Integrating Absence Event Data

Security Considerations

During implementation, align the setup of security for absence requests (in Absence Management) with absences entered on the Timesheet page (Time and Labor) so that the same manager is responsible for viewing or approving absences regardless of where the absence event entry is made. Setup the system so that absences that require multiple levels of approval cannot be entered using the Timesheet page.

Absence Event Processing

When Payroll for North America, Absence Management, and Time and Labor are integrated, you run the Absence Conversion process after the Absence Entitlement process is completed to send absence event data directly from Absence Management to Payable Time in Time and Labor.

See To Payroll for North America Page.

All absence rows for employees that are enrolled in Time and Labor are sent, regardless of whether the Take codes are mapped to TRCs. Time and Labor processes the rows that are mapped to TRC and deletes these rows. For the rows where the Take code is not mapped to a TRC the process ends and a message log is generated to display all those Take codes. You need to map the remaining rows to a TRC. After you map the rows, restart the process using the Process Monitor. When the process restarts, it determines if unprocessed rows exist and it processes the mapped rows first. If other rows are still not mapped, the process stops, a message log is created, and you need to repeat the procedure to map the Take codes to a TRC. The process terminates when there are no more unprocessed rows.

At this stage, no cost is associated with the time. When all the payroll processes are completed, the associated costs and details are sent to Time and Labor. Payable Time rows will get updated with distributed and diluted costs, if needed.

Levels of Absence Management and Time and Labor Integration

The levels of integration between Absence Management, Time and Labor, and Payroll for North America include:

• Mapping. Absence pay groups must be set up and configured, time reporting codes in Time and Labor for Payroll North America and Absence Management must be set up, and Absence Management Earnings to Payroll for North America Earnings must be set up.

• Job Level. Assign the Job record to Payroll for North America and Absence Management (PNA/AM mapped pay groups) and enroll the time reporter in Time and Labor.

• Absence Management Process. Run the Absence Management conversion (AE program) that invokes a Time and Labor process to update Payable Time. After the process is completed, Payable Time in Time and Labor will include absence positive input, if available.

  Note: Absence Management allows you to define multiple earnings while setting up the absence take. This enables a single absence take to produce multiple rows of payable time in Time and Labor.

• Time and Labor and Payroll for North America Process . Run the Time Administration process in Time and Labor to generate payable time. Run the Load Time and Labor to Paysheets process from Payroll for North America and then the Paysheets process.

  Note: The Time Administration process enables rules to process all of the absence time reporting codes associated with the generated positive input, whether the absence take has one or many earnings as part of the positive input membership list.

Examples of Absence Takes with Multiple Earnings

Absence Management enables you to define multiple earnings during the set up of an absence take.

For example, the following sample page displays the Absence Take - Day Formula page Set Up HCM > Product Related > Global Payroll & Absence Mgmt > Elements > Absence Elements > Absence Takes > Day Formula with two earnings listed in the Generate Positive Input Member List region:

This example illustrates the fields and controls on the Example: Absence Take - Day Formula page with two earnings. You can find definitions for the fields and controls later on this page.

For the following examples, each of the earnings displayed on the Absence Take – Day Formula page is associated with a valid Time Reporting Code.

This table illustrates the relationship between the Absence Earnings Code, the Time Reporting Code, and the Payroll for North America Earnings Code for the example K0WAT TL-PTO absence take element:

Example One:

This table displays the absence hours entered by a Time Reporter:

Running the Absence Management conversion program creates the payable time shown in the following table:

This table illustrates the payable time created once the Time Administration process runs, which enables rules to process all of the absence time reporting codes associated with the generated positive input:

Example Two:

The following table displays the absence hours entered by a Time Reporter:

Running the Absence Management conversion program creates the payable time shown in the following table:

This table illustrates the payable time created once the Time Administration process runs, which enables rules to process all of the absence time reporting codes associated with the generated positive input:

Displaying Absence Event Data from Global Payroll on Timesheets

In Global Payroll, elements identify each type of earnings, deduction, and absence a time reporter can have. An element represents the set of rules that are applied during the payroll process and are somewhat similar to time reporting codes.

To integrate Time and Labor with Global Payroll absence event data, map TRCs to absence Take elements. If you're using task reporting, you may also need to map certain task codes to variable or system elements defined in Global Payroll.

When a time reporter is absent, the absence may be recorded through an Absence Entry page in Global Payroll. Time and Labor extracts and resolves absence events whenever you access the time reporting pages. First, Global Payroll checks to see if the employee is enrolled in Time and Labor, then it sends the absence event details, Take configuration, the employee's holiday schedule for the period of interest, a list of holidays, and the employee's schedule to Time and Labor. Time and Labor then generates the rows of data and displays the information on the Absence Event grid on the Timesheet page.

The setup of Time and Labor on the TL Installation page and the setup of the workgroup with which a time reporter is associated determine the way that absence information is displayed in Time and Labor.

See Time and Labor Installation Page.

Example: Absence Data from Global Payroll

For each absence, Absence Management sends the code for the absence Take element, the beginning and end dates of the absence, and partial hours for absences that are less than a full day (when applicable). It also triggers the Schedule Resolution process, which looks at any full-day absences (that is, days for which no partial hours or half-days were reported), and determines the number of hours the time reporter was absent, based on his default schedule in Absence Management.

Assume a time reporter is scheduled to work 8 hours a day, Monday through Friday. An absence event is entered on Global Payroll absence pages for Monday, August 14 through Friday, August 18. A partial absence of 4 hours is reported for Monday and Friday. No hours are entered for the other absent days.

Absence Management sends 4 hours for Monday and 4 hours for Friday. It also invokes the Schedule Resolution process, which looks at the time reporter's schedule in Global Payroll to determine that he was absent 8 hours on Tuesday, Wednesday, and Thursday.

See Understanding How to Compensate Employees in Global Payroll for Time Reported Through Time and Labor.