Defining Work Life Balance

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Defining Work Life Balance

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However, in July the employee's manager enters five days vacation in May, retrospectively. The July payroll run recalculates the accrual and updates the gross accrual balance to The net accrual is now nine 14 minus 5. If you want the payroll run to maintain an accrual balance, you must use a formula that supports balances. This means that the system can pass the latest accrual balance to the formula, along with the date to start calculating new accruals to add to the balance. You must also select a balance dimension when you define the accrual plan. The balance dimension controls the period of time over which the balance accumulates before it is reset to zero. Three types of dimension are predefined:. Note: For each type, there are two dimensions. The balance accumulates over a calendar year, resetting on 01 January.

The balance accumulates over a year, resetting on 01 June, or at the end of the payroll period that contains this date. The balance accumulates over a year, resetting on the anniversary of the employee's hire date, or at the end of the payroll period that contains this date. Notice that the Oracle Payroll formula, payroll balance, element that feeds the balance, element link, and formula processing and result rules are all generated by the system when you save your accrual plan.

If you want Oracle Payroll to recalculate the accrual balance from the beginning of the accrual term when there are retrospective assignment changes that affect entitlement, you must ensure your accrual formula can track these changes. You enable a trigger for assignment updates, define an event group for the assignment changes you want to track, and ensure your PTO accrual formula references this event group. Accrued leave is the sum of regular accruals to date in this accrual term, minus any absences required to be deducted from the accrual portion calculated by your Accrual formula. Entitlement is the hours or days carried over from the previous accrual term, minus any absences calculated by the Accrual formula.

You may require a more complex calculation of accruals or entitlements, perhaps to take account of time entered on other elements that you have created. In this case, you can change the calculation in the Net Calculation Rules window. This formula calculates total net accrual of Annual Leave for an employee from their enrollment date in the plan to a given effective date. This will take into account any additional adjustments set up in the Net Calculation Rules screen. This formula returns the previous anniversary date or start date if greater and the next anniversary date relative to the effective date it was called with. Anniversary date is calculated from your hire date unless an earlier date is entered for Continuous Service Date in the plan enrollment element.

The applicable accrual band is indicated by the employee's length of service. This is calculated from the hire date or the Continuous Service Date if entered and earlier. Any periods of suspended primary assignment will be taken into account. This formula calculates total net accrual of Long Service Leave for an employee from their enrollment date in the plan to a given effective date. This formula returns the previous anniversary date or start date if greater and the next anniversary date from the effective date it is called with. The entitlement periods for Long Service Leave are defined by the difference in the from and to values in the first two rows of the Accrual Bands table for the plan.

For each plan that uses this formula, you can select a value in the Accrual Start field of the Accrual Plan window. This specifies when newly hired employees start to accrue PTO. The seeded choices are:. You must add a line to the seeded formula to calculate the accrual start date using your new start rule. For plans using these formulas, new hires begin accruing on their hire date or plan enrollment date, whichever is later. If you are writing your own accrual formulas, you can choose whether to use the Accrual Start field on the Accrual Plan form to specify start rules for new hires.

This is only useful if you are using the same formula for several accrual plans with different start rules. Otherwise you can specify the start rule within the formula. Some accrual plans require participants to work for a period of time, perhaps three or six months, before they are eligible to use accrued PTO. They accrue time at the usual rate during this time, but it is not registered on the system until the Period of Ineligibility expires. If plan participants take vacation or sick leave during this period, the system displays a negative value for accrued time.

Many enterprises set up an absence type for "approved but unpaid leave" to use for absences taken during periods of ineligibility. You can enter the period of ineligibility on the Accrual Plan form. The seeded Accrual formulas illustrate how a formula should use the entered values. They calculate the period of ineligibility from the continuous service date if it was entered or the employee's hire date. Note: If you use the seeded formulas, time accrued during the ineligibility period is not carried over if the end of the accrual term falls within the ineligibility period. If you want to use Batch Element Entry BEE to make absence entries against the accrual plan, the BEE validation process must be able to check when the ineligibility period expires.

If you record the ineligibility period for the plan on the Accrual Plan form, BEE retrieves the ineligibility period directly from the table. It interprets it as a period of time from the employee's continuous service date or hire date. If the period of ineligibility is defined within your Accrual formula, you must associate an Ineligibility formula with the plan. This formula should calculate the end of the ineligibility period in the same way as the Accrual formula for the plan.

If the employee is not eligible, the BEE validation process creates a warning on the batch line for the absence entry. Note: If you use a custom method of entering timecard data, calling the Element Entry API, you can add logic to call the Ineligibility formula. The formula calculates the start date from hire date and compares it with the employee's plan enrollment date. Accrual begins on whichever of these two dates is later. For plans with this rule, participants' accruals begin from the first full period following their hire date. For example, if the hire date of a participant on a semi-monthly payroll falls on the first day of either the first or second period in the month, PTO accrual starts as of that date.

If the hire date falls sometime after the first of the month but before the end of the first period, accruals start in the second period of the month. If the hire date falls after the first day of the second period but before its end, accruals start with the first period in the next month. With this start rule, participants' accruals begin from the start of the year following the year in which they are hired.

This means that a participant with a hire date of 1 January and another with a hire date of 31 December both start to accrue time as of 1 January Notice that the amount of PTO each accrues may not be the same, as accrual amounts often depend on employees' length of service. For plans with this start rule, participants' accruals do not begin until the first full pay period after the six-month anniversary of their hire date. For example, someone on a semi-monthly payroll who is hired on 5 February , completes six months of service on 5 August , and starts to accrue PTO in the second period in August. Notice that if people are hired on the first day of a period, their accruals begin with the pay period of the six-month anniversary of their hire date.

For example, someone on a semi-monthly payroll who is hired on 1 February completes six months of service on 1 August , and hence starts to accrue PTO in the first period in August. The period of ineligibility is not applicable to plans with the start rule Six Months After Hire. For many accrual plans, the time off that plan participants can accrue increases with their length of service, or varies by job, grade, or number of hours worked. That is, accrual bands determine accrual amounts. In addition, these bands can determine ceiling and maximum carry over amounts. Ceiling rules, found in some vacation accrual plans, set a maximum amount of PTO an employee can hold at any time. When a participant's accrued PTO reaches the ceiling, no additional time accrues.

Accruals begin again only after the participant uses some accrued time. Alternatively, you can use bands based on other factors, such as grade, or a combination of factors, to determine the accrual amounts for your plans. You set up length of service bands using the Accrual Bands window. For each band such as 0 to 5 years of service , you can enter the accrual amount for the whole accrual term such as an annual amount , an accrual ceiling, and the maximum permitted carry over. In Oracle HRMS, the first day of the month of an employee's hire date is the default date from which his or her length of service is calculated for accrual purposes.

For example, someone hired on 18 January completes one year of service on 1 January , and someone hired on 31 December completes one year of service on 1 December For individual accrual plan participants, you can override the default date from which a plan starts its length of service calculations. This is useful for managing exceptional cases that arise when, for example, employees who already have accumulated periods of service in your enterprise transfer from one place to another.

You enter the date override when enrolling a participant in a plan. Note: The default length of service start date or the overriding continuous service date determines the length of service for accrual bands and for the calculating the end of the ineligibility period. However it is not the same as the accrual start date. This is determined by the accrual start rules selected in the Accrual Plan window or set within the accrual formula.

For some accrual plans, the amount of time accrued may vary by other criteria, such as job or grade. You can create a user table to hold time accrued, ceiling rules, maximum carryover rules, and any other information you require for each job or grade. For accrual plans with a fixed term start date such as 1 April , you run the process at the end of each accrual term. For accrual plans with a variable term start date such as hire date or seniority date , you should run the process every night to update plan information for any employees whose term has ended that day. For each participant in an accrual plan, the PTO Carry Over process first uses the Accrual formula to calculate the participant's accrued PTO as of the last day of the plan's accrual term.

The process then uses the Carry Over formula to get:. The process calculates the net accrual using time off recorded on the Absence element and any other elements associated with the plan. Finally, it compares the net accrual with the maximum carry over. This topic looks at a sample set of accrual rules and discusses how you might configure the predefined accrual formulas to accommodate these rules. The ineligibility period when employees accrue time but cannot use it varies by grade. It is two months for grades 1, 2, and 3, and three months for grades 4 and 5. The amount that can be carried forward to the next accrual term is five days for grades 1, 2, and 3, and eight days for grades 4 and 5.

You can set up one accrual plan for these rules, linking the accrual element to all employees. You need to configure this formula in the following ways. Change the accrual calculation so that it takes into account an employee's standard hours part time or full time. Then you need to define a database item for this budget value so you can use it in the accrual formula. Derive the ineligibility period within the formula--rather than from the Accrual Plan window--since it varies by grade.

The data could be hard coded within the formula or maintained in a user table, such as the following which also holds the maximum carry over, since this data varies by grade too :. Since the ineligibility period is defined within the formula, and the enterprise uses BEE to enter vacation time, you need to create an ineligibility formula that BEE validation can use to check whether an employee is entitled to take time under the accrual plan. Change the accrual ceiling from a standard 20 days in the predefined formula to a variable amount depending on an employee's standard hours.

You address this in a similar way to the calculation of the accrual amount. Change the maximum carryover from a fixed amount within the formula to an amount that varies by grade. The data could be hard coded within the formula or maintained in a user table, such as the example above. To set up an accrual plan. Important: It is important that you link the absence element before you define the accrual plan since Oracle HRMS automatically creates links for the accrual plan elements based on your absence element links. To record accrued time taken under the plan using the Absence Detail window or BEE, define an absence type for the plan, associating its absence element with this type.

Decide which Accrual and Carry Over formulas to use. You can use the seeded formulas, customize them, or write your own. If your Accrual formula defines a period of ineligibility and you want to use BEE to enter absences against the accrual plan, define an Ineligibility formula. BEE calls this formula to check whether an employee is eligible to use accrued leave. Note: The seeded Australian accrual formulas would be required to be changed to incorporate the period of ineligibility.

Review the net calculation rules for the plan. If necessary, create additional elements and associate them with the plan by selecting them in the Net Calculation Rules window. Use the Accrual Plans window to define an accrual plan. Tip: Coordinate the names of the accrual plan, the plan's absence type if any, and the element used to record absences taken under the plan.

Optionally, select a start rule for the plan in the Accrual Start field. This rule determines the date on which newly hired employees begin to accrue PTO. Note: Some plans do not use this value; it depends which Accrual formula you select. Select Days or Hours in the Accrual Units field. The units selected here must be the same as the units for the input value you select in the Absence Information region. In the Name field of the Absence Information region, select the element associated with the plan's absence type. In the Units field, select the element's input value that holds the entries of hours or days absent.

Oracle Payroll users : If you want to use a payroll balance to store gross accruals for the plan, select the date when the balance should reset to zero. Note: The balance may not reset on the exact date you select, since it depends on the payroll period dates. For example, if you select a Reset Date of 1 January, the balance may in fact reset on 22 December if that is the start date of the first payroll period in the new year. If you select Other, you must select a balance dimension that you have created for this purpose. Important: Select a date in this field only if you are using a formula that supports payroll balances.

US users: The Check writer process and Deposit Advices do not display the correct accrual balances if you enter a balance reset date but do not use a formula that supports payroll balances. For example, enter 3 in the Length field and select Calendar Month in the Units field. Optionally select an Ineligibility formula. This formula is called by the BEE validation process for a batch line that enters an absence against the accrual plan. It checks whether the employee is eligible to use accrued time on that date. Note: If you enter the period of ineligibility in the Length field, you do not need to select a formula.

The BEE validation process gets this value and interprets it as a period of time from the employee's continuous service date. When you do this, the application generates three new elements for the plan - one to represent the plan, and one each to hold carried over and residual amounts of accrued, unused PTO. The application creates links for these elements to match the links you defined for the plan's absence element. If you selected a date in the Payroll Balance Reset Date region, the application also generates a payroll balance, an element to feed the balance, a tagging element, formula processing and result rules, and a payroll formula to call the accrual formula from the payroll run.

Choose the Accrual Bands button to set up length of service bands for the plan. This is optional, but may be required by your accrual formula. If the Further Accrual Information is configured for your localization, enter the relevant information. Australian users: Select the leave balance type as either Entitlement or Entitlement and Accrual for display in the Leave of Absence screen in Self-Service.

Select YES if the accrual plan is foreign worker plan and then link the standard accrual plan to this foreign worker plan. Use the Accrual Bands window to define length of service bands for an accrual plan. For each length of service band applicable to this plan, establish the band's duration by making an entry in the To field. The first band starts from zero years of service. If it extends for five years, enter 5 in the To field. The system then sets the From field for the second band at 5, as the second band starts after five years of service.

For the last band you enter, in order to cover all participants with any length of service beyond the band's From entry, enter 99 in the To field. For each band, enter in the Term Accrual field the number of hours or days that participants whose length of service falls into this band can accrue each accrual term. For example, if plan participants accrue 80 hours of vacation per year during their first five years of service band 0 - 5 , enter 80 in the Term Accrual field. If a band does not permit participants to carry unused accrued time over to the next accrual term, leave the Maximum Carryover field blank. Otherwise, enter in this field the maximum number of accrued, unused hours or days that participants at this band may carry forward.

If a band has no ceiling that limits the total number of hours or days participants at this band can accrue at any one time, leave the Ceiling field blank. Otherwise, enter the ceiling number for the band. The default net accrual calculation takes account of absences entered on the Absence element and time carried over from the previous accrual term entered by the Carry Over process on the plan's Carried Over element.

If your plan's calculation needs to take account of other values such as accrual or entitlement adjustments , you can change the calculation in this window. Create any additional elements you need for the plan. For example, you might need an element to store the amount of PTO an employee has bought or sold. Use the Information classification for these elements, define them as nonrecurring, and give them at least two input values:. Tip: Use names for these elements that clearly link them to the appropriate accrual plan. For example, if the accrual plan is called Standard Vacation, you could name the element Standard Vacation Bought or Sold. Select the input value that hold the days or hours you want to use in the net accrual calculation.

For each input value, select Add or Subtract to determine whether the value should increase or decrease the net accrual available to an employee. Follow these setup steps if you use Oracle Payroll and you want the payroll run to calculate the change in employer liability for PTO, as well as the gross accrual. For example, the payroll run might calculate the following changes to employer liability, using this calculation:. In the Element window, define an employer liability element. The only required input value is the pay value. In the Balance window, create a liability balance fed by the pay value of the element you created in the previous step.

In the Formula window, edit the payroll formula that was generated for your accrual plan so that it calculates changes in employer liability. It contains a sample liability calculation, which you can edit to meet your requirements. In the Formula Result Rules window, query the accrual plan element. You will see a processing rule associating this element with the payroll formula you edited in the previous step, and a result rule passing the accrual to the element that maintains the accrual balance. Create another result rule to pass the Current Liability Increment formula result to the pay value of the employer liability element. Employee's accruals whilst working overseas, when paid, are to be reported on the Foreign Employment Payment Summary. Leave accrued whilst working in Australia, when paid, is to be reported on the Individual Non Business Payment Summary.

This is also true of payments made on termination. Oracle enables users to create two accrual plans that mirror each other in terms of accrual rate to handle accruals separately for an employee while working overseas and while working in Australia. When determining the accrual balance, the application checks the assignment status for each day; if the assignment is marked as Foreign Worker F or Foreign Worker J, the foreign worker plan accrues otherwise the Standard plan accrues.

If the assignment is marked as Suspended during any period, neither of the plans accrue. Users can define two accrual plans for leave for employees while working overseas and while working in Australia. Foreign Worker Accrual Plan — Create a new accrual plan that mirrors the Standard Accrual Plan for holding leave accrued while working overseas. You must ensure that you enter different values for the plans for the Absence type and linked Absence and the Net Calculation Rules. To set up payment of absences, users must use a custom fast formula to pay the absences of Annual Leave and Long Service leave types. Users must set up a feed to one of the predefined balances Foreign Leave Payments or Exempt Foreign Income as applicable.

The Foreign Leave Payments and appropriate tax withheld calculated in the application during archive is reported in the Foreign Employment Payment Summary. When you record an absence for an employee using the Absence Detail window or self-service, you must always select an absence type. In the Absence Detail window you can conveniently record start and end dates and times of a particular type of absence, as well as the date you receive notification of the absence. You can enter either projected or actual dates and times. When an actual absence occurs in accordance with projected absence information already entered, you record this by simply clicking a button.

Oracle HRMS records an employee's absences using the employee's payroll calendar, so all employees for whom you record absence information must have a payroll component in their primary assignment. Some absence types are associated with nonrecurring elements. For these types, the absence is not recorded on the employee's element entries until you enter the absence end date. You cannot change the absence start date so that it is outside the original payroll period--you must delete the absence and create a new one. Note: For Oracle Payroll users in some localizations: some absence types may be associated with recurring elements. For these types, the absence is recorded in element entries when you enter an actual start date. If you change the start date, the element entry is deleted and a new one created.

When you enter or change the end date, the element entry's end date is date effectively updated. To calculate the duration of an absence automatically, you can either use the schedule and calendar event features from Oracle HRMS and Common Application Components CAC , or use a formula that calculates absence duration from the absence start and end dates. For the first method, the application calculates the duration of the absence based on the worker's schedule and applicable calendar events for their primary assignment.

You set up availability information such as shifts, schedules, and calendar events, and assign them to various levels in your work structures. For the second method, you write a formula to calculate absence duration from the start and end dates and times entered for an absence. Your localization team may have written a formula that the application uses by default. To control whether the formula automatically recalculates and overwrites the absence duration when a user updates the end date or time, set the user profile option HR:Absence Duration Auto Overwrite to Yes or No.

For example, if you do want the duration to be updated when the end date changes, set the profile option to Yes. Duration is not equal to the value calculated by the absence duration formula. Here, the application calculates the hours using the standard hours recorded for the assignment or for the business group if the assignment contains no record. When recording a projected or actual absence in the Absence Detail window, you can select both the name of an employee authorizing the absence, and of an employee replacing the absent worker.

If an employee has multiple absences that result from the same cause or are associated in another way that you want to record in Oracle HRMS, you can enter an absence case for the employee. For example, if an employee takes two periods of sick leave due to a back injury sustained at work, you can create an absence case, associate the two absences with the case, and link the case to the work incident. For fast batch entry, you can use BEE, instead of the Absence Detail window, to enter sick or vacation time recorded together with other timecard data. You can enter the absence start and end dates, as well as any input values defined for the element.

If you leave the date fields blank, they both default to the effective date for a nonrecurring absence element; only the start date defaults for recurring elements. Note that the batch line produces an error if you enter a duration but no end date for a recurring element. If you have licensed Oracle SSHR, you can delegate the responsibility for recording absences to individual employees or their line managers. They can enter proposed or actual absences and submit them for approval by their supervisors or any other approvers in a workflow. Additionally, using self-service, employees can view their accrued leave details, and managers can view the same for employees in their team. For reviewing PTO plan participants' accrued time earned and taken, use the Accruals window.

Just as elements constitute the underlying structure of absence types, so they provide the structure of accrual plans. Each accrual plan is associated with an absence element, which holds information about absences taken under the plan. There is also an element for the plan itself, which you use to enroll participants in the plan. You enroll an employee in an accrual plan by entering the accrual plan element. You can only enroll employees who are eligible for the plan that is, their assignments match the element's links. When you do the enrollment you can override the default date for calculating length of service which is used in many accrual plans to determine the appropriate accrual or entitlement amount and the start date of accruals for new hires.

You record time taken under the accrual plan by making entries of the absence element associated with the plan. Normally you make these entries using the Absence Detail window so you can record additional information, such as an absence reason, the name of the employee authorizing the absence, and the name of the employee replacing the absent worker. The window shows the participant's accrual and entitlement details at the start of the absence and the projected accrual and entitlement at the end of the term. You can also use BEE to make batch entries of hours of accrued sick or vacation time that employees have taken and noted on their timecards.

Any entries you make to absence elements using BEE for an employee's primary assignment can then be viewed in the Absence Detail window. Entries made using BEE can include a reason, but the list of absence reasons available in the Absence Detail window is not automatically available here. Note: You cannot enter absence elements using the Element Entry window. You can use the Accruals window to see, at any time, how much time an employee has accrued and used under an accrual plan. You can can also view an employee's entitlement details from here. You cannot change the amount accrued using this window. Note: Accrual plans in Australia are based on a rolling plan term. That is, accrual and entitlement details are dynamically generated by the system.

In order for an employee's accrual plan to accrue time, they must first be allocated to a payroll. The payroll must have a first period end date, in contrast to the effective from date, before the effective from date of the accrual element allocated to the employee. Enter projected or actual absences for an employee using the Absence Detail window. Because the calendar holding absence records for an employee is the same as that of the employee's payroll, the primary assignments of employees for whom you enter absence information must include an assignment to a payroll.

For absence types based on nonrecurring elements, the effective start date of this assignment must be no later than the start of the current payroll period. Note: For Denmark users only: Enter absence information, as required, in the descriptive flexfields associated with the Absence Categories. The occurrence of the new absence record you are entering. For example, if the employee has already incurred two absences of this type, the occurrence of the new record is 3.

The running total of hours or days absent for all the absence types associated with the element. For absence types with increasing balances, this is the number of days or hours absent with an end date on or before your effective date. For any types with decreasing balances, this is the number of hours or days remaining to be taken. The name of the element that maintains each employee's time taken or time remaining for this absence type. You can decide whether each assignment requires the element entry and better track absences for multiple assignments. You can also edit element entries to change the absence details for a specific assignment. Note: For Denmark users only : You can override absence details in the Absence Details window by entering the override element in the Element Entries window.

Use the same start and end dates for the override element that you use in the Absence Details window. If the Further Information field is visible for your localization, click in the field and select a context value relevant to your localization. Selecting Yes excludes the absence from counting as a real social insurance day. Use the Absence category descriptive flexfield, to indicate if you use the accrual or not. Hungary HRMS : If your absence category is Maternity, enter the expected and actual birth dates and other dates if applicable.

If your absence category is Paternity, enter the child's birth date. The list of available Disability IDs depend on if you have assigned this disability with a Causal Incident in the case of Risk Incident disabilities or no Causal Incident in the case of Maternity or General Disease disabilities. If the absence category is Child Rearing Leave, enter the new born child's date of birth. If you select the absence type as Temporary Disability with Sickness Allowance Payment, then select the disability details. For the absence category Sickness, select the doctor's certificate and contract details.

For the Accident category, select the work incident and doctor's certificate details. If your absence category is Family Leave, enter the child and maternity leave details. For a days-based scheme, select Day and select full or half day. For an hours based scheme, select Hours and select the number of hours absent. Select the appropriate value for the start date, end date, or both. If the entire absence is less that a full day, select the value in the Start Date field. Enter projected dates for the absence. Enter actual dates and duration as days or hours, according to the units of the balance.

If you enter an end date, you must also enter the duration. If you want the application to automatically calculate the duration of the absence, then you can either use the schedules and calendar events features from Oracle HRMS and Common Application Components CAC or use a formula. Note: If this absence is related to another absence for example, they both result from the same cause , you can associate the absences using the Absence Case page. If you entered an absence type that is eligible under an absence benefit plan, you can choose Enroll Absences to run the Participation Process in Absence mode.

This process assesses the person's eligibility for the absence plan. If they are eligible, the process changes the status of the potential absence life event to Processed, and evaluates any standard rates linked to the plan. Alternatively, you can run this process for a group of employees from the Submit Requests window. See: Running the Participation Process: Absence. Please note that these buttons are only relevant to statutory absence types sickness, maternity, paternity, and adoption. If the employee is enrolled in an accrual plan, the Accruals button is available. Choose this button to display the Associated Accrual Plans window, where you can see information about any accrual plans associated with the type of absence you are entering.

If nothing is displayed, run a query in the Associated Accrual Plans window to display the name and category of any accrual plans associated with the absence type. The Net Entitlement figures on the This Absence tab show the effect of the absence displayed in the Absence Detail window. In most cases these figures will differ by the length of the absence you are entering. However, if the absence happens to start on the day that this period's PTO entitlement is accrued, the new accrual is also shown in the After figure. Similarly, if any other time such as time bought or sold is debited or credited to the accrual on that day, it is reflected in the After figure.

Projected Entitlement on the End of Plan tab shows the projected net accrual at the end of the current accrual plan term, taking account of any future absences already entered on the system. If the employee has future-dated assignment changes that affect his or her accrual entitlement, these are taken account of in the calculation. Note: This figure does not take account of absences with a projected start date. It only includes absences that have an actual start date. Suppose Ms. Shah is enrolled on a vacation plan that runs each calendar year starting 1 January, with a gross accrual of 2 days per month. Shah did not carry over any entitlement from last year and has taken no absences before May.

Net entitlement is calculated for the last complete accrual period that is, the period that ends on or before the start of the absence being entered. This absence is only included in the calculation if it starts on the last day of an accrual period. The following table shows the accrual amounts net entitlement that would display if you enter four absences in the sequence shown. Enroll individual participants in an accrual plan by entering for them the element generated to represent the plan.

For enrollment of an individual employee, perhaps as a part of the hiring process, enter the element representing the plan for him or her using the Element Entries window. The default date for calculating length of service is the first day of the month of an employee's hire date. You can override this by entering another date when you enroll the participant in the plan. This is relevant to plans that have accrual bands based on length of service.

If you enter a date here, it is also used, instead of the employee's hire date, when the seeded formulas calculate the appropriate accrual start date for the employee. For example, if the plan's start date rule is Six Months After Hire Date, accrual will begin six months after the continuous service date you enter. When enrolling the participant, enter the override date in the Continuous Service Date entry value of the element representing the plan.

You can run the Participation Process: Absence to process any absence-type life events for an individual person or a group of people. The process assesses the person's eligibility for the absence plan. If they are eligible, the process changes the status of the potential life event to Processed, and evaluates any standard rates linked to the plan. Select Rollback to check your results before committing them to the database. It is easier to correct errors before you commit the results.

If you have not selected one person, you can limit the persons evaluated by the process by selecting from one or more of the following parameters. Select Yes in the Audit Log to create a file that lists the eligibility results for each person evaluated by the process. If you select Yes, you should periodically run the Participation Audit Activity Purge process to purge the audit log tables. If you select Yes, the process only handles compensation objects that have the person's organization attached. To set the net calculation rules, use the Net Calculation Rules window. To review an employee's carry over of accrued time, use the Accruals window.

If it encounters fewer than the maximum number of errors, the process completes with a warning, commits the successful assignments, and writes details to the concurrent request log of the assignments that did not process due to an error. If the process encounters the maximum number of errors, it stops processing, rolls back any processed assignments, and writes details of the errors to the log. If the parameter value includes a 'G' General , all debug information is written to the log.

Logging significantly reduces performance and generates large log files so it should be switched off in normal circumstances and only used for debugging purposes. If the Parameters window does not open automatically, click in the Parameters field. These are used by the plan's Carry Over formula to determine the effective date of the carried over PTO. The effective date of the carry over is always 31 December of current or previous year. The effective date of the carry over is always 31 May of current or previous year. Important: If you select Current for the Accrual Term and enter a calculation date that is not the end of the accrual term, this process creates future-dated carry over and residual element entries.

Select the name of one accrual plan to process, or select a category to process all plans in the category. The Reprocess All Participants field defaults to No, so that the process affects only those plan participants not previously processed for this accrual term. To process all participants regardless of any previous processing, select Yes in this field. Important: Select Yes if any employees have retrospective absences or other entries that might affect net entitlement.

The Carry Over process enters the Carried Over and Residual elements for all employee assignments included in the process. To view information on employees' accrued PTO, use the Accruals window. In the Assignments Folder, query the employee's name. Choose the Accruals button to go to the Accruals window. The Dates region shows the dates that the accrual formula uses for the entitlement calculation. These are typically from the start of the accrual term to your effective date. The Net Entitlement field displays the net accrued days or hours between these dates.

The Last Accrual date is the end of the last complete accrual period, if the formula does not calculate accrual for partial periods. If you allow maintenance of negative balances of accrued time at your installation and an employee's time absent exceeds time accrued, the net entitlement appears as a negative number. Note: Net Entitlement can exceed the accrual ceiling if you have increased entitlement using an adjustment element or the Carry Over element.

If you have adjusted net accrual so that it exceeds the ceiling, the employee will accrue no time until net accrual falls below the ceiling. If the plan has an expiry date for carried over time, the value shown after the expiry date is the amount of accrued time that was used. Any remaining time was lost. Any other elements created at your site to hold values used for calculating net entitlement, such as elements to store bought or sold PTO. If the accrual plan uses the seeded formulas, note that an absence is included in the accrued time taken figure if it starts on or before your effective date.

Important: When reviewing employee accruals at the end of an accrual term, remember that carried over and residual PTO appear only after the PTO Carry Over process is run. Use the View Absence History window to view all absences for an employee. The absences appear in the lower part of the window. Use the standard Folder features to select a subset of these absence records, and to choose the fields to see. Use the List Employees by Absence Type window to see all the absence records for a particular absence type, or category of types. Enter any combination of absence type, category, and start and end dates to define the absences to view. Choose the Find button. The Absences Report shows information about employee absences during a specified period.

It can show absences:. The report summarizes the information as totals for each absence type since the employee was first hired. You can choose up to 10 absence types for the report. To report on all types, leave the absence type fields blank. Choose OK. If you use Oracle Payroll, you may have set up your accrual plans so that the payroll run maintains a stored accrual balance. Batch processes and reports that calculate accruals use this stored balance for faster processing. Normally the payroll run maintains this balance by calculating the accrual change each period. It recalculates the accrual from the beginning of the accrual term when there are any retrospective changes that affect entitlement.

However, if you have made a retrospective assignment change that your accrual formula cannot handle, you might want to force the next payroll run to recalculate accruals from the beginning of the accrual term for one or more assignments. Refer to the seeded accrual formulas for an example of how to use this function. In the Action Parameters window, check the Default Group check box to view the default action parameters. Important: Make sure you reset the parameter to N to ensure faster processing in your normal payroll processes. To enable you to get the most out of Leave and Absence Management intelligence reports, you need to understand the following key concepts:.

The Absence Hours reports use the element information created when you enter either an absence against the absence element, or an absence in the Absence Details window. The report plots the absence hours for the date earned. This is entered for the element. If a date earned has not been entered, then the element's effective start date is taken as the date earned. Note: If you have entered your absences using the Absence Details window, a date earned is not set up; therefore the report uses the effective start date of the element. Regardless of the length of time an employee has been absent, the report always plots his or her absence hours on the date earned, or the effective start date of an element.

It is possible, because of the frequency and time period you select, that an absence may fall into two different time periods. The absence hours are always shown in the first time period, rather than pro-rata across two time periods. You can configure this formula to meet your requirements. The Hours Worked reports process information for the hours worked through formulas, which you must provide using Oracle FastFormula. The Hours Worked reports calculate the hours worked for each payroll time period using employee assignments. For the assignment to be included it must:. Fit the criteria you enter. For example, if you enter a grade name, the assignment must have that grade entered against it. Note: You can only run the Hours Worked reports if you previously set up Oracle FastFormula to calculate your employees' regular hours and overtime hours.

The Hours Worked reports display information about the payroll periods that most closely match the start and end dates that you enter for the report. For example, if the first date you enter is Jan, and the payroll begins on Jan, the report includes information from Jan This workbook enables you to report on employees who are on a leave of absence on a particular effective date. The workbook shows the following employee primary assignment details:. This worksheet enables you to report on employees who are on leave on the effective date chosen.

Employees are listed for a given organization and its subordinate organizations. The additional parameter, Absence Types to Exclude, enables you to exclude absence types that are not of interest, for example, Unpaid Leave. Managing Absence Information In Oracle HRMS you can define as many absence types as you need to track employee time off, and you can group these types into categories and define absence reasons to provide further information for absence reporting.

Managing PTO Accruals Many organizations permit employees to accrue hours or days of paid time off PTO as they work, to use for sick or vacation leave. Can I define which types of absence I want to track and the units of time in which they are recorded? What about study leave and other absence types that are not available to all employees? How do I record absences?

How do absence types relate to PTO accrual plans? Here is just a selection of the rules you can set up: The length of the accrual term often one year , and the start date, which may be fixed such as 1 January or vary by employee such as the anniversary of the employee's hire date. What happens to unused PTO at the end of the accrual term. Rules for part time employees, and for employees with suspended assignments Rules for new hires, including when they can begin accruing PTO and when they can begin to use it.

How do we track and analyze absences and net accrual entitlement? This element serves two important purposes: It provides a way to maintain a running total of time taken for the absence type. Absence Elements Each element you define and associate with an absence type has an input value with either hours or days as its unit of measure. See: Setting Up Termination Payments. Increasing Balances of Time Taken As you would expect, an increasing balance for an absence type starts with no time entered, and increases as you enter employees' hours or days absent.

See: Oracle Alert User's Guide When defining an absence type for an accrual plan, you give it an increasing balance that shows the employee's accrued time taken. Decreasing Balances of Time Remaining If your enterprise sets a maximum time allowed for an absence type that is not connected to an accrual plan, you have the option of setting up a decreasing balance for this type, instead of an increasing balance. The following table describes the decreasing balance for an absence type: Decreasing Balance Input Value Unit of Measure Initial Entry Amount Hours in decimal format 32 Example Element for the Absence Type Professional Leave If you record an employee absence of 4 hours for this absence type, the decreasing balance shows 28 hours still available to be taken.

Initializing an Absence Balance Oracle HRMS for Australia uses BEE, for batches of employees to initialize both increasing and decreasing absence balances at the year's start, and to enter initial amounts of any decreasing balances. Referencing Absent Time in Payroll Runs You can reference absence time taken amount of an increasing balance or absence time remaining amount of a decreasing balance for absence types in formulas for earnings, deductions, or other items Oracle Payroll processes in payroll runs.

You can use these database items in customized reports, as well as payroll runs. You can use these formula as supplied, configure it, or create your own. Leave Liability Processing Leave liability is the accrued debt owed by an enterprise for the leave balances of its employees. See: Defining and Linking an Absence Element Note: Omit this step if you are setting up an absence type for which you do not need to maintain a running total of time taken or remaining, and you do not need eligibility rules. You can select the same reason for different absence types. See: Defining an Absence Type Note: To keep a single record of employees' time taken for two or more different absence types, you can associate the same element with several types.

Sample Proration Formulas, Oracle HRMS FastFormula User Guide If you want to set up the application to calculate the duration of an absence automatically, you have two options: Set the HR: Schedule Based Absence Calculation profile option to Yes, if you want the application to use the worker's schedule and calendar events from their primary assignment to calculate absence durations. See: Setting Up Availability , Oracle HRMS Workforce Sourcing, Deployment, and Talent Management Guide To calculate absence duration from the absence start and end dates without using the schedules and calendar events information of an employee, create a basic formula.

To define an absence element Set your effective date to a day on or before the start of the first payroll period for which you want to enter absences. Enter a name for the element, and select the classification Information or Earnings. Enter a reporting name, for display on reports. Select the processing type. In this case, you should see the Proration Group field on the Element window Select Nonrecurring if it is acceptable to record the full duration of the absence in the payroll period in which the absence starts.

Select the termination rule. This is normally Actual Termination. Check the Multiple Entries Allowed box if you want to enable employees to have: Nonrecurring More than one instance of the absence type within a pay period. Recurring Overlapping entries of the absence. Save the element, then choose the Input Values button. If you do this, select what happens if these limits are breached: Select Warning for the system to warn users but allow them to breach the limits.

Save your work. To link the absence element Set your effective date to a day on or before the start of the first payroll period for which you want to enter absences. In the Element Link window, select the absence element you defined. Save the link. Then define the absence type associated with this absence element. To define an absence type Enter a name and category for the absence type.

Optionally, select reasons that are valid for entries of this type of absence. Save the absence type. Setting Up an Absence Benefit Plan You can set up absence benefit plans so that the Participation process checks employee eligibility for the plans when it processes absence life events. Using the Sample Plans To set up an absence benefit plan using a sample plan Set the BEN:Enable Absence Plans Functionality profile option to Yes for the users or responsibilities who will enter absences for absence benefit plans, if you want them to run the Participation Process to process the absence life events.

See: Copying a Program or Plan. Write or configure any formula rules you require, such as the following: Important: The formulas attached to the sample plans are for UK users only. See: Defining a Benefits Plan You have completed the plan setup based on a seeded plan, but make sure you complete the Next Steps. Creating Your Own Absence Plan To set up an absence benefit plan without using the sample plans Set the BEN:Enable Absence Plans Functionality profile option to Yes for the users or responsibilities who will enter absences for absence benefit plans, if you want them to run the Participation Process to process the absence life events.

This can be mostly explained through the fact that many mothers working full time would not have any more time to give to their companies, unlike many men, including fathers, and women without children. On the other hand, part-time working mothers increased their unpaid overtime hours significantly when using schedule control. This discrepancy in the ability to work longer hours can potentially increase gender inequality in the labour market due to overtime being seen as one of the most explicit forms of commitment towards the company. Yet in the case of part-time working mothers, it is unlikely that these increased hours will result in additional career premiums as evidenced in another contribution of the special issue Chung c.

She finds that men are more likely to agree with the statement that those who work flexibly generate more work for others, and say that they themselves have experienced negative outcomes due to co-workers working flexibly. On the other hand, women and especially mothers are likely to agree that those who work flexibly have lower chances for promotion and say they experienced negative career consequences due to themselves working flexibly. On the other hand, men and fathers are more likely to use flexitime and teleworking, which are less likely to lead to negative career outcomes. Chung further argues that it might be simplistic to completely attribute the differences found between men and women in the negative career outcomes experienced when working flexibly, only to the types of arrangements they use.

In other words, the negative career outcomes experienced by part-time workers may partly have to do with the fact that it is widely used by mothers to balance work with family life see also, Lewis and Humbert Using the longitudinal data from the US Early Childhood Longitudinal Survey-Birth Cohort ECLS-B , he finds that working from home was associated with more frequent enrichment parent—child interactions, but only for mothers, echoing what was found in Poland by Kurowska The result of increased routine care of fathers through flexitime is most likely due to tag-team parenting Craig and Powell where parents use flexible schedules to increase the time both parents spend with children.

These studies provide us with evidence that we need to look at the intersection between gender and different types of flexible working to better understand how flexible working leads to different outcomes. Furthermore, they enable a better understanding of how different types of flexible working may result in different outcomes for gender equality. Another contribution the papers in this special issue is to examine the intersection between gender and class when examining the outcomes of flexible working.

Many of the existing studies on flexible working focus on professionals e. However, the intersection between gender and class has been shown to be of great importance in understanding how flexible working enables workers to do or undo gender Clawson and Gerstel ; Deutsch The articles in this special issue also try to engage in the analysis of class, to see how there may be distinctions between classes in the way flexible working relate to gendered outcomes. Kim in his analysis of how flexible working may lead to different levels of parent—child interactions, incorporates household structures and income as well as gender.

For example, the positive association between working from home and parent—child interactions was more pronounced among low-income mothers than mid- and high-income mothers. Part-time working only increased enrichment interactions with children for mothers in two-parent families, perhaps reflecting the limited capacity of single-mothers to expand their time on such activities. Part-time working increases parent—child interactions only for fathers from dual-earner households and not for those from single-earner households. This finding reflects the results found in previous studies regarding gender division of labour within households of female-breadwinner families Bittman et al.

By examining the lack of schedule control, Lott also focussed on the less privileged, mostly non-professional, lower-class workers whose work schedule are more often determined by the employer and changed on a daily basis. She found that work—life spill-over is highest for these workers, especially women. Women of the lower working class have fewer financial resources in order to cope with unpredictable and unreliable work hours, for example to pay for public or private childcare. They alone carry the double burden of balancing paid and unpaid work. Chung and Van der Horst a examine the differences between different occupational groups in their analysis of how flexible working leads to increased unpaid overtime hours for men and women, parents and non-parents.

They find that the increase in unpaid overtime hours when workers have control over their schedule was largely driven by the professionals in the model, especially for men. In closer inspection, there seems to be a division within professionals in terms of gender when we consider parenthood. Professional men with and without children seem to increase their unpaid overtime hours especially when they have a lot of schedule control, while professional women with children do not. On the other hand, professional women without children increase their overtime hours similar to that of men, yet again it is questionable whether they will benefit from the same career premium from it Lott and Chung In other words gender matters when it comes to understanding the consequences of flexible working.

Men and women use flexible working in different ways that leads to different outcomes for wellbeing, work—life balance and work intensification. A recurring finding is that women are more likely to or expected to carry out more domestic responsibilities whilst working flexibly, while men are more likely to or are expected to prioritise and expand their work spheres. Consequently, it is women who will fear and are more likely to face negative career outcomes due to flexible working as Chung c shows. However, we need to be careful about understanding such patterns as a matter of choice.

As Lott has argued, family and domestic responsibilities may be understood more as a constraint under which women need to navigate and negotiate their work spheres. Furthermore, we must also conclude that gender is a too general distinction to gain insight in the consequences of flexible working on work—life balance outcomes. A common thread found in all articles in this special issue is that gender must be studied in context; in the organisational, country, family, as well as class context.

First of all, the culture of the organisation matters, such as the prevalence of flexible working in the organisation as well as supervisory support etc. Third, the household structures appears to be important in the outcomes of flexible working. There are differences in single versus dual earners, as well as low- versus higher income families for both men and women as Kim shows us. The occupation of the worker also matters, where the gender discrepancies in the negative spill-over effects, namely working long unpaid overtime hours, of schedule control depend on the occupation you look at as Chung and Van der Horst a show.

Overall, the findings in this special issue seem to indicate that especially in contexts where traditional norms on gender roles are prevalent and where ideal worker culture exists, flexible working may promote a more traditionalised division of labour resulting in hindering rather than supporting gender equality. This is likely because in such contexts, flexible working can lead to women being able to but also having to expand their household burdens, while men expand their work loads. So what can be done to prevent such increase in traditionalisation through flexible working? At the macro level, there needs to be changes in our gender norms and ideal working culture.

In other words, flexible working is not used in a vacuum and as long as our gender normative views about mothers and fathers roles do not change, the way people perceive flexible working will be used by men and women is unlikely to change and will feed into how they will in fact be used. Attention is required, for example via the European Institute for Gender Equality EIGE at the European level, but also other national level bodies for promotion of gender equality in Europe and its member states through delivering expertise and knowledge, and enhancing policies to change normative views of gender roles.

Thus it can be used as a useful tool to help reduce the gender division in childcare and household tasks, and consequently help shift the gender norms of the country. Consequently such policies can also be useful in ensuring that flexible working is not used as a tool to enforce traditional gender roles. Providing better protective mechanisms for workers to ensure that flexible working and blurring of boundaries do not lead to encroachment of family life would also be important policies to be implemented at the national level.

Current labour laws, which is based on a more traditional 9 to 5 job done in the office, may not be sufficient to ensure such protections. One key finding of our research was that when flexible working becomes more of a norm, rather than the exception, this may help workers use flexible working arrangements for work—life balance purposes. Changing the right to request flexible working legislations to ensure that flexible working is more of a right from day 1 on the job, that flexible working is more of a default rather than an exception would be useful in ensuring that it does not lead to stigma or work—life conflict.

At the mezzo and micro level, we need to make sure both workers and managers are aware of the risks of flexible working. For companies, providing good role models of senior managers, especially male senior managers, taking up flexible working for family-purposes and without work spilling over to other spheres of life will be important to show how best to utilise flexible working. Healthy organisations take into account the wellbeing and work family balance of employees, as well as workplace effectiveness Lewis et al.

Building better collective practices of flexible working, where work is not done everywhere and all the time, is crucial. It implies that organisations implement flexible work options under the condition that it is rewarding in a material and unmaterial way for employees and such that it commensurate with it success Lewis et al. To question some of the gendered assumption would be important. One of the challenges is how to take the family situation better into account when implementing work flexibility in such a way that it enhances work—life balance. One of the ways could be to relieve work and household burden, often a double burden for women when they also have a paid job Hochschild and Machung Arrangements for example regulating working hours and applying flexible time-management models suited to the needs of the employee and his or her family.

Other options are a professional network of family support services, including public childcare, elderly care services, different forms of leaves, as well as arrangements to outsource housework De Ruijter and Van der Lippe Of course a discussion is needed who is responsible for these arrangements and to what extent. Is it the individual employee, the country individuals live in, or the organisation of the employee? Most likely this will be a combination of all three, also partly dependent on the welfare regime of the country, and the sector the organisation of the employee belongs to.

Public policies and interventions are for example deeply embedded in Scandinavian culture. They may fit less with the cultures, habits and structures of other European welfare states, but organisations might take the lead more in these welfare states. There are some issues that this special issue has not been able to address. Firstly, we still know very little about how flexible working relate to informal care capacities. Majority existing studies, including the ones in this special issue, deal with flexible working for childcare purposes. On the other hand, flexible working also helps women reduce work family conflict and allow them to work longer than they would've otherwise.

In this sense, exactly how these two rather conflicting dynamics add up in the longer run would be important to examine. Thirdly, more analysis is needed to fully understand the importance of context in not only shaping the outcomes of flexible working, but also how it shapes the gendered nature of flexible working. Our studies have shown that gender norms and long hours cultures have been shown to be important contexts that shape such outcomes. We hope that this special issue has provide some useful steps in the right direction to find these answers out, and that it helps pave the way for future scholars to follow.

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