Gradually returning employees to work
To manage scenarios where an employee returns to work in several gradual steps, on HR requests, specify the gradual return to work HR reason code.
To gradually return an employee to work
Choose
, enter hr requests, and then choose the related link.The HR Requests page opens.
On the action bar, choose New.
The HR Request page opens.
In HR Reason Code, specify the code that represents a gradual return to work.
In Effective Date, specify the employee's initial return to work date.
In Employee No., specify the employee number that corresponds to this HR Request.
On the action bar, choose Home > Details.
The HR Request-Leave-Gradual Return page opens.
To specify the employee’s return to work schedule, in HR Emp. Assignment Entry No., specify the employee’s active assignment which is now going on leave.
For each step in the return to work process, on the Gradual Return part, perform the following steps:
- In Calculation Start Date, specify the date on which this gradual return to work step is to start.
- In Cause of Inactivity Code, specify the reason for the employee’s leave.
- In Active FTE, specify a decimal value between 0-1 that represents how much of a full-time position this employee is to work on a return during this step.
For example, .5 indicates that the employee is to work at 50% of their FTE hours. - In Leave FTE, specify a decimal value between 0-1 that represents how much the employee is to remain on leave.
- In HR Pay Code, specify the employee’s HR pay code that is to be used to pay the active portion of this return to work step.
- Specify values for other fields as required.
Choose Close.
Complete the processing of the HR request as per your normal process.
Allowances are assigned based on dates
When processing a gradual return to work HR request, Sparkrock 365 assigns allowances to assignments using the following logic:
Start dates: Sparkrock 365 compares the Calculation Start Date of the HR employee assignment to the Start Date of the allowance, and then uses the later date.
End dates: Sparkrock 365 compares the Calculation End Date of the HR employee assignment to the End Date of the allowance, and then uses the earlier date.
If either the Calculation End Date or End Date is blank, Sparkrock 365 uses the date that is not blank.
If both Calculation End Date and End Date are blank, Sparkrock 365 leaves the end date blank.
Sparkrock 365 considers both start and end dates and treats each allowance individually.
Example
Consider an employee who has the following gradual return to work assignments.
| Assignment | Calculation Start Date | Calculation End Date |
|---|---|---|
| 1 | April 1, 2025 | June 30, 2025 |
| 2 | July 1, 2025 | August 31, 2025 |
| 3 | September 1, 2025 | Blank |
The following allowances exist for Sparkrock 365 to assign.
| Allowance | Start Date | End Date |
|---|---|---|
| 1 | June 1, 2025 | Blank |
| 2 | July 15, 2025 | Blank |
| 3 | September 1, 2025 | Blank |
| 4 | June 1, 2025 | July 14, 2025 |
For this scenario, Sparkrock 365 compares assignment dates to allowance dates, and then assigns the allowances to the assignments based on the logic above.
The end results are:
- Allowance 1 is assigned to all 3 assignments.
- Allowance 2 is assigned to assignment 2 and 3.
- Allowance 3 is assigned to assignment 3.
- Allowance 4 is assigned to assignment 1 and 2.
Default values on new lines
To save time, Sparkrock 365 automatically populates various fields on new lines in the HR Request-Leave Gradual Return and HR Request-Leave Change Return pages, for example, Pay Grid Code, Pay Grade, Pay Step, Amount, and Location Code, using values from the previous assignment or line.
Calculation start date, calculation end date, assignment start date, assignment end date processing
When processing gradual return to work HR requests, Sparkrock 365 populates dates as described in the following list:
Defaults the Calculation Start Date on the HR Request-Leave Gradual Return page based on the specified assignment.
Automatically calculates the Calculation End Date on the related assignment as one day before the Calculation Start Date of the next assignment.
Automatically populates the Assignment Start Date on the related assignment with the Calculation Start Date.
Automatically populates the Assignment End Date on the related assignment with the Calculation End Date.
Example
Consider an employee who has a leave assignment with a Calculation Start Date of January 1, 2025 and where the Calculation End Date is blank.
On the HR Request-Leave Gradual Return page, the calculation start dates appear as shown in the following table.
| Line | Calculation Start Date |
|---|---|
| 1 | February 1, 2025 |
| 2 | March 1, 2025 |
When the HR request is processed, Sparkrock 365 performs the following actions:
Update the leave assignment Calculation End Date to be January 31, 2025 (January 31, 2025=February 1, 2025 - 1 day).
Updates the gradual return to work assignment dates as shown in the following table.
Assignment Calculation Start Date Calculation End Date Assignment Start Date Assignment End Date 1 February 1, 2025 February 28, 2025
(February 28, 2025 = March 1, 2025 - 1 day)February 1, 2025 February 28, 2025
(February 28, 2025 = March 1, 2025 - 1 day)2 March 1, 2025 Blank March 1, 2025 Blank
Related information
HR requests
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