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Recording absence in Book & View Time Off

Tiffany
Updated

HR

Step-by-step guide

This guide explains how to record absence such as holidays and sickness.

Depending on the security configuration of your HR system, employees, managers, or HR users can enter absences which can be sent for verification.

 

Contents

Recording absence in Book & View Time Off

  • Go to the following area:
    •    Latest (left-hand) menu: Holiday & Absence > Book & View Time Off
    •    Pre-2025 (top) menu: Personal Data > Time Management > Time Off
  • The screen will display a summary view of the absences for the selected employee
Note:  Any absences that are pending verification will be displayed in the left-hand column:
  • A green + indicates a new request
  • A yellow circle indicates a change to an existing (approved) request
  • A red - indicates a deletion to an existing (approved) absence
  • Click Insert New Record at the bottom of the screen. If you cannot see the button due to the number of records displayed, click the screen anywhere outside the grid to be able to scroll down to the bottom
  • Select the reasons for the absence and the dates of the absences. A further field, Sickness Reason, may be presented depending on the reason for absence, which will also display in the summary grid
  • Absences that are marked as Continuous will display a tick in the Continuous? column on the summary grid
  • The Return to Work tab will become enabled if the absence reason requires a return to work interview. When the Return to Work Date field is populated it will display a tick in the Return to work Interview Conducted summary grid column
  • The sliders for Half Shift are linked to the start and end date of the absence period and enable you to record a half-day absence on the date indicated
  • Click Insert to save the record, and depending on the user's permissions, the record will be inserted or sent to an approver for verification
  • If an absence is pending verification, then clicking into the record will display an Undo Changes button so that the change can be reverted without further approval.  This can be used to cancel a request, or remove it so a revised entry can be added
Notes:
  • Absences do not have to have an end date when they are first recorded, ie they can be open-ended by deleting the end date. The duration of the absence will continue to accumulate until the absence is closed off
  • Not all Absence Reasons will be available to all users, and not all will have a Return to Work Interview. These are determined by the settings for the Absence Code, in the related Code Table
  • It's possible to set a Default Absence Code so that all newly created absences default to that reason (eg Holiday)
  • You can also quickly enter absences via the Absence Calendar/Planner page
  • Once an absence has been inserted and verified, it's possible to attach Documents to an absence record (such as a fit note or appointment confirmation)

 

Recording Absences in Hours

  • Time off in hours is booked in the same way as days via:

    •    Latest (left-hand) menu: Holiday & Absence > Book & View Time Off
    •    Pre-2025 (top) menu: Personal Data > Time Management > Time Off

  • For employees who have their holiday entitlement in hours, they will see the time they have booked off calculated in both days and hours, similar to employees on a day-based entitlement
  • The hours worked during the period of holiday booked are calculated based on the Work Pattern recorded against the employee's relevant Job and Pay
  • The timing and hours booked can be adjusted by an employee or manager when booking leave for one day, if only part of the working day is required as holiday. Amend the times and click the clock icon to recalculate the Hours
  • Where an absence is more than one day, only the start and end dates can be recorded as a Partial Shift

 

CIPHRFLEXI Work Pattern

  • If you have employees whose working hours are variable/not guaranteed, then you may find it easier to place them on a Flexible Work Pattern (CIPHRFLEXI Code) with no fixed hours
  • This type of Work Pattern presents no Start/End times and allows the employee/manager to enter the hours that were due to be worked when booking an absence, and they can skip over days they were not due to work, and no hours will be recorded
Note:  Employees on a CIPHRFLEXI Work Pattern must be on an Hours Holiday Entitlement scheme, which Includes Public Holidays, as the system cannot calculate Public Holiday Adjustments on a variable pattern.

 

HR User Role permissions

  • HR-Type User Roles will see additional fields on the Time Off page compared to the other types of user roles when viewing subordinate records

  • Go to:

    •    Latest (left-hand) menu: Holiday & Absence > Book & View Time Off
    •    Pre-2025 (top) menu: Personal Data > Time Management > Time Off

  • Department and Work Pattern are visible and can be amended for specific absences as necessary
  • HR users can also adjust the timing and hours on all days within an absence, whereas employees and managers can only do this with a CIPHRFLEXI type of Work Pattern (see previous section). Times can be amended, and then click the clock icon to recalculate the Hours

 

Absence Summary Side Bar

  • Go to:

    •    Latest (left-hand) menu: Holiday & Absence > Book & View Time Off
    •    Pre-2025 (top) menu: Personal Data > Time Management > Time Off

  • The Absence Summary displays on the right to show a summary of balances, which will be shown in Days or Hours, depending on the employee's Holiday Entitlement scheme
Note:  The Absence Summary charts will also display on the Absence Calendar/Planner page.
  • The optional top chart shows Holiday accrued from the Start of the Holiday Year up to Today and can be hidden (see System Configuration below)
  • The bottom chart shows Holiday Entitlement for the full Holiday Year
  • A breakdown of Entitlement is listed in each chart
  • Holiday Entitlement: basic entitlement
  • Holiday BF: (brought forward) shows the balance that was permitted to be carried forward from a previous year during holiday rollover. If a Deadline date is displayed in brackets, this means the BF to Action slider is enabled in Absence Summary Totals, and any Holiday BF not taken by the deadline will be lost
  • Holiday Taken: verified holiday in the past
  • Holiday Booked: verified holiday in the future
  • Holiday Left: entitlement minus verified leave

Additional items may be displayed if relevant, such as:

  • Holiday Unverified: pending verification
  • Holiday Changes: number of unverified requests
  • Update Holiday Left: balance, including holiday changes
  • Manual Adjustment: +/- Balance adjustments
  • Pro Rata Adjustment: may apply to non-standard work patterns
  • TOIL (Hours): time off in lieu balance
  • Entitlements: additional leave, such as volunteering

Note: For more information on the BF Deadline and additional balances listed in the Absence Summary, please see the related help guides.

 

Absence Summary System Configuration

  • There are some configuration options to change the display of the Absence Summary side bar charts
  • You will need a System Administrator Licence to be able to access System > System Configuration
  • Filter the Group Name column to Absence Summary
  • Several options are displayed where you can click on them to change the colour on the header bar of the charts
  • Enabled Accrued Absence Summary Global allows you to hide the top accrual chart to display the bottom full-year chart only
  • Show Pro Rata Adjustment on Absence Summary SideBar allows you to hide the adjustment, although note that when it is set to TRUE, it will only display where there is an adjustment

 

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