PeopleSoft Enterprise Human Resources 9.1 PeopleBook: Monitor Absence

Setting Up Absence Data

This chapter provides an overview of absence data and discusses how to:

Set up absence classes, types, codes, and parameters.
Set up and assign work and holiday schedules.
Set up vacation benefit plans.

Understanding Absence Data

This section discusses:

Absence tracking.
SetIDs and regulatory regions.

Absence Tracking

With the Monitor Absence business process, you can maintain and track both historical and current absence data. This process enables you to better monitor absences for both performance evaluation and project planning. Use the Monitor Absence business process to track typical absences such as sickness, maternity leave, trade union duties, public duties, and annual holidays.

Note. The absence tables and modules that are described in this section are for use with PeopleSoft Human Resources and certain other HRMS applications. If you're using PeopleSoft Global Payroll, use separate absence tracking functions.

SetIDs and Regulatory Regions

During absence data setup, you must consider the regional (that is, national or provincial) regulatory and legislative practices that are applicable to people, and you need to understand how these translate into company policies.

The Absence Class and Absence Type tables are keyed by setID so that you can maintain separate sets of absence types and codes for different regions, as required by the regulatory and legislative practices of the regions.

Because each country monitors different types of absences, use regulatory regions to process all absences within the PeopleSoft Human Resources system. A regulatory region is a set-sharing entity similar to a business unit, and you associate regulatory regions with setIDs by using the TableSet Control page. The Monitor Absence business process uses the association between setID and regulatory region to ensure that operators have access to the applicable codes for the countries in which absences occur.

See Also

Working with Regulatory Regions

Understanding PeopleSoft HRMS System Data Regulation

Setting Up Absence Classes, Types, Codes, and Parameters

To set up the absence classes, types, codes, and parameters tables, use the Absence Class Table (ABS_CLASS_TABLE), Absence Type Table (ABS_TYPE_TABLE), Absence Codes (ABS_CODE_TABLE), and Absence Parameters (ABS_PARAMETERS) components.

This section discusses how to define:

Absence Classes
Absence types
Absence codes
Absence parameters

Pages Used to Set Up Absence Classes, Types, Codes, and Parameters

Page Name	Definition Name	Navigation	Usage
Absence Class Table	ABS_CLASS_TABLE	Set Up HRMS, Product Related, Workforce Administration, Absence, Absence Class Table, Absence Class Table	Define absence classes for regulatory regions.
Absence Type Table	ABS_TYPE_TABLE	Set Up HRMS, Product Related, Workforce Administration, Absence, Absence Type Table, Absence Type Table	Define the types of absences that a person takes.
Absence Codes	ABS_CODE_TABLE	Set Up HRMS, Product Related, Workforce Administration, Absence, Absence Type Table, Absence Codes	Define absence codes for absence types.
Absence Parameters	ABS_PARAMETERS	Set Up HRMS, Product Related, Workforce Administration, Absence, Absence Parameters	Define the parameters for tracking a person's absence. Use these parameters on the absence calendar.

Defining Absence Classes

Access the Absence Class Table page (Set Up HRMS, Product Related, Workforce Administration, Absence, Absence Class Table, Absence Class Table).

Absence Class

Displays the Absence Class you selected from the Search Dialogue.

Defining Absence Types

Access the Absence Type Table page (Set Up HRMS, Product Related, Workforce Administration, Absence, Absence Type Table, Absence Type Table).

Absence Type

Displays the type of absence that you entered to access this page.

Absence Class

Select types of absences that you want to group for reporting purposes. Generally, the absence class is a category to which the absence type belongs. For example, if you track three different types of sicknesses, you could categorize them all under the absence class Sickness for reporting purposes.

Paid/Unpaid

Select a value to indicate whether people using this absence type are paid while absent.

Note. Indicating that an absence type is paid does not mean that the system automatically generates a payment for this type of absence. You must set up the payments through the payroll system.

Absence Tracking Options

The options in the Absence Tracking Options group box control how and where absence data is processed on the Absence Data, Vacation, UK Maternity Leave, or UK Paternal Leave pages.

Entry Page	Select a value to indicate the default for this absence type. Options are: General Absence: Track information on all absences of this type. UK Maternity Leave: Track UK maternity leave only. UK Paternal Leave: Track UK paternal leave only. Vacation: Use for other types of leave that are not categorized by the preceding two options.
Track Maternity Dates	Select this option to track maternity absence on the Absence Data page. The page includes a Maternity link that enables you to enter additional maternity data, such as expected and actual birth dates.
Track Incident Number	Select this option to track incidents on the Absence Data page. This option enables you to associate incidents that you create in PeopleSoft Health and Safety with absences that you enter as part of absence monitoring.
Image Name	Displays a graphical representation of the symbol to be used to denote the selected absence type on the absence calendar. PeopleSoft provides images for Sickness, Vacation, and Maternity for certain setIDs.

Supporting Documentation

Certificate Required After

Select this check box and enter the duration for which you require a certificate (if certification is required). In companies in many countries, people must produce a medical certificate or some other form of supporting documentation if the absence exceeds a specific number of days.

(BEL) Belgium

Enter data that is required to define absence types for Belgian companies.

Mandatory Replacement	Select this option to indicate that a replacement is required for this absence type.
Number of Months	If a replacement is required, indicate the length of time that the replacement can hold the position.
Prolongation Probation	Select this option if the absence affects a probation period. This option indicates that you may need to take the absence into account and extend the probation period.
Prolongation Protection	Select this option if the absence affects a protection period. This option indicates that you may need to take the absence into account and extend a protection period.
Prolongation Notification	Select this option if the absence affects a notification period.

See Also

Tracking Vacations

Viewing Absences on the Calendar

Working with System Data Regulation in HRMS

(GBR) Tracking Maternity and Parental Leave

Defining Absence Codes

Access the Absence Codes page (Set Up HRMS, Product Related, Workforce Administration, Absence, Absence Type Table, Absence Codes).

Absence Codes

Enter a three-letter code indicating a type of absence.

Define as many codes as necessary to cover every aspect of the absence type. To enter additional codes, insert new rows.

Each absence type consists of a group of absence codes that you use to provide detailed descriptions for specific types of absences. For example, you can track various types of illness within the absence type Sickness.

The way that you define absence codes for your organization is discretionary. You can modify the list of codes as necessary for your business requirements, or you can disregard this feature altogether.

Defining Absence Parameters

Access the Absence Parameters page (Set Up HRMS, Product Related, Workforce Administration, Absence, Absence Parameters).

Absence Calendar Options

Multiple Absence Indicator	Displays the symbol that indicates multiple absences. You can change this symbol for different regulatory regions.
Continuing Absence Indicator	Displays the symbol that indicates an ongoing absence. You can change this symbol for different regulatory regions.

(GBR) United Kingdom

Use the statutory maternity pay (SMP) parameters and parental leave parameters to define statutory maternity pay and parental leave pay parameters for UK companies.

Update

Click to edit the fields in the United Kingdom collapsible section. By default, the fields (which are prescribed by UK regulations) are display-only, except for the Extended Eligibility Start Definition field.

Extended Eligibility Start Def. (Extended Eligibility Start Definition)

Select Orig Hire/Rehire Date to begin eligibility from the hiring date, or the rehire date, whichever is later.

Select Service Date to begin eligibility from the worker's service date.

In either case, the system uses the value stored in the worker's Employment Data page.

Note. These values are for tracking purposes only. The PeopleSoft Human Resources system does not calculate SMP or payments of parental leave. You must calculate SMP and parental leave, if paid, in your payroll or other external system.

(NLD) Netherlands

Use the fields in this section to define the parameters for Dutch Illness Registration reporting. Specify the types of illnesses to include or exclude from the report. This information is necessary to comply with Dutch illness registration reporting requirements. You can also exclude certain classes of individuals.

Illness Length Category/Type	Enter the number of absence days for each category Type (Short, Medium, and Long). In the example shown, absences between 1 and 14 days are in the Short category and absences 31 days and over are in the Long category. An absence in the Long category is considered a longtime illness.
Age Categories	Use these fields to define the age ranges for the columns on the Illness Registration (ABS006NL) report. For example, if you enter 10 in the Age Category 1 field and 20 in the Age Category 2 field, the first column in the report is for the age range 10–19.
Longtime Illness, Partial Illness, and Maternity Illness	These fields are not used by the illness reporting process or reports.
Exclude Employee Classes	If excluding classes, select which classes of individuals to exclude from the illness registration report. Insert as many rows as necessary to list all excluded classes. Note. Non-employees are automatically excluded from the report.

Setting Up and Assigning Work and Holiday Schedules

To set up the work and holiday tables, use the Work Template Table (ABSW_TMPL_TABLE) Work Schedule Table (ABSW_SCHD_TABLE), and Holiday Schedule Table (ABS_HOL_SCHD_TABLE) components.

Work and holiday schedules specify when a person is expected to be either at work or absent. By tracking work times, you can set work schedules that meet your needs. Some organizations need several work schedules because they have many kinds of workers that are working a variety of hours. Other organizations may need only one schedule because everyone in the organization works the same hours.

This section provides an overview of work templates and discusses how to:

Define work templates.
Create work schedules.
Set up holiday schedules.
Assign and update work and holiday schedules.

Understanding Work Templates

A work template consists of a series of days, or work periods, and the time worked on those days. The template does not indicate specific dates but merely a pattern of work over a day or series of days.

For example, a template for an office worker who has regular Monday to Friday hours might show five days of working eight hours per day, then two days with no work. By contrast, for a person who works irregular hours, you might set up a different template with four days of working seven hours per day, one day off, one day at ten hours per day, and one day off.

Use work templates to create work schedules. A work schedule may consist of one template, or you can combine templates to describe more complex work patterns. Create as many templates as needed to build all components of your organization's work schedules.

Example Template

If a person works from 22:00 to 6:00 three days per week, the work template would look like this:

Day Number	Start Time	End Time
1	22:00	24:00
2	00:00	06:00
2	22:00	24:00
3	00:00	06:00
3	22:00	24:00
4	00:00	06:00

Pages Used to Set Up and Assign Work and Holiday Schedules

Page Name	Definition Name	Navigation	Usage
Work Template Table	ABSW_TMPL_TABLE	Set Up HRMS, Product Related, Workforce Administration, Absence, Work Template Table, Work Template Table	Define work templates. The templates describe unique work patterns for your workforce.
Work Schedule Table	ABSW_SCHD_TABLE	Set Up HRMS, Product Related, Workforce Administration, Absence, Work schedule Table, Work schedule Table	Create schedules that match the requirements of your personnel and their respective functions. Schedules represent a cyclical work or nonwork pattern made up of templates.
Holiday Schedule Table	ABS_HOL_SCHD_TABLE	Set Up HRMS, Product Related, Workforce Administration, Absence, Holiday Schedule Table, Holiday Schedule Table	Set up all holiday dates for the regulatory regions.
Assign Work/Holiday Schedules	ABSW_SCHEDULE	Workforce Administration, Absence and Vacation, Track Absence History, Assign Work/Holiday Schedules, Assign Work/Holiday Schedules	Assign work and holiday schedules to individuals. Update schedule assignments.

Defining Work Templates

Access the Work Template Table page (Set Up HRMS, Product Related, Workforce Administration, Absence, Work Template Table, Work Template Table).

Work Template

Displays the work template ID that you assign when you define a new template.

Day No (day number)

Enter the day number for each entry. Use the same day number more than once to indicate separate work times on the same day.

Start Time

Enter the start time for the indicated day.

End Time

Enter the end time for the indicated day.

Hours

Displays the number of work hours based on the values in the Start Time and End Time fields.

Creating Work Schedules

Access the Work Schedule Table page (Set Up HRMS, Product Related, Workforce Administration, Absence, Work schedule Table, Work schedule Table).

Every person in the system can have a schedule allocated that matches his or her employment contract or functional requirement. These personal schedules enable you to map present and future work patterns for each person.

Work Schedule

Displays the work schedule ID that you entered to access this page.

Begin Date

Enter the date on which the work schedule takes effect. This date is important when you associate schedules with people.

Note. All Standard Work Templates are based on a seven day week and begin on a Monday. In order to receive correct calculation results, the Begin Date on the Work Schedule Table page must also be specified as a Monday.

Sequence	Enter a number to specify the order in which the work templates take effect.
Work Template	Select a work template that represents a cyclical work or nonwork pattern.

Example Schedule

Use the same template as many times as necessary to achieve the schedule that you want. For example, if a person works seven days, has two days off, works five days, then has two off, use the following setup:

Sequence	Work Template	Description
1	All Days	The person works according to template definition (seven days straight).
2	Two Days Off	The person takes the next two days off.
3	Five Days	The person returns to work for another five days.
4	Two Days Off	The person takes another two days off.

Note. The example above uses a five days off work template that is not a delivered value. Use the Work Template Table page to define or modify existing work templates.

See Also

Defining Work Templates

Setting Up Holiday Schedules

Access the Holiday Schedule Table page (Set Up HRMS, Product Related, Workforce Administration, Absence, Holiday Schedule Table, Holiday Schedule Table).

When a person is absent, the system uses the holiday calendar for that person when calculating the duration that the person is actually absent from work.

Holiday Schedule	Displays the ID of the holiday schedule.
Holiday	Enter all the holiday dates that your organization observes within this schedule. These dates are reflected on the absence calendar as nonwork days.

See Also

Setting Up Holiday Schedules

Assigning and Updating Work and Holiday Schedules

Access the Assign Work/Holiday Schedules page (Workforce Administration, Absence and Vacation, Track Absence History, Assign Work/Holiday Schedules, Assign Work/Holiday Schedules).

Begin Date

Enter the date the work schedule takes effect for this person. The system keys an individual's work schedule by this date and applies the work schedule as of this date, starting with day one of the first template assigned to the schedule. When the schedule has completed, the system starts again, applying the work schedule cyclically.

End Date

Enter the date that the work schedule ceases to be effective. This date must be later than the begin date.

Work Schedule

Select the person's work schedule for the defined period.

Holiday Schedule

Select the person's holiday schedule for the defined period. Even if people have different work schedules, they typically share the same holiday schedule.

Important! For absence processing to work, you must enter a holiday schedule.

Change or add work schedules for people as necessary. If a person's job changes during the year, enter a new row of data with the new effective date and schedule. When the new schedule becomes effective, all of the person's data is mapped to the new work schedule. Benefits processing, absence processing, and the calendar reflect the new schedule.

Note. Verify existing begin and end dates for the current work schedules before entering new ones. The system interprets each new begin date as the start of the work schedule associated with it.

Setting Up Vacation Benefit Plans

To set up the vacation benefit plan tables, use the Benefit Plan (BENEFIT_PLAN_TABLE) and Vacation Plan Table (ABSV_PLAN_TABLE ) components.

This section discusses how to:

Set up vacation providers.
Add vacation benefit plans.
Define entitlement rules.
Add vacation plans to benefit programs.

Pages Used to Set Up Vacation Benefit Plans

Page Name	Definition Name	Navigation	Usage
Benefit Plan	BENEFIT_PLAN_TABLE	Workforce Administration, Absence and Vacation, Define Absence/Work Schedules, Benefit Plan, Benefit Plan Set Up HRMS, Product Related, Base Benefits, Plans and Providers, Benefit Plan Table, Benefit Plan Table	Define the basic criteria for vacation benefits. Note. Define all benefit plans.
Vacation Plan Table	ABSV_PLAN_TABLE	Set Up HRMS, Product Related, Workforce Administration, Absence, Vacation Plan Table, Vacation Plan Table	Define the entitlement rules for accruing vacation leave time for each vacation benefit plan.
Benefit Program Table - Benefit Program	BEN_PROG_DEFN1	Set Up HRMS, Product Related, Base Benefits, Program Structure, Benefit Program Table, Benefit Program Workforce Administration, Absence and Vacation, Define Absence/Work Schedules, Benefit/Deduction Program, Benefit Program	Add vacation plans to benefit programs.

See Also

Assigning Vacation Plans to Individuals

Updating Vacation Accruals

Setting Up Vendors

Defining Benefit Plans

Setting Up Vacation Providers

For vacation plans, you can set up your organization as the provider.

Adding Vacation Benefit Plans

Access the Benefit Plan page (Workforce Administration, Absence and Vacation, Define Absence/Work Schedules, Benefit Plan, Benefit Plan).

Set up distinct vacation plans for different accrual schedules.

Note. The following fields are required for the Monitor Absence business process vacation plans; the remaining fields apply to other benefit plans. The Benefit Plan page is documented in the PeopleSoft Enterprise 9.1 Human Resources PeopleBook: Manage Base Benefits. It is included in the Absence and Vacation menu for your convenience.

Plan Type

For vacation plans, select the plan type Vacation to access the page.

Note. The recommended plan type is Vacation; this plan type is delivered with PeopleSoft Enterprise Human Resources for vacation processing. Adding or changing plan types often involves complex updates to associated processing logic.

Benefit Plan

Displays the benefit plan ID that you entered to access this page.

Vendor ID

Select an ID from the list of providers. If the provider does not appear on the list, access the Provider/Vendor Table component (PROVIDER_TABLE) and add it.

Important! For a provider to be valid for a particular benefit plan, that provider must be on the Provider/Vendor Table component with an effective date that is the same as or prior to the effective date of the benefit plan in question.

See Entering Vendor Information.

See Also

Building Automated Benefit Programs

Defining Entitlement Rules

Access the Vacation Plan Table page (Set Up HRMS, Product Related, Workforce Administration, Absence, Vacation Plan Table, Vacation Plan Table).

Benefit Plan

Displays the name of the vacation plan.

Maximum Leave Balance

Enter the maximum number of days that a person can hold in any one period.

Maximum Leave Carryover

Enter the maximum number of days that a person can carry into the next period.

Accrual Frequency

Select the length of the accrual period and how often the process should be run. The default is Yearly, but you can change it to Monthly if necessary.

Changing the accrual frequency changes the period prompt in the Entitlement Rate Values and Service Bonus Values group boxes.

Entitlement Rate Changes with

Select either Service or Age. When you do, the prompt under the Entitlement Rate Values group box changes.

Entitlement Rate Values

Enter the vacation entitlement schedule under this plan in the Entitlement Rate Values group box according to the person's length of service or age, depending on your selection in the Entitlement Rate Changes with group box.

Service Bonus Values

Enter bonus accruals based only on completion of years of service. Enter figures to three decimal places. The amounts are either per year or per month, depending on your selection in the Accrual Frequency group box.

Adding Vacation Plans to Benefit Programs

Access the Benefit Program Table - Benefit Program page (Set Up HRMS, Product Related, Base Benefits, Program Structure, Benefit Program Table, Benefit Program).

Note. Many of the fields on this page do not apply to vacation plans.

After defining vacation plans, you must include them in a benefit program. Benefit programs combine various benefit plans into a single program. For example, a benefit program for salaried workers might include a vacation plan, company car plan, and maternity leave plan. When you set up people, you assign them a benefit program. Later, when you enroll individuals in a benefit plan, your plan choices include only those that are available in the benefit program that is assigned to the person.

See Also

Building Automated Benefit Programs

Work Template	Displays the work template ID that you assign when you define a new template.
Day No (day number)	Enter the day number for each entry. Use the same day number more than once to indicate separate work times on the same day.
Start Time	Enter the start time for the indicated day.
End Time	Enter the end time for the indicated day.
Hours	Displays the number of work hours based on the values in the Start Time and End Time fields.

Begin Date	Enter the date the work schedule takes effect for this person. The system keys an individual's work schedule by this date and applies the work schedule as of this date, starting with day one of the first template assigned to the schedule. When the schedule has completed, the system starts again, applying the work schedule cyclically.
End Date	Enter the date that the work schedule ceases to be effective. This date must be later than the begin date.
Work Schedule	Select the person's work schedule for the defined period.
Holiday Schedule	Select the person's holiday schedule for the defined period. Even if people have different work schedules, they typically share the same holiday schedule. Important! For absence processing to work, you must enter a holiday schedule.

Benefit Plan	Displays the name of the vacation plan.
Maximum Leave Balance	Enter the maximum number of days that a person can hold in any one period.
Maximum Leave Carryover	Enter the maximum number of days that a person can carry into the next period.
Accrual Frequency	Select the length of the accrual period and how often the process should be run. The default is Yearly, but you can change it to Monthly if necessary. Changing the accrual frequency changes the period prompt in the Entitlement Rate Values and Service Bonus Values group boxes.
Entitlement Rate Changes with	Select either Service or Age. When you do, the prompt under the Entitlement Rate Values group box changes.