Creating employee absence transactions

Use the Create Absence Transactions process 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 absence transaction for each employee one at a time, 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.

Note: If you use 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.

Tip: If you need to enter an absence transaction for one employee, you can enter it directly on the employee's Absence Transactions page.

To create absence transactions:

  1. Select Time Off > Processes > Create Absence Transactions.

  2. On the Employee Criteria tab of the Create Absence Transactions page:

    • Select the Employer. If there is only one employer, that employer is automatically selected.

      Tip: To select all employees within the employer, leave the remaining items blank.

    • To limit the absence transactions to employees in a specific organization, select the organization in the relevant drop-down list.
    • To limit the absence transactions to employees whose information changed since a specified date, enter the date for Changed Since.
    • To limit the absence transactions to employees who have a status of Active, LOA, and/or Terminated, select or clear the check boxes.
    • To limit the absence transactions to specific employees, use the buttons to select the employees to include.
    • To limit the absence transactions to employees based on your own selection criteria, select the Criteria Table, the Criteria Builder, or the FoxPro Expression Builder from the Custom Criteria list.
    • To limit the absence transactions to employees who are either Exempt or Nonexempt, make a selection in the Exempt list. Leave this item blank to select both.
  3. If you want to save your selections as the default so Time Off can use them the next time you create absence transactions, click Save as Default . To use the previously saved default settings, click Restore Defaults.
  4. To continue the Create Absence Transactions process, click OK.

  5. In the Create Absence Transactions window:

    1. Enter the Start Date for the absence. The corresponding day of the week appears for Day.
    2. (Optional) Enter the End Date for the absence. If the absence spans two or more days, Multiple appears for Day.
    3. Select the Reason for the absence from the list of Absence Reason codes. This determines which attendance plan will be affected by the absence transactions.
    4. Enter the number of hours or days for the absence.
    5. (Optional) Enter the Start Time and the End Time for the absence.
    6. Enter any comments about this absence. If you do not enter comments, Time Off displays the absence reason. The comments are displayed in the employees' Attendance Transaction pages.
    7. Click OK to continue the process.

  6. Time Off displays a message showing the number of employees to be updated as well as the absence reason and date. Click Yes to continue and create the absence transactions.

    The Create Absence Transactions process starts. A status bar shows its progress. Time Off automatically calculates the total hours taken and total hours available for the selected employees for the associated plan.

    When the process is complete, each selected employee's Attendance Transaction pages displays the transaction and their Attendance Summary pages. shows the updated balance information.