Creating Absence Codes

  1. SelectTime Track > Time Track Forms > Absences. The Absences form is displayed.
  2. Specify an absence code and a brief description.
  3. Specify this information, in the General section:
    Active
    Select this check box to make this absence code available for employees to select.
    Absence Type
    The absence type that most closely matches the purpose of the absence (Generic, Vacation, Holiday, or Sick, Incident or NoCallNoShow).
    Paid Absence
    Select this check box to pay the employee for this absence type.
    Overtime Eligible
    Select this check box to count the absence hours toward the overtime threshold.
    Premium Method
    The premium method.
    Note: You can specify Not Allowed to apply no premium to absence hours, Shift Premium to apply the premium that is specified for the selected shift, or Premium Code to apply the premium specified in the Premium Code list.
    Premium Code
    The premium absence hours are earned, if premiums are allowed for this absence code. This list contains all premiums defined on the Premiums Codes form.
    Approval Required
    Select this check box to require approval for this absence code.
  4. Specify this information in the Advanced section:
    ERP Task Code
    The code under which absence hours will post to ERP. If you do not specify an ERP task code value, absence hours are not posted to ERP.
    Payroll Code
    The default value is the same as the Absence Code value. The Payroll Code value is associated with these absence hours in the payroll extract. Optionally, enter a different Payroll Code value if these absence hours must be associated with a different code in the payroll extract.
  5. Specify this information in the Tracking section:
    Tracked
    Select this check box to track transaction records and accrual rates and limits.
    Carry Forward
    Select this check box to allow unused hours to be carried into the next year.
    Note: This field is displayed, only if the Tracked check box is selected.
    Carry Forward Absence Code
    The absence code to use for hours carried into the next year.
    Note: This field is displayed only if Allow Carry Forward is selected
  6. Click Select Color to specify a color format for displaying absence hours on the Calendar form.
  7. Specify a foreground (text) color and a background color and view the result in the Sample field.
  8. Specify this information in the Point System section:
    Note: 
    • This section is enabled only if the Absence Type field is set to Incident or NoCallNoShow.
    • The Point System section is used by the Attendance Points System to assign incident values to absence codes.
    Incident Value
    When a full incident is incurred, the value specified here is the amount the employee’s Total Incident Balance is incremented by.
    Partial Incident Value
    When a partial incident is incurred, the value specified here is the amount the employee’s Total Incident Balance is incremented by.
    Partial Incident Duration
    This parameter sets the duration limit of a partial incident. Absence hours less than this parameter applies partial incident values and Absence hours greater than this parameter applies full incident values.
    Continuous Request
    If this check box is selected, and an Incident ABS Type is requested through the Absence Request System, the entire request is counted as one incident. Consequently, only one Incident Table Record is created for the duration of the request.
    Note: 
    • If this check box is cleared, each report date in the request is considered as a separate incident. Consequently, an Incident Table Record is created for each report date.
    • The Continuous Request parameter is not applied when Absence hours for an Incident or NCNS ABS Type is created on the Hours Summary or Hours Detail form using the A icon. Regardless of the setting each report date, a separate incident is generated. Similarly, Absence hours for Incident or NCNS ABS Types created using the Planned Absence form linked to the Hours Summary form treats each report date as a separate incident.
    • The Continuous Request parameter is applied to Absence hours for Incident or NCNS ABS Types created on the Hours Detail form, using the Planned Absence form or on the Planned Absence form in stand-alone mode.
  9. Click Save and Exit.