Enables you to view and maintain an employee’s absence entitlement, and enter entitlement lines for different types of absence. You can also use this screen to update an employee’s entitlement for Actual and Accrual entitlement types, or query an employee’s future entitlement for Actual, ANNUAL or Accrual entitlement types.

An employee’s absence entitlement for one or more absence types is calculated and recorded based on the absence rules defined in the leave management parameter which is linked to the employee’s service condition. The entitlement cycle length is not necessarily a year, and is defined in the leave management parameters. An absence type may have more than one entitlement line (entitlement record) for an entitlement cycle if their entitlement changes, for example, if their post or service condition has changed.

Note: You must ensure entitlement lines exist for the previous entitlement cycle for absences with carry forward figures.

When an absence is entered, an entitlement line is automatically created for the employee and absence type as per the following:

• The entitlement for a PAYSSP, RECORD or ROLLBACK type absence starts at the beginning of the employee’s employment or post, and is not created on an entitlement cycle basis.
• The ACCRUAL, ACTUAL and ANNUAL entitlement types are created on an entitlement cycle basis as per the parameter definitions, which can be annually if required. In addition, you can define an ACTUAL entitlement type that is open-ended by setting the Entitlement Period field to zero in the relevant leave management parameter.
• Category-based ACCRUAL and ACTUAL entitlement types have two entitlement pots where the second pot starts accruing entitlement once the first one is full, that is, when the remaining entitlement is equal to the limit specified on the parameter.
• Dual level ACTUAL entitlements have two levels of entitlements which can be paid at different percentage rates of pay. Higher level entitlement is accumulated to the maximum permitted before the lower level entitlement is accrued.
• Pro-rata type entitlements are used if balance band rules have been specified against the leave management parameter. The entitlement is accrued against the pro-rata pot and moved into the entitlement pot on the anniversary date.
• The generated entitlement line does not have any entitlement values for ROLLBACK entitlement types as these are only determined when an absence period is processed.
• The generated entitlement line does not have any entitlement values for PAYSSP entitlement types as this entitlement type is used for paying SSP only and is not used in any calculations because SSP is a legislative requirement.

To access this window, enter fast path HR195S3.

Selection

Enter selection criteria in any of the following fields and click Search to display the matching entitlement details in the paging area.

Current

Select this check box to only display current entitlement details, or leave blank to display all entitlement details including historic and future-dated details.

Assoc

This check box is only displayed if the Display Absence Type Indicator field in Leave Management System Parameters is set to 3. Select this check box to only display absence types that are associated with the employee's service conditions in the following field:

Abs Type

Select the absence type from the drop-down list for which you want to display entitlement details.

Abs Post

Select the post for which you want to view entitlement details by clicking window to display Employee's Post Selection.

Note: The posts available for selection are limited to the posts to which the current operator has access.

Paging Area

When you are adding a new entitlement line, Absence Entitlement Calculation is displayed where you can enter the absence type, the entitlement year and indicate the posts to which these entitlement details apply.

Abs Type

Display only. The absence type to which the entitlement line applies.

Post

Display only. The employee's post to which the entitlement line applies.

Start Date

Display only. The date on which the entitlement year starts.

Note: The entitlement for an accrual type absence starts at the beginning of the employee’s employment or post, and is not created on an annual basis.

End

The date on which the entitlement year ends, which you can amend if required.

Period

Displays H or D to indicate whether the entitlement unit type is hourly or daily.

Calc Type

Display only. The entitlement type.

Notes

Click window to display Maintain Note Detail, where you can enter any notes or comments you want to record.

Additional

Click expand to display the following fields:

Entitlement

The number of entitlement units as calculated according to the rules defined in Leave Management Parameters. Click window to open Entitlement Breakdown which displays a breakdown of the entitlement into Carry Forward and Mid-Cycle Carry Forward entitlements.

Extra

Enter the number of extra entitlement units given to the employee, if applicable. You can enter a negative amount if a deduction is required.

B/Fwd

Display only. The number of entitlement units brought forward.

Bought

Display only. The number of entitlement units bought by the employee.

Sold

Display only. The number of entitlement units sold by the employee.

Taken

Display only. The number of entitlement units taken against the selected entitlement.

B/F Used

Display only. The number of brought forward entitlement units that have been used.

Use By

The date by which brought forward entitlement units must be used, which you can amend if required.

B/F Rem

Display only. The number of brought forward entitlement units remaining.

Remain

Display only. The number of entitlement units remaining, calculated from the previous fields.

Calc Date

This field is only applicable to Actual and Accrual entitlement types. Display only. The date when the absence entitlement was last calculated. This field is blank, if the last pay date is prior to the entitlement start date.

View Transactions

This field is only for LIEU and FLEXI entitlement types. Window in to access the Additional Hours Transactions window to view the transaction records used to calculate the entitlement balance.

Pro-rata

This field is only displayed for ACTUAL and Accrual entitlement types that have balance band rules defined. Display only. The pro-rata value that has been accrued according to the rules defined in the Balance Band section in Leave Parameters Additional Detail.

Last Update:

This field is only displayed for ACTUAL and Accrual entitlement types that have balance band rules defined. Display only. The date as of which the pro-rata value was calculated.

View Ent

This field is only displayed for rollback entitlement types. Click window to display Rollback Entitlement Details, where you can view the employee’s entitlement as of a given date and enter an additional entitlement line for the duration of the entitlement period or part of the entitlement period.

Category

This field is only displayed for category-based ACCRUAL and actual entitlement types. Click window to display Absence Category Entitlement Details, where you can view the entitlement for each category and assign extra entitlement units, if required.

Dual Level

This field is only displayed for dual level actual entitlement types. Click window to display Absence Dual-Level Entitlement Details, where you can view the entitlement for each level and assign extra entitlement units, if required.

Terminate

Display only. The number of entitlement units recorded for the termination adjustment in Absence Entitlement Buy & Sell, if the employee has an end date that falls within the entitlement period. This field isn't visible when Delay Termination is set and the employee's entitlement hasn't been terminated.

Pre-Terminate

Display only. The actual calculated entitlement as at the employee's end date. This is only applicable for annual entitlement types. This field is only visible if Delay Termination is set and the employee's entitlement hasn't been terminated. Once entitlement has been terminated, this field is no longer visible and the Terminate field is shown.

Units at Addtl Rate

Click Window to display Units Paid at Additional Rate, which displays the Additional Rate Entitlement for the employee.

Buttons

Click change to enable the following buttons, depending on the entitlement type.

Update Entl

This button is only enabled for Actual or Accrual entitlement types. Click this button to update an employee’s entitlement. This checks the date of the last payroll, and calculates the entitlement accordingly.

Note: You must update the employee’s entitlement after terminating a supplementary run to ensure the units worked in the supplementary run are included for Accrual entitlement types.

Ent Enquiry

This button is only enabled for Actual, Accrual or ANNUAL entitlement types. Click this button to display Absence Entitlement Enquiry, where you can perform a query on future entitlement for an employee.

MD195S3

Related knowledgebase articles

• KB0010608: Leave Management in ResourceLink