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Costing
Costing is very
tricky in Oracle. In order to be sure that you are picking up costing for
terminated employees, retro-paid employees and balance adjustments (which
typically affect other than current quarters) you must be very careful
with the dates you use for the costing process. We have been around and
around this issue many times. The best solution I have ever seen for a
bi-weekly payroll is to run costing every week on a 6 day, 8 day schedule,
monthly for the whole month, quarterly before SQWLs for the whole quarter
and annually before W2s for the whole year. Costing is unique in that
once costed, the costed flag is turned on. Therefore, it will not be
picked up again even if the costing periods overlap. So you can see that
we do a 'sweep' on a monthly, quarterly and annual basis just to make
sure we haven't missed anything. Terminations are picked up for this pay
period if you extend your costing date to the first day of the next pay
period. That's why the 6-day, 8-day combination for a bi-weekly payroll.
Changing GREs
Occasionally an employee needs to be
moved from one GRE to another GRE. Typically this need arises because an
employee has been assigned to the wrong GRE since date of hire. This
affects taxation and tax reporting in a major way. The object is to make
the move once the error is discovered as seamless as possible without
losing any historical data. One could just make the change at the
beginning of a pay period. However, the employee would then be reported
incorrectly and would get 2 W2s and would start the SS limit all over
again. Other limited balances might likewise be affected.
Just making the change
also eliminates the SOEs from being viewed for the period prior to the
change. Even if we find a way to view the prior SOEs, the last check SOE
is completely eliminated. Remember that we can’t change anything on the
GRE prior to 1-JAN because we cannot adjust prior year balances (they’re
already on the issued W2). Here is a procedure which will allow the
change to be made and everything come out correctly:
Assumption: Bi-weekly
pay period.
- On 4th
day of change: Change the GRE to the old GRE.
- On the 9th
day of change’s check date: View and print all Employee and Tax
Balances
- On the 9th
day of change (Stay date): Do balance adjustments in the negative.
- On the 18th
day of change (Next Pay Period End Date): Change to New GRE.
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On the 19th day of change (First day of next period after
affected pay period): Do Balance Adjustments in the positive. Also,
add back the skipped check.
Locations
Creating a
location assigning employees to it and then retouching the Location record
in the same pay period will cause the data base to be corrupted. This is
true even if it is an API that is touching the location record in the same
period.
People Form
If upgrading
employees from release 10.7 to 11i and it was required for 401k (and/or
other) purposes to use the rehire date as the start date (DOH), change
date of hire fields in the 10.7 instance to the rehire date prior to the
upgrade. Otherwise the dates will not come across properly in the
upgrade. Latest Date Hired field cannot be changed after upgrade as it is
protected against update.
PTO Accrual Plans
- In release 10.7 and
11.03, a choice of when to start the PTO accrual plan is available to
start it on 1-JAN or on the Employee’s Anniversary of their hire date.
Although the choice is available, only the 1-JAN part works. Also, once
the choice is made, we can change to the other choice, but only once.
Trying to change back to the original choice does not work and causes
internal Oracle errors when payroll is run.
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When initiating the PTO Accruals, values are entered into
the beginning balance elements. If we date track using those beginning
balance elements, Oracle will create an internal error. This is a known
bug at Oracle.
SQL Scripts
If
employees are also contacts and/or dependents of other employees (husband
and wife are both employees, etc.), one must be very careful when writing
SQL scripts because they will trough duplicates, triplicates and more. |
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