Prosoft Leave Management System Release 21.D100 Release Document

Transcription

1 Prosoft Leave Management System Release Document The Ministry of Manpower has announced the Marriage and Parenthood (M&P) Package which will be effective from 1 st May The details of the package can be found from the following link: With the above changes, Unit4 has enhanced the system with the following changes - Introduction of new #ECL (Extended Child Care) Leave Group - Enhancement on existing #ADOP (Adoption) Leave Group - Enhancement on existing #PAT (Paternity) Leave Group - Enhancement on existing #MAT (Maternity) to cater for the Shared Parental Leave Extended Child Care Leave System introduced a new Leave Group code, namely #ECL. This will serve the 2 days extension for employee with youngest child aged between 7 12 years old. The system has also been enhanced to ensure that the Childcare Leave and the Enhanced Childcare Leave will be capped at 6 days for employees with children in both age groups i.e. those below 7 years, as well as those between 7 and 12 years. Action By User: Following are the steps to setup the #ECL leave group code: 1. Go to LMS > Master > Leave Master > Leave Code List 2. Create a new ECL leave code, as shown: 3. Go to LMS > Master > Leave Master > Leave Entitlement > #ECL, as shown: Last Updated: 30 April 2013 Page 1 of 19

2 The following must be set: Show Relation = No Maximum age of children can be set with the following combination: Based on Y 13 years [Year of Birth Date] Based on M 13 years [Month of Birth Date] Based on B 12 years [Exact Birth Date] Maximum number of children = 0 Entitlements and requirements to be set as above Last Updated: 30 April 2013 Page 2 of 19

3 Adoption Leave System has enhanced the existing #ADOP leave group to cater for the new policy on Adoption Leave. Action By User: Following are the steps to set the Adoption Leave based on Weeks: 1. Go to LMS > System > System Properties > System Objects > LMS21 > Parameter > ADOPEntMulWorkDaysPerWeek 2. Set the value to Y, as shown: Notes: a. This setting will multiply the entitlement with the employee s working day, hence system will be able to cater for company with different sets of working day. b. Please ensure that the employee s working-day is being specified under HMS > Master > Employee Master > Salary tab, as shown: The above is a sample showing employee s on 5 days work week. 3. Go to Master > Leave Master > Leave Entitlements > #ADOP, as shown: Last Updated: 30 April 2013 Page 3 of 19

4 The following must be set: Show Relation = No Maximum age of children to be set as follow: Based on B 0 years [Exact Birth Date] With the assumption that the company allows the employee to adopt up to 4 children Maximum number of children = 4 Entitlements and Requirements as above: Requirement: 3 months Citizen: 16 weeks (4 children multiply with 4 weeks per child) Max/Time: 4 week (4 weeks per child) Please refer to Appendix A for setting up the Adoption Leave based on number of days (The entitlement is not multiplied with the employee s working day). Last Updated: 30 April 2013 Page 4 of 19

5 Paternity leave System has enhanced the existing #PAT leave group to cater for the new policy for Paternity Leave. Action By User: Following are the steps to set the Paternity Leave based on Combination of Weeks and Days: 1. Go to LMS > System > System Properties > System Objects > LMS21 > Parameter > PATEntMulWorkDaysPerWeek 2. Set the value to C, as shown: Notes: a. Option C is a combination to set that the Citizen entitlement is by Week and the Non-Citizen entitlement is by Days. b. Please ensure that the employee s working-day is being specified under HMS > Master > Employee Master > Salary tab, as shown: 3. Go to Master > Leave Master > Leave Entitlements > #PAT, as shown: Last Updated: 30 April 2013 Page 5 of 19

6 The following must be set: Show Relation = No Maximum number of children = 4 (With the assumption that the company allows the employee to apply up to 4 children) Maximum days from Reference Date = 365 (With the assumption that the company allows the employee to apply paternity flexibly within 12 months) Entitlements and Requirements as above: Requirement: 3 months Citizen: 4 weeks (4 children multiply with 1 week per child) Non-Citizen: 12 days (4 children multiply with 3 days per child). This is based on the assumption that the company is giving 3 days of entitlement for Non-Citizen Employee. Note: Paternity Leave for non-citizen is given on voluntary basis. Max/Time: 1 week (1 week per child) Please refer to Appendix B for setting up the Paternity Leave based on number of days (The entitlement is not multiplied with the employee s working day). Last Updated: 30 April 2013 Page 6 of 19

7 Shared Parental Leave System has enhanced the existing #MAT leave group during leave application with an indicator to cater for the Shared Parental Leave. Action By User: 1. For Female employee sharing her Maternity Leave System has introduced a new Shared Parental Leave checkbox during leave application in both Leave Management System and eleave System. Leave Management System: If employee decides to share her Maternity Leave, tick on the Shared Parental Leave during leave application. User will have to reduce the number of days applied by 1 week when full maternity leave is taken (112 days), otherwise system will have the following prompting: Last Updated: 30 April 2013 Page 7 of 19

8 eleave: Shared Parental Leave will be available for Self Service User during Maternity Leave Application (#MAT), as shown: Notes: 1. The Shared Parental Leave is only available when the 8 Weeks #MAT is selected. 2. System will reduce 1 week of employee s Maternity Leave Flexible (#MATF) when the Shared Parental Leave is checked during application of 8 weeks Maternity Leave (#MAT). 3. System will disable the Shared Parental Leave if employee decides to apply for full 16 weeks of Maternity Leave. Employee needs to split the Maternity Leave application by applying 8 weeks of Maternity Leave and 8 weeks of Maternity Leave Flexible. Please refer to Appendix C for more detailed scenarios. 2. For Male employee applying for Shared Parental Leave User will need to create a new leave with expiry code for this purpose. Following are the steps to create a new leave with expiry code: a. Go to LMS > Master > Leave Master > Leave Entitlements b. Click on new record button to add a new leave code c. Enter the details as follow: d. Click on the Add Record button to finish the creation e. Once the new leave group has been created, the following will be shown: Last Updated: 30 April 2013 Page 8 of 19

9 The following must be set: a. Allow Half Day Leave = Yes b. Carry Forward Taken = No c. Default / Maximum leave expiry months = 12 / 12 f. Go to LMS > Master > Leave Master> Leave Code List Locate SPL Leave Code, as shown: Specify the eleave = Y, in order for employee to apply from Self Service. Please refer to Appendix C for steps to grant the Shared Parental Leave to employee. Last Updated: 30 April 2013 Page 9 of 19

10 Maternity Leave With effect from 1 st of May 2013, the qualifying period for Maternity Leave has been changed from 90 days to 3 calendar months, as such the following needs to be updated: 1. Go to Master > Leave Master > Leave Entitlement > #MAT 2. Under the Entitlements and Requirements, update the Requirement from 90 days to 3 months, as shown: IMPORTANT NOTES: Remember to perform Leave and Benefit Processing after making any changes to the leave entitlements. Last Updated: 30 April 2013 Page 10 of 19

11 Appendix A: Adoption Leave Adoption Leave Based on Working Days Following are the steps to set the Adoption Leave based on Working Days: 1. Go to LMS > System > System Properties > System Objects > LMS21 > Parameter > ADOPEntMulWorkDaysPerWeek 2. Set the value to N, as shown: 3. Go to Master > Leave Master > Leave Entitlements > #ADOP, as shown: The following must be set: Show Relation = No Leave Days Based On = Work Calendar Maximum age of children can be set with the following combination: Based on Y 1 years [Year of Birth Date] Based on M 1 years [Month of Birth Date] Based on B 0 years [Exact Birth Date] With the assumption that the company allows the employee to adopt up to 4 children and the employee s working day is 5. Maximum number of children = 4 Last Updated: 30 April 2013 Page 11 of 19

12 Entitlements and Requirements as above: Requirement: 3 months Citizen: 80 days (4 children multiply with 20 days per child) Max/Time: 20 days (20 days per child) Adoption Leave Based on Calendar Days Following are the steps to set the Adoption Leave based on Calendar Days: 1. Go to LMS > System > System Properties > System Objects > LMS21 > Parameter > ADOPEntMulWorkDaysPerWeek 2. Set the value to N, as shown: 3. In order to ensure that the leave is not over consumed. The followings steps are to be performed: o Go to LMS > System > System Properties > System Objects > LMS21 > eleave > ADOPFlexi o Set the value to N Note: When option N is specified, Adoption leave will be taken in en bloc. Employee will only be able to specify the Leave Start Date and system will auto compute the Leave End Date based on the employee s entitlement (Entitlement divided by maximum number of children). 4. Go to Master > Leave Master > Leave Entitlements > #ADOP, as shown: Last Updated: 30 April 2013 Page 12 of 19

13 The following must be set: Show Relation = No Leave Days Based On = Normal Calendar Maximum age of children can be set with the following combination: Based on Y 1 years [Year of Birth Date] Based on M 1 years [Month of Birth Date] Based on B 0 years [Exact Birth Date] With the assumption that the company allows the employee to adopt up to 4 children: Maximum number of children = 4 Entitlements and Requirements as above: Requirement: 3 months Citizen: 112 days (4 children multiply with 28 days per child) Max/Time: 28 days (4 weeks multiply with 7 days which is 28 days per child) Last Updated: 30 April 2013 Page 13 of 19

14 Appendix B: Paternity Leave Paternity Leave Based on Week Following are the steps to set the Paternity Leave based on Week: 1. Go to LMS > System > System Properties > System Objects > LMS21 > Parameter > PATEntMulWorkDaysPerWeek 2. Set the value to Y, as shown: Note: Please ensure that the employee s working-day is being specified under HMS > Master > Employee Master > Salary tab, as shown: 3. Go to Master > Leave Master > Leave Entitlements > #PAT, as shown: With the assumption the Paternity leave is only given to Singapore Citizen and up to 4 children: The following must be set: Show Relation = No Maximum number of children = 4 Last Updated: 30 April 2013 Page 14 of 19

15 Maximum days from Reference Date = 365 (With the assumption that the company allows the employee to apply paternity flexibly within 12 months) Entitlements and Requirements as above: Citizen: 4 weeks (4 children multiply with 1 week per child) Non-Citizen: 0 week Max/Time: 1 week (1 week per child) Paternity Leave Based on Working Days Following are the steps to set the Paternity Leave based on Days - Working Days: 1. Go to LMS > System > System Properties > System Objects > LMS21 > Parameter > PATEntMulWorkDaysPerWeek 2. Set the value to N, as shown: 3. Go to Master > Leave Master > Leave Entitlements > #PAT, as shown: The following must be set: Show Relation = No Leave Days Based On = Work Calendar Last Updated: 30 April 2013 Page 15 of 19

16 Maximum number of children = 4 (With the assumption that the company allows the employee to apply up to 4 children) Maximum days from Reference Date = 365 (With the assumption that the company allows the employee to apply paternity flexibly within 12 months) Entitlements and Requirements as above: Citizen: 20 days (4 children multiply with 5 days per child base on staff is on 5 day work week) Non-Citizen: 12 days (4 children multiply with 3 days per child) Max/Time: 5 days (5 days per child) Paternity Leave Based on Calendar Days Following are the steps to set the Paternity Leave based on Days - Calendar Days: 1. Go to LMS > System > System Properties > System Objects > LMS21 > Parameter > PATEntMulWorkDaysPerWeek 2. Set the value to N, as shown: 3. In order to ensure that the leave is not over consumed. The followings steps are to be performed: o Go to LMS > System > System Properties > System Objects > LMS21 > eleave > PATFlexi o Set the value to N Note: When option N is specified, Paternity leave will be taken in en bloc. Employee will only be able to specify the Leave Start Date and system will auto compute the Leave End Date based on the employee s entitlement (Entitlement divided by maximum number of children). 4. Go to Master > Leave Master > Leave Entitlements > #PAT, as shown: Last Updated: 30 April 2013 Page 16 of 19

17 With the assumption that the company allows the employee to take Paternity leave up to 4 children. Maximum number of children = 4 Leave Days Based On: Normal Calendar Entitlements and Requirements as above: Citizen: 28 days (4 children multiply with 7 days per child) Non Citizen: 12 days (4 children multiply with 3 days per child) Max/Time: 7 days (7 days per child) Last Updated: 30 April 2013 Page 17 of 19

18 Appendix C: Shared Parental Leave I. Various Scenarios when Shared Parental Leave is Activated from Web Application 1. Shared Parental Leave is activated from the beginning a. 8 weeks Maternity Leave Application is applied The Shared Parental Leave checkbox will be activated The Maternity Leave Flexible (#MATF) will be reduced by 1 week, based on employee s working days b. 16 weeks Maternity Leave Application is applied The Shared Parental Leave checkbox will be de-activated Employee will need to apply for 8 weeks of Maternity Leave (#MAT) with the Shared Parental Leave checkbox ticked and apply for the last 7 weeks of Maternity Leave under Maternity Leave Flexible (#MATF) 2. Shared Parental Leave is activated after employee has applied for Maternity Leave After employee has applied for Maternity Leave and they decided to share the 1 week with her spouse, following are the steps to be done: a. Employee will need to inform their HR b. HR to check the Shared Parental Leave checkbox from the employee s maternity leave record at the Base Application (LMS System) Note: System will check whether there s enough Maternity Leave Flexible balance to allow the Shared Parental Leave to be ticked. II. Steps to Grant Shared Parental Leave When Male employee needs to apply for the Shared Parental Leave, following are the steps to grant the leave to the employee: 1. Go to LMS Leave Leave With Expiry locate the employee from the left hand panel 2. Specify the following: Leave Group: Select the Shared Parental Leave Group (created in advance) Date Origin: Date of Birth of the child Remarks: Name of the child Date Expiry: System will default to 1 year from the child s date of birth Entitled: Specify the number of days that the employee is entitled for The sample setup is as shown: Last Updated: 30 April 2013 Page 18 of 19

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