Absence Management Integration Global

8/12/2019 Absence Management Integration Global

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An Oracle White Paper

March 2013

Absence Management Integration with GlobalPayroll and Time and Labor


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Absence Management Integration with Global Payroll and Time and Labor

DisclaimerThe following is intended to outline our general product direction. It is intended for information purposes

only, and may not be incorporated into any contract. It is not a commitment to deliver any material, code, or

functionality, and should not be relied upon in making purchasing decisions. The development, release, and

timing of any features or functionality described for Oracles products remains at the sole discretion of

Oracle.


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Executive Overview ........................................................................... 2Introduction ....................................................................................... 2Prerequisites for This Integration ....................................................... 3Getting Started with the Integration ................................................... 3Integration Setup ............................................................................... 4

Setting Up Earnings and Deductions Integration Elements ............ 4 Setting Up Generated Positive Input Elements .............................. 7Generating Positive Input ............................................................ 14Reviewing Generated Positive Input Absences ........................... 16Reviewing Generated Positive Input Payroll ................................ 18

Integration with Time and Labor ...................................................... 20How Time and Labor Creates Payable Time ............................... 21What Happens When You Start a Pay Run ................................. 21Mapping Time Reporting Codes to Absence Management/Global Payroll.................................................................................................... 22Mapping Chartfields to Variables ................................................. 23Mapping TRCs to Run Types....................................................... 24Mapping Tasks to Supporting Elements ...................................... 25Running a Payroll with Time and Labor Data ............................... 26Starting a Pay Run ...................................................................... 26Updating the Payable Status and Returning Cost Data ............... 28Self Service Setup ....................................................................... 28

Conclusion ...................................................................................... 38


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Executive Overview

This white paper provides recommendations for implementing and maintaining the integration

of Absence Management with Global Payroll and Time and Labor if you have licensed Time

and Labor. This document is not intended as a substitute for PeopleBooks, but rather as an

additional resource to help you with your implementation. This white paper suggests

approaches to common business cases based on our experience using the two products.

Absence Management and Global Payroll were designed to work together in the same system,

sharing the same menu structure in PeopleSoft and sharing many pages, components, and

results tables as well. Its design also addressed the need for a seamless integration for

customers that licensed Time and Labor and wanted to use it to record positive time and to

use the Absence system to record and track absences and calculate entitlements or absence

accruals. Later, we decided to decouple the Absence Management system from Global Payroll

and to offer it as our Absence solution for Payroll for North America users and for Third Party

Payroll solutions using the Payroll Interface. Additional documents in My Oracle Support

describe the integration of Absence Management with Time and Labor and with Payroll for

North America. This document focuses on customers that have licensed Time and Labor and

that are using Global Payroll and Absence Management.

Introduction

Absence Management has been available and bundled with Global Payroll since release 8.0.

As of release 8.9, Absence Management has been offered as a standalone product for our

customers using Payroll for North America and Third Party Payrolls using PeopleSoft Payroll

Interface. It is important to clarify the different integration points between Absence

Management when licensing Global Payroll versus when licensing Payroll for North America

and Payroll Interface with Absence Management. Even though some of the configuration may

be reused (if you license all the products previously mentioned), you must understand that the

Absence Payroll output (Positive Input) will be routed to different payroll systems, depending

on key information in the JOB record and Time Reporter information if you also license Time

and Labor. This document describes the details of the integration with Global Payroll. It also

refers to the integration with Global Payroll when the customer has licensed Time and Labor

and is using it in conjunction with Global Payroll. This document also discusses the usability of

Common Components, such as the Approvals Framework Engine (AWE) and the Delegations

framework, across PeopleSoft and Human Capital Management (HCM).


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Prerequisites for This Integration

The content of this document is based on the assumption that you have read or implemented the basic

functionality described in: PeopleSoft Enterprise Global Payroll PeopleBook.

PeopleSoft Enterprise Time and Labor PeopleBook.

PeopleSoft Enterprise Absence Management PeopleBook.

This document is also based on the assumption that customers have previously completed theinstallation and configuration of the base functionality for Absence Management and Global Payroll,with our without Time and Labor. This white paper will only point out those areas that are importantfor integrating the two products.

Getting Started with the Integration

When installing Absence Management and Global Payroll, one of the first components you set up is

the PeopleSoft Installation Table. This component and page work for all HCM products. Typically, if

you install Global Payroll, Absence Management is installed automatically when you install a Global

Payroll Country Extension. You are installing Global Payroll Core and Absence Management (Figure

1).


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Figure 1. Installation Table

The Absence and the Payroll systems were designed to work together using many components of the

basic architecture, such as formulas, system elements, variables, results tables, and so on. The Global

Payroll Core can run Payroll and Absence processes in a single pay run and in a Calendar Group

definition. The system also enables you to process your Absence and Payroll into different pay runs

and different calendars. The setup depends on decisions that you make at the time of implementation.

Customers that license Absence Management as a standalone product should only use Run Types for

Absence. If, however, customers have licensed multiple products, such as Global Payroll, Absence

Management, Time and Labor, Payroll for North America, and others, then they should plan their

implementation so as to maintain elements such as Run Types, Calendars, Process Lists, Sections, and

so on separately to avoid contention usage with common element definitions. See the white paper

Getting Started with Global Payroll, which is part of this development kit and explains the basic

configuration for the Global Payroll and Absence Management systems as well as best practices for

multi-country and multi-system implementations.

Integration Setup

Setting Up Earnings and Deductions Integration Elements


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When you integrate Global Payroll and Absence Management, you can define Earnings and Deduction

Calculation Elements to process within the Payroll Period and to create results that you will see in the

Employees paycheck. You can also create Earnings and Deductions codes that will work as recipients

for Absence information and that may or may not appear in the Employees pay slip.Those types of

Earnings and Deductions codes are defined but not included in the Absence Process List, nor should

they be included in the Employees sections. To better explain this section, consider the example

illustrated by Figure 2. In Payroll, Earnings code K0WVAC PAID is defined by a basic calculation

indicating that the number of units reported, either manually or by the system, will be multiplied by the

employees hourly rate from the JOB record. If you had a simple system or method of reporting

vacation days, users would most likely enter the number of vacation days or any other kind of absence,

and those units would be paid. However, the process to validate the entry is not as simple as this.

Absence Management has different ways to validate the entry for Absence, as well as for Earnings and

Deductions. The important message in this document is that the system with which you are integrating

will determine whether the rest of the definition of an Earnings and Deduction will be calculated.

Figure 2. Defining an Earnings code for the integration

Another important consideration is that when you integrate Absence Management with Payroll for

North America, the calculation rule shown in Figure 1 will not be run because the Earnings and

Deduction will never be included in a section, nor will it be included in a Process list that the system

can run. When you license standalone Absence Management, you can only process Run Types for

Calculation Type = Absence (Figure 3). Therefore, the Process Lists can only contain Absence,

whereas if you license Global Payroll, the Calculation Type can be either Absence or Payroll


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Calculation and you can include elements such as Earnings and Deductions in your Payroll process lists

(Figure 4). Those will actually trigger the calculation defined in your Earnings and Deduction elements

(Figure 1).

Figure 3. Defining a Run Type for the integration


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Figure 4. Defining a Payroll Process List for the integration

Setting Up Generated Positive Input Elements

Generated Positive Input is the data generated from the Absence Management system. It is normally

sent to the Payroll system, whether that is Global Payroll, Payroll for North America, or Third Party

Payroll. Time and Labor can also generate Positive Input when used in conjunction with Absence

Management and Global Payroll. You can enter Positive Input manually, but this topic discusses data

that is generated automatically by Absence and Time and Labor.

Positive Input is generated daily, but you can bundle it and send it to Payroll to reduce the number of

rows stored in the Payroll and Absence Calculation Results tables (Figure 5):


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Figure 5. Installation Settings tab: Bundling Generated Positive Input

Setting Generated Positive Input in Absence Management

Absence Take

Within the Absence Take definition, a Take element can generate one or multiple Earnings,

Deductions, or both elements as Positive Input output to payroll. Depending on the system with which

you are integrating, you will be able to define Earnings, Deductions, or both. When you integrate with

Global Payroll, you can define both, depending on how you want to use the Absence Elements in the

pay slip. For instance, some implementations use absences as negative earnings, others may use

absences as deductions, and others may use them as positive earnings but will subtract the Absence

amount and units from regular earnings (Figure 6).


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Figure 6. Defining the Generate Positive Input Member List

When you define Earnings codes, you can define more than one, you can create output for

informational and audit purposes, or you can fulfill the need for a combination of multiple elements to

provide detailed information about the Absence payment to your employees. For instance, in some

countries an employer may pay for Maternity Leave and also provide a supplemental payment;

therefore, you can have the system generate both Earnings at the same time for the same AbsenceTake. In some countries, illnesses may not be fully paid by the Social Security Administration and in

some situations employers agree with employees or unions to pay the unpaid portion. Both calculations

can be done in the Absence system and then two different Earnings codes can be sent, one for the

illness paid by Social Security and another for the illness paid by the employer.

Absence Entitlement

The Entitlement element itself can generate positive input. The definition enables you to create a

payoff that another element in the system can trigger. Multiple actions in the system can set the

elements that trigger the definition. Examples of such actions are a termination of the employee in the

JOB record, a contract termination or agreement, the end of a fiscal year, the end of a calendar year, orthe expiration of the entitlement. You can configure each of these different conditions within the

entitlement definition and generate an automatic entitlement payoff and generate Positive Input.

Within the definition, you can define the Earnings element that will be the recipient of the generated

Positive Input (Figure 7):


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Figure 7. Defining an entitlement payoff

Setting Up Generated Positive Input Sections

The Payee Generate Positive section (Figure 8) is another mechanism for defining a condition and

indicating to the system whether or not to generate Positive Input. Global Payroll customers often use

this element, for instance, to generate entitlement payoffs in combination with terminations. Examples

or use cases of when to use Generated Positive Input sections include shutting down an entire work

place for one or two weeks because of vacations or reducing manufacturing production, in which case

you could use an Entitlement Payoff definition within a Generated Positive Input section. Within thesection, you can use formulas, elements, and so on that will help to determine the number of units

(Days/Hours) that will be generated as Positive Input.


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Figure 8. Defining a Generate Positive Input section

Positive Input is normally targeted to a calendar; for instance, if the Absence is generated in an

Absence Calendar, then most likely you want to send the Positive Input to a Payroll Calendar (Figure

9).

Note.If you are using Absence Management without Global Payroll, then you can leave this field

blank; otherwise, it is required when defining Absence Calendar. The system determines whether this is

an Absence Calendar or not based on the Run Type entered within the Calendar definition. You mayalso notice an additional field, Time and Labor Target Calendar, which is described later in this

document (sFigure 9).


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Figure 10. Integrating Time and Labor with Global Payroll

If you are integrating Time and Labor with Absence Management, then in addition to the Earnings

code, you will map the Absence Take code (Figure 11). The Absence Take code is enabled if you select

the Absence Management check box.


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Figure 11. Integrating Time and Labor with Absence Management

Generating Positive Input

You can generate Positive Input in two ways: during the Absence process or during the Payroll

process.

Absence Take Generated Positive Input

At the end of processing each Absence Take element for an employee and an event, if the Absence

Take definition has an element defined in the Generated Positive Input Member List (Figure 12), then

the Absence Take process will loop through the Absence Results table for each employee. It will

generate a row for every day of the absence when the Unit, Rate, Percent, or Amount element defined

is not zero in the Absence Results table.


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Figure 12. Setup Generated Positive Input

For example, suppose that an employee reports 3 days of vacation from 1/1/2000 to 1/3/2000, works

his or her regular hours on 1/4/2000, and then reports 1 day of sick time on 1/5/2000. When the

Absence Take process runs, the system will determine that the entitlement was not sufficient to make 4

hours of paid Vacation on 1/3/2000. Therefore, the system will generate paid Vacation for 8 hours on

1/1/2000, 8 hours on 1/2/2000, and 4 hours on 1/3/2000 plus 4 hours of unpaid vacation on

1/3/2000. Assuming that the Payroll or the Time and Labor system generates 8 hours of Regular

Time, then you would get 8 hours of paid Regular Time on 1/4/2000. The Absence system would also

process 8 hours of paid Sick time on 1/5/2000. The Absence Management system can generate

Positive Input and send it to Payroll for each day that an Absence is processed. You can bundle all the

Absence time in a single row or instance, depending on the Payroll system used in your company. In

the case of integrating with Global Payroll, you can report a single line or multiple lines.

ABSENCE

TAKE

ABSENCE

DATE

DAY

FORMULA

DAY COUNT

PD

DAY

COUNT

UNP

POSITIVE

INPUT

VAC PAID

POSITIVE

INPUT VAC

UNP

POSITIVE

INPUT

SICK PAID

POSITIVE

INPUT

REG PAID

VAC 1/1/2000 8 8 0 8 0 0 0

VAC 1/2/2000 8 8 0 8 0 0 0

VAC 1/3/2000 8 4 4 4 4 0 0

REG 1/4/2000 8 8 0 0 0 8 0

SICK 1/5/2000 8 8 0 0 0 8 0

Table 1. Generated Positive Input


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Reviewing Generated Positive Input Absences

To review generated Positive Input, you must look at the Results by Calendar Group page or the

Results by Calendar ID page and access the Generated Positive Input tab. Generated Positive Input is

always associated to an Absence Calendar; however, if you want the Positive Input to be paid andprocessed as Earnings or Deductions in the pay check, you need to select a Target Payroll Calendar ID.

The first step is to look at the Absence Calendar ID containing the Absence Generated Positive Input

(Figure 13). Figure 13 shows the Daily Generated Positive Input; each row contains a unique Instance

number, which identifies which Absence Event and Absence Take generated the earning or deduction

as Positive Input. If you click the Other Data link for an Instance or row, you can see the details for

the Begin and End dates of the Positive Input; these values are usually the same date (Figure 14). If

you generate Positive Input for each day that the event is processed, then you will likely have a row for

each day of the Absence. If you need to identify which Absence Event generated Positive Input, then

you need to look at the Absence Begin and End dates and match them with the data entered in the

Absence Event Entry page. This page also shows you whether the Positive Input generated a Rate, a

Unit, an Amount, or a Percent and a Base. This value will depend on the definition of the GeneratedPositive Input Member List (see Figure 12).

Figure 13. Reviewing Generated Positive Input from different sources


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Figure 14. Positive Input - Details page accessed using the Other Data link

An additional page (Figure 15) shows the details of the Supporting Element Overrides (SOVRs)

defined within the Absence Take component. Those elements may be defined to override one time or

for a period of time (Start and End dates) for one or multiple elements during the entitlement

calculation. The SOVRs defined in the Earnings and Deductions elements will not work or be resolved

during the Absence calculation, only during the Absence Take.

After all the Positive Input is generated, it is stored in the Generated Positive Input records as a staging

area and is ready to be included in the Payroll Results if you immediately run the Payroll Pay Run

process within the same Calendar Group. The generated Positive Input is bundled into one or more

records to the Payroll Results records. In Absence Management, you normally send the units to be

processed by the Payroll system, but often you send the Pay Rate previously calculated within the

Absence process. This practice is common in some countries, such as Spain, where the Absence units

have to be passed with a different Pay Rate, depending on the task or project to which the employee

was assigned or because of a compound Rate type that is needed for some types of disabilities, social

security calculations, or both. You must decide whether you want the Absence Management system to

pass the Rate and the Amount already calculated in the Absence system to Payroll or if you only want

to pass the units and will let the Payroll system decide the appropriate Pay Rate.


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Figure 15. Supporting &Element Overrides page

Reviewing Generated Positive Input PayrollHow the Positive Input is generated in the Absence system is discussed previously in this document.

This section describes how an absence is processed in the Payroll system. Essentially, when you

process an absence and generate Positive Input, you define a Target Payroll Calendar for the Positive

Input (Figure 16).

Note that you must define this field if you are integrating with Global Payroll. If you are integrating

with Payroll for North America, Time and Labor, or Third Party Payroll, then you do not need to

define a Target Calendar. The value of the Target Calendar will be included in each row of the

generated Positive Input. When you run the Payroll process, it will recognize that Absence Data exists

and must be included in the Payroll Results. To insert the generated Positive Input, you must define

the Earnings or Deduction elements in the Payroll Processing section; this information will indicate tothe system that in addition to including the generated Positive Input, the system will need to resolve

additional calculations defined in either the Earnings or Deduction elements (see Figure 2). Most

commonly, the system will multiply the units passed from the Absence system to Payroll multiplied by

the Pay Rate defined in the Payroll system, but you can define additional pre- and post-processing rules

within your Earnings or Deduction definition.


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Figure 16. Defining a Payroll Target Calendar for generated Positive Input

After the Payroll elements process, either the earnings or deductions defined as Absence elements will

be inserted into the Earnings and Deductions Results table. To verify the results, you can use the

Results by Calendar Group or Results by Calendar ID and access the Earnings and Deductions tab

(Figure 17). Most likely, you will see one line of results for the elements used for Absence, but at times

you may see additional lines, for instance, if you defined to pass units and a rate or percent to the

Payroll system or if the rate or percent is different during the Generated Positive Input process. Forexample, if there is a Pay Rate increase and 10 units needs to be paid with a rate of 18 an hour and

another 10 units need to be paid with a rate of 19.5 per hour, then you will see two different lines in

the Payroll Results page.

The Pay Rate, the Percent, and other additional information may not appear in the main Earnings or

Deductions page, so you need to open the Resolution Details link (see Figure 17) to view additional

details related to the Payroll Calculation and the results that come from the Absence system (Figure 18)


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Figure 17. Earnings and Deductions Payroll Results

Figure 18. Element Resolution Details page

Integration with Time and Labor

Time and Labor tracks the time that a payee works and generates payable time that can be processed

by payroll systems, such as Global Payroll. If your organization uses Time and Labor with Global

Payroll, you can process payable time during your pay runs, transmit cost data back to Time and Labor

after a pay run, and share employee schedules.


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After you configure your systems to work together, Global Payroll:

Makes approved absence data available to Time and Labor so that it can be evaluated by the rules

process that Time and Labor uses to create payable time for cost evaluation.

Loads payable time into Global Payroll when you start the Calculate phase of a pay run.

Treats payable time as generated Positive Input, meaning that all rules that apply to generated

Positive Input also apply to payable time.

Processes payable time for the current period or an offsetting period.

Sends cost data back to Time and Labor after a pay run is complete so that the data can be

distributed across payable time entries and sent to PeopleSoft Projects and other applications.

How Time and Labor Creates Payable Time

Each incident of time that is reported in Time and Labor is associated with a TRC that identifies its

type (for example, regular or meeting), units, currency, and other attributes. You can also assign task

codes to each time entry, enabling your organization to track time at a finer level of detailby product,

location, and other categories. In addition, you can track the accounting information that flows

between Time and Labor and Global Payroll. Integrating Time and Labor with Global Payroll requires

that you map earning, deduction, and absence take elements to TRCs. You might also need to map

supporting elements or variable task codes, and chartfields.

Time that is reported in Time and Labor must be converted to payable time before it can be sent to a

payroll system for processing. The payable time must also have a payable status to indicate that it is

ready for processing. The Time Administration process in Time and Labor creates payable time that is

ready for payroll processing by applying a set of user-defined rules to time entries based on their TRCs.

It can apply rules for overtime, holiday pay, guaranteed hours, consecutive days, and other situations.

What Happens When You Start a Pay Run

During the Calculate phase of a pay run, Global Payroll retrieves payable time that is ready for

processing from Time and Labor. The first time that the Calculate phase runs, Global Payroll processes

all payees who are identified in the current calendars. During subsequent runs, Global Payroll creates

an iterative trigger and a retroactive trigger for each instance of payable time that has changed and

reprocesses only the payees who are in error or have iterative triggers. Payable time is retrieved each

time the payroll is run.

After a pay run is finalized, you start an update process that updates the payable time entries in Time

and Labor. This process also invokes the Labor Distribution and Labor Dilution processes in Timeand Labor, if you have elected to use those features. If you are not using labor distribution, Global

Payroll sets the status of payable time entries to CL (closed).

The following flowchart illustrates the interactions between Global Payroll and Time and Labor:


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Figure 19. Integration between Global Payroll and Time and Labor

Mapping Time Reporting Codes to Absence Management/Global Payroll

When Absence Management is installed and you access the Time Reporting Codes component, you

will notice a Map to Absence Management flag (see Figure 20); this flag is exclusive with the Map to

Payroll for North America Earning code functionality. If your TRCs need to be mapped to Absence

Management, then you need to turn on this indicator.

You should include a new effective date for your new mappings. In addition, at the bottom of the page

in the Mapping To Earning Codes section, youll see a new combination. The Payroll System needs to

be NA and you need to map the Absence Management Earning code that is generated by the Absence

Management process. An Absence Take can generate one or more Earnings or Deduction codes, but

because the Payroll for North America system handles Absence as Earnings codes, the prompt is

limited to select only Absence Management Earning Codes/Name. This mapping will make it possible

for the Absence Conversion program to convert the Earning Codes/Names to TRCs. You also need


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to map the North American earnings code when the Load Time and Labor process runs; it will convert

the TRCs, which will include Absence into Payroll for North America Earnings codes.

The mapping defined in the TRC page will also be used in the Timesheet when employees and

managers report Absence in the Timesheet. The system will automatically derive the number of Hoursreported in the Absence grid into the respective TRC that it is mapped to. This topic will be expanded

on in the Self Service Integration section.

Note.You must understand that many Absence Earning codes can be linked to one TRC, but one

TRC cannot be linked to multiple Absence Earning codes.

Figure 20. Mapping TRCs to Absence Management

Mapping Chartfields to Variables

The following example (Figure 21) enables you to map the PeopleSoft standard configurationchartfields to these delivered chartfield variables. This mapping enables Global Payroll to receive

chartfield information for payable time. You can create a separate mapping scheme for each country in

which your organization operates.


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Figure 21. Chartfield Code Map

Mapping Tasks and Bundling Payable Time

Mapping task codes to elements specifies the criteria by which Global Payroll bundles payable time

that is received from Time and Labor. As payable time is loaded into the Positive Input tables, Global

Payroll consolidates or bundles rows of similar data, assigning each bundle a cross-reference numberthat it later returns to Time and Labor. To be bundled, entries must:

Fall within the same slice and segment.

Share the same currency and rate (when this information is provided).

Share the same task value.

This rule applies only to tasks that are mapped to supporting elements.

Note. Global Payroll populates the Rate As Of Date system element that is associated with a set of

bundled entries with the end date of the Time and Labor period, segment, or slice. (If there is no

segmentation, the Time and Labor period end date is used. If segmentation exists, the segment or slice

end date is used.) The system element retrieves the effective-dated definition of the rate code.

Mapping TRCs to Run Types

In Global Payroll, a run type must be associated with each calendar. The run type identifies the type of

process (payroll or absence), the process list, and the valid TRCs for the pay run. During the payroll

process, the system retrieves the effective-dated definition (as of the Global Payroll period end date)


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for each TRC listed on the run type. It then retrieves only the payable time entries for TRCs that are

included in the run type.

In Time and Labor, you map earning, deduction, and absence take elements to the corresponding

TRCs (Figure 22):

Figure 22. Mapping TRCs to Run Types

Mapping Tasks to Supporting Elements

Tasks define companies, business units, products, departments, and other entities to which payees can

report time.

If you don't map task entities, Global Payroll calculates costs at the earning and deduction level only

and cannot supply Time and Labor with a cost breakdown by task. You can create a separate mapping

scheme for each country in which your organization operates (Figure 23).


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Figure 23. Mapping Task Codes

Running a Payroll with Time and Labor Data

To prepare for a pay run:

Ensure that the Time and Labor Time Administration process has been run.

For each approved absence event, Time and Labor looks at the code for the absence take element,

the beginning and end dates of the absence and, when applicable, partial hours for absences of less

than a day. It also triggers the Schedule Resolution process in Time and Labor, which looks at the

absent days for which partial hours were not reported and determines the number of hours that

the time reporter was absent based on his or her default schedule.

The Time Administration process must also be run to convert reported and scheduled time to

payable time. Create calendars that select Time and Labor data. When using the Calendars - Definition page in

Global Payroll to create calendars for the pay run, set up the calendars to:

Retrieve data for the period of time that you specify.

Select the time period in the Time & Labor Calendar field. You select from a prompt table that

displays all calendar periods. If you leave the Time & Labor Calendar field blank, payable time is

not retrieved. The Time and Labor calculation period ID can be the same as or different from the

calculation period ID. For example, if your Time and Labor calculation period ID is March and

the current calculation period ID is April, payees (in order to be selected) must have payable time

in March and have been active for at least one day in April.

Use a run type that identifies the TRCs that you want to process.

Ensure that the Time Administration process has been run for the payees that you want to pay.

Starting a Pay Run

Start the Identify phase of the Payroll process to select payees.


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Global Payroll identifies payees who have payable time for TRCs that are mapped to the calendar's

run type and the time period that is defined by the Time & Labor Calendar field on the Calendars -

Definition page. (You can start the Identify process by itself or with the Calculate process.)

Start the Calculate phase to select payable time.

Global Payroll loads payable time for the selected payees into the Generate Positive Input table. It

retrieves only the rows of payable time that has:

A TRC that is mapped to the run type of the calendar.

For current period entries, a payable status of:

ES (Estimated - Ready for Payroll)

AP (Approved - Goes to Payroll)

SP (Sent to Payroll)

RP (Rejected by Payroll)

For retro periods entries, any payable status except:

NA (Needs Approval)

CL (Closed) when the Pay System field is not set to GP (Global Payroll)

IG (Ignore)

NP (No Pay)

OE (Online Estimate)

Global Payroll also updates the payable status of each entry:

SP - For all payable time entries that are loaded into Global Payroll except those with a

payable status of PD (Paid - Labor Distributed) or DL (Paid - Labor Diluted).

IG - For all payable time entries that the system will not use as a result of changes by Time

and Labor that created offset and new entries.

Review results and correct errors.

Review the Payee Messages page for processing errors and messages. You can view payable time

entries that have gone through the Calculate phase on the Generated Positive Input - Payroll page.

Look for entries with a Source value of Time & Labor. You can also see processed bundled payable

time entries on the Positive Input - Payroll page.

To adjust or correct entries that originated in Time and Labor, make the changes in Time and Labor

and then run the Calculate phase again. This ensures that the Time and Labor data and Global

Payroll data remain in sync.

Cancelling a Pay Run


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If you cancel a pay run, Global Payroll deletes the payable data that was loaded from Time and Labor

and updates the payable status for each payable time entry to RP with a reason code of Cancelled by

Payroll, unless either of the following conditions exists:

The payable status is PD, DL, CL, or TP (Taken - Used by Payroll).

The payable time was also sent to another payroll system (according to the Pay System flag

associated with the entry).

Updating the Payable Status and Returning Cost Data

You can run the update process only once per pay run (Figure 24). If you used process streams to run

the payroll, you can use the same process streams to send data back to Time and Labor. You start the

run control for one stream at a time, returning to this page after each launch to invoke the next stream.

Figure 24. Send Costs to Time and Labor page

Self Service Setup

Approvals Configuration

You can enter Absence in multiple places. Absence Administrators can use the Absence Event Entry

page to enter Absence. Employees and Managers can use Absence Self Service to request Absence, and

Employees can request Extended Absence using Self Service as well. It is also possible to enter

Absence using Time and Labor Timesheet if the employee is enrolled as a Time Reporter. However, it

is necessary to indicate the types of Absence that you want to enable your Self Service users to request


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in Time and Labor. In the Country Take configuration (see Figure 5), you need to turn on the Allow

Entry in Time and Labor option for those Absence Takes that you enable your users to request via the

Timesheet. Therefore, users should be able to request those Absences that are part of his or her

Eligibility Group and that have been enabled for Time and Labor on the Country Take component.

Approvals are also part of the setup that you need to consider when integrating with Time and Labor.

Both Absence and Time and Labor support Approval Workflow Engine (AWE) and, therefore, both

applications contain an Approval Process ID in the AWE registry, but one Absence Request can only

be instantiated with one Approval Process ID. This means that the Approver from Time and Labor

may be different from Absence Management, depending on on where the Absence was requested. In

the Country Take configuration page (Figure 25), you define the Approval Process ID and the

Approval Definition ID to be used if your Absence is requested either by Absence Self Service or

Extended Leave. If your Absence is requested via Timesheet, the Approval Process and Definition IDs

will be those defined at the Workgroup level (Figure 26) or, if overridden, at the TRC level (Figure 27).

Figure 25. How to Enable Absence Takes in Time and Labors Timesheet


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Figure 26. How to define Approval Rules in Time and Labor Workgroups

Figure 27. How to define Approval Rules in Time and Labor TRCs

Time Reporting Integration

You must turn on other parameters in the Time and Labor Installation table in order to indicate to

Time and Labor what to do when an Absence is reported or approved. Within the Time Reported


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Options section is the Regenerate Reported Time for Absence Entry check box (Figure 28). If selected,

when absence entries are reported or approved, the system regenerates reported time based on the

employees schedule (Reported Time source is SCH) so that the sum of reported absence and work

time from other sources equals the number of scheduled hours for a day. This check box functions in

conjunction with the Create Partial Work Hours check box on the Workgroup Defaults page (Figure

29) in Time and Labor. If this check box is selected and the Create Partial Work Hours check box is

deselected, the system uses full day absence logic when generating time. If the Create Partial Work

Hours check box is selected and this check box is deselected, reported time is not affected.


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Figure 28. Time and Labor Installation options


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Figure 29. Workgroup installation options

Holiday Schedule Configuration

The Holidays Schedule table is defined under HRMS Setup Common Components menu, but the

Holiday Schedule may be used by independent programs or pieces of code for each of the products.

For instance, in Absence Management when Requesting Absence on the Absence Self Service or in the

Timesheet components, the Holiday Schedule is used to calculate the Absence end date or the duration

between the Absence start date and end date (Figure 30). The Holiday Schedule is also used during the

batch process. The use of the Holiday Schedule depends upon your implementation when using the

Holiday System elements in your Absence Take Day formula or the Generated Positive Input Member

List section, which depends on your configuration (Figure 31).


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Figure 30. Defining start and end dates and duration calculation in Absence Self Service

Figure 31. Defining a Holiday Schedule


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Figure 33. Setting up a Holiday Schedule in Absence Management Pay Group

Work Schedule Configuration

The Work Schedule configuration is shared between Time and Labor and Absence Management in the

sense that you do not need to define schedules for each one. However, the way a Work Schedule is

resolved and processed may be different in the two systems. Absence Management resolves the work

schedule online with its Self Service transactions to calculate the duration of an Absence or the end

data of an Absence based on a start date plus the duration entered in days or hours. The Work

Schedule is also resolved during Absence Batch calculation, but the result of the Absence will depend

on how you set up the usage of the Work Schedule elements within the Absence system rules. For this

reason, your settings for the two products should be in sync. In that way, the results produced by the

Absence Management system should be the same as those expected from the Time and Labor system.

The Work Schedule is assigned to the Pay Group (see Figure 33) in the Absence Management system.

In the Time and Labor system, the Work Schedule is assigned at the Work Group level (Figure 34).

Therefore, when you enroll an employee in Absence Management, the system will provide a Work

Schedule for the person by default. In the same way, when you enroll an employee in Time and Laborand you assign a Work Group, the system will provide a Work Schedule for the person by default.


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Figure 34. Setting up a Work Schedule

You can override the Work Schedule at the Employee Level in both systems using components that

the two products share. Use the Assign Work Schedule component in Manager Self Service (Figure 35)

and the exact same component in Global Payroll and Absence Management (Figure 36).

Figure 35. Assign Work Schedule page in Manager Self Service


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Figure 36.Assign Work Schedule page in Global Payroll & Absence Mgmt

Conclusion

Global Payroll is a robust and flexible product that provides multiple ways to configure your business

rules. The Absence Management portion, which is bundled within Global Payroll, integrates well with

other applications, such as Payroll for North America, Third Party Payroll using Payroll Interface, and

Time and Labor. This white paper describes the integration with Time and Labor in detail. It is

important to mention that this integration is robust, scalable, and proven to be working with customers

that handle very large numbers of transactions on a Pay Period basis. Self Service transactions are a

role-based product that enables you to deploy integrated and standalone transactions for employees,

managers,time keepers, administrators, or all of these roles. The look and feel is consistent across

applications, so those with multiple users, such as employees, managers, and administrators, will findthat wherever they access the Absence system they will find a consistent and intuitive user experience

throughout the product.


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Absence Management Integration with Global

Payroll and Time and Labor

March 2013

Author: Teodoro Hernandez

Oracle Corporation

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