Process and Administer Absences for the US

An Absence Administrator is responsible for:

1. Updating accrual plan enrollments

2. Calculating accruals and balances

3. Withdrawing accruals and balances

How You Update Accrual Plan Enrollments

You can update accrual plan enrollments for:

• New hires

• Termination

• Transfers

This process:

1. Determines a worker's plan eligibility.

2. Enrolls an eligible worker in an accrual plan.

3. Terminates the enrollment of ineligible workers.

To manage enrollments for individual employees:

1. From My Client Groups, click Absences.

2. Click Absence Records.

3. Navigate to Plan Participation.

4. Select Enrollments and Adjustments.

5. Click Add Enrollment.

6. Select the appropriate plan and start date.

7. Click Submit.

To manage enrollment for multiple workers:

1. From My Client Groups, click Absences.

2. Click Schedule and Monitor Absence Processes.

3. Run the Update Accrual Plan Enrollments batch process.

4. Set the following filters as needed.

   Parameter	Description
   Effective Date	Evaluates and updates plan enrollments that are effective on the specified date.
   Person	Limits processing to the selected worker.
   Business Unit	Limits processing to workers in the selected business unit.
   Legal Employer	Limits processing to workers assigned to the selected legal employer.
   Person Selection Rule	Limits processing to specific workers that you include in the person selection rule. Use the Person Selection formula type to include specific workers who meet special requirements for the absences batch process. You define the formula using the Fast Formulas task and select that formula in this field.
   Absence Plan	Limits processing to enrollments for only the selected accrual plan. If you don't select an absence plan, you must select at least one of the following. Person Business Unit Legal Employer Person Selection Rule

5. Click Submit.

How to Calculate Accruals and Balances

For accrual plans, after you have enrolled your employees in them, you run the Calculate Accruals and Balances process on individual employees or through a batch process.

This process:

1. Calculates the accrual balance for each active enrollment

2. Updates plan balances

3. For absence plans configured to do so, transfers the info to Oracle Fusion Global Payroll.

   Enable this transfer by selecting Transfer Absence Payment Information for Payroll Processing on the Create Absence Plans page. If you don't select this option, the absence info isn't available for payroll processing.

To run this process on individual employees:

1. Start the Absence Records task.

2. Navigate to Plan Participation.

3. Select Accruals.

4. Select the appropriate option.

5. Enter an effective date, and select Calculate accruals and balances.

6. Click Submit.

To run this process for multiple employees:

1. Start the Schedule and Monitor Absence Processes.

2. Run the Calculate Accruals and Balances batch process.

3. Set the following filters as needed.

   Parameter	Description
   Effective Date	Calculates the accrual balance for only those plans that are effective on the specified date. A plan enrollment must exist for the worker as of this date. If you leave Absence Plan empty, 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 as of the effective date.
   Person	Limits processing to the selected worker. Select a person but not an absence plan The process calculates the accrual balance for all plans actively enrolled by the worker. Select a person and an absence plan The process calculates the accrual balance for only the selected plan if the worker is actively enrolled.
   Business Unit	Limits processing to workers in the selected business unit.
   Legal Employer	Limits processing to workers assigned to the selected legal employer.
   Person Selection Rule	Limits processing to specific workers that you include in the person selection rule. Use the Person Selection formula type to include specific workers who meet special requirements for the absences batch process. You define the formula using the Fast Formulas task and select that formula in this field.
   Payroll	Limits processing to workers assigned to the selected payroll.
   Payroll Relationship Group	Limits processing to workers with payroll employment records included in the selected group. Define payroll relationship groups to run the process for a group of people within a payroll or a group of people in multiple payrolls.
   Changes Since Last Run	Limits processing to workers with either payroll or assignment updates or corrections since the last process run. If you select: Payroll events since last run The payroll process calculates the accrual balance for workers whose payroll records have changed since the last processing run. For example, a worker schedules 5 days absence on January 25, and you run the process on January 26. Due to an emergency, the worker returns to work on January 29, after an absence of only 4 days. The worker updates the absence record to reflect an absence of 4 days instead of 5. If you schedule the process again on February 1 and select Payroll events since last run, it generates the updated accrual balance for the worker. HR Assignment changes since last run The process calculates the accrual balance for workers whose assignment record last updated date is later than the last scheduled run. For example, the last scheduled run was on January 1 and you update a worker'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 worker.
   Legislative Data Group	Limits processing to a group of one or more absence types that are associated with the legislative group that you select.
   Absence Plan	Limits processing to calculating accrual balances for only the selected accrual plan. When you select this field, Repeating Period appears. If you don't select an absence plan, you must select at least one of these parameters. Legislation Business Unit Person Selection Rule Person Payroll Payroll Relationship Group Changes Only The process calculates accrual balances for each worker selected by the other parameters.
   Repeating Period	Limits processing to the selected accrual period for the selected plan. This field appears only when you select a value in Absence Plan.

4. Click Submit.

How to Withdraw Accruals and Balances

There might be cases where:

• An employee becomes ineligible to participate in an accrual plan due to a status change

• An employee was set up with an incorrect plan

You can resolve this by:

• Manually withdrawing and updating worker accrual balances

• Deleting enrollments

To make these corrections:

1. Start the Withdraw Accruals and Balances process.

2. Enter the following as needed.

   Parameter	Description
   Effective Date	Withdraws the accrual balance for only those plans that are effective on the specified date.
   Processing Option	Limits processing to the following processing options. Withdraw accruals and balances Enrollment deletion
   Person	Limits processing to the selected worker.
   Legal Employer	Limits processing to workers assigned to the selected legal employer.
   Person Selection Rule	Limits processing to specific workers that you include in the person selection rule. Use the Person Selection formula type to include specific workers who meet special requirements for the absences batch process. You define the formula using the Fast Formulas task and select that formula in this field.
   Payroll	Limits processing to workers assigned to the selected payroll.
   Payroll Relationship Group	Limits processing to workers with payroll employment records included in the selected group. Define payroll relationship groups to run the process for a group of people within a payroll or a group of people in multiple payrolls.
   Legislative Data Group	Processes only those absence types that are associated with the legislative data group you select.
   Absence Plan	Withdraws accrual balance for only the selected accrual plan.