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MAINTAIN LEAVE POLICIES#

Leave policies are defined and maintained on the Define Leave Policies (IALP) form.

The AC Action for a specific component will default from the Attendance Components table. You can change the value of the AC Action as long as you go down the list. For example, if the AC Action defaults in as 'Calculate', it can be changed to any of the following: 'Log to Leave Line', 'Store on Accrual', or 'Log and Accrue'. However, if the AC Action defaults in as 'Store on Accrual', it should not be changed to 'Calculate'. The order of hierarchy is ‘Calculate’ -> ‘Log to Leave Line’ -> ‘Store on Accrual’ -> ‘Log and Accrue’.

Leave Policies data is maintained on the P2K_AT_LEAVE_POLICIES, P2K_AT_LEAVE_POLICY_DETAILS, P2K_AT_LEAVE_POLICY_COMPONENTS, and P2K_AT_SERVICE_LEVELS tables.

Leave Type

This field holds the user-defined code that distinguishes the type of leave for which the policy is being defined. Leave_Type_Code is a mandatory 16-character alphanumeric field that you must retrieve from the LOV.

Leave Policy

This is a unique identifier of the policy Leave_Policy_Code is a mandatory 16-character alphanumeric field that must be manually entered.

This function is date sensitive and changes made in these areas below the date navigator may be split with a new effective date.

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Leave Policy Details tab#

Description

This field holds the user-defined description of the leave policy entered. Description is an optional 50-character alphanumeric field that may be manually entered.

Policy Start

Policy Start is the date at which the leave policy year takes effect. Policy_Start_Date is a mandatory date field.

End Date

End Date is the date at which the leave policy year ends. Policy_End_Date is an optional date field.

Frequency

If the policy is to be processed based on a specific frequency that frequency needs to be indicated here. Frequency is an optional 16-character alphanumeric field that the user must either manually enter or retrieve from the LOV.

LWOP Time Code

This field contains the user-defined time code that identifies where the time is to be extracted from when an employee does not have sufficient time available to take from the bank. For example, if an employee only has 10 hours in their vacation bank but wishes to take 15 and no cascading has been defined, then the additional 5 hours will come from the policy for which the time code in this field is associated to. Time_Codes is a mandatory 16-character alphanumeric field that the user must either manually enter or use the LOV to choose their option.

If you are setting up a LWOP (Leave without Pay) policy then you must ensure that the leave type is NOT indicated on the time code (IDTC) until after the time code is attached to the policy. Remember to go back to IDTC and attach the 'LWOP' leave type to the LWOP time code.

Leave Policy Basis

This field defines which unit of measure will be used to track the time for this policy. Leave_Policy_Basis is a fixed lexicon (X_TIME_BASIS) that the user may use to choose the mandatory value.

Service Time Basis

If service is needed to calculate the policy entitlement, this field indicates which unit of measure will be used to track the service time. Service_Time_Basis is a fixed lexicon (X_TIME_BASIS) that the user may use to choose the mandatory value.

Time Warning Rule

This field identifies the rule to be used when the time taken exceeds what is available to take. There are 3 rules to select from.

‘No Warn, Allow’
• No warning message will be given to the user when time entered exceeds the balance available to the employee.
• The time entered is not adjusted.
• Allows the accrual balance to go negative.

‘Warn, Allow Time’ AND ‘Warn, Allow Max’
• A warning message will be given to the user when time entered reaches or exceeds the balance available to the employee.
• The time entered is not adjusted.
• Allows the accrual balance to go negative.

‘Error, Do not Allow’
• A warning message will be given to the user when time entered exceeds the balance available to the employee.
• Time entered will be reduced to the maximum balance available, all time in excess of the available balance will be sent to LWOP (leave without pay).
• Does not allow the accrual balance to go negative.

Time_Warning_Rule is a fixed lexicon (X_TIME_WARNING_RULE) that the user may use to choose the mandatory value.

Accrual Begin Rule

‘Policy Date Method’
• The ‘Accrual Start Date’ will be derived from the ‘Policy Start’ indicated above.
• The 'Accrual Start Date' will be the day and month (DD-MMM) of the Policy Start date value and the year being processed by the attendance calculation routine(UACALC or UPCALC).
• This will be the same for all employees with this policy unless the employee was hired after the start of the accrual policy year, then the ‘Accrual Start Date’ would be their hire date.

‘Service Date Anniv.’
• The ‘Accrual Start Date’ will be derived from the ‘Service Date’ in AC 110.
• The 'Accrual Start Date' will be the day and month (DD-MMM) of the 'Service Date'value and the year being processed by the attendance calculation routine(UACALC or UPCALC).
• This will make the accrual policy year different for each employee with this policy.

‘From First Day Taken’
• The ‘Accrual Start Date’ will be the ‘Start Date’ of the leave line created for time being taken from the accrual.
• The ‘Accrual End Date’ will be one year from the ‘Accrual Start Date’.
• This type of policy will not automatically roll over to a new policy year.

‘Each Occurrence’
• This type of accrual would be created to allow employees to receive an entitlement per incident.
• For example, employees receive 3 days of Bereavement leave with each occurrence per pay period.
• The ‘Accrual Start Date’ will be derived from the ‘Policy Start’ indicated above.
• The 'Accrual Start Date' will be the day and month (DD-MMM) of the 'Policy Start'value and the year being processed by the attendance calculation routine(UACALC or UPCALC).
• This will be the same for all employees with this policy unless the employee was hired after the start of the accrual policy year, then the ‘Accrual Start Date’ would be their hire date.

Accrual_Begin_Rule is a fixed lexicon (X_ACCRUAL_BEGIN_RULE) that the user may use to choose the mandatory value.

Leave Reason Required

If this toggle is ON, the Leave Line Details popup box that appear in the IPTR/IPPH screens will always be invoked to allow users to enter a leave reason. If this toggle is OFF, the Leave Line Details pop-up box will only appear when the time warning rule is invoked. Leave_Reason_Required is an optional toggle field.

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Components tab#

Seq

The sequence specified is the order in which the Attendance or Payroll Calculation program will process the attendance components.
High Line does not recommend changing the sequence numbers unless supervised by a High Line consultant.
Component_Sequence is a mandatory 5-character numeric field that will default in from the attendance component.

AC Code

This field displays a system-provided code to define the Attendance Component. All AC codes begin with the letter “A” followed by a 3 or 4 digit number. Definitions of each of the Attendance Components may be found in the “Detailed Information on Attendance Components” later in this manual. Users must now determine the AC codes needed to create their attendance policies. AC_Code is a mandatory 16-character alphanumeric field that the user must either manually enter or retrieve from the LOV.

Rule

High Line provides a 2-digit code to describe the possible options available for each attendance component. The rules shown are applicable to the highlighted attendance component in the AC Code field of the form. AC_Rule_Code is a mandatory 2-character numeric field that the user must manually enter or use the LOV to choose their option.

Component

This field holds a High Line provided description of the attendance component code entered. Component is an optional 50-character alphanumeric field that will default in from the attendance component.

Rule

This field shows a High Line provided description of the attendance component rule entered. Rule is an optional 50-character alphanumeric field that will default in from the attendance component rule.

Value

If any of the attendance components refer to a value, that value must be entered here. Field_Value is an optional 200-character alphanumeric field that the user must manually enter.

Action

This is the action that will be performed by this attendance component. The actions include:

Calculate -Will cause the attendance component to calculate the number, date or value. The result will not be logged to a leave line, printed on a register or stored on the leave accruals record. The result may, however, be used as part of another attendance component that will be logged or stored.

Log in Leave Line - (Includes Calculate) - Will cause the calculated attendance component to be logged to a leave line. This action is necessary for the components that must be reported on the pay register.

Store on Accrual -(Includes Calculate) - Will cause the calculated attendance component to be stored on the accrual of the employee.

Log an Accrue -(Includes Calculate) - Will cause the calculated attendance component to be stored on both the accrual and leave line. This action is necessary for the components that must be reported on the pay register.

Enter Leave Line

If this toggle is ON, the attendance component may be entered on a leave line for user data entry as well as the data being retrieved from the leave lines by the attendance routine. If this toggle is OFF, the attendance component cannot be used on leave lines and no data will be retrieved. Enter_Leave_Line is an optional toggle field.

Value Override

If this toggle is ON, an override value for this attendance component may be entered on a leave line for user data entry. If this toggle is OFF, the value of the attendance component cannot be overridden on a leave line. Allow_Value_Override is an optional toggle field.

PC Code

For the following attendance components, a pay component may be defined:A300, A340, A350, A360, A700, A780, A910, A920. PC_Code is an optional 16-character alphanumeric field that the user must either manually enter or use the LOV to choose their option.

Abbreviation

This field provides a user-defined description of the pay component entered. Abbreviation is an optional 50-character alphanumeric field that will default in from the pay component.

Element Code

If any of the attendance components from the list below are selected and the rule used references an element, that element must be listed here. Element is an optional 16-character alphanumeric field that the user must either manually enter or use the LOV to choose their option.

UserCalc Code

If any of the attendance components indicated below are chosen along with Rule 00, or if there is additional logic that is to be processed at this point, a UserCalc needs to be defined: User_Calc_Code is an optional 16-character alphanumeric field that the user must either manually enter or retrieve from the LOV.

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Service Level tab#

Service Up To

Based on the service time basis indicated on the Leave Policy (IALP) form, what is the level of service needed for the entitlement being defined? This is the up-to but NOT including maximum service time allowed using this evaluation rule. Service_Time_Up_to is a 5-digit numeric field that the user must manually enter.

Entitlement Time

Based on the leave policy basis defined on the Leave Policy (IALP) form, what is the amount of the entitlement at the service level indicated? Period_Entitlement is an optional 16-digit numeric field that the user must manually enter.

Policy Basis

This field defaults in from the leave policy basis defined on the Leave Policy (IALP) form. May not be updated.

Period Given

This period indicates how often this entitlement is given. Period_Entitlement_Basis is a fixed lexicon (X_PERIOD_BASIS) that the user may use to choose the mandatory value.

Time Worked %

If the attendance component A260, Rule 05 is chosen then the percentage needs to be defined. Time_Worked_Percent is a 5-digit percent field that the user must manually enter.

Regular Earnings %

If the attendance component A500, Rule 02 is chosen then the percentage needs to be defined. Reg_Earnings_Percent is a 5-digit percent field that the user must manually enter.

Legal Earnings %

If the attendance component A540, Rule 02 is chosen then the percentage needs to be defined. Legal_Earnings_Percent is a 5-digit percent field that the user must manually enter.

Abs Earnings %

If the attendance component A520, Rule 02 is chosen then the percentage needs to be defined. Abs_Earnings_Percent is a 5-digit percent field that the user must manually enter.

Suppl Earnings %

If the attendance component A510, Rule 02 is chosen then the percentage needs to be defined. Suppl_Earnings_Percent is a 5-digit percent field that the user must manually enter.

Rolling Cap

If the attendance component and rule below is chosen, a rolling cap for the amount owing needs to be defined. Rolling_Cap is an 18-digit numeric field that the user must manually enter.

Entitlement Cap

If any of the attendance components (with the indicated rule) below are chosen, an entitlement cap needs to be defined: A320 Rule 03, A330 Rule 02, A900 Rule 02 or 04. Annual_Entitlement_Cap is an 18-digit numeric field that the user must manually enter.

Year End Cap

If the attendance component below, along with either of the rules is chosen, a year-end cap needs to be defined: A900 Rule 03 or 05. Yearly_Cap is an 18-digit numeric field that the user must manually enter.

Special Earnings %

If the attendance component A530, Rule 02 is chosen then the percentage needs to be defined. Special_Earnings_Percent is a 5-digit percent field that the user must manually enter.

User 1%

If the attendance component A550, Rule 02 is chosen then the percentage needs to be defined. User1_Earnings_Percent is a 5-digit percent field that the user must manually enter.

User 2%

If the attendance component A560, Rule 02 is chosen then the percentage needs to be defined. User2_Earnings_Percent is a 5-digit percent field that the user must manually enter.

User 3%

If the attendance component A570, Rule 02 is chosen then the percentage needs to be defined. User3_Earnings_Percent is a 5-digit percent field that the user must manually enter.

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Cascade#

Seq #

This field is used to prioritize in which order the time codes will be used when cascading occurs. Sequence a 5-digit numeric field that the user must manually enter.

Time Code

The time indicated in this field will represent the policy from which time will be extracted when cascading occurs due to the employee having insufficient time in the bank. For example, the cascade for Vacation has been set up as first, Sick and second, Personal Leave. Time_Codes is a mandatory 16-character alphanumeric field that the user must manually enter.

Description

The description will default from the time code that has been selected and cannot be modified. Description is a 50-character alphanumeric field that will default from the time code chosen.