Entering Absences
This section discusses how to enter absences due to various reasons.
Note: Enter all absences on the Absence Event Entry component, as described in the PeopleSoft Global Payroll . This section provides additional instructions that are specific to France.
|
Page Name |
Definition Name |
Usage |
|---|---|---|
|
GP_ABS_EVENT |
Enter, update, and void absences. Start the Absence Forecasting process. |
|
|
GP_ABS_EVENT_SEC |
Enter detailed information for an absence, including the reason, processing action, manager approval, user-defined data, entitlement adjustment, and partial hours. |
When you enter an absence due to illness, always select MLT MALADIE as the take element and enter the begin and end dates for the entire absence event. The system automatically does the following:
Triggers the calculation of the daily social security allowance. (It does this by creating a second absence take using MLT MAL IJSS for each paid absence day.)
When the entitlement balance is depleted, uses the entitlement balance for the next illness take element in the sequence (MLT MALADIE 2, MLT MALADIE 3, then MLT MALADIE 4).
When IJSS Allowance is Not Paid
If social security does not pay the IJSS allowance to the payee, do one of the following:
Use the take element for unpaid authorized absences, ABT AUT N PAYEE, to record the absence.
Use the take element for illness, MLT MALADIE, and the system creates a deduction for the absence, but does not create an earning.
The advantage of the second solution is that the payslip shows the true reason for the absence—that is, illness—whereas the other take only identifies the absence as authorized and unpaid.
If you uphold a payee's salary and are later informed of the non-payment of IJSS, you can change the reason for the absence. This triggers retroactive processing the next time that you run the absence process.
When you enter an absence due to a work accident, always select ATT TRAVAIL as the take element and enter the begin and end dates for the entire absence event. The system automatically does the following:
Triggers the calculation of the daily social security allowance. (It does this by creating a second absence take using ATT TRAV IJ for each paid absence day.)
When the entitlement balance is depleted, uses the entitlement balance for the next take element in the sequence (ATT TRAVAIL 2, ATT TRAVAIL 3, then ATT TRAVAIL 4).
For accidents on the way to work, always select ATT TRAJET as the take when entering the absence and enter the begin and end dates for the entire absence event. The system automatically does the following:
Triggers the calculation of the daily social security allowance. (It does this by creating a second absence take using ATT TRAV IJ for each paid absence day.)
When the entitlement balance is depleted, uses the entitlement balance for the next take element in the sequence (ATT TRAJET 2, ATT TRAJET 3, then ATT TRAJET 4).
For absences due to occupational disease, select MLT PROFESSL as the take element and enter the begin and end dates for the entire absence. The system automatically does the following:
Triggers the calculation of the daily social security allowance. (It does this by creating a second absence take using ATT TRAV IJ for each paid absence day.)
When the entitlement balance is depleted, uses the entitlement balance for the next take element in the sequence (MLT PROFESS 2, MLT PROFESS 3, then MLT PROFESS 4).
Employees who suffer a relapse from a work accident, an accident on the way to work, or occupational illness may be eligible for additional entitlements for the daily allowance. The relapse may also affect the calculation of effective work days for seniority and paid vacation calculations. Use the absence take elements designed specifically for relapses to record these absences.
For a relapse related to a work accident, use the take element ATT RECHUTE TRAV. The system automatically does the following:
Triggers the calculation of the daily social security allowance. (It does this by creating a second absence take using ATT TRV IJ RECH1 for each paid absence day.)
When the entitlement balance is depleted, uses the entitlement balance for the next take elements in the sequence (ATT RECHUT TR2, ATT RECHUT TR 3, then ATT RECHUT TR 4).
For a relapse related to an accident on the way to work, use the take element ATT RECHUTE TRAJ. The system automatically does the following:
Triggers the calculation of the daily social security allowance. (It does this by creating a second absence take using ATT TRV IJ RECH1 for each paid absence day.)
When the entitlement balance is depleted, uses the entitlement balance for the next take element in the sequence (ATT RECHUT TJ2, ATT RECHUT TJ 3, then ATT RECHUT TJ 4).
For a relapse related to an occupational disease, use the take element MLT PRO RECHUTE. The system automatically does the following:
Triggers the calculation of the daily social security allowance. (It does this by creating a second absence take using ATT TRV IJ RECH1 for each paid absence day.)
When the entitlement balance is depleted, uses the entitlement balance for the next take element in the sequence (MLT PRO RECH2, MLT PRO RECH 3, then MLT PRO RECH 4).
Although Global Payroll for France delivers ten take elements for pathological leave, you need to use only two of these elements to record absences on the Absence Event Entry page:
To record a pathological leave before maternity, use the take element MTT PATHO AV.
MTT PATHO AV is mapped to the take element MTT PATHO IJ AV, which automatically triggers the calculation of the daily social security allowance.
To record a pathological leave after maternity, use the take element MTT PATHOLOGIQ.
MTT PATHOLOGIQ is mapped to the take element MTT PATHO IJAP1, which automatically triggers the calculation of the daily social security allowance.
A woman who has been employed nine months or longer at the time she gives birth or adopts a child is eligible for paid maternity or adoption leave, as applicable.
Because entitlement for paid maternity or adoption leave is based on the number of children that the employee already has and whether the absence is before or after the birth, the system does not calculate entitlement automatically. Before entering the absence on the Absence Event Entry page, use the Supporting Element Overrides page to enter the correct number of calendar days to which the payee is entitled. Enter the override for the variable element ABS VR DTS MATERN (maternity) or MAT VR DTS ADOPT (adoption).
The take element you use to record a maternity or adoption leave depends on whether the payee is entitled to an IJSS allowance:
For paid maternity or adoption leave, use MTT MATERN PAYEE or MTT ADOPTION.
Use these take elements when the payee's salary exceeds the social security ceiling. The system calculates IJSS allowances automatically.
For unpaid maternity or adoption leave, use MTT MATERN NON PAY or MTT ADOPTION NON PAY.
You do not need to enter public holidays as absence events. Instead, define holidays on the Holiday Schedule page, and the system automatically takes these days into account when calculating absence take and entitlement.
If you want to differentiate between paid and unpaid holidays, use the unpaid absence take element (ABT AUT NON PAYEE), or create your own absence take rules to determine whether holidays should be paid.
Note: If a payee is absent during a period that includes a public holiday, the first absence reason is taken into account. For example, suppose that Easter falls during the period when a payee is out sick. For the payee, the Easter holiday is not compensated as a public holiday but as an illness. This is true for most absences where the payee's contract is suspended (for example, maternity and strike).
Entering Extra Days Off Before or After a Public Holiday
If you give employees paid time off (les ponts) on the days before or after a public holiday, use the absence take element Authorized Paid Absence (ABT AUT ABS PAYEES) to record the extra days off. These extra days off are compensated by the earning element for other paid absences (AAP VAL H).
Use the take element for anticipated paid vacation, CPT CG ANTICIP, to record an absence only if a payee has depleted the entitlement balance (CPE CG PAYES_SOLD) for the current period.
Select the Manager Approved check box on the Absence Event Entry Detail page when you enter an absence for any of the following take elements. The system processes the absence only if the check box is selected.
ABT ADOPTION
ABT AUT ABS PAYEES
ABT AUT NON PAYEE
ABT CIF NONPAYE
ABT CONGE PARENTAL
ABT REP COMP
ABT SABBATIQ
CPT ANCIENTE
CPT AUTRES
CPT CG ANTICIP
CPT CG PAYES
CPT FRACTMT
EVT DEMENAGEMENT
EVT MAR ENF
EVT MAR SAL
EVT NAIS/ADOP
MLT CURE PAYEE
MTT CG SUP
For some absences, it is necessary to select the Half Day check box to enter the absence event. However, the delivered absence setup does not allow you to enter two absences for the same day. Multiple entries are prohibited by the overlapping control. To change this, you must permit duplicates and prioritize each combination of absence takes that you can have on an absence day.
Half-day functionality enables the system to count half calendar days or half business days, whichever unit you use. If calculations are done in hours, the system automatically retrieves the number of hours of the day divided by two.
Note: This functionality has not been applied to any absence for which there might be either a waiting period or social security daily allowances, such as illness absences, work accident absences, and maternity. You may use the Half Day check box for these instances, but it is not a factor in rules calculation.
Use the Half Day check box for the following take elements:
ABT AB N AUT N PAY
ABT ADOPTION
ABT AUT ABS PAYEES
ABT AUT NON PAYEE
ABT CONGE PARENTAL
ABT GREVE
ABT MAP CONSER
ABT MAP DISCIPLI
ABT PREAV N F
ABT REP COMP
ABT SABBATIQ
EVT ALLAITEMENT
EVT DEC BEAUX PARE
EVT DEC COLLATERAU
EVT DEC CONJOINT
EVT DEC ENFANT
EVT DEC PARENT
EVT DEMENAGEMENT
EVT ENF MAL
EVT MAR ENF
EVT MAR SAL
EVT NAIS/ADOP
EVT ENF MAL AFB