Completing Employee Time Setup

Objective

After completing this lesson, you will be able to assign time settings to employees to ensure accurate time calculations.

Employee Time Off Setup

Shortly before you go-live with Time Off, you need to assign the necessary time off objects to each employee in the Time Information section of their job information.

Maintain the following fields for each employee who will be using Time Off:

Holiday Calendar
Work Schedule
Time Profile

The Time Off Information fields are displayed.

An admin, should have the following permissions to assign these fields in the job information:

Holiday Calendar: User Permission→Employee Central Effective Dated Entities→Holiday Calendar
Work Schedule: User Permission→Employee Central Effective Dated Entities→Work Schedule
Time Profile: User Permission→Employee Central Effective Dated Entities→Time Profile

Note

New hires: While hiring a new employee, ensure that this employee is being set up for time off.
Existing Employees: If time off information hasn't been maintained for an existing employee, go into their job information and maintain it as you would for a new employee. To do this action for many employees, use the Mass Change feature to maintain the fields.

When the Time Profile is assigned, the system automatically creates the employee's Time Accounts with a balance of zero. Initial balances are set up as part of the accrual configuration process.

Here is an example of how time types appear on the ESS, once the time profile is assigned.

Update Time Off Information in Employee Information

Steps

Select Employment Information.
Choose the History link.
Select Take Action→Make Correction.
In the following figure, you can see an example of how the time information is updated in an employee job information.

Propagations and Integrations

Time off information can be automatically assigned to an employee's Job Information using data propagation rules. This removes the need for manual data entry during hiring, transfer, or promotion events and ensures consistency across the organization.

After creating the propagation rule, to automate the time profile assignment navigate to Manage Business Configuration→jobinfo and assign the rule as save rule.

Data Propagation page is displayed. The first step to propagated employee job information is to create the rule.

The result of the rule shown in the example is that any employee transferring/joining ACE Australia is assigned the time profile shown in the THEN statements of the rule PROFILE.

Leave Requests for Employees

For example, if you go-live on the first of April, you might want to have the past leave request from the first three months in the system and also the future one already requested.

Existing leave requests can be uploaded:

Manually: use Request Time Off for the employee within Manage Time Off
Import/Mass Upload

Summary

When a Time Profile is first assigned, time accounts are created automatically with a balance of zero. Any opening balance needs to be added manually via Manage Time Off or through file upload.
For existing employees missing Time Off information, the Mass Change feature can be used to update multiple records at once.
Purchased Leave allows employees to buy additional time off through payroll deductions. When approved, an ad-hoc time account is created automatically for the purchased amount.
Propagation rules can automatically assign time off settings like a default time profile when an employee is hired or transferred into a company.

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