SETUP FOR ORACLE TIME AND LABOR: Processing Payroll through OTL Entries

Created By Date Version

Ritu Shukla 22-Feb-2007 1.0

Introduction
This document explains the full set up of Oracle Time and Labor that is required to create a Time card and process it all the way through GL. It also explains the Time store Deposit API’s. Time store deposit API is a technical way of creating the timecard.

SETUP for OTL: Processing payroll through OTL entries
Payroll processing of the workers that are getting daily wages, is done through Time card entries from Time and Labor Responsibility. To enter a Time card we need minimum of one recurring element and n(1..n) number of non recurring elements. Time Elements (Non Recurring) Hours, Rate, Multiple 1. Define Recurring Element Responsibility: Super HRMS Navigation: total Compensation-> Basic-> Earnings

Since these employees get paid on the basis of number of hours they worked, we define the salary basis for these employees as ‘Hourly Basis’

2. Defining Salary Basis Responsibility: US Super HRMS Navigation: Total Compensation-> Basic -> Salary Basis Pay Annualization factor: It indicates the factor, by which when per hour income is multiplied it gives the annual salary. Now we attach the recurring element created above to this salary basis.

3. Create Link Create Link for the element created above so that this element becomes available for the payroll processing. Responsibility: US Super HRMS Navigation: Total compensation -> Basic -> link

4. Create Employee Create the employee with the salary basis as ‘Hourly Basis’ Define supervisor for this employee - Define Payroll - Define GRE under Statuory Tab

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Define salary for this employee: Remember to define the salary on hourly basis, annual salary will be calculated automatically. In this case: 50 *2080 (Pay annualization factor defined while defining element) is the annual salary

5. Defining four non recurring elements Time of the wage earners will be charged against these non recurring elements. Earning elements are classified into three categories: Earning categories and the lookup defined for them are as follows: - Earnings : US_EARNINGS - Supplemental earnings : US_SUPPLEMENTAL_EARNINGS - Imputed Earnings : US_IMPUTED_EARNINGS Element1: Regular Hours Responsibility: US super HRMS Navigation: Total Compensation-> Basic -> Earnings

Element2: Overtime Responsibility: US super HRMS Navigation: Total Compensation-> Basic -> Earnings

Element3: Premium Hours (Something that employee gets above overtime work) Responsibility: US super HRMS Navigation: Total Compensation-> Basic -> Earnings

Element4: Hours not Worked Responsibility: US super HRMS Navigation: Total Compensation-> Basic -> Earnings

6. Defining Absence Type: Depending on the type of element, entries are passed to payroll or HRMS or Payroll and HRMS both. First three non recurring elements defined above are passed just to payroll. ‘Hours not worked’ is passed to both payroll and HRMS. To see this in HRMS, we need to define absence type and attach this element to this absence type.

7. Create Link for non recurring element In order to use the above created elements for payroll processing we create link for all the elements: Define the links for all the elements above and define the input values: Responsibility: US super HRMS Navigation: Total Compensation-> Basic -> Links Define input values as follows: Overtime: Multiple-1.5

Premium: Multiple- 2 8. Assigning OTL Responsibility Assigning OTL Responsibility to the User to do further setup for OTL: Define a security profile

Responsibility: US super HRMS Navigation: Security -> Assign Security profiles.

9. Defining Alternate Names Responsibility-> US OTL Application developer Navigation: Alternate names -> Alternate Name Definition

10. Recurring Periods Number of days or columns appearing in the timecard screen are controlled by something called as Recurring Period Responsibility: US OTL Application Developer Navigation: Recurring Period. Period Type: Defines the number of columns or number of days Eg; period type ‘Week’ will define the number of columns as 7 Start Date: It defines which day of week the timecard will start from like Monday , Tuesday and so on. As in the example below, 3-feb-2003 falls on Monday, so all the timecards will start from Monday to Sunday.

11. Define approval periods: It is required to define what all applications will be using these periods Responsibility: US OTL Application Developer Navigation: Approval -> Define Approval Periods Contingent workers cannot be paid through payroll. They are paid through purchasing Human Resource- Absence Payroll- Hours Project-Expenditure

12. Defining Time Entry Rules By Mapping we control the mandatory fields. If time card is for payroll purpose we enter mapping as ‘BEE Retrieval Process’. This is the standard process. We can also apply some custom rules. Responsibility: US OTL Application Developer Navigation: Time Entry Rules -> Define Time Entry Rules

Creating Custom Controlling Rules using Fast Formulas Maximum Hours: Cannot work more than that (example cannot work more than 50 hours in this case) Reference Period: In a week type of recurring period there can be maximum two weeks in which the duration can span.

Formula used above is defined in a DFF: OTL Formulas

13. Defining Time Entry Rule Groups Time entry rule groups are defined to associate all the rules together and define the outcomes of each rule if it is violated. Responsibility: US OTL Application developer Navigation: Time Entry Rules-> define Time Entry Rule Groups

14. Approval Style: This defines in each application what would be the approval hierarchy. Who is going to approve the time card of the employee. In the Example below, in both the responsibilities HR and payroll, immediate supervisor will approve the timecard. Responsibility: US OTL Application Developer Navigation: Approval -> Define Approval Style

15. Creating Preference After all the above things are defined, its now time to decide how the timecard will look like, what all validations will be applied on the time card. To do this we create Preferences and attach this preference to certain business group or organization or may be the employee depending on the requirements. Create Preference Responsibility: US OTL Application Developer Navigation: Preferences We don’t need to disturb the existing preference. We will create our own new custom preference. Right Click on the preference tree and select new. Enter the name of the preference u want to create.

For any timecard to work and function properly there are 9 mandatory preference attributes that should be defined. 15.1 Creating Alternate Names Right click on the new preference created and select new. Enter the name as Alternate names. Select the seeded preference as ‘Self Service Timecard Alternate Name set Defined for a user’

Now enter the preference values as alternate name defined above.

15.2 Approval Periods Preference: Time Store Approval Periods Value: Approval period that was defined above.

15.3 Recurring Period Preference: Self service timecard Period for Worker Value: Recurring period that was defined above.

15.4 Application set Preference: Time Store Application Set Value: Human Resources and Payroll

15.5 Time entry rule group Preference: Time Store Time Entry Rules Value: Time entry rule group that was defined above.

15.6 Layout Preference: Self service Timecard, review and confirmation Layout Page Value: Timecard Layout: Payroll Timecard Layout Review Layout : Payroll Review Layout Confirmation layout: payroll confirmation Layout Notification Layout: patrol notification Layout

15.7 Approval Style Preference: Time Store approval Style Value: approval style that was defined above

15.8 Retrieval Group Preference: Time Store Retrieval Rule Groups Value: Human Resources and Payroll retrieval rule group

15.9 Allow status edit Preference: Self Service timecard status that allows user edits Value: Status allowing Edit: RETRO Past number of days: 60 Future number of days: 60

15.10No of empty rows Preference: Self service Number of empty rows on the timecard Value: Number of empty rows:0

16. Defining where all this preference will be used This preference can be attached to a business group, Organization or to a person. Precedence defines which rule will be used for the preference

17. Look of the time card Responsibility: Employee, self service -> Time Entry

18. Write formula To calculate regular hours, premium hours, overtime, work not worked amount on the basis of annual salary Responsibility: US super HRMS Navigation: Total Compensation-> Basic -> Write Formula

DEFALULT FOR ASG_HOURLY_SALARY IS 0 DEFAULT FOR Hours is 0 default FOR Multiple IS 0 INPUTS ARE Hours, Multiple IF Multiple = 0 then ( PAY=ASG_HOURLY_SALARY* Hours ) ELSE ( PAY=ASG_HOURLY_SALARY* Hours*Multiple ) RETURN PAY 19. Formula result rule Attaching this formula to all the non recurring elements Responsibility: US super HRMS Navigation: Total Compensation-> Basic -> Formula Result

19. Creating Time Card Responsibility: Employee, self service-> Time Entry

20. Approval notification Since approval rule is set as HR Supervisor , Notification will go to the immediate supervisor for the timecard approval. Responsibility; Manage, self service-> FYI

Approved

21. Sending Approved timecard to Payroll This is done by running the process: Process: Transfer time from OTL to BEE Responsibility: US OTL Application Developer

22. Batch Created As a result of the above process a batch gets created with the name supplied for transaction code in the above process. Responsibility: US Super Human Resource Navigation: Mass exchange info-> batch element entry

23. Transfer the Timecard Still the timecard entry has not reached to payroll, but they are sitting in the interface(batch) table. To push these entries to HRMS, in the batch Element Entry screen, click process to process the records. Process-> Transfer

24. After transferring the batch entries get created in payroll and HRMS both: Entries in HRMS: Absence Details: Employee-> Others->Absence

25. Generating SOE(Statement of Earning) for the period time card is created Run quick pay to generate SOE(Statement of Earning) for the period u created your time card. Navigation: Employee -> Assignment-> Others-> Quickpay

26. Viewing SOE View result to see the entry in pay slip

27. Payroll Processing: Multiple Employees Above we processed just one employee by running the quick pay run. In practical scenario we have to process payroll for n number of employees. For this instead of processing each employee separately we run the payroll process that processes multiple employees in one go. Process Name: Payroll process

Payroll process spawns further sub processes

28. View the Log of payroll process

29. Prepayment

Once the payroll entries are created, payment has to be done. There are various modes of payment like check, cash etc. So, before doing the payment we group the employees on the basis of the payment method attached to them. This is done by running the process Prepayments.

View the detail for each employee from payroll run result

30. Check Writer Process There are various modes of payment. We have different processes defined for doing different types of payments. To do the payment by check we need to run the process called Check Writer.

The output of this process will generate the check for each employee whose payment method was selected as check. 31. 3rd party Check Payment. If the payment is done by some third party, then run the check writer process with the payment method as 3rd party payment method instead of check.

Checks will be generated in the output file of this process.

32. NACHA: Payment method

An output file is generated as a result of this process. This output file is used to directly credit the amounts in the account numbers specified in the report.

33. NACHA: Flat File Output

34. Process to generate the covering letter.

Above process generates Summary or detailed report based on the ‘Totals Only’ Parameter specified above. If parameter is set to ‘yes’ it generates summary report and if it is set to ‘No’ then it generates Detail Report. Summary Report Output

Detail Report Output

35. Run Deposit Process to generate SOE Unlike check writer process NACHA report does not generate SOE. In order to generate that we run another process called as Deposit Advice.

Report Output: SOE

36. Associating custom set of book to GL Responsibility By this point all the processing has been done at the payroll side. Now it is required to transfer the payroll entries to General Ledger. For this we create a Set of book. Create a custom responsibility which is derived from the General Ledger. To attach SOB to GL responsibility, we assign custom SOB created to the profile option ‘GL set of books’ at responsibility level.

37. Open the GL period. In order to transfer the payroll entries to GL, We need to open the GL periods in which payroll transactions are present.

38. Costing Costing Information for the payroll entries are defined while creating the link of element. We define credit and debit account.

Report generated after costing

39. Costing Reports Costing details can be viewed by running the costing Summary and detail reports. Costing Summary Report

Costing Summary Report Output

Costing Detail Report

Costing Detail Report Output

40. Transfer to GL Now the entries can be transferred from payroll to GL by running the transfer to GL process.

Log of Transfer to GL

41. Journal Import from GL Payroll journals can be imported by running the journal import.

Output of Journal Import

42. Archival Process Run Archival Process to view the pay slip in the self service screen. Process name; External Process archival

43. Viewing Pay slip in Self service screen: Employee self service screen -> payslip

Time Store Deposit API
DECLARE

----------------------------------------------------------- Constant declarations

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-- This is the appl_id for OTL, do not change c_otl_appl_id CONSTANT NUMBER (3) := 809; c_proj_attr1 CONSTANT VARCHAR2 (7) := 'Task_Id'; c_proj_attr2 CONSTANT VARCHAR2 (10) := 'Project_Id'; c_proj_attr3 CONSTANT VARCHAR2 (16) := 'Expenditure_Type'; c_proj_attr4 CONSTANT VARCHAR2 (19) := 'Expenditure_Comment'; c_proj_attr5 CONSTANT VARCHAR2 (23) := 'SYSTEM_LINKAGE_FUNCTION'; -- Variable declarations

-------------------------------------------------------------------------------------------------------------------- declare the PL/SQL Table that will hold the complete timecard (all the BBs) l_tbl_timecard_info hxc_self_service_time_deposit.timecard_info; -- declare the PL/SQL Table that will hold all the attributes l_tbl_attributes_info hxc_self_service_time_deposit.app_attributes_info; -- declare the PL/SQL Table that will hold the messages returned by the API l_tbl_messages hxc_self_service_time_deposit.message_table; -- person ID that this TC belongs to, Replace with your own l_person_id per_all_people_f.person_id%TYPE := 9389; -- Replace with your own IDs l_task_id VARCHAR2 (3) := '221'; -- (l_project_id is NOT the same as task id, they just happen to have the -- same ID on our database) l_project_id VARCHAR2 (3) := '221'; -- Replace with your own values l_expenditure_type VARCHAR2 (15) := 'Professional'; l_ot_expenditure_type VARCHAR2 (15) := 'Overtime'; l_system_linkage_id VARCHAR2 (15) := 'ST'; l_ot_system_linkage_id VARCHAR2 (15) := 'OT'; -- Will hold TC_ID, returned by the deposit process l_new_timecard_id NUMBER; -- Will hold TC ovn, returned by the deposit process l_new_timecard_ovn NUMBER; l_message fnd_new_messages.message_text%TYPE; l_start_time DATE

:= fnd_date.canonical_to_date ('2002/11/11 00:00:00'); l_stop_time DATE := fnd_date.canonical_to_date ('2002/11/17 23:59:59'); l_tc_bb_id hxc_time_building_blocks.time_building_block_id%TYPE; l_day_bb_id hxc_time_building_blocks.time_building_block_id%TYPE; l_detail_bb_id hxc_time_building_blocks.time_building_block_id%TYPE; l_time_attribute_id hxc_time_attributes.time_attribute_id%TYPE; BEGIN ----First initialize your session, this needs to be done for internal reasons so the TimeStore knows who is trying to deposit the information. When you log into SS, the same is done for you by the framework, here however we have to do it manually.

FND_GLOBAL.APPS_INITIALIZE( user_id => 12345 -– Replace with your own ID ,resp_id => 56789 -– Replace with your own ID ,resp_appl_id => 809 );-- This is the appl_id for OTL, do not change

----------------------------------------------------------- PART 1: POPULATE TABLES --

----------------------------------------------------------- First populate the timecard PL/SQL table: -- Start with the TIMECARD BB

------------------------------------------------------------------------------------------------------------------hxc_timestore_deposit.create_timecard_bb ( p_start_time=> l_start_time, p_stop_time=> l_stop_time, p_resource_id=> l_person_id, p_comment_text=> 'Created using API: Weekly Project TC', p_app_blocks=> l_tbl_timecard_info, p_time_building_block_id=> l_tc_bb_id ); -- Now we create the DAY BB, 7 in total, and since they are all the same we -- will loop 7 times FOR i_day IN 0 .. 6 LOOP hxc_timestore_deposit.create_day_bb ( p_day => TRUNC (l_start_time) + i_day, p_parent_building_block_id=> l_tc_bb_id, -- returned by create_timecard_bb p_comment_text=> 'Created using API', p_app_blocks=> l_tbl_timecard_info, p_time_building_block_id=> l_day_bb_id ); -- The next call would also work but we choose to use the first one -- since we know the TIMECARD's Id. If you do not know the ID you should

-- use this next call commented out here. /* hxc_timestore_deposit.create_day_bb ( p_day => TRUNC (l_start_time) + i_day, p_resource_id=> l_person_id, p_comment_text=> 'Created using API', p_app_blocks=> l_tbl_timecard_info, p_time_building_block_id=> l_day_bb_id ); */ -- We can attach the DETAIL BB for every DAY BB that represents 'normal' -- work hours as well here as they are all the same -- We only need to do this for weekdays though IF i_day < 5 THEN hxc_timestore_deposit.create_detail_bb ( p_type=> 'MEASURE', p_measure=> 8, p_parent_building_block_id=> l_day_bb_id, p_comment_text=> 'Created using API: NT', p_app_blocks=> l_tbl_timecard_info, p_app_attributes=> l_tbl_attributes_info, p_time_building_block_id=> l_detail_bb_id ); ----The next call would also work but we choose to use the first one since we know the DAY's Id. If you do not know the ID you should use this next call commented out here. In fact we use it ourselves later to add the overtime.

/* hxc_timestore_deposit.create_time_entry ( p_measure=> 8, p_day => TRUNC (l_start_time) + i_day, p_resource_id=> l_person_id, p_comment_text=> 'Created using API: NT', p_app_blocks=> l_tbl_timecard_info, p_app_attributes=> l_tbl_attributes_info, p_time_building_block_id=> l_detail_bb_id ); */ -- We can also attach the attributes to every BB that represent -- 'normal' work hours -- Attribute1 hxc_timestore_deposit.create_attribute ( p_building_block_id=> l_detail_bb_id, p_attribute_name=> c_proj_attr1, p_attribute_value=> l_task_id, p_app_attributes=> l_tbl_attributes_info ); -- Attribute2 hxc_timestore_deposit.create_attribute ( p_building_block_id=> l_detail_bb_id, p_attribute_name=> c_proj_attr2, p_attribute_value=> l_project_id,

p_app_attributes=> l_tbl_attributes_info ); -- Attribute3 hxc_timestore_deposit.create_attribute ( p_building_block_id=> l_detail_bb_id, p_attribute_name=> c_proj_attr3, p_attribute_value=> l_expenditure_type, p_app_attributes=> l_tbl_attributes_info ); -- Attribute4 hxc_timestore_deposit.create_attribute ( p_building_block_id=> l_detail_bb_id, p_attribute_name=> c_proj_attr4, p_attribute_value=> 'Expenditure Comment created by API', p_app_attributes=> l_tbl_attributes_info ); -- Attribute5 hxc_timestore_deposit.create_attribute ( p_building_block_id=> l_detail_bb_id, p_attribute_name=> c_proj_attr5, p_attribute_value=> l_system_linkage_id, p_app_attributes=> l_tbl_attributes_info ); END IF; -- Only for weekdays END LOOP; -- End creating normal working days + time ----And now we add the Overtime to Tuesday and Wednesday We have to use create_time_entry here because we do not have the ID for the Wednesday TBB anymore, using create_time_entry we do not need it Tuesday

hxc_timestore_deposit.create_time_entry ( p_measure=> 1, p_day => TRUNC (l_start_time) + 1, p_resource_id=> l_person_id, p_comment_text=> 'Created using API: OT', p_app_blocks=> l_tbl_timecard_info, p_app_attributes=> l_tbl_attributes_info, p_time_building_block_id=> l_detail_bb_id ); -- Attribute1 hxc_timestore_deposit.create_attribute ( p_building_block_id=> l_detail_bb_id, p_attribute_name=> c_proj_attr1, p_attribute_value=> l_task_id, p_app_attributes=> l_tbl_attributes_info ); -- Attribute2 hxc_timestore_deposit.create_attribute ( p_building_block_id=> l_detail_bb_id, p_attribute_name=> c_proj_attr2, p_attribute_value=> l_project_id,

p_app_attributes=> l_tbl_attributes_info ); -- Attribute3 hxc_timestore_deposit.create_attribute ( p_building_block_id=> l_detail_bb_id, p_attribute_name=> c_proj_attr3, p_attribute_value=> l_ot_expenditure_type, p_app_attributes=> l_tbl_attributes_info ); -- Attribute4 hxc_timestore_deposit.create_attribute ( p_building_block_id=> l_detail_bb_id, p_attribute_name=> c_proj_attr4, p_attribute_value=> 'Expenditure Comment created by API', p_app_attributes=> l_tbl_attributes_info ); -- Attribute5 hxc_timestore_deposit.create_attribute ( p_building_block_id=> l_detail_bb_id, p_attribute_name=> c_proj_attr5, p_attribute_value=> l_ot_system_linkage_id, p_app_attributes=> l_tbl_attributes_info ); -- Wednesday hxc_timestore_deposit.create_time_entry ( p_measure=> 2, p_day => TRUNC (l_start_time) + 2, p_resource_id=> l_person_id, p_comment_text=> 'Created using API: OT', p_app_blocks=> l_tbl_timecard_info, p_app_attributes=> l_tbl_attributes_info, p_time_building_block_id=> l_detail_bb_id ); -- Attribute1 hxc_timestore_deposit.create_attribute ( p_building_block_id=> l_detail_bb_id, p_attribute_name=> c_proj_attr1, p_attribute_value=> l_task_id, p_app_attributes=> l_tbl_attributes_info ); -- Attribute2 hxc_timestore_deposit.create_attribute ( p_building_block_id=> l_detail_bb_id, p_attribute_name=> c_proj_attr2, p_attribute_value=> l_project_id, p_app_attributes=> l_tbl_attributes_info ); -- Attribute3 hxc_timestore_deposit.create_attribute ( p_building_block_id=> l_detail_bb_id, p_attribute_name=> c_proj_attr3, p_attribute_value=> l_ot_expenditure_type, p_app_attributes=> l_tbl_attributes_info

); -- Attribute4 hxc_timestore_deposit.create_attribute ( p_building_block_id=> l_detail_bb_id, p_attribute_name=> c_proj_attr4, p_attribute_value=> 'Expenditure Comment created by API', p_app_attributes=> l_tbl_attributes_info ); -- Attribute5 hxc_timestore_deposit.create_attribute ( p_building_block_id=> l_detail_bb_id, p_attribute_name=> c_proj_attr5, p_attribute_value=> l_ot_system_linkage_id, p_app_attributes=> l_tbl_attributes_info );

----------------------------------------------------------- END OF PART 1: POPULATE TABLES --

-------------------------------------------------------------------------------------------------------------------- PART 2: DEPOSIT TIMECARD --

---------------------------------------------------------hxc_timestore_deposit.execute_deposit_process ( p_validate=> FALSE, p_app_blocks=> l_tbl_timecard_info, p_app_attributes=> l_tbl_attributes_info, p_messages=> l_tbl_messages, p_mode=> 'SUBMIT', p_deposit_process=> 'OTL Deposit Process', p_timecard_id=> l_new_timecard_id, p_timecard_ovn=> l_new_timecard_ovn );

-- Now we call the deposit process, passing in the PL/SQL tables we just -- created and populated

----------------------------------------------------------- END OF PART 2: DEPOSIT TIMECARD -END;

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