When you record an absence for an employee using the Absence Detail window or self-service, you must always select an absence type.
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.
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:
Duration is greater than the person's net entitlement recorded in a PTO accrual plan
A decreasing absence balance becomes negative
Duration is not equal to the value calculated by the absence duration formula. Or, if there is no absence duration formula, duration is not equal to <end date/time - start date/time>. Here, the application calculates the hours using the standard hours recorded for the assignment (or for the business group if the assignment contains no record).
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.
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.
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.
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, Oracle HRMS Compensation and Benefits Management Guide
See: How do we track and analyze absences and net accrual entitlement: Leave and Absence Management, Oracle HRMS Compensation and Benefits Management Guide
See: Leave and Absence Management:Self-Service Functionality, Oracle Self-Service Human Resources Deploy Self-Service Capability Guide
For monitoring and analyzing recorded employee absences, use the:
View Absence History window, Oracle HRMS Compensation and Benefits Management Guide
List Employees by Absence Type window, Oracle HRMS Compensation and Benefits Management Guide
Absences Report, Oracle HRMS Compensation and Benefits Management Guide
For reviewing PTO plan participants' accrued time earned and taken, use the Accruals window, Oracle HRMS Compensation and Benefits Management Guide.
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
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, Oracle HRMS Compensation and Benefits Management Guide
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).
Norway HRMS: Click the descriptive flexfield to select the absence type and display the Additional Absence Details window. Enter additional information about the absence type:
| Absence Type | Additional Absence Details |
|---|---|
| Maternity | Partial maternity or paternity leave |
| Sickness | Doctors certificate |
| Vacation Absence | Part time unpaid leave |
| Lay off recording | For lay offs. |
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.
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
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
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.
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, Oracle HRMS Compensation and Benefits Management Guide.
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).
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
Enter or query an absence in the Absence Detail window, and choose Accruals.
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 |
Follow the steps described in this process to ensure that the Hungarian Absence Report contains an accurate summary of your employees' absence information.
Set up the absence elements, payroll, and absence type for the holiday types - Base Holiday, Additional Holiday for bringing up children, Other Additional Holiday and Sickness Holiday. See: Setting Up Absence Management, Oracle HRMS Compensation and Benefits Management Guide
Create one or more accrual plans for each holiday type. We recommend that you refer to the Hungarian-specific sample accrual formulas provided for recording the different holiday types, such as Base Holiday, Additional Holiday, Other Additional Holiday, and Sickness Holiday. See: Setting Up PTO Accrual Plans, Oracle HRMS Compensation and Benefits Management Guide Hungarian Sample Accrual Formulas and Writing Formulas for Accrual Plans, Oracle HRMS Compensation and Benefits Management Guide
Map the accrual plans to the holiday types using the user defined table, HU_ABSENCE_REPORT_ACCRUAL_PLAN_MAPPINGS to enable the report to include the appropriate accrual plans. For example, if your enterprise has three accrual plans for Base Holiday, ensure that each plan maps to the Base Holiday holiday type. See: Mapping Accrual Plans to Holiday Types
Warning: You must ensure that you have mapped all the relevant accrual plans that you want to include in the report, or the output will be incorrect.
Ensure that you have a work pattern assigned to an employee. See: Setting Up Shifts and Shift Patterns
Run the Hungarian Absence Report Generator for selecting the relevant holiday type entitlement information. You can run the generator process any number of times. See: Running the Hungarian Absence Report Generator
Set up Web ADI to create your data source and report template layout. You upload and link the data source and template to create the report format that you want. See: Setting Up Web ADI for the Absence Report
Note: Once you have set up the Web ADI to meet your requirements, you can use it whenever you need to run the Hungarian Absence Report. You do not need to repeat this step each time you want to run the report.
Run the Hungarian Absence Report using the Hungarian Web ADI Reports menu attached to your responsibility. See: Running the Hungarian Absence Report
You must use accrual plans to calculate your employees' statutory holiday entitlements and any carried over holiday. You must map these accrual plans to one of the reported holiday types before you can run the Hungarian Absence Report successfully.
You can create as many accrual plans as you want for recording the different holiday types. Then you must map them to the holiday type using the user defined table, HU_ABSENCE_REPORT_ACCRUAL_PLAN_MAPPINGS.
If there are no accrual plans mapped on the user defined table, and the user defined table is empty, the report generator fails and generates a message.
If you have at least one accrual plan entered on the user defined table and mapped to a holiday type, you can run the report. However, the report displays zeroes against the holiday types with no accrual plans. If an employee has no accrual plans mapped to the holiday types, a log file records the employees names and numbers so you can check accrual plan enrollments for these employees.
Use the Table Structure window to set up the HU_ABSENCE_REPORT_ACCRUAL_PLAN_MAPPINGS table. Use the Table Values window to map the accrual plans to the holiday types.
To set up the HU_ABSENCE_REPORT_ACCRUAL_PLAN_MAPPINGS table
Query the HU_ABSENCE_REPORT_ACCRUAL_PLAN_MAPPINGS table.
In the Rows region, enter the accrual plans you have created, in the Exact field.
Save your work.
To map accrual plans to holiday types
Enter your effective date.
Query the HU_ABSENCE_REPORT_ACCRUAL_PLAN_MAPPINGS table.
In the Column region, select Holiday Type in the Name field.
In the Values region, map the accrual plan to the holiday types:
Select an accrual plan you created in the Exact field.
Enter the following holiday types in the Value field. You must enter a valid holiday type against each accrual plan.
For Base Holiday, enter HU1
For Additional Holiday for bringing up children, enter HU2
For Other Additional Holiday, enter HU3
For Sickness Holiday, enter HU4
Warning: You must enter the holiday types exactly as shown above, or the Hungarian Absence report will not run successfully.
Repeat the steps 1 to 4 until each accrual plan that you need to report maps to a holiday type.
Note: If you have multiple accrual plans for a holiday type and want to include these plans in the report, then you must map all the accrual plans to the holiday type. For example, if you created multiple accrual plans for recording Base Holiday, select each plan in the Exact field and enter HU1 in the Value field.
Save your work.
You run the Absence Report Generator as part of the process for creating the statutory Hungarian Absence Report for employees. This statutory report summarizes the normal and sickness holiday amounts that an employee is entitled to annually.
If you want to report on the absences an employee or all employees have taken, then you must run the core Absences Report from the Submit Request window. See: Running the Absences Report, Oracle HRMS Compensation and Benefits Management Guide
Run the Hungarian Absence Report Generator in the Submit Request window.
To run the Hungarian Absence Report Generator
Select HU Absence Report Generator in the Name field.
If the Parameters window does not open automatically, click in the Parameters field.
Enter the effective date for which you want to see the report. You can run the report on 1st January of the current year or on the employee's hire date.
Optionally, select the Payroll, the Assignment Set and the Employee, if you want to restrict the report to the specified values.
Choose the Submit button.
You can now set up the Web ADI and then run the Hungarian Absence Report using the Hungarian Web ADI Reports menu.
You must complete the following steps to set up Web ADI prior to running the Hungarian Absence Report. You must use the Hungarian Web ADI Reports menu to run the Hungarian Absence Report. You can perform the following steps:
Create a data source.
Create a report layout template.
Upload the document.
Link the documents.
To create a data source
Select Create Document on the Hungarian Web ADI Reports menu.
In the Viewer list, select Word 2000 and select Reporting.
In the Integrator list, select Absence Report Generator.
In the Layout list, select Absence Report.
In the Content list, select Absence Content.
In the Generator Request ID, select the HU Absence Report Generator ID.
In the Mapping list, select Absence Mapping.
Review the information selected in the previous steps. Click Create Document.
Select Document to download the document to provide the data source.
Save the document to a temporary directory.
To create a report layout template
Open Microsoft Word.
Use the previously downloaded data source to create the report layout template. Use the Microsoft Word Mail Merge facility to create the report template.
Select the required fields using the Mail Merge toolbar to include in the report layout template.
Save the report layout template to a temporary directory.
To upload the document
Upload the report template Word document to the database.
Use the HR ADI Document Upload page.
Choose Upload New Document on the Document Manager page.
Browse to select the data source.
Select the category as Absence.
To link the documents
Select Manage Document Links.
Select Integrator as HU Absence - click Go
Click the Link icon next to the layout you want to link to your report template. A list of documents that have been uploaded to the database appears (you can restrict the list of documents by using the Search feature).
Select the template.
You run this report to show an employee's annual normal and sickness holiday entitlement.
The report includes the entitlement for the following holiday types:
Base Holiday
Additional Holiday for bringing up children
Other Additional Holiday
Sickness Holiday
The Hungarian Absence Report reports the accrual value, carryover value, and normal paid holiday eligibility for an employee. You can run the report any time during the leave year.
The carry over expiry date will impact your Absence report results if you run the report after that date. (No carry over information for the current year is reported after the expiry date.) For example, consider an employee who has 5 days carry over from the previous year and the carry over expiry date is set to 30th June. When you run the report with an effective date on or prior to 30th June, the carry over value reported is 5 days. However, when you run the report after 30th June, the carry over value reported is 0 as the carry over expires on 30th June.
Use the Hungarian Web ADI Reports menu to run the report.
To run the Hungarian Absence Report
Select Create Document Link on the Hungarian Web ADI Reports menu.
In the Viewer list, select Word 2000 and select Reporting
In the Integrator list, select HU Absence Report.
In the Layout list, select Absence Report Layout.
In the Content list, select Absence Report Content.
In the Generator Request ID list, select the HU Absence Report Generator process ID.
In the Mapping list, select PER_HU_ABSENCE_REPORT_V Mapping.
Review the information selected in the previous steps. Click Create Document.
Select Document to download the HU Absence Report for employees.