Statuses enable you to track the progress of your applicants, employees, and contingent workers through your enterprise. If you use Oracle Payroll, they also control how employee assignments are used during a payroll run. Oracle HRMS is installed with a number of predefined system statuses, for which you can set up multiple user statuses.
Note: You do not process contingent workers in a payroll run.
There are four system statuses for assignments:
Active Assignment: For employees and contingent workers you use this status to show that the person is working in accordance with his or her usual conditions of working.
Suspend Assignment: For employees you use this status to show that an employee is on leave of absence, but remains an employee with your enterprise. Similarly for contingent workers the suspend assignment indicates that a contingent worker is not currently working in the assignment they are allocated to. For example, the contingent worker may have taken an unauthorized absence or the assignment may have been suspended due to an internal review.
Terminate Assignment: Use this to show that your enterprise no longer employs the person in that assignment. It can still be possible to make payments through Oracle Payroll for assignments at this status. This status is not available for use with contingent workers.
End: Use this to end any assignment except the primary assignment for an employee or contingent worker with multiple assignments. This status is not recorded on the assignment; it causes the assignment to end. For employees all payroll processing for the assignment is complete and the assignment becomes an historical record.
For information about system statuses for applicants see: Applicant Assignment Statuses.
On your system, you can give these statuses different user statuses appropriate to your enterprise. Each system status can have several user statuses related to it. For example, for the system status Suspend Assignment, you could define the user statuses Paternity Leave, Disability Leave, or Education Leave. When you use Oracle HRMS, you only see the user statuses.
Note: Each system status has a predefined user status of the same name.
Primary user statuses help you track the current working circumstances of your employees and contingent workers. You can also define secondary user statuses having no associated system statuses. You can use these for reporting purposes.
Note: The User Statuses you define provide the list of values for Status in the Assignment window. If you want to change any of the predefined default values you must overwrite the User Name.
When you define user statuses, consider how you will use them in reports, inquiries, and processing.
When you use a validation formula to validate entries to element input values, you can make the valid values for an entry dependent on the assignment status.
To use the statuses to control whether the payroll run processes an employee assignment, you choose a Payroll user status of Process or Do not Process for each user status. Additionally, in Oracle Payroll you can set up your pay calculation formulas so that a status change also changes the formula used to calculate the employee's pay. For example, an employee could receive half pay while on Military Leave.
For analysis and reporting purposes, you can set up and use secondary assignment statuses, for employee, applicant and contingent worker assignments. These statuses have no effect on assignment processing.
For example, suppose your primary status Maternity Leave applies to employees both when a child is born and when one is adopted, and you want to study its use in these two cases. To accomplish this you can set up the secondary statuses Maternity Birth and Maternity Adopt, and enter them for employees taking maternity leave.
You enter secondary statuses in the Secondary Statuses window.
To enter reasons for giving secondary statuses to assignments, define valid reasons as values for the Lookup Type EMP_SEC_ASSIGN_REASON (for employee assignments), CWK_SEC_ASSIGN_REASON (for contingent workers), and APL_SEC_ASSIGN_REASON (for applicant assignments).
To enable payroll processing for employees after they leave your enterprise, in your system setup you must do the following:
Set the Termination Rule to Final on the element definition of all elements you want to process after the actual leaving date.
If you use Oracle Payroll and have a Payroll responsibility, you can set the Termination Rule to Last Standard Process for elements whose entries should close down after the last normal payroll run. Set the Termination Rule to Final for elements you want to process as late payments after the last normal payroll run.
Use the Assignment Statuses window to make sure your system has a user status that corresponds to:
the HR system status of Terminate Assignment
the Payroll system status of Process
Your startup data includes the user status Terminate Process Assignment, which matches this definition. Use this status (or your own equivalent status) when you terminate employment or end an assignment.