Global Leave Administration Features
Global leave administration includes features that are designed to meet specific needs for users in multiple countries. Several of the features apply specifically to Australia and New Zealand. This table describes generic and country-specific features:
Feature |
Description |
|---|---|
Automatic leave calculation. |
The total hours of leave time are based on employee standard hours per day. The system automatically calculates the time and displays the result. Users can override this amount to adjust for variations, such as leave time, that spans paid company holidays. Using daily leave time, managers can view summary reports for leave trends. |
Integration with resource assignment. |
As you enter leave events, the system can use the data to update resource scheduling software. |
Employee self-service and leave request detail information. |
Employees can enter detail information for each day of leave time and can modify this information as needed. This detail information includes leave time taken and additional comments. If employees enter time on the detail timecards that does not match the lump sum total for the leave event, the system displays an error. The system stores the detail information, including comments that cannot be overwritten. Employees can select a reason for leave time from a list of user-defined codes. Managers can use these codes to track information for various purposes, such as leave patterns, leave time reporting disputes, or auditor inquiries. For example, an organization might track sick time by type:
Employees can also review leave time that the manager or an administrator enters on their behalf. Security options exist to restrict access to leave transactions to viewing only. |
Manager self-service review and approval. |
In organizations where Manager Self-Service is installed and managers are responsible for approving leave events, managers can review their employees time and comments, including time that is entered on their behalf. Security options exist to restrict managers access to time and leave information only. |
Leave administration for part-time employees. |
Users can set up accruals and rollover rules for part-time employes without having to define a Deductions, Benefits, and Accruals (DBA) table method for each unique standard number of hours that is assigned to employees in the F060116 table. This feature includes various methods of accruals such as accruals that are based on hours worked, days worked, and lump sum accruals. |
Leave administration based on days. |
The administration of leave based on days includes the ability to define a leave type where the accrual, rollover, and limit can be established in days. For example: A new employee accrues one day of sick leave after working for eight weeks. The employee continues at this rate until his first-year anniversary. At the first-year anniversary, he accrues 12 days of sick leave. An employee accrues one day of sick leave each month for the first five months. She then receives an additional eight days of sick leave on her one-year anniversary and each subsequent annual anniversary. |
(AUS/NZL) Administration of long service leave (LSL) dates. |
Users can track leave time that is granted to employees based on their continuous service. This is an example of long service leave: An employee is granted a leave of 13 weeks after 10 years of continuous service. The leave is accrued each pay period until the employee reaches the milestone anniversary date. On that date, the employee is entitled to take the accrued leave. The accrual is suspended in the event the employee has certain types of a break in service, such as maternity leave. The accrual resumes once the employee returns from the leave. Although a qualifying break delays the LSL entitlement, the accrual continues when the employee returns to work. History records are automatically maintained for all LSL changes. The system tracks these items:
History inquiry and reporting is also available for LSL. |
Error messaging by leave type. |
Organizations can set an error message for various types of leave. Users can set up leave type rules that use combinations of elements such as company, business unit, union, employee type (full time, part time, temporary), job type or step, locations, and two category fields. Note these examples: Sick leave can result in a negative amount, but vacation and holiday time can result only in a positive amount. In company ABD, union 101, full-time employees are enabled to request vacation time that results in a negative amount. In company XYZ, union 999, full-time employees in Sydney are not allowed to request vacation time that results in a negative amount. You can set up a second type of leave editing to prohibit employees from requesting partial days of leave. |
Past period reporting. |
Employees can report leave time that was taken in previous payroll time periods. |
Comprehensive leave planning, entry, and review. |
To enter leave time efficiently, employees can view and enter all applicable leave types that are offered by the organization or business unit to which they are assigned. |
Adjustments by leave type. |
Employees can enter adjustments to the leave type that is assigned to existing leave time entries. For example, an employee requests two weeks of annual leave (vacation) and is away from work for the requested amount of time. Upon return, the employee reports that he was ill for three days of the vacation, and he wants to change three of the days from annual leave to sick time. |
Rollover override rules. |
Organizations can create rollover rules and set them up at the pay, deduction, benefit, accrual (PDBA) level. You can also create overrides at the table or employee instruction level. Leave programs that share common leave types and pay types can include accrual rates, rollover rules and proration rules that vary by type of employee. For example, an organization offers sick leave for all employees. Exempt employees accrue sick time at a higher rate than union and nonexempt employees and can roll over higher amounts of sick time from one year to the next. |
Time card automation includes leave information. |
When organizations use time card automation to create leave event time cards for a group of employees, they can include information for these items:
When a user generates time cards, the system saves the information in time entry and leave administration tables so that employees have a consolidated view of all leave events and time cards regardless of how they originated in the system. |
Leave accrual based on weeks of service. |
To achieve a high degree of accuracy, organizations can establish leave programs that accrue leave time based on employee weeks of service. When leave accruals are based only on months of service, employees can receive accruals before they are actually entitled to the time. |
Partial approval of leave request. |
Managers can use the Manager Self Service Leave Review program (P076311) to review and approve leave requests on a day-by-day basis rather than approving or rejecting entire requests that might span multiple days. However, for medical requests, managers can approve or decline only entire requests at the highest level of the request. |
Categorize timecard for viewing (public/private timecards). |
Time entry or payroll administrators can specify timecards that they enter into the F06116 table as public or private. Employees and managers can view public timecards, but cannot modify them. Employees and managers cannot view private timecards. Time entry or payroll administrators might use private timecards in situations such as preparation for pay raises or bonuses. See Understanding Timecard Automation Understanding Employee Timecards Setting Processing Options for the Time Entry MBF Processing Options Program (P050002A) |
(AUS/NZL) Request for future leave and advanced pay. |
Employees can specify that they want the organization to pay them in advance for leave time that they are planning. Administrators can also search for timecards that include the pay in advance designation. Administrators can specify types of leave that are available to employees for payment in advance requests. See Setting Up Leave Verification Rules |
Sick certification. |
Organizations can set up leave rules for sick certification that the system processes within time entry. Depending on the setting for the sick certificate rules code, employees can be paid based on whether they have submitted a sick certificate. Additional data items are also included that allow users to specify certification rules, including:
The time entry programs can notify users who enter sick time regarding the requirement for a sick certificate, and whether leave rules allow payment without the required certificate. Note: If the system rolls over the accrual at the end of a standard year, it compares the limit with the payroll month history. If the system rolls the accrual over at the end of a fiscal or anniversary year, it compares the limit with the fiscal and anniversary history. You can use this information, stored in the F06106 table, in DBAs that you base on another DBA, a union, or a calculation table. In many instances, you need to set up only one accrual type and one pay type. Administrators can use these programs to specify inception to date (ITD) limits:
See Setting Up Leave Verification Rules |
(AUS/NZL) Calculate adjustments to long service leave dates. |
LSL tracks employee service based on the date when their employment began. This enhancement enables an organization to allow for gaps in service for such absences as maternity leave or sabbatical. Administrators can use the Long Service Leave Management program (P75A670) to enter date adjustment information that the system saves in the F75A670 table. |
Inception to date limit overrides. |
Administrators can use the new Inception to Date Limits code (CMAX) in the Employee DBA Instructions program (P050181) to specify the maximum payment amount or hours that an accrual can have at any one time. For example, a company might have a vacation policy that allows an employee to roll 40 hours each year over to the following year, but the accrued balance cannot exceed a total of 300 hours at any one time. The system calculates the payroll cycle and year-end rollover up to the limit and takes into account the amounts that the system has processed. |
Leave inquiry and management. |
Organizations can use the Leave Management program (P07640) to manage all leave transactions. This program compares leave requests to existing leave balances and displays the same information that managers use when approving leave requests. Administrators can also use this program to approve leave entry requests. Users can add a leave request or transaction and can delete transactions for individual days. This application also provides a powerful tool for conducting individual or group inquires on all historical and current leave transactions. See Setting Processing Options for Leave Inquiry and Management (P07640) |
PDBA effective dating. |
Organizations can dramatically improve payroll efficiency and accuracy by automating PDBA rate changes that occur during the middle of a payroll cycle. Users can enter a rate into the system with an effective date, and the system completes the process, ensuring, for example, that an employee's pay rate increase goes into effect on the first of the month. Setting Processing Options for Generate Timecard Entries (R052901) |
Employee scheduling. |
Employee scheduling enables you to create employee and employee group schedules. These schedules facilitate automated leave functions and timecard generation. By establishing organizational holidays and standardized work schedules, you can minimize data entry task and automatically generate timecards that reflect the employee's work and holiday schedule. You can establish holiday schedules for:
Administrators can set up schedule templates for user defined groups of employees, minimizing set up and schedule maintenance for all employees. Work schedules support nonstandard work patterns and unique, individual work schedules. When administrators have defined and assigned schedules, you can also significantly reduce time and leave data entry by using schedules to pay employees for their scheduled time. To manage situations where exceptions to the schedule template exist, you can make changes to an individual employee's schedule even if that employee is assigned to a schedule template. You can simplify the process of assigning schedules to individual employees by linking templates to employee groups. You can use the Manage Schedules for Employee Groups program (P07315) to manage the links between employee groups and schedule templates. You use the W07315A form as a director. Administrators can assign a specific schedule template to an employee group and launch a process that links each individual schedule calendar for each employee in the group with the specified template. The time entry system references the employee scheduling system when employees or administrators enter, modify, or delete timecards that specify a leave pay type. You can use the Employee Schedules program (P07311) to view and manage employee schedules. This program provides a list of employee schedules (one calendar for each employee with a schedule). The program also provides a consolidated view of an employee's schedule by combining the employee's calendar, assigned schedule template, and holiday calendars into a single calendar view. The program also provides quick entry capability for new activities on an employee's schedule. From this program, you can also launch programs to:
Timecard automation rules do not interact with employee schedules. You can use the Generate Timecards from Schedule report (R07311) to generate timecards from employee schedules. You can use the Employees Without Schedules Report (R07311E) to generate a report that displays all active employees who do not have a schedule established. |