The HR/Payroll Extracts feature enables you to extract employee and payroll data, such as the details of earnings, deductions, and information elements for reporting purposes. You can use the extract reports for internal reporting, such as listing all employees in receipt of a bonus, or for transfer to third-party providers, such as pension providers. For example, you can send details of new hires and terminations to a provider on a weekly basis.
You can also make copies of the seeded extracts and modify their layout or add different data elements to suit your reporting requirements. You can view and correct the extracted information before writing the data to a file.
The extracts support both XML and ASCII formats, you can generate postscript reports, and you can export a file to Excel for reporting.
Oracle HRMS supplies the following predefined system extract definitions:
Global HR/Payroll Extract - (full-profile extract) extract the payroll data of your employees. This extract contains identification and demographic information of your employees and reports on payroll data such as earnings, deductions, and other information elements.
Global HR/Payroll Information Changes (Single Record) - (extract for changes) report on changes to employee personal and plan details, such as the name change of an employee. You can also report on new hires and terminated employees using this extract. This extract does not include payroll data. It includes only employees whose records have changed, and you can configure which changes trigger the extract. It displays all the changes for each employee as part of a single record, in the same row.
You can either use the predefined extracts or make copies of them and modify the copies to suit your reporting requirements.
The extracts include the assignment details of both the primary and secondary employee assignments.
Mexico Users: For reporting voluntary contributions to SUA, the Mexico HR/Payroll Outbound Interface uses the Global HR/Payroll Extract only as a template. Users must make legislative changes to this extract definition before they can perform these operations. Refer to the "Oracle HRMS for Mexico - Payroll System Extract for SUA - Voluntary Contributions" whitepaper (My Oracle Support ID #336495.1).
US Users: You can also use the following predefined US HR/Payroll extracts. To use these extracts you must create your elements using the Deduction window.
US HR/Payroll Extract.
US HR/Payroll Information Changes (Single Record). This extract displays all the changes for each employee as a single record.
US HR/Payroll Information Changes (Multi-Record). This extract displays each change for each employee as a separate record.
When you are extracting pensions data, the US extracts the US extracts automatically extract data for the additional elements for pension plans, such as Catch-up, After-tax, and ER Match apart from the primary earnings and deduction elements.
Apart from the above generic US extracts you can also use the following preconfigured US extracts to report specifically on Pre-tax EE, Catch-Up, ER Match, Loan Re-Payment and deferred compensations:
US HR/Payroll Pension EE Contribution
US HR/Payroll Pension EE Def. Comp Pre-Tax Contribution
US HR/Payroll Pension CatchUp
US HR/Payroll Pension ER Match
US HR/Payroll Loan Re-Payment
The following list shows the data elements typically used in the extract reports:
| Employee Data | Extracted from |
|---|---|
| National Identifier | Social Security/National Identifier field on the People window |
| Name (First Name, Last Name, Middle Name, Prefix, and Suffix) | Last, First, Middle, Prefix and Suffix, fields in the Name region of the People window |
| Address (Line 1 - 3, Region 1-3, Town or City, Post Code, Country) | Primary address fields |
| Date of Birth | Birth Date field on the People window |
| Recent Hire Date | Latest Start Date field on the People window |
| Termination Date | Actual termination-date field on the Termination window |
| Marital Status | Status field on the People window |
| Sex | Gender field on the People window |
| Normal Hours | Working Hours field of the Assignment window |
| Employment Category | Assignment Category field on the Assignment window |
| Employment Status | Status field on the Assignment window |
| Projected Compensation | Person base salary |
| Actual Salary | Balance of the regular salary element |
| Payroll Date | Date of the payroll run |
| Employee Number | Person employee number |
| Plan Contr | Run result value of the of the pre-tax deduction element |
| Pay Value | Run result value of the selected element |
| Payroll Frequency | Person payroll period type |
| Sample Balance Value | Value of the balance specified in the formula |
| Sample Element Entry Value | Run result value of the payroll element specified in the formula |
Typical data elements used in the header and footer regions of the extract reports are:
| Header |
|---|
| Creation Date |
| Payroll Date |
| Pay Cycle or Payroll Frequency |
| Group ID |
| The parameters you specify when running the extract process |
| Footer |
| Total Participant Records |
You can change the header and footer information to suit your reporting needs.
Use the Global Pension Change Events Extract to report on changes in:
Employee name
Employee address
Employee status
Employee category
Employee movements (new hires and terminations)
Note: The Global HR/Payroll Information Changes report displays all the data elements that the predefined extract contains, not just the elements for which you are reporting a change. To include only those data elements for which you are reporting a change, make a copy of the seeded extract and modify the layout accordingly.
Some of the elements have attached formulas. You can make copies of the extracts and modify these formulas to extract the appropriate data. The following table lists those data elements, the extracted values for those data elements and the attached formulas.
| Data Element | Fetched Value | Formula to Edit |
|---|---|---|
| Sample Element Entry Value | The value of any payroll element's input value | PAY_GLOBAL_PEXT_GET_ELE_ENTRY_VALUE |
| Sample Balance Value | The value of any balance specified in the formula | PAY_GLOBAL_PEXT_GET_BALANCE_VALUE |
US Users: If you are using the US extracts, you can update the following formulas to extract the balance or input values you want to extract:
PAY_US_PEXT_GET_ELE_ETRY_VALUE
PAY_US_PEXT_GET_BALANCE_VALUE