HR
Step-by-step guide
This guide shows you how to check the Absence Summary (Totals) screen, which provides a summary view of the absence and holiday information for an employee.
To view Absence Totals
- Go to the following area:
- Latest menu: Holidays & Absence > Absence Summary
- Pre 2025 menu: People Admin > Time Management > Absence Summary Totals
- The screen will display a summary view of the holiday and absence information for the selected employee
- The Holiday Entitlement, Sick pay Scheme and Absence Year are linked to Code Tables and can be assigned to an employee via the Terms and Conditions in their Job and Pay record
- To change details for the employee, you can click the Change Holiday Entitlement button:
The left hand side of the page mainly covers information related to the employee's Holiday balances.
The right hand side of the page provides useful information for other types of absence monitoring.
1. Fields related to the employee's Holiday balances
| Field | Contents |
|---|---|
| Holiday Entitlement | The holiday entitlement scheme that the employee is on. Use the Change Holiday Entitlement button to vary this, as well as some other fields below. Holiday Entitlements are created in the Code Tables area of Ciphr HR. |
| Holiday Year | The holiday year that this employee is on. Holiday Years are created in the Code Tables area of Ciphr HR. |
| Holiday Year Start and End Date | The start and end dates for the holiday year that the employee is on. |
| Holiday Entitlement | The number of days of holiday assigned to the person via the holiday entitlement scheme that they are on. |
| Holiday BF | The number of days holiday that were brought forward from a previous holiday year (if permitted during the rollover process). |
| BF Deadline | The deadline date for taking Holiday BF. |
| BF To Action | With this slider enabled, when the BF Deadline date passes any untaken Holiday BF will be lost. If the holiday taken amount at this point is less than the original Holiday BF, it will be reduced accordingly. For more information on the BF Deadline please refer to the related help guide. |
| Manual Holiday Adjustment | This will only show if there is an adjustment and is where you can amend a Holiday Left balance by recording a positive or negative figure. This can be done individually via the Change Holiday Entitlement button or in bulk via Holidays & Absence > Absence Administration > Insert Bulk Holiday Adjustment. For more information on manual or bulk adjustments, please refer to the related help guides. |
| Pro Rata Holiday Adjustment |
This will only show if there is an adjustment (usually for part timers) calculated by the system via Holidays & Absence > Absence Administration > Pro Rata Holiday Calculations. For more information on pro rata calculations please refer to the related help guide. |
| Holiday Taken |
The number of verified days that have been booked as holiday. |
| Holiday Left |
The balance of remaining holidays left, when Holiday Taken is deducted from the total of Holiday Entitlement, Holiday BF and any other Adjustment(s). |
| Sick Pay |
The sick pay scheme that this employee is on. Sick Pay schemes are created in the Code Tables area of Ciphr HR. |
2. Fields for other types of absence monitoring
| Field | Contents |
|---|---|
| Absence Year | Absence Years are created in the Code Tables area of Ciphr HR and reflects the monitoring period for the information listed below. This can be assigned to an employee via their Terms and Conditions or the Change Absence Year button can be used to change it on an individual basis. |
| Absence Year Start and End Date | The start and end dates for the absence year that the employee is on. The dates can be edited to recalculate the figures below (eg to extend the period to incorporate a longer term absence) without amending the employee's Absence Year, therefore nothing will be saved which can be useful for an on the spot calculation. |
| Days Available | A calculation of the number of working days that the employee is available based on their work pattern and holiday entitlement. |
|
Days Absent Days Sick Days Unauthorised |
Dependent on the configuration of an absence code, the absence can be counted as Absent, Sick and or Unauthorised. These are displayed as a value and as a percentage of the days available. |
|
Late minutes Late Occasions |
How many minutes and over how many occasions the employee has been recorded as being late. |
Last rolling 12 Months
Within this section, you can view the Bradford Factor score for the employee and number of Episodes (separate occasions) of sickness absence within the last 12 months.
Bradford Factor is a calculation that can be used to measure absence and is calculated as follows:
(S x S) x D = B
S is the total number of separate sickness absences, D is the total number of sick days and B is the Bradford Factor score.
Maternity Leave
Absence Summary provides three additional fields in the case of female employees which can be used in relation to maternity leave.
The three fields below will appear at the bottom left of the screen when a female employee is selected.
- Enter the Maternity EWC Date (expected week of childbirth) and the system will update it to the Sunday at the start of the week when the date falls and will then automatically calculate the dates below:
- The Leave Due From date will show 11 weeks prior to the EWC as the earliest date that maternity leave can start
- The To date will show a year after the EWC date as the latest date to end additional maternity leave (52 weeks)
- The date can be updated as needed if it changes (eg the baby arrives early or late)
- Clear is used to clear the data
| Note: The Leave Due From and To date calculation periods can be amended via System Configuration > System Configuration (System Administrator Licence required), but the field names cannot currently be changed.
|
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