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Disclaimer
The following is intended to outline our general product direction. It is intended for
information purposes only, and may not be incorporated into any contract. It is not a
commitment to deliver any material, code, or functionality, and should not be relied upon
in making purchasing decisions. The development, release, and timing of any features or
functionality described for Oracles products remains at the sole discretion of Oracle.
Table of Contents
Overview ............................................................................................... 6
Other Information Sources ............................................................... 6
Document Updates ........................................................................... 6
Change Record ................................................................................. 6
Vertex .................................................................................................... 6
License .............................................................................................. 7
Installing the Monthly File Updates .................................................. 7
Running the Process ........................................................................ 7
Vertex Tax Calculation Reference Material ...................................... 7
Troubleshooting ................................................................................ 7
Support and Reference..................................................................... 8
Organization Structures ........................................................................ 8
Enterprises ........................................................................................ 9
Implementation Projects ................................................................... 9
Payroll Product License Parameter ................................................ 11
Geographies ................................................................................... 13
Enterprise Structures ...................................................................... 17
Legal Addresses ............................................................................. 18
Legislative Data Groups ................................................................. 19
Jurisdictions .................................................................................... 19
Legal Entities .................................................................................. 21
Legal Entity HCM Information for Legal Employers and PSUs ..... 24
Legal Entity Deduction Records ..................................................... 28
Legal Reporting Units ..................................................................... 29
Legal Reporting Unit Contact Details ............................................. 31
Legal Reporting Unit Registrations ................................................. 33
Legal Reporting Unit HCM Information .......................................... 34
Legal Reporting Unit Deduction Records ....................................... 37
Business Units ................................................................................ 40
Overview
This document is intended to document how to:
Define the organizational structures required for HR and Payroll country-specific processes
Document Updates
This document is based on the most current application release as of the documents publication date. Content
is updated as needed to reflect major changes to existing features or when significant new features are added to
the US localization. For this reason, it is possible that some minor UI differences may exist between the version
being implemented and the version described in this document.
Change Record
Date
Description of Change
01-May-2014
Created document.
22-May-2014
Vertex
Vertex installation is a mandatory step for US Payroll and US Payroll Interface clients. Fusion payroll processing
will not work without Vertex data.
Vertex provides:
Address Validation: These updates come from Vertex in the monthly ORAMAST.txt (Geography file).
Payroll Tax Calculation Rules/Tax Data: These updates come from Vertex in the monthly QFPT.dat (Tax
file).
Update notifications: When the updates are released by Vertex, those registered with Vertex at the customer
site receive an email notification. For SaaS customers, the Oracle Product Services team receives the
notification and logs a bug to install the files.
License
Saas customers do not need to acquire a Vertex license. This is included as part of the Saas service offering.
On-Premise and On-Demand customers must acquire a Vertex license and pay the associated fees.
Troubleshooting
Problem
Solution
Organization Structures
Before an employer can hire a US worker or run any country-specific processes, the Implementation Team must
set up the organization structures required for the management of HR processes. You can perform all setup
tasks using the Functional Setup Manager (FSM).
The following sections describe these structures and how to define them:
Enterprises
Implementation Projects
Enterprise Structures
Legal Addresses
Jurisdictions
Legal Entities
Business Units
These structures, which typically contain country-specific information, must be defined before you can create
application users.
Enterprises
The Enterprise classification represents the top structure in the organization that supports partitioning
requirements for Oracle Fusion applications. Each employee you define exists within the context of an
enterprise. If a person is associated with two enterprises, that person must have two person records.
Since there is no concept of legislation at the enterprise level, no US-specific attributes are stored at this level.
All US-specific attributes are stored in subordinate structures, such as the legal entity.
This document does not describe enterprise setup, as this structure is defined at a higher level than HR and is
used across Oracle Fusion product lines.
Implementation Projects
Setup tasks for organization structures must be defined in an implementation project. To create an
implementation project:
1. Sign in to the Oracle Fusion application using a role that has the profile of a super-user and privileges to
create all organizational structures.
4. On the Create Implementation Project page, provide a name and start date for your project.
5. Click Next.
6. Select Workforce Deployment.
7. For Payroll implementations, further select Payroll and then US Payroll.
This parent project contains all the tasks needed to set up HCM organizational structures.
10
PAYROLL
PAYROLL_INTERFACE
Use the new Manage Payroll Product Usage task to select the correct payroll product for each of your legislations
to ensure that payroll-related features work correctly in your implementation. This feature replaces the Payroll
License action parameter, which was maintained on the Manage Payroll Process Configuration page.
NOTE:
In Release 8 and onwards, the license is set by country. After any upgrade, the Payroll License parameter is
reset to null, and the Implementation Team must update it before any transactional actions can be
performed, such as running payroll, new hires, setting up elements, and so on.
If this parameter is set to one of the payroll values, it automatically creates an employees tax deduction card
when a payroll relationship is created.
Refer to the following document on Oracle Support for additional information:
Fusion Payroll: Types of License In Fusion Payroll (Doc ID 1611941.1)
To check and set the product license:
1. Search for and start the Manage Payroll Product Usage task.
11
12
2. Check the selected Payroll Product for the appropriate legislation to ensure the proper setting.
3. Make any changes, if needed, and click Save.
4. Click Done.
Geographies
The US geocodes are used for:
Address validation
Regional taxation
13
3. Click Submit.
Verifying Geographies
To verify predefined geographies:
1. Select Manage Geographies in the implementation project checklist.
14
2. On the Manage Geographies page, select US and click Search to view the predefined US geography setup
and content.
3. Select the green checkmark for each type of geography data you want to verify.
Structure Defined
15
Hierarchy Defined
Validation Defined
16
2. In the Geography Mapping and Validation section, select or deselect the Enable List of Values checkbox as
appropriate for each geography type.
Note:
Tax and geography validations are not used by Oracle Fusion HCM applications, so do not use the Tax
Validation and Geography Validation checkboxes. Likewise, you can ignore the fields in the Geography
Validation Control section.
3. Click Save and Close.
Enterprise Structures
You can now begin the process of defining enterprise structures. All setup tasks are located in the
implementation project task list under Workforce Deployment > Define Common Applications Configuration for
Human Capital Management > Define Enterprise Structures for Human Capital Management:
17
Legal Addresses
A legal address is the address of record for an entity. For example, the legal address of a legal authority is used
in communications with that authority. No legal addresses are predefined for the US. You must create legal
addresses for all organizational units of the enterprise.
To define legal addresses:
1. Select Manage Legal Addresses in the implementation project task list.
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Jurisdictions
All legal entities must be registered against a jurisdiction that is governed by a legal authority. A jurisdiction is a
combination of the legislative category (labor law, transaction tax law, income tax laws, and so on) and the
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physical territory (such as group of countries, country, state, county, and parish) to which legal rules are
grounded. A tax jurisdiction is a geographic area where a tax is levied by a specific tax authority. Jurisdictions
must be set up before creating registrations because a jurisdiction is required in the registration process. The
identifying jurisdiction is usually the first jurisdiction that the legal entity must register with, in order to be
recognized in its territory. The registration to the identifying jurisdiction of the legal entity territory is called the
identifying registration. The jurisdiction can also capture the registration code or the name of the registration
number. The registration code can then be used as the prompt for the registration number given the context of
the jurisdiction. The jurisdiction has a start date and end date to show when the jurisdiction is effective and when
you can register against the jurisdiction.
There are three sub-regions on the Create Legal Jurisdiction page:
General Information: Displays the legislative category and allows the user to select the territory, enter the
name, the start and end date (if any end date), and to specify whether the jurisdiction is identifying or not. The
Additional Customer descriptive flexfield allows employers to define their own country or legislative category
context additional attributes.
Registration Code Assignment: For a given jurisdiction, allows the user to select a specific registration code to
display when creating legal entities and legal reporting units (LRUs).
Legal Functions: Allows the user to relate specific legal functions for a given jurisdiction, such as payment,
reporting, and so on. This is optional.
The US localization provides the following predefined legal jurisdictions, which are a combination of the territory
and legislative category:
Jurisdiction
Legislative Category
Territory
Description
United States
Federal Tax
FEDERAL_TAX
United States
<Territory>
Income Tax
Income Tax
State
<Territory>
Unemployment
Insurance
Unemployment
Insurance Tax
State
<Territory>
Disability
Disability Insurance
Tax
State
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Insurance
No local tax jurisdictions are predefined by the US localization. The user must first create the local jurisdiction
and then create the local tax registration, using the local tax legislative category and local jurisdiction.
Legal Entities
A legal entity is an entity unequivocally identified and given rights and responsibilities under commercial law,
through registration with the territorys appropriate authority. Legal entities have the responsibility to account for
themselves (through balance sheets, income statements, specified reports, and so on) to company regulators,
taxation authorities, and owners according to rules specified in the relevant legislation.
Legal Employers and Payroll Statutory Units
Oracle Fusion HRMS recognizes different types of legal entities:
A payroll statutory unit (PSU) is a legal entity that is responsible for paying workers, including the payment of
payroll tax and social insurance. A PSU can pay and report on payroll tax and social insurance on behalf of
one or many legal entities, depending on the structure of your enterprise.
PSUs provide a way to group legal employers so that certain statutory calculations, such as court orders and
some taxes, can be performed at a higher level. A legal employer can belong to only one PSU, and the PSU
represents the highest level of aggregation for a person. No balances are aggregated across PSUs.
When defining a legal entity, you must consider the context in which it is to be used:
You can define a legal entity that is both a legal employer and a PSU.
If multiple legal employers need to be grouped together for tax reporting purposes, you can associate them
all with a single PSU. If legal employers do not report together, they must be segregated by PSU.
No legal entities are predefined for the US. You must create all legal entities that apply to the enterprise you are
setting up.
Legal Reporting Units and Tax Reporting Units
A LRU is the lowest level component of a legal structure that requires registrations. It is used to group workers
for the purpose of tax reporting or to represent a part of your enterprise with a specific statutory or tax reporting
obligation.
If a LRU is to be used for tax reporting purposes, then it must be configured as a tax reporting unit (TRU). When
you create an LRU that belongs to a legal employer (that is not also a PSU), you must select a parent PSU. In
this way, TRUs are indirectly associated with a legal employer by association with a PSU.
TRUs are especially relevant for the US because the TRU captures the employers:
US federal employer identification number (FEIN)
Registration details
21
in a different way in order to set up the organizational model that best fits their business needs. Before you begin
creating organizational units, it is helpful to understand the organization structure models supported by the US
localization.
The figure below illustrates the four configurations supported by Oracle Fusion HRMS (US):
Enterprise 1: One PSU with one legal employer and one TRU
Enterprise 2: One PSU with one legal employer and multiple TRUs
Enterprise 3: One PSU with multiple legal employers and multiple TRUs, where each legal employer is
associated with a single TRU
Enterprise 4: One PSU with multiple legal employers, where different employers are associated with different
TRUs
Note:
An enterprise can have multiple PSUs belonging to the same or different LDGs. It is possible for a legal entity to
be both a PSU and a legal employer.
Creating Legal Entities
To define legal entities:
1. Select Manage Legal Entities in the implementation project task list.
22
Legal Entity to PSU: If no LDG exists, it automatically creates a LDG and associates it to the PSU. If a
LDG already exists for that country, you must manually associate it. This started in Release 5.
If a legal entity is not designated as a PSU, you can select an existing PSU to which it belongs.
You must have previously defined the legal address for the legal entity.
4. Click Save and Close.
Viewing the LDG
To view the LDG for a PSU:
1. Select the implementation project.
2. Select Manage Legal Entity HCM Information.
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EEO
VETS
Payroll processing
24
Note:
Electronic year-end and quarterly filings processes are not yet available in Oracle Fusion. These filings are
currently handled by the ADP third-party vendor using the ADP Tax Filing interface. See Oracle Fusion
HRMS (US): Payroll Third-Party Tax Filing Interface white paper on MOS for necessary setups for the Tax
Filing Interface.
To enter the additional HCM information:
1. Select Manage Legal Entity HCM Information in the implementation project task list.
2. In the Select Scope window, choose Select and Add in the Legal Entity LOV.
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Notes
Company Number
Government Contractor
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8. In the New Hire Reporting Rules section, associate a default TRU to a legal employer by selecting one in the
TRU for the New Hire Report field.
The HR reports use the employer FEIN, registered name, contact details, and other registration details of the
TRU associated to the legal employer.
9. In the VETS Reporting Rules section, specify the following values:
Field Name
Notes
Reporting Name
Parent Company
Type of Reporting
Organization
Company Number
10. In the EEO and VETS Reporting Information section, specify the following values:
Field Name
Notes
Employment Category
Establishment Employer
Type
11. If the legal entity is also a PSU, select the Payroll Statutory Unit tab.
12. Click the Federal link, and enter any additional information to support electronic year-end filings for the US.
Data entered here applies to all LRUs attached to the PSU.
27
13. Click the appropriate link to enter additional information to support electronic year-end and quarterly filings for
those regions.
Data entered here applies to all LRUs attached to the PSU.
3. On the Create Calculation Card page, enter the required information and click Continue.
28
4. To enter federal income tax (FIT) calculation rules, select the appropriate row under Calculation
Components.
5. Enter the appropriate data in the Calculation Component Details section.
6. Repeat to add calculation rules for Social Security and FUTA.
7. Click Save.
2. Select Manage Legal Reporting Unit in the implementation project task list.
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3. On the Scope Selection window, select Create New and click on Apply and Go to Task.
Note:
An LRU with the same name as the previously created legal entity is created by default.
This LRU is automatically designated as the main LRU for the legal entity.
4. To create a second LRU for this legal entity, enter the required information on the Create Legal Reporting
Unit page.
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EEO
VETS
New Hire Reporting
The HR Reporting processes pick contact details for reporting from the TRU associated to a legal employer.
To capture LRU contact details:
1. From the implementation project, expand Workforce Deployment > Define Common Applications
Configuration for Human Capital Management > Define Enterprise Structures for Human Capital
Management > Define Legal Entities for Human Capital Management > Define Legal Reporting Units for
Human Capital Management > Manage Legal Reporting Unit.
2. Select the legal entity name under Selected Scope.
3. On the Select Scope page, select the Search Legal Reporting Units option and click Apply and Go to Task.
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Description
Role
First Name
Last Name
From Date
7. Click OK.
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Description
Select Phone.
Area Code
Phone
Extension
From Date
d. Click OK.
e. Click Create.
f. Specify the following fields:
Field Name
Description
Select E-mail.
Purpose
Select Work.
E-Mail Format
From Date
g. Click OK.
9. Define the contact roles:
a. Select the Contact Roles tab.
b. Click Add Row.
c. Click the Legal Role column and select a role.
Note:
HR report processes use the contact details for a person with HR representative role. Payroll report
processes use the Payroll Tax representative or Payroll representative roles.
10. Click Save and Close.
33
The Manage Legal Reporting Unit Registrations page displays a list of registrations for this legal entity.
34
performed through the US Third-Party Tax Filing interfaces. Refer to the Oracle Fusion HRMS (US): Payroll
Third-Party Tax Filing Interface white paper on MOS for necessary setups for the Tax Filing Interfaces.
Note: Used for: EEO, VETS, New hire, Payroll, and Payroll Third-Party Tax Filing Interface.
To specify the required HCM information for TRUs:
1. Select the parent legal entity and then the LRU, as described in previous tasks.
2. Start the Manage Legal Reporting Unit HCM Information task from the implementation project task list.
3. On the Manage Legal Reporting Unit HCM Information page, select the Tax Reporting Unit check box. This
identifies the LRU as TRU.
4. Click Next.
5. Select the Tax Reporting Unit tab.
Do not enter any data in the Tax Reporting Unit Type or Associated Legal Employer areas.
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Notes
Client Identifier
8. In the EEO and VETS Reporting Rules section, enter the following values:
36
Field Name
Notes
Employment Category
Establishment Employer
Type
Headquarters
Establishment
Notes
Company Number
Government Contractor
10. In the VETS Reporting Rules section, enter the following values:
Field Name
Notes
Parent Company
Type of Reporting
Organization
Company Number
37
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8. Click Add.
9. Select State Unemployment Employer Experience Rate from the Name menu.
10. Enter the SUI rate for this LRU in the Rate field.
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11.
12.
13.
14.
15.
When a SUI rate is entered for a selected state, the SDI and SIT component details for that state must also
be provided.
In the Calculation Components table, select State Disability.
In the Calculation Component Details section, click Add.
Select State Disability Organization Information from the LOV, and click OK.
Note:
The Self Adjust method can be specified here.
Click Save.
Repeat steps 11 through 14 for State Income tax.
Business Units
Oracle Fusion HRMS (US) uses the business unit classification to group sets of data. When you associate a
business unit with a default set, the default set is inherited by every entity connected to the business unit.
No US-specific data is required or captured at this level. However, a worker must be assigned a business unit
during the hire process, so you must create business units for the enterprise.
Workforce Structures
Workforce structure setup should be performed once you have completed organization structure setup.
Workforce structures are used to:
Define additional partitioning of the workers within the organization, including divisions, departments, and
reporting establishments
Assign roles to workers within the organization, including grades, jobs, and positions
Set up actions and reasons that apply to the work relationship cycle of workers
No workforce structures are predefined for the US. The Implementation Team is responsible for defining all the
workforce structures that apply to the enterprise for which the setup is being done. Some workforce structures
may not apply to every enterprise.
Locations
Locations identify:
Where business is conducted, including the physical location of a workforce structure
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2. Click Create.
3. Under Basic Details, define the effective start date.
When editing the location record, use the Correct option to make the changes effective to the start of the
existing record. Otherwise use the update option.
4. Define the other required fields in the Basic Details and Location Information sections.
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6. In the United States Multiple Worksite Reporting Information section, define the following information:
Field Name
Notes
Trade Name
Worksite
Description
Unit Number
Comment Code 1,
2, 3
Comment
Include for
Reporting
Select Yes if this location is eligible for MWR reporting; when the
process is run, all employees assigned to this location are included
in the report. Select No to exclude this location from the report.
7. In the United States Reporting Information section, define the following EEO and VETS information:
Field Name
Notes
D-U-N-S Number
NAICS Number
8. In the United States Veteran Reporting Information section, define the following VETS information:
Field Name
Notes
Reporting Name
Hiring Location
Number
Maximum Number
of Employees
Minimum Number
of Employees
42
9. In the United States EEO-1 Reporting Information section, define the following EEO-1 information:
Field Name
Notes
Reporting Name
Unit Number
Reported Last
Year
10. In the United States Unemployment Reporting Information section, define the following information:
Field Name
Notes
Employer Unit
Number
11. For locations in Pennsylvania, enter additional information to support PA Act 32.
12. In the United States EEO and Veteran Reporting Information section, identify the HR Reporting locations.
A location is identified as a reporting location when the HR Reporting Location field is set to Yes.
For Example:
An employer may have multiple physical locations that are in close proximity to each other and are therefore
reported under a single HR Reporting Location. To represent this, No for a locations HR Reporting
Location and attach it to a location identified as a HR Reporting location. This can be accomplished through
the following configuration:
Field Name
Value
HR Reporting Location
No
HR Reporting Proxy
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Departments
A department is a division of a business enterprise dealing with a particular area or activity to which you can
assign workers.
No data is required or captured at this level for the US, but Implementation Teams can create a department
structure for an enterprise in the organizational structure setup phase of the project.
To create departments:
1. Select Manage Departments in the implementation project task list.
2. Click Create.
3. Define the information required for this department.
Grades
A grade defines the relative rank, level, or status of a worker. It is one of the key building blocks used for
managing compensation.
44
To create grades:
1. Select Manage Grades in the implementation project task list.
2. Click Create.
3. Define the information required for this grade.
45
Grade rates can be used to define pay values for grades in a legislative data group (country).
6. Add a rate that was previously defined or create a new rate.
7. Click Next.
8. Review your data, and click Submit.
Jobs
To create jobs:
1. Select Manage Job in the implementation project task list.
2. Click Create.
3. Define the information required for this job.
46
Notes
FLSA Status
EEO-1 Category
To report valid job codes for EEO-1 and VETS reporting, select an
EEO-1 category to which this job belongs.
Job Group
6. Click Submit.
Actions Reasons
Action reasons are useful primarily for analysis and reporting purposes. They provide information about when or
why a specific action can be taken, such as termination of a worker. They can also be used to trigger a process
based on the value of the action reason.
Several action reasons are predefined in the system. Although action reasons are not workforce structures, the
Implementation Team may want to create additional ones to suit the business needs of the enterprise.
To view and manage action reasons:
1. Select Manage Actions in the implementation project task list.
47
2. On the Manage Actions page, you can search for existing actions and view associated action reasons.
You can also create new actions and action reasons.
The following screen below shows the action reasons for the termination action:
48
3. To create a new action reason for an action, click Create in the Actions Reasons section and complete the
required fields:
The new reason code is available for selection when a user performs the specified action.
4. Click OK.
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When you select Workforce Structures in the Navigator, the following page is displayed:
Jobs
Grades
Departments
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Locations
Banking Setup
An HR-only customer may want to add payee banking information even if payroll is not being processed by
Oracle Fusion HRMS for US. For example, banking setup may be required for reporting purposes or because
the data may be passed to other products, such as an expenses module.
To accommodate this scenario, the set up of banks and branches must be done before entering bank accounts
and payment methods for the payee. Additionally some payroll set up, described later in this document, would be
needed.
No banks or branches are predefined for the US. Banks and branches must be defined during implementation.
You can do this manually by entering the banks and branches in the application, or it can be done in a mass
upload process.
Banks
To define banks:
1. Sign in to the application with a role that has implementation privileges, such as APPL_IMP_CONSULTANT.
2. Select Manage Banks in the implementation project task list.
3. Click Create.
4. On the Create Bank page, provide the necessary information.
51
Bank Branches
To define branches for the banks you created:
1. Select Manage Bank Branches in the implementation project task list.
2. Click Create.
3. On the Create Bank Branch page, provide the necessary information.
52
Bank Accounts
Once banks and branches are set up, you must define the bank accounts that are needed for the organization.
Normally, Implementation Teams set up bank accounts that are used at an organizational level, such as the
source bank accounts for payments, rather than bank accounts at the individual payee level.
No bank accounts are predefined for the US.
To define bank accounts:
1. Select Manage Bank Accounts in the implementation project task list.
2. Click Create.
3. On the Create Bank Branch page, provide the required information.
53
4. If you want to use this bank account for processing payments related to payroll, select the Payroll option in
the Account Use field.
5. Click Save and Close.
4. On the Create Organization Payment Method page, enter the required information.
Field Name
Description
54
Name
Payment Type
Currency
Select US Dollar.
Prenotification required
5. If you have selected NACHA as the payment type, in the Electronic Funds Transfer File Information section,
enter the appropriate values.
Field Label
EFT Name
Comments
Balancing Entries
Bank Reference
Immediate Destination
Identification
Bank Name
Immediate Destination
Name
Company
Reference Type
Immediate Origin
Identification Type
Optional.
Company
Reference
Immediate Origin
Identification
Company Name
Immediate Originator
Name
Payment sources associate bank accounts and other sources of funds with OPMs. Each organization
payment method that is in use must have at least one valid payment source.
55
The system uses the payment information set at the payment source level for NACHA employee direct
deposit.
8. Enter required information, and click Submit.
56
Payroll Configuration
Consolidation groups and payroll definitions are normally concepts related to payroll, but if an HR-only customer
needs to assign banking details for their employees, then these objects must be set up.
Consolidation Groups
Oracle Fusion HRMS (US) uses consolidation groups within the organization to enable grouping of different
payrolls for reporting purposes. No consolidation groups are predefined for the US. If you are creating payroll
definitions for the implementation, you must define at least one consolidation group. Payroll definitions must be
assigned to a consolidation group.
To set up consolidation groups:
1. Sign in to the application with a role that has implementation privileges, such as APPL_IMP_CONSULTANT.
2. Select Manage Consolidation Groups in the implementation project task list.
3. On the Manage Consolidation Groups page, click the Add Row icon.
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Payroll Definitions
Payroll definitions contain calendar and offset information that determine when payments are calculated and
costed. Using payroll definitions, you can specify payment frequency, processing schedule, and other
parameters for a particular payroll. Payroll period types, such as weekly, bi-weekly, or semi-monthly, determine
the interval at which you pay employees.
A payroll definition is associated with only one payroll period type, and implementers must set up at least one
payroll definition for each payroll period type the employer wants use to pay employees.
When you create a payroll definition, the complete payroll schedule is automatically generated, based on:
Number of years
Once you have created a payroll definition, use the Manage Payroll Relationships page to assign employees to it.
Note:
Before creating a payroll definition, you must have defined the LDG and at least one consolidation group.
No payroll definitions are predefined for the US.
To set up payroll definitions:
1. Select Manage Payroll Definitions in the implementation project task list.
58
2. Click Create.
3. Select the LDG for this payroll definition, and click Continue.
59
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A set of element templates is predefined for the US. They are accessed through the Manage Elements task.
To create a regular earnings element for basic salary:
1. Select Manage Elements in the Setup and Maintenance or Payroll Calculations work area.
2. On the Manage Elements page, click Create.
3. On the Create Element window, select a LDG, a primary element classification, and if necessary, a
secondary classification.
Note:
Primary classifications have a priority range. When you define an element, you can override the default
processing priority with another number from the range. This is useful if you need to establish the order in
which the element processes with respect to other elements in the primary classification range.
Select the appropriate secondary classification. This secondary classification is used when updating or
creating wage basis rules or wage attachment rules.
4. Click Continue.
5. Complete the fields on the Basic Information page.
61
The questions and default answers are based on settings for the predefined classifications for the US. Your
answers drive the definition of the element you are creating.
6. Click Next.
7. Complete the rest of the questionnaire.
62
8. Click Next.
9. Verify the information, and click Submit to create the new element.
63
The Element Summary page provides additional information, such as input values, processing rules, and
eligibility.
64
10. Use the Element Overview panel to navigate through the summary page options.
11. To set element eligibility, in the Element Overview panel, select Actions > Create Element Eligibility.
This displays the Element Eligibility page. Element eligibility must be defined so the element can be linked to
an element entry (and hence to gross compensation).
12. Enter a name in the Element Eligibility Name field, and click Submit.
65
By entering only a name and no eligibility criteria, the element is eligible for all employees.
13. Select an input value in the left panel, and provide additional information such as default values, validation
formulas, and required flag.
14. Click Submit and Done.
15. Repeat this process to create a set of elements to support your business needs.
Secondary
Classification
Element
Generated from
Template
Standard Earnings
All Secondary
classifications
<User Element>
Results
Earning Calculated
Supplemental
Earnings
All Secondary
classifications
<User Element>
Results
Earning Calculated
Imputed Earnings
All Secondary
classifications
<User Element>
Results
Earning Calculated
Nonpayroll Payment
All Secondary
classifications
<User Element>
Results
Earning Calculated
Input Value
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Pretax Deductions
401K
<User Element>
Result
Deduction Amount
Pretax Deductions
<User Element>
Results
Pay Value
Employee Tax
Deductions
All Secondary
classifications
<User Element>
Pay Value
Employee Tax
Credits
All Secondary
classifications
<User Element>
Pay Value
Involuntary
Deductions
All Secondary
classifications
<User Element>
Results
Amount Taken
Involuntary
Deductions
All Secondary
classification Fees
<User Element>
Organization Fee
Results
<User Element>
Person Fee Results
<User Element>
Processing Fee
Results
Fee Calculated
Voluntary Deduction
All Secondary
classifications
<User Element>
Results
Pay Value
You must define eligibility for these elements, as it is used to create the element entries.
You must define eligibility for the predefined US Taxation element as an open link.
Salary Basis
A salary basis allows employers to:
Establish the period of time for which an employees salary is quoted
Link a payroll element to a salary basis
To set up the salary basis:
1. Sign in to the application with a role that has compensation administrator privileges, such as
CMP_ADMIN_ALL.
2. Navigate to the Compensation work area.
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4. Click Create.
5. On the Create Salary Basis page, select the element to use for the salary basis and provide the required
information.
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Value
Primary Classification
Supplemental Earning
Secondary Classification
Bonus
Processing Type
Nonrecurring
Employment Level
Assignment level
Yes
Yes
2. To create element eligibility links, click Element Eligibility in the Element Overview section and then select
Create Element Eligibility from the Actions menu.
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3. Click Done.
4. To ensure the FIT deduction is calculated at 39.6% (the highest tax bracket), override the Supplemental Rate
percentage on the employees Manage Payroll Calculation Information page for the federal employee
withholding certificate.
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d. Enter the appropriate effective date, and select the gross-up earnings element name.
e. Enter the net value to be used for the grossup calculation in the Net field.
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10. In Calculate QuickPay page, select Regular Run Type and click Submit Process.
11. Navigate to the View Person Process Results task to see the gross-to-net calculation results.
For example, the following is a sample statement of earnings for a test employee who has not yet reached
their Social Security tax maximum:
Based upon calculations performed in the test environment, the employees FIT withheld is calculated at
39.6% of gross wages:
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Value
Primary Classification
Supplemental Earning
Secondary Classification
Bonus
Processing Type
Nonrecurring
Employment Level
Assignment level
Yes
Yes
2. To create element eligibility links, click Element Eligibility in the Element Overview section and then select
Create Element Eligibility from the Actions menu.
3. Click Done.
4. To ensure the FIT deduction is calculated at 39.6% (the highest tax bracket), override the Supplemental Rate
percentage on the employees Manage Payroll Calculation Information page for the federal employee
withholding certificate.
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Value
Primary Classification
Voluntary Deduction
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Secondary Classification
N/A
Processing Type
Nonrecurring
Employment Level
Assignment level
Yes
7. To create element eligibility links, click Element Eligibility in the Element Overview section and then select
Create Element Eligibility from the Actions menu.
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a.
b.
c.
d.
e.
13.
14.
15.
16.
17.
Gross-up element
Deduction element
US Taxation
Refer to QuickPay: How It Is Processed in the Help Portal for instructions on how to run a quick pay
operation.
Click Next, and enter parameter details.
Click Next and then Submit.
Click Go to Task.
In Calculate QuickPay page, select Regular Run Type and click Submit Process.
Navigate to the View Person Process Results task to see the gross-to-net calculation results.
Overtime
Oracle Fusion HRMS (US) determines the overtime rate according to the Fair Labor Standards Act (FLSA)
eligibility based on the job assigned to the employee. Employers define a job as nonexempt in the FLSA Status
field found in the United States Job Information region (refer to the job work structures previously defined in this
document). Oracle Fusion HRMS (US) applies the FLSA Overtime calculation rules only when the job for the
assignment is nonexempt. If a job exists for the employee, but the FLSA Status is null or if no job is assigned to
an employee, the default status is exempt.
The FLSA Status impacts the premium overtime calculation if the job is defined as nonexempt. If an employer
elects to pay exempt employees overtime, FLSA does not control the rate, and the employer can pay the
overtime at whatever rate they want. In this case, the premium calculation of overtime is not performed since it is
defined by the employer.
See Oracle Fusion HRMS (US): Payroll Fair Labor Standards Act Setup white paper on MOS for necessary
setups for the FLSA set up.
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1. Navigate in the tree structure to Federal > Wage Basis Rules > No References.
2. View the wage basis rules for Imputed Earnings, Pretax Deductions, and Supplemental Earnings as they
relate to each federal-level tax.
For Earnings, a check mark indicates the earning is subject to that tax.
Note:
The Not Withholdable Federal Tax column indicates the earning is subject to federal tax but no tax is
withheld.
For Pretax Deductions, a check mark indicates that the deduction is subject to taxation and will not reduce
subject wages. If no check mark is present, then the deduction is not subject to taxation and will reduce
subject wages.
3. Navigate in the tree structure to Regional > Wage Basis Rules > State.
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4. View the wage basis rules for Imputed Earnings, Pretax Deductions, and Supplemental Earnings as they
relate to each state-level tax.
5. Due to the large volume of data, filter the data to view a particular state. Use the field above the State
column to enter the value. If no field is available above the State column, select the filter icon.
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Field Name
Requirement
Mapping
Required
State
Optional
County
Mandatory
City
Mandatory
Primary Classification
Mandatory
Pretax Deductions
Supplemental Earnings
4. Mark the Select all secondary classifications checkbox if all secondary classifications under the primary
classification would be defined the same way.
Note:
For the purpose of this example, do not select the checkbox.
5. Click Submit.
You may need to query by state to see the data you just created. If so, enter a value in field directly above
State for the state entered in previous step. This filters the data in the UI for that state. If a blank field is not
available for entry above State, select the filter icon.
These rules are stamped with the LDG and are not overwritten by Oracle Fusion HRMS (US).
6. Select the row to update.
You must repeat the following steps for each combination of primary classification and secondary
classification for each state / county / city that needs updating.
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The Correct Wage Basis Rule for Secondary Classification window appears.
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10. Create a wage basis rule for Deferred Compensation 401k Catch Up.
This change must be completed for every state / county / city combination for the locales the employer is in
for Ohio.
11. If county taxes are impacted, the same entries must be applied for the state / county combination for each
appropriate primary classification/secondary classification.
12. Complete a review of all secondary classifications impacted to determine which entries require corrections.
For Example:
When working with pretax deductions, determine what Section 125 secondary classifications are impacted for
a particular state / county / city or state / county combination. There could be a difference between the
treatment of HSAs, FSAs, Dental, Vision, Healthcare, and Dependent Care. One or more may need
corrections where others may not.
Employee Management
Once the organizational and workforce structures have been defined by the Implementation Team, the user is
ready to manage their workers data in the application. To perform tasks related to person and employee
management, you would typically sign in to the application using a role connected to a user, such a Human
Resource Specialist, rather than to a member of the Implementation Team:
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Hiring a Worker
The new hire process is the first task in the workforce lifecycle.
Note:
Before you can hire an employee, you must have already defined all available business units, jobs, grades,
departments, locations, overtime periods, and other payroll values must have been previously defined. The
business unit you select determines which job, grades, and department you can select.
To hire an employee:
1. Select New Person under Workforce Management in the Navigator.
Contingent Worker
Nonworker
Pending Worker
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3. On the Identification page, provide the following information in the Basic Details section:
Field Name
Description
Hire Date
Hire Action
Select Hire.
Hire Reason
Legal Employer
Description
Date of Birth
5. Use the National Identifiers table to enter the Social Security number.
6. Click Next.
7. On the Person Information page, in the Home Address section, provide an address that conforms to the
predefined US address format.
All employees attached to a payroll must have a home address throughout their period of employment.
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Note:
Customers can use the 2-digit state abbreviation in release 7 and onwards. This change was included in
release 7 bundle 3 where the geography process was modified to default the state to the 2-digit state
abbreviation. Also, changes were made to ensure that there is no impact on employers that were using full
state names. Payroll setup and calculation works if employers use the full state name or the state
abbreviation.
8. Specify any of the following optional information:
Marital Status, Ethnicity, and Veteran fields in the Legislative Information section
Note:
The Ethnicity and Veteran fields are required for EEO and VETS reporting.
Emergency Contacts
9. Click Next.
10. On the Employment Information page, provide the necessary work relationship, payroll relationship,
assignment, job, manager, payroll, and salary details.
11. Click Submit.
Once a TRU is attached to an employee, the W-4 Federal Tax Card is generated. The association to the TRU is
also generated. This tax card is not created for HR-only customers.
Description
Employee is to be included in
the next run of the New Hire
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Report.
Already reported
86
3. Use the Manage Person tabs to view the complete set of person information.
Note:
Use the Extra Information tab to capture country-specific person information. There are no US-specific fields
on this tab.
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4. Select either Edit > Correct or Edit > Update to modify the information in any section.
Use Correct to reflect that the change is being made to resolve an error.
Use Update to reflect that the change is being made as a result of a change in the employees data.
5. Click Submit when finished.
You are returned to the Person Management work area. This work area provides additional tasks for
maintaining employment information.
6. Use the Manage Employment task to modify an existing instance of employment or add a new instance if, for
example, an employee has a job change.
88
89
11.
12.
13.
14.
15.
16.
My Portrait Configuration
Employees can update their own withholding information in Portrait using the Manage Tax Withholding action.
The Edit icon is available for federal and supported states. Currently only states that follow federal are
supported. A federal editable PDF form is shown for the employee to make their updates.
Terminating a Worker
When a persons employment period ends, the work relationship must be terminated.
To terminate a work relationship:
1. Select Manage Work Relationship in the Person Management work area.
2. On the Manage Work Relationship page, select Terminate from the Actions menu.
3. On the Terminate Work Relationship page, enter the details of the termination, including the termination
reason.
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4. Click Submit.
3. Select Manage Salary, and then search for and select the employee.
4. On the Manage Salary page, enter a salary basis and salary amount in the Salary Details section.
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5. Click Continue.
6. Review your changes, and click Submit.
When you save this record, an element entry with the specified start and end dates is automatically
generated. You can view the entry on the Manage Elements page.
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4. On the Personal Payment Method page, select the Organization Payment Method for this employee.
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5. If the payment type is NACHA, you must add a bank account and provide banking details.
Tax Troubleshooting
Before contacting Oracle Support for any of these issues, please check the following:
Problem
Solution
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US_TAX_SDI formula
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Prerequisites
Some of the following steps require the use of a task or tasks. These tasks must be accessed through an
implementation project in order to set the scope. Use an existing implementation project with the Workforce
Deployment task list included or create a new one.
Set Up Steps
To configure Oracle Fusion HRMS (US) to run the New Hire report:
1. Ensure that a default TRU is associated to a legal employer.
2. Refer to the Legal Entity HCM Information for Legal Employers and PSUs section for the new hire reporting
rules.
3. Enter employer contact details for a TRU.
4. Refer to the Legal Reporting Unit Contact Details section on how to capture contact details for a TRU.
5. Verify Federal Employer Identification Number (FEIN) is set up for United States federal tax.
6. Refer to the Click OK.
7. Define the contact points:
a. In the Contact Information region, select the Contact Points tab.
b. Click Create.
c. Specify the following fields:
Field Name
Description
Select Phone.
Area Code
Phone
Extension
From Date
d. Click OK.
e. Click Create.
f. Specify the following fields:
Field Name
Description
Select E-mail.
Purpose
Select Work.
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8.
9.
10.
11.
12.
E-Mail Format
From Date
g. Click OK.
Define the contact roles:
a. Select the Contact Roles tab.
b. Click Add Row.
c. Click the Legal Role column and select a role.
Note:
HR report processes use the contact details for a person with HR representative role. Payroll report
processes use the Payroll Tax representative or Payroll representative roles.
Click Save and Close.
Legal Reporting Unit Registrations section for information on creating registrations.
Click Save and Close.
Verify the employees New Hire Status.
Refer to the Hiring a Worker section for information on New Hire Status.
Requirement
Notes
Payroll Flow
Mandatory
Multistate Employer
Mandatory
Legal Employer
Optional
Start Date
Optional
End Date
Mandatory
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Mandatory
Reporting Mode
Mandatory
6.
7.
8.
9.
10.
11.
Optional
Click Next.
Click Next in the Enter Flow Interaction task.
Select As soon as possible in the Schedule task.
Click Next.
Click Submit.
Click OK and View Checklist in the Confirmation window.
7.
8.
9.
10.
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Prerequisites
Some of the following steps require the use of a task or tasks. These tasks must be accessed through an
implementation project in order to set the scope. Use an existing implementation project with the Workforce
Deployment task list included or create a new one.
Set Up Steps
To configure Oracle Fusion HRMS (US) to run the VETS reports:
1. Define VETS specific information in the Location UI.
2. Refer to the Locations section for descriptions of the VETS-specific information that must be captured.
3. Each of your jobs must be associated with an EEO-1 category.
4. Refer to the Jobs section for instructions on how to assign an EEO-1 category to a job.
5. Enter VETS reporting information for your legal employer.
6. Refer to the Legal Entity HCM Information for Legal Employers and PSUs section for additional information.
7. Enter VETS reporting information for your TRU.
8. Refer to the Legal Reporting Unit HCM Information section for additional information.
9. Verify FEIN is set up for United States federal tax.
10. Refer to the Click OK.
11. Define the contact points:
a. In the Contact Information region, select the Contact Points tab.
b. Click Create.
c. Specify the following fields:
Field Name
Description
Select Phone.
Area Code
Phone
Extension
From Date
d. Click OK.
e. Click Create.
f. Specify the following fields:
Field Name
Description
Select E-mail.
Purpose
Select Work.
E-Mail Format
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11.
12.
12.
13.
14.
15.
16.
17.
From Date
g. Click OK.
Define the contact roles:
a. Select the Contact Roles tab.
b. Click Add Row.
c. Click the Legal Role column and select a role.
Note:
HR report processes use the contact details for a person with HR representative role. Payroll report
processes use the Payroll Tax representative or Payroll representative roles.
Click Save and Close.
Legal Reporting Unit Registrations section for information on creating registrations.
Click Save and Close.
Assign the appropriate veterans data to employees.
When hiring a new employee, you record their Vets-100 and Vets-100A data on the Hire an Employee:
Person Information page, in the Legislative Information region.
Assign the appropriate job to employees.
When hiring a new employee, you record their job on the Hire an Employee: Employment Information page,
in the Job region.
4. Click Next.
5. Enter the following parameters:
Parameter
Requirement
Notes
Payroll Flow
Mandatory
Legal Employer
Optional
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6.
7.
8.
9.
10.
11.
Establishment
Employer Type
Mandatory
Start Date
Mandatory
End Date
Mandatory
Name of Certifying
Official
Optional
Phone Number
Optional
E-Mail of Certifying
Official
Optional
Click Next.
Click Next in the Enter Flow Interaction task.
Select As soon as possible in Schedule task.
Click Next.
Click Submit.
Click OK and View Checklist in Confirmation window.
Report process generates an electronic file, an audit report, and an exception report.
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2. Expand Shared Folders > Human Capital Management > Workforce Management > Person Management >
US > VETS.
3. Click either VETS-100A Electronic Report or VETS-100 Electronic Report.
4. Click History.
The report process generates three output files with different Report Job Names (Number):
VETS100A_ETextReport
VETS100A_AuditReport
VETS100A_ExceptionReport
The date and time represents when you ran the process.
Generally, the lowest report job name would be the electronic file, the next job name would be the audit
report, and the highest job name would be the exception report.
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EEO-1 Report
The Employer Information Report EEO-1, otherwise known as the EEO-1 Report, is required to be filed with the
U.S. Equal Employment Opportunity Commission's EEO-1 Joint Reporting Committee.
Prerequisites
Some of the following steps require the use of a task or tasks. These tasks must be accessed through an
implementation project in order to set the scope. Use an existing implementation project with the Workforce
Deployment task list included or create a new one.
Set Up Steps
To configure Oracle Fusion HRMS (US) to run the EEO-1 report:
1. Define EEO-1 specific information in the location UI.
Refer to the Locations section for descriptions of the EEO-1 specific information that must be captured.
2. Each of your jobs must be associated with an EEO-1 category.
Refer to the Jobs section for instructions on how to assign an EEO-1 category to a job.
3. Enter EEO-1 reporting information for your legal employer.
Refer to the Legal Entity HCM Information for Legal Employers and PSUs section for additional information.
4. Enter EEO-1 reporting information for your TRU.
Refer to the Legal Reporting Unit HCM Information section for additional information.
5. Verify FEIN is set up for United States federal tax.
6. Refer to the Click OK.
7. Define the contact points:
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Description
Select Phone.
Area Code
Phone
Extension
From Date
d. Click OK.
e. Click Create.
f. Specify the following fields:
8.
9.
10.
11.
12.
Field Name
Description
Select E-mail.
Purpose
Select Work.
E-Mail Format
From Date
g. Click OK.
Define the contact roles:
a. Select the Contact Roles tab.
b. Click Add Row.
c. Click the Legal Role column and select a role.
Note:
HR report processes use the contact details for a person with HR representative role. Payroll report
processes use the Payroll Tax representative or Payroll representative roles.
Click Save and Close.
Legal Reporting Unit Registrations section for information on creating registrations.
Assign the appropriate ethnicity data to employees.
When hiring a new employee, you record their ethnicity data on the Hire an Employee: Person Information
task, in the Legislative Information region.
Assign the appropriate job to employees.
When hiring a new employee, you record their job on the Hire an Employee: Employment Information task,
in the Job region.
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3. Select the Run EEO1 Report flow pattern in the Process or Report section.
4. Click Next.
5. Enter the following parameters:
6.
7.
8.
9.
10.
11.
Parameter
Requirement
Notes
Payroll Flow
Mandatory
Legal Employer
Optional
Establishment
Employer Type
Mandatory
Mandatory
Mandatory
Title of Certifying
Official
Optional
Name of Certifying
Official
Optional
Phone Number
Optional
E-mail of Certifying
Official
Optional
Click Next.
Click Next in the Enter Flow Interaction task.
Select As soon as possible in Schedule task.
Click Next.
Click Submit.
Click OK and View Checklist in Confirmation window.
The report process generates an electronic file, an audit report, and an exception report.
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3.
4.
5.
6.
EEO1AuditReport
EEO1ExceptionReport
The date and time represents when you ran the process.
7. Select the link under Report Job Name for the values appropriate for the date and time you ran the process.
8. Select the output name link under the Output & Delivery section.
9. Open or Save the file.
Copyright 2012, Oracle and/or its affiliates. All rights reserved. This document is provided for information purposes only and the
Use
contents hereof are subject to change without notice. This document is not warranted to be error-free, nor subject to any other
May 2014
warranties or conditions, whether expressed orally or implied in law, including implied warranties and conditions of merchantability or
Author: Oracle
fitness for a particular purpose. We specifically disclaim any liability with respect to this document and no contractual obligations are
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