HCM US FMLA Implementation White Paper

8/15/2019 HCM US FMLA Implementation White Paper

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US Family and Medical Leave (FMLA)

Oracle Fusion Absence Management Implementation

O R A C L E W H I T E P A P E R | O C T O B E R 2 0 1 5


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US FMLA IMPLEMENTATION

Disclaimer

The following is intended to outline our general product direction. It is intended for information

purposes only, and may not be incorporated into any contract. It is not a commitment to deliver any

material, code, or functionality, and should not be relied upon in making purchasing decisions. The

development, release, and timing of any features or functionality described for Oracle’s products

remains at the sole discretion of Oracle.


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1 | US FMLA IMPLEMENTATION

Table of Contents

Disclaimer 1

Release 3

Introduction 4

State Level FMLA Benefits 5

FMLA Setup Outline 6

Define Fast Formulas 7

State Level FMLA Benefits 7

Calculating Plan Use in Weeks 7

Define Balance 8

Define Derived Factors 9

Length of Service 10

Number of Hours Worked 10

Define Eligibility Profiles 10

Define FMLA Plans 13

Basic Attributes 13

Defining Plan Term 13

Defining Plan Participation 14

Defining Protected Leave Entitlement 15

Family and Medical Leave Plans and Absence Types 17

Absence Types 17

Associating Plans with Multiple Types 17

Managing Concurrent Entitlements 17


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Managing Absence Records Subject to FMLA Protection 19

Scheduling FMLA Protected Absences 19

Managing Intermittent Absences 19

Using Accrual Balances before initiating FMLA Protection 19

Tracking Certifications and Communications 20

Qualified Entitlement Display by Plan 21

Conclusion 22

Appendix A: Fast Formula – Derive State for FMLA Benefits 23

HR Only Customers (Not Using Address Overrides) 23

HR Only Customers (Using Address Overrides) 24

Assignment Overrides 24

Location Overrides 24

Payroll Customers 27

State Codes 28

Appendix B: Fast Formula – Conversion from Days to Fraction of Weeks 31

Appendix C: Sample Hours Balance Creation for Hours Worked 33

Enter Balance Type attributes 33

Enter Balance Dimension attribute 33

Enter Balance Feeds attributes 34

Appendix D: Sample Setup for Federal FMLA Plan 35

Assumptions 35

Define Derived Factors 35

Define Eligibility Profile 37


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Define FMLA Plan 37

Enter Plan Attributes (tab) 38

Enter Participation Attributes 38

Enter Entitlements Attributes 39

Entries and Balances 40

Associate Absence Types to your FMLA Plan 40

Release

Absence functionality is available in Fusion Release 10. This functionality applies to HR Only, Payroll Interface, and

Payroll licensed customers.


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Introduction

The Family and Medical Leave Act of 1993 (Federal FMLA) introduced the concept of “protected

leave” in the United States. Federal FMLA designates 12 weeks of certain absences as protected

leave within a year. In general, the types of absences that fall under Federal FMLA protection are

those associated with birth or placement of a child; health conditions of the employee or qualified

family members and hardships associated with military deployment.

Federal FMLA applies to employees who have completed one year of service with the employer and

have worked a minimum of 1,250 hours during the 12 months prior to a request for FMLA leave.

Additionally, Federal FMLA only applies to immediate family members. Family members included are

a spouse, parent, son or daughter, or “in loco parentis” (FMLA regulations define in loco parentis as

including those with day-to-day responsibilities to care for or financially support a child).

Several states have separate Family and Medical Leave Acts (collectively referred to as State FMLA).

In general, they all have more generous provisions and employers are obligated to provide the

“maximum” benefit when comparing states to the Federal provisions.

This document provides guidance on how to configure Federal and State FMLA plans in Oracle Fusion

Absence Management. Absence types differ widely among US employers, and there are configuration

options that must be decided by the employer. This means that it is not feasible to deliver a predefined

solution for Federal and State FMLA plans. In addition, there are several practices that are not yet

supported by the product. This document will both provide configuration options and highlight practices

that are not yet available.

Important Note

Absence element creation is out of scope for this document. This document only discusses FMLA

configuration. Elements are not required because payroll payments are not made for FMLA. FMLA

eligibility is determined and tracked. However, if paying other absences concurrently with FMLA (i.e.

Short Term Disability or Maternity Leave), absence element creation is required for those paid

absences. For more information on the absence elements and the setup tasks associated, see the

whitepaper, Setting up Absence Elements for Oracle Fusion Absence Management (Doc ID

1904188.1) on My Oracle Support.

https://support.oracle.com/epmos/faces/DocumentDisplay?id=1904188.1&displayIndex=1https://support.oracle.com/epmos/faces/DocumentDisplay?id=1904188.1&displayIndex=1https://support.oracle.com/epmos/faces/DocumentDisplay?id=1904188.1&displayIndex=1https://support.oracle.com/epmos/faces/DocumentDisplay?id=1904188.1&displayIndex=1https://support.oracle.com/epmos/faces/DocumentDisplay?id=1904188.1&displayIndex=1https://support.oracle.com/epmos/faces/DocumentDisplay?id=1904188.1&displayIndex=1


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State Level FMLA BenefitsSome states have enacted laws that mandate additional family and medical leave for workers in a variety of ways.

The states that are collectively referred to as State FMLA include California, Connecticut, Hawaii, Maine, Minnesota,

New Jersey, Oregon, Rhode Island, Vermont, Washington, Wisconsin and the District of Columbia. State plans

generally allow qualification for protected leave with shorter durations for length or service and / or hours worked.

The state extensions that must be considered are noted below and must be handled in the Derived Factors and/or

Eligibility Profile setup.

» Legal jurisdiction. If you are doing business in one of the above states, you will need the absence plan to

include reference to the jurisdiction of the work location and the employee’s home location. Initially, this will be

addressed in a Fast Formula attached to the Eligibility Profile (see Appendix A: Fast Formula – Derive State for

FMLA Benefits). Later this will be enhanced to be addressed as a derived factor in the eligibility matrix.

» Length of service. Some states mandate lower levels of service. This is handled in the Derived Factors setup.

» Number of hours worked. Some states mandate lower levels of hours worked. This is handled in the Derived

Factors setup.

» More qualified dependents. Some states extend the concept of family to include more relationships than

recognized by the Federal law. Currently, we are not assessing eligibility of family members for FMLA leave.

Responsibility falls directly on the employee to certify relationships and for the administrative users to ensure that

the relationships are qualified under either Federal or relevant State FMLA.


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FMLA Setup Outline

The high level outline of the setup for FMLA absences is outlined below and is discussed further in each section.

1. Define required Fast Formulas (see Define Fast Formulas section).

2. Define balance for FMLA hours (see Define Balance section).

3. Define Derived Factors (see Define Derived Factors section).

4. Define Eligibility Profiles (see Define Eligibility Profile section).

5. Define FMLA Plans (see Define FMLA Plans section).

6. Associate FMLA Plan to Absence Types (see Family and Medical Leave Plans and Absence Types

section).

7. Manage Absence Records (see Managing Absence Records Subject to FMLA Protection section).


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Define Fast Formulas

Fast formulas may be required to determine eligibility. If a fast formula is required, it is assigned within the eligibility

profile. Customers may select one or more formulas. If you select more than one formula, the participant must

meet the criteria of all formulas. The formula must be previously defined in order to access it for selection in the

eligibility profile.

State Level FMLA Benefits

Some states have enacted laws that mandate additional family and medical leave for workers in a variety of ways. If

you are doing business in California, Connecticut, Hawaii, Maine, Minnesota, New Jersey, Oregon, Rhode Island,

Vermont, Washington, and Wisconsin and the District of Columbia, you will need plans to include reference to the

jurisdiction of the work location and the employee’s home location. Initially, this will be addressed in a Fast Formula

attached to the Eligibility Profile. Later this will be enhanced to be addressed as a derived factor in the eligibility

matrix.

For details on the Fast Formula, see Appendix A: Fast Formula – Derive State for FMLA Benefits.

Calculating Plan Use in Weeks

The Unit of Measure for the plan is Weeks. US FMLA requires tracking in weeks, so a conversion formula is

required to convert either days or hours into fraction of weeks. This conversion formula is attached and evaluated in

the absence plan. The actual calculation works as follows:

Absence Hours in a Week / Work Week Hours

For example, if the employee has taken 8 hours of sick time and the employee’s hours in the work week are 40, then

the following calculation occurs to convert the hours to weeks:

8 hours sick/40 hours in a week = .2 week

For details on the Fast Formula, see Appendix B: Fast Formula – Conversion from Days to Fraction of Weeks.

The source of work week hours comes from the Working Hours on the assignment and may require conversion

based on the frequency.

Working Hours in the Assignment


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Define Balance

Hours worked by an employee are one of the factors to determine FMLA eligibility. At the Federal level, the

minimum requirement for hours worked is 1,250 hours over a 12 month period. This is managed by using a derived

factor for hours worked on your FMLA eligibility profile. A balance for hours worked must be configured before it can

be referenced in the Derived Factors UI. Customers are responsible to setup the balance, but some points to note

are below as guidance. Balances are created using the Manage Balance Definitions UI.

» Hours. Only include hours actually worked for the employer (i.e. only hours physically on the job). Paid

leave and unpaid leave should not be included.

» Balance category. Balance Category must be defined as Hours.

» UOM. Unit of Measure must be defined as one of the Hours options.

» Balance feeds. Balance feeds may be setup by Balance Classification, which will automatically add a feed

to the hours balance for all Balance Classifications defined for the balance. Note that if a primary

classification is selected, this will include all secondary classifications defined under the primaryclassification.

For additional details, see Appendix C: Sample Hours Balance Creation.


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Define Derived Factors

Derived factors define how to calculate certain eligibility criteria that change over time, such as a person's age or

length of service. You add derived factors to eligibility profiles and then associate the profiles with objects that

restrict eligibility.

Using the Manage Derived Factors task, you can create six different types of derived factors:

» Age

» Length of service

» A combination of age and length of service

» Compensation

» Hours worked

» Full-time equivalent

For FMLA, derived factors must be setup for the following to define qualification for protected leave entitlements:

» Length of service. The minimum required service is one year. This is managed by using a derived factor for

service on your FMLA eligibility profile.

» Number of hours worked. The minimum requirement for hours worked is 1,250 hours. This is managed by using

a derived factor for hours worked on your FMLA eligibility profile.

Additionally, the following qualification must be done manually.

» Qualifying relationships. Currently, we are not assessing eligibility of family members for FMLA leave.

Responsibility falls directly on the employee to certify relationships and for the administrative users to ensure that

the relationships are qualified under either Federal or relevant State FMLA.

Below are some screen captures illustrating the derived factors setup in the UI for the length of service and the

number of hours worked.


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Length of Service

Number of Hours Worked

Define Eligibility Profiles

An eligibility profile is a user-defined set of criteria used to determine whether a person qualifies for a benefits

offering, variable rate or coverage, compensation plan, checklist task, or other object for which eligibility must be

established.


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Create eligibility profiles to define criteria that determine whether a person qualifies for objects that you associate the

profile with. You can associate eligibility profiles with objects in a variety of business processes.

Criteria defined in an eligibility profile are divided into categories:

Category Description

Personal Includes gender, person type, postal code ranges, and other person-specific criteria.

Employment Includes assignment status, hourly or salaried, job, grade, and other employment-specific criteria.

Derived factorsIncludes age, compensation, length of service, hours worked, full-time equivalent, and a

combination of age and length of service.

Other Other: Includes miscellaneous and user-defined criteria.

Related

coverage

Includes criteria based on whether a person is covered by, eligible for, or enrolled in other benefits

offerings.

Some criteria, such as gender, provide a fixed set of choices. The choices for other criteria, such as person type, are

based on values defined in tables. You can define multiple criteria for a given criteria type.

For Federal FMLA eligibility, the following attributes must be configured as part of the eligibility profile:

» Length of service. Use Derived Factors

» Hours worked. Use Derived Factors

» Person type. Employee

Below are some screen captures illustrating the eligibility profile setup in the UIs for each attribute above.

Note: If you require state-specific eligibility criteria (for lower levels of eligibility than federal levels), you must define

an eligibility profile using an evaluation fast formula to derive the state, along with less restrictive eligibility criteria.

For example, an employee who works in New Jersey may have only 1,100 work hours, so they will not meet the

federal FMLA requirements, but will meet the state of New Jersey’s FMLA requirements. For more information for

the state fast formula, refer to Appendix A: Fast Formula – Derive State for FMLA Benefits.


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Define FMLA Plans

Absence plans determine how entitlements are provided to an employee including eligibility and rates. Rates of

accrual and entitlement are determined by configurable matrices (or formula).

There are three different types of plans:

» Accrual

» Qualification

» No Entitlement

FMLA will be configured using Qualification absence plan type. A Qualification Plan is a form of Absence Plan in

which the employee’s entitlement to time off is not earned on a period basis but is granted to them. Non-accrued

plans are typically used for entitlements other than vacation (e.g. sickness, maternity, family leave, jury duty, military

service). Actual job protection under FMLA is tracked by one or more qualification plans.

At least one Federal FMLA plan is required, as well as any additional specific plans for states with more generous

provisions where you do business. Eligibility for a plan is determined by several parameters maintained in an

eligibility profile.

The FMLA plan is defined using the Manage Absence Plans UI located in the Absence Administration work area.

The various segments of attributes of the plans are outlined in the sections below.

Basic Attributes

The basic attributes of the FMLA plan are defined below and are captured in the Basic Details section and Plan

Attributes tab of the UI.

» Plan type. Qualification

» Legislation. United States

» UOM. Weeks

» Conversion Formula. A conversion formula is required to convert work hours or days missed.

Defining Plan Term

A qualification plan term is an assessment period during which the total absent time recorded in that period is

considered for absence entitlement calculations.

FMLA allows employers to select a specific type of annual period for evaluation of protected leave.

The options for a plan term are defined below. This is defined in the Plan Attributes tab of the UI.

» Absence duration. Length of the absence. This is not a feature of FMLA plans.

» Calendar year. 365 days starting on any designated day for the entire plan.» Rolling backward period. Look back one year from the end of the absence to determine how much job

protection was used for each absence reported by an employee.

» Rolling forward period. Establish a period from the start date of an absence and evaluate all subsequent

absences for a year from that first start date.


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Defining Plan Participation

The enrollment and termination rules for the protected leave must be configured. Additionally, the eligibility profile

must be attached to the plan. These details are defined in the Participation tab of the UI.

For qualification details for FMLA protected leave entitlements, please see the Define Eligibility Profiles section.


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Defining Protected Leave Entitlement

The duration for the protected leave must be configured. This is defined in the Entitlements tab of the UI by adding

Qualification Details.

Duration of protected leave. The total amount of protected leave for most absences under FMLA is 12

weeks. If the referenced leave is to care for a member of the family who is active military, that protection is

extended to 26 weeks for those absences.


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Family and Medical Leave Plans and Absence Types

Absence Types

An absence type is a grouping of absences, such as illness or personal business that is used for reporting, accrual,

and compensation calculations.

Associating Plans with Multiple Types

Use of FMLA is tracked at the plan level, which can be associated with multiple absence types and as many as

required. The plan will track the entitlement cohesively.

The examples below shows one FMLA plan associated to two different absence types.

Managing Concurrent Entitlements

FMLA can provide protected status during time off as well, if the time off absence type affects payroll in any way.

For example, Short-Term Disability (STD) or Maternity Leave would affect payroll because they may be paid

absences. To accomplish this, you must configure concurrent plans to update your payroll. For example, you would

setup one FMLA plan to actually track FMLA and a second STD plan to track the time off and pay STD benefits.

The STD absence element must be configured in the payroll system and selected in the STD absence plan. This is

the main element that will transfer all information to payroll for processing, which is required since this is a Short

Term Disability Plan. Absence elements must be setup in the payroll system prior to selecting this element here.

Absence element creation is out of scope for this document. For more information on the absence elements and the


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setups tasks associated, see the whitepaper, Setting up Absence Elements for Oracle Fusion Absence

Management (Doc ID 1904188.1) on My Oracle Support.

https://support.oracle.com/epmos/faces/SearchDocDisplay?_adf.ctrl-state=85alianls_146&_afrLoop=2104885250553435#REFhttps://support.oracle.com/epmos/faces/SearchDocDisplay?_adf.ctrl-state=85alianls_146&_afrLoop=2104885250553435#REFhttps://support.oracle.com/epmos/faces/SearchDocDisplay?_adf.ctrl-state=85alianls_146&_afrLoop=2104885250553435#REFhttps://support.oracle.com/epmos/faces/SearchDocDisplay?_adf.ctrl-state=85alianls_146&_afrLoop=2104885250553435#REFhttps://support.oracle.com/epmos/faces/SearchDocDisplay?_adf.ctrl-state=85alianls_146&_afrLoop=2104885250553435#REFhttps://support.oracle.com/epmos/faces/SearchDocDisplay?_adf.ctrl-state=85alianls_146&_afrLoop=2104885250553435#REF


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Managing Absence Records Subject to FMLA Protection

Scheduling FMLA Protected Absences

Currently, protected leave can be requested or reported in two different ways:

» Continuous absence. No work is performed during the uninterrupted absence.

» Intermittent absence. The employee takes time off sporadically.

Managing Intermittent Absences

Our approach allows different absences, even those with different types, to be tied together through the use of an

FMLA plan. Scheduled hours must be tied to specific dates for intermittent absences. For example, we do support

absences such as “every Monday for 2 hours”.

One variation that we currently do not support is the ability to schedule hours that are not tied to specific dates. For

example, we don’t support the request of “20 hours between September 2 and September 30” without reference to

specific dates. This requirement is currently on the roadmap as an enhancement in a future release.

Using Accrual Balances before initiating FMLA Protection

If you require your employees to use some or all of vacation or sick leave balances prior to initiating FMLA leave,

Oracle’s current architecture requires that you have a separate transaction. For example, if you require an ill

employee to use part of their vacation before invoking FMLA protection, you will need to have two transactions. One

transaction will be to record the vacation time, and the second will be to initiate the FMLA. These two transactions

are not related in the system, as one simply tracks FMLA time and the other tracks and pays the sick benefits, if

applicable. The enforcement of such a policy is a manual process and is the responsibi lity of the customer.


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Qualified Entitlement Display by Plan

FMLA balances can be queried in the Qualified Entitlement Display in the administrative page for absence

management. This displays plan use across absences. This UI is the basis of monitoring FMLA in the US. It will

also note when an entitlement has been exhausted.


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Conclusion

This document shows how to implement key requirements for configuring and processing absences protected under

Federal FMLA and state-based eligibility. It also identifies areas where enhancements are under consideration.


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Appendix A: Fast Formula – Derive State for FMLA Benefits

Several states have separate Family and Medical Leave Acts (collectively referred to as State FMLA). In general,

they all have more generous provisions and employers are obligated to provide the “maximum” benefit when

comparing states to the Federal provisions. This formula will determine the state which should be referenced for

FMLA benefits for the employee. This state will be evaluated in the eligibility profile where the formula is designated.

The lower number of hours will also be evaluated in the eligibility profile.

Currently, only lower thresholds for hours can be supported by Fusion. For example, the state of New Jersey

requires fewer hours for qualification under FMLA. This will be supported by the formula outlined in the next section

for eligibility. Different entitlements cannot be supported within the plan matrix at this point. Customers should

consider separate plans for entitlements unrelated to FMLA (for example, protection for parent / teacher

conferences). This white paper supports the calculations of Federal protection with provision for lower state

thresholds for hours.

HR Only Customers (Not Using Address Overrides)

The formula below is for those customers that have implemented HR only and are not maintaining tax cards for

employees, OR those who choose not to use the state from the tax card. Additionally, this formula is for customers

who do NOT utilize address overrides.

This formula checks whether the employee is a home-worker or not. If so, the residence state is used for benefits.

If not, the work state will be used.

Notes:

This formula is supported for Release 10 and subsequent releases only.

This is an example for the states of CT, NJ, and DC. If you require a different or additional state, the IF

statement must be adjusted accordingly.

/* DEFAULTING OF DBIs */

/* DBI to get State from Location Address */DEFAULT FOR PER_ASG_LOC_REGION2 is ' '/* DBI to get State from Resident Address */

DEFAULT FOR PER_ASG_ADD_REGION2 is ' '

/* DBI if employee work from home */

DEFAULT FOR PER_ASG_WORK_AT_HOME is 'N'

/* DEFAULTING OF LOCAL VARIABLES */

ELIGIBLE= 'N'l_log = ESS_LOG_WRITE('PER_ASG_ADD_REGION2='||PER_ASG_ADD_REGION2)l_log = ESS_LOG_WRITE('PER_ASG_LOC_REGION2='||PER_ASG_LOC_REGION2)

/* Check if the person is working from home. If the person is workingfrom home, use the state of the home, resident address else use work address

*/if PER_ASG_WORK_AT_HOME = 'Y' THEN(

if (PER_ASG_ADD_REGION2 = 'CT' or PER_ASG_ADD_REGION2 = 'NJ' or PER_ASG_ADD_REGION2 = 'DC')THEN

ELIGIBLE= 'Y'

)else(


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IF (PER_ASG_LOC_REGION2 = 'CT' or PER_ASG_LOC_REGION2 = 'NJ' or PER_ASG_LOC_REGION2 = 'DC') THENELIGIBLE= 'Y'

)

return ELIGIBLE

HR Only Customers (Using Address Overrides)

The formula below is for those customers that have implemented HR only and are not maintaining tax cards for

employees, OR those who choose not to use the state from the tax card. Additionally, this formula is for customers

who DO utilize address overrides. Address overrides may be setup at either the employee’s assignment or the

location. See the details below for each case.

This formula first checks if there is an override for either case. If there is, that state will be used. Otherwise, the

formula continues with the same processing as the previous formula. It checks whether the employee is a home-

worker or not. If so, the residence state is used for benefits. If not, the work state will be used.

Notes:


This is an example for the states of CT, NJ, and DC. If you require a different or additional state, the IF

statement must be adjusted accordingly.

Assignment Overrides

Address overrides may be setup at the assignment. These are setup in the employee’s assignment in the Manage

Employment UI as a Work Tax Address.

Location Overrides

Address overrides may be setup for the location. These are setup in the Manage Locations UI as an Address Type

= Location override (see below).


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DEFAULT FOR PER_ASG_TAX_ADDRESS_ID is -1DEFAULT FOR hr_asg_id IS 0

DEFAULT FOR PER_ASG_LOCATION_ADD_USAGE_ADDRESS_ID IS -1

DEFAULT FOR PER_ASG_ADD_REGION2 IS 'INVALID'DEFAULT FOR PER_ASG_WORK_AT_HOME IS 'INVALID'

ELIGIBLE= 'N'l_state=' '

l_PER_ASG_TAX_ADDRESS_ID = PER_ASG_TAX_ADDRESS_ID

IF PER_ASG_TAX_ADDRESS_ID was not defaulted THEN

(

CHANGE_CONTEXTS(ADDRESS_ID = l_PER_ASG_TAX_ADDRESS_ID)(

l_state = PER_ADD_REGION2)

)

ELSE

(CHANGE_CONTEXTS( ADDRESS_TYPE = 'US_LOC_OVERRIDE')(

IF PER_ASG_LOCATION_ADD_USAGE_ADDRESS_ID was not defaulted THEN

(

CHANGE_CONTEXTS(ADDRESS_ID = PER_ASG_LOCATION_ADD_USAGE_ADDRESS_ID, ADDRESS_TYPE ='US_LOC_OVERRIDE')

(


)ELSE(

IF l_state = ' ' THEN

(

CHANGE_CONTEXTS(ADDRESS_ID = PER_ASG_LOCATION_ADD_USAGE_ADDRESS_ID, ADDRESS_TYPE ='MAIN')

(


))

))

if l_state ' 'then (if PER_ASG_WORK_AT_HOME='Y' THEN(

CHANGE_CONTEXTS(ADDRESS_TYPE='HOME')(if PER_ASG_ADD_REGION2 was not DEFAULTED THEN

(


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if (PER_ASG_ADD_REGION2 = 'CT' or PER_ASG_ADD_REGION2 = 'NJ'or PER_ASG_ADD_REGION2 = 'DC') THEN

ELIGIBLE='Y'

))

)else (CHANGE_CONTEXTS(ADDRESS_TYPE='MAIN')

(if PER_ASG_ADD_REGION2 was not DEFAULTED THEN(

if (PER_ASG_ADD_REGION2 = 'CA' or PER_ASG_ADD_REGION2 = 'NJ'or PER_ASG_ADD_REGION2 = 'DC') THEN

ELIGIBLE='Y'))

))else (

if ( l_state = 'CA' or l_state ='NJ' or l_state ='DC') thenELIGIBLE='Y'

)

return ELIGIBLE

Payroll Customers

The formulas below are for those customers that have implemented payroll and are maintaining tax cards for

employees.

This formula retrieves the state for benefits from the employee’s tax card, which has already been through the

additional hierarchy tests in the HR only formulas.

Notes:


This is an example for the states of CA where the state code value of SDI_STATE referenced in theformula is ‘5’. If you require a different or additional state, the statements must be adjusted accordinglyusing the State Codes section below.

The formula must be created using a US LDG.

DEFAULT_DATA_VALUE FORUS_EMPLOYEE_WITHHOLDING_CERTIFICATE_DIR_CARD_DIR_CARD_ID is -1

/* Disability State */

DEFAULT FOR US_WTH_TAXATION_HRX_US_WTH_TAXATION_SDI_STATE is ' '

DEFAULT FOR US_WTH_TAXATION_HRX_US_WTH_TAXATION_DEFAULT_SDI_STATE is ' 'DEFAULT_DATA_VALUE FOR US_W4_TAXATION_CTX1 is ' '

ELIGIBLE = 'N'SDI_STATE='NONE'

L_TRU ='0'l_found ='FALSE'

/* DBI need context of effective date and payroll relationship ID */

IF US_EMPLOYEE_WITHHOLDING_CERTIFICATE_DIR_CARD_DIR_CARD_ID.EXISTS(1) THEN


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l_w4_card_id = US_EMPLOYEE_WITHHOLDING_CERTIFICATE_DIR_CARD_DIR_CARD_ID[1]

else

l_w4_card_id = -1

IF l_w4_card_id -1 THEN

(CHANGE_CONTEXTs(DEDUCTION_CARD_ID = L_W4_CARD_ID)

(

I = US_W4_TAXATION_CTX1.FIRST(-1)

WHILE US_W4_TAXATION_CTX1.EXISTS(I)

LOOP(

L_TRU = US_W4_TAXATION_CTX1[I]

if L_TRU '0' then(

l_found = 'TRUE'exit)

I = US_W4_TAXATION_CTX1.NEXT(I,-1)

)

if l_found= 'TRUE' THEN(CHANGE_CONTEXTs(TAX_UNIT_ID = TO_NUMBER(L_TRU))

(IF (US_WTH_TAXATION_HRX_US_WTH_TAXATION_SDI_STATE was not Defaulted) THEN

(

l_log_data = ess_log_write('Enter WAS NOT DEFAULTED')SDI_STATE = (US_WTH_TAXATION_HRX_US_WTH_TAXATION_SDI_STATE)

)ELSE

(SDI_STATE = (US_WTH_TAXATION_HRX_US_WTH_TAXATION_DEFAULT_SDI_STATE)

)

))

)

)

IF (SDI_STATE ='5') THEN

ELIGIBLE= 'Y'

return Eligible

State Codes

The state codes below should be referenced when referring to the SDI_STATE in the payroll formulas above.


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Note: At this time the only states that have different requirements than the federal level, thus requiring this extra

check for eligibility, are California, Connecticut, Hawaii, Maine, Minnesota, New Jersey, Oregon, Rhode Island,

Vermont, Washington, Wisconsin and the District of Columbia. However, in case state requirements change andanother state is added to this group, the entire list of state codes is listed below for completeness.

GEOGRAPHY_NAME STATE_CODE

AL 1

AK 2

AZ 3

AR 4

CA 5

CO 6

CT 7

DE 8

DC 9

FL 10

GA 11

HI 12ID 13

IL 14

IN 15

IA 16

KS 17

KY 18

LA 19

ME 20

MD 21

MA 22

MI 23

MN 24

MS 25

MO 26

MT 27

NE 28

NV 29

NH 30

NJ 31

NM 32

NY 33

NC 34

ND 35

OH 36

OK 37

OR 38

PA 39

RI 40

SC 41

SD 42

TN 43

TX 44

UT 45

VT 46

VA 47

WA 48

WV 49

WI 50

WY 51

AS 60


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FM 61

GU 66

MH 67

MP 68

PW 69

PR 72

VI 78


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Appendix B: Fast Formula – Conversion from Days to Fraction of Weeks

The details of the conversion are below:

Absence Hours in a Week ⁄ Work Week Hours

For example, if the employee has taken 8 hours of sick time and the employee’s hours in the work week are 40, then

the following calculation occurs to convert the hours to weeks:

8 hours sick/40 hours in a week = .2 week

The conversion formula is attached and evaluated in the absence plan.

The source of work week hours comes from the Working Hours on the assignment and may require conversionbased on the frequency.

A sample fast formula is listed below for your reference.

DEFAULT FOR IV_START_DATE IS '4712/12/31 00:00:00' (date)

DEFAULT FOR IV_END_DATE IS '4712/12/31 00:00:00' (date)DEFAULT FOR IV_START_TIME IS '00:00'DEFAULT FOR IV_END_TIME IS '23:59'

DEFAULT FOR IV_START_DURATION IS 0DEFAULT FOR IV_END_DURATION IS 0DEFAULT FOR IV_TOTAL_DURATION IS 0DEFAULT FOR PER_ASG_STANDARD_WORKING_HOURS IS 0

DEFAULT FOR PER_ASG_STANDARD_WORKING_HOURS_FREQUENCY IS 'W'

INPUTS ARE IV_START_DATE (date), IV_END_DATE (date), IV_START_TIME(text),IV_END_TIME(text),

IV_START_DURATION(number), IV_END_DURATION(number),IV_TOTAL_DURATION(number)

ln_duration = 0

ln_duration_mid = 0ln_week_conversion_factor = 1lc_frequency = PER_ASG_STANDARD_WORKING_HOURS_FREQUENCY

IF (lc_frequency = 'D')THEN (ln_week_conversion_factor = ln_week_conversion_factor * 7)

IF (lc_frequency = 'BW')THEN (ln_week_conversion_factor = ln_week_conversion_factor / 2)IF (lc_frequency = 'SM')

THEN (ln_week_conversion_factor = (ln_week_conversion_factor * 24) / 52)IF (lc_frequency = 'M')THEN (ln_week_conversion_factor = (ln_week_conversion_factor * 12) / 52)

IF (lc_frequency = 'Y')THEN (ln_week_conversion_factor = ln_week_conversion_factor / 52)

ln_abs_duration=IV_TOTAL_DURATION

ld_period_start_date = to_date(to_char(IV_START_DATE,'DD/MM/RRRR')||' '||IV_START_TIME,'DD/MM/RRRR

HH24:MI:SS')ld_period_end_date = to_date(to_char(IV_END_DATE,'DD/MM/RRRR')||' '||IV_END_TIME,'DD/MM/RRRRHH24:MI:SS')

IF (ln_abs_duration =0 )THEN

(ln_abs_duration = GET_PAY_AVAILABILITY

('ASSIGN',

ld_period_start_date,


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ld_period_end_date,'Y',

'Y',

'N','Y',

'H'))

ln_total_working_hours = PER_ASG_STANDARD_WORKING_HOURS * ln_week_conversion_factor

ln_duration_mid = ln_abs_duration/ln_total_working_hours

duration = round(ln_duration_mid,2)

RETURN duration


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Appendix C: Sample Hours Balance Creation for Hours Worked

Federal FMLA requires the employee to have worked a minimum of 1,250 hours for the 12 months prior to the

requested absence.

This sample illustrates how to define a balance that is referenced in the Derived Factors UI. Customers are

responsible to setup any required balances, which are created using the Manage Balance Definitions UI. In this

example, the Regular and Overtime balance classif ications are added as balance feeds. This results in an

automatic balance feed of this hours balance when an element of Regular or Overtime secondary classification is

created.

Follow the steps outlined below to define the balance referenced in the Derived Factor.

1. Navigate to Payroll Calculation work area and click Manage Balance Definition.

2. Click Create > Create Balance.

3. Select the appropriate Legislative Data Group.

4. Click Continue.

Enter Balance Type attributes

5. Enter a balance name.

6. Select Hours for Balance Category.

7. Select an appropriate hours Unit of Measure.

8. Click Next.

Enter Balance Dimension attribute

9. Click Select and Add.

10. Query on the balance dimension name of Relationship Last 12 Month s and select the balance name.

11. Click Apply.

12. Click Done.

13. Click Next.


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Enter Balance Feeds attributes

Specify balance feeds by classification or element, but you cannot choose both. In this example, we will use

balance classifications of Regular and Overt ime .

14. Click Add Row under Balance Feeds by Classification.

15. Select Regular for Balance Classification.

16. Select Add for Add or Subtract.

17. Repeat steps 16 – 18 until all desired classifications are applied.

18. Click Submit.

19. Click Ok.


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Appendix D: Sample Setup for Federal FMLA Plan

This sample illustrates how to implement several key components for processing absences for standard Federal

FMLA.

» Derived Factors

» Eligibility Profile

» FMLA Plan

» Associate Absence Types to your FMLA Plan

Note that the Federal FMLA plan does not require the Fast Formula for residence vs. work state, as it is not a state

specific plans.

Please refer to the notes in the appropriate sections above for additional details related to each step below.

AssumptionsThe following assumptions are made for this sample:

Organization setup has previously been completed

Absence types have previously been setup

FMLA hours balance has previously been setup

Define Derived Factors

Derived factors must be setup for the following qualification rules:

12 month length of service

1,250 number of hours worked

Follow the steps outlined below to create the above derived factors.

1. Navigate to Absence Administration work area and click Manage Derived Factors.

2. Click the Length of Service tab.

3. Click Create.

4. Enter Name.

5. Select Months as the Unit of Measure.

6. Enter 12 in Greater than or Equal to Length of Service.

7. Select a Period Start Date Rule.

8. Select As of event date as Determination Rule.


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9. Click Save and Close.

10. Click the Hours Worked tab.

11. Enter a name.

12. Select Defined Balance for Source.

13. Select the appropriate FMLA hours balance as the Defined balance.

14. Enter 1250 in Greater than or Equal to Hours Worked.

15. Select End of Previous Year as the Determination Rule.


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Define Eligibility Profile

The following attributes must be configured as part of the eligibility profile:

Person Type = Employee

Follow the steps outlined below to add the attributes above to the eligibility profile.

1. Navigate to Absence Administration work area and click Manage Eligibility Profiles.

2. Click Create > Create Participant Profile.

3. Enter a profile name.

4. Select Benefits for Profile Usage.

5. Select the appropriate Assignment to Use.

6. Select Active for Status.

7. Click the Personal header tab.

8. Click the Person Type detail tab.

9. Click the + icon.

10. Enter 10 in Sequence.

11. Select Employee for Person Type.


Define FMLA Plan

1. Navigate to Absence Administration work area and click Manage Absence Plans.

2. Click Create.

3. Enter the Effective As-of Date.

4. Select United States as the Legislation.

5. Select Qualification as the Plan Type.


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6. Click Continue.

Enter Plan Attributes (tab)

7. Enter a plan name.

8. Select Weeks as the Plan UOM.

9. Select a Legislative Data Group.

10. Select a Status.

11. Check the Enable concurrent entitlement checkbox.

12. Select the appropriate Type.

13. Enter and select the appropriate values according to the Type selected in the previous step.

Enter Participation Attributes

14. Select the attributes relevant to your company for enrollment and termination rules.

15. Under Eligibility, click Select and Add.


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17. Select the previously entered eligibility profile.

18. Check the Required checkbox.

Enter Entitlements Attributes

19. Under Entitlement Attributes, select Matrix.

20. Select Absence start date for Entitlement Start Date.

21. Under Qualification Band Matrix, click Add.


23. Click the Expression Builder icon.

24. Enter 1=1 in the Expression: box.

25. Click OK.

26. Under Qualification Details, click Add.


28. Enter a detail name.

29. Enter 12 in Duration.

30. Enter 0 in Payment Percentage.


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9. Enter 10 in Priority.

10. Click OK.

11. Repeat this process for any additional required plans.



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