Absence Code Database Maintenance
Absence Code are used throughout the absence system to distinguish between different types of absences, short term leaves, long term leaves and vacation leaves. Each absence code contains vital information indicating the reason and nature of absence.
It is possible to have the same absence code denote different characteristics for different groups of employees. If you wish to use this feature you are limited to identifying these groups based on the employee's bargaining unit, category or position. For example, you can define one absence code as vacation time so a teacher will have different entitlements than management staff.
Absence Code
Enter up to 4 alphanumeric character absence code.
If you are in Change, Delete or Inquire mode, a window will automatically open allowing you select the code you wish to work with.
Description
Enter up to30 characters of appropriate description for the absence code.
Key Type
This field refers to how you wish to group employees to give different characteristics to the same absence code.
Your three choices of groupingmployees are by:
= Bargaining Unit
= Employee Category
= Employee Position
If you do not wish to break absence codes down by any of these employee groups, select any one of the three.
Absence Key
The absence key is related to the key type just selected. If you are entering a new code for the first time, you will have no choice but to enter ' * *MASTER* * '. Each absence code must have a master record defined. This will serve as the default for any other identical codes.
Once a master record is defined, enter any number of secondary absence codes to instruct the system to bypass the master record and look at the absence code with a specific employee grouping (by bargaining unit, category or position).
If you specified 'B' as the key type, you must enter a valid bargaining unit code.
If you specified 'C' as the key type, you must enter a valid employee category code.
If you specified 'P' as the key type, you must enter a valid position code.
tabular representation of the relationship between master and secondary absence codes would be as follows:
ABS COD | KEY TYP | ABSENCE KEY CHARACTERISTICS |
|---|---|---|
0001 B | ** *MASTER* * * | default characteristics for all employees |
0001 B | CUPE | characteristics specific to employees with CUPE bargaining unit |
0001 B | TEACHERS | characteristics specific to employees with TEACHERS bargaining unit |
0002 C | ** *MASTER* * * | default characteristics for all employees |
0002 C | TEAC | characteristics specific to employees with TEAC category |
0002 C | NT | characteristics specific to employees with NT category |
If an employee is booked as absent with a code of 0001, his/her bargaining unit is checked to see which of the three characteristics should be used. If the employee has a CUPE bargaining unit, the characteristics specific to that group are be used. If the employee has a bargaining unit of OTHR, the default characteristics attached to the * *MASTER* * record would be used since no absence code has been defined for that particular bargaining unit.
Similarly, if absence code 0002 is used, the employee's category code would be referenced to search for the applicable absence code. If no match is found, then the * *MASTER* * record would be used.
NOTE: The option of setting of secondary records for absence codes is only necessary if you want to assign different characteristics to the same absence code for different groups of employees. The most obvious application would be vacation absence type codes. Setting up secondary absence codes for vacation types allows you to set up different entitlement tables for each different group of employees. For all other absence type codes, you only need to set up a '* *MASTER* *' record. |
Status
Enter 'S' here to mark the absence code as soft-deleted. Leave this field blank to mark the absence code as active. A soft-deleted absence code cannot be entered into the system through absence entry, nor will it show up in the list of valid absence codes to select from when you search for absence codes.
Type
Enter the appropriate type of this absence. Below is a list of valid responses and their definitions.
A = Absence
S = Short Term Leave
L = Long Term Leave
V = Vacation
Category List
Enter a list of employee category codes (separated by slashes '/') to indicate which category of employees can access this absence code in Automated Dispatch Web.
Leave Rule
Enter the applicable Leave Rule Code. This code controls how absences will be interfaced into payroll.
Paid Leave
Enter 'Y' if this is a paid leave
Enter 'N' if it is not a paid leave.
Source
Enter the source to check whether or not a leave should be approved.
Enter 'P' to check the HR system for prior absences of the same type.
Enter 'O' to check the PAYROLL storage bank system for time remaining.
Enter 'N' if you do not wish to check either source for time remaining.
If you enter 'P' or 'O', each time you leave the absence screen, a summary screen appears if the requested time is less than the time remaining. This field's setting also affects which source is checked in leave management's reports and forms.
Approval
This flag is used to indicate what level of approval is needed for the specified absence.
Enter 'N' to indicate that no leave approval is needed.
Enter 'Y' if this type of leave is required to have approval. The system will look to see if there is a leave approval for the employee of the absence type and during the times specified. If there is, the absence will be allowed to be entered. If there is not, a warning message will appear and a leave request will be generated so that the proper authority can approve the leave at a later time.
Enter 'X' if the employee Must have a leave approval for the specified absence. The system will look to see if there is a leave approval for the employee of the absence type and during the times specified. If there is, the absence will be allowed to be entered. If there is not, the absence/leave cannot be entered.
Interface
Enter 'Y' to indicate absences of this type be picked up when the time sheet entry interface is run.
Enter 'B' to indicate the storage bank interface pick up absences of this type.
Enter 'N' to indicate that absences of this type be ignored by both interfaces.
Medical Note
Enter 'Y' if a medical note is required for this absence code.
Enter 'N' if a medical note is not required for this absence code.
Absence Code
Enter a numeric equivalent for this absence code. This code MUST comprise of numbers 0 through 9. It is used in the voice mail substitute dispatch system so that this code can be entered using a touch tone phone.
DISPATCH PRIORITY
This field controls the order absences will be filled by Automated Dispatch. If you are not using this system, you can leave this field blank. This field expects a numeric value. The lower the priority number, the sooner the absence will be processed. You may want to assign absences due to illness a lower priority than professional development for example.
A dispatch priority can also be placed on specific employee's absences. This is entered in the Permanent Employee Search Criteria screen, field Dispatch Priority. Employees who have a number in this field will have their absences dispatched before all other absences in the Automated Dispatch queue.
Absences Per Day
This field is used to limit the number of absences that can be logged through the Automated Dispatch System for a specific absence code. Automated Dispatch will block absence entry on any date where the total absences for that day have reached this limit.
Leave this field blank if no limit is required.
PAY ID
Enter valid payroll identifiers for all payrolls where employees using this absence code belong. Once you enter a pay ID, the following screen will open allowing you to enter further payroll information.
This information is used primarily for interfacing absences into the payroll system.
ABS Pay Code
Enter the Payroll pay code to be used in the timesheet entry interface to record absences. You also have the option of entering a second pay code here. This is used in conjunction with field Master Function Line Paycodes Indicative Of Benefits located in the Dispatch Search Parameters Profile. If an employee is NOT eligible for benefits, then the second pay code will be used; otherwise the first pay code will be used. If used, a slash '/' must be entered between the two pay codes.
ABS Dock
Enter 'Y' if this type of absence should have time/money docked from employees or 'N' if no time/money should be docked. Note: This field used if field Check Leaves On Absence Interface in the Substitute/Casual Dispatch Parameters Profile is set to 'N'. If your system is set to check leaves on the absence interface, whether or not pay is docked is controlled by field Dock Pay on the leave rule code.
ABS Cost
Enter the cost center to be charged to pay the absent employee.
ABS GL
Enter the GL account that will be charged to pay the absent employee. This will override the Earnings GL in the cost center.
Rep Pay ID
Enter the identifier for the payroll the replacement employee belongs to. (Example, the absent pay ID is TEAC=Teacher's Payroll, the rep pay ID might be SUBS= Substitute's Payroll.)
Rep Pay Code
Enter the PAYROLL pay code to be used to pay the replacement.
Rep Cost Centre
Enter the cost centre to be charged to pay the replacement.
Rep GL
Enter the GL account that will be charged to pay the replacement. This will override the Earnings GL in the cost centre.
Abs Pay Code to Use If Bank Exc
Enter another pay code if the storage bank amount (including this absence) exceeds the limit for that bank.
A paycode must be entered into this field if the Convert to Days using Schedule Hours field has been set to Yes.
Add in Accrual To Balance
Enter 'Y' to add the period accrual to payroll bank balance.
Enter 'N' to not the accrue payroll bank balance.
attach specific bank in costing
Enter 'Y' to use the first bank in absence costing module.
Enter 'N' to not use any bank in absence costing module.
Convert to Days Using Schedule Hrs
Enter 'Y' to convert units to days using scheduled hours per day. If Y has been selected, a paycode must be entered into the Absence Pay Code to use if Bank Exceeded field in order for this absence to interface correctly.
Enter 'N' to not convert to days.
Enter 'R' to convert to days using scheduled hours and round the result up by 0.5 and 1.0.
Storage Banks
Enter the payroll storage banks to be checked in the leave application screen and reports and decremented during the storage bank interface.
Units
Enter 'D' if the storage bank time unit is days or 'H' if it is hours.
Screen 2 is the Entitlement screen. It is used to list the different entitlements employees taking this type of absence/leave/vacation can have. Each absence code can have from 0 to 10 entitlements which are defined by you. Each entitlement you define can have a table attached which can be used to determine the number of days employees are entitled to based on seniority. This is particularly useful for vacation entitlements where employees are entitled to vacation based on their seniority. Each entitlement should have a table even if all employees are entitled to the same number of days. If this is the case, then enter a start range of 0 and an end range of 999999 with the appropriate entitlement amount.
After all the entries are done, click on the Entitlement icon in the tool bar to enter the entitlement details for this absence code.
Roll Over
Enter 'Y' if the entitlement(s) of this absence code should be rolled over from one year to the next or 'N' if they should not.
Number of Entitlements
Enter a number from 1 to 10 of entitlements this absence code will have.
Entitlement
Enter a 30-character description of the entitlement(s) to be associated with this absence code.
To enter the Entitlement details, click on the Modify icon () in the tool bar and the following screen will display.
The 3rd screen lets you enter the entitlement tables for the entitlements just entered. These tables will be used to calculate and load the employee's entitlement record for each absence code.
Each entitlement can have up to 50 table ranges defined. Each range has a start amount, end amount and entitlement. The way the system calculates how many days an employee is entitled to is by first checking the table units field on the employee's entitlement record for the absence type and year. Once the number is found, it is filtered through the table until it is greater or equal to the start range and less than or equal to the end range.
For example, assume that an employee has an entitlement record for the year 1994 and absence type 1. That entitlement record shows that for entitlement 1 the employee has a table unit of 4. The system will read through the above table until the amount of 4 fits in between two ranges. It so happens that it fits in the second range. As a result the employee will be entitled to 10 days. If another employee had had an entitlement record for the same year and type but a table unit of 15, the above table would cause the employee to be entitled to 20 days because 15 fits into range 4 on the table.
NOTE: The table units on the employee's entitlement will most likely be loaded with the employee's seniority. There is a process that will automatically update employee entitlement records with the seniority so that you do not have to manually update each record. See the documentation on employee entitlements in this manual for further information |
Use the arrow keys to move to the field you want to add or modify. Once the cursor is in the desired location, click on the Edit Field icon and enter the desired amounts.
Start
Enter the start amount for the range indicated.
End
Enter the end amount for the range indicated.
Entitlement
Enter the number of days an employee is entitled to if his/her table units fall within the start and end amounts you just entered.
To speed up the data entry for more than one entitlement, you can copy and paste values in any of the fields on the screen. To copy a field value, simply position on the field and click on the Copy icon. To paste the copied value in another field, simply position at the desired field and click on the Paste icon.