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Oracle Global HumanResources Cloud

Implementing AbsenceManagement

20B

Oracle Global Human Resources CloudImplementing Absence Management

20BPart Number F27623-01Copyright © 2011, 2020, Oracle and/or its aliates.

Authors: Suchandra Dua Roy, Srinivas Vellikad, Essan Ni Jirman

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Contents

Preface i

1 Absence Management Implementation Overview 1Overview of Implementing Absence Management ................................................................................................................ 1

How Absence Components Work Together ............................................................................................................................ 2

How an Employee's Schedule Is Determined ......................................................................................................................... 5

2 Absence Lookups, Value Sets, and Flexelds 9Overview of Lookups ................................................................................................................................................................... 9

How Flexelds and Value Sets Work Together ..................................................................................................................... 12

Overview of Flexelds ................................................................................................................................................................ 13

3 Formula Creation and Error Handling for Absence Management 15Overview of Using Formulas ..................................................................................................................................................... 15

Formulas for Absence Type ...................................................................................................................................................... 16

Formulas for Accrual Plans ....................................................................................................................................................... 17

Formulas for Qualication Plans ............................................................................................................................................. 19

Formulas for Donation Plans ................................................................................................................................................... 20

Example of Writing a Fast Formula Using Formula Text ................................................................................................... 21

Formula Compilation Errors ..................................................................................................................................................... 23

Formula Execution Errors ......................................................................................................................................................... 24

FAQs .............................................................................................................................................................................................. 26


4 Eligibility Proles for Absence Plans 27How You Congure Eligibility for an Absence Plan ............................................................................................................ 27

How Eligibility Works With Other Objects ............................................................................................................................. 27

Derived Factors ........................................................................................................................................................................... 29

Examples of Derived Factors ................................................................................................................................................... 30

Example of Using Range of Scheduled Hours ..................................................................................................................... 33

Eligibility Proles ......................................................................................................................................................................... 35

Examples of Eligibility Proles ................................................................................................................................................. 37

Single or Multiple Eligibility Proles ....................................................................................................................................... 39

Creating an Eligibility Prole: Worked Example ................................................................................................................... 41

FAQs .............................................................................................................................................................................................. 44

5 Rate Denitions for Absence Payments 45Rate Denitions for Absence Payments ................................................................................................................................ 45

Overview of Rate Denitions ................................................................................................................................................... 46

Options to Congure Rate Denitions ................................................................................................................................... 47

Create Rate Denitions for Leave ........................................................................................................................................... 52

6 Elements for Absence Management 55Dene Elements, Balances, and Formulas ............................................................................................................................ 55

How Elements Hold Payroll Information for Multiple Features ........................................................................................ 58

Dene Payroll Elements to Process Absences ..................................................................................................................... 60

Dene Payroll Elements for an Absence Accrual Plan ....................................................................................................... 63

7 Eective Dates in Absence Management 67Date Eectivity ............................................................................................................................................................................ 67

Examples of Correcting Date-Eective Objects ................................................................................................................... 68

Examples of Updating Date-Eective Objects ..................................................................................................................... 69

FAQs ............................................................................................................................................................................................... 71


8 Accrual Absence Plans 73Types of Absence Plans ............................................................................................................................................................ 73

Options to Dene Accrual Plans ............................................................................................................................................. 74

Options to Dene an Accrual Term ........................................................................................................................................ 76

Options to Congure Accrual Enrollment and Termination ............................................................................................. 77

How You Congure Eligibility for Absence Plans ................................................................................................................ 77

Options to Dene Frequency of Accrual Periods ................................................................................................................ 78

Plan Limits for Accrual Plans ................................................................................................................................................... 78

Examples of Accrual Bands ...................................................................................................................................................... 79

How You Congure a Plan for Discretionary Cash Disbursement ................................................................................... 82

Options to Enable Absence Accrual Balance Adjustments ............................................................................................... 83

Create a Vacation Accrual Plan ............................................................................................................................................... 84

Managing Existing Absence Plans .......................................................................................................................................... 89

9 Qualication Absence Plans 91Types of Absence Plans ............................................................................................................................................................. 91

Options to Dene Qualication Plans .................................................................................................................................... 92

Options to Dene A Qualication Term ................................................................................................................................ 93

Options to Dene Overlap Rules for Qualication Plans ................................................................................................... 94

Options to Congure Qualication Enrollment and Termination .................................................................................... 97

How You Congure Eligibility for Absence Plans ................................................................................................................ 98

Examples of Qualication Bands ............................................................................................................................................ 98

Evaluate Entitlement without Absence Record ................................................................................................................... 101

How Qualication Plan Entitlement Appears ...................................................................................................................... 102

Open-ended Absences ............................................................................................................................................................. 103

Create a Maternity Plan ........................................................................................................................................................... 104

How You Create a Shared Parental Leave Agreement ...................................................................................................... 110

10 Compensatory Time 113How You Congure Compensatory Time ............................................................................................................................. 113

Options to Dene Compensatory Plans ................................................................................................................................ 115

Expiration Rules for Earned Compensatory Time .............................................................................................................. 115

11 Donation 117Overview of Donation ............................................................................................................................................................... 117

Options to Dene Donation Plans ......................................................................................................................................... 117

Set Up PTO Donations for Your Legislation ........................................................................................................................ 118


12 Absence Types, Reasons, and Categories 121How Absence Components Work Together ......................................................................................................................... 121

Absence Display and Processing Rules ................................................................................................................................ 123

Absence Approval and Processing Rules ............................................................................................................................. 124

Absence Dates and Duration Rules ....................................................................................................................................... 125

Allow Daily Absence Duration Override ............................................................................................................................... 126

Options to Congure Display of Supplemental Details .................................................................................................... 126

Examples of Start Date Validation Rule ............................................................................................................................... 127

How You Congure Plans to Oer Concurrent Entitlement ............................................................................................ 128

Examples of Prioritizing Absence Plans for an Absence Type ........................................................................................ 129

Examples of Conguring a Concurrent Absence Type ..................................................................................................... 130

Schedule Hierarchy Start Point Options .............................................................................................................................. 130

Create a Vacation Absence Type ............................................................................................................................................ 131

FAQs ............................................................................................................................................................................................. 133

13 Absence Certications 135Options for Absence Certication Requirements ............................................................................................................... 135

Absence Certication Requirement Types .......................................................................................................................... 135

Options to Trigger Certication Requirements .................................................................................................................. 136

Options to Manage Actions For Certication Events ........................................................................................................ 136

Create an Absence Certication Requirement .................................................................................................................... 138

14 Absence Processes 141Overview of Absence Processes ............................................................................................................................................. 141

Options for the Evaluate Absences Process ........................................................................................................................ 141

Options for the Evaluate Certication Updates Process .................................................................................................. 143

Options for the Update Accrual Plan Enrollments Process ............................................................................................. 144

Options for the Calculate Accruals and Balances Process ............................................................................................... 145

Options for the Withdraw Accruals and Balances Process .............................................................................................. 147

Options for the Generate Daily Breakdown of Absence Details Process ...................................................................... 148


15 Integrated Workbooks for Loading Absence Data 151Integrated Workbooks for Absence Management .............................................................................................................. 151

Update Absence Data Using HCM Spreadsheet Data Loader ......................................................................................... 152

Set Up Desktop Integration for Excel ................................................................................................................................... 153

Guidelines for Using Desktop Integrated Excel Workbooks ............................................................................................ 154

Troubleshoot Desktop Integration for Excel ....................................................................................................................... 155

FAQ ............................................................................................................................................................................................... 155

16 HCM Extracts for Absence Data 157HCM Extracts for Absence Data ............................................................................................................................................ 157

Dene Extracts ........................................................................................................................................................................... 157


Preface

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Chapter 1Absence Management Implementation Overview

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1 Absence Management ImplementationOverview

Overview of Implementing Absence ManagementCongure absence plans, types, categories, certications, and reasons for employees, including formulas, eligibilityproles, and rates. These tasks in the Setup and Maintenance work area are part of the Workforce Deployment oeringin the Absence Management functional area.

Geing StartedBefore you begin, review the following documents available in the Absence Management functional area:

• Lists of setup tasks

• Descriptions of the functional areas and features you can select when you congure the oering

• Lists of business objects and enterprise applications associated with the oering

Setup SequenceThe following gure illustrates the sequence for seing up absence management:

1. Add new values to lookups, value sets, and exelds based on your requirement. Write fast formulas to includerules in the absence objects in addition to the predened ones. Create rate denitions to dene payment ratesfor absence plans.

2. Create absence plans to dene rules for time accruals and entitlements. Create certication requests that youwant workers to complete to continue receiving entitlements during absence periods. Create absence reasonsthat you want workers to select while recording absences.

3. Create absence types, such as sickness leave or vacation, and associate each type with the relevant plans,reasons, and certications.



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4. Create absence categories, such as personal leave or medical leave, and associate them with the relevantabsence types for reporting purposes.

Absence Plans

Absence Types

Absence Certifications

AbsenceCategories

Eligibility Profiles

Fast Formulas

Rate Definitions

Value SetsLookups Flexfields

Absence Reasons

1

2

3

4

How Absence Components Work TogetherCongure absence components such as types, categories, paerns, plans, reasons, and certications to reect theabsence management policy of your enterprise.

Component Location in the Absences Work Area

Absence types

Use the Absence Types task to create absence types.

Absence categories

Use the Absence Categories task to create absence categories and associate them withabsence types.

Absence paerns

Review these seings on the Display Features tab when you create an absence type.

Absence plans

Use the Absence Plans task to create absence plans.

Absence reasons Use the Absence Reasons task to create absence reasons.



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Absence certications

Use the Absence Certications task to set up a requirement. Then associate the requirement asan action item with an absence type so that every absence associated with the absence type issubject to that requirement.

This gure illustrates how the absence management components t together.

Absence ReasonExample: Injury at

Work)

Absence Pattern(Example: Illness or

Injury)

Absence Category(Example: Illness and

Injury)Absence Type(Example: Sick Leave)

Absence Type

Absence Plan(Example: Sickness

Entitlement Plan)

Action Item(Example: Doctor

Certificate)

Absence TypeWhen you create an absence type, such as sick leave, you include rules to determine when users record or managean absence of that type. For example, you can restrict workers so that they can record absences only of a particularduration. An alert appears if the entered duration exceeds the maximum value.

Decide which elds or sections you want to show or hide for specic user roles when they record or approve a specicabsence type.



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Absence CategoryCreate absence categories to group absence types for reporting and analysis. For example, you can create an absencecategory called family leave and associate with it absence types, such as maternity, paternity, and child care.

Absence PaernAn absence paern contains a predened set of rules that you can use as a starting point to create an absence type.When you create an absence type, you must associate it with any of the following predened paerns:

• Illness or injury

• Childbirth or placement

• Generic absence

For example, you can select the Generic absence paern to create an absence type to schedule vacation time using thetime accrued under a vacation accrual plan.

The paern that you select determines:

• Whether special elds appear on the absence type pages

• The options available to display and process various aspects of absence recording

For example, the Illness or injury paern displays a eld for selecting whether the absence type applies for childbirth oradoption placement.

Absence PlansCreate absence plans to dene rules for accruing leave time and receiving payments during an absence period. Youmust associate at least one absence plan with an absence type.

To schedule an absence using an absence plan, the unit of measure dened in the plan must match the unit of measuredened in the associated absence type. If the unit of measure diers, you can dene the conversion formula and aachit to the absence type. This formula is applicable only if the unit of measure is hours or days for the absence type.

Absence ReasonsCreate absence reasons to select from when scheduling an absence. Absence reasons are independent of absencetypes. You can use the same reason for multiple absence types. When you create an absence type, you associate thereasons with the type.

Absence CerticationsCreate certication requirements for absences that require documentation to authorize an absence. For example,in case of an absence due to illness, set up a requirement that workers must submit a doctor's certicate within astipulated period of time. This ensures they receive full payment for the absence duration.

Related Topics• Create a Vacation Absence Type• Create a Maternity Plan• Create a Vacation Accrual Plan



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• Create an Absence Certication Requirement

How an Employee's Schedule Is DeterminedYou can set up employee work time in dierent ways. An employee's ocial schedule for a selected time period isautomatically determined using this information:

• Current schedule or work hours

• Calendar events and work schedule resource exceptions

• Absence entries

Search OrderThis ow chart shows you the order that the application searches for an employee's schedule, before applying it to theassignment.

Assign theschedule to the

person

Schedulefound?

Schedule notfound?

Search Order

1. Published schedule2. Employment work week3. Primary work schedule4. Standard working hours

Assign defaulthours to the

person

Published Schedule (Workforce Management)The published schedule is built using the employment work week, primary work schedule, or standard working hoursfor each employee. It can also be built using published schedules from other scheduling applications. The publishedschedule shows applicable calendar events and absences.



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Employment Work WeekThe employment work week is congured on the employee's employment record. Schedules built from the work weekalso show applicable calendar events and absences.

Primary Work ScheduleThe primary work schedule is linked to one of these levels. Schedules built from the work schedule also show assignedcalendar events and resource exceptions, as well as applicable absences.

1. Primary assignment of the worker2. Position3. Job4. Department5. Location6. Legal Employer7. Enterprise

The process moves through the schedule hierarchy in the specied order and stops as soon as it nds a primaryschedule. This example hierarchy shows primary work schedules associated with three levels.

Department 3Department 2Department 1

Enterprise

PrimarySchedule

PrimarySchedule

PrimarySchedule

Departments 1 and 3 don't have primary schedules. So, the primary schedule at the enterprise-level applies to all thoseemployees, with one exception. One employee in department 3 has a schedule for their primary assignment. Thatprimary assignment schedule applies instead of the enterprise-level schedule. Department 2 has a primary schedule,and it applies to all employees in that department.

All employee schedules are aected by the calendar events and resource exceptions that exist in the primary workschedule, regardless of level. They're also aected by any absences they report during the selected time period.



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Standard Working HoursThe standard working hours are dened on the employee's primary assignment. Schedules built with these hours alsoshow applicable calendar events and absences.

Default HoursIf the application doesn't nd a schedule, it uses the default hours 8:30a to 5:00p.



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Chapter 2Absence Lookups, Value Sets, and Flexelds

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2 Absence Lookups, Value Sets, and Flexelds

Overview of LookupsLookups are lists of values in applications. You dene a list of values as a lookup type consisting of a set of lookupcodes, each code's translated meaning, and optionally a tag. End users see the list of translated meanings as theavailable values for an object.

Lookups provide a means of validation and lists of values where valid values appear on a list with no duplicate values.For example, an application might store the values Y and N in a column in a table, but when displaying those values inthe user interface, Yes or No (or their translated equivalents) should be available for end users to select. For example,the two lookup codes Y and N are dened in the REQUIRED_INDICATOR lookup type.

The following table contains an example of a lookup type for marital status (MAR_STATUS) that has lookup codes forusers to specify married, single, or available legal partnerships.

Lookup Code Meaning Tag

M

Married

Not applicable

S

Single

Not applicable

R

Registered Partner

+NL

DP

Domestic Partner

-FR, AU

In this case, tags are used for localizing the codes. All legislations list Married and Single. Only the Dutch legislation listsRegistered Partner. And all legislations except France and Australia also list Domestic Partner.

When managing lookups, you need to understand the following.

• Using lookups in applications

• Conguration levels

• Accessing lookups

• Enabling lookups

• The three kinds of lookups: standard, common, and set-enabled

Using Lookups in ApplicationsUse lookups to provide validation or a list of values for a user input eld in a user interface.

An example of a lookup used for validation is a exeld segment using a table-validated value set with values from alookup type. An example of a lookup in a list of values is a prole option's available values from which users select oneto set the prole option. Invoice Approval Status gives the option of including payables invoices of dierent approval



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statuses in a report. The lookup code values include All, so that users can report by all statuses: Approved, Resubmiedfor approval, Pending or rejected, and Rejected.

Conguration LevelThe conguration level of a lookup type determines whether the lookups in that lookup type can be edited. This appliesdata security to lookups.

Some lookup types are locked so no new codes and other changes can be added during implementation or later, asneeded. Depending on the conguration level of a lookup type, you may be able to change the codes or their meanings.Some lookups are designated as extensible, so new lookup codes can be created during implementation, but thepredened lookup codes can't be modied. Some predened lookup codes can be changed during implementation orlater, as needed.

The conguration levels are user, extensible, and system. The following table shows the lookup management taskspermied at each conguration level.

Permied Task User Extensible System

Deleting a lookup type

Yes

No

No

Inserting new codes

Yes

Yes

No

Updating start date, end date,and enabling the lookup code

Yes

Yes, only if the code isn'tpredened data

No

Deleting codes

Yes

Yes, only if the code isn'tpredened data

No

Updating tags

Yes

No

No

Updating module

Yes

No

No

Predened data means LAST_UPDATED_BY = SEED_DATA_FROM_APPLICATION.

If a product depends on a lookup, the conguration level must be system or extensible to prevent deletion.

Once the conguration level is set for a lookup type, it can't be modied. The conguration level for newly createdlookup types is by default set at the User level.

Standard, Common, and Set-Enabled LookupsThe following table shows the available types of lookups.

Lookup Type Description

Standard Lists the available codes and translated meanings.



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Lookup Type Description

Set-enabled

Associates a reference data set with the lookup codes.

Common

Legacy lookups or lookups that have aributes.

Standard lookups are the simplest form of lookup types consisting only of codes and their translated meaning. Theydier from common lookups only in being dened in the standard lookup view. Common lookups exist for reasonsof backward compatibility and dier from standard lookups only in being dened in the common lookup view. Thesecan also be lookups having aribute columns. Set-enabled lookup types store lookup codes that are enabled forreference data sharing. At runtime, a set-enabled lookup code is visible because the value of the determinant identiesa reference data set in which the lookup code is present.

Accessing LookupsStandard, set-enabled, and common lookups are dened in the Standard, Set-enabled, and Common views,respectively. Applications development may dene lookups in an application view to restrict the UI pages where theymay appear.

In lookups management tasks, lookups may be associated with a module in the application taxonomy to providecriteria for narrowing a search or limiting the number of lookups accessed by a product specic task such as ManagePurchasing Lookups.

Enabling LookupsA lookup type is reusable for aributes stored in multiple tables.

Enable lookups based on the following.

• Selecting an Enabled check box

• Specifying an enabled start date, end date, or both

• Specifying a reference data set determinant

If you make changes to a lookup, users must sign out and back in before the changes take eect. When dening a list ofvalues for display rather than validation, limit the number of enabled lookup codes to a usable length.

To view the predened lookups and their lookup codes, use the following tasks in the Setup and Maintenance workarea:

• Manage Standard Lookups

• Manage Common Lookups

• Manage Set-Enabled Lookups

Translating LookupsYou can translate the lookups that you dened to the preferred language(s) without changing the language sessionof the application. Use the translation option available on the lookup code table. By default, for each lookup, all thepermied language rows in the translator dialog box appear in the source language (the current session language).When you edit a particular language entry, you can modify the translated meaning and description to the language in



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which you want the lookup to appear. Once the updates are made, the end-users can view the lookup in the translatedtext.

Note: You can add the translation for only as many languages as are permied by the administrator.The functionality to limit the number of languages displayed on the dialog box is controlled through theTranslation Editor Languages prole option. It can be set at the SITE or USER level. If nothing is specied, allactive languages are displayed.

Related Topics• How can I access predened lookups• Example of a Set-Enabled Lookup• What's the dierence between a lookup type and a value set• Example of a Standard Lookup• Enter or Edit Translated Text

How Flexelds and Value Sets Work TogetherValue sets are specic to your enterprise. When gathering information using exelds, your enterprise's value setsvalidate the values that your users enter based on how you dened the value set.

You can assign a value set to any number of exeld segments in the same or dierent exelds. Value set usageinformation indicates which exelds use the value set.

The following aspects are important in understanding how exelds and value sets work together:

• Dening value sets

• Shared value sets

• Deployment

Dening Value SetsAs a key exeld guideline, dene value sets before conguring the exeld, because you assign value sets to eachsegment as you congure a exeld. With descriptive and extensible exelds, you can dene value sets when addingor editing a segment.

Note: Ensure that changes to a shared value set are compatible with all exeld segments that use the valueset.

Shared Value SetsWhen you change a value in a shared value set, the change aects the value set for all exelds that use that value set.The advantage of a shared value set is that a single change propagates to all usages. The drawback is that the changeshared across usages may not be appropriate in every case.

Value Set ValuesTo congure user-dened aributes to be captured on the value set values in the Manage Value Sets task, congure theValue Set Values descriptive exeld. The object's code is FND_VS_VALUES_B.This exeld expects the context code

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to correspond to the value set code. For each value set, you can dene a context whose code is the value set code, andwhose context-sensitive segments are shown for the values of that value set. By default, the context segment is hiddensince it maps to the value set code and is not expected to be changed.

You can also dene global segments that are shown for all value sets. However, this would be quite unusual since itwould mean that you want to capture that aribute for all values for all value sets.

DeploymentWhen you deploy a exeld, the value sets assigned to the segments of the exeld provide users with the valid valuesfor the aributes represented by the segments.

Related Topics

• Overview of Flexeld Deployment

• How Flexelds Work with Oracle Application Cloud Architecture

• Validation Type Options for Value Sets

Overview of FlexeldsA exeld is a set of placeholder elds associated with business objects and placed on the application pages tocontain additional data. You can use exelds to modify the business objects and meet enterprise data managementrequirements without changing the data model or performing any database programming. Flexelds help you tocapture dierent data on the same database table and provide a means to modify the applications features.

For example, an airline manufacturer may require specic aributes for its orders that aren't predened. Using aexeld for the order business object, you can create and congure the required aribute.

Types of FlexeldsFlexelds that you see on the application pages are predened. However, you can congure the exelds or modifytheir properties. Users see these exelds as eld or information aributes on the UI pages. To manage exelds, useany of the following tasks in the Setup and Maintenance work area:

• Manage Descriptive Flexelds: Expand the forms on the application page to accommodate additionalinformation that is important and unique to your business. You can use a descriptive exeld to collect invoicedetails on a page displaying invoices.

• Manage Extensible Flexelds: Establish one-to-many data relationships and make application data context-sensitive. The exelds appear only when the contextual data conditions are fullled. Thus, extensible exeldsprovide more exibility than the descriptive exelds.

• Manage Key Flexelds: Store information combining several values, such as a number combination. The keyexelds represent objects such as accounting codes and asset categories.

• Manage Value Sets: Use a group of values to validate the data entered in the exelds.

Note: You can manage value sets within the Manage Descriptive Flexelds or Manage ExtensibleFlexelds tasks.

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Related Topics

• How can I access predened exelds

• Overview of Descriptive Flexelds

• Overview of Extensible Flexelds

• Overview of Key Flexelds

• Modules in Application Taxonomy

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Chapter 3Formula Creation and Error Handling for Absence

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3 Formula Creation and Error Handling forAbsence Management

Overview of Using FormulasFast formulas are generic expressions of calculations or comparisons that you can reuse with dierent input variables.This topic summarizes the usage of each formula that corresponds to one or more formula types, which requiresspecic formula inputs and outputs.

Formulas are translatable. The predened formulas are alphanumeric and can be in any language. Formula text isn'tsubject to translation and can handle non-English user-dened elements, input values, or balances. For example, if youdene an element name in Chinese, the base element name is stored in Chinese. The database Items are generatedusing the data in the base tables, so the generated database item contains the Chinese element name, and you can referto such database items in your formulas.

Note: You can use the Fast Formulas task in the Setup and Maintenance work area of Workforce Deployment,or in work areas relevant to the formula type, such as Payroll Calculation.

Calculate PayrollsYou can write payroll calculations and skip rules for elements to represent earnings and deductions.

You can do these tasks using fast formulas:

• Associate more than one payroll formula with each element to perform dierent processing for employeeassignments with dierent statuses.

• Dene elements and formulas for earnings and deductions with highly complex calculations requiring multiplecalls to the database.

• Associate a skip rule formula with an element to dene the circumstances in which it's processed.

• Modify the predened proration formula to control how payroll runs prorate element entries when theyencounter an event, such as a mid-period change in an element entry value.

Dene Calculations for Benets AdministrationYou can use formulas to structure your benet plans. Formulas provide a exible alternative to the delivered businessrules. Use formulas to congure:

• Date calculations, such as enrollment start and end dates, rate or coverage start and end dates, waiting periodsand enrollment periods, or action item due dates

• Calculations of rate and coverage amount, minimum and maximum, or upper and lower limits

• Certication requirements

• Partial month and proration calculations

• Eligibility and participation evaluation

For example, you can write a formula to calculate benets eligibility for those cases where the provided eligibilitycriterion doesn't accommodate your particular requirements.



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Note: For more information, see Benets Fast Formula Reference Guide (1456985.1) on My Oracle Support athps://support.oracle.com.

Validate Element Inputs or User-Dened TablesUse lookups or maximum and minimum values to validate user entries.

For more complex validations you can write a formula to check the entry. You can also use a formula to validate entriesin user tables.

Edit the Rules for Populating Work Relationship or Payroll RelationshipGroupsYou can dene criteria to dynamically populate a payroll relationship group or work relationship group.

When you create a payroll relationship group or work relationship group formula type, you can choose to use anexpression editor or a text editor. The expression editor makes it easy to build criteria to dene the group. For morecomplex conditions, such as validations, you can select the text editor.

Dene Conguration for CompensationHere's what you can modify using formulas and add exibility to existing compensation plan conguration:

• Start and end dates for compensation allocations under individual compensation plans

• Person selection, hierarchy determination, column default values, and currency selection for workforcecompensation plans

• The source of items displayed in total compensation statements

Dene Formulas to Create Rule Templates for Time and LaborUse formulas with time repository rule templates to create rules. The formulas contain delivered combinations ofrule parameters and output results. You can use one formula with multiple rule templates by varying the templateconguration.

When creating a rule template, you select a formula name, and then congure the parameter type and display name ofthe parameters and variables. You don't have to redo the entire formula statement to determine what details to changeto achieve a particular outcome.

Here's what you can use formulas to apply in Time and Labor:

• Logic for processing or calculating time

• Parameters that enable rules to pass values to the formula for use in calculations

• Output variables that the formula uses to return calculation results to the rules

For example, the Period Maximum Hours Template uses the WFM_PERIOD_MAXIMUM_TIME_ENTRY_RULE formula tocompare reported time category hours to dened maximum hours.

Note: For more information, see Time and Labor Fast Formula Reference Guide (1990057.1) on My OracleSupport at hps://support.oracle.com.



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Formulas for Absence TypeUse the Absence Types pages to dene absence type rules. However, if you want to dene other special rules to suityour requirement, you can write your own formulas.

Formulas for Absence TypesThe following table lists the aspects of an absence type for which you can write a formula and identies the formulatype for each.

Rule Description Formula Type to Use

Conversion

Method to convert the absence durationto other units of measure. For example,your workers' work schedules are inwork hours, but you want to display theduration in work days.

Global Absence Type Duration You can use the formula to convertabsence duration values that are in workdays or work hours only.

Validation

Rules in addition to the ones that you candene on the Absence Types pages tocheck the validity of the absence.

Global Absence Entry Validation

Formulas for Accrual PlansUse the Absence Plan page to apply delivered accrual plan rules in the plan. However, if you want to dene other specialrules to suit your requirement, you can write your own formulas.

Formulas for Accrual PlansThe following table lists the aspects of an accrual plan for which you can write a formula and identies the formula typefor each.


Enrollment Start

Date when eligible workers are enrolled inthe plan. If a worker is already enrolled inan existing accrual plan, you can't use thisformula to change the enrollment startdate.

Global Absence Plan Enrollment Start

Enrollment End

Date when workers are disenrolled fromthe plan. This formula works only if there

Global Absence Plan Enrollment End



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is an eligibility prole associated with theplan.

Conversion Formula

Method to override the default absenceplan entry duration. Example: You might have a requirementto consider only whole working days in avacation absence to update the accrualbalance. In such cases, you dene logic ina formula to convert the absence durationto a value that excludes partial days.

Global Absence Plan Duration

Anniversary Event

Method to determine the employmentanniversary date on which you want theaccrual plan to restart.

Global Absence Plan Period AnniversaryEvent Date

Accrual Event

Method to capture information aboutevents during a calendar year that aectthe accrual band of a worker. Example: An organization has a vacationplan in which enrolled workers accruea certain number of days every yearbased on their grade. When the gradeof a worker changes in the middle of thecalendar year, the organization mightwant to prorate their total accrual balance.You can congure this proration ruleusing the global absence accrual eventformula to capture the dates when suchchanges occur. This formula can't be aached to the plandenition at any point. When you createthis formula, the formula name needs tobe the same as the absence plan name.This automatically links the formula to theplan.

Global Absence Accrual Event

Accrual Vesting

A period during which workers accruetime, but can't use it.

Global Absence Vesting

Accrual Proration

Method to calculate the time workersaccrue if they enroll in the middle of anaccrual period.

Global Absence Proration

Ceiling

The maximum time that a worker canaccrue.

Global Absence Ceiling

Ceiling Proration

Method to return a multiplying factor toprorate the dened ceiling limit.

Global Absence Ceiling Proration



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Carryover

The maximum unused time that a workercan transfer to the next accrual term.

Global Absence Carryover

Carryover Proration

Method to return a multiplying factor toprorate the dened carryover amount.

Global Absence Carryover Proration

Accrual Denition

Method to determine the paid time,eligible workers accrue over the course ofan accrual term.

Global Absence Accrual

Accrual Formula

Range of eligibility criteria that identifyhow much paid time eligible workersaccrue over the course of an accrualterm. The criteria may be years of service,grades, hours worked, or some otherfactor that you can dene.

Global Absence Accrual Matrix

Partial Accrual Period

Method to determine the prorated accrualamount for workers who enroll or disenrollfrom a plan during the plan period.

Global Absence Partial Accrual Period Rate

Absence Payment Rate

Method to calculate payment duringabsence period.

Global Absence Plan Use Rate

Discretionary Disbursement Rate

Method to calculate payment when payingout part of the accrual balance.


Disbursement Rule

Method to determine the minimum,maximum, and increment amounts thatthe worker is eligible for to request a cashdisbursement.

Global Absence DiscretionaryDisbursement Rule

Final Disbursement Rate

Method to calculate payment of accrualswhen plan participation ends.


Liability Rate

Method to calculate cost of accrualbalance to determine employer liability.


When you schedule an absence for a worker using an accrual plan with formulas dened, the absence doesn't appear inthe Absence Records section of the Manage Absences and Entitlements page. Instead, you can view the absence in thePlan Participation section. To view the absence:

1. In the Accrual Plans section, click the accrual plan to open the Accrual Plan Balance dialog box.2. Enter the Balance Calculation Date to view the details of the absence. The details are displayed in the

Summary and Details tabs.



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Formulas for Qualication PlansUse the Absence Plan page to incorporate qualication plan rules. However, if you want to dene other special rules tosuit your requirement, you can write your own formulas.

Formulas for Qualication Plan RulesThe following table lists the aspects of a qualication plan for which you can write a formula and identies the formulatype for each.


Start Rule

When the rolling backward plan termstarts. A rolling backward term is a specictime period that precedes the absencestart date.

Global Absence Plan Roll Backward End

Qualication Date Rule

Date when eligible workers enroll in theplan.

Global Absence Plan Enrollment Start Date

Conversion Formula

Method to calculate the absence durationdierently. Example: You want to consider only wholeworking days in a sickness absence in theentitlement calculation. In such cases, youdene logic in a formula to convert theabsence duration to a value that excludespartial working days.

Global Absence Plan Duration

Entitlement Denition Type

Determines payment percentages to applyduring the absence period.

Global Absence Entitlement

Entitlement Formula (Qualication Details section)

A level that determines the payment thatworkers receive for a specic number ofdays during a long leave of absence basedon their length of service.

Global Absence Band Entitlement

Absence Payment Rate Rule

Method to calculate payment duringabsence period.




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Formulas for Donation PlansUse the Absence Plan page to apply delivered donation plan rules in the plan. However, if you want to dene otherspecial rules to suit your requirement, you can write your own formulas.

Formulas for Donation PlansThe following table lists the aspects of a donation plan for which you can write a formula and identies the formula typefor each.


Disbursement Rule

Method to determine the minimumand maximum amount of leave balancethat a worker can request as a cashdisbursement from their donation plan.Also, an increment, which limits thedisbursement amount to specic valuesbetween the minimum and maximumamount from a donation plan.

Global Absence DiscretionaryDisbursement Rule

Donation Rule

Method to determine the minimum andmaximum amount of leave balance thata worker can donate from their accrualplan. Also, an increment, which limitsthe donation amount to specic valuesbetween the minimum and maximumamount.

Global Absence Discretionary DonationRule

Example of Writing a Fast Formula Using Formula TextIn this example, you use the text editor to create a fast formula that returns two dierent ranges of scheduled hours:one range for managers, another range for other workers.

Here are the key decisions when deciding on which formula to create:

Key Decisions In This Example

Is the formula for a specic legislative data group?

No, this is a global formula that can be used by any legislative datagroup.

What is the formula type for this formula?

Range of Scheduled Hours

Are there any contexts used in this formula? No



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Key Decisions In This Example

Are there any database item defaults?

Yes, ASG_JOB

Are there any input value defaults?

No

What are the return values?

MIN_HOURS, MAX_HOURS, FREQUENCY

Creating a Fast Formula Using the Text Editor to Determine aManager's Scheduled Hours

1. In the Setup and Maintenance work area, select these options:Oering: Workforce DeploymentFunctional Area: PayrollTask: Fast Formulas

2. Click Go to Task.3. On the Fast Formula page, click the Create icon.4. On the Create Fast Formula page, complete these elds:

Fields for the Fast Formula Values for the Fast Formula

Formula Name

Manager Range of Scheduled Hours

Formula Type

Range of Scheduled Hours

Description

Manager's Range of Hours

Eective Start Date

1-Jan-2010

5. Click Continue.6. Enter these formula details in the Formula Text section:

/* DATABASE ITEM DEFAULTS BEGIN */DEFAULT FOR asg_job IS ' '/* DATABASE ITEM DEFAULTS END */JOB_1 = ASG_JOBIF JOB_1 = 'Manager' then(MIN_HOURS = 25MAX_HOURS = 40FREQUENCY = 'H')else(MIN_HOURS = 20



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MAX_HOURS = 35FREQUENCY = 'H')return MIN_HOURS, MAX_HOURS, FREQUENCY

7. Click Compile.8. Click Save.

Formula Compilation ErrorsCompilation errors are displayed in the Fast Formulas page after you compile the formula. The compiler stops thecompilation process when it encounters an error. Error messages display the line number and the type of error.

Common Compilation ErrorsHere's some of the common formula compilation errors.

Formula Compilation Error Description

Syntax Error

The formula text violates the grammatical rules for the formula language. For example, if youuse IF1 instead of IF in an IF statement.

Incorrect Statement Order

ALIAS, DEFAULT, or INPUT statements come after other statements.

Misuse of ASSIGNMENT Statement Occurs when any of these conditions exist:

• An ASSIGNMENT assigns a value to a database item.• A context is assigned a value externally to a CHANGE_CONTEXTS statement.• The formula assigns a value to a non-context variable within a CHANGE_CONTEXTS

statement.

You can use CHANGE_CONTEXTS statements in a formula.

Misuse of ALIAS Statement

You can use an ALIAS statement only for a database item.

Missing DEFAULT Statement

A database item that species a default value must have a DEFAULT statement.

Misuse of DEFAULT Statement

You specify a DEFAULT statement for a variable other than as an input or a database item.

Uninitialized Variable

The compiler detects that a variable is uninitialized when used. The compiler can't do this inall cases. This error often occurs when the formula includes a database item that requirescontexts that the formula type doesn't support. The formula treats the database item as alocal variable. For example, balance database items require the PAYROLL_ REL_ACTION_IDPAYROLL_ ASSIGNMENT_ID and CALC_ BREAKDOWN_ ID contexts. Typically, you use thesestatements in formulas of type Oracle Payroll.

Missing Function Call

The compiler doesn't recognize a function call. The combination of return type, function name,and parameter types doesn't match any available function.



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Formula Compilation Error Description

Incorrect Operator Usage

An instance of a formula operator use doesn't match the permied uses of that operator. For example, the + operator has two permied uses. The operands are both of data typeNUMBER, or both of data type TEXT.

Inconsistent Data Type Usage

The formula uses a formula variable of more than one data type. Or the formula uses adatabase item or context with the wrong data type. For example, Variable A is assigned a NUMBER value at the start of the formula, but isassigned a TEXT value later in the formula.

EXIT Statement Not Within WHILELoop

A condition that eventually becomes false or an EXIT call for exiting the loop doesn't exist.

Misuse of Context

The formula uses a variable as a context, or a context as a variable. For example, a formula assigns a value to AREA1 as an ordinary variable, but later uses AREA1as a context in a GET_CONTEXT call.

Formula Execution ErrorsFast formula execution errors occur when a problem arises while a formula is running. Typically, data-related issuescause these errors either in the formula or in the application database.

Formula Execution ErrorsHere's some of the formula execution errors.

Formula Execution Error Description

Uninitialized Variable

When the formula compiler can't fully determine if a variable or context is initialized, itgenerates a code to test if the variable is initialized. When the formula runs, the code displays an error if the variable or context isn't initialized.

Divide by Zero

Raised when a numeric value is divided by zero.

No Data Found

Raised when a non-array type database item unexpectedly fails to return any data. If thedatabase item can't return data, then it should provide a default value. You can specify a default value using a DEFAULT statement. An error in formula function codecan also cause this error message.



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Too Many Rows

Raised when a non-array type database item unexpectedly returns more than a single row ofdata. The cause is an incorrect assumption made about how the data is being accessed. An error in the formula function code can also cause this error message.

NULL Data Found

Raised when a database item unexpectedly returns a NULL data value. If the database item canreturn a NULL value, then it provides a default value.

Note: Some database items can't return a NULL value. If the database items canreturn a NULL value, then you can provide a default value for that database item.

Value Exceeded Allowable Range

Raised for a number of reasons, such as exceeding the maximum allowable length of a string.

Invalid Number

Raised when a formula aempts to convert a nonnumeric string to a number.

User Dened Function Error

Raised from within a formula function. The error message text is provided as part of theformula error message.

External Function Call Error

A formula function returns an error, but doesn't provide any additional information to theformula code. The function may have sent error information to the logging destination for theexecuting code.

Function Returned NULL Value

A formula function returns a NULL value.

Too Many Iterations

A single WHILE loop, or a combination of WHILE loops has exceeded the maximum number ofpermied iterations. This error is raised to terminate loops that can never end, which indicatesa programming error within the formula.

Array Data Value Not Set

The formula tries to access an array index that has no data value. This error occurs in theformula code.

Invalid Type Parameter forWSA_EXISTS

You specify an invalid data type in the WSA_EXISTS call.

Incorrect Data Type For Stored Item

When retrieving an item using WSA_GET, the actual data type doesn't match that of the storeditem. This error occurs within the calling formula.

Called Formula Not Found

The called formula isn't found when aempting to call a formula from a formula. This errormay occur due to an issue in the calling formula, or because of installation issues.

Recursive Formula Call

An aempt was made to call a formula from itself. The call could be made directly or indirectlyfrom another called formula. Calling a formula in a recursive manner isn't permied.

Input Data Has Dierent Types inCalled and Calling Formulas

When calling a formula from a formula, the input data type within the called formula doesn'tmatch the data type specied in the calling formula.



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Output Has Dierent Types In Calledand Calling Formulas

When calling a formula from a formula, the output data type within the called formula doesn'tmatch the data type specied in the calling formula.

Too Many Formula Calls

When a formula calls another formula in its text, resulting in a hierarchy. The maximum depthof the hierarchy is 10.

FAQs

When do I run the Compile Formula process?When you create or update multiple fast formulas simultaneously, run the Compile Formula process on the Submit aProcess or Report page from the Payroll Administration work area.

What's the dierence between a formula compilation error and anexecution error?Compilation errors occur on the Fast Formulas page when you compile the formula. An error message explains thenature of the error. Common compilation errors are syntax errors resulting from typing mistakes. You can view errormessages on the dashboard or go to the messages tab directly after the process is run.Execution errors occur when a problem arises while a formula is running. Typically, data-related issues either in theformula or in the application database cause these errors.


Chapter 4Eligibility Proles for Absence Plans

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4 Eligibility Proles for Absence Plans

How You Congure Eligibility for an Absence PlanUse an eligibility prole to determine whether a person qualies for enrollment in an absence plan. Eligibility prolesthat you associate with absence plans determine:

• Who can enroll in absence plans

• Who can schedule absences

Using Eligibility Proles with Absence PlansTo associate an eligibility prole with an absence plan:

1. Create the eligibility prole using the Eligibility Proles task in the Absences work area.2. Associate the eligibility prole with the absence plan using the Absence Plans task.

Example: To enable only female employees to record maternity leave, create an eligibility prole using the ManageEligibility Proles task. Then, when you create a maternity qualication absence plan, select the eligibility prole youcreated from the Eligibility section on the Participation tab.

Related Topics

• Create a Maternity Plan

How Eligibility Works With Other ObjectsYou add eligibility criteria to an eligibility prole, and then associate the prole with an object that restricts eligibility.



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The following gure shows the relationships between eligibility components.

Benefits Object

Workforce Compensation Object

Checklist Task

Eligibility Criteria- Personal- Employment- Related Coverage- Other

- Program- Plan Type- Plan- Option

- Plan- Plan Component

Individual Compensation Object - Plan- Plan Option

Derived Factors

User-DefinedCriteria

Variable Rate or Coverage ProfileOne or more

may be associated

with

One may be associated

with

One or more may be

associated with

Eligibility Profile

Total Compensation Statement

One is associated

with

Eligibility CriteriaYou can add dierent types of eligibility criteria to an eligibility prole. For many common criteria, such as gender oremployment status, you can select from a list of predened criteria values. However, you must create user-denedcriteria and derived factors before you can add them to an eligibility prole.

Eligibility ProleWhen you add an eligibility criterion to a prole, you dene how to use it to determine eligibility. For example, when youadd gender as a criterion, you must specify a gender value (male or female) and whether to include or exclude personswho match that value.

Associating the Prole with ObjectsThis table describes associating eligibility proles with dierent kinds of objects and whether you can aach more thanone prole.



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Object that Uses an Eligibility Prole Purpose Whether You Can Aach More ThanOne Prole?

Variable rate or variable coverage prole

Establish the criteria required to qualify forthat rate or coverage

No

Checklist task

Control whether that task appears in anallocated checklist

No

Total compensation statement

Apply additional eligibility criteriaafter statement generation populationparameters

No

Benets object

Establish the eligibility criteria for specicprograms, plans, and options

Yes

Compensation object

Establish the eligibility for specic plansand options

Yes

Performance documents

Establish the eligibility for performancedocuments

Yes

Goal plans or goal mass assignments

Establish eligibility for the goal

Yes

Absence plan

Determine the workers who are eligibleto record an absence that belongs to thatplan

Yes

Related Topics

• User-Dened Criteria

Derived FactorsDerived factors dene how to calculate certain eligibility criteria that change over time, such as a person's age orlength of service. You add derived factors to eligibility proles and then associate the proles with objects that restricteligibility.

Derived Factor TypesUsing the Manage Derived Factors task, you can create six dierent types of derived factors:

• Age

• Length of service

• A combination of age and length of service

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• Compensation

• Hours worked

• Full-time equivalent

Determination Rules and Other SeingsFor each factor that you create, you specify one or more rules about how eligibility is determined. The following tableprovides example seings for two factors.

Factor Example Seings

Age derived

Select a determination rule to specify the day on which to evaluate the person's calculated agefor eligibility. Example: If the determination rule is set to the rst of the year, then the person's age as of therst of the year is used to determine eligibility.

Full-time equivalent

Specify the minimum and maximum full-time equivalent percentage and whether to use theprimary assignment or the sum of all assignments when evaluating eligibility. Example: If 90 to 100 percent is the percentage range for the sum of all assignments, then aperson who works 50 percent full-time on two dierent assignments is considered eligible.

For derived factors pertaining to time and monetary amounts, you can also set the following rules:

• Unit of measure

• Rounding rule

• Minimum and maximum time or amount

Examples of Derived FactorsThe following scenarios illustrate how to dene dierent types of derived factors:

AgeBenets administrators frequently use age factors to determine:

• Dependent eligibility

• Life insurance rates

Age factors typically dene a range of ages, referred to as age bands, and rules for evaluating the person's age. Thefollowing table illustrates a set of age bands that could be used to determine eligibility for life insurance rates that varybased on age.



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Derived Factor Name Greater Than or Equal To Age Value Less Than Age Value

Age Under 25

1

25

Age 25 to 34

25

35

Age 35 to 44

35

45

Age 45 to 54

45

55

Age 55 to 64

55

65

Age 64 or Older

65

75

The determination rule and other seings for each age band can use the same values, as shown in the following table:

Field Value

Determination RuleFirst of calendar year

Age to UsePerson's

UnitsYear

RoundingNone

Length of ServiceYou use the length of service derived factor to determine eligibility based on an employee's length of service. Forexample, you can create a derived factor to determine if an employee has completed 10 years of service. You canspecify the start date of the length of service period using any rule in the Period Start Date Rule list:

• Adjusted service date

• Date of hire

• Original hire date

• Seniority date

If you select Seniority Date, you use the Seniority Date list to select the specic conguration rule, such as the gradeseniority date, to determine the date. If you have other special requirements to calculate the length of service, you canuse a formula. You indicate the end of the length of service period by using a determination rule, such as end of month,



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rst of month, as of event date, or end of pay period. The following table shows an example of a set of length-of-servicebands.

A derived factor for length of service denes a range of values and rules for calculating an employee's length of service.The following table shows an example of a set of length-of-service bands. You can use the length-of-service bands todetermine eligibility for compensation objects such as bonuses or severance pay.

Derived Factor Name Greater Than or Equal To Length ofService Value

Less Than Length of Service Value

Service Less Than 1

0

1

Service 1 to 4

1

5

Service 5 to 9

5

10

Service 10 to 14

10

15

Service 15 to 19

15

20

Service 20 to 24

20

25

Service 25 to 29

25

30

Service 30 Plus

30

999

The determination rule and other seings for each length-of-service band are the same:

Field Value

Period Start Date RuleDate of hire This sets the beginning of the period being measured.

Determination RuleEnd of year This sets the end of the period being measured.

Age to UsePerson's

UnitsYear

RoundingNone



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Field Value

CompensationA derived factor for compensation denes a range of values and rules for calculating an employee's compensationamount. The following table shows an example of a set of compensation bands. You can use the compensation bandsto determine eligibility for compensation objects such as bonuses or stock options.

Derived Factor Name Greater Than or Equal To CompensationValue

Less Than Compensation Value

Less than 20000

0

20,000

Salary 20 to 34000

20,000

35,000

Salary 35 to 49000

35,000

50,000

Salary 50 to 75000

50,000

75,000

Salary 75 to 99000

75,000

100,000

Salary 100 to 200000

100,000

200,000

Salary 200000 Plus

200,000

999,999,999

The determination rule and other seings for each compensation band are the same:

Field Value

Determination RuleFirst of year

Unit of MeasureUS Dollar

SourceStated compensation

RoundingRounds to nearest hundred



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Example of Using Range of Scheduled HoursThis example illustrates how to dene eligibility criteria based on the number of hours a worker is scheduled to workwithin a specied period.

Weekly and Monthly RangesYou want to limit eligibility for a benets oering to workers who were scheduled to work either of the following ranges.Both ranges are as of the end of the previous quarter:

• Between 30 and 40 hours each week

• Between 130 and 160 hours each month

To do this, add two dierent ranges on the Range of Scheduled Hours subtab under the Employment tab of the createor edit eligibility prole pages. Set the values for the weekly range as shown in the following table:

Field Value

Sequence 1

Minimum Hours 30

Maximum Hours 40

Scheduled Enrollment Periods Weekly

Determination Rule End of previous quarter

Set the values for the monthly range as shown in this table:

Field Value

Sequence 2

Minimum Hours 130

Maximum Hours 160

Scheduled Enrollment Periods Monthly



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Field Value

Determination Rule End of previous quarter

Eligibility ProlesCreate eligibility proles to dene criteria that determine whether a person qualies for objects that you associate theprole with. You can associate eligibility proles with objects in a variety of business processes.

The following are key aspects of working with eligibility proles:

• Planning and prerequisites

• Specifying the prole type, usage, and assignment usage

• Dening eligibility criteria

• Excluding from eligibility

• Assigning sequence numbers

• Adding multiple criteria

• Viewing the criteria hierarchy

Planning and PrerequisitesBefore you create an eligibility prole, consider the following:

• If an eligibility prole uses any of the following to establish eligibility, you must create them before you createthe eligibility prole:

◦ Derived factors

◦ User-dened formulas

◦ User-dened criteria

• Consider whether to combine criteria into one prole or create separate proles depending on:

◦ Whether the object for which you're creating eligibility accepts only one eligibility prole or more thanone

◦ Performance considerations

• Use names that identify the criteria being dened rather than the object with which the prole is associated,because eligibility proles are reusable.

Example: Use Age20-25+NonSmoker rather than Supplemental Life-Minimum Rate.



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Specifying Prole Type, Usage, and Assignment UsageThis table describes the basic prole aributes that you specify when you create an eligibility prole:

Seing Description

Prole TypeUse only dependent proles for Benets plans or plan types when determining eligibility ofparticipants' spouses, family members, or other individuals who qualify as dependents. All other proles are participant proles.

Usage Determines the type of objects the participant prole can be associated with, such as benetsoerings and rates, compensation plans, checklist tasks, goal plans or mass goal assignments,or performance documents.

Selecting Global makes the prole available to multiple business process usages.

Assignment to Use Determines the assignment that the eligibility process evaluates for the person

• Select Specic assignment when the usage is Compensation or Performance.• Select a value that includes benet relationship when the usage is Benets. You select

this value to restrict eligibility evaluation to active assignments that are associated withthe benets relationship of the person on a given date. If you select other values, thenyou might need to include eligibility criteria to exclude inactive assignments.

• Select one of the following values for all other usages, such as total compensationstatements:

◦ Any assignment - enterprise

◦ Employee assignment only - enterprise

◦ Primary employee assignment only - enterprise

Dening Eligibility CriteriaCriteria dened in an eligibility prole are divided into categories:

Category Description

Personal

Includes gender, person type, postal code ranges, and other person-specic criteria.

Employment

Includes assignment status, hourly or salaried, job, grade, and other employment-speciccriteria.

Derived factors

Includes age, compensation, length of service, hours worked, full-time equivalent, and acombination of age and length of service.

Other

Other: Includes miscellaneous and user-dened criteria.



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Category Description

Related coverage

Includes criteria based on whether a person is covered by, eligible for, or enrolled in otherbenets oerings.

Some criteria, such as gender, provide a xed set of choices. The choices for other criteria, such as person type, arebased on values dened in tables. You can dene multiple criteria for a given criteria type.

Excluding from EligibilityFor each eligibility criterion that you add to a prole, you can indicate whether persons who meet the criterion areconsidered eligible or are excluded from eligibility. For example, an age factor can include persons between 20 and 25years old or exclude persons over 65.

If you:

• Exclude certain age bands, then all age bands not explicitly excluded are automatically included.

• Include certain age bands, then all age bands not explicitly included are automatically excluded.

Assigning Sequence NumbersYou must assign a sequence number to each criterion. The sequence determines the order in which the criterion isevaluated relative to other criteria of the same type.

Adding Multiple Criteria

If you dene multiple values for the same criteria type, such as two postal code ranges, a person must satisfy at leastone of the criteria to be considered eligible. For example, a person who resides in either postal range is eligible.

If you include multiple criteria of dierent types, such as gender and age, a person must meet at least one criteriondened for each criteria type.

Viewing the Criteria HierarchySelect the View Hierarchy tab to see a list of all criteria that you have saved for this prole. The list is arranged by criteriatype.

Related Topics

• User-Dened Criteria

Examples of Eligibility ProlesThe following examples show how to use eligibility proles to determine which workers are eligible for a plan,compensation object, and checklist task.

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In each case, you:

1. Create the eligibility prole using the Manage Eligibility Proles task, which is available in several work areas,including the Setup and Maintenance work area and the Plan Conguration work area.

2. Associate the eligibility prole with the relevant object, such as a benet plan.

Savings Plan EligibilityA savings plan, such as a 401k plan, is restricted to full-time employees under 65 years of age. Create an eligibilityprole to associate with your plan.

The following table provides the values for the eligibility prole denition.

Field Value

Prole UsageBenets

Prole TypeParticipant

Criteria Type Name Values Select Exclude Check Box

Employment

Assignment Category

Full-Time

No

Derived Factor

Age

Select an age derived factorfor the age band of 65 andolder

Yes

Bonus EligibilityYou oer a bonus to all employees who received the highest possible performance rating in all rating categories. Createan eligibility prole to associate with your Bonus compensation object.


Field Value

Prole UsageCompensation, or Global




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Field Value

Assignment to UseSpecic Assignment

The following table provides the values for the eligibility criteria for each rating category.


Employment

Performance Rating

Select the performancetemplate and rating name, andthen select the highest ratingvalue

No

Checklist Task EligibilityA new hire checklist contains tasks that don't apply to employees who work in India. Create an eligibility prole toassociate with each checklist task that doesn't apply to workers in India.


Field Value

Prole UsageChecklist


The following table provides the values for the eligibility criteria.


Employment

Work Location

India

Yes

Related Topics

• How can I restrict benets enrollment opportunities based on provider location

• How to Congure Grandfathered Benets

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Single or Multiple Eligibility ProlesYou can dene multiple criteria in an eligibility prole or create separate proles for individual criterion. To determinethe best approach, consider the following:

• Does the object for which you are dening eligibility allow multiple eligibility proles?

• What is the best approach in terms of eciency and performance?

• Are your criteria both inclusive and exclusive?

Allowable Number of Eligibility ProlesIf an object permits only one eligibility prole, you must include all criteria in a single prole.

The following table shows which objects permit only one prole and which permit more.

Only One Prole One or More Proles

• Checklist tasks• Variable rate proles• Variable coverage proles• Total compensation

statements• Absence types

• Benets oerings• Individual and workforce compensation plans• Performance documents• Goal plans or mass goal assignments• Absence plans

Eciency and Performance in the Benets HierarchyFor optimum performance and eciency, aach proles at the highest possible level in the benets object hierarchyand avoid duplicating criteria at lower levels. For example, to be eligible for a plan type, a person must satisfy eligibilityproles dened at the program and plan type in program levels.

The following objects inherit the eligibility criteria associated with the program:

• Plan types in program

• Plans in program

• Plans

• Options in plans that are in programs

However, it's sometimes more ecient to create more than one prole and aach the proles at various levels in thehierarchy. The following table illustrates applying successively restrictive exclusion criteria at dierent levels in thehierarchy:

Level Eligibility Prole Criteria

Program

Exclude employees who do not have an active assignment.



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Level Eligibility Prole Criteria

Plan type in program

Exclude employees who do not have a full-time assignment.

Plan

Exclude employees whose primary address is not within a dened service area.

Using Both Inclusive and Exclusive CriteriaEligibility criteria can be used to include or exclude persons from eligibility. Sequencing of criteria is more complicatedwhen you mix included and excluded criteria in the same prole. For ease of implementation, keep excluded criteria in aseparate eligibility prole.

Related Topics

• Best Practices for Seing Up Eligibility in a Benets Hierarchy

Creating an Eligibility Prole: Worked ExampleThis example demonstrates how to create a participant eligibility prole used to determine eligibility for variable lifeinsurance rates. Use the Plan Conguration work area to complete these tasks.

The following table summarizes key decisions for this scenario.

Decisions to Consider In this Example

What is the prole type?

Participant

What type of object is associated withthis prole?

Variable rate for benets oering

What types of eligibility criteria aredened in this prole?

Age derived factor (must have been previously dened) Uses Tobacco criteria

Should persons meeting thesecriteria be included or excluded fromeligibility?

Included

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The following gure shows the tasks to complete in this example:

Prerequisite

- Create derived factors for age bands

Create participant eligibility profile

Add derived factor for age

Add criteria for tobacco use

Associate eligibility profile with variable

rate profile

In this example, you create one eligibility prole that denes the requirements for a single variable rate.

• Typically, you create a set of eligibility proles, one for each variable rate.

• Create a separate prole for each additional rate by repeating the steps in this example, varying the age andtobacco use criteria.

Prerequisites1. Create an age derived factor for ages less than 30.

Creating the Eligibility ProleUse default values for elds unless the steps specify other values.

1. In the Tasks panel drawer, click Manage Eligibility Proles to open the Manage Eligibility Proles page.2. On the Create menu, select Create Participant Prole.3. In the Eligibility Prole Denition section, complete the elds as shown in this table.

Field Value

NameAge Under 30+ Non-Smoking

Prole UsageBenets

StatusActive



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Field Value

Assignment to UseAny assignment - benet relationship

Adding the Derived Factor for AgeUse default values for elds unless the steps specify other values.

1. In the Eligibility Criteria section, select the Derived Factors tab.2. On the Age tab, click Create.3. Complete the elds as shown in this table.

Field Value

Sequence1

AgeSelect the derived factor that you previously dened for ages under 30

ExcludeMake sure that it is not selected

Adding the Criteria for Tobacco UseUse default values for elds unless the steps specify other values.

1. Select the Personal tab.2. On the Uses Tobacco tab, click Create.3. Complete the elds as shown in this table.

Field Value

Sequence1

Tobacco UseNone

ExcludeMake sure that it is not selected

4. Click Save and Close.



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Associating the Eligibility Prole with a Variable Rate ProleUse default values for elds unless the steps specify other values.

1. In the Tasks panel drawer, click Manage Benets Rates to open the Manage Benets Rates page.2. Select the Variable Rates tab.3. Click Create.4. In the Eligibility Prole eld, select the eligibility prole you just created.5. Complete other elds as appropriate for the rate.6. Click Save and Close.

Related Topics

• Create a Benet Variable Rate

FAQs

What happens if I include multiple criteria in an eligibility prole?If you dene multiple values for the same criteria type, such as two postal code ranges, a person must satisfy at leastone of the criteria to be considered eligible. For example, a person who resides in either postal range is eligible.

If you include multiple criteria of dierent types, such as gender and age, a person must meet at least one criteriondened for each criteria type.

What happens if I don't select the Required option when I add aneligibility prole to an object?If you add only one eligibility prole to an object, then the criteria in that prole must be satised, even if the Requiredoption isn't selected.

If you add multiple eligibility proles, the following rules apply:

• If all proles are optional, then at least one of the proles must be satised.

• If all proles are required, then all of the proles must be satised.

• If some but not all proles are required, then all required proles must be satised and at least one optionalprole must also be satised.

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Chapter 5Rate Denitions for Absence Payments

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5 Rate Denitions for Absence Payments

Rate Denitions for Absence PaymentsUse a rate denition to determine the rate of a single unit of absence for payment during an absence period. However,you calculate and resolve the rates only in Oracle Fusion Global Payroll or a third-party payroll application.

This topic covers the following aspects:

• Using rate denitions with absence plans

• Types of absence payments that support rate denitions

Using Rate Denitions with Absence PlansTo associate a rate denition with an absence plan:

1. Create the rate denition using the Manage Rate Denitions task in the Absences work area.2. Optionally, associate the rate denition with the absence plan on the Entries and Balances tab of the Manage

Absence Plans task.

Example: If you want to calculate payments of each time unit when you disburse an accrual balance, you create a ratedenition using the Manage Rate Denitions task. Then, when you create an absence plan, you select the rate denitionthat you created from the Disbursement Rate Rule list on the Entries and Balances tab.

The rate elds are optional in Absences even when you select the Transfer absence payment information for payrollprocessing check box. You can dene the rates on the payroll side.

Types of Absence Payments that Support Rate DenitionsThe following table describes the types of absence payments for which you can associate a rate denition:

Rates Description

Absence Payment Rate Rule

Calculates payment during an accrual and qualication absence period. For a qualication absence plan, you can select this rate denition to calculate payment for aqualication absence period. When you create a qualication plan, remember that you denequalication bands to specify the percentage of payment during an absence period. Example: You want to award the worker 75 percent pay up to the rst 90 days of the absence.You use a rate denition to dene the calculation method to translate that percentage into anactual payment value.

Final Balance Payment Rate Rule

Calculates payment of accruals when plan participation ends. Example: If the worker is terminated or loses eligibility for the absence plan, you might wantto use a rate denition to calculate the nal accrual balance. Create a rate denition thatconsiders the worker's salary details and calculates the payment value for each unit of accruedtime.



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Rates Description

Partial Disbursement Rate Rule

Calculates payment when paying out part of an accrual balance. Example: If the worker is terminated or loses eligibility for the absence plan, you might want todisburse the remainder of the accrual balance as cash. Create a rate denition that considersthe worker's salary details and calculates the payment value for each unit of accrued time.

Liability Booking Rate Rule

Calculates the cost of a worker's accrual balance to determine employer liability. Example: If the is terminated or loses eligibility for the absence plan, you might want todetermine employer liability for worker time accruals for the rest of the accrual term.

Overview of Rate DenitionsYou can create rate denitions to calculate compensation rates, accrual rates, element entry values, or values denedby criteria. If the rate is based on multiple balance or element entries, or if it references other rate denitions, you canspecify multiple rate contributors.

The Global Payroll application calculates rates based on a number of criteria and conditions. And returns the rate valuefor a periodicity specied, such as 50000 annually, or 7.25 hourly. Also, it supports rates that return a value for a unit,rather than a periodicity.

You can control if rate values are calculated live or retrieved based on the results of the Generate HCM Rates process.For example, you use the Generate HCM Rates process to calculate compensation rates for reporting purposes. In thiscase, you must recalculate the compensation rates in the payroll run to ensure that they're accurate with then payroll isprocessed.

Examples of rates dened by units:

• Piece work where a worker gets 1.50 for each widget made.

• Meal allowance rate or mileage rates where the rate paid varies based on the number of miles traveled and thetype of vehicle.

Use the Rate Denitions task from the Payroll Calculation work area to dene and manage rate denitions.

CategoriesTo create a new rate, select a category from this table.

Category What it Does

Derived and Rate

Retrieves values from one or more payroll balances or other rate denitions, including ratesthat retrieve element entry values. Use this option to create a rate that retrieves a value fromone or more rate contributors.



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Category What it Does

Element Retrieves a value from or posts to an element input value. The element input value must have

a special purpose of either a Primary Input Value or Factor.

• Select the Primary Input Value special purpose for an amount value, such as a salarygure.

• Select the Factor special purpose for a factor value, such as a car allowance that youcalculate as 3 per cent of average earnings (factor = 0.03).

Value by Criteria

Retrieves values from a single value by criteria denition. A value by criteria denition speciesone or more evaluation conditions that determine a particular value or rate. You can specifythe conditions as a tree structure to dene the evaluation sequence. For example, you can dene a value-by-criteria to capture car allowance and housingallowance values based on an employee's job. Dene a rate denition to retrieve car allowancerates and another rate denition to retrieve housing allowance rates. Both rate denitions referto the same value-by-criteria and use the criteria of job to retrieve the appropriate rate valuesfor an employee.

Formula

Retrieves rules based on a worker's assignment, terms and payroll relationship aributes.

Grade Rate

Retrieves values based on an employee's grade details.

Formula

Retrieves values from a rate denition formula. The Generate HCM Rates process supports thecalculation of most formula-based rates. However, rates that include complex payroll formulacontexts or use balances calculated within the payroll run, are calculated by the payroll run.

Related Topics• Rate Contributors for Derived Rates• Congure Elements to Use Rate Denitions• Overview of Values Dened by Criteria• Calculate Values Dened by Criteria

Options to Congure Rate DenitionsTo congure rate denitions to get your desired rates, you should know how to use the various rate denition options.For rates based on a single element entry value, you can also apply override and defaulting rules.

This table describes the elds that you can congure for the Derived Rate, Element, and Value by Criteria categorytypes.

Field Category Description

Storage Type

Element If you select the Element category to

dene a rate, you must select a storagetype of Amount or Percentage. For

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example, you can congure a ratedenition using the Salary element. Ifthe salary is held as a monetary value,select Amount. If the salary is a factor ofanother value, such as a balance, selectPercentage.

Note: This eld is hidden forall rate denition categoriesother than Element.

Element Name

Element Derived Rate

For the Element category, the eld isenabled only when you select the storagetype. If you select the Element categoryto dene a rate, you must select anelement name. This is required if you'reconguring a primary rate. This is arate that retrieves a value from a singleelement, such as salary. For the Derived Rate category, the eld isenabled when you access the page.

Employment Level

Derived Rate Value by Criteria

Select either Payroll Relationship, Term,or Assignment. This eld is mandatory forall derived rates and value by criteria ratedenitions. It controls which employmentID the rates process uses when calling arate.

If the employee has multiple assignments,the rates process uses the assignment IDto identify the correct assignment recordfor the employee.

Sometimes the contributor value is held ata dierent level to the employment leveldened on the rate. In such cases, the rateprocess uses the employment ID to locatethe correct record.

Status

Element Derived Rate Value by Criteria

Set the status of a rate to active orinactive. You can't assign an inactiverate to an employee. Employees that areallocated a rate while it was active aren'timpacted by a change in status to inactive.

Base Rate

Element Select this option if the rate represents

a base rate that another rate uses inits calculation. For example, you might



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have day shift employees and night shiftemployees, with dierent base pay rates.

If each set of employees receives anallowance that's a percentage of the baserate, dene one allowance rate. And thatrate is calculated based on the two ratesthat have the Base Rate option selected.

Overall Salary

Element Derived Rate

If you're dening rates for use on theSalary page, use the derived rate categoryand dene an Overall Salary. To do this,you must associate a salary element to therate. Dene an Overall Salary Informationelement for this purpose.

Reporting Required

Element Derived Rate Value by Criteria

Select this option to indicate if thecalculated rate value should be stored onthe rate table for reporting purposes. If you're dening rates for use on theSalary page, you must select this option. Rate denitions with this option selectedare included when the Generate HCMRates batch process is run. Use thisfeature to report on primary rates and notderived rates. HCM extracts use this reportto send data to third parties.

Value by Criteria Name

Value by Criteria

If you select the Value by Criteria categoryto dene a rate, you must select a Valueby Criteria name. A value by criteriadenition species one or more evaluationconditions that determine a particularvalue or rate.

Returned Rate DetailsYou can specify the periodicity of the returned rate, factor rules, currency, decimal display, rounding rules, andminimum and maximum rules. If the process returns a rate that's outside the minimum and maximum range, you cando one of these actions.

• Set up an action that enforces the rule, displays a warning

• Forces the user to x the error

Select the Return FTE Rate check box to instruct the rate denition process to return a part-time value by applying anemployee's FTE to the rate value.



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PeriodicitiesYou must specify a periodicity, such as hourly or weekly, for the returned rate and each rate contributor. However, whenyou use the rate in a formula, you can override the default periodicity.

The rate calculation converts each contributor to the periodicity specied on the rate contributor. It then adds orsubtracts the rate contributors, even if the periodicities are dierent. In most cases, they will be the same. Once the ratecontributors are summed up, the rate calculation then converts them into the return periodicity and currency.

For example, for a rate with a periodicity of weekly using the Standard Rate Annualized conversion formula, the ratecalculation does these actions.

1. Calculates an annual gure from the value and periodicity of each contributing earning and deduction.2. Converts the annual gure into a weekly value.

By default, rates are converted using these predened rate conversion formulas.

• Standard Rate Annualized

• Standard Rate Daily

• Standard Working Hours Rate Annualized

• Assignment Working Hours Rate Annualized

• Periodic Work Schedule Rate Annualized

If the values in the predened conversion rules don't meet your requirements, you can dene your own.

Factor RulesYou can apply a factor or multiplier to a calculated rate, or to an individual rate contributor. To apply a factor rule, dothese steps.

• Select Value as the factor rule.

• In the Factor eld, enter the number by which you want to multiply the rate.

• Add the contributor.

You can apply a factor rule to the rate denition, rate contributors, or both. For example, you can dene ratecontributors to calculate hourly values based on salary and bonus. You can then apply a factor of 1.0 or 100 percentto the salary balance contributor and a factor of 0.5 or 50 percent to the bonus balance contributor. The factor rule isapplied to the rate before the periodicity conversion is applied.

Minimum and Maximum ValuesYou can dene minimum and maximum values for the returned rate, and for individual rate contributors.

Use the Limit Violation Action eld to display an error, warning, or enforce the application to use minimum ormaximum value that you enter. For example, you can enter 500 as the minimum value and then select Enforce Rules. Ifthe returned value comes back as 400, the application uses 500 as the value.

This table explains the options for the minimum and maximum rate values.



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Value Comments

Null

No minimum or maximum value

A specied value

Example: 2000

Based on another rate

Uses the calculated value of the rate denition that you select. Be careful that you don't create a loop. For example, Rate A has minimum value that's basedon Rate B, which has a minimum value based on Rate A. This situation would result in aruntime error.

Value by Criteria

Minimum or maximum value based on a value by criteria denition.

Override and Defaulting RulesYou can set override and default rules only if you select Element as the category when you dene rate denitions. Setup override rules for the element associated with your rate denition. If you select the Override Allowed check box, youcan enter rate values on the Salary page.

If an element input validation formula has been dened for the rate contributor input value, you can view it in theOverride and Defaulting Rules section.

Note: You can't dene override and defaulting rules if you select the Values by Criteria category to dene arate. But you can select a formula to validate any rate that's returned and also use formulas to create defaultvalues.

For example, you can use the HCM Rates Default Value formula type to dene the number of workdays in a year foryour organization.

workday = 250periodicity = YEARreturn workday, periodicity, currency

In addition, you can use a value by criteria denition as the default type. Here, the process uses the value for the rstrecord created and carries that value forward in subsequent records, unless it's manually overridden. The rate enginereevaluates the rate that the value by criteria method creates for each subsequent record. So, this rate could change.For example you could use a value by criteria denition to enable a default value of 10 percent for bonuses that aretargeted to all eligible employees.

Contributor RulesYou can specify the periodicity for the contributor total. To process contributor totals as full-time equivalency amounts,select Yes in the Process Contributor Total as FTE Amount eld. The nal rate value is converted from this status tothe Return Rate FTE status.



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InformationIn this section, enter text that explains the purpose of the rate, how the rate is calculated, or provides further details forthe rate. This section isn't available for rate denitions using the Value by Criteria categories.

Related Topics

• Rate Contributors for Derived Rates

• Congure Elements to Use Rate Denitions

• Congure Periodicity Conversion Rules

• Element Input Validation Formula Type

Create Rate Denitions for LeaveIn this example, you want to calculate an employee's absence rate as of a particular date. The rate includes acombination of average salary and car allowance. The employee has an annual year-to-date salary of 26,000. Theemployee also receives an annual car allowance payment of 2,000. The absence rate is 26,000 + 2,000 = 28,000. Toprovide a daily absence rate, you convert this rate into a daily rate.

This table summarizes the key information you use in the example.

What You Need To Consider For This Example

What elements do I need to createbefore I dene the rate?

• Salary (assignment level) - This element contains the salary value to be retrieved by therate denition. You must create it using the Flat Amount calculation rule.

• Car Allowance (assignment level) - This element contains the car allowance value to beretrieved by the rate denition. You must create it using the Flat Amount calculationrule.

• Absence - Use the Absence template to create the element. Enter Sickness as theclassication and Absence as the category.

Which balances hold the contributingvalues?

• Salary is fed by the Salary element.• Car Allowance is fed by the Car Allowance element.

Should I process contributor totals asfull-time equivalent amounts?

Yes

Create the Rate Denition1. Navigate to the Payroll Calculation workarea. In the Tasks pane, select the Rate Denitions task.2. In the Search Results section, click Create.3. Enter these values.


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Field What You Select

Category

Derived Rate

Eective Start Date

A date that's after the creation date of the objects that you're referencing

Legislative Data Group

Your legislative data group

4. Click OK.5. In the Basic Details section, enter these values.

Field Value

Name

Absence Rate - Salary and Car Allowance

Short Name

ABS RATE - SAL/CAR ALLOW

6. In the Returned Rate Details section, Periodicity eld, select Daily.7. Click the Contributor Rules tab and in the Process Contributor Total as FTE Amount select, Yes.

The balances referenced need to be populated using payroll runs for the periods covered by the balancedimension or the rate denition won't generate a meaningful value.

Create Rate Contributors1. In the Rate Contributors section, click Create.2. In the Contributor Type eld, select Balance and click OK.3. On the Create Rate Contributors page, enter these values.

Field What You Enter

Add or Subtract

Add

Balance Name

Regular Salary

Balance Dimension

Assignment State Period to Date

Periodicity

Daily

4. Click Save and Continue.5. In the Rate Contributor section, click Create.



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6. In the Contributor Type eld, select Balance and click OK.7. On the Create Rate Contributor page, enter these values.

Field What You Enter

Add or Subtract

Add

Balance Name

Car Allowance

Balance Dimension

Assignment State Period to Date

Periodicity

Daily

8. Click Save and Continue.9. Click Submit.

10. Assign an Absence element entry to the employee's assignment. You will then need to pass the absence entryto payroll using the absence interface.

Related Topics

• Rate Contributors for Derived Rates

• Generate HCM Rates

• Integrate Absence Management with Global Payroll



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Chapter 6Elements for Absence Management

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6 Elements for Absence Management

Dene Elements, Balances, and FormulasThe Dene Elements, Balances, and Formulas task list contains the tasks required for creating payroll elements forcompensation and HR management. You can use this task list if you're recording earnings, deductions, and otherpayroll data for reporting, compensation and benets calculations, or transferring data to a third-party payroll provider.

Note: If you're using Oracle Global Payroll, use the Dene Payroll task list instead. The Dene Payroll task listincludes additional tasks required to set up payroll processing.

Required TasksYour business requirements and product usage determine which required tasks you must perform. The required tasksinclude:

• Manage Elements

• Manage Payroll Denitions, which is usually required to support elements

• Manage Consolidation Groups, which is required for creating payroll denitions

If you use predened Payroll Interface extracts to transfer data to a third-party payroll provider, you may need to createelement subclassications, balances, organization payment methods, and object groups. Refer to the Global PayrollInterface documentation for more information.

Before You BeginThe Workforce Deployment and Compensation Management oerings include the Dene Elements, Balances, andFormulas task list. Before you start the required payroll tasks, complete the tasks these oerings contain, as shown inthe following table.

Task Use To Why It's Important

Manage Legal Entities

Create payroll statutory units.

Ensures that hiring employeesautomatically creates payroll relationshiprecords.

Manage Legal Entity HCM Information

Associate a legislative data group witheach payroll statutory unit.

As above.

Manage Features by Country or Territory

Select Payroll Interface as the extensionfor any countries or territories where youextract HR data to send to a third-partypayroll provider.

Ensures that you use the appropriateelement templates to create earnings.



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Task Use To Why It's Important

Congure Legislations for Human ResourcesUse this task to create and edit legislative data for a country or territory that doesn't have a predened countryextension. It guides you through conguring some payroll objects and values required for creating elements, including:

• Tax year start date

• Period of service on rehire rules

• Default currency

• Element classications

• Component groups

• Payment types

Note: Complete this task before the other tasks in this task list.

Manage ElementsUse elements to communicate payment and distribution information to payroll applications from the sourceapplications listed in the following table.

Source Application Element Purpose Requirements

Compensation

• Earnings and deduction elements,such as bonuses, overtimeearnings, and voluntary deductions.

• Information elements to loaduser-dened data to use during aworkforce compensation cycle.

Required for compensation plans andbase pay, no maer which HR and payrollapplications you're using.

Benets

• Deduction elements to recordactivity rate calculation results, suchas:

◦ Employee contributions andemployer distributions formedical options

◦ Flex credits for ex benets

• Earnings elements if you want todisburse unused credits as cash.

Required if you use element entries tocommunicate benets rate information toany payroll application.

Note: You must select PayrollRelationship as the employmentlevel.

Time and Labor

Earnings elements with input value ofHours.

Required if you pay worked time based ontime card entries.



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Source Application Element Purpose Requirements

Absence Management

Earnings elements with input value ofHours.

Required if you process absencepayments and book employer liability ofaccrual balances through Global Payroll orGlobal Payroll Interface.

Manage Payroll DenitionsEmployees' employment terms or assignments include their assigned payrolls. The payroll denition suppliesthe payroll period frequency and end dates, which some applications use for calculations. This table shows whichapplications require payroll denitions.

Application Payroll Denition Required? Usage Conditions

Global Payroll Interface

Yes

N/A

Compensation

Yes

N/A

Benets

Optional

Required to use the payroll periodfrequency to calculate communicatedrates or values passed to payroll.

Time and Labor

Optional

Required to pass time entries to payrollcalculation cards for payroll processingor for extract to a third-party payrollapplication.

Absence Management

No

N/A

Manage Consolidation GroupsYou must have at least one consolidation group for each legislative data group where you create elements. Payrolldenitions require a consolidation group.

Other Payroll-Related Setup TasksYour implementation might require other tasks in the Dene Elements, Balances, and Formulas task list, as shown in thefollowing table.



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Task Requirements

Manage Organization PaymentMethods

If you want to record personal payment methods for your employees, you must createorganization payment methods and associate them with your payroll denitions. Organizationpayment methods dene the combination of payment type and currency to use for paymentsto employees or external parties.

Manage Element Classications

Primary element classications are predened. If you run the Calculate Gross Earnings process(provided with Global Payroll Interface), you might create subclassications to feed user-dened balances.

Manage Fast Formulas You can write formulas for a number of uses, including:

• Validating user entries into element input values• Conguring compensation, benet, and accrual plan rules• Calculating periodic values for gross earnings and dening element skip rules for the

Calculate Gross Earnings process (provided with Global Payroll Interface)

Manage Balance Denitions

If you're using Global Payroll Interface, creating earnings elements creates balancesautomatically. You can edit these generated balance denitions. If you're using the Calculate Gross Earnings process, you may want to create additionalbalances for extracts or reporting.

Manage Object Groups

You can create object groups to specify subsets of elements or payroll relationships to includein a report or process, such as the Calculate Gross Earnings process.

Related Topics• Overview of Using Formulas• Payroll Denitions• Payroll Balance Denitions• Implement Payroll Interface

How Elements Hold Payroll Information for MultipleFeaturesElements are building blocks that help determine the payment of base pay, benets, absences, and other earningsand deductions. You associate your elements with salary bases, absence plans, and the benets object hierarchy todetermine how you will use the elements.

This table provides some examples of how you can use elements.

Element Usage Examples of Elements

Base Pay Management

Annual Salary Basis

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Element Usage Examples of Elements

Monthly Salary Basis Hourly Salary Basis

Absence Management

Absence Payment Leave Liability Discretionary Disbursement Final Disbursement

Benets

Health Care Deduction Savings Plan Deduction Employee Stock Purchase Deduction

Time and Labor

Regular Hourly Earnings Overtime Earnings Shift Earnings

Payroll

Regular Standard Earnings Bonus Earnings Tax Deduction Involuntary Deduction

Base Pay ManagementTo manage base pay, you aach an earnings element to each salary basis (hourly, monthly or annual) for each worker.When a manager or compensation specialist enters a base pay amount for a worker, the application writes the amountto an element entry. The application does this by using the element input value associated with the worker's salarybasis. Payroll processing uses the element entry to generate payment amounts.

Absence ManagementYou can manage worker absences and corresponding entitlements. You can create absence types based on predenedabsence paerns, and associate them with absence plans. You can associate an absence element with an absence planto transfer the following information for payroll processing:

• Payments for absent time, for example, during maternity or long term sickness.

• Accrual disbursement at the end of absence plan year

• Accrual disbursement when plan enrollment ends

• Absence liability amounts



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You can process the payments in Oracle Fusion Global Payroll or use HCM extracts to transfer the information to athird-party payroll application for processing.

BenetsAach elements at various levels in the benets object hierarchy to create deductions and earnings that you can processin a payroll run to calculate net pay.

Time and LaborCreate elements for use in time cards, and calculate payroll or gross earnings based on the time card entries transferredto payroll. For example, for Oracle Fusion Time and Labor, you run processes which create dependent payroll aributesand time card elds for element input values. You can automate the routine import of time card entries to payroll usingpredened ows.

PayrollFor Oracle Fusion Global Payroll, you dene earnings and deduction elements, such as bonus and overtime earningsand involuntary deductions. These elements incorporate all the components required for payroll processing, includingformulas, balances, and formula result rules.

Related Topics

• Create Earnings Elements for Payroll

• Create Elements for Time Cards

Dene Payroll Elements to Process AbsencesYou dene elements to calculate and process absence payments in Oracle cloud. When you dene an absence element,your responses to the element template questions determine which elements, balances, formulas, and calculationcomponents the template generates.

Dening an absence element involves these steps:

• Dene an absence element

• Complete absence detail questions

• Complete accrual liability and balance payment questions

• Complete absence payment questions

• Submit the element

• Dene element eligibility records and cost distributions

Dene an Absence ElementUse the Elements task work area to dene an absence element, selecting a primary classication of Absence, and asecondary classication. Typically, the predened values include vacation, maternity, and sickness.

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Complete Absence Detail QuestionsThe questions you complete in the Absence Details section determine which subsequent questions the templatedisplays. You enter these information in the Absence Details section:

1. Specify the calculation units to use when reporting the absence, for example that's shown on the payslip, andstatement of earnings. Typically, you select Days or Hours for your reports that correspond to the units for yourabsence plan. When creating an absence element, select the work calculation rule to calculate the absence rate.

2. Select the absence information to transfer to payroll based on the type of absence management plan.

Absence Management Plan Type Absence Information to Transfer

Accrual

Accrual Balances

Accrual, Leave Donation,Compensatory

Accrual Balances and Absences

Qualication

Qualication Absences

No Entitlement

No Entitlement Absences

Complete Accrual Liability and Balance Payment QuestionsIf you transfer accrual balances, complete these questions.

Question Steps

Calculate absence liability?

1. Select Yes, if you calculate liability.2. Select a liability rate.

Usually the rate is the same as the absence payment rate. You might select a dierentrate when estimating liability for billing purposes.

Does this plan enable balancepayments when enrollment ends?

1. Select Yes to congure a nal disbursement element and to maintain balances for thedisbursement hours and payments.

2. Optionally, select a rate to use for the calculation.

Does this plan enable partial paymentof balance?

1. Select Yes to congure a discretionary disbursement element and to maintain balancesfor disbursement hours and payments.

2. Optionally, select a rate to use for the calculation.



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Complete Absence Payment QuestionsComplete these questions:

1. Select a method to reduce regular earnings if employees don't complete a time card.:

◦ Reduce regular earnings by absence payment (entitlement payment balance)

◦ Select rate to determine absence deduction amount (entitlement deduction balance)

You might select one of these options:

• The Reduce regular earnings option to reduce regular earnings by the absence payment. Thismeans that the employee is paid the same net amount as if they weren't absent.

• The Select rate to determine deduction amount option when the employee isn't due to be paidfor the absence at the same rate as their regular earnings. In this case, the absence deduction ratethat you select will be a rate that deducts 100% of the regular earnings. However, the absencepayment rate would be a dierent rate, for example 50%.

2. Optionally, select a rate to calculate the absence payment.

If you have standard earnings and absence elements in the same payroll run that reduce regular earnings, thepayroll calculation reduces earnings in this sequence:

a. Using absence element entriesb. Using any standard earnings elements that reduce regular earnings

The salary balance isn't reduced beyond zero.3. You can now ensure that absence entitlement payments are made to employees after terminations. Use the

Does this plan enable entitlement payments after termination? question on the absence element templateto set the entitlement element to Final Close.

Example: Amelia is due to be paid maternity payments after her termination. Select Yes in this question to setthe latest entry date of the entitlement elements to nal close. With this, the absence entitlement payments aremade to Amelia after her termination. When Amelia is terminated, change her employment assignment statusto Process When Earning. Also, set the TERM_INCLUDE_PR_LEVEL action parameter to Y, so that payrollrelationship level entries are considered for processing.

Submit the ElementWhen you submit the element, the template automatically congures a base pay element, balances, formulas, andcalculation components.

The template also congures additional elements, depending on the options selected in the template to transferabsence information, as shown in this table.

Type of Absence Information toTransfer

Optional Balance Payments Selected Additional Elements Congured

Accrual Balances

• Discretionary Disbursements• Final Disbursements

• Accrual• Discretionary Disbursement



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Type of Absence Information toTransfer

Optional Balance Payments Selected Additional Elements Congured

• Final Disbursement


• Discretionary Disbursements• Final Disbursements

• Accrual• Entitlement• Discretionary Disbursement• Final Disbursement

Qualication Absences

none

Entitlement

No Entitlement Absences

none

Entitlement

Dene Element Eligibility Records and Cost DistributionsDene element eligibility records for all elements generated by the template, for example for your accrual, entitlement,discretionary and nal disbursement elements.

If your enterprise calculates cost distributions, specify costing for all the element eligibility records. For example, for anaccrual element, you do these steps

1. Dene element eligibility records for the accrual, accrual results, accrual retroactive, and accrual retroactiveresults elements.

2. Specify costing for the accrual results and retroactive results elements.

The costing process costs the change in the liability balance since the last payroll period, debits the expense accountand credits the liability account.

Related Topics• Element Costing Options• Importing Absence Entries to Payroll: Procedure• Rates Used to Calculate Absences in Payroll

Dene Payroll Elements for an Absence Accrual PlanThis example shows how to dene an absence element for a vacation accrual absence plan. Based on your setupdecisions, this procedure congures these additional elements.

• Accrual element to process absence liability amounts

• Entitlement element to process payments for absence during vacation

• Discretionary Disbursement element to process disbursement of partial time accruals

• Final Disbursement element to process accrual disbursement when the absence plan enrollment ends

The name of the element is prexed to each additional element.

This table summarizes key decisions for this scenario.

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Decisions to Consider In This Example

What type of an absence are you transferring to payroll?

Accrual balances

Who's eligible to receive this element?

All workers

What units do you want to use for reporting calculations?

Days

Do you want the element to calculate absence liability?

Yes

Which rate should the calculate absence liability use?

Liability Rate

Does your absence plan enable balance payments whenenrollment ends?

Yes

Which rate should the nal disbursement payment use?

Final Disbursement Rate

Does your absence plan enable payment of partial accrualbalances?

Yes

Which rate should the partial disbursement payment use?

Partial Disbursement Rate

How do you want to calculate deductions for paid absences foremployees not requiring a time card?

• Reduce regular earnings by the amount of the absencepayment so that the worker doesn't get paid twice?

• Select a rate to determine the absence deduction amount?

Reduce regular earnings by absence payment

Before You BeginEnsure that you congured a rate denition to determine the monetary value of a unit of absence. And depending onyour enterprise separate rates to calculate liability, discretionary disbursement, and nal disbursement payments. Youcongure a rate denition using the Rate Denitions task in the Setup and Maintenance or Payroll Calculation workarea.

Dene an Absence Element1. Select the Elements task.2. Click Create.3. In the Create Element window, complete the elds as shown in this table.



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Field Value

Legislative Data GroupSelect your legislative data group.

Primary ClassicationAbsences

Secondary ClassicationSelect an appropriate value for your legislation, such as Vacation.

4. Click Continue.5. On the Create Element: Basic Information page, enter Vacation Payment in the Name and Reporting Name

elds.6. In the Absence Plan Details section, complete the elds as shown in this table. Use default values for elds

unless the steps specify other values.

Field Value

What calculation units are used forreporting?

Days

Work Units Conversion Rule

Standard Rate Daily

What type of absence informationdo you want transferred to payroll?


7. Click Next.8. On the Create Elements: Additional Details page, in the Accrual Liability and Balance Payments section,

complete the elds as shown in this table. Use default values for elds unless the steps specify other values.

Field Value

Calculate absence liability?Yes

Which rate should the liabilitybalance calculation use?

Liability rate.

Does this plan enable balancepayments when enrollment ends?

Yes

Which rate should the nalbalance payment calculation use?

Final disbursement rate.

How do you want Payout Amountto be taxed?

Supplemental



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Field Value

Absence Payout Process Mode

Process and pay with other earnings

Does this plan enable partialpayments of absences?

Yes

Which rate should thediscretionary disbursement use?

Discretionary disbursement rate.

How do you want Cash out amountto be taxed?

Regular

9. On the Create Elements: Additional Details page, in the Absence Payments section, complete the elds asshown in this table. Use default values for elds unless the steps specify other values. For the purposes of thisworked example, all elds are being entered, however, only required elds must be entered and others may beblank.

Field Value

How do you want to reduceearnings for employees notrequiring a time card?

Reduce regular earnings by absence payment.

Which rate should the absencepayment calculation use?

Absence payment.

10. Click Next.11. On the Create Element: Review page, review the information that you entered so far.12. Click Submit to open the Element Summary page.

The template generates all the related elements, balances, and formulas.

Dening Element Eligibility1. In the Element Overview section of the Element Summary page, click the Element Eligibility node.2. Click Create Element Eligibility from the Actions menu.3. In the Element Eligibility section, enter Vacation Payment Open in the Element Eligibility Name text box.

Leave the rest of the elds on the page blank.4. Click Submit.5. Click Done.6. On the Elements page, search for the other elements prexed with your absence element name.7. Select each element in turn and repeat the steps on the Element Summary page to dene eligibility for each

element.


Chapter 7Eective Dates in Absence Management

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7 Eective Dates in Absence Management

Date EectivityDate eectivity preserves a history of changes made to the aributes of some objects. As a Professional user, you canretrieve and edit past and future versions of an object.

Many Human Capital Management (HCM) objects, including person names, assignments, benets plans, grades, jobs,locations, payrolls, and positions are date-eective.

Logical and Physical RecordsDate-eective objects include one or more physical records. Each record has eective start and end dates. One record iscurrent and available to transactions. Others are past or take eect in the future. Together, these records constitute thelogical record or object instance.

This table shows changes to the department manager aribute in a department business object. Each row represents asingle physical record.

Physical Record Eective Start Date Eective End Date Department Manager

4

18 January, 2011

C. Woods

3

15 October, 2010

17 January, 2011

A. Chan

2

13 June, 2009

14 October, 2010

T. Romero

1

22 March, 2007

12 June, 2009

G. Martin

Note: The physical record number doesn't appear in the record.

Eective End Dates in Physical RecordsEvery physical record except the last has an eective end date. The update process adds this date, which is the daybefore the eective start date of the next record, whenever you update the object.

Object End DatesYou can enter a nal eective end date for some date-eective objects. For example, terminating an assignment addsa nal eective end date to the assignment. Alternatively, the End Date action may be available. If you end date a date-eective object, then it isn't available to transactions after that date. But the object's history is retrievable.



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Status Values in Date-Eective ObjectsSome date-eective objects, such as grades and jobs, have both eective dates and status values. When the objectstatus is Inactive, the object isn't available to transactions, regardless of its eective dates. Seing the status to Inactivemakes objects unavailable to transactions. If you can't enter an eective end date for an object, then changing its statushas the same eect.

Future-Dated ChangesFor date-eective objects, you can enter future changes. For example, you enter the worker promotion shown in thistable on 25 October, 2011 to take eect on 18 January, 2012.

Physical Record Eective Start Date Eective End Date Grade

2

18 January, 2012

IC2

1

14 October, 2010

17 January, 2012

IC1

Physical record two becomes current on 18 January, 2012. From 14 October, 2010 until 17 January, 2012 physical recordone is current and available to transactions. If you can access the object history, you can see physical record two beforeit takes eect.

When future-dated changes exist, other actions may be limited. For example, to end this worker's assignment beforethe promotion takes eect, you must rst delete the promotion.

Date-Enabled ObjectsSome objects, such as work relationships, are date-enabled rather than date-eective. They have start and end datesthat dene when they're available, but they have no history of changes. New aribute values overwrite existing aributevalues.

Related Topics

• How You Make Multiple Updates to Date-Eective Objects in One Day

• How You Delete Physical Records from Date-Eective Objects

Examples of Correcting Date-Eective ObjectsYou can correct most aributes of date-eective objects, regardless of whether they occur in current, past, or futurephysical records.

If you correct the eective start date of an object's rst physical record, then the revised date must be before the currenteective start date. For the second and subsequent records, the revised date must be between the record's currenteective start and end dates.

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Correcting a Current ErrorOn 11 March, 2011 you create a location denition but enter the wrong phone. On 21 March, 2011, you search for thedenition and select the Correct action. Before correction, the object history is as shown in this table.

Physical Record Eective Start Date Eective End Date Location Phone

1

11 March, 2011

650.555.0175

After correction, the object history is as shown in this table.

Physical Record Eective Start Date Eective End Date Location Phone

1

11 March, 2011

650.555.0176

Because you corrected the object, no change history exists.

Correcting a Past ErrorA worker's assignment history is as shown in this table.

Physical Record Eective Start Date Eective End Date Job Working at Home

4

20 October, 2010

Line Manager

No

3

18 August, 2010

19 October, 2010

Senior Administrator

No

2

10 May, 2010

17 August, 2010

Senior Administrator

Yes

1

25 July, 2009

9 May, 2010

Administrator

Yes

You learn that the worker's job was actually Project Leader from 10 May to 19 October, 2010. As this period spansphysical records 2 and 3, you must correct both.

To retrieve physical record 2, you set the eective as-of date in the person search to any date between 10 May and 17August, 2010. You select the assignment from the search results and make the correction.

You then retrieve physical record 3 and make the same correction.



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Examples of Updating Date-Eective ObjectsWhen you update a date-eective object, you insert a physical record in the object's history. Typically, the insertedrecord follows the current record and the eective start date is today. However, you can also enter future-datedchanges and update past records.

Entering Future-Dated ChangesThe grade EC3 exists from 17 June, 2009. Its ceiling step changes from 1 January, 2012. On 30 November, 2011, youchange the grade's ceiling step and enter an eective start date of 1 January, 2012. This change creates a physical recordin the grade denition, as shown in this table.

Physical Record Eective Start Date Eective End Date Ceiling Step

2

1 January, 2012

4

1

17 June, 2009

31 December, 2011

3

From 1 January, 2012 physical record 2 is in eect. Until then, physical record 1 is in eect.

Applying Historical Updates to Later RecordsJennifer Was has one assignment, as shown in this table.

Physical Record Eective Start Date Eective End Date Grade Location

2

18 September, 2010

A1

Area Oce

1

10 April, 2010

17 September, 2010

A1

HQ

You promote Jennifer to grade A2 from 1 July, 2010. You update her assignment with an eective start date of 1 July,2010 and enter grade A2. This update:

• Inserts a physical record between existing records 1 and 2

• Sets the eective end dates of physical record 1 to 30 June, 2010 and of the inserted record to 17 September,2010

You also correct existing physical record 2 to change the grade from A1 to A2.



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Jennifer's assignment history is now as shown in this table.

Physical Record Eective Start Date Eective End Date Grade Location

3

18 September, 2010

A2

Area Oce

2

1 July, 2010

17 September, 2010

A2

HQ

1

10 April, 2010

30 June, 2010

A1

HQ

FAQs

What's the eective as-of date?A date value that lters search results. For any date-eective object that matches the other search criteria, the searchresults include the physical record for the specied eective as-of date. The eective as-of date is one of the searchcriteria. Therefore, objects with eective dates that don't include the specied date don't appear in the search results. Bydefault, the eective as-of date is today's date.

What's the dierence between updating and correcting a date-eective object?When you update an object, you insert a physical record in the object's history. Typically, the inserted record follows thecurrent physical record, and the eective start date is today's date. However, you can edit the object history or create afuture-dated change by seing an appropriate eective start date.When you correct a date-eective object, you edit the information in an existing physical record. You don't create aphysical record.

What happens when I end date an object?The date that you enter becomes the nal eective end date for the object. If physical records exist for the objectbeyond the eective end date, either they're deleted automatically or you delete them.

The object's history remains available. For example, the object may appear in search results if the search criteria includean eective as-of date that's within the object's eective dates.



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Chapter 8Accrual Absence Plans

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8 Accrual Absence Plans

Types of Absence PlansCreate the following plans using the Absence Plans task in the Absences work area:

• Accrual

• Qualication

• No Entitlement

• Agreement

• Compensatory

• Donation

AccrualUse this type to create absence plans that enable workers to accrue time for taking paid leave, such as a vacation plan.Congure rules that determine various aspects of leave time, such as:

• Length and type of the accrual term in which workers accrue time

• Maximum time that workers can accrue in a term

• Maximum time that workers can carry forward to the next term

QualicationUse this type to create an absence plan where workers qualify for the plan and receive payments during the absenceperiod. For example, use qualication plans for dening absence rules related to events, such as long term illness ormaternity. Congure rules to determine the payment percentages that apply for specic periods during the absence, forspecic workers.

No EntitlementCreate absence plans of this type to track unpaid absences without maintaining an accrual balance or providing leaveentitlements, such as periodic accruals. Similar to an accrual plan, you can dene the length and type of the plan termand determine when eligible workers can enroll in the plan. You can also use plans of this type in combination with aqualication plan. For example, use a no-entitlement plan if a worker isn't eligible for a standard maternity absencequalication plan.

AgreementCreate absence plans of this type in accordance with statutory rules for use under an agreement. For example, create ashared parental leave agreement for a worker and qualied parental partner to allocate paid or unpaid time o amongparenting partners.



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CompensatoryCreate absence plans of this type to track earned compensatory time that can be used for time o. Compensatory timeis oered as compensation for working outside of regular work schedules. Instead of paying overtime, an employer cancreate a policy to give paid time o.

DonationCreate absence plans of this type to track donated time that a worker receives. Workers can donate their accrual planbalance to a coworker who needs additional time o and is eligible to receive the donated time.

Related Topics

• Create a Maternity Plan

Options to Dene Accrual PlansCongure the following rules when you create an absence accrual plan in accordance with the leave policy of yourenterprise:

• Plan term

• Plan eligibility

• Enrollment and termination

• Transfer and rollover

• Prior balance reinstatement

• Vesting period

• Plan limits

• Balance Updates

• Payments

• Disbursement

• Donation

Plan TermAn accrual term is a period of time during which workers accrue time. You must specify the type of accrual term to usefor the plan. For example, you can dene one of these term types:

• An accrual term of one calendar year that restarts on January 1

• An accrual term that starts on the worker's annual hire date and restarts on every anniversary

Plan EligibilityAssociate an eligibility prole with the accrual plan to determine the set of workers who can enroll in that plan.



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Enrollment and TerminationDecide when to enroll workers in the accrual plan. Indicate how to handle negative and positive balances where onlyplan enrollment ends, or both plan enrollment and employment ends.

Transfer, Rollover, and CarryoverDene the limits for transfer of some or all of the accrual balance to a new plan when the existing plan is terminateddue to loss of eligibility. The Transfer Rules section is enabled only when you select Transfer positive balance in theBalance Disposition section.

Additionally, for year end processing, you can dene:

• Rollover limits so that employees can transfer remaining balance to a new plan. Select Unlimited if you don'twant to dene a limit for rollover.

• Carryover limits to determine the maximum unused leave time that employees can take over to the next termfor the same plan.

If the unused absence balance at the end of the term is above the dened rollover and carryover limit, you can chooseto pay out the remaining balance. If you don't select the Disburse remaining balance check box, the unused accrualbalance expires.

Prior Balance ReinstatementCongure accrual plans so that when a worker is terminated or loses plan eligibility, the remaining balance can beoptionally held for reinstatement upon rehire or return to plan eligibility.

Absence plan setup options allow you to dene the balance amount eligible for reinstatement along with the time framefor which the withheld balance can be reinstated. You can congure this option in the Re-enrollment Rules section. Youcan nd this section in the Plan Participation tab when you create or edit an absence plan.

If you select Allow Prior Balance Reinstatement, a new row in accruals called "Plan Balance close transaction" iscreated that deducts the remaining balance on the last day of the employee. This is the transaction that will act as areference to calculate the reinstated balance if the employee is re-hired within the time frame limit congured in theplan setup.

However, if you select Allow Prior Balance Reinstatement, and leave the Balance Reinstatement Limit and TimeFrame Limit elds blank, the entire closing balance can be reinstated any time.

Vesting PeriodDene if you want newly enrolled workers to accrue time, but not use it until after a specic amount of time.

Plan LimitsDene rules for the maximum leave time that workers can accrue. For incremental plans, Absence Managementapplies the limit to each accrual period. When there are accrual transactions such as adjustments, balance transfers,and disbursements, which impact the ceiling or carryover value, then the periodic accrual balance calculation takesprecedence and readjusts the balance accordingly.



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Balance UpdatesYou can enable the following types of adjustments that HR specialists can make during maintenance of absence recordsand entitlements:

• Balance transfer across plans

• Other adjustments

• Elective disbursements

PaymentsDecide how you want to calculate payment of accrual balances for the following scenarios:

• When workers must be paid a dierent rate during the absence period

• When a part of the accrual balance must be disbursed to workers as cash

• When the cost of accrual balance must be calculated to determine employer liability

• When the accrual balance must be paid to workers when their plan participation ends

DisbursementDetermine whether workers are eligible for cash disbursement requests. Decide who can initiate the disbursement.Additionally, dene disbursement rules and the number of hours that can be disbursed.

DonationDene whether workers are eligible to donate accrual balances to a coworker. Decide who can initiate the donation.Additionally, dene donation rules and the number of hours that can be donated.

Options to Dene an Accrual TermWhen you create an accrual plan, you must select one of the following term types to dene an accrual term duringwhich workers accrue leave:

• Calendar year

• Anniversary year

Calendar YearThe accrual term starts on the month, day, and year that you select. The term restarts next year on the same day. Forexample, if you select January 1, 2015, the accrual term starts on that day and restarts on January 1, 2016.

Anniversary YearThe accrual term starts on the hire date and restarts on each anniversary. For example, if the enrolled worker's hire dateis May 1, 2015, the accrual term starts on this date and restarts on May 1, 2016.



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Entering a continuous service date when enrolling in the accrual plan doesn't aect the start date. The continuousservice date aects the length-of-service calculations while processing a waiting period, vesting period, or plan limitsdened in an accrual band matrix. However, it doesn't aect the accrual term.

Options to Congure Accrual Enrollment andTerminationWorkers are enrolled into accrual plans as a result of employment and eligibility and disenrolled from accrualplans when they are terminated or plan eligibility ends. Dene when you want to enroll or disenroll a worker in theParticipation tab of the Create Absence Plan page.

Congure the plan to:

• Automatically enroll workers when they are hired or when a transfer event occurs.

• Use a formula if you want to consider other aspects or rules to determine when to enroll workers.

Dene a waiting period if you want newly enrolled workers to start accruing time under that plan only after a specicamount of time elapses after the date of enrollment.

Congure the plan to automatically disenroll workers as a result of employment termination or loss of eligibility to aplan. On plan termination, dene how to:

• Disburse the amount for payment if the worker has a positive absence balance.

• Recover the amount from the last pay if the worker has a negative absence balance.

For example, if a worker is terminated from employment on October 12, 2017, the following updates can occur to reectthe termination.

• If an absence starts on or after October 12, it is withdrawn.

• If there is an absence spanning the termination date of October 12, the end date is automatically calculatedas the termination date for the absence. For example, if the worker schedules an absence from October 9 toOctober 17, since the termination date is October 12, the end date of the absence is updated as October 12.

• If an absence is open-ended, the end date of the absence is October 12 since the termination date is calculatedas the last day of the absence.

• Plan use is recalculated for all updated absences.

• All active accrual enrollments are updated to reect an end date of October 12.

• Final disbursements are transmied to payroll, if nal disbursement is congured.

How You Congure Eligibility for Absence PlansAn eligibility prole in Absence Management denes criteria used to determine whether a person qualies for anaccrual or qualication absence plan. Dene eligibility proles and then associate it with a plan to determine the set ofworkers who can enroll in that plan. To associate an eligibility prole with an absence plan:

1. Create the eligibility prole using the Manage Eligibility Proles task in the Absences work area.2. Associate the eligibility prole with the absence plan using the Absence Plans task.



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If you want all workers to be eligible for the absence plan, then don't add an eligibility prole. If a plan doesn't havean eligibility prole associated with it, then it doesn't mean that workers are enrolled automatically into the plan. Newhires may be enrolled automatically, if that's the option set in the plan denition. Existing workers have to be enrolledmanually.

Options to Dene Frequency of Accrual PeriodsAward leave time to workers throughout an accrual term in equal installments known as accrual periods. Determine thefrequency of accrual periods by selecting one of the following Balance Frequency Source values on the Accruals tab inthe Create Absence Plan page:

• Person primary frequency

• Repeating time period

It there is a change in payroll relationship, the repeating period is automatically updated when running accruals. Forexample, when employee payroll changes from weekly to monthly.

Person Primary FrequencySelect Person Primary Frequency to award time at the start of each payroll period. For example, if the worker enrolledin the plan receives weekly payroll, the leave time accrues once a week.

Repeating Time PeriodsThe worker accrues time at the start of each instance in a repeating time period. For example, you created a biweeklyrepeating period for an annual accrual term. The worker accrues time every two weeks during the term.

You create the repeating time period using the Manage Repeating Time Periods task in the Absences work area. Then,associate the repeating time period with the accrual absence plan on the Create Absence Plan page.

Note: When you create a repeating time period, ensure that the period has a duration of at least 7 days. Forexample, if you select a period type of Daily and a period length of More than one day, you need to select avalue that's greater than or equal to 7.

Related Topics

• Repeating Time Periods

Plan Limits for Accrual PlansFor accrual plans, you can congure the following plan limits:

Plan Limit Description

Annual Accrual Limit Rule

Determines the maximum amount of leave time that workers can accrue within a plan year.

http://www.oracle.com/pls/topic/lookup?ctx=fa20b&id=DB022E75B31D5428E040D30A688105D6



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Plan Limit Description

Ceiling Rule

Determines the maximum leave time that workers can accrue.

Use an accrual band matrix to build criteria using various factors, such as length of service, to determine workers whoqualify for specic plan limits. Alternatively, you can use a formula to determine each plan limit.

When accruals and balances are calculated, an annual accrual limit is evaluated. If the current period accrual results inthe accrual balance exceeding the limit, the accrual amount for that period is reduced. If a ceiling is also congured, itcan further impact the accrual amount.

Examples of Accrual BandsUse accrual bands to vary accrual benets to workers depending on employment criteria, such as length of service,grade, or other factors. This topic shows various types of accrual bands that you can dene in the Accrual Matrix sectionon the Create Absence Plan page.

The examples show accrual bands based on the following factors:


• Location and length of service

• Grade

Creating Bands Based on Length of ServiceScenario: You want to create two accrual bands based on worker length of service, as shown in the following table.

Band Sequence Length of Service Accrual Rate Maximum Carryover Ceiling

1

Less than ve years

15

15

45

2

Greater than or equalto ve years

20

15

60

To create the bands:

1. Create the following length of service derived factors using the Manage Derived Factors task in the AbsenceAdministration work area.

◦ Length of service less than 5 years

◦ Length of service greater than or equal to 5 years

2. Use the expression builder to create bands using the derived factors that you created:



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Band Sequence Expression

1

[LengthOfService. LessThan5]

2

[LengthOfService. GreaterThan5]

Creating Bands Based on Location and Length of ServiceScenario: You want to create accrual bands of varying length of service for workers who belong to specic geographiclocations, as shown in the following table.

Band Sequence Location Length of Service Accrual Rate MaximumCarryover

Ceiling

1

Paris

Less than veyears

15

15

45

2

Greater than orequal to ve years

20

15

60

3

Tokyo

Less than threeyears

10

10

30

4

Greater than orequal to threeyears

15

15

45


1. Create the following length of service derived factors for the specic geographic locations using the ManageDerived Factors task in the Absences work area.





2. Use the expression builder to create bands using the derived factors that you created:


1

[Person. Location] = "Paris" AND [LengthOfService. LessThan5]



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The person. location aribute is on the Entities tab in the Expression Builder dialog box. TheLengthOfService derived factors are available from the Derived tab.

2

[Person. Location] = "Paris" AND [LengthOfService. GreaterThan5]

3

[Person. Location] = "Tokyo" AND [LengthOfService. LessThan3]

4

[Person. Location] = "Tokyo" AND [LengthOfService. GreaterThan3]

Creating Date-Eective Accrual Bands Based on GradeScenario: Your enterprise wants to change its leave policies every year in accordance with government regulations, asshown in the following table.

Band Sequence Eective StartDate

Grade Range Accrual Rate MaximumCarryover

Ceiling

1

April 1, 2014

A1 - A3

15

15

45

2

A1 - A6

20

15

60

3

April 1, 2015

A1 - A3

20

20

30

4

A1 - A6

25

15

40

Set the session eective date to April 1, 2014 and create band 1 and band 2 using the following expressions:


1

[Person.Grade] >= "A1" AND [Person. Grade] <= "A3" The person.grade aribute is on the Entities tab in the Expression Builder dialog box.

2

[Person.Grade] >= "A4" AND [Person. Grade] <= "A6"

Save your work and set the session eective date to April 1, 2015. Then, create band 3 and band 4 using the sameexpressions that you used for band 1 and band 2:



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1


2


How You Congure a Plan for Discretionary CashDisbursementWorkers can initiate a cash disbursement request for their accrual or donation plan balance. Administrators andmanagers also have the option to initiate a cash disbursement request on behalf of a worker.

To enable self-service cash disbursement for a worker and manager, complete these steps:

1. On the Absence Plans page for an accrual or donation plan, go to the Entries and Balances tab, DiscretionaryDisbursements section.

2. Select Enable for administrator. The Enable for manager and Enable for worker elds are available for youto select.

3. Congure the disbursement rules and dene limits for the number of hours to disburse. For the disbursementrule, you can select either Formula or Flat Amount. When you select Flat Amount, you may also specify thefollowing quantities. When you select Formula, you must specify a formula that returns values for these samequantities:

◦ The minimum number of hours that the worker is eligible to request a cash disbursement

◦ The maximum number of hours that the worker can request, for instances where you want to limit theamount to a certain number of hours

◦ An increment to prevent workers from entering decimal places, and thus avoid rounding issues later

If you don't specify any minimum, maximum, and increment quantities, the application assumes that there are nominimum, maximum, and increment outputs.

Initiate Cash Disbursement RequestTo initiate a cash disbursement, workers and managers can:

1. Select the relevant accrual plan under Plan Balances on the Absence Records page.2. Select Request Cash Disbursement.3. Enter the disbursement date.4. Enter the amount for disbursement.5. Click Submit.

An administrator can initiate a cash disbursement request for a worker by selecting Request Cash Disbursement onthe Enrollments and Adjustments menu. This menu is on the Manage Absences and Entitlements page, in the PlanParticipation section, Accrual Plans subsection.



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Approve Cash Disbursement RequestOptionally, you can congure approval notications for the self-service cash disbursement requests. For example,you want line managers to approve cash disbursement transactions requested by workers. Managers can view thesenotications by clicking the Notications icon on the Home page or receive these notications by email and decidewhether to approve or not.

To congure disbursement approval notications:

1. Go to the BPM Worklist.2. In the BPM Worklist, on the Task Conguration tab, select the AbsencePlanBalanceDisbursementApproval

workow task to congure, and then click the Edit task icon in the Tasks to be congured toolbar.3. Open the Assignees subtab and modify the approval rule, if required.4. Click Save.5. Click the Commit task icon in the Tasks to be congured toolbar when you're ready to deploy your changes.

Options to Enable Absence Accrual Balance AdjustmentsUse the Entries and Balances tab on the Absence Plans page to enable the following types of accrual plan adjustments:

• Balance transfer across plans

• Other adjustments

• Elective disbursements

When you enable these adjustments, it then allows HR specialists to make adjustments to plan balances on the ManageAbsence Records and Entitlements page. To make adjustments, HR specialists can select an option on the Enrollmentsand Adjustments menu of the Plan Participation section.

Balance Transfer Across PlansThis adjustment option enables HR specialists to select a source plan and specify an amount of time to transfer to atarget plan balance.

Other AdjustmentsThis adjustment option enables HR specialists to make special adjustments to plan balances, such as award leavetime to a worker for exemplary performance at work. When HR specialists make adjustments on the Manage AbsenceRecords and Entitlements page, they can select Clerical Error or Compensatory as the adjustment reason.

Elective DisbursementsThis adjustment option integrates benets election with absences so that participants can sell all or part of theirvacation or sick accrual balance. You can create vacation or sick time sell plans in Benets. During open enrollmentor an annual anniversary, a participant who's eligible for these plans can select the number of units to disburse andthe date the disbursement should be processed by payroll for payment. When participants make their elections tospecify how much time to sell and when, the information is sent to Absence Management for further processing. Theseelections reect in Absence Management when the accrual process is run.



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To integrate benets election with absences:

1. Select Enable benets integration.2. Select Mark as pending to indicate whether the disbursement is nalized or not after the accrual process is run

and the information sent to payroll.3. Select one of the following options for the Election Date Rule:

◦ Current plan year end: The end date for the current plan year is used as the disbursement date.

◦ Determined by election: The end date is elected within Benets. If you select this option, the electiveamount is disbursed only if the employee has a valid payroll relationship.

Create a Vacation Accrual PlanThis example shows how to create an absence accrual plan for vacation leave. The following table summarizes keydecisions for this scenario.


Who is eligible for this plan?

All workers

What unit of measure should this plan use to process absences?

Days

What is the start date and length of the accrual plan term?

Start on January 1 and restart the same day in the following year.

When can workers start accruing leave time on the plan?

1 month after hire date

When can workers start using the leave time that they accrued

2 months after hire date

How much leave time can workers accrue in a term?

Workers who belong to grade A and B accrue at the rate of 15 dayseach accrual term. They can carry-over 5 days to the next term. Workers who are grade C and D accrue at the rate of 12 days eachaccrual term. They can carry-over 2 days to the next term.

Do you want workers to accrue time for the whole term at once oraccrue in increments?

Accrue time each pay period.

What is the maximum leave time that workers can accrue?

40 days

Can workers use more time than their standard accruals duringthe plan term?

Yes, up to 5 days

How do you want to calculate cash disbursals of partial accrualbalances at any time?

50 percent of the salary amount determines the payment for aunit of absence.



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How do you want to calculate nal balance payments for aterminated worker?

The salary amount determines the payment of a unit of absence.

Task SummaryTo create the absence plan:

1. Create two rate denitions and a payroll element.2. Create the absence plan.

PrerequisitesBefore you create the absence plan, in the Absences work area:

1. Use the Rate Denitions task to create two rate denitions that calculate payment of a unit of absence based on50 percent and 100 percent of the salary amount.

2. Use the Manage Elements task to create a nonrecurring element. Specify Absences as the primary classicationand Vacation as the secondary classication in the Create Element dialog box, and complete the sections asshown in this table.

Section Value

Absence Plan Details Select Accrual Balances and Absences as the type of absence information to transfer to

payroll.

Accrual Liability and BalancePayments

Select Yes for these questions:

◦ Calculate Absence Liability?

◦ Does this plan enable balance payments when enrollment ends?

◦ Does this plan enable partial payments of absences?

You must specify a rate for the liability calculation, which should be the same rate speciedas the liability booking rate rule in Absence Management.

Absence Payments Select the Reduce regular earnings by absence payment option for the following question:

◦ How do you want to reduce earnings for employees not requiring a time card?



86

Creating the Rate Denitions1. In the Absences work area Tasks panel tab, click Rate Denitions.2. Click Create.3. On the Create Rate Denition page, complete the elds, as shown in this table.

Field Value

NameUnit Rate of 50 Percent Salary

Short NameUR_ 50_PC_Salary


Periodicity (Returned Rate Detailssection)

Bimonthly

Balance DimensionYear to Date

Periodicity (Calculation section)Bimonthly

4. Click Create.5. On the Create Rate Contributors page, complete the elds, as shown in this table.

Field Value

Balance NameFIT Gross


TypeActual

Add or SubtractAdd

Factor RuleValue

Factor Value0.50

6. Click Save and Close.7. Repeat step 2 through step 6 to create another rate denition. Ensure that you provide the following key

information, as shown in this table:



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Field Value

NameUnit Rate of Salary

Short NameUR_ Full_Salary

Factor Value1.00

Creating the Absence Plan1. In the Absences work area Tasks panel tab, click Absence Plans.2. Click Create.3. In the Create Absence Plan dialog, complete the elds, as shown in this table.

Field Value

LegislationSelect your legislation.

Plan TypeAccrual

4. Click Continue.5. On the Create Absence Plan page, complete the elds, as shown in this table.

Field Value

PlanVacation


StatusActive

Plan UOMDays

TypeCalendar year

CalendarSelect the rst day of your plan term year. In this example, select January 1 of the currentyear.

6. Click Save.



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7. Select the Participation tab, and complete the elds, as shown in this table.

Field Value

Waiting Period UOMMonths

Duration1

8. Click Save.9. Select the Accruals tab, and complete the elds, as shown in this table.

Field Value

Accrual MethodIncremental

Accrual Frequency SourcePerson primary frequency

Accrual Vesting RuleElapsed period

Duration2

UOMMonths

Ceiling RuleFlat amount

Ceiling40

Carryover RuleInclude in matrix

Negative balance allowedSelect

Negative Balance Limit5

10. In the Accrual Matrix section, create accrual bands, as shown in this table.

Sequence Expression Accrual Rate Carryover Limit

1

([Person. Grade] = "A") OR([Person. Grade] = "B")

15

5

2

([Person. Grade] = "C") OR([Person. Grade] = "D")

12

2



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Sequence Expression Accrual Rate Carryover Limit

11. Click Save.12. Select the Entries and Balances tab, and complete the elds, as shown in this table.

Field Value

Final Balance Payment Rate RuleSelect the Unit Rate of Salary rate denition that you created.

Disbursement Rate RuleSelect the Unit Rate of 50 Percent Salary rate denition that you created.

Absence Payment Rate RuleSelect the Unit Rate of Salary rate denition that you created.

Liability Booking Rate RuleSelect the Unit Rate of Salary rate denition that you created.

Transfer absence paymentinformation for payroll processing

Select

ElementSelect the element that you created as part of the prerequisite task.

13. Review the information you entered in all the tabs.14. Click Save and Close.

Managing Existing Absence PlansYou can update or correct existing absence plans from the Absence Plans page.

Best Practices for Inactivating Absence PlansYou can inactivate absence plans as of a specic date, but you need to ensure that you don't run accruals beyond thisdate. If you do, employees can't add or withdraw absences. That's because the application aempts to rerun accrualsand reprocess future absences that lie beyond the inactive date of the plan.

Ensure that you set the plan inactivation date to a date that's after the accrual run date for all employees. Employeeswon't be able to perform transactions if the absence plan is inactivated. Decide how you want to deal with the accruedleave balances of the employees. You should either un-enroll all employees from the plan before you inactivate it orwithdraw accruals to a date prior to the inactivation date using the Withdraw Accruals and Balances process.

Before you make any date eective changes to the plan, try it out on test environment rst. See whether the changeproduces the results you expect. If it does, implement the change on a production environment.



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Chapter 9Qualication Absence Plans

91

9 Qualication Absence Plans

Types of Absence PlansCreate the following plans using the Absence Plans task in the Absences work area:

• Accrual

• Qualication

• No Entitlement

• Agreement

• Compensatory

• Donation

AccrualUse this type to create absence plans that enable workers to accrue time for taking paid leave, such as a vacation plan.Congure rules that determine various aspects of leave time, such as:

• Length and type of the accrual term in which workers accrue time

• Maximum time that workers can accrue in a term

• Maximum time that workers can carry forward to the next term

QualicationUse this type to create an absence plan where workers qualify for the plan and receive payments during the absenceperiod. For example, use qualication plans for dening absence rules related to events, such as long term illness ormaternity. Congure rules to determine the payment percentages that apply for specic periods during the absence, forspecic workers.

No EntitlementCreate absence plans of this type to track unpaid absences without maintaining an accrual balance or providing leaveentitlements, such as periodic accruals. Similar to an accrual plan, you can dene the length and type of the plan termand determine when eligible workers can enroll in the plan. You can also use plans of this type in combination with aqualication plan. For example, use a no-entitlement plan if a worker isn't eligible for a standard maternity absencequalication plan.

AgreementCreate absence plans of this type in accordance with statutory rules for use under an agreement. For example, create ashared parental leave agreement for a worker and qualied parental partner to allocate paid or unpaid time o amongparenting partners.



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CompensatoryCreate absence plans of this type to track earned compensatory time that can be used for time o. Compensatory timeis oered as compensation for working outside of regular work schedules. Instead of paying overtime, an employer cancreate a policy to give paid time o.

DonationCreate absence plans of this type to track donated time that a worker receives. Workers can donate their accrual planbalance to a coworker who needs additional time o and is eligible to receive the donated time.

Related Topics

• Create a Vacation Accrual Plan

Options to Dene Qualication PlansCongure the following rules when you create an absence qualication plan in accordance with the leave policy of yourenterprise:

• Plan term



• Payments

Plan TermA qualication plan term is an assessment period for which the Evaluate Absence process calculates entitlements forthe total absent time recorded in that period. When you create an absence qualication plan, you must select the type ofplan term. For example, you can limit the duration of the plan term to the duration of the absence.

Plan EligibilityAssociate an eligibility prole with the qualication plan to determine the set of workers who are eligible to record anabsence that belongs to that plan.

Enrollment and TerminationDecide when to enroll workers in the qualication plan. Also, decide whether ongoing payments under this plan mustcontinue if a worker is terminated or loses eligibility for the plan.

PaymentsUse an entitlement band matrix to determine the payment percentages that apply for specic time periods during anabsence. Decide how you want to calculate the payment rate of a single unit of absence. You can use a rate denition to



93

include the calculation rules, or use a formula. For example, you want workers who have completed a particular tenureto receive specic percentage of pay for a specic absence period.

The following table shows a sample scenario:

Length of Service Payment Rule

5 to 10 years

75 percent up to 10 absent days.

10 to 20 years

75 percent up to 20 absent days.

Decide how you want to calculate the payment rate of a single unit of absence. You can use a rate denition to includethe calculation rules, or use a formula.

Options to Dene A Qualication TermA qualication plan term is an assessment period during which absence entitlement for the total absent time recordedin that period is considered. When you create a qualication absence plan using the Absences Plans task, you mustselect one of the following plan term types:

• Calendar year

• Rolling backward

• Rolling forward

• Absence duration

Calendar YearThe qualication plan term starts on the month, day, and year that you select. The duration of the term is one year. Forexample, if you select January 1, 2015, the qualication term starts on that day and ends on December 31, 2015.

Rolling BackwardA rolling-backward term calculates absence entitlements based on the total duration of absences for a specic timeperiod that precedes the absence start date. For example, if you specify a one year rolling period, and the worker'sabsence start date is January 1, 2015, then the calculation considers absences scheduled from January 2, 2014. You canalso congure rules to determine how to deal with absences that overlap rolling backward terms.

Rolling ForwardA rolling forward term calculates absence entitlements based on the rst date a worker's absence begins and calculatesthe end date by adding the term duration to the start date. For example, if the term duration is 365 days and theabsence start date is 12 February, then the end date will be 11 February of the following year. The rolling forward optionevaluates absences between this start date and end date to track plan entitlements for that period.



94

Absence DurationThe absence duration determines the qualication plan term. For example, if a worker schedules a maternity absencefrom January 1, 2015 to April 15, 2015, then that's the duration of the qualication plan term.

Options to Dene Overlap Rules for Qualication PlansWhen you dene a rolling backward plan term for an absence qualication plan, you must select an overlap rule thatdetermines how to deal with absences where only a partial period overlaps the current term. The examples in this topicwill help you understand how you can use the:

• Include rule to assess absences that overlap current and previous terms

• Exclude rule to ignore the entire absence that overlaps the current and previous terms

• Split rule to assess absences falling within the current term only

The Include RuleIf an absence overlaps the beginning of the rolling period, you consider the entire absence in the current assessmentperiod.

Scenario: You dened a six-month rolling-backward term in your qualication plan and set up bands that entitleworkers to 20 days absence at full pay and a further 15 days at half pay.

• The assessment period for a worker began on January 1, 2014.

• The worker starts sick leave on July 1, 2014.

Previously, the worker received payment under the same sick leave entitlement plan for 15 working days fromDecember 20, 2013 to January 7, 2013.

Because you congured the plan term to use the Include rule, the previous absence that overlaps the currentassessment period is considered. So for the absence beginning on July 1, 2014, the worker receives full pay for the rst 5(20 - 15) days of the absence and half-pay for the next 15 days.



95

The following gure shows the usage of the Include rule in this scenario.

July 1, 2014December 20,

2013

Start of current

absence

January 1, 2014Start of rolling period

January 7, 2014

6 Months Rolling Term

Entire duration of overlapping absence is considered

Band Setup

Band 1:20 days at full pay

Band 2:15 days at half pay

Bands for Current Absence

Band 1: 5 days (20 - 15) at full pay

Band 2: 15 days at half pay

Previous absence (15 working days)

The Exclude RuleIf a worker is absent at the beginning of an assessment period, this rule ignores the entire absence that overlaps theperiod. In the example used in the previous scenario, for a rolling backward term that uses the Exclude rule, the workerreceives:

• Full pay for the rst 20 days of the absence

• Half pay for the next 15 days

Even though the previous absence overlaps the current assessment period, the worker receives the entitlement bandbenets for the current absence without any deductions.



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The following gure shows the usage of the Exclude rule in this scenario.

December 20, 2013

January 1, 2014(start of assessment

period)

January 7, 2014

Entire duration of overlapping absence is excluded

6 MonthsRolling Term

Band Setup




Band 1: 20 days at full pay



July 1, 2014

Start of current

absence

The Split RuleThis rule assesses overlapping absences that fall within the current plan term only. In the example used in the previousscenario, for a qualication plan that uses the Split rule, the worker receives full pay for the rst 15 (20 - 5) days of theabsence and half pay for the next 15 days.



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The following gure shows the usage of the Split rule in this scenario.

December 20, 2013

January 1, 2014(start of assessment

period)

January 7, 2014

Only the absence duration that falls within current assessment

period is included

6 MonthsRolling Term

5 days

Band Setup



July 1, 2014

Start of current

absence



Band 1: 15 (20 – 5) days at full pay


Options to Congure Qualication Enrollment andTerminationDene when you want to enroll or disenroll a worker in the Participation tab of the Create Absence Plan page. Workersqualify for qualication plan entitlements as a result of an event, such as childbirth. These entitlements stop whenworkers are terminated or plan eligibility ends. Congure the plan to:

• Enroll workers in the plan when a worker or an administrator schedules an absence using an absence typeassociated with a qualication plan.



98

• Use a formula if you must consider other aspects or rules that determine when to enroll workers in the plan.

Decide whether ongoing payments under this plan must continue if a worker is:

• Terminated

• Not terminated, but loses eligibility for the plan

How You Congure Eligibility for Absence PlansAn eligibility prole in Absence Management denes criteria used to determine whether a person qualies for anaccrual or qualication absence plan. Dene eligibility proles and then associate it with a plan to determine the set ofworkers who can enroll in that plan. To associate an eligibility prole with an absence plan:

1. Create the eligibility prole using the Manage Eligibility Proles task in the Absences work area.2. Associate the eligibility prole with the absence plan using the Absence Plans task.

If you want all workers to be eligible for the absence plan, then don't add an eligibility prole. If a plan doesn't havean eligibility prole associated with it, then it doesn't mean that workers are enrolled automatically into the plan. Newhires may be enrolled automatically, if that's the option set in the plan denition. Existing workers have to be enrolledmanually.

Examples of Qualication BandsUse qualication bands to determine the payment percentages that workers receive for specic time periods duringa long leave of absence. Use employment criteria, such as length of service, grades, or other factors to lter workers.This topic shows various types of qualication bands that you can dene in the Qualication Band Matrix section on theCreate Absence Plan page.

The examples show qualication bands based on the following factors:


• Grade

• Length of service and grade

Creating a Single Payment Band for Multiple Length of ServiceRangesScenario: You want to create a single payment band for workers who have completed the following years of service:

• For workers who have completed between 5 and 10 years of service to receive 75 percent of pay for up to 10days of absence

• For workers who have completed between 11 and 20 years to receive the same pay percentage, but up to 20days of absence



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◦ Length of service greater than or equal to 5 years and less than 10 years

◦ Length of service greater than or equal to 10 years and less than 20 years

2. Use the expression builder in the Qualication Band Matrix section to create bands using the derived factorsthat you created:


1

[LengthOfService. GreaterThan5LessThan10]

2

[LengthOfService. GreaterThan10LessThan20]

For each band that you create in the Qualication Band Matrix section, you must create band details in the QualicationDetails section.

This table shows the band details that you must create for Band 1, which you created for workers who have completedbetween 5 and 10 years of service.

Band Sequence Detail Name Duration Payment Percentage

1

75 percent up to 10 days ofabsence

10

75

This table shows the band details that you must create for Band 2, which you created for workers who have completedbetween 10 and 20 years of service.


1

75 percent up to 20 days ofabsence

20

75

Creating Multiple Payment Bands for a Grade RangeScenario: You want all workers who belong to grade A1 and above to receive:

• 100 percent of pay for up to 10 days of leave

• 75 percent of pay for up to a further 15 days of leave



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This table shows the band information that you create using the expression builder in the Qualication Band Matrixsection.


1

[Person.Grade] >= "A1" The person.grade aribute is on the Entities tab in the Expression Builder dialog box.

This table shows the band details that you must create for Band 2 in the Qualication Details section


1

100 percent pay up to 10 daysof absence

10

100

2

75 percent pay for the next 15days

15

75

Creating Multiple Payment Bands for Multiple Length of Serviceand Grade RangesScenario: You want workers who have completed the following years of service:

Length of Service Payment Percentage

Less than 5 years To be eligible for:

• 75 percent of pay for up to 10 days of absence• 50 percent of pay for a further 15 days of absence

Greater than or equal to 5 years andwho belong to the A1 grade

To be eligible for:

• Full pay up to 10 days of absence• 75 percent of pay for a further 15 days of absence






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2. Use the expression builder in the Qualication Band Matrix section to create bands using the derived factorsthat you created:


1

[LengthOfService. LessThan5]

2

[LengthOfService. GreaterThan5] AND [Person. Grade] "A1"

This table shows the band details that you must create for Band 1 in the Qualication Details section.


1


10

75

2


15

50

This table shows the band details that you must create for Band 2 in the Qualication Details section.


1


10

100

2


15

75

Evaluate Entitlement without Absence RecordYou use the Evaluate remaining entitlement without absence record check box to determine how the ManageAbsences and Entitlements page displays entitlements. The check box is available on the Participation tab of theCreate Absence Plan page. The following table outlines the impact of the check box on the display of information in theManage Absences and Entitlements page:



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Check Box Value Actions Available for HR Specialist

Selected

View complete qualication plan entitlement details dened for the worker, even without anabsence record

Not selected View partial plan entitlement details of scheduled absences with dierent payment

percentages. They can't view the plan period, qualied entitlement, and remaining entitlement.

HR specialists can view partial plan entitlements in the following scenarios:

• Worker applied for only a single absence for the plan• Worker applied for multiple absences and all of the absences are falling in the same

payment percentage• Worker applied for multiple absences and all of the absences are falling in dierent

payment percentages

If the worker hasn't scheduled any absence for the plan, the Qualication Plans section of theManage Absences and Entitlements page displays no plan details.

How Qualication Plan Entitlement AppearsFor qualication plans, the qualied entitlement details for a worker are displayed in the Qualication Entitlementssection of the Manage Absences and Entitlements page. The payment percentage dened during plan setupdetermines the calculation of these qualied entitlements.

Seings That Aect Display Of Qualication Plan EntitlementTo view all qualied entitlement details, you must select the Evaluate remaining entitlement without absence recordcheck box. This check box is available on the Participation tab of the Absences Plans page. If you don't select the checkbox during plan creation, you can view only the payment percentage and used entitlement in the Qualication Planssection. No data appears for the plan period, qualied entitlement, and remaining entitlement columns.

How Qualication Plan Entitlement Is CalculatedScenario: You dened a one-year rolling backward term in your qualication plan. You set up bands that entitle workersto 30 days absence at full pay and an additional 30 days at half pay.

A worker took an absence for 88 days, from June 1, 2015 to September 30, 2015. The Qualication Plans section displaysthe following qualied entitlements for an eective date of Sep 30, 2015 (Plan period will be Oct 01, 2014 - Sep 30, 2015):



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Plan Plan Period PaymentPercentage

QualiedEntitlement

Used Remaining

Sick Leave

100

30

30

0

Sick Leave

50

30

30

0

The worker schedules another absence using the same plan from September 1, 2016 to September 30, 2016 for 22 days.Since you dened a one-year rolling backward term, the details considered for the 365 day time period that precedesthe absence start date are:


Rolling backward start date

September 2, 2015

Used entitlements during the rollingbackward time period

21 days at 0 percent (September 1, 2015 to September 30, 2015)

Available entitlements

30 working days at 100 percent, and the next 30 working days at 50 percent

For the 22-day absence from September 1 through September 30, 2016, the worker qualies for full payment. TheQualication Plans section displays the following qualied entitlement for an eective date of Sep 30, 2016 (Plan periodwill be Oct 01, 2015 - Sep 30, 2016):


QualiedEntitlement

Used Remaining

Sick Leave

100

30

22

8

Sick Leave

50

30

0

30

If you don't select the Evaluate remaining entitlement without absence record check box during plan creation, thequalied entitlements appear as shown in the following table:


QualiedEntitlement

Used Remaining

Sick Leave

100

22



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Open-ended AbsencesFor qualication plans, you can record an open-ended absence when the employee isn't sure about the end date of theabsence. This open-ended option is applicable for some absences, such as maternity or illness.

When you select the Open-ended check box, the end date is no longer available. You can enter an estimated end date,but this date is not used in entitlement calculation. Instead, the entitlement is calculated for 365 days. If the absencerequires an extension beyond one year, a Pending Evaluation record is created, which denotes that the absence can beextended by 90 days when the Evaluate Absences process is run.

When an end date is entered on the absence, the entitlement is recalculated based on the actual end date.

Calculation of Qualied Entitlements for Open-ended AbsencesThe applicable payment percentage dened during plan setup determines the entitlement calculation for open-endedabsences.

For example, an employee is eligible for qualied entitlements for 365 days. When the employee schedules an open-ended absence, the calculation displays as follows in the Entitlements section of the Plan Use tab:

Absence Duration Qualied Entitlement Display

365 days Displays the absence in a new row with the activity as Qualied Entitlement.

Exceeds 365 days Displays the absence in a new row with the activity as Pending evaluation. This denotes that

the absence can be extended by 90 days when the Evaluate Absences process is run.

After the employee enters an end date, a new row is generated with an Entitlement exceeded entry for the unpaiddays.

Create a Maternity PlanThis example shows how to create an absence qualication plan for employees taking maternity leave.

The following table summarizes key decisions for this scenario.


Who is eligible for this plan?

Only full time regular employees

What unit of measure should this plan use to process absences?

Weeks

What is the plan term to assess entitlements? 6 months, rolling backward from the absence start date



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How do you deal with absences that overlap the plan term?

Use the Include rule to assess the entire absence.

How do you deal with terminated workers and workers who loseeligibility while receiving entitlements from the plan?

Continue entitlements if worker is terminated. Stop entitlements ifworker loses eligibility.

For how much leave time are workers entitled to receive payment?

Workers who have completed less than 5 years of service areentitled to 8 weeks payment at 90 percent pay followed by afurther 16 weeks at 50 percent pay. Workers who have completed more than 5 years of serviceare entitled to receive payment for the rst 6 weeks at full payfollowed by 12 weeks at 75 percent pay.

How do you want to calculate payments?

The declared salary determines the payment of a unit of absence.

Transfer payments for payroll processing?

Yes

PrerequisitesBefore you create the absence plan, in the Absences work area:

1. Use the Manage Eligibility Proles task to create a participant eligibility prole to restrict eligibility of theabsence plan to full time regular workers. In the Employment tab, Assignment Category subtab, select Full-timeregular from the Full Time or Part Time list.

2. Use the Manage Derived Factors task to create length of service derived factors. Don't create a qualicationabsence plan with multiple expression builders where all expression builders are satised. If there is a specicscenario, create multiple plans instead of multiple expression builders.

3. Use the Manage Rate Denitions task to create a rate denition for payment of a unit of absence based on thedeclared salary on the absence start date.

4. Use the Manage Elements task to create a nonrecurring element. Use Absences as the primary classicationand Maternity as the secondary classication. In the Absence Plan Details section, select Qualication Absencesas the type of absence information you want transferred to payroll.

Creating the Length of Service Derived Factors1. In the Absences work area Tasks panel tab, click Manage Derived Factors.2. In the Length of Service tab, click Create.3. In the Create Derived Factor Length of Service dialog box, complete the elds, as shown in this table.



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Field Value

NameLengthOfService_ LessThan5

Unit of MeasureYears

Less Than Length of Service5

Period Start Date RuleDate of hire

Determination RuleAs of event date

4. Click Save and Create Another.5. Complete the elds, as shown in this table.

Field Value

NameLengthOfService_ GreaterThan5

Unit of MeasureYears

Greater Than or Equal to Length ofService

5

Period Start Date RuleDate of hire

Determination RuleAs of event date


Creating the Rate Denition1. In the Absences work area Tasks panel tab, click Manage Rate Denitions.2. Click Create.3. On the Create Rate Denition page, complete the elds, as shown in this table.

Field Value

NameMaternity Leave



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Field Value

Short NameMAT LEAVE


Periodicity (Returned Rate Detailssection)

Bimonthly


Periodicity (Calculation section)Bimonthly

4. Click Create.5. On the Create Rate Contributors page, complete the elds, as shown in this table.

Field Value

Balance NameFIT Gross


TypeActual

Add or SubtractAdd

Factor RuleValue

Factor Value1.00


Creating the Absence Plan1. In the Absences work area Tasks panel tab, click Manage Absence Plans.2. Click Create.3. In the Create Absence Plan dialog box, complete the elds, as shown in this table.



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Field Value

LegislationSelect your legislation.

Plan TypeQualication

4. Click Continue.5. On the Create Absence Plan page, complete the elds, as shown in this table.

Field Value

PlanMaternity


StatusActive

Plan UOMWeeks

TypeRolling backward

Term Duration6

Term Duration UOMMonths

Start RuleAbsence Start Date

Overlap RuleInclude

6. Click Save.7. Click the Participation tab, and complete the elds, as shown in this table.

Field Value

On Loss of Plan Eligibility Only,Terminate Entitlement

Select

EligibilitySelect and add the eligibility prole that you created as part of the prerequisite task.

8. Click Save.



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Dening an Entitlement Matrix for the Maternity Plan1. Click the Entitlements tab.2. In the Entitlement Aributes section, select Matrix.3. In the Qualication Band Matrix section, click Add to add a row.4. In the Sequence eld, enter 1.5. Click the Expression Builder icon.6. In the Derived tab, expand Length of Service, and select LengthOfService_LessThan5.7. Click Insert Into Expression.8. Click OK.9. In the Create Absence Plan page, click Save.

10. Repeat step 3 through step 9. Ensure that you provide the following key information, as shown in this table:

Field Value

Sequence2

Derived factor to select in theexpression builder

LengthOfService_ GreaterThan5

11. In the Qualication Band Matrix section, click the LengthOfService_LessThan5 row.12. In the Qualication Details section, complete the elds, as shown in this table.

Sequence Detail Name Duration Payment Percentage

1

8 weeks at 90 percent pay

8

90

2


16

50

13. In the Qualication Band Matrix section, click the LengthOfService_GreaterThan5 row.14. In the Qualication Details section, complete the elds, as shown in this table.

Sequence Detail Name Duration Payment Percentage

1

6 weeks at full pay

6

100

2


12

75

15. Click Save.16. Click the Entries and Balances tab, and complete the elds as shown in this table.



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Field Value

Absence Payment Rate RuleSelect the Maternity Leave rate denition that you created.

Transfer absence paymentinformation for payroll processing

Select

ElementSelect the element that you created as part of the prerequisite task.

17. Review the information you entered in all the tabs.18. Click Save and Close.

Related Topics

• Dene Payroll Elements to Process Absences

How You Create a Shared Parental Leave AgreementIn accordance with government-mandated rules of your country, enable workers to curtail their maternity or adoptionleave in order to share it with their partner. The shared parental leave may be paid or unpaid. The amount of leavewhich can be taken depends on how much leave the person curtailing the maternity or adoption leave has left.

To create a shared parental leave agreement for your legislation:

1. Create absence plans for Childbirth and Adoption using the Absence Plans task in the Absences work area.2. Create absence types for Childbirth and Adoption using the Absence Types task in the Absences work area.3. Set up an agreement template that species the source plan and the target plan using the Manage Entitlement

Agreements task in the Absences work area.

Creating Absence Plans for Shared Parental LeaveSelect the Agreement plan type and create the following absence plans for Shared Parental Leave:

• Childbirth

• Adoption

Add two bands, one paid and the other unpaid in the Entitlements tab.

Creating Absence Types for Shared Parental LeaveSelect the Generic absence paern and create the following absence types for Shared Parental Leave:

• Childbirth

• Adoption

On the Create Absence Types page:

1. In the Type Aributes tab, select the Agreement Selection eld.



111

2. In the Plans and Reasons tab, ensure that the status of the selected plan is Active and the priority is set to 1.Occupational plans can also be added to the same absence type. However, make sure the priority of thoseplans is higher than the statutory plan and they're not concurrent. This ensures that the entitlement under thestatutory plan is always calculated, irrespective of whether the workers are eligible for occupational plans ornot.

3. In the Display Features tab, set the Open Ended eld to Do not display. This eld is in the Dates and Durationsection.

Seing up an Agreement TemplateThe Shared Parental Leave functionality is governed by an agreement. This requires the user to set up an agreementtemplate using the Manage Entitlement Agreements task, which species:

• The source plan where the entitlement is converted from a maternity or adoption leave

• The target plan associated with the Shared Parental Leave agreement

Leave agreements functionality controls the amount of leave which is used when a person consumes the SharedParental Leave. The mother or adopter must curtail their maternity or adoption leave or pay to allow a partner toconsume their Shared Parental Leave.



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Chapter 10Compensatory Time

113

10 Compensatory Time

How You Congure Compensatory TimeEmployees are often required to work excess hours outside of their regular work schedule, such as overtime hoursor hours worked on a holiday. These excess hours can be converted to earned compensatory time o, also known astime o in lieu (TOIL), instead of monetary compensation. Employees can then record absences against the denedcompensatory plan specic to your policies when they take time o in the future.

To earn and use compensatory time, employees:

1. Report earned time on the same Oracle Fusion Time and Labor time cards that they use to report regularworked hours. This earned time transfers to Oracle Fusion Absence Management and updates thecorresponding plan balance.

2. Apply for paid time o using the corresponding compensatory absence plan.

You must complete some setup tasks to:

• Provide seamless integration between Time and Labor and Absence Management.

• Ensure automatic transfer of compensatory time reported on time cards to the corresponding absence plans.

Prerequisite Setup Tasks in Absence ManagementTo implement compensatory time in Absence Management, you must complete these conguration tasks. The tasksare in the Absence Management work area.

Sequence Task Description

1

Absence Plans

Create an absence plan with plan typeCompensatory and dene the relatedaributes associated with compensatorytime.

2

Absence Types

Create an absence type for compensatorytime absence entry.

3

Absence Plans

Associate the absence type to thecompensatory time plan.

After you dene the absence plan and absence type, you can enroll an employee in the associated compensatory plan.Use the Absence Records task in the Person Management work area.



114

Prerequisite Setup Tasks in Time and LaborTo report and calculate earned compensatory time and take compensatory absences you must complete thesetime entry and processing conguration tasks. The tasks are in the Setup and Maintenance work area, WorkforceDeployment oering, Time and Labor functional area:

Sequence Task Description

1

Generate Data Dictionary Time Aributes

Generate the Absence Management timeaributes used to create compensatorytime layout components.

2

Time Entry Layout Components Create a multiaribute time entry eld

that includes the time aributes AbsenceManagement Type and CompensatoryTime Absence Plan. In one row, youselect the absence management typethat decrements the employee's earnedcompensatory time--the compensatoryabsence. In another row, you selectthe compensatory time absence planthat increments the employee's earnedcompensatory time.

Optionally, create a dependent eldto set an expiration date for earnedcompensatory time.

3

Time Layout Sets

Add the multiaribute eld that includescompensatory time to the time entry,review, view, and approval noticationlayouts as well as the calendar entrylayout. Optionally add the dependentexpiration date eld to the entry-leveldetails page of each layout.

4

Worker Time Entry Proles

Create proles that associate employeesand their managers with the layout setthat includes the compensatory timeelds.

5

Time Rule Templates Time Rules Time Rule Sets

Create rule templates, rules, and rule setsto calculate earned compensatory time, asrequired.

6

Worker Time Processing Proles

Create proles that associate employeesand their managers with the timecalculation rule set that calculates earnedcompensatory time.



115

Related Topics

• Generate Time Aributes and Time Card Fields for Your Elements

• How Formulas and Time Rule Components Work Together

• Congure the Multiple-Aribute Time Card Field Properties

• Time Layout Sets

Options to Dene Compensatory PlansCongure the following rules when you create a compensatory plan in accordance with the leave policy of yourenterprise:

• Earned time expiration



• Vesting period

• Plan limits

Earned Time ExpirationDene whether compensatory time earned is subject to expiration. If yes, dene the expiration limit and time frame,and how you want to process the expired earned time. You can choose whether to expire the full amount or whether itshould be disbursed for payment.

Plan EligibilityAssociate an eligibility prole with the compensatory plan to determine the set of workers who can enroll in that plan.

Enrollment and TerminationDecide when to enroll workers in the compensatory plan and choose when to disenroll a terminated worker from theplan.

Vesting PeriodDene a vesting period for the plan if you want workers to use it after a specic amount of time after plan enrollment.

Plan LimitsDetermine the maximum compensatory time that a worker can accumulate into the plan. Additionally, select if anegative balance is allowed for the plan.

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Expiration Rules for Earned Compensatory TimeWhen you create a compensatory plan, you must select one of the following expiration rules to dene if the earnedcompensatory time is subject to expiration:

• Acquisition date

• End of acquisition pay period

• End of acquisition week

• No expiration

Acquisition DateCompensatory time expires in a dened amount of time from the acquisition date. For example, if the compensatorytime is earned on December 22 and the expiration time frame is dened as six months, the compensatory time expireson June 22.

End of Acquisition Pay PeriodCompensatory time expires in a dened amount of time from the end of the pay period. For example, if thecompensatory time is earned on December 22, the current pay period is December 16 to December 31, and theexpiration time frame is six months, the compensatory time expires on June 30.

End of Acquisition WeekCompensatory time expires in a dened amount of time from the end of the week the compensatory time is earned.For example, if the compensatory time is earned on December 22, which is the week of December 17 to December 23,and the expiration time frame is six months, the compensatory time expires on June 23 since the end of the acquisitionweek is December 23.

No ExpirationThe compensatory time earned is not subject to expiration.


Chapter 11Donation

117

11 Donation

Overview of DonationWorkers can donate some or all of their accrual plan balances to others who need it. Administrators and managers canalso do this on behalf of workers.

To donate time, workers and managers can:

1. Select the relevant accrual plan on the Maintain Absence Records page, under Plan Balances.2. Select Initiate Donation.3. Enter the donation date.4. Select the alias or name of the recipient. If the alias is not dened, the recipient name appears.5. Enter the amount to donate.6. Click Submit.

An administrator can donate time by selecting Initiate Donation on the Enrollments and Adjustments menu. Thismenu is on the Manage Absences and Entitlements page, in the Plan Participation section, Accrual Plans subsection.

Options to Dene Donation PlansCreate a donation plan for workers who need additional time o over and above their entitlement using the AbsencePlans task in the Absences work area.

Donation RulesCongure the following rules when you create a donation plan in accordance with the leave policy of your enterprise:

Rule Description

Unit of measure Specify the unit of measure for the donation plan. The unit of measure can be only Hours or

Days. An accrual plan shows donors only donation plans with the same unit of measure astheir accrual plans.

Enroll workers in only one donation plan of a specic unit of measure so that when a donorinitiates a donation from their accrual plan, the balance transfers to the correct donation plan.For example, if a donor initiates a donation from a vacation accrual plan measured in days, thedonation process looks for a donation plan measured in days. When it nds the correspondingdonation plan, it transfers the donated time to the worker's donation plan.

If you know that coworkers can donate from multiple plans with dierent units of measure,then enroll the worker into two donation plans, one measured in Hours, the other in Days.

Plan limits

Determine the maximum donated time that a worker can accumulate in the plan. Additionally,specify whether the plan allows a negative balance.


Chapter 11Donation

118

Rule Description

Termination

Specify how to disburse or recover donation plan balances when the worker is terminated.

Balance updates

Specify which types of donation balance adjustments must be available to HR specialists.

Disbursement

Specify whether workers are eligible for cash disbursement requests from the donation plan.Decide who can initiate the disbursement. Additionally dene disbursement rules and thenumber of hours that can be disbursed.

Set Up PTO Donations for Your LegislationSet up absences so that you can ensure automatic transfer of donated time o between coworkers.

To congure absences for donation, complete these tasks:

1. Create a Donation plan type using the Absence Plans task. Set the unit of measure to Hours or Days. Theunit of measure for the donation and accrual plans must be the same. This ensures that when workers initiatedonations, the accrual plan can identify the correct donation plan.

2. Congure donation rules on the corresponding accrual plan to allow workers to donate their accrual balances.Use the Entries and Balances tab, Donation section to enable the donation feature on an accrual plan. You cancongure donation rules and dene the number of hours that a worker can donate to another worker.

3. Optionally, congure approval notications for donation requests.4. Enroll workers needing additional time o in the appropriate donation plan by selecting Add Enrollment on

the Enrollments and Adjustments menu. This menu is on the Manage Absences and Entitlements page, in thePlan Participation section, Accrual Plans subsection.

Create a Donation PlanTo create a donation plan:

1. In the Absences work area, on the Tasks panel tab, click Absence Plans.2. On the Absence Plans page, click Create.3. On the Create Absence Plan dialog box, in the Plan Type eld, select Donation.4. Click Continue.5. On the Create Absence Plan page, Plan Aributes tab, enter the name of the plan.6. Select the legislative data group.7. In the Status eld, select Active.8. In the Plan UOM eld, select Hours or Days so that this plan can receive donations from accrual plans with the

same unit of measure. If coworkers can donate time to the worker from multiple plans with dierent units ofmeasure, enroll the worker in 2 donation plans, one with Hours and the other with Days.

9. On the Plan Rules tab, optionally specify a ceiling amount. You can select Flat Amount or Formula. The ceilingamount limits the total donated amount that this plan can receive.

10. On the Entries and Balances tab, specify the transactions that this donation plan allows workers to make. Forexample, you can allow workers to cash out the donated leave instead of taking an absence.

11. Select Transfer absence payment information for payroll processing and select an absence element totransfer the donation balance for payroll processing. To integrate the absence plan with Global Payroll, create


Chapter 11Donation

119

elements using the Manage Elements task in the Payroll Calculation work area. Then, associate the elementwith the plan on the Create Absence Plan page.

Congure Donation Rules on an Accrual Plan for Workers to Donate toCoworkersEnable the donation feature of an accrual plan on the Absence Plans page. Use the Entries and Balances tab, Donationsection. You can also congure donation rules and limit the number of hours that a worker can donate to anotherworker.

For the Donation Rule, you can select either Formula or Flat Amount. When you select Flat Amount, you can alsospecify the following quantities. When you select Formula, you must specify a formula that returns values for thesesame quantities:

• The minimum number of hours that the worker is eligible to donate

• The maximum number of hours that the worker can donate, for instances where you want to limit the amountto a certain number of hours

• An increment to prevent workers from entering decimal places, and thus avoid rounding issues later

If you don't specify any minimum, maximum, and increment quantities, the application assumes that there are none.

Congure Approvals for DonationOptionally, you can congure approval notications for donation requests. For example, you want line managers toapprove donations initiated by workers. To view notications, Managers can click the Notications icon on the Homepage. They can also opt to receive notications by email with approval options.

To congure donation approval notications:

1. Go to the BPM Worklist.2. On the Task Conguration tab, select the AbsencePlanBalanceDonationApproval workow task to

congure, and then click the Edit task icon in the Tasks to be congured toolbar.3. Open the Assignees subtab and modify the approval rule, if required.4. Click Save.5. Click the Commit task icon in the Tasks to be congured toolbar when you're ready to deploy your changes.

Enroll Worker in a Donation PlanIf the worker is eligible to receive a time-o donation from coworkers, complete these steps to enroll the worker in adonation plan:

1. In the Person Management work area, search for and select the worker you want to enroll.2. On the Tasks panel tab, click Absence Records.3. On the Manage Absences and Entitlements page, in the Plan Participation section, Accrual Plans subsection, on

the Enrollments and Adjustments menu, select Add Enrollment.4. Select the donation plan.5. Enter the date when the worker's plan eligibility starts.6. Optionally, enter a unique alias to protect the identity of the donation recipient and comply with privacy

requirements of your organization.7. Optionally, decrease or increase the ceiling amount in the Ceiling Override eld if you want to provide a

dierent limit from the ceiling amount dened during plan setup.


Chapter 11Donation

120

8. Click Submit.

When workers initiate donations from their accrual plans, they see only recipients for donation plans with the same unitof measure as their accrual plans. Therefore, it's important to enroll workers in donation plans with the correct unit ofmeasure.

You can make corrections or change the alias by selecting Update Enrollment from the Enrollments and Adjustmentsmenu of the Manage Absences and Entitlements page. You can even update the ceiling amount to a value lower thanthe current balance. However, this means that no more donations are accepted for this plan because the balance ishigher than the ceiling.


Chapter 12Absence Types, Reasons, and Categories

121

12 Absence Types, Reasons, and Categories

How Absence Components Work TogetherCongure absence components such as types, categories, paerns, plans, reasons, and certications to reect theabsence management policy of your enterprise.


Absence types

Use the Absence Types task to create absence types.

Absence categories

Use the Absence Categories task to create absence categories and associate them withabsence types.

Absence paerns

Review these seings on the Display Features tab when you create an absence type.

Absence plans

Use the Absence Plans task to create absence plans.

Absence reasons

Use the Absence Reasons task to create absence reasons.

Absence certications

Use the Absence Certications task to set up a requirement. Then associate the requirement asan action item with an absence type so that every absence associated with the absence type issubject to that requirement.



122

This gure illustrates how the absence management components t together.

Absence ReasonExample: Injury at

Work)

Absence Pattern(Example: Illness or

Injury)

Absence Category(Example: Illness and

Injury)Absence Type(Example: Sick Leave)

Absence Type

Absence Plan(Example: Sickness

Entitlement Plan)

Action Item(Example: Doctor

Certificate)

Absence TypeWhen you create an absence type, such as sick leave, you include rules to determine when users record or managean absence of that type. For example, you can restrict workers so that they can record absences only of a particularduration. An alert appears if the entered duration exceeds the maximum value.

Decide which elds or sections you want to show or hide for specic user roles when they record or approve a specicabsence type.

Absence CategoryCreate absence categories to group absence types for reporting and analysis. For example, you can create an absencecategory called family leave and associate with it absence types, such as maternity, paternity, and child care.

Absence PaernAn absence paern contains a predened set of rules that you can use as a starting point to create an absence type.When you create an absence type, you must associate it with any of the following predened paerns:

• Illness or injury



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• Childbirth or placement

• Generic absence

For example, you can select the Generic absence paern to create an absence type to schedule vacation time using thetime accrued under a vacation accrual plan.

The paern that you select determines:

• Whether special elds appear on the absence type pages

• The options available to display and process various aspects of absence recording

For example, the Illness or injury paern displays a eld for selecting whether the absence type applies for childbirth oradoption placement.

Absence PlansCreate absence plans to dene rules for accruing leave time and receiving payments during an absence period. Youmust associate at least one absence plan with an absence type.

To schedule an absence using an absence plan, the unit of measure dened in the plan must match the unit of measuredened in the associated absence type. If the unit of measure diers, you can dene the conversion formula and aachit to the absence type. This formula is applicable only if the unit of measure is hours or days for the absence type.

Absence ReasonsCreate absence reasons to select from when scheduling an absence. Absence reasons are independent of absencetypes. You can use the same reason for multiple absence types. When you create an absence type, you associate thereasons with the type.

Absence CerticationsCreate certication requirements for absences that require documentation to authorize an absence. For example,in case of an absence due to illness, set up a requirement that workers must submit a doctor's certicate within astipulated period of time. This ensures they receive full payment for the absence duration.

Related Topics• Create a Maternity Plan• Create a Vacation Accrual Plan• Create an Absence Certication Requirement

Absence Display and Processing RulesWhen you create an absence type, you can congure:

• The display of various elds and sections on the absence recording pages for specic user roles

• Rules related to entry of information into specic elds. Based on the absence paern that you select, all eldsand rules have default values, which you can congure on the Display Features tab.

You can congure the usage of the following sections:



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Primary Details CongurationDetermine whether you want to show or hide the following elds in the Supplemental Details section on the absencerecording pages:

• Reasons

• Comments

• Aachments

Qualied Entitlement RuleCongure this rule to show or hide the Qualied Entitlements section on the absence recording pages for qualicationplans. When workers schedule an absence related to a qualication absence plan, the Qualied Entitlements sectiondisplays payment percentages that apply during the absence period.

Approval and Processing RulesCongure rules related to absence approvals and processing that are available to specic roles in the approval page.

Insucient Balance Enforcement RuleCongure this rule to show or hide the Projected Balances section on the absence recording pages. When workersschedule an absence related to an accrual absence plan, an error message prevents workers from adding an absence ifthere is insucient accrual balance.

Dates and Duration CongurationControl the processing and display of the date-related elds that appear on the absence recording pages. This sectioncovers the dates that are captured, calculated, and evaluated. The elds vary signicantly by absence paern.

Supplemental Details CongurationControl the display of additional elds that collect additional information and support absence processing. The eldsvary based on the paern selected.

Absence Approval and Processing RulesWhen you create an absence type, you can congure the absence approval and processing rules.

The following table explains the absence approvals and processing rules:

Rule Eect of Enabling

Approval processing

All absence submissions must be approved.



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Rule Eect of Enabling

Approvals reset on update

When you update an already scheduled absence, it resets approvals and goes throughmanager approval again. For example, the status changes from Scheduled to Awaitingapproval.

Deferred processing

An absence that you schedule does not have any impact on accrual balance or entitlementsuntil you conrm the absence. You must run the Evaluate Absences process to conrmdeferred absences.

Additional payload aribute

Helps you congure the absence approval ow according to your organization needs. Thisallows more exibility in routing approvals within your organization.

Concurrency

Enable workers to receive concurrent entitlements through dierent absence types forabsences scheduled for the same time and day.

Payable after termination

Enable workers to receive qualication entitlements even after termination. For example, insome legislations even though employment may end, the absence entitlement for maternity oradoption leave may continue to be paid.

Absence Dates and Duration RulesWhen you create an absence type, you can congure the processing and display of the following date-related elds thatappear on the absence recording pages:

• Absence start date: Congure this eld to display the absence start date.

• Planned absence start date: Congure this eld to determine the planned start date for an absence.

• Planned absence end date: Congure this eld to determine the planned end date for an absence.

• Absence end date: Congure this eld to display the absence end date.

• Occurrence limit rule: Congure this rule to set a limit on the duration and occurrence of an absence type.

• Open ended: Congure this rule to enable workers to submit an absence without entering an absence enddate.

• Absence start date validation: For accrual plans, congure this rule to determine dates when workers can'tschedule an absence. For qualication plans, congure this rule to determine a specic date, based on theabsence start date, to process entitlements for the absence that the worker submied.

• Advanced absence entry: This rule enables the Advanced mode option so that workers can schedulediscontinuous dates, a weekly recurring absence, or a half day absence.

• Override Daily Duration: This rule enables workers to override the start and end time of a particular day onwhich they were absent.

• Matching date: For qualication plans, congure this rule to determine the date a child is matched with theworker for adoption purposes. When the child is from another country, it's usually the date the child enters theprospective parent's country. This eld is applicable only when you select Placement as the event type.

• Expected date of event: Congure this eld to determine the expected date of childbirth or adoption.



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• Expected week of event: Congure this eld to determine the expected week of childbirth or adoption.

• Actual date of event: Congure this eld to enter the actual date of childbirth or adoption.

• Intend not to return to work: Congure this rule for qualication plans where the worker doesn't intend toreturn to work after the maternity absence.

Allow Daily Absence Duration OverrideThis rule is useful when workers are working variable hours and the employer doesn't want to change the workschedule. Congure an absence type that uses hours as the unit of measure to override the start and end time of aparticular absent day.

A work schedule determines the times when a worker is available and unavailable for work based on the deneddaily working hours for a worker. So when a worker schedules an absence, the dened daily working hours appearautomatically on the absence request page. This override daily duration rule enables workers to modify the deneddaily duration to more than the availability hours when scheduling an absence.

Do note that if the employer changes the work schedule, and an absence is recorded with the same absence type thathas the override daily duration rule enabled, the duration of the absence doesn't change.

To enable the override daily duration rule:

1. In the Absences work area Tasks panel tab, click Absence Types.2. In the Search Results section, click Create to open the Create Absence Type dialog box.3. Select the paern.4. Click Continue to open the Create Absence Type page.5. In the Type Aributes tab, enter the name.6. Select the legislative data group.7. Select the Display Features tab.8. In the Dates and Duration section Override daily duration row, select Enabled.9. Click Save and Close to return to the Absence Types page.

Workers use the advanced absence entry page to override the automatically calculated absence duration.

Options to Congure Display of Supplemental DetailsWhen you create an absence type, you can control the display of the following elds that appear in the SupplementalAbsence Details section on the absence recording pages:

• Authorized absence: Provides notication of an authorized absence.

• Authorization status updated: Determines the authorization status for an absence based on the certicationupdate.

• Block leave status: Enables workers to report a xed period away from work deducted from the worker'snormal annual leave entitlement. For example, in nancial organizations depending on the nature of work,certain workers are required to take a block of leave every year so that nance watchdog organizations canaudit the nancial transactions for any inconsistencies.

• Notication date: Determines the absence notication date.

• Late notication waiver date: Determines the waiver date when an absence notication qualies as a latenotication.



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• Late notication waived: Determines when an absence notication that qualies as a late notication iswaived.

• Special conditions: Enables workers to select any special conditions relevant for the absence type. This eldappears when you select the Illness or injury or Childbirth paern.

Examples of Start Date Validation RuleThe examples in this topic show you how to use the absence start date validation rule to restrict accrual plan relatedabsence entries to particular dates. You can also use this rule to determine the date when you want to processentitlement calculations for a qualication plan related absence.

You congure the absence start date validation rule in the Display Features tab when you create or edit an absencetype.

Conguring the Rule for Accrual Plan Absences Using TwoConditionsScenario:

• You want to enable workers to schedule an absence only if the absence start date is two days later than or equalto the current date.

• You also want another condition that prevents workers from scheduling an absence too far in advance. Youwant workers to schedule an absence only up to three months from the current date.

You congure the rst condition of the absence start date validation rule with the following information.

Field Value

Operation type

> (earlier than)

Reference date

System date

Operand

+

Time period

2

UOM

Calendar days

You congure the second condition of the absence start date validation rule with the following information.



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Field Value

Operation type

> (later than)

Reference date

System date

Operand

+

Time period

3

UOM

Months

Conguring the Rule for Qualication Plan Absences Using aSingle ConditionScenario: You have dened a qualication plan for workers to schedule maternity absences. Although you want toenable workers to submit the absence, you want to defer processing entitlements until thirty days after the absenceentry date.

You congure the absence start date validation rule with the following information.

Field Value

Operation type

= (equal to)

Reference date

System date

Operand

+

Time period

30

UOM

Days



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How You Congure Plans to Oer ConcurrentEntitlementYou dene concurrent absence plans to ensure that workers receive payments from multiple plans simultaneouslyduring the absence period. Use the example in this topic to understand how to indicate plans that must oer concurrententitlement.

Statutory Plans and Occupational PlansIn accordance with government-mandated rules of your country, you want to enable workers going on maternity leaveto receive simultaneous payments from:

• A statutory qualication absence plan

• An occupational maternity absence plan

The occupational maternity plan contains rules dened by your enterprise that entitle workers to payment in addition tothe statutory payment rules.

When you create the statutory plan and the occupational plan, you must: select the Enable concurrent entitlementcheck box in the Plan Aributes tab for both the plans.

1. Select the Enable concurrent entitlement check box in the Plan Aributes tab for both plans.2. Associate these plans with the maternity absence type when you create that absence type.

Examples of Prioritizing Absence Plans for an AbsenceTypeYou prioritize absence plans associated with the absence type to determine the order in which the plans must processaccrual balances and entitlements. These examples show how to prioritize plans according to your requirement.

Prioritizing Multiple Accrual PlansScenario: You want to enable workers to use vacation time from two accrual absence plans. When workers exhaust timefrom one plan, they must be able to use time from the other plan.

When you associate each of these plans with the absence type:

• Set a higher priority to the absence plan whose accrual balance workers must use rst.

• Set a lower priority to the absence plan whose balance workers must use after they exhaust the other plan'sbalance.



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Prioritizing Multiple Qualication PlansScenario: In accordance with statutory rules, you want workers on long-term sickness absence to receive paymentsfrom two plans in this sequence:

• Payments from a statutory plan

• Payments from an occupational sickness plan

When you congure the plans:

• Set a higher priority to the statutory plan so that workers are paid from that plan rst.

• Set a lower priority to the occupational sickness plan so that payment rules in that plan are processed after thestatutory plan.

Examples of Conguring a Concurrent Absence TypeThis example shows how you can congure the concurrency rule so that a worker can record a concurrent absence forthe same time period through multiple absence types. You congure the concurrency rule in the Display Features tabwhen you create an absence type.

Conguring the Concurrency Rule for an Absence TypeScenario: A worker falls ill during a vacation period. You want to enable the worker to record a sickness absence forsome dates overlapping with the vacation dates.

To ensure the worker can record a concurrent sickness absence, you must enable concurrency in the Display Featurestab for one of the absence types. When concurrency is enabled, depending on the rules dened by the worker'senterprise, the worker can:

• Receive sickness entitlements

• Recover vacation days for those overlapping sickness days

Schedule Hierarchy Start Point OptionsWhen employees take time o, their work schedule determines the duration of the absence. For example, if anemployee takes 2 days of absence, and is currently on a 4-hour schedule, their absence duration will be 8 hours.

When you create an absence type, you can select a starting point to indicate which level the application should startsearching for a schedule. For example, if you select Published schedule, the application starts searching at that level andcontinues down until it nds the schedule or relevant work hours.

1. Published schedule2. Work schedule3. Assignment hours details



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You select one of these starting point options on the Create Absence Type page, Type Aributes tab, in the ScheduleHierarchy Start Point eld.

Absences uses the schedule to determine the duration only if the absence type unit of measure is Hours or Days andthere's no conversion formula dened. The schedule isn't used for other units of measure.

If the absence type is linked to an absence plan that has an Alternate Schedule Category eld dened, the duration isgenerated using the plan schedule.

Related Topics

• How an Employee's Schedule Is Determined

Create a Vacation Absence TypeThis example shows how to create an absence type to conform to a specic leave policy of an enterprise.

This table summarizes key decisions for this scenario.


What is the name of the absence type?

Vacation

The absence type must belong to which absence paern?

Generic absence

What unit of measure must workers use to record an absence?

Days

What is the minimum absence duration that workers mustschedule to submit the absence?

2 working days

Can workers schedule an absence whose duration is less than theminimum limit?

Yes, but display a warning message before allowing users tosubmit the absence.

What is the maximum absence duration that workers canschedule?

10 working days

Can workers schedule an absence whose duration exceeds themaximum limit?

No. Display an error message that prevents users from submiingthe absence

Can workers schedule partial-day absences?

No

Who can update absence records after submiing them?

Managers and workers only

Can workers record absences of this type from a time card?

Yes



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Can workers and managers use the advanced absence entrymethod to record discontinuous absence dates?

No. Only administrators can use the advanced absence entrymethod.

Create the vacation absence type on the Manage Absence Types page.

In this example, use this page to:

• Specify who can update absences of this type

• Set maximum and minimum duration limits

• Enable the advanced absence entry function during absence scheduling

Creating an Absence Type1. In the Absences work area Tasks panel tab, click Manage Absence Types.2. Click Create.3. On the Create Absence Type dialog box, complete the elds, as shown in this table. Use default values for elds

unless the steps specify other values.

Field Value

Legislation

Select your legislation

Paern

Generic absence

4. Click OK.5. On the Create Absence Type page, Type Aributes tab, complete the elds, as shown in this table. Use default

values for elds unless the steps specify other values.

Field Value

Name

Vacation

Status

Active

UOM

Days

Legislative data group

Select your legislative data group

Minimum Duration Alert

Warning

Minimum Duration 2



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Field Value

Maximum Duration Alert

Error

Maximum Duration

10

Partial Day Rule

Not allowed

Enable worker updates

Select

Enable manager updates

Select

6. Click the Display Features tab.7. In the Dates and Duration section, complete the following elds for the Advanced Absence Entry usage rule.

Field Value

Employees

Not enabled

Managers

Not enabled

Administrators

Enabled


FAQs

Why can't I see my absence type on the absence categories page?Ensure that the absence type is active and eective on the current date.

Why can't I see my absence plans and absence reasons on theabsence types page?Ensure that the absence plan and absence reason are active and eective on the current date.



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Chapter 13Absence Certications

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13 Absence Certications

Options for Absence Certication RequirementsCongure absence certication requirements as action items that workers must complete to continue receivingentitlements during an absence period. Requirement components include type, trigger, and actions. Conguringabsence certication is a two-step process in the Absences work area:

1. Congure the certication requirements using the Absence Certications task.

2. Associate the certication requirements with an absence type on the Action Items tab of the Create AbsenceType page. When workers schedule an absence, they're subject to the certication requirements.

Absence certications are supported only for absence types with the illness or injury and maternity absence paerns.

Certication ComponentsWhen you create a certication requirement, you congure the following aspects:

• Requirement type

• Requirement trigger

• Requirement phases and actions

• Requirement status during absence recording

• Entitlement reevaluations

Absence Certication Requirement TypesCongure the certication requirements using the Manage Absence Certications task. When you create a certicationrequirement, you must congure the following certication requirement types:

• Classication

• Absence Record Update Rule

ClassicationSelect one of the following to dene an absence certication requirement:

Classication Purpose

Documentation

Track documentation related to a worker's absence.

Entitlement

Update payment percentages for qualication plans.



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Absence Record Update RuleSelect one of the following to dene an absence certication requirement:

Absence Record Update Rule Description

Authorization

Select this rule if workers must complete an action item to receive entitlements. For example, you can mandate workers to submit certain medical reports and otherdocuments to continue to receive entitlements for the absence period.

Timeliness

Select this rule to dene the actions to take depending on when workers notify their managersabout their absence. For example, you might want to revise entitlements for workers who have provided a latenotication of their absence.

Other

Select this rule if you want to consider other special requirements. For example, you can dene a certication requirement that HR specialists can initiate at anytime to retract absence entitlements for a worker whose employment ends.

Options to Trigger Certication RequirementsWhen you create an absence certication requirement, you must congure the certication requirement rules todetermine when the certication requirement takes eect.

Certication Requirement TriggerUse one of the following rules to determine when the certication requirement takes eect:

Rule Description

On demand

HR specialists add the certication requirement as an action item when they record an absencefor a worker on the Manage Absence Records and Entitlements page.

On the absence start date

The certication requirement appears as an action item in the Edit Absence dialog box on theManage Absence Records and Entitlements page.

HR specialists can set the status of the action item when the worker provides the required documents or otherinformation.



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Options to Manage Actions For Certication EventsWhen a worker schedules an absence that is subject to a certication requirement, decide what actions to take in eachof the following phases of the requirement:

Phase Description

On creation

When the certication requirement takes eect. Sometimes your certication requirementmight not require any action from the worker to complete it. For example, you might want to retract entitlements from a terminated worker when there isno further action required from the worker. In that case, you can congure the certicationrequirement to complete automatically when it becomes eective.

On passage of due date

When the certication requirement is past its due date.

On completion

When HR specialists evaluate the action item corresponding to the certication requirementand mark it complete.

For each phase, you can perform the following actions:

• Set the certication status that appears during absence recording.

• Reevaluate entitlements.

Certication Status during Absence RecordingWhen you create an authorization requirement or a timeliness requirement, a corresponding Update Status eld, knownas the target eld appears in the Actions section. The following table shows the specic status eld on the absencerecording page for each requirement type:

Requirement Type Target Status Field

Authorization requirement

Primary Certication Authorized

Timeliness requirement

Late Notication Override

In the Actions section of page, you specify the update status value in the target eld for each phase of the requirement.For example, you can congure the target eld on the absence recording page to display True when a worker providesthe required documents to complete a certication requirement.



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Entitlement ReevaluationsDepending on the status of the certication requirement, you can reevaluate entitlements that a worker receives duringthe absence period. Reevaluate entitlements as of the absence start date or the action date.

For example, you can change the worker's entitlement to half pay as of the absence start date when a certicationrequirement has passed its due date. When the worker completes the requirement, you can recalculate the entitlementsfrom the absence start date or the completion date.

Use any of these rules to calculate entitlements:

Rule Description

Override

Enables entry of a revised payment percentage that overrides the absence plan payment rules.

Recalculate

Calculates payments according to the absence plan payment rules.

Retract

Stops payments.

Create an Absence Certication RequirementThis example contains steps to create an absence certication requirement for workers on long term sickness leave. Thefollowing table summarizes key decisions for this scenario.


What action do you want workers to take to complete thecertication requirement?

Submit a doctor's certicate to the manager within 14 calendardays of their absence start date.

What action do you want to take if workers don't complete therequirement within the stipulated time?

Revise entitlement for the rest of the absence period to 75 percentof pay.

When do you want the certication requirement to take eect?

On the absence start date

How do you want to congure the value of the PrimaryCertication Authorized eld during absence recording?

Set status to True when the:

• Certication requirement initiates on the absence start date• Worker completes the certication requirement

Set status to False when the due date of the certicationrequirement passes.



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Creating a Certication Requirement1. In the Absences work area Tasks panel tab, click Absence Certications.2. Click Create.3. On the Create Absence Certication page, complete the elds, as shown in this table.

Field Value

NameDoctor's Certicate

TypeAuthorization

StatusActive

TriggerOn initial absence entry

Due Date RuleWaiting period

Waiting Period Start DateAbsence start date

Duration14

UOMCalendar days

ClassicationEntitlement

4. In the On Creation section, set the Target Field Update status to True.5. In the On Passage of Due Date section, complete the elds, as shown in this table.

Field Value

Target Field UpdateFalse

Entitlement Reevaluation RuleAs of action date

Entitlement Update RuleOverride

Revised Payment Percentage75

6. In the On Completion section, set the Target Field Update status to True.



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Chapter 14Absence Processes

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14 Absence Processes

Overview of Absence ProcessesUse the Schedule and Monitor Absence Processes task in the Absences work area to run the following absenceprocesses:

Process Name Purpose When is the Process Run

Evaluate Absences

Calculates entitlements for unprocessedabsences based on absence plan rules

Automatically, when a user submits anabsence, or under special conditions, suchas:

• When you need to extend an open-ended absence by 90 days

• When a work schedule changes andyou need to recalculate absenceduration and plan deductions

Evaluate Certication Updates

Checks whether certication requirementsfor multiple employees are past their duedates

Administrators typically run this processdaily to check if certications are overdue. You run this process only if you usecertications with due dates.

Update Accrual Plan Enrollments

Updates enrollments based on the newhire and transfer events for multipleemployees

Administrators typically run this processdaily to determine plan eligibility formultiple employees.

Calculate Accruals and Balances

Calculates the accrual balances formultiple employees under an accrualabsence plan

Administrators typically run this processat regular intervals. You can also run theprocess for individual enrollments.

Withdraw Accruals and Balances

Withdraws accruals or deletes enrollmentsin bulk for several employees

Administrators typically run this processwhen there is an error in calculation orthe dates and they want to roll back theaccrual balances to correct the error.

Generate Daily Breakdown of AbsenceDetails

Generates the daily breakdown ofabsences for absence. The includedabsences are for absence types withInclude in daily report breakdownselected on the create or edit absence typepages, Action Items tab

Administrators typically run this processto view the daily absence breakdown inthe Absence Calendar Real Time EntryReport.



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Options for the Evaluate Absences ProcessYou calculate entitlements for unprocessed absences using the Evaluate Absences process in the Absences work area.Use this process to evaluate absences marked for deferred processing and reevaluate absences that meet the processparameters.

This process runs automatically when you submit an absence. To defer the process, select the rule Deferredprocessing on initial entry in the Display Features tab of the Create Absence Type page.

Process ParametersUse combinations of these parameters to control which person records are processed:

Parameter Name Description

Eective Date

Evaluates and updates absence records that are eective on the specied date This is a required parameter.

Person Includes absences for only the specied person

When you select a person record, the Scheduled Absences parameter appears.

Scheduled Absences Includes a particular future-scheduled absence for the selected employee

This parameter appears only when you select an employee in the Person parameter.

Business Unit

Includes employees in the selected business unit

Legal Employer

Includes employees assigned to the selected legal employer

Person Selection Rule Includes specic employees identied by the person selection rule

You can use the Person Selection formula type to include specic employees who meetspecial requirements for the absences batch process. You dene the formula using theManage Fast Formulas task and select that formula in the Person Selection Rule eld.

Payroll

Includes employees assigned to the selected payroll


Includes a group of one or more absence types that are associated with the legislative groupthat you select

Work Schedule Rule

Includes employees assigned to a particular work schedule



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Parameter Name Description

Record Selection Decides which absence records are selected for processing:

• Evaluate All Absences: Reprocesses all absence records that meet the other lteringoptions for the process

• Evaluate Only Duration Changes: Reprocesses the absence records only if there is achange in absence duration

• Evaluate Only Deferred Absences: Reprocesses deferred absences• Evaluate Only Open-ended Absences: Reprocesses open-ended absences that require

an extension

Related Topics

• View Status and Other Details for Scheduled Processes

• Statuses of Scheduled Processes

Options for the Evaluate Certication Updates ProcessYou can check if certication requirements for multiple employees are past their due dates using the EvaluateCertication Updates process in the Absences work area. When a requirement is past the due date, the processupdates the absence records and entitlements. You typically run this process daily to check if certications are overdue.

You run this process only when absence types have certication requirements and those requirements include actionsto take after due dates have passed. For example, you want to change the employee's entitlement to half pay asof the absence start date when a certication requirement passes its due date. When the employee completes therequirement, you can recalculate the entitlements from the absence start date or the completion date.


Parameter Description

Eective Date

Evaluates and updates certication requirements that are eective on the specied date This is a required parameter.

Person

Includes absences for only the specied person

Business Unit


Legal Employer


Person Selection RuleIncludes specic employees identied by the person selection rule

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Related Topics• View Status and Other Details for Scheduled Processes


Options for the Update Accrual Plan Enrollments ProcessYou update enrollments such as new hire, termination, and transfer events for multiple employees using the UpdateAccrual Plan Enrollments process in the Absences work area. You typically run this process daily to determine planeligibility, and update plan enrollments and terminations for multiple employees.



Eective Date

Evaluates and updates plan enrollments that are eective on the specied date This is a required parameter.

Person


Business Unit


Legal Employer




Absence Plan Processes enrollments for only the selected accrual plan

If you don't select an absence plan, you must select at least one of these parameters:

• Person• Business Unit





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• Legal Employer• Person Selection Rule

The process updates accrual plan enrollments for each employee identied by the otherparameters.

Plan Category

Includes a specic category, such as balance transfers

Changes since last run

Includes employees with changes, such as assignment updates or corrections since the lastprocess run

Payroll


Legislative Data Group Includes only the absence types associated with the selected legislative data group

If you want to automatically enroll employees to corresponding accrual plans based on theirlegislative data group, you need to dene the following lookup type and lookup code:

• Lookup Type: ANC_PROC_CONFIGS• Lookup Code: ENROLLMENT_PROCESS_LDG

So when you run the process, the application automatically enrolls employees to eligibleabsence accrual plans associated with the legislative data group, even if you do not select thiseld.

Related Topics



Options for the Calculate Accruals and Balances ProcessYou can calculate accrual balances and update plan balances for multiple employees using the Calculate Accruals andBalances process in the Absences work area. You typically run this process at regular intervals, such as daily or weekly.You can also run the process for individual enrollments. The process transfers accrual balance data to Oracle FusionGlobal Payroll if the Transfer absence payment information for payroll processing option is selected for the absenceplan.






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Eective Date Calculates the accrual balance for only those plans that are eective on the specied date

This is a required parameter. You can select a past, current, or future date. The process onlyruns if a plan enrollment exists for the employee on the eective date.

• If you don't select an absence plan with this parameter, the process calculates theaccrual balance for multiple plans with diering accrual periods on the eective date.

• If you select an absence plan, the process calculates the accrual balance for the accrualperiod of the selected plan on the eective date.

Person Includes absences for only the specied person

• If you select a person but not an absence plan, the process calculates the accrualbalance for all plans in which the employee is actively enrolled in.

• If you select a person and an absence plan, the process calculates the accrual balancefor only the selected plan, if the employee is actively enrolled in the plan.

Business Unit


Legal Employer




Payroll


Payroll Relationship Group

Includes employees assigned to the selected payroll relationship group You can dene payroll relationship groups for a group of people in a single payroll or inmultiple payrolls.

Changes Since Last Run Includes employees with either payroll or assignment updates or corrections since the last

process run

If you select:

• Payroll events since last run: The process calculates the accrual balance for employeeswhose payroll records have changed since the last scheduled run.

For example, an employee schedules ve days o on January 25 and you run theprocess on January 26. Due to an emergency, the employee returns to work on January29, after being o just four days. The employee updates the absence record to reectfour days o instead of ve. If you schedule the process again on February 1 andselect Payroll events since last run, it generates the updated accrual balance for theemployee.

• HR Assignment changes since last run: The process calculates the accrual balance foremployees whose assignment record last updated date is after the last scheduled run.



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For example, the last scheduled run was on January 1 and you update an employee'sassignment on January 2. If you schedule the process again on January 3 and select HRAssignment changes since last run, it generates the updated accrual balance for theemployee.


Includes only the absence types associated with the selected legislative data group

Absence Plan Calculates accrual balances for only the selected accrual plan

When you select this option, the Repeating Period option appears.

If you don't select an absence plan, you must select at least one of these parameters

• Legislation• Business Unit• Legal Employer• Person Selection Rule• Person• Payroll• Payroll Relationship Group• Changes Only

The process calculates accrual balances for each employee identied by the other parameters.

Repeating Period Includes the selected accrual period for the selected plan

This option appears only when you select a value in the Absence Plan option.

Related Topics



Options for the Withdraw Accruals and Balances ProcessYou withdraw and update employee accrual balances and delete enrollments using the Withdraw Accruals andBalances process. Run this process using the Schedule and Monitor Absence Processes task in the Absenceswork area. You typically run this process to correct existing accrual data. You can also run the process for individualenrollments.






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Eective Date

Withdraws the accrual balance or deletes enrollments for only those plans that are eective onthe specied date This is a required parameter. You can select a past, current, or future date as the eective date.

Processing Option

Withdraws accrual balances or deletes enrollments This is a required parameter.

Person


Legal Employer


Person Selection Rule Includes employees identied by the person selection rule


Payroll


Payroll Relationship Group

Includes employees assigned to the selected payroll relationship group You can dene payroll relationship groups for a group of people in a single payroll or inmultiple payrolls.



Absence Plan

Withdraws accrual balance or deletes enrollments for the selected accrual plan

Options for the Generate Daily Breakdown of AbsenceDetails ProcessYou generate the daily breakdown of absences using the Generate Daily Breakdown of Absence Details process. Theincluded absences are for absence types with Include in daily report breakdown selected on the create or edit absencetype pages, Action Items tab. Run this process using the Schedule and Monitor Absence Processes task in the Absenceswork area. View the results in the Absence Calendar Real Time Entry Report.




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Eective Date

Generates daily breakdown of absences for absence types that are eective on the specieddate This is a required parameter.

Absence Start Date

Includes absences starting on this specic date

Absence End Date

Includes absences ending on this specic date

Person

Includes absences for only the specied person If you select a person but not an absence type, the process generates the daily breakdown ofabsences for all absence types that the employee is actively enrolled in. If you select a person and an absence type, the process generates the daily breakdown ofabsences for only the selected absence type that the employee is actively enrolled in.

Business Unit


Legal Employer


Payroll




Absence Type

Generates the daily breakdown for only the selected absence type



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Chapter 15Integrated Workbooks for Loading Absence Data

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15 Integrated Workbooks for Loading AbsenceData

Integrated Workbooks for Absence ManagementUse integrated Microsoft Excel workbooks to upload multiple records at one time for various Absence objects, such as:

• Absence records

• Absence plans

• Absence types

• Absence categories

• Absence reasons

• Absence certications

Use the Initiate Spreadsheet Load task of the Data Exchange work area to use the absence spreadsheets.

All Absence SpreadsheetsYou can only create absence business objects using the spreadsheets. You can't edit existing absence objects.

Absence Records SpreadsheetYou can create and load absence records only for the Generic absence and the Illness or injury paern. You can't loadabsence records for absence types with the Childbirth or placement paern.

Absence Plans SpreadsheetConsider the following points when you enter data in the spreadsheet:

• You must enter the start month and start date to dene the plan term.

• You can associate only one eligibility prole with an absence plan.

• You can create only one accrual band for an accrual plan.

• You can associate only one qualication band and only one band detail with a qualication plan.

• When you enter adjustment reasons, you must enter their corresponding codes separated by commas.

• When you associate a rate denition with an absence plan, you must enter the corresponding rate denition ID.

Absence Types SpreadsheetConsider the following points when you enter data in the spreadsheet:

• You must enter the legislative data group ID.

• You can associate a maximum of ve absence plans with an absence type.

• You can associate a maximum of ve absence certications with an absence type.



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• Feature usages and rules for the absence type automatically upload with default values based on the absencepaern that you enter.

• When you enter special conditions for a qualication plan, you must enter the corresponding condition codesseparated by commas.

Absence Categories SpreadsheetYou can associate a maximum of ve absence types with an absence category.

Update Absence Data Using HCM Spreadsheet DataLoaderYou can use the Data Exchange work area to create absence data using spreadsheets and upload to Oracle FusionAbsence Management.

Summary of TasksThe process for updating the database tables using spreadsheets is:

1. Download the absence spreadsheet.2. Enter data into the spreadsheet and upload to the database.3. Review the results and reprocess.4. View the imported absence data in the user interface.

PrerequisitesBefore you complete this task, you must install the Oracle ADF Desktop Integration Runtime Add-In for Excel.

Downloading the SpreadsheetTo update absence data using spreadsheets, you need to rst select and download the relevant spreadsheet.

1. In the Data Exchange work area, click Initiate Spreadsheet Load in the Tasks pane.2. On the Initiate Spreadsheet Load page, select one of the following absence business objects to upload:

◦ Create Absence Record

◦ Create Absence Reasons

◦ Create Absence Certications

◦ Create Absence Plans

◦ Create Absence Types

◦ Create Absence Categories

3. Click Create Spreadsheet to download and save the spreadsheet that you selected.



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Entering and Uploading the Absence DataAfter downloading the absence spreadsheet:

1. Open the spreadsheet.2. Ensure that you provide any required values in the rows and follow instructions in the spreadsheet for creating

rows.3. Click Upload.4. In the dialog box that appears, click OK.5. When uploading completes, identify any spreadsheet rows with the status Insert failed, which indicates the

import failed.6. For any row that failed, double-click the status value to display a description of the error.7. Correct any import errors and click Upload again to import the remaining rows to the same batch.

Reviewing the Results and ReprocessingTo view any data issues:

1. In the Data Exchange work area, click Load Spreadsheet Data in the Tasks pane.2. Click Search to check the results of the uploaded data. The results appear with the status whether the process

completed successfully or not.3. If there are data issues, click Refresh in the original spreadsheet to correct any load errors.4. Click Upload to import the corrected rows.

Viewing the Absence DataTo view the absence data uploaded using the spreadsheet:

1. In the Absences work area, select the absence denition task for which you uploaded absence data. Forexample, if you uploaded absence reasons, open the Absence Reasons page.

2. Click Search.3. Select the particular row to view data for the absence reasons that you created and uploaded.

Set Up Desktop Integration for ExcelYou can create or edit records that you can upload to the application using integrated Excel workbooks. To use theseworkbooks, you must install an Excel add-in.

Note: Every release of Oracle Fusion Applications is likely to have a new version of the Oracle ADF DesktopIntegration add-in. When prompted, install the latest version of the add-in. For more information, see Add-InUpgrade Policy for ADF Desktop Integration (2242879.1) on My Oracle Support at hps://support.oracle.com.

Before You Start• Make sure you have an Excel and Windows version that's listed in Supported Platforms for ADF Desktop

Integration (2242428.1) on My Oracle Support at hps://support.oracle.com.

• Optionally install the following from the Microsoft website.

◦ Microsoft .NET Framework 4.5.2



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◦ Microsoft Visual Studio 2010 Tools for Oce Runtime (VSTO Runtime)

The add-in installer does check if you have these already, and would download and install them if needed. But,you can manually install them rst, especially if you run into issues installing them as part of installing the Exceladd-in.

Install the Desktop Add-InTo install the Oracle ADF 11g Desktop Integration Add-In for Excel:

1. Make sure you are signed in to your computer with your account. For example, you can't have someone elsesign in as an administrator and make the installation available for everyone using your computer.

2. Click Navigator > Tools > Download Desktop Integration.3. Run the adfdi-excel-addin-installer.exe installer as you would run any program that you install on your

computer.

Guidelines for Using Desktop Integrated ExcelWorkbooksWhere available, you can download a desktop-integrated Microsoft Excel workbook and use it to create or edit records.Your edits in the workbook don't aect the application until you upload the records back into the application.

What You Must Not DoTo ensure that you successfully upload to the application, don't:

• Rename text from the integrated workbook, for example the worksheet or tab names.

• Add columns.

• Delete any part of the template, for example columns.

• Hide required columns and status columns or headers.

Caution: Avoid using the Windows Task Manager and clicking End Task to close Excel. Doing so mightdisable the add-in.

ConventionsSome column headers in the integrated workbook might include [..]. This means that you can double-click or right-clickwithin any cell in the column to open a dialog box, which lets you select a value to insert into that cell.

StatusesTo use the Status Viewer:

1. Open the tab for your task in the Ribbon, if available. For example, if you downloaded a workbook to createexpense items, the tab is called Create Expense Items.

2. Click Status Viewer.3. In the worksheet, click any table row to see the status of the row, including messages for any errors. The Status

Viewer always shows the status of the entire worksheet.



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SearchesSome integrated workbooks have searches. To search within the workbook, you must be signed in to the application.When you click the search buon, the application prompts you to login if you haven't already logged in.

Refreshes After UploadIf your changes aren't reected after an upload, try the following to refresh the table in the application:

• Use the refresh option for the table

• Apply a lter or search on the table

Related Topics

• How You Use Tables

Troubleshoot Desktop Integration for ExcelThe application is integrated with Microsoft Excel so that, where available, you can work with records in a desktopintegrated workbook. You might run into issues with the integration, for example, if you can't open the workbook thatyou downloaded or the workbook doesn't look right. You can use the Client Health Check Tool. For more informationsee Information Center: Troubleshooting Oracle ADF Desktop Integration (2012600.2) on My Oracle Support at hps://support.oracle.com.

Use the Client Health Check ToolUse the health check tool to nd out what integration issues you might have and how to resolve them. Ask your helpdesk if you are unable to nd or use the tool.

1. Download the latest version of the health check tool from How to use ADF Desktop Integration Client HealthCheck Tool (2010222.1) on My Oracle Support at hps://support.oracle.com.

2. Run ClientHealthCheck.exe as you would other programs on your computer, and review the result for eachchecked item.

3. Select any item that has a problem, and read the help text.4. Fix some of the problems by clicking the Fix Problems buon. Otherwise, follow the instructions in the help

text.5. If you need more assistance, click the Save Report As buon to prepare information for your help desk.6. Review the report and remove any sensitive information.7. Contact your help desk and provide your report.

FAQ

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What's the dierence between Export to Excel and desktopintegration for Excel?You use the Export to Excel buon or menu option to download data from your table as a Microsoft Excel le. You canthen use this le to view or analyze your data.You use desktop integration for Excel to create or edit records in Excel workbooks, and then upload them back into theapplication. This comes in handy when you have to work oine or make mass updates. In most cases, you downloadthe desktop integrated workbook from a link in a panel tab or your table.


Chapter 16HCM Extracts for Absence Data

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16 HCM Extracts for Absence Data

HCM Extracts for Absence DataExtract past and future absences and open-ended absences using the Manage Extract Denitions task in the DataExchange work area. You can extract absence data based on the eective date or start date. The eective date mightnot always be the right option because you can make adjustments to existing and past absences.

Consider these aspects before you create an extract denition for absence data:

• Extract type

• Data groups

Extract TypeWhen you create an extract denition for absence data ensure that you:

• Select HR Archive from the Extract Type list.

• Select Yes in the Display column for Start Date in the Parameters section. The Eective Date is set to Yes bydefault.

Data GroupsThe absence data group available is ABS_EXT_ABSENCE_ENTRY_UE. You can select it as the root datagroup. If you want person information such as rst name and last name to appear, then you need to create aPER_EXT_SEC_PERSON_UE (Person) data group. The Person data group doesn't need to be the root data group.

Dene ExtractsThis example demonstrates the steps required to create an extract denition using the Desktop interface. You canaccess the Desktop interface by clicking the Switch Layout buon on the Manage HCM Extract Denitions page. Beforeyou create an extract denition, you should understand the following details:

• Information that you want to extract

• Structure in which the data must be extracted

• How you want to deliver this data (including le format, delivery mechanism, and frequency information)

FAST bank is a global organization with subsidiaries all over the world. As part of an external business reportingrequirement, FAST bank is required to extract the department and employee details (grouped by department) acrossthe entire company. This information must be sent to a third party in an XML le and to HR Managers in a PDF le usingemail. The following table summarizes the key decisions in this scenario:



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How many extracts do I create toproduce this type of report?

You create one extract denition to dene a headcount report.

How many data groups do I create?

There are 2 functional groups of information, therefore you create two data groups, one fordepartment and one for employees.

How many records do I create? You decide the number of records based on the subgroup of aributes within a data group. In

this example, you create two records for the department data group:

• Department Details• Department Summary

You create one record for the employees data group: Employee Details.

How many aributes do I create? You decide the number of aributes based on the specic information required for that report.

Create the following aributes for the Department Details record:

• Department Name• Department Location

For the Department Summary record, create the following aributes:

• Record Code• Report Date• Employee Count

For the Employees Details record, create the following aributes:

• Full Name• Gender• Date of Birth• Salary• Bonus• Tax Rate

Do I create any fast formulas? You can use fast formulas at the following levels:

• Extract Criteria level to determine certain conditions.• Extract Rule level to derive aribute values.• Extract Advanced Condition level to specify complex conditions.• Extract Record level to automatically generate formulas when you use the Generate

Formula option.

Creating an Extract Denition1. On the Extract Denitions page, click the Add icon.2. Enter 01-Jan-2000 as the Session Eective Date.



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The session eective date is an eective start date that applies to all date-eective interactions in the currentsession.

3. Enter FAST Bank Extract as the name and select HR Archive as the type. The application automatically createsthe tag name based on the extract name and uses this name to generate the XML output le.

4. Click OK. The application saves the extract denition and automatically generates the parameters based on thetype of extract. The parameters control the output of an extract. In this example, the application creates thefollowing parameters:

◦ Eective Date

◦ Legislative Data Group

◦ Parameter Group

◦ Report Category

◦ Request ID

◦ Start Date

Create Data Groups1. Select the Data Group link from the Hierarchy to open the Data Groups region.2. Click the Add icon to dene a new data group.3. Complete the elds to create a data group, as shown in this table:

Field Name Entry

Name

Departments

User Entity

PER_ EXT_ SEC_ ORGANIZATION_ UE

Root Data Group

Yes (By selecting this option you select this data group as the starting point for the extractexecution.)

4. Select Save and Create Another to create a data group for Employees.5. Complete the elds to create a data group, as shown in this table:

Field Name Entry

Name

Employees

User Entity

PER_ EXT_ SEC_ ASSIGNMENT_UE

Root Data Group

No



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Create Extract Data Group Connections1. Select Data Group in the Hierarchy to display the data groups in a table.2. Select the Employees Data Group and dene the data group connection details.3. Complete the elds to create a data group connection, as shown in this table:

Field Name Entry

Parent Data Group

Departments

Parent Data Group Database Item

PER_ EXT_ ORG_ ORGANIZATION_ ID

Data Group Database Item

PER_ EXT_ ASG_ORG_ID

4. Dene the data group criteria for each data group.

Create Extract Records1. Select the Departments Data Group from the Hierarchy and select the Add icon in the Records region. Extract

records represent a physical collection of all required elds. If a data group has 3 records, then you can specifythe sequence in which the application processes the records using the sequence eld. You can also select theNext Data Group to identify which data group the application processes next.

2. Create two records for the Departments data group.3. Complete the elds to create two records for the Departments data group, as shown in this table:

Field Department Summary Department Details

Name

Department Summary

Department Details

Eective Start Date

1/1/00

1/1/00

Sequence

20

10

Type

Trailer Record

Header Record

Process Type

Fast Formula

Fast Formula

Next Data Group

NA

Employees

4. Save the records, then select the Employees data group and select the Add icon in the Records region.



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5. Create one record for the Employees Data Group.6. Complete the elds to create a record for the Employees data group, as shown in this table:

Field Name Entry

Name

Employee Details

Eective Start Date

1/1/00

Sequence

10

Type

Detail Record

Process Type

Fast Formula

Create Aributes1. Select the Departments data group from the Hierarchy and select the Department Details record.

An extract aribute is an individual eld of a record.2. Create the following extract aributes for the Department Details record and select Save.3. Complete the elds to create extract aributes for the Department Details record, as shown in this table:

Field Name Aribute Entry Aribute Entry

Name

Department Name

Department Location

Type

Database item group

Database item group

Database Item Group

Organization Name

Organization Location Country

4. Save the record, then select the Department Summary record.5. Select the Add icon in the Extract Aributes region.6. Create the following extract aributes for the Department Summary record and select Save.7. Complete the elds to create extract aributes for the Department Summary record, as shown in this table:

Field Name Aribute Entry Aribute Entry Aribute Entry

Name

Record Code

Report Date

Employee Count

Data Type Text Date Number



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Type

String

Parameter Element

Summary Element

String Value

999

NA

NA

Parameter

Eective Date

NA

NA

Aggregate Function

NA

NA

Count

Aggregate Record Name

NA

NA

Employees Employee Details

8. Select the Employees data group from the Hierarchy and select the Employee Details record.9. Create the following extract aributes for the Employee Details record and select Save.

10. Complete the elds to create extract aributes for the Employee Details record, as shown in this table:


Name

Full Name

Gender

Date of Birth

Start Date

1/1/00

1/1/00

1/1/00

Data Type

Text

Text

Date

Type

Database Item Group

Decoded database itemgroup

Database item group

Database Item Group

Person Full Name

Person Gender

Person Date of Birth

11. Complete the elds to create more extract aributes for the Employee Details record, as shown in this table:


Name

Salary

Bonus

Tax rate

Start Date

1/1/00

1/1/00

1/1/00

Data Type

Number

Number

Text

Type Database item group Record Calculation Rule



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Database Item Group

Assignment Salary Amount

NA

NA

Calculation Expression

NA

Salary * 0.5

NA

Rule

NA

NA

FAST Bank Tax Rule

Dene the Delivery Options1. Navigate to the Extract Execution Tree to validate the extract denition setup.2. Select Export XML Schema to download the XML Schema Denition (.XSD) le for this extract setup. This

exported le contains the structure of the extract denition: the data groups, records, and aributes.3. Select Extract Delivery Options in the Hierarchy to dene the formaing and layout options for the extract

denition.4. Complete the elds for the delivery options, as shown in this table:

Field Value Value

Start Date

1/1/00

1/1/00

End Date

12/31/12

12/31/12

BI Publisher Template

ReportLayout

EFTLayout

Output Type

PDF

EFT

Delivery Type

Email

FTP

Delivery Option Name

Email to HR

FTP to 3rd Party

Output Name

HeadcountReport

EFTReport

5. Dene further information for each delivery option in the Additional Details region. For example, add theserver, username and password for the FTP delivery type.

6. Enter FAST Bank Extract as the reporting category and click Submit.



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Submit an ExtractAn extract denition automatically creates an extract process (payroll ow) with the same name as the extract. Theextract process enables you to dene an execution sequence of multiple tasks, including before and after tasks.

1. Select the Submit Extracts task and select the FAST Bank Extract process.2. Select Next.3. Enter FAST Bank Extract - Jan 2012 as the Payroll Flow (extract process).4. Enter 1/1/15 as the End Date.5. Select Next. You can specify interaction details if the task is dependent on other tasks with dierent extract

processes. For example, this task must wait because another task is running.6. Select Next and review the extract. You can schedule the extract, or run it immediately.7. Select Submit.8. Select OK and View Checklist to view the status of the process.9. Select the View Extract Results task to review the results of the extract run. Search for the FAST Bank Extract

process.10. Select Go to Task for FAST Bank Extract - Jan 2012, click the eyeglasses, and view the report output by selecting

the report name.

Related Topics

• Extract Components

• Dene Extracts in the Simplied Interface

• Guidelines for Delivering Extracts

• How do I create a BI Publisher template for HCM extract

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Glossary

165

Glossaryabsence pattern

Predefined rules related to common usages of absences that you must use as a starting point to create an absence type.

absence plan

A benefit that entitles workers to accrue time for the purpose of taking leave and receiving payments during absenceperiods.

absence reason

A specific cause of absence that can be selected during absence recording.

absence type

A grouping of absences, such as illness or personal business that is used for reporting, accrual, and compensationcalculations.

accrual absence plan

A benefit that entitles workers to accrue time for the purpose of taking leave.

assignment

A set of information, including job, position, pay, compensation, managers, working hours, and work location, thatdefines a worker's or nonworker's role in a legal employer.

assignment statement

A statement that formulas use to set a value for a local variable.

band

A specified range of values. Example: An age band defines a range of ages, such as 25 to 30, used to determine aperson's eligibility.

benefits object hierarchy

A structure that enables efficient management of benefits that share similar attributes. The four object types used tostructure benefits offerings are programs, plan types, plans, and options.

benefits offering

Any of an organization's nonsalary components of employee benefits packages, such as health, savings, life insurance,recreation, goods, or services.

calendar event

A period that signifies an event, such as a public holiday or a training course, that impacts worker availability.


Glossary

166

ceiling step

Highest step within a grade that a worker may progress to.

date-effective object

An object with a change history. Professional users can retrieve the object as of a current, past, or future date.

derived factor

Calculated eligibility criterion that changes over time, such as age or length of service.

determinant

A value that specifies the use of a reference data set in a particular business context.

effective as-of date

A date used for filtering search results for date-effective objects. For objects that match the search criteria, the searchresults include the physical record in effect on the specified date.

effective end date

For a date-effective object, the end date of a physical record in the object's history. A physical record is available totransactions between its effective start and end dates.

effective start date

For a date-effective object, the start date of a physical record in the object's history. A physical record is available totransactions between its effective start and end dates.

element

Component in the calculation of a person's pay. An element may represent a compensation or benefit type, such assalary, wages, stock purchase plans, pension contributions, and medical insurance.

element classification

Provides various element controls, such as the processing order, balances feeds, costing, and taxation. Primary elementclassifications and some secondary classifications are already defined. You can create other secondary classifications.

eligibility profile

A user-defined set of criteria used to determine whether a person qualifies for a benefits offering, variable rate orcoverage, compensation plan, checklist task, or other object for which eligibility must be established.

enterprise

An organization having common control over one or more legal entities.

fast formula

A simple way to write formulas using English words and basic mathematical functions. Formulas are genericexpressions of calculations or comparisons that repeat with different input values.


Glossary

167

flexfield

A flexible data field that you can configure such that it contains one or more segments or stores additional information.Each segment has a value and a meaning.

flexfield segment

An extensible data field that represents an attribute and captures a value corresponding to a predefined, singleextension column in the database. A segment appears globally or based on a context of other captured information.

grade

A component of the employment model that defines the level of compensation for a worker.

job

A generic role that's independent of any single department or location. For example, the jobs Manager and Consultantcan occur in many departments.

legislation

The base definition that governs certain rules so that Oracle Global Human Resources can perform differently fordifferent countries and territories in order to meet statutory requirements. Can be predefined by Oracle or definedduring implementation using the Manage Legislations for Human Resources task.

logical record

One or more physical records that constitute a date-effective object.

lookup code

An option available within a lookup type, such as the lookup code BLUE within the lookup type COLORS.

lookup type

The label for a static list that has lookup codes as its values.

offering

Grouping of setup tasks that support specific business functions, such as Sales, Service, and Product Management.

panel tab

A tab that provides supplemental information or functionality for the page. Each panel tab is on the right side of thepage, has an icon as the tab label, and slides out when you open the tab.

payroll relationship

Defines an association between a person and a payroll statutory unit based on payroll calculation and reportingrequirements.


Glossary

168

personal payment method

Method of payment to a person for a particular payroll. When an administrator assigns a person to a new payroll,payments are made using the default organization payment method for the new payroll until a personal paymentmethod exists.

physical record

A single record, with effective start and end dates, in the history of a date-effective object. Each physical record is a rowin a database table.

position

A specific occurrence of one job that's fixed within a department. It's also often restricted to one location. For example,the position Finance Manager is an instance of the job Manager in the Finance Department.

profile option

User preferences and system configuration options that users can configure to control application behavior at differentlevels of an enterprise.

qualification absence plan

A benefit that entitles workers to paid leave time as a result of an event, such as childbirth, illness, or injury.

reference data set

Contains reference data that can be shared across a number of business units or other determinant types. A setsupports common administration of that reference data.

set enabled

A property that describes entities that an organization shares as reference data. For example, you can indicate a lookup,customer, location, or document attachment as set enabled.

user-defined criteria

Factors used to determine eligibility for objects such as benefits offerings and rates.

value set

A predefined set to validate the values that a user enters in the application. The set may be hierarchical.

work relationship

An association between a person and a legal employer, where the worker type determines whether the relationship is anonworker, contingent worker, or employee work relationship.

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