QUESTIONS & ANSWERS
Element General
A-1. What are Elements?
Answer
An Element is a specially designed data structure
that is used to hold information for Human Resources, Benefits and Payroll. Elements may
be represented by compensation types; including earnings such as salary, wages and bonuses. It
is also an efficient way to represent the multiple benefit plans, expense reimbursements and tangible items that are provided to employees. In Payroll, elements also constitutes the structures of all items the payroll run processes.
A-2. What are the seeded Element Classifications and Categories?
Answer
For US Legislation:
Classification (determines priority)
Category (determines taxability)
Involuntary Deductions
Garnishments
Bankruptcy Order
Federal Tax Levy
State Tax Levy
Local
Tax Levy
Child Support Order
Spousal Support Order
Alimony
School Loan
Credit Debt
Pre-Tax Deductions
Deferred Comp 401k
Health Care 125
Dependent Care 125
Tax Deductions
Federal
State
Local
Employer Taxes
Federal
State
Local
Employer Liabilities
Benefits
Overhead (charges employer incurs for employee apart from benefit payments, e.g., cost of employee safety equipment)
Tax Credit
Earned Income Credit (EIC)
Non-Payroll Payments
Expense Reimbursement
Information
Absence Hours
Straight-Time Overtime Hours
Tax Balance
Labor Hours
Regular Hours
A-3. What are the classification priorities?
Answer
(Lower priority numbers process first)
For US Legislation:
Classification
Priority
Default
Information
0-500
250
Non-payroll
501-1000
750
PTO Accruals
1001-1500
1250
Earnings
1501-2000
1750
Supplemental Earnings
2001-3000
2500
Imputed Earnings
3001-3500
3250
Pre-Tax Deductions
3501-4000
3750
Tax Deductions
No Range
4250 (cannot change)
Employer Taxes
No Range
4250 (cannot change)
Tax Credits
No Range
4250 (cannot change)
Involuntary Deductions
5001-5500
5250
Voluntary Deductions
6001-7000
6500
Element creation
B-1. What are the steps to create an Earnings Element? And what does all the information mean?
Answer
(Example: bonus earnings, expense reimbursement, commissions)
1) Navigate to your HRMS Responsibility
2) Navigation: Total Compensation > Basic > Earnings
3) Datetrack
4) Name (must be unique, e.g., Bonus-Year End, maximum of 16 characters)
5) Reporting Name (must be unique, maximum of 12 characters, used in reports, Statement of earnings and Online Payslip)
6) Element Description - optional (e.g., Bonus - Year End)
7) Classification: (e.g., Supplemental Earnings)
8) Category: (e.g., Bonus)
9) Checkboxes:
- FLSA Overtime Earnings - if checked, Earnings are included in the formula used to calculate FLSA overtime - US Leg
- FLSA Overtime Hours - if checked, Hours are included in the formula used to calculate FLSA overtime - US leg
- Overtime Earnings – - Ca Leg.
- Overtime Hours – - Ca Leg.
- EI Hours – Indicated is earning is to be included In the calculation of EI Hours – CA Leg.
- Reduce Regular - if checked, this earning reduces the regular salary of a salaried employee when timecard is not required, used for holiday pay, jury pay, etc.
- Grossup - Allows for creation of a net-to-gross earnings type.
- Standard Link – - indicates that ALL employees who meet eligibility criteria established by the defined link will receive this element. There are NO exceptions to a Standard Link
- Student Earnings
- Total Reached Stop Rule
- Special Inputs Element
10) Type (frequency of payment)
a) Recurring - earning is to be paid every pay period and the amount is static
b) Nonrecurring - earning does not have a regular schedule and/or regular amount, use for mileage, bonus, expenses, etc.
11) Priority (indicates at what point in the payroll process the element will be calculated. Default priority is based on Classification)
12) Calculation Rule (specifies formula to be used)
a) Flat Amount (FLAT_AMOUNT_NONRECUR_V2)
b) Percent of Earnings
c) Hours * Rate
d) Hours * Rate * Factor
13) Separate Check: Yes/No (indicates if earning will be produced as a separate check)
14) Deduction Processing:
a) All - all deductions may be deducted from this earning
b) Tax only - only taxes can be deducted from this earning
c) Tax and Pre-Tax - only taxes and pre-tax deductions can be deducted from this earning
15) Effective Date - populated when form is saved based on Date Track date
B-2. What is the supported length of the name/description of Pre-tax Deduction Elements, and why?
Answer
Pre-tax deduction reporting names should be no longer than 12 characters long.
The reason why the name was allowed to be longer in the past, but not now is because of added functionality
- deferred compensation pre-tax deductions can now have employer match and after tax components.
That necessitates the creation of additional database items with appendages to the element name, but the length of a database
item has to be less than 80 characters - hence the current restriction on deferred comp pre-tax deduction names.
Any existing elements with longer names are not affected because you can't change them to have after tax/employer match components.
B-3. What can the definitions for element's input values be found?
Answer
a. After the deduction is created and linked
b. Navigate to (Payroll -> Write Formulas)
c. Query up the Deduction
d. Click the Edit Button
e. Scroll down to the "Inputs Section Begin" section
f. Each of the inputs has a definition as to what the system is doing
Reference
---------
Note 1080953.6 How Do I Find the Definitions for Input Values for Elements
B-4. How can a new input value be added to an existing element?
Answer
Users can add an additional input value to an existing element if the element has not been processed in a payroll run and the effective date is the date of creation of the element.
It can be added via the element description form.
B-5. How can new format/unit of measure be created to be used in the Input Value section of an Element?
Answer
Application utility looked code UNITS is a system lookup and cannot be modified by the users.
Links
C-1. What are Element Links?
Answer
Links identify one or more assignment components that must be included in an employee's assignment for them to be eligible. Elements can be linked to an employee's:
- Employment category (e.g., Fulltime-Regular, Part-time-Regular)
- Grade
- Job
- Payroll
- People Group segments
- Position
- Salary Basis
- Work Location
- Work Organization
- Blank link (e.g., Vertex and Worker's Comp)
C-2. What are the steps to create a Link for an element?
Answer
1) Navigate to your HRMS Responsibility
2) Navigation: Total Compensation > Link
3) DateTrack
4) Click on List of Values and select Element Name (e.g., Bonus-Discretionary)
5) Select any criteria, Optional, select any costing criteria.
6) Save
7) Optionally, link the <element_name> Special Input.
C-3. What are the steps To Create Element Links for US Vertex and Workers Compensation elements?
Answer
1) Link Criteria for Vertex - create an open link (Save the link without entering any link criteria).
2) Link Criteria for Workers Compensation - create a open link (Save the link without entering any link criteria).
C-4. Is it necessary to create Links for Regular Wages and Regular Salary Special Input Elements?
Answer
These elements are automatically created to facilitate one-time adjustments to base element via PayMix/BEE form, attaching as an element entry to an assignment or Balance Adjustments form and do need to be linked.
Link criteria for Regular Wages Special Input element
a) Payroll: All Payrolls
b) Salary Basis: Hourly or Salary
c) Open link
C-5. How is the Canadian_tax Element linked?
The Canadian_Tax element is linked in the Element Link Form, (Navigation: Total Compensation > Link), using a Standard Link.
C-6. Can a standard link be undone?
Answer
Standard link can be undone by end-dating the element link. Refer to Note 202069.1 on how to end date an element link.
Reference
---------
Note 202069.1 Link FAQ's
C-7. What is the functionality of the Standard Check box in the element link form?
Answer
The Standard Check box makes the link standard for all employees of the Payroll to which the element is linked.
This means an element entry will automatically be created for al employees who fall within the payroll the element is linked to.
Enddating
D-1. How can an element be deleted or end dated?
Answer
The element may be deleted if the element has never been processed. First, purge
the links for may have been created for the element. If the element has been assigned to an employee, purge it from the employee's element entries.
To purge the links, navigate to: Total Compensation
> Element Link. Query the element. Select the red X icon. Select Purge. Save.
To delete or end date an element, navigate to: Total Compensation > Element Description.
Query your element. Select the red X icon. Select Purge or End Date. Save.
D-2. Is there a way to end-date an element entry for several employees?
Answer
Use the PY_ELEMENT_ENTRY_API.DELETE_ELEMENT_ENTRY API (pyeleapi.pkh, pyeleapi.pkb) with the 'DELETE' mode in order to end-date element entries for employees.
Reference
---------
Note 188756.1 How to Use PY_ELEMENT_ENTRY API (pyeleapi.pkb) to End Date Element Entries
D-3. Why are Element Entries deleted/purged on the element Entry form when changing the employment category on the assignment form?
Answer
You have not used 'Update' mode to save the assignment. The Application will end date the existing element entries and create a new element entry with the start date of the 'Update' date.
If you choose 'Correction', the elements will be deleted/purged.
For example:
1. Employee01">15-FEB-2001 to 28-FEB-2001).
2. Navigate to Assignment form: People > Enter and Maintain > Assignment (button).
3. Date track to 20-FEB-2001 on the Assignment form.
4. Change employment category from Fulltime-Regular to Fulltime-Temporary.
5. Save the change. Choose 'Update'.
6. Open Element Entries form (Entries button on Assignment form): Element start date is now 20-FEB-2001. Close form.
7. Date track to 18-FEB-2001 on Assignment form.
8. Open Element Entries form. Note that Element has end-date populated 19-FEB-2001.
Reference:Note 179385.1
Element entries
E-1. Why is an Element not seen in the Element Entries Window?
Answer
The most likely cause is that there is no valid link for the element; therefore, the current assignment is not eligible for the earnings or deduction defined by the element.
It is also worth verifying that any link which is valid is in operation at the current date tracked date & that the element was created in the current business group.
E-2. How can an element entry be end dated an assignment?
Answer
Datetrack to the day you want to end date the element.
Select the element in question on Element Entries screen. (Navigation: People > Enter and Maintain > Assignment > Entries).
Either select Red X Icon or on menu - Edit > Delete to end date element.
You'll get message, 'Do you really want to delete this record?' Yes.
Next options: End date or Purge. Select End date.
The element may disappear from screen.
Requery while on Element Entries screen.
This will bring back up the element and will show the end date. If necessary, datetrack back one day and requery.
E-3. In 10.7 nonrecurring elements loaded in the first rows of the employee element entries screen, why in 11i order is different?
Answer
Sorting order in 11i is different from releases 10.7 and 11.0.3. It is now based on the order in which elements have been added to the Employee Element Entries form. Enhancement request Bug 2591092 has been logged to make sorting order of element entries on PAYWSMEE form in release 11i to be consistent with releases 10.7 and 11.0.3.
E-4. Why can a user change an element entry that was already processed by payroll?
Answer
Oracle Payroll allows to change element entries that were already processed by payroll because of Retropay functionality. If users only change element entries that have been processed, run results still stay
unprocessed. If users changed processed element entries by mistake there is no harm done: all payroll reports will show correct information based on run results. If user intended to change the processed element entry and wish to run retropay, payroll reports and run results will show old run results till retropay is run.
Reference
---------
Note 142585.1 How to Setup Retroactive Payroll Process
Metalink > ERP > Payroll > White Papers > Functional Issues > Running RetroPay
E-5. Why is the element LOV empty on the element entries form when using a Secure User?
Answer
If you have run all the secure user processes and the secure user can access appropriate employees but when they try to access the LOV off the element entries form, there is nothing in the LOV.
Have you created synonyms for each secure user for the HR_LOOKUPS object. You need to drop the synonym for each secure user. You should now be able to access the elements LOV.
The following tables are accessed by the element entries lov (sql stmt):
PAY_ELE_CLASSIFICATION_RULES, PAY_ELEMENT_SETS, PAY_ELEMENT_TYPE_RULES,
PAY_INPUT_VALUES_F, HR_LOOKUPS, pay_paywsmee_elements_lov
Verify that the secure has grants to all these objects.
select * from dba_tab_privs where table_name = <object name from above>
Verify that a public synonym exists for the object
select * from dba_objects where object_name = <object name from above>
and object_type = 'SYNONYM' ;
In this case, there was a public synonym for HR_LOOKUPS
but also had individual synonyms owned by each of the secure users (not HR_SECURE_USER but the secure user names created). That means that the system was using the synonym, within their own schema not the public one.
After dropping the synonym you can now access the LOV;
SQLPLUS> drop synonym schema.synonym name
Reference: Bug 777391 and Note 1063777.6
E-6. Why do Element Entries from Oracle Advanced Benefits have an end date?
Answer
Example affected elements are FOCUS credits, Medical and Dental.
Regular Salary and other benefit deductions are not affected.
Please apply a patch which includes file BENELMEN.pkb version 115.85 or higher,
e.g. Patch 1708347.
Reference
---------
E-7. Why isn't the 'Others' button displayed on the Element Entries Form?
Answer
In accordance with Documentation: Managing Compensation and Benefits Using
Oracle HRMS (US), Part Number A77144-01, Chapter 3, Page 3-23, Establishing
Benefit Coverage for Dependents (Basic Benefits)
“Item 2: In the Element Entries window for the employee's
primary assignment, select the element representing the benefit for which dependent coverage is entered. Choose the 'Others' button and select Dependent Coverage to open the Covered Dependents window.”
Work Around is Available Until Bug 1786472 is made available for download:
User will need to customize the task flow for US HR MANAGER or Customize US HRMS MANAGER address validation.
Bug 1786472 is scheduled to be released with the January Patch set and is included in HR_PF: Patch 11i.HR_PF.A (2115771) and above.
Reference: 145926.1
Other
F-1. PTO accrual plan elements, do they need to be linked?
Answer
In previous documentation, it specified that after creating the accrual plan element, you must link all the elements that
are created; the plan element, the carried over and residual amounts elements. In the new
documentation it says that the system automatically links these to match the links we've defined for the plan's absence element. Is this correct that the system now links them automatically?
Yes, the links are created as per the absence element links.
Reference
---------
More information is provided in the documentation in Patch 865749 (June 1999 Absences and PTO Accrual Plan update).
F-2. Terminated employees with final process date do not process elements
Answer
Verify that the user status "Terminated Assignment" in the assignment status form is set "PROCESS" under Payroll.
Navigation: > Work Structures > Status
If the Final Process Date has passed, no processing will take place.
F-3. How can the name of an element be changed on Payslip?
Answer
Element's Reporting Name shows on SOE, reports, pay advices and Payslip.
Change the 'Reporting Name' field on Element Description form.
(Navigation: Total Compensation > Basic > Element Description)
F-4. How to refund a garnishment amount that has been deducted?
Answer
In order to refund garnishment that was deduction from employee use a refund element (non payroll payment) to repay the over-deduction followed by a balance adjustment of a garnishment element. Development is working on enhancement request Bug 2400535 ‘REFUND CHILD SUPPORT DEDUCTION FOR MORE THAN THE CURRENT CHILD SUPPORT DEDUCTION’ to allow refund of garnishments.
F-5. How can a new Tax Category be setup for a pre-tax deduction?
Answer
In release 11i quick code US_PRE_TAX_DEDUCTION is now user extensible. Users can add their own tax categories for Pre-Tax deductions on Application Utility
Lookups form (Navigation: Other Definitions > Application Utility Lookups). In releases 10.7 and 1.0.3 US_PRE_TAX_DEDUCTION lookup is still system.
F-6. Can the element name that has link and have been processed by Payroll be changed?
Answer
It is allowed to change the element name after it has been linked and processed by Payroll Run. System only allows this change to be saved in 'Correction' mode.
F-7. What is the System Profile HR: Purge Element Entry Permission?
Answer
This is a user profile that can be used to prevent a user from purging element entries when the profile is set appropriately. The name of the user profile is:
HR:Purge Element Entry Permission
This can be set to one of three different values:
All : All element entries can be purged (i.e. as currently)
Information : Only informational elements
can be purged. For the purposes of this fix, informational
is defined as entries for element types with element classification that has the Non-payment flag attribute set to 'N'.
None : no element entries can be purged.
If the profile is not set at all, behavior is as now, any entries can be purged.
Also, the check for the setting of the user profile
is performed before other existing checks, for instance whether a non-recurring element entry has no run results in existence and therefore cannot be purged.
To use this Profile functionality change the User preference (HR:Purge Element Entry Permission) to either Information or None for all those users which you want to restrict from deleting (accidentally or on purpose) element entries that have already been processed.
To change the user profile
Responsibility = System Administrator
Navigate : Profile > System
Check the User box and enter the User Name
Query in the Profile box : HR%
Locate the Profile and make the appropriate change.
If the Profile is not available,
R11.0.3, apply Patch 1682761
R11.5 , apply PAY D patchset 1663234
Reference: Note 151685.1
F-8. Why is error 'APP-PAY-06588: unprocessed nonrecurring entries will be invalidated’ received when saving the assignment after changing People Group information?
Answer
This is the intended functionality of the application.
Element entries are linked to employee's assignment by element_link_id. When People group is changed on the assignment, employee is no longer eligible to the element entries that are defined on Element Entry form.
Even if the corrected people
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