France Return Based Vacation Deduction

Note: This business process An organized flow of activities or tasks that achieves a business goal. An automated business process minimizes the amount of paperwork and manual tasks to complete that process by way of automatic actions, online forms, and automatically generated messages. is an extension model that is developed outside the normal release schedule to meet specific customer needs. To request one of these models, you must submit a Salesforce Service Request to UKG. After the model is delivered to your tenant, you can edit it to meet your needs.

The Return Based Vacation Deduction workflow extension complies with labor law in France to ensure employee entitlement meets a minimum of five weeks of paid vacation. This extension integrates with time-off requests Request subtypes that employees use to request time off for vacation, illness or recovery, appointments, personal time, or other absences. Time-off requests can be configured to support many different employment scenarios. to seamlessly add time-off paycodes A category of time or money that employees earn, for example, Regular Hours, Bonus, or Sick. in the employee’s timecard on days that precede the employee’s return to work date.

The entitlement, known as Conges Payes (CP), uniformly grants vacation to all employees, regardless of working hours or the number of days the employee works each week. CP ensures fairness across all employment arrangements. The working week calculation remains consistent regardless of the individual’s working schedule, and ensures that vacation days are deducted, even when the days fall on contractual non-working days.

This post-processing Activiti workflow prevents part-time employees from accumulating excessive vacation days over the year. When the manager approves the employee’s day-based time-off request, the workflow:

Determines the return day based on the next scheduled working day in the employee’s contract.
Applies deductions on all non-working days up to the day before the employee returns to work (known as Jusqu’à la veille de la reprise).
Handles non-working days as follow:
- When a non-working day falls within an unsigned-off period, the workflow adds a paycode to the employee’s schedule.
- When a non-working day falls within a signed-off period, the workflow adds a paycode to the employee’s timecard.

You have the option to configure one or both of the models that this workflow provides, depending on location requirements in your organization. Each model offers the equivalent of 5 vacation weeks during the vacation year.

Jours Ouvrés refers to the days when the company conducts business.
- This model assumes a 5-day work week that ranges from Monday to Friday.
- Employees receive 2.08 vacation days each month, resulting in a total of 25 vacation days annually.
Jours Ouvrables refers to the days when the company could conduct business.
- This model assumes a 6-day work week that ranges from Monday to Saturday, even though the company conducts business only from Monday to Friday.
- Employees receive 2.5 vacation days each month, resulting in a total of 30 vacation days annually.

This post-processing Activiti workflow honors only day-based requests; and offers the employee a choice of submitting requests that span a range of dates for full day, half day (treated as first half day), first half day, and second half day.

Considerations and limitation

All paycode names must adhere to the default tenant locale.
Due to the fact that vacation in France is calculated in days, this extension only supports day-based vacation paycodes. The workflow allows cascading paycodes.
The workflow inserts additional CP paycodes into the Scheduler or Timecard, as appropriate. The workflow does not extend the time-off request period Defines a time span during which shifts can be changed by an approved request..
You can configure dynamic weekend days within the decision table. Acceptably abbreviations that represent days include:
- Sunday — Sun
- Monday — Mon
- Tuesday — Tue
- Wednesday — Wed
- Thursday — Thu
- Friday — Fri
- Saturday — Sat
The workflow references the decision table to determine weekend days. When it finds one day, such as Sun, it follows the Jours Ouvrables model; and two days, such as Sat;Sun, it follows the Jours Ouvrés model.
The workflow accommodates requests in signed-off periods when the system setting, site.timekeeping.allowRequestsInSignedOffPeriod, is configured as true and edits are enabled in the signed-off period. The workflow does NOT enable edits in the signed-off period.
If the employee cancels a time-off request, the workflow automatically removes any paycode that it previously added. Do NOT manually alter paycodes added by the workflow.
This workflow functions seamlessly with multiple assignments functionality.
Regardless of whether multiple assignments is enabled on the tenant:
- When a time-off request corresponds to a single day, the workflow applies the Primary Job Location that is in effect on that day.
- When a time-off request spans multiple days, the workflow applies the Primary Job Location that is in effect on the first day of the request to the entire request period.
The workflow processes requests that contain up to ten (10) request periods.
To prevent the workflow from adding extra time-off during the request period, you must identify qualifying paycodes that indicate days for which time-off does not apply. Add a semicolon-separated list of these interrupting paycodes, like Training and Public Holidays, to the Parameters table so that the workflow recognizes that it must skip forward to the next day that does not contain an interrupting paycode.
When the employment term's contract schedule does not contain a scheduled shift on a day, the workflow classifies the day as non-working; otherwise, the workflow classifies the day as working.
Although you can configure the time-off request subtype Classifications of schedule requests from employees. with various paycodes, the workflow only deducts the vacation paycode that you add to the workflow’s decision table.

User experience

To illustrate the France Return Based Vacation Deduction behavior, let us look at examples, including expectations for a regular full-time employee. The examples reference two companies; each of which adheres to one of the models.

Company A adheres to a 5-day workweek model (Jours Ouvrés) and grants employees 25 annual vacation days.
Company B adheres to a 6-day workweek model (Jours Ouvrables) and grants employees 30 annual vacation days.

Standard example – Jours Ouvrés model (5-day workweek), full-time employee, request spans one week

A full-time employee at the Company requests time-off for the contracted workweek, from Monday to Friday.
When the manager approves the request, the system deducts one vacation day for each contracted day.
The system reduces the employee’s vacation balance by 5 days, as expected.

Jours Ouvrés model (5-day workweek), part-time employee, request spans one week

A part-time employee at Company A follows a 3-day workweek contract, working Monday to Wednesday.
The employee submits a time-off request for the contracted workweek, from Monday to Wednesday.
When the manager approves the request, the workflow post-processes the request, applying the following logic:
- Evaluates the model under which the employee operates.
- References the contract schedule in the employment terms Legal contracts between employer and employee. When scheduled to work hours differ from the hours in their contract, the pay rules of the employees determine the impact on pay..
- Adds an additional vacation paycode edit, with the same symbolic source and amount to all contractual non-working days that follow the request until the employee is contracted to return to work. In this case, vacation paycode edits are added on Thursday and Friday.
- The original request remains untouched.
The system reduces the employee’s vacation balance by 5 days.

Jours Ouvrables model (6-day workweek), part-time employee, request spans one week

A part-time employee at Company B follows a 3-day workweek contract, working Monday to Wednesday.
The employee submits a time-off request for the contracted workweek, from Monday to Wednesday.
When the manager approves the request, the workflow post-processes the request, applying the following logic:
- Evaluates the model under which the employee operates.
- References the contract schedule in the employment terms.
- Adds an additional vacation paycode edit, with the same symbolic source and amount to all contractual non-working days that follow the request until the employee is contracted to return to work. In this case, vacation paycode edits are added on Thursday, Friday, and Saturday.
- The original request remains untouched.
The system reduces the employee’s vacation balance by 6 days.

Note:
The workflow limits additional Saturday vacation paycodes to a maximum of five Saturdays in each vacation year. Once it reaches the fifth Saturday, the workflow stops adding vacation paycodes.

Jours Ouvrables model (6-day workweek), part-time employee, request spans multiple weeks

A part-time employee at Company B follows a 3-day workweek contract, working Monday, Tuesday, and Friday.
The employee submits a time-off request that spans two weeks, from Friday in Week 1 through (and including) Tuesday in Week 2.
When the manager approves the request, the workflow post-processes the request, applying the following logic:
- Evaluates the model under which the employee operates.
- References the contract schedule in the employment terms.
- Adds an additional vacation paycode edit, with the same symbolic source and amount to all contractual non-working days that follow the request until the employee is contracted to return to work. In this case, vacation paycode edits are added on Saturday in Week 1 and Wednesday and Thursday in Week 2.
- The original request remains untouched.
The system reduces the employee’s vacation balance by 6 days.

Jours Ouvrés model (5-day workweek), part-time employee, half day contracts and requests

A part-time employee at Company A follows a 3-day workweek contract, working from Monday to Wednesday but only during the morning hours.
The employee submits a time-off request for the contracted workweek, from Monday to Wednesday.
When the manager approves the request, the workflow post-processes the request, applying the following logic:
- Evaluates the model under which the employee operates.
- References the contract schedule in the employment terms.
- Deducts a full vacation day on contractual working days and then adds an additional full vacation day paycode edit to all contractual non-working days that follow the request until the employee is contracted to return to work. In this case, vacation paycode edits are added on Thursday and Friday.
- The original request remains untouched.
The system reduces the employee’s vacation balance by 5 days.

Jours Ouvrables model (6-day workweek), part-time employee, multiple request periods in a single request

A part-time employee at Company B follows a 3-day workweek contract, working Monday, Tuesday, and Friday.
The employee submits a time-off request for the second half of Friday in Week 1 and the first half of Friday in Week 2.
When the manager approves the request, the workflow post-processes the request, applying the following logic:
- Evaluates the model under which the employee operates.
- References the contract schedule in the employment terms.
- Deducts the second half vacation day on contractual Friday in Week 1 and then adds an additional full vacation day paycode edit to the contractual non-working day that follows the request until the employee is contracted to return to work. In this case, vacation paycode edit is added on Saturday in Week 1.
- Deducts the first half vacation day on contractual Friday because the employee works the second half day.
- The original request remains untouched.
The system reduces the employee’s vacation balance by 2 days.

Before you start

Before you configure this business process, you must do the following:

System settings: For managers to accept time-off requests during signed-off periods, site.timekeeping.allowRequestsInSignedOffPeriod must be set as true. See the Timekeeping System Settings topic.
Paycodes: Create paycodes, such as public holidays or training, that the business process interprets as an interruption. For example, the process does not add deduction paycodes on days that are designated as public holidays. See the Paycode definition topic.
Workflow notifications Informs people to run business processes or integrations, complete forms, or respond to events in business processes. Example: Approve a time-off request.: Create two generic workflow notifications. The first notifies the recipient when the workflow initiates; and the second notifies the recipient when errors occur during workflow processing. Design the notifications by combining free text with available custom tags. See the Generic notifications topic.
Examples include:

Workflow notifications: Create two generic workflow notifications. The first notifies the recipient when the workflow initiates; and the second notifies the recipient when errors occur during workflow processing. Design the notifications by combining free text with available custom tags. See the Generic notifications topic.
Examples include:

Name: Return Based Vacation Deduction Notification

Select Recipient List will be supplied at runtime.

Select Trigger Business Process and select the ReturnBasedVacationDeduction_v1 template.

Business Process will run as Notification Recipient List.

Select Do not suppress duplicates.

Name: Return Based Vacation Deduction Error

Enter <ErrorValidationMessage> in Long Message.

Select Recipient List will be supplied at runtime and Send to employee.

Business Process will run as Notification Recipient List.

Select Do not suppress duplicates.

Request subtype: Create, or edit, a Time Off request subtype to which you add the employee workflow notification that you previously configured. Utilize this request subtype when you update the workflow decision table. See the Configure Request Subtypes topic.

Configure the France Return Based Vacation Deduction business process model

Version history

Version	Description
1	Initial release.

Migrate the process model to the tenant

Migrate the France Return Based Vacation Deduction process model to the customer tenant using Setup Data Manager (SDM) Moves and manages configuration data across software and hardware environments. (SDM Setup Data Manager moves and manages configuration data across software and hardware environments.).

Log in to the appropriate tenant.
Go to Main Menu > Administration > Setup Data Manager.
Select the Source tenant where the Process Model resides, and select the template to copy. It is a .zip file. A message appears in the Source column: Source: Import from <filename>.zip.
Click Tap Review and Publish. The Publish Summary panel appears.
Review the Publish Summary panel. It lists the items that were extracted from the migration file. If you approve, click tap Publish with Comment or just Publish.
Click Tap Go to Publish History at the bottom of the panel to view the status of the data transfer. The Publish History page contains a table that lists the items you have published. If there were errors during the transfer, the button under the Errors column for that row is black.
To view details, click tap the appropriate row and click tap View Selected.
On the History for publish run page, click tap Show all to view the setup data that you published, and the errors that occurred, if any, listed by item type and name.

Configure the France Return Based Vacation Deduction decision tables

Note: Decision tables are configurable based on user requirements and can be changed accordingly. These tables are dynamic and can be updated at any time without redeployment of the process model.

Go to Main Menu > Administration > Application Setup > Business Process setup > Process Models.
Select the ReturnBasedVacationDeduction_v1 process and click tap Edit. The process model enters edit mode.
Select the Decision Tables tab.
Click Tap Everyone's, and then select the decision table to edit.
Click Tap Decision Table Editor to add or update the rows in the table.
Click Tap Save and close.

Caution:

Values entered in the decision tables are case-sensitive, and must match configured values in the system.
Do not remove variables, variable names, or variable types from any decision table.

Edit the following decision tables:

ReturnBasedVacationDeduction_v1_InternalParameters — Controls internal Return Based Vacation Deduction configuration variables that optimize workflow system performance. The default values are preconfigured.

Return Based Vacation Deduction — Internal Parameters decision table structure
Parameter name	Description	Default value
ApprovedStatusIdentifier	Status identifier for the approved leave request.	wfs.entity.REQUESTSTATUS.APPROVED
CancelledStatusIdentifier	Status identifiers for the canceled and cancel-approved leave requests.	wfs.entity.REQUESTSTATUS.CANCELLED_APPROVED; wfs.entity.REQUESTSTATUS.CANCELLED
TotalizerWaitTimeInSec	Totalizer delay time in seconds before the workflow adds paycodes to the Timecard.	10
Admin	Account that makes API calls.	SERVICE-LEVEL3
RequestId	Time-off request ID.	RequestId_1
RequestStatusIdentifierKey	Process parameter key.	ApprovalStatus

ReturnBasedVacationDeduction_v1_Parameters — Allows configuration of the parameters used in the workflow. The default values are preconfigured.

Return Based Vacation Deduction — Parameters decision table structure
Parameter name	Description	Example value
PayCodeComment	The comment that the workflow adds to the deduction paycode.	Return Based Vacation Deduction
InterruptingPaycodes	(Optional) Contains a semicolon-separated list of interrupting paycodes. When the workflow encounters one of these paycodes in the Timecard, it will not add a deduction paycode on the same day.	Public Holiday; Training
MaxLookForwardDays	Determines when the workflow applies the CP vacation paycode. Note: CP paycode placement begins the day after the leave period ends, and continues until the day before the return to work day, without exceeding MaxLookForwardDays.	30
SaturdayIndicativePayCode	Identifies the paycode that the workflow adds to the Timecard in accordance with the Jours Ouvrables model when Maximum Saturdays is configured.	Saturday Count
ErrorWorkflowNotification	Identifies the workflow notification that sends error details.	Return Based Vacation Deduction Error
PayCodeCommentNote	Paycode comment note format.	ID: <RequestID>, Destination:<Target>
TargetNameForTimecard	Target name that the workflow adds to the comment note when the deduction is added in the Timecard.	Feuille de temps
TargetNameForSchedule	Target name that the workflow adds to the comment note when the deduction is added in the schedule.	Planning
MaxSaturdayIdentifierForSignOff	Comment that the workflow adds to the Timecard that indicates that the deduction was previously added, but then removed due to the maximum number of paycodes applied on Saturdays.	Maximum Saturdays Adjusted

ReturnBasedVacationDeduction_v1_Configuration — Allows workflow configuration specific to locations within the organization.

Return Based Vacation Deduction — Configuration decision table structure
Parameter name	Description
LocationName	Location name. Note: You can use an asterisk (*) as a wildcard.
Vacation Pay Codes	Specifies the paycode used in the Time-Off request.
ModelName	Determines the model used for the employee. Supported values: Jours Ouvrés Jours Ouvrables
WeekendDays	Identifies the weekend day or days to use with the specified model and location. Note: When the weekend consists of two days, use a semicolon to separate the values. If you enter two days, such as Sat;Sun then the workflow follows the 5-day working week (Jours Ouvrés). If you enter one day, such as Sun then the workflow follows the 6-day working week (Jours Ouvrables). Values are case-insensitive. For example, acceptable variations of Sunday include Sun, sun, and SUN.
AccrualYearStartDate(dd/MM)	Vacation year start date. Note: The entry must adhere to the `dd/MM` format.
MaximumSaturdays	(Optional) Identifies the maximum number of Saturdays that are eligible for the extra paycode. Note: If a location follows the 5-day work week and Weekend Day does NOT equal Saturday, then Maximum Saturdays must equal `0` or `NULL`.

Deploy the updated France Return Based Vacation Deduction business process model

Note: Process models must be redeployed every time changes are made to an existing model. Re-deployment is not required for decision table changes.

Follow these steps to deploy the process model. For detailed information, see the online help topic Deploy Business Process Models.

Go to Main Menu > Administration > Application Setup > Business Process Setup > Process Models.
Select the ReturnBasedVacationDeduction_v1 model and click tap Deploy .
On the Business Process page, configure the required parameters and deployment dates.
- (Optional) In Description, enter Return Based Vacation Deduction.
- In Display Name, enter ReturnBasedVacationDeduction_v1.
- In Start Effective, select the effective start date.
- In End Effective, select Forever to make the Business Process available indefinitely.
- In Status, select Active.
- In Action List, select Hide.
- In Tile A container that provides navigation or action from its summary view. List, select Hide.
- In GoTo List, select Hide.
- From Template Categories, select Notification.
Click Tap Save and then Return.

APIs

API Details
Type	Resource path	Description
GET	v1/scheduling/employment_terms_schedule?employee_id=1109&start_date=2024-05-09&end_date=2024-05-09&select=groupShifts	Retrieves the Contract Schedule of the employee.
GET	v1/scheduling/timeoff/{timeOffRequestId}	Returns a time off request by ID.
POST	v1/timekeeping/timecard	Updates a timecard for an employee as a manager. You can add, update, or delete punches The entries on a timecard that mark the beginning (in-punch) or end (out-punch) of a work interval, such as the beginning of a shift or transfer., paycode edits, hours worked, and exception Comments.
POST	v1/commons/persons/extensions/multi_read	Returns multiple person records based on search criteria. Search criteria includes personid, personnumber, jobassignmentid, username, useraccountid, and badgenumber.
GET	v1/commons/user_preferences/locale_policy?userCurrent=true	Returns user preferences for the current user or tenant.
POST	v1/timekeeping/timecard_metrics Measures and tracks workforce performance by comparing planned with actual workload or coverage, or by showing variances at any organizational level./multi_read?partial_success=true	Returns timecard data for a set of employees or locations.
POST	v1/scheduling/schedule/pay_code_edits/multi_create	Creates paycode edits in the schedule.
POST	v1/scheduling/schedule/pay_code_edits/multi_delete	Deletes paycode edits by ID.