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Employee's Attendance Summary page

Employee's Absence Transactions page

Each time you enter an employee’s absence, whether it is a personal day off or an absence under the Family Medical Leave Act (FMLA), the system automatically adds a transaction to the employee’s attendance record.

The table on the Absence Transactions page shows all absence transactions for an employee. It includes transactions that were manually entered as well as those that were automatically added. For example, if you use the Create Absence Transaction process or the Return From Leave of Absence task, those absence transactions are included on this page.

  1. At the bottom of the Absence Transactions page, click Add.
  2. On the Absence Transactions details page, enter information about the absence, including the start date, reason code, hours absent, and any comments.
  3. Click OK.

Time Off adds the new absence to the table on the Absence Transactions page.

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 for the week in the current accrual year and one for the week in the next accrual year.

  • If you want to enter exact dates, enter one transaction per day. Otherwise, you can enter the first date and then the total units for the absence.

  1. Either click the + button next to the transaction—or select the transaction and click More at the bottom of the Absence Transactions page.
  2. On the Absence Transactions details page, make the changes to the absence information.
  3. Click OK.

Time Off updates the absence in the table on the Absence Transactions page.

  1. Select the transaction you want to delete.
  2. Click Delete at the bottom of the Absence Transactions page.
  3. Confirm that you want to delete the absence.

Time Off removes the absence from the table on the Absence Transactions page.

When you add, edit, or delete transactions, Time Off automatically recalculates the total hours taken and total hours available for the associated plans. The Attendance Summary page then displays the updated information.

Items on the Absence Transactions detail page

Items on the detail page

 

Item

Description
Day

Displays the weekday that corresponds to the Date. If the absence is for more than one day, this column displays Multiple.

 

Date

Displays the date when the absence began, which should be within the current accrual year.

Note: When entering an absence, if the start date is prior to the start of the accrual year, Time Off informs you and prompts you to confirm the transaction. If you must post an absence to a previous accrual year, use the Post Absence to Previous Year task.

Reason

Displays the reason for the absence, which was selected from the table of Absence reason codes.

Hours or Days

Displays the total number of hours or days taken for this absence. This is a number that can have as many decimals as were set up for the plan. For example, if the plan has two decimals, it shows 1.25 for 1 hour and 15 minutes and 40.00 for one forty-hour work week.

Comments

Displays any comment that was entered about the absence. If comments were not entered, Time Off displays the absence reason.

The Attachments tab of the Absence Transactions detail page

The table on this tab shows information about the attachments associated with the selected absence transaction, including the title, upload date, and file name of each attachment.

  • To add a new attachment, click Add, and then enter the following information about the attachment.
  • To change an attachment, select it in the table and click More, and then change the following information about the attachment.

Items for the attachment 

 

Item

Description

Code

Select the code for this type of attachment.

Title

Enter the title for the attachment.

File

Displays the file name of the attachment.
Upload File icon

To select the attachment file, click this Upload File icon to open the Select file to attach window, locate and select the file, and then click Open.

Updated

Displays the date and time when the file was last uploaded.

check box selected Display in Employee Self Service

Select this check box if you want the employee to be able to view this attachment in Employee Self Service.