Using the Absences screen, you can enter an absence for multiple or individual employees, including the dates, absence type, absence duration (such as Half Day), and, if needed, the name of the employee who will be substituting for the worker on leave, as follows:

Note: For information about Time and Attendance (TAA), go to An Introduction to Time and Attendance. For details about the TAA user interface, see Navigating the Time and Attendance Module.

  1. Click  >> Absences.
     
    The Absences screen will appear.
      
  2. To enter an absence for a single employee (or a few by name), follow these steps:
     
    1. Under Employees (on the left side of the screen), type the first employee's name (or part of it) in the Search Employee field.
       
      Matching names will appear in a drop-down list.
       
    2. Select the employee from the list.
       
    3. Repeat steps a and b for as many individual employees you need.
       
    4. Skip step 3.
       
  3. To enter absences for a whole department (or several departments), follow these steps:
     
    1. Under Employees (on the left side of the screen), click .
       
      The Employees dialog box will appear, displaying your departments in a tree structure.
        
    2. To select all your departments, click the check box to the left of your highest-level department name.
       
    3. To select individual departments, you may need to click the expansion arrow to the left of your top department.
       
    4. Expand higher-level departments until you find the one you need, if they're not already expanded.
       
    5. Select the check box to the left of each department name for which you need to add absences.
       
    6. Click Apply.
       
  4. By default, the absence date range's start and end dates will be the current day's date. If you're entering an absence for today, you can skip to step 7.
     
    Note: The Absence History grid on the right lists the past absences for the selected employee(s), which can be useful if you need to check for a pattern of nonattendance. (See Viewing Employee Absences for an explanation of the column headers.)
  5. If you need to enter an absence for a different date range, under Add Absence (on the right side of the screen), click the Start Date calendar picker and select the beginning date of the time span.
     
  6. Click the End Date calendar picker and select the end of the time period.
     
  7. Click the Absence Type drop-down arrow and select the type, such as Sick Leave.
    Note: See Adding an Absence Type for information on creating these types.
  8. Click the Time Frame drop-down arrow and select the duration of the absence, given these options:
     
    • Half Day - AM: If the employee(s) will be absent for just the morning shift.
       
    • Half Day - PM: If the employee(s) will be absent for just the afternoon shift.
       
    • Full Day: If the employee(s) will be absent for the entire workday.
      Note: The Full Day value is taken from the Work Day tab of the TAA System Settings screen.
    • Hourly: If you want to set an hourly value for the absence. If you choose this option, Absence Hours options will appear with the drop-down lists.
        
      You can enter the hour, minute, and AM/PM values for when the absence will begin and end using the From and To time pickers. Alternatively, you can select the Enter Hours toggle and type the number of hours the worker(s) will be absent, such as 4.
       
    • Midday: If the employee(s) will be absent for just the midday shift.
       
  9. Optionally, you can click the Attendance Event drop-down arrow and select an attendance event, if your organization uses those to measure employee performance.
    Note: The following two options, Job Types and Substitute, are only available when you are entering leave for an individual employee. If you are adding an absence for multiple employees, such as a training session for an entire department, you won't be specifying a job type or substitute worker because the jobs they had been assigned to perform would be various.
  10. Optionally, you can click the Job Types drop-down arrow and select the job type the employee had been assigned to perform.
     
  11. If another employee has been assigned to cover the absent worker's shift, click the Substitute drop-down arrow and select their name from the list.
    Note: You can find the substitute's name more quickly by typing the first letter of their last name after clicking the drop-down arrow, which will jump down in the employee list to names beginning with that letter.
  12. Optionally, you can enter any explanation in the Notes field.

  13. Click Add Absence.
     
    The new absence event will appear in the Absence History grid.