Define Absence Parameters

Explanation

This activity is used to define various parameters for the absence codes. The following parameters are available:

Conversion - Controls whether the absence is converted to normal hours, and the way the conversion is done.
Flex Handling -  Controls how the absence code affects the flextime calculation.
Repeating - Controls whether the absence is automatically repeated in the following days.
Increment Handling - Controls how increments are affected by the absence code.
Free Day Covering - Controls the way non-working days are treated when they appear within an absence period. 
Overtime Subtract - Controls how overtime hours are affected by the absence code.
Transfer Type - Controls how the absence hours are transferred to payroll.
Manual Reporting - Controls whether absence is allowed to exceed scheduled hours.  

Prerequisites 

The absence wage codes must have been entered in the Wage Codes window.

System Effects

• When the conversion parameter is set to Not Converted, the absence hours are included in the Absence Hours field in the Overview-Employee Availability window. Any other value for this parameter will add the hours to the HR Hours field.
• The Flex Handling, Repeating, Free Day Covering, and the Overtime Subtract parameters affect the Time and Attendance calculation.
• The Transfer Type affects the way the absence hours are represented in the Payroll Interface component.  

Window

Absence Parameters

Related Window Descriptions

Absence Parameters

Procedure

1. Open the Absence Parameters window.
2. Query or populate to find the absence wage code for which you want to specify parameters. The selected wage code will display in the Wage Code field.
   
   Specify values for one or more of the following absence parameters by selecting options from the available lists:
    
3. In the Conversion field, specify whether time reported for the absence wage code should be converted to another wage type instead of absence in the calculated time result.
4. In the Flex Handling field, specify how the flex intervals defined for a day should be effected by absence.
5. In the Lunch Flex Handling field, specify the lunch flex parameter which controls the calculation of flex within the lunch flex period when absence is reported. Following values are available
   • Lunch flex when clocking in and out on absence:
     When an employee clocks in or out on absence during the lunch flex period, the time worked during the lunch break will result in flex accrual. That is, in the Time Card Day/Interval tab, there will be a Lunch type clocking corresponding to the absence clocking.
   • No lunch flex when clocking in from absence:
     If employee clocks in from absence during the lunch flex period, the time worked during the lunch break will not be accrued as lunch flex.
   • No lunch flex when clocking out on absence:
     If employee clocks out on absence during the lunch flex period, the time worked during the lunch break will not be accrued as lunch flex.
   • No lunch flex:
     If employee clocks in or out on absence during the lunch flex period, there will be no lunch flex accrual for the time worked during the lunch break. That is, in the Time Card Day/Interval tab, there will be a Normal type clocking corresponding to the absence clocking.
     
6. In the Repeating field, select if the absence should automatically renew itself the next day and days that follow. The absence will keep renewing until someone ends it manually.
7. In the Increment Handling field, specify whether increments should be allowed when absence is registered with the given wage code. If it should be allowed, you can specify the conditions under which the increments should be calculated.
   Note: Increments are defined in the Increment Types window.
8. In the Free Day Covering field, specify whether the absence should be repeated on non working days and if such repeated absence records should be removed automatically when the employee creates a clocking on the day following the non working day.
9. In the Overtime Subtract field, specify whether any overtime reported for the day should be used to reduce the absence hours of the employee for the given day.
10. In the Transfer Option field, specify how the absence wage code should be transferred to payroll when time and attendance results are transferred.
11. In the Manual Reporting field, specify whether absence results registered by an employee for a selected day should be allowed to exceed the scheduled hours.
12. In the Clocking over Absence field, specify whether absence intervals already created using this absence code can be overwritten or adjusted by overlapping clocking records. The possible options are as follows;
    • Allow clocking records over absence interval: Absence intervals created using this absence code will be adjusted/overwritten by overlapping clocking records.
    • Clocking records not allowed over absence interval: Overlapping clocking records are not allowed for absence intervals created using this absence code.
13. In the Interval Rounding field, specify whether absence intervals should apply rounding rule for absence type time entries. Possible values are as follows:
    • No Rounding: Interval rounding will not be applied for time stamps of this absence wage code.
    • Round according to rounding rule setup: Absence time stamps will not be rounded according to the rounding rule.
14. In the Wage Code Alias field, you can allow the absence wage code to be accessible in clocking terminals. The wage code alias is an (optional) numeric code needed in order to enable the absence code to be keyed on the terminal.