Incidences Codes

1. Go to Maintenance, select System Settings and click on Incidences Codes.
2. User will be presented with the Incidences Code Maintenance screen, where he can Add, Change, Delete, Search or List incidences within the company (see links on top left).

1. Click on Add link. The system will present user with the Incidences Code -Add screen, where the following fields will appear:
2. • Company Code: It is the two to four-character code which identifies the company site. When session is restricted to one company code, this field will appear grayed out.
   • Incidence Code: It is a five-character code which will identify incidence.
   • Description: Enter incidence description in English language.
   • Status: It shows Active as default value, considering incidence is being added because it will indeed be used in employee attendance record. If at some point, the incidence code is no longer in use, then status should be changed to Inactive, or Obsolete. It is not a good idea to delete incidence codes because all existing incidences in employee attendance reports must also exist in company incidence catalogue.
   • Local Description: Enter incidence description in local language (Spanish, French, Portuguese).
   • Short Description: It is a three-letter abbreviated code. This is to save space in some in attendance reports or queries.
   • Font Color: It is used to better visualize incidences in attendance reports. User may select color from drop down menu.
   • Reduce from Worked Days: When user activates this checkbox, then the incidence will not be considered when calculatin employee worked days.
   • Apply for Salary Adjustment: When user activates this checkbox, then the incidence will impact employe salary directly. This applies for salary employees only.
   • Apply for Sick: This applies for Ghana users only. This parameter helps the system to identify the code related to sickness, so the system can only allow a given number of incidences to be entered, based on the employee sick time balance available.
   • System Reserved: Some incidences are considered "reserved" because system has special validations and functionalities which involve them. Therefore, incidence code and description will be assigned by system administrators.
   • Allow Hours Entry: By default, all incidence codes are meant to register the employee absence from work during a full workday. However, if user activates this checkbox, the system will also allow to enter indicence to reflect a partial absence. In this case, incidence could be recorded by hours. Once this checkbox is active, the following fields will become visible, and must be completed:
   • • Hours by Day: It is the number of hours accounted for each incidence. For full-time employees it will typically be eight. For part-time employees, it comay be four, or six.
     • FEPS Hour Type: This field provides a drop down menu where user must select the appropriate FEPS Supplemental Time equivalent to the IPS incidence that is being configured.
   • Enable Benefit: Activating on this checkbox allows to match incidence to a benefit process. There are three reasons why this parameter should be activated:
   • • To convert incidences entered in IPS into FEPS time cards. FEPS will then perform the corresponding calculation to convert these hours into money, and the resulting amount will be downloaded into IPS when payroll is processed.
     • To have IPS calculate the corresponding incidence pay with the option of uploading amounts into FEPS.
     • To manage employee available incidence balance.
   • Benefits Code: It is the benefit to which the incidence must be matched. See Benefits Settings for further details.
   • Update FEPS as: User must select one of two options:
     • Time Card Hours. The process obtains total hours accounted for all incidences entered, and inserts them into FEPS.
     • Payroll Transactions. The process generates pay amounts and inserts them into FEPS.
   • Manage Balance: When this checkbox is active, it will allow user to administer the use of the incidences in the system. It considers the initial employee incidence time balance available, the benefit and employee LOS (length of service) to keep control of all incidences taken.
   • Balance Cycle: It determines the start and end of the period in which the employee is entitled to take the incidence time off. It is important to highlight that all cycle hours are taken from the benefits table, where all employee categories and seniority levels have been previously set. User must select one of the following cycles:
   • • Year. It refers to a full calendar year. Cycle starts on January 1, and ends on December 31 the same year.
     • Anniversary. It is the period of time between employee anniversary date in current year and the next.
     • Custom Year. User may select one particular month, and cycle will end 12 months later.
   • Hours Delivery Method - This drops down menu gives user the option to set how the employee will accrue the corresponding leave time. Options include:
     • All at the Beginning of the Cycle. Employees will have the total leave hours available since the start of the cycle, right after user runs the first Benefits Process in the cycle.
     • All in # # months before the Cylce Begins. Employees will have total leave hours available before the cycle begins. When user selects this option, the system will display an additional field to specify the number of months in advance when employee will have leave hours available.
     • All at the End of the Cycle. Employees will have leave hours available until the cycle ends. This option is usually selected when employees earn the right to enjoy vacation time until the reach their anniversary with the company.
     • All in # # months before the Cylce Ends. This option is similar to the above. The difference is that total balance hours can be made available in advance. When user selects this option, the system will display an additional field to specify the number of months in advance when employee will have leave hours available.
     • Prorated along the Cycle (Day by Day). The total leave hours are prorated for the total days in cycle, so employees can accrue a certain amount of leave hours on a daily basis.
     • Prorated along the Cycle (Periods within Cycle). The total leave hours are prorated for the total pay periods in cycle, so employees can accrue a certain amount of leave hours at the end of every pay period.
     • Prorated along the Cycle (By month in advance). The total leave hours are prorated for the total months in cycle, so employees can accrue a certain amount of leave hours at the beginning of every month.
   • Remaining Balance. Having this checkbox active allows user to pay or not to pay for all leave hours that remained available at the end of the cycle. Options include:
     • Forfeit all hours. It resets total remaining balance to zero.
     • Pay and Forfeit all hours. It generates pay for all remaining hours before resetting balance to zero.
     • Pay # # hrs and Leave the remainder. When user selects this option, then two addional fields will be displayed:
       • hours limit to pay. User must set the maximum amount of leave balance hours that will be paid.
       • hours limit to leave. User must set the minimum amount of leave balance hours that will be paid.
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         Any amount of hours within the limits set will be paid, and exceeding hours will remain available.
         
         
     • Pay # # hrs and Forfeit the remainder. When user selects this option, then one addional field will be displayed:
       • hours limit to pay. User must set the maximum amount of leave balance hours that will be paid. Any amount of hours within the limit set will be paid, and balance will be reset to zero regardless if there were still any hours remaining.

Related Topics

Benefits Process