kuwait

Oracle® HRMS for KuwaitSupplement

Release 2.0Part No. Not Applicable

May 2005

Oracle HRMS for Kuwait Supplement , Release 2.0

Part No. Not Applicable

Copyright © , 2005, Oracle. All rights reserved.

Primary Author: Nidhi Khosla, Padma Rao

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Contents

Preface............................................................................................................................v

1 Enterprise and Workforce Management

Organizations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-1Representing Organizations . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-2Organization Classifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-2Entering Additional Information . . . . . . . . . . . . . . . . . . . . . . . . . 1-10Business Group: Entering SOE Information . . . . . . . . . . . . . . . . . . . . 1-13Business Group: Entering SOE Detail Information . . . . . . . . . . . . . . . . . 1-13Identifying Balances for the Payslip . . . . . . . . . . . . . . . . . . . . . . . . 1-14Identifying Elements for the Payslip . . . . . . . . . . . . . . . . . . . . . . . 1-14Entering Local Nationality Information . . . . . . . . . . . . . . . . . . . . . . 1-15Entering Legal Employer Information . . . . . . . . . . . . . . . . . . . . . . . 1-15Legal Employer: Entering Wage Formula Information . . . . . . . . . . . . . . . . 1-16

Occupational Health . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1-16Occupational Health: Medical Assessments, Disabilities and Work Incidents . . . . . . 1-17Entering Work Incident Information . . . . . . . . . . . . . . . . . . . . . . . 1-19Entering Disability Information . . . . . . . . . . . . . . . . . . . . . . . . . 1-22Running the Kuwaiti Disabled Employee Report . . . . . . . . . . . . . . . . . . 1-24

2 Workforce Sourcing and Deployment

People . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-1Windows for Maintaining Personal Information . . . . . . . . . . . . . . . . . . . 2-2Entering a New Person (People Window) . . . . . . . . . . . . . . . . . . . . . . 2-3Entering Additional Personal Information (People Window) . . . . . . . . . . . . . . 2-6Entering Additional Assignment Details (Assignment Window) . . . . . . . . . . . . 2-9Entering a New Employee . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-13Entering Addresses (Address Window) . . . . . . . . . . . . . . . . . . . . . . 2-16Entering Contracts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2-17

3 Compensation and Benefits Management

Compensation and Benefits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-1

iii

Predefined Elements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-2Survey of the Classifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-3Loan Processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-4Proration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-4Making Manual Element Entries . . . . . . . . . . . . . . . . . . . . . . . . . . 3-5Setting Up Proration or Retro-Notification . . . . . . . . . . . . . . . . . . . . . . 3-7Defining Event Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-9Processing Loans . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3-9

4 Payroll Management

RetroPay Processing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-1RetroPay Processes Available in Oracle Payroll . . . . . . . . . . . . . . . . . . . . 4-2RetroPay Key Concepts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-3Setting Up Retro-Notification and RetroPay . . . . . . . . . . . . . . . . . . . . . 4-4Setting Up the Retro-Notifications Report . . . . . . . . . . . . . . . . . . . . . . 4-6Setting Up Your RetroPay Process . . . . . . . . . . . . . . . . . . . . . . . . . 4-7Creating a RetroPay Set . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-9Understanding the Sequence of Your RetroPay Activities . . . . . . . . . . . . . . . 4-9Viewing RetroPay Status and History . . . . . . . . . . . . . . . . . . . . . . . 4-10Running the Retro-Notifications Report . . . . . . . . . . . . . . . . . . . . . . 4-12Running the RetroPay Process . . . . . . . . . . . . . . . . . . . . . . . . . . 4-13

Payroll Statutory Deductions and Reporting . . . . . . . . . . . . . . . . . . . . . 4-14Social Insurance Calculation . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-15Calculating Social Insurance . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-15Running PIFSS Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-15Running Report 166 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-16Running Report 167 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-16Running Report 168 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4-17

Payroll Payments and Distributions . . . . . . . . . . . . . . . . . . . . . . . . 4-17Payroll Payment and Distributions Overview . . . . . . . . . . . . . . . . . . . 4-18Setting Up The Statement Of Earnings . . . . . . . . . . . . . . . . . . . . . . 4-18Viewing Statement of Earnings . . . . . . . . . . . . . . . . . . . . . . . . . . 4-19

Payroll Processing and Analysis . . . . . . . . . . . . . . . . . . . . . . . . . . 4-19Payroll Processing and Analysis Overview . . . . . . . . . . . . . . . . . . . . 4-20Setting Up Electronic File Transfer . . . . . . . . . . . . . . . . . . . . . . . . 4-21Running the Payment Output File . . . . . . . . . . . . . . . . . . . . . . . . 4-22Running the Kuwait Payroll Register Report . . . . . . . . . . . . . . . . . . . . 4-22

5 HR Information Systems

Payroll Management System . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5-1Online Payslip (Australia, Hong Kong, Korea, Singapore, New Zealand, India, Kuwait) . . 5-2

6 Implementation

Additional Implementation Steps for Kuwait . . . . . . . . . . . . . . . . . . . . . 6-1

iv

Preface

Intended AudienceWelcome to Release 2.0 of the Oracle HRMS for Kuwait Supplement .

This guide assumes you have a working knowledge of the following:

• The principles and customary practices of your business area.

• Oracle HRMS.

If you have never used Oracle HRMS, Oracle suggests you attend one or more of theOracle HRMS training classes available through Oracle University

• Oracle Self-Service Web Applications.

To learn more about Oracle Self-Service Web Applications, read theOracle Self-ServiceWeb Applications Implementation Manual.

• The Oracle Applications graphical user interface.

To learn more about the Oracle Applications graphical user interface, read theOracle Applications User’s Guide.

See Related Documents for more information about Oracle Applications productinformation.

See Related Documents on page viii for more Oracle Applications product information.

TTY Access to Oracle Support ServicesOracle provides dedicated Text Telephone (TTY) access to Oracle Support Serviceswithin the United States of America 24 hours a day, seven days a week. For TTY support,call 800.446.2398.

Documentation AccessibilityOur goal is to make Oracle products, services, and supporting documentation accessible,with good usability, to the disabled community. To that end, our documentationincludes features that make information available to users of assistive technology.This documentation is available in HTML format, and contains markup to facilitateaccess by the disabled community. Accessibility standards will continue to evolve overtime, and Oracle is actively engaged with other market-leading technology vendorsto address technical obstacles so that our documentation can be accessible to all ofour customers. For more information, visit the Oracle Accessibility Program Web siteat http://www.oracle.com/accessibility/ .

v

Accessibility of Code Examples in DocumentationScreen readers may not always correctly read the code examples in this document. Theconventions for writing code require that closing braces should appear on an otherwiseempty line; however, some screen readers may not always read a line of text that consistssolely of a bracket or brace.

Accessibility of Links to External Web Sites in DocumentationThis documentation may contain links to Web sites of other companies or organizationsthat Oracle does not own or control. Oracle neither evaluates nor makes anyrepresentations regarding the accessibility of these Web sites.

Structure1 Enterprise and Workforce Management2 Workforce Sourcing and Deployment3 Compensation and Benefits Management4 Payroll Management5 HR Information Systems6 Implementation

Related DocumentsOracle HRMS shares business and setup information with other Oracle Applicationsproducts. Therefore, you may want to refer to other user guides when you set upand use Oracle HRMS.

You can read the guides online by choosing Library from the expandable menu on yourHTML help window, by reading from the Oracle Applications Document Library CDincluded in your media pack, or by using a Web browser with a URL that your systemadministrator provides.

If you require printed guides, you can purchase them from the Oracle store athttp://oraclestore.oracle.com.

Guides Related to All Products

Oracle Applications User’s Guide

This guide explains how to enter data, query, run reports, and navigate using thegraphical user interface (GUI). This guide also includes information on setting userprofiles, as well as running and reviewing reports and concurrent processes.

You can access this user’s guide online by choosing ”Getting started with OracleApplications” from any Oracle Applications help file.

Guides Related to This Product

OA Personalization Framework and OA Extensibility Framework

Learn about the capabilities of the 5.6 Framework technologies.

Oracle Human Resources Management Systems Enterprise and Workforce ManagementGuide

Learn how to use Oracle HRMS to represent your enterprise. This includes setting upyour organization hierarchy, recording details about jobs and positions within your

vi

enterprise, defining person types to represent your workforce, and also how to manageyour budgets and costs.

Oracle Human Resources Management Systems Workforce Sourcing, Deployment,and Talent Management Guide

Learn how to use Oracle HRMS to represent your workforce. This includes recruitingnew workers, developing their careers, managing contingent workers, and reporting onyour workforce.

Oracle Human Resources Management Systems Payroll Processing Management Guide

Learn about wage attachments, taxes and social insurance, the payroll run, and otherprocesses.

Oracle Human Resources Management Systems Compensation and BenefitsManagement Guide

Learn how to use Oracle HRMS to manage your total compensation package. Forexample, read how to administer salaries and benefits, set up automated grade/stepprogression, and allocate salary budgets. You can also learn about setting up earningsand deductions for payroll processing, managing leave and absences, and reportingon compensation across your enterprise.

Oracle Human Resources Management Systems Configuring, Reporting, and SystemAdministration in Oracle HRMS

Learn about extending and configuring Oracle HRMS, managingsecurity, auditing, information access, and letter generation.

Oracle Human Resources Management Systems Implementation Guide

Learn about the setup procedures you need to carry out in order to successfullyimplement Oracle HRMS in your enterprise.

Oracle Human Resources Management Systems FastFormula User Guide

Learn about the different uses of Oracle FastFormula, and understand the rules andtechniques you should employ when defining and amending formulas for use withOracle applications.

Oracle Self-Service Human Resources Deploy Self-Service Capability Guide

Set up and use self-service human resources (SSHR) functions for managers, HRProfessionals, and employees.

Oracle Human Resources Management Systems Deploy Strategic Reporting (HRMSi)

Implement and administer Oracle Human Resources Management Systems Intelligence(HRMSi) in your environment.

Oracle Human Resources Management Systems Strategic Reporting (HRMSi) User Guide

Learn about the workforce intelligence reports included in the HRMSi product, includingDaily Business Intelligence reports, Discoverer workbooks, and PerformanceManagement Framework reports.

Implementing Oracle Approvals Management

Use Oracle Approvals Management (AME) to define the approval rules that determinethe approval processes for Oracle applications. Download this guide from OracleMetaLink, Note: 282529.1.

vii

Oracle iRecruitment Implementation Guide

Set up Oracle iRecruitment to manage all of your enterprise’s recruitment needs.

Oracle Learning Management User Guide

Set up and use Oracle Learning Management to accomplish your online and offlinelearning goals.

Oracle Learning Management Implementation Guide

Implement Oracle Learning Management to accommodate your specific businesspractices.

Oracle Time and Labor Implementation and User Guide

Learn how to capture work patterns such as shift hours so that this information can beused by other applications such as General Ledger.

Installation and System Administration

Oracle Applications Concepts

This guide provides an introduction to the concepts, features, technologystack, architecture, and terminology for Oracle Applications Release 11i. It provides auseful first book to read before an installation of Oracle Applications. This guide alsointroduces the concepts behind Applications-wide features such as Business Intelligence(BIS), languages and character sets, and Self-Service Web Applications.

Installing Oracle Applications

This guide provides instructions for managing the installation of Oracle Applicationsproducts. In Release 11i, much of the installation process is handled using OracleRapid Install, which minimizes the time to install Oracle Applications and the Oracletechnology stack by automating many of the required steps. This guide containsinstructions for using Oracle Rapid Install and lists the tasks you need to performto finish your installation. You should use this guide in conjunction with individualproduct user guides and implementation guides.

Upgrading Oracle Applications

Refer to this guide if you are upgrading your Oracle Applications Release 10.7 orRelease 11.0 products to Release 11i. This guide describes the upgrade process andlists database and product-specific upgrade tasks. You must be either at Release 10.7(NCA, SmartClient, or character mode) or Release 11.0, to upgrade to Release 11i. Youcannot upgrade to Release 11i directly from releases prior to 10.7.

"About" Document

For information about implementation and user document, instructions for applyingpatches, new and changes setup steps, and descriptions of software updates, referto the "About" document for your product. "About" documents are available onOracleMetaLink for most products starting with Release 11.5.8.

Maintaining Oracle Applications

Use this guide to help you run the various AD utilities, such asAutoUpgrade, AutoPatch, AD Administration, AD Controller, AD Relink, LicenseManager, and others. It contains how-to steps, screenshots, and other information thatyou need to run the AD utilities. This guide also provides information on maintainingthe Oracle applications file system and database.

viii

Oracle Applications System Administrator’s Guide

This guide provides planning and reference information for the Oracle ApplicationsSystem Administrator. It contains information on how to define security, customizemenus and online help, and manage concurrent processing.

Oracle Alert User’s Guide

This guide explains how to define periodic and event alerts to monitor the status ofyour Oracle Applications data.

Oracle Applications Developer’s Guide

This guide contains the coding standards followed by the Oracle Applicationsdevelopment staff and describes the Oracle Application Object Library components thatare needed to implement the Oracle Applications user interface described in the OracleApplications User Interface Standards for Forms-Based Products. This manual also providesinformation to help you build your custom Oracle Forms Developer forms so that theforms integrate with Oracle Applications.

Oracle Applications User Interface Standards for Forms-Based Products

This guide contains the user interface (UI) standards followed by the Oracle Applicationsdevelopment staff. It describes the UI for the Oracle Applications products and how toapply this UI to the design of an application built by using Oracle Forms.

Other Implementation Documentation

Oracle Applications Product Update Notes

Use this guide as a reference for upgrading an installation of Oracle Applications. Itprovides a history of the changes to individual Oracle Applications products betweenRelease 11.0 and Release 11i. It includes new features, enhancements, and changes madeto database objects, profile options, and seed data for this interval.

Oracle Workflow Administrator’s Guide

This guide explains how to complete the setup steps necessary for any OracleApplications product that includes workflow-enabled processes, as well as how tomonitor the progress of runtime workflow processes.

Oracle Workflow Developer’s Guide

This guide explains how to define new workflow business processes and customizeexisting Oracle Applications-embedded workflow processes. It also describes how todefine and customize business events and event subscriptions.

Oracle Workflow User’s Guide

This guide describes how Oracle Applications users can view and respond to workflownotifications and monitor the progress of their workflow processes.

Oracle Workflow API Reference

This guide describes the APIs provided for developers and administrators to accessOracle Workflow.

Oracle Applications Flexfields Guide

This guide provides flexfields planning, setup, and reference information for theOracle HRMS implementation team, as well as for users responsible for the ongoingmaintenance of Oracle Applications product data. This guide also provides informationon creating custom reports on flexfields data.

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Oracle eTechnical Reference Manuals

Each eTechnical Reference Manual (eTRM) contains database diagrams and a detaileddescription of database tables, forms, reports, and programs for a specific OracleApplications product. This information helps you convert data from your existingapplications, integrate Oracle Applications data with non-Oracle applications, andwrite custom reports for Oracle Applications products. Oracle eTRM is available onOracleMetalink.

Oracle Applications Message Manual

This manual describes all Oracle Applications messages. this manual is available inHTML format on the documentation CD-ROM for Release 11i.

Do Not Use Database Tools to Modify Oracle Applications DataOracle STRONGLY RECOMMENDS that you never use SQL*Plus, Oracle Data Browser,database triggers, or any other tool to modify Oracle Applications data unless otherwiseinstructed.

Oracle provides powerful tools you can use to create, store, change, retrieve, andmaintain information in an Oracle database. But if you use Oracle tools such as SQL*Plusto modify Oracle Applications data, you risk destroying the integrity of your data andyou lose the ability to audit changes to your data.

Because Oracle Applications tables are interrelated, any change you make using anOracle Applications form can update many tables at once. But when you modify OracleApplications data using anything other than Oracle Applications, you may change a rowin one table without making corresponding changes in related tables. If your tables getout of synchronization with each other, you risk retrieving erroneous information andyou risk unpredictable results throughout Oracle Applications.

When you use Oracle Applications to modify your data, Oracle Applicationsautomatically checks that your changes are valid. Oracle Applications also keeps track ofwho changes information. If you enter information into database tables using databasetools, you may store invalid information. You also lose the ability to track who haschanged your information because SQL*Plus and other database tools do not keep arecord of changes.

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1Enterprise and Workforce Management

Enterprise and Workforce Management 1-1

Organizations

Representing OrganizationsIn Oracle HRMS, the organizations you set up to represent your enterprise as anemployer are the Business Group, and in the US and Canada, one or more GREs withinthe Business Group.

Below this level, you represent the groupings in which employees work, such asbranches, departments or sections, by means of internal organizations. To enablethe assignment of employees to an internal organization, you classify it as an HROrganization.

Korea users onlyYou must also define an organization classification called BusinessPlace. You assign your employees to the business place in Korea, and use this to storeestablishment information such as business registration number, health insurancenumber, and address.

You also maintain information in the system about various types of external organizationsrelevant to human resources and payroll management and administration. These caninclude training vendors, tax offices, benefits carriers, or certification bodies.

External organizations can appear in your organization hierarchies together with internalorganizations and are defined in the same way.

Note: You can never assign employees to external organizations, eventhose classified as HR Organizations.

Organization ClassificationWhenever you create an organization you have to give it a classification, such as BusinessGroup or HR Organization. The classification you give to an organization defines itspurpose and functionality within Oracle HRMS.

Selecting a classification enables you to set up additional information about yourorganization. The classification you enter controls the additional information you canset up.

Classification are predefined, and each Oracle Product group is installed with theclassifications and information types relevant to their application. For example, OracleFinancials has different classifications from Oracle HRMS.

Note: Oracle HRMS enables you to install your own additionalinformation types for classifications.

Organization ClassificationsOrganization classifications define the purpose of an organization and its functionalitywithin Oracle HRMS. The classifications you assign to an organization control theadditional information you can set up at the organization level. The ConfigurationWorkbench automatically assigns the appropriate classifications to the organizations itcreates.

For more information on the key organization structures you use to represent yourenterprise, see: Key Concepts for Representing Enterprises, Oracle HRMS Enterpriseand Workforce Management Guide

1-2 Oracle HRMS for Kuwait Supplement

You can define one organization with multiple classifications or you can defineseparate organizations to represent different types of entity. For example, you canclassify an organization as a legal entity as well as an HR organization if it’s the sameorganization. If they are different, then you create two organizations.

Note: Oracle HRMS enables you to install your own additionalinformation types for classifications.

You can select the following classifications in the Organization window, depending onyour legislation:

All LegislationsAll legislations can use the following classifications:

• Business Group: Use this classification to group, manage, and control access to datain accordance with the rules and reporting requirements of a country.

• Operating Company: An operating company represents a division or line ofbusiness within your enterprise that is legally registered for reporting in at leastone country.

• GRE/Legal Entity: Use this classification to represent the following organizations:

• Ultimate Legal Entity: this represents the enterprise, and typically, theenterprise is the highest (global) level of a business organization.

• Legal Entity: this represents the designated legal employer for allemployment-related activities. The legal authorities in a country recognize thisorganization as a separate employer. In an organization hierarchy, a legal entitymay report to an operating company or to the ultimate legal entity.

• Consolidated Legal Entity: this organization acts on behalf of multipleoperating companies that are not legally registered, or simply on behalf ofthe enterprise in a country.

• Employer: Use this along with the GRE/Legal Entity classification to define anorganization as a legal entity that is responsible for employing people in a particularcountry.

For Chinese users only: Your organization hierarchy must contain at least oneGRE with corporate and employer information. Statutory reporting requires thisinformation.

• HR Organization: Use this classification for all organizations to which you want toassign employees and contingent workers.

• Payee Organization: Use this when defining an external organization that is therecipient of a third party payment from an employee, for example a court-orderedpayment. You can then select this organization on the Personal Payment Methodwindow when entering a third party payment method.

• Bargaining Association: Use this when defining an organization that is involvedin negotiating a collective agreement. A bargaining association could be anyorganization representing the employees in negotiations, for example a tradeunion. The UK legislation also enables you to select a bargaining association in theUnion Processing window to set up a union element.


• Representative Body: Use this when defining a representative body. This may be abody defined in legislation, such as a European Works Council, or may be definedby the employer, such as a Sports and Social Club.

• Disability Organization: Use this when defining an external organization withwhich employee disabilities are registered.

• Medical Service Provider: Use this when defining an organization that providesany medical services, such as medical assessments, to the people in your enterprise.

• Constituency: Use this to define a constituency to group together workers eligible tovote for particular elections.

• Company Cost Center: Use this to define organizations in Oracle HRMS that mapto cost centers in Oracle GL. You can set up your application so that whenever acost center is defined in GL, a corresponding organization with this classification isdefined automatically.

• Professional Body Information: Use this to define an organization that is aprofessional body. Organizations with this classification are available to assign topeople in the Qualifications window.

US LegislationThe US legislation can use the following classifications:

• Reporting Establishment, Corporate Headquarters, or AAP Organization: Usethese when defining reporting organizations, that is, organizations required for theproduction of certain reports for government agencies.

• Parent Entity: Use this when defining an organization to be included at the top levelof an establishment hierarchy. You can then use the hierarchy when producingcertain reports for government agencies.

If you are assigning this classification to a Business Group, you must assign it toyour default Business Group, that is the one defined in your security profile. If youdo not, then your data will not be visible when you attempt to create your hierarchyin the Generic Hierarchy window.

• Benefits Carrier,Workers Compensation Carrier, or Beneficiary Organization: Usethese when defining an external organization belonging in one of theseclassifications. You can then select the organization when defining a benefit, enteringinformation for Workers Compensation calculations, or recording beneficiariesemployees have named for certain benefits.

The Federal legislation can also use the Beneficiary Organization classification.

UK LegislationThe UK legislation can use the Education Authority classification to define a LocalEducation Authority (LEA) that is responsible for education within that council’sjurisdiction.

Canadian LegislationThe Canadian legislation can use the following classifications:

• Provincial Medical Carrier: Use this to define a medical carrier for a province.


• Provincial Reporting Establishment: Use this to represent employees in theprovince of Quebec.

French LegislationThe French legislation can use the following classifications:

• Company: Use this classification to record one or more companies in your businessgroup. A company is a legal entity registered to "Registre du Commerce et desSocietes". You must have at least one company.

• Establishment: Use this to identify the organization that serves as the legal point ofcontact for settling any disputes and manage the personal details of the workforce.

Note: It is not advisable to classify an organization as both acompany and an establishment. You should create two separateorganizations.

• URSSAF Center or ASSEDIC Center: Use this when defining an externalorganization that is a Social Security organization. You can select the organizationwhen entering additional organization information for an establishment. URSSAForganizations may also be selected when entering additional organizationinformation for a company.

• Insurance Provider or Pension Provider: Use this when defining an externalorganization that provides insurance or pensions. You can select the organizationwhen entering additional organization information for a company or anestablishment.

• OPACIF or OPCA: Use this when defining an external organization that collects thecompany’s yearly training contribution.

• CPAM: Use this when defining an external organization that is a CPAM office. Youcan select the organization when entering employment information in the Peoplewindow.

• Public Sector Other External Organization: Use this to record details of the varioustypes of external organizations with whom the public-sector types of companiesdeal. Be sure to create organizations with this classification as external organizations.

• Grouping of Employers: Use this to identify the employers (normallyestablishments) who have decided to group together in order to make it easier tolend each other workforce and also to list the employees, contingent workers, andemployees on loan for an establishment from that grouping in the PersonnelRegistry report.

Dutch LegislationThe Dutch legislation can use the following classifications:

• Dutch UWV Organization: Use this to indicate if your organization is a socialinsurance provider. If you enable this classification, you can enter additionalinformation such as the type of provider in the Dutch UWV Organization window.

• Dutch Tax Office: Use this to define an external tax office.

• Dutch Private Health Insurance: Use this to define an external organization thatprovides private health insurance.


• Pension Provider: Use this to define an external organization that provides pensionsto your employees.

German LegislationThe German legislation can use the following classifications:

• Budget Plan Unit: Use this to define internal organizations for which you can usefor the budget plan structure. The budget plan structure defines the different levelsof positions in your enterprise, and the budget plan units represent the differentlevels as organizations. You select which budget plan unit the position belongs to inthe Position window.

• German Additional Second Pension Insurance: Use this to record informationabout the contributions an organization makes to a second pension.

• German Capitalized Life Insurance Provider: Use this to indicate if yourorganization is a provider of German capitalized life insurance.

• German Mandatory Health/Special Care Insurance Provider: Use this to indicateif your organization is a provider of German mandatory health or special careinsurance. If you enable this classification, you can enter additional informationusing the German Social Insurance Providers window.

• German Mandatory Pension Insurance Provider: Use this to indicate if yourorganization is a provider of German mandatory pension insurance. If you enablethis classification, you can enter additional information using the German SocialInsurance Providers window.

• German Private Health/Special Care Insurance Provider: Use this to indicate ifyour organization is a provider of German private health or special care insurance. Ifyou enable this classification, you can enter additional information using the GermanSocial Insurance Providers window.

• German Public Sector: Use this to indicate if your organization is a public sectororganization. If you set this to yes then certain public sector specific windowsand fields are made available to you.

• German Tax Office: Use this to indicate if your organization is a tax office. Ifyou set this to yes then you can enter additional tax office information using theOthers button.

• German Unemployment Insurance Provider: Use this to indicate if yourorganization is a provider of German unemployment insurance. If you enablethis classification, you can enter additional information using the German SocialInsurance Providers window.

• German Voluntary Pension Provider: Use this to indicator if your organization is aprovider of German voluntary pensions.

• GermanWork Incident Supervising Office: Use this to indicate if your organizationis a work incident supervising office.

• German Workers’ Liability Insurance Providers: Use this to indicate if yourorganization is a provider of German workers’ liability insurance.


Hong Kong LegislationThe Hong Kong legislation can use theMPF Trustee Organization classification to set upand enrol employees in an MPF Trustee. This classification allows you to record detailsof the trustee and details of the scheme provided by the trustee.

Mexico LegislationThe Mexico legislation must use the legal employer classification to define the legalentity. You can add additional organization information for your legal employer, ifneeded.

Use the GRE/Legal Entity classification to define an organization that is recognized asa separate employer by Social Security or other legal authorities. When you assign alocation to a GRE, and you have not already associated them with each other in thegeneric hierarchy, HRMS will make the association for you.

Saudi LegislationThe Saudi legislation can use the following classifications:

• Saudi GOSI Office: Use this to represent the General Office of Social Insurance(GOSI) which the employer is registered. The GOSI office requires employers tomake deductions for eligible employees and send all payments and reports tothis office.

• Saudi Employment Office: Use this to represent an office to which the employerreports the status of its disabled employees.

Hungary LegislationThe Hungary legislation can use the following classifications:

• Draft Agency: Use this to represent an external defense organization to which yousend employee military service details.

• Company Information: Use this to represent the organization which is legallyentitled to hire employees.

• Pension Provider: Use this to indicate an external organization that providespensions to your employees.

Spanish LegislationThe Spanish legislation can use the following classifications:

• Work Center: Use this to define an internal organization that represents a facilitywithin your enterprise. You use these organizations for statutory reporting purposes.

• Section: Use this to define an internal organization that represents the place wherepeople work. You use these organizations for internal reporting purposes only.

• Tax Office: Use this to indicate if the organization is an external tax office.

• Tax Administration Office: Use this to indicate if the organization is an external taxadministration office.


• Social Security Office: Use this to define a social security office as an externalorganization. If you enable this classification, you can record the social securityoffice details.

• Social Security Province Office: Use this to define an organization as an externalsocial security office. If you enable this classification, you can enter the socialsecurity province office details.

• Health Care Organization: Use this to define an organization as an external healthcare organization. If you enable this classification, you can enter the insurancecompany details.

Korea LegislationThe Korean legislation can use the following classification:

• Business Place: Use this classification to define an organization as an employerto which you assign employees. You set up information such as the registrationnumber, representative information, and the health insurance number for theNational Tax Service (NTS).

Indian LegislationYour organization hierarchy should contain at least one GRE/Legal Entity (TaxOrganization) and Registered Company.

The Indian legislation can use the following classifications:

• Registered Company: Records your company’s Legal Name, RegistrationNumber, Corporate Identity Number, Permanent Account Number (PAN) of thecompany and company’s representative details.

• Factory: Records your factory’s Registration Number, License Number, NationalIndustrial Code, Production Commencement Date and factory’s representativedetails.

• Shops/Establishment: Records your shops/establishment’s registration number andrepresentative details.

• Contractor Details: Records a contractor’s details, work details, and representativedetails. A contractor supplies contingent workers to an enterprise and can be eitheran individual or an external organization.

• ESI Organization: Use this to define an external organization that providesEmployee State Insurance (ESI) to your employees. Records your Employee StateInsurance (ESI) organization’s Challan Information, General Information andRepresentative Details. You can have multiple ESI organizations and select anemployee’s ESI organization in the Assignment window.

• Provident Fund Organization: Records your PF organization’s PF challaninformation, PF information, and PF representative details. You can have multiple PForganizations and select an employee’s PF organization in the Assignment window.

• Professional Tax Organization: Records your Professional Tax organization’sinformation, Professional Tax Challan information, and RepresentativeDetails. information. You can have multiple professional tax organizations andselect an employee’s professional tax organization in the Assignment window.


Polish LegislationThe Polish legislation can use the following classifications:

• PL SII Branch: Use this classification to represent a local branch of the SocialInsurance Institute (SII), a public organization that deals with the social insurancebenefits, such as sickness allowance, maternity allowance, and rehabilitationbenefits. You use the SII branch information for social insurance reporting.

• PL Statistic Office: Use this to represent a local statistic office. You use thisinformation in reports sent to the statistic office.

• PL Tax Office: Use this to define the tax office bank accounts for the employer and forthe tax collected from the employees. You use this information in statutory reports.

Norwegian LegislationThe Norwegian legislation can use the following classifications:

• Local Unit: Use this classification to identify and report on the different workcenters, within your enterprise, to which you assign employees.

• Social Security Office: Use this to define external social security office organizations.

Finnish LegislationThe Finnish legislation can use the following classifications:


• External Company: Use this to record details of the various types of externalorganizations with whom your organization deals. Ensure to create organizationswith this classification as external organizations.

• Pension Provider: Use this to record the basic information of pension insuranceproviders to which you transfer the appropriate pension insurance deductions.

• Accident Insurance Provider: Use this to identify organizations that provideaccident insurance coverage so that you can send them the salary certificate.

• Finnish Magistrate Office: Use this to identify organizations that process the courtorder amount that you send after deducting it from an employee’s salary.

• Finnish Trade Union: Use this to record the basic information of trade unions sothat you can meet your taxation and reporting requirements.

• Provincial Tax Office: Use this to identify the legal employer’s tax office to enablethe transfer of tax deductions correctly.

Danish LegislationThe Danish legislation can use the following classifications:

• Service Provider: Use this classification to record details of the various types ofexternal service providers with whom your organization deals.

• Pension Provider: Use this classification to define external pension providers.


Swedish LegislationThe Swedish legislation can use the following classifications:


• Social Security Office: Use this to define external social security office organizationswith which you coordinate medical reimbursements for the employees.

Entering Additional InformationFor each classification you set up you can enter additional information. This informationcan be different for each classification.

For business group see: Business Group, page 1-10

For HR organization see: HR Organization, page 1-11

For representative body see: Representative Body, page 1-11

For constituency see: Constituency, page 1-11

For bargaining association see: Bargaining Association, page 1-12

For company cost center see: Company Cost Center, page 1-12

For professional body information see: Professional Body Information, page 1-12

For legal employer see: Legal Employer, page 1-13

See Classification and Additional Information Types, Oracle HRMS Enterprise andWorkforce Management Guide if you need to check which classification to select.

To enter Business Group additional information:1. Click on the organization classification for which you want to enter additional

information.

2. Choose the Others button to open the Additional Organization Information window.

3. Select one of the following:

• Business Group Information, see: Entering Business Group Information, OracleHRMS Enterprise and Workforce Management Guide

• Budget Value Defaults, see: Business Groups: Entering Budget Value Defaults,Oracle HRMS Enterprise and Workforce Management Guide

• Work Day Information, see: Business Groups and HR Organizations: Work DayDefaults, Oracle HRMS Enterprise and Workforce Management Guide

• Benefits Defaults, see: Business Groups: Defining a Default Monthly Payroll,Oracle HRMS Enterprise and Workforce Management Guide

• PTO Balance Type, see Business Groups: Selecting a PTO Balance Type, OracleHRMS Enterprise and Workforce Management Guide

• Recruitment Information, see: Business Groups: Entering RecruitmentInformation, Oracle HRMS Enterprise and Workforce Management Guide

• Payslip Information, see: Entering Payslip Information, Oracle HRMS Enterpriseand Workforce Management Guide


• Self Service Preference Information, see: Entering Self-Service PreferenceInformation, Oracle HRMS Enterprise and Workforce Management Guide

• Local Nationality, see: Entering Local Nationality Information, page 1-15

• SOE Details, see: Business Groups: Entering SOE Information, and BusinessGroups: Entering SOE Detail Information,

4. Repeat these steps to enter further information.

To enter HR organization additional information:1. Click on the organization classification for which you want to enter additional

information.



• Reporting Information, see: Entering Reporting Information for an HROrganization or a Company Cost Center., Oracle HRMS Enterprise and WorkforceManagement Guide

• Costing Information, see: HR Organizations: Entering Costing Information,Oracle HRMS Enterprise and Workforce Management Guide

• Parent Organization, see: HR Organizations: Entering Parent Organizations,Oracle HRMS Enterprise and Workforce Management Guide

• Work Day Information, see: Business Groups and HR Organizations: EnteringWork Day Defaults:, Oracle HRMS Enterprise and Workforce Management Guide

• Payslip Information, see Entering Payslip Information, Oracle HRMS Enterpriseand Workforce Management Guide

• Self Service Preference Information, see Entering Self-Service PreferenceInformation, Oracle HRMS Enterprise and Workforce Management Guide


To enter representative body additional information:1. Click on the organization classification for which you want to enter additional

information.



• Representative Body Information, see: Entering Representative BodyInformation, Oracle HRMS Enterprise and Workforce Management Guide

• Constituency information, see: Entering Constituency Information for aRepresentative Body, Oracle HRMS Enterprise and Workforce Management Guide


To enter constituency additional information:1. Click on the organization classification for which you want to enter additional

information.




• Location, see Entering Location Information for Constituencies, Oracle HRMSEnterprise and Workforce Management Guide

• Organization, see Entering Organization Information for Constituencies, OracleHRMS Enterprise and Workforce Management Guide

• Organization Hierarchy, see Entering Organization Hierarchy information forConstituencies, Oracle HRMS Enterprise and Workforce Management Guide

• Grade, see Entering Grade information for Constituencies, Oracle HRMSEnterprise and Workforce Management Guide

• Bargaining Unit, see Entering Bargaining Unit information for Constituencies,Oracle HRMS Enterprise and Workforce Management Guide

• Job, see Entering Job information for Constituencies, Oracle HRMS Enterprise andWorkforce Management Guide

• Collective Agreement Grade, see Entering Collective Agreement Gradeinformation for Constituencies, Oracle HRMS Enterprise and WorkforceManagement Guide


To enter bargaining association information:1. Click on the organization classification for which you want to enter additional

information.


3. Select Trade Union Information, see: Entering Trade Union Information for aBargaining Association, Oracle HRMS Enterprise and Workforce Management Guide


To enter company cost center information:1. Click on the organization classification for which you want to enter additional

information.



• GL Company Cost Center, see: Entering GL Company Cost Center Informationfor a Company Cost Center, Oracle HRMS Enterprise and Workforce ManagementGuide

• Reporting Information, see: Entering Reporting Information for an HROrganization or a Company Cost Center, Oracle HRMS Enterprise and WorkforceManagement Guide


To enter professional body information:1. Click on the organization classification for which you want to enter additional

information.



3. Select Professional Body Info, see: Entering Additional Information for aProfessional Body, Oracle HRMS Enterprise and Workforce Management Guide


To enter legal employer information:1. Click on the organization classification for which you want to enter additional

information.

2. Click the Others button to open the Additional Organization Information window.


Kuwait Legal Employer Details. See: Entering Legal Employer Information, page1-15

Kuwait Wage Formula, See Legal Employer: Entering Wage Formula Information,page 1-16


Business Group: Entering SOE InformationYou enter statement of earnings information (SOE) at the business group level to linkthe SOE element set to the business group. This enables Oracle HRMS to display theelements that are part of the element set, in the Information region of the SOE.

To enter SOE information:1. In the organization window, query the business group if it does not already appear

there. In the Organization Classifications region, select Business Group, clickOthers, and select SOE Information.

2. Click in a field of the Additional Organization information window to open the SOEInformation window.

3. Select the SOE user category.

See: Setting up the Statement of Earnings, page 4-18

4. To display predefined elements on the SOE, select the predefined element setsKW_SOE_EARNINGS_ELEMENTS and KW_SOE_DEDUCTIONS_ELEMENTS.

5. To display information elements on the SOE, select the element set containing yourinformation elements in the Information 1 field. You create this element set whenyou set up your statement of earnings. See:Setting up the Statement of Earnings,page 4-18

6. To display balances on the SOE, select the predefined balance attributeKW_SOE_BALANCE_ATTRIBUTES.

7. Save your work.

Business Group: Entering SOE Detail InformationOracle HRMS enables you to determine the elements, balances, input values, andamounts that you want to display in the Information region of the statement ofearnings. Use the SOE Detail Information extra information type to record the elements


that are part of the element set you created and the balances attributes that you want theSOE to use.

Note: Oracle HRMS provides Kuwait SOE Balance Attributes to viewthe SOE report. You can use the predefined balance attributes or createyour own balance attributes. See: Setting up the Statement of Earnings.

To enter SOE detail information:1. In the organization window, query the Business Group if it does not already appear

there. In the Organization Classifications region, select Business Group, clickOthers, and select SOE Detail Information.

2. Click in a field of the Additional Organization information window to open the SOEDetail Information window.

3. Select the type of SOE details you want to record such as balance or element.

• If you select Balance type, then select the balance, dimension, and balancedisplay name that you want the SOE to display. If you select Element type, thenselect the element name, input value, and element display name that you wantthe SOE to display.

4. Save your work.

Identifying Balances for the PayslipYou enter payslip balances information to determine the balances you want to archiveand display on the payslip. You can define multiple balances for archive.

Enter the payslip balances information using the Organization window.

To identify balances for the payslip:1. In the Organization window, query the Business Group if it does not already appear

there. In the Organization Classifications region, select Business Group, choose theOthers button, and select Payslip Balances.

2. Click in the Additional Organization Information window to open the PayslipBalances window.

3. Select the Balance Name and Balance Dimension. In the Balance Narrative fieldenter a description of the balance information. This appears on the payslip. Theorder you define the balances determines the sequence the application picks themup and displays on the payslip.

Note: Netherlands users: You can select the Social Insurance Typefrom the list of values, but only if you have selected entries for boththe Balance Name and Balance Dimension fields.

4. Save your work.

Identifying Elements for the PayslipYou enter payslip elements information to determine the elements you want to archiveand appear on the payslip. You can define multiple element input values for archive.

Enter the payslip elements information using the Organization window.


To identify elements for the payslip:1. In the Organization window, query the Business Group if it does not already appear

there. In the Organization Classifications region, select Business Group, choose theOthers button, and select Payslip Elements.

2. Click in the Additional Organization Information window to open the PayslipElements window.

3. Select the Element Name and Input Value. In the Narrative field enter a descriptionof the element information. This appears on the payslip. The order you define theelements, determines the sequence the application picks them up and displaysthem on the payslip.

Note: Netherlands users: You can select the Social Insurance Typefrom the list of values, but only if you have selected entries for boththe Balance Name and Balance Dimension fields.

4. Save your work.

Entering Local Nationality InformationUse the Kuwait Information window to indicate that this business group is used torepresent your enterprise’s interests within Kuwait. Employees whose nationalitymatches the one you set here are eligible for Kuwaiti social insurance benefits.

To enter local nationality:1. In the Organization window, query the organization if it does not already appear

there. In the Organization Classifications region, select Business Group, click Others.

2. Select Kuwait Information to display the Additional Organization Informationwindow.

3. Click in the Kuwait Information field and select Kuwaiti as the localnationality. Ensure that your System Administrator has added Kuwaiti to theNATIONALITY lookup before completing this step.

4. Save your work.

Entering Legal Employer InformationUse the Kuwait Employer Details window to record information about the legalemployer. The disabled employee report uses the legal employer (the name of theorganization as the legal employer) information.

To enter legal employer information:1. In the Organization window, query the organization if it does not already appear

there. In the Organization Classifications region, select Legal Employer, clickOthers, and select Kuwait Employer Details.

2. Click the Additional Organization Information field to open the Kuwait EmployerDetails window.

3. Enter the legally recognized name for this company, and select what type ofcompany it is, for example, public sector, private sector, or oil sector.


4. Select a position hierarchy to indicate who is able to act as a signatory for thisorganization. Any person who fulfils any of the positions in the hierarchy hasthis authority.

5. Enter the employer’s 9-digit social security number. The social insurance reportsdisplay the employer’s social security number for identification.

6. Enter the enterprise’s registration number. Government forms, such asissuance, renewal, and cancellation of an employee’s work permit use the enterprise’sregistration number.

7. Enter the employer’s 8-digit civil identifier. This number is to identify the legalemployer details.

8. Save your work.

Legal Employer: Entering Wage Formula InformationUse the Kuwait Wage Formula window to attach the formula for the social insurancecontributory wage.

The social insurance calculation process uses this contributory wage amount to calculatethe social insurance deductions for an employee.

To enter wage formula information:1. In the Formula window, define the formula to calculate the SI contributory wage.

See: Writing or Editing a Formula, Oracle HRMS FastFormula User Guide

Important: While defining the formula, use the return variablecontributory_wage_reference to store the calculated contributorywage value.

2. In the Organization window, query the organization if it does not already appearthere. In the Organization Classifications region, select Legal Employer, clickOthers, and select Kuwait Wage Formula.

3. Click the Kuwait Wage Formula field to open the Kuwait Wage Formula window.

4. Select the formula to calculate the social insurance contributory wage.

5. Save your work.


Occupational Health

Occupational Health: Medical Assessments, Disabilities and WorkIncidents

Oracle HRMS enables you to record medical assessments, disability information, andwork incidents for the people in your enterprise. It also enables you to link thisinformation together. For example, if a medical assessment is required as the result ofa work accident, and that assessment then diagnoses a disability in the person, youcould relate these records to one another.

Note: The Medical assessments, disabilities and work incidentsfunctionality may not be used by your localization.

Medical AssessmentsThe Medical Assessment window enables you to enter information about the medicalassessments (consultations) provided to the people in your enterprise. For example, youcan record:

• When the assessment took place, and the organization and person who performed it.

• The result of the assessment, for example, if a disability was identified.

• If the purpose of the assessment is to evaluate a particular disability, whether theperson is considered fit for work.

• Any work incident that was the reason for this assessment.

A person can have multiple medical assessment records. For example, a person mayhave a recruitment medical and several annual medicals.

DisabilitiesUsing the datetracked Disabilities window, you can enter information about a person’sdisabilities. For example, you can record:

• The nature and severity of the disability

• The full-time equivalent that this person represents towards your enterprise’s quotaof disabled employees

• The details of the registration of this disability with an official organization

• Any work incident that was the cause of this disability

• The medical assessment that first identified this disability.

A person can have multiple disability records. Each disability can be linked to onework incident and to one medical assessment that diagnosed (or identified) thecondition. Once a disability has been diagnosed and recorded, you can link it to multipleassessments that evaluate the disability.

Work IncidentsOracle HRMS enables you to record work incidents, for example, accidents, that involvethe people in your enterprise. Work incidents are incidents that occur:


• at work

• on the way to or from work

• in other circumstances that are defined as work-related by your enterprise.

Using the Work Incidents window, you can record:

• The details of the incident, for example, when and where it occurred.

• The health and safety official and/or representative body that were notified ofthe incident

• Medical details, such as any injury occurred, treatment given, and medicalorganizations involved

• Whether any compensation was paid

• Whether this person was absent as a result of the incident

• The job the person was doing when the incident occurred

A person can have multiple work incident records.

The graphic illustrates the relationship between the medical assessment, disability andwork incident tasks. It shows the full process that you could follow if you wanted torecord:

• A work incident that occurred

• The medical assessment that was required as a result of the work incident

• The disability record that was required as a result of a "Disability" result in themedical assessment

• The subsequent "Disability type" medical assessments that were required to evaluatethe disability on a regular basis

The "Start" boxes show the points at which you can start the process, depending onthe task you need to perform.


Recording a Disability

Entering Work Incident InformationYou use the Work Incidents window to enter information about the work incident inwhich a person was involved.

To enter work incident information:1. Enter information about the incident:

• Enter a unique reference number for this incident.


• Enter the date on which the incident occurred.

• If the incident occurred over time, enter the date on which the incident wasidentified or reported.

• Select the type of incident that occurred.

• Enter the time at which the incident occurred, if known.

• Check the check box if the incident occurred over a period of time. Forexample, check this box if the incident was a gas leak.

• Select the circumstances of the incident in the Activity field. For example, youcan specify if the incident occurred en route to work.

• Enter the date on which the incident was reported.

• Enter the reference number for a related work incident. The list is limited toincidents that involved this person and that occurred on or before the dateof this incident.

Incident Description:1. Choose the Incident Description tab.

2. Enter more detail about the incident:

• Select the main cause of the incident in the Hazard field.

• Enter the location of this incident, for example, if the incident occurred in theworkplace, identify the room and building.

• Enter a further description of the incident, if required.

Incident Reporting:1. Choose the Incident Reporting tab.

2. Enter the reporting details:

• Select the name of the person who reported this incident. You can only select aperson who is on the system and who is in the same Business Group.

• Select the method used to report this incident, for example, a voicemail.

• Enter the date and time when the incident was reported. This cannot be earlierthan the date and time recorded for the incident.

Note: You must select the name of the person who reported thisincident before you can enter the date and time.

• Enter the organization to whom the incident was reported, for example, thelocal fire station or police.

• Enter contact details for anyone who witnessed the incident.

Official Notifications:1. Choose the Official Notifications tab.

2. Enter the official notification details:

• Select the name of your organization’s health and safety representative and enterthe date on which they were notified of the incident


• Describe any remedial action that was taken (or is planned) as a result of thisincident.

• Select the organization and person that are the representative body for thisperson and enter the date on which they were notified of the incident

Note: You must select the representative body organization beforeyou can enter the person and reporting date.

See: Entering Representative Body Information, Enterprise and Workforce ManagementGuide

Medical Details:1. Choose the Medical Details tab.

2. Enter any medical details:

• Select the type of injury and/or disease caused by the incident.

• Enter any further description of the injury or disease.

• Check the box if the person received medical attention as a result of thisincident. Then enter the name of the physician and/or the contact details for thehospital that was consulted or that provided treatment.

Note: If treatment was provided by an internal organization orperson, for example, an occupational health organization or afirst-aid officer, enter the details into the Hospital Details field.

Other Information:1. Choose the Other tab.

2. Enter other information about this incident:

• If compensation was awarded for this incident, enter the amount. Then selectthe currency for the compensation amount. The business group’s currency isshown as the default.

Note: If you enter a compensation amount, the Currency fieldcannot be left blank.

• Enter the date on which the compensation was given.

• Enter the job the person was doing at the time of the incident. The list is limitedto jobs with effective start dates before the incident and effective end dates, ifany, after the incident.

• Enter the time the worker began work on the day of the incident.

See: Defining a Job, Enterprise and Workforce Management Guide

Note: If the person was involved in this incident prior to joiningyour enterprise, leave the Job field blank.

• Check the Resulted in Absence? check box if the person was absent from workas a result of this incident.

3. Save your changes.


Further Work Incident Information:1. Click in the Further Information field to open the Further Work Incident Information

window.

2. Enter the date on which the organization stopped the wage of the employee.

3. Enter the unique patient number assigned by the hospital.

4. Enter the hospitalization details including the date on which the employee wasadmitted to the hospital and the duration of the stay at the hospital.

5. Enter the start date and end date for the employee’s period of rest at home.

6. Enter the number of external visits the employee has made to the hospital.

7. Enter information about any medical violation.

8. Enter any details about the violation, such as missed medical appointments, medicaladvice or prescriptions that the employee did not follow.

9. Enter the total number of days the employee was escorted to the hospital by afamily member, a friend or an employee.

10. Enter the date on which the employee resumed work.

11. Save your work.

What Next?If a medical assessment is required as a result of this incident, you can choose theMedical Assessment button to open the Medical Assessment window and to enter thedetails of the assessment. If you enter a medical assessment in this way, its type isOccupational Assessment and it is automatically linked to this incident.

Entering Disability InformationHRMS enables you to enter detailed disability information for the people in yourenterprise.

You use the Disability window to enter this information.

Note: If you want to record that a person is registered as disabled, butyou do not need to hold information about that disability, you can justcheck the Registered Disabled check box on the Personal tab in thePerson window.

See: Entering a New Person (People Window), page 2-3

To enter disability information:1. Set your effective date early enough to handle any historical disability information

that you want to enter.

Note: If you want to associate this disability record with an existingmedical assessment or work incident, your current effective datemust be later than the assessment and incident dates. Ask yoursystem administrator to enable the Work Incidents and MedicalAssessments windows if they are not available.


2. Select the category of disability, such as Physical Disability, HearingImpairment, Visual Impairment, or Blind.

3. Enter into the FTE field the full-time equivalent that this person represents towardsyour enterprise’s quota of disabled employees. If no quota scheme exists, thenleave the default value as 1.00.

Note: You can enter a number that is greater than 1.00, dependingon the level of disability.

The actual figure will normally be provided by the official disability organization.

4. Select the status of this disability information.

• Active. This information will be included in reports. You cannot enter an Activestatus if the record has an end date.

• Inactive. This information will not be included in reports.

• Pending. This information is not yet complete because you entered it beforeyou entered the medical assessment confirming this disability (where theconsultation result was Disability.)

• Closed. This information has an end date because the person no longer hasthis disability.

5. Select the reason for the disability, for example, select Occupational Disease ifthe disability of the person is due to long duration at hazardous work area, suchas chemical industry. If the person has suffered disability due to an accident atwork, then select Work Accident.

6. You can enter either the degree of disability or the range of disability. For example, ifthe person’s disability category states that the disability decreases the work capacityby 50%, then enter 50 as the percentage in the degree field. If the person’s disabilitycategory states that the disability decreases the work between 40 - 50%, then select41 - 50 as the range in the range field.

Note: If you enter the percentage of disability in the Degree field, theapplication disables the Range of disability field.

7. Select the incident that is related to, or caused, this disability. The list of incidentsis limited to incidents that occurred before the current effective date of thisdisability. When you select an incident, its date is displayed automatically.

8. Select the medical assessment that recorded this disability.

The list of assessments is limited to assessments that:

• have a result of Disability

• have a consultation date that is earlier than the current effective date of thedisability

• are not already linked to a disability record for this person

• were linked to any incident that you selected in the previous step

To link an incident to an assessment, see: Entering Medical Assessments, Enterpriseand Workforce Management Guide

This field is not datetracked.


9. Enter the details of disability in the reporting description field. This descriptionmust not exceed sixty characters and is for reporting purpose.

Entering Disability Registration Information:1. Choose the Registration tabbed region to enter the disability registration details

2. Enter into the ID field the registration number assigned by the disabilityorganization.

3. Select the name of the official disability organization with whom the person’sdisability is registered.

You create disability organizations in the Organization window, selecting theDisability Organization classification

See: Creating an Organization, Enterprise and Workforce Management Guide

4. Enter the date on which the employee was registered as disabled with the disabilityorganization and the date on which this registration expires.

Entering Additional Disability Information:1. Choose the Other tabbed region to enter additional details about this disability.

2. Enter a description of the disability.

3. Enter information about the work restrictions that the employee is subject to as aresult of their disability.

4. Enter further information about this disability if the Further Information field hasbeen set up by your Oracle localization team.

5. Save your work.

Running the Kuwaiti Disabled Employee ReportYou can use the Kuwaiti Disabled Employee Report to generate a report of all thedisabled workers in your enterprise. You can then submit the output of this report tothe social security organization to fulfill your legal requirements. You can also use itto report on a group of organizations or individual organizations, or on particulardisabilities or statuses for your information.

Run the Kuwaiti Disabled Employee Report from the Submit Request window.

To run the Kuwaiti Disabled Employee Report:1. Select the Kuwaiti Disabled Employee Report in the Name field.

2. Click in the Parameters field to open the Parameters window.

3. Enter the date on which you want to generate the report.

4. Select the organizations that you want to include in the report:

• Select a business group in the Organization Name field. If you do not selectany further criteria, then the report includes all employees in the businessgroup. The report lists disabled employees by legal employer.

• Select an organization hierarchy to limit the report to certain organizations. Thereport lists disabled employees by legal employer within the selectedorganization hierarchy.


• Select a legal employer to further limit the report. If you have not selectedan organization hierarchy, then the report is run for the individual legalemployer. If you have selected a hierarchy, then the report includes employeesin the selected legal employer and any subordinate organizations.

5. If you want to report on employees with specific disabilities, or disability recordswith a particular status, then select the type and status.

6. Click the Submit button.


2Workforce Sourcing and Deployment

Workforce Sourcing and Deployment 2-1

People

Windows for Maintaining Personal InformationEvery enterprise must be able to record personal information for itsemployees, applicants, and contacts. HRMS enables you to enter and update thisinformation using windows based on templates designed for your own workingenvironment. Your system administrator can configure the predefined templates tomatch your people management processes.

If the template windows are not set up at your site, you can record personal informationfor all person types on the People and Assignment windows.

Note: The template windows are an efficient way to perform most basicHR management actions, such as hiring, ending an application, andupdating assignments. However, the template windows do not supportall DateTrack options, so for complex retroactive changes to history, youmay have to use the People and Assignment windows.

Your system administrator can set up task flows from the template windows or thePeople and Assignment windows to give you access to all the windows in which you canrecord personal and employment information. You can enter information about:

• New employees

• Employment

• Office location

• Applicants

• Background checks

• Re-hire recommendations

• Further names

• Medical details

• Address details

• Telephone numbers

• Picture record

• Dependents, beneficiaries and other contacts

• Contracts

• Supplementary role

• Elections

• Previous Employment

You can also use these windows to update people’s statuses, for example, from applicantto employee.

Note: The system administrator can create configured versions of thePeople window and the template windows so that you use each versionfor certain person types only or for certain functions only (enteringemployees, entering applicants, or hiring applicants).


Displaying Personal InformationOracle HRMS enables you to easily access all the information you enter aboutpeople. There are lots of ways to view information about people held in OracleHRMS. You can select the approach that best fits your needs. For example, you can:

• Use Employee Direct Access to view and update your own personal details usinga web browser.

• Use Line Manager Direct Access to view information about people in yourorganization.

• Use the Find and Summary windows of the People Management templates todisplay the people who interest you, then ’drill down’, by clicking on buttons, to theinformation you need.

If the template windows are not set up at your site, you can display the sameinformation using the Find Person window or a People folder.

• Use an inquiry window to view specific information about a person, such asemployment or absence history.

See: Using Inquiry Windows and Folders, Configuring, Reporting, and SystemAdministration Guide

• Use QuickPaint to design a report incorporating personal, assignment, application, orcompensation information.

See: QuickPaint, Configuring, Reporting, and System Administration Guide

Entering a New Person (People Window)Use the People window to enter and maintain basic personal information for all persontypes, including employees and contingent workers.

Note: You can also use one of the template windows such as EnteringEmployees or Entering Contingent Workers to enter new people.

The minimum information to enter for all categories of people is name and actiontype. In addition, for employees you must enter gender, employee number (ifyour enterprise uses manual number entry), and date of birth (for assignment toa payroll), nationality, religion, and the employee’s name details in an alternativelanguage, mainly English. See:Entering Additional Personal Information, page 2-6

To enter a new person:1. Set your effective date to the appropriate date for adding the person to the

application. If you are entering an employee, this should be their hire date.

2. Enter the person’s name and other name details in the Name region:

• Select a title such as His Highness or Prince.

Kuwaiti users: Select a title, such as Mrs. or Doctor for formal correspondence.

• Enter the person’s name in the First Name field.

• Enter the name of person’s father name.

• Enter the name of the person’s grandfather.


• Enter the person’s family name.

3. Select a gender.

4. In the Action field, select an action type (such as Create Employment) and a persontype. The person type you select displays immediately in the Person Type for Actionfield before you save it. If only one user person type exists for the action type, itdisplays automatically in the Person Type for Action field.

Note: If you enter a contingent worker who has a previous persontype such as ex-employee, you can choose to revert the contingentworker back to the previous person type by using the CancelPlacement action.

You create user person types in the Person Types window. If you want to change aperson type to another person type with the same system person type you mustuse the Person Type Usage window.

See: Changing Person Type Usage and Deleting OAB Person Type Usage, OracleHRMS Workforce Sourcing, Deployment, and Talent Management Guide

Entering Employee InformationEnter the following information if the person is an employee. Otherwise, proceed tostep 6.

5. If desired, change the Latest Start Date field.

• The Latest Start Date field displays your effective date.

• For employees who have previously worked for your enterprise, the Date FirstHired field displays the start date of the employee’s earliest, previous period ofservice. This date must be on or before the start date of the earliest period ofservice. The Date First Hired field is situated on the Benefits Tab.

If the latest start date and the date first hired are the same, when you amend thelatest start date, the date first hired is set to the same date.

If you amend the latest start date to earlier than the date first hired, the date firsthired is set to the same date.

Entering Identification InformationEnter the person’s identification information in the Identification region:

6. If your enterprise uses a manual number generation scheme, enter anemployee, applicant or contingent worker number. If your enterprise usesautomatic number generation (including Use Employee Numbering for contingentworkers), the employee, applicant, or contingent worker number automaticallydisplays when you save your entries in this window.

Note: If you query a person who has a combination ofemployee, applicant, and contingent worker numbers, theemployee number displays in the Number field. If the personlacks an employee number but has a contingent worker numberand an applicant number, the contingent worker numberdisplays. However, you can choose to view any of the identificationnumbers held for a person by selecting them from the list.

7. Enter the Civil Identity Number (Civil ID). The Civil ID is a unique 11 - digit number.


Kuwaiti users: Enter your employee’s unique 12-digit Civil Identifier. This step isnot mandatory for applicants.

Entering Personal DetailsEnter personal details in the Personal tabbed region.

8. Enter the date of birth. You must do this before you can assign an employee to apayroll.

Note: The Age field displays the age of the person isautomatically, on entering the Birth Date of the person.

9. Enter additional birth information into the Town of Birth, Region of Birth, andCountry of Birth fields.

10. If the Work Telephone field is displayed, enter a work telephonenumber. Otherwise, use the Phone Numbers window to enter this information.

11. In the Status field, select a marital status.

12. Select whether your employee, applicant or contingent worker is:

• Registered disabled

• Not registered disabled

• Partially disabled

• Fully disabled

13. To enter additional personal information,

See: Entering Additional Personal Information, page 2-6

14. Save your work.

Multiple Person Record15. If your data already includes a person with the same civil identity number, or with

the same family name and a first name and date of birth that is either the same or notentered, then a list of values shows all the people who share the details.

Note: People who are only entered with a person type of Other, thatis someone external to your enterprise, are not shown in this list.

If you have entered neither a first name nor a date of birth, then the list of valuesdisplays all the records that match the information you have entered.

Note: The list of values displays only if your system administratorhas set the HR: Cross Business Group profile option to Yes.

Do one of the following four tasks:

• If the person you are entering already exists, but in a different businessgroup, then select that person from the list of values. The person you areentering is saved in your current business group and linked to the existingperson record to indicate they are the same person. If your application hasperson synchronization enabled, then the personal information entered for thenew person is copied across to existing records in other business groups. Ifexisting records have values for fields that the new record leaves blank, then


these values appear in the new record. See: Person Record Synchronization,Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide.

• If the person already exists in your current business group then select thatperson from the list of values. The application retrieves the existing recordand cancels the save you were trying to make, as one business group cannotcontain two records for the same person. Close the new record and scrolldown to display the existing record.

Note: You cannot link to any entry in the list of values marked withan asterisk as these either belong to your business group, or arelinked to a person in your business group.

• If the person already exists in TCA, but not in HRMS, then select that personfrom the list of values. The person you are entering is saved in your currentbusiness group and linked to the existing person record to indicate they are thesame person. The information held for the person in TCA is updated with thatentered in HRMS. See: People in a Global Enterprise, Oracle HRMS WorkforceSourcing, Deployment, and Talent Management Guide

• If the person you are entering does not match any of the records displayed, thenselect No Match in the lookup. Your new person record is saved.

What Next?Optionally, you can enter additional information for people in the tabbedregions. See: Entering Additional Personal Information, page 2-6

Note: The Background Information, Medical Information, andRehire Information tabbed regions appear only if your systemadministrator has enabled them for you.

Entering Additional Personal Information (People Window)Optionally, you can enter additional information for people in the tabbed regions of thePeople window described in the following steps.

Note: The Background Information, Medical Information, and RehireInformation tabbed regions appear only if your system administratorhas enabled them for you.

To enter office information for a new hire, an existing employee, orcontingent worker:1. Choose the Office Details tabbed region.

2. Enter the office number.

3. Enter the internal location of this office.

4. Enter the office identifier for internal mail

5. Enter the person’s email address.

6. In the Mail To field, select Home or Office to indicate the person’s preferred maildestination.


To enter information for an applicant:1. Choose the Applicant tabbed region.

2. If the applicant’s resume is on file, check the Exists check box.

3. If the applicant’s resume is on file, select the date indicating when the resumewas last updated.

4. Select a final date a file is to be maintained for this applicant.

To enter background check information:1. Choose the Background tabbed region.

2. Check whether the person background check has been performed.

3. Select the date the background check was performed.

To enter rehire recommendation information for an applicant who was aformer employee or contingent worker:1. Choose the Rehire tabbed region.

2. If the former manager has recommended the applicant for rehire, check theRecommended check box.

3. Select the reason for this recommendation.

To enter further name information:1. Choose the Further Name tabbed region.

2. Enter one or more honors or degrees (BA, MBA, or JD, for example) that the personhas earned.

3. Enter a preferred name (such as a nickname).

4. If the person was previously used a different name, enter the previous last name.

5. Enter the first part of the person’s name, such as van der in the Prefix field. Forsomeone whose last name is van der Zee, you can sort by the last word of the name, Zee. If you enter in the Last Name field, the application sorts name under van.

6. Enter the last part of the person’s name, such as Junior or II in the Suffix field.

7. Enter the person’s middle name.

To enter medical information for a person:1. Choose the Medical tabbed region.

2. Select the person’s blood type.

3. Select the date of the person’s last medical test

4. Enter the name of the physician who performed this test.

To enter other information for a person:1. Choose the Other tabbed region.

2. Select the type of schedule in the Availability/Schedule field; for example, the days ofthe week your employee works.


3. Enter the employee’s work availability with your company. You select either thefull time or part time work availability for the Saudi employees. You need to selectFull time option for all the employees.

4. Select the language the person prefers for correspondence. For example, selectGerman if the person prefers to correspond or receive company information suchas terms of pension plan in German.

Note: Note: The Correspondence language list includes in theFND_LANGUAGES table. This table contains the languagesthat Oracle National Language Support Runtime Libary (OracleNLSRTL) supports. Check with your System administrator forinformation on NLSRTL supported languages.

5. If the person has died, enter the date of death.

Date of death defaults to the person’s termination date if:

• in the Terminate window you enter the termination reason of deceased, but

• you do not provide the actual termination date, and

• you have not yet entered a date of death

6. Select the current student status, if the person is a student.

7. In the Date Last Verified field, you can enter the date the person last checked thispersonal information for accuracy.

8. Check the Military Service check box if the person is employed in a military service.

The value of this field can impact benefits calculations.

9. Check the Second Passport Exists check box if the person possesses multiplepassports.

To enter benefits information:1. Choose the Benefits tabbed region.

Note: All fields in the Benefits tabbed region are optional. Most canhelp to determine plan eligibility or rates.

Note: If necessary, you can add the Benefits Tab to the Peoplewindow. Query the BEN_MANAGER menu in the Menus windowand add the HR View Benefits function to the menu.

2. Enter a benefit group for your employee or applicant. Benefit groups help determinea person’s eligibility for a plan or set benefit rates. For example, benefit groupscan address mergers and acquisitions where eligibility is complicated, or assist ingrandfathering a person into a very old plan.

3. Enter what kind of tobacco (cigarettes, pipe, cigar, or chewing, for example) youremployee uses, if any.

4. Enter the medical plan number, which is the policy or group plan number of anexternally provided medical plan.


5. Enter the adoption date, if the employee has adopted a child. This information, withthe child’s date of birth, can determine dependent eligibility. You can enter theadoption date only if you have entered a date of birth for the person. The adoptiondate must be the date of birth or later.

6. Enter the date you received the death certificate of a deceased employee. You canenter this only after you have entered the date of death in the Other Informationregion. The receipt of the death certificate must be after or equal to the date of death.

7. Enter an adjusted service date for your employee. Benefits can use thisdate, rather than the date first hired, to determine the length of service foreligibility, enrollment, and rates. The adjusted service date can credit service forformer employers, grandfathered benefits, or in the case of mergers and acquisitions

8. Change the date first hired. For employees who have previously worked for yourenterprise, the Date First Hired field displays the start date of the employee’searliest, previous period of service. This date must be on or before the start date ofthe earliest period of service.

9. Check the Other Coverage check box, if the employee or applicant has externallyprovided coverage.

10. Check the Voluntary Service check box, if your employee or applicant isvolunteering, for example as a missionary.

To enter alternate names:1. Choose the Alternate Names tabbed region to enter name details in a different

language, such as English. The passport office uses this information.

2. Enter the person’s name in the First Name field.

3. Enter the name of the person’s father.

4. Enter the name of the person’s grandfather.

5. Enter the person’s family name.

6. Save your work.

To enter additional information:1. Choose the Additional Information tabbed region.

2. Select your employee’s nationality. This information enables you to calculate youremployee’s social insurance and other compensation benefits.

3. Select your employee’s religion. This information can affect your employee’s leaveentitlements.

4. Select your employee’s former nationality. For example if your non-Kuwaitiemployee is an American citizen, and has migrated from Spain, then you enterAmerican as their nationality and Spanish as their previous nationality.

5. Save your work.

Entering Additional Assignment Details (Assignment Window)Once you have set up basic assignment details, you can enter additionalinformation, such as supervisor details, special ceiling progression points, and salary


information, in the tabbed regions of the Assignment window. The tabbed regions thatappear in the Assignment window vary according to person type and localization.

To enter supervisor information for an employee or contingent worker:1. Choose the Supervisor tabbed region.

2. Select the name and number of the worker’s personal supervisor. If you useassignment-based supervisor hierarchies, select the supervisor’s assignment number.

You can select a contingent worker as a supervisor only if the HR: Expand Role ofContingent Worker user profile option is set to Yes.

You can select a supervisor from another Business Group if the HR Cross BusinessGroup user profile option is set to Yes at your site.

Note: The application does not update this information. Useorganization and position hierarchies to show managementreporting lines.

To enter probation period and notice information for an employee:1. Choose the Probation and Notice Period tabbed region.

2. Amend the default probation period for your employee’s assignment, if required.

3. Enter the notice period for the assignment, if required.

To enter standard conditions information for an employee or contingentworker:1. Choose the Standard Conditions tabbed region.

2. Amend the standard work day information for your employee or contingent workerassignment, if required.

3. This step is for employees only. For benefit administration, enter whether theassignment is hourly or salaried.

Note: If you are setting up benefits based on salaried or hourly payyou must set up the Hourly/Salaried field in addition to the PayBasis. The Pay Basis identifies how pay is quoted within SalaryAdministration and enables an employee to have their pay quotedas hourly, but be paid a salary. Therefore, for benefits, you need toset up whether your employee is paid hourly or receives a salary.

To enter primary or secondary assignment and miscellaneous informationfor an employee or contingent worker:1. Choose the Miscellaneous tabbed region.

2. Enter the internal address details (such as the floor or office number), if required. Thesystem adds the details to the location address.

3. Select a reason for adding or changing the assignment. For example, you canuse the Reason field to record promotions for your employees. You define validreasons as values for the lookup types Reason for Change to Employee Assignment(EMP_ASSIGN_REASON) for employees and Contingent Worker AssignmentReasons (CWK_ASSIGN_REASON) for contingent workers.


4. Select the Manager box if the assignment is at manager level and you want toinclude this worker in the Organization Hierarchy Report as a manager. (You canselect Manager for a contingent worker assignment only if the HR: Expand Role ofContingent Worker user profile option is set to Yes.)

5. Check the Primary check box to update a secondary assignment to Primary.

See: Changing Primary Assignments, Oracle HRMS Workforce Sourcing, Deployment,and Talent Management Guide

6. If you use Oracle Services Procurement to provide purchase order information forcontingent worker assignments, the purchase order line may include the projectedassignment end date. In this case, the date appears in the Projected Assignment Endfield. Otherwise, enter the projected end date of the assignment.

To enter employment terms for an employee:1. Choose the Employment Terms tabbed region.

2. Select the contract to be referenced by the assignment. The list of contracts islimited to those entered for the employee that have start dates on or before theassignment start date.

3. Select the agreement grade structure for the collective agreement. A window showsthe grade factors for that grade structure.

4. Enter values for the grade factors. Or, choose the Combinations button and entersearch criteria for one or more grade factors to display the reference grades thatmeet those criteria.

If you enter values directly into the grade factor fields, they must correspond to anexisting reference grade unless the Override Allowed check box in the AgreementGrades window is checked.

Note: Any new combinations of values that you enter areunavailable for reuse with other assignments. To reuse acombination, you must define it as a reference grade in theAgreement Grades window.

To enter special ceiling information for an employee:1. Choose the Special Ceiling tabbed region.

2. Enter a special ceiling only if the employee is assigned to a grade, and if a gradescale is defined for this grade. This special ceiling overrides the ceiling defined forthe grade scale.

To enter salary information for an employee:1. Choose the Salary Information tabbed region.

2. Select a salary basis for the employee.

3. You can also enter the frequency of salary and performance reviews.

Warning: If you change an employee’s salary basis to one that usesa different salary element, the employee’s existing salary elemententry ends. Using the Salary Administration window, you shouldmake a new salary entry for the employee, effective from the date ofthe salary basis change.


For more information about salary administration, see: Salary Administration,Oracle HRMS Compensation and Benefits Management Guide

To enter bargaining unit and union membership information for anemployee:1. Choose the Bargaining Unit tabbed region.

2. Enter a bargaining unit code for your employee’s assignment. This is usually thelegally recognized collective negotiating organization.

Note: You set up your different bargaining units as values for theLookup type BARGAINING_UNIT_CODE

3. Select whether the employee associated with the assignment is a member of a union.

To enter a billing title for an employee or contingent worker (OracleProjects only):1. Choose the Project Information tabbed region.

Note: The Project Information tabbed region displays only if youhave installed Oracle Projects.

2. Enter a billing title. The information you enter in the Billing Title field serves asthe default title on project customer invoices. You can override this informationusing Project Accounting.

3. Enter a project title.

To enter supplier information for a contingent worker:You use the Supplier tabbed region to record information about the supplier providingthe contingent worker to your enterprise. The procedure depends on whether you areusing Oracle Services Procurement to provide purchase order information for contingentworker assignments.

If you are not using Oracle Services Procurement:

1. Choose the Supplier tabbed region.

2. Select the name of the supplier and the supplier site for the contingent worker.

3. Enter supplier IDs for the contingent worker and the assignment, if available. Thesevalues identify the worker and the assignment to the supplier.

If you are using Oracle Services Procurement:

1. Choose the Supplier tabbed region.

2. Select a purchase order number for this assignment.

3. If only one purchase order line exists, it appears in the Purchase Order Linefield. Otherwise, select a purchase order line. Note that the Purchase Order Linefield is enabled only when you select a purchase order.

4. Information from the purchase order appears automatically in the Supplier Nameand Supplier Site fields. If the purchase order line includes a job value, it replacesany value in the Job field.


5. Enter supplier IDs for the contingent worker and the assignment, if available. Thesevalues identify the worker and the assignment to the supplier.

To enter General Organization for Social Insurance (GOSI) details:1. Choose the GOSI tabbed region.

2. Select the name of the employer.

3. Enter the employee’s GOSI Number. If your employee does not have a GOSINumber, leave the field blank.

4. Specify whether your organization makes GOSI Annuities for Saudi employees. Thedefault value is Yes.

Note: You cannot specify GOSI Annuities for non-Saudiemployees. For non-Saudi employees, the default value is No.

5. If you selected Yes in the Annuities field, enter the Annuities join date.

6. In the Hazards field, specify if your organization provides GOSI Hazards deductionson behalf of the employees. The Hazards field default is Yes for all employees.

7. Edit the Hazards join date, if required.

To enter grade ladder information for an employee:You must enter grade ladder information to use the Grade/Step Progression process.

1. Choose the Grade Ladder tabbed region.

2. Select the grade ladder for this assignment. If you selected a grade for thisassignment previously, all the grade ladders that use that grade are available. If youhave not selected a grade, all the active grade ladders in your enterprise are available.

To enter employment details information for an employee:Kuwaiti users only: Social security reports use this information.

1. Choose the Employment Details tabbed region.

2. Select the employer. Social security reports displays the name of the employer.

3. Enter a valid 11-digit social security number for your Kuwaiti employees.

Note: If this person is a Kuwaiti national, then the social securitynumber is mandatory. The application checks the nationality of theperson against the local nationality set for the business group, whichshould always be set to Kuwait.

Entering a New EmployeeTwo templates are provided in Oracle HRMS that enable you to enter employees. Theseare:

• Enter Employees - This is intended to be used by users who are only interested inentering new employees onto the system, for example data entry clerks. It only usesthe Maintain window and includes all the fields required to set up an employee.

• Maintain Employees - This enables users to enter employees onto the system, andalso to maintain existing records. It uses the Find, Summary and Maintain window


to enable users to control a large amount of information relating to employeesand their assignments.

Your system administrator will have set up these templates according to the needs ofyour enterprise and will have restricted your access according to the role you haveto perform.

To enter a new employee using the Enter Employees template:Using enter employee template you enter the following:

Employee Details:1. Choose the Employee Details tabbed region.

2. If the application does not display the new window, click the New icon in thetoolbar. Select New Employee.

3. Enter the personal details for the new employee. You must enter:

• First Name

• Family Name

• Gender

• Nationality

• Civil Identity Number (Civil ID)

• Person Type

• Start Date

• Organization name

All other personal information is optional.

4. Save your work.

Additional Name Details:Use the Additional Name Details tab region to enter name details in a differentlanguage, such as English.

1. Choose the Additional Name Details tabbed region.

2. Enter your employees’ name in the Alternate First Name field.

3. Enter the name of your employee’s father.

4. Enter the name of your employee’s grandfather.

5. Enter the family name of your employee.

6. Enter the following details, if your employee is non-Kuwaiti:

• Enter the last name of your employee such as Junior or II in the Suffix field.

• Enter the first name of your employee in the Prefix field.

• Enter the Middle Name of your employee.

7. Save your work.


Employment Details:1. Choose the Employment Details tabbed region.

2. Select the employer.

3. Enter your employee’s 11-digit social security number.

Note: If this person is a Kuwaiti national, then the social securitynumber is mandatory. The application checks the nationality of theperson against the local nationality set for the business group, whichshould always be set to Kuwait.

To enter a new employee using the Maintain Employees template:1. Display the Summary window of the Maintaining Employees form.

2. Choose the New icon in the toolbar or right-click on People By Name in the DataOrganizer and choose New from the right mouse menu.

3. Select New Employee and choose OK.

The Personal tab is displayed for you to start entering information about theemployee.

4. Set your effective date to the date when you want the assignment to begin, such as thehire date You can enter a date in the Date field next to the timeline bar and choose Go

5. Enter personal information for the employee. You must enter:

• Name (person name, father’s name, grandfather’s name, and family name)

• Type

• Gender

• Nationality

• Civil Identity Number (Civil ID)

All other personal information is optional.

6. Choose the Communication tab if you want to enter contact information, such asaddresses and phone numbers.

7. Enter application information in the Assignment, Compensation, and Scheduletabs, as required. See: Entering Employment Information, Oracle HRMS WorkforceSourcing, Deployment, and Talent Management Guide

8. Choose the Additional Name Details tab to enter person’s details in an alternativelanguage.

9. Choose the Employment Details tab to enter the employee level details.

10. Save your work. If you have missed any mandatory information, you are promptedto enter it before the new record is saved.

If a person already exists on your application with the same national identifier, orwith the same surname and a first name and date of birth that is either the same ornot entered, then a list of values is displayed that shows all the people who share thedetails. See Multiple Person Records, page 2-5


Entering Addresses (Address Window)You can enter as many addresses as necessary for each person, using the Addresswindow.

Note: You cannot enter or update address information in theAddress window for a contact who is also an employee or contingentworker. Instead, update the relevant employee or contingent workerrecord.

To enter an address for a person:1. Select a national address style and click in the Address field.

If a local address style exists for your country, it is displayed as thedefault. Otherwise, the international style is displayed.

US and Canadian users: There is a choice of US address style and Internationaladdress style if you have Vertex geocode data installed. If you are not maintainingDTW4 data and do not want to enforce the strict tax validation, then you can disablethis using the HR:Enable DTW4 Defaults profile option.

Note: You can change existing address styles or create new onesif required. See: Changing Default National Address Styles,Configuring, Reporting, and System Administration Guide

A window opens with the address format for the country you select.

2. Enter your address information in this window.

Note: India Users:If the city is Delhi, NewDelhi, Mumbai, Bombay, Kolkata, Calcutta, Chennai, or Madras, theapplication sets the metro status to Yes, else it is set to No.

Note: Use the Phone Numbers window instead of this window torecord telephone numbers otherwise you will be maintainingtwo lists of numbers.

Kuwaiti users: You must select the Governorate (Muhafazat) for payroll processing.

See: Adding Telephone Information, Oracle HRMS Workforce Sourcing, Deployment,and Talent Management Guide

Dutch users: Ensure you enter house number information for the NotificationSocial Insurance (NSI) reports. Use the House Number Addition field if your housenumber contains an alpha value. For example, if your house number is 5a, enter5 in the House Number field, and a in the House Number Addition field. See thefollowing topic for information on the NSI reports:

See: Social Insurance Reporting, Payroll Processing Management Guide

Note: You must enter the postal code in the following formatNNNNAA, for example, 1234AB.

Russian users: Ensure you enter the zip code for the Residential address category sothat the code appears in statutory reports.


3. Choose the OK button. This returns you to the Address window.

4. Select an address type, such as home, or weekend, or business. You can only haveone address of each type at any time.

Singapore Users: If you use company quarters, be sure to choose this addresstype, so it appears in the A8A report.

5. Check the Primary checkbox to identify the person’s main address. Otherwise, leaveblank. By default, the first address you enter is the Primary address.

Dutch users - Use the Population Register Address type to record an additionaladdress. The NSI reports use this information to report to the Dutch populationregister.

Only one address at any time can be a person’s Primary address.

6. Save your work.

To update the primary address:1. Enter an end date for the existing primary address.

Do not save.

2. Create the new primary address starting the next day and check the PrimaryCheckbox.

Note: An employee must always have a primary address, butyou cannot enter more than one primary address for the sametime period.

3. Save the new primary address.

To change from an international to a local address style:1. To change from a global (international) address style to a local address style, choose

Change Global Style to Local. This button appears only when the current styleis international.

The Personal Address Information window appears showing the new addressstructure. Values in fields common to both styles appear in the new structure.

If you choose Change Global Style to Local when there is no local style, OracleHRMS displays an explanatory message and the style remains unchanged.

2. Complete the address definition, as appropriate.

3. Choose OK.

4. Save your work.

Entering ContractsYou enter and maintain contracts in the Contracts window.

To enter a new contract:1. Set your effective date to the start date of the contract.


2. Enter the reference code for the contract. The code for each contract attached to aperson must be different, though more than one person can use the same contractreference code.

3. Select the status that indicates the contract is active. The period of service dates willalso be displayed if a corresponding period of service exists.

See: Creating Contract Statuses, Oracle HRMS Workforce Sourcing, Deployment,and Talent Management Guide

4. Select the contract type, such as specified period contract, task-specific contract, andunspecified period contract.

Kuwaiti users: Select the contract type, such as fixed-term contract or unlimitedcontract.

5. Select the status reason of the contract, such as contract still going-on and contractfinishing. You must set up status reason using user defined Lookup TypeCONTRACT_STATUS_REASON.

6. Enter the description of the contract.

7. Select the document status of the contract, such as pending, opened, printed andso on. You must set up document statuses using the user extensible Lookup TypeDOCUMENT_STATUS.

8. Enter the date the document status of the contract changed.

Note: The document status is not DateTracked.

9. You can enter start and end reason information of the contract.

10. Enter the duration and the units of the contract, such as days, months, and weeks.

Note: On entering the duration, Oracle HRMS displays the expirydate of the document. The expiry date is calculated only for thespecified period and the task-specific contract.

Kuwaiti users: Oracle HRMS displays the expiry date for the fixed-term contract. Ifrequired, you can change the expiry date of the contract.

The expiry date field is disabled for the unlimited contract.

11. Enter the profession of the employee.

12. Enter the details about the parties that are involved in the contract.

13. You enter information about the extension of the contract in the extensionperiod, number of extensions, and extension reason fields.

14. Select the employment status. This is used to calculate the compensation benefitsfor the employee.

15. Save your changes.

You can attach an electronic copy of any written contract that accompanies therecord using the Attachments button.

See: Using Attachments, Configuring, Reporting, and System Administration Guide


Maintaining ContractsThe amendments made to a contract are datetracked. The result of any changes madeto the status of a contract is dependent on whether the record is being corrected orupdated. For example:

• If you change the status of an active contract to make it inactive, and choose theUpdate button, the contract record will be ended. A new contract record with aninactive status will be created and the fields in the Active Contracts Dates regionwill become blank.

• If you change the status of an active contract to make it inactive and choose theCorrection button, the current contract record will be amended to appear as if themost recent active period has never occurred.

Deleting ContractsIf you mistakenly save information in the Contracts window you can delete it. Youcannot perform this action if the contract is referenced by an assignment.

Note: Contracts cannot be date effectively end dated.

To delete a contract:1. Query the contract in the Contract window.

2. Select Delete Record from the Edit menu and proceed as instructed in the displayedwindows.


3Compensation and Benefits Management

Compensation and Benefits Management 3-1

Compensation and Benefits

Predefined ElementsThe following table lists the predefined elements provided with Oracle HRMS forKuwait.

Element Name Description

Social Insurance Holds information for initiating the socialinsurance processing.

Contributory Wage Holds the employee’s reference salary forsocial insurance deductions.

Contributory Wage Override Used as reference for all social insurancecalculations.

Contributory Wage Adjustment Holds the amount to change in the contributorywage during the year.

Basic Social Insurance Holds the contributory wage to calculate basicsocial insurance.

Supplementary Social Insurance Holds the contributory wage to calculatesupplementary social insurance.

Employees Basic Social Insurance Holds the deductible basic social insurance foran employee.

Employees Supplementary Social Insurance Holds the deductible supplementary socialinsurance for an employee.

Employers Basic Social Insurance Holds the contribution amount from theemployer towards the basic social insurance.

Employers Supplementary Social Insurance Holds the contribution amount from theemployer towards the supplementary socialinsurance.

Employees Basic Social Insurance Arrears Stores the outstanding basic social insuranceliability of the employee.

Employees Basic Social Insurance ArrearsPayment

Stores the payment by employee to reduce thebasic social insurance arrears.

Employees Supplementary Social InsuranceArrears

Holds the outstanding supplementary socialinsurance liability of the employee.

Employees Supplementary Social InsuranceArrears Payment

Holds the payment by employee to reduce thesupplementary social insurance arrears.

Additional Social Insurance Holds the additional contribution of theemployee towards social insurance.

Additional Social Insurance Information Holds the value deductible towards additionalsocial insurance for an employee.


Element Name Description

Additional Social Insurance Arrears Holds the outstanding additional socialinsurance liability of the employee.

Additional Social Insurance Arrears Payment Holds the payment by the employee to reducethe additional social insurance arrears.

Employees Pension Fund Holds information about employee’scontribution in Report 166.

Employers Pension Fund Holds information about employer’scontribution in Report 166.

Loan Recovery Holds the information for loan processing.

Loan Repayment Information Holds loan information, which is usedinternally for loan processing.

Loan Outstanding Information Holds the outstanding loan amount.

Survey of the ClassificationsThe survey of classifications identifies a list of classifications for predefined elements.

Predefined Elements ClassificationThis table shows the predefined secondary classifications that the implementers use tocreate new elements. You cannot update or delete these predefined classifications.

An element is automatically given any default secondary classifications defined for itsprimary classification.


Primary Classification Secondary Classifications Default

Balance Initialization (None) N/A

Information Subject To Social Insurance:Information

N/A

Direct Payment (None) N/A

Absence Subject To Social Insurance:Absence

N/A

Earnings Attachable Earnings N/A

Subject To Social Insurance:Earnings

N/A

Employer Charges (None) N/A

Pre Social InsuranceDeductions

Attachable Pre SocialInsurance

N/A

Social Insurance (None) N/A

Voluntary Deductions (None) N/A

Loan ProcessingIf an employee has taken an approved loan, you can use Oracle HRMS to process theloan recovery. You can provide information about the type of loan, the repayable amountand the number of installments in which employees complete the repayment.

If you enter loan details for an employee using the Loan Recovery element, OraclePayroll uses the predefined KW_LOAN_PROCESSING formula to deduct the loanamount and maintain the Loan Outstanding balance.

You can use the following predefined elements for loan recovery process:

• Loan Recovery - To hold the information for loan processing

• Loan Repayment Information - To hold information used internally for loanprocessing

• Loan Outstanding Information - To hold information about outstanding loan

Oracle HRMS provides three balances to hold loan information:

• Loan repaid balance - To hold the loan amount that the employee repays

• Loan installments paid - To hold the total number of installments that the employeepays

• Loan outstanding to hold the outstanding loan amount

ProrationOracle HRMS enables you to calculate proportionate earnings amounts wheneverpayroll-relevant data is changed during a payroll period, for example, if an employee


joins or leaves the company during a payroll period or if an employee’s pay gradechanges during a payroll period. Oracle HRMS performs a proration calculation toensure that the employees’ earnings are calculated correctly after taking accountof these changes.

If you want to prorate an earnings element, such as basic salary, assign an eventgroup to it. An event group is a collection of proration points that share similarcharacteristics. You can create an event group to group together all proration points thataffect an employee’s salary, for example. This event group could contain proration pointssuch as salary increases, assignment changes, and pay rate changes.

You then process the element using a formula that handles proration. You can either usea payroll formula that handles proration, or create a separate proration formula that runsafter the main payroll formula only in payroll periods when a proration event occurs.

See: Sample Payroll Formulas Enabled for Proration, Oracle HRMS FastFormula UserGuide or Writing Proration Formulas, Oracle HRMS FastFormula User Guide

When you define the event group, you select the events that will activate prorationcalculation, such as:

• An employee joining or leaving the enterprise

• Changes to pay grades or grade rates

• Changes to pay scales and progression points

• Changes to hourly or annual pay rates

• Changes to working hours

• Changes to allowances or deductions

Note: The proration unit can be periods, days, or hours. Proration canbe applied to a monetary, time-based, or numeric amount.

Making Manual Element EntriesYou enter compensation and basic benefits for employee assignments in the ElementEntries window. If employees are assigned to a salary basis, you enter their salariesin the Salary Administration window.

You can use the Element Entries window to make entries or to query existing entries. Usethe Period field, Classification field, and Processing Types option buttons to restrict theentries you see when making inquiries.

The Processed check box shows if Oracle Payroll has processed the entry in the currentpay period. Notice that you can change an entry that has been processed. This enablesyou to correct entries for retropay processing. Changing the entry does not alter thepayroll run results so you can consult these for a complete record of payroll processingand payments.

See: Setting Up RetroPay, page 4-7

Note: Your system administrator might have restricted the elements youcan enter in this window by element set, classification or processing type.

To enter an element for an employee assignment:1. If necessary, change your effective date to:


• The correct start date for a recurring element entry

• Any date in the correct pay period for a nonrecurring element entry

If the pay period is closed at your effective date, you cannot enter any nonrecurringelements that process in payroll runs. If a current or future pay period is closed, youcannot enter any recurring elements that process in payroll runs.

2. To reduce the list of elements to choose from, select a classification, a processingtype, or both in the first region.

3. In the Element Name field, select an element.

Note: Elements this employee is eligible for by means of a standardlink appear automatically.

The system displays a warning message if the employee fails to meet any qualifyingconditions of age or length of service.

4. If the Costing field is enterable, you can enter cost codes, for example to indicate thecost center the employee’s time should be charged to.

5. You can select a reason for an element entry you make or update. As partof your system setup, you can enter valid reasons for the Lookup TypeELE_ENTRY_REASON.

6. You can check the Override check box to create an entry that overrides all otherentries of this element in the current period. You cannot create an override entry ifone already exists, or if any of the entries of this element have been adjusted.

7. If you want to create a one-time entry of a recurring element, check the Additionalcheck box.

An Additional entry is valid only for the current pay period, shown in the EffectiveDates fields.

You can only check Additional if:

• The element definition allows additional entries, and

• An additional entry does not already exist for the assignment in this period, and

• The employee is assigned to a payroll

• There is a payroll period defined at your effective date

8. Choose the Entry Values button to open the Entry Values window.

9. Enter values in the Entry Values fields. Notice that:

• Entry to some fields may not be permitted.

• Some fields may be required.

• Some fields may have a list of values; others may be validated as you leave thefield. You will receive a message if your entry is not a valid value.

• Some fields may contain default values. If the default value is in quotationmarks, it is a "hot default".

Important: You should consider carefully before overriding ahot default. If you override it, then any subsequent changes tothe default value on the element or element link definition will


notaffect the element entry. However, you can clear your entry ifyou want the default value to come back into effect.

10. For a non-recurring element, optionally select a date within the current payrollperiod in the Date Earned field. The entry will not be processed until this date (thatis, the Date Earned of the Payroll Run must be on or after this date).

11. To enter information about a third party recipient of a payment resulting from adeduction element, use the Payee Details field. Select the name of the third partypayment method set up for this payment.

12. To determine the processing sequence of multiple entries in the payroll run, entera subpriority number in the Processing Priority field. Lower priority numbersprocess first.

Note: The Processing Priority field is not available to HR-onlyusers. For more information on user types and the HR:User Typeprofile option, see: User Profiles, Oracle HRMS Configuring,Reporting, and System Administration Guide.

13. Save your work.

Setting Up Proration or Retro-NotificationFollow these steps if you want to set up your system for proration or retro-notification.

To complete basic setup for proration or retro-notification:1. In the Table Event Updates window, ensure that the events you want to use are

already included in the required tables. Enter the table name. The lower half of thescreen displays the fields that trigger proration or retro-notification if their valuesare changed.

If the table has already been defined but the required event is missing, create eitheran Update, Delete, or Insert event and enter the table row or column to which theevent refers. You can only enter a column name if you are creating an Updateevent. Select the change type defined by the event.

Note: The Table Event Update window is not available in alllocalizations.

See: Making Table Event Updates, Oracle HRMS Payroll Processing Management Guide

2. If the events you require have not been defined in the Table Event Updatewindow, set up the dynamic triggers for proration or retro-notification in theDynamic Trigger Generation window. The triggers you need depend on the methodyou use to compensate your employees. For example, the tables required forcompensation using Salary Administration are different from those required forcompensation using pay grades. The tables you are likely to use are:

• PER_ALL_ASSIGNMENTS_F

• PER_ALL_PEOPLE_F

• PAY_ELEMENT_ENTRIES_F

• PAY_ELEMENT_ENTRY_VALUES_F


• PER_SPINAL_POINT_PLACEMENTS_F

• PER_GRADE_RULES_F

See: Defining Dynamic Triggers, Oracle HRMS Payroll Processing Management Guide

Note: French users: Ensure you enable the dynamic triggers forPAY_ELEMENT_ENTRIES_F and PER_ALL_ASSIGNMENTS_F.

3. Create an event group for your proration or retro-notification events. You mustcreate the event groups before you can create your elements.

See: Defining Event Groups, page 3-9

4. Select the Incident Register functional area in the Functional Area Maintenancewindow. Make sure that your triggers are included in this functional area. If yourtriggers are not included, insert them.

You must also activate the triggers according to legislation or business group. Formore information, see: Grouping Dynamic Triggers into Legislative FunctionalAreas, Oracle HRMS Payroll Processing Management Guide

Setup for retro-notification should now be complete, meaning you can proceed torunning the appropriate report. However, if you are setting up proration continuewith the next steps.

See: Running the Retro-Notifications Report, page 4-12

To set up the elements for proration:1. Create your proration element. US and Mexico users: Initiate the earnings type

or deduction, then query the generated element in the Element window to add aproration group and, optionally, a proration formula.

• Make sure that you select a proration group for each element

• Select a proration formula if you are using a separate proration formula to handleproration events (rather than enabling your payroll formula to handle proration)

• Select Actual Termination as the termination processing rule

2. Define the input values for the element. For example, if you were using the samplepayroll formulas that are enabled for proration, you would create the followinginput values:

• Amount for a salary management element

• Date Worked for a spinal point/pay scale element

• Annual Deduction for a deduction or allowance

See: Defining an Element’s Input Values, Oracle HRMS Compensation and BenefitsManagement Guide

3. Link the element to a specific payroll or payrolls. If you want the element to be usedautomatically each time the payroll is assigned, select the Standard check box. If youdo not select this check box, you must enter the element for each assignment.

See: Defining Element Links, Oracle HRMS Compensation and Benefits ManagementGuide


To create the formula:1. Check that the database items to be used in your formula are available. If the

required database items are not available, please create them.

2. Create the proration formula or write a payroll formula that is enabled for proration.

To create a proration formula, see: Writing Proration Formulas, Oracle HRMSFastFormula User Guide

UK users: For examples of payroll formulas enabled for proration, see: SamplePayroll Formulas Enabled for Proration, Oracle HRMS FastFormula User Guide

For more information on writing formulas, see: Writing or Editing a Formula,Oracle HRMS FastFormula User Guide and Writing Payroll Formulas for Elements,Oracle HRMS FastFormula User Guide

3. Link the formula to your element in the Formula Result Rules window.

See: Defining Formula Processing and Result Rules, Oracle HRMS Compensationand Benefits Management Guide

4. Attach the element to the salary basis if the salary is relevant for proration. Selectthe input value you created (such as Amount) in the Input Value Name field of theSalary Basis window.

See: Defining a Salary Basis, Oracle HRMS Compensation and Benefits ManagementGuide

Defining Event GroupsYou define an event group from the Table Event Group window. You use an event groupto group together all proration or retro-notification points that affect an employee’ssalary, such as salary increases.

To define an event group:1. Enter a name for your event group.

2. Select one of the following event group types:

Proration for a proration event group

Retro for a retro-notification event group

3. Select the proration or retro period.

4. Save your entries.

5. Select the events that can trigger proration or retro-notification in the DatetrackedEvents region. To do this, select the update type, the table containing the data, andthe table column.

6. Save your work.

Processing LoansTo process the loan recovery amount, you must complete several steps.

1. Attach the element Loan Recovery to the employee, who has taken the loan, tocalculate the loan repayment amount.


See: Making Manual Element Entries, page 3-5

2. Enter the details of loan repayment, such as Loan Type, Loan Amount, ApprovedDate, Repayment Start Date, Monthly Repayment, and Installments.


Note: You must enter values either for Monthly Repayment Amountor Total Number of Installments. If you enter both these values, theloan processing formula will use the monthly repayment amount tocalculate the repayment amount.

3. For any particular month, if you want to put the loan deduction on hold for anemployee for any reason, then set Hold Amortization to Yes.

4. Run the payroll process.

See: Starting a Payroll Run, Oracle HRMS Payroll Processing Management Guide


4Payroll Management

Payroll Management 4-1

RetroPay Processing

RetroPay Processes Available in Oracle Payroll

Summary of Available RetroPay ProcessesYou run the RetroPay process to include changes that occurred in a previous payperiod. You typically make such adjustments when:

• Employees receive a backdated pay award.

• The payroll department receives late notification of changes to element entriesthat should have changed in the past.

Although Oracle Payroll provides several RetroPay processes, you can only use thesingle process enabled for your localization. RetroPay by Element is the recommendedprocess for most localizations.

This table explains the purpose and availability of each RetroPay process.

RetroPay Process Description Example Availability

RetroPay by Element View backdatedchanges applied toindividual elements

Generates oneoccurrence of theRetroPay element foreach element withinthe period when theactivity should havebeen processed.

Recommended forall localizations, andrequired to use thelatest enhancementsto RetroPay toapply differentprocessing rules toback payments andcorrections.

RetroPay by Run View backdatedchanges appliedto individual payperiods

If an employeereceives a Marchsalary increase of 300backdated to Januarythen you can seemodified statementsfor January, Februaryand March.

Not recommendedunless yourlocalization has aspecific businessrequirement for RetroPay by Run.

RetroPay (byAggregate)

View only a singletotal for backdatedchanges across severalpay periods

If an employeereceives a Marchsalary increase of 100per month backdatedto January, thenyou can only seethe total backpayof 300 rather thanindividual statementsfor January, Februaryand March.

No longerrecommended

Note: This is theoriginal version ofRetroPay forOraclePayroll. In theSubmit Requestswindow it appearsas RetroPay ratherthan RetroPay byAggregate.

General Features of All RetroPay ProcessesEach of these RetroPay processes reruns the payroll calculations for all the periodsaffected by the retroactive change. This payroll processing is held in memory only


and the results are not saved to the database. Instead, the application uses the newinformation to calculate the difference between the original results and updated resultsthat incorporate the retroactive changes.

This calculation feeds into a pay balance that you choose. If the changes affect multipleelements or rate values, you can choose one of the following options:

• Recalculate Gross Pay YTD.

• Recalculate the balance for a single element, for example, Regular Salary YTD.

• Define a new balance and to recalculate for a specific set of elements that feedthat new balance.

Implications of Migrating Between RetroPay ProcessesIf your enterprise migrates between different RetroPay processes, you have two differenttypes of RetroPay available during the migration period. However, you can still useonly one of the three RetroPay processes at any given time. For example, you cannotrun both RetroPay by Element and RetroPay by Run simultaneously. Additionally, youcannot run one RetroPay process with data that you have already run on a differentRetroPay process. For example, if your localization has moved from RetroPay by Runto RetroPay by Element, you cannot use RetroPay by Element on data previouslyprocessed in RetroPay by Run.

RetroPay Key Concepts

Retro-Notification to Identify When a Change OccursUnless you already know about particular changes with retrospective impact it isdifficult to identify all the changes in former payroll periods that affect your currentpayroll. Oracle Payroll provides a Retro-Notifications report to inform you ofunprocessed backdated changes.

Depending on the version of the Retro-Notifications report enabled for yourlocalization, you can save your summary of backdated changes into either an assignmentset or an event group.

Be aware that

• The Retro-Notifications report does not perform any processing. It simply identifiesretrospective changes so that you can decide whether to include them in yourRetroPay process:

• Retrospective changes are only reported once on the Retro-Notifications report. Ifyou choose not to process these changes, they do not reappear on subsequentRetro-Notifications reports.

The Retro-Notifications report enabled for your localization may use the Payroll EventsModel to detect and summarize retrospective changes. The Payroll Events Model enablesyou to identify what changes have occurred to your underlying data. If these changescorrespond to the retrospective types of change that you want to be notified about, thenthese changes appear on the Retro-Notifications report.


The Retro-Notifications report and the Payroll Events Model require preliminary setupby your Database Administrator.

See: Setting Up Retro-Notification and RetroPay, page 4-4

RetroPay Status to Decide How to Process The ChangesOnce you have run the Retro-Notifications report to identify unprocessed retrospectivepayments, you can determine how you want to process these changes. Your localizationmay have special requirements for processing retrospective payments. Provided thatyou meet these requirements, you can modify each of the following:

• Status - determine if you process retrospective changes in the next RetroPay run.

• Recalculation Reason - differentiate between different types of retrospectivepayment, for example, backdated payments and corrections.

See: Viewing RetroPay Status and History, page 4-10

RetroPay by Element to Make Your Processing More PreciseRetroPay by Element already enables you to distribute retrospective payments acrossindividual elements. RetroPay by Element in your localization may include Advanced, orEnhanced RetroPay which provides greater precision for RetroPay by Element.

ExampleIf you have Advanced or Enhanced RetroPay you can decide whether each retrospectivepayment requires:

• A full reprocessing in which you recalculate all amounts for the current payroll. Thisoption is typical when you are processing backdated payments, or when you want todeduct tax for backdated amounts in the period when it was earned, rather thanin the current payroll period.

• A limited reprocessing in which you recalculate only some of the amounts for thecurrent payroll. This option is typical when you are processing corrections, or whenyou want to deduct tax for retrospective changes in the current payroll period ratherthan in the period when it was earned.

Oracle Payroll describes each different type of RetroPay by Element run as acomponent. For example, you could set up a component Earnings Correction for theelement Basic Salary. A component always has:

• A name (for example, Earnings Correction)

• A Reprocess Type (Static, Partial Reprocess, Reprocessed Correction) to determinehow to process the component.

You can also attach Element Spans to your selected element. An element span toprovides a start date and an end date for retrospective processing.

See Setting Up Retro-Notification and RetroPay, page 4-4

Setting Up Retro-Notification and RetroPayFollow this process to set up the Retro-Notifications report, and the correct RetroPayprocess for your payroll.


1. Enable the Retro Components Button

If you intend to use Advanced or Enhanced RetroPay, check that the RetroComponents button appears in the Recalculation tab on the Elements window. Ifthis button does not appear, your localization team must implement the legislationrule ADVANCED_RETRO.

2. Set Up the RetroPay Component

The RetroPay component determines the default style of RetroPay processing foryour localization. For example, you can specify that your default style is Tax WhenPaid, rather than Tax When Earned.

You can use either of the following methods to set up your RetroPay component:

Method How To Advantages

Set Up the Organization DFF From the AdditionalOrganizational Informationwindow:

1. Select RetroComponentUsages.

2. Select the Tax Area.

3. Enter a Retro Style,for example, TaxWhen Paid.

4. Enter an EffectiveStart Date.

5. Enter an EffectiveDate.

6. Choose OK toconfirm yourchoices.

Processing the retrospectivepayments for all employeesin the same style is a fasteralternative than setting updetails at the element levelfor each assignment.

This method does notprevent you from makingchanges for individualassignments when you viewRetroPay status.

Set Up Retro Componentsand Spans at Element Level

From the Element window:

1. Query the element.

2. Choose theRecalculationtab.

3. Choose the RetroComponentsbutton.

4. Select aRecalculationReason.

5. Select a ReprocessType.

6. Select an ElementSpan to indicate thestart date and enddate on which youwant to report.

You can modify entriesat element level to makeexceptions for particularassignments.


Note: Your localization may advocate one of these as the preferredmethod.

3. Set Up the Retro-Notifications Report

Determine whether a retrospective change in Oracle Payroll will appear in theRetro-Notifications report. Set up an event group to contain all the retrospectivechange events that you want to record.

See: Setting Up the Retro-Notifications Report, page 4-6

4. Set Up Your RetroPay Process

Although RetroPay by Element is the recommended RetroPay process for mostlocalizations, your System Administrator can set up an earlier version of RetroPaysuch as RetroPay by Run, or RetroPay (by Aggregate).

See: Setting Up Your RetroPay Process, page 4-7

Setting Up the Retro-Notifications ReportYou use the Retro-Notifications report to identify any changes that have a retrospectiveeffect for payrolls that you have already run. You can define the relevant types ofchange by setting up an event group to specify the changes. Follow these steps to set upthe Retro-Notifications report:

To enable dynamic triggers:1. Navigate to the Dynamic Triggers window.

2. Enable any dynamic triggers that the application generates. It is important toenable these triggers to ensure your payroll processing updates each databasetable correctly. The recommended minimum list of triggers to enable for theRetro-Notifications report is as follows:

Table Name Trigger Type

PAY_ELEMENT_ENTRY_VALUES_F Update

PAY_ELEMENT_ENTRIES_F Update

PAY_ELEMENT_ENTRIES_F Insert

PAY_ELEMENT_ENTRIES_F Delete

To define an event group:1. Navigate to the Table Event Group window.

2. Enter a name for your Event Group, for example, Retro-Notification Events.

3. Select Retro as your event groups type.

4. Save your entries.

5. Select the events that will produce notification if retrospective changes occur. Specifythe following information to identify the type of update and the database table towhich it applies:


• Update Type

• Base Table Name

• Column Name

For example:

Update Type Table Column Name

DateTrack Correction PAY_ELEMENT_ENTRY_VALUES_F

SCREEN_ENTRY_VALUE

DateTrack Update PAY_ELEMENT_ENTRIES_F

EFFECTIVE_START_DATE

DateTrack Update PAY_ELEMENT_ENTRIES_F

EFFECTIVE_END_DATE

DateTrack End Date PAY_ELEMENT_ENTRIES_F

DateTrack Insert PAY_ELEMENT_ENTRIES_F

DateTrack Delete PAY_ELEMENT_ENTRIES_F

To enable the Incident Register:1. Navigate to the Functional Area Maintenance window.

2. Query the Incident Register and ensure that you have triggers defined.

3. Decide whether to capture the triggers by legislation, business group, orpayroll. Navigate to each tab to make your selection.

Setting Up Your RetroPay ProcessYou can only use one of the three available RetroPay processes.

RetroPay by Element is the recommended RetroPay process for most localizations, and isrequired if you use Advanced or Enhanced RetroPay. However, your localization mayhave a business requirement to use one of these older RetroPay processes instead:

• RetroPay by Run

• RetroPay (by Aggregate)

This topic explains how to set up each of the three RetroPay processes, beginning withRetroPay by Element.

To set up RetroPay by Element:1. Create the retroactive element. The recommended settings are:

• Non-recurring

• Multiple entries allowed


View this element in the RetroPay field of the Element Description window. Bydefault, retroactive elements use the same name as the element that theyrepresent, but you can change this name for user-defined elements.

2. Enter retroactive changes using DateTrack.

3. Create assignment and element sets including the assignments and elements forretroactive processing. The element set type is Run Set.

Note: North American HRMS: For earnings elements definedas Reduce Regular, include the Special Features element in theelement set.

Use one of two methods to create your assignment set:

• Use the Assignment Set window. This method is useful when you have a fewemployees to include in a RetroPay run and you are confident that you canidentify all the employees that you want to include.

See: Creating an Assignment Set, Oracle HRMS Payroll Processing Management Guide

• Run the Retro-Notifications report to automatically generate an assignment setof all employees with retrospective changes.. This method is useful if you wantto be certain that your assignment set includes all potential changes. You canedit this assignment set to add and remove assignments.


To set up the RetroPay process for RetroPay (by Aggregate) and RetroPayby Run:Each step applies to both RetroPay (by Aggregate) and RetroPay by Run unless explicitlyindicated otherwise.

1. Create an assignment set to define the set of employee assignments that you want tochange. There are two methods of doing this:

• Use the Assignment Set window. This method is useful when you have a fewemployees to include in a RetroPay run and you are confident that you canidentify all the employees that you want to include.

See: Creating an Assignment Set, Oracle HRMS Payroll Processing Management Guide

• Run the Retro-Notifications report to automatically generate an assignment setof all employees with retrospective changes. This method is useful if you wantto be certain that your assignment set includes all potential changes. You canedit this assignment set to add and remove assignments.


2. In the Element Entries window, make the necessary date effective updates to elemententry values for each employee assignment in the set.


3. Make other changes if necessary to salary information or to other database valuesrelevant to the backdated changes.

4. In the Element window, define the RetroPay elements you require to receive entriesof the retroactive adjustments. Your definition must include the following:


• An appropriate element classification such as Earnings or Voluntary Deduction(not Information)

• The processing type Nonrecurring

• The rule Multiple Entries Allowed

• Input values with these names:

• Pay value

• Start date (not necessary for RetroPay by Run)

• End date (not necessary for RetroPay by Run)

See: Defining an Element (Payroll Users), Oracle HRMS Compensation and BenefitsManagement Guide

5. In the Element Link window, link the element to define your eligibility criteria.

See: Defining Element Links, Oracle HRMS Compensation and Benefits ManagementGuide

6. Create a RetroPay set.

See: Creating a RetroPay Set, page 4-9

Creating a RetroPay SetRefer to this topic only if you use RetroPay (by Aggregate) or RetroPay by Run. You donot need to create a RetroPay set for RetroPay by Element.

The steps for creating a RetroPay set are similar for RetroPay (by Aggregate) andRetroPay by Run. If a step only applies to one of these RetroPay processes, we sayso in the instructions.

To create a RetroPay set:1. In the RetroPay Set window, enter a name and a description for the RetroPay set you

are creating. Save this information before moving to the next block.

2. Select the balance in which the RetroPay process will create new values, such asGross Pay to Date. You can select more than one balance. However, for RetroPay byRun the balance dimension must always be ASG_RETRO_RUN.

For RetroPay (by Aggregate), if you plan to run the process over several past payrollperiods, check that you are not going through an end of year or similar periodwhere the application resets balance totals to zero. If necessary, adjust the balancedimension span to ITD.

3. Select the RetroPay element you have defined to receive the values of the updatedbalance.

4. Select an input value for the element. Normally this value is Pay Value, but you canalso calculate RetroPay hours by including an Hours input value.

Understanding the Sequence of Your RetroPay ActivitiesYou can simplify retrospective payments by setting up a Retro-Notifications report toalert you to changes with retrospective impact. When you view RetroPay status you canselect those notified changes and decide how and when to process them.


Note: You can only run the Retro-Notifications report and view RetroPaystatus if you are using RetroPay by Element, or the version of RetroPayby Element sometimes referred to as Advanced or Enhanced RetroPay.

See: RetroPay Processes Available in Oracle Payroll, page 4-2

You follow this sequence of events when you are processing retrospective paymentswith RetroPay by Element.

1. Run the Retro-Notifications Report

You identify what retrospective changes have occurred.

See: Running the Retro-Notifications Report, Oracle HRMS Payroll ProcessingManagement Guide

2. View RetroPay Status and History

You review the current status of assignments that have retrospective payments, andspecify how you want to process those assignments.

See: Viewing RetroPay Status and History, page 4-10

3. Run the RetroPay Process

You enable Oracle Payroll to make retrospective adjustments for the combination ofchanges identified on the Retro-Notifications report, and subsequently modifiedwhen viewing RetroPay status.

See: Running the RetroPay Process, Oracle HRMS Payroll Processing ManagementGuide

4. Verify Your RetroPay Results

When you have run the RetroPay process, verify your results and correct any errors.

5. Run Your Payroll

Finally, run your payroll to reflect the adjustments that you have made for theretrospective payments.

Viewing RetroPay Status and HistoryYou use the RetroPay Status window to control how you want to process changes thathave a retrospective impact. You typically find outstanding retrospective changes wherechanges are entered in Self-Service HRMS independently of Oracle Payroll.

Use the RetroPay Status window to:

• Identify any assignments that have changes implying retrospective processing.

• Specify how you would like to process any outstanding retrospective changes.

• Confirm that your application has processed the specified requests.

You can still use the Retro-Notifications report to identify all outstanding retrospectivechanges that have not been applied, and group them into an assignment set ready forprocessing.

See: Running the Retro-Notifications Report,Oracle HRMS Payroll Processing ManagementGuide


However, the advantage of using the RetroPay Status window is that you can identifywhat you want to process, or exclude from processing, and then mark your selections forautomatic completion.

To search for assignments that have retrospective changes:1. Select the search criteria for assignments that you want to view. If you do not

select any criteria, then your search returns all assignments that have retrospectivechanges. You can search for any of these criteria:

Name: Specify a name, or search for all names.

Assignment Number: Specify an assignment or search for all assignments.

Recalculation Date: Use this start date and end date to determine the period forretrospective changes.

Status: Select the status that you want to identify.

• All Completed. This status displays all assignments with retrospectiveimplications that are already processed.

• All Outstanding. This status displays all assignments with retrospectiveimplications that are not yet processed.

• Completed: After Confirmation. This status indicates that this assignment wasexplicitly confirmed for processing, and that it has now been processed.

• Completed by Default. This status indicates that this assignment was notconfirmed for processing, but that the processing has completed by default.

• Confirmed: Awaiting Processing. This status indicates that this assignment hascleared for processing and that the processing will occur in the next payroll run.

• Deferred. This status indicates that an assignment was scheduled forprocessing, but that the processing was deferred and will not occur until youchange the status to Confirmed: Awaiting Processing, or Included: AwaitingConfirmation.

• Included: Awaiting Processing. This status indicates that your SystemAdministrator has specified that the next payroll run will process pendingassignments automatically. You cannot select this status if your SystemAdministrator has not enabled it.

• Excluded: Awaiting Confirmation. This status indicates that your SystemAdministrator has specified that the next payroll run will not process pendingassignments automatically processed, and that processing will only occur afteryou confirm. You cannot select this status if your System Administrator hasnot enabled it.

Recalculation Reason: This criterion indicates why retrospective processing isnecessary and enables you to search particular categories of retrospective change toprocess them independently of other retrospective changes.

2. Choose Go when you have selected all your search criteria.

To change the status of an assignment:You typically change the status of an assignment when you want to defer processing thatwas previously scheduled, or to indicate that you have already processed this changeeven though it was automatically scheduled.


1. Select the assignment that you want to change.

2. Select the new status for the assignment from the Change Status list of values.

3. Click Change Status.

To view the elements included on each assignment:1. Select the assignment name in the Name column.

2. View the elements for this assignment, and the Recalculation Reason for eachelement.

To update or delete elements for each assignment:1. Select the assignment name.

2. Choose Update to add an element to the assignment.

3. Choose Delete to remove an element from the assignment.

To confirm that your specified requests have been processed:1. Query the individual assignment, but leave the status field blank.

2. Alternatively, query all assignments with a status of All Completed or AllOutstanding and check the details for your individual assignment.

Running the Retro-Notifications ReportUse the Retro-Notifications report to

• Identify all retrospective changes that have occurred since the last payroll run.

• Automatically save these changes into an assignment set, or as an event, dependingon which Retro-Notifications report you use in your localization.

• Produce a report (.a01) that lists the employees included in the assignment set andthe trigger event that included them. You can view this output through ConcurrentManager by choosing the View Output button.

This information is particularly useful when changes with retrospective impact areentered in Self Service HRMS independently of the Payroll department.

The Retro-Notifications report does not perform any RetroPay processing. It onlyidentifies element entries that have changed. You must still run your RetroPay processseparately to process these changes. When you produce the assignment set, or eventgroup, you can decide whether to:

• Run your RetroPay process on all assignments in this assignment set.

• Edit the assignment set or event group to remove or add assignments and thenrun your RetroPay process.

• Take no retrospective action on any of the assignments in the assignment set.

Note: If you run the report at a later date, the application excludeschanges already identified in an earlier report, regardless of whetheryou have reprocessed them. This safeguard prevents multiple entries ofa single change.


If your RetroPay process is RetroPay by Element, you can use the RetroPay Statuswindow to schedule automatic processing.

You run the Retro-Notifications report from the Submit Processes and Reportswindow. Depending on your localization, not all of these steps may be available.

To run the Retro-Notifications report:1. Select Retro-Notifications Report in the Name field. If the parameters window does

not open automatically, click in the Parameters field to open it.

2. Select the payroll. You can only run this report for a single payroll.

3. Select the last Report Period that you want to run the report for. The List of Valuescontains all periods for your selected payroll. The report runs for all periods upto and including the one you select.

4. Select an Event Group for the report to use. You can only run this report for a singleevent group. A default event group captures changes made at element level, but youcan override the default, if, for example, you are testing your initial setup.

5. Enter the name of the Assignment Set that you want the report to generate. You canuse this assignment set as a starting point for further processing of the assignmentsidentified in the report.

Note: The assignment set name generated by the report will includewhat you enter in the Generated Assignment Set field followedby the Report ID.

6. If you want to produce this report in Portable Document Format, (PDF), selecta template.

7. Select OK and Submit.

When you have generated the assignment set remember to run your RetroPayprocess for those retrospective changes that you want to process. You can eitherrun your RetroPay process directly or, if your RetroPay process is RetroPay byElement, you can also use the RetroPay Status window to schedule your processing.

Running the RetroPay ProcessYou run the RetroPay processes in the Submit Requests window.

To run the RetroPay processes:1. In the Name field, select your RetroPay process.

2. In the Parameters window, select the assignment set.

3. To run RetroPay by Element select the Element set.

4. To run RetroPay (by Aggregate) or RetroPay by Run, select the RetroPay set.

5. Enter the start date and end date for the recalculation. The default end date isthe current date. The application will create the RetroPay element in the payrollperiod that includes the current date.

The end date must be within the current payroll period and must have a date afterthe latest effective check/cheque date. If you already processed a run for the payperiod, for example, because of an earlier supplemental run, you cannot include the


RetroPay elements for the current regular payroll run. To process these RetroPayelements you must include them in the following run.

6. Click Submit.

Oracle Payroll temporarily rolls back and reprocesses all the payrolls for allassignments included in the assignment set from the start date specified. Theapplication compares the old balance values with the new ones and creates entryvalues for the RetroPay elements based on the difference.

These entries are processed for the assignments in the subsequent payroll run foryour current period.

There are no changes to your audited payroll data.

RetroPay Processes in Overlapping PeriodsYou can overlap RetroPay processes. For example:

• You ran a RetroPay process in September to include payments backdated to Marchof the same year

• You can overlap a second RetroPay process which you run three months earlier toinclude payments backdated a further three months. You therefore run it in June andinclude payments backdated to January.

Note: Overlapping processes must combine identical categories ofRetroPay. For example, if you move from RetroPay (by Aggregate) toRetroPay by Element you will not be able to use RetroPay by Element ondata that you previously processed with RetroPay (by Aggregate).


Payroll Statutory Deductions and Reporting

Social Insurance CalculationOracle HRMS enables you to record and process the Public Institution for Social Security(PIFSS) social insurance schemes for employees. Additionally, you can record andprocess additional social insurance deductions to meet PIFSS requirements.

You can calculate the following components of social insurance (SI):

• Basic Social Insurance Scheme - Basic social insurance is applicable on SIcontributory salary, which includes various elements such as monthly basicsalary, housing allowance, transport allowance, and social allowance.

• Supplementary Social Insurance Scheme - Supplementary social insurance isapplicable on additional wage elements specified by the social insurance board.

• Additional Social Insurance Contributions - In addition to basic or supplementarycontributions, the Social Insurance Board can authorize further contributorydeductions. The authorization letter from the Social Insurance board confirmsthe total deductable amount, the starting date for deducting the amount, and thedeductable amount per month.

Oracle HRMS enables you to manage pension contributions for terminated or suspendedemployees. If the employer terminates the service of an employee during a month, thenno pension is deductible during the month of termination. If an employee is suspendedfrom work because of any legal matter, then the employer will continue to deduct thepension from the employee’s salary as a regular employee.

Calculating Social InsuranceOracle HRMS enables you to record and process the Public Institution for Social Security(PIFSS) social insurance schemes for employees. To calculate the social insurancedeductions, you must complete several tasks.

1. Specify the business group as the employees whose nationality matches the businessgroup are eligible for social insurance.

See: Entering Local Nationality Information, page 1-15

2. Attach the formula for determining SI contributory wage.

See: Legal Employer: Entering Wage Formula Information, page 1-16

3. Attach the predefined element Social Insurance to the employee for initiating theSocial Insurance processing.


Running PIFSS ReportOracle HRMS enables you to generate the payment due for SI, write the data to a file onmagnetic tape, and generate a magnetic file containing the monthly contributions anddeductions for PIFSS.

To run the PIFSS report, you must complete several steps.

You run this report from the Submit Request window.




2. Select Kuwait PIFSS Report in the Name field to open the Parameters window.

3. Select the sector for generating the electronic file.

4. Select the key for the employer who needs to generate the file.

5. Enter the ID as identifier for the file.

6. Enter the month and year for which to generate the file.

7. Click Submit.

Running Report 166Report 166 is a summary report that reflects the monthly contribution of the employerand employee to PIFSS.

Note: Report 166 displays complete monthly contributions to PIFSSirrespective of arrears. Therefore, even if the employee is unable topay any of the social insurances, the report displays the amount thatshould have been paid.

You run Report 166 from the Submit Request window.

To run Report 166:1. In the Name field, select Kuwait Report 166 to open the Parameters window.

2. Select the legal employer within the business group for which you want to runthe report.

3. Select the contribution month for social insurance.

4. Enter the reporting year of the contribution month for social insurance.

5. Enter the other amount that the employer should pay, such as arrears, to PIFSS.


Running Report 167Report 167 displays the details of the additional social insurance installments thatPIFSS requests employers to deduct from employees. Run this report for an individualemployer to identify the employees who contribute towards Additional Social Insurance.








Running Report 168Report 168 displays the employee’s movements during a month. The report liststhe employees who joined the service, left the service, or moved to a higher salarygrade, during the month. Run this report for an individual employer.

Note: Salary refers to the amount on which Social Insurance isapplicable. The contributory amount can be different from salarybecause the contributory amount is set at the start of the year whereasthe salary can change during any month throughout the year.








Payroll Payments and Distributions

Payroll Payment and Distributions OverviewUsing Oracle HRMS you can define payment methods for your enterprise and defineany rules for validating or processing the distribution of pay.

Payroll Payment and Distributions in Oracle HRMSYou provide for payment and distribution by defining payment methods for yourenterprise and then specifying which of these organizational payment methods arevalid for the payrolls that you create. This enables you to set up a flexible pattern ofpayment in which you can pay individual employees by a single payment method, or bya combination of valid payment methods.

Key ConceptsTo enable you to set up payment and distributions correctly, you need to understandthese key concepts:

• Payment methods for the enterprise, Oracle HRMS Payroll Processing ManagementGuide

• Cash Management and Oracle Payroll, Oracle HRMS Payroll Processing ManagementGuide

Reporting on Payroll Payment and DistributionsSee: Reports and Processes in Oracle HRMS, Configuring, Reporting, and SystemAdministration Guide

Setting Up The Statement Of EarningsOracle HRMS enables you to view the online statement of earnings. To enable thestatement of earnings to display the values correctly, you must complete several tasks.

To set up the statement of earnings:

1. Create a user category through the lookup SOE_USER_CATEGORY. See: Using UserTypes and Statuses, Oracle HRMS Configuring, Reporting, and System AdministrationGuide

2. Set the value of the user category you created as the profile value for profilePAY: Statement of Earnings User Category. See:User Profiles, Oracle HRMSConfiguring, Reporting, and System Administration Guide

3. Add the predefined element sets KW_SOE_EARNINGS_ELEMENTS andKW_SOE_DEDUCTIONS_ELEMENTS to the SOE Information EIT at the businessgroup level. See:Entering SOE Information, page 1-13

4. Create an element set with the elements that you want to show in the Informationregion of the SOE. See: Defining an Element or Distribution Set, Oracle HRMSCompensation and Benefits Management Guide

5. Add the elements that are part of the element set you created and the balancesyou want to the SOE Detail Information EIT at the business group level as the


application uses this extra information type to determine the elements, input valuesand amounts to be displayed in the Information region of the SOE. See: EnteringSOE Detail Information, page 1-13

6. Link the predefined balance attribute KW_SOE_BALANCE_ATTRIBUTES to thebusiness group. See: Entering SOE Detail Information, page 1-13

7. Define the attributes for the balances using Balance window. See: Defining UserBalances, Oracle HRMS Compensation and Benefits Management Guide

8. Restart the Apache server before checking the SOE to ensure that the SOE displaysyour requirements.

Viewing Statement of EarningsOracle Payroll enables you to view an employee’s statement of earnings (pay advice)without having to run the Pay Advice report.

You do this using the Statement of Earnings window.

There are various ways to access statement of earnings information. The informationdisplayed may vary depending on whether you have run the PrePayments process orjust a payroll run.

The information displayed in the Statement of Earnings window reflects the informationin the printed pay advice.

If you are processing Multiple Assignment Payments, then the PrePayment Statementof Earnings displays consolidated earnings and deductions information. The headerinformation displayed on the Statement of Earnings is obtained from the primaryassignment; however, if this assignment is not processed, then the header information istaken from the first assignment processed in the PrePayment process.

To view the last payroll with PrePayments run against it:Perform one of the following:

• Select View | Statement of Earnings.

• From the Assignment window, choose Others and select Statement of Earnings.

• Choose the Statement of Earnings window in Fastpath.

To view the most recently run QuickPay results:1. From the Assignment window, choose Others and select QuickPay.

2. Choose View Results, and select Statement of Earnings from the View Resultswindow.

To view the statement of earnings information without runningPrePayments:See Viewing Assignment Process Results for an Assignment or Viewing AssignmentProcess Results for a Payroll Assignment.


Payroll Processing and Analysis

Payroll Processing and Analysis OverviewUsing Oracle HRMS you can run a payroll, perform post processing on a successfulpayroll, and also make changes and corrections for a payroll that has not completedsuccessfully.

Payroll Processing and Analysis in Oracle HRMSYou can run your payroll as:

• A batch process if you want to include a group of employees in the same run

• A QuickPay process if you want to run a payroll for an individual employee

You can perform all the necessary post processing to generate payment for youremployees once you are satisfied that your payroll run results are correct:

• The PrePayments Process enables you to allocate employee payments between thepayment methods that you have defined.

• The Payments Processes enable you to make automated payments to a bankaccount, generate cheques/checks and report on the amounts paid to youremployees. You can also verify that cheques/checks have been cashed.

• The External/Manual Payments Process enables you to make cash payments or topay employees from external sources.

You can analyze your payroll run results to get early notification of possiblediscrepancies:

• The Payroll Exception report enables you to identify overpayments orunderpayments.

• The Void Cheque/Check Payments Process allows you to cancel a cheque/checkthat was produced in error.

You can use these processes for correcting a payroll run:

• Correction of Run Results: Retries. Retries enable you to correct a payroll runbefore post-processing has occurred.

• Correction of Run Results: Reversals. Reversals enable you to correct a payroll runwhen post-processing has already occurred.

• Correction of Run Results: Rollbacks. Rollbacks enable you to correct a payroll runwithout keeping any record of the original run.

You can run these processes to make accurate provision for current payments backdatedfrom a previous pay period, or current payments received in advance for a futurepay period:

• The RetroPay process enables you to retrospectively distribute current payments tothe period in which they were earned.

• The Advance Pay process enables you to pay employees in advance for an absencerecognized by your legislation.


Key ConceptsTo enable you to process and analyze payrolls, you need to understand these concepts:

• QuickPay, Oracle HRMS Payroll Processing Management Guide

• Continuous Calculation, Oracle HRMS Payroll Processing Management Guide

• PrePayments, Oracle HRMS Payroll Processing Management Guide

• Retries, Oracle HRMS Payroll Processing Management Guide

• Reversals, Oracle HRMS Payroll Processing Management Guide

• Rollbacks, Oracle HRMS Payroll Processing Management Guide

• RetroPay, Oracle HRMS Payroll Processing Management Guide

• Advance Pay, Oracle HRMS Payroll Processing Management Guide

Reporting on Payroll Processing and AnalysisSee Reports and Processes in Oracle HRMS, Oracle HRMS Payroll Processing ManagementGuide

Setting Up Electronic File TransferOracle HRMS enables you to submit employee and payment details to the bank in theform of a bank transfer file. To process the electronic file transfer, you must completeseveral steps.

1. Create a formula for each section of the EFT file: Header, Details, and Footer, towrite the appropriate record in the specific format. You can use the following threesample formulas to create your own formula:

• KW_EFT_HEADER_CUSTOMER

• KW_EFT_BODY_CUSTOMER

• KW_EFT_FOOTER_CUSTOMER

See: Writing or Editing a Formula, Oracle HRMS FastFormula User Guide

2. Record the formula details to the payment method.

See:Defining a Payment Method, Oracle HRMS Payroll Processing Management Guide

3. Enter the values for Bank codes in the user extensible lookup KW_BANK_CODES.

See: Adding Lookup Types and Values, Oracle HRMS Configuring, Reporting, andSystem Administration Guide



5. Run the pre-payment process.

See: Running the Pre-payment Process, Oracle HRMS Payroll Processing ManagementGuide

6. Submit the EFT request using the Submit Request window.

See: Running the Payment Output File, page 4-22


7. View the output of the EFT file.

Running the Payment Output FileOracle HRMS provides the concurrent program Kuwait Payment Output File to run theElectronic File Transfer process.

You run the Payment Output File from the Submit Request window.

To run the Payment Output File:1. Select the Kuwait Payment Output File in the Name field.

2. In the Parameters window, optionally enter the payroll name.

Note: You can restrict the processing of assignments to the specifiedpayroll on the effective date.

3. Select the consolidation set.

4. Enter a start date for any prepayments to the employee.

5. Enter the effective date.

6. Select a payment method.

7. Enter the process date or date of transfer.

8. Click Submit.

Running the Kuwait Payroll Register ReportYou can review payroll run results for each employee by running the Kuwait PayrollRegister report. This report helps you validate paid or deducted amounts to or from theemployees, and identify any exceptions for further investigation. You need to generatethe payroll register once a month after the main payroll run and before the actualpayment to employees. This report serves different purposes such as auditing, payrollvalidation, and verifications.

You can run the payroll register report for either an organization or a payroll. If yourun the payroll register for an organization, the application runs the report for all thepayslip archives in the specified period. If you run the payroll register for a payroll, theapplication reports any payslip archives processed for that particular payroll in theselected period.

You run this report from the Submit Request window.

To run the Kuwait payroll register report:1. In the Name field, select Kuwait Payroll Register to open the Parameters window.

2. Select the entity to run the report for organization or payroll.

If you select Organization, you can also select the organization hierarchy andversion, or the name of the organization for this payroll report.

If you select Payroll, select the payroll name for the business group.

3. Select the end date for archived payrolls. If you do not select an end date, theapplication selects an end date closest to the date of the last archive.


4. Select a sort order for the report. You can choose up to three sort parameters. If youdo not choose a sort order, the application sorts the records by employee number.



5HR Information Systems

HR Information Systems 5-1

Payroll Management System

Online Payslip (Australia, Hong Kong, Korea, Singapore, NewZealand, India, Kuwait)

The Online Payslips for the above localizations are localized versions of the genericpayslip and have been designed to meet local requirements.

For information on the generic payslip functionality, see Online Payslip, Oracle HRMSDeploy Self-Service Capability Guide.

Menu and Function NamesThis module can be accessed from the following menus and functions:

User Menu Name Function Name

Employee Self-Service Payslip

See: Defining Menus for SSHR, Oracle HRMS Deploy Self-Service Capability Guide

WorkflowThe workflow details for this module are listed below:

Workflow Process Display Name:Not applicable

Configurable Workflow Attributes:Not applicable

Configurable Tips and InstructionsNot applicable

Configurable FlexFieldsNot applicable

Configurable Profile Options

Profile Configurable Level Values Default

HR:View PayslipFrom Date for WEB(MM/DD/YYYY)

User specification Date 01/01/1997

HR:View Payslip From Date for WEB


This profile option determines how many payroll periods a user can view in the onlinepayslip. If the profile option is not set, an error message is displayed when the userattempts to view the online payslip.

See: User Profiles, Oracle HRMS Configuring, Reporting, and System Administration Guide

Additional Configuration Options1. Optionally define additional information to be displayed in the Other Information

section of the payslip using the Payslip Balances and Payslip Elements additionalorganization information.

• Payslip Balances

See: Entering Payroll Balances, Oracle HRMS Enterprise and WorkforceManagement Guide

• Payslip Elements

See: Entering Payroll Elements, Oracle HRMS Enterprise and WorkforceManagement Guide

2. Set the document viewing and printing preferences using the Self Service Preferencesadditional organization information.

See: Entering Self-Service Preference Information, Oracle HRMS Enterprise andWorkforce Management Guide

3. Run the Prepayments process.

See: Running the Prepayments Process, Oracle HRMS Payroll Processing ManagementGuide

4. Run the payment processes (for example, the Chequewriter process).

5. Run the Payslip Archive process for the appropriate legislation to enable SSHRusers to view their payslip.

HR Information Systems 5-3

6Implementation

Additional Implementation Steps for KuwaitIf you are implementing Oracle HRMS for Kuwait, then you must also complete thefollowing additional implementation steps.

Additional Implementation Steps

Step 1: Set up the Social Insurance CalculationsRequired StepTo record and process the Public Institution for Social Security (PIFSS) socialinsurance schemes for employees, you must complete the setup for social insurancecalculations. See: Calculating Social Insurance, page 4-15

Step 2: Set up the Statement of EarningsRequired StepTo enable the statement of earnings to display the values correctly, you must completeseveral tasks. See: Setting Up The Statement of Earnings, page 4-18

Step 3: Set Up Electronic File TransferRequired StepTo process the electronic file transfer, you must complete several tasks. See: Setting UpElectronic File Transfer, page 4-15

Step 4: Set up the Loan ProcessRequired StepTo run the loan process, you must complete the following tasks:

1. Add the required loan types, such as car loan or house loan, as values to the lookupKW_Loan_Type. See: Adding Lookup Types and Values, Oracle HRMS Configuring,Reporting, and System Administration Guide

2. Link the Loan Recovery element to the payroll. See: Defining Element Links, OracleHRMS Compensation and Benefits Management Guide

Also see: Processing Loans, page 3-9

Implementation 6-1

kuwait

Documents

additional information

oracle payroll

oracle hrms

government rights programs

oracle parkway

proprietary information

disability information

legal employer information