The Year End Archiver is the Oracle Payroll utility that archives employee and employer data for a specific year and legal employer. Once archived, this data is available for end of year reporting.
You would run the Year End Archiver:
Whenever you terminate an employee. You must archive the employee information before you can generate the Format 37. Use an assignment set that contains at least one of the employee's assignments.
Before performing year end reporting. Run the Year End Archiver for all employees within each legal employer in the business group.
The only time you would need to run the Archiver for an employee more than once is if you have rehired them.
The Year End Archiver processes data for all employees who have had a payroll related activity (payroll run, balance adjustment, and so on) since the beginning of the calendar year.
In a given Year End Archiver run, it includes an employee if:
The employee belongs to the Legal Employer (as on the Archiver's effective date) and has at least one employee assignment in the assignment set, if specified.
The employee has had at least one paid action during the period of service.
Employees who have been re-hired or have been paid profit sharing payments since they were processed by a previous Year End Archiver.
The Archiver has either never been run for the person during this year or has been run with an effective date prior to the start date of the person's present period of service.
Additionally, the Year End Archiver archives seniority for all the Terminated Period of Services of employee in the current reporting year. It excludes any employees that were included in a prior execution of the Year End Archiver for the current reporting year.
Running the Year End Archiver creates a log file that lists the numbers of assignments that were skipped, in error, or processed successfully.
Use the View Archive window to view any employee or assignment data archived by the Year End Archiver. However, you cannot query for employer-level data that you have archived or stored against the payroll action.
This information is read-only. You cannot modify or update it from this window. For instructions on how to run, retry, view, and rollback this information, refer to Managing the Year End Archiver.
If an employee's record has changes after you run the Year End Archiver, you can retry the Year End Archiver for that employee. It is not necessary to rerun the entire process. In instances where large numbers of employees' balances are changed after the Year End Archiver is run, it may be easier to rollback the Year End Archiver and re-run it to include the balance updates.
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 employer data 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. If a legal employer does not have any employees in it, then the Year End Archiver archives the employer data. In this case, you cannot re-archive employee data through the Retry Payroll Process. You must roll back the process and then rerun the Year End Archiver.