Configuring Individual Leave Donation in Oracle Fusion HCM Absence Management: An End-to-End Walkthrough

Leave donation programs provide a vital support structure within organizations, allowing employees to assist colleagues facing personal emergencies, prolonged medical treatments, or catastrophic events. In Oracle Cloud HCM Absence Management, organizations can implement leave donation through two distinct architectural models:

• Donation Pool: Employees surrender accrued time into an anonymized central organizational bucket, which is later distributed to approved applicants via committee review.
• Individual Donation (Direct Peer-to-Peer): A donor transfers leave balances directly from their personal accrual balance into a specific colleague’s dedicated donation plan account.

In this guide, we walk through the setup and runtime mechanics of Individual Donation: defining the receiving donation plan, enabling donation rules on donor accrual plans, linking plans to absence types with cascading priority sequencing, enrolling the recipient worker, and validating balance debits and credits across donor and recipient accounts.

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📌 Business Scenario & Test Parameters

Donor	Curtis Feitty (Initial Sick balance: 64 Hours. Curtis can only donate from his Sick plan; other plans such as Vacation or Volunteering do not permit donations).
Recipient	Casey Brown (Primary Sick balance is exhausted at 0 Hours; actively enrolled in Test Donation Plan).
Transfer Event	Curtis donates 10 Hours from his Sick balance directly to Casey Brown. Curtis's balance is debited from 64 to 54 Hours.
Absence Usage	Casey records a 9-Hour Sick absence. The engine bypasses the 0-balance Sick plan and decrements 9 hours from Test Donation Plan, leaving 1 Hour remaining.

Step 1: Create the Receiving Absence Plan (Test Donation Plan)

The receiving plan functions as a dedicated ledger to receive and maintain hours transferred to an individual recipient.

Navigation: My Client Groups > Absences > Absence Plans

1. Click Create.
2. In the modal dialogue, enter the baseline header details:
   • Effective As-of Date: 1/1/51
   • Legislation: United States
   • Plan Type: Donation
   Click Continue.

Figure 1: Initializing a new Absence Plan with Plan Type set to Donation.

3. On the Plan Attributes tab, specify:
   • Plan: Test Donation Plan
   • Legislative Data Group: US Legislative Data Group
   • Status: Active
   • Donation Type: Individual (Critical: Configures direct peer transfers rather than pool routing)
   • Plan UOM: Hours
   • Balance Reporting Frequency: Person primary frequency
   • Ceiling Rule: No limit

Figure 2: Defining General Attributes with Donation Type set to Individual.

4. Navigate to the Participation tab:

   Review Balance Disposition Rules for worker separation. For peer-to-peer gifts, leave Disburse positive balance, Recover negative balance, and Return positive balance to pool unchecked.

5. Click Save and Close.

Figure 3: Reviewing Balance Disposition Rules under the Participation tab.

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Step 2: Enable Donation on the Source Plan (Sick Only)

To permit hours to be transferred out of the donor's balance, the source plan (Sick) must explicitly authorize deductions for donations. Because donation rules are not configured on Vacation or Volunteering plans, Curtis is restricted to donating solely from his Sick balance.

Navigation: My Client Groups > Absences > Absence Plans > Search and Edit 'Sick'

1. Select the Entries and Balances tab.
2. Scroll to the Donation configuration section:
   • Check Enable for administrator
   • Check Enable for manager
   • Check Enable for worker (allows employee self-service transfers)
   • Donation Rule: Flat amount
   • Minimum: 1 Hours
   • Maximum: 100 Hours
   • Increment: 1 Hours
3. Click Save and Close.

Figure 4: Enabling role permissions and transaction thresholds under the Donation section of the Sick plan.

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Step 3: Link Plans to Absence Type & Configure Priority

When an employee books a Sick absence, the calculation engine must exhaust primary accrued hours first. Once that balance hits zero, it should waterfall to the donated balance. This consumption sequence is governed by Priority on the Absence Type.

Navigation: My Client Groups > Absences > Absence Types > Edit 'Sick' > Plans and Reasons Tab

1. Under Absence Plans, click Select and Add.
2. Add Test Donation Plan and set priority:
   • Sick: Priority 20
   • Test Donation Plan: Priority 30
   • Concurrent: No
3. Click OK and then Save and Close.

💡 How Plan Priority Operates: The absence calculation engine always exhausts the plan with the lower priority number first (Priority 20: Sick). When that balance is depleted, any remaining duration cascades to the next plan in numeric order (Priority 30: Test Donation Plan).

Figure 5: Adding Test Donation Plan to Absence Type Sick with Priority 30.

Figure 6: Absence Type 'Sick' configured with Sick (Priority 20) and Test Donation Plan (Priority 30).

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Step 4: Enroll Recipient (Casey Brown) into Test Donation Plan

Before a recipient can receive donated hours or consume them against an absence type, they must have an active enrollment in the receiving donation plan.

Navigation: My Client Groups > Absences > Plan Participation > Enrollments and Adjustments

1. Search for and select recipient Casey Brown.
2. Under the Plan Participation section, click Enrollments and Adjustments > Add Enrollment.
3. Select Test Donation Plan as the plan name.
4. Set the Enrollment Start Date to 9/1/26 (or the effective date when the employee becomes eligible to receive donations).
5. Click Submit. Once completed, Casey will show an active enrollment in Test Donation Plan alongside her existing plans.

Figure 7: Enrolling Casey Brown into Test Donation Plan under Manage Absences and Entitlements.

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Step 5: Verify Plan Balances & Plan Enrollments

Before executing the transfer, review the standing balances under Manage Absences and Entitlements:

1. Curtis Feitty (Donor):
Curtis had an initial Sick balance of 64 Hours. Because donation is enabled strictly on the Sick plan, Curtis can only donate from Sick (and not from his 200 hours of Volunteering or 210 hours of Vacation). Following a 10-hour donation transfer, Curtis's Sick balance reflects 54 Hours.

Figure 8: Curtis Feitty's active balances showing 54 hours remaining in the Sick plan after a 10-hour transfer.

2. Casey Brown (Recipient):
Casey is enrolled in the Test Donation Plan (effective 9/1/26), and her primary Sick balance is fully exhausted at 0 Hours.

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Step 6: Process the Peer-to-Peer Donation

Curtis transfers 10 Hours from his Sick balance directly to Casey Brown.

Checking Casey's Test Donation Plan details confirms the ledger entry:

• Recipient Alias: CaseyBrown
• Description: Donation
• Hours Credited: 10 Hours
• Total Available Balance: 10 Hours

Figure 9: Casey Brown's Test Donation Plan credited with 10 Hours from Curtis.

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Step 7: Submit Sick Leave & Verify Cascading Balance Consumption

Casey submits a Sick leave absence for 9 Hours on date 9/18/26.

Figure 10: Absence transaction submitted and completed for 9 hours of Sick Leave.

Processing Sequence:

1. The calculation engine checks Priority 20 (Sick Plan). The balance is 0, so 0 hours are deducted.
2. The engine cascades to Priority 30 (Test Donation Plan).
3. It identifies 10 hours available, decrements 9 Hours, and sets the transaction status to Completed.

Inspecting Casey's Donation Plan Balance summary ledger confirms the updated balance:

• Donation: +10 Hours
• Absence: -9 Hours
• Net Available Balance: 1 Hour

Figure 11: Casey Brown's Test Donation Plan balance ledger showing 1 Hour remaining after consuming 9 hours.

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🔑 Implementation Takeaways

• Plan Type Selection: Choose Individual on the donation plan to support direct peer-to-peer transfers with recipient aliases.
• Plan-Level Restriction: Donations must be explicitly enabled per plan. Since only Sick was configured, Curtis can only donate Sick hours, protecting other balances (such as Vacation).
• Recipient Enrollment: The recipient must be actively enrolled in the Donation Plan before transfers can occur or absence deductions can resolve against the plan.
• Priority Ordering: Ensure the primary accrual plan has a lower numeric priority than the donation plan (e.g., 20 vs 30) so personal balances are exhausted before donated hours are consumed.
• Auditability: Transferred hours and absence deductions are recorded in ANC_PER_ACCRUAL_ENTRIES under distinct transaction types (Donation and Absence), simplifying audit tracking in OTBI and BI Publisher.