Setting Up Leave Transfers

Page Name

Definition Name

Usage

Leave Program Definition Page

GP_ABS_LVDN_PRG1

Define the parameters for a leave transfer program.

Leave Program Entitlement Page

GP_ABS_LVDN_PRG2

Use this page to define the entitlement parameters for a leave transfer program

Leave Program Board Members Page

GP_ABS_LVDN_PRG3

Use this page to define the board members of a leave transfer program

Leave Transfer Configuration Page

GP_ABS_LVDN_CFG

Used this page to define whether or not to display agreement and compliance confirmation as well as which, if any, leave reasons can be selected when submitting requests to receive leave.

Leave Transfer Recipients Page

GP_ABS_LVDN_RCP

Use this page to specify the eligible recipients for a leave transfer program.

Use the Leave Program Definition page (GP_ABS_LVDN_PRG1) to define the parameters for a leave transfer program.

Navigation

Set Up HCM > Product Related > Global Payroll & Absence Mgmt > Absence Management > Leave Program Definition

Image: Leave Program Definition page

This example illustrates the fields and controls on the Leave Program Definition page.

Leave Program Definition page

Field or Control

Definition
Leave Program

Displays the name of the leave transfer program.
Unit Type

Select the time units for the leave transfer program, either hours or days.
Leave Program Category

Indicate how hours contributed to the leave transfer program are allocated.

  • Select Individual to enable contributors to specify a recipient for the contributed hours.

  • Select Bank when the contributed hours for this program are held in a single pool of hours.
Leave Program Type

Specify whether the leave transfer program is ongoing or has been created for a specific event.

  • Select Emergency if the leave transfer program is established to respond to a specific emergency or crisis.

  • Select Voluntary to establish an ongoing, voluntary leave transfer program.

Begin Date and End Date

Enter the start and end dates for the leave transfer program. For ongoing programs, leave the End Date field empty.
Target Donation Hours

Specify the number of accrued hours desired for the leave transfer program. This is typically specified for emergency leave transfer programs.
Contribution Type

Specify whether contributors can make recurring contributions to the leave transfer program.

  • Select One-Time to enable contributors to make a one-time donation of hours.

  • Select Recurring to enable contributors to regularly donate hours to the leave transfer program. For example, contribute hours every pay period.

Program Balance Limits

Field or Control

Definition
Minimum Hours

Enter the minimum number of hours to maintain in the leave transfer program. The system will not disperse any hours unless the number of available contributed hours is greater than this number.
Maximum Hours

Enter the maximum number of hours to maintain in the leave transfer program. The system stops accruing contributions from all employees when the value in this field is reached or exceeded.

Payee Contribution Limits

Field or Control

Definition
Frequency

Indicate how often employees can contribute to the leave transfer program. The valid values are:

  • Monthly

  • Quarterly

  • Annual
Minimum Hours

Enter the minimum number of hours each employee can contribute to the leave transfer program for each recurring contribution. For example if the Frequency is Monthly and you enter a value of 10 for the Minimum Hours field, then each employee that contributes to the leave transfer program must donate at least 10 hours of leave time each month.
Maximum Hours

Enter the maximum number of hours that each employee can contribute to the leave transfer program for each recurring contribution. This prevents employees from donating more hours than they regularly receive from the company.
Ceiling Limit

Enter the maximum contribution a single employee can make to a program over the duration of the leave transfer program, as specified by the program begin and end dates. The system will not accumulate any contributions from an employee once his or her donations reach this amount.

Return of Unused Leave

Field or Control

Definition
Allow recipient to return unused leave

Select this check box to enable a recipient to return unused hours to the contributors. Selecting this field enables you to specify the Usage Allocation Method. The system calculates the number of leave hours that should be returned to each contributor based on the Usage Allocation Method specified. When this field is selected, the system verifies that a return entitlement has been defined and associated with the originating element.

Usage Allocation Method

The fields in this region are only active when you select the Allow recipient to return unused leave check box and the Leave Program Category is set to Individual.

  • When you select Weighted Average, the system calculates the usage of donated hours based on the total number of hours donated to an individual, against the amount of each contributor's donated time to that individual when an approved request is processed.

  • Select FIFO to use the leave time contributed to the program in the order the hours were received.

The scenario shows the difference in calculation between the two usage allocation methods. In this example, three donors have contributed a total of 45 hours to the leave transfer program and the recipient uses 15 of those donated hours. The recipient then enters a leave return request for the remaining hours. The following table describes the individual contributions and distribution of contributed hours using the two different usage allocation methods:

Donor

Donation Date

Donated Hours

Percentage of the Total Hours

(Individual Donation / Total Donations)

Usage Allocation:

FIFO Method

Usage Allocation:

Weighted Average

(Hours Used * Percentage of Total Hours)

A

January 1

10

22%

0

6.6

B

February 1

15

33%

10

9.9

C

March 1

20

45%

20

13.5

TOTALS

45 Hours

30 Hours

30 Hours

In this example, Donor C contributed 20 hours to the leave transfer program, but was the last donor to contribute. The 20 contributed hours represents 45% (20 hours / 45 hours ) of the hours in the leave transfer program at the time the recipient's request was processed. Using the FIFO method, the hours contributed by Donor C would not be used, since the hours donated by the other contributors were sufficient to cover the requested and returned number of hours. Using the Weighted Average allocation method, Donor C contributes 45% of the recipient's requested hours, or 13.5 hours (30 hours returned * 45%.)

Use the Leave Program Entitlement page (GP_ABS_LVDN_PRG2) to .

Navigation

Set Up HCM > Product Related > Global Payroll & Absence Mgmt > Absence Management > Leave Program Definition > Leave Program Entitlements

Image: Leave Program Entitlements page

This example illustrates the fields and controls on the Leave Program Entitlements page.

Leave Program Entitlements page

Use this page to define the eligible entitlements that may be donated to the leave transfer program. The eligible entitlements are then associated or linked with the defined donate entitlement, receive entitlement, and return entitlement. The association between eligible entitlements and the target entitlements is a one to one relationship.

Note: After running the first leave transfer process for a leave transfer program definition, you cannot make changes to the program definition other than to change the status to Inactive. If the parameters of a leave transfer program change, then you must define a new leave transfer program.

Field or Control

Definition
Eligible Entitlement

Enter an active, eligible, entitlement. You can specify one entitlement.
Target Donate Entitlement

Enter the donate entitlement that participants can use to donate leave time, such as a vacation donation entitlement, or a sick leave donation entitlement.
Target Receive Entitlement

Enter the receive entitlement for participant leave donations.
Target Return Entitlement

Enter the return entitlement, if any, that is used to return unused leave time back to the donor or leave transfer program.
Allow donor to terminate participation in program

Select this field to enable a donors to terminate their participation or enrollment in the leave transfer program
Allow donor to automatically be an eligible recipient in program

Select this field to enable an approved donor to also be an eligible recipient of the leave transfer program. When this check box is selected, approved donors are automatically added to the list of leave transfer recipients.
Approval Process ID

Enter the ID associated with a particular approval process definition in the Approval Workflow Engine. Each transaction registered with the Approval Workflow Engine must have at least one defined process ID.
Approval Definition ID

Enter the definition of the approval process within the Approval Workflow Engine. The definition can contain stages, paths, steps, varying hierarchies, and criteria, as well as other configurable parameters.

Use the Leave Program Board Members page (GP_ABS_LVDN_PRG3) to .

Navigation

Set Up HCM > Product Related > Global Payroll & Absence Mgmt > Absence Management > Leave Program Definition > Leave Program Members

Image: Leave Program Board Members page

This example illustrates the fields and controls on the Leave Program Board Members page.

Leave Program Board Members page

Enter the full name and email address for each board member.

Use the Leave Transfer Configuration page (GP_ABS_LVDN_CFG) to used this page to define whether or not to display agreement and compliance confirmation as well as which, if any, leave reasons can be selected when submitting requests to receive leave.

Navigation

Set Up HCM > Product Related > Global Payroll & Absence Mgmt > Absence Management > Leave Transfer Configuration

Image: Leave Transfer Configuration page

This example illustrates the fields and controls on the Leave Transfer Configuration page.

Leave Transfer Configuration page

This page controls some of the fields displayed on the self service requests pages. You can specify whether to r or not to display agreement and compliance confirmation. ยท

Field or Control

Definition
Require Acceptance of Donation Requests

Select this field to require users to agree to the terms of the leave transfer program on the Request to Donate Leave page before a request to donate leave can be submitted.
Leave Reason

Define which leave reasons can be selected when requesting a donated leave transfer. The valid values are: Disability, Other, Paid Leave, Waiting Pd
Require Acceptance of Recipient Requests

Select this field to require users to agree to the terms of the leave transfer program on the Request to Receive Donated Leave page before a request to receive leave time can be submitted.
Require Acceptance of Termination Requests

Select this field to require users to agree to the terms of the leave transfer program on the Request to Terminate Participation page before a donor can end his or her participation in a leave transfer program.

Use the Leave Transfer Recipients page (GP_ABS_LVDN_RCP) to use this page to specify the eligible recipients for a leave transfer program.

Navigation

Global Payroll & Absence Mgmt > Payee Data > Leave Donations > Leave Transfer Recipients

Image: Leave Transfer Recipients page

This example illustrates the fields and controls on the Leave Transfer Recipients page.

Leave Transfer Recipients page

Use this page to define the recipients for a leave transfer program.

Field or Control

Definition
Begin Date and End Date

Enter the dates that a recipient in the leave transfer program is eligible to receive leave time from the program.
Comments

Click to open the Comments page. The Comments page enables an administrator to enter information such as an explanation of why a recipient is eligible to receive donated leave time.