How the Payroll Run, Balance Adjustments, PrePayments, and Payroll Archive Processes Work Together:The Payroll Archive preserves payroll run information, so you can use it for accurate payroll reporting or third-party tax filing. This is a mandatory part of payroll processing if you are using the Online Payslip functionality included with Oracle Self-Service or if you will be using the FLS tax filing interface.
Note: You may see this processed, previously called External Archive process, referred to as the Payroll Archive or as the Payslip Archive process.
This process logs:
Pre Payment process
Reversals
Balance adjustments
Note: For reversals and balance adjustments, the Payroll Archive process includes the following amounts only: US Federal, US State, US County, US City, and US School District tax balances.
Information about employees exempted from the withholding and reporting of federal income wages and taxes. This exemption information is reported in the US FEDERAL and US WITHHOLDINGS categories.
You must run the Payroll Archive after you have run Payroll, Pre-Payments, and NACHA but before running the Check Writer process. You run the Payroll Archive from the submit requests window.
Note: You do not need to run the Payroll Archive if you implemented Online Payslip before 08-30-2001.
The Payroll Archive management process involves:
Rolling back or reversing a Pre-Pay Process archive for a specific employee
Rolling back or reversing a Pre-Pay Process archive if you don't know the employee's name
Archiving Payoll Data for Zero Net Pay:
If required, you can set the PAY:Show Payslip with Zero Net Pay profile option to archive the payroll data and generate payslips for those employees receiving a net pay amount of zero. See: Defining the Profile Option to Generate Payslips for Employees with Zero Net Pay
How the Payroll Run, Balance Adjustments, PrePayments, and Payroll Archive Processes Work Together:To ensure that the payroll data is archived correctly if the balance adjustment is performed before the PrePayment process, you must run the PrePayment process after the payroll run and then again after performing the balance adjustment. The following example explains this requirement.
For example, you process regular salary and the regular salary data does not get archived when the balance adjustment is done before the prepayment process.
To explain this scenario, as a payroll professional, you:
Run the QuickPay for payment on the applicable date, for example 08-Apr-2016.
Select the Prepay check box and perform the balance adjustment on the applicable effective date, for example 04-Apr-2016.
Run the PrePayments process, for example from 04-Apr-2016 to 08-Apr-2016, that is, using the dates that include both the QuickPay and the balance adjustment payroll actions.
Run the Payroll Archive process. When you review the payroll archive result, all the elements display a zero amount.
For more information, see:
To run the Payroll Archive:Select Payroll Archive in the Name field.
If the Parameters window does not open automatically, click in the Parameters field to open it.
Enter a Start Date and End Date. Oracle Payroll archives information for payroll runs that have a check date between the user entered start and end dates.
Select the Payroll or Consolidation Set that you want to archive data for. If you select a payroll, the Consolidation Set automatically defaults.
Select OK, and then Submit.
After running the Payroll Archive, use the Payroll Actions Not Processed report to see any employees (and corresponding payroll processes) that were not archived but fell within the report's parameters.
To rollback or reverse a Pre-Pay Process archive for a specific employee:Perform these steps if you want to rollback or reverse a Pre Pay Process that has already been locked and archived by the Payroll Archive process.
Open the Employee Assignment Processes window (View Assignment Process Results).
Specify the employee name.
Specify the pay period.
Click Find.
Locate the desired Payroll Archive.
Its Type will include "XFR_INTERFACE".
To retry this archive, click Retry.
To reverse this archive, select the row and click Delete.
Save your work.
Locate the PrePay Process in your query results.
To retry this archive, click Retry.
To reverse this archive, select the row and click Delete.
To rollback or reverse a Pre-Pay Process archive if you don't know the employee's name:Perform these steps if you want to rollback or reverse a Pre Pay Process that has already been locked and archived by the Payroll Archive process.
Open the Payroll Processes window (View | Payroll Process Results).
Specify the payroll name.
Specify the pay period.
Specify "Magnetic Report" as the type.
Click Find.
Locate your Payroll Archive/Payslip Archive process from the returned list, and select its row.
Click Assignment Process.
The Assignment Processes window opens, listing all actions according to employee name.
Select the desired row.
To retry this archive, click Retry.
To reverse this archive, select the row and click .