Creating Absence Codes

Use the Absences form to create the absence codes.

To create the absence code:

  1. Select Form > Open > Absences
  2. Specify an absence code and the description.
  3. Specify this information in the General section:
    Active
    If this check box is selected the employees can select the absence code is displayed.
    Absence Type
    The absence type that matches the purpose of the absence. Possible values are:
    • Holiday: Used to report the holiday.
    • Vacation: Used as the substituted absence code for Holiday. It can be used for non-holiday report dates.
    • Generic: Used to report the non-holiday dates.
    • Sick: Used to report the dates when the employee is sick.
    • Incident: Used to report only the non-holiday dates. It has a point value assigned to it that is used by the Attendance Points System.
    • NoCallNoShow: Used to report only the non-holiday dates. It has a point value assigned to it that is used by the Attendance Points System. This is used when the employee does not inform before taking a leave.
    Paid Absence
    If this check box is selected the employee are paid for the leave request.
    Overtime Eligible
    If this check box is selected the absence hours count toward the overtime threshold.
    Premium Method
    The premium method for the absence type. 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 code for the absence type. If this check box is selected, the premium absence hours are allowed for this absence code. This list contains all premiums defined on the Premiums Codes form.
    Approval Required
    If this check box is selected the approval is required is required for any absence code.
  4. Specify this information in the Advanced section:
    ERP Task Code
    The task code of the ERP. If the value is not specified in the ERP Task Code field, absence hours are posted to ERP.
    Payroll Code
    The code of the payroll. The default value is the same as the Absence Code value. The Payroll Code value will be associated with these absence hours in the payroll extract. Specify a value in the Payroll Code field if these absence hours should be associated with a different code in the payroll extract.
  5. Specify this information in the Tracking section:
    Tracked
    If this check box is selected transaction records, accrual rates and limits can be tracked.
    Carry Forward
    If this check box is selected the remaining hours of leaves are transferred to the next year. This field is displayed only if the Tracked check box is selected.
    Carry Forward Absence Code
    If this check box is selected the absence code can be used for the hours of leaves transferred to the next year. This field is displayed only if the Allow Carry Forward check box is selected.
  6. Click Select Color to specify a color format for displaying absence hours in the Calendar form. Specify a foreground (text) color and a background color and view the result in the Sample field.
  7. The Point System section is used by the Attendance Points System to assign incident values to absence codes.
    Note: This section is displayed only if the value in the Absence Type field is Incident or NoCallNoShow.

    Specify this information in the Point section:

    Incident Value
    When a full incident is incurred, the value entered here is the amount the employee’s Total Incident Balance is incremented by.
    Partial Incident Value
    When a partial incident is incurred, the value entered here is the amount the employee’s Total Incident Balance is incremented by.
    Partial Incident Duration
    This parameter set 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, then the entire request is counted as one incident. Consequently, only one Incident Table Record is created for the duration of the request. 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.
    Note: 
    • The Continuous Request parameter is not applied when Absence hours for an Incident or NCNS ABS Type is created on the Hours Summary form or the Hours Detail form. Each report date generates a separate incident. Similarly, Absence hours for Incident or NCNS ABS Types are created using the Planned Absence form linked to the Hours Summary form and treat each report date as a separate incident.
    • The Continuous Request parameter is applied to the 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 the stand-alone mode.
  8. Click Save and Exit.