1. Transfer Accrual Balance from One Plan to Another
In this article, we will see how the accrual balance of one plan can be automatically transferred to another plan when the existing plan is terminated due to loss of eligibility. This is a common scenario when we have two different accrual plans for two different legal entities or business units. When we transfer an employee from one legal entity to another, he loses the plan eligibility from source legal entity and gets a new eligibility in the destination legal entity. In this process, accrual balance from source legal entity is not transferred automatically unless we have required setup mentioned in this article.
2. Business Requirement to Understand the Concept
To understand the concept better lets assume we have following business requirements.
- Workers working in Sales Department are eligible for accrual plan – Annual Vacation
- Workers working in HR Department are eligible for accrual plan – Annual Leaves
- When workers move between these departments their existing accrual plan is terminated and they become eligible for the new accrual plan as per the new department.
- Positive balance from old accrual should be transferred automatically to new plan but not more than 10 days.
3. Perquisite Setups to Complete This Article
In order for you to follow this article and understand the concept, you need to have two different accrual plans already configured with different eligibility profile attached with them. If you need assistant in creating a new accrual plan, you can follow this article » Fusion Absence Management : Explained with examples. For this article we have two different accrual plan and eligibility profile as follows.
| Accrual Plans | Eligibility Profile with Plan |
| Annual Vacation | This plan is available to all workers in Sales Department. |
| Annual Leaves | This plan is available to all workers in HR Department. |
4. Required Setup to Achieve This Requirement
The very important setup to achieve this requirement is to link both the accrual plan with same Plan Category. Plan category helps system to identify correct plan to transfer balance. So, let’s first see how to create a Plan Category.
4.1. How to Create a Plan Category
Navigation : Setup and Maintenance » Task Panel » Search » Manage Common Lookups
To create a plan category navigate to manage common lookup and search for the lookup “ORA_ANC_PLAN_CATEGORY” and create an entry as follows
| Lookup Code | XXAP_VACATION |
| Display Sequence | 1 |
| Enabled | Yes |
| Meaning | Vacation |
| Description | Vacation |
Once you enter these details click on the Save and Close button.
4.2. Attach Plan Category to Accrual Plan
Once we have the Plan category ready the next step is to link this with the accrual plan
Navigation : My Client Group » Absences » Absence Plan
When you are on Absence Plans page, search the absence plan (Annual Vacation or any other plan you have configured) and then click on the plan name from the search result. You will be on View Plan Annual Vacation page. Ensure you are on Plan Attributes tab. Click on the Edit button and select Correct option.
Under the General Attributes section, click on the Plan Category filed and select value Vacation from the list. (Vacation is the Plan category name we configured in steps 4.1 if you used any other name, select that one.)
Click on Save button but Do not close window.
4.3. Define Transfer Rule for the Accrual Plan
Click on Plan Attributes tab. Click on the Edit button and select Correct option.
Balance Disposition Rules
Under the Balance Disposition Rules enable the checkbox Transfer positive balance, this will allow positive balance to be transferred to other plan, optionally you can also enable below options.
- Disburse positive balance
- Recover negative balance
- Disburse positive balance
- Recover negative balance
Transfer Rules
Under the Transfer Rules section for the Limit Rule field select value Limited by flat amount. For the Limit enter 10 days. In short, your selection should be as follows
| Limit Rule | Limited by flat amount |
| Limit | 10 |
| Limit Proration Rule | None |
Click on Save and Close button.
Repeat these step (4.2 and 4.3) for second plan also – Annual Leaves.
5. Steps to Transfer Balance to Another Plan Automatically
We have completed our setup and now its time check its working expected.
5.1. Check Leave Balance of an Employee Before Transfer
To test the setup, lets identify an employee from Sales Department who is eligible for plan Annual Vacation. The identified employee in our instance is Pam Gardner. To check the balance of Pam Gardner, navigate to My Client Group » Absences » Absence Records » Search Pam Gardner.
When you are on Manage Absences and Entitlements page, scroll below to Plan Participation section. As in the screenshot below, you can see that Pam has 19 days of balance against plan Annual Vacation, which is more than 10 days of balance. As per the requirement she can only transfer maximum of 10 days, lets see if that works or not.
5.2. Transfer Employee from Sales to HR Department
To transfer Pam Gardner from Sales to HR department, navigate to My Client Group » Quick Action » Show More » Transfer (Employment) » Search Employee Pam Gardner » and initiate the transfer process.
Ensure transfer is effective as on today’s date and is fully approved.
5.3. Verify Employee is Transferred Successfully
To verify transfer has happened successfully navigate to My Client Group » Quick Actions » Show More » Employment Info » Search Pam Gardner
On Assignment section you can see the new department name. You can also scroll below to History section, where you will see an entry with link Transfer, click on that link and you will see the transfer status, which confirms worker was transferred from Sales to HR Department. Click on Home button.
5.4. Run Update Accrual Plan Enrollments Process
As we have confirmed transfer was successful lets enroll worker to a new accrual plan. To do so, navigate to My Client Group » Absences » Schedule and monitor Absence Process.
Run Update Accrual Plan Enrollments process. Keep the effective date same as the transfer date. Enter Person parameter as Pam Garner. And click on Submit button.
Let the process complete. This process will enroll Pam Gardner to new Accrual Plan Annual Leave that is applicable for HR Department.
5.5. Run Calculate Accruals and Balances Process
Now run the next process Calculate Accruals and Balances this will transfer the balance from old plan (Annual Vacation) to new plan (Annual Leaves) and also allocate accrual balance as per the new plan (Annual Leaves).
Run process with same parameters mentioned earlier and wait for the program to complete successfully.
5.6. Validate Balance is Transferred Successfully
Now to verify if the balance has been transferred successfully or not, navigate to My Client Group » Absences » Absence Records » Search pam Gardner
You are on Manage Absences and Entitlements page, scroll below to Plan Participation section. From the Status value select All and click on Go button so that you can see both active and inactive plans.
You will see that old plan (Annual vacation) has been end dated a day earlier and new plan (Annual Leave) is active from next day.
Click on the Annual Leave plan name and a pop up window Accrual Plan Balance : Annual Leave will appear. On this window click on Details tab. You will see that 10 days of balance has been transferred from old plan (Annual Vacation)
This concludes that our setup worked perfectly fine and requirements were achieved.
6. Limitation With This Approach
This approach works perfectly fine when employee is eligible for only one accrual plan of that plan category. Lets take a scenario when we are transferring Pam Gardner from Sales to HR department and in HR department she is eligible for two accrual plans Plan A and Plan B and both these plans are of same category (Vacation). Now system will get confused which plan to chose and transfer balance. System cannot take decision its own to transfer the balance to Plan A or Plan B. To overcome this problem we take help of Target Plan Formula. The formula name for the same is Global Absence Target Plan. This is explained in details in this article » Learn The Usages of Global Absence Target Plan Formula
Over to you
Hope this article was of any help. If you have any question/clarification, you can post in our Oracle Fusion Forum.
