Employment law requires that the employer notify the Social Security agencies of any employee changes. This requires a recurring schedule of report generation and liability calculation and remittance.
Note: The IMSS is the Social Security agency for the private sector. The ISSSTE is the agency for the public sector.
The Social Security Archiver records the following employee information:
Employee separations and terminations (Transaction Type 02)
Employee salary changes (Transaction Type 07)
Employee hires and rehires (Transaction Type 08)
Absences and Leaves (Transaction Type 11)
Disability Transactions (Transaction Type 12)
Beginning of Housing Loan Repayment (Transaction Type 15)
Suspension of Loan Repayment (Transaction Type 16)
Resumption of Loan Repayment (Transaction Type 17)
Change Type of Loan Repayment (Transaction Type 18)
Change Amount of Loan Repayment (Transaction Type 19)
Change of Accoun Number (Transaction Type 20)
SUA transactions
Note: In Oracle HRMS, these affiliation changes apply only at the GRE level. The Social Security agencies consider your GREs the employing entities and not your legal employers or business group.
The most common means of filing the affiliation processes is to generate the DISPMAG magnetic media files with the required record layout and import into IDSE or deliver them directly to IMSS.
With Oracle HRMS, you can generate the following Social Security reports in DISPMAG format:
Employee Separation Report (Transaction Type 02)
Salary Modification Report (Transaction Type 07)
New Hire Report (Transaction Type 08)
Oracle HRMS enables you to automatically complete these reports based on the GREs you defined in the organization and generic hierarchies. These reports show the details of employee movements for each GRE in your enterprise.
You can submit these reports by the following methods:
Hardcopy format delivered by hand. The Social Security agencies limit the number of hardcopy reports to four per delivery.
In this case, use the .a01 file generated by the Social Security Affiliation Magnetic (DISPMAG) report to help you create the hardcopy report.
DISPMAG files on diskette or tape.
In this case, use the .mf file generated by the Social Security Affiliation Magnetic (DISPMAG) report.
IDSE submitted either through EDI or across the Internet using a Social Security agency-approved provider (such as SUA). Most of these providers accept DISPMAG files.
Oracle HRMS supports only the DISPMAG method.
You can submit the following social security processes for a legal employer, so that the reports generated include information of all the GREs under that legal employer:
Social Security Archiver
Social Security Affiliation Report
SUA Interface Extract
Annual Work Risk Incident Report
For these processes, after you select a legal employer, you can leave the GRE field blank to generate reports for all GREs or select a specific GRE for which you want the report generated.
The Social Security Archiver is a concurrent program that archives data used for reporting to the social security institutes. The program archives employee and salary information related to the following areas:
Employee hire or re-hire
Personal data, such as National Identifier and Name
Changes to employee's salary
Employee separation/termination
Absences and Leaves
Disabilities
INFONAVIT data
SUA transactions
The Social Security Archiver process uses UMA as the index to check and limit the Integrated Daily Wage (IDW).
The archiver program selects all employee records that contain one of the following transactions:
| Transaction Number | Transaction Description |
|---|---|
| 02 | Employee Separations |
| 07 | Employee Salary Modifications
|
| 08 | Employee Hires |
| 09 | Voluntary contributions to employee retirement savings fund This type of contribution is a "Fund of Retirement". The employer and employee can make a voluntary contribution. When the employer makes a voluntary contribution, the amount contributed is treated as earnings. If the employee elects to contribute to the Fund of Retirement, then the amount is treated as a deduction. The voluntary contribution will either be an "Imputed Earning" or "Voluntary Deduction." Use the Mexico HR/Payroll Outbound Interface to export data related to Voluntary Contribution. This data can be imported into SUA for further reporting. |
| 11 | Absences and Leaves Oracle HRMS reports any element reported through the absences form with an absence category of "Unpaid Leave" in the SUA Interface. Absence transactions that are related to a disability (if there is no disability associated to an absence record) are taken into account. Any paid leaves are not reported to SUA. |
| 12 | Disability Transactions Oracle HRMS reports in the SUA Interface as a disability transaction any element associated with an absence and related to a disability. Oracle recommends you create a disability record first using the Disabilities form and then link the Disability ID to the Absence record using the Absences form. This causes the disability record to show in SUA. |
| 15 | INFONAVIT - Beginning of Housing Loan Repayment This transaction is registered by the payroll event model when an INFONAVIT element is added to an assignment and the "Transaction Type" element entry value is set as "Beginning of Housing Credit." The "Discount Start Date" element entry value is used to capture the date when the INFONAVIT discount starts. |
| 16 | INFONAVIT - Suspension of Loan Repayment This transaction is generated each time an INFONAVIT element entry is end-dated for an assignment. It should be end-dated on a date that needs to be displayed in the "Date of Transaction" column of the INFONAVIT format. |
| 17 | INFONAVIT - Resumption of Loan Repayment This transaction is registered by the payroll event model when an INFONAVIT element is added to an assignment and the "Transaction Type" element entry value is set as "Discount Resumption". The "Discount Start Date" element entry value is used to capture the date when the INFONAVIT discount resumption starts. |
| 18 | INFONAVIT - Change Type of Loan Repayment An update in the "Discount Type" element entry value on the INFONAVIT element generates this transaction. The "Transaction Type" element entry value should be set to NULL for this transaction. |
| 19 | INFONAVIT - Change Amount of Loan Repayment An update in the "Discount Value" element entry value on the INFONAVIT element generates this transaction. The "Transaction Type" element entry value should be set to NULL for this transaction. |
| 20 | INFONAVIT - Change of Account Number An update in the "Credit Number" element entry value on INFONAVIT element generates this transaction. The "Transaction Type" element entry value should be set to NULL for this transaction. |
Note: Refer to the whitepaper, "Oracle HRMS for Mexico - Payroll System Extract for SUA - Voluntary Contributions" (Oracle My Support Note ID : 336495.1) for details on configuring the application to generate an extract for voluntary contributions.
The archiver also includes any employee that experiences changes in any of the following fields:
| Section | Fields | Action |
|---|---|---|
| Person Record | LAST_NAME (Paternal Last Name) | |
| Maternal Last Name | ||
| FIRST_NAME | ||
| MIDDLE_NAMES | ||
| Social Security Media Center (People > Further Benefits) | ||
| Social Security ID (People > Additional Identifiers) | ||
| Assignment | Employment Category (Worker Type) | |
| Location ID Activity | New hire/rehire Transfer assignment location within the same GRE's location Transfer assignment location between different GRE's location Termination from a GRE and hire in another GRE | |
| Event Changes | Employee hire/New hire Re-hire Assignment start Assignment correction Assignment update Assignment end Employee separation Reverse termination Reverse assignment end |
SUA is an application provided by IMSS to assist employers in calculating and reporting their Affiliation liabilities. While it provides multiple features, employers should use it only to calculate Social Security worker-employer quotas and generate the SUA Certificate of Quota Self-Determination.
Note: Although SUA provides its own DISPMAG reporting functionality, Oracle HRMS is the recommended tool for report generation and employee record maintenance.
While SUA provides its own user interface, you should use Oracle HRMS to manage the employee information stored in the SUA database. Oracle HRMS provides an interface for transferring employment changes from HRMS to SUA. Oracle recommends you do not change the SUA data directly.
The Social Security Archiver identifies and archives the following INFONAVIT transactions for SUA reporting:
Description of INFONAVIT Transactions
| Transaction Name | Number | Description |
|---|---|---|
| Beginning of Housing Credit | 15 | This transaction is registered by the payroll event model when an INFONAVIT element is added to an assignment and the Transaction Type element entry value is set as "Beginning of Housing Credit." Oracle Payroll uses the Discount Start Date element entry value to capture the date when the INFONAVIT discount starts. |
| Suspension of Discount | 16 | Oracle Payroll generates this transaction each time you end-date an INFONAVIT element entry for an assignment. You should end-date the entry on a date that needs to be displayed in the Date of Transaction column of the INFONAVIT format. |
| Discount Resumption | 17 | Oracle Payroll registers this transaction when you add an INFONAVIT element entry to an assignment and the Transaction Type element entry value is set as "Discount Resumption." |
| Modification of Discount Type | 18 | Any update to the Discount Type input value on the INFONAVIT element generates this transaction. Set the Transaction Type element entry value to NULL for this transaction. |
| Modification of Discount Value | 19 | Any update to the Discount Value input value on the INFONAVIT element generates this transaction. Set the "Transaction Type" element entry value to NULL for this transaction. |
| Modification of Credit Number | 20 | Any update in the Credit Number input value on the INFONAVIT element generates this transaction. Set the "Transaction Type" element entry value to NULL for this transaction. |
The Social Security Archiver records employee absences, disabilities, and work incidents necessary for the calculation of the Work Risk Insurance Premium (WRIP).
See: Annual Work Risk Incident Report and Calculating the WRIP
Employment law requires a regular schedule of Social Security Affiliation report generation and remittance:
Transaction Type 02
Report separations within 5 days of the employee's last working day.
Transaction Type 07
Report any changes in variable salary within the first 5 days of the months of January, March, May, July, September, and November (bi-monthly).
Report any changes to an employee's fixed salary within 5 days of the effective date.
Transaction Type 08
Report employee hires and rehires within 5 days of employment.
CEDULA DE AUTODETERMINACION DE CUOTAS
Use SUA to calculate your social security liabilities and submit the CEDULA DE AUTODETERMINACION DE CUOTAS report every month.
Annual Work Risk Incident Report
Run this report only once per calendar year, usually in the February time frame.
If you change an employee's record after running an affiliation report, you can retry it for that employee. It is not necessary to rerun the entire process. If you change large volumes of employees' information, or correct several errors, you can roll back the report and rerun it.
You can mark individual assignments for retry in the Employee Assignment Process window. You can also retry a payroll process for an assignment set but not for a dynamic assignment set.
You can re-archive employee status changes by marking the payroll action for retry in the Payroll Process Results window and then retrying the process by selecting "Retry Payroll Process" from the Submit Requests window.
For complete instructions:
Oracle HRMS for Mexico provides the Rollback MX Social Security Process to enable you to roll back results of the following processes:
Social Security Archiver
Social Security Affiliation Report
SUA Interface Extract
Annual Work Risk Incident Report