Rates & Rules > Maintenance > Pay Code - Ability to Assign an Absence Type

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.

The Absence Type assigned to the Pay Code will dictate the Leave Type that is applied (Leave Maintenance > Leave Type - an Absence Type is linked to a Leave Type). As such the Leave Type needs to be configured to support the conditions required. If, for example, you require that the supplied imported rate, or rate on the job is used for leave, then the Deduction Rule must have a Rate Type of ‘Agreement Rate'. If you require that the Average Rate is used, then the Deduction Rule must have a Rate Type of ‘Average Rate’. If there are cases where the Payee may be subject to both conditions, a Leave Type can have more than one Leave Set with different Deduction Rules, however you must be able to determine what that point of difference is in the hierarchy filter for the rule, so that the Accrual Rule is not duplicated. For example if the point of difference is that Timesheets for some Clients need to use the rate supplied, then a Leave Set(s) can be created with a Hierarchy Value for the Client - in this case the Deduction Rule would be for Rate Type of ‘Agreement Rate’. If Timesheets for another Client requires Average Rate, then a second leave set is created with a Hierarchy Value for the other Client, the Deduction Rule in this case would be for Rate Type of ‘Average Rate’.

Steps for configuration of Leave Types is not available on Online Help due to the high level of configurability within the feature and the complexities with some leave rule requirements. If you need assistance with configuring Leave Types, please contact the Customer Service Centre or if you are in project, Professional Services.

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.