PeopleSoft Enterprise Global Payroll for Brazil 9.1 PeopleBook

Entering Absences

This chapter provides an overview of absence entry in Brazil and discusses how to:

Enter absences and run the online Absence Forecasting process.
View delivered absence elements.

Understanding Absence Entry in Brazil

Global Payroll for Brazil delivers predefined rules for processing absences due to illness, maternity, work accidents, and other reasons. These rules are designed in accordance with Brazil's statutory requirements. You can modify many of these rules to reflect absence policies that are specific to your organization.

This chapter supplements the absence documentation provided in the PeopleSoft Enterprise Global Payroll PeopleBook. Before you begin reading about Brazilian absence functionality, you should read the absence chapters of PeopleSoft Enterprise Global Payroll PeopleBook to develop a basic understanding of the concepts behind Global Payroll absence processing.

An absence is any event for which an employee fails to comply with the scheduled work time. Absences must be recorded in the system so that the appropriate adjustments are made to an employee's salary. In Brazil, absences are also tracked for specific calculations such as 13th salary and vacation compensation.

In Global Payroll, there are two types of absence elements:

An absence entitlement is defined as the amount of paid time off that a payee is entitled to take for each category of absence.

For example, payees in your organization may be entitled to receive five sick days per year.
An absence take is defined as the amount of time off that a payee takes.

This section discusses absence setup tasks, absence takes, and absence types for Brazil.

Note. Procedures for entering absences due to vacation are described in the "Managing Vacations" chapter.

See Also

Managing Vacation Data

Setting Up Vacation Pay

Absence Setup Tasks

The "Implementing Absence Setup and Management Tasks" section in the PeopleSoft Enterprise Global Payroll PeopleBook describes the general setup steps for absences. The specific steps applicable to Global Payroll for Brazil follow.

Define work schedules and assign a schedule to each payee.
Define holiday schedules.
Modify the delivered absence take and absence entitlement elements or create new absence elements, as needed.

A list of the delivered absence take and absence entitlement elements delivered for Brazil appears at the end of this chapter.
Enable absence forecasting for absence take and absence entitlement elements as required.
Assign absence elements to payees and process lists.

As with all primary elements, you must assign absence entitlement and absence take elements to payees and include the elements in the process lists that you use when you run the absence process. PeopleSoft delivers predefined sections and process lists for absence processing. You can use these, modify them, or create your own.

Setting Up Absence Entitlement Balance Forecasting and Inquiry

Understanding Absence Take Elements in Brazil

This section describes each delivered absence take element in detail.

Maternity Leave

This absence take generates the LIC MATERN deduction. The units component of the deduction element is the number of days for the absence. The Day formula increments the deduction unit each day of the absence.

The maternity take also generates the LIC MATERNID earning. It is generated in the same way that the deduction is generated in terms of the generated units.

Currently, the company is responsible for maternity leave, and can compensate this amount by deducting it from its INSS Contribution. So, the LIC MATERN deduction does not participate in the net calculation.

Foster Maternity Leave

For each absence event, the system generates an earning called LIC ADOCAO. The maximum number of days compensated with this earning is determined by the bracket element FA BR ADOCAO FILHO, which is used as the basis for calculating entitlement for ADOCAO FILHO. The bracket stores a different value (specified by variable FA VR ADOCAO DIAS) for each absence reason. For example, when an absence event is reported with absence reason 01 (Up to one year) the bracket returns a value of 120 days. In this case, earning element LIC ADOCAO is used to compensate the payee for a maximum of 120 days.

Paternity Leave

This absence take generates a deduction called LIC PATER. The Units component of the deduction element is based on the number of days of the absence. For each day of the absence, the Day Formula adds one to the deduction unit.

Entitlement for paternity take, has a ceiling of five days per absence event (as defined by the LICENCA PAT entitlement element). If the absence exceeds this limit, only five days will be paid. Earnings are paid with the element LIC PATERN.

Sick Leave

This absence take generates a deduction called AFAST DOENCA. This element contains the number of days in the Units component. All the days of the absence take are considered as units of deduction. In other words, the Day Formula adds only 1 to the deduction units for each day of this disability.

When AFAST DOENCA is greater than fifteen days, the absence take generates LIC DOENCA because the system has a ceiling of fifteen days. After fifteen days, AFAST DOENCA is capped at up to fifteen days for each absence event. The absence take AFAST DOENCA has a corresponding absence entitlement, 15 DIAS X AF.

General Absence

This unpaid absence take generates a deduction called FALTA INJUST and DESC SEM PER. FALTA INJUST contains the number of days in the Units component. All the days of the absence take are considered as units of deduction. In other words, the Day Formula adds only 1 to the deduction units for each day of this leave. DESC SEM PER contains the number of lost weekly rest days generated by absence events.

Paid Absence

This absence take generates the deductions FALTA JUSTIF and LICENCA REM. These elements contain the number of days in the Units component. All days of the absence take are considered as units for the deduction. In other words, the Day Formula adds only 1 to the deduction units for each day of this leave.

The FALTA JUSTIF deduction is informational only, because this is a paid permission so it won't deduct from the net pay. When this deduction is used, it generates the earning FALTA JUST.

When the LICENCA REM deduction is used, it generates the earning LIC REMUNER.

Unpaid Absence

This absence take generates a deduction called LIC NA RE DM. This element contains the number of days in the Units component. All the days of the absence take are considered as units of deduction. In other words, the Day Formula adds only 1 to the deduction units for each day of this leave.

Half Unpaid Absence

This absence take generates the deductions 1/2 FAL IN and DESC SEM PER. 1/2 FAL IN contains the number of days in the Units component. All the days of the absence take are considered as units of deduction. In other words, the Day Formula adds only 1 to the deduction units for each day of this leave. DESC SEM PER contains the number of lost weekly rest days generated by absence events.

Union Absence

This absence take generates a deduction called MANDATO SIND. This element contains the number of days in the Units component. All the days of the absence take are considered as units of deduction. In other words, the Day Formula adds only 1 to the deduction units for each day of this leave.

Military Service

This absence take generates a deduction called SERVICO MILI. This element contains the number of days in the Units component. All the days of the absence take are considered as units of deduction. In other words, the Day Formula adds only 1 to the deduction units for each day of this leave.

Accident Leave

This absence take generates a deduction called AFAST ACCIDE. This element contains the number of days in the Units component. All the days of the absence take are considered as units of deduction. In other words, the Day Formula adds only 1 to the deduction units for each day of this leave.

For each absence event the system generates an earning called LIC AFA ACCI. This earning has a cap of 15 days, meaning that for absence events greater than 15 days the system pays only 15 days with this earning code.

Defining Country Data

Viewing Delivered Elements

The PeopleSoft system delivers a query that you can run to view the names of all delivered elements designed for Brazil. Instructions for running the query are provided in the PeopleSoft Enterprise Global Payroll PeopleBook.

Understanding Absence Take Types in Brazil

Each absence take element is assigned an absence take type that describes the category of the absence. When reasons are defined for a take type, users can select a reason when entering an absence event. For example, multiple reasons are defined for the absence take type FTJ (Paid Absence / married absence), including Born Son, Married Absence, and many others.

Global Payroll for Brazil delivers the following absence take types:

Absence Type	Description	Absence Takes Associated
AFA	Accident Leave	Accident Leave
AFD	Sick Leave	Sick Leave
FTI	Unpaid Absence	Half Unpaid Absence Not Paid Absence General Absence
FTJ	Paid Absence (married absence)	Paid Absence
LCM	Maternity Leave	Maternity Leave
LIM	Foster Maternity Leave	Foster Maternity Leave
LRE	Paid License	Paid Leave
MAS	Union Absence	Absence Union
PAL	Paternity Leave	Paternity Leave
SMI	Military Service	Military Service

Entering Absences and Forecasting Results

This section describes how to run the Absence Forecasting process and how to enter absences in Brazil.

Running the Absence Forecasting Process

The Absence Forecasting process enables you to assess the impact of an absence. To run the process, follow these steps:

Enter a payee's actual or anticipated absence event on the Absence Entry page.
Click the Forecast button to start the process.
If applicable, check the Forecast Messages page to see if errors or warnings were generated.
Correct any errors and rerun the process. Each time you run the Absence Forecasting process, the system overwrites the previous forecast data.
Click the Forecast Details link on the Absence Entry page to view the results.

Pages Used to Enter Absences and Run the Absence Forecasting Process

Page Name	Definition Name	Navigation	Usage
Absence Entry	GPBR_ABSENCE_ENTRY	Global Payroll & Absence Mgmt, Payee Data, Maintain Absences, Absence Event BRA, Absence Entry	Enter absence event details for an employee. You can also run the Absence Forecasting process to evaluate the impact of an absence event.
Forecast Messages	GP_ABS_FCST_MSG	Global Payroll & Absence Mgmt, Payee Data, Maintain Absences, Absence Event BRA, Forecast Messages	Review any messages that are generated during the Absence Forecasting process.
Absence Forecast Results	GP_ABS_EVT_FCS_SEC	Click the Forecast Details link on the Absence Entry page.	Review the results of the Absence Forecasting process for a specific absence event and any take elements that are mapped to it.

Entering Absences

Access the Absence Entry page (Global Payroll & Absence Mgmt, Payee Data, Maintain Absences, Absence Event BRA, Absence Entry).

The Absence Entry page in Global Payroll for Brazil is similar to the Absence Event Entry page in the core application, however this page includes validations for Brazilian absence rules.

Note. You cannot add or edit vacation absence events that were generated by the Vacation Acquisition Prd-Sched page or the Mass Vacation Programming BRA page using the Absence Entry page.

From and Through	Specify the date range for which you want to retrieve and display absence event data on the page.
Forecast	After entering absence events, click this button to start the Absence Forecasting process. For the process to run, Absence Forecasting must be enabled for one or more take elements. A message appears when the process is complete. If there were any processing errors, the message instructs you to review the Forecast Messages page.

Absence Detail

Element Name and Type	Select the absence take element that corresponds to the employee's absence. The system displays the name of the element and the absence type. When you define an absence take element, you assign an absence type that describes the category of the absence.
Absence Reason	Select the code that corresponds to the absence reason. The Absence Reason field is optional and further describes the absence take.
Manager Approved	Select to have the absence processed when you run the absence take process. This check box is selected if you defined the absence take element as not requiring manager approval on the Absence Take - Calculation page in the core application.
Voided Indicator	This check box is automatically selected if you voided the event and ran the Take process. This check box can also be selected if you use the automatic priority processing feature and have assigned a priority number to your absence take elements. If you save absence entries with overlapping dates, the system voids the event with the lower priority and creates a new event for the days that do not overlap.
Process Action	Select the process action. For a new absence event, the default is Normal. Select Void to void an absence that has already gone through the absence take process. The event is not processed in subsequent runs. Instead, the process action is reset to Normal and the Voided Indicator check box is automatically selected during the absence take process. During retroactive processing, the system calculates a new version of the results without the voided event. Positive input is not generated from the voided event, and the results for earnings or deductions have deltas.
Forecast Details	Click to access the Absence Forecast Results page.

Absence Duration

Specify the length of the absence. Depending on which data you enter, the system calculates the missing field. For example, if you enter the begin and end date, the system calculates the duration days. If you enter the begin date and duration, the system calculates the end date.

Begin Date and End Date	Enter the begin and end dates for the absence.
Original Begin Date	Enter this date if your absence take rules allow you to link this absence to a previous absence that was taken for the same reason. If this absence is related to another absence, enter the begin date of the original absence.
Absence Duration	Enter the number of days for the absence.

User Defined Fields

Enter data and comments on additional fields pertaining to your business processes. You define these fields in the Absence Self-Service transaction.

Comments

Enter more information about the absence event. These comments appear only in the employee's record.

Reviewing Messages from the Absence Forecasting Process

Access the Forecast Messages page (Global Payroll & Absence Mgmt, Payee Data, Maintain Absences, Absence Event BRA, Forecast Messages).

This page displays any errors the system encountered during the Absence Forecasting process. Correct any errors and run the process again.

Note. The Forecast Messages page in Global Payroll for Brazil is the same as the Forecast Messages page in the core application.

See Also

Reviewing Forecast Messages

Viewing Forecast Results

Access the Absence Forecast Results page (click the Forecast Details link on the Absence Entry page).

Note. The Absence Forecast Results page in Global Payroll for Brazil is the same as the Absence Forecast Results page in the core application.

Viewing Delivered Absences Elements for Brazil

This section contains information about the following rules that Global Payroll for Brazil delivers to process absences:

Absence earnings.
Absence deductions.
Absence takes.
Absence entitlements.
Absence process lists.

Absence Earnings

The following table lists the absence earnings for Brazil:

Earning	Description
FALTA JUST	Paid Absences
LIC MATERNID	Maternity Salary
LIC DOENÇA	Sick Leave
LIC AFA ACCI	Accident Leave
LIC REMUNER	Paid Absence
LIC ADOCAO	Foster Daughter / Son
LIC PATERN	Paternity Leave

Absence Deductions

The following table lists the absence deductions for Brazil:

Deduction	Description
AFAST ACCIDE	Accident Leave
FALTA INJUST	Unpaid Absence
FALTA JUSTIF	Paid Absence
LIC MATERN	Maternity Leave
AFAST DOENCA	General Sickness
DESC DSR	Lost Weekly Rest
SERV MIL DMI	Military Service
LICENCA REM	Paid Leave
LIC NA RE DM	Unpaid Leave
MAND SIND DM	Union Absence
FERIADO DSR	Holiday DSR Lost
1/2 FAL INJ	Half Unpaid Absence
LIC PATER	Paternity Leave

Absence Takes

The following table lists the absence takes for Brazil:

Absence Take	Description
LICENCA MATERNIDAD	Maternity Leave
1/2 FALTAS INJUST	Half-Unpaid Absence
AFAST POR DOENCA	Sick Leave
FALTAS INJUST	General Absence
SERVICIO MILITAR	Military Service
FALTAS JUSTIFICADA	Paid Absence
LICENCA RENUMERADA	Paid Absence
LICENÇA NAO REM	Unpaid Absence
AFAST ACCIDENTE	Accident leave for work-related accidents
MANDATO SINDICAL	Union Absence
LICENCA ADOCAO FIL	Foster Daughter / Son
LICENCA PATERN	Paternity Leave

Absence Entitlements

The following table lists absence entitlement elements for Brazil:

Absence Entitlement	Description
DIREITO FER	Vacation Entitlement
15 DIAS X AF	Sick and Accident Leave
ADOCAO FILHO	Foster Daughter/Son
LICENCA PAT	Paternity Leave

See Also

Viewing Delivered Vacation Elements

Absence Process Lists

The following table lists the absence process lists for Brazil:

Process List	Description
KR AUSENCIAS	Absence process