Register and Confirm Absence Request for Employee
Explanation
This activity is used to register absence requests for employees.
Absence requests may be automatically created when an absence plan registered
by an employee is approved by the supervisor. This will happen only if the
Register Request on Plan Approval check box is selected for an absence type
in the Absence Configuration window.
Prerequisites
In order to register absence requests;
- Absence groups and absence types are required to be defined in the
Absence Configuration window.
- The Requested Absence Type check box is required to be selected for
absence types in the Absence Configuration window.
If users should be allowed to confirm absence requests of other employees,
the Request Confirm Only by Employee check box should not be selected for
the absence type in the Absence Configuration window.
System Effects
If the Register Absence on Request Approval check box is
selected for the absence type in the Absence Configuration window,
as a result of this activity, absence will be registered in the Absence/Absence
Registration tab. Absence limits allocated for the absence type used will be
automatically reduced when the absence request is submitted.
Confirmed Absence will be indicated in Time Registration
and Time Card.
Web page
My
Absence Calendar
Related Window Descriptions
My Absence Calendar
Procedure
- Open the My Absence Calendar window.
- In the header, find the relevant employee (it can be you or one of the
employees you have access to).
- Make sure that the Request tab is selected.
- In the calendar, click the days for which you want to register an
absence.
- On the Request tab, add a new record. The Create
Absence Request assistant will open.
- In the assistant, ensure that the absence period is correct. If you
selected multiple periods and made a mistake, you can deselect a period so
that the assistant will skip it. Once you ensured that information is
correct, click Next.
- In the Absence Type field, enter what type of an absence you are
requesting (e.g., vacation).
- In the Date From and Date To fields, you have an
option to change the absence period.
- Under the Additional Data area, you can enter additional
information about the absence.
- In the Time From and Time To fields you can enter on
which time the absence starts and ends.
- You can select Half Day From and Half Day To check
boxes so that the absence will begin/end at the half of the scheduled
working time.
- If default hours is defined at Absence Type the value will be
fetched to hours per day. Manually entered values will be validated
according to defined minimum and maximum values
- Use the On Demand field if the absence type you are
requesting is constrained by a sub-limit.
Example: Assume you have 26 absence days available, but according to the
state law 4 of those 26 days can be taken on demand. Therefore, to
request an absence on demand, first you have to enter the main limit
type which has 26 days available. Then, you have to specify a sub-limit
type which has 4 days available. Both limits will be depleted upon
registration. If you try registering 5 days on demand, you will get an
error, as even though you have 26 absence days available, you have only
4 on demand days.
- You can chose who will take over your duties during your absence in
the Substitution field.
- You can select a reason of your absence in the Absence Reason
field.
- 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.
- If you have to file more requests, click Next, otherwise click Finish.
Note: If there were errors and your request could not be filed, it
will appear as an unsaved record on the the Request tab of the
My Absence Calendar window.
- If you want to confirm the absence, find it on the Request
tab, right-click it and click Confirm.