This screen enables you to define various entitlement details as of a selected effective date, for the selected entitlement type.

To access this window, enter fast path HR195S2 and select Entitlement from the navigation panel.

General

Apply Eff Date Mid-Cycle

This check box is not enabled for ROLLBACK entitlement types or when the Not on Ent Chg check box in Leave Management Parameters is selected. Select this check box to apply new parameters as of their effective date when they occur part way through the entitlement cycle, for example, this could be used to apply an extra day's leave to all employees from a set date. For Accrual entitlement types, the new parameters are applied as of the start of the next tax period. Leave this check box blank to apply new parameters in the next entitlement cycle.

Note: You cannot select this check box if the Incr Entl Mid-Cycle field in Annual Entitlement - Service Based is set to S.

Apply Birthdays

This check box is only enabled when the Entitlement Type is ANNUAL and Entitlement is in Days.

Select this check box to apply restrictions to the booking of an absence which will only allow the absence to be taken on the employee’s birthday or on the nearest working day before or after the birthday. The absence request can only be one whole day in length.

Note: The nearest working day will take account of intermediate standard dates unless they are set to be ‘E’xcluded or are set to ‘A’sk.

Apply Projected End Date

This field is only enabled if the Entitlement to Projected End Date check box in Leave Management System Parameters is selected. Select this check box if the entitlement for employees on a fixed term contract should be ended inline with their projected end date (accessed from the Contract tab in Employee Post Holding Details).

When this check box is selected, the employee's absence entitlement is updated if the projected end date changes.

Min Absence Service

Enter the minimum length of the employee’s service or life time hours to qualify the absence for payment, as of the absence start date. This field is used in conjunction with the following two fields.

Service Type

Enter H (for life time hours only), D, W, M or P to indicate whether the service period type is hours, days, weeks, months or shifts worked.

If H is entered, the Service Type Accumulator window is displayed, where you can specify the pay element used to accumulate the hours worked. The hours in this accumulator (at the end of the pay period prior to the absence start date) and the number of hours worked between the last paid date and the absence start date (derived from the employee's work pattern) are totalled and compared to the minimum number of life time hours specified to determine whether payment is permitted.

Calc Pt

This field is not available if you have entered H in the Service Type field. Enter C to indicate that the employee’s minimum service is calculated from the current start date, or enter O to indicate that the original start date is used.

Allow Buy/Sell Indicator

This field is not enabled for ACCRUAL and actual entitlement types that are category-based or dual level. Enter one of the following to indicate whether entitlements for the selected absence can be bought or sold:

• B - Allows entitlement to bought only.
• S - Allows entitlement to be sold only.
• N - Does not allow entitlement to be bought or sold.
• Y - Allows entitlement to be bought or sold.

Negative Entitlement Balance

Enter one of the following codes to indicate whether negative entitlement balances are permitted, or select one from the drop-down list:

• ALLOW - this enables employees to take leave before they have earned it, resulting in a negative entitlement balance. If the period is paid, the whole leave period is paid.
• DISALL - this prevents leave being entered that exceeds the outstanding entitlement.

Entitlement Calculation Point

This field is only enabled for ACTUAL entitlement types. Enter SU to calculate entitlement as of the end of the last whole service units worked prior to the absence start date or EP to calculate entitlement as of the end of the last paid tax period.

Keep Whole Year Entitlement

This field is only enabled for ANNUAL entitlement types. Select this check box if the entitlement for the whole year is to remain the same for an employee who has had a post change with no changes to their service conditions (work pattern, contract hours, and FTE). Any other entitlement rounding rules that have been applied will also be taken into account.

Ignore Ent Change Pro Rata Calc

This field is only enabled for ACCRUAL entitlement types. Enter Y to apply the accrued entitlement in full for the first part of the period if the accrued entitlement ends in the middle of a pay cycle. This effectively bypasses the pro rata calculation which is applied if this field is blank.

Use Crnt Ent (Hist Abs)

This check box is only enabled if the Entitlement Calculation Point is set to EP. Select this check box to use the currently accrued entitlement when processing historic absences. Alternatively, leave this check box blank to recalculate the entitlement as of the end of the pay period in which the absence ends when processing historic absences.

For example, where the entitlement has been accrued up until the end of June and an absence is entered that falls in April, all the entitlement up to the end of June is made available for processing the absence in April when this check box selected. If the check box was blank, the entitlement would be reworked as at April and only this entitlement amount would be available when processing the absence.

Paging Area

Effective Date

Enter the date as of which these entitlement details are effective.

Entitlement

Select WINDOW in this field to display one of the following entitlement windows, where you can define the entitlement rules for the relevant entitlement type:

• Annual Entitlement - Service based or Age based.
• Actual Entitlement.
• Accrual Entitlement.
• Rollback Entitlement - Service based or Age based.

These windows enable you to define the entitlement rules for the relevant entitlement type. For example, the number of hours entitlement accrued for each month’s employment for an entitlement type of actual. There may be different levels of accrual, for example after 0 months of service, you are entitled to x days per month, whereas after 12 months of service, you are entitled to x+1 days per month.

Norm/Addtl Pay

This field is only enabled if the Absence Pay Calc Method field in Leave Management Parameters is set to A, E, or H. Select WINDOW to display Absence Pay Periods For Average Pay where you can specify parameters for calculating Normal/Additional Pay.

Term Norm/Addtl Pay

This field is only enabled if the Terminate Pay Calc Method field in Leave Parameters Additional Detail is set to A, E, or H. Select WINDOW to display Termination Pay Periods for Average Pay where you can specify parameters for calculating Normal/Additional Pay on termination.

Note: If you do not define Normal Pay calculations in the above two fields for the Average Pay method, or if the system cannot calculate the Normal Pay, for example, for a new starter, the default Normal Pay value defined in Employee Absence Parameters is used.

O/T Norm Pay

This field is only enabled if the Absence Pay Calc Method field in Leave Management Parameters is set to A. Select WINDOW to display Absence Pay Periods for Overtime where you can specify parameters for calculating Normal Pay for overtime payments.

Rnd'ing Rules

This field is not available for ROLLBACK entitlement types. Select WINDOW to display Absence Entitlement Rounding Rules, where you can specify the rounding methods used.

Rollback Parameters

This field is only available for ROLLBACK entitlement types. Select WINDOW to display Rollback Settings, where you can specify the rollback properties.

Exc. Abs Typ

This field is only available for ACTUAL entitlement types. Select WINDOW to display Absence Types Excluded from Service, where you can specify which types of absence are excluded from length of service calculations used to accrue entitlement.

Additional

Select expand to display the following fields:

Requires Authorised Cert

Enter Y if an authorised certificate is required for the absence before it qualifies for payment.

Duration PE

Enter the ID of the R type notional pay element to use for accumulating the hours lost during the duration of the absence period, or select one by selecting window to display Pay Element Selection. The duration pay element, if specified, is created and populated when the absence payment is generated and can subsequently be included in the unit accumulators if required.

Buttons

Bal Band Rules

This button is only displayed for ACCRUAL and actual entitlement types that are not category-based or dual level. Click this button to display Balance Band Rules, where you maintain balance band rules.

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