Register Absence

Explanation

This activity is used to register absence for a selected employee. Absence can be registered manually using the Absence/Absences section. Absence records can also be generated by submitting approved absence requests available in the Absence/Absence Request sub page.

Note: When an absence request is approved, it will automatically create absence records in the Absence/Absences section provided that the Register Absence on Request Approval toggle is selected for the absence type in the Absence Type page. Also, when employees register absence through a Time Clock terminal etc. using absence wage codes, a corresponding record will be created in the Absence/Absences section provided that the absence wage codes are linked to absence types.

Note :

• In the Continuation ID field, you can enter the absence ID of an already registered absence in order to group the two absences together.
  
• If the Automatic Limit Allocation toggle is selected for the absence group in the Absence Group/ Absence Limit Definition page, the Absence Limit Allocate dialog will open when you click Save.
  Note: All absence types entered in the Absence Group/Absence Limit Definition page requires to use limits. If the absence type has been defined as the main registration type in this section, 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.
• For absence requests, Status Change History will be updated.
  
  To see the status change details of an Absence Request, the user can click on Status Change History button. The status of the absence request, who has done the status change, and when that has happened will be displayed.

Prerequisites

In order to perform this activity;

• The employee is required to have an employment period registered in the Employee/Employment sub page. Absence can only be registered within the employment periods.
• Absence types should already be defined in the Absence Type page. Only absence types which have the Registration toggle enabled 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 page.
  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 /Intervals section.
• An attendance result (corresponding to the absence interval) will be generated in the Time Card /Results section.
  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 Definition page. 
• If the absence is registered on an already authorized day, the Updated toggle is selected on the Card of the specific day in Time Card Day page. 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 page 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. This tab thereby allows you to view details of how frequently an absence has recurred during a certain period as well as the actions that have been generated according to the nature of the absence occurrence. The calculation of absence occurrence is done every time an absence record is registered. Therefore, each absence ID registered in the Absence/Absences  section will have absence occurrences counted separately.
  If the absence types and groups are linked to absence wage codes in the Absence Period Definition page, attendance records will be created in the Time Card page. Depending on whether the employee's attendance time base is clocking controlled or result based, records will be created in the Time Card/Intervals or Time Card /Result section respectively.
• 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 sub page. If the registered absence duration has been divided into sub periods in the Absence/Absences section, the actions relevant to each sub period will be listed in the Absence /Absences section-> Absence Details button (Absence Periods page)-> Actions section.
• Also, if the system events are configured to generate emails for absence actions, an email will be sent to the manager 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.
• Absence record will be split between absence limit periods in following scenarios.
  If absence request cross over absence limit periods, then absence will split when request is authorized. Direct absence registrations will be split between limit periods with the completion of absence registration.
  In both scenarios, Absence Continuation ID will be updated accordingly.

Pages

Absence
Absence Import
Absence Registrations
Register Absences

Activity Diagrams

Register Absence