OTL SETUPS FOR PAYROLL
1. CREATING CUSTOM RESPONSIBILITY
1.1 OAMC OTL Setup
Responsibility Name | OAMC OTL Setup | |
Profile Option Name | Site | Responsibility |
OTL : Allow TK locking of Queried records | Yes | |
OTL : Archive Restore Chunk Size | 150 | |
OTL : Max Warnings in Validate Data Set | 500 | |
OTL: Allow Change Group Timekeeper | Yes | |
OTL: Allow Self Service Time Entry for Terminated Employees | No | |
OTL: Code Level | ||
OTL: Data Volume for Upgrade Program Worker | ||
OTL: Days a TimeKeeper can access Contingent Worker's timecard beyond termination | ||
OTL: Debug Check Enabled | No | |
OTL: Default Approval Action for Mass Timecard Approver | Approve | |
OTL: Defer approval process on timecard submission | Yes | |
OTL: Enable Archive/Restore Detailed Logging | ||
OTL: File Separators for the Import Export Functionality | , | |
OTL: Max Errors | ||
OTL: Minimum Age of Data Set for Archiving | 6 | |
OTL: Number of past days for which retrieval considers changes (days) | 365 | |
OTL: RDB - Default Application | Payroll | |
OTL: RDB - Run Post Retrieval Snapshot Automatically | ||
OTL: Transfer Batch Size | 3000 | |
OTL: Transfer to OTLR and / or BEE | Both OTLR and BEE | |
HR:User Type | HR with Payroll User | |
OTL: Use Upgraded Retrieval Process |
1.2 OAMC HRMS Self Service Time
Responsibilty Name | OAMC HRMS Self Service Time | |
Profile Option Name | Site | Responsibility |
HXT: All / Selected Earning Categories | Selected Earning Categories | |
HXT: Approver Required | Y | |
HXT: Batch Size | 25 | |
HXT: Compare Special Rules Evaluation | ||
HXT: Holiday Hours from Holiday Calendar | Yes | |
HXT: Hours per Year | 2050 | |
HXT: Include Premium Hours to PA | Y | |
HXT: Merge Batch Timecards | ||
HXT: Overtime Functionality on Holidays | Daily/Weekly/Special Overtime only and Holiday Rule | |
HXT: Rollup Batch Hours | No | |
OTL : Allow TK locking of Queried records | Yes | |
OTL : Archive Restore Chunk Size | 150 | |
OTL : Max Warnings in Validate Data Set | 500 | |
OTL: Allow Change Group Timekeeper | No | |
OTL: Allow Self Service Time Entry for Terminated Employees | No | |
OTL: Code Level | ||
OTL: Data Volume for Upgrade Program Worker | ||
OTL: Days a TimeKeeper can access Contingent Worker's timecard beyond termination | ||
OTL: Debug Check Enabled | No | |
OTL: Default Approval Action for Mass Timecard Approver | Approve | |
OTL: Defer approval process on timecard submission | Yes | |
OTL: Enable Archive/Restore Detailed Logging | ||
OTL: File Separators for the Import Export Functionality | , | |
OTL: Max Errors | ||
OTL: Minimum Age of Data Set for Archiving | 6 | |
OTL: Number of past days for which retrieval considers changes (days) | 365 | |
OTL: RDB - Default Application | Payroll | |
OTL: RDB - Run Post Retrieval Snapshot Automatically | ||
OTL: Transfer Batch Size | 3000 | |
OTL: Transfer to OTLR and / or BEE | Both OTLR and BEE | |
HR:User Type | HR with Payroll User | |
OTL: Use Upgraded Retrieval Process | ||
1.3 Create employee and attach that to the user, which in turn is used for doing all the setups.
1.4 Alternate Names
Before creating alternate names, all the elements and its links have to be created and linked to respective payrolls.
Alternate names not visible issue
Once all the element are created and linked to payrolls, please check the payrolls are attached to all employees, If this is not done then alternate names will not be visible on the self service timecard.
After elements are linked create element sets for all the OTL elements and run navigate to “OTL Application developer” responsibility and run the concurrent program name called “Generate Flexfield mapping” and mention the Element set name in the parameter. Note: It is very important to keep the datetrack to the same date i.e. 01-jan-1951 while doing all the setups
1.5 Time Categories
There are so many requirements for Time categories, For summary Total to be displayed on the timecard for “Regular Hours” or any kind of hours type then OTL has Provided Total1…….Total10 attributes .
As shown below Total1 and Total2 are used for displaying the Hours Totals.
1.6 Time Entry Rules
Time entry rules are used for controlling the entire time entry on the TC.
Let us take an example that user should not enter “Regular Hours” more than 40 hours a week then the following has to designed in the rule
Name: - OAMC Rule -4
Description: - Regular hours cannot be more than 40 (Description is mandatory because on the TC description will be shown as message) if this left blank then a seeded message will be displayed.
Usage: - Submission / Resubmission (This will decide when the validation will come into effect i.e. when submitting or Resubmitting.
Formula: - “Seeded formula for Period Maximum”
The inputs are as follows
Let’s take another example that overtime should not be more than 10hours per week.
Name: - OAMC Rule -3
Description: - Overtime hours cannot be more than 10 hours per week (Description is mandatory because on the TC description will be shown as message) if this left blank then a seeded message will be displayed.
Usage: - Submission / Resubmission (This will decide when the validation will come into effect i.e. when submitting or Resubmitting.
Formula: - “Period Hours vs Time Category ( Seeded formula )”
The inputs are as follows
1.7 Time Entry Rule Group
This is a combination of rules which is created in sec 1.6 we can select specific rule or all rules and mention each Outcome can be 1. Error 2. Warning 3. Business Message 4.Reason as shown in the below screen shot
Note: - Time Entry Rule group is applied to preferences.
1.8 Recurring Periods
Recurring period is the given set of days or months which is displayed in the TC.
Usually Recurring period will have start date which will determine the TC period, this date can be start of the year or start date of the payroll run and this is a business decision.
In the above screen shot I have created “OAMC Recurring Period” which has start date as 01-jan-2012
1.9 Approval Style
This is the method in which a TC will be approved.
This has two sections 1. Approval Rules 2. Approval Style Components
In 1.Approval Rules Section we can mention which time entry rule comes under which application
In 2. Approval Style Components we can attach the application to the specific approval type as shown in the screen shot
There are different types of approval mechanism as listed below
Splitting the time card on the basis of approval
There is business mechanism in which the Regular Hours or Any kind of Hours type has to be Auto approved and the remaining hours has to go for approval process. In this case the following steps have to be done.
In 2. Approval Style Components choose the application and then select “Entry Level Approval” as the type. We can observe that the button 
will be enabled and then click on the button and provide the details as shown in the screenshot.
Let the Default Entry level Approval Style be as HR Supervisor, if you choose anything else then the whole time card will be approved differently.
Create a time category for the specific Hours Type and then select the type as “Auto Approve”, By doing this only the particular hours type will be auto approved and the rest of the components will go for approval cycle. If there are more than one component then create separate time category for the same.
2.0 Approval Periods
Approval periods will allow the approver to approve specific days of the TC only like Weekly or monthly.
2.1 Recurring Period
Recurring Period are the range of the dates i.e. the time card is dependent on.
2.2 Preferences
This is the setting which will determine how a timecard will look like what will be the rules and validations and where all the
Preferences will be used.
The following preferences have to be applied on the timecard for Payroll integration.
2.2.1 
2.2.2
2.2.3
2.2.4
2.2.5
2.2.6
Before integrating absence with OTL check the profile option “HR: Absences Integration with OTL” and set it to Yes at Site level
Check if the menu called “Absence integration Setup” is visible or not in “US OTL Application Developer” responsibility.
Navigate to “Absence Integration Setup” and provide the Element Set name as shown in the below screen shot
Select on all the absences and save and then click on Go
Click on “Generate Time Category”
Apply the preferences for the absences.
2.2.7
2.2.8
2.2.9
2.2.10
2.2.11
2.2.12
Create the Time Category and use the same
2.2.13 How to apply Preferences
Once all the preferences are completed then the preferences have to be applied to the group or organization or it can be applied to individual person. As shown in the below screen shot the preferences “OMAC Preferences” has been applied to all the people.
Note: - The precedence should be a unique number which will decide the order of application of preferences.
The “Link by” in the lov as shown in the below screenshot where one can choose where all the preferences can be applied
2.3 How to create Timekeeper
Navigate to OTL Super Timekeeper àTimekeeper Group
Provide the Name and select the timekeeper. In the person section, choose the persons i.e. who all comes under respective TK, as shown in the screenshot.
Set the profile option, HR:User Type, to be update able at the site, application, responsibility or user level so that a value can be entered.
OTL: Allow Change Group Timekeeper resp_level =’Yes’ for the profile option HR:User Type
2.4 Time Keeper Preferences
2.4.1 
2.4.2
2.4.3
2.2.4
After time card preferences are done then the same has to be applied to individual timekeeper’s i.e.
Employees as shown in the screen shot or TK can be any named person in the organization.
Preferences Details
Preference Name in Tree (Preference Name) | Description | Value in Default Preferences Hierarchy | Default Value for Projects |
Append Templates on Timecard (Self Service Functionality to Append Templates on the Timecard) | Y/N. If set to Yes, the worker can select more than one template and the data from all the selected templates appears on the timecard. | No | Yes |
Business Messages (Self Service Ability to Show a Business Message) | Y/N. If set to Yes, business messages from time entry rule validation are displayed to the worker on the timecard. | Yes | Yes |
Create Personal Templates (Self Service Create Template Functionality) | Y/N. If set to Yes, workers can create their own personal timecard templates. A Create Template button is displayed on the Templates page. | No | Yes |
Date Formats (Self Service Date Format Functionality) | Determines the display of date formats for the timecard. You can choose the date format for the Period List, Timecard Table Day Header, and Timecard Details Page Day Header. | December 31, 2002. Tue, Dec 31.Tuesday, December 31, 2002 | [None] |
Default Approver (Worker Default Approver) | If the Enter Override Approver preference is set to Yes, then you can select any supervisor in the business group to be the default value in the Override Approver field. | [None] | [None] |
Disconnected Entry (Self Service Disconnected Entry Option for Worker) | Upload/Download, or None. Determines whether workers can enter time and labor data using a spreadsheet (import) and whether they can download data to the spreadsheet (export). | None | Upload/Download |
Timecard Allows Display of Accrual Balances | Reduce potential validation errors by displaying the accrual balances on the timecard. Self-service users can view the accrual balance before submitting their absences. Select yes in the Display Balance segment to display the balance component on the timecard. The application uses the HR: Accrual Plan Element Set profile option if you leave the Element Set as Null. Select an evaluation date for the accrual balances to display. The application uses the Accrual Evaluation Date you select to display the accrual balances. | ||
Enter Negative Hours (Self Service Ability to Enter Negative Hours) | Y/N. If set to Yes, then workers can enter negative hours on their timecard. | No | Yes |
Enter Override Approver (Worker Preference to Enter an Overriding Approver) | Y/N. If set to Yes, then workers can enter an override approver on the timecard. You must also set the Override Approval Style segment of the Approval Style preference to Projects Override Approver. | No | Yes |
Number of Empty Rows on the Timecard (Self Service Number of Empty Rows on the Timecard) | The number of empty rows to display on the worker's default timecard. | 1 | 1 |
Number of Recent Timecards Displayed (Self Service Number of Recent Timecards on Time Entry Screen) | The number of previously entered timecards to display. | 5 | 5 |
OTL Rules Evaluation (Self Service Preference to Allow Rules Evaluation) | Y/N. Set the Evaluate OTL Rules segment to Yes for workers whose time is subject to OTL rules based on a rotation plan and earnings policy. If set to Yes, use the Approval Rules for Rules Evaluation segment to select the applications that approve the data before you can run the Transfer to BEE process. You may also select an Overtime Recurring Period to calculate overtime for non-weekly payrolls. | No | No |
Public Template Groups | Determines the Self Service Timecard Template Group | Dynamic Templates Group | |
Save as Templates on Timecard (Self Service Save as Template Functionality on Timecard) | Y/N. If set to Yes, then the Save As A Template button displays on the worker's timecard. | No | Yes |
Self Service Flow | Audit or Standard. If set to Audit, then you use the Change and Late Audit Preference node. If set to Standard, then you choose not to use Change and Late Audit. | [None] | [None] |
Template Assigned Value - Administrator (Self Service Default Template Assigned by Sys Admin) | Default template assigned by the system administrator. | [None] | [None] |
Template Assigned Value - End User (Self Service Default Template Selected by User) | Default template selected by worker. Check the Editable by User check box if you want workers to be able to select their own default template. | [None] | [None] |
Template Functionality (Self Service Template Functionality for a Worker) | Y/N. Select Yes in the Template Functionality for a Worker segment to enable workers to use templates. Y/N. Select Yes in the Create Zero Hours Last Timecard segment to enable users to create timecards using the last timecard template. The default is set to No. If you set this segment to Yes, and the worker creates a timecard based on the last timecard template, then the application applies the template to the timecard with zero hours for the first day and blank hours for the other days. | No | Yes |
Timecard Alternate Names (Self Service Timecard Alternate Name Set Defined for a User) | Determines the set of alternate names used to configure lists of values on workers' timecards. You must define Timecard Alternate Names. | [None] | [None] |
Timecard Delete Allowed | Yes/No. If set to Yes, then you provide workers the ability to delete a timecard. If you select No, then you disable the delete timecard feature. | [None] | [None] |
Timecard Layout (Self-Service Timecard Review, and Confirmation Layout Pages) | Determines which timecard layouts workers use for data entry, review, confirmation, detail page, and for export. If you leave the Export segment blank, then the Timecard entry layout is used for export. If you use Entry Level Approvals, then select the Approval Fragment Layout to route all approver comments to the worker. If you use Inline Notifications, then select the appropriate notification layout. Displays a concatenated entry of Project Number and Task Details. | Exception Layout - Time card Entry Page | Projects Timecard Layout |
Timecard Period (Self Service Timecard Period for Worker) | Determines which recurring time period workers use for timecard entry. | Weekly - Starts Sunday | Weekly - Starts Sunday |
Timecard Unit of Measure (Self Service Unit of Measure to be Used on a Timecard | Determines the units in which workers enter time and labor data, such as days, hours, pieces, and time units as well as the format for entering time. | Hours HH:mm | Hours HH:mm |
Timecard Status Allowing Edits (Self Service Timecard Status that Allows User Edits) | Determines the timecards you can edit, according to their status and data. Select a status in the Status Allowing Edits field: Submitted - Workers can edit submitted, new, working, and rejected timecards. Approvals Initiated - Workers can edit, delete, and resubmit new, working, rejected, and submitted timecards, plus those for which an approval process has been initiated. Note: Workers can edit timecards in this status only if the recipient application has not retrieved them. Retro - Workers can edit all timecards, including submitted, approved and processed timecards. Adjustments made at this point would create a Retro Time Adjustment. In the Past Number of Days field, enter the age of the oldest timecard a worker can edit. Timecards for the period in which this day falls will be editable. In the Future Number of Days field, enter how many days in advance a worker can enter a timecard. For example, if you enter 28, a worker can enter timecards for all periods up to and including the period that includes the 28th day. Note: A timecard is editable only if it has a status that allows edits and if the timecard period falls within the date limits set by this preference. In the Future Time Period Limit field, choose the time period as Active Assignment to generate timecard periods up to the actual termination date, otherwise, choose Assignment up to Final Termination to generate timecard periods up to the final termination date. Note: Although all time periods are available on a terminated employee's timecard, they cannot submit a timecard after the actual termination date. | New, Working, rejected Day fields are blank, meaning there is no time limits on entering and editing timecards. New_Working_Rejected - Workers can only edit unsubmitted timecards, or timecards in a working or rejected status. | Retro Day fields are blank, meaning there is no time limits on entering and editing timecards. |
Time Store
The time store hierarchy contains the preferences that relate to the functionality of the time store and applications.
Preference | Description | Default Value | Default Value for Projects |
Absences Functionality | Enable Integration with Absences - determines if time store absence integration is set up for worker Allow Edit on Imported Absence Entries - determines if workers can edit absence entries. Action for Absences Pending Approval - determines if the worker views an error or a warning. Retrieval Rule for Absences - determines the method to use for online retrieval. You can choose from Use Retrieval Rule Group Preference, Working, Submitted, Approved. Display Absence Status Region on Timecard - determines if the absence status region displays on workers' timecards. Note: The settings you choose here determine if the Show Absences Screen Option in Timekeeper displays as shown/hidden. Action for Overlap and PTO Validations - determines if the application displays an error, warning or ignores overlaps and validation inconsistencies. Action for Absences Pending Confirmation - determines if the application displays and error or a warning to workers. Exclude Absences from Timecard Totals – determines if the timecard total in the time entry, review, confirmation and notification pages displays totals for both hour and day based absences. | No No Error | |
Application Set (Time Store Application Set) Note: To ensure proper set up, your application set values must match those defined for your retrieval rules. | Determines which applications retrieve workers' timecard - you must define at least one application set: Human Resources - Oracle Human Resources; Payroll - Oracle Payroll; Projects - Oracle Projects; HR/Projects - Human Resources and Projects; HR/Payroll - Projects and Payroll; HR/Payroll/Projects - Human Resources, Payroll and Projects. | Human Resources | Projects |
Approval Periods (Time Store Approval Periods) | Determines the approval time periods for each application. | Weekly Periods - Starts Sunday | Weekly Periods - Starts Sunday |
Approval Style (Time Store Approval Style) | Determines the approval rules and method for each application. To enable override approver functionality, you must ensure that the Enter Override Approver preference is set to Yes. This can display the Override Approver field on the projects, payroll, exception, and combination layouts, where a worker can select anyone in the business group. | Auto Approve (no value for Override Approval Style segment) | Auto Approve Project Override Approver (for Override Approval Style segment) |
Auditing Requirements (Time Store Audit Requirements) | Determines whether entries will be audited using Change and Late Audit. If Change and Late Audit is selected, then you must enter your Change and Late Audit rules. | [None] | [None] |
Entry Level Processing Rule Groups Note: To ensure proper set up, your entry level processing rule groups should be defined to include the values defined in your application set, and your retrieval rules. | Defined the entry level processing time entry rules used to validate the workers timecards. | [None] | [None] |
Retrieval Dashboard Functionality | Time Store Retrieval Dashboard Setup for Worker - determines if the application selects the snapshot during timecard submission process or at a later stage. | ||
Retrieval Rule Groups (Time Store Retrieval Rule Groups) Note: To ensure proper set up, you retrieval rules must match those defined for your application set. | Determines the retrieval rules for each recipient application's retrieval process. The retrieval rules define the approval status data must achieve before it can be retrieved. You must define a Retrieval Rule Group. Projects Retrieval Rule Group Payroll Retrieval Rule Group Human Resources Retrieval Rule Group Projects and Payroll Retrieval Rule Group Human Resources and Projects Retrieval Rule Group Human Resources and Payroll Retrieval Rule Group HR, Payroll, and Projects Retrieval Rule Group Note: Ensure that a worker's retrieval rule group does not contain rules for applications that are no in the application set. | Human Resources Retrieval Rule Group | HR, Payroll and Projects Retrieval Rule Group |
Timecard Required (Time Store Time Required for Worker) | Lists any applications that do not require a timecard. | [No applications] | [No applications] |
Time Entry Rule Groups (Time Store Time Entry Rules) | Defines the time entry rules to be used to validate the worker's timecards. | [None] | [None] |
Time Store Days to Hours Conversion | Converts day timecard entries to hours for Projects Applications. | [None] | [No applications] |
Validate on Save (Time Store Validate on Save) | Determines whether the OTL application runs the Recipient Update and Recipient Validate Processes when the user chooses the Save for Later option. If you set this preference to Yes, then the OTL application runs the Recipient Update and Recipient Validate Processes. If you set this preference to No, then the OTL application does not run the Recipient Update and Recipient Validate Processes. For Oracle Projects, however, the application runs the Recipient Update and Recipient Validate Processes irrespective of this preference. You can retain the rows with blank hours in a timecard after saving the timecard, by setting the segment Restrict timecard row(s) without any hours to No on the timecard. |
Timekeeper
The Timekeeper node contains the predefined preferences for the Timekeeper feature.
Preference Name in Tree (Preference Name) | Description | Value in Default Preferences Hierarchy | Default Value for Projects |
Timekeeper Entry - Display Options (Timekeeper Misc Setup Items) | Determines the items to display on the timekeeper page. You can choose to display, In/Out time entries, Person Name, Person Number, Attribute Item Name for detail Information, and Descriptive Flexfields to display. | No, Yes, No, [none], and [none], respectively | No, Yes, No, [none], and [none] respectively |
Timekeeper Timecard Layout (Timekeeper Layout Attributes) | Determines which columns to display on the Timekeeper Timecard Layout. | [None] | [None] |
Additional Features with Preferences
The following features have preferences. You cannot change or delete these values, however, you can create new preference values for these features.
Change and Late Audit
The Change and Late Audit node contains the predefined preferences for Change and Late Audit functionality. You cannot change or delete these values, however, you can create new preference values.
Preference Name in Tree (Preference Name) | Description | Value in Default Preferences Hierarchy | Default Value for Projects |
CLA - Delete Timecards (Timecard Delete Allowed) | Determines whether workers can delete their timecards. This value must be set at No when using change and late audit feature. Timekeepers can delete timecards irrespective of this preference. | No | No |
CLA - Layout (Self-Service Timecard, Review and Confirmation Layout Pages for a Worker) | Determines which timecard layouts workers use for data entry, review, confirmation, detail page, export and audit. If you leave the export segment blank, the Timecard entry layout is used for export. | Projects layout is defaulted for all values except Export. Export is [None] | Projects layout is defaulted for all values except Export. Export is [None] |
CLA - Process Flow (Self Service Flow) | Determines which process flow is to be used during time entry | Audit | Audit |
CLA - Rule Group (Time Store Audit Requirements) | Defines the time entry rules to be used to validate workers timecards | [None] | [None] |
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