Register Absence
Explanation
This activity is used to register absence for a selected employee. Absence
can be registered manually using the Absence/Absence Registration
tab. Absence records can also be generated by submitting approved absence
requests available in the Absence/Absence Request tab.
Note: When an absence request is approved, it will automatically create
absence records in the Absence/Absence Registration tab provided
that the Register Absence on Request Approval check box is selected for
the absence type in the Absence Configuration window. Also, when
employees register absence through a Time Clock terminal etc.
using absence wage codes, a corresponding record will be created in the Absence/Absence
Registration tab provided that the absence wage codes are linked to
absence types.
Prerequisites
In order to perform this activity;
- The employee is required to have an employment period registered in the
Employee/Employment tab. Absence can only be registered within
the employment periods.
- Absence types should already be defined in the Absence
Configuration window. Only absence types which have the
Registration check box selected can be used for absence
registration.
- If you want to register absence in a period which has been already
authorized or transferred, you need an access role with a higher or equal
authority level than whoever authorized/transferred the attendance records
to payroll.
Authority levels are connected to attributes included in an access role
which is granted in the Supervisor - Access Setup window.
If attendance records were already transferred, you also need an access role
with access to the Time pers Trans Result access attribute.
System Effects
As a result of this activity;
- An absence interval corresponding to each absence will be generated in
the Time Card Day/Interval tab.
- An attendance result
(corresponding to the absence interval) will be generated in the Time Card Day/Result
tab.
Note: The result will include the number of hours for
the absence wage code linked to the absence type as well as the number of hours for
the information wage codes linked to the absence type period and the absence
group period in the Absence Period Type Mapping window.
- If the absence is registered on an already authorized day, the
Absence Updated check box is selected in the Time Card Day
window. As a result of updating absence on an authorized day, if the day is
not complete, the day will be unauthorized.
- If the absence is registered on an already transferred day, the
Change Transferred Results window will be updated with the new
result provided that the day is complete.
- If the RYEAR function is linked to the registered absence type,
absence occurrences will be calculated according to the parameters used for
the function. These occurrences will be listed in the Absence/Occurrence
Count Control tab.
- If the absence types are configured to generate actions according to the
registered absence, the details of the actions will be listed in the
Absence/Absence Action
tab. If the registered absence duration has been divided into sub periods in
the Absence/Absence Registration tab, the actions relevant to each sub
period will be listed in the Absence Periods/Actions
tab.
- Also, if the system events are configured to generate emails for absence
actions, an email will be sent to the supervisor of the employee when the
action is registered.
- If absence type is linked with a wage code that has a registration mode other than
Normal, intervals and results will not be created directly. Instead
they will be created as employee deviation. For more information see the
Employee Deviation Days
window description.
Window
Absence/Absence Registration
Absence/Absence Request
Related Window Descriptions
Absence/Absence Registration
Absence/Absence Request
Procedure
To register absence manually using the Absence/Absence Registration
tab;
- Open the Absence window.
- Query or populate to select an employee for the Employee ID
field.
- Go to the Absence Registration tab.
- You can select the Active in Year option in order to view
absences valid only during a selected year. You can enter the year in
the relevant field. Otherwise, select the All option.
- Create a new record in the table of the tab. A sequence number will be
automatically generated in the Absence ID field for the new record.
This is a unique value for the employee.
- In the Absence Type field, enter the absence type which you want
to use for the absence.
- In the Date From and Time From fields, enter the date and
time for the absence to start.
- In the Date To and Time To fields, enter the date and time
for the absence to end. The absence duration will show in the
Calculated Absence Duration field.
Note: The absence duration will show in working hours, working days
or calendar days according to the absence calculation period type specified
for the absence type in the Absence Configuration window.
- Select the Half Day From and Half Day To fields if you
want the absence to start and/or end at half of a working day.
Note: If this check box is selected during absence registration,
only half of the working hours from a given day will be registered as absence.
The amount of hours is determined according to the corresponding Day Type from the
employee working schedule.
Depending on the selected check box, the absence will start and/or end in
the middle of the day.
- In the Continuation ID field, you can enter the absence ID of an
already registered absence in order to group the two absences together.
- Specify the reason for the absence by entering a value in the Absence
Reason ID field. If the absence type you used has the Reason ID Mandatory check box selected in the Absence
Configuration window, this step will be mandatory.
- In the Dependent ID field, you can enter the
identifier of a dependent, who is the reason of employee's absence, e.g. a
sick family member who requires attention.
- Save the information.
- If the Automatic Limit Allocation check box is selected for the
absence group in the Absence Configuration/Absence Group/Group
Definition tab, the Absence Limit Allocate dialog
box will open when you click Save.
Note:
All absence types entered in the Absence Configuration/Absence Group/Group
Definition tab requires to use limits. If the absence type has been
defined as the main registration type in this tab, the allocated limits for
absence types will be available for use when absence is registered.
Otherwise, you can only use the limits allocated for the particular absence
type you have used.
- Select the absence type from which you want to use the allocated absence
limit. You can view the limit details in the dialog box before you select
the absence type.
- Click OK to save the absence.
To register absence using the Absence Registration
Assistant window.
- In the Absence Type field, enter the absence type which you want
to use for the absence.
- In the Employee Selection area, select for whom you want to
register absence:
- Select Employee option if you want to register absence for a
single employee. Then, select the identifier of an employee in the
Employee ID field.
- Select Template if you want to pick
employees based on a selection template that will dynamically fetch all
employees who meet template criteria.
- In the Absence Period Information area, enter information about
the registered absence:
- In the Start Date field, enter when the absence will start.
- In the End Date field, enter when the absence will end.
- Select one of the following options to specify absence details:
- Select Register standard full days if absence should take an
entire working day.
- Select Start and/or end on a specific hour option, to
precisely define on what time absence starts and/or ends. Use the
Start Time and/or End Time fields to specify when absence
will start and end.
- Select Start and/or end on half days option if you want the
absence to start and/or end precisely halfway throughout the working
day. Select Half Day From check box if absence should begin at
half of the working day. Select Half Day To check box if absence
should end halfway throughout the working day.
- Select Register a number of hours each day if you want only a
selected amount of hours to be registered each day throughout the entire
absence period. You have an option to enter a specific number of hours
in the Absence Hours field, or you can enter a percentage of
working hours that will be registered each day in the % of Working
Hours field.
Then, select Day Start checkbox if you want hours to be
registered at the beginning of a working day or select Day End
check box if you want hours to be registered at the end of the working
day.
- In the Dependent ID field, you can enter the
identifier of a dependent, who is the reason of employee's absence, e.g. a
sick family member who requires attention.
- In the Error Detection area, you can select if the assistant
should perform a test if all absences can be actually registered before
going through with the operation.
- If you select to Test for errors before finishing,
click next and review the test run results. Correct absences are
absences that were registered successfully. Incorrect absences are
absences which resulted in an error and cannot be registered. Absences
with warnings are absences that have some data inconsistency but still
can be registered if Register absences with warnings check box is
selected.
Once you inspected the results of a test run, click Finish. Each
assistant run has a sequence number assigned to it. You can view it in
the Seq No field and use it to later review the run and its
errors in the Absence Registration Log window.
- If you select to Skip testing and finish, click Finish.
Note: If there are any warnings or errors during the registration,
you will not be notified, but you can view details of the assistant run
in the Absence Registration Log window.