Running Your Payroll USing Oracle HRMS (UK)

Running Your Payroll USing Oracle HRMS (UK)
Running Your
Payroll Using
OracleR HRMS
(UK)
RELEASE 11i
VOLUME 3
January 2000
Running Your Payroll Using OracleR HRMS (UK) Release 11i
The part number for this book is A73291–01.
The part number for this set is A77152–01.
Copyright E 1996, 2000 Oracle Corporation. All rights reserved.
Major Contributors: Louise Raffo, Julia Margetson, Rebecca Peters, John Woodward,
Andrew Moran, Juliette Fleming, Michael O’Shea, Mark Rowe, Mark Swaine.
Contributors: Kevin Kelley, Michael Laverty, Keith Ekiss, Charles Hudson, Janet
McCandless, Philippa Nelson–Gracie, Martin Reid, Mark Callaghan, Michal Lisiecki, Neil
Bristow, Andrew Logue.
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Contents
Preface
Chapter 1
Preface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Audience for This Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
How To Use This Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Finding Out What’s New . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Other Information Sources . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Do Not Use Database Tools to Modify Oracle
Applications Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
About Oracle . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Your Feedback . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
v
vi
vi
vii
vii
Payroll Runs and Processes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Payroll Runs and Processes Overview . . . . . . . . . . . . . . . . . . . . . .
Consolidation Sets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Process a Payroll . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Post–Processing for a Payroll . . . . . . . . . . . . . . . . . . . . . . . . . .
Cheque Writer Process: Adding Your Own Cheque Report .
Correction of Run Results: Retries . . . . . . . . . . . . . . . . . . . . . .
Correction of Run Results: Reversals . . . . . . . . . . . . . . . . . . . .
Correction of Run Results: Rollbacks . . . . . . . . . . . . . . . . . . . .
Advance Pay Process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Retries and Rollbacks for Other Processes . . . . . . . . . . . . . . .
Advance Pay Setup Information . . . . . . . . . . . . . . . . . . . . . . . .
Viewing Process Information . . . . . . . . . . . . . . . . . . . . . . . . . .
Two Methods of Viewing Assignment Process Results . . . . .
Balance Adjustments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
1–1
1–4
1–6
1–7
1 – 10
1 – 12
1 – 14
1 – 16
1 – 17
1 – 18
1 – 19
1 – 20
1 – 21
1 – 21
1 – 22
xiv
xiv
xv
Contents
i
Examples of the Payroll Run and Other Payroll Processes . . . . .
Creating Entries for Advance Pay Elements . . . . . . . . . . . . . .
Advance Pay Run Information . . . . . . . . . . . . . . . . . . . . . . . . .
Defining Exchange Rates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Selecting Exchange Rate Types for a Business Group . . . . . .
Defining Consolidation Sets . . . . . . . . . . . . . . . . . . . . . . . . . . .
Starting a Payroll Run . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Running QuickPay . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Changing Consolidation Sets . . . . . . . . . . . . . . . . . . . . . . . . . .
Running the PrePayments Process . . . . . . . . . . . . . . . . . . . . . .
Running the Cheque/Check Writer Process . . . . . . . . . . . . . .
Running the Void Cheque/Check Payments Process . . . . . .
Reissuing a Voided Cheque/Check . . . . . . . . . . . . . . . . . . . . .
Setting Up RetroPay . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Creating a RetroPay Set . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Running the RetroPay Process . . . . . . . . . . . . . . . . . . . . . . . . .
Running Post–Run Processes for QuickPay . . . . . . . . . . . . . .
Making External/Manual Payments . . . . . . . . . . . . . . . . . . . .
Preparing to Run the BACS Process . . . . . . . . . . . . . . . . . . . . . . . .
Setting Up BACS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Creating the BACS File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Creating a BACS Tape . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Viewing the BACS File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Running the Cash Process . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Assigning Monetary Units to a Currency . . . . . . . . . . . . . . . .
Running the Advance Pay Process . . . . . . . . . . . . . . . . . . . . . . . . .
Setting Up Advance Pay for Batch Assignments . . . . . . . . . .
Setting Up Advance Pay for Individual Assignments . . . . . .
Running the Advance Pay Listing Report . . . . . . . . . . . . . . . .
Viewing the Results of the Advance Pay Process . . . . . . . . . .
Running Advance Pay . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Viewing Payroll Process Results . . . . . . . . . . . . . . . . . . . . . . . .
Viewing Assignment Process Results . . . . . . . . . . . . . . . . . . . .
Viewing Assignment Process Results for a Payroll Process .
Viewing Further Information about Assignment Processes .
Viewing Employee Run Result History . . . . . . . . . . . . . . . . . .
Viewing Payroll Balances . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Adjusting a Balance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Selecting SOE Balances . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Marking and Retrying Payroll Runs and Other Processes . .
Marking a Group of Employee Assignments for Retry . . . . .
Retrying a Payroll Run or Other Payroll Process . . . . . . . . . .
ii Running Your Payroll Using Oracle HRMS (UK)
1 – 23
1 – 23
1 – 25
1 – 27
1 – 28
1 – 29
1 – 30
1 – 31
1 – 33
1 – 34
1 – 35
1 – 36
1 – 37
1 – 38
1 – 39
1 – 40
1 – 41
1 – 42
1 – 43
1 – 44
1 – 45
1 – 47
1 – 48
1 – 49
1 – 50
1 – 51
1 – 52
1 – 53
1 – 54
1 – 55
1 – 56
1 – 57
1 – 59
1 – 60
1 – 61
1 – 62
1 – 63
1 – 65
1 – 66
1 – 67
1 – 68
1 – 69
Correcting Run Results: Reversals . . . . . . . . . . . . . . . . . . . . . .
Rolling Back Payroll Runs and Other Processes . . . . . . . . . . .
Rolling Back a Process from the Payroll Processes Window
Rolling Back a Process from the Submit Requests Window .
Rolling Back a Process from the Assignment Processes
Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Reconciling Payments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Running the Payroll Message Report . . . . . . . . . . . . . . . . . . . .
Running the Gross to Net Summary Report UK . . . . . . . . . .
Running the Payments Summary Report . . . . . . . . . . . . . . . .
Running the Employee Run Results Summary Report (GB)
Running the Payroll Statutory Calendar Report . . . . . . . . . .
Running the Assignments Unavailable for Processing
Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Running the Void Payments Report . . . . . . . . . . . . . . . . . . . . .
Running the Pay Advice Report . . . . . . . . . . . . . . . . . . . . . . . .
Running the Pay Advice Alignment Report . . . . . . . . . . . . . .
1 – 70
1 – 71
1 – 72
1 – 73
Chapter 2
Wage Attachments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Wage Attachments Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Court Orders and Arrestments . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Attachment of Earnings Orders . . . . . . . . . . . . . . . . . . . . . . . .
Priority and Non–Priority Orders . . . . . . . . . . . . . . . . . . . . . . .
Community Charge Attachment of Earnings Orders . . . . . .
Scottish Arrestments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Court Orders/Arrestments in Oracle Payroll . . . . . . . . . . . . .
Entering Court Order Elements . . . . . . . . . . . . . . . . . . . . . . . .
Entering a Priority Court Order . . . . . . . . . . . . . . . . . . . . . . . .
Entering a Non–Priority Court Order . . . . . . . . . . . . . . . . . . .
Entering Elements for Scottish Arrestments . . . . . . . . . . . . . .
Closing Scottish Arrestments . . . . . . . . . . . . . . . . . . . . . . . . . .
Closing a Scottish Earnings Arrestment . . . . . . . . . . . . . . . . .
Closing a Scottish Arrestment for Current Maintenance . . .
Closing a Scottish Conjoined Arrestment . . . . . . . . . . . . . . . .
Viewing Court Order and Arrestment Run Results . . . . . . . .
2–1
2–3
2–4
2–6
2–8
2 – 10
2 – 11
2 – 13
2 – 16
2 – 17
2 – 18
2 – 19
2 – 21
2 – 22
2 – 23
2 – 24
2 – 26
Chapter 3
Taxes and Social Insurance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Taxes and Social Insurance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Taxes and Social Insurance Overview . . . . . . . . . . . . . . . . . . . . . . .
UK Taxes and Social Insurance . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
3–1
3–2
3–3
3–4
1 – 74
1 – 75
1 – 76
1 – 77
1 – 78
1 – 79
1 – 80
1 – 81
1 – 82
1 – 83
1 – 84
Contents
iii
PAYE: Legislative Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
PAYE in Oracle Payroll . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
NIC: Legislative Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
NIC for Company Directors . . . . . . . . . . . . . . . . . . . . . . . . . . .
NIC in Oracle Payroll . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
EOY Process: Accuracy Requirements . . . . . . . . . . . . . . . . . .
Example: Planning Runs for Multiple Assignments . . . . . . .
Implementing Startup Data . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Writing the EOY Magnetic Report to Tape . . . . . . . . . . . . . . .
Issuing a P45 Form to a Leaver . . . . . . . . . . . . . . . . . . . . . . . . .
Printing the P45 Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Entering Employee PAYE Details . . . . . . . . . . . . . . . . . . . . . . .
Entering NI Details for an Employee . . . . . . . . . . . . . . . . . . . .
Correcting NI Category Code Entries . . . . . . . . . . . . . . . . . . .
Overriding NI System Calculations . . . . . . . . . . . . . . . . . . . . .
Updating an Employee to Director . . . . . . . . . . . . . . . . . . . . . .
Updating a Director’s Employment Status . . . . . . . . . . . . . . .
Paying Directors’ NIC On Account . . . . . . . . . . . . . . . . . . . . .
Paying Employers’ NIC On Account . . . . . . . . . . . . . . . . . . . .
Entering NI Car Elements for Employees . . . . . . . . . . . . . . . .
Updating NI Car Element Entries . . . . . . . . . . . . . . . . . . . . . . .
Viewing NI Class 1A Contribution Run Results . . . . . . . . . . .
Running the Start of Year Process . . . . . . . . . . . . . . . . . . . . . . .
Running the Start of Year Resume Process . . . . . . . . . . . . . . .
Running the End of Year Process . . . . . . . . . . . . . . . . . . . . . . .
Setting Up Multiple Assignment Processing . . . . . . . . . . . . .
Prioritizing Assignment Processing . . . . . . . . . . . . . . . . . . . . .
Viewing Processing Results for a Director . . . . . . . . . . . . . . . .
Start of Year: Unprocessed P9 Records Report . . . . . . . . . . . .
Running the P45 Alignment Report . . . . . . . . . . . . . . . . . . . . .
Running the Multiple Assignments Report . . . . . . . . . . . . . .
Run the NI Car Detail Report . . . . . . . . . . . . . . . . . . . . . . . . . .
Running the Tax Payments Listing . . . . . . . . . . . . . . . . . . . . . .
Appendix A
3–5
3–7
3–8
3 – 12
3 – 13
3 – 23
3 – 24
3 – 25
3 – 26
3 – 27
3 – 29
3 – 30
3 – 32
3 – 35
3 – 37
3 – 38
3 – 39
3 – 40
3 – 41
3 – 42
3 – 44
3 – 45
3 – 46
3 – 49
3 – 50
3 – 52
3 – 53
3 – 54
3 – 55
3 – 56
3 – 57
3 – 58
3 – 59
Windows and Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A – 1
Windows and their Navigation Paths . . . . . . . . . . . . . . . . . . . . . . . A – 2
Reports and Processes in Oracle HRMS . . . . . . . . . . . . . . . . . . . . . A – 50
Index
iv Running Your Payroll Using Oracle HRMS (UK)
Preface
Preface
v
Audience for This Guide
Welcome to Release 11i of Running Your Payroll Using OracleR HRMS
(UK)
This guide assumes you have a working knowledge of the following:
•
The principles and customary practices of your business area.
•
Oracle HRMS
If you have never used Oracle HRMS, we suggest you attend one
or more of the Oracle HRMS training classes available through
Oracle University.
•
The Oracle Applications graphical user interface.
To learn more about the Oracle Applications graphical user
interface, read the Oracle Applications User Guide.
See Other Information Sources for more information about Oracle
Applications product information.
How To Use This Guide
This guide contains the information you need to run a UK payroll in
Oracle HRMS.
This preface explains how this user’s guide is organized and introduces
other sources of information that can help you.
•
Chapter 1 describes the processes associated with the payroll
run. These include:
– Selecting employee assignments for payroll runs
– Starting payroll runs
– Retrying, rolling back and reversing payroll runs
– Running processes such as QuickPay and RetroPay
– Reporting on payroll processes
vi
•
Chapter 2 explains how to use Oracle Payroll to make
attachment orders from employee earnings.
•
Chapter 3 explains how to use Oracle Payroll to meet statutory
requirements for deductions of Income Tax and National
Insurance from employee earnings.
Running Your Payroll Using Oracle HRMS (UK)
The implementation steps for Oracle HRMS are described in
Implementing Oracle HRMS.
Finding Out What’s New
From the HTML help window for Oracle HRMS, choose the section
that describes new features or what’s new from the expandable menu.
This section describes:
•
New features in 11i. This information is updated for each new
release of Oracle HRMS.
•
Information about any features that were not yet available when
this user guide was printed. For example, if your system
administrator has installed software from a mini pack as an
upgrade, this document describes the new features.
Other Information Sources
You can choose from many sources of information, including online
documentation, training, and support services, to increase your
knowledge and understanding of Oracle HRMS.
If this guide refers you to other Oracle Applications documentation,
use only the Release 11i versions of those guides unless we specify
otherwise.
Online Documentation
All Oracle Applications documentation is available online (HTML and
PDF). The technical reference guides are available in paper format
only. Note that the HTML documentation is translated into over
twenty languages.
The HTML version of this guide is optimized for onscreen reading, and
you can use it to follow hypertext links for easy access to other HTML
guides in the library. When you have an HTML window open, you can
use the features on the left side of the window to navigate freely
throughout all Oracle Applications documentation.
•
You can use the Search feature to search by words or phrases.
Preface
vii
•
You can use the expandable menu to search for topics in the
menu structure we provide. The Library option on the menu
expands to show all Oracle Applications HTML documentation.
You can view HTML help in the following ways:
•
From an application window, use the help icon or the help menu
to open a new Web browser and display help about that window.
•
Use the documentation CD.
•
Use a URL provided by your system administrator.
Your HTML help may contain information that was not available when
this guide was printed.
Related User Guides
Oracle HRMS shares business and setup information with other Oracle
Applications products. Therefore, you may want to refer to other user
guides when you set up and use Oracle HRMS.
You can read the guides online by choosing Library from the
expandable menu on your HTML help window, by reading from the
Oracle Applications Document Library CD included in your media
pack, or by using a Web browser with a URL that your system
administrator provides.
If you require printed guides, you can purchase them from the Oracle
store at http://oraclestore.oracle.com.
User Guides Related to All Products
Oracle Applications User Guide
This guide explains how to navigate the system, enter data, and query
information, and introduces other basic features of the GUI available
with this release of Oracle HRMS (and any other Oracle Applications
product).
You can also access this user guide online by choosing “Getting Started
and Using Oracle Applications” from the Oracle Applications help
system.
Oracle Alert User Guide
Use this guide to define periodic and event alerts that monitor the
status of your Oracle Applications data.
viii
Running Your Payroll Using Oracle HRMS (UK)
Oracle Applications Implementation Wizard User Guide
If you are implementing more than one Oracle product, you can use the
Oracle Applications Implementation Wizard to coordinate your setup
activities. This guide describes how to use the wizard.
Oracle Applications Developer’s Guide
This guide contains the coding standards followed by the Oracle
Applications development staff. It describes the Oracle Application
Object Library components needed to implement the Oracle
Applications user interface described in the Oracle Applications User
Interface Standards. It also provides information to help you build your
custom Oracle Developer forms so that they integrate with Oracle
Applications.
Oracle Applications User Interface Standards
This guide contains the user interface (UI) standards followed by the
Oracle Applications development staff. It describes the UI for the
Oracle Applications products and how to apply this UI to the design of
an application built by using Oracle Forms.
User Guides Related to This Product
Using Oracle HRMS – The Fundamentals
This user guide explains how to setup and use enterprise modeling,
organization management, and cost analysis. It also includes
information about defining payrolls.
Managing People Using Oracle HRMS
Use this guide to find out about using employee management,
recruitment activities, career management, and budgeting.
Managing Compensation and Benefits Using Oracle HRMS
Use this guide to learn about compensation setup, entry and analysis,
setting up basic, standard and advanced benefits, salary
administration, and absence management and PTO accruals.
Preface
ix
Customizing, Reporting and System Administration in Oracle HRMS
This guide provides information about extending and customizing
Oracle HRMS, managing security, auditing, information access, and
letter generation.
Implementing Oracle HRMS
This user guide explains the setup procedures you need to do in order
to successfully implement Oracle HRMS in your enterprise.
Implementing Oracle Self–Service Human Resources (SSHR)
This guide provides information about setting up the self–service
human resources management functions for managers and employees.
Managers and employees can then use an intranet and Web browser to
have easy and intuitive access to personal and career management
functionality.
Using Oracle FastFormula
This guide provides information about writing, editing, and using
formulas to customize your system. Oracle FastFormula provides a
simple way to write formulas using English words and basic
mathematical functions. For example, Oracle FastFormula enables you
to specify elements in payroll runs or create rules for PTO and accrual
plans.
Using Oracle Training Administration (OTA)
This guide provides information about how to set up and use Oracle
Training Administration to facilitate your training and certification
business.
Using Oracle SSP/SMP
This guide provides information about setting up and using Oracle
SSP/SMP to meet your statutory sick pay and statutory maternity pay
obligations.
Using Application Data Exchange and Hierarchy Diagrammers
This guide provides information about using Application Data
Exchange to view HRMS data with desktop tools, and upload revised
data to your application. This guide also provides information about
x
Running Your Payroll Using Oracle HRMS (UK)
using Hierarchy Diagrammers to view hierarchy diagrams for
organizations and positions.
Oracle Business Intelligence System Implementation Guide
This guide provides information about implementing Oracle Business
Intelligence (BIS) in your environment.
BIS 11i User Guide Online Help
This guide is provided as online help only from the BIS application and
includes information about intelligence reports, Discoverer workbooks,
and the Performance Management Framework.
Using Oracle Time Management
This guide provides information about capturing work patterns such as
shift hours so that this information can be used by other applications
such as General Ledger.
Oracle Applications Flexfields Guide
This guide provides flexfields planning, setup, and reference
information for the Oracle HRMS implementation team, as well as for
users responsible for the ongoing maintenance of Oracle Applications
product data. This guide also provides information on creating custom
reports on flexfields data.
Installation and System Administration Guides
Oracle Applications Concepts
This guide provides an introduction to the concepts, features,
technology stack, architecture, and terminology for Oracle Applications
Release 11i. It provides a useful first book to read before an installation
of Oracle Applications. This guide also introduces the concepts behind,
and major issues, for Applications–wide features such as Business
Intelligence (BIS), languages and character sets, and self–service
applications.
Installing Oracle Applications
This guide provides instructions for managing the installation of Oracle
Applications products. In Release 11i, much of the installation process
Preface
xi
is handled using Oracle One–Hour Install, which minimizes the time it
takes to install Oracle Applications and the Oracle 8i Server technology
stack by automating many of the required steps. This guide contains
instructions for using Oracle One–Hour Install and lists the tasks you
need to perform to finish your installation. You should use this guide
in conjunction with individual product user guides and
implementation guides.
Upgrading Oracle Applications
Refer to this guide if you are upgrading your Oracle Applications
Release 10.7 or Release 11.0 products to Release 11i. This guide
describes the upgrade process in general and lists database upgrade
and product–specific upgrade tasks. You must be at either Release 10.7
(NCA, SmartClient, or character mode) or Release 11.0 to upgrade to
Release 11i. You cannot upgrade to Release 11i directly from releases
prior to 10.7.
Using the AD Utilities
Use this guide to help you run the various AD utilities, such as
AutoInstall, AutoPatch, AD Administration, AD Controller, Relink,
and others. It contains how–to steps, screenshots, and other
information that you need to run the AD utilities.
Oracle Applications Product Update Notes
Use this guide as a reference if you are responsible for upgrading an
installation of Oracle Applications. It provides a history of the changes
to individual Oracle Applications products between Release 11.0 and
Release 11i. It includes new features and enhancements and changes
made to database objects, profile options, and seed data for this
interval.
Oracle Applications System Administrator’s Guide
This guide provides planning and reference information for the Oracle
Applications System Administrator. It contains information on how to
define security, customize menus and online help, and manage
processing.
Oracle HRMS Applications Technical Reference Guide
This reference guide contains database diagrams and a detailed
description of database tables, forms, reports, and programs for Oracle
xii
Running Your Payroll Using Oracle HRMS (UK)
HRMS, including Oracle HRMS and related applications. This
information helps you convert data from your existing applications,
integrate Oracle HRMS with non–Oracle applications, and write
custom reports for Oracle HRMS.
You can order a technical reference guide for any product you have
licensed. Technical reference guides are available in paper format only.
Oracle Workflow Guide
This guide explains how to define new workflow business processes as
well as customize existing Oracle Applications–embedded workflow
processes. You also use this guide to complete the setup steps
necessary for any Oracle Applications product that includes
workflow–enabled processes.
Training and Support
Training
We offer a complete set of training courses to help you and your staff
master Oracle Applications. We can help you develop a training plan
that provides thorough training for both your project team and your
end users. We will work with you to organize courses appropriate to
your job or area of responsibility.
Training professionals can show you how to plan your training
throughout the implementation process so that the right amount of
information is delivered to key people when they need it the most. You
can attend courses at any one of our many Educational Centers, or you
can arrange for our trainers to teach at your facility. We also offer Net
classes, where training is delivered over the Internet, and many
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courses or develop custom courses to meet your needs.
Support
From on–site support to central support, our team of experienced
professionals provides the help and information you need to keep
Oracle HRMS working for you. This team includes your Technical
Representative, Account Manager, and Oracle’s large staff of
consultants and support specialists with expertise in your business
area, managing an Oracle server, and your hardware and software
environment.
Preface
xiii
Do Not Use Database Tools to Modify Oracle Applications Data
We STRONGLY RECOMMEND that you never use SQL*Plus, Oracle
Data Browser, database triggers, or any other tool to modify Oracle
Applications tables, unless we tell you to do so in our guides.
Oracle provides powerful tools you can use to create, store, change,
retrieve, and maintain information in an Oracle database. But if you
use Oracle tools such as SQL*Plus to modify Oracle Applications data,
you risk destroying the integrity of your data and you lose the ability to
audit changes to your data.
Because Oracle Applications tables are interrelated, any change you
make using an Oracle Applications form can update many tables at
once. But when you modify Oracle Applications data using anything
other than Oracle Applications forms, you might change a row in one
table without making corresponding changes in related tables. If your
tables get out of synchronization with each other, you risk retrieving
erroneous information and you risk unpredictable results throughout
Oracle Applications.
When you use Oracle Applications forms to modify your data, Oracle
Applications automatically checks that your changes are valid. Oracle
Applications also keeps track of who changes information. But, if you
enter information into database tables using database tools, you may
store invalid information. You also lose the ability to track who has
changed your information because SQL*Plus and other database tools
do not keep a record of changes.
About Oracle
Oracle Corporation develops and markets an integrated line of
software products for database management, applications
development, decision support and office automation, as well as Oracle
Applications. Oracle Applications provides the E–Business Suite, a
fully integrated suite of more than 70 software modules for financial
management, internet procurement, business intelligence, supply chain
management, manufacturing, project systems, human resources and
sales and service management.
Oracle products are available for mainframes, minicomputers, personal
computers, network computers, and personal digital assistants,
enabling organizations to integrate different computers, different
operating systems, different networks, and even different database
xiv
Running Your Payroll Using Oracle HRMS (UK)
management systems, into a single, unified computing and information
resource.
Oracle is the world’s leading supplier of software for information
management, and the world’s second largest software company. Oracle
offers its database, tools, and application products, along with related
consulting, education and support services, in over 145 countries
around the world.
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Or, send electronic mail to [email protected]
Preface
xv
xvi
Running Your Payroll Using Oracle HRMS (UK)
CHAPTER
1
Payroll Runs and
Processes
Payroll Runs and Processes
1–1
Payroll Runs and Processes
The main purpose of the payroll run is to calculate employee pay
correctly at regular intervals. In addition you can perform other payroll
processes to ensure accuracy and provide flexibility for your
organization. For example, you can roll back a payroll run when you
want to carry out a test run without keeping any record of it having
taken place. You can also run a RetroPay process when you want to
make retrospective adjustments to allow for backdated pay awards.
Does Oracle Payroll enable you to run part payrolls?
Yes, Oracle Payroll enables you to run part payrolls. This is useful in
each of the following circumstances where you do not want to process
a payroll for the entire organization.
Calculating Pay for an Individual Employee
If an employee leaves the company before the end of a payroll period,
you will need to calculate the individual pay entitlement.
You may also want to calculate individual pay to check the details for
an employee before starting a payroll run for all employees.
Specifying What Details You Can Include in a Payroll Run
You may want to specify that only particular types of earnings or
particular categories of employee should be included in a payroll run.
Can you verify that a payroll run has completed successfully?
On completion of a payroll run you will need to verify that the run
completed successfully. You can display run messages and view latest
balances and assignment level results. You may also need to have
relevant information grouped by topic in report format so that you can
review the outcome of processing.
Can you make adjustments after a payroll run has completed?
Oracle Payroll enables you to make each of the following types of
adjustment when a payroll run has completed.
1–2
•
Addition of late entries that were not included in the initial run
•
Corrections to details that were wrongly entered in the initial run
•
Retrospective distribution of current payments to the period in
which they were earned
Running Your Payroll Using Oracle HRMS (UK)
When you have made these corrections and modifications you can then
run the payroll again. However, you do not need to rerun the entire
payroll. Oracle Payroll will only reprocess those items that were
incorrect in the initial run.
Can you produce payment and costing information from a completed payroll run?
Oracle Payroll enables you to use the results of a payroll run to allocate
payments to your employees, and to provide costing information.
Ensuring that Employees are Paid by the Correct Payment Method
When a payroll run has completed you need to pay each employee
according to the payment methods that you have specified. You may
also need to override the predefined payment methods where
employees are receiving special payments such as bonuses, which may
not be paid by the usual methods of payment.
Ensuring that Costing Information Can be Provided
On completion of a payroll run you may need to distribute the
associated costs across particular cost centers. For information on this,
see: Cost Analysis Overview in Using Oracle HRMS – The Fundamentals
Can you run payroll processes and reports multilingually?
Payroll processes and reports are always submitted and always run in
the local language only. This means that US and UK payroll reports can
only be run in English.
Payroll Runs and Processes
1–3
Payroll Runs and Processes Overview
Oracle Payroll enables you to run a payroll and conduct
post–processing on a payroll that has completed successfully. You can
also enter subsequent changes and corrections for a payroll that has not
completed successfully.
Oracle Payroll makes use of the following concepts when implementing
payroll procedures.
•
Consolidation Sets. These simplify post–processing by enabling
you to process all payrolls in a consolidation set as a single
payroll. When you run a payroll make sure that you have
named the consolidation set to which the payroll belongs.
•
Processing Part of a Payroll. Using Assignment Sets, and
Element and Distribution Sets you can define which employee
assignments and elements will be included in the payroll run.
Using QuickPay you can run a payroll for an individual
employee.
•
Post–processing for a Payroll. The following post–run processes
are available when a payroll run has successfully completed.
– The PrePayments Process enables you to allocate employee
payments between the payment methods that you have
defined.
– The Payments Processes enable you to make automated
payments to a bank account, generate cheques/checks and
report on the amounts paid to your employees. You can also
verify that cheques/checks have been cashed.
– The Void Cheque/Check Payments Process allows you to
cancel a cheque/check that was produced in error.
– The RetroPay process enables you to retrospectively
distribute current payments to the period in which they
were earned.
– The External/Manual Payments Process enables you to
make cash payments or to pay employees from external
sources.
1–4
•
Correction of Run Results: Retries. Retries enable you to correct
a payroll run before post–processing has occurred.
•
Correction of Run Results: Reversals. Reversals enable you to
correct a payroll run when post–processing has already occurred.
•
Correction of Run Results: Rollbacks. Rollbacks enable you to
correct a payroll run without keeping any record of the original
run.
Running Your Payroll Using Oracle HRMS (UK)
•
Advance Pay. The Advance Pay Process enables you to pay
employees in advance for an absence recognized by your
legislation.
Payroll Runs and Processes
1–5
Consolidation Sets
Consolidation sets are the means by which you label payroll runs for
further processing. This enables you to process the results from more
than one payroll in a single action. You need only produce one tape per
payment method for several payrolls, one set of reports and one set of
costing for the whole set.
You can follow this procedure when scheduling additional runs. These
are the runs you make in addition to your regular payroll runs; for
example, to pay leavers. You can decide whether to consolidate an
additional run with the regular run or switch it to a special set.
Consolidation sets are also used to label assignment sets when you use
these for payroll processing. The same choices apply to assignment
sets as to payrolls. You can accept the default consolidation set or
select a new one when you set the run parameters in the Submit
Requests window. You can also change the consolidation set after the
run in the Update Payroll Run window.
Changes to a Consolidation Set
Consolidation sets also facilitate the selective post–run processing of
different payrolls. For example, after processing three payrolls in one
consolidation set, you may want to select just one for immediate
post–run processing. To do this, transfer the one you want to process
to a new consolidation set.
You may also want to retry a payroll while continuing with
pre–payments for other payrolls whose status is Complete. This too
would require a change of consolidation set for the first payroll.
1–6
Running Your Payroll Using Oracle HRMS (UK)
Process a Payroll
Assignment Sets
Occasions when you need to use assignment sets for the payroll run
include the following:
•
You need to process the night shift earlier than the rest of the
payroll as they must receive their pay advices the night before
the rest.
•
You need to process a correction run, as entries were not
received in time for the normal run and the overtime must be
paid this period.
•
You want to process an additional run for a long service award
which the enterprise is presenting as a cheque/check to each
qualifying employee.
To fulfil these requirements you can select from a range of assignments
as follows:
•
Include all assignments
•
Include or exclude individually identified assignments
•
Include or exclude certain groups of assignments, by using a
formula
Element and Distribution Sets
In the normal run you would want to include all elements, but for a
long service award bonus you would want to include only the bonus
element and the statutory elements. You first calculate gross pay for
ascertaining the gross amount to transfer into the payroll account.
Then you complete the gross to net calculation.
You can select element sets as follows:
•
Include all elements
•
Include or exclude individually identified elements
•
Include or exclude classifications of elements.
If you are creating a Run set for US payroll, then you will need to
explicitly add the VERTEX recurring element to your element set.
The predefined elements for Oracle Payroll are processed for every
payroll run in which they have been included. The deductions are
recalculated using the period totals, the amount already paid in
Payroll Runs and Processes
1–7
previous runs is deducted, leaving the remainder as the deduction for
the new payroll run.
QuickPay
QuickPay enables you to carry out payroll processing for individual
employees. You can use QuickPay to pay employees who are leaving
and who require payment by cash or cheque/check. If an employee
asks you what his or her net pay will be this month, you can run
QuickPay to find the answer, then roll it back to remove all results from
the database.
QuickPay: Two Options for Pre–payments:
Once the QuickPay run has a status of Complete, you have a choice of
two options for post–run processing.
•
Include the QuickPay in the batch pre–payments processing for
the assignment’s payroll.
Choose this option if, for example, you have a new employee
who joins after the payroll run for the current period has taken
place. Instead of rolling back the whole payroll and resubmitting
it with the new employee added, you run QuickPay instead so
that you can include the new employee in the consolidation set
for batch pre–payments.
•
Start the pre–payments from the QuickPay window, if necessary
overriding the default payment method.
Choose this option if, for example, an employee is leaving and is
waiting to be paid by cash or cheque/check.
Troubleshooting QuickPay: Concurrent Manager
Once you initiate the QuickPay process, the screen freezes, and you
cannot delete or update the QuickPay definition until the process
completes.
If there is a processing problem you will see one of two error messages
informing you that:
•
The process has not started, or
•
The process has started but has not finished
These messages could be displayed either because the concurrent
manager has not been started, or because there are other requests of a
high priority. You may need to consult your system administrator to
start your request or change its priority.
1–8
Running Your Payroll Using Oracle HRMS (UK)
You may also need to consult your system administrator if you do not
receive an error message but the request seems to be taking a long time
to run.
Payroll Runs and Processes
1–9
Post–Processing for a Payroll
Pre–Payments Process
Oracle Payroll enables you to define any number of payment methods,
and you can distribute employee pay over more than one method using
either a percentage or monetary split.
You can override the Pre–Payments process. For example, suppose you
have run the normal payroll run and made payments via one payment
method. You then have to run supplementary payments for some
employees and pay them by a different payment method. The
Pre–Payments process, having distributed the regular payments over
the payment methods entered, allocates the supplementary payments
to the override method.
Cheque/Check Writer Process
Run the Cheque/Check Writer process to determine the generation of
cheques/checks for a specified payroll and consolidation set over a
specified time period.
You can generate contiguous serial numbers for cheque/check printing,
and you can use this feature to account for cheque/check stationery
used during the cheque/check printing process. If you do this, you
also need to take into account the cheques/checks you use to carry out
the alignment of your printer.
A sample cheque/check report is supplied with the Cheque/Check
Writer process. You can customize this report, or add your own
cheque/check style to meet your enterprise requirements.
Void Cheque/Check Payments Process
Run the Void Cheque/Check Payments process when you want to
void cheques/checks you have issued using Oracle Cheque/Check
Writer. You may want to do this if there is a printing error or if the
cheques/checks you print are afterwards lost. The process cancels the
cheques/checks issued, records details of the cancellation, and enables
you to give a reason for cancelling.
RetroPay
You run the RetroPay process when items affecting pay have to be
altered retrospectively, leading to backpay adjustments. You may have
1 – 10
Running Your Payroll Using Oracle HRMS (UK)
to make such adjustments when, for example, pay awards are
backdated, or when you receive late notification of changes to element
entries that should have changed in the past. Such changes may affect
groups of employees or individuals.
The RetroPay process can be run in one of the following ways,
depending on which RetroPay process has been enabled in your
legislation.
RetroPay by Aggregate
This combines all backdated adjustments into a single entry for each
balance. It does not allow you to see how the effects of backdated
changes would be distributed across individual processes. For
example, if an employee receives a March salary increase of 100 per
month backdated to January, then RetroPay will only calculate the total
backpay of 300. It will not allow you to see how the 300 total has been
distributed across each of the three months from January to March.
RetroPay by Run
This allows you to see how backdated changes are distributed across
individual processes. For example, if an employee receives a March
salary increase of 300 backdated to January then RetroPay by Run
allows you to see modified process statements for January, February
and March.
Both RetroPay by Run and RetroPay by Aggregate rerun the payroll
calculations for all the periods affected by the retroactive change. This
payroll processing is held in memory only and the results are not saved
to the database. Instead, the system calculates the difference between
the original results and the results using the new information.
This recalculation feeds into a pay balance that you choose. If the
changes affect multiple elements or rate values, you may want to
recalculate Gross Pay YTD. Alternatively, you may want to recalculate
the balance for a single element, for example, Regular Salary YTD.
Another option is to define a new balance and to recalculate for a
specific set of elements that feed that new balance.
External/Manual Payments Process
Use the External/Manual Payments window to record cash or
cheque/check payments to employees from external sources or petty
cash. The window enables you to record details of each payment.
Payroll Runs and Processes
1 – 11
Cheque Writer Process: Adding Your Own Cheque Report
You can add your own cheque report to the Cheque Writer process by
generating it and placing it in the $PAY_TOP/srw directory.
To select your report in the Cheque Writer Parameters window, you
first need to add the cheque report details to the HR_LOOKUPS table.
The sample report supplied has the following definition in this table:
Column Name
Value
APPLICATION_ID
800
LOOKUP_TYPE
GB_CHEQUE_REPORT
LOOKUP_CODE
PAYRPCHQ
MEANING
Default
ENABLED_FLAG
Y
BACS Process
BACS is the UK system for the direct deposit of employee pay. To
make deposits through BACS, you must provide details of the source
and destination banks, and of the amount to be transferred to each
employee.
Oracle Payroll supports BACS magnetic tape submission in four
formats:
•
single file single day
•
single file multi–day
•
multi–file single day
•
multi–file multi–day
Single day formats: These are for payments made on a single processing
day.
Multi–day formats: These are for payments made on different processing
days. Multi–day processing allows you to make payments to
assignments on different days because of different dates of birth, for
example.
Single file formats: These are for individual enterprises.
Multi–file formats: These are for payroll bureaus or enterprises that
accept BACS files from other institutions as well as their own.
You create BACS tapes in your operating system after first running the
BACS process in Oracle Payroll.
1 – 12
Running Your Payroll Using Oracle HRMS (UK)
BACS and the Euro
For multi–file users, the submission of euro and sterling amounts is
supported without any change to existing procedures.
However, if you are submitting in single–file format, you cannot
include euro and sterling amounts in the same file. Attempts to do so
will produce an error after the BACS process has started running. You
will therefore need to restrict the BACS process to payment methods of
a single currency.
You do this in one of the following ways:
•
Change the consolidation set so that it only includes payrolls that
have BACS payment methods of the same currency.
•
Restrict the BACS process to a specific payroll having BACS
payment methods of one currency only, and then run the process
once for each payroll. This is suited to organizations with a large
number of originating accounts and payment methods because it
will minimise the number of times that you have to resubmit the
BACS process.
•
Restrict the BACS process to a specific payment method.
Payroll Runs and Processes
1 – 13
Correction of Run Results: Retries
Retrying Employee Assignments
You use retries for correcting mistakes shortly after a payroll run
finishes. For example, you receive late entries of hours worked for
some employees after a run starts, and you must enter these late details
for some assignments.
Provided there has been no post–run processing for these assignments,
you can mark them for retry. After you have corrected the element
entry information for the marked employees, you submit the Retry
Payroll Process The new run processes only those employees marked
for retry.
When you mark employee Assignments for retry, the run’s status is
Incomplete. This protects you from forgetting to correct and rerun an
assignment marked for retry.
Automatic Retries
Any assignments having a status of Error after a payroll run are
automatically retried when you run the payroll again. You do not have
to mark these assignments for retry and cannot unmark them. The
recommended procedure for dealing with retries, therefore, is as
follows:
•
Run the payroll and examine the results.
•
Check any assignments with a status of Error and make the
necessary changes to them so that they can process correctly.
•
Check the other assignments. Mark for retry any that require
changes and make the necessary changes.
•
Run the payroll again. It will now process only the assignments
having a status of Error after the first run, together with those
you have manually marked for retry.
Retries and Post–run Processing
You cannot run the payroll retry process if you have already started off
another post–run process, such as Pre–payments. In such a case, to
start the payroll run retry process you must first mark the other process
itself for retry. This deletes all element entries for the process and
enables you to run the retry of the payroll.
The payroll run’s status remains at Incomplete as long as some
employees remain marked for retry.
1 – 14
Running Your Payroll Using Oracle HRMS (UK)
Retrying Runs
In another situation, you may realize after a run that results for a
sizeable number of employees may be incorrect. This could happen,
for example, when you neglected to modify a formula for an earnings
or deduction before starting the run.
In this case you can make the necessary changes and retry the entire
run. The new run ignores employees whose processing is unaffected
by the corrections you have made. It reprocesses only those whose
original results are incorrect in view of the corrections entered.
Payroll Runs and Processes
1 – 15
Correction of Run Results: Reversals
You can retry an employee or a run only when no post–run processing
has occurred. You use reversals when you need to correct run results
for a single assignment after post–run actions have already occurred.
In other words, reversals are useful when you need to correct run
results some time after the run has occurred.
Restarting Earnings or Deductions after Reversals
You may reverse a run for a past period during or after which stop
dates exist for earnings or deductions. When this happens, Oracle
Payroll issues a warning. This tells you to check whether you should
restart any of the stopped earnings or deductions.
For example, the reversal may have cancelled out a deduction that was
an employee’s final payment toward an outstanding loan. In this case,
the warning alerts you to the need to restart the deduction.
Reprocessing Nonrecurring and Additional Entries after Reversals
Reversals of payroll runs with nonrecurring and additional element
entries provide an exception to the ’once only’ rule for processing
nonrecurring elements.
Normally, nonrecurring element entries can be given only once to an
employee. Additional entries for recurring elements can be given only
once in each pay period.
The effect of this rule on payroll run reversals is that nonrecurring and
additional entries do not get reprocessed in subsequent runs following
a reversal. As a consequence, the results of subsequent runs will not be
identical to the original run results.
To prevent this, Oracle Payroll allows nonrecurring and additional
entries to be reactivated and reprocessed in subsequent runs following
payroll run reversals. This makes it possible for the run results of
subsequent runs to be identical to the original results.
Warning: You cannot roll back a reversal if there are
subsequent payroll runs. This is to prevent nonrecurring and
additional entries being given twice – in the reversed run and
in the subsequent run.
1 – 16
Running Your Payroll Using Oracle HRMS (UK)
Correction of Run Results: Rollbacks
Use run rollbacks when you have no need to keep any record that a run
occurred. When you roll the run back, the process removes all the
assignments and the run results.
For example, if an employee should never have been processed in a
run, you can roll back the run for that employee. A rollback completely
removes an employee from a run, as if the processing had never
occurred.
You cannot roll back payroll processing for individuals or payrolls if
post–run processing has already occurred.
Uses of Rollbacks
Suppose that just after a payroll run, you receive notification that three
employees have been transferred to a different payroll. This means you
should not have processed them in the run just completed.
In this case you can roll back the processing for the three individuals.
This action completely removes them from the run.
If the whole set of employees a run processes is the wrong set, you can
roll back the entire run.
Rollbacks can also be useful if you want to do a run for testing
purposes only, examine the results, and then remove all traces of it.
☞
Attention: If a recurring element has an end date that
coincides with the end of the pay period, then the element end
date will be removed by the rollback.
Payroll Runs and Processes
1 – 17
Advance Pay Process
The Advance Pay process enables you to pay employees in advance for
holidays or other events. The process performs payroll runs for the
periods to be advanced, using all date effective information in place,
and stores the final net figure as the amount to be advanced.
The advance pay period is the period of the holiday or event for which
the advance payment is being made. More accurately, it is the total
number of payroll periods covering the event. Regular payroll processing
continues for the employee during the advance pay period. The
amount advanced is progressively recovered in each regular payroll
run, and the following actions are also carried out as appropriate:
•
If further payments become due to the employee during the
advance pay period, these can be paid using the employee’s
normal payment method. Alternatively, the net payment can be
deferred and paid to the employee in the period following the
advance pay period.
•
If the employee’s entitlement during the advance pay period
becomes less than the sum advanced, thereby creating an
overpayment, the amount owing is recovered automatically in
the pay period following the advance pay period.
You can make advance payments for any pay period types, but the
most likely ones are weekly or biweekly. You set the maximum number
of periods that can be advanced when you define the payroll.
1 – 18
Running Your Payroll Using Oracle HRMS (UK)
Retries and Rollbacks for Other Processes
Retries and rollbacks can apply to other processes besides the payroll
run. The following table summarizes the rules applying to retries and
rollbacks of these other processes.
Process Type
PP Retry
PP Rollback
AP Retry
AP Rollback
Payroll Run
Yes
Yes
Yes
Yes
QuickPay
Yes
Yes
Yes
No
QuickPay Pre–Payments
Yes
Yes
Yes
No
Reversal
No
Yes
No
No
Balance Adjustment
No
Yes
No
No
Pre–Payments
Yes
Yes
Yes
Yes
Ext/Manual Payments
No
Yes
No
No
BACS
Yes
Yes
No
Yes
Cheque Writer
No
Yes
No
Yes
Cash
Yes
Yes
Yes
Yes
Costing
Yes
Yes
Yes
Yes
Transfer to GL
Yes
Yes
No
No
Retries and Rollbacks of Other Processes
PP
Payroll Process
AP
Assignment Process
Payroll Runs and Processes
1 – 19
Advance Pay Setup Information
Advance Pay Elements
The elements created by the system for Advance Pay are set out in the
following table.
Name
Classification
Process in
Run
Priority
Input Values
Advance Period
Information
No
8000
Start Date
End Date
Advance Cleanup
Direct Payment
Yes
9996
Amount
Pay Value
Advance Recovery
Direct Payment
Yes
9997
Deduction
Pay Value
Advance Payment
Direct Payment
Yes
9998
Pay Value
Advance Indicator
Information
Yes
9999
Advance
Defer
Deferred Payments
Direct Payment
Yes
9999
Pay Value
Advance Pay Elements
Notes on the Table
1 – 20
1.
The termination rule for all Advance Pay elements is Last Standard
Process.
2.
You can query Advance Pay elements in the Element Entries
window, but you cannot make entries for them.
3.
It is possible to delete Advance Pay entries in the Element Entries
window, but if you do this, a message displays stating that your
action may invalidate Advance Pay processing for the assignment.
4.
If an employee is paid an advance but leaves before the end of the
advance pay period, you must delete some of the entries for the
Advance Pay elements in order to terminate the employee. In this
case you would have to check the outstanding balance and use
your own pay element, if necessary, to make a recovery.
Running Your Payroll Using Oracle HRMS (UK)
Viewing Process Information
Most of the payroll processes in Oracle Payroll produce results that you
can view.
The following table lists these processes and indicates whether each
one is restricted or unrestricted. Restricted processes apply only to a
particular, specified payroll. Unrestricted processes apply to more than
one payroll. You can view both types of process in the Payroll
Processes window, and you can mark them for retry or rollback.
Process Name
Restricted or Unrestricted
Balance Adjustment
Restricted
Cash
Unrestricted
Costing
Unrestricted
External/Manual Payments
Restricted
Magnetic Transfer
Unrestricted
Non–tracked Action
Unrestricted
Payroll Run
Restricted
Pre–payments
Restricted
QuickPay
Restricted
QuickPay Pre–payments
Restricted
RetroPay
Restricted
Reversal
Restricted
Transfer to General Ledger
Unrestricted
Payroll Processes
Two Methods of Viewing Assignment Process Results
You can view assignment process results either in the Employee
Assignment Processes window or in the Assignment Processes
window. You can mark for retry or roll back these processes from
either window.
The difference between the windows is in what they select. The
Employee Assignment Processes window displays assignment
Payroll Runs and Processes
1 – 21
processes for a particular assignment, while the Assignment Processes
window displays assignment processes for a particular payroll process.
Balance Adjustments
Oracle Payroll balances do not normally need direct adjustment by
users. The most frequent cause of an incorrect balance – when you
have paid the wrong amount to an employee – is remedied by carrying
out a QuickPay run for the employee. How far you can manually
adjust other balances depends on whether the balance is a predefined
startup balance or is user–defined.
You can freely adjust all user balances. However, the only predefined
balances that you can adjust are those which are not ”above” other
balances in the balance hierarchy. You can adjust a pretax deduction
balance but not the Total Deductions balance. This is to protect the
integrity of predefined balances, by preventing users from adjusting
high level balances in isolation. To ensure balance integrity, whenever
you adjust a low level predefined balance, Oracle Payroll automatically
adjusts all related higher level balances as well.
You can cost balance adjustments and transfer them to General Ledger.
accounts. You can specify this on the balance adjustments screen.
Latest Balance Retention
When a payroll run completes, Oracle Payroll saves latest balances for
each balance type that has been defined as a latest balance. This allows
higher performance in subsequent runs and post run reporting.
Latest balances are retained even if you roll back the current run.
Note: You will only lose your latest balances if you roll back
both the current run and the previous run, perform a reversal
or perform a balance adjustment.
1 – 22
Running Your Payroll Using Oracle HRMS (UK)
Examples of the Payroll Run and Other Payroll Processes
Creating Entries for Advance Pay Elements
Advance Pay creates two sets of element entries for both individual
assignments and batch assignments, as follows:
•
Advance Period: An entry for this element is placed in the pay
period in which the advance is paid. The input values show the
start and end dates of the advance pay period.
•
Advance Indicator: Entries of this element are placed in each
payroll period of the advance pay period. The input values
Advance and Defer each hold Yes or No.
Set Up Examples
The following table shows examples of how the Advance Pay elements
are placed in an arrears and non–arrears payroll when the employee is
paid an advance for one period. In both examples, the payment date
for the advance is 12–APR–1999.
Pay Element Name
Non–Arrears Payroll
Arrears Payroll
Advance Period
The element is placed in the
period 06–APR–1999 to
12–APR–1999, and will show
the dates 13–APR–1999 to
19–APR–1999.
The element is placed in the
period 06–APR–1999 to
12–APR–1999, and will show
the dates 20–APR–1999 to
26–APR–1999.
Advance Indicator
The element is placed in the
period 13–APR–1999 to
19–APR–1999, and will show a
Yes flag against the Advance
input value. The flag against
the Defer input value will be
either Yes or No depending on
whether you choose to defer
payments.
The element is placed in the
period 13–APR–1999 to
19–APR–1999, and will show a
No flag against the Advance
input value. The flag against
the Defer input value will be
either Yes or No depending on
whether you choose to defer
payments.
The element will not appear in
the period 20–APR–1999 to
26–APR–1999.
The element will also appear
in the period 20–APR–1999 to
26–APR–1999, and will show a
Yes flag against the Advance
input value. The flag against
the Defer input value will now
show No.
Advance Pay Elements in Arrears and Non–Arrears Payrolls
Payroll Runs and Processes
1 – 23
If you have a payroll where employee pay is based on entries for hours
worked in the previous period, you may want to identify this as an
arrears payroll
For an arrears payroll the pay period (or periods) for which advances
are calculated is offset by one period from the original dates entered.
Example: An employee is paid one pay period in advance for a week’s
holiday. The advance is paid in Week 5, together with the hours the
employee worked in Week 4. The holiday is during Week 6.
In this example, the advance will be calculated for Week 7 and paid in
Week 5. Date effective entries will have to be made in Week 7 to make
up for the fact that no hours worked will be due then. The hours the
employee works in Week 5 can be paid as normal in Week 6 or deferred
until Week 7.
1 – 24
Running Your Payroll Using Oracle HRMS (UK)
Advance Pay Run Information
How the Process Works at Element Entry Level
The Advance Pay process runs for specific payrolls. It processes all
assignments within the payroll with entries for the Advance Period
element in the period specified.
The process performs payroll runs in memory. It stores the net figure
for all periods having an entry for the Advance Indicator element with
the Advance input value set to Yes.
Entries for the element Advance Recovery are placed in each period
with an Advance Indicator element holding the Advance input value
set to Yes. This value will be the net pay for the period originally
calculated by the Advance Pay process.
The process creates an entry for the element Advance Payment in the
period in which the Advance Period entry is found. The amount for
the entry is the total net figure for all periods for which an advance is
calculated.
An entry for the element Advance Cleanup is created in the period
immediately following those in which recovery is due to be made.
The process uses all date effective information currently in place at the
time it is run.
For non–arrears payrolls, the process calculates the current period as
well as the advance periods. PAYE is calculated using the basis
effective for each period. To ensure accurate results, you should run
the process only when all data for the current period is in place.
For arrears payrolls, the process only performs runs in memory for
periods containing an entry for the element Advance Indicator with the
Advance input value set to Yes. The current period and offset period
are not calculated. PAYE is always calculated on a non–cumulative
basis. Entries must be in place before the process is run. For this
reason, no timecard entries will be due in the periods for which the
advance is calculated.
Using Create Batch Lines
The Create Batch Lines window enables you to create batch lines with
the same details for all assignments identified by an assignment set.
You can make use of this BEE feature when you generate payments that
only occur during an Advance Pay period.
For example, you could create an assignment set in which one of the
criteria is a check for the value Y in the database item
Payroll Runs and Processes
1 – 25
ADVANCE_INDICATOR_ADVANCE_ENTRY_VALUE. You would
use this assignment set to define the parameters of Create Batch Lines.
1 – 26
Running Your Payroll Using Oracle HRMS (UK)
Defining Exchange Rates
You can maintain daily exchange rates for use in foreign currency
conversion, and you can also specify a date range for for a specific rate.
In Release 11i, you maintain daily rates in Oracle General Ledger.
See Entering Daily Rates, Oracle General Ledger User’s Guide.
A daily rate can be associated with a conversion rate type by using
predefined rate types such as Spot and Corporate. This means that the
conversion rate associated with the rate type will automatically be used
whenever you perform foreign currency conversions. Some rate types
such as Spot and Corporate are predefined. You can also use Oracle
General Ledger to define additional rate types of your own.
See Defining Conversion Rate Types, Oracle General Ledger User’s Guide.
When a business group is created, the Corporate currency type is
predefined for HRMS Intelligence (BIS) and Core HRMS (HRMS
Reporting and Payroll Processes). However, you can modify HRMS
User Tables so that the default value of Corporate can be overridden
for each of the following:
•
BIS
•
HRMS Reporting
•
Payroll Processes
Payroll Runs and Processes
1 – 27
Selecting Exchange Rate Types for a Business Group
When you create a Business Group for BIS, HRMS Reporting or Payroll
Processes the exchange rate type is predefined as Corporate. This is
effective from the effective date of the Business Group.
However, you can set a different currency type for each Business
Group. For example, you can select:
•
A spot rate for Payroll processes to reflect daily exchange rates.
•
A corporate rate for HR reporting to represent an end–of–month
value.
You can define a different exchange rate type in the Table Values
window.
"
To select an exchange rate type for a Business Group
1.
Query the table, EXCHANGE_RATE_TYPES.
2.
In the Exact field, select BIS, HRMS or PAY from the list of values.
3.
Enter the new value for the exchange rate type. The value will
usually be Corporate (the default), or Spot, but you may also need
to select other predefined GL Exchange Rate Types.
4.
Change the Effective Date for this rate type, or accept the default.
See Defining Conversion Rate Types, Oracle General Ledger User’s
Guide.
1 – 28
Running Your Payroll Using Oracle HRMS (UK)
Defining Consolidation Sets
You must always select a consolidation set before starting a payroll run.
This is because the consolidation set provides essential labelling for
each payroll run. This applies even if you are only processing one
payroll or one assignment set.
When you have defined a consolidation set, it is then available for
selection when you start a payroll run.
You define consolidation sets in the Consolidation Sets window.
"
To define a consolidation set:
H
"
Enter the name of a new consolidation set and save.
To delete a consolidation set:
1.
Query the consolidation set.
2.
Choose Edit, Delete Record.
You can only delete a consolidation set if it is not the default set for
a payroll and if it is not associated with any payroll processes.
Payroll Runs and Processes
1 – 29
Starting a Payroll Run
You start a payroll run in the Submit Requests window.
"
To run a payroll:
1.
In the Name field, select Payroll Run. Then enter the Parameters
field to open the Parameters window.
2.
In the Parameters window, select the payroll.
Select the default consolidation set name for the payroll then select
the current payroll period display.
3.
Select a new consolidation set for the run if required.
Use the consolidation set to control post–run processing of the
results.
1 – 30
4.
Select the payroll period for the run.
5.
Select an element set and assignment set if required. If you are
running a US payroll, make sure that you have included the
VERTEX seeded recurring element in your element set.
6.
If your legislation supports Regular and Supplemental runs then
select R for a Regular run or S for a Supplemental run.
7.
You can optionally enter a message to appear on the statements of
earnings for this run if your SOE is designed to support such a
message
8.
Choose the Submit button.
Running Your Payroll Using Oracle HRMS (UK)
Running QuickPay
You navigate to the QuickPay window from an employee assignment.
"
To define a QuickPay run for an employee assignment:
1.
Set your effective date to the day you want to make the QuickPay
payment.
The Payroll Period displays for the date selected, and the Date Paid
and Date Earned for this period also display. Date Paid is the
regular payment date for your legislation. You can update the Date
Paid field, but only to another period’s regular payment date.
Note: If you select an effective date for which there is no valid
payroll period, all three fields remain blank. You cannot select an
effective date earlier than the start date of the parent record – the
employee assignment.
2.
Select a consolidation set.
The default is the consolidation set for the assignment’s payroll.
Note: The Number field remains blank and the status field remains
set to Unprocessed until the QuickPay run process is completed.
3.
Enter a pay advice date and message if required. These fields are
for information only.
4.
Save your QuickPay definition.
Note: All assignment processes for the assignment’s payroll must
have a status of Complete for you to save the definition. If not, you
see an assignment interlock failure message. Check the status of
the assignment processes in the Assignment Processes window,
and delete, roll back or rerun any non–Complete processes.
If the QuickPay Run itself displays In Error or Marked for Retry,
choose the Retry Run button to run the process again.
"
To execute a QuickPay run for an employee assignment:
1.
Choose the Element Selection button if you want to check or verify
element entries for the QuickPay run. All the elements for the
assignment that exist as of Date Earned are listed in the Element
Selection window. Select or clear the Include in Run check box for
elements you want to include or exclude from the run.
2.
You can choose the Entry Values button to view entry values for
each element.
Note: You cannot create, update or delete entries or entry values in
the Element Selection and Entry Values windows. You can only
select or clear the Include check box for entries.
Payroll Runs and Processes
1 – 31
3.
Choose the Start Run button to run the QuickPay process.
You run QuickPay from the QuickPay window, not from the
Submit Requests window. You can view the status of the run in the
View Requests window. If necessary, you can then mark it for retry
or roll it back either from the QuickPay window or the Payroll
Processes window.
When the run is processed, the Status and Number fields in the
QuickPay Run block display values for the run as follows:
– Number: Numbering is consecutive, starting from 1, for
each QuickPay run in a payroll period. There is a separate
series for each separate payroll. The numbering restarts
from 1 for each successive period.
– Status: Values displayed for processed QuickPay runs are
Complete, In Error, Mark for Retry. You cannot enter or
update values directly in this field. Choose the Retry Run
button to rerun the QuickPay process for runs with the
status In Error or Marked for Retry.
1 – 32
Running Your Payroll Using Oracle HRMS (UK)
Changing Consolidation Sets
You change consolidation sets for payrolls in the Update Payroll Run
window.
Note: Changes you make in this window are for the selected
payroll processes only. Default consolidation set and pay
advice information continue to apply to subsequent runs.
"
To change the consolidation set for a payroll:
1.
Query the payroll whose consolidation set you want to change.
Suggestion: Optionally, select the period for which you wish
to change the consolidation set by providing a Period From
date and a Period To date. If you do not specify a period then
the update action will apply to all payroll periods for this
payroll
Payroll run information for the payroll displays in reverse order
from the last completed run. The Set region displays whether the
run was for an element set and/or assignment set.
Note: You can update consolidation set and pay advice
information in this window regardless of the status displayed for
the payroll run.
2.
Enter a new consolidation set.
3.
Update pay advice date and message information if required.
The pay advice date and message fields are for information only.
Payroll Runs and Processes
1 – 33
Running the PrePayments Process
Run this process when you want to do one of the following:
•
Distribute employee pay over more than one payment method
using either a percentage or monetary split. You define the
amount or percentage to be paid by each method for each
employee in the Personal Payment Method window.
•
Override the default payment methods. For example, you may
need to run a supplemental payroll for which the distribution
between payment methods will be different from that specified
for the regular run. When you override the defaults, the
payments for the supplemental run only are distributed
according to the override payment method that you specify.
You run this process from the Submit Requests window.
"
1 – 34
To run the PrePayments process:
1.
In the Name field, select PrePayments.
2.
In the Parameters window, select the name of the payroll or
consolidation set to run the process for. When you select a payroll,
the default consolidation set is displayed.
3.
Enter the start and end dates of the time span for the prepayments
processing to cover.
4.
If required, enter an override payment method. The method you
select overrides all other payment methods for this processing.
Running Your Payroll Using Oracle HRMS (UK)
Running the Cheque/Check Writer Process
You run the Cheque/Check Writer process from the Submit Requests
window.
"
To run the Cheque/Check Writer process:
1.
In the Name field, select Cheque/Check Writer.
2.
In the Parameters window, select the name of a payroll or
consolidation set. When you select a payroll, the default
consolidation set is displayed.
3.
Enter the start and end dates for the process.
4.
Enter your cheques/checks payment method.
5.
Enter the sort sequence for the cheques/checks This defaults to
Organization, then to Person.
6.
Enter your cheque/check style. If you enter Default, this selects
the sample cheque/check report, PAYRPCHQ.
7.
Enter the first cheque/check number of your cheque/check
sequence in the Start Cheque/Check field. If required, you can
enter the last cheque/check number in the End Cheque/Check
Number field.
8.
Choose the Submit button.
Payroll Runs and Processes
1 – 35
Running the Void Cheque/Check Payments Process
Void Cheque/Check Payments is a payroll process and for every
cheque that is voided Oracle Payroll creates a corresponding
assignment process.
You run the Void Cheque/Check Payments process from the Submit
Requests window.
"
1 – 36
To run the Void Cheque/Check Payments process:
1.
In the Name field, select Void Payments.
2.
In the Parameters window, select the payment run for
Cheque/Check Writer that you want to void.
3.
Enter the date on which you want to void the cheques/checks. The
default is your system date.
4.
Enter, optionally, a reason for voiding the cheque/check issue.
5.
Enter start and end numbers of the cheque/check sequence you are
voiding. For single cheques/checks, enter the cheque/check
number in both fields.
Running Your Payroll Using Oracle HRMS (UK)
Reissuing a Voided Cheque/Check
Once a cheque/check has been voided, you may wish to reissue the
cheque/check, either with the same amount, or with a different
amount.
"
"
To resissue a voided cheque/check with the same amount:
1.
To verify that the void has been processed, select the employee in
the Employee Assignment Processes window. For the process that
originally produced the cheque, VOID will appear in the Status
Column.
2.
Run the Cheque/Check Writer process again. A new cheque/check
will be produced with a new number.
3.
If you want to verify the process, select the employee in the
Employee Assignment Processes window. The number of the
original prepayment will be in the Applied Column of the latest
process.
4.
Run the Void Payments Report any time after the void has been
processed. See: Running the Void Payments Report: page 1 – 82
To resissue a voided cheque/check with a different amount:
1.
Reverse the cheque/check that you have voided in the Reverse
Payroll Run window. See: Correcting Run Results: Reversals: page
1 – 70
2.
Enter the new amounts to be paid in the Salary Administration, or
Element Entries window as appropriate.
3.
Run QuickPay for the new amounts that is to be paid to the
employee. See: Running QuickPay: page 1 – 31
4.
Run the PrePayments precess. See: Running Post–Run Processes for
QuickPay: page 1 – 41
5.
You can now do one of the following:
•
Manually issue the cheque. See: Making External/Manual
Payments: page 1 – 42
•
Run the Cheque/Check Writer process again.
6.
If you want to verify the process, select the employee in the
Employee Assignment Processes window. The number of the
original prepayment will be in the Applied Column of the latest
process.
7.
Run the Void Payments Report any time after the void has been
processed. See: Running the Void Payments Report: page 1 – 82
Payroll Runs and Processes
1 – 37
Setting Up RetroPay
"
To set up the RetroPay process:
1.
In the Assignment Set window, define the set of employee
assignments for which you want to make the payments or
reductions.
See: Creating an Assignment Set in Customizing, Reporting and
System Administration in Oracle HRMS.
2.
In the Element Entries window, make the necessary date effective
updates to element entry values for each employee assignment in
the set.
See: Making Manual Element Entries in Managing Compensation and
Benefits Using Oracle HRMS
3.
Make other changes if necessary to salary information or to other
database values relevant to the backdated changes.
4.
In the Element window, define the RetroPay elements you require
to receive entries of the retroactive adjustments. Your definition
must include the following:
•
An appropriate element classification such as Earnings or
Voluntary Deduction (not Information)
•
The processing type Nonrecurring
•
The rule Multiple Entries Allowed (RetroPay by Run only).
•
Input values with these names:
– Pay value
– Start date (not necessary for RetroPay by Run)
– End date (not necessary for RetroPay by Run)
See: Defining an Element in Managing Compensation and Benefits
Using Oracle HRMS
5.
In the Element Link window, link the element to each employee
assignment in the set.
See: Defining Element Links in Managing Compensation and Benefits
Using Oracle HRMS
6.
Create a RetroPay set.
See Creating a RetroPay Set: page 1 – 39
1 – 38
Running Your Payroll Using Oracle HRMS (UK)
Creating a RetroPay Set
The steps for creating a RetroPay set are similar for RetroPay by
Aggregate and RetroPay by Run. If a step only applies to one of these
RetroPay processes this has been explicitly noted below.
"
To create a RetroPay set:
1.
In the RetroPay Set window, enter a name and a description for the
RetroPay set you are creating. Save this information before moving
to the next block.
2.
Select the balance in which the RetroPay process will create new
values. For example, this could be Gross Pay to Date. You can
select more than one balance. However, for RetroPay by Run the
balance dimension must always be ASG_RETRO_RUN.
For RetroPay by Aggregate, if you plan to run the process over
several past payroll periods, check that you are not going to go
through an end of year or similar period where balance totals are
reset to zero. If necessary, adjust the balance dimension span to
ITD.
3.
Select the RetroPay element you have defined to receive the values
of the updated balance.
4.
Select an input value for the element. Normally this will be Pay
Value.
Payroll Runs and Processes
1 – 39
Running the RetroPay Process
You run the RetroPay processes in the Submit Requests window.
"
To run the RetroPay processes:
1.
In the Name field, select RetroPay by Aggregate or Retropay by
Run.
2.
In the Parameters window, select the assignment set and RetroPay
set for which you are running the process.
3.
Enter the start date and end date for which you want the payroll
processes to be recalculated. The default end date is the current
date. The RetroPay element will be created in the payroll period
that the current date falls in.
4.
Choose the Submit button.
Oracle Payroll now rolls back and reprocesses all the payrolls for
the assignment set from the date you specified. The system
compares the old balance values with the new ones and creates
entry values for the RetroPay elements based on the difference.
These entries are processed for the assignments in the subsequent
payroll run for your current period.
No changes are made to your audited payroll data.
RetroPay Processes in Overlapping Periods
RetroPay processes can be overlapped. For example, you can run
RetroPay processes that overlap as follows:
1 – 40
•
The first RetroPay process is run in September and includes
payments backdated to March of the same year
•
The second RetroPay process is run three months earlier, but it
includes payments backdated a further three months. It is
therefore run in June and includes payments backdated to
January.
Running Your Payroll Using Oracle HRMS (UK)
Running Post–Run Processes for QuickPay
"
To run PrePayments and other processes from the QuickPay window:
1.
Choose the Start PrePayments button. If required, you can
override the default payment method for the assignment. You
have a choice of Cash or Cheque/Check for prepayments run from
the QuickPay window.
The status for the completed process displays in the Status field in
the QuickPay PrePayment block.
2.
When a status of Complete displays, do one of the following:
•
Choose the External Payment button to make payment by cash
or cheque/check from the External/Manual Payments window.
•
Leave the payment to be made by a batch Cash or
Cheque/Check Writer process for the consolidation set.
Note: If you have already included the QuickPay run in the default
consolidation set for the assignment payroll, it can take part in the
batch pre–payment process for the payroll without further action
on your part.
Payroll Runs and Processes
1 – 41
Making External/Manual Payments
You often make manual payments following QuickPay runs. To do
this, you can navigate to the External/Manual Payments window either
from the Assignment window or the QuickPay window.
"
To make a manual payment by cash or cheque/check to an employee:
1.
Run a query in the Payment Method field to see a list of any unpaid
cash or cheque/check payments for the current assignment.
The window displays each prepayments source type (either
PrePayments or QuickPay PrePayments) and its effective date.
Note: If you enter the External/Manual Payments window from
the QuickPay window you can query unpaid payment methods
associated with the current QuickPay PrePayment only. The
Effective Date and Type fields do not display as the source type is
always QuickPay, and the date is the same as the date of the
QuickPay run.
1 – 42
2.
Select the Pay check box for the payment methods you are now
going to pay manually. Enter the value of the payment and, if you
are paying by cheque/check, the cheque/check number.
3.
Save your entry.
Running Your Payroll Using Oracle HRMS (UK)
Preparing to Run the BACS Process
Run the BACS process when you want to make employee payments
directly to a bank account. You use this process to provide details of
the source and destination banks and of the amount to be transferred to
each employee.
You need to perform each of the following procedures to complete the
BACS process:
1.
Setting Up BACS: page 1 – 44
2.
Creating the BACS File: page 1 – 45
3.
Creating a BACS Tape: page 1 – 47
4.
Viewing the BACS File: page 1 – 48
Payroll Runs and Processes
1 – 43
Setting Up BACS
The following step applies to all formats:
"
To enter user number and bureau number:
H
In the Organizational Payment Method window, do one of the
following:
•
To make a single file submission, enter your BACS user number.
•
To make a multi–file submission, enter your BACS user number
and bureau number.
See: Defining a Payment Method in Using Oracle HRMS – The
Fundamentals
The following steps apply to multi–day formats only:
"
To link and enter the BACS Entry Date element:
1.
In the Element Link window, link the BACS Entry Date element to
each payroll in the process.
2.
In the Element Entries window for each assignment, enter the
BACS Entry Date element. In the Entry Values window, enter the
first date on which payment is to be made for the assignment.
Payment will be made on the same day in subsequent pay periods.
If you leave the default date (which appears as 01–01–0001) the
default payment date for the payroll is given to the assignment.
3.
Check that the BACS payment rule has been set for each payroll in
the process.
See: Define a Payroll in Using Oracle HRMS – The Fundamentals
1 – 44
Running Your Payroll Using Oracle HRMS (UK)
Creating the BACS File
You run the BACS process from the Submit Requests window.
"
To create a BACS file:
1.
Select the BACS process.
2.
In the Parameters window, select the payroll and consolidation set
for which you are creating BACS output.
Consolidation set is mandatory. Leave the Payroll Name field
blank if you want to output payments from all payrolls in the
consolidation set. At this point, users who are submitting single
–file formats can select a consolidation set having BACS payment
methods of either euro or sterling. Alternatively, you can select a
payroll that has one currency only. It is not possible to include
mixed currency submissions in single–file format.
See BACS and the Euro: page 1 – 13
3.
Enter a start date to restrict the BACS payments to unpaid
prepayments from that date. If you do not enter a start date the
process includes all unpaid prepayment runs.
4.
Enter the end date of the BACS process.
5.
Select a payment method or leave blank for all.
6.
In the Process Date field enter the processing date for the BACS
file. This is the day before payment is made to the employee
accounts and must be a banking day. If not a banking day, enter
the date of the last banking day before payment day.
Note: Although you should enter a date in this field for all
formats, it is not a critical date for multi–day processing.
7.
Select a sort sequence for the BACS listing. You can sort by one of
the following:
•
assignment
•
employee name
•
employee name within bank sort code
8.
Enter a submission number. This corresponds to the label you stick
on the tape.
9.
Enter the expiration date of the tape. This is the date after which
the tape will not be processed.
10. In the Audit Sample Freq. field enter a number if you want to
enable the BACS audit facility. After processing the tape, BACS
Payroll Runs and Processes
1 – 45
prints a listing of every nth transaction, n being the number you
enter, to a maximum sampling of 1 in 50.
11. In the Report Type field, select the file and day format you require
for the process.
1 – 46
Running Your Payroll Using Oracle HRMS (UK)
Creating a BACS Tape
The BACS process produces an output file conforming to the format
specified in the BACS User Manual for 1/2 inch magnetic tapes. You
can locate this file in the $APPLCSF/$APPLOUT directory. The file
name is in the format p<request_id>.mf. The request id is the one
allocated to you by Oracle Payroll for your BACS process. The file
name could be, for example:
p02331.mf
"
To create a BACS tape:
1.
Load a half inch magnetic tape with write access.
2.
Go to your Out directory.
3.
Run the PYUMWT routine from the command line, specifying the
BACS file name and the magnetic device name as parameters. For
example:
PYUMWT p02331 /dev/rmt8
Note: Do not add the extension .mf to the file name in the
command.
4.
Unload the tape, write protect it, label it and send it to BACS.
Payroll Runs and Processes
1 – 47
Viewing the BACS File
A listing file is produced by the BACS process simultaneously with the
magnetic tape file. The name of the listing file includes the extension
a01, for example, p02331.a01. This is a text file that can be viewed or
printed.
1 – 48
Running Your Payroll Using Oracle HRMS (UK)
Running the Cash Process
Use this process to record cash payments to employee assignments.
Oracle Payroll automatically analyses cash payments into the largest
denomination notes and coins as part of the PrePayments process.
You run the Cash process from the Submit Requests window.
"
To record cash payments to employee assignments:
1.
In the Name field, select Cash.
2.
In the Parameters window, select the name of the payroll or
consolidation set to run the process for. When you select a payroll,
its default consolidation set displays.
3.
Enter a start date from which to restrict making cash payments.
Leave this field blank to include all unpaid cash payments.
4.
Enter the end date of the Cash process.
5.
Select your cash payment method.
6.
Choose the Submit button.
Payroll Runs and Processes
1 – 49
Assigning Monetary Units to a Currency
Monetary units are the denominations of a currency’s coins and paper
money expressed as multiples or decimals of the standard currency
unit.
You need to assign monetary units to a currency if you want to perform
analysis of cash payments for a currency that is not your predefined
currency.
You do this in the Assign Monetary Units to a Currency window.
"
1 – 50
To assign monetary units to a foreign currency:
1.
Select the name of the currency. Further details of the currency
display.
2.
Enter the name of each banknote denomination and coin that you
want to include in your cash analysis rules.
3.
Enter the value of the standard currency unit as 1, and enter the
values of all other units as multiples or decimals of this figure.
Running Your Payroll Using Oracle HRMS (UK)
Running the Advance Pay Process
Use the Advance Pay process to pay employees in advance for holidays
or other events.
You may need to do each of the following to run the Advance Pay
process.
1.
Set Up Advance Pay for Individual Assignments: page 1 – 53 (if
applicable).
2.
Set Up Advance Pay for Batch Assignments: page 1 – 52 (if
applicable).
3.
Run the Advance Pay Listing Report: page 1 – 54
4.
Run the Advance Pay Process: page 1 – 56.
5.
View the results of the Advance Pay process: page 1 – 55
Payroll Runs and Processes
1 – 51
Setting Up Advance Pay for Batch Assignments
"
To set up advance pay for batch assignments:
1.
In the Name field select Advance Pay Batch Setup. Then enter the
parameters field to open the Parameters window.
2.
Select the payroll for which you want to run the process, then the
advance start period, then the advance end period. These are the
first and last pay periods of the advance pay period.
The advance end period list displays the maximum number of pay
periods that can be advanced for the payroll you select.
3.
Select Yes or No to flag whether you want to defer any net
payments that accrue during the advance pay period.
4.
Select the assignment set for which you want to run the process.
5.
Select the payment date for the advance. This date defaults to the
last day of the pay period immediately preceding the start of the
advance pay period. You can move this date back by one pay
period if required.
6.
Select Yes for BEE transfer if you want the batches that the process
creates to be transferred to the database automatically. Select No if
you want to transfer the batches manually.
7.
Enter a unique header name for your batch process. This name is
used as a base header name for each BEE batch created. For each
batch, the system appends an underscore and an incrementing
number, for example, _1, _2.
This is a mandatory field whether you select Yes or No in the BEE
Transfer field.
8.
1 – 52
Save your entries.
Running Your Payroll Using Oracle HRMS (UK)
Setting Up Advance Pay for Individual Assignments
"
To set up advance pay for single assignments:
1.
Select the assignment to receive the payment and navigate to the
Advance Pay window.
The arrears check box appears checked if the assignment is linked
to an arrears payroll.
2.
In the From field, select the start date of the holiday or other event
for which you are making the advance payment. Oracle Payroll
replaces the date you enter by the first date of the pay period in
which it falls.
At the same time the Payment Date field displays the date for
making the advance payment to the employee. This date defaults
to the last day of the pay period immediately preceding the start of
the advance pay period. You can manually alter this date to the
last day of the preceding pay period if you require.
3.
Do one of the following:
•
In the Periods field, enter the number of pay periods covering
the advance pay period.
•
In the To field, select the end date of the advance. The system
automatically replaces the date you enter by the last date of the
pay period in which it falls.
4.
Check the Defer check box if you want any net payment amounts
to be deferred to the pay period following the recovery of the
advance. If you do not check Defer, such payments will be made in
the pay period they are earned according to the normal payment
method for the assignment.
5.
Save the entries you have made.
The Advance region now displays the period for which the
Advance Payment element is entered for the assignment. For
arrears payrolls this is one period later than the event period. For
other payrolls this period is the same as the event period.
Payroll Runs and Processes
1 – 53
Running the Advance Pay Listing Report
This report gives information about the advance pay periods for
employees due to receive advance pay. The report can be used to detect
whether there are assignments with Advance Pay entries during a
particular payroll period.
The report lists the following information:
•
Name and assignment number of employees with an entry for
the Advance Period element in the date range covered by the
report
•
For each assignment, the dates held on the Advance Period
element entry
•
Yes/No to show whether the Advance Pay process has already
been run for the assignment
•
Summary listing, by payroll, of the number of employees with
entries, and the number that have been processed
You run this report in the Submit Requests window.
"
1 – 54
To run the Advance Pay Listing:
1.
In the Name field select Advance Pay. Then enter the parameters
field to open the Parameters window.
2.
In the Summary Version field select No for the full version of the
listing, or Yes for the summary version only.
3.
Enter a date range for the period in which you want to see
information.
4.
You can restrict the information to a particular payroll by entering
the payroll name. If you leave the Payroll field blank, the report
shows information for the whole Business Group.
5.
Choose the Submit button.
Running Your Payroll Using Oracle HRMS (UK)
Viewing the Results of the Advance Pay Process
You can view the results of the Advance Pay in the Advance Pay
window.
•
The amount of the advance is displayed. The amount
outstanding remains at zero until the first payroll run of the
advance pay period completes. This information is datetracked,
and by moving your cursor down you can see any future events.
To see historical information you must change the effective date.
•
If the Defer check box is checked, the Deferred Payments region
shows the period for which payments to the assignment are
deferred. This information is also datetracked and you can see
current and future information as above.
Payroll Runs and Processes
1 – 55
Running Advance Pay
"
1 – 56
To run the Advance Pay process:
1.
In the Name field select Advance Pay. Then enter the parameters
field to open the Parameters window.
2.
Select the payroll for whose assignments you are running the
process.
3.
Enter the effective date of the process. This should be the date on
which you intend to pay the advance.
4.
Select an element set if you want to exclude items from the
calculation. For example, you may want to exclude some pay
elements, such as expenses, from the Advance Pay run.
5.
Choose the Submit button.
Running Your Payroll Using Oracle HRMS (UK)
Viewing Payroll Process Results
"
To view, retry or roll back payroll processes:
1.
Select the name, period dates and action type of the payroll you
want to view results for.
If you leave the Period To field blank, the end date in the Period
From field becomes the end date for the query. If you run the
query directly without entering payroll or period details, the
window displays all payroll process results for all payrolls in the
Business Group.
2.
Choose Find.
The window displays details of all payroll processes for the payroll
and period selected. See below for further display details.
3.
To mark a payroll process for retrial, select the Retry check box for
the record. You can then run the Retry process from the Submit
Requests window.
4.
To roll back a payroll process, select the record and choose the
Delete Record icon. This deletes the process from the database and
returns all values to their former state.
Note: Use the Payroll Processes window to roll back small
processes only. It is better to roll back large processes such as
payroll runs from the Submit Requests window. This runs the
process under concurrent manager control, freeing you to carry out
other tasks during processing and handling the process more
quickly. You can also run processes for assignment sets in Submit
Requests.
5.
To see further information about the assignments making up the
payroll process, select the record and choose from the buttons at
the bottom of the window. Information then displays for the
records you select.
•
Assignment Process: Lists details of the assignment processes
making up the payroll process.
•
Message: Displays any system messages relating to the payroll
process.
•
Process Information: Summarizes processing status information
for the assignment processes.
•
Concurrent Manager: Enables you to query details of the run to
view log file details.
•
Costing Breakdown: Summarizes costing process information as
follows:
Payroll Runs and Processes
1 – 57
– costings that were correctly costed (Normal Number)
– costings posted to the suspense account
Note: Costings can be posted to the suspense account if
costing codes are wrong or, for example, values missing for
distributed costing. Such costings still have a status of
Complete. For costing processes to be given a status of Error
there must be a serious breakdown at system or process level.
•
Reconciliation Details Allows you to see whether a specific
payment has been cleared by the system. One of the following
statuses will be displayed:
– Cleared
– Uncleared
– In error
You can also see the messages produced by the reconciliation
process.
1 – 58
Running Your Payroll Using Oracle HRMS (UK)
Viewing Assignment Process Results
You view these results in the Employee Assignment Processes window.
"
To view assignment process results for an assignment:
1.
Select the employee’s name or assignment number.
The employee’s payroll displays automatically. If the employee has
an assignment to more than one payroll, select the one you want.
2.
Select the period dates of the payroll you want to view results for.
If you leave the Period To field blank, the end date in the Period
From field becomes the end date for the query.
3.
Choose the Find button.
The window displays details of all the assignment processes for the
employee assignment and period selected.
•
Number: This is the assignment process ID.
•
Applied To: For reversals, external/manual payments and
prepayments, this field displays the assignment process ID of the
parent process.
Payroll Runs and Processes
1 – 59
Viewing Assignment Process Results for a Payroll Process
"
To view assignment process results for a payroll process:
1.
In the Payroll Process window select a payroll, a range of dates,
and an action type.
If you leave the Period To field blank, the end date in the Period
From field becomes the end date for the query.
2.
Choose the Find button.
The window displays details of all the payroll processes for the
payroll and period selected.
3.
Select a payroll process and choose the Assignment Process button.
All the assignment processes for the selected payroll process now
display.
1 – 60
Running Your Payroll Using Oracle HRMS (UK)
Viewing Further Information about Assignment Processes
You can view further information about assignment processes either in
the Employee Assignment Processes window or in the Assignment
Processes window.
H
To see further information about an assignment process, select the
process and choose from the buttons at the bottom of the window.
Information then displays for each record you select.
•
Message: Displays any system messages relating to the
assignment process.
•
Run Results: Displays run results for payroll runs and QuickPay
runs.
•
Balances: Displays balance information for payroll runs and
QuickPay runs.
•
Payment Methods: Displays payment method information for
the PrePayments process.
•
Costing: Displays details of the Costing process.
•
Balance Adj: Displays details of the Balance Adjustment
process.
•
Payment: Displays payment details for the BACS, Cheque Writer
or Cash process.
•
SOE Report: Displays tax and NI information for the
PrePayments process.
Payroll Runs and Processes
1 – 61
Viewing Employee Run Result History
"
To view a history of run results for an employee:
1.
Select the name or the assignment number of the employee and the
name of the element for which you want to see run results.
2.
Select the range of payroll periods over which you want to see the
information.
3.
Choose Find.
The window displays information on each completed run for the
criteria you have selected.
•
1 – 62
Run – This is the run type (Payroll or QuickPay).
Running Your Payroll Using Oracle HRMS (UK)
Viewing Payroll Balances
There are two ways of viewing balances:
•
At the Assignment Action date. This will display balances at a
fixed date, for example the 30th of the month.
•
At the current date. this will display the balance at the current
date
Viewing Balances at the Assignment Action Date
You view these balances from the Employee Assignment Processes
window.
"
To view balances at the assignment action date:
1.
Select the employee’s name or assignment number.
The employee’s payroll displays automatically. If the employee has
an assignment to more than one payroll, select the one you want.
2.
Select the period dates of the payroll you want to view results for.
If you leave the Period To field blank, the end date in the Period
From field becomes the end date for the query.
3.
Choose the Find button.
The window displays details of all the assignment processes for the
employee assignment and period selected.
4.
•
Number: This is the assignment process ID.
•
Applied To: For reversals, external/manual payments and
prepayments, this field displays the assignment process ID of the
parent process.
Choose the Balances button
Viewing Balances at the Current Date
You view these balances from the Employee Assignment Processes
window.
"
To view balances at the current date:
1.
Select the employee’s name or assignment number.
The employee’s payroll displays automatically. If the employee has
an assignment to more than one payroll, select the one you want.
Payroll Runs and Processes
1 – 63
2.
Choose the Others button
3.
Choose the Balances button
If there are payroll runs for the assignment that you have chosen,
then the balances are automatically displayed.
1 – 64
Running Your Payroll Using Oracle HRMS (UK)
Adjusting a Balance
Balance adjustments can be made to any user balance and to
assignment level predefined balances. You can make adjustments to
balances of any unit type, and when you adjust a balance there is no
requirement for you to carry out further processing actions. However,
Oracle Payroll processes the results of money balance adjustments in
such a way that you can easily pay the value of an adjustment to an
employee if you require.
When you save your adjustment, it processes like a payroll run with
just one entry, and the value you enter becomes a processed run result.
When you select a consolidation set for the adjustment, the system
labels the run result for prepayments processing, in the same way that
it labels the results of payroll runs and QuickPay runs.
You adjust balances in the Adjust Balance window.
"
To adjust a balance:
1.
Query the assignment for which you want to adjust the balance.
2.
Set the effective date to when you want to adjust the balance.
The window displays your current effective date. If the assignment
is to a payroll, it also displays the corresponding payroll processing
period.
3.
Select the element whose pay or input values you want to change,
and update the entry values as you require.
4.
Select a consolidation set to control further post–run processing.
The default consolidation set displays automatically but you can
select another set. This is a required field even for balance
adjustments that do not require further post–run processing.
5.
Check the Costed check box and select the Costing field if you
want to cost the balance adjustment. This enables you to enter
costing details by using the Cost Allocation key flexfield.
6.
Save your changes.
Oracle Payroll applies the adjustment by creating a processed run
item equivalent to the adjustment value you entered. The option
buttons display the progress of the adjustment’s processing.
Note: If the transaction finally shows Error, check that the units of
measure for the entry values are correct. If they are, consult your
system administrator.
Payroll Runs and Processes
1 – 65
Selecting SOE Balances
You can select the balances that you want to display in an SOE report.
You do this by editing the Narrative column, and optionally the
Sequence column in the Table Values window:
"
To select balances for SOE display
1.
Select the SOE Balances table
2.
Select an empty field in the Narrative column
3.
Select the the drop down list and then select the balance that you
want to display
You must enter a value for the narrative. If you do not, then the
narrative will not be displayed.
4.
Optionally, enter a sequence number in the Sequence column. This
determines the order in which balances are displayed.
If you duplicate a sequence number when you select subsequent
balances, then only the first occurrence of the sequence number will
be recognized. Later occurrences will be sorted into sequence at
the end of processing.
When users create new balances the SOE Balance Table is also updated.
This means that the new balances can be immediately selected for SOE
display.
1 – 66
Running Your Payroll Using Oracle HRMS (UK)
Marking and Retrying Payroll Runs and Other Processes
"
To mark a small payroll process for retry:
H
"
"
In the Payroll Processes window, select the process to retry and
check the Retry box. This effectively marks every employee
assignment included in the process for reprocessing when you retry
it.
To mark a large payroll process for retry:
1.
In the Submit Requests window, select Mark Payroll Run for Retry
in the Name field if you are retrying a payroll run. Otherwise
select Mark Process for Retry. These processes have the same
parameters, Payroll Process and Assignment Set.
2.
Select the process you are marking for retry.
3.
Leave the Assignment Set field blank.
4.
Choose Submit.
To mark an individual employee assignment for retry:
H
In the Assignment Processes window, select the assignment to retry
and check the Retry box. Then when you retry the process, only
these assignments are reprocessed. This is a convenient approach
when only a few assignments require reprocessing.
Payroll Runs and Processes
1 – 67
Marking a Group of Employee Assignments for Retry
"
To mark a group of employee assignments for retry:
1.
Place the group of employee assignments in an assignment set.
See: Creating an Assignment Set in Customizing, Reporting and
System Administration in Oracle HRMS
1 – 68
2.
In the Submit Requests window, select Mark Payroll Run for Retry
in the Name field if you are retrying a payroll run. Otherwise
select Mark Process for Retry. These processes have the same
parameters, Payroll Process and Assignment Set.
3.
Select the process you are marking for retry.
4.
Select the assignment set name.
5.
Choose Submit.
Running Your Payroll Using Oracle HRMS (UK)
Retrying a Payroll Run or Other Payroll Process
"
To retry a payroll run or other payroll process:
1.
Mark the entire process, individual employee assignments, or a
group (assignment set) of assignments for retry.
2.
In the Submit Requests window, select Retry Payroll Run in the
Name field to retry a run. Otherwise select Retry Payroll Process to
retry another process.
If the Parameters box does not automatically appear, click in the
Parameters field.
3.
In the Payroll Process field of the Parameters box, select the process
to retry.
4.
Choose Submit.
Payroll Runs and Processes
1 – 69
Correcting Run Results: Reversals
You reverse pay runs in the Reverse Payroll Run window for the
employee assignment.
"
To reverse a payroll run or QuickPay for an assignment:
1.
Select the run you want to reverse.
All the payroll runs for the assignment are displayed when you
open the window.
2.
Select the Reverse check box for the run you want to reverse.
The consolidation set for the run automatically displays as the
consolidation set for the reversal.
3.
1 – 70
Select a different consolidation set if you want to process the
reversal in a different set to the original run set.
Running Your Payroll Using Oracle HRMS (UK)
Rolling Back Payroll Runs and Other Processes
You can roll back a process in one of several ways depending on the
extent of the rollback.
If you want to ...
Then refer to...
Roll back processes for a few individuals
Rolling Back a Process from the Payroll
Processes Window: page 1 – 72
Roll back processes for many employees
(defined as an assignment set)
Rolling Back a Process from the Submit
Requests Window: page 1 – 73
Roll back an assignment process for an
individual employee
Rolling Back a Process from the
Assignment Processes Window: page 1 – 74
Payroll Runs and Processes
1 – 71
Rolling Back a Process from the Payroll Processes Window
Use the Payroll Processes window when you want to roll back a
process for a few individuals.
"
1 – 72
To roll back a process from the Payroll Processes window:
1.
Select the process record.
2.
Select Delete Record from the Edit menu.
Running Your Payroll Using Oracle HRMS (UK)
Rolling Back a Process from the Submit Requests Window
Use the Submit Requests window when you want to roll back a process
for many employees. If you do not want to roll back the process for all
employees originally processed, you must create an assignment set.
See: Creating an Assignment Set in Customizing, Reporting and System
Administration in Oracle HRMS.
"
To roll back a process from the Submit Requests window:
1.
In the Name field, do one of the following:
•
Select Rollback to roll back all processes except a payroll run.
•
Select Rollback Run to roll back a payroll run.
2.
If the Parameters box does not appear, click in the Parameters field.
3.
Select the process to roll back. The list for Rollback displays
processing dates with the corresponding process types, payrolls,
and consolidation sets. The list for Rollback Run displays process
run dates with the corresponding period dates and payrolls.
4.
To roll back processing for an assignment set, select the set name.
5.
Choose Submit.
Payroll Runs and Processes
1 – 73
Rolling Back a Process from the Assignment Processes Window
Use the Assignment Processes window when you want to roll back a
process for an individual employee assignment.
"
1 – 74
To roll back an assignment process:
1.
Select the record for the assignment process.
2.
Choose Delete Record from the Edit menu.
Running Your Payroll Using Oracle HRMS (UK)
Reconciling Payments
You can use Oracle Payroll in combination with Oracle Cash
Management to verify that payments have been processed. The
process is:
1.
Import the bank statement. You do this in Oracle Cash
Management.
See: Importing Bank Statements in Oracle Cash Management User’s
Guide.
2.
Run the automatic reconciliations process. You do this from
Oracle Cash Management.
See: Reconciling Bank Statements in Oracle Cash Management User’s
Guide.
3.
View the results of the reconciliation process. You can do this
either through Oracle Payroll, or Oracle Cash Management.
To do this in Oracle Payroll, see: Viewing Payroll Process Results:
page 1 – 57
In Oracle Cash Management, you can view the following reports:
– The Available Transactions report.
– The AutoReconciliation Execution report
4.
Identify any payments that are marked in error, and reconcile them
manually.
Note: If you are using Oracle Payroll with Oracle Cash
Managment for the reconcilation of payrments then you will
need to set up accounting reference data when you are setting
up Oracle Cash Management
See: Define Accounting Reference Data, Oracle Training Adminstration
Implementation Steps.
Payroll Runs and Processes
1 – 75
Running the Payroll Message Report
You run the report in the Submit Requests window.
"
To run the Payroll Message Report:
1.
In the Name field, select the report name. Then enter the
Parameters field to open the Parameters window.
2.
Select the name of the payroll for which you want to see messages.
This is the only required field. If you leave the next three fields
blank the system brings back all messages for all processes
connected to this payroll in all periods.
3.
Select a payroll period for which to view messages.
This restricts payroll messages to the period you select.
4.
Select a payroll process type.
This restricts payroll messages to the payroll process type you
select. All messages for all runs of this process during the period
selected are returned.
5.
Select a payroll process.
This restricts payroll messages to one instance of the payroll
process type selected. If you leave the Process Type field blank you
can choose one instance of any payroll process for the period
selected.
1 – 76
6.
Select a message severity level for the messages in the report, or
leave the field blank to see messages of all levels of severity.
7.
Select assignment number or employee name as sort criteria for the
report. The default is employee name.
8.
Choose the Submit button.
Running Your Payroll Using Oracle HRMS (UK)
Running the Gross to Net Summary Report UK
Run this report to see details of total earnings and deductions
summarized for a specified payroll and payroll period. You may also
limit the report’s information by consolidation set.
The report shows three totals (Net Payment, Total Payment, Total Cost)
derived from four balance totals:
•
Gross pay
•
Total deductions
•
Total direct payments
•
Total employer charges
These balance totals are broken down, first by element classification
totals, then by element type totals within each classification.
You run the report in the Submit Requests window.
"
To run the Gross to Net Summary UK Report:
1.
In the Name field, select the report name. Then enter the
Parameters field to open the Parameters window.
2.
Select the payroll and payroll period for which you want to see the
information.
3.
If you want to restrict the information by consolidation set, select
the name of the set.
4.
Choose the Submit button.
Payroll Runs and Processes
1 – 77
Running the Payments Summary Report
Run this report when you want to see payments totalled by payment
method type and organizational payment method for a specified
payroll and payroll period. Account details for each organizational
payment method are also listed.
You run the report in the Submit Requests window.
"
1 – 78
To run the Payments Summary Report:
1.
In the Name field, select the report name. Then enter the
Parameters field to open the Parameters window.
2.
Select the payroll and payroll period for which you want to see the
information.
3.
If you want to restrict the information by consolidation set, select
the name of the set.
4.
Choose the Submit button.
Running Your Payroll Using Oracle HRMS (UK)
Running the Employee Run Results Summary Report (GB)
This report displays all assignments for a given payroll, one assignment
per line. You can view the results for an assignment number, by
employee first name or surname.
The report includes all assignments, gross pay, PAYE, employee’s NI
contribution, employer’s NI contribution, other deductions, total
deductions, net pay and total pay for the payroll.
In addition to displaying report totals in your normal working currency
you can also select a second currency in which totals will be displayed.
You run this report in the Submit a New Request window.
"
To run the Employee Run Results Summary report:
1.
Select the report name in the Request Name field.
The Parameters window opens.
2.
Select the payroll name to include in the report.
3.
Select the time period identification to include in the report.
4.
Select the consolidation set to include in the report.
5.
Select the sort order; either assignment number, employee first
name or surname.
6.
Choose the OK button.
7.
Choose the Submit Request button.
Payroll Runs and Processes
1 – 79
Running the Payroll Statutory Calendar Report
Run this report when you want to:
•
Plan the payroll run submission timetable for multiple
assignments
•
Monitor payroll processing.
The report displays two kinds of payroll information:
•
The statutory week and month for each payroll run, and the time
periods defined for all payrolls sequenced by their regular
payment date.
•
For completed payroll runs, it shows totals for:
– Numbers of live assignments
– Numbers of assignments completed in the run
– Numbers pre–paid
– Numbers paid within each payroll processing period
Suggestion: Run the report with the Assignments Unavailable
for Processing report to identify any employees who have
future assignment processes.
You run the report in the Submit Requests window.
"
1 – 80
To run the Payroll Statutory Calendar report:
1.
Select the report name.
2.
In the Parameters window, enter a range of dates. The report
selects periods which have a Regular Payment Date within that
range.
3.
Choose the Submit button.
Running Your Payroll Using Oracle HRMS (UK)
Running the Assignments Unavailable for Processing Report
Run this report to list the assignments that will not be processed by a
payroll run on a specified date. The reason for exclusion is also listed.
This will be one of the following:
•
A previous process for this employee is incomplete or in error.
– Action: complete or roll back the prior action.
•
There is a future process for this employee.
– Action: roll back the future process.
•
The assignment has a payroll status of ’Do not process’.
– Action: change the employee status.
You run the report from the Submit Requests window.
"
To run the Assignments Unavailable for Processing report:
1.
In the Name field, select the report name.
2.
In the Parameters field, select the payroll for the assignments.
3.
Select the effective date you want to check against. The default is
the regular payment date of the current period of the selected
payroll. For payroll run processes this date will be the effective
date of the runs for the period.
4.
Choose the Submit button.
Payroll Runs and Processes
1 – 81
Running the Void Payments Report
Run the Void Payments report when you want to show details of
cancelled cheque/check payments.
You run this report in the Submit Requests window.
"
1 – 82
To run the Void Payments report:
1.
In the Name field, select Void Payments Report
2.
In the Parameters window, enter a start date and an end date for
the report.
3.
Select a payroll and /or consolidation set if you want to restrict
your information by these parameters. US users can optionally
select a GRE at this point. If you leave these fields blank the report
will return information on all payrolls for the period chosen.
4.
Choose the Submit button.
Running Your Payroll Using Oracle HRMS (UK)
Running the Pay Advice Report
Run this report to generate pay advice for all employees for a specified
payroll and period. This is a sample report which you can customize.
You run it after completing the Pre–payments process for a payroll. To
check printing alignment before generating pay advice run the Pay
Advice Alignment report.
You run the Pay Advice report from the Submit Requests window.
"
To run the Pay Advice report:
1.
In the Name field, select the report name. Then enter the
Parameters field to open the Parameters window.
2.
Select the payroll for which you want to generate pay advices.
3.
Enter the period for which you want to generate pay advices and
the date on which you want to generate them.
4.
Do one of the following:
5.
•
If you want to generate pay advices for all employee
assignments, leave the Assignment Number field blank.
•
If you want to generate a single pay advice for an employee
assignment, enter the employee assignment number.
Choose the Submit button.
Note: You can also view this report from the Assignment Process
Results window, where you select an individual assignment and
the process you want to view the report for.
Payroll Runs and Processes
1 – 83
Running the Pay Advice Alignment Report
Run this report before you run the Pay Advice report. It shows printer
alignment details for your sample pay advice.
You run the Pay Advice Alignment report from the Submit Requests
window.
"
1 – 84
To run the Pay Advice Alignment report:
1.
In the Name field, select the report name.
2.
Choose the Submit button.
Running Your Payroll Using Oracle HRMS (UK)
CHAPTER
2
Wage Attachments
Wage Attachments
2–1
Wage Attachments
To process a payroll you have to deduct Wage Attachments from
employee earnings. Wage Attachments are deductions that are required
by court order, for example payments for maintenance, child support
or other legally incurred obligations.
Oracle Payroll allows you to process details of deductions from
employee wages in settlement of court debts, arrears of statutory
payments, educational loans and so on. The detailed list of wage
attachments varies according to the legislation in which you operate.
However, regardless of legislative variance, Oracle Payroll provides the
elements, balances and formulas that you need for processing wage
attachments.
In what way does Oracle Payroll manage wage attachments for my employees?
Oracle Payroll provides the balances, elements and formulas that are
necessary for processing wage attachments in your legislation. For
example, UK users have a set of predefined elements and balance
feeds, whereas US users enter details about each wage attachment so
that the input values and deduction formula of the attachment can be
automatically generated.
2–2
Running Your Payroll Using Oracle HRMS (UK)
Wage Attachments Overview
Oracle Payroll enables employers to meet the statutory requirement to
deduct sums from the earnings of employees who have incurred court
debts or fines. The list of wage attachments will vary according to the
legislation in which you operate. An an example of types of deduction
that are typically regarded as wage attachments, the following list
includes some of the wage attachments that are currently recognized
either for US employees or for UK employees.
•
Credit/Debt Garnishments (US)
•
Bankruptcy Orders (US)
•
Federal State or Local Tax levy (US)
•
Educational Loan (US)
•
Court Orders and Arrestments (UK)
•
Council Tax Attachments (UK)
In each instance Oracle Payroll enables you to enter details of the
attachment, and process it at regular intervals until the obligation has
been discharged.
Wage Attachments
2–3
Court Orders and Arrestments
Oracle Payroll enables employers to meet the statutory requirement to
deduct sums from the earnings of employees who have incurred court
debts or fines. In the UK, these attachments to wages are known as
Court Orders and Arrestments. When you are completing these wage
attachment procedures you may also need to refer to the following:
•
Court Orders and Arrestments Legislation
•
Attachment of Earnings Orders
•
Priority and Non–Priority Orders
•
Community Charge Attachment of Earnings Orders
•
Scottish Arrestments
•
Court Orders and Arrestments in Oracle Payroll
Court Orders and Arrestments Legislation
Court orders for attachments of earnings are served by courts on
employers requiring them to deduct sums from the earnings of
employees who have incurred court debts or fines. The employer has
to administer the collection of the debt and ensure that it is passed to
the court, Agency or local authority issuing the order.
An Attachment of Earnings order is made under the Attachment of
Earnings Act 1971. The procedure used under this legislation is largely
followed in other similar legislation covering the collection of debts
under Community Charge, Council Tax and Child Support Act
legislation. Attachment of Earnings orders are given different
terminology in Scotland and are administered under the Debtors
(Scotland) Act 1987. The following table lists the principal UK
legislation and names of orders.
Northern Ireland legislation, not listed in the table, administers the
same orders as under the Attachment of Earnings Act and the Child
Support Act, but there is no liability in Northern Ireland for Council
Tax or Community Tax.
Legislation
Name of Order
Acronym
Attachment of Earnings Act, 1971
Attachment of Earnings
AEO
Debtors (Scotland) Act, 1987
Earnings Arrestment
EAS
Current Maintenance Arrestment
CMA
Conjoined Arrestment
CAO
Principal Court Order Legislation
2–4
Running Your Payroll Using Oracle HRMS (UK)
Legislation
Name of Order
Acronym
Community Charges
(Administration and Enforcement)
Regulations, 1989
Community Charge Attachment of
Earnings
CCAEO
Child Support Act, 1991
Deduction from Earnings
DEO
Council Tax (Administration and
Enforcement) Regulations, 1992
Council Tax Attachment of Earnings
CTO
Principal Court Order Legislation
Court order legislation is complex. Full details for administering the
system are set out in the Employers Handbook on Attachment Orders
available on request from the Lord Chancellor’s Department, Debt and
Enforcement Branch, 105 Victoria Street, London SW1E 6QT.
Wage Attachments
2–5
Attachment of Earnings Orders
The procedure for administering an AEO applies broadly to the other
categories of court orders.
The following terms are used in the order:
•
Attachable earnings: This is the part of the employee’s earnings
to which an attachment order applies.
•
Protected earnings: These are the earnings the employee must be
left to live on after all deductions, including the earnings
attachment deductions, have been made.
•
Normal deduction: This is the amount that is normally deducted
from the employee each pay period under the terms of the order.
Attachable earnings include:
•
salary, overtime and bonuses
•
SSP and pensions, less PAYE
•
National Insurance and pension scheme contributions, including
AVCs
Non–attachable earnings include the following:
•
SMP
•
refunds of expenses
•
pay advances
•
sums paid by government departments in Northern Ireland or
foreign countries
•
pay or allowances paid to the employee as a member of Her
Majesty’s forces
•
pensions or allowances paid under social security legislation
•
disability allowances and pensions
•
the GMP elements of pensions
An AEO states to the employer the amount to be deducted and the
amount of the protected earnings, based on the employee’s normal
payment frequency.
On receipt of an AEO the employer is required to deduct the specified
amount from the employee’s attachable earnings and to forward the
amounts deducted to the issuing court, until one of the following takes
place:
•
2–6
instructions are received to cease the order
Running Your Payroll Using Oracle HRMS (UK)
•
the employee leaves
•
the amount of the debt, if known, has been repaid
Multiple payments in a period
•
Supplementary payments in a period may be used to make up
any shortfall between the expected deduction for the period and
the actual period–to–date deduction.
•
If the employee receives holiday pay in advance, the amount of
the deduction should be multiplied by the number of holiday
pay periods, provided the protected earnings for these periods
remain covered.
Wage Attachments
2–7
Priority and Non–Priority Orders
All AEOs are designated priority or non–priority, and the order’s
category can determine the way it is processed. Priority orders have
processing priority over non–priority ones. All priority AEOs issued
against an employee are to be processed first and in date order. After
these, non priority AEOs are to be processed, again in date order.
Priority AEOs
For these, the attachable earnings are reduced by the protected
earnings, and if the remainder is sufficient, the full deduction is taken.
If not, the remainder is deducted, and the shortfall is added to an
arrears balance for recovery in subsequent runs if possible.
If there are insufficient attachable earnings to cover the protected
earnings, then the shortfall is added to an arrears balance. In addition,
the full deduction amount is added to an arrears balance. Both will be
recovered in subsequent runs if possible.
Non Priority AEOs
These are processed in the same way as Priority AEOs except that there
is no arrears balance for deductions. If, after allowing for protected
earnings, the employee has insufficient attachable earnings in any pay
period from which to make either a normal or partial deduction, the
amount outstanding is not carried forward against future earnings.
However, the full debt remains to be paid over a longer time scale.
Processing Priority for Court Orders
When deductions are taken from employees for more than one court
order at a time, the order of processing must be as follows:
1.
2.
2–8
For orders issued before 1 April 1993:
•
If a Priority AEO or a Non Priority AEO is in operation then any
later dated CCAEO can be administered.
•
If a CCEAO is in operation then no further CCAEOs can be
administered until the first has cleared.
For orders issued after 31 March 1993, the following should be
administered in order of receipt date:
•
AEO
•
DEO
•
CCAEO
•
CTO
Running Your Payroll Using Oracle HRMS (UK)
Non Priority AEOs are administered after the above orders and, if
more than one is received, in order of receipt date.
3.
In Scotland the order is either
•
DEO
•
CAO
or
•
DEO
•
EAS
•
CMA
Wage Attachments
2–9
Community Charge Attachment of Earnings Orders
CCAEOs are issued by local authorities. The legislation concerning the
method of recovery was amended on 1 April 1992.
The normal deduction is determined by reference to bands of
attachable earnings and is either a fixed amount if the order was issued
before 1 April 1992, or a percentage of attachable earnings if issued
after that date.
Attachable Earnings
Authorized pension contributions should not be deducted for orders
issued before 1 April 1992.
Multiple payments in a period
For orders made before 1 April 1992 holiday pay paid in advance is
deemed as all attachable in one period. For orders made after that date
the amount to be deducted is based on the current period’s earnings
and then the holiday period’s earnings. Supplementary payments in
the same period have a deduction rate of 20% applied.
Council Tax Attachment of Earnings Orders
CTOs are used for the recovery of Council Tax using the same
procedures as those used for CCAEOs issued after 1 April 1992.
Multiple payments in a period
The amount to be deducted is based on the current period’s earnings
and then the holiday period’s earnings. Supplementary payments in
the same period have a deduction rate of 20% applied.
Deductions from Earnings Orders
DEOs are used for the collection of child support maintenance
payments under the authority of the Child Support Agency. These
orders are administered in the same way as AEOs.
2 – 10
Running Your Payroll Using Oracle HRMS (UK)
Scottish Arrestments
Scottish court orders are called arrestments, and there are three kinds:
Earnings Arrestments, Current Maintenance Arrestments and
Conjoined Arrestment Orders. Oracle Payroll provides elements for all
these arrestments.
Earnings Arrestments
The amount to be recovered each processing period is based on bands
of attachable earnings and a fixed amount. Only one EAS can be in
operation for an employee at any one time. If you receive a second
EAS for the employee, you must return it to the issuing authority, and
give details of the existing order.
Multiple Payments in a Period
All earnings in a period whether or not they contain holiday pay paid
in advance are attachable. Supplementary payments have a deduction
rate of 20% applied.
Current Maintenance Arrestments
CMAs are used to collect maintenance. The employer is informed of
the daily amount of deduction, the daily protected earnings applicable
under the order, and an indication of the employee’s entitlement to
have deductions reduced by the equivalent of UK basic rate income
tax. The employer is required to divide the amount of attachable
earnings by the number of calendar days since the last normal
payment, and then use that daily figure to calculate the amount of
deduction.
Only one CMA can be in operation for an employee at any one time. If
you receive a second CMA for an employee, you must return it to the
issuing authority, and inform them of the details of the existing order.
Note, however, that a single CMA may coexist with a single EAS for
the same employee. The EAS must be processed first, being of higher
priority.
Multiple Payments in a Period
Supplementary payments in a period may be used to make up any
shortfall between the expected deduction for the period and the actual
period–to–date deduction.
Conjoined Arrestment Orders are issued where more than one EAS
and/or more than one CMA are to be operated. These orders are
administered in the same manner as EASes, except that deductions for
Wage Attachments
2 – 11
CAOs are payable to the Sheriff Court instead of the named creditor.
Only one CAO at a time can be in operation for an employee, and while
it is in operation no single EAS or CMA may be administered.
Supplementary payments are treated as their single order equivalents.
2 – 12
Running Your Payroll Using Oracle HRMS (UK)
Court Orders/Arrestments in Oracle Payroll
Oracle Payroll provides all the elements, balances and formulas
necessary for you to correctly administer court orders and arrestments
in the United Kingdom.
Element
Used For
Balance Feeds
Court Order
CTO, AEO, CCAEO,
CCAEO_PRE_APRIL, DEO
Court Order_ELEMENT_ITD,
Court Order_ELEMENT_PTD
Court Order
Arrears
Holds deduction arrears and
protected pay arrears for Priority
AEOs and DEOs. You do not
make entries of this element for
employees. It is used in the
payroll run.
Court Order Arrears
Deduction_ELEMENT_ITD,
Court Order Arrears Protected
Pay_ELEMENT_ITD
Court Order
Non Priority
Non priority AEO
Court Order Non
Priority_ELEMENT_ITD,
Court Order Non
Priority_ELEMENT_PTD
EAS Scotland
Earnings Arrestments issued in
Scotland
EAS Scotland_ASG_ITD
EAS Scotland
Payments
Holds the payment for Earnings
Arrestments. You may use it for
EAS balance adjustments, for
example, after the EAS has been
closed or replaced by a CAO.
EAS Scotland
Payments_ASG_ITD
CMA Scotland
Current Maintenance
Arrestments issued in Scotland
CMA Scotland_ASG_PROC_PTD
CAO Scotland
Conjoined Arrestments issued in
Scotland
CAO Scotland_ASG_PROC_PTD
CAO Scotland
Payments
Holds the CMA and EAS
components of the CAO payment.
You may use it for EAS balance
adjustments, for example, after
the CAO has been closed.
CAO Scotland Payments
EAS_ASG_ITD,
CAO Scotland Payments
CMA_ASG_PROC_PTD
Fee
All court orders
Fee_ELEMENT_PTD
Predefined Elements for Managing Court Orders/Arrestments
Non–Third Party Payment Court Orders
Users who do not want to make court order payments through Oracle
Payroll can use nonpayment versions of the court order elements.
These elements have the prefix NTPP (non–third party payment).
Wage Attachments
2 – 13
For these elements, the system keeps full track of debts and payments,
but you make payment through some external means such as Accounts
Payable. The list of NTPP elements is as follows:
•
Court Order NTPP
•
Court Order Non Priority NTPP
•
CAO Scotland NTPP
•
CMA Scotland NTPP
•
EAS Scotland NTPP
Court Order and Arrestment Balances
The amount of court order debt paid at any time is held in an
Inception–to–Date (ITD) balance. For those elements that can have
multiple occurrences, this balance exists at element level, reflecting the
need to keep track of how much has been paid for each separate
occurrence. Otherwise the balance exists at assignment level.
The amount of the debt still outstanding is the difference between the
amount in the ITD balance dimension and the Initial Debt input value.
For assignment level ITD balance dimensions, care must be taken, once
the total debt has been repaid and the element has been given an end
date for processing, that the balance is cleared back to 0.00. If this is
not done and a new element entry is given to the employee for the
same court order type element, the formula finds the ’old’ balance and
the element is not processed correctly.
The attachable pay balances have their RUN and PERIOD balance
referenced within the formulas because of the possibility of there being
more than one run in a period.
How Oracle Payroll Manages Deductions
For AEO and DEO type debt repayment orders:
You enter the initial debt. The system then manages the deductions
automatically and ends the process when the debt is cleared. If you do
not enter a value for the debt the system continues to process the
deductions each pay period as ongoing maintenance payments.
For CTO, CCAEO and CCAEO_PRE_APRIL type orders:
Oracle Payroll calculates each deduction from the initial debt and from
pay band tables. The system adjusts deductions to the level of net pay
in each period, taking any net pay variations into account. The system
2 – 14
Running Your Payroll Using Oracle HRMS (UK)
stops the element entry automatically when the total debt has been
repaid. Each time the element is processed a payroll message is issued
giving deduction details, and these are notified to the employee
through his or her pay advice.
Wage Attachments
2 – 15
Entering Court Order Elements
The elements Court Order and Court Order Non Priority are used for
United Kingdom court orders, excluding Scotland. Court Order Non
Priority is used only for entering non–priority AEOs. Court Order is
used for entering priority AEOs and other court orders.
You enter these elements for an employee assignment in the Element
Entries window.
You can run the Element Result Listing report from the Submit
Requests window to see all the run results processed for a court order
element over a period of time you select.
2 – 16
Running Your Payroll Using Oracle HRMS (UK)
Entering a Priority Court Order
"
To enter a priority AEO, CTO, CCAEO or DEO for an employee:
1.
Set your effective date to the day you received the order, and query
the employee assignment.
2.
In the Element Entries window, select the Court Order element.
3.
Enter cost codes and a reason for the entry if these fields are set up
on your system. Choose the Entry Values button.
4.
In the Entry Values window, select the type of order.
5.
Do one of the following:
•
For AEO and DEO type orders, in the Order Amount field enter
the normal deduction for the order. Then enter the protected
pay amount. You can also enter an initial debt amount for AEOs
and DEOs when they are debt repayment orders.
Oracle Payroll maintains deduction arrears and protected pay
arrears for priority orders by returning indirect results to the
Court Order Arrears element during the payroll run.
•
6.
For CTO and CCAEO type orders, in the Initial Debt field enter
the total debt to be paid.
Enter the employer’s administration fee for the order.
The maximum fee is £1.00. This is chargeable once each pay period
that a court order is processed.
7.
Enter a Reference, such as the Case Number, to help you identify
this order in messages and reports.
8.
In the Issued By field, enter the name of the issuing authority.
9.
In the Payee Details field, select the details of the person or
organization to whom the order is payable.
10. If required, enter the sub–priority number for the entry in the
unlabeled field next to the Processing Priority field.
If you make more than one entry of a court order element for the
same employee, the sub–priority number enables you to determine
the order of processing for the different entries.
Wage Attachments
2 – 17
Entering a Non–Priority Court Order
"
To enter a non priority AEO for an employee:
H
2 – 18
In the Element Entries window, select the element Court Order
Non Priority, then follow the same procedure as for entering a
priority AEO. There is no Type field in the Entry Values window as
there is only one type of non priority order.
Running Your Payroll Using Oracle HRMS (UK)
Entering Elements for Scottish Arrestments
You enter Scottish arrestments elements for employee assignments in
the Element Entries window. The following legislative restrictions
apply to these entries:
"
•
You may not give an employee more than one EAS Scotland
entry or more than one CMA Scotland entry at a time. You may,
however, give the employee one EAS Scotland and one CMA
Scotland entry at the same time.
•
While a CAO Scotland element is in operation for an employee,
you may not give the employee an EAS Scotland, a CMA
Scotland, or another CAO Scotland element entry.
To enter an EAS, CMA or CAO for an employee:
1.
Set your effective date to the day you received the order.
2.
In the Element Entries window, select the EAS Scotland, CMA
Scotland or CAO Scotland element.
3.
Enter cost codes and a reason for the entry if these fields are set up
on your system. Choose the Entry Values button.
4.
Carry out one of the following sets of tasks:
For EAS:
•
Select Single for the order type.
•
Enter the initial debt, that is, the total debt to be paid.
For CMA:
•
Enter the daily debt to be paid.
•
Enter the amount of the old daily debt if you have to enter a
different rate of daily debt partway through a period. In this
case the amount you entered for the daily debt becomes the
amount for the second part of the period. Leave the Old Daily
Debt field blank if the daily debt amount applies throughout the
period.
•
If applicable, enter the date at which the old daily debt ends. If
you leave the Old Daily Debt field blank leave the Old Debt End
Date blank as well.
•
Enter the daily protected pay amount.
•
Select Yes in the Tax Relief field if UK tax equivalent relief
applies to this order. If not, select No.
Wage Attachments
2 – 19
For CAO:
5.
•
Where applicable, make entries for EAS as described above.
•
Where applicable, make entries for CMA as described above.
Enter the amount of any administration fee you are charging as an
employer.
The maximum fee is 50 pence. This is chargeable once each pay
period that a court order is processed.
6.
Enter a reference, such as the case number, to help you identify this
order in messages and reports.
7.
Enter the name of the issuing authority in the Issued By field.
8.
Enter the details of the person or organization to whom the order is
payable in the Payee Details field.
Caution: A CAO is sometimes issued to supersede an EAS
currently in operation for an employee. When this happens,
ensure that the CAO Scotland Payments EAS_ASG_ITD
balance dimension is adjusted to the value for the amount
already deducted under the original order, that is, the value of
EAS Scotland Payments_ASG_ITD. If this is not done, you
could deduct more from the employee than is necessary.
2 – 20
Running Your Payroll Using Oracle HRMS (UK)
Closing Scottish Arrestments
There are different procedures for closing different arrestments.
Earnings Arrestments
EAS Scotland element entries stop automatically when the total
deductions equal the initial debt. In addition, you can manually stop
these elements before the debt has been fully paid. It is mandatory to
stop a current EAS if a CAO is made against the same employee.
Caution: When an EAS Scotland entry is stopped, either
manually or automatically, you should adjust to 0 the EAS
Scotland Payments_ASG_ITD balance dimension for the
employee assignment. If this is not done, any subsequent EAS
Scotland element for the same employee will appear to be
partly or fully paid.
See: Closing a Scottish Earnings Arrestment : page 2 – 22
Current Maintenance Arrestments
CMA Scotland element entries are not stopped automatically. Two
manual procedures are available for closing them: closure on the last
day of the pay period, and closure partway through a period. No
balance adjustments are required with CMA closures.
See: Closing a Scottish Arrestment for Current Maintenance: page
2 – 23
Conjoined Arrestments
CAO Scotland element entries cannot be automatically stopped. Three
manual procedures are available for closing different combinations of
conjoined arrestments.
See: Closing a Scottish Conjoined Arrestment: page 2 – 24
Wage Attachments
2 – 21
Closing a Scottish Earnings Arrestment
"
2 – 22
To manually close an EAS Scotland element entry:
1.
Set your effective date to the day the order is to end.
2.
In the Element Entries window, select the EAS Scotland element.
3.
Choose Edit – Delete Record to delete the element entry. Choose
the End Date option at the prompt.
4.
Save your work.
5.
Set your effective date to the day after the element has ended.
6.
In the Employee Assignment Processes window, select the
appropriate payroll process entry and choose the Balances button
to query the EAS Scotland Payments_ASG_ITD balance dimension.
7.
In the Adjust Balance window, adjust to 0 the EAS Scotland
Payments_ASG_ITD balance dimension by applying an
appropriate contra–entry; e.g. if the value of EAS Scotland
Payments_ASG_ITD is 123.59, apply a contra–entry of –123.59.
Running Your Payroll Using Oracle HRMS (UK)
Closing a Scottish Arrestment for Current Maintenance
"
To manually close a CMA Scotland element entry on the last day of a
pay period:
H
"
Follow the procedure for manually closing an EAS Scotland
element entry, steps 1–4. In the Element Entries window, select the
CMA Scotland element.
To manually close a CMA Scotland element entry partway through a
pay period:
1.
Set your effective date to the day after the order is to end.
2.
In the Element Entries window, select the CMA Scotland element,
and choose the Entry Values button.
3.
In the Entry Values window, enter a daily debt value of 0. Choose
the Update button when prompted.
4.
Enter the original Daily Debt value in the Old Daily Debt field.
5.
In the Old Debt End Date field, enter the date the CMA is to end.
6.
Close the Entry Values window.
The CMA Scotland element processes finally in the payroll run for
the period in which you enter the Old Debt End Date, and is then
automatically stopped.
Note: This method may also be used to alter the Daily Debt to
some other non–zero rate if required. In this case the element will
not be automatically stopped.
Wage Attachments
2 – 23
Closing a Scottish Conjoined Arrestment
"
"
"
To manually close a CAO Scotland element comprising a CMA
portion only:
1.
In the Element Entries window, select the CAO Scotland element,
and follow the procedure for closing a CMA Scotland element
entry. See Closing a Scottish Arrestment for Current Maintenance:
page 2 – 23
2.
Set your effective date to the last day of the payroll period for
which you have entered the CMA Old Debt End Date.
3.
In the Element Entries window, select the CAO Scotland element.
4.
Choose Edit – Delete Record to delete the element entry. Choose
the End Date option at the prompt.
To manually close a CAO Scotland element comprising an EAS
portion only:
1.
In the Element Entries window, select the CAO Scotland element,
and follow the procedure for closing an EAS Scotland element
entry. See Closing a Scottish Earnings Arrestment: page 2 – 22
2.
In the Employee Assignment Processes window, select the
appropriate payroll process entry (i.e. the last for the element) and
choose the Balances button to query the CAO Scotland Payments
EAS_ASG_ITD balance dimension.
3.
In the Adjust Balance window, adjust to 0 the CAO Scotland
Payments_EAS_ASG_ITD balance dimension by applying an
appropriate contra–entry; e.g. if the value of CAO Scotland
Payments EAS_ASG_ITD is 123.59, apply a contra–entry of –123.59.
To manually close a CAO Scotland element comprising an EAS and a
CMA portion:
1.
Follow the closure procedure for a CMA–only CAO, above.
2.
Follow the balance clearing procedure for an EAS–only CAO,
above.
If the CAO is to end on the last day of a pay period, it may be
manually stopped without the need to make any date–effective
changes, but you must still clear the CAO Scotland Payments
EAS_ASG_ITD.
3.
2 – 24
Reset to 0 the CAO Scotland Payments EAS_ASG_ITD balance
dimension for the employee assignment once the entry has been
stopped and the payroll run has taken place.
Running Your Payroll Using Oracle HRMS (UK)
If this is not done, any subsequent CAO Scotland element for the
same employee that has an EAS portion will appear to have
already partly or even fully paid the EAS portion.
Note: You may use the method described above to alter the CMA
Daily Debt to some other value, or to adjust the EAS Initial Debt. If
you alter the EAS Initial Debt, however, you must also enter old
and new CMA Daily Debt values, even if the daily debt is not
actually changing. Furthermore, if you are reducing the EAS Initial
Debt, you must ensure that the CAO Scotland
Payments_EAS_ASG_ITD balance dimension value is not larger
than the new EAS initial debt. If it is, a balance adjustment will be
required to set the ITD balance to the new EAS Initial Debt input
value.
Wage Attachments
2 – 25
Viewing Court Order and Arrestment Run Results
After payroll processing is complete, you can view the results of court
order and arrestment calculations in the Employee Assignment
Processes window.
"
To view the results of court order and arrestment processing:
H
2 – 26
In the Employee Assignment Processes window, select the process
whose results you want to see, and choose the Run Results button
to open the Run Results window.
Running Your Payroll Using Oracle HRMS (UK)
CHAPTER
3
Taxes and Social
Insurance
Taxes and Social Insurance
3–1
Taxes and Social Insurance
To process a payroll you have to deduct Tax and Insurance
contributions from employee earnings.
Oracle Payroll allows you to process tax and insurance deductions for
employers and employees, and helps you comply with the legislative
requirements applying to your organization.
Is Oracle Payroll flexible enough to calculate taxes according to different legislative
needs?
Yes. Oracle Payroll supports many county specific models of taxation,
including the local, federal and state tax requirements of organizations
operating in the US.
Is the entry of tax and social insurance details sufficiently flexible to meet the needs of
my organization?
Yes. You can calculate taxes for different types of employer to represent
the diversity of your organization. You can also make retrospective
adjustments to allow for overpayments and underpayments.
Is Oracle Payroll capable of implementing the latest updates to taxation and social
insurance?
Yes. The details of taxation policy and social security entitlements are
constantly changing, but Oracle Payroll is always promptly updated so
that your processing includes the most recent updates.
3–2
Running Your Payroll Using Oracle HRMS (UK)
Taxes and Social Insurance Overview
Oracle Payroll enables employers to calculate employer’s tax liability
and deduct the appropriate sums from employee earnings. The list of
taxes will vary according to the legislation in which you operate. This
list includes some of the tax and social insurance payments that are
currently deducted either from US employees or from UK employees.
•
Employer liability for state taxes – for example, State
Unemployment Insurance (US)
•
Employee liability for federal, state and local taxes (US)
•
PAYE (UK)
•
National Insurance Contributions (UK)
In each instance Oracle Payroll enables you to enter details of the tax
liability and process it at regular intervals.
Taxes and Social Insurance
3–3
UK Taxes and Social Insurance
Oracle Payroll enables you to meet the statutory requirement to deduct
Income Tax and Insurance contributions from employee earnings. The
following topics explain how tax and insurance deductions are
implemented in Oracle Payroll:
3–4
•
PAYE: Legislative Details
•
PAYE in Oracle Payroll
•
NIC: Legislative Details
•
NIC in Oracle Payroll
•
NIC for Company Directors
•
The EOY process – accuracy requirements, how to check status,
and how to print a P60 report
Running Your Payroll Using Oracle HRMS (UK)
PAYE: Legislative Details
PAYE is the system used to collect income tax from all taxable income
paid to employees under Schedule E.
The amount of PAYE calculated depends on earnings subject to tax,
including taxable benefits. Taxable pay can be reduced by employee
payments made to authorized company pension schemes, or by
employee donations to charities, to an agreed maximum. For more
information on the definitions of earnings subject to tax, see The
Employer’s Further Guide to PAYE and NICs. CWG2.
What Tax Codes Are Available for PAYE?
The Tax Office with which your enterprise is registered administers the
tax records of your employees. This office issues a tax code for each
employee which determines how the tax is to be collected, and whether
the basis for calculation is to be cumulative or non–cumulative.
Valid tax codes are as follows:
Suffix codes – numbers followed by a letter
The number, when multiplied by ten and nine added, represents the
total tax free pay available in the year calculated by the system. The
letter denotes what type of allowance is applicable:
Current valid codes for 99/00 are A, H, J, L, P, T, V or Y. These may
change for each Tax Year.
Prefix codes – K followed by a number
The number, when multiplied by ten and nine added, represents the
additional taxable pay for the year.
Special codes
•
D0 – taxed at higher than basic rate
•
NT – no tax deducted
•
BR – tax deducted at the basic rate with no tax free allowance
•
NI – exempt from PAYE but not NIC, for students working
during the vacation when NT should not be issued without prior
permission of the Tax Office.
What is the Tax Calendar for PAYE?
The tax year starts on 6 April one year and ends on 5 April the
following year. Each tax year may be referred to as a combination of
the two partial calendar years, for example, 95/96.
Taxes and Social Insurance
3–5
The calendar can be based either on a weekly frequency or on a
calendar month frequency.
The first tax week, known as Week 1, runs from April 6 –12. Week 2
runs from April 13 –19, and so on through the year.
As the year is not perfectly divisible by 7, an extra week is necessary.
For non–leap years Week 53 is April 5, and for leap years Week 53 is
April 4 –5.
Monthly calendars also start from 6 April. Month 1 is from April 6 –
May 5, and so on through the year.
Key dates
These dates are subject to change for specific Tax Years
6 April – start of year
19 May – last date for sending year end returns
31 May – last date for delivery of employees’ P60 forms
6 July – last date for sending P9Ds and P11Ds
19 July – last date for payment of Class 1A NICs on cars and fuel
5 April – end of tax year
Payment date
The tax period to use for calculating PAYE is the period in which the
payment date falls. For example, the weekly payment date April 14 is
in Week 2, and the monthly payment date April 5 is in Month 12.
Which Tax Tables Does Oracle Payroll Use?
Tax tables are provided in either printed or computer version, and
sometimes there is a small difference on the amount of tax calculated.
Both are correct.
Oracle Payroll calculates PAYE using the formula issued by the Inland
Revenue to computer users. This formula is incorporated in the
startup data for the product.
What is the Identification Format for a PAYE Scheme?
Your local Tax District has a three figure tax district reference number,
and each PAYE scheme administered by your enterprise has an
individual employer’s reference number. This is normally a letter
followed by up to seven alphanumeric characters.
3–6
Running Your Payroll Using Oracle HRMS (UK)
PAYE in Oracle Payroll
Oracle Payroll provides as startup data all the elements, balances and
other components you need to correctly administer PAYE. It also
provides legislative upgrades to keep your payroll processing up to
date with current legislation.
If you include employees in more than one payroll run each processing
period, Oracle Payroll’s calculations for tax deductions take into
account the sums already deducted in that period.
The system provides balances for Taxable Pay and PAYE, both of which
include dimensions that correctly sum up all the necessary run results.
The PAYE balance is fed only by the amount of PAYE paid. The run
results passed to the Taxable Pay balance, however, are identified by
balance feeds that you define.
If you have payrolls that are reported under different tax reference
numbers, you may sometimes have the requirement to transfer
employees between these payrolls. In such cases, both the tax balances
will restart from zero, and you should issue P45s for the employees
concerned.
Note: If you transfer employees between payrolls having the same
tax reference number, the balances continue to accumulate as
before.
Taxes and Social Insurance
3–7
NIC: Legislative Details
Primary Class 1 National Insurance contributions are payable by every
employee, on earnings subject to NIC, unless exempted because of age
or employment contract. Secondary Class 1 National Insurance
contributions are payable by the employer. National Insurance is
administered by the Department of Social Security, but payments are
collected on its behalf by the Inland Revenue through the PAYE system.
If your enterprise runs an occupational pension scheme, employees in
the scheme may contract out of the State scheme, SERPS. In this case
both the employee and employer pay less National Insurance
contributions.
Calculation of the Amounts Payable
The amount of NIC payable by employees can depend on the following
factors:
•
NI category
•
earnings subject to NIC
•
age
•
pension arrangements
•
earnings period
•
method of calculation
•
number of occurrences of the earnings period
•
arrears
What NI Category Codes are Available?
The most commonly used category codes are: A, B, C, D, E, F, G, S, X
and Y. These are used in the following way:
Standard Rate Contributions:
These are made by employees between the ages of 16 and the state
pension age.
A
not contracted out
D
contracted out for members of COSR schemes
F
contracted out for members of COMP schemes
Reduced Rate Contributions
These are made by married women and widows who have a valid
Certificate of Election.
3–8
Running Your Payroll Using Oracle HRMS (UK)
B
not contracted out
E
contracted out
G
contracted out for members of COMP schemes
Employer Only Contributions:
These are in three categories:
Contributions for employees over state pension age who have a valid
Certificate of Age Exemption, and employees with more than one job
who have a valid CA2700 and are in ’not contracted out’ employment.
C
not contracted out
Contributions for employees with more than one job who have a valid
CA2700 and are in contracted out employment.
C
contracted out
Contributions for contracted out employees who are members of
COMP schemes, who have more than one job and who hold valid
CA2700s.
S
contracted out
Category X and Category Y:
Category X is used to indicate that no contributions are being made.
Category Y indicates Class 1a contributions (for NIC payable on
company cars).
What Earnings Are Subject to NIC?
Earnings that are subject to NIC may be different from gross pay or
taxable pay figures. They normally include all money payments to the
employee and exclude any benefits paid to third parties on the
employee’s behalf.
Each tax year the Lower Earnings Limit (LEL) and the Upper Earnings
Limit (UEL) are announced. LEL is the minimum amount of earnings
on which NIC may be paid for the current year, and UEL is the
maximum amount of earnings that the employee’s contribution of
Class 1 can be based on. If the employee’s earnings are less than the
LEL figure, no NIC is deducted.
For the Employer’s secondary contributions there is an Earnings
Threshold ET below which the employer pays no contributions. This
was introduced in 1999/00. This legislation was introduced to bring the
application of NICs and PAYE into alignment.
Taxes and Social Insurance
3–9
The following reporting requirement applies to Employers Rebate.
Because the ET is a greater amount than the LEL, there is an amount on
which the employee pays NI and the employer does not. For employees
in class D, E, F, G, S, or C the employer is entitled to a rebate on the
difference between ET and LEL for which the employee has paid
contributions. This is in respect of operating a company pension
scheme. The rebate can be offset against the total payroll calculation for
NICs.
There is no UEL for the employer’s secondary contributions. In
addition, since the tax year 1991/1992 the employer has a liability to
pay Class 1A contributions on the taxable benefit of a company car.
What Age Criteria Are Applicable to Employee’s NIC?
There is no liability for either primary or secondary contributions if the
employee is under the age of 16 years.
There is no primary contribution when the employee is above the state
pensionable age.
How Do Pension Arrangements Affect Liability for NIC?
Employees who are members of occupational pension schemes are
contracted out of the State Earnings Related Pension Scheme (SERPS).
Their NIC is reduced by the amount that would have been paid into
SERPS.
What Earnings Periods Are There for NIC?
There are four basic earnings period types for NIC:
•
Daily
•
Weekly
•
Calendar Monthly
•
Annual
Weekly and Calendar Monthly are for employees on weekly or monthly
payrolls. Annual is for directors or office holders. Daily is used for
periods of more than seven days that do not fall into weekly or
monthly categories.
You can make more than one regular payment to an employee within
the earnings period. For example, employees with a week’s salary
retained by the employer on a ’week in hand’ basis, can receive two
payments in their final week.
3 – 10
Running Your Payroll Using Oracle HRMS (UK)
Which Method of Calculating NIC Does Oracle Payroll Use?
There are two methods of calculation:
•
using the National Insurance tables issued by the DSS
•
exact percentage method
Oracle Payroll uses the exact percentage method. Both methods make
use of rates and bands which may be changed annually.
How Do You Calculate NIC If An Employee is Being Paid for More Than One Period At
the Same Time?
NIC is calculated at the time of payment, but if you have to pay an
employee for more than one period at the same time, you usually
calculate NIC on the earnings for each period separately.
For example, it proves impossible to pay a new starter in the period of
starting so she receives a double payment in the next period. You
calculate this employee’s NIC separately for each period: it should not
be aggregated in the second period. The system does not calculate this
method automatically for new starts, so a manual adjustment is
required.
How Do You Correct Overpayments and Underpayments of NIC?
If a wrong category code is used for an employee, too much or too little
NIC may be deducted. You can correct this as follows:
•
If the employee has been overcharged, the balances maintained
for year end reporting against each category code need to be
corrected, and the excess deduction refunded.
•
If the employee has been undercharged, the balances maintained
for year end reporting also need to be corrected, and the balance
of secondary contributions owing must be paid to the Inland
Revenue with the next payment.
Taxes and Social Insurance
3 – 11
NIC for Company Directors
Special rules apply to the calculation of NIC for directors. A person is
classified as a company director if he or she is appointed under
Sections 291–294 of the Companies Act 1985. Directors’ earnings are
chargeable to Schedule E (PAYE) income tax.
Most directors receive annual fees and bonuses. To calculate their
contributions on a normal pay period basis would mean they only had
to pay NIC up to the weekly or monthly Upper Earnings Limit.
National Insurance for directors is therefore calculated on an annual,
cumulative basis, like PAYE.
The main differences in the calculation of directors’ NIC are as follows:
•
The use of an annual, or prorated, earnings period
•
Calculation on the director’s cumulative earnings
•
Deduction of the difference between NIC paid and NIC due
Oracle Payroll uses the exact percentage method of calculation to
administer company directors’ NIC. The procedure takes into account
changes in circumstances and recalculates the annual liability for each
category each time.
For employees who become directors, NIC balances are maintained
showing the director’s figures in addition to the reporting balances that
show contributions as an employee and as a director. The director or
employer can choose to pay on account.
3 – 12
Running Your Payroll Using Oracle HRMS (UK)
NIC in Oracle Payroll
Oracle Payroll provides as startup data all the elements, balances and
other components you need to correctly administer NIC. It also
provides legislative upgrades to keep your payroll processing up to
date with current legislation. It uses the exact percentage method to
calculate NIC.
The system provides the balance NIable Pay, which includes the
dimensions to correctly sum up all element feeds during the correct tax
period dates. These element feeds come from the elements you define
as balance feeds for this balance.
The amount of NIable Pay used for the NIC calculation depends on the
LEL and UEL amounts. This is recorded in another balance linked to
the category code, such as NI A Able.
You can include employees in more than one payroll run each
processing period. Oracle Payroll’s calculations for this are based on
total NIable earnings for the period, reduced by any NIC already paid
in the period.
NI Elements Supplied as Startup Data
The following table shows the National Insurance elements supplied as
part of startup data.
Name
Type
Classification
Priority
NI Arrears
Non–Recurring
NI
5004
NI
Recurring
Information
5005
NI G
Non–Recurring
NI
5011
NI E
Non–Recurring
NI
5012
NI B
Non–Recurring
NI
5013
NI F
Non–Recurring
NI
5014
NI D
Non–Recurring
NI
5015
NI A
Non–Recurring
NI
5016
NI S
Non–Recurring
NI
5017
NI C
Non–Recurring
NI
5018
NI Employee Arrears
Non–Recurring
NI
5120
National Insurance Elements
Taxes and Social Insurance
3 – 13
Name
Type
Classification
Priority
NI Employer
Non–Recurring
Employer Charges
5120
NI Employer Arrears
Non–Recurring
Employer Charges
5122
National Insurance Elements
Notes
•
You have to link the National Insurance elements to the
appropriate payrolls before you enter them for employees and
include them in payroll runs. If you have set up segments of the
Cost Allocation key flexfield to receive entries at the element
level, you should enter these account codes in the Element Link
window when linking these elements to your payrolls.
•
The category code elements have been defined to maintain the
necessary balances for Year End reporting. Because you may
occasionally need to correct these balances, the category code
elements have not been defined to receive indirect results only.
•
You must make sure that if two balances are dependent on each
other then changes to one balance are also made to the
dependent balance. For example, if you change NI A Employer,
you must also make the same change to NI Employer. This
applies to initialization, and to subsequent balance adjustments.
Startup Data for Director’s NIC
You must link the recurring element NI Directors on Account if you
want to use the ‘on account’ functionality. Oracle Payroll also supplies
the nonrecurring element NI Director, which you do not need to link
because it is defined for indirect results only. When the NI formula
sends an indirect result to this element, the NI Director formula
processes.
Balances
The special balance dimension _PER_TD_DIR_YTD is used to
determine the amount of NI contributions paid as a director.
This dimension goes back to the latest of:
3 – 14
•
appointment as a director
•
tax year start
•
transfer from a payroll that is reported to a different tax district
reference number at end of year
Running Your Payroll Using Oracle HRMS (UK)
The following figure shows the differences in balance dimensions when
a director is appointed in mid–year:
Figure 3 – 1Balance Dimensions for Directors
•
_PER_TD_DIR_YTD goes back to 1 July, the start of the period in
which the director was appointed
•
_PER_TD_YTD goes back to the start of the year
This dimension is defined against the main NI balances:
– NI D Able
– NI D CO
– NI D CO Able
– NI D Employee
– NI D Employer
In addition, the NI_DIRECTOR formula uses a function to
calculate the earnings subject to National Insurance for each
category since the director was appointed.
•
For end of year reporting the standard dimension
_PER_TD_YTD is used. This includes results before and after
the appointment as a director.
Formulas
The NI Director’s formula is triggered when the NI formula, processed
for all employees from the NI element, detects that director’s
processing has been requested. An indirect result is output to the NI
Director nonrecurring element, and this processes the NI_DIRECTOR
formula itself.
The formula takes into account the priority of the different NI
categories. For example, when a director joins the company pension
scheme, he or she changes category. All the director’s earnings at
category D are calculated first, and, if these reach the upper earnings
limit, no employee contribution is due on Category A. Oracle Payroll
Taxes and Social Insurance
3 – 15
makes an adjustment for Category A contributions at the same time as
the Category D deduction is made.
The priority order is:
B with APP
G
E
B
A with APP
F
D
A (no APP)
S
Cco
Cnco
Administrative Arrangements for the Assessment of Director’s National Insurance
Contributions
With effect from 6 April 1999 the Contributions Agency will operate the
new administrative arrangements for the assessment and payment of
National Insurance contributions for company directors provided for in
the Social Security Act 1998. Please see CA44 – National Insurance for
Company Directors for more details.
The arrangements allow for a director, under certain qualifying
conditions (para 8, CA44), to be assessed for National Insurance
contributions during the year as a normal employee. This is set out in
CWG1 and VWG2 booklets.
Last Payment of Earnings in Tax Year (or Directorship)
When the final payment of the director’s earnings in the Tax Year is
being made you must:
3 – 16
1.
Reassess the National insurance contributions due on the director’s
total earnings for the Tax year on the basis of an annual or pro rate
annual earnings period.
2.
Either deduct the amount of primary contributions then due from
the payment, or if the earnings are insufficient to cover the primary
contributions then pay the balance.
Running Your Payroll Using Oracle HRMS (UK)
3.
Adjust the final (or if the director dies or leaves during the year, the
next) remittance in the tax year to the Inland Revenue to take into
account the reassessment.
4.
Fill in the director’s End of Year Summary to reflect the National
Insurance contributions due for the year based on the
reassessment.
The system will calculate the majority of the requirements above
automatically
If you wish a director to be assessed for the year as a normal employee
you enter the person as the usual steps as a director and as Director
Normal from the list of Value for the processing under National
Insurance details on the Tax Information screen. The director will then
pay contributions as an employee until his final period in the tax year
when he will be reassesed as a direcor and any differences will be
accounted for in the final payment.
The CA44 notes that you might be required to make a large payment to
a director during the period he is assessed as an employee. This could
cause a disproportionate amount of primary National Insurance
contributions being payable at the year end. Therefore in this case you
may manually change the director to process as a Director at the point
of payment.
The CA44 notes that directors changing from not contracted out to
contracted NI categories being assessed as an employee may mean that
any refund of contributions will not be paid until the reassessment at
the end of the year. Again you can change the director manually to be
assesses as a director and the system will calculate the changes.
The CA states that once you have reassessed the director part way
through the year, then you have to continue to use the appropriate
annual or pro rate earning period rule for the rest of the year.
Pro Rate Assessment as Employee
There is a category for processing the director who starts during the
year as a employee. In the same way as for a pro rated director you
change the status of employee on the Employee form to director and
choose Director Normal Pro Rate from the processing options under
National Insurance Information on the Tax Information form. This
calculation will also reassess the director automatically, on final
payment date, as for Director Normal.
NI Class 1A Contributions
Class 1A contributions relate to the employer’s NIC payable on
company cars, and on fuel made available for private use. The NIC
category code for these contributions is Y.
Taxes and Social Insurance
3 – 17
Current Rate 1999/00 – 12.2%
The amount to be paid in any current year is summed in the NI Y year
dimension balance for that year, and is paid to the Inland Revenue in
the July following the tax year end. It is then reported on in the Year
End reports at the end of that tax year. For example, contributions for
the tax year 1998–99 are summed for the year in April 1999, paid in July
1999 and reported on in July 1999.
The Alternative Payment Method (APM) for Class 1A avoids the
necessity of having to record payments in the Year End reports. The
employer pays directly to the Inland Revenue National Insurance
Contributions Office. Payment must be made by 19th July of the tax
year following the year in which liability arose.
Since 6 April 1994, Class 1A NIC has been assessed using the same
formula for ascertaining car benefit and the fuel scale charges as
published for PAYE P11d purposes.
Note: Fuel scale assessment is based on the PAYE ’all or nothing’
principle. If the employee uses just one gallon of fuel for private
use, NIC becomes payable. The scale relates directly to the fuel
scale rate of the car.
Predefined Elements for Class 1A Administration
The predefined elements for Class 1A administration that are supplied
as startup data are listed in the following table.
Name
Type
Classification
Priority
NI Car Primary
Recurring
Information
500
NI Car Secondary
Recurring
Information
500
NI Y
Nonrecurring
Employer Charges
3500
NI Y Last Year
Nonrecurring
Employer Charges
3500
NI Car Payment
Nonrecurring
Voluntary Deduction
6500
NI Car Payment Secondary
Nonrecurring
Voluntary Deduction
6500
Predefined Class 1A Elements
NI Car Primary and NI Car Secondary
These elements both represent NI Class 1A. NI Car Primary is entered
for employees with one company car, while employees allocated a
second company car receive an entry of NI Car Secondary as well.
When an employee is allocated two company cars, you have to decide
3 – 18
Running Your Payroll Using Oracle HRMS (UK)
at the outset which is primary and which is secondary. Current
legislation defines the primary car as the one which does the greater
daily average business mileage.
Run items for both elements feed the NI Y balance. There are two
specific features to these elements:
•
Both elements process after termination to allow for late changes
to be made to input values.
•
The formulas for each element recalculate for the whole of the
current year during payroll runs, thereby maintaining the latest
calculated values for the NI Y balance at all times.
Note: Because the formulas have been defined to access only the
entry values from the normal entry forms, you cannot override the
system calculation for NI Car Primary or NI Car Secondary.
Taxes and Social Insurance
3 – 19
NI Y
The element NI Y allows you to enter an opening balance for NI Y in
the current year when transferring to Oracle Payroll from another
payroll application. The value you enter for this element is ignored
during formula recalculations of NI Y but is included in the Year to
Date balance.
Note: Because NI Y has an Employer Charges classification,
remember to enter the correct costing data.
NI Y Last Year
The element NI Y Last Year allows you to enter a reporting value for NI
Y for the previous year when transferring to Oracle Payroll from
another payroll application. This is because the NI Y balance is not
available for entry.
Note: If you have entered an opening balance via NI Y adjustment
it is your responsibility to ensure that the total balance is correct.
NI Car Payment and NI Car Payment Secondary
These elements accept as indirect results the actual amount of an
employee’s contribution towards the private use of the car, if an
amount has been entered onto NI Class 1A.
In addition to these predefined elements, there is a report listing the NI
Y amounts due from employees.
Formulas for Calculating NI Class 1A Contributions
The formula linked to NI Car Primary is NICAR_PRIMARY. The
formula linked to NI Car Secondary is NICAR_SECONDARY.
For the year 1999 – 2000 the following legislative global values apply to
both formulas:
•
Car benefit is 35% of the price.
•
The highest level of employer’s NIC is 12.2%.
A business mileage of between 2,500 and 17,999 reduces the car benefit
of NI Car Primary by 25%. It does not reduce the car benefit of NI Car
Secondary. A business mileage of 18,000 or more reduces the car
benefit of NI Car Primary by 15%, and the car benefit of NI Car
Secondary by 25%.
Payment for private use further reduces car benefit on a pound for
pound basis down to, but not beyond, zero.
Fuel scale value is then added to the car benefit.
3 – 20
Running Your Payroll Using Oracle HRMS (UK)
In both formulas this sum is multiplied by the highest level of employer
NIC percentage, divided by 365 to obtain the daily rate, and multiplied
by the number of days of availability. This is calculated as the days
between:
•
the START DATE, which is the later of:
– start of tax year
– start date of entry values
•
the END DATE, which is the earliest of:
– end of tax year
– end date of entry values
– termination date, if set
If there are any updated or corrected input values, the formula
recalculates the result, which becomes the difference between the
current Class 1A_ASG_STAT_YTD balance and the amount from the
appropriate formula.
Within the formulas there is a call to the function CLASS1A_YTD. This
sums across all the element entries for the year rather than looking at
the current entry.
NI Class 1A Contribution Balances
The NI Car Primary and NI Car Secondary balances are used by their
respective formulas to calculate the amount of Class 1A NIC as follows:
•
the system calculates the total amount owing from the beginning
of the tax year to the end of the current pay period
•
it then subtracts from this figure the Statutory Year to Date
balance paid
The NI Y balance with the dimension _ASG_STAT_YTD is used for
reporting on. The amount paid for each employee is reported against
the category code Y in the Year End reports.
Note: If your enterprise has just implemented Oracle Payroll this
year, you may have used the balance NI Y Last Year to store your
NI Y liability for last year from your previous payroll application.
If so, the End of Year process selects that balance if a value does not
exist in NI Y for that year.
NIC for Multiple Assignments
Refer to the Supplement to CWG2 (1999) Employer’s Further Guide to
PAYE and NICs
Taxes and Social Insurance
3 – 21
Some employees in your enterprise may hold two or more paid jobs at
the same time. In Oracle Payroll, such employees are given multiple
assignments, that is, two or more assignments with payroll
components.
To calculate NIC on multiple assignments, the general rule is to add all
the employee’s earnings together and calculate NIC on the total. If,
however, the employee has a number of single assignments to payrolls
in different PAYE schemes, you calculate each assignment’s NIC
separately.
Oracle Payroll enables you to process NIC correctly in both situations.
For employees with single assignments in separate PAYE schemes, the
system calculates NIC for each assignment independently. For those
with multiple assignments in one scheme it calculates NIC by
aggregating the earnings under each tax reference.
Sequence of Runs for Multiple Assignments
When multiple assignments are processed at different intervals, such as
weekly and monthly, you have to submit each assignment in the correct
sequence. The submission sequence for each run must be in the same
order as its effective run date sequence. If you submit runs out of
sequence the system enforces the Time Period Dependent rule, which
prevents the creation of an assignment process for an employee who
has future actions existing.
3 – 22
Running Your Payroll Using Oracle HRMS (UK)
EOY Process: Accuracy Requirements
The employer has to submit a declaration and a certificate on the
documentation submitted to the Inland Revenue each year. The
deadline is May 19 following the end of year, with penalties for lateness
and for incorrectly completing the return.
EOY Process: Printing Details
The P60 process generates P60 reports using Oracle Reports. To print
the report, you define a SRW driver file for your particular printer and
P60 stationery.
You can find a sample SRW driver file, paygbp60.prt, in the
$PAY_TOP/srw directory. This file is designed for standard P60
continuous stationery for the DEC LN03 printer, and all other printers
that understand the same control characters as the LN03.
Further information about customizing or registering your printer
driver definitions and print options is given in the Oracle Applications
System Administrator’s Guide
EOY Processes: Checking Status
When you check the status of the End of Year process, you should also
check the status of the other related concurrent processes. Each process
produces a log file and an output file, and these are written to the
$APPLCSF/$APPLLOG and $APPLCSF/$APPLOUT directories
respectively. Further details of these directories are given in the Oracle
Applications System Administrator’s Guide.
Linking the P35 Listing to the Magnetic Tape
The P35 Listing contains the concurrent request id of the Magnetic
Report file in the report header. This appears on the first page of the
report and must be used to tie the two outputs together.
File Name Format
The Magnetic Report, P60 and P35 listing output files can be found in
$APPLCSF/$APPLOUT and have the following file name formats:
o<request id>.mf
for the Magnetic Report
o<request id>.out
for the P60 Report (alignment and detail)
o<request id>.out
for the P35 Listing
Taxes and Social Insurance
3 – 23
Example: Planning Runs for Multiple Assignments
An employee has assignments to both a weekly and a monthly payroll.
The following table shows the sequence of this employee’s payroll runs
for one particular month.
Effective Date of Run
Submitted On
10–April, Week 1
7 April
17 April, Week 2
14 April
24 April, Week 3
21 April
30 April, Month 1
22 April
1 May, Week 4
28 April
Planning Runs for Multiple Assignments
All these runs have been submitted in the correct sequence. However,
if you submitted the Month 1 run in the table on 20 April, the Week 3
run would now come between the submission date and effective date
of the Month 1 run. The rule would then exclude the employee’s
assignment from the Week 3 run.
Suggestion: Two reports, Payroll Statutory Calendar and
Assignments Unavailable for Processing, give useful
information for planning multiple assignment submissions and
for checking whether individual assignments will not be
processed on specified dates.
3 – 24
Running Your Payroll Using Oracle HRMS (UK)
Implementing Startup Data
The following table shows the tax deduction elements defined by
Oracle Payroll for PAYE administration and supplied as part of startup
data.
Element Name
Processing Type
Classification
Processing Priority
PAYE Details
Recurring
PAYE
5001
PAYE
Nonrecurring
PAYE
5002
PAYE Refunds
Nonrecurring
Information
5003
Tax Deduction Elements
You must link these elements to the appropriate payrolls before they
can be given to employees and included in payroll runs. If you have
set up segments of the Cost Allocation key flexfield to receive entries at
the element level, you should enter these account codes in the Element
Link window when you link the PAYE elements to your payrolls.
The recurring element PAYE can process after termination to allow for
payments to employees who have left, but who may still be entitled to
receive late payments.
Taxes and Social Insurance
3 – 25
Writing the EOY Magnetic Report to Tape
The following example is an illustration of how the Magnetic Report
could be written to tape using UNIX commands. However, the writing
of reports to tapes is operating system and machine specific. You
should ask your system administrator for details of writing the
Magnetic Report file to tape for your particular system and machine.
"
To write a magnetic report to tape using UNIX commands:
1.
Place the tape in the device.
2.
Rewind the tape. Type:
mt –f /dev/rst0 rewind
– where /dev/rst0 is the magnetic device with rewind.
3.
Write a tape marker. Type:
mt –f /dev/rst8 eof
– where /dev/rst8 is the magnetic device without rewind.
4.
Write the Magnetic Report file to tape. Type:
dd if=<magnetic report file> of=/dev/rst8 ibs=525
obs=5250 cbs=525
"
To check the result:
1.
Rewind the tape. Type:
mt –f /dev/rst0 rewind
2.
Skip past the tape header. Type:
mt –f /dev/rst8 fsf 1
3.
Read the file from tape, renaming the file. Type:
dd of=/tmp/<renamed file> if=/dev/rst8 ibs=5250 obs=525
4.
Check the original file and the renamed file for differences. Type:
wc <magnetic report file> /tmp/<renamed file>
3 – 26
Running Your Payroll Using Oracle HRMS (UK)
Issuing a P45 Form to a Leaver
In Oracle Payroll, P45 forms are printed for all terminated employees
through the P45 Report. You run this standard report from the Submit
Requests window.
"
To issue a P45 form for a leaver:
1.
In the Name field select the report name.
2.
In the Parameters field you can set two optional parameters:
3.
•
You can restrict the process by payroll
•
You can restrict the process by start and end date
Choose the Submit button
If no parameters are set, the report picks up every employee with a
status of Terminate who has not yet had a P45 issued. The process
prints off the P45 information on continuous stationery for issue to the
tax office and leaver.
Using the P45 Window
Sometimes you need to send tax returns to different tax offices for an
employee working at different sites. In this case you may need to issue
a P45 to the second tax office. You may also want to issue a P45
manually to a leaver.
In both these cases you use the P45 window, which you access from the
Assignment window. The window displays Part 1 of the P45 form
showing the leaver’s pay and employment details.
"
To manually issue a P45 form for a leaver:
1.
Complete the form manually from the details in the window.
2.
Choose the Manual Issue button.
In the Statutory Details window, Oracle Payroll records that you have
issued the P45. The system prevents you from running the report again
for this assignment.
"
To issue a P45 form for a current employee:
1.
Choose the Mark for Print button.
2.
In the Submit Requests window:
– Run the P45 Alignment report to check the printing
alignment of the report. This is optional.
Taxes and Social Insurance
3 – 27
– Run the P45 report. You can restrict the process by
specifying a payroll and/or a time period.
In the Statutory Details window, Oracle Payroll records that you
have printed off the P45 for the employee. This does not prevent
you from issuing the report again.
3 – 28
Running Your Payroll Using Oracle HRMS (UK)
Printing the P45 Report
The P45 process generates P45 reports using Oracle Reports. To print
the report, you define an SRW driver file for your particular printer
and P45 stationery.
You can find a sample SRW driver file, paybgp45.prt, in the
$PAY_TOP/srw directory. This file is designed for standard P45
continuous stationery for the DEC LN03 printer, and for all other
printers that understand the same control characters as the LN03.
For more details regarding customizing or registering your printer
driver definitions and print options, please refer to the Oracle
Applications System Administrator’s Guide.
Taxes and Social Insurance
3 – 29
Entering Employee PAYE Details
The Statutory Details window lets you enter and view an employee’s
PAYE and NI information on one screen. Check box information
displayed at the top of the window shows whether the employee
•
has had a P45 issued
•
is a director
•
is a pensioner
•
has multiple assignments
Prerequisites
❑ Link the PAYE Details element to your payrolls. You can enter
defaults at the link level for the input values so that no assignment
is processed without a valid code being present. It is important to
ensure that you enter a valid code because validation is not
available at this point.
See: Defining Element Links in Managing Compensation and Benefits
Using Oracle HRMS
"
To enter tax details for an employee:
1.
2.
Query the employee assignment and choose the Tax Information
button.
•
whether the person is a director
•
whether he or she falls within the scope of the P11D form for
expenses and benefits
•
whether the person is a leaver for whom a P45 has been issued
•
whether the person is a current employee for whom a P45 has
been printed off and submitted to a different tax office.
Change your effective date if required.
Note: The Statutory Details window is now datetracked.
3.
Enter the employee’s tax code.
When you enter the tax code a validation formula is run to ensure
that it is in the correct format.
Note: At the start of a new tax year there may be a statutory
requirement to either uplift or reduce particular suffix codes
because of budgetary changes. New codes that are introduced will
not validate until you are datetracked to the effective period. For
example, you cannot enter a P code prior to 6 April 1999.
3 – 30
Running Your Payroll Using Oracle HRMS (UK)
4.
Enter Cumulative or Non Cumulative as the employee’s tax basis.
At the start of a new tax year all tax codes except D0 that have a
tax basis of N should be changed to C.
5.
Record new employees’ previous taxable pay and tax paid with
previous employers in the current tax year.
Note: If you subsequently receive a P6 with different figures, enter
the new figures. These are included in the PAYE calculation for
cumulative based employees and reported separately on the End of
Year Reports. They are not included in Taxable Pay or the PAYE
balances.
6.
If any tax is refundable, select the refundable category from the list.
There are four choices:
Yes: Make the refund.
Starter: The refund, which is greater than the allowed maximum
for a new starter, is withheld pending authorization.
Trade Dispute: The refund is withheld as the employee is
currently involved in a trade dispute.
Starter/Trade Dispute: The employee has one refund withheld for
starter reasons and another withheld for trade dispute reasons.
Note: The categories Starter and Starter/Trade Dispute are no
longer applicable after 6 April 1996. If you select them after this
date they have no effect on the system.
Taxes and Social Insurance
3 – 31
Entering NI Details for an Employee
"
To enter NI details for an employee:
1.
Query the employee assignment and choose the Tax Information
button.
2.
Change your effective date if required.
Note: The Statutory Details window is now datetracked.
3.
Select the NI category for the employee.
4.
In the Certificate field, select the method of authentication for the
employee’s category if applicable.
5.
Where applicable, enter the renewal date for the certificate.
6.
Select the employee’s pension type. Oracle Payroll validates the
type you select as different rates of National Insurance apply to
different types.
7.
Select a process type for the category of employee. Oracle Payroll
automatically performs the correct NI calculation for whatever
process type you select. Leavers choices are only available when
the employee is a leaver. There are thirteen choices, as follows:
Deceased: When making the final payment to a deceased
employee, no NI contributions are due. The process does not check
the date of death. You should make sure that you have verified this
date.
Director: For an employee who is also a Director or Office Holder,
NIC must be calculated on an annual frequency, irrespective of the
frequency of the payroll the Director is assigned to.
Director Normal. Treats the director as a normal employee for NI
purposes until the last processing period., for example, leaver or
last pay period in a year. The payment is then recalculated as a
director’s annual period.
Director Pro Rate: If the employee is appointed a Director partway
through the year, the calculation frequency is based on the annual
bands prorated by the remaining weeks in the year. However, if
the Director resigns partway through the year, the annual
frequency remains. The proration is based on the date of
appointment to director changed by datetracking on the Personal
Details form.
Director Normal Pro Rate: If the employee is appointed as a
director part way through the year, but the NI contributions are to
continue as a normal employee. The final period of payment for the
3 – 32
Running Your Payroll Using Oracle HRMS (UK)
director in the year will be reassessed as an annualised director
calculation and any corrections will be made.
It is important to remember that when calculating a director as an
employee there is the potential to overcharge or undercharge.
These differences will be assessed in the final period of payment for
the director in the Tax Year, and recalculated. However, note that
the application of all forms of director on account methods are at
the discretion and control of the payroll department. Oracle Payroll
will calculate the shortfall, but this does not guarantee that you will
be able to recover it.
Irregular Periods: If the employee works for more than seven days
in a frequency that does not fall into one of the basic tax
frequencies, NIC is calculated on a daily basis.
Left Irregular: If the employee has left but a late payment is due,
for example, a back dated salary award, use the Weekly tax basis.
Do not use the Contracted Out codes for longer than six weeks
after the employee leaves.
Left Last Year Irregular Payments: This is the same as Left
Irregular but only Not Contracted codes can be used.
Left Last Year Regular Payments: This is the same as Left Regular
except that only Not Contracted codes can be used in a new tax
year.
Left Regular: This is used when the employee has left but is
receiving regular payments, for example, a commission. In such
cases the normal frequency continues to be used, but after six
weeks, any Contracted Out codes revert to the Not Contracted Out
equivalent.
Multiple Periods: This is used when more than one normal
payment is being made in a single processing period. NIC can be
calculated on each normal payment in isolation.
Normal: This is the category for all those not in one of the other
ten special categories. Most employees in your enterprise will be in
this category.
Pensioner Director: If the NIable Pay was earned before the
director became a pensioner, he or she must still pay NIC.
8.
In the Period field:
•
enter a number of days if you selected Irregular Periods as the
process type
•
enter a number of periods if you selected Multiple Periods as the
process type
Taxes and Social Insurance
3 – 33
9.
Select a period type if you need to prioritize multiple assignment
processing according to period type. Otherwise, leave this field
blank.
10. In the SCON field, enter the employee’s Scheme Contracted Out
number if he or she is in a Contracted Out Money Purchase
pension scheme (COMP). Valid values for this field can be set by
users for the Lookup GB_SCON.
3 – 34
Running Your Payroll Using Oracle HRMS (UK)
Correcting NI Category Code Entries
If an employee is allocated a wrong NI category code this could result
in the employee assignment receiving a wrong entry of one of the NI
category code elements. You can correct this by taking the following
steps:
•
enter the correct NI category code element for future deductions
•
correct the amounts wrongly deducted through the previous
category code element
•
refund any overpayment of NIC by the employee as a result of
the error, or
•
record any underpayment that results as arrears for recovery
through the system
You make these corrections in the Element Entries window for
individual assignments by entering positive or negative amounts
directly onto the relevant NI category code elements.
Prerequisites
❑ You must know the correct amounts to deduct from each
assignment for the NI category code element that should have been
allocated.
❑ You must know the correct amount to enter for the element NI
Employer.
"
"
To enter the correct NI category code element:
1.
Set your effective date to when you want the element entries to
take effect. The date you set must be for an unprocessed pay
period.
2.
In the Element Name field, select the element for the NI Category
that the employee should have had deductions made against.
3.
Choose the Entry Values button.
4.
Enter the correct entry values for the element. The amounts you
enter should be the total values that would have accumulated had
the correct category been used. The Pay Value must hold the
amount of NI that should have been deducted.
5.
Close the Entry Values window.
To reverse the values previously entered in error:
1.
In the Element Name field, select the element for the NI Category
that was entered wrongly for the employee.
Taxes and Social Insurance
3 – 35
"
2.
Choose the Entry Values button.
3.
Enter negative amounts for the relevant input values for the
element to clear the values that have accumulated in error.
4.
Close the Entry Values window.
To correct the values entered for the NI Employer element:
1.
In the Element Name field, select the element NI Employer.
Note: If the requirement is to cost this as a separate item, select the
element NI Employer Arrears instead.
2.
Choose the Entry Values button.
3.
In the Pay Value field, enter the difference between the total
amount as held and the total amount that should have been
calculated.
This entry corrects the value held for NI Employer.
4.
"
Close the Entry Values window.
To create an NI Arrears entry for employee undercharges:
If the net difference between the old and new pay values indicates
too much was deducted, the refund will be made to the employee
when the element entries are processed. If the net difference
indicates too little was deducted, follow this procedure.
1.
In the Element Name field, select the element NI Arrears.
2.
Choose the Entry Values button.
3.
Enter in the Pay Value field the amount of the undercharge for NI.
The value must be entered as a negative amount, for example, –105.
This entry will ensure that arrears are recovered over successive
periods if necessary, in line with current legislation.
Note: Any arrears outstanding at the end of the tax year will not
be carried forward.
4.
3 – 36
Close the Entry Values window, and save your work.
Running Your Payroll Using Oracle HRMS (UK)
Overriding NI System Calculations
If necessary, you can override the system calculation for NI for
individual employee assignments in the Element Entries window.
"
To create an override for NI:
1.
Set your effective date to the payroll period in which you want to
make the override.
2.
Create a new entry and select the nonrecurring element for the
correct NI Category.
3.
Choose the Entry Values button.
4.
Enter the amounts that you want the system to use in the
appropriate entry values.
5.
Close the Entry Values window.
6.
Check the Override check box.
Note: When the NI element is processed, it still creates a
nonrecurring entry for the appropriate category, but the run results
for this entry show what the system actually calculated. The entry
will be marked Overridden.
7.
If necessary, repeat the above procedure for the element NI
Employer.
Taxes and Social Insurance
3 – 37
Updating an Employee to Director
You enter director information in the People window and in the
Statutory Details window.
"
To update an employee to director:
1.
Set your effective date to the day of the employee’s appointment as
a director.
This date is used to calculate what earnings were made after the
appointment, and the number of weeks to pro rate the NI
thresholds by.
2.
Query the employee in the People window and choose the
Employment Information region.
3.
Check the Director check box, and save your work.
4.
In the Statutory Details window for the employee assignment,
select the appropriate director category in the Process Type field.
There are three choices:
•
Director
•
Director Pro Rate
•
Pensioner Director
The calculation for Director and Pensioner Director is based on an
annual period. The calculation for Director Pro Rate is based on
the number of weeks left in the year after the appointment as
director.
Note: If you want to appoint a director who is not subject to the
Special Rules NI calculation, check the Director check box only, as
in Step 3 above. Leave the Process Type field in the Statutory
Details window blank.
"
To make a retrospective change to a director’s NI:
H
If you learn that an employee has been appointed director after you
have paid him or her for that month, date effectively update the
employee to director as of the appointment date.
In the run following, Oracle Payroll will calculate the NIC on a pro
rata basis and adjust the previous period’s figures.
3 – 38
Running Your Payroll Using Oracle HRMS (UK)
Updating a Director’s Employment Status
It is important to accurately record changes to a director’s NI category
and pension arrangements as this means a change to his or her
employment status. You record these changes in the Statutory Details
window for the employee assignment.
"
To update a director’s NI category and pension arrangements:
1.
Set your effective date to the date of the changes to the director’s
employment status.
It is important to enter your changes on the correct date. Earnings
before the change will be calculated on the previous circumstances.
2.
Change the director’s category if the director has lost the right to a
reduced rate NIC.
3.
Change the director’s pension and category if the director does one
of the following:
4.
•
leaves the company’s contracted–out pension scheme
•
joins the company’s contracted–out pension scheme
•
joins or leaves an appropriate pension scheme
If the director reaches pensionable age, change his or her category
and change the process type to Pensioner Director.
When a Director Resigns
If a director resigns and continues to be employed by the company
during the same tax year, his or her earnings period for NI does not
change. NIC continues to be calculated cumulatively for the
ex–director using the annual earnings period.
Taxes and Social Insurance
3 – 39
Paying Directors’ NIC On Account
As NIC for directors is calculated on an annual earnings period, the
company and director may find that contributions are not payable for
the initial pay periods until the LEL is reached. At this point
contributions increase substantially. For this reason NIC can be paid on
account from the start of the directorship.
With the director’s permission, NIC can be paid before earnings reach
the LEL. For the director this is paid at the initial rate applicable up to
the LEL, and for the employer, at the lowest not contracted–out rate.
You arrange to pay a director’s NIC on account in the Element Entries
window.
3 – 40
1.
Set your effective date to when the director should begin paying
NIC on account.
2.
Enter the element NI Director on Account.
3.
In the Entry Values window, set the input value Primary to Yes.
Running Your Payroll Using Oracle HRMS (UK)
Paying Employers’ NIC On Account
Employers can elect to even out payments of NIC by paying a higher
band percentage if the director’s earnings are expected to rise over the
year. The maximum increase allowed is 10% of earnings.
You arrange to pay employers NIC on account for a director in the
Element Entries window.
"
To enable payment of employers’ NIC on account:
1.
Set your effective date to when you want to begin paying
employers’ NIC on account.
2.
Do one of the following:
3.
•
If the director already has an entry of the element NI Director on
Account, select the element and choose the Entry Values button.
•
If the director does not have an entry of the element NI Director
on Account, select this element in the Element Name field and
choose the Entry Values button.
In the Secondary field, set the contracted in rate you want to use.
Set this rate in decimals. For example, you would enter 10% as.1.
Note: If the director is contracted out, Oracle Payroll derives the
equivalent contracted out rate for the calculation. These rates are
validated against the user table NI_ERS_WEEKLY column
C_ERS_RATE_CI.
Taxes and Social Insurance
3 – 41
Entering NI Car Elements for Employees
You must enter the NI Car Primary element for employees who hold a
company car. You must also enter the NI Car Secondary element if you
have allocated a second car to the employee. Enter these elements in
the Element Entries window.
See: Defining Element Links in Managing Compensation and Benefits
Using Oracle HRMS
"
To enter a NI Car Primary or NI Car Secondary element for an
employee assignment:
1.
Set your effective date to the day you want to enter the element,
and query the employee assignment.
2.
In the Element Entries window, select the NI Car Primary or NI
Car Secondary element.
3.
Enter cost codes and a reason for the entry if these fields are set up
on your system. Choose the Entry Values button.
4.
In the Entry Values window, enter the price of the car to the nearest
pound.
The value you enter is based on the list price of the new car plus
delivery charges and VAT. Add the cost of any accessories over
£100 if fitted after 31 July 1993, and deduct any employee capital
contribution up to £5,000.
3 – 42
5.
Enter the car’s registration date in the format DD–MON–YYYY.
6.
For reporting purposes, you can enter the car’s registration
number. This is optional.
7.
Select the mileage band for the car based on the expected level of
business mileage for the current tax year. Any business mileage
already done in a car allocated to an employee partway through a
year can be included in the calculation. There are three categories:
•
Under 2,501
•
2,501–17,999
•
Over 17,999
8.
Select the fuel type, either Petrol or Diesel, or leave the field blank.
9.
If you enter a fuel type, enter a value in the Engine CC field for fuel
scale charge purposes. Leaving this field blank after entering a fuel
type causes the formula to use the lowest charge for the type
selected.
Running Your Payroll Using Oracle HRMS (UK)
10. Enter a value in the Fuel Scale field if you want to override the
value derived from the entered fuel type and engine size.
Note: If you want to record fuel type and engine size details for
the car but do not want a fuel scale charge to be included in the
calculation of NI Class 1A, enter a fuel scale value of 0.00.
11. If the employee contributes to the use of the car for private mileage,
enter the annual amount in the Payment field. The amount you
enter is automatically passed by the formula to the element NI Car
Payment for the deduction to be made.
Taxes and Social Insurance
3 – 43
Updating NI Car Element Entries
If the employee changes to a vehicle of different value or alters the level
of his or her payment contribution during the year, the NI Car formula
uses the updated values to prorate new amounts. The year for Class
1A purposes consists of 365 days running from 6 April to 5 April
following.
In particular cases you may need to take action in the Element Entries
window, as follows:
"
To update records when the employee no longer has use of the car:
H
Choose Delete Record from the Edit Menu to delete the element
entry and choose the End Date option at the prompt. This stops
further processing of the element.
If the car is no longer available partway through a pay period,
update the price to 0.00 on the effective date and put an end date to
the element after the last processing date in that period.
"
To update records when the car is off the road for repairs:
H
Update the price to 0.00 on the effective date and update it to the
original value when the car becomes available again.
Note: A car must be off the road for essential repairs for more than
thirty days before you can change the details.
"
To make changes to primary and secondary cars (1):
If an employee with one company car (Car A) is allocated a second car
(Car B) and you need to make the second car the primary car:
H
"
Update the NI Car Primary entry from Car A to Car B, and make a
new entry of NI Car Secondary for Car A.
To make changes to primary and secondary cars (2):
If an employee has a primary car (Car C) and a secondary car (Car D)
and the primary car becomes unavailable, the secondary car then
becomes the new primary car. To do this:
H
3 – 44
Update the NI Car Primary entry from Car C to Car D and put an
end date on the NI Car Secondary entry or update its price to 0.00.
Running Your Payroll Using Oracle HRMS (UK)
Viewing NI Class 1A Contribution Run Results
When the payroll run is complete you can view the results in the
Employee Assignment Processes window.
"
To view class 1A contribution run results:
H
Select the payroll run and choose the Run Results button or the
Balances button to view information for the NI car elements as
follows:
•
NI Car Primary and NI Car Secondary: You can see the run
results for these elements. As they are Information elements,
they have no effect on net or payment balances.
•
NI Y: You can see the run result for this element. As it is an
Employer Charge element it has no affect on net or payment
balances.
•
NI Car Payment: You can see the run result for this element if
the employee makes a contribution towards the private use of
the car.
•
NI Y balance: You can see this balance showing the YTD
dimension of Class 1A liability to date.
Note: If this balance differs from the sum of the NI Car
Primary and NI Car Secondary ASG_STAT_YTD dimensions,
this is because a direct entry via NI Y has been made.
Taxes and Social Insurance
3 – 45
Running the Start of Year Process
This process is normally used at the start of the tax year to update tax
information held for each employee. The process performs the
following actions:
•
Tax Basis: Updates all employees on a Non–Cumulative basis to
Cumulative, except D0 codes for employees.
•
Previous Taxable Pay and Previous Tax Paid: Clears the values
entered for employees for whom a P45 or a P6 was received in
the previous tax year.
•
Tax Code: Performs blanket changes on employees’ tax codes
where the employer has been issued with a P9X or P7X tax
document to make changes.
The Inland Revenue P9 document details changes in an
employee’s Tax Code and Tax Basis. The document can be
supplied on paper or on magnetic tape, and the process accepts
data from tape.
The P9X or P7X document issued at the start of each tax year
gives the employer the authority to increase or decrease Tax
Codes in bulk. The process performs these blanket changes.
Running the Process
The Start of Year process runs in one of three modes:
•
Start of Year: The process performs all the actions above.
•
Mid Year Tax Code Uplift: The process performs the blanket tax
code changes only.
•
Tax Code Uplift from Tape: The process transfers the P9 details
from the interface table to your database.
Prerequisites
To run in the Start of Year or Mid Year Tax Code Uplift mode:
❑ Enter values in the predefined user table
TAX_CODE_UPLIFT_VALUE for the UPLIFT_VALUE column:
•
Enter the tax code suffix in the Exact field, and the tax code
value in the Value field.
To run in the Tax Code Uplift from Tape mode:
❑ Load data from the Inland Revenue P9 tape into the
PAY_GB_TAX_CODE_INTERFACE table. The following table
gives details of the table structure.
3 – 46
Running Your Payroll Using Oracle HRMS (UK)
Column Name
Format
Mandatory
DISTRICT_NUMBER
NUMBER(3)
Yes
EMPLOYER_REFERENCE
VARCHAR2(10)
Yes
NATIONAL_INSURANCE_NUMBER
VARCHAR2(10)
Yes
TAX_CODE
VARCHAR2(5)
Yes
NON_CUMULATIVE_FLAG
VARCHAR2(1)
No
EMPLOYEE_NAME
VARCHAR2(28)
No
WORKS_NUMBER
VARCHAR2(20)
No
PROCESSED_FLAG
VARCHAR2(1)
No
The PAY_GB_TAX_CODE_INTERFACE Table
All the above columns, apart from PROCESSED_FLAG, are populated
from the tape. The PROCESSED_FLAG column is reserved for Start Of
Year process use and should be set to NULL on insert.
You must populate this table with the data from the P9 tape and clear
down the table after the Start Of Year process has been run.
You run the process from the Submit Requests window.
See: User Defined Tables in Customizing, Reporting and System
Administration in Oracle HRMS
"
To run the Start of Year process:
1.
In the Name field, select Start of Year.
2.
In the Parameters window, select the mode.
3.
Select the date. The default is the start of the current tax year.
4.
Select a payroll if required.
By default, all payrolls are processed, but you can restrict to a
particular payroll.
On completion, the process produces a report listing the records
processed, details of all changes made, and all records rejected by the
process, together with reasons.
To improve run times, you can run the Start of Year process in parallel.
This means that you run the process for several different payrolls at the
same time. To do this, ask your System Administrator to define a
Request Set of Start of Year processes to run in parallel.
See Oracle Applications System Administrator’s Guide
Taxes and Social Insurance
3 – 47
Note: For optimum performance, do not include more than
four Start of Year processes in your Request Set.
3 – 48
Running Your Payroll Using Oracle HRMS (UK)
Running the Start of Year Resume Process
This process enables Start of Year processing to resume after a
deliberate stoppage in mid–run. You can stop a process while it is
running either by requesting its cancellation or by terminating the
concurrent manager.
The Start of Year process records the processing of each record as it
completes. When processing resumes, the system does not need to
reprocess previously completed records. It continues only with the
records that were previously unprocessed. This applies both to Start of
Year Resume and to automatic restarts following a concurrent manager
failure.
You run the Start of Year Resume process from the Submit Requests
window.
"
To run the Start of Year Resume process:
H
Select the name of the process and choose the Submit button.
There are no parameters.
On completion, the process produces a report listing the following:
•
all records processed
•
details of all changes made
•
details of all records rejected, with reasons for the rejections
Taxes and Social Insurance
3 – 49
Running the End of Year Process
The End of Year process produces the statutory End of Year return to
the Inland Revenue for employees in your enterprise. The process
comprises a set of five separate concurrent processes, each with a
different concurrent request id. The five processes are as follows:
•
End of Year Process – the controlling program
•
Year End Multiple Assignments Report
•
Year End P35 Listing
•
Magnetic Report
•
Year End P60 Report
The process runs in two modes, Full End of Year and P35 Listing.
Full End of Year
When you select full EOY mode, the system submits all the above five
processes, and produces the following output:
•
Full details of PAYE, NI, SSP and SMP for all employees. This is
written to a .mf file for production of a magnetic tape that you
submit to the Department of Health and Social Security.
•
P60 reports for each employee.
•
A P35 listing which summarizes totals on the full return.
•
A Multiple Assignments report showing details of all multiple
assignments in the return where earnings are aggregated into
one assignment.
•
The log file for the magnetic tape report shows raw formatting
details of the tape file and details of all Department of Health
and Social Security Type 1 and Type 2 errors.
Note: Type 1 and Type 2 errors are defined in the Magnetic
Tape & Data Cartridge Technical Specification Part 2 CA51
(MM3) issued by the Department of Health and Social Security.
When you select full EOY mode with the P60 Alignment field set to
Yes, the system submits the first four processes listed above together
with two Year End P60 Report processes. One of these displays the
alignment and the other contains the P60 detail.
P35 Listing
When you select P35 Listing mode, the system submits the first three
processes listed above, leaving out the Magnetic Report and the Year
3 – 50
Running Your Payroll Using Oracle HRMS (UK)
End P60 Report. You can run the P35 listing by itself at any time to use
as a record, or to check against payment figures through the year.
When you run the process in this mode the log file for the process also
shows format details and lists Type 1 and Type 2 errors.
Running the Process
You run the process from the Submit Requests window.
"
To run the End of Year process:
1.
In the Name field, select End of Year.
2.
In the Parameters window, enter the end year for which you are
running the process. For example, enter 1996 for the year 1995–96.
3.
Select the EOY mode you want to run – full EOY or P35 listing.
The default is Full.
4.
Select the tax district reference number for your payrolls.
Only payrolls in the tax district are included in the return. Leave
blank for all payrolls to be included.
5.
Select the DSS permit number.
Only payrolls connected to the selected number are included in the
return. Leave blank for all payrolls with a permit number to be
included.
6.
Use the Sort Order fields to customize sort details for your P60s.
Of the seven sort fields, only the last is obligatory. In this field you
select Assignment Number or Last Name to sort by. You can enter
higher priority sort criteria in the other fields by selecting values
you previously defined in the People Group flexfield. These could
include location details, work or pension group details, or any
other people–based values you define.
See: The People Group Flexfield in Using Oracle HRMS – The
Fundamentals
7.
Enter Yes in the Alignment field if you want to run the Alignment
report before printing off P60s.
8.
Select Yes in the NI Y Balances field to include NI car benefit details
in the return. If you are submitting these details by the Alternative
Payment method and not through Oracle Payroll, select No.
Taxes and Social Insurance
3 – 51
Setting Up Multiple Assignment Processing
Oracle Payroll supplies the nonrecurring element NI Person and the
formula NI_PERSON to handle aggregated NIC calculations. The
formula takes into account the priority of the different NI categories
and the current rates of LEL and UEL. You do not link the element as it
is defined for indirect results only.
When you enter on the system that an employee has multiple
assignments, the NI_PERSON formula runs every time payroll
processing takes place for this person’s assignments. The system then
aggregates earnings for all assignments with the same tax reference.
You enter tax reference information when you define payrolls.
See: Payroll Definition Overview in Using Oracle HRMS – The
Fundamentals.
You set up multiple assignment processing for an employee in the
Person window.
"
To set up multiple assignment processing:
H
Check the NI Multiple Assignments box in the Employment region.
The NI_PERSON formula will now calculate NIC across all payroll
assignments for this employee and aggregate them by tax reference
over each statutory period.
The formula also generates a message that you can view with the run
results from the Payroll Processes window. The message displays:
•
total earnings subject to NI
•
earnings for each category
•
period type used
•
employer rate used
Note: As the formula calculation is performed on all the NI
categories that relate to the employee, the result often feeds
more than one category’s balances. The Balance window in
Assignment Process Results shows the balances that have been
updated in this way during the run.
3 – 52
Running Your Payroll Using Oracle HRMS (UK)
Prioritizing Assignment Processing
When you aggregate the earnings calculations of multiple assignments,
you have to give processing priority to each assignment in the
following order:
1.
Appropriate Personal Pension assignments
2.
contracted out assignments
3.
non–contracted out assignments
If there are two or more assignments in the same category, you should
give priority to the one with the shortest processing period. However,
the DSS can reverse this rule in particular cases if it accepts that most of
the employee’s earnings come from the assignment with the longer
period.
Total earnings can vary according to how many weekly payments fall
within the monthly period. For more details and examples of multiple
employments calculations, refer to the CWG2 Manual and Supplement
for the current year.
You prioritize assignment processing for each assignment in the
Statutory Details window.
"
To prioritize assignment processing:
H
In the NI region, select the Priority Period Type you require.
If you do not enter the Period Type the formula defaults to the
period of the payroll.
Note: The assignment process errors if the assignment’s period
type is not specified and the formula detects that the
assignments being calculated in association are for more than
one period type.
Taxes and Social Insurance
3 – 53
Viewing Processing Results for a Director
The Tax Payments Listing displays balances for all categories the
director has been on from the start of the year.
The Pay Advice Report displays the following information with the run
results for the current period’s processing:
•
total earnings subject to NI
•
earnings for each category
•
number of weeks if prorated
•
whether deductions made ’on account’
•
employer rate used
Note: The calculation is done on all categories the director has
been on. The results may therefore be output to more than one
category’s balances.
To view the balances that have been updated in the run, select the run
in the Employee Assignment Processes window and choose the
Balances button.
3 – 54
Running Your Payroll Using Oracle HRMS (UK)
Start of Year: Unprocessed P9 Records Report
Submit this report only after running the Start of Year process in the
Tax Code Uplift From Tape mode.
The report lists valid records on the Inland Revenue P9 tape that do not
fully match the records in the main database. No reasons are listed in
the report, but each unmatched record is caused by data that appears in
the interface table and not in your database.
You run the report from the Submit Requests window.
"
To run the report:
H
Select the name of the report and choose the Submit button. There
are no parameters.
Taxes and Social Insurance
3 – 55
Running the P45 Alignment Report
This is a printer alignment report for your sample P45.
You run the P45 Alignment report from the Submit Requests window.
"
3 – 56
To run the P45 Alignment report:
1.
In the Name field, select the report name.
2.
Choose the Submit button.
Running Your Payroll Using Oracle HRMS (UK)
Running the Multiple Assignments Report
This report lists employees who have been marked for multiple
assignment processing, and indicates where Priority Processing Type is
not set and cannot be defaulted.
You run the Multiple Assignments Report from the Submit Requests
window.
"
To run the Multiple Assignments Report:
1.
In the Name field, select the report name.
2.
Enter an effective date for the report. The default is the session
date.
3.
Choose the Submit button.
Taxes and Social Insurance
3 – 57
Run the NI Car Detail Report
This report lists employees by payroll who have entries of the element
NI Car Primary and NI Car Secondary, and shows the NI Y amounts
due from each. The Grand Total amount should equal the NI Y
payment amount from each payroll.
You run this report in the Submit Requests window.
"
To run the NI Car Detail report:
1.
In the Name field, select the report name. Then select the
Parameters field to open the Parameters window.
2.
Enter the start and end dates of the report.
By default, these are the start and end dates of the current tax year.
3 – 58
3.
Select the payroll for which you want to see information. If you do
not select a payroll, the report displays payments information for
all the employees in your enterprise receiving a company car
benefit.
4.
You can select the order in which details are shown on the report.
The default order is by employee name. Alternatively, you can
select by employee number or National Insurance number.
5.
Choose the Submit button.
Running Your Payroll Using Oracle HRMS (UK)
Running the Tax Payments Listing
This report shows details of employees’ PAYE and National Insurance
deductions. You run the report in the Submit Requests window.
"
To run the Tax Payments Listing:
1.
In the Name field, select the report name.
2.
In the Parameters window, select a payroll and payroll period for
which you want to see the information.
3.
If you want to see information just for a consolidation set, select the
name of the set.
4.
You can see the information listed either by employee name or
assignment number. Select one of these to sort by.
5.
Choose the Submit button.
Taxes and Social Insurance
3 – 59
-
3 – 60
Running Your Payroll Using Oracle HRMS (UK)
APPENDIX
A
Windows and Reports
Windows and Reports
A–1
Windows and their Navigation Paths
The following list shows the default navigation paths for all the
windows in Oracle HRMS for the UK, as they are supplied. You can
use taskflow windows directly from the menu, or from the People and
Assignment windows.
The responsibility that you use determines which of these windows you
can use and how you access them. Your system administrator sets up
navigation menus and task flows for your responsibility. They may also
create customized versions of some of these windows using different
window titles.
Absence Details
Do one of the following:
1.
Choose People –> Enter and Maintain in the Navigator.
2.
Choose the Others button and select Absence.
Or:
1.
Choose Fastpath –> Absence in the Navigator.
2.
In the resulting Find window, query the person.
Absence Attendance Type
H
Choose Total Compensation –> Basic –> Absence Types in the
Navigator.
Accrual Bands
1.
Choose Total Compensation –> Basic –> Accrual Plans in the
Navigator.
2.
Enter or query an accrual plan name.
3.
Choose the Accrual Bands button.
Accrual Plans
H
Choose Total Compensation –> Basic –> Accrual Plans in the
Navigator.
Accruals
Do one of the following:
A–2
1.
Choose View –> Employee Accruals in the Navigator.
2.
Run a query in the Assignments Folder window.
Running Your Payroll Using Oracle HRMS (UK)
3.
Select an employee assignment and choose the Accruals button.
Or:
1.
Choose Fastpath –> Accruals in the Navigator.
2.
In the resulting Find window, query the person.
1.
Choose Total Compensation –> Programs and Plans –> Plan
Enrollment Requirements in the Navigator.
2.
Query or enter a plan.
3.
Choose the Actions button.
Activity Rate
1.
Choose Total Compensation –> Rates/Coverage Definitions –> Flex
Credits in the Navigator.
2.
Query a compensation object.
3.
Choose the Activity Rate button.
Activity Variable Rates and Rules
1.
Choose Total Compensation –> Rates/Coverage Definitions –> Flex
Credits in the Navigator.
2.
Query a compensation object.
3.
Choose the Variable Rates button.
Actual Premiums
H
Choose Total Compensation –> Rates/Coverage Definitions –>
Actual Premiums in the Navigator.
Address
Do one of the following:
1.
Choose People –> Enter and Maintain in the Navigator.
2.
Enter or query a person.
3.
Choose the Address button.
Or:
1.
Choose Fastpath –> Address in the Navigator.
2.
In the resulting Find window, query the person.
Windows and Reports
A–3
Adjust Balance (Payroll only)
Do one of the following:
1.
Choose People –> Enter and Maintain in the Navigator.
2.
Enter or query an employee.
3.
Choose the Assignment button.
4.
Choose the Others button and select Adjust Balance.
Or:
1.
Choose Fastpath –> Adjust Balances in the Navigator.
2.
In the resulting Find window, query the person.
Advanced Criteria
1.
Choose Benefits Extract –> Criteria Definition in the Navigator.
2.
Query or enter a criteria definition and choose the Advanced tab.
3.
Select a Criteria Type and choose the Details button.
Alter Effective Date
H
Choose Tools –> Alter Effective Date from the Tools menu.
Applicant Entry
H
Choose Recruitment –> Applicant Quick Entry in the Navigator.
Applicant Interview
1.
Choose People –> Enter and Maintain in the Navigator.
2.
Enter or query an applicant.
3.
Choose the Others button and select Application.
4.
Choose the Interview button.
Application
Do one of the following:
1.
Choose People –> Enter and Maintain in the Navigator.
2.
Enter or query an applicant.
3.
Choose the Others button and select Application.
Or:
1.
A–4
Choose Fastpath –> Application in the Navigator.
Running Your Payroll Using Oracle HRMS (UK)
2.
In the resulting Find window, query the person.
Application Utilities Lookups
1.
Choose Other Definitions –> Lookup Tables in the Navigator.
2.
Enter or query a user–defined Type.
Appraisal Template
H
Choose Career Management –> Appraisal Template in the
Navigator.
Assessment Template
H
Choose Career Management –> Assessment Template in the
Navigator.
Assign Security Profiles
H
Choose Security –> Assign Security Profiles in the Navigator.
Assignment
Do one of the following:
1.
Choose People –> Enter and Maintain in the Navigator.
2.
Enter or query an employee.
3.
Choose the Assignment button.
Or:
1.
Choose Fastpath –> Assignment in the Navigator.
2.
In the resulting Find window, query the person.
Assignment Budget Values
Do one of the following:
1.
Choose People –> Enter and Maintain in the Navigator.
2.
Enter or query an applicant or an employee.
3.
Do one of the following:
For an applicant:
•
Choose the Others button and select Application.
•
Choose the Budgets button.
For an employee:
Windows and Reports
A–5
•
Choose the Assignment button.
•
Choose the Others button and select Budget Values.
Or:
1.
Choose Fastpath –> Assignment Budget in the Navigator.
2.
In the resulting Find window, query the person.
Assignment Criteria
1.
Choose Payroll –> Assignment Set in the Navigator.
2.
Enter or query an assignment set.
3.
Choose the Criteria button.
Assignment History
H
Choose View –> Histories –> Employee Assignment in the
Navigator.
Assignment Processes
1.
Choose View –> Payroll Process Results in the Navigator.
2.
Enter or query a payroll process.
3.
Choose the Assignment Process button.
Assignment Set
H
Choose Payroll –> Assignment Set in the Navigator.
Assignment Statuses
H
Choose Work Structures –> Status in the Navigator.
Assignments Folder
H
Choose View –> Lists –> Assignment Folder in the Navigator.
Authentication Activities (Advanced Benefits Only)
H
Choose Total Compensation –> General Definitions –>
Authentication Activities in the Navigator.
Balance (Payroll only)
H
A–6
Choose Total Compensation –> Basic –> Balance in the Navigator.
Running Your Payroll Using Oracle HRMS (UK)
Balance Classifications (Payroll only)
1.
Choose Total Compensation –> Basic –> Balance in the Navigator.
2.
Enter or query a balance.
3.
Choose the Classifications button.
Balance Dimensions (Payroll only)
1.
Choose Total Compensation –> Basic –> Balance in the Navigator.
2.
Enter or query a balance.
3.
Choose the Dimensions button.
Balance Feed Control (Payroll only)
1.
Choose Total Compensation –> Basic –> Element Description in the
Navigator.
2.
Enter or query an element.
3.
Choose the Balance Feed Control button.
Balance Feeds (Payroll only)
Note: This instance of the Balance Feeds window lets you select
more than one balance for the element to feed.
1.
Choose Total Compensation –> Basic –> Element Description in the
Navigator.
2.
Enter or query an element.
3.
Choose the Balance Feeds button.
Batch Assignment Entry
1.
Choose Mass Information eXchange: MIX –> Batch Element Entry in
the Navigator.
2.
Enter or query a batch header.
3.
Choose the Assignment Lines button.
Batch Header
H
Choose Mass Information eXchange: MIX –> Batch Element Entry in
the Navigator.
Batch Lines
1.
Choose Mass Information eXchange: MIX –> Batch Element Entry in
the Navigator.
Windows and Reports
A–7
2.
Enter or query a batch header.
3.
Choose the Element Lines button.
Batch Process Parameters (Advanced Benefits Only)
H
Choose Processes and Reports –> Batch Process Parameters in the
Navigator.
Batch Summary
H
Choose Mass Information eXchange: MIX –> BEE Summary in the
Navigator.
Beneficiary Certifications
4.
Query a plan.
5.
Choose the Designations tab.
6.
Choose the Beneficiary tab.
7.
Choose the Certifications button.
Benefits Authentication Form (Advanced Benefits Only)
H
Choose People –> Total Comp Contribution –> Benefits
Authentication Form in the Navigator.
Benefits Balances
H
Choose Total Compensation –> General Definitions –> Additional
Setup –> Benefits Balances in the Navigator.
Benefits Groups
H
Choose Total Compensation –> General Definitions –>
Eligibility/Rate Factors –> Benefits Group in the Navigator.
Benefits Pools (Advanced Benefits Only)
H
Choose Total Compensation –> General Definitions –>
Rate/Coverage Definitions –> Benefits Pools in the Navigator.
Benefits Service Center (Advanced Benefits Only)
H
Choose People –> Benefits Service Center in the Navigator.
Book Events
A–8
1.
Choose People –> Enter and Maintain in the Navigator.
2.
Enter or query an employee or applicant.
Running Your Payroll Using Oracle HRMS (UK)
3.
Choose the Others button and select Bookings.
Budget
H
Choose Work Structures –> Budget in the Navigator.
Budget Value Defaults
1.
Choose Work Structures –> Organization –> Description in the
Navigator.
2.
Enter or query a Business Group.
3.
Choose the Others button and select Budget Value Defaults.
Budgetary Calendar
H
Choose Work Structures –> Budget Calendar in the Navigator.
Business Group Information
1.
Choose Work Structures –> Organization –> Description in the
Navigator.
2.
Enter or query a Business Group.
3.
Choose the Others button and select Business Group Information.
Career Path Names
H
Choose Work Structures –> Job –> Path Name in the Navigator.
Calendars (SSP/SMP only)
1.
Choose SSP –> SSP Qualifying Patterns in the Navigator.
2.
Enter or query a pattern.
3.
Choose the Calendars button.
Calendar Usages (SSP/SMP only)
1.
Choose SSP –> SSP Qualifying Patterns in the Navigator.
2.
Enter or query a pattern.
3.
Choose the Calendars button.
4.
Choose the Calendar Usages button.
Certifications
1.
Choose Total Compensation –> Programs and Plans –> Plan
Enrollment Requirements in the Navigator.
Windows and Reports
A–9
2.
Query or enter a plan.
3.
Choose the General tab.
4.
Choose the Plan or Option tab.
5.
Choose the Certifications button.
Change Event Log
1.
Choose Benefits Extract –> Change Event Log in the Navigator.
H
Choose Total Compensation –> General Definitions –>Additional
Setup –> Collapse Life Events in the Navigator.
Collective Agreements
H
Choose Work Structures –> Collective Agreements in the Navigator.
Columns
1.
Choose Other Definitions –> Table Structure in the Navigator.
2.
Enter or query a table.
3.
Choose the Columns button.
Communication Delivery Methods
H
Choose Fastpath –> Personal Delivery Method in the Navigator.
Communication Types (Advanced Benefits Only)
H
Choose Total Compensation –> General Definitions –> Additional
Setup –> Communication Types in the Navigator.
Communication Type Children
1.
Choose Total Compensation –> General Definitions –> Additional
Setup –> Communication Types in the Navigator.
2.
Query a communication type kit.
3.
Choose the View Children button.
Communication Type Delivery Methods
A – 10
1.
Choose Total Compensation –> General Definitions –> Additional
Setup –> Communication Types in the Navigator.
2.
Query or enter a communication type.
3.
Choose the Delivery button.
Running Your Payroll Using Oracle HRMS (UK)
Communication Type Triggers
1.
Choose Total Compensation –> General Definitions –> Additional
Setup –> Communication Types in the Navigator.
2.
Query or enter a communication type.
3.
Choose the Triggers button.
Communication Type Usages
1.
Choose Total Compensation –> General Definitions –> Additional
Setup –> Communication Types in the Navigator.
2.
Query or enter a communication type.
3.
Choose the Usages button.
Competence Profile
1.
Choose People –> Enter and Maintain in the Navigator.
2.
Enter or query a person.
3.
Choose the Others button and select Competence Profile.
Or:
1.
Choose Fastpath –> Competence Profile in the Navigator.
Competence Requirements
H
Choose Career Management –> Competence Requirements in the
Navigator.
Competence Types
H
Choose Career Management –> Competence Types in the Navigator.
Competencies
H
Choose Career Management –> Competencies in the Navigator.
Concurrent Requests
H
Choose Processes and Reports –> View Requests in the Navigator.
Consolidation Sets (Payroll only)
H
Choose Payroll –> Consolidation in the Navigator.
Contact
Do one of the following:
Windows and Reports
A – 11
1.
Choose People –> Enter and Maintain in the Navigator.
2.
Enter or query an employee or applicant.
3.
Choose the Others button and select Contact.
Or:
1.
Choose Fastpath –> Contact in the Navigator.
2.
In the resulting Find window, query the person.
Contract
Do one of the following:
1.
Choose People –> Enter and Maintain in the Navigator.
2.
Enter or query an employee or applicant.
3.
Choose the Others button.
4.
Choose Contracts.
Or:
1.
Choose Fastpath –> Contracts in the Navigator.
2.
In the resulting Find window, query the person.
Control Totals
1.
Choose Mass Information eXchange: MIX –> Batch Element Entry in
the Navigator.
2.
Choose the Totals button.
Conversion Rate Types
H
Choose Payroll –> Currency Types in the Navigator.
Costing
Do one of the following:
1.
Choose People –> Enter and Maintain in the Navigator.
2.
Enter or query an employee.
3.
Choose the Assignment button.
4.
Choose the Others button and select Costing.
Or:
1.
A – 12
Choose Fastpath –> Costing in the Navigator.
Running Your Payroll Using Oracle HRMS (UK)
2.
In the resulting Find window, query the person.
Costing Information
1.
Choose Work Structures –> Organization –> Description in the
Navigator.
2.
Enter or query an organization.
3.
Choose the Others button and select Costing.
Court Orders
H
Choose People –> Total Comp Enrollment –> Court Orders in the
Navigator.
Coverage Across Plan Types
H
Choose Total Compensation –> Rates/Coverage Definitions –>
Coverage Across Plan Types in the Navigator.
Coverage Calculations
H
Choose Total Compensation –> General Definitions –>
Rate/Coverage Definitions –> Coverage Calculations in the
Navigator.
Create Batch Lines
1.
Choose Mass Information eXchange: MIX –> Batch Element Entry in
the Navigator.
2.
Enter or query a batch header.
3.
Choose the Assignment Set button.
Criteria Definition
H
Choose Mass Information Exchange –> System Extract –> Criteria
Definition in the Navigator.
Custom Reports
H
Choose Processes and Reports –> Submit Custom Reports in the
Navigator.
Database Items
1.
Choose Total Compensation –> Basic –> Write Formulas in the
Navigator.
2.
Enter or query a formula.
Windows and Reports
A – 13
3.
Choose the Show Items button.
DateTrack History Change Field Summary
H
Choose Tools –> DateTrack History from the Toolbar menu.
Define Combinations
H
Choose Total Compensation –> Programs and Plans –>
Combinations in the Navigator.
Define Extract
H
Choose Benefits Extract –> Extract Definition in the Navigator.
Define Function
H
Choose Other Definitions –> Formula Functions in the Navigator.
Define QuickPaint Report
H
Choose Processes and Reports –> Define a QuickPaint Report in the
Navigator.
Define Task Flow
H
Choose Security –> Task Flow Definitions in the Navigator.
Define Task Flow Nodes
H
Choose Security –> Task Flow Nodes in the Navigator.
Delete Person
H
Choose People –> Delete Personal Records in the Navigator.
Dependent/Beneficiary Designation
Do one of the following:
H
Choose People –> Total Comp Enrollment –>
Dependent/Beneficiary Designation in the Navigator.
Or:
A – 14
1.
Choose People –> Total Comp Enrollment –> Flex Program in the
Navigator.
2.
Query a person.
3.
Choose the Designees button.
Running Your Payroll Using Oracle HRMS (UK)
Dependent Certifications
Do one of the following:
1.
Choose Total Compensation –> Programs and Plans –> Program
Enrollment Requirements in the Navigator.
2.
Query a program.
3.
Choose the Dependent Coverage tabbed region
4.
Choose the Certifications button.
Or:
1.
Choose Total Compensation –> Programs and Plans –> Plan
Enrollment Requirements in the Navigator.
2.
Query a plan.
3.
Choose the Designations tab.
4.
Choose the Dependent tab.
5.
Choose the Certifications button.
Dependent Change of Life Event
Do one of the following:
1.
Choose Choose Total Compensation –> Programs and Plans –>
Program Enrollment Requirements in the Navigator.
2.
Query a program and choose the Dependent Coverage tabbed
region.
3.
Choose the Dependent Change of Life Event button.
Or:
1.
Choose Choose Total Compensation –> Programs and Plans –> Plan
Enrollment Requirements in the Navigator.
2.
Query a plan and choose the Designations tabbed region.
3.
Choose the Dependent tab.
4.
Choose the Dependent Change of Life Event button.
Dependent Change of Life Event Certification
Do one of the following:
1.
Choose Choose Total Compensation –> Programs and Plans –>
Program Enrollment Requirements in the Navigator.
Windows and Reports
A – 15
2.
Query a program and choose the Dependent Coverage tabbed
region.
3.
Choose the Dependent Change of Life Event button.
4.
Select a life event and choose the Dependent Change of Life Event
Certifications button.
Or:
1.
Choose Choose Total Compensation –> Programs and Plans –> Plan
Enrollment Requirements in the Navigator.
2.
Query a plan and choose the Designations tabbed region.
3.
Choose the Dependent tab.
4.
Choose the Dependent Change of Life Event button.
5.
Select a life event and choose the Dependent Change of Life Event
Certifications button.
Dependent Coverage Eligibility Profiles
H
Choose Total Compensation –> General Definitions –> Eligibility
Profiles –> Dependent Coverage in the Navigator.
Dependent Eligibility Profiles
Do one of the following:
1.
Choose Choose Total Compensation –> Programs and Plans –>
Program Enrollment Requirements in the Navigator.
2.
Query a program and choose the Dependent Coverage tabbed
region.
3.
Choose the Eligibility Profiles button.
Or:
1.
Choose Choose Total Compensation –> Programs and Plans –> Plan
Enrollment Requirements in the Navigator.
2.
Query a plan and choose the Designations tabbed region.
3.
Choose the Dependent tab.
4.
Choose the Eligibility Profiles button.
Derived Factors
H
A – 16
Choose Total Compensation –> General Definitions –>
Eligibility/Rate Factors –> Derived Factors in the Navigator.
Running Your Payroll Using Oracle HRMS (UK)
Designation Requirements
Do one of the following:
1.
Choose Total Compensation –> Programs and Plans –> Options in
the Navigator.
2.
Query or enter an option.
3.
Choose the Designation Requirements button.
Or:
1.
Choose Total Compensation –> Programs and Plans –> Plan
Enrollment Requirements in the Navigator.
2.
Query a plan.
3.
Choose the General tab.
4.
Choose the Plan or Option tab.
5.
Choose the Designations button.
Edit Formula
1.
Choose Total Compensation –> Basic –> Write Formulas in the
Navigator.
2.
Enter or query a formula.
3.
Choose the Edit button.
Electable Choices
1.
Choose People –> Total Comp Participation
2.
Choose the Enrollment Opportunities button
3.
Choose the Electable Choices button.
Element
H
Choose Total Compensation –> Basic –> Element Description in the
Navigator.
Element and Distribution Set
H
Choose Payroll –> Element Set in the Navigator.
Element Classifications (Payroll only)
H
Choose Total Compensation –> Classification in the Navigator.
Windows and Reports
A – 17
Element Entries
Do one of the following:
1.
Choose People –> Enter and Maintain in the Navigator.
2.
Enter or query an employee.
3.
Choose the Assignment button.
4.
Choose the Entries button.
Or:
1.
Choose Fastpath –> Entries in the Navigator.
2.
In the resulting Find window, query the person.
Element Link
H
Choose Total Compensation –> Basic –> Link in the Navigator.
Element Withholding Reasons (SSP/SMP only)
H
Choose SSP/SMP –> Element Withholding Reasons in the
Navigator.
Eligibility
Do one of the following:
1.
Choose Total Compensation –> Programs and Plans –> Plans in the
Navigator.
2.
Query or enter a plan.
3.
Choose the Plan Eligibility button.
4.
Choose the Eligibility button.
Or:
1.
Choose Total Compensation –> Programs and Plans –> Plans in the
Navigator.
2.
Query or enter a plan.
3.
Choose the Options button.
4.
Choose the Option Eligibility button.
5.
Choose the Eligibility button.
Or:
1.
A – 18
Choose Total Compensation –> Programs and Plans –> Programs in
the Navigator.
Running Your Payroll Using Oracle HRMS (UK)
2.
Query or enter a program.
3.
Choose the Plans and Plan Types button.
4.
Choose the Plans tab or the Plan Types tab.
5.
Choose the Participation Eligibility button.
6.
Choose the Eligibility button.
Or:
1.
Choose Total Compensation –> Programs and Plans –> Programs in
the Navigator.
2.
Query or enter a program.
3.
Choose the Participation Eligibility button.
4.
Choose the Eligibility button.
Employee Assignment Processes (Payroll only)
H
Choose View –> Assignment Process Results in the Navigator.
Employee Review
Do one of the following:
1.
Choose People –> Enter and Maintain in the Navigator.
2.
Enter or query an employee.
3.
Choose the Assignment button.
4.
Choose the Others button and select Reviews.
Or:
1.
Choose Fastpath –> Employee Review in the Navigator.
2.
In the resulting Find window, query the person.
Employee Run Result History (Payroll only)
H
Choose View –> Histories –> Run Results in the Navigator.
Windows and Reports
A – 19
End Application
1.
Choose People –> Enter and Maintain in the Navigator.
2.
Enter or query an employee.
3.
Choose the Others button and select End Application.
Or:
1.
Choose Fastpath –> End Application in the Navigator.
2.
In the resulting Find window, query the person.
End Employment
Do one of the following:
1.
Choose People –> Enter and Maintain in the Navigator.
2.
Enter or query an employee.
3.
Choose the Others button and select End Employment.
Or:
1.
Choose Fastpath –> End Employment in the Navigator.
2.
In the resulting Find window, query the person.
Enrollment Action (Advanced Benefits only)
H
Choose Total Compensation –> General Definitions –> Additional
Setup –> Enrollment Action in the Navigator.
Enrollment Opportunities
1.
Choose People –> Total Comp Participation
2.
Choose the Enrollment Opportunities button.
Enrollment Override
H
Choose People –> Total Comp Enrollment –> Enrollment Override
in the Navigator.
Enrollment Rules
A – 20
1.
Choose Total Compensation –> Programs and Plans –> Plan
Enrollment Requirements in the Navigator.
2.
Query or enter a plan.
3.
Choose the Timing tab.
4.
Choose the Scheduled tab or the Life Event tab.
Running Your Payroll Using Oracle HRMS (UK)
5.
Choose the Enrollment Rules button.
Entry Values
1.
Choose People –> Enter and Maintain in the Navigator.
2.
Enter or query an employee.
3.
Choose the Assignment button.
4.
Choose the Entries button.
5.
Select an entry and choose the Entry Values button.
Event Bookings
Do one of the following:
H
Choose People –> Events and Bookings in the Navigator.
Or:
1.
Choose Fastpath –> Event in the Navigator.
2.
In the resulting Find window, query the person.
External/Manual Payments (Payroll only)
Do one of the following:
1.
Choose People –> Enter and Maintain in the Navigator.
2.
Enter or query an employee.
3.
Choose the Assignment button.
4.
Choose the Others button and select External Pay.
Or:
1.
Choose Fastpath –> External/Manual Payments in the Navigator.
2.
In the resulting Find window, query the person.
Extract Definition
H
Choose Mass Information Exchange –> System Extract –> Extract
Definition in the Navigator.
Extract Results
H
Choose Mass Information Exchange –> System Extract –> Extract
Results in the Navigator.
Windows and Reports
A – 21
Extract Results Errors
1.
Choose Benefits Extract –> Extract Results in the Navigator.
2.
Query an extract run result and choose the Errors and Warnings
button.
Extract Results Detail
1.
Choose Benefits Extract –> Extract Results in the Navigator.
2.
Query an extract run result and choose the Details button.
Extract Results Header and Trailer
1.
Choose Benefits Extract –> Extract Results in the Navigator.
2.
Query an extract run result and choose the Header and Trailer
button.
File Layout Advanced Conditions
1.
Choose Benefits Extract –> Layout Definition in the Navigator.
2.
Choose the File Layout tab and query or enter a file layout.
3.
Select a record and choose the Advanced Conditions button.
Flex Credits (Advanced Benefits only)
H
Choose Total Compensation –> General Definitions –>
Rate/Coverage Definitions –> Flex Credits in the Navigator.
Flex Program (Advanced Benefits only)
H
Choose People –> Total Comp Enrollment –> Flex Program in the
Navigator.
Form Customization
H
Choose Security –> CustomForm in the Navigator.
Formula
H
Choose Total Compensation –> Basic –> Write Formulas in the
Navigator.
Formula Result Rules (Payroll only)
H
A – 22
Choose Total Compensation –> Basic –> Formula Results in the
Navigator.
Running Your Payroll Using Oracle HRMS (UK)
Frequency Rules (Payroll only)
1.
Choose Total Compensation –> Basic –> Element Description in the
Navigator.
2.
Enter or query an element.
3.
Choose the Frequency Rules button.
GL Map (Payroll only)
H
Choose Payroll –> GL Flexfield Map in the Navigator.
Globals
H
Choose Total Compensation –> Basic –> Global Values in the
Navigator.
GL Daily Rates
H
Choose Total Compensation –> Basic –> Global Values in the
Navigator.
Goods and Services
H
Choose Total Compensation –> General Definitions –> Additional
Setup –> Goods and Services in the Navigator.
Grade Rate
H
Choose Work Structures –> Grade –> Grade Rate in the Navigator.
Grade Scale
H
Choose Work Structures –> Grade –> Grade Steps and Points in the
Navigator.
Grade Step Placement
Do one of the following:
1.
Choose People –> Enter and Maintain in the Navigator.
2.
Enter or query an employee.
3.
Choose the Assignment button.
4.
Choose the Others button and select Grade Step.
Or:
1.
Choose Fastpath –> Grade Step in the Navigator.
2.
In the resulting Find window, query the person.
Windows and Reports
A – 23
Grades
H
Choose Work Structures –> Grade –> Description in the Navigator
Imputed Income
H
Choose Total Compensation –> General Definitions –>
Rate/Coverage Definitions –> Imputed Income in the Navigator.
Information Type Security
H
Choose Security –> Information Types Security in the Navigator.
Input Values
1.
Choose Total Compensation –> Basic –> Element Description in the
Navigator.
2.
Enter or query an element.
3.
Choose the Input Values button.
Investment Options
1.
Choose People –> Total Comp Enrollment –> Savings Plan in the
Navigator.
2.
Query a person.
3.
Choose the Investment Options button.
Job
H
Choose Work Structures –> Job –> Description in the Navigator.
Job Evaluation
1.
Choose Work Structures –> Job –> Description in the Navigator.
2.
Enter or query a job.
3.
Choose the Evaluation button.
Job Requirements
1.
Choose Work Structures –> Job –> Description in the Navigator.
2.
Enter or query a job.
3.
Choose the Requirements button.
Layout Definition
H
A – 24
Choose Benefits Extract –> Layout Definition in the Navigator.
Running Your Payroll Using Oracle HRMS (UK)
Life Event
Do one of the following:
1.
Choose Total Compensation –> Programs and Plans –> Programs in
the Navigator.
2.
Query or enter a program.
3.
Choose the Plan and Plan Types button.
4.
Choose the Plans tab or the Plan Types tab.
5.
Choose the Life Event button.
Or:
1.
Choose Total Compensation –> Programs and Plans –> Programs in
the Navigator.
2.
Query or enter a program.
3.
Choose the Life Event button.
1.
Choose Total Compensation –> Programs and Plans –> Plan
Enrollment Requirements in the Navigator.
2.
Query or enter a plan.
3.
Choose the General tab.
4.
Choose the Plan or Option tab.
5.
Choose the Life Event Certifications button.
Life Event Reason Impact on Eligibility (Advanced Benefits only)
1.
Choose Total Compensation –> Programs and Plans –> Plans in the
Navigator.
2.
Query or enter a plan.
3.
Choose the Options button.
4.
Choose the Life Event Eligibility button.
Life Event Reasons (Advanced Benefits only)
H
Choose Total Compensation –> General Definitions –> Additional
Setup –> Life Event Reasons in the Navigator.
Link Input Values
1.
Choose Total Compensation –> Basic –> Link in the Navigator.
2.
Enter or query an element.
Windows and Reports
A – 25
3.
Choose the Input Values button.
List Assignments
H
Choose View –> Lists –> Assignments in the Navigator.
List Budget Variance by Organization
H
Choose View –> Organization Budgets in the Navigator.
List Employees by Absence Type
H
Choose View –> Lists –> Employees by Absence Type in the
Navigator.
List Employees by Element
H
Choose View –> Lists –> Employees by Element in the Navigator.
List Employees by Organizations
H
Choose View –> Lists –> Employees by Organization in the
Navigator.
List Employees by Position
H
Choose View –> Lists –> Employees by Position in the Navigator.
List Employee by Position Hierarchy
H
Choose View –> Lists –> Emps by Position Hierarchy in the
Navigator.
List People by Assignment
H
Choose View –> Lists –> People by Assignment in the Navigator.
List People by Special Information
H
Choose View –> Lists –> People by Special Information in the
Navigator.
List Position Budget Variance
H
Choose View –> Position Budgets in the Navigator.
Location
H
A – 26
Choose Work Structures –> Location in the Navigator.
Running Your Payroll Using Oracle HRMS (UK)
Lookups
H
Choose Other Definitions –> Lookup Tables in the Navigator.
Maintain On Line Activities (Advanced Benefits only)
H
Choose Total Compensation –> General Definitions –> On–line
Activities for Authentication in the Navigator.
Maintain Options Eligibility
1.
Choose Total Compensation –> Programs and Plans –> Plans in the
Navigator.
2.
Query or enter a plan.
3.
Choose the Options button.
4.
Choose the Option Eligibility button.
Maintain Plan Eligibility
1.
Choose Total Compensation –> Programs and Plans –> Plans in the
Navigator.
2.
Query or enter a plan.
3.
Choose the Plan Eligibility button.
Maintain Plan Options
1.
Choose Total Compensation –> Programs and Plans –> Plans in the
Navigator.
2.
Query or enter a plan.
3.
Choose the Options button.
Maintain Plan Related Details
1.
Choose Total Compensation –> Programs and Plans –> Plans in the
Navigator.
2.
Query or enter a plan.
3.
Choose the Details button.
Maintain Pop Up Messages (Advanced Benefits only)
H
Choose Total Compensation –> General Definitions –> Define
Messages in the Navigator.
H
Choose People –> Total Comp Contribution –> Manual Payments in
the Navigator.
Windows and Reports
A – 27
Map Career Path
H
Choose Work Structures –> Job –> Career Path in the Navigator.
Map Salary Survey
1.
Choose Work Structures –> Position –> Description in the
Navigator.
2.
Complete the Position window and save your work.
3.
Choose the Define Survey Map button.
Or:
1.
Choose Work Structures –> Job –> Description in the Navigator.
2.
Complete the Job window and save your work.
3.
Choose the Define Salary Map button.
Mass Move
H
Choose Work Structures –> Position –> Mass Move in the Navigator.
Mass Move – Assignments
1.
Choose Work Structures –> Position –> Mass Move in the Navigator.
2.
Complete the Mass Move window and save your work.
3.
Choose the Positions button.
4.
Complete the Find Positions window.
5.
Choose the Find button.
6.
Complete the Mass Move – Positions window.
7.
Choose the Assignments button.
Mass Move – Messages
A – 28
1.
Choose Work Structures –> Position –> Mass Move in the Navigator.
2.
Complete the Mass Move window and save your work.
3.
Choose the Positions button.
4.
Complete the Find Positions window and choose the Find button.
5.
Complete the Mass Move – Positions window and choose the
Assignments button.
6.
Complete the Mass Move – Assignments window and close it.
Running Your Payroll Using Oracle HRMS (UK)
7.
From the Mass Move – Positions window, choose the Valid Grades
button.
8.
Complete the Valid Grades window and close it.
9.
Close the Mass Move – Positions window.
10. From the Mass Move window, choose the Execute button.
11. If the Status field shows In Error or Complete with Warnings, a
Message button appears.
12. If the Message button appears, choose it to view messages in the
Mass Move – Messages window.
Note: Alternatively, you can view messages for saved (but not yet
successfully executed) mass moves as follows:
1.
Choose Work Structures –> Position –> Mass Move in the Navigator.
2.
Enter the name of the saved mass move in the Description field.
3.
When the Mass Move window is populated with data and the
Message button appears, choose the Message button .
Mass Move – Positions
1.
Choose Work Structures –> Position –> Mass Move in the Navigator.
2.
Complete the Mass Move window.
3.
Save your work.
4.
Choose the Positions button.
5.
In the resulting Find Positions window, select or enter a Source Job
and Source Position.
6.
Choose the Find button.
Mas Move – Valid Grades
1.
Choose Work Structures –> Position –> Mass Move in the Navigator.
2.
Complete the Mass Move window and save your work.
3.
Choose the Positions button.
4.
Complete the Find Positions window.
5.
Choose the Find button.
6.
Complete the Mass Move – Positions window.
7.
Choose the Valid Grades button.
Windows and Reports
A – 29
Mass Update of Applicants
H
Choose Recruitment –> Mass Update of Applicants in the
Navigator.
Maternity (SSP/SMP only)
1.
Choose SSP/SMP –>Person Details in the Navigator.
2.
Enter or query a person.
3.
Choose the Maternity button.
Maternity Evidence (SSP/SMP only)
1.
Choose SSP/SMP –>Person Details in the Navigator.
2.
Enter or query a person.
3.
Choose the Absence button.
4.
Enter or query a maternity absence.
5.
Choose the Evidence button.
Maternity Pay (SSP/SMP ony)
1.
Choose SSP/SMP –>Person Details in the Navigator.
2.
Enter or query a person.
3.
Choose the Absence button.
4.
Enter or query a maternity absence.
5.
Choose the SSP/SMP button.
Messages
1.
Choose Mass Information eXchange: MIX –> Batch Element Entry in
the Navigator.
2.
Choose the Messages button.
Message Configuration (Advanced Benefits only)
H
Choose Total Compensation –> General Definitions –> Message
Configuration in the Navigator.
Miscellaneous Plan
H
A – 30
Choose People –> Total Comp Enrollment –> Miscellaneous Plan in
the Navigator.
Running Your Payroll Using Oracle HRMS (UK)
MIX Batch Header
H
Choose Mass Information eXchange: MIX –> Batch Element Entry in
the Navigator.
Monitor Batch Processes (Advanced Benefits only)
H
Choose Processes and Reports –> Monitor Batch Processes in the
Navigator.
Monthly Participant Premium
H
Choose People –> Enrollment Process –> Monthly Participant
Premium in the Navigator.
Monthly Plan or Option Premium
H
Choose Total Compensation –> Monthly Premium in the Navigator.
Net Calculation Rules
1.
Choose Total Compensation –> Basic –> Accrual Plans in the
Navigator.
2.
Enter or query an accrual plan name.
3.
Choose the Net Calculation Rules button.
Non–Flex Program
H
Choose People –> Total Comp Enrollment –> Non–Flex Program in
the Navigator.
Options
H
Choose Total Compensation –> General Definitions –> Programs
and Plans –> Options in the Navigator.
Organizations
H
Choose Work Structures –> Organization –> Description in the
Navigator.
Organization Hierarchy
H
Choose Work Structures –> Organization –> Hierarchy in the
Navigator.
Organizational Payment Method
H
Choose Payroll –> Payment Methods in the Navigator.
Windows and Reports
A – 31
Other Rates
1.
Choose People –> Total Comp Enrollment –> Non–Flex Program in
the Navigator.
2.
Query a person.
3.
Choose the Others button and select Other Rates.
P45 (Payroll only)
Do one of the following:
1.
Choose People –> Enter and Maintain in the Navigator.
2.
Enter or query an employee.
3.
Choose the Assignment button.
4.
Choose the Others button and select Tax Information.
Or:
1.
Choose Fastpath –> UK P45 Form in the Navigator.
2.
In the resulting Find window, query the person.
Parent Organization
1.
Choose Work Structures –> Organization –> Description in the
Navigator.
2.
Enter or query an organization.
3.
Choose the Others button and select Parent Organization.
Participant
H
Choose Total Compensation –> General Definitions –> Eligibility
Profiles –> Participant in the Navigator.
Participation Eligibility Profiles
H
Choose Total Compensation –> General Definitions –> Eligibility
Profiles –> Participation Eligibility Profiles
Participation Overrides (Advanced Benefits only)
Pattern (SSP/SMP only)
H
Choose SSP/SMP –> SSP Qualifying Patterns in the Navigator.
Pattern Time Units (SSP/SMP only)
H
A – 32
Choose SSP/SMP –> Pattern Time Units in the Navigator.
Running Your Payroll Using Oracle HRMS (UK)
Pay Advice Report (Payroll only)
Do one of the following:
1.
Choose People –> Enter and Maintain in the Navigator.
2.
Enter or query an employee.
3.
Choose the Assignment button.
4.
Choose the Others button and select Statement of Earnings.
Or:
1.
Choose Fastpath –> Statement of Earnings in the Navigator.
2.
In the resulting Find window, query the person.
Payment Schedule
1.
Choose Total Compensation –> Rates/Coverage Definitions –> Flex
Credits in the Navigator.
2.
Query or enter a flex credit definition and choose the Processing
tabbed region.
3.
Choose the Payment Schedule button.
Pay Scale
H
Choose Work Structures –> Grade –> Pay Scale in the Navigator.
Payments
1.
Choose People –> Total Comp Contribution –> Record Contribution
or Distribution
2.
Choose the View Payments window.
Payroll
H
Choose Payroll –> Description in the Navigator.
Payroll Processes (Payroll only)
H
Choose View –> Payroll Process Results in the Navigator.
People
H
Choose People –> Enter and Maintain in the Navigator.
People Folder
H
Choose View –> Lists –> People Folder in the Navigator.
Windows and Reports
A – 33
Performance
1.
Choose People –> Enter and Maintain in the Navigator.
2.
Enter or query an employee, and choose the Assignment button.
3.
Choose the Salary button.
4.
Choose the Performance button.
Or:
1.
Choose People –> Enter and Maintain in the Navigator.
2.
Enter or query an employee, and choose the Assignment button.
3.
Choose the Others button and select Performance.
Period Dates
1.
Choose Payroll –> Description in the Navigator.
2.
Enter or query a payroll.
3.
Choose the Period Dates button.
Period–to–Date Limits
Do one of the following:
H
Choose Total Compensation –> General Definitions –>
Rate/Coverage Definitions –> Period–to–Date Limits in the
Navigator.
Or:
1.
Choose Total Compensation –> Rates/Coverage Definitions –> Flex
Credits in the Navigator.
2.
Query a compensation object.
3.
Choose the Activity Rate button.
4.
Choose the Period to Date Limit button.
Period Types
H
Choose Other Definitions –> Time Periods in the Navigator.
Person Benefits Balances
H
A – 34
Choose People –> Total Comp Participation –> Person Benefits
Balances in the Navigator.
Running Your Payroll Using Oracle HRMS (UK)
Person Changes (Advanced Benefits only)
1.
Choose Total Compensation –> General Definitions –> Additional
Setup –> Life Event Reasons in the Navigator.
2.
Query or enter a life event.
3.
Choose the Person Changes button.
4.
Choose the Add Person Change button.
Person Changes Life Events (Advanced Benefits only)
1.
Choose Total Compensation –> General Definitions –> Additional
Setup –> Life Event Reasons in the Navigator.
2.
Query or enter a life event.
3.
Choose the Person Changes button.
Person Communications (Advanced Benefits only)
H
Choose People –> Enrollment Process –> Person Communications
in the Navigator.
Person Enrollment Action Items (Advanced Benefits only)
H
Choose People –> Enrollment Process –> Person Enrollment Action
Items in the Navigator.
Person Enrollment Certifications (Advanced Benefits only)
Do one of the following:
H
Choose People –> Enrollment Process –> Person Enrollment
Certificates in the Navigator.
Or:
1.
Choose People –> Total Comp Enrollment –> Flex Program in the
Navigator.
2.
Query a person.
3.
Choose the Certifications button.
Person Types
H
Choose Other Definitions –> Person Types in the Navigator.
Person Type Usage
H
Choose Fastpath –> Person Type Usage in the Navigator.
Windows and Reports
A – 35
Personal Payment Method
Do one of the following:
1.
Choose People –> Enter and Maintain in the Navigator.
2.
Enter or query an employee.
3.
Choose the Assignment button.
4.
Choose the Pay Method button, or choose the Others button and
select Pay Method.
Or:
1.
Choose Fastpath –> Pay Method in the Navigator.
2.
In the resulting Find window, query the person.
Phone Numbers
Do one of the following:
1.
Choose People –> Enter and Maintain in the Navigator.
2.
Enter or query an employee.
3.
Choose the Others button.
4.
Choose Phones.
Or:
1.
Choose Fastpath –> Phones in the Navigator.
2.
In the resulting Find window, query the person.
Picture
Do one of the following:
1.
Choose People –> Enter and Maintain in the Navigator
2.
Enter or query a person.
3.
Choose the Picture button.
Or:
1.
Choose Fastpath –> Picture in the Navigator.
2.
In the resulting Find window, query the person.
Plan and Plan Type
1.
A – 36
Choose Total Compensation –> Programs and Plans –> Programs in
the Navigator.
Running Your Payroll Using Oracle HRMS (UK)
Plan Enrollment Requirements
H
Choose Total Compensation –> General Definitions –> Programs
and Plans –> Plan Enrollment Requirements in the Navigator.
2.
Query or enter a program.
3.
Choose the Plan and Plan Types button.
Plan in Progam Participation Eligibility
1.
Choose Total Compensation –> Programs and Plans –> Programs in
the Navigator.
2.
Query or enter a program.
3.
Choose the Plan and Plan Types button.
4.
Choose the Plans tab.
5.
Choose the Participation Eligibility button.
Plan Reimbursement
H
Choose Total Compensation –> General Definitions –> Programs
and Plans –> Plan Reimbursement in the Navigator.
Plans
H
Choose Total Compensation –> General Definitions –> Programs
and Plans –> Plans in the Navigator.
Plan Type Participation Eligibility
1.
Choose Total Compensation –> Programs and Plans –> Programs in
the Navigator.
2.
Query or enter a program.
3.
Choose the Plan and Plan Types button.
4.
Choose the Plan Type tab.
5.
Choose the Participation Eligibility button.
Plan Types
H
Choose Total Compensation –> General Definitions –> Programs
and Plans –> Plan Types in the Navigator.
Position
H
Choose Work Structures –> Position –> Description in the
Navigator.
Windows and Reports
A – 37
Position Evaluation
1.
Choose Work Structures –> Position –> Description in the
Navigator.
2.
Enter or query a position.
3.
Choose the Evaluation button.
Position Hierarchy
H
Choose Work Structures –> Position –> Hierarchy in the Navigator.
Position Occupancy Folder
1.
Choose Work Structures –> Position –> Description in the
Navigator.
2.
Query a position.
3.
Choose the Occupancy button.
Position Reporting To
1.
Choose Work Structures –> Position –> Description in the
Navigator.
2.
Enter or query a position.
3.
Choose the Reporting To button.
Position Requirements
1.
Choose Work Structures –> Position –> Description in the
Navigator.
2.
Enter or query a position.
3.
Choose the Requirements button.
Possible Certifications
1.
Choose People –> Total Comp Participation
2.
Choose the Enrollment Opportunities button.
3.
Choose the Electable Choices button
4.
Choose the Possible Certifications button.
Postal/Zip
H
A – 38
Choose Total Compensation –> General Definitions –>
Eligibility/Rate Factors –> Postal/Zip in the Navigator.
Running Your Payroll Using Oracle HRMS (UK)
Primary Care Providers
Do one of the following:
H
Choose People –> Total Comp Enrollment –> Person Primary Care
Provider in the Navigator.
Or:
1.
Choose People –> Total Comp Enrollment –> Flex Program in the
Navigator.
2.
Query a person.
3.
Choose the Care Providers button.
Program Enrollment Requirements
H
Choose Total Compensation –> General Definitions –> Programs
and Plans –> Program Enrollment Requirements in the Navigator.
Program Participation Eligibility
1.
Choose Total Compensation –> Programs and Plans –> Programs in
the Navigator.
2.
Query or enter a program.
3.
Choose the Participation Eligibility button.
Program/Plan Years
H
Choose Total Compensation –> General Definitions –> Additional
Setup –> Program/Plan Years in the Navigator.
Programs
H
Choose Total Compensation –> General Definitions –> Programs
and Plans –> Programs in the Navigator.
Program Waive Certifications
1.
Choose Total Compensation –> Programs and Plans –> Programs in
the Navigator.
2.
Query or enter a program.
3.
Choose the Plan and Plan Types button.
4.
Choose the Plan Types tab.
5.
Choose the Waive button.
6.
Choose the Waive Certification button.
Windows and Reports
A – 39
Program Waive Reasons
1.
Choose Total Compensation –> Programs and Plans –> Programs in
the Navigator.
2.
Query or enter a program.
3.
Choose the Plan and Plan Types button.
4.
Choose the Plan Types tab.
5.
Choose the Waive button.
Prior Employment SSP (SSP1L) (SSP/SMP only)
1.
Choose SSP/SMP –>Person Details in the Navigator.
2.
Enter or query a person.
3.
Choose the SSP1L button.
Qualifications
1.
Choose People –> Enter and Maintain in the Navigator.
2.
Enter or query a person.
3.
Choose the Others button and select Qualifications.
Or:
1.
Choose Fastpath –> Qualifications in the Navigator.
Qualification Types
H
Choose Career Management –> Qualification Types in the
Navigator.
QuickPaint Inquiry
1.
Choose Processes and Reports –> Run a QuickPaint Report in the
Navigator.
2.
Query a report that has been run.
3.
Choose the View Report button.
QuickPay (Payroll only)
Do one of the following:
A – 40
1.
Choose People –> Enter and Maintain in the Navigator.
2.
Enter or query an employee.
3.
Choose the Assignment button.
Running Your Payroll Using Oracle HRMS (UK)
4.
Choose the Others button and select QuickPay.
Or:
1.
Choose Fastpath –> QuickPay in the Navigator.
2.
In the resulting Find window, query the person.
Rating Scales
H
Choose Career Management –> Rating Scales in the Navigator.
Record Continuing Benefits Payments
H
Choose People –> Total Comp Contribution –> Record Continuing
Benefits Payments in the Navigator.
Record Layout Advanced Conditions
1.
Choose Benefits Extract –> Layout Definition in the Navigator.
2.
Choose the Record Layout tab and query or enter a record layout.
3.
Select a Data Element and choose the Advanced Conditions button.
Recruting For
1.
Choose Recruitment –> Recruitment Activity in the Navigator.
2.
Enter or query a recruitment activity.
3.
Choose the Recruiting For button.
Recruitment Activity
H
Choose Recruitment –> Recruitment Activity in the Navigator.
Regulations
H
Choose Total Compensation –> General Definitions –> Additional
Setup –> Regulations in the Navigator.
Regulatory Bodies and Regulations
1.
Choose Total Compensation –> General Definitions –> Additional
Setup –> Reporting Groups in the Navigator.
2.
Query or enter a reporting group.
3.
Choose the Plan Regulatory Bodies and Regulations button.
Windows and Reports
A – 41
Reimbursements Requests (Advanced Benefits only)
H
Choose People –> Total Comp Distribution –> Reimbursements
Requests in the Navigator.
Related Person Changes (Advanced Benefits only)
1.
Choose Total Compensation –> General Definitions –> Additional
Setup –> Life Event Reasons in the Navigator.
2.
Query or enter a life event.
3.
Choose the Related Person Changes button.
4.
Choose the Add Related Person Change button.
Related Person Changes Causes Life Events (Advanced Benefits only)
1.
Choose Total Compensation –> General Definitions –> Additional
Setup –> Life Event Reasons in the Navigator.
2.
Query or enter a life event.
3.
Choose the Related Person Changes button.
Reporting Groups
H
Choose Total Compensation –> General Definitions –> Additional
Setup –> Reporting Groups in the Navigator.
Request Letter
H
Choose Recruitment –> Request Recruitment Letter in the
Navigator.
Request Set
H
Choose Security –> Report Sets in the Navigator.
Requisition and Vacancy
H
Choose Recruitment –> Requisition and Vacancy in the Navigator.
RetroPay Set (Payroll only)
H
Choose Payroll –> RetroPay Set in the Navigator.
Reverse Payroll Run (Payroll only)
Do one of the following:
A – 42
1.
Choose People –> Enter and Maintain in the Navigator.
2.
Enter or query an employee.
Running Your Payroll Using Oracle HRMS (UK)
3.
Choose the Assignment button.
4.
Choose the Others button and select Reverse Run.
Or:
1.
Choose Fastpath –> Reverse Payroll Run in the Navigator.
2.
In the resulting Find window, query the person.
Rows
1.
Choose Other Definitions –> Table Structure in the Navigator.
2.
Enter or query a table.
3.
Choose the Rows button.
Run QuickPaint Report
H
Choose Processes and Reports –> Run a QuickPaint Report in the
Navigator.
Salary Administration
Do one of the following:
1.
Choose People –> Enter and Maintain in the Navigator.
2.
Enter or query an employee.
3.
Choose the Assignment button.
4.
Choose the Salary button.
Or:
1.
Choose Fastpath –> Salary in the Navigator.
2.
In the resulting Find window, query the person.
Salary Basis
H
Choose Total Compensation –> Basic –> Salary Basis in the
Navigator.
Salary History
Do one of the following:
1.
Choose View –> Histories –> Salary in the Navigator.
2.
Run a query in the Assignments Folder window.
3.
Select an employee assignment and choose the Salary History
button.
Windows and Reports
A – 43
Or:
1.
Choose Fastpath –> Salary History in the Navigator.
2.
In the resulting Find window, query the person.
Salary Management Folder
H
Choose People –> Salary Management in the Navigator.
Salary Surveys
H
Choose Total Compensation –> Basic –> Salary Survey in the
Navigator.
Savings Plans
H
Choose People –> Total Comp Enrollment –> Savings Plan in the
Navigator.
Scale Rate
H
Choose Work Structures –> Grade –> Point Values in the Navigator.
Schedules (SSP/SMP only)
1.
Choose SSP/SMP –> SSP Qualifying Patterns in the Navigator.
2.
Enter or query a pattern.
3.
Choose the Calendars button.
4.
Choose the Schedules button.
Schools and Colleges
H
Choose Career Management –> Schools and Colleges in the
Navigator.
1.
Choose People –> Enter and Maintain in the Navigator.
2.
Enter or query a person.
3.
Choose the Others button and select Schools/Colleges.
Secondary Statuses
Do one of the following:
A – 44
1.
Choose People –> Enter and Maintain in the Navigator.
2.
Enter or query an applicant or employee.
3.
Do one of the following:
Running Your Payroll Using Oracle HRMS (UK)
For an applicant:
•
Choose the Others button and select Application.
•
Choose the Secondary Status button.
For an employee:
•
Choose the Assignment button.
•
Choose the Others button and select Secondary Status.
Or:
1.
Choose Fastpath –> Secondary Status in the Navigator.
2.
In the resulting Find window, query the person.
Security Groups
H
Choose Security –> Security Groups in the Navigator.
Security Profile
H
Choose Security –> Profile in the Navigator.
Service Areas
H
Choose Total Compensation –> General Definitions –>
Eligibility/Rate Factors –> Service Areas in the Navigator.
Sickness Control Rules (SSP/SMP only)
1.
Choose Work Structures –> Organization –> Description in the
Navigator.
2.
Enter or query a Business Group
3.
Choose the Others button and select Sickness Control Rules.
Sickness Evidence (SSP/SMP only)
1.
Choose SSP/SMP –> Person Details in the Navigator.
2.
Enter or query a person.
3.
Choose the Absence button.
4.
Enter or query a sickness absence.
5.
Choose the Evidence button.
Sickness Pay (SSP/SMP only)
1.
Choose SSP/SMP –> Person Details in the Navigator.
Windows and Reports
A – 45
2.
Enter or query a person.
3.
Choose the Absence button.
4.
Enter or query a sickness absence.
5.
Choose the SSP/SMP button.
Sort
1.
Choose Benefits Extract –> Layout Definition in the Navigator.
2.
Choose the File Layout tab and select a Record Name.
3.
Choose the Sort button.
Special Information
Do one of the following:
1.
Choose People –> Enter and Maintain in the Navigator.
2.
Enter or query a person.
3.
Choose the Special Info button.
Or:
1.
Choose Fastpath –> Special Information in the Navigator.
2.
In the resulting Find window, query the person.
Special Information Types
H
Choose Other Definitions –> Special Information Types in the
Navigator.
Standard Rates
H
Choose Total Compensation –> General Definitions –>
Rate/Coverage Definitions –> Standard Rates in the Navigator.
Submit a New Request
1.
Choose Processes and Reports –> Submit Processes and Reports in
the Navigator.
2.
Select Single Request or a Request Set.
Table Structure
H
A – 46
Choose Other Definitions –> Table Structure in the Navigator.
Running Your Payroll Using Oracle HRMS (UK)
Table Values
H
Choose Other Definitions –> Table Values in the Navigator.
Update Payroll Run (Payroll only)
H
Choose Payroll –> Update Payroll Run in the Navigator.
User Types and Statuses
H
Choose Other Definitions –>User Types and Statuses
Valid Grades (for jobs)
1.
Choose Work Structures in the Navigator.
2.
Choose either Job –> Description or Position –> Description.
3.
Enter or query a job or position.
4.
Choose the Valid Grades button.
Valid Payment Methods
1.
Choose Payroll –> Description in the Navigator.
2.
Enter or query a payroll.
3.
Choose the Valid Payment Methods button.
Variable Rate Profiles
H
Choose Total Compensation –> General Definitions –>
Rate/Coverage Definitions –> Variable Rate Profiles in the
Navigator.
View Absence History
H
Choose View –> Histories –> Absence in the Navigator.
View Element Entry History for Employees
1.
Choose View –> Histories –> Entries in the Navigator.
2.
Run a query in the Assignments Folder window.
3.
Select an employee assignment and choose the Entry History
button.
View Employee Grade Comparatio
H
Choose View –> Grade Comparatio in the Navigator.
Windows and Reports
A – 47
View Enrollment Results
H
Choose People –> Total Comp Enrollment –> View Enrollment
Results in the Navigator.
View Participation Information (Advanced Benefits only)
H
Choose People –> Total Comp Participation –> View Participation
Information in the Navigator.
View Program Structure
H
Choose Total Compensation –> General Definitions –> Programs
and Plans –> View Program Structure in the Navigator.
View Run Messages (Payroll only)
H
Choose View –> System Messages in the Navigator.
View Vacancies
H
Choose View –> Vacancies in the Navigator.
Waive Participation (Advanced Benefits only)
Waiving
1.
Choose Total Compensation –> Programs and Plans –> Plans in the
Navigator.
2.
Query or enter a plan.
3.
Choose the Waiving button.
What–if Eligibility (Advanced Benefits only)
H
Choose People –> Total Comp Participation –> What–if Eligibility in
the Navigator.
Work Choices (Job and Position)
A – 48
1.
Choose Work Structures –>Job or Position –> Description in the
Navigator.
2.
Enter or query a job or position.
3.
Choose the Work Choices button.
Running Your Payroll Using Oracle HRMS (UK)
Work Choices (Person)
1.
Choose People –> Enter and Maintain in the Navigator.
2.
Enter or query a person.
3.
Choose the Others button and select Work Choices.
Work Day Information
1.
Choose Work Structures –> Organization –> Description in the
Navigator.
2.
Enter or query an organization.
3.
Choose the Others button and select Work Day Information.
Windows and Reports
A – 49
Reports and Processes in Oracle HRMS
Absence Report
H
Absence details for an employee or organization, for some or all
absence types.
See: Managing Compensation and Benefits Using Oracle HRMS.
Advance Pay Listing (Payroll only)
H
Details of the advance pay periods for employees due to receive
advance pay.
See: Running Your Payroll Using Oracle HRMS.
Assignment Status Report
H
All employees, applicants or both assigned to selected work
structures.
See: Managing People Using Oracle HRMS.
Assignments Unavailable for Processing Report (Payroll only)
H
Assignments that will not be processed by particular payroll runs
and reasons for their exclusion.
See: Running Your Payroll Using Oracle HRMS.
Audit Report (Payroll only)
H
Selects person, employee or applicant, assignment, element,
recurring or non–recurring status. Shoes Business Group, GRE,
assignment details, person entering data (responsibility), input
date, effective change date, details of person affected. Lists all
fields changed, with input date and effective date, old value and
new value, responsibility, workstation address.
See: Customizing, Reporting and System Administration in Oracle HRMS.
Cost Breakdown Report (Payroll only)
H
Summarized totals of payroll calculations for a specified costing
process and summarized totals of payroll calculations for a
consolidation set or payroll over a specified period.
See: Using Oracle HRMS – The Fundamentals.
A – 50
Running Your Payroll Using Oracle HRMS (UK)
Current and Projected Progression Point Values Report
H
The expected results of running the Increment Progression Points
process, that is the projected point and value changes for a group of
employees.
See: Using Oracle HRMS – The Fundamentals.
Element Result Listing Report (Payroll only)
H
Run results processed for a particular element over a defined
period, and run results for selected input values of each employee’s
last assignment process.
See: Running Your Payroll Using Oracle HRMS.
Element Link Details Report
H
The eligibility criteria for an element or group of elements.
See: Managing Compensation and Benefits Using Oracle HRMS.
Employee Increment Results Report
H
The actual results of running the Increment Progression Points
process, that is progression point and value changes for a group of
employees.
See: Using Oracle HRMS – The Fundamentals.
Employee Organization Movements Report
H
New hires, terminations, transfers in and transfers out of a selected
organization, or organization hierarchy.
See: Managing People Using Oracle HRMS.
Employee Payroll Movements Report (Payroll only)
H
New hires, terminations, transfers in and transfers out of a selected
payroll.
See: Managing People Using Oracle HRMS.
Employee Run Results Summary Report (GB) (Payroll only)
H
Includes all assignments, gross pay, PAYE, employee’s NI
contribution, employer’s NI contribution, other deductions, total
deductions, net pay and total pay for the payroll.
See: Running Your Payroll Using Oracle HRMS.
Windows and Reports
A – 51
Employee Summary Report
H
Addresses, contacts, periods of service, assignments, special
information, personal payment methods and element entries for a
selected employee.
See: Managing People Using Oracle HRMS.
Full Personal Details Report Set
H
Person details, applicant details, assignment details and work
details for one employee.
See: Managing People Using Oracle HRMS.
Gross to Net Summary Report (UK) (Payroll only)
H
Details of total earnings and deductions summarized for a
specified payroll and payroll period.
See: Running Your Payroll Using Oracle HRMS.
Job and Position Skills Matching Report
H
The organizations and optionally their managers below a selected
position in a particular hierarchy.
See: Managing People Using Oracle HRMS.
Multiple Assignments Report (Payroll only)
H
Lists employees who have been marked for multiple assignment
processing and indicates where Priority Processing Type is not set
and cannot be defaulted.
See: Running Your Payroll Using Oracle HRMS.
NI Car Detail Report (Payroll only)
H
All the NI Y amounts due from employees on a given payroll who
have company car benefits.
See: Running Your Payroll Using Oracle HRMS.
Organization Hierarchy Report
H
The organizations and optionally their managers below a selected
position in a particular hierarchy.
See: Using Oracle HRMS – The Fundamentals.
A – 52
Running Your Payroll Using Oracle HRMS (UK)
P45 Alignment Report
H
Draft printer alignment for P45 reports.
See: Running Your Payroll Using Oracle HRMS.
P45 Report (Payroll only)
H
P45 details for terminated employees for issue to the tax office and
the leaver; P45 details for current employees for issue to different
tax offices.
See: Running Your Payroll Using Oracle HRMS.
Pay Advice Alignment Report (Payroll only)
H
Draft printer alignment for your sample pay advice.
See: Running Your Payroll Using Oracle HRMS.
Pay Advice Report (Payroll only)
H
Pay advice details in a customizable format, either for single
assignments or for all assignments on a payroll after Pre–payments
is complete for the payroll.
See: Running Your Payroll Using Oracle HRMS.
Payments Summary Report (GB) (Payroll only)
H
Payments totalled by payment method type and organizational
payment method for a specified payroll and payroll period.
Account details for each organizational payment method are also
listed.
See: Running Your Payroll Using Oracle HRMS.
Payroll Message Report (Payroll only)
H
Display messages for processes connected to specified payrolls.
See: Running Your Payroll Using Oracle HRMS.
Payroll Statutory Calendar Report (Payroll only)
H
The sequence of regular payment dates for each payroll and the
numbers of assignments completed, pre–paid and paid within a
run.
See: Running Your Payroll Using Oracle HRMS.
Windows and Reports
A – 53
Position Hierarchy Report
H
The positions and optionally their holders below a selected position
in a particular hierarchy.
See: Using Oracle HRMS – The Fundamentals.
Requisition Summary Report
H
Applicants and their interview schedules for a selection of
vacancies.
See: Managing People Using Oracle HRMS.
Salary Review Report
H
Current, past and proposed salaries for a selected list of employees.
See: Managing Compensation and Benefits Using Oracle HRMS.
Staffing Budget Details Report
H
Actual staffing level with budgeted levels over a specified period.
See: Managing People Using Oracle HRMS.
Start of Year: Unprocessed P9 Records Report (Payroll only)
H
Valid records on the Inland Revenue P9 tape that do not fully
match your database records after running the Start of Year
process.
See: Running Your Payroll Using Oracle HRMS.
Tax Payments Listing (Payroll only)
H
Details of employees’ PAYE and National Insurance deductions.
See: Running Your Payroll Using Oracle HRMS.
Terminations Report
H
The number of employees from selected organizations leaving your
enterprise within a particular period, and the reason for leaving.
See: Managing People Using Oracle HRMS.
Void Payments Report (Payroll only)
H
Details of cancelled cheque payments
See: Running Your Payroll Using Oracle HRMS.
A – 54
Running Your Payroll Using Oracle HRMS (UK)
Processes
Advance Pay Process (Payroll only)
H
Allows you to pay employees in advance for holidays or other
events.
See: Running Your Payroll Using Oracle HRMS.
Audit Trail Update Tables Process
H
This process is used to set up audit trail on selected windows.
See: Customizing, Reporting and System Administration in Oracle HRMS.
Audit Trail Update Datetracked Tables Process
H
This process is used to set up audit trail on selected windows.
See: Customizing, Reporting and System Administration in Oracle HRMS.
BACS Process (Payroll only)
H
Summarized totals for BACS tape amounts including consolidated
totals for multi–day and multi–file formats.
See: Running Your Payroll Using Oracle HRMS.
Bulk Compile Formulas
H
Run this process to compile all your formulas.
See: Using Oracle FastFormula.
Cash Process (Payroll only)
H
Enables you to use cash as a payment method and record cash
payments to employee assignments.
See: Running Your Payroll Using Oracle HRMS.
Cheque Writer Process (Payroll only)
H
This process is used to write sequences of cheques for your payroll
run.
See: Running Your Payroll Using Oracle HRMS.
Close Action Items Process (Advanced Benefits only)
H
Run this process before the Close Enrollments Process to close any
open action items that are required or optional for the persons you
select.
Windows and Reports
A – 55
See: Managing Compensation and Benefits Using Oracle HRMS.
Close Enrollments Process (Advanced Benefits only)
H
Run this process to close a person’s enrollment after elections have
been made.
See: Managing Compensation and Benefits Using Oracle HRMS.
Communications Triggers Process (Advanced Benefits only)
H
Use the communications triggers process to generate
communications for persons who meet the selection criteria that
you specify.
See: Managing Compensation and Benefits Using Oracle HRMS.
Costing Process
H
Generates journal entries for your ledgers and costing information
relating to labor costs.
See: Using Oracle HRMS – The Fundamentals.
Default Enrollment Process (Advanced Benefits only)
H
Run this process to enroll participants into the default benefit plan
when participants have not made an election.
See: Managing Compensation and Benefits Using Oracle HRMS.
Dependent Eligibility Process (Advanced Benefits only)
H
Run this process for those benefit plans that include an age factor in
determining dependent eligibility.
See: Managing Compensation and Benefits Using Oracle HRMS.
Extract Process (Advanced Benefits only)
H
Run the extract process to save the output of your system extract to
the directory and file that you specified in your extract definition.
See: Managing Compensation and Benefits Using Oracle HRMS.
Enable Multiple Security Groups Process
H
Run this process when you first set up single responsibility security.
See: Customizing, Reporting and System Administration in Oracle HRMS.
A – 56
Running Your Payroll Using Oracle HRMS (UK)
End of Year Process (Payroll only)
H
Produces statutory End of Year return to the Inland Revenue for
employees in your enterprise.
See: Running Your Payroll Using Oracle HRMS.
Grant Permissions to Roles Process (ROLEGEN)
H
Dynamically grants select permissions on Oracle HRMS tables and
views to the HR_REPORTING_USER role.
See: Customizing, Reporting and System Administration in Oracle HRMS.
Generate Secure User Process (SECGEN)
H
Run this process when you create a new security profile that
references a reporting user.
See: Customizing, Reporting and System Administration in Oracle HRMS.
Participation Batch Process: Life Event (Advanced Benefits only)
H
Run this process to determine eligibility and electable choices for
benefits participants based on a life event you select.
See: Managing Compensation and Benefits Using Oracle HRMS.
Participation Batch Process: Scheduled (Advanced Benefits only)
H
Run this process to determine eligibility and electable choices for
benefits participants based on a scheduled enrollment event.
See: Managing Compensation and Benefits Using Oracle HRMS.
Participation Batch Process: Selection (Advanced Benefits only)
H
Run this process to determine eligibility for benefits participants.
This process does not create electable choices.
See: Managing Compensation and Benefits Using Oracle HRMS.
PrePayments Process (Payroll only)
H
Use this process to distribute employee pay over more than one
payment method using either a percentage or monetary split.
See: Running Your Payroll Using Oracle HRMS.
Retry Payroll Process (Payroll only)
H
Retry a payroll process again.
See: Running Your Payroll Using Oracle HRMS.
Windows and Reports
A – 57
RetroPay Process (Payroll only)
H
Enables you to make back pay adjustments.
See: Running Your Payroll Using Oracle HRMS.
Security List Maintenance Process (LISTGEN)
H
This process is usually run every night to maintain the lists of
organizations, positions, payrolls, employees, and applicants that
security profile holders can access.
See: Customizing, Reporting and System Administration in Oracle HRMS.
Start of Year Process (Payroll only)
H
Usually performed at the start of the tax year to update tax
information for each employee.
See: Running Your Payroll Using Oracle HRMS.
Synchronise Positions Process
H
This process updates the non–datetracked Positions table
(PER_ALL_POSITIONS_F) with changes made to the datetracked
table (HR_ALL_POSITIONS_F). When you run the process, any
datetracked changes with an effective date on or before today are
applied to the non–datetracked table.
Transfer to GL Process
H
Transfers the results of the costing process to the Accounting
flexfield of Oracle General Ledger.
See: Managing People Using Oracle HRMS.
Void Payments Process (Payroll only)
H
Allows you to void cheques that have been printed but need to be
cancelled.
See: Running Your Payroll Using Oracle HRMS.
A – 58
Running Your Payroll Using Oracle HRMS (UK)
Glossary
A
360 Degree Appraisal Part of the SSHR
Appraisal function and also known as a
Group Appraisal. This is an employee
appraisal undertaken by managers with
participation by reviewers.
360 Degree Self Appraisal Part of the SSHR
Appraisal function and also known as a
Group Appraisal. This is a 360 Degree
appraisal initiated by an employee. The
employee (initiator) can add managers and
reviewers to the appraisal.
Absence Types Categories of absence, such as
medical leave or vacation leave, that you
define for use in absence windows.
Accrual Band A range of values that
determines how much paid time off an
employee accrues. The values may be years
of service, grades, hours worked, or any
other factor.
Accrual Plan See: PTO Accrual Plan
Accrual Period The unit of time, within an
accrual term, in which PTO is accrued. In
many plans, the same amount of time is
accrued in each accrual period, such as two
days per month. In other plans, the amount
accrued varies from period to period, or the
entitlement for the full accrual term is given
as an up front amount at the beginning of
the accrual term.
Accrual Term The period, such as one year,
for which accruals are calculated. In most
accrual plans, unused PTO accruals must
be carried over or lost at the end of the
accrual term. Other plans have a rolling
accrual term which is of a certain duration
but has no fixed start and end dates.
Glossary – 1
Activity Rate The monetary amount or
percentage associated with an activity, such
as $12.35 per pay period as an employee
payroll contribution for medical coverage.
Activity rates can apply to participation,
eligibility, coverages, contributions, and
distributions.
Actual Premium The per–participant
premium an insurance carrier charges the
plan sponsor for a given benefit.
Administrative Enrollment A type of
scheduled enrollment caused by a change
in plan terms or conditions and resulting in
a re–enrollment.
Applicant A candidate for employment in a
Business Group.
Appraisee A person being appraised by an
appraiser..
Appraiser A person, usually a manager, who
appraises an employee.
Appraisal An appraisal is a process where an
employee’s work performance is rated and
future objectives set. See also: Assessment.
Appraising Manager The person who initiates
and performs an Employee–Manager or 360
Degree Appraisal. An appraising manager
can create appraisal objectives.
Apply for a Job An SSHR function that
enables an employee to, apply, search and
prepare applications for an internally
advertised vacancy.
Arrestment Scottish court order made out for
unpaid debts or maintenance payments.
See also: Court Order
Assessment An information gathering
exercise, from one or many sources, to
evaluate a person’s ability to do a job. See
also: Appraisal.
Glossary – 2
Running Your Payroll Using Oracle HRMS (UK)
Assignment An employee’s assignment
identifies his or her role and payroll within
a Business Group. The assignment is made
up of a number of assignment components.
Of these, organization is mandatory, and
payroll is a required component for
payment purposes.
Assignment Number A number that uniquely
identifies an employee’s assignment. An
employee with multiple assignments has
multiple assignment numbers.
Assignment Set A grouping of employees
and/or applicants that you define for
running QuickPaint reports and processing
payrolls. See also: QuickPaint Report
Assignment Status For employees, used to
track their permanent or temporary
departures from your enterprise, and to
control the remuneration they receive. For
applicants, used to track the progress of
their applications.
B
BACS Banks Automated Clearing System.
This is the UK system for making direct
deposit payments to employees.
Balances Positive or negative accumulations
of values over periods of time normally
generated by payroll runs. A balance can
sum pay values, time periods or numbers.
See also: Predefined Components
Balance Adjustment A correction you make
to a balance. You can adjust user balances
and assignment level predefined balances
only.
Balance Dimension The period for which a
balance sums its balance feeds, or the set of
assignments/transactions for which it sums
them. There are five time dimensions: Run,
Period, Quarter, Year and User. You can
choose any reset point for user balances.
Balance Feeds These are the input values of
matching units of measure of any elements
defined to feed the balance.
Bargaining Unit A bargaining unit is a legally
organized group of people which have the
right to negotiate on all aspects of terms
and conditions with employers or employer
federations. A bargaining unit is generally a
trade union or a branch of a trade union.
Base Currency The currency in which Oracle
Payroll performs all payroll calculations for
your Business Group. If you pay
employees in different currencies to this,
Oracle Payroll calculates the amounts based
on exchange rates defined in the system.
Behavioral Indicators Characteristics that
identify how a competence is exhibited in
the work context. See also: Proficiency Level
Benefit Any part of an employee’s
remuneration package that is not pay.
Vacation time, employer–paid medical
insurance and stock options are all
examples of benefits. See also: Elements
Block The largest subordinate unit of a
window, containing information for a
specific business function or entity. Every
window consists of at least one block.
Blocks contain fields and, optionally,
regions. They are delineated by a bevelled
edge. You must save your entries in one
block before navigating to the next. See
also: Region, Field
Budget Value In Oracle Human Resources
you can enter staffing budget values and
actual values for each assignment to
measure variances between actual and
planned staffing levels in an organization or
hierarchy.
Business Group The highest level
organization in the Oracle HRMS system.
A Business Group may correspond to the
whole of your enterprise or to a major
grouping such as a subsidiary or operating
division. Each Business Group must
correspond to a separate implementation of
Oracle HRMS.
Business Number (BN) In Canada, this is the
employer’s account number with Revenue
Canada. Consisting of 15 digits, the first 9
identify the employer, the next 2 identify
the type of tax account involved (payroll vs.
corporate tax), and the last 4 identify the
particular account for that tax.
C
Cafeteria Benefits Plan See: Flexible Benefits
Program
Calendars In Oracle Human Resources you
define calendars that determine the start
and end dates for budgetary years, quarters
and periods. For each calendar you select a
basic period type. In Oracle SSP/SMP you
define calendars to determine the start date
and time for SSP qualifying patterns.
Glossary – 3
Calendar Exceptions In Oracle SSP/SMP you
define calendar exceptions for an SSP
qualifying pattern, to override the pattern
on given days. Each calendar exception is
another pattern which overrides the usual
pattern.
Canada/Quebec Pension Plan (CPP/QPP)
Contributions Contributions paid by
employers and employees to each of these
plans provide income benefits upon
retirement.
Candidate Offers An SSHR function used by a
line manager to offer a job to a candidate.
This function is supplied with its own
responsibility.
Career Path This shows a possible progression
from one job or position from any number
of other jobs or positions within the
Business Group. A career path must be
based on either job progression or position
progression; you cannot mix the two.
Carry Over The amount of unused paid time
off entitlement an employee brings forward
from one accrual term to the next. It may be
subject to an expiry date i.e. a date by
which it must be used or lost. See also:
Residual
Cash Analysis A specification of the different
currency denominations required for
paying your employees in cash. Union
contracts may require you to follow certain
cash analysis rules.
Certification Documentation required to
enroll or change elections in a benefits plan
as the result of a life event, to waive
participation in a plan, to designate
dependents for coverage, or to receive
reimbursement for goods or services under
an FSA.
Glossary – 4
Running Your Payroll Using Oracle HRMS (UK)
Ceiling The maximum amount of unused
paid time off an employee can have in an
accrual plan. When an employee reaches
this maximum, he or she must use some
accrued time before any more time will
accrue.
Child/Family Support payments In Canada,
these are payments withheld from an
employee’s compensation to satisfy a child
or family support order from a Provincial
Court. The employer is responsible for
withholding and remitting the payments to
the court named in the order.
Collective Agreement A collective agreement is
a form of contract between an employer or
employer representative, for example, an
employer federation, and a bargaining unit
for example, a union or a union branch.
Communications Benefits plan information
that is presented in some form to
participants. Examples include a
pre–enrollment package, an enrollment
confirmation statement, or a notice of
default enrollment.
Compensation The pay you give to
employees, including wages or salary, and
bonuses. See also: Elements
Competence Any measurable behavior
required by an organization, job or position
that a person may demonstrate in the work
context. A competence can be a piece of
knowledge, a skill, an attitude or an
attribute.
Competence Evaluation A method used to
measure an employees ability to do a
defined job.
Competence Profile Where you record
applicant and employee accomplishments,
for example, proficiency in a competence.
Competence Requirements Competencies
required by an organization, job or position.
See also: Competence, Core Competencies
Competence Type A group of related
competencies.
Consolidation Set A grouping of payroll runs
within the same time period for which you
can schedule reporting, costing, and
post–run processing.
Contact A person who has a relationship to an
employee that you want to record.
Contacts can be dependents, relatives,
partners or persons to contact in an
emergency.
Contract A contract of employment is an
agreement between an employer and
employee or potential employee that
defines the fundamental legal relationship
between an employing organization and a
person who offers his or her services for
hire. The employment contract defines the
terms and conditions to which both parties
agree and those that are covered by local
laws.
Contribution An employer’s or employee’s
monetary or other contribution to a benefits
plan.
Core Competencies Also known as Leadership
Competencies or Management Competencies.
The competencies required by every person
to enable the enterprise to meet its goals.
See also: Competence
Costable Type A feature that determines the
processing an element receives for
accounting and costing purposes. There are
four costable types in Oracle HRMS:
costed, distributed costing, fixed costing,
and not costed.
Costing Recording the costs of an assignment
for accounting or reporting purposes.
Using Oracle Payroll, you can calculate and
transfer costing information to your general
ledger and into systems for project
management or labor distribution.
Court Order A ruling from a court that
requires an employer to make deductions
from an employee’s salary for maintenance
payments or debts, and to pay the sums
deducted to a court or local authority. See
also: Arrestment
Cross Business Group Responsibility
Security This security model uses security
groups and enables you to link one
responsibility to many Business Groups.
Customizable Forms Forms that your system
administrator can modify for ease of use or
security purposes by means of Custom
Form restrictions. The Form Customization
window lists the forms and their methods
of customization.
D
Database Item An item of information in
Oracle HRMS that has special
programming attached, enabling Oracle
FastFormula to locate and retrieve it for use
in formulas.
Date To and Date From These fields are used
in windows not subject to DateTrack. The
period you enter in these fields remains
fixed until you change the values in either
field. See also: DateTrack, Effective Date
DateTrack When you change your effective
date (either to past or future), DateTrack
enables you to enter information that takes
effect on your new effective date, and to
review information as of the new date. See
also: Effective Date
Glossary – 5
Deployment Factors See: Work Choices
Derived Factor A factor (such as age, percent
of fulltime employment, length of service,
compensation level, or the number of hours
worked per period) that is used in
calculations to determine Participation
Eligibility or Activity Rates for one or more
benefits.
Descriptive Flexfield A field that your
organization can customize to capture
additional information required by your
business but not otherwise tracked by
Oracle Applications. See also: Key Flexfield
Developer Descriptive Flexfield A flexfield
defined by your localization team to meet
the specific legislative and reporting needs
of your country. See also: Extra Information
Types
Direct Deposit The electronic transfer of an
employee’s net pay directly into the
account(s) designated by the employee.
Distribution Monetary payments made from,
or hours off from work as allowed by, a
compensation or benefits plan.
E
Effective Date The date for which you are
entering and viewing information. You set
your effective date in the Alter Effective
Date window. See also: DateTrack
EIT See: Extra Information Type
Elements Components in the calculation of
employee pay. Each element represents a
compensation or benefit type, such as
salary, wages, stock purchase plans, and
pension contributions.
Glossary – 6
Running Your Payroll Using Oracle HRMS (UK)
Element Classifications These control the
order in which elements are processed and
the balances they feed. Primary element
classifications and some secondary
classifications are predefined by Oracle
Payroll. Other secondary classifications can
be created by users.
Element Entry The record controlling an
employee’s receipt of an element, including
the period of time for which the employee
receives the element and its value. See also:
Recurring Elements, Nonrecurring Elements
Element Link The association of an element to
one or more components of an employee
assignment. The link establishes employee
eligibility for that element. Employees
whose assignment components match the
components of the link are eligible for the
element. See also: Standard Link
Element Set A group of elements that you
define to process in a payroll run, or to
control access to compensation information
from a customized form, or for distributing
costs.
Employee Histories An SSHR function for an
employee to view their, Training History,
Job Application History, Employment
History, Absence History, or Salary History.
A manager can also use this function to
view information on their direct reports.
Employment Category A component of the
employee assignment. Four categories are
defined: Full Time – Regular, Full Time –
Temporary, Part Time – Regular, and Part
Time – Temporary.
Employment Insurance (EI) Benefit plan run
by the federal government to which the
majority of Canadian employers and
employees must contribute.
Employment Insurance Rate In Canada, this is
the rate at which the employer contributes
to the EI fund. The rate is expressed as a
percentage of the employee’s contribution.
If the employer maintains an approved
wage loss replacement program, they can
reduce their share of EI premiums by
obtaining a reduced contribution rate.
Employers would remit payroll deductions
under a different employer account number
for employees covered by the plan.
Employment Equity Occupational Groups
(EEOG) In Canada, the Employment Equity
Occupational Groups (EEOG) consist of 14
classifications of work used in the
Employment Equity Report. The EEOGs
were derived from the National
Occupational Classification system.
Enroll in a Class An SSHR function which
enables an employee to search and enroll in
an internally published class. An employee
can also use this function to maintain their
competencies.
Enrollment Action Type Any action required
to complete enrollment or de–enrollment in
a benefit.
ESS Employee Self Service. A predefined
SSHR responsibility.
Event An activity such as a training day,
review, or meeting, for employees or
applicants.
Expected Week of Confinement (EWC) In
the UK, this is the week in which an
employee’s baby is due. The Sunday of the
expected week of confinement is used in
the calculations for Statutory Maternity Pay
(SMP).
Extra Information Type (EIT) A type of
developer descriptive flexfield that enables
you to create an unlimited number of
information types for six key areas in
Oracle HRMS. Localization teams may also
predefine some EITs to meet the specific
legislative requirements of your country.
See also: Developer Descriptive Flexfield
F
Field A view or entry area in a window where
you enter, view, update, or delete
information. See also: Block, Region
Flex Credit A unit of ”purchasing power” in a
flexible benefits program. An employee
uses flex credits, typically expressed in
monetary terms, to ”purchase” benefits
plans and/or levels of coverage within
these plans.
Flexible Benefits Program A benefits
program that offers employees choices
among benefits plans and/or levels of
coverage. Typically, employees are given a
certain amount of flex credits or moneys
with which to ”purchase” these benefits
plans and/or coverage levels.
Flexible Spending Account (FSA) Under US
Internal Revenue Code Section 125,
employees can set aside money on a pretax
basis to pay for eligible unreimbursed
health and dependent care expenses.
Annual monetary limits and use–it–or–lose
it provisions exist. Accounts are subject to
annual maximums and forfeiture rules.
Form A predefined grouping of functions,
called from a menu and displayed, if
necessary, on several windows. Forms
have blocks, regions and fields as their
components. See also: Block, Region, Field
Glossary – 7
G
H
Global Value A value you define for any
formula to use. Global values can be dates,
numbers or text.
Goods or Service Type A list of goods or
services a benefit plan sponsor has
approved for reimbursement.
Grade A component of an employee’s
assignment that defines their level and can
be used to control the value of their salary
and other compensation elements.
Grade Comparatio A comparison of the
amount of compensation an employee
receives with the mid–point of the valid
values defined for his or her grade.
Grade Rate A value or range of values
defined as valid for a given grade. Used
for validating employee compensation
entries.
Grade Scale A sequence of steps valid for a
grade, where each step corresponds to one
point on a pay scale. You can place each
employee on a point of their grade scale
and automatically increment all placements
each year, or as required. See also: Pay Scale
Grade Step An increment on a grade scale.
Each grade step corresponds to one point
on a pay scale. See also: Grade Scale
Grandfathered A term used in Benefits
Administration. A person’s benefits are
said to be grandfathered when a plan
changes but they retain the benefits
accrued.
Group A component that you define, using
the People Group key flexfield, to assign
employees to special groups such as
pension plans or unions. You can use
groups to determine employees’ eligibility
for certain elements, and to regulate access
to payrolls.
Hierarchy An organization or position
structure showing reporting lines or other
relationships. You can use hierarchies for
reporting and for controlling access to
Oracle HRMS information.
Glossary – 8
Running Your Payroll Using Oracle HRMS (UK)
I
Imputed Income Certain forms of indirect
compensation that US Internal Revenue
Service Section 79 defines as fringe benefits
and taxes the recipient accordingly.
Examples include employer payment of
group term life insurance premiums over a
certain monetary amount, personal use of a
company car, and other non–cash awards.
Initiator In SSHR a person who starts a 360
Degree appraisal (Employee or Self) on an
individual. An initiator and the appraisee
are the only people who can see all
appraisal information.
Input Values Values you define to hold
information about elements. In Oracle
Payroll, input values are processed by
formulas to calculate the element’s run
result. You can define up to fifteen input
values for an element.
Instructions An SSHR user assistance
component displayed on a web page to
describe page functionality.
K
Key Flexfield A flexible data field made up of
segments. Each segment has a name you
define and a set of valid values you specify.
Used as the key to uniquely identify an
entity, such as jobs, positions, grades, cost
codes, and employee groups. See also:
Descriptive Flexfield
L
Leaver’s Statement In the UK, this Records
details of Statutory Sick Pay (SSP) paid
during a previous employment (issued as
form SSP1L) which is used to calculate a
new employee’s entitlement to SSP. If a
new employee falls sick, and the last date
that SSP was paid for under the previous
employment is less than eight calendar
weeks before the first day of the PIW for
the current sickness, the maximum liability
for SSP is reduced by the number of weeks
of SSP shown on the statement.
Life Event A significant change in a person’s
life that results in a change in eligibility or
ineligibility for a benefit.
Life Event Collision A situation in which the
impacts from multiple life events on
participation eligibility, enrollability, level of
coverage or activity rates conflict with each
other.
Life Event Enrollment A benefits plan
enrollment that is prompted by a life event
occurring at any time during the plan year.
Linking Interval In the UK, this is the number
of days that separate two periods of
incapacity for work. If a period of
incapacity for work (PIW) is separated from
a previous PIW by less than the linking
interval, they are treated as one PIW
according to the legislation for entitlement
to Statutory Sick Pay (SSP). An employee
can only receive SSP for the maximum
number of weeks defined in the legislation
for one PIW.
Linked PIWs In the UK, these are linked
periods of incapacity for work that are
treated as one to calculate an employee’s
entitlement to Statutory Sick Pay (SSP). A
period of incapacity for work (PIW) links to
an earlier PIW if it is separated by less than
the linking interval. A linked PIW can be
up to three years long.
LMSS Line Manager Self Service. A
predefined SSHR responsibility.
Lookup Types Categories of information,
such as nationality, address type and tax
type, that have a limited list of valid values.
You can define your own Lookup Types,
and you can add values to some predefined
Lookup Types.
Lower Earnings Limit (LEL) In the UK, this is
the minimum average weekly amount an
employee must earn to pay National
Insurance contributions. Employees who
do not earn enough to pay National
Insurance cannot receive Statutory Sick Pay
(SSP) or Statutory Maternity Pay (SMP).
M
Manager–Employee Appraisal Part of the
SSHR Appraisal function. A manager
appraisal of an employee. However, an
appraising manager does not have to be a
manager.
Maternity Pay Period In the UK, this is the
period for which Statutory Maternity Pay
(SMP) is paid. It may start at any time from
the start of the 11th week before the
expected week of confinement and can
continue for up to 18 weeks. The start date
is usually agreed with the employee, but
can start at any time up to the birth. An
employee is not eligible to SMP for any
week in which she works or for any other
reason for ineligibility, defined by the
legislation for SMP.
Menus You set up your own navigation
menus, to suit the needs of different users.
Glossary – 9
N
O
NACHA National Automated Clearing House
Association. This is the US system for
making direct deposit payments to
employees.
Net Accrual Calculation The rule that defines
which element entries add to or subtract
from a plan’s accrual amount to give net
entitlement.
Net Entitlement The amount of unused paid
time off an employee has available in an
accrual plan at any given point in time.
Nonrecurring Elements Elements that process
for one payroll period only unless you
make a new entry for an employee. See
also: Recurring Elements
North American Industrial Classification
(NAIC) code The North American
Industrial Classification system (NAICs)
was developed jointly by the US, Canada
and Mexico to provide comparability in
statistics regarding business activity across
North America. The NAIC replaces the US
Standard Industrial Classification (SIC)
system, and is used in the Employment
Equity Report.
National Occupational Classification (NOC)
code In Canada, the National Occupational
Classification (NOC) System was
developed to best reflect the type of work
performed by employees. Occupations are
grouped in terms of particular tasks, duties
and responsibilities. The use of this
standardized system ensures consistency of
data from year to year within the same
company as well as between companies.
These codes are used in the Employment
Equity Report.
Not in Program Plan A benefit plan that you
define outside of a program.
Open Enrollment A type of scheduled
enrollment in which participants can enroll
in or alter elections in one or more benefits
plans.
Oracle FastFormula An Oracle tool that
allows you to write Oracle HRMS formulas
without using a programming language.
Organization A required component of
employee assignments. You can define as
many organizations as you want within
your Business Group. Organizations can be
internal, such as departments, or external,
such as recruitment agencies. You can
structure your organizations into
organizational hierarchies for reporting
purposes and for system access control.
OSSWA Oracle Self Service Web Applications.
OTM Oracle Training Management.
Glossary – 10
Running Your Payroll Using Oracle HRMS (UK)
P
Pattern A pattern comprises a sequence of
time units that are repeated at a specified
frequency. Oracle SSP/SMP uses SSP
qualifying patterns to determine employees
entitlement to Statutory Sick Pay (SSP).
Pattern Time Units A sequence of time units
specifies a repeating pattern. Each time
unit specifies a time period of hours, days
or weeks.
Pay Scale A set of progression points that can
be related to one or more rates of pay.
Employee’s are placed on a particular point
on the scale according to their grade and,
usually, work experience. See also: Grade
Scale
Payment Type There are three standard
payment types for paying employees:
check, cash and direct deposit. You can
define your own payment methods
corresponding to these types.
Payroll A group of employees that Oracle
Payroll processes together with the same
processing frequency, for example, weekly,
monthly or bimonthly. Within a Business
Group, you can set up as many payrolls as
you need.
People List An SSHR line manager utility used
to locate an employee.
Performance (within Assessment) An
expectation of ”normal” performance of a
competence over a given period. For
example, a person may exceed performance
expectation in the communication
competence. See also: Proficiency (within
Assessment), Competence, Assessment
Period of Incapacity for Work (PIW) In the
UK, this is a period of sickness that lasts
four or more days in a row, and is the
minimum amount of sickness for which
Statutory Sick Pay can be paid. If a PIW is
separated by less then the linking interval, a
linked PIW is formed and the two PIWs are
treated as one.
Period Type A time division in a budgetary
calendar, such as week, month, or quarter.
Person Search An SSHR function which
enables a manager to search for a person.
There are two types of search, Simple and
Advanced.
Person Type There are eight system person
types in Oracle HRMS. Seven of these are
combinations of employees, ex–employees,
applicants, and ex–applicants. The eighth
category is ’External’. You can create your
own user person types based on the eight
system types.
Personal Tax Credits Return (TD1) A Revenue
Canada form which each employee must
complete. Used by the employee to reduce
his or her taxable income at source by
claiming eligible credits and also provides
payroll with such important information as
current address, birth date, and SIN. These
credits determine the amount to withhold
from the employee’s wages for
federal/provincial taxes.
Plan Design The functional area that allows
you to set up your benefits programs and
plans. This process involves defining the
rules which govern eligibility, available
options, pricing, plan years, third party
administrators, tax impacts, plan assets,
distribution options, required reporting,
and communications.
Plan Sponsor The legal entity or business
responsible for funding and administering a
benefits plan. Generally synonymous with
employer.
Position A specific role within the Business
Group derived from an organization and a
job. For example, you may have a position
of Shipping Clerk associated with the
organization Shipping and the job Clerk.
Predefined Components Some elements and
balances, all primary element classifications
and some secondary classifications are
defined by Oracle Payroll to meet
legislative requirements, and are supplied
to users with the product. You cannot
delete these predefined components.
Glossary – 11
Professional Information An SSHR function
which allows an employee to maintain their
own professional details or a line manager
to maintain their direct reports professional
details.
Proficiency (within Assessment) The
perceived level of expertise of a person in a
competence, in the opinion of the assessor,
over a given period. For example, a person
may demonstrate the communication
competence at Expert level. See also:
Performance (within Assessment), Competence,
Assessment
Proficiency Level A system for expressing and
measuring how a competence is exhibited
in the work context. See also: Behavioral
Indicators.
Progression Point A pay scale is calibrated in
progression points, which form a sequence
for the progression of employees up the pay
scale. See also: Pay Scale
Provincial/Territorial Employment Standards
Acts In Canada, these are laws covering
minimum wages, hours of work, overtime,
child labour, maternity, vacation,
public/general holidays, parental and
adoption leave, etc., for employees
regulated by provincial/territorial
legislation.
Provincial Health Number In Canada, this is
the account number of the provincially
administered health care plan that the
employer would use to make remittances.
There would be a unique number for each
of the provincially controlled plans i.e.
EHT, Quebec HSF, etc.
PTO Accrual Plan A benefit in which
employees enroll to entitle them to accrue
and take paid time off. The purpose of
absences allowed under the plan, who can
enroll, how much time accrues, when the
time must be used, and other rules are
defined for the plan.
Glossary – 12
Running Your Payroll Using Oracle HRMS (UK)
Q
QPP (See Canada/Quebec Pension Plan)
Qualification Type An identified
qualification method of achieving
proficiency in a competence, such as an
award, educational qualification, a license
or a test. See also: Competence
Qualifying Days In the UK, these are days on
which Statutory Sick Pay (SSP) can be paid,
and the only days that count as waiting
days. Qualifying days are normally work
days, but other days may be agreed.
Qualifying Pattern See: SSP Qualifying Pattern
Qualifying Week In the UK, this is the week
during pregnancy that is used as the basis
for the qualifying rules for Statutory
Maternity Pay (SMP). The date of the
qualifying week is fifteen weeks before the
expected week of confinement and an
employee must have been continuously
employed for at least 26 weeks continuing
into the qualifying week to be entitled to
SMP.
Quebec Business Number In Canada, this is
the employer’s account number with the
Ministere du Revenu du Quebec, also
known as the Quebec Identification
number. It consists of 15 digits, the first 9
identify the employer, the next 2 identify
the type of tax account involved (payroll vs.
corporate tax), and the last 4 identify the
particular account for that tax.
Questionnaire An SSHR function which
records the results of an appraisal.
QuickPaint Report A method of reporting on
employee and applicant assignment
information. You can select items of
information, paint them on a report layout,
add explanatory text, and save the report
definition to run whenever you want. See
also: Assignment Set
R
Rates A set of values for employee grades or
progression points. For example, you can
define salary rates and overtime rates.
Rating Scale Used to describe an enterprise’s
competencies in a general way. You do not
hold the proficiency level at the competence
level. See also: Proficiency Level
Record of Employment (ROE) A Human
Resources Development Canada form that
must be completed by an employer
whenever an interruption of earnings
occurs for any employee. This form is
necessary to claim Employment Insurance
benefits.
Recruitment Activity An event or program to
attract applications for employment.
Newspaper advertisements, career fairs
and recruitment evenings are all examples
of recruitment activities. You can group
several recruitment activities together
within an overall activity.
Recurring Elements Elements that process
regularly at a predefined frequency.
Recurring element entries exist from the
time you create them until you delete them,
or the employee ceases to be eligible for the
element. Recurring elements can have
standard links. See also: Nonrecurring
Elements, Standard Link
Region A collection of logically related fields
in a window, set apart from other fields by
a rectangular box or a horizontal line across
the window. See also: Block, Field
Registered Pension Plan (RPP) This is a
pension plan that has been registered with
Revenue Canada. It is a plan where funds
are set aside by an employer, an employee,
or both to provide a pension to employees
when they retire. Employee contributions
are generally exempt from tax.
Registered Retirement Savings Plan (RRSP)
This is an individual retirement savings
plan that has been registered with Revenue
Canada. Usually, contributions to the
RRSP, and any income earned within the
RRSP, is exempt from tax.
Report Parameters Inputs you make when
submitting a report to control the sorting,
formatting, selection, and summarizing of
information in the report.
Report Set A group of reports and concurrent
processes that you specify to run together.
Requisition The statement of a requirement
for a vacancy or group of vacancies.
Request Groups A list of reports and
processes that can be submitted by holders
of a particular responsibility. See also:
Responsibility
Residual The amount of unused paid time off
entitlement an employee loses at the end of
an accrual term. Typically employees can
carry over unused time, up to a maximum,
but they lose any residual time that exceeds
this limit. See also: Carry Over
Glossary – 13
Responsibility A level of authority in an
application. Each responsibility lets you
access a specific set of Oracle Applications
forms, menus, reports, and data to fulfill
your business role. Several users can share
a responsibility, and a single user can have
multiple responsibilities. See also: Security
Profile, User Profile Options, Request Groups,
Security Groups
Retry Method of correcting a payroll run or
other process before any post–run
processing takes place. The original run
results are deleted and the process is run
again.
Revenue Canada Department of the
Government of Canada which, amongst
other responsibilities, administers,
adjudicates, and receives remittances for all
taxation in Canada including income tax,
Employment Insurance premiums, Canada
Pension Plan contributions, and the Goods
and Services Tax (legislation is currently
proposed to revise the name to the Canada
Customs and Revenue Agency). In the
province of Quebec the equivalent is the
Ministere du Revenu du Quebec.
Reviewer (SSHR) A person invited by an
appraising manager to add review
comments to an appraisal.
Reversal Method of correcting payroll runs or
QuickPay runs after post–run processing
has taken place. The system replaces
positive run result values with negative
ones, and negative run result values with
positive ones. Both old and new values
remain on the database.
Rollback Method of removing a payroll run
or other process before any post–run
processing takes place. All assignments
and run results are deleted.
Glossary – 14
Running Your Payroll Using Oracle HRMS (UK)
S
Search by Date An SSHR sub–function used
to search for a Person by Hire date,
Application date, Job posting date or search
by a Training event date.
Salary Basis The period of time for which an
employee’s salary is quoted, such as hourly
or annually. Defines a group of employees
assigned to the same salary basis and
receiving the same salary element.
Scheduled Enrollment A benefits plan
enrollment that takes place during a
predefined enrollment period, such as an
open enrollment. Scheduled enrollments
can be administrative, open, or
unrestricted.
Security Group Security groups enable HRMS
users to partition data by Business Group.
Only used for Cross Business Group
Responsibility security. See also:
Responsibility, Security Profile, User Profile
Options
Security Profile Security profiles control
access to organizations, positions and
employee and applicant records within the
Business Group. System administrators use
them in defining users’ responsibilities. See
also: Responsibility
Self Appraisal Part of the SSHR Appraisal
function. This is an appraisal undertaken by
an employee to rate their own performance
and competencies.
SMP See: Statutory Maternity Pay
Social Insurance Number (SIN) A unique
number provided by Human Resources
Development Canada (HRDC) to each
person commencing employment in
Canada. The number consists of 9 digits in
the following format (###–###–###).
Source Deductions Return (TP 1015.3) A
Ministere du Revenu du Quebec form
which each employee must complete. This
form is used by the employee to reduce his
or her taxable income at source by claiming
eligible credits and also provides payroll
with such important information as current
address, birth date, and SIN. These credits
determine the amount of provincial tax to
withhold from the employee’s wages.
Special Information Types Categories of
personal information, such as skills, that
you define in the Personal Analysis key
flexfield.
SSHR Oracle Self–Service Human Resources.
An HR management system using an
intranet and web browser to deliver
functionality to employees and their
managers.
SSP See: Statutory Sick Pay
SSP Qualifying Pattern In the UK, an SSP
qualifying pattern is a series of qualifying
days that may be repeated weekly, monthly
or some other frequency. Each week in a
pattern must include at least one qualifying
day. Qualifying days are the only days for
which Statutory Sick Pay (SSP) can be paid,
and you define SSP qualifying patterns for
all the employees in your organization so
that their entitlement to SSP can be
calculated.
Standard Link Recurring elements with
standard links have their element entries
automatically created for all employees
whose assignment components match the
link. See also: Element Link, Recurring
Elements
Statement of Commissions and Expenses for
Source Deduction Purposes (TP
1015.R.13.1) A Ministere du Revenu du
Quebec form which allows an employee
who is paid partly or entirely by
commissions to pay a constant percentage
of income tax based on his or her estimated
commissions for the year, less allowable
business expenses.
Statement of Remuneration and Expenses
(TD1X) In Canada, the Statement of
Remuneration and Expenses allows an
employee who is paid partly or entirely by
commission to pay a constant percentage of
income tax, based on his or her estimated
income for the year, less business-related
expenses.
Statutory Maternity Pay In the UK, you pay
Statutory Maternity Pay (SMP) to female
employees who take time off work to have
a baby, providing they meet the statutory
requirements set out in the legislation for
SMP.
Standard HRMS Security The standard
security model. Using this security model
you must log on as a different user to see a
different Business Group. See: Multiple
Responsibility Security
Statutory Sick Pay In the UK, you pay
Statutory Sick Pay (SSP) to employees who
are off work for four or more days because
they are sick, providing they meet the
statutory requirements set out in the
legislation for SSP.
Succession Planning An SSHR function which
enables a manager to prepare a succession
plan.
Glossary – 15
Suitability Matching An SSHR function which
enables a manager to compare and rank a
persons competencies.
T
Tabbed Regions Parts of a window that
appear in a stack so that only one is visible
at any time. You click on the tab of the
required region to bring it to the top of the
stack.
Task Flows A sequence of windows linked by
buttons to take you through the steps
required to complete a task, such as hiring a
new recruit. System administrators can
create task flows to meet the needs of
groups of users.
Terminating Employees You terminate an
employee when he or she leaves your
organization. Information about the
employee remains on the system but all
current assignments are ended.
Termination Rule Specifies when entries of an
element should close down for an employee
who leaves your enterprise. You can define
that entries end on the employee’s actual
termination date or remain open until a
final processing date.
Tips An SSHR user assistance component that
provides information about a field.
Glossary – 16
Running Your Payroll Using Oracle HRMS (UK)
U
User Assistance Components SSHR online
help comprising tips and instructions.
User Balances Users can create, update and
delete their own balances, including
dimensions and balance feeds. See also:
Balances
User Profile Options Features that allow
system administrators and users to tailor
Oracle HRMS to their exact requirements.
See also: Responsibility, Security Profile
V
Viewer (SSHR) A person with view only
access to an appraisal. An appraising
manager or an employee in a 360 Degree
Self appraisal can appoint view only access
to an appraisal.
W
WCB Account Number In Canada, this is the
account number of the provincially
administered Worker’s Compensation
Board that the employer would use to make
remittances. There would be a unique
number for each of the provincially
controlled boards i.e. Workplace Safety &
Insurance Board of Ontario, CSST, etc.
Waiting Days In the UK, statutory Sick Pay is
not payable for the first three qualifying
days in period of incapacity for work
(PIW), which are called waiting days. They
are not necessarily the same as the first
three days of sickness, as waiting days can
be carried forward from a previous PIW if
the linking interval between the two PIWs
is less than 56 days.
Work Choices Also known as Work
Preferences, Deployment Factors, or Work
Factors. These can affect a person’s capacity
to be deployed within an enterprise, such
willingness to travel or relocate. You can
hold work choices at both job and position
level, or at person level.
Worker’s Compensation Board In Canada,
this is a provincially governed legislative
body which provides benefits to employees
upon injury, disability, or death while
performing the duties of the employer.
Worker’s Compensation Board premiums
are paid entirely by the employer.
Workflow An Oracle application which uses
charts to manage approval processes and in
addition is used in SSHR to configure
display values of sections within a web
page and instructions.
Work Structures The fundamental definitions
of organizations, jobs, positions, grades,
payrolls and other employee groups within
your enterprise that provide the framework
for defining the work assignments of your
employees.
Glossary – 17
Glossary – 18
Running Your Payroll Using Oracle HRMS (UK)
Index
A
B
Additional element entries, after payroll run
reversals, 1 – 16
Advance Pay process
Advance Pay Listing, 1 – 54
batch assignment setup, 1 – 52
elements created by, 1 – 20
individual assignment setup, 1 – 53
overview, 1 – 18
running, 1 – 51, 1 – 56
viewing results, 1 – 55
Arrestments
closing, 2 – 21
conjoined, 2 – 11
current maintenance, 2 – 11
earnings, 2 – 11
elements and balances, 2 – 13 to 2 – 15
entering, 2 – 19 to 2 – 20
legislation, 2 – 4
viewing, 2 – 26
Assignment processes
marking for retry or rollback, 1 – 21
rolling back, 1 – 74
viewing by assignment or by process, 1 – 21
to 1 – 23
viewing further information, 1 – 61
viewing results, 1 – 59, 1 – 60
Assignment sets
as consolidation sets, 1 – 6
uses in payroll runs, 1 – 7
BACS process
creating the file, 1 – 45
creating the tape, 1 – 47
overview, 1 – 12 to 1 – 14
preparing to run, 1 – 43
setting up, 1 – 44
viewing the file, 1 – 48
Balances
adjusting, 1 – 65
displaying SOE balances, 1 – 66
for NI class 1a, 3 – 21
predefined, 3 – 7, 3 – 13
viewing, 1 – 63
C
Cash process, 1 – 49
Cheque Writer process, 1 – 10
reissuing voided cheques, 1 – 37
voiding cheque payments, 1 – 36
Company car, employer’s contributions, 3 – 17
to 3 – 22
Consolidation sets
changing, 1 – 6, 1 – 33
defining, 1 – 29
deleting, 1 – 29
overview, 1 – 6
Index – 1
Court orders
AEOs, 2 – 6
community charge, 2 – 10
council tax, 2 – 10
deduction from earnings, 2 – 10
elements and balances, 2 – 13 to 2 – 15
entering, 2 – 16
legislation, 2 – 4
priority and non–priority, 2 – 8
processing priority, 2 – 8
viewing, 2 – 26
D
Directors’ NIC
enabling payment on account, 3 – 41
payment on account, 3 – 40
rules that apply, 3 – 12
updating NI category and pension
arrangements, 3 – 39
upgrading an employee to director, 3 – 38
viewing processing results, 3 – 54
E
Element entries
arrestments, 2 – 19 to 2 – 20
court order, 2 – 16
for NI class 1a, 3 – 42
Element sets, uses in payroll runs, 1 – 7
Employee assignments, multiple, 3 – 21
Employees, viewing run result history, 1 – 62
Employment information, updating an
employee to director, 3 – 38
End of Year process, 3 – 50
accuracy requirements, 3 – 23
P35 listing, 3 – 50
printing details, 3 – 23
writing magnetic report to tape, 3 – 26
Exchange Rates, defining, 1 – 27
M
Manual payments, recording details, 1 – 11
Index – 2
Running Your Payroll Using Oracle HRMS (UK)
Monetary units, assigning to a currency, 1 – 50
Multiple assignments
aggregating earnings for NIC, 3 – 21
priority of processing, 3 – 53
sequencing payroll runs, 3 – 22
N
NI car elements, 3 – 18 to 3 – 22
entering, 3 – 42
updating, 3 – 44
viewing run results, 3 – 45
NIC
age and pension factors, 3 – 10
arrears, 3 – 11
category codes, 3 – 8
class 1a, 3 – 17 to 3 – 22
correcting category code entries, 3 – 35 to 3 –
36
earnings periods, 3 – 10
entering details, 3 – 32 to 3 – 34
for directors, 3 – 12
legislative details, 3 – 8 to 3 – 11
lower earnings limit, 3 – 9
multiple assignments, 3 – 21
Oracle startup data for, 3 – 13 to 3 – 22
overriding system, 3 – 37
upper earnings limit, 3 – 9
viewing class 1a run results, 3 – 45
what is NIable, 3 – 9
Nonrecurring elements, in payroll run
reversals, 1 – 16
O
Oracle Payroll, reconciling payments with
Oracle Cash Management, 1 – 75
P
PAYE
balances, 3 – 7
entering employee tax details, 3 – 30 to 3 – 31
key dates in tax calendar, 3 – 5
legislative details, 3 – 5 to 3 – 6
Oracle startup data for, 3 – 7
validating tax code format, 3 – 30
Payroll process results, viewing, retrying,
rolling back, 1 – 57
Payroll processes
Advance Pay, 1 – 18
BACS, 1 – 12
Cash, 1 – 49
Cheque Writer, 1 – 10, 1 – 35
End of Year, 3 – 50
External/Manual Payments, 1 – 11, 1 – 42
PrePayments, 1 – 10, 1 – 34
RetroPay, 1 – 10 to 1 – 12
Start of Year, 3 – 46
Void Cheque Payments, 1 – 10, 1 – 37
Payroll processes overview, 1 – 4
Payroll runs
overview, 1 – 4 to 1 – 5
restricting processing with element sets, 1 – 7
retrying, 1 – 14 to 1 – 16, 1 – 69
reversing, 1 – 16, 1 – 70
rolling back, 1 – 17, 1 – 71
starting off, 1 – 30
Predefined elements, for NI class 1a, 3 – 18 to 3
– 22
PrePayments process, 1 – 10
Q
QuickPay, 1 – 8 to 1 – 9
concurrent manager messages, 1 – 8
making manual payments, 1 – 42
post–run processing, 1 – 8, 1 – 41
reversing, 1 – 70
R
Reports
Advance Pay Listing, 1 – 54
Assignments Unavailable for Processing
Listing, 1 – 81
Employee Run Results Summary, 1 – 79
Gross to Net, 1 – 77
Multiple Assignments, 3 – 50, 3 – 57
NI Car Detail, 3 – 58
P35 Listing, 3 – 50
P60, 3 – 50
Pay Advice, 1 – 83
Pay Advice Alignment, 1 – 84
Payments Summary, 1 – 78
Payroll Message, 1 – 76
Payroll Statutory Calendar, 1 – 80
Start of Year: Unprocessed P9 Records, 3 – 55
Tax Payments Listing, 3 – 59
Void Payments, 1 – 82
Retries
automatic retries, 1 – 14
marking assignment groups for retry, 1 – 68
marking individual assignments for retry, 1 –
67
marking large and small processes for retry,
1 – 67
overview, 1 – 14 to 1 – 16
payroll runs and other processes, 1 – 69
post–run processing rule, 1 – 14
processing type options, 1 – 19
RetroPay process
by aggregate, 1 – 10 to 1 – 12
by run, 1 – 10
creating a RetroPay set, 1 – 39
running, 1 – 40
setting up, 1 – 38
when to run, 1 – 10
Reversals, 1 – 16
payroll runs, 1 – 70 to 1 – 72
QuickPay runs, 1 – 70
Rollbacks, 1 – 71
individual assignments, 1 – 74
large numbers of assignments, 1 – 73
processing type options, 1 – 19
small groups of assignments, 1 – 72
uses of, 1 – 17
S
Start of Year process, 3 – 46
T
Tax calendar, 3 – 5
Index – 3
Tax codes, 3 – 5
validating format of, 3 – 30
V
Void Cheque Payments process
reissuing voided cheques, 1 – 37
running, 1 – 36
when to run, 1 – 10
W
Windows
Adjust Balance, 1 – 65
Index – 4
Running Your Payroll Using Oracle HRMS (UK)
Assign Monetary Units to a Currency, 1 – 50
Assignment Processes, 1 – 21
Consolidation Sets, 1 – 29
default navigation paths, A – 2
Employee Assignment Processes, 1 – 21
Exchange Rates, 1 – 27
External/Manual Payments, 1 – 11
Pay Advice Report, 1 – 83, 3 – 54
QuickPay, 1 – 8
RetroPay Set, 1 – 39
Statutory Details, 3 – 30
Update Payroll Run, 1 – 33
View Employee Run Result History, 1 – 62
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Using Oracle HRMS
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