The document outlines the configuration process for the Oracle Cloud Time and Labor module, focusing on default payroll rates, override rates, and flat dollar amount timecard entries. It details the necessary setup steps for managers to manage employee pay effectively, including creating new elements and defining rate calculations for accurate payroll reporting. The author, Karen N. Settembrino, CPP, shares her extensive experience and involvement in the payroll field, underscoring the importance of compliance and accurate data handling in payroll systems.

1. Oracle Cloud Time and Labor
Default Payroll Rate, Override Rate
and Flat Dollar Amount Timecard
Configuration
Prepared by:
Karen N. Settembrino, CPP
Senior Solution Consultant
Alithya
November 6, 2020

2. Presenter Information – Karen N. Settembrino, CPP
• Currently Senior Solution Architect – Oracle Cloud HCM – Payroll for Alithya
• Oracle Cloud Payroll and Time & Labor experience
• Recently responsible for Cloud Payroll and Time & Labor functionality delivered in Demo Services
environments
• Been involved with OHUG since early 2000’s
• Creator of original OHUG Payroll Special Interest Group supporting EBS, PeopleSoft and eventually Cloud
products
• Heavily involved in American Payroll Association activities including:
– Multiple National Government Relations Task Force subcommittees and Strategic Payroll Leadership
Task Force subcommittees including Federal Issues, Child Support and Other Garnishments, State and
Local Topics and Emerging Technologies
• Currently serving as American Payroll Association’s Region 9 Board of Advisor
• Currently Co-Chair of the APA’s Early Wage Access Work Group
• Published multiple times in the APA’s Paytech magazine
• Awarded APA’s Meritorious Service Award in 2017 for service to the APA
• Working on Oracle products (eBusiness Suite and Cloud Payroll) since 1999
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3. 2400
employees
3000+
projects
375+ ERP/EPM
Cloud projects
23+
years
NASDAQ
ALYA
225+ Oracle
consultants
7 Oracle
ACEs
1000+
clients

4. Agenda
• Configuration required for setting up Flat Dollar Amount values
to appear on the Timecard to be passed to Payroll for payment
• Configuration required to display the Employee’s Default Rate
of Pay on the timecard
• Configuration required to allow managers to override the rate
of pay on the timecard
• Questions
• Thank you!
4

5. Flat Dollar
Amount

6. Background
• Employees may need to add items to the time sheets to
record amounts due for either payment or recording in payroll
• Examples include:
– Mileage reimbursement – enter the number of miles to be
paid. The element rate definition will hold the rate per mile
for calculation which can be updated annually when the
federal rates change
– Tips – whether cash or credit card tips for inclusion as
imputed income or service charge tips included as regular
wages
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7. Configuration requirements and considerations
• Considerations
– The purpose of the element used for payment. For example, if cash tips, the element should
be defined as imputed income. If the element is used for mileage or any type of
reimbursement, the direct payment definition would be required
– Whether multiple elements are required based on purpose.
• Configuration Required:
– Timecard based element – select primary and secondary classification and for Category
select Time Card
• On Basic Information template UI, only the name, reporting name, description and effect date are required. Leave
all other settings as defined (unless the element must be processed and paid separately)
• In the second template page UI, under calculation rules, select Other Units. Enter No for rate definition and
determine whether the earnings should or should not be included in FLSA processing
• Create element eligibility for the base, earnings results, earnings retro results (if applicable), Overtime Only (if
applicable), result and Retro (if applicable) elements
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8. Configuration requirements and considerations
• Configuration Required continued:
– Navigate to Calculation Value Definitions. Search for the base element created.
– From the results of the search, select the <Element Name> Rate Amount row.
– Click on the link to open the Rate Amount UI. Click on the pencil to edit the Calculation
Values row at the bottom of the UI to edit the Rate value.
– In the tips example, the rate would be 1, as shown above.
– In the mileage example, the rate would be the appropriate mileage rate (.58 for example)
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9. Configuration requirements and considerations
• Configuration Required continued:
– In Define Time and Labor, run the Generate Data Dictionary Time Attributes Process
– In Time Entry Layout components, search for the hours type component applicable to the use
case. In the Display Value add a row with the display name and the element created in the
payroll time type column. Make sure the Enabled check box is marked.
– In Time Categories, create a new category to summarize totals on the time card.
• When creating the time category make sure to use the Unit of Measure = Units
– In the Layout Sets, select the appropriate layout set and edit the layout.
• In the Responsive UI layout, under Time Entry Properties ensure Display Unit of Measure checkbox is marked
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10. Configuration requirements and considerations
• Configuration Required continued:
– In the Layout Sets, select the appropriate layout set and edit the layout.
• In the Responsive UI layout, in the section marked as New, where the totals usually appear after selecting
calculate, click the Edit Layout button. In the Unit totals section on the bottom, enter the new Units Category name
and display label. Ensure time entry properties says decimal point = 2.
– Change to edit the Time Entry Layout to make the changes to the classic time card
• In the Time Entry area, edit the layout to mark the Display Unit of Measure checkbox under the Time Entry
Properties area
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11. Configuration requirements and considerations
• Configuration Required
continued:
– Change to edit the Time Entry Layout to make
the changes to the classic time card
• Click on the Time Totals link directly above the time card
layout Reported Hours area and edit the layout
• In the Edit Layout UI, click on either the Units train stop
or Next and add the new units category and display
name
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12. Time Card View after change
• Example of a time card with an flat amount entry:
– Notice: Unit of Measure = Units not Hours and no Start
Time or End Time fields exist
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13. Default Payroll
Rate

14. Background
• Employees and managers want to have the default payroll rate of the employee appear
on the time card.
• The default payroll rate is based on the annual salary basis element through a rate
definition with a periodicity of hourly which drives the hourly rate to appear on the time
card
• The configuration requires the salary basis element be a flat dollar amount element not
an hours x rate element, which may require new elements tied to the existing salary
basis
• For example, if an employee is paid $104,000 per year which converts to $50/hr and this needs to show up
on a time card, define a flat amount recurring element, define a salary basis using that element with a
frequency of Annual and set it to $104,000. Then define an element-based rate definition with the element just
created and set return periodicity as hourly. So the rate definition has all the info it needs to return a $50/hr
rate which would then show on the timecard. Element based Rate Definitions, although are attached to
rate based time card elements, but cannot themselves be driven by a rate based element.
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15. Configuration Required
• Configure a new flat rate annual salary recurring element for the hourly employees
using the standard category. In the calculation rules area choose flat amount.
• Create element eligibility for the base, earnings results and retro (if applicable)
• Create new salary basis using the Frequency of annually and the new element just
created with the input value = Amount. Update all impacted employees with the
new salary basis.
• Create a rate definition with a category of Element, storage type = Amount and
enter the new element name just created. Reporting Required and Calculate Live
Rates should be checked.
• In the Returned Rate Details section Periodicity = Hourly
• In the Calculation area, the Contributor Type = Input Value, Contributor Name =
Amount, Periodicity = Hourly, Add or Subtract = Add and enter an Effective Start
Date
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16. Configuration Required
• Configure a new timecard element for the hourly employees using the Time Card category. In
the calculation rules area choose Hours for calculation units. Answer ‘Yes’ to the question
‘Does this element have a default rate definition?’. Choose the new Rate definition just
created.
• Create Element Eligibility for the Base, Earnings Results, Earnings Retro Results, Overtime
Only, Result and Retro elements
• In Define Time and Labor, run the Generate Data Dictionary Time Attributes Process
• In Time Entry Layout components, search for the hours type component applicable to the use
case. In the Display Value add a row with the display name and the element created in the
payroll time type column or change the payroll time type to the new element depending on
your company’s current configuration and requirements. Make sure the Enabled check box is
marked.
• In the Time Layout Sets UI, choose the layout set applicable to the scenario. Ensure
Responsive UI and Manager checkboxes are marked in the Additional Layouts to Include area.
• Click on the Configure Layout icon for the Responsive UI. Select the Worker layout. In the
Entries area under the Default View > Time Card Fields, add a row and choose Default Payroll
Rate which includes ‘Delivered single attribute time’ description
• Click on the Manager layout to ensure the Default Payroll Rate shows. Scroll to the right to
have the Display Option pencil appear. Check the box in the Configure Time Card Field
Display Option to say ‘Worker layout read only’.
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17. Configuration Required
• Change the Layout Name to Time Entry Layout. Select the Worker layout. In the Edit
Layout area under the Time Card Matrix trainstop, add a row and choose Default Payroll
Rate which includes ‘Delivered single attribute time’ description
• Click on the Manager layout to ensure the Default Payroll Rate shows. Scroll to the right to
have the Display Option pencil appear. Check the box in the Configure Time Card Field
Display Option to say ‘Worker layout read only’.
• Note: May have to verify if any additional entry is needed in the Row Level Details or Entry
Level Details trainstop.
• Navigate to Time Categories and add the new payroll time type for the new hours element
created for the Regular Hours Pay category. Worked Time category may need updating
and any rules for overtime may need to be updated with the new payroll time type using the
new element. Review existing configuration for both.
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18. Override
Default Payroll
Rate

19. Background
• Managers may need to override the default payroll rate for an
employee for specific hours within a pay period
• The functionality configured allows the manager to select the
entries to make the rate change
• Periodicity is included in the configuration which ensures the
override rate is calculated correctly in payroll
• This configuration is designed to work on the manager view of
the classic time card. It is possible to configure the
Responsive UI as well, but the required steps are not
reviewed in this presentation.
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20. Configuration Required
• Navigate to Define Time and Labor
• In Time Entry Layout Components select the component
used in the default payroll rate scenario. Open the
component UI by clicking on the link. Once in the Field
Definition UI click Next on the trainstop to open the
Dependent Field Definition.
• Click on the + to create a new dependent field definition.
Enter the following information:
– Name = Override Rate
– Independent Time Attribute = Payroll Time Type
– Dependent Time Attribute = RATE_AMOUNT
– Description = Free form text
– Availability = For specific independent time attribute
values
– Independent Time Attribute Value = The new payroll time
type (or existing depending on your configuration from
the default payroll rate scenario) chosen from the list of
values
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21. Configuration Required
• Time Attribute and Data Source:
– Time Attribute = RATE_AMOUNT
– Filtered Data Source for Time Entry = Default format
value set for number
– Unfiltered Data Source for Setup Tasks = Default format
value set for number
– No additional filters are defined under Add Filters
• Default Values
– Population Method for New Entry = No default value
• Display Properties:
– Display Type = Text box
– Display Name = Rate Override (freeform text, example
only)
– Enable Override on layouts checkbox marked
– Required on the time card = No
• Save the definition and scroll back to top to create a new row
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22. Configuration Required
• Enter the following information:
– Name = Rate Periodicity
– Independent Time Attribute = Payroll Time Type
– Dependent Time Attribute = Periodicity
– Description = Free form text
– Availability = For specific independent time attribute
values
– Independent Time Attribute Value = The new payroll time
type (or existing depending on your configuration from
the default payroll rate scenario) chosen from the list of
values
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23. Configuration Required
• Time Attribute and Data Source:
– Time Attribute = Periodicity
– Filtered Data Source for Time Entry = HR Lookup Type PVO
(the remaining naming convention will show in the pick list
related to periodicity)
– Unfiltered Data Source for Setup Tasks = HR Lookup Type
PVO (the remaining naming convention will show in the pick
list related to periodicity)
– No additional filters are defined under Add Filters
• Default Values
– Population Method for New Entry = Function
– Function = Periodicity based on payroll
– Time Attribute Parameter for Function = Blank
• Display Properties:
– Display Type = Hidden
– Display Name = Greyed out
– Enable Override on layouts checkbox NOT marked
– Required on the time card = Greyed out
• Save twice and Close the UI.
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24. Configuration Required
• In the Time Layout Sets UI, choose the layout set
applicable to the Default Payroll Rate scenario.
Ensure Responsive UI and Manager checkboxes are
marked in the Additional Layouts to Include area.
• Click on the Configure Layout icon for the Responsive
UI. Select the Worker layout. In the Entries area
under the Default View > Time Card Fields, add a row
and enter Rate Periodicity. The Manager View will
automatically uptake the same field.
• Save the Responsive UI layout. Scroll up and change
the Layout Name to Time Entry Layout to modify the
classic time card. Again select the Worker layout and
edit the timecard.
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25. Configuration Required
• There will be no change to the Worker Time Card
Matrix in the Time Entry layout for the classic
timecard
• Click on the Manager layout and edit the layout. No
changes are completed in the Manager Time Card
Matrix.
• In the Entry Level Details trainstop under Time Card Fields
enter the Override Rate dependent field defined earlier.
• In the Display Properties area, the Label on the Time Card
field must be updated to what should appear on the time
card.
• Click on the Display Options pencil icon to open the
Configure Time Card Field Display Options. Check the
Worker layout read only checkbox.
• Save and close the layout UI.
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26. Please remember to complete the session evaluation in GoToWebinar
Questions?
karen.settembrino@alithya.com