Create Absence Transactions

Time Off makes it easy to add an absence transaction to a group of employees. For example, the July 4th holiday is a paid holiday for all employees in your enterprise. Instead of manually entering the same transaction on each employee’s attendance record one at a time, you can use the Create Absence Transactions process to add the transaction to all employees at once.

With the Create Absence Transactions process, you supply the transaction date, an Absence Reason, and the number of absence units for the absence transaction.Time Off then adds the transaction to each employee’s Absence Transactions page.

If you are using Sage HRMS Payroll

If you are also using Sage HRMS Payroll, transaction accruals are transferred to Sage HRMS Payroll in the form of timecards which are then processed in the Sage HRMS Payroll. The transfer occurs when the Open Payroll process is run.

To Create Absence Transactions

Select Time Off > Processes > Create Absence Transactions. Fill in the appropriate information on the Employee Criteria tab.
On the Employee Criteria tab, select the employer from the Employer drop-down list. If there is only one employer, that employer is selected as the default employer.
Tip: To select all employees within the employer, leave the remaining fields blank.
Use the Organization Title drop-down lists to select specific organization levels.
Use the Changed Since field to select all employees whose records have changed since a specified date.
Determine whether you want to create absence transactions for employees who have a status of Active or LOA. Select each check box that applies.
To create absence transactions for specific employees, use the buttons provided to select the employees you want to include. Otherwise, leave this box blank.
You might choose to enter additional selection criteria in the Custom Criteria field. From the drop-down list, select the Criteria Table, the Criteria Builder, or the FoxPro Expression Builder.
You can choose to include either Exempt or Nonexempt employees. Leave this field blank to select both Exempt and Nonexempt.
After you make all of your selections, you can save them as default settings so Time Off can use them the next time you close the accrual year. Click the Save as Default button.
To use the previously saved default settings, click Restore Defaults.
Click OK after you make all of your selections. The Create Absence Transactions dialog box opens.
Enter the date for the transaction. The corresponding day of the week appears in the Day field.
Select the Reason for the transaction from the drop-down list of Absence Reason codes.
Enter the number of hours for the transaction. If you defined the employer’s absence units as Days, enter the number of days.
Enter any comments you have for this transaction.Time Off defaults to the Reason you select, but you can change it as necessary.
Click OK to continue the process.Time Off shows you the number of employees to be updated as well as the reason and transaction date.
Click Yes to continue. As the process continues, a status bar shows its progress.

Each selected employee’s Absence Transactions page is now updated with this transaction. Additionally, the amounts on the Attendance Summary page automatically recalculate with the changed transaction information.