Oracle Absence Management

By
Himanshu Goel
2nd July’2008
Process Overview

• The Absence Management process enables employees or managers to

enter absence–related information in SSHR. They can submit a planned
absence request (before the absence is taken) or a confirmed request.

• Managers can approve/reject the leave. They can also view a history of
absences they have taken.

• HR Specialist can manage absences through PUI. Generate reports for

absences. Define new absence types and run accrual process.
Absence Management

• Absence Management process can be divided in two sub-processes :

– Absence Management (PUI – Professional User Interface)

– Absence Management (SSHR – Self Service HR)

Players And Roles
Players Role

HR Specialist HR Specialist define new absence types, set leave

balance for employee, record absences through PUI.
Run Accrual process. Generate Absence reports and
view the absence history data through PUI.
Employee Employee initiates leave request through Employee
self-service
Line Manager Line Manager can approve/reject leave request initiated
by employee
Objectives

By the end of the training session participants will be able to:

• Define Element Type

• Define Element Link
• Define Absence Reason
• Define Absence Type
• Record absence for an employee through PUI
• View absence history
• List employees by absence type
 Define Element
• For defining an element, set
effective date to 01-Jan-1900

Enter details :

• Name
• Reporting Name
• Primary Classification
• Type (Non-Recurring)
• Termination (Actual)
• Multiple Entries allowed
(checked)

• Define Input Values :

• Duration
• Comments
Navigation:
• Global HRMS Manager > Total Compensation >
Basic > Element Description
 Define Element Link
• For defining an element link,
set effective date to 01-Jan-
1900

Enter details :

• Name
• Link To All Payrolls (Checked)
• Costable Type (Not Costed)

Navigation:
• Global HRMS Manager > Total Compensation >
Basic > Link
 Absence Category, Absence Type & Absence Reason

Absence Category Absence Type Absence Reasons

Family Leave Paid Maternity/Paternity Birth Of a child

Adoption of a child

Dependent Care Child Care

Elder Care

Disabled Care
 Define Absence Category
• Absence Category is a lookup type. Search
ABSENCE_CATEGORY lookup type.

For adding new absence category, enter:

• Code

• Meaning

• Description

• Tag (Optional)

• Enabled (checked)

Navigation:
• Global HRMS Manager > Other Definitions >
Application Utilities Lookups
 Define Absence Reason
• Absence Category is a lookup type.
Search ABSENCE_REASON lookup type.

For adding new absence reason, enter:

• Code

• Meaning

• Description

• Tag (Optional)

• Enabled (checked)

Navigation:
• Global HRMS Manager > Other Definitions >
Application Utilities Lookups
 Define Absence Type

• Use the Absence Attendance Type window to

define an absence type and associate it with an
element.

To define an absence type:

• Enter a name and category for the absence
type.

• In the Associated Element region, select the

element defined for this absence type.

• In the Balance region, select Increasing if you

want each absence entry to add to a running
total of time taken to date.

• Optionally, select reasons that are valid for

entries of this type of absence.

• Save the absence type.

Navigation:
• Global HRMS Manager > Total Compensation >
Basic > Absence Types
 HR Records Absences

HR Specialist can enter absence details in

absence screen.

• Following details needs to be entered:

• Absence Type

• Absence Reason

• Absence Start Date

• Absence End Date

• Authorized By

• Save Record

Navigation:
• Global HRMS Manager > FastPath > Absence
 Leave Request : Initiate Absence Request

Employee can initiate Leave request by clicking

on “Create Absence”.

Enter following details :

• Absence Status

• Absence Type

• Absence Reason (optional)

• Start Date

• End Date

• Comments

• Click next button.

Navigation:
• Employee Self-Service > Absence Management
 Leave Request : Review absence details

• Review the
absence details
and then click
Submit.
 Leave Request : Receives Notification
Line Manager receives notification
in his worklist.

• Click notification in worklist.

• View the details.

• Enter comments

• Send back to employee, if

more information is required,
by clicking on “Request
Information” button.

• Approve/Reject the
notification.

• Employee receives
notification about
approval/rejection of leave.
Navigation:
• Manager Self-Service > All Actions
Awaiting Your Attention
PTO Accruals
 Accrual Plan Structure
• An accrual plan is used to define
the rules for a type of PTO.

• It can be used to calculate how

much time has been accrued
and how much has been taken
by an employee.

• The count of time taken is

calculated by adding up all the
days taken by a person for a
particular absence type.
 Create Accrual Plan
Enter following details :

• Plan Name

• Accrual Category

• Accrual Start

• Description (optional)

• Accrual Formula

• Carry Over Formula

• Element Name & Units.

Navigation:
• Global HRMS Manager > Total Compensation >
Basic > Accrual Plans
 Define Accrual Band
• Accrual Bands
window helps us to
define the length of
service bands for an
accrual plan.
 Define Net Calculation Rules
• Use this window to
define your plan’s
calculation needs to
take account of other
values.

• The default rules

cannot be modified.
 Seeded Accrual/Carryover Formula’s

• PTO_PAYROLL_CALCULATION / PTO_PAYROLL_CARRYOVER

– An accrual term of one year starting 01-JAN;

– An accrual frequency based on the assignment’s payroll period. The

assignment MUST have a payroll assigned to them and PTO accrues on the
final day of the payroll period, every period regardless of whether the payroll
has been run;

– Accrual amounts, maximum carry over, and ceilings are based on length of
service and are defined in the Accrual Bands screen (off the Define Accrual
Plan screen);

– Carry over is effective from 31-DEC and expires on (i.e. must be used by) 31-
DEC the following year;
 Seeded Accrual/Carryover Formula’s

• PTO_SIMPLE_MULTIPLIER / PTO_SIMPLE_CARRYOVER

– An accrual term of one year starting 01-JUN;

– An accrual frequency of one month (so it is not dependent on a payroll);

– Accrual amounts and ceilings are defined within the formula (so the Accrual
Bands window is not required);

– The formula sets accrual amount at two days per month, an accrual ceiling of
20 days

– Carry over is effective for one year from 31-MAY

 Seeded Accrual/Carryover Formula’s

• PTO_ROLLING_ACCRUAL / PTO_ROLLING_CARRYOVER

– An accrual term of one year with no fixed start date. Accruals are calculated for the
previous 12 months

– An accrual frequency of one month (so it is not dependent on a payroll);

– Accrual amounts and ceilings are defined within the formula (so the Accrual Bands
window is not required);

– The formula sets accrual amount at two days per month, an accrual ceiling of 20
days

– Carry over is not relevant since the accrual term never ends, but rolls forward.
PTO is lost if it is not used within 12 months.
References
• Oracle® Human Resources Management Systems Compensation and Benefits Management
Guide Release 12 Part No. B31613-02

• Metalink Note 302584.1 - Display accrual balances in SSHR - Leave Of Absence.

Questions?
Thanks