Compensatory Time Off
In this article, we will explore the configuration steps required to automatically allocate compensatory time off to workers when they work additional hours beyond their scheduled hours. Our focus will be on achieving a seamless integration between Oracle Time and Labor and Absence Management. To ensure a comprehensive understanding of the process, we will provide detailed explanations of each step involved.
We will assume a requirement where workers who exceed 8 hours of work in a day are eligible for compensatory time off, which can be utilized within the next three months. Towards the end of the article, after completing all necessary OTL and Absence Management configurations, we will simulate the process by logging in as an employee, submitting a timesheet, and having it approved by a manager. This demonstration will showcase the successful allocation of compensatory hours to the user in the absence management system.
Configure Compensatory Absence Plan
To demonstrate the functionality we need to first have a compensatory absence plan which will store the compensatory hours also known as time off in lieu. You can follow this article » Learn to Configure Oracle Compensatory Absence Plan Step by Step, which clearly demonstrates the steps required to configure Compensatory Absence Plan and Absence type. At the end of the article you will have following configurations ready
- A compensatory absence plan : AP Compensatory Time Off (with expiration limit set to three months)
- An absence type : AP Compensatory Time Off (linked with above absence plan)
- A worker : Enrolled to compensatory absence plan
Login as a worker who has been enrolled to the compensatory plan and follow below navigation
Navigation : Me » Time and Absences » Absence Balance
You will notice that employee initially has zero balance against plan AP Compensatory Time Off
We are done with the absence management configurations, next we will initiate OTL configuration.
OTL Configurations For Compensatory Time Off (time in lieu)
To demonstrate the compensatory time off we assume that some basic OTL configuration already exists in your environment (pod) or you are familiar with those steps, otherwise, you can follow this article to have basic understating of OTL setups that you will need for this article » Learn Oracle Time and Labor (OTL) Cloud With Payroll
Configure OTL Elements
We need one element that would capture regular hours, you can configure a new element or use your exiting element that is already capturing regular hours in the timesheet. If you need any help follow the reference article and create an element mentioned below
- Create element : XX Regular Hours, this is to capture regular hours type in the timecard.
- Create element eligibility
- Run process : Generate Data Dictionary Time Attributes
Configure Time Entry Layout Components
Search for the task Time Entry Layout Components and click on the Create button (if you are following the reference article search for the layout AP Hours Type) and select option Multiple attribute time card field.
Click on the Add Time Attributes button and on the pop-up window enter details as follows, to support compensatory off we use Compensatory Time Absence Plan time attribute.
- Attribute Display Sequence : 3
- Time Attribute : Compensatory Time Absence Plan
- Unfiltered Data Source for Setup Tasks : List of Compensatory Time Absence Plan for Administrator
- Filtered Data Source for Time Entry : List of Compensatory Time Absence Plan for User
- Required for attribute definition structure : No
Once done, click on OK button.
We here assume that you have already added following two attributes already, if not do so, you can follow reference article for help.
- Payroll Time Type
- Absence Management Type
Once done enter/adjust details as follows
| Display Value | Compensatory Time Absence Plan | Payroll Time Type | Absence Management Type | Enabled | Allowed Action |
| AP Regular Hours | XX Regular Hours US Legislative Data Group | Yes | Edit | ||
| AP Compensatory Off | AP Compensatory Time Off | Yes | Edit | ||
| AP Compensatory Time | AP Compensatory Time Off | Yes | Edit |
Once done, click on the Add filters button and ensure you enter details as follows
| Filter Variable Name | Filter Input Attribute |
| pAssignmentId | Assignment |
| pEffectiveDate | Start Time |
| pPersonId | Person |
| pStopTime | Stop Time |
Once done, enter other details as you do normally and click on the Next button twice to reach review page and then finally click on the Save and Close button.
Configure Layout Sets
Configure your layout as you do normally just ensure you have added the time attributes we configured in the previous step (AP Hours Type) that holds our attribute Compensatory Time Absence Plan.
Configure Time Categories
We need to configure a time categories that will count the daily regular hours, to create a category search for the task Time Categories and then click on the Create Time Category button. On the Create Time Category page, enter details as follows:
- Name : AP PTT Regular Hours
- Track Usage : No
- Unit of Measure : Leave Blank
On the Category Conditions section enter details as follows
- Time Attribute : Payroll Time Type
- Value Type : Specific value
- Value : XX Regular Hours US Legislative Data Group
- Operator : Not required as we only have single row
Click on Save and Close button.
Configure Time Rule Template
To configure a rule template search for the task Time Rule Templates and click on the Create button. On the Create Rule pop-up select values as below then click on Continue button.
- Template Type : Time calculation rule
- Formula Name : WFM_THRESHOLD_TIME_CALCULATION_RULE
You are on Create Rule Template: Definition page, enter details as follows on this screen.
- Name : AP Comp Off Rule Template
- Rule Classification : Threshold
- Rule Execution Type : Update
- Summation Level : Day
- Time Card Events That Trigger Rule : Save, Submit, Resubmit
Click on Next button and enter/update details as follows
| Display Sequence | Formula Parameter Name | Parameter Type | Required | Display Name |
| 1 | DEFINED_LIMIT | Fixed number | No | Daily Threshold |
| 2 | WORKED_TIME_CONDITION | Time category | No | Time Category |
Click on the Next button again and update/enter details as follows
| Display Sequence | Output Name | Output Group | Time Attribute | Value Type | Display Name |
| 1 | OUT_MEASURE_OVER | Output Group: 2 |
Measure | Formula | Hours Over Threshold |
| 2 | OUT_MEASURE_UNDER | Output Group: 1 |
Measure | Formula | Hours Under Threshold |
| 3 | PAY_ATTRIBUTE_OVER | Output Group: 2 |
CompensatoryTimeAbsencePlan | Data source |
Comp Off Hours |
Once done, click on the Next button. On the Explanation train stop, enter details as follows
- Message Token : Leave blank
- Explanation : If total daily hours for a time category {WORKED_TIME_CONDITION} is more than {DEFINED_LIMIT}, transfer access hours as comp off {PAY_ATTRIBUTE_OVER}.
Click on the Next button again to reach review page and then click on Save and Close button.
Configure Time Rules
To create a Time Rules search for the task Time Rules and then click on on the Create button. You will see a Create Rule pop-up window, enter details as follows and then click on Continue button.
- Name : AP Comp Off Rule
- Template Name : Time calculation rule
- Rule Template Name : AP Comp Off Rule Template <We created this template earlier in this article>
Scroll below to Rule Parameters section and enter details as follows
- Daily Threshold : 8
- Time Category : AP PTT Regular Hours
For the Outputs section enter value for third parameter Comp Off Hours as follows, this is the compensatory absence plan we configured earlier.
- Value : AP Compensatory Time Off
Click on the Save and Close button.
Configure Time Rule Sets
To create rule sets search for the task Time Rule Sets and click on the Create Rule Set button, which will bring a pop-up, enter details as follows
- Name : AP Daily 8 Hours Rule Set
- Rule Set Type : Time calculation rule
- Effective Start Date : 1st Jan 1951
Click on the New button under rule set members and enter details as follows
- Processing Sequence : 1
- Member Type : Rule
- Member Name : AP Comp Off Rule
Click on Save and Close button.
Configure Worker Time Entry Processing Profiles
Configure worker time entry profile as you do normally and attach this rule set AP Daily 8 Hours Rule Set with the profile.
Configure Worker Time Entry Profiles
Configure worker time entry profile as you do normally and ensure you select the layout set that has our attribute for Compensatory time off.
You also ensure that you attach an HCM group with these profiles which makes our employee eligible who is also eligible for the compensatory time off absence plan.
Testing Compensatory Time Off Setup
Submit timesheet as an employee
Login as a same employee we used earlier who doesn’t have any comp off and follow below navigation
Navigation : Me » Time and Absences » Existing Time Cards
Click on the +Add button and enter time against hours type AP Regular Hours for the previous or current week so that employee has more than 8 hours for some day in the week.
We have entered total 50 hours for the week, each day has 10 hours.
Click on the Submit button.
Approve timesheet as a manager
Login as a manager and approve the timecard.
Check comp off balance
Login back as an employee and follow below navigation to check the compensatory time off.
Navigation : Me » Time and Absences » Absence Balance
You notice the comp of balance is increased from zero hours to 10 hours, which clearly demonstrate that our configuration worked flawlessly. And this is how employees are awarded comp off when they work extra hours.
You can also verify this from HR login, for the same follow below navigation.
Navigation: My Client Groups » Absences » Absence Records » Search Employee
On the Manage Absences and Entitlements page, scroll below to Plan Participation section and click on the plan name AP Compensatory Time Off. You will notice that employee has got two days of compensatory off for each day as employee captured 10 hours daily. You also see that comp off is expiring after three months.
Compensatory Time Off Questions and Clarifications
We hope you found this article enjoyable as we demonstrated the process of configuring compensatory time off using OTL. If you have any additional questions or require further clarification, please feel free to post them on hcmfolks.com. It is a thriving community of Oracle HCM professionals who share a common intention to support and assist one another.
