Absence Creation Process

Date Range

Enter valid start and end dates in (YY)YYMMDD format. Absences will be proposed/created for each day the employee works (according to their assignment(s) and schedule(s)) during the period specified by this date range.

Day Part (MTWTFSS)

You can specify one of the following letters under each day of the week to indicate what day(s) and portion(s) of days the employee(s) are to be marked as absent.
Enter 'F' to mark the employees away for a full day.
Enter 'A' to mark the employees away for the AM only.
Enter 'P' to mark the employees away for the PM only.
Enter 'H' to specify the start and end times that the employees will be away.

Start And End Times

If you specified that the employees will be away for specified hours, then you will be prompted for the start and end time of the absence. The times must be entered using the 24-hour clock. For example: Enter 1:00PM as 13:00.

Hrs/Days

If you specified that the employees will be away for specified hours, then you will be prompted for the hours or days that should be loaded onto the absence. If the positions of selected employees are hourly, then enter hours. If the positions of selected employees are FTE, enter days.

Absence Code

Enter the absence code you want loaded onto the absences that are created.

Schedule Mode

Enter '1' to create absences using an employee's regular assigned schedule.
Enter '2' to create absences using 1/5 weekly schedule.
Enter '3' to create absences using Stat Logic - regular assigned schedule if working, else 1/5.

Create A Seperate Absence

Enter 'Y' to create a separate absence for each position that an employee works.
Enter 'N' to create a single absence for all positions an employee works.

Preliminary/Final

Enter 'P' to prepare a report showing the proposed absences.
Enter 'F' to create the proposed absences and also prepare a report of created absences.

Employee Selection Criteria

Employee Category

Enter up to 10 Employee Categories. Employees with matching Category codes will be considered for processing. If no categories are entered, all employees will be considered for processing.

Assigned Position Types

Enter up to 10 Position Types. Assignments with matching Position Types will be considered for processing. If no position types are entered, all assignments will be considered for processing.

Assigned Positions

Enter up to 10 Positions. Employees that have eligible assignments with matching Positions will be considered for processing. If no positions are entered, all assignments will be considered for processing.

Assigned Departments

Enter up to 10 Department Codes. Employees that have eligible assignments with matching Departments will be considered for processing. If no departments are entered, all assignments will be considered for processing.

Assigned Bargaining Units

Enter up to 10 Bargaining Units. Employees that have eligible assignments with matching Bargaining Units will be considered for processing. If no bargaining units are entered, all assignments will be considered for processing.

Assigned Location Types

Enter up to 10 Location Types. Employees that have eligible assignments at locations with matching location types will be considered for processing. If no location types are entered, all assignments will be considered for processing.

Assigned Locations

Enter up to 10 Location Codes. Employees that have eligible assignments at matching locations will be considered for processing. If no locations are entered, all assignments will be considered for processing.

Assigned Pay IDS

Enter up to 10 Payroll IDs. Employees that have eligible assignments with matching Payroll IDs will be considered for processing. If no payroll IDs are entered, all assignments will be considered for processing.

School Term

Enter 'Y' to create absences for those eligible assignments that are marked as school term..
Enter. 'N' to create absences for those eligible assignments that are not marked as school term.
Enter 'B' to create absences for all eligible assignments, regardless of how the school term field is set.

Benefits

Enter 'Y' to create absences for those eligible assignments marked as having benefits.
Enter 'N' to create absences for those eligible assignments not marked as having benefits.
Enter 'B' to create absences for all eligible assignments, regardless of how the benefits field is set.

Assignment Types

Enter up to 10 Assignment Types. Employees that have eligible assignments with matching types will be considered for processing. If no assignment types are entered, all assignments will be considered for processing.

Employee Selection

Enter A to consider all employees for selection.
Enter S to enter selected employees individually.

DEFINITION OF 'DEFAULT SCHEDULE'

If an employee only has one position, then the default schedule will start at 7:00 AM and the end time is calculated by adding 1/5 of the weekly hours for that position to the start time. The Cads HRS Calculation field will be used to determine whether or not an additional half hour should be added in for a lunch break. For example, if an employee works 20 hours per week, the default schedule would be from 7 AM to 11 AM because 20/5 = 4. This assumes that the CADS profile wouldn't cause the system to add in an extra ½ hour for a break.
If an employee works at more than one position during the week, but works 5 days a week and works the same schedule each day, then slide the normal schedule down to 7 AM. For example, if an employee normally works from 8:30 AM to 10:00 AM at position A, and 10:00 AM to 3:00 PM at position B, then the default schedule would be 7:00 AM to 8:30 AM at position A and 8:30 AM to 1:30 PM at position B.
If neither of the above conditions are true, then the default schedule will start at 7 AM. All positions will be ordered so that the one with the most hours will be listed first. The start time for the first position will be 7 AM while the end time will be calculated by adding 1/5 of the weekly hours for that position to the start time. The next position will start where the previous position ended and the end time will be calculated in the same manner as the first. It is not important to add in the extra half hour for a break. No special logic needs to be used for noon-hour assistants.