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An Oracle White Paper

March 2013
Absence Management Integration with Global
Payroll and Time and Labor

Absence Management Integration with Global Payroll and Time and Labor
Disclaimer
The following is intended to outline our general product direction. It is intended for information purposes
only, and may not be incorporated into any contract. It is not a commitment to deliver any material, code, or
functionality, and should not be relied upon in making purchasing decisions. The development, release, and
timing of any features or functionality described for Oracles products remains at the sole discretion of
Oracle.
Absence Management Integration with Global Payroll and Time and Labor

Executive Overview ........................................................................... 2
Introduction ....................................................................................... 2
Prerequisites for This Integration ....................................................... 3
Getting Started with the Integration ................................................... 3
Integration Setup ............................................................................... 4
Setting Up Earnings and Deductions Integration Elements ............ 4
Setting Up Generated Positive Input Elements .............................. 7
Generating Positive Input ............................................................ 14
Reviewing Generated Positive Input Absences ........................... 16
Reviewing Generated Positive Input Payroll ................................ 18
Integration with Time and Labor ...................................................... 20
How Time and Labor Creates Payable Time ............................... 21
What Happens When You Start a Pay Run ................................. 21
Mapping Time Reporting Codes to Absence Management/Global Payroll
.................................................................................................... 22
Mapping Chartfields to Variables ................................................. 23
Mapping TRCs to Run Types....................................................... 24
Mapping Tasks to Supporting Elements ...................................... 25
Running a Payroll with Time and Labor Data ............................... 26
Starting a Pay Run ...................................................................... 26
Updating the Payable Status and Returning Cost Data ............... 28
Self Service Setup ....................................................................... 28
Conclusion ...................................................................................... 38
Absence Management Integration with Global Payroll and Time and Labor

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Executive Overview
This white paper provides recommendations for implementing and maintaining the integration
of Absence Management with Global Payroll and Time and Labor if you have licensed Time
and Labor. This document is not intended as a substitute for PeopleBooks, but rather as an
additional resource to help you with your implementation. This white paper suggests
approaches to common business cases based on our experience using the two products.
Absence Management and Global Payroll were designed to work together in the same system,
sharing the same menu structure in PeopleSoft and sharing many pages, components, and
results tables as well. Its design also addressed the need for a seamless integration for
customers that licensed Time and Labor and wanted to use it to record positive time and to
use the Absence system to record and track absences and calculate entitlements or absence
accruals. Later, we decided to decouple the Absence Management system from Global Payroll
and to offer it as our Absence solution for Payroll for North America users and for Third Party
Payroll solutions using the Payroll Interface. Additional documents in My Oracle Support
describe the integration of Absence Management with Time and Labor and with Payroll for
North America. This document focuses on customers that have licensed Time and Labor and
that are using Global Payroll and Absence Management.
Introduction
Absence Management has been available and bundled with Global Payroll since release 8.0.
As of release 8.9, Absence Management has been offered as a standalone product for our
customers using Payroll for North America and Third Party Payrolls using PeopleSoft Payroll
Interface. It is important to clarify the different integration points between Absence
Management when licensing Global Payroll versus when licensing Payroll for North America
and Payroll Interface with Absence Management. Even though some of the configuration may
be reused (if you license all the products previously mentioned), you must understand that the
Absence Payroll output (Positive Input) will be routed to different payroll systems, depending
on key information in the JOB record and Time Reporter information if you also license Time
and Labor. This document describes the details of the integration with Global Payroll. It also
refers to the integration with Global Payroll when the customer has licensed Time and Labor
and is using it in conjunction with Global Payroll. This document also discusses the usability of
Common Components, such as the Approvals Framework Engine (AWE) and the Delegations
framework, across PeopleSoft and Human Capital Management (HCM).
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Prerequisites for This Integration
The content of this document is based on the assumption that you have read or implemented the basic
functionality described in:
PeopleSoft Enterprise Global Payroll PeopleBook.
PeopleSoft Enterprise Time and Labor PeopleBook.
PeopleSoft Enterprise Absence Management PeopleBook.
This document is also based on the assumption that customers have previously completed the
installation and configuration of the base functionality for Absence Management and Global Payroll,
with our without Time and Labor. This white paper will only point out those areas that are important
for integrating the two products.
Getting Started with the Integration
When installing Absence Management and Global Payroll, one of the first components you set up is
the PeopleSoft Installation Table. This component and page work for all HCM products. Typically, if
you install Global Payroll, Absence Management is installed automatically when you install a Global
Payroll Country Extension. You are installing Global Payroll Core and Absence Management (Figure
1).
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Figure 1. Installation Table

The Absence and the Payroll systems were designed to work together using many components of the
basic architecture, such as formulas, system elements, variables, results tables, and so on. The Global
Payroll Core can run Payroll and Absence processes in a single pay run and in a Calendar Group
definition. The system also enables you to process your Absence and Payroll into different pay runs
and different calendars. The setup depends on decisions that you make at the time of implementation.
Customers that license Absence Management as a standalone product should only use Run Types for
Absence. If, however, customers have licensed multiple products, such as Global Payroll, Absence
Management, Time and Labor, Payroll for North America, and others, then they should plan their
implementation so as to maintain elements such as Run Types, Calendars, Process Lists, Sections, and
so on separately to avoid contention usage with common element definitions. See the white paper
Getting Started with Global Payroll, which is part of this development kit and explains the basic
configuration for the Global Payroll and Absence Management systems as well as best practices for
multi-country and multi-system implementations.
Integration Setup
Setting Up Earnings and Deductions Integration Elements
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When you integrate Global Payroll and Absence Management, you can define Earnings and Deduction
Calculation Elements to process within the Payroll Period and to create results that you will see in the
Employees pay check. You can also create Earnings and Deductions codes that will work as recipients
for Absence information and that may or may not appear in the Employees pay slip. Those types of
Earnings and Deductions codes are defined but not included in the Absence Process List, nor should
they be included in the Employees sections. To better explain this section, consider the example
illustrated by Figure 2. In Payroll, Earnings code K0WVAC PAID is defined by a basic calculation
indicating that the number of units reported, either manually or by the system, will be multiplied by the
employees hourly rate from the JOB record. If you had a simple system or method of reporting
vacation days, users would most likely enter the number of vacation days or any other kind of absence,
and those units would be paid. However, the process to validate the entry is not as simple as this.
Absence Management has different ways to validate the entry for Absence, as well as for Earnings and
Deductions. The important message in this document is that the system with which you are integrating
will determine whether the rest of the definition of an Earnings and Deduction will be calculated.
Figure 2. Defining an Earnings code for the integration

Another important consideration is that when you integrate Absence Management with Payroll for
North America, the calculation rule shown in Figure 1 will not be run because the Earnings and
Deduction will never be included in a section, nor will it be included in a Process list that the system
can run. When you license standalone Absence Management, you can only process Run Types for
Calculation Type = Absence (Figure 3). Therefore, the Process Lists can only contain Absence,
whereas if you license Global Payroll, the Calculation Type can be either Absence or Payroll
Absence Management Integration with Global Payroll and Time and Labor

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Calculation and you can include elements such as Earnings and Deductions in your Payroll process lists
(Figure 4). Those will actually trigger the calculation defined in your Earnings and Deduction elements
(Figure 1).
Figure 3. Defining a Run Type for the integration

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Figure 4. Defining a Payroll Process List for the integration
Setting Up Generated Positive Input Elements
Generated Positive Input is the data generated from the Absence Management system. It is normally
sent to the Payroll system, whether that is Global Payroll, Payroll for North America, or Third Party
Payroll. Time and Labor can also generate Positive Input when used in conjunction with Absence
Management and Global Payroll. You can enter Positive Input manually, but this topic discusses data
that is generated automatically by Absence and Time and Labor.
Positive Input is generated daily, but you can bundle it and send it to Payroll to reduce the number of
rows stored in the Payroll and Absence Calculation Results tables (Figure 5):
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Figure 5. Installation Settings tab: Bundling Generated Positive Input

Setting Generated Positive Input in Absence Management
Absence Take
Within the Absence Take definition, a Take element can generate one or multiple Earnings,
Deductions, or both elements as Positive Input output to payroll. Depending on the system with which
you are integrating, you will be able to define Earnings, Deductions, or both. When you integrate with
Global Payroll, you can define both, depending on how you want to use the Absence Elements in the
pay slip. For instance, some implementations use absences as negative earnings, others may use
absences as deductions, and others may use them as positive earnings but will subtract the Absence
amount and units from regular earnings (Figure 6).
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Figure 6. Defining the Generate Positive Input Member List

When you define Earnings codes, you can define more than one, you can create output for
informational and audit purposes, or you can fulfill the need for a combination of multiple elements to
provide detailed information about the Absence payment to your employees. For instance, in some
countries an employer may pay for Maternity Leave and also provide a supplemental payment;
therefore, you can have the system generate both Earnings at the same time for the same Absence
Take. In some countries, illnesses may not be fully paid by the Social Security Administration and in
some situations employers agree with employees or unions to pay the unpaid portion. Both calculations
can be done in the Absence system and then two different Earnings codes can be sent, one for the
illness paid by Social Security and another for the illness paid by the employer.
Absence Entitlement
The Entitlement element itself can generate positive input. The definition enables you to create a
payoff that another element in the system can trigger. Multiple actions in the system can set the
elements that trigger the definition. Examples of such actions are a termination of the employee in the
JOB record, a contract termination or agreement, the end of a fiscal year, the end of a calendar year, or
the expiration of the entitlement. You can configure each of these different conditions within the
entitlement definition and generate an automatic entitlement payoff and generate Positive Input.
Within the definition, you can define the Earnings element that will be the recipient of the generated
Positive Input (Figure 7):
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Figure 7. Defining an entitlement payoff
Setting Up Generated Positive Input Sections
The Payee Generate Positive section (Figure 8) is another mechanism for defining a condition and
indicating to the system whether or not to generate Positive Input. Global Payroll customers often use
this element, for instance, to generate entitlement payoffs in combination with terminations. Examples
or use cases of when to use Generated Positive Input sections include shutting down an entire work
place for one or two weeks because of vacations or reducing manufacturing production, in which case
you could use an Entitlement Payoff definition within a Generated Positive Input section. Within the
section, you can use formulas, elements, and so on that will help to determine the number of units
(Days/Hours) that will be generated as Positive Input.
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Figure 8. Defining a Generate Positive Input section

Positive Input is normally targeted to a calendar; for instance, if the Absence is generated in an
Absence Calendar, then most likely you want to send the Positive Input to a Payroll Calendar (Figure
9).
Note. If you are using Absence Management without Global Payroll, then you can leave this field
blank; otherwise, it is required when defining Absence Calendar. The system determines whether this is
an Absence Calendar or not based on the Run Type entered within the Calendar definition. You may
also notice an additional field, Time and Labor Target Calendar, which is described later in this
document (sFigure 9).
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Figure 9. Indicating a Target Calendar for Generated Positive Input
Setting Time and Labor TRC Generated Positive Input
Time and Labor can also generate Positive Input, but you may need to register Time and Labor rules
or certain Time Reporting Codes (TRCs) in the Time and Labor system that need to be paid by the
Payroll system. Therefore, you need to convert those TRCS into generated Positive Input. Moreover, if
you are interfacing with Project Costing, you need to provide the value calculated in the Payroll system
back to the Time and Labor system so that the value will be sent to the Project Costing system. This
process is necessary so that the Projects system can provide accurate costing.
The TRC that was defined to generate Positive Input must be included in the Run Type definition for
the Payroll system.
One important setting for the TRCs it works slightly different the TRC definition whether you are o
integrate Time and Labor with Global Payroll, you must leave the Absence Management check box
deselected (Figure 10). This action enables the GP Earnings Code prompt in the Mapping to Earnings
Code section at the bottom of the page. This is one-to-one mapping between the TRC and the GP
Earnings code. When you run the Calculation table in Global Payroll, the TRC will generate Positive
Input in the Payroll Calendar with the Earnings code indicated in this page.
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Figure 10. Integrating Time and Labor with Global Payroll

If you are integrating Time and Labor with Absence Management, then in addition to the Earnings
code, you will map the Absence Take code (Figure 11). The Absence Take code is enabled if you select
the Absence Management check box.
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Figure 11. Integrating Time and Labor with Absence Management
Generating Positive Input
You can generate Positive Input in two ways: during the Absence process or during the Payroll
process.
Absence Take Generated Positive Input
At the end of processing each Absence Take element for an employee and an event, if the Absence
Take definition has an element defined in the Generated Positive Input Member List (Figure 12), then
the Absence Take process will loop through the Absence Results table for each employee. It will
generate a row for every day of the absence when the Unit, Rate, Percent, or Amount element defined
is not zero in the Absence Results table.
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Figure 12. Setup Generated Positive Input

For example, suppose that an employee reports 3 days of vacation from 1/1/2000 to 1/3/2000, works
his or her regular hours on 1/4/2000, and then reports 1 day of sick time on 1/5/2000. When the
Absence Take process runs, the system will determine that the entitlement was not sufficient to make 4
hours of paid Vacation on 1/3/2000. Therefore, the system will generate paid Vacation for 8 hours on
1/1/2000, 8 hours on 1/2/2000, and 4 hours on 1/3/2000 plus 4 hours of unpaid vacation on
1/3/2000. Assuming that the Payroll or the Time and Labor system generates 8 hours of Regular
Time, then you would get 8 hours of paid Regular Time on 1/4/2000. The Absence system would also
process 8 hours of paid Sick time on 1/5/2000. The Absence Management system can generate
Positive Input and send it to Payroll for each day that an Absence is processed. You can bundle all the
Absence time in a single row or instance, depending on the Payroll system used in your company. In
the case of integrating with Global Payroll, you can report a single line or multiple lines.
ABSENCE
TAKE
ABSENCE
DATE
DAY
FORMULA
DAY COUNT
PD
DAY
COUNT
UNP
POSITIVE
INPUT
VAC PAID
POSITIVE
INPUT VAC
UNP
POSITIVE
INPUT
SICK PAID
POSITIVE
INPUT
REG PAID
VAC 1/1/2000 8 8 0 8 0 0 0
VAC 1/2/2000 8 8 0 8 0 0 0
VAC 1/3/2000 8 4 4 4 4 0 0
REG 1/4/2000 8 8 0 0 0 8 0
SICK 1/5/2000 8 8 0 0 0 8 0
Table 1. Generated Positive Input
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Reviewing Generated Positive Input Absences
To review generated Positive Input, you must look at the Results by Calendar Group page or the
Results by Calendar ID page and access the Generated Positive Input tab. Generated Positive Input is
always associated to an Absence Calendar; however, if you want the Positive Input to be paid and
processed as Earnings or Deductions in the pay check, you need to select a Target Payroll Calendar ID.
The first step is to look at the Absence Calendar ID containing the Absence Generated Positive Input
(Figure 13). Figure 13 shows the Daily Generated Positive Input; each row contains a unique Instance
number, which identifies which Absence Event and Absence Take generated the earning or deduction
as Positive Input. If you click the Other Data link for an Instance or row, you can see the details for
the Begin and End dates of the Positive Input; these values are usually the same date (Figure 14). If
you generate Positive Input for each day that the event is processed, then you will likely have a row for
each day of the Absence. If you need to identify which Absence Event generated Positive Input, then
you need to look at the Absence Begin and End dates and match them with the data entered in the
Absence Event Entry page. This page also shows you whether the Positive Input generated a Rate, a
Unit, an Amount, or a Percent and a Base. This value will depend on the definition of the Generated
Positive Input Member List (see Figure 12).
Figure 13. Reviewing Generated Positive Input from different sources
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Figure 14. Positive Input - Details page accessed using the Other Data link

An additional page (Figure 15) shows the details of the Supporting Element Overrides (SOVRs)
defined within the Absence Take component. Those elements may be defined to override one time or
for a period of time (Start and End dates) for one or multiple elements during the entitlement
calculation. The SOVRs defined in the Earnings and Deductions elements will not work or be resolved
during the Absence calculation, only during the Absence Take.
After all the Positive Input is generated, it is stored in the Generated Positive Input records as a staging
area and is ready to be included in the Payroll Results if you immediately run the Payroll Pay Run
process within the same Calendar Group. The generated Positive Input is bundled into one or more
records to the Payroll Results records. In Absence Management, you normally send the units to be
processed by the Payroll system, but often you send the Pay Rate previously calculated within the
Absence process. This practice is common in some countries, such as Spain, where the Absence units
have to be passed with a different Pay Rate, depending on the task or project to which the employee
was assigned or because of a compound Rate type that is needed for some types of disabilities, social
security calculations, or both. You must decide whether you want the Absence Management system to
pass the Rate and the Amount already calculated in the Absence system to Payroll or if you only want
to pass the units and will let the Payroll system decide the appropriate Pay Rate.

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Figure 15. Supporting &Element Overrides page
Reviewing Generated Positive Input Payroll
How the Positive Input is generated in the Absence system is discussed previously in this document.
This section describes how an absence is processed in the Payroll system. Essentially, when you
process an absence and generate Positive Input, you define a Target Payroll Calendar for the Positive
Input (Figure 16).
Note that you must define this field if you are integrating with Global Payroll. If you are integrating
with Payroll for North America, Time and Labor, or Third Party Payroll, then you do not need to
define a Target Calendar. The value of the Target Calendar will be included in each row of the
generated Positive Input. When you run the Payroll process, it will recognize that Absence Data exists
and must be included in the Payroll Results. To insert the generated Positive Input, you must define
the Earnings or Deduction elements in the Payroll Processing section; this information will indicate to
the system that in addition to including the generated Positive Input, the system will need to resolve
additional calculations defined in either the Earnings or Deduction elements (see Figure 2). Most
commonly, the system will multiply the units passed from the Absence system to Payroll multiplied by
the Pay Rate defined in the Payroll system, but you can define additional pre- and post-processing rules
within your Earnings or Deduction definition.
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Figure 16. Defining a Payroll Target Calendar for generated Positive Input

After the Payroll elements process, either the earnings or deductions defined as Absence elements will
be inserted into the Earnings and Deductions Results table. To verify the results, you can use the
Results by Calendar Group or Results by Calendar ID and access the Earnings and Deductions tab
(Figure 17). Most likely, you will see one line of results for the elements used for Absence, but at times
you may see additional lines, for instance, if you defined to pass units and a rate or percent to the
Payroll system or if the rate or percent is different during the Generated Positive Input process. For
example, if there is a Pay Rate increase and 10 units needs to be paid with a rate of 18 an hour and
another 10 units need to be paid with a rate of 19.5 per hour, then you will see two different lines in
the Payroll Results page.
The Pay Rate, the Percent, and other additional information may not appear in the main Earnings or
Deductions page, so you need to open the Resolution Details link (see Figure 17) to view additional
details related to the Payroll Calculation and the results that come from the Absence system (Figure 18)
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Figure 17. Earnings and Deductions Payroll Results

Figure 18. Element Resolution Details page

Integration with Time and Labor
Time and Labor tracks the time that a payee works and generates payable time that can be processed
by payroll systems, such as Global Payroll. If your organization uses Time and Labor with Global
Payroll, you can process payable time during your pay runs, transmit cost data back to Time and Labor
after a pay run, and share employee schedules.
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After you configure your systems to work together, Global Payroll:
Makes approved absence data available to Time and Labor so that it can be evaluated by the rules
process that Time and Labor uses to create payable time for cost evaluation.
Loads payable time into Global Payroll when you start the Calculate phase of a pay run.
Treats payable time as generated Positive Input, meaning that all rules that apply to generated
Positive Input also apply to payable time.
Processes payable time for the current period or an offsetting period.
Sends cost data back to Time and Labor after a pay run is complete so that the data can be
distributed across payable time entries and sent to PeopleSoft Projects and other applications.
How Time and Labor Creates Payable Time
Each incident of time that is reported in Time and Labor is associated with a TRC that identifies its
type (for example, regular or meeting), units, currency, and other attributes. You can also assign task
codes to each time entry, enabling your organization to track time at a finer level of detailby product,
location, and other categories. In addition, you can track the accounting information that flows
between Time and Labor and Global Payroll. Integrating Time and Labor with Global Payroll requires
that you map earning, deduction, and absence take elements to TRCs. You might also need to map
supporting elements or variable task codes, and chartfields.
Time that is reported in Time and Labor must be converted to payable time before it can be sent to a
payroll system for processing. The payable time must also have a payable status to indicate that it is
ready for processing. The Time Administration process in Time and Labor creates payable time that is
ready for payroll processing by applying a set of user-defined rules to time entries based on their TRCs.
It can apply rules for overtime, holiday pay, guaranteed hours, consecutive days, and other situations.
What Happens When You Start a Pay Run
During the Calculate phase of a pay run, Global Payroll retrieves payable time that is ready for
processing from Time and Labor. The first time that the Calculate phase runs, Global Payroll processes
all payees who are identified in the current calendars. During subsequent runs, Global Payroll creates
an iterative trigger and a retroactive trigger for each instance of payable time that has changed and
reprocesses only the payees who are in error or have iterative triggers. Payable time is retrieved each
time the payroll is run.
After a pay run is finalized, you start an update process that updates the payable time entries in Time
and Labor. This process also invokes the Labor Distribution and Labor Dilution processes in Time
and Labor, if you have elected to use those features. If you are not using labor distribution, Global
Payroll sets the status of payable time entries to CL (closed).
The following flowchart illustrates the interactions between Global Payroll and Time and Labor:
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Figure 19. Integration between Global Payroll and Time and Labor
Mapping Time Reporting Codes to Absence Management/Global Payroll
When Absence Management is installed and you access the Time Reporting Codes component, you
will notice a Map to Absence Management flag (see Figure 20); this flag is exclusive with the Map to
Payroll for North America Earning code functionality. If your TRCs need to be mapped to Absence
Management, then you need to turn on this indicator.
You should include a new effective date for your new mappings. In addition, at the bottom of the page
in the Mapping To Earning Codes section, youll see a new combination. The Payroll System needs to
be NA and you need to map the Absence Management Earning code that is generated by the Absence
Management process. An Absence Take can generate one or more Earnings or Deduction codes, but
because the Payroll for North America system handles Absence as Earnings codes, the prompt is
limited to select only Absence Management Earning Codes/Name. This mapping will make it possible
for the Absence Conversion program to convert the Earning Codes/Names to TRCs. You also need
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to map the North American earnings code when the Load Time and Labor process runs; it will convert
the TRCs, which will include Absence into Payroll for North America Earnings codes.
The mapping defined in the TRC page will also be used in the Timesheet when employees and
managers report Absence in the Timesheet. The system will automatically derive the number of Hours
reported in the Absence grid into the respective TRC that it is mapped to. This topic will be expanded
on in the Self Service Integration section.
Note. You must understand that many Absence Earning codes can be linked to one TRC, but one
TRC cannot be linked to multiple Absence Earning codes.
Figure 20. Mapping TRCs to Absence Management
Mapping Chartfields to Variables
The following example (Figure 21) enables you to map the PeopleSoft standard configuration
chartfields to these delivered chartfield variables. This mapping enables Global Payroll to receive
chartfield information for payable time. You can create a separate mapping scheme for each country in
which your organization operates.
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Figure 21. Chartfield Code Map

Mapping Tasks and Bundling Payable Time
Mapping task codes to elements specifies the criteria by which Global Payroll bundles payable time
that is received from Time and Labor. As payable time is loaded into the Positive Input tables, Global
Payroll consolidates or bundles rows of similar data, assigning each bundle a cross-reference number
that it later returns to Time and Labor. To be bundled, entries must:
Fall within the same slice and segment.
Share the same currency and rate (when this information is provided).
Share the same task value.
This rule applies only to tasks that are mapped to supporting elements.
Note. Global Payroll populates the Rate As Of Date system element that is associated with a set of
bundled entries with the end date of the Time and Labor period, segment, or slice. (If there is no
segmentation, the Time and Labor period end date is used. If segmentation exists, the segment or slice
end date is used.) The system element retrieves the effective-dated definition of the rate code.
Mapping TRCs to Run Types
In Global Payroll, a run type must be associated with each calendar. The run type identifies the type of
process (payroll or absence), the process list, and the valid TRCs for the pay run. During the payroll
process, the system retrieves the effective-dated definition (as of the Global Payroll period end date)
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for each TRC listed on the run type. It then retrieves only the payable time entries for TRCs that are
included in the run type.
In Time and Labor, you map earning, deduction, and absence take elements to the corresponding
TRCs (Figure 22):
Figure 22. Mapping TRCs to Run Types
Mapping Tasks to Supporting Elements
Tasks define companies, business units, products, departments, and other entities to which payees can
report time.
If you don't map task entities, Global Payroll calculates costs at the earning and deduction level only
and cannot supply Time and Labor with a cost breakdown by task. You can create a separate mapping
scheme for each country in which your organization operates (Figure 23).
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Figure 23. Mapping Task Codes

Running a Payroll with Time and Labor Data
To prepare for a pay run:
Ensure that the Time and Labor Time Administration process has been run.
For each approved absence event, Time and Labor looks at the code for the absence take element,
the beginning and end dates of the absence and, when applicable, partial hours for absences of less
than a day. It also triggers the Schedule Resolution process in Time and Labor, which looks at the
absent days for which partial hours were not reported and determines the number of hours that
the time reporter was absent based on his or her default schedule.
The Time Administration process must also be run to convert reported and scheduled time to
payable time.
Create calendars that select Time and Labor data. When using the Calendars - Definition page in
Global Payroll to create calendars for the pay run, set up the calendars to:
Retrieve data for the period of time that you specify.
Select the time period in the Time & Labor Calendar field. You select from a prompt table that
displays all calendar periods. If you leave the Time & Labor Calendar field blank, payable time is
not retrieved. The Time and Labor calculation period ID can be the same as or different from the
calculation period ID. For example, if your Time and Labor calculation period ID is March and
the current calculation period ID is April, payees (in order to be selected) must have payable time
in March and have been active for at least one day in April.
Use a run type that identifies the TRCs that you want to process.
Ensure that the Time Administration process has been run for the payees that you want to pay.
Starting a Pay Run
Start the Identify phase of the Payroll process to select payees.
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Global Payroll identifies payees who have payable time for TRCs that are mapped to the calendar's
run type and the time period that is defined by the Time & Labor Calendar field on the Calendars -
Definition page. (You can start the Identify process by itself or with the Calculate process.)
Start the Calculate phase to select payable time.
Global Payroll loads payable time for the selected payees into the Generate Positive Input table. It
retrieves only the rows of payable time that has:
A TRC that is mapped to the run type of the calendar.
For current period entries, a payable status of:
ES (Estimated - Ready for Payroll)
AP (Approved - Goes to Payroll)
SP (Sent to Payroll)
RP (Rejected by Payroll)
For retro periods entries, any payable status except:
NA (Needs Approval)
CL (Closed) when the Pay System field is not set to GP (Global Payroll)
IG (Ignore)
NP (No Pay)
OE (Online Estimate)
Global Payroll also updates the payable status of each entry:
SP - For all payable time entries that are loaded into Global Payroll except those with a
payable status of PD (Paid - Labor Distributed) or DL (Paid - Labor Diluted).
IG - For all payable time entries that the system will not use as a result of changes by Time
and Labor that created offset and new entries.
Review results and correct errors.
Review the Payee Messages page for processing errors and messages. You can view payable time
entries that have gone through the Calculate phase on the Generated Positive Input - Payroll page.
Look for entries with a Source value of Time & Labor. You can also see processed bundled payable
time entries on the Positive Input - Payroll page.
To adjust or correct entries that originated in Time and Labor, make the changes in Time and Labor
and then run the Calculate phase again. This ensures that the Time and Labor data and Global
Payroll data remain in sync.
Cancelling a Pay Run
Absence Management Integration with Global Payroll and Time and Labor

28
If you cancel a pay run, Global Payroll deletes the payable data that was loaded from Time and Labor
and updates the payable status for each payable time entry to RP with a reason code of Cancelled by
Payroll, unless either of the following conditions exists:
The payable status is PD, DL, CL, or TP (Taken - Used by Payroll).
The payable time was also sent to another payroll system (according to the Pay System flag
associated with the entry).
Updating the Payable Status and Returning Cost Data
You can run the update process only once per pay run (Figure 24). If you used process streams to run
the payroll, you can use the same process streams to send data back to Time and Labor. You start the
run control for one stream at a time, returning to this page after each launch to invoke the next stream.
Figure 24. Send Costs to Time and Labor page
Self Service Setup
Approvals Configuration
You can enter Absence in multiple places. Absence Administrators can use the Absence Event Entry
page to enter Absence. Employees and Managers can use Absence Self Service to request Absence, and
Employees can request Extended Absence using Self Service as well. It is also possible to enter
Absence using Time and Labor Timesheet if the employee is enrolled as a Time Reporter. However, it
is necessary to indicate the types of Absence that you want to enable your Self Service users to request
Absence Management Integration with Global Payroll and Time and Labor

29
in Time and Labor. In the Country Take configuration (see Figure 5), you need to turn on the Allow
Entry in Time and Labor option for those Absence Takes that you enable your users to request via the
Timesheet. Therefore, users should be able to request those Absences that are part of his or her
Eligibility Group and that have been enabled for Time and Labor on the Country Take component.
Approvals are also part of the setup that you need to consider when integrating with Time and Labor.
Both Absence and Time and Labor support Approval Workflow Engine (AWE) and, therefore, both
applications contain an Approval Process ID in the AWE registry, but one Absence Request can only
be instantiated with one Approval Process ID. This means that the Approver from Time and Labor
may be different from Absence Management, depending on on where the Absence was requested. In
the Country Take configuration page (Figure 25), you define the Approval Process ID and the
Approval Definition ID to be used if your Absence is requested either by Absence Self Service or
Extended Leave. If your Absence is requested via Timesheet, the Approval Process and Definition IDs
will be those defined at the Workgroup level (Figure 26) or, if overridden, at the TRC level (Figure 27).
Figure 25. How to Enable Absence Takes in Time and Labors Timesheet

Absence Management Integration with Global Payroll and Time and Labor

30
Figure 26. How to define Approval Rules in Time and Labor Workgroups

Figure 27. How to define Approval Rules in Time and Labor TRCs
Time Reporting Integration
You must turn on other parameters in the Time and Labor Installation table in order to indicate to
Time and Labor what to do when an Absence is reported or approved. Within the Time Reported
Absence Management Integration with Global Payroll and Time and Labor

31
Options section is the Regenerate Reported Time for Absence Entry check box (Figure 28). If selected,
when absence entries are reported or approved, the system regenerates reported time based on the
employees schedule (Reported Time source is SCH) so that the sum of reported absence and work
time from other sources equals the number of scheduled hours for a day. This check box functions in
conjunction with the Create Partial Work Hours check box on the Workgroup Defaults page (Figure
29) in Time and Labor. If this check box is selected and the Create Partial Work Hours check box is
deselected, the system uses full day absence logic when generating time. If the Create Partial Work
Hours check box is selected and this check box is deselected, reported time is not affected.
Absence Management Integration with Global Payroll and Time and Labor

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Figure 28. Time and Labor Installation options

Absence Management Integration with Global Payroll and Time and Labor

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Figure 29. Workgroup installation options
Holiday Schedule Configuration
The Holidays Schedule table is defined under HRMS Setup Common Components menu, but the
Holiday Schedule may be used by independent programs or pieces of code for each of the products.
For instance, in Absence Management when Requesting Absence on the Absence Self Service or in the
Timesheet components, the Holiday Schedule is used to calculate the Absence end date or the duration
between the Absence start date and end date (Figure 30). The Holiday Schedule is also used during the
batch process. The use of the Holiday Schedule depends upon your implementation when using the
Holiday System elements in your Absence Take Day formula or the Generated Positive Input Member
List section, which depends on your configuration (Figure 31).
Absence Management Integration with Global Payroll and Time and Labor

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Figure 30. Defining start and end dates and duration calculation in Absence Self Service

Figure 31. Defining a Holiday Schedule

Absence Management Integration with Global Payroll and Time and Labor

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The main difference between the two products is that each has its own configuration pages and,
therefore, you need to ensure that this configuration is in sync with the two products. Otherwise, the
results produced by the Absence system may be different from those created in the Time and Labor
system. Thus, even though the Holiday Schedule can be defined at the Global Payroll Pay Group
(Figure 32) and in Time and Labor Workgroups (see Figure 28), and overridden at the employee levels
in the two products, the Holiday Schedule processing or calculation will be done separately in Absence
Management and Time and Labor. Until we convert the Absence into Payable Timeand only at that
momentany subsequent processing in the Time and Labor Time Admin will use the Holiday
Schedule configurations defined in the Time and Labor product.
Figure 32. Defining a day formula and Generated Positive Input Member in the Absence Take configuration

Absence Management Integration with Global Payroll and Time and Labor

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Figure 33. Setting up a Holiday Schedule in Absence Management Pay Group
Work Schedule Configuration
The Work Schedule configuration is shared between Time and Labor and Absence Management in the
sense that you do not need to define schedules for each one. However, the way a Work Schedule is
resolved and processed may be different in the two systems. Absence Management resolves the work
schedule online with its Self Service transactions to calculate the duration of an Absence or the end
data of an Absence based on a start date plus the duration entered in days or hours. The Work
Schedule is also resolved during Absence Batch calculation, but the result of the Absence will depend
on how you set up the usage of the Work Schedule elements within the Absence system rules. For this
reason, your settings for the two products should be in sync. In that way, the results produced by the
Absence Management system should be the same as those expected from the Time and Labor system.
The Work Schedule is assigned to the Pay Group (see Figure 33) in the Absence Management system.
In the Time and Labor system, the Work Schedule is assigned at the Work Group level (Figure 34).
Therefore, when you enroll an employee in Absence Management, the system will provide a Work
Schedule for the person by default. In the same way, when you enroll an employee in Time and Labor
and you assign a Work Group, the system will provide a Work Schedule for the person by default.

Absence Management Integration with Global Payroll and Time and Labor

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Figure 34. Setting up a Work Schedule

You can override the Work Schedule at the Employee Level in both systems using components that
the two products share. Use the Assign Work Schedule component in Manager Self Service (Figure 35)
and the exact same component in Global Payroll and Absence Management (Figure 36).
Figure 35. Assign Work Schedule page in Manager Self Service

Absence Management Integration with Global Payroll and Time and Labor

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Figure 36.Assign Work Schedule page in Global Payroll & Absence Mgmt
Conclusion
Global Payroll is a robust and flexible product that provides multiple ways to configure your business
rules. The Absence Management portion, which is bundled within Global Payroll, integrates well with
other applications, such as Payroll for North America, Third Party Payroll using Payroll Interface, and
Time and Labor. This white paper describes the integration with Time and Labor in detail. It is
important to mention that this integration is robust, scalable, and proven to be working with customers
that handle very large numbers of transactions on a Pay Period basis. Self Service transactions are a
role-based product that enables you to deploy integrated and standalone transactions for employees,
managers,time keepers, administrators, or all of these roles. The look and feel is consistent across
applications, so those with multiple users, such as employees, managers, and administrators, will find
that wherever they access the Absence system they will find a consistent and intuitive user experience
throughout the product.





Absence Management Integration with Global
Payroll and Time and Labor
March 2013
Author: Teodoro Hernandez
Oracle Corporation
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