Peoplesoft Absence Leakage Decision Chart

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A simple decision chart for business users to identify Absence Leakage in Peoplesoft HRMS. This simple tool can be used by business to easily identify and answer user's queries on their missing absence requests.
We are committed at optimizing your Peoplesoft Time and Attendance/Payroll systems, offering tools to identify issues and plug leakages. Our mission is to help you pay your employees correctly.
Visit our blog www.peoplesofthrms.blogspot.com for more information on Peoplesoft HRMS and payroll/time and attendance related information.

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  • Note that the lifecycle of an absence is: Report Absence  Approve Absence  Calculate Absence and generate Positive Input  Conversion to T&L  Move absence from RPTD TIME to Payable Time  Load Payable Time to Paysheets. It is to be understood that the leakage of absence can take place at any of these processes and the decision tree will help you identify the area where the leakage happened.
  • These 7 questions should help users correctly identify where the absence leaked. The order in which these questions are asked is important and should lead you to the actual area where the leakage occurred.
  • These 7 questions should help users correctly identify where the absence leaked. The order in which these questions are asked is important and should lead you to the actual area where the leakage occurred.
  • To check whether an absence was reported, use the Absence Event page found in the following location: Global Payroll and Absence Management  Payee Data  Maintain Absences  Absence Event. If no instance of the absence is found, revert to the user saying that the absence was not reported and thus there is no basis for the case being raised.
  • To check whether an absence was approved, use the Absence Event page found in the following location: Global Payroll and Absence Management  Payee Data  Maintain Absences  Absence Event. Check whether the Manager approved checkbox has been ticked. If the checkbox has not been selected, it means that the absence has been approved. Note that all absences will have to be approved before they can be paid out. You can either advice the manager to approve the absence through myHR or you can use the Absence Event page for approving Admin Absences or the custom Approve Absence page for approving Self Service absences.
  • To see the time a manager approved an absence, use the Administration Monitor page found in the following navigation: Setup HRMS  Common Definitions  Approvals  Administration Monitor. Absences that were approved after a calendar was finalised will not be paid. The solution is to either: Create a manual retro for the employee so that the absences will be processed in the subsequent run. Or 2. Make a manual payout in NA Payroll and void the absence in absence management end to ensure that the same absence is not paid out again.
  • You should check the absence results pages to confirm whether the absence was process and generated Paid/Unpaid hours. This can be done by accessing the following link: Global Payroll and Absence Management  Absence and Payroll Processing  Review Absence/Payroll Info  Results by Calendar Group . Check the link called ‘ Absence Data ’ to view the Paid or Unpaid units of the absence. Check the link called ‘ Generated Positive Input ’ to view whether a GP earning code has been generated and verify the number of hours. This GP earning code is what gets sent to Time and Labor and further to payroll, so it is important to check whether a corresponding GP Earning Code and hours exist for the day and employee in question. Possible business reasons for no positive input being generated could be: The employee was not scheduled to work on that day, in this case no +ve hours will not be generated. The absence was voided, thus not generating any positive input. If none of the above conditions are met, contact IT for further analysis.
  • Check whether absence is present in Reported Time by using the following navigation: Manager Self Service  Time Management  Report Time  Timesheet . Access the ‘Elapsed Timesheet’ link at the bottom of the timesheet page to confirm whether the absence TRCs came over to Reported Time. This issue has rarely been reported and so if this comes up, a case has to be raised with IT immediately.
  • Use the following navigation to check whether absence is present in Payable Time: Manager Self Service  Time Management  View Time  Payable Time detail . If the absence is not present in payable time, it means that the time administration process did not convert the absence in reported time into payable time. This is a known bug with the product.
  • You can check whether the absence was paid out in Payroll by using the following link: Payroll for North America  Payroll Processing (USA)  Produce Payroll  Review Paycheck (if the payroll has been confirmed) or Payroll for North America  Payroll Processing (USA)  Update Paysheets  By Payline (if pay calendar has not been confirmed). If the payroll has not been confirmed, try re-running the Load T&L to Paysheet process. Otherwise a manual payout can be made in Payroll, but contact IT to ensure that the payable status of the records are updated accordingly.
  • Peoplesoft Absence Leakage Decision Chart

    1. 1. Absence to Payroll Audit Decision Chart Peoplesoft www.peoplesofthrms.blogspot.com Are you paying your employees correctly?
    2. 2. Introduction Absences that are reported in the Absence Management (AM) module of Peoplesoft is paid out to employees through the North American Payroll (NAP) module. To enable the transfer of calculated absences from AM to NAP, the absences are initially sent to the Time and Labor module from Absence Management and from Time and Labor it is passed over to NAP. Absence Leakage can be described as the process by which absences reported in the Absence Management module does not get paid in the Payroll for North America. A decision chart is being presented here to help business users identify the exact place at which the leakage happened and troubleshoot the issue. The cases described have been simulated on Peoplesoft HRMS 8.9 and GP bundle 6.
    3. 3. Absence to Payroll Process
    4. 4. <ul><li>Was the absence reported? </li></ul><ul><li>Was the absence approved? </li></ul><ul><li>Was the absence approved before Absence Finalisation? </li></ul><ul><li>Were positive hours generated for the absence after Absence Calculation? </li></ul><ul><li>Is the absence present in Reported Time table? </li></ul><ul><li>Is the absence present in Payable Time table? </li></ul><ul><li>Is the absence present in Paysheet? </li></ul>The 7 questions….
    5. 5. <ul><li>There are 7 questions that need to be answered for you to find out the cause for the missing absence. </li></ul><ul><li>The 7 steps are presented in the following slides. </li></ul><ul><li>Answer the questions in the presented order. </li></ul><ul><li>Answer a Yes/No to the 7 questions. </li></ul><ul><li>The first question which is answered as ‘No’ causes the problem. </li></ul>The Methodology
    6. 6. Step 1 Was the absence reported? No Issue Found. An absence that was not reported can not be paid out. Yes Proceed to Step 2
    7. 7. Step 2 Was the absence approved? Issue Found. An absence that is not approved will not be paid. Proceed to Step 3 No Yes
    8. 8. Step 3 Was the absence Approved after Finalisation? Issue Found. All absences will have to be approved before the absence calendar is finalised. If an absence was approved by a manager after the calendar is finalised, the absence will not be processed as a retro is not generated. Solution will be to create a Manual retro so that the absence will be Picked up in the next run, or pay out in Payroll and void the absence in AM. Proceed to Step 4 Yes No
    9. 9. Step 4 Were hours Generated in Abs results? Issue Found. An approved absence should ideally generate Paid or Unpaid Units in Absence Result table. If no results were generated, payouts will not be made. Check if the employee was scheduled to work on the day or whether the absence was voided. If not contact IT. Proceed to Step 5 No Yes
    10. 10. Step 5 Is Absence present in reported Time? Issue Found. Absence conversion process did not Pick up the absence for processing. This is a very rare case – raise case With IT immediately. Proceed to Step 6 No Yes
    11. 11. Step 6 Is absence present in Payable Time? Issue Found. Time Admin did not convert the Reported time absence to Payable Time. This is a known issue. Make a Manual payout in Payroll and contact IT to ensure that the absence is not paid out at a later period. Proceed to Step 7 No Yes
    12. 12. Step 7 Is absence present in Paysheet? Issue Found. The T&L Load process to Paysheet did not pick up the absence. If payroll has not been confirmed, run the Load again. Otherwise make manual payout at Payroll end and contact IT to ensure that the absence is not paid out in a future Payroll. No Issue. If the absence is present in The paysheet then the employee Should have been paid. No Yes
    13. 13. Abs Leakage Template <ul><li>A template to analyse the area where the leakage of absence has occurred is embedded below. </li></ul><ul><li>This can be used by users to quickly analyse the steps presented in this presentation. </li></ul>
    14. 14. Conclusion <ul><li>A reported absence can be lost in any of the stages (and only in those stages) mentioned in the slides. </li></ul><ul><li>The Business User should go through each of the stages methodically and should not skip any step before proceeding to the next. </li></ul><ul><li>It is hoped that this will help Business identify the actual reason for missing absences before raising a case with IT. </li></ul><ul><li>It is hoped that this will help Business revert to user queries quicker and will not have to rely on IT for answers . </li></ul>www.peoplesofthrms.blogspot.com Are you paying your employees correctly?

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