Payroll Retry

Once the Payroll run is completed there may be chance that few assignment may end up in some errors or few assignment may be processed with some old element entries or payroll department would have processed with limited information or the payroll analyst would have forgotten to modify the formula for earning/deduction element which will affect certain group of Employees, We can uses retries for correcting these mistake which occurred in the Payroll Run provided there are no Post run process taken Place

We can retry a single assignment, set of assignment, or Mark a large payroll Process for Retry

To retry Single assignment

• It can be done in the quick Pay form by clicking the Retry Button, this is the convenient method for retying if we have very few employees to be corrected

To retry for small number of process

• In the Payroll Process window, Query the process based on the payroll and the Action type, Mark the process for retry by checking the Retry check box
• This effectively marks all the assignment attached to the process

To Mark a Large Payroll Process for Retry

• If we need to retry the payroll, run the Process 'Mark Payroll Run for Retry' this has two parameters Payroll run and the Assignment Set

Note:

• If any post run process has occurred then we need to rollback the Post Run Process and then mark the process for retry
• Any assignments having a status of Error after a payroll run, those assignments are automatically retried when you run the payroll again

Try this Process!!!

Payroll Processing

Before we start the Payroll Run. We need to assign the necessary element for the employee

For the normal payroll run we will include all the elements and process all the assignment
But under certain circumstance we may need

• Include or exclude certain element or assignment
• Include or exclude certain group of assignment
• Include or Exclude certain classification of element

For the above conditions we may need to create an Assignment set or an Element set

Creating Assignment Set

Example for the use of assignment set is. We need to process the payroll for the night shift employees before the day shift employees as they need to receive the Pay advice the night before the rest
For complete details of setting up the Assignment set please refer the blog http://ramesh-oraclehrms.blogspot.com/2007/08/assignment-set.html

Creating Element Set

• Enter the Element Set name
• Choose the classification as ‘Run Set’
• Save the work
• Select the Include button and add the required element to the set

The Payroll Process

• Quick Pay
• Payroll run

Quick Pay

Follow the link for the Quick Pay in Detail

• http://ramesh-oraclehrms.blogspot.com/2007/09/quick-pay-process.html
  

Follow the steps to run the Payroll Process
1) Payroll Process
Parameters: Payroll Name
Consolidation Set
Element Set
Assignment Set
Date Earned
Date Paid
Run type
2) PrePayments
Parameter: Payroll Name
Consolidation set
Start Date
End Date

3) Run the check writer Process (Enabled for few legislation)
4) Run the Direct Deposit Process
5) Payslip Archive Process

If the costing is enabled then
6) Run the costing Process
7) Costing of Payments (if you want to cost at the payment method level)
8) Transfer to GL

From the GL side, import the Journal Entry

Try it out!!!

Assignment Set

Assignment set are to be defined for the following purpose

• For processing only the subset of the Assignment for the payroll processing eg: Payroll for the People who work in the night shift need to be processed first as they need to receive the pay advice before the day shift employees
• For generating the quick paint report for the set of assignment
• Can be used in the BEE for creating the identical entry for all the assignment in the Assignment set

Before we start defining the Assignment set we need to decide whether we are going to use Assignment set for the payroll process or for some other process like reporting etc.

Defining the Assignment set

• Enter the name of assignment set (Only Char, ( _ ) and Numbers are allowed and NO SPACE allowed)
• If you need to use this assignment set only for the payroll then select the Payroll from the LOV Otherwise it is an optional field we can leave it blank.
• Save the work

If we want to use the formula criteria for defining the Assignment set choose the button Criteria from the assignment set window

• Enter the Seq Number
• Leave the Condition field Blank for the first line, you can choose either AND / OR depending on the criteria
• Choose the Database Item as the variable for the criteria (all the Database Item will be prefixed by '&')
• Choose the Operator (=, <=, >= , etc..,)
• Enter the Value or choose the Database Item
• Keep entering the other criteria from the second line
• Save the work

If you specifically want to include or exclude any assignment choose the button Amendment button

• Choose the option Inc/Exc from the LOV
• Select the Name from the LOV
• Save the work

Select the Generate Button for generating the Fast Formula for the criteria defined above. The Fast formula will be created with the same name as the assignment set

Try it out!!!

Cost Allocation flexfield and Costing process

Following are the important Key flexfield in HR and Payroll

HRMS

• Job Flexfield
• Position flexfield
• Grade Flexfield
• People Group
• Cost Allocation
• Competence Flexfield
• Personal Analysis Flexfield
• Soft Coded KeyFlexfield

Payroll

• People Group Flexfield
• Cost Allocation Flexfield
• Bank Details KeyFlexField

Setting up of Cost allocation flexfield is an mandatory setup step for the Payroll Setup

Cost allocation Flexfield is used to accumulate the employee costing information, if we use Oracle Payroll we can accumulate the cost associated with the payroll and transfer to GL and if we are not using Oracle Payroll we can able to interface the costing information to the third Party Payroll system

Few important points which should be taken care before creating the Cost allocation flexfield.

• If we are planning to integrate with the GL, then the number segment in the cost allocation flexfield should be same or more than the accounting flexfield.


• We should atleast have one segment for the cost allocation flexfield otherwise will run into error when defining payroll or in other form which is having this flexfield

Cost Allocation flexfiled makes use of qualifiers, we can use the segment qualifiers to control the level at which the costing information can be entered in the system.the various level at which we can cost are

• Element entry
• Assignment
• Organization
• Element Link
• Payroll

If the element is not costed at any level then the final costing information will get accumulated in the suspense account which is defined in the payroll form.

Use the GL Map window to map the cost allocation flexfield with the GL Accounting flexfield, we should map each cost allocation segment with the GL Segment for each Payroll. for the addition segment in the cost allocation flexfield should be mapped to 'Null'

Following are the process that you need to run for transferring the costing information from Oracle to Payroll

• Costing process
• Costing of Payment
• Transfer to GL

Try it out!!!

Assignment action interlock rule failure

During the Payrol Run Rollback Many time we might come accross with the Error message
APP-PAY-07507: Assignment action interlock rule failure

This May be due to multiple resason but one such reason is, there may be some future sequenced process which has to be rollback before we roll back the current process.

To find the list of all future sequenced process Exucute the following Query

select distinct pact.payroll_action_id, pact.effective_date, pact.action_type
from pay_action_classifications CLASS,
pay_payroll_actions PACT,
pay_assignment_actions ACT,
per_assignments_f ASS,
per_periods_of_service POS,
pay_assignment_actions act1,
per_assignments_f ass1
where POS.person_id = ass1.person_id
and ass1.assignment_id = act1.assignment_id
and ASS.period_of_service_id = POS.period_of_service_id
and ACT.assignment_id = ASS.assignment_id
and ACT.action_sequence > act1.action_sequence
and ACT.action_status in ('C', 'S', 'M')
and ACT.payroll_action_id = PACT.payroll_action_id
and PACT.action_type = CLASS.action_type
and CLASS.classification_name = 'SEQUENCED'

This Query will return the list of all future sequence process which need to be rolled back first before we rollback the current process

Hope this helps :)

Defining Payroll

Sample Setup Steps for Defining Payroll

Before Defining the Payroll you need to make sure that you have defined the Payment Method.
You can refer the blog for defing the payment method
http://ramesh-oraclehrms.blogspot.com/2007/08/payroll-payment-method-definition.html

(N) Payroll > Description

• Set the Effective date
• Enter the Payroll Name
• Select the Payroll Type you want to Use from the List e.d Bi-weekly, Bi-Monthly, Monthly etc.
• Enter the End date of the Payroll's First Period
• Enter the number of years you want the Payroll Calendar period to be opened, Note certain process needs this date to be extended to the future e.g PTO carryover process needs payroll calendar to be opened till the end of the accrual term
• In the date offset region you can either enter positive or negative values for the number of days before and after the period end date: Check Date: is the date on which the Paycheck become negotiable; Schedule Run: Is the date scheduled for the regular each period Cut off Date: This date provides the information that that final date for entering and modifying any payroll information before the Run Pay Slip: This is always a positive number which Will prevent your employee from viewing the payslip before the actual payment is been made. Note: These Offsets date default for the calendar you can modify the date for each period based on your needs by selecting the period
• Select the Default Payment Method. this Default payment method will be used when the employee is not have the valid personal payment method
• Select the consolidation set. One consolidation will be created once you create a BG.
• In the costing region select the costing account and the suspense account. these segments are based on the Cost Allocation Flex field setup
• Select the option Negative Payment check box, if you want the the prepayment process to calculate the Negative amount
• Multiple Assignment attribute is enabled only for few legislation, This attribute enables the employee to get single payment for multiple assignment
• Further Payroll Information is completely based on the localization, each localization will have their unique attribute. This Further information Will be enabled only for the payroll customers
• Save the work
• You can select the Valid Payment Method for this employee in the Valid Payment Method form
• Select the Period dates form, you can see the periods with the default offset date defined above. If you need to close the payroll period you can change the status which will prevent from modifying the payroll period.

Try this out!!!

Payroll Payment Method Definition

The first step to start the payroll Setup is Payment Method

In the Planning and Analysis Phases come up with the Plan of type of Payment Method the company is going to follow

Type of Payment Method

• Check
• Direct Deposit
• Cash

Check will be the default pay method for the payroll.
The Direct Deposit varies from Legislation to Legislation e.g NACHA in US, GIRO in Singapore etc..,

We need to also analysis whether we are planning to Reconcile with Cash Management,

Once we freeze the requirement, follow the below steps for defining the Payment Method

• Set the Effective date
• Enter the Payment Method Name e.g Check, NACHA
• Select the Payment Method type NACHA for Direct Deposit, Cash for Cash Payment etc
• Currency Will be defaulted to the BG but you can change it if required
• If the Payment method controls the payments to third party then select the option Third Party Payment e.g Payment for Benefit Carrier
• Country will be defaulted from the BG
• Enter the Bank Details, Bank Details field varies from Legislation to legislation. For few legislation the flexfield uses Value Set, for few other legislation it is Free Text

Now if you are in 11.5.10 CU 2 and Family Pack less then PFK.RUP1 the Next step will be select the Set of books and enter the cash account.

If you are in 11.5.10 CU2 PFK.RUP1 follow below steps.

• Select the costing Tab you can able to select various option of costing based on your needs and if you need to transfer the payment details to GL select the option transfer to GL
• Select the General Ledger Tab, Select the Set of Book Enter the Cash account and Cash Clearing account for the purpose of Reconciliation. Error Account and the Control Account are optional. These segments comes from GL accounting Flexfield
• Once we select the Cash account in the General Ledger Tab and save. Automatically the cash account and the Set of book information is populated in the Reconciliation Tab
• In Others Tab if we use the Direct Deposit as the Payment Method then we need to enter the details of the Direct Deposit In Singapore we need to enter the Company Code. In US we need to enter few details about the NACHA
• Save the work

Note:

• From PF.K.Rup1 the payment method can be costed which was not available in the previous release.
• The Bank Defined in Payroll should match with the Bank Defined with the AP otherwise reconciliation will not work as expected
• For the Third Party Payment always choose the option either Cash or Check

Try it out!!!

Maintaining An Element

As I previously mention in my Blog 'Element are the Building Blocks for both HR Analysis and for the Payroll Processing'
For Element Creation refer http://ramesh-oraclehrms.blogspot.com/2007/07/element-definition.html

After you have defined and used the Element following are the list of changes that can be made:

• You can Change the Required Input Value to Not-required
• Alter the Sequence of the Input Value to be displayed in the Element Entry Screen
• You can Change the Input Value Validation Rule minimum, Maximum, Lookup and Formula
• Change your specification of which input values create Database Items. Note, however, you cannot remove Database Items if they are used in any formulas or QuickPaint reports.
• You cannot remove existing input values or add new one if you have created any entries for the element

If you wish to delete the element or make any modification you have to follow the below process

• Delete the element entries from all the assignment
• Delete the Element Link
• Date Track to the Element creation Date and modify the details needed or you Can delete the element in the current date itself.

Salary Management and Administation

This is sample setup for the Salary Management.

Before we start the setup we need to have the plan and the complete analysis of the Business Requirement.

• Salary Frequency
• Single Currency or multiple Currency involved
• Does company follow any grade Scale for the salary etc..,

LOV for the Salary PROPOSAL_REASON

Follow the setup for the defining the salary

Salary Element Setup

1. Set the effective date.
2. Define an Recurring Element with classification Earning, Actual Termination, Multiple Entries allowed, and with process in Run option selected.
3. Create the input value with the Unit as Money.
4. Link the element based on the Eligibility criteria.
5. For more details about the element setup refer my previous posting http://ramesh-oraclehrms.blogspot.com/2007/07/element-definition.html

Grade Scale Setup (Optional based on Requirement)

workstructure > Grade > Grade Rate

1. Define the Name for the grade rate
2. Select the Unit as 'Money'
3. Save the header information
4. Select the grade name and the enter the minimum and maximum value
5. Save the work
   

Salary Basis Setup

Salary Basis form is used to define the salary basis for each salary element to be used in the salary administration

1. Enter appropriate name for the salary Basis
2. Select the Basis Monthly or Annual or Hourly or Period
3. Based on Basis we selected, we need to enter the annualization Factor. The annualization factor for monthly and Annual will be defaulted by the system. For hourly and period we need to enter
4. Select the element name that we defined above or the seeded element name (Regular Salary or Regular Wages)
5. Select the input value e.g in US legislation for the Regular Salary element choose the option Monthly Salary
6. Select the Grade Rate defined above
7. Select the appropriate Grade rate Basis as defined in the Grade rate form
8. Enter the Grade Annualization factor e.g. for hourly 40 * 52 = 2080 hours
9. Save the Work
   

Navigate the People > Assignment (B)

Note: From the Family ack PF K salary PUI form is replaced by the Self Service Screen

1. Select the Salary information Tab
2. Select the Salary Basis
3. Save the assignment
4. Select the salary button> Add new Salary
5. Enter the Details in the salary Screen
6. Once you apply the salary will be automatically approved for the first time entry.
7. The Salary Element entry will be automatically created once the salary information is saved

Points to be noted

The Salary will be automatically approved during the first time entry and from the second time onwards only the menu or the responsibility having the salary approval function will be able to approve the proposed salary.

Enjoi Implementing!!!

Clearing the Cache from front end

For the modules involving OA Frame work (Self Service) whenever we do any modification with respect to setup or profile option change etc.., It will not be reflected immediately as you expected due to cache

Another Very common problem is when we add a new responsibility involving the Self Service to the user we will sometimes end up with the following error
'XXX is not a valid responsibility for the current user. Please contact your System Administrator'

The above issue may be due to the cache in the Apache server
we need to request the DBA to bounce the Apache Server for clearing the cache and for the setup to be reflected

I was wondering Is there a way we can do this from front end?

Yes it is simple and easy..... Follow the steps below

Add the responsibility 'Functional Administrator' to the user name
Navigate to (R) Functional Administrator > (T) Core Services > (T) Caching Framework > (M)Global Configuration > (B) Clear all

It will prompt a warning message. Select Yes

Now navigate to the corresponding module, you can able to find the setup reflecting if the previous issue was due to the cache

Try it out!!!