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Using Global Human Resources
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This guide also applies to on-premise implementations

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4 Manage Absences

This chapter contains the following:

Manage Absences: Overview

Absence Recording Statuses: Explained

FAQs for Manage Absences

Manage Absences: Overview

Human resource (HR) specialists, workers, and their managers use the Manage Absences business process to provide accurate records of absences for reporting and payroll calculations.

The following figure illustrates that the Human Resource Specialist maintains absence enrollments, manages processing, and analyzes report data for absences scheduled and recorded by workers and managers.

The figure illustrates that the Human Resource Specialist maintains absence enrollments, manages processing, and analyzes report data for absences scheduled and recorded by workers and managers.

Maintain Absence Enrollments

HR specialists use the Maintain Absence Records and Entitlements page to record absences and review entitlements and balances for the absence period. They can also review plans that the worker is currently enrolled in, calculate accruals, adjust plan balances, and enroll workers in new plans.

Schedule and Record Absences

Workers, or their managers, record absences and review the daily breakdown for the absence period. They can also create absence cases to group related absences, such as absences resulting from the same cause. HR specialists can analyze absence cases to make informed decisions to review existing absence policies.

Manage Absence Processing

HR specialists run the following processes using the Schedule and Monitor Absence Processes task in the Absence Administration work area:

  • Evaluate Absences process, to calculate entitlements for unprocessed absences based on absence plan rules

  • Update Accrual Plan Enrollments process, to update enrollments based on the new hire and transfer events for multiple workers

  • Calculate Accruals and Balances process, to calculate the accrual balances for multiple workers under an accrual absence plan

  • Evaluate Certification Updates process, to check whether certification requirements for multiple workers are past their due dates

Report and Analyze Absence Data

HR specialists can review lists of workers for various parameters such as absence category or type. They can also review workers' absence history to investigate issues.

To manage absences, start from the following pages:

  • HR specialists can select Navigator - Workforce Management - Person Management Overview

  • Managers can select Navigator - Manage Resources - Manager Resources Dashboard

  • Workers can select Navigator - My Information - My Portrait

Absence Recording Statuses: Explained

When an absence is recorded, the status of the absence record changes based on time and events.

Absence Statuses

An absence record displays any of the following statuses:


Status

Description

Saved

Indicates that the absence request is yet to be submitted.

Awaiting Approval

Indicates that the submitted absence is waiting to be approved. On approval, the status changes to Scheduled or Completed.

Approval Denied

Indicates that the submitted absence was not approved. A rejected absence record does not display any longer in the Absence Records section.

Scheduled

Indicates an approved absence request for a period in the future.

In progress

Indicates that the absence period of the approved absence has started.

Completed

Indicates an approved absence for a period in the past.

FAQs for Manage Absences

How can I enroll and disenroll workers in accrual plans?

To update enrollments based on the new hire and transfer events for multiple workers, schedule the Update Accrual Plan Enrollments process. You can also use this process to update enrollments of multiple workers for a specific accrual plan. This process is available on the Schedule and Monitor Absence Processes page in the Absence Administration work area.

To update enrollments for a specific worker, search for the worker on the Person Management page. Then, use the enrollment actions on the Maintain Absence Records and Entitlements task.

Why can't I see my absence type in the Record Absence page?

You might not be eligible to record an absence belonging to that absence type, or the absence type might not be effective as of today.

Can I cancel or update an absence partially?

Yes. Use the Advanced button on the Add Absence page to manage an absence period that contains noncontinuous dates.

Where does the absence duration value come from?

From the worker's primary work schedule, by default. However, if the absence plan rules were set up to calculate the duration differently, then that calculation takes precedence over the work schedule.

What happens if I delete an absence in the past?

Payment information and band entitlements for that absence period are revised automatically based on the rules that were defined in the corresponding absence plan.

What happens if I create an open-ended absence?

Until you enter the actual end date, the absence duration and accrual balance is not updated. For a qualification absence, such as long term sickness, payment information is calculated based on the estimated end date that you enter.

How can I check whether certification requirements for multiple persons are past their due dates?

Use the Evaluate Certification Updates process using the Schedule and Monitor Absence Processes task in the Absence Administration work area.

How can I calculate time accruals and update accrual balances of workers?

To calculate the accrual balances for multiple workers associated with a specific accrual plan, use the Calculate Accruals and Balances process. This process is available on the Schedule and Monitor Absence Processes page in the Absence Administration work area.

To calculate accrual balances for a specific worker, search for the worker on the Person Management page. Then, use the accrual actions on the Maintain Absence Records and Entitlements task. You can calculate accruals for a specific plan or all plans in which the worker is currently enrolled.