Defining an Element to Hold Information

Use the Element window to create an element.

Use the procedure below to define most elements that hold information but do not process in payroll runs.

Note: To define elements for absence types, use a different procedure:

Defining and Linking an Absence Element

Attention: The version of the Element window you see depends on your HR User Type profile option. With the profile option HR User, you see and access only those fields needed to define elements that hold information or represent benefit plans or absence types. With the profile options Payroll User and HR with Payroll User, you see and access all available fields.

Naming the Element and its Processing Rules

arrow icon   To identify and classify the element:

  1. Set your effective date early enough to handle any historical element entries you want to make.

  2. Enter a unique name, reporting name and description for the element. Start the names with a letter of the alphabet (not a number or symbol). The reporting name is a short name (up to 25 characters) that appears on reports, and on the statement of earnings if the element processes in the payroll run.

  3. Specify a description for the element.

  4. Select Information as the primary classification for the element.

    Note: Benefit classifications do not apply in Canada.

arrow icon   To enter processing information:

  1. Select Recurring as the processing type, so that entries to this element's input values will remain in effect until you end them. If you select Nonrecurring, entries to the element are effective only for the pay period in which you make them.

  2. Select Actual Termination as the termination rule. The other options (Final Close and Last Standard Process) are for retaining an element entry after an employee's termination date to complete payroll processing.

  3. For the element to receive more than one entry at the same time, check the Multiple Entries Allowed box.

    Note: The rule Additional Entry Allowed is not applicable for US and Canadian installations. It is available for use at other sites.

  4. If at some time you need to prevent the element from accepting any new entries, either temporarily or permanently, check the Closed for Entry box. This does not affect any existing element entries.

    Attention: Use this feature with caution. When you perform certain important tasks in Oracle HRMS, the system may automatically create or delete element entries. These tasks include hiring and terminating people, and updating assignments. Therefore, if you check Closed for Entry on an element, this might prevent users terminating employees and updating assignments. If there are standard links for the element, it will also prevent users hiring people who are eligible for the element.

arrow icon   To establish currencies and qualifying conditions:

  1. The Input and Output Currencies appear as Canadian dollars and you cannot change these defaults.

  2. If there is a minimum age for employees to receive the element, enter it in the Age field.

  3. If employees must complete a minimum length of service before receiving the element, enter a number in the Length of Service field and select a unit of measure (such as months or years) in the Units field.

  4. For the system to automatically enter the element and its default values for all eligible employees, check the Standard box.

  5. Save the element definition. You can now choose the Input Values button to set up the element's input values.