QRG Family and Domestic Violence Leave

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Purpose

The purpose of this quick reference guide is to step through the process of creating a Paid Family and Domestic Violence Leave Event as a Payroll User. The intended audience for this document is system administrators / standard users. This process does not need to be followed until there is a need to create the first Leave Event for Paid Family and Domestic Violence Leave for any Payees in the Org. Please note that this is the proposed 2cloudnine solution for managing Paid Family & Domestic Violence Leave. In the event you wish to process this Leave type in a different way, please contact Customer Success. The steps in this QRG will process the Leave Events for record keeping purposes, and the Leave Events will not be processed in any Pay Batches. The Payees will be paid as per normal attendance to work, and if they are paid by Timesheets, they should submit their normal standard work hours on a Timesheet for Payment.

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Steps

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Creation of Family and Domestic Violence Leave Events

To create a new Family & Domestic Violence Leave, follow the steps below: To create a new Payee Leave Event record, follow these steps:

1. Go to the Payee record.
   1. To identify a Payee record from an Employee record, enter the Employee name into the Global Search. (See Figure 1)

2. Select the Employee record from the suggestions provided. (See Figure 2)
3. Open the Related tab.
4. Identify the Payee record(s).
5. Select the Payee record.

2. Within the Payee record, navigate to the Leave tab. (See Figure 3)
3. Click on the F&DV Leave sub-tab.

4. The next page will display one of the following screens:
   1. A Payee who has not yet had a Payee Leave Rule created for Paid Family and Domestic Violence Leave previously, or the previous Payee Leave Rule for Paid Family & Domestic Violence Leave has expired, will display an introduction screen. (See Figure 4) OR
   2. If the required Leave Rule and the Payee Leave Rule is already created for this Payee, Users will be presented with a different screen that includes the current details of the Payee Leave Rule, along with all Payee Leave Events for this type of leave recorded so far. If this is the screen you are presented with, please skip the next steps and proceed at step 9.
5. Click on the Begin button. Upon clicking this button, the system will check if a Leave Rule for Paid Family & Domestic Violence Leave already exists, and if not, will create a new Leave Rule in line with the new legislation which came into effect from 01/02/2023.

6. Populate the following required fields to provide the base details of the new Payee Leave Rule record: (See Figure 5)
   1. Effective Date
   2. Hours Granted
7. Please choose one of the following as required:
   1. If you do not wish to create a new Payee Leave Event at this point in time, you can click the Next button to create just the Payee Leave Rule and finish the process. (See Figure 5) OR
   2. If you do not click the Next button and wish to create a Payee Leave Event in addition to the Payee Leave Rule, continue to the next step.

8. To create a Payee Leave Event in addition to the Payee Leave Rule, click on the Toggle button called Take Leave?. (See Figure 6)

9. Populate the following required fields to provide the base details of the new Payee Leave Event: (See Figure 7)
   1. Leave Start Date
   2. Leave End Date
   3. Hours Taken
   4. Select Assignment

10. If you need to store any documentation against the Payee Leave Event, click Upload Files under the Upload Supporting Documents section, or use the drag-and-drop feature to upload (see Figure 8).

11. Select the file and click on the Open button. (See Figure 9)

12. The selected file will upload as an attachment to the Payee Leave Event record, and a confirmation will appear as shown below. Click on the Done button. (See Figure 10)

13. Click on the Next button. (See Figure 11)
14. The system will check if a Family & Domestic Violence Payee Leave Rule already exists, and will create a new Payee Leave Rule if required, and will create the Payee Leave Event.

15. Once completed, you will receive a confirmation message. (See Figure 13)
16. Click on the Finish button.

17. You will then be able to review all Family & Domestic Violence Payee Leave Events for this Payee as well as seeing the Opening Balance, Sum of Hours Taken and Remaining Hours (see Figure 14). The files that were uploaded during creation of Leave can be located in the Related Files section of the Payee Leave Event record.

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Cancelling incorrectly entered Family and Domestic Violence Leave Events

To cancel a Family & Domestic Violence Leave Event that has been entered in error, follow the steps below:

1. Open the Payee record, click on the Leave tab and the F&DV Leave sub-tab by following steps 1 to 3 on page 1.
2. Scroll down or navigate to the Leave Events and Balance section.
3. Under the Payee Leave Event Name column, check the name of the Payee Leave Event that was incorrectly created and needs to be removed (e.g. PLE-0000000043 in the screenshot below). (See Figure 15)

4. Click on the Events sub-tab under the Leave tab. (See Figure 16)

5. Select the Payee Leave Event for the dates that were incorrectly created as noted in step 3 on the previous page. (See Figure 17)

6. Within the Payee Leave Event record, click the pencil icon located on the right hand side of the Void field. (See Figure 18)

7. On the field Void, change the picklist value to Yes. (See Figure 19)
8. Click on the Save button.

9. Click the Leave tab and the F&DV Leave sub-tab again.
10. When you go to the Leave Events and Balance section on the F&DV Leave screen, the Sum

Hours Taken will no longer include the hours that have now been voided, and the Remaining Balance will also be adjusted accordingly. (See Figure 20)

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Field Descriptions

Effective Date is the Effective Date of the Paid Family and Domestic Violence Payee Leave Rule. Hours Granted are the number of hours granted for the Paid Family and Domestic Violence Payee Leave Rule, which should be equivalent to 10 days for the Payee. Hours Taken are the number of hours taken by the Payee for the Paid Family and Domestic Violence Leave Event. Leave End Date is the Leave End Date of the Paid Family and Domestic Violence Leave Event. Leave Start Date is the Leave Start Date of the Paid Family and Domestic Violence Leave Event. Select Assignment is the Payee’s Assignment that is related to the Leave Event. Take Leave? is the toggle button used to enable the fields to create a Payee Leave Event.

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Further Information