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Q) What is the difference between a Job and a Position?

Answer) Job is general one, whereas Position is specific term to its role and responsibilities.
POSITION: Finance Manager, HR Manager, Junior SOFTWARE ENGINEER, (this is
position which is specific to the role to be played.

Q) What are the difference between extra information type (EIT) and special information
type (SIT)?
Answer) EIT and SIT Both are provided by Oracle to Capture Extra Information. Basic
differences would be EIT is similar like a DFF and also defined using DFF Definition Screen.
SIT is KFF and defined using Personal Analysis KFF Definition screen.
SIT generally used at Person Level, EIT can be defined at PERSON, ASSIGNMENT,
There are 2 columns start_date_active and end_date_active in SIT while no such columns are
there in EIT.

Q) Tell me the name of important Key Flex-Fields (KFFs) in Oracle HRMS?

Job KFF,
Grade KFF,
People Group KFF,
Position KFF,
Cost Allocation KFF,
Competence KFF.

Q) List of some Important Tables in HRMS

Q) What is the difference between both SECURED VIEWS and NON SECURED VIEWS?
Answer) 1.Secured views display information only for the current period
2. Unsecured views is used to get the information from the entire rows

Q) Define APIs and use in Oracle HRMS?

Answer) APIs are used in HR to insert the data into the Base tables. As its very secured
system, the user does not have the facility to copy the data directly into the Base tables. When we
write the inbound interfaces / use WebAdI, the systems will use the APIs to store the data into
system. The API are published by oracle with number of parameters. The different types of
parameters are IN / INOUT / OUT of these parameters few are mandatory, without which the
process wont complete. Generally when we use API we give data FOR: Object Version
Number, Effective Date and P_Validate
HR_EMOYEE_api example: hr_employee_api.create_employee
hr_organization_api Example: hr_organization_api.create_organization

Q) What are processing types of element?

Answer) Elements are nothing but the components of the salary.
For Example: Basic Salary, House Allowance, Transport Earning, Bonus, Loan Recovery etc.
There are 2 types of Processing
1. Recurring: if an entry of this element applies in every period until the entry is ended
2. Non Recurring: if an entry applies in one pay period only.

Q) What are termination roles of an element?

Answer) Termination Rules of an Element:
a).Actual Termination: For a nonrecurring element, select Actual Termination if you want the
entries to close down at the end of the pay period in which the employee leaves.
b).Final close: if you want the entries to stay open beyond the employee's leaving date so that
you can continue to pay the employee.
c).The Last Standard Process date defaults to the last day of the pay period in which the
employee is terminated, but you can set it to a later period when you terminate an employee.

Q) What is a security profile?

Answer) Security profile provides more security within BG. It helps in determining what users
have access to what data. The levels where you can have security profile are: Organization
Position Payroll Supervisor User specific: you can restrict / give permission to any user you can
also have Custom security

Q) What is a security profile in HRMS?

Answer) Need to have: consolidation set payroll employees should be attached to payroll
balance pay methods required elements and run the process payroll run do correct in case
there is change.

Q) What is the difference between rehire and reverse-termination?

Answer) This means, you are hiring an ex-employee again after interviewing him for a certain
position. So the person will have a new service record but the personal details might remain the
same When an employee is terminated as per the process or by mistake and then there is a
requirement to call back the employee immediately after termination, is known as reverse
termination .It means you reverse the process and retain the employee When you reverse
terminate the process the termination details are cleared and his employment details continues
with the same assignments and with the same service period.

Q) How many key flex fields in HRMS?

Answer) Let me brief about HRMS first: HRMS includes Payroll, but we have Payroll as a
separate application when query KFFs. There are 10 KFFs in HRMS.1. Job KFF2. Position
KFF3. Grade KFF4. Competence KFF (The above four KFFs are part Human Resources

Q) How do you define B.G?

Answer) By default Setup Business Group" available in the system. This BG info visible to all
the employees, to represent a single Unit.Hence in order to make partition on the Employee data
(create a separate Group) we need to create new BG. On the whole defining.

Q) What is Retro Pay in Oracle Payroll? How many types of Retro Pays are available?
Answer) Retro Pay is a payment made for an event of past. Retro Pay stands for some old
Payment due for the employee. This is used for Back Dated Salary Increments. There are four
ways. 1. Retro Pay by Run 2.Retro Pay by Aggregate 3.Retro Pay by Element 4.Enhanced

Q) How many types of payrolls are there?

Answer) Two types1. Regular pay 2. Quick pay

Q) How do you declare bonus of an employee in Oracle HRMS Payroll?

Answer) You can define one element (earnings) and use it to pay Bonus. Declaration is based
on the functional inputs, suppose company wants to pay Bonus along with January Salary in
Every Year, you can write the formulas accordingly. Cheers

Q) What are the tools used with Oracle HRMS?

Answer) Oracle Reports, Discoverer, Standard seeded reports, View/List option of the menu -
output could be exported in word/excel, WebADI etc.

Q) What are the advantages of Oracle HRMS over PeopleSoft HRMS?

Answer) Oracle HRMS is more secured than People Soft HRMS.

Q) How people management is achieved using Oracle HRMS?

Answer) How is gross pay elements defined in Oracle HRMS?

Q) What are the reports available with Oracle HRMS?

Answer) Absences Report Assignment Status Report Current and Projected Progression Point
Values Report Element Link Details Report Employee Increment Results Report Employee
Movements Report Employee Summary Report Full Personal Details Report Set Full Applicant
Q) How Oracle HRMS helps in Budgeting and Costing?
Answer) You can set up budgets for non-monetary measures such as headcount or full-time
equivalent. When you enter employee assignments to define the work an employee does for your
enterprise, you can specify the value of the assignment towards these budgets.

Q) What are the advantages achieved by an organization by using Oracle HRMS?

Answer) Remember the pyramid kind structure: People, WS and Compensation benefits with
Assignments being the basis. This model is both flexible and adaptable. It is flexible, so that you
can reflect the needs of different companies

Q) What is advanced benefits module in Oracle HRMS?

Answer) Oracle Advanced Benefits (OAB) takes care of the management of Benefits
Administration part. it has very advanced features like Life Event Triggering /
Processing, FSA administration, Reimbursement processing, Communications relating to
Benefits etc.

Q) What are the modules available in Oracle HRMS?

Answer) Core HRPayroll (Includes Standard Benefits) Adavnced Benefits (OAB) Talent
Management (Performance Management) Oracle Time and Labor (OTL) Oracle Learning
Management (OLM) iRecruitmentSelf Services HR (SSHR).

Q) What are the vital features of Oracle HRMS?

Answer) Vital features are: People, Assignment, Work Structure, Compensation and Benefits.

Q) How is new reports created in Oracle HRMS?

Answer) Discoverer, BI Reports, Copy existing report and register with different name.

Q) What are the steps involved in implementation of Oracle HRMS?

Answer) Following are the steps to implement Oracle HRMS, -- Define Key Flex fields--
Define Descriptive Flex fields-- Define Business Group-- Set required Profile Options-- Define
Location-- Define Organization-- Define Grades-- Define Jobs-- Define Positions

Q) What are the key flex fields present in Oracle HRMS?

Answer) 1. Job2. Position 3. Grade 4. People Group 5. Cost Allocation6. Competence7. Bank
Details 8. Soft Coded 9. Personal Analysis crieteria10. Collective Agreement.

Q) What is date tracking, how it is used in HRMS ?

Answer) date tracking is a feature in Oracle HRMS esp with all tables whose name send with
_F eg:per_all_people_f .Now what happens here is we cannot purge a record .

Q) What are the key tables used in HRMS?

Answer) There are many tables used in HRMS. I have listed some tables.

Q) What is costing?
Recording the costs of an assignment for accounting or reporting purposes, Using Oracle Payroll,
you can calculate and transfer costing information to your general ledger and into systems for
project management or labor distribution.

Q) What are 2 modes of date track in Oracle APPS?

Answer)There are two Date Track modes are as follow:

Q) Can we delete an employee forever? How?

Answer) Use Delete personal record form from front end. But employee should not be a
application user (end date the username before delete) and should not be having payroll run data.

Q) Can a job have multiple positions?

Job is generic. Yes a job can have multiple positions.

Q) Can you call PL/SQL Package functions from within a Fast Formula?
Answer) Yes you can
>how do we do this?
There is a Define Function screen in HR. In this screen you will register the PL/SQL as
External Function.

Q) Can we want to pass a parameter PAYROLL_ID to this external PL/SQL Function,

how do we do it?
Answer) The Define Function screen has a button named Context Usage. This button opens
up a window in which you can register the parameters.

Q) How do you debug a Fast Formula?

Answer) You can create a message variable in Fast Formula.
This message variable must also be registered as a Formula Result (In Formula Result Rule

Q) What are the various levels where you can Set up Payroll Costing Accounts? Which
levels take the highest precedence?
Answer) Element Entry => Highest
Assignment => Second Highest
Organization => Third Highest
Element Link => Fourth Highest
Payroll => Fifth Highest

Q) Technically speaking, how do you know from tables that an Employee has been
(a) The Person_Type_ID in PER_PERSON_TYPE_USAGES_F will correspond to System
Person Type EX_EMP
(b) A record gets created in table PER_PERIODS_OF_SERVICE with Actual_Termination_date
being not null

Q) How can you make Employee Number generation Automated based on business rule
Use Fast Formula.

Q) What is the difference between per_people_f and per_all_people_f?

PER_PEOPLE_F is a secured view on top of PER_ALL_PEOPLE_F. The secure view uses an
API hr_security.show_person. This API internally checks for an entry in table
PER_PERSON_LIST for the logged in persons security profile. A concurrent program named
Security List Maintenance program will insert records in PER_PERSON_LIST.

Q) If you do personalization at both FUNCTION level and Responsibility level, which

personalization has higher precedence?
Responsibility level. Responsibility level will override FUNCTION level personalizations.

Q) Say you have done a lot of Personalizations to Self Service Screens. But all these
Personalizations were done in DEVELOPMENT environment. How will you migrate these
personalizations to PRODUCTION environment?
Before 11.5.7Use AKLOAD
This is a java program given by Oracle. This is the only way you can script it.
In DEV you will do AKLOAD DOWNLOAD ( & other parameters)
In PRD you will do AKLOAD UPLOAD ( & other parameters)
On or after 11.5.10 Use responsibility Functional Administrator, then click
on Personalization Tab, and then click on Import/Export.
Next select the documents to be exported.
Go to the UNIX box and tar the personalizations into a .tar file.
On the Production environment unzip this tar file in location as entered in profile FND:
Personalization Document Root Path.
Setting up of this profile is mandatory or else Oracle Framework wouldnt know where to search
for the files to be imported.

Q) How to restrict iRecruitment external visitors to access only responsibilities on the

external server?
Set the Server Trust Level for the server to External, Set the Trust Level of the iRecruitment
external responsibilities to External too.

Q) Is SSHR a dependency for iRecruitment?

iRecruitment has no dependence on SSHR

Q) Does iRecruitment support Candidate Qualifying Questionnaires where the candidate

must answer vacancy-specific questions correctly prior to submitting an application?
iRecruitment currently does not support this function, For now this can be achieved by having a
set of simple questions using flexfield to get those responses and a user hook to validate them as
part of the apply process.
Q) Do we track vacancy history?

iRecruitment does not track changes to the vacancy. If changes to a field are to be traced use the
Audit capability in APPs.

1. What is Flexfield (or) Define Flexfield?

Ans: Oracle Application uses Flexfield to capture information about Your organization.
Flexfield have flexible structure for storing key information. Like Company, Cost Center,
and Account. They also give u highly adaptable Structure for storing customized
information in oracle Applications.
2. What are the Flexfields used in Core HR?
Ans: here are 8 Key FlexFields in Oracle Apps(HRMS Module).
They are broadly classified as
1.Oracle Payroll
2.Oracle Core HR
Under Oracle Payroll the flexfields are :
People Group
Cost Allocation
Bank Details
Under Oracle Core HR the flexfields are :
Personal Analysis
3. What is the purpose of Flexfields? what is a flexfield qualifier ?
Ans: A flexfield is made of segments and oracle identifies if
particular segment in the accounting flexfield is an
account segment or a company segment, based on some
predefined values called as flexfield qualifiers which are
assigned to the segments to look meaningful for defining
the accounting flexfield. Eg: Account segment uses Natural
Account segment and the company segment uses Balancing
segment are mandatory for defining the accounting flexfield.
Other values are Cost center segment, Inter company
segment, secondary tracking segment.
4. Why you will check the Allow Dynamic Inserts?
What is dynamic insertion with account code combination? and what will system do
if it is not allowed and the Allow Dynamic insert is disabled or unchecked?
Ans:Dynamic Insertion with account code combination means entering a dynamic code
combination during transactions.

We know that the COA structure is made up of multiple segments, each segment has
multiple and various values. If you disable dynamic insertion then you have to
statically create the account code combinations separately from the screen GL
5. What is the Segment & What is the Attribute?
Ans: Segment: A segment is a database object that has space allocated to it - for
example, a table, index, materialized view, etc. A segment consists of one or more
extents allocated within a tablespace.
Attribute: An attribute is an element that takes a value and is associated with an object,
such as an item, a region, a page. An example of such an element is Author, whose value
is typically the name of the object creator. Typically, an attribute value is provided by a
user, though there are some attributes that provide their own default values.For example,
the Publish Date attribute has a default value of the current date and time. In most cases,
users can revise an attribute's default value.

There are two types of attributes, with all attributes falling into either one or both types:

Content attributes are associated with item types and page types, and store information
about an item or page, such as the associated category, description, or perspectives. These
attributes are included in the add and edit screens where users can provide information
about the item or page they are adding or editing. Page group administrators can create
their own item types and page types and specify exactly what information they want users
to supply by choosing which attributes to include. In addition, page group administrators
can create their own attributes for containing extra information.

Display attributes are associated with regions, and display information about an item or
portlet, such as the author, display name, and creation date. Page designers can choose
which attributes to display in a region. Note that some content attributes, such as author
and description, are also display attributes. Any custom attributes created by the page
group administrator are also display attributes.
Attributes can be further sub-divided into particular types of use groups. For example:

For Entry and Update (Edit)--these are attributes with user-editable values, which may be
associated with one or more objects, such as with items, portlets, or pages.
For Region Display (Region)--these are the attributes exposed in a region list of
attributes, which users can select for display against either items (I) or portlets (P) or both

For Search Criteria (Search)--these are attributes against which users can search for

For Search Display (Results)--these are attributes users can expose on a search results

The following table lists all seeded attributes alphabetically, describes their purpose, and
indicates the use groups to which the attributes belong.

6. What are the organization classifications?

7. When you are defining Business Group?
Ans: Business Groups

A business group is the highest level of organization and the largest grouping of
employees across which you may report.
Oracle Human Resources includes a predefined organization named Setup Business
Group. We recommend that you modify the definition of this predefined business group
rather than defining a new one. If you define a new business group instead of modifying
the predefined Setup Business Group, you need to set the HR: Security Profile profile
option to point the security profile for the new business group. Oracle Human Resources
automatically creates a security profile with the business group name when you define a
new business group. Oracle Human Resources incorporates all other organizations you
specify into the business group you define. See: Setting Up Security in Oracle HRMS

You use the Organization window to retrieve the predefined Setup Business Group and
change its name to the name of your business group to create your business group. The
business group you define here appears in the list of values when you set up the HR:
Security Profile profile option.

A business group is a special classification of an organization, so you also need to specify

its organization type, location, and whether it is an internal or external organization. It is
also essential to select the correct legislation code for a business group for correct
functioning of Oracle Human Resources. You cannot change the legislation code after
entering employees in a business group. See also: Entering Business Group Information
Attention: Employees, organizations, and other entities are partitioned by business group.
If you set up more than one business group, your data will be partitioned accordingly. In
addition, classifying an organization as a business group is not reversible. Be sure to plan
your business group setup carefully. For more information, refer to the Oracle Human
Resources User's Guide.
You must also specify required business group information. Note that even though you
must fill in a value for every segment in the Business Group Flexfield, Oracle Projects
uses only the following information:

Short name
Employee Number Generation
Job Flexfield Structure
Project Burdening Organization Hierarchy
For each Business Group, you specify a Project Burdening Organization Hierarchy and
Version. Oracle Projects uses the Organization Hierarchy/Version to determine the
default Burden Multiplier when compiling a Burden Schedule. See: Burden Schedules
You must define the Organization Hierarchy before you associate it with a Business
Group (see: Organization Hierarchy).

8. How you do employee Number generation from Manual to Automation?

9. How you restrict the Min and Max Age for Employee?

10. Difference between KFF and DFF?


*Will store the additional data.
*In DFF the data can be stored in Attribute columns.
*We can create our own DFF's and we can modify the existing DFF's.
*Will store the unique data.
*In KFF the data can be stored in Segment columns.
*We can't create KFF's and we can modify the existing KFF's.
11. Difference between Job, Position & Grade?
Ans: Job is generic
Position is the instance of Job and specific to organiation
Manager is a job
Manager HR is a position
Manager Finance is a position
Jobs are meant to describe the duties someone performs, e.g. Engineer, Accountant,
Manager' You can set up the system to just have jobs (usually used in companies with
less formal structures.

'Positions are meant to describe specific instances of that job, e.g. Trainee Engineer,
Senior Cost Accountant, Sales Manager' If you are using positions you must first have
your jobs defined. Usually used in companies with formal structures, used alot in public
service companies that have position control such as 15 administrators reporting to 5 snr
administrations etc, etc.

'Grades can be set up against either a Job or a Position. You select which ones are valid.'
Grades also enable you to allocate grade ranges or spines to particular jobs.
12. What is SIT and How you will define SIT?
Ans: In Oracle HRMS, you use the Personal Analysis key flexfield to define any special
information, not provided by the main system, you want to hold about people, jobs and
positions, and training activities.
You can define any number of instances of the Personal Analysis key flexfield. Each
instance is called a Special Information Type. For example, you might set up types to
hold performance reviews or medical details.

SIT Defining Process: I will explain how to create SIT in Oracle HRMS Person
screen.SIT is basically a KFF.This we can use to capture additional person
information.The KFF which we are using here is Personal Analysis Keyflexfield.We can
create and assign N number of SITs to a person.Once you enable the SIT it is available
across the Application.

Following steps needs to be done to create a SIT.

1) Define a structure for the Personal Analysis Keyflexfield. For this you have to
navigate to
Application Developer > Flexfield > Key > Segments

13. What is EIT and How you will define EIT?

Ans: I will explain how to create EIT in Oracle HRMS.EITs are basically Descriptive
Flexfields (DFF).Standard product has EIT DFFs defined in forms such as
Person,Assignment,Job etc.We can add segments to the defined DFF based on our
requirements so that it will appear in corresponding screen.Compared to SIT EIT has
added security.We can enable EIT for specific responsibility.

Following steps needs to be perform to create EIT.

1) Create the DFF segments.

Navigate to Application Developer > Flexfield > Descriptive > Segments.
Query for Extra Person Information under Human Resources application.
Uncheck Freeze Flexfield Definition and create the segment.

14. Difference between SIT and EIT?

Ans: SIT- They have date tracked feature where as EIT- dose not have
SIT- Values are stored in Segment column of Table and EIT-values are stored in attribute
column of table
SIT - Are used to stored key information where as EIT - are sused to store additional

SIT--> Special Information Type

1. This is a KFF
2. This field is date tracked
2. This is value added in this field is available through out the Business group

EIT--> Extra Information Type

1. This is a DFF field
2. This Field is not date tracked
3. This Field can e restricted and Responsibility level it is more secure than SIT

DFF is Descriptive Flex Field and KFF is Key Flex Field

15. How you will change Employee Hiring date?

Ans: Step 1: Navigate to HRMS Super User People Enter & Maintain Search for the
Employee for which Original Hire date has been changed.
Step 2: Change the Latest Start Date on Enter & Maintain Screen Save Check the
Following tables to check if the hire dates have changed
select person_id,effective_start_date from per_all_people_f where employee_number =
select date_start from per_periods_of_service where person_id = <PERSON_ID>
Step 3 (Only if Required:Use the following API to change the Original Hire Date
16. How you will assign a Single incumbency Position to another employee?

17. What is Date Track?

Ans: Update Date Track Modes

To maintain employee data effectively Oracle HCM is using a mechanism called date
tracking.The main motive behind the date track mode is to maintain past,present and
future data effectively.
The various update date track modes are:

CORRECTION : Over writes the data. No history will maintain.

UPDATE : Keeps the history and new change will effect as of effective date
UPDATE_CHANGE_INSERT : Inserts the record and preserves the future
UPDATE_OVERRIDE : Inserts the record and overrides the future
Action: Created Employee # 22 on 01-JAN-2012

Anser-2: Date track allows you to maintain a continuous history of the record or
information over a period of can use date track history to view a report of every
update ever made to a record..whenever you update a record a new record gets created
with the updated information and the previous record gets end dated a day before your
updation....presence of effective dates in the windows tells that the window is date oracle hrms it is used for assignments and information on workers...etc.

18. How you will change Person Type of an Employee?

19. What are the Flexfields comes under the payroll?

People Group (It is used in Assignment window)
Cost allocation.
Bank Account KFF (It is used in Payment Method)

20. What are the table are there in Core HR?

Oracle Apps 11i Keyboard Shortcuts

F4 Exit
F5 Clear Field
F6 Clear Record
F7 Clear Block
F8 Clear Form
F11 Query Enter
F12 Count Query
Ctrl + S Save
Ctrl + L List of Values
Ctrl + F11 Query Run
Ctrl + E Edit
Ctrl + Up Delete Record
Ctrl + Down Insert Record
Ctrl + P Print
Ctrl + U Update Record
Ctrl + B Block Menu
Ctrl + K Display list of Keys
Shift + F5 Duplicate Field
Shift + F6 Duplicate Record
Shift + F8 Next Set of Records (Same as Page Down)
Shift + Page Down Next Block
Shift + Tab Previous Field
Shift + Page Up Previous Block
Shift + Ctrl + E Display Error
Page Down Scroll Down (Same as Shift + F8)
Page Up Scroll Up
Tab Next Field
Down Arrow Next Record
Up Arrow Previous Record
Return Return

Oracle Applications-R-12: Shortcut Keys

Function Hot Key

Clear Field F5

Clear Form F8

Clear Record F6

Clear Block F7

Commit / Save Ctrl-S

Delete Record Ctrl-


Duplicate Field Shift-F5

Duplicate Record Shift-F6

Edit Ctrl-E

Enter Query F11

Execute Query Ctrl-F11

Exit F4

Insert Record Ctrl-

List of Values Ctrl-L

Next Block Shift-PgDn

Next Record

Previous Block Shift-PgUp

Previous Field Shift-Tab

Previous Record

Next Field Tab

Print Ctrl-P

Scroll Down PgDn

Scroll Up PgUp

Show Keys Ctrl-K


Oracle Payroll Interview Questions

The main purpose of the payroll run is to calculate employee pay correctly at regular intervals. In
addition you can perform other payroll processes to ensure accuracy and provide flexibility for
your organization. For example, you can roll back a payroll run when you want to carry out a test
run without keeping any record of it having taken place. You can also run a Retro Pay process
when you want to make retrospective adjustments to allow for backdated pay awards.

What are the mandatory fields while creating Payroll?

Payroll Name, Period Type and Start Date

Define Elements

Elements are the building blocks for earnings, deductions etc. of a Payroll.
Salary Basis

Salary basis is the duration on which the salary is reckoned. It is a rule to administer pay.

Define Quick Pay & Batch Processing

When calculating pay, we can use either

- Quick Pay Process, which is for one employee or

- Batch Process for all employees together

What is Retro Pay, Advance Pay & Absence Pay

- Retro Pay Payment for any previous cycle in the current payroll run
- Advance Pay Payment for any future cycle/advance in the current payroll run
- Absence Pay Payment for leaves like sick leave, maternity leave, annual leave and other
statutory leaves

Define Batch Element Entry

This is an open interface specially designed for elements. With BEE we can quickly incorporate
mass updates in any specific elements.

What are Reversal and Retry?

Reversal can be used to correct run results for one assignment after post-run actions have already
occurred. Retry is for correcting mistakes after a payroll process finishes.

Which elements you link openly in Payroll?

Workers Compensation and Vertex (Vertex is a third party software to calculate US Canadian
taxes) using Quantum files. (It is part of Vertex software which will be updated as and when the
tax and legal rules are changed by the US/Canadian Government. So we keep getting the Vertex
patches to bring Quantum files with the up to date tax rules and conditions)

What is Consolidation Set, Element Set & Assignment Set?

Consolidation Set: A grouping of payroll runs within the same time period for which one can
schedule reporting, costing, and post-run processing.

Element Set: Grouping of all individual elements into one set.

Suppose you want to define a special type of payment and make this available only to employees
who work at a particular location. In Oracle HRMS you use a compensation element to represent
the payment. You define the business rule as a link between the element and the specific
location. Then when you assign employees to the location, they automatically become eligible
for the payment.

Assignment Set: Grouping of assignments for retro pay is generally referred to as Assignment

What are Fast Formulas?

Fast formulas are pseudo codes used in the payroll for validating the entry values, assignment
sets and element sets.

Post Payroll Process

Three concurrent processes will run in the Post-Payroll process, viz.

1. Pre-payment Process
2. Costing Process &
3. Transfer to GL Process

What do you mean by Garnishments?

Third Party payments is also known as Wage Attachments, Wage Garnishments and Court orders
in different localizations. 3rd party payments are deductions from earnings incurred by Court
debts or fines. For example, payment of maintenance, child support or other legally incurred

What is BACS, NACHA?

BACS: Banks Automated Clearing System. This is the UK system for making direct deposit
payments to employees.

NACHA: National Automated Clearing House Association. This is the US system for making
direct deposit payments to employees.

Does Oracle Payroll enable you to run part payrolls?

Yes, Oracle Payroll enables you to run part payrolls. This is useful in each of the following
circumstances where you do not want to process a payroll for the entire organization.

Calculating Pay for an Individual Employee

If an employee leaves the company before the end of a payroll period, you will need to calculate
the individual pay entitlement. You may also want to calculate individual pay to check the details
for an employee before starting a payroll run for all employees.

Can you verify that a payroll run has completed successfully?

On completion of a payroll run you will need to verify that the run completed successfully. You
can display run messages and view latest balances and assignment level results. You may also
need to have relevant information grouped by topic in report format so that you can review the
outcome of processing.

Can you make adjustments after a payroll run has completed?

Oracle Payroll enables you to make each of the following types of adjustment when a payroll run
has completed.

- Addition of late entries that were not included in the initial run
- Corrections to details that were wrongly entered in the initial run
- Retrospective distribution of current payments to the period in which they were earned

When you have made these corrections and modifications you can then run the payroll again.
However, you do not need to rerun the entire payroll. Oracle Payroll will only reprocess those
items that were incorrect in the initial run.

Can you produce payment and costing information from a completed payroll run?

Oracle Payroll enables you to use the results of a payroll run to allocate payments to your
employees, and to provide costing information.

Ensuring that Employees are paid by the Correct Payment Method

When a payroll run has completed you need to pay each employee according to the payment
methods that you have specified. You may also need to override the predefined payment
methods where employees are receiving special payments such as bonuses, which may not be
paid by the usual methods of payment.

Ensuring that Costing Information can be provided

On completion of a payroll run you may need to distribute the associated costs across particular
cost centres. Oracle supports this using the Cost Analysis module.

Can you run payroll processes and reports multi-lingually?

Payroll processes and reports are always submitted and always run in the local language only.
This means that US and UK payroll reports can only be run in English.

Can you verify that payments have been made?

Yes. Oracle Payroll is fully integrated with Oracle Cash Management. This enables you to use
Oracle Cash Management to verify that payments have been cashed. Reconciliation can be
applied to payroll checks (cheques) and third party checks. You can identify which checks have
been cleared and the date on which they were cleared. You can also view a reconciliation report
which shows if voided checks appear to have been cashed.
1) Where do you terminate an employee in the application?

Navigate to US HR or US HRMS Manager (or equivalent) > People > Enter and
Maintain > Others > End Employment.

2) How do you terminate an employee?

On Terminate screen, select Actual Process Date and/or Final Process Date
and click on Terminate button. Optionally, enter 'Leaving Reason,' 'Notified,'
'Projected,' 'Last Standard Proces' values.

3) What API's are available for termination?

Hr_ex_employee_api (File name: peexeapi.pkb)
This file contains three (3) procedures.....
Note: The API's have to be called in that order.

4) How do you rehire a terminated employee?

Ensure the Final Process Date field is populated on Terminate screen. Navigate
back to People form and change person type of Ex-employee to Employee from list
of values.

5) How do you perform a reverse termination?

On Terminate screen, datetrack to termination date and select Reverse
Termination button.

6) How do you populate the Leaving Reason list of values on Termination form?
This is controlled by Lookup Type 'LEAV_REAS.' Add any number of records to
this lookup. Navigation: US HRMS Manager > Other Definitions > Application
Utilities Lookups

7) What is the significance of the fields in the Termination Dates zone on Termination
i.e. Notified, Projected, Actual, Last Standard Process, Final Process.
Notification Date:
This is for information only and is optional.

Projected Date:

This is for information only and is optional.

Actual Date:

This corresponds to the actual date the employee left the organization.
When you DateTrack after this date the People form will show the person as an
Ex-Employee. This is required.

Last Standard Process Date:

Where Oracle Payroll is used this will be the date after which no further
payroll processing can occur. This is optional and can be left blank.
Element entries defined against the employee would be end dated with this
date rather than the actual date if they were defined with the standard rule
of Last Standard Process.

Final Process Date:

This will represent the last date for late payments for Oracle Payroll users.
An example would be where certain elements were paid in arrears - such
as commission. Element entries defined against the employee would be end dated
with this date rather than the actual date if they were defined with the
standard rule of Final Close.

8) How do you terminate in a shared HR installation?

In shared HR installations, you'll navigate to the shared People form (PERWSEMP).
Query employee and populate End Date field.

Note: The navigation varies based on financial application you are using. For example:

Responsibility Navigation
PO Super User GUI Setup/Personnel/Employees
PA Projects Costing Super User GUI Setup/Human Resources/Employees
AP Manager GUI Employees/Enter Employees

9) How do you change the end date (termination date) in a shared HR installation?

This example uses Projects responsibility:

A. Select the Responsibility Project Billing Super User or Costing Super User.

B. Navigate: Setup -> Human Resources -> Employees

C. Query the employee.

D. Clear the End Date field.

E. Save.

F. Enter the new end-date.

G. Save.

10) R11.5 - Why does terminating an employee produce error APP-BEN-92108?

You must define a default monthly payroll for each business group you maintain.
Benefit assignments are linked to the default monthly payroll in order to
calculate premiums for continuing benefits such as COBRA. (Oracle Development
recommends defining a Monthly payroll as default at the GRE level.)

The monthly default payroll does not need to be unique. If a monthly payroll is
already set up for your business group, you may choose to use that payroll as a
default, rather than setting up a new one.

To assign a default payroll for Benefits:

3.1. (N)Work Structures -> Organization -> Description.
3.2. Query the Organization.
3.3. Under Organization Classifications -> Business Group click on the
Others button.
3.4. Choose Benefits Defaults Enter the Monthly payroll you will use for
the default for Benefits.
11) How do you terminate in Self Service Human Resources?
Manager Self-Service > Termination (US) > Select employee > terminate

12) How do you pay terminated employees in Oracle Payroll?

Ensure the terminated employee has an assignment status related to 'Process'
payrolls. You can confirm which statuses you have set under Work Structures >
Status. Element entries on the terminated employee should be non-recurring

13) What happens to element entries upon termination?

All element entries are end-dated.


. How to restrict iRecruitment external visitors to access

only responsibilities on the external server?
Set the Server Trust Level for the server to External
- Set the Trust Level of the iRecruitment external
responsibilities to External too.

2. Is SSHR a dependency for iRecruitment?

iRecruitment has no dependence on SSHR (and vice

4. Does iRecruitment support "Candidate Qualifying

Questionnaires" where the candidate must answer
vacancy-specific questions correctly prior to submitting an
iRecruitment currently does not support this function. For
now this can be achieved by having a set of simple
questions usingflexfield to get those responses and a user
hook to validate them as part of the apply process. .

6. Can we change the default currency on job vacancy

The default currency in iRecruitment is always the default
currency of the business group.

7. Do we track vacancy history?

iRecruitment does not track changes to the vacancy. If
changes to a field are to be traced use the Audit capability
in APPs.
8. Is there a functionality to capture Time and Date stamps
of when Applicant first applied and when documents first
uploaded available?
Currently this functionality is not available. The WHO
columns like creation_date, created_by, last_update_date
and so on,
which can be used to determine exactly when any record
was created are never exposed in the self service tech
stack unlike

10. How do we see the current status of a vacancy

submitted for approval?
The status field allows you to search for vacancies with
just one of the many statuses, e.g. Approved. However, a
vacancy is not actually created until it is approved if
approvals are turned on.

11. How to repopulate the seeded address types in

Re-run the patch that delivers in force apply mode OR the
ldt file residing at $PER_TOP/patch/115/import/US.

12. What is the order/hierarchy in which default job posting

information comes through in the vacancy?
If default postings are created at multiple levels then all of
the fields will be filled out from the position. If there are
any blank then it will look at the job to see if any of the
blanks were specified on the job. If there are any further
blanks, then it will look at organization, and then finally
business group.

The order would be as follows:

1. Position
2. Job
3. Organization
4. Business Group

13. How to send postings to external websites (such as

Monster/Stepstone etc)?
Refer to the implementation guide.
14. Why should I re-login to view candiate created via
Magnaware in iRecruitment?

AnswerThe way that HR security works is that security is

cached for a session under some circumstances.This is to
performance. That means that under some circumstances
a new user will not be visible until re-logging in, and the
cache is refreshed.

15. How do I download an application from from

While creating the vacancy include an html link to the
application form document in the job posting. The user
at the vacancy can just click on the link to download the

1. What components in HR need to be setup in order to utilize the Fill Employee

hierarchy (Purchasing)?

The standard setup includes setting up an employee, position, and a position
hierarchy. The fill employee will move to the next available position to become the
approval position for Purchasing. In order to accomplish this, we need to have the
employee created, assign him to a position, and ensure that a position hierarchy has been
created so that it may move positions around as needed.

2. You are attempting to add a new organization, and upon entering the new
organization name, you receive an error: FRM-40200: Field is protected against

Check the HR:Query Only Mode profile in sysadmin.
a) Navigate to Sysadmin -> Profile -> System.
b) Put appropriate values for Application (Oracle Human Resources)
and Responsibility(whatever you use to access the HR system).
c) In profile field, type in hr%.
d) Click on Find.
e) Find profile HR:Query Only Mode. Make sure all values in (b)
are set to No.

3. You are running the Government mandated reports and they do not work. You
want to know how to get the hierarchy structures to work.

Read the chapter on Government mandated reports thoroughly. The most
common problem with the setups of these reports is the Classification Name. You must
follow the rules for the reports exactly. The purpose of several of these reports is to
measure the extent to which various identifiable groups of people are obtaining and
advancing in employment.
In order to do this, you must issue separate reporting for each GRE in your Business
Group. For reporting purposes, an establishment may be a single physical location, or
several places within the same locality.
To represents these establishments, you give the organization the classification of
Reporting Establishment. An establishment serving as the headquarters also gets the
classification of Corporate Headquarters.
An establishment Hierarchy should also be setup as well.

4. You are trying to create a new Organization during initial setup (multi-org).
You navigate to Work Structure -> Organization -> Description
And get the following error:
APP-PAY-07908: HR ERROR; in PAYWSDOR,trigger
(PROCEDURE = perwsdor_init)
This happens after you had already created some organizations (Business Group)
and used that BG to create a Chart of Accounts and Set of Books, etc.

You must remove the Business Group name from the profile (HR: Data Migrator
Business Group Lockout) and save. After that you can go to the Organization form and
create a new organization.

5. Trying to update Business Group information to change job and position

flexfields. Can this be done? If not, how do you attach all employees to the new
business unit you will need to create?


This is a consulting issue and not one that can be resolved by simply changing the
business group id in an API. Please call Oracle Consulting for further assistance.

6. You create a new organization which has the classification of "Business Group."
Then you proceed to create other organizations, jobs, and positions with the
assumption that these new entities would be associated with the newly created
Business Group. This does not happen - these new records are attached to the old
Business Group. You want to know why this happened.

When a new Business Group is created and you wish to associate subsequent records to it,
you MUST change the HR:Business Group profile option for the responsibility you are using
(or create a new responsibility to point to the correct Business Group).

To change the profile option:

Log in as System Administrator
Navigate to Profile -> System
Click on the Responsibility box and enter your responsibility name
In Profile field, enter HR:Bu% Click Find
Click in Responsibility column for HR:Business Group and select list of values - here you
can select your new business group Once changed, everything you create that is associated
to a business group will now use the newly assigned value.

7. You are in the Position Hierarchy and query a position, you place your cursor in
the position box, click the down box, and get an error message "Warning, the
position you chose is not currently in effect." Click OK and it shows the subordinates

The From Date needs to be set for the hierarchy to a date after the Start Date of any
position that is to be included in the hierarchy.

8. You have an organization defined as a Reporting Establishment and want to know

if you this classification can be used in the GL Rollup.

The Reporting Establishment classification is used only by the HR Responsibility. It is

designed to be used for Government mandated reports. It cannot be used for GL Rollup.


1) Why cant I use the GENERIC address style? It isnt in the list of values?

The GENERIC address style is no longer supported even though it is a structure in the
Personal Address Information descriptive flexfield.

2) How do I default an address style?

The address style will be defaulted based on your business groups legislation. You can
override this default on the Personal Address Information descriptive flexfield.

3) Is it possible to have each organizations country address style defaulted?

Example: if you have 25 organizations in 25 different countries, how can you default
an address style based on the organization?

The defaulting of address styles is based on your legislation. So if you are an HR shared
customer using the Setup Business Group, this is most likely using US legislation. The
address style which will be defaulted in this case will be the United States International.
There isnt a mechanism to automatically default the address style of an organization
unless the
organization is a business group.

4) Are addresses datetracked?

No. Addresses are not datetracked. They are date effective.

5) Are there any APIs available to load address data?

Yes. Use the hr_person_address_api to load or update address records. Package filename is

6) How do HR only installations enable address validation?

You will need to obtain a Vertex license and install the North American Address Patch. You
will also need to use the North American Address form PERACADR.

7) Is it possible to make a GENERIC address style used in the Define Location

No. The address styles used are based on territory codes in FND_TERRITORIES. And
GENERIC is not a territory code.

8) What are the available address reports?

There are 2 seeded address reports:

Invalid Address Report

Update Tax Records After Location Address Change

Questions on CWB

1) What are the licensing requirements for Compensation Workbench?

A: If you purchased a Self-Service HR license prior to June 18th, 2007 and have a core HR
license, you may use Compensation Workbench. The purchase of a Self-Service HR license
on or after June 18th, 2007 does not permit the use of Compensation Workbench. A
separate Compensation Workbench license made available on June 18th, 2007, in addition
to a Core HR license, must be purchased to use the product. A Self-Service HR license is not
required to use the product if you purchased a Compensation Workbench license.
Purchasing a Compensation Workbench license also allows the use of Total Compensation

2): Where can I find more information about Compensation Workbench?

A: Overview, setup, and processing information for CWB can be found in Online
Help. Additional information can be found on Metalink such as whitepapers, viewlets, and
functional setup documents. Transfer of Information presentations are available from
Oracle University (internal) or the OPN (partners).

3): We need to award salary increases and bonuses using a single budget. For
example, if I have a budget of $100,000 and I give a $5000 bonus to someone, then I
only have $95,000 left to allocate for other salary increases or bonuses. Is this
A: You can set up a single group plan that enables you to award different types of
compensation such as salary increases, bonuses, and stock options using a single budget

4): We have employees in multiple countries and in different business groups who
are eligible for the same compensation plan. Employees are paid in different
currencies. Is it possible to set up a single plan in which all these employees can
receive compensation using a single budget amount?
A: You can set up a single group plan through which employees in different business
groups can receive compensation. You set up separate local plans for each currency in
which employees are paid. You can also budget and award compensation in a corporate
currency defined for the group plan or in the local currency of each employee.
5): What is the difference between a 'group' plan/option and a 'local'
plan/option? Are 'group' plan and a 'global' the same thing?
A: 'Group' and 'local' plan terminology was introduced with HRMS Family Pack J. 'Group'
and 'global' can be used interchangeably.

A group plan groups together local plans, uses a single budget, and defines the
common corporate currency of all local plans associated with it.

A local plan is linked to a group plan. A local plan without a designated group plan
acts as its own group plan. Local plans have their own defined currency, do not have
budgets, and may be in the same or different business group than the group plan.

A group option is the child of a group plan and is used for global component or
global combination plans. Budgets may be maintained at the group option
level. Options defined for a group plan are displayed on the same worksheet within
Compensation Workbench. Group options may also be referred to as group
components. A local option is a child of a group option and may optionally be the
child of a local plan. All rates, except budget rates, may be defined at the local option
level. Eligibility may also be defined at this level. Local options may also be referred
to as local components.

6): What are the different ways that I can set up a CWB plan?

A: Basic Plan - Groups together local plans of the same plan type. Local plans may be in
the same or different business group and have the same or different currency than the
global plan. Each local plan may have the same or different currency. For example, a global
basic plan structure might be defined for a global salary increase plan whose currency is
USD and includes local plans for the US, the UK and CA, each defined in its local
currency. Using this plan structure, the budget would be set at the global plan level and
would then get distributed between each local plan in its local currency.

1. Component Plan - allows for plans that also use components. For global
component plans, local plans may be in the same or different business group and
may have the same or different currency than the global plan. Each local plan may
have the same or different currency. Global and local plans and global and local
options (components) must all be of the same plan type. A component plan may
have up to four options (components) that are of the same compensation type. For
example, a global salary increase plan whose currency is USD may include local
plans for the US, the UK and CA each defined in its own local currency, and may also
be based on 2 different components, e.g. cost of living and performance. Using this
plan structure, the budget would be set at the global plan level and would then get
distributed between each local plan in its local currency. Managers would then
allocate compensation between each component. For stand-alone component plans,
the global and local plan and all components (up to four) must be in the same
business group, use the same currency, and be of the same plan type.
2. Combination Plan - Combining the global basic and global component plan
structures, a global combination plan structure enables budgets to be issued for
plans in multiple business groups and currencies and comprising different types of
compensation. Global and local plans and global and local options may be of
different plan types. This structure enables different types of compensation to be
allocated at the same time and on a single worksheet. A plan may have up to four
components whether they are the same or different compensation types. For
example, a global focal review plan whose currency is USD may include local plans
for the US, UK and CA each defined in its own local currency, and may also include
global and local components for salary increases, bonuses, and stock option
awards. For each global component, separate budgets are issued that are then
dispersed between the components at the local level. A stand-alone combination
plan enables a single budget to be issued across different plan types within the same
business group, all using the same currency. For example, in a US business group, a
budget in US Dollars may be issued for a focal review plan that includes salary
increase, bonuses, and stock option awards all in US Dollars.

Each of the above plan structures can also be set up as standalone plans. A single plan acts
as the global and local plan and a single type of compensation is awarded within a single
business group.

Questions on Grades

1).Why can points above the ceiling can be entered via the Grade Step Placement
If you are using 'Increment Progression Points', the process will not increment the
placement to a point above the ceiling step for that Grade Scale. However it is possible to
enter points above the ceiling on the screen. This allows for individual special

2)I changed the value of my grade step but the salary admin element record and
element entry weren't updated.

If you are holding salary values as a scale rate, you should not also enter them in a salary
element using Salary Administration. Instead you view an employee's salary in the Grade
Step Placement window, and change it by incrementing the grade step placement of the
assignment. Such increments, or changes to the scale rate, would not affect salary element
entries for employees. You would have to update these entries separately.

Oracle recommends that customers use scale rates for employees whose salaries are
determined by their grade step placement and Salary Administration for employees for
whom you determine salary on an individual basis.

3)The increment frequency is defined on the pay scale but no increments are made.
It is there for information only. Increments are made manually or by running the
Increment Progression Points concurrent process.

4)Why does GSP require Grade Approval when the grade ladder is setup as Manual
Posting Style and Yes to Use Workflow?
With manager's approval in the workflow, the first approval becomes an unnecessary
additional mechanical step. How does one get rid of or skip this step?

When the grade ladder is setup as Manual Posting Style then approval from the Progression
Approval page is necessary and this cannot be skipped.

5)How can an eligibility profile be deleted from a grade?

The data is collapsed in the Progression Rules screen in the Ladder Wizard. You can un-
collapse it by clicking on the '+' in the Name column. Once the full data is displayed the
Remove icon becomes available.

6).When creating grade steps, the LOV on the Point field is missing some points. In the
Pay Scale screen the points are visible so why are they not in this LOV?
If the points have been used in a grade step that was ended before your session date they
will not be available to use again and so not in this LOV. You will have to remove the end
date from the old grade steps.

7).The grade ladder posting style is Manual, workflow option has been enabled and
the employee has a supervisor, but the manager is not receiving a notification when
a proposed progression is awaiting approval.
The Progression Approval page is used to confirm the grade/step changes and then the
'Process Employees Progressed Manually' process should be run.
Then workflow kicks in and starts the workflow approval process.

8).How can salary be increased either by a fixed amount or by a percentage?

When updating rate values in a ladder it is possible to do a mass update.
In the Rates task, click on the Update icon for either 'Update Default Salary Rate' or 'Update
Criteria Salary Rate'. Select your effective date and press the 'Update Default/Criteria
Salary Rate' button.
Under the title 'Update Default/Criteria Step Rate' is a collapsable link called 'Show Mass
Update'. Here you can select to increase or decrease every rate by an amount or a
You will then need to run the Recalculate Participation Values Grade/Step Progression
Process to pull the changes through to the employees' salaries.

9). How do I get to the form for setting up the Grade Step Progression ladder?


Navigation to the form is as follows:

HR Responsibility > Total Compensation > Programs and Plans > Plan Design Wizard
If presented with options, select Grade Step Ladder.

10. I already have grades defined. Why don't they show up in the Grade Ladder list of


In order for grade names to appear for the grade ladder, they must have a short name
defined. This was not previously a requirement so many grades are defined without short
names. Check to ensure that the grades defined have short names included.

HR Responsibility > Workstructures > Grade > Description

11). Does putting an employee on a grade step ladder automatically place the
employee on a grade step? In other words, can the grade step progression process be
used to place an employee on their initial grade step?

The Grade Step Progression process is not designed to place an employee on their initial
grade step. It is designed to determine what the next step is given the employees current
step and if they are eligible to be moved to that step. In order to go through this
process, the employee must have a grade/step to be evaluated by the process. Since that
is the case, placing each employee on a grade/step is still a part of the implementation
12. What is the name of the process that I run to execute the grade step progression?

The name of the process is Participation Process - Grade Step (BENGSMOD)

13. Do I need to adjust my comp objects associated with the Grade Ladder through
the Benefits forms?


No. All work done on the setup and maintenance of the Grade/Step Ladder should be
done via the Plan Design Wizard, not the Benefits forms for Programs, Plans, Options, etc.
14. How do I know if I am using the new Grade Step Progression/Grade Step Ladder
process as opposed to the previous functionality of Point Progression?


There are two easy ways to tell if the new Grade Step Progression process has been
1) Check the employee assignment screen for the presence of a tab labeled Grade Ladder.
This tab is specifically designed to associate the employee with a ladder defined through
the Plan Design Wizard. If the tab is present and a value exists, then the new GSP
process is in place.
2) Check the Plan Design Wizard screen to see if any Ladders have been defined.
Navigate: HR Responsibility > Total Compensation > Programs and Plans > Plan Design
15. Changes are not appearing on employee records when the approval for the grade
step progression is set to manual. Why?

When the progression method is set to manual rather than automatic, the follow steps need
- Run the Participation Process: Grade Step
- Navigate to Work Structures/Grade/Progression Approval
- Select the employee's record and approved it.
- Run the concurrent process Process Employees Progress Manually Changes will now
appear for the employee.
16. How do I trace processing behind the Plan Design Wizard form when it is creating
a Grade Ladder?

Please see Note 283820.1.

17. Do I have to create Person Changes associated with the Grade Step Progression
Life Event?

No. It is not necessary to create Person Changes associated with the Grade Step Progression
Life Event.
18. Which support team handles Grade Step Progression (GSP) issues?

Grade Step Progression issues are currently handled by the support team responsible
for Oracle Human Resources since the functionality is related to Salary Administration/
Total Compensation. The model that it is built on is the Total Comp model which is
most often associated with Benefits code. Lastly, the code is actually written by
the Public Sector Human Resources team (product code 210) and if a bug needs to be
logged, it should most likely be logged under product 210.

Questions on PTO

1)Where can I find information on how to define my PTO plan?

Information on accrual plans, accrual elements, enrolling participants, viewing absence

information and absence types can be found in Chapter 4 of Oracle Human Resources
Management Systems Compensation and Benefits Management Guide (UK) Release 11i
Part No. B15579-01. The guide includes tips and general setup guides. Examples of
Formulas can also be found in this document.

For other legislation Part No. please see 11i ( Documentation Library available
via My Oracle Support > Knowledge > Knowledge Browser > Online Documentation >
Applications > Oracle Applications Online Documentation Library (or your
release) > Human Resources > Oracle HRMS Compensation and Benefits Management
Guide (Your Legislation) (zipped)

For other latest versions Part No. please see R12 (12.1.2) Documentation Library available
via My Oracle Support > Knowledge > Knowledge Browser > Online Documentation >
Applications > Oracle E-Business Suite Online Documentation Library Release 12.1.2 (or
your release) > Human Resources > Oracle HRMS Compensation and Benefits Management
Guide (Your Legislation) (zipped)

2. What flexibility is there when defining a PTO accrual plan in Oracle HRMS?

Oracle HRMS provides you with the flexibility to define your own plan rules.
Examples are:

* The length of the accrual term (often one year), and the start date, which may be fixed
(such as 1 January) or vary by employee (such as the anniversary of the employee's hire
date). Some plans have no start date, but always calculate accruals for the previous 12
months (or other length of time).
* The frequency of accrual, such as monthly, or once each pay period. In other plans,
employees receive their full entitlement up front, at the beginning of the accrual term.

* The amount of accrual and any ceiling on the amount that can be held. These figures may
be fixed or vary by length of service, grade, time worked, or other factors.

* What happens to unused PTO at the end of the accrual term?

* Rules for part time employees, and for employees with suspended assignments

* Rules for new hires, including when they can begin accruing PTO and when they can
begin use of accrued time.

3. How do absence types relate to PTO accrual plans?

Each accrual plan is associated with one absence element (and hence one absence type).
Each entry of time off reduces the net accrual on the plan. You can also associate any
number of other elements with a plan and determine how entries to the element affect the
accrual calculation. This is useful for recording time bought or sold, or unused PTO brought
into a new plan on enrollment.

4. Can I define which types of absence I want to track and the units of time which are

Yes. You can define as many types of absence as you require, and assign them to categories
for ease of reporting. You can also define reasons for absence, to provide additional
reporting information. For example, the category might be "family leave," the type might be
"maternity," and the reason might be "birth." Each absence type can be recorded in days or

5. What about STUDY LEAVE and OTHER ABSENCE TYPES that are not available to all

You can control which groups of staff are eligible to take absences of each type. Absences
are recorded on element entries. By linking the element to organizations, jobs, grades,
employment categories, or other assignment components, you control who can take each
absence type.

6. How many absence types can I define when setting up a PTO Accrual Plan?

In Oracle HRMS you can define as many absence types as you need to track employee time
off, and you can group these types into categories and define absence reasons to provide
further information for absence reporting.

7. What is the difference between Absence Type and Absence Category?

An absence category is a group of related absence types. An example of this would be as
follows; Medical Leave is an absence category with the following absence types Illness or
Injury, Work-related Injury, Work-related Illness, and Medical Appointment.

8. What is necessary to setup an Absence Type?

Setting up an absence type is a two-step process. First, define the type entering the name,
absence category and reason for the absence. Second, define an element to associate with
the absence type.

9. How would you keep one total for several absence types?

To hold a single running total of time taken for two or more absence types, you associate all
the types with the same absence element. For example, your absence category Personal
Leave may include two absence types you need for certain reporting purposes,
Compassionate Leave and Personal Business. However, you require just one running total
to be kept of employees' time taken for both types of personal leave. In this case you simply
associate both absence types with the same absence element.

10. What are Accrual Bands and how do they impact Accrual Plans?

Time off that plan participants can accrue increases with their length of service, or varies
by job, grade, or number of hours worked. Accrual bands determine accrual amounts. In
addition, these bands can determine ceiling and maximum carry over amounts.

Ceiling rules, found in some vacation accrual plans, set a maximum accrual amount an
employee can hold at any time. When a participant's accrual amount reaches the ceiling, no
additional time accrues. Accruals begin again only after the participant uses some accrued

In the PTO_PAYROLL_CALCULATION seeded formula, the accrual amount, ceiling and

maximum permitted carry over depend on length of service bands. Alternatively, you can
customize the formula to use bands based on other factors, such as grade, or a combination
of factors, to determine the accrual amounts for your plans.

11. Where do you setup Length of Service Bands and why are they necessary?

You set up length of service bands using the Accrual Bands window. For each band (such as
0 to 5 years of service), you can enter the accrual amount for the whole accrual term (such
as an annual amount), an accrual ceiling, and the maximum permitted carry over.

12. When is the Length of Service calculated from and can it be overridden?

In Oracle HRMS, the first day of the month of an employee's hire date is the default date
from which his or her length of service is calculated for accrual purposes. For example,
someone hired on 18 January 1997 completes one year of service on 1 January 1998, and
someone hired on 31 December 1996 completes one year of service on 1 December 1997.

For individual accrual plan participants, you can override the default date from which a
plan starts its length of service calculations. This is useful for managing exceptional cases
that arise when, for example, employees who already have accumulated periods of service
in your enterprise transfer from one place
to another. When enrolling the participant, enter the override date in the input value
Continuous Service Date of the element representing the plan.

13. In release 11.5 and above, what elements are generated from the creation of the
Accrual Plan?

The system generates the following elements when you save a new accrual plan:

* An element representing the plan and which has the same name as the plan. You use this
element to enroll participants in the plan.

* An element to hold participants' unused PTO that is available for carry over to the next

* An element to hold residual PTO, that is, unused PTO not available for carry over under
plan rules.

The Carried Over and Residual elements have input values that automatically receive
entries when you run the PTO Carry Over process:

* Hours or Days (depending on the plan's units)

* Effective Date
* Expiry Date (on the Carry Over element), which is the date by which the employee must
use the carried over time.

Oracle HRMS automatically links these elements using the same link criteria that you
created for the absence element associated with the plan. If you change the links for the
absence element, you should also update the links for the three plan elements.

14. How do you enroll an employee into an Accrual Plan?

You enroll an employee in an accrual plan by assigning the accrual plan element to the
employee. You can only enroll employees who are eligible for the plan (that is, their
assignments match the element's links).

15. In release 11.5 and above what are the recommended methods to enroll and
record updates for an employee in a PTO Accrual Plan?
Batch Element Entry (BEE) and the Absence Detail window are the methods by which you
can enter absences or accrued time taken for employees.

You can also use OTL timecards to enter absence entries.

16. Where can you find out how much time an employee has accrued or taken in a
given Accrual Plan?

You can navigate to View > Employee > Accruals window to see, at any time, how much
time an employee has accrued and used under an accrual plan. You cannot change the
amount accrued using this window. The gross accrual is calculated by a formula that may,
for example, vary the accrual according to length of service, grade, overtime or other

17. When do you run the CarryOver Process?

If your Accrual Plan allows for carry over of unused accrued time then, once each year (or
other plan term), an employee's balance of unused accrued time must be cleared down for
the new plan term. You run the PTO CarryOver process to clear down these balances and
record both unused time available for carryover, and residual time unavailable for
carryover. If you are granting PTO based on anniversary date then the PTO carryover
process should be run on a nightly basis to capture all of the Anniversary Dates of

Note: Some accrual plans are based on a rolling plan term. The CarryOver Process is not
relevant to this type of plan.

18. What is Residual Time?

Residual Time is the difference between accrual balance and the max carryover amount.
Residual time is optional.

19. Is Oracle Payroll needed in order to utilize the full functionality of an Accrual
Plan (PTO) set up in my Oracle HR only application?

No, you do not need to have Oracle Payroll in order to use Accrual Plans. A fully licenced
installation of Oracle Human Resources is required. The accruals are not triggered off of the
processing of any payroll process. Accruals are triggered by dates and date ranges defined
in your plan

20. PTO time taken has been processed through BEE (Batch Element Entry) without
an effective_date. Therefore the Net Entitlement was not reduced. What can be done
to have the PTO time taken recognized by the View Accruals?

Update the effective date on the employee's Absence Detail form. Navigation: People> Enter
& Maintain> Others> Absence. Add the date of absence information and save the data.
21. May fastformulas be used for PTO plans in an HR only application?

Yes, fastformulas may be used in an HR only instance. Yet the formulas are not processed
the same as they are in the Payroll application. You can use Oracle FastFormula to edit the
seeded Accrual type formulas, or to write your own. Each accrual plan needs two formulas:
one to calculate gross accrual, and the other to return information to the PTO Carry Over
process. You can optionally create a third formula if you want to use the Batch Element
Entry (BEE) to make absence entries against accrual plans. This formula is called by BEE to
check whether an employee is eligible to use accrued PTO.

Questions on Flexfields

1)How many Key Flexfields are there in the HRMS Suite and what are they?
2) Which Key Flexfields are required for setup prior to configuration and use of the
3) Which Descriptive Flexfields are required for setup prior to configuration and use of the
4) What are value sets and are these required?
5) Can you control which values are entered on any segment?
6) Is there anything you have to do after you have completed setup and configuration of all
your flexfields?
7) Should you check 'Allow Dynamic Inserts' on all HRMS flexfields?
8) After you have configured the structure, segments, value sets, etc, what should you do
next to validate the flexfield structure?
9) Entering Assignment form gives error:
APP-FND-00668: The data that defines the flexfield on this field may be inconsistent.
Action: FDFRKS could not find the structure definition for the flexfield specified by
Application = &APPL, Code = GRP and Structure number = 101 (APPID=801)
10) How do you know which descriptive flexfields are available on any form?
11) Can the same flexfield structure have a different set of segments?
12) Which table holds the data for each Key Flexfield structure?
13) Why aren't any of the key or descriptive flexfield windows opening when you click on
14) Is there a profile option or functionality to temporarily turn off flexfield validation?
15) You have defined your Job Key Flexfield structure and segments. When you
navigate to Assignment form, the Job field has no list of values.


There are 6 Key Flexfields in HRMS application. They are:

A. Job
B. Position
C. Grade
D. People Group
E. Cost Allocation
F. Personal Analysis

2) All Key Flexfields are required for setup.

3) No Descriptive Flexfields are required for setup.

4) Value Sets are a way to define a set of values which can be used to validate
against segments of your flexfields. Value Sets can be shared by different
segments of the same flexfield, or by segments of any other flexfield. You do
not need to use value sets for validation. If no value sets are used, then
users can enter any alphanumeric value up to 150 characters.

5) Yes. You can define cross validation rules in your value sets to control
which combinations of values that can be selected or entered.

6) Yes. After you have completed the definition of a key flexfield, you need
to run the Create Key Flexfield Database Items process concurrent process to
generate Database Items for the individual segments of the Flexfield. This
applies to your Job, Position, Grade and People Group Key Flexfields only. As
with any concurrent process, this is run under the navigation of Process and
Reports > Submit Processes and Reports.

7) Yes. If this is not checked, you will not be able to enter new records in the respective
flexfield windows.

8) You should freeze and compile the flexfield. Check your compilation request under
View > My Requests to ensure the compilation completed without error.

9) This error occurs because at least one segment hasn't been defined for the People Group
flexfield. You will need to define at least one segment. If you do not need this 'dummy'
segment, you can define the segment as 'Enabled' but leave 'Displayed' unchecked.

10) Enter into any HR form. From the menu, select Help > Diagnostics > Examine.
For the Block field, click the list of values (LOV) and select value
$DESCRIPTIVE_FLEXFIELD$. Now click on the LOV for the Field field. In this
LOV, you will see all descriptive flexfields available on the form. Upon clicking
any value here, this will populate the Value field with the full name of the
descriptive flexfield.

11) Yes. These are context-sensitve segments. These appear only when a defined context
exists. This can manually be where the user selects the context. Or it can be automatic by
referencing another segment and its value.

12) The following are the flexfield/table relationships:

Flexfield: Table:

13) Make sure the following profile options in System Administrator are set to Yes at the
Site level:

Flexfields:Open Descr Window

Flexfields:Open Key Window

14) No. There is no functionality to flag validation one way or another.

15) You need to create the Job flexfield data on the Job form.
Navigation: US HR Manager > Work Structures > Job > Description

After this has been defined, you should now see data from Job field list of values on
Assignment form. The same is applicable for Position and Grade on their respective forms.
Out of all flexfields on Assignment form, the People Group flexfield you can create your
records without having to go to a separate form.