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Abstract
Examples on PTO Paid Time Off:
Author: Siddesha Pujar
Create Date : 13-Jan-2016
Other Information : This document contains only samples on PTO Accruals using different
standard formulas available in Oracle HRMS.

Table of Contents:
1.

Overview and Scope of Document.

2.

Example Using Formulas.

3.

Reference Notes.

Overview and Scope of Document:

The purpose of this document is to demonstrate the PTO Accrual Plans with examples. This
document does not deal with any specific customer requirements, using this can be elaborate and
can give directions to customers requirements if any.
We use below setup accrual and carryover formulas.
Accrual Formulas:
1.
2.
3.

4.

PTO_PAYROLL_BALANCE_CALCULATION.
PTO_HD_ANNIVERSARY_BALANCE.
PTO_SIMPLE_BALANCE_MULTIPLIER.
PTO_ROLLING_ACCRUAL.

Carryover Formulas:
1.

PTO_PAYROLL_CARRYOVER.

2.

PTO_HD_ANNIVERSARY_CARRYOVER.

3.

PTO_SIMPLE_CARRYOVER.

4.

PTO_ROLLING_CARRYOVER.

Ineligibility Formula:
1.

PTO_INELIGIBILITY_CALCULATION.

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Note.
If we are using Payroll it is recommended that to use one of the formulas with the
word Balance in it. These formulas are written with the new balance architecture and
should be used for accurate balances on checks & deposit advices. (As well as faster
processing time) If we are HR only they should use the formulas WITHOUT the word
balance
Example Using Formulas:
1.

Example 1: Lets use the below formulas and create accrual plan and use them for
employees.

Accrual Formula Name:

PTO_PAYROLL_BALANCE_CALCULATION

Carryover Formula Name: PTO_PAYROLL_CARRYOVER

**Payroll Formula automatically populated when youve selected a Balance Reset
Date other than no balance when you save the record.
Setup required before creating an Accrual Plan:
1.
2.
3.
4.
5.
6.
1.

Create an Absence Element.

Link An Element.
Create An Absence Type.
Create An Accrual Plan.
Verify the Links of Accrual Plan Elements.
Use the Plan to employees.

Create an Absence Element.

Navigation Path Total Compensation

Basic

Effective Date for this example is: 01-Jan-2015.

Element Classification:
Information.
Element Type:
Non Recurring.

Element Description:

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Input Values:

2.

Link An Element (Demo Annual Leave).

Navigation Path Total Compensation

Basic

Link

Note: if absence element link does not created before creating an accrual plan then
the accrual plan elements will not create automatically. In this example Demo
Annual Leave is the absence element.
Note: The element is linked to all payrolls:

3.

Create An Absence Type.

Navigation Path Total Compensation Basic Absence Types:
Absence Type:
Demo Annual Leave Type
Category:
Vacation
Associated Absence Element: Demo Annual Leave
Units:
Days
Balance:
Increasing.

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Note: Allow Absence Overlaps: Set it to No, this will help to give warning when user try
to apply overlap absences but it will NOT you stop to enter the overlap leaves and just
gives a warning message. If you want to stop completely the entry of overlapping leaves
then we may need to create the user hooks by customizing the functionality.
4.

Create An Accrual Plan.

Navigation Path Total Compensation Basic Accrual Plans:
Accrual Plan Name:
Demo Annual Leave Plan
Accrual Category:
Vacation
Accrual Start:
Hire Date
Accrual Units:
Days
Accrual Formula Name:
PTO_PAYROLL_BALANCE_CALCULATION
Carryover Formula Name:
PTO_PAYROLL_CARRYOVER
Absence Information:
Demo Annual Leave.
Units:
Days
Payroll Balance Reset Date: 1 January.

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Note: Dimension Name: _ASG_PTO_DE_YTD generated automatically.

Accrual Band: Setting as below. We can set based on our requirements.

Net Calculation Rules: This is generated automatically when we create/save an accrual

plan. Additionally the adjustment elements can be added to manipulate the net entitlement
values. Below form will be used to add this adjustment elements if any

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5.

Verify the Links of Accrual Plan Elements: Lets verify an accrual plan link other
associated element links those get created and linked automatically at the time accrual
plan creation.
Navigation Path Total Compensation Basic Link
Note: if absence element link not created before creating an accrual plan then the
below links will not create automatically. In this example Demo Annual Leave is
the absence element.
a. Accrual Plan Element link (Demo Annual Leave Plan):

b.

Carryover element link (Demo Annual Leave Plan Carried Over). If this link
does not exist then we cannot carry over the leave balances to next year.

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c.

d.

e.

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6.

Use the Plan to Employees: Lets attach or use the Accrual Plan (Demo Annual Leave
Plan) to employees and view the accruals.
Employee Number: 2150
Assigned a Payroll: Vision Monthly
Attached Accrual Plan: Demo Accrual Plan from 01-Jan-2015(Which is employee hire
date)

Lets View Accruals for this Employee:

Navigation Path Fast Path Accruals
As on 01-Jan-2015: Accruals Shows ZERO.

As on 31-Jan-2015: Its shows 2, as accrual annual rate is 24, so per month 2 days.

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Lets view accruals as on 30-Nov-2015: Its shows 22.

Now lets apply a couple of days leave in Dec15:

Navigation Path Fast Path Absence

Lets us view the accruals after above submission and view accruals as on 31-Dec-2015
and it reduce 2 days and show net entitlement as 22. (24-2 = 22)

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Note: Accrual term is January to December. Hence if we view next year it will reset the
accrual balance to ZERO. Lets view the accruals as on 01-Jan-2016.

Then how do we carry over the last year leave balances to the current year?
Below are the Steps:
a.

Check leave balances suppose to carry over to next year by viewing accruals as on
31-Dec-2015. Its shows 22. We need to get these balances to 2016.

b.

There is concurrent program which helps us carry over the balances.

Concurrent Program: PTO Carry Over
Note: Lets understand the parameter details before submit the concurrent program:
If the balances need to carry over from 2015 to 2106, then the parameter
combination should be as below:
Calculation Date: 03-JAN-2016
Accrual Term: PREVIOUS
Or
Calculation Date: 31-DEC-2015
Accrual Term: CURRENT

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c.

Lets submit the PTO Carry Over Process.

Lets see the results.

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d.

Lets see the carry over details for the employee 2150. As on 01-Jan-2016, now its
shows 22, which are carried over from 2015.

So the results are looks expected and this ends example 1.

2.

Example 2:
A. Lets see how to restrict carry over leave balances to next year?
B. How to limit the accruals against a particular accrual plan?
In the same above example 1 maximum carry over is set it as 40. Now we will
change to 20 and the ceiling also to 22. (Ceiling means in the accrual term you
cannot accrue more than ceiling value which is going to be now 22 in this case)
1.

Lets now modify the accrual band setup.

Current setup is like below:

Now changing as below:

2.

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Now lets review the accruals:

Employee Number: 2152
Employee Hire and accrual plan date: 01-Jan-2016.

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Accruals as on 31-Jan-2016. It shows 2 as the annual accrual rate is 24.

Lets view the accrual as on 30-Nov-2016. It shows 22.

Now view as on 31-Dec- 2016, it show only 22 as the ceiling is 22. It should NOT
show 24.

So its excepted because ceiling is set to 22. We cannot accrue more than ceiling
set value.
3.

Lets now see how to restrict carry over to next year to only 20 while the accrual
balance as on 31-Dec-2016 is 22.
Lets run the PTO Carry Over Process program:

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Lets us check the results:

See the below results, carryover value shows only 20 and not 22.

So now we have achieved the requirement. This ends example 2.

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3.

Example 3: Lets see how to use the PTO_HD_ANNIVERSARY_BALANCE and

PTO_HD_ANNIVERSARY_CARRYOVER formulas work when used in the accrual
plan.
Setup required before creating an Accrual Plan:
1.
2.
3.
4.
5.
6.

Create an Absence Element.

Link An Element.
Create An Absence Type.
Create An Accrual Plan.
Verify the Links of Accrual Plan Elements.
Use the Plan to employees.

1. Create an Absence Element.

Navigation Path Total Compensation Basic Element Description:
Element Name:
Demo HD Annual Leave
Effective Date using in this example is: 01-Jan-2015.
Element Classification:
Information.
Element Type:
Non Recurring.

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2.

Link An Element:
Navigation Path Total Compensation

Basic

Links

3. Create An Absence Type:

Absence Type Name:
Demo HD Annual Leave Type
Absence Element:
Demo HD Annual Leave.
Navigation Path Total Compensation Basic Absence Types

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4. Create An Accrual Plan:
Accrual and PTO Carry Over formulas:
PTO_HD_ANNIVERSARY_BALANCE and
PTO_HD_ANNIVERSARY_CARRYOVER
Navigation Path Total Compensation Basic

Accrual Plans.

Accrual Bands:

Net Calculation Rules:

5.

Verify the Links of Accrual Plan Elements:

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6. Use the Plan to employees.

Lets a create an employee and attach the plan and review the details.
Employee Number: 2154
Hire Date:
19-Jan-2015

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Lets review the accruals:
Navigation Path Fast Path

Accruals

Note: The employee hired in mid the pay period hence, the first month there will no
accruals, if any requirements to accrue the accruals you may need to customize the
accrual plan. View As on 28-Feb-2015 and it shows 2 which is correct.

Lets review 31-Dec-2015: Its shows 20 as employee going to complete a year after
th
19 Jan 2016.

th

Lets review as on 18 Jan 2016:

th
It should shows only 20 and from 19 will reset again to ZERO, as the accrual term
based on ANNIVERSARY.

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How to get the carry over to next year in the above??

Note: In the example, we may need to run the PTO Carry Over Process every day
by scheduling the program as we may have employees who competes their
anniversary at various dates and needs to carry over their leave balances.
th

What happens if we run the carry over on 18 Jan 2016. Is the above employee be
picked in the process? Lets see.

See the below it did not carry over any leaves as anniversary not completed. It
th
completes only on 19 Jan 2016.

Lets run the same process now with the below Parameters:

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Process carried out only 5 leaves instead of 20 because the carry over seeded
sample formula hard coded carry over only 5.

This ends an example how to use the PTO_HD_ANNIVERSARY_BALANCE and

PTO_HD_ANNIVERSARY_CARRYOVER formulas.

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4.

Example 4: Lets see how to use the PTO_INELIGIBILITY_CALCULATION formula to

restrict and not to avail the accrual plan balance for first 6 months.
Query the Accrual Plan which is used in Example 3 and modify as below.

Employee Number: 2155

Hire date: 01-Jan-2015.

Lets view the accrual on as 31-Jan-2015.

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Lets view the accruals as on 30-jun-2015, which is sixth month after hire date.

Lets view the accruals as on 31-Jul-2015, it should show accruals from this month
and should calculate from the date of hire. 14 days. If you want to accumulate only
from the 01-Jul-2015 then you may need to customize the formula.

The example on how to use the eligibility formula ends here.

5.

Example on PTO_SIMPLE_BALANCE_MULTIPLIER and

PTO_SIMPLE_CARRYOVER.
This is a simple formula to provide a useful starting point for your own accrual plans.
It calls another formula, called PTO_SIMPLE_PERIOD_ACCRUAL. It is designed to
be used with the Carry Over formula PTO_SIMPLE_CARRYOVER.
These formulas are based on the following rules:
An accrual term of one calendar year, starting 1 June. So, accrual calculations
restart at the beginning of each June.
An accrual frequency of one month.
Accrual amounts and ceiling are fixed within the formula.
Carry over is always effective on 31 May of the plan year being processed.

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Carry over expires at the end of the plan year. So carried over time with the effective
date 31 May 1999 must be used before 31 May 2000.
Maximum carry over is fixed within the formula

Setup required before creating an Accrual Plan:

1.
2.
3.
4.
5.
6.

Create an Absence Element.

Link An Element.
Create An Absence Type.
Create An Accrual Plan.
Verify the Links of Accrual Plan Elements.
Use the Plan to employees and view the Accruals.

1. Create an Absence Element.

Navigation Path Total Compensation Basic Element Description:
Effective Date for this example is: 01-Jan-2015.
Element Classification:
Information.
Element Type:
Non Recurring

2. Link An Element.
Navigation Path Total Compensation

Basic

Links

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3. Create An Absence Type.

Navigation Path Total Compensation

Basic

Absence Types:

4. Create An Accrual Plan.

Navigation Path Total Compensation

Basic

Accrual Plans.

Accrual Bands:
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Net Calculation Rules:

5.

Verify the Links of Accrual Plan Elements.

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6. Use the Plan to employees and view the Accruals.
Employee Creating on: 01-Jun-2015
Employee Number: 2156

Lets view the accruals: As on 30-Jun-2015

Navigation Path Fast Path Accruals

As on 31-Jan-2016: This is not resetting as accrual term is June to May.

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As on 31-May-2016: It shows only 20 instead of 24 because in the accrual formula
the ceiling is hard-coded to 20.

E = SET_NUMBER('CEILING', 20)
E = SET_NUMBER('ACCRUAL_RATE', 2)
Lets us the PTO Carry Over Process to carry forward the balance to next year (01Jun-2016 to 31-May-2017).

Lets review the results.

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Lets verify the entry. Carry Over to next year is only 5 leave balances due to formula
has been hard-coded to 5 only. If you want to use this formula you can create a copy of this
and change the formula as per your requirements. I did not change these formula because
we cannot modify them.

The example ends here how to use the Simple Multiplier formulas.
6.

Example may not be required for the below formulas:

PTO_ROLLING_ACCRUAL and PTO_ROLLING_CARRYOVER

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This is an example formula for an accrual plan that does not have a fixed term start
date. It calls the formula PTO_ROLLING_PERIOD_ACCRUAL. It is designed to be
used with the Carry over formula PTO_ROLLING_CARRYOVER.
These formulas are based on the following rules:
An accrual term of one calendar year, with no fixed start date. Accruals are
calculated for the previous 12 months.
An accrual frequency of one month.
Accrual amounts and ceiling are fixed within the formula.
Carry over is not relevant, since the accrual term never ends, but rolls forward. Time
is lost if it is not used within 12 months
==================Good Luck======================================

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