Description
To support the ability for Leave to be applied to a timesheet via the Additional Items section (for example a Standard Rates Job with pay codes of type ‘Leave’), an enhancement has been made to provide the ability to assign an Absence Type to a Pay Code of type ‘Leave’.
In Rates & Rules > Maintenance > Pay Code, where the Pay Code Type is ‘Leave’, the following new values are available:
Standard Rate Absence Type - this is a list which will be filtered by the Country of the Pay Code and Absence Types that are l inked to a Leave Type for the same Country as the Pay Code. Where selected the Standard Rate Default Start Time field is editable and mandatory. Where the Pay Code is selected in a timesheet, the system will use this value to generate the related Leave Request. As per the existing process, the Absence Type links to the Leave Type, which sets out the rules required to determine how the leave is paid and accrued.
Standard Rate Default Start Time - within a timesheet where Additional Items are selected, only a unit ‘Qty’ is available. As such to support the ability to generate the related Leave Request, so the leave can be paid, a ‘Default Start Time’ is required. When the timesheet is approved the system will use the Default Start Time for the related Leave Pay Code, and add the ‘Qty’ to determine the End Time value. For example if the Default Start Time is 09:00 and the ‘Qty’ is 8, then the corresponding Leave Request will start at 09:00 and finish at 17:00.
This strategy will not be viable for Clients who require that that Payees enter actual Start and End times for leave items. Where this is the case, the current process to apply leave items via the Attendance/Absence section of the timesheet will need to be used. Additional Item Leave may be an option where VMS data is imported onto Timesheets, where the VMS is the source of truth for Start and End times, and FastTrack360 is being utilized for the Pay / Bill process.
Benefit
These configuration changes provide the ability for Leave to be applied to the Additional Items section of the Timesheet which will support the payment and accrual of leave which may be required, for example, for a Standard Rate timesheet.
Configuration
As described above. The required Absence Type (Maintenance > Absence / Attend) and related Leave Type (Leave > Maintenance > Leave Type needs to be configured prior to applying these settings to a Pay Code.
For the Pay Code to be available in the Additional Items section of the timesheet, the Payee (Filled Candidate) needs to have the Absence Type applied to their Employment Type and ‘Exclude from Timesheet’ needs to be unticked.