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Absence Management: Administration

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Page 1: Absence Management: Administration
Page 2: Absence Management: Administration

Absence Management -Administration

Page 3: Absence Management: Administration

1. Go to ‘Definitions >> Leave year’ in

Absence Management

2. Click on ‘New’ link

3. Select the leave year from

drop down

4. Enter a display name 5. Save data

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Leave Year

The current leave year will be configured at time of setup.

Page 4: Absence Management: Administration

1. Go to ‘Definitions >>

Leave Group’ in Absence

Management

2. Click on ‘New’ link

3. Enter applicable details 4. Save data

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Leave Group

‘Starting Month’ indicates the month annual entitlements needs to be entitled by e.g. January, Financial Year.‘Default’ leave group will be created at the time of setup.

Page 5: Absence Management: Administration

1. Go to ‘Definitions >> Leave Type’ in

Absence Management

2. Click on ‘New’ link

3. Define detail related to the leave

type4. Save data

Leave Type

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‘Annual, Childcare, Hospitalization, Maternity, Sick’ leave types will be configured out of the box at the time of setup.

Page 6: Absence Management: Administration

Leave Type – Leave Rules

Active – If checked will make the leave type availableCovering Emp. Required – If checked will mandate a covering employee to be selected in the leave application.Allow Half Days – Check if leave type can be applied as a half dayAuto Calculate End Date – Check if leave end date needs to be auto calculatedHoliday as Leave – If checked will count any weekends/public holidays within the leave period as a day on leaveLieu Leave – Should be checked only for leave type ‘lieu leave’Maternity Leave – Should be checked only for ‘Maternity Leave’No Pay Leave – Should be checked only for leave types where salary is withheld

Page 7: Absence Management: Administration

Leave Type – Leave Rules Cont…

Quarter Leave – Check if leave can be applied as a quarter dayShow Balance – If checked will display the leave balance for employeesEarned/CF Breakdown – If checked, lieu leave can be verified against attendance recordExtended Period – If checked, allow a leave application to be submitted beyond the current leave year. Leave days reduced from current leave years leave balance. Allow Planning –Allow to plan out the leave. Contact team for configuration.Attachment Required – Mandates attaching a document for the leave applicationView Additional Field – Can create additional fields to be captured in the leave application. Contact team for configurationAllow Negative – Allow to apply for leave even without a positive balanceMaximum Leave Days in a Single Instance – What is the maximum number of days, one leave application can be for?

Page 8: Absence Management: Administration

Leave Type and Short Leave Type - Settings

Following fields needs to be configured by the implementation team.- Leave Need Approval(Leave approval workflow)

- Leave Need Validation Script(The conditions that needs to be validated in a leave application e.g. Cannot apply for a sick leave on a Friday or a Monday without a medical certificate)

Page 9: Absence Management: Administration

Leave Type and Short Leave Type - Settings

- Future Leave: When ‘Utilized As’ leave type (e.g. Annual) is entitled for next leave year, ‘future’ If checked for ‘Annual Future’, leave taken against ‘Annual Future’ will be deducted from net years ‘Annual’ leave entitlement for the employee.

- Carried Forward Leave Balance:

Leave balance can be carried forward to the next leave year.

Page 10: Absence Management: Administration

Short Leave Type

1. Go to ‘Definitions >>

Short Leave Type’ in Absence

Management

2. Click on ‘New’ link

3. Define detail related to the

short leave type4. Save data

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Hourly based leave types are considered as Short Leave.

Page 11: Absence Management: Administration

1. Go to ‘Calendar

Definition >> Day Type’ in

Absence Management

2. Click on ‘New’ link

3. Enter a display name

and description

4. Indicate if the day type is a working day, full or half day

holiday

5. Select display color

from drop down

6. Save data

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Day Type Definition

Exclude in ‘Holiday as Leave’: By this definition, this type of day is excluded from ‘Holiday as Leave’ range.

Page 12: Absence Management: Administration

1. Go to ‘Calendar Definition >>

Calendar Group’ in Absence

Management

2. Click on ‘New’ link

3. Enter a display name and

description4. Save data

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Calendar Group Definition

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Once ‘Company Calendar’ checkbox is checked, the same calendar is used in the ‘Attendance’ capability. This is applicable only for product versions below 500.

Page 13: Absence Management: Administration

1. Go to ‘Calendar

Definition >> Holiday Calendar’

in Absence Management

2. Select ‘Year’ and ‘Calendar

Group’ from drop down

3. Click on ‘Edit’ link

4. Click on the date to apply a

holiday

5. Select Holiday type and Click on

‘Apply’6. Save data

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Holiday Calendar

Page 14: Absence Management: Administration

Leave Type and Groups Configuration

1. Go to ‘Annual Entitlement &

Configurations >> Leave Types & Group’

in Absence Management

2. Select the ‘Leave Year’ and

‘Leave Group Code’ from drop

down

3. Click ‘New’ link to

add a new leave type

4.Select ‘Leave

Type’ from drop down

5. Apply changes

only relevant to

group

6. Save data

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Changes made from this screen overrides leave type definitions in slide 5.

Page 15: Absence Management: Administration

Short Leave Type and Groups Configuration

1. Go to ‘Annual Entitlements &

Configurations >> Short Leave Types & Group’ in Absence Management

2. Follow the same steps given in slide number 101

Page 16: Absence Management: Administration

1.Go to ‘Annual Entitlements

& Configurations

>> Employ

ee Leave Entitlements’

in Absenc

e Management

2. Select ‘Leave Year’ and

‘Leave Group’ fro m drop down

3. Select ‘Leave Type’

to entitle

4. Click ‘ Get

Employees to Entitle’

and search

for employ

ees (more details

on slide number 13)

5. Select

employees to entitle

6. Entitle

the employ

ees

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How to entitle an employee to a leave group

‘Show Entitles Employees’ will display list of employees already entitled in this group.

Page 17: Absence Management: Administration

Get Employees to Entitle

1. Go to ‘Get

Employees to

Entitle’

2. Click on the search button

3. Select employ

ees

4. Submi

t

You will only able to search the eligible employees for the selected Leave Group

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Page 18: Absence Management: Administration

1. Go to ‘Operati

onal Activitie

s >> Update Leave

Balance’ in

Absence Manage

ment

2. Select ‘Leave Year’

3. Select an

employee

4. Edit and save

leave balances

5. Save data

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Update Leave Balance

Entitlements for leave types such as Lieu Leave, National Service Leave, No Pay leave etc… are performed via this menu option.

Page 19: Absence Management: Administration

Reason for Leave

1. Go to ‘Operational Activities >> Reasons for

Leave’ in Absence

Management

2. Click on ‘New’

link

3. Enter reason

for leave

4. Save data

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When an employee apply for leave, leave application will require a user to select a reason defined here.

Page 20: Absence Management: Administration