PeopleSoft Enterprise Human Resources 9.1 PeopleBook: Monitor Absence

(NLD) Using Dutch Illness Reporting

This chapter provides overviews of Dutch illness reporting, the Create Illness Statistics NLD process, and the Illness Registration reports, and discusses how to generate Dutch illness reports.

Understanding Dutch Illness Reporting

PeopleSoft Enterprise HRMS delivers Dutch illness reporting with these applications:

Monitor Absence business process.

The Monitor Absence business process enables you to record and report on employee absences within Human Resources.
PeopleSoft Enterprise Global Payroll for the Netherlands.

If you have Global Payroll for the Netherlands installed, you can enter absence data within Global Payroll (using the Absence Events NLD page). The illness reporting delivered with Global Payroll for the Netherlands provides the same functionality as that delivered with Human Resources, except that it reports on the absence data recorded within Global Payroll.

See Updating Absences.

Companies registered under a Dutch Industrial Insurance Board (Bedrijfsvereniging) must report daily illness absences for people employed under Dutch regulations. Absence reporting is made to the Arbeidsomstandigheden (ARBO)—or working conditions—service providers under the Dutch Occupational Health and Safety Act. The PeopleSoft system uses an interface based on the import definition of the third-party product Vpmeld, which communicates with the ARBO service provider GAK Arbodienst (Arbodienst). A separate third-party product Plato has been developed, based on the same Vpmeld import definition in order to allow communication with other certified ARBO service providers.

The interface between the PeopleSoft system and Vpmeld includes a process that enables you to enter all required information within the PeopleSoft system; Vpmeld performs the validation and messaging.

The PeopleSoft system provides three processes for extracting and reporting illness absence information. All of these processes create import files for Vpmeld, based on the import definition of Vpmeld version 1.9. (They are compatible with version 1.11, as well.) The files are generated in the %PS_SERVDIR directory with automatically assigned sequence numbers.

The PeopleSoft system transfers the following information to Vpmeld, which then performs subsequent transactions with the applicable organizations:

All company-related and person-related information from the PeopleSoft database.
All illness notifications, including initial notifications, updates, and corrections.
All illness-end notifications, including initial notification, updates, and corrections.

Note. Only absence information with absence types of 501, 502, 503, 504, 505, 506, and 507 is captured for processing.

Understanding the Create Statistics Process

The Create Illness Statistics NLD process generates the illness statistics for the month specified on the run control page and stores this information in the PS_ABS_STAT_NLD table.

Note. The Create Illness Statistics NLD process (GPNLAM01) delivered with Global Payroll for the Netherlands also populates PS_ABS_STAT_NLD table. The only difference between these two processes is the source of the absence data. Global Payroll for the Netherlands uses the absence data entered in Global Payroll while the process in Monitor Absence uses the absence data entered in Human Resources.

This table describes the fields in the PS_ABS_STAT_NLD table:

Fieldname	Format	Description	Values
EMPLID	Char (11)	Employee ID
EMPL_RCD	Num (3)	Employment Rcd Nbr
COMPANY	Char (3)	Company
SETID	Char (5)	SetID
DEPTID	Char (10)	Department
NL_FROM_YEAR	Num (4)	Year From
NL_FROM_MONTH	Num (2)	Month From
BEGIN_DT	Date	Begin Date
CREATION_DT	Date	Creation Date
SEX	Char (1)	Gender	F or M
ABSENCE_TYPE	Char (3)	Absence Type	501–507
AGE_NLD	Num (3)	Age
EMPL_RCD_ILI_NLD	Num (10,3)	Factor of employment days (working days divided by the number of days in the period). For example, an employee hired on January 10, would have a factor of 22/31.	0–1
EMPL_RCD_ELI_NLD	Num (10,3)	Factor of employment days, excluding long-term illness. Absence days considered long-term illness are not counted as employment days.	0–1
FTE_ILI_NLD	Num (10,3)	Employment days multiplied by the FTE factor and divided by the calendar days. For example, if a part-time employee is hired mid-month, with an FTE factor of 0.8, this field is set to 0.4.	0–1
FTE_ELI_NLD	Num (10,3)	Employment days, excluding long-term illness, multiplied by the FTE factor and divided by the calendar days.	0–1
ILL_AVDAYS_ILI_NLD	Num (10,3)	Available day count (the FTE factor multiplied by the number of days in month). For example, if an part-time employee has an FTE of 0.5, the available day count for January is 0.5*31.	0–31
ILL_AVDAYS_ELI_NLD	Num (10,3)	Available day count, excluding long-term illness.	0–31
ILL_START_FULL_NLD	Char (1)	Indicates whether an illness started within the reporting month with 100% absence or a partial illness became full-time.	Y/N
ILL_START_PART_NLD	Char (1)	Indicates whether an illness started within the reporting month as a partial illness.	Y/N
ILL_ENDEPI_ELI_NLD	Char (1)	Indicates whether a short-term illness ended or became a long-term illness.	Y/N
ILL_ENDEPI_ILI_NLD	Char (1)	Indicates whether a full-time illness ended.	Y/N
ILL_ENDIPI_ELI_NLD	Char (1)	Indicates whether a short—term illness ended or became long-term.	Y/N
ILL_ENDIPI_ILI_NLD	Char (1)	Indicates whether an illness ended in the reporting month.	Y/N
ILL_DAYEPI_ELI_NLD	Num (10,3)	Number of full-time illness days (Percentage Ill field is 100 percent) in the reporting month multiplied by the FTE factor. This excludes longtime illnesses. For example, an employee who is 100% sick from January 20 to 24 and 40% from January 25, this field is set to 5. If the employee is part-time with an FTE factor of 0.5, the same absence would be calculated as 5*0.5.	1–31
ILL_DAYEPI_ILI_NLD	Num (10,3)	Number of full-time illness days in the reporting month, including longtime illnesses, multiplied by the FTE factor.	1–31
ILL_DAYIPI_ELI_NLD	Num (10,3)	Number of days of partial illness (Percentage Ill field is less than 100 percent) in the reporting period multiplied by the FTE factor. This excludes longtime illnesses.	1–31
ILL_DAYIPI_ILI_NLD	Num (10,3)	Total number of days of illness in the reporting period, multiplied by the FTE factor. This includes both partial and longtime illnesses.	1–31
ILL_LENEPI_ELI_NLD	Num (10,3)	Duration of illness. This is the number of days between the begin date and either of the following The return date. The date that the illness became partial or longtime.	1–n
ILL_LENEPI_ILI_NLD	Num (10,3)	Duration of illness. This is the number of days between the begin date and either of the following: The return date. The date that the illness became partial.	1–n
ILL_LENIPI_ELI_NLD	Num (10,3)	Duration of illness. This is the number of days between the begin date and either of these dates: The return date. The date that the illness becomes a longtime illness.	1–n
ILL_LENIPI_ILI_NLD	Num (10,3)	Duration of illness. This is the number of days between the begin and the return date.	1–n

Understanding the Illness Registration Reports

This section discusses the information that appears on the Illness Registration reports (ABS005NL and ABS006NL). For samples of these reports refer to PeopleSoft Enterprise HRMS 9.1 Application Fundamentals PeopleBook: Report Samples.

The Illness Registration reports use the illness statistics calculated by the Create Illness Statistics NLD process and stored in the PS_ABS_STAT_NLD table. You must run the Create Illness Statistics NLD process for the reporting period before you run the reports.

The following table explains how the fields that appear on the reports are calculated:

Illness Percentage	This is calculated as follows: (Illness days / Available calendar days) * 100.
Illness Frequency	This is calculated as follows: Newly started illnesses / Number of Employments
Average Illness Length of Ended Illnesses	The average duration of illnesses. The system includes all calendar days (week days and weekends) in the calculation.
Number of Ended Illnesses	Number of absences that ended within the reporting period. If you exclude longtime and partial illnesses on the run control page, when an illness becomes longtime or partial this is considered the end of the illness.
Number of Newly Started Illnesses	Number of illnesses that started within the reporting period. If you exclude partial illnesses on the run control page, the report only include partial illnesses that become full-time during the reporting period.
Number of Actual Illnesses	Total number of illness absence entries in the reporting period.
Full Time Equivalent (FTE)	Total number of employees for the reporting period. This value takes into account the FTE factor. Depending on the run control parameters you select, this value includes or excludes employees with longtime illnesses. For example, a part-time employee with an FTE or 0.5 who is hired on January 10 counts as 0.5*22/31 for the January report.
Number of Employments	Total number of employees for the reporting period. This includes both employees who were sick and employees who had no absence entries. Depending on the run control parameters you select, this value includes or excludes employees with longtime illnesses. Mid-period hires and terminations are prorated. For example, a part-time employee with an FTE or 0.5 who is hired on January 10 counts as 22/31 for the January report.
Available Calendar Days	Number of available work days, based on the actual calendar days and the FTE factor.
Illness Days (Calendar Days)	Number of days of illness in the reporting period, taking into account the FTE factor and the illness percentage. Depending on the run control parameters you select, this value includes or excludes partial illnesses and longtime illnesses. For example, for a part-time employee with an FTE of 0.5 who is 100% sick for 10 days and 40% for 10 days, the Illness Days value is calculated as follows if you include partial illnesses: (10 * 100% * 0.5) + (10 * 40% * 0.5). However, if you exclude partial illnesses, the calculation is: 10 * 100% * 0.5.
Number of Employments without Illness	Number of employees who had no reported illness in the reporting period. Mid-period hires and terminations are prorated. The FTE factor is not included in the calculation. For example, an employee hired on January 10 and worked the month without illness, counts as 22/31 for the January report, irrespective of the FTE factor.

Understanding Long-Term Illness Reporting

According to the Dutch law Poortwachter, an employer has to report the status of a sick employee periodically to the Arbodienst. Depending on the branch of the Arbodienst and the contract that an employer has with the Arbodienst, several deadlines may apply. The most common among these are reports that need to be sent to the Arbodienstand the Social Security agency when an employee is ill for 8 weeks, 13 weeks, and/or 52 weeks.

You can use the Person Checklist functionality from Human Resources to track the actions related to the Poortwachter law. PeopleSoft delivers a predefined checklist, called NLDABS, which can be used to administer the actions taken.

Monitor Absence and Global Payroll for the Netherlands deliver the Longterm Illnesses report that provides the required information about sick employees. The Longterm Illnesses report includes the latest action taken for each long-term illness.

Prerequisites

Before you can use the Dutch illness reporting features, ensure the following information is defined:

Valid insurance registration numbers.

Enter your insurance provider's registration number on the Company Table - Default Settings page. In the section for the Netherlands, select the insurance provider in theVendor ID field and enter the registration number.
For each person, a valid Dutch Social Fiscal Number must be available; enter this information on the Personal Data - Biographical Details page.
Record employee absences using the Absence Data component (ABSENCE_HISTORY).

Common Elements Used in This Chapter

Illness	Absence entries with an absence type that is associated with the absence class SCK and a SetID of NLD. The Dutch Illness reporting only includes absence entries that meet these criteria.
Longtime Illness	An illness is considered longtime when the duration is within the illness-length category Long, as specified on the Absence Parameters page.
Partial Illness	An illness is considered partial if the Percentage Ill field on the Create/Update Absence — Comment page is less than 100 percent.
Maternity Leave	An illness is considered as maternity leave, when the Absence Type is 502 (Maternity).
From Date	Select the date from which to start extracting information.
Absence Type	Displays the absence type, as defined on the Absence Type page. Note. Only absences with absence types of 501, 502, 503, 504, 505, 506, or 507 is captured for processing.
Absence Code	Displays the absence code, as defined on the Absence Type page.
Begin Date	Enter the date that the absence begins.
Return Date	Enter the date that the absence ends.
Begin Notification Date	Enter the date that notification of the illness absence was sent to Vpmeld.
End Notification Date	Enter the date that notification of the end of the illness absence was sent to Vpmeld.

Generating Dutch Illness Reports

This section discusses how to:

Extract company name and address information.
Extract and report illness notification data by person.
Extract and report notifications for previously unreported absences.
Run the illness registration reports.

Use the pages in the Process Absence Data NLD (process absence data Netherlands) component to report on absence information for the Netherlands.

Pages Used to Generate Dutch Illness Reports

Page Name	Definition Name	Navigation	Usage
Export Company Data	HR_RUNCTL_COMP_NLD	Workforce Administration, Absence and Vacation, Process Absence Data NLD, Export Company Data, Export Company Data	Extract company name and address information, with or without the personal information of the personnel within the company. A process then generates an import file that can be loaded into Vpmeld to initialize or update the basic information for the company and personnel.
Employee Illness Notification	HR_RUNCTL_PERS_NLD	Workforce Administration, Absence and Vacation, Process Absence Data NLD, Employee Illness Notification, Employee Illness Notification	Extract and report illness notification data by person.
Illness Notifications by Group	HR_RUNCTL_ILL_NLD	Workforce Administration, Absence and Vacation, Process Absence Data NLD, Illness Notifications by Group, Illness Notifications by Group	Extract and report illness begin or end notifications for all absences that weren't previously reported.
Create Illness Statistics NLD	RUNCTL_ABS702_NL	Workforce Administration, Absence and Vacation, Absence Reports, Create Illness Statistics NLD, Create Illness Statistics NLD	Create absence statistics for a company in the Netherlands. The Create Illness Statistics NLD SQR process (ABS702NL) populates the table PS_ABS_STAT_NLD with employment and illness data for a given month. Run this process before running the Illness Registration report.
Illness Registration NLD	RUNCTL_ABS005_NL	Workforce Administration, Absence and Vacation, Absence Reports, Illness Registration NLD, Illness Registration NLD	(NLD) Use this page to run these reports: Illness Registration report (ABS005NL) provides a summary of illness statistics for a department sorted by gender. Illness Registration report (ABS006NL) provides a summary of illness statistics for a department sorted by age. Before you run these reports, run the Create Illness Statistics NLD (ABS702) process to populate the report table PS_ABS_STAT_NLD for the reporting period.
Longterm Illnesses NLD	RUNCTL_ABS007_NL	Workforce Administration, Absence and Vacation, Absence Reports, Longterm Illnesses NLD, Longterm Illnesses NLD	(NLD) Use this page to run the Longterm Illnesses report (ABS007NL), which lists illnesses from which the person hasn't fully recovered. These illnesses are subject to the Dutch law Poortwachter. This report is also accessible through Global Payroll & Absence Mgmt, Absence and Payroll Processing, Reports, Longterm Illnesses NLD.

Extracting Company Name and Address Information

Access the Export Company Data page (Workforce Administration, Absence and Vacation, Process Absence Data NLD, Export Company Data, Export Company Data).

Company

Select the company from which to extract information.

Employee Information

Select to extract employee information that is associated with the company.

Extracting and Reporting Illness Notification Data by Person

Access the Employee Illness Notification page (Workforce Administration, Absence and Vacation, Process Absence Data NLD, Employee Illness Notification, Employee Illness Notification).

Report Request Parameters

Employee Information Only

Select to extract employee information only when you want to create or update the personal information for the person. When you select this check box, the Illness Status Information field becomes unavailable for data entry.

Notification Status

Select the notification status. Options are:

Illness Report Change: Send an illness notification change to Vpmeld.

Illness Report Original: Send an original illness notification to Vpmeld. If you select this option, the report lists illness data in addition to information about the person.

Illness Report Replace: Send an illness notification replacement to Vpmeld. If you select this option, the report lists illness data in addition to the person's information.

Note. When you click the Select with Matching Criteria button, the system populates the remaining fields.

Extracting and Reporting Notifications for Previously Unreported Absences

Access the Illness Notifications by Group page (Workforce Administration, Absence and Vacation, Process Absence Data NLD, Illness Notifications by Group, Illness Notifications by Group).

Report Request Parameters

Department

Select a department for which to extract information. You must first select a business unit.

Note. When you click the Select with Matching Criteria button, the system populates the remaining fields.

Running the Create Statistics Process

Access the Create Illness Statistics NLD page (Workforce Administration, Absence and Vacation, Absence Reports, Create Illness Statistics NLD, Create Illness Statistics NLD).

Year

Enter the year for which you want to create illness statistics.

Month

Enter the month for which you want to create illness statistics.

When you run the Create Illness Statistics NLD process, the system populates the table PS_ABS_STAT_NLD with employment and illness data for the specified month. This table must be populated before you can run the Illness Registration reports for that month.

Running the Illness Registration Reports

Access the Illness Registration NLD page (Workforce Administration, Absence and Vacation, Absence Reports, Illness Registration NLD, Illness Registration NLD).

Month from and Year from

Enter the month and year for the start of the period on which to report.

Month thru and Year thru

Enter the month and year for the end of the period on which to report.

Include Hierarchy

Select to include departments within the selected department, based on the department security tree.

Longtime Illness

Select to include or exclude longtime illnesses. Options are:

Included: Include longtime illnesses in the report. An illness is considered longtime if the duration of the illness falls within the illness-length category Long, as specified on the Absence Parameters page.

Excluded: Do not include longtime illnesses in the report. If you exclude longtime illnesses, the system counts an illness that becomes longtime within the reporting period as an ended illness. All illness days beyond the longtime illness length are not counted in the statistics.

The system counts available employment days only until the day that an illness becomes longtime.

Partial Illness

Select to include or exclude partial illness. An illness is considered partial if the Percentage Ill field on the Create/Update Absence — Comment page is less than 100 percent. Options are:

Included: Include partial illnesses in the report. If you include partial illnesses, the system uses the Percentage Ill value to calculate the illness days.

Excluded: Do not include partial illnesses in the report. If you select Excluded, a partial illness is not considered as an illness and the system counts the person as fully available during the partial illness days

An illness that becomes partial within the reporting period after being a longtime illness is counted as an ended illness.

An illness that becomes longtime after being partial is counted as a newly started illness.

Maternity Leave

Select to include or exclude maternity leave in the report. Options are:

Included: To treat maternity leave as any other illness.

Excluded: If you select Excluded, days on maternity leave are not counted as illness days.

Company	Select the company from which to extract information.
Employee Information	Select to extract employee information that is associated with the company.

Year	Enter the year for which you want to create illness statistics.
Month	Enter the month for which you want to create illness statistics.

Month from and Year from	Enter the month and year for the start of the period on which to report.
Month thru and Year thru	Enter the month and year for the end of the period on which to report.
Include Hierarchy	Select to include departments within the selected department, based on the department security tree.
Longtime Illness	Select to include or exclude longtime illnesses. Options are: Included: Include longtime illnesses in the report. An illness is considered longtime if the duration of the illness falls within the illness-length category Long, as specified on the Absence Parameters page. Excluded: Do not include longtime illnesses in the report. If you exclude longtime illnesses, the system counts an illness that becomes longtime within the reporting period as an ended illness. All illness days beyond the longtime illness length are not counted in the statistics. The system counts available employment days only until the day that an illness becomes longtime.
Partial Illness	Select to include or exclude partial illness. An illness is considered partial if the Percentage Ill field on the Create/Update Absence — Comment page is less than 100 percent. Options are: Included: Include partial illnesses in the report. If you include partial illnesses, the system uses the Percentage Ill value to calculate the illness days. Excluded: Do not include partial illnesses in the report. If you select Excluded, a partial illness is not considered as an illness and the system counts the person as fully available during the partial illness days An illness that becomes partial within the reporting period after being a longtime illness is counted as an ended illness. An illness that becomes longtime after being partial is counted as a newly started illness.
Maternity Leave	Select to include or exclude maternity leave in the report. Options are: Included: To treat maternity leave as any other illness. Excluded: If you select Excluded, days on maternity leave are not counted as illness days.