Set Up Absence Top Ups Based on Occurrence or Credit

Before you can process absence top ups based on occurrence or credit, some setup is required. The following sections describe the specific areas that must be set up.

Unit of measure setup

On the Units of Measure page, the unit of measure that is described in the following table must be set up.

Code	Description	International Standard Code
CREDIT	Credit	CR

Human resources unit of measure setup

After a CREDIT unit of measure is set up on the Units of Measure page, the human resources unit of measure that is described in the following table must be set up on the Human Resources Units of Measure page.

Code	Description
CREDIT	Credit

Advanced HR setup

On the Advanced HR Setup page, on the Attendance Plans FastTab, set the value of Absence Top Up Mode to Occurrence/Credit Based.

Also, set the value of Top Up Credit Unit of Measure to CREDIT.

(Optional) If you want to customize the top up warning that is displayed on an absence request, under Warnings, in Top Up, specify a custom message. Otherwise, a standard text warning is displayed.

Causes of absences setup

Create all causes of absence that are to be supported.

For all causes of absence that are to be used for top up, ensure that the following setup exists on the Cause of Absence Card page:

General FastTab:
- The value for Unit of Measure Code must be the same as the value that is set up on the Advanced HR Setup page, in Top Up Credit Unit of Measure, for example, CREDIT.
- To control the rounding method for the top up credit, the value for Top Up Usage Rounding must be set to one of the following values:
  - Do Not Round: Causes the top up to be calculated as the actual value. The value can be a decimal.
  - Round Up to Nearest Credit: Causes the top up to be rounded to the nearest full credit.
  A value for Top Up Usage Rounding must be specified on the cause of absence code that is used for credits and on the cause of absence code for the absence that is paid at less than 100%. The Top Up Usage Rounding field is only visible on the Cause of Absence Card page when on the Advanced HR Setup page, on the Attendance Plans FastTab, Absence Top Up Mode is set to Occurrence/Credit Based.
- Prevent Negative Balances is turned on.
- Use for Top Up Only is turned on.
  This setup prevents the causes of absence that are to be used for top up from being specified on absence requests.
mySparkrock Access FastTab:
- Show Balances - Employee is turned on.
- Show Balances - Manager is turned on.
- Create Entries - Employee is turned off.
- Create Entries - Manager is turned off.
- Allow Neg. Entries - Employee is turned off.
- Allow Neg. Entries - Manager is turned off.

Attendance plans setup

You must set up the one or more attendance plans where the credit top up are to be used.

Attendance plans setup example

Attendance plans for credit top up may have a setup that is similar to the setup that is described in the following table.

Cause of Absence Code	Type	Calculate Entitlement	Cause of Absence Description	Sequencing	No. Of Sequencing Entries
SL-CR	Category	Do not Calculate	Sick Leave Plan Credit Mode	Clear	0
SL100-CR	Entry	Calculate Annually	Sick Leave Payable at 100%	Selected	4
SLWP-CR	Entry	Do not Calculate	Sick Leave Not Payable	Clear	0
STIP-CR	Entry	Calculate Annually	Sick Leave Payable at 90%	Clear	0
STIPTU-CR	Entry	Do not Calculate	Sick Leave Top Up	Clear	0

Absence sequencing setup

To have Sparkrock 365 use other absence balances when the main cause of absence does not have a balance for the duration of the absence request, perform the following setup:

Set up absence sequencing for the the main cause of absence.
Set up absence sequencing for the respective attendance plan lines.

For more information about how to allow sequencing for a cause of absence and how to set up absence sequencing for attendance plan lines, see Set Up Attendance Plan Absence Sequencing.

Note

Note:
The main cause of absence is the cause of absence code that is specified on absence requests.

Absence sequencing setup example

In the attendance plan setup example above, SL100-CR is the main cause of absence for the SL-CR category. Sequencing must be set up for the SL100-CR attendance plan line so Sparkrock 365 can determine how to apply balances for other causes of absence in the SL-CR category when the balance for SL100-CR is less than the period of the absence request.

The following table describes a sample sequencing rules setup on the Absence Sequencing page for the SL100-CR cause of absence code.

Sequence	Cause of Absence Code	Cause of Absence Description	Absence Top Up	Top Up Usage Rounding
1	SL100-CR	Sick Leave Payable at 100%	Clear
2	STIP-CR	Sick Leave Payable at 90%	Selected	Round up to Nearest Credit
3	STIPTU-CR	Sick Leave Top Up	Clear
4	SLWP-CR	Sick Leave Not Payable	Clear

The following list describes how an absence flows through the sequencing process:

When an absence request is created for SL100-CR, Sparkrock 365 uses the balance from SL100-CR until the balance is zero.
If the balance of SL100-CR does not cover the full duration of the absence request, Sparkrock 365 uses the balance from STIP-CR, which is payable at 90%.
If the employee has any top up credits in STIPTU-CR, Sparkrock 365 uses those credits to top up the amount used from STIP-CR so the employee receives 100% of their pay for those days.
If the employee has exhausted the top up credits in STIPTU-CR, Sparkrock 365 uses the Cause of Absence Code of SLWP-CR and the employee is not paid for the remainder of the absence request.

Absence request with top up example

When an absence request is created for an employee, and the absence request uses the main cause of absence from an attendance plan, the sequencing lines are used to determine whether top up credits are used.

The following example uses the setup from the attendance plan and absence sequencing examples above.

Before requesting an absence, an employee has the balances that are described in the following table.

Cause of Absence Code	Cause of Absence Description	Balance
SL100-CR	Sick Leave Payable at 100%	12 hours
STIP-CR	Sick Leave Payable at 90%	6 hours
STIPTU-CR	Sick Leave Top Up	2 credits
SLWP-CR	Sick Leave Not Payable	Not applicable

The employee works 6 hours per day.

The employee creates an absence request for SL100-CR that totals 4 days or 24 hours. Sick leave is processed in hours.

The following table describes the sequencing lines that Sparkrock 365 creates for the employee.

Line No.	Date	Cause of Absence Code	Cause of Absence Description	Top Up	Unit of Measure Code	Quantity	Top Up for Line No.
1	May 4, 2022	SL100-CR	Sick Leave Payable at 100%	Clear		6
2	May 5, 2022	SL100-CR	Sick Leave Payable at 100%	Clear		6
3	May 6, 2022	STIP-CR	Sick Leave Payable at 90%	Clear		6
4	May 6, 2022	STIPTU-CR	Sick Leave Top Up	Selected	CREDIT	1	3
5	May 7, 2022	SLWP-CR	Sick Leave Not Payable	Clear		6

For the first 2 days of the absence request, Sparkrock 365 uses the 12 hours from the balance of SL100-CR. The balance of SL100-CR becomes 0.

For the third day of the absence request, Sparkrock 365 uses the 6 hours from the balance of STIP-CR and due to the sequencing setup for SL100-Cr where STIP-CR is setup for absence top up, Sparkrock 365 uses a top up credit for STIPTU-CR. This setup ensures that the employee receives their full pay for the day.

For the last day of the absence request, Sparkrock 365 uses SLWP-CR because the SL100-CR and STIP-CR balances are zero. The employee must take that day as an unpaid absence.

End of Year Carry Forward

The End of Year (EOY) carry forward process converts excess balances from hours or days into credits.

If the main cause of absence has a balance at the end of the year, that balance can be used to create absence request top up credits. Sparkrock 365 converts balances to top up credits using a 1 to 10 rule where 1 day is converted into 10 credits.

If the unit of measure for the source cause of absence is in hours, Sparkrock 365 converts the total hours remaining at the end of the year into days based on the value on the employee assignment for Hours/Day. For each day remaining, the employee would receive 10 top up credits.

If the unit of measure for the source cause of absence is in days, for each day remaining, Sparkrock 365 assigns the employee 10 top up credits.

The EOY carry forward calculation considers the Top Up Usage Rounding value that must be set up on the Cause of Absence Card page of a cause of absence.

EOY carry forward examples

Consider the following scenarios that build upon the setup from the attendance plan and absence sequencing examples above:

Scenario 1

The cause of absence STIPTU-CR that is used for top up credits has Top Up Usage Rounding set to Do Not Round on the Cause of Absence Card page.
An employee has a value of 8 for Hours/Day on their employee assignment.
10 hours are being carried forward.

In this scenario, the employee receives 10 credits for the first 8 hours and 2.5 credits for the additional 2 hours.

Sparkrock 365 uses the following calculation to determine the Quantity:

10 + (2 / 8 x 10) = 12.5

The following table demonstrates how the attendance plan lines would appear for this scenario.

Attendance Plan Code	Cause of Absence Code	Maximum Balance	From Date	To Date	Description	Quantity	Max Allowable Carry Forward Units	Max Excess Carry Forward Units	Unit of Measure Code
CREDITS	SL100-CR	0.00	12/31/2022	12/31/2022	Reverse Entry for year 2022.	-10.00	100.00	0.00	HOUR
CREDITS	STIPTU-CR	0.00	1/1/2023	1/1/2023	Carry over from previous year 2022.	12.50	0.00	0.00	CREDIT

Scenario 2

The cause of absence STIPTU-CR that is used for top up credits has Top Up Usage Rounding set to Round Up to Nearest Credit on the Cause of Absence Card page.
An employee has a value of 8 for Hours/Day on their employee assignment.
10 hours are being carried forward.

In this scenario, the employee receives 10 credits for the first 8 hours and 3 credits for the additional 2 hours, because of rounding.