Contents

................................................................................................................................................. I
Introduction........................................................................................................................................................................ 3 Purpose of the training manual.........................................................................................................................................3 Contacts............................................................................................................................................................................3 Starting and Logging On.................................................................................................................................................. 3 Features of the sun-e-HR Home Page..........................................................................................................................5 Preferences...................................................................................................................................................................6 enu Path to the HR S !pplication.............................................................................................................................. " #sing the $a%igator&s Functions Region.....................................................................................................................' #sing enus................................................................................................................................................................ ( #sing the )ool*ar...................................................................................................................................................... +, Changing Responsi*ilities..............................................................................................................................................++ )o change responsi*ilities in the form-*ased application- select one of the follo.ing methods/..................................++ 0uer1 )ools....................................................................................................................................................................++ Performing 0uer12*1234ample and 0uer1 Count................................................................................................... ++ 5ate )rac6ing.................................................................................................................................................................+7 Setting 8our 3ffecti%e 5ate.......................................................................................................................................+7 Further 9nformation........................................................................................................................................................ +5 List of :alues.............................................................................................................................................................+5 ;uttons....................................................................................................................................................................... +5 Leave.................................................................................................................................................................................. 16 Capturing of Lea%e ........................................................................................................................................................+6 Pa1 Out of !ccumulated Lea%e..................................................................................................................................... <, !d=ustment of Lea%e ;alances.......................................................................................................................................<+ :ie. Lea%e ;alances >!ccruals?................................................................................................................................... <+ $et 3ntitlement for !nnual Lea%e.............................................................................................................................<+ !nnual Lea%e ;alance Calculations.......................................................................................................................... <3 !ccumulated Lea%e ;alance Calculations................................................................................................................ <5 Corrections..................................................................................................................................................................... <' !nnual Lea%e ;alance Report........................................................................................................................................<( ;ac6ground Processes done at HR.................................................................................................................................33 Conclusion......................................................................................................................................................................37

Leave

Introduction
Purpose of the training manual
This training manual is intended for the Leave Administrators within the University of Stellenbosch. The purpose of the training manual is to guide the user on the Absence Management processes on Oracle H MS.

Contacts
The Human esources department has set up a central helpdes! !nown as the sun"e"H Support #entre to administer and resolve all e"mail and telephonic $ueries related to all aspects of Oracle H MS. The following contact details should be used to route all $ueries to the sun"e"H #entre% Sun-e-HR Support Centre: &'()* +'+ (,-. /"mail% sun"e"H 0sun.ac.1a Support

Starting and Logging On

Fig. 1

Leave

The first step to access sun"e"H will be to register on http%22www.sun.ac.1a2useradm. The sun"e"H system logon has been synchronised with 3ovell logon &4es!top #omputer Logon*. Once you have registered5 your username and password will be the same as your &3ovell* networ! logon. To log on to the sun"e"H system5 you need to access the Stellenbosch University intranet site on the following web site% U L% http%22admin.sun.ac.1a2sun"e"H To navigate to the above U L via the intranet% Access the Stellenbosch University intranet site. #lic! on the 67or Staff8 &69ir :ersoneel8* lin! #lic! on the 6sun"e"H 8 lin! under 6Online Services8 &6Aanlyn 4ienste8* to open the sun" e"H logon screen &7ig. )*. ;our sign<on connects you to your responsibilities5 which control your access to applications5 functions5 reports5 and data. =hen someone has access to the Leave Application and resigns or the Head of department decides that someone else in the department should be responsible for the leave administration he2she &the HO4* must sent an e"mail to the System Administrator of the sun" e"H system in order to terminate their access. To log on to sun-e-HR Applications:

/nter your 3ovell username in the Username field.

Attentio n Do not press [Enter] after entering each item, as [Enter] is normally used to accept the default button. Instead, use [Tab] or the mouse to na igate bet!een fields.

/nter your password &the same password you use to logon on to the networ!* in the
Pass ord field. "otice #our pass!ord does not appear as you type it, to pre ent others from seeing it. $eep your pass!ord confidential to pre ent access to %racle Applications by unauthori&ed users. After you log in, you !ill see the EBusiness Suite Home page.

#hoose Login.

Leave

Fig.'

!eatures of the sun-e-HR Home Page

=hen you log on to the Oracle Applications your sun-e-HR home screen is displayed. 7rom here you can% 9iew and respond to notifications Access /<>usiness Suite Applications 3avigate to other fre$uently<used functions or =eb pages Set personal user preferences "or#list The "or#list portlet lists your five highest priority notifications5 ordered by priority and then by date. 7or each notification5 the list displays the role5 sub?ect5 and sent date. Select the !rom5 Su$%ect5 or Sent column heading to sort the list by that column. To view and respond to a notification5 select the notification sub?ect lin! in the Su$%ect column. To view the complete list of all your notifications in the Advanced =or!list5 select the !ull List button. &enu 7rom the &enu portlet you can access any sun"e"H functions grouped by responsibility. A responsibility is a level of authority in sun"e"H Applications that lets you access only those sun"e"H Applications functions and data appropriate to fulfill your role in Stellenbosch University. T o T'pes of Responsi$ilities The &enu portlet may contain lin!s to Self<Service applications as well as 7orms<based applications &in your case Leave Applications*. Select the responsibility lin! to view its menu of functions on the ad?acent pane. Select the function to launch it. @f you choose a 7orms<based function5 the sun"e"H !a)orites
Leave 5

Applications (a)igator window will open.

This portlet contains a customi1ed list of fre$uently<used functions and =eb sites. To add or remove options from this list5 select *dit !a)orites to access the Customi+e !a)orites Portlet page.

Fig. (

Customi+e !a)orites Portlet Page Use this window to add functions and =eb sites to your !a)orites portlet for e.g. fre$uently used functions and websites. Select individual functions from your esponsibility menus5 clic! on the function and move to add it to your favorites. To add a =eb site5 clic! the Add URL button to access the Add a !a)orite "e$ Site page. ;ou can also rename the selected functions in your !a)orites portlet5 or change the U L for a =eb site. #lic! the Rename button to access the Update a !a)orite "e$ Site page. Add a !a)orite "e$ Site /nter a name and the U L for any =eb site that you wish to access from your !a)orites portlet. Update a !a)orite "e$ Site Use this page to update the displayed name of any option listed on your !a)orites portlet or to update the U L for a listed =eb site.

Preferences
Select the Preferences lin! &displayed at both the top and bottom of the sun-e-HR Home page* to set your personal user options. The Preferences page is divided into four categories% ,eneral5 (otification5 !ormatting5 and Pass ord Settings. ,eneral Set the following options in this region% Anown AsBthe name displayed for your user @4. Territory < 4etermines the value for certain regionally<determined settings5 such as numeric format &in concurrent manager reports* and start day of the wee!.
Leave 6

 Time1one < @n Oracle Applications 7ramewor! HTML<based applications5 this setting determines the time1one used when formatting fields that show dates and times. #lient #haracter /ncoding < The character set that your machine &client* uses as its native character set. This value should correspond to your chosen language and platform- See 'our s'stem administrator $efore updating this option Accessibility 7eatures < Sets the accessibility mode for Oracle Applications 7ramewor! HTML<based applications. 9alues are% o ;es < generates HTML enhanced for accessibility. o 3o < generates HTML optimi1ed to load screens faster by eliminating redundant content that is unnecessary for all users. o Screen eader < generates HTML optimi1ed for the use of screen readers. (otification @f you have an electronic mail address defined5 you can choose the 3otification Style &if any* for your notifications. The options are% 4o not send me mail &if this option is selected5 you will not receive any e"mail advising you that you have notifications*. HTML mail HTML mail with attachments :lain teCt mail :lain teCt mail with HTML attachments :lain teCt summary mail !ormatting 4ate 7ormatBchoose a date format from the list provided. &The recommended date format to be used is ..-&&&-CC// e.g. (,"3O9")DED 3umber 7ormat < #urrently only the US number format is recogni1ed in sun"e"H self< service applications. Pass ord Settings #hanging your password @f you change your password you can synchroni1e your 3ovell login and Oracle password at www.sun.ac.1a2useradm. #lic! on the sun"e"H lin!. &enu Path to the HR&S Application SU3 Leave Administration FGG 7ast:ath To open the sun"e"H Applications (a)igator window &7ig. H*5 i.e. the Leave Application menu you choose a 7orms<based function namely SU3 Leave Administration esponsibility from a menu on your sun"e"H home page.

Leave

Fig. )

Using the (a)igator0s !unctions Region

The forms that you can navigate to are displayed in a na igation list on the left<hand side of the 3avigate window. The navigation list is organi1ed much li!e the hierarchy of a file system5 where you can eCpand items that begin with a plus sign &I* to further sub<levels until you find your form of interest. Sub<levels appear indented below the items from which they are eCpanded. @tems that are eCpanded are preceded by a minus sign &<*. ;ou can eCpand no further when an item displays neither a plus nor minus sign. Above the navigation list5 you should see two fields that span the width of the window. These two fields help you identify your selection. The top field displays the name of the item currently selected5 while the bottom field displays a description of that item. To e1pand or collapse the na)igation list: #hoose one of the following methods to eCpand an eCpandable item to its neCt sub<level% o 4ouble<clic! on the item. o Select the item and choose Open.

Select the item and choose the *1pand

button.

#hoose one of the following methods to collapse an eCpanded item% o 4ouble<clic! on the item.

Select the item and choose the Collapse

button.

To eCpand or collapse several items at once5 choose one of the following buttons%

o o o

*1pand All Children *1pand All list Collapse All

2 eCpand all the sub<levels of the currently selected item

2 eCpand all the sub<levels of all eCpandable items in the navigation 2 collapses all currently eCpanded items in the navigation list

To open a form from the na)igation list: Select your form of interest.
Leave 8

 #hoose Open.
*uggestio n Alternati ely, you can double+clic, directly on the form of interest to open it. However, do not double click on the Open button. All buttons re-uire only a single clic, to acti ate. using a double clic, !ill acti ate the action t!ice.

To open a form using an LO3 indo : Use the !eyboard shortcut &usually #trl L* to open the LO9 &List of 9alues* window &7ig.-*. Select the form from the list and choose O4 or first reduce the list by entering a partial form title.

Fig. /

Using &enus
Fig.0

sun"e"H Applications use a Multiple 4ocument @nterface &M4@*. All windows are displayed inside a single container window5 with a single toolbar5 menu5 message line5 and status line attached to that window. Pulldo n &enu The pulldown menu bar includes the following menus% 7ile /dit 9iew 7older Tools *pecial A 1 2 3only isible !hen acti e4 =indow Help Use these menus to navigate through a form5 to edit or retrieve data5 or to perform various other actions.
Leave 9

Using the Tool$ar

" " " " " " " The (e icon opens a new record in the active form. The !ind icon displays the 7ind window to retrieve records. The Sho (a)igator icon displays the 3avigator window The Sa)e icon saves any pending changes in the active form. The (e1t Step icon updates the :rocess wor!flow in the 3avigator by advancing to the neCt step in the process. The Responsi$ilit' icon opens the responsibility window The Print icon prints the current screen that the cursor is in. @n some cases it may print a report associated with the current data. The Close !orm icon closes all windows of the current form. The Cut icon cuts the current selection to the clipboard. The Cop' icon copies current selection to the clipboard. The Paste icon pastes from the clipboard into the current field. The Clear Record icon erases the current record from the window but not from the database. The .elete icon deletes the current record from the database. The *dit !ield icon displays the /ditor window for the current field. The 5oom icon invo!es customer< defined Joom &drill<down behavior*. The Translations icon invo!es the Translations window. This is only applicable if other languages are used. The Attachments icon invo!es the Attachments window. @f one or more attachments already eCist5 the icon changes to a paper clip on a piece of paper. The !older Tools icon displays the folder tool palette. The .ate Trac# icon displays the 4ate Trac! window to change effective date of current session The .ate Trac#ed Histor' icon display the history of the current record in the current form The A.I icon launches the Application 4ata @ntegrator to transfer data to des!top application e.g. Microsoft /Ccel
Leave 10

" " " " " " " " " "

" " " "

or Microsoft =indows " The "indo Help 2 icon displays help for the current window.

Changing Responsi$ilities To change responsibilities in the form"based application5 select one of the following methods%

#lic! on the esponsibility

icon to open the 6 esponsibilities8 window &7ig.,*. #lic! on the 67ile8 item in your menu bar to open the list of responsibilities. #lic! on the 6#hange esponsibility8 option to open the 6 esponsibilities8 window &7ig.,*.

Fig.5

6uer' Tools
:erforming Kuery<by</Cample and Kuery #ount
@f you want to retrieve a group of records based on more sophisticated search criteria than what Kuery 7ind allows5 you can use a feature called -uery+by+e6ample. As an eCpert user you can use $uery<by<eCample to specify compleC search criteria in any of the $ueryable fields in your current bloc!. Kueryable fields are displayed with a green bac!ground when you evo!e $uery<by<eCample. The search criteria can include specific values5 phrases containing wildcard characters5 and2or phrases containing $uery operators to help you pinpoint the data of interest. @n addition5 if you do not actually need to retrieve the records from a $uery<by<eCample search5 but only want to !now how many records match your search criteria5 you can perform a $uery count to save yourself some time. &atching *1act 3alues @n some cases you want to search for information that matches eCact values in one or more fields. 7or eCample5 suppose you want to search for a budget named 7;D' in the 4efine >udget window of your Oracle Leneral Ledger application. Simply enter the value !/78 in the 3ame field. ;ou should be precise in your use of uppercase and lowercase5 since MfyD'N is not always e$uivalent to M7;D'N in $uery<by<eCample mode &some fields may not have case<insensitive $uery*. !inding Patterns ith "ildcards @nclude wildcard characters in your search criteria to search for particular patterns in your data. ;ou can use the percent 8O8 wildcard within a field to represent any number of characters &including no characters*5 or use the underline 8P8 wildcard to represent any single character. 7or eCample5 if you want to retrieve all records that contain the word M#entralN in a specific field5 you would enter the search criterion 9Central9 in that field. ;ou will retrieve
Leave 11

everything that contains 6control8 somewhere in that field not necessarily as the first part. Using 6uer' Operators Use $uery operators in your search criteria to restrict your search to the information you need. The $uery operators you can use in most fields5 their meanings5 and eCample eCpressions are shown in the following table% Kuery Operators%

Operator F RF G GF S SF T>/T=//3

Meaning e$uals is not greater than at least less than at most between values

two

/Cample /Cpression F 8Qanet85 F )', RF 8>ob8R5 F )'D G DD.)5 G 8')<QA3< D.8 GF -S )'''.'' SF )'' T>/T=//3 ) A34 )'''

Attentio n

If your field contains character or date alues and you are using operators, you must enclose the character or date alue in your e6pression in single -uotes as sho!n in the abo e e6amples. #ou cannot use -uery operators on time fields. 7hen you use the 82ET7EE" -uery operator, the search criterion 982ET7EE" alue1 A"D alue': retrie es all records containing alues bet!een and including alue1 and alue'. For e6ample, the search criterion:82ET7EE" ;<1+=A"+>(; A"D ;<1+?A@+>(;: entered in a date field retrie es all records !ith dates bet!een and including <1+=A"+>( and <1+?A@+>(.

Attentio n Attentio n

The $uery operator eCpressions retrieve results according to character ordering rules for character fields and numeric ordering rules for numeric fields. 7or eCample5 suppose you have the following field values% ''(5 ''.5 ''H5 ''-5 ',+5 )(.5 (-.5 HH)5 -,E5 ,,-5 )(,H5 .(D+5 HH-)5 -E''5 D-,+5 )'-''5 -+H.,5 ,'+HThese values are shown in the order you eCpect for numeric values5 where ''- is between ''H and ',+. @f the field is defined as a numeric field5 then the phrase MT>/T=//3 ''H A34 ',+N would retrieve ''H5 ''-5 and ',+. However5 if the field is a defined as a character field5 then the phrase MT>/T=//3 H A34 ,N would retrieve the
Leave 12

values HH)5 -,E5 HH-)5 -E''5 and -+H.,5 which all start with characters between H and ,. The values ,,- and ''- would not appear because ,,- is leCically greater than ,5 and ' is leCically less than H. Some fields contain date values that are actually M4ate<formatN character values. These fields behave li!e character fields5 such that the value ')<7/><D( would be leCically less than ')<QA3<D(5 because 7 precedes Q in a character set. Sometimes you cannot instantly tell if a field containing numeric values is defined as a character or numeric field. To identify what the field type is5 you may have to enter and eCperiment with different search criteria eCpressions to see what results get returned. To use :uer'2$'2e1ample: #hoose *nter from the 9iew5 Kuery by /Cample menu. This action switches your window from data entry mode to /nter Kuery mode5 as indicated by the /nter Kuery message that appears in the status line. /nter search criteria in any of the fields5 using wildcard characters and2or $uery operators as necessary. ;ou can also choose Sho Last Criteria from the 9iew5 Kuery by /Cample menu to display the search criteria used in your last search if there was one. Attentio n In Enter Auery mode, all chec, bo6es are in a null state. that is, they are neither chec,ed nor unchec,ed, although they may appear chec,ed or unchec,ed as a default. If you !ant your search criteria to include a chec,ed chec, bo6, you ha e to e6plicitly chec, it, regardless of !hether it initially appears to be chec,ed. *imilarly, if you !ant your search criteria to include an unchec,ed chec, bo6, you ha e to e6plicitly unchec, it, regardless of !hat it initially appears as.

#hoose Run from the 9iew5 Kuery by /Cample menu to perform the search.
Attentio n To retrie e all the database records for a bloc,, you can bypass 1 and ' and simply choose Run from the Bie!, Auery by E6ample menu. This is referred to as a blind -uery. #ou can also retrie e all the records for a bloc, by choosing Find All from the Bie!, Auery by E6ample menu.

#hoose Cancel from the 9iew5 Kuery by /Cample menu if you want to cancel
from /nter Kuery mode. To o$tain a :uer' count: :erform steps ) and ( above. #hoose Count &atching Records from the 9iew5 Kuery by /Cample menu to display on the message line the number of records $uery<by<eCample would retrieve if you ran the search.
Leave 13

Attentio n

If you simply choose Count ?atching @ecords from the Bie!, Auery by E6ample menu !ithout specifying any search criteria in a bloc,, -uery count displays the total number of records in the database for that bloc,.

.ate Trac#ing
Setting /our *ffecti)e .ate
=hen you log on to Oracle H MS5 your effective date is always today8s date. To view information current at another date5 or to ma!e retrospective or future<dated changes5 you need to change your effective date.

Fig. D

To set 'our effecti)e date: Save any outstanding information you have entered or changed then choose Alter /ffective 4ate from the Tools menu. The Alter /ffective 4ate window opens. /nter a new effective date and choose OA.

Fig. >

@f your current window is a Mtop<levelN window &one called directly from the 3avigator*5 your new effective date remains in place until you reset it or eCit the sun"e"H application. @f your current window is not a top<level window5 your new effective date only applies while you are wor!ing in the current window and any windows subsidiary to it. =hen you return to a top<level window5 your effective date is reset to its previous value. "ote In certain special cases, !hen you change your effecti e date on a subsidiary !indo!, %racle E@?* returns you to the pre ious !indo!, and you may ha e to re+-uery the records you !ant to ie! or update. This protects the integrity of these records. As long s !our e""ective d te rem ins di""erent "rom tod !#s d te, it is displ !ed in the title b r o" ever! window.

Leave

14

!urther Information
List of 3alues
Most fields in Oracle can be validated by ensuring specific values are entered through Lists of 9alues. 7ields with lists of values attached are displayed with a list of values button at the end of the field. =hen you clic! on the button5 a list of values window will open &7ig. )'*.

Fig. 1<

"ote

7here lists are long, -uery operators can be utilised to find specific alues. To find out more about -uery operators, read information under Auery Tools

;uttons
>uttons can appear on any form within the 7orms"based application. The buttons can either <

Trigger an action such as closing a form &by clic!ing on an 6OA8 button* Open other forms such as opening the Accruals form from the Absence form.
Or5

Leave

15

Lea)e
This training module eCplains how the system processes for leave wor!s in the sun"e"H Application. The leave process will be managed in both Self"Service and the sun"e"H Application. /mployee Self Service provides every staff member the opportunity to capture his2her leave on"line. @t is every staff member8s responsibility to ensure that his2her leave record is accurate. This responsibility is shared with the staff member8s Line Manager. The Line Manager is responsible for the on"line approval of every leave transaction. @f a staff member does not have access to a computer he2she can contact the person responsible for Leave Administration in his2her department to capture the leave. H is still responsible for the capturing of the following Leave Types%

#ompassionate leave One ;ear Study Opportunity esearch Opportunity Maternity Leave The application for the abovementioned Leave Types must be sent to the Leave Administrator at H for capturing. H will monitor all leave transactions on a continuous basis.

The Self"Service processes will not be discussed in this manual. $e ve is determined b! %rim r! Assignment nd le ve is ccrued per person nd not per Assignment. &t is there"ore cruci l th t the le ve be ring Assignment should be the prim r! ppointment. 'hose second r! ssignments th t re lso entitled to le ve need to be m nu ll! dministered.

Capturing of Lea)e
Path: !ast Path << A$sence A Leave transaction can only be captured on the system via the bac!"office function once the leave has been approved by the Line Manager &Leave form signed*. The 67ind :erson8 window will open &7ig. ))*.

Fig. 11

Leave

16

;ou can search for the person8s record whose leave you want to capture by typing the person8s surname in the 67ull 3ame8 field and clic! 7ind &7ig. )(* or type the persons UT"3umber in the 63umber8 7ield and clic! 7ind the type should always be /mployee &7ig. ).*.

Fig. 1'

Fig.1(

@f you type the persons surname in the 67ull 3ame8 field and clic! on the 67ind8 button5 a dropdown list with all employees with that surname will appear. ;ou will only see the people that are in your department. ;ou must clic! on the correct name and clic! the 6OA8 button &7ig. )H* to open the person8s record. @f there are two people with the same Surname and 3ame5 scroll to the right on this screen to see the persons Organisation &4epartment*. This reflects the primary appointment8s Organisation.

Fig.1)

@f there are no Leave ecords for this person a >lan! screen with the person8s name on top of the screen will appear. @f there are any records5 the latest leave record will appear. To apply for leave or to capture a leave application clic! on the dropdown list button in the 6Type8 field
Leave 17

&7ig. )-*. @f there are leave records on the screen clic! on the 63ew8 icon screen for a new record to be added.

to clear the

Fig. 1/

#lic! on the List of 9alues icon and a List of 9alues with all the leave types will appear. #lic! on the leave type you want to ta!e or capture and clic! on the 6OA8 button &7ig. )E*. See below for an eCplanation of this list.

Fig. 10

SU( Accumulated Annual Lea)e < Ta!e Accumulated Leave. SU( Accumulated Lea)e Com =3 < :ay out Accumulated Leave. SU( Accumulated Lea)e Com O, < :ay out Old Accumulated Leave &before
')2'E2)DDD*. SU( Accumulated Lea)e Com OH < :ay out Old Long Leave. SU( Annual Lea)e < Ta!e Annual Leave. SU( Annual Lea)e O, " Ta!e Old Accumulated Leave &before ')2'E2)DDD*. SU( Annual Lea)e OH " Ta!e Old Long Leave. SU( Continuation of "or# *lse here < =hen someone is seconded. SU( In%ur' on .ut' Lea)e < =hen a person had an in?ury on duty. SU( Lea)e of A$sence < 7or a #onference &9TA*. SU( Sic# Lea)e < Sic! Leave 7ull :aid &Old and 3ew Leave :ac!age*

Leave

18

 SU( Sic# Lea)e Half Paid < =hen the )(' days Sic! Leave 7ull :aid is used
&Separate Accrual :lan*. &Old and 3ew Leave :ac!age*.

SU( Sic# Lea)e Temporar' < Sic! Leave for Temporary personnel. SU( Sic# Lea)e Unpaid < =hen there is no more Sic! Leave or Sic! Leave Half :aid SU( Stud' Opportunit' Lea)e < Study Opportunity
days left &Separate Accrual :lan*. &Old and 3ew Leave :ac!age*.

The Actual Start and /nd date must be completed. ;ou can type the date into the Actual Start and /nd field 44"MMM"##;; &7ig. ),* or you can clic! on the dropdown list in the Start and /nd date three dots at the right hand side of the Actual Start and /nd field.

Fig. 15

#lic! on the calendar /nd 4ate.

&7ig. )+* and select the date and clic! 6O48.

epeat this for the Actual

Fig. 1D

As soon as you type in the /nd 4ate the system will calculate the duration of the leave period automatically &7ig. )D*. @f a person is ta!ing a half day the amount of days calculated in the 4uration field must be overtyped e.g. the person is ta!ing a half day and the system calculates ) day it must be changed to '.-. The (H th of 4ecember is always a half day. emember to change the 4uration e.g. (( < (H 4ecember calculates . days change to (.- days. =hen Sic! Leave is ta!en a Sic! Leave reason must be completed in the the list of values*. eason field &clic! on

Leave

19

@f you made sure that everything is correct clic! on the >Sa)e0

icon to save your wor!.

Fig. 1>

;ou will get a system error in cases where there is not enough days to be ta!en. The following Leave Types Accrue in #alendar 4ays% a* b* All Leave Types for Security :ersonnel. Sic! Leave for all appointments.

The remainder of leave types Accrue in wor!ing days. :eople on the Old Leave :ac!age can apply for all leave types eCcluding SU3 Annual Leave &will get a system error*. Temporary personnel cannot apply for Accumulated Leave to be paid out.

Pa' Out of Accumulated Lea)ePath: !ast Path << A$sence #hoose the correct leave type if you want Leave 4ays to be paid out &7ig. )E* The transaction for leave days to be paid out must be done in the month in hich the person ants the pa'ment- The transaction must be done on or $efore the ?@th of the month or else it will not be paid out at the end of that month. @f you want )E days to be paid out you must type in )E days e.g. ')"QUL"(''H to (("Qul"(''H. The amount of days that will be paid out will appear in the 4uration field. =hen you save the leave transaction a financial transaction will be created on the payroll for payment. A MaCimum of (' days for people on a =or!ing day Leave pac!age and .' days for people on #alendar day Leave pac!age &Security personnel* can be paid out at a time. @f you want more than (' or .' days to be paid out the re$uest must be sent through to the H department for processing. &" !ou e(ceed the number o" d !s h ve to mend !our pplic tion v il ble !ou will get n ERROR mess ge nd then

Leave

20

Ad%ustment of Lea)e ;alances

Ad?ustment of Leave >alances is done at H . @f there is a problem with someone8s Leave >alance contact the H 4epartment to do the ad?ustment.

3ie

Lea)e ;alances AAccrualsB

The system allows you to view the leave balances via the Oracle Application. The feature will be rolled out on Self"Service in due course. @n the meantime this is where you can find the information. Path: !astPath << Accruals As per #apturing of Leave5 you must first find the employee whose record you would li!e to view. Once you selected a record the person8s SU3 :TO Annual Leave Accrual :lan will appear &7ig ('* &Annual Leave >alances*.

3et /ntitlement for Annual Leave

The 3et /ntitlement for Annual Leave consists of%

a) SU3 :TO Annual Leave Accrual :lan < this is the monthly accrual of Annual Leave
&.+ days divide by )( F ..)E, per month* &7ig ('*.

Fig. '<

b) SU3 Accumulated Annual Leave Ta!e on >alance &the balance coming over from the
old system to Oracle < once off*5 SU3 :TO Accumulated Annual Leave #arried Over
Leave 21

< this is the yearly accumulated Annual Leave &MaCimum of )E5 )' and + days carried over from the previous year*. 7or future years this will also include the already accumulated balance. &7ig ()*.

Fig. '1

c) SU3 3on Accumulated Annual Leave Ta!e on >alance &the balance coming over
from the old system to Oracle < once off*5 SU3 :TO 3on Accumulated Annual Leave #arried Over &leave not ta!en the previous year < must be ta!en before Quly of the neCt year*. :oints b and c forms the leave balance at the end of the previous year that is split into Accumulated &)E5 )'5 + days* and 3on Accumulated Leave &must be ta!en before Quly* &7ig ()*. SU3 Accumulated Annual Leave #ommuted Q9 &Accumulated Leave :aid out*. SU3 Accumulated Annual Leave #ommuted Q9 3on TaCable &Accumulated Leave :aid out < persons -- years and older*. SU3 Accumulated Annual Leave Ta!en &Accumulated leave Ta!en*. SU3 Annual Leave #ommuted &Annual Leave :aid out < Only on esignation5 person going on pension or at a person8s death*. SU3 Annual Leave #ommuted 3on TaCable &Annual Leave :aid out < Only on esignation5 person going on pension or at a person8s death < persons -- years and older*. SU3 Annual Leave 7orfeited &Annual leave forfeited due to Unpaid Leave*. SU3 Annual Leave Ta!e On >alance &#urrent year8s balance at time of data conversion from old system to Oracle* SU3 Annual Leave Ta!en. SU3 :TO 7orfeited 3on Accumulated Annual Leave &3on Accumulated Annual Leave not ta!en before .) Quly*. SU3 Statutory Leave #ommuted &Annual Leave :aid out < Only on esignation5 person going on pension or at a person8s death*. SU3 Statutory Leave #ommuted 3on TaCable &Annual Leave :aid out < Only on esignation5 person going on pension or at a person8s death < persons -- years and older*.

d* e* f* g* h* i* ?* !* l* m* n*

Leave

22

Annual Lea)e ;alance Calculations

To determine the Annual Leave >alance the following #alculations must be done. )* 3et /ntitlement minus SU3 :TO Accumulated Annual Leave #arried Over F Annual Leave >alance e.g.

a) The 3et /ntitlement .) Qan (''- is .H... days &7ig. ((*.

Fig. ''

b) The .H... days consist of ..)E, days accrued for Qan (''-5 )-.)E. days 3on
Accumulated days #arried over from (''H and )E days Accumulated during (''H &7ig. (.*. c* The Annual Leave >alance is then% .H... minus )E F )+... days till the end of Qanuary (''-.

Fig. '( Leave 23

2) @f you ta!e - days Annual Leave during March (''- &7ig (H* the calculation to
determine the Annual Leave balance will be as follows.

Fig. ')

a* 3et /ntitlement is D.- days accrued till .) March (''- &..)E, U .* plus )-.)E. days 3on Accumulated Annual Leave &(''H* plus )E days Accumulated Leave minus - days Annual Leave ta!en% D.- I )-.)E. I )E < - F .-.EE. The .-.EE. days will be reflected under 3ett /ntitlement. b* To get the Annual Leave balance till .) March (''- you ta!e the 3et /ntitlement minus SU3 :TO Accumulated Annual Leave #arried Over F Annual Leave balance &:rovided no pay outs of SU3 Accumulated Leave has been re$uested* &7ig. (-*% .-.EE. < )E F )D.EE. days

Fig. '/

Leave

24

Accumulated Lea)e ;alance Calculations

To determine the Accumulated Leave >alance the following #alculations must be done. )* @f you Ta!e or buy )' days &7ig. (E* of your SU3 :TO Accumulated Annual Leave #arried Over the Accumulated Leave balance will be calculated as follows.

Fig. '0

SU3 :TO Accumulated Annual Leave #arried Over minus SU3 Accumulated Annual Leave #ommuted Q9 or SU3 Accumulated Annual Leave Ta!en e$uals Accumulated Leave >alance. )E " )' F E (* 7or further clarification please note

a) &&)(.EE, days accrued till Apr '- &..)E, U H* plus )-.)E. days 3on
Accumulated Leave (''H plus )E Accumulated days (''H F Total *ntitlement C88@)(.EE, I )-.)E. I )E F DE-FE b) Total /ntitlement minus - days ta!en in March minus )' days Accumulated days ta!en or bought in April F (et *ntitlement E8 April C88@H..+. < - < )' F CF-FE &7ig. (,* c) 3et /ntitlement minus E days Accumulated Annual Leave days left &)E")'* F Annual Lea)e $alance E8 April C88@(+.+. < E F CC-FE

Leave

25

Fig. '5

@f you want to !now what a person8s leave balance will be in the future or past clic! on the calendar icon at the top right on the toolbar. The following screen will appear%

Fig. 'D

;ou can type in the date in the /ffective 4ate field you want to go to in the future or past or reset the date bac! to today8s date &7ig. (+*. Always remember that if you want to see what someone8s balance will be at the end of Quly you must type in .) Quly &always the end of the month* or that month8s accrual will not be included. @f your cursor is in the 3ame field in the top left hand corner and you press the down arrow on your !eyboard you will get to the accrual screens of the other leave types such as Sic! Leave5 #ompassionate leave etc. &7ig. (D*

Leave

26

Fig. '>

@f you want to determine the balance of the other leave types such as Sic! Leave #ompassionate leave and Study Opportunity it is $uite simple e.g. ;ou ta!e SU3 :TO Sic! Leave Accrual minus SU3 Sic! Leave Ta!en F Sic! Leave >alance &7ig. .'*. SU3 :TO Sic! Leave Accrual F )(' minus SU3 Sic! Leave Ta!en ( F Sic! Leave >alance ))+ as referred under 3ett /ntitlement. &7ig. .'*

Fig. (<

Leave

27

Corrections
@f you created a leave transaction ')"3ov"(''H to '-"3ov"(''- for - days and saved it5 it can be cancelled if the transaction is incorrect. #reate a transaction for ')"3ov"(''H to ')"3ov" (''- and ad?ust the 4uration field to "- &7ig. .)*. @f the five days should have been . days create the same transaction and ad?ust the 4uration field to "(. @f the leave is not ta!en yet you can alter the /nd 4ate.

Fig. (1

=hen you clic! on the Save icon you will get a =arning &7ig. .(* that the duration is less than the days absent and the Absence overlaps another Absence &7ig. ..*. :lease ensure that the data 2 transaction are correct before you clic! on 6OA8.

Fig. ('

Fig. ((

Leave

28

Annual Lea)e ;alance Report

The Annual Leave >alance eport is processed to get a staff member8s leave balances. eports and clic! Open &7ig. .H*

#lic! on Submit :rocesses and

Fig. ()

@n the Submit a 3ew e$uest screen &7ig. .-* ma!e sure that the Single enabled and clic! 6OA8.

e$uest option is

Fig. (/

@n the Submit e$uest screen clic! on the List of 9alues button in the un this e$uest =indow &7ig. .E*. The name of the eport will appear in the 3ame field and a :arameter =indow will open &7ig. .E*.

Leave

29

Fig. (0

Type the staff member8s Surname who8s Leave >alance you want in the /mployee field and #lic! 6OA8 &7ig. .,*.

Fig. (5

A List of 9alues with people with that surname in your department will appear &7ig. .+*. #hoose the correct name and clic! 6OA8.

Leave

30

Fig. (D

Type the date in the /ffective 4ate field and clic! 6OA8 &fig. .,*. This is the date on which the person wants to see his2her leave balance. @f they want to !now what their leave balance is at the end of Quly (''-5 you must type in .)"Quly"(''-. @f you type in .'"Quly"(''- the calculation will be done till the end of Qune (''- < it must al a's $e the end of the month of hich 'ou ant the lea)e $alance- #lic! the Submit button to start processing the report. &7ig .D*

Fig. (>

Leave

31

The e$uest screen will appear &7ig. H'* with the headings e$uest @45 3ame &3ame of the eport*5 :hase5 Status and :arameters. The :hase field shows you whether the eport is :ending5 unning or #ompleted. The Status field shows whether the eport completed 3ormal or if there was an /rror. @f there was an /rror the bac!ground of the :hase and Status fields will be ed. @n this case write down the e$uest @4 and phone the Sun-e-HR Support Centre. To see in what :hase your report is clic! the efresh 4ata button &7ig. H'*. ;ou can clic! it repeatedly until the :hase changes to #ompleted.

Fig. )<

To 9iew or :rint the report clic! on the 9iew Output button &7ig. H)*.

Fig )' Leave 32

The report will open in Adobe Acrobat where you can 9iew or :rint the report. &7ig. H(*.

Fig. )'

;ac#ground Processes done at HR

)* The Annual Leave #arry Over process runs once a year at .) 4ecember. This process split the annual leave balance in Accumulated and 3on Accumulated Leave. 2) There are two 7orfeit processes. The one forfeit process runs the .) Quly for the 3on Accumulated Leave that was not ta!en before the .) Quly. The other forfeit process runs daily to see who has ta!en Unpaid Leave or Unpaid Sic! Leave. 7or every )H days Unpaid Leave or Unpaid Sic! Leave ta!en during that month the person forfeit ) twelfth of his2her annual leave.
Leave 33

Conclusion
An on"line version of the manual can be downloaded from -sun-ac-+aGe#ampusGsune-HR The manual will be updated fre$uently with new releases and changes in the application. ;ou will be notified via e"mail and the 4aily >ulletin. Human esources emphasi1e accurate and responsible management of Leave Administration and therefore there is an audit trail of every Leave Transaction that is captured on the system. The internal auditors of Stellenbosch University deem leave as a crucial ris! to the University and therefore include this as an important aspect in their annual audit. &As they say 6Leave F Money8*. *(=O/ TH* ORACL* L*A3* A.&I(ISTRATIO( APPLICATIO( *HP*RI*(C*IIIII

Leave

34