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In this blog, you will learn how to configure Collision check for Absences/Leaves with Overlapping Dates.

Let us say an Employee is on approved “Annual Leave” from 08-Oct-18 to 12-Oct-18 and on 10-Oct-18 the employee might needs to apply for “Bereavement Leave” because of unexpected circumstances.In Normal Time Off Set up,the employee while applying the Bereavement Leave will get below error and the employee is unable to apply the new leave:-

 


 

This Scenario can be handled by Setting up Collision Check for Absences by following below steps:-

Step 1:Navigate to “Manage Time Off Structure” and Create a new “Time Type Collision Group” for “Bereavement Leave” as Below:-

Step 2:Navigate to “Manage Time Off Structure” ,open the “Bereavement Leave” Time Type and modify the “Collision Grouping” field with the Time Type Collision Grouping value created in Step 1:-

 

 

Step 3:The next step is to link the Bereavement Leave Collision group created earlier to other leaves in the system.To do this,Navigate to “Manage Time Off Structure” and Create new “Time Management Collision Resolution” with Incoming Grouping as Collision Group name created in Step 1:-

Now you are done with the setup.

 


Now it is time for testing the configuration done so far by performing some quick tests.Employees apply for Bereavement Leave on 10-Oct-18 where the Annual Leave from 08-Oct-18 to 12-Oct-18 is already existing in the system.He receives a warning message that the existing Annual Leave will be cancelled and a 2 new Annual Leave absences will be created in the system to accommodate the newly created Bereavement Leave.The error message no longer appears.

Notice how the existing Annual Leaves are first cancelled (Yellow) and then Splitted into 2 parts (Red Color) with different dates to accommodate the newly created Bereavement Leave on 10-Oct-18.

Conclusion:By setting up collision checks, you can control exactly how the system deals with absences with overlapping dates.Sticking with above example of an employee who wants to apply a Bereavement Leave while on Annual Leave, you can specify that a new absence will be created without a collision error, and the existing absence will be canceled automatically. If the new absence doesn’t completely cover the one that has been canceled, then another absence will created for the remaining time. The collision check works regardless of whether the new absence is imported into the system or created from the Time Workbench screen.

In the absence of collision check, the HR/Manager would have to manually cancel the existing leave and then create a new one.

 

 

 

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5 Comments

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  1. Shweta Thakkar

    Hi Rajesh,

    I tried the exact same steps you have mentioned in your blog. But the collision is not working. Any other settings to be checked?

    Thanks

    Shweta

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    1. Rajesh Kumar Post author

      Hi Shweta,

      Hope you have followed the steps described in the blog.However,There are some restrictions on the use of collision checks:

      ●Collision resolution can only be triggered using MDF import or OData API or in the user interfaces for Time Workbench (PP3 UI). In the Time Off v12 (ESS) and Time Off PP3 UI for Employee Self-Service, collision checks do take place, but the employee needs to manually correct any collisions found – they are not corrected automatically. The same applies to the Manage Time Off v12 UI.

      ●You cannot split existing absences with flexible requesting by means of a new absence request. However, you can replace existing absences with flexible requesting if they are fully covered by the new absence request, which may be flexible or not. A new absence with flexible requesting can also split an existing absence request that is not flexible.

      ●New absences can be leaves of absence (LOA). If an existing absence is LOA, you see an error message.

      ●When importing, you cannot combine updates to existing absences and creation of new absences by using the same Import file. Import the existing absences first, then you can import the incoming absences to trigger collision checks.

      ●You cannot split partial day absences by creating new partial day absences. However, you can replace partial day absences with new full day absences.

      ●You cannot split an absence that is no longer editable, as is the case, for example, after period-end processing has run for the relevant time account.

      The above restrictions are also mentioned in the implementation guide.Hope this is helpful.

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  2. Sarah Ullman

    While the collision check is a great feature, I would like to see additional enhancements made.

    In the US it is common practice that when an employee is on a Leave of Absence, they would like to use Vacation or PTO to supplement their pay. Many organizations do not have paid leave or may offer only partial pay. The Leave of Absence does not end and restart in this scenario, so I would not want the end dates that are illustrated in the collision check example. Rather it should allow for a request of Vacation or PTO at the same time as the Leave of Absence.

    I have had many clients with this issue and look forward to a resolution.

     

     

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