Related topics

Attendance Plans Detail page

Employee's Attendance Summary page

Setting up attendance plans

Attendance plans are set up as a code table, which is more detailed than regular code tables. You can set up an unlimited number of attendance plans at the enterprise level for all your employers or set up attendance plans specific to each employer. Just as with any other code table, you can add, copy, edit, and delete attendance plans. The ability of Time Off to maintain various attendance plans gives you the flexibility to accrue and track time in as many different ways as you require.

Note: If you want Time Off to use rules and data from Sage HRMS Payroll to calculate maximum available hours, maximum carryover hours, and total carryover hours for an attendance plan; select the Use Payroll Accrual Rules check box for that plan. This approach ensures that Time Off calculations are based on actual hours worked from Sage HRMS Payroll.

  1. Select Setup > Codes > Time Off > Attendance Plans.

  2. On the Attendance Plans page for Employer, select either the enterprise or a specific employer.

    Note: If you set up attendance plans at the enterprise level, you must set up absence reason codes at the enterprise level. Likewise, if you set up attendance plans at an employer level, you must set up absence reason codes at the same employer level.

    The table on the page lists all the attendance plans already set up for the enterprise or that employer.

  3. Click Add.

  4. On the Attendance Plans Detail page:

    1. For Code, enter a code to uniquely identify the plan.
    2. For Description, enter a description for the plan. The Time Off attendance reports include the plan description.
    3. Select or enter information on the tabs. See Tabs on the Attendance Plans Details page.
    4. Click OK.

    The new plan is added to the table on the Attendance Plans page.

Note: If you copy an attendance plan, the number of decimal places in the copied plan might be incorrect. For example, a plan set at the Enterprise level is set up with two decimal places. A plan set up for the DEU (or DEC for Canadian sample data) company is set up with five decimal places. Before you copy the plan, you must ensure that the decimal structure of the plan you are copying is the same decimal structure as the plan to which you are copying it. This requires manually adjusting the amounts so that the decimal places are consistent from one plan to the other.

If you want to track your employees’ FMLA by setting up an FMLA attendance plan, you need to take some extra steps. The FMLA plan year begins when an employee’s FMLA occurrence begins, so it is different for each employee on FMLA leave.

  1. Select Setup > Time Off > Attendance Plans.
  2. From the Employer drop-down list, select the enterprise or a specific employer.
  3. Click Add.

  4. On the Attendance Plans Detail page:

    1. For Code, enter a code to uniquely identify the plan.
    2. For Description, enter a description for the plan, such as FMLA.
    3. Select or enter information on the tabs. On the General tab, select FMLA as the Plan Type.
    4. Click OK.

    The new plan is added to the table on the Attendance Plans page.

When an employee takes FMLA leave, see Tracking FMLA leave.

As Time Off accrues employee absences and attendance benefits during the accrual year, you may find it necessary to modify an attendance plan. For example, the maximum number of accrual hours or seniority levels may change from year to year.

  1. Select Setup > Codes > Time Off > Attendance Plans.

  2. On the Attendance Plans page for Employer, select either the enterprise or a specific employer.

    The table on the page lists all the attendance plans set up for the enterprise or that employer.

  3. Select the attendance plan that you want to modify and click More.

  4. On the Attendance Plans Detail page, make the changes to the plan information. See Tabs on the Attendance Plans Details page.

    Caution! If you are modifying an active plan in which employees are enrolled, do not change the plan year, the calculation method, or the associated absence reason. If you need to change this information, add a new attendance plan with the new information, and then use the Change Attendance Plans process.

  5. Click OK to save your changes.

After you modify a plan, use the Accrue Time process to update employees' accruals for the plan.

If you accidentally entered a plan, you can delete the plan.

  1. Select Setup > Codes > Time Off > Attendance Plans.

  2. On the Attendance Plans page for Employer, select either the enterprise or a specific employer.

    The table on the page lists all the attendance plans set up for the enterprise or that employer.

  3. Select the attendance plan that you want to delete and click Delete.

  4. When the confirmation message displays, if the plan is associated with any employee, click either:

    • Yes to confirm deletion of the plan from all employees associated with it. Time Off removes the plan from each employee's Attendance Summary page.
    • No to delete only the plan code. This enables you to switch from using plan code tables at the employer level to ones at the enterprise level.

Tip: If the attendance plans and Attendance Plan code tables were originally set up at the employer level, you can copy them to the enterprise level to make code maintenance easier. Then, delete all of the plans at the employer level. When the confirmation message is displayed, click No. For each employee that had that plan, Time Off replaces the employer level plan code with the identical plan code from the enterprise level Attendance Plan code table.