Leave rules

Leave rules define the process applying leave time to individual cases.

Find leave rules

  • To find a specific item — Type a name in the Name search box. Use up to 25 characters and wild cards.
  • To filter items based on status — In the Filter drop-down, select Active, Inactive, or All.
  • To specify a row — Select the check box next to the item.

Click Refresh to update the workspace with any new or changed information that has been saved.

Warning: Save all changes before you click Refresh. If you do not, your changes are lost.

Note: To modify a leave rule for a specific leave case navigate to Leave of absence case editor > Eligibility & Rules > Edit rule.

Use the Leave Rules Editor to:

  • Create new leave rules
  • Duplicate or edit existing leave rules
  • Delete leave rules
  • Mark a leave rule as active or inactive.
  1. Go to Application Setup > Leave Setup> Leave Rules.
  2. On the Leave Rules page, click New, or select the appropriate leave rule, and then click Duplicate or Edit.
  3. In the Leave Rule Editor, select a Leave category from the drop-down.
  4. Enter a Leave rule name using a maximum of 50 characters.
  5. (Optional) Enter a Description using a maximum of 50 characters.
  6. Select Taking Increments to control the time increments that apply when an employee takes leave:
    • Transactions in increments of — Specify a time amount in hours and minutes to control the increments in which Step nodes produce leave takings in a rule.

      • For example: If a remaining balance in the Sick accrual code is two hours and an increment is set to four hours, then the taking node cannot use these two hours and passes it to the next child node.

    • Minimum per transaction — Specify a time amount in hours and minutes to control the minimum amount of time that can be produced by all Step nodes in a single leave taking.

      • For example: If a remaining balance in the Sick accrual code is two hours, an increment is set to 15 minutes, and the minimum is set to four hours, the taking node cannot use these two hours and passes to the next child node.

    • Disregard taking limits in accrual rules — When selected, specifies that a leave rule bypasses all taking limits specified in all accrual rules for all accrual codes used in this leave rule.
  7. Define taking steps, decision nodes, and taking distributions.
  8. Click Save or Save & Return.

Note: When you create a leave rule, the rule is automatically assigned a status of Active.

Activate a leave rule to make it available for use throughout the Leave application. New leave rules are automatically assigned a status of Active.

Note: You cannot associate an inactive leave rule with a leave profile. If you inactivate a leave rule that is already associated with an existing leave profile, the leave rule continues to work in the existing leave profile and any associated leave cases.

  1. In the Leave Rule Editor, select one or more leave rules.
  2. Click Activate or Inactivate.

Note: You cannot delete a leave rule that has been used within a leave case. Instead, mark the leave rule inactive.

  1. Select one or more Leave rules, and then click Delete.
  2. Click OK in the confirmation box.

The Leave Rule tree shows taking steps, decision nodes, and taking distributions. The top of the tree has the root nodes:

  • Paid Leave
  • tracking Leave.

You cannot edit either of these nodes, but you can add nodes below them with the following attributes:

  • Decision nodes — Enable a Yes or No decision.
  • Taking steps — Manage and calculate proposed takings of a single leave type for requested leave time.

Decision nodes appear before taking step nodes. You can have multiple decision nodes at the same level, or one below another. The appropriate taking step nodes appear under each decision node.

Taking distribution nodes include taking steps and appear below the root nodes. Calculate percentages based on fixed distributions or length of service. Taking distributions provide flexibility in managing policies such as Short Term Disability (STD). Using taking distributions, you can:

  • Pay STD plan percentages with paid leave remainders.

    For example:

    • A policy states that a fixed percentage of the employee's earnings are paid under the STD plan, with the remainder paid from one type of paid leave until the leave amount expires. Specify the percentage that the plan pays and the accrual code of the paid leave type used for the remainder.
    • A policy states that a fixed percentage of the employee's earnings are paid under the STD plan, with the remainder from all paid leave times. The order in which the employee can use other leave time is set within the policy guidelines. Specify the percentage that the plan pays and the accrual codes used for the remainder in the order that they are used.

Pay a percentage through the STD plan and the remaining percentage with accrued paid benefits.

For example: A policy specifies a percentage of the employee's earnings for STD pay with other accrued paid benefits used for the remaining percentage.

  • Pay a percentage through the STD plan and the remaining percentage with accrued benefits subject to taking limits.

    For example: A policy states that a percentage of the employee's earnings is paid under the STD plan, and paid leave time is used for the remainder. If vacation time is used, it is subject to taking limit.

  • Pay the remaining percentage only. If a company uses a third-party administrator to pay STD benefits, only the remaining percentage is specified and tracked.
  • Pay STD benefits based upon an employee's length of service with the company.

    For example: An STD policy states that based upon length of service, employees are eligible for a number of weeks at 100% then drop down to 60% for the remaining weeks. When the employees drop to 60% benefits, they can use other paid leave benefits for the remainder.

To add a taking step node to the tree:

  1. In the Leave Rule Editor, click the node to which you want to add the taking step.
  2. Select Add Taking Step from the Select an Action drop-down list.
  3. Select the leave type for the taking step from the drop-down.
  4. To specify that the takings for this leave type be stopped when the employee’s remaining accrual balance reaches the specified limit, select the Taking Limit check box. When you select this option, the fields and options in the Stop Takings Balance section becomes available. The Taking Limit option is available for both paid and tracking leave types
  5. The Stop Takings Balance also enables a notification to be sent when the employee’s remaining accrual balance reaches the balance specified.

    In the Stop Takings Balance section indicate the point at which leave takings should be stopped in the Limit field

  6. Click Save.

To add a decision node to the tree:

  1. In the Leave Rule Editor, click the node to which you want to add the decision node.
  2. Select Add Decision from the Select an Action drop-down.
  3. In the Decision Name text box, enter the name of the decision.
  4. To specify a waiting period for a decision node:
    1. Select Waiting Period Qualifier.
    2. Select the start date for the waiting period from the drop-down.
    3. Enter the length of time for the waiting period and select Calendar days or Scheduled days from the drop-down.
  5. Select Accrual Balance Qualifier to specify a required accrual balance for the decision node.
    1. Select the accrual code from the drop-down.
    2. Select whether the balance has to be less than, less than or equal to, more than, or more than or equal to the specified balance amount from the Operator drop-down.
    3. Enter the time amount of the accrual balance.
    4. (Optional)Select Insert a New Row and repeat steps a - c.
  6. Click Save.

Use taking distributions to manage certain disability payments. There are two types:

  • Fixed distribution, in which benefits are calculated at a certain percentage of hours, such as 60%, and the additional 40% is supplemented using other leave time.
  • Length of Service (LOS) distribution, which bases the percentage of disability benefits on an employee’s length of service.

To add a taking distribution

  1. In the Leave Rule Editor, click Paid or tracking in the rule tree.
  2. Select Add Taking Distribution in the Select an Action drop-down list.

    Note: The options to add Taking Increments become unavailable.

  3. In the Paid Leave or tracking Leave > New Taking Distribution section, enter a name for the taking distribution.
  4. Select a taking distribution type:
    • Fixed distribution — enter the first and second percentage. When the system calculates the percentage amounts, the first percentage is rounded Rounding is a way to simplify payroll accounting and reporting, and to enforce shift start and end times. Punch rounds divide hours into equal segments of an hour. up and the second percentage is deducted from the total.
    • Length of Service distribution — use the table to enter the length of service using a Y.mm format (use 0-11 for months, 12 is invalid). Also enter the first and second percentages. Use the arrow to add rows. Like Fixed distribution, the LOS first percentage amounts are rounded up.

      Example You specify a Fixed distribution with a first percentage of 66% and a second percentage of 34%. An eight-hour day is 480 minutes (8 hours x 60 minutes). 66% of 480 is 316.8 minutes, which is rounded to 317 minutes (5 hours and 17 minutes). The second percentage is calculated by subtracting the first percentage, 317, from 480. The resulting second percentage is 163 minutes (2 hours and 43 minutes). The second percentage is the amount that is charged against other leave time.

  5. Click Save.
  6. Add the necessary taking steps to each percentage.
  7. When you finish, click Save.

You cannot move a taking step node from Paid Leave to tracking Leave or from Tracking Leave to Paid Leave. However, you can move decision nodes from Paid Leave to Tracking Leave or from Tracking Leave to Paid Leave.

Click Cancel Move if you do not want to finish a move.

To move a node:

  1. In the Leave Rule Editor, click to select the node on the tree that you want to move.

    Note: All nodes under the node that you select are moved.

  2. Select Move from the Select an Action drop-down list.
  3. Select the node that you want to move the selected node under.
  4. Click Finish Move.

To delete a node in the tree:

  1. In the Leave Rule Editor, click the node that you want to delete.

    Note: All nodes under the node that you select are deleted.

  2. Select Delete from the Select an Action drop-down list.
  3. In the confirmation dialog box, select OK.