Sentric WorkforceAbsences

Understanding Absence Tracking

Sentric, Inc.

Rachel BrooksSentric Product Support Analyst

My Credentials:Over 20 years of industry experience in HRIS

Questions?Hang on until the end, we’ll have 15 minutes of Q&A

Or email me at rbrooks@sentrichr.com

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Agenda

Two Major Plan Types: Workforce vs. Payroll

Workforce Plan Process Flow

Payroll Plan Process Flow

Scenarios – how to handle

Absence Data Tables

Two Major Plan Types: Workforce vs. Payroll

Two Major Plan Types: Workforce vs. Payroll

1. When setting up an absence plan three important selections are made at the Absence plan level1. Platform2. Company3. Time Benefit ID

Two Major Plan Types: Workforce vs. Payroll

Based on Hours processed through payroll & Tenure

Accrual is variable amount

Balance updates after each payroll is

processed

Payroll Plan Workforce Plan

Accrual schedule not dependent on Payroll

Accrual only changes as employee tenure increases

Based on Time in Service

Platform

Two Major Plan Types: Workforce vs. Payroll

1. The type of plan used will have an impact on how the employees see the absence data

2. Understanding how the system processes these types of plans will allow you to administer them more effectively

Two Major Plan Types: Workforce vs. Payroll

1. Selecting the companies1. Employees should only be added to

Absence plans with a matching company2. If an employee switches companies, they

may have to switch plans too

Workforce Plan Process Flow

Workforce Absence Process

Employee Requests Time Off

Request is routed for approval

Approved in Routing

Absence written to absence history table – balanced reduced

Absence Processed thru payroll

Employee is paid for the absence

Accrual process runs every night – Accruals will be added without regard to the payroll processing

Workforce Absence Process

1. Important to keep in Mind1. Workforce plans can add accrued time on a

different schedule from the payroll periods2. Absences for a payroll period need to be

entered into the system prior to the payroll process if you want the balance to show on the paycheck and the pay to be associated to an absence plan

3. Absences that have already been processed thru payroll (have a date before the last pay date) can no longer be changed

Payroll Plan Process Flow

Payroll Absence Process

Employee Requests Time Off

Request is routed for approval Approved in Routing

Absence written to absence history table Absence Processed in

payroll

Plan balance is reduced by absence

occurrences

Accrual is awarded based on hours

processed through payroll

Employee is paid for the absence

Accrual is recorded in Absence History Table

Payroll Absence Process

1. Important to keep in Mind1. Payroll plans only add accruals when the payroll

is processed2. All absence instances should be entered prior to

processing payroll for correct processing3. Absences that have already been processed thru

payroll (have a date before the last pay date) can no longer be changed

Scenarios – how to handle

Scenarios – how to handle

Scenario: Employee forgets to enter time off until after the payroll period has been processed

Solution: An administrator should enter the absence so the correct information is in Workforce. To correct the payroll for the employee there are 3 choices (for employees who clock their time):

1. Create a manual check using the check calculator to determine the amount

2. If the employee can wait, then manually enter the time off with the next payroll. Add the hours into the pay details

3. A separate payroll may need to be processed to generate the pay for the employee. This will create additional cost as a payroll run would be necessary

For salaried employees a manual check can be created to add the time off by create a positive vacation value and a corresponding negative regular pay value.

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Scenarios – how to handle

Scenario: Employee requests time off but they cannot submit the request because the request would take them past the Negative Balance Limit

Solution: Depending on your organizations policies related to time off, Human Resources or Managers in some cases can over-ride the limit if desired

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Scenarios – how to handle

Scenario: Employee just accrued time and then an Over Maximum Reduction transaction reduced it back to zero

Solution: Check the plan setup. There is a Maximum allowed balance in the plan rules which is applied at each accrual. If this is set to zero it will take away the accrued time right after it is distributed

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Scenarios – how to handle

Scenario: Employee requests time off and receives a message that says: You will need to contact your administrator to request time off prior to (date value) because accruals have already been processed for the plan

Solution: The system administrator can input this time off for the employee. Be careful to make sure the absence date has not been processed thru payroll – if it has than handle like the forgotten entry scenario

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Scenarios – how to handle

Scenario: When you look at the absence summary screen you see some future absence records for an employee, but when you run a query to look at the same employee absences they are not present

Solution: Check the routed tasks, the absence summary will show routed data, but since the records have not yet been approved they will not be in the table and will not show in a query

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Scenarios – how to handle

Scenario: A new employee as part of their employment agreement is getting a non-standard accrual amount for a specified period of time

Solution: Workforce Platform: Enroll the employee in the base absence plan, but enter an override accrual rate for the time period of higher accruals. Be careful because the standard carry-over and maximum accrual values will still apply to this employeePayroll Platform: Update the employees Seniority Date on the Employee Status screen to adjust the amount of service time for the employee so they accrue at the higher rate

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Scenarios – how to handle

Scenario: An employee is requesting an unpaid leave and is enrolled in Workforce Absence plan. While they are on leave you do not want the employee to accrue time in the plan

Solution: Add a over-ride accrual rate of zero for the time the employee will be out on unpaid leave. This can also be handled by moving the employee into a Leave status if that status is not set as an active status in the system.

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Scenarios – how to handle

Scenario: An employee moves from part-time to full-time and has balance in the part time plan before he transfers

Note: This scenario assumes you do not have a single plan to handle part-time and full-time employees using the FTE checkboxes or separate rules for part-time and full-time employees in the same plan

Solution: Enter a negative adjustment in the part-time plan to bring the plan to a zero balance. In the full-time plan add an adjustment for the amount reduced.

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Scenarios – how to handle

Scenario: An Employee is enrolled in a payroll platform plan and receives an incorrect accrual amount

Solution: Contact your Customer Service Representative to correct the data

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Absence Data Tables

Tables in the system related to absences1. Person Based Tables

1. tPersonAbsencePlan2. tPersonAbsenceHist3. tPersonAbsenceOverrideHist

2. Setup Tables1. tAbsencePlan2. tAbsencePlanDetailHist3. tAbsencePlanRule4. tAbsencePlanType5. tAbsenceReason6. tAbsenceAdjustmentReason

3. System Table1. UsysAbsenceTransactionType

Absence Data Tables

tPersonAbsencePlan1. Relates an employee to a plan2. Contains the time frame when they are enrolled

Absence Data Tables

tPersonAbsenceHist1. Contains transactions that an employee has in their

absence plan (the credits and debits). Think of this table as the checkbook register for an absence plan.

2. Transaction Types1. User Entered

1. Accrual records2. Absences3. Adjustments4. Beginning Balance transactions

2. System Created1. Over Max Reductions2. Carry over Reductions

Absence Data Tables

tPersonAbsenceHist

Absence Data Tables

tPersonAbsenceOverrideHist1. Table to store override rates and effective dates

Absence Data Tables

tAbsencePlan1. High level plan information

Absence Data Tables

tAbsencePlanDetailHist1. Plan details for a date range

Absence Data Tables

tAbsencePlanRule1. Accrual rules for Workforce

platform plan or Payroll platform plan(???)

2. Attaches to Plan Detail (date range)

Absence Data Tables

tAbsenceReason1. Code Table used to define reasons for time away from

work2. Different codes are associated to different transaction

types absences or adjustments

Absence Data Tables

tAbsencePlanType1. Defines groups of Plans 2. Determines if Severance is paid for unused time

at termination

Absence Data Tables

UsysAbsenceTransactionType1. System table used to determine the order in

which transaction types are processed for plans that accrue at the beginning or the end of an accrual period

Absence Data Tables

Absences

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