SF Ec Timeoff Loc

IMPLEMENTATION GUIDE | PUBLIC
Document Version: Q4 2019 – 2020-01-24
Employee Central Time Off Country/Region

Specifics
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THE BEST RUN

Content
1 What's New In Employee Central Time Off Country/Region Specifics. . . . . . . . . . . . . . . . . . . . .3
2 Finding The Right Employee Central Time Guide. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
3 Country/Region Specific Features in Employee Central Time Off. . . . . . . . . . . . . . . . . . . . . . . . 6

3.1 Specific Features for Colombia. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7
3.2 Specific Features for Germany. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
3.3 Specific Features for Hong Kong, China. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Setting Up Sick Leave Categories for Hong Kong, China. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
3.4 Specific Features for India. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Accrual Depends on Hire on or Before 15th. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Maternity Leave Once Per Year. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13
Maternity Leave: Multiple Times During Employment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Different Leave on Consecutive Days. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Floating Holiday During Optional Holidays. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
3.5 Specific Features for Japan. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Checking Compulsory Paid Leave for Japan. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Checking Annual Overtime for Japan. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Checking Average Overtime for Japan. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Checking Monthly Overtime for Japan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .36
3.6 Specific Features for Mexico. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
Automatic Payout During Period-End Processing (Prima Vacacional). . . . . . . . . . . . . . . . . . . . . 40
3.7 Specific Features for the Netherlands. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
Setting Up Statutory Leave for the Netherlands. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
Setting Up Non-Statutory Leave for the Netherlands. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .43
3.8 Specific Features for Poland. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
Setting Up Sick Leave for Poland. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
3.9 Specific Features for South Africa. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
Setting Up Sick Leave for South Africa. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
Important Notes & Recommendations for Sick Leave in South Africa. . . . . . . . . . . . . . . . . . . . . 52
3.10 Specific Features for Spain. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
3.11 Specific Features for Singapore. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
Maternity Leave. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .56
Child Care Leave (CCL). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
4 Country/Region Specific Rules and Rule Functions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
Employee Central Time Off Country/Region Specifics

2 PUBLIC Content
1 What's New In Employee Central Time Off
Country/Region Specifics
This document describes changes to this guide for the recent releases.
Q4 2019
What's New More Info
You can configure the Time Off solution to support the sick Setting Up Sick Leave for Poland [page 47]
leave process for Poland. This process is essential to ensure
that the Time Off solution for your employees is legally com
pliant.
Q3 2019
We've added guidance on how you can use Time Off to fulfill ● Setting Up Sick Leave Categories for Hong Kong, China
certain legal requirements for leave in Hong Kong, China and
[page 9]
the Netherlands.
● Setting Up Statutory Leave for the Netherlands [page
41]
● Setting Up Non-Statutory Leave for the Netherlands
[page 43]
Q1 2019
You can now set up period-end-processing for flexible date Automatic Payout During Period-End Processing (Prima Va
time accounts, and make time account payouts as part of cacional) [page 40]
period-end-processing calendar runs. As a result, you'll be
able to fulfil the "prima vacacional" legal requirement for
Mexico.

What's New In Employee Central Time Off Country/Region Specifics PUBLIC 3
Q4 2018
What's New Description More Info
Added country/region-specific features These features were already available in ●

for Australia a previous release, but we've now con ●
solidated the information here in this
guide.
Added country/region-specific features These features were already available in ● Accrual Depends on Hire on or Be
for India a previous release, but we've now con
fore 15th [page 12]
● Maternity Leave Once Per Year
guide.
[page 13]
● Maternity Leave: Multiple Times
During Employment [page 22]
● Different Leave on Consecutive
Days [page 23]
● Floating Holiday During Optional
Holidays [page 25]
Added country/region-specific features These features were already available in ● Maternity Leave Scenario: Child is
for Singapore a previous release, but we've now con
Singapore Citizen [page 56]
● Maternity Leave Scenario: Child is
guide.
Not Singapore Citizen [page 57]

4 PUBLIC What's New In Employee Central Time Off Country/Region Specifics
2 Finding The Right Employee Central Time
Guide
Before you start in Employee Central Time Management, make sure you're reading the guide that gives you the
information you need..
Setting up Employee Central Time Management
These guides are for people who are setting up Time Management for the first time or who are managing the
product configuration, but not for day-to-day users of the product.
Title Read this guide if you want to...
Implementing Employee Central Time Off Set up Employee Central Time Off so that you can manage
employee absences.
Implementing Employee Central Payroll Time Sheet Set up Employee Central Payroll Time Sheet so that you can
manage employee time worked.
Recalculation in Employee Central Time Management Understand how data that has already been recorded can be
recalculated.
Employee Central Time Off Country/Region Specifics Understand specific rules for a country where your company
has employees.
Employee Central Time Management: Rules and Concepts Understand the rules and concepts of Employee Central
Time Management.
Using Employee Central Time Management
These guides are for people who manage employee time on a day-to-day basis.
Title Read this guide if you...
Using Employee Central Time Off Enter, approve, and record absences for vacation, sick leave,
paid time off (PTO), and so on.
Using Employee Central Payroll Time Sheet Enter, approve, and record employee time worked.

Finding The Right Employee Central Time Guide PUBLIC 5
3 Country/Region Specific Features in
Employee Central Time Off
The requirements for continued pay if an employee is ill, particularly if he or she is ill more than once in a given
period, vary from country to country.
So it's necessary to configure the system and enter the data differently, depending on the country in question.
Also for continued pay purposes, you might need to examine whether periods of absence need to be linked
because the illness in question is the same in each case.
 Note
● The features described here are only available for the countries described. Do not confuse them with
the option you have of making some Time Off objects, such as holidays and holiday calendars, country/
region-specific.
● You can only use the features described here if you activate PP3 and use the time workbench.
Specific Features for Colombia [page 7]

It is possible to configure and use a continued pay feature specific to Colombia.
Specific Features for Germany [page 8]

It is possible to configure and use a continued pay feature specific to Germany.
Specific Features for Hong Kong, China [page 9]
Specific Features for India [page 11]
Specific Features for Japan [page 28]
Specific Features for Mexico [page 39]

It is possible to configure and use a continued pay feature specific to Mexico.
Specific Features for the Netherlands [page 40]
Specific Features for Poland [page 47]

You can configure the Time Off solution to support the sick leave process for Poland. This process is
essential to ensure that the Time Off solution for your employees is legally compliant.
Specific Features for South Africa [page 48]

Configure your Time Off solution to support the 3-year sick leave cycles required under South African
law.
Specific Features for Spain [page 54]

It is possible to configure and use a continued pay feature specific to Spain.
Specific Features for Singapore [page 56]

6 PUBLIC Country/Region Specific Features in Employee Central Time Off
3.1 Specific Features for Colombia
It is possible to configure and use a continued pay feature specific to Colombia.
Configuration
● The documentation in the Implementing Employee Central Time Off guide describes the process.
● Take a look at the documentation in the Implementing Employee Central Time Off guide for information on
what you need to do in the objects.
● Employee time objects
Take a look at the documentation in the Implementing Employee Central Time Off guide for information on
the objects.
● Employee time groups
Use this to group the sicknesses you want to treat as identical.
What You Need To Do
1. First, you create a country/region-specific time type for Colombia. To do this, go to the Admin Center and
choose Manage Time Off Structures
2. Create a country/region-specific time type for Colombia, with Sickness as the Absence Class.
3. With your configuration done, you can now create absence requests based on this object. To do this, go the
employee's public profile and choose Administer Time.
4. You then see the employee's Time Off Overview. Choose New Absence.
This brings up the New Absence window for the employee.
5. With your entries made, choose Link additional absence.
6. In the resulting screen, make the following entries:
○ Reason
At this time, only Identical is available.
○ Absence
Use the dropdown to display absences with type Sickness and choose the one you require.
7. When you're done, save your entries.
You can then see the new absences under Time Record with a linking icon. Click that icon to view the linked
absences.
Notes on Absence Linking Scenarios
Scenario 1: I have 3 or 4 absences in my system, but only 2 are linked. What happens if I link another
absence?

Country/Region Specific Features in Employee Central Time Off PUBLIC 7
The additional absence appears as a linked absence also.
Scenario 2: What happens if I unlink or cancel an absence in a group of linked absences?
The absence so removed no longer appears as a linked absence.
Scenario 3: What happens if I have two linked absences and unlink or cancel one of them?
The group to which it belongs is dissolved.
3.2 Specific Features for Germany
It is possible to configure and use a continued pay feature specific to Germany.
Configuration
Take a look at the documentation in the Implementing Employee Central Time Off guide for more
information.
Take a look at the documentation in the Implementing Employee Central Time Off guide for more
information.
Using Continued Pay
1. First, you create a country/region-specific time type for Germany. To do this, go to the Admin Center and
2. Create a country/region-specific time type with Sickness as the Absence Class.
The fields under Continued Pay Information only appear when the time type is country/region-specific to
Germany and the absence class in the time type is Sickness.
5. Now make these entries:
○ Time type with absence class Sickness and country Germany
○ Start date and end date for the absence being requested
○ Appropriate continued pay information

○ Days Credited for Continued Pay
○ End of Continued Pay
○ Start Date of Sick Pay Supplement
○ End Date of Sick Pay Supplement
○ Certified Start Date of Sickness
6. With your entries made, choose Link additional absence button.
○ Reason
Choose between Overlapping and Identical.
○ Absence
absences.
3.3 Specific Features for Hong Kong, China
3.3.1 Setting Up Sick Leave Categories for Hong Kong, China
Use time account types and accrual rules to set up the legally required sick leave categories for Hong Kong,
China.
Context
Hong Kong, China has two categories of paid sick leave:
● Category 1
Sick leave supported by a medical certificate from a registered medical practitioner. Employees can take
up to 36 paid sick days from category 1 each year.
● Category 2
Once an employee takes more than 36 paid sick days a year, any subsequent paid sick days move from
category 1 to category 2. When this happens, an employer can request that additional forms of medical
certificates (for example, a certificate from a hospital) and a record of the prescribed treatment be
produced.
Sick leave balance can be carried forward to subsequent years, but employees can only have a maximum of
120 days at any point in time (36 from category 1 and 84 from category 2).
Time Off does not support automatic balance synchronization of accruals between different time accounts.
However, you can still fulfil the legal requirements for Hong Kong, China by using the following method.

Procedure
1. Create a time type (called, for example, HK Sick Leave).

2. Assign two time account types to the time type - one for category 1 (for example, HK Sick Leave Cat 1)
and one for category 2 (HK Sick Leave Cat 2).
These should be set up as permanent time accounts with the following attributes:
○ Accrual Frequency Period: Monthly
○ Start Day of Accrual Period: 1
○ Start Month of Accrual Period: 1
○ Level of Accrual Automation: No Automation
○ Entitlement Method: Entitled as Accrued
3. Create an accrual rule using the Cap Accrual () rule function for HK Sick Leave Cat 1 as follows:

4. Create an accrual rule using the Cap Accrual () rule function for HK Sick Leave Cat 2 as follows:
5. Assign time type HK Sick Leave to the time profile for the relevant employees.
Results
The accrual rule for HK Sick Leave Cat 2 will determine the cap accrual for HK Sick Leave Cat 1 as of the posting
date. Then it will use Add () and Opposite Sign () to subtract the cap accrual for HK Sick Leave Cat 1 from the
max. accrual for HK Sick Leave Cat 2, which will determine the leftover accrual (if any) for category 2. Finally, it
will post the cap accrual to the category 2 account as of the posting date.
Once this is complete, the accrual rule for HK Sick Leave Cat 1 will determine its own cap accrual.
 Note
This process can only work if the accrual rule for category 2 is run first.
3.4 Specific Features for India

3.4.1 Accrual Depends on Hire on or Before 15th
Here, we examine the scenario where the employee's leave accrual depends on whether he or she was hired on
or before the 15th of the month.
The following requirements apply:
● The accrual frequency is annually. The employee should get 1 day leave per month from hire date until
accrual period end date if the employee is hired on or before the 15th of a month. If the employee is hired
after the 15th, the employee should only get 0.5 days for this month.
● Example: If the accrual period starts on January 1 and ends on December 31, and the user is hired on May
1, the employee should get 8 days accrual. If the employee is hired on May 20, the employee should get 7.5
days accrual instead of 8 days.
You can use a hire rule to check this. The hire rule needs to be assigned to the corresponding time account
type.
Example
Let's look at a sample business rule, based on the Accrual scenario.
If Condition
If the day of the hire date is on or before the 15th,

Then Condition
Calculates the accrual amount based on the number of months the employee is working from hire date to the
accrual period end date. Create a time account detail to get this accrual posted.
Else Condition:
If the day of the hire date is after the 15th,
Then Condition:
Calculates the accrual amount based on the number of months the employee is working from hire date to the
accrual period end date and deducts 0.5 days. Creates a time account detail to get this accrual posted.
3.4.2 Maternity Leave Once Per Year
It should only be possible to take maternity leave once each year.
You can check this requirement using a take rule, which needs to be assigned to the time type where the
requirement applies.
Example
The business rule is based on the Absence Validation scenario.
The rule function “Get Number Of Absences For Period For Time Types()” returns the number of leave requests
already saved. That means that the rule needs to calculate the edit scenario on its own. The rule function
counts the edited employee times if the previous start date until end date period overlaps with the input period
for the rule function.
1. The If condition

If the absence request is about to be created, the rule checks whether there is already one absence for this
year. In addition, to cover the use case that an absence request starts in one year and ends in the next year,
the rule must validate the year of the employee time start date as well as the year for the employee time
end date. If there is already another absence request (“> 0”) in one of the years, an error message is raised.
2. Else If condition
If the previous condition is satisfied, this Else If condition is executed next. In the edit scenario, the rule
needs to check the year of the employee time start date.
If the start date of the leave request is still in the same year as before and there is already more than one
(“> 1”) absence request for the whole year of the absence request start date, an error message is raised.
One absence request is OK because this is the edited one - it is counted because it exists already before the
edit.
Here's a picture to illustrate what's happening:
3. Else If Condition

If all previous conditions are satisfied, this Else If condition is executed next. In the edit scenario, the rule
needs to check the year of the employee time end date.
If the end date of the leave request is still in the same year as before and there is already more than one (“>
1”) absence request for the whole year of the absence request end date, an error message is raised. One
absence request is OK because this is the edited one - it is counted, because it already existed before the
edit.

If all previous conditions are satisfied, this Else If condition is executed next. In the edit scenario, the rule
needs to check the year of the employee time end date..
If the start date of the leave request is neither in the same year as before, nor in the same year as the
previous end date, it means the edited absence request start date is wholly in a new calendar year. You
cannot have any other absence request (“> 0”) already in this calendar year. If there already is one, an
error message is raised.

If all previous conditions are satisfied, this Else If condition is executed next. In the edit scenario. the rule
needs to check the year of the employee time start date.
If the start date of the leave request is no longer in the same year as before, but in the same year as the
previous end date, it means the edited absence request start date has been moved to the same year as the
end date before editing. In this case, the rule function would still count this absence request when checking
the calendar year of the new employee time start date, because the old employee time end date was
already in the same calendar year.
If there is more than one (“> 1”) absence, it would mean that not only the edited employee time was in this
year but there is a second one. This is not allowed and an error message is raised.

If all the previous conditions are satisfied, this Else If condition is executed next. In the edit scenario, the
rule needs to check the year of the employee time end date.
If the end date of the leave request is neither in the same year as before nor in the same year as the
previous start date, it means the edited absence request end date is in a new calendar year. You cannot
have any other absence request (“> 0”) already in this calendar year. If there already is one, an error
message is raised.

If all the previous conditions are satisfied, this Else If condition is executed next. In the edit scenario, the
rule needs to check the year of the employee time end date.
If the end date of the leave request is no longer in the same year as before, but in the same year of the
previous start date, it means the edited absence request end date has been moved to the same year as the
start date before editing. In this case, the rule function would still count this absence request when
checking the calendar year of the new employee time end date, because the old employee time start date
was already in the same calendar year.
If there is more than one (“> 1”) absence, it would mean that not only the edited employee time was in this
year but there is a second one. This is not allowed and an error message is raised.

If all the previous conditions are satisfied, this Else If condition is executed next.
In both the edit and create scenarios, the rule needs to check calendar years completely covered by the
absence request. For example, the user requests an absence from March 1, 2016 to Jan 10th, 2018. The
start year and end year is already checked by the conditions above, but the year 2017 is not yet checked.
There cannot be another absence request in 2017. If there is, an error message is be raised.
 Note
The edit case is not covered here. If you have an absence request from March 1, 2016 to Jan 10, 2018,
and this request is changed to cover the period from 2019 to 2021, the year 2020 will not be checked.
This is, however, such a fringe case that the rule shown does not include it, to keep things simple.

3.4.3 Maternity Leave: Multiple Times During Employment
Employees should only be able to request maternity leave a given number of times - for example, twice - during
their employment at your company.
You can use a take rule to check this requirement. The take rule needs to be assigned to the corresponding
time type this requirement needs to be fulfilled.
Here's an example of such a rule, based on the Absence Validation scenario.
As the absence request is about to be created, the IF condition checks whether there are already two or more
absences for this time type in the system. If it finds that there are, an error message will be raised.

3.4.4 Different Leave on Consecutive Days
Employees should not be allowed to take leave of two different time types on consecutive working days.
The example considers a case where an employee wants to take sick leave and casual leave on consecutive
working days. Consecutive working days means: If the employee wants to request a leave from Monday to
Wednesday and Saturday and Sunday are not working days, the consecutive working day before this leave
request is Friday and the consecutive next working day after this leave request is Thursday.
You can use a take rule to check this. The take rule needs to be assigned to the corresponding time type. The
rule functions to determine the next and the previous working day can be used to get these days either
considering holidays or not considering them.
Example
Here's a sample business rule, based on the Absence Validation scenario.

If Condition
If the time type is, for example, Sickness, we need to check that an absence request for casual leave cannot be
requested on a consecutive day. This check is relevant for absence requests being created or edited. The rule
needs to check the working day previous to the start date of the leave request. If there is already an absence
request for casual leave on this date, an error is raised. If there is no absence request, the next working day
after the leave request is checked. If there is already an absence request for casual leave on this date, an error
is raised.

Else If Condition
If the time type is, for example, Casual Leave, we need to check that an absence request for sickness cannot be
requested on a consecutive day. This check is relevant for absence requests being created or edited. The rule
needs to check the working day previous to the start date of the leave request. If there is already an absence
request for sickness leave on this date, an error is raised. If there is no absence request, the next working day
after the leave request is checked. If there is already an absence request for sickness leave on this date, an
error is raised.
3.4.5 Floating Holiday During Optional Holidays

Subject to certain conditions, employees can request floating holiday during optional holidays.
The conditions are:
● The employee should only be able to request floating holiday during optional holiday.
● The employee should only be able to request floating holiday a defined number of days per year.
The solution is to store a list of optional holidays, but, to do this, you have to create a custom MDF object. You
do this in the Admin Center by choosing Configure Object Definitions.

The requirement can then be checked using a take rule, which needs to be assigned to the corresponding time
type this requirement needs to be fulfilled. The take rule uses a lookup to the custom MDF object
1. First, create the MDF object: Effective dating should be set to None. You need two fields, country and date.
The object should look like the one here:
2. Now you have to add all optional holidays to this object and assign it to the correct country.
Now let's look at a rule example. The rule is based on the Absence Validation scenario.

The If Condition
The If condition checks whether the start date and the end date of the employee time are on an optional
holiday. If that is not the case, an error message will be raised. To get the information on whether the start date
or end date are an optional holiday, a lookup is done on the object we created above.

The Else If Condition
If the first condition is satisfied, the Else If condition then checks that this time type is not requested for more
than 2 days in a calendar year. This needs to be checked in both the calendar year for the employee time start
date and the calendar year for the employee time end date to ensure that the use case works as expected - for
example, if an absence request is created starting on December 31, 2017 and ending on January 1, 2018. If
more than 2 days are requested, an error message is raised.
3.5 Specific Features for Japan

3.5.1 Checking Compulsory Paid Leave for Japan
Use your Team Off solution to verify that employees in Japan have taken the legally required amount of paid
leave for a particular year.
Prerequisites
You have familiarised yourself with the process for using time collectors, as described inSet Up Time
Collectors.
Context
If employees are entitled to annual leave of more than 10 or more days, they must take at least 5 days of those
days off each year. In turn, employers have to create an Annual Leave Ledger - which includes things like the
number of assigned annual leave days and the dates on which the leave was taken - and store it for 3 years.
Procedure
1. Run the Time Account Snapshot report.

2. Enter the date range for the time period you want to look at. For example, the current year.
3. Choose Time Account Type, and select your annual leave time account type as the report value.
4. Choose OK.

Results
On the first page, you can see the annual leave entitlement. And under Time Account Snapshot Time
Account Snapshot Details ; you can see the individual leave bookings that the employee has made.
Related Information
Checking Annual Overtime for Japan [page 30]

Checking Monthly Overtime for Japan [page 36]
3.5.2 Checking Annual Overtime for Japan
Use your Time Off solution to ensure that employees in Japan are not regularly working more than the legally
specified amount of annual overtime (720 hours of overtime in a given year).
Prerequisites
Collectors.
Procedure
1. Open the Time Collector Template report.

2. Enter the date range for the year you want to check.
3. Add timeCollectorType(Label) Monthly Overtime Time Collector .
The employee’s overtime hours are displayed in minutes.

4. Click this icon to download the results to Excel.
5. In Excel, you can customize the sheet so that the results are easier to analyze. To do this, select the
employee’s name.

6. Then choose Data Subtotal , set these parameters, and click OK.
A new Total row appears for the employee.
7. Shrink the list and select the cells under Time.
8. Then choose Home Conditional Formatting New Rule .

9. In the New Formatting Rule dialog box, set these parameters.
10. When you click OK, you’ll get an immediate color-coded overview of the employees’ annual overtime totals.
Related Information

Checking Compulsory Paid Leave for Japan [page 29]
3.5.3 Checking Average Overtime for Japan
specified amount of average overtime hours within a given period. Specifically, when you look at a period of

two, three, four, five, or six months, employees should not have worked more than an average of 80 overtime
hours each month.
Prerequisites
Collectors.
Procedure

2. Enter the date range for the time period you want to check – anywhere between 2 to 6 months.
3. Add timeCollectorType(Label) Monthly Overtime Time Collector .
The employee’s average overtime is displayed in minutes. In this case, the average of the period from April
to May.
4. Select an employee’s name, and choose Data Subtotal .

5. In the Subtotal dialog box, set these parameters.

6. When you click OK, a new row appears showing the average for each employee.
7. Shrink the list and select the cells under Time.

9. In the New Formatting Rule dialog box, set these parameters.

10. When you click OK, an immediate color-coded overview of the employees’ monthly averages for the
periods appears.
Related Information

Checking Annual Overtime for Japan [page 30]
3.5.4 Checking Monthly Overtime for Japan
specified amount of monthly overtime (100 hours of overtime in a given month).
Prerequisites
Collectors.
Procedure

2. Enter the date range for the month you want to check.
3. Add timeCollectorType(Label) Monthly Overtime Time Collector as a runtime filter.
The employee’s overtime hours are displayed in minutes.

4. Click this icon to download the results to Excel.
5. In Excel, you can customize the sheet so that the results are easier to analyze. To do this, select the cells in
the Time column.

7. In the New Formatting Rule dialog box, set the necessary parameters. In this example, you want to see if the
employee has worked her normal monthly hours (4800 mins), overtime up to the legal limit (6000 mins),
or above the legal limit (over 6000 mins).
8. When you click OK, the different values will be color-coded like this to make them easier to see at a glance.
Related Information

3.6 Specific Features for Mexico
It is possible to configure and use a continued pay feature specific to Mexico.
Configuration
Additional Leave Information
1. First, you create a country/region-specific time type for Mexico. To do this, go to the Admin Center and
2. Create a country/region-specific time type for Mexico, with Sickness as the Absence Class.
The fields under Additional Leave Information only appear when the time type is country/region-specific to
Mexico and the absence class in the time type is Sickness.
○ Time type
○ Make an entry in the Reference Number field. This should be the reference number you've received
from the Social Insurance Authority.
○ Make an entry in the Days Already Cumulated For Same Sickness field.
6. If you want to link this absence to others, choose Link additional absence.
7. Now you need to choose the absences to which you want to link this one. To do this, use the Reason field to
indicate why you want to link these absences (at this time, the only reason available is Identical), then
use the dropdown list in the Absences to be Linked field to select the absences you want to link to. The list
shows all the Mexico-specific absences of time type Sickness where a reference number has been
entered.

absences.
3.6.1 Automatic Payout During Period-End Processing (Prima

Vacacional)
There is a legal requirement in Mexico that specifies that employees must receive an annual entitlement
("prima vacacional") in addition to their normal annual leave entitlement. At the end of the employee’s year, the
prima vacacional entitlement must be paid out. Here's how you set that up in Time Off.
Procedure
1. In Admin Center Manage Data Structures , create a new Vacation time type.
2. Create a recurring Time Account Type with annual accruals on the employee's anniversary date. (Note: you
can use the account creation start date as Employee Flexible Date). Assign this time account type to the
Vacation time type you just created.
3. Create a flexible account Start Date Rule based on the employee anniversary date.
4. Assign the Vacation time type to your time profile and mark it as ESS-enabled.
5. Now create another time type (called, for example, Vacation Premium or Prima Vacactional) which is not
marked as ESS-enabled in your time profile.
6. Create a recurring Time Account Type which accrues 25% of the balance from the Vacation time account.
Mark this time account type as Eligible for Payout.
7. Configure a Period-End Processing with Payout rule which pays out the remaining balance at the end of the
bookable period and then closes the time account. Assign this rule to the time account.
8. In the time account type, set the flag Automatic Period-End Processing. Calendars will be automatically
created for this time account type.
9. Check the logs and verify that the payouts have been created.
3.7 Specific Features for the Netherlands

3.7.1 Setting Up Statutory Leave for the Netherlands
Configure your Time Off solution so that it can calculate the necessary amount of legally required statutory
leave for users in the Netherlands.
Context
Statutory leave is the minimum holiday requirement, calculated at 4 times the hours in a normal working week.
For a full-time employee, this amounts to 20 days (160 hours). If someone is only employed for a certain period
of the year (for example, 45 weeks instead of the full 52) or reduces their working hours, then their statutory
leave entitlement would be accordingly smaller.
For example, if an employee is hired on 12.02.2018 for 40 hours a week, reduces their hours to 36 hours a week
as of 01.07.2018, and is terminated on 31.10.2018, their entitlement would be as follows:
● Period 1 (12.02.2018 – 30.06.2018) is 20 weeks at 40 hours a week = ((4 * 40) * (20 / 52)) = 61.54 hours of
statutory leave
● Period 2 (01.07.2018 - 31.10.2018) is 25 weeks at 36 hours a week = ((4 * 36) * (25 / 52))) = 69.23 hours of
statutory leave
● • Total: 61.54 + 69.23 = 130.77 hours of statutory leave for that year
Time Off needs to be able to calculate this.
Procedure
1. Go to Manage Business Configuration and, under the country/region-specific fields for the Netherlands,
create a new custom field like the one shown here. Give it the label Accrual Entitlement.

2. Create an onSave rule like this one.
This rule will run every time the Job Information record is saved. It will fill the accrual field you just created,
and ensure that any new job information fields are updated if any changes are made to employee’s
standard weekly hours.
3. In the job information, there are fields relevant for calculating accruals. Add these fields to the Time
Account Type as recalculation fields.
This ensures the recalculation will be triggered automatically in case the value in the field is changed.
4. Create an accrual rule like this, and assign it to the Time Account Type as a hire and termination rule.

This rule calculates the average accrual amount based on the job information field you created in step 1.
Next Steps
Create a time profile and assign the relevant Time Type and Time Account Type. Finally, schedule time account
calendar runs to accrue the time account balances.
3.7.2 Setting Up Non-Statutory Leave for the Netherlands
In addition to the legally required minimum leave (statutory leave), employees in the Netherlands can also be
granted additional non-statutory leave.
Context
This is leave over and above the minimum required amount of leave. For instance, at some companies
employees might be granted extra vacation days once they’ve worked there for a certain number of years.
Here’s an example of how that could look:
Employment Duration in Years Annual Non-Statutory Leave Quota in Hours
<2 64
2 64
3 64
4 72
5 72
6 72
7 80
8 80
9 80
10 88
11 88
12 88
13 96
14 96
15 96
16 104
>17 104

Time Off needs to be able to calculate this.
Procedure
1. Create a Lookup table that contains all the necessary information about the annual accrual and level of
seniority. Here’s an example:
The table will be used to fill the job information fields.

2. Go to Manage Business Configuration and, under the country/region-specific fields for the Netherlands,
create a new custom field for each seniority level. For example:
For this seniority level Create this field
0-3 years custom-double1

3. Create an onSave rule like this one. In this example the seniority range only goes up to 7-9 years, but you
can always extend the rule to cover higher values too.
The rule will run automatically every time the job information record is saved. This will ensure that the new
job information fields are always updated accordingly if any changes are made to the employee’s FTE and
standard weekly hours.
4. In the job information of the Time Account Type, add the fields you created in step 2 as recalulation fields.
This ensures that the recalculation will be triggered automatically in case any of the values in the fields are
changed.

5. Create an accrual rule like this, and assign it to the Time Account Type as a hire and termination rule.
Next Steps
Create a time profile and assign the relevant Time Type and Time Account Type. Finally, schedule time account
calendar runs to accrue the time account balances.

3.8 Specific Features for Poland
You can configure the Time Off solution to support the sick leave process for Poland. This process is essential
to ensure that the Time Off solution for your employees is legally compliant.
3.8.1 Setting Up Sick Leave for Poland
Follow the below steps to set up the Sick leave for an employee in Poland.
Prerequisites
● You have familiarised yourself with the documentation in the Implementing Employee Central Time Off
guide.
the objects.
Context
When an employee is sick or needs to take care of a family member, the employee would approach the health
care service and a sickness certificate (ZLA) is issued by the health care services. The admin uses this
certificate to record the absence in the system.
Procedure
1. Firstly, you need to create a country/region-specific Time Type for Poland. To do this, go to Admin Center
and choose Manage Time Off Structures.
2. Create a country/region-specific Time Type for Poland with Sickness as the Absence Class.
3. With this configuration, you can now create absence requests based on this object. To do this, go to the
4. You then see the employee's Time Off overview. Choose New Absence. This brings up the New Absence
window for the employee.
 Note
The fields under Additional Leave Information for Poland only appear when the Time Type is country/
region-specific to Poland and the Absence Class in the Time Type is Sickness.

○ Time Type.
○ Start Date and End Date for the absence being requested.
Under Additional Leave Information for Poland
○ Make an entry in the ZLA Code field. This is the reference code related to the absence.
○ Make an entry in the ZLA Document Number field. This is the document number from the ZLA sickness
certificate.
○ Make an entry in the ZLA Issue Date field. This is the date on which the illness was reported and the
sickness certificate was issued by the ZLA authority.
○ Make an entry in the ZLA Delivery Date field. This is the start date of the sick pay supplement (The date
on which the ZLA was delivered by the employee to the employer).
6. Once all the entries are made, Submit the entries on this page.
3.9 Specific Features for South Africa
Configure your Time Off solution to support the 3-year sick leave cycles required under South African law.
In South Africa, the law requires that sick leave requirements are handled in cycles of 3 years. Over the course
of 3 years, employees are allowed to take paid sick leave for whatever number of days they usually work within
a 6-week period. For example, if an employee has a normal 5-day working week, this means that they would be
allowed to take 30 paid sick leave days over the course of 3 years. At the end of the 3 years, their sick leave
entitlement is renewed.
If you use Time Off for South Africa, you need to support this legal requirement. Unfortunately, true 3-year
cycles for time account validity and accruals are not possible. However, you can still cover the requirement by
setting up flexible date accounts for Sick Leave so that three annual accounts are combined across three years,
with the first account starting on the employee’s hire date.
Use a time account type based on Employee Flexible Date (instead Employee Hire Date) so that features such
as automatic account creation, accrual, and period-end processing can be applied.
 Note
During an employee’s first year of employment, they are only entitled to take one sick day for every 21 days
worked. As such, be sure to set the accrual frequency of the Sick Leave time accounts to Monthly in order
to fulfil the legal requirements for this first year.
Related Information
Setting Up Sick Leave for South Africa [page 49]

Important Notes & Recommendations for Sick Leave in South Africa [page 52]

3.9.1 Setting Up Sick Leave for South Africa
Here are the settings we recommend you make in order to set up sick leave for South Africa. This will ensure
that Time Off can manage sick leave in a way that is compliant with South African law, under which sick leave is
handled in cycles of 3 years.
Context
Procedure
1. Set up a time account for sick leave with the following settings:
2. Then set up an accrual rule to handle the first three-year cycle and all subsequent cycles. Here's an
example of how such a rule could function, assuming that the employees are working a standard 5-day
week and as such are entitled to 30 days of paid sick leave.

Check #1:
If it’s currently the first through sixth month of the first 3-year cycle then the rule will create an accrual
posting of 1 day.
Check #2:
If it’s currently the seventh month of the first 3-year cycle then the rule will create an accrual posting of 24
days for the remainder of the first cycle.

Check #3:
If it’s currently the first month of the second, third, or subsequent 3-year cycle, then the rule will create an
accrual posting of a full 30 days for that cycle.
Check #4:
If it’s currently any other month then the rule will create an accrual posting of 0 days.
Results
The combination of the time account and the accrual rule will ensure that employees are assigned the correct
number of sick days based on their position in the current three-year cycle.
Related Information

Important Notes & Recommendations for Sick Leave in South Africa [page 52]

3.9.2 Important Notes & Recommendations for Sick Leave in
South Africa
Here are some things you should keep in mind when setting up sick leave for South Africa.
● Assign an account booking offset of at least 24 months to the sick leave time account
This ensures that the annual time account for the first year of the 3-year cycle will only be valid (that is,
accruable) during that first year, but bookable for the entire cycle. However, if you regularly have to
retroactively add paid sick leave into previous 3-year cycles, then it could make sense to assign an even
larger booking offset. For example, a booking offset of 30 months will ensure you have six months to make
retroactive changes before the system closes the corresponding time accounts.
 Note
If you do assign a larger booking offset like this, make sure that you set the posting order of the sick
leave time account to Newest First. This will prevent any available balance from the old cycle from being
used accidentally. As an additional safeguard, you can also set up a take rule for the sick leave time
type that specifies that the total sick leave deduction for the current cycle cannot exceed 30 days.
● Use save rules to adjust the bookable end dates of unnecessary time accounts
Time Off will automatically create annual time accounts for the second and third years of the cycle as well,
even though these accounts actually aren’t necessary (since the annual account for the first year will cover
all sick leave bookings for the entire 3-year cycle). Unfortunately, this automatic creation is unavoidable
from a technical point of view.
As such, we recommend that you assign a Save rule to the Time Account object to adjust their bookable
end dates so that they’re the same as the bookable end date of the first annual account. This will ensure
that the system runs period-end processing for all three accounts at the same time.

Here’s an example of what such a save rule could look like:
Related Information

Setting Up Sick Leave for South Africa [page 49]

3.10 Specific Features for Spain
It is possible to configure and use a continued pay feature specific to Spain.
Configuration
the objects.
What You Need To Do
1. First, you create a country/region-specific time type for Spain. To do this, go to the Admin Center and
2. Create a country/region-specific time type for Spain, with Sickness as the Absence Class.
The fields under Linking Absence only appear when the time type is country/region-specific to Spain and
the absence class in the time type is Sickness.
○ Time type
6. With your entries made, choose Link additional absence.
○ Reason
At this time, only Identical is available.
○ Absence
absences.
9. In the resulting popup, you can see the linked absences. For one of them, Yes appears in the Is Original
column.

You can change which absence is treated as the original. To do this, click the Change Original Absence
button.
10. In the resulting popup, select the absence you want to treat as the original and click Save.
Notes on Absence Linking Scenarios
Scenario 1: I have 3 or 4 absences in my system, but only 2 are linked. What happens if I link another
absence?
Nothing. The absence already flagged as the original remains flagged this way, even if the absence you add to
the link is older. However, you can change this using the Change Original Absence feature.
Scenario 2: What happens if I unlink or cancel an absence in a group of linked absences?

This makes no difference if the absence you unlink or cancel is not the absence flagged as the original absence.
If it is the absence flagged as the original, the oldest of the remaining absences automatically becomes the
original absence.
Scenario 3: What happens if I have two linked absences and unlink or cancel one of them?
The Is Original flag for the remaining absence is set to No. The group to which it belongs is dissolved.
3.11 Specific Features for Singapore
3.11.1 Maternity Leave
The rules governing maternity leave in Singapore vary according to whether the child in question is a Singapore
citizen.
3.11.1.1 Maternity Leave Scenario: Child is Singapore Citizen
This rule is based on the Accrual rule scenario.
The rule you create needs to verify:
● That the child is a Singapore citizen.

● That the employee claiming maternity leave is married to the child's father.
● That the employee claiming maternity leave has been working for the relevant employer for at least 3
months.
● Whether the child is the employee's first child.
If all of the above criteria are satisfied, the maternity leave entitlement is 112 days (16 weeks).
There is a picklist that lists all the Singapore citizenship types. You must use the correct rule function and
compare the result to the external code of the option. The example shows citizenship type 5 from the picklist,
which means "Not a Singapore Citizen".

The rule needed to check on these eligibility criteri is available in the Success Store (rule
SF_ACCRUAL_MaternityLeaveForSGPCitizen) and looks like this:
3.11.1.2 Maternity Leave Scenario: Child is Not Singapore

Citizen
This rule is based on the Accrual rule scenario.
The rule you create needs to verify:
● That the child is not a Singapore citizen.

● That the employee claiming maternity leave has been working for the relevant employer for at least 3
months.
● Whether the child is the employee's first child.
If all of the above criteria are satisfied, the maternity leave entitlement is 84 days (12 weeks).
compare the result to the external code of the option. The example shows citizenship type 5 from the picklist,
which means "Not a Singapore Citizen".
The rule needed to check on these eligibility criteria is available in the Success Store (rule
SF_ACCRUAL_MaternityLeaveForNonSGPCitizen) and looks like this:

3.11.2 Child Care Leave (CCL)
The rules governing child care leave in Singapore vary according to whether the child in question is a Singapore
citizen.
3.11.2.1 CCL Scenario: Child is Singapore Citizen
There are some detailed checks that must be satisfied relating to child care leave in Singapore when the child in
question is a Singapore citizen.
So what do you need to check?
● Check that the employee's youngest child is under 7-8 years of age, or under 12-13 years of age.
○ If the child is under 7-8 years of age, the maximum entitlement is 6 days, depending on months of
service.
○ If the child is older than 7-8 years, but younger than 12-13 years, the maximum entitlement is 2 days,
● Check the hire date in the employee's job information. If that is more than 3 months ago, CCL eligibility can
begin to be considered from the 3rd month. Here's a table to sum that up:

Com 1 2 3 4 5 6 7 8 9 10 11 12
pleted
month
s of
service
Singa Not eligible 2 2 3 3 4 4 5 5 6 6

pore
citizen
Performing the Checks
An accrual rule and a take rule are used together to ensure that the eligibility criteria are satisfied and ensure
that the leave quota is not exceeded.
compare the result to the external code of the option. The example below shows citizenship type 5 from the
picklist, which means "Not a Singapore Citizen".

The accrual rule, based on the Accrual rule scenario, is available in the SuccessStore (rule
SF_ACCRUAL_ChildCareLeave_SGPCitizen) and looks like this:

The take rule, based on the Absence Validation rule scenario, looks like this:

3.11.2.2 CCL Scenario: Child is Not Singapore Citizen
There are some detailed checks that must be satisfied relating to child care leave in Singapore when the child in
question is not a Singapore citizen.
So what do you need to check?
● Check that the employee's youngest child is under 7-8 years of age, or under 12-13 years of age.
○ If the child is under 7-8 years of age, the maximum entitlement is 3 days, depending on months of
service.
○ If the child is older than 7-8 years, but younger than 12-13 years, the maximum entitlement is 2 days,
● Check the hire date in the employee's job information. If that is more than 3 months ago, CCL eligibility can
begin to be considered from the 3rd month. Here's a table to sum that up:
Com 1 2 3 4 5 6 7 8 9 10 11 12
pleted
month
s of
service
Non- Not eligible 2 2 3 3 3 3 3 3 3 3

Singa
pore
citizen

Performing the Checks
An accrual rule and a take rule are used together to ensure that the eligibility criteria are satisfied and ensure
that the leave quota is not exceeded.
compare the result to the external code of the option. The example below shows citizenship type 5 from the
picklist, which means "Not a Singapore Citizen".
The accrual rule, based on the Accrual rule scenario, is available in the Success Store (rule
SF_ACCRUAL_ChildCareLeave_NonSGPCitizen) and looks like this:

The take rule, based on the Absence Validation rule scenario, looks like this:

4 Country/Region Specific Rules and Rule
Functions
In addition to the country/region-specific functions described in this guide, we also deliver rules and rule
functions that are specific to particular countries.
Here's a list of the countries for which we deliver country/region-specific rules and/or rule functions. Use the
links to access detailed information on the rules.:
●
Subject to certain conditions, employers in Egypt must give employees leave to go on the Hajj. We deliver a
sample rule you can use to manage that leave.
●
We deliver rules specific to India that cover the following situations:
○ Accrual Depends on Hire on or Before 15th of the month
○ Different Leave on Consecutive Days
○ Floating Holiday During Optional Holiday
○ Maternity Leave: Multiple Times During Employment
○ Maternity Leave Once Per Year
●
Subject to certain conditions, employees in Saudi Arabia are entitled to take leave to go on the Hajj. We
deliver a sample rule you can use to manage that leave.
●
○ Eligibility for maternity leave and child care leave in Singapore, how much leave is available and when,
can vary depending on certain criteria. Rules are used to determine this eligibility.
○ There are also some .
.
●
Subject to certain conditions, male employees in Thailand can take ordination leave.
●
Subject to certain conditions, employers in the UAE must give employees special leave without pay to go
on the Hajj. We deliver a sample rule you can use to manage that leave.
 Note
For full information on rules and rule functions in Employee Central Time Management, refer to the
Employee Central Time Management: Rules and Concepts guide.

Country/Region Specific Rules and Rule Functions PUBLIC 65
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IMPLEMENTATION GUIDE | PUBLIC

Document Version: Q4 2019 – 2020-01-24

Employee Central Time Off Country/Region

THE BEST RUN

1 What's New In Employee Central Time Off Country/Region Specifics. . . . . . . . . . . . . . . . . . . . .3

2 Finding The Right Employee Central Time Guide. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

3 Country/Region Specific Features in Employee Central Time Off. . . . . . . . . . . . . . . . . . . . . . . . 6

4 Country/Region Specific Rules and Rule Functions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65

Employee Central Time Off Country/Region Specifics

What's New More Info

What's New More Info

What's New More Info

Employee Central Time Off Country/Region Specifics

What's New Description More Info

Added country/region-specific features These features were already available in ●

Employee Central Time Off Country/Region Specifics

Setting up Employee Central Time Management

Title Read this guide if you want to...

Using Employee Central Time Management

Title Read this guide if you...

Employee Central Time Off Country/Region Specifics

Specific Features for Colombia [page 7]

Specific Features for Germany [page 8]

Specific Features for Hong Kong, China [page 9]

Specific Features for India [page 11]

Specific Features for Japan [page 28]

Specific Features for Mexico [page 39]

Specific Features for the Netherlands [page 40]

Specific Features for Poland [page 47]

Specific Features for South Africa [page 48]

Specific Features for Spain [page 54]

Specific Features for Singapore [page 56]

Employee Central Time Off Country/Region Specifics

It is possible to configure and use a continued pay feature specific to Colombia.

What You Need To Do

Notes on Absence Linking Scenarios

Employee Central Time Off Country/Region Specifics

Scenario 2: What happens if I unlink or cancel an absence in a group of linked absences?

The absence so removed no longer appears as a linked absence.

The group to which it belongs is dissolved.

3.2 Specific Features for Germany

It is possible to configure and use a continued pay feature specific to Germany.

Using Continued Pay

Employee Central Time Off Country/Region Specifics

3.3 Specific Features for Hong Kong, China

3.3.1 Setting Up Sick Leave Categories for Hong Kong, China

Hong Kong, China has two categories of paid sick leave:

Employee Central Time Off Country/Region Specifics

1. Create a time type (called, for example, HK Sick Leave).

Employee Central Time Off Country/Region Specifics

3.4 Specific Features for India

Employee Central Time Off Country/Region Specifics

The following requirements apply:

Let's look at a sample business rule, based on the Accrual scenario.

If the day of the hire date is on or before the 15th,

Employee Central Time Off Country/Region Specifics

If the day of the hire date is after the 15th,

3.4.2 Maternity Leave Once Per Year

It should only be possible to take maternity leave once each year.

The business rule is based on the Absence Validation scenario.

Employee Central Time Off Country/Region Specifics

Employee Central Time Off Country/Region Specifics