Create Absence Type and Connect to Time Type in Time and Attendance

This document explains how you create an absence type and connect it to a time type in the Time and Attendance component group. This is a condition for enabling the calculation of absence time.

Outcome

An absence type has been created and connected to a time type. A calculation method that determines how absence time is calculated has been selected. If necessary, the absence type has been defined to work as an absence confirmation.

Absence types are stored in the MTMACD file.

Absence types are used by employees as a code for clocking in and out in 'Clock In/Out Transaction. Report' (TMS001). These indicate that the employee has not been or will not be in attendance.

Absence time can be created when calculating time because the absence type has been connected to a time type. Times are calculated in 'Calculated Time. Generate' (TMS400), 'Calculated Time. Approve On-screen' (TMS230) and via night runs in 'Night Run. Start' (CRS999).

Absence types are also used in 'Absence Type. Open' (TMS140). Here you connect the absence type to another time type, a work hour group, an employee group and one or more time periods. This means that time other than absence can be created under certain circumstances despite clocking out as an absence type.

Before you start

Follow These Steps

  1. Start 'Absence Type. Open' (TMS105).

  2. Enter the absence type identity in the 'Absence type' field on the B panel.

  3. Enter, if necessary, for which employee group the absence type is valid on the same panel.

  4. Press New.

  5. Enter a name and description for the absence type on the E panel.

  6. Enter the time type to which you want to connect the absence type on the same panel.

  7. Enter how absence time created by this absence type is to be calculated in the 'Calculation method – absence' field.

  8. Enter, if necessary, whether the absence type is to be the basis for absence confirmations.

    This field is only used if the Time and Attendance component group is connected to the Payroll Administration component group.

  9. Press Enter to save the absence type.

Parameters to Set

Program ID/Panel Field The field indicates …
(TMS105/B) Absence type … the identity of the current absence type. The ID can consist of up to 2 numbers.
(TMS105/B) Employee group … the employee group that is valid for the current absence type. See Before Starting.
(TMS105/E) Time type

… the time type to which the current absence type is connected.

Rule

The time type must be of time category 2 = Absence.

(TMS105/E) Calculation method – absence

… how absenteeism should be calculated for the current absence type.

The valid alternatives are

1 = Absence time is always calculated

2 = Absence time is only calculated for full days

3 = Absence time is only calculated the day that the absence entry is made.

Example

1. An employee's schedule time is 8 a.m. to 4 p.m. (8 hours total).

2. The employee clocks out at 4 p.m. day 1 as absence.

3. The employee clocks in again at 9 a.m. day 3.

4. The following occurs:

* Value 1: 11 hours of absence are created (2 hours day 1, 8 hours day 2 and 1 hour day 3).

* Value 2: 8 hours of absence are created (8 hours day 2).

* Value 3: 2 hours of absence are created (2 hours day 1).

(TMS105/E) Absence confirmation

… whether the absence type should be used as the basis for the absence confirmation.

The valid alternatives are

0 = No

1 = Yes.

Conditions

The Time and Attendance component group must be connected to a payroll system.

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