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Sentric WorkforceAbsences
Understanding Absence Tracking
Sentric, Inc.
Rachel BrooksSentric Product Support Analyst
My Credentials:Over 20 years of industry experience in HRIS
Questions?Hang on until the end, we’ll have 15 minutes of Q&A
Or email me at rbrooks@sentrichr.com
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Agenda
Two Major Plan Types: Workforce vs. Payroll
Workforce Plan Process Flow
Payroll Plan Process Flow
Scenarios – how to handle
Absence Data Tables
Two Major Plan Types: Workforce vs. Payroll
Two Major Plan Types: Workforce vs. Payroll
1. When setting up an absence plan three important selections are made at the Absence plan level1. Platform2. Company3. Time Benefit ID
Two Major Plan Types: Workforce vs. Payroll
Based on Hours processed through payroll & Tenure
Accrual is variable amount
Balance updates after each payroll is
processed
Payroll Plan Workforce Plan
Accrual schedule not dependent on Payroll
Accrual only changes as employee tenure increases
Based on Time in Service
Platform
Two Major Plan Types: Workforce vs. Payroll
1. The type of plan used will have an impact on how the employees see the absence data
2. Understanding how the system processes these types of plans will allow you to administer them more effectively
Two Major Plan Types: Workforce vs. Payroll
1. Selecting the companies1. Employees should only be added to
Absence plans with a matching company2. If an employee switches companies, they
may have to switch plans too
Workforce Plan Process Flow
Workforce Absence Process
Employee Requests Time Off
Request is routed for approval
Approved in Routing
Absence written to absence history table – balanced reduced
Absence Processed thru payroll
Employee is paid for the absence
Accrual process runs every night – Accruals will be added without regard to the payroll processing
Workforce Absence Process
1. Important to keep in Mind1. Workforce plans can add accrued time on a
different schedule from the payroll periods2. Absences for a payroll period need to be
entered into the system prior to the payroll process if you want the balance to show on the paycheck and the pay to be associated to an absence plan
3. Absences that have already been processed thru payroll (have a date before the last pay date) can no longer be changed
Payroll Plan Process Flow
Payroll Absence Process
Employee Requests Time Off
Request is routed for approval Approved in Routing
Absence written to absence history table Absence Processed in
payroll
Plan balance is reduced by absence
occurrences
Accrual is awarded based on hours
processed through payroll
Employee is paid for the absence
Accrual is recorded in Absence History Table
Payroll Absence Process
1. Important to keep in Mind1. Payroll plans only add accruals when the payroll
is processed2. All absence instances should be entered prior to
processing payroll for correct processing3. Absences that have already been processed thru
payroll (have a date before the last pay date) can no longer be changed
Scenarios – how to handle
Scenarios – how to handle
Scenario: Employee forgets to enter time off until after the payroll period has been processed
Solution: An administrator should enter the absence so the correct information is in Workforce. To correct the payroll for the employee there are 3 choices (for employees who clock their time):
1. Create a manual check using the check calculator to determine the amount
2. If the employee can wait, then manually enter the time off with the next payroll. Add the hours into the pay details
3. A separate payroll may need to be processed to generate the pay for the employee. This will create additional cost as a payroll run would be necessary
For salaried employees a manual check can be created to add the time off by create a positive vacation value and a corresponding negative regular pay value.
?
Scenarios – how to handle
Scenario: Employee requests time off but they cannot submit the request because the request would take them past the Negative Balance Limit
Solution: Depending on your organizations policies related to time off, Human Resources or Managers in some cases can over-ride the limit if desired
?
Scenarios – how to handle
Scenario: Employee just accrued time and then an Over Maximum Reduction transaction reduced it back to zero
Solution: Check the plan setup. There is a Maximum allowed balance in the plan rules which is applied at each accrual. If this is set to zero it will take away the accrued time right after it is distributed
?
Scenarios – how to handle
Scenario: Employee requests time off and receives a message that says: You will need to contact your administrator to request time off prior to (date value) because accruals have already been processed for the plan
Solution: The system administrator can input this time off for the employee. Be careful to make sure the absence date has not been processed thru payroll – if it has than handle like the forgotten entry scenario
?
Scenarios – how to handle
Scenario: When you look at the absence summary screen you see some future absence records for an employee, but when you run a query to look at the same employee absences they are not present
Solution: Check the routed tasks, the absence summary will show routed data, but since the records have not yet been approved they will not be in the table and will not show in a query
?
Scenarios – how to handle
Scenario: A new employee as part of their employment agreement is getting a non-standard accrual amount for a specified period of time
Solution: Workforce Platform: Enroll the employee in the base absence plan, but enter an override accrual rate for the time period of higher accruals. Be careful because the standard carry-over and maximum accrual values will still apply to this employeePayroll Platform: Update the employees Seniority Date on the Employee Status screen to adjust the amount of service time for the employee so they accrue at the higher rate
?
Scenarios – how to handle
Scenario: An employee is requesting an unpaid leave and is enrolled in Workforce Absence plan. While they are on leave you do not want the employee to accrue time in the plan
Solution: Add a over-ride accrual rate of zero for the time the employee will be out on unpaid leave. This can also be handled by moving the employee into a Leave status if that status is not set as an active status in the system.
?
Scenarios – how to handle
Scenario: An employee moves from part-time to full-time and has balance in the part time plan before he transfers
Note: This scenario assumes you do not have a single plan to handle part-time and full-time employees using the FTE checkboxes or separate rules for part-time and full-time employees in the same plan
Solution: Enter a negative adjustment in the part-time plan to bring the plan to a zero balance. In the full-time plan add an adjustment for the amount reduced.
?
Scenarios – how to handle
Scenario: An Employee is enrolled in a payroll platform plan and receives an incorrect accrual amount
Solution: Contact your Customer Service Representative to correct the data
?
Absence Data Tables
Tables in the system related to absences1. Person Based Tables
1. tPersonAbsencePlan2. tPersonAbsenceHist3. tPersonAbsenceOverrideHist
2. Setup Tables1. tAbsencePlan2. tAbsencePlanDetailHist3. tAbsencePlanRule4. tAbsencePlanType5. tAbsenceReason6. tAbsenceAdjustmentReason
3. System Table1. UsysAbsenceTransactionType
Absence Data Tables
tPersonAbsencePlan1. Relates an employee to a plan2. Contains the time frame when they are enrolled
Absence Data Tables
tPersonAbsenceHist1. Contains transactions that an employee has in their
absence plan (the credits and debits). Think of this table as the checkbook register for an absence plan.
2. Transaction Types1. User Entered
1. Accrual records2. Absences3. Adjustments4. Beginning Balance transactions
2. System Created1. Over Max Reductions2. Carry over Reductions
Absence Data Tables
tPersonAbsenceHist
Absence Data Tables
tPersonAbsenceOverrideHist1. Table to store override rates and effective dates
Absence Data Tables
tAbsencePlan1. High level plan information
Absence Data Tables
tAbsencePlanDetailHist1. Plan details for a date range
Absence Data Tables
tAbsencePlanRule1. Accrual rules for Workforce
platform plan or Payroll platform plan(???)
2. Attaches to Plan Detail (date range)
Absence Data Tables
tAbsenceReason1. Code Table used to define reasons for time away from
work2. Different codes are associated to different transaction
types absences or adjustments
Absence Data Tables
tAbsencePlanType1. Defines groups of Plans 2. Determines if Severance is paid for unused time
at termination
Absence Data Tables
UsysAbsenceTransactionType1. System table used to determine the order in
which transaction types are processed for plans that accrue at the beginning or the end of an accrual period
Absence Data Tables
Absences
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