Defining Absence Rules

This chapter provides overviews of absence setup and delivered elements, and discusses how to:

Define absence takes in the Netherlands.
Define absence data for establishments.

Note. An overview of Dutch absence types and how to update absences in the Netherlands is discussed later in this PeopleBook.

See Also

Updating Absences

Understanding Absence Management

Defining Absence Elements

Understanding Absence Setup

You define much of the absence setup in the core Global Payroll application, which is discussed in a separate PeopleBook. This section provides an overview of the absence setup steps defined in the core application.

See Defining Absence Elements.

This section discusses:

Definition of work schedules and assignment to employees.
Definition of absence types and reasons.
Definition of absence entitlement elements.
Definition of absence take elements.
Addition of absence elements to eligibility groups and process lists.

Definition of Work Schedules and Assignment to Employees

Work schedules specify the hours and days of the week that employees are scheduled to work. In the Netherlands, the definition of work schedules depends on social security. Social security information is important to the absence process because it enables the system to determine whether a reported absence occurred during a scheduled work time or not. Companies usually pay absences during scheduled work periods unless the absences are unpaid or the employee has waiting days.

See Using Schedules.

Definition of Absence Types and Reasons

Absence types are the categories of absences that the system tracks, such as illness, vacation, and leave. Within each absence type, you can create a set of absence reasons that further classify absences. For example, if you create an absence type called Illness, you might set up absence reasons such as cold, flu, and stress. You define absence types and reasons on the Absence Types page.

Global Payroll for the Netherlands delivers the following absence types:

Leave
Unpaid leave
Sickness
Maternity
Disability

For the Sickness absence type, Global Payroll for the Netherlands delivers the following absence reasons:

Industrial accident.
Traffic accident.
Other accident.
Private reasons.
Work situation.
Unknown.
Pregnancy related.
Known by management.
Known by company doctor.
Sport related.

See Defining Absence Types and Reasons.

Definition of Absence Entitlement Elements

Absence entitlement elements specify the amount of paid time off that a company gives employees for various kinds of absences. They also specify the entitlement period, the calculation frequency, and any automatic adjustments that the system makes to entitlement balances. For example, you might set up a Vacation entitlement element that gives employees 25 days of paid vacation each year. Entitlements can be granted for each absence or at the frequency that you specify. You define absence entitlements in the Absence Entitlements component (GP_ABS_ENTL) .

Global Payroll for the Netherlands delivers absence entitlements for vacation and reduced hours (ADV), as well as absence entitlements for special leave as defined in the law Zorg en Arbeid.

See Defining Absence Entitlement Elements.

Definition of Absence Take Elements

Absence take elements specify the rules for allowing paid time off. They define which kinds of absences are valid and the requirements that must be met before an entitlement can be used. You link each take element to an absence take and to one or more entitlement elements so that the system can calculate the number of paid and unpaid units and update the entitlement balances. You also link each take element to one or more earnings and deduction elements. You define absence takes in the Absence Take component (GP_ABS_TAKE).

In the Netherlands, companies can determine whether the employer or the employee makes the claim to the Social Security agency for the costs of a leave. You can define this information on the Absence Takes page.

See Defining Absence Take Elements.

See Defining Absence Takes in the Netherlands.

Addition of Absence Elements to Eligibility Groups and Process Lists

After you set up absence entitlement and absence take elements, follow the same steps that you follow after you define earning and deduction elements:

Add the absence elements to the appropriate element groups.

You use element groups to assign elements to employees.
Add the absence elements to one or more absence process lists.

Process lists specify which elements the system resolves during absence processing and the order in which it resolves them. You can create one process list for entitlement elements and another one for take elements, or you can combine the two, depending on your needs.

Note. This step does not apply when an entitlement is granted for each absence rather than at a regular frequency, such as monthly or annually.

In Global Payroll for the Netherlands, all absence elements in the element group AFW EG (Absences) are included in the eligibility groups. The absence elements are also added to the section AFW SE PROCESS and included in the process list AFW PR (Absence Process NLD), preceded by a section AFW SE INIT for process initialization.

See Preparing Absence Elements for Use.

After you define absence elements, you need to manage absence events on an ongoing basis. The steps for managing absence events are discussed later.

See Managing Absence Events.

Understanding Delivered Elements

This section discusses:

Delivered absence earnings.
Process lists and sections.
Viewing delivered elements.

Delivered Absence Earnings

The lists table lists the absence earnings delivered with Global Payroll for the Netherlands:

Name/Description	Unit	Rate	Base	%	Amount
ZWANGER VL Maternity	N/A	N/A	N/A	N/A	Payee level
TIJD VO TIJD Time for time	Payee level	VER VR UUR TRF	N/A	N/A	N/A
VAKANTIE DGN Paid out vacation days	Payee level	ALG VR DGN TRF	N/A	N/A	N/A
OUDERSCHP VL Paid parental leave	OUDERSCHAPSV_EENH	Payee level	N/A	N/A	N/A
OUDERSCHAPSV Parental leave units	Payee level	SOC VR NUM 0	N/A	N/A	N/A
KORT ZORG VL Short term leave	N/A	N/A	N/A	N/A	Payee level
ADOPTIE VL Adoption leave	N/A	N/A	N/A	N/A	Payee level
WAO UITKERNG Disablement allowance	N/A	N/A	N/A	N/A	AFW VR WAO AMT
WAO SUPLETIE Disablement supplement	N/A	N/A	N/A	N/A	Payee level
ZWANGER ZKT Illness due to maternity	N/A	N/A	N/A	N/A	Payee level
SALARIS CONT Continuous payment	Payee level	ALG VR DGN TRF	N/A	Payee level	N/A

Process Lists and Sections

The following table lists the absence process list delivered with Global Payroll for the Netherlands:

Process List	Description
AFW PR	Absence process

The following table lists the absence sections delivered with Global Payroll for the Netherlands:

Section	Description
AFW SE INIT	Absence initialization
AFW SE PROCESS	Absence calculation
AFW SE DAGEN	Accumulators initialization

Viewing Delivered Elements

The PeopleSoft system delivers a query that you can run to view the names of all delivered elements designed for the Netherlands. Instructions for running the query are provided in PeopleSoft Enterprise Global Payroll 9.0 PeopleBook.

Defining Absence Takes in the Netherlands

To define absence takes, use the Absence Takes NLD component (GPNL_ABS_TAKE). This section discusses how to define absence takes.

Page Used to Define Absence Takes in the Netherlands

Page Name	Object Name	Navigation	Usage
Absence Takes	GPNL_ABS_TAKE	Set Up HRMS, Product Related, Global Payroll & Absence Mgmt, Elements, Absence Elements, Absence Takes NLD, Absence Takes	Specify whether the Social Security agency pays claims to the employer or the employee during an employee's leave.

Defining Absence Takes

Access the Absence Takes page.

Absence Costs Claimed

Select if the absence cost can be claimed from the Social Security agency.

Costs Can be Paid By

Select to specify who can claim the costs of the absence. Values are Employee and Employer. If an employee takes leave that is specified as paid by the Social Security agency, companies can either pay the employee directly or have the Social Security agency pay the employee. If the company pays the employee directly, then select Employer here and claim the social security costs. If the company decides to have the Social Security agency pay the employee, then select Employee here and the employee can claim the social security.

Absence Type

Select the absence type for the absence take. The absence type is used in several Dutch absence reports. Define absence types on the Absence Types page in PeopleSoft Enterprise Human Resources Monitor Absence business process.

See Also

Disability Allowances

Defining Absence Data for Establishments

To define absence information for establishments, use the Establishment Table NLD component (GPNL_ESTAB_TBL). This section discusses how to set up absence data for establishments.

Page Used to Define Absence Data for Establishments

Page Name	Object Name	Navigation	Usage
Establishment Table NLD	GPNL_ESTAB_TBL	Set Up HRMS, Product Related, Global Payroll & Absence Mgmt, Framework, Organizational, Establishment Table NLD	Define the social security and absence information for each establishment in your organization. Note. You must define establishments on the Establishment Table before you can use the Establishment Table NLD page.

Page Name

Object Name

Navigation

Usage

Establishment Table NLD

GPNL_ESTAB_TBL

Set Up HRMS, Product Related, Global Payroll & Absence Mgmt, Framework, Organizational, Establishment Table NLD

Define the social security and absence information for each establishment in your organization.

Note. You must define establishments on the Establishment Table before you can use the Establishment Table NLD page.

Setting Up Absence Data for Establishments

With Global Payroll for the Netherlands, you can define the default number of vacation days and reduced hours entitlements for an establishment. You define these on the Establishment Table NLD page, which is discussed in a previous chapter in this PeopleBook.

See Defining Social Security Information for Establishments.

At the establishment level, you can record the following information:

The number of waiting days (decreased payment) with a maximum of two days.
The percentage of continuous payment for waiting days (no minimum or maximum necessary).
Continuous payment during the first year of disability.
The percentage of continuous payment during the second year of disability.
The entitlement for vacation days.
The entitlement for reduced hours.

Note. On the Define Payee Data page, you can override the absence-related data recorded on the Establishment Table NLD page for an employee.

See Also

Defining Payee Data

Absence Costs Claimed	Select if the absence cost can be claimed from the Social Security agency.
Costs Can be Paid By	Select to specify who can claim the costs of the absence. Values are Employee and Employer. If an employee takes leave that is specified as paid by the Social Security agency, companies can either pay the employee directly or have the Social Security agency pay the employee. If the company pays the employee directly, then select Employer here and claim the social security costs. If the company decides to have the Social Security agency pay the employee, then select Employee here and the employee can claim the social security.
Absence Type	Select the absence type for the absence take. The absence type is used in several Dutch absence reports. Define absence types on the Absence Types page in PeopleSoft Enterprise Human Resources Monitor Absence business process.