Oracle Cloud Human Capital Management For The United States: Absence Management Guide

Oracle Cloud Human Capital
Management for the United States:

Absence Management Guide
Release 13 (update 18B)

Oracle Cloud Human Capital Management for the United States:
Release 13 (update 18B)

Part Number E24184-04
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Author: John Lawson
Contributor: Lynn Flink
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Contents
Preface i
1 Absence Management 1
Overview of Absence Management ........................................................................................................................... 1
Overview of Absence Rate Definitions ....................................................................................................................... 3
Rates Used to Calculate Absences in Payroll ............................................................................................................ 4
Rate Definitions for Absence Plans and Payments .................................................................................................... 5
Define Absence Elements for the US ........................................................................................................................ 6
Derived Factors for Absences ................................................................................................................................. 12
Absence Eligibility Profiles for the US ...................................................................................................................... 12
Set Up Absence Plans ............................................................................................................................................ 13
Absence Components ............................................................................................................................................ 15
How the Absence Management Components Work Together for the US ................................................................ 17
Employee Absence Records for the US .................................................................................................................. 19
2 Examples 21
Process and Administer Absences for the US ........................................................................................................ 21
Set Absence Payment Rates for the US ................................................................................................................. 25
Build Accrual Band Matrixes for the US .................................................................................................................. 28
Create Qualification Bands ...................................................................................................................................... 32
Define Payroll Elements for an Absence Accrual Plan for the US ............................................................................. 38
Define Absence Plans for the US ............................................................................................................................ 41
Create Absences for California Sick Pay Rates ....................................................................................................... 47
Enable Absences for Time Card Entries .................................................................................................................. 53
Oracle Cloud Human Capital Management for the United States: Preface
Preface
This preface introduces information sources that can help you use the application.
Using Oracle Applications

Using Applications Help
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i
Oracle Cloud Human Capital Management for the United States: Preface
Contacting Oracle
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ii
Oracle Cloud Human Capital Management for the United States: Chapter 1
Absence Management Guide Absence Management
1 Absence Management
Overview of Absence Management

Oracle Fusion Absence Management provides you with the means to accurately administer a variety of types of absences.
You can track them, display them on reports, and integrate them with your payroll calculations.
Most of the configuration happens in the Absence Management work area. However, because absences and payroll are
integrated, you have to perform some set up in Payroll Calculations as well. Payroll processing requires specific information,
which is provided by the absences. The payroll process uses this information to calculate the absence payments.
High-Level Steps
Here are the different absence and payroll steps you need to follow.
Procedure Action
Create Rate Definitions Create rate definitions to use in calculating absence payments, liability balance calculations, and
salary reduction calculations.

Use the Manage Rate Definitions task in the Payroll Calculation work area.

For further information, see Overview of Absence Rate Definitions for the US in the Help Center.

Create Absence Elements Create an absence element for each absence plan that transfers absence payment information for
payroll processing.

Use the Manage Elements task in the Payroll Calculation work area. These elements use the
Absences primary earnings classification.

During absence element definition, the template provides the option to automatically create the Final
Disbursements and Discretionary Disbursements elements.

For further information, see Define Absence Elements for the US in the Help Center.

Create Derived Factors Create derived factors to define how to calculate certain eligibility criteria that change over time.

Use the Manage Derived Factors task in the Absence Administration work area.

For further information, see Derived Factors for Absences in the Help Center.

Create Eligibility Profiles Create eligibility profiles to define criteria that determine whether a person qualifies for objects that
you associated with the profile.

Use the Manage Eligibility Profiles task in the Absence Administration work area.

For further information, see Absence Eligibility Profiles for the US in the Help Center.

1
Procedure Action
Create Fast Formulas

Create any fast formulas needed to perform additional processing, such as:
• Days-to-hours conversions
• Absence entitlements based on employee attributes, such as grade
Use the Manage Fast Formulas task in the Payroll Calculation work area.
For further information, see the following:
• Oracle Global Human Resources Cloud Implementing Absence Management Guide on the
Help Center
• Oracle Cloud Absence Management: Fast Formula Reference Guide (2065671.1) on My
Oracle Support
Create Absence Plans Create an absence plan, and select the absence element within the plan itself.

Use the Manage Absence Plans task in the Absence Administration work area.

For further information, see Set Up Absence Plans for the US in the Help Center.

Create Absence Types Create absence types, and associate your absence plans to them.

Use the Manage Absence Types task in the Absence Administration work area.


Enroll Employees in Absence Plans Enroll employees in the absence plan.


Process Accruals If an employee is enrolled in an accrual plan, you must run the accrual process.

For further information, see Absence Processing and Administration for the US in the Help Center.

Create Employee Absence Records

Record an absence for the employee by performing one of the following:
• Employee enters their absence through self-service

• You enter an absence for an employee using the Manage Absence Records task
This transfers the absence information to the payroll process, assuming the absence is approved
and the option to transfer information to payroll is configured. This:
1. Creates or updates the absence calculation card.

2. Links the absence plan to the calculation component on the person's calculation card.
For further information, see Employee Absence Records for the US in the Help Center.
Process Payroll Once the information is transferred to payroll and the entries are generated, you can process the
payroll that includes the absence entries. Then view the resulting absence balances on the person's
Statement of Earnings (SOE).

View Absence Balances Once you have processed and archived payroll, the employee's absence and accrual balances are
displayed on their SOE, payslip, check advice, and reports.
2
Procedure Action

Navigation
Use the following tasks located in the related work areas to configure objects for processing absences in payroll:
Object Setup Task Work Area
Rate Definition Manage Rate Definitions Payroll Calculation

Absence Element Manage Elements Payroll Calculation

Derived Factors Manage Derived Factors Absences

Eligibility Profile Manage Eligibility Profiles Absences

Absence Plan Manage Absence Plans Absences

Absence Types Manage Absence Types Absences

Related Topics
• Define Payroll Elements for an Absence Accrual Plan for the US
• Define Payroll Elements for Processing Absences for the US
• Process and Administer Absences for the US
Overview of Absence Rate Definitions

Rate definitions use payroll balances, element entry values, and values defined by criteria to help you calculate:
• Absence payment amounts
• Liability balances
• Salary reduction amounts
Use the Manage Rate Definitions task in the Payroll Calculation work area to create rate definitions.
When a person's absence payment is at a different rate than their salary, you use rate definitions to determine the rate. Create
these rate definitions before you define absence elements. To do this:
1. Set up an element rate definition for each type of base salary subject to this payment.
These rate definitions are marked as base rates.
For further information, see Rate Definitions for Absence Plans and Payments for the US in the Help Center.
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2. Set up a derived rate definition, and use the base rate as your contributor type.
For further information, see the Set Absence Payment Rates for the US in the Help Center.
Related Topics
• Define Payroll Elements for Processing Absences for the US
• Set Absence Payment Rates for the US
Rates Used to Calculate Absences in Payroll

You can specify a rate for use in calculating an absence in an absence plan or an absence element. When processing
absence entries in a payroll run, the formula associated with the absence element uses the Rate Converter global formula to
convert rates. The formula checks for a rate in this sequence.
1. Absence plan
2. Absence element
3. Compensation salary element
Absence Plan
In Oracle Fusion Absence Management, you can select a rate rule on the Entries and Balances tab of the Create Absence
Plan page. The rate rule calculates the units passed to payroll when you record an absence. You can select rate rules for the
absence payment, final disbursement, discretionary disbursement, and liability balance calculation.
For third-party absence providers, the application transfers the rate information and override rates in the XML file attached to
the Load Absence Batch process.
Absence Element
If you don't specify rates in the absence plan, you can specify a rate when you create the absence elements. The type of
absence information determines the rates you can select. For example, for plans where you transfer accrual balances and
absences, you can select different rates for these calculations.
• Absence payments
• Discretionary disbursement
• Final disbursement
• Liability balance rate
As best practice, specify a rate in either the plan or the element. If you specify in both, ensure the rate for the element is same
as the rate you selected in the corresponding plan.
Compensation Salary Element

If the formula doesn't find a rate specified in the plan or the element, it uses the compensation salary element.
When you associate a payroll element to a salary basis, you specify an input value that holds the base pay on a worker's
element entry. The monetary amount or rate recorded in the element entry is the salary value in the worker's salary
information held on the assignment. If you specify a rate, the formula uses this rate if it doesn't find one defined in the
absence plan or absence element.
4
Related Topics
• Defining Payroll Elements for Processing Absences: Procedure
Rate Definitions for Absence Plans and Payments

To pay a person during their absence, you need to find the rate for each unit of that period, such as days or hours. You use
rate definitions to help you with this. Use the Manage Rate Definitions task.
Before you create the rate definitions, you should know:
• How rate definitions work with absence plans
• What types of absence payments support rate definitions
How Rate Definitions Work with Absence Plans

To associate a rate definition with an absence plan:
1. Create the rate definition using the Manage Rate Definitions task in the Absences work area.
2. Associate the rate definition with the absence plan on the Entries and Balances tab of the Manage Absence Plans
task.
For example, to calculate payments of each time unit when you disburse an accrual balance for a terminated employee,
create a rate definition using the Manage Rate Definitions task. Then, when you create an absence plan, you select the rate
definition you created from the Final Disbursement Rate Rule list on the Entries and Balances tab.
Note: Do not enter rate rules at the plan level if you have already defined them at the employment level. If you
enter the rates at both the element and the plan levels, the rate at the plan level takes priority.
What Types of Absence Payments Support Rate Definitions

When you are defining your absence element, the template invites you to associate rate definitions with the different element
types it generates. If you choose not to select a rate definition, it uses the employee's salary rate.
When you choose this in the template It creates this This is what happens when you select a rate
definition for it
Calculate absence liability? <element name> Liability balance Calculates the cost of a worker's accrual
balance to determine employer liability.

For example, if the employee is terminated or
loses eligibility for the absence plan, you can
determine employer liability for worker time
accruals for the rest of the accrual term.

Does this plan enable balance payments <element name> Final Disbursement indirect Calculates the payment of accruals when
when enrollment ends? element plan participation ends.

For example, if the worker is terminated or
loses eligibility for the absence plan, you
5
When you choose this in the template It creates this This is what happens when you select a rate
definition for it
can use a rate definition to calculate the final
accrual balance. Create a rate definition that
considers the worker's salary details and
calculates the payment value for each unit of
accrued time.

Does this plan enable partial payment of <element name> Discretionary Disbursement Calculates the payment when paying out part
balance? indirect element of an accrual balance.

For example, if the worker is terminated
or loses eligibility for the absence plan,
you can disburse the remainder of the
accrual balance. Create a rate definition that
considers the worker's salary details and
calculates the payment value for each unit of
accrued time.

Which rate should the absence payment N/A Calculates the payment during an accrual
calculation use? and qualification absence period.

For a qualification absence plan, you can
select this rate definition to calculate payment
for a qualification absence period. When
you create the qualification plan, you define
qualification bands to specify the percentage
of payment during an absence period.

For example, you want to pay the worker
75 percent pay up to the first 90 days of the
absence. You use a rate definition to define
the calculation method to translate that
percentage into an actual payment value.

Which rate determines the salary reduction N/A Defines the rate at which the process
amount? reduces the person's regular salary.

Related Topics
• Define Absence Plans for the US
Define Absence Elements for the US

To calculate and process absence payments, you need to define Absence elements.
When you define them, consider the following.
• What type of absence information do you want transferred to payroll
• What kinds of elements you can use
• How to define an absence element
• What indirect elements does the template create for you
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• How you set element eligibility

• How you cost the element
• How you link the element to the absence plan
How Absence Information Is Passed to Payroll

The following describes what happens when you select a specific type of absence information to transfer to payroll.
Type of absence information What it is for Examples
Accrual Balances Used for tracking purposes and maintain time Select this option for a vacation accrual plan
off balances for employees based on certain that isn't processed through payroll. The
criteria. Statement of Earnings (SOE) wouldn't include
this leave.

Accrual Balances and Absences Used tracking purposes to maintain time off Select this option for a vacation accrual plan
balances, but they have an absence payment that is processed through payroll. The SOE
component related to the accrual. would show this leave separately.

Qualification Absences Typically triggered by an event, such as Select this option for a maternity plan that is
having a baby. processed through payroll. The SOE would
show this leave separately.

No Entitlement Absences Usually for tracking unpaid absences, and Select this option for a no entitlement leave
there is no accrual balance maintained. plan that is processed through payroll. The
SOE would show this leave separately.

What Kinds of Elements Can You Use

An absence plan can support the following kinds of elements.
Element Type Description
Basic Absence Earnings This element is used for the regular payment of an absence, such as vacation or PTO time. Also use
this for payment of longer periods of absences, such as a maternity leave or short-term disability.

Absence Discretionary Disbursement

Earnings Some absence plans support discretionary disbursement for unused absence balances. You can
elect to pay the discretionary disbursement by answering Yes to the partial payment of balance
question when creating your base absence element. Select which payment rate and which taxation
method to use with this discretionary payment.
Absence Final Disbursement Earnings

Some absence plans permit final disbursements or pay out at employment termination. Elect to pay
the final disbursement by answering Yes to the enable balance payments when enrollment ends
question when creating your base absence element. Select which payment rate and which taxation
method to use with this final payment.
Unpaid Absences
When defining the element for any unpaid absence attached to an absence plan, select the following
in the element template:
• Select No Entitlement Absence when transferring absence information to payroll.

• Select the Select rate to determine absence deduction amount option
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Element Type Description

• Leave the following rate fields blank:
◦ Rate to Determine Absence Deduction Amount
◦ Which rate should the absence payment calculation use?

By leaving these blank on a No Entitlement Absence, the payroll process reduces the salary
by the regular pay rate of the employee. This creates the unpaid absence.
The unpaid earnings appear on the payslip and statement of earnings.
How You Define the Absence Element

The options you select when you define the absence element determine which indirect elements, balances, formulas, and
calculation components the template generates.
For further information, see Define Payroll Elements for Processing Absences for the US in the Help Center.
To create an absence element:
1. In the Payroll Calculation work area, start the Manage Elements task.
2. Click Create.
3. Select a US LDG.
4. Select Absences as the primary classification.
5. Select a secondary classification based on the type of absence you are creating.
◦ Maternity
◦ Sickness
◦ Vacation
◦ Other
6. Click Continue.
7. Enter the following.
Value Description
Name Name of the absence element.

Reporting Name Name of the absence element as displayed on reports.

Description Description of the absence element.

Effective Date Effective date of the absence element.

Input Currency Currency of the absence element.

8. Select the calculation units.
8
Note: If you select Days, and the absence payment for this element is subject to overtime rules, you
must:
a. Create a fast formula for conversion to hours.
b. Select the work units conversion rule related to these calculation units.
9. Select the types of absence information that you want transferred to payroll:
◦ Accrual Balances
◦ Accrual Balances and Absences
◦ Qualification Absences
◦ No Entitlement Absences
10. Click Next.
11. Enter the following additional details.
a. Select the appropriate absence payment option for reducing regular earnings for salaried employees:
Payment Options Description
Reduce regular earnings by absence Does not require a rate definition.

payment

Select rate to determine absence

deduction amount Select this option if your absence:

• Is at a different payment rate than your salary reduction
In this case, use the associated rate fields to select the rates to determine the
absence deduction amount and rate to use in the absence calculation. For further
information, see Set Absence Payment Rates for the US in the Help Center.
• Is an unpaid absence
In this case, you must configure that unpaid absence. For further information, see
What Kinds of Elements Can You Use above.
b. Select the absence payment rate. Leave blank if you are using the base rate.
c. Select how you want the absence payment to be taxed.
d. Select whether to calculate the absence liability.
If you select Yes, do one of the following:
i. Select the liability rate you defined through the Manage Rate Definitions task.
ii. Provide an empty value to use the rate calculation based on the basic salary.
e. Select the appropriate balance payment options for:
Question Steps
Does this plan enable balance i. Select Yes to configure a final disbursement element and to maintain balances for
payments when enrollment ends? the disbursement hours and payments.
ii. Select a rate to use for the calculation. Leave blank to use the basic salary rate.
iii. Select the taxation method.
Does this plan enable partial i. Select Yes to configure a discretionary disbursement element and to maintain
payment of balance? balances for disbursement hours and payments.
ii. Select a rate to use for the calculation. Leave blank to use the basic salary rate.
9
Question Steps
iii. Select the taxation method.
f. Select whether this absence is subject to overtime calculations.

12. Click Next.
13. Review the options you selected, and then click Submit.
When you define the absence element, the Manage Elements task also creates the required indirect elements, balances,
formulas, and calculation components.
If you have standard earnings and absence elements in the same payroll run that reduce regular earnings, the payroll
calculation reduces earnings in this sequence:
1. Using absence element entries

2. Using any standard earnings elements that reduce regular earnings
The salary balance isn't reduced beyond 0.
What Are the Indirect Elements for Absences

When you submit the element definition, the template creates a base and retroactive pay element, as well as related
balances, formulas, and calculation components. It also creates related elements, such as results and calculator elements.
The template also creates additional elements, depending on the options selected in the template to transfer absence
information, as shown in the following table:
Element Name Purpose
<Absence name> This is the element you created for the absence plan.

<Absence Name> Accrual

These indirect elements:
<Absence Name> Accrual Calculator
• Get absence accrual information from Oracle Fusion Absence Management
<Absence Name> Accrual Results • Process liability

<Absence Name> Entitlement

<Absence Name> Entitlement
Calculator • Get absence accrual information from Oracle Fusion Absence Management
• Process absence payments and deductions
<Absence Name> Entitlement Results

<Absence Name> Entitlement Retro This indirect element processes absence payments and deductions during retroactive processing.

<Absence Name> Discretionary

Disbursement These indirect elements:

<Absence Name> Discretionary • Get partial payment information from Oracle Fusion Absence Management
Disbursement Calculator • Process these disbursements

<Absence Name> Discretionary
Disbursement Results

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Element Name Purpose
<Absence Name> Discretionary Indirect element used to process partial payment disbursements in retroactive processing.
Disbursement Retro

<Absence Name> Final Disbursement

<Absence Name> Final Disbursement
Calculator • Get final payment information from Oracle Fusion Absence Management, such as upon
employee termination
<Absence Name> Final Disbursement • Process these disbursements
Results

<Absence Name> Final Disbursement This indirect element processes final payment disbursements during retroactive processing.
Retro

How to Set Element Eligibility

You must create element eligibility for the base, accrual, retroactive, and entitlement elements. For the elements you define
through the element template, do this during element definition. For the automatically-generated indirect elements, use the
Manage Elements task:
1. Search for and select the appropriate element.
2. In the Element Overview region, select the Element Eligibility node.
3. Select Create Element Eligibility from the Actions menu.
4. Define the element eligibility.
5. Click Submit and Done.
How to Cost Absence Elements

You must create costing element eligibility if you post absence payments to the general ledger. You must create costing
element eligibility for the following payment elements:
• Base absence entitlement, entitlement results, and entitlement retroactive elements
• Discretionary disbursement, disbursement result, and disbursement retroactive elements
• Final disbursement, disbursement result, and disbursement retroactive elements
You must determine how to cost element eligibility records, including which type of costing to apply and which input value to
cost. Determine which account numbers to specify for the cost account segments, such as the natural account, and which
offset account balances the cost account.
For further information, see Global Human Resources Payroll Costing Guide (1918574.1) on My Oracle Support.
How to Link to the Absence Plan

For the absence plan to share its absence payment information with the payroll process, you have to link it to your absence
element.
When you create the plan:

1. Select the absence element on the Entries and Balances tab of the Create Absence Plan page.
2. Select Transfer absence payment information for payroll processing.
11
Related Topics
• Define Payroll Elements for an Absence Accrual Plan for the US
Derived Factors for Absences

Derived factors define how to calculate certain eligibility criteria whose values change over time, such as a person's age
or length of service. You add derived factors to eligibility profiles and then associate the profiles with objects that restrict
eligibility.
Using the Manage Derived Factors task in the Absence work area, define the following types of derived factors:
• Age
• Length of service
• Combination of age and length of service
• Compensation
• Hours worked
• Full-time equivalent
Related Topics
• Derived Factors
Absence Eligibility Profiles for the US

Create eligibility profiles to define criteria that determine whether a person qualifies for objects that you associate the profile
with. An eligibility profile is a set of criteria that you define. Use the criteria to determine whether a person qualifies for an
offering. That offering could be a benefits plan, variable rate or coverage, compensation plan, checklist task, or other object.
You can associate eligibility profiles with objects in a variety of business processes.
Criteria defined in an eligibility profile are divided into the following categories:
Category Description
Personal Includes gender, person type, postal code ranges, and other person-specific criteria.

Employment Includes assignment status, hourly or salaried, job, grade, and other employment-specific criteria.

Derived factors Includes age, compensation, length of service, hours worked, full-time equivalent, and a
combination of age and length of service.

Other Includes miscellaneous and user-defined criteria.

Related coverage Includes criteria based on whether a person is covered by, eligible for, or enrolled in other benefits
offerings.
12
Category Description

Some criteria provide a fixed set of choices, such as gender. The choices for other criteria, are based on values defined in
tables, such as person type. You can define multiple criteria for a given criteria type.
For example, define a "Floating Holiday" absence element. Create a profile that says only full-time employees are eligible and
attach that profile to the floating holiday absence plan.
To configure the user-defined criteria, use the Manage Eligibility Profiles task, located in Plan Configuration. For further
information, see the document Global Human Resources Cloud Implementing Absence Management on Oracle Cloud Help
Center.
Related Topics
• Eligibility Profiles
• Examples of Eligibility Profiles
Set Up Absence Plans

The absence plan helps the payroll process calculate absence payments by providing important eligibility and entitlement
information. This includes:
• How you create the plan
• How to share absence information with the payroll process
• How to enroll employees in the plan
Create Absence Plans

Use the Manage Absence Plan task in the Absence work area to create absence plans.
Part of creating a plan involves defining your rules for accruals and entitlements, and there are multiple strategies involved. For
further information, see Global Human Resources Cloud Implementing Absence Management on Oracle Cloud Help Center.
Note: You must have the role of Human Resources Manager to perform these operations.
For further information, see the following in the Help Center:

• Build Accrual Band Matrixes for the US
• Create Qualification Bands
• Define Absence Plans
• Create Absences for California Sick Pay Rates
Absence Plans
Absence plans determine the rules for defining eligibility, accruing leave time, and receiving payments during the absence
period. You can select from the following.
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Plan Type Description
Accrual Calculates time earned by an employee on a periodic basis, including maximum amounts of accrued
time and maximum amounts of time that can be carried forward to the next term.

Agreement Time agreed upon between the employer and employee in accordance with statutory rules.

Compensatory A variation of an accrual plan where units worked form the basis of the accrual. You can offer this
type of plan can be for work outside of a regular schedule instead of paying overtime.

No Entitlement A plan that has neither accrual nor entitlements defined. Commonly used to track unpaid absences.

Qualification Employee's entitlement to time off is not earned on a periodic basis but is granted to them.
Commonly used for maternity, jury duty, military, and so on.

Plan Rules
Plan rules define a person's eligibility for the plan, and the amount of time they receive.
Plan Rules Description
Terms and Frequencies

Identifies the period of time during which employees accrue time. Term types include:
• Accrual Plans and No Entitlement Plans

Calendar year:
Accrual term starts on the month, day, and year you select and then restarts the next year on
the same day
Anniversary year:
Accrual term starts on the hire date and then restarts on the employee's anniversary
• Qualification Plans
Absence duration: Determines the duration of the plan.
Calendar year: Accrual term starts on the month, day, and year you select and then restarts
the next year on the same day
Rolling backward: Calculates the absence entitlement based on the total duration of
absences for a specific time period that precedes the absence start date.
Rolling forward: Calculates absence entitlements based on the first date an employee's
absence begins and calculates the end date by adding the term duration to the start date.
Plan eligibility Associates an eligibility profile to the plan to determine what workers are enrolled in that plan. An
eligibility profile defines criteria used to determine whether a person qualifies for certain absence
plans.

Enrollment and Termination

Determines:
• When to enroll an employee in the plan

• When to unenroll a terminated employee
Waiting periods For an accrual plan, defines whether an employee accrues time only after a specified amount of time
lapses.

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Plan Rules Description
Vesting periods For an accrual plan, defines if an employee can use any accrued time after a specified amount of
time lapses.

Plan limits
For an accrual plan, identifies the type of limits:
• Carryover
Maximum amount of time an employee can carry over to the next cycle.
• Ceiling
Maximum amount of time an employee can accrue.
Transferring Absence Information to

Payroll Payroll requires specific information to process absence payments. To process absence payments
during payroll processing:
1. Use the Entries and Balances tab of the Manage Absence Plan task to configure your
absence plan to pass the absence information to payroll.
2. Select the Transfer absence payment information for payroll processing option.
3. Select the absence element you defined previously during the Creating Absence Elements
steps.
Share Absence Information with the Payroll Process

The payroll process requires specific information to process absence payments. To process absence payments during payroll
processing, you must configure your absence plan to pass the absence information to payroll.
You do this on the Entries and Balances tab of the Manage Absence Plan task:
1. Select the Transfer absence payment information for payroll processing option.
2. Select the absence element you defined previously during the Creating Absence Elements steps.
Enroll the Employees

You must enroll your employees in the absence plan before you can record their absences.
For Accrual, Agreement, Compensatory, and Qualification plans, if you created the plan prior to the employee being hired,
the hiring process automatically enrolls them, assuming they meet the plans' requirements. If you created the plan after the
employee was hired, you manually enroll them.
Use the Manage Absences task in the Person Management work area to enroll employees in the absence plan or verify
automatic enrollment into a plan.
Related Topics
• Build Accrual Band Matrixes for the US
• Create Qualification Bands
15
Absence Components
Implementing the absence management policy of your enterprise involves configuring the following absence components:
• What types of absences will you support?

• Do you want to use patterns to help you define your absence types?
• Do you want to organize your absence types into categories?
• What are the allowable reasons for taking an absence?
• Do you want to establish certification requirements for absence approval?
Absence Types
Use the Manage Absence Types task in the Absence Administration work area to create absence types. Absence types can
include rules to determine when users record or manage an absence of that type.
There are several fields you set when you create your absence types.
Field Description
Absence Pattern An absence pattern contains a predefined set of rules you use as a starting point when you create
an absence type. For further information, see Absence Patterns below.

Unit of Measure Choose whether this absence type is in measurements of Days or Hours.

Absence Rules When you create an absence type, such as sick leave, you include rules to determine when the
employee records or manages an absence of that type.

For example, you can create a rule where workers can record absences only of a particular duration.
An alert appears if they set a duration that exceeds the maximum.

Select Maintenance options • You can choose to enable an absence type for time card entry. For further information, see
Enable Absences for Time Card Entries in the Help Center.
• Select who can update an employee's absence information.
Absence Plans Associate your previously defined absence plans to your absence types.

Absence Reason If you have defined absence reasons, you can select which reasons are valid for any particular
absence type. For further information, see Absence Reasons below.

Display Features Decide which fields or sections you want to show or hide for specific user roles when they record or
approve a specific absence type.

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Absence Patterns
An absence pattern contains a predefined set of rules that you use as a starting point when you create an absence type. You
can select one of the following predefined patterns.
• Illness or injury
• Childbirth or placement
• Generic absence
For example, use the Generic Absence pattern to create an absence type for scheduling vacation time based on the time
accrued under a vacation accrual plan
The pattern you select determines:

• What special fields appear on the absence type pages
• The options available to display and process various aspects of absence recording
For example, the Childbirth or Placement pattern includes a field for selecting whether the absence type applies for childbirth
or adoption placement.
Absence Categories
You can choose to create absence categories to group absence types for reporting and analysis. For example, you can
create an absence category called "Family Leave" and associate with it related absence types, such as maternity, paternity,
and child care.
Use the Manage Absence Categories task in the Absence work area to create Absence Categories.
Absence Reasons
When a worker schedules an absence, you can require that they provide a reason, such as out sick, doctor's appointment,
and so on. Absence reasons are independent of absence types, so you can allow a reason to be valid for multiple absence
types. When you create an absence type, you select the reasons appropriate to it.
Use the Manage Absence Reasons task in the Absence Administration work area to create absence reasons. Use the
Manage Absence Types task to associate them with an absence type.
Absence Certifications
You can choose to create certification requirements for absences. These absences would require documentation for
authorization before approval. For example, in case of an absence due to illness, you could set up a requirement that workers
must submit a doctor's certificate within a stipulated period of time. This ensures they receive full payment for the absence
duration.
Use the Manage Absence Certifications task in the Absence work area to create absence certifications.
Related Topics
• Enable Absences for Time Card Entries
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How the Absence Management Components Work

Together for the US
This shows how the absence management components work together to create a cohesive absence management policy for
your organization.
For these components Do this
Absence Plans Use the Manage Absence Plans task to create absence plans.

Absence Types Use the Manage Absence Types task to define them.

Absence Patterns Associate a predefined pattern with your absence type.

Absence Categories Use the Manage Absence Categories task to create absence categories and associate them with
absence types.

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For these components Do this
Absence Reasons Use the Manage Absence Reasons task to create absence reasons.

Absence Certifications Use the Manage Certifications task to set up a requirement. Associate the requirement as an action
item with an absence type, so that every absence associated with the absence type is subject to
that requirement.

Related Topics
Employee Absence Records for the US

After creating the absence components required by your organization, including the elements, plans, and types, and
confirming employee enrollment, you create absence records for the eligible employees.
What you are doing What happens
Entering absence records

To perform absence transactions:
• Managers can perform entries for their reports using the Manage Absence Records task
• Absence administrators can perform the entry
• The employee can perform the entry using Self-Service, if you have allowed it
Creating Absences calculation cards

When an absence record is entered, the task automatically creates the Absences calculation card,
along with the components that hold the absence information. It makes the following information
available for payroll processing:
• Summary Record: Contains absence information, such as the start and end date, the
absence rate, and the units.
• Daily Breakdown: Provides the absence date and any factor to be applied, such as the
percentage to use when calculating the absence payment.
The Absence Entitlement component creates element entries for the transaction to be processed by
payroll.
Note: This occurs when the absence was approved and the option to transfer to
payroll was configured on the absence plan.

Related Topics
• How Calculation Cards Work Together for the US
19
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Absence Management Guide Examples
2 Examples
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
When you
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. Start the Manage Absence Records task from the Person Management work area.
2. Navigate to Plan Participation.
3. Select Enrollments and Adjustments.
4. Click Add Enrollment.
5. Select the appropriate plan and start date.
6. Click Submit.
To manage enrollment for multiple workers:
1. Start the Schedule and Monitor Absence Processes task in the Absence Administration work area.
2. Run the Update Accrual Plan Enrollments batch process.
3. Enter 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.

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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 Manage 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
4. 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 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 information to Oracle Fusion Global Payroll.
Enable this transfer by selecting the Transfer Absence Payment Information for Payroll Processing option on the
Create Absence Plans page. If you do not select this option, the absence information is not available for payroll
processing.
To run this process on individual employees:
1. Start the Manage Absence Records task from the Person Management work area.
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. Enter the following filters as needed.
Effective Date
Calculates the accrual balance for only those plans that are effective on the specified date.
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A plan enrollment must exist for the worker as of this date.
If you leave the Absence Plan field 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.

If you select a person but not an absence plan, the process calculates the accrual balance for all
plans in which the worker has an active enrollment.

If you select a person and an absence plan, the process calculates the accrual balance for only
the selected plan, if the worker has an active enrollment for that plan.

Business Unit Limits processing to workers in the selected business unit.



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.
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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, the Repeating Period field appears.
If you don't select an absence plan, you must select at least one of the following 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 the Absence Plan field.
4. Click Submit.
How to Withdraw Accruals and Balances

If an employee becomes ineligible to participate in an accrual plan due to a status change, or 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 from the Schedule and Monitor Absence task in the Absence
work area.
2. Enter the following as needed.
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
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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.

Related Topics
• Employee Absence Records for the US
• How the Absence Management Components Work Together for the US
• Overview of Absence Management for the US
• Set Up Absence Plans for the US
Set Absence Payment Rates for the US

In situations where you want the payment to be different than regular salary, you can select a different rate for the salary
reduction amount than the payment amount.
In this example, you want to calculate an hourly employee's absence rate when that rate is different from their base rate. The
employee has an hourly wage of 20 USD, and you want to pay them an absence rate of 75 percent of the base (15 USD).
Set an Absence Payment Rate of 75 Percent

In this example, you want to pay sick pay to your salaried nonexempt employees at 75 percent of the normal rate.
1. Define an Element rate definition, and mark this rate definition as a base rate:
a. In the Payroll Calculation work area, start the Manage Rate Definitions task.
b. Click Create.
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c. Select the Element category.

d. Enter an effective date, such as 2010-01-01.
e. Select your US legislative data group (LDG).
f. Select Amount as the storage type.
g. For the Element Name, select an appropriate salary element.
Eligible elements are:
• Standard Earnings primary classification
• Have Regular secondary classification
• Attached to a salary basis
h. Click OK.
i. Enter the following basic information.
Field Value
Name Name of the rate definition

Short Name Short name of the rate definition

Base Rate Select the box

Periodicity Annually

Periodicity Conversion Formula Standard Rate Annualized

Currency US Dollar

j. Click Submit.
The task automatically creates the rate contributor, including a default periodicity.
k. Ensure this periodicity matches the rate definition's periodicity (for this example, annually).
2. Define a Derived rate definition.
This rate definition will have a Base Rate contributor type, which utilizes the Element rate definition you defined in the
previous step.
a. In the Payroll Calculation work area, start the Manage Rate Definitions task.
b. Click Create.
c. Select the Derived Rate category.
d. Enter an effective date, such as 2010-01-01.
e. Select your US LDG.
f. Click OK.
g. Enter the basic information.
Field Value
Name Name of the rate definition

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Field Value
Short Name Short name of the rate definition


Periodicity Conversion Formula Standard Rate Annualized

Currency US Dollar

h. In the Rate Contributors region, click Create.

i. Select the Base Rate contributor type.
j. Click OK.
k. Enter the following.
Field Value
Add or Subtract Add

Employment Level Payroll Assignment


Factor Rule Value

Factor Rule 0.75

l. Click Save and Continue.

m. Click Submit.
3. During absence element definition:
a. For How do you want to reduce earnings for employees not requiring a time card, choose Select
rate to determine absence deduction amount.
b. For the Rate to Determine Absence Deduction Amount, leave this field blank. By leaving this field blank,
the payroll calculation automatically reduces the salary by the regular pay rate.
c. For Which rate should the absence payment calculation use, select the derived sick pay rate you
configured previously (75 percent rate).
Related Topics
• Define Absence Elements for the US
• Overview of Absence Rate Definitions for the US
27
Build Accrual Band Matrixes for the US

An accrual band is a grouping of calculated accruals based on common criteria within each group. Use an accrual band
matrix to build criteria using various factors, such as length of service, location, or grade.
To build your absence plan accrual band matrix:
1. Start the Manage Derived Factors task in the Absences work area.
2. Click the appropriate tab, depending on what you are trying to do.
3. Click Create.
Some examples are:
• Creating bands based on length of service
• Creating bands based on location
• Creating a date-effective accrual matrix based on grade bands
Create Bands Based on Length of Service

In this example, you want to create two accrual bands based on worker length of service.
Band Sequence Length of Service Accrual Rate Maximum Carryover Ceiling
1 Fewer than 5 years 15 15 45

2 Greater than or equal to 20 15 60

5 years

To create the bands:
1. Define a "Less than 5 Years" band.

a. Start the Manage Derived Factors task in the Absences work area.
b. Click Length of Service.
c. Click Create.
d. Name your factor "Less than five years".
e. Select the Years unit of measure.
f. Select the following range of values.
• Greater than or Equal to Length of Service = 0
• Fewer than Length of Service = 5
g. Select Date of Hire as the period start date rule.
h. Select As of event date as the determination rule.
2. Repeat these steps for the "Greater than or equal to 5 years" band.
Use 5 and blank for the value ranges.
3. Define an Accrual absence plan.
a. Start the Manage Absence Plans task in the Absence Administration work area.
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b. Click Create.
c. Enter your effective date, and select an Accrual plan type.
d. Click Continue.
e. Set up your general information on the Plan Attributes tab.
f. Click Accrual.
g. Select the Matrix accrual definition.
h. Change the ceiling rule and carryover rule to Include in Matrix.
4. Add the first band to the plan.
a. In the Accrual Matrix section, click Create.
b. Enter 1 for the sequence.
c. Start the Expression Builder.
d. Click Derived.
e. Expand Length of Service, and select Less than 5 years.
f. Copy the content preview line into the Expression field.
g. Click OK.
h. Enter 15 for the accrual rate.
i. Enter 45 for the ceiling.
j. Enter 15 for the carryover limit.
5. Repeat for the second band, using the appropriate values:
◦ Sequence: 2
◦ Expression Builder: Greater than or equal to 5 years
◦ Accrual Rate: 20
◦ Ceiling: 60
◦ Carryover limit: 15
6. Save your work.
Create Bands Based on Location and Length of Service

In this example, you want to create accrual bands of varying length of service for workers who belong to specific geographic
locations.
Band Sequence Location Length of Service Accrual Rate Maximum Carryover Ceiling
1 California Less than 5 years 15 15 45

2 California Greater than or 20 15 60

equal to 5 years

3 New York Less than 5 years 10 10 30

4 New York Greater than or 15 15 45

equal to 5 years

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1. Create the "California Less than 5 Years" band.

a. Start the Manage Derived Factors task in the Absence Administration work area.
c. Click Create.
d. Name your factor "California Less than 5 Years".
f. Select the following range of values:

g. Select the Date of Hire period start date rule.
h. Select the As of event date determination rule.
2. Repeat these steps using the appropriate values from the table above to define the other bands.
◦ California Length of service less than 5 years
◦ California Length of service greater than or equal to 5 years
◦ New York Length of service less than 3 years
◦ New York Length of service greater than or equal to 3 years

3. Define an Accrual absence plan.
b. Click Create.
c. Enter your effective date, and select an Accrual plan type.
d. Click Continue.
e. Set up your general information on the Plan Attributes tab.
f. Click Accrual.
g. Select the Matrix accrual definition.
h. Change the ceiling rule and carryover rule to Include in Matrix.
a. In the Accrual Matrix section, click Create.
d. Click Entities.
e. Expand Person, and select Location.
Your expression should look like:
Expression:
[Person.Location]="California" AND
[LengthOfService.Californialessthan5years]
g. Click OK.
h. Enter 15 for the accrual rate.
i. Enter 45 for the ceiling.
j. Enter 15 for the carryover limit.
5. Repeat these steps for the remaining bands, using the appropriate values from the chart above.
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Create a Date-Effective Accrual Matrix Based on Grade Bands

In this example, your enterprise wants to change its leave policies every year in accordance with government regulations.
Band Sequence Effective Start Date Grade Range Accrual Rate Maximum Carryover Ceiling
1 April 1, 2014 A1 - A3 15 15 45

2 April 1, 2014 A4-A6 20 15 60

3 April 1, 2015 A1 - A3 20 20 30

4 April 1, 2015 A4-A6 25 15 40

To create the matrix:
1. Start the Manage Absence Plans task in the Absences work area.
2. Click Create.
3. Specify an effective date of April 1, 2014, and select an Accrual plan type.
4. Click Continue.
5. Set up your general information about the Plan Attributes tab.
6. Click Accrual.
7. Select the Matrix accrual definition.
8. Change the ceiling rule and carryover rule to Include in Matrix.
9. In the Accrual Matrix section, click Create.
10. Create band 1 and band 2 using the following expressions:
Band Sequence Expression
1 [Person.Grade] >= "A1" AND [Person. Grade] <= "A3"

The person.grade attribute is on the Entities tab in the Expression Builder dialog box


11. Enter the appropriate values for the Accrual Rate and Ceiling and Carryover Limit.
12. Save your work.
13. Set the session effective date to April 1, 2015.
14. Create band 3 and band 4, using the same expressions that you used for band 1 and band 2:


15. Enter the appropriate values for the Accrual Rate and Ceiling and Carryover Limit.
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16. Save your work.
Related Topics
• Derived Factors for Absences
Create Qualification Bands

You use qualification bands to determine the payment percentages that workers receive for specific time periods during a
long leave of absence. Use employment criteria such as length of service, grades, and other factors to filter workers. The
following examples show the various types of bands you can define in the Qualification Band Matrix.
The following examples show the various types of bands you can define in the Qualification Band Matrix.
• Single payment band for multiple length-of-service ranges
• Multiple payment bands for a grade range
• Payment bands for multiple lengths of service and grade ranges
To build your absence plan qualification band matrix:

1. Start the Manage Derived Factors task in the Absences work area.
2. Click the appropriate tab, depending on what you are trying to do.
3. Click Create.
Create Single Payment Band for Multiple Length-of-Service Ranges

In this example, you want to create a single payment band for workers who have completed the following years of service.
Years of Service Percentage of Pay Days of Absences
5-10 75 10

11-20 75 20

1. Define a "5 to 10 Years" band.

b. Select Length of Service.
c. Click Create.
d. Name your factor "5 to 10 Years".
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2. Repeat these steps to define a "11 to 20 Years" band, using 11 and 21 for the range values.
3. Define the absence plan.
b. Click Create.
c. Enter the beginning of the plan date as the effective date.
d. Select Qualification as your plan type.
e. Click Continue.
f. In the Plan Attributes tab, enter the following.
Field Value
Plan Name of your plan, such as Medical Leave Plan

Legislative Data Group Your legislative data group (LDG)

Status Active

Plan UOM Days

Type Rolling Forward

Start Rule Absence Start Date

Term Duration 30

Term Duration UOM Days

g. Click Entitlements.
h. Select the Matrix entitlement definition.
a. In the Qualification Band Matrix section, click Add.
d. Click Derived.
e. Expand Length of Service, and select 5 to 10 Years.
g. Click OK.
5. Repeat for the second band, using the appropriate values.
◦ Sequence: 2
◦ Expression Builder: 11 to 20 Years
6. For each band you created in the Qualification Band Matrix section, create band details in the Qualification
Details section:
a. Place the cursor on the band matrix sequence you want to update.
b. In the Qualification Details section, click Add.
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c. In the table, enter the band details.
Band Sequence Detail Name Duration Payment Percentage
1 75 percent up to 10 days of 10 75
absence

2 75 percent up to 20 days of 20 75
absence

This table shows the band details you must create for Bands 1 and 2. Band 1 is for workers that have
completed between 5 and 10 years of service. Band 2 is for workers that have completed between 11 and 20
years of service.
d. Repeat for the next band matrix sequence.
Create Multiple Payment Bands for a Grade Range

In this example, you want all workers who belong to grade A1 and above to receive:
• 100 percent of pay for up to 10 days of leave
• 75 percent of pay for up to a further 15 days of leave
The following table shows the band information you create using the expression builder in the Qualification Band Matrix
section.
1 [Person.Grade] >= "A1"

The Person.Grade attribute is on the Entities tab in the Expression Builder dialog box.

1. Start the Manage Absence Plans task in the Absence Administration work area.
2. Click Create.
3. Enter an effective date.
4. Select Qualification as your plan type.
5. Click Continue.
6. Set up your general information in the Plan Attributes tab.
Field Value

Legislative Data Group Select your LDG

Status Active

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Field Value
Plan UOM Days



Term Duration 2


7. Select Entitlements.
8. Select the Matrix entitlement definition.
9. In the Qualification Band Matrix section, click Add.
10. For the first band, enter the following.
a. Enter 1 for the sequence.
b. Start the Expression Builder.
c. Click Entities.
d. Expand Person, and select Grade.
e. Copy the content preview line into the Expression field.
f. Next to this expression, enter = "A1".
Expression:
[Person.Grade] = "A1"
g. Click OK.
11. For each band you created in the Qualification Band Matrix section, create band details in the Qualification
Details section.
a. Place the cursor on the band matrix sequence you want to update.
b. In the Qualification Details section, click Add.
c. In the table, enter the following band details.
1 100 percent pay up to 10 10 100

days of absence

2 75 percent pay for the next 15 15 75

days

This table shows the band details you must create for Bands 1 and 2.
d. Repeat for the next band matrix sequence.
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Create Payment Bands for Multiple Length-of-Service and Grade

Ranges
In this example, you want to establish the following length-of-service and pay grade relationship for your workers.
Length of Service Grade Payment Percentage
Fewer than 5 years N/A

To be eligible for:
• 75 percent of pay for up to 10 days of

absence
• 50 percent of pay for a further 15 days
of absence
Greater than or equal to 5 years A1

To be eligible for:
• Full pay up to 10 days of absence

• 75 percent of pay for a further 15 days
of absence
1. Define a "Fewer than 5 Years" derived factor.

c. Click Create.
d. Name your factor "Fewer than 5 Years".

2. Repeat these steps to define a "Greater than 5 Years" band, using 5 and blank for the range values.
3. Define the absence plan.
b. Click Create.
c. Enter the effective date.
d. Select the Qualification plan type.
e. Click Continue.
f. Set up your general information on the Plan Attributes tab.
Field Value

36
Field Value
Legislative Data Group Select your LDG

Status Active

Plan UOM Days



Term Duration 25


g. Click Entitlements.
h. Select the Matrix entitlement definition.
d. Select Derived.
e. Expand Length of Service, and select Fewer than 5 Years.
g. Click OK.
5. Repeat for the second band, using the appropriate values.
a. Enter 1 for the sequence.
b. Start the Expression Builder.
c. Select Derived.
d. Expand Length of Service, and select Greater than 5 Years.
e. Copy the content preview line into the Expression field.
f. Next to this expression, enter AND.
g. Select Entities.
h. Expand Person, and select Grade.
i. Copy the content preview line into the Expression field.
j. Next to this expression, enter = "A1".
Expression:
[LengthOfService.Greaterthan5years] AND [Person.Grade] = "A1"
k. Click OK.
The following table shows the band details you create for Band 1 in the Qualification Details section.
37
1 75 percent pay up to 10 days of 10 75

absence


days

The following table shows the band details you create for Band 2 in the Qualification Details section.
1 100 percent pay up to 10 days 10 100

of absence


days

Related Topics
• Examples of Qualification Bands
Define Payroll Elements for an Absence Accrual Plan for the

US
In this example, you want to define an absence element for a vacation accrual absence plan. Based on your setup decisions,
this procedure configures the following additional elements.
• Accrual element to process absence liability amounts
• Entitlement element to process payments for absence during vacation
• Discretionary Disbursement element to process disbursement of partial time accruals
• Final Disbursement element to process accrual disbursement when the absence plan enrollment ends
The name of the element is prefixed to each additional element.
The following table summarizes key decisions for this scenario.
Decisions to Consider In This Example
What type of an absence are you transferring to payroll? Accrual balances

Who is eligible to receive this element? All workers

38
Decisions to Consider In This Example
What units do you want to use for reporting calculations? Days

Do you want the element to calculate absence liability? Yes

Which rate should the calculate absence liability use? Liability Rate

Does your absence plan enable balance payments when enrollment Yes
ends?

Which rate should the final disbursement payment use? Final Disbursement Rate

Does your absence plan enable payment of partial accrual balances? Yes

Which rate should the partial disbursement payment use? Partial Disbursement Rate

Reduce regular earnings by absence payment

How do you want to calculate deductions for paid absences for
employees not requiring a time card?
• Reduce regular earnings by the amount of the absence

payment so that the worker does not get paid twice?
• Select a rate to determine the absence deduction amount?
Prerequisites
Before you begin, make sure you configured a rate definition to determine the monetary value of a unit of absence.
Depending on your enterprise, configure separate rates to calculate liability, discretionary disbursement, and final
disbursement payments. You configure a rate definition using the Manage Rate Definitions task in the Setup and Maintenance
or Payroll Calculation work area.
Define an Absence Element

1. In the Setup and Maintenance work area or the Payroll Calculation work area, start the Manage Elements task.
2. Click Create.
3. In the Create Element window, complete the following fields.
Field Value
Select your US legislative data group.

Legislative Data Group
Absences
Primary Classification
Select an appropriate value for your legislation, such as Vacation.

Secondary Classification
39
Field Value
Absence
Category
4. Click Continue.
5. On the Create Element: Basic Information page, complete the following.
Field Value
Vacation Payment
Name
Vacation Payment
Reporting Name
6. In the Absence Plan Details section, complete the following.
Field Value
What type of absence information do Accrual Balances and Absences

you want transferred to payroll?

What calculation units are used for Days

reporting?

7. Click Next.
8. On the Create Elements: Additional Details page, in the Accrual Liability and Balance Payments section, complete
the following.
Field Value
Yes
Calculate absence liability?
Leave blank
Which rate should the liability
balance calculation use?
Note: The payroll process uses the employee's regular salary rate for the liability
calculation.

Yes
Does this plan enable balance
payments when enrollment ends?
Final disbursement rate

Which rate should the final balance
payment calculation use?
Regular
How do you want the payout
amount to be taxed?
Yes
Does this plan enable partial
payment of the balance?
Which rate should the discretionary Discretionary disbursement rate

disbursement use?
40
Field Value

Regular
Which taxation method should
the discretionary disbursement
payment use?
9. On the Create Elements: Additional Details page, in the Absence Payments section, complete the following.
Field Value
Reduce regular earnings by absence payment.

How do you want to reduce
earnings for employees not
requiring a time card?
Absence payment
Which rate should the absence
10. Click Next.

11. On the Create Element: Review page, review the information that you entered so far.
12. Click Submit to open the Element Summary page.
The template generates all the related elements, balances, and formulas.
Define Element Eligibility

1. In the Element Overview section of the Element Summary page, select Element Eligibility.
2. Select Create Element Eligibility from the Actions menu.
3. In the Element Eligibility section, enter Vacation Payment Open in the Element Eligibility Name text box. Leave the
rest of the fields on the page blank.
4. Click Submit.
5. Click Done.
6. In the Manage Elements page, search for the other elements prefixed with your absence element name.
7. Select each element in turn and repeat these steps on the Element Summary page to define eligibility for each
element.
Related Topics
41
Define Absence Plans for the US

In this example, you want to define various types of absence plans.
Prerequisites
Before you begin, you must have defined:
• Vacation Absence and Maternity Absence elements
• Eligibility profile that restricts the plan to just full time employees
For further information, see Global Human Resources Cloud Implementing Absence Management on the Help
Center.
• Derived factors for the following lengths of service:
◦ Length of service fewer than 5 years
◦ Length of service greater than or equal to 5 years
For further information, see the following:
◦ Absence Eligibility Profiles for the US
◦ Derived Factors for Absences
Overview
This topic describes how you define:
1. A vacation accrual plan

2. A maternity qualification plan
Create a Vacation Accrual Plan

In this example, you are creating an absence accrual plan where:
• After a 1-month waiting period from hire date, the employees in Grades A and B earn 2 days of vacation time
incrementally every 2 months with a 20-day ceiling, a 5-day carryover limit, and a 5-day negative balance permission.
These absences are paid at the regular salary rate.

• After a 1-month waiting period from hire date, the employees in Grades C and D earn 1 day of vacation time
incrementally every 2 months with a 20-day ceiling, a 2-day carryover limit, and a 5-day negative balance permission.
42
These absences are paid at the regular salary rate.

• This plan has no discretionary payouts, but it does have a final payout rule paid at the employee's normal pay rate for
terminations.
To create this plan:
1. In the Absence Administration work area, start the Manage Absence Plans task.
2. Click Create.
3. In the Create Absence Plan dialog, enter the following.
Field Value
Legislation Your US legislation

Plan Type Accrual

4. Click Continue.
5. On the Create Absence Plan page, enter the following.
Field Value
Plan Vacation

Legislative Data Group Your US legislative data group

Status Active

Plan UOM Days

Type Anniversary year

Anniversary Event Rule Hire Date

6. Click Save.
7. Select Participation, and enter the following.
Field Value
Waiting Period UOM Months

Duration 1

8. Click Save.
9. Select Accruals, and enter the following.
Field Value
Accrual Method Incremental
43
Field Value

Accrual Frequency Source Person primary frequency

Accrual Vesting Rule Elapsed period

Duration 2

UOM Months

Ceiling Rule Flat amount

Ceiling 20

Carryover Rule Include in matrix

Negative balance allowed Select

Negative Balance Limit 5

10. In the Accrual Matrix section, create the following accrual bands.
Band Sequence Expression Accrual Rate Carryover Limit
1 ([Person. Grade] = "A") OR 2 5

([Person. Grade] "B")

2 ([Person. Grade] = "C") OR 1 2

([Person. Grade] "D")

11. Click Save.

12. Select Entries and Balances , and enter the following.
Field Value
Transfer absence payment information Select

for payroll processing

Element Select your Vacation element

13. Review the information you entered in all the tabs.

14. Click Save and Close.
44
Create a Maternity Qualification Plan

In this example, you are creating an Absence Qualification Plan where:
• All full time employees that have been employed for 6 months or longer are eligible.
• Employees with fewer than 5 years of service are entitled to 8 weeks of pay at 90 percent of salary, followed by 16
weeks of pay at 50 percent of salary.
• Employees with equal to or greater than 5 years of service are entitled to 8 weeks of pay at 100 percent of salary,
followed by 16 weeks of pay at 75 percent of salary.
To create this plan:
1. In the Absence Administration work area, start the Manage Absence Plans task.
2. Click Create.
3. In the Create Absence Plan dialog box, enter the following.
Field Value
Legislation Your US legislation

Plan Type Qualification

4. Click Continue.
5. On the Create Absence Plan page, enter the following.
Field Value
Plan Maternity

Legislative Data Group Your US legislative data group

Status Active

Plan UOM Weeks

Type Rolling backward

Term Duration 6

Term Duration UOM Months


Overlap Rule Include

6. Click Save.
45
7. Select Participation, and enter the following.
Field Value
On Loss of Plan Eligibility Only, Select

Terminate Entitlement

Eligibility Add your eligibility profile

8. Click Save.
9. Select Entitlements.
10. In the Entitlement Attributes section, select Matrix.
11. Define the first qualification band matrix.
b. In the Sequence field, enter 1.
c. Click Expression Builder.
d. In the Derived tab, expand Length of Service and select LengthOfService_LessThan5.
e. Copy the content preview line into the Expression field, and click OK.
f. In the Create Absence Plan page, click Save.
12. Define the second qualification band matrix.
b. In the Sequence field, enter 2.
c. Click Expression Builder.
d. In the Derived tab, expand Length of Service and select LengthOfService_EqualToorGreaterThan5.
e. Copy the content preview line into the Expression field, and click OK.
f. In the Create Absence Plan page, click Save.
13. In the Qualification Band Matrix section, select the LengthOfService_LessThan5 row.
14. In the Qualification Details section, enter the following.
1 8 weeks at 90 percent pay 8 90


15. In the Qualification Band Matrix section, select the LengthOfService_EqualToorGreaterThan5 row.
16. In the Qualification Details section, enter the following.
1 8 weeks at full pay 8 100


17. Click Save.

18. Select Entries and Balances.
19. Enter the following:
46
Field Value
Absence Payment Rate Rule Select your Maternity Leave rate definition



Element Select your Maternity Absence element

20. Review the information you entered in all the tabs.

Related Topics
• Absence Eligibility Profiles for the US
• Define Absence Elements for the US
• Derived Factors for Absences
Create Absences for California Sick Pay Rates

Eligible paid commission or piece-rate employees in California must have their commission or piece rate factored into their
base salary rate. For these employees, the payroll process calculates their sick pay rates differently than their base salary rate.
To find their sick pay rate, the payroll process:

1. Determines the 90 days of employment prior to the absence, based on the date earned.
It does this using the "Relationship 90 Earned Days to Date" balance dimension you attach to the related balances.
See the following steps for details.
2. Finds the full pay periods that include that date range.
3. For those pay periods, it finds the employee's:
◦ Regular earnings
◦ Commissions
◦ Piece-rate earnings
4. Based on those earnings and hours worked, it determines the pay rate.
In this example, you want to configure absences for the following scenario:
• A California employee reports a sick day on 5/10/17.
This makes the 90-day date range for earnings calculations to be for the period beginning 1/29/17 to the period
ending 5/6/17.
• The employee earns a regular base rate of 31.25 USD per hour and works 40 hours per week.
• The employee is eligible for monthly commissions.
• The employer runs biweekly payroll.
47
• During this 90 day period, the employee accrues the following earnings.
Period Ending Earned Date Earnings Type Earnings Amount Earnings Hours
2/11/17 Regular 2500 80

Commission 1000 N/A

2/25/17 Regular 2500 80

3/11/17 Regular 2500 80

Commission 3000 N/A

3/25/17 Regular 2500 80

4/8/17 Regular 2500 80

Commission 2500 N/A

4/22/17 Regular 2500 80

5/6/17 Regular 2500 80

Commission 4000 N/A

Total 28000 560

Based on these values the sick pay rate would be 50 USD per hour.
To correctly calculate this employee's earnings, you must:

1. Define the earnings balance.
2. Define the hours balance.
3. Define the rate definition.
4. Create the absence element.
5. Define the absence plan, and ensure the employee is enrolled.
6. Run payroll.
Define the Earnings Balance

Define an earnings balance to capture all earnings you want included in the sick pay rate calculation:
1. Start the Manage Balance Definitions task in the Payroll Calculation work area.
2. Click Create.
3. Select your US legislative data group (LDG), and click Continue.
4. Define an earnings balance.
48
Field Value
Name Rolling 90 Days Earnings Balance

Balance Category Standard Earnings

Unit of Measure Money

5. Save your work.

6. Restart the task, query your balance, and navigate to the balance dimension train stop.
7. Set the start date of the absence plan as the effective as-of date.
8. Click Select and Add from the Actions menu.
9. Search for and select the "Relationship 90 Earned Days to Date" dimension.
10. Click Apply and Done.
11. Click Submit.
12. In Balance Feeds by Classification, click Add Row.
13. Add the following classifications.
◦ Regular
◦ Shift
◦ Awards and Prizes
◦ Bonus
◦ Commission
Select Add for each.
14. Click Submit.
15. Click Done.
Define the Hours Balance

Define an hours balance to capture all earnings hours you want included in the sick pay rate calculation:
1. Start the Manage Balance Definitions task in the Payroll Calculation work area.
2. Click Create.
3. Select your US LDG, and click Continue.
4. Define an earnings balance.
Field Value
Name Rolling 90 Days Hours Balance

Balance Category Total Standard Earnings

Unit of Measure Hours in decimal format, 3 places

5. Save your work.

6. Restart the task, query your balance, and navigate to the balance dimension.
49
7. Set the start date of the absence plan as the effective as-of date.
8. Click Select and Add from the Actions menu.
9. Click Submit.
10. In Balance Feeds by Element, click Create.
11. Add the following elements.
◦ Regular Salary Earnings Results
◦ Paid Time Off Earnings Results
◦ Holiday Earnings Results
For each, be sure to select the Hours Calculated input value and select Add.
12. Click Submit.
13. Click Done.
Define the Rate Definition

Create a rate definition that derives the sick pay rate by dividing the previously defined earnings balance by the previously
defined hours balance:
1. Start the Manage Rate Definitions task in the Payroll Calculation work area.
2. Click Create.
3. Select the Derived Rate category and your US LDG.
4. Click OK.
5. Enter the following values.
Field Value
Name Commission Sick Pay Rate

Short Name COMMSICKPAY

Employment Level Payroll Assignment

Status Active

Periodicity Hourly

Periodicity Conversion Formula Assignment Working Hours Rate Annualized

Currency US Dollar

6. In Rate Contributors, click Create.

7. Select the Balance contributor type, and click OK.
8. Enter the following values.
Field Value
Add or Subtract Add

50
Field Value
Reference Date Previous Payroll Period End

Balance Name Rolling 90 Days Earnings Balance

Note: This is the balance you created in the Define the Earnings Balance section

Balance Dimension Relationship 90 Earned Days to Date

Periodicity Delete the default value

Divisional Balance Rolling 90 Days Hours Balance

Note: This is the balance you created in the Define the Hours Balance section.

9. Click Save and Continue.

10. Select Contributor Rules.
11. For Contributor Total Periodicity, select Hourly.
12. Click Submit.
Define the Absence Element

Create an absence element that utilizes your rate definition to pay the correct sick pay rate to your applicable employees:
1. Start the Manage Elements task in the Payroll Calculation work area.
2. Click Create.
3. Select your US LDG.
4. Select the Absences primary classification and Sickness secondary classification.
5. Click Continue.
6. In the element template, enter the following.
Field Value
Name CA Commission Sick Pay

Reporting Name CA Commission Sick Pay

What calculation units are used for Hours

reporting?

Work Units Conversion Rule Periodic Work Schedule Rate Annualized

What type of absence information do Accrual Balances and Absences

you want transferred to payroll?

51
7. Click Next.
Field Value
How do you want to reduce earnings Select rate to determine absence deduction amount pay.
for employees not requiring a time
card?

Rate to Determine Absence Deduction Leave blank.

Amount

Note: This reduces the salary by the base rate.

Which rate should the absence Commission Sick Pay Rate


Note: This is the rate you defined earlier in this example.

How do you want Absence Payment to Regular

be taxed?

Calculate absence liability? Yes

Which rate should the liability balance Commission Sick Pay Rat
calculation use?

Note: This is the rate you defined earlier in this example

Does this plan enable balance No

payments when enrollment ends?

Does this plan enable partial payment No

of balance

Should this element be included in No

the earnings calculation of the FLSA
overtime base rate?

Should this element be included in the No

hours calculation of the FLSA overtime
base rate/

9. Click Next.
10. Click Submit.
11. Create element eligibility for the base and indirect elements.
12. Click Done.
52
Define the Absence Plan

Define an absence plan that includes the employees' commissions or piece rate in their sick pay rate calculations:
1. Start the Manage Absence Plan task in the Absence Administration work area.
2. Create a plan with the following values on the Entries and Balances tab.
Field Value


Element CA Commission Sick Pay

3. Enroll the employee.
When the employee reports an illness-related absence, the payroll process calculates the sick pay rate based on the
correct pay rate.
Run Payroll
When you run the payroll process:
1. The rate definition divides the applicable earnings by the applicable hours. This derives the sick pay rate.
2. The process divides the applicable earnings of 28,000 USD by the applicable hours of 560.
3. The process pays the sick pay at the 50 USD per hour rate.
Related Topics
Enable Absences for Time Card Entries

In this example, you want to enable your absences for time card entry, so that your employees can easily record absences on
their time cards.
This involves:
1. Enabling the absence for time card entry through the Manage Absence Types task.
2. Setting up two time card layout components to include payroll entries and absence entries.
3. Setting up a layout set, and attaching the two new layout components.
4. Creating a time card profile, and adding the new layout.
53
5. Attaching the new profile to your workers.
Enable Absences for Time Card Entry

To enable your absence for use in time cards:
1. Start the Manage Absence Types task.
2. On the Type Attributes tab, select Enable for time card entry.
Set Up Time Card Layout Components for Payroll and Absence

Entries
You must set up two layout components to include payroll and absence entries. These layout components are used in a
layout set.
1. Sign in as a user with time and labor privileges.
2. Start the Manage Time Entry Layout Components task.
3. Click Create.
Field Value
Layout component type Single attribute time card field

Name ABC_ Company_ Payroll_ Time_Layout

Time Attribute Payroll Time Type

Filtered Data Source for Time Entry List of Payroll Time Types for User

Unfiltered data source for setup tasks List of Payroll Time Types for Administrator

Population Method for New Entry No default value

Display Type Smart Choice List

Display Name Payroll Time Type

Required on the Time Card No

5. Click Add Filters, and enter the following.
Filter Variable Filter Input Attribute
pAssignmentId Assignment

54
pEffectiveDate Start Time

6. Click OK, then Next, then Next, and then Save and Close.
7. Click Create to create a second layout. Specify the following:
Field Value
Layout component type Single attribute time card field

Name ABC_ Company_ Absence_ Time_Layout

Time Attribute Absence Management Type

Filtered Data Source for Time Entry List of Absence Types for User

Unfiltered data source for setup tasks List of Absence Types for Administrator

Population Method for New Entry No default value

Display Type Smart Choice List

Display Name Absence Time Type

Required on the Time Card No

8. Click Add Filters, and enter the following.
pAssignmentId Assignment

pEffectiveDate Start Time

9. Click OK, then Next, then Next, and then Save and Close.
Create a Layout Set and Attach the New Components

From the Manage Time Layout Sets task:
1. Click Create.
2. Select Payroll.
3. Click Generate Layout Set.
4. Name your layout set, such as ABC Company Timecard Layout.
5. Click Configure Layout for the Time Entry Layout row.
55
6. Click Edit Layout.

7. In the Time Card Matrix window, do the following:
a. Delete the Payroll Time Entry line.
b. Add the ABC Company Payroll Time Layout.
c. Add the ABC Company Absence Time Layout.
d. Click Save and Close.
Create a Time Card Profile

From the Manage Worker Time Entry Profiles task:
1. Click Create.
2. Name your profile, such as ABC Company Time Entry Profile.
3. Enter an appropriate effective date.
4. From the Layout Set dropdown, select the layout you created in the previous section.
5. On the Worker View tab, select all action items you want enabled for your employees.
6. On the Manager View tab, select all action items you want enabled for your managers.
7. Click Next, then Next, then Next, and then Save and Close.
Attach the New Profile to Your Workers

From the Manage Worker Time Entry Profiles task:
1. Click Troubleshoot.
2. Search for and select an employee.
3. Click Assign Profile to Person.
4. Select the profile that you created in the previous section.
5. Click OK and then Save and Close.
Related Topics
• Time Cards for the US
• Create Elements for Time Card Entries for the US
56
Oracle Cloud Human Capital Management for the United States: Glossary
Glossary
legislation
The base definition that governs certain rules so that Oracle Global Human Resources can perform differently for
different countries and territories in order to meet statutory requirements. Can be predefined by Oracle or defined during
implementation using the Manage Legislations for Human Resources task.
57
Oracle Cloud Human Capital Management for the United States: Glossary
58

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Author: John Lawson

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Using Oracle Applications

• Training: Take courses on Oracle Cloud from Oracle University.

> Greater than symbol separates elements in a navigation path.

Comments and Suggestions

Overview of Absence Management

Create Fast Formulas

For further information, see the following:

Enroll Employees in Absence Plans Enroll employees in the absence plan.

Create Employee Absence Records

• Employee enters their absence through self-service

1. Creates or updates the absence calculation card.

Object Setup Task Work Area

Rate Definition Manage Rate Definitions Payroll Calculation

Absence Element Manage Elements Payroll Calculation

Derived Factors Manage Derived Factors Absences

Eligibility Profile Manage Eligibility Profiles Absences

Absence Plan Manage Absence Plans Absences

Absence Types Manage Absence Types Absences

• Define Payroll Elements for Processing Absences for the US

• Process and Administer Absences for the US

Overview of Absence Rate Definitions

Rates Used to Calculate Absences in Payroll

Compensation Salary Element

Rate Definitions for Absence Plans and Payments

How Rate Definitions Work with Absence Plans

What Types of Absence Payments Support Rate Definitions

Define Absence Elements for the US

• How you set element eligibility

How Absence Information Is Passed to Payroll

Type of absence information What it is for Examples

What Kinds of Elements Can You Use

Element Type Description

Absence Discretionary Disbursement

Absence Final Disbursement Earnings

• Select No Entitlement Absence when transferring absence information to payroll.

Element Type Description

◦ Rate to Determine Absence Deduction Amount

◦ Which rate should the absence payment calculation use?

The unpaid earnings appear on the payslip and statement of earnings.

How You Define the Absence Element

To create an absence element:

Name Name of the absence element.

Reporting Name Name of the absence element as displayed on reports.

Description Description of the absence element.

Effective Date Effective date of the absence element.

Input Currency Currency of the absence element.

8. Select the calculation units.

Payment Options Description

Reduce regular earnings by absence Does not require a rate definition.

Select rate to determine absence

f. Select whether this absence is subject to overtime calculations.

1. Using absence element entries

What Are the Indirect Elements for Absences