Oracle Global Human Resources Cloud Implementing Global Payroll Interface 19A

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1 Oracle Global Human Resources Cloud 19A

2 19A Part Number F Copyright , Oracle and/or its affiliates. All rights reserved. Author: Lakshmi Venkat This software and related documentation are provided under a license agreement containing restrictions on use and disclosure and are protected by intellectual property laws. Except as expressly permitted in your license agreement or allowed by law, you may not use, copy, reproduce, translate, broadcast, modify, license, transmit, distribute, exhibit, perform, publish, or display any part, in any form, or by any means. Reverse engineering, disassembly, or decompilation of this software, unless required by law for interoperability, is prohibited. The information contained herein is subject to change without notice and is not warranted to be error-free. If you find any errors, please report them to us in writing. If this is software or related documentation that is delivered to the U.S. Government or anyone licensing it on behalf of the U.S. Government, then the following notice is applicable: U.S. GOVERNMENT END USERS: Oracle programs, including any operating system, integrated software, any programs installed on the hardware, and/ or documentation, delivered to U.S. Government end users are "commercial computer software" pursuant to the applicable Federal Acquisition Regulation and agency-specific supplemental regulations. As such, use, duplication, disclosure, modification, and adaptation of the programs, including any operating system, integrated software, any programs installed on the hardware, and/or documentation, shall be subject to license terms and license restrictions applicable to the programs. No other rights are granted to the U.S. Government. This software or hardware is developed for general use in a variety of information management applications. It is not developed or intended for use in any inherently dangerous applications, including applications that may create a risk of personal injury. If you use this software or hardware in dangerous applications, then you shall be responsible to take all appropriate fail-safe, backup, redundancy, and other measures to ensure its safe use. Oracle Corporation and its affiliates disclaim any liability for any damages caused by use of this software or hardware in dangerous applications. Oracle and Java are registered trademarks of Oracle and/or its affiliates. Other names may be trademarks of their respective owners. Intel and Intel Xeon are trademarks or registered trademarks of Intel Corporation. All SPARC trademarks are used under license and are trademarks or registered trademarks of SPARC International, Inc. AMD, Opteron, the AMD logo, and the AMD Opteron logo are trademarks or registered trademarks of Advanced Micro Devices. UNIX is a registered trademark of The Open Group. This software or hardware and documentation may provide access to or information about content, products, and services from third parties. Oracle Corporation and its affiliates are not responsible for and expressly disclaim all warranties of any kind with respect to third-party content, products, and services unless otherwise set forth in an applicable agreement between you and Oracle. Oracle Corporation and its affiliates will not be responsible for any loss, costs, or damages incurred due to your access to or use of third-party content, products, or services, except as set forth in an applicable agreement between you and Oracle. The business names used in this documentation are fictitious, and are not intended to identify any real companies currently or previously in existence.

3 Contents Preface 1 i Payroll Interface Overview : Overview Payroll Employment Model: Explained... 3 Payroll Relationship Rules: Explained... 5 Payroll Relationships: Explained Payroll Interface Extracts 7 How Extract Components Work Together... 7 Payroll Interface Extract Flow Parameters... 8 Extracting Payroll-Related Data Set up Payroll Interface Defining Enterprise Structures Loading Geographies Legislative Data Groups: Explained Payroll Legislative Data: Explained Creating a PSU and Associating it with a LDG Creating Payroll Definitions Creating a Payment Method Managing Configuration Groups Creating Payroll Elements Associating Employees with Payroll Managing Payroll and Salary Definitions Managing Salary for Payroll Interface Extracting Terminated Employees: Critical Choices Salary History Information for ADP Global Payroll Interface: Overview... 28

4 4 Global Payroll Interface Extract Overview Effective Dates Setting up Object Groups Action Indicators for Payroll Interface Creating Rate Definitions Transactional and Operational Recommendations Overview of Global Payroll Interface Definition: Explained Submit the Global Payroll Interface Process Global Payroll Interface Extract FAQs Overview Additional Payroll Interface Data Elements Running Global Payroll Interface Processes Setting up Additional Elements Transactional Recommendations Operational Recommendations Payroll Interface for US ADP Payforce Payroll Interface for NGA 115 Overview Payroll Interface Report Payroll Interface Setup for Payroll Exchange Configuring Flexfields Payroll Interface Inbound Records Overview Managing Inbound Records Processed Payroll Values Configuring Extensible Flexfields and Lookups Configuring Prior Values Data Validation and Data Deletion Reports for Payroll Interface Generating Data Validation Report Generating Deleted Data Report

5 Preface Preface This preface introduces information sources that can help you use the application. Using Oracle Applications Using Applications Help Use help icons to access help in the application. If you don't see any help icons on your page, click your user image or name in the global header and select Show Help Icons. Not all pages have help icons. You can also access Oracle Applications Help. Watch: This video tutorial shows you how to find help and use help features. You can also read Using Applications Help. Additional Resources Community: Use Oracle Cloud Customer Connect to get information from experts at Oracle, the partner community, and other users. Guides and Videos: Go to the Oracle Help Center to find guides and videos. Training: Take courses on Oracle Cloud from Oracle University. Conventions The following table explains the text conventions used in this guide. Convention Meaning boldface Boldface type indicates user interface elements, navigation paths, or values you enter or select. monospace Monospace type indicates file, folder, and directory names, code examples, commands, and URLs. > Greater than symbol separates elements in a navigation path. Documentation Accessibility For information about Oracle's commitment to accessibility, visit the Oracle Accessibility Program website. Videos included in this guide are provided as a media alternative for text-based help topics also available in this guide. i

6 Preface Contacting Oracle Access to Oracle Support Oracle customers that have purchased support have access to electronic support through My Oracle Support. For information, visit My Oracle Support or visit Accessible Oracle Support if you are hearing impaired. Comments and Suggestions Please give us feedback about Oracle Applications Help and guides! You can send an to: ii

7 Chapter 1 1 Payroll Interface Payroll Interface Overview Oracle Global Payroll Interface supports features to send personal payroll information to third-party payroll providers and to import processed payroll data into Global HR. You can copy and modify predefined extract definitions to meet the requirements of your third-party payroll provider. In a legislative data group that uses the Payroll Interface, you can do the following: Extract salary employment, salary, and compensation details from HCM to send to a third-party payroll provider. Import payroll processed data and messages to flexfields. This processed payroll data is available within the application for further reporting and analysis. This figure shows the inbound and outbound interfaces that enable applications to interact with third-party payroll service providers. Data File Personal Data Salary Data Element Entries Calculation Cards Oracle Fusion Global Human Resources Third Party Payroll Provider Outbound Payroll Interface Data File Processed data, payslip, messages Inbound HCM Data Loader Document of Records PDF payslips Extract Data from HCM Use these predefined extract definitions. Note: Configure the predefined extract definitions only when they don't meet your requirements. 1

8 Chapter 1 Extract Global Payroll Interface Payroll Interface Report for NGA US ADP PayForce Third-Party Periodic Extract US ADP PayForce Third-Party Ad-Hoc Extract Payroll Interface Description Extracts information required by any global payroll provider, such as the name, address, salary, and deductions details of your employees. For more information, see Section Global Payroll Interface Extract. Extracts HR and payroll data and transforms the data into an HR-XML format compliant with NGA standards. For more information, see Section Payroll Interface for NGA. Extracts payroll data to transform it into HR-XML format for for ADP PayForce and ADP Connection for PayForce users. For more information, see Section US ADP PayForce Third-Party Periodic Extract Definition. Extracts payroll data to transform it into HR-XML format for for ADP PayForce and ADP Connection for PayForce users. For more information, see Section US ADP PayForce Third-Party Ad-Hoc Extract Definition. Extracts information, such as the salary and earnings details of employees in the format required by ADP Global Payroll. For more information, see Section. Import Third-Party Payroll Processed Data and Pay slips Use HCM Data Loader to import the following categories of data from third-party payroll providers on a periodic basis: Processed payroll data, such as net pay, general ledger account codes, cost center codes, depending on the practices of your payroll provider. Notification messages, such as confirmation of number of transactions received or processed, or warning information. Pay slips, for example in PDF format. The application associates each imported record with a master record that specifies a payroll name and payroll period. It stores the imported data in inbound tables and pay slips as document of records. Related Topics Extract Components: How They Work Together Extracting Payroll-Related Data: Critical Choices HCM Data Loader: Overview Payroll Interface Inbound Records: Explained Implementing Payroll Interface: Procedure : Overview Use the Workforce Deployment and Compensation Management offerings to configure and manage Payroll Interface. Use predefined payroll interface extract definitions to send payroll-related employee information to a third-party payroll provider. The setup steps required for payroll interface vary depending on your business requirements. 2

9 Chapter 1 Payroll Interface Workforce Deployment Offering The following table specifies the functional areas of the Workforce Deployment offering that you use to set up payroll interface. For the full list of functional areas and features in this offering, use the Associated Features report. Functional Area Description Payroll Create payroll definitions, payment methods, and LDGs, define an element, manage salary, set up salary basis and object groups. For more information, refer to the Implementing Global Payroll guide. Enterprise Profile Load geographies to create the geography structure for each country. For more information, refer to the Implementing Global Human Resources guide. Legal Structures Create legal jurisdiction for your country or territory and additional Tax Reporting Units. For more information, refer to the Implementing Global Human Resources guide. Organization Structures Create business units to associate with other objects. For more information, refer to the Implementing Global Human Resources guide. HCM Data Extract Configure Process Configuration Group profile options. For more information, refer to the Implementing Global Human Resources guide. Elements and Formula Define payroll elements. For more information, refer to the Implementing Global Payroll guide. Compensation Management Offering Use the Workforce Compensation functional area to configure salary basis and to associate it base pay element. Related Topics Planning Your Implementation: Procedure Payroll Employment Model: Explained In the payroll employment model, each person has a payroll relationship to a payroll statutory unit (PSU), and one or more assignments to a payroll and other employment structures. Some element entries, typically deductions, are held at the payroll relationship level, and others at lower employment levels. 3

10 Chapter 1 Payroll Interface Comparing the HR and Payroll Employment Models The following figure contrasts the HR employment model and the payroll employment model in an example where two legal employers belong to one PSU. In this example, David Ellis has two assignments. The resulting structure creates two work relationships in the HR model and one payroll relationship in the payroll model. Payroll Statutory Unit Legal Employers Sun Power Manufacturing Installation David Ellis Work Relationship Manufacturing Assignment Project Manager David Ellis Payroll Relationship Payroll Statutory Unit Sun Power Work Relationship Installation Assignment Trainer Assignment Project Manager Assignment Trainer Related Topics Payroll Employment Hierarchy Profile Option: Critical Choices Employment Level for Elements: Critical Choices 4

11 Chapter 1 Payroll Interface How do I diagnose payroll employment model setup issues Payroll Relationship Rules: Explained The payroll relationship rule determines what happens when you terminate the last active employment assignment record for a payroll relationship. The rule also determines whether the application creates a payroll relationship when you add a new assignment record for an employee. This topic describes the following predefined rules that localizations can use. Lifetime Rule When a work assignment is terminated, the associated payroll relationship continues to remain active. When you create an assignment, the application searches for an active payroll relationship of the same type and for the same payroll statutory unit (PSU). If found, the new assignment is attached to the existing active payroll relationship. If not, a new payroll relationship is generated. Continuous Period of Service Rule When a work assignment is terminated, the associated payroll relationship becomes inactive and is terminated. Subsequently, when you create an assignment, the application searches for an active payroll relationship of the same type and for the same PSU. If a payroll relationship exists, date validation occurs to determine whether to use the existing payroll relationship or to create a new one. The application compares the start date of the new assignment to the last standard earnings date of the existing payroll relationship. If the start date is before the last standard earnings date, the application uses the existing payroll relationship, otherwise, it creates a new one. Independent Rule When a work assignment is terminated, the associated payroll relationship becomes inactive and is terminated. When you create an assignment, a new payroll relationship is created. Each payroll relationship is associated with one work assignment. Related Topics Terminations: How They Affect Payroll Processing Payroll Relationships: Explained A payroll relationship represents the association between a person and a payroll statutory unit (PSU), which is the legal entity responsible for employee payment. Payroll relationships group a person's employment assignment records based on the payroll statutory calculation and reporting requirements. Payroll relationships facilitate the capture and extraction of HR and payroll-related data sent to a third party, such as a payroll provider for payroll processing. Payroll processing always occurs at the payroll relationship level. When you display the payroll process results for a person, you first select the person's payroll relationship record and then drill down to view details. Payroll relationships aggregate balances at the payroll relationship level. Within a payroll relationship, payroll processes can aggregate balances for multiple assignment records. Balances don't span payroll relationships. 5

12 Chapter 1 Payroll Interface Creating Payroll Relationship Records and Mapping Rules For certain processes, such as the rehire process, to automatically create a payroll relationship record, the mapping between the system person type and the payroll relationship type must exist. You must use the payroll relationship types predefined in the application. You cannot create your own. The table below shows the predefined payroll relationship type. Payroll Relationship Type Description Standard Person types mapped to this payroll relationship type are included in payroll runs. Element Entry Only Person types mapped to this payroll relationship type have only element entries created for them and are excluded from payroll processing. Relationship mapping rules, which map system person types to payroll relationship types, can vary by country or territory. The mapping rules are predefined for each legislation. The table below shows the mapping between system person types and payroll relationship types applicable for Canada where Contingent Worker type, Retiree, and Nonworker Unpaid type are excluded from payroll processing. System Person Type Payroll Relationship Type Contingent Worker Element Entry Only Employee Standard Nonworker Paid Standard Nonworker Unpaid Element Entry Only Retiree Element Entry Only A payroll relationship cannot end while there are active employment assignments. When all employment assignments are ended for a payroll relationship, it could either remain active or become end dated. It depends on the legislation and the payroll relationship rules applicable for the legislation. For example: For the US, relationships that remain active enables future rehire within the same payroll relationship and PSU. For the UK, for a relationship that gets terminated, a new payroll relationship is created within the same payroll relationship and PSU, for the rehire. Related Topics Element Duration Dates in Payroll Relationships: Explained Setting End Dates for Terminations: Examples 6

13 2 Chapter 2 Payroll Interface Extracts Payroll Interface Extracts How Extract Components Work Together The HCM Extracts feature is a flexible tool for generating data files and reports. This topic covers how you can use the extract components to define what information you want the application to extract and report on. It also explains how the application displays, formats, and delivers the information. Extract Definitions An extract definition refers to the complete setup of an extract, that consists of extract data groups, criteria, records, attributes, advanced conditions and output delivery options. An extract definition consists of: One or more extract data groups, depending on how many logical entities you want to extract. One or more extract records depending on how many groups of information you want to collect. One or more attributes depending on how many individual fields of data you want to collect. You use HCM extracts to extract, archive, transform, report, and deliver high volumes of HCM data from the Oracle Fusion HCM database. You can generate the output in the following formats: CSV XML Excel HTML RTF PDF You can distribute the extracted information by , fax and other delivery modes. Some common examples of extracts are: PDF payslips delivered to employees' mailboxes, payroll or benefits data transferred to third-party service providers, HR and talent data exchange between Oracle Fusion and legacy applications, for example in a coexistence scenario. Data Groups Extract data groups represent a business area or logical entity, for example person, assignment, or benefits. The application uses this information to retrieve the database item groups. You define one data group as the primary or root data group and this data group is the starting point of the data extraction. Extract data group connections capture the association details between the current data group and the parent data group. The data group connections form the hierarchical relationship among the data groups. You can define a set of filtering conditions the application must perform on an extract data group using the extract data group criteria. You specify the criteria conditions using an expression or fast formula. Extract Records Extract records represent a grouping of related data or a physical collection of all fields required in the extract. For example, the Employee data group can have records such as Basic Details, Pay Details, Location Details, and Primary Contact. An 7

14 Chapter 2 Payroll Interface Extracts extract record is a collection of attributes which you can organize in a required sequence. For example, if a data group has 3 records, then you can specify the sequence in which the application processes the records. You can also select the next data group to identify which data group the application processes next. Attributes Attributes are the individual fields inside the extract record. An attribute is the lowest attribute level of a HCM extract and represents a piece of information, for example, person first name, person last name or person date of birth. This figure demonstrates the hierarchy of information within a data group definition. Extract Definition Department (Data Group) Department Information (Record) Department ID (Attribute) Department Other Information (Record) Department Name (Attribute) Department Location (Attribute) Department Start Date (Attribute) Related Topics Defining an Extract: Worked Example Generating Flexfield Database Items: Explained Validating Extracts: How It Works Payroll Interface Extract Flow Parameters You can include flow parameters in your extract that are based on the Payroll Interface extract definitions. The following table describes the flow parameters: 8

15 Chapter 2 Flow Parameter Changes Only Payroll Interface Extracts Description A list of values that enables selection of different extract modes to filter data in the output file. For example, to extract only data that has changed since the previously run extract process. In the extract definition, this parameter is mapped to one of the following two lookups: Payroll Name ORA_HRY_CHANGES_ONLY for Global Payroll Interface extracts PER_EXT_CHANGES_ONLY for all other Payroll Interface extracts A list that enables search and selection of a specific payroll. Payrolls define the list of employees to retrieve in the extract process. In the extract definition, this parameter is mapped to the Payroll lookup. Payroll Period A list that enables search and selection of a specific payroll period for which data is to be reported. In the extract definition, this parameter is mapped to the Payroll Period lookup. Process Start Date An optional date parameter to provide a date as of when to get data from outside the range of the payroll period. In the extract definition, the name of this parameter is Start Date. Process End Date The required date parameter, typically the end date of the payroll period. The application can't derive this date from the selected payroll period, so it must be provided when submitting the extract process. In the extract definition, the name of this parameter is Effective Date. Suppress Zero Balance Provides the option to suppress zero values in case Calculate Gross Earnings process was run and the balance value is 0. This parameter is only applicable if you are calculating gross earnings as part of your Payroll Interface implementation. In the extract definition, this parameter is mapped to the HRC_YES_NO lookup. Process Configuration Group Provides the option to search for and select a run-time profile, for example to run the process in debugging mode. In the extract definition, this parameter is named Parameter Group and is mapped to Process Configuration Group lookup. Related Topics Using Different Modes for HCM Extracts: Explained Payroll Process Configuration Parameters Extracting Payroll-Related Data 9

16 Chapter 2 Payroll Interface Extracts Frequently Used User Entities in HCM Extracts A user entity is a logical entity associated with a data group defined using HCM extracts. This topic describes the frequently used user entities and the type of data you can extract by using those user entities. You select user entities in the application when you define a data group. The following table lists the most frequently used user entities. User Entity Name and Code Description Person (PER_ EXT_ SEC_ PERSON_UE) Retrieves all persons across the enterprise and all person related attributes. Worker Payroll (PER_ EXT_ PAY_ EMPLOYEES_UE) Retrieves all workers and their payrolls across the enterprise, all person, worker, payroll related attributes, and element entry data. Extract Assignment Basic History (PER_ EXT_ ASSIGNMENT_ BASIC_ HISTORY_UE) Retrieves assignment history as on the assignment effective start date. Extract Assignment Basic Information (PER_ EXT_ SEC_ ASSIGNMENT_ BASIC_UE) Retrieves assignment data as on the effective date. Assignments Range (PER_ EXT_ SEC_ ASSIGNMENT_ RANGE_UE) Retrieves assignment history as on the effective date. Extract Current and Future Persons (PER_ EXT_ SEC_ PERSON_ NOW_ FUTURE_UE) Retrieves current and future person details. Specify advanced filter criteria to restrict person types. Extract Current and Future Assignments (PER_ EXT_ SEC_ ASSIGNMENT_ NOW_ FUTURE_UE) Retrieves current and future assignments. Reset Context (PER_ EXT_RESET_UE) Use the Reset Context user entity in two ways: 1. Reset the effective date contexts set dynamically by a parent data group using a runtime input parameter for the effective date. For example, the Extract Assignment Basic History user entity sets the assignment effective start date as effective date first and then retrieves the data, unlike other user entities which use the effective date only. If you want to use the Extract Assignment Basic History user entity to include the historical data but also want to change the effective date, then include the Reset Context user entity to reset this date using input parameters. 2. Set up the Reset Context user entity as the root user entity to be a container or header. For example, the following work structure elements: locations, positions, and legal employers are not related to each other. If you want to extract all of them in one single extract, then you can add them as child elements to the Reset Context user entity used as the root in the extract definition. Adding this user entity as the root to these elements enables you to retrieve this data separately because the elements are not linked to a hierarchy. You can view more details about the user entities using the View User Entity Details task. 10

17 Chapter 2 Payroll Interface Extracts Related Topics Generating Flexfield Database Items: Worked Example Viewing User Entity Details: Explained Extracting Payroll-Related Data The payroll interface supports different methods for defining extracts that enable you to extract payroll-related data. The following table summarizes these methods, the user entities they use, and what values they return. Method User Entity Returns Element Entries ELEMENT_ ENTRIES All element entry values for a payroll relationship. Payroll Run Result Values PAY_ EXTRACT_ RUN_ RESULT_ VALUES_UE All run results for a payroll relationship action. Includes calculation card information if configured. Balance Values Base name of the database item group for the balance (direct) or balance group (indirect) All balance values for the specified balance or balance group for a payroll relationship action. Element Entries To extract element entry values, include the ELEMENT_ENTRIES user entity in the payroll interface extract. This user entity is available for all element classifications and returns all element entry values for a given payroll relationship. Use extract data group criteria to further filter the records. To retrieve element entry values, set the following context in the extract definition: EFFECTIVE_DATE PAYROLL_RELATIONSHIP_ID DATE_EARNED Payroll Run Results To extract values from the results of processes, include the PAY_EXTRACT_RUN_RESULT_VALUES_UE user entity in your extract definition. This user entity is available only for element classifications used by the Calculate Gross Earnings process, such as standard and supplemental earnings. It returns all the run results for a payroll relationship action. If you use the Calculate Gross Earnings process and have defined regular or supplemental earnings elements, set the PAY_REL_ACTION_ID context in the extract definition. Use the PAY_INTERFACE_PAYROLL_REL_UE to set this context. Include this user entity and context if your extract must include informational values from calculation cards, such as deduction information for child support payments. Balances Extract balance values directly by using the database item group name generated for the balance or indirectly by using a balance group. 11

18 Chapter 2 Payroll Interface Extracts Note: Balances are created and maintained as result of processed element entries. Balance values are only available when you process element entries in a payroll run or use the Calculate Gross Earnings process. To use balance groups, include one of the following record types and context in your extract definition. Record Type Context Balance Group Ensure that all contexts are available in the current data group. Balance Group with Automated Resolution of References Ensure that PAYROLL_ REL_ACTION_ID is set in the current or parent data group so that context is derived. Extracting Calculation Card Values You cannot extract calculation card values directly. Instead, process them and retrieve the values as run results. Perform the following tasks: Define an element and a formula so that the Calculate Gross Earnings process generates calculation card values and includes them in the run results Use the payroll interface report to extract the values from the Calculate Gross Earnings run results. To extract calculation card values, follow these steps: 1. On the Manage Elements page, create a nonrecurring element using the Information primary classification. 2. Edit the information element and set the Priority value to a lower number than the element that processes the calculation card values, so that the information element processes first. 3. On the Manage Fast Formulas page, create a formula of type Oracle Payroll using the sample formula as an example. The formula must return the values that you want to extract. 4. On the Manage Elements page, edit the information element as follows: a. Create a status processing rule associated with your new formula. b. Add formula result rules to return formula results to the element's input values. 5. On the Manage Extract Definitions Page, copy a Payroll Interface extract definition and modify it as follows: a. Enter a name and other required values. The name you enter will become the process name that you run to extract calculation card data. b. Modify the data groups, records, and extract attributes, as needed. c. Ensure that a data group includes the PAY_EXTRACT_RUN_RESULT_VALUES_UE user entity with the PAY_INTERFACE_PAYROLL_REL_UE context. This user entity enables the extract to return all the run results for a PAYROLL_REL_ACTION_ID. d. Submit your changes and compile all formulas in the Execution Tree node. 6. From the Payroll Calculation work area or Payroll Checklist work area, run the payroll interface report process associated with your extract definition. This process creates the output file. 12

19 Chapter 3 3 Set up Payroll Interface Set up Payroll Interface Defining Enterprise Structures You can model the enterprise to meet legal and management objectives. Include the enterprise structures that are required to support payroll relationships for your workers. Use the Manage Enterprise HCM Information task to configure implementation specific details at the enterprise level. To confirm your enterprise structures setup, perform these actions. Verify predefined geographies Define legal jurisdiction Create Legislative Data Group Create Business Units Create Tax Reporting Units Associate each PSU with LDG In the Setup and Maintenance work area: 1. Go to the following task to verify the predefined geographies and to load any additional local geographies: Offering: Workforce Deployment Functional Area: Enterprise Profile Task: Manage Geographies 2. Go to the Define Legal Jurisdictions and Authorities task list to create the following: A legal jurisdiction if not already created or predefined for your country or territory. A legal authority for each government body that you interact with. Functional Area: Legal Structures Addresses for legal entities and legal authorities. You can use the following Offering and Functional Area to go to the Define Legal Jurisdictions and Authorities task list. Offering: Workforce Deployment 13

20 Chapter 3 Set up Payroll Interface 3. Go to the Manage Enterprise HCM Information task to create a legislative data group (LDG) for each country of operation to partition your payroll data. Offering: Workforce Deployment Functional Area: Workforce Structures Functional Area: Legal Structures Associate each PSU with one LDG. Optionally, create calculation cards for statutory deductions for each TRU, if supported by the LDG. Functional Area: Organization Structures 4. Go to the Manage Legal Entity task to do the following: Offering: Workforce Deployment You can use the following Offering and Functional Area to go to the Manage Legal Entity task. Create at least one legal entity designated as a payroll statutory unit (PSU) for each LDG. Optionally, create calculation cards for statutory deductions for each PSU, if supported by the LDG. 5. Use the Manage Legal Reporting Unit to do the following: Create any additional tax reporting units (TRU) that you need. 6. Use the Manage Business Unit task list to create business units that you use to associate other objects. Offering: Workforce Deployment Related Topics What's a payroll statutory unit Accessing Tasks to Update Existing Setup Data: Procedure Loading Geographies Load geographies to create the structure for each country. In turn, a geography structure defines the geography types that are part of the country structure. Also, it describes how the geography types are hierarchically related within the country structure. For example, you can create geography types called State, City, and Postal Code. Use the Load Geographies for US task to load geographies. Note: For United States and Canada, use these two tasks for loading geography data from Vertex: Load Geographies for United States Load Geographies for Canada Complete the following steps: 1. In the Setup and Maintenance work area, go to the following: Offering: Workforce Deployment Functional Area: Workforce Structures Task: Load Geographies for US 2. On the Load Geographies for US page, Processes tab, select the Validate Input Parameters and Load Geography Information job. 14

21 Chapter 3 Set up Payroll Interface 3. In the Data Source field, ensure that you have selected Vertex. 4. Click Submit and monitor the process to completion. Related Topics Geography Hierarchy: Explained Accessing Tasks to Update Existing Setup Data: Procedure Legislative Data Groups: Explained Legislative data groups are a means of partitioning payroll and related data. At least one legislative data group is required for each country where the enterprise operates. Each legislative data group is associated with one or more payroll statutory units. Each payroll statutory unit can belong to only one legislative data group. Payroll-related information, such as elements, is organized by legislative data group. Each legislative data group: Marks a legislation in which payroll is processed. Is associated with a legislative code, currency, and its own cost allocation key flexfield structure. Is a boundary that can share the same set up and still comply with the local laws. Can span many jurisdictions as long as they are within one country. Can contain many legal entities that act as payroll statutory units. Payroll Legislative Data: Explained Use the Configure Legislations for Human Resources task in the Setup and Maintenance work area to create and edit payroll rules for countries or territories not initially provided by Oracle. Objects you configure include: Legislative rules Element classifications Valid payment types Component groups Balance dimensions Legislative data groups Legislative Rules Legislative rules govern how to manage employee records when you rehire employees into your organization. For example, for some countries, a rehire continues to be associated with the earlier payroll relationship, thereby having access to prior data, such as all year-to-date balances. Yet for other countries, a rehire creates a new payroll relationship record with no access to prior data. The statutory rules for your country or territory would determine the selections you make, such as the starting month of the tax year. 15

22 Chapter 3 Set up Payroll Interface The legislative rules you can configure include mappings between system person types and payroll relationship types. This mapping controls which person types can be included in payroll calculation processing, such as the Calculate Gross Earnings process. Note: You can't undo payroll relationship type mapping. If you select an element entries only option for a person type and then at a later date decide to use the Calculate Gross Earnings process, the process won't generate results for that person type. Consider using a standard option to provide more flexibility. Element Classifications Element classifications are collections of related elements. You select the primary classifications you want to include for your elements. You can provide new display names for element classifications to match the terminology that's most appropriate for the country or territory. Valid Payment Types Payment types are the means by which you issue payments to workers. The predefined payment types are Check Cash, EFT (electronic funds transfer), and International Transfer. You can provide new display names for payment types to match terminology that's most appropriate for the country or territory. Component Groups Component groups are logical sets of payroll components, which are the rates and rules that determine calculated values for some earnings and deduction elements. You can provide new display names for the component groups you want to support to match terminology that's most appropriate for the country or territory. The Configure Legislations for Human Resources task creates a calculation card definition and payroll components for each component group you enable. When you create elements in certain classifications and categories, the element template associates the element with a payroll component and creates calculation components that you can add to workers' calculation cards. The calculation card creates the components for the component groups you selected. The element template then associates these components with the statutory elements you create. Ensure that you associate these components with your employees through element eligibility for calculation to be processed. Depending on the legislative rules, if you enable the Federal or Social Insurance component groups and set your country extension on the Manage Features by Country or Territory page to Payroll Interface for this country or territory, hiring workers automatically creates a statutory deduction calculation card for them. Ensure that you create eligibility records for your statutory deduction elements before hiring any workers. Balance Dimensions Balance dimensions identify the specific value of a balance at a particular point in time, based on a combination of criteria, including time, employee relationship level, jurisdiction, and tax reporting unit. You can provide new display names for the balance dimensions you want to support to match terminology that's appropriate for the country or territory. The Configure Legislations for Human Resources task creates some predefined balances that the application uses within the statement of earnings, such as Gross Earnings and Net Pay. Additionally, the Net Payment balance is required to set up organization payment methods. 16

23 Chapter 3 Set up Payroll Interface Legislative Data Groups Use the Manage Legislative Data Groups task in the Setup and Maintenance work area to define at least one legislative data group for each country or territory where your enterprise operates. Related Topics Configuring Legislations: Procedure Creating a PSU and Associating it with a LDG Use the Manage Legal Entity task to create a Payroll Statutory Unit and associate it with a LDG. Complete the following steps: 1. In the setup and maintenance work area, go to the following: Offering: Workforce Deployment Functional Area: Payroll Task: Manage Legal Entity On the Create Legal Entity page, Name field, enter InFusion USA West. In the Legal Entity Identifier field, enter US0033. Optionally, enter Start Date. When the start date is blank the legal entity is effective from the creation date. Optionally, enter an End Date. Select the Payroll statutory unit check box. Select the Legal employer check box. Enter the registration information. In the Legal Address field, search for and select a legal address. The legal address must have been entered previously using the Manage Legal Address task. 10. In the EIN or TIN field, enter either the EIN or TIN. 11. In the Legal Reporting Unit Registration Number field, enter the registration number. 12. Click Save and Close. Related Topics Accessing Tasks to Update Existing Setup Data: Procedure Creating Payroll Definitions Payroll definitions indicate the payment frequency and processing schedule. Use payroll definitions to group employees with similar pay characteristics. You can associate employees with payroll through payroll relationships. To pay employees, define one payroll for each payment frequency, which the enterprise can use to pay its employees. You can use three pay frequencies, namely Monthly, Bi-weekly, and Weekly to process payments for the different categories of your employees. 17

24 Chapter 3 Set up Payroll Interface For specifying payroll details when creating payroll definitions, use the following definitions: Effective Start Date First Period End Date Number of Years Effective Start Date The effective start date is the first date when the payroll definition is available for employee data. The start date must be on or before the earliest date of any historical data that you want to load. For example, for a payroll starting on 1/1/2013 with five years of historical payroll data to load, set the start date of the payroll definition to 1/1/2008. The effective start date does not affect the generated calendar of payroll periods. The start date for the first payroll period is based on the first period end date. First Period End Date The first period end date is the end date of the first payroll period that the application generates for a payroll definition. It is based on the date of implementation, tax year, benefits enrollments, or a particular payment cycle. For example, if your weekly payroll work week is Saturday through Friday and your first payment date is on 1/6/12, use 12/30/11 as the first period end date. Number of Years The number of years represents how many years of time periods to generate starting from the beginning of the first payroll period, which is determined by the first period end date. After you save a payroll definition, you can only increase, but cannot decrease this parameter. This is because the application would have already generated a calendar of time periods. To create payroll definitions, perform the following steps: 1. In the Setup and Maintenance work area, go to the following: Offering: Workforce Deployment Functional Area: Payroll Task: Manage Consolidation Group On the Manage Consolidation Groups page, Search Results section, click Add Row from the Actions menu. In the Name field, enter a name. In the Legislative Data Group field, select a US Legislative Data Group. Click Save. Click Done to return to the Search page. Search for and select the Manage Payroll Definitions task to open the Manage Payroll Definitions page. In the Search Results section, click Create from the Actions menu. 18

25 Chapter Set up Payroll Interface In the Legislative Data Group field, select a LDG. Click Continue to open the Create Payroll: Basic Details page. Enter the details and click Next. Click Next to open the Payroll Calendar page. Repeat the above steps to create other payroll definitions. Related Topics Creating Payroll Definitions: Worked Example Accessing Tasks to Update Existing Setup Data: Procedure Creating a Payment Method Payment methods indicate the method of payment, such as check, cash, or credit. They associate a source bank account with each such payment types. Do not specify a run type when creating a personal payment method because it does not hold any significance in a payroll interface scenario. To create a payment method and associate it to a payment source, perform the following steps: 1. In the Setup and Maintenance work area, go to the following: Offering: Workforce Deployment Functional Area: Payroll Task: Manage Organization Payment Methods 2. On the Manage Organization Payment Methods page, click Create to create a new payment method under the US legislative data group. 3. In the Payment Type field, select Check. 4. In the Payment Sources section, select Create from the Actions menu to open the Create Payment Source page. 5. Provide the bank account and payment information details. 6. On the Create Payment Source page, complete the field in order, as shown in the table: Field Value Name Payroll EFT Source US Bank Account Name Bank A Bank Reference Company Reference Submit the changes. Related Topics Accessing Tasks to Update Existing Setup Data: Procedure 19

26 Chapter 3 Set up Payroll Interface Managing Configuration Groups Payroll process configuration groups provide sets of processing parameters related to logging and performance. Use the Manage Default Process Configuration Group Profile Option Values task to select the default group value for the Process Configuration Group profile option. Offering: Workforce Deployment Functional Area: HCM Data Extract Use the Manage Payroll Process Configuration task to review the default settings in the default configuration group. For example, you might change the values for chunk size or number of threads to optimize performance when calculating gross earnings. Offering: Workforce Deployment Functional Area: Payroll Managing Personal Payroll Information A payroll manager performs the following steps to optionally upload personal payroll information, such as initial balance values or employee bank details. 1. To load initial balances: Create balance initialization elements. Batch Loader task in the Payroll Administration, Data Exchange, or Checklist work area. Use the batch loader to load the initial values to the staging tables. Submit the Load Initial Balances task to initialize the balances in the Payroll Calculation work area. 2. To load personal bank information for EFT payments using any existing organization payment methods, use one of the following methods to migrate bank data: Manage Personal Payment Methods task in the Payment Distribution work area (for individual employees). Related Topics Setting Up Payment Sources in Organization Payment Methods: Worked Example Payroll Batch Loader Workbooks for Bank Data Accessing Tasks to Update Existing Setup Data: Procedure Creating Payroll Elements This example shows how to define elements for a US legislative data group where the country extension is set to Payroll Interface. The following table summarizes key decisions for each element that you define and provides the selections for this example. 20

27 Chapter 3 Set up Payroll Interface Decision to Consider In This Example What is the primary classification? One of these choices: Standard Earnings Supplemental Earnings Taxable Benefits Pretax Deductions Voluntary Deductions Information elements aren't supported. At which employment level should this element be attached? Select the appropriate level. Typical examples are: Payroll relationship level for deductions and benefits elements Assignment or terms level for salary, pension, and social insurance elements Assignment level for overtime rules, rates, and bonus elements Check whether your third-party payroll provider can handle terms-level information. Does this element recur each payroll period, or does it require explicit entry? Select Recurring or Nonrecurring. What are the values to enter for deduction elements? Period Deduction Amount Goal Amount Defining an Element Before defining an element, confirm that your country extension is set to Payroll Interface on the Manage Features by Country or Territory page. This setting controls the behavior of important payroll-related features, such as element templates. 1. In the Setup and Maintenance work area, go to the following: Offering: Workforce Deployment Functional Area: Elements and Formulas Task: Manage Elements 2. On the Manage Elements page, Search Results section, click Create. 3. Select your legislative data group. 4. Select the primary classification that matches the purpose or use of the payroll element. Element Example Primary Classification Recurring base pay Annual salary, hourly earnings Standard Earnings Recurring payments Allowance Standard Earnings 21

28 Chapter 3 Set up Payroll Interface Element Example Primary Classification Nonrecurring payments Bonus Supplemental Earnings Recurring or nonrecurring voluntary deductions Savings plans, charitable contributions, or uniform deposit Voluntary Deductions 5. In the Category field, select Standard. 6. Select the secondary classification that corresponds to the selected primary classification. Example Purpose or Use Secondary Classification Recurring base pay Regular Nonrecurring payment Bonus Recurring voluntary deduction Select the relevant choice. If there is none, leave it blank. 7. Click Continue. 8. On the Basic Information page, complete the fields as shown in this table, and then click Next. Field Sample Value Name Annual Salary Hourly Wages Allowance Spot Bonus Red Cross Contribution Reporting Name Enter the name that you want to display on reports for this earnings or deduction payroll element. Effective Date 1/1/1951 Enter an early date so that the payroll element is available for use immediately. Currency US Dollar Should every person eligible for the element automatically receive it? No What is the earliest entry date for this element? First Standard Earnings Date What is the latest entry date for this element? Last Standard Process Date 22

29 Chapter 3 Set up Payroll Interface Field Sample Value At which employment level should this element be attached? Select the appropriate level, such as terms or assignment level for salary. Does this element recur each payroll period, or does it require explicit entry? Recurring or Nonrecurring Process the element only once in each payroll period? Yes Can a person have more than one entry of this element in a payroll period? No Process and pay element separately or with other earnings elements? Does this element have a limit on the amount which is exempt from Federal Tax? Does this element have a limit on the amount which is exempt from Federal Tax? No Does this element have a limit on the amount which is exempt at state level? No 9. Click Next. 10. On the Additional Details page, complete the details as shown in the following table: Field Value What is the default periodicity of this element? Bimonthly Periodicity Conversion Rule Standard Rate Annualized 11. Verify the information is correct, and then click Submit. Setting Up Values for Deduction Elements Configure values for deductions and select the special purpose Primary Input Value as one of the values. Optionally, for recurring elements, specify a value that limits the amount deducted for a value using a goal amount. 1. On the Element Summary page, Element Overview hierarchy, select Input Values. 2. From the Actions menu, select Create Input Values. 3. For all deduction elements, enter the following values. Field Value Name Name of the value, such as Period Deduction Amount 23

30 Chapter 3 Set up Payroll Interface Field Value Display Sequence 1 Special Purpose Primary input value or Percentage Unit of Measure Money Create a Database Item Yes 4. For recurring deduction elements with a goal amount, name the value Goal Amount 5. Click Save. 6. Click Submit. Setting Up Element Eligibility On the Element Summary page, update the newly defined element detail for eligibility From the Edit menu, select Update. In the Element Overview hierarchy, select Element Eligibility. From the Actions menu, select Create Element Eligibility. In the Element Eligibility name field, enter the element name with the suffix: Open. In the Eligibility Criteria section, select All payrolls eligible. Save and submit the element. Related Topics Accessing Tasks to Update Existing Setup Data: Procedure Associating Employees with Payroll You can associate new and existing employees to provide additional assignment information. New Employees When hiring an employee using the HCM hire flow, specify the payroll to which the employee must be mapped in the Payroll Details sub section of the Assignment section. Existing Employees On the Manage Payroll Relationships page, you can associate newly-hired employees to the respective payroll. 1. On the Person Management page, search for the employee. 24

31 Chapter 3 Set up Payroll Interface 2. Click the employee name to open the Manage Employment page. 3. From the task pane, select the Manage Payroll Relationships task. 4. On the Manage Payroll Relationships page, add a payroll in the Payroll Details section. Managing Additional Employee Information Manage additional employment information for payroll interface for ADP in one of the following ways: 1. Use the New Person task when you hire an employee. 2. Use the Person Management task for existing employees. Note: Ensure that you have loaded the master list of applicable values provided by ADP into the HCM application before you map employees with those values. Managing Payroll and Salary Definitions Use the Manage Payroll Definitions task in the Payroll Calculation work area to specify payment frequency, processing schedule for a particular payroll. Create at least one payroll definition for each payroll period type that you use to pay employees. Use payroll definitions to group employees with similar pay characteristics so that reporting and processing of payroll by the third party payroll application becomes efficient. Offering/Functional Area/Task Description Compensation Management / Workforce Compensation / Manage Salary Basis Configure salary basis that specifies the frequency of amount sent to payroll and stored as salary. For more information about salary basis, see Section: Managing Salary for Payroll Interface for ADP Global Payroll: Procedure. Workforce Deployment/ Payroll/ Manage Object Groups Extract data for either one payroll or multiple payrolls that are defined within a legislative data group. You can also group employees. For more information about setting up object groups, see Section: Setting up Object Groups. Workforce Deployment/ Payroll/ Manage Rate Definitions Convert the salary defined in one frequency to equivalent value in another frequency. For more information about creating rate definitions, see Section: Create Rate Definitions. Managing Salary for Payroll Interface Salary components itemize new or adjusted salary into one or more components that reflect different reasons for the allocation, such as merit, adjustment, and location. To configure the use of salary components, use the Manage Salary Basis task in the Compensation work area. The salary basis specifies the frequency of the amount sent to payroll and stored as salary, such as annual or hourly amount. Use the Manage Elements task to define salary basis, which holds the payroll element for base pay. 25

32 Chapter 3 Set up Payroll Interface Managing salary involves the following steps Identify salary components Define base pay element Define salary basis Administer salary for employees Associate salary basis to base pay element Perform the following steps to create an element to use with salary basis. 1. In the Setup and Maintenance work area, go to the following: Offering: Workforce Deployment Functional Area: Elements and Formula Task: Manage Elements 2. In the Search Results section, select Create from the Actions menu. 3. In the Create Element dialog box, enter the following details: Parameter Value Legislative Data Group Legislative Data Group under which you want to create the element Primary Classification Standard Earnings 4. Click Continue to open the Create Element: Basic Information page. 5. Enter the following basic details: Parameter Value Name Annual Salary Reporting Name Enter the name that you want to display on reports for this element. Effective Date 1/1/1951. Enter an early date so that the payroll element is available for use immediately in your salary bases. What is the earliest entry date for this element? First Standard Earning Date What is the latest entry date for this element? Last Standard Process Date 26

33 Chapter Set up Payroll Interface Parameter Value At which employment level should this element be attached? Match the employment level to the level at which the salary basis is associated with workers, either Assignment Level or Term Level. Does this element recur each payroll period, or does it require explicit entry? For base pay, use Recurring. Complete the additional details as appropriate. Click Next. Click Next to open the Create Element: Review page. Review the element definition. Click Submit to open the Element Summary page. In the Elements Overview section, select Element Eligibility. Select Create Element Eligibility from the Actions menu. Create an open element eligibility for the element just defined. Setting up Salary Basis The salary basis type specifies how to determine the salary amount for a worker. Note: When managing salary for employees, use the salary basis with the frequency that matches up with the employee pay frequency. To set up salary basis, perform the following steps 1. In the setup and maintenance work area, go to the following: Offering: Compensation Functional Area: Basic Payroll Task: Manage Salary Basis 2. On the Manage Salary Basis page, click Create. 3. On the Create Salary Basis page, specify the details. 4. Click Save and Close to return to the Manage Salary Basis page. Related Topics Accessing Tasks to Update Existing Setup Data: Procedure Extracting Terminated Employees: Critical Choices The application continues to process a terminated employee in payroll and make payments even after the employee leaves the company or after their last regular salary has been processed. The following dates determine till when the application processes an employee in payroll. Last Standard Earning Date Last Standard Process Date Final Close Date 27

34 Chapter 3 Set up Payroll Interface Last Standard Earning Date The date till which the employee can be paid his regular salary. This is the employee's actual termination date. Last Standard Process Date The date on which the last regular payroll for the employee is processed. This is the period end date of the payroll to which the employee is terminated. Final Close Date The date on which all settlements to the employee are expected to complete. No payments can be processed for the terminated employee after the final close date. By default, the application sets the Final Close Date to end of time, which is 31-Dec You can modify the date manually as required. For example, if an employee is terminated in June, the application processes employee's last regular payroll in June. To make the full settlement in October, set the Final Close Date as 31st October. Note: Payroll elements that have Final Close Date as their latest Entry Date remain available for payment to the terminated employees till the employee's Final Close Date. For example, if the bonus element is defined with the last entry date as Final Close date, this element can be used for paying bonus to the terminated employee till 31st October. Salary History Information for ADP Global Payroll Interface: Overview The ADP Global Payroll interface extracts history information for salary. The HCM Cloud supports date effective management of salary. It records all date effective changes made to the salary information as date effective records. The interface extracts all the salary records that are effective within and overlap the start and end date. The salary records for an employee is as shown in the table below: Start Date End Date Reason Salary 1-Jan Jun-17 Hire 120, Jun Jun-17 Correction 140,000 1-Jul-17 EOT Promotion 200,000 When the extraction start and end date is 1-Jun-17 to 30-Jun-17, the application extracts the salary records as shown in the table below: 28

35 Chapter 3 Set up Payroll Interface Start Date End Date Reason Salary 1-Jan Jun-17 Hire 120, Jun Jun-17 Correction 140,000 When the extraction start and end date is 1-Jun-17 to 31-Jul-17, the application extracts the salary records as shown in the table below: Start Date End Date Reason Salary 1-Jan Jun-17 Hire 120, Jun Jun-17 Correction 140,000 1-Jul-17 EOT Promotion 200,000 29

36 Chapter 3 Set up Payroll Interface 30

37 4 Chapter 4 Global Payroll Interface Extract Global Payroll Interface Extract Overview Use the Global Payroll Interface report to extract payroll and employee details, such as the salary and deduction details. You can use Business Intelligence Publisher templates to send the extracted data to the payroll provider. Copy this extract definition to generate a custom flow with the same name as the extract. You can add custom fields to the extract definition. The extracted data includes global and country specific data. Depending upon the LDG, the application copies country specific data. For example, when you copy a GPI extract definition within the context of an Australian LDG, global and Australia specific data is copied to the new extract. Payroll Interface uses the HCM Extracts infrastructure. All delivery options available within HCM Extracts are available for Global Payroll Interface. For example, the output file can either be sent across through SFTP or using HCM Connect over to pre-specified destinations. When configuring the payroll interface for ADP Global Payroll, set up certain prerequisite elements including license type for country and territory. Use the Manage Feature by Country or Territory task to set up Payroll Interface as the Selected Extension. Only the following countries have a calculation card support in the Global Payroll Interface: Australia Netherlands United States Enterprise Structures, Geographies, and LDG Set up basic structures for Enterprise, Legal Employer, LDG, Locations, and Departments. For existing payroll groups processed by the payroll provider, map the customer specific identifier with the Third-Party identifier. Create a pay group for each group of employees that are paid at a particular frequency. It defines the following: Geography types that are part of the country structure How the geography types are hierarchically related within the country structure. Do the following: Use the Load Geographies for US task in the setup and maintenance work area to load geographies and to create the geography structure for each country. Ensure that you have selected Data Source as Vertex. Use the Manage Legislative Data Group task in the setup and maintenance work area to define legislative data groups to identify the country and its currency. Define at least one legislative data group for each country and associate it with a PSU to provide the payroll information for workers. 31

38 Chapter 4 Global Payroll Interface Extract Legal Employer A legal employer is a legal entity that employs workers. Depending on the structure of the organization, define one of the following: One legal entity that is also a payroll statutory unit and a legal employer. Multiple legal entities which are children of one payroll statutory unit. Payment Methods Use the Manage Organization Payment Methods task in the Setup and Maintenance work area to create at least one payment method for each combination of legislative data group, payment type, and currency. You can also create rules for validating or processing the distribution of payments. When creating a payment method, select the Payment Type as Electronic funds transfer (EFT). The application extracts the information stored in the calculation card for these countries in the Global Payroll Interface automatically if you have set up CIR for the employee. Check Cash Related Topics Loading Geographies: Procedure Effective Dates The payroll interface extract uses the effective start date and end date features to manage the date elements. The two data elements EffectiveStartDate and EffectiveEndDate contain the start and end date of the records extracted. For extracting data, the interface uses the Process End Date parameter specified at the time of submitting the payroll interface as the effective date. For example, consider the following set of date effective assignment data records for an employee: Record ID Start Date End Date Description 1 1-Jan May-17 The worker is hired as Consultant. 2 1-Jun Nov-17 The worker gets promoted as Senior Consultant. 3 1-Dec-17 End of time The worker gets a change in location. 32

39 Chapter 4 Global Payroll Interface Extract Scenario 1 When you run the extract process with effective date as 10-Dec-2017, the application extracts Record 3. The following figure shows which record is extracted when the extract process is run with effective date as 10-Dec-17: Extract process is run with effective date as 12/10/17 12/10/17 12/1/17 5/31/17 1/1/17 11/30/17 7/1/17 Record 1: Worker hired as Consultant The application extracts Record 3 Record 3: Location change Record 2: Promoted to senior consultant. Scenario 2 When you run the extract process with effective date as 10-June-2017, the application extracts Record 2. The following figure shows which record is extracted when the extract process is run with effective date as 10-June-17: When the extract process is run with effective date as 6/10/17 6/10/17 5/31/17 1/1/17 The application extracts Record 2 7/1/17 Record 1: Worker hired as Consultant 12/1/17 11/30/17 Record 2: Promoted to senior consultant. Record 3: Location change 33

40 Chapter 4 Global Payroll Interface Extract Setting up Object Groups An object group groups payroll or employees together. For example, you can group employees to process their extraction. Use the Manage Object Groups task to extract data for either one payroll or multiple payrolls that are defined within a legislative data group. You can also group employees. For example, group employees those employees for whom the regular extraction process was not complete for further processing. Complete these steps: 1. In the setup and maintenance work area, go to the following: Offering: Workforce Deployment Functional Area: Payroll Task: Manage Object Groups 2. Click Create to create a new object group. 3. Complete the fields, as shown in the table: Field Description Name ADP_ US_ PAY_OBJ_GRP Legislative Data Group US Legislative Data Group Type Payroll Relationship Group Static or Dynamic Dynamic Click Continue. In the Create Object Group page, Basic Data section, enter the Start Date and End Date as applicable. In the Object Group Parameter section, click the Search icon. In the Object Group Parameter dialog box, search for and select the value for usage as Reports. On the Create Object Groups page, click Next. In the Payroll Definition Inclusion and Exclusions section, add a new record. Select the payrolls that need to be grouped together using the Lens icon. Click Submit. Related Topics Accessing Tasks to Update Existing Setup Data: Procedure 34

41 Chapter 4 Global Payroll Interface Extract Action Indicators for Payroll Interface Indicators identify and indicate the transactions that cause change in the employment. Action indicators include hire, termination, and rehire values. Indicators Salary Change Values: Y, N, Null Action Indicator Hire Value: H Termination Value: T Payroll Transfer Values: TI, TO, Null Rehire Value: R The table describes the indicators: Indicator Description Hire, Termination, Rehire Located within the Service data. Represented by values H, T, R respectively. If the employee record has been extracted for a change other than these, such as, an assignment change, the action indicator shows the value O - Other Changes. Reported only once for an employee. Salary Change Indicates whether a salary change has happened during extraction. Located within the Assignment data. Represented by values Y, N, and Null. Payroll Transfer Located within the Payroll Relationship details. Represented by values TI (Transfer In), TO (Transfer Out) and Null. When a payroll transfer happens, the payroll transfer indicator shows the value TO on the data corresponding to the payroll from which the employee has moved out and the value TI on the data corresponding to the payroll into which the employee has moved in. The below table summarizes the behavior of the indicators for various scenarios: Indicator Name Action Effective Date 1-Mar to 31-Mar Any period after 31-Mar (Periodic Extract) Daily Extract for 4-Mar ) Daily Extract for 5-Mar Daily Extract for 6-Mar New Hire Hire Date = 5Mar-2017 ActionIndicator =H ActionIndicator = O. The application does not ActionIndicator =H ActionIndicator =O 35

42 Chapter 4 Indicator Name Terminate Action Effective Date Global Payroll Interface Extract 1-Mar to 31-Mar Any period after 31-Mar (Periodic Extract) The application includes all attributes for the person as the person is extracted for the first time. All prior value must be null. Prior value for New Hire = H The application retrieves the changed attributes with prior values. It does not include persons that do not have any changed attribute. ATD = 20Mar-2017 ActionIndicator =T ActionIndicator =O The date on which the employee was terminated - 5Mar The application retrieves all termination details and the attributes that have changed in the period. The application retrieves the HR data for employees that are no longer with the company. The status of such employees is Inactive. If there are payroll data changes, the application will continue to extract the employee till the Final close date. Daily Extract for 4-Mar ) Daily Extract for 5-Mar Daily Extract for 6-Mar The application includes all attributes for the person as the person is extracted for the first time. All prior value must be null. Prior value for ActionIndicator = H. ActionIndicator =O ActionIndicator =T ActionIndicator = O. Prior Value = N/ Blank. Prior Value = O Prior Value = T The application retrieves all changed or marked attributes. The application retrieves all changed attributes. generate any reports for the employee. The application retrieves all changed or marked attributes. The application extracts the termination details with the actual termination date as 31Mar-2017 in the assignment data. The application retrieves the changed attributes with prior values. It does not include any person that does not have any changed value. The application does not retrieve the employee even though no attribute has changed. The prior value for termination date is blank Rehire Rehire Date = 5Mar-2017 Same as new Hire except that for rehire the ActionIndicator will have the value as R. Same as new Hire except that for rehire the ActionIndicator will have the value as R. Same as new Hire except that for rehire the ActionIndicator will have the value as R. Same as new Hire except that for rehire the ActionIndicator will have the value as R. Same as new Hire except that for rehire the ActionIndicator will have the value as R. Payroll Transfer Payroll Transfer date = 5Mar-2017 In the first payroll: Payroll transfer = TO (= transfer out) the employee is available under the first payroll till 4-Mar. In the second payroll: Payroll transfer TI (=Transfer In), The employee is available in the second payroll. The employee is available in the first payroll. The employee is available in the second payroll. Payroll transfer = blank Payroll transfer = TO In the second payroll: Payroll transfer = TI, the employee is available in the second payroll from 5-Mar. Payroll transfer = blank 36

43 Chapter 4 Indicator Name Action Effective Date Global Payroll Interface Extract 1-Mar to 31-Mar Any period after 31-Mar (Periodic Extract) Daily Extract for 4-Mar ) Daily Extract for 5-Mar Daily Extract for 6-Mar Salary change = Y Salary change = N/Blank Salary Change = N/Blank Salary Change = Y Prior Value = N/ Blank. Prior Value = Y if the application extracts the employee. Prior Value = N/Blank if the application extracts the employee. Prior value = N/ Blank. Salary Change = N/Blank if application extracts the employee. The application extracts the employee due to the element changes. The application does not extract the employee. ActionIndicator =H ActionIndicator =O The application populates the termination details for the employee with ATD as 20Mar The application reports other employee data as appropriate. ActionIndicator =H ActionIndicator =T The application reports other employee data as appropriate. The application populates the termination details for the employee with ATD as 20Mar ActionIndicator = T. The application populates the termination details for the employee with When extract is run for 21Mar-2017: ActionIndicator = R. the employee is available in the second payroll from 5-Mar. Salary change Salary change date = 5Mar-2017 The salary record shows the latest salary record based on the current design with the effective dates starting from 5-Mar. The element entries display the salary element entry records ending on 4-Mar and starting on 5Mar Salary Change = N/Blank if the employee is extracted. Terminate and Rehire in the extraction period Hire Date = 5Mar ActionIndicator =H Termination recorded on 5Mar-2017 ATD = 20-Mar The application populates the termination details for the employee with ATD as 20Mar Hire Date = 5Mar ActionIndicator =H Termination recorded on 6Mar-2017 ATD = 20-Mar The application populates the termination details for the employee with ATD as 20Mar Mar-2017 Date on which the termination was recorded = 5-Mar-2017 Rehire Date = 21-Mar If the same payroll relationship ID is used for rehire ActionIndicator = R, the application populates the ActionIndicator = O. The application extracts the employee due to the element changes. The application does not extract the employee. ActionIndicator = O. ActionIndicator =O ActionIndicator =O The salary record shows the latest salary record based on current design with effective dates starting from 5-Mar. The element entries display the salary element entry record starting on 5-Mar. 37

44 Chapter 4 Indicator Name Action Effective Date Global Payroll Interface Extract 1-Mar to 31-Mar Any period after 31-Mar (Periodic Extract) Daily Extract for 4-Mar ) termination details with ATD as 20-Mar Hire, Terminate and Rehire in the same period Hire Date = 1Mar Termination recorded on 5Mar-2017 ATD = 20-Mar-2017 Rehire Date = 21-Mar-2017 If the same payroll relationship is used for rehire ActionIndicator = R the application populates the termination details. Also, it populates the previous hire details. Daily Extract for 5-Mar Daily Extract for 6-Mar ATD as 20Mar ActionIndicator =O When running the extract for 1-Mar-2017, ActionIndicator = H From 2-Mar to 4-Mar, it will be O. ActionIndicator = T. The application populates the termination details for the employee with ATD as 20Mar When extract is run for 21Mar-2017: ActionIndicator = R. Creating Rate Definitions You can create rate definitions to calculate compensation rates and other rates, such as accrual rates, using payroll balances, element entry values, or values defined by criteria. Use the Manage Rate Definitions task to convert the base salary defined in one pay frequency to multiple frequencies. In the Setup and Maintenance work area, go to the following: Offering: Workforce Deployment Functional Area: Payroll Task: Manage Rate Definition Create a new rate definition using the following steps: 1. In the Create Rate Definition dialog box, complete the fields as shown in the table: Field Value Category Element Legislative Data Group US Storage Type Amount This must be the same as the Input Value chosen when you defined the Salary Basis. Element Name Select the required value. 2. Click OK. 38

45 Chapter 4 Global Payroll Interface Extract 3. On the Create Rate Definition page, ensure the following: The Overall salary check box is selected. The periodicity of this rate definition matches up with the periodicity of the salary basis to which the underlying element is mapped. The Rate Contributor is defaulted to the same input value that was specified in the corresponding salary basis. 4. Click Submit. Related Topics Creating Rate Definitions for Leave: Worked Example Creating Rate Definitions for Overall Salary: Worked Example Transactional and Operational Recommendations When performing transactions on the HCM cloud, transfer employees as close as possible to the process period end date of the source payroll. Sometimes, the payroll to which the employee is transferred could belong to a different country. In such cases, update the Final Close Date for the source payroll as the process period end date. Transactional Recommendations Do not purge data. To delete data, use the end date of the business object. However, in unavoidable circumstances, if you delete the data, then use the Deleted Data Report to extract the deleted data. For terminations, specify the Notified Termination Date as the date on which the termination is recorded. Your organization could use one of these approaches when handling payments to terminated employees. Your organization could use one of these approaches when handling payments to terminated employees. 1. Continue to make payments on the HCM cloud and send them to payroll for processing. In such a case, extract the terminated employee's details whenever there are changes to employee's payment related information till you make the full settlement to the employee. Set the Final Close Date of the payroll relationship for the terminated employee to a future date. Till this final close date, the application extracts the employee details whenever there are changes to their data. 2. Enter the post termination payment information directly in the application. In this case, you don't extract the employee after the termination date. Set the Final Close date as the actual termination date of the employee. This ensures that the application doesn't extract the employee after the termination date. Operational Recommendations When submitting the Global Payroll Interface, follow these recommendations: For processing the Global Payroll interface, use the delivered Run Global Payroll Interface flow. Run the initial extract in the baseline mode by specifying the baseline parameter as Yes. Run the subsequent extracts by specifying the baseline parameter as No. When choosing the extraction window, consider the following: Frequency of payments. 39

46 Chapter 4 Global Payroll Interface Extract How often the interface files are sent to the third-party payroll application. Data entry business practice. Run the extraction on a daily basis. When scheduling the Global Payroll Interface process, don't set Process End Date to a date earlier than the end date of any previous runs. For any unplanned runs, push the extraction start date back to cover all retrospective data changes. To perform a roll back for selected employees, create a payroll relationship group with the usage type as Process and add the payroll relationships of employees for whom the process needs to be rolled back. Use the roll back option to nullify failed extraction runs or extractions that contain erroneous data. When you roll back an extraction, you bring the application back to how it was before you extracted data. You can roll back extractions at process level and for selected employees within a process. To roll back an entire payroll interface process, submit the roll back process by specifying the name of the payroll interface process to be rolled back as the parameter. To roll back extractions for selected employees, do these actions: a. Create a payroll relationship group without selecting Advanced Options check box. b. Add the payroll relationship of employees for whom you want to roll back the process. c. Submit the rollback process by specifying both the name of the payroll interface process that you want to roll back and the payroll relationship group as parameter. When rolling back multiple processes, roll back the last submitted process first. To verify if the rollback was successful, do these steps: a. In the Payroll Checklist work area, search for and select the payroll interface process. b. If the entire process was rolled back, there will be no employee records displayed on the Details page. If the process was rolled back for some employees, details of only those employees are displayed on this page. Overview of Global Payroll Interface Definition: Explained Use the delivered extract definition and flow if these considerations apply to your current implementation. Otherwise, create a copy of the delivered extract definition and make the required changes to that copy. The data defined in the delivered extract meets your interfacing requirements. There are very few or no additional configurations required on the delivered extract definition. The report output template meets the reporting requirements. In implementations involving multiple countries, for changes that are common to all countries, follow this approach to reduce the configuration effort. Create a copy of the delivered extract definition at the Enterprise level (without specifying a LDG). Make changes that are common across all countries in this copy at the enterprise level. For making country specific changes, search for the extract definition by specifying the respective LDG and make the country specific changes.repeat this step for individual countries. 40

47 Chapter 4 Global Payroll Interface Extract Submit the Global Payroll Interface Process Use the Submit a Process or Report task from the Payroll Checklist work area to submit the global payroll interface process. 1. On the Select Flow Pattern page, select the legislative data group. 2. Search for and select the Run Global Payroll Interface process. Click Next. 3. On the Enter Parameters page, enter these parameters. Field Object Group Description The application extracts data depending on the conditions mentioned in the selected object group. If the object group consists of payrolls, then the application extracts all employees that have been mapped to this object. If the object group consists of payroll relationships, then the application extracts only those payroll relationships mapped to the object group. Payroll Use this optional parameter if you don't want to group payroll. If you specify payroll, the application extracts only those employees that are mapped to a particular payroll. Process Start Date Enter the start date of the extraction period. Process End Date Enter the end date of the extraction period. 4. Click Submit. Monitor the status of the process to successful completion. Global Payroll Interface Extract FAQs Does the Global Payroll Interface output files contain future date changes? The output file does not contain any future dated changes. All data in the Global Payroll Interface output file is valid as of the effective date. 41

48 Chapter 4 Global Payroll Interface Extract What happens if you delete data in the Global Payroll Interface Outbound file? If you delete data before sending it to the payroll provider, then it's not available to the payroll provider. Do not delete any data that has been sent out to the payroll provider. Can the Global Payroll Interface include Terminated employees? The TerminationDetail section of Global Payroll Interface includes terminated employees details, such as action reason and action code. Can I add an additional BI Publisher template on top of existing Global Payroll Interface? You can add a BI publisher to global payroll interface as long as it works with the raw xml generated by HCM Extract. 42

49 Chapter 5 5 Overview The integrates the HCM cloud with the ADP Global Payroll application. Use this interface to extract information, such as the salary and earnings details of employees in the format required by ADP Global Payroll. When configuring the payroll interface for ADP Global Payroll, set up the following prerequisite elements: Offering / Functional Area/Task Description Offering: Workforce Deployment Configure any implementation specific details at the enterprise level. Functional Area: Workforce Structures Task: Manage Enterprise HCM Information Offering: Workforce Deployment Functional Area: Enterprise Profile Load geographies to create the geography structure for each country. For example, create geography types called State, City, and Postal Code. Ensure that you have selected Data Source as Vertex. Task: Load Geographies for US Offering: Workforce Deployment Define legislative data groups to identify the country and its currency. Functional Area: Workforce Structures Manage Legislative Data Group Offering: Workforce Deployment Enter the details for the new entry. Ensure that both Payroll Statutory Unit and Legal Employer check boxes are selected. Functional Area: Legal Structures Task: Manage Legal Entity Offering: Workforce Deployment Create a payment method and associate it with a payment source. Functional Area: Payroll Manage Organization Payment Methods Offering: Workforce Deployment Functional Area: Payroll Define at least one payroll for each payment frequency. For example, you can use three pay frequencies, namely Monthly, Bi-weekly, and Weekly to process payments for different categories of its employees. Manage Consolidation Groups 43

50 Chapter 5 Offering / Functional Area/Task Offering: Workforce Deployment Functional Area: Payroll Manage Elements and Manage Salary Basis Description Perform the following tasks: Identify a base pay element Define salary basis Associate salary basis with base pay element Offering: Compensation Management Functional Area: Workforce Compensation Task: Manage Salary Basis Additional Payroll Interface Data Elements Use the Manage Value Sets for Global Human Resources tasks to identify and manage additional data elements and list of values. For example, you can create Business Area as a lookup code and Employee Group and Sub-Group as value set. The Manage Value Sets for Global Human Resources task is part of the Workforce Deployment offering in the Workforce Information work area. Include the following additional data elements for the payroll interface for ADP Global Payroll: Data Element Name Level Assignment Assignment Company Code Assignment Personnel Area Assignment Personnel Subarea Assignment Employee Group Assignment Employee Subgroup Assignment Business Area Assignment Work Contract Assignment Organizational Key Assignment HR Administrator Assignment Payroll Administrator Assignment 44

51 Chapter 5 Data Element Name Level Time Administrator Assignment Work Schedule Rule Assignment Employment Percentage Assignment Weekly Workdays Assignment Pay Scale Type And Area Assignment Pay Scale Group And Level Assignment Capacity Utilization Level Assignment Working Hours Per Payroll Period Assignment Number of Dependents Person Distance in Kilometers Person The following table details the data type and code for the data elements. Data Element Name Data Type Code Type Of Transfer Lookup ORA_ GPY_ TRANSFER_TYPE Company Code Lookup ORA_ GPY_ COMPANY_CODE Personnel Area Value set ORA_ GPY_PER_AREA Personnel Subarea Value set ORA_ GPY_ PER_SUB_AREA Employee Group Value set ORA_ GPY_EMP_GRP Employee Subgroup Value set ORA_ GPY_ EMP_SUB_GRP Business Area Lookup ORA_ GPY_ BUSINESS_AREA Work Contract Lookup ORA_ GPY_ WORK_CONTRACT Organizational Key Lookup ORA_ GPY_ORG_KEY HR Administrator Lookup ORA_ GPY_HR_ADMIN 45

52 Chapter 5 Data Element Name Data Type Code Payroll Administrator Lookup ORA_ GPY_PY_ADMIN Time Administrator Lookup ORA_ GPY_TM_ADMIN Work Schedule Rule Lookup ORA_ GPY_ WRK_SCHD_RULE Employment Percentage Free text Numeric field Weekly Workdays Free text Numeric field Pay Scale Type And Area Lookup ORA_ GPY_ PSCALE_ TYPE_AREA Pay Scale Group And Level Lookup ORA_ GPY_ PSCALE_ GRP_LEVEL Capacity Utilization Level Free text Numeric field Working Hours Per Payroll Period Free text Numeric field Number of Dependents Free text Numeric field Distance in Kilometers Free text Numeric field Running Global Payroll Interface Processes The Standard flow in the Payroll Checklist work area includes the following processes: Process Description Data Validation Report Validates the data available on the HCM cloud before passing them on to ADP. It takes into account statutory requirements and helps identify missing or non-compliant data. You can then take necessary action to fix the data before passing the data over to ADP. Submits the ADP Global Payroll interface process and generates the output file that must passed to ADP. Deleted Data Report Reports data belonging to a specified set of business objects that have been deleted from the HCM Cloud system during the extraction period. This report serves as a supplement to the ADP Global Payroll Interface output xml file to account for complete set of data changes within the given extraction period. 46

53 Chapter 5 Process Description Note: Do not delete any data in the HCM application. End date any incorrect data that should not be used for processing. Running the Payroll Interface Process for ADP Global Payroll Use the Submit a Process or Report task in the Payroll Checklist work area to complete these steps: In the Legislative Data Group choice list, select the legislative data group. Search for the Run process. Select the required process and click Next. On the Enter Parameters page, enter the parameters as shown in the following table: Parameter Object Group Description The application extracts data pertaining to the conditions mentioned in the selected Object group. Payroll If the object group is a group of payrolls, then the application considers all employees associated with the payrolls that have been mapped to this object group for extraction. This enables data corresponding to multiple payrolls being reported in a single output file. If the object group is a group of payroll relationships created for the purpose of exception reporting, then the application extracts only those payroll relationships (employees) mapped to this object group. Payroll is an optional parameter provided to support customers who do not want to group payrolls. If you specify a payroll, then the application extracts only those employees that are mapped to that particular payroll. Note: It is mandatory to provide either an Object Group or a Payroll or a combination of both. Process Start Date Start date of the extraction period. Process End Date End date of the extraction period. The application considers this as the effective date and extracts those records that are effective as on this date. 5. Click Submit. 6. Monitor the status of the process to successful completion. Configuring Prior Values Use the BLOCK_OLD mode on the to identify the employment and payment data changes. The application displays the updated data as on the effective date as the current value and the previous value of the attribute as prior value. 47

54 Chapter 5 In the below example, an employee moves from the Consulting department to Development department changing their position from Consultant to Developer. <gpi:jobdetails> <gpi:position PriorValue="Consultant">Developer </gpi:position> <gpi:jobcode> JOB3 </gpi:jobcode> <gpi:department PriorValue="Consulting">Development </gpi:department> <gpi:reportingestablishment> Development </gpi:reportingestablishment> <gpi:workercategory> White Collar </gpi:workercategory> <gpi:workinghours> 40 </gpi:workinghours> <gpi:frequency> W </gpi:frequency> The table below summarizes the behavior of the PriorValue attribute in response to the type of change that the data element undergoes. Scenario Prior Value Attribute Present Prior Value Attribute Populated Element Populated Sample Output Initial Extracts Yes/No = No Yes/No = No Yes/No = Yes Change: Initial Extract. All data reported. Yes/No = Yes Yes/No = Prior value will be NULL Yes/No = Yes Change: Available data is reported and the corresponding prior value shows NULL. Element changes from no value to a value. Yes/No = Yes Yes/No = Prior value will be NULL Yes/No = Prior value will be NULL Change: Address 2 changed from no value to a value and has a prior value NULL. The other attributes have not changed and so they do not contain a prior value. Element changes from value to no value. Yes/No = Yes Yes/No = Yes Yes/No = Yes Change: Address 2 changed from value to no value and has a prior old value. The other attributes have not changed and so they do not contain a prior value. Element does not change Yes/No = No Yes/No = No Yes/No = No Change: No changes. All values are shown as they are without prior values. All Attributes Run with Changes Only =N First Snapshot Run with Changes Only = BLOCK_OLD An object or entity reported for the first time. Includes New Hire and Payroll Transfer as a new entity. 48

55 Chapter 5 Scenario Prior Value Attribute Present Prior Value Attribute Populated Element Populated Sample Output Element changes from one non-null value to another non-null value. Yes/No = Yes Yes/No = Yes Yes/No = Yes Change: Element changes from one nonnull value to another non-null value. Address changes from Belmont to Jersey city. Setting up Additional Elements When configuring the global payroll interface for ADP Global Payroll, use the Submit a Payroll Flow task to configure additional data elements. Enable the following predefined contexts: Additional Assignment Details for ADP Global Payroll Interface Additional Person Details for ADP Global Payroll Interface Enabling Predefined Contexts Use the Submit a Payroll Flow task in the Payroll Checklist work area to complete the steps: 1. On the Submit a Payroll Flow: Select Flow Pattern page, search for the Manage Global Payroll Interface Features Usage flow. 2. Select the flow and click Next. 3. On the flow parameter page, enter the following details: Parameter Value Payroll Flow Name Meaning name to the current flow. Activate Usage Yes Feature Search for Assignment EIT Information EFF. Component Search for Additional Assignment Details for ADP Global Payroll. 4. Submit the flow. 5. To enable the additional data available under Person, repeat the above steps using the following details: Parameter Value Feature Person EIT Information Component Additional Person Details for ADP Global Payroll 49

56 Chapter 5 Parameter Value Sub component Select the sub components as applicable. Note: Features and the sub components that you can enable for implementation depends on the recommendation given by ADP. Consult with ADP before enabling the features and sub components. 6. In the Setup and Maintenance work area, go to the following: Offering: Workforce Deployment Functional Area: Payroll Task: Manage Extensible Flexfields for Payroll Search for the Assignment Extensible flexfield by entering Assignment EIT Information value in the Name field. In the Search Results section, select the Assignment EIT Information EFF row and click Deploy Flexfield. Ensure that the deployment completes successfully. Ensure that the Deployment Status column shows a green tick mark. Related Topics Accessing Tasks to Update Existing Setup Data: Procedure Transactional Recommendations Follow certain recommendations when performing transactions on the HCM cloud. For example, you must not purge data. To delete data, use the end date option of the business object. In an exceptional case if you delete data, then notify ADP by sending the output of the Deleted Data Report that contains the deleted data details. Payroll Transfers Transfer employees as close as possible to the process period end date of the destination payroll. Update the Final Close Date of the source payroll as the process period end date. In the output file, for transferred employees, Indicate the following: TO (transfer out) on the source payroll. TI (transfer in) on the destination payroll. The application reports transferred employees under both source and destination payroll until the source payroll's period end date, which is also the Final Close Date. Employee Terminations The Notified Termination Date is the date on which the employee is terminated. 50

57 Chapter 5 The interface supports the following two approaches for paying terminated employees: Update the payments on the HCM cloud and send the details to Payroll for processing. Until you make the final settlement for the employee, extract the terminated employee's details whenever there is a change in employee's information. Update the Final Close Date of the payroll relationship of the terminated employee. Set the date into a future period in time so that the organization can process the final settlement. After the Final Close Date, the application does not extract the employee. Process the payroll details directly on the Global Payroll application. In this case, the application does not extract the terminated employee after the terminated date. Set the Final Close Date as the actual termination date of the employee so that the application doesn't extract the employee after the termination date. Update the Final Close Date Use the Person Management task in the My Client Groups work area to set the final close date. For example, for terminated employees, you can set the date to complete all of their payroll related activities On the Person Management page, ensure that the Include terminated work relationships check box is selected. Search for and select the terminated employee. On the Manage Employment page, click Tasks and select Manage Payroll Relationships task. In the Assignment section, Element Duration section, select the Final Close row and click Edit. In the Date field, enter the required date. Click Save. Cost Center Allocations The Interface supports cost allocation only to department cost centers that the assignment belongs to. It does not support splitting of costs across multiple cost centers. Operational Recommendations Follow certain recommendations when submitting the payroll interface for ADP Global Payroll,on the HCM cloud. For example, for processing the ADP Global Payroll interface, use the delivered Run flow. This flow when run from a specific LDG extracts the global data and the legislative data pertaining to the country to which that LDG is associated. Initial Extract Extract all information pertaining to all employees identified based on process parameters. Since this information is available on the ADP Global Payroll application, the application does not use the output file of the initial extract for any processing. Run the following: Initial extract in the baseline mode by specifying the baseline parameter as Yes. The application extracts and keeps the extract without generating any output file. Subsequent extracts by specifying the baseline parameter as No. 51

58 Chapter 5 Extraction Window The time interval between the Process Start Date and Process End Date parameters is referred to as the extraction window. Choose the extraction window and do not change it at a later point in time. Run the extraction on a daily basis, typically at the end of the day's work. When choosing the extraction window, consider the following: Frequencies of payments supported. For example, Monthly, Weekly, Bi-weekly. How often interface files are sent to the ADP Global Payroll application. When the application records the data. For example, as and when the changes happen, after the changes happen with a past date, or in advance before the actual changes happen. To ensure that you address the retrospective data entries and future dated changes, set the extraction dates as follows: Extraction start date to a date sufficiently earlier than the current date. Extraction end date to a date sufficiently later than the current date. Extraction Schedule Schedule the regular ADP Global Payroll interface processes like any other process within the HCM cloud. The application supports all options, such as dynamic (fast formula based) date parameter setting. When scheduling this process, do not set the Process End Date parameter to a date earlier than the end date of any previous runs. Unplanned Runs The payroll interface for ADP Global Payroll supports unplanned runs to address exception scenarios that result in transaction changes. For example, retrospective changes to the employees' salary. For such unplanned runs, set the extraction start date as early as needed to cover all retrospective data changes. Set the extraction end date same as the end date of the immediate last regular interface run. Extraction Rollback Roll back nullifies the extraction runs that failed or contain erroneous data. Note: Use the roll back process only when required. Note: You can perform rollback at both the process level and within the process. To perform a roll back for selected employees, create a payroll relationship group with the usage type as Process and add the payroll relationships of employees for whom the process must be rolled back. When rolling back multiple processes, roll back the last submitted process first. 52

59 Chapter 5 Payroll Interface for US ADP Payforce Overview The setup steps required for the Oracle Fusion Global Payroll Interface for the United States can vary depending on: The Oracle Fusion products and features that are already configured in your enterprise The data you want to make available to ADP PayForce and ADP Connection for PayForce In addition to the setup points described for the Global Payroll Interface, the following assumptions and configuration requirements exist for your ADP solutions in the following areas: Organizations and Locations US Geographies Person Information Element Management Payroll Definitions ADP Configuration Organizations and Locations When setting up your organizations and locations, consider the following: A one-to-one mapping must exist between a legal employer and a payroll statutory unit (PSU). When defining locations, you must use the United States tax address format. US Geographies You must consider the following requirements: To properly populate the geographies information, you must run the Load Geographies for US task from the Functional Setup Manager. A valid Vertex Geocode license is required for employees to receive their default tax card. Person Information When managing employee information, consider the following: Each employee in the payroll must have a default tax card associated with a tax reporting unit (TRU). You cannot use commas in any part of any address, as ADP Connection for PayForce does not support their usage. You must use the United States tax address format for employee addresses. ADP PayForce users must use the Manage Common Lookups task to update the PER_NATIONAL_IDENTIFIER_TYPE lookup type with the following new lookup code: Lookup Code Meaning Tag PAYINT_ EMPLOYEEID Employee ID for ADP PayForce +US 53

60 Chapter 5 For each employee you want to report, use the National IDs region in the Manage Person page to add their ADP PayForce file number. Element Management When defining the elements for your earnings and deductions, consider the following: Employee Work Relationships Payment Methods Element Termination Rules Piece-Rate Elements Recurring Elements Nonrecurring Deduction Elements Nonrecurring Earnings Elements Employee Work Relationships ADP Connection for PayForce does not support multiple terms, so employees should not have multiple terms in a single work relationship. Any earnings you define at the terms level, including salary, is passed on to the primary assignment. If an employee has multiple terms with earnings at the terms level, ADP Connection for PayForce may not correctly interpret the values passed to the primary assignment. Payment Methods When defining payment methods, consider the following: Employees cannot have both check and direct deposit payment methods. Personal payment methods for direct deposit payments must be either set to 100 percent or use fixed dollar amounts. When defining Personal Payment Methods, do not select a run type. Leave this field blank. Element Termination Rules ADP PayForce does not support earnings proration. Therefore, all earnings elements other than salary earnings must use a Last Standard Process Date or Final Close termination rule. Do not use Last Standard Earning Date. Piece-Rate Elements ADP Connection for PayForce does not support piece-rate earnings. Do not pass any elements of this type through the Payroll Interface. Recurring Elements When defining recurring elements, consider the following: Employees cannot have more than one of same recurring element (deductions or earnings). When defining your recurring elements, you must prohibit multiple entries. When creating a recurring deduction element, and you want the deductions to stop after a set goal amount, you must create an input value for that element and provide the amount. This input value must be named "Goal Amount". When defining deduction elements with a different periodicity than your payroll period, you must: a. Assign the elements an input value with the special purpose of Periodicity. b. Set the periodicity. 54

61 Chapter 5 For example, to take a deduction monthly with a weekly payroll, you set the element's periodicity to monthly. Any earnings elements have the Periodicity input value created automatically. Note: This information is included in the extract, but it is not used by ADP Connection for PayForce. Nonrecurring Deduction Elements The US ADP PayForce third-party periodic extract pulls only nonrecurring voluntary deductions. Nonrecurring pretax deductions are not included. When defining nonrecurring deductions, you must create and set the following input values for each deduction element: Input Value Special Instructions Deduction Value You must identify whether this element is deducting either as a flat amount or a percentage. Use this input value to track the amount of the deduction. For this input value, set the Special Purpose field to "Primary Input Value". Third-Party Deductions Type Set the only valid value as "Adjust Ded Code", and select this value during element entry. Third-Party Deductions Code Define values for each of the valid 3-character ADP PayForce deduction codes. During element entry, select the appropriate code for the deduction code. Nonrecurring Earnings Elements The US ADP PayForce third-party periodic extract pulls the following nonrecurring earnings types only: Supplemental earnings (such as bonuses and commissions) Nonrecurring regular and imputed earnings are not included. Flat amount earnings Hours * Rate earnings elements are not included. When defining nonrecurring earnings, you must create and set the following input values for each earnings element: Input Value Third-Party Earnings Type Special Instructions Create the following values, based on the ADP earnings codes: Earnings 3 Code Earnings 4 Code Earnings 5 Code During element entry, select the appropriate code for the earnings type. Third-Party Earnings Code Define values for each of the valid 3-character ADP PayForce earnings codes. 55

62 Chapter 5 Input Value Special Instructions During element entry, select the appropriate code for the earnings code. Payroll Definitions When creating payroll definitions, consider the following: Do not use the bimonthly, lunar monthly, or semiannual payroll frequencies. Specify your ADP PayForce Company Code as the first three characters of the payroll reporting name. ADP Configuration Prior to running your first extract, consider the following: You must perform a mapping exercise with ADP Connection for PayForce. This establishes the baseline between the data in ADP and Oracle Fusion Human Capital Management for the United States. Refer to your ADP documentation for more information. Existing ADP Connection for PayForce users would already have identification numbers for their employees recorded in ADP's system. However, all persons reported through the Payroll Interface must have their own Oracle employee IDs. You must use ADP's conversion utilities to convert your employees' legacy IDs into the new ones generated by the payroll interface. Alternatively, the user can modify the extract to pass the legacy ADP employee ID dependent upon where customer stores the value. Related Topics Implementing Payroll Interface: Procedure Defining Payroll Elements for Payroll Interface: Worked Example Manage Payroll Interface: Overview Third-Party Periodic Extract Definition This topic describes the various component data groups of the US ADP PayForce third-party periodic extract definition for the Oracle Fusion Global Payroll Interface for the United States. This extract has been provided for ADP PayForce and ADP Connection for PayForce users. You must modify this extract through the Manage HCM Extract Definitions task if: Your payroll installation requires additional information be sent to ADP Connection for PayForce You are using a different third-party provider Use the provided tree structure to configure the data groups, extract records, and data elements as needed. You define what you want to extract, how it's extracted, and how you want to deliver the extracted data. The US ADP PayForce third-party periodic extract definition consists of the following data groups: Main Block This data group contains the four primary groups of the extract definition. To view its specific parameters, you must select the appropriate subordinate data groups in the tree. 56

63 Chapter 5 Direct Deposit Data Contains parameters related to personal payment methods. Earnings and Deductions Data Contains parameters related to earnings and deductions. HR Records Data Contains parameters related to HR data. Job Data Contains parameters related to jobs. Earnings Records Contains parameters related to earnings records. Name Tag Name Type Data Type PAYROLL_ REL_ACTION_ID PAYROLL_ REL_ACTION_ID Procedure element Number PAYROLL_ ASSIGNMENT_ID PAYROLL_ ASSIGNMENT_ID Procedure element Number CALC_ BREAKDOWN_ID CALC_ BREAKDOWN_ID Procedure element Number BALANCE_ TYPE_ID BALANCE_ TYPE_ID Procedure element Number BASE_ BALANCE_NAME BASE_ BALANCE_NAME Procedure element RUN RUN Procedure element REPORTING_NAME REPORTING_NAME Procedure element BASE_ CATEGORY_NAME BASE_ CATEGORY_NAME Procedure element PRIME_ ELEMENT_ID PRIME_ ELEMENT_ID Procedure element Number PRIME_ BASE_ ELEMENT_NAME PRIME_ BASE_ ELEMENT_NAME Procedure element PRIME_ ELEMENT_NAME PRIME_ ELEMENT_NAME Procedure element PRIME_ ELEMENT_ REL_LEVEL PRIME_ ELEMENT_ REL_LEVEL Procedure element PRIME_ ELEMENT_ TERM_LEVEL PRIME_ ELEMENT_ TERM_LEVEL Procedure element 57

64 Chapter 5 Name Tag Name Type Data Type PRIME_ ELEMENT_ ASG_LEVEL PRIME_ ELEMENT_ ASG_LEVEL Rule RULE_ PROCESSING_ TYPE RULE_ PROCESSING_ TYPE Rule Third-Party Earnings Code RULE_ EARNING_CODE Rule Third-Party Earnings Type RULE_ EARNING_TYPE Rule RULE_ EARNING_ END_DATE RULE_ EARNING_ END_DATE Rule Date RULE_ HOURLY_RATE RULE_ HOURLY_RATE Rule Number RULE_ PERIODICITY RULE_ PERIODICITY Rule BALANCE_TYPE_ID Internal balance identification number. Not passed on the extract. BASE_BALANCE_NAME User-defined name of the balance. BASE_CATEGORY_NAME Name of the balance category. Not passed on the output file to third party. CALC_BREAKDOWN_ID Internal identification number. Not passed to the third-party provider. PAYROLL_ASSIGNMENT_ID Internal identification number. Not passed to the third-party provider. PAYROLL_REL_ACTION_ID Internal ID generated from the Calculate Gross Earnings process. Used for the calculation of earnings only and not passed on the extract PRIME_BASE_ELEMENT_NAME Base element name, as defined on the Manage Elements page. PRIME_ELEMENT_ID Internal identification number. Not passed to the third-party provider. PRIME_ELEMENT_ASG_LEVEL 58

65 Chapter 5 Indicates if this element was created at the assignment level. PRIME_ELEMENT_NAME User-defined element name, as defined on the Manage Elements page. PRIME_ELEMENT_REL_LEVEL Indicates if this element was created at the payroll relationship level. PRIME_ELEMENT_TERM_LEVEL Indicates if this element was created at the terms level. REPORTING_NAME Balance's reporting name, as defined in the Reporting Name field in the Manage Balance Definitions task. RULE_EARNING_END_DATE End date of the earnings element. RULE_HOURLY_RATE Salary amount. RULE_PERIODICTY Element frequency. RULE_PROCESSING_TYPE Identifies the element as recurring or nonrecurring. RUN Value of the balance. Third-Party Earnings Code Three-character code used by ADP PayForce for the nonrecurring earning. Defined in an input value on the deduction element. Third-Party Earnings Type ADP PayForce earning code type assigned to this earning. Defined in an input value on the earnings element. Earnings and Deductions Balances This node contains four subordinate data nodes for earnings and deductions. To view its specific parameters, you must select the appropriate subordinate nodes elsewhere in the tree. Earnings Data 59

66 Chapter 5 Contains internal identifiers related to earnings records. Taxable Benefits Data Contains internal identifiers related to taxable benefits. Pre-Statutory Deductions Data Contains internal identifiers related to prestatutory deduction records. Voluntary Deductions Data Contains internal identifiers related to voluntary deduction records. Earnings and Deductions Records Earnings and deductions information derived from user-defined deduction element entries and earnings balances. Name Tag Name Type Data Type Record Type Record_Type String Company Company Payroll Payroll Payroll Frequency Payroll_ Frequency Record Number Record_Number Number Employee ID Employee_ID Assignment ID Assignment_Id Number Third-Party ID National_ Identifier_ Number Assignment ID Internal ID for the employee's assignment. Not passed on the extract and is not used by ADP. Company Tax reporting unit responsible for the employee's tax and regulatory reporting, as defined on their tax card. Employee ID For new ADP customers, this 11-character value uses the following pattern: AABB

67 Chapter 5 Where: AA are the first two characters of the employee's first name. If the first name is missing, "FF" is used instead. BB are the first two characters of the employee's last name are the third through ninth digits of the employee's national identifier, rearranged to maintain privacy. For example: "John Smith " could become "JOSM ". Payroll Name of the payroll definition, as defined in the Manage Payroll Definitions task. Payroll Frequency Frequency of the payroll definition, as defined in the Manage Payroll Definitions task. Record Number Record number derived and passed to ADP on the job, deductions, and direct deposit records. Automatically generated, based on the employee's assignments. Note: Third-party providers other than ADP may require different assignment identifiers compliant with their own formatting. Record Type Identifies this record as delivering earnings and deductions-specific information about the extract. For use by the third-party provider only. Third-Party ID ADP PayForce 6-digit file number. Defined as a different lookup under the national identifier. Pre-Statutory Deductions Records The values for these parameters are derived from the input values for prestatutory deduction elements. Name Tag Name Type Data Type Reserve Value Reserve_Value Entry Value Entry_Value Deduction End Date Deduction_ End_Date Date Effective Date Effective_Date String Deduction Code Deduction_Code Indirect Only Indirect_Only 61

68 Chapter 5 Name Tag Name Type Data Type Processing Type Processing_ Type Usage Level Usage_Level Element Assignment ID Element_ Assignment_Id Number Element Entry ID Element_ Entry_Id Number Element Frequency Element_ Frequency Rule Deduction Code Name of the element. Deduction End Date End data of the element entry. Effective Date Not used and not passed to the third-party provider. Element Assignment ID Internal identification number. Not passed to the third-party provider. Element Entry ID Internal ID for the element entry. Element Frequency Periodicity of the earning or deduction, as defined by the element's input value identified with the Periodicity special purpose. Entry Value Represents the earning or deduction amount, as defined by the element's input value identified with the Primary Input Value special purpose. Indirect Only Identifies direct or indirect entries at the element level. Elements marked as indirect are excluded from the extract. Processing Type Identifies the element as recurring or nonrecurring, as defined during element definition. Reserve Value 62

69 Chapter 5 Input value specified during element entry. Usage Level Indicates the level where the element is assigned. Valid values are Payroll Relationship, Assignment, and Term. Taxable Benefits Records This data group contains information derived from Imputed Earnings elements. Some of these parameter values are derived from the element definition, and some are from the employees' element entry. Name Tag Name Type Data Type Reserve Value Reserve_Value Entry Value Entry_Value Deduction End Date Deduction_ End_Date Date Effective Date Effective_Date String Deduction Code Deduction_Code Indirect Only Indirect_Only Processing Type Processing_ Type Usage Level Usage_Level Element Assignment ID Element_ Assignment_Id Number Element Entry ID Element_ Entry_Id Number Element Frequency Element_ Frequency Rule Deduction Code Name of the element. Deduction End Date End date of the element entry. Effective Date Not used and not passed to the third-party provider. Element Assignment ID 63

70 Chapter 5 Internal identification number. Not passed to the third-party provider. Element Entry ID Internal ID for the element entry. Element Frequency Periodicity of the earning or deduction, as defined by the element's input value identified with the Periodicity special purpose. Entry Value Represents the earning or deduction amount, as defined by the element's input value identified with the Primary Input Value special purpose. Indirect Only Identifies direct or indirect entries at the element level. Elements marked as indirect are excluded from the extract. Processing Type Identifies the element as recurring or nonrecurring, as defined during element definition. Reserve Value Input value specified during element entry. Usage Level Identifies the level at which the element is assigned. Valid values are Payroll Relationship, Assignment, and Term. Voluntary Deductions Goal Amount Records This data group contains information in the Goal Amount special input value. This parameter is used when the deduction element has a maximum threshold. Goal Amount Defines the maximum amount accrued before the deduction stops. Set as an input value during element entry. HR Records This data group contains HR-specific information about the employer and employees. Name Tag Name Type Data Type Record Type Record_Type String Company Company Payroll Payroll Payroll Frequency Payroll_ Frequency 64

71 Chapter 5 Name Tag Name Type Data Type First Name First_Name Middle Name Middle_Name Last Name Last_Name Name Suffix Name_Suffix Name Prefix Name_Prefix Preferred Name Preferred_Name Street 1 Street1 Street 2 Street2 Street 3 Street3 City City State State Postal Code Zip Country Country Street 1 Other Street1_Other Street 2 Other Street2_Other Street 3 Other Street3_Other City Other City_Other State Other State_Other Postal Code Other Zip_Other Country Other Country_Other SSN SSN Original Hire Date Original_ Hire_Date Date 65

72 Chapter 5 Name Tag Name Type Data Type Gender Sex Marital Status Marital_Status Birth Date Birth_Date Date Date of Death Date_of_Death Date Visa Number Visa_Number Visa Expiry Date Visa_ Expiry_Date Date Visa Type Visa_Type Address _Address Ethnicity Race_Ethnicity Home Phone Home_Phone Work Phone Work_Phone Employee ID Employee_ID Citizenship Status Citizenship_ Status Citizenship Citizenship Home Phone Area Code Home_ Phone_ Area_Code Work Phone Area Code Home_ Phone_ Area_Code Birth Date Employee's date of birth, as defined in the Person Information page. Citizenship Employee's national citizenship, as defined in the Documents tab of the Person Information page. Citizenship Status Employee's national citizenship status, as defined in the Documents tab of the Person Information page. 66

73 Chapter 5 City City of the employee's home address, as defined in the Person Information page. City Other City of the employee's mailing address, as defined in the Person Information page. Company Tax reporting unit responsible for the employee's tax and regulatory reporting, as defined on their tax card. Country Country of the employee's home address, as defined in the Person Information page. Country Other Country of the employee's mailing address, as defined in the Person Information page. Date of Death Employee's date of death, as defined in the Person Information page. Address Employee's address, as defined in the Person Information page. Employee ID For new ADP customers, this 11-character value uses the following pattern: AABB Where: AA are the first two characters of the employee's first name. If the first name is missing, "FF" is used instead. BB are the first two characters of the employee's last name are the third through ninth digits of the employee's national identifier, rearranged to maintain privacy. For example: "John Smith " could become "JOSM ". Ethnicity Employee's ethnicity, as defined in the Person Information page. First Name Employee's first name, as defined in the Person Information page. Gender Employee's gender, as defined in the Person Information page. Home Phone 67

74 Chapter 5 Employee's home phone number, as defined in the Person Information page. Home Phone Area Code Area code of employee's home phone number, as defined in the Person Information page. Last Name Employee's last name, as defined in the Person Information page. Marital Status Employee's marital status, as defined in the Person Information page. Middle Name Employee's middle name, as defined in the Person Information page. Name Prefix Employee's name prefix, as defined in the Person Information page. Name Suffix Employee's name suffix, as defined in the Person Information page. Original Hire Date Employee's original date of hire, as defined in the Enterprise section of the Service Dates region of the Manage Work Relationship page. Payroll Name of the payroll definition assigned to the employee, as defined in the Manage Payroll Definitions page. Payroll Frequency Frequency of the payroll definition assigned to the employee, as defined in the Manage Payroll Definitions page. Postal Code Postal code of the employee's home address, as defined in the Person Information page. Postal Code Other Postal code of the employee's mailing address, as defined in the Person Information page. Preferred Name Employee's preferred name, as defined in the Person Information page. Record Type Identifies this record as delivering HR-specific information about the extract. For use by the third-party provider only. 68

75 Chapter 5 SSN Employee's social security number, as defined in the Person Information page. State Two-letter postal abbreviation of the employee's state, based on their home address, as defined in the Person Information page. State Other Two-letter postal abbreviation of the employee's state, based on their mailing address, as defined in the Person Information page. Street 1 Street 1 field of the employee's home address, as defined in the Person Information page. Street 1 Other Street 1 field of the employee's mailing address, as defined in the Person Information page. Street 2 Street 2 field of the employee's home address, as defined in the Person Information page. Street 2 Other Street 2 field of the employee's mailing address, as defined in the Person Information page. Street 3 Street 3 field of the employee's home address, as defined in the Person Information page. Street 3 Other Street 3 field of the employee's mailing address, as defined in the Person Information page. Work Phone Employee's work phone number, as defined in the Person Information page. Work Phone Area Code Area code for employee's work phone number, as defined in the Person Information page. Visa Number Employee's visa number, as defined in the Documents tab of the Person Information page. Visa Expiry Date Expiration date of the employee's visa, as defined in the Documents tab of the Person Information page. 69

76 Chapter 5 Visa Type Type of employee's visa, as defined in the Documents tab of the Person Information page. Job Records This data group contains job-specific information for the employer and employees. Name Tag Name Type Data Type Record Type Record_Type String Hire Date Hire_Date Date Company Seniority Date Company_ Seniority_ Date Date Termination Date Termination_ Date Date Home Department Home_ Department Payroll Payroll Payroll Frequency Payroll_ Frequency Record Number Record_Number Number Retirement Date Retirement_ Date Date Job Title Job_Title Job Code Job_Code Employment Status Employment_ Status Location Name Location_Name Location Code Location_Code Employment Category Employment_ Category Employee Type Employee_Type Standard Hours Standard_Hours Company Company Standard Hours Frequency Standard_ Hours_ Frequency 70

77 Chapter 5 Name Tag Name Type Data Type First Name FIRST_NAME_J Last Name LAST_NAME_J SSN SSN_J Employee ID Employee_ID Supervisor ID Supervisor_ID Salary Basis Amount Salary_ Basis_Amount Number Salary Basis Frequency Salary_ Basis_ Frequency Company Tax reporting unit responsible for the employee's tax and regulatory reporting, as defined on their tax card. Company Seniority Date Employee's seniority date, as defined in the Legal Employer section of the Service Dates region of the Manage Work Relationship page. Employee ID For new ADP customers, this 11-character value uses the following pattern: AABB Where: AA are the first two characters of the employee's first name. If the first name is missing, "FF" is used instead. BB are the first two characters of the employee's last name are the third through ninth digits of the employee's national identifier, rearranged to maintain privacy. For example: "John Smith " could become "JOSM ". Employee Type Employee exemption status, as defined in the Hourly Paid or Salaried fields of the Job Details section of the Assignment Details region of the Manage Employment page. Employment Category Employee employment category, as defined in the Assignment Category field of the Job Details section of the Assignment Details region of the Manage Employment page. Employment Status 71

78 Chapter 5 Employee's employment status (full time, part time, regular or temporary, and so on). Defined in the Assignment Category field of the Job Details section of the Assignment Details region of the Manage Employment page. First Name Employee's first name, as defined in the Person Information page. Hire Date Employee's hire date, as defined in the Work Relationship section of the Manage Employment task. Home Department Employee's home department, as defined on the employee's assignment or term. Job Code Job code assigned to the employee's job, as defined in the Manage Jobs page. Job Title Employee's job title, as defined in the Job field of the Job Details section of the Assignment Details region of the Manage Employment page. Last Name Employee's last name, as defined in the Person Information page. Location Code Code assigned to the employee's work location, as defined in the Manage Locations page. Location Name Name of the employee's work location, as defined in the Manage Locations page. Payroll Name of the payroll definition assigned to the employee, as defined in the Manage Payroll Definitions page. Payroll Frequency Frequency of the payroll definition assigned to the employee, as defined in the Manage Payroll Definitions page. Record Number Identifies the employee's assignment, with 0 representing the primary assignment, and increments by 1 for each subsequent assignment. Note: Third-party providers other than ADP may require different assignment identifiers compliant with their own formatting. Record Type 72

79 Chapter 5 Identifies this record as delivering job-specific information about the extract. For use by the third-party provider only. Retirement Date Employee's date of retirement, as defined in the Retirement section of the Assignment Details region of the Person Information page. Salary Basis Amount Employee's salary amount, as defined in the Salary Details section of the Manage Salary page. Salary Basis Frequency Employee's salary basis, as defined in the Salary Details section of the Manage Salary page. SSN Employee's social security number, as defined in the Person Information page. Standard Hours Employee's standard number of work hours per period, as defined in the Working Hours field of the Job Details section of the Assignment Details region of the Manage Employment page. Standard Hours Frequency Period set for the employee's working hours, as defined in the Frequency field of the Assignment Details region of the Manage Employment page. Supervisor ID Employee's supervisor, as defined in the Name field of the Manager Details subsection of the Job Details section of the Assignment Details region of the Manage Employment page. This 11-character value uses the following pattern: AABB Where: AA are the first two characters of the employee's first name. If the first name is missing, "FF" is used instead. BB are the first two characters of the employee's last name are the third through ninth digits of the employee's national identifier, rearranged to maintain privacy. For example: "John Smith " could become "JOSM ". Termination Date Employee's termination date, as defined through the Terminate Work Relationship task. Job Extra Block This data group contains FLSA information related to the employees. FLSA Status 73

80 Chapter 5 Employee's overtime exemption status, as defined in the FLSA Status field of the United States Job Information section of the Manage Jobs task. Pre-Statutory Deductions Goal Amount Records This data group contains information in the Goal Amount special input value. This parameter is used when the deduction element has a maximum threshold. Goal Amount Defines the maximum amount accrued before the deduction stops. Set as an input value during element entry. Taxable Benefits Goal Amount Records This data group contains information in the Goal Amount special input value. This parameter is used when the deduction element has a maximum threshold. Goal Amount Defines the maximum amount accrued before the deduction stops. Set as an input value during element entry. Direct Deposit Records This data group contains information about personal payment methods. Name Tag Name Type Data Type Record Type Record_Type String Employee ID Employee_ID Company Company Payroll Payroll Payroll Frequency Payroll_ Frequency Payment Priority Payment_ Priority Number Transit Number Transit_Number Account Number Account_Number Deposit Amount Deposit_Amount Payment Method End Date Deduction_ End_Date Date Account Type Account_Type 74

81 Chapter 5 Name Tag Name Type Data Type Effective Date Effective_Date String Maximum Payment Priority Maximum_ Payment_ Priority Number Account Number Employee's bank account number for direct deposit, as defined in the Bank Accounts table of the Manage Personal Payment Methods task. Account Type Identifies the account as either checking or savings. Defined in the Manage Personal Payment Methods task. Company Tax reporting unit responsible for the employee's tax and regulatory reporting, as defined on their tax card. Deposit Amount Amount of each direct deposit, as defined in the personal payment method. Effective Date Not used and not passed to the third-party provider. Employee ID For new ADP customers, this 11-character value uses the following pattern: AABB Where: AA are the first two characters of the employee's first name. If the first name is missing, "FF" is used instead. BB are the first two characters of the employee's last name are the third through ninth digits of the employee's national identifier, rearranged to maintain privacy. For example: "John Smith " could become "JOSM ". Maximum Payment Priority While not passed on the extract, this parameter is used to derive the Full Deposit value on the extract. Payment Method End Date Effective end date of the direct deposit. Payment Priority Processing order of the personal payment method. While this parameter is not passed on the extract, it's used to derive the Full Deposit value on the extract. Payroll 75

82 Chapter 5 Name of the payroll definition, as defined in the Manage Payroll Definitions task. Payroll Frequency Frequency of the payroll definition, as defined in the Manage Payroll Definitions task. Record Type Identifies this record as delivering information specific to direct deposits on the extract. For use by the third-party provider only. Transit Number Employee's personal bank transit number. Voluntary Deductions Records The values for these parameters are derived from the input values for voluntary deduction elements. Name Tag Name Type Data Type Reserve Value Reserve_Value Entry Value Entry_Value Deduction End Date Deduction_ End_Date Date Effective Date Effective_Date String Deduction Code Deduction_Code Indirect Only Indirect_Only Processing Type Processing_ Type Usage Level Usage_Level Element Assignment ID Element_ Assignment_Id Number Input Value Name Input_ Value_Name Element Type ID Element_ Type_ID Number Third-Party Deduction Type Third_ Party_ Deduction_ Type Rule Third-Party Deduction Code Third_ Party_ Deduction_ Rule Rule Element Entry ID Element_ Entry_Id Number 76

83 Chapter 5 Name Tag Name Type Data Type Element Frequency Element_ Frequency Rule Deduction Code Name of the element. Deduction End Date End date of the element entry. Effective Date Start date of the element entry. Element Assignment ID Internal identification number. Not passed to the third-party provider. Element Entry ID Internal ID for the element entry. Element Frequency Periodicity of the earning or deduction, as defined by the element's input value identified with the Periodicity special purpose. Element Type ID Internal ID used to identify the element definition. Entry Value Represents the earning or deduction amount, as defined by the element's input value identified with the Primary Input Value special purpose. Indirect Only Identifies direct or indirect entries at the element level. Elements marked as indirect are excluded from the extract. Input Value Name Name of the input value. Processing Type Identifies the element as recurring or nonrecurring, as defined during element definition. Reserve Value Input value specified during element entry. 77

84 Chapter 5 Third-Party Deduction Code Three-character code used by ADP PayForce for the nonrecurring deduction. Defined in an input value on the deduction element. Third-Party Deduction Type Used as a column header in the output file. Value must be "Adjust Ded Code" and is defined in an input value on the deduction element. Usage Level Indicates the level where the element is assigned. Valid values are Payroll Relationship, Assignment, and Term. Extract Delivery Options Defines the extract output, such as PDF, XML file, CSV, Excel, and so on. ADP Connection for PayForce requires text format. US ADP Connection for PayForce Recurring Name of the ADP Connection for PayForce output file containing recurring element data. US ADP PayForce Nonrecurring Name of the ADP Connection for PayForce output file containing nonrecurring element data. US ADP PayForce XML Name of the XML file. For use in cases where you want to use a third-party provider other than ADP. Third-Party Ad-Hoc Extract Definition This topic describes the various component data groups of the US ADP PayForce third-party ad hoc extract definition for the Oracle Fusion Global Payroll Interface for the United States. This extract has been provided for ADP PayForce and ADP Connection for PayForce users. You must modify this extract through the Manage HCM Extract Definitions task if: Your payroll installation requires additional information be sent to ADP Connection for PayForce You are using a different third-party provider Use the provided tree structure to configure the data groups, extract records, and data elements as needed. You define what you want to extract, how it is extracted, and how you want to deliver the extracted data. The US ADP PayForce third-party ad hoc extract definition consists of the following data groups: Main Block This data group contains the four primary groups of the extract definition. To view its specific parameters, you must select the appropriate subordinate data groups in the tree. Direct Deposit Data 78

85 Chapter 5 Contains parameters related to personal payment methods. Earnings and Deductions Data Contains parameters related to earnings and deductions. HR Records Data Contains parameters related to HR data. Job Data Contains parameters related to jobs. Direct Deposit Records This data group contains information about personal payment methods. Name Tag Name Type Data Type Record Type Record_Type String Employee ID Employee_ID TRU TRU Payroll Payroll Payroll Frequency Payroll_ Frequency Payment Priority Payment_ Priority Number Routing Transit Number Routing_ Transit_ Number Account Number Account_Number Deposit Amount Deposit_Amount Payment Method End Date Deduction_ End_Date Date Account Type Account_Type Effective Date Effective_Date String Maximum Payment Priority Maximum_ Payment_ Priority Number Previous Payment Method End Date Previous_ Payment_ Method_ End_Date Rule Date 79

86 Chapter 5 Account Number Employee's bank account number for direct deposit, as defined in the Bank Accounts table of the Manage Personal Payment Methods task. Account Type Identifies the account as either checking or savings. Defined in the Manage Personal Payment Methods task. Deposit Amount Amount of each direct deposit, as defined in the personal payment method. Effective Date Not used and not passed to the third-party provider. Employee ID For new ADP customers, this 11-character value uses the following pattern: AABB Where: AA are the first two characters of the employee's first name. If the first name is missing, FF is used instead. BB are the first two characters of the employee's last name are the third through ninth digits of the employee's national identifier, rearranged to maintain privacy. For example: "John Smith " could become JOSM Maximum Payment Priority While not passed on the extract, this parameter is used to derive the Full Deposit value on the extract. Payment Method End Date Effective end date of the direct deposit. Payment Priority Processing order of the personal payment method. While this parameter is not passed on the extract, it is used to derive the Full Deposit value on the extract. Payroll Name of the payroll definition, as defined in the Manage Payroll Definitions task. Payroll Frequency Frequency of the payroll definition, as defined in the Manage Payroll Definitions task. Previous Payment Method End Date Date when a payment method's bank account is changed, as defined through the Manage Personal Payment Methods task. 80

87 Chapter 5 Record Type Identifies this record as delivering information specific to direct deposits on the extract. For use by the third-party provider only. Routing Transit Number Employee's personal bank transit number. TRU Tax reporting unit responsible for the employee's tax and regulatory reporting, as defined on their tax card. Earnings Records Contains parameters related to earnings records. Name Tag Name Type Data Type Element Entry End Date Element_ Entry_ End_Date Date Entry Value Entry_Value Element Name Element_Name Element ID Element_ID Number Element Entry ID Element_ Entry_ID Number Third-Party Earnings Code Third_ Party_ Earnings_Code Rule Number Third-Party Earnings Type Third_ Party_ Earnings_Type Rule Number Salary Conversion Rule Hourly_Rate Rule Periodicity Periodicity Rule Element Processing Type Element_ Processing_ Type Converted Value Converted_ Value Rule Element Assignment ID Element_ Assignment_ID Number Usage Level Usage_Level Converted Value 81

88 Chapter 5 Calculates element entries based on the element's periodicity. Element Assignment ID Internal assignment ID of the employee attached to the element entry. Not passed to the third-party provider. Element Entry End Date End date of the element entry, as defined through the Manage Element Entries task. Element Entry ID Internal ID of the element entry. Element ID Internal identification number. Not passed to the third-party provider. Element Name User-defined element name, as defined on the Manage Elements page. Element Processing Type Identifies the element as recurring or nonrecurring. Entry Value Value passed on the element entry. Periodicity Element frequency. Salary Conversion Rule Salary amount. Third-Party Earnings Code Three-character code used by ADP PayForce for the nonrecurring earning. Defined in an input value on the deduction element. Third-Party Earnings Type ADP PayForce earning code type assigned to this earning. Defined in an input value on the earnings element. Usage Level Identifies the level at which the element was entered: payroll relationship, employment terms, and assignment. 82

89 Chapter 5 Earnings and Deductions Element Entries This node contains four subordinate data nodes for earnings and deductions element entries. To view its specific parameters, you must select the appropriate subordinate nodes elsewhere in the tree. Earnings Data Contains internal identifiers related to earnings records. Taxable Benefits Data Contains internal identifiers related to taxable benefits. Pre-Statutory Deductions Data Contains internal identifiers related to prestatutory deduction records. Voluntary Deductions Data Contains internal identifiers related to voluntary deduction records. Earnings and Deductions Records Contains parameters related to earnings and deductions record details. Name Tag Name Type Data Type Record Type Record_Type String TRU Company Payroll Payroll Payroll Frequency Payroll_ Frequency Record Number Record_Number Number Employee ID Employee_ID Assignment ID Assignment_ID Number Third-Party ID Third_Party_ID Number Payroll Reporting Name Payroll_ Reporting_ Name Assignment ID Internal ID for the employee's assignment. Not passed on the extract and is not used by ADP. 83

90 Chapter 5 Employee ID For new ADP customers, this 11-character value uses the following pattern: AABB Where: AA are the first two characters of the employee's first name. If the first name is missing, FF is used instead. BB are the first two characters of the employee's last name are the third through ninth digits of the employee's national identifier, rearranged to maintain privacy. For example: "John Smith " could become JOSM Payroll Name of the payroll definition, as defined in the Manage Payroll Definitions task. Payroll Frequency Frequency of the payroll definition, as defined in the Manage Payroll Definitions task. Payroll Reporting Name Reporting name of the payroll definition, as defined in the Manage Payroll Definitions task. Record Number Record number derived and passed to ADP on the job, deductions, and direct deposit records. Automatically generated, based on the employee's assignments. Note: Third-party providers other than ADP may require different assignment identifiers compliant with their own formatting. Record Type Identifies this record as delivering earnings and deductions-specific information about the extract. For use by the third-party provider only. Third-Party ID ADP PayForce 6-digit file number. Defined as a different lookup under the national identifier. TRU Tax reporting unit responsible for the employee's tax and regulatory reporting, as defined on their tax card. HR Records This data group contains HR-specific information about the employer and employees. Name Tag Name Type Data Type Record Type Record_Type String 84

91 Chapter 5 Name Tag Name Type Data Type TRU TRU Payroll Payroll Payroll Frequency Payroll_ Frequency First Name First_Name Middle Name Middle_Name Last Name Last_Name Name Suffix Name_Suffix Name Prefix Name_Prefix Preferred Name Preferred_Name Address Line 1 Address_Line1 Address Line 2 Address_Line2 Address Line 3 Address_Line3 City City State State Postal Code Postal_Code Country Country Address Line 1 Other Address_ Lin1_Other Address Line 2 Other Address_ Lin2_Other Address Line 3 Other Address_ Lin3_Other City Other City_Other State Other State_Other Postal Code Other Postal_ Code_Other 85

92 Chapter 5 Name Tag Name Type Data Type Country Other Country_Other SSN SSN Original Hire Date Original_ Hire_Date Date Gender Sex Marital Status Marital_Status Birth Date Birth_Date Date Date of Death Date_of_Death Date Visa Number Visa_Number Visa Expiration Date Visa_ Expiration_ Date Date Visa Type Visa_Type Address _Address Ethnicity Race_Ethnicity Home Phone Home_Phone Work Phone Work_Phone Employee ID Employee_ID Citizenship Status Citizenship_ Status Citizenship Citizenship Home Phone Area Code Home_ Phone_ Area_Code Work Phone Area Code Home_ Phone_ Area_Code Address Line 1 Street 1 field of the employee's home address, as defined in the Person Information page. Address Line 1 Other 86

93 Chapter 5 Street 1 field of the employee's mailing address, as defined in the Person Information page. Address Line 2 Street 2 field of the employee's home address, as defined in the Person Information page. Address Line 2 Other Street 2 field of the employee's mailing address, as defined in the Person Information page. Address Line 3 Street 3 field of the employee's home address, as defined in the Person Information page. Address Line 3 Other Street 3 field of the employee's mailing address, as defined in the Person Information page. Birth Date Employee's date of birth, as defined in the Person Information page. Citizenship Employee's national citizenship, as defined in the Documents tab of the Person Information page. Citizenship Status Employee's national citizenship status, as defined in the Documents tab of the Person Information page. City City of the employee's home address, as defined in the Person Information page. City Other City of the employee's mailing address, as defined in the Person Information page. Country Country of the employee's home address, as defined in the Person Information page. Country Other Country of the employee's mailing address, as defined in the Person Information page. Date of Death Employee's date of death, as defined in the Person Information page. Address Employee's address, as defined in the Person Information page. 87

94 Chapter 5 Employee ID For new ADP customers, this 11-character value uses the following pattern: AABB Where: AA are the first two characters of the employee's first name. If the first name is missing, FF is used instead. BB are the first two characters of the employee's last name are the third through ninth digits of the employee's national identifier, rearranged to maintain privacy. For example: "John Smith " could become JOSM Ethnicity Employee's ethnicity, as defined in the Person Information page. First Name Employee's first name, as defined in the Person Information page. Gender Employee's gender, as defined in the Person Information page. Home Phone Employee's home phone number, as defined in the Person Information page. Home Phone Area Code Area code of employee's home phone number, as defined in the Person Information page. Last Name Employee's last name, as defined in the Person Information page. Marital Status Employee's marital status, as defined in the Person Information page. Middle Name Employee's middle name, as defined in the Person Information page. Name Prefix Employee's name prefix, as defined in the Person Information page. Name Suffix Employee's name suffix, as defined in the Person Information page. Original Hire Date 88

95 Chapter 5 Employee's original date of hire, as defined in the Enterprise section of the Service Dates region of the Manage Work Relationship page. Payroll Name of the payroll definition assigned to the employee, as defined in the Manage Payroll Definitions page. Payroll Frequency Frequency of the payroll definition assigned to the employee, as defined in the Manage Payroll Definitions page. Postal Code Postal code of the employee's home address, as defined in the Person Information page. Postal Code Other Postal code of the employee's mailing address, as defined in the Person Information page. Preferred Name Employee's preferred name, as defined in the Person Information page. Record Type Identifies this record as delivering HR-specific information about the extract. For use by the third-party provider only. SSN Employee's social security number, as defined in the Person Information page. State Two-letter postal abbreviation of the employee's state, based on their home address, as defined in the Person Information page. State Other Two-letter postal abbreviation of the employee's state, based on their mailing address, as defined in the Person Information page. TRU Tax reporting unit responsible for the employee's tax and regulatory reporting, as defined on their tax card. Work Phone Employee's work phone number, as defined in the Person Information page. Work Phone Area Code Area code for employee's work phone number, as defined in the Person Information page. Visa Number 89

96 Chapter 5 Employee's visa number, as defined in the Documents tab of the Person Information page. Visa Expiration Date Expiration date of the employee's visa, as defined in the Documents tab of the Person Information page. Visa Type Type of employee's visa, as defined in the Documents tab of the Person Information page. Voluntary Deductions Records The values for these parameters are derived from the input values for voluntary deduction elements. Name Tag Name Type Data Type Reserve Value Reserve_Value Entry Value Entry_Value Deduction End Date Deduction_ End_Date Date Effective Date Effective_Date String Date Reporting Name Reporting_Name Autoindirect Only Autoindirect_ Only Element Processing Type Element_ Processing_ Type Usage Level Usage_Level Element Assignment ID Element_ Assignment_Id Number Element Entry ID Element_ Entry_ID Number Element Frequency Element_ Frequency Rule Third-Party Deduction Type Third_ Party_ Deduction_ Type Rule Third-Party Deduction Code Third_ Party_ Deduction_ Rule Rule Autoindirect Only Identifies direct or indirect entries at the element level. Elements marked as indirect are excluded from the extract. Deduction End Date 90

97 Chapter 5 End date of the element entry. Effective Date Not used and not passed to the third-party provider. Element Assignment ID Internal identification number. Not passed to the third-party provider. Element Entry ID Internal ID for the element entry. Element Frequency Periodicity of the earning or deduction, as defined by the element's input value identified with the Periodicity special purpose. Element Processing Type Identifies the element as recurring or nonrecurring, as defined during element definition. Entry Value Represents the earning or deduction amount, as defined by the element's input value identified with the Primary Input Value special purpose. Reporting Name Element's reporting name, as defined on the Manage Elements task. Reserve Value Input value specified during element entry. Third-Party Deduction Code Three-character code used by ADP PayForce for the nonrecurring deduction. Defined in an input value on the deduction element. Third-Party Deduction Type Used as a column header in the output file. Value must be Adjust Ded Code and is defined in an input value on the deduction element. Usage Level Indicates the level where the element is assigned. Valid values are Payroll Relationship, Assignment, and Term. Pre-Statutory Deductions Goal Amount Records This data group contains information in the Goal Amount special input value. Use this parameter when the deduction element has a maximum threshold. 91

98 Chapter 5 Goal Amount Defines the maximum amount accrued before the deduction stops. Set as an input value during element entry. Pre-Statutory Deductions Records The values for these parameters are derived from the input values for prestatutory deduction elements. Name Tag Name Type Data Type Reserve Value Reserve_Value Entry Value Entry_Value Deduction End Date Deduction_ End_Date Date Effective Date Effective_Date String Reporting Name Reporting_Name Autoindirect Only Autoindirect_ Only Element Processing Type Element_ Processing_ Type Usage Level Usage_Level Element Assignment ID Element_ Assignment_Id Number Element Entry ID Element_ Entry_Id Number Element Frequency Element_ Frequency Rule Autoindirect Only Identifies direct or indirect entries at the element level. Elements marked as indirect are excluded from the extract. Deduction End Date End data of the element entry. Effective Date Not used and not passed to the third-party provider. Element Assignment ID Internal identification number. Not passed to the third-party provider. 92

99 Chapter 5 Element Entry ID Internal ID for the element entry. Element Frequency Periodicity of the earning or deduction, as defined by the element's input value identified with the Periodicity special purpose. Element Processing Type Identifies the element as recurring or nonrecurring, as defined during element definition. Entry Value Represents the earning or deduction amount, as defined by the element's input value identified with the Primary Input Value special purpose. Reporting Name Element's reporting name, as defined on the Manage Elements task. Reserve Value Input value specified during element entry. Usage Level Indicates the level where the element is assigned. Valid values are Payroll Relationship, Assignment, and Term. Taxable Benefits Goal Amount Records This data group contains information in the Goal Amount special input value. This parameter is used when the deduction element has a maximum threshold. Goal Amount Defines the maximum amount accrued before the deduction stops. Set as an input value during element entry. Taxable Benefits Records This data group contains information derived from Imputed Earnings elements. Some of these parameter values are derived from the element definition, and some are from the employees' element entry. Name Tag Name Type Data Type Reserve Value Reserve_Value Database item Entry Value Entry_Value Database item Deduction End Date Deduction_ End_Date Database item Date Effective Date Effective_Date String 93

100 Chapter 5 Name Tag Name Type Data Type Reporting Name Reporting_Name Database item Autoindirect Only Autoindirect_ Only Database item Element Processing Type Processing_ Type Database item Usage Level Usage_Level Database item Element Assignment ID Element_ Assignment_Id Database item Number Element Entry ID Element_ Entry_Id Database item Number Element Frequency Element_ Frequency Rule Autoindirect Only Identifies direct or indirect entries at the element level. Elements marked as indirect are excluded from the extract. Deduction End Date End date of the element entry. Effective Date Not used and not passed to the third-party provider. Element Assignment ID Internal identification number. Not passed to the third-party provider. Element Entry ID Internal ID for the element entry. Element Frequency Periodicity of the earning or deduction, as defined by the element's input value identified with the Periodicity special purpose. Element Processing Type ***Identifies the element as recurring or nonrecurring, as defined during element definition. Entry Value Represents the earning or deduction amount, as defined by the element's input value identified with the Primary Input Value special purpose. Reporting Name 94

101 Chapter 5 Element's reporting name, as defined on the Manage Elements task. Reserve Value Input value specified during element entry. Usage Level Identifies the level at which the element is assigned. Valid values are Payroll Relationship, Assignment, and Term. Voluntary Deductions Goal Amount Details This data group contains information in the Goal Amount special input value. This parameter is used when the deduction element has a maximum threshold. Goal Amount Defines the maximum amount accrued before the deduction stops. Set as an input value during element entry. Job Extra Block This data group contains FLSA information related to the employees. FLSA Status Employee's overtime exemption status, as defined in the FLSA Status field of the United States Job Information section of the Manage Jobs task. Job Records This data group contains job-specific information for the employer and employees. Name Tag Name Type Data Type Record Type Record_Type String Hire Date Hire_Date Date Company Seniority Date Company_ Seniority_ Date Date Termination Date Termination_ Date Date Home Department Home_ Department Payroll Payroll Payroll Frequency Payroll_ Frequency Record Number Record_Number Number Retirement Date Retirement_ Date Date 95

102 Chapter 5 Name Tag Name Type Data Type Job Title Job_Title Job Code Job_Code Employment Status Employment_ Status Location Name Location_Name Location Code Location_Code Employment Category Employment_ Category Employee Type Employee_Type Standard Hours Standard_Hours TRU TRU Standard Hours Frequency Standard_ Hours_ Frequency First Name FIRST_NAME_J Last Name LAST_NAME_J SSN SSN_J Employee ID Employee_ID Supervisor ID Supervisor_ID Salary Basis Amount Salary_ Basis_Amount Number Salary Basis Frequency Salary_ Basis_ Frequency Company Seniority Date Employee's seniority date, as defined in the Legal Employer section of the Service Dates region of the Manage Work Relationship page. Employee ID For new ADP customers, this 11-character value uses the following pattern: AABB

103 Chapter 5 Where: AA are the first two characters of the employee's first name. If the first name is missing, "FF" is used instead. BB are the first two characters of the employee's last name are the third through ninth digits of the employee's national identifier, rearranged to maintain privacy. For example: "John Smith " could become "JOSM ". Employee Type Employee exemption status, as defined in the Hourly Paid or Salaried fields of the Job Details section of the Assignment Details region of the Manage Employment page. Employment Category Employee employment category, as defined in the Assignment Category field of the Job Details section of the Assignment Details region of the Manage Employment page. Employment Status Employee's employment status (full time, part time, regular or temporary, and so on). Defined in the Assignment Category field of the Job Details section of the Assignment Details region of the Manage Employment page. First Name Employee's first name, as defined in the Person Information page. Hire Date Employee's hire date, as defined in the Work Relationship section of the Manage Employment task. Home Department Employee's home department, as defined on the employee's assignment or term. Job Code Job code assigned to the employee's job, as defined in the Manage Jobs page. Job Title Employee's job title, as defined in the Job field of the Job Details section of the Assignment Details region of the Manage Employment page. Last Name Employee's last name, as defined in the Person Information page. Location Code Code assigned to the employee's work location, as defined in the Manage Locations page. Location Name 97

104 Chapter 5 Name of the employee's work location, as defined in the Manage Locations page. Payroll Name of the payroll definition assigned to the employee, as defined in the Manage Payroll Definitions page. Payroll Frequency Frequency of the payroll definition assigned to the employee, as defined in the Manage Payroll Definitions page. Record Number Identifies the employee's assignment, with 0 representing the primary assignment, and increments by 1 for each subsequent assignment. Note: Third-party providers other than ADP may require different assignment identifiers compliant with their own formatting. Record Type Identifies this record as delivering job-specific information about the extract. For use by the third-party provider only. Retirement Date Employee's date of retirement, as defined in the Retirement section of the Assignment Details region of the Person Information page. Salary Basis Amount Employee's salary amount, as defined in the Salary Details section of the Manage Salary page. Salary Basis Frequency Employee's salary basis, as defined in the Salary Details section of the Manage Salary page. SSN Employee's social security number, as defined in the Person Information page. Standard Hours Employee's standard number of work hours per period, as defined in the Working Hours field of the Job Details section of the Assignment Details region of the Manage Employment page. Standard Hours Frequency Period set for the employee's working hours, as defined in the Frequency field of the Assignment Details region of the Manage Employment page. Supervisor ID Employee's supervisor, as defined in the Name field of the Manager Details subsection of the Job Details section of the Assignment Details region of the Manage Employment page. 98

105 Chapter 5 This 11-character value uses the following pattern: AABB Where: AA are the first two characters of the employee's first name. If the first name is missing, "FF" is used instead. BB are the first two characters of the employee's last name are the third through ninth digits of the employee's national identifier, rearranged to maintain privacy. For example: "John Smith " could become "JOSM ". Termination Date Employee's termination date, as defined through the Terminate Work Relationship task. TRU Tax reporting unit responsible for the employee's tax and regulatory reporting, as defined on their tax card. Extract Delivery Options Defines the extract output, such as PDF, XML file, CSV, Excel, and so on. ADP Connection for PayForce requires TXT format. US ADP Connection for PayForce Ad-Hoc Recurring Name of the ADP Connection for PayForce output file containing recurring ad hoc element data. US ADP PayForce Ad-Hoc Nonrecurring Name of the ADP Connection for PayForce output file containing nonrecurring ad hoc element data. US ADP PayForce XML Name of the XML file. For use in cases where you want to use a third-party provider other than ADP. Recurring Periodic Output File This topic describes the format of the recurring periodic output file for the US ADP Connection for PayForce third-party periodic extract. The output file consists of the following sections: HR Records Contains HR-specific information about the employer and employees. Field Name Extract Node Name Extract Tag Name Record Type Record Type Record_Type EMPLID Employee ID Employee_ID Company Company Company 99

106 Chapter 5 Field Name Extract Node Name Extract Tag Name PAYROLL Payroll Payroll PAY FREQUENCY Payroll Frequency Payroll_ Frequency FIRST_NAME First Name First_Name MIDDLE_NAME Middle Name Middle_Name LAST_NAME Last Name Last_Name NAME_SUFFIX Name Suffix Name_Suffix NAME_PREFIX Name Prefix Name_Prefix PREFERRED_NAME Preferred Name Preferred_Name STREET1 Street 1 Street1 STREET2 Street 2 Street2 STREET3 Street 3 Street3 CITY City City STATE State State ZIP Postal Code Zip COUNTRY Country Country STREET1_OTHER Street 1 Other Street1_Other STREET2_OTHER Street 2 Other Street2_Other STREET3_OTHER Street 3 Other Street3_Other CITY_OTHER City Other City_Other STATE_OTHER State Other State_Other ZIP_OTHER Postal Code Other Zip_Other COUNTRY_OTHER Country Other Country_Other 100

107 Chapter 5 Field Name Extract Node Name Extract Tag Name SSN SSN SSN ORIG_HIRE_DT Original Hire Date Original_ Hire_Date SEX Gender Sex MAR_STATUS Marital Status Marital_Status BIRTHDATE Birth Date Birth_Date DT_OF_DEATH Date of Death Date_of_Death CITIZENSHIP Citizenship Citizenship CITIZENSHIP_ STATUS Citizenship Status Citizenship_ Status VISA_NBR Visa Number Visa_Number VISA_EXPIRE_DT Visa Expiry Date Visa_ Expiry_Date VISA_TYPE Visa Type Visa_Type _ADDRESS Address _Address RACE_ETHNICITY Ethnicity Race_Ethnicity HOME_PHONE Home Phone Home_Phone WORK_PHONE Work Phone Work_Phone BIRTHDATE Employee's date of birth, as defined in the Person Information page. CITIZENSHIP Employee's national citizenship, as defined in the Documents tab of the Person Information page. CITIZENSHIP_STATUS Employee's national citizenship status, as defined in the Documents tab of the Person Information page. CITY 101

108 Chapter 5 City of the employee's home address, as defined in the Person Information page. CITY_OTHER City of the employee's mailing address, as defined in the Person Information page. Company Tax reporting unit responsible for the employee's tax and regulatory reporting, as defined on their tax card. COUNTRY Country of the employee's home address, as defined in the Person Information page. COUNTRY_OTHER Country of the employee's mailing address, as defined in the Person Information page. DT_OF_DEATH Employee's date of death, as defined in the Person Information page. _ADDRESS Employee's work address, as defined in the Person Information page. EMPLID For new ADP customers, this 11-character value uses the following pattern: AABB Where: AA are the first two characters of the employee's first name. If the first name is missing, "FF" is used instead. BB are the first two characters of the employee's last name are the third through ninth digits of the employee's national identifier, rearranged to maintain privacy. For example: "John Smith " could become "JOSM ". FIRST_NAME Employee's first name, as defined in the Person Information page. HOME_PHONE Employee's home phone number, as defined in the Person Information page. LAST_NAME Employee's last name, as defined in the Person Information page. MAR_STATUS Employee's marital status, as defined in the Person Information page. 102

109 Chapter 5 MIDDLE_NAME Employee's middle name, as defined in the Person Information page. NAME_PREFIX Employee's name prefix, as defined in the Person Information page. NAME_SUFFIX Employee's name suffix, as defined in the Person Information page. ORIG_HIRE_DT Employee's original date of hire, as defined in the Legal Employer section of the Service Dates region of the Manage Work Relationship page. PAY FREQUENCY Frequency of the payroll definition assigned to the employee, as defined in the Manage Payroll Definitions page. PAYROLL Name of the payroll definition assigned to the employee, as defined in the Manage Payroll Definitions page. PREFERRED_NAME Employee's preferred name, as defined in the Person Information page. RACE_ETHNICITY Employee's ethnicity, as defined in the Person Information page. Record Type Identifies this record as delivering HR-specific information about the extract. For use by the third-party provider only. SEX Employee's gender, as defined in the Person Information page. SSN Employee's social security number, as defined in the Person Information page. STATE Two-letter postal abbreviation of the employee's state, based on their home address, as defined in the Person Information page. STATE_OTHER Two-letter postal abbreviation of the employee's state, based on their mailing address, as defined in the Person Information page. 103

110 Chapter 5 STREET1 Street 1 field of the employee's home address, as defined in the Person Information page. STREET1_OTHER Street 1 field of the employee's mailing address, as defined in the Person Information page. STREET2 Street 2 field of the employee's home address, as defined in the Person Information page. STREET2_OTHER Street 2 field of the employee's mailing address, as defined in the Person Information page. STREET3 Street 3 field of the employee's home address, as defined in the Person Information page. STREET3_OTHER Street 3 field of the employee's mailing address, as defined in the Person Information page. VISA_EXPIRE_DT Expiration date of the employee's visa, as defined in the Documents tab of the Person Information page. VISA_NBR Employee's visa number, as defined in the Documents tab of the Person Information page. VISA_TYPE Type of employee's visa, as defined in the Documents tab of the Person Information page. WORK_PHONE Employee's work phone number, as defined in the Person Information page. ZIP Postal code of the employee's home address, as defined in the Person Information page. ZIP_OTHER Postal code of the employee's mailing address, as defined in the Person Information page. Job Records Contains job-specific information for the employer and employees. 104

111 Chapter 5 Field Name Extract Node Name Extract Tag Name Record Type Record Type Record_Type EMPLID Employee ID Employee_ID Company Company Company PAYROLL Payroll Payroll PAY FREQUENCY Payroll Frequency Payroll_ Frequency EMPL_RCD_NBR Record Number Record_Number HIRE_DT Hire Date Hire_Date CMPNY_ SENIORITY_DT Company Seniority Date Company_ Seniority_ Date TERMINATION_DT Termination Date Termination_ Date SUPERVISOR_ID Supervisor ID Supervisor_ID RETIRE_DT Retirement Date Retirement_ Date JOBTITLE Job Title Job_Title JOBCODE Job Code Job_Code EMPL_STATUS Employment Status Employment_ Status LOCATION_NAME Location Name Location_Name LOCATION Location Code Location_Code ASSIGN_CATG Employment Category Employment_ Category FLSA_STATUS FLSA Status FLSA Status EMPL_TYPE Employee Type Employee_Type STD_HOURS Standard Hours Standard_Hours STD_ HOURS_ FREQUENCY Standard Hours Frequency Standard_ Hours_ Frequency Salary Basis Frequency Salary Basis Frequency Salary_ Basis_Amount 105

112 Chapter 5 Field Name Extract Node Name Extract Tag Name Salary Basis Amount Salary Basis Amount Salary_ Basis_ Frequency HOME_ DEPARTMENT Home Department Home_ Department WORKERS_ COMP_CD intentionally left blank intentionally left blank ASSIGN_CATG Designates the employee's employment status (full time, part time, regular or temporary, and so on). Defined in the Assignment Category field of the Job Details section of the Assignment Details region of the Manage Employment page. CMPNY_SENIORITY_DT Employee's seniority date, as defined in the Legal Employer section of the Service Dates region of the Manage Work Relationship page. Company Tax reporting unit responsible for the employee's tax and regulatory reporting, as defined on their tax card. EMPL_RCD_NBR Identifies the employee's assignment, with 0 representing the primary assignment, and increments by 1 for each subsequent assignment. Note: Third-party providers other than ADP may require different assignment identifiers compliant with their own formatting. EMPL_STATUS Employee's status, as defined in the Assignment Status field of the Assignment Details region of the Manage Employment page. EMPL_TYPE Employee exemption status, as defined in the Hourly Paid or Salaried fields of the Job Details section of the Assignment Details region of the Manage Employment page. EMPLID For new ADP customers, this 11-character value uses the following pattern: AABB Where: AA are the first two characters of the employee's first name. If the first name is missing, "FF" is used instead. BB are the first two characters of the employee's last name are the third through ninth digits of the employee's national identifier, rearranged to maintain privacy. For example: "John Smith " could become "JOSM ". 106

113 Chapter 5 FLSA_STATUS Employee's overtime exemption status, as defined in the FLSA Status field of the United States Job Information section of the Manage Jobs task. HIRE_DT Employee's hire date, as defined in the Work Relationship section of the Manage Employment task. HOME_DEPARTMENT Employee's home department, as defined on the employee's assignment or term. JOBCODE Job code assigned to the employee's job, as defined in the Manage Jobs page. JOBTITLE Employee's job title, as defined in the Job field of the Job Details section of the Assignment Details region of the Manage Employment page. LOCATION Code assigned to the employee's work location, as defined in the Manage Locations page. LOCATION_NAME Name of the employee's work location, as defined in the Manage Locations page. PAY FREQUENCY Frequency of the payroll definition assigned to the employee, as defined in the Manage Payroll Definitions page. PAYROLL Name of the payroll definition assigned to the employee, as defined in the Manage Payroll Definitions page. Record Type Identifies this record as delivering jobs-specific information about the extract. For use by the third-party provider only. RETIRE_DT Employee's date of retirement, as defined in the Retirement section of the Assignment Details region of the Person Information page. Salary Basis Amount Employee's salary amount, as defined in the Salary Details section of the Manage Salary page. Salary Basis Frequency Employee's salary basis, as defined in the Salary Details section of the Manage Salary page. 107

114 Chapter 5 STD_HOURS Employee's standard number of work hours per period, as defined in the Working Hours field of the Job Details section of the Assignment Details region of the Manage Employment page. STD_HOURS_FREQUENCY Period set for the employee's working hours, as defined in the Frequency field of the Assignment Details region of the Manage Employment page. SUPERVISOR_ID Employee's supervisor, as defined in the Name field of the Manager Details subsection of the Job Details section of the Assignment Details region of the Manage Employment page. This 11-character value uses the following pattern: AABB Where: AA are the first two characters of the employee's first name. If the first name is missing, "FF" is used instead. BB are the first two characters of the employee's last name are the third through ninth digits of the employee's national identifier, rearranged to maintain privacy. For example: "John Smith " could become "JOSM ". TERMINATION_DT Employee's termination date, as defined through the Terminate Work Relationship task. WORKERS_COMP_CD Placeholder for future functionality. Intentionally left blank. Earnings and Deductions Records Contains earnings and deductions-specific information for the employer and employees. This includes recurring earnings. Field Name Extract Node Name Extract Tag Name Record Type Record Type Record_Type EMPLID Employee ID Employee_ID Company Company Company PAYROLL Payroll Payroll PAY FREQUENCY Payroll Frequency Payroll_ Frequency EMPL_RCD_NBR Record Number Record_Number Element Name Deduction Code Deduction_Code 108

115 Chapter 5 Field Name Extract Node Name Extract Tag Name Element Amount Entry Value Entry_Value Element Percentage Entry Value Entry_Value GOAL_AMT Goal Amount Goal Amount Element End Date Deduction End Date Deduction_ End_Date ELEMENT FREQUENCY Element Frequency Element_ Frequency Company Tax reporting unit responsible for the employee's tax and regulatory reporting, as defined in the Manage Legal Reporting Unit task. Element Amount Represents the earning or deduction amount, as defined by the element's input value identified with the Primary Input Value special purpose. Either this value or the Element Percentage value is populated in the file, but not both. Element End Date End date of the element entry. Element Name Name of the element. Element Percentage Represents the earning or deduction percentage, as defined by the element's input value identified with the Primary Input Value special purpose. Either this value or the Element Amount value is populated in the file, but not both. ELEMENT FREQUENCY Periodicity of the earning or deduction, as defined by the element's input value identified with the Periodicity special purpose. ADP does not use this value. EMPL_RCD_NBR Identifies the employee's assignment, with 0 representing the primary assignment, and increments by 1 for each subsequent assignment. Note: Third-party providers other than ADP may require different assignment identifiers compliant with their own formatting. EMPLID 109

116 Chapter 5 For new ADP customers, this 11-character value uses the following pattern: AABB Where: AA are the first two characters of the employee's first name. If the first name is missing, "FF" is used instead. BB are the first two characters of the employee's last name are the third through ninth digits of the employee's national identifier, rearranged to maintain privacy. For example: "John Smith " could become "JOSM ". GOAL_AMT Defines the maximum amount accrued before the deduction stops. Set as an input value during element entry. PAY FREQUENCY Frequency of the payroll definition, as defined in the Manage Payroll Definitions task. PAYROLL Name of the payroll definition, as defined in the Manage Payroll Definitions task. Record Type Identifies this record as delivering earnings and deductions-specific information about the extract. For use by the third-party provider only. Direct Deposit Records Contains direct deposit-specific information for the employer and employees. Field Name Extract Node Name Extract Tag Name Record Type Record Type Record_Type EMPLID Employee ID Employee_ID TRU Company Company PAYROLL Payroll Payroll PAY FREQUENCY Payroll Frequency Payroll_ Frequency EMPL_RCD_NBR Record Number Record_Number FULL_DEPOSIT derived derived TRANSIT_NBR Routing Transit Number Transit_Number ACCOUNT_NBR Account Number Account_Number 110

117 Chapter 5 Field Name Extract Node Name Extract Tag Name DEPOSIT_AMT Deposit Amount Deposit_Amount Payment Method End Date Deduction End Date Deduction_ End_Date ACCOUNT_TYPE Account Type Account_Type ACCOUNT_NBR Employee's bank account number for direct deposit, as defined in the Bank Accounts table of the Manage Personal Payment Methods task. ACCOUNT_TYPE Identifies the account as either checking or savings. Defined in the Manage Personal Payment Methods task. DEPOSIT_AMT Amount of each direct deposit, as defined in the personal payment method. Note: If this attribute is set to any value greater than zero, the FULL_DEPOSIT attribute cannot be set to Yes. For example, the employee wants 100 USD to be deposited into a savings account and the rest into a checking account. Therefore, for their first direct deposit record, set DEPOSIT_AMT to "100" and FULL_DEPOSIT to "N". For the second record, set FULL_DEPOSIT to "Y" and pass nothing in DEPOSIT_AMT. EMPL_RCD_NBR Identifies the employee's assignment, with 0 representing the primary assignment, and increments by 1 for each subsequent assignment. Note: Third-party providers other than ADP may require different assignment identifiers compliant with their own formatting. EMPLID For new ADP customers, this 11-character value uses the following pattern: AABB Where: AA are the first two characters of the employee's first name. If the first name is missing, "FF" is used instead. BB are the first two characters of the employee's last name are the third through ninth digits of the employee's national identifier, rearranged to maintain privacy. For example: "John Smith " could become "JOSM ". FULL_DEPOSIT Identifies which direct deposit record is the last one that receives all remaining money. 111

118 Chapter 5 Note: If this attribute is set to Yes, the DEPOSIT_AMT attribute cannot be greater than zero. For example, the employee wants 100 USD to be deposited into a savings account and the rest into a checking account. Therefore, for their first direct deposit record, set DEPOSIT_AMT to "100" and FULL_DEPOSIT to "N". For the second record, set FULL_DEPOSIT to "Y" and pass nothing in DEPOSIT_AMT. This value is derived and not set on the extract. Payment Method End Date Effective end date of the direct deposit. PAY FREQUENCY Frequency of the payroll definition, as defined in the Manage Payroll Definitions task. PAYROLL Name of the payroll definition, as defined in the Manage Payroll Definitions task. Record Type Identifies this record as delivering information specific to direct deposits on the extract. For use by the third-party provider only. TRANSIT_NBR Employee's personal bank transit number. TRU Tax reporting unit responsible for the employee's tax and regulatory reporting, as defined on their tax card. Nonrecurring Periodic Output File This topic describes the format of the nonrecurring periodic output file for the US ADP PayForce third-party periodic extract. The output file consists of the following section: Nonrecurring Records Contains information for the employees' nonrecurring earnings and deductions. Note: The US ADP PayForce third-party periodic extract pulls the following nonrecurring earnings and deductions types only: Voluntary deductions Nonrecurring pretax deductions are not included. Supplemental earnings Nonrecurring regular and imputed earnings are not included. Flat amount earnings Hours * rate earnings elements are not included. 112

119 Chapter 5 Field Name Extract Node Name Extract Tag Name CoCode Payroll Reporting Name Payroll_ Reporting_ Name Batch Id intentionally left blank intentionally left blank File # Third-Party ID Third_Party_ID Earnings 3 Code Third-Party Earnings Code RULE_ EARNING_CODE Earnings 3 Amount RUN RUN Earnings 4 Code Third-Party Earnings Code RULE_ EARNING_CODE Earnings 4 Amount RUN RUN Earnings 5 Code Third-Party Earnings Code RULE_ EARNING_CODE Earnings 5 Amount RUN RUN Adjust Ded Code Third-Party Deduction Code Third_ Party_ Deduction_ Code Adjust Ded Amount Entry Value Entry_Value Adjust Ded Code ADP PayForce deductions code for the employee's deduction, as set through the element's Third-Party Deductions Code input value. Adjust Ded Amount Amount of the deduction. Batch Id This field is intentionally left blank and is automatically populated by the ADP for PayForce External Paydata Interface Program process upon receipt. CoCode First three characters of the payroll reporting name as defined in the Manage Payroll Definitions task. Earnings 3 Code ADP PayForce earnings code for the employee's earning, as set through the element's Earnings 3 Code input value. Earnings 3 Amount Amount of this Earnings 3 type earning. The Third-Party Earnings Type determines whether this value is populated. 113

120 Chapter 5 Earnings 4 Code ADP PayForce earnings code for the employee's earning, as set through the element's Earnings 4 Code input value. Earnings 4 Amount Amount of this Earnings 4 type earning. The Third-Party Earnings Type determines whether this value is populated. Earnings 5 Code ADP PayForce earnings code for the employee's earning, as set through the element's Earnings 5 Code input value. Earnings 5 Amount Amount of this Earnings 5 type earning. The Third-Party Earnings Type determines whether this value is populated. File # ADP PayForce 6-digit file number. Defined as a different lookup under the national identifier. 114

121 Chapter 6 6 Payroll Interface for NGA Payroll Interface for NGA Overview Use the Payroll Interface for NGA extract to extract HR and payroll data and to transform the data into an HR-XML format compliant with NGA standards. The NGA Payroll Exchange (PE) acts as a middle tier between the NGA Payroll systems and the external third-party HR applications. NGA has defined a set of xml structure (NGA-PE-XML) that is based on the HR-XML structure extended with NGA/Payroll specific components. The HR data file generated is in accordance with the NGA-PE-XML structure. The following figure summarizes the data exchange between HRIS and NGA. NGA HRIS Payroll Exchange Payroll Services Return HRIS file format message Use the Run Payroll Interface Report for NGA flow pattern from the Payroll Checklist work area to process extract of data for NGA. Submit this flow pattern to generate data in accordance with the NGA HR-XML format. The Run Payroll Interface Report for NGA process generates an output file in the xml format. The structure of the xml file is in accordance with the NGA-PE-XML structure. Element Termination Rules By default, the Final Close Date is set to end of time, which is 31-Dec You can modify the date manually as required. For example, if an employee is terminated in June, the application processes the employee's last regular payroll in June. To make the full settlement in October, set the Final Close Date as 31st October. 115