Role-Based Absences and Transfer HR Requests
To support role-based absences and Employment Data and Analysis System (EDAS) reporting, the HR request functionality for the Process Type of Transfer provides the capability for you to transfer absence balances from one assignment to another when an employee changes roles.
Attendance Management
When role-based absences is enabled, on the HR Request-Transfer page, after you specify a value for To HR Position Code, Sparkrock 365 populates the Attendance Management FastTab with the respective Attendance Plan Code, Approval Group Code, Weekly Work Schedule, and Absence Calendar from the default attendance plan that is assigned to the HR position.
If required, you can edit the values for Attendance Plan Code, Approval Group Code, Weekly Work Schedule, and Absence Calendar.
When you process all steps, Sparkrock 365 automatically populates the HR Emp. Assignment Entry No. field that appears on the Employee Attendance Plan page, on the Employee Attendance Plan Lines FastTab. Also, on the respective HR Employee Assignment Card page, Sparkrock 365 updates the values for Attendance Plan Code, Absence Calendar, and Weekly Work Schedule.
Absence Balances for Transfer
On the HR Request-Transfer page, there is a Absence Balances for Transfer FastTab. Sparkrock 365 automatically populates the lines on the Absence Balances for Transfer FastTab based on the cause of absence codes that are associated with the previous assignment from which the employee is being transferred.
Absence Retention
When you select the Absence Retention checkbox for a cause of absence code on the Absence Balances for Transfer FastTab, and then choose to process all steps for a transfer HR request, Sparkrock 365 performs the following additional tasks for role-based absences:
Transfers absence balances to the respective employee attendance lines of the new assignment to which the employee is being transferred.
Updates employee attendance lines of the previous assignment with the new HR employee assignment entry number.
Updates absence registration entries with the new HR employee assignment entry number.
Alternatively, when the Absence Retention checkbox is clear, Sparkrock 365 does not perform these additional steps.
To ensure that the related cause of absence codes with the Type of Category are transferred to the new assignment, when you select Absence Retention for a cause of absence that has a Type of Entry, Sparkrock 365 automatically selects the respective Absence Retention checkbox for the code of the related category. For example, in the screen capture above, when the Absence Retention checkbox was selected for the Cause of Absence Code of SL100-CR, Sparkrock 365 automatically selected the checkbox for SL-CR. SL-CR is the code of the related cause of absence category.
Same attendance plan
When the attendance plan remains the same on the new assignment or in other words, there is no change to the attendance plan code, Sparkrock 365 performs the following tasks:
- Duplicates the employee attendance plan lines and balances for the records that have Absence Retention selected.
- Sets the value of HR Emp. Assignment Entry No. on the employee attendance plan lines to have the number that represents the new assignment.
- Deletes the employee attendance plan lines of the old assignment.
The timing of these tasks depends on the Effective Date. When the Effective Date is less than or equal to the Work Date, Sparkrock 365 transfers the selected employee attendance plan line balances from the old assignment to the new assignment, and then deletes the employee attendance plan lines of the old assignment. Alternatively, when the Effective Date is in the future, Sparkrock 365 creates a scheduled task that transfers the selected employee attendance plan line balances from the old assignment to the new assignment, and then deletes the employee attendance plan lines of the old assignment when the Effective Date is reached. Up until the Effective Date, Sparkrock 365 provides the capability for users to view the employee attendance plan lines and request absences of the old assignment.
Different or new attendance plan
When the attendance plan on the new assignment is different or in other words, there is a new attendance plan code, Sparkrock 365 performs the following tasks:
- Creates the employee attendance plan lines and balances on the new attendance plan for the records that have Absence Retention selected.
- Sets the value of HR Emp. Assignment Entry No. on the employee attendance plan lines to have the number that represents the new assignment.
- Deletes the employee attendance plan lines of the old assignment.
The timing of these tasks depends on the Effective Date. When the Effective Date is less than or equal to the Work Date, Sparkrock 365 transfers the selected attendance plan line balances from the old assignment to the new assignment, and then deletes the employee attendance plan lines of the old assignment. Alternatively, when the Effective Date is in the future, Sparkrock 365 creates a scheduled task that transfers the selected employee attendance plan line balances from the old assignment to the new assignment, and then deletes the employee attendance plan lines of the old assignment when the Effective Date is reached. Up until the Effective Date, Sparkrock 365 provides the capability for users to view the employee attendance plan lines and request absences for the old assignment.
Reversal of the transfer HR request
In the event that the transfer HR request is reversed, Sparkrock 365 recreates all previous employee attendance lines, not just the lines that were selected to be transferred. Also, if necessary, Sparkrock 365 deletes the scheduled tasks that were created when the transfer HR request was processed and updates the respective absence registration entries to have the original HR employee assignment entry number.
See also
Process HR Requests
Role-Based Absences
Employment Data & Analysis System (EDAS) Reporting
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