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Administrator Guide
Last Updated: 2023-06-23
Example: Create Time Off Deductions Based on Worker Schedules (FRA)

Example: Create Time Off Deductions Based on Worker Schedules (FRA)

This example illustrates how to:
  • Set up time off deduction calculations based on worker schedules.
  • Perform time off calculations, in hours, for time off entered in days.
Global Modern Services pays workers monthly salaries, and has its workers enter time off in days. You want to calculate deductions for time off based on a daily rate for the month. You want to calculate the daily rate based on:
  • The monthly salary.
  • The number of hours in a worker's schedule for a given month.
Set up for Global Modern Services:
  • A
    Family Leave
     time off.
  • Earnings for a worker's base salary.
  • Worker schedule calendars with the work hours and schedule for all employees.
Security:
Set Up: Payroll (Calculations- Payroll Specific)
 and
Set Up: Payroll (Calculations - Generic)
 domains in the Core Payroll functional area.
  1. Access the
    Edit Earning
     task, and for each base salary earning:
    1. Select
      None of the above
       in the
      Calculation Proration
       section on the
      Effective Dated
       tab.
    2. Select
      FRA Base Salary Elements (for absence valuation)
       from the
      Groups
       prompt on the
      Non-Effective Dated
       tab.
  2. Access the
    Create Deduction
     task and enter these settings:
    Field
    Setting
    Name
    Family Leave Time Off
    Code
    Family Leave TO
    Effective Date
    Select today's date.
  3. In the
    Criteria
     section of the
    Effective Dated
     tab, create an eligibility rule to prevent the deduction from resolving when the employee has no
    Family Leave
     time off.
    1. Add a row in the
      Worker Eligibility
       grid. From the
      Worker Eligibility
       prompt, select
      Create
      Create Value Comparison Calculation
      .
    2. Name the value comparison Family Leave > 0.
    3. Select
      Payroll
       as the
      Category
      .
    4. Enter these settings:
      Field
      Setting
      1st Operand
      Family Leave - Time Off Total
      Operator
      greater than
      2nd Operand
      Select
      By Category
      Common
      , and then select
      0
      .
  4. Define the deduction calculation in the
    Calculation Details
     section of the
    Effective Dated
     tab.
    1. Select
      FRA Days * Rate rounded to the Nearest 0.01
       from the
      Calculation
       prompt.
    2. To retrieve the daily salary rate for the deduction, add a row in the
      Related Calculations
       grid, and complete the fields with these settings:
      Field
      Setting
      Related Calculation
      Rate
      Override Calculation
      FRA Base Salary Elements Daily Rate for Full Period Non Rounded
      .
    3. To retrieve the total time off in days, add a second row:
      Field
      Setting
      Related Calculation
      FRA Days
      Override Calculation
      Family Leave - Time Off Total
    4. To convert time off entered in days to hours, based on the worker's calendar schedule, add a third row.
      Field
      Setting
      Related Calculation
      FRA Unpaid Hours
      Override Calculation
      Time Off Hours for Time Off in Days
  5. On the
    Non-Effective Dated
     tab, from the
    Groups
     prompt, select
    FRA Subtracts from Gross [FRA]
     to subtract the deduction from the gross pay.
Gloria is an employee who:
  • Has a monthly salary of 4000 EUR.
  • Works 7.5 hours per day and 5 days per week, based on her calendar schedule.
When Gloria takes 3 days of family leave in January, Workday calculates a daily rate of 181.81 EUR based on:
  • 22 workable days in the January.
  • 7.5 standard hours per day.
  • 165 workable hours in January, based on the worker's calendar schedule definition.
  • A monthly salary of 4000 EUR.
On Gloria's pay results, Workday subtracts this deduction from her gross pay:
Description
Time Off Entries
Rate
Amount (EUR)
Family Leave Time Off
3
181.81
(545.45)
To pay Gloria compensation for her family leave time off, create a
Family Leave Compensation
 earning based on these related calculations:
  • Family Leave Time Off - Rate
  • Family Leave Time Off - FRA Days