TIME OFF MANAGEMENT

S U C C E S S FA C T O R S E M P L O Y E E C E N T R A L
Agenda

Use Cases

Implementation Guide

Useful Resources

Homework

QA
Use Cases
Implementation Guide
Objects in Time Off
Time Off Summarised

Holiday Calendar Holiday Calendar Holidays

Work Schedule Work Schedule

Time Profile Time Profile

Holidays
Holidays

Field Usage
Holiday Code Code to identify specific
holiday
Name Description of the holiday
Identify
Country Country where the holiday is
valid in
Holiday

Used in
Holiday
Calendar(s)
Holiday Calendar
Holiday Calendar Holidays
Collection of
Field Usage individual
Name Description of the holiday calendar holidays
Country Where the holiday calendar is valid in?

External Code Code to identify specific holiday calendar Used by

Date Of Holiday Date of which holiday chosen
country/
Holiday Class Full, Half or None
company etc.
Holiday Pick relevant previously configured holiday
 Work Schedule
Holiday Calendar Holidays

Work Schedule
Specify the
number of
working hours
per day
Field Usage

External Code Code to identify specific Work Schedule

External Name Description of the work schedule

Starting Date Date on which the work schedule should take effect. Connect day Highlights the
and date
recurring cycle
Day Number of the sequence of days in the Work Schedule. Can be as of working
many days as you want.
days
Working Hours Number of working hours expected to be worked on a particular
day / date.
Time Profile
Holiday Calendar Holidays

Work Schedule
Defines the time
Time Profile
types employee
Field Usage
can use
External Code Code to identify specific Time Profile
External Name Description of the Time Profile

Effective Start Date from which a user is able to attach this Time
Date Profile to an employee

Main ESS Time The Time Type that will appear most prominently on
Type the Time Off requesting screen and is the default. Must
also be a favourite Time Type

Time Type The Time Types that will be available to employee s

to book Time Off against

Enabled in ESS If ‘yes’ then the employee can enter Time Off. If ‘no’
Scenario only Admin can enter Time Off

Favourite Time Up to three Time Types can be designated as

Type Favourite. They appear prominently on the Time Off
Requesting Screen
Questions Holidays and Work Schedules

Q:How many holiday calendars will be implemented?

A:
Q: How many work schedules will be implemented?
A:
Time Off Summarised
Holiday Calendar Holiday Calendar Holidays

Work Schedule Work Schedule

Time Profile Time Profile Time Type

Time Type
Time Type
Time Type
 Time Type – Generic Settings
Holiday Calendar Holidays

Work Schedule

Time Profile
Time Type
Time Type
Time Type
Time Type

Specifies the
Field Usage
types of Time
External Code Code to identify specific Time Type
Off
External Name Description of the Time Type

Workflow The workflow process that this Type Time will go through for approval

Unit Time Unit in which this time type is able to be booked - Hours or Days

Permitted Fraction for Either Full, Half or Quarter Days allowed

Unit Day

Permitted Fraction for Full Day or Full Hour Booking Allowed

Unit Hour

Time Account Type Specifies if time type has balances and how are handled, how accruals
happen etc. for the time type

Take Rules Specifies what rules apply when employee is submitting a time off request
that includes this time type
 Questions – Time Types and Time Profiles
Q:How many time types (=“Absence reasons”) would you roughly estimate to have?
A:
Q:Are all the employees eligible to use all the time types? How Many time profiles will be in use?
A:
Q:How many time types can the employee add themselves?
A:
Q:Which Time Types are considered to be “Admin only”?
A:
Q: How many approval flows are needed? Who would be approving the requests? Is there a need for an admin workflows?
A:
Time Type – Decisions
No Do not create a Time Account Type to the Time Type.
These Time Types have no account balance.
Should the absence Time Type Examples: Sick Leave, Maternity Leave, Paternity Leave, Marriage
have a balance? Leave, Jury Duty Leave, Birth of Child, Moving House…

Yes
Create and assign a Time Account Type to the Time Type.
Time Accounts are created for each employee who has the Time Type in his
or her Time Profile.

Do employees Do not create and assign an accrual rule .

regularly earn
No Managers/HR grant time off to the account using manual adjustments. Often employees
earn extra time off through extra work.
time off?
Time Type examples: Complimentary Time Off, Time Off in Lieu

Yes
Is there a Define the time account type
Create an Accrual Rule and assign it to the Time Account Type.
Regularly create and run Time Off calendars for the Accrual scenario to
policy that No with Creation Permanent.
determines Time accounts with validity end
create accruals / entitlements on the employee’s time account. 12/31/9999 will be created.
by when a
Time Type examples: Annual Leave Employees can use the time off
balance needs
to be used? whenever they want.
Period-End Processing is not
Yes required for these Time Account
Types.
Define the Time Account Type with Creation Recurring.
Time accounts with yearly validity will be created.
Examples: Employee must use annual leave balance from the year 2017 before the end of March 2018. For this time account type, you need to do period-end
processing every year.
 Questions – Accruable Time Types
Q: How many of the time types defined have balance?
A:
Q:How many are accrued periodically / Are permanent?
A:
Time Off Summarised
Holiday Calendar Holiday Calendar Holidays

Work Schedule Work Schedule

Time Profile Time Profile Time Type

Time Type
Time Type
Time Type

Time Account Type

 Time Account Type
Holiday Calendar Holidays

Work Schedule

Time Profile
Time Type
Time Type
Time Type
Time Type

Accruals (including
for Hire and Account
Termination) Creation

Time Account Type

Specifies
processing rules

Period End
Processing
Time Off Summarised
Holiday Calendar Holiday Calendar Holidays

Work Schedule Work Schedule

Time Profile Time Profile Time Type

Time Type
Time Type
Time Type

Time Account Type

Accrual Rule

Period-End Processing Rule

Hire Rule

Termination Rule

Take Rule
 Take Rules

• System can perform certain validation checks when you create, cancel or edit a leave
request

• Example: Sickness Leaves requested for more than 3 days are required to provide a
Note to HR Rep

• Take Rule triggers an error or warning system message to User

 Questions – Take Rules
Q: What time types will require a take rule to be enforced?
A:

Q: Are the general take rules that will have effect on all the time types (e.g. employees can’t add/edit absences in the past)?
A:

Q:Specify the first draft on the take rules and the time types the have an effect on
A:
 Rules For Time Account Types
• In addition to the take rules, there are other rules also in play:
• Accrual Rules
• Used to automatically create Time Account additions based on company policy
• Can be specific to Hire and Termination events if required
• Can be based on Seniority
• Can be based on organisational or personal attributes (e.g. Legal Entity, Age)

• Period End Processing Rules

• Used to process remaining balances at the end of an Account Period based on company policy (e.g.
Carry Over)
Accrual Rules

• Accruals can be automatically generated by the system. Example configurations:

• Fixed Amount Rule: 2 days per month

• Seniority Accrual Rule: after 5 years of service 3 days
• Accrual Anniversary: Accrual received every anniversary
• Accruals with Maximum: 2 days per month with a maximum of 15 days per year
• Transfer of balance: into next period (carry over)
Accrual Rules

Fixed Seniority Max Prorate

2 days per month After 5 Years of 2 days per month Proration based on
Service, with a maximum Hire Date within the
employee of 15 days per year
receives 15 Days year
New Hire /Termination Rules

• New Hire: What happens to the account when the employee is hired?

• Prorate New Hire Accrual based on Hire date

• Adjustments for Part Timers

• Termination: What happens to the account when the employee is terminated?

• Zero out accounts

• Pay out accounts
• Apply custom Termination Rules
Period End Processing

Zero Carry Carry Over

Over Max
For example, Employee has
At the end of the The remaining 8 days vacation remaining,
Any remaining
period, all balances are balance is carried but the carry forward limit
balance is carried
set to zero (0) forward from the forward, but only is 5 days, only those 5 days
old account to the up to a certain limit are carried forward. The
new one other 3 are lost.
Eligibility Rules

• Can use data stored in Employee Central to base Time Off Eligibility Rules
 Job Information
 Employment Information
 Custom Fields
 Organization or Personal Attributes (e.g. Legal Entity, Age,)
 Employee Types (Regular, Full/Part Time, Expatriate, etc.)
Validation Rules

• System can perform certain validation checks when you create, cancel or edit a
leave request
• Example: Sickness Leaves requested for more than 3 days are required to provide
a Note to HR Rep
• Validation Rules trigger an error or warning system message to User
 Questions – Time Account Types
Q: Describe the accrual rules? What is the calculation based on? FTE? Working days per week?
A:
Q: Describe the Period end processing rules
A: At
Q: Are new hires / terminations pro rated according to their hire date? Is the balance automatically accrued on the hire date?
A:
Q: Are Annual leave balances carried over? How long can the employee use the carry overs?
A:
Q: Leave accrual is based on the entry date? Is the accrual credited to the employee on annual basis?
A:
Q: Should the employee status change on a long absence? (e.g. “inactive” / “Dormant” etc.)? What is the status assigned? To which time
types would the LoA apply to?
A:
Time Off Summarised
Holiday Calendar Holiday Calendar Holidays

Work Schedule Work Schedule

Time Profile Time Profile Time Type

Time Type
Time Type
Time Type

Time Account Type

Accrual Rule

Period-End Processing Rule

Hire Rule

Termination Rule

Take Rule

Account Creation

Time Off Calendars Accrual Creation

Period End Processing

 TimeOffCalendars

• Time Off calendar is a tool for administrator that can be used to:
• Account Creation
• Accrual Creation
• Period End Processing

• As a best practice:
• Account and Accrual
creation should be
automated
• Period end processing
should be automated
• No manual tasks for
Admin
Time Off Summarised
Holiday Calendar Holiday Calendar Holidays

Work Schedule Work Schedule

Time Profile Time Profile Time Type

Time Type Take Rules
Time Type
Time Type

Time Account Type

Time Account Eligibility Status
Accrual Rule

Period-End Processing Rule

Time Account Hire Rule

Workflow Request
Termination Rule

Take Rules
Time Account Detail
Account Creation
Time Off Request Time Off Employee
Time Off Calendars Accrual Creation
Transactional Data
Period End Processing
Resources
 List of Resources
For Consultant

Title Read this guide if you want to...

Implementing Employee Central Time Off Set up Employee Central Time Off so that you can
manage employee absences.
Implementing Employee Central Payroll Time Sheet Set up Employee Central Time Sheet so that you can
manage employee time worked.
Recalculation in Employee Central Time Management Understand how data that has already been recorded
can be recalculated.
Employee Central Time Off Country/Region Specifics Understand specific rules for a country/region where
your company has employees.
Employee Central Time Management: Rules and Conc Understand the rules and concepts of Employee
epts Central Time Management.
 List of Resources
For Administrator

Title Read this guide if you want to...

Using Employee Central Time Off Enter, approve, and record absences for vacation, sick
leave, paid time off (PTO), and so on.
Using Employee Central Payroll Time Sheet Enter, approve, and record employee time worked.
Homework
QA