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Oracle Global HumanResources Cloud

Using Global Payroll

20A

Oracle Global Human Resources CloudUsing Global Payroll

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Author: Toni Kunz

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Contents

Preface i

1 Overview 1Using Global Payroll ...................................................................................................................................................................... 1

Loading Objects with HCM Data Loader ................................................................................................................................. 5

2 Personal and Payroll Entries 7Payroll Relationships .................................................................................................................................................................... 7

Organization Payment Methods ................................................................................................................................................ 9

Third-Party Payment Methods ................................................................................................................................................ 10

Personal Payment Methods ...................................................................................................................................................... 17

Personal Payroll Entries ............................................................................................................................................................. 19

Payroll Transfers ......................................................................................................................................................................... 20

Terminations ................................................................................................................................................................................. 21

3 Calculation Entries 25Element Entries ........................................................................................................................................................................... 25

Balances ........................................................................................................................................................................................ 32

Adjust Individual Balances ........................................................................................................................................................ 38

Time ............................................................................................................................................................................................... 40

Absence ........................................................................................................................................................................................ 46

Calculation Cards ........................................................................................................................................................................ 47

Earnings and Deductions .......................................................................................................................................................... 52


4 Payroll Processing 53Payroll Run ................................................................................................................................................................................... 53

Payroll Calculation ...................................................................................................................................................................... 57

Object Groups .............................................................................................................................................................................. 58

Expedited Processing ................................................................................................................................................................. 59

QuickPay ....................................................................................................................................................................................... 63

QuickPay Flows ........................................................................................................................................................................... 66

QuickPay Run Results ................................................................................................................................................................ 70

RetroPay ........................................................................................................................................................................................ 75

Payments ...................................................................................................................................................................................... 78

5 Payroll Results 95Payroll Run Results .................................................................................................................................................................... 95

6 Auditing and Reporting 105Reports ........................................................................................................................................................................................ 105

Account Number Masking in Payroll Reports ...................................................................................................................... 111

Payroll Calculation Reports ...................................................................................................................................................... 114

Balance Exception Reports ...................................................................................................................................................... 128

Payroll Balance Report ............................................................................................................................................................. 133

Payment Distribution Reports ................................................................................................................................................ 137

Payslips ......................................................................................................................................................................................... 141

Data Validation .......................................................................................................................................................................... 146

Archive ......................................................................................................................................................................................... 156


Preface

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Chapter 1Overview

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1 Overview

Using Global PayrollThis guide helps you manage payroll cycle tasks, from maintaining personal payroll information for your employees torunning payroll processes and reports. You may nd these related guides helpful:

• Implementing Global Payroll Interface

• Using Global Payroll Interface

• Using Payroll Flows

• Implementing Payroll Costing

• Implementing Global Payroll


Chapter 1Overview

2

This graphic shows you the payroll cycle process ow.

Managing Payroll

Maintain Personal Payroll

Information

Financials

Time and Labor

AbsencesBenefits

Manage Payroll Transactions

Verify Your Readiness

Calculate, Validate and

Balance Payroll

Manage Payroll Outbound Interface

Distribute Payroll Payments

Distribute Payroll Accounting Information

Calculate and Verify Cost

Distributions

Calculate and Validate Payment

Distributions

Manage Regulatory and Tax Reporting

This table identies the payroll work areas for each payroll cycle task.

Payroll Task Work Areas

Maintain Personal Payroll Information

Payroll Calculation Payroll Administration Payment Distribution

Manage Payroll Transactions

Payroll Administration

Verify Payroll Readiness Payroll Dashboard


Chapter 1Overview

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Payroll Task Work Areas

Calculate, Validate, and BalancePayroll

Payroll Calculation

Calculate Payment Distributions

Payment Distribution



Calculate and Verify CostDistributions

Accounting Distribution

Distribute Payroll AccountingInformation

Accounting Distribution

Manage Regulatory and TaxReporting

Regulatory and Tax Reporting

Monitor and update the status ofyour ows

Payroll Checklist

Maintain Personal Payroll InformationUse global payroll to maintain employee payroll information, such as payment methods, element entries, informationrequired for statutory deductions, and data on personal calculation cards. You can also enter nal processing datesfor terminations and update person-level costing details during individual or mass transfer of employees to a dierentpayroll.

Manage Payroll TransactionsPayroll ows are used for many of your payroll tasks. If you load data, calculate payroll and payments, run reports,or calculate and distribute cost results, you submit payroll ows. Use your Payroll Checklist work area to monitor andmanage each task and overall payroll ow.

Verify Your ReadinessA good payroll run depends on many accurate and completed tasks. It's important for you to conrm you're ready tocontinue to the next task. Use this list of reminders to verify your readiness:

• Conrm conversion rates when you're using multiple currencies.

• Review the Payroll Dashboard for notications and take any actions requiring your aention.


Chapter 1Overview

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• Conrm completion of all payroll preprocessing.

• Run the Payroll Data Validation Report to identify noncompliant or missing statutory information for people ina payroll statutory unit.

• Check retroactive notications and handle retroactive changes.

Calculate, Validate, and Balance PayrollRun the Calculate Payroll process and validate results. Make corrections, retry results and, if needed, remove employeesfrom the main payroll ow to handle them separately using QuickPay at a later time. It's ok, you can merge their recordsinto the main payroll ow before calculating payments. Be sure you use the payroll calculation reports to view balancesand payroll run results before continuing. Calculating, validating and balancing as you go are key to a successfulpayroll..

Use the payroll calculation reports to view balances and run results before proceeding to the next activity.

Calculate and Validate Payment DistributionsIn a typical payroll cycle ow, the Calculate Prepayments process runs automatically when you mark the Verify Reportstask as complete within the Calculate and Validate Payroll activity.

Review the distribution of payments across employee personal payment methods in the Calculate Prepayments processresults. If you nd issues, x the data and retry the action or roll back the record to remove them from the run. Once youx the data in the removed record, run the prepayments process. The payroll register validates payment distributionamounts by payment category, type, and method.

Distribute Payroll PaymentsYou have validated payment distribution amount and you're ready to follow these steps to distribute payments:

1. Generate the payments to your employees and third parties.2. Archive the payroll results.3. Run the payroll register.4. Generate check payments, if required.5. Generate payslips.6. Run the payment register.

Calculate and Verify Cost DistributionsCalculate Payroll process automatically calculates the costs for the payroll run and it's important for you to review theresults. If you have any of the following when you're calculating and distributing cost, run a separate processes for each:

• Retroactive costs

• Payments

• Cost adjustments

• Balance adjustments


Chapter 1Overview

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• Partial period accruals

Distribute Payroll Accounting InformationTypically you will run the Transfer to Subledger Accounting process to create journal entries for posting to the generalledger. Then submit the Create Accounting process in draft mode to create journal entries for review. Once you'resatised with the journal entries, run in nal mode to create, transfer, and post journal entries. Create Accountingprocess is run from the Scheduled Processes work area.

Manage Regulatory and Tax ReportingYou run and validate country-specic periodic reports required to meet regulatory requirements.

Loading Objects with HCM Data LoaderUse HCM Data Loader for bulk-loading and maintaining payroll data.

You can use HCM Data Loader to load these payroll objects.

• Payroll Relationship

• Object Groups

• Payroll Consolidation Groups

• Payroll Denitions and Time Periods

• Time Denitions

• Payroll Element Run Usage

• User-Dened Tables

• Wage Basis Rules

• Payroll Elements

• Element Entries

• Balance Denitions

• Organization Payment Method

• Personal Payment Method

• Payroll Costing

For more information on how to load these business objects, refer to the Integrating with HCM guide.

Payroll Transformation Formula for HCM Data LoaderYour existing data or the data that you upload might not be in the format recognized by HCM Data Loader. In suchcases, use the Payroll Transformation formula for HCM Data Loader to transform your data into a format that'ssupported by HCM Data Loader.


Chapter 1Overview

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Payroll Transformation Formula for HCM Spreadsheet DataLoaderYou can use HCM Spreadsheet Data Loader to load all payroll objects that HCM Data Loader supports. As the rst step,you create a spreadsheet template for the required object from the Data Exchange Work area and further download thetemplate in CSV format. The Payroll Transformation Formula for HCM Spreadsheet Data Loader transforms the rawdelimited le to a format that suits the template.

Related Topics

• Overview of Loading Payroll Details

• Example of Loading Payroll Balance Aribute Denitions

• Overview of Loading Payroll Costing

• Example of Loading Organization Payment Methods

• Overview of Loading User-Dened Tables

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Chapter 2Personal and Payroll Entries

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2 Personal and Payroll Entries

Payroll Relationships

Payroll RelationshipsA payroll relationship represents the association between a person and a payroll statutory unit (PSU), which is the legalentity responsible for employee payment. Payroll relationships group a person's employment assignment recordsbased on the payroll statutory calculation and reporting requirements. Payroll relationships facilitate the capture andextraction of HR and payroll-related data sent to a third party, such as a payroll provider for payroll processing.

Payroll processing always occurs at the payroll relationship level. When you display the payroll process results for aperson, you rst select the person's payroll relationship record and then drill down to view details.

Payroll relationships aggregate balances at the payroll relationship level. Within a payroll relationship, payroll processescan aggregate balances for multiple assignment records. Balances don't span payroll relationships.

Create Payroll Relationship Records and Mapping RulesThe mapping between the system person type and the payroll relationship type must exist for certain processes. Forexample, to create a payroll relationship record automatically during the rehire process. You must use the payrollrelationship types predened in the application. You can't create your own.

This table shows the predened payroll relationship type.

Payroll Relationship Type Description

Standard

Person types mapped to this payroll relationship type are included in payroll runs.

Element Entry Only

Person types mapped to this payroll relationship type have only element entries created forthem and are excluded from payroll processing.

Relationship mapping rules, which map system person types to payroll relationship types, can vary by country orterritory. The mapping rules are predened for each legislation.

This table shows the mapping between system person types and payroll relationship types applicable for Canada whereContingent Worker type, Retiree, and Nonworker Unpaid type are excluded from payroll processing.

System Person Type Payroll Relationship Type

Contingent Worker

Element Entry Only

Employee

Standard



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System Person Type Payroll Relationship Type

Nonworker Paid

Standard

Nonworker Unpaid

Element Entry Only

Retiree

Element Entry Only

A payroll relationship can't end while active employment assignments are present. When all employment assignmentsare ended, a payroll relationship could either remain active or become end dated. A payroll relationship depends on thelegislation and the payroll relationship rules applicable for the legislation. For example:

• For the US, relationships that remain active enables future rehire within the same payroll relationship and PSU.

• For the UK, for a relationship that gets terminated, a new payroll relationship is created within the same payrollrelationship and PSU, for the rehire.

Related Topics• Overview of Payroll Employment Model• Element Duration Dates• Time Card Required Option

Payroll Relationship RulesThe payroll relationship rule determines what happens when you terminate the last active employment assignmentrecord for a payroll relationship. The rule also determines whether the application creates a payroll relationship whenyou add a new assignment record for an employee. This topic describes the following predened rules that localizationscan use.

Lifetime RuleWhen a work assignment is terminated, the associated payroll relationship continues to remain active. When you createan assignment, the application searches for an active payroll relationship of the same type and for the same payrollstatutory unit (PSU). If found, the new assignment is aached to the existing active payroll relationship. If not, a newpayroll relationship is generated.

Continuous Period of Service RuleWhen a work assignment is terminated, the associated payroll relationship becomes inactive and is terminated.Subsequently, when you create an assignment, the application searches for an active payroll relationship of the sametype and for the same PSU. If a payroll relationship exists, date validation occurs to determine whether to use theexisting payroll relationship or to create one. The application compares the start date of the new assignment to the laststandard earnings date of the existing payroll relationship. If the start date is before the last standard earnings date, theapplication uses the existing payroll relationship, otherwise, it creates one.

Independent RuleWhen a work assignment is terminated, the associated payroll relationship becomes inactive and is terminated. Whenyou create an assignment, a new payroll relationship is created. Each payroll relationship is associated with one workassignment.

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Organization Payment Methods

Organization Payment MethodsYou must create one organization payment method for each combination of legislative data group, payment type, andcurrency that you use to disburse wages and other compensation. You can also create rules for validating or processingthe distribution of payments. Create as many organization payment methods as required for your enterprise. Use theManage Organization Payment Methods page in the Payment Distribution work area.

Payment TypesWhen creating an organization payment method, you select a payment type.

The most common payment types are:

• Electronic funds transfer (EFT)

• Check

• Cash

The exact list of payment types and their names can vary by country. Your enterprise may support a dierent range oftypes that are appropriate for your localization. For example, in the US, the payment type for EFT is Direct Deposit; inthe UK it's BACS, and in Australia it's BECS.

Tip: When selecting the EFT payment type, you can enter EFT information at the payment method level, thepayment source level, or both. Entries at the payment source level take priority over entries at the organizationpayment level. For example, if you dene details at the payment source level, then to use those details whenprocessing payments, you must enter the payment source when submiing the payment process.

Payment SourcesIf you're using Oracle Fusion Global Payroll for payroll processing, you must dene at least one payment source foreach organization payment method. Oracle recommends one organization payment method, per payment type, percurrency. Each payment source must be associated with an active bank account in Oracle Fusion Cash Management.If you dene additional details at the payment source level, then to use those details when processing payments, youmust enter the payment source name when submiing the payment process.

You can use the same bank account in dierent payment sources in more than one organization payment method, as inthis example.

Payment Method Payment Source Bank Account

Check

Bank of America Account A

Bank A - Account 7890045

EFT

Bank of America Account B

Bank A - Account 7890045

Note: If you're costing your payments, enter cost account information on the Manage Costing of PaymentSources page in the Accounting Distribution work area.



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Payment Rules and Default Payment SourcesIf you dene multiple payment sources, you can use payment rules to determine the appropriate payment source basedon tax reporting unit (TRU).

This example shows one organization payment method with three dierent payment sources for dierent TRUs.

Payment Source Tax Reporting Unit Default Payment Source

Payroll EFT Source A Bank A - Account 7890045

None

Yes

Payroll EFT Source B Bank B - Account 1238900

TRU1

No

Payroll EFT Source C Bank C - Account 8765999

TRU2

No

The rst payment source that you add is the default payment source, but you can select another payment source as thedefault, or not have a default payment source.

To understand the eect of having a default payment source, consider these examples that describe what happenswhen a TRU changes, causing a payment rule to be invalid.

Approach Example

With a default payment source, thepayment process pays employeesusing the default payment source.

This approach might suit a company with multiple independent franchises, each with its ownTRU. If a franchise holder sells the franchise, payments don't fail.

Without a default payment source,the payments process issues errornotications to ensure that you usethe appropriate payment source tofund the payment.

This approach might suit a company with strict policies about payment rule compliance.

Related Topics• Set Up Payment Sources in Organization Payment Methods• How Payment Methods and Payroll Denitions Work Together• Congure Payment Method Preferences

Third-Party Payment Methods

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Create Third-Party Payment MethodsA third-party payee is either a person or an organization. From the Payment Distribution work area, use the ManageThird-Party Personal Payment Methods task to create payment methods for payments to people who aren't on thepayroll. Use the Manage Third-Party Organization Payment Methods task to create payment methods for payments toexternal organizations.

Typical payments to third parties include:

• Involuntary deductions, such as court-ordered garnishment.

• Voluntary deductions, such as pension plan or union membership payments.

Before you continue, create the third party using the Manage Third-Parties task in the Payment Distribution work areaand ensure the organization payment method for the payment source exists.

To a create third-party payment method, follow these steps:

1. From the Navigator, select the Payment Distribution work area.2. Select the Manage Third-Party Personal Payment Methods task.3. Select Third-Party Name from the list.4. Select Organization Payment Method from the list.5. In the Eective Start Date eld, enter the eective date.6. Select Payment Type from the list.7. Select Exclude from Third-Party Payment Rollup Process if the third-party should not be a part of the rollup

process.8. Select Separate Worker Payments by Reference if separate payments are to be generated for employee

payments to a given third party, based on reference.9. Select the Time Denitions from the list.

10. Click Save.11. Click Done.

Tip: Use the Manage Organization Payment Methods task in the Payment Distribution work area to dene thepayment source for third-party payments.

Related Topics

• Examples of Involuntary Deduction Processing

Create Third Parties OptionsYou create third parties to process payments to external organizations and people who aren't on the payroll. Use theManage Third Parties task in the Payment Distribution work area or the Batch Loader task in the Payroll Administration,Data Exchange, or Checklist work area to create third-party organizations for payments, such as pension providersor professional bodies, or third-party organizations, such as disability organizations. During the creation, third partypersons and organizations are also dened as trading community members in the Trading Community Architecture(TCA), allowing use in other products.

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This shows you the steps to create third parties.

Select Party Type

Person Payee?

Enter Name, Address, Contact

Information

Select Organization

Party Usage Code

Yes

No

Party Usage CodesCreating third parties on the Manage Third Parties page creates corresponding records for them as trading communitymembers. For third-party persons, the application automatically assigns a party usage code of External Payee. Forthird-party organizations, you assign a party usage code.

The following table describes the party usage codes for third-party organizations.

Party Usage Code Use For Examples

External Payee

Organizations that can be associated withemployee calculation cards or elemententries. Use this party usage code fororganizations when the others don't apply.

State Disbursement Unit for child supportpayments

Payment Issuing Authority

Organizations responsible for issuinginstructions for involuntary deductions,such as a tax levy or bankruptcy paymentorder. Payment issuing authorities don'treceive payments.

Court, agency, or government ocial

Pension Provider

Organizations that provide pensionadministration for employee pensiondeductions.

Stock broker, investment company,benet administrator, labor union



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Party Usage Code Use For Examples

Professional Body

Organizations entrusted with maintainingoversight of the legitimate practice of aprofessional occupation.

The American Society for MechanicalEngineers in the US

Bargaining Association

Organizations that represent employeesin negotiations. Bargaining associationsassociated with trade unions may receivepayments for union fees deducted froman employee's pay.

The Air Line Pilots AssociationInternational (ALPA) in Canada and the US

Disability Organization

Organizations that are authorized tomake disability assessments. Disabilityorganizations don't receive payments.

The Royal National Institute of BlindPeople in the UK

Examples of Third-Party PaymentsThese scenarios show you how to pay third-party people and organizations.

Child Support to a Former SpouseWhile this example illustrates payment directly to a third-party person, most child support payments are payable to athird-party organization such as a State Disbursement Unit.

John Smith is an employee at your organization. Mary Smith receives a child-support payment each payroll periodthat's deducted from John's salary. To set up payments for Mary:

1. Create Mary as a third-party person.2. Create Mary's third-party payment method and select the payroll relationship for John.3. Add the child support order to John's involuntary deduction calculation card and select Mary's name in the

Order Amount Payee eld.

Organization Processing Fee to a County Sheri's OceThe County Sheri's oce receives an organization fee on garnishment payments. When you create the third-partyorganization, you designate it as an External Payee before you create its third-party payment method. When you addthe garnishment order to the employee's involuntary deduction calculation card, you select the County Sheri in theOrganization Fee Payee eld.

Third-Party Rollup PaymentsA third-party payment is a payment you make to an organization. The organization could be a court, labor union, or apension provider, or persons not on the payroll.

A union can have several of its members belonging to the same employer. An employee can have multiple deductionsmade to the same third-party payee, such as multiple child support orders.



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Rather than make individual payments, you can combine the individual employee deductions and pay the unionthrough a single payment instrument. Similarly, you can roll up the multiple employee deduction payments into a singlepayment.

Use the Run Third-Party Payments Rollup process to consolidate multiple payments made to a third party and generatea single payment. This process is optional. Additionally, you can generate the third-party payments register and providethe third-party payee employee and deduction details.

Before you run the Third-Party Payments Register process to view third-party payment details, complete the followingtasks:

1. Calculate and verify prepayments2. Run the Third-Party Payments Rollup process3. Generate the payments

Submit the Run Third-Party Payment Register task from the Payroll Checklist or Payment Distribution work areas.

Exclude Third-Party Payment MethodsSome third parties may want an individual check per payment. For example, the UK requires that deduction fromearnings orders, such as child maintenance payments, be sent as separate transactions.

Select the Exclude from Third-Party Rollup Process check box on the Manage Third-Party Payment Methods page toexclude a third-party payee from the Third-Party Rollup process. Use the Manage Third-Party Payment Methods task inthe Payment Distribution work area to access this page.

Report Third-Party Rollup PaymentsHere's what you can view in the Third-Party Payments Register:

• Individual third-party payments and the corresponding employee deduction information

• Rollup payments and deduction information of employees who share the same rollup payments

• Consolidated total of each rollup payment

• Payments made to each individual payee

• Consolidated total of multiple deduction payments of each employee

• Component name and component reference of involuntary deductions stored on the calculation cards

• Element name of voluntary deductions

Related Topics• Calculate Payroll Payment Distribution

Overview of Employee and Third-Party Check PaymentsUse the Generate Payments for Employees and Third Parties task from the Payment Distribution work area to generatecheck payments. The process selects employees and third parties who:

• Are processed in the prepayments process for a given payroll

• Have a payment method of check

Before you generate the check payments, you must consider these:

• An employer can have multiple employee deductions made to the same third-party payee, such as multiplechild support orders. Rather than make individual payments for each individual employee deduction, use theThird-Party Payments Rollup process to combine individual employee deductions and make a single payment.



15

• Run this process to generate your checks for employees and then run the process again to generate checks foryour third parties. Use the Payee eld while running this process to select the appropriate payee.

• You may want to exclude specic third parties from the Third-Party Rollup process because they may want anindividual check per payment. Select the Exclude from Third-Party Rollup Process check box on the ManageThird-Party Payment Methods page to exclude a third-party payee from the Third-Party Rollup process.

• A third-party payee may want the payments on a date that's dierent from the employee payment date. Forexample, you may want to make employee payroll payments on the last day of the month, whereas, makethird-party payments 5 days later. Use the Manage Time Denitions task and create a time denition todene a time span of 5 days. Select this time denition in the Time Denition eld on the Manage Third-PartyPayment Methods UI. Enter the relevant process dates, and run the prepayments process, for example, with aprocess date of 30, June. This stamps the eective employee payments date as 30, June and the third-partypayments date as 05, July. The payments process runs twice:

◦ Once for the employees with a process end date of 30, June

◦ Once for the third parties with a process end date of 05 July and an overriding payment date of 05 July

• Dierent banks can have dierent check templates. To accommodate this requirement, you must rst create areport category for each separate bank and check template. Select the created report category for the requisitebank's payment source so that the process uses the correct check template to generate the check payments.Use the Manage Organization Payment Methods task in the Payment Distribution work area to dene thepayment source for third-party payments. Aach the correct report category for that payment source. Use theReport Category for Third-Party Payee or Report Category for Worker eld in the Payee Information section ofthe Create Payment Source page.

• You may want to create a report category for each separate bank and check template by dening reportcategories for each unique bank and check template combination. The report category for third-party payeeand report category for worker are associated to the payment source in the Organization Payment Methodspage.

How to Generate Employee and Third-Party Check PaymentsThe Generate Payments for Employees and Third Parties task selects employees and third parties who:



Payroll Managers and Payroll Administrators can run this process from the Payment Distribution work area.

PrerequisitesThe prerequisite tasks for the Generate Payments for Employees and Third Parties task include:

• Create the third party and the third party payment method, and associate a deduction from the employee topay the third party.

• Add an organization payment method (OPM), including a payment source (the bank details should already beset up).

• Add a payroll denition, including a default payment method of Check, and all valid payment methods.

• Aach a payroll to the employee.

• Aach element entries to the employee.

• Calculate payroll.



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• Run the Prepayments process to calculate the distribution of net pay.

• Run the Payroll Archive process to archive the earnings, deductions, tax calculation details, accruals, paymentmethods, and so on.

Generating the Employee and Third-Party PaymentsRun this process to generate checks for your employees and then run the process again to generate checks for yourthird parties. To run the process:

1. Open the Payment Distribution work area, and click Submit a Process or Report from the Tasks pane.2. Select the required legislative data group.3. Select the Generate Payments for Employees and Third Parties task, and click Next.4. Enter a unique payroll ow name.

Note: Name the ow so you can easily identify the process later. This is helpful while searching, soyou can determine what you have already run or if you must roll back any process.

5. Specify the required payroll name.6. Select the payee type for which the check payment process is run. The available options are Employee or Third

Party. You can generate the check payments for either employees or third parties.7. Enter a Process Start Date to dene the date range of this process.8. Enter a Process End Date to dene the date range of this process.9. Select the required consolidation group to view the payments for all payrolls that are included in this

consolidation group. A consolidation group denes a grouping of dierent payrolls for reporting purposes. Thisisn't a mandatory eld. If you don't select a value, the process uses the default consolidation group assigned tothe payroll.

10. Select the OPM you want to use for this process. The value you select determines the payment source to makethe payments. There could be multiple payment sources in the OPM.

11. Select the payment source to process for the above payment method. This parameter is optional. If you havedened aributes, such as a payment le limit or report category, at the payment source level, you should enterthe payment source. When you enter the payment source, the dened aributes are applied.

Note: You can have dierent payment sources (bank accounts), with dierent banks, which havedierent check templates. You must then run the check process for each payment source andeach set of payees. Select the correct payment source so that the correct stationary is used for thepayments.

To accommodate this requirement, you must rst create a report category for each separate bank and checktemplate. Aach the created report category to the appropriate bank's payment source so that the correctcheck template is used to generate the check payments.

12. Optionally, specify an Overriding Payment Date on which a payment is due to be made to the payee.13. Specify the Start Check Number in the sequence of checks used for payroll processing.14. Specify the End Check Number in the sequence of checks used for payroll processing.15. Select a Process Conguration Group if available. Use a process conguration group to set rules for payroll

processes, such as passwords or number of threads. If you don't select a process conguration group, theprocess uses the parameters in the default group.

16. Click Next.17. Click Submit.

Related Topics• Examples of Consolidation Group Usage• Payroll Process Conguration Groups

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Diering Employee and Third-Party Payment DatesA third-party payee may want the payments on a date that's dierent from the employee payment date. For example,you may want to make employee payroll payments on the last day of the month, whereas third-party payments vedays later. Create a time denition to dene the time span and select this denition while dening the payment methodfor this payee.

Use the Manage Time Denitions task to create a time denition with the values as given in the following table.

Field Value

Name

Specify a name, for example, Third Party 5 Days

Short Name

Specify a Short Name, for example, TP5Days

Type

Time Span

Period Type

Daily

Period Unit

5

Adjustment Type

Days

Time Span Usages

Third Party Payments

When you create the third-party payment method, select this time denition in the Time Denition eld on the ManageThird-Party Payment Methods page.

The payments process runs twice, once for the employees and ve days later for the third-party payees.

Personal Payment Methods

Enter Bank Information for Personal Payment MethodsYou can enter bank, branch, and bank account information centrally as part of implementation, or you can letemployees add their own bank information. You can share this information across multiple applications for dierentpurposes.

This table summarizes several approaches to create bank information for employees.



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Approach Purpose

Manage Banks page and ManageBank Branches page

View, create, or edit banks and branches centrally for outgoing payments or receivingpayments

Manage Personal Payment Methodspage

Create or edit employee bank account details to receive payments

Data Loader

Load personal payment methods and employee bank account details using an integrated Excelworkbook

Control Who Can Manage Banks and BranchesThis table shows the roles that are typically involved in managing bank information, what actions they can take bydefault, and which pages they use.

Role Can Create Banks andBranches?

Can Create Employee BankAccount Details?

Location

Cash Manager

Yes

No

Manage Banks page andManage Bank Branches page. Oerings: WorkforceDeployment Functional Area: Payroll

Payroll Administrator Payroll Interface Coordinator Payroll Manager

Depends on duty role orprole option

Yes

Manage Personal PaymentMethods page, PaymentDistribution work area

Employee

Depends on duty role orprole option

Yes

Manage Payment Methodspage, Portrait

You can use a prole option to control access to create bank and branch data. On the Manage Cash ManagementProle Options page, set the Use Existing Banks and Branches prole option to either Yes or No.

• If you set the option to Yes, you can load bank and branch data. Administrators and employees select bankdetails from a list of values on the Create Personal Payment Method page.

• If you set the option to No (default seing), you can't load any bank details. Administrators and employeesenter their bank and branch details as free text.

Related Topics• How Bank, Branch, and Account Components Work Together• Congure Payment Method Preferences• Payroll User Interface Conguration Formula Type

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FAQs for Personal Payment Methods

Why can't I create a personal payment method?The payroll determines the payment methods available to the person. Check whether the person has an assignedpayroll on the Manage Payroll Relationships page.

Why can't I delete, end date, or change the processing order of a personal paymentmethod?You can't make date-eective changes that cause eective records for the default payment method to overlap. Makesure you change results in a valid default payment method with dates that don't overlap with other records.

Payment methods dened for a person contain date-eective records that allow changes to occur at dierent points intime. For example, you can dene a payment method in advance to start on the date that you specify.

A person's payroll relationship must have only one default payment method in eect at any point in time. If a personhas multiple payroll relationships, you must specify a default payment method for each payroll relationship.

Related Topics

• What's the dierence between updating and correcting a date-eective object

Why can't I add or edit banks and branches for personal payment methods?You can't edit bank and branch information on the Manage Personal Payment Methods page. Contact your help deskfor assistance. You may be able to create banks and branches, depending on your security privileges.

Why can't I nd my organization payment method when creating other payrollobjects?When you update an object's organization payment method, you must make the eective start date of the organizationpayment method on or before the eective date of the change. For example, to create a payroll denition eective on4/1/2012 with a default organization payment method, the organization payment method must have an eective startdate on or before 4/1/2012. You can only select an organization payment method that has an eective start date on orbefore the date you're creating or updating the object.

How can I change my bank details for direct deposit payments?On your home page, select Pay and Payment Methods. View, print or download your payslips, change your bankaccount details or manage your payment methods.

Personal Payroll EntriesUpdate payroll information for your employees in the Payroll Administration or Payroll Calculation work areas. You canuse the Payment Distribution work area for payment methods. Employees can update their own payment method andbank account details through the Personal Information icon on their home page.

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You can nd examples of the tasks to maintain personal payroll information in this table. The Payroll Only columnindicates whether the task is applicable only for Global Payroll.

Oering/Functional Area/Task Instructions Payroll Only

Oering: Workforce Deployment Functional Area: Payroll Task: Manage Elements

• Review the earnings and deductionentries to be processed in thepayroll run.

• You can update some entries, suchas voluntary deductions.

• You can manage other entries, suchas salary, through other pages orin a source application. The entriesare view-only on this page.

No

Oering: Workforce Deployment Functional Area: Legal Structures Task: Manage Legal Reporting UnitCalculation Cards

• Review rates and values forstatutory deductions, involuntarydeductions, and other entries heldon calculation cards.

• Depending on the type of entry,you can update values on the card,or in a source application, such as atime card.

No

Functional Area: Payment Distribution Task: Manage Personal Payment Methods

• Create personal payment methods,and specify the percentage or xedamount that each method has topay.

• Enter bank account details forelectronic funds transfers.

No

Oering: Workforce Deployment Functional Area: Payroll Task: Manage Third Parties

• Create third-party payees toprocess payments to organizationsand people who aren't on thepayroll.

Yes

Functional Area: Payment Distribution Task: Manage Payroll Relationships

• Transfer a person to anotherpayroll.

• Enter nal processing dates forterminations.

No

Functional Area: Payroll Administration Task: Manage Batch Uploads

Use a spreadsheet to batch load theseperson-level information:

• Element entries• Bank details for personal payment

methods• Assigned payrolls

No



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Payroll Transfers

How You Assign and Transfer PayrollWatch video

In this procedure, you will assign and transfer the employee - Elizabeth Brown to a dierent payroll.

Assigning and Transferring PayrollTo assign and transfer payroll, follow these steps:

1. From the Navigator, select the Person Management work area.2. In the Name eld, enter Brown.3. In the Eective As-of Date eld, enter 01/01/2014.4. Click Search.5. In the Search Results section, click Brown, Elizabeth.6. Click Manage Payroll Relationships.7. In the Assignment: Analyst section, on the Payroll Details tool bar, click the Actions drop-down list box and

select Transfer Payroll.8. Click the Payroll choice list and select Monthly.9. Click Save.

10. Click Done.

Example of How to Transfer PayrollsThis example shows you the most common scenario to transfer a person's payroll.

Transfer a Person's Payroll from Weekly to SemimonthlyYou manage Carrie Smith, a part-time temporary employee, assigned to a weekly payroll. Carrie accepted an oerto become a full-time permanent employee in the same position, starting one month from now. Here's how you canupdate Carrie's assignment record:

• On the Manage Payroll Relationship's page, you transfer her to a payroll appropriate for a full-timepermanent employee.

• Set the eective date to the start date of the transfer.

How can I add or transfer a person's payroll?You assign a worker to a payroll or transfer a worker to another payroll in the Payroll Details section on the person'sManage Payroll Relationships page. You must select an assignment record in the Payroll Employment Tree to displaythe appropriate Payroll Details region. The option to automatically transfer a payroll record, to include the frequency, toa new assignment record within the same Legislative Data Group is available during a global transfer. Global transfersallow one or more workers to be transferred during the process.





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Terminations

How to Set End Dates for TerminationsThese scenarios illustrate how to set the last standard process date and nal close date for element entries at theassignment level. You can't change the last standard earnings date. Set element duration dates in the Payroll Detailssection of the Manage Payroll Relationships page of the Payroll Calculation work area.

Exclude Terminated Employees from Process ConsiderationYou terminated Heidi's assignment on 3 June 2014. The termination process automatically sets the last standardearnings date to the termination date (3 June 2014). The process also sets the last standard process date to the end dateof her weekly payroll (6 June 2014). The termination process doesn't set a nal close date.

To ensure that payroll processes don't consider Heidi for processing for one full year after termination, you set the nalclose date to 3 June 2015.

Note: The latest entry date dened for any severance payment elements determines the last date you canenter element entry details for the terminated employee's severance payment. You can view the latest entrydate seing on the Element Summary section of the Manage Elements page.

Modify the Last Standard Process Date for CompensationAnthony has two assignment records, one on a weekly payroll and one on a monthly payroll. On 10 June 2014, an HRmanager terminated Anthony's assignment record on the weekly payroll. The termination process automatically set thelast standard process date to the end date of the payroll period. Anthony's termination package species that he shouldreceive compensation payments through the month of June. To ensure he's paid on both the weekly and monthlypayroll through June, you must change the last standard process date on the weekly payroll to 30 June 2014.

Related Topics

• Options to Determine an Element's Latest Entry Date

• Use Time Denitions for Severance Pay

How Terminations Aect Payroll ProcessingInitiating a termination automatically sets dates that control when the person's element entries end. The eect dateof a termination on payroll relationships and assignments depends on the type of termination and country or territorypayroll relationship rules.

Entry Dates That Aect ProcessingElement setup determines which element duration date is signicant for a specic element. The termination processsets the end dates automatically.

Note: If a person has multiple assigned payrolls, the termination process sets the last standard process datefor all active payroll records for each assignment to the latest date.

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How Terminations Are ProcessedWhen you terminate an assignment or entire work relationship, the application terminates the appropriate payrollrecords. The type of termination and the payroll relationship rule for the country or territory determines which payrollobjects the process terminates.

Update Personal Payroll Information for a TerminationWhen you receive notication of a termination, perform these tasks in the Payroll Calculation work area, either manuallyor as part of a payroll termination ow:

• Update element entries, for example, enter severance payment details on the Manage Element Entries page.

• Verify termination dates and element duration dates on the Manage Payroll Relationships page.

• Update personal calculation cards to provide information required for tax reporting on the Manage CalculationCards page.

If you use Oracle Fusion Global Payroll for payroll processing, your termination ow might include one or moreautomatic or manual tasks such as the ones listed above. You can use this work area to manage these ows:

• Payroll Dashboard to view the details of payroll termination ow tasks and navigate to any items requiringaention

• Payroll Checklist to view the status and results of tasks in an active ow

Related Topics

• Terminations


• Element Duration Dates

FAQ for Personal Payroll Entries

How can I correct a hire date for an employee?You correct the hire date for an employee in the Person Management page. Even if you changed the hire date, you haveaccess to all the employee's payroll processes after the hire date has been updated. For example, you hire and pay aworker then you're informed the worker joined the company on a later date, you can now correct the hire date and stillview the worker's payroll results.

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Chapter 3Calculation Entries

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3 Calculation Entries

Element Entries

Element Entry MethodsCreate element entries for compensation or basic benets for an employee assignment. For example, you can createelement entries for an employee's overtime hours or medical premium deduction amount.

Create an element entry using these methods:

• Manual entry on the Manage Element Entries page

• Automatic entry for all eligible workers

• Automatic entry by other processes

In addition, web services are available to manage element entries.

Manual EntryOn the Manage Element Entries page, you can do these actions:

• Create manual entries for some elements, such as voluntary deductions.

• View all of the element entries for a person on the summary page, including entries created automatically byother processes.

• If the element is costed at the element entry level, specify costing overrides.

• Sort the list of entries by element name.

Automatic Entry for All Eligible WorkersSelecting the Automatic Entry option for an element eligibility record initiates a process to create element entries forall eligible workers. This option also ensures that hiring eligible workers in the future automatically creates an elemententry for them.

Automatic Entry by Other ProcessesCertain processes and actions within salary administration, compensation, benets, and payroll can generate newelement entries. Maintain these entries through the original processes that generated them. Don't maintain them on theManage Element Entries page.

Consider these examples.

• If you associate a salary element with a salary basis, assigning workers to that salary basis automatically createselement entries.

• Allocating other compensation and benets, or adding a payroll component to a personal calculation card,automatically creates element entries.

Related Topics• Cost Hierarchy

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How Element Setup Aects Entries and Their ValuesAn element's input values dene the entry values available on each entry of this element. For each element input valueset to display, you see an entry value on the Manage Element Entries page. Use some entry values to provide inputs toelement calculations, such as hours worked.

Other entry values store results from payroll calculations. For example, elements processed earlier in the payroll run.Some entry values are required and some have defaults or lists of values, depending on the element setup.

Element

Classification

Balances

Eligibility Rules

Formulas

Processing Rules

Input ValuesAllow User Entry

Unit of Measure

Default Value

Element Entry

Entry ValuesThe set up of the element and its input values directly effect what can be entered in the entry values for the element

entry.

Adjustments

Extra DetailsCosting

Element Setup That Aects Element EntriesThis table summarizes element setup options that aect element entries.



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Element Setup Example and Eect on Element Entries

Calculation rule

The calculation rule determines which input values you must provide on the element entry.For example, for a at amount earnings element, you typically specify an amount, periodicity,and whether the amount is a full-time equivalent value. For an earnings element with a factorcalculation rule, you simply enter a factor, such as 0.5 for 50 percent.

Duration for entries

You can specify an element as recurring or nonrecurring. Entries of recurring elements, such as salary, remain until the element end date and arenormally processed at least once in each pay period. Nonrecurring element entries, such asovertime pay, are only processed once. You must create a new element entry each time thatyou want the element to be included in the payroll calculation for an employee.

Automatic entry For example, you select the Automatic Entry option for element eligibility records for the

predened US tax element.

Submiing the eligibility record starts the process that automatically creates entries for alleligible workers. This setup ensures that all eligible workers have an entry to initiate the taxcalculation process.

This check box is selected if you answer Yes to the question on the template: Should everyperson eligible for the element automatically receive it?

Note: This option isn't frequently selected and you should not select it afteryou create the element. Taxes are the only elements that this rule applies toon a consistent basis.

Allowing multiple entries

For example, you might allow multiple entries for regular and overtime hour entries. With thissetup, you can report an hourly employee's time separately to distinguish between projects orcost centers for which the employee worked. You can use this option for hourly workers that you pay biweekly but whose overtime youenter on a weekly basis. You might limit other elements, such as benets and bonuses, to one entry per pay period.

Additional entry

This option enables you to add an occasional one-time entry for recurring elements. Thisadditional entry can override or add to the normal entry amount.

Validation, calculation, or defaultingformulas

You can use formulas to do these actions:

• Provide a default value for one or more entry values when you create an element entry.• Calculate the appropriate values for one or more entry values and apply the new values

when you save an element entry. The formula can use the entries in this or other entryvalues to calculate the values.

• Validate one or more entry values when you save an element entry.



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Input Value Setup That Aects Entry ValuesThis table summarizes how the setup of element input values aects entry values on element entries.

Input Value Setup Example and Eect on Element Entries

Default value

For example, you could enter a default tool allowance of 5.00 USD per week, but you couldincrease or decrease the value on individual element entries, as required. A regular default value provides an initial value when you create the element entry. Changingthe default value on the element or eligibility record has no eect on existing entries. Alternatively, you can apply the default value when you run the payroll process, rather thanwhen you create the element entry. This selection ensures that you use the latest value on thedate of the payroll run. You can manually override the default value on the element entry.

Lookup type

For an employee stock purchase plan, you can specify that your organization only allowsemployees to purchase stock based on 1, 2, 3, 4, or 5 percent of their earnings. Or, for anautomobile allowance, you can specify rate codes of A, B, C, or D. When entering the entry values, you can only select values from the list provided.

Minimum and maximum values

In the same example as above, you can set a minimum or maximum value, or both. Specifyvalues for the percentage of earnings an employee can contribute to the employee stockpurchase plan. You receive a warning or error message if your entry value exceeds these limits, depending onthe input value setup.

Required

You could make the entry of hours required for an overtime element, or units for piecework, ortype for a car allowance element.

Special Purpose

The element entries summary on the Manage Person Details page displays one input value. Itdisplays the input value with the Primary Input Value special purpose, if there is one. Otherwiseit displays the Percentage or Factor input value.

Validation through a formula

For an annual bonus, you can specify a formula to validate the maximum entry value based onthe employee's length of service and current salary. You receive a warning or error message if your entry value fails the validation, depending onthe input value setup.

Related Topics


• Enable Automatic, Multiple, or Additional Element Entries Options







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Default Values for Element EntriesSpecify default values for element entries using the Manage Elements task in the Payroll Calculation work area. Yourelement setup controls when the default value aects element entries. You can apply the default value only when youcreate an element entry or at runtime. Another option is to use a formula to provide default values on one or more entryvalues.

You can do these actions:

• Set a default value for an input value, or select a defaulting formula for the element.

• Override the default value or formula for a specic group of employees that an element eligibility recordidenties.

• Override the default value for specic employees on their element entries.

Dene Default Values at Element Entry CreationWhen you create or edit input values, you can specify a default value. If you don't select the Apply default at runtimeoption, subsequent updates to the default value have no eect on existing element entries. Users can override orchange the default value at any time.

Dene Default Values at RuntimeTo use this method, enter the default value and select the Apply default at runtime option for the input value. Ifthe element entry value is left blank, the payroll process uses the current default value from the element or elementeligibility record. If you enter a value, the manual entry overrides the default value and updates to the default valuedon't aect that entry. If you want to restore the default value, clear the entry.

Use a Formula to Provide Default ValuesYou can create a formula of type element input validation to provide default values for one or more entry values. Selectthis formula in the Defaulting Formula eld for an element or element eligibility record. Here's the order of precedence:

• A formula at the element eligibility level overrides a formula at the element level.

• If you enter a default value for the input value and select a defaulting formula, the formula overrides the defaultvalue.

Related Topics• Element Input Validation Formula Type• Options to Determine an Element's Latest Entry Date

Set Up Balances for Percentage ElementsWhen you create a deduction element, select the Percentage Deduction Calculation rule to create a balance called<ELEMENT NAME> Eligible Compensation. Use this balance denition to dene the following items:

• Balance feed from the earnings element result value as either pay value or output value

• Eective date to capture the balance feed history

When you dene the balance feed on the Element Summary page, make sure the eective date is early enoughto dene the balance feed and capture the history. For example, you may want to dene the balance feed with aneective date of 01-January-1951 or something similar. When you click the Balance Feeds link on the Manage Balance

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Denitions page, the eective date is shown as the system date. Change the eective date so that it captures thehistory.

After capturing the earnings input values, enter the percentage deduction in the Percentage input value of thededuction element.

For example, let's say you entered 10000 as the basic salary and 10 percent as the basic deduction.

• If the basic salary pay value is 10000, your basic deduction is 1000.

• If the basic salary pay value is 5000, your basic deduction is 500.

How Elements Hold Payroll Information for Multiple FeaturesElements are building blocks that help determine the payment of base pay, benets, absences, and other earningsand deductions. You associate your elements with salary bases, absence plans, and the benets object hierarchy todetermine how you will use the elements.

This table provides some examples of how you can use elements.

Element Usage Examples of Elements

Base Pay Management

Annual Salary Basis Monthly Salary Basis Hourly Salary Basis

Absence Management

Absence Payment Leave Liability Discretionary Disbursement Final Disbursement

Benets

Health Care Deduction Savings Plan Deduction Employee Stock Purchase Deduction

Time and Labor

Regular Hourly Earnings Overtime Earnings Shift Earnings

Payroll

Regular Standard Earnings Bonus Earnings Tax Deduction



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Element Usage Examples of Elements

Involuntary Deduction

Base Pay ManagementTo manage base pay, you aach an earnings element to each salary basis (hourly, monthly or annual) for each worker.When a manager or compensation specialist enters a base pay amount for a worker, the application writes the amountto an element entry. The application does this by using the element input value associated with the worker's salarybasis. Payroll processing uses the element entry to generate payment amounts.

Absence ManagementYou can manage worker absences and corresponding entitlements. You can create absence types based on predenedabsence paerns, and associate them with absence plans. You can associate an absence element with an absence planto transfer the following information for payroll processing:

• Payments for absent time, for example, during maternity or long term sickness.

• Accrual disbursement at the end of absence plan year

• Accrual disbursement when plan enrollment ends

• Absence liability amounts

You can process the payments in Oracle Fusion Global Payroll or use HCM extracts to transfer the information to athird-party payroll application for processing.

BenetsAach elements at various levels in the benets object hierarchy to create deductions and earnings that you can processin a payroll run to calculate net pay.

Time and LaborCreate elements for use in time cards, and calculate payroll or gross earnings based on the time card entries transferredto payroll. For example, for Oracle Fusion Time and Labor, you run processes which create dependent payroll aributesand time card elds for element input values. You can automate the routine import of time card entries to payroll usingpredened ows.

PayrollFor Oracle Fusion Global Payroll, you dene earnings and deduction elements, such as bonus and overtime earningsand involuntary deductions. These elements incorporate all the components required for payroll processing, includingformulas, balances, and formula result rules.

Related Topics

• Dene Payroll Elements for an Absence Accrual Plan

• Create Earnings Elements for Payroll

• Create Elements for Time Cards

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FAQ for Element Entries

What happens if I manually enter a value in an element entry value that has a runtimedefault value?Any subsequent changes to the default value on the element or element eligibility record won't aect the element entry.To clear your entry, you can to restore the default value.

Why doesn't my element entry input value display on the Manage Person Detailspage?When creating an input value for an element, select it as the special purpose element to display it as input value for theelement entry.

How can I override an element entry for a limited period?Follow these steps if the element is set up to support additional entries.

1. Create the additional entry on the Manage Element Entries page, selecting Override as the entry type.2. Complete the element entry and then click Submit.3. Set your eective date to the day the entry should end.4. Click Edit and then select End Date.5. Click Continue in the warning message dialog box.

Balances

Balance ExceptionsUse balance exception reports to identify potential overpayments or underpayments. Comparison types dene theperiod that's used to determine whether an exception has occurred. Variance operators enable you to specify theprecise range of variance that you want to report on.

Comparison TypesWhen you're creating balance exceptions, you must select a comparison type. For example, select Average in months asthe comparison type and enter 3 in the Comparison Value eld. In this scenario, the current month is compared to theaverage of the previous three months.

Some comparison values are preset and you can't change them:

• Current month, Current period, Current quarter, and Current year always have a comparison value of 0.

• Previous period and Previous month have a comparison value of 1.

This table lists each comparison type that you can select and explains how it operates as a basis of comparison.



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Comparison Type How it Operates as a Basis of Comparison

Average in months

Compares the current month to date with the average of previous months to date. Onlyavailable if you have the balance dimensions ASG_MONTH or _PER_MONTH.

Current month

Compares values to the total for the current month to date. Doesn't use any previous month asa basis for comparison.

Current period

Compares values to the total for the current period to date. Doesn't use any previous period asa basis for comparison.

Current quarter

Compares values to the total for the current quarter to date. Doesn't use any previous periodas a basis for comparison.

Current year

Compares values to the total for the current year to date. Doesn't use any previous period as abasis for comparison.

Previous month

Uses the previous month as a basis of comparison.

Previous period

Uses the previous period as a basis of comparison.

Variance OperatorsThe table describes the variance operators that you can use for your balance exception reports.

The Results column indicates the eect of selecting each variance operator assuming that these sample data is used:

• Comparison type is previous month

• Balance name is monthly car allowance

• Dimension name is relationship previous month to date

• Previous month amount is 500

• Variance value is 100

Variance Operator Balance Exception Report Output Results (based on sample data)

Variance, plus or minus

Note: This operator applies onlyfor comparison types of 'Previous',like Previous Months or PreviousPeriod, as well as 'Average inMonths'.

All relationships that either exceed or areless than the previous month amount bythe amount or percentage stated in thevariance value.

Returns all relationships with a value lessthan 400 and greater than 600.



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Variance Operator Balance Exception Report Output Results (based on sample data)

Less than

All relationships that are less than theprevious month amount by the amount orpercentage stated in the variance value.

Returns all relationships with a value ofless than 400.

Less than or equal

All relationships with a current value eitherequal to or less than the previous monthamount by the amount or percentagestated in the variance value.

Returns all relationships with a value of400 or less.

Equal

All values that are exactly equal to thehigher limit or the lower limit of thevariance value.

Returns all relationships with a currentvalue equal to 400 or 600.

Greater than

All relationships that are greater than theprevious month amount by the amount orpercentage stated in the variance value.

Returns all relationships with a value ofmore than 600.

Greater than or equal

All relationships with a current valueeither equal to or greater than theprevious month amount by the amount orpercentage stated in the variance value.

Returns all relationships with a value of600 or more.

Does not equal

All relationships with a current value notequal to the previous month amount.

Returns all relationships with a value otherthan 500.

Severity LevelSeverity Level controls the order in which the exceptions are displayed in the balance exception report. Balanceexceptions with the higher severity are displayed rst (1 being the highest).

Using Formula Variance TypeYou can write a fast formula using the Balance Exception formula type to return a variance value that you can usefor identifying exceptions for a balance. To use this feature, select the Formula variance type on the Create BalanceException page and then select the formula that you created from the Formula ID eld.

Using Balance Variance TypeTo reference two balances in the balance exception equation, select the Balance variance type on the Create BalanceException page and then select the Target Balance Name and Target Dimension Name. The context values forTarget Dimension Name are inherited from the Dimension Name you select on the left-hand side of the CreateBalance Exception page as the rst dimension. No additional contexts are set for Target Dimension Name.



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Examples of Balance ExceptionsBalance exceptions dene the criteria that you want to use to identify overpayments, underpayments, and trends. Thisinformation helps you detect the balance adjustments needed to correct payments. Here are two examples to illustratetwo dierent types of balance exceptions that you may want to include in your balance exception reports.

You create reports using the Manage Balance Exceptions task in the Payroll Calculation work area.

Track Increases in CommissionsYour company plans to train incoming sales sta on productivity techniques. To identify exceptional sales sta in theorganization, you can run a report that lists workers whose commissions increased by 25 percent compared to theiraverages for the previous 3 months. You can set up a balance exception using the values in this table.

Field Values

Balance Exception Name

Commission Increases Over 25 Percent

Comparison Type

Average in Months

Comparison Value

3

Balance Name

Commissions

Dimension Name

Relationship Period to Date

Variance Type

Percent

Variance Operator

Greater than

Variance Value

25

Severity Level

3

Note: Enter a lower value for a high priority exception.

Track Gross EarningsBefore you certify the current payroll run, as a payroll manager, you may want to know if the current gross paymentsare in line with the previous payroll run. The previous run veried the established levels of earnings that the companywants to maintain for the remainder of the quarter. This table provides an example of the values you enter to set up a



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balance exception to nd out if the current gross earnings exceed the gross earnings of the previous period by morethan 10 percent:

Field Values


Gross Earnings

Comparison Type

Previous period

Comparison Value

1

Balance Name

Gross Earnings

Dimension Name


Variance Type

Percent

Variance Operator

Greater than

Variance Value

10

Severity Level

1


Severity Level for Balance ExceptionsSeverity Level controls the order in which the exceptions are displayed in the balance exception report. While dening abalance exception, enter a severity level to specify the priority of the exception. An exception with a lower severity levelhas a higher priority than one with a higher severity level value.

When you run the Balance Exception Report, you can take an action on the exception basis the severity level dened forthe exception. For example, suppose you have the following two exceptions:

• Net Pay less than 100

• The dierence in Base Salary from previous period to current period is 1000

Ideally, you should enter a lower value for the rst exception, so that when you run the Balance Exception Report, thepayroll user can rst look into reconciling the lower Net Pay exception.

Note: The value you enter has no impact on the balance exception calculation.



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Balance Exception Formula TypeUse the Balance Exception formula type to create formulas to return reference values for comparison in BalanceException reports.

On the Create Balance Exception page, enter Formula in the Variance Type eld, and then enter the name of theformula that you create using this formula type in the Formula Name eld.

ContextsThese contexts are available to all formulas of this type:

• EFFECTIVE_DATE

• PERSON_ID

• HR_ASSIGNMENT_ID

• TAX_UNIT_ID

• PAYROLL_RELATIONSHIP_ID

• PAYROLL_REL_ACTION_ID

• PAYROLL_TERM_ID

• PAYROLL_ASSIGNMENT_ID

• LEGISLATIVE_DATA_GROUP_ID

• PAYROLL_ID

• CALC_BREAKDOWN_ID

Database ItemsYou can reference any database item in the fast formula that uses any of the listed contexts.

Input VariablesYou can’t use input variables for this formula type. This formula is run by the balance exception report for each personrecord. It returns the reference value for that employee for comparison with the balance value that’s congured in therespective balance exception.

Return ValuesThese return values are available to formulas of this type:

Return Value Data Type Required Description

REFERENCE_ VALUE

Text

Y

Returns a reference valuefor comparing in the balanceexception report.

REFERENCE_INFO

Text

Y Returns the text that’s

displayed in the Reference



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Return Value Data Type Required Description

eld in the balance exceptionreport.

Sample FormulaThis formula returns 100 as a static value when the balance exception report it’s associated with is run.

/************************************************************FORMULA NAME: SAMPLE_BEX_FORMULA_1FORMULA TYPE: Balance ExceptionDESCRIPTION: This is a sample formula that returns a static value.Formula Results: reference_value - Reference Value for comparison in the Balance Exception Report. reference_info - Reference Value for reporting in the Balance Exception Report.*************************************************************/reference_value = 100reference_info = 'Ref Info'RETURN REFERENCE_VALUE,REFERENCE_INFO /* End Formula Text */

This formula returns a gap test global value and reference information when the balance exception report it’s associatedwith is run.

Note: GAP_TEST_GLOBAL_1 is the name of a user dened global value.

/************************************************************FORMULA NAME: SAMPLE_BEX_FORMULA_2 FORMULA TYPE: Balance ExceptionDESCRIPTION: This sample formula returns a Global Formula Results: reference_value - Reference Value for comparison in the Balance Exception Report. reference_info - Reference Value for reporting in the Balance Exception Report./************************************************************reference_value = GAP_TEST_GLOBAL_1reference_info = 'Ref Info' RETURN REFERENCE_VALUE,REFERENCE_INFO/* End Formula Text */

This formula multiplies the year-to-date gross earnings by 75 percent and returns the value when the balance exceptionreport it’s associated with is run.

/********************************************************FORMULA NAME: SAMPLE_BEX_FORMULA_3FORMULA TYPE: Balance ExceptionDESCRIPTION: This sample formula returns a Balance Value Formula Results: reference_value - Reference Value for comparison in the Balance Exception Report. reference_info - Reference Value for reporting in the Balance Exception Report./*********************************************************ytd_value = GROSS_EARNINGS_ASG_YTDreference_value = 0.75* ytd_valuereference_info = 'Ref Info' RETURN REFERENCE_VALUE,REFERENCE_INFO/* End Formula Text */



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Adjust Individual Balances

How to Make Balance Adjustments for Incorrect State TaxJurisdiction

Watch video

This topic shows how you can make a balance adjustment for incorrect state tax jurisdiction for an employee. Abalance adjustment when processed by the payment processing, defaults based on the corrected jurisdiction and theadjustments made to negate the computed incorrect state income tax.

In this example, an employee, Patricia Smith, is employed at California, but, her work place is erroneously set to Illinois.This results in incorrect state tax being processed for Patricia.

As a Payroll Administrator, these are the corrective actions you must complete:

1. Contact an HR Specialist to access Patricia's employment records and correct the work place in Patricia's recordfrom Illinois to California.

2. Use the Adjust Individual Balances task in the Payroll Calculation work area to make the balance adjustments.

Here's the list of steps to adjust the balances coded to the incorrect state jurisdiction.

1. Select the Adjust Individual Balances task in the Payroll Calculation work area.2. Enter Patricia Smith in the Name eld in the Search window.3. Enter a date in the Eective-As-Of eld to narrow your search. Click Search.4. In the Search Results, click Smith, Patricia.5. In the Adjust Individual Balances section, under Element Details Subsection, click the Element Name drop-

down list box.Check that all the elements relevant for the employee is listed here. If an element is not included here, you mustset up the element eligibility and ensure that the employee meets the eligibility requirements.

6. Select the Residence State Income Tax.7. In the Adjustment Values section, use the State drop-down list and select IL for Illinois state.8. In the Gross eld, enter -2600.9. In the Subject Withholdable eld enter -2600.

10. In the Reduced Subject Withholdable eld, enter -2600.11. In the Tax Calculated eld, enter -145.37.12. Complete the following under the Costing and Payment Details section.

◦ Select Yes for Include adjustment in payment balances so that the balances are refunded or deducted inthe next payroll run.

◦ Select Yes for Include adjustment in costing process so that the costing for the individual balances aredone as soon as the balance adjustments are processed.

13. Click Submit14. Click OK.

Repeat the same process for the employee to enter the positive balance details for California state.

Use the Person Process Results task to view and verify the balance adjustment for Patricia.

1. Select the View Person Process Results task.





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2. Click the Basic search buon.3. In the Name eld, enter Smith, Patricia. Click Search4. In the Search Results, click Smith, Patricia.5. Click the Balance Group drop-down list and select State Income Tax.6. Click Search.

You can see the details of the adjusted balances.

FAQ for Adjust Individual Balances

How can I backdate a balance adjustment?When adjusting a balance on the Adjust Individual Balances page, you can specify the eective date. For example, youmight enter the process date of the payroll run or enter the end date of the last period, such as the month, quarter, oryear. When performing an adjustment from the View Person Process Results page, you can't change the date, becauseyou're adjusting the balance result of the current payroll run.

Can I update a balance adjustment?No, but you can roll back a balance adjustment or process a new balance adjustment.

Time

Time Card Required OptionIf a worker's pay calculations depend on the worker submiing time cards, you must indicate that a time card is requiredat the appropriate employment level. Select the Time Card Required check box for each assignment level that therequirement applies. Don't select the Time Card Required check box for these scenarios:

• A salaried employee completes project time cards for billing purposes, but isn't paid based upon those timeentries.

• An hourly employee is normally paid based on a predened work schedule and only submits a time card forovertime or when absent.

Select the Time Card Required OptionYour role determines where typically you select the Time Card Required check box:

• HR specialists can select the check box on the Employment Information page of the new hire ow.

• Payroll managers and payroll administrators can select the Manage Payroll Relationship task in the PayrollCalculations or Payroll Administration work areas. The Payment Details section of the Manage Person Detailspage includes the Time Card Required check box on the Assignment sections.

This table shows which hours the payroll calculation uses for elements with a calculation rule of hours multiplied by rate.

Time Card Required Hours Used in Calculations

Yes

Time card entries



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Time Card Required Hours Used in Calculations

No

Work schedule, unless you enter hours as element entries

Related Topics

• Create Elements for Time Cards

Process Time Entries in PayrollMost time card applications and providers apply validation rules when employees submit their time cards. Typically,you import time entries to payroll by submiing the Load Time Card Batches process. The process validates that thepersons in the batch are eligible for the time card elements, and rejects records for terminated employees.

Aspects of working with time card entries include:

• Validating time card entries

• Importing time for terminated employees

• Resolving transfer errors

• Viewing time card entries

• Viewing costing overrides

• Correcting time card entries

Validate Time Card EntriesYou use the Load Time Card Batches task to transfer time card entries to payroll from Oracle Fusion Time and Laboror a third-party time provider. The payroll application validates the time card entries to conrm that the employee isn'tterminated and is eligible for the element.

Import Time for Terminated EmployeesTo avoid release of information on planned terminations, time providers usually hide and ignore the future terminationdate until it's formally announced. employees reporting time in Time and Labor can report time entries beyond theirtermination date, without any indication that they're ineligible for the time entered. Line managers can view andapprove these entries, but the Load Time Card Batches process will reject time card entries beyond the terminationdate.

Resolve Import ErrorsResolve the underlying problem for the error in the Time and Labor application, and then import the corrected entry.Don't manually correct errors in payroll.

For example, if you use Oracle Fusion Time and Labor, you can take the following steps:

1. The payroll manager rolls back individual records or the entire transfer process in payroll.2. The Time and Labor administrator corrects the cause of the error, and resets the status of the corrected time

cards to Submied. The administrator routes the time card for approval.3. The next time the payroll manager imports the time cards using the Load Time Card Batches process, the

process retrieves the corrected time card entries.




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If you use a third-party time provider, you can roll back the Load Time Card Batches process. After resolving thetransfer error with the time provider, you resubmit the Load Time Card Batches process.

You can continue to import corrected time card entries until the payroll calculation starts for the payroll period thatincludes the entries. Corrections submied after that time are processed as a retroactive change in the next payrollperiod.

View Time Card EntriesSubmiing the Load Time Card Batches process creates or updates a time calculation card for each person included inthe batch. Use the Manage Calculation Cards task in the Payroll Calculation work area to view time card entries. There'sonly one time calculation card for each payroll relationship. The card includes time entries for multiple assignmentsfor the same payroll relationship. It displays the employee's time entries for the eective-as-of-date specied on thesearch.

View Costing OverridesSome time aributes associated with element entries, such as costing overrides, aren't stored on the calculation card.You can view these entries using the Manage Element Entries task in the Payroll Calculation work area. The Costingtab on Manage Person Details page displays the costing overrides for the eective date used for your search. Costingentered on the time card is at the element entry level, which overrides costing at the every level except the priorityaccount.

This table shows you how the element that displays the costing override depends on the element category and theelements generated by the template.

Category Selected When Creating theElement

Related Elements Generated byTemplate

Element with Costing Override

Time Card category

Yes

Related calculation element Costing is dened on the elementeligibility record of the results element.Submiing the Load Time Card Batchesprocess displays costing for imported timeentries on the calculation element.

Time Card category or Standard category

No

Base element

Standard category and you submit theCalculate Time Card Components process

Yes

Related element with the sux CIR

For example, the employee might select a cost center on the time card to reect where the employee worked overtime.When the payroll calculation process derives the account number for the overtime element, it uses the cost center fromthe time card. You can view the costing override on the person's calculation card. After you submit the payroll run, youcan view the costing results on the Person Process Results page.

Correct Time Card EntriesAny updates and corrections must occur in the application used to report time. You can continue to import new andupdated time entries to payroll until you calculate the payroll for the period that includes the time entries.



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If you import a late time card after the payroll is run for that payroll period, you can still process that time entry. Use oneof the methods shown in this table.

Method Action

Pay the time card entries in the nextpayroll period as retroactive pay

Submit the Recalculate Payroll for Retroactive Changes process in the Payroll Calculation workarea. The process creates retroactive element entries for each element that has a retroactive change.If the imported time card entry includes a rate change, the element's formula recalculates theamount.

Process QuickPay

1. Roll back the records processed for the employees from the payroll run.2. Submit the Calculate QuickPay process from the Payroll Calculation work area.

Process employees in a separatepayroll run

1. Roll back the records processed for the employees from the payroll run.2. Create a payroll relationship group that includes these employees and process a payroll

run for the time card entries.

Related Topics• File Format for Importing Time Entries to Payroll• Import Time Card Entries to Payroll• Create Elements for Time Cards

Time Element Value DenitionsThe time element value denition captures and calculates time in cloud payrolls. The elements in this category createvalue denitions used in time cards. And the calculation steps are associated with the calculation element that's createdby the time template.

Value Denition - Name Value Denition -CalculationType

Description Calculation Step-Name

<Element Name> ElementRate and Payment Rate

Rate Denition

You can calculate time usinga rate denition. The ratedenition details will becaptured on the element rate.A default rate denition canbe dened when you create atime element. Alternatively, arate denition can be capturedon the time card and passedto payroll from your timeproduct. The payment rateidenties if there is no ratedenition for the time.

Time Element Rate andPayment Rate

<Element Name> RateAmount

Flat Amount

You can calculate time usinga at amount such as $22 perhour or $0.75 per mile. The

Rate Amount

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amount can be entered on thetime card. Alternatively, if thevalue is a xed amount it canbe entered as a default on therate amount value denition.

<Element Name> ConversionFormula

Text

When you create a timeelement you must specifya conversion formula. Thisformula converts a rateamount to the appropriateunit of measure. For example,if an annual amount iscaptured for an hourlyelement this formula wouldconvert the annual amountinto an hourly amount.

Note: This isn't createdfor elements with a unitof measure.

Time Card Rate ConversionFormula

<Element Name> ReportingUOM

Text

The reporting value denitioncaptures the unit of measureof the time element. Thisis derived based on thecalculation unit selected forthe element and will be eitherhours, days or units.

-

<Element Name> Time Factor

Flat Rate

Optionally you can applya percentage to the timecalculation. For example,the time calculation couldbe based on $22 * 50%. Thefactor value can be entered onthe time card or entered as adefault on the value denition.

Note: If the percentagevaries based on criteria,such as the worker'slocation, then the detailsshould be captured onvalues dened by thecriteria.

Time Factor

Time

Flat Amount

The predened time valuedenition captures thenumber of time units worked.For example, '8' hours or '2'units.

Time Card Unit



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Expedite

Text

The predened expedite valuedenition identies if the timehas been marked for inclusionin an expedited payroll run.

Expedite

Override Pay Method

Text

The predened overridecheque payment methodcaptures the organizationpayment method forexpedited time.

Override Pay Method

Override Cheque Printer

Identier

The predened overridecheque printer capturesprinter details for an expeditedtime.

Override Cheque Printer

FAQs for Time

What happens if a time card is transferred after the payroll run starts?The payroll run doesn't process the time card entries. Perform one of these actions to process these entries:

• For the current payroll period, perform one of the actions:

◦ Process the entries as an additional payroll run.

◦ Mark the process for retry.

◦ Submit QuickPay calculations to calculate and pay the time worked.

• For the next payroll period, process the entries as retroactive pay.

The application creates element entries for the adjusted entries, which are included as retroactive pay in thenext payroll run.

What happens if time is reported beyond a termination date?Employees can enter time beyond their termination in many time applications, but the Load Time Card Batches processrejects time card entries for:

• Entries for elements beyond the termination date

• Entries for elements that are end-dated

• Entries where the element eligibility criteria no longer applies

To avoid release of information about planned terminations, several applications, such as Oracle Fusion Time andLabor, hide and ignore the future termination date until it's formally announced. Employees reporting time in Time andLabor can report time entries beyond their termination date, without any indication that they're ineligible for the time



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entered. Line managers can view and approve these entries. The Load Time Card Batches process rejects the entriesbeyond the termination date.

Related Topics• How Terminations Aect Payroll Processing

Can I correct a time entry in payroll?You can't correct time card entries displayed within the calculation cards. You correct reported time in the time cardapplication and then transfer the time cards to payroll.

Absence

Rates Used to Calculate Absences in PayrollYou can specify a rate for use in calculating an absence in an absence plan or an absence element. When processingabsence entries in a payroll run, the formula associated with the absence element uses the Rate Converter globalformula to convert rates. The formula checks for a rate in this sequence.

1. Absence plan2. Absence element3. Compensation salary element

Absence PlanIn Oracle Fusion Absence Management, you can select a rate rule on the Entries and Balances tab of the Create AbsencePlan page. The rate rule calculates the units passed to payroll when you record an absence. You can select rate rules forthe absence payment, nal disbursement, discretionary disbursement, and liability balance calculation.

For third-party absence providers, the application transfers the rate information and override rates in the XML leaached to the Load Absence Batch process.

Absence ElementIf you don't specify rates in the absence plan, you can specify a rate when you create the absence elements. The typeof absence information determines the rates you can select. For example, for plans where you transfer accrual balancesand absences, you can select dierent rates for these calculations.

• Absence payments

• Discretionary disbursement

• Final disbursement

• Liability balance rate

As best practice, specify a rate in either the plan or the element. If you specify in both, ensure the rate for the element issame as the rate you selected in the corresponding plan.

Compensation Salary ElementIf the formula doesn't nd a rate specied in the plan or the element, it uses the compensation salary element.

When you associate a payroll element to a salary basis, you specify an input value that holds the base pay on a worker'selement entry. The monetary amount or rate recorded in the element entry is the salary value in the worker's salary



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information held on the assignment. If you specify a rate, the formula uses this rate if it doesn't nd one dened in theabsence plan or absence element.

Related Topics• Dene Payroll Elements to Process Absences

Calculation Cards

Enterable Values on Calculation CardsSome values entered on a calculation card override values dened in a calculation value denition. For example, youmight set a default tax rate for the legislative data group, and allow the rate to be overridden by a at amount enteredon a personal calculation card.

The following table explains where you can enter override values on calculation cards. It also provides the order in whichthe Calculate Payroll process checks for values entered on calculation cards. When the process nds an entered value, itstops checking and uses the values dened at that level.

Order Type of Values Task Oering/Functional Area

1

Values for a payrollrelationship on any type ofcalculation card

Manage Calculation Cards

Payroll Calculation or PayrollAdministration

2

Values for a tax reporting unitfor certain deductions, whichvary by country or territory

Manage Legal Reporting UnitCalculation Cards

Oering: WorkforceDeployment Functional Area: Payroll Task: Manage Legal ReportingUnit Calculation Cards

3

Values for a payroll statutoryunit for certain deductions,which vary by country orterritory

Manage Legal EntityCalculation Cards

Oering: WorkforceDeployment Functional Area: Payroll Task: Manage Legal ReportingUnit Calculation Cards

Allowing Enterable Values on Calculation CardsThe ability to enter values on calculation cards is controlled by the Enterable Calculation Values on Calculation Cardssection of the calculation value denition:

• For user dened calculation value denitions, you can specify an enterable calculation value in this section. Youprovide:

◦ The display name to appear on the calculation card.

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48

◦ The value type, such as total amount or additional amount.

• Enterable values for statutory and involuntary deductions are predened. You can't allow new enterable valuesfor predened calculation value denitions.

Enterable Value TypesThe list of value types available for entry depends on the calculation type. For example, you can allow users to enter thepercentage value for a at rate calculation or the monetary value for a at amount calculation.

The following value types are available for all calculation types except text:

Value Type Description

Calculation value denition

Uses the calculation value denition entered on a calculation card to calculate the amount.

Total amount

Uses the amount entered on the calculation card as the total amount.

Additional amount

Adds the amount entered on the calculation card to the calculated amount.

Related Topics

• Calculation Value Denitions Examples

• Examples of Creating Calculation Cards for Deductions at Dierent Levels

Review and Update Calculation Value Denitions for theDeductionYou can view and update the contribution rules and limit rules created for the pension deduction. You can also enter adefault payee.

For example, to change the at amount deduction value for the employee contribution:

1. On the Manage Calculation Value Denitions page, enter the element name and select your legislative datagroup.

2. Click Search.3. Select Pension Plan - Salaried Flat Amount for Employee Contribution in the search results.4. Select Total amount in the Enterable Calculation Values on Calculation Cards section.5. Click Edit then Update in the Calculation Values section.6. Enter the new deduction amount in the Flat Amount column.7. Click OK.8. Click Submit.9. Click Done.

Related Topics

• Considerations to Enter Calculation Values for Pensions

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FAQs for Calculation Cards

How do I manage calculation cards for tax reporting units and payroll statutory units?For payroll statutory unit (PSU) cards, you can use the Manage Legal Entity Calculation Cards task in the Setup andMaintenance work area as part of the Workforce Deployment oering. For tax reporting unit (TRU) cards, use theManage Legal Reporting Unit Calculation Cards task in the Setup and Maintenance work area as part of the WorkforceDeployment oering. First you select the PSU or TRU as the scope for the task.

How to Congure a Personal Calculation CardThis example demonstrates how to congure a calculation card at the payroll relationship level. The calculation cardcaptures information for an income tax deduction that varies depending on a person's tax ling status.

Prerequisite1. Ensure that your legislation supports an income tax deduction.

If it does, the necessary calculation card denition and calculation components are predened.

Congure the Calculation Card1. In the Payroll Administration or Payroll Calculation work area, select Manage Calculation Cards.2. Enter and search for the person's name and legislative data group in the Search section.3. Click the person's name in the Search Results to open the Manage Person Details page. Any available

calculation cards appear in the Search Results.4. Click Create to open the Create Calculation Card window.5. In the Name eld, select Statutory Deductions as the calculation card type.6. Click Continue to display the Manage Calculation Cards page.

Note: Use the Calculation Card Overview pane to view the component groups associated with thiscalculation card. In this example, you should see a Taxes component group. A calculation card maycontain multiple component groups.

Congure Calculation Components1. In the Calculation Card Overview pane, click the Taxes node.2. In the Calculation Component section, click Add Row to open the Create Calculation Component window.

Note: You may see a country-specic template instead of the Calculation Component andComponent Details sections.

3. In the Calculation Component eld, select Income Tax.4. Click OK.

Congure Calculation Component Details1. In the Calculation Component Details section, click Create.2. In the Calculation Component Details eld, select Income Tax Details.3. Click OK.4. Complete the elds displayed in the Component Details section. For this example, select the person's tax ling

status in the Tax Code eld.Note: Component details vary for each calculation component. For some components, you can alsoenter amounts, rates, or other values. If you can enter values, the Enterable Values on CalculationCards tab appears. For this example, no values can be entered.



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Dene an AssociationAssociations link a calculation card or component with a tax reporting unit.

1. In the Calculation Card Overview pane, click the Associations node.2. Click Create.3. Select your legislative data group and click OK.

Since you didn't select a calculation component, the tax reporting unit is associated with all components on thecard.

4. Select the new association in the Associations section, click Create in the Association Details section.5. Select the calculation component you just congured, click OK.6. Click Save and Close.

Why can't I create calculation components or component details for a personalcalculation card?The calculation card denition determines which components and component details you can create. For some cardtypes, you can only create one calculation component of any particular type. If you're trying to create a calculationcomponent that varies based on one or more references (such as a tax that varies based on a person's place ofresidence), you must select the reference in the Calculation Card Overview pane before you can add the component.You can't create component details until you create a calculation component.

Why can't I end or delete a calculation card, component, or component details?You can't delete a calculation card or component until you have deleted all its child components and details. Startingfrom the boom of the hierarchy, delete the child components in the following order: association details, associations,component details, components, and calculation card. Additional rules and restrictions, specic to your localization, mayapply.

How do I set the end date for a calculation component?Select the date in the Eective As-of Date eld on the Manage Calculation Cards page before you select the EndDate action for a calculation component or component detail. Make sure that the end date you enter for any parentcomponent isn't earlier than the end date of any child component.

How do I suspend a calculation component?First, you must end all component details. Then set the end date for the calculation component on the personalcalculation card. To suspend all calculation components on a calculation card, end all the calculation components.Then set the end date for the calculation card. If you want to resume payments at a later date, adjust the end datesaccordingly. This is useful, if you need to temporarily suspend a contribution to a charitable organization or retirementfund.

Related Topics

• What happens when I end date an object

How Entries of Personal Calculation Cards Fit TogetherPersonal payroll calculation cards capture information specic to a particular payroll relationship. Payroll runs use thisinformation to calculate earnings and deductions. Actions such as hiring a person or loading data may create somecards automatically. Otherwise, you can create the card manually. You can also add components to cards and entercalculation values, which may override default values. Additionally, you can associate the card with a tax reporting unit.

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To view and manage calculation cards use the Manage Calculation Cards task in the Payroll Administration or PayrollCalculation work area.

Card TypesThe types of calculation cards you can create and the type of information captured on a card vary by country orterritory. Examples include cards for:

• Statutory deductions

• Involuntary deductions

• Time card entries

• Absences

• Benets and pensions

Additional cards may be available to capture information for reporting purposes.

Card CreationIn countries where all employees are subject to the same set of statutory deductions, the application automaticallycreates one or more statutory deduction calculation cards. These cards are created when you hire a new employee. Inother countries, you must create calculation cards manually.

For other card types, you create calculation cards as needed for each employee. If you load absence, time card, orpension data from another application, the application automatically creates the calculation cards.

Calculation Components and Component GroupsThe Calculation Card Overview pane shows a hierarchy of calculation components within component groups. Forexample, child support, education loan, and alimony are calculation components in the US involuntary deductioncomponent group.

Each component relates to an element, such as an income tax deduction. Adding a calculation component to the cardcreates an entry for the related element.

A calculation component may have one or more references that dene its context, such as the employee's place ofresidence or tax ling status.

Click a row in the Calculation Components table to see component details. Use the Component Details section to enteradditional values used to calculate the component.

Note: For some countries, the Manage Calculation Cards page doesn't include the Calculation Componentsand Component Details sections. Instead, the layout of the page is specic to the data items required for thecountry.

Enterable Calculation ValuesWhen you select a calculation component, you may see the Enterable Calculation Values on the Calculation Card tab.Here you can enter specic rates or other values for the person, which may override default values held on a calculationvalue denition. For example, if an employee qualies for a special reduced tax rate, you enter the rate as an enterablevalue on their personal calculation card.

You can't override values loaded from another application, but you may be able to add values, such as adding additionalcontributions to a pension deduction.



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Tax Reporting Unit AssociationsClick the Associations node in the Calculation Card Overview pane to associate a tax reporting unit with the card.Associations determine:

• Which rates and rules held at tax reporting unit level apply to the calculation of the components

• How the calculations are aggregated for tax reporting

Rules about what you can enter here vary by country:

• Typically, all components on a calculation card are associated with the same tax reporting unit by default.

• You may be able to associate individual components with dierent tax reporting units.

• If a person has multiple assignments, you may be able to associate specic assignments with calculationcomponents.

Related Topics

• How do I associate calculation components with tax reporting units and assignments on a personal calculationcard

Earnings and Deductions

What should I do when an involuntary deduction is fully paid?Update the end date of the calculation component on the involuntary deduction calculation card.

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Chapter 4Payroll Processing

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4 Payroll Processing

Payroll Run

How Element Processing Sequence is DeterminedYou can set a predened sequence in which a payroll run processes elements. An element's primary classicationdenes a default processing priority for the element in payroll runs. Lower priority numbers process rst.

Most classications also have a priority range. You can override the default processing priority. To set the priority,edit the element on the Element Summary page. Seing a specic priority establishes the order in which the elementprocesses with respect to other elements in the classication.

Sometimes you must prioritize the processing of certain element entries for an individual person. For example, you mayneed to determine the precise order in which deductions taken for wage aachments process for a person. In this case,enter a sub priority number for element entries.

How Net-to-Gross Earnings are CalculatedWhen you create an earnings element, you can indicate that it pays a specied net amount. Use this feature, if you needto pay a person:

• Guaranteed take-home pay (net) per payroll period

• Bonus of a specied net amount

To create an earnings element, use the Manage Elements task in the Payroll Calculation work area.

You can create a net-to-gross (gross-up) element for any recurring or nonrecurring earnings element using theseprimary classications:

• Standard Earnings

• Supplemental Earnings

• Taxable Benets (Imputed Earnings)

Seings That Aect Net-to-Gross ProcessingDene the deductions that are used to calculate the gross amount from the specied net amount.

Answer Yes to the Use this element to calculate a gross amount from a specied net amount? prompt in theelement template to create the element as a gross-up element.

In each element entry, specify the limits of the gross-up processing as follows:

• In the Net value, enter the value you want the employee to receive.

• In the To Within value, enter the allowed dierence between the desired amount and the actual amount. Thislimit can't be 0.



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Note: If these values are the same across most entries, you can enter a default value on the element eligibilityrecord.

How Formulas Calculate the Gross AmountThe formulas for net-to-gross processing perform these actions:

1. The predened GLB_EARN_GROSSUP iterative formula takes as input the desired net amount (Net input value)and the amount by which net can dier from the desired amount (To Within input value).

2. In the rst run, the formula performs these actions:

a. Sets the lower gross limit to the desired net amount, and the higher gross limit to twice the desiredamount.

b. Runs a function to provide the rst guess of the gross.c. Returns three values to the element's input values: low gross, high gross, and additional amount.

3. The element's payroll formula runs. The formula adds the additional amount to the desired amount for creatingthe gross amount. The formula returns this value to the element's pay value for the payroll run to process.

4. In the next iteration, the iterative formula compares the additional amount to the total value of the balancesthat are available for gross-up for this element entry. The additional amount must not dier from this balancetotal by more than the amount you specied in the To Within eld.

◦ If the additional amount equals the balance total, the iterative processing ends.

◦ If the additional amount is higher or lower than the balance total by an acceptable margin, the processingends. The formula returns the remainder (additional amount minus balance) to the element's Remainderinput value.

◦ Otherwise, the formula runs the function to generate a beer estimate for gross, using the remainder todetermine by how much to change the guess. The formula checks the results in another iteration.

Related Topics

• Element Eligibility

• Overview of Using Formula Components

• Element Input Values

• Create a Net-to-Gross Earnings Element

Restrict Payroll ProcessingSelect rules to control which payroll relationships and which elements to process in a payroll run. For example, askip rule or frequency rule. Specify ow parameters when you submit the calculation process to restrict the payrollrelationships and further restrict the elements that the run processes. For example, Calculate Payroll or Calculate GrossEarnings.

Restrict the Elements Processing Based on RulesWhen you create an element, specify eligibility rules that control who's eligible to receive an element. You can alsocreate skip and frequency rules that control which recurring elements the payroll run processes.

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Rules Use To Examples

Skip

Determine whether to include or excludethe element entry for the person usingrules in a formula

A once-each-period rule stops recurringelement entries from processing morethan once in a payroll period.

Frequency

Specify which payroll periods to processthe entries

A frequency rule might specify that theformula processes an element only on therst and third weeks of a month.

Restrict the Records to Process Based on Flow ParametersAs this table shows, specify ow submission parameters to restrict the number of records for the calculation process.

Parameter Use To

Payroll Relationship Group

Restrict processing to the payroll relationships within the group, which you can dene usingstatic or dynamic rules, based on payroll relationship or assignment information.

Element Group

Restrict processing to the elements in the group, which you can dene by selecting elementclassications and including or excluding specic elements.

Run Types Determine which payroll calculations to perform and how to pay the results. The application

processes an element in all the run types, unless you set up the element in these ways:

• To process separately• As a trigger for a run type, in which case it's automatically excluded from the other run

types

This table shows the ow submission parameters for the calculation process including dates that control which recordsto process:

Date Required? Comments

Process Date

No

Usually the payroll run date of your payrolldenition.

Payroll Period

Yes

Used to derive other dates for processing.

Date Earned

Yes Identies these element entries

• To include in the payroll run• That belong to a proration group

and ended within the payroll period



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Related Topics


How Terminations Aect Payroll ProcessingInitiating a termination automatically sets dates that control when the person's element entries end. The eect dateof a termination on payroll relationships and assignments depends on the type of termination and country or territorypayroll relationship rules.

Entry Dates That Aect ProcessingElement setup determines which element duration date is signicant for a specic element. The termination processsets the end dates automatically.

Note: If a person has multiple assigned payrolls, the termination process sets the last standard process datefor all active payroll records for each assignment to the latest date.

How Terminations Are ProcessedWhen you terminate an assignment or entire work relationship, the application terminates the appropriate payrollrecords. The type of termination and the payroll relationship rule for the country or territory determines which payrollobjects the process terminates.

Update Personal Payroll Information for a TerminationWhen you receive notication of a termination, perform these tasks in the Payroll Calculation work area, either manuallyor as part of a payroll termination ow:

• Update element entries, for example, enter severance payment details on the Manage Element Entries page.

• Verify termination dates and element duration dates on the Manage Payroll Relationships page.

• Update personal calculation cards to provide information required for tax reporting on the Manage CalculationCards page.

If you use Oracle Fusion Global Payroll for payroll processing, your termination ow might include one or moreautomatic or manual tasks such as the ones listed above. You can use this work area to manage these ows:

• Payroll Dashboard to view the details of payroll termination ow tasks and navigate to any items requiringaention

• Payroll Checklist to view the status and results of tasks in an active ow

Related Topics

• Terminations


• How to Set End Dates for Terminations

• Payroll Relationship Rules



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FAQs for Payroll Run

How can I remove someone from the payroll run?Roll back the person's record from the View Person Process Result page. Subsequent tasks, such as the CalculatePrepayments task, may have locked the person's record. If so, you must roll back these tasks before you can roll backthe payroll calculation record.

When you can't delay the main payroll run while you complete the correction, remove the person from the run tocorrect a problem later. You can roll back the record, make the corrections, and then submit a QuickPay ow to calculatethe person's run results.

How can I receive payroll notications in the payroll dashboard?You can receive payroll notications when you're the ow owner or the task owner named on the payroll ow checklistand notications are enabled for the task. Use the Manage Flow Paern page to set the ow paern notications toreceive them when the status of the task is complete. Marking the task complete removes its notication from the list ofnotications.

Payroll Calculation

Consolidation GroupsDene and use a consolidation group to process the results of more than one payroll run in a single action. You canalso process the results for one payroll in separate actions. For example, you can submit a regular payroll run and asupplementary payroll run for the same payroll period. If the regular run and supplementary run both belong to thesame consolidation group, use a single consolidation group to process all the results for the post-run processing.Optionally, you can enter a dierent consolidation group for the supplementary payroll run and use it to process thepost-run results for the supplementary payroll separately from the regular payroll. You can produce one set of resultsper payment method for several payrolls, one set of reports, and one set of costing groups. These are runs you make inaddition to your regular payroll runs.

Use the Manage Consolidation Groups task in the Payroll Calculation work area to create consolidation groups.

To create a consolidation group:

1. Select the Manage Consolidation Groups task in the Payroll Calculation work area.2. On the Manage Consolidation Groups page, click Add Row.3. Enter a Name and select a Legislative Data Group. Adding the Description is optional, but it's useful to

provide.4. Click Save.

Examples of Consolidation Group UsageUse the Manage Consolidation Groups task from the Payroll Calculation work area to create consolidation groups. Hereare some examples of how you can use consolidation groups.



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Post-Run ProcessingConsolidation groups facilitate separating payroll run results for supplemental processing. For most payroll post-runprocessing, you can use the consolidation group as an input parameter. You may want the results of a supplementalpayroll run to be kept separately from those of the regular payroll process that was already performed. To use aconsolidation group to keep supplemental run results separate from the regular payroll runs:

1. Create a new consolidation group used to label the supplemental payroll run.2. Initiate the supplemental payroll run, specifying the new consolidation group as an input parameter.

Separate Costing and PaymentYou can use multiple consolidation groups to control processing. For example, you want to process and pay a particularset of employees separately within a single payroll to keep separate records of payment and costing.

To process employees separately:

1. Create a new consolidation group to specify when running the Calculate Payroll process.2. Create payroll relationship groups that restrict the employees.

You can use rules to identify them dynamically or you can specify the employees by their payroll relationshipnumbers.

3. Run the Calculate Payroll process for each payroll relationship group separately. Specify the originalconsolidation group in the rst run and the new consolidation group in the next run.

Purposes of ReportingYou can use consolidation groups for reporting purposes. For example, you may want to run the Payroll Activity Reportfor a subset of payrolls.

To process the report for a subset of payrolls:

1. Create a consolidation group to specify the payrolls for which you want to run the report.2. Run the Payroll Activity Report, specifying the new consolidation group.

Object Groups

OverviewObject groups are sets of elements or persons. Use object groups to dene subsets of objects for processing orreporting. You can manage object groups from the Payroll Calculation work area.

You can dene one of these object groups.

• Element

• Payroll Relationship

• Work Relationship

Element GroupsUse Element groups to limit the elements processed for payroll, reporting, or cost distribution purposes.

This table explains the usages for an element group.



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Element Group What It Does

Run group

Species the elements to be processed in a payroll run.

Distribution group

Denes the elements on which the cost results are distributed

Conguration group

Restricts the elements that can be updated on the Element Entries page.

All element groups are static. You can select element classication to include in or exclude from the group. You can alsoselect specic elements to include in or exclude from the group.

Payroll Relationship GroupsUse Payroll relationship groups to limit the persons processed for payroll, data entry, and reporting.

Dening a payroll relationship group is a two-step process.

1. Specify a payroll denition. Every group is limited to the payroll relationships assigned to a single payroll thatyou select.

2. Optionally, dene the group to be either static or dynamic.

a. To dene a static group, select the payroll relationships and assignments to include in or exclude fromthe group.

b. To dene a dynamic group, use a fast formula of type Payroll Relationship Group. The formula containsthe criteria to establish the payroll relationships and assignments included in the group. Then, you canindividually select additional payroll relationships and assignments to include in or exclude from thegroup.

Work Relationship GroupsYou can use Work relationship groups to limit the persons processed for human resources and reporting. For example,you can use work relationship groups in your user-dened extracts. You can dene the group to be either static ordynamic.

• In a static group, select the work relationships and assignments to include in or exclude from the group.

• In a dynamic group, use a fast formula of type Work Relationship Group. This formula contains the criteriato establish the work relationships and assignments included in the group. Then, you can individually selectadditional work relationships and assignments to include in or exclude from the group.

Related Topics

• Example of Writing a Fast Formula Using Expression Editor

Expedited Processing

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How Expedited Processing WorksCertain payments are processed outside of the regular payroll run. For example, these runs may be necessary toaccommodate missed payments due to late time card submissions or time card errors. The expedited runs are earlyruns in the current period for adjustments to time cards already processed in the prior periods. These expeditedpayments are made after the regular payroll run payments from a previous payroll cycle.

An employee can have multiple time cards that are adjusted and marked for expedited processing on the same day. Allsuch time card entries are processed in the same expedited run and paid through a single payment.

Seings That Aect Expedited ProcessingThe following seings aect expedited payments:

• Time cards that are identied and marked for expedited processing

• Expedited Processing Rule option on the element

• Following additional values for time and absence elements:

◦ Expedite

◦ Override Payment Method

◦ Override Check Printer

• Expedite Payroll parameter on the Payroll Run

• Override Payslip Availability Date on the Generate Payslips process

How Expedited Payments are CalculatedAs a manager, you identify time cards that come in late or have errors and mark them for expedited processing inthe Time and Labor application. The next expedited processing run includes payments corresponding to such timecard entries. The time card is reset to the default regular payroll run, after every change to the card is processed. For asubsequent expedited run, the manager should necessarily mark the time card for expedited processing. Changes toabsence entries can only be expedited, if entered on a time card.

Expedited processing includes prior period adjustments to time and absence as well as mandatory elements such astaxes and percentage-based deductions. It doesn't process early payment of regular earnings such as salary or atamount-based deductions. Use the Expedited Processing Rule option on the element denition to determine if theelement must be included or skipped for expedited processing.

Time card and Absence elements have the following variables. They determine which element entries are eligible forexpedited processing and payments.

Parameter Description

Expedite

Determines if this time card/absence entry corresponding to prior pay period adjustment is tobe included for expedited processing. If left blank or set to No, the payroll entries are picked upby the regular payroll runs. If set to Yes, the retroactive payroll entry is included for expeditedprocessing.

Override Payment Method

Overrides the payment method on the Prepayments and QuickPay Prepayments process toCheck. You can select this value only for time cards that are marked for expedited processing.If left blank, the employees are paid by their default payment method, either check orelectronic funds transfer.



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Parameter Description

Override Check Printer

Informational aribute that tracks the check printer for expedited time cards marked forexpedited processing and are paid through check. The Override Check Printer value is ignoredif not paid by check. The Payments XML contains the Override Check Printer seing which canthen be referenced within the Bursting File for printing the Checks. The list of printers must becongured within the HCM Common Lookup ORA_ EXPEDITE_ CHECK_ PRINTER.

The Recalculate Payroll for Retroactive Changes task within the Expedited Payroll ow generates retroactive elemententries for the prior pay period adjustments. The retroactive element entries retain the expedited payroll aributes onthe time card. The expedited run includes retroactive entries of only those time cards that are marked for expeditedprocessing.

Select the Expedite Payroll value as Yes on the Payroll Run to identify the run as an expedited run. The run includes allemployees who have at least one expedited processing entry on their time card.

Set the Override Payslip Availability Date to a date earlier than the regular payslip availability date that's dened in thestandard payroll calendar. For expedited payments, the employees don't have to wait for their payslips until the nextregular payroll cycle. They can view their payslips at a date earlier than the regular payslip availability date as dened inthe standard payroll calendar.

Expedited Processing RulesAn expedited payroll run includes only prior pay period adjustments marked for expedited processing. You may choosenot to process regular earnings such as salary or at amount-based deductions for early payments.

Use the Manage Elements task in the Payroll Calculation work area to review payroll elements and to create new ones.Existing time card elements that doesn't have the value denitions and input values, listed in this table, doesn't supportexpedited payroll processing.

Expedited Processing Rule option Description

Based on the element entry value

Initiates expedited processing depending on the other parameters on the time card. This onlyapplies to time card and absence elements that have the three input values for expeditedprocessing and is set automatically during element creation. This means that the applicationprocesses elements with this rule based on the element entry value for 'Expedite'.

Do not include in expedited payrollruns

Applies to elements, such as, Salary and Flat Amount-based Deductions that are processedonly once per pay period. They aren't time card elements. The application includes suchelements only in the non-expedited payroll runs and excludes them from the expedited payrollruns.

Include in both expedited and non-expedited payroll runs

Applies to elements, such as, Taxes and percentage-based deductions. They aren't time cardelements. This is the default behavior when the Expedited Processing Rule is left blank.



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Expedited Payroll FlowUse the Expedited payroll ow to process expedited payments for prior pay period adjustments on the time card. TheExpedited payroll ow is similar to the regular payroll ow. The ow includes a sequence of payroll tasks and reports toidentify, calculate, and make expedited payments.

Use the Submit a Payroll Flow task from the Payroll Checklist or Payroll Calculation work area to submit an expeditedpayroll ow.

Run the expedited ow on demand or schedule the ow to run at a predened date for expedited processing. When yousubmit a Payroll Flow, select Yes in the Expedite Payroll eld, to identify this run as an expedited run.

Time cards that come in late or have errors are identied and marked for expedited processing by the manager in theTime and Labor application. The manager sets the Expedite value to Yes on the time card, so that the payroll entries areincluded in the expedited process. If the Expedite value is Yes, the manager can Override the Payment Method to Checkand also set the Override Check Printer value to a specied printer location.

The Expedited payroll ow processes all time cards that are marked for expedited processing. The next regular payrollcycle processes the unapproved time cards.

Here's the list of tasks in sequence that the expedited payroll ow triggers:

1. The Recalculate Payroll for Retroactive Changes task generates retroactive element entries for the prior payperiod adjustments pertaining to time cards marked for expedited processing. The retroactive element entriesretain the expedited payroll aributes from the time card elements.

2. The Calculate Payroll task includes employees whose time cards are marked for expedited processing andincludes elements congured for expedited processing. Employees without any expedited processing entriesare skipped.

3. The Calculate Prepayments task checks for employees whose payment method is overridden to Check, on thevalue denition of the payroll entry. If no override is found, it uses the usual payment method it would use in aregular payroll run.

4. The Archive Periodic Payroll Results task archives the expedited payroll results for further processing. TheCheck Writer accesses these values through the XML.

5. The Generate Check Payments task picks all the prepayments marked for Check.6. The Make EFT Payments task picks all the prepayments that aren't overridden to check and who have a default

payment method of EFT payments.7. The Generate Payslips task generates payslips for all the employees receiving expedited payments in this ow.

The employees who are eligible for an expedited payment can use the Override Payslip Availability Date to viewtheir payslip. Set the Override Payslip Availability Date to a date earlier than the regular payslip availability datethat's dened in the regular payroll calendar.

Add Override Check Printer in XML FileUse the Override Check Printer aribute on the time card to tag the time card adjustments for expedited payments.You can also mark these expedited time card adjustments to be paid through check even if the employee is normallypaid by EFT.



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Use the Manage Extensible Flexelds for Payroll task in the Setup and Maintenance work area to add the overridecheck printer aribute in the XML le.

1. In the Setup and Maintenance work area, use this task:

◦ Oering: Workforce Deployment

◦ Functional Area: Payroll

◦ Task: Manage Extensible Flexelds for Payroll

2. On the Manage Extensible Flexelds for Payroll page, click Deploy Flexeld.3. In the Conrmation dialog box, click OK.4. Click Done.5. In the Setup and Maintenance work area, use this task:

◦ Oering: Workforce Deployment

◦ Functional Area: Payroll

◦ Task: Manage Enterprise HCM Information

6. On the Enterprise page, click Edit and select Correct.7. In the Global Payroll Element Information to Archive section, click Add.8. For each element entered on the time card, enter these values and click Submit.

Field Value

Legislative Data Group

Appropriate LDG

Element

Any retro result element

Input Value 1

Override Check Printer

QuickPay

How QuickPay Is ProcessedUse the Calculate QuickPay task to submit a ow that calculates the run results for a person without waiting for thestandard payroll run.

For example, use it to:

• Process new-hire or termination payments

• Pay people whose records you removed from the standard run for further processing

• Perform special payments

• Resolve localized problems with a payroll run that requires reprocessing



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Select the Calculate QuickPay task to display the Person page. Based on the person selected and eective date usedfor the search, the QuickPay process displays a single page and checklist. It populates parameters, such as the person'spayroll, date earned, and ow name. You can override these parameters.

The checklist is based on the predened QuickPay ow paern that includes tasks for calculating payroll run results andprepayments, and processing an external payment. You can replace the default QuickPay paern with a user-denedQuickPay ow paern by adding your ow paern to a user-dened table.

Process a QuickPay action using one of the methods listed here.

Method to Use Work Area When to Use

Calculate QuickPay task

Payroll Calculation

• Process all QuickPay actions fromone page using a checklist

• Automatically populate parametersbased on the eective date.

• Process one or more QuickPayows

Calculate QuickPay task on the Actionsmenu of the Manage Person Detailssearch page

Payroll Calculation

Start a QuickPay process immediatelyafter updating a person's element entries

Submit a Payroll Flow task for theQuickPay ow paern

Payroll Checklist

Schedule a QuickPay ow

Seings That Aect ProcessingThe parameters and seings you specify for the tasks in the QuickPay ow determine which records to retrieve andprocess. The QuickPay process calculates the element entries for all the assignments associated with the payrollrelationship, based on the run type and seings specied.

Typical examples of seings that you might change to address dierent processing requirements are given here.

Seings Task Examples

Calculation parameters

Calculate QuickPay

You submit an o-cycle QuickPay process.You override the Date Paid parameter,specifying the same date as the ProcessDate.

Calculation seings

Calculate QuickPay

You exclude the element entry for avoluntary deduction for a QuickPay owthat issues a bonus payment.

Payment seings

Calculate QuickPay Prepayments

You override the default payment seingto issue a check instead of an electronicfunds transfer.



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QuickPay ProcessingThis gure shows the sequence of tasks in a QuickPay ow:

Start of Flow

Calculate QuickPay

Verify Payroll Results

(Manual Task)

Yes

No

View Prepayment

Results(Manual Task)

Calculate QuickPay

Prepayments

Make Payment

Externally?

Skip Flow and Run Payment Process

Make External Payment

End of Flow

Verify Payment

(Manual Task)

Here's the list of tasks in sequence that occurs or you can perform after you submit the Calculate QuickPay task.

1. Calculate payroll run results for the person, based on the seings you provide.2. Verify run results on the View Person Process Results page and mark the process completed.3. Calculate payment distribution using the Calculate QuickPay Prepayments task.

The calculation uses the default payment method and payment source, unless you select to override theseseings in the Prepayments section.

4. Verify prepayment results in the Prepayment Results section of the View Person Process Results page and markthe process completed.

5. Issue an external or internal payment:

◦ Issue an external payment by selecting Make Payment from the Action menu. Verify the payment resultsand mark the task completed.

The Make External Payment task marks the record as paid so that it isn't included in the normal paymentprocess.

◦ Skip the Make External Payments task and issue an internal payment. Select the Skip Flow action for theMake External Payment task to skip the rest of the tasks in the ow and mark the ow as complete. Whenyou're ready, run the payment process, which processes the unpaid payments from this QuickPay andany others that match the parameters you provided when you submit the process.

For example, archive the payroll run and prepayment results, and then Make EFT Payments from thePayroll Checklist or Payment Distribution work areas.

6. Verify the payment results and mark the task as complete.



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When to Run QuickPay: ExamplesThese examples illustrate scenarios where you might want to run a QuickPay ow using the Calculate QuickPay task inthe Payroll Calculation work area.

Pay Separate Check for Employee BonusAn employee receives a special incentive bonus, which you pay separately from the regular pay. The employeedoesn't want any voluntary deductions taken from the bonus pay, such as charitable donations or retirement fundcontributions. Using the Manage Element Entries task, you add the bonus to the employee's element entries. You selectCalculate QuickPay from the Actions menu, and specify the following seings:

• In the Details section, select Supplemental as the Run Type.

• In the Element Entries section, deselect element entries for all voluntary deductions.

Pay New Hire After Payroll Cuto DateA new hire joins the company on the 25th of the month, but the new hire process doesn't complete until the 28th. Bythat time, you have processed the monthly payroll and issued payments. To avoid delaying the person's pay until thenext month, you use the Calculate QuickPay task to submit a QuickPay calculation, and make an external payment.Normal processing of the employee's pay resumes with the next payroll cycle.

Pay Terminated EmployeeHR terminates an employee in the middle of a payroll period. HR requests that you process and pay the personimmediately. You update the employee's payroll information. You use the Calculate QuickPay task to submit a QuickPaycalculation, and make an external payment for the employee's nal pay.

Verify Bonus Payment Amounts Before Running the Main PayrollBefore processing bonus payments in the next payroll run, you want to verify the run results. You might submit aQuickPay process for a few employees and review the results, then roll back the QuickPay calculation.

1. Use the Calculate QuickPay task in the Payroll Calculation work area to submit the QuickPay process.2. When the QuickPay calculation completes, verify the results to conrm that the bonus amount and deductions

are calculated correctly. Don't click Mark as Complete.3. Select the verication task in the checklist. Select Roll Back from the Action menu.4. Select the Calculate QuickPay task in the checklist. Select Roll Back from the Action menu.5. Submit the regular payroll to recalculate this person's run results and to generate payments.

This scenario also applies if you change an employee's payroll information, such as adding a new deduction or updatingthe tax code, and want to validate the change before the next payroll run.

FAQ for Quick Pay

Can I automate a QuickPay ow using a service?No, because QuickPay tasks require user input. The Flow Actions service is only for ows that don't require user action.



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QuickPay Flows

How to Run QuickPay FlowsYou can access and process your QuickPay from the payroll ow or the Calculate QuickPay page. The CalculateQuickPay page streamlines access to some tasks, such as interacting with another ow.

This topic explains how you can work with the ow from the Calculate QuickPay page.

Process Multiple QuickPay Flows and Interact with Other FlowsHere's how you can process a QuickPay for consecutive payroll periods and how to connect a QuickPay process toanother ow.

Task Action to Do

Run QuickPay ows for consecutivepayroll periods

1. Use the Calculate QuickPay task and start a QuickPay ow.2. Select Next from the Action menu to go to the next payroll period.3. Complete the QuickPay ow.4. Select Next from the Action menu to go to the next payroll period.5. Complete the QuickPay ow.

Interact with another ow

1. While working with a QuickPay ow, select Flow Interaction from the Action menu.2. In the Flow Interactions dialog box, add a row.3. Select the last task you will complete.4. Select the destination ow.5. Select the task in the destination ow that will continue processing the QuickPay results.6. Select the Use to Calculate Results check box.7. Click Ok.

Tips to Process QuickPayHere's how you can perform common tasks when working with your QuickPay ow.

Task Action to Do

Quit the QuickPay ow and save it Click the Done or Close buon.

Resume work on a QuickPay owusing the checklist

You can't resume work on the QuickPay ow using the Calculate QuickPay task. Follow thesesteps to resume work on the QuickPay ow:

1. Go to the Payroll Checklist work area.2. On the Overview page, search for and open the QuickPay ow.3. Continue working with the QuickPay ow from the Task Details page.



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Task Action to Do

Roll back tasks Roll back each task in the checklist until you reach the task you want to roll back.

1. Select the last incomplete manual task.2. Select Roll Back from the Action menu.

Skip a ow

1. On the Overview page of the Payroll Checklist work area, search for and select the ow.2. Select Skip Flow from the Action menu.

Skip the remaining tasks, includingones in error, rolled back, or notstarted

Select Skip Flow from the Actions menu.

Submit a QuickPay Flow to Correct a Payroll Calculation ErrorThis example demonstrates how to submit a QuickPay ow for an employee to correct a calculation error that occurs inthe main payroll run.

In this scenario, you complete the payroll calculation but not the prepayments calculation for the weekly payroll run. HRinforms you that an employee took unpaid leave earlier in the month. You roll back the employee's payroll calculation toremove the person from the payroll run, and continue processing the weekly payroll and issue the payments. When youreceive details about the leave from HR, you update the employee's records. You submit a QuickPay process to calculatethe payroll run and prepayments for the employee, and to process an external payment.

Before you start, these are key decisions for this example.

Decisions to Consider In this Example

Is this a regular or supplemental run?

Regular

Should you exclude any elementsfrom the payroll calculation?

No

Do you process the QuickPay resultsin the main payroll run?

No

Here's the list of tasks to submit a QuickPay ow for an employee to correct a calculation error in the main payroll run.

• Roll back the employee's payroll run results.

• Submit a QuickPay process.

• Calculate and verify payroll run results.

• Calculate and verify prepayments.

• Make an external payment and verify the payment results.



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Roll Back and Correct Data1. Before calculating payments for the main payroll run, roll back the employee's run results.2. Complete the weekly payroll run.3. Make the necessary corrections in the person's payroll or HR data.

Submit the QuickPay Flow1. Select the Calculate QuickPay task in the Payroll Calculation work area.2. On the Person page, search for and select the employee.3. On the Calculate QuickPay page, optionally, override the payroll ow name with a more meaningful one. Verify

the remaining information in the Details section.

The Element Entries section refreshes to display all element entries that the QuickPay ow processes. Ensurethat the process includes all element entries.

4. Click Submit Process.5. Click Refresh until the Calculate QuickPay task is complete.6. Click the Verify Payroll Results task in the checklist.7. On the View Person Process Results page, click the person's name in the Search Results.8. In the Statement of Earnings section, verify the information in each of the Quick Reference Summary tabs.9. Click Done to return to the QuickPay process.

10. Click Mark as Complete.

Calculate and Verify Prepayments1. Click the Calculate QuickPay Prepayments task in the checklist.2. In the Prepayments section, optionally, select an organization payment method and payment source.3. Click Submit Process.4. Click Refresh until the Calculate QuickPay Prepayments task completes.5. Click the View Prepayments Results task in the checklist.6. On the View Person Process Results page, click the person's name in the Search Results.7. Verify the prepayment results, including the payee, payment method, payment source, and payment amount.8. Click Done to return to the QuickPay process.9. Click Mark as Complete.

Make External Payment and Verify Payment Results1. Click the Make External Payment task from the checklist.2. In the External Payments section, select the payment and then select Make Payment from the Action menu.3. Enter a check number and the reason you are generating the check externally. Click OK.

The application marks the payment as Paid. This status prevents a payment process that would normally pickup this payment from processing it again.

4. Click Mark as Complete.5. Click the Verify Payment task in the checklist.6. On the View Person Process Results page, click the person's name in the Search Results.7. Verify the payment results. Click Done to return to the checklist.

The payment results shown here should match the prepayment results you veried earlier.8. Click Mark as Complete.



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Examples of Using Flow Interaction for QuickPay FlowsLet's look at some examples to understand how to specify ow interaction when you process a QuickPay aftercalculating QuickPay run results or prepayments.

Merge Flows after Calculating QuickPayScenario: While verifying payroll run results in your weekly payroll ow, you discover an error in the pay amount for anemployee. You remove the person's record from the payroll run, so that you can continue processing the payroll. Youinvestigate the problem and update the person's element entries on the Manage Person Details page. You select theCalculate QuickPay task from the Actions menu. You want to calculate the QuickPay and verify the results, and thenprocess the combined QuickPay and payroll run for the Calculate Prepayments task.

On the Calculate QuickPay page, complete these steps to create the ow interaction.

1. Select Flow Interaction from the Action menu, and specify these details.

From Flow From Task To Flow To Task

Current QuickPay ow

View Payroll Results

Weekly Payroll Flow

Calculate Prepayments

2. Select the Use to Calculate Results option so that the weekly payroll ow includes the results of the QuickPayprocess.

The QuickPay ow ends and merges with the Calculate Prepayments task in the weekly payroll ow.

Merge Flows after Calculating PrepaymentsScenario: Verify the results of your prepayments task for your biweekly payroll ow when you receive notication toprocess the pay for a new hire. You want to generate an EFT payment for the new hire rather than issue an externalpayment. In your enterprise, you archive payroll results before generating payments. Use the Calculate QuickPay task tostart the QuickPay process, and interact with the biweekly payroll ow, as shown in the following table. Select the Use toCalculate Results option so that the biweekly payroll ow includes the results of the QuickPay process.

From Flow From Task To Flow To Task

Current QuickPay ow

View Prepayment Results

Biweekly payroll ow

Archive Periodic PayrollResults

After marking the Verify QuickPay Results task in the QuickPay process complete, the QuickPay ow ends. The ArchivePeriod Payroll Results task includes the results of the QuickPay process.

QuickPay Run Results



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QuickPay SummaryYou can now process QuickPay and view the earning and deduction information for an employee on the QuickPaySummary page.

To generate the QuickPay Summary page:

• Use the Calculate QuickPay task from the Payroll Calculation work area. You are taken to the Payroll PersonSearch page, from where you can search for a person or multiple persons and process the QuickPay using theActions menu.

• Use the Payroll Person Search feature from the Payroll Calculation work area, search for a person or multiplepersons and process the QuickPay using the Actions menu.

There are two QuickPay options:

◦ The QuickPay Payments option to run the QuickPay and Payments process at the same time.

◦ The Simplied QuickPay option to run the standalone QuickPay process.

Use the summary page to view information from the calculation cards and the element entries. The Eective As-of Dateyou enter on the Payroll Person Search page determines the payroll period information for the QuickPay calculations.

The regions of the summary page displays information across the entire payroll period for the date you enter in thesearch. When creating new entries or making updates within a region you must specify an 'Eective Date' for thetransaction to ensure that the correct start and end dates are populated.

The Summary Page has the following regions:

• Standard Entries

• Absence Entries

• Time Card Entries

Here's a list of tasks you can do from the above three regions:

• View details of element entries, absence entries, and time card entries

• Click on an element name to view additional details of entry values and costing

• You can create, end date, or update details contained on the page

• Use the 'Add Element' buon to create multiple elements at a time

• Drill down on the absence date and view all entries for the absence in a separate page

• Expand a time card row to view the property and costing details for the time record

View the Standalone QuickPay Summary PageUse the lter on the standalone summary page to change the view of the data based on the dates you select.

The lter and displayed dates are available at the top right of the page and controls all the regions within the summarypage. If you select a date range within the lter all the regions on the page uses this date range. For instance, you can'tselect a dierent date range for standard entries and another for absence entries.



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QuickPay Standard Entries SummaryYou can view the Standard Entries Summary page from the QuickPay Summary page. The Standard Entries pagedisplays the standard entries that are assigned to an employee.

The page has a summary region from where you can drill down to the details section.

Summary RegionThe summary region displays all the summarized entry values applicable to an element across the entire payroll periodfor the date you enter in the search. The region displays a maximum of ve elements. Use the Show More buon toview additional entries.

To see additional information pertaining to an entry value and costing, click on the element name and this displaysadditional information within a detail region. The element name is read-only as this is the link to the detail page.

• Edit the values on the summary region and update, correct, end date or delete costing information using theActions menu.

• Use the Include or Exclude check box at the header level to include or exclude an entry in the QuickPaycalculations.

• Hover over a name to view additional information regarding the eld name or value. For example, if you hoverover the amount value, you can view the unit of measurement of the amount.

Detail RegionA detail region displays detailed information for the entry you selected in the summary region. The detail regiondisplays detailed information including entry values, the source of an element, whether it has been processed, costinginformation, and history.

• You can see all the entries within the detail page and be able to minimize or maximize each one. You don'thave to go back to the summary to select a dierent entry to view. This enables you to compare entries within asingle page.

• If you select a row in the summary region, the Additional Details Input Values region in the detail regiondisplays the input values for the record.

• The Element Entry Information region displays information about the element entry. For instance, how it wascreated, is it a retroactive entry, assignment number, and so on.

• The Costing Information region displays the costing information for an element entry. By default the costingsegments should be minimized when opening the detail region for the standard entry. This region can becollapsed and opened.

Add ElementsUse the Add Element buon in either of the regions to create additional elements. The Add Element buon opens a newwindow where you can select multiple elements and an eective date. The eective date defaults to the eective date atthe top of the summary page, and the payroll eld defaults to the active payroll. You can enter a dierent eective dateand payroll if required.

You can also enter the assignment, element name and classication, make the element an overridden entry, add areason and enter costing information if required.



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You can select multiple elements when creating rather than creating one at a time. You can also use a saved search forgrouping elements to enter.

QuickPay Absence Entries SummaryUse the Absence Entries page to view on a single page the absence information of your employees passed from theAbsences application to the Payroll application.

You can view the Absence Entries Summary page from the QuickPay Summary page.


Summary RegionThe summary table is a read-only region that displays summarized absence information. It shows the total number ofunits, for example hours, for an absence, broken down by absence type and employment record.

The region displays:

• A summary region for each absence record that spans the eective dates entered on the summary page or theQuickPay period dates. If multiple summary sections are displayed, they're sorted by absence start date withlatest date at top of table.

• The absence start and end date plus the ID for the absence.

• The name of the absence plan, for example Sickness Plan.

• The total number of units, for example hours, for each absence record such as, entitlement, accrual,discretionary disbursement, and nal disbursement.

• Enables you to search for a specic absence type summary record for one or more time cards.

Use the 'Create Absence' buon on the summary table to create an absence record.

Detail RegionA detail region displays the daily information for the selected time card. It will include a breakdown of the time cardentries and other information such as costing.

Use the Detail region to:

• View the detailed information for the selected time card.

• If multiple time cards are displayed in the summary region, navigate to the detail for the other time cards andquickly compare time card details.

• Search for a specic time type record.

QuickPay Time Card Entries SummaryUse the Time Card Entries page to view on a single page the time information of your employees passed from the Timeand Labor application to the payroll application.

You can view the Time Card Entries Summary page from the QuickPay Summary page.




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Summary RegionThe summary table is a read-only region that displays summarized time information. It shows the total number of units,for example hours, for a time card, broken down by time type and employment record.

The region displays:

• A summary region for each time card that spans the eective dates entered on the summary page or theQuickPay period dates. If multiple summary sections are displayed, they're sorted by time card start date withlatest date at top of table.

• Enables you to search for a specic time type summary record for one or more time cards.

Use the 'Create Time Card' buon on the summary table to create a time card record.

Detail RegionA detail region displays the daily information for the selected time card. It will include a breakdown of the time cardentries and other information such as costing.

Use the Detail region to:

• View the detailed information for the selected time card.

• If multiple time cards are displayed in the summary region, navigate to the detail for the other time cards andquickly compare time card details.

• Search for a specic time type record.

View the QuickPay Person Process ResultsRun QuickPay and view the Person Process Results page from the QuickPay Summary page. Use the process resultspage to do the following:

• Drill down into the details for each processed person

• View the task details and parameters used for submission

• See all records that completed, has errors,, or still to be processed

• View analytical graphs

Use the Process Results task from the Actions menu on the Payroll Person Search page to generate the Person ProcessResults page for a person.

The page has three distinct regions as explained here.

Header RegionUse the header region to view static processing information such as Flow Name, Process Name, Payroll Name, PeriodName and so on.

Summary RegionUse the summary region to view summary level information concerning the data that's processed or is being processedfor the selected person. Information contained within this region includes records processed, errors raised, processing



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time, and so on. You can also view analytical graphs that display details of the process such as parameters used, thesubmiing user, and logging information.

Click on an item to view detailed information pertaining to the item. You can view the following information from thisregion:

• Error Messages: Displays all the errors that the process has encountered.

• Record Processing: Displays information regarding total records processed, unprocessed, processing,encountered error, marked for retry, and skipped.

• Process Status: Displays the start time, nish time, and elapsed time of the process.

Process Results RegionUse the process results region to see the records processed with a brief summary of total values processed. Thesummary level information is dependent on the process that has been selected. For example, the payroll process showsthe Gross and Net payments for each employee, whereas costing process shows the total debits and credits for anemployee. You can view the processed information for a list of individuals in a single page.

Use the Actions Menu at the end of each record, to perform any of the following actions on a process:

• Roll Back

• Mark for Retry

• Reversals

• View Results, such as viewing the Statement of Earnings

• View Messages

RetroPay

How Retroactive Pay Is CalculatedRetroactive pay is the recalculation of prior payroll results due to changes that occur after the original calculation wasrun. For example, prior period adjustments backdated to a previous pay period when the payroll department makes acorrection for an error or an employee receives a performance bonus.

You run the Recalculate Payroll for Retroactive Changes process to calculate retroactive pay. This process createsretroactive element entries based on retroactive events but only elements that are set up to include a retroactive eventgroup can have retroactive element entries.

You can view automatically-created retroactive events or create them manually.

Seings That Aect Retroactive PayTo enable retroactive processing of an element:

1. On the Manage Event Groups page, review the types of changes that automatically trigger a retroactivenotication for the predened event group, called Entry Changes for Retro. You can edit this group or create anew event group for the element, if required.

2. On the Create Element Additional Details page, select Yes for the following questions:

◦ Is this element subject to proration?



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◦ Is this element subject to retroactive changes?

3. On the Create Element, select the predened event group or a new group that you have created.

This shows you the retroactive setup.

Retroactive Setup

Payroll Event Group

Proration Event Group

Retroactive Event Group

Element

Is this element subject to proration? - Yes

Is this element subject to retroactive changes? - Yes

Retro Group - Entry Changes for Retro

Retroactive Processing

Retroactive Event Group

Proration

Proration GroupProration Formula

Process Retroactive PayTo process retroactive pay:

1. Review or create retroactive events on the Manage Event Notications page in the Payroll Calculation workarea. You can download results to Excel to view retroactive events in a report format.

2. Submit the Recalculate Payroll for Retroactive Changes process with the Submit a Process or Report task, or theprocess may run automatically as part of your payroll ow. This process creates one or more retroactive entriesto receive the process results and never overwrites historical payroll data.

3. Run the Calculate Payroll process.

Note: Always run the Recalculate Payroll for Retroactive Changes process immediately before you run apayroll. Otherwise, if you run it after the Calculate Payroll process, retroactive adjustments are held over untilthe next payroll period.



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If you don't get the expected retroactive notication, here are some suggestions to review:

• The originating transaction causing the event

• Element setup

• Element eligibility for the person

• The retroactive event group entities and aributes that are set up to trigger retroactive events

• The proration event group entities and aributes setup that triggers proration

This shows you the retroactive processing for a person geing a retroactive pay increase.

Retroactive ProcessingCurrent Period

1 May, 2011 - 31 May, 2011Monthly Payroll

John Smith4% pay increase

Effective: 13 March, 2011

Review events on Manage Event Notifications

John Smith

Backdated change generates a retroactive

event

Are the results as expected?

No

Yes

Submit a Process or Report

Recalculate Payroll for Retroactive Changes

Excel Download of Retroactive Events

John Smith

View events in a spreadsheet?

Yes No

Related Topics

• Create Conversion Formulas for Proration

• Payroll Event Groups

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Add a Retroactive Event ManuallyRetroactive Events are typically created automatically when you create retroactive adjustments, such as backdatedsalary changes. You can enter the retroactive event manually to generate the correct payslip, such as if payroll hasn'tmade the pay rate change eective last pay period for an employee being terminated eective immediately.

Create a Payroll Relationship Event1. On the Manage Event Notications page in the Payroll Calculation work area, select the Manage Event

Notications task.2. Click Create.3. Use the information in this table enter information into the Create Payroll Relationship Event window.

Field Value

Approval Status

Awaiting Processing

Payroll Relationship

The person to process

Process Date

Date when the retroactive change process is run.

Note: This date indicates when the element change was triggered.

4. Click Save and Close.

Create a Retroactive Event1. On the Manage Event Notications page, click the name of the person associated with the payroll relationship

event you created.2. On the Manage Retroactive Events page, click Create in the Entry Details section.3. Select the element you want to reprocess, the date the recalculate payroll runs, and a retroactive component.

The element from which the change will be paid to the person is the retroactive component.4. Repeat the previous step if you want to recalculate multiple elements for this payroll relationship.5. Click Submit.

Payments



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OverviewCalculate the distribution of payments and verify the prepayment calculations before you distribute payroll payments.This gure shows you the ow of the calculate payment distribution tasks.

Calculate Payroll

Calculate Payment Distribution


Are Prepayments

Correct?

NoCalculate

PrepaymentsVerify

Prepayments(Manual Task)

Take Corrective

Action

Yes

Roll Up Third-Party Payments?

Run Third-Party Payment Rollup

No

Yes

Calculate PrepaymentsThe Calculate Prepayments task calculates the distribution of payroll payments based on employees' payment methodsand uses the payroll run results to calculate the gross-to-net payment. The Calculate Prepayment process locks thepayroll run results to prevent changes and ensures data integrity.

Tip: To roll back run results, rst roll back the Calculate Prepayments task.

The Calculate Prepayments task is an automatic task included in the payroll cycle ow. You can also run it as astandalone process in the Payment Distribution work area with these submission parameters:

• Payroll name that determines the payroll relationships to calculate

• Process start date and process end date for the range of records to return

• Optional consolidation group name to limit the scope of the process

• Optional payment source name to override the default payment method



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• Optional process conguration group name for processing rules, such as logging

• Optional default payment seing override to issue a check instead of an electronic funds transfer

Verify PrepaymentsUse the Verify Prepayments manual task to review and verify prepayment results before generating payments. Verifyprepayment results for individual records on the View Person Process Results page to ensure that the payee, paymentmethod, and payment and deduction amounts are accurate.

Take Corrective ActionIf you nd problems, correct the underlying data and process the correction with one of these:

• Retry the Calculate Prepayments process if it didn't complete successfully.

• Roll back the prepayment results to restore the previous values and remove any record of the prepaymentcalculation results. You can only roll back the prepayments process if there were no payments.

• Void the prepayments results to void the payment and then use the Make Payment action to reissue anotherpayment.

Roll Up Third-Party PaymentsUse the Run Third-Party Payment Rollup task to consolidate payments from individual contributions into a singlepayment for each third-party organization payee. Run this optional process after calculating and verifying prepayments.

Related Topics

• Status of Flow Tasks

Split Up Payroll PaymentsYou can allocate payroll payments to dierent personal payment methods using percentages, xed amounts, ora combination. You can create personal payment methods the Manage Personal Payment Methods page. Thesescenarios illustrate how you can split up payments.

Use Fixed Amount PaymentsBarbara wants 100 USD deposited in her savings account each payroll period and the remainder paid through check.Barbara rst creates a check payment method so it's processed last. Then she creates an electronic funds transfer (EFT)payment method for her savings account and sets the amount to 100. When Barbara decides to stop the transfers to hersavings account, she deletes that payment method.

Use Percentage PaymentsOscar wants to contribute to the college fund he set up for his children. Oscar frequently receives bonuses and salescommissions and his net payment amount always changes. So he adds a payment method that allocates four percent ofhis pay to the fund. By using a percentage rather than a xed amount, Oscar can contribute to the fund at the same ratehe earns.

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Use a Combination of PaymentsJim works in Arizona, but his wife and children reside in Texas. Each payroll period, Jim wants the followingdisbursements:

• 900 USD transferred to his checking account for his wife's household expenses in Texas

• A percentage transferred to his children's college fund

• The remainder paid to him by check for his expenses in Arizona

Jim creates three payment methods: a check payment method for remaining pay, an EFT payment method with hischecking account bank details, and an EFT payment method with the college fund bank account details.

Payroll Payments DistributionThe Distribute Payroll Payments activity performs several tasks. It creates payments, archives the results and runspayroll register, generates reports, to include payslips, and runs payment register. Payroll payments are typically a partof the payroll cycle ow or a QuickPay ow, or as a standalone process using the Submit a Process or Report task. Youcan view the task results on the View Person Process Results page.

Note: The Make External Payments process isn't a typical payroll cycle task. You submit this process as partof the QuickPay ow or as a standalone process in the Payment Distribution work area.



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Sequence of TasksThis shows the sequence of payment distribution tasks for a typical payroll cycle. Your ow may include additional orfewer tasks.


Archive Periodic Payroll Results

Run Payroll Register

Make EFT Payments

Generate Check

Payments

Reconcile Payments

Generate and Verify Payslips

Run Payment Register

Make External

Payments

Are Payments Correct?

Yes

No

Calculate Payment Distribution

Take Corrective

Action

Note: Unless this process in your legislative data group doesn't use archived payroll data, the Archive PayrollResults runs before the Run Payroll Register and the Generate Payslips tasks.

Overview of the Payment Distribution TasksThis table describes the payment distribution tasks.

Task Description

Generate Check Payments

Generates check payments for all payees including third-party payees, using a predenedformat.



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Task Description

Make EFT Payments

Generates electronic funds transfer (EFT) payments for all payees with a payment method ofEFT.

Make External Payments Addresses special situations where you don't want to use the normal payment process.

Examples include:

• Replace a lost check that you voided• Create a nal payroll check for a terminated employee• Pay using a dierent payment type or payment source than specied in the normal

payment process

Archive Periodic Payroll Results

Makes the data available for reports, such as the payroll register and payslips.

Run Payroll Register

Veries and provides an audit trail of a payroll run including hours, earnings, and deductionsby PSU and TRU. In detail mode, shows the complete details for each employee.

Generate and Verify Payslips Generates a payslip for all paid payments matching your criteria except:

• Voided payments• Reversed payroll calculations• Data not archived• Previously generated payslips

Run Payment Register

Veries and provides an audit trail of payments generated by all payment processes, includingtotal amounts paid by payment category, type, status, and method. In detail mode, showspayments for each employee.

Related Topics• View and Edit Archive Results

View PaymentsView Payment data to verify payee, amount and payment status information from dierent work areas for accuracy.

Work AreaThis table shows you the advantages of viewing payment information from the Payroll Checklist and the PaymentDistribution work area, depending on where you're in the process.

Payroll Phase Work Area Starting Point Available Tasks

Working on the current payroll orQuickPay run

Payroll Checklist

On the Payroll Flow checklist page,click the Task Details tab to see a list ofpayment tasks and their statuses.



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Payroll Phase Work Area Starting Point Available Tasks

Navigate to the Payroll Flow Processesand Reports tab for a particular task andperform standard task actions, such asMark for Retry, Retry, and Roll Back. For a completed process, view the outputof the process or navigate to the ViewPerson Process Results page to viewindividual payment results and takecorrective action.

Working on tasks for dierent payrollperiods or payroll runs


Use the Payments search in the regionalarea to query payments by paymentmethod, payee, or legislative data group.You can view payment details, but youcan't select actions from the Paymentssearch results. Use the Overview page to search for apayment process ow. Navigate to thePayroll Flow Processes and Reports taband from there to the View Person ProcessResults page. You can also use the View Payroll ProcessResults and View Person Process Resultstasks to navigate to the payment resultsand take corrective action.

Type of Payment InformationUse this table to decide which type of payment information you want to view.

Method Process Results Person Results

User Interface

Query the payroll ow from the Overviewpage of the Payroll Checklist and go to thetask you want to view.

Use the Payment search in the regionalarea of the Payment Distribution workarea or select the View Person ProcessResults task in the Tasks pane.

Report

Use the Payroll Register to view summary-level payment information for a payrollrun.

Use the Payroll Register to view detailed,person-level payment information

Generate Check Payments and Check NumbersYou use the Generation Check Payments process to generate check payments in a predened format for all payees whohave a check payment method and a net pay greater than zero. The printed check format and check stub information



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can vary, based on your organization's requirements. Enter the starting check number, and optionally, an ending checknumber when you submit the check payment process.

Starting Check NumbersBefore you begin printing checks, verify the starting check number in the application matches the printed check.

Ending Check NumbersYou don't have to enter the ending check number but there are benets, such as it puts a break in the print job allowingyou to synchronize the numbers entered as submission parameters with the numbers printed on the checks. You mayneed to print separate batches of consecutively numbered checks, such as when you have one box of checks numbered4500 through 4999 and another box numbered 7000 through 7999. In this scenario, if you don't enter the last checknumber from the rst box and print more than 500 checks, the payment process will record incorrect check numbersfor the remaining checks.

Verify and Troubleshoot PaymentsVerify each payroll task before continuing with the next one to minimize the eort involved in correcting problems. Forexample, be sure to check payroll run results and prepayment results before generating payments.

Review and verify payment information in this sequence and take corrective action before proceeding to the next task:

Verify Payroll Run ResultsFollow these steps:

1. Use these payroll reports to verify run results:

◦ Gross-to-Net Report

◦ Balance Exception Report

◦ Element Result Register

◦ Payroll Balance Report

◦ Payroll Activity Report

◦ Any additional country-specic or user-dened reports

2. Use the View Person Process Results page for the Payroll Calculation process to verify information. This tablehelps you with an approach to verifying:

Information to Verify Approach

Balances, including gross pay,deductions, and net payment

Use the Gross to Net tab of the Statement of Earnings.

Accruals

Use the Paid Time O tab of the Statement of Earnings.

Deduction details

Use the Deduction Card tab of the Statement of Earnings.



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Information to Verify Approach

Costing results

Review the costing results for this person for the selected run. Costing details include onlythose elements processed in the run that have costing information dened for them. If theresults are incorrect, you can process a corrective action.

Balance results

Review balance results to conrm that the payroll run completed successfully, to check thata worker has the correct pay and amount of tax deducted, and to check a balance before andafter adjusting it.

Run results

Review run results for all elements processed.

Messages

View messages generated by payroll processes, if any.

3. If you nd errors you can correct, correct the underlying data and use the Retry and Mark for Retry task actions.4. If you nd an error in a person's record that requires additional information or research before you can correct

it, roll back the record to remove the person from the payroll run and continue processing the payroll.

Note: Correct the problem and process the person's payroll in a QuickPay run.

5. If you nd multiple problems in the payroll run, you may want to roll back the entire process and then rerun itafter making all the necessary corrections.

Verify PrepaymentsReview the results on the View Payroll Process Results page when you run the Calculate Prepayments task as astandalone process. If you discover an error in prepayment results, use Retry, Mark for Retry, and Roll Back task actions.You can roll back the record for an individual or roll back an entire process if necessary.

Troubleshoot Payments IssuesYou can nd the resources in this table to help you through the troubleshooting process.

Resource Description

Payment Results section of the ViewPerson Process Results page

Check that the payment results match the prepayment results that you reviewed earlier.

Payroll Register

Verify total payment amounts per balance category and compare payment values to previousperiods.

Payment Register summary

Verify the total amounts paid by payment category, type, status, and method.

Payment Register detail

Validate payments for each employee, including the payment amount, bank, and checkinformation.



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Resource Description

Optionally, lter this report by location when reconciling payments. The report lists the payrollrelationship records based on a person's assignment location. The location is listed with theother parameters, but not on the results.

Log le

Review the log le to obtain detailed information about the results of the submied process.

If you discover an error after generating payments, you can't simply roll back the payment process. You must decide theappropriate action to take based on the source of the problem, as shown in the following table.

Scenario Corrective Action

The check is correct, but was lost,stolen, or destroyed.

Do one of the following:

• Void the original payment and reissue using the normal payment process.• Void the original payment and make an external payment to replace it.

Related Topics• Payment Distribution Reports• How can I access a log le for a payroll ow, extract, or report

Examples of Third-Party PaymentsThese scenarios show you how to pay third-party people and organizations.

Child Support to a Former SpouseWhile this example illustrates payment directly to a third-party person, most child support payments are payable to athird-party organization such as a State Disbursement Unit.

John Smith is an employee at your organization. Mary Smith receives a child-support payment each payroll periodthat's deducted from John's salary. To set up payments for Mary:

1. Create Mary as a third-party person.2. Create Mary's third-party payment method and select the payroll relationship for John.3. Add the child support order to John's involuntary deduction calculation card and select Mary's name in the

Order Amount Payee eld.

Organization Processing Fee to a County Sheri's OceThe County Sheri's oce receives an organization fee on garnishment payments. When you create the third-partyorganization, you designate it as an External Payee before you create its third-party payment method. When you addthe garnishment order to the employee's involuntary deduction calculation card, you select the County Sheri in theOrganization Fee Payee eld.

Related Topics• Create Third-Party Payment Methods



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• Create Third Parties Options

Overview of Employee and Third-Party Check PaymentsUse the Generate Payments for Employees and Third Parties task from the Payment Distribution work area to generatecheck payments. The process selects employees and third parties who:



Before you generate the check payments, you must consider these:

• An employer can have multiple employee deductions made to the same third-party payee, such as multiplechild support orders. Rather than make individual payments for each individual employee deduction, use theThird-Party Payments Rollup process to combine individual employee deductions and make a single payment.

• Run this process to generate your checks for employees and then run the process again to generate checks foryour third parties. Use the Payee eld while running this process to select the appropriate payee.

• You may want to exclude specic third parties from the Third-Party Rollup process because they may want anindividual check per payment. Select the Exclude from Third-Party Rollup Process check box on the ManageThird-Party Payment Methods page to exclude a third-party payee from the Third-Party Rollup process.

• A third-party payee may want the payments on a date that's dierent from the employee payment date. Forexample, you may want to make employee payroll payments on the last day of the month, whereas, makethird-party payments 5 days later. Use the Manage Time Denitions task and create a time denition todene a time span of 5 days. Select this time denition in the Time Denition eld on the Manage Third-PartyPayment Methods UI. Enter the relevant process dates, and run the prepayments process, for example, with aprocess date of 30, June. This stamps the eective employee payments date as 30, June and the third-partypayments date as 05, July. The payments process runs twice:

◦ Once for the employees with a process end date of 30, June

◦ Once for the third parties with a process end date of 05 July and an overriding payment date of 05 July

• Dierent banks can have dierent check templates. To accommodate this requirement, you must rst create areport category for each separate bank and check template. Select the created report category for the requisitebank's payment source so that the process uses the correct check template to generate the check payments.Use the Manage Organization Payment Methods task in the Payment Distribution work area to dene thepayment source for third-party payments. Aach the correct report category for that payment source. Use theReport Category for Third-Party Payee or Report Category for Worker eld in the Payee Information section ofthe Create Payment Source page.

• You may want to create a report category for each separate bank and check template by dening reportcategories for each unique bank and check template combination. The report category for third-party payeeand report category for worker are associated to the payment source in the Organization Payment Methodspage.

Related Topics

• Third-Party Rollup Payments

• Create Third Parties Options

• Create Third-Party Payment Methods

• How to Generate Employee and Third-Party Check Payments



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How to Generate Employee and Third-Party Check PaymentsThe Generate Payments for Employees and Third Parties task selects employees and third parties who:



Payroll Managers and Payroll Administrators can run this process from the Payment Distribution work area.

PrerequisitesThe prerequisite tasks for the Generate Payments for Employees and Third Parties task include:

• Create the third party and the third party payment method, and associate a deduction from the employee topay the third party.

• Add an organization payment method (OPM), including a payment source (the bank details should already beset up).

• Add a payroll denition, including a default payment method of Check, and all valid payment methods.

• Aach a payroll to the employee.

• Aach element entries to the employee.

• Calculate payroll.

• Run the Prepayments process to calculate the distribution of net pay.

• Run the Payroll Archive process to archive the earnings, deductions, tax calculation details, accruals, paymentmethods, and so on.

Generating the Employee and Third-Party PaymentsRun this process to generate checks for your employees and then run the process again to generate checks for yourthird parties. To run the process:

1. Open the Payment Distribution work area, and click Submit a Process or Report from the Tasks pane.2. Select the required legislative data group.3. Select the Generate Payments for Employees and Third Parties task, and click Next.4. Enter a unique payroll ow name.

Note: Name the ow so you can easily identify the process later. This is helpful while searching, soyou can determine what you have already run or if you must roll back any process.

5. Specify the required payroll name.6. Select the payee type for which the check payment process is run. The available options are Employee or Third

Party. You can generate the check payments for either employees or third parties.7. Enter a Process Start Date to dene the date range of this process.8. Enter a Process End Date to dene the date range of this process.9. Select the required consolidation group to view the payments for all payrolls that are included in this

consolidation group. A consolidation group denes a grouping of dierent payrolls for reporting purposes. Thisisn't a mandatory eld. If you don't select a value, the process uses the default consolidation group assigned tothe payroll.

10. Select the OPM you want to use for this process. The value you select determines the payment source to makethe payments. There could be multiple payment sources in the OPM.



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11. Select the payment source to process for the above payment method. This parameter is optional. If you havedened aributes, such as a payment le limit or report category, at the payment source level, you should enterthe payment source. When you enter the payment source, the dened aributes are applied.

Note: You can have dierent payment sources (bank accounts), with dierent banks, which havedierent check templates. You must then run the check process for each payment source andeach set of payees. Select the correct payment source so that the correct stationary is used for thepayments.

To accommodate this requirement, you must rst create a report category for each separate bank and checktemplate. Aach the created report category to the appropriate bank's payment source so that the correctcheck template is used to generate the check payments.

12. Optionally, specify an Overriding Payment Date on which a payment is due to be made to the payee.13. Specify the Start Check Number in the sequence of checks used for payroll processing.14. Specify the End Check Number in the sequence of checks used for payroll processing.15. Select a Process Conguration Group if available. Use a process conguration group to set rules for payroll

processes, such as passwords or number of threads. If you don't select a process conguration group, theprocess uses the parameters in the default group.

16. Click Next.17. Click Submit.

Related Topics• Third-Party Rollup Payments• Overview of Employee and Third-Party Check Payments• Payroll Process Conguration Groups

Corrective Actions for PaymentsOnce you determine the cause of the error and status of the process, you can choose the best corrective actions.

Voiding PaymentsYou can only void a payment that with a status of Paid or Reconciled. Voiding a payment simply updates the paymentstatus of the record to Void and doesn't reverse or delete any payment calculation information.

The most common reasons you would void a payment would be:

• A check payment that was lost, stolen, or destroyed.

Tip: Unless the check is in your possession, contact the bank that holds the source account to stoppayment on the check.

• An electronic funds transfer (EFT) payment was sent to a bank account that's now closed.

To void and reissue a payment:

1. Submit the Void Payment process in the Payment Distribution work area or select the Void Payment actionfrom the View Person Process Results page for the payment.

2. Reissue the payment in the next payment run.

Once you have voided a payment, the application reissues it automatically the next time you run the paymentsprocess for the same payment type, payment method, and payment date as the voided payment.

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Reversing Payroll CalculationsYou can reverse a payroll calculation after generating a payment. The reversal process generates a negative run resultto oset the original run result, and maintains an audit trail. The reversal doesn't aect the payment itself, only thepayroll run results and costing results.

Note: This diers from the Roll Back action performed when a payment wasn't issued.

The most common reasons you would reverse payroll calculations would be:

• A check was issued to the wrong employee.

• An overpayment or underpayment was made to an employee.

You can a reverse a payment within the same payroll period it was generated but if you reverse the calculation afterrunning prepayments but before the payment process, the process will still issue payment. You can reverse a paymentfrom a previous payroll period, before or after processing the payroll for the current period.

To reverse the payroll run results and costing results:

1. Select the Reversal action from the View Person Process Results page to reverse an individual calculation orSubmit the Reverse Payroll Calculation process in the Payroll Calculation work area to reverse a set of payrollcalculations, based on the parameters you select.

When you submit a reversal, you can control whether the next prepayments process, which covers the date of thereversal, includes the negative net pay value, as shown in this table.

Scenario You Reverse Negative Net Pay OptionSelected

Result

On April 30 you incorrectlypay a temporary employeefor the hours of anotheremployee. The temporary employeeagrees to have theoverpayment deducted fromthe next pay check.

Temporary employee'spayment in the May payrollrun

Include in Pay

Next prepayments run thatincludes the reversal datereduces the temporaryemployee's payment

An employee terminates onApril 30, but the informationisn't communicated to thepayroll department. The employee contacts thepayroll department, informsthe payroll manager of theoverpayment, and returns thecheck.

Employee's April payroll runusing the same process datefor the reversal as you did forthe payroll run

Exclude from Pay

Next prepayments run thatincludes the reversal datedoesn't reduce the employee'spayment.

Error Prevents Process from CompletingWhen an error prevents the payroll calculation or payment generation process form successfully completing, correctthe underlying data. Depending on the status of the process, the standard payroll actions, Mark for Retry and Retry areavailable for you to use.



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Incorrect ResultsWhen a process completes successfully but the results are incorrect, use the Roll Back action to negate the results of theprocess and leave no audit trail. This eectively lets you start over with no trace of the action.

Note: Once the process issues a payment, you can't roll it back.

Corrective Actions in ReportsSome reports, such as the Payroll Activity and Payroll Register reports, include a submission parameter for BalancesReported. This parameter determines whether the report includes payment and nonpayment balances for reversalsand balance adjustments. For example, you might process a reversal and include the negative net payment in the nextprepayments process. You submit the Payroll Register report and select the option to include payment balances only.You then use this report to review payroll results and compare balances with other reports you have run.

Note: For some tasks that generate les, such as reports, checks, and EFT payments, you can retry or rollback the entire task but not individual results.

Related Topics• Mark for Retry, Retry, and Roll Back Payroll Results• Create a Flow Paern to Reissue a Check• Report Payment and Nonpayment Balances

Examples of Correcting PaymentsThese scenarios require corrective actions for payments and provide you the steps to take to resolve.

Employee's Check is LostScenario:

An employee's check is lost, stolen, or destroyed.

Corrective Action:

1. Void payment using one of these tasks:

◦ Submit the Void Payment process in the Payment Distribution work area.

◦ Select the Void Payment action from the View Person Process Results page.

2. Reissue payment in one of the following ways:

◦ Make an external payment.Note: This process prevents the check from being included in the next payments run. You canrecord the check number for the replacement check and the reason why you're making thepayment externally.

◦ Allow the normal payment process to issue the payment.Note: The Void status includes it automatically in the payments process for the date of thevoided payment, unless you prevent its reissue. The replacement check retains the originalpayment date.

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3. Unless the check is in your possession, contact the bank for the source account to stop payment on the check.

Checks Require Reprinting Due to a Printer ProblemScenario:

Your printer jams while printing a batch of checks. The printer destroys one check and generates a blank check, whichcauses a mismatch between the check number displayed on the person's record and the number on the printed check.

Corrective Action:

1. Because you didn't reissue the checks, you can roll back the batch check payment process and then rerun thechecks.

2. If the printing problem results in missing check numbers, void the checks to create an audit trail.3. Adjust your starting and ending check numbers as needed when you resubmit the payment process.

Note: As a best practice, roll back all the check payments to create a range of check numbers forprinting. Printing individual checks means the check numbers aren't continuous, which can createproblems when printing on preprinted stationery.

Employee Requests to be Paid in a Dierent CurrencyScenario:

An employee works and pays taxes in the UK, but wants to receive payments to a bank account in her home country ofChina. You set up payment methods so that the payment process converts the net pay amount from sterling to yuan.

Corrective Action:

1. Dene an organization payment method of EFT for the Chinese currency2. Dene a personal payment method for the Chinese bank account.3. Run QuickPay and select the new payment method. QuickPay calculates the correct pay amount in the currency

associated with the selected payment method.4. Make an EFT payment to the Chinese bank account.

EFT Payment is Made to a Closed Bank AccountScenario:

An employee changes banks without notifying the payroll department, and the payment process sends an EFT paymentto a closed account.

Corrective Action:

Void the EFT payment. Once voided, you can either process the payment in the next payroll run or make an externalpayment.

Payroll Check Expires Before It's CashedScenario:

Your payroll checks expire after 90 days, and you receive a notication that an employee never cashed a check that youissued four months ago.

Corrective Action:



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Void the original check. Run the Generate Check Payments process and set the new payment date in the OverridingPayment Date.

How does the Hours X Rate calculation rule work for elements?If the input value for hours is left blank for the employee, the number of hours calculated is based on the employee'swork schedule. On the Manage Element Entries page, if you enter zero for the input value, then no hours are calculatedand the pay value is zero.

FAQ for Payments

Why does the payslip display payments for a later payroll period?These reports include the payslip and Payroll Register Report. The payroll period with the latest date earned is usedin reports to display the combined payment results. This means you submied a prepayments process that includespayroll calculations where the date earned of a calculation falls in a dierent payroll period.

For example, you process a QuickPay for a person on a weekly payroll. The date earned for the QuickPay is 7 November,which falls in the rst payroll period. You decide to include the QuickPay payment in next week's payroll, which has adate earned of 14 November. The payslip that includes the QuickPay will show the combined results of the QuickPayand the regular pay as of the second payroll period.

To generate reports and payslips for the payroll period the date earned occurs, process prepayments separately forcalculations where the date earned falls in an earlier payroll period.

What is the International Transfer payment type?This payment type supports payment methods for electronic funds transfer (EFT) payments in a dierent country fromthe originating payment source. Payroll managers can create EFT payment methods for employees to transfer funds toforeign banks if an International Transfer organization payment method exists for their legislative data group.

Can I roll back a payment after generating it?No, you can't roll back the payment process after you generate a payment. You can void and reissue a check payment.An exception would be if something had damaged all of the checks in a payment run. In this case, because theapplication generated but didn't issue payments, you could roll back and rerun the entire payment process.

How do I generate payments to third-party payees?The payment process generates third-party payments for all deduction elements included in the process using theow submission parameters you specify. Payment methods for all third-party payees must already exist. You canrun the check or EFT payment process as part of the payroll cycle ow or as a standalone process from the PaymentDistribution work area.

What's the dierence between rolling back and reversing a payment action?The Roll Back action deletes the process and leaves no audit trail. For example, you might roll back the prepaymentprocess if you discover an error before generating payments.The Reverse action reverses the payroll calculation, generates a negative run result to oset the original run result, andleaves an audit trail. For example, you might reverse the calculation for a payment that you made in error and didn'tissue.


Chapter 5Payroll Results

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5 Payroll Results

Payroll Run Results

How Payroll Run Results are CalculatedThe calculation of payroll run results begins with identifying the payroll relationships and element entries to process.A series of gross-to-net calculations based on legislative requirements create run results and balances. You can verifythese results by viewing the statement of earnings and payroll reports. If you implement costing, the process alsocalculates the cost distributions.

Parameters That Aect ProcessingThis table lists ow submission parameters determine, which determine the records that the Calculate Payroll taskprocesses.

Parameters Required Result

Payroll Flow Name, Payroll Name, PayrollPeriod, Run Type

Yes

Determine which payroll relationships andelement entries to process, and the timeperiod dates to use for the calculations

Element Group, Payroll RelationshipGroup

No

Restrict the people and elementsprocessed by the ow

Process Conguration Group

No

Determine performance parameters, suchas logging and chunk size



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How Results Are CalculatedBefore submiing the Calculate Payroll ow, you submit the Recalculate Payroll for Retroactive Changes ow to processseparately elements enabled for retroactive pay. Payroll calculation and recalculation occurs at the payroll relationshiplevel and involves these actions as explained here.

Identifying the Payroll Relationships

to Process

Creating the Run Results and Values

Creating Payroil Relationship Actions

Processing Earnings, Deductions, Taxes, and Other Liabilities

Maintaining Balances

Running Formulas

Calculating Cost Results

The main steps of the payroll run processing:

1. The calculation process:

◦ Identies the payroll relationships to process

◦ Evaluates the assignment status of each identied payroll relationship to determine whether to includethe assignment.

2. The process creates these actions:

◦ Payroll action representing the payroll run

◦ Payroll relationship action for each relationship processed, with child actions for each run type used inthe run.

3. The calculation process loads the element entries for a payroll relationship action into memory, taking accountof: these information:

◦ Processing priority of the element and the subpriority of the element entry, if specied, to determine theprocessing sequence.

◦ Processing type and rules. The process calculates:

• Any unprocessed nonrecurring entries• Recurring entries, in accordance with frequency rules and skip rule formulas associated with the

element.4. If the element is associated with a calculation component, the process references information held on the

calculation card, including:

◦ Calculation factors that indicate the correct values

◦ Calculation type to use in the calculation based on formula contexts

◦ Calculation value denition to use and any overriding values

5. The process uses a proration formula to calculate elements enabled for proration if the value of the elemententry changed within the payroll period.



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6. The process identies the payroll formula to run and how to handle the results:

◦ The status processing rule associated with the element determines which formula the process uses tocalculate the element entry, based on the assignment status.

◦ Formula result rules determine how to use the results generated by the formula, for example as amessage or as a direct or indirect result. Indirect results aect the further processing of the currentelement or another element, as dened in the formula result rule.

The formula for some payroll calculations involves multiple steps, calling other formulas. For example, theiterative formulas for calculating gross-up earnings include multiple steps, and the formula for calculating adeduction might have a prerequisite step to calculate the exemption amount.

7. The calculation process ends with one run result value for each element entry value. If the element entryinvolves currency conversion, the payroll calculation uses the current exchange rate and rounds the monetaryresult based on the formula rules.

8. For each run result, the process determines which balances the result to feed with the run result values. Theprocess then writes and updates the balances to the database.

9. If you implemented costing, the process calculates the cost and oset entries for your run results.

ExampleThis shows you how the results for a regular run calculate at the payroll relationship level of entries at the assignment,and payroll relationship level, including:

• Pension, tax, and court order entries processed at the payroll relationship level for the regular run

• The salary element processed and paid with other earnings



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• The bonus element processed separately, and paid with other earnings

Step in the process

Payroll Run Calculation Results

Person Data

Earnings, Deductions, Taxes, and Other Liabilities

Regular Run

Regular Normal Run Type Regular Process Separately Run Type

SalarySalaryPensionTaxCourt Order

$1,000 Manufacturing$1,500 Installation$ 200 Manufacturing$ 300 Payroll Relationship$ 30 Payroll Relationship

Payslip Results $2,410

BonusPensionTaxCourt Order

$500 Manufacturing Trainer$ 5 Manufacturing$ 50 Payroll Relationship$ 5 Payroll Relationship

Salary $1,000 + Salary $1,500 + Bonus $500

Pension $205 + Tax $350 + Court Order $35

+ Earnings

- Deductions

Salary EarningTerm Level

Bonus EarningAssignment

Level

Pension DeductionTerm Level

Tax Deductions


Level

Court Order Deduction


Level

Term:Manufacturing

Term:Installation

Assignment:Project

Manager

Assignment: Project

Manager

Assignment: Trainer


Related Topics

• How Retroactive Pay Is Calculated

• Restrict Payroll Processing

• How Payroll Cost Results are Calculated

• How Element Setup Aects Entries and Their Values

• Overview of Using Formulas

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View and Verify Payroll Run ResultsAn error in run results typically means an error in your payments. Verifying payroll calculations for the payroll run ora QuickPay ow ensures the accuracy of your results. Checking results as you complete payroll tasks and processesminimizes number of problems and reduces eort required to x them. You can review results for the entire process orone person.

View the Payroll Run or QuickPay ResultsIn the Payroll Calculation work area, use the View Payroll Process Results page to view all the results processed for thepayroll. Drill down to view a person's payroll run results on the View Person Process Results page. Use this table to helpyou decide your starting point.

Access Run Results Purpose

Click the Calculate Payroll or CalculateQuickPay task on the Processes andReports page of the ow

View the payroll relationship records processed by the ow and view details for individualrecords.

Use the View Payroll Process Resultstask

View a list of payrolls processed for a person. Use to research results for a person over severalpayroll periods. For example, you might respond to a query from an employee regarding theoutstanding balance on a loan deduction and the payments made over a series of payrollperiods.

Use the Person Process Results task

Query the person and view the run results.

Run Reports to Verify Payroll Run ResultsUse the payroll run reports to view results before calculating prepayments. Reports oer dierent ways of showing therun results, such as by aggregate amounts or detailed listings by element for each payroll relationship. Decide whichreport to view based on the type of standard verications your enterprise uses.

Review the Log leReview the log le for a process, report, or extract ow you submied. The log includes detailed information about theoutput, such as information about an error encountered while processing a task.

Related Topics

• Payroll Calculation Reports

How to View the Statement of EarningsWatch video





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After you calculate your payroll, view a quick reference summary to conrm that your statement of earnings is correct,or access the detailed information to identify the source of any discrepancies. You can view the payroll results by payrollor person. For example, as a payroll manager of an employee who's transferred to another state, you can view theemployee's statement of earnings to verify their withholding is paid to the correct state.

Details of the Statement of EarningsThe View Person Process Results page shows the statement of earnings, which includes a summary and detailedsection, as shown in this table. The tabs and sections available to view depend on your country's implementation.

Sections Details

Statement of Earning QuickReference Summary

Tabs display the following information:

• Gross-to-net: Displays balances used to calculate gross-to-net, such as threshold andceiling balances.

• Information: Displays balances that belong to the Information balance category.• Paid Time O: Displays accrual balances.• Calculation Card: Displays details captured on the employee's calculation cards.

Statement of Earnings sections forbalance categories

Each section displays balances that belong to the balance category. There are two exceptions:

• Rate Details: Displays elements used in calculating the rate for earnings that youcalculate using units multiplied by rate.

• Messages: Displays any warnings or errors that result from the payroll calculation.

Use a menu to select other results to review on the View Person Process Results page. The following table lists thesections you can view in place of the statement of earnings.

Sections Details

Costing Results

Costing details for elements processed in the payroll run that have costing information denedfor them.

Balance Results Balance results that conrm the payroll run has completed successfully.

• Verify that a worker has the correct pay and amount of tax deducted• Review a balance before and after adjusting it

Messages

Messages generated by payroll processes when they raise warnings or errors.

Run Results

Run results for all elements processed.



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Control the Details to View in the Statement of EarningsThe Person Process Results page shows the results for all the run types processed for the payroll run at the payrollrelationship level. Use one of these methods to control which details display in the detailed and summary sections ofthe statement of earnings.

Action Result

Click Show More at the top of thepage, then click Control Details onthe Process Hierarchy menu bar.

Displays the child processes included in the master process, such as the processes included ina QuickPay or the run types if the payroll run included more than one run type.

Select an assignment in theEmployment Hierarchy section.

Restricts the details displayed in the statement of earnings to the element entries that thepayroll run processed at the selected level for each run type.

Click Control Details in theStatement of Earnings Summarysection

Displays the dierent subsections of the statement of earnings to personalize your view.

You can use these features to:

• Filter results and view the result details at each level of the employment hierarchy for each run type.

• View the taxes deducted for each run type at the payroll relationship level.

• Conrm the appropriate earnings at the assignment level.

How to Troubleshoot Missing Elements in Payroll Run ResultsIf you review the Payroll Activity report and determine that the payroll run results don't include run results for anelement a person should receive, you can take several steps to investigate the reason for the missing element entry.

Troubleshooting TipsConrm from the Statement of Earnings section of the Person Process Results page or the Element Results Registerwhether the payroll calculation included the element. If you don't nd it, you can try these steps:.

1. Review the submission parameter on the Payroll Flow page to check whether they include a payroll relationshipgroup or element group.

If so, query these groups on the Manage Object Groups page to conrm that the payroll relationship groupincludes the person, and that the element group includes the element.

2. Review the element entries on the Manage Element Entries

If the element isn't listed there, review the element eligibility on the Manage Elements page to ensure theperson is entitled to receive the element. For involuntary and statutory deductions, you might review thecalculation card to ensure the details are up-to-date.

3. If you recently hired, terminated, or transferred the person to a new payroll, query the person on the ManagePayroll Relationships page.



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Review the person's assigned payrolls and element duration dates to ensure that the element entry falls withinthe duration dates.

4. Conrm that the run type on the Manage Run Types page for the payroll run includes the element

Mark for Retry, Retry, and Roll Back Payroll ResultsCorrective actions, such as Mark for Retry, Retry and Roll Back, are to be used when payroll results contain errors.Availability depends on the type of task, its status, subsequent tasks locked the results of the task, and the cause of theerrors.

Once you have determined the status of the task, corrective action to use and which corrective method to use, processthe correction directly from the Payroll Checklist or from the payroll ow page in the Payroll Work Area.

Determine the Status of the TaskStatus icons in the checklist or payroll ow, and the View Person Process Results page show the status of tasks andrecords and determines the actions you can take. For example, if the last task in a ow is complete but you receiveinformation that requires updating a person's element entry, you update the status to incomplete and select Retry orRoll Back from the Actions menu.

Decide Which Corrective Action to UseSome tasks involve the transfer of information to other applications and don't support roll back or retry, such as theCreate Final Accounting task, but most task do support these actions.

This table helps you decide when to use the corrective actions.

Action When to Use Examples

Roll Back

Delete all the records processed by thetask

While reviewing run results, you discoveran error in a person's record that requiresadditional research. You do the followingsteps:

1. Roll back the person's record toremove it from the payroll run.

2. Correct the error.3. Submit a QuickPay ow to calculate

the payroll for the person.

Mark for Retry

Indicate which records requirereprocessing

While reviewing run results, you receivelate information that requires updatinga person's element entry. You do thefollowing steps:

1. Mark the record for retry.2. Update the element entry data.3. Retry the task to reprocess the

record.



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Action When to Use Examples

Retry

Resubmit records marked for retry or inerror

You didn't update a formula for anearnings element before calculating thepayroll. You do the following steps:

1. Correct the formula and recompileit.

2. Retry the Calculate Payroll task.The application calculates anyrecords that include an entry forthat earning.

Decide Which Corrective Method to UseYou can process the entire task or individual records by using one of the methods described on the following table.

Method Location Scope Comments

Actions menu

Payroll Checklist or Processesand Reports tab of the payrollow

Entire task or individualrecords

The action retains the contextof the original process so thatyou don't need to enter anyparameters to run it.

Submit a Report or Processtask

Payroll Checklist or PayrollCalculation work areas

Entire task or only the recordsincluded in the payrollrelationship group

You must enter submissionparameters to identify thepayroll process and itsrecords.

Other Corrective ActionsSome corrections require specic processes or ows to address dierent problems. For example, you might submit:

• Reverse Payroll Calculation task to maintain an audit trail by creating negative calculation results that oset theoriginal results

• QuickPay ow to pay a new hire not included in time for processing in the payroll run

Related Topics


• Complete, Skip, or Correct Flows

• Examples of QuickPay Processing

• Corrective Actions for Payments

• What's the dierence between rolling back and reversing a payment action


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FAQs for View Payroll Results

How can I identify the payroll ow that includes a specic element for an employee?Submit the Element Results Register report, which displays the name of the payroll ow. The report shows details forthe element and the value paid to the employee. If you don't know the person's assigned payroll, query the person'spayroll details on the Manage Payroll Relationships page.

What's the dierence between retrying a payroll process and retrying a payrollcalculation?Use the Retry Payroll Process ow to reprocess the results of any payroll process, with two exceptions: the CalculatePayroll and Recalculate Payroll for Retroactive Changes processes.Use the Retry Payroll or Retroactive Calculation ow to reprocess the results of the Calculate Payroll and RecalculatePayroll for Retroactive Changes processes.

When does a balance display on the Statement of Earnings?You can view balances on the Statement of Earnings section of the Person Process Results page after you calculate thepayroll, a QuickPay, or gross earnings. You may nd some balances empty if you have congured your own legislativedata for a country that doesn't have a predened country extension. Balances for the information balance group andthe Gross-to-Net balance group must be loaded before you can view the results in the Statement of Earnings.

How can I access a log le for a payroll ow, extract, or report?Locate and open the ow you submied that includes the process, report, or extract. On the ow's Process and Reportstab, click the Process link, which is listed below the task. On the Oracle Enterprise Scheduler Output page, click the ViewLog buon for the process. In the log window, select an option to view or save the log.

Related Topics


Why is the same person listed multiple times in search results?For some tasks, such as Manage Element Entries and Manage Payroll Relationships, the person search results caninclude multiple rows for a person when that person has more than one assignment. You can click any of the rows forthat person to perform the task on the payroll relationship record for the person.



Chapter 6Auditing and Reporting

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6 Auditing and Reporting

Reports

Delivery Options for Extract-Based Payroll ReportsUse the Report Category to dene multiple delivery options for the following extract-based payroll reports:

• Payroll Activity Report

• Gross-to-Net Report

• Statutory Deduction Report

• Deduction Report

• Payroll Balance Report

• Payment Register

• Third-Party Payment Register

• Payroll Register

A report category is a set of delivery options grouped together.

A delivery option denes where and how the report output is delivered, including the output le format, choice oftemplate and optionally a destination such as an FTP server.

You can also dene your own delivery option and include it in the report category. For example, you can dene adelivery option to use a combination of both PDF and Excel outputs for a single submission of the report.

The new optional Report Category parameter is added to the payroll report ow task to show the list of delivery optionsdened for the report's extract denition. If left blank, the existing PDF delivery option is used.

Here's the steps required to add Delivery Options for the Payment Register:

1. Select the Manage Extract Denitions task in the Data Exchange work area.2. In the Search window, enter Payment Register in the Name eld.3. Select Archive Retrieval in the Type eld.4. Select a a legislative data group (LDG) and click Search.5. Click Payment Register in the Search Results region.6. Click the Deliver tab in the Manage HCM Extract Denitions: Payment Register page.7. Select the Extract Delivery Options tab under the Hierarchy panel on the left, and complete the following:

◦ Click Add to add a row for the delivery option you're about to create.

◦ Enter these details.

Field Description

Delivery Option Name

Enter a value, example Excel Register.

Output Type Select a value, for example, Excel.



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Field Description

Report

Enter the location of the report output.

Template Name

Enter the name of the report template for this output type.

Output Name

Enter Name of the report output, for example, Excel Register.

Delivery Type

Select the mode of delivery of the report, for example, Documents of Record.

Required

Select this check box if this delivery option is a required option.

◦ Click Save. The newly created delivery option is saved and you can select it when you create the ReportCategory.

8. Click Add in the Report Category Section.9. Enter Short Name, Report Category, and Description of the new Report Category.

10. Click Add in the Additional Details section.11. Select the name of the Delivery Option you have created.

Similarly, create additional delivery options and select it here. For example, create a delivery option to create aPDF of the register and have it delivered by email. Enter the email details in the Additional Details section.

12. Click Save and Close.

When you run the register, select the newly created report category to deliver the register in Excel in the Documents ofRecord.

Related Topics

• Guidelines for Delivering Extracts

Display All Hours in Payroll ReportsUse the Display All Hours parameter to report hours from Supplemental Earnings and other elementclassications on the following payroll reports:

• Gross-to-Net Report



• Payroll Register Report

Select Yes to include hours from Supplemental Earnings and other element classications. The default value is Noand only hours from Regular or Standard Earnings and Absence Earnings are included in the report to match with thestandard working hours.

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Report Days and Units in Payroll ReportsYou can view the days and units information for Days X Rate and Other Units elements in the following payroll reports:



• Payroll Register

• Payslips

You can view the rate information in the rate section of the payslip. The reported units can be hours, days, or otherunits. For example, an employee is paid an allowance, in addition to the regular pay, on a per unit basis. If the unitis other than time, it could be wages made on a per shift basis or payments per unit produced. In such cases, theadditional allowance is captured as supplemental earnings. Enter the value on the time card or the application calculatesit indirectly using an element of type 'Other Units'. A rate denition is linked to the element. The rate is dened asamount per shift or amount per unit, as the case may be.

The reports display the Other Units balances separately in various sections, just as the Hours and Days balances.

Support for Days X Rate and Units X Rate Elements in the PayslipThe Rate section of the payslip displays Days X Rate and Units X Rate elements for all rate-based elements. TheQuantity column displays the number of units and the Type column displays the unit of measurement for the quantity.The unit of measurement can be hours, days, or number of units.

For example, if your company pays a meal allowance of 10.00 USD per day and an employee is paid meal allowancepayments for one week. This table displays the meal allowance payment details on the payslip.

Field Value

Quantity

5

Type

Days

Rate

10.00

Multiple

1

Amount

50.00

Multiple element entries for the same rate, multiple value, and elements are grouped together and shown as a singleentry in the rates section. For instance, in the above example, if payments are made to the employee at:

• 1.5 times the agreed rate on Mondays when the employee comes in early to work, and

• 2 times the agreed rate on Fridays for working extra hours to meet targets



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The payslip displays three dierent meal allowance entries for the three dierent multiple values and the correspondingamounts, as shown in this table.

Meal Allowance Quantity Type Rate Multiple Amount

Entry 1

3

Days

10.00

1

30.00

Entry 2 (forMonday)

1

Days

10.00

1.5

15.00

Entry 3 (for Friday)

1

Days

10.00

2

20.00

Note: The number of decimal places for the rates displayed on the payslip is dependent on the precisionvalue you set.

Related Topics

• Rate Precision in Payslips

Year-to-Date Balances in ReportsSome payroll reports like Payroll Activity, Payroll Register, and Statutory Deduction Register include the Report YTDSummary parameter for viewing year-to-date balance values. When you submit the reports, you specify a value for thisparameter that controls which balances are included in the total, as shown in this table.

Parameter Value Report Displays

Yes

Year-to-date total from the last process run for a person in a specic PSU and TRU within aspecied date range

No

Each separate transaction included in the report displays the current total, and the year-to-date total is displayed for all the processes run for a person within the date range

Examples of Viewing YTD Balances in ReportsUse the Report YTD Summary parameter to view year-to-date balance values in payroll reports. The reports includethe Payroll Activity, Payroll Register, and Statutory Deduction Register. The parameter also controls which balances areincluded in the report.

Report Results for TransferThese scenarios illustrate how the YTD balances are reported when the Report YTD Summary Parameter value is Yes.Suppose you transfer Susan Smith from PSU1 /TRU1 to PSU2/TRU2, eective April 01. A new payroll relationship is

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created with the new tax reporting unit. You submit the Payroll Activity Report with a Process Start Date of January 1and a Process End Date of December 31. This table shows what totals the report includes.

Scenarios Year-to-Date Totals Displayed forPSU1/TRU1 From

Last Action Displayed for PSU2/TRU2

Susan continues working in PSU2/TRU2.

March 31

Last action processed in December

Susan continues working in PSU2/TRU2. You pay her an o-cycle commissionon June 30 for the previous payrollrelationship (PSU1/TRU1).

June 30


You terminate Susan's employmentAugust 30.

March 31

Last action processed as of August 30

If instead of terminating Susan on August 30, you transfer her from PSU2/TRU2 back to PSU1/TRU1 on October 1, theprevious payroll relationship for PSU1/TRU1 is reused with a new assignment ID. This table shows the results the reportincludes.

Scenarios Report Results PSU2/TRU2 Display as of Last Action for PSU1/TRU1

You transfer Susan from PSU2/TRU2 toPSU1/TRU1.

September 30


Report Payment and Nonpayment BalancesWhen you process a reversal or balance adjustment, you decide whether to include or exclude the balances from thepayment. When you submit a report that includes the Balances Reported parameter, your selection determines whichbalances to display. Select Nonpayment Only or Payment Only options, or leave the parameter blank to display bothpayment and nonpayment balances. The Payroll Activity, Payroll Register, and Statutory Deduction Register include theBalances Reported parameter.

When you submit the report, you can optionally specify the Scope and Report YTD Summary parameters. Theseparameters determine how the balances are reported and whether you can select a value for the Balances Reportedparameter, as shown in this table.

Report Parameter Parameter Value Report Results

Scope

Summary

Total includes payment and nonpaymentbalances



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Report Parameter Parameter Value Report Results

Scope

Detail

Include in Payment report section listspayment and nonpayment balance details

Report YTD Summary

No or blank value

Balances are based on the value selectedfor the Balances Reported parameter

Report YTD Summary

Yes

Report lists payment and nonpaymentbalance information Balances reported parameter values aren'tavailable for selection

Latest Process Year-to-Date ReportingRun the following two enhanced reports to extract the year-to-date (YTD) payroll balances for large volumes of data:

• Payroll Activity Report for the Latest Process

• Statutory Deduction Register for the Latest Process

The above two reports produce the same output as running the existing reports with the Latest Process YTD TotalsOnly eld set to Yes. However, for large volumes of data, the enhanced report runs much faster.

The reports use a much lighter report template with enhanced performance and scalability capabilities to handle highvolumes of data. The reports run much faster for large volumes of data. You can now run the reports to produce CSV/text output that's easily imported into the Excel format. This is in addition to the PDF and Excel outputs we alreadysupport.

In addition to the PDF and Excel outputs, you can run the reports to produce CSV and text output that you can easilyimport into the Excel format.

In addition to report YTD balances, you can also congure the report to extract payroll balances for these balancedimension types:

• Month-to-Date (MTD)

• Period-to-Date (PTD)

• Quarter-to-Date (QTD)

• Inception-to-Date (ITD)

Before you run the report for the above balance dimension types, complete the following:

1. Determine which balance dimension types and which balances you want to include in the report. Determinethe balance group for each balance by looking up the balance groups for the relevant report type under theManage Balance Group Usages page. The report types for the new reports are the same as those of the existingreports.

2. For each balance group usage, determine the appropriate balance dimension name that has the relevantcontexts. Use the existing balance group usage item for YTD as a reference. For example, if the balancedimension name used for YTD is Relationship Tax Unit Year to Date, you should use Relationship Tax UnitPeriod to Date for PTD.



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3. Ensure that the dened balances exist and the dened balance is part of the determined balance group.4. Add Balance Group Usage Items for the dimension within each Legislative Data Group and balance group

usage determined.

Use the existing Payroll Activity Report and Statutory Deduction Register for periodic reporting of balances. The newreports are meant for reporting YTD balances as of the last process run on or before the specied end date.

For very large data sets, it's preferable to run the report for the text output and then converting it to the Excel format. Itis much faster than generating the report output directly in the Excel format.

FAQs for Reports

Why don't I see the new delivery option when I redeliver the report?When you submit the Redeliver Output process from the Payroll Checklist work area, you can only select deliveryoptions that were available when you originally submied the report. If you add a delivery option to the report's extractdenition, you must submit a new report to view and select the additional delivery option.

How can I display employee work location and department on their payslip or check?Dene a check or payslip template to include the archived payroll information, including the employee's work locationand department details. Use this template in the BI Publisher Report and add the report to the Generate CheckPayments or Generate Payslips ow. When you submit the ow, the ow output is automatically generated based on thetemplate included in the BI Publisher Report.

Related Topics

• Add a BI Publisher Report to a Flow

How can I view transient data in extract-based payroll reports?Use the Run Mode parameter to control whether the extract-based payroll report must retain or discard the transientdata created during the report execution to produce the output le.

Select the Debug option only to investigate an issue with the report output or when instructed by Oracle Support to doso.

The default Normal option discards the temporary transient data produced during report execution.

Account Number Masking in Payroll Reports

How Account Number Masking in Payroll Reports WorkTo prevent display of sensitive bank account information, you can use the option of masking or encrypting bankaccount information in these reports:

• Payslips



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Masking involves displaying only a few specic characters of the account number or IBAN number, usually charactersat the start or end of the number. The remaining characters are obfuscated and you can't see them on the reports. Forexample, a customer may want to display only the last 4 characters of the account number. In such cases, an accountnumber ABC123456 displays as XXXXX3456 in reports and UIs that support masked account numbers.

Encryption requires a secure key for decoding the encrypted account number and IBAN number through an API. Theapplication displays the truncated account or IBAN number when the encryption is turned on and the full, clear numberwhen the encryption is turned o.

Seings that Aect Account Number MaskingThe application stores the bank account number and IBAN number information in the following tables:

• Original column that stores the visible unmasked portion of the numbers.

• Masked column that stores the masked numbers. When masking isn't enabled, these columns store the fullnumbers.

• Secured column that stores the encrypted numbers and requires a secure key to retrieve the data.

The following table shows how the bank account numbers are stored in the tables depending on how you conguremasking and encryption.

Actual AccountNumber

Conguration -Masking

Conguration -Encryption

Original Column Masked Column Secured Column

ABC123456

No

No

ABC123456

ABC123456

ABC123456

ABC123456

Yes

No

ABC123456

XXXXX3456

ABC123456

ABC123456

Yes

Yes

3456

XXXXX3456

ABC123456

Note: The above table assumes that the masking setup displays only the last four characters of the bankaccount number.

• The rst row in the table shows the default seings where both masking and encryption is turned o. Theoriginal full number is stored in all the three columns.

• The second row in the table depicts a scenario where masking is turned on but encryption is turned o. In thiscase the masked column displays only the last four characters of the account number.

• The third row depicts a scenario where both masking and encryption is turned on. In this case the originalcolumn contains the truncated four-digit account number. You need the secure key to retrieve the full accountnumber from the secured column.

When you turn on encryption, the unsecured account number and IBAN columns only shows the visible charactersas dened by masking. This means that to turn on encryption, you must turn on masking. However, you can turn onmasking without turning on encryption.



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How Account Number Masking WorksUse the new Extract Unmasked Bank Information (ORA_PAY_UNMASKED_ACCOUNT_INFO) process congurationparameter to display either the masked or full numbers in the reports. This new parameter ensures:

• Consistency across the three reports

• Control how you display the numbers on the reports

The following gure shows how account number masking happens for the three reports.

Tabl

e C

olum

nsXM

L Ta

gsR

TF F

ield

s

Account Number

Clear Account Number

Masked Account Number

ORA_PAY_DECRYPTED_ACCOUNT_INFO

= N or not set

<BANK_ACCOU

NT_NUM/>

ORA_PAY_DECRYPTED_ACCOUN

T_INFO = Y

ORA_PAY_UNMASKED_ACCOU

NT_INFO = Y

ORA_PAY_UNMASKED_ACCOUNT_IN

FO = N or not set

Backward Compatibility for existing customer reports

<MASKED_ACCOUNT_NU

M/>

Account Number Account

Number

Payslip, Payment Register, TPPR

The gure shows the following:

• The rst stream layer shows the table columns that store the account number information.

• The second stream layer shows the XML tags and process conguration groups.

• The third stream layer shows the RTF elds shown on the report template.

As explained in the previous section, the application stores the account number information in three separate columns.

The new ORA_PAY_UNMASKED_ACCOUNT_INFO process conguration parameter controls the MASKED_ACCOUNT_NUM tag todisplay:

• The masked account number when the process conguration parameter is by default or set to No, or

• The clear or full account number when the process conguration parameter is set to Yes.

For example, if you mail a copy of the Third-Party Payment Register to the payee, you may want to mask the sensitivebank account information. If the same report is shared securely within the Payroll Department to verify the bankaccount details, you may run the report with the process conguration parameter set to Yes.

All the three reports use the MASKED_ACCOUNT_NUM XML eld to display the Account Number.



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You can use the BANK_ACCOUNT_NUM eld if you use an older copy of the three reports. If you do so and youhave turned on encryption, you can use the ORA_PAY_DECRYPTED_ACCOUNT_INFO parameter to switch between a clear andtruncated number.

Related Topics

• Options for System Security

• Enable Encryption of Sensitive Payment Information

Account Number Masking in Payroll ReportsYou can mask bank account information to prevent display of sensitive information on the following payroll reports:

• Payslips



Masking enables display of only a few specic characters of the account number or IBAN number, usually charactersat the start or end of the number. The remaining characters are obfuscated and you can't see them on the reports.For example, you may decide to display only the last four characters of the account number. In such cases, an accountnumber ABC123456 displays as XXXXX3456 in reports that support masked account numbers.

Use the new Extract Unmasked Bank Information process conguration parameter to display either the masked orfull bank account numbers in the reports. By default or when set to No, the bank account information on the reportsis masked. Set it to Yes to see the unmasked bank account information. For example, if you mail a copy of the Third-Party Payment Register to the payee, you may want to mask the sensitive bank account information. If the same reportis shared securely within the Payroll Department to verify the bank account details, you may run the report with theprocess conguration parameter set to Yes.

This table shows how the bank account number ABC123456 is stored in the application tables depending on how youcongure masking.

Actual Account Number Masking Enabled Masked Number

ABC123456

No

ABC123456

ABC123456

Yes

XXXXX3456

Note: The above table assumes that the masking setup displays only the last four characters of the bankaccount number.

Payroll Calculation Reports

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Payroll Calculation ReportsAs a payroll manager, you can use a number of reports to identify any missing statutory data and to verify payrollcalculations and payroll run results, and payroll costing results.

This table lists reports you can run from the Payroll Checklist or Payroll Calculation work areas.

Report Purpose When to Run Example of Usage

Balance Exception Report

Identify values that varyfor the same balancedimension. This variancecould indicate overpaymentsor underpayments.

Run after calculating thepayroll run or QuickPay run,or before running statutoryreports, such as quarterly orannual reports

View to identify potentiallyincorrect payments oramounts withheld.

Deduction Report

View details of payrolldeductions processed for thespecied period.

Run every pay period

Validate the deductionamounts processed.

Element Results Register

View a list of elements andtheir primary output values forprocesses that generate runresults.

Usually run every pay periodafter running the PayrollActivity Report

Review run results for payrollprocesses. Create a pivot tableto obtain totals. During implementation,reconcile run results withthe results produced by yourlegacy payroll.

Gross-to-Net Report

View summary or detaillistings for the total resultscalculated in the payroll run. Control which results to viewby specifying a date range thatincludes the process dates ofthe payroll calculations. Thereport displays the balancesfor the payroll period in whichthe process date occurs.

Run after each payroll run or,at a minimum, on a quarterlybasis

Review balances generatedfrom payroll run, QuickPay,and payroll reversalcalculations before calculatingprepayments.

Payroll Activity Report

View details of the payroll run,QuickPay, such as balanceadjustments, reversals,and balance initializations,taxes withheld, earnings,deductions, paymentinformation, employer liability,and quarter and year-to-datedetails.

Run the report beforeprocessing prepayments

Verify, validate, and auditrun results before processingpayments.

Payroll Balance Report

View balance results of thepayroll run. Extracts the runbalance results for a specicperiod. Supplies detailedbalance information for a

Run as needed for diagnosticpurposes.

Verify the values of otherreports. You can use thisreport to pinpoint a problemdiscovered by another report.



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specic employee over adened period of time.

Payroll Costing Report

View details of the costingresults from payrollcalculations. View details aftersubmiing corrective actions,such as cost adjustments andretroactive costing, or costingbalance adjustments.

Run the report beforetransferring costing resultsto subledger accounting or togeneral ledger.

Verify results after you submita process that generatescosting results.

Payroll Data Validation Report

View a listing of noncompliantor missing statutoryinformation for a person bypayroll statutory unit.

Run before calculating payrollas needed.

Identify any missing aributesbased on statutory rules of thelegislative data group, such astax reporting unit.

Filter reports by location when reconciling payroll calculation and costing results in reports that include the Locationparameter. The report output lists the payroll relationship records based on a person's assignment location. In thereport output, the location is listed along with the other parameters, but not as a column in the results.

Element Results RegisterThe Element Results Register lists the elements and their primary output for processes that generate run results, suchas the Calculate Payroll and Calculate Gross Earnings tasks.

Tip: Submit the Payroll Balance Report to review balances that the payroll process generates.

To generate the report, submit the Run Element Results Register ow from the Payroll Calculation or Payroll Checklistwork areas.

Totals by Element and PersonAfter you run the report, use the pivot table feature in Microsoft Excel to obtain totals by element and person. Forexample, complete these steps to create a pivot table that displays these totals:

1. Open the Element Results Register in Microsoft Excel.2. Select the range of cells in the spreadsheet that contain data.3. Click PivotTable from the Insert menu.4. In the Create Pivot Table dialog, select New Worksheet. Click OK.5. Click these elds from the Pivot Table Field List:

◦ Person Name

◦ Payroll Statutory Unit

◦ Tax Reporting Unit

◦ Payroll

◦ Run Type



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◦ Element Name

◦ Value

6. Drag the elds to these areas:

Area Fields

Report Filter

Payroll Statutory Unit, Tax Reporting Unit, Run Type, Payroll

Column Labels

Element Name

Row Labels

Person Name

Values

Sum of Value

7. Refresh the page to display the populated columns and rows, and the summed totals.8. Filter to view dierent results.

Related Topics• View and Verify Person Process Results for Payroll Interface

Gross-to-Net ReportSubmit the Gross-to-Net Report to review balances generated from payroll run, QuickPay, and payroll reversalcalculations before calculating prepayments. View summary or detail listings of the total results calculated in the payrollrun. The report displays the balances for the payroll period in which the process date occurs. Typically, you run thereport after each payroll run or, at a minimum, on a quarterly basis.

Control which results to view by specifying a date range that includes the process dates of the payroll calculations. Theresults of the report depend on the number of payroll calculations completed for the payroll within the date range.

Submit the Gross-to-Net Report from the Payroll Checklist or Payroll Calculation work areas.

ExampleHere’s an example of how you can generate a report that combines results from two payroll periods.

1. Calculate the payroll for semimonthly payrolls. Oset the process date of the rst payroll run to the secondpayroll period. This table displays the balances for each payroll run.

Payroll Period Process Date Balance Total

January 1 to 15

January 17

Standard Earnings

3200.00

Employee Tax Deductions

1106.66

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Payroll Period Process Date Balance Total

Employer Liabilities

468.80

January 16 to 31

January 31

Standard Earnings

3200.00


1391.73


468.80

2. Submit the Gross-to-Net Report with a start date of January 16 and an end date of January 31.

Both process dates fall between the selected dates, so the report displays the combined results of both payrollsas shown in this table.

Summary Totals

Standard Earnings

6400.00

Total Gross Pay

6400.00


2498.39

Total Deductions

2498.39

Total Net

3901.61


937.60

Total Liabilities

937.60

Total Cost

7337.70

Deduction ReportYou can run the Deduction Report to view and validate the deduction amounts processed every pay period. The reportlists payroll deduction details, such as the actual deductions and the amounts not taken or put into arrears.

You can run this report from the Payroll Calculation and Checklist work areas.



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Report ParametersThe parameter values determine which records to include in the report. Most parameters are self-explanatory, while thefollowing have special meaning in the context of this report:

Process Start Date

Use this eld to specify the rst eective date of the payroll or Quick-Pay runs to include in the report. Leave this eldblank to include all eective dates up to the Process End Date.

Process End Date

Use this eld to specify the last eective date of the payroll or Quick-Pay runs to include in the report.

Deduction Category

Use this eld to include values for a specic balance category of deduction type. Leave this eld blank to includededuction balances for all the balance categories.

Deductions

Use this eld to run this report for a specic deduction. Leave this eld blank to run the report for all the deductionbalances you dene.


Use this eld to verify deduction balances for persons belonging to a specic payroll relationship group. You can specifya value only if you have a predened payroll relationship group.

Note: Use the Manage Object Groups task to dene a payroll relationship group before you can use ithere.

Person

Use this eld to verify deduction balances for a single person.

Report ResultsThe report provides details of payroll deductions processed for the specied period.

Report Fields

Report results include the following key elds:

Report Field Description

Process Date

The report includes multiple payroll processes depending on the process date range youspecify when you run the report.

Actual Deduction

Amount deducted from the employee's pay for this deduction element.



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Report Field Description

Deduction Not Taken

Part or entire amount of the calculated or owed deduction that isn’t deducted from theemployee’s pay.

Current Arrears

Part or entire amount of the calculated or owed deduction that isn’t deducted and is stored asarrears within the current period.

Total Arrears

Aggregated total of the arrears as of the process date.

Accrued Deductions

Aggregated total of the actual deductions as of the process date.

Total Owed

Total owed deduction amount as of the process date. For involuntary deductions such as acourt order or a tax levy, this is the amount you initially enter on the employee's involuntarydeduction card. In some cases, the deductions stop once the total owed amount is reached.In other cases, it’s informational and the employer must wait for another order to stop thedeductions.

Remaining Amount

Balance of the total owed, less the amount accrued for the deduction.

Dynamic Payroll Relationship Group Support for Payroll ActivityReportUse payroll relationship groups to dene a set of people for payroll processing, data entry, or reporting. For example,use the Payroll Relationship Group formula type to restrict the payroll run to a specic employee group, based onassignment and person level aributes.

Use the Manage Fast Formulas task to rst create a fast formula of the Payroll Relationship Group type. You can thencreate a formula with specic criteria to dene this group. Use this payroll relationship group as a submission parameterwhen you run the Payroll Activity Report.

Related Topics

• Payroll Relationship Group Formula Type

Payroll Activity ReportRun the Payroll Activity Report for payroll verication, validation, and auditing purposes. You can run this report at anytime and, view and reconcile the the payroll balances information with the data archived by the periodic payroll archiveprocess. You can view the archived information in the Payroll Register. You can run this report at any time and use thereport for payroll verication, validation, and auditing purposes.

You can run this report from the Payroll Calculation and Checklist work areas.

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The Payroll Activity Report provides a high-level summary of all relationship-level balances across various balancecategories, payroll statutory units (PSUs), and tax reporting units (TRUs). Use the Payroll Activity report to list:

• Balance adjustments for all employees within a given time period.

• Gross earning calculations.

• Reversals within a given time period.

• Balance initialization for a selected employee or all employees for a given time period.

• Payroll Runs or Quick Pays for a given time period.

ParametersThe parameter values determine which records to include in the report. For example, run this report for a specicconsolidation group or payroll relationship group. Predene these groups before you can use them. Most parametersare self-explanatory, while the following have special meaning in the context of this report.

Scope

Control the results of the report by specifying the scope of the report, as given in this table.

Scope Value Report Results

Summary

Provides a summary of payroll relationship level balances across all workers by balancecategory, balance type, TRU, and payroll activity.

Detail

Provides the detail of each payroll relationship level balance for every worker in every payrollactivity.

Payroll

Select the required payroll name.

Process Type

The options that you can select include:

• Payroll Calculation

• Quick-Pay

• Reversal

• Balance Adjustment

• Balance Initialization

• Calculate Gross Earning

Process Start Date

Use this eld to specify the rst eective date of the payroll process to include in the report. All processes with aneective date equal to or greater than the Process Start Date is reported.



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Process End Data

Use this eld to specify the last eective date of the payroll process to include in the report. For Payroll Runs this is the‘Payroll Run Date’. All processes with an eective date equal to or prior to the Process End Date are reported.

Note: For oset payrolls, the eective date of the payroll or Quick-Pay run could be after the end dateof the payroll period. In such cases, you must ensure that your Process End Date must be on or after theeective date of the process you want to include in the report.

Location

Use this eld to view the balance results for employees who have at least one assignment for the selected location. Thebalance values may not necessarily correspond to the location parameter only. It is also dependent on the dimensionsand the other associated contexts.

Consolidation Group

Use this eld to run the report against a consolidation group. A consolidation group denes a grouping of dierentpayrolls for reporting purposes. For example, you can use this eld to run this report for a subset of payrolls. You canselect a value only if you have a predened consolidation group. If you don’t select a value, the application uses thedefault consolidation group assigned to the payroll.


Select the payroll relationship group name, if you have dened one. Payroll relationship groups limit the personsprocessed for payroll, data entry, and reporting. For example, you can create a group to process the report forterminated employees.

Note: You must use the Manage Object Groups task to dene the payroll relationship group before youcan select it here.

Person

Select the person number to view the balances of an individual employee. If left blank, the report is generated for allactive employees. This eld is disabled for the summary report.

Person Page Break

The options are Yes and No. If you select Yes, the report is generated with details per person per page. The defaultvalue is No and this eld is disabled for the summary report.

Hide Records with Zero Value

The options are Yes and No. If you select Yes, balances with zero values aren’t displayed in the report.

Latest Process YTD Total Only

The options are Yes and No. If you select Yes, the summary report includes year-to-date total from the last process runfor a person prior to the specied end date, such as the last process run for each TRU.

Balances Reported



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Use this eld to run this report for Payment Balances, Nonpayment Balances, or both, as given in the table below.

Balances Reported Value Description

Payment only

Includes balances included in the payments process.

Nonpayment only

Includes balances that aren’t included in the payments process.

Field is left blank

Includes all balances.

This eld is disabled if Latest Process YTD Total Only is set to Yes and all balances are included in the report.

Display All Hours

Select Yes to include hours from Supplemental Earnings and other element classications. The default value is No andonly hours from Regular or Standard Earnings and Absence Earnings are shown in the report.

Report ResultsThe report provides details of payroll balance results for matching persons, ltered by the specied time frame and theselected parameters. The results of the report depend on the scope value you select while running the report.

Summary Report

The summary report has these sections:

• Summary for Balance Categories

• Summary for Balances

• Summary for Balances by PSU and TRU

• Balances by Payroll and Process Type Summary

Balances by Payroll and Process Type Summary is displayed when Latest Process YTD Total Only is set to No or leftblank.

The summary report displays either payment balances data or nonpayment balances data or both payment andnonpayment balances data together, depending on the Balances Reported parameter.

Detail Report

The detail report includes the above three sections followed by a fourth section that has employee level balancesinformation displayed separately for payment and nonpayment balances. The balances are reported separately forunpaid Balance Adjustments when ‘Include adjustment in payment balance’ is set as No during balance adjustments,and unpaid Reversals.



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Retroactive Entries ReportRun the Retroactive Entries Report to view the:

• Element entries created by the Recalculate Payroll for Retroactive Changes process

• Original calculations,

• Retroactive entries generated by comparing the original result to the recalculated result

The report displays the number of payroll relationships and total retroactive result value by each element classicationand by each element. The report also displays the number of payroll relationships and total retroactive result value bythe original process that the recalculated results are compared with.

Submit the Run Retroactive Entries Report from the Payroll Checklist work areas. You can also use the deliveredRetroactive Payroll ow to automatically run the Retroactive Notication report, Recalculate Payroll for RetroactiveChanges process, and the Retroactive Entries Report in that order.

Prerequisites

Run this report after you run the Recalculate Payroll for Retroactive Changes process.

ParametersThe parameter values determine which records to include in the report. Many parameters are self-explanatory andare similar to the parameters you submit to run the Calculate Payroll process. The following parameters have specialmeaning in the context of this report.

Payroll

Enter the payroll ow name. This value should be the same as the ow you use to run the Calculate Payroll process.

Payroll Period

Enter the same value you used to run the Calculate Payroll process.


Select the payroll relationship group name, if you have dened one. A payroll relationship group limits the personsprocessed for payroll and reporting.

Element Group

Select the element group name, if you have dened one. The element group limits data to only those retroactiveelements that are members of this group.

Note: Use the Manage Object Groups task to dene any of the groups mentioned above before you canselect it here.

Report ResultsThe PDF output of the report has the following sections.



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Parameters Section

The parameters section is at the beginning of the report and displays the report parameters and the sort criteria. Thesort criteria is: Original Process Date, Original Flow Name, Original Process Type, Original Run Type, Person Name,Payroll Relationship Number, Element Classication, Original Result Element Name, Retroactive Entry Type, AssignmentNumber, and Retroactive Entry Creation Date.

Element Classications Summary

This section displays the number of payroll relationships and total retroactive result value by each elementclassication.

Elements Summary

This section displays the number of payroll relationships and total retroactive result value by each element.

Elements by Original Process Summary

This section displays the number of payroll relationships and total retroactive result value by the original process thatthe recalculated results are compared with.

Element Details for a Person

This section displays the retroactive entries for each person. For each entry, the original calculation result, if available, isshown and the corresponding retroactive entries that are created after comparing with that original result.

Retroactive Notication ReportRetroactive pay is the recalculation of prior payroll results due to changes that occur after the original payroll calculationis run.

Here are some examples of prior period adjustments:

• An employee receives a pay award that’s backdated to a previous pay period.

• The payroll department makes a backdated correction for an error that occurred in a previous pay period.

For example, after evaluating employee performances for the previous calendar year through a three-month reviewcycle, an employer may backdate the pay awards to 01, January. When such entries are made in April, it triggersretroactive events for employees receiving such pay awards. These employees have already been processed by payrollfor the last three months.

A retroactive notication is generated when a retroactive payroll event is generated.

Run the Retroactive Notication Report to view retroactive notications for events that are awaiting processing,deferred, or both. Run this report before you submit the Recalculate Payroll for Retroactive Changes process.

Use the report to view:

• Unprocessed retroactive events for each employee, enabling you to identify who are included in RecalculatePayroll for Retroactive Changes process.

• Event dates that can be used to identify which payroll periods are recalculated by the retroactive process foreach employee.



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• Payroll relationships that are previously deferred so that you can make some or all of them available for thenext retroactive payroll process.

The earliest date across all notications for a payroll relationship determines the reprocess date. Reprocessing is doneacross all runs starting from the reprocess date, as payroll calculations are cumulative.

For example, suppose a monthly paid employee has unprocessed retroactive events for 15, June and 20, August. Theretroactive process recalculates payroll results for the June, July and August payroll periods. You can use the report todetect payroll relationships that are previously deferred.

Submit the Run Retroactive Notication Report from the Payroll Checklist work area.

ParametersThe parameter values determine which records to include in the report. Many parameters are self-explanatory. Submitthe same values as you would provide for the retroactive pay processing.

Here’s the list of parameters that have special meaning in the context of this report.

Process Date

The process date determines which records to process and is the same date as when the retroactive change process isrun.

Payroll

Enter the same payroll ow name as the ow you use to run the retroactive process.

Retroactive Notication Status

This table lists the values you can select to determine the type of events to include in the report.

Status Description

Deferred

Includes events for payroll relationships whose retroactive pay processing is deferred.

Unprocessed

Includes events that are either awaiting processing or processing.

Both Deferred and Unprocessed

Includes events that are either awaiting processing or processing, or deferred. This is thedefault value and is a combination of the other two options.

Person

Enter a value to limit your report to a specic employee.


Select the process conguration group, if you have dened one. Use a process conguration group to provide sets ofprocessing parameters, primarily related to logging and performance. If you don't select a process conguration group;the parameters in the default group for the selected payroll is used.



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Select the payroll relationship group name, if you have dened one. Use a payroll relationship groups to limit thepersons processed for payroll, data entry, and reporting.

Note: Use the Manage Object Groups task to dene any of the groups mentioned above before you canselect it here.

Report ResultsThis table shows the sections of the PDF output of the report.

Section Name Description

Parameters Section

The parameters section is at the beginning of the report and displays the report parametersand the sort criteria. The sort criteria is: Notication Status, Retroactive Process Date, PersonName, Payroll Relationship Number, Entity, Batch Name, Aribute, Update Type, AssignmentNumber, Element Name, Change Eective Date, Actual Change Date and Changed By.

Notication Status Summary

This section shows the total payroll relationships and total events by each type of retroactivenotication status. Each payroll relationship may have multiple payroll retroactive events suchas assignment updates, element entry updates, and so on. The counts reect the number ofsuch events that require payroll to be recalculated from a dierent process date.

Retroactive Process Date Summary

This section shows the dierent reprocessing dates for the employees and payrollrelationships, and the total count of workers and events for each reprocess date. This sectiongives a quick snapshot of how far back the retroactive reprocessing begins and for how manyworkers. These totals are also broken down for each retroactive notication status.

Event Type Summary

This section shows the details of the type and number of events that cause recalculation ofpayroll for a particular reprocess date. You can view the number of payroll relationships andemployees, and events by entity and aribute for a particular reprocess date.

Event Details by Retroactive ProcessDate

This detail section shows the dierent workers and their event details for the same type ofevent, reprocess date and notication status, as follows:

• If the entity is related to elements, the element name is shown as part of the eventdetails. The batch used to make the change, if any, is displayed in the header.

• If the event is related to assignment, the assignment number is shown.• The old value is shown for Update, Delete and Correction events while the new value is

shown for Update, Insert and Correction events.

Event Details for a Person This section sorts and lists all events by each process date and worker. Each payroll

relationship has one reprocess date based on the earliest event.

• The assignment number is shown only for those events that are specic to anassignment.

• The person number and payroll relationship number are shown along with the personname, in the header.



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Section Name Description

• Batch name, if available, and the element name is shown only when the event is relatedto an element. For all events based on aribute, both the old and new values are shown.

Related Topics• How Retroactive Pay Is Calculated• Payroll Event Groups

Balance Exception Reports

How to Create a Balance Exception ReportThis example demonstrates how to create and run a balance exception report. The report compares the total paymentsyou made to your employee population for the current payroll period with the payments you made in the previousperiod.

Before you create your report, you may want to determine the following:

Decisions to Consider In This Example

Which balance holds the values to compare?

Net Payment

What period of time should the balances be compared to?

Previous period

How many periods do you want to compare the balances to?

1

Creating a balance exception report involves creating a balance exception, creating the report, and then running thereport.

Create a Balance ExceptionTo derive net pay amounts for the previous period:

1. Open the Payroll Calculation work area, and then click Manage Balance Exceptions task.2. Click Create.3. Select the InFusion legislative data group and click OK.4. Complete the elds as shown in this table:

Field Value


Compare Net Payment Amounts to the Previous Period




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Field Value

Comparison Type

Previous period

Comparison Value

1 For comparison types that begin with Previous, the application enters 1 as the default valueand makes it read only.

Balance Name

Net Payment

Dimension Name


Variance Type

Percent

Variance Operator

Greater than

Variance Value

10

Severity Level

1


5. Click Submit.

Create a Balance Exception Report1. In the Tasks pane, click Manage Balance Exceptions and Reports.2. Click Create.3. Select the InFusion legislative data group and click OK.4. Complete the elds as shown in this table:

Field Value

Exception Report Name


Consolidation Group

InFusion Weekly

Payroll

InFusion Weekly Payroll

5. Click Add.6. Select the Compare Net Payment Amounts to the Previous Period balance exception name and then click

OK.



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7. Click Submit.

Run the Balance Exception Report1. In the Tasks pane, click Submit a Process or Report.2. Select the InFusion legislative data group.3. Select the Run Balance Exception Report ow paern and then click Next.4. Complete the elds as shown in this table:

Field Value

Payroll Flow

InFusion Weekly Balance Report

Process End Date

9/7/12



Payroll

InFusion Weekly

5. Click Next.

When you enter information on the Submit a Process or Report - Flow Interaction page, select Current Flow asthe payroll ow and Run Balance Exception Report as the task to ensure the report uses the payroll balancesresults for the current payroll ow.

6. Click Next.7. Click Submit.8. Click OK and View Checklist.9. In the task list click Go to Task for the Run Balance Exception Report.

10. Click the View Results link associated with the process number for the report.11. When the View results page opens, click the report link. The output is in PDF format.

Balance Exception ReportUse the Balance Exception Report to identify potentially incorrect payments or amounts withheld. The report identiesvalues that vary for the same balance dimension. This variance could indicate overpayments or underpayments.

To run this report, use the Run Balance Exception Report task from the Payroll Calculation or Checklist work area.

Before you run this report:

• Use the Manage Balance Exceptions task from the Payroll Calculation work area to create a balance exception.

• Use the Manage Balance Exceptions and Reports task from the Payroll Calculation work area to create abalance exception report that groups together one or more balance exceptions.

Balance Exceptions



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A balance exception determines the criteria you use to identify values that vary for the same balance dimension. Thevariance could be in terms of incorrect payments or amounts withheld. When you create a balance exception youspecify:

• A comparison type and comparison value to dene the period that’s used to determine the exception.

• A Balance Type and Balance Dimension that species the balance value that is evaluated for the exception. Youcan only select balance dimensions that are compatible with the Comparison Type you specied. For example,if the Comparison Type is Current Period, you will only be able to select balance dimensions of type ‘Period toDate’.

• The variance operator and the variance value to specify the precise range of variance that you want to reporton.

For example, you want to determine the monthly car allowance paid to employees in excess of 600 more than theprevious month. You can create a balance exception, specifying the aributes as given in this table.

Aributes Value

Comparison Type

Previous Month

Comparison Value

1

Variance Operator

Greater Than

Variance Value

600

Balance Type

Monthly Car Allowance

Balance Dimension

Month-to-Date

Balance Exception Report Name

Create an Exception Report Name that you can use to run the Balance Exception Report. For instance, in the aboveexample, you can create an Exception Report Name of Monthly Car Allowances Paid in Excess of the Previous Month.

Report ParametersThe parameter values determine which records to include in the report. For example, you can run this report for aspecic consolidation group or payroll relationship group. Predene these groups before you can use them. Mostparameters are self-explanatory, while the following have special meaning in the context of this report.

Payroll Flow

The name of the payroll ow you use to run this report. The selected ow uniquely identies a specic instance of thereport execution.

Process Start Date



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Use this eld to specify the rst eective date of the payroll process to include in the report. All processes with aneective date same or greater than the Process Start Date are reported.

Process End Date

Use this eld to specify the last eective date of the payroll process to include in the report. For Payroll Runs this is the'Payroll Run Date'. All processes with an eective date equal to or prior to the Process End Date are reported.

Note: For oset payrolls, the eective date of the payroll or QuickPay run could be after the end dateof the payroll period. In such cases, ensure that your Process End Date must be on or after the eectivedate of the process you want to include in the report.


The name of the Balance Exception Report you use to run this report.

Payroll

Select the required payroll name.


Use this eld to run the report for a specic process conguration group, instead of the default one. A processconguration group is used to set rules for payroll processes, such as passwords or number of threads. You can select avalue only if you have a predened process conguration group.

Consolidation Group

Use this eld to run the report against a consolidation group. For example, you can use this eld to run this report for asubset of payrolls. You can select a value only if you have a predened consolidation group.

Location

Use this eld to view the balance results for employees who have at least one assignment for the selected location. Thebalance values may not necessarily correspond to the location parameter only. It is also dependent on the dimensionsand the other associated contexts.


Use this eld to run the report for persons belonging to a specic payroll relationship group. You can specify a valueonly if you have a predened payroll relationship group.

Note: Use the Manage Object Groups task to dene a process conguration group, a consolidationgroup, or a payroll relationship group, before you can use it here.

You can also provide values to run this report for a specic payroll statutory unit or tax reporting unit.

After you have entered the above details, click Next. On the Flow Interaction Page, select the payroll ow as the CurrentFlow and the Run Balance Exception Report as the task. This ensures that the report uses the payroll balances for thecurrent payroll ow.



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Report ResultsThe report provides details of payroll balance results for matching persons, ltered by the dened exception criteria,specied time frame and the selected parameters. The output report includes:

• Payroll Statutory Unit

• Tax Reporting Unit

• Person Number

• Person Name

• Payroll Relationship Number

• Employment Level

• Current Balance

• Variance Value

The report output additionally displays the Previous Balance, Dierence, and Dierence % columns when theComparison Type is Previous Period or Previous Month.

Related Topics

• Balance Exceptions

• Examples of Balance Exceptions

• Balance Exception Formula Type

Payroll Balance Report

Congure Information Balances in the Payroll Balance ReportThis topic demonstrates how you can congure a predened balance group usage item to include information balancesin the Payroll Balance Report.

Use the Manage Group Usages task from the Payroll Calculation work area to add matrix items to the predened GlobalInformation Balances for Payroll Balance Report balance group. You can add matrix items to the group and associatethem with existing balance groups for use in reports.

To congure the balance group usage:

1. Select the Manage Group Usages task from the Payroll Calculation work area.2. Select Global Payroll Run Result Report (Payroll Balance Report) in the Report Type eld.3. Select the Legislative Data Group.4. Click Search. The search result displays all the applicable balance group usages for the Payroll Balance Report.5. Select the Global Information Balances for Payroll Balance Report row and click Edit.6. Select Matrix Items on the left panel of the Global Information Balances for Payroll Balance Report page.7. Click Add to create a new matrix item.8. In the Matrix Item section, select the Balance Dimension matrix type.9. Select the name of the wanted Balance Dimension and enter a position value.

10. Click Save.



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11. Click Submit.

Related Topics• Balance Groups and Usages• Examples of Balance Group Usages• Rules for Editing Balance Groups and Their Usages

Payroll Balance ReportRun the Payroll Balance Report to view the detailed balance information for a person over a dened period of time. Youcan compare this information with the archived data for validating and reconciling periodic payroll balances.

Run this report from the Payroll Calculation and Checklist work areas.

Report ParametersThe parameter values determine which records to include in the report. Most parameters are self-explanatory, while thefollowing have special meaning in the context of this report:

Process Start Date

Use this eld to specify the rst eective date of the payroll process you want to include in the report. Leave this eldblank to include all eective dates up to the Process End Date.

Process End Date

Use this eld to specify the last eective date of the payroll process you want to include in the report.

Balance Category

Use this eld to run this report for a specic balance category including information balances. Before you use this eld,you must congure the balance group usage item to display information balances in this report.

Consolidation Group

Use this eld to run the report against a consolidation group. For example, you can use this eld to run this report for asubset of payrolls. You can select a value only if you have a predened consolidation group.


Use this eld to verify deduction balances for persons belonging to a specic payroll relationship group. You can specifya value only if you have a predened payroll relationship group.

Note: Use the Manage Object Groups task to dene a payroll relationship group or consolidation group,before you can use it here.

Person

Use this eld to verify balance results for a single person.

Display All Hours

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Select Yes to include hours from Supplemental Earnings and other element classications. The default value is No andonly hours from Regular or Standard Earnings and Absence Earnings are shown in the report.

Report ResultsThe report provides details of payroll balance results for matching persons, ltered by the specied time frame and theselected parameters. The output le includes:

• Payroll Statutory Unit

• Tax Reporting Unit

• Employee Name

• Employment Number

• Run Type

• Balance Category

• Balance Name

• Balance Amount

Employee Active Payroll Balance ReportRun the Employee Active Payroll Balance report to view the current values for any given list of employee balances.Compare this data against the archived data to assist in reconciling your periodic payrolls and quarterly and year-endbalances. This report also helps you to determine if you have any tax balances over the statutory limits, such as SocialSecurity.

Start the Run Employee Active Payroll Balance Report ESS job from the Checklists or Regulatory and Tax Reportingwork areas.

Before you run the report, ensure successful completion of any payroll action, such as a payroll run, QuickPay, reversal,balance adjustment, or balance initialization.

Report ParametersHere’s the list of parameters that are relevant for this report.

Payroll Flow

Enter the name of your payroll ow.

Start Date

If you include the Run Balance values, specify the start date. This date must coincide with the date of the selectedpayroll run.

End Date

Specify the eective date for balance retrieval. When you capture balance values across a range of dates, this representsthe end of the range.



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Payroll

Specify a value to run the report for a specic payroll run,.

Consolidation Group

Select a value to run the report for the members of a consolidation group.

Tax Reporting Unit

Select a value to include all employees in a tax reporting unit (TRU) in your report results. Click Search to locate theTRU.


Select a value to run this report for a group of employees in a payroll relationship group. Click Search to locate thegroup.

Employee Name

Select a employee name to run this report for a specic employee. Click Search to locate the correct employee.

Balance Dimension

Select the balance dimension you want to review:

• Run

• Quarter

• Year

• Quarter and Year

Quarter

Select the quarter you want to review.

Balance Group Usage

Select the balance group to include balance values in the report output.

Hide Records with Zero Values

Select if you don’t want records with 0 balances to show in this report.


Select the process conguration group name, if you have dened any. This parameter is used for logging and reportingpurposes.



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Report ResultsThis report produces a pipe-delimited text le containing all live payroll balances for matching employees, ltered byparameters and time-frames. You can open this le in Microsoft Excel for additional ltering. If no employee balancesmatch your report parameter criteria, the report returns an output le with no data.

For example, if you don’t select Yes for any of the Include Balance Values elds, the report captures no balances. Theoutput le is empty.

The output le includes:

• Payroll balance information

• TRU

• Employee name and number

• Payroll relationship number

• Run type (Run level only)

• State, county, city, school district, and Pennsylvania locals (if applicable)

Payment Distribution Reports

Payment Distribution ReportsVerify payment calculations and payment distributions using the reports from the Payment Distribution work area.


Payroll Register

Verication, validation, andaudit of payroll calculations

After calculating payroll andarchiving periodic payrollresults

Use the summary reportto verify total paymentamounts per balance categoryfor a payroll period for apayroll statutory unit or a taxreporting unit. Use the detail report to reviewthe complete payroll rundetails for each employee tobalance and reconcile payrolland to compare the paymentvalues to previous periods. The report lists the currentand year-to-date hoursworked for each personincluded in the report.

Payment Register

Verication and audit ofpayment distributions

After calculating prepayments,running the payment process,and generating payslips

Use the summary report toverify the total amounts paidby payment category, type,status, and method.



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Use the detail report tovalidate payments for eachemployee, including thepayment amount, bank, andcheck information. Optionally, lter this reportby location when reconcilingpayments. The report liststhe payroll relationshiprecords based on a person'sassignment location. Thelocation is listed with the otherparameters, but not on theresults.

Payslips

Provides a record of individualpayroll payments received,including pay amounts,deductions taken, andaccruals

After generating paymentsand archiving periodic payrollresults

Generate payslips for allemployees as a record ofpayments made. Payroll managers andadministrators can viewpayslips from the PersonManagement work area.Employees can view or printtheir payslips from the Portraitpage.

Third-Party Payment Register

Provides details of allpayments made to a third-party person or organization,including involuntary andvoluntary deductions.

After generating payments

Use the summary report toview a list of payments bypayroll statutory unit. Use the detail report to viewthe breakdown and roll-up ofpayments.

After submiing a report that uses archived data, you can submit the Redeliver Output process from the PayrollChecklist work area to regenerate the report. If the report supports additional delivery types, you can optionally changedelivery options.

Third-Party Payment RegisterUse the Run Third-Party Payment Register task to view a summary or detail listing of all third-party payments. Run thisprocess from the Payroll Checklist or Payment Distribution work areas.

Before you begin, run the report after calculating and verifying prepayments and generating the payments.



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Report ParametersThe parameter values determine which records to include in the report. For example, you can run this report for aspecic consolidation group or payroll relationship group. You must predene these groups before you can use them.Most parameters are self-explanatory, while the following have special meaning in the context of this report.

Scope

You control the results of the report by specifying the scope of the report, as given in this table.

Scope Value Report Results

Summary

Provides a list of payments by payee.

Detail

Provides details of employee and deduction information for third-party payments.

Payroll

Select the required payroll name. The report is generated for the selected payroll run.

Process Start Date

Enter a start date to dene the date range of this process.

Process End Date

Enter an end date to dene the date range of this process.

Consolidation Group

Select a consolidation group to view the payments for all payrolls that are included in this consolidation group. Aconsolidation group denes a grouping of dierent payrolls for reporting purposes. If you don’t select a value, theapplication uses the default consolidation group assigned to the payroll.

Payroll Statutory Unit

Select a payroll statutory unit (PSU) to view the payments for a specic PSU.

Tax Reporting Unit

Select a tax reporting unit (TRU) to view the payments for a specic TRU.


Select the payroll relationship group name, if you have dened one. Payroll relationship groups limit the personsprocessed for payroll, data entry, and reporting. For example, you can create a group to process the report forterminated employees.

Person



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Select the person number to validate payments for each employee, including the payment amount, bank, and checkinformation, as reported in the detailed report.


Select a value if available. Use a process conguration group to set rules for payroll processes, such as passwords ornumber of threads. If you don’t select a process conguration group; the process uses the parameters in the defaultgroup.

Note: Use the Manage Object Groups task to dene the payroll relationship group or the processconguration group, before you can select it here.

Payee

Select the payee for which the check payment process is run, to view the payment details of individual and rolluppayments made for each payee.

Use the following parameters to view a list of individual payments, including total amounts paid by payment category,type, status, and method:

• Payment Category

• Payment Method

• Payment Process

• Payment Type

• Payment Status

Report ResultsThe results of the report depend on the scope value you select while running the report, as given below. Both theformats have a page break after every payee, so you can provide the payment details separately to each payee.

Summary ReportThe Summary report displays the payments made to each payee by the payment source, payment status, andpayment category. The report doesn’t show PSU, TRU, and employee and deduction information. This is becausethe rollup payments include employees across PSUs and TRUs.

Detail ReportThe Detail report has a multiple-tier layout that includes:

• Payment details of individual and rollup payments made for each payee. Within each payee report, thepayments are further segregated into:

◦ Employee deduction information for individual payments, including single deductions and multipledeductions

◦ Employee deduction information for rollup payments

• Consolidated totals of each multiple deduction payment and rollup payment

• Deduction reference details for involuntary deductions stored on the calculation cardIt displays a blank deduction reference if the details are not available.



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• Element name of voluntary deductions

Support for Spreadsheet Tabular LayoutYou can create your own template for a tabular output of data in Microsoft Excel le format for both the summaryand detail reports.

Related Topics

• Third-Party Rollup Payments

• Overview of Employee and Third-Party Check Payments

Payment StatusesPayroll managers use the Payment Register to verify the total amounts paid by payment category, type, method, andstatus.

This table shows you the payment statuses that you might see on the Payment Register. Payment statuses arecongurable values in the PAY_STATUS lookup.

Lookup Code Value Description

C

Canceled and can't be reissued

The payment was marked as Void, theprepayment process was rolled back, andthe calculation of the payroll run resultsreversed.

MR

Paid externally

The payment was processed, butgenerated externally. Examples includea hand-wrien check for a terminatedemployee.

P

Paid

The payment was processed and issuedwithout error.

U

Unpaid

The payment was processed, but wasincomplete or errors occurred duringpayment.

V

Void

The payment was marked as Void butis eligible for reissue. Examples includereplacing a lost payroll check.

Payslips



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Generate Payslips in the Worker's Correspondence LanguageRun the Generate Payslips process just once and generate individual payslips in the worker's correspondence languageof choice. Generate the payslips in dierent languages depending on what's set as the worker's correspondencelanguage.

For example, if you have workers who have set their language of correspondence as Spanish, you can now generatetheir payslips in Spanish.

Here are the tasks you must perform to generate the payslips in the worker's correspondence language of choice.

1. Identify and group worker's for payslip translation

Identify the workers whose Correspondence Language on the Manage Person page, under BiographicalInformation is given as Spanish. Create a Payroll Relationship Group for these workers, and use this groupwhen you run the Generate Payslips task.

2. Enable payslip translation

Set the process conguration parameter, Enable Payslip Translation, to 'Y', before running the Payroll Archiveprocess. Set this parameter only once, so that the application translates the data the Payroll Archive processarchives for the payslip.

Run the Archive Periodic Payroll Results task from the Payroll Checklist work area. Run this process after thepayroll calculation is complete.

If you have run the Payroll Archive before seing this parameter, roll back the process, set the Enable PayslipTranslation parameter to 'Y', and rerun the Payroll Archive process.

3. Install the worker's correspondence language

Although the worker sets their correspondence language to one of several languages, the application supportsonly the installed languages for translation. Hence, to generate the payslip, you must install every preferredcorrespondence language on the environment. If the correspondence language is not one of the installedlanguages, the Payslip is produced in the base language.

For this example, ensure that Spanish is an installed language on the environment.4. Add bursting for paper delivery of the payslip

As only one language can be applied to all the labels on a payslip, payslips for dierent languages must bein their own PDF. Add the Bursting conguration onto the Print delivery option within the Payslip extractdenition.

For more details on how to add the Bursting option, refer to 'Adding Bursting to Print Delivery Option:Procedure' on the Oracle Help Center.

5. Set the Locale property and correspondence language

For translation of the payslip labels, set the Locale property of both Document of Records and Print deliveryoptions within the Payslip extract denition to "Correspondence Language". If you do not want translationof the payslip labels, leave the Locale property blank or set it to the base language, for example, en-us for USEnglish.

For more details on how to set the set the Locale property of both Document of Records and Print deliveryoptions within the Payslip extract denition to "Correspondence Language", refer to 'Adding Bursting to PrintDelivery Option: Procedure' on the Oracle Help Center.



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For seing the Locale property of Document of Records within the payslip extract denition, follow steps 6 to 8in the above referred topic. Select the Online Payslip Delivery Option Name row in the Extract Delivery Optionssection in step 7.

6. Enable translation of modied text on the payslip

For the payslip data that is not delivered by Oracle (transactional data and user congurations), in addition tothe base language text, enter the translated text in the application. For example, if the name of a user-createdelement and its associated balance denition must be translated, the translated value (for each of the installedlanguages that needs translation support) must be entered in the application.

For more information about how you can add translations of modied text, refer to 'Adding Translations ofModied Text: Overview' and 'Translating Existing Strings at Runtime: Worked Example' on the Oracle HelpCenter.

After you have completed the above mentioned seings, run the Generate Payslips task to generate thepayslips. Select the Payroll Relationship Group you have created, so that the payslips are generated in Spanishfor the workers you have identied.

Related Topics• Multilanguage Support for Payslips• Add Bursting to Print Delivery Option

How to View My Payslip and Bank DetailsWatch video

This topic explains how you can view your payslip and bank details from the Personal Information icon on your homepage. You can also set up your bank details.

To view the PDF of a full payslip:

1. Click the Personal Information icon on your home page.2. Click Pay from the side panel. You can see the list of your payslips.3. To view the full payslip, select a row and click the Check icon.

Information displayed on the payslip is segregated into sections and contains the following:

• The rst section displays your personal and job information.

• The second section displays the payroll period information.

• The next section has a summary of your Gross-to-Net details.

• The next sections give a breakdown of earnings, pretax deductions, taxes and other deductions.

You can print your payslip or save it to your computer. Your payslips are stored in the application and you can retrievethem at any time.

How to Set Up a Payment MethodSuppose you're being paid by check and you're tired of going to the bank. You can change your preference to directdeposit and receive your pay directly into your account. You can create personal payment methods, and specify thepercentage or xed amount to be paid by each method.

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To create a personal payment method:

1. Click the Personal Information icon on your home page.2. Click Pay from the side panel.3. Click Add.4. To set up a direct deposit, select a Payment Type of NACHA.5. Select the Currency.6. Enter a name for this account.7. Select New Account for the bank account. The rst account you enter here should be the account that you

want to deposit 100 percent of your check. Alternatively, it could be the account you want to deposit yourremaining check.

8. Select Bank and Branch.9. Select Checking as the account type.

10. Enter the Branch Number and Account Number.11. Click Save and Close.

How to Add a Savings AccountYou can also add a savings account and allocate a portion of your pay as savings for a future use. For example, you canopen a savings account for down payments for a new house.

To open a savings account and allocate part of your pay as savings:

1. After you have saved your personal payment method, click Manage.2. Click Add.3. Select a Payment Type of NACHA and enter the bank details as given in the earlier section.4. Select Savings as the account type.5. In the Payment Amount eld, select Percentage and enter a value. You can also select Amount and enter an

amount instead of percentage.6. Click Save and Close.

Payslip Reprinting ReportUse the Payslip Reprinting Report to generate a report to include payslips for an employee or a specic group ofemployees spanning across multiple pay periods.

For example, generate the report for:

• Employees who generally view their payslips online and are on long-term leave of absence, for instance onmaternity leave, and hence can’t view their payslips online.

• Employees who are terminated and can no longer view their payslips online and are paid severance paymentsafter they have left the organization.

• Your legal department, who has requested for an employee’s payslips for a specic nancial year.

You can run this report for:

• Multiple employees

• Multiple pay periods

• Any date range

• Any number of times

To run this report, use the Payslip Reprinting Report task from the Payroll Calculation or Checklist work area.



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Before You Begin

Run this report after successful completion of the Generate Payslips process. The report retrieves the payslips that arealready generated by the Generate Payslips task and stored in the Document of Records. Run the Generate Payslips taskfor the pay periods, employees, and date range for which you want to run this report.

Report ParametersThe report parameter values determine which records to include in the report. Most parameters are self-explanatory,while the following have special meaning in the context of this report.

Process Start Date

The report excludes pay slips with a payment date that’s earlier than the date specied.

Process End Date

The report excludes pay slips with a payment date that’s later than the date specied.

Payroll

The name of the payroll you use to run this report.

Consolidation Group

Use this eld to run the report for a consolidation group. For example, you can use this eld to run this report for asubset of payrolls. You can select a value only if you have a predened consolidation group.

Location

Use this eld to print the payslips for employees who have at least one assignment for the selected location.


Use this eld to run the report for persons belonging to a specic payroll relationship group. You can specify a valueonly if you have a predened payroll relationship group.

Person

Use this eld to print the payslips for a specic employee.


Use this eld to run the report for a specic process conguration group, instead of the default one. A processconguration group is used to set rules for payroll processes, such as passwords or number of threads. You can select avalue only if you have a predened process conguration group.

Note: Use the Manage Object Groups task to dene any of the groups mentioned, before you can use ithere.

Delivery Preference

Use this eld to select any of the following options:

• Online



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• Paper

• Both online and paper

You can also run this report for a specic payroll statutory unit or tax reporting unit.

Report ResultsThe report provides a single output le and also includes employees who haven’t opted for a printed payslip.

Related Topics• Multilanguage Support for Payslips• Add Bursting to Print Delivery Option

Data Validation

OverviewBefore you run payroll or any other statutory processes or reports, the required HR and payroll data setup must becomplete for all your workers. Missing or noncompliant data can impact legal processes or reports.

The Payroll Data Validation Report provides details of missing or statutorily noncompliant data at the worker andorganization level. Prior to running the payroll process or any other report, run the Payroll Data Validation Report. Youcan then take corrective action as necessary to complete the data setup and correct noncompliant data.

Run this report from the Payroll Calculations or the Payroll Checklist work area.

During the implementation phase, add the business rules and validation messages at the enterprise or legislative datagroup level. These validations are in addition to the country-specic validations that are predened in the application.

Validation LevelsThe data group you select when adding validation rules to the Data Validation Report determines the level of validation.For example, you might have a validation rule at the tax reporting unit level or at the person details level. When adding avalidation, you must ensure a database item exists for the aribute for which you're adding the validation.

Set Up Validation RulesUse the delivered formula 'Global Aribute Mandatory Check' to set up validations to identify missing data. You addthe validations to the Data Validation Report extract denition. Here's the summary of the required steps to set up thevalidation rules:

1. Identify a suitable short name for the aribute for which you want to add the validation, for example,ASG_JOB_CODE. Prex it with CST to mean user-dened. Therefore, the short name should be CST_ASG_JOB_CODE.

2. Set up a lookup code to control the validation. For mandatory validations, that you set up using the deliveredformula, set up the lookup code as a short name suxed by >MC. For example, CST_ASG_JOB_CODE>MC.

3. Based on the level at which you need the validation, you must create the records and data elements in theappropriate data group. Identify the relevant data group to add the validation and create a record in the group.For example, add assignment level validations to the Assignment Data Group.

Note: A database item must exist for the aribute for which you're adding the validation.

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4. Add the validation and create the extract denition aributes.5. Generate and compile the formula at the report record.6. Run the appropriate Payroll Data Validation Report to include the validations.

Control the ValidationsUse the delivered ORA_HRX_GLB_VALIDATION_OBJECTS lookup type to set up a lookup code that you can use to control thevalidation. For example, you can use this lookup code to add multiple country tags to a validation. Alternately, if thevalidation is no more valid for the country, remove the previously added country tag from the lookup code.

Note: If you don't add a country tag, the application doesn't trigger any validation.

Validation TypesThe validations can be simple or complex.

The application triggers simple validations if you haven't provided a value for an aribute required for a report ora process. For example, the Tax Reporting Registration Number is missing at the organization level or the NationalIdentier value is missing for a worker. You can create a simple validation by using the delivered formula 'GlobalAribute Mandatory Check' and the appropriate database item group.

The application triggers complex validations when there's more than one aribute included in the validation. Forexample, a value is missing for a National Identier Type pertaining to a worker.

For coding complex validations, Oracle recommends that you use data elements of type Rule with a user-dened RuleFormula to perform the validation. You must deliver these data elements in a record of type Formula.

User-Dened Rule FormulaFor coding complex validations, Oracle recommends that you use extract aributes of type Rule with a user-denedRule Formula to perform the validation. Consider the following for coding user-dened Rule Formula:

• Check if the formula is of type Extract Rule.

• Check that the lookup code exists for the short code of the data element, and is enabled for the legislationcode, for which the report is run.

• Check if the formula is associated with the correct data element. Since this is a user-dened formula, check andrun only if short code matches.

• Perform the validation to return validation message text or return a NULL value. The message text should befewer than 240 characters or the application considers only the rst 240 characters of the message.

Data SecurityBy default the report is submied through an elevated user that has full data access and is secured through the list ofvalues on the report parameters. However, you can congure the Data Validation Report to run based on the proleof the user who submits the report. For example, if a user has access to only employees within a specic payroll ordepartment, you can congure the report to check data only for those employees.

Validation Rules for Data Validation ReportYou can add validation rules to the Data Validation Report to identify missing data required to run a process or report.You can run the report and make relevant corrections to complete the employer or payroll-related data.

Use the Manage Extract Denitions task in the Data Exchange work area to add a validation rule to the Data ValidationReport extract denition.



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Rule FormulaUse the delivered formula 'Global Aribute Mandatory Check' to set up validations to identify missing data. You add thevalidations to the Data Validation Report extract denition.

This formula includes certain important enhancements such as supporting translated messages. It also oers the abilityto control the validations without you deleting the validation already congured by you or delivered by Oracle. It's notmandatory for you to migrate your existing validations from the 'Global Null Check Rule' formula to the new one. Oraclerecommends to migrate to the new formula to make use of the benets.

Validation LevelsThis table describes the validation rules at the various levels.

Validation Level Description

Employee

Add simple validations for a missing aribute at the worker level. For example, if the NationalIdentier value is missing for a worker.

Organization

Add simple validations for a missing aribute at the organization level. For example, a missingTax Reporting Registration Number.

Repeating Child Entity of a Worker

Add validations at the repeating child entity of a worker. For example, you may add avalidation for a missing IBAN number for one of the multiple payment methods that a workerhas. You can add a validation to specify the details of the aribute value (IBAN Number). Thisaribute value is missing for the Entity Type (Personal Payment Method) and for the EntityName (Personal Payment Method Name).

Repeating Child Entity of theOrganization

Add validations at the repeating child entity of an organization. For example, add a validationfor a missing SWIFT Code for one of the multiple organization payment methods that's validfor a payroll statutory unit. You can add a validation to specify the details of the aributevalue (SWIFT Code). This aribute value is missing for the Entity Type (Organization PaymentMethod) and for the Entity Name (Organization Payment Method Name).

Data GroupsThe data group you select when adding validation rules to the Data Validation Report determines the level of validation.For example, you might have a validation rule at the tax reporting unit level or at the worker details level.

The processes associated with the Data Validation Report extract denition are:

• Run Payroll Data Validation Report

• Run Worker Data Validation Report

• Data Validation Report for Payroll Interface

The following reports use dierent data groups to report data validation. You must select a data group for anyvalidation rules you add based on the type of data and the level you want validation to occur.

Payroll Data Validation ReportAdd validation rules to these data groups to report payroll-related data validation:

• Payroll Statutory Units



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• Tax Reporting Units

• Payroll Relationships

• Payroll Assignments

Worker Data Validation ReportAdd validation rules to these data groups to report worker-related data validation:

• Payroll Statutory Units

• Legal Employers

• Reporting Establishments

• Work Relationships

• Person Details

• Assignments

Data Validation Report for Payroll InterfaceAdd validation rules to these data groups to report worker-related and payroll-related data validation for Global PayrollInterface:

• Payroll Group

• Payroll Relationship Group

• Work Relationships

• Assignments

• Payroll Relationships

• Payroll Assignments

Usage of TagsThe report output has dierent sections for legal employer, reporting establishment, person, and so on. The validationsreported in the dierent sections is based on the tag that's added for rule data element. Consider the following whileusing tags for adding validation rules for Data Validation Report.

• For reporting validations at organization level, add the validations to Organization Data Groups and the relatedtags, as given in the table below.

Validation Level Data Group Tag

Legal Employer

Legal Employers

LEMP_RULE_TEXT

Establishment

Reporting Establishments

REP_ EST_RULE_TEXT


Payroll Statutory Units

PSU_RULE_TEXT

Tax Reporting Unit

Tax Reporting Units

TRU_RULE_TEXT

• For reporting validations at worker level, add the validations to the corresponding data group and thepredened tags as given in the table below.



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Employee or payroll relationship levelvalidations

Identify appropriate data groups(Example: Assignment).

RULE_TEXT

• For reporting organization validations or the validations of other entities in a separate table, add the validationsto the corresponding data group and the predened tags as given below.


All levels other than employee ororganization

Identify appropriate data groups(Example: Assignment).

OTHERS_ RULE_TEXT

Set Up a Lookup Code to Control the Rules for Data ValidationReportsUse the delivered 'ORA_HRX_GLB_VALIDATION_OBJECTS' lookup type to set up a lookup code that you can use tocontrol a validation for the Data Validation Report. You can then use this lookup code to add multiple country tags toa validation. Alternately, you can remove a previously added country tag from the lookup code, if the validation is nomore valid for the country.

Note: If you don't tag a country, the application doesn't trigger any validation.

To create a lookup code:

1. In the Setup and Maintenance work area, select the Manage HCM Extract Lookups task.2. Search for and select Manage HCM Extract Lookups.3. Click Create.4. Enter these lookup code details.

Field Description

Lookup Code

Enter a lookup code suitable for the aribute or entity to be validated. If you want to use theOracle delivered formula for mandatory aribute validation, enter sux as >MC n the lookupcode, for example CST_ PERSON_ ADDRESS_LINE 1>MC.

Display Sequence

Enter a unique value for the lookup code. It is recommended to use a sequence number,between 201 to 500, for the user-dened lookup codes.

Start Date

Enter 01/01/0001.

End Date Enter 12/31/4712.



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Field Description

Meaning

Enter a suitable meaning for the lookup code, for example, Person Address Line 1 Check.

Description

Enter a suitable description, for example, Person Address Line 1 Check.

Tag

Tag an appropriate country or countries, for which the validation is to be performed. Forexample, +FR.

Note: If no Tag is setup, the application doesn't perform the validation for anycountry.

5. Click Save.

Add Rules to Data Validation ReportsThis example demonstrates how you can add a validation rule to the Data Validation Report extract denition. Beforemaking changes to the extract, select a legislative data group. When you submit your changes for a new rule, thatvalidation is available for that legislative data group. Depending on the validation rule and the legislative data group youadd it to, the validation is included when you submit any or all of the following processes:

• Payroll Data Validation Report for identifying missing payroll data needed for processes

• Worker Validation Report for identifying missing HR data needed for processes

• Data Validation Report for Payroll Interface for identifying missing HR or payroll data of persons associatedwith a given object group or payroll. The primary goal of the report in this case is to validate the data before it'sexported by the Global Payroll Interface process to a third-party payroll provider.

Before you add the validation rule, ensure that a database item exists to retrieve the value to be validated. The contextsrequired by the database item are provided by the block level to which you add the validation. For example, supposeyou're adding the new validation to the Person Details data group. You are adding a rule to check whether each person'sPerson Address Line 1 aribute has a value. If there is no value, the report displays an error message. A database itemmust exist for the person address line 1 aribute. Create the records and data elements in the appropriate data groupbased on the level at which you need the validation.

How to Create the ValidationTo create a validation:

1. In the Name eld, enter Data Validation Report.2. In the Data Exchange work area, select Manage Extract Denitions.3. Search for and select the extract denition to edit as follows:

a. In the Type list, select Full Prole.b. Select a legislative data group.c. Click Search.d. In the search results, click Data Validation Report.

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5. In the Session Eective Date eld, enter 01/01/0001.6. Add a new record to the Data Group to which you want to add validations as follows:

a. Select Person Details under the Data Group node.b. In the Records section, click Create.

Ensure that the Session Eective Date is 01/01/0001.c. Enter these details in the Create Extract Record section.

Field Value

Sequence

Enter a unique value for the records within the Data Group. It is recommended to use asequence number between 200 and 600.

Note: Two records in the same Data Group can't use the same sequencenumber.

Name

Person Address Details

Type

Detail record

Process Type

Fast Formula

d. Click Save.7. Add the database item aribute as follows.

a. In the Extract Aributes section, click Createb. Complete the elds as shown in this table. This table lists the elds and the respective values for the

extract aributes.

Field Description

Name

Enter a suitable name, for example, Person Address Line 1 Aribute. This name is usedin the validation message.

Tag Name

Person_ Address_Line 1_Aribute

Short Code

Enter a suitable name to match the lookup code and remove the sux, '>MC', forexample, CST_ PERSON_ ADDRESS_ LINE_1.

Start Date

01/01/0001

End Date

12/31/4712

Data Type

Enter a value appropriate to the data that you want to check. For example, Text foraddress details.



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Field Description

Type

Database item group

Database Item Group

Person Address Line 1

Output Label

Person Address Line 1

Output Column

6

Note: If you don't nd the Database Item Group that fetches the aribute value you want tovalidate, it could be that:

• The Extract Aribute is added at an incorrect level (Data Group), or• The Database Item Group is unavailable. Verify the availability of the Database Item

Groups by trying to add the extract aribute to other levels (Data Group). If the requiredDatabase Item Group is unavailable, you can contact Oracle Support.

For more information, see Database Items for Extracts and Formulas in Oracle Fusion HCM guide on MyOracle Support (1565118.1).

c. Click Save and Close.8. Create another aribute for the validation rule as follows:

a. In the Extract Aributes section, click Createb. Complete the elds as shown in this table. This table lists the elds and the respective values for the

validation rule.

Field Value

Name

Person Address Line 1 Rule

Tag Name

RULE_TEXT

Note: Enter this value exactly.

Short Code

CST_ PERSON_ ADDRESS_ LINE_1>MC

Note: The short code must include the short code of the database itemaribute you created followed by a space and the sux: >MC. The shortcode is case-sensitive.

Start Date

01/01/0001



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Field Value

End Date

12/31/4712

Data Type

Text

Type

Always set as Rule.

Rule

Global Aribute Mandatory Check

Output Label

Enter a value same as the Short Code, for example, CST_ PERSON_ ADDRESS_ LINE_1-RULE.

Output Column

Enter a unique value within the record, 26.

Results Display Option

Summary and detail

c. Click Save and Close.9. In the Actions menu, select Generate Formula.

10. In the Actions menu, select Compile Formula.11. Click the Extract Execution Tree node and verify that all formulas are compiled.12. Click Submit.

Payroll Data Validation ReportRun the Payroll Data Validation Report to generate a list of workers with missing or noncompliant payroll data. Use thisreport to verify if the required data setup for all workers for the payroll run or process is complete.

Payroll managers can run this report from the Payroll Calculations or the Payroll Checklist work area. Run this reportprior to running the payroll process.

ParametersMost parameters are self-explanatory, while the following have special meaning in the context of this report.

Payroll Flow

Select the required payroll ow name for the process that’s being run. Enter a value each time the process is run.

Eective As-of Date

Use this eld to specify the rst eective date of the payroll process to include in the report. The data status is veriedas of the selected eective date.




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Select the Payroll Statutory Unit for which the report is to be run.

Report ResultsThe report provides details of missing or noncompliant statutory data for the selected payroll statutory unit as of theselected eective as-of date. The details are at the worker or organization level.

You can view the PDF output of the report or the Excel output, as required.

Data Security in Payroll Data Validation ReportsCongure the Data Validation Report to run based on the prole of the user who submits the report. For example, ifa user has access to only employees within a specic payroll or department, as dened by the data security proleaached to the user's role, you can congure the report to report data only for those employees.

Here are the tasks required to congure and run the report based on the prole of the user submiing the report:

1. Sign in as IT Security Manager and dene HCM data roles and setup data security. Assign the data roles to theapplication user as per the requirement of your enterprise.

2. Sign in as Payroll Manager and secure the 'Payroll Data Validation Report' at the Legislative Data Group level.3. Sign in as application user to whom the privileges are assigned and run the report.

Dene Data Roles and Assign Data Roles to the Application UserNo predened HCM data roles exist. While creating an HCM data role, include a job role. The secured HCM object typesthat the job role accesses are identied automatically, and sections for the appropriate security proles appear. Select orcreate security proles for those object types in the HCM data role.

For each object type, you can include only one security prole in an HCM data role, which is known as Security Prole.Consider the following to complete the setup.

• You must have the IT Security Manager Job role to perform this task.

• To create an HCM data role, use the Assign Security Proles to Role task in the Setup and Maintenance workarea.

• For more information on seing up the data security as per the requirement of the enterprise, see OracleHuman Capital Management Cloud Securing HCM.

Here are the steps required to congure the report based on the prole of the user submiing the report.

1. Navigate to the Checklist work area under Payroll.2. Select the Manage Payroll Flow Paerns task.3. Search for the Run Payroll Data Validation Report ow paern.4. Select the required Legislative Data Group.5. Click Edit.6. Click Go to Task and click Edit.7. Select the row and click the Edit on the tool bar for the row.8. Select the Secure Process or Report check box and click Save.9. Alternately, you can click on Remove all Updates.

Repeat these steps for each Legislative Data Group, where the seing must apply. This conguration, although done onthe delivered ow paern, is preserved during patching and upgrades.



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Submit ReportWhen you submit the report, consider the following:

• Select the Payroll Statutory Unit (PSU) from a secured list of values. If the user's data security is restricted bythe PSU, then the user can only run the report for that PSU they have access to, even if the report is run as theelevated user by default.

• If the user's data access is restricted based on other aributes like department or payroll, congure the reportbased on the user prole. This is only if you must restrict the report to the prole of the user submiing thereport and only data for the department or payroll is reported.

Archive

View and Edit Archive ResultsBecause payslips and the payroll register use archived data, it's critical that the archive process completes successfullyand it include complete and accurate information. You can view the results of the Archive Periodic Payroll Resultsprocess on the View Person Process Results page. You can also edit archived data, if your user privileges and therestrictions are in place for your system enable it.

View the Archive ResultsUse the Archive Results section on the View Person Process Results page to view a summary of archived results and drilldown to view individual archived records.

Note: The data archived by this process may vary depending on your legislation and your organization'sreporting requirements.

Archive payroll data is typically one of these types:

• HR data, such as employee and employer address details, employee work location and department, accruals,and assignment details

• Element information, such as earnings and deductions

• Balance sets

• Messages

Archive results include prepayment information used to generate payslips as well as prepayment information forexternal payments. Use archive results to Determine errors, unprocessed assignments or missing records. If errors orissue are found, review the employee's HR or payroll data, determine the cause and correct. Once errors and issues areresolved, roll back the aected processes and rerun.

Edit the Archive ResultsBy default, the extract denition for the payroll archive doesn't allow editing of the output. However, if yourenvironment and your security privileges enable this task, you can use the Edit buon in the Archive Results section ofthe View Person Process Results page. The application stores any changes to the archived results in the archive table,which the payroll register and payment processes then use.

Note: Updates made to the archive results will no longer match the originally generated archive. For thisreason, avoid manually updating the archive unless necessary.



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Related Topics

• Payroll Payments Distribution

FAQ for Archive

When should I archive payroll data?You must archive payroll results before you submit processes that use archived data, such as Run Payroll Register andGenerate Payslips. Your payroll cycle ow should reect the proper sequence of tasks. If you submit standalone payrollprocesses, you can archive the results using the Archive Periodic Payroll Results task in the Payment Distribution workarea.



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Glossary

159

Glossary

absence plan

A benefit that entitles workers to accrue time for the purpose of taking leave and receiving payments during absenceperiods.

absence type

A grouping of absences, such as illness or personal business that is used for reporting, accrual, and compensationcalculations.

assignment

A set of information, including job, position, pay, compensation, managers, working hours, and work location, thatdefines a worker's or nonworker's role in a legal employer.

benefits object hierarchy

A structure that enables efficient management of benefits that share similar attributes. The four object types used tostructure benefits offerings are programs, plan types, plans, and options.

Calculation Card

Captures values required for payroll calculations for some earnings and deductions, such as absence payments andinvoluntary deductions. You can also create various types of cards to hold default values for tax reporting units orpayroll statutory units for some countries.

consolidation group

A grouping of payroll runs within the same period for the same payroll, for which you can run reporting, costing, andpost-run processing. You can specify a default consolidation group for each payroll definition.

element

Component in the calculation of a person's pay. An element may represent a compensation or benefit type, such assalary, wages, stock purchase plans, pension contributions, and medical insurance.

element eligibility

The association of an element to one or more components of a person's employment record. It establishes a person'seligibility for that element. Persons are eligible for the element if their assignment components match the componentsof the element eligibility.

element entry

The record controlling an employee's receipt of an element, including the period of time for which the employeereceives the element and its value.


Glossary

160

element group

Group of one or more elements, which you define for running various payroll processes, reports, or for cost distributionpurposes. Use element groups to limit the elements processed by a payroll batch process.

external payment

A payment processed by a prepayment process, but generated externally. Examples include a hand-written check fora terminated employee and a payment made with a different payment type or payment source than specified in theprepayment process.

final close date

The last date on which a payroll run can process element entries. Typically, the last effective date of the payroll record.

input value

Field defined for an element that holds information about an element entry that's needed for calculation. For example,hours worked, an alternate payment rate, or the amount of a bonus or deduction.

last standard earnings date

Date on which standard earnings stop accumulating, typically the date of the termination or payroll transfer.

last standard process date

Last date on which element entries are considered for normal processing in a payroll run. Typically, the last day of thepayroll period in which a termination or payroll transfer occurs.

object group

User-defined set of elements or people that restrict the items you want to include in various processes and reports.

payroll employment group

Group of people that payroll runs use for processing, data entry, and reporting.

payroll relationship

Defines an association between a person and a payroll statutory unit based on payroll calculation and reportingrequirements.

payroll relationship rule

Determines how the application creates payroll relationships when hiring or rehiring an employee, and how it sets enddates on termination.

payroll statutory unit

A legal entity registered to report payroll tax and social insurance. A legal employer can also be a payroll statutory unit,but a payroll statutory unit can represent multiple legal employers.


Glossary

161

personal payment method

Method of payment to a person for a particular payroll. When an administrator assigns a person to a new payroll,payments are made using the default organization payment method for the new payroll until a personal paymentmethod exists.

tax reporting unit

A legal entity that groups workers for the purpose of tax and social insurance reporting.

termination

Voluntary or involuntary ending of a work relationship. When workers or nonworkers leave the enterprise, youterminate their work relationships. When you terminate a work relationship, any assignments associated with therelationship are ended automatically.

work relationship group

Group of people that you can define for reporting, for example in HCM extracts.


Glossary

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