Oracle Absence Management

Process Overview

The Absence Management process enables employees or managers to

enter absencerelated 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-Jan1900

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
Family Leave

Absence Type
Paid Maternity/Paternity

Absence Reasons
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 plans
calculation needs to
take account of other
values.

The default rules

cannot be modified.

Seeded Accrual/Carryover Formulas

PTO_PAYROLL_CALCULATION / PTO_PAYROLL_CARRYOVER
An accrual term of one year starting 01-JAN;
An accrual frequency based on the assignments 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) 31DEC the following year;

Seeded Accrual/Carryover Formulas

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 Formulas

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