Leave and Absence Management

Leave and Absence Management Overview

Employees take paid or unpaid time off from work for a variety of purposes, such as illness or injury, vacation, labor or trade union representation and professional activities. Maintaining information on employee absences for reporting and analysis is an important aspect of human resource management. Oracle HRMS provides a convenient way to maintain information about the various absence types your enterprise recognizes.

Managing Absence Information

In Oracle HRMS you can define as many absence types as you need to track employee time off, and you can group these types into categories and define absence reasons to provide further information for absence reporting.

You can associate each absence type with a recurring or nonrecurring absence element. Each element has an input value with either hours or days as its unit of measure.

You can also set up absence benefit plans so that the Participation process checks employee eligibility for the plans when it processes absence life events.

See: Absence Categories and Types

Using SSHR, employees can enter their own absence, and managers can enter or view absences for their employees. HR Managers can also enter absence records, or you can upload absence information from timecards using Batch Element Entry.

Note: If you use OTL absence integration, then you cannot create or update the absence type from Self-Service or HR if a timecard exits for that time period in OTL and the application displays an error.

Employees can view their accrued leave details, and managers can view the same for employees in their team

See: Accrual Balances Maintained by SSHR, Oracle HRMS Deploy Self-Service Capability Guide

See: How do we track and analyze absences and net accrual entitlement: Leave and Absence Management

See: Self Service Entry of Absences

See: Leave and Absence Management: Self-Service Functionality, Oracle HRMS Deploy Self-Service Capability Guide

In the UK, there is government legislation regarding the payment of employees during periods of sickness, maternity, paternity and adoption leave (SSP, SMP, SPP and SAP). These requirements are handled by the Statutory Absence Payments feature of Oracle HRMS.

Managing PTO Accruals

Many organizations permit employees to accrue hours or days of paid time off (PTO) as they work, to use for sick or vacation leave. In such enterprises, setting up and maintaining PTO plans is another part of absence management.

In Oracle HRMS you can set up any number of accrual plans, each with its own units of accrued time (hours or days) and its own rules. For example, you can set up rules for the frequency of accruals, maximum carryover to a new accrual year, accrual bands, eligibility rules for enrolling in a plan, and accrual start rules for new hires.

Oracle Human Resources users can use PTO accrual plans; this functionality does not require Oracle Payroll.

See: Accrual Plan Structure, Oracle HRMS Compensation and Benefits Guide

Reporting on Leave and Absence Management

Oracle HRMS and Oracle HRMSi supply several reports to track absences and analyze absence trends in your enterprise. For example, you can use the Absences Report to track the absence details for an employee or organization, for some or all absence types.

See: Leave and Absence Management -- Reports, Oracle HRMS Configuring, Reporting, and System Administration Guide

Key Concepts

To enable you to get the most out of the Absence Management and PTO Accruals functionality, you need to understand the following key concepts:

Leave and Absence Management

Flexibility is the keynote of Oracle's approach to absence management and PTO accrual plans. You set up the rules that define how you record absences, who is entitled to paid leave of each type, and how much time can be taken.

Can I define which types of absence I want to track and the units of time in which they are recorded?

Yes, you can define as many types of absence as you require, and assign them to categories for ease of reporting. You can also define reasons for absence, to provide additional reporting information. For example, the category might be "family leave," the type might be "maternity," and the reason might be "birth." Each absence type can be recorded in days or hours.

What about study leave and other absence types that are not available to all employees?

You can control which groups of staff are eligible to take absences of each type. Absences are recorded on element entries. By linking the element to organizations, jobs, grades, employment categories, or other assignment components, you control who can take each absence type.

How do I record absences?

You can use Batch Element Entry (BEE) to make entries of absence elements, and other timecard data. You can record the number of days or hours absent, and any other information you have designed the element to hold (such as absence reasons). If you use Oracle Time & Labor, or another time entry application, you can send timecards to BEE using the API.

Alternatively, employees can enter their own absences through self-service, or their line managers can do this for them. These absence records can be submitted for approval before they are recorded in Oracle HRMS.

You can also use the Absence Detail window to enter proposed or actual absences, and to see the effect of the absence on any corresponding PTO accrual plan.

How do absence types relate to PTO accrual plans?

Each accrual plan is associated with one absence element (and hence one absence type). Each entry of time off reduces the net accrual on the plan. You can also associate any number of other elements with a plan and determine how entries to these element affect the accrual calculation. This is useful for recording time bought or sold, or unused PTO brought into a new plan on enrollment.

What rules govern PTO accrual plans in Oracle HRMS?

A few types of accrual plan are seeded with the system. However, accrual plan rules vary from enterprise to enterprise, and country to country. Oracle HRMS provides you with the flexibility to define your own plan rules. Here is just a selection of the rules you can set up:

How do we track and analyze absences and net accrual entitlement?

When you enter an absence you can see, at the employee level, how much absent time of the same type has already been recorded for the employee. If the absence affects net entitlement in a PTO accrual plan, you can see current and projected entitlement figures for the plan. In another window, you can view a full absence history for an employee.

Across all employees, you can view absences of a certain type or category, within a specified time period. Using the Absences Report, you can track absences of one or more types for employees in each organization.

Employees can view their own accrual balance on the web using Self Service, and line managers can do the same for all the employees they manage.

See:Accrual Balances Maintained by SSHR, Oracle HRMS Deploy Self-Service Capability Guide

See: Leave and Absence Management:Self-Service Functionality, Oracle HRMS Deploy Self-Service Capability Guide

Absence Management Setup

Absence Categories and Types

Oracle HRMS provides a convenient way to maintain information about the various absence types your enterprise recognizes. To facilitate reporting and analysis of employee absences, you can distinguish between absence types and absence categories. An absence category is a group of related absence types.

Some absence categories may be predefined for your legislation. The table below contains examples of absence categories and types, for illustration purposes only. You can extend the list of predefined categories and define your own absence types, as required.

Example Absence Categories and Types:

Absence Category Absence Type
Medical Leave Illness or Injury
  Work-related Injury
  Work-related Illness
  Medical Appointment
Family Leave Paid Maternity/Paternity
  Unpaid Maternity/Paternity
  Dependent Care
Personal Leave Compassionate Leave
  Personal Business
Professional Leave Certification Classes
  Meeting Attendance

Also, to assist with absence reporting and analysis, you can provide reasons to select from when recording employees' time taken for an absence type. For example, if you need information to analyze the particular family-related responsibilities that cause employees to miss work, you can define reasons for absence types as follows:

Example Absence Category, Types and Reasons:

Absence Category Absence Type Absence Reasons
Family Leave Paid Maternity/Paternity Birth of a child
    Adoption of a child
  Dependent Care Child Care
    Elder Care
    Disabled Care

Setup of Absence Types

Setting up each absence type is essentially a two-step process. One step involves defining the type, that is, entering its name, and optionally selecting a category and reasons for it. The other step involves defining an element to associate with the type. This element serves two important purposes:

To hold a single running total of time taken for two or more absence types, you associate all the types with the same absence element. For example, your absence category Personal Leave may include two absence types you need for certain reporting purposes, Compassionate Leave and Personal Business. However, you require just one running total to be kept of employees' time taken for both types of personal leave. In this case you simply associate both absence types with the same absence element.

Note: If you want to use absence types without recording accrued totals or eligibility rules, you can define the type with no associated element.

Absence Elements

Each element you define and associate with an absence type has an input value with either hours or days as its unit of measure. The input value holds an increasing balance, that is, a running total of the hours or days an employee has taken for an absence type.

See: Setting Up Termination Payments.

Increasing Balances of Time Taken

As you would expect, an increasing balance for an absence type starts with no time entered, and increases as you enter employees' hours or days absent. For example, if the absence type Compassionate Leave has an increasing balance, the balance starts from zero for each employee and increases by the number of hours entered for each absence of this type.

The following table describes the increasing balance for an absence type:

Increasing Balance
Input Value Unit of Measure Initial Entry
Hours Hours in decimal format (none)

Example Element for the Absence Type Compassionate Leave

Increasing balances are appropriate for most absence types. For absence types for which your enterprise sets a maximum time allowed, the system issues a message when an entry of time absent exceeds this maximum, or Oracle Alert can notify you when an employee reaches the maximum time or takes excess time.

See: Oracle Alert User's Guide

When defining an absence type for an accrual plan, you give it an increasing balance that shows the employee's accrued time taken. When you record an absence using the Absence Detail window, you can see the amount of accrued time a plan participant has available for use as vacation or sick leave.

Decreasing Balances of Time Remaining

If your enterprise sets a maximum time allowed for an absence type that is not connected to an accrual plan, you have the option of setting up a decreasing balance for this type, instead of an increasing balance.

For example, suppose your enterprise allows certain employees 32 hours leave per year for professional development. The Professional Leave absence element can have a decreasing balance, and an initial entry of 32 hours.

The following table describes the decreasing balance for an absence type:

Decreasing Balance
Input Value Unit of Measure Initial Entry
Amount Hours in decimal format 32

Example Element for the Absence Type Professional Leave

If you record an employee absence of 4 hours for this absence type, the decreasing balance shows 28 hours still available to be taken.

Decreasing absence balances require more maintenance than increasing balances. They need a prorated initial balance entry for all eligible new hires throughout the year, and require resetting each year for all eligible employees.

Notice that an absence element cannot have both a decreasing and an increasing balance; it has one or the other.

Initializing an Absence Balance

Oracle HRMS for Australia uses BEE, for batches of employees to initialize both increasing and decreasing absence balances at the year's start, and to enter initial amounts of any decreasing balances.

Referencing Absent Time in Payroll Runs

You can reference absence time taken (amount of an increasing balance) or absence time remaining (amount of a decreasing balance) for absence types in formulas for earnings, deductions, or other items Oracle Payroll processes in payroll runs. For elements holding absence balances to process in payroll runs, you must set the element's termination rule to Actual Termination.

When defining the input value to hold the absence balance for an absence type's element, you can check the Database Item box. Entries to this input value then become database items that formulas for payroll calculations can access.

You can use these database items in customized reports, as well as payroll runs.

Leave Payments and Leave Liability

You can use Oracle Payroll make leave payments and account for leave liability.

If you want to pay employees for absences, you must associate your absence elements with formulas and payment elements.

If you want to calculate the value of an employee's leave liability, then you must ensure that you have set up the employee's ordinary and/or average pay hourly rate using a formula to calculate the hourly rate.

There is one predefined formula for calculating an hourly rate from a salary, SALARIED_HOURLY_RATE_PERIOD_BASIS

This formula calculates the ordinary pay hourly rate for salaried employees.

SALARIED_HOURLY_RATE_PERIOD_BASIS divides salary by the number of payroll periods in a year and divides this result by the number of week day working hours in the period being processed.

You can use these formula as supplied, configure it, or create your own.

You associate each absence element with a formula and one of the predefined payment elements by creating formula processing and result rules.

Three types of leave have been predefined in Oracle HRMS for Australia:

Note: You must have Oracle Payroll installed in order to be able to set up leave payments in Oracle Human Resources for Australia.

Leave Liability Processing

Leave liability is the accrued debt owed by an enterprise for the leave balances of its employees.

Using Oracle HRMS allows you to calculate leave balances and the value of leave liability.

In order to calculate the value of an employee's leave liability, the application needs to know the employee's ordinary and/or average pay hourly rate.

You can use the predefined hourly rate formulas supplied with Oracle HRMS for Australia, or define your own.

Note: You must run the Annual Leave Liability process before running the Leave Liability report.

See: "Running the Annual and Long Service Leave Liability Process", Oracle HRMS Payroll Processing Management Guide.

See: "Running the Leave Liability Report"., Oracle HRMS Payroll Processing Management Guide

Setting Up Absence Management

Use the following steps to set up absence management.

  1. If you want to associate recurring elements with absence types, you must set up proration and retro notifications. This ensures that absences that end in the middle of a payroll period are detected and processed by the payroll run, and that retrospective changes to absences are recorded in the Retro Notifications report.

    Note: Proration is available to Oracle Payroll users in selected localizations only.

    To set up proration and retro notifications, you must:

    • Find all the dynamically generated triggers for the table PAY_ELEMENT_ENTRIES_F in the Dynamic Trigger Definition window. (You must deselect the Insert triggering action so that all the triggers are returned by the Find.) Make sure the Generated and Enabled check boxes are checked for all the continuous calculation triggers.

    • Query the Incident Register functional area in the Functional Area Maintenance window, and enter the business groups for which you want to enable proration on the Business Group tab. Optionally, you can further secure the proration functionality by selecting payrolls on the Payroll tab.

    • Use the Table Event Group window to group the two events that you need to detect to prorate absences - datetracked updates to absence start date and absence end date. Select Proration for the event group type, and Payroll Period for the proration period. In the Datetracked Events region, select DateTrack Update as the update type, PAY_ELEMENT_ENTRIES_F as the table, and EFFECTIVE_START_DATE and EFFECTIVE_END_DATE as the columns.

    • Use the Table Event Group window to group the datetracked events on the PAY_ELEMENT_ENTRIES_F table you want to track in the Retro Notifications report. The event group type is Retro.

    See: Setting Up Proration and Retro Notifications, Oracle HRMS Payroll Management Guide

  2. Define an absence element, with at least one input value, for each absence type. Link this element to define who is eligible.

    See: Defining and Linking an Absence Element

    Note: Omit this step if you are setting up an absence type for which you do not need to maintain a running total of time taken or remaining, and you do not need eligibility rules.

    US and Canada Payroll only: If you want to process the absence element in the payroll run, generate it using the Earnings window.

    Mexico only: If you want to process the absence element in the payroll run, generate it using the Element Design Wizard.

  3. Define categories of absence types as values for the Lookup Type ABSENCE_CATEGORY, and your absence reasons as values for the Lookup Type ABSENCE_REASON. In some legislations there are predefined categories and reasons.

    You can select the same reason for different absence types.

    See: Adding Lookup Types and Values, Oracle HRMS Configuring, Reporting, and System Administration Guide

  4. Define each absence type, and associate it with an absence element.

    See: Defining an Absence Type

    Note: To keep a single record of employees' time taken for two or more different absence types, you can associate the same element with several types.

  5. For an absence type with a decreasing balance, use BEE or the Absence Detail window to initialize the absence balances for employees eligible for the type.

    If you want to make batch entries, see Making Batch Element Entries Using BEE, Oracle HRMS Configuring, Reporting, and System Administration Guide.

  6. If you defined a recurring element, create a payroll formula that handles proration to process the element and calculate the appropriate absence duration in each pay period (taking into account the number of days or hours in a month, working and shift patterns, public holidays, and so on).

    Sample Proration Formulas, Oracle HRMS FastFormula User Guide

  7. If you want to set up the application to calculate the duration of an absence automatically, you have two options:

    • Set the HR: Schedule Based Absence Calculation profile option to Yes, if you want the application to use the worker's schedule and calendar events from their primary assignment to calculate absence durations. To use this option, you must first define schedules and calendar events that are relevant to your enterprise and assign them to various levels in your work structures.

      See: Setting Up Availability , Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide

    • To calculate absence duration from the absence start and end dates without using the schedules and calendar events information of an employee, create a basic formula. If you want the absence duration calculation to update automatically each time you change the absence dates, you must set the profile option HR: Absence Duration Auto Overwrite to Yes.

      See: Writing Formulas to Calculate Absence Duration, Oracle HRMS FastFormula User Guide

Defining and Linking an Absence Element

Define an absence element in the Element window.

US and Canada Payroll only: If you want to process the absence element in the payroll run, initiate it on the Earnings window instead of using the Element window.

Mexico only: If you want to process the absence element in the payroll run, initiate it with the Element Design Wizard instead of using the Element window.

Spain only:If you want to compute the social security earnings you must use the predefined elements for Sickness Details, Maternity Details, Part-time Maternity Details, Pregnancy-at-Risk Details and Adoption Details.

To define an absence element

  1. Set your effective date to a day on or before the start of the first payroll period for which you want to enter absences.

  2. Enter a name for the element, and select the classification Information or Earnings.

    Tip: Give the absence element and its absence type the same name, or coordinate the element name with the type name. For example, for the absence type Compassionate Leave, name the element Compassionate Leave or Compassionate Leave Absence.

  3. Enter a reporting name, for display on reports.

  4. If you are creating a recurring absence element, select your absence element event group in the Proration Group field. This field is only available to Oracle Payroll users in certain localizations.

  5. Select the processing type.

    • Select Recurring if you want to be able to process absences that do not have an end date and you want to apportion absence time correctly across payroll periods.

    Note: You can only select Recurring if you use Oracle Payroll and the Proration functionality is enabled for your localization. (In this case, you should see the Proration Group field on the Element window)

    • Select Nonrecurring if it is acceptable to record the full duration of the absence in the payroll period in which the absence starts.

  6. Select the termination rule. This is normally Actual Termination.

  7. Check the Multiple Entries Allowed box if you want to enable employees to have:

    • (Nonrecurring) More than one instance of the absence type within a pay period.

    • (Recurring) Overlapping entries of the absence.

  8. If this is an absence element for a PTO accrual plan, do not select Process in Run. Uncheck this box if necessary.

    If the element is recurring, ensure that the Process in Run box is checked so that the absence duration can be calculated by the payroll run.

  9. If employees must be a certain age or have served for a certain number of years to be allowed this absence, enter this information in the Qualifying Conditions region.

    Note: If this is an absence element for a PTO accrual plan, the plan setup relates length of service to accrued time off. Do not make an entry here for length of service.

  10. Save the element, then choose the Input Values button.

  11. In the Input Values window, create an input value to hold the amount of time taken. Select units of Day, Hours in HH format, or Hours in Decimal Format (to one, two, or three decimal places).

    If you are defining an absence element for a PTO accrual plan, give the input value the name Hours or Days, to accord with the unit of measure of the plan. When you define the plan using the Accrual Plan window, this input value name appears in the Units field of the Absence Information region.

    Important: If you select Required for an input value, you must select this input value on the Absence Attendance Type window. Do not select Required for more than one input value.

    New Zealand users only: You must also create the following input values:

    • Seasonal Shutdown - for Annual Leave and Annual Leave Termination elements

    • Number of complete weeks - for the Special Leave and Protected Voluntary Service Leave elements.

  12. You can define minimum and maximum days or hours that can be entered in an absence record. If you do this, select what happens if these limits are breached:

    • Select Warning for the system to warn users but allow them to breach the limits.

    • Select Error for the system to issue an error message and prevent users from saving an entry that breaches the limits.

  13. Save your work.

To link the absence element

  1. Set your effective date to a day on or before the start of the first payroll period for which you want to enter absences.

  2. In the Element Link window, select the absence element you defined.

  3. Select eligibility criteria for this absence element, if appropriate. If you want to make the element available to all employees, do not select any criteria.

  4. Save the link. Then define the absence type associated with this absence element.

    See: Defining an Absence Type

Defining an Absence Type

Use the Absence Attendance Type window to define an absence type and associate it with an element.

To define an absence type

  1. Enter a name and category for the absence type.

    Tip: Give the absence type and its associated element the same name, or coordinate the type name with its element name. For example, name the absence type for a PTO accrual plan Salaried Sick PTO Plan, and its associated element, Salaried Sick PTO Absence.

  2. Select Allow Absence Overlaps if absences of this type can overlap other absences. If you deselect this option, the application warns you if you enter an absence that overlaps another absence of any type.

  3. In the Associated Element region, select the element defined for this absence type. Select the element's input value that holds days or hours. The unit of measure for the input value appears in the Units region.

  4. In the Balance region, select Increasing if you want each absence entry to add to a running total of time taken to date. The running total covers all absence types associated with the selected element. Select increasing balances for absence types for PTO accrual plans, and for most other absence types.

    For absence types that have a set maximum amount of hours or days allowed, you may select Decreasing. In this case, each absence recorded reduces an initial balance to show time remaining to be taken for the type.

    Note: Decreasing balances require more maintenance. You must enter an initial balance amount for each new hire eligible for the absence type, and must initialize the balance for all eligible employees at the start of each year.

  5. Optionally, select reasons that are valid for entries of this type of absence.

  6. Save the absence type.

Setting Up an Absence Benefit Plan

You can set up absence benefit plans so that the Participation process checks employee eligibility for the plans when it processes absence life events. You set up participant eligibility profiles to determine which absence categories or types are valid for each plan. Both Standard and Advanced Benefits users can set up absence benefit plans.

Tip: Use the same effective date, such as 01 Jan 1951, for all your definitions

UK Users only: There are sample plans provided for Occupational Sick Pay and Occupational Maternity Pay, called PQP OSP Plan and PQP OMP Plan. You can copy these plans using Plan Design Copy and configure them to meet your needs. If you are not using the sample plans, see: Creating Your Own Absence Plan.

Using the Sample Plans

To set up an absence benefit plan using a sample plan

  1. Set the BEN:Enable Absence Plans Functionality profile option to Yes for the users or responsibilities who will enter absences for absence benefit plans, if you want them to run the Participation Process to process the absence life events. This displays the Enroll Absences button on the Absence Detail window.

    See: System Profile Values Window, Oracle Applications System Administrators Guide

  2. In the Submit Requests window, select the process Plan Design Copy - ImportIn the Data File parameter, enter the file pqgbgapl.ldt, which is located at patch/115/import/us in Product Top: PQP.

    See: Importing a Plan Design From a File

  3. Use Plan Design Copy to copy the imported plan. In the Process Name field, enter PQP GB OSP/OMP Absence Plan.

    See: Copying a Program or Plan.

    Tip: First make a copy of the seeded plan in your business group without entering any prefix or suffix for your copy. Select the first option on the Enter Target Details page, which is "Reuse existing objects if current name exists in the target." Then you can make further copies of this copy to configure your plans. When you make further copies, you can select the same option if you want plans to share objects, such as eligibility profiles, or you can select the option "Reuse existing objects if new name exists in target".

  4. Write or configure any formula rules you require, such as the following:

    Important: The formulas attached to the sample plans are for UK users only. In other legislations, you must create your own formulas.

    Rule Formula Type Supplied Examples (UK Only)
    Eligibility rule Participation Eligibility PQP_OSP_PARTICIPATION_ ELIGIBILITY_PROFILE_OTHER_RULE PQP_OMP_PARTICIPATION_ ELIGIBILITY_PROFILE_OTHER_RULE
    Person Change Person Change Causes Life Event PQP_GB_BEN_ABSENCE_START_LER_ PERSON_CHANGE_RULE, PQP_GB_BEN_ABSENCE_END_LER_ PERSON_CHANGE_RULE, PQP_GB_BEN_ABSENCE_DELETE_LER_ PERSON_CHANGE_RULE
    Extra Input Rule Extra Inputs PQP_OSP_STANDARD_RATES _GENERAL_EXTRA_INPUT_RULE PQP_OMP_STANDARD_RATES _GENERAL_EXTRA_INPUT_RULE
    Length of service rate Length of Service Calculation PQP_OSP_STANDARD_RATES _CALCULATION_METHOD_VALUE_RULE PQP_OMP_STANDARD_RATES _CALCULATION_METHOD_VALUE_RULE

    See: Total Compensation Formula Types, Oracle HRMS FastFormula User Guide

  5. Ensure you have Program/Plan years set up.

    See: Defining a Program or Plan Year Period

  6. Select the appropriate Person Changes for the three absence life event reasons, created by the Plan Design Copy process. There is one life event reason for each Life Event Operation Code: Start Event, End Event, Delete Event.

    Note: You only perform this step once. You use the same life event reasons for all your absence plans.

    • The Start Absence life event reason must detect changes to any columns except the end date. Use the Person Change formula rule you created in step 4 to define the columns you want to use to trigger this life event.

      UK users: You must attach the PQP_GB_BEN_ABSENCE_ START_LER_PERSON_CHANGE_RULE formula to the absence start life event

    • You can also use formula rules to define the person changes that trigger the End Absence and Delete Absence life events too.

    See: Life Event Definition

  7. Query the absence plan in the Plans window, and change the status from Pending to Active. Choose the Details button and select your plan periods.

    See: Defining a Benefits Plan

You have completed the plan setup based on a seeded plan, but make sure you complete the Next Steps.

Creating Your Own Absence Plan

To set up an absence benefit plan without using the sample plans

  1. Set the BEN:Enable Absence Plans Functionality profile option to Yes for the users or responsibilities who will enter absences for absence benefit plans, if you want them to run the Participation Process to process the absence life events. This displays the Enroll Absences button on the Absence Detail window.

    See: System Profile Values Window, Oracle Applications System Administrators Guide

  2. Write or configure any formula rules you require, such as the ones shown in the following table.

    Note: UK users: If you want to use the supplied formulas, you must run the following scripts:

    • PQPGBLER.SQL script to create the life event formulas

    • PQPGBOSP.SQL script to create the OSP formulas

    • PQPGBOMP.SQL script to create the OMP formulas

    Rule Formula Type Supplied Examples (UK Only)
    Eligibility rule Participation Eligibility <base name>_OSP_PARTICIPATION_ ELIGIBILITY_PROFILE_OTHER_RULE <base name>_OMP_PARTICIPATION_ ELIGIBILITY_PROFILE_OTHER_RULE
    Person Change Person Change Causes Life Event PQP_GB_BEN_ABSENCE_START_LER_ PERSON_CHANGE_RULE, PQP_GB_BEN_ABSENCE_END_LER_ PERSON_CHANGE_RULE, PQP_GB_BEN_ABSENCE_DELETE_LER_ PERSON_CHANGE_RULE
    Extra Input Rule Extra Inputs <base name>_OSP_STANDARD_RATES _GENERAL_EXTRA_INPUT_RULE <base name>_OMP_STANDARD_RATES _GENERAL_EXTRA_INPUT_RULE
    Length of service rate Length of Service Calculation <base name>_PQP_OSP_STANDARD_RATES _CALCULATION_METHOD_VALUE_RULE <base name>_PQP_OMP_STANDARD_RATES _CALCULATION_METHOD_VALUE_RULE

    See: Total Compensation Formula Types, Oracle HRMS FastFormula User Guide

  3. Define a new plan type, selecting Absences as the Option Type.

    See: Defining Plan Types

  4. Ensure you have Program/Plan years set up.

    See: Defining a Program or Plan Year Period

    Eligibility Profiles

  5. Create a participant eligibility profile for each absence benefit plan.

    Important: Ensure that these profiles are exclusive: participants must only be eligible for one plan at a time.

    • Ensure that your eligibility profile checks that the absence is for the appropriate absence category, such as sickness. You can further restrict eligibility to one or more absence types.

    • UK users: Choose the Others tab and select Rule. Select the supplied rule <base name>_OSP_PARTICIPATION_ ELIGIBILITY_PROFILE_OTHER_RULE for an OSP scheme, or <base name>_OMP_PARTICIPATION_ELIGIBILITY_PROFILE_ OTHER_RULE for an OMP scheme, or another formula that you have created.

    See: Defining an Eligibility Profile

    Life Event Reasons

  6. Create three life event reasons, all of type Absence, and one for each Life Event Operation Code: Start Event, End Event, Delete Event.

    Note: You only perform this step once. You use the same life event reasons for all your absence plans.

    • Select the Person Changes that trigger these life events. The table is PER_ABSENCE_ATTENDANCES. Select columns and values as follows:

      Life Event Column Old Value New Value
      Start Absence DATE_START any value any value
      End Absence DATE_END any value any value
      Delete Absence DATE_START any value no value

    • The Start Absence life event reason must detect changes to any columns except the end date. Use the Person Change formula rule you created in step 2 to define the columns you want to use to trigger this life event.

      UK users: You must attach the PQP_GB_BEN_ABSENCE_ START_LER_PERSON_CHANGE_RULE formula to the absence start life event

    • You can also use formula rules to define the person changes that trigger the End Absence and Delete Absence life events too.

    See: Life Event Definition

    Plan

  7. Define the absence plan.

    Enrollment Requirements

  8. Define the plan enrollment requirements.

    • Choose the General tab, the Plan tab, then Enrollment. Select Automatic in the Method field.

    • Select Current Can Keep or Choose; New Can Choose as the Enrollment Code.

      See: Defining an Enrollment Method for a Plan

    • Choose Coverage. Select Event as the Enrollment Coverage Start Date Code and End Date Code.

      See: Defining Enrollment Coverage Requirements for a Plan

    • Choose Rates. Select Event as the Rate Start Date Code and End of Pay Period as the Rate End Date Code.

    • Choose the Timing tab and the Life Event tab. Select Life Event as the Enrollment Type. Select your Start Absence life event in the Life Event column and select When Elections are Made as the Close Enrollments Date to Use.

      See: Defining Requirements for a Life Event Enrollment for a Plan

    • Click on General and choose the Periods region. Select As of Event Date for the Enrollment Period Start Date, and End of Pay Period for the Enrollment Period End Date.

Next Steps

Define or generate the elements required for the plan, then define a standard rate for the plan to calculate values for the absence element entry.

UK Users: Use the Absence Scheme Creation template, then set up the generated user-defined tables, and define a standard rate for the absence plan (or configure the copied rate if you are using a copy of the seeded plans).

Setting Up Leave Payments and Leave Liability

Follow these steps if you want to use Oracle Payroll to pay for absences.

  1. Set up absence management information.

    See: Setting Up Absence Management

  2. Define leave payment elements with an input value of Ordinary Pay Hourly Rate.

    You can use the following predefined elements or create your own:

    • Annual Leave on Termination

    • Long Service Leave on Termination

  3. Define hourly rate formulas:

    One formula is supplied that calculates an hourly rate from a salary, SALARIED_HOURLY_RATE_PERIOD_BASIS.

    The formulas associated with absence elements should have an indirect result to feed the ordinary pay hourly rate to the Ordinary Pay Hourly Rate input value of the respective leave payment element.

    The hourly rate formula uses the work day information entered on assignments.

    See: Entering Additional Assignment Information, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide

    You can use the predefined formula, configure this formula, or write your own.

  4. Define element links

    Link your absence elements and leave payment elements.

  5. Associate hourly rate formulas with absence elements.

    Create formula processing rules to associate your hourly rate formulas with your absence and termination elements. Create formula result rules to feed the ordinary pay hourly rate as an indirect result to the Ordinary Pay Hourly Rate input value of the appropriate leave payment (or leave payment on termination) element.

    See: Defining Formula Processing and Result Rules.

  6. Define accrual plans:

    You must define accrual plans for Special Leave and Annual Leave.

    See: Setting Up Accrual Plans

  7. Enroll employees in accrual plans:

    See: Enrolling Employees in PTO Accrual Plans

Setting Up Absences with Time Period Definition

Oracle HRMS for Australia enables users to process recurring and non-recurring leave element associated with Time Period Definition on a daily basis. The application calculates the leave duration and pay value in payroll run results. The SOE, Pay Advice (Australia) report and Online Payslip display these values in the Leave Taken section.

Time Period definitions are a combination of start date and end date stored in the application, which are independent of payroll period dates. These dates are used during payroll processing of elements associated with Time Period Definition.

When you use a recurring absence, the SOE displays the duration and pay value for the number of recurring days. The Hours and Pay Value are fed on a daily basis.

When you use the non-recurring absence, the payroll run creates multiple pay run results for the whole payroll period. The SOE displays the value of the leave taken for Duration from the absence hours/days entered in Absence Definition window and pay value from the leave payment element run result.

  1. Recurring Absences Setup:

    If you are using recurring leave elements associated with time definition for recording absences, follow the steps given below :

    1. Define a time period definition.

    2. Define a proration group.

    3. Define a leave element and associate time period definition and proration group.

    4. Define appropriate fast formula to calculate Duration and Pay Value of leave.

    5. Define a leave pay element with two input values having names Pay Value and Hours.

    6. Define formula results such that the formula created feeds the leave payment element input values Pay Value and Hours.

    7. Create an absence and an accrual plan.

    8. Run Payroll.

    9. Run Prepayment.

    10. Run Pay Advice (Australia).

    11. View SOE.

  2. Non-recurring Absences Setup:

    If you are recording non-recurring leave associated with time definition, follow the steps given below:

    1. Define a time period definition.

    2. Define a leave element and associate time period definition created.

    3. Define appropriate fast formula to calculate the duration and pay value of leave taken on daily basis.

    4. Define a leave pay element with two input values - Pay Value and Hours.

    5. Define formula results such that the formula created feeds the leave payment element input values Pay Value and Hours.

    6. Create an absence and accrual plan.

    7. Run Payroll

    8. Run Prepayment.

    9. Run Pay Advice (Australia).

    10. View SOE.

Termination Payments

Termination Payments

Terminating an assignment involves the processing of termination payments and termination deductions. The application calculates these according to the type of termination and the appropriate payment or deduction classification.

See: Survey of Classifications

The type of termination also determines the taxation treatment of termination payments. Terminations within Oracle HRMS for Australia include:

Employment Termination Payment

Employees receive Employment Termination Payment (ETP) as a lump sum amount on their termination or another person receives on employee's death. Employees can receive this payment as either a:

ETP and Preservation Age

The ETPs comprise of a taxable component and a tax-free component. The taxation of ETP's includes a threshold that depends on Preservation Age of the employee. The date of birth of an employee determines an employee's preservation age. Employees are taxed on the taxable components of this payment according to their preservation age. The application uses the employee's date of birth to determine the preservation age and calculates the taxable amount for these payments.

Important: While processing termination payments, ensure to end-date the link for the element ETP ON TERMINATION and re-link after the date of the last element entry for this element.

Termination Payments and Leave

The termination process calculates payments for employees who have two or more annual leave accrual plans. The application adds the hours or days of all the employee's leave accrual plans and calculates the termination payments and the amount of the tax.

Note: To have the application correctly calculate the payments, the same unit must be used to record the employee's accrual. For example, the plans must record the accrual as hours or as days.

Some employees qualify on termination for payment of pro rata long service leave (leave the employee has accrued but is not yet eligible to take). For example, some employees qualify for long service leave (LSL) payment when they resign or as part of the termination terms of an enterprise bargain agreement. An employee qualifies for this leave based on the eligibility rule defined for the Long Service Leave on Termination element. You can override the eligibility rule, so that when you terminate an employee, you can pay out the accrual or entitlement amount.

Payment Type Code and ETP Reporting

The ATO has introduced a new cap for ETP payments in addition to the current ETP cap called the Whole of Income Cap. The calculation for the taxation of ETP payments includes this new whole of income cap effective 1 July 2012. The layout of the ETP Payment Summary and the electronic file reporting for EOY includes these changes.

ETPs can be paid in multiple parts and may contain an excluded payment (for example, genuine redundancy payments) and non-excluded payments (for example, golden handshake). The ETP cap amount will be applied separately to the excluded and non-excluded payment parts. If an ETP consists of two parts, the part that is an excluded payment (if any) is taken into account first. Eemployer issues two payment summaries:

The employment termination payment includes the Payment Type Code which is reported on the Payment Summary and in the electronic file sent to the ATO.

Users can select whether the payment being made is excluded or included in the Whole of Income cap for the following ETP Payments:

The default is No or the payment type is excluded from Whole of Income Cap. Users can select Yes to include the payment in the Whole of Income Cap.

When calculating the tax on an ETP payment, the taxes are subjected to either the ETP Cap and Whole of Income Cap.

Users must recreate the link for ETP on Termination effective from 1-Oct-2012 to ensure that the application calculates the taxes accurately.

Oracle delivers new versions of AU_ETP_ON_TERMINATION and AU_ETP_TAX_CALCULATION to calculate the ETP Tax accurately and the Global ETP_WHOLE_OF_INCOME to store the Whole of Income Cap.

The Termination Report displays the ETP Payment information for Excluded ETP and Death Termination type under ETP Payment and for Non Excluded ETP under the Non Excluded ETP information sections.

See: Setting Up Termination Payments

Setting Up Termination Payments

When you implement Oracle Payroll for Australia, you define the termination elements and plans. After that initial set up you can process termination payments.

See: Entering Termination Payments Information

To set up eligibility for long service leave

  1. Specify the Long Service Leave requirements for the lookup type AU_TERM_LSL_ELIGIBILITY_YEARS.

    For example, you might set up this lookup type for each Australian state and use the following definitions:

    • Code Field = Code

    • Meaning Field = State/Type/Award

    • Description = Number of eligibility years

    See: Adding Lookup Types and Values, Oracle HRMS COnfiguring, Reporting, and System Administration Guide

  2. Define a Long Service Leave accrual plan and a Long Service Leave absence element. You must define the Long Service Leave element with the Long Service Leave classification.

    You set up a Long Service Leave accrual plan for each definition you create, for example, Australian states, because the eligibility for long service leave may vary for each definition, or state.

    Allocate the definition details to the Long Service Leave element using the Further Information flexfield, and then select Long Service Leave Eligibility Years from the list of values.

    Once you have set up your Long Service Leave accrual plans, enter the accrual details for each plan.

    See: Setting Up an Accrual Plan

    See: Defining an Absence Element.

    Note: An employee must enroll in a Long Service Leave accrual plan before you can pay that person long service leave on termination. You can override the eligibility rule for paying long service leave on termination from Element Entries window or the Termination Payment window.

    See: Entering Termination Payments Information

To set up the leave hourly rate

  1. Specify the leave hourly rate that the application uses to calculate the termination payment amount for an assignment.

    Associate a formula with the predefined Leave Hourly Rate element, and then set up the formula results so that the application can calculate the Hourly Rate.

    Alternatively, the system administrator at implementation may have the predefined Leave Hourly Rate element indirectly fed by another element.

To link predefined termination elements

  1. The following predefined elements must be linked during implementation:

    • Annual Leave on Termination

    • Annual Leave Marginal on Termination

    • Annual Leave Loading on Termination

    • Lump Sum A Deduction

    • Lump Sum B Deduction

    • Lump Sum C Deduction

    • Lump Sum D Payment

    • Leave Hourly Rate

    • Long Service Leave on Termination

    • Long Service Leave Post 15_08_1978

    • Long Service Leave Post 17_08_1993

    • Long Service Leave Pre 16_08_1978

    • Annual Leave on Termination

    • ETP on Termination

    • ETP Prepayment Information

    • ETP Payment Termination Leave

To make multiple ETPs

You can make multiple entries to ETP and produce multiple Payment Summaries for each payment type.

  1. Create multiple element entries of element ETP on Termination. Oracle HRMS supports the following combinations.

    Tip: Use the Up-Down arrow keys to navigate to multiple entries of element entries of ETP on Termination.

    Type Part of Previously Paid ETP
    Life Benefit ETP Not Part of Previously Paid ETP No
    Life Benefit ETP which is Part of Previously Paid ETP Yes

    Important: Ensure to use same values for Inputs Pre 83 Days, Post 83 Days and ETP Service Date for all element entries for the element ETP on Termination.

Entering Termination Payments Information

You record and enter termination payments details for an employee in the Termination Payments window.

From this window, you can view information about an employee's:

  1. annual leave

  2. long service leave

  3. employment termination payments

You can access:

From the Termination Payments window, you can view information about Annual Leave and Long Service Leave accrual balances at termination. This window also allows you to override accrual balances, and the total amount of annual and long service leave to be paid.

You can use this window to view information about Employment Termination Payments (ETP).

To enter information about annual leave on termination

The Annual Leave tab provides the following fields that enable you to override required amount for Annual Leave:

The application uses information from the Accrual Plan if you have not entered the Leave Hours and Leave Payment information. The Processed checkbox displays as checked after the Annual Leave payments have been processed in a payroll run.

To enter information about long service leave on termination

The Long Service Leave tab provides the following fields to override required Date period amounts for Long Service Leave:

The Payment inputs take precedence over any other input values.

The Hours inputs are used with the Leave Hourly Rate Balance to calculate the Long Service Leave payment.

The application calculates each date period separately. It calculates the date period based on information entered here and then calculates the remaining date periods from the Accrual Plan.

If an employee qualifies for payment of pro rata long service leave--leave the employee has accrued but is not yet eligible to take--you can click Override Eligibility on the Long Service Leave tab of the Element Description window. When you terminate an employee, you can then pay the accrual or entitlement amount. (You can also override the eligibility rule from the Assignment Element Entries window by selecting Y/N on Override Eligibility input value.)

Note: To enable the override eligibility functionality, you must re-link the predefined element Long Service Leave on Termination.

The Processed checkbox appears selected after running a payroll that includes the Long Service Leave payments.

To enter ETP on Termination information

The ETP tab provides the following fields to enable you to enter payment information:

The Pay ETP checkbox is used to determine whether you want to pay ETP payments at this time. Leave payments are always paid on termination, but situations may arise where you pay ETP components at a later date.

Enable the Part of Previously Paid ETP checkbox, if the termination payment has been partially paid as part of any previous payment.

Enable the Non Excluded checkbox to include the ETP payment input amount in the Whole of Income Cap while calculating ETP taxation. By default it is set to No and excluded.

Multiple ETP Payments

Oracle HRMS supports multiple entries to ETP and producing multiple ETP Payment Summaries for each payment type. You can use the predefined elements and balances for ETP payments, ETP Deductions, and Invalidity Components.

See: Predefined Elements

See: Australian Balances

See: Setting Up Termination Payments

Processing ETP Payments (Salary In Lieu Pre Tax Deduction)

Salary in Lieu payments on termination are now superable. Some enterprise agreements allow this superable amount to be salary sacrificed. As such superannuation calculated on salary in lieu on termination is now supported as a pre tax deduction.

Oracle provides the element ETP Pre Tax on Salary in Lieu and balances to support the ability to salary sacrifice super from the Salary in Lieu component of an ETP payment on termination.

On termination of an employee with a pre tax superable salary in lieu component, the predefined element ETP Pre Tax on Salary in Lieu must be added to element entries.

ETP Pre Tax on Salary in Lieu element has the following inputs:

You can enter either an amount which must equal the pre tax superable salary in lieu amount or a percentage that is calculated on the value entered on the Salary in Lieu input value on the ETP Termination element entry.

Viewing Terminations Information

The Termination Payments window displays termination payment information for an employee assignment that has already been terminated.

See: Ending Employment, Workforce Sourcing, Deployment, and Talent Management Guide (Australia)

The Termination Payments window contains an employee details region, and tabbed regions for Annual Leave, Long Service Leave and Employment Termination Payments (ETP).

Additionally, the Termination Payments window contains the buttons QuickPay, End Employment and Entries. These buttons link to the QuickPay, Terminate and Element Entries windows respectively.

To navigate to the Termination Payments window

  1. From the menu navigator, select FastPath -> Termination Payments. The Termination Payments window is displayed.

    Note: You must make sure you enter the relevant elements in the Element Entry screen or the tabbed regions will not be enabled.

    Annual Leave

    This tabbed region displays element entry details for the Annual Leave on Termination element. The termination process calculates payments for employees who have two or more annual leave accrual plans. The application adds the hours or days of all the employee's leave accrual plans and calculates the termination payments and the amount of the tax.

    You can update or delete details in the Leave, Loading and Other fields.

    The Leave field has both a Payment and Hours component.

    Note: You can only enter either Payment information or Hours information, and not both, for each date range.

    The Accrual (Hours) and Effective Dates fields are not editable.

    The Processed checkbox indicates whether the element entry has been processed in a pay run.

    Long Service Leave

    The Long Service Leave tabbed region displays element entry details for the Long Service Leave on Termination element.

    You can update or delete the details in the Pre August 1978, Post August 1978 and Post August 1993 fields.

    Each of the fields has both a Payment and Hours component.

    Note: You can only enter either Payment information or Hours information, and not both, for each date range.

    The Accrual (Hours) and Effective Dates fields are not editable.

    The Processed checkbox indicates whether the element entry has been processed in a pay run.

    ETP - Employment Termination Payments

    The ETP tabbed region displays element entry details for the Employment Termination Payments on Termination elements.

    You can update or delete details in the Redundancy Payment, Golden Handshake, Salary in Lieu of Notice, Unused Sick Leave, Unused RDO, and Other, Compensation fields.

    The PreDays, Post Days, and Effective Dates fields are not editable.

    The Pay ETP Components checkbox indicates whether these ETP components should be included in this pay.

    The Part of Previously Paid ETP indicates whether the ETP has been paid partially as part of any previous payment.

    The Processed checkbox indicates whether the element entry has been processed in a pay run.

Paid Parental Leave

Paid Parental Leave Overview

The Paid Parental Leave (PPL) program enables a parent, or parents if shared; to receive 18 weeks pay from their employer during their 12 months maternity leave period. Employers can make these payments at any time during the 12-month period. This leave is paid at the national average earnings rate.

Oracle HRMS for Australia enables employers to make PPL payments to employees who have availed leave.

Users can record the reference number start and end dates of the parental leave using the Person EIT.

Taxation of PPL Payments

PPL payments are taxed as normal earnings following the PAYG taxation rules including tax variations, HELP and SFSS. PPL payments are non superable and do not attract payroll tax. Periods of PPL are not considered service for the payment of ETP and accrual of leave.

Reporting PPL Payments

Employers report the PPL payments on an employee payslip with the applicable dates. PPL is reported as normal earnings on all other reporting and in the gross earnings on the Payment Summary. The online payslip and the SOE display Paid Parental Leave information under the Leave Taken section.

Predefined Element and Balance

Oracle provides the predefined element Statutory Paid Parental Leave Payment that is a non- recurring earnings element with a Standard primary classification.

The Statutory Paid Parental Leave Payment element has the following input values:

The balance Statutory Paid Parental Leave Payment records the paid parental leave value.

Superannuation

The predefined element Statutory Paid Parental Leave Payment does not feed the predefined SGC balance. The PPL are not included in SGC calculations. If users have created their own balance for SGC calculation, they will need to ensure this new element does not feed their balance.

If users use a predefined balance for their SGC calculation for example Earnings_Total or Earnings_standard, the Paid Parental Leave element feeds these balances, so users must use another balance or reduce this balance by manual means.

Payroll Tax

Paid Parental Leave payments are excluded from State Payroll Tax. The predefined element Statutory Paid Parental Leave does not feed any of the predefined payroll tax balances. So no payroll tax is calculated on this amount.

Paid Parental Leave

Setting Up Paid Parental Leave

Employers can pay the paid parental leave payments to their employees at any time during the 12 month period. This leave is paid at the national average earnings rate.

To enable employers to pay Paid Parental Leave Payments to employees, follow the steps given below:

  1. Ensure that the Statutory Paid Parental Leave Payment is available.

    See: Predefined Elements

  2. Ensure to add the Person Extra Information - AU Paid Parental Leave Reference Number to your responsibility from the Information Types Security menu. This is an optional step.

    See: Person Extra Information Types, Oracle HRMS Workforce Sourcing and Talent Management Guide (Australia)

    See: Setting Up Extra Information Types For a Responsibility, Oracle HRMS Configuring, Reporting and System Administration Guide

  3. Link the predefined elements Paid Parental Leave Payment and Retro Paid Parental Leave Payment to your payroll.

    See: Defining Element Links

  4. Query the employee for whom you need to make the payments and record element entries.

    See: Entering a New Person, Oracle HRMS Workforce Sourcing, Deployment and Talent Management Guide

    See: Finding a Person Using the Find Person Window, Oracle HRMS Workforce Sourcing, Deployment and Talent Management Guide

  5. If you need to pay Paid Parental Leave payments retrospectively, ensure to set up retrospective elements for calculating the taxes correctly.

    See: Setting Up Retrospective Processing of Paid Parental Leave

Retrospective Processing of Paid Parental Leave

Perform the following steps if you require the retrospective processing of paid parental leave.

Using RetroPay by Element

  1. Use the Statutory Paid Parental Leave Payment element for retrospective payments and include in the Element Set for RetroPay by element.

  2. Set up the retro formula result using the AU_RETRO_PAY formula for RetroPay by Element to ensure correct retro taxation.

Using Enhanced RetroPay

  1. Attach the retro components to the predefined element.

  2. Set up the retro formula result using the AU_RETRO_PROCESSED_COUNT formula for RetroPay (Enhanced) to ensure correct retro taxation.

Setting up Retrospective Processing of Recurring Statutory PPL

If you need to process recurring statutory Paid Parental Leave payments, complete the following setup:

  1. Ensure that the predefined elements are available:

    Rec Statutory PPL Payment

    Retro Rec Statutory PPL Payment

  2. Link Rec Statutory PPLeave Payment and Retro Rec Statutory PPL Payment elements to all payrolls.

Using RetroPay by Element process

If you are using Retropay by Element process, then follow the steps below :

  1. Ensure that the elements Rec Statutory PPL Payment and retro element Retro Rec Statutory PPL Payment are available under Recalculation tab.

  2. Add Rec Statutory PPL Payment element to the appropriate Retro Element Set.

  3. Query the Retro Rec Statutory PPL Payment element in the Formula Results window and add the formula AU_RETRO_PAY to ensure correct taxation.

  4. Run payroll for the employees to whom you want to process PPL.

Using Enhanced RetroPay

If you are using the Enhanced RetroPay process, then follow the steps below :

  1. Create the following elements to record the value of retro Paid Parental Leave payments.

    • Retro PPL LT12 Curr

    • Retro PPL LT12 Prev

    • Retro PPL GT12

  2. Feed the Pay Value to retro balance for each element.

  3. Link the elements that you created to all payrolls.

  4. Query the Statutory Paid Parental Leave Payment element and add the following:

    • Retro event group

    • Retro components

    • Retro time spans and the element Retro PPL element that you created.

  5. Ensure that the Retro Formula Result setup is complete. You require the AU_RETRO_PROCESSED_COUNT formula to ensure correct retro taxation.

  6. Query the element Retro PPL LT12 Prev. Add the formula AU_RETRO_PROCESSED_COUNT and create formula results.

  7. Run payroll for the employees to whom you want to process PPL.

PTO Accruals Setup

Accrual Plan Structure

In Oracle HRMS, accrual and entitlement plans are based on elements, formulas, and a net accrual calculation. All of these are available for you to configure so you have complete control over the rules underlying your plans.

Oracle HRMS does not store accrual or entitlement totals. It calculates them dynamically, by calling the Accrual formula. This formula calculates an employee's accrual or entitlement. The net accrual calculation specifies the element entries that should add to or subtract from the accrual or entitlement.

The table below further explains the role of the elements, formulas, and net accrual calculation.

Constituents of Accrual Plans
This aspect of an accrual plan ... Is for ...
Absence element Storing entries of days or hours absent.
Accrual plan element Enrolling employees in the accrual plan; system generates the element.
Other elements Storing other amounts of time to be included in the net accrual calculation, you create any other elements your plan requires.
Accrual formula Calculating accrual or entitlement to date
Entitlement Adjustment element Making adjustments to the entitlement.
Accrual Adjustment element Making adjustments to the accrual.
Ineligibility formula Checking whether an employee is eligible to use accrued PTO on the effective date of an absence entry made by BEE (Batch Element Entry); called by BEE validation.
Note: This formula is not required if you enter the plan's ineligibility period in the Accrual Plan window.
Net accrual calculation Defining which element entries add to or subtract from the gross accrual to create net.

Constituents of Accrual Plans

Accrual Elements

For each accrual plan, you define and link an absence element and absence type and then define a plan using this absence element and absence type. The system generates elements for the plan.

Generated Elements

The system generates the following elements when you save a new accrual plan:

Note: Oracle HRMS for Australia does not use the elements to hold unused or residual PTO.

Oracle HRMS automatically links these elements using the same link criteria that you created for the absence element associated with the plan. If you change the links for the absence element, you should also update the links for the three plan elements.

Other Elements

Oracle Payroll for Australia has a predefined Entitlement Adjustment element used for entering unused entitlement from another plan that is being transferred to this plan on enrollment.

Your enterprise may require other elements to reflect individual plan policies. For example, you may need an element for entering unused accrual from another plan that is being transferred to this plan on enrollment.

These policies are not standard across enterprises. So, in Oracle Human Resources you can define elements, customized to your own requirements, for entering or storing these accrual amounts.

Accrual Formulas

Most accrual plan rules are incorporated in two formulas:

When the Formulas Are Run

When the Accrual formula is run, it always receives a calculation date as input, as shown in the following table.

Accrual Formula and Calculation Date
Accrual formula is run when you: Calculation date is:
Enter an absence associated with an accrual plan and open the Associated Accrual Plans window Start date of the absence End date of the absence End of plan term
View leave entitlement in the Accruals window Effective date entered in Change Effective Date window

Examples of Plan Rules

These formulas can access certain data that is available as database items. For example, they can use hire date, plan enrollment date, grade, job, assignment status, employment category (full time/part time), hours worked, or pay elements to determine:

These values can be embedded in the formulas, or entered in a user table. If they vary with length of service, which is a common criterion for accrual bands, they can be entered in the Accrual Bands window when you define the accrual plan.

Some accrual plans allow new hires to accrue time from the date of their hire. Others allow accrual to begin at the start of the next accrual term, or six months after hire, or some other start date. Some plan rules incorporate a period of ineligibility, when a new employee can accrue time but not use it. Start rules such as these can be incorporated in your Accrual formulas.

Note: Depending on how you define the ineligibility period, you may have to associate an Ineligibility formula with your plan, if you want to make absence entries using BEE (Batch Element Entry). See: Period of Ineligibility.

See Period of Ineligibility, Managing Compensation and Benefits Using Oracle HRMS.

Adding Your Own Plan Rules

The formulas for Long Service Leave and Annual Leave in Oracle HRMS for Australia are predefined. You can use these, as supplied, or use them as models to create your own, incorporating the rules required for your accrual plans.

Accrual Balances Maintained By the Payroll Run

If you use Oracle Payroll, you can choose to use a payroll balance to store gross accruals for an accrual plan. You do this by selecting a balance dimension (such as calendar year to date) when you define the accrual plan. The system then automatically generates the balance and other components you require.

Why Use a Payroll Balance?

Some batch processes, such as the US Check Writer, call the accrual formula to calculate PTO accruals for each assignment. If you use such processes, you will benefit from faster batch processing if you set up your accrual plan to use a payroll balance. This reduces the number of calculations the formula has to perform.

How The Balance Is Maintained

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The payroll balance is maintained by the payroll run. When the payroll run processes an accrual plan element entry, it calls an Oracle Payroll formula associated with the accrual plan element. This formula calls your accrual formula to calculate the gross accrual, passing in the following information:

The accrual formula returns the new gross accrual to an element that feeds the balance.

So normally the formula only has to calculate accruals since the last payroll run, and add this value to the existing payroll balance. However, if the accrual formula finds retrospective absences or other assignment changes that affect entitlement, it recalculates accruals for the whole accrual term. This processing ensures that the employee receives their full accrual entitlement.

Note: You can also force the payroll run to recalculate accruals for the full accrual term by setting the action parameter Reset PTO Accruals to "Y" before running a payroll for a set of assignments. Update the parameter to "N" after processing these assignments to ensure faster processing in your normal run.

Example

Supposing an accrual plan has a ceiling of 10 days, and two days accrual per month. An employee has a net accrual of 10 at the end of May. The June payroll run does not award any new accrual to this employee because the net accrual must not exceed the ceiling. However, in July the employee's manager enters five days vacation in May, retrospectively. The July payroll run recalculates the accrual and updates the gross accrual balance to 14. The net accrual is now nine (14 minus 5).

How To Set Up An Accrual Plan To Use a Balance

If you want the payroll run to maintain an accrual balance, you must use a formula that supports balances. This means that the system can pass the latest accrual balance to the formula, along with the date to start calculating new accruals to add to the balance.

You can use or configure one of the following seeded formulas:

You must also select a balance dimension when you define the accrual plan. The balance dimension controls the period of time over which the balance accumulates before it is reset to zero. Three types of dimension are predefined:

Note: For each type, there are two dimensions. Use the Date Earned dimension (such as _ASG_PTO_DE_YTD) if you selected Date Earned as the PTO Balance Type for your business group. Otherwise use the Date Paid dimension (such as _ASG_PTO_YTD).

See: Business Groups: Selecting a PTO Balance Type, Oracle HRMS Enterprise and Workforce Management Guide

For further information on balance dimensions, see the technical essay: Balances in Oracle Payroll, Oracle HRMS Implementation Guide.

Notice that the Oracle Payroll formula, payroll balance, element that feeds the balance, element link, and formula processing and result rules are all generated by the system when you save your accrual plan.

If you want Oracle Payroll to recalculate the accrual balance from the beginning of the accrual term when there are retrospective assignment changes that affect entitlement, you must ensure your accrual formula can track these changes. You enable a trigger for assignment updates, define an event group for the assignment changes you want to track, and ensure your PTO accrual formula references this event group. See: Setting Up PTO Accrual Plans, Oracle HRMS Compensation and Benefits Management Guide.

Note: The predefined PTO_PAYROLL_BALANCE_CALCULATION formula handles retrospective changes to assignment status.

Net Accrual Calculation and Net Entitlement Calculation

Accrued leave is the sum of regular accruals to date in this accrual term, minus any absences required to be deducted from the accrual portion calculated by your Accrual formula.

Entitlement is the hours or days carried over from the previous accrual term, minus any absences calculated by the Accrual formula.

All leave absences are obtained from the entries to the plan's absence element.

You may require a more complex calculation of accruals or entitlements, perhaps to take account of time entered on other elements that you have created. In this case, you can change the calculation in the Net Calculation Rules window.

Seeded Accrual Type Formulas for Australia

Description of AU Seeded Accrual Formulas

AU_ANNUAL_LEAVE_ACCRUAL_DAILY

This formula calculates total net accrual of Annual Leave for an employee from their enrollment date in the plan to a given effective date. This will take into account any additional adjustments set up in the Net Calculation Rules screen. It does this by calling the predefined function HR_AU_HOLIDAYS.ACCRUAL_DAILY_BASIS.

It is designed to be used with the Carry Over Formula AU_ANNUAL_LEAVE_CARRYOVER. This formula returns the previous anniversary date (or start date if greater) and the next anniversary date relative to the effective date it was called with.

These two formulas are used by the predefined function HR_AU_HOLIDAYS.GET_ACCRUAL_ENTITLEMENT to return values of Accrual and Entitlement for a given person in a given plan on a given day.

These formulas are based on the following rules:

AU_LONG_SERVICE_LEAVE_ACCRUAL_DAILY

This formula calculates total net accrual of Long Service Leave for an employee from their enrollment date in the plan to a given effective date. This will take into account any additional adjustments set up in the Net Calculation Rules screen. It does this by calling the predefined function HR_AU_HOLIDAYS.ACCRUAL_DAILY_BASIS.

It is designed to be used with the Carry Over Formula AU_LONG_SERVICE_LEAVE_CARRYOVER. This formula returns the previous anniversary date (or start date if greater) and the next anniversary date from the effective date it is called with.

These two formulas are used by the predefined function HR_AU_HOLIDAYS.GET_ACCRUAL_ENTITLEMENT to return values of Accrual and Entitlement for a given person in a given plan on a given day.

These formulas are based on the following rules:

Summary of Rules in Predefined AU Formulas

The following tables summarize the rules incorporated in the predefined Accrual formulas.

Rules in Predefined Accrual Formulas
Rule AU Annual Leave AU Long Service Leave
Length of Accrual Term One Year Defined by Accrual Bands
Accrual Term Start Date Given By Carryover Formula Given By Carryover Formula
Accrual Frequency Daily Daily
Accrual Amount Taken from Accrual Bands Taken from Accrual Bands
Accrual Ceiling Unlimited Unlimited
Length of Service Calculated from Hire Date (or Continuous Service Date) minus any periods of suspended assignment Calculated from Hire Date (or Continuous Service Date) minus any periods of suspended assignment
Accrual Start Date for New Hires Hire Date (can be overridden by Continuous Service Date) Hire Date (can be overridden by Continuous Service Date)
Periods of Ineligibility None None
Calculation of Gross Accrual Sums accrual per day up to the effective date. Accrual is suspended when the assignment is suspended. Sums accrual per day up to the effective date. Accrual is suspended when the assignment is suspended.
  Takes account of employee termination date and end of enrollment in the plan. Takes account of employee termination date and end of enrollment in the plan.
  You can only calculate up to the end of the last period defined for this payroll. You can only calculate up to the end of the last period defined for this payroll.

Accrual Start Date for New Hires

Using the seeded PTO_PAYROLL_BALANCE_CALCULATION formula, accrual of PTO begins on a fixed date each year (01 January). For each plan that uses this formula, you can select a value in the Accrual Start field of the Accrual Plan window. This specifies when newly hired employees start to accrue PTO. The seeded choices are:

If you need additional start rules, you can define them as values for the Lookup Type US_ACCRUAL_START_TYPE. You must add a line to the seeded formula to calculate the accrual start date using your new start rule.

The other seeded formulas (PTO_SIMPLE_BALANCE_MULTIPLIER, PTO_HD_ANNIVERSARY_BALANCE, and PTO_ROLLING_ACCRUAL) do not use values in the Accrual Start field. For plans using these formulas, new hires begin accruing on their hire date or plan enrollment date, whichever is later.

If you are writing your own accrual formulas, you can choose whether to use the Accrual Start field on the Accrual Plan form to specify start rules for new hires. This is only useful if you are using the same formula for several accrual plans with different start rules. Otherwise you can specify the start rule within the formula.

Period of Ineligibility

Some accrual plans require participants to work for a period of time, perhaps three or six months, before they are eligible to use accrued PTO. They accrue time at the usual rate during this time, but it is not registered on the system until the Period of Ineligibility expires. If plan participants take vacation or sick leave during this period, the system displays a negative value for accrued time. Many enterprises set up an absence type for "approved but unpaid leave" to use for absences taken during periods of ineligibility.

You can enter the period of ineligibility on the Accrual Plan form. The seeded Accrual formulas illustrate how a formula should use the entered values. They calculate the period of ineligibility from the continuous service date (if it was entered) or the employee's hire date.

Alternatively, you can define the period of ineligibility within your Accrual formula.

Note: If you use the seeded formulas, time accrued during the ineligibility period is not carried over if the end of the accrual term falls within the ineligibility period.

Batch Element Entry and the Ineligibility Period

If you want to use Batch Element Entry (BEE) to make absence entries against the accrual plan, the BEE validation process must be able to check when the ineligibility period expires.

If the employee is not eligible, the BEE validation process creates a warning on the batch line for the absence entry.

Note: If you use a custom method of entering timecard data, calling the Element Entry API, you can add logic to call the Ineligibility formula.

How the Seeded PTO_PAYROLL_BALANCE_CALCULATION Formula Interprets the Start Rules

The formula calculates the start date from hire date and compares it with the employee's plan enrollment date. Accrual begins on whichever of these two dates is later.

Start Rule: Hire Date

For plans with this rule, participants' accruals begin from the first full period following their hire date. For example, if the hire date of a participant on a semi-monthly payroll falls on the first day of either the first or second period in the month, PTO accrual starts as of that date.

If the hire date falls sometime after the first of the month but before the end of the first period, accruals start in the second period of the month. If the hire date falls after the first day of the second period but before its end, accruals start with the first period in the next month.

Start Rule: Beginning of Calendar Year

With this start rule, participants' accruals begin from the start of the year following the year in which they are hired. This means that a participant with a hire date of 1 January 1999 and another with a hire date of 31 December 1999 both start to accrue time as of 1 January 2000.

Notice that the amount of PTO each accrues may not be the same, as accrual amounts often depend on employees' length of service.

Start Rule: Six Months After Hire

For plans with this start rule, participants' accruals do not begin until the first full pay period after the six-month anniversary of their hire date. For example, someone on a semi-monthly payroll who is hired on 5 February 1996, completes six months of service on 5 August 1996, and starts to accrue PTO in the second period in August.

Notice that if people are hired on the first day of a period, their accruals begin with the pay period of the six-month anniversary of their hire date. For example, someone on a semi-monthly payroll who is hired on 1 February 1996 completes six months of service on 1 August 1996, and hence starts to accrue PTO in the first period in August.

The period of ineligibility is not applicable to plans with the start rule Six Months After Hire.

Accrual Bands

For many accrual plans, the time off that plan participants can accrue increases with their length of service, or varies by job, grade, or number of hours worked. That is, accrual bands determine accrual amounts. In addition, these bands can determine ceiling and maximum carry over amounts.

Ceiling rules, found in some vacation accrual plans, set a maximum amount of PTO an employee can hold at any time. When a participant's accrued PTO reaches the ceiling, no additional time accrues. Accruals begin again only after the participant uses some accrued time.

In the PTO_PAYROLL_BALANCE_CALCULATION seeded formula, the accrual amount, ceiling and maximum permitted carry over depend on length of service bands. Alternatively, you can use bands based on other factors, such as grade, or a combination of factors, to determine the accrual amounts for your plans.

Length of Service Bands

You set up length of service bands using the Accrual Bands window. For each band (such as 0 to 5 years of service), you can enter the accrual amount for the whole accrual term (such as an annual amount), an accrual ceiling, and the maximum permitted carry over.

Length of Service Override

In Oracle HRMS, the first day of the month of an employee's hire date is the default date from which his or her length of service is calculated for accrual purposes. For example, someone hired on 18 January 1997 completes one year of service on 1 January 1998, and someone hired on 31 December 1996 completes one year of service on 1 December 1997.

For individual accrual plan participants, you can override the default date from which a plan starts its length of service calculations. This is useful for managing exceptional cases that arise when, for example, employees who already have accumulated periods of service in your enterprise transfer from one place to another. You enter the date override when enrolling a participant in a plan.

Note: The default length of service start date (or the overriding continuous service date) determines the length of service for accrual bands and for the calculating the end of the ineligibility period. However it is not the same as the accrual start date. This is determined by the accrual start rules selected in the Accrual Plan window or set within the accrual formula.

Other Banding Criteria

For some accrual plans, the amount of time accrued may vary by other criteria, such as job or grade. You can create a user table to hold time accrued, ceiling rules, maximum carryover rules, and any other information you require for each job or grade. See: User-Defined Tables, Oracle HRMS Configuring, Reporting, and System Administration Guide

Include the GET_TABLE_VALUE function in your accrual and carry over formulas for the plan to access the information held in the user table. For an example of using a user table to store banding criteria, see: Sample Accrual Formula, Oracle HRMS FastFormula User Guide.

PTO Carry Over Process

To manage the carry over of employees' unused PTO to a new accrual term, you run the PTO Carry Over process from the Submit Requests window:

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For each participant in an accrual plan, the PTO Carry Over process first uses the Accrual formula to calculate the participant's accrued PTO as of the last day of the plan's accrual term. The process then uses the Carry Over formula to get:

The process calculates the net accrual using time off recorded on the Absence element and any other elements associated with the plan. Finally, it compares the net accrual with the maximum carry over. permitted to determine both the amount to carry over, and the amount of any residual PTO that cannot be carried over.

For employees with unused, accrued time to carry over, Oracle HRMS enters this time on the plan's <plan name> Carried Over element. Similarly, for employees with unused, accrued time they cannot carry over, Oracle HRMS enters this time on the plan's Residual <plan name> element.

Accrual Plan Example

This topic looks at a sample set of accrual rules and discusses how you might configure the predefined accrual formulas to accommodate these rules.

An enterprise has the following vacation rules:

The enterprise uses BEE to enter vacation time taken.

You can set up one accrual plan for these rules, linking the accrual element to all employees. You can use the predefined PTO_SIMPLE_MULTIPLIER formula as the basis for your accrual formula. You need to configure this formula in the following ways.

Accrual Amount

Change the accrual calculation so that it takes into account an employee's standard hours (part time or full time). You can use HR Budgets to define an assignment's value as a proportion of FTE. Then you need to define a database item for this budget value so you can use it in the accrual formula.

Accrual Term Start Date

Change the accrual term start date from 01 June to hire date by referencing a database item such as ACP_SERVICE_START_DATE within the formula.

To see how to use this database item within the formula, see the section Changing the Accrual Term Start Date in Sample Accrual Formula, Oracle HRMS FastFormula User Guide.

Ineligibility Period

Derive the ineligibility period within the formula--rather than from the Accrual Plan window--since it varies by grade. The data could be hard coded within the formula or maintained in a user table, such as the following (which also holds the maximum carry over, since this data varies by grade too):

Example User Table for Varying Accrual Rules By Grades

Grade Ineligibility Period Max. Carry Over
1 -3 2 months 5 days
4 - 5 3 months 8 days

Since the ineligibility period is defined within the formula, and the enterprise uses BEE to enter vacation time, you need to create an ineligibility formula that BEE validation can use to check whether an employee is entitled to take time under the accrual plan.

Accrual Ceiling

Change the accrual ceiling from a standard 20 days in the predefined formula to a variable amount depending on an employee's standard hours. You address this in a similar way to the calculation of the accrual amount.

Maximum Carry Over

Change the maximum carryover from a fixed amount within the formula to an amount that varies by grade. The data could be hard coded within the formula or maintained in a user table, such as the example above.

Setting Up Accrual Plans

To set up an accrual plan

  1. Define and link an element for the plan's absence type.

    See: Defining and Linking an Absence Element

    Important: It is important that you link the absence element before you define the accrual plan since Oracle HRMS automatically creates links for the accrual plan elements based on your absence element links.

  2. To record accrued time taken under the plan using the Absence Detail window or BEE, define an absence type for the plan, associating its absence element with this type.

    See: Defining an Absence Type

  3. Optionally, define new accrual start rules as values for the Lookup Type US_ACCRUAL_START_TYPE. There are three seeded categories: Hire Date, Beginning of Calendar Year and Six Months after Hire Date.

    See: Adding Lookup Types and Values, Oracle HRMS Configuring, Reporting, and System Administration Guide

  4. Decide which Accrual and Carry Over formulas to use. You can use the seeded formulas, customize them, or write your own.

    See: Writing Formulas for Accrual Plans, Oracle HRMS FastFormula User Guide

    See: Writing Formulas for Accrual Plans, Using Oracle FastFormula.

  5. If your Accrual formula defines a period of ineligibility and you want to use BEE to enter absences against the accrual plan, define an Ineligibility formula. BEE calls this formula to check whether an employee is eligible to use accrued leave.

    See: Period of Ineligibility

    Note: The seeded Australian accrual formulas would be required to be changed to incorporate the period of ineligibility.

  6. Optionally, define new accrual categories as values for the Lookup Type US_PTO_ACCRUAL. There are three predefined categories: AU Annual Leave, AU Long Service Leave, and AU Sick Leave.

    See: Adding Lookup Types and Values, Oracle HRMS Configuring, Reporting, and System Administration Guide

  7. Define the accrual plan, selecting the formulas and absence element it is to use.

    See: Defining a PTO Accrual Plan

  8. Optionally, set up length of service bands for the plan.

    See: Setting Up Length of Service Bands

  9. Review the net calculation rules for the plan. If necessary, create additional elements and associate them with the plan by selecting them in the Net Calculation Rules window.

    See: Changing Net Accrual Calculations

Defining a PTO Accrual Plan

Use the Accrual Plans window to define an accrual plan.

To define a PTO accrual plan

  1. Enter the plan name, and select an accrual category for it.

    Tip: Coordinate the names of the accrual plan, the plan's absence type if any, and the element used to record absences taken under the plan. For example, for the Hrly Vacation PTO Plan for your hourly workers, you could name the absence type and its element Hrly Vacation PTO Absence.

  2. Optionally, select a start rule for the plan in the Accrual Start field. This rule determines the date on which newly hired employees begin to accrue PTO.

    Note: Some plans do not use this value; it depends which Accrual formula you select.

  3. Select Days or Hours in the Accrual Units field. The units selected here must be the same as the units for the input value you select in the Absence Information region.

  4. You can enter a description, summarizing the purpose and rules of the plan.

  5. Select the Accrual formula and Carry Over formula to associate with the plan.

    For a description of the seeded formulas, see Seeded Accrual Type Formulas, Oracle HRMS Compensation and Benefits Management Guide.

  6. In the Name field of the Absence Information region, select the element associated with the plan's absence type. In the Units field, select the element's input value that holds the entries of hours or days absent.

    Selecting a Payroll Balance

  7. Oracle Payroll users: If you want to use a payroll balance to store gross accruals for the plan, select the date when the balance should reset to zero.

    Note: The balance may not reset on the exact date you select, since it depends on the payroll period dates. For example, if you select a Reset Date of 1 January, the balance may in fact reset on 22 December if that is the start date of the first payroll period in the new year.

    If you select 1 June, 1 January, or Hire Date Anniversary, a value appears automatically in the Dimension Name field. If you select Other, you must select a balance dimension that you have created for this purpose.

    Important: Select a date in this field only if you are using a formula that supports payroll balances. US users: The Check writer process and Deposit Advices do not display the correct accrual balances if you enter a balance reset date but do not use a formula that supports payroll balances.

    Setting a Period of Ineligibility

  8. If the start rule for this plan is Hire Date or Beginning of Year you can enter a period of ineligibility, during which a plan participant can accrue PTO but cannot use accrued PTO. For example, enter 3 in the Length field and select Calendar Month in the Units field.

  9. Optionally select an Ineligibility formula. This formula is called by the BEE validation process for a batch line that enters an absence against the accrual plan. It checks whether the employee is eligible to use accrued time on that date.

    Note: If you enter the period of ineligibility in the Length field, you do not need to select a formula. The BEE validation process gets this value and interprets it as a period of time from the employee's continuous service date.

  10. Save your work.

    When you do this, the application generates three new elements for the plan - one to represent the plan, and one each to hold carried over and residual amounts of accrued, unused PTO. The application creates links for these elements to match the links you defined for the plan's absence element.

    If you selected a date in the Payroll Balance Reset Date region, the application also generates a payroll balance, an element to feed the balance, a tagging element, formula processing and result rules, and a payroll formula to call the accrual formula from the payroll run.

  11. Choose the Accrual Bands button to set up length of service bands for the plan. This is optional, but may be required by your accrual formula.

  12. If the Further Accrual Information is configured for your localization, enter the relevant information.

    Australian users: Select the leave balance type as either Entitlement or Entitlement and Accrual for display in the Leave of Absence screen in Self-Service. Select YES if the accrual plan is foreign worker plan and then link the standard accrual plan to this foreign worker plan.

  13. Choose the Net Calculation Rules button to view or change the rules for calculating employees' net PTO.

Setting Up Length of Service Bands

Use the Accrual Bands window to define length of service bands for an accrual plan.

To set up length of service bands for a PTO plan

  1. For each length of service band applicable to this plan, establish the band's duration by making an entry in the To field. The first band starts from zero years of service. If it extends for five years, enter 5 in the To field. The system then sets the From field for the second band at 5, as the second band starts after five years of service.

    For the last band you enter, in order to cover all participants with any length of service beyond the band's From entry, enter 99 in the To field. For example, if your bands cover service of 0-5 years, 5-10 years and 10+ years, the third band's From and To entries should be 10 and 99.

  2. For each band, enter in the Term Accrual field the number of hours or days that participants whose length of service falls into this band can accrue each accrual term. For example, if plan participants accrue 80 hours of vacation per year during their first five years of service (band 0 - 5), enter 80 in the Term Accrual field.

  3. If a band does not permit participants to carry unused accrued time over to the next accrual term, leave the Maximum Carryover field blank. Otherwise, enter in this field the maximum number of accrued, unused hours or days that participants at this band may carry forward.

  4. If a band has no ceiling that limits the total number of hours or days participants at this band can accrue at any one time, leave the Ceiling field blank. Otherwise, enter the ceiling number for the band.

  5. Save your work.

Changing Net Accrual Calculations

The rules for automatic calculation of employees' net PTO appear in the Net Calculation Rules window. You enter this window by choosing the Net Calculation Rules button in the Accrual Plan window.

The default net accrual calculation takes account of absences (entered on the Absence element) and time carried over from the previous accrual term (entered by the Carry Over process on the plan's Carried Over element). If your plan's calculation needs to take account of other values (such as accrual or entitlement adjustments), you can change the calculation in this window.

To change the net accrual calculation

  1. Create any additional elements you need for the plan. For example, you might need an element to store the amount of PTO an employee has bought or sold. Use the Information classification for these elements, define them as nonrecurring, and give them at least two input values:

    • An input value with the same units (days or hours) as you selected for the accrual plan, and

    • An input value with the units Date (to hold the effective date).

      Tip: Use names for these elements that clearly link them to the appropriate accrual plan. For example, if the accrual plan is called Standard Vacation, you could name the element Standard Vacation Bought or Sold.

  2. Query the new elements in the Net Calculation Rules window.

  3. Select the input value that hold the days or hours you want to use in the net accrual calculation.

  4. Select the date input value that holds the effective date for the accrual calculation.

  5. For each input value, select Add or Subtract to determine whether the value should increase or decrease the net accrual available to an employee.

  6. Save your work.

Costing Liability For PTO Accruals

Follow these setup steps if you use Oracle Payroll and you want the payroll run to calculate the change in employer liability for PTO, as well as the gross accrual.

For example, the payroll run might calculate the following changes to employer liability, using this calculation:

Current Liability Increment = (((YTD accrual + Current net accrual) * Current Rate of Pay) - ITD PTO liability)

Payroll Run ITD Liability YTD Accrual Current Pay Rate Current Accrual Absence Current Net Accrual Liability Increment
Run 1 0 0 10 4 0 4 40
Run 2 40 4 10 4 5 -1 -10
Run 3 30 3 12 4 0 4 54

To set up costing of PTO accrual liability

  1. In the Element window, define an employer liability element. The only required input value is the pay value.

  2. In the Balance window, create a liability balance fed by the pay value of the element you created in the previous step.

  3. In the Formula window, edit the payroll formula that was generated for your accrual plan so that it calculates changes in employer liability. The formula has the name <accrual plan name>_ORACLE_PAYROLL. It contains a sample liability calculation, which you can edit to meet your requirements.

    The formula must return the Current Liability Increment.

  4. In the Formula Result Rules window, query the accrual plan element. You will see a processing rule associating this element with the payroll formula you edited in the previous step, and a result rule passing the accrual to the element that maintains the accrual balance. Create another result rule to pass the Current Liability Increment formula result to the pay value of the employer liability element.

  5. Use the Element Link window to link the employer liability element and to cost it appropriately.

Leave Accrual for Foreign Workers

Leave Accrual for Foreign Workers

Employee's accruals whilst working overseas, when paid, are to be reported on the Foreign Employment Payment Summary. Leave accrued whilst working in Australia, when paid, is to be reported on the Individual Non Business Payment Summary. This is also true of payments made on termination.

Oracle enables users to create two accrual plans that mirror each other in terms of accrual rate to handle accruals separately for an employee while working overseas and while working in Australia. Users can use the Further DFF in Define Accrual Plan Form to mark the accrual plan as Foreign Worker plan and its associated Standard plan.

The Accrual Plans accrue values based on the Assignment Status marked in the Assignment window. When determining the accrual balance, the application checks the assignment status for each day; if the assignment is marked as Foreign Worker F or Foreign Worker J, the foreign worker plan accrues otherwise the Standard plan accrues. If the assignment is marked as Suspended during any period, neither of the plans accrue.

Users can define two accrual plans for leave for employees while working overseas and while working in Australia.

While defining the two accrual plans, you must ensure that the accrual category, accrual units (Hours/Days) and accrual start (Hire Date), accrual and the Carry Over formulas, accrual bands are the same for both the plans.

You must ensure that you enter different values for the plans for the Absence type (and linked Absence) and the Net Calculation Rules.

To set up payment of absences, users must use a custom fast formula to pay the absences of Annual Leave and Long Service leave types.

Users must set up a feed to one of the predefined balances Foreign Leave Payments or Exempt Foreign Income as applicable. Based on these feeds, the leave payment is reported in the Individual Non-Business Payment Summary or Foreign Employment Payment Summary.

The Exempt Foreign Income is reported in the Individual Payment Summary. The Foreign Leave Payments and appropriate tax withheld (calculated in the application during archive) is reported in the Foreign Employment Payment Summary.

Absence and Accrual Plan Administration

Absence Recording

When you record an absence for an employee using the Absence Detail window or self-service, you must always select an absence type.

Dates and Times

In the Absence Detail window you can conveniently record start and end dates and times of a particular type of absence, as well as the date you receive notification of the absence.

You can enter either projected or actual dates and times. When an actual absence occurs in accordance with projected absence information already entered, you record this by simply clicking a button.

Oracle HRMS records an employee's absences using the employee's payroll calendar, so all employees for whom you record absence information must have a payroll component in their primary assignment.

Some absence types are associated with nonrecurring elements. For these types, the absence is not recorded on the employee's element entries until you enter the absence end date. You cannot change the absence start date so that it is outside the original payroll period--you must delete the absence and create a new one.

Note: For Oracle Payroll users in some localizations: some absence types may be associated with recurring elements. For these types, the absence is recorded in element entries when you enter an actual start date. If you change the start date, the element entry is deleted and a new one created. When you enter or change the end date, the element entry's end date is date effectively updated.

Absence Duration

To calculate the duration of an absence automatically, you can either use the schedule and calendar event features from Oracle HRMS and Common Application Components (CAC), or use a formula that calculates absence duration from the absence start and end dates.

For the first method, the application calculates the duration of the absence based on the worker's schedule and applicable calendar events for their primary assignment. To use these features, set the HR: Schedule Based Absence Calculation profile option to Yes.

You set up availability information such as shifts, schedules, and calendar events, and assign them to various levels in your work structures.

See: Setting Up Availability, Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide

For the second method, you write a formula to calculate absence duration from the start and end dates and times entered for an absence. Your localization team may have written a formula that the application uses by default.

See: Writing Formulas To Calculate Absence Duration, Oracle HRMS FastFormula User Guide

To control whether the formula automatically recalculates and overwrites the absence duration when a user updates the end date or time, set the user profile option HR:Absence Duration Auto Overwrite to Yes or No. For example, if you do want the duration to be updated when the end date changes, set the profile option to Yes.

When you enter an absence, the application warns you if:

Authorization and Replacement

When recording a projected or actual absence in the Absence Detail window, you can select both the name of an employee authorizing the absence, and of an employee replacing the absent worker.

Absence Cases

If an employee has multiple absences that result from the same cause or are associated in another way that you want to record in Oracle HRMS, you can enter an absence case for the employee. For example, if an employee takes two periods of sick leave due to a back injury sustained at work, you can create an absence case, associate the two absences with the case, and link the case to the work incident.

Batch Entry of Accrued Time Taken

For fast batch entry, you can use BEE, instead of the Absence Detail window, to enter sick or vacation time recorded together with other timecard data. You can enter the absence start and end dates, as well as any input values defined for the element. If you leave the date fields blank, they both default to the effective date for a nonrecurring absence element; only the start date defaults for recurring elements. Note that the batch line produces an error if you enter a duration but no end date for a recurring element.

Self-Service Entry of Absences

If you have licensed Oracle SSHR, you can delegate the responsibility for recording absences to individual employees or their line managers. They can enter proposed or actual absences and submit them for approval by their supervisors (or any other approvers in a workflow).

Additionally, using self-service, employees can view their accrued leave details, and managers can view the same for employees in their team.

See: Accrual Balances Maintained by SSHR, Oracle Self-Service Human Resources Deploy Self-Service Capability Guide

See: Leave and Absence Management Overview

See: How do we track and analyze absences and net accrual entitlement: Leave and Absence Management

See: Leave and Absence Management:Self-Service Functionality, Oracle Self-Service Human Resources Deploy Self-Service Capability Guide

Viewing and Reporting on Absence Information

For monitoring and analyzing recorded employee absences, use the:

For reviewing PTO plan participants' accrued time earned and taken, use the Accruals window.

Accrual Plan Administration

Just as elements constitute the underlying structure of absence types, so they provide the structure of accrual plans. Each accrual plan is associated with an absence element, which holds information about absences taken under the plan. There is also an element for the plan itself, which you use to enroll participants in the plan.

Enrollment

You enroll an employee in an accrual plan by entering the accrual plan element. You can only enroll employees who are eligible for the plan (that is, their assignments match the element's links). When you do the enrollment you can override the default date for calculating length of service (which is used in many accrual plans to determine the appropriate accrual or entitlement amount and the start date of accruals for new hires).

Note, employees can only be enrolled in one plan of each category type at any one time.

Recording Accrued Time Taken

You record time taken under the accrual plan by making entries of the absence element associated with the plan.

Normally you make these entries using the Absence Detail window so you can record additional information, such as an absence reason, the name of the employee authorizing the absence, and the name of the employee replacing the absent worker. The window shows the participant's accrual and entitlement details at the start of the absence and the projected accrual and entitlement at the end of the term.

You can also use BEE to make batch entries of hours of accrued sick or vacation time that employees have taken and noted on their timecards. Any entries you make to absence elements using BEE for an employee's primary assignment can then be viewed in the Absence Detail window. Entries made using BEE can include a reason, but the list of absence reasons available in the Absence Detail window is not automatically available here.

Note: You cannot enter absence elements using the Element Entry window.

Viewing Accruals and Entitlements

You can use the Accruals window to see, at any time, how much time an employee has accrued and used under an accrual plan. You can can also view an employee's entitlement details from here. You cannot change the amount accrued using this window.

Note: Accrual plans in Australia are based on a rolling plan term. That is, accrual and entitlement details are dynamically generated by the system.

In order for an employee's accrual plan to accrue time, they must first be allocated to a payroll.

The payroll must have a first period end date, in contrast to the effective from date, before the effective from date of the accrual element allocated to the employee.

Entering Absences

Enter projected or actual absences for an employee using the Absence Detail window.

Because the calendar holding absence records for an employee is the same as that of the employee's payroll, the primary assignments of employees for whom you enter absence information must include an assignment to a payroll. For absence types based on nonrecurring elements, the effective start date of this assignment must be no later than the start of the current payroll period.

To enter absences for an employee

  1. Select the absence type.

    The following information appears:

    • The category of the type.

      Note: For Denmark users only: Enter absence information, as required, in the descriptive flexfields associated with the Absence Categories.

    • The occurrence of the new absence record you are entering. For example, if the employee has already incurred two absences of this type, the occurrence of the new record is 3.

    • The running total of hours or days absent for all the absence types associated with the element. For absence types with increasing balances, this is the number of days or hours absent with an end date on or before your effective date. For any types with decreasing balances, this is the number of hours or days remaining to be taken.

    • The number of days absence recorded for the absence type in the current calendar year.

    • The name of the element that maintains each employee's time taken or time remaining for this absence type.

    Note: For Denmark, Finland, Norway, and Sweden users only: When you create an absence, Oracle HRMS enters the absence element for all the employee's assignments including the primary assignment. You can decide whether each assignment requires the element entry and better track absences for multiple assignments. You can also edit element entries to change the absence details for a specific assignment.

    Note: For Denmark users only: You can override absence details in the Absence Details window by entering the override element in the Element Entries window. Use the same start and end dates for the override element that you use in the Absence Details window.

    See: Making Manual Element Entries

  2. If the Further Information field is visible for your localization, click in the field and select a context value relevant to your localization.

    • Canada HRMS: Specify the ROE Reason and ROE Comments. You enter a ROE Reason and ROE Comments for an employee in the Additional Absence Detail Information window. The ROE Reason appears in Block 16 of the ROE. The ROE Comments appear in Block 18 of the ROE.

    • Dutch HRMS: If you have a category of sickness selected, you can enter a percentage sick by selecting the NL_S context value.

      Select No in the Non SI/Pension Absence field to count an absence as a real social insurance day. Selecting Yes excludes the absence from counting as a real social insurance day.

    • Denmark HRMS: When you set up employees for Maternity/Adoption leave, you can choose whether or not to accrue holiday during the absence. Use the Absence category descriptive flexfield, to indicate if you use the accrual or not.

    • Hungary HRMS: If your absence category is Maternity, enter the expected and actual birth dates (and other dates if applicable). If your absence category is Paternity, enter the child's birth date.

    • Mexico HRMS: Specify your type of disability:

      • General Disease

      • Maternity

      • Risk Incident

      The list of available Disability IDs depend on if you have assigned this disability with a Causal Incident (in the case of Risk Incident disabilities) or no Causal Incident (in the case of Maternity or General Disease disabilities).

    • Russia HRMS: If your absence category is Maternity Leave, enter the number of children and the new born child's date of birth. If the absence category is Child Rearing Leave, enter the new born child's date of birth. If you select the absence type as Temporary Disability with Sickness Allowance Payment, then select the disability details.

    • Finland HRMS: If your absence category is Annual Holiday, Layoff, Labour Dispute, or Unauthorized, enter the details of a similar absence taken by the employee. For the absence category Sickness, select the doctor's certificate and contract details. For the Accident category, select the work incident and doctor's certificate details. If your absence category is Family Leave, enter the child and maternity leave details.

    • UK HRMS: For an OSP or OMP scheme and an absence that is, or contains, a part of a day, select a unit of measure - days or hours - for measuring part days. For a days-based scheme, select Day and select full or half day . For an hours based scheme, select Hours and select the number of hours absent. Select the appropriate value for the start date, end date, or both. If the entire absence is less that a full day, select the value in the Start Date field.

  3. Do one of the following:

    • Enter projected dates for the absence. You can copy these later to the Actual Date fields by choosing Confirm Projected Dates.

    • Enter actual dates and duration as days or hours, according to the units of the balance. If you enter an end date, you must also enter the duration.

      If you want the application to automatically calculate the duration of the absence, then you can either use the schedules and calendar events features from Oracle HRMS and Common Application Components (CAC) or use a formula.

      See: Absence Duration

  4. You can also select:

    • Reasons for the absence

    • The employee authorizing the absence

    • The employee who replaces the absent employee for the duration of the absence

  5. Save your work.

    Note: If this absence is related to another absence (for example, they both result from the same cause), you can associate the absences using the Absence Case page.

  6. If you entered an absence type that is eligible under an absence benefit plan, you can choose Enroll Absences to run the Participation Process in Absence mode. This process assesses the person's eligibility for the absence plan. If they are eligible, the process changes the status of the potential absence life event to Processed, and evaluates any standard rates linked to the plan.

    Alternatively, you can run this process for a group of employees from the Submit Requests window. See: Running the Participation Process: Absence.

    Note: UK Users: The Evidence and Statutory Payments buttons display, if you opened this window from an SSP menu. Please note that these buttons are only relevant to statutory absence types (sickness, maternity, paternity, and adoption).

Viewing Accruals for Plans Associated with the Absence Type

If the employee is enrolled in an accrual plan, the Accruals button is available. Choose this button to display the Associated Accrual Plans window, where you can see information about any accrual plans associated with the type of absence you are entering.

To view accruals

  1. Enter or query an absence in the Absence Detail window, and choose Accruals.

  2. If nothing is displayed, run a query in the Associated Accrual Plans window to display the name and category of any accrual plans associated with the absence type.

    For each plan, three net accrual amounts are displayed:

    The Net Entitlement figures on the This Absence tab show the effect of the absence displayed in the Absence Detail window.

    • The Before Absence figure is the net accrual calculated on the day before the absence.

    • The After Absence figure is calculated on the start date of the absence.

    In most cases these figures will differ by the length of the absence you are entering. However, if the absence happens to start on the day that this period's PTO entitlement is accrued, the new accrual is also shown in the After figure. Similarly, if any other time (such as time bought or sold) is debited or credited to the accrual on that day, it is reflected in the After figure.

    Projected Entitlement on the End of Plan tab shows the projected net accrual at the end of the current accrual plan term, taking account of any future absences already entered on the system. If the employee has future-dated assignment changes that affect his or her accrual entitlement, these are taken account of in the calculation.

    Note: This figure does not take account of absences with a projected start date. It only includes absences that have an actual start date.

    Example

    Suppose Ms. Shah is enrolled on a vacation plan that runs each calendar year starting 1 January, with a gross accrual of 2 days per month. Ms. Shah did not carry over any entitlement from last year and has taken no absences before May.

    Net entitlement is calculated for the last complete accrual period (that is, the period that ends on or before the start of the absence being entered). This absence is only included in the calculation if it starts on the last day of an accrual period.

    The following table shows the accrual amounts (net entitlement) that would display if you enter four absences in the sequence shown.

    Absences: 2 - 4 May 31 May - 3 June 12 - 15 Aug 15 June
    Before absence 8 5 7 3
    After absence 5 3 3 2
    End of plan term 21 17 13 12

Enrolling Employees in PTO Accrual Plans

Enroll individual participants in an accrual plan by entering for them the element generated to represent the plan.

To enroll participants in a PTO accrual plan

  1. Do one of the following:

    • For enrollment of an individual employee, perhaps as a part of the hiring process, enter the element representing the plan for him or her using the Element Entries window.

      See: Making Manual Element Entries

    • For enrollment of a batch of employees in a plan, perhaps a newly-developed plan, use BEE.

      See: Making Batch Element Entries Using BEE, Oracle HRMS Configuring, Reporting, and System Administration Guide

Overriding Length of Service

The default date for calculating length of service is the first day of the month of an employee's hire date. You can override this by entering another date when you enroll the participant in the plan. This is relevant to plans that have accrual bands based on length of service.

If you enter a date here, it is also used, instead of the employee's hire date, when the seeded formulas calculate the appropriate accrual start date for the employee. For example, if the plan's start date rule is Six Months After Hire Date, accrual will begin six months after the continuous service date you enter.

To override the default date for calculating length of service

  1. When enrolling the participant, enter the override date in the Continuous Service Date entry value of the element representing the plan.

Running the Participation Process: Absence

You can run the Participation Process: Absence to process any absence-type life events for an individual person or a group of people. The process assesses the person's eligibility for the absence plan. If they are eligible, the process changes the status of the potential life event to Processed, and evaluates any standard rates linked to the plan.

You run processes from the Submit Requests window.

To run the Participation Process: Absence

  1. Select Participation Process: Absence in the Name field.

  2. Enter the Parameters field to open the Parameters window.

  3. Set the effective date of the process.

  4. Select Commit or Rollback in the Validate field.

    Select Rollback to check your results before committing them to the database. It is easier to correct errors before you commit the results.

  5. If you want to restrict the process to one person, select them in the Person Name field.

  6. If you have not selected one person, you can limit the persons evaluated by the process by selecting from one or more of the following parameters.

    • Person Type

    • Organization

    • Benefits Group

    • Location

    • Postal Zip Range (US only)

    • Reporting Group

    • Legal Entity (US only)

    • Payroll

  7. Select Yes in the Audit Log to create a file that lists the eligibility results for each person evaluated by the process.

    If you select Yes, you should periodically run the Participation Audit Activity Purge process to purge the audit log tables.

  8. Select Yes or No in the Limit by Person's Organization field. If you select Yes, the process only handles compensation objects that have the person's organization attached.

  9. Choose the OK button.

  10. Complete the batch process request and choose Submit.

Running the PTO Carry Over Process

The net accrual calculation for PTO includes carried over PTO in determining an employee's accrued PTO to date. To set the net calculation rules, use the Net Calculation Rules window. To review an employee's carry over of accrued time, use the Accruals window.

Run the PTO Carry Over Process at the end of the accrual term using the Submit Requests window. For accrual plans with a variable term start date (such as hire date or seniority date), you should run the process every night to update plan information for any employees whose term has ended that day.

Troubleshooting

The concurrent request log contains a summary of the accrual plans and assignments processed.

The Payroll Action Parameter Max Errors Allowed determines the behavior of the process when it encounters an error. If it encounters fewer than the maximum number of errors, the process completes with a warning, commits the successful assignments, and writes details to the concurrent request log of the assignments that did not process due to an error. If the process encounters the maximum number of errors, it stops processing, rolls back any processed assignments, and writes details of the errors to the log.

To help Oracle's Support organization debug an issue, you can use the Payroll Action Parameter Logging. If the parameter value includes a 'G' (General), all debug information is written to the log. Logging significantly reduces performance and generates large log files so it should be switched off in normal circumstances and only used for debugging purposes.

To run the PTO Carry Over process

  1. Select PTO Carry Over in the Name field. If the Parameters window does not open automatically, click in the Parameters field.

  2. Enter a date in the PTO Calculation Date field and Current or Previous in the Accrual Term field. These are used by the plan's Carry Over formula to determine the effective date of the carried over PTO.

    Typically you will use the following values if you are using seeded formulas:

    • PTO_PAYROLL_CARRYOVER formula--use a calculation date of 31 December with Accrual Term = Current, or a calculation date of 1 January with Accrual Term = Previous. The effective date of the carry over is always 31 December (of current or previous year).

    • PTO_SIMPLE_CARRYOVER--use a calculation date of 31 May with Accrual Term = Current, or a calculation date of 1 June with Accrual Term = Previous. The effective date of the carry over is always 31 May (of current or previous year).

    • PTO_HD_ANNIVERSARY_CARRYOVER--set calculation date to the effective date and use Accrual Term = Previous.

    Important: If you select Current for the Accrual Term and enter a calculation date that is not the end of the accrual term, this process creates future-dated carry over and residual element entries.

  3. Select the name of one accrual plan to process, or select a category to process all plans in the category.

  4. The Reprocess All Participants field defaults to No, so that the process affects only those plan participants not previously processed for this accrual term. To process all participants regardless of any previous processing, select Yes in this field.

    Important: Select Yes if any employees have retrospective absences or other entries that might affect net entitlement.

  5. When the entry of parameters is complete, choose OK. Choose Submit to submit the request.

    The Carry Over process enters the Carried Over and Residual elements for all employee assignments included in the process.

Reviewing Employees' PTO Accruals

To view information on employees' accrued PTO, use the Accruals window.

To view an employee's net PTO accrual

  1. Set your effective date to the day for which you want to calculate PTO entitlement.

  2. In the Assignments Folder, query the employee's name. Choose the Accruals button to go to the Accruals window.

  3. Query the accrual plan in the Name window.

    The Dates region shows the dates that the accrual formula uses for the entitlement calculation. These are typically from the start of the accrual term to your effective date. The Net Entitlement field displays the net accrued days or hours between these dates. The Last Accrual date is the end of the last complete accrual period, if the formula does not calculate accrual for partial periods.

    If you allow maintenance of negative balances of accrued time at your installation and an employee's time absent exceeds time accrued, the net entitlement appears as a negative number.

    Note: Net Entitlement can exceed the accrual ceiling if you have increased entitlement using an adjustment element or the Carry Over element. If you have adjusted net accrual so that it exceeds the ceiling, the employee will accrue no time until net accrual falls below the ceiling.

    The Entitlement Details region shows the values used in the calculation of the net entitlement:

    • The <plan name> element stores current accrued time.

    • The <plan name> Carried Over element stores accrued time carried over from the previous accrual term. If the plan has an expiry date for carried over time, the value shown after the expiry date is the amount of accrued time that was used. Any remaining time was lost.

    • The absence element stores accrued time taken.

    • Any other elements created at your site to hold values used for calculating net entitlement, such as elements to store bought or sold PTO.

    If the accrual plan uses the seeded formulas, note that an absence is included in the accrued time taken figure if it starts on or before your effective date.

    Important: When reviewing employee accruals at the end of an accrual term, remember that carried over and residual PTO appear only after the PTO Carry Over process is run.

Viewing Absence History

Use the View Absence History window to view all absences for an employee.

To view absences for an employee

  1. Select an employee then choose the Find button.

    The absences appear in the lower part of the window. Use the standard Folder features to select a subset of these absence records, and to choose the fields to see.

Listing Employees by Absence Type

Use the List Employees by Absence Type window to see all the absence records for a particular absence type, or category of types.

To list employees by absence type

  1. Enter any combination of absence type, category, and start and end dates to define the absences to view. Choose the Find button.

    The absences appear in the lower part of the window. Use the standard Folder features to select a subset of these absence records, and to choose the fields to see.

Running the Absences Report

The Absences Report shows information about employee absences during a specified period. It can show absences:

The report summarizes the information as totals for each absence type since the employee was first hired.

You run reports in the Submit Requests window.

To run the Absences Report

  1. In the Name field, select Absences Report.

  2. Enter the Parameters field to open the Parameters window.

  3. Enter the effective date for which you want to see the report.

  4. Select either an organization or an employee.

  5. Enter the start and end dates of the period for which you want to report absences.

  6. You can choose up to 10 absence types for the report. To report on all types, leave the absence type fields blank. Choose OK.

  7. Choose the Submit button.

Resetting a Stored Accrual Balance

If you use Oracle Payroll, you may have set up your accrual plans so that the payroll run maintains a stored accrual balance. Batch processes and reports that calculate accruals use this stored balance for faster processing.

Normally the payroll run maintains this balance by calculating the accrual change each period. It recalculates the accrual from the beginning of the accrual term when there are any retrospective changes that affect entitlement. However, if you have made a retrospective assignment change that your accrual formula cannot handle, you might want to force the next payroll run to recalculate accruals from the beginning of the accrual term for one or more assignments.

Note: This procedure assumes that your accrual formula uses the Reset PTO Accruals function to check the setting of the Reset PTO Accruals parameter. Refer to the seeded accrual formulas for an example of how to use this function.

  1. In the Action Parameters window, check the Default Group check box to view the default action parameters. On the Parameters tab, scroll down to find the Reset PTO Accruals parameter, and change its value from N to Y.

  2. Create an assignment set containing the assignments whose accrual balances you want to reset.

  3. Run a QuickPay or payroll run for these assignments.

  4. In the Action Parameters window, check the Default Group check box to view the default action parameters. On the Parameters tab, scroll down to find the Reset PTO Accruals parameter, and change its value from Y to N.

    Important: Make sure you reset the parameter to N to ensure faster processing in your normal payroll processes.

Workforce Intelligence Key Concepts for Leave and Absence Management

Workforce Intelligence Key Concepts for Leave and Absence Management

To enable you to get the most out of Leave and Absence Management intelligence reports, you need to understand the following key concepts:

Absence Hours

The Absence Hours reports use the element information created when you enter either an absence against the absence element, or an absence in the Absence Details window.

The report plots the absence hours for the date earned. This is entered for the element. If a date earned has not been entered, then the element's effective start date is taken as the date earned.

Note: If you have entered your absences using the Absence Details window, a date earned is not set up; therefore the report uses the effective start date of the element.

Regardless of the length of time an employee has been absent, the report always plots his or her absence hours on the date earned, or the effective start date of an element. It is possible, because of the frequency and time period you select, that an absence may fall into two different time periods. The absence hours are always shown in the first time period, rather than pro-rata across two time periods.

A pre-defined formula, TEMPLATE_BIS_DAYS_TO_HOURS, calculates the absence hours. You can configure this formula to meet your requirements.

See: Discoverer Workbooks Implementation Steps, Oracle HRMS Strategic Reporting (HRMSi) User Guide

Working Hours

Within Oracle HRMS, you record the number of regular and overtime hours worked using elements. The Hours Worked reports process information for the hours worked through formulas, which you must provide using Oracle FastFormula.

See: Setting Up and Customizing Working Hours, Oracle HRMS Strategic Reporting (HRMSi) User Guide

The Hours Worked reports calculate the hours worked for each payroll time period using employee assignments. For the assignment to be included it must:

Note: You can only run the Hours Worked reports if you previously set up Oracle FastFormula to calculate your employees' regular hours and overtime hours.

The Hours Worked reports display information about the payroll periods that most closely match the start and end dates that you enter for the report. For example, if the first date you enter is 05-Jan-2001, and the payroll begins on 01-Jan-2001, the report includes information from 01-Jan-2001.

Workforce Intelligence for Leave and Absence Management

Employee on Leave Detail Workbook

This workbook enables you to report on employees who are on a leave of absence on a particular effective date. The workbook shows the following employee primary assignment details:

Worksheets

This workbook has the following worksheets:

Organization Hierarchy Worksheet

This worksheet enables you to report on employees who are on leave on the effective date chosen. Employees are listed for a given organization and its subordinate organizations. The additional parameter, Absence Types to Exclude, enables you to exclude absence types that are not of interest, for example, Unpaid Leave.

Business Questions

When are my employees in an organization hierarchy on leave?

Parameters

You must specify values for the following parameters:

Supervisor Hierarchy Worksheet

This worksheet enables you to report on employees who are on leave on the effective date chosen. Employees are listed for a given supervisor and his/her subordinates. The additional parameter, Absence Types to Exclude, enables you to exclude absence types that are not of interest, for example, Unpaid Leave.

Business Questions

When are employees, reporting directly or indirectly to a specific supervisor, on leave?

Parameters

You must specify values for the following parameters: