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Oracle Global HumanResources Cloud

Using Absence Management

20B

Oracle Global Human Resources CloudUsing Absence Management

20BPart Number F27627-01Copyright © 2011, 2020, Oracle and/or its aliates.

Authors: Suchandra Dua Roy, Srinivas Vellikad, Essan Ni Jirman, Lynn Raiser

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Contents

Preface i

1 Overview 1Overview of Using Absence Management ............................................................................................................................... 1

2 Absence Recording 5How You Can Record Absences ................................................................................................................................................ 5

Absence Recording Statuses ...................................................................................................................................................... 5

How an Employee's Schedule Is Determined ......................................................................................................................... 6

Options to Congure Work Day Denitions ........................................................................................................................... 8

Open-ended Absences ............................................................................................................................................................... 13

FAQs ............................................................................................................................................................................................... 13

3 Absence Maintenance 17Absence Administration Tasks ................................................................................................................................................. 17

How You Troubleshoot Absence Entry Errors ...................................................................................................................... 17

Options to Set Up Accrual Plan Adjustments ....................................................................................................................... 18

How Qualication Plan Entitlement Appears ........................................................................................................................ 18

FAQs .............................................................................................................................................................................................. 20

4 Absence Processes 23Overview of Absence Processes .............................................................................................................................................. 23

Options for the Calculate Accruals and Balances Process ................................................................................................. 23

Options for the Evaluate Absences Process ......................................................................................................................... 25

Options for the Evaluate Certication Updates Process .................................................................................................... 27

Options for the Update Accrual Plan Enrollments Process ............................................................................................... 28

Options for the Withdraw Accruals and Balances Process ................................................................................................ 29

Options for the Generate Daily Breakdown of Absence Details Process ........................................................................ 30

FAQs ............................................................................................................................................................................................... 31


Preface

i

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Chapter 1Overview

1

1 Overview

Overview of Using Absence ManagementYou can schedule and approve absences, maintain absences, and analyze absence data using Absence Management.

This high-level workow summarizes the absences activities for dierent roles.

Maintain Absence

EnrollmentsHuman Resource

Specialist

Workers and Managers

Manage Absence

Processing

Report and Analyze

Absence Data

Schedule and Record

Absences

Administrators Setup Maintenance Tasks, such as Managing Absence Plans and Types

Maintain Absence EnrollmentsHuman resource (HR) specialists use the Manage Absences and Entitlements page to:

• Record absences

• Review entitlements and balances for the absence period

• Review plans that the worker is currently enrolled in

• Calculate accruals

• Adjust plan balances

• Enroll workers in new plans


Chapter 1Overview

2

Schedule and Record AbsencesEmployees, or their managers:

• Record absences

• Review the daily breakdown for the absence period

Manage Absence ProcessingHR specialists can manage absence information for multiple employees using these processes.

Process Name Description

Evaluate Absences

Automatically runs when you enter an absence. You can also manually run this process tocalculate entitlements for absences with special conditions, such as duration changes or open-ended absences.

Update Accrual Plan Enrollments

Determines an employee's plan eligibility and updates enrollments, such as new hire,termination, and transfer events. For example, the process determines plan enrollment andterminates the enrollment if the employee is no longer eligible for the plan.

Calculate Accruals and Balances

Calculates the absence balance for each active enrollment and updates the accrual planbalance.

Evaluate Certication Updates

Checks whether certication requirements are past their due dates.

Withdraw Accruals and Balances

Withdraws and updates accrual balances or deletes enrollments in bulk. You typically run thisprocess to correct existing accrual data.

Generate Daily Breakdown ofAbsence Details

Creates a report listing the daily details of an absence based on how absence type rules arecongured.

Report and Analyze Absence DataManagers and HR specialists can compare absence trends in their organizations over time using absence analytics.

• Review absence reports based on a grouping of similar absence types to an absence category. For example, anorganization might want to view how illness-related absences are impacting its operations

• Investigate aendance issues by reviewing employee absence history

• Validate and revise existing polices for real-world relevance by analyzing absence cases


Chapter 1Overview

3

Maintain Absence SetupAdministrators need to perform periodic maintenance of various absence congurations to comply with changes inorganization policies for absence management. For more information about these tasks, see the Implementing AbsenceManagement guide.

Absence Management Work AreasTo manage absences, start from the following work areas:

Role Navigation to Work Area

HR Specialist Select Navigator >My Client Groups >Person Management

Manager Select Navigator >My Team >Absences

Worker Select Navigator >Me >Time and Absences

Administrator Select Navigator >My Client Groups >Absences

Related Topics

• Absence Recording Statuses


Chapter 1Overview

4


Chapter 2Absence Recording

5

2 Absence Recording

How You Can Record AbsencesYou can record a leave of absence from the Time and Absences work area. If you're a manager or HR specialist, you canalso record absences for your employees, depending on the conguration. You select the appropriate absence type, thedays of the absence, and submit the absence for approval. When you select the type of absence, such as Vacation orSick, the elds that you see on the page vary based on the type. Let's take a look at some examples.

Options to Record Vacation AbsenceHere are some options you can use if you're recording a vacation absence type.

Field Name Description

Single day Select if you want to schedule an absence for only one day. Only the Start Date is required and

the duration populates by default.

Advanced Mode

Create absence entries for dierent times, such as Monday, Wednesday, and Friday, but notTuesday or Thursday. Use this mode to also create a weekly recurring absence or an absencefor multiple assignments.

Options to Record Maternity or Long Term AbsencesHere are some options you can use if you're recording a maternity absence type.

Field Name Description

Mark as open ended

Select to create an absence without entering an absence end date.

Will not return to work

Select if you don't intend to return to work after the maternity absence period.

Absence Recording StatusesWhen you add an absence, the absence record displays the current status of the absence request. Depending onyour role, you may receive a notication to take further action on the absence request. The absence status changesaccordingly based on time and events.



6

Status Description

SavedYou saved an absence request but haven't submied it yet.

Awaiting Approval Your submied absence is waiting to be approved. On approval, the status changes toScheduled or Completed.

DeniedYour submied absence wasn't approved. Your rejected absence record doesn't appear anymore in the Absence Records section.

ScheduledYour absence request is approved for a period in the future.

In progressYour approved absence has started.

CompletedYou completed the scheduled absence.

Pending reevaluation If your work schedule changes for a submied future absence, your absence is placed forevaluation. The status changes only when the administrator runs the Evaluate Absencesprocess using the Schedule and Monitor Absence Processes task in the Absences work area.

Awaiting withdrawal approval You canceled a scheduled absence and it's waiting to be approved. On approval, the statuschanges to Withdrawn.

WithdrawnYour canceled absence is approved and withdrawn.

How an Employee's Schedule Is DeterminedYou can set up employee work time in dierent ways. An employee's ocial schedule for a selected time period isautomatically determined using this information:

• Current schedule or work hours

• Calendar events and work schedule resource exceptions

• Absence entries



7

Search OrderThis ow chart shows you the order that the application searches for an employee's schedule, before applying it to theassignment.

Assign theschedule to the

person

Schedulefound?

Schedule notfound?

Search Order

1. Published schedule2. Employment work week3. Primary work schedule4. Standard working hours

Assign defaulthours to the

person

Published Schedule (Workforce Management)The published schedule is built using the employment work week, primary work schedule, or standard working hoursfor each employee. It can also be built using published schedules from other scheduling applications. The publishedschedule shows applicable calendar events and absences.

Employment Work WeekThe employment work week is congured on the employee's employment record. Schedules built from the work weekalso show applicable calendar events and absences.

Primary Work ScheduleThe primary work schedule is linked to one of these levels. Schedules built from the work schedule also show assignedcalendar events and resource exceptions, as well as applicable absences.

1. Primary assignment of the worker2. Position3. Job4. Department5. Location



8

6. Legal Employer7. Enterprise

The process moves through the schedule hierarchy in the specied order and stops as soon as it nds a primaryschedule. This example hierarchy shows primary work schedules associated with three levels.

Department 3Department 2Department 1

Enterprise

PrimarySchedule

PrimarySchedule

PrimarySchedule

Departments 1 and 3 don't have primary schedules. So, the primary schedule at the enterprise-level applies to all thoseemployees, with one exception. One employee in department 3 has a schedule for their primary assignment. Thatprimary assignment schedule applies instead of the enterprise-level schedule. Department 2 has a primary schedule,and it applies to all employees in that department.

All employee schedules are aected by the calendar events and resource exceptions that exist in the primary workschedule, regardless of level. They're also aected by any absences they report during the selected time period.

Standard Working HoursThe standard working hours are dened on the employee's primary assignment. Schedules built with these hours alsoshow applicable calendar events and absences.

Default HoursIf the application doesn't nd a schedule, it uses the default hours 8:30a to 5:00p.

Options to Congure Work Day DenitionsUse work day denitions to identify the day that time is earned using a spanning days rule and associated groupthreshold, and tie handling. Also identify an overtime day start time. Create denitions that support your policies forprocessing absence and time data. Use the Work Day Denitions task in the Setup and Maintenance work area. The



9

task is in the Workforce Management and Time and Labor functional area of the Workforce Deployment oering.Assign a work day denition to an employee on the Manage Employment tab of the Person Management work area.Use the Assignment Hours Details icon next to the Working Hours eld.

You can use work day denitions in absence calculations, time calculations, or both.

Spanning Days RuleEarned day spanning days rule options include:

• Day with most hours

• Split at day start time

• Start day

• Stop day

• Scheduled shift reference day

Time calculations use the specied rule to determine the earned day for time entries that span multiple days. Absencecalculations use the specied rule to determine the reference day. The reference date determines the day on which toadd time to or subtract time from plan and time o in lieu balances. For example, an employee is scheduled to worknight shifts starting Monday evening and ending Saturday morning. Each shift starts at 10:00 PM and ends at 6:00 AM.Work days for this employee start at 12:00 AM. The employee schedules an absence from 10:00 PM Monday, January 11to 6:00 AM Tuesday, January 12. If the selected spanning days rule is:

• Start day, the reference day is the date that the absence starts. The absence calculation determines that payrollshould process all 8 hours of absence for Monday, January 11.

• Split at day start, there are two reference days, Monday and Tuesday. The absence calculation determines thatpayroll should process 2 hours of absence for Monday, January 11 and 6 hours of absence for Tuesday, January12.

The overtime spanning days rule splits single time entries into two entries at the day start time for overtimecalculations.

If you use work day denitions for both absence and time calculations, ensure that the calculations generate theexpected results.

Grouping ThresholdYou can group time entries based on the minutes of nonworked time between the entries. For example, you havea grouping threshold of 240 minutes. Time entries separated by nonworked time that's less than 240 minutes aregrouped together. Rather than considering each time entry individually, the earned day spanning days rule considersthe grouped time entries:

Spanning Days Rule Grouping Threshold Eect

Day with most hours

Summed duration of the grouped entries

Start day

Start day of the earliest entry in the group

Stop day

Stop day of the latest entry in the group



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Scenario 1: The day start is 12:00 AM and the grouping threshold is 240 minutes. The spanning days rule is either Startday or Stop day.

PayrollHours

Day 1 Day 2 Day 3 Day 4 Day 5 Day 6

Reported

Regular

06:00 PM --11:00 PM

01:00 AM --04:00 AM

01:00 AM --04:00 AM

3:30 AM --06:00 AM

01:00 AM --04:00 AM

Regular

07:00 PM --12:00 AM

06:00 PM --11:00 PM

06:00 PM --11:00 PM

Total DailyReportedHours

5

8

8

2.5

5

3

Rule: Timeentry start

Timecalculationsuse...

Regular

06:00 PM-- 01:00 AM(today)

07:00 PM-- 12:00 AM(today)

06:00 PM-- 11:00 PM(today)

03:30 AM --06:00 AM(today)

06:00 PM-- 11:00 PM(today)

Regular

01:00 AM --04:00 AM(from Day 2)

01:00 AM --04:00 AM(from Day 3)

01:00 AM --04:00 AM(from Day 6)

Total DailyCalculatedHours

8

8

5

2.5

8

Rule: Timeentry stop


Regular

06:00 PM-- 11:00 PM(from Day 1)

07:00 PM-- 12:00 AM(from Day 2)

03:30 AM --06:00 AM(today)

06:00 PM-- 11:00 PM(from Day 5)

Regular

01:00 AM --04:00 AM(today)

01:00 AM --04:00 AM(today)

05:00 AM --08:00 AM(today)

Regular

06:00 PM-- 11:00 PM(today)


8

13

2.5

8



11

PayrollHours


Scenario 2: The day start is 12:00 AM and the grouping threshold is 240 minutes. The spanning days rule is Day withmost hours.

PayrollHours


Reported

Regular

06:00 PM --11:00 PM

01:00 AM --04:00 AM

01:00 AM --04:00 AM

03:30 AM --06:00 AM

12:00 AM --04:00 AM

Regular

07:00 PM --12:00 AM

06:00 PM --11:00 PM

07:00 PM --10:00 PM


5

8

8

2.5

3

4


Regular

06:00 PM-- 11:00 PM(today)

07:00 PM-- 12:00 AM(today)

06:00 PM-- 11:00 PM(today)

03:30 AM --06:00 AM(today)

07:00 PM-- 10:00 PM(from Day 5)

Regular

01:00 AM --04:00 AM(from Day 2)

01:00 AM --04:00 AM(from Day 3)

12:00 AM --04:00 AM(today)


8

8

5

2.5

7

Tie HandlingWork day denitions that use the spanning days rule Day with most hours, may have instances where duration totalsfor both days are the same. When this happens, the tie handling selection applies; either Time entry start or Timeentry stop.

Scenario: The day start is 12:00 AM and the spanning days rule is Day with most hours. The tie-handling rule is eitherTime entry start or Time entry stop.



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PayrollHours


Reported

Regular

04:00 AM --08:00 AM

08:00 PM --04:00 AM

04:00 AM --08:00 AM

08:00 PM --04:00 AM

08:00 PM --04:00 AM

Absence

08:00 PM --04:00 AM

Regular

08:00 AM --04:00 PM


4

8

16

4

8

8

Tie-handling:Start Day


Regular

04:00 AM-- 08:00 AM(today)

08:00 PM --04:00 AM(from Day 3)

08:00 AM-- 04:00 PM(today)

04:00 AM-- 08:00 AM(today)

08:00 PM --04:00 AM(from Day 6)

Absence

08:00 PM --04:00 AM(from Day 2)

Regular

08:00 PM --04:00 AM(from Day 5)


12

8

8

12

8

Tie-handling:Stop Day


Regular

04:00 AM-- 08:00 AM(today)

08:00 PM --04:00 AM(today)

04:00 AM-- 08:00 AM(today)

08:00 PM --04:00 AM(today)

08:00 PM --04:00 AM(today)

Absence

08:00 PM --04:00 AM(today)



13

PayrollHours


Regular

08:00 AM-- 04:00 PM(today)


4

8

16

4

8

8

Related Topics

• Formulas and Types of Time Rule Templates

Open-ended AbsencesFor qualication plans, you can record an open-ended absence when the employee isn't sure about the end date of theabsence. This open-ended option is applicable for some absences, such as maternity or illness.

When you select the Open-ended check box, the end date is no longer available. You can enter an estimated end date,but this date is not used in entitlement calculation. Instead, the entitlement is calculated for 365 days. If the absencerequires an extension beyond one year, a Pending Evaluation record is created, which denotes that the absence can beextended by 90 days when the Evaluate Absences process is run.

When an end date is entered on the absence, the entitlement is recalculated based on the actual end date.

Calculation of Qualied Entitlements for Open-ended AbsencesThe applicable payment percentage dened during plan setup determines the entitlement calculation for open-endedabsences.

For example, an employee is eligible for qualied entitlements for 365 days. When the employee schedules an open-ended absence, the calculation displays as follows in the Entitlements section of the Plan Use tab:

Absence Duration Qualied Entitlement Display

365 days Displays the absence in a new row with the activity as Qualied Entitlement.

Exceeds 365 days Displays the absence in a new row with the activity as Pending evaluation. This denotes that

the absence can be extended by 90 days when the Evaluate Absences process is run.

After the employee enters an end date, a new row is generated with an Entitlement exceeded entry for the unpaiddays.

http://www.oracle.com/pls/topic/lookup?ctx=fa20b&id=116B81C4ACBA175CE05362C3F00A3722



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FAQs

Why can't I see my absence type in the Record Absence page?You might not be eligible to record an absence belonging to that absence type, or the absence type might not beeective as of today.

Can I cancel or update an absence partially?Yes. Use the Advanced buon on the Add Absence page to manage an absence period that contains noncontinuousdates.

Where does the absence duration value come from?The primary work schedule of a worker, by default. If the work schedule is Elapsed, the absence record displays thestart date duration and end date duration elds. If the work schedule is Time, it displays the start time and end timeelds. However, if the absence plan rules were set up to calculate the duration dierently, then that calculation takesprecedence over the work schedule.

What happens if I delete a past absence?Payment information and band entitlements for that absence period are revised automatically based on the rules of thecorresponding absence plan.

What happens if I create an open-ended absence?Until you enter the actual end date, the absence duration and accrual balance are not updated. For a qualicationabsence, such as long term sickness, the estimated end date is not used in the entitlement calculation. It is forinformation purpose only. Instead, the entitlement is calculated for a whole year (365 days). When an end date isentered on the absence, the entitlement is recalculated based on the actual end date.

Why can't I see an aachment option when scheduling anabsence?You need to rst enable the Aachment option in the Display Features tab using the Manage Absence Types task in theAbsences work area.



15

Why can't I upload a le when recording an absence?Ensure that the le size does not exceed the maximum limit of 2 MB.

Can I schedule an absence on a public holiday?Yes. However, the absence will not reect in the work schedule since it is a nonworking day.

Why can't I see the remaining balance when scheduling anabsence for an agreement plan?This option is available only for accrual plans. If you schedule a generic absence type for an agreement plan, click ViewEntitlement to see the plan activity details.

Why can't I schedule an absence from the time card?You need to rst enable the Integration to time repository option using the Congure Absence Batch Parameters taskin the Absences work area. When you schedule an absence using the time card or from the absences pages with theintegration enabled, ensure you don't change the integration seing after scheduling the absence.

How Absences Are Handled in Organizations with Multiple LegalEmployers?For companies that have more than one legal employer associated with a legislative data group, the legal employername is displayed in the Employer column of the Manage Absences and Entitlements page.



16


Chapter 3Absence Maintenance

17

3 Absence Maintenance

Absence Administration TasksYou can do a variety of absence management tasks for an employee on the Manage Absences and Entitlements page.To open this page, search for an employee on the Person Management work area. Then, click Absence Records on theTasks panel tab.

Section on Page What You Can Do

Absences

View the details of an ongoing absence and the next scheduled absence.

Pending Actions

View any actions that are still pending, such as a medical certicate required to approve anabsence.

Absence Records Here's what you can do::

• Record an absence for an employee• Check the status of absences and approve an absence• Withdraw an absence• View and change plan entitlements• View and x any errors

Plan Participation Here's what you can do:

• Enroll employees in new plans or terminate enrollment• Calculate accrual plan balances for a selected plan or all plans• Review accrual plan balances for the absence period• Adjust and transfer accrual plan balances• Review qualication plan entitlements for the absence period

Related Topics

• Options to Enable Absence Accrual Balance Adjustments

How You Troubleshoot Absence Entry ErrorsWhen you schedule an absence, at times an error may occur for the current absence or existing absences. You can viewthis error on the Existing Absences section of the Manage Absences and Entitlements page. To take corrective actionand resolve the error, click the View Error link for the absence record under the Processing Status column for moredetails.

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18

After you resolve the error, click Recalculate on the Manage Absences and Entitlements page, in the Existing Absencessection to reprocess the absence. You can select one of the following options for reprocessing:

• Reprocess Future Absences: Run this process if there is an error with a future absence. For example, if yourecord an absence today, the plan balance is recalculated. If there are any future absences starting from thatdate, there may be an error if the plan balance is low. In this scenario, you can take corrective action, such asincreasing the accrual limit, and then selecting the Reprocess Future Absences option.

• Run Post Approval Process: Run this process if there is an error after an absence is approved. For example, ifthere is a payroll integration issue because the absence element eligibility is incorrect. In this scenario, you cantake corrective action, such as aaching the relevant absence element to the absence plan, and then selectingthe Run Post Approval Process option.

Options to Set Up Accrual Plan AdjustmentsDepending on your access, you can select the following accrual plan balance adjustment options:

• Adjust balance

• Transfer balance

• Disburse balance

• Update balance details

You can select these balance adjustment options on the Enrollment and Adjustments menu of the Plan Participationsection on the Manage Absence Records and Entitlements page.

Adjust BalanceUse this option to make special adjustments to plan balances, such as award leave time to a worker for exemplaryperformance at work.

Transfer BalanceUse this option to select a source plan and specify an amount of time to transfer to a target plan balance. Before youmake this adjustment, review the plan balances of the source and target plans on the Manage Absence Records andEntitlements page. This helps determine if the worker has enough time in the source plan balance that you can transferto the new plan balance.

Disburse BalanceUse this option to pay out a part of the plan accrual balance to the worker.

Update Balance DetailsUse this option to update the adjustment value and reason, such as removing an incorrect adjustment value or updatingthe adjustment reason as clerical error.



19

How Qualication Plan Entitlement AppearsFor qualication plans, the qualied entitlement details for a worker are displayed in the Qualication Entitlementssection of the Manage Absences and Entitlements page. The payment percentage dened during plan setupdetermines the calculation of these qualied entitlements.

Seings That Aect Display Of Qualication Plan EntitlementTo view all qualied entitlement details, you must select the Evaluate remaining entitlement without absence recordcheck box. This check box is available on the Participation tab of the Absences Plans page. If you don't select the checkbox during plan creation, you can view only the payment percentage and used entitlement in the Qualication Planssection. No data appears for the plan period, qualied entitlement, and remaining entitlement columns.

How Qualication Plan Entitlement Is CalculatedScenario: You dened a one-year rolling backward term in your qualication plan. You set up bands that entitle workersto 30 days absence at full pay and an additional 30 days at half pay.

A worker took an absence for 88 days, from June 1, 2015 to September 30, 2015. The Qualication Plans section displaysthe following qualied entitlements for an eective date of Sep 30, 2015 (Plan period will be Oct 01, 2014 - Sep 30, 2015):

Plan Plan Period PaymentPercentage

QualiedEntitlement

Used Remaining

Sick Leave

100

30

30

0

Sick Leave

50

30

30

0

The worker schedules another absence using the same plan from September 1, 2016 to September 30, 2016 for 22 days.Since you dened a one-year rolling backward term, the details considered for the 365 day time period that precedesthe absence start date are:

Decisions to Consider In This Example

Rolling backward start date

September 2, 2015

Used entitlements during the rollingbackward time period

21 days at 0 percent (September 1, 2015 to September 30, 2015)

Available entitlements 30 working days at 100 percent, and the next 30 working days at 50 percent



20

Decisions to Consider In This Example

For the 22-day absence from September 1 through September 30, 2016, the worker qualies for full payment. TheQualication Plans section displays the following qualied entitlement for an eective date of Sep 30, 2016 (Plan periodwill be Oct 01, 2015 - Sep 30, 2016):


QualiedEntitlement

Used Remaining

Sick Leave

100

30

22

8

Sick Leave

50

30

0

30

If you don't select the Evaluate remaining entitlement without absence record check box during plan creation, thequalied entitlements appear as shown in the following table:


QualiedEntitlement

Used Remaining

Sick Leave

100

22

FAQs

How can I enroll and disenroll workers in accrual plans?Use the Update Accrual Plan Enrollments process to update enrollments for multiple workers based on the new hire andtransfer events. You can schedule this process on the Schedule and Monitor Absence Processes page in the AbsenceAdministration work area. You can also use this process to update enrollments of multiple workers for a specic accrualplan.

To update enrollments for a specic worker, search for the worker on the Person Management page. Then, use theenrollment actions on the Maintain Absence Records and Entitlements task.

How can I calculate accrual balances of workers?Use the Calculate Accruals and Balances process to calculate the accrual balances for multiple workers associated witha specic accrual plan. You can schedule this process on the Schedule and Monitor Absence Processes page in theAbsence Administration work area.



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To calculate accrual balances for a specic worker, search for the worker on the Person Management page. Then, usethe accrual actions on the Maintain Absence Records and Entitlements task. You can calculate accruals for a specicplan or all plans in which the worker is currently enrolled.



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Chapter 4Absence Processes

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4 Absence Processes

Overview of Absence ProcessesUse the Schedule and Monitor Absence Processes task in the Absences work area to run the following absenceprocesses:

Process Name Purpose When is the Process Run

Evaluate Absences

Calculates entitlements for unprocessedabsences based on absence plan rules

Automatically, when a user submits anabsence, or under special conditions, suchas:

• When you need to extend an open-ended absence by 90 days

• When a work schedule changes andyou need to recalculate absenceduration and plan deductions

Evaluate Certication Updates

Checks whether certication requirementsfor multiple employees are past their duedates

Administrators typically run this processdaily to check if certications are overdue. You run this process only if you usecertications with due dates.

Update Accrual Plan Enrollments

Updates enrollments based on the newhire and transfer events for multipleemployees

Administrators typically run this processdaily to determine plan eligibility formultiple employees.

Calculate Accruals and Balances

Calculates the accrual balances formultiple employees under an accrualabsence plan

Administrators typically run this processat regular intervals. You can also run theprocess for individual enrollments.

Withdraw Accruals and Balances

Withdraws accruals or deletes enrollmentsin bulk for several employees

Administrators typically run this processwhen there is an error in calculation orthe dates and they want to roll back theaccrual balances to correct the error.

Generate Daily Breakdown of AbsenceDetails

Generates the daily breakdown ofabsences for absence. The includedabsences are for absence types withInclude in daily report breakdownselected on the create or edit absence typepages, Action Items tab

Administrators typically run this processto view the daily absence breakdown inthe Absence Calendar Real Time EntryReport.



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Options for the Calculate Accruals and Balances ProcessYou can calculate accrual balances and update plan balances for multiple employees using the Calculate Accruals andBalances process in the Absences work area. You typically run this process at regular intervals, such as daily or weekly.You can also run the process for individual enrollments. The process transfers accrual balance data to Oracle FusionGlobal Payroll if the Transfer absence payment information for payroll processing option is selected for the absenceplan.

Process ParametersUse combinations of these parameters to control which person records are processed:

Parameter Description

Eective Date Calculates the accrual balance for only those plans that are eective on the specied date

This is a required parameter. You can select a past, current, or future date. The process onlyruns if a plan enrollment exists for the employee on the eective date.

• If you don't select an absence plan with this parameter, the process calculates theaccrual balance for multiple plans with diering accrual periods on the eective date.

• If you select an absence plan, the process calculates the accrual balance for the accrualperiod of the selected plan on the eective date.

Person Includes absences for only the specied person

• If you select a person but not an absence plan, the process calculates the accrualbalance for all plans in which the employee is actively enrolled in.

• If you select a person and an absence plan, the process calculates the accrual balancefor only the selected plan, if the employee is actively enrolled in the plan.

Business Unit

Includes employees in the selected business unit

Legal Employer

Includes employees assigned to the selected legal employer

Person Selection Rule Includes specic employees identied by the person selection rule

You can use the Person Selection formula type to include specic employees who meetspecial requirements for the absences batch process. You dene the formula using theManage Fast Formulas task and select that formula in the Person Selection Rule eld.

Payroll

Includes employees assigned to the selected payroll

Payroll Relationship Group

Includes employees assigned to the selected payroll relationship group You can dene payroll relationship groups for a group of people in a single payroll or inmultiple payrolls.



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Changes Since Last Run Includes employees with either payroll or assignment updates or corrections since the last

process run

If you select:

• Payroll events since last run: The process calculates the accrual balance for employeeswhose payroll records have changed since the last scheduled run.

For example, an employee schedules ve days o on January 25 and you run theprocess on January 26. Due to an emergency, the employee returns to work on January29, after being o just four days. The employee updates the absence record to reectfour days o instead of ve. If you schedule the process again on February 1 andselect Payroll events since last run, it generates the updated accrual balance for theemployee.

• HR Assignment changes since last run: The process calculates the accrual balance foremployees whose assignment record last updated date is after the last scheduled run.

For example, the last scheduled run was on January 1 and you update an employee'sassignment on January 2. If you schedule the process again on January 3 and select HRAssignment changes since last run, it generates the updated accrual balance for theemployee.

Legislative Data Group

Includes only the absence types associated with the selected legislative data group

Absence Plan Calculates accrual balances for only the selected accrual plan

When you select this option, the Repeating Period option appears.

If you don't select an absence plan, you must select at least one of these parameters

• Legislation• Business Unit• Legal Employer• Person Selection Rule• Person• Payroll• Payroll Relationship Group• Changes Only

The process calculates accrual balances for each employee identied by the other parameters.

Repeating Period Includes the selected accrual period for the selected plan

This option appears only when you select a value in the Absence Plan option.

Related Topics

• View Status and Other Details for Scheduled Processes

• Statuses of Scheduled Processes

http://www.oracle.com/pls/topic/lookup?ctx=fa20b&id=E4DD63537E8A087AE040D30A68816744

http://www.oracle.com/pls/topic/lookup?ctx=fa20b&id=E4E2344EF7313569E040D30A6881228A



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Options for the Evaluate Absences ProcessYou calculate entitlements for unprocessed absences using the Evaluate Absences process in the Absences work area.Use this process to evaluate absences marked for deferred processing and reevaluate absences that meet the processparameters.

This process runs automatically when you submit an absence. To defer the process, select the rule Deferredprocessing on initial entry in the Display Features tab of the Create Absence Type page.


Parameter Name Description

Eective Date

Evaluates and updates absence records that are eective on the specied date This is a required parameter.

Person Includes absences for only the specied person

When you select a person record, the Scheduled Absences parameter appears.

Scheduled Absences Includes a particular future-scheduled absence for the selected employee

This parameter appears only when you select an employee in the Person parameter.

Business Unit


Legal Employer




Payroll



Includes a group of one or more absence types that are associated with the legislative groupthat you select

Work Schedule Rule

Includes employees assigned to a particular work schedule



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Parameter Name Description

Record Selection Decides which absence records are selected for processing:

• Evaluate All Absences: Reprocesses all absence records that meet the other lteringoptions for the process

• Evaluate Only Duration Changes: Reprocesses the absence records only if there is achange in absence duration

• Evaluate Only Deferred Absences: Reprocesses deferred absences• Evaluate Only Open-ended Absences: Reprocesses open-ended absences that require

an extension

Related Topics

• View Status and Other Details for Scheduled Processes


Options for the Evaluate Certication Updates ProcessYou can check if certication requirements for multiple employees are past their due dates using the EvaluateCertication Updates process in the Absences work area. When a requirement is past the due date, the processupdates the absence records and entitlements. You typically run this process daily to check if certications are overdue.

You run this process only when absence types have certication requirements and those requirements include actionsto take after due dates have passed. For example, you want to change the employee's entitlement to half pay asof the absence start date when a certication requirement passes its due date. When the employee completes therequirement, you can recalculate the entitlements from the absence start date or the completion date.



Eective Date

Evaluates and updates certication requirements that are eective on the specied date This is a required parameter.

Person

Includes absences for only the specied person

Business Unit


Legal Employer


Person Selection RuleIncludes specic employees identied by the person selection rule





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Related Topics• View Status and Other Details for Scheduled Processes


Options for the Update Accrual Plan Enrollments ProcessYou update enrollments such as new hire, termination, and transfer events for multiple employees using the UpdateAccrual Plan Enrollments process in the Absences work area. You typically run this process daily to determine planeligibility, and update plan enrollments and terminations for multiple employees.



Eective Date

Evaluates and updates plan enrollments that are eective on the specied date This is a required parameter.

Person


Business Unit


Legal Employer




Absence Plan Processes enrollments for only the selected accrual plan

If you don't select an absence plan, you must select at least one of these parameters:

• Person• Business Unit





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• Legal Employer• Person Selection Rule

The process updates accrual plan enrollments for each employee identied by the otherparameters.

Plan Category

Includes a specic category, such as balance transfers

Changes since last run

Includes employees with changes, such as assignment updates or corrections since the lastprocess run

Payroll


Legislative Data Group Includes only the absence types associated with the selected legislative data group

If you want to automatically enroll employees to corresponding accrual plans based on theirlegislative data group, you need to dene the following lookup type and lookup code:

• Lookup Type: ANC_PROC_CONFIGS• Lookup Code: ENROLLMENT_PROCESS_LDG

So when you run the process, the application automatically enrolls employees to eligibleabsence accrual plans associated with the legislative data group, even if you do not select thiseld.

Related Topics• View Status and Other Details for Scheduled Processes• Statuses of Scheduled Processes

Options for the Withdraw Accruals and Balances ProcessYou withdraw and update employee accrual balances and delete enrollments using the Withdraw Accruals andBalances process. Run this process using the Schedule and Monitor Absence Processes task in the Absenceswork area. You typically run this process to correct existing accrual data. You can also run the process for individualenrollments.



Eective Date

Withdraws the accrual balance or deletes enrollments for only those plans that are eective onthe specied date





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This is a required parameter. You can select a past, current, or future date as the eective date.

Processing Option

Withdraws accrual balances or deletes enrollments This is a required parameter.

Person


Legal Employer


Person Selection Rule Includes employees identied by the person selection rule


Payroll


Payroll Relationship Group

Includes employees assigned to the selected payroll relationship group You can dene payroll relationship groups for a group of people in a single payroll or inmultiple payrolls.



Absence Plan

Withdraws accrual balance or deletes enrollments for the selected accrual plan

Options for the Generate Daily Breakdown of AbsenceDetails ProcessYou generate the daily breakdown of absences using the Generate Daily Breakdown of Absence Details process. Theincluded absences are for absence types with Include in daily report breakdown selected on the create or edit absencetype pages, Action Items tab. Run this process using the Schedule and Monitor Absence Processes task in the Absenceswork area. View the results in the Absence Calendar Real Time Entry Report.




31


Eective Date

Generates daily breakdown of absences for absence types that are eective on the specieddate This is a required parameter.

Absence Start Date

Includes absences starting on this specic date

Absence End Date

Includes absences ending on this specic date

Person

Includes absences for only the specied person If you select a person but not an absence type, the process generates the daily breakdown ofabsences for all absence types that the employee is actively enrolled in. If you select a person and an absence type, the process generates the daily breakdown ofabsences for only the selected absence type that the employee is actively enrolled in.

Business Unit


Legal Employer


Payroll




Absence Type

Generates the daily breakdown for only the selected absence type

FAQs

How can I check whether certication requirements for multiplepersons are past their due dates?Run the Evaluate Certication Updates process using the Schedule and Monitor Absence Processes task in the AbsenceAdministration work area.



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How can I calculate accrual balances of workers?Use the Calculate Accruals and Balances process to calculate the accrual balances for multiple workers associated witha specic accrual plan. You can schedule this process on the Schedule and Monitor Absence Processes page in theAbsence Administration work area.

To calculate accrual balances for a specic worker, search for the worker on the Person Management page. Then, usethe accrual actions on the Maintain Absence Records and Entitlements task. You can calculate accruals for a specicplan or all plans in which the worker is currently enrolled.


Glossary

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Glossaryabsence plan

A benefit that entitles workers to accrue time for the purpose of taking leave and receiving payments during absenceperiods.

accrual absence plan

A benefit that entitles workers to accrue time for the purpose of taking leave.

calendar event

A period that signifies an event, such as a public holiday or a training course, that impacts worker availability.


Glossary

34

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