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;

1. Open the Absence window.
2. Query or populate to select an employee for the Employee ID field.
3. Go to the Absence Registration tab.
4. 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.
5. 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.
6. In the Absence Type field, enter the absence type which you want to use for the absence.
7. In the Date From and Time From fields, enter the date and time for the absence to start.
8. 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.
9. 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.
10. In the Continuation ID field, you can enter the absence ID of an already registered absence in order to group the two absences together.
11. 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.
12. Save the information.
     
13. 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.
14. 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.
15. Click OK to save the absence.