Creating and maintaining absence types
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System ➔ HR & Security ➔ Absence types
Introduction
This document provides you the steps to creating and
maintaining absence types.
Every employee in an organization is entitled to annual
leave, special leave, medical leave, and other entitlements. Before creating an
absence type, you must define the hour item.
For more information on creating and maintaining hour items,
see Creating
and maintaining hour items.
What version are you using?
The information in this document is applicable to product
update 407 and higher. If you have versions lower than this, certain features
explained here will not be applicable.
How do I create absence types?
- Click New.
- Define the required details.
- Click Save, and then click Close.
Keep in mind: All fields with the “!” icon are
mandatory.
How do I edit the description of an existing absence type?
- Select the relevant absence type.
- Click Open.
- At Absence type, type the new description in the text box.
- Click Save, and then click Close.
How do I recode an existing absence type?
- Select the relevant absence type.
- Click Recode.
- A confirmation message will be displayed. Click Yes to proceed, or click No
to cancel.
- At New, type the new code for the absence type.
- Click Start, and the selected absence type will be recoded with the new code.
How do I delete absence types?
- Select the relevant absence type.
- Click Delete.
- A confirmation message will be displayed. Click Yes to proceed, or click No to cancel.
- A notification message will be displayed.
- Click Close.
Fields
ID
By default, the absence type ID is automatically
generated by the system but you can change the ID by recoding the absence type after
saving the absence type.
Absence type
Type or select the hour item of the absence type. An absence
type is the type of leave taken by the employees. You can define the hour item
of vacation leave, sick leave, or maternity leave for the employee. For more
information, see Creating and maintaining hour items.
Assortment
Type or select an assortment. Assortments are categories
that allow you to further group items with similar properties within the same
assortment category. Assortment categories are groups of assortment properties
that have common characteristics and properties.
Color
Click 
Select
to assign a color to be associated with the absence type. When clicked, choose
the appropriate color and click OK to confirm or Cancel to exit.
The colored box will be visible in the employee absence card.
Duration in days
Select this check box to indicate that the absence type is
measured in days instead of hours. By default, this check box is
selected.
Automatic approve
Select this check box to automatically approve the new
absence request created. If you do not select this check box, you have to
manually approve it by clicking Approve after you have created an absence
request.
Alternatively, you can go to HR ? Entries ? Approve
absences, select the required absence request which is in the open status, and
then click Approve to approve it. For more information, see Approving
absence request.
Entitlement section
Buildup of real entitlement
Select None, Monthly, or Yearly to
determine the frequency of calculation and accumulation of the allowed
entitlement. By default, the value is None which indicates that there is
no entitlement to be assigned.
For example, you can define Monthly for the absence
type of vacation leave which is generated every month and it breaks down the
entitlement for each month. For the option Yearly, it is applicable for
the absence type of sick leave which is generated only once per year and there
is no breakdown of entitlement for each month.
Basis
Select Fixed, Service year, Age, or
leave the box blank to determine the basis of the entitlement. This box is
enabled only when you select Monthly or Yearly at Buildup of
real entitlement.
By default, no value is selected. Basis is the method of
which the absence entitlement is calculated according to the following options:
- Fixed — This calculates the entitlement based on
the fixed number of days defined for the employees.
- Service year — This calculates the entitlement
based on the entitlement defined in the range of the employees’ years of
service in the organization. You can define the respective entitlements
for different years of service before you generate the absence
entitlements for the employees at HR ? Reports ? Absence
balance list.
- Age — This calculates the entitlement based on the
age range of the employees. You can define the respective entitlements for
different age groups before you generate the absence entitlements for the employees
at HR ? Reports
? Absence
balance list.
This information is mandatory if the value at Buildup of
real entitlement is Monthly or Yearly.
Increment factor
Select Calendar year, Anniversary, or leave
the field blank to determine the increment factor method. This is the basis for
increasing or adding the entitlement. This field is enabled only when you
select Service year or Age at Basis. If you select Fixed
at Basis, the value displayed is Calendar year and it cannot be
edited. By default, the value is blank.
Calendar year is used when the increment factor
method calculates the increasing entitlement starting from January of the next
fiscal year.
Select Anniversary if you want the increment factor
method to calculate the increasing entitlement starting from the month which
makes up a full-year of service after the month the employee starts the
employment.
For example, the new absence entitlement for an employee is
changed from seven days to 14 after two years of service in the company. The employee
started employment in July 2013 and the change was approved in August 2015. If Calendar
year is selected, the entitlement is calculated starting from January 2016.
If Anniversary is used as the increment factor, the increasing
entitlement is effective from June 2016 instead of January 2016.
Planning section
Out of office
Select this check box to enable this absence type to be used
when creating an absence request.
Calendar
Select this check box if you want the absence request(s)
that is entered in Exact Globe Next to be visible in the employee’s calendar in
Exact Synergy Enterprise. This is applicable only when you have integrated Exact
Globe Next and Exact Synergy Enterprise.
Buttons
Columns
Field section
In this section, you can select and add the fields to be
displayed when you create an absence request. You can also modify or delete the
fields.
By default, the following fields are mandatory at the
absence request screen and cannot be removed from the field section:
-
Person
- Reason
- Start date
- End date
- Duration
- Notes
Name
The available sections and fields for every field name
differ depending on the fields you select in the Name column. The Name
column displays the field names which will be available when entering an
absence request for this absence type.
Label
The Label column displays the label of each field; if
it is blank, the original field name will be used.
Mandatory
The Mandatory column denotes whether the field is
mandatory to be filled when an absence request is entered.
Default
The Default column displays the default value defined
at the field when an absence request is entered for this absence type.
For example, for the Person field, the default value
of Current means the Person field will be automatically filled in
with the current user when an absence request is entered. If None is set
as the default value, the Person field will be left blank when an
absence request is entered.
Icons
Click this to insert a field.
Click this to edit a field.
Click this to remove a field.
Related documents
| Main Category: |
Attachments & notes |
Document Type: |
Online help main |
| Category: |
|
Security level: |
All - 0 |
| Sub category: |
|
Document ID: |
13.399.283 |
| Assortment: |
Exact Globe+
|
Date: |
26-09-2022 |
| Release: |
|
Attachment: |
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| Disclaimer |