Calculating Absence in Time and Attendance

This document explains how absence times are calculated in Time and Attendance according to an employee's clocked transactions. This document also explains the parameters that affect the calculation of absence times.

You can use this document to get a deeper understanding of how absence times are handled in Time and Attendance.

Outcome

You have learned how absence times are calculated. This means that you know what transactions have been created and how they collectively determine the amount of absence time that is calculated for an employee. You have also learned about which parameters directly affect the calculation of absence time. For example, parameters that determine whether absence:

The following files are updated:

Before you start

Purpose

Absence transactions are used to specify when, why and how long an employee has been absent from work. When absence transactions are transferred to a payroll system, they can be included in a payroll run. This means that the absence times are grounds for en employee's salary/wages and that the employee will receive his/her pay according to the rules that apply for each absence transaction. Illness, vacation and leave of absence are examples of absence times.

When

Absence times are calculated when a normal time calculation is performed if the employee:

Aside from the above-mentioned conditions, the calculation of absence is affected by the values that were specified for the current absence type and the time type to which the current absence type is connected. For more information, see 'Absence Time Parameters' below.

How

The calculation of absence times is best explained with the help of a practical example.

  1. Example:

    (Note that the following example is valid assuming calculation method 1 has been selected for the absence type – for more information, see 'Absence Time Parameters' below.)

    Background

    1. An employee's schedule is 8 a.m. to 5 p.m. with a 1-hour lunch break.

    2. The employee clocks out normal using an absence type on day 1 at 4 p.m.

    3. He clocks in normal using the same absence type on day 3 at 9 a.m.

    4. All days are normal workdays.

    Calculation

    1 - Two absence transactions are created from the employee's clocked times. These indicate when his absence began and ended. The transactions can be reviewed in 'Absence. Clock In/Out' (TMS200). For more information, see Review Transactions that Mark an Absence Period's Beginning and End in Time and Attendance. According to the example above, the following are created:

    • A transaction for day 1 with transaction type B0 = 'Normal clock out' and time 4 p.m.
    • A transaction for day 3 with transaction type A0 = 'Normal clock in' and time 9 a.m.

    2 - Aside from these transactions, two transactions are automatically generated each whole day or part of a day that the employee is absent. These are used to calculate the length of absence time to be calculated.

    If the current day is a workday, the transactions are generated from the work hour interval (that is, normal work hours) for the current work hour definition. If the current day is a holiday or a day off, the transactions are generated from the validity interval for the current work hour definition (which is normally 00:00 – 24:00).

    These transactions can be reviewed in 'Absence. Display Clock In/Out Transaction' (TMS205). For more information, see Review Automatically Generated Absence Transactions in Time and Attendance.

    According to the above example, the following are created (in addition to the two transactions listed above):

    • Two transactions for day 1. The first has transaction type A1 (meaning that it is a clocked in absence transaction that is automatically generated) and time 4 p.m. The second has transaction type B1 (meaning that it is a clocked out absence transaction that is automatically generated) and time 5 p.m.
    • Two transactions for day 2, one with transaction type A1 and time 8 a.m. and one with transaction type B1 and time 5 p.m.
    • Two transactions for day 3, one with transaction type A1 and time 8 a.m. and one with transaction type B1 and time 9 a.m.

    3 – The absence times are calculated from the generated transactions above. The calculated absence times can be reviewed in the same programs as other calculated times, for example 'Calculated Time. Update' (TMS220). According to the above example, absence time is calculated for:

    • Day 1 – 1 hour (4 p.m. to 5 p.m.).
    • Day 2 – 8 hours (8 a.m. to 5 p.m. minus any breaks, in this case, lunch 1 hour).
    • Day 3 – 1 hour (8 a.m. to 9 a.m.).

Absence Time Parameters

The parameters that determine how absence time is calculated are specified in:

The following table illustrates the fields that have an immediate effect on the calculation of absence time:

Program ID/Panel Field The field indicates…
(TMS105/E) Calculation method – absence

… how absence times for the absence type specified by the employee are to be calculated. You can select whether absence times:

Should always be calculated (for example for compensation time off or business trip).

Should only be calculated for entire days (for vacation, for example).

Should only be calculated for the day the absence time is clocked (for sick leave 50% for example).

For more information, see Create Absence Type and Connect to Time Type in Time and Attendance.

For more information on the following parameters, see Create Time Type in Time and Attendance.

(TMS100/E) Overrule flex … whether absence times should be generated when absence codes are used when clocking in and out during allowable flextime.
(TMS100/E) Minimum number of hours … the minimum number of hours that can be calculated for times having the current time type.
(TMS100/E) Maximum number of hours … the maximum number of hours that can be calculated for times having the current time type.
(TMS100/E) Fixed percentage of work hours … the percentage to be multiplied to the schedule time when times having the current time type are calculated as a fixed percentage of the work time.
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