To allow HR to enter an absence with a negative balance in Oracle Fusion, specific configuration changes need to be made in the Absence Management module. These settings will enable the system to allow absences even when an employee’s available balance is insufficient (e.g., for unpaid leave or negative accrual scenarios).
Here’s how to configure the system to allow this:
1. Navigate to Absence Plans Configuration
- Go to Setup and Maintenance.
- In the search bar, type Manage Absence Plans and select it.
2. Open the Relevant Absence Plan
- In the Manage Absence Plans page, locate and select the relevant absence plan for which you want to allow negative balances (e.g., Paid Time Off, Sick Leave, etc.).
- Click Edit to modify the plan details.
3. Allow Negative Balance
- In the plan configuration, under the Accruals and Balances section, locate the Negative Balance Allowed option.
- Enable the option to allow employees or HR to submit absence requests even if their balance goes below zero.
- You can set a threshold for how far into a negative balance the system should allow (e.g., -5 days or -40 hours).
- This threshold helps control how much leave can be taken beyond the available accrual balance.
4. Set Entitlement Limits (Optional)
- If you want to limit how much negative balance is allowed, you can specify this in the Carry Over and Limits section.
- For example, set a maximum number of negative days or hours allowed for an employee to take.
5. Configure Administrative Override for HR (Optional)
- In cases where you want to allow only HR to enter absences with a negative balance (and not regular employees), you can configure security privileges or custom workflows.
- You may set up a conditional rule in the absence workflow that enables negative balance entries only when HR initiates the request.
6. Save and Test the Plan
- Once the changes are made, save the absence plan.
- Test the configuration by initiating an absence request as HR for an employee with zero or insufficient balance to ensure that the system allows the entry of a negative balance absence.
7. Notifications (Optional)
- If desired, set up notifications for when a negative balance absence is submitted, informing both the employee and approvers about the balance status.
By configuring these settings, HR will be able to enter absences for employees even when their balance is negative, helping manage exceptional cases like advance leave or special circumstances that require time off.
Settings To Allow HR To Enter An Absence With Negative Balance