Ongoing Tasks

Following is a description of the steps for managing absence events:

1. Enter absences.

   To record actual absences into the system, users select the take element that identifies the absence and enter the dates of the absence. An absence reason can also be entered to further identify the cause of the absence (if you have defined absence reasons according to step 2 of the setup steps). Depending on your take rules, you can require online approval of absence entries before processing. If online forecasting is required for a take element, the system issues a warning when users try to save absence entries without first running the online forecasting process.

   Note:

   If you define rules for self-service absence transactions, employees, managers, or both can use the self-service pages to enter requests for absences. Requests entered through the self-service pages are treated as actual absences once they are approved.

2. Override or adjust the entitlement and enter positive input, when necessary.

   Users can manually enter one time adjustments to entitlement balances (when entitlement is defined per absence) and override the standard entitlement rule for individual payees, as needed.

3. Run the Entitlement process (GP_PAYE).

   The Entitlement process resolves the entitlement accrual and updates payees' entitlement balances. The steps for running this process are similar to those for running a regular payroll. When you launch the Entitlement process, the system retrieves the process list that is attached to the absence calendar and tries to resolve the appropriate entitlement elements for each payee.

4. Run the Take process (GP_PAYE).

   The steps for running the Take process are similar to those for running a regular payroll. You can run the Entitlement and Take processes together or separately. (Absence elements must be on a separate calendar from earning and deduction elements.)

   The Take process:

   1. Creates daily data, a detailed record for each day of the absence event.

   2. Applies the absence rules to the daily data to calculate paid and unpaid units.

   3. Associates the units with the earning and deduction elements that you defined in the absence take rule.

   4. Generates positive input for the payroll process.

   5. Updates the entitlement balances.

5. Run the Payroll process (GP_PAYE).

   You're ready to run payroll (GP_PAYE). The pay run converts the positive input that is generated by the Take process into earning elements or deduction elements.