If an absence record is incorrect (such as if it was entered incorrectly or if the employee's circumstances changed for that day), you can edit the absence using the Absences screen, 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. Follow the steps in Viewing Employee Absences to pull up the absence(s) you need to change.
    Note: You'll need to edit each absence instance individually, for each employee (even if an absence was originally entered for an entire department), but if you view all the absences you need to modify in the grid, you can move quickly from record to record.

    The absences will be listed by date, with the oldest on top.
     
  2. Locate the first absence you need to edit. (You can filter the Name, Start, or End column if needed [see Sorting and Filtering Column Data].)
     
  3. Click  to expand the instance.
      
  4. To change the type of absence, click the Absence Type drop-down arrow and select the new type, such as Sick Leave.
    Note: See Adding an Absence Type for information on creating these types.
  5. To change the absence duration, click the Time Frame drop-down arrow and select the correct one, given these options:
     
    • Half Day - AM: If the employee was (or will be) absent for just the morning shift.
       
    • Half Day - PM: If the employee was (or will be) absent for just the afternoon shift.
       
    • Full Day: If the employee was (or 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, hours options will appear under the Start Date and End Date fields.
        
      You can enter the hour, minute, and AM/PM values for when the absence began and ended (or will start 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 was (or will be) absent, such as 4.
       
    • Midday: If the employee was (or will be) absent for just the midday shift.
       
  6. Optionally, you can click the Attendance Event drop-down arrow and select an attendance event, if your organization uses those to measure employee performance.
     
  7. Optionally, you can click the Job Types drop-down arrow and select the job type the employee had been assigned to perform.
     
  8. If another employee was 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.
  9. Optionally, you can enter any explanation in the Notes field.
     
  10. To change the date range for the absence, follow these steps:
     
    1. Click the Start Date calendar picker and select the new beginning date of the time span.
       
    2. Click the End Date calendar picker and select the end of the time period.
       
  11. Click Save.
     
    "Item(s) Saved!" will appear at the top right.
     
  12. Repeat steps 2 through 11 for all the absence instances you need to modify.