Updating employee absence plans

Use the following procedure to process employee group changes that may affect plan participation. When you perform this procedure, a batch program will:

  • Track changes in group membership to add or stop enrollments resulting from the change.

  • Evaluate any logged employee history changes; for example, position, job code, process level, and department for the selected date range, and update the employee master and/or enrollment records accordingly.

  • Check to verify absence plan eligibility based on employee positions. If a position record has ended, employee master and/or enrollment will be stopped.

If you select No on the Automatic Enrollment field of Absence Plan (LP01.1), Employee Absence Plan Update (LP100) will not add employees into a plan. It does, however, end the plans once eligibility is lost. You must run Mass Absence Plan Add (LP101) for new hires and for existing employee changes to enroll them into the plan using a specific entry date.

Data Item Attributes (HR10) must be set in the Human Resources application in order for history records to be recorded.

Note: LP100 will not process any employees that have been put on hold using Employee Absence Group Audit (LP35.1). After the record is released from hold, it and any subsequent records will be processed. You can also delete LP35.1 records if you do not want them to be processed.

If the program is updating a group termination, and there are no new groups being added, the effective date from the group audit record will be used as the effective date of the absence plan update. If there are groups being added in the same processing run, the effective date for terminations will be 1 day prior to the effective date on the group audit record. This is necessary to allow for any new plan enrollments without overlapping effective date ranges.

To update employee absence plans

  1. Access Employee Absence Plan Update (LP100).
  2. Update the absence plan using the following guidelines to enter field values:
    Use Current Date

    Select whether you want to run this update for the current system date. If you select Yes, leave the Through Date field blank.

    Through Date

    Type the date to be used for selecting records from Absence Plan Hours Allocation (LP34.1) for processing by this job. Only records with an effective date before or on the through date will be considered.

    Processing Group

    Select a processing group for the update.

    Process Level

    Select a process level for the update. Employees who are currently assigned to this process level on Employee (HR11.1) will be selected.

    Employee Group

    Select an employee group for employees to be processed by this job.

    Note: This group does not have to be the same as the absence structure employee group.
    Employee

    Select the number of an employee to be processed by this job. You can select up to eight employee numbers.

    Position Changes

    Select whether LP100 should check logged history for changes to employee positions.

    If you select Update all changes, LP100 will evaluate any changes to an employee's position, job code, process level, and department effective on or after the History Date specified below.

    If you select Update position code changes, only changes to the employee's position are evaluated. If employee position changes do not impact the employee master and/or enrollment records in your plans, select No changes for more efficient processing.

    If you select Update all changes or Update position code changes, the History Date is required.

    History Date

    Type a date that LP100 should use as a starting point for evaluating employee changes. Changes with an effective date prior to this date will not be considered when updating employee master and enrollment records.

    Report Sequence

    Select how reports for this job are to be sorted. If you select Option 2, activity reports will page break by employees' current process level on Employee (HR11.1).

    Employee Sequence

    Select the order in which employees are to be listed on reports for this job. If you leave this field blank, employees will be listed in the order defined by the Print Order field on HR00.1 Company.

    Update

    Select the function you want to perform. The default value is Report only.

    If you select Report only, the system produces a report of records that will be updated so they can be reviewed. If you select Update, the system performs the updates as well as producing the update report.

  3. Add and submit the job.