Enables you to define or amend a set of leave management parameters. You then associate the leave management parameters with a service condition and absence type combination. The service condition can then be associated with employees.

To access this screen, enter fast path HR195S2.

Selection

Parameter

Enter the ID of the leave management parameter that you want to maintain, or select one from the drop-down list.

If the leave management parameter does not exist, a prompt is displayed allowing you to create the new parameter. If you choose to create the new leave management parameter, Copy Absence Parameters is displayed, where you can copy an existing leave management parameter and amend the details.

Absence Parameters

Short Description / Long Description

Enter the short and long descriptions of the leave management parameters set.

Entitlement Type

Enter the code of the entitlement type, or select an entitlement type from the drop-down list. The options are set up in the IENTYP narrative category.

Entitlement Unit Type

Enter H, D or W to indicate whether the entitlement type is hourly, daily or weekly. Weekly entitlement types can only be used for rollback entitlement types and are processed based on the number of working days in the week.

Entitlement Basis

This field is only enabled for Annual and Rollback entitlement types. Enter A to indicate that the entitlement is based on the employee’s age, or leave blank if the entitlement is based on the employee’s service.

Specific Dates Start

This field is only enabled if the entitlement type is ANNUAL, ACTUAL or ACCRUAL and the following field is blank. Enter the day and month on which the entitlement year starts, for example, 0101 to indicate the 1st January. The corresponding end date is then displayed, which in this example would be 3112 for the 31st December. Alternatively, you can leave this field blank and select an anniversary on which to base the entitlement year by completing the following field:

Ent Year Anniversary

This field is only enabled if the previous field is blank. This field defaults to S if the entitlement type is RECORD or PAYSSP and cannot be changed. Enter one of the following to indicate the type of anniversary on which to base the entitlement year:

Start Date Anvsry Ind

This field is only displayed if the previous field is set to S. This field defaults to C if the entitlement type is RECORD or ROLLBACK and cannot be changed. Enter C if you want to use the employee’s current start date as the anniversary, or enter O if you want to use the employee’s original start date as the anniversary.

Part Period Pro-rata Type

This field is not enabled for RECORD or PAYSSP entitlement types. Enter the pro-rata method used for part periods, or select one from the drop-down list. The options are set up in the GLAPRO narrative category. The FULL option is only available for ANNUAL entitlement types, and allocates the full entitlement amount to an employee regardless of when they started.

Not on Ent Chg

This check box is only displayed for ANNUAL entitlement types that have the MONTH part period pro-rata calculation type selected. Select this check box to prevent entitlement being pro-rated when an employee's entitlement changes, for example, if they change posts. When this check box is selected, the start date of the month in which the change occurred is used to calculate entitlement provided the entitlement start date is the same as the entitlement anniversary day. If the entitlement start date and entitlement anniversary day are different, then the anniversary day prior to the entitlement start date is used instead.

Cut-Off Day in Month

This field is only enabled if the entitlement type is ANNUAL, ACTUAL or ACCRUAL, and the previous field is not set to FULL. Select the check box if a cut-off day in the month is required for entitlement calculations.

If selected, enter a number in the adjacent field to specify the cut-off day in the month:

Fixed Year

Enter the year from which the first entitlement cycle should start. If the Specific Dates Start field is also populated, this is used in conjunction with the fixed year to provide the exact date from which the first entitlement cycle should start.

Note: If you specify a year in the Fixed Year field, you cannot generate entitlement for an earlier year.

Default Work Pattern

Enter the default work pattern, or select one from the drop-down list. The default work pattern is used when the Use Employee Work Pattern field is set to N, or the Use Employee Work Pattern field is set to Y but the employee work pattern cannot be located.

Use Employee Work Pattern

Enter N to use the default work pattern, Y to use the employee's work pattern or I to ignore the work pattern for employees who don't have any work pattern details.

Standard Dates

Enter I, E or A to indicate if standard days are always included, never included, or if you are asked each time you enter an absence whether you want to include them. If standard days are included, they're treated as rest days which aren't deducted from entitlement. Also, no payment/contra is generated even if payment /contra payments are set up.

Note: If you are creating leave management parameters for use in the MyView Time Management module, you must only enter I or E in this field, as A will cause an error in Time Management.

Note: For Republic of Ireland payrolls, the standard date field defaults to E and cannot be amended. To set the Standard Dates field to I, select the Apply SWB and Occupational Pattern differs to Benefit Deduction Pattern check boxes in Non-UK Benefit Details.

Average Hours Per Day

Enter the average number of hours in a working day. This is used when an employee’s work pattern is in use, but there are no session details specified against the employee’s work pattern.

If the entitlement type is Accrual, the average hours per day value is used in conjunction with unit accumulators to convert accumulated units into a daily entitlement.

OEA Indicator

Select this check box if the absence is an Open Ended Absence.

Part Process Future Absences

This check box is only enabled if a payment or contra payment pay element has been set up for the selected absence parameter and open-ended absences are not permitted. Select this check box if the absence payment calculation should be delayed until the period in which the payment (or contra) is paid. This setting ensures the appropriate Normal Pay figure is used to calculate the payment, that is, the Normal Pay that is current as of the absence start date.

When this check box is selected, absences that start after the current pay period end date can only be processed up to the point that the daily details are created. To fully process such an absence, you must use Bulk Absence Process in the relevant pay period.

Zero FTE

This field is only enabled for ANNUAL entitlement types. Enter Y to suppress the pro rata calculation for an employee with an FTE of zero. Employees with a zero FTE will then have a zero entitlement.

Pro rata by FTE

Enter Y to prorate absence entitlement by an employee's FTE or Weeks/Year FTE depending on the Wks/year parameter. For ANNUAL entitlement types, if Zero FTE is set to Y, a pro rata calculation will not be carried out for employees with an FTE of zero.

Hrs/week

This field is only enabled for ANNUAL entitlement types. Enter Y to prorate absence entitlement by the average number of worked hours per week. The average number of worked hours per week is defined in Leave Management System Parameters.

Wks/year

This field is only enabled for ANNUAL entitlement types. Enter Y to prorate absence entitlement by the average number of worked weeks per year. The average number of worked weeks per year is defined in Leave Management System Parameters.

If the Pro-Rate by FTE is set to Y, Enter Y or leave blank to prorate by Weeks/Year FTE or N to prorate by FTE.

Buttons

Payment Details

Click this button to display Payment Details, where you can enter additional details about payment parameters, including when an employee is terminated.

Absence Details

This button is only enabled for RECORD and PAYSSP entitlement types. Click this button to display Absence Parameter Absence Detail where you can define additional leave details.

Entitlement

This button is not enabled for RECORD and PAYSSP entitlement types. Click this button to display Absence Parameter Entitlement Detail, where you define various entitlement details as of a selected effective date.

Special Rules

Click this button to display Special Rules, where you can define country specific rules that apply to this leave management parameter.

MyView Params

Click this button to display MyView Absence Parameters, where you can maintain leave management parameters that are used in the MyView Time Management module.

Contra Details

This button is only enabled for RECORD entitlement types when the Absence Pay Calc Method field is set to L, A or F. Click this button to display Maintain Additional Contra Pay Elements, where you can record additional rated pay elements for making contra payments if more than one pay element is required.

Notes

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

MD195G5, MD195S2

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