Understanding Rules for Other Absences

Adjusting Seniority for Absences Entered in PeopleSoft HR (GEN AC JOUR ANC)

Entitlement for certain types of absences covered in this section is based on a payee's seniority. When the system determines a payee's seniority, it does not take into account any absences that you enter only through PeopleSoft HR, such as leave with pay. If you want the system to adjust seniority to reflect these absences, adjust the accumulator GEN AC JOUR ANC, which stores the number of days that a payee is present during a segment.

Family Leave and Personal Leave (ABS BR C.FAMIL1 and ABS BR C.FAMIL2)

PeopleSoft delivers two bracket elements that store entitlement values, by collective agreement, for family events, such as births, adoptions, weddings, and deaths: ABS BR C.FAMIL1 and ABS BR C.FAMIL2. The key to these brackets is LABOR AGREEMENT.

The sample entitlement values delivered with the brackets represent AFB requirements. AFB entitlement applies only to payees who have completed at least one year of service. Employees with less than one year of service accrue the minimum legal entitlement that is defined by the variables (that begin with EVE VR) listed in the previous table. Use the Variables by Category page to adjust the legal values if they change.

When it retrieves entitlement for a family-related absence event, the system checks to see if the AFB collective agreement applies. If it applies, the system triggers the appropriate bracket listed above, which overrides the existing values of the variables. If there is no AFB collective agreement, the system retrieves the existing value of the same variable (for example, EVE VR MAR SAL).

Add entitlement values for other collective agreements, as needed.

ABS BR C.FAMIL1 returns entitlement values for death of a family member:

• EVE VR DEC ASCENDA: death of a parent.

• EVE VR DEC B.PAREN: death of a mother-in-law or father-in-law.

• EVE VR DEC CONJOIN: death of spouse.

• EVE VR DEC ENFANT: death of a son or daughter.

• EVE VR DEC FRERE: death of a brother or sister.

:

ABS BR C.FAMIL2 returns entitlement values for births, marriage, moving, and child illness:

• EVE VR MAR SAL: payee's wedding.

• EVE VR MAR ENF: wedding of payee's son or daughter.

• EVE VR NAIS/ADOP: birth or adoption.

• EVE VR ENF MAL DN: standard entitlement for child's illness (AFB specific).

• EVE VR ENF MAL DM: increased entitlement for child's illness (AFB specific).

• EVE VR DEMENAGEMEN: moving.

The entitlement for absences related to children is as follows:

• Child's Illness.

  Parents are entitled to one unpaid absence leave per calendar year to take care of sick children. Entitlement is as follows:

  • 3 days for employees who have 1 dependant child under age 14.

  • 6 days for employees who have 2 dependant children under age 14.

  • 9 days for employees who have 3 or more dependant children under age 14.

• Hospitalization of Child (AFB).

  Two additional paid days are granted during the calendar year if a dependant child under age 14 is hospitalized. Before recording the absence, use the Supporting Element Overrides page to enter the value for EVE VR ENF MAL HOS. Use the take element EVT ENF MAL AFB to enter this absence.

• Breast-feeding period (période d'allaitement).

  Young mothers who breast feed a child up to one year after the child's birth are eligible for one paid hour per worked day for breastfeeding. Use the take element EVT ALLAITEMENT to record paid time off taken for breastfeeding.

Unpaid Leave

PeopleSoft delivers these absence rules for unpaid leave:

• Childcare Leave (congé parental d'éducation).

  Employees with more than one year of seniority at the birth or adoption of their children are eligible for unpaid parental childcare leave, which is granted until the child's third birthday. When you use the absence take ABT CONGE PARENTAL to record the absence, the system generates positive input for the parental deduction PAR DED JC, PAR DED JO, or PAR DED H (depending on the units you selected for valuation).

  During childcare leave, the payee acquires half of his absence period as entitlement for the seniority calculation.

  During childcare leave, half of the payee's absence period is considered as effective work time when determining entitlement for seniority.

• Adoption Leave.

  Parents who adopt children who are over age 3 may be eligible for unpaid parental adoption leave. Use the absence take element ABT ADOPTION to enter these absences. The system generates positive input for the authorized unpaid leave deduction CSS RET XX (where XX represents JC, JO, or H, depending on whether you are using calendar days, working days, or hours as units).

  The system does not verify the child's age; however, it does require that you select the Manager Approved check box when entering the absence on the Absence Event Entry page.

• Authorized Unpaid Absences.

  Use the ABT AUT NON PAYEE take element to record the following types of unpaid absences:

  • Jury duty (juré d'assises).

  • Ability assessment (bilan de compétence).

  • Councilor of the employees (conseiller des salariés).

  • Absence for company creation (absence création d'entreprise).

  • Absence for being with an end-life patient (congé d'accompagnement fin de vie).

Work Council, Union, and Staff Representative Obligations (REE VR CE, REE VR CHSCT, REE VR DEL SYNDICA, REE VR DELEGUE PER)

Staff representatives (delegues du personnel), members of the work council (comite d'entreprise), trade union representatives (délégués syndicaux), and members of the CHSCT are entitled to some paid hours for executing their mandates. PeopleSoft identifies these hours on the subsidiary payslip, but not on the payslip itself.

If the number of hours taken exceeds entitlement, a regularization earning element (RPP VAL RG H) calculates the complement. This earning does not appear on the payslip, but does appear on the supplementary payslip.

You can update the entitlement hours for work council (REE VR CE), CHSCT (REE VR CHSCT), trade union representative (REE VR DEL SYNDICA), or staff representative (REE VR DELEGUE PER), if necessary.

Travel time (délai de route) and specific meetings do not decrease entitlement. The Take Config1 field is populated in the event take with DL for journey duration and specific meetings.

Given that few employees have that kind of mandate, in the element group ABS EG AUTRES, all the entitlements and takes related to those absences have been set to the By Payee element assignment.

For those employees who have one of those mandates, assign the correct element and entitlement (if any) corresponding to the desired mandate to allow their calculations by the system. This assignment is done on the Entitlement/Take Assignment page. Use the date of the mandate as the begin and end dates.

Other Absences

Descriptions of other absence rules delivered with Global Payroll for France:

• Authorized Paid Leave.

  When you cannot or do not want to identify the reason for a paid absence, use the absence take element ABT AUT ABS PAYEE. The entitlement element ABE AUT ABS PAYEE retrieves 1 for each day of the absence so that each day is paid.

• Sabbatical Leave (congé sabbatique).

  Payees with more than three years seniority in their company and more than six years of professional activity are eligible for unpaid sabbatical leave. Sabbatical leave cannot be less than 6 months or over 11 months. Use the absence take element ABT SABBATIQ to enter these absences. The system generates positive input for the Authorized Unpaid Leave deduction; however, it does not check to see whether the payee meets the requirements for years of seniority or professional activity, nor does it monitor the length of the sabbatical.

  Payees do not earn entitlement for the seniority calculation during a sabbatical leave.

• Sabbatical Training (congé individuel de formation).

  During a sabbatical taken for training, a payee receives some compensation from his employer, who is then reimbursed by the FONGECIF. The payee is entitled to paid vacation during the sabbatical training and his seniority is not reduced by the amount of time spent on sabbatical.

  If the FONGECIF compensates only part of the payee's salary, part of the absence may be unpaid. In this case, you may want to create a second employee record number for the payee. For the first record number, set up a part-time schedule for the payee; for the second employee record number, set up a part-time schedule for sabbatical training.

  Enter the take for sabbatical training using the employee record number dedicated to sabbatical training. Then, when the employee takes a paid vacation, enter the vacation take using the employee record number dedicated to the regular part-time schedule.

• Time Off in Lieu of Compensation.

  When an eligible payee works more than a standard number of hours per week, employers are obligated to pay overtime on the extra time worked. If the extra time exceeds a second limit, the employer may have to give the payee time off in lieu of payment (repos compensateur).

  The entitlement element ABE REP COMP, which stores the bonus hours that an employee can recover in time off rather than pay, is populated automatically by the accumulator HRS AC RCOMP EX PP, which stores days and not hours. The accumulator is first fed, the entitlement is equal to the value in the accumulator. Then when additional days are added to the accumulator, only the difference between the previous value and the new value is triggered as the new entitlements.

  Employees can take time off in lieu in increments of half days or full days.

  Use the take element ABT REP COMP to record time off on the Absence Event Entry page. Select the Half Day check box when reporting half-day absences; otherwise, entitlement is reduced by one day.

  In case of termination, the payment of the unused completed and uncompleted hours is automatically triggered. The earning element RCL VAL JO is used in this allowance.

  Note: The system does not manage the loss of entitlement if a payee does not take time off in lieu of compensation during the two months following the acquisition of the entitlement. You can use adjustments to manage this point.

Notice Period Not Worked

During a notice period, employers can pay an employee for time that is not worked. During this period, the employee continues to accrue entitlement for paid vacation, seniority calculation, and other time off. Premiums and allowances that depend on the payee's presence, such as transportation premiums and meal tickets (ticket restaurant), are not given to the payee during the non-worked period. To record a notice not worked absence, use the absence take element ABT PREAV N F.