About Absence Transactions

Each time you record an employee’s absence, whether it is a personal day off or an FMLA medical leave of absence, you add a transaction to the employee’s attendance record. The Absence Transactions page contains a list of all the transactions for an employee. When it is necessary to record an employee’s absence, you add a record to this page.

This page shows all absence transactions for the selected employee. It lists transactions that were manually entered as well as transactions automatically added. For example, if you chose to Create Absence Transactions when you returned an employee from a leave of absence, those leave transactions are listed on this page as well.

When you make a change to this page, either by adding, editing, or deleting records, Time Off automatically recalculates total hours taken and total hours available according to the date you make the change. The Attendance Summary page then displays the updated information.

To add a new absence transaction, click Add.
To edit an existing absence transaction, click the + button next to the record or highlight the record and click More…. The detail page opens and shows the information for the selected record.

Notes:

If you need to enter a multiple day absence that begins at the end of one accrual year and continues into the next, split it into two transactions unless you want it all to count in the first accrual year.

For example, an employee is taking the last week of December and the first week of January as vacation. Enter this as two transactions: one forty-hour work week in the current accrual year and one forty-hour work week in the next accrual year.
If you want to record exact dates, enter one transaction per day. Otherwise, enter the first date and then the total units for the absence.

Absence Transactions Fields

Field Label	Field Description
Date	The date on which the absence began. The Date should occur within the current accrual year. However, if you enter a date prior to the start of the accrual year, Time Off informs you the date does not occur within the current accrual year and prompts you to confirm the transaction. If you must post an absence to a previous accrual year, use the task Post Absence to Previous Year.
Day	The weekday that corresponds to the Date. Time Off provides the day when you enter the date.
Reason	The reason for the absence. The codes originate from the table of Absence Reason codes.
Hours/Days	Total number of hours or days taken for this absence. Enter a whole number and as many decimals as you set up for the plan. For example, if you set up your plan for two decimals, enter 1.25 for 1 hour and 15 minutes; enter 40.00 for one forty-hour work week. If you set the employer’s absence units to days, the field label is Days.
Comments	Enter any comment you have about the absence. If you do not provide a comment, Time Off defaults to the Absence Reason.