Create Sickness Absence Types

To record that a person is on a sick leave, a sickness absence plan needs to be created, where an absence type is required.

Perform the following steps to create a sickness absence type:

1. In the My Client Groups work area, select Absences > Absence Definitions > Absence Types.
2. In the Absence Types page, click Create.
3. In the Create Absence Type window, enter the effective date, 'United Kingdom' as the Legislation and 'Illness or injury' as the Pattern.
4. Click Continue.
5. In the Type Attributes tab, enter the required details for the absence type such as the name, Legislative Data Group, and others. Enter the other field values as shown below:
   Entries and Balances

   FIELD	VALUE
   UOM	Calendar days, Days or Hours
   Validation Formula	ORA_HRX_GB_ABS_SSP_VALIDATION
   Legislative grouping code	UK Sickness
   Status	Active

6. In the Multiple Assignment Rules section, select the relevant check box to configure Absence types to restrict the way the user enters absences:
   • Allow assignment selection at absence entry – If you select this check box, the user can enter the absence at assignment level.
   • Allow only one assignment per absence – If you select this check box, the user can only enter the absence at the assignment level.
     Note: If you don’t select any of the check boxes, you will see the option All, when you enter the absence. This means that the absence belongs to all the assignments. For further information, see Implementing Absence Management.
7. Click the Plan and Reasons tab.
8. In the Absence Plans section, click Select and Add.
9. In the Select and Add Plan to Type window, select the plan that you created for the absence type. Ensure that the Status is 'Active' and the Priority is '1'.
   Note: Occupational plans can be added to the same absence type. Ensure that the priority number of the occupational plans is higher than that of the statutory plan. This ensures that the entitlement in the statutory plan is always calculated, irrespective of whether employees are eligible for Occupational plans or not.
10. Click OK.
    Note: If the Absence type Schedule Hierarchy Start is set to Assignment level, the start time and end time of the absence is automatically defaulted to the time from the normal schedule. If you are using Published Schedule, then you will need to set the field schedule hierarchy start to Published Schedule. If this is not done, then you could get a discrepancy between the start and end times on the published schedule versus the assignment schedule. The person might be marked down as late even though the published schedule says that they aren't.
11. Click the Display Features tab, and enter the field values as shown here:

    FIELD	VALUE
    Reason	Display and edit Note: You must define the absence reasons on the Manage Reasons page.
    Deferred processing on subsequent absences	Not Enabled Note: When changing an existing absence record, it can have an impact on future-dated absences. You must Submit the Evaluate Absences process to reprocess the future-dated absences.
    Deferred processing on initial entry	Not Enabled Note: This allows the processing of entitlement on absence entry. If you choose to defer the processing, you can process absences in a batch by running the Evaluate Absences process.
    Schedule nonworking days	Enabled Note: If the unit of measure on the type is either 'Hours' or 'Days', and you want to allow recording of absences on nonworking days, ensure that this field is set to 'Enabled'. Any other unit of measure allows it by default, and therefore the displayed feature can remain unchanged.
    Absence end date	Display and edit
    Advanced absence entry	Not enabled
    Condition start date	Display and edit
    Open-ended	Display and edit
    Special conditions	Display and edit

12. Click the Action Items tab and click Select and Add to add the certifications for the Statutory Sick Pay scheme.
13. In the Absence Certifications window, select the names of the relevant certifications for the Statutory Sick Pay scheme from the list of values, and their corresponding status. The available options are:
    • Entitled to SMP
    • Absence less than 4 days
    • Linking letter
    • Maximum 28 weeks paid
    • Maximum 3 years paid
    • SSP not payable within 18 weeks of child birth
    • Linked absence not payable
    • On strike
    • Pregnancy-related illness
    • Waiting days
    • Taken into legal custody
    • Incorrect notice
    • LEL not reached
    • Insufficient or incomplete documents
    • Absence has Multiple Assignments
    • Payroll Changed during the Relevant Period

    Note: Repeat this step to allocate multiple certifications to the absence type.
14. Click Save and Close.