Scenario "Е-labor activity"
Path: Person / Related / E-labor activity
Path: Employee / Related / History / E-labor activity
According to the resolution of the Pension Fund of Ukraine No. 8-3 dated 06/02/2022, employers are required to provide information about the labor activities of employees in electronic form. The system provides the ability to create and maintain information about employees’ work activities, as well as import it in electronic format for uploading to the portal of the Pension Fund of Ukraine. Information about the work activities of a person, in the format required for export, is created on the E-labor activity page. Recprds in the table are created when various documents related to work are posted in the system: • upon approval of the Labor Contract lines • upon posting Vacation Orders • upon posting Other Absence Orders • upon posting Other HR Orders
To view the source of the created record, use the “Show Source” function button on the “Actions” tab.
Step 1. Approving Labor Contract lines for E-activity
When approving labor contract lines, information in E-labor activity is filled out as follows:
| Field | Description |
|---|---|
| Employee No. | Number of the employee |
| Place of labor relations | The value is set from the "Place of labor relations No." field from the employee's Labor Contract. |
| Entry type | Is filled out from the entry type of the contract line: • Hire; • Transfer; • Dismissal. For the "Combination" type, according to the legislation, creating entries in E-Labor Activity is not provided for. |
| Event type | Is filled out from the Event Type field in the Labor Contract line. |
| Event code | Is filled out from the Event Code field in the Labor Contract line. |
| Start Date | Is filled out from the Start Date field in the Labor Contract line. |
| Entry Text | Is filled out from the Description field in the Labor Contract line. |
| Dismissal Reason | Is filled out only when approving the line of the "Dismissal" type. The value is filled out from the Dismissal Reason field in the Labor Contract line. |
| Document Type | Is filled out from the Document Type field in the Labor Contract line. |
| Document Name | Name of the document. Is determined automatically according to the selected type of document. |
| Document Date | Is filled out from the Start Date field in the Labor Contract line. |
| Document No. | Is filled out from the No. field in the Labor Contract header. |
| HR Order No. | Is filled out from the Order No. field in the Labor Contract line. |
| HR Order Date | Is filled out from the Order Date field in the Labor Contract line. |
In case of cancelling the approval of the labor contract line, the E-Labor Activity entry is deleted.
Step 2. Posting a Vacation Order for E-Activity
According to the Ukrainian legislation, information about some types of employee absence is also provided by the employer to the Pension Fund of Ukraine. Such absences include maternity leave (up to 3 years and 6 years). In the system, for these activity codes (VP and DD) on the Absence Reasons page, regulated attributes in the "Event Type" field have been added.
When posting a Vacation Order, the system checks existence of a value in the "Event type" field in the order lines. If the "Event Type" field is empty, an entry in E-Labor Activity is not created.
If the field has a value, two entries are created in E-Labor Activity for a Vacation Order line: • Entry 1: entry as of the start date of maternity leave • Entry 2: entry as of the end date of maternity leave
Both entries in E-Labor Activity are filled out as follows:
| Field | Description |
|---|---|
| Employee No. | Number of the employee |
| Place of labor relations | The value is set from the "Place of labor relations No." field from the employee's Labor Contract. |
| Entry type | Vacation |
| Event type | Is filled out from the Event Type field in the Vacation Order line. |
| Event code | 1) For the first line with the vacation start date – event code «4»; 2) For the second line with the vacation end date – event code «5». |
| Start Date | 1) For the first line with the vacation start date – Start Date from the Vacation Order; 2) For the second line with the vacation end date - End Date from the Vacation Order |
| Entry text | Is filled out from the Description field in the Vacation Order line. |
| Dismissal reason | Not filled out. |
| Document type | For both lines, the default value – «1» |
| Document name | Name of the document. Is determined automatically according to the selected type of document. |
| Document date | Is filled out from the Document Date field in the Vacation Order header. |
| Document No. | Is filled out from the No. field in the Vacation Order header. |
| HR Order No. | Is filled out from the HR Order No. field in the Vacation Order header. |
| HR Order Date | Is filled out from the Order Date field in the Vacation Order header. |
In case of cancelling the HR Order with the time activity code for which "Event Type" is specified, the E-Labor Activity entry is deleted.
When posting an adjustment order, in E-Labor Activity, the "Start Date" field in the second line is adjusted (with the vacation end date). The new date is set according to the formula: -1D from the date specified in the Start Date field in the adjustment order line.
In case of cancelling an adjustment order, the value in the "Start Date" E-Labor Activity field in the second line (with the vacation end date) changes back to the start value.
Step 3. Posting an Other Absence Order for E-Activity
According to the legislation of Ukraine, information about certain types of employee absence is also submitted by the employer to the Pension Fund of Ukraine. Such absences, in addition to those mentioned in the scenario above, include the period of suspension of the labor contract. In the system, for this reason of absence (PRYZUP), a regulated attribute is indicated in the “Event Type” field.
When posting an Other Absence Order, the system checks the value in the “Event Type” field on the order lines. If the “Event Type” field is not equal to “20”, an entry in E-Labor Activity is not created (at the time of implementation of the functionality, the creation of entries in E-Labor Activity by posting the Other Absence Order was necessary only for the period of suspension of the labor contract).
If the field value = "20", two entries for the Other Absence Order line are created in E-Labor Activity: • Entry 1: entry as of the date of labor contract suspension • Entry 2: entry as of the date of labor contract renewal
Both entries in E-Labor Activity are filled out as follows:
| Field | Description |
|---|---|
| Employee No. | Number of the employee |
| Place of labor relations | The value is set from the "Place of labor relations No." field from the employee's Labor Contract. |
| Entry type | Absence |
| Event type | 1) For the first line, the field is filled out from the "Event Type" field of the Other Absence Order line; 2) For the second line, the field is filled out with the Event Type "21" - Labor Contract Renewal by default. |
| Event code | Is filled out by event code for a corresponding attribute code. |
| Start Date | 1) For the first line with the labor contract suspension date – Start Date from the Other Absence Order; 2) For the second line with the labor contract renewal date - the date is set according to the formula "Other Absence Order End Date + 1D". |
| Entry text | 1) For the first line, it is filled out from the Description field of the Other Absence Order line; 2) For the second line, it is filled out from the Name field by Event Type in the E-Labor Activity line. |
| Dismissal reason | Not filled out. |
| Document type | For both lines, the default value – «1» |
| Document name | Name of the document. Is determined automatically according to the selected type of document. |
| Document date | Is filled out from the Document Date field in the Other Absence Order header. |
| Document No. | Is filled out from the No. field in the Other Absence Order header. |
| HR Order No. | Is filled out from the HR Order No. field in the Other Absence Order header. |
| HR Order Date | Is filled out from the Order Date field in the Other Absence Order header. |
In case of cancelling the Other Absence Order with the PRYZUP time activity code, the entry is deleted from E-Labor Activity.
When posting an adjustment order, the “Start Date” field in the second line (with the date of labor contract renewal) is adjusted in E-Labor Activity. The new date is set by the value in the Start Date field in the adjustment order line.
When canceling an adjustment order, the value in the “Start Date” E-Labor Activity field in the second line (with the date of labor contract renewal) returns to the original value.
Step 4. Posting Other HR Orders for E-Activity
In addition to information about personnel movements, as well as some types of absence, the employer must provide the Pension Fund with information about other HR events, such as the assignment of title, rank, class, etc. To register this information in the system, other HR orders with regulated attributes are used.
When posting Other HR Orders with an Attribute Code, for which the “Create E-activity” setting is enabled, the information in the E-Labor Activity is filled out as follows:
| Field | Description |
|---|---|
| Employee No. | Number of the employee |
| Place of labor relations | The value is set from the "Place of labor relations No." field from the employee's Labor Contract. |
| Entry type | Other |
| Event type | Is filled out from the Attribute Code field in the Other HR Order. |
| Event code | Is filled out from the Event Code field in the Other HR Order. |
| Start Date | Is filled out from the Event Date field in the Other HR Order. |
| Entry text | Is filled out from the Comment field in the Other HR Order. |
| Dismissal reason | Not filled out. |
| Document type | Is filled out from the Document Name field in the Other HR Order. |
| Document name | Name of the document. Is determined automatically according to the selected type of document. |
| Document date | Is filled out from the Document Date field in the Other Absence Order header. |
| Document No. | Is filled out from the No. field in the Other HR Order header. |
| HR Order No. | Is filled out from the HR Order No. field in the Other HR Order header. |
| HR Order Date | Is filled out from the Order Date field in the Other HR Order header. |
In case of cancelling the Other HR Order, the entry is deleted from E-Labor Activity.
Step 5. Data update
To create records in E-Labor Activity based on documents that were posted in the system before the functionality was created/migrated, use the “Create E-Labor Activity” report.
The report runs from search or from the E-Labor Activity page.
In the report running parameters, specify the code of the employee/employees for whom you want to generate records in E-Labor Activity. If the parameter field is left blank, the system will generate records in E-Labor Activity for all employees.
Before running the report, you need to check whether the labor relationship number on the header of the employee's Labor Contract is filled out.
When running the report, the system:
- searches by employee labor contracts in the “Approved” or “Closed” status and creates records by lines of the labor contract in the “Approved” status
- searches in Employee Absence Entries for lines with an activity code for which the Event Type is specified in the settings and creates two records for such lines in E-Labor Activity. Please note that for the PRYZUP activity code, which has an Event Type and is posted through the Other Absence Order, the data update functionality is not intended, since this time activity code was implemented in the system after the E-Labor Activity functionality.
Step 6. Data export in XML format
To upload information on E-Labor Activity to the portal of the Pension Fund of Ukraine, the data export in XML format is configured in the system.
To upload information, select one, several or all lines on the E-Labor Activity page and use the Actons – Create XML functional button.
The system will generate and download an XML file that can be uploaded to the PFU Portal to provide information about the employee’s labor activities.