4Absence Processes

This chapter contains the following:

Use the Schedule and Monitor Absence Processes task in the Absences work area to run the following absence processes:

Process Name Purpose When is the Process Run

Evaluate Absences

Calculates entitlements for unprocessed absences based on absence plan rules

Automatically, when a user submits an absence, or under special conditions, such as:

  • When you need to extend an open-ended absence by 90 days

  • When a work schedule changes and you need to recalculate absence duration and plan deductions

Evaluate Certification Updates

Checks whether certification requirements for multiple employees are past their due dates

Administrators typically run this process daily to check if certifications are overdue.

You run this process only if you use certifications with due dates.

Update Accrual Plan Enrollments

Updates enrollments based on the new hire and transfer events for multiple employees

Administrators typically run this process daily to determine plan eligibility for multiple employees.

Calculate Accruals and Balances

Calculates the accrual balances for multiple employees under an accrual absence plan

Administrators typically run this process at regular intervals. You can also run the process for individual enrollments.

Withdraw Accruals and Balances

Withdraws accruals or deletes enrollments in bulk for several employees

Administrators typically run this process when there is an error in calculation or the dates and they want to roll back the accrual balances to correct the error.

Generate Daily Breakdown of Absence Details

Generates the daily breakdown of absences for absence. The included absences are for absence types with Include in daily report breakdown selected on the create or edit absence type pages, Action Items tab

Administrators typically run this process to view the daily absence breakdown in the Absence Calendar Real Time Entry Report.

Options for the Calculate Accruals and Balances Process

You can calculate accrual balances and update plan balances for multiple employees using the Calculate Accruals and Balances process in the Absences work area. You typically run this process at regular intervals, such as daily or weekly. You can also run the process for individual enrollments. The process transfers accrual balance data to Oracle Fusion Global Payroll if the Transfer absence payment information for payroll processing option is selected for the absence plan.

Process Parameters

Use combinations of these parameters to control which person records are processed:

Parameter Description

Effective Date

Calculates the accrual balance for only those plans that are effective on the specified date

This is a required parameter. You can select a past, current, or future date. The process only runs if a plan enrollment exists for the employee on the effective date.

  • If you don't select an absence plan with this parameter, the process calculates the accrual balance for multiple plans with differing accrual periods on the effective date.

  • If you select an absence plan, the process calculates the accrual balance for the accrual period of the selected plan on the effective date.

Person

Includes absences for only the specified person

  • If you select a person but not an absence plan, the process calculates the accrual balance for all plans in which the employee is actively enrolled in.

  • If you select a person and an absence plan, the process calculates the accrual balance for only the selected plan, if the employee is actively enrolled in the plan.

Business Unit

Includes employees in the selected business unit

Legal Employer

Includes employees assigned to the selected legal employer

Person Selection Rule

Includes specific employees identified by the person selection rule

You can use the Person Selection formula type to include specific employees who meet special requirements for the absences batch process. You define the formula using the Manage Fast Formulas task and select that formula in the Person Selection Rule field.

Payroll

Includes employees assigned to the selected payroll

Payroll Relationship Group

Includes employees assigned to the selected payroll relationship group

You can define payroll relationship groups for a group of people in a single payroll or in multiple payrolls.

Changes Since Last Run

Includes employees with either payroll or assignment updates or corrections since the last process run

If you select:

  • Payroll events since last run: The process calculates the accrual balance for employees whose payroll records have changed since the last scheduled run.

    For example, an employee schedules five days off on January 25 and you run the process on January 26. Due to an emergency, the employee returns to work on January 29, after being off just four days. The employee updates the absence record to reflect four days off instead of five. If you schedule the process again on February 1 and select Payroll events since last run, it generates the updated accrual balance for the employee.

  • HR Assignment changes since last run: The process calculates the accrual balance for employees whose assignment record last updated date is after the last scheduled run.

    For example, the last scheduled run was on January 1 and you update an employee's assignment on January 2. If you schedule the process again on January 3 and select HR Assignment changes since last run, it generates the updated accrual balance for the employee.

Legislative Data Group

Includes only the absence types associated with the selected legislative data group

Absence Plan

Calculates accrual balances for only the selected accrual plan

When you select this option, the Repeating Period option appears.

If you don't select an absence plan, you must select at least one of these parameters

  • Legislation

  • Business Unit

  • Legal Employer

  • Person Selection Rule

  • Person

  • Payroll

  • Payroll Relationship Group

  • Changes Only

The process calculates accrual balances for each employee identified by the other parameters.

Repeating Period

Includes the selected accrual period for the selected plan

This option appears only when you select a value in the Absence Plan option.

Options for the Evaluate Absences Process

You calculate entitlements for unprocessed absences using the Evaluate Absences process in the Absences work area. Use this process to evaluate absences marked for deferred processing and reevaluate absences that meet the process parameters.

This process runs automatically when you submit an absence. To defer the process, select the rule Deferred processing on initial entry in the Display Features tab of the Create Absence Type page.

Process Parameters

Use combinations of these parameters to control which person records are processed:

Parameter Name Description

Effective Date

Evaluates and updates absence records that are effective on the specified date

This is a required parameter.

Person

Includes absences for only the specified person

When you select a person record, the Scheduled Absences parameter appears.

Scheduled Absences

Includes a particular future-scheduled absence for the selected employee

This parameter appears only when you select an employee in the Person parameter.

Business Unit

Includes employees in the selected business unit

Legal Employer

Includes employees assigned to the selected legal employer

Person Selection Rule

Includes specific employees identified by the person selection rule

You can use the Person Selection formula type to include specific employees who meet special requirements for the absences batch process. You define the formula using the Manage Fast Formulas task and select that formula in the Person Selection Rule field.

Payroll

Includes employees assigned to the selected payroll

Legislative Data Group

Includes a group of one or more absence types that are associated with the legislative group that you select

Work Schedule Rule

Includes employees assigned to a particular work schedule

Record Selection

Decides which absence records are selected for processing:

  • Evaluate All Absences: Reprocesses all absence records that meet the other filtering options for the process

  • Evaluate Only Duration Changes: Reprocesses the absence records only if there is a change in absence duration

  • Evaluate Only Deferred Absences: Reprocesses deferred absences

  • Evaluate Only Open-ended Absences: Reprocesses open-ended absences that require an extension

Options for the Evaluate Certification Updates Process

You can check if certification requirements for multiple employees are past their due dates using the Evaluate Certification Updates process in the Absences work area. When a requirement is past the due date, the process updates the absence records and entitlements. You typically run this process daily to check if certifications are overdue.

You run this process only when absence types have certification requirements and those requirements include actions to take after due dates have passed. For example, you want to change the employee's entitlement to half pay as of the absence start date when a certification requirement passes its due date. When the employee completes the requirement, you can recalculate the entitlements from the absence start date or the completion date.

Process Parameters

Use combinations of these parameters to control which person records are processed:

Parameter Description

Effective Date

Evaluates and updates certification requirements that are effective on the specified date

This is a required parameter.

Person

Includes absences for only the specified person

Business Unit

Includes employees in the selected business unit

Legal Employer

Includes employees assigned to the selected legal employer

Person Selection Rule

Includes specific employees identified by the person selection rule

You can use the Person Selection formula type to include specific employees who meet special requirements for the absences batch process. You define the formula using the Manage Fast Formulas task and select that formula in the Person Selection Rule field.

Options for the Update Accrual Plan Enrollments Process

You update enrollments such as new hire, termination, and transfer events for multiple employees using the Update Accrual Plan Enrollments process in the Absences work area. You typically run this process daily to determine plan eligibility, and update plan enrollments and terminations for multiple employees.

Process Parameters

Use combinations of these parameters to control which person records are processed:

Parameter Description

Effective Date

Evaluates and updates plan enrollments that are effective on the specified date

This is a required parameter.

Person

Includes absences for only the specified person

Business Unit

Includes employees in the selected business unit

Legal Employer

Includes employees assigned to the selected legal employer

Person Selection Rule

Includes specific employees identified by the person selection rule

You can use the Person Selection formula type to include specific employees who meet special requirements for the absences batch process. You define the formula using the Manage Fast Formulas task and select that formula in the Person Selection Rule field.

Absence Plan

Processes enrollments for only the selected accrual plan

If you don't select an absence plan, you must select at least one of these parameters:

  • Person

  • Business Unit

  • Legal Employer

  • Person Selection Rule

The process updates accrual plan enrollments for each employee identified by the other parameters.

Plan Category

Includes a specific category, such as balance transfers

Changes since last run

Includes employees with changes, such as assignment updates or corrections since the last process run

Payroll

Includes employees assigned to the selected payroll

Legislative Data Group

Includes only the absence types associated with the selected legislative data group

If you want to automatically enroll employees to corresponding accrual plans based on their legislative data group, you need to define the following lookup type and lookup code:

  • Lookup Type: ANC_PROC_CONFIGS

  • Lookup Code: ENROLLMENT_PROCESS_LDG

So when you run the process, the application automatically enrolls employees to eligible absence accrual plans associated with the legislative data group, even if you do not select this field.

Options for the Withdraw Accruals and Balances Process

You withdraw and update employee accrual balances and delete enrollments using the Withdraw Accruals and Balances process. Run this process using the Schedule and Monitor Absence Processes task in the Absences work area. You typically run this process to correct existing accrual data. You can also run the process for individual enrollments.

Process Parameters

Use combinations of these parameters to control which person records are processed:

Parameter Description

Effective Date

Withdraws the accrual balance or deletes enrollments for only those plans that are effective on the specified date

This is a required parameter. You can select a past, current, or future date as the effective date.

Processing Option

Withdraws accrual balances or deletes enrollments

This is a required parameter.

Person

Includes absences for only the specified person

Legal Employer

Includes employees assigned to the selected legal employer

Person Selection Rule

Includes employees identified by the person selection rule

You can use the Person Selection formula type to include specific employees who meet special requirements for the absences batch process. You define the formula using the Manage Fast Formulas task and select that formula in the Person Selection Rule field.

Payroll

Includes employees assigned to the selected payroll

Payroll Relationship Group

Includes employees assigned to the selected payroll relationship group

You can define payroll relationship groups for a group of people in a single payroll or in multiple payrolls.

Legislative Data Group

Includes only the absence types associated with the selected legislative data group

Absence Plan

Withdraws accrual balance or deletes enrollments for the selected accrual plan

Options for the Generate Daily Breakdown of Absence Details Process

You generate the daily breakdown of absences using the Generate Daily Breakdown of Absence Details process. The included absences are for absence types with Include in daily report breakdown selected on the create or edit absence type pages, Action Items tab. Run this process using the Schedule and Monitor Absence Processes task in the Absences work area. View the results in the Absence Calendar Real Time Entry Report.

Process Parameters

Use combinations of these parameters to control which person records are processed:

Parameter Description

Effective Date

Generates daily breakdown of absences for absence types that are effective on the specified date

This is a required parameter.

Absence Start Date

Includes absences starting on this specific date

Absence End Date

Includes absences ending on this specific date

Person

Includes absences for only the specified person

If you select a person but not an absence type, the process generates the daily breakdown of absences for all absence types that the employee is actively enrolled in.

If you select a person and an absence type, the process generates the daily breakdown of absences for only the selected absence type that the employee is actively enrolled in.

Business Unit

Includes employees in the selected business unit

Legal Employer

Includes employees assigned to the selected legal employer

Payroll

Includes employees assigned to the selected payroll

Legislative Data Group

Includes only the absence types associated with the selected legislative data group

Absence Type

Generates the daily breakdown for only the selected absence type

FAQs

How can I check whether certification requirements for multiple persons are past their due dates?

Run the Evaluate Certification Updates process using the Schedule and Monitor Absence Processes task in the Absence Administration work area.

Use the Calculate Accruals and Balances process to calculate the accrual balances for multiple workers associated with a specific accrual plan. You can schedule this process on the Schedule and Monitor Absence Processes page in the Absence Administration work area.

To calculate accrual balances for a specific worker, search for the worker on the Person Management page. Then, use the accrual actions on the Maintain Absence Records and Entitlements task. You can calculate accruals for a specific plan or all plans in which the worker is currently enrolled.