OTIP MPL - Position Duplication for Leave Workaround

OTIP Position Record Duplication for Leave Workaround

ISSUE: Some boards do not want to end Position record when putting an employee on leave due to internal process reasons such as 1) Maintaining Seniority, 2) Pay STATHOL.

Thus, causing the Position Record to need to remain open and therefore impact OTIP MPL files.

FIX: Utilize the Duplication functionality for Position Records to End Date current Position with benefits, Duplicate the record and remove the Benefit Flag for the duration of the Leave. 

This allows a Position with FTE to remain for Seniority, STATHOL and other purposes. 

Employee Position

select EMPLOYEE_ID, EMP_GROUP_CODE, ACTUAL_FTE, JOB_CODE, LOCATION_CODE, BENEFIT_PLAN, POSITION_START_DATE, POSITION_END_DATE, SHIFT_CODE, GL_ACCOUNT_CODE_1 from EC_EMPLOYEE_POSITIONS

where EMPLOYEE_ID = 'xxxx'

and POSITION_END_DATE > '2023-04-01'

**Position was Active, and is now End Dated. Leave will start the following day

Employee Salary

select EMPLOYEE_ID, EMP_GROUP_CODE, SALARY_START_DATE, SALARY_END_DATE, COMPENSATION_RATE, HOURLY_RATE from EC_EMPLOYEE_SALARY

where EMPLOYEE_ID = 'xxxx'

and SALARY_START_DATE > '2021-06-01'

**Salary Record is Active, Employee Group matches Position Record

Duplicate Position and configure Benefit Plan = NONE

IMPORTANT NOTE: When you duplicate the position you need to choose 

select EMPLOYEE_ID, EMP_GROUP_CODE, ACTUAL_FTE, JOB_CODE, LOCATION_CODE, BENEFIT_PLAN, POSITION_START_DATE, POSITION_END_DATE, SHIFT_CODE, GL_ACCOUNT_CODE_1 from EC_EMPLOYEE_POSITIONS

where EMPLOYEE_ID = 'xxxx'

order by POSITION_START_DATE desc

**End Dated old Position, ensure new Position has Benefit Plan = NONE to exclude from Benefits

**Thus, retaining the Active Position/FTE and maintaining an Audit Trail of dates – while going on leave

-Enter Approved Leave for Today (Leave FTE = 1.0, Full Leave)

Staffing > Approved Leaves > xxxx > Full Leave

select EMPLOYEE_ID, LEAVE_FTE, BENEFIT_PLAN, EMP_GROUP_CODE, JOB_CODE, REASON_CODE, LEAVE_START_DATE, LEAVE_END_DATE from EC_EMPLOYEE_LEAVES

where EMPLOYEE_ID = 'xxxx'

and LEAVE_END_DATE is NULL

Generate HRIS File > OTIP > Test > Submit

MEMBER

Work Status = LA (Leave as of 20230517) - CORRECT

POSITION

Only one POS record – Start&End CORRECT

Benefit Plan = NONE à Keeps the new record OFF

Also maintains a Position record WITH FTE, good for STATHOL and Seniority

LEAVE

Correct Effective Date – LEV Record

Displays CORRECT Position Start/End Date

OUTCOME: Correct Member status, no second Position record, new Leave record