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Release notes HR Core Business 2023-01 EN

03-01-2023 16:21
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New

1.  Added extra block Reduced leave hours to the Leave balance screen

Why

Employees who take unpaid leave do not usually accrue leave entitlements during their unpaid leave. This means that taking unpaid leave, such as unpaid parental leave or a sabbatical, reduces the basic entitlement to Statutory and Extra-statutory Leave. 

In HR Core Business, you can configure unpaid leave in such a way that when it is requested, the basic entitlement to specific other leave types is reduced automatically. To visualize these deducted hours, we have added the Reduced leave hours block to the Leave banlance employee screen.

How

Employee > Leave > Leave balance

When accessing the Leave balance screen for an employee who has requested unpaid leave, and the leave scheme states that such unpaid leave means a reduction of leave entitlements for one or more other leave types, the Reduced leave hours block shows the following:

  • For which leave types the basic entitlement has been reduced
  • How many unpaid leave hours the employee has taken

Please note: The information in the Reduced leave hours block is not forwarded to Management Information. We only forward the calculated final balance to Management Information.

The Reduced leave hours block contains the following data.

Leave type

Leave type that is reduced.

Basic entitlement

The original basic entitlement for the leave type prior to the deduction.

Basic entitlement reduction

The reduction of the basic entitlement based on the number of unpaid leave hours taken by the employee. 

Basic entitlement remaining

The remaining leave after the basic entitlement is reduced.

Basic entitlement age

If applicable, original basic entitlement to age-related hours.

Reduction of age

The reduction of the basic entitlement to age-related hours based on the number of unpaid leave hours taken by the employee.

Remaining age hours

The remaining leave after the basic entitlement to age-related hours is reduced.

Basic entitlement years of service hours

If applicable, original basic entitlement to years of service hours.

Reduction of years of service hours

The reduction of basic entitlement years of service hours based on the number of unpaid leave hours taken by the employee.

Remaining years of service hours

The remaining leave after the basic entitlement to years of service hours is reduced.

Action

If an employee has already taken unpaid leave and the Reduced leave hours block is blank on opening the screen, click the Recalculate button once.

2.  Set up new feature for leave reduction

Why

Since August 2022, the law states that employees can take parental leave in the form of part paid and part unpaid leave. To support this correctly, we have ensured that when unpaid leave is taken, the basic right for specific leave types is reduced automatically, if configured correctly.

How

Settings > Leave > Leave scheme

In a leave scheme, you can configure leave in such a way that when unpaid leave types (source) are taken, the basic entitlement to associated regular leave types (target) is reduced automatically when an employee applies for unpaid leave.

Source and target: the unpaid leave type, such as unpaid parental leave, a sabbatical or unpaid long-term leave, that reduces the basic entitlement is called the source leave. The associated leave type for which the basic entitlement is reduced, is the target leave.

Example

  • You want a specific unpaid leave type to be the source that causes the basic entitlement to Statutory and Extra-statutory Leave to be reduced.
    Source: unpaid leave type
    Target: reduce leave type basic entitlement to Statutory and Extra-statutory Leave
    Target: reduce leave type basic entitlement to Statutory and Extra-statutory Leave

You do this as follows:

  • Go to the Leave Scheme and activate the option Consequences for accrual leave on the Basic rights tab under the unpaid leave type (source).
    When you click Save, you will see the Leave reduction tab.
    This tab shows all of the leave types in the leave scheme that are not linked to parental leave because a value has been entered in Parental leave right based on child.
    The unpaid leave type you are using as the source is also not shown on the Leave reduction tab.
  • On the Leave reduction tab, tick every leave type (target) for which you want to reduce the basic entitlement in the Reduce column.
    This automatically reduces the basic entitlement for this target leave type when the unpaid source leave type is taken.

Calculation method 

example

  • Employee’s contract hours per week 40 (work hours 40 as well)
  • Total Statutory Leave per year (4 * 40) 160 hours
  • Unpaid leave taken 296 hours

calculation

  • Total hours per year: 40 * 52 = 2080
  • Total taken deductible entitlement rate: 160 statutory leave / 2080 = 0.07692307692
  • Actual unpaid leave taken: 296 * 0.07692307692 = 22.77 (rounded off)
  • Deduct the deductible hours (22.77) from the basic leave entitlement (160 hours of statutory leave) to obtain the remaining leave (137.23 hours)

In this formula: Annual leave entitlement / Total hours per year * unpaid leave hours taken

In this example: 160 - * (160 / 2080) * 296) = 160 - 22.77 = 137.23

Action

If taking an unpaid leave type should result in reduced basic entitlement to a specific target leave type, set this up for each leave type as described above.

New reports

3.  Report HR configuration overview

From this release onwards, the new report HR configuration overview is available. It contains information on how leave schemes are set up in HR Core Business. The overview is always an Excel file that is generated for each customer. So you will see the set-up at the corporate level for all companies that are part of a customer. 

How

Reports > Settings > HR configuration overview

The HR configuration overview screen allows you to request the following reports. All reports are ticked by default when you open the screen.

  • Active leave year
  • Special leave
  • Reduce leave entitlement
  • Leave link payroll
  • Leave scheme 
  • Work pattern

The Excel file contains a tab showing the set-up for each overview. The names and order of the overviews on the screen may differ from those in the Excel file. The report does not contain a list of the registration per employee.

More information can be found from release 2023-01 in the online help, topic Overzicht HR inrichting, and in the chapter Rapport - Overzicht HR inrichting of the Handleiding ouderschapsverlof (Parental Leave Manual) which you can download from the community.

Action

Request this report if you want to know how leave is set up in HR Core Business, including intervals from the past.

4.  Report Overview leave entitlement

From this release onwards, the new report Overview leave entitlement is available. This report shows leave composition per employee for all companies that are part of a customer. Among other things, you can see for each employee by which company their salary is paid, their basic entitlement, leave taken, and remaining leave.

How

Reports > Personnel management > Overview leave entitlement
  • Open the Overview leave entitlement screen.
  • Enter the required Reference date and click Create report.
  • View the report in My reports.

Select a Reference date in the Overview leave entitlement screen. Depending on the leave scheme set up, the system checks the leave year in which the reference date falls when generating the report. If you enter the reference date 15-7-xxxx, for instance, and the leave year runs from 1 January xxxx through 31 December xxxx, you will see the leave balance for all employees for the year xxxx. If it is a broken leave year that runs from 1 July xxxx (previous year) through 30 June xxxx (current year), the leave year is shown from 1 July.

More information can be found from release 2023-01 in the online help, topic Verlofsaldo.

Action

Keep in mind that we pass on the calculated final balance to Management Information (MI). This report shows how the calculated leave balance is established. 

 

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