HCM 109093 Absence Payroll

Fusion Absence Management integration
with Fusion Payroll
Tere Cacique Vazquez

Absence Management Product Strategy Director
Tracey Mumford
Core Payroll Senior Product Manager
December 2014
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Program Agenda
1 Fusion Absence Integration with Payroll Overview

2 Absence Setup
3 Payroll Setup
4 Use Case
5 How to assure the integration?
Support

Integration with Payroll
Overview

Integration with Fusion Payroll Overview
Date with
Units of
Rate absence
definition
Payment
Percentage
Push
Absence is recorded in Calculations of Absence Payments,
Oracle Fusion Absence Management Financial Liability in
Absence Oracle Fusion Payroll
Calculation
Card

Integration with Fusion Payroll Overview
• Payment information is pushed to payroll automatically:

– after the absence transaction go through an approval process – if required , or
on submittal
• Payroll resolves the calculation in the following order:

– Resolve Rate Definition
– Apply Payment Percentage/Factor
– Apply Payroll Rules

Absence Setup
Integration

Objects: Absence Plan
UI Pattern Features
Category Type Plans
Reasons
Legislation and LDG

Action Items

Plans and Payrolls
Key Facts
• Absence Plans are the bridge between Fusion Absence Management and
payrolls:
– Fusion Absence Management:
• Responsible for accrual, accrual balances and entitlements calculation
• Tracks all absence balances
• Provides the transaction breakdown with payment percentages/factors
• Does not track monetary balances
• Does not use elements itself for calculating entitlements or maintaining accrual balances
– Fusion Absence Management pushes information to Fusion Payroll which is stored in
the Absence Calculation Card (also known as Calculation Information Repository)
– Integration to other payrolls through HCM Extract from Absence Tables

Plans and Payrolls
• Transactions will be broken down
into plan details with payment
information Applicable
Rate
Definition
dates
• Rates can be defined in absences; Name
however Only calculated and
resolved in Fusion Payroll. Number of Payment
units to be Percentage/
• Rates can be used as reference processed
Payment Factor
(name only) for third party payrolls Information
Example: Pay 7.5 hours for 13 Jun at Normal Hourly

Rate x 100%
“Normal Hourly” Rate is sent as a “Name” for
payroll to resolve
Fusion Absence Management Setup
Do not use Unpaid.
Rate
Definitions
Fusion Payroll
Integration

Absence Setup
• Accrual Balance Disbursements / Recoveries

Balance disbursements and recoveries are pushed to payroll as they occur.
• Accrual Balance Liability
Balance values are available to Payroll. Payroll can calculate leave liability for booking
into financial applications.

Daily Break Down
Accrual Plan
Vacation Plan = Accrual Plan with 100% payment percentage.
Rate Definition use is HOURLY
Vacation Type: Associated to the Vacation Plan
Vacation from 1 Jul - 5 Jul (employee works every day 8 hrs - simple example)
Total duration = 40 hours
Employee has balance of 100 hours.
This is what is sent to payroll: Balance 60 hours, Total duration 40 hours
Date Units Payment Rate
percentage/ Definition
Factor
1 Jul 14 8 hours @100% HOURLY

Daily Break Down
Qualification Plan
Sick Leave Plan: Qualification Plan setup (UoM is Calendar Days)
15 days 100%
30 days 50%
45 days 0%
Rate definition use is BASE SALARY
Sick Leave Type “Sick Leave” is associated to this plan
Employee Transaction: Sick Leave from 1-jan -2014 to 19- Feb-2014
Breakdown sent to payroll Date Units Payment Percentage/ Rate Definition
Factor
1 Jan 14 1 day @100% BASE SALARY
….
...
13 Feb 14 1 day @50% BASE SALARY
…

Payroll Setup
Integration

Rate Definition
•Rate Definitions are used to define rates for processing
absence payments and deductions in Fusion Payroll.
•Rates can be based on balance values calculated in the
payroll run such as an employees average earnings for the
last year.
o These are known as 'Actual' rates.
•Rates can also be defined for a point in time such as the
Absence start date.
o These are known as 'Declared' rates.
•Rates should be defined in the same periodicity as the
absence plan i.e. days or hours.
•Maximum and minimum rate value rules can be defined
for the calculated rate value such as the rate should not
exceed $250.
•Rates can have one or more contributor: E.g. Rate can be
the sum of an employees Salary and Car Allowance entries.

Absence Elements
– Create an Element with a primary classification of ‘Absences’ and
the relevant secondary classification.
Note: This is the element that you will map to the absence plan.
– The element template prompts you for the type of plan:
• Accrual - ie Vacation where leave is not processed through payroll.
• Accrual with Entitlement – ie Vacation where leave is processed through
payroll.
• Entitlement – ie Maternity

Absence Element Template
• Enter additional information for your elements.
• The answers you provide in the element template will
result in up to 5 elements being created; Base Element,
Base Element Accrual, Base Element Entitlement, Base
Element Final Disbursement, Base Element Discretionary
Disbursement
This will create a Final Disbursement Element
This will create a Discretionary Disbursement Element
Additional Elements: To process Absence entries in Global Payroll additional setup including creating further
elements and creating payroll formula and payroll balances is required. Details on how to do this can be found in the
Absence Element Setup White Paper.
Note: In release 10 these attributes will be created automatically on submission of the Element Template.

Simple Use Case
Integration

Use Case
General Overview
Create Absence Create Absence

• The rate to use in Element - Payroll • Absence Accrual Type - Absence
payroll to • Element use in plan that has • Absence tied to
calculate absence Absence Plan to some effect in the absence plan
payment integrate with Payroll that has some
Payroll effect in Payroll
Create Rate Create Absence
Definition - Payroll Plan - Absence

Use Case
General Overview
Submit
Create an Absence Additional Payroll

• Automatic Enrollment Record - Absences • Absences pushes Elements - Payroll
• Enrollment applies ONLY information to Fusion
to Accrual Plans • Employee Enters an Payroll which is stored in • Additional elements and
• Run Accrual Process Absence record the Absence Calculation formulas are required to
• Absence Evaluation Card process absences within
• See Plan Participation and
payroll
Balance
Hire Employee and View Absence Card-

Run Accrual Process Payroll

Create Rate Definition - Payroll
Create a rate to calculate
an hourly figure based
on 100% of the employee’s
Salary.
Note: The factor in the rate definition

is independent of the factor in the
Absence UI.

Create Rate Definition - Payroll
• Define a rate contributor using a declared
rate based on the employee’s Salary
Balance.
• This means that the rates engine will look
for the figure held in the ‘Special Purpose’
input value on the Salary element as of a
point in time.

Create Absence Element - Payroll
Note: Best practice to name the element the same

as the absence plan.

Create Absence Elements - Payroll

Create Absence Elements - Payroll
• Based upon the answers given in the template, five elements have been created.
Plan Type
Question
Disbursements
Questions

Create Absence Elements ‘Watch Outs’ - Payroll
Remember to create element eligibility for your

absence elements else Absence information will not
be able to be pushed from Absences to Payroll and
therefore the Absence card will not be created.
Remember to attach a pro-ration group to the

absence elements – else the Absence elements will
not be processed in the payroll run.

Create Accrual Plan - Absence



Unpaid

Create Absence Type - Absence



Hire Employee – New Person – Core HR

Run Absence Accrual Process - Absences

See Employee Plan Participation and Balance

Create Absence Record - Absences
Submit

View Absence Record - Absences
Awaiting Approval
Approval Denied
Saved
In Progress
Completed
Scheduled
Absence Evaluation - Absences
Daily breakdown - send to Payroll
Date Units payment %/ Rate Definition

factor
3 Nov 14 9 hours @100% Hourly Rate
Absence 4 Nov 14 9 hours @100% Hourly Rate
Evaluation

View Absence Calculation Card - Payroll
• Absence calculation card is created
automatically when absence data is
passed through to payroll.
• Accrual Hierarchy
 Vacation Plan Accrual Summary
 Vacation Plan Accrual
• Entitlement hierarchy
 Vacation Plan Entitlement Summary
 Vacation Plan Entitlement
 Vacation Plan Entitlement Date

View Absence Calculation Card - Payroll
Daily Breakdown
Summary Record

Additional Payroll Setup - Payroll
• To process this absence through payroll, additional setup is required (White Paper)
Create Absence Payment Element Create an earnings element to process absence payments.
Create Absence Deduction Element Create an earnings element to calculate the absence deduction amount.
Create Absence Accrual Liability Element Create an information element to feed a balance that stores absence liability information for
and Balance employees.
Create Absence Discretionary Disbursement If the absence plan supports discretionary disbursement s, for example at the end of each
Earnings Element plan year, create an earnings element to pay the disbursement.
Create Absence Final Disbursement If the absence plan supports final disbursement at employment termination, create an
Earnings Element earnings element to pay the final disbursement.
Edit Processing Priority of Elements and Edit the processing priority of each element so they process in the correct sequence. Select a
Select a Proration Group proration group for the absence elements.
Create Calculation Steps and Calculation Create calculation steps once, for all absence elements. Create calculation factors to
Factors associate elements with calculation steps and calculation value definitions.
Create Fast Formula for Absence Elements Create fast formula to process the absence data .
Create Status Processing Rules for Absence Create status processing rules to send processed absence data results to the earnings or
Elements deduction elements.

Use Case
Watch outs summary
Create Absence Create Absence

• Make sure all effective dates Element - Payroll • Make sure status is ACTIVE Type - Absences
are prior to any absence • Unpaid option do NOT send
entries • Depending on your answers – information to Payroll • Make sure status is ACTIVE
elements are created • Check box for Transfer absence • Verify Maintenance
• Remember to create element payment should be ON checkboxes
eligibility • Element should be associated • Deferred Processing also
• Remember to attach pro- means push to payroll
ration group deferred
Create Rate Create Absence
Definition - Payroll Plan - Absences

Use Case
Watch outs summary
Submit
Create an Absence Additional Payroll

• Accrual Plans ONLY Record - Absences • Payroll information is received Elements - Payroll
• Automatically done when from Absences
hiring if plan already exist • Status of ‘Saved’, ‘Awaiting for • Effective date within the • Payroll doesn’t automatically
• Needs to be done manually if Approval’, and ‘Approval absence record date range create the elements and
hired was before the absence Denied’ will NOT be push to • Enterable Calculation Values formula to pay or deduct the
plan was created Payroll on Calculation Cards absence from salary . To setup
• Absence Evaluation process do the earnings and deductions
daily breakdown refer to white paper.
Enroll an employee View Absence Card -

to a plan - Absences Payroll

How to assure the integration?
Troubleshoot

Assuring Integration
1. ABS- Review Absence Plan - ensure the Entries and Balances tab is
complete and the user has attached an element
2. ABS- Review Absence Types - ensure the absence plan from #1 is associated
to an absence type
3. ABS- Review Absence Types - look at the Approval and Processing Rules. If
‘Approval Processing’ is enabled make sure absence is approved. If
'Deferred Processing' is enabled absence data to payroll will not be
automatically transfer to payroll (Need to run Absence Evaluation process)
4. ABS - Review the Employee Absence Record - check absence start date. It
must be later than the start date of the absence plan and absence type.
5. ABS - Review the Employee Absence Record- check absence type

selected is the same
6. ABS - Review the Employee Absence Record – check the absence status.
If the status is ‘Awaiting for approval’ the absence is not yet approved. It
will not be passed to payroll and may be an issue with approval rules
7. PAY - Review the Element Eligibility - ensure element eligibility records
have been created for all elements.
8. PAY - Review the Employee’s Calculation Card – check the absence is
showing on the Absence Calculation Card. To view the absence info, the
user must date-track to a date that falls within the absence period
9. PAY - If you can see the absence info on the Calculation Card you can then
follow the steps in the White Paper to process the absences in the payroll
run.
These steps are also available with screenshots on doc id 1930654.1 - Trouble-Shooting
Fusion Absence / Payroll Integration at My Oracle Support

Support

Log for Service Request
• For any payroll process which errors out or not retrieving correct CIR data,
please send out the payroll process detailed log with the Service Request.
To run the log:
– Let the absence type name be 'Vacation type'
– Let the employee under test be 'Anna Anderson‘, and
– Follow the following Sections and steps

• Section A: Altering set-up:

1. Go to Absence administration.
2. Click on Manage Absence types.
3. Search for <absence type name> (Vacation type in this case). Click on the absence type to open it.
4. Go to 'Display features' tab.
5. Click on the drop down button next to Actions button. Select correct.
6. Find Deferred processing under 'Approval and processing rules'.
7. Note down the existing values here before changing. The setup has to be reverted to these values once the current exercise is
done.
8. Enable Deferred processing for ALL categories by selecting 'Enabled' in all the drop down lists against deferred processing.
9. Click on Save and close

• Section B: Submitting absence and extracting log.

1. Submit the desired absence for the desired employee.
3. Click on 'Schedule and Monitor Absence processes‘
4. Under Submit Jobs > Select Evaluate Absences > Click on Run button against it.
5. Enter an effective date after the desired absence.
6. Check the check box 'Include trace statements in audit log‘
7. Under Population Filters, select person name. ('Anderson, Anna' without quotes in this case)
8. Scheduled Absences drop down list has list of absences populated. Select the absence that was submitted in step 1.
9. Click on Submit. Note down the job id /process id that is shown in the confirmation dialog.
10. Go to Scheduled processes under Tools using the navigator.

• Section B: Submitting absence and extracting log.

11. Search for the process that was submitted just now. Wait for the process to change to 'Succeeded'. Click on refresh icon (blue
button with twin arrows) to update status.
12. Once the status turns to 'Succeeded', click on the process. At the bottom, under 'Log and Output' , Click on the link named as
'ESS_L_<process id>' like 'ESS_L_3751‘
13. The log opens in a new page. Copy the entire contents of this page and paste it onto a local text file.
14. Send this text file across to support/ Upload it to bug/ Upload it to SR/ Send it across to development as applicable.

• Section C: Reverting set-up.

2. Click on Manage Absence types.
3. Search for <absence type name> (Vacation type in this case). Click on the absence type to open it.
4. Go to 'Display features' tab.
5. Click on the drop down button next to Actions button. Select correct.
6. Find Deferred processing under 'Approval and processing rules'.
7. Set deferred processing to enabled/disabled according to the values noted down in step 7 of Section A.
8. Click on Save and close


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Fusion Absence Management integration

with Fusion Payroll

Tere Cacique Vazquez

Copyright © 2014 Oracle and/or its affiliates. All rights reserved. | 3

1 Fusion Absence Integration with Payroll Overview

Copyright © 2014 Oracle and/or its affiliates. All rights reserved. | 4

Copyright © 2014 Oracle and/or its affiliates. All rights reserved. | 5

Copyright © 2014 Oracle and/or its affiliates. All rights reserved. |

• Payment information is pushed to payroll automatically:

• Payroll resolves the calculation in the following order:

Copyright © 2014 Oracle and/or its affiliates. All rights reserved. |

Copyright © 2014 Oracle and/or its affiliates. All rights reserved. | 8

Category Type Plans

Legislation and LDG

Copyright © 2014 Oracle and/or its affiliates. All rights reserved. |

Copyright © 2014 Oracle and/or its affiliates. All rights reserved. |

Example: Pay 7.5 hours for 13 Jun at Normal Hourly

Do not use Unpaid.

Copyright © 2014 Oracle and/or its affiliates. All rights reserved. |

• Accrual Balance Disbursements / Recoveries

Copyright © 2014 Oracle and/or its affiliates. All rights reserved. |

Copyright © 2014 Oracle and/or its affiliates. All rights reserved. |

Copyright © 2014 Oracle and/or its affiliates. All rights reserved. |

Copyright © 2014 Oracle and/or its affiliates. All rights reserved. | 16

Copyright © 2014 Oracle and/or its affiliates. All rights reserved. |

Copyright © 2014 Oracle and/or its affiliates. All rights reserved. |

This will create a Discretionary Disbursement Element

Copyright © 2014 Oracle and/or its affiliates. All rights reserved. |

Copyright © 2014 Oracle and/or its affiliates. All rights reserved. | 20

Create Absence Create Absence

Copyright © 2014 Oracle and/or its affiliates. All rights reserved. | 21

Create an Absence Additional Payroll

Hire Employee and View Absence Card-

Copyright © 2014 Oracle and/or its affiliates. All rights reserved. | 22

Note: The factor in the rate definition

Copyright © 2014 Oracle and/or its affiliates. All rights reserved. |

Copyright © 2014 Oracle and/or its affiliates. All rights reserved. |

Note: Best practice to name the element the same

Copyright © 2014 Oracle and/or its affiliates. All rights reserved. |

Copyright © 2014 Oracle and/or its affiliates. All rights reserved. |

Copyright © 2014 Oracle and/or its affiliates. All rights reserved. |

Remember to create element eligibility for your

Remember to attach a pro-ration group to the

Copyright © 2014 Oracle and/or its affiliates. All rights reserved. |

Copyright © 2014 Oracle and/or its affiliates. All rights reserved. |

Copyright © 2014 Oracle and/or its affiliates. All rights reserved. |

Copyright © 2014 Oracle and/or its affiliates. All rights reserved. |

Copyright © 2014 Oracle and/or its affiliates. All rights reserved. |

Copyright © 2014 Oracle and/or its affiliates. All rights reserved. |

Copyright © 2014 Oracle and/or its affiliates. All rights reserved. |

Copyright © 2014 Oracle and/or its affiliates. All rights reserved. |

Copyright © 2014 Oracle and/or its affiliates. All rights reserved. |

Copyright © 2014 Oracle and/or its affiliates. All rights reserved. |

Copyright © 2014 Oracle and/or its affiliates. All rights reserved. |

Copyright © 2014 Oracle and/or its affiliates. All rights reserved. |

Date Units payment %/ Rate Definition

Copyright © 2014 Oracle and/or its affiliates. All rights reserved. |

Copyright © 2014 Oracle and/or its affiliates. All rights reserved. |

Copyright © 2014 Oracle and/or its affiliates. All rights reserved. |

Copyright © 2014 Oracle and/or its affiliates. All rights reserved. |

Create Absence Create Absence

Copyright © 2014 Oracle and/or its affiliates. All rights reserved. | 45

Create an Absence Additional Payroll