Create Employee Absence Records for Canada

This topic explains the processes that are automatically initiated when an absence record is created for an employee.

Absences Calculation Card

When an absence record is created for the employee, the absence information is automatically transferred to payroll. The Absences calculation card is created, along with the components that hold the absence information. The following information is made available to payroll.

• The summary record that contains information such as the start and end date of the absence, the absence rate, and the units.
• The daily breakdown record that shows the absence date and any factor to be applied, such as the percentage to use when calculating the absence payment.

Note: This occurs if the absence is approved and the option to transfer to payroll is configured on the absence plan.

The calculation card includes these components:

• Calculation components
• Entitlement record that displays the calculation values.
• Accrual calculation component with the unit accrued for the employee.

Element Entries

The Absence Entitlement component creates element entries for the transaction to be processed in the payroll payroll.

Record of Employment (ROE) Events

When an absence record is generated, the ROE event is created using the absence start date. This occurs only if:

• The ROE notification option on the absence element is set to create a Record of Employment Notification event for the absence.
• The absence element with this configuration is linked to the absence plan.

Define the default ROE events mappings at thePayroll Statutory Unit (PSU) level. Create a Reporting Information card to override this default ROE Reason configured for the PSU.

Once configured, these mappings are used by the ROE archive process to derive the ROE Reason.

Vacation Liability Payments

Vacation liability is the minimum amount of vacation pay an employee is legislated to receive in a given year accordingto the provincial statutory requirements. You may compare actual vacation paid in a given year to this minimum and pay the difference at the end of the vacation year.

Processing vacation liability payments includes these tasks:

• Create an absence element with a secondary classification of Vacation that transfers absence payment information for payroll processing.
• Create an absence plan, and ensure the following is defined for payroll.
  • Select the Transfer absence payment information for payroll processing check box.
  • Select the element for the plan in the Element field to link it to the absence plan.
  • Enrol employees in the absence plan.
• Create absence types, and associate them to the absence plans. Select Canada Vacation in theLegislative Grouping Code. Add the absence plans to the type.
• Create vacation liability rates based on absence plan, province (optional), and length of service.
• Create a vacation payout earnings element and assign the vacation payout element to the employee when the liability balance is to be paid.
• Select a vacation liability plan on the employee's calculation card. Enter a Vacation Service Date on the employee's calculation card to override the hire or rehire date forvacation liability calculations, if applicable.

When you create an absence record the vacation liability information is transferred to payroll for processing vacation liability payments.