Oracle Fusion Human Capital

Management for Saudi Arabia

Absence Management Implementation and Functional
Considerations.

October 2020 | Version 1.00

Copyright © 2020, Oracle and/or its affiliates
Confidential: Public/Internal/Restricted/Highly Restricted
PURPOSE STATEMENT
This document provides an overview of features and enhancements included in release 20A. It is intended solely to help you
assess the business benefits of upgrading to 20A and to plan your I.T. projects.

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This document is for informational purposes only and is intended solely to assist you in planning for the implementation
and upgrade of the product features described. 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
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Due to the nature of the product architecture, it may not be possible to safely include all features described in this document
without risking significant destabilization of the code.

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and not intended in any manner.

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TABLE OF CONTENTS
Purpose Statement 1
Disclaimer 1
Introduction 3
Overview 3
Absence Transactions 3
Annual Leave 4
Sick Leave 4
Maternity Leave 4
Paternity Leave 4
Marriage Leave 4
Pilgrimage Leave 4
Bereavement Leave 4
Examination Leave 4
Unpaid Leave 4

Setup Sequence for Absence Management 5

Create Rate Definitions 5
Create Absence Elements 5
Create Derived Factors 7
Create Eligibility Profiles 7
Create Absence Plans 8
Create Absence Types 12

Worked Example: Sick Leave 14

Prerequisites 14
Create Rate Definitions 14
Create Absence Element and Related Objects 15
Create Main Absence Element 15
Create Element Eligibility for the Main Absence Element 17
Create Element Eligibility for Entitlement Absence Element 18
Create Absence Plan and Type for Sickness 18
Create Absence Plan 18
Create Absence Type 22
Create an Absence record for an Employee 23
Check Absence Calculation Card 24

Worked Example: Unpaid Leave 25

Prerequisites 25
Create Rate Definitions 25
Note: If the balance does not return a value, but the employee has a salary basis element, the rate
value will be derived from the salary basis element. 26
Create Absence Element and Related Objects 27
Create Main Absence Element 27
Note: For the Subject to GOSI balance to be affected by unpaid leave the processing priority
for the unpaid leave element should be amended to a value higher than 3000. 29
Create Element Eligibility for the Main Absence Element 29
Create Element Eligibility for Entitlement Absence Element 29
Create Absence Plan and Type for Unpaid Leave 31
Create Absence Plan 31
Create Absence Type 31
Create an Absence record for an Employee 32
Check Absence Calculation Card 33

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INTRODUCTION
This paper provides examples, based on statutory requirements, of the setup tasks required for creating Saudi Arabia
specific absence elements and absence management for your enterprise from Release 20A onwards.
This paper assumes that the following associated documents have been read:
 Implementing Absence Management
 Creating and Assigning a work Schedule
 Oracle Fusion HRMS (Saudi Arabia): HR Implementation and Functional Considerations
 Oracle Fusion HRMS (Saudi Arabia): Payroll Implementation and Functional Considerations

OVERVIEW
With absence management you can manage worker absences and corresponding entitlements. You can create absence
types based on predefined absence patterns, and associate them with absence plans. You must associate an absence
element with an absence plan if you wish to transfer the following information for payroll processing:
 Payments for absent time during maternity or long term sickness
 Disbursement of partial time accruals
 Accrual disbursement when plan enrolment ends
 Absence liability amounts
You can process the payments in Oracle Fusion Global Payroll or use HCM extracts to transfer the information to a third-
party payroll application for processing.
The following objects need to be defined:
 Rate Definitions
 Absence Elements
 Derived Factors
 Eligibility Profile
 Absence Plans
 Absence Reasons
 Absence Certifications
 Absence Types
 Absence Categories
To support the following types of absence:
 Annual leave
 Sick leave
 Maternity leave
 Paternity leave
 Marriage leave
 Pilgrimage leave
 Bereavement leave
 Examination leave
 Unpaid leave
The suggested order for defining objects ensures that information is available when required.

ABSENCE TRANSACTIONS
The following information is based on how users record absence information.
The assessment date for all types of leave, except Maternity or Paternity, would normally be when the absence begins.
The assessment date for Maternity or Paternity leave would normally be based on a qualification date.

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For example, statutory maternity leave is for 60 working days, and 24 working days are to be taken prior to the expected
birth of the child. The assessment date would be based on a qualification date. The qualification date formula would be the
expected birth date minus 24 calendar days, or 12 working days based on a 6-day working week.

Annual Leave
To record annual leave the user must enter the start and end dates, but start and end times are optional.
Open ended annual leave is not expected.

Sick Leave
To record sick leave the user must enter the start and end dates, but start and end times could be optional.
The end date would be entered when the person returns to work so open ended sick leave is allowed.

Maternity Leave
To record maternity leave the user must enter the expected date of childbirth and the planned start and end dates of leave.
As statutory maternity leave has to start no later than 24 working days before the expected date of childbirth there is no
earliest start date.
The latest start of leave should be calculated as 28 calendar days prior to the expected date of childbirth.
Actual date of childbirth is required.
Actual start date will be required and actual return date will be entered when the person returns to work, so open ended
maternity leave is allowed.

Paternity Leave
To record paternity leave the user must enter the expected date of childbirth and the planned start and end dates of leave.
Actual date of childbirth is not required.
Actual start date and actual return date will be required, but start and end times are optional.

Marriage Leave
To record marraige leave the user must enter the start and end dates, but start and end times are optional.
Open ended marriage leave is not expected

Pilgrimage Leave
To record pilgrimage leave the user must enter the start and end dates, but start and end times are optional.
Open ended pilgrimage leave is not expected.

Bereavement Leave
To record bereavement leave the user must enter the start and end dates, but start and end times are optional.
Open ended bereavement leave is not expected.

Examination Leave
To record examination leave the user must enter the start and end dates, but start and end times are optional.
Open ended examination leave is not expected

Unpaid Leave
To record unpaid leave the user must enter the start and end dates, but start and end times are optional.
Open ended unpaid leave is not expected.

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SETUP SEQUENCE FOR ABSENCE MANAGEMENT
The suggested setup sequence for absence management is as follows:

Create Rate Definitions

You can create rate definitions to calculate compensation rates and other rates, such as accrual rates, using payroll balances.
You can use rate definitions in absence plans or by calling the rate calculation formula from another formula. If the rate is
based on more than one balance, you can specify multiple rate contributors. Use the Manage Rate Definitions task in the
Payroll Calculations work area.
See Implementing Absence Management: Rate Definitions for Absence Payments
You must specify a periodicity, such as hourly or weekly, for the returned rate and each rate contributors. When you use the
rate in a formula, you can, however, override the default periodicity.

The rate calculation:

1. Converts all values that contribute to the rate into a single periodicity.
2. Converts that rate into the return periodicity.

For example, for a rate with a periodicity of weekly using the annualization conversion formula, the rate calculation does the
following:
1. Calculates an annual figure from the value and periodicity of each contributing earning and deduction.
2. Converts the annual figure into a weekly value.

By default, rates are converted using the following values:

 52 weeks in a year
 12 months in a year
 260 working days in a year

To specify different conversion rates, you can define your own formula using the Rate Conversion formula type.

For example the formula provided for an annualized rate conversion includes the calculation based on 260 working days in a
year, a 5 day working week, whereas a 6 day working week equates to 312 working days in a year. The following is an
example of how to create a formula based on a 6 day working week:

 Navigate to task Fast Formulas in the Payroll Calculations work area

 Search for a formula of Type equal to Rate Conversion
 Select STANDARD RATE ANNUALIZED
 Copy Formula Text (do not edit original fast formula)
 Create a new fast formula using Create icon at top of search results table
 Enter Formula Name
 Select Type as Rate Conversion
 Enter a Description
 Select an existing Saudi ArabiaLegislative Data Group
 Enter the Effective Date from which fast formula can be used
 Insert Formula Text copied from the original STANDARD RATE ANNUALIZED fast formula
 Edit Formula Text by changing all instances of 260 to 312
 Save and Submit the fast formula
 Compile the fast formula

Create Absence Elements

The Elements task uses a questionnaire to gather information which is then used to create all the supporting payroll
definitions such as elements, balances, formulas, and calculation component required to process absences. Follow the steps
detailed below:
 Navigate to task Elements in the Payroll Calculations work area

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  On the Elements page, click Create
 On the Create Element window, select the Legislative Data Group and Absences from the list for Primary
Classification
 Select the appropriate value from the table below for Secondary Classification:

ABSENCE TYPE SECONDARY CLASSIFICATION

Annual Leave Vacation

Sick Leave Sickness

Maternity Leave Maternity

Paternity Leave Other

Marriage Leave Other

Pilgrimage Leave Other

Bereavement Leave Other

Examination Leave Other

Unpaid Leave Other

 The Category will be defaulted to Absence

 Select Continue to open the Create Element page
 Enter Name for the element. Note: This name is used as the prefix for all supporting payroll definitions that are
created, for example elements, balances and formula
 Enter a Reporting Name Note: this is the name shown when the element is displayed on reports
 Enter a Description for the element
 Enter the Effective Date from which the element can be used
 Enter the Currency Note: the default value, based on the LDG previously selected, is Saudi Ryal
 Select the calculation units as Days
 Select the appropriate value from the table below for type of absence information
 Select Next

ABSENCE TYPE TYPE OF ABSENCE INFORMATION FOR

PAYROLL

Annual Leave Accrual balances and Absences

Sick Leave Qualification Absences

Maternity Leave Qualification Absences

Paternity Leave Qualification Absences

Marriage Leave Qualification Absences

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 Pilgrimage Leave Qualification Absences

Bereavement Leave Qualification Absences

Examination Leave Qualification Absences

Unpaid Leave No Entitlement Absences

The review page summarizing the values entered will be shown. If the details are correct press Submit button to create the
element and its associated payroll definitions, otherwise correct the information before submitting.
After creating element eligibility records via the Element Summary click Done.

Create Derived Factors

Derived factors define how to calculate certain eligibility criteria that change over time, such as a person's age or length of
service. You add derived factors to eligibility profiles and then associate the profiles with objects that restrict eligibility.
See Implementing Absence Management: Derived Factors
The following derived factors can be created via the Manage Derived Factors task:
 Age
 Length of service
 A combination of age and length of service
 Compensation
 Hours worked
 Full-time equivalent
For example when annual leave is based on length of service, 21 days for service less than or equal to 5 years, 30 days for
service over 5 years, create a derived factor.
If you cannot define the required criteria as a derived factor create a user-defined criteria. For example, Pilgrimage leave will
only apply to those workers whose Religion is Islam, and Religion is not included as one of the types of derived factor.
 Navigate to Plan Configuration work area in Benefits Administration
 Select Manage User-Defined Criteria task from task list
 Create a new user-defined criteria using Create icon at top of search results table
 Enter a Name for the criteria
 Enter a Description for the criteria, if required
 Enter the Short Code for the criteria
 Select Table Person Attributes
 Select Lookup PER_RELIGION
 Select Column ATTRIBUTE_CATEGORY
 Select Save and Close

Create Eligibility Profiles

Create eligibility profiles to define criteria that determine whether a person qualifies for objects that you associate the profile
with. You can associate eligibility profiles with objects in a variety of business processes.
See Implementing Absence Management: Eligibility Profiles
As the majority of absence types will be applicable to all workers it is suggested that the only eligibility profiles that need to
be created are for:
 Maternity leave
 Paternity leave
 Pilgrimage leave

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Eligibility Profile for Maternity leave:
 Navigate to Plan Configuration in Benefits Administration work area
 Go to Eligibility Profiles tab
 Create a new eligibility profile using Create icon at top of search results table
 Select Create Participant Profile
 Enter Name for the profile
 Select Assignment to Use as required
 Profile Usage defaults to Benefits
 Status defaults to Active
 Go to Eligibility Criteria: Personal tab
 Go to Gender tab
 Create a new eligibility criteria using Create icon at top of table
 Enter Sequence as 1
 Select Gender Female
 Select Save and Close
Eligibility Profile for Paternity leave:
 Navigate to Plan Configuration in Benefits Administration work area
 Go to Eligibility Profiles tab
 Create a new eligibility profile using Create icon at top of search results table
 Select Create Participant Profile
 Enter Name for the profile
 Select Assignment to Use as required
 Profile Usage defaults to Benefits
 Status defaults to Active
 Go to Eligibility Criteria: Personal tab
 Go to Gender tab
 Create a new eligibility criteria using Create icon at top of table
 Enter Sequence as 1
 Select Gender Male
 Select Save and Close
Eligibility Profile for Pilgrimage leave:
 Navigate to Plan Configuration in Benefits Administration work area
 Go to Eligibility Profiles tab
 Create a new eligibility profile using Create icon at top of search results table
 Select Create Participant Profile
 Enter Name for the profile
 Select Assignment to Use as required
 Profile Usage defaults to Benefits
 Status defaults to Active
 Go to Eligibility Criteria: Other tab
 Go to User Defined Criteria tab
 Create a new eligibility criteria using Create icon at top of table
 Enter Sequence as 1
 Select User-Defined Criteria as previously defined user-defined criteria for Religion
 Select Meaning Islam
 Select Save and Close

Create Absence Plans

Absence Plans determine how entitlements are calculated; the timeframes used in the calculations; the actual parameters of
the entitlements; the relationship to payroll and other such functions.
The following types of Absence Plan are available:

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  Accrual - Accrual is the entitlement time that is earned by the employee on some periodic basis. An accrual may not
mean that the specific time may be available for the employee to use. Accrual simply implies that entitlement time
is given under predefined conditions at continuous points of time during the life of the plan.
 Qualification - A Qualification Plan is a form of Absence Plan in which the employee’s entitlement to time off is not
earned on a period basis but is granted to them. Non-accrued plans are typically used for entitlements other than
vacation (e.g. sickness, maternity, family leave, jury duty, military service).
 No Entitlement – A Plan which has neither Accruals nor Entitlements defined. Commonly this type of plans is used
to track Loss of Pay or Unpaid Absences.
Once defined, an Absence Plan can be associated to one or more Absence Types.
See Implementing Absence Management: Absence Plans
In Saudi Arabia, plans need to be created to support the following absence types:
 Annual leave
 Sick leave
 Maternity leave
 Paternity leave
 Marriage leave
 Pilgrimage leave
 Bereavement leave
 Examination leave
 Unpaid leave
Please note that not all attributes are applicable for each type of absence plan.
The following is the suggested setup for each absence plan based on statutory requirements. Use this table as a guideline as
to what to enter for Plan Attributes:

Plan Attrributes

Annual Sick Leave Maternity Paternity Marriage Pilgrimage Bereavm Examinatio Unpaid
Leave Leave Leave Leave Leave ent n Leave Leave
Leave

Plan Type Accrual Qualificati Qualificati Qualificati Qualificati Qualificati Qualficati Qualificati No
on on on on on on on Entitlement

Type Anniversary Rolling Absence Absence Absence Absence Absence Absence Calendar
Year Backward Duration duration Duration Duration Duration Duration Year

Anniversary Hire Date N/A N/A N/A N/A N/A N/A N/A N/A
Event Rule

Term N/A 1 N/A N/A N/A N/A N/A N/A N/A

Duration

Term N/A Years N/A N/A N/A N/A N/A N/A N/A
Duration
UOM

Start Rule N/A Absence N/A N/A N/A N/A N/A N/A N/A
Start Date

Overlap N/A Exclude N/A N/A N/A N/A N/A N/A N/A
Rule

 Navigate to task Absence Plans in the Absence Administration work area

 Create a new absence plan using Create icon at top of search results table
 Enter Effective As-of Date
 Select Legislation Saudi Arabia
 Select Plan Type as suggested in the table above and Continue
 Go to Plan Attributes tab

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  Enter Plan name
 Select Legislative Data Group
 Select Status Active
 Select Plan UOM Days or Calendar Days depending on the legal regulation
 Select Type as suggested in the table above
 Select Anniversary Event Rule, if applicable, as suggested in the table above
 Enter Term Duration, if applicable, as suggested in the table above
 Select Term Duration UOM, if applicable, as suggested in the table above
 Select Overlap Rule, if applicable, as suggested in the table above

The following is the suggested setup for each absence plan based on statutory requirements. Use this table as a guideline as
to what to enter for Participation:

Participation

Annual Sick Maternity Paternity Marriage Pilgrimage Bereavment Examination Unpaid

Leave Leave Leave Leave Leave Leave Leave Leave Leave

Qualification Absence Absence Date of Date of Absence Absence Absence Absence Absence
Date Rule Start Start Childbirth Childbirth Start Start Date Start Date Start Date Start
Date Date or or Date Date
Placement Placement

Eligibility Null Null As As Null As Null Null Null

previously previously previously
created created created

For all absence plans:

 Go to Participation tab
 Select Qualification Date Rule as suggested in the table above
 Select Entitlement End Rule As of Event
 Add a new Eligibility using Select and Add icon at top of table, that were previously created for Maternity leave,
Paternity leave and Pilgrimage leave only
For Annual leave absence plan only:
 Go to Accruals tab
 Select Accrual Definition Matrix
 Enter Payment Percentage 100 %
 Select Accrual Proration Rule None
 Select Accrual Method Front-loaded
 Select Accrual Frequency Source Person primary frequency
 Select Accrual Vesting Rule None
 Select Ceiling Rule None
 Select Carryover Rule Include in matrix
 Select Carryover Proration Rule None
 Select Carryovers expire after specific time
 Enter Duration 90
 Enter UOM Days
 Select Allow Negative Balance
 Create Accrual Matrix using Create icon at top of table. For example entitlement for annual leave could be based
on a matrix using a defined derived factor where:
 Service is less than or equal to 5 years = Pay Rate Factor –100% and Days equals 21, and
 Service is more than 5 years = Pay Rate Factor –100% and Days equals 0, and
 Years of service is more than 5 years = Pay Rate Factor –100% and Days equals 30, and
 Annual leave can be carried forward on the anniversary of their hire date or the 1st January depending on
company policy, but must be taken by the end of 90 days

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  Any carried forward leave not taken by the allotted time cannot be paid (unless their contract states
otherwise)
See Implementing Absence Management: Absence Plans: Formula Creation and Error Handling for Absence Management
The following is the suggested setup for each absence plan based on statutory requirements. Use this table as a guideline as
to what to enter for Entitlements:

Entitlements

Annula Sick Leave Maternity Paternity Marriage Pilgrimage Bereavement

Leave Leave Leave Leave Leave Leave

Entitlement Absence Absence Qualification Absence Absence Absence Absence Start

Start Date Start Date Start Date Date Start Date Start Date Start Date Date

Qualification As required As 1 1 1 1 1
Details required
Sequence

Expression Example Example Example Example Example Example Example

Builder Sequence 1= Sequence 1 = Sequence 1 = Sequence 1 = Sequence 1 Sequence 1 Sequence 1 =
[LenghtOfService Duration 30 Duration 60 Duration 1
= Duration = Duration Duration 130
Less than 5] Days and Calendar Days Day and
Payment and Payment Payment 3 Days and 7 Calendar Days and
Sequence 2= percentage is percentage is percentage is Payment Days and Payment
[LenghtOfService 100% 100% 100%
Greater than 5] percentage Payment percentage is
Sequence 2 = is 100% percentage 100%
Duration 60
Days and
is 100%
Payment
percentage is
75%

Sequence 3 =
Duration 30
Days and
Payment
percentage is
0%

For all absence plans:

 Go to Entitlements tab
 Select Entitlement Definition Type Matrix
 Enter Entitlement Start Date as suggested in the table above
 Add Qualification Band Matrix using Add icon at top of table
o Enter Sequence 1
o Enter expression builder 1=1
 Add Qualification Details using Add icon at top of table. For example entitlement for sickness leave could be based
on a matrix where:
o Sequence 1 = Duration 30 Days and Payment percentage is 100%
o Sequence 2 = Duration 60 Days and Payment percentage is 50%
o Sequence 3 = Duration 30 Days and Payment percentage is 0%
For Unpaid leave absence plan only:
 Do not go to Entitlements tabs there are no entitlements.
For all absence plans:
 Go to Entries and Balances tab
See Implementing Absence Management: Absence Plans on how to complete this section. This is required to be completed
for enabling payroll, linking the lement and attaching the rate definition.

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 Create Absence Types
Broadly speaking, Absence Type controls the description of the absence (example: Holiday, Vacation, Sickness Leave) and
can be further refined by using Absence Reasons. Absence Type also controls what type of information is available to
include within self-service and administrative transactions.
Absence Types will tie the actual transaction of scheduling and recording absences to the plans that process the absence for
payment and balance maintenance.
Patterns provide high level control of how the application collects date information and how certain data is displayed.
The UI patterns available are:
 Generic absence
 Childbirth or Placement
 Ilness or Injury
See Implementing Absence Management: Absence Types, Reasons and Categories
Create the following Absence Types:
 Annual leave
 Sick leave
 Maternity leave
 Paternity Leave
 Marriage Leave
 Pilgrimage leave
 Examniation Leave
 Bereavement leave
 Unpaid leave
The following is the suggested steup for each absence type based on statutory requirements. Use this table as a guideline as
to what to enter for Type Attributes:

Type Attributes

Create:

Name Annual Sick Leave Maternity Paternity Leave Marriage Pilgrimage Bereavment Examniation Unpaid
Leave Leave Leave Leave Leave Leave Leave

Pattern Generic Illness or Childbirth or Generic Generic Generic Generic Generic Generic
Absence Injury Placement Absence Absence Absence Absence Absence Absence

General
Attributes:

Event N/A N/A Childbirth N/A N/A N/A N/A N/A N/A
Type

Special N/A None  Postnatal  Postnatal N/A N/A N/A N/A N/A
Conditions complications complications
 Miscarriage  Miscarriage
 Prenatal  Prenatal
complications complications
 Premature  Premature
childbirth childbirth

Duration
Rules:

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 Max. None Warning Error Error Error Error Error Error N/A
Duration
Alert

Max. N/A 120 60 1 3 7 130 for N/A N/A

Duration females
3 for males

Partial Unlimited Unlimited N/A N/A N/A N/A N/A N/A N/A
Day

 Navigate to task Absence Types in the Absence Administration work area

 Enter Effective As-of Date
 Selection Legislation Saudi Arabia
 Select relevant Pattern as suggested in the table above and Continue
 Go to Type Attributes tab
 Enter Name
 Select Event Type, if applicable, as suggested in the table above
 Select UOM Days or Calendar Days depending on the legal regulation
 Select Legislative Data Group
 Select Status Active
 Select Minimum Duration Alert None
 Select Maximum Duration Alert as suggested in the table above
 Enter Maximum Duration as suggested in the table above
 Select Partial Day Rule as suggested in the table above
 Select Absence Record Maintenance as required

 Go to Plans and Reasons tab

 Add previously defined Absence Plans using Select and Add icon at top of table
 Add previously defined Absence Reasons using Select and Add icon at top of table, if applicable

 Go to Display Features tab

 Complete all sections as required

 Go to Action Items tab

 Add previously defined Absence Certifications using Select and Add icon at top of table, if applicable
Refer to Implementing Absence Management: Absence Types, Reasons and Categories for any other details that are
required.

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WORKED EXAMPLE: SICK LEAVE
This example is based on the statutory minimum payment of sick leave.

Prerequisites
 Work schedule created for a six day working week and assigned to the person
 New annualized rate conversionformula created for 312 working days per year based on a six day working week

Create Rate Definitions

 Navigate to task Rate Definitions in the Payroll Calulations work area

 On the Rate Definitions page, click Create
 On the Create Rate Definition, select Derived Rate as the Category
 Enter the Effective Start Date and select the Legislative Data Group
 Select OK to open the Create Definition page

 Enter a Name for the rate

 Enter a Short Name
 Accept the default Status and Employment Level
 Accept the default Periodicity
 Select Periodicity Conversion Formula as the annualized rate conversionformula created for 312 working days per
year based on a six day working week
 On the Calculation Rate Contributors section of the page, click Create

14
  Select Balance as the Contributor Type to open the Create Rate Contributor page

 On the Create Rate Contributor page select Subject to GOSI as the Balance Name and Relationship Period to
Date as the Balance Dimension
 Select Annually as the Periodicity
 Click on Save and Continue
 Submit the Rate Definition

Create Absence Element and Related Objects

Create Main Absence Element

 Navigate to task Manage Elements in the Payroll Calculations work area

 On the Manage Elements page, click Create

15
  On the Create Element window, select the Legislative Data Group and Absences from the list for Primary
Classification
 Select Sickness for Secondary Classification
 The Category will be defaulted to Absence
 Select Continue to open the Create Element page

 Enter a Name for the element.

 Enter a Reporting Name
 Enter a Description for the element
 Enter the Effective Date from which the element can be used
 Accept the default Currency
 Select Days as the calculation units used for reporting
 Select Qualification Absences for type of absence information you want to be transferred to payroll
 Select Next

Create Element: Additional Details

16
  Choose Select rate to determine absence deduction amount for How do you want to reduce earnings for
employees not requiring a time card?
 Select previously created rate definition for Rate to Determine Absence Deduction Amount
 Select previously created rate definition for Which rate should the absence payment calculation use?
o This could be the same rate used for the deduction amount, or a different rate depending on business
needs
o Any reduction in amounts paid due to a reduction in entitlement will be handled as part of the Absence
Plan
 Select Next
 Review details and Submit

The following set of elements are created, based on the element name originally given:

Create Element Eligibility for the Main Absence Element

17
  Highlight Element Eligibility on Element Overview
 Select Actions and Create Element Eligibility
 Enter Element Eligibility Name
 Select appropriate Payroll Statutory Unit and Standard as the Relationship Type for Eligibility Criteria
 Select Submit

Create Element Eligibility for Entitlement Absence Element

 Search for and Select absence element created for Entitlement
 Highlight Element Eligibility on Element Overview
 Select Actions and Create Element Eligibility
 Enter Element Eligibility Name
 Select Submit to create an open Eligibility Criteria

Create Absence Plan and Type for Sickness

Create Absence Plan

 Navigate to task Absence Plans in the Absence Administration work area

 Create a new absence plan using Create icon at top of search results table
 Enter Effective As-of Date
 Select Legislation Saudi Arabia
 Select Plan Type as Qualification
 Select Continue

18
  Go to Plan Attributes tab
 Enter Plan name
 Select Legislative Data Group
 Select Status Active
 Select Plan UOM Days
 Select Type as Rolling Backward
 Enter Term Duration as 1
 Select Term Duration UOM as Years
 Select Overlap Rule as Exclude
 Go to Participation tab

 Select Qualification Date Rule as Absence Start Date

 Select Entitlement End Rule As of Event
 Go to Entitlements tab

19
  Select Entitlement Definition Type Matrix
 Enter Entitlement Start Date as Absence start date
 Add Qualification Band Matrix using Add icon at top of table
o Enter Sequence 1
o Select Expression Builder icon

o Enter expression builder as 1=1 and select OK

20
  Add Qualification Details using Add icon at top of table. For example entitlement for sick leave could be based on
a matrix where:
o Sequence 1 = Duration 30 Days and Payment percentage is 100%
o Sequence 2 = Duration 60 Days and Payment percentage is 75%
o Sequence 3 = Duration 30 Days and Payment percentage is 0%
Enter an appropriate Detail Name for each sequence and select Save and Close when the sequence is complete.

The details created will be used in the payroll processing of the absence.

 Go to Entries and Balances tab

21
  Select Absence Payment Rate Rule as Rate definition
 Select Rate Name as previously created rate definition
 Check Transfer absence payment information for payroll processing
 Select Element as previously created absence element
 Select Save and Close to complete the creation of the Absence Plan

Create Absence Type

 Navigate to task Absence Types in the Absence Administration work area

 Create a new absence type using Create icon at top of search results table
 Enter Effective As-of Date
 Selection Legislation Saudi Arabia
 Select Pattern as Illness or Injury and Continue
 Go to Type Attributes tab

 Enter Name
 Select UOM Days
 Select Legislative Data Group
 Select Status Active
 Select Minimum Duration Alert None
 Select Maximum Duration Alert as Warning
 Enter Maximum Duration as 120
 Select Partial Day Rule as Unlimited

22
 Select Absence Record Maintenance as required

 Select Linkage Rule as None

 Go to Plans and Reasons tab
 Add previously defined Absence Plan using Select and Add icon at top of table

 Enter Priority as 1
 Select OK to continue

 Go to Display Features tab

 Complete all sections as required for the needs of the business

Create an Absence record for an Employee

 Navigate to task Absence Records in the Person Management work area

23
  On the the Absences and Entitlements page, in Absence Records section click Add

 On the Absence Administration page, select the Type of absence as the sickness absence type previously created
 Enter the appropriate information for:
o Start Date
o Start Time
o End Date
o End Time
 The Duration will be defaulted based on the calculation of working days between the start and end date
 Select Submit to create the Absence record, which will be shown in the Qualification Plans section

Check Absence Calculation Card

 Navigate to task Calculation Cards in the Payroll Calculation work area
 Search for and Select the Person who is absent, with the relevant Effective As-of Date
 Calculation Card Absences is available to select in Search Results
 The details for the absence entered will be shown

This information will be used to calculate the payments due for Sick leave in the payroll process.

24
WORKED EXAMPLE: UNPAID LEAVE
This example is based on the understanding that Friday is not a working day.

Prerequisites
 Work schedule created for a six day working week and assigned to the person
 New annualized rate conversionformula created for 312 working days per year based on a six day working week
 Balances and expected balance dimensions exist for Subject to GOSI and Leave Without Pay

Create Rate Definitions

 Navigate to task Rate Definitions in the Payroll Calulations work area

 On the Rate Definitions page, click Create
 On the Create Rate Definition, select Derived Rate as the Category
 Enter the Effective Start Date and select the Legislative Data Group
 Select OK to open the Create Definition page

 Enter a Name for the rate

 Enter a Short Name
 Accept the default Status and Employment Level
 Accept the default Periodicity
 Select Periodicity Conversion Formula as the annualized rate conversionformula created for 312 working days per
year based on a six day working week

25
  On the Calculation Rate Contributors section of the page, click Create

 Select Balance as the Contributor Type to open the Create Rate Contributor page

 On the Create Rate Contributor page select Subject to GOSI as the Balance Name and Relationship Period to
Date as the Balance Dimension
 Select Annually as the Periodicity
 Click on Save and Continue
 Submit the Rate Definition

Note: If the balance does not return a value, but the employee has a salary basis element, the rate value will be derived from
the salary basis element.

26
Create Absence Element and Related Objects

Create Main Absence Element

 Navigate to task Manage Elements in the Payroll Calculations work area

 On the Manage Elements page, click Create
 On the Create Element window, select the Legislative Data Group and Absences from the list for Primary
Classification
 Select Other for Secondary Classification
 The Category will be defaulted to Absence
 Select Continue to open the Create Element page

 Enter a Name for the element.

 Enter a Reporting Name
 Enter a Description for the element
 Enter the Effective Date from which the element can be used
 Accept the default Currency
 Select Days as the calculation units used for reporting
 Select No Entitlement Absences for type of absence information you want to be transferred to payroll
 Select Next

27
Create Element: Additional Details

 Choose Select rate to determine absence deduction amount for How do you want to reduce earnings for
employees not requiring a time card?
 Select previously created rate definition for Rate to Determine Absence Deduction Amount
 Select previously created rate definition for Which rate should the absence payment calculation use?
o This could be the same rate used for the deduction amount, or a different rate depending on business
needs
 Select Next
 Review details and Submit

The following set of elements are created, based on the element name originally given:

28
Note: For the Subject to GOSI balance to be affected by unpaid leave the processing priority for the unpaid leave element
should be amended to a value higher than 3000.

Create Element Eligibility for the Main Absence Element

 Highlight Element Eligibility on Element Overview
 Select Actions and Create Element Eligibility
 Enter Element Eligibility Name
 Select appropriate Payroll Statutory Unit and Standard as the Relationship Type for Eligibility Criteria
 Select Submit

Create Element Eligibility for Entitlement Absence Element

 Search for and Select absence element created for Entitlement
 Highlight Element Eligibility on Element Overview
 Select Actions and Create Element Eligibility
 Enter Element Eligibility Name
 Select Submit to create an open Eligibility Criteria

Add Calculation Factors for Entitlement Result Absence Element

» Search for and Select absence element created for Entitlement Result
» Select Calculation Factors on Element Overview
» Select Actions and Create

» Select Calculation Step Saudi Hire Date Anniversary Excess Leave

» Select Calculation Value Definition Saudi Hire Date Anniversary Excess Leave
» Select Actions and Create
» Select Calculation Step Saudi Hire Date Anniversary Unpaid Leave
» Select Calculation Value Definition Saudi Hire Date Anniversary Unpaid Leave
» Select Actions and Create
» Select Calculation Step Saudi Continuous Leave
» Select Calculation Value Definition Saudi Continuous Leave
» Select Actions and Create
» Select Calculation Step Saudi Intermittent Leave
» Select Calculation Value Definition Saudi Intermittent Leave
» Select Submit to create all four new calculation factors

29
 Modify Formula for Entitlement Result Absence Element
Compare the default formula and the modified formula as an illustration.
/*Added for SA */
l_excess_leave = 0
l_unit = unit

IF IS_EXECUTABLE('ORA_HRX_SA_UNPAID_LEAVE') THEN
(
SET_INPUT ('i_dir_card_id', dir_card_id)
SET_INPUT ('i_dir_comp_id', dir_comp_id)
EXECUTE('ORA_HRX_SA_UNPAID_LEAVE')
l_excess_leave = GET_OUTPUT('l_excess_leave', 0)
)

Additionally return the variables l_unit ,l_excess_leave in the RETURN statement of the formula.

Add Status Processing Rules for Entitlement Result Absence Element

» Search for and Select absence element created for Entitlement Result
» Highlight Status Processing Rules on Element Overview
» Select Actions and Create Status Processing Rules
» Go to Formula Result Rules and Select Actions Create

» Select Result Returned L_EXCESS_LEAVE

» Select Result Rule Indirect Result
» Select Target Element Name ORA_HRX_SA_LEAVE_WITHOUT_PAY
» Select Target Input Value Number of Unpaid Leave Excess Days
» Unit of Measure Day
» Go to Formula Result Rules and Select Actions Create
» Select Result Returned L_UNIT
» Select Result Rule Indirect Result
» Select Target Element Name ORA_HRX_SA_LEAVE_WITHOUT_PAY
» Select Target Input Value Number of Unpaid Leaves
» Unit of Measure Day

Verify Balance Feed for Balance Leave Without Pay

To enable the appropriate reporting of the number of unpaid leave days the result of the unpaid leave calculation needs to
feed the balance Leave Without Pay.
» Navigate to task Manage Balance Definitions in the Payroll Calculations work area
» Search for Name Leave Without Pay in the appropriate Legislative Data Group
» Select balance Leave Without Pay
» Select Balance Feeds
» Verify that Element Name Saudi Leave Without Pay feeds the balance correctly

30
Create Absence Plan and Type for Unpaid Leave

Create Absence Plan

 Navigate to task Absence Plans in the Absence Administration work area

 Create a new absence plan using Create icon at top of search results table
 Enter Effective As-of Date
 Select Legislation Saudi Arabia
 Select Plan Type as No entitlement
 Select Continue

 Go to Plan Attributes tab

 Enter Plan name
 Select Legislative Data Group
 Select Status Active
 Select Plan UOM Days
 Select Type as Calendar Year
 Select Calendar as Anniversary Event Rule
 Go to Participation tab

 Select Enrollment Start Rule As of Event

 Select Entitlement End Rule As of Event
 Go to Entries and Balances tab

 Select Absence Payment Rate Rule as Rate definition

 Select Rate Name as previously created rate definition
 Check Transfer absence payment information for payroll processing
 Select Element as previously created absence element
 Select Save and Close to complete the creation of the Absence Plan

Create Absence Type

 Navigate to task Absence Types in the Absence Administration work area

 Create a new absence type using Create icon at top of search results table
 Enter Effective As-of Date

31
 Selection Legislation Saudi Arabia
 Select Pattern as Generic absence and Continue
 Go to Type Attributes tab

 Enter Name
 Select UOM Days
 Select Legislative Data Group
 Select Status Active
 Select Minimum Duration Alert None
 Select Maximum Duration Alert None
 Select Partial Day Rule as Not allowed

 Select Absence Record Maintenance as required

 Select Linkage Rule as None

 Go to Plans and Reasons tab

 Add previously defined Absence Plan using Select and Add icon at top of table
 Enter Priority as 1
 Select OK to continue

 Go to Display Features tab

 Complete all sections as required for the needs of the business

Create an Absence record for an Employee

 Navigate to task Absence Records in the Person Management work area

 On the the Absences and Entitlements page, in Absence Records section click Add

32
 On the Absence Administration page, select the Type of absence as the unpaid leave absence type previously created
 Enter the appropriate information for:
o Start Date
o Start Time
o End Date
o End Time
 The Duration will be defaulted based on the calculation of working days between the start and end date
 Select Submit to create the Absence record

Check Absence Calculation Card

 Navigate to task Calculation Cards in the Payroll Calculation work area
 Search for and Select the Person who is absent, with the relevant Effective As-of Date
 Calculation Card Absences is available to select in Search Results
 The details for the absence entered will be shown

This information will be used to calculate the payments due for Unpaid leave in the payroll process.

33
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October, 2020