to define a set There are three types of set e Customization set You can use a Customization set to restrict the elements that can be entered or viewed on a customized version of the Element Entries window e Run set Oracle Payroll users can use a Run set to specify the elements to be processed in a payroll run e Distribution set Oracle Payroll users can use a Distribution set to define the elements over which the costs of other elements are to be distributed imami ard oetbutven Sal T madu Eo iaee I nii Elian o Eme Camatcaton Raos gt To define an element or distribution set 1 Enter a unique name for the set and select the Type Distribution Run or Customization Save your new set 2 If you want to include all elements in a classification choose the Classification Rules button e Inthe Classification Rules window select one or more classifications to include
523. port results When you run a QuickPaint report the system runs the formula associated with the report The first time you run a report the Reports and Inquiries 18 13 system may take several seconds to identify all of the related data and bring it back to the screen All subsequent inquiries for other employees or applicants will run very quickly To run a report for an assignment set 1 Select the type Assignment Set 2 Inthe Assignment Set region select the assignment set for which you want to run the report In the Report field select the report you want to run 4 Choose the Run Report button The message line tells you when the report is complete 5 Choose the View Report button to see the report results Customizing the Run QuickPaint Reports Window See Also Using the standard QuickPaint Report window you can run the report for an assignment or an assignment set The assignments can be held by current employees or applicants Your system administrator can create customized versions of this window to restrict the reports you can run and the people you can report on A customized version might be subject to one or more of the following restrictions e report on one person type only employees OR applicants e run one report only e report on single assignments only or report on assignment sets only If the window is subject to the third type of restriction it will look different to the standard version sinc
524. possible options to consider e Use organizations to show actual projects and assign employees to projects Useful for single projects For multiple project assignments you would need to use multiple assignments e Use a People Group flexfield segment to hold the project code An alternative for single projects where you want to use the organization to show internal management structures However for multiple project assignments you would still need to use multiple assignments e Use a Cost Allocation Flexfield segment to hold the project code Useful for both single and multiple project assignments You can collect project cost information at the work assignment or the timecard entry level You should define organizations down to the level of individual managers and use the manager flag on the Assignment window to identify the manager of each organization Also define your primary organization hierarchy to show the detailed management reporting lines among organizations and managers In this way you can show that employees assigned to an organization are managed by the organization s manager Typical Models Based on Enterprise Culture 7 3 Job Structures Attention It is best not to use the Supervisor field of the I assignment window to identify managers for individual employees This field is used to identify a personal supervisor for an employee and is not updated if the supervisor moves to another job or organi
525. process is run Absence Management 10 33 10 34 Oracle Payroll UK User s Guide CHAPTER Employment Information T he previous chapter focussed on the personal information you hold for all types of people Employees require additional information on where they fit into your enterprise and on their compensation and benefits This information is the substance of a contract an enterprise has with each of its employees It associates the employee to the enterprise s work structures and compensation and benefit policies This chapter describes the key types of employment information how you hold them in Oracle HRMS how you track changes in employment for employees and how you can report and inquire about employment information Employment Information 11 1 Managing Employment Information Table 11 1 below summarizes the information typically held for an employee and how you can hold this information in Oracle HRMS Information How to set it up Job Title or Position Assign the employee to work structures in the Assignment window Department Location Grade Grade Step Placement Enter in the Grade Step Placement window enter any special ceiling in the Assignment window Name of manager or Use a position hierarchy or enter supervisor name in the position to report to Assignment window Salary Assign to a salary basis in the Assignment window enter amount in the Salary Administration window Benefits Define an
526. processing according to period type Otherwise leave this field blank In the SCON field enter the employee s Scheme Contracted Out number if he or she is in a Contracted Out Money Purchase pension scheme COMP Valid values for this field can be set by users for the QuickCode GB_SCON Oracle Payroll UK User s Guide Tax Payments Listing This report shows details of employees PAYE and National Insurance deductions You run the report in the Submit Requests window gt Torun the Tax Payments Listing 1 Inthe Name field select the report name 2 Inthe Parameters window select a payroll and payroll period for which you want to see the information 3 If you want to see information just for a consolidation set select the name of the set 4 You can see the information listed either by employee name or assignment number Select one of these to sort by 5 Choose the Submit button PAYE and NIC 15 31 NIC Holiday The NIC holiday scheme is part of the Back to Work Incentives legislation announced in the 1994 Budget Under its terms employers can reclaim NIC charges for up to a year for qualifying employees To qualify employees must have been out of work for at least two years before starting work on or after 6 April 1996 Employers calculate and record NIC as normal then deduct the amounts they are claiming back from their monthly payments to the Inland Revenue All amounts claimed are returned agains
527. processing is required and you are ready to set a final processing date update the status to End Employment Information 11 13 Ending Employment If an employee is leaving your enterprise you terminate him or her This changes the person type to ex employee and ends all assignments If an employee is leaving your agency you terminate him or her This changes the person type to ex employee and ends all assignments The ex employee s records remain in the database You can reinstate or rehire the person to create a new period of service Since terminating ends all assignments the system does not permit you to terminate an employee who has future dated assignments Note If you have mistakenly added someone to the database or you want to remove all records for an ex employee you can delete the person in the Delete Person window You cannot delete an employee whom Oracle Payroll has processed in a payroll run See Deleting a Person from the System page 9 31 If you mistakenly hired an applicant you can cancel the hire in the Person window See Hiring page 9 8 Terminating an Employee You end employment in the Terminate window EE hime il Th BHG Lan pih arsim lha Service fot serice Dae Stan Tenn Miniu tamm Hrita Lewang Hasen i ji j f i Tein Dates hic ded Firgmit i Acie Lari Stance Process Friii Proti lennaiar hrrepird By ris Maria tartar i1 Daminas Bavara
528. r s Guide APPENDIX Se Default Menus his appendix shows you the default menu path for every window in Oracle Human Resources and Oracle Payroll Refer to chapter 19 Customizing Windows and Menus for information about setting up your own menu structures The first two sections show the structure of the default menus for the default responsibilities The third section is arranged alphabetically by window title and shows how to find each window Default Menus A 1 Default Navigation Menus for HR with Payroll Responsibility MENU ENTRY People Enter and Maintain 1 Person NNN N NNN N Address Picture Assignment Special Info Bookings Absence 3 Address 3 Interview 3 Secondary Status 3 Budgets Contact gt Application gt Competence Profile Qualifications Work Choices 2 Schools and Events and Bookings Colleges Attended End Application End Employment Phones Delete Personal Records Salary Management FastPath A 2 Oracle Payroll UK User s Guide DESCRIPTION Enter personal and assignment information Enter people assignments and applications Salary Entries Tax Information Pay Method Costing Grade Step Budgets Secondary Status Salary History Entry History Reviews P45 QuickPay Statement of Earnings External Manual Payment Reverse Run Adjust Balance U wwwwnwwnwnwnwnwwownwowow wo Q Advance Pay Enter events and bookings Rem
529. r 1 Per Period E Progression Points Point To define a pay scale 1 Enter a unique name for the pay scale 2 Enter the Increment Frequency for this pay scale For example if you want to increment the placement of assignments on the pay scale once each year enter 1 in the Number field and select Year in the Per Period field Note These values provide information only You can use the Submit Requests window to set up automatic regular incrementing of grade step placements by the Increment Progression Points process See Incrementing Grade Step Placements page 4 18 The Automatic Increment field shows the date of the last automatic increment Save the pay scale 4 Enter the names of the points or steps of the scale The Point names can be numeric or alphanumeric Enter them in ascending order Grades and Their Relationship to Pay 4 13 Defining Scale Rates 5 Enter a sequence number in ascending order for each point The sequence determines the progression order for the incrementing process Then save the scale again Nn Suggestion Enter sequence numbers in multiples of 5 or 10 Y for example 5 10 15 20 This makes it easier to enter new points between existing points in the sequence if you need to in the future In the Scale Rate window you can create a rate and enter a fixed value for each progression point on a pay scale You can create as many rates as you require such as
530. r the only predefined balances that you can adjust are those which are not above other balances in the balance hierarchy You can adjust a pretax deduction balance but not the Total Deductions balance This is to protect the integrity of predefined balances by preventing users from adjusting high level balances in isolation To ensure balance integrity whenever you adjust a low level predefined balance Oracle Payroll automatically adjusts all related higher level balances as well Adjusting a Balance E aap baiana THT Bis G Pinaatti oy E Pered i 1897 Calendar Wank Pacis Dais YAPA Erry Valores Elmeri Fama Sias amp Ungrecesssd C Coresiwied Canola C Oeccomrg C Em Balance adjustments can be made to any user balance and to assignment level predefined balances You can make adjustments to balances of any unit type and when you adjust a balance there is no requirement for you to carry out further processing actions However Oracle Payroll processes the results of money balance adjustments in such a way that you can easily pay the value of an adjustment to an employee if you require When you save your adjustment it processes like a payroll run with just one entry and the value you enter becomes a processed run result Controlling Balance Information 13 11 13 12 When you select a consolidation set for the adjustment the system labels the run result for prepayments processing in the same way that it labels the
531. r 1996 completes one year of service on 1 December 1997 Length of Service Override Length of Service Bands For individual accrual plan participants you can override the default date from which a plan starts its length of service calculations This is useful for managing exceptional cases that arise when for example employees who already have accumulated periods of service in your enterprise transfer from one place to another You enter the date override when enrolling a participant in a plan See Enrolling Employees in PTO Accrual Plans page 10 29 For many accrual plans the time off that plan participants can accrue increases with their length of service That is length of service bands determine accrual amounts In addition these bands can determine ceiling and maximum carryover amounts for plans that have these rules For each accrual plan in Oracle HRMS you set up one or more length of service bands supplying for each the hours or days of PTO that participants can accrue each year together with any ceiling and maximum carryover of accrued time Ceiling Rules The ceiling rule found in some vacation accrual plans sets a maximum amount of PTO an employee can hold at any time When a participant s accrued PTO reaches the ceiling no additional time accrues Accruals begin again only after the participant uses some accrued time Maximum Carryover Rules Maximum carryover rules found in both vacation and sick leave
532. r batch assignments by the Advance Pay Batch Setup process This creates MIX batches for the elements Advance Period and Advance Indicator A separate batch is created for each element and pay period You run the process from the Submit Requests window Note Check first that you have completed the prerequisite tasks Further Prerequisites for Batch Setup Q Check that the assignments for which you want to set up Advance Pay are in a suitable assignment set for this process As both Payroll and Assignment Set are required parameters the assignments for which you are running the process should for convenience be in the same assignment set and payroll If you select a mixed assignment set with assignments from different payrolls Advance Pay Batch Setup will process only those assignments that are in the payroll selected for the process Q Torun the process for a whole payroll create an assignment set which is equal to or larger than the payroll Larger than could mean equal to the organization for example 17 46 Oracle Payroll UK User s Guide To set up advance pay for batch assignments 1 In the Name field select Advance Pay Batch Setup Then enter the parameters field to open the Parameters window Select the payroll for which you want to run the process then the advance start period then the advance end period These are the first and last pay periods of the advance pay period The advance end period list di
533. r corporate bodies or individuals as payees The deductions you can make include e court orders and arrestments of earnings e GAYE deductions for charity e deductions of union dues How you pay third parties is determined by whether the Third Party Payment check box is checked when defining the deduction element If this check box is unchecked you must pay third parties outside Oracle Payroll through Accounts Payable If it is checked you can pay third parties through Oracle Payroll using a third party payment method that you have defined Table 12 4 shows how this has been set up for predefined third party deductions elements Court Orders can be deducted and paid entirely through Oracle Payroll GAYE deductions can be made through Oracle Payroll but must be paid outside the system Third Party Box Element Name Classification Checked Court Order Court Orders Court Order Non Priority Court Orders GAYE Pre Tax Deductions Table 12 4 Predefined Elements for Third Party Payments Page 1 of 1 Yes Entering Court Order Elements page 16 11 Entering Elements for Scottish Arrestments page 16 14 Elements Building Blocks for Pay and Benefits 12 47 Setting Up Deductions 12 48 gt To set up deductions for third party payments 1 Define or select the deductions element Deductions elements for court orders arrestments and GAYE are predefined There are no predefined elements for union dues Deductions e
534. r each of the key flexfields listed below To ensure easy recognition of these items the process adds the key flexfield segment name lt SEGMENT_NAME gt to each one Run this process for each of your Business Groups If you define context dependent key flexfield structures using BUSINESS_GROUP_ID as the reference field the process creates database items for those flexfield segments as well BUSINESS_GROUP_ID is the only reference field that the Create Key Flexfield DB Items process supports Database item Description GRADE_KF_ lt SEGMENT_NAME gt Grade key flexfield database items JOB_KF_ lt SEGMENT_NAME gt Job key flexfield database items POS_KF_ lt SEGMENT_NAME gt Position key flexfield database items GROUP_KF_ lt SEGMENT_NAME gt Group key flexfield database items Table C 23 Database Items C 25 Absence Database Items When you define an absence type Oracle HRMS runs a process to create the following database item for it To ensure easy recognition of this item the process adds the absence type name lt ABSENCE_NAME gt to it Database item Description lt ABSENCE_NAME gt _CUM_BALANCE The cumulative balance for an absence type Table C 24 C 26 Oracle Payroll UK User s Guide Glossary A Absence Types Categories of absence such as medical leave or vacation leave that you define for use in absence windows Alternative Regions Parts of a window that appear in a stack so that
535. r paying employees and regulating their work By default all employees you enter in Oracle Payroll receive an assignment to their Business Group When you give them assignments to internal organizations such as departments or divisions these replace the default assignment but their records continue to exist within the Business Group In the Person window and the Assignment window you enter employee information covering personal details contract details and assignment details You can enter information relating to a number of different person types including employees ex employees applicants for employment next of kin contacts and other people See Entering Personal Information page 9 5 Employee Assignment Information When you have entered the employee s personal information onto the database you need to enter his or her contract of employment details In Oracle HRMS these details form part of the employee assignment You set up the business rules relating to your enterprise s terms and conditions of employment at Business Group level and you enter assignment details in the Assignment window Oracle HRMS Information Category Contract of Employment Category Organization and Location Place of Work Table 1 1 Contract of Employment Categories in Oracle HRMS See The Employee Assignment page 11 4 1 8 Oracle Payroll UK User s Guide Multiple Assignments For some Business Groups employees may have more than one
536. r which you want to see the report In the Organization Structure field select the hierarchy If there are multiple versions select a version If the effective date lies between the version s start and end dates the report shows information for the effective date If it lies outside these dates the report shows information for the start date of the version In the Parent Organization field select the highest organization in the hierarchy that you want to see on the report Enter Yes in the Managers Shown field to see managers names If there are more than ten managers you see the number of managers only Choose the Submit button The Employer and Other Organizations 2 29 2 30 Oracle Payroll UK User s Guide CHAPTER Jobs and Positions T his chapter explains the concepts of jobs and positions in Oracle HRMS and how you can use these work structures to represent the roles of your employees It further explains how to e use the Job Name and Position Name key flexfields to identify groups of employees in your enterprise e hold information associated with jobs and positions such as job descriptions and standard working hours for positions e represent the reporting lines and other relationships among positions You represent these relationships by building position hierarchies e reorganize jobs positions and assignments within your Business Group Jobs and Positions 3 1 Representing Jobs and Positi
537. racter date number or time A Pay Value must have the unit type Money if the element is in a payments type classification You can use the Sequence field to change the order in which the input values appear in the Element Entries window Check the Required check box if all entries of the element must have a value for this input Check the User Enterable check box if users can enter a value for this input Uncheck it if you want to ensure that the default value is entered for all employees Check the Database Item check box if the value can be used as a Database Item in formulas or QuickPaint inquiries Database Items are simple identifiers that the system uses to find specific items of information in the human resources database To enter a default for an input value 1 Enter the value in the Default field 12 28 Oracle Payroll UK User s Guide Validation If you want existing entries to be updated whenever the default is changed check the Hot Default check box The input value must be required if you want to use this option A hot default appears in the Element Entries window in quotation marks If the user overrides the default subsequent changes to the default will not affect the entry gt To enter validation for an input value 1 Do one of the following e Enter maximum and minimum values for the input e Select a QuickCode Type to act as a lookup supplying a list of valid values e Select a formul
538. rate expressed as a decimal This is always the value of the output currency divided by the input currency For example if the input value is 2 50 and the output value is 1 00 the rate is 0 4 Note The entry block for exchange rates is multi row You can define as many exchange rates for each payroll as your balances and processes require 17 4 Oracle Payroll UK User s Guide Starting a Payroll Run See Also You start off payroll runs in the Submit Requests window Prerequisites Q If you need to define the rates between different currencies for the payroll run define them in the Exchange Rates window Q Define a consolidation set for the run To run a payroll 1 In the Name field select Payroll Run Then enter the Parameters field to open the Parameters window In the Parameters window select the payroll The default consolidation set name for the payroll and current payroll period display Select a new consolidation set for the run if required Use the consolidation set to control post run processing of the results Select the payroll period for the run Select an element set and assignment set if required Choose the Submit button Payroll Message Report page 17 6 Viewing Payroll Run Messages page 17 58 Running Oracle Applications Reports and Programs Oracle Applications User s Guide The Payroll Run and Other Processes 17 5 Payroll Message Report 17 6 This report l
539. rated from QuickPaint definitions do not contain conditional logic or mathematical computations If you need these features query the formula in the Formulas window and copy it Edit the copy to add the logic you require Attention You should not edit the original QuickPaint I formula Always edit a copy Any edits of the original formula are overwritten if you change the report definition in the QuickPaint Report window Static Database Items page B 2 Dynamic Database Items page B 19 Using Oracle FastFormula to Define QuickPaint Reports Oracle FastFormula User s Guide 18 12 Oracle Payroll UK User s Guide Running QuickPaint Reports You run QuickPaint reports from the Run QuickPaint Report window You can run a report for one assignment or for a group of assignments Prerequisites Q Torun a QuickPaint report for a group of assignments you must first define an assignment set E Run Quickpaint Report olx Type Assignment Set Assignment Name Number Type Name m Assignment Set Report Run Report View Report gt Torun a report for one assignment 1 Select the type Assignment 2 Inthe Assignment region select the assignment for which you want to run the report In the Report field select the report you want to run 4 Choose the Run Report button The message line tells you when the report is complete 5 Choose the View Report button to see the re
540. rces to a spreadsheet You can use Oracle Glue to create an interface from Oracle Human Resources to your spreadsheet system The spreadsheet facilities are well suited to the application of various percentages to try out salary and headcount change proposals Salary Administration and Budgeting 14 19 14 20 Oracle Human Resources UK User s Guide CHAPTER PAYE and NIC T his chapter explains how Oracle Payroll can be used to meet the statutory requirement to deduct Income Tax and National Insurance contributions from employee earnings PAYE and NIC 15 1 PAYE Legislative Details Tax Codes PAYE is the system used to collect income tax from all taxable income paid to employees under Schedule E The amount of PAYE calculated depends on earnings subject to tax including taxable benefits Taxable pay can be reduced by employee payments made to authorized company pension schemes or by employee donations to charities to an agreed maximum For more information on the definitions of earnings subject to tax see The Employer s Guide to PAYE The Tax Office with which your enterprise is registered administers the tax records of your employees This office issues a tax code for each employee which determines how the tax is to be collected and whether the basis for calculation is to be cumulative or non cumulative Valid tax codes are as follows Suffix codes numbers followed by a letter The number when multiplied by
541. rchy 2 29 P35 Listing 15 10 P60 15 10 Pay Advice 17 21 Pay Advice Alignment 17 22 Payments Summary 17 7 Payroll Statutory Calendar 17 8 Position Hierarchy 3 25 QuickPaint 18 10 to 18 18 Salary Review 14 17 security of 23 9 Start of Year Unprocessed P9 Records 15 8 Tax Payments Listing 15 31 Terminations 11 16 Reports and inquiries 1 6 Responsibilities 19 18 23 2 defining 23 11 Restricting access to records by menu structures 19 18 23 8 by organization hierarchy 23 5 by payroll 23 7 by position hierarchy 23 6 by Responsibilities 23 2 to 23 4 by security profiles 23 4 from other tools 23 8 Resumes entry of status information on 9 6 Retries other processes 17 16 payroll runs 17 10 to 17 12 RetroPay process 17 34 to 17 36 Reversals 17 12 to 17 14 Reviews of employee performance 11 10 14 2 to 14 17 of salaries 11 10 ROLEGEN 23 15 Rollbacks other processes 17 16 payroll runs 17 14 Rule based enterprises 7 6 to 7 13 budgeting 14 18 S Salary relating to grades 4 3 reporting on 14 17 ways to review 14 3 to 14 5 Salary administration for entry of salaries and wage rates 14 2 to 14 17 setup of 14 4 to 14 5 Salary bases 14 4 Salary basis assigning an employee to 11 10 definition of 14 6 to 14 7 for salary administration 14 2 Salary budgets 14 18 to
542. re created by the Autoinstall process You must run the Grant Permissions To Roles process to create the public grants to make those synonyms usable Run this process when you install Oracle HRMS or when you upgrade the system You must run this process before you run the Generate Secure User Process for the first time The process grants SELECT permissions to the role hr_reporting_ user Permissions are not granted on the secured tables but only on the secure views of those tables All permissions previously granted to the role are revoked Generate Secure User Process SECGEN This process grants permissions to new reporting users It grants the hr_reporting_user role to the REPORTING_ORACLE_USERNAME specified in the security profile Run this process when you have created a new security profile that references a reporting user In the Submit Requests window select the name of the new security profile This is the only parameter to the process Security List Maintenance Process LISTGEN This process maintains the lists of organizations positions payrolls employees and applicants that security profile holders can access You should schedule it to run every night to take account of changes made during the day If a disruption such as a power cut occurs while the Security and Control 23 15 process is running you can manually restart it from the Submit Requests window There is one required parameter for this
543. reate or change the Grade Job Position or People Group key flexfield definitions Submit the process from the Submit Requests window Oracle Applications Flexfields Guide User Definable Descriptive Flexfields All window blocks in which you can enter information contain a user definable descriptive flexfield You decide in which blocks you want to record additional information Each user definable descriptive flexfield has 20 segments that you can define After you define a descriptive flexfield Oracle HRMS treats the segments as part of the window For each segment you can define its prompt the type of data it can contain and the values a user can enter You can provide a list or range of valid values You also control the size and display characteristics of each segment and the order in which the segments appear You can define two types of descriptive flexfield segments e Global segments which always appear in the window e Context sensitive segments that appear only when a defined context exists You can prompt the user to provide the context or you can provide the context automatically from a reference field in the same block For example a segment to hold information about an employee s disability might appear only when the Disabled field is checked i gt Attention Some descriptive flexfields appear in more than one window For example the Additional Evaluation Details flexfield appears in the Job Evaluation win
544. required qualifying period it displays a warning message Note Entries for elements defined with a standard link appear automatically If the Costing field is enterable you can enter a cost code for example to indicate to which cost center the assignment s time should be charged You can enter a reason for the element entry you have made or updated To add new reasons to the list enter values for the QuickCode Type ELELENTRY_REASON You can check the Override check box to create an entry that overrides all other entries of this element in the current period You cannot create an override entry if one already exists or if any of the entries of this element have been adjusted If you want to create a one off entry of a recurring element check the Additional check box An Additional entry is valid only for the current pay period shown in the Effective Dates fields You can only check Additional if e the element definition allows additional entries and e an additional entry does not already exist for the assignment in this period and e the employee is assigned to a payroll e there is a payroll period defined at your effective date Choose the Entry Values button to open the Entry Values window Enter values in the Entry Values fields Notice that e Entry to some fields may not be permitted e Some fields may be required e Some fields may have a list of values others may be validated as you leave the field You wi
545. rganization hierarchies graphically and make intuitive drag and drop changes to them See Hierarchy Diagrammers Online Help This topic explains how to use the Organization Hierarchy window Always define hierarchies from the top organization down Prerequisites L Define the top organization in the hierarchy and at least one organization subordinate to it gt To setup anew organization hierarchy 1 Enter a unique name and check Primary if it is your main reporting hierarchy 2 Enter the version number and start date for the hierarchy 2 26 Oracle Payroll UK User s Guide You can copy an existing hierarchy See To copy an existing hierarchy below Query the top organization name into the Organization block In the Subordinates block select the immediate subordinates for the top organization To add organizations below one of these immediate subordinates check the Down check box for the organization The Organization block now displays the organization you selected You can add subordinates to this organization To return to the previous level check the Up check box I gt Attention The list of organizations from which you can select in the Subordinates block includes organizations that are already in the hierarchy If you select such an organization you will move it and all its subordinates within the hierarchy See Changing Organization Hierarchies page 2 28 gt To create a new version of an e
546. ri Caimrebeg Difanod Paysite Prom Ta mari Pengam You set up Advance Pay for individual assignments in the Advance Pay window Note Check first that you have completed the prerequisite tasks gt To set up advance pay for single assignments 1 Select the assignment to receive the payment and navigate to the Advance Pay window The arrears check box appears checked if the assignment is linked to an arrears payroll In the From field select the start date of the holiday or other event for which you are making the advance payment Oracle Payroll replaces the date you enter by the first date of the pay period in which it falls At the same time the Payment Date field displays the date for making the advance payment to the employee This date defaults to the last day of the pay period immediately preceding the start of the advance pay period You can manually alter this date to the last day of the preceding pay period if you require Do one of the following e Inthe Periods field enter the number of pay periods covering the the advance pay period e Inthe To field select the end date of the advance The system automatically replaces the date you enter by the last date of the pay period in which it falls Check the Defer check box if you want any net payment amounts to be deferred to the pay period following the recovery of the advance 17 44 Oracle Payroll UK User s Guide If you do not check Defer such paym
547. riteria wildcards to identify a pool of source jobs and source positions from which you will select your source positions in Step 3 3 Choose the Find button When the Mass Move Positions window is populated with information the source and target organizations you defined in the Mass Move window appear in display fields 4 Ifyou used search criteria to identify a pool of source jobs and positions make sure that the list includes all of the source jobs and positions you want to include in this mass move IS Attention If you want to add source jobs or positions to this list you must delete this mass move and define a new mass move source job s and position s cannot be added to this list 5 Inthe move check boxes check each of the source positions you want to move Assignments associated with unchecked source positions will not be affected by the mass move in any way 6 Ifyou want to deactivate any source position on the effective date for the mass move check the Deactivate Old Position check box when that position is selected Selected Deactivating a source position does not delete it from the HRMS database but enters the mass move effective date as the end date for the position Unselected Leaving this check box unchecked allows assignments to be assigned to this source position after the effective date of the mass move even though the source position may have no assignments immediately following the mass move
548. riteria are met indicating the employee to be currently ina period in which the recovery of an advance is due any required pay element can then be paid An element paying Holiday Pay is one example of how this might be used in situations where normal hours would not have been worked because the employee is on leave 17 42 Oracle Payroll UK User s Guide Prerequisites for Setting Up Advance Pay See Also The following prerequisites apply to setting up Advance Pay both for individual assignments and batch assignments Q Q E Make sure that your enterprise has procedures in place for making legal deductions from employees to recover advances of pay Set the maximum number of pay periods for which employees can receive an Advance Pay payment Do this by entering a number between 1 and 52 in the segment Maximum Holiday Period Advance in the Statutory Information flexfield on the Payroll window Link the six Advance Pay elements to the appropriate payrolls If you make a pay advance to an assignment on an arrears payroll check the Arrears Payroll check box in the Payroll window When prompted for Correction or Update on a previously defined payroll choose Correction Defining a Payroll page 5 5 Defining Element Links page 12 35 The Payroll Run and Other Processes 17 43 Setting Up Advance Pay for Individual Assignments ee er ey p Fren Pera Ta Pars Parmi Cote T Dr TE D freca Prom Ta ma
549. rom more than one payroll in a single action You need only produce one BACS tape one set of reports and one set of costing for the whole set Consolidation sets also facilitate the selective post run processing of different payrolls For example after processing three payrolls in one consolidation set you may want to select just one for immediate post run processing To do this transfer the one you want to process to a new consolidation set You can follow this procedure when scheduling additional runs These are the runs you make in addition to your regular payroll runs for The Payroll Run and Other Processes 17 17 example to pay leavers You can decide whether to consolidate an additional run with the regular run or switch it to a special set Consolidation sets are also used to label assignment sets when you use these for payroll processing The same choices apply to assignment sets as to payrolls You can accept the default consolidation set or select a new one when you set the run parameters in the Submit Requests window You can also change the consolidation set after the run in the Update Payroll Run window Note Because consolidation sets provide essential labelling for payroll runs you must always select a consolidation set even to process one payroll or one assignment set Defining Consolidation Sets E Consolidation Sets OP x Name You define consolidation sets in the Consolidation Sets win
550. rs and Arrestments 16 1 Court Orders and Arrestments Legislation Court orders for the attachments of earnings are served by courts on employers requiring them to deduct sums from the earnings of employees who have incurred court debts or fines The employer has to administer the collection of the debt and ensure that it is passed to the court Agency or local authority issuing the order An Attachment of Earnings order is made under the Attachment of Earnings Act 1971 The procedure used under this legislation is largely followed in other similar legislation covering the collection of debts under Community Charge Council Tax and Child Support Act legislation Attachment of Earnings orders are given different terminology in Scotland and are administered under the Debtors Scotland Act 1987 Table 16 1 lists the principal UK legislation and names of orders Northern Ireland legislation not listed in Table 16 1 administers the same orders as under the Attachment of Earnings Act and the Child Support Act but there is no liability in Northern Ireland for Council Tax or Community Tax Legislation Name of Order Attachment of Earnings Act 1971 Attachment of Earnings Debtors Scotland Act 1987 Earnings Arrestment Current Maintenance Arrestment Conjoined Arrestment Community Charges Community Charge Attachment of Administration and Enforcement Earnings Regulations 1989 Child Support Act 1991 Deduction
551. run processing takes place The original run results are deleted and the process is run again Reversal Method of correcting payroll runs or QuickPay runs after post run processing has taken place The system replaces positive run result values with negative ones and negative run result values with positive ones Both old and new values remain on the database Rollback Method of removing a payroll run or other process before any post run processing takes place All assignments and run results are deleted S Salary Basis The period of time for which an employee s salary is quoted such as hourly or annually Defines a group of employees assigned to the same salary basis and receiving the same salary element Security Profile Security profiles control access to organizations positions and employee and applicant records within the Business Group System administrators use them in defining users responsibilities See also Responsibility User Profile Options SMP See Statutory Maternity Pay Special Information Types Categories of personal information such as skills that you define in the Personal Analysis key flexfield SSP See Statutory Sick Pay SSP Qualifying Pattern An SSP qualifying pattern is a series of qualifying days that may be repeated weekly monthly or some other frequency Each week in a pattern must include at least one qualifying day Qualifying days are the only days for which Statutory Sick Pay S
552. s 12 10 Oracle Payroll UK User s Guide Element Entries To enter details of any compensation or benefit type for an employee you make an element entry for that employee Effective Duration of an Entry Some entries are relevant to one pay period only while others represent payments to be made every pay period For example when you enter salary for an employee you probably expect to continue payment of this until you change or end the entry In contrast you would probably expect an entry of overtime hours to be dealt with as a single payment in the period in which it is entered Figure 12 2 Element Entry Validity Delak t Across Pay Periods Sener Calendar Time Periods 0 1 2 Recurring Entries Nonrecurring Entries When you define an element in Oracle HRMS you specify whether its entries are recurring or nonrecurring Recurring This means that once the element is entered for an employee the values apply in every subsequent pay period For example your salaried employees expect to receive their salary once every pay period regardless of any other variable factor Nonrecurring This means that any entry for this element applies only in the pay period in which it is given to the employee For example you might define an overtime element to record the number of overtime hours worked in any pay period You would use this information to pay the employee once only Elements
553. s Start of Year Unprocessed P9 Records Report Submit this report only after running the Start of Year process in the Tax Code Uplift From Tape mode 15 8 Oracle Payroll UK User s Guide The report lists valid records on the Inland Revenue P9 tape that do not fully match the records in the main database No reasons are listed in the report but each unmatched record is caused by data that appears in the interface table and not in your database You run the report from the Submit Requests window To run the report m Select the name of the report and choose the Submit button There are no parameters PAYE and NIC 15 9 End of Year Process The End of Year process produces the statutory End of Year return to the Inland Revenue for employees in your enterprise The process comprises a set of five separate concurrent processes each with a different concurrent request id The five processes are as follows e End of Year Process the controlling program e Year End Multiple Assignments Report e Year End P35 Listing e Magnetic Report e Year End P60 Report The process runs in two modes Full End of Year and P35 Listing Full End of Year When you select full EOY mode the system submits all the above five processes and produces the following output e Full details of PAYE NI SSP and SMP for all employees This is written to a mf file for production of a magnetic tape that you submit to the Department of Social Securi
554. s constitute the underlying structure of absence types so they provide the structure of accrual plans To set up an accrual plan you first set up absence recording for the plan including an element to hold information about absences taken under the plan See Absence Management Setup Steps page 10 8 With absence recording in place you can then enter information for setup of the accrual plan itself This information includes e a start rule to determine when employees can begin to accrue PTO under the plan e length of service bands which establish how PTO accrued under the plan increases with employees length of service In response to the information entered for plan setup the system generates three elements for the plan e an element representing the plan You use this element to enroll participants in the plan 10 18 Oracle Payroll UK User s Guide e an element to hold participants unused PTO that is available for carryover to the next year e an element to hold residual PTO that is unused PTO not available for carryover under plan rules Accrual Start Rules Start Rule Hire Date Accrual plans differ with respect to the date from which they permit plan participants to start accruing PTO In Oracle HRMS the accrual start rule determines this date for a plan The system includes these accrual start rules e Hire Date e Beginning of Calendar Year e Six Months after Hire Date Enterprises have many di
555. s every assignment that exists within your Business Group An employee can have one or more than one assignment and therefore more than one assignment number The system automatically generates the assignment number which is the same as the employee number by default You can manually override the default assignment numbers the system generates For example you might want to use this number to store a payroll code If an employee has a second current assignment the system also generates the second Assignment Number by default from the Employee Number as in the following example Employee Name Samantha Green Employee Number 1012 1st Assignment Number 1012 2nd Assignment Number 1012 02 Employment Information 11 7 Entering a New Assignment Enter new assignments in the Assignment window You must hire applicants before you can create an employee assignment for them The details of the employee assignment default from their accepted application EZ Ainge U Ski TH Rls Ei Oyri dob mh besen swgureni Pumba Eafncites Daten a ET Erapieyment Categery Frome ir MAR ART Ta gt To enter anew assignment 1 Set your effective date to the start date of the new assignment 2 Select the organization to which you want to assign the employee By default the employee has an assignment either to the Business Group organization or to the organization to which he or she was an applicant If a
556. s for your Business Group you select how you plan to use each type In Oracle Human Resources you can use Special Information Types for e job requirements e position requirements e personal information In Oracle Training Administration you can use Special Information Types for e skills provided by training activities Each Special Information Type can be used for one or more of these purposes The options you select control the windows in which each Special Information Type appears Special Information Setup Steps See Also gt To set up Special Information Types 1 Define each Special Information Type as an instance of the Personal Analysis key flexfield See Oracle Applications Flexfields Guide 2 Enable the Special Information Types you want to use in your Business Group and select how you want to use them The Special Information Approach to Skills Matching Oracle HRMS User s Guide 8 10 Oracle Human Resources UK User s Guide Enabling Special Information Types Use the Special Information Types window to enable Special Information Types for the Business Group and to select how you want to use them Eatery Job peim ghe OSMA ADA Hi uated ee es r Er es care G0 oki ch ety spa are F Ay oP ae ee PE p Ph Se ara ate or Sb F PSE SP ar at pete ar Pe PE FE ce Pee is F Ei ER SFE by Sir sh at AL ER or aes ori F P PN S ee Se eee Bal a S ope OE gt To enable Special Information Types 1 Sel
557. s in a number of different ways For example e You may have a union group with negotiated rates of pay All members of the union are entitled to a fixed rate of pay dependent on their assigned grade and step e You might also have groups of salaried employees where you negotiate the level of salary with each employee personally The salary value might be based on a combination of performance personal or market factors that are regularly reviewed with the employee In both cases you are dealing with a similar type of compensation but the rules that govern actual values as well as eligibility and review are different You define these rules in Oracle HRMS using element links An eligibility rule for an element is defined as a link between the element and the components of the employee assignment Each link defines a group of employees who are eligible to receive the element For example you might want to give a production bonus only to those employees who work full time in Production and are on the weekly payroll To do this you would define a link between the element Production Bonus and the combination of the Production organization the Full Time employment category and the Weekly payroll While this link is effective you cannot pay the bonus to anyone who is not eligible Similarly element linking on deductions ensures that you do not take deductions from employees not liable for them An employee is eligi
558. s on 4 17 Grades 4 2 to 4 5 assigning an employee to 11 8 comparatio values 4 10 defining 4 4 to 4 6 relating to progression points 4 15 valid grades for jobs and positions 3 15 4 Grant Permissions To Roles process 23 15 Graphics 9 13 H Health and safety requirements for jobs or positions 3 6 Hiring people 9 8 History of assignments 11 32 of element entries 12 61 Honors entry of 9 7 Hot defaults of element entries 12 28 12 45 Hours of work 11 9 entering defaults for 2 5 2 19 HR Organizations additional information for 2 13 HR User Type 12 22 21 3 HR Business Group 22 5 Index 5 HR Query Only Mode 22 5 HR Security Profile 22 5 HR Use Standard Attachments 22 5 HR User Type 22 5 HR_CUSTOMIZATION 19 22 Human resource management evaluating jobs and positions 3 13 to 3 16 salary administration and performance reviews 14 2 to 14 17 I Implementation of HRMS in hybrid enterprise structures 7 10 to 7 12 in project based enterprises 7 2 to 7 6 in rule based enterprises 7 6 to 7 13 Increment Progression Points process 4 18 Input values 12 13 12 28 12 37 Inquiry windows list of 18 3 Insurance carriers defining 2 11 International relocation employee preferences 9 19 J Job codes 3 5 Job Name key flexfield 3 5 B 3 Jobs assigning an employee to 11 9 contrasted wit
559. s said to hold an increasing balance Increasing Balances of Time Taken As you would expect an increasing balance for an absence type starts with no time entered and increases as you enter employees hours or days absent For example if the absence type Compassionate Leave has an increasing balance the balance starts from zero for each employee and increases by the number of hours entered for each absence of this type Input Value Unit of Measure Initial Entry Table 10 3 Example Element for the Absence Type Compassionate Leave Increasing balances are appropriate for most or all absence types For absence types for which your enterprise sets a maximum time allowed the system issues a message when an entry of time absent exceeds this maximum or Oracle Alert can notify you when an employee reaches the maximum time or takes excess time See Oracle Alert User s Guide When defining an absence type for a PTO accrual plan you give it an increasing balance that will show accrued time the employee has used To see the amount of accrued time a plan participant has available for use as vacation or sick leave you use the Accruals window Decreasing Balances of Time Remaining If your enterprise sets a maximum time allowed for an absence type that is not connected to a PTO accrual plan you have the option of setting up a decreasing balance for this type instead of an increasing balance Absence Management 10 5 For example s
560. s stationery for issue to the tax office and leaver Sometimes you need to send tax returns to different tax offices for an employee working at different sites In this case you may need to issue Oracle Payroll UK User s Guide Printing Details a P45 to the second tax office You may also want to issue a P45 manually to a leaver In both these cases you use the P45 window which you access from the Assignment window The window displays Part 1 of the P45 form showing the leaver s pay and employment details To manually issue a P45 form for a leaver 1 Complete the form manually from the details in the window 2 Choose the Manual Issue button In the Statutory Details window Oracle Payroll records that you have issued the P45 The system prevents you from running the report again for this assignment To issue a P45 form for a current employee 1 Choose the Mark for Print button 2 Inthe Submit Requests window Run the P45 Alignment report to check the printing alignment of the report This is optional Run the P45 report You can restrict the process by specifying a payroll and or a time period In the Statutory Details window Oracle Payroll records that you have printed off the P45 for the employee This does not prevent you from issuing the report again The P45 process generates P45 reports using Oracle Reports To print the report you define an SRW driver file for your particular printer and P45 stati
561. s to track the changes in employment information for each employee over the lifetime of their employment e Where a change affects a group the human resource system must be able to effect that change for every individual in the group according to a set of rules e Where a change affects only a few individuals the system must allow entry of changes for those individuals In Oracle HRMS you manage these changes through the employee assignment e The assignment connects employees to your enterprise s work structures and policies so that changes to the structures and policies are reflected in the employee s records e You can query groups of employees with similar assignments such as all assignments on grade C2 and make changes for each employee in these groups e The assignment is datetracked to maintain a work history as the employee moves through your enterprise Employment Information 11 3 The Employee Assignment Figure 11 1 Employee Assignment The assignment is the central concept that relates employees to the structures in which they work and the compensation and benefits for which they are eligible In Oracle HRMS many of the activities you undertake in human resource management such as vacancy management and budget planning are based around assignments and not people In particular you enter all earnings deductions and other pay related elements for the employee assignment rather than the employee
562. saying that the payroll costs of employees in the organization default to that cost center This works well if each organization equates to one cost center However there may not be a one to one relationship between your organizations and your cost centers Some employees may regularly work for fixed amounts of time in two or more cost centers To handle these employee assignments you need to set the Assignment qualifier to Yes for the Cost Center segment of the Cost Allocation key flexfield This allows you to enter multiple Cost Centers in the Costing window for the Assignment You can also enter the proportion of time worked in each center Pile SE C ering HSHTH Eense Danes For example if someone works half time in PR and half time in Sales you can enter 50 for each This indicates that you should collect half of the employee s payroll costs against each cost center Controlling Costs 6 5 Notice that costing entries for assignments are datetracked so you can enter changes ahead of time Note Information you enter in the Costing window for the assignment should override any information entered for an organization If you use Oracle Payroll this happens automatically Mapping the Cost Allocation Flexfield to the GL Accounting Flexfield If your installation includes Oracle Payroll and Oracle General Ledger you can run the Transfer to GL process in each payroll period after you have run the Costing process to
563. se points with each grade The group of points valid for a grade is called a grade scale Each point in the grade scale is called a step because it represents the steps for incrementing an employee s pay The steps must follow the sequence of points on the pay scale but they can jump several points if appropriate to the specific grade Figure 4 4 Grade Scales Pay Scale Point Value 10 10000 20 10250 Steps for Grade A 30 10625 40 10900 50 11250 Steps for Grade B 60 12000 70 12250 80 12325 Grades and Their Relationship to Pay 4 15 4 16 EE Grade Scale iof x Grade Point Ste Pay Scale Ceiling fi Effective Dates From 27 MAR 1 997 To M Grade Steps r Effective Dates Step Paint From To gt To create a grade scale 1 Set your effective date early enough to handle any historical information you want to enter Select a grade and select the pay scale from which you want to choose progression points Select the highest point or ceiling to which employees on this grade can be automatically incremented by the Increment Progression Points process Save the grade scale You can override this ceiling for individual employee assignments In the Grade Steps block select the points you want to include on this grade scale When you save the system sorts the points into ascending order by their sequence numbers defined in the Pay Sca
564. se the Assignment window Key and Descriptive Flexfields B 3 Personal Analysis Key Flexfield You can create any number of structures per Business Group for this flexfield Each one represents a Special Information Type You can define up to 30 segments within each structure You do not need to define any structures for the Personal Analysis flexfield before you can use Oracle HRMS You link each structure to a Business Group in the Special Information Types window while you are logged on to that Business Group You can customize windows to restrict access to specific Information Types such as medical or disciplinary information Cost Allocation Key Flexfield You can only define one structure per Business Group for this flexfield You can define up to 30 segments within the structure You can control the levels at which users can enter cost information by using the flexfield qualifiers You must define a structure name for this flexfield before you can define a Business Group A number of windows in Oracle HRMS check for the existence of a valid flexfield structure for Cost Allocation You must define at least one segment for your Cost Allocation flexfield Creating Key Flexfield Database Items See Also B 4 Oracle Payroll UK User s Guide The Create Key Flexfield DB Items process turns data in key flexfields into database items that Oracle FastFormula can access It is essential to run this process whenever you c
565. se the combined form When users move down a task flow from the combined form the Assignment window remains visible in the background They can return to the Assignment window by closing their current window Therefore you should not define a button to call the Assignment window However if you are defining a task flow to the Assignment window from any window except the People window you should use the Assignment form PERWSEMA In this case you may wish to add an Assignment button to any forms below the Assignment window in the taskflow This allows users to return to the Assignment window without going back to the top window Prerequisites Q First create nodes for any form customizations you want to include in the task flow Customizing Windows and Menus 19 15 Define Task Flow OF x Name Node Name l Top Node Navigation Options Seq Node Button Label j Eaa a Ee Copy to p gt To define a task flow 1 Enter a name for the task flow and save it 2 Inthe Node block select the name of the node that you want to be the first form in the task flow 3 For this node select the Top Node check box Create a new record in the Node block and select another node You must create all the nodes for the task flow before you can begin entering the navigation paths between them 5 Inthe Navigation Options region for each node select the other nodes to which you can navigate 6 Ent
566. select Transfer to GL In the Parameters window select the payroll or consolidation set for which you are running the process When you select a payroll its default consolidation set displays Enter the start and end dates of the period for which you want to transfer Costing process results Choose the Submit button Costing in Oracle HRMS page 6 2 The Payroll Run and Other Processes 17 33 RetroPay Process Overview Setting Up RetroPay You run the RetroPay process when items affecting pay have to be altered retrospectively leading to backpay adjustments You may have to make such adjustments when for example pay awards are backdated or when you receive late notification of changes to element entries that should have changed in the past Such changes may affect groups of employees or individuals The RetroPay process reruns the payroll calculations for all the periods affected by the retroactive change This payroll processing is held in memory only and the results are not saved to the database Instead the system calculates the difference between the original results and the results using the new information This recalculation feeds into a pay balance that you choose If the changes affect multiple elements or rate values you may want to recalculate Gross Pay YTD Alternatively you may want to recalculate the balance for a single element for example Regular Salary YTD Another option is to define a new balance
567. sers enter table values rapidly and accurately 3 When you are finished save your work and close the window Your table is now set up and ready to receive entries into its columns 20 12 Oracle Payroll UK User s Guide Entering Table Values If you have set up user defined tables you can enter and maintain values in the Table Values window Note The system administrator can create customized versions of the Table Values window so that you use each version for one user table only Prerequisite L Before you can enter values into a table s columns the table with its columns and rows must be completely set up Table I Hasy ain g Piian Tu To enter values into table columns 1 Set your effective date to the date from which you want the entries to take effect Query the table name With the cursor in the Column Name field use the up and down arrows to locate the name of the column in which you want to make entries In the Values region select each row for which you want to make an entry You select rows in the Exact field or the Lower Bound field depending on the match type of the table For each row make the appropriate entry in the Value field Save your work QuickCodes and User Tables 20 13 20 14 Oracle Payroll UK User s Guide CHAPTER Integrating With Other Systems O racle Payroll can be integrated with a number of Oracle and third party products This chapter explains
568. ses window If you need to specify more than one parameter for a form function separate the parameters with a space 19 22 Oracle Payroll UK User s Guide CHAPTER QuickCodes and User Tables O uickCodes provide lists of valid values on certain fields throughout the system For many types of code you can add your own values and change the values that are predefined You can also set up your own types of QuickCode You can set up user tables to provide matrixes of valid values that vary according to a factor such as age or job or number of years service You can access these values from formulas or your own forms or reports using a supplied function This chapter explains how to set up QuickCode Types and how to add values to predefined QuickCodes It lists the predefined QuickCodes to which you can add values It also explains how to set up user tables and enter values for the rows and columns you define QuickCodes and User Tables 20 1 QuickCodes Providing lists of valid values for certain items of information has two key advantages e It ensures that all users use the same terminology which makes it easier to inquire and report on the information e It speeds up data entry because you can enter just enough to identify the value and the system completes the entry In Oracle HRMS a list of values is called a QuickCode Type Each value comprises a code and a meaning For example QuickCode Type Code Mean
569. set of payroll runs Court Order Dimensions The element dimensions associated with court orders aggregate results for a particular element entry for single assignments These dimensions are not available for selection from the Balance form _ELEMENT_ITD since the inception of that element entry _ELEMENT_PTD since the start of the processing period Oracle Payroll UK User s Guide Create Balance Dimension Process Use this process to create balance dimensions which you can afterwards associate with any balance on the system user or predefined using the Balance window You run this process from the Submit Requests window p gt To create a balance dimension 1 Inthe Name field select Create Balance Dimension 2 Inthe Parameters window enter a name for the dimension in the Balance Suffix field 3 Select a balance level for the dimension Currently you can only create an assignment level dimension 4 Enter a start date for the dimension in the format DD MM As an example 1 March is represented as 01 03 5 Select a frequency for the dimension from the list of supported period types The frequency you select governs the number of times the balance is reset to 0 in one year 6 Choose the Submit button Controlling Balance Information 13 7 Defining User Balances 13 8 E palmi Am E hime Reprtirg hame Ving Cunency P Lhe Fer Flemunenston il Feeik Clesti Diiia nied Feed Defining a balan
570. several recruitment activities together within an overall activity Recurring Elements Elements that process regularly at a predefined frequency Recurring element entries exist from the time you create them until you delete them or the employee ceases to be eligible for the element Recurring elements can have standard links See also Nonrecurring Elements Standard Link Region A collection of logically related fields in a window set apart from other fields by a rectangular box or a horizontal line across the window See also Block Field Report Parameters Inputs you make when submitting a report to control the sorting formatting selection and summarizing of information in the report Report Security Group A list of reports and processes that can be submitted by holders of a particular responsibility See also Responsibility Report Set A group of reports and concurrent processes that you specify to run together Requisition The statement of a requirement for a vacancy or group of vacancies Responsibility A level of authority in an application Each responsibility lets you access a specific set of Oracle Applications forms menus reports and data to fulfill your business role Several users can share a responsibility and a single user can have multiple responsibilities See also Security Profile User Profile Options Report Security Group Retry Method of correcting a payroll run or other process before any post
571. sge Tan fasi Conbiala Preveus Taciti Py o i Date of Foa Presa Tae Paad Permas Prirast Fia Tyee Abiy Panni Fanad Trae acon Efactin Dotan EBg cites anes ii The Statutory Details window lets you enter and view an employee s PAYE and NI information on one screen Check box information displayed at the top of the window shows whether the employee e has had a P45 issued e isa director e is a pensioner e has multiple assignments Prerequisites Q Link the PAYE Details element to your payrolls You can enter defaults for the input values so that no assignment is processed without a valid code being present See Defining Element Links page 12 35 gt To enter tax details for an employee 1 Query the employee assignment and choose the Tax Information button Information displayed at the top of the Statutory Details window includes the following PAYE and NIC 15 27 whether the person is a director e whether he or she falls within the scope of the P11D form for expenses and benefits whether the person is a leaver for whom a P45 has been issued whether the person is a current employee for whom a P45 has been printed off and submitted to a different tax office 2 Change your effective date if required Note The Statutory Details window is now datetracked 3 Enter the employee s tax code When you enter the tax code a validation formula is run to ensure that it is in the correct format Note At
572. signment Process Results System Messages Processes and Reports Submit Processes and Reports DESCRIPTION Entry history for an employee assignment People folder Assignment folder List people by assignment folder List assignments folder List employees by organization folder List employees by position folder List employees by position hierarchy folder List employees by element List employees by absence type folder List people by special information folder View vacancies folder View organization budget variance folder View position budget variance folder View employee grade comparatio folder View net accruals to date View process results for a payroll View process results for an employee assignment View system level messages Submit processes or run standard reports Default Menus A 7 MENU ENTRY View Requests View Reports Workflow Notifications Define a QuickPaint Report Run a QuickPaint Report Generate MS Word Letter Submit Custom Reports Mass Information eXchange MIX Batch Element Entry Other Definitions Security A 8 Person Types QuickCode Values QuickCode Types Special Information Types Table Structure Table Values Time Periods User Profile Options Formula Functions Profile CustomForm Oracle Payroll UK User s Guide DESCRIPTION View any requests submitted for processing View reports online Workflow Notifications In
573. single employee assignment only The number of assignments processed within one payroll process may vary from several thousand for a payroll run to just one for a QuickPay run or balance adjustment You view assignment processes in the Employee Assignment Processes window The Payroll Run and Other Processes 17 51 Viewing Payroll Process Results mr To E e Use the Payroll Processes window to view retry and roll back payroll processes gt To view retry or roll back payroll processes ds Select the name and period dates of the payroll you want to view results for If you leave the Period To field blank the end date in the Period From field becomes the end date for the query If you run the query directly without entering payroll or period details the window displays all payroll process results for all payrolls in the Business Group Choose Find The window displays details of all payroll processes for the payroll and period selected See below for further display details To mark a payroll process for retrial select the Retry check box for the record You can then run the Retry process from the Submit Requests window To roll back a payroll process select the record and choose the Delete Record icon This deletes the process from the database and returns all values to their former state Note Use the Payroll Processes window to roll back small processes only It is better to roll back large pr
574. so contains a button to open the People window to see further details of an occupant Your system administrator can change the buttons displayed on this window EE prer Nitunargy Daet hatag Gaah weet Als 3 p gt To view occupants of a position m Inthe Position window query a position and choose the Occupancy button Occupants are listed in reverse date order Where a person has occupied the same position at different times a separate record is created for each occupancy 3 20 Oracle Payroll UK User s Guide gt To see further details of occupants or applicants m Select the person s record in the Position Occupancy folder and choose the Person button Note There is no restriction on the assignments you can view in the Position Occupancy folder However you cannot view further details if you do not have clearance to view that person s records Jobs and Positions 3 21 Creating Position Hierarchies You can create and maintain your reporting structures in two ways e using the Position Hierarchy window e using the Position Hierarchy Diagrammer The Hierarchy Diagrammer included with Oracle HRMS enables you to create your position hierarchies graphically and make intuitive drag and drop changes to them See Hierarchy Diagrammers Online Help This topic explains how to use the Position Hierarchy window Always define hierarchies from the top position down Prerequisites L Define the top posit
575. splays the maximum number of pay periods that can be advanced for the payroll you select Select Yes or No to flag whether you want to defer any net payments that accrue during the advance pay period Select the assignment set for which you want to run the process Select the payment date for the advance This date defaults to the last day of the pay period immediately preceding the start of the advance pay period You can move this date back by one pay period if required Select Yes for MIX transfer if you want the batches that the process creates to be transferred to the database automatically Select No if you want to transfer the batches manually Enter a unique header name for your batch process This name is used as a base header name for each MIX batch created For each batch the system appends an underscore and an incrementing number for example _1 _2 This is a mandatory field whether you select Yes or No in the MIX Transfer field Save your entries Transferring MIX Batches Manually Further MIX Processing If you transfer MIX batches yourself see Step 6 above you can make edits to the element entries in the Batch Lines window If you make an automatic transfer you can view the entries but cannot change them To initiate MIX transfers manually Initiate the transfer of the element entries to the Oracle HRMS Entries table in the Batch Header window See Transferring a BEE Batch page 12 56 Once batc
576. ss Update in the Navigator Mass Move Assignments Choose Work Structures gt Position gt Mass Move in the Navigator Complete the Mass Move window and save your work Choose the Positions button Complete the Find Positions window Choose the Find button Complete the Mass Move Positions window AE GY VON oe eh eS Choose the Assignments button Mass Move Messages 1 Choose Work Structures gt Position gt Mass Move in the Navigator 2 Complete the Mass Move window and save your work Default Menus A 29 A 30 10 11 12 Choose the Positions button Complete the Find Positions window and choose the Find button Complete the Mass Move Positions window and choose the Assignments button Complete the Mass Move Assignments window and close it From the Mass Move Positions window choose the Valid Grades button Complete the Valid Grades window and close it Close the Mass Move Positions window From the Mass Move window choose the Execute button If the Status field shows In Error or Complete with Warnings a Message button appears If the Message button appears choose it to view messages in the Mass Move Messages window Note Alternatively you can view messages for saved but not yet successfully executed mass moves as follows Choose Work Structures gt Position gt Mass Move in the Navigator Enter the name of the saved mass move in the Description field
577. ssignment Set field blank 4 Choose Submit gt To mark an individual employee assignment for retry m Inthe Assignment Processes window select the assignment to retry and check the Retry box Then when you retry the process only these assignments are reprocessed This is a convenient approach when only a few assignments require reprocessing gt To mark a group of employee assignments for retry 1 Place the group of employee assignments in an assignment set 2 Inthe Submit Requests window select Mark Payroll Run for Retry in the Name field if you are retrying a payroll run Otherwise The Payroll Run and Other Processes 17 11 select Mark Process for Retry These processes have the same parameters Payroll Process and Assignment Set Select the process you are marking for retry 4 Select the assignment set name 5 Choose Submit gt Toretry a payroll run or other payroll process 1 Mark the entire process individual employee assignments or a group assignment set of assignments for retry using one of the procedures given above 2 Inthe Submit Requests window select Retry Payroll Run in the Name field to retry a run Otherwise select Retry Payroll Process to retry another process If the Parameters box does not automatically appear click in the Parameters field 3 Inthe Payroll Process field of the Parameters box select the process to retry 4 Choose Submit Correcting Run Results Reversals
578. ssignment with those entered for his or her organization If the employee works fewer than the standard hours per week for the organization the system prorates the permissible minimum and maximum grade rate values before validating the salary If you selected a grade rate select the Basis Hourly Monthly Annual or Period for the rate For example if your grade rate specifies the valid monthly salary ranges for each grade select Monthly Salary in the Grade Rate Basis field If either the Basis or the Grade Rate Basis is Hourly Salary but not both you must enter a value in the Annualized Hours field This records the number of working hours in a year and hence in a month The system uses this figure to convert salary entries and grade rate values to the same basis when it validates a new salary entry Salary Administration and Budgeting 14 7 Changing Salary Components 14 8 Salary changes can be broken down into two or more components to reflect different reasons for the change You can approve each component of the proposal separately Ten salary components are predefined as shown in Table 14 1 You can create as many additional components as you require However only ten components can be displayed in the Salary Management folder If you want your new components to be displayed in the folder instead of the default components you must update a view This task is for system administrators Predefined Salary Com
579. st of valid methods for the employee s payroll If you enter multiple methods for example because the employee is paid from more than one source account you can enter the proportion of pay for each method and its processing priority An assignment can have two instances of the same payment method for example if salary is divided between two bank accounts Employees with no personal payment method on record receive pay by the default payment method of their payrolls You enter payment methods for employee assignments in the Personal Payment Method window You can also use this window to enter the payee for third party payments Prerequisites Q Define all the payment methods available in your Business Group using the Organizational Payment Method window See Defining Payment Methods for the Enterprise page 5 3 Q Select at least one valid payment method for each payroll you define in the Payroll window See Defining a Payroll page 5 5 E Assign the employee to a payroll L For third party payment methods define the payee in the Organization window using the classification Payee Organization or the Contact window using the relationship Payments Recipient Employment Information 11 19 11 20 EE Poona Payre Method Se Bimet Payer Effective Daves C Prr Cammy smut O e OO E pan PTa O me OOOO E p gt To enter a personal payment method for remuneration 1 Set your effective date t
580. start date is usually agreed with the employee but can start at any time up to the birth An employee is not eligible to SMP for any week in which she works or for any other reason for ineligibility defined by the legislation for SMP Menus You set up your own navigation menus to suit the needs of different users N Nonrecurring Elements Elements that process for one payroll period only unless you make a new entry for an employee See also Recurring Elements O Glossary 6 Oracle Payroll UK User s Guide Oracle FastFormula An Oracle tool that allows you to write Oracle HRMS formulas without using a programming language Organization A required component of employee assignments You can define as many organizations as you want within your Business Group Organizations can be internal such as departments or external such as recruitment agencies You can structure your organizations into organizational hierarchies for reporting purposes and for system access control P Pattern A pattern comprises a sequence of time units that are repeated at a specified frequency Oracle SSP SMP uses SSP qualifying patterns to determine employees entitlement to Statutory Sick Pay SSP Pattern Time Units A sequence of time units specifies a repeating pattern Each time unit specifies a time period of hours days or weeks Pay Scale A set of progression points which can be related to one or more rates of pay Employee s are
581. stered Supplementary payments are treated as their single order equivalents Processing Priority for Court Orders When deductions are taken from employees for more than one court order at a time the order of processing must be as follows 1 For orders issued before 1 April 1993 e Ifa Priority AEO or a Non Priority AEO is in operation then any later dated CCAEO can be administered e Ifa CCEAO is in operation then no further CCAEOs can be administered until the first has cleared 2 For orders issued after 31 March 1993 the following should be administered in order of receipt date e AFO e DEO e CCAEO e CTO Non Priority AEOs are administered after the above orders and if more than one is received in order of receipt date 3 In Scotland the order is either DEO e CAO or e DEO e EAS e CMA 16 8 Oracle Payroll UK User s Guide Oracle Payroll and Court Orders Arrestments Oracle Payroll provides all the elements balances and formulas necessary for you to correctly administer court orders and arrestments in the United Kingdom Element Used For Balance Feeds Court Order CTO Court Order_ELEMENT_ITD AEO Court Order _ELEMENT_PTD CCAEO CCAEO_PRE_APRIL DEO Court Order Holds deduction arrears and Court Order Arrears Arrears protected pay arrears for Priority Deduction ELEMENT_ITD AEOs and DEOs You do not Court Order Arrears Protected make entries of this element for Pay_ELEMENT_ITD emplo
582. sting Recording the costs of an assignment for accounting or reporting purposes Using Oracle Payroll you can calculate and transfer costing information to your general ledger and into systems for project management or labor distribution Court Order A ruling from a court that requires an employer to make deductions from an employee s salary for maintenance payments or debts and to pay the sums deducted to a court or local authority See also Arrestment Customizable Forms Forms that your system administrator can modify for ease of use or security purposes by means of Custom Form restrictions The Form Customization window lists the forms and their methods of customization Glossary 3 D Database Item An item of information in Oracle HRMS that has special programming attached enabling Oracle FastFormula to locate and retrieve it for use in formulas Date To and Date From These fields are used in windows not subject to DateTrack The period you enter in these fields remains fixed until you change the values in either field See also DateTrack Effective Date DateTrack When you change your effective date either to past or future DateTrack enables you to enter information that takes effect on your new effective date and to review information as of the new date See also Effective Date Deployment Factors See Work Choices Descriptive Flexfield A field that your organization can customize to capture additional
583. stments CMAs are used to collect maintenance The employer is informed of the daily amount of deduction the daily protected earnings applicable under the order and an indication of the employee s entitlement to have deductions reduced by the equivalent of UK basic rate income tax The employer is required to divide the amount of attachable earnings by the number of calendar days since the last normal payment and then use that daily figure to calculate the amount of deduction Only one CMA can be in operation for an employee at any one time If you receive a second CMA for an employee you must return it to the issuing authority and inform them of the details of the existing order Note however that a single CMA may coexist with a single EAS for the same employee The EAS must be processed first being of higher priority Multiple Payments in a Period Supplementary payments in a period may be used to make up any shortfall between the expected deduction for the period and the actual period to date deduction Conjoined Arrestment Orders CAOs are issued where more than one EAS and or more than one CMA are to be operated These orders are administered in the same Court Orders and Arrestments 16 7 manner as EASes except that deductions for CAOs are payable to the Sheriff Court instead of the named creditor Only one CAO at a time can be in operation for an employee and while it is in operation no single EAS or CMA may be admini
584. structions for each implementation step are contained in the User s Guide Oracle Applications Flexfields Guide This guide provides flexfields planning setup and reference information for your implementation team as well as for users responsible for the ongoing maintenance of Oracle Applications product data This guide also provides information on creating custom reports on flexfields data Oracle Workflow Guide This manual explains how to define new workflow business processes as well as customize existing Oracle Applications embedded workflow processes You also use this guide to complete the setup steps necessary for any Oracle Applications product that includes workflow enabled processes Oracle Alert User s Guide Use this manual to define periodic and event alerts that monitor the status of your Oracle Applications data Country Specific Manuals Use these manuals to meet statutory requirements and common business practices in your country or region They also describe Preface vii additional features added to Oracle Payroll to meet those requirements Look for a User s Guide appropriate to your country For example Oracle user s guides for Japanese users exist in the Japanese language Oracle Applications Implementation Wizard User s Guide If you are implementing more than one Oracle product you can use the Oracle Applications Implementation Wizard to coordinate your setup activities This g
585. t Many enterprises permit employees to accrue hours or days of PTO paid time off as they work to use for sick or vacation leave In such enterprises setting up and maintaining PTO plans is another part of absence management In the UK there is also government legislation regarding the payment of employees during periods of sickness and maternity leave SSP and SMP Absence Types page 10 3 Absence Management Setup Steps page 10 8 Entering Absences page 10 13 Viewing and Reporting on Absence Information page 10 15 Introduction to SSP and SMP Oracle SSP SMP User s Guide 10 2 Oracle Payroll UK User s Guide Absence Types Oracle HRMS provides a convenient way to maintain information about the various absence types your enterprise recognizes To facilitate reporting and analysis of employee absences you can distinguish between absence types and absence categories An absence category is a group of related absence types as for example Absence Category Absence Type Medical Leave Illness or Injury Work related Injury Work related Illness Medical Appointment Family Leave Paid Maternity Paternity Unpaid Maternity Paternity Dependent Care Personal Leave Compassionate Leave Personal Business Professional Leave Certification Classes Meeting Attendance Table 10 1 Example Absence Categories and Types Also to assist with absence reporting and analysis you can
586. t populate the tables with new values then reports on these 5 Ifyou only want to report on the changes made by one user enter the username 6 Enter start and end dates to limit the time period for reporting audit information 7 Choose the Submit button You can use the View Requests window to check the progress of the report Designing Your Own Audit Report Dynamic SQL Structure If you want to design your own audit report you can copy the supplied report and use it as the basis of your own version The supplied report uses a dynamic SQL structure to retrieve information for the report and an Oracle Report to format it For a non datetracked table the dynamic SQL structure retrieves information and uses a private procedure to retrieve the new values for an update For a datetracked table the dynamic SQL structure retrieves information from the function and procedure created for each datetracked table by the Audit Trail Update Datetracked Tables process e The lt tablesname gt _TT function identifies the type of datetracked transaction represented by each row of the shadow table e The lt tablename gt _VP procedure gets new values from the shadow table for update and insert transactions It writes these to the HR_AUDITS and HR_AUDIT_COLUMNS tables The dynamic SQL structure comprises several character strings which are concatenated into one long string then parsed and executed using the dynamic SQL generator
587. t Report This report shows details of total earnings and deductions summarized for a specified payroll and payroll period You may also limit the report s information by consolidation set The report shows three totals Net Payment Total Payment Total Cost derived from four balance totals e Gross pay e Total deductions e Total direct payments e Total employer charges These balance totals are broken down first by element classification totals then by element type totals within each classification You run the report in the Submit Requests window To run the Gross to Net Report 1 Inthe Name field select the report name Then enter the Parameters field to open the Parameters window 2 Select the payroll and payroll period for which you want to see the information 3 If you want to restrict the information by consolidation set select the name of the set 4 Choose the Submit button Payments Summary Report This report shows payments totalled by payment method type and organizational payment method for a specified payroll and payroll period Account details for each organizational payment method are also listed You run the report in the Submit Requests window To run the Payments Summary Report 1 Inthe Name field select the report name Then enter the Parameters field to open the Parameters window 2 Select the payroll and payroll period for which you want to see the information The Payroll
588. t amounts for each assignment from inputs of the overtime rate and the hours worked for the period The payroll run then processes each assignment and produces the overtime payment amounts as run results Run results are used for other purposes besides summing the amount of employee pay In the overtime example the run result information can also be used for costing purposes and to track the actual hours of overtime worked Table 12 3 shows the input values with some representative entries for the element NI Car Primary This is a recurring Information element predefined in Oracle Payroll which you enter for employees with company cars The run results of the processed element feed a balance that accumulates the employer s Class 1A contributions to company car benefit Elements Building Blocks for Pay and Benefits 12 13 Input Value Name Validation Money Money 12000 00 Registration Character L 123 ZYX Number Mileage Band 2501 17999 Lookup GB_MILEAGE Fuel Scale Table 12 3 Input Values for NI Car Primary Element The Pay Value Oracle Payroll makes special use of the pay value to represent the result of processing an element for employee pay The pay value is the amount paid to the employee from that element after payroll processing You must define a pay value as one of the inputs for the element if you want Oracle Payroll to process an element for pay You can have only one pay value for each element and it
589. t category letter P at the end of the year Employers can choose to claim at the not contracted out rate even when an employee is contracted out Two important conditions apply to employer claims e Employees must complete a 13 week qualifying period If this period is not fully served any amounts already reclaimed by the employer must be reimbursed to the Revenue in the following month s payment e Employers can only claim for earnings actually paid within the period of entitlement to the NIC holiday Earnings payments made by the employer after the period of entitlement is over cannot be claimed back even if the money was earned wholly or partially before the period ended Oracle Payroll and NIC Holiday Oracle Payroll provides the following features to enable you to calculate NIC Holiday e There is a predefined Employer Charge element NIC Holiday The result returned by this element is a negative value e The element feeds the NIC Holiday balance which accumulates the value for NI category letter P at the end of the year e When the element is first processed the system automatically calculates the full amount reclaimable up to that point whether this is within the first 13 week period or afterwards e When the employer reclaims payments during the first 13 weeks and the employee does not complete the qualifying period the system recovers the amounts claimed Note If the employee leaves before completing the qualify
590. t have one default user status The system automatically uses the default in certain situations For example when you create a new employee assignment it automatically has the default user status corresponding to the system status Active Assignment You can override this default You cannot delete a user status but you can prevent its use by deactivating it To deactivate a user status uncheck the Active check box Defining Secondary Statuses A user status associated with a system status is called a primary status because it determines how the system processes the assignment You can also define secondary statuses not associated with a system status You use secondary statuses for analysis and reporting but not to control pay processing for assignments gt To create a secondary status 1 Select New Record from the Edit menu in the Assignment Statuses window 2 Type ina user status and do not select a system status The Type field displays Secondary 8 8 Oracle Human Resources UK User s Guide Setup To Allow Processing After Termination To enable payroll processing for employees after they leave your enterprise in your system setup you must do the following e Set the Termination Rule to Final on the element definition of all elements you want to process after the actual leaving date If you use Oracle Payroll and have a Payroll responsibility you can set the Termination Rule to Last Standard Process for e
591. t performance review type ASG_LAST_PROC_PAYROLL_NAME The payroll name the assignment was last processed ASG_LAST_PROC_PERIOD_ID The time period ID the assignment was last processed ASG_LAST_PROC_PERIOD_NAME The period name the assignment was last processed ASG_LAST_PROC_PERIOD_NUMBER The period number the assignment was last processed ASG_LAST_PROPOSED_SALARY_ CHANGE The proposed salary chage ASG_LAST_PROPOSED_SALARY_PERCENT The proposed salary change as a percentage ASG_LAST_SALARY_CHANGE_APPROVED Whether the last proposed salary change has been approved ASG_LAST_SALARY_DATE The last salary change date ASG_LOCATION The employee s location ASG_LOC_INACTIVE_DATE The date to which the location information is effective Table C 2 Database Items C 3 Database item Description ASG_MANAGER Whether the assignment is a managerial assignment yes no ASG_NEXT_PERFORMANCE_DATE Next performance review date ASG NEXT_SALARY DATE The date of the next salary change ASG_NUMBER The assignment number ASG_ORG The employee s organization ASG_ORG_DATE_FROM The date from which assignment organization information is effective ASG_ORG_ DATE_TO The date to which assignment organization information is effective ASG_PAYROLL The employee s payroll ASG_PERFORMANCE_REVIEW_FREQUENCY The performance review frequency for the assignment ASG_PERFORMANCE_REVIEW_PERIOD The performance review
592. t shows the reason for the exclusion which can be one of the following 17 8 Oracle Payroll UK User s Guide e A previous process for this employee is incomplete or in error Action complete or roll back the prior action e There is a future process for this employee Action roll back the future process e The assignment has a payroll status of Do not process Action change the employee status You run the report from the Submit Requests window gt Torun the Assignments Unavailable for Processing report 1 Inthe Name field select the report name 2 Inthe Parameters field select the payroll for the assignments 3 Select the effective date you want to check against The default is the regular payment date of the current period of the selected payroll For payroll run processes this date will be the effective date of the runs for the period 4 Choose the Submit button See Also Planning Runs for Multiple Assignments page 15 25 Multiple Assignments Report page 15 26 The Payroll Run and Other Processes 17 9 Correcting Run Results Retries Retrying Employee Assignments You use retries for correcting mistakes shortly after a payroll run finishes For example you receive late entries of hours worked for some employees after a run starts and you must enter these late details for some assignments Provided there has been no post run processing for these assignments you can mark them f
593. tFormula User s Guide oad for information on the use of assignment statuses in the Formula Result Rules window to control the payroll formula that processes for an employee Additional Information Refer to your Oracle Payroll manual Secondary Assignment Statuses 8 6 For analysis and reporting purposes you can set up and use secondary assignment statuses for both employee and applicant assignments These statuses have no effect on assignment processing For example suppose your primary status Maternity Leave applies to employees both when a child is born and when one is adopted and you want to study its use in these two cases To accomplish this you can set up the secondary statuses Maternity Birth and Maternity Adopt and enter them for employees taking maternity leave You enter secondary statuses for an employee assignment or an applicant assignment in the Secondary Statuses window To enter reasons for giving secondary statuses to assignments define valid reasons as values for the QuickCode Type EMP_SEC_ASSIGN_REASON for employee assignments and APL_SEC_ASSIGN_REASON for applicant assignments Oracle Human Resources UK User s Guide Defining Assignment Statuses You define both primary and secondary user statuses your enterprise uses for employee and applicant assignments in the Assignment Statuses window EE empress Smee a A Syriam Siain hier Statue Hum Fire Papi Dufuull E 1a a0 ao amp
594. tain Events and Bookings Delete Personal Records Salary Management Recruitment Work Structures Location Organization Job Position Grade Salary Basis Budget Calendar Budget Add Remove Status Recruitment Letter Type Payroll Compensation and Benefits View Processes and Reports Mass Information eXchange MIX Other Definitions 1 stiz Com K Close Exis sting Window 19 18 Oracle Payroll UK User s Guide The Default Menu Structure The Autolnstall program creates a default menu structure for your HRMS product This menu structure lets you access all of the windows for your system Normally only a System Administrator has access to the full default menu structure Using function security you can use this default menu for any number of responsibilities and restrict access to the default menu options You can also define any number of new functions and menus to restrict the access of other users To view the hierarchy of menus you have defined you can run the Menu Structures Report The supplied menus give you access to all of the available submenus However a number of seeded functions are not enabled on these menus You need to add them for the responsibilities that should have access to these functions e HR View Medical This function causes the Medical Information alternative region to display in the People window e HR View Background This function causes the Background Information al
595. tain in the Navigator 2 Enter or query a person 3 Choose the Others button and select Work Choices Work Day Information 1 Choose Work Structures gt Organization gt Description in the Navigator 2 Enter or query an organization 3 Choose the Others button and select Work Day Information Workflow Notifications m Choose Processes and Reports gt Workflow Notifications in the Navigator Oracle Payroll UK User s Guide APPENDIX Key and Descriptive Flexfields flexfield is a flexible field that allows you to customize and extend Oracle Applications Each flexfield has the characteristics of separate fields known as segments There are two types of flexfield e Descriptive flexfields allow you to define additional information you want to record in the windows e Key flexfields are the mechanism by which you customize some important parts of the system Both types of flexfield have also been used by localization teams to customize Oracle HRMS for your legislation This chapter lists the flexfields in Oracle HRMS and summarizes what you need to set up Key and Descriptive Flexfields B 1 User Definable Key Flexfields In Oracle HRMS there are six user definable key flexfields for each of which you can define up to 30 segments e Job e Position e Grade e People Group e Personal Analysis e Cost Allocation The Personal Analysis key flexfield is different from the others You can set up an
596. tatus displayed for the payroll run 2 Enter a new consolidation set 3 Update pay advice date and message information if required The pay advice date and message fields are for information only The Payroll Run and Other Processes 17 19 Pre Payments Process See Also Oracle Payroll allows you to define any number of payment methods and you can distribute employee pay over more than one method using either a percentage or monetary split You can override the Pre Payments process You could do this for example if after running the normal payroll run and making payments via BACS you then have to run supplementary payments for some employees and pay them by cheque The Pre Payments process having distributed the regular payments over the payment methods entered allocates the supplementary payments to the override method You run this process from the Submit Requests window To run the Pre Payments process 1 Inthe Name field select Pre Payments 2 Inthe Parameters window select the name of the payroll or consolidation set to run the process for When you select a payroll its default consolidation set displays 3 Enter the start and end dates of the time span for the pre payments processing to cover 4 If required enter an override payment method The method you select overrides all other payment methods for this processing Defining Payment Methods for the Enterprise page 5 3 17 20 Oracle Payroll U
597. tched by the need to identify skilled employees for specific projects Using Special Information Types you can easily define experience education qualifications or skills requirements for different jobs Using these sane information types you can enter information under these headings for individual employees Oracle HRMS includes a skills matching report Typical Models Based on Enterprise Culture 7 5 Rule Based Enterprises Representing Positions The rule based enterprise is typically a highly structured environment in which all aspects of work and remuneration are well organized and regulated Common examples of this type of enterprise are found in government education health and other public sector industries A key feature of this type of enterprise is the concern with managing positions or posts Positions exist and are managed independently of people in post You can picture the role type organization as a Greek temple which rests its strength in its pillars These pillars are the specialist functions or departments that exist within the enterprise They are strong and almost independent organizations For example the Finance department would have very little involvement in the working of the HR department Coordination between the groups takes place at the top of the structure by a narrow band of senior management the pediment In this environment it is assumed that this should be the only personal coordinat
598. telephone number CON_ADR_POSTAL_CODE The contact s postal code CON_ADR_REGION_1 The first line of the contact s region CON_ADR_REGION_2 The second line of the contact s region CON_ADR_REGION_3 The third line of the contact s region Table C 3 CON_ADR_PHONE 3 The contact s third telephone number Database Items C 7 Contact Information Database item Description co N_APP_NUMBER The contact s applicant number CON_CURRENT_APP Whether the contact is a current applicant yes no CON_CURRENT_EMP Whether the contact is a current employee yes no CON_DATE_OF_BIRTH The contact s date of birth CON_DISABLED Whether the contact is disabled yes no CON_EMP_NUMBER The contact s employee number information is effective The contact s middle names CoO N_NATIONALITY The contact s nationality CON_PERSON_TYPE The contact s person type employee or applicant for example CON_RELATIONSHIP The relationship of the contact to the employee CON_SEX The contact s sex CON_START_DATE The date from which this contact information is effective Table C 4 C 8 Oracle Payroll UK User s Guide Database item Description CON_TITLE The contact s title CON_WORK_PHONE The contact s work telephone number Table C 4 Database Items C 9 Employee Hire Information Database item Description EMP_HIRE_ DATE The employee s hire date EMP_LAST_PROCESS_D
599. tering position requirements You use this window if requirements were defined using Special Information Types You use the Competency Requirements window if you have implemented Career Management Choose the Valid Grades button to enter the grades to which position holders can be assigned Jobs and Positions 3 11 See Also Entering Work Choices for a Job or Position page 3 17 3 12 Oracle Payroll UK User s Guide Evaluating Jobs and Positions Evaluation systems are common in large enterprises which compare the responsibilities of roles to help in the definition of grades Directly or indirectly the evaluation can also contribute to setting compensation levels The UK s Local Government Scheme and the Hay Evaluation System used internationally are examples of evaluation systems Evaluation systems normally use a set of formal and systematic procedures to perform a comparison of roles As such evaluation is primarily concerned with the definition of the relative status of a role and not with a set of absolutes The objective of all evaluation systems is to place a role in a grading or salary structure There are two main types of evaluation system Factor Key roles are examined factor by factor and a rank comparison order produced for each factor A complex comparison of weighted factors then follows Points Rating A wider range of factors is used Each factor is weighted and has a numerical scoring system The
600. termines which records you can see The default Oracle HRMS responsibilities allow you to see all the records for the startup Business Group You can adapt the startup Business Group or create a new one for your enterprise If you are creating a new Business Group your system administrator must create a new responsibility for it after you save it but before you use it This responsibility must give access to all the records in the Business Group Alternatively the system administrator can simply update the default Oracle Human Resources responsibility by changing the HR Security Profile user profile option to the name of the view all security profile generated for the new Business Group see steps 8 to 10 below To define a view all responsibility 1 Navigate to the Responsibilities window 2 Enter a Name for the responsibility and select the application for which you are defining it such as Oracle Human Resources in the Application field 3 Inthe Menu field select F4 HRMS Top Menu 4 Inthe Report Group field select one of the seeded report groups such as US HRMS Reports and Processes 5 Save your work Oracle Payroll UK User s Guide Navigate to the System Profile Values window 7 Select your new responsibility and query the HR Security Profile option 8 Enter the name of the view all security profile for your new Business Group By default this is the name of your Business Group 9 Save your wor
601. ternative region to display in the People window e HR View Rehire This function causes the Rehire Information alternative region to display in the People window e Salary Administration Approve This function enables the user to approve salary proposals in the Salary Administration window and the Salary Management folder Suggestions for Structuring Menus Menus can be structured in different ways e following a sequence of tasks such as 1 Define a Requisition and Vacancy 2 Define a Recruitment Activity 3 Enter Applicant Information e by type such as inquiry windows in which case the grouping is important but the sequence is not Customizing Windows and Menus 19 19 When you define a new menu you should start by drawing it out on paper This will help you to decide the best structure and the best prompts and descriptions Work from the lowest level of sub menu to the highest and define the root menu as the last step in the sequence You can define as many submenus as you require under each menu option We recommend that you restrict the number of menu levels to three because a menu structure with more levels is cumbersome to use Opening Multiple Forms See Also In most Oracle Applications you can open multiple forms from the Navigator window without closing the form you already have open Attention You must disable this feature on a menu structure cS that accesses Oracle HRMS task flows To prevent the confusio
602. ternatively you can enter a fixed value of the same type as the database item Enter text values in single quotes As an example here is a definition for an assignment set of employees with salaries between 16 000 and 24 000 Value Database No Condition Database Item Operator Item fo fo amp SALARY_PAY_VALUE_ENTRY_VALUE 16000 amp SALARY_PAY_VALUE_ENTRY_VALUE 24000 Table 18 3 Assignment Set Criteria 5 Save your criteria and choose the Generate button to generate the formula You can view and edit the formula in the Formula window Its name is the same as the assignment set name See Using Oracle FastFormula to Define Assignment Sets Oracle FastFormula User s Guide 6 If you want to include or exclude individual assignments from the set defined by your criteria choose the Amendment button Select the assignments you want to include or exclude from the set 18 16 Oracle Payroll UK User s Guide Note The list of assignments you see in this window is either all the assignments in the Business Group or if you selected a payroll all the assignments to that payroll It does not show the assignments matching your criteria since these are identified dynamically each time the formula runs 7 Save the set Operator Symbols Meaning Equals The condition is true if both expressions have exactly the same value For text the case of the expression must be the same So for example Smith is not equal to SMITH
603. tes that the location and standard conditions of the target organization will be applied to the new target position when the mass move takes effect Business Group Indicates that the location and standard conditions of the Business Group will be applied to the new target position when the mass move takes effect I gt Attention Unchecking the Move check box for a record restores the original values for that record 5 When you have identified each of your source and target positions choose the Assignments button Verifying Transferring Assignments for Each Source Position page 3 32 Defining Positions page 3 10 Jobs and Positions 3 31 Verifying Transferring Assignments for Each Source Position 3 32 E Hani Mires Aning Se finence Tepe Cranage Cupar p Joh Joti Penge Poon The content of the Mass Move Assignments window depends on the source position you last selected in the Mass Move Positions window The Mass Move Assignments window displays that selected source position and its corresponding source organization and source job It also displays the target position you have entered for this selected source position and the target organization and job associated with this target position All of the applicant as well as employee assignments associated with the source position you selected in the Mass Move Positions window are also displayed As the Move check boxes show by default all assignments ass
604. the GL flexfield called Accounting Suggestion If you are not using Oracle General Ledger you Y could set up your own table of financial codes and values and use Table Validation for your cost headings You can set up a table in the Table Structure window You could also consider populating this table from your existing financial systems See User defined Tables page 20 9 If you want to do double entry accounting you should also set the qualifier Balancing to Yes This allows you to enter two account codes for each element link one to credit and one to debit You enter these codes in the Costing and Balancing fields in the Element Link window 6 4 Oracle Payroll UK User s Guide Setting Up Organizations for Cost Collection If you want to collect organization costs for allocation to a cost center you must set up a segment of the Cost Allocation key flexfield with a name such as Cost Center and with the qualifier Organization set to Yes If you want to be able to override the cost center codes at the assignment or element entry level set these qualifiers to Yes also Define your cost centers as valid values for this segment Then when setting up an organization you can specify the cost center to which the earnings and deductions of all employees in that organization should be allocated Setting Up Assignments for Cost Collection When you choose a cost center for an organization in Oracle Human Resources you are
605. the correct nationality By choosing Correction 1 16 Oracle Payroll UK User s Guide Updating a New Record Future Updates you put the record right from the beginning You should check whether there is an end date in the Effective Dates region of Jack s record If there is you have only corrected the first snapshot of the record Set your effective date to the day after the end date and make the correction again Continue in this way until the To field is blank indicating that you have reached the last snapshot of this record You cannot create a record and then update it on the same day If you try to do this Oracle HRMS warns you that the old record will be overridden and then changes Update to Correction This is because DateTrack maintains records for a minimum of a day ata time Using DateTrack you can make future updates For example suppose you are relocating an employee with six months notice You decide to enter the relocation on the system straight away So you set your effective date to the first day when the employee will be at the new location and change the location on the assignment Later that month you promote the employee to a new grade So you set your effective date to today s date and change the grade on the assignment Oracle HRMS checks to see whether the record has a future update scheduled It finds that the location changes in the future and prompts you for the type of update you now want to make
606. the run is processed the Status and Number fields in the QuickPay Run block display values for the run as follows Number Numbering is consecutive starting from 1 for each QuickPay run in a payroll period There is a separate series for each separate payroll The numbering restarts from 1 for each successive period Status Values displayed for processed QuickPay runs are Complete In Error Mark for Retry You cannot enter or update values directly in this field Choose the Retry Run button to rerun the QuickPay process for runs with the status In Error or Marked for Retry Troubleshooting Concurrent Manager Once you initiate the QuickPay process the screen freezes and you cannot delete or update the QuickPay definition until the process completes 17 62 Oracle Payroll UK User s Guide See Also If there is a processing problem you will see one of two error messages informing you that e the process has not started or e the process has started but has not finished These messages could be displayed either because the concurrent manager has not been started or because there are other requests of a high priority You may need to consult your system administrator to start your request or change its priority You may also need to consult your system administrator if you do not receive an error message but the request seems to be taking a long time to run For more information on concurrent manager issues for Quick
607. then compare applicants against the vacancy s requirements Personal Information 9 15 Managing Competencies Over Time You can make changes to the competencies and proficiency levels your employees possess over time enabling you to see both the latest and historical information When you view a competence profile you can choose whether to see just the current profile or all historical information if you want to see changes in proficiency levels over time Use Oracle Alert s automatic mail notification to keep you informed when an employee s competencies need certification and renewal This frees your time for more essential tasks For example use the competence Renewal Period to drive Oracle Alert it compares the renewal period date with the date on the person s Competence Profile or the last training class delivering the skill See Oracle Alert Reference Manual Creating a Competence Profile Use the Competence Profile window to create and update a personal competence profile Cipriana funia laaa Daaba Mi Ei When you open this window you will see all competencies past and present held by the person If you want to see only current 9 16 Oracle Payroll UK User s Guide competencies and proficiency levels check the Current Competencies box To create a competence profile 1 Select the first competence this person possesses You can also automatically enter all competencies required for
608. this amp ASG_JOB in amp ASG_ORG the report results print like this Technician in Biochemistry Scientific Officer in Biochemistry Notice that in the second result the free text in is pushed to the right and one space is entered before it If you know the number of the column in which you want text or a database item to appear you can enter it like this amp ASG_JOB amp 32in amp ASG_ORG However the text in will still be pushed to the right if the preceding database item amp ASG_JOB extends beyond column 32 If you would prefer the preceding database item to be truncated paint the line as follows amp ASG_JOB amp amp 32in amp ASG_ORG The report results will look like this Technician in Biochemistry Scientific Off in Biochemistry Reports and Inquiries 18 11 If you want one space between two database items or between a database item and text then paint them separated by a single space The single space is always preserved For example this definition amp EMP_FIRST_NAME amp EMP_LAST_NAME gives the following report results Alice Hollister Ray Garcia Adding Conditions or Calculations to QuickPaint Reports See Also When you save a report definition QuickPaint generates a formula to extract the information required by the report You can view this formula in the Formulas window To query the formula enter the name of your QuickPaint report preceded by the prefix QP_ Formulas gene
609. thods after entering the employee s assignment See Also Managing Employment Information page 11 2 9 28 Oracle Payroll UK User s Guide Full Personal Details Report Set See Also To create printed reports of the personal information held for one person you can run the Full Personal Details report set It comprises four reports that meet employees rights to view their own personal details under data protection legislation e Full Person Details 1 reports on addresses and information entered in the People window such as name date of birth nationality and work telephone number e Full Person Details 2 reports on applications and applicant interviews e Full Person Details 3 reports on assignment information including periods of service payment methods and element entries e Full Person Details 4 reports on miscellaneous work information including special information absences recruitment activities and contacts If you do not need to see all this information for the employee you can run individual reports rather than the report set The Full Person Details report Full Assignment Details report and Full Work Details report are equivalent to reports 1 3 and 4 in the report set respectively The Full Applicant Details report is equivalent to report 2 in the report set but you can only run this as a separate report for an applicant not an employee You run report sets from the Submit Request Set windo
610. tially entered on the system as an employee and therefore has no previous history as an applicant or contact In this case you must delete the person s records from the system using the Delete Person window See Deleting a Person from the System page 9 30 Personal Information 9 9 Entering Addresses You can enter as many addresses as necessary for each person using the Address window Prerequisites Q Set up any address types you want to use such as home or business as QuickCodes for the QuickCode Type ADDRESS_TYPE See Adding QuickCode Values page 20 3 Shyte LUnding d Baagi Agkineg 3 Dainis Tara F Binay Daio Fionn 27 MARIT Date To i To enter an address for a person 1 Select a national address style and click in the Address field A window opens with the address format for the country you select 2 Enter your address information in this window You can enter up to three telephone numbers to associate with the address Choose the OK button This returns you to the Address window Note Telephone numbers you enter here are held separately from the numbers you enter in the Phone Numbers window You have to enter and maintain them separately 3 Select an address type such as home or weekend or business You can only have one address of each type at any time 4 You can check Primary for the address you are creating to identify the person s main address By default the first address
611. tinct set of evaluation information Your system administrator usually carries out this task as it requires access to parts of the system that control how Oracle Human Resources works Entering Evaluation Information Enter evaluation scores and details in the Job Evaluation or Position Evaluation window Prerequisites L An evaluation system must be implemented Job Evaluation DIRECTOR System Cei Overall Score D Measured in D Date Evaluated E gt To enter a job or position evaluation 1 Select the evaluation system used to evaluate this job or position 3 14 Oracle Payroll UK User s Guide 2 Enter the overall score and select the units of measurement 3 Enter the date of the evaluation 4 Open the descriptive flexfield window and enter the information it prompts you for Valid Grades When you have evaluated the relative status of your roles using an evaluation system or some other approach you can associate valid grades with each role You may choose to define valid grades for a few key roles and then use these as benchmarks for all other roles When you assign an employee to a grade the list of grades you select from indicates which grades are valid for the employee s job or position You enter valid grades in the Valid Grades window for a job or position EE Valid Grades DIRECTOR Jof x Dates Grade From To til gt To enter valid grades m Select as many va
612. tion Sources below for further details of Oracle Applications product information iv Oracle Payroll UK User s Guide Do Not Use Database Tools to Modify Oracle Applications Data Oracle provides powerful tools you can use to create store change retrieve and maintain information in an Oracle database But if you use Oracle tools like SQL Plus to modify Oracle Applications data you risk destroying the integrity of your data and you lose the ability to audit changes to your data Because Oracle Applications tables are interrelated any change you make using an Oracle Applications form can update many tables at once But when you modify Oracle Applications data using anything other than Oracle Applications forms you may change a row in one table without making corresponding changes in related tables If your tables get out of synchronization with each other you risk retrieving erroneous information and you risk unpredictable results throughout Oracle Applications When you use Oracle Applications forms to modify your data Oracle Applications automatically checks that your changes are valid Oracle Applications also keeps track of who changes information But if you enter information into database tables using database tools you may store invalid information You also lose the ability to track who has changed your information because SQL Plus and other database tools do not keep a record of changes Consequently we STRONGLY RECOMME
613. tion Types In Oracle HRMS you represent your enterprise as an employer by means of the Business Group Below this level you represent the groupings in which employees work such as branches departments or sections by means of internal organizations To enable the assignment of employees to an internal organization you classify it as an HR Organization You also maintain information in the system about various types of external organizations relevant to human resources and payroll management and administration You can never assign employees to external organizations even those classified as HR Organizations When setting up an organization you can give it an organization type The type may for example identify the function an organization performs such as Administration or Service or the level of each organization in your enterprise such as Division Department or Cost Center You create the organization types you require by entering values for the QuickCode Type ORG_TYPE Levels of Internal Organizations See Also You decide for yourself the level of organization detail your enterprise needs in Oracle HRMS At one extreme a Business Group can be the only organization defined in the system However this will severely limit your ability to manage and report on employee assignment and payroll information and to control access to HRMS records At the other extreme you can define an organization for every grouping of emp
614. tions gt Time Periods in the Navigator Person Types m Choose Other Definitions gt Person Types in the Navigator Personal Payment Method Do one of the following 1 Choose People gt Enter and Maintain in the Navigator 2 Enter or query an employee 3 Choose the Assignment button 4 Choose the Pay Method button or choose the Others button and select Pay Method Or 1 Choose People gt Fastpath gt Pay Method in the Navigator 2 Inthe resulting Find window query the person Personal Profile Values m Choose Other Definitions gt User Profile Options in the Navigator Phone Numbers Do one of the following 1 Choose People gt Enter and Maintain in the Navigator 2 Enter or query an employee 3 Choose the Others button 4 Choose Phones Or 1 Choose People gt Fastpath gt Phone Numbers in the Navigator 2 Inthe resulting Find window query the person Picture Do one of the following 1 Choose People gt Enter and Maintain in the Navigator Oracle Payroll UK User s Guide 2 Enter or query a person 3 Choose the Picture button Or 1 Choose People gt Fastpath gt Picture in the Navigator 2 Inthe resulting Find window query the person Position Choose Work Structures gt Position gt Description in the Navigator Position Evaluation 1 Choose Work Structures gt Position gt Description in the Navigator 2 Enter or query a positi
615. together File Name Format The Magnetic Report P60 and P35 listing output files can be found in APPLCSF APPLOUT and have the following file name formats o lt request id gt mf for the Magnetic Report o lt request id gt out for the P60 Report alignment and detail o lt request id gt out for the P35 Listing 15 12 Oracle Payroll UK User s Guide Writing the EOY Magnetic Report to Tape The following example is an illustration of how the Magnetic Report could be written to tape using UNIX commands However the writing of reports to tapes is operating system and machine specific You should ask your system administrator for details of writing the Magnetic Report file to tape for your particular system and machine gt To write a magnetic report to tape using UNIX commands 1 2 Place the tape in the device Rewind the tape Type mt f dev rst0 rewind where dev rst0 is the magnetic device with rewind Write a tape marker Type mt f dev rst8 eof where dev rst8 is the magnetic device without rewind Write the Magnetic Report file to tape Type dd if lt magnetic report file gt of dev rst8 ibs 360 obs 3600 chs 360 gt Tocheck the result 1 Rewind the tape Type mt f dev rst0O rewind Skip past the tape header Type mt f dev rst8 fsf 1 Read the file from tape renaming the file Type dd of tmp lt renamed file gt if dev rst8 ibs 3600 obs 360 Check the original file and t
616. tor 2 Inthe resulting Find window query the person Advance Pay Oracle Payroll only 1 Choose People gt Enter and Maintain in the Navigator 2 Enter or query an employee 3 Choose the Assignment button 4 Choose the Others button and select Advance Pay Alter Effective Date m Choose the Alter Effective Date icon from the toolbar Applicant Entry Choose Recruitment gt Applicant Quick Entry in the Navigator Default Menus A 17 A 18 Applicant Interview 1 Choose People gt Enter and Maintain in the Navigator 2 Enter or query an applicant 3 Choose the Others button and select Application 4 Choose the Interview button Application Do one of the following 1 Choose People gt Enter and Maintain in the Navigator 2 Enter or query an applicant 3 Choose the Others button and select Application Or 1 Choose People gt Fastpath gt Application in the Navigator 2 Inthe resulting Find window query the person Appraisal Template m Choose Career Management gt Appraisal Template in the Navigator Assessment Template m Choose Career Management gt Assessment Template in the Navigator Assign Monetary Units to a Currency Oracle Payroll only m Choose Payroll gt Monetary Units in the Navigator Assignment Do one of the following 1 Choose People gt Enter and Maintain in the Navigator 2 Enter or query an employee 3 Choose the Assignment button Or
617. tor GL Map Oracle Payroll only Choose Payroll gt GL Flexfield Map in the Navigator Globals m Choose Compensation and Benefits gt Global Values in the Navigator Grade Rate m Choose Work Structures gt Grade gt Grade Rate in the Navigator Grade Scale m Choose Work Structures gt Grade gt Grade Steps and Points in the Navigator Grade Step Placement Do one of the following 1 Choose People gt Enter and Maintain in the Navigator 2 Enter or query an employee 3 Choose the Assignment button 4 Choose the Others button and select Grade Step Or 1 Choose People gt Fastpath gt Grade Step Placement in the Navigator 2 Inthe resulting Find window query the person Grades m Choose Work Structures gt Grade gt Description in the Navigator Input Values 1 Choose Compensation and Benefits gt Element Description in the Navigator Default Menus A 27 A 28 2 Enter or query an element 3 Choose the Input Values button Job m Choose Work Structures gt Job gt Description in the Navigator Job Evaluation 1 Choose Work Structures gt Job gt Description in the Navigator 2 Enter or query a job 3 Choose the Evaluation button Job Requirements 1 Choose Work Structures gt Job gt Description in the Navigator 2 Enter or query a job 3 Choose the Requirements button Letter m Choose Work Structures gt Recruitment Letter Typ
618. total points scored determines the placement of the role in a grade or salary structure These systems might incorporate benchmarking where a few key roles determine the rank of all the others Grades and compensation levels are determined after the evaluation and ranking of the jobs Setting Up an Evaluation System gt To set up an evaluation system 1 Decide whether to hold the evaluation information for jobs or for positions depending on your own definitions of employees roles within the enterprise model 2 Define values for the QuickCodes Types EVAL_SYSTEM evaluation system name and EVAL_SYSTEM_MEAS the units in which to measure the evaluation If you use more than one system you can define multiple values to provide a list of values in the Job Evaluation and Position Evaluation windows See Adding QuickCode Values page 20 3 3 Define the structure and segments of the Additional Evaluation Details descriptive flexfield which holds the evaluation Jobs and Positions 3 13 information This descriptive flexfield displays on the Job Evaluation and Position Evaluation windows For example you could define the following segments e Responsibility e Problem Solving e Know How e Related Grade If you are using more than one evaluation system in your enterprise you should make the flexfield segments context sensitive to the evaluation system Context sensitive segments ensure that each system has its own dis
619. tra entry e g if the value of EAS Scotland Payments_ASG_ITD is 123 59 apply a contra entry of 123 59 Current Maintenance Arrestments CMA Scotland element entries are not stopped automatically Two manual procedures are available for closing them closure on the last day of the pay period and closure partway through a period No balance adjustments are required with CMA closures To manually close a CMA Scotland element entry on the last day of a pay period m Follow the procedure for manually closing an EAS Scotland element entry steps 1 4 In the Element Entries window select the CMA Scotland element 16 16 Oracle Payroll UK User s Guide Conjoined Arrestments To manually close a CMA Scotland element entry partway through a pay period 1 Set your effective date to the day after the order is to end 2 Inthe Element Entries window select the CMA Scotland element and choose the Entry Values button 3 Inthe Entry Values window enter a daily debt value of 0 Choose the Update button when prompted 4 Enter the original Daily Debt value in the Old Daily Debt field In the Old Debt End Date field enter the date the CMA is to end Close the Entry Values window The CMA Scotland element processes finally in the payroll run for the period in which you enter the Old Debt End Date and is then automatically stopped Note This method may also be used to alter the Daily Debt to some other nonzero rate if require
620. ts Element entries are closed down on the Last Standard Process the Actual date or Final Process date depending on how you have defined the elements 3 When the information is complete choose the Terminate button to complete the termination Setup To Allow Processing After Termination Employment Information 11 15 Cancelling a Termination Terminations Report If the employee decides not to leave or the date of leaving changes you can cancel a termination You can cancel a termination at any time provided that you have not rehired the employee You rehire an employee by changing his or her person type to Employee in the Person window Oracle HRMS reopens the assignments previously closed down and gives each assignment the status it had before termination It also restores other information to its state before termination For example it removes the end date put on recurring element entries for the assignment Notice however that any nonrecurring element entries that were deleted for processing periods after the termination date cannot be automatically restored You must act to reenter these entries To cancel a termination Choose the Reverse Termination button in the Terminate window To change the termination date 1 Cancel the termination by choosing the Reverse Termination button 2 Enter anew Actual date and choose the Terminate button Oracle HRMS includes a standard report showing the reasons
621. ty e P60 reports for each employee e A P35 listing which summarizes totals on the full return e A Multiple Assignments report showing details of all multiple assignments in the return where earnings are aggregated into one assignment e The log file for the magnetic tape report shows raw formatting details of the tape file and details of all Department of Social Security Type 1 and Type 2 errors Note Type 1 and Type 2 errors are defined in the Magnetic Tape amp Data Cartridge Technical Specification Part 2 CA51 MM3 issued by the Department of Social Security When you select full EOY mode with the P60 Alignment field set to Yes the system submits the first four processes listed above together with two Year End P60 Report processes One of these displays the alignment and the other contains the P60 detail P35 Listing When you select P35 Listing mode the system submits the first three processes listed above leaving out the Magnetic Report and the Year 15 10 Oracle Payroll UK User s Guide Running the Process End P60 Report You can run the P35 listing by itself at any time to use as a record or to check against payment figures through the year When you run the process in this mode the log file for the process also shows format details and lists Type 1 and Type 2 errors You run the process from the Submit Requests window To run the End of Year process 1 2 In the Name field select End of Year In th
622. ty payment method for the assignment In the Payee region select the payee you have created See Entering Payment Methods for an Employee Assignment page 11 19 Create an element entry for the deduction In the Entry Values window you enter details of payment payee and payment method Required entry information varies according to the kind of deduction you are making Entering Court Order Elements page 16 11 Entering Elements for Scottish Arrestments page 16 14 After payroll processing takes place the pay value of the deductions element is paid according to the third party payments method you have defined See Defining Payment Methods for the Enterprise page 5 3 Elements Building Blocks for Pay and Benefits 12 49 MIX for Batch Entry Use the Batch Header and Batch Lines windows of MIX s BEE Batch Element Entry facility for rapid entry of batches of information held as element entries This information might include timecard data compensation information and vacation entitlements for example You can enter information in a batch for as many elements and assignments as you require You can enter defaults for any value to speed up data entry and you can change the defaults as you work through a batch You choose which element input values to display in the Batch Lines window Validation of Batch Entries Batch Statuses To validate a batch after saving it you run the BEE validation process from the B
623. ue 12 14 12 28 adjusting 12 46 PAYE and Oracle Payroll 15 5 to 15 31 balances 15 5 entering details 15 27 to 15 31 how HRMS processes 15 4 legislative details 15 2 to 15 31 validating tax codes 15 28 Payee organization defining 2 12 Payment methods for a payroll 5 8 for employee assignments 11 19 to 11 21 for the enterprise 5 3 Payroll code number 11 7 Payroll information security of 1 6 Payroll management integrating with human resource management 1 3 Payroll process information 17 51 Payroll processes Advance Pay 17 37 and run sets 17 60 BACS 17 26 to 17 28 Cash 17 29 Index 8 Oracle Payroll UK User s Guide Cheque Writer 17 23 Costing 17 31 End of Year 15 10 Pre payments 17 20 reports 17 60 RetroPay 17 34 to 17 36 retrying or rolling back 17 52 to 17 66 Start of Year 15 6 Transfer to GL 17 32 viewing 17 52to 17 66 viewing messages 17 58 Payroll processing 1 5 Payroll runs element sets 17 3 retries 17 10 to 17 12 reversals 17 12 reversing 17 12 to 17 14 rollbacks 17 14 skip rules 12 20 standard and QuickPay 17 2 starting standard runs 17 5 viewing run result histories 17 59 Payrolls assigning employees to 11 8 defining 5 5 to 5 10 deleting 5 9 in security profiles 23 7 using in HRMS 5 2 Pension groups 5 10 People folders 9 3 People Group key flexfield
624. uide Position Reporting Structures Figure 3 1 Position Hierarchies If you use positions to define roles you can define position hierarchies to show the detailed line management reporting in each organization or throughout the enterprise Position hierarchies are very like organization hierarchies You can set up a primary hierarchy and multiple secondary hierarchies to show reporting lines including dotted line reporting and to control access to information Position hierarchies are dated so you can create future dated versions to prepare for reorganization in advance and can retain previous versions for historical information Managing Director David Anderson Finance Director Director Sales Director Production and Research and Director Alasdair Marketing Development MacIntosh Michael Duncan Philippa Feingold McDonald Wilkinson Director of Personnel Geoffrey Cox Plant Personnel Manager Sheelagh Campbell Director Plant Manager Management Information Wendy Rawlins No Holders Plant Info Department Production Systems Head Engineering Manager Manager 2 Holders Kaz Raghu Charles Adams Jobs and Positions 3 3 See Also Creating Position Hierarchies page 3 22 Dated Information and Hierarchy Versions page 1 12 Organization Hierarchies page 2 23 Deciding How to Use Organizations Jobs and Positions See Also When you plan how to
625. uide 2 Select a grade rate for which you have defined a range of valid values The inquiry compares the minimum maximum and mid values for your chosen grade with the element entries of the list of assignments 3 Choose the Find button to run the inquiry The folder in the lower part of the window lists the assignments that match your selection criteria e The value is the element entry value for each assignment e The comparatio shows the assignment s element entry as a percentage of the mid value defined for the grade rate e The percent of range shows the position of the assignment s element entry between the minimum value for the grade rate 0 and the maximum value 100 Part Time Employees Employee are part time if the hours on their assignment s standard conditions are less than the work day hours entered for their organization For part time employees the system prorates the minimum maximum and mid grade rate values before calculating the comparatio and percent of range Grades and Their Relationship to Pay 4 11 Relating Pay to Grades Indirectly Using Pay Scales Setting Up Pay Scales gt Using Pay Scales See Also If you are involved in negotiating pay levels with staff or union groups you may be using a system of grade steps or points with specific values of pay for each step or point For example you may have negotiated different pay scales with different union groups Or you may have
626. uide Setting User Profile Options page 22 4 Integrating With Other Systems 21 7 21 8 Oracle Human Resources UK User s Guide System Administration CHAPTER T he HRMS system administrator looks after the day to day administration of the system This chapter summarises the tasks performed by the system administrator and explains how to e set user profiles to predefine aspects of your users work environment e enable the currencies used in your Business Group System Administration 22 1 The Role of the System Administrator The system administrator takes responsibility for the day to day administration of one or more Oracle Applications Many jobs are more efficiently performed by one designated person For example the system administrator defines printers and balances the system s processing workload between online data entry and background processing such as report generation A database management system can be conceptually divided into two parts user applications and their underlying data structures This division lends itself to two job categories database administrator DBA and system administrator e An Oracle Applications System Administrator administers the user interface or applications side of the database management system e An Oracle Database Administrator or DBA administers the data the various applications enter update delete and use for company business Ideally the system administr
627. uide describes how to use the wizard Oracle Applications Developer s Guide This guide contains the coding standards followed by the Oracle Applications development staff It describes the Oracle Application Object Library components needed to implement the Oracle Applications user interface described in the Oracle Applications User Interface Standards It also provides information to help you build your custom Developer 2000 forms so that they integrate with Oracle Applications Oracle Applications User Interface Standards This manual contains the user interface UI standards followed by the Oracle Applications development staff It describes the UI for the Oracle Applications products and how to apply this UI to the design of an application built by using Oracle Forms 4 5 Installation and System Administration viii Oracle Applications Installation Manual This manual and the accompanying release notes provide information you need to successfully install Oracle Financials Oracle Public Sector Financials Oracle Manufacturing or Oracle Human Resources in your specific hardware and operating system software environment Oracle Applications Upgrade Manual This manual explains how to prepare your Oracle Applications products for an upgrade It also contains information on finishing the upgrade procedure for each product Refer to this manual and the Oracle Applications Installation Manual when you plan to upgrade your
628. unlimited number of structures for this flexfield Each separate structure can have up to 30 segments How the Key Flexfields Are Used B 2 Oracle HRMS uses key flexfields in a number of distinct ways Unique Identifiers The Job Position and Grade Name flexfields let you create a unique name which is a combination of separate components or segments You use these flexfields when you are defining the work structures that exist in your enterprise y Suggestion When you are defining your requirements for Y these key flexfields you should consider the following points The task of defining the segment combinations is normally restricted to one or two users only Therefore you may not need to use value sets or cross validation rule options to control the values that can be entered The names that users see are made up of a combination of segment values The segment values are displayed not the meanings Avoid segments containing information that may change regularly There is no history of changes to the combinations you create For example do not define minimum and maximum values for grades as segments of the Grade flexfield Oracle Payroll UK User s Guide What You Must Set Up Analysis Information The People Group and Personal Analysis flexfields let you add key information to records of employee assignments and people You can use the individual segments of these flexfields to identify or report on specific groups
629. uppose your enterprise allows certain employees 32 hours leave per year for professional development The Professional Leave absence element can have a decreasing balance and an initial entry of 32 hours Input Value Unit of Measure Initial Entry Table 10 4 Example Element for the Absence Type Professional Leave If you record an employee absence of 4 hours for this absence type the decreasing balance shows 28 hours still available to be taken Decreasing absence balances require more maintenance than increasing balances They need a prorated initial balance entry for all eligible new hires throughout the year and require resetting each year for all eligible employees Notice that an absence element cannot have both a decreasing and an increasing balance it has one or the other Initializing an Absence Balance Oracle HRMS provides two ways to initialize both increasing and decreasing absence balances at the year s start and to enter initial amounts of any decreasing balances e the Element Entries window for individual employees See Entering Elements page 12 44 e the MIX batch entry facility for batches of employees See Creating and Updating Batches of Element Entries page 12 51 Referencing Absent Time in Payroll Runs You can reference absence time taken amount of an increasing balance or absence time remaining amount of a decreasing balance for absence types in formulas for earnings deductions or other
630. ur effective date to the start date for the balance feeds e Select one or more elements to feed the balance Only those elements whose input values have the same unit of measure as the balance are listed You can select as many elements from the list as you require When you select an element its classification is displayed You can select elements with different classifications e Select the input value name for the element For most payroll balances the input value name will be Pay Value When there is a different unit of measure for example Number you may have to choose between differently named instances of the same input value e Select Add or Subtract for the balance feed In the Balance Classifications window Balance Classifications Court Order ioj x Add or Classification Subtract m Controlling Balance Information 13 9 e Select one or more element classifications whose elements you want to feed this balance automatically The list includes all the primary and secondary element classifications that are valid for this balance Select as many classifications as you require and select Add or Subtract for each Note You cannot select more than one classification per balance from any set of associated primary and secondary classifications For example the primary classification Court Orders has a predefined secondary classification Attachable Court Orders You can select only one of these two classific
631. ursday in the month for a calendar monthly payroll and every Thursday for a weekly payroll See Defining Payment Methods for the Enterprise page 5 3 1 10 Oracle Payroll UK User s Guide Managing Change Over Time Work Structures A key requirement for any enterprise is the ability to manage change confidently and effectively Typical enterprise changes include corporate restructuring departmental reorganization mergers and de mergers of companies centralization or decentralization of control and decision making employee development and turnover In Oracle HRMS you can change each of the major parts of your enterprise model without having to redefine the other parts You can attach dates to your work structures to manage different versions over time You retain previous versions for historical information and you can create future dated versions to prepare for reorganization in advance You can also set up in advance the business rules including compensation and benefits associated with the new structures These become effective on the date you specify avoiding a workload peak People Assignments and Compensation and Benefits In contrast to work structures which are simply dated other key dynamic information in Oracle HRMS is datetracked This includes information on employees assignments and compensation and benefits DateTrack allows you to maintain a continuous history of the information over time Whe
632. urt Orders 16 10 Setting Court Order and Arrestment Balances 16 11 Entering Court Order Elements 005 16 11 Entering Elements for Scottish Arrestments 16 14 Closing Scottish Arrestments 0000 rnrn 16 16 Viewing Court Order and Arrestment Run Results 16 19 Chapter 17 The Payroll Run and Other Processes 200005 17 1 The Payroll RUM sseui 204 4 pruinas sated Ae a veda Lees 17 2 Assignment SEtS ac raeed aat hae te Lee dae Le 17 2 Element and Distribution Sets 00008 17 3 Defining Exchange Rates 0 6 66 cece een eee 17 3 Starting a Payroll Run 2 eee 17 5 Payroll Message Report 60 cece eee eee eee 17 6 Gross to Net Report 0 0 0 0 ccc eens 17 7 Payments Summary Report 0 600 e eee eee 17 7 Payroll Statutory Calendar Report 0 17 8 Assignments Unavailable for Processing Report 17 8 Correcting Run Results Retries 000 17 10 Marking and Retrying Payroll Runs and Other Processes 17 11 Correcting Run Results Reversals 00 17 12 Removing Runs Rollbacks 0000 c cece nee 17 14 Contents xi Chapter 18 Rolling Back Payroll Runs and Other Processes 17 14 Retrying and Rolling Back Other Processes 17 16 Post Run Processes 0 66 neiti tineia iaei 17 17 Consolidation Sets 0
633. verpayment of NIC by the employee as a result of the error or e record any underpayment that results as arrears for recovery through the system You make these corrections in the Element Entries window for individual assignments by entering positive or negative amounts directly onto the relevant NI category code elements Prerequisites m Q You must know the correct amounts to deduct from each assignment for the NI category code element that should have been allocated You must know the correct amount to enter for the element NI Employer To enter the correct NI category code element 1 Set your effective date to when you want the element entries to take effect The date you set must be for an unprocessed pay period In the Element Name field select the element for the NI Category that the employee should have had deductions made against Choose the Entry Values button Enter the correct entry values for the element The amounts you enter should be the total values that would have accumulated had the correct category been used The Pay Value must hold the amount of NI that should have been deducted Close the Entry Values window To reverse the values previously entered in error 1 In the Element Name field select the element for the NI Category that was entered wrongly for the employee Oracle Payroll UK User s Guide See Also Choose the Entry Values button Enter negative amounts for the relev
634. ves the company s contracted out pension scheme e joins the company s contracted out pension scheme e joins or leaves an appropriate pension scheme 4 Ifthe director reaches pensionable age change his or her category and change the process type to Pensioner Director If a director resigns and continues to be employed by the company during the same tax year his or her earnings period for NI does not change NIC continues to be calculated cumulatively for the ex director using the annual earnings period Paying Directors NIC On Account As NIC for directors is calculated on an annual earnings period the company and director may find that contributions are not payable for the initial pay periods until the LEL is reached At this point contributions increase substantially For this reason NIC can be paid on account from the start of the directorship With the director s permission NIC can be paid before earnings reach the LEL For the director this is paid at the initial rate applicable up to the LEL and for the employer at the lowest not contracted out rate PAYE and NIC 15 41 You arrange to pay a director s NIC on account in the Element Entries window Prerequisites Link the predefined element NI Director on Account in the Element Link window To enable a director to pay NIC on account 1 Set your effective date to when the director should begin paying NIC on account 2 Enter the element NI Director
635. vidually or in a batch for fast data entry Manual Entries for Recurring Elements You can start entries for a recurring element at any point in time Use DateTrack to set the Effective Start Date of an entry to update values and to maintain history for the entry Values you enter for a recurring element remain effective for all subsequent processing periods until you change the element entry A recurring element entry ends if the employee ceases to be eligible for the element for example after a change of work assignment Manual Entries for Nonrecurring Elements When you define an element as nonrecurring you are saying that an entry made for this element is effective for only the current pay period To make the entry you set your effective date to any date in the appropriate pay period Any changes you make to individual entries are always corrections There can be no history of element entries within a payroll period However the entries for each period if any are stored as history for an employee Note Effective Start and End Dates for a nonrecurring entry are the dates of the pay period As a result employees must be assigned to a payroll before they can have nonrecurring element entries Elements Building Blocks for Pay and Benefits 12 43 Entering Elements You enter compensation and benefits for employee assignments in the Element Entries window If the employee is assigned to a salary basis you enter his or her sa
636. vigator Balance Classifications Oracle Payroll only 1 Choose Compensation and Benefits gt Balance in the Navigator 2 Enter or query a balance 3 Choose the Classifications button Balance Dimensions Oracle Payroll only 1 Choose Compensation and Benefits gt Balance in the Navigator 2 Enter or query a balance 3 Choose the Dimensions button Balance Feed Control Oracle Payroll only 1 Choose Compensation and Benefits gt Element Description in the Navigator 2 Enter or query an element 3 Choose the Balance Feed Control button Balance Feeds Oracle Payroll only Note This instance of the Balance Feeds window lets you select more than one element to feed the balance 1 Choose Compensation and Benefits gt Balance in the Navigator 2 Enter or query a balance 3 Choose the Feeds button Balance Feeds Oracle Payroll only Note This instance of the Balance Feeds window lets you select more than one balance for the element to feed 1 Choose Compensation and Benefits gt Element in the Navigator 2 Enter or query an element 3 Choose the Feeds button Batch Header m Choose Mass Information eXchange MIX gt Batch Element Entry in the Navigator Oracle Payroll UK User s Guide Batch Lines 1 Choose Mass Information eXchange MIX gt Batch Element Entry in the Navigator 2 Choose the Lines button Book Events 1 Choose People gt Enter and Maintain in the N
637. w To run the Full Personal Details report set 1 Inthe Request Set field select Full Personal Details 2 Enter the Parameters field to open the Parameters window 3 Enter the effective date for which you want to see the reports 4 Enter the name of the person for whom you want to print the reports 5 Choose the Submit Request button Employee Summary Report page 11 30 Personal Information 9 29 Deleting a Person from the System 9 30 If you mistakenly save information in the People window you can remove the person by selecting Delete Record from the Edit menu Notice that you are prevented from performing this action if you have entered information about that person in other windows If you want to remove all records of a person use the Delete Person window Notice however that you cannot use this window to remove the records of an employee or ex employee whom Oracle Payroll processed in any payroll runs ter Lari Hama Tea Fiii Parma PA Furies Paddle Hisran Erpirpaa Hambar Kieran ta Spphtinl Mumba Cita of Eih Aqe gt To delete all records of a person m Query the person in the Delete Person window and choose the Delete Person button If there is a contact for the person you are deleting there are two possibilities e Ifthe only information held about the contact is the basic person details entered in the Contacts window then the record of the contact is deleted e If there is other
638. w select the assignment set and RetroPay set for which you are running the process Enter the start date and end date for which you want the payroll processes to be recalculated The default end date is the current date The RetroPay element will be entered in the payroll period this date falls in Choose the Submit button Oracle Payroll now rolls back and reprocesses all the payrolls for the assignment set from the date you specified The system compares the old balance values with the new ones and creates entry values for the RetroPay elements based on the difference These entries are processed for the assignments in the payroll run for your current period 17 36 Oracle Payroll UK User s Guide Advance Pay Process The Advance Pay process enables you to pay employees in advance for holidays or other events The process performs payroll runs for the periods to be advanced using all date effective information in place and stores the final net figure as the amount to be advanced An employee can receive advance pay up to two pay periods before the advance pay period This is the period of the holiday or event for which the advance payment is being made More accurately it is the total number of payroll periods covering the event Regular payroll processing continues for the employee during the advance pay period The amount advanced is progressively recovered in each regular payroll run and the following actions are also carried
639. w to define your set gt To define an assignment set using criteria for a formula 1 Enter a unique name for the set 2 Doone of the following e If you are defining an assignment set for payroll processing you must select a payroll You cannot process an assignment set drawn from more than one payroll Reports and Inquiries 18 15 e If you are defining an assignment set for other purposes selecting a payroll is optional If you select a payroll the formula generated from your selection criteria will select assignments from this payroll only If you do not select a payroll the formula will select assignments from the whole Business Group 3 Save the new set and choose the Criteria button In the Assignment Criteria window enter one criterion in each row and join the criteria with AND or OR in the Condition field Field details are as follows No The sequence number of each condition in your rule If you use sequence numbers that are multiples of 10 it will be easier to insert new conditions later Condition Leave the first row blank Enter AND or OR for second and subsequent rows Database Item Select database items as variables for your definition All database items are prefixed by an ampersand amp Operator Select operators to determine relationships between database items or values The list of operators is shown in Table 18 4 Value Database Item Select database items for the second variable Al
640. want to apply 0 You can use the link to define defaults for the administration fees you wish to apply to all court orders subject to the legislative maximum amounts Q Enter any Costing key flexfield segment values requiring input at element level onto the element when linking the court order elements to each payroll Q Set up third party payee and payment method details See p gt Toenter a priority AEO CTO CCAEO or DEO for an employee 1 Set your effective date to the day you received the order and query the employee assignment 2 Inthe Element Entries window select the Court Order element 3 Enter cost codes and a reason for the entry if these fields are set up on your system Choose the Entry Values button 4 Inthe Entry Values window select the type of order Do one of the following e For AEO and DEO type orders in the Order Amount field enter the normal deduction for the order Then enter the protected pay amount You can also enter an initial debt amount for AEOs and DEOs when they are debt repayment orders Oracle Payroll maintains deduction arrears and protected pay arrears for priority orders by returning indirect results to the Court Order Arrears element during the payroll run 16 12 Oracle Payroll UK User s Guide See Also 10 e For CTO and CCAEO type orders in the Initial Debt field enter the total debt to be paid Enter the employer s administration fee for the order The maxi
641. why employees left your organization within a specified period You run reports from the Submit Requests window To run the Terminations Report 1 Inthe Name field select Terminations 2 Enter the Parameters field to open the Parameters window 3 Enter the effective date for which you want to see the report 4 In the Organization Structure field select an organization hierarchy name if you want to see terminations in a number of subordinate organizations If there are multiple versions select a version 5 Inthe Parent Organization field select the parent organization within the hierarchy whose subordinate organizations you want to see in the report 11 16 Oracle Payroll UK User s Guide If you have not selected an organization hierarchy use the Parent Organization field to enter the name of the organization for which you want to view terminations 6 Enter the start and end dates defining the period in which you are interested 7 Select at least one termination reason to include in the report 8 Choose the Submit button See Also Employee Movements Report page 11 30 Employment Information 11 17 Additional Employment Information 11 18 Just as you can record additional information about people such as their addresses contacts and skills you can also record additional information associated with each employee assignment The main items of information are as follows Oracle Payroll UK User
642. window Special Information window Assignment window 19 10 Oracle Payroll UK User s Guide Figure 19 3 Branched Task Flow Assignment Folder Assignment window Costing window Element Entry Assignment Budget window Values window Windows You Can Use in Task Flows You can create your own task flows using the windows listed in Table 19 2 or customized versions of them Some of these windows require the context of an assignment This means that either the Assignment window or the Assignments Folder window or the Application window for applicant assignments must appear above them in the task flow All task flows must begin with one of the following forms e People and Assignment PERWSHRG e People PERWSEPI e People Folder PERWSFPE e Assignments Folder PERWSFAS Job PERWSDJT e Position PERWSDPO Attention Using the combined People and Assignment form cS PERWSHRG rather than the separate forms PERWSEPI and PERWSEMA the Assignment window opens more quickly from the People window We therefore recommend that you use the combined form in any taskflow that requires both windows The seeded taskflows use the combined form Window Context Required Absence Detail Person employee Address Person Customizing Windows and Menus 19 11 Adjust Balances Oracle Payroll Context Required Assignment employee Ap
643. work day start and end times See Business Groups and HR Organizations Work Day Defaults page 2 19 The Employer and Other Organizations 2 13 Entering Business Group Information The Business Group Information window is an example of a flexfield structure The first window you see displays the information in a condensed format Click the field to open the full window which labels each segment of the flexfield E Business Group Information ioj x 2 Short Name Alpha E Employee Number Generation Automatic Applicant Number Generation Automatic Grade Flexfield Structure Grade Flexfield Group Flexfield Structure People Group Flexfield Job Flexfield Structure Job Flexfield Costing Flexfield Structure Cost Allocation Flexfield Position Flexfield Structure Position Flexfield Legislation Code United Kingdom Currency GBP Pound Sterling Fiscal Year Start Minimum Working Age i Maximum Working Age fii Ef of Clear Cance ok gt To enter Business Group information 1 Inthe Organization window query the Business Group if it does not already appear there In the Organization Classifications region select Business Group choose the Others button and select Business Group Information 2 Click in a field of the Additional Organization Information window to open the Business Group Information window 3 You can enter a short name for the Business Group Release 10 does not
644. xes if the person is willing to work in all locations willing to relocate willing to travel prepared to work in their current location only willing to visit internationally 2 Select the length of time the person wants to stay in a role for example indefinite or two years 3 Select the person s preferred working hours for example 9 00 to 5 30 work schedule the working days in the week or pattern of shifts the proportion of full time hours available and any relocation preferences for example with family Personal Information 9 19 4 Check the relevant international deployment boxes if the person is willing to e work in all countries e relocate 5 Select the countries in which the person prefers to work and any countries in which they are not prepared to work 6 Save your work 9 20 Oracle Payroll UK User s Guide Entering Qualifications You can enter an employee s qualifications when they first join the enterprise and then update them after periodic assessments or appraisals or after completion of a training course Use the Qualifications window accessed from the People window to enter and update qualifications Ea F p bicia i memi aii iaaii gt To enter qualifications qi Select the type of qualification this person possesses and the title of the qualification Select the status of the qualification for example whether training is ongoing or completed Enter the gra
645. xisting hierarchy 1 2 Query the name of the hierarchy In the Version field use the Down Arrow to move through existing versions of the hierarchy until you reach a version number for which no other data appears Enter the start date for the new version Note Overlapping versions of a hierarchy cannot exist Whenever you enter a new version of a hierarchy the system automatically gives an end date to the existing version Oracle HRMS retains the records of obsolete hierarchies so you do not lose historical information you may need You can copy an existing hierarchy See To copy an existing hierarchy below Query the top organization name into the Organization block In the Subordinates block select the immediate subordinates for the top organization To add organizations below one of these immediate subordinates select the Down check box for the organization The Organization block now displays the organization you selected You can add subordinates to this organization To return to the previous level select the Up check box gt To copy an existing hierarchy 1 Enter or query the name and number of your new hierarchy version and choose the Copy Hierarchy button The Employer and Other Organizations 2 27 2 Select the name and version number of the hierarchy you want to Copy Details of this hierarchy then appear in the Organization and Subordinates blocks You can change these Changing Organizatio
646. y linking jobs into multiple career paths to show suggested progression paths Oracle Payroll UK User s Guide See Defining Career Paths Based on Jobs Oracle Human Resources User s Guide By recording successor positions and relief positions to cover in the case of absence against each position See Defining Positions page 3 10 By recording the grades that are valid for each job and position See Valid Grades Oracle Human Resources User s Guide If you use an evaluation system such as the Hay Evaluation System to compare roles you can set up fields to hold evaluation information and an overall score for each job and position See Evaluating Jobs and Positions Oracle Human Resources User s Guide Jobs and Positions 3 7 Defining Jobs 3 8 You use the Job window to define jobs the skills that jobholders require and the grades to which they can be assigned You can also enter job evaluation scores if you have set up a job evaluation system Prerequisites L Define all the segments of the Job Name key flexfield that you want to use for the job name L If there are one or more valid grades to enter for this job check that these grades are defined ST iol xi From To Dates 16 JAN 1998 lt Name i Evaluation Requirements Valid Grades Work Choices gt To define a job 1 Enter a start date early enough to handle any historical information you want to enter
647. y or hourly Link the salary elements to components of employee assignments using the Element Link window Define a salary basis for each salary element Review the seeded salary components which are defined as values for the QuickCode Type PROPOSAL_REASON If necessary create your own salary components Note If you want your new components to be displayed in the Salary Management folder you must also change a view See Changing Salary Components page 14 8 If you want to record performance ratings such as Outstanding Superior and Average enter them in the QuickCodes window for the QuickCode Type PERFORMANCE_RATING Add the function Salary Administration Approve to the menu of responsibilities that should be able to approve salary proposals Without this function users can enter salary proposals but they cannot approve them Assign employees to a salary basis using the Salary Information region of the Assignment window Also assign employees to a grade if you have associated a grade rate with the salary basis There are two ways to validate salary entries e You can warn users when they enter a salary proposal that is outside a valid range defined for an employee s grade This approach uses grade rate ranges e You can prevent users from approving a salary that is outside a valid range or that fails validation performed by a formula Notice that this validation is not performed until you try to approve a salary
648. yees It is used in the payroll run Court Order Non priority AEO Court Order Non Non Priority Priority_ELEMENT_ITD Court Order Non Priority_ELEMENT_PTD EAS Scotland Earnings Arrestments issued in EAS Scotland_ASG_ITD Scotland EAS Scotland Holds the payment for Earnings EAS Scotland Payments Arrestments You may use it for Payments_ASG_ITD EAS balance adjustments for example after the EAS has been closed or replaced by a CAO CMA Scotland Current Maintenance CMA Scotland_ASG_PROC_PTD Arrestments issued in Scotland CAO Scotland Conjoined Arrestments issued in CAO Scotland_ASG_PROC_PTD Scotland CAO Scotland Holds the CMA and EAS CAO Scotland Payments Payments components of the CAO payment EAS_ASG_ITD You may use it for EAS balance CAO Scotland Payments adjustments for example after CMA_ASG_PROC_PTD the CAO has been closed All court orders Fee_ELEMENT_PTD Table 16 2 Predefined Elements for Managing Court Orders Arrestments See Also Non Third Party Payment Court Orders page 16 10 Court Orders and Arrestments 16 9 Non Third Party Payment Court Orders Users who do not want to make court order payments through Oracle Payroll can use nonpayment versions of the court order elements These elements have the prefix NTPP non third party payment For these elements the system keeps full track of debts and payments but you make payment through some external means such as Accounts Payabl
649. you can automate the budgeting through the creation of a standard reporting view using SQL Plus Budgeting Approach in a Centralized Management Company The company with a centralized management structure has a more flexible approach to roles frequently using jobs rather than positions There is more emphasis on recruiting the right people and on individual responsibility and initiative Reward systems are usually performance related Salary budgets are typically set for each organization based on a headcount budget for jobs and organizations The budget for each organization is calculated from the midpoint grade rate value for the valid grades for each job multiplied by the planned headcount for each organization and job combination Budgeting Approach in a Devolved Management Company In this type of enterprise local managers are expected to decide on the composition of their own workforce in response to market requirements and to set their staff s compensation levels within an overall budget Control is exercised through the allocation of a budget but administration of the budget is left to the discretion of the local manager Current expenditure in each organization is used as the starting point for budgeting This cost is projected on the basis of plans for expansion or reduction with some inflationary factor added One approach to budgeting in this environment is to download current salary values from Oracle Human Resou
650. you enter is the Primary address Only one address at any time can be a person s Primary address 5 Save your work Additional Information Default address styles are Le predefined for many countries You can change these defaults and you can create address styles for other countries 9 10 Oracle Payroll UK User s Guide See Changing Address Styles page B 9 gt To change the primary address End the existing primary address and create the new primary address starting the next day Adding Telephone Information You can enter multiple telephone numbers for people in the HRMS database To enter telephone information for a person use the Phone Numbers window EE Phone Numbers J SMITH Ol x gt To enter a telephone number 1 Inthe Type field select the type of the telephone device 2 Inthe Phone Number field enter the telephone number Any format is allowed In the From field select the start date for the telephone number 4 Inthe To field optionally select the date when the telephone number is no longer valid 5 Save your work Note If you want to maintain a history of telephone numbers for this person be sure to add a new entry for the new telephone number and enter an end date for the existing Personal Information 9 11 existing telephone number If you do not want to maintain such a history simply update the record for the existing telephone number 9 12 Oracle Payroll UK User
651. yroll to meet the requirements of your enterprise It describes how you can represent your enterprise structures policies and people on the system and use this information to manage your human resources It contains detailed information about the following e Overview and reference information e Oracle Payroll implementation suggestions e Specific tasks you can accomplish using Oracle Payroll e How to use Oracle Payroll forms and windows e Oracle Payroll programs reports and listings e Oracle Payroll functions and features This preface explains how this user s guide is organized and introduces other sources of information that can help you Preface i About This User s Guide The first part of this guide explains how you can set up Oracle Payroll to represent your enterprise structures and policies and how you relate these to the people in your system Chapter 1 describes the requirements of human resource and payroll management and the processes they involve This provides the context for the information model you can construct in Oracle HRMS Chapters 2 through 5 explain how to represent your enterprise structures including organizations jobs and positions grades and payrolls Chapter 6 explains how to set up the system to collect costing information during a payroll run Chapter 7 describes three models appropriate to three different types of enterprise It then covers the set up of each of these structures
652. yroll UK User s Guide Business Groups Entering Sickness Control Rules See Also If you have installed Oracle SSP SMP specify whether employees must submit medical evidence when they report a sickness absence To enter sickness control rules 1 Inthe Organization window query the Business Group if it does not already appear there In the Organization Classifications region select Business Group choose the Others button and select Sickness Control Rules 2 Click ina field of the Additional Organization Information window to open the Sickness Control Rules window 3 Select Yes or No in the Incapacity Evidence Required field If you select Yes Oracle SSP SMP automatically creates a stoppage for payment of SSP if an employee has not submitted medical evidence while on sickness absence Entering Sickness Evidence Oracle SSP SMP User s Guide Viewing and Recording SSP Stoppages Oracle SSP SMP User s Guide The Employer and Other Organizations 2 17 Business Groups Entering Tax Details 2 18 Your Business Group must register one or more PAYE schemes with the Inland Revenue You can enter the details of each scheme for reporting purposes Gi Tia Details Fahira Bi E Ee 7 Tea Dewi hive Ean hiara at Adee ECON Humber Erapayer Costa Tew Circe Taitis Tex Ceaser I zj pT gt To enter tax office information J In the Organization window query the Business Group if it does not
653. zation In this type of environment jobs show the specific roles employees perform Therefore you are likely to have multi segment job names to distinguish different types and different levels of jobs in the enterprise For example you might define a three segment job name with Job Group Title and Job Level An actual job combination might then be Applications Consultant Senior Project Allocation and Costing With this type of implementation you would probably use the assignment to identify management type reporting You would identify project working using a segment of the Cost Allocation flexfield to show Project Code for each assignment If you set the qualifier Assignment to Yes for this segment you could enter percentage costs for the assignment to different project codes If you set the qualifier Element Entry to Yes for this segment you could use a timecard element to record and cost the actual hours worked on each project See Setting Up Assignments for Cost Collection page 6 5 Other Management Issues When you consider this environment there are other areas your decisions may affect Remuneration Individual compensation and benefits are often Policies based on personal negotiation or performance reviews Therefore you will probably have fewer rules to determine policy and more consideration of the actual values entered for an employee Grades and Jobs Typically grades and jobs are very closely linked

Oracle Payroll UK User`s Guide

Contents

Download Pdf Manuals

Related Search

Related Contents