Paying Leave In Advance

To pay leave in advance, use the Advance Types NZL (GPNZ_ADV_TYPES) component. Periods of leave, and as required, regular pay can be paid in a period (calendar) earlier than the period (calendar) in which they would normally be paid.

Page Name	Definition Name	Usage
Advance Types NZL Page	GPNZ_ADV_TYPES	Define the first and last period advance processing options and link absence takes to the advance type.
Pay In Advance NZL Page	GPNZ_ABS_EVENT_ADV	Enter an advance type and view the details of advance payments

Use the Advance Types NZL page (GPNZ_ADV_TYPES) to define the first and last period advance processing options and link absence takes to the advance type.

Navigation:

Set Up HCM > Product Related > Global Payroll & Absence Mgmt > Elements > Absence Elements > Advance Types NZL > Advance Types NZL

These are the key points about advance types:

You define which periods should be advanced for an absence.
You specify which absence takes the advance type can be used with.
A single advance type can be used with multiple absence takes.
Multiple advance types can use the same absence takes.
When you specify the absence take on an absence event entry, you can only select advance types that the take has been associated with.

Advance Calendar Group

Field or Control	Description
Advance Calendar Group	Use the options here to determine the calendar group in which to pay the advance. Select from: Payment After Absence Begin: The advance is paid in the calendar group that contains the first payment date after the absence begins. Payment Prior to Absence Begin: The advance is paid in the calendar group that contains the last payment date prior to the absence begin date. Period Absence Begins: The advance is paid in the calendar group that contains the period in which the absence begins. Period Prior to Absence: The advance is paid in the calendar group that contains the period immediately prior to the one in which absence begin date falls.
Allow Calendar Group Override	Select this check box if you want to be able to override the calendar group that the system selected. The system calculates the calendar group using the options above, but you can override it on the Pay In Advance NZL page.

Field or Control

Description

Advance Calendar Group

Use the options here to determine the calendar group in which to pay the advance. Select from:

Payment After Absence Begin: The advance is paid in the calendar group that contains the first payment date after the absence begins.

Payment Prior to Absence Begin: The advance is paid in the calendar group that contains the last payment date prior to the absence begin date.

Period Absence Begins: The advance is paid in the calendar group that contains the period in which the absence begins.

Period Prior to Absence: The advance is paid in the calendar group that contains the period immediately prior to the one in which absence begin date falls.

Allow Calendar Group Override

Select this check box if you want to be able to override the calendar group that the system selected. The system calculates the calendar group using the options above, but you can override it on the Pay In Advance NZL page.

Advance Processing Options

Field or Control	Description
Run Type Name	Select a run type. You need to set up the advance processing options for each run type because absence run types generally need to be treated differently from payroll runs. For the system to calculate absences correctly, they must be run in the correct sequence. The system does not calculate absences correctly if the previous period's entitlements have not already been accrued. For this reason, for absence run types, the system sets the default value of the First Period and Last Period fields to Advance Whole Period, and the default value of the Gap field to Advance, regardless of the options set for the payroll run types. Warning! It is important to advance the whole period for absence calendars to ensure that the accruals/entitlement calculations are correct and accumulators are updated in chronological order. If an absence begins and/or ends in mid-period and the absence is advanced with the First Period and Last Period (see below) set to Advance Absence, Reg in Normal or Advance Absence, Reg on Return , the system calculates accruals/entitlement only for the absence days in that period and updates leave accumulators only for those days. This could result in the employee having insufficient leave balance to cover the absence. In addition, this setup could cause the regular days accruals/entitlement to be calculated in the normal calendar or the return calendar, instead of the calendar where the advance payment occurs. And if an anniversary occurs during the partial period or gap being advanced, the leave accumulator results could be incorrect. Note: An exception exists if an absence entitlement accrual is based on actual hours worked. This situation reverses the normal "absence then payroll" run sequence to "payroll then absence." In this situation you need to define a separate process list with the "hours per hour" entitlement in a section in that process list. You then need to create a separate run type for this process list and that run type needs to have the same First Period and Last Period options as the payroll run type.
First Period and Last Period Advance Option	These options determine what should happen for the period in which the absence begins. Select from the following valid values: Advance Absence, Reg in Normal (Regular in Normal): Only the part of the period while on absences is advanced. The rest of the period is paid in its normal calendar group. Advance Absence, Reg on Return (Regular on Return): Only the part of the period while on absences is advanced. The rest of the period is paid after the absence. Note: This is not an option for last period. Advance Whole Period: The entire period is paid in advance. No Advance: The period is not being advanced at all. It is paid at the normal time.
Gap Payment Option	A gap is a pay period that is prior to the absence, but where the payment date falls during the absence. Select from the following valid values: Advance: The gap is paid in advance. Normal: The gap is paid at the normal time. On Return: The gap is included in the first payment made after the payee returns from the absence.

Field or Control

Description

Run Type Name

Select a run type.

You need to set up the advance processing options for each run type because absence run types generally need to be treated differently from payroll runs. For the system to calculate absences correctly, they must be run in the correct sequence. The system does not calculate absences correctly if the previous period's entitlements have not already been accrued. For this reason, for absence run types, the system sets the default value of the First Period and Last Period fields to Advance Whole Period, and the default value of the Gap field to Advance, regardless of the options set for the payroll run types.

Warning! It is important to advance the whole period for absence calendars to ensure that the accruals/entitlement calculations are correct and accumulators are updated in chronological order. If an absence begins and/or ends in mid-period and the absence is advanced with the First Period and Last Period (see below) set to Advance Absence, Reg in Normal or Advance Absence, Reg on Return , the system calculates accruals/entitlement only for the absence days in that period and updates leave accumulators only for those days. This could result in the employee having insufficient leave balance to cover the absence. In addition, this setup could cause the regular days accruals/entitlement to be calculated in the normal calendar or the return calendar, instead of the calendar where the advance payment occurs. And if an anniversary occurs during the partial period or gap being advanced, the leave accumulator results could be incorrect.

Note: An exception exists if an absence entitlement accrual is based on actual hours worked. This situation reverses the normal "absence then payroll" run sequence to "payroll then absence." In this situation you need to define a separate process list with the "hours per hour" entitlement in a section in that process list. You then need to create a separate run type for this process list and that run type needs to have the same First Period and Last Period options as the payroll run type.

First Period and Last Period Advance Option

These options determine what should happen for the period in which the absence begins. Select from the following valid values:

Advance Absence, Reg in Normal (Regular in Normal): Only the part of the period while on absences is advanced. The rest of the period is paid in its normal calendar group.
Advance Absence, Reg on Return (Regular on Return): Only the part of the period while on absences is advanced. The rest of the period is paid after the absence.

Note: This is not an option for last period.
Advance Whole Period: The entire period is paid in advance.
No Advance: The period is not being advanced at all. It is paid at the normal time.

Gap Payment Option

A gap is a pay period that is prior to the absence, but where the payment date falls during the absence. Select from the following valid values:

Advance: The gap is paid in advance.
Normal: The gap is paid at the normal time.
On Return: The gap is included in the first payment made after the payee returns from the absence.

Valid Absence Takes

Field or Control	Description
Element Name	Enter the absence take with which this advance type can be used.

Gap Payment Option Examples

The following two diagrams show the On Return and Normal Cycle gap options in effect. For both scenarios, the First Period and Last Period options are both Advance Whole Period. The diamond marks the advanced leave payment date and the asterisk marks the gap pay date.

Payment Schedule	Description
16/4 - 17/4 Regular	Pay Period Ending 08/4 (so paid 11/4)
18/4 - 27/4 Leave	Pay Period Ending 08/4 (so paid 11/4)
28/4 - 29/4 Regular	Pay Period Ending 08/4 (so paid 11/4)
09/4 - 15/4 Gap	Pay Period Ending 15/04 (so paid 02/5)

Payment Schedule	Description
16/4 - 17/4 Regular	Pay Period Ending 08/4 (so paid 11/4)
18/4 - 27/4 Leave	Pay Period Ending 08/4 (so paid 11/4)
28/4 - 29/4 Regular	Pay Period Ending 08/4 (so paid 11/4)
09/4 - 15/4 Gap	Pay Period Ending 29/04 (so paid 18/4)

Use the Pay In Advance NZL page (GPNZ_ABS_EVENT_ADV) to .

Navigation:

Global Payroll & Absence Mgmt > Payee Data > Maintain Absences > Absence Event NZL > Pay In Advance NZL

This page displays details of how and when the advance will be paid according to the Advance Type you enter.

Enter the advance type that you want this absence event to use. When you click the Calculate Advance button, the system displays information about how and when the advance payment is made based on the advance type's rules.

The system displays the information in two group boxes, Advance Payments and Return Calendar Group.

Advance Payments

Field or Control	Description
Advance Payments (advance calendar group)	This is the calendar group the system has determined the advance payment will be made.
Advance Payment Date	This is the payment date of the regular pay calendar in the calendar group.
Advance Period ID	These are the from and to dates of the regular pay calendar in the calendar group.

Calendar Periods Advanced

Field or Control	Description
Pay Group	This is the pay group in the calendar the pay would be paid in if not advanced.
Calendar ID	This is the calendar the pay would be paid in if not advanced.
Advance From Date	From date of the period being advanced.
Advance To Date	To date of the period being advanced.
Original Payment Date	This is the payment date for the calendar the pay would be paid in if not advanced.
Original Calendar Group	This is the calendar group the pay would be paid in if not advanced.

Return Calendar Group

Field or Control	Description
Return Calendar Group	This is the calendar group the system has determined any pay not advanced will be paid in. The return calendar group is always the first one with a payment date after the absence end date.

Note: None of the return fields are populated if the advance type setup either advanced all pay from the period the leave is in, or advanced some of the pay and paid the balance in its normal period.

Field or Control	Description
Return Payment Date	This is the payment date of the regular pay calendar in the calendar group.
Return Period ID	These are the from and to dates of the regular pay calendar in the calendar group.

Calendar Periods Paid on Return

Field or Control	Description
Pay Group	This is the pay group in the calendar the pay would have been paid in if not paid on return.
Calendar ID	This is the calendar the pay would have been paid in if not paid on return.
Advance From Date and To Date	These are the from and to dates of the period being paid on return.
Original Payment Date	This is the payment date for the calendar the pay would have been paid in if not paid on return.
Original Calendar Group	This is the calendar group the pay would have been paid in if not paid on return.

Note: If you selected the Allow Calendar Group Overrides check box when you defined the advance type, you can override the advance or return calendar group the system selected for this advance. You cannot, however, change any calendars or calendar data for a system-selected or overridden calendar group.

For leave paid in advance to work correctly, you must specify a regular run type in the Leave Paid in Advance group box on the Pay Groups Addl Info-Pay Groups NZL page.

You must select the Include in Advance check box on the Calendar Group NZL page for all calendars that can be advanced.

Paying Leave In Advance

Pages Used to Pay Leave in Advance

Advance Types NZL Page

Advance Calendar Group

Advance Processing Options

Valid Absence Takes

Gap Payment Option Examples

Pay In Advance NZL Page

Advance Payments

Calendar Periods Advanced

Return Calendar Group

Calendar Periods Paid on Return