Intro to Absence Management | Workday Absence Management and Time off Training | Zarantech

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updates uh I'll be your trainer for this perfect for this absence management training uh so uh before going ahe I just want to know like what are the things that you know about work decm

okay if you are aware about workday its attributes then it would be more easy like you are are you familiar with workday

XM I do work as a workday analyst but I actually did some work in the reporting side um but not like workday HCM but I'm

am kind of familiar with since you know last year I guess um I moved my team from reporting into the uh business analyst team where we are actually

taking care of all the functional modules so I accepted this functional modules I am aware of few few things in itcm but not completely but then since

um you know basic navigation correct I I know all the basic navigation um I do all the benefit Parts too but not the absence absence is something like um we

are cross training each other and um trying to get on board for absence so that's one reason why I thought you know maybe I should just start from Basics because when I moved from reporting into

benefits it was very hard for me to learn all by myself that's yeah definitely work the benefits yeah it's a different module I

I am not yeah benefits was kind of okay for me but when I looked into absence oh my gosh there are so many things going on all the calculations and my company

does have some of the custom objects too uh which are like oh my gosh I haven't never you know even when you kind of browse or go into the community and look for such things I don't really find

answers to those ones so that's when I actually it's a different it's all together different different item okay it may be used at a different instance what it based on the company to company

requirement some company do not use custom object because they don't want to play with the system on an aggressive way some companies do play with custom objects in an extensive way so it varies

all right so okay uh let me give you my brief uh introduction that uh I Sachin I have been uh working at in workday

ecosystem since seven years uh I am sertified in workday CM absence time tracking workday reporting as well as uh

I work on right now I'm working on workday prism analytics okay so that would be my agenda so how this training would go ahead like we will start from

the basics all right we'll start on the building block of absence management how absence management looks look like what is basically an absence management right

I'll try to start from the basics uh my speed would be like this only uh try to like work on scenario basis like industry scenario basis and whatever I

have uh like experience till now okay because this is a very vast module each company has a different kind of scenario but fortunate I was fortunate enough

that I have worked on every regions for example APAC EMR Americas and uh our subcontinent Japan and Australia so I

have worked on every country like like more over all the countries in the world their absence management okay so that would actually I'll provide you some of

the scenarios like how things would work in absence management okay so that would be my agenda we'll try to have a more discussion round more discussion okay in

this pray absence management okay so now let's let's get it started Okay so workday absence management okay uh so absence management is one of the vast

module of workday okay because uh it is it is such a uh such a such a like diverse domain which connects with every

other small small parts of an Erp system okay or an organization okay if I talk about like this how it connects with the small small pieces is let's take example

like your compensation okay let's say connects with your Finance okay most importantly with Finance like whenever we talk about absence uh an absence consultant is always connected with the

finance department of the company okay I'll tell you how okay then it connects with your HCM it connects with your performance it connects with your uh I

would say your uh tenure everything it connects okay so that's how an absence management is has a like it has a very important role in an organization not

only in workday with other tools also okay before workday there there was a system which we may have worked like people soft success factors uh one of

the one of the competitor of workday is Kronos in absence and time tracking so that is one important tool so company do

use these tools in order to look after the employees benefits okay and how their organization is

structured in in terms of the the liabilities okay so that is one important aspect of absence management

so absence management is categorized into two parts okay okay one is your time off and one is your leave of

absence yep just for a Time moment just these two components we are going to learn in this training only these two components and the whole chapters and the whole world would be revolving

around them time off and leave off absence okay and this is one of the important questions when we go on an interview when I actually take an interview I actually ask the first question what do you know

about absence management and what is the difference between a time of and a leave of absence that is something that I take the first this is my basic question to

an inie okay so let's talk about first time off and then we'll talk about Leo absis so today the today's session is more about General exploration okay

from Tomorrow onwards we'll start juggling up more what are the important aspect what are the components okay okay so time off is

basically a shorter duration of absence okay where there is certainty of employee to come back okay yep MH that

is a time off leave of absence is something it is a longer duration of an absence okay where there is an there is

an uncertainty of an employee to come back that's the basic difference yeah now categorizing it with an example would be paid time off okay that is a

shorter duration time off like for an year you get somewhere around like Max to Max 21 days in Netherlands you get 32 days okay that's your limit of that and

after that you need to come back you will be there in the office okay yeah but leave off absence these are for weeks weeks weeks for example maternity

leave a basic example that is maternity leavea it is somewhere around like 92 weeks depends on the company to company one two weeks and sometimes after

maternity leave people do not show up to the office they do extend that okay like if they say that I'll be joining after

42 weeks but they join after 35 sorry after 52 weeks okay okay so they give an estimation that I'll be joining at after

42 weeks you this is the word that makes a difference estimation that yes I may but actually they join after late or before that whatever so so when there is

an estimation and there is an actual last day combines together when there is a long duration of leave that is known as leave of

absence okay wherein when there are when there's a shorter duration of absence okay when there's a shorter duration of absence

that is known as time off and together the whole system is known as absence management time off plus leave of absence when they combine each other

okay the combination of those two are most important integral element makes the whole system as absence management system okay okay absence management is a

different domain okay it's a hold together a different module in workday and there is another module which is known as time tracking yeah yeah okay so these are two integral module of work

day all right so that is absence management okay now so time talking is connected to absence management right I know it's indirect no it's a different module it

gets connected with absence man management okay basically whosoever is an absence consultant do work on time tracking also but it is a different

domain but it needs a different training okay the element cross over each other likewise in absence management the element would cross over on your HCM

side also and your compensation side but that doesn't mean that an absence consultant needs to be certified in advance or advanc comp or core comp okay or absence also connects with your

payroll also oh yeah yeah so this are the elements of that so absence is a very vast domain why absence has a very vast domain in an organization is like

it is basically a employees benefits okay absence plans and every time off or all those all items are connected with

the benefits okay and when we work with the HR they provide us the data how they are modeling this okay absence

management has that kind of role in an organization and legal systems also connects with that whenever you are working for any country the whole HR

department with the legal with the change management would come to you and they would discuss how they want to design that absence Management in workday okay so that's that is how an

organization work in terms of Designing and developing an uh time off or leave of absence for any country or for any organization so that's the most

important part so how it works okay in that uh how absence management is connected with your Finance I just want to give you an example in an order Organization for

every full-time employee we get earn leaves correct yeah and we ACR ACR in the sense we get

balance loaded into our account maybe bi-weekly maybe semi monthly once in a year or monthly correct yes upon leaving

the upon leaving the organization we get some money back into our account oh correct yes yep that money that figure that

amount is comes from the finance department Finance approves it and payroll process it and then it comes to our account okay but what balance that

we are entitled to get back Upon Our termination or like anniversary it is connected with the Erp system finance department every month updates they

update the ledger accounts like for example let's take an example today this year for example I earned somewhere

around uh 30,000 a month okay MH 30,000 a month and which means 1,000 every day okay so I have one

day in my PTO like earn leaves finance will evaluate the report every month they will get the data that okay one day which means 1,000 next month they will again see one day I have so they will

update the Ledger account 2,000 I have taken half day leave so they will update the Ledger account to, 1500 okay so fin run the report they get the report from

the Erp system to update their ledger accounts and based on the termination they will clear up their Ledger account and they would send that value which is there from workday to payroll and

payroll toess it so that's how this particular system is connected with different other systems all right so that's why an absence consultant is

always on the top of the head for for with the finance controllers and the and like accountants yep so that's the

major headache every time they have okay India and other countries where where there is like monthly it's okay it's very chilled countries like em Americas

when there is like the whole balance is loaded every year like for first of January for the whole calendar year get every balance it gets very difficult to track like what would be the monthly

amount what would be this it gets difficult so that's we did with the air and task yeah okay so that's how things systems

are connected okay and uh yeah because I had extensively worked with the finance teams like like since last three years I've been working with Finance team uh

on this liabilities part so I have a like I have a deep love with them on these items okay yeah like other external

vendors when you have your so bigger organization what they do does does they they actually Outsource their system okay they do have their Finance system Finance controllers and everything in

their company but in order to audit those things they Outsource the items like I worked with extensively with evi and deit where they used to do this

mathematical auditing for Ledger accountings and get approval from our organization's Finance control regarding this liabilities and these stuffs so I

used to work with these external uh vendors talking about what is keep on changing when when whenever I'll tell you example whenever a policy change for example this coid time come when this

coid happened some of the organization they increased the leave the total entitlement for a year some of the organization gave some extra benefits that needs to be conveyed to the finance

team okay when you're desig what you need to approval from the finance you need to see the impact analysis what would be the cost effective for the company so that's how things get messed

up okay so okay that's absence okay in order to have absence uh are you able to see my screen yes I am all right

in order to have absence you need this particular domain active that is known as time off and leave okay okay and time

off and leave has 33 domains like a lot of domains and these are the business process which we would be working on absence calendar absence case event

assign work schedule correct time of request leave of absence request uh leave of return request return from leave of absence request time of time of balance transfer update time of request

these are the business processes okay the most extensively used business process is request time off correct time off oh yeah

request uh assign work schedule we hardly use okay it comes under time tracking more rather than an absence calendar because over time double time like your consecutive days these

actually corrects when you have the time sheet working on the time sheets requ request return from leave these are the items which we work okay that's a so itm

is the mother of the domains these are the small small subdomains which need like Advanced Training so that's why absence management comes into the picture okay all right so how it works

in work day like how the basic absence management work this is the basic screen whenever a worker comes into the comes to the work day they go to their profile and I'm sure that you have gone through

that if you're using it they go to actions if they want to request they go to T leave they request absence and here

they see this particular screen okay and this particular screen is known as absence calendar okay then they select the days which

days they are looking for they request and what type of time off they looking going on either it is vacation sick right now in the system there are two

time offs yeah other time offs which are they are looking at like for example they go on C leave click next another window would pop up and they will submit

it and it will go for the approval or whatever it is okay this is how they go for the leaves this is the system that it holds and if they want to check the balances um go again to the workday go

to the absence uh before these few updates it was previously time off okay now it is

known as absence has updated it and make it absence okay do you remember when did that change happen yeah that last update

last last update last update like I would say 2020 2022 R2 2022 R2 okay yeah R2 I'm

I'm still not over from 2022 so I have to think so yeah this is the 2022 R2 update and now uh here this this is the

data sheet where the employee can see what they have they have the balances whatever the absence request they have done and what

uh it comprises of time of request as well as leave of absence request and if they have any leave balances they want to track okay leave leave balances like maternity paternity FMLA short-term

disability long-term disability they can see whatever balances they have for that year okay so this is how they do it they

go they check and this is how they go and check these items okay so these those three Tabs are visible for you but are those customizable because I think

in our company we just don't see the leave balance okay yeah this is customiz you can customize this okay this ISM part you can configure profile and here

you can customize everything in my organization we don't have this window we have a different window for this right I yeah yeah companies do change their

way of working on that so these are these are customizable okay yeah yeah but these the reports that you looking at this is a workday deliver report you can remove this report and have your own

report in that okay all right this is a work deliver report standard report these the values these are delivered reports okay mhm which gives the data

okay so this is uh the basic part of the workday uh absence management okay so

now we will start first with time off okay and time off is basically shorter duration absence okay we'll go through

each components what is time off then once we are done with time offs okay we will what is my plan would be going to through time of creating different kinds

of time of plans a lot of time of plans like I would say state that we would start with basic vacation we'll start with SI time of plan then we will start

with seniority time of plan we will also look at uh like one time of plan is connected with another time of plan and number of time of plans and I'll give you homework like can you create these

kind of time of plans or not okay so once our time of plan answer com over that is my first goal we will start with Le of

balance once these are done we will see how we can interconnected interconnect time off and leave off access okay so this is how actually I don't go through

the step by-step curriculum part okay I start with Basics and then I do I don't follow the table contents so pardon me on

that sure as far as we're covering everything think that's fine with yeah yeah so I start with Basics first so let's start with first time of plan and

we will just go through the elements we will not create something we'll just go through the elements for our own revision and then from the next class we

will create the first time of plan which would be a vacation time of plan and that would be a simple time of plan okay okay all right in order to create a time of plan we need to type a task which is

known as create time of okay MH the moment you click on that you see a beautiful SC screen

coming up on the window here there are a lot of elements which we will go through okay the first would be what is a time of plan name okay give me a moment I

just grab a glass of water okay is this name uh are you there yeah I am yeah this is the first thing that we do

like what's the name of the time of plan and this here you put the name okay there are two section one is name and display name display name is for the end

user what end user would see if you don't put anything it's fine whatever you put in the name it will show over there okay for example let's take an example you are a consultant and you are

working on three different countries okay for three different countries you're creating vacation time of plan USA India Bangladesh okay in order to

for you to determine which time of plan it is if you put this only vacation vacation vacation for like example vacation

India this is for yourk but what the employ what the employee would see they would see only vacation and in order for your feasibility when you would want to

check the time of plan you just need to type vacation I and for your benefit so what I prefer is basically basically the country ISO code okay for example India

vacation and this is for the employee what they would see so we'll start from I vacation first okay let I'm just giving an then where it is extensively

used workday has their is smart enough that they have already stated that absence is always with connected with the payroll so the category is always

absence and payroll okay it is from the workday delivery oh it's delivered by what okay yeah yeah I don't we don't play if I remove

everything it will not do anything okay okay so okay and now from here the work they ask

position based or track balance these are two checkbox position is based means this time of plan is not connected to the worker it is connected to the

position okay if if work employee transform from that position to any other position it does not have anything to do it is connected to the position

okay that is the meaning of this time position based we and workday like I and W both are like like Brothers now we

both disagree on that we don't advise to click on this position based but some organization like some weird organization they want position based

time of plan so for that they check this box okay I personally feel that time of plan is connected to a worker rather than to the position yeah if position

eliminates then maintenance comes all right so that's the effect of position Bas track balance can you can you give me like why they have this

track balance over here um we need to track their you know how many leaves they are taking how many time of days they're taking that's how we track it right and show up on the

very first page balance absolutely correct that that's that's correct so in order to track the balance like what is going on what is incoming and what is

outgoing that's why we do this track balance but you must have heard like there are some of the time of plans where we do not track balance like

berment like during 2020 we we were not tracking balance for coid leave correct yeah that point of time some companies used to avoid this okay

employees should not track their balance we are not tracking balance employees should not be Vis should not see what balances they are taking at that point so if you click the

employee will be able to see the balance and if you unck no no it's not like that you can also yeah if I click on that even if

through reports I can take a time off event I can create a report from time of event business process I can get all the data okay okay track balance is for the

feasibility that what is going on and what is not for all and it's also from the employee trans point point of view also I can even if I track balance I can make this time of plan hide from the

employee employee shouldn't see whatever they are taking employee will take whatever they want but they will not be able to track whatever they have taken so far and what is remaining there's a

way to do it okay and it is in the same window so track balance does that oh that's the visibility you're talking about right yeah yeah yeah correct yeah

now it comes to the let's talk about three different three Fields over here first is the balance

period balance period is somewhat similar to your fiscal period do you have the idea do you know

what is a fiscal period yeah the annual um like year to year month to month something like that like the whole year 2021 annual are you able to hear me your

voice got break oh my voice got break I said annual is balance period can be annual by monthly sorry bi-weekly or

monthly you are talking it with the period schedule it is period schle oh period okay balance period I don't

know uh you know what is a fiscal period uhhuh fiscal period you know fiscal

period no Financial year Financial year tax filing Financial year you know that yeah yeah yeah so balance period is

something the entire period where the transaction happens when I say transaction happens

it means incoming and outgoing you get your monthly statements correct yep monthly let's take a monthly credit card statement there's a whole period of like

for example 15th of January to 15th of February whatever credit and debit has been done right okay it's a monthly is your frequency okay monthly is your

frequency credit debit is a transaction okay okay the balance period is the total period where the total

period where the transactions happen of getting the balance and utilizing the balance okay it can be your work correct it can be monthly semi monthly but

generally we make it January to December okay or some other month like 12 months period like from January to December or like any other month like February to

January like that the entire period where the transaction of loading a balance getting out of the balance loading of the balance and transaction like taking off the time off that is

balance period okay are you able to are you with me yes I am so it's it's basically year to year

right year to year yes correct okay so generally we add

current you'll see workday also calendar current calendar year oh you adding current calendar year

YTD current calendar year based on period and dat year to date there are you can have a time of plan based on monthly also like every month get the car would come to the next month YTD

means year to date current calendar year based on period and de if I just click on this related action I will be able to see more details on it let's see

that let's see what is say balance period representing yd current calendar example if a period start date is 16th May 2012 and the period end date is 31st

of May 20 the balance period uses 31st May 2012 period ended and help derive the balance Period start start date and end so balance period would be from 1st of January to 31st of January it is

basically the total transaction period okay okay so it whatever the transactions are happening just consider in your if you are like getting confused

with the bookish language remove that just think from your credit card perspective yeah like the debit and credit which are happening you

are spending also you're putting balance also that is your balance period okay period schedule this is the first thing we without putting the balance period we

cannot create a time of time that is one building block like when we create a house we have a pillar inside we have to first have the pillars this is one pillar the second pillar is period

schedule period schedule is basically monthly like like your frequency what is the start date end date period close

date like when the when you are allowing an employee to put their time off okay okay when you're closing it to make

Corrections or closing it to request the time off or it is basically the frequency okay you want to give monthly balance to employee

bi-weekly balance to an employee annual balance to an employee that is the frequency that determines through period schedule okay okay for example exle in

your you're based out of United States correct yes so in United States you get the salary by weekly you also get

balances in your uh time of balances bi-weekly semi monthly like the way so it's basically the frequency of approving the uh balances to the

account okay time of account that's the period schedule so if I open any of the period schedule let's take there are a lot of period schedules in the bucket okay an absence consultant needs to also

determine the period schedule when they are requiring when they are uh requesting requirement from the uh HR consultant sorry from the HR okay so if

I open this period schedule I see the frequency monthly there's a section of absence over here okay and here will see period

started period ended period started period end what is the start de what is the end de okay all those items are given in that okay so this is basically whenever you're receiving the are you

receiving your paycheck by weekly or paycheck yeah monthly yeah correct okay P or monthly yeah yeah yeah so let's this is the most important item so let's

make it monthly once and the third important item is what's your unit of time is it days or hours I think in United States is hours in Asia Pacific

they make it days in my country over here Netherlands it's also in ours so let yeah okay let's take

ours then this is your first item now what is the effective date of your time of plan

existence in the world that is needs to be determined over here like the effective date of the time of plan into the system when you want this time of

plan to be live for everyone in the system that is the effective date okay that that is also needs to

be identified so let's make 2023 effective date 1st of January okay yeah okay these are the section first section

that we covered till now first is the name what's the name you know to give display name what employee would be seeing that balance period is basically the fiscal period when the balance

loaded and time of Taken happens the whole period is known as the balance period period sh is basically the frequency how the time of plan would run how the time of plan would be shown to the worker that it is a monthly

bi-weekly or it's a semi monthly or annually the employee would be seeing the periods on that unit of time hours okay default pay slip name if you want

to give the balances you want to show the balances on the pay slip you need to put the name over here okay like if it is a workday workday payroll okay in

workday payroll uh so have you worked on workday payroll workday do have their own payroll also and it's we do have but I did not work so if you want to see the

on the pay slip your balances there we need uh there you can put it if you have put the default PP name over here your time of plan name

put the put the name here you will see it in the paycheck p what are the balances you have and but it also

needs um configuration at the payroll side also oh okay okay okay all

right okay so far so good any questions um no I'm good okay that's

great Okay so uh let's go to the next part so I do have one question sure we

just created a time of plan right mhm um so we created a vacation yeah time of plan we are create creating a vacation time of plan which

is a vacation time of plan will that come under the PID time off it depends on the organization if it is the time off or un paid time off if

they want to paid it it is to the payer okay okay okay one

second and once you have that balance period as YTD can that be changed anytime once you create the time of plan can not be

changed that is the sadness that cannot be changed everything would be okay everything would be

actually Disturbed every accounts and everything so we cannot you can you have to disabil it disabil it then you have to enab it

so now balance visibility this is now this we would learn about these items so once we are

done this is like the 10% of the whole thing 10 or 5% I would say till the effective date now the real things begin first is the balance visibility balance

visibility is basically how an employee would be able to see the balance eligible in the balance period as of date like if the employee is eligible as in the balance

period as of that date like this period if the employee is eligible eligible so what balance he will see okay of that date if it's a monthly like for the

whole year till date what the balance he has like I have five days for this year eligible in the period like this period like in the ma so you understand periods

yeah so in for example it's a monthly period so right now it's January period so whatever balance in January he has mm

that he can see right yeah eligible in Period or prior periods like if the worker is eligible in that period all the eligibility is with the

worker is if the worker or if the worker the position in which the worker is is eligible or not eligible in Period or prior period like this period or prior

period whatever if the employees is eligible they would be able to see the balance for the time of plan so that is the balance visibility and the last

option is you don't want to see the balance employe will not be able to see the balance never show balance so again eligible in the balance period based as of

date the employee is eligible in the balance period the whole balance period from January to December as of date like today then he will be able to see the

balance eligible is period like in the month of January if the employees is eligible for the time of plan then they will be able to see the balance as of

date okay this is for the whole year this is for the whole month eligible in Period or prior periods like in if the employee is right now eligible in this

period or prior month period they would be able to see the balance never so balance means the employee will not be able to see the balance so when you say that you know

balance visibility it's for that um absence calendar that's where they see the balance here here see I would say yes absence calendar as well

as here here right okay yeah this absence area

okay so if I make it eligible in Period B dat this is hide balance from the worker self service if I check this employee will not be

able to see the balance but the other

folks such as other folks such as HR or other managers they would be able to see the employee balances but the employee will not be able to see the balances okay even though you select the balance

visibility that it should be absolutely but it is a superpow okay hide balance from worker selfservice worker self- service is a

security domain part and if you want to make hide it and worker will not be same yeah okay so now how the calendar would

be visible absence calendar would plan and type plan or type plan and type means plan this is the plan type would be your time of type okay like when we

go over here request absence you see over here time of plan and time of

also this is plan and type plan is your only plan one second this is your only plan okay

okay and type means only this this type so generally we add if we want to make planet type it's fine

over when you select that that's how you see in the calendar right abut see both yeah it's calendar display means this

area okay okay for that time of plan overheads allow means external values putting like if over adding the current values okay right if you check this that

means whatever employe is getting if you want to overload with some other values that would be done okay if you one second

now once it is done overing is done let's go to the next part that would be one second one second

okay now B transfer defaults we will right now skip this this is this we will cover once we have all the time offs ready we will not use it right now okay

uh we will see the carryover what do you understand about the term carryover if I ask can something that I like if I have leave left off and the company allows us to use those leaves in the next year

that means we can carry over that that many hours in the next year absolutely that's that's a correct answer so carry over is basically whatever you can take it to the next year so first thing is

that whenever you're doing that you have to put it like carry over date first period of the balance Period start date or balance Period start date so there are two terms both of them mean the same

thing I don't know why workday has done that but balance period started which means your fiscal year ends this year 31st of December it ends yeah the next

balance Period start date like the 1 of January you want to give it or the first period it means the start date of the next year you will get the carryover or

first period of balance period started like the first period would be next year but if you check this you have the Liberty to select the date which date

you want to put it on the first period first period means the entire January month if you want to put it in a different day like for example on any other day like Saturday Sunday or like

not on the not on the first second third fourth you can do this on that it means first period of the balance period started okay hang on hang on

so balance Period start yeah balance balance Period start date means what the start of the yeah so if the fiscal period is starting from January 1st then

January 1st would be the date and when you say the second one the first period of balance Period start date isn't that also the January 1st

first period of the balance yeah it it is more over the same thing but it combines the entire period also you can modify on the gral calculation that but

it's the first period itself you have to give it in the first period that means again it's January right yeah in the January itself but dates can be

different okay so if you select the first option then it would be the first of Jan but if you s the second it can be any date okay but in the month of

January would see okay yeah now you can have a limit also in that okay like for example some company says only 10 days

you can carry forward and the other days will be lapsed yes okay some company says you can only take casual you cannot carry over sick leaves that would be

lapsed 31st of December right you can put a limit on this okay and for example

if I put like let's make here 120 hours okay I need to use this one here this amount of time before expiration so I

can provide uh dead end for utilizing this 120 hours which I carry forward with from last year like if I put here

like company like for example the company says that hey you can carry forward hours next year okay but there's there is a caution you need to use those

120 hours within the first 5 months of the next year else whatever the left out would be vanished or would be forfeited so

that's where this carryover expiration comes you can have it days or months also two of the options are there like till the month of March May you will get

it 31st of May after 12:00 a.m. whatever

the leftover from this 120 balance is 120 hours would be lapsed so that is basically here is carryover expiration also in carryover we also have the

expiration also are you with me yeah yeah I am yeah okay so now include carryover in the time of plan we will

cover it later when we will go over here in the C can can you scroll down so amount of time before expiration um so what it just depends on the days

or months right days or month only days or month unit of expiration that on the next one okay yeah yeah so if I select days here and leave that as five then that would be like exp after five days

five five days okay okay there interesting part include carryer in the time of plan upper limit

calculation we will not jump into this we will cover up the the later one we I'll tell you what is the upper limit when I will over here use time of

accrual before the carryer balance okay what does that mean that use the time the current year balance before

120 that's a mean use time of acral before the carry over balance simple English that it is saying the whatever the current year balance is like for

example I have 120 hours which I got last year from last year to this year okay I have 120 hours and this year I also got in the month of

January let's take eight hours total balance in my bucket is 12 128 Hours so what it is saying if I check this box it

will do what it will first use my eight hours which I got this month not 120 hours which I carry over last year from

last year to here if I check this box that is what use time of approval before the carryover balances

okay so it's a foolish thing that but I don't use it yeah work is giving that option okay no but yeah some companies do some like Asia Pacific is very weird

Asia Pacific is very weird here yeah now balance is our balance point is

done now let's go to calculation so in in absence I will use a lot of time this word acral acrel

acral acrel acrel is credit time off is debit mhm always remember that acral is credit time of plan time of is debit

so acral frequency method of time of plan when the balance would be credited to your time of plan account start of the period end of The

Period start of the period means first of the period like if it is monthly first of the month end of the period is last day of the month when the balance should be credited into a time of plan

balance account you need to determine that so are you getting with are you getting that what I'm try can be either start of the period like you know when

the January 1 or it can be the last day of that month or it can be custom frequency like you know bi-weekly or anything like that absolutely custom frequency is like when you first approval after that like after 14 14

days some companies do like on the payroll uh on the salary date itself like some so it depends so I make I make it start of the

period now these two important items okay whenever I'll be over here I'll take you over there time of plan lower limit what do you understand by

that the limit given how many days you can take this time off yeah so lower limit can be you can

just take only one day you can go below that and the upper limit is something like if it is five then this leave can be applied only for 5 days and not more than

that did I cut off no I can't hear you hello am I audible

yeah yes it is not that oh okay that's what I was thinking about the limits okay it is

basically borrowing limit borrowing okay yeah lower limit like

you have you have 20 days okay uhh and you are going on a vacation of 21

days okay lower limit is basically what is the threshold lower part of the time of plan you can have either you will not allow the person to

take 21 days or you will allow them to take more than what they have ACR till a limit like we are borrowing and that would be equalized with the next month

balance or the next year balance okay like the lower limit minus negative limit that is what time of plan lower limit means if I can put it zero like

you cannot like 20 days for a year 20 you cannot request 21 I can put minus minus 10 over here which will make

that if in an year I get 20 days I can request for 30 days days not 31 days okay because you have minus 10us 10 20

then minus 10 would be 30 like minus borrowing negative come on give me till 10 after that the company will not allow it will get offset at the next approval

when the next balance would be given it will get offset with that okay are you getting with me MH kind of yeah that that so like for example 20 days like we

are getting every month balances okay every month month we are getting 10 10 days okay but right now I have 20 days I

requested 30 days okay I have utilized 30 days next month February I get 30 days sorry 10 days more right now I'm negative 10

okay understand that I'm negative 10 right can you go again I didn't get that okay I have 20 okay balance in my b

let's take I have 20 balance in my bank account okay okay I did a transaction of 30 rupees which means I take I have taken a

loan of minus 10 10 next month I get 10 Rupees as my salary on the 1st of February I get 10 Rupees as my

salary what is what balance I had on the 31st of January minus 10 February 1st I

got 10 10 okay offset done my balance is now zero zero correct yeah that is what I'm talking about in terms of offsetting

okay how offset work every month whatever approval will give it will offset so this is the lower limit

balance if I make it zero okay mhm I have 20 rupees in my bank account okay I'm making 30 rupees transaction

will the system allow me no because you have zero as your lower limit absolutely correct okay upper

limit now let's talk about upper limit what's what is a upper limit maybe you can once you have I I trying to give you a practical

example you have you have seen wine glasses correct yeah for example it's 60 ml glasses okay

mhm you are pouring wine into it you have filled till the top of 60 ml okay okay if you still pour something everything will fail off and that

doesn't make a sense correct yeah yeah the 60 ml is PED rest everything would be vanished okay this is basically your

glass capacity is 60 correct okay so its upper limit is 60 it can hold up to like 60 ml okay that

resonate resonating that with our balance like what is the Top Value this time of plan can have after that whatever it will get it will have no

change like companies say that you need to use the time of plan you need to use the time of plan you need to use to time of plan else you will not acove more set

setting up upper limit means like setting up cap that this is the last upper value that the time of plan can have okay above that it will not get the

balances what even if they're getting the balances it will not change or it will not add up to their bank account or their time of account that is time of plan upper limit

for example in a company company says that in an year you can have 40 days

okay vacation there are employees who will not go on vacation every month they are getting for example 5 five days okay they have in your bank they have in

your account 40 days okay the next month like for example I do not go on vacation and in January month I have 40 days okay I have

reached the upper limit okay understanding my point this month my balance is 40 days I have reached to to the topmost layer February

comes because my and and every month I get five five days okay see just that's just a hypothe I've got 40 days next

month I I went I see my balance hey no balance added I I shall expect 45 why should why don't I have 45 I have just

40 as an employee I think that correct yeah because I haven't taken anything in January in 4 I should have 45 no next month but

since the company says that you will not get any balances if you reached 40 okay you need to use some of the time of time of to get the balances

again okay so that's the limit so the next month you will Z five right okay you will not have anything

you will not you will you will have 40 only you will not get extra five days which you ACW every month it will stop oh okay okay that is the upper

limit if if I have taken for example now it can be like this I have 39 right now okay I have 39 right now every month I

get five days in February I went I got only one day not five days so my total days would be 40 40 is the upper cap cap

the topmost cap of the time of Cl okay M okay that's the upper limit I hope you understand

that yeah yeah yeah so coming back to this other uh the last option again include carryover in the time of plan

upper limit makes what like I have like for example if I check this box what will happen the carryover will also be

affected too much my total balance it will not be an independent entity will have the total balance act with like constitute it with my current

ear balance so for example understand that now it is a important aspect you to understand so that you can tell the other

folks last year I have I let's take another hypothetical example from last year I carry over the balance that I

carried over was 10 days okay okay 10 days and this year I got 30

days okay okay if total 40 total 40 but if I don't check this box in February month I will get my

balances in February month I will get my balances but if I don't if I check this box include carryover time of plan balance upper limit calculation which

means the system will consider my carryover balance also my current year balance as the one unit and it will see the upper limit as 40 and it will not

allow me to get any balances okay in February right yeah in February so in January you'll basically get that 40 because you have 30 and then

you got 10 from your carryover and you have reached that maximum limit yeah your maximum limit your maximum limit but if it is unchecked then in February

you will get your balance okay that will be considered as a separate oh okay in February we will get it okay one

second just see are you able to see this notepad MH yeah carry over 10 days mhm

Jan you have 30 Jan ACR 30 days okay here I have like

unchecked I'm just uncheck I will get the balances approval will happen okay

mhm whatever I'm getting which is like 40 correct 40 will happen Okay 10 days I will

ACR okay but if it is checked carry over 10 gen appr

30 pep so total how much 40 only to Total

40 here February total how much 50 correct 10 + 30

+ 10 + 40 50 here it will be zero approval total 40 are you able to get get this yeah yeah if it is checked and

unchecked right yeah yeah that that that that is an important aspect so this is

the this is the terminology that we use I hope that's that makes a sense for you it does yeah okay perfect so now

let's go to the next part calculation is done calculation daily default quantity daily default quantity is basically what I'll tell you once we the moment we request time off for example I go here I

request time off okay I go to time off and I go to vacation I go to next oh yeah the the daily default is like eight hours or something whatever you work for

whatever you whatever you configure in the system that's true you [Music]

it's taking forever yeah just click on cancel you get sometimes do you also get a n with work these things I do hello

somebody is with me okay so that is basically daily now days to include what is days to include when

when you can request the time off if you request all days which means every day every day Saturday Sunday holiday every day or you can request vacation days any day okay yeah weekday Monday to Friday

work days non holidays work days hours work hours exceed holiday hours okay days to include okay configur days to

include you can have yeah most of the companies do work days non holiday or work days big days okay that's the thing so till

now you check that request y request to days to intitute on the calendar what is that

okay let's see it gives the entire gives over here restrict request to days to include on the

calendar it is basically the future dated you can restrict like for example I'm requesting for the

uh Saturday Sunday okay or any future dated events it will restrict you to enter that like the next balance period even if that is not open if you're

requesting time off it will request it will restrict you no you cannot do that okay for examp okay for example I

stated you my balance period for January to February close period is also there that the time of plan open date has not been opened yet okay and I'm requesting time off so it will just take you

knowing you cannot request right now H one once the moreover it connects Lots into the time tracking portion but yeah

it is so these so right now we are 33 33% completed okay on the first part one is balance one is

calculation okay I hope these two uh fields are clear to you it makes sense also to you whatever we have gone

through okay yeah we will do these two tomorrow when we start building up our own own our own plan okay okay our your plan first your

plan okay let's talk about this small area first okay and we will conclude our class for today okay so I know we have

taken like one hour more than an hour but let's take that this part eligibility okay in time of plan plans the most important thing is is the

eligibility what does it makes it it is basically who what population you're targeting for the time of plan to be

utilized okay that is eligibility okay yeah so a lot of time I will tell you from my personal experience that in a

lot of time you will see that there is a mix match of Eligibility and the uh like employee a is eligible for B plan

employee B is eligible for plan a plan a lot of troubleshooting happens and it is in a daily scenario which I actually encounter in my current organization you

will also encounter like it's a common issue that comes everywhere like first is who is eligible employee contingent on all workers okay you can configure

over here if you're making country specific plans like for vacation for India vacation for Pakistan vacation for Bangladesh or soever you can make it over here so it would be like

like the outer boundary eligibility like who is eligible all the peoples of India now segregating more for example people

in India based out of Bangalore you can add location is Bangalore if you add one more end over here like for example people in India

and Bangalore if you add plus over here it will make one second one more it will make people in

Bangalore or people in Patna okay you can make this this division is or condition it works in and

nor Boolean King and nor and gate and orgate like that like for example location if it has

Texas like that's Texas okay all the workers in Texas okay location Texas or any

other CA let's see if they have CA w w if employee is a California employee or

employee in Texas now let's make it more it little now see what what you can tell from this this eligibility rule just

just from the high level um the location should be Texas and the job profile should be that

AR uhuh correct or the employee is in California employee absolutely correct this is correct this is correct I hope yeah I feel that you are getting the

getting this the first one is and and the when you change the row it becomes R absolutely correct yes this is how absence eligibility works it also worked

in the same way in the payroll part also yeah it's correct great job great job all right so I think uh we are one

two we will do these two tomorrow okay okay all right okay thank you thank you so much we'll connect tomorrow all right thank you you bye bye

bye thank you for attending the session I hope you all enjoyed it don't forget to like And subscribe to our Channel also feel free to ask your

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