Set Up Actual Pensionable Pay for Supply Teachers

You can configure actual pensionable pay for supply teachers (or anyone else on an irregular part-time contract).

You can use one of the following approaches:

Earnings elements and element entries
OTL Time cards or third-party time management system
HCM Data Loader

If you are using OTL time cards, the Date Worked is included on the time card.

If you use one of the other methods, an input value with the base name derived from Date Worked is required to ensure that retrospective payments are reported in the correct MCR period.

If no Date Worked input value is available, any payments will be reported in the current MCR period.

Absence payments will be treated as pensionable earnings if the standard absence setup has been done, and the eligible compensation balance of the main earnings element is fed by the Net Pay input value of the absence entitlement result element.

Using other elements to offset absence payments is not recommended. However, if an offset element is used, ensure that your setup does not result in double accounting of the same payment. If you do use another earnings element to offset absence payments then any offset value should reduce the net pay value on the absence element. You can modify the Entitlement Result formula and change the NET_PAY value so that it will contain the offset daily figure.

For Example:

NET_PAY = NET_PAY + (Negative Daily Offset Value)

Note: When creatingabsence elements, the question “How do you want to reduce earnings for employees not requiring a time card?”won’t affect the absence calculation if the employee has been marked as requiring a timecard.

Create an Element for Supply Teachers Claims for Use with Element Entries

If you are using element entries for supply teacher claims, set up your regular earnings element as described here.

Use the Elements task to create your salary basis element and the element eligibility. Click Create.

Enter the details as shown:

FIELD or question	VALUE
Primary Classification	Regular Earnings
Category	Standard
Should every person eligible for the element automatically receive it?	No
Does this element recur each payroll period, or does it require explicit entry?	Nonrecurring
What is the calculation rule?	Days by Rate
Is this element subject to proration?	Yes, then select the salary proration group
Is this element subject to retroactive changes?	Yes, then select the salary retro group

Modify and Create Input Values for the Earnings Element

To use your user-defined earnings element for different units of measure and to be able to register a date worked and report the element within the relevant month and rate, you must modify the Unit Type input value and create a new Date Worked input value.

Using the Elements task, search for the nonrecurring earnings element.

Select Input Values.

Select the input value Unit Type. Enter the details as shown:

FIELD	VALUE
Name	Unit Type
Displayed	Yes
Allow User Entry	Yes
Create Database Item	Yes
Default Value	Blank
Lookup Type	ORA_TMPLT_TL_CALC_RULE

To change the input value Day to Units, enter the details as shown:

FIELD	VALUE
Name	Units
Displayed	Yes
Allow User Entry	Yes
Create Database Item	Yes

Create a new input value, Date Worked. Enter the details as shown:

FIELD	VALUE
Name	Date Worked
Display Sequence	50
Unit of Measure	Date
Displayed	Yes
Allow User Entry	Yes
Create Database Item	Yes

Create a Calculation Factor for the Nonrecurring Element

Add a rate amount calculation factor to the nonrecurring earnings element created previously.

Using the Elements task, search for the nonrecurring earnings element.
Select Calculation Factors.
Add a new calculation step and select the calculation value definition that is associated with the Annual Full-Time Equivalent Salary rate definition.

Edit the Earnings Formula for the Nonrecurring Element

Using the Fast Formulas task, edit the formula as shown. See attached file SUPPLY_TEACHER_UNIT_BY_RATE_EARN.txt.

DEFAULT for pay_value is 0
              DEFAULT for days is 0
              DEFAULT for rate is 0
              DEFAULT for unit_type is ' '
              DEFAULT FOR date_worked is '0001/01/01 00:00:00' (date)              
              
/* Always hold no of units in Unit Filed in UI but in backend it is mapped with days Input values         */
              INPUTS ARE        days,                         
                                rate,                         
                                pay_value (number),                                
                                unit_type,
                                date_worked
              l_log = PAY_INTERNAL_LOG_WRITE('Inside the Unit X Rate Formula-111 New')
              /* Declarations */
              l_value            = 0
              l_units            = 0
              l_rate             = 0
              
              /*l_Annual_amount = rate */
              
              l_log = PAY_INTERNAL_LOG_WRITE('INITIALLY DATE_WORKED =  '|| to_char(DATE_WORKED))
              l_log = PAY_INTERNAL_LOG_WRITE('INITIALLY rate =  '|| to_char(rate))
              l_log = PAY_INTERNAL_LOG_WRITE('INITIALLY days =  '|| to_char(days))
                            
              IF (rate WAS NOT DEFAULTED ) THEN
              (
                            l_rate = rate
                l_value =   l_rate*days
                l_log = PAY_INTERNAL_LOG_WRITE('Based on EE Values l_rate =  '|| to_char(l_rate))
                l_log = PAY_INTERNAL_LOG_WRITE('Based on EE Values rate l_value is =  '|| to_char(l_value))
                
            RETURN l_value          ,
                   days          ,
                   l_rate     
                     
                )       
             ELSE
             (
                   change_contexts(PART_NAME = 'ORA_RATE_AMOUNT' , DATE_EARNED =date_worked) 
                   ( SET_INPUT('BASE',0) 
                     EXECUTE('CALL_CALC_VALUE') 
                     l_Annual_amount = GET_OUTPUT('DED_AMOUNT',0)
                   )
              l_log = PAY_INTERNAL_LOG_WRITE('INITIALLY l_Annual_amount =  '|| to_char(l_Annual_amount))
              
              if l_Annual_amount > 0 then
                (  
                   if (  unit_type = 'ND' ) then
                      ( l_rate =    (l_Annual_amount/195) )
                   else if (  unit_type = 'H_DECIMAL3' ) then
                      ( l_rate =    (l_Annual_amount/975) )
                   else if (  unit_type = 'N' ) then  
                      (l_rate =     ((l_Annual_amount/195)/2))
                )
                l_value =   l_rate*days
                                
                l_log = PAY_INTERNAL_LOG_WRITE('Based on calulated l_rate =  '|| to_char(l_rate))
                l_log = PAY_INTERNAL_LOG_WRITE('Based on calulated l_rate l_value is =  '|| to_char(l_value))
                
                RETURN l_value          ,
                     days          ,
                     l_rate     
                      
             )

Edit Earnings Element Status Processing Rule

Using the Elements task, search for the nonrecurring earnings element.
Select Status Processing Rules.
Review the list of formula result rules. Retain the l_value and mesg rules and remove all other rules.

Add “L_RATE” result rule as shown:

FIELD	VALUE
Result Returned	L_RATE
Result Rule	Direct Result
Target Input Value	Rate
Unit of Measure	Number

Create an Element Entry for a Supply Teacher

You must create the employee’s element entries on a daily basis (date worked) for reporting purposes. The employee must have the assignment category Part-Time Casual (mapped to extended code PTIC), a salary basis and an annual salary amount for the employee.

Use the Element Entries task to select the nonrecurring element.
In the Unit Type input value select Days, Hours or Other Units (if your unit of measure is a session).
Enter a rate if required. If rate is entered in the element entry, this rate will be used to calculate the pay value. If the rate is left blank, a predefined rate is used as shown:
Daily rate = 1/195 of annual salary
Hourly rate = 1/975 of annual salary
Session rate i.e. 2 sessions per day = 1/195 of annual Salary /2
Enter a date worked in the Date Worked input value.

Create an Element for Supply Teacher Claims – OTL or HCM Data Loader

If you are using OTL or HCM Data Loader, create a nonrecurring element with the category of Time Card and enter the details as shown:

Time Card Element for Supply Teachers:

FIELD or question	VALUE
Primary Classification	Regular Earnings
Category	Time card
What are the calculation units for reporting?	Other Units or Days
Work Units Conversion Rules	Standard Rate Annualized
Does this element have a default rate definition?	Yes
Rate Name	The rate previously created

Note: The expectation is that all elements used to pay workers on an irregular, part-time contract (mapped to contract type PTIC), will be nonrecurring. If recurring elements are used this may cause multiple rows in the MCR.