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Employee Attendance

Details

View employee absences on the Employee Attendance (Absence) Detail. Often, absences are due to illness, vacation, leave, or jury duty.

Most organizations opt to have most absence details auto-created by linking particular earnings to attendance codes. When that is setup, payroll charges hours are charged against an Earnings code that is associated with an Attendance code and auto-creates a detail when payroll posts.

The Employee Attendance (Absence) Detail is accessed to provide additional information about an absence or to view absence records that were created by posted payrolls. Having attendance detail records enables reporting on absences due to OSHA incidents, disabilities, and leaves of absence that may or may not be covered by the Family Medical Leave Act (FMLA) or by workers' compensation plans. An authorizing supervisor, labor cost, physician name, and physician approval can be entered.

If a user adds an absence record directly on the Employee Attendance (Absence) Detail, it will be listed on some Human Resource reports related specifically to absences. However, only hours that are entered through another screen that impacts payroll processing will be paid.

Often, an absence record is edited to provide additional reporting information.

Absences

The Employee Information profile provides a list of the employee's recorded absences.

Summary of Absences

• Type Cd.  The attendance type code.
• Attend Cd Descr.  The description of the attendance code.
• Hours.  The number of hours for this absence.
• Begin Date (Actual). The begin date is the first day that an employee is actually absent from work.
• End Date (Actual). The actual end date is the day that the employee returns to work.

: How to Auto-Create Absence Records through Payroll

To have payroll automatically create an absence record, an earning paid to the employee must have an Attendance Code selected on the Earnings Code validation table. Some organizations have employees enter time off themselves through self-service Time Off Requests.

After the payroll posts, employee attendance records generated by paid earnings are found on the Employee (Absence) Attendance Detail.

How to Auto-Create Absence Records for FMLA

When it is important to track leaves of absence covered by FMLA, employee attendance detail records enable reporting on FMLA-covered absences.

For example, a business defines an Attendance Code for non-paid FMLA on the Attendance Code validation table and then attaches it on the Earnings Code validation table to an earning for FMLA that is not wages worked (does not pay dollars to employees).

For every payroll that an employee is on an FMLA-covered leave of absence, Payroll enters a row of FMLA earnings for the employee's hours on leave, only overriding the row's begin date or end date when the leave starts or stops in the middle of that pay period.

As payrolls that pay the FMLA earning post, Employee Attendance Detail records create automatically for the leave, even while no actual dollars are paid to the employee, given an earning that isn't marked "Wages Worked" on the Earnings Codes Table.