To define an absence element:Define an absence element in the Element window.
US and Canada Payroll only: If you want to process the absence element in the payroll run, initiate it on the Earnings window instead of using the Element window.
Mexico only: If you want to process the absence element in the payroll run, initiate it with the Element Design Wizard instead of using the Element window.
Spain only:If you want to compute the social security earnings you must use the predefined elements for Sickness Details, Maternity Details, Part-time Maternity Details, Pregnancy-at-Risk Details and Adoption Details.
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.
Suggestion: Give the absence element and its absence type the same name, or coordinate the element name with the type name. For example, for the absence type Compassionate Leave, name the element Compassionate Leave or Compassionate Leave Absence.
Enter a reporting name, for display on reports.
If you are creating a recurring absence element, select your absence element event group in the Proration Group field. This field is only available to Oracle Payroll users in certain localizations.
Select the processing type.
Select Recurring if you want to be able to process absences that do not have an end date and you want to apportion absence time correctly across payroll periods.
Note: You can only select Recurring if you use Oracle Payroll and the Proration functionality is enabled for your localization. (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.
If this is an absence element for a PTO accrual plan, do not select Process in Run. Uncheck this box if necessary.
If the element is recurring, ensure that the Process in Run box is checked so that the absence duration can be calculated by the payroll run.
If employees must be a certain age or have served for a certain number of years to be allowed this absence, enter this information in the Qualifying Conditions region.
Note: If this is an absence element for a PTO accrual plan, the plan setup relates length of service to accrued time off. Do not make an entry here for length of service.
Save the element, then choose the Input Values button.
In the Input Values window, create an input value to hold the amount of time taken. Select units of Day, Hours in HH format, or Hours in Decimal Format (to one, two, or three decimal places).
If you are defining an absence element for a PTO accrual plan, give the input value the name Hours or Days, to accord with the unit of measure of the plan. When you define the plan using the Accrual Plan window, this input value name appears in the Units field of the Absence Information region.
Attention: If you select Required for an input value, you must select this input value on the Absence Attendance Type window. Do not select Required for more than one input value.
New Zealand users only: You must also create the following input values:
Seasonal Shutdown - for Annual Leave and Annual Leave Termination elements
Number of complete weeks - for the Special Leave and Protected Voluntary Service Leave elements.
You can define minimum and maximum days or hours that can be entered in an absence record. 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.
Select Error for the system to issue an error message and prevent users from saving an entry that breaches 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.
Select eligibility criteria for this absence element, if appropriate. If you want to make the element available to all employees, do not select any criteria.
Save the link. Then define the absence type associated with this absence element.