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Creating the Causes of Absence

Use Cause of Absences to define all possible causes of an absence detail in an organization.  These are typically Vacation and Sick time but can also include any other type of absence such as bereavement, jury duty or any other category the organization needs to track.   Set up separate Causes of Absence codes for other “buckets” of time such as Carry Over Vacation, or Excess Vacation

It is important that a user set up the Cause of Absence codes and the general parameters first, as they default to the attendance plans.  If a user fails to do this first they will end up having to re-set up the Attendance Plans every time they change the Cause of Absence code.

To setup the Causes of Absences:

1. From the search bar, search for Causes of Absence.

    The Cause of Absence page displays 

2. Add more causes of absence by clicking New in the ribbon.

    A new Cause of Absence Card displays


3. Use the General, and Entitlements, fast tabs to set up this new Cause of Absence (see sections below).

4. Continue adding New cards (step 2) until you have created all the possible Causes of Absence the employees in your company may use.

Configuring the General Fast Tab

Use the General fast tab to configure all the general guidelines of the particular Cause of absence, as well as selecting the items that will display on Web Apps for managers and employees.

To configure the General fast tab of the Cause of Absence card:

1. Populate the fields as required for this cause of absence by first determining if you are configuring a Category type or one of the related Entry types that roll up into a
    specific Category type. For example, Vacation is a Category 
 type while Vacation - Current Year, Vacation - Carry Over, and Vacation - Excess will be the Entry types of
    vacation a user can access under the Vacation Category type.

NOTE: When using Attendance Plans, users should always set up categories first.  By setting up the categories, it not only organizes the information that is displayed on the Web Apps, but also facilitates sequencing (if desired).  When setting up the Cause of Absence of type Entry, users will need to apply the category (this is why users should set up the categories first).


     The following table provides a detailed explanation of the fields in the General fast tab of the Cause of Absence card:

Field Name

Details

Type

By selecting Category or Entry a user creates the Cause of Absence structure.  This includes creating a Category type and then the related Entry types.  When done this way, the category will sum up Causes of Absence belonging to a particular Category.  For example, Vacation is a Category type while Vacation - Current Year, Vacation - Carry Over, and Vacation - Excess will be the Entry types of vacation a user can access under the Vacation Category type.

Code

Enter a code for the Cause of Absence.   The code drives the sequence for how entries are sorted by default for presentation.  

Description

Enter the description for the Cause of Absence.

NOTE: Both the Code and the Description are visible on Web Apps Attendance & Requests pages.

Calendar Description

Enter a short description of the Code that will be used for display on the Absence Calendar in Web Apps. 

Guidelines

Enter detailed guidelines for how your staff can use this Code.   There are up to 250 characters.

More Information (Hyperlink)

Paste a link to more information such as a policy document.  This link will appear in Web Apps when a user selects the code on a request. 

Cause of Absence Category

Select a Category for the entry.   Note, a category is not mandatory but it is helpful for combining similar entries together for the end user. 

NOTE: If a Cause of Absence does not have a category, it will be grouped in with other Causes of Absences without a category and will appear on Web Apps as “Uncategorized.”

Unit of Measure

Select the Unit of Measure for the Cause of Absence Code.   Typically, Hours or Days.  For setting up Unit of Measure see: Units of Measure

NOTE: All entries within a specific category must have the same Calculation Type and the same Unit of Measure or the system will create an error message.

Base Unit of Measure

Displays the base unit of measure that all Cause of Absences are based upon.   This can only be changed on HR setup.   

Calculation Type

Select Hour or Day depending on how the Cause of Absence is tracked.  This setting is used for calculating the quantity for the absence for the employee.   

Show Conversion to Days

Place a checkmark in this field if the balance is calculated in hours but you would like the balance to appear as both hours and days on Web Apps for Employees and Managers. 

Allow Sequencing

Place a checkmark in this field if Sequencing of balances is allow for this value.   For example, turn this on if this is a “Current Year Vacation” type code, but when entering a vacation request you want the balances to be consumed from the “Vacation – Carry Over” balance before consuming current year vacation. 

Balance Only

Place a checkmark in this field if this code is to be used for balances that are accessed only via sequencing such as Carry Over or Excess vacation or sick time.  This will prevent this code form showing up in the list used to select an entry on the Absence Request. 

Show Pay Reduction Warning

Place a checkmark in this field for any codes that will generate a pay reduction.   A warning will be displayed to the user on Employee & Manager Web Apps about the pay reduction even if the entries is used via another code that is sequenced.  The text that appears in this warning is specified on the HR Setup under the Attendance Plans fast tab.

Controls

Payroll Control Code

If there is a payroll implication to this code, enter the appropriate payroll control code.   If there is no payroll implication, leave this field blank. 

Override G/L Account No.

If payroll integration is being used via the Payroll Control Code, you can specify a G/L Account that will be used to override the base Posting Group G/L Account specified for the Payroll Control.   If there is no payroll implication, leave this field blank. 

Attachment Required

Place a checkmark in this field if you want to require an attachment be submitted with an attendance request with this code.  If there is not checkmark, an attachment is an option instead of mandatory. 

Calculation Start Date

Absence entries with a date less than this date are not displayed on the Employee Web Apps. The value in this field is also used in the same manner in Attendance Analysis Report within NAV.

Expiry Date Formula

Populate a formula for calculating the expiry date. The formula should be preceded with either “+” or “-“sign. For example +1Y, -1M.

Prevent Negative Balances

Use this code if you want to prevent the balance of this code to go into a balance.

NOTE: Turning on this value is the only way to trigger sequencing.

Employee Web Apps

Show Balances - Employee

When checked, the employee will see the balances for this cause of absence on Web Apps.

Create Entries - Employee

When checked the employee can enter a request for this cause of absence on Web Apps.   In some cases, you may want the employee to see balances but not create entries for a particular entry type.

Allow Neg. Entries - Employee

This setting determines if the employee can enter negative entries for this code.  Banked time typically uses negative entries.

Manager Web Apps

Show Balances - Manager

Balances on Manager Web Apps are displayed or not depending on this setting. Turn this on for the balances you want the manager to see in Web Apps.

Create Entries - Manager

When checked the manager can enter a request for this cause of absence on Web Apps on behalf of an employee.  In some cases, you may want the manager to see balances but not create entries for a particular entry type.

Allow Neg. Entries - Manager

This setting determine if the manger can enter negative entries for this code.   Negative entries are typically used for banking of time.

Scheduling

Update Schedule

If using Scheduling, place a checkmark in this field if you want the schedule to be updated with this absence.  

Sched. Payroll Control Code

If using Scheduling, enter the payroll control to be added to all the schedule entries affected by this absence.  

Hide Quantity

Place a checkmark in this field to hide the quantity on an Absence Request.   This is used when the quantity is derived from the duration or all shifts the employee is scheduled for during the time of the absence.  This quantity will be calculated later in the process and therefor the elapsed time calculations are not relevant or used.  

Start and End Time

Place a checkmark in this field if you want to show the Start and End time of an absence request.  Typically, this is required for Scheduling. 

Totals

Total Accrued

This amount represents the total accrual or entitlement entries for all employees in the organization to this value. 

Total Used

This amount represents the total consumptions entries for all employees in the organization to this value. 

Total Scheduled

This amount represents the total entries in the schedule for all employees in the organization to this value. 

Total Pending

This amount represents the total of all entries that are pending approval  

Balance

This is the Accrued amount minus used, scheduled and pending amounts.  

Total Approved

This is the total of all approved entries including entitlements and consumption entries.  

Configuring the Entitlement Fast Tab

Use the Entitlements fast tab to detail the causes of absence associated with the end of year carry over process, and entitlements thresholds, including how these are calculated based on the selected Calculation Type.

To configure the entitlements fast tab:

1. Scroll down from the General fast tab to the Entitlement fast tab (you may need to click to expand the fast tab).

    Populate the fields according to your organization’s preferences


    The following table provides a detailed explanation of the fields in the Entitlement fast tab of the Cause of Absence Card:


Field

Details

Calculate Entitlement

Place a checkmark in this field if you want the system to calculate entitlements for this cause of absence. 

EOY Carry Over Code

Select the Cause of Absence Code that you want used for End of Year Carry Over amounts when running the End of year batch process.  For a current year vacation value, this may be something like “Vacation – Carry Over” that may have higher sequence so it is used before the Current Year vacation.

NOTE: This field is only required if running the annual EOY Carry Forward process.

EOY Excess Code:

Select the Cause of Absence Code that you want used for End of Year Carry Over amounts that are considered to be “Excess” when running the End of year batch process.  The Excess Carry forward amount is calculated as the amount of unused Vacation that is over and above the maximum “Allowable” Cary Forward amount for the year.  Such amount requires the employees’ manager to approve before it can be carried forward.

NOTE: Define the Max Allowable Carry Forward Units on the Attendance Plan subform.

Unlimited Carry Over

Place a checkmark in this field if carry over is never limited for this cause of absence.

Annual Maximum Units

Enter the value of the total maximum number of entitlement units that can ever be granted in a given entitlement year.

Maximum Balance

Enter the Maximum Balance that the Cause of Absence can ever attain at its highest point.  A Maximum balance example might be Banked Time (where an employee’s bank can’t exceed 7 days as an example)

Calculation Type

There are two options from which to select in this field.  The Years of Service Calculation Type uses the Entitlements Table to compute the leave amount to which an employee is entitled, based on their years of service.  The years of service are calculated by comparing an employee’s Vacation Credit date to the Effective Date of the entitlement process.

The second option is the Fixed Amount calculation.  This option uses the number of entitlement units on the Attendance Plan subform as a fixed amount that is applied every year when the Entitlement process is run.

Allow Time Bank Transfer

Under certain circumstances, organizations may wish to simply transfer the balance (or portion thereof) of a given Cause of Absence bank to another Cause of Absence code depending on their specific policies.  Place a checkmark in this field if such transfers are allowed “From” this Cause of Absence.

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