Oracle Cloud Human Resources (UK) :: Statutory Absences

Oracle Cloud
Human
Resources (UK):
Statutory Absences
Implementation and Functional Considerations
WHITE PAPER / AUGUST 3, 2020

2 W HITE PAPER / Oracle Cloud Human Resources (UK): Statutory Absences
PURPOSE STATEMENT
This document provides an overview of features and enhancements included in release 13.
It is intended solely to help you assess the business benefits of upgrading and to plan your
I.T. projects.
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TABLE OF CONTENTS
Purpose Statement................................................................. 3
Introduction ............................................................................ 8
Making Absences Payable after Termination ......................... 9
Average Weekly Earnings Not Available or Available Partially10
Alternative AWE Values .................................................................................10
AWE Recalculation for Pay Rises ..................................................................10
Common Considerations ...................................................... 12
Summary of Setup................................................................ 13
Rate Definitions .................................................................... 15
Creating Placeholder Rate Definitions ...........................................................15
Payroll Elements .................................................................. 16
Creating Absence Elements...........................................................................16
Creating Element Eligibility ............................................................................17
Editing the Processing Priority of Elements ...................................................17
Adding Balance Feeds ...................................................................................19
Linking Rate Definitions to Value Definitions..................................................19
Managing Offsets ...........................................................................................20
Specifying Recovery Rate .................................................... 21
Support for Alabaster Ruling ................................................ 21

Setup .............................................................................................................21
Using the elements ........................................................................................21
Setting up a Plan and Type for Maternity Leave .................. 22
Maternity Absence Plan .................................................................................23
Maternity Absence Type ................................................................................23
Setting up a Plan and Type for Sickness During Maternity

Pay Period............................................................................ 25
Sickness During Maternity Absence plan .......................................................25
Sickness During Maternity Absence Type......................................................27
Sickness Absence Type .................................................................................27
Setting up Plan and Type for Adoption Leave ...................... 27
Adoption Absence Plan ..................................................................................28
Adoption Absence Type .................................................................................28
Setting Up Plan and Type for Paternity Leave ..................... 30
Paternity Absence Plans ................................................................................30
Paternity Absence Type .................................................................................31
Setting Up Plan and Type for Sick Leave ............................. 32
Overnight Shifts .............................................................................................32
Statutory Sick Pay Schedule ..........................................................................32
Alternative SSP schedule...............................................................................34

Sickness Absence Plan .................................................................................34
Sickness Absence Type .................................................................................36
Shared Parental Pay and Leave (ShPL) .............................. 38
Shared Parental Leave Absence Plans .........................................................38
Shared Parental Leave Absence Types .........................................................39
Leave Agreements .........................................................................................40
Certifications ..................................................................................................41
Creating Absences ............................................................... 42
Creating an Absence Record .........................................................................42
Voiding an Absence Certification ...................................................................42
Linking Letter .................................................................................................42
Keeping in Touch (KIT) Days .........................................................................43
Creating Shared Parental Leave Agreement (Mother or Main Adopter) ........43
Creating Shared Parental Leave Agreement (Partner) ..................................44
Creating Shared Parental Leave Absence Records.......................................44
Shared Parental Leave in Touch (SPLIT) Days .............................................45
Appendix .............................................................................. 46
Implementing Statutory Absences for Customers Using Global Absence

Management ..................................................................................................46
AWE Calculation for HR Only or Payroll interface..........................................51

AWE Calculation for Payroll ...........................................................................52

INTRODUCTION
Oracle Fusion HCM for the UK enables you to calculate statutory absences as prescribed by the
UK legislation. This document covers the setup and implementation of the UK Statutory Absences.
This guide assumes that the reader is familiar with the Oracle Fusion Absence Management
product.
This document covers the following aspects of statutory absences:
» Statutory Maternity Pay and Leave

» Statutory Adoption Pay and Leave
» Statutory Paternity Pay and Leave
» Statutory Sick Pay and Leave
» Shared Parental Pay and Leave
Entitlements to statutory payments are calculated and processed using predefined fast formulas.
The absences management process uses the certification feature to stop absence payments. You
can generate certifications manually or as mandated as a result of processing the absence. If a
certification needs to be overridden, this can be done by voiding the certification.
You use Global Absence Management to record the employee absences. Absence records
should be recorded with the start and end date corresponding to the person’s actual absence
incapacity to work (period of sickness), there should be no gaps in the absence record. Absences
should not be recorded by individual absence records for each day’s incapacity to work absence.
If records are created with gaps, the application may incorrectly calculate any entitlement or
payment for an absence.
For example, to record a persons’ absence (incapacity to work) for 1st to 7th June 2017, enter one record with
the start date 1st June 2017 and end date 7th June 2017.
You cannot record the absence (incapacity to work) as individual records, that is, separately for the 1st, 2nd,
3rd, 4th, 5th, 6th, and 7th June.
Recording a persons' absence (incapacity to work) for 1st to 7th June 2017 by entering a record for each day
will cause the system to incorrectly calculate the entitlements and payments.
If the absence (incapacity to work) is created as two separate records, 1st - 4th and 5th – 7th June, then the
absence will be incorrectly processed as the second record would not form a period of incapacity to work. The
absences would not be linked and hence the second absence record would not be payable.

Absence for an employee can be passed to the payroll application for payment. This requires the
creation of elements, the steps for which are covered in this document.
Ensure that you set up the required components in the following order:
1. Create the rate definitions.
2. Create the required elements to be associated with the statutory absence plans.
3. Create the statutory absence plans.
4. Create the absence types, including assigning the appropriate certifications to the absence
type.
Note: Absence plans and types vary depending on the type of absence being set up.
You can attach multiple absence types to a single absence plan but the absence types must have
the same unit of measure. If the unit of measure is not the same for each type attached to a
single plan then the absence calculation may fail or produce an inaccurate information for the
absence.
If you have multiple types with different units of measure then you will need to use a separate plan for each
type.
MAKING ABSENCES PAYABLE AFTER TERMINATION
There are certain Statutory Absences (Statutory Maternity Pay/Statutory Adoption Pay/Statutory Paternity Pay)
that are still payable after the person’s employment has been terminated, if the employee meets the eligibility
criteria. The details to enable this functionality are described in the relevant sections of this document.
If you have already set up the absences as not payable after termination, you must perform the following tasks:
1. Create a new element following the instructions in Payroll Elements.
2. Create a new plan using the instructions for the relevant absence, and attach the element created in step
1. Ensure that you set the Entitlement End Rule to be After Termination.
3. Create a new absence type using the instructions for the relevant absence type, and attach it to the plan
created in step 2.
4. New absence entries, made after the new setup, should be made using the new absence type.
5. For existing absences entered before the new setup that need to be paid after termination, you must
withdraw the old absence and reenter the absence using the new absence type.
Ensure that the effective date is set to the date from which you wish to start using the functionality.
It is not mandatory to implement this new functionality and you can continue to keep existing absences and
calculate the payable amounts after termination manually.

AVERAGE W EEKLY EARNINGS NOT AVAILABLE OR AVAILABLE PARTIALLY
To ensure that the eligibility and payment of a UK statutory absence is correct the Average Weekly Earnings
(AWE) need to be ascertained for the employee. This is calculated using rules set out by HMRC, and includes
a certain period of time called the Relevant Period.
If payroll information is not available for the relevant period then the AWE calculation may not be able to be
performed or for certain absences may be calculated in an alternative way. If the calculation cannot be
performed this may imply that the employee does not have the requisite service and may not be eligible for the
absence. To perform the calculation accurately you must have all the payroll data for the relevant period
The following UK absences are affected: SSP/SAP/SPP/ShPL/SMP.
Alternative AWE Values

You may store the AWE information in a different system and so require to be able to bring that value into the
calculation. You can bring in an AWE value from an outside source by means of a hook which has been
provided. It is up to you what logic is used to calculate the AWE value used by the hook. It should be noted
that Oracle Corporation cannot accept any responsibility for the AWE figure generated through the hook
mechanism. If the AWE figure is not as per HMRC rules then you may be liable to action from HMRC.
To be able to use the hook you will need to create a Fast Formula called
UK_ABSENCES_AWE_OVERRIDE_FORMULA and in it have the following text:
OP_AWE_OVERRIDE= <Value>
RETURN OP_AWE_OVERRIDE
The variable <value> can be either hard coded or reference another source of information, this is up to you.
You only need to create this once and it will be used by all statutory absences.
The hook can only be used in certain circumstances and this can be ascertained using the flow diagrams
contained in Appendix 2 (HR only and Payroll Interface) and Appendix 3 (Payroll).
AWE Recalculation for Pay Rises

AWE is only recalculated if the employee receives a backdated pay rise (only a pay rise) which covers the
relevant period. In the case of SMP, the backdated pay rise can cover the relevant period and also the
Maternity Pay Period.
To recalculate the AWE when a person has received a backdated pay rise, do the following.
» Statutory Paternity Pay – Manually recalculate the AWE value and enter it in the Override Average Weekly
Earnings field on the absence record. You can then re-evaluate the absence manually.
If the absence was not payable earlier, but is now payable, it will push new records to payroll that can
be processed.
» Shared Parental Leave – Manually recalculate the AWE value and enter it in the Override Average Weekly
Earnings field on the absence record. You can then re-evaluate the absence manually.
If any agreement associated with the absence has been authorized, it may need to be withdrawn to
alter the eligibility.
» SAP - Manually recalculate the AWE value and enter it in the Override Average Weekly Earnings field on
the absence record. You can then re-evaluate the absence manually.
If the absence was not payable earlier, but is now payable, it will push new records to payroll that can
be processed.

This statutory absence has an enhanced pay period. The enhanced pay rate is calculated by using
the AWE value. If an AWE value is recorded in the AWE Override field, even if the statutory absence
has been processed, it causes the enhanced pay to be recalculated again using the new AWE
Override value.
For the next period, the overridden AWE is used. If a retroactive run is triggered by any event causing
the previous payroll period to be recalculated, then the retro run should use the overridden value and
re-compute the absence that has already been processed and paid in the previous period.
» SMP – For more information see the Support for Alabaster ruling further on in this document.

COMMON CONSIDERATIONS
Effective Dates
When creating new components, ensure that you set an effective start date, which covers the time scale of the
absences you wish to enter, including any absence history that you may need to migrate.
Note: The effective start date of the elements cannot be earlier than the 1st April 2012 for Statutory Sick Pay,
Maternity Pay, Adoption Pay and Paternity Pay and the 6th April 2015 for Shared Parental Leave Pay.
It should also be ensured that any employee’s schedules are effective from at least the start date of any
absences you wish to record.
Seniority Date
The Statutory Absence Service Start Date field is used to record the date (different to the hire date) that can be
used for calculating the period of service for entitlement and payment of UK statutory absences. The field is
located on the employees work relationship record.
If this field is populated any Statutory Absences for the person will have the length of service eligibility
calculated using the date that has been entered. If the field is not populated then the hire date from the
employees’ employment record will be used to calculate length of service eligibility.
Multiple Assignments
Oracle UK Statutory Absences solution does not currently support the payment processing for absences on
multiple assignments, therefore absence payments for multiple assignments will need to be done by the
customer.
If the system does detect an absence that is associated with multiple assignments a certification will be
produced setting the payment value to zero. A user may void the certification, but they would then need to
ensure that the payments and processing for the absences are correct.
Absence Reasons – Linkage
If you choose to use the core reason functionality with absence type you should ensure that the linkage reason
is set to ‘No’ on the absence reasons tab of the absence type. Failure to do this could cause incorrect
processing of UK statutory absences.
Absence Record Maintenance
Ensure that any absence types you create have the appropriate absence record maintenance values
populated, so that employees, managers and administrators can update or maintain absence records
appropriately.

Unit of Measure
In order for statutory payments to work correctly, you must specify the correct unit of measure for each statutory
plan, as described in subsequent sections of this document. Absence types can be in any unit of measure that
is appropriate for your business needs (for example, if your occupational plans are in hours, you will need to
setup the absence type in hours to ensure that you capture absences correctly). This may result in a mismatch
between the unit of measure on the type and statutory plan. In such cases, specify a conversion formula at the
plan level.
The sample formula ORA_HRX_GB_ABS_HOURS_CONVERSION is provided to enable absence types
defined in hours to work with plans defined in days.
SUMMARY OF SETUP
The table below summarizes the items that you must create to fully implement the absences feature:
Absence Types Absence Plans Absence Elements Rate Definition
Maternity Leave One plan for Statutory Maternity Pay One element for Statutory Placeholder Rate
One or more plans for Occupational Maternity Definition
Maternity Pay schemes One element per occupational Average Weekly Earnings
plan for “Birth” Rate Definition
Adoption Leave One plan for Statutory Adoption Pay One element for Statutory Same Placeholder Rate
One or more plans for Occupational Adoption Definition
Adoption Pay schemes One element per occupational Average Weekly Earnings
plans for “Adoption” Rate
Definition
Paternity Leave – Birth One plan for Statutory Paternity Pay One element for Statutory Same Placeholder Rate
Birth Paternity Pay Birth Definition
One or more plans for Occupational One element per occupational Same Average Weekly
Paternity Pay schemes plans Earnings for “Birth” Rate
Definition
Paternity Leave – One plan for Statutory Paternity Pay One element for Statutory Same Placeholder Rate
Adoption Adoption Paternity Pay Adoption Definition
Same Occupation Paternity Pay Same elements as above Same Average Weekly
schemes as above Earnings for “Adoption”
Rate Definition
Sickness Leave One plan for Statutory Sick Pay One element for Statutory Sick Same Placeholder Rate
One or more plans for Occupational Sick Pay Definition
Pay One element per occupational
plans
Shared Parental Leave - One plan for Shared Parental Leave One element for Shared Same Placeholder Rate
Birth Birth Parental Leave Birth Definition
One or more plans for Occupational One or more plans for Same Average Weekly
Shared Parental Leave Pay Occupational Shared Parental Earnings for “Birth” Rate
Leave Pay Definition
Shared Parental Leave – One plan for Shared Parental Leave One element for Shared Same Placeholder Rate
Adoption Adoption Parental Leave Adoption Definition
Same plans as above Same elements as above

Same Average Weekly
Earnings for “Adoption”
Rate Definition
Sickness During One plan for Sickness During Maternity One element for Sickness Same Placeholder Rate
Maternity Pay Period Pay Period During Maternity pay Period. Definition
Note: Use Maternity, Paternity,
Shared Parental Leave or
Adoption as secondary
classification.
One element per occupational
plans

Leave Agreement
Source Plan Target Type Target Plan
Templates
Shared Parental Leave Statutory Maternity Pay Shared Parental Leave - Birth Shared Parental Leave
for Mother Birth
Shared Parental Leave Statutory Adoption Pay Shared Parental Leave – Shared Parental Leave
for Adopter Adoption Adoption
Shared Parental Leave N/A Shared Parental Leave - Birth Shared Parental Leave
for Mother’s Partner Birth
Shared Parental Leave N/A Shared Parental Leave – Shared Parental Leave
for Adopter’s Partner Adoption Adoption
RATE DEFINITIONS
If salary basis is being used, you don’t need to create a dummy rate and you don’t need to follow the
instructions in this section. If salary basis is not being used, only then the dummy rate should be created such
that it returns a non-zero value. You can do this by following the instructions in this section.
To enable the payment of the absence in payroll, you must define rate definitions. When creating an absence
plan, you specify the payment rate that is applicable to this plan. This payment rate can either be derived by a
formula or based on a rate definition.
A placeholder rate must be associated with the absence plan as well as the element, to trigger the calculation
of the statutory rate. Use a single rate for all the statutory absence plans.
In addition, you may also need to create one or more rates to calculate the deduction from salary. This is
optional and depends on your policy regarding payment and deduction for absence:
» If you reduce the regular earnings by the absence payment then the rate definition is not required.
» If the deduction rate is based on various salary elements, a rate definition is required.
Creating Placeholder Rate Definitions

To create the placeholder rate definition, perform the following steps:
1. From the navigator, select Payroll Calculation:

2. Select Manage Rate Definitions from the Payroll Calculation work area:
3. Click Add in the Manage Rate Definitions page.
4. On the Create Rate Definition page, select Derived Rate for the category and the appropriate legislative
group name. Ensure that the effective start date covers any absences you wish to enter.
5. Click OK.
6. Enter the name and short name for the definition:
Note: Ensure that the Reporting Required box is not selected.
7. In the Calculation section, Click Add to add a new rate contributor:
8. Select Contributor Type as Balance:
9. Select a balance name and balance definition from the LOV lists on the appropriate fields.
Note: You can select any balance as it is only a placeholder rate.
10. Click Save and Continue.
11. Click Submit.

PAYROLL ELEMENTS
You must create elements to enable the payroll application to process absences, which have been transferred
from the Global Absence Management.
The absence element creation template has been extended to include the following:
» Automatic generation of required elements, including recovery and NIC compensation elements, where
required.
» Automatic balance feeds for PAYE, NI, and other deductions as well as balance feeds required for RTI
reporting.
» Creation of retroactive elements.
» Enable payment of absence after termination.
Creating Absence Elements

Create an absence element for each absence plan that transfers absence payment information for payroll
processing.
Perform the following steps to create a new absence element:

1. In the Payroll Calculation work area, select Elements from the Earnings and Deductions section.
2. Click Create.
3. Select a legislative data group.
4. Select Absences as the primary classification.
5. Select a secondary classification based on the type of absence you are creating. For the UK, the following
secondary classifications are available:
» Holiday
» Maternity, Paternity, Shared Parental Leave or Adoption
» Other
» Sickness
6. Click Continue.
7. Enter the name, reporting name, description, and effective date.
8. Select the input currency.
9. Select the appropriate calculation units, in Absence Plan Details section.
Note: These should be the same as the one specified on the absence plan, that is, if the plan is in days,
select days.
10. Select the type of absence information, in Absence Plan Details section.
11. Click Next.
12. Select the appropriate absence payment option. If you pay an absence after termination, use a rate to
determine the absence deduction amount. If you are unable to do this, it might result in an error when
paying.
13. If you are using a rate to determine the deduction amount, select the rate that you defined using the
Manage Rate Definitions task, or provide an empty value to default the rate calculation based on the basic
salary.
Note: The rate to use for Absence Payment should be the placeholder rate defined in the
previous section.
14. For the field Does this plan enable entitlement payments after termination:

a. Select Yes to continue paying the absence after termination of the employee. Use this option for SPM,
SAP, and SPL as these are still payable to employees who meet the eligibility criteria, even if they are
terminated.
b. Select No to discontinue paying the absence after termination of the employee. Use this option for SSP
and ShPL as these are no longer payable after an employee is terminated.
15. Select the type of Absence payment. The list of values may vary depending on the secondary
classification selected.
16. Select the appropriate absence for the element you are creating.
17. Click Next.
18. Review the options you selected.
19. Click Submit.
Creating Element Eligibility

The template creates the following elements:
» Statutory Sick Pay

» Statutory Sick Pay Entitlement
» Statutory Sick Pay Recovery Calculator
» Statutory Sick Pay Entitlement Result
» Statutory Sick Pay Entitlement Retro
» Statutory Sick Pay Entitlement Calculator
You must create the eligibility for the following elements:

» <Base Element Name>
» <Base Element Name> Entitlement
» <Base Element Name> Recovery Calculator
» <Base Element Name> Entitlement Result
» <Base Element Name> Entitlement Retro
» <Base Element Name> Entitlement Calculator
To create eligibility:
1. Select the element.
2. Click Actions.
3. Select Create Element Eligibility:

4. Provide a name for the element eligibility.
5. Select the appropriate criteria: there are a number of criteria available to define eligibility. Make sure
that the eligibility is defined in such a way that all employees on the absence plan are eligible.
Otherwise, the calculation card will not be created.
6. Click Save.
Editing the Processing Priority of Elements

Now that you have created all the elements that are required for an absence, you may need to edit them to
ensure they process in the correct sequence:
If you selected the option to reduce the regular earnings by absence payment, the priority of element can be left
unchanged.

If the deduction is based on a Rate Definition, then you need to ensure the Absence elements are processed
after Regular Earnings elements. Modify the processing priority of all absence elements to 2600.
Perform the following steps using the Manage Elements task to edit these elements:
1. Search for the element
2. Open each of the absence elements created earlier.
3. Click Edit, then Correct.
4. In the Priority field, enter the Priority number 2600
5. Click Submit.

Adding Balance Feeds
The Net Pay input value on the <Base Element Name> Result element stores the sum of the absence
deduction and payment. This input value feed the following balances:
Figure 1. Balance feed table.
Depending on your business practices, you may need to create additional balance feeds such as Pensionable
Earnings.
The recovery amount and NIC Compensation also feed the appropriate statutory balances; this ensures that
they are reported automatically on the Full Payment Submission and Employer Payment Summary.
Figure 2: Recovery and NI Compensation Balances.
Linking Rate Definitions to Value Definitions

Once you’ve created the Absence elements, you need to associate the Rate Definitions created for calculating
the Average Weekly Earnings to the Calculation Value Definitions generated by the element template:

» Elements corresponding to Maternity, Paternity Leave - Birth, Shared Parental Leave – Birth:
Use the seeded rate definition 'Childbirth absence 56 day' to link it with value definition that was created
with the name
» Elements corresponding to Adoption, Paternity - Adoption, Shared Parental Leave – Adoption:
Use the seeded rate definition 'Normal absence 56 day' to link it with value definition that was created with
the name
To link the rate definitions to value definitions:
1. In the Payroll Calculation work area, select Manage Calculation Value Definition:
2. Search for Value Definitions prefixed by the name of the element created above:
3. Select <Base Element Name>_MAT_56DAY_VD.
4. Select Correct from the Edit menu.
5. Click Add under calculation values.
6. Create a row and select the Rate Definition Childbirth absence 56 day:
7. Click Submit.
Repeat the steps for all elements that you’ve created such as Maternity, Paternity Leave - Birth, Shared
Parental Leave - Birth.
Similarly, repeat the steps for Adoption, Paternity Leave - Adoption, Shared Parental Leave - Adoption. Ensure
that you link the relevant Rate Definition. In Step 3, select Normal absence 56 day:
Managing Offsets
By default, all the absence elements are processed and paid:
• If both statutory payment elements and occupational payment elements are setup as absence
elements, they will both be paid out to the employee.
• If your policy is to pay statutory only when occupational is exhausted, or offset statutory from
occupational, you must create Information elements, and modify the absence element processing
rules to output the results to the Information element.
To offset occupational absence payments against statutory absence payments, set the occupational absence
elements to a higher priority than the statutory absence elements. The default priority for the occupational
payment elements is 1750. It is recommended you increase this by 10.
For further information, refer to Solution to Offset Statutory Absence Payments from Occupational Absence
Payments (Doc ID 2258204.1) on My Oracle Support.

SPECIFYING RECOVERY RATE
There are different rates of recovery and compensation; the rate you are entitled to is based on the size of the
company. There are two rates: Full (103%) and Partial (92%). By default, if the recovery type is left blank, no
recovery or compensation is calculated.
To setup the recovery type, perform the following steps:

1. In the Setup and Maintenance work area, search for the Define Legal Entity for Human Capital
Management
2. Select Manage Legal Reporting Unit Calculation Card, and select your Legal Reporting Unit
as scope.
3. Select Add.
4. In the Create Calculation Card box, select Statutory Payments from the Name LOV.
5. In the Statutory Payment: Details section on the Calculation Component details (Under
Statutory Payment Recovery), select the appropriate recovery type:
SUPPORT FOR ALABASTER RULING
The Alabaster ruling specifies that any pay rise awarded between the beginning of the period covered by the
relevant period and the end of the maternity leave must be included in the elements of pay taken into account in
calculating the amount of Statutory Maternity Pay. This requirement is not limited to cases where the pay rise is
backdated to the period covered by the relevant period.
The ‘relevant period’ is the period between:

» Date 1 the last normal payday on, or before the Saturday of the Qualifying Week (QW), this is the 15th week
before the week baby due. This payday will be Date 1 and is the end of the ‘relevant period’.
» Date 2 the last normal payday falling not less than eight weeks before the payday at Date 1. Date 2 will be
the day after this payday and is the start of the ‘relevant period’.
Earnings include all payments on, or after, Date 2, up to and including those paid on Date 1.
The pay rise will affect the amount paid to the employee during the first 6 weeks of Statutory Maternity Pay,
known as the enhanced pay period. This would mean that the person would be entitled to extra money. It
could also be the case that a person may have not qualified for Statutory Maternity Pay but now does due to
the increased pay.
Setup
To be able to use the elements you need to ensure that the Alabaster elements have an eligibility criteria
created for them.
The elements are:
» Alabaster Adjustment – Used to enter the adjustment required.

» Alabaster Adjustment Retro – Used by the Retro process.
Instructions on how to do this can be found in the Creating Element Eligibility section <insert link>.
Using the elements

The Alabaster Adjustment element contains two input fields ‘Amount’ and Percent’, depending on when
the pay rise takes effect will decide which input values you can use.

If the pay rise will take the employee above the LEL threshold, now entitling them to SMP, then the re-valuate
absence process must be run for the absence first before performing the following steps.
» If the pay rise takes effect before or during the relevant period, you must use the Alabaster Adjustment
element and enter the amount that the person has been under paid. The element should have a start date
and end date matching the maternity absence.
It is the user’s responsibility to adjust the prorated amount to increase the AWE. The prorated (weekly
amount) amount to be uplifted should be set using Alabaster Adjustment element and be entering the value
in Amount field.
» If the pay rise takes effect after the relevant period then you will need to use the Alabaster Adjustment
element and you can either put in the amount of money (weekly amount) which the person has been under
paid or enter a percentage amount which the person has received as a pay rise. The element should have a
start date and end date matching the maternity absence.
Note: Do not enter both a value and a percentage.
Perform the following steps to add an element to an employee:
1. In the Payroll Calculation work area search for the employee and then select Elements from the Earnings
and Deductions section .
2. In the elements entry screen select the add element icon. Set the effective date to the date on which you
wish the element to start, select the Alabaster Adjustment element from the drop down list. Press the
continue icon.
3. In the entry details screen in the Entry Values section enter the amount or the percentage as appropriate
and press the submit key.
4. You will be returned to the elements entry screen. Set the Effective date to be the end date of the relevant
period and select the entry Alabaster Adjustment. This will take you into the entry details screen. Select
the edit drop down menu and select end date and press the continue button.
5. You will now be taken back to the element entry screen and you will be able to see that the Alabaster
Adjustment element has an effective start and end date. These dates will depend on when the payrise
took effect and is described in the previous paragraph.
The Alabaster Adjustment element will now be included in the appropriate payroll runs and the employee will
receive the payments after appropriate payroll processing.
SETTING UP A PLAN AND TYPE FOR MATERNITY LEAVE
Statutory Maternity Pay (SMP) and Leave may be payable to an employee who meet the eligibility rules and
receives pay for this absence.
The following predefined formulas are used:

» UK Maternity Absence Entitlement (ORA_HRX_GB_MAT_ENTITLEMENT) – This formula performs the
following checks:
» The leave is in blocks of 7 days. If a week is not taken in full, no payment is made for that week and the
relevant certification is generated.
» The employee is employed in the qualifying week.
» The employee has been employed for more than 26 weeks.
» The maximum weeks have not been paid.
» The employee has reached or exceeded the Lower Earnings Limit (LEL).
If any of these checks fails, the system creates the appropriate certification. Otherwise, it calculates the
employee’s entitlement to SMP.

» UK Maternity Absence Validation (ORA_HRX_GB_MAT_VALIDATION) - This formula validates the
maternity leave start date, which must not be earlier than 11 weeks before the baby is due, unless the baby
is born earlier.
Maternity Absence Plan

To determine employee’s entitlement to Statutory Maternity Pay, you must create an absence plan that stores
the criteria for processing these absences.
1. Use the Absence Administration work area to create absence plans.
2. Select Absence Plans under Absence Definitions:
3. Enter the required information for the plan. Ensure plan type is Qualification:
4. Click Continue.
5. Enter the plan attributes. Select the Type as Absence duration under plan term section, plan UOM as
Calendar Days, enable the check box for concurrent entitlement, and set the legislative grouping code to
UK Statutory Maternity.
6. Select the Participation tab to continue paying SMP after employee termination.
7. Update the Entitlement End Rule on the participation tab, to After Termination:
8. Select the Entitlements tab and select Formula as the entitlement definition type.
9. Select the UK Maternity Absence Entitlement (ORA_HRX_GB_MAT_ENITITLEMENT) from the list of
values.
10. Check Disable payment percentage override: as the payment of statutory maternity pay is controlled by
the use of certification, this option will prevent users from being able to update the percentage manually.
11. Set the entitlement start date to absence start date:
12. Select the Entries and Balances tab. Select the check box for Transfer absence payment information for
payroll processing. Enter the field values as shown in the table:
Field Value
Absence Payment Rate Rule Rate Definition
Rate Name Select the placeholder rate definition created above
Element Select the element which you created earlier for the plan.
13. Click Save and Close.
Maternity Absence Type

The absence type enables you to enter and store information associated with an absence occurrence.
To create absence types:

1. From the Absence Administration work area, select Absence Types:
2. Select Create Absence type from the Absence Type page. Enter the effective date, legislation United
Kingdom and pattern Childbirth or placement.
3. Click Continue.
4. Select the Type Attributes tab. Enter the details for the absence type and select Validation Formula
ORA_HRX_GB_MAT_VALIDATION from the list of values, UOM Calendar Days and Legislative Grouping
Code UK Maternity.
Note: Ensure that you have set the absence record maintenance values for enabling employees, manager
and administrator updates as appropriate.
5. Select the Plans and Reasons tab.
6. Attach the plan you created in the previous steps to the absence type, using the Select and Add icon.
Ensure the status is Active and the priority is 1.

Note: Occupational plans can be added to the same absence type. Make sure the priority number of those
plans is higher than the statutory plan. They cannot be Concurrent.
This ensures that the entitlement under the statutory plan is always calculated, irrespective of whether
employees are eligible for Occupational plans or not.
7. Click OK.
8. Under the Display Features tab, ensure that the appropriate features are enabled. Ensure that the Open-
ended feature is set to Not enabled, Expected date of event and Expected week of event are set to Display
and edit.
9. If you want to pay the absence after the employee has been terminated, update the Payable after
termination setting to enabled.
10. To add the certifications for stopping payment of the absence to the absence type, select the Action Items
tab.
11. Click Select and Add:
12. Select the certifications for the Statutory Maternity scheme from the list of values:
13. Repeat this to allocate the following certifications to the absence type:
Certificate name
Not Employed in Qualifying Week
Insufficient Proof of Pregnancy
Curtailment Notice
Death of Parent
Exceeded Number of KIT Days
KIT Days
Taken into Legal Custody
Leave Block Less Than 7 Days
Maximum Weeks Paid
Employed Less Than 26 Weeks
Absence has Multiple Assignments
Incorrect Notice
Payroll Changed During the Relevant Period
LEL Not Reached
14. Click Save.

SETTING UP A PLAN AND TYPE FOR SICKNESS DURING MATERNITY PAY PERIOD
An employee may be entitled to Statutory Maternity Pay if they fall ill whilst still in the Statutory Maternity Pay
Period. They would not be entitled to Statutory Sick Pay. If a person has returned to work (ended their Statutory
Maternity Pay/Leave) from Statutory Maternity Pay/Leave and falls ill within the Maternity Pay Period then the
person will be entitled to Statutory Maternity Pay for each full week of sickness providing they meet the relevant
criteria, part weeks of sickness will not be paid and the normal Statutory Sickness payment rules do not apply.
If the person is not entitled to Statutory Maternity Pay then the absence will be recorded as non-payable. If the
absence is payable the rate at which the person is paid would be in line with the Statutory Maternity Pay rates.
If there is any part of the enhanced (90% of average weekly earnings) pay for the first six weeks unused, then
this will be paid until it has been used up, and any of the unused remaining 33 weeks at the statutory rate.
The Statutory Maternity Pay will be paid in weeks and continue to be paid in the rolling week cycle which was
started with the original Statutory maternity pay period.
For example, if the Statutory Maternity Pay period started on a Tuesday then the rolling week for payments
would be Tuesday to Monday. If a person feel ill on Thursday then they would not be entitled to payment until
they had completed a full week starting on the following Tuesday.
The maternity pay period is not reset, and ends at the original date set by the original maternity absence.
When the sickness absence passes out of the maternity pay period normal statutory sick pay rules will apply.
The absence will be non-payable if it is linked to the sickness absence during the maternity period which was
non-payable under Statutory Sick Pay. For the person to be entitled to Statutory Sick Pay after the maternity
pay period there must be a break of 56 days between the new sickness absence and any sickness absence
recorded in the maternity pay period.
The system will:
» Check that the Statutory Maternity Pay/Leave has been ended.

» Check that the employee is still in the Statutory Maternity Pay Period.
» Pay any entitlements as per the original rolling week’s payment schedule.
Employees who have curtailed their maternity leave/pay in favour of shared parental leave will not be entitled to
Sickness During Maternity after the curtailment date. The Statutory Maternity Pay/Leave can be curtailed by
creating a document certificate ‘Notice of Curtailment’ against the Statutory Maternity absence record.
Sickness During Maternity Absence plan

You must create an absence plan to determine and calculate a person’s entitlement to Sickness During
Maternity:
2. Select Absence Plans under Absence Definitions.
3. Enter basic plan details, ensuring that the plan type is Qualification.
4. Select the Plan Attributes tab.
5. Enter the plan details. Enter UOM as Calendar Days, select the Enable concurrent entitlement check box,
Legislative Grouping Code UK Sickness During Maternity and select the Type under Plan Term as
Absence duration.
6. In the Entitlements tab, select the entitlement definition type formula and select the
ORA_HRX_GB_ABS_SDM_ENTITLEMENTS formula.
7. In the Entries and Balances tab, select the Transfer absence payment information for payroll processing
check box. Enter the field values as shown below:

Field Value
Rate name Select the placeholder rate definition created earlier
8. Click Save and Close

Sickness During Maternity Absence Type
Sickness Absence Type

You must create this absence type to enable entering absences for the Sickness During Maternity plan.
1. In the Absence Administration work area, select Absence Types.
2. Select Create Absence Type.
3. Enter the type details. Select the pattern Illness or injury and the UK Legislation.
4. Click Continue.
5. Enter the attributes. Enter Validation formula ORA_HRX_GB_ABS_SDM_VALIDATION, UOM - Calendar
Days, Legislative Grouping Code - UK Sickness During Maternity, Status - Active, Partial Day rule not
allowed and update the Absence Maintenance Record section as required.
6. In the Plan and Reasons tab, select Add Plan.
7. Select the plan that you created for the absence type. Ensure that the status is active and the priority is 1.
Note: Occupational plans can be added to the same absence type and the unit of measure may be
changed to accommodate the plan. Make sure the priority of those plans is higher than the statutory plan.
They cannot be Concurrent.
This ensures that entitlement under the statutory plan is always calculated, irrespective of whether
employees are also eligible Occupational plans or not.
8. In the Display Features tab, ensure that the Deferred processing on subsequent absences is enabled,
Absence end date is display and edit, Advanced absence entry is enabled, condition start date is display
and edit and Special Conditions is Display and Edit.
» To record absence reasons, ensure that the field is set to Display and Edit. You must have defined the
reasons in the Manage Reasons page.
» Ensure that Deferred processing on initial entry is not enabled. This allows the processing of
entitlement to be done on absence entry. If you choose to defer the processing, you can process
absences in batch by running the Evaluate Absences process.
» Ensure that Deferred processing on subsequent absences is enabled. When changing an existing
absence record, it may have an impact on future-dated absences.
Note: If the unit of measure on the type is either Hours or Days, and you want to allow recording of
absences on nonworking days, make sure that the display feature Schedule Nonworking Days is set
to Enabled. Any other unit of measure allows for that by default, and therefore the displayed feature can
be left unchanged.
9. In the Action Items tab, Click Select and Add.
10. Add any certifications that you may want to create manually.
SETTING UP PLAN AND TYPE FOR ADOPTION LEAVE
An employee may be entitled to Statutory Adoption Pay (SAP) and Leave as long as they meet the criteria set
by the legislation. The rate at which it is paid is also set by the legislation.
The following formulas are used:

» UK Adoption Absence Entitlement (ORA_HRX_GB_ADO_ENTITLEMENT) – This formula checks the
following:
» The employee has been employed for 26 weeks continuously into the matching week.
» The employee’s average weekly earnings (during the relevant period) must be at or above the Lower
Earnings Limit.
» The leave exceeded 39 weeks of Statutory Adoption Pay.

» Leave blocks are for 7 days.
employee’s entitlement to SAP.If the checks fail then the system will raise the appropriate certification to
stop payment of the leave. Otherwise it will calculate the employee’s entitlement to SAP.
» UK Adoption Absence Validation (ORA_HRX_GB_ADO_VALIDATION) – This formula checks the following:

» The start date of the absence cannot be more than 14 before the expected placement date or later than
the placement date.
» If the child reaches the age of 18 before the leave end date, you can only enter leave up to the child’s
18th birthday.
Adoption Absence Plan

You must create an absence plan to determine and calculate a person’s entitlement to SAP:
2. Select Absence Plans under Absence Definitions.
3. Enter basic plan details, ensuring that the plan type is Qualification.
4. Select the Plan Attributes tab.
5. Enter the plan details. Enter UOM as Calendar Days, select the Enable concurrent entitlement check box,
and select the Type under Plan Term as Absence duration:
6. Select the Participation tab if you want to continue paying SAP after employee termination.
7. Update the Entitlement End rule on the participation tab, to After Termination:
8. In the Entitlements tab, select the field formula for Entitlement Definition Type, tick Disable payment
parentage override, select ORA_HRX_GB_ADO_ENTITLEMENT FOR Entitlement formula and Absence
start date for Entitlement Start Date.
9. In the Entries and Balances tab, select the Transfer absence payment information for payroll processing
check box, Absence Payment Rate Rule select Rate definition, Rate Name select the placeholder rate
definition created earlier and for Element select the element which you created earlier for the plan.
Adoption Absence Type

The absence type enables you to enter and store information associated with an absence occurrence. Ensure
that the open-ended functionality is turned off when creating the absence type.
1. From Absence Administration work area, select Absence Types.
3. Enter the effective date, legislation, and select the pattern of childbirth or placement.
4. On the Type Attributes tab, enter the details for the absence type as Validation Formula -
ORA_HRX_GB_ADO_VALIDATION, UOM - Calendar Days, Legislative Grouping Code - UK Adoption
and Event Type - Placement.
5. On the Plans and Reasons tab, attach the plan you created earlier to the absence type, using the Select
and Add icon. Ensure that the status is Active and the priority is 1.
Note: Any occupational plans you may have alongside Statutory Adoption Pay can be linked to the same
absence type, but with a higher priority and Concurrent set as No. Only one concurrent plan can be linked to an
absence type.
6. In the Display Features tab, ensure that the Matching Date field is enabled in the Dates and Duration
section and Open ended is set to Do Not Display.

7. If you want to pay the absence after the employee is terminated, update the Payable after termination to
Enabled.
9. Select the certifications for the Statutory Adoption Pay scheme from the list of values, see below:
Repeat this to allocate all the following certifications to the absence type:
Certificate name
Incorrect Notice
Insufficient Proof of Adoption
Child No Longer Placed with Adopter
Curtailment Notice
Death of Child
Death of Parent
Exceeded Number of KIT Days
KIT Days
Sick Entitled to SSP
Taken into Legal Custody
Maximum Weeks Paid
LEL Not Reached
10. Click Save.

SETTING UP PLAN AND TYPE FOR PATERNITY LEAVE
An employee is entitled to Statutory Paternity Leave and Pay (SPP) if they meet the eligibility criteria set by the
legislation. The rate of pay which the employee receives is also set by the legislation.
The following predefined fast formula is used:
» UK Paternity Absence Entitlement (ORA_HRX_GB_PAT_ENTITLEMENT) – The formula checks the

following:
» The employee must have been employed for 26 weeks continuously into the qualifying week to receive
Statutory Paternity Pay.
» The employee’s average earnings (during the relevant period) must be at or above the Lower Earnings
Limit.
» Statutory Paternity Pay is not payable after the 56th day after the child’s birth date or placement date.
» The leave exceeded 2 weeks of Statutory Paternity Pay.
» The leave blocks are for 7 days.
employee’s entitlement to SPP.
Paternity Absence Plans

You must create two plans for paternity absences to determine an employee’s entitlement to SPP; this enables
the absence to be recorded and evaluated for payment:
» Paternity Pay - Birth

» Paternity Pay - Adoption.
To create the paternity plans, perform the following steps:
1. From the Absence Administration work area, select Absence Plans.
2. Click Create.
3. Enter basic details for the plan, ensuring that the legislation is United Kingdom and the plan type is
Qualification:
4. Click Continue.
5. Enter the plan attributes: Status Active, Enable concurrent entitlement tick box, Plan UOM Calendar Days,
Legislative Grouping Code UK Statutory Paternity and Type Absence duration.
6. Select the Participation tab to continue paying SMP after termination of the employee.
7. Update the Entitlement End rule on the participation tab, to After Termination:
8. In the Entitlements tab, select the entitlement definition type Formula, tick the Disable payment percentage
override, select the formula ORA_HRX_GB_PAT_ENTITLEMENT for Entitlement Formula and Absence
start date for the Entitlement Start Date.
9. In the Entries and Balances tab, select the check box Transfer absence payment information for payroll
processing and enter Rate Definition for Absence Payment Rate Rule, select the relevant rate definition
created for the absence plans for the Rate Name and select the relevant element which you created earlier
for the Element.
10. Select Save and Close.

Paternity Absence Type
For Statutory Paternity Leave, create two absence types, that is, adoption and childbirth. To create the absence
type:
1. From the Absence Administration area, select Absence Types.
2. Click Create.
3. Enter the Effective Date and Legislation. Select the pattern type Childbirth or placement.
4. Click Continue.
5. Enter the following values for the attribute fields: Validation Formula – ORA_HRX_GB_PAT_VALIDATION,
UOM – Calendar Days, Legislative Grouping Code – UK Paternity Adoption, Status – Active, and Event
Type – Placement.
6. Enter the appropriate plan under the Plans and Reasons tab using the Select and Add icon.
Note: Any occupational plans you may have alongside Statutory Adoption Pay can be linked to the same
absence type, but with a higher priority and Concurrent set as No. Only one concurrent plan can be linked to an
absence type.
7. To create an absence type for adoption, in Display features tab, ensure that the Matching Date field is
enabled in the Dates and Duration section. If the absence type is for birth, ensure the Expected Date of
Event and Expected Week of Event are enabled and open ended is set to Do no display:
8. If you want to pay the absence after the employee is terminated, update the Payable after termination
feature to Enabled.
9. All the appropriate certifications for the absence must be attached to each absence type. In the Action
Items tab, click Select and Add.
10. Select the certifications for the Statutory Paternity scheme from list of values. Repeat the steps to attach
the following certifications to the absence type:
Certificate name
Insufficient or Incomplete Documents
Sick Entitled to SSP
Maximum Weeks Paid
Incorrect Notice
LEL Not Reached
Not Payable After 56th Day
11. Click Save.

SETTING UP PLAN AND TYPE FOR SICK LEAVE
To ensure that the calculation is performed accurately the following predefined Fast Formula are used:
» UK Statutory Sick Pay Minimum Duration for Linking (ORA_HRX_GB_ABS_SSP_4DAYS_RULE) – The
formula checks if the absence is long enough to be linked to any other absences. Absences of less than 4
days cannot be linked to other absences as they are not long enough to form a period of incapacity to work.
» UK Statutory Sick Pay Entitlement (ORA_HRX_GB_ABS_SSP_ENTITLEMENT) – This formula performs the
following:
» Ensure that a Period of Incapacity to work is formed
» Identify the waiting days
» End payment after 28 weeks of paying statutory sick pay
» Check whether the chain of linked absences is longer than 3 years.
» Identify whether the employee has a Job Centre linking letter
» Check that the person has earned enough to meet or exceed the Lower Earnings Limit.
If payment needs to be stopped then the system will create the appropriate certification.
» UK Sickness Absence Validation (ORA_HRX_GB_ABS_SSP_VALIDATION) – This formula checks if the
absence is pregnancy related, and generates a warning message for Statutory Maternity Leave or Pay, if the
sick leave falls within 4 weeks of the due date of birth.
Overnight Shifts
When an employee is scheduled to work overnight (for example, shift starting at 10pm and ending at 6am), the
day that counts for SSP purposes is the day the shift starts. This functionality is supported in the Cloud: the
predefined entitlement formula looks at the start and end of the shift to determine which day qualifies for SSP,
based on when the shift started.
Note: The only pre-requisite is that the employee’s work schedule must be defined as Time and the absence
type unit of measure cannot be Calendar Days.
Example: An employee works overnight shifts, the shift pattern is from 10pm until 6AM the next morning, the
pattern starts on Monday and there last shift ends on the following Saturday at 6am. The employee has a
sickness absence starting on the Monday and ending on the Friday (they return to work for the Friday shift
starting at 10pm).
This absence will be processed as being absent from Monday (the beginning of the first shift) to Thursday (the
beginning of the last shift the employee was absent for).
Statutory Sick Pay Schedule

To enable the accurate processing of absences, a schedule must be available for the employee being
processed. If one hasn’t been specified (or not found), the application uses the employee’s work schedule
(which again can be associated at different levels of the organization). Users may create an alternative work
schedule to that which the employee normally uses for calculating SSP payments.
The following figure illustrates how the duration of the absence is calculated:

Figure 3. Diagram of schedule functionality.

The SSP schedule is identified by a specific category, and can be associated at different levels of the
organization (from Enterprise to Assignment, as shown in the figure).
Alternative SSP schedule

If an SSP schedule category is specified on the SSP plan then it will be used to process the absence instead of
any other work schedule described above.
To create a schedule that can be used for SSP calculations, set up a work schedule category and ensure that
the code value is SSP. You can specify a meaningful name.
To setup a work schedule category:
1. In the Setup and Maintenance work area, search for Manage Standard Lookups task:
2. Click on Manage Standard Lookups and then search for the lookup type: ZMM%SCHE%.
3. Select the lookup type Schedule Category.
4. Add a child row with the Lookup Code as SSP, Effective date 1/1/10, meaning - UK SSP and description –
UK SSP.
5. Save the information.
You will now be able to create a work schedule and use the category created.
Once you have created the work schedule category, you can create schedules to reflect the SSP schedules
used within your organization. Ensure that the category is SSP (as created above), the effective start date is a
Sunday and the type is the same as the work schedule.
Based on your business requirements, the schedules can then be assigned to different levels of the
organization, this can be achieved by following the steps below:
1. Navigate to the Manage Work Schedule Assignment Administration page. Search for the Work Schedule
for Support schedule. Click the schedule to open it on the Edit Work Schedule Assignment page.
2. In the Resource Assignments region, click Add Row from the Actions menu. Select at what level you wish
to add the resource schedule at and then select the appropriate name. Ensure that the Primary field is left
blank and press submit.
Note: You can create as many SSP schedules as required by your organization, as long as they all have
the SSP category.
Sickness Absence Plan

To record that a person is on a sickness absence, create a sickness absence plan:
1. In the Absence Administration work area, select Absence Plans.
2. Enter the basic details for the plan. Ensure that the plan type is qualification and Legislation is UK.
3. Click Continue.
4. Enter the plan attributes: Status – Active, Enable concurrent entitlement – tick, Plan UOM - Days,
Conversion Formula –ORA_HRX_GB_ABS_HOURS_CONVERSION, Legislative Grouping Code – UK
Statutory Sickness and Type – Absence duration.
Note: If you are using a specific SSP schedule, make sure that you select the schedule category as
Alternate Schedule Category. If you are using the employee’s regular work schedule, this field can be left
blank.
5. Select the Participation tab and enter the field values: Qualification Date Rule – Absence start date,
Entitlement End Rule – As of event and tick the box for On Employment Termination Terminate
entitlements.

6. Select the Entitlements tab and select Formula as the entitlement definition type.
Tick the Disable payment percentage override box. Select the UK Statutory Sick Pay Entitlement
(ORA_HRX_GB_ABS_SSP_ENTITLEMENT) formula from the list of values. Select the Absence start date
value for the entitlement start date.
7. In the Entries and Balances tab enter the values: Absence Payment Rate Rule – Rate definition, Rate
name – rate you created earlier, select the check box Transfer absence payment information for payroll
processing and select the element you created earlier for Element.
8. Click Save.

Sickness Absence Type
You must create this absence type to enable entering absences for the SSP plan.
1. In the Absence Administration work area, select Absence Types.
3. Select the legislation and Pattern - Illness or injury.
4. Click Continue.
5. Enter the attributes as shown in the screen:
Field Value
UOM Calendar Days
Validation Formula ORA_HRX_GB_ABS_SSP_VALIDATION
Legislative Grouping Code UK Sickness
Status Active
Linkage details are populated with the Chained

Linkage Rule
Linkage Period Start Rule Absence Start Date
Linkage Period 56
Validation Formula UK Sickness Absence Validation

(ORA_HRX_GB_ABS_SSP_VALIDATION)
Exclusion Formula UK Statutory Sick Pay Minimum Duration for Linking

(ORA_HRX_GB_ABS_SSP_4DAYS_RULE)
Linkage Period UOM Calendar Days
6. In the Plan and Reasons tab, select Add Plan.

7. Select the plan that you created for the absence type. Ensure that the status is active, Concurrent - Yes
and the priority is 1.
Note: Occupational plans can be added to the same absence type and the unit of measure may be
changed to accommodate the plan. Make sure the priority of those plans is higher than the
statutory plan. They cannot be Concurrent.
This ensures that entitlement under the statutory plan is always calculated, irrespective of whether
employees are also eligible Occupational plans or not.
Note: If the Absence type Schedule Hierarchy Start point check is set to Assignment level then the
start and end time of the absence will automatically be defaulted to the time from the normal
schedule. This is normal core functionality.
This means that you could get a discrepancy between the start and end times on the published
schedule versus the assignment schedule. I.E. The person may be marked down as late even
thou the published schedule says they are not.
8. In the Display Features tab, enter the field values below:

Usage Value
Deferred processing on subsequent entries Enabled
Deferred processing on initial entry Not enabled
Absence end date Display and edit
Advanced absence entry Enabled
Condition start date Display and edit
Open-ended Display and edit
Special conditions Display and edit
» To record absence reasons, make sure the field is set to Display and Edit. You must define the reasons
in the Manage Reasons page.
» Ensure that the ‘Deferred processing on initial entry’ is not enabled. This allows the processing of
entitlement to be done on absence entry. If you choose to defer the processing, you can process
absences in batch by running the Evaluate Absences process.
» Ensure that ‘Deferred processing on subsequent absences’ is enabled. When changing an existing
absence record, it may have an impact on future-dated absences. Those future-dated absences must
be re-processed by Submitting the Evaluate Absences process.
Note: A new display feature has been added to allow scheduling of absences on non-working days. If
the unit of measure on the type is either Hours or Days, and you want to allow recording of absences on
non-working days, make sure that this new display feature ‘Schedule nonworking days’ is set to
Enabled. Any other unit of measure allows for that by default, and therefore the displayed feature can
be left unchanged.

10. Select the certifications for the Statutory Sick Pay scheme from the list of values.
11. Repeat this to allocate all the certifications to the absence type:
Certificate name
Entitled to SMP
Absence less than 4 days
Linking letter
Maximum 28 weeks paid
Maximum 3 years paid
SSP not payable within 18 weeks of child birth
Linked absence not payable
On strike
Pregnancy related illness
Waiting days
Taken into legal custody

Incorrect notice
LEL not reached
Insufficient or incomplete documents
Payroll Changed during the Relevant Period
SHARED PARENTAL PAY AND LEAVE (SHPL)
An employee may curtail their maternity or adoption leave in favor of sharing it with their partner. The shared
parental leave may be paid or unpaid. The amount of leave which can be taken as paid or unpaid will depend
on how much leave the person curtailing the maternity or adoption leave has left.
As well as using an absence plan and absence type, this functionality also uses the Leave Agreements. You
must create leave agreement templates to cater for different cases of shared parental leave. The details about
leave agreement functionality and how to create a template are described in the Leave Agreements section.
The following predefined formulas are used:
- UK Shared Parental Agreement Eligibility (ORA_HRX_GB_SHPL_AGREEMENT_ELIGIBILITY): This

formula must be attached to all Shared Parental Leave templates. It checks that the employee
satisfies the eligibility conditions for ShPL entitlements, that is, they have the required length of
service.
- UK Shared Parental Agreement Validation (ORA_HRX_GB_SHPL_AGREEMENT_VALIDATION):

This formula must be attached to all templates to ensure that the maximum entitlement is not
exceeded.
Shared Parental Leave Absence Plans

You must create two absence plans for Shared Parental Leave (ShPL) absence plans:
» ShPL for childbirth
» ShPL for adoption
To create the absence plan for ShPL:

1. In the Absence Administration work area, select Absence Plan.
2. Click Create.
3. Enter basic details for the plan. Ensure that the plan type is Agreement.
4. Enter the plan attributes as shown below:
Field Value
Status Active
Plan UOM Calendar Days

Enable concurrent entitlement Tick
Legislative Grouping Code UK Statutory Shared Parental Leave
5. In the Entitlements tab, Click Add to add two bands, Band1Pay and Band2Pay. For Band1Pay set to 100
payment percentage, for Band2Pay set 0 payment Percentage.
6. In the Entries and Balances tab, select the check box Transfer absence payment information for payroll
processing. Enter the field values as shown below:
Field Value
Rate Name Select the placeholder rate definition created earlier
Note: each plan should be linked to a separate element
Shared Parental Leave Absence Types

You must create two absence types for ShPL absences:
» ShPL for childbirth

» ShPL for adoption
To create the absence type:
1. In the Absence Administration area, select Absence Types.
3. Select the pattern Generic Absence:
4. Click Continue.
5. Enter the field values as shown below:
Field Value
UOM Calendar Days
Validation Formula ORA_HRX_GB_ABS_SHPL_ABS_VALIDATION
Legislative Grouping Code UK Shared Parental Leave Birth
Status Active
Partial Day Rule Not allowed
Agreement selection Required
6. In the Plan and Reasons tab, click Add Plan.

7. Select the plan that you created for the absence type. Ensure that the status is Active and the priority is set
to 1.
Note: Occupational plans can be added to the same absence type. Make sure the priority of those
plans is higher than the statutory plan. They cannot be Concurrent.

This ensures that the entitlement under the statutory plan is always calculated, irrespective of
whether employees are also eligible Occupational plans or not.
8. In the Display Features tab, enter the field values as shown below:
Usage Value
Open-ended Don not display
9. Click Save.
Leave Agreements
The Shared Parental Leave functionality is governed by a leave agreement. This requires the user to set up a
leave agreement template that specifies:
» The source plan (where the entitlement is converted from a maternity or adoption leave)
» The target plan (the plan associated to the Shared Parental Leave agreement).
Leave agreements functionality controls the amount of leave which is used when a person consumes the
Shared Parental Leave. The mother or adopter must curtail their maternity or adoption leave or pay in order to
allow a partner to consume their Shared Parental Leave.
The Leave agreement functionality converts the remaining leave from a maternity or adoption plan, if the plan is
with the same employer. You can also manually enter leave values which can be used for Shared Parental
Leave. The Shared Parental Leave consists of payable and nonpayable leave and the amount of leave being
entered by a person is validated against the amounts in the leave agreement.
You must create four leave agreement templates as follows:
- Shared Parental Leave for mother
- Shared Parental Leave for adopter
- Shared Parental Leave for the mother’s partner
- Shared Parental Leave for the Adopter’s partner
To create leave agreements:
1. In the Absence Administration work area, select Entitlement Agreement.

2. Click Create. Ensure that the effective date covers the period you require, the legislation is set to United
Kingdom and then select the appropriate pattern.
There are two patterns:
» Childbirth or placement conversion - This is used when you have the details of the mother or adopter’s
absence which is being given up in favor of this one. The plan is either an adoption or maternity plan
that is created earlier. A separate template must be created for the maternity conversion and adoption
conversion
» Childbirth or placement agreement – This is used when the person taking the leave supplies all the
details required, but you do not have a record of the leave for the person who is giving it up in favour of
shared parental leave. A separate template must be created for maternity and adoption.
3. Enter the field values in the childbirth or placement conversion template as shown below:
Field Value
Enable eligibility override Tick box
Validation Formula ORA_HRX_GB_SHPL_AGREEMENT

Denial Reason All
Status Active
Withdrawal Reason Agreement withdrawn
Eligibility Rule Formula
Partner Rule Name and allocations
Formula ORA_HRX_GB_SHPL_AGREEMENT_VALIDATION
Source Absence Type Select the relevant absence type created for Statutory
Maternity leave.
Source Plan Select relevant plan
Target plan Select relevant plan
Payment Percentage ORA_HRX_GB_SHPL_PAY_PERCENTAGE
Override allowed Tick
4. Add the relevant certifications
Certifications
In order to manage other types of documentation on the employee’s leave agreement (such as Curtailment
Notice, Declaration of entitlement and Intention to take leave, Period of Leave notices), you must create
certifications and associate them with leave agreement template, where applicable.
To create Certifications:
1. In the Absence Administration work area, select Absence Certifications:
2. Click Create.
3. In the Create Absence Certification, enter the attribute values as shown:
Field Value
Classification Documentation
Name As appropriate
Absence Record Update None
Status Active
Trigger On demand
Entitlement Not applicable
Mark as confirmed when created Tick
Note: None of the other sections are relevant to Documentation certification; default values can be
applied.
Once created, the certifications can be linked to the relevant leave agreement templates.

CREATING ABSENCES
Once the setup is completed, you can create absence records for a person. The absence is processed by the
Absence Management application.
Creating an Absence Record

To create an absence record:
1. Select Person Management under My client groups in the Navigator
2. Search for and select the person for whom you wish to create an absence record.
3. Select Absences.
4. Select Absence Records:
5. In the Absence Records page, click Add.
6. Select the absence type and enter the relevant details for the absence and click Submit.
This screen displays a summary of the absence including its duration. You can view the details of the absence
by selecting the absence record.
7. In the Absence Details page, you can view any absences that are linked to this absence, plan use and any
action items. Click on the relevant tabs to view the information. The Plan Use tab displays the plans and
their relevant details. The Action Items tab displays details of certifications that have been used to stop
payment on the absence. Any certification that has been voided will have the relevant date displayed in the
Voided column.
Voiding an Absence Certification

In certain case, you may wish to void a certification that has been automatically generated, so that the
application does not process it. . To void a certification:
1. In the Absences Administration work area, select Absences and Entitlements.
2. In the absence records section, select the Administer icon for the appropriate absence:
3. In the absence administration page, select the Action Items tab. This displays a list of any certifications for
that absence.
4. Select the certification, click Edit:
5. Select Void from the list of actions:
7. The certification now displays the date in the voided column of the administration section. This certification
is no longer relevant and will be ignored while processing.
Linking Letter
At the start of their employment, an employee could present a linking letter, which indicates that the employee
has been receiving allowances directly from the Job Centre. This impacts their entitlement to SSP. The
employer does not have to pay SSP for sickness absences within 12 weeks of the date specified on the letter.
After 12 weeks, the employer is obliged to pay the SSP again.
.You can create a document record for linking letters. Use the predefined document type Job Centre Linking
Letter to do this.
Ensure that the From Date is the date indicated on the linking letter and end date corresponds to the end of the
12 week period during which the employee is not entitled to SSP. For any sickness record starting within that
period, a certificate is automatically generated to indicate that SSP is not payable for this absence.

Keeping in Touch (KIT) Days
Employees on maternity or adoption leave are allowed to come to work during their leave for a total of 10 days
in order to ’keep in touch’ with the work. To record the dates an employee comes to work on the absence
record, use the predefined KIT Days certification.
To add a KIT Days certificate to an existing absence record:

1. Select Person Management under My Client Groups in the Navigator
2. Search for and select the person for whom you wish to update the absence record.
3. Select Absences.
4. Select Absence Records.
5. In the absence record, select Add under the Documentation section.
6. Select the KIT Days certification.
Use the Comments field to record the dates for KIT days.
If an employee exceeds the number of KIT days permitted, the week during which additional KIT days are
used, become ineligible for statutory payment. You can create a manual certification to stop the payment
for that week.
To add a certificate to stop payment of an existing absence record:

1. Select Person Management under My Client Groups in the Navigator.
3. Select Absences.
5. Click Administer for the absence record to update.
6. In the absence record page, select Add under Payment Percentage Updates section:
7. Select Name as Exceeded Number of KIT Days certification.
8. Enter the start and end dates for which you need to stop the statutory payment, under Revised Payment
Percentage:
Click Save and Close. This results in the days for that week being unpaid:
Creating Shared Parental Leave Agreement (Mother or Main Adopter)

To create a shared parental leave agreement:
1. Select Person Management from the Navigator.
2. Search for and select the person for whom you wish to create a leave agreement record.
3. Select Absences, and Absence Records under Actions:
4. In the Absence and Entitlement page Click Add in the Entitlement Agreements section:
5. Enter the agreement name and select the appropriate template from the templates you created earlier:
6. In the Entitlement Agreement page, enter the relevant details and the source absence.
Notice: The initial request for Shared Parental Leave. You can provide information such as the date the
notice was provided and whether it was provided in timely manner.
Event: In case of maternity or adoption leave being converted into Shared Parental Leave, you must
specify the maternity or adoption record it relates to. Based on that, the remaining entitlement is
automatically populated into the leave agreement, as the available entitlement for the agreement. All the
relevant dates are also populated based on information stored on the source absence record.

Note: You must end date the source maternity or adoption leave prior to creating the leave agreement,
else there will be no entitlement remaining.
7. You can also create and manage the status of various document types and attach copies of physical
documents using the Certification section. Certifications (predefined or additional ones creating during
implementation) are available on the leave agreement.
8. You must provide the start and end date of the agreement. This represents the period of time during which
the employee is entitled to use the shared parental leave.
The Agreement Eligibility is assessed based on the seeded eligibility formula that has been
attached to the agreement template. It verifies that the employee has the required length of service
to qualify for Shared Parental Leave. If the employee doesn’t qualify, it will return a status of
Ineligible. Because there are other eligibility conditions that cannot be checked programmatically,
you can override the eligibility status and specify a reason for override.
The Target Plan Entitlement is derived based on the remaining entitlement from the source
absence record. This represents the amount of leave that can be shared between the employee
and the partner. It can be adjusted, should the need arise.
10. The agreement is now created in the Initiated status. You can take action directly from the Entitlement
Agreement table. You can only delete or reject an agreement when it is still in Initiated status. Once
Authorized, it can be only be withdrawn.
11. Once you are satisfied that all the conditions are satisfied and the shared parental leave is approved, you
can either Authorize and Finalize the agreement:
Authorize: Enables administrates administrators and employees to record absence records against
the agreement.
Finalize: Enables administrators to record absences against the agreement.
Creating Shared Parental Leave Agreement (Partner)

The procedure for recording a ShPL for the mother’s or adopter’s partner is very similar. Select the appropriate
templates from the ones created above. The only difference is that there is no source record linked to the
agreement, so you must enter the information about the event and entitlement manually, based on information
provided by the employee.
Creating Shared Parental Leave Absence Records

As the employee sends their period of leave notices, you can record them on the leave agreement under
Certifications section, track the status, and once approved, the absence records can be created.
To create ShPL absence records:
1. Click Add in the Absence Records section:
2. Select the appropriate absence type and enter the start and end date of the absence.
3. Specify the agreement name to record the leave against. The validations ensure that the entitlement
specified on that agreement is not exceeded.
4. You can also specify whether the absence should be taken against the Paid or Unpaid entitlement. By
default, if this field is blank, it will first be a paid entitlement, then unpaid.
The employee’s entitlement (both paid and unpaid) is validated against the agreement; all absences
recorded against the agreement cannot exceed the entitlement specified on the agreement.
The absence start and end dates are also validated: they must falls within the agreement term dates.

Note: Unlike for other types of statutory payments, it is not possible to use certification to stop payment of
ShPL. If the employee is not entitled to pay for all or part of the absence, the payment detail must be set to
Unpaid.
Shared Parental Leave in Touch (SPLIT) Days

An employee on ShPL is allowed to come to work during their leave for a total of 20 days in order to ’keep in
touch with work. You can record the dates an employee comes to work on the leave agreement record by using
the predefined SPLIT Days certification.
To add a SPLIT Days certificate to an existing leave agreement record:
1. Select Person Management under My Client Groups in the Navigator

3. Select Absences.
5. Select the Entitlement Agreement.
6. Once in the Entitlement Agreement record, Select Add under Documentation section.
7. Select SPLIT Days for the Name.
Use the Comments field to record the dates for SPLIT days.
If an employee exceeds the number of SPLIT days permitted, the week during which additional SPLIT days are
used, become ineligible for statutory payment. You can make that week nonpayable by creating a separate
absence record for that week and selecting the payment detail as Unpaid.

APPENDIX
Implementing Statutory Absences for Customers Using Global Absence Management

For existing customers using the Global Absence Management who need to migrate the Statutory
Absences feature for the UK, the setup is different. Some of the steps have already been performed
(such as creating absence types, occupational plans) and the absence records already exist.
To enable statutory absence calculations in conjunction with your current implementation, perform the
following steps:
Setting up Statutory Absences
1. Identify the period for which the statutory payment history needs to be created.
• For sickness absences, it is advisable to create at least 6 weeks of history prior to the
Absence Processing Start Date, that is, the date when you want to start processing
absences in Fusion. This is because sickness absences are linked if they fall within 6
weeks of any previous absences. You can create more statutory payments history, if
required.
• For maternity, paternity, adoption, you may evaluate only those absences that are
ongoing as at the Absence Processing Start Date. Hence, at the most it would be 52
weeks prior to the Absence Processing Start Date.
You must create all the setup objects on or prior to that date.
2. Define the rate definitions
3. Create absence elements
4. Edit the Entitlement result formula to add the Absence Processing Start Date.
To stop calculation cards being processed in payroll for the portion of absence that has already been
paid, set the Absence Processing Start Date to the date you want to start processing absences in
Oracle Global Payroll. No absences will be processed prior to this date.
Note: The Absence Processing Start Date is stored in the payroll formula attached to your absence
element. Copy and edit this formula to enter the Absence Processing Start Date.
To edit the payroll formula:

a. Select the Manage Fast Formula task from Payroll Calculation work area.
b. Search for formula name <Element Name> Entitlement Result:
c. Select Edit, and Correct from the Edit menu.
d. In line 84, add the following:
l_migration_date = ‘2018/01/01 00:00:00’ (date)
e. In line 97, insert the following lines:
IF (l_abs_comp_date < l_migration_date) THEN
l_stop ='Y'
l_log = PAY_INTERNAL_LOG_WRITE('$$$%%%% - Migration Date is greater than

absence date ::::' || to_char(l_migration_date) )

pay_value = 0
unit = 0
deduction = 0
net_pay = 0
RETURN unit ,reduce_type , pay_value ,deduction , net_pay , dir_comp_id,dir_card_id ,

rate,ded_amount_rate,factor
)
f. Click Save.
g. Compile the formula.
h. Repeat for all the Entitlement Result formula.
5. Optionally, if the Qualifying Days for Statutory Sick Pay purposes are based on a work
schedule that is different to the employee work schedule, you must ensure that you setup an
alternate Statutory Sick Pay Schedule.
6. Create the absence statutory plans, refer to the following sections:
o Creating Maternity Absence Plans
o Creating Adoption Absence Plans
o Creating Paternity Absence Plans
o Creating Sickness Absence Plans
7. Modify the existing absence types as follows (as at the date identified in step 1)
o Add the validation formula
o Select the legislative grouping code
o Attach the newly created statutory plan to the absence type
o For Sickness absence type, add the linking rule (SSP only)
o Associate the certifications
For further information on how to setup the absence type, refer to the following sections:
o Creating Maternity Absence Type
o Creating Adoption Absence Type
o Creating Paternity Absence Type
o Creating Sickness Absence Type
Preparing the Data

Once the setup is complete, ensure that the Statutory Payment history is created for existing
absence records. You can do that by running the Evaluate Absence process that automatically
processes statutory payment for existing absences. Based on the statutory plans created, it
identifies that a new plan was added to the absence type, and generates entitlement under
that plan. If the employee is found ineligible for payment, a certification is automatically
created. It results in the same SSP entitlement calculation that the employee received for SSP
in your legacy application.
Note: The process also generates the absence calculation cards. Only those calculations card
with an effective date after the Absence Processing Start Date will be processed in Payroll.
Hence, the date prevents any previously paid absences to be paid again in the Oracle Fusion
application.
Adding Additional Data for Sickness Absences
It is possible that an absence that needs to be evaluated is linked to one or more previous
absences. In such cases, there are two possibilities:
» You can process all the absence records within the chain.
» Process only the last absence in the chain. In this scenario, additional information is required for that
absence.
Additional data entry is available specifically for data migration, on the Absence Administration page:
ADDITIONAL DATA ENTY
Field Name Description
Consumed SSP Weeks If the employee has consumed SSP entitlement before the migrated absence
record, then it is specified here. It is used to calculate the 28 weeks limit.
Note: If linked absences are created using HDL, they will only be used if
entered against the first absence in the chain. If you enter a number of
consumed SSP weeks in subsequent migrated absences, this
information will be ignored.
Original Start Date If the sickness has a long history of linked absences which are not migrated,
provide the start date of the first linked absence. It is used to calculate the 3 years
limit and overrides the system determined value.
Note: It can be entered on any linked absences, but the one entered on
the last absence record in the chain is the one that is taken into account.
Disqualified Reason If the employee was not entitled to SSP for the absence being migrated, enter the
certificate name that indicates the reason for disqualification. For example, LEL
not reached or On Strike.

Note: The certificate applies to the full absence.
Consumed Waiting Days When you use a single absence for migration then this field describes the number
of waiting days that have already been used by previous absences. The days will
be processed in this migrated absence.
Note: This field will be evaluated only on the first absence if it is part of a
chain of linked absences.
Disable Earnings Check If you select this check box, the application does not check against the lower
earnings limit (LEL) and assumes that the LEL is exceeded.
Use this to bypass the LEL check for periods where payment data is not
available.
For further information on how to use those additional fields, see Setting Up and Migrating UK Statutory
Absences (Doc ID 2234239.1), UK Statutory Absences Migration Document.
8. There is also a possibility that some of the existing absences payments were manually
stopped in your legacy application, that is, by manual intervention from an administrative user.
If the reason for nonpayment cannot be automatically detected by the process, the reason
needs to be indicated in the Disqualifying Reason field. You can do this in mass using the
HCM Data Loader (HDL). The following examples show how you can handle these scenarios:
» An absence record was found ineligible for SSP payment because the employee’s average weekly
earnings did not reached the LEL. Subsequently, the administrative user found that a mistake was
made in the employee’s salary and updated the absence to be paid. In this example, select the check
box Disable Earnings Check.
» An employee was taken into legal custody while on sick leave. For this reason, the absence
payment was stopped. The Disqualified Reason needs to be set to “Taken into Legal
Custody”.
Adding Additional Data for Maternity, Paternity, and Adoption Absences

9. The eligibility to statutory payments is based on the employee’s Average Weekly Earnings
being above the Lower Earnings Limit. There may be cases where the employee’s Average
Weekly Earnings cannot be determined automatically. In this case, you can enter the value in
the following field:
Field Name Description
Average Weekly Earnings Override to provide the value for average weekly earnings for maternity, adoption, and
ShPL.
This override is used to:

- Check the employee’s entitlement to statutory payment
- Determine the rate of pay
Generating Historical Entitlement
Once the additional data requirement has been identified and entered on the absence record,
you can run the Evaluation Absence process to generate the entitlement to statutory payment
on historical absence records.
10. Run Evaluation Absence Process
a) Select Schedule and Monitor Absence Processes task from the Absence Administration work
area:
b) Run Evaluate Absences process from list.
c) Enter the parameters as required.
» Effective Date: This should be the same date as identified in Step 1. Any absence records
with a start date prior to the effective date will not be processed.
» Run as test: This field should remain unselected as this is not currently supported for the
UK. This is because the SSP calculations rely on the availability of entitlement from
previous absences. If they are not available, the calculations will be incorrect.
» Increment effective date: This field should remain selected.
» Under Population Filters section, you can select various criteria to restrict the population of
employees for whom the process will run.
» Person Selection Rule: To filter based on additional criteria, you can write a Fast Formula
for the type Person Selection.
11. Verify the entitlement results for the processed absences against the results in your legacy
system.
If there are any discrepancies, you can update the data and rerun the process.
Note: If you have other plans attached to your absence types, those plans will also be re-evaluated
by the process. Based on the assumption that there has been no change in the absence records,
there should be no change in entitlement under those plans as a result of running the process.
Shared Parental Leave
The Shared Parental Leave is managed by the Leave agreement functionality from Release 12
onwards. Hence, the existing absences cannot be automatically converted. Follow the steps
described in section Shared Parental Pay and Leave (ShPL). Once you set this up, you can use it
for new cases of Shared Parental Leave.

AWE Calculation for HR Only or Payroll interface
HR Only/Payroll
Interface
Can call the hook

for all absence
types.
Check in the
following order: SPP/SMP/
Yes
AWE in DDF SAP/ShPL
AWE from hook.
DDF or Hook
Yes contains a No
value?
Can only access

Document AWE through Yes SSP
Certification: hook.
Alternative AWE
value has been
No
used. No
This is not a
statutory payment.
System
AWE Test certification: LEL
No not reached.
succesful
Yes
Stop
Figure 4. AWE flow chart HR only/Payroll Interface.

AWE Calculation for Payroll
Payroll
Document
Certification:
SPP/SAP/ DDF field Alternative AWE
Yes Yes value has been
SMP/ShPL populated?
used.
No
No
Sufficient
information to AWE Test
Yes Yes Stop
calculate the succesful
AWE?
SSP
No No
No System should
produce a LEL System
certification as certification: LEL
This is not a
insufficient not reached.
statutory payment.
information
available to
Skip LEL flex calculate the AWE
segment
populated?
Stop Yes
System
certification: LEL No This is so that the
not reached. User can populate entitlement formula is
DDF fields and triggered.
then void the
No
certificate.
Sufficient
AWE Test information to
Yes
succesful calculate the
AWE?
Void
certification or
No Stop
use DDF
fields?
No
Yes
Stop Yes
Some earnings
No
data?
Document
Certification:
Yes Alternative AWE
value has been
Earnings do used.
not cover 8
weeks
The AWE is calculated by using the period represented Yes Use hook?
by all of the earnings paid under the contract before the
Exact number
first day of sickness. So if the employee only received Yes
of weeks pay
five weeks earnings the AWE is calculated by dividing No
Use AWE value
the total of the 5 weeks earnings by 5.
No
System should
produce a LEL
certification as
insufficient
information
When an employee has not received eight weeks earnings and has not received an
available to
exact number of weeks pay the AWE is calculated by using the period represented by
calculate the AWE
all of the earnings paid under the contract before the first day of sickness. So if the
employee only received 2 weeks and 3 days earnings the average weekly earnings is
calculated by dividing the total of the 2 weeks 3 days (17 days) earnings and multiply
by seven regardless of the number of days a week the employee is expected to work.
Where the new employee falls sick before they have

had their first payday, you should use their contractual
earnings to see if they earn enough to get SSP.
Work out how much a week they will earn based on
Document the due rate of pay for their job. If their AWE will be
Certification: Yes Stop £109 or more they will qualify.
Alternative AWE
value has been AWE Test Note: This would need to be done manually and then
used as not succesful the certification voided.
enough weeks
payroll data
avaialble. No
System
certification: LEL
not reached.
Figure 5. AWE Flow chart for payroll.

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White Paper:Oracle Fusion HCM (UK): Statutory Absences Setup Functional and Implementation Considerations
August 2020
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Oracle Cloud

WHITE PAPER / AUGUST 3, 2020

Note: In the images or examples included in this document regarding: user

3 W HITE PAPER / Oracle Cloud Human Resources (UK): Statutory Absences

Making Absences Payable after Termination ......................... 9

Average Weekly Earnings Not Available or Available Partially10

Alternative AWE Values .................................................................................10

AWE Recalculation for Pay Rises ..................................................................10

Common Considerations ...................................................... 12

Rate Definitions .................................................................... 15

Creating Placeholder Rate Definitions ...........................................................15

Payroll Elements .................................................................. 16

Creating Absence Elements...........................................................................16

Creating Element Eligibility ............................................................................17

Editing the Processing Priority of Elements ...................................................17

Adding Balance Feeds ...................................................................................19

Linking Rate Definitions to Value Definitions..................................................19

Managing Offsets ...........................................................................................20

Specifying Recovery Rate .................................................... 21

Support for Alabaster Ruling ................................................ 21

4 W HITE PAPER / Oracle Cloud Human Resources (UK): Statutory Absences

Using the elements ........................................................................................21

Setting up a Plan and Type for Maternity Leave .................. 22

Maternity Absence Plan .................................................................................23

Maternity Absence Type ................................................................................23

Setting up a Plan and Type for Sickness During Maternity

Sickness During Maternity Absence plan .......................................................25

Sickness During Maternity Absence Type......................................................27

Sickness Absence Type .................................................................................27

Setting up Plan and Type for Adoption Leave ...................... 27

Adoption Absence Plan ..................................................................................28

Adoption Absence Type .................................................................................28

Setting Up Plan and Type for Paternity Leave ..................... 30

Paternity Absence Plans ................................................................................30

Paternity Absence Type .................................................................................31

Setting Up Plan and Type for Sick Leave ............................. 32

Overnight Shifts .............................................................................................32

Statutory Sick Pay Schedule ..........................................................................32

Alternative SSP schedule...............................................................................34

5 W HITE PAPER / Oracle Cloud Human Resources (UK): Statutory Absences

Sickness Absence Type .................................................................................36

Shared Parental Pay and Leave (ShPL) .............................. 38

Shared Parental Leave Absence Plans .........................................................38

Shared Parental Leave Absence Types .........................................................39

Leave Agreements .........................................................................................40

Creating Absences ............................................................... 42

Creating an Absence Record .........................................................................42

Voiding an Absence Certification ...................................................................42

Linking Letter .................................................................................................42

Keeping in Touch (KIT) Days .........................................................................43

Creating Shared Parental Leave Agreement (Mother or Main Adopter) ........43

Creating Shared Parental Leave Agreement (Partner) ..................................44

Creating Shared Parental Leave Absence Records.......................................44

Shared Parental Leave in Touch (SPLIT) Days .............................................45

Implementing Statutory Absences for Customers Using Global Absence