There are two Record of Employment archive processes that capture the information required to create the Record of Employment:

• To create a single ROE, use the "Record of Employment" process. The Record of Employment process archives ROE information for an individual employee.

• To create multiple Records of Employment simultaneously, use the "Record of Employment by Assignment Set" process.

The Record of Employment archive process will archive information for employees that have a termination date (Actual Date in the Terminate window) or leave of absence start date that is up to 31 days prior to the effective date entered when running the process. Hours and earnings for the last 53 weeks or up to the latest start date will be archived.

For terminated and leave of absence employees, earnings that are paid in the pay period of the termination or leave of absence start and the subsequent pay period, will be reported on the ROE. If the payroll has a holdback, that is, the pay date falls after the period end date, then any payments made in elements that are allocated to date paid must have a pay date that falls within the pay period begin and end dates of the pay period following termination or the leave start, in order for the information to be reported.

If a ROE is requested for an employee who is not terminated or who has not gone on a leave of absence, the ROE will reflect payments made up to the final pay period end date only. Employee and employer information is reported as it exists on the final pay period ending date.

   To run the Record of Employment process for an individual employee:

The Record of Employment concurrent process archives the information required to create a single Record of Employment

Run the Record of Employment process from the Submit Request window.

1. Select Record of Employment.

2. Click in the Parameters field if the Parameters window does not automatically open.

3. Enter the effective date. This is a mandatory field. The effective date will normally represent the employee's termination date or the date that should be displayed as the Last Day for Which Paid on the ROE. If the Actual Termination Date has been entered in the Terminate window, then the latter will be reported on the ROE. For employees on a leave of absence, this would represent the last working day prior to the start of their leave.

   If you are generating an ROE for an employee who is not terminated or has not gone on a leave of absence, then the effective date entered should be the day after the last day worked in the last payroll to be included on the ROE. If the day prior to the effective date is a work day according to the employee's calendar, then that day is archived as the "Last Day For Which Paid". If the day prior to the effective date is not a work day according to the employee's calendar, then the next immediate previous work day is archived as the Last Day for Which Paid.

4. Enter the name of the employee for whom an ROE is to be issued.

5. Click OK and then Submit.

   To run the Record of Employment by Assignment Set process:

The Record of Employment by Assignment Set concurrent process archives the information required to create multiple or mass Records of Employment

Assignment Sets used in the Record of Employment Process

There are two assignment sets used in this process:

• For a terminated employee to be automatically included in the assignment set for terminated employees (TERMINATION_ASG_SET), the Actual Date must be entered in the Terminate window and a ROE Reason must be selected in the Further Information window. If a reverse termination is done and the ROE has not been issued to the employee, the employee will be deleted from the assignment set. If the Record of Employment process has been run for this employee, they will also be deleted from the assignment set.

• The assignment set for employees on a leave of absence (LOA_ASG_SET) is created automatically when an employee has been put on a leave in the Absence Detail window and has an ROE Reason in the Further Information window. Employees are deleted from the assignment set if the ROE Reason is removed or the absence record is deleted from the system and the ROE has not been issued to the employee. The ROE is considered not issued when the interface has not been processed and the ROE archive has been deleted. If the Record of Employment process has been run for this employee, they will also be deleted from the assignment set.

Once the Record of Employment by Assignment Set has successfully completed for all the employees, the employees in the assignment set are deleted. The assignment set is deleted when the last employee is deleted from the set.

Run the Record of Employment by Assignment Set process from the Submit Request window.

1. Select Record of Employment by Assignment Set.

2. Click in the Parameters field if the Parameters window does not automatically open.

3. Enter the effective date. This is a mandatory field. The system will process ROEs for employees who have terminated or went on a leave of absence and have an ROE Reason up to 31 days prior to this date.

4. Select the assignment set to process. If not entered, all assignment sets are processed.

5. Click OK and then Submit.

   The results may be viewed online using the Payroll Process Results window.

   To review and modify the archive:

1. Open the Assignment Process Results window.

2. Specify the name of the employee.

3. Select the period in which the Record of Employment process (or ROE Archiver) was initiated.

   This is the effective date entered for the Record of Employment process.

4. Click Find to display all payroll actions for the period.

5. Select the Magnetic Report (Type column) entry within the period then select Run Results. This will allow the user to view and update ROE information. Note that when viewing this information, the ROE_DATE represents the date entered in the Effective Date parameter.

   To preview the actual Record of Employment:

You can generate a preview of the actual ROE by processing the ROE Worksheet. To generate the ROE worksheet, you can run the ROE Work Sheet or the ROE Work Sheet (XML) concurrent program. You must have previously processed the archive in order to produce a worksheet. The information that appears on the worksheet reflects what Oracle Payroll transfers to the ROE Web software.

See:

• Running the ROE Work Sheet Program

• Running the ROE Work Sheet (XML) Program

   Rolling Back the Record of Employment Archive Data:

Once the Record of Employment by Assignment Set has successfully completed, the employees in the assignment set are deleted. If you want to roll back the ROE archive data, then you must manually add the employees to the terminated employees set (TERMINATION_ASG_SET) or the leave of absence set (LOA_ASG_SET).