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

  1. Choose Lightbulb that opens the Tell Me feature., enter hr requests, and then choose the related link.

    The HR Requests page opens.

  2. On the action bar, choose New.

    The HR Request page opens.

  3. In HR Reason Code, specify the code that represents a gradual return to work.

  4. In Effective Date, specify the employee's initial return to work date.

  5. In Employee No., specify the employee number that corresponds to this HR Request.

  6. On the action bar, choose Home > Details.

    The HR Request-Leave-Gradual Return page opens.

  7. 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.

  8. For each step in the return to work process, on the Gradual Return part, perform the following steps:

    1. In Calculation Start Date, specify the date on which this gradual return to work step is to start.
    2. In Cause of Inactivity Code, specify the reason for the employee’s leave.
    3. 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.
    4. In Leave FTE, specify a decimal value between 0-1 that represents how much the employee is to remain on leave.
    5. 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.
    6. Specify values for other fields as required.

  9. Choose Close.

  10. 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.

HR requests

Process HR requests

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