The OESA vacation entitlement is based on the Master Schedule only. The bank update process will not calculate entitlement based on manually scheduled shifts. The OESA vacation bank will calculate earned weeks and days based on the configuration of a vacation rule e.g., x weeks of vacation earned after X number of years of service. The system will then determine what a week is comprised of based on an average of the total number of shifts in the first two weeks (as set in the example) of the employee's Master rotation. This number of weeks will then be added to the employee bank once the yearly update has been run.

For example, the following employee's Master rotation contains an average of four shifts in the first two weeks, therefore the system considers a week for this employee as four days.

The employee in the example below has 21 years of seniority allowing her a vacation entitlement of five weeks. The configuration is set to a grouping of two weeks, therefore, the employee's vacation time of five weeks is displayed as 2 weeks and 9 days, i.e., anything above two weeks will be displayed in days, so the final 3rd week will be expressed as 9 days (3 weeks times 3 days).

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In the Company Profile under the General / Company select the Use OESA option.

If you want to validate OESA rest period, the OESA Rest Periods option must be selected for all Scheduling Rules the option would apply for.

According to the Ontario Employee Standards Acts, the rest period reads as follows:

▪11 consecutive hours off work each day.

▪24 consecutive hours off work each week OR

▪48 consecutive hours off work in every two-week period.

To apply the 11-hour Rest Period rule, the Minimum Time Between Shifts must be set to 11. The 24 and 48-hour Rest Period rules are applied by ticking the Validate OESA Rest Period rule (shown above).

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OESA must be selected on the Company Profile.

To add a new OESA Time Bank to StaffScheduleCare navigate to:

▪Select the Config menu.

▪Select the Setup menu.

▪Select Time Banks.

▪Click on the Plus icon, a new line will be added to the bottom of the grid.

▪Populate the bank code and description.

▪Click in the Type field and select OESA from the drop-down list.

▪Click Save.

The system will generate a warning pop-up reminding you that you must provide a Bank Update Date.

Enter the date in the Bank Update Date filed on the Update Setting tab.

OESA tab

The General tab is replaced with an OESA tab.

Complete the options on the OESA tab as per the rules for the Time Bank you are creating.

Delay Stub

If Delay Stub is checked, any stub days that have been calculated will be stored in the Stub Days column and will not be added to the Earned column until the following year.

The stub period refers to the period before the vacation entitlement year starts. For example, if an employee is hired on September 1st and the employer calculates the 12-month vacation entitlement year from January 1st to December 31st, the stub period would be that period from September 1st to December 31st.  The employee may be allowed a pro-rated amount of vacation time before the alternate vacation entitlement year starts.

Keep as Weeks

This field must be populated. The OESA vacation entitlement is based on the Master Schedule only. The bank update process will not calculate entitlement based on manually scheduled shifts. The OESA vacation bank will calculate earned weeks and days based on the configuration of a vacation rule e.g., number weeks of vacation earned after X number of years of service. The system will then determine what a week is comprised of based on an average of the total number of shifts in the first two weeks of the employee's Master rotation. This number of weeks will be added to the employee bank once the yearly update has been run.

Hours per day / FTE

Enter the number of hours that make up a day. If this field is left blank and there are no Hours per Day on the Personnel menu, there will be no default hours per day option when a Time Off Request is made. In this case the employee or manager will have to enter the number of hours for each day off request.

Negative Pay Balance Allowed

Tick this box to apply this option.

Restrict Next Year Attendance Codes

This option should only be turned on if the client wants to use the Next Year column in the OESA Time bank setup and restrict which Attendance Codes can be used for which dates.

If the Restrict Next Year Attendance Codes option is turned OFF. The employee is allowed to use the VAC code for any date between both years. The system will know which year to deduct from the bank based on the date.

 
Restrict Next Year Attendance Codes option is turned ON.

▪If the option is ON, the client must have two Paid codes, one must be specified as Next Year for employees to submit Time Off in both periods. Employees will need to select the correct Attendance Code depending on requested dates. They will be unable to include both Current Year and Next Year dates in the same request.

Restrict Next Year Attendance Codes option is turned OFF.

▪The client is allowed to use one Paid code only for both current and next year.
The employee can only use Attendance Codes with Next Year OFF if the selected dates are within the Current Year. If the employee is trying to request time off in the next year, the selected Attendance Code must be flagged as Next Year in the Time Bank setup.

▪The client can use one code only to request time off for OESA. The system will correctly deduct from either Current Year or Next Year based on the selected dates. The client is no longer forced to use two Attendance Codes if they do not want to.

Note: If the user submits an OESA request that contains dates in both Current Year and Next Year, the software will deduct all time from Next Year Values. It can be avoided by splitting the request in to two different requests.

Setup

Tick on the check box in the Time Bank configuration for OESA Banks. Restrict Next Year Attendance Codes.

In the OESA Time Bank Setup, tick on the Separate Next Year Deduction(s) on Update Settings tab ticked on.

Show on Employee Self Service (ESS)

Tick this box to activate OESA for manager and employee self-service.

Attendance Codes

From your list of pre-defined Attendance Codes, select the Attendance Code.

Next Year

Select this option if the code should be deducting from the Next Year Time Bank values. The default setting is current year.

Type

Click in the Type field to select from the drop-down list. Paid option is for time and dollars, the Unpaid option is for time only, and the Payout option is for dollars only.

You do NOT need to configure the Request Time Off Employee Self Service menu to include the Payout code (VS2-OESA Un-paid in the image above).

If you choose the Paid code (VS1 OESA Bank above), and then select a cash withdrawal, the system will automatically choose the Payout code for the dollar portion.

Defer Time Bank Debit

Select this option to defer the Attendance Code from deducting from the Time Bank until the Deferred Debit process is run. For further details, see OESA Deferred Debit section OESA - Deferred Debit.

OESA Update Settings Tab

Update Frequency

To set the update frequency for the OESA bank select yearly.

The Bank Last Updated field will be automatically populated when the yearly update is run. Please note that this field can also be manually edited.

Separate Next Year Deductions

▪Click on the drop-down arrow and select the rule that applies to the bank you are creating.

Bank Update Date

This field must be populated for new bank settings to be saved. Typically, the current system date is used.

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