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An introduction to payroll administration
This document provides an overview of payroll administration, including processing options, the pay period cycle, batch processing, quickpay, balance adjustments, retropay and advance pay, continuous calculation, and absence payments. The pay period cycle involves data entry, a batch process to calculate pay from gross to net and prepare disbursement, and cost accumulation and transfer. Batch processing uses predefined processes and interlocking to check results and retry or rollback as needed. Quickpay and balance adjustments allow for manual changes. Retropay and advance pay enable backpaying and paying employees in advance. Continuous calculation and triggers spread payroll processing throughout the period. [/SUMMARY]
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An introduction to payroll administration
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- 3. PAYROLLS Groups ofEmployees Assignment Sets Consolidation Sets Pay Pay
- 4. PROCESSING OPTIONS BatchSubmission QuickPay Payroll group One employee
- 5. THE PAY PERIODCYCLE Regular Pay • Once per period • Data-Entry • Batch Process Processing Actions • Calculate Gross to Net • Prepare and Disburse Payment • Accumulate & Transfer Costs Data Entry Start Cut-off Payroll Run Prepayment Payment Costing
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- 7. HOW MULTI-PROCESSORS FACILITATE BATCHPROCESSING OF PAYROLL Assignment Set Processors Results CHUNK_SIZE = 20 CHUNK_SIZE = 20
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- 9. BALANCE ADJUSTMENTS Balancesindicate the accumulation of defined values over a period of time. Balance adjustment elements are used to make manual changes to the run result for an element.
- 10. RETROPAY AND ADVANCEPAY RetroPay – allows you to back pay employees, in the current payroll run. Advance pay – allows you to pay employees in advance, in the current payroll run. RetroPay Advance Pay
- 11. CONTINUOUS CALCULATION Continuouscalculation: Enables you to spread payroll processing throughout a payroll period. Uses triggers to establish when to run the payroll processes.
- 12. ABSENCE PAYMENTS OraclePayroll enables you to pay your employees for: Sick leave Maternity leave Annual leave Other statutory leave
- 13. SUMMARY On completingthis module you should be able to: Name the processing actions within each pay period cycle Describe the processing options that exist for a payroll Explain the purpose of balances and balance adjustment Distinguish between RetroPay, continuous calculation, and absence payments
Editor's Notes
- #3 Overview of Payroll Administration This slide describes the various parts of a payroll process lifecycle: Processing options and processing sequences Balance adjustments Special Features – such as RetroPay and advance pay, Continuous calculation and Absence payments The following topics will be covered in this course: How to use Oracle Payroll to process your enterprise’s payroll Using balances to maintain the formulas involved in calculating employee allowances Using advance pay and RetrPay to pay your employees for future or past payroll payments Working out continuous calculations that may be spread over several payroll periods Making payments to employees for absences
- #4 Instructor Note This slide reminds students of the definition of a payroll as a group of employees with a common pay frequency. Payroll processing is about the repetitive cycle of administration of pay on a periodic basis. Payrolls Payrolls are about grouping employees into categories that define how and when they are paid. With Oracle Payroll, you can use Assignment Sets to process your employees in sub-groups – for example, all assignments classified in a sub-group you create called “Monthly Pay”, may somehow differ to assignments in the sub-group called “Weekly Pay”. You may choose to process the assignments differently at different times – for example, when making bonus payments. You can also use Consolidation Sets to group results for post-payroll processing. Using consolidation sets allows you to label your payroll runs for further processing.
- #5 Processing Options Oracle Payroll offers batch submission and QuickPay options for processing pay for a group or an individual. Batch Submissions are useful when you want to process a group of set of employees or elements. For example, processing a set of employees with the same element – such as bonuses, deductions and so on. Quick Pay is used to provide an instant snapshot of an employee’s pay. You might choose to use QuickPay when you are processing an employee that has been terminated and requires severance pay details, for example. Quick Pay is useful for late submissions to the payroll run, and for processing terminations. With Oracle Payroll’s Quick Pay, you can consolidate your payroll using batch submission. You can define supplementary payroll runs by Run Type, for both normal payroll processing and QuickPay. For example, you may define an additional payroll run to process run types for bonus payments – separate to normal earnings payroll processes. Run types are defined according to your localization. For additional information, consult the online help.
- #6 The Pay Period Cycle This slide illustrates a typical processing cycle from start to end for a single pay period. This is repeated every period. Typically this is the same cycle whether the period is a week or a month. Note: The pay period dates are used as the start and end dates for any nonrecurring elements you enter for an employee assignment. In this module we will perform each step in the process to gain practical experience of processing payrolls with Oracle Payroll. The module follows a pay cycle Start-to-End to provide familiarity with using the system and then deals with exceptions for errors, late-entry etc. After this the module deals with Retro and Advance Pay activities, and other special payroll features.
- #7 Batch Processing Predefined Processes including: Payroll Run Prepayments Payments Costing Checking Results - Interactive and enables you to watch progress of actions and results for Payrolls and Assignments Retry - Recalculate for a payroll or assignment until completion Rollback - Undo for a payroll or assignment Interlocking Processes - Sequence of processing rollback in reverse order
- #8 How Multi-processors Facilitate Batch Processing of Payroll This slide shows how Oracle Payroll automatically manages the processing of payroll batches. The highly scalable processing takes advantage of the number of processors you have on your system. When you submit the payroll the first step in the process is to generate the set of assignments to process. The batch is processed in ‘chunks’. Chunks are processed in sequence. As soon as one chunk is completed the Oracle Payroll process goes back for the next chunk and continues until all assignments are processed.If the system fails in the middle of a payroll process – E.g. if the power to the machine fails, then the system will rollback processing only on the chunks of employees that are currently processing. Any completed chunks will have saved results. You will need to restart the process to complete the specific payroll run. This chunking model is used by all the payroll processes.
- #9 Instructor Note QuickPay provides instant calculation of pay for one assignment. To run a QuickPay: Select earnings and deductions for inclusion. Start QuickPay. Include in regular payments. Record manual check payments. Rollback QuickPay. Displays as a QuickPay action for the Payroll. QuickPay QuickPay enables you to run the payroll processes for a single employee. You may find QuickPay useful for employees that are leaving the organization, and need to be processed separately from the remaining payroll. Alternatively, you can use QuickPay to make simple calculations and then rollback the process for that employee, enabling them to be processed in the normal payroll run with the rest of the employees.
- #10 Balance Adjustments Balances display the accumulation of values (both positive and negative) over a period of time. You might use balances to record employee leave, taxes and so on. Balances can be fed results of elements processed in a payroll run, or by input values. Balance adjustments allow you to make corrections to user balances and to assignment-level predefined balances. You can make balance adjustments at any time during the payroll lifecycle. You might need to make a balance adjustment for a group of employees who are entitled to a pretax deduction on their earnings. Using balance adjustments allows you to make changes to their balances quickly, and ensures that the pay values and results are picked up by the payroll for processing.
- #11 Instructor Note RetroPay - e.g. salary adjustment effective February 2004, but paid in April 2004. Advance Pay - e.g leave entitlements or leave pay in advance. Retro and Advance Pay RetroPay - allows you to back pay employees, in the current payroll run. For example, an employee is awarded a salary increase effective 01-April, and the current date is 01-June. With Oracle Payroll, you can pay the salary adjustment retrospectively in the current payroll period, ensuring all necessary deductions and adjustments are handled accordingly. Advance pay – allows you to pay employees in advance, in the current payroll run. For example, you would use advance pay to pay employees who have booked leave for a future period. Setting up advance pay enables you to pay your employees before the event takes place, and the advanced amount is recovered over the payroll runs leading up to the absence. Normal payroll processing activities continue to take place, and any additional adjustments are handled seamlessly by Oracle Payroll. Both RetroPay and advance pay must be run before you process the payroll run for the current period. You can process advance pay and RetroPay elements at any time during the payroll lifecycle.
- #12 Instructor Note An example of a continuous calculation is bonuses, where payments are distributed across several pay periods. Continuous Calculation Continuous calculations can be made at any time during the payroll period, and enable you to continue normal processing for the remainder of the payroll cycle. You can run processes such as the payroll run, pre-payments steps, and costing, which deal with predominantly static employee data, at the start of the payroll period, leaving more time for validation and correction of changed data. Using continuous calculation enables you to spread payroll processing throughout a payroll period. Triggers are used to establish when to run the payroll processes.
- #13 Instructor Note Your localization may have predefined statutory leave elements. Absence Payments Oracle Payroll enables you to pay your employees for absences such as: Sick leave Maternity leave Annual leave Other statutory leave Absences are normally set up using either predefined elements, or user defined elements. Recording absences is normally done up to the end of the normal current payroll period. Any absences recorded after the ‘cut off date’ for the current payroll will be collected in the next payroll period. Absence payments are processed when you run your payroll. Your localization may have predefined statutory leave elements already set up for you. Refer to Guided Demonstration Overview of Payroll Processing [LAB2F74Y] Refer to Practice Overview of Payroll Processing [LAB2F82Y]