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US FMLA IMPLEMENTATION
Table of Contents
Disclaimer
Release
Introduction
Define Balance
Length of Service
10
10
10
13
Basic Attributes
13
13
14
15
17
Absence Types
17
17
17
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19
19
19
19
20
21
Conclusion
22
23
23
24
Assignment Overrides
24
Location Overrides
24
Payroll Customers
27
State Codes
28
31
33
33
33
34
35
Assumptions
35
35
37
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37
38
38
39
40
40
Release
Absence functionality is available in Fusion Release 10. This functionality applies to HR Only, Payroll Interface, and
Payroll licensed customers.
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Introduction
The Family and Medical Leave Act of 1993 (Federal FMLA) introduced the concept of protected
leave in the United States. Federal FMLA designates 12 weeks of certain absences as protected
leave within a year. In general, the types of absences that fall under Federal FMLA protection are
those associated with birth or placement of a child; health conditions of the employee or qualified
family members and hardships associated with military deployment.
Federal FMLA applies to employees who have completed one year of service with the employer and
have worked a minimum of 1,250 hours during the 12 months prior to a request for FMLA leave.
Additionally, Federal FMLA only applies to immediate family members. Family members included are
a spouse, parent, son or daughter, or in loco parentis (FMLA regulations define in loco parentis as
including those with day-to-day responsibilities to care for or financially support a child).
Several states have separate Family and Medical Leave Acts (collectively referred to as State FMLA).
In general, they all have more generous provisions and employers are obligated to provide the
maximum benefit when comparing states to the Federal provisions.
This document provides guidance on how to configure Federal and State FMLA plans in Oracle Fusion
Absence Management. Absence types differ widely among US employers, and there are configuration
options that must be decided by the employer. This means that it is not feasible to deliver a predefined
solution for Federal and State FMLA plans. In addition, there are several practices that are not yet
supported by the product. This document will both provide configuration options and highlight practices
that are not yet available.
Important Note
Absence element creation is out of scope for this document. This document only discusses FMLA
configuration. Elements are not required because payroll payments are not made for FMLA. FMLA
eligibility is determined and tracked. However, if paying other absences concurrently with FMLA (i.e.
Short Term Disability or Maternity Leave), absence element creation is required for those paid
absences. For more information on the absence elements and the setup tasks associated, see the
whitepaper, Setting up Absence Elements for Oracle Fusion Absence Management (Doc ID
1904188.1) on My Oracle Support.
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5 | US FMLA IMPLEMENTATION
2.
3.
4.
5.
6.
Associate FMLA Plan to Absence Types (see Family and Medical Leave Plans and Absence Types
section).
7.
Manage Absence Records (see Managing Absence Records Subject to FMLA Protection section).
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Define Balance
Hours worked by an employee are one of the factors to determine FMLA eligibility. At the Federal level, the
minimum requirement for hours worked is 1,250 hours over a 12 month period. This is managed by using a derived
factor for hours worked on your FMLA eligibility profile. A balance for hours worked must be configured before it can
be referenced in the Derived Factors UI. Customers are responsible to setup the balance, but some points to note
are below as guidance. Balances are created using the Manage Balance Definitions UI.
Hours. Only include hours actually worked for the employer (i.e. only hours physically on the job). Paid
leave and unpaid leave should not be included.
Balance category. Balance Category must be defined as Hours.
UOM. Unit of Measure must be defined as one of the Hours options.
Balance feeds. Balance feeds may be setup by Balance Classification, which will automatically add a feed
to the hours balance for all Balance Classifications defined for the balance. Note that if a primary
classification is selected, this will include all secondary classifications defined under the primary
classification.
For additional details, see Appendix C: Sample Hours Balance Creation.
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Length of Service
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Create eligibility profiles to define criteria that determine whether a person qualifies for objects that you associate the
profile with. You can associate eligibility profiles with objects in a variety of business processes.
Criteria defined in an eligibility profile are divided into categories:
Category
Description
Personal
Includes gender, person type, postal code ranges, and other person-specific criteria.
Employment
Includes assignment status, hourly or salaried, job, grade, and other employment-specific criteria.
Derived factors
Includes age, compensation, length of service, hours worked, full-time equivalent, and a
combination of age and length of service.
Other
Related
Includes criteria based on whether a person is covered by, eligible for, or enrolled in other benefits
coverage
offerings.
Some criteria, such as gender, provide a fixed set of choices. The choices for other criteria, such as person type, are
based on values defined in tables. You can define multiple criteria for a given criteria type.
For Federal FMLA eligibility, the following attributes must be configured as part of the eligibility profile:
Length of service. Use Derived Factors
Hours worked. Use Derived Factors
Person type. Employee
Below are some screen captures illustrating the eligibility profile setup in the UIs for each attribute above.
Note: If you require state-specific eligibility criteria (for lower levels of eligibility than federal levels), you must define
an eligibility profile using an evaluation fast formula to derive the state, along with less restrictive eligibility criteria.
For example, an employee who works in New Jersey may have only 1,100 work hours, so they will not meet the
federal FMLA requirements, but will meet the state of New Jerseys FMLA requirements. For more information for
the state fast formula, refer to Appendix A: Fast Formula Derive State for FMLA Benefits.
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Basic Attributes
The basic attributes of the FMLA plan are defined below and are captured in the Basic Details section and Plan
Attributes tab of the UI.
Plan type. Qualification
Legislation. United States
UOM. Weeks
Conversion Formula. A conversion formula is required to convert work hours or days missed.
13 | US FMLA IMPLEMENTATION
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Duration of protected leave. The total amount of protected leave for most absences under FMLA is 12
weeks. If the referenced leave is to care for a member of the family who is active military, that protection is
extended to 26 weeks for those absences.
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17 | US FMLA IMPLEMENTATION
setups tasks associated, see the whitepaper, Setting up Absence Elements for Oracle Fusion Absence
Management (Doc ID 1904188.1) on My Oracle Support.
18 | US FMLA IMPLEMENTATION
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Conclusion
This document shows how to implement key requirements for configuring and processing absences protected under
Federal FMLA and state-based eligibility. It also identifies areas where enhancements are under consideration.
22 | US FMLA IMPLEMENTATION
This is an example for the states of CT, NJ, and DC. If you require a different or additional state, the IF
statement must be adjusted accordingly.
/* DEFAULTING OF DBIs */
/* DBI to get State from Location Address */
DEFAULT FOR PER_ASG_LOC_REGION2 is ' '
/* DBI to get State from Resident Address */
DEFAULT FOR PER_ASG_ADD_REGION2 is ' '
/* DBI if employee work from home */
DEFAULT FOR PER_ASG_WORK_AT_HOME is 'N'
/* DEFAULTING OF LOCAL VARIABLES */
ELIGIBLE= 'N'
l_log = ESS_LOG_WRITE('PER_ASG_ADD_REGION2='||PER_ASG_ADD_REGION2)
l_log = ESS_LOG_WRITE('PER_ASG_LOC_REGION2='||PER_ASG_LOC_REGION2)
/* Check if the person is working from home. If the person is working
from home, use the state of the home, resident address else use work address
*/
if PER_ASG_WORK_AT_HOME = 'Y' THEN
(
if (PER_ASG_ADD_REGION2 = 'CT' or PER_ASG_ADD_REGION2 = 'NJ' or PER_ASG_ADD_REGION2 = 'DC')
THEN
ELIGIBLE= 'Y'
)
else
(
23 | US FMLA IMPLEMENTATION
This is an example for the states of CT, NJ, and DC. If you require a different or additional state, the IF
statement must be adjusted accordingly.
Assignment Overrides
Address overrides may be setup at the assignment. These are setup in the employees assignment in the Manage
Employment UI as a Work Tax Address.
Location Overrides
Address overrides may be setup for the location. These are setup in the Manage Locations UI as an Address Type
= Location override (see below).
24 | US FMLA IMPLEMENTATION
PER_PER_PERSON_ADD_USAGE_ADDRESS_ID IS 0
PER_ADD_REGION1
IS 'INVALID'
PER_ADD_REGION2
IS 'INVALID'
PER_ADD_ADDL_ATTR4
IS 'INVALID'
PER_ADD_TOWN_OR_CITY
IS 'INVALID'
PER_ADD_POSTAL_CODE
IS 'INVALID'
25 | US FMLA IMPLEMENTATION
DEFAULT FOR
DEFAULT FOR
DEFAULT FOR
DEFAULT FOR
DEFAULT FOR
ELIGIBLE= 'N'
l_state=' '
PER_ASG_TAX_ADDRESS_ID is -1
hr_asg_id
IS 0
PER_ASG_LOCATION_ADD_USAGE_ADDRESS_ID IS -1
PER_ASG_ADD_REGION2 IS 'INVALID'
PER_ASG_WORK_AT_HOME IS 'INVALID'
l_PER_ASG_TAX_ADDRESS_ID = PER_ASG_TAX_ADDRESS_ID
26 | US FMLA IMPLEMENTATION
Payroll Customers
The formulas below are for those customers that have implemented payroll and are maintaining tax cards for
employees.
This formula retrieves the state for benefits from the employees tax card, which has already been through the
additional hierarchy tests in the HR only formulas.
Notes:
DEFAULT_DATA_VALUE FOR
US_EMPLOYEE_WITHHOLDING_CERTIFICATE_DIR_CARD_DIR_CARD_ID is -1
/* Disability State */
DEFAULT FOR US_WTH_TAXATION_HRX_US_WTH_TAXATION_SDI_STATE
is ' '
27 | US FMLA IMPLEMENTATION
l_w4_card_id = US_EMPLOYEE_WITHHOLDING_CERTIFICATE_DIR_CARD_DIR_CARD_ID[1]
else
l_w4_card_id = -1
IF l_w4_card_id <> -1 THEN
(
CHANGE_CONTEXTs(DEDUCTION_CARD_ID = L_W4_CARD_ID)
(
I = US_W4_TAXATION_CTX1.FIRST(-1)
WHILE US_W4_TAXATION_CTX1.EXISTS(I)
LOOP
(
L_TRU = US_W4_TAXATION_CTX1[I]
if L_TRU<> '0' then
(
l_found = 'TRUE'
exit
)
I = US_W4_TAXATION_CTX1.NEXT(I,-1)
)
if l_found= 'TRUE' THEN
(
CHANGE_CONTEXTs(TAX_UNIT_ID = TO_NUMBER(L_TRU))
(
IF (US_WTH_TAXATION_HRX_US_WTH_TAXATION_SDI_STATE was not Defaulted) THEN
(
l_log_data = ess_log_write('Enter WAS NOT DEFAULTED')
SDI_STATE = (US_WTH_TAXATION_HRX_US_WTH_TAXATION_SDI_STATE)
)
ELSE
(
SDI_STATE = (US_WTH_TAXATION_HRX_US_WTH_TAXATION_DEFAULT_SDI_STATE)
)
)
)
)
)
ELIGIBLE= 'Y'
return Eligible
State Codes
The state codes below should be referenced when referring to the SDI_STATE in the payroll formulas above.
28 | US FMLA IMPLEMENTATION
Note: At this time the only states that have different requirements than the federal level, thus requiring this extra
check for eligibility, are California, Connecticut, Hawaii, Maine, Minnesota, New Jersey, Oregon, Rhode Island,
Vermont, Washington, Wisconsin and the District of Columbia. However, in case state requirements change and
another state is added to this group, the entire list of state codes is listed below for completeness.
GEOGRAPHY_NAME
AL
AK
AZ
AR
CA
CO
CT
DE
DC
FL
GA
HI
ID
IL
IN
IA
KS
KY
LA
ME
MD
MA
MI
MN
MS
MO
MT
NE
NV
NH
NJ
NM
NY
NC
ND
OH
OK
OR
PA
RI
SC
SD
TN
TX
UT
VT
VA
WA
WV
WI
WY
AS
29 | US FMLA IMPLEMENTATION
STATE_CODE
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
29
30
31
32
33
34
35
36
37
38
39
40
41
42
43
44
45
46
47
48
49
50
51
60
FM
GU
MH
MP
PW
PR
VI
30 | US FMLA IMPLEMENTATION
61
66
67
68
69
72
78
DEFAULT
DEFAULT
DEFAULT
DEFAULT
DEFAULT
DEFAULT
DEFAULT
DEFAULT
DEFAULT
FOR
FOR
FOR
FOR
FOR
FOR
FOR
FOR
FOR
= ln_week_conversion_factor * 7)
= ln_week_conversion_factor / 2)
= (ln_week_conversion_factor * 24) / 52)
= (ln_week_conversion_factor * 12) / 52)
= ln_week_conversion_factor / 52)
ln_abs_duration=IV_TOTAL_DURATION
ld_period_start_date = to_date(to_char(IV_START_DATE,'DD/MM/RRRR')||' '||IV_START_TIME,'DD/MM/RRRR
HH24:MI:SS')
ld_period_end_date = to_date(to_char(IV_END_DATE,'DD/MM/RRRR')||' '||IV_END_TIME,'DD/MM/RRRR
HH24:MI:SS')
IF (ln_abs_duration =0 )
THEN
(
ln_abs_duration = GET_PAY_AVAILABILITY
('ASSIGN',
ld_period_start_date,
31 | US FMLA IMPLEMENTATION
ld_period_end_date,
'Y',
'Y',
'N',
'Y',
'H')
)
ln_total_working_hours = PER_ASG_STANDARD_WORKING_HOURS * ln_week_conversion_factor
ln_duration_mid = ln_abs_duration/ln_total_working_hours
duration = round(ln_duration_mid,2)
RETURN duration
32 | US FMLA IMPLEMENTATION
Navigate to Payroll Calculation work area and click Manage Balance Definition.
2.
3.
4.
Click Continue.
6.
7.
8.
Click Next.
10. Query on the balance dimension name of Relationship Last 12 Months and select the balance name.
11. Click Apply.
12. Click Done.
13. Click Next.
33 | US FMLA IMPLEMENTATION
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Assumptions
The following assumptions are made for this sample:
Follow the steps outlined below to create the above derived factors.
1.
Navigate to Absence Administration work area and click Manage Derived Factors.
2.
3.
Click Create.
4.
Enter Name.
5.
6.
7.
8.
35 | US FMLA IMPLEMENTATION
9.
36 | US FMLA IMPLEMENTATION
Follow the steps outlined below to add the attributes above to the eligibility profile.
1.
Navigate to Absence Administration work area and click Manage Eligibility Profiles.
2.
3.
4.
5.
6.
7.
8.
9.
Navigate to Absence Administration work area and click Manage Absence Plans.
2.
Click Create.
3.
4.
5.
37 | US FMLA IMPLEMENTATION
6.
Click Continue.
8.
9.
38 | US FMLA IMPLEMENTATION
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Navigate to Absence Administration work area and click Manage Absence Types.
2.
3.
4.
5.
6.
7.
8.
Select Active.
40 | US FMLA IMPLEMENTATION
9.
Enter 10 in Priority.
41 | US FMLA IMPLEMENTATION
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42 | US FMLA IMPLEMENTATION