How Child-Related and Sickness Absences Impact the Service History File

The Service History start codes for child-related and sickness absences vary according to the rate of pay that applies to the absence at the time it’s reported.

Certain payment rate changes also act as the trigger for new Service History records.

Here’s an example of how maternity leave setup impacts the Service History file. Refer to the section Creating a Plan and Type for Maternity Leave in the UK Statutory Absences Implementation and Functional Considerations product paper (Doc ID 2235239.1) on My Oracle Support (MOS), for detailed setup information that complies with UK legislation.

Here’s a summary of what you need to create:

• One statutory maternity absence plan associated with the UK Statutory Maternity legislative grouping code.
• One or more occupational maternity absence plans. Legislative grouping codes do not apply to occupational plans.
• One maternity absence type associated with the UK Maternity legislative grouping code. Add both the statutory and occupational absence plans to it.

When you then create a maternity absence record for an employee, the system calculates entitlement according to the rules specified in your statutory and occupational plans. The MyCSP interface process interprets those results to determine the rate at which the absence is paid (full rate, statutory rate, or unpaid). Here's the MyCSP logic to report maternity absences:

• If Payment Percentage on occupational scheme is 100, the absence is considered paid at full pay and reported with start code MF.
• If Payment Percentage on occupational scheme is 0 but Payment Percentage on statutory scheme is 100, the absence is considered paid at statutory rate and reported with start code MS.
• If Payment Percentage is 0, the absence is considered unpaid and is reported with start code MN.

For cutover, the Service History file retrieves entitlement information from the employee’s absence record as of cutover date minus one. An absence record that starts on cutover date is reported in the first monthly submission following cutover (as are any changes to an existing absence record that occur on cutover date and that have a service history impact.)

Statutory Maternity Pay (Example)

In this example, the employee is on maternity leave, has no entitlement to occupational pay (JS Maternity plan), but is entitled to SMP. If the cutover file is produced when the employee is receiving statutory maternity pay, the start code for this employee’s Service History record will be MS.

Statutory and Occupational Maternity Pay (Example)

This employee is on maternity leave and is entitled to both SMP and occupational pay (therefore occupational pay takes precedence). If the cutover file is produced when the employee is receiving occupational maternity pay, the start code for this employee’s Service History record will be MF.

For monthly reporting, if the absence payment rate of an existing absence changes and indicates a new start code is needed, a new Service History record is triggered. For example, if SMP applied to an absence reported in cutover but the payment then ended, the unpaid absence triggers a new Service History record in the monthly interface submission.

The sickness absences use a similar logic to report the Service History start code for absences that are paid at half pay or are unpaid.