How do I use the Absences features?
Start on the Home page.
Hello, my name is Mike. In in this video, I’ll show you an overview of absences, including how to enter and review absence information, absence balances, how to donate time, request cash disbursements, and view your team’s schedule.
Not all companies support all the functionality, absence types or absence plans shown here, so consult your company’s policies for how your absence plans and types work. To add an absence, I can use the Quick Action, or click Time and Absences.
Click Time and Absences.
Click Add Absence.
Once I select the type of absence, I can see my total absence type balance. If the absence type consists of two absence plans - the application displays the total absence balance here.
In the Type field select Time Off.
Click the 225 Absence Type Balance link.
For example, the absence type is Time Off, which here includes both compensatory time off and vacation. I can enter one absence, and the time will be consumed first from Comp time and then the remaining from vacation.
Click to close Absence Type Balance.
The application can support both elapsed based and time-based schedules. With the time-based schedule, when I select a day off, it automatically populates my scheduled start and end times for each day of the scheduled absence. With elapsed-based schedule it would simultaneously populate my scheduled duration.
In the When section, click the Calendar icon for Start Date and Time.
Select December 17th.
Click OK.
I can repeat this absence daily, weekly, or a custom number of days or weeks.
Click the Repeat drop-down list.
Click to close the Repeat drop-down list.
Click Submit.
Click Add Absence.
Absence reasons may be required depending on the type of absence I’m taking.
In the Type field select Sick.
In the Start Date and Time field, click the Calendar icon and select today’s date.
Click the Details drop-down list.
Click to close the Details drop-down list.
Attachments can also be entered, and made optional or mandatory, depending on the type of absence. For example, a Sick absence longer than 5 days might require a doctor’s note, which I can attach here.
Highlight Attachments.
Click Cancel.
Click Absence Balance.
I can view my current absence balances for the various plans. In this case, I have two accrual plans, Sick and Vacation, as well as a Compensatory Time Plan and a Donation plan. I have the option to view my balance based on the last calculation date or as of today’s date.
Click the Balance As-of Date drop-down list.
Click to close the Balance As-of Date drop-down list.
I can drill down into any absence type for more details.
Click the Sick link.
The Summary shows the overall plan balance – how much carried over from last year, how much has accrued, and how many hours of sick time I’ve taken in this plan year.
Click to expand Details.
The Details section shows the specific days and durations of each of my sick absences.
Click to expand Year-End Details.
I can look at the year-end details for a plan, including the balance that’ll be carried over, and how much will be forfeited if not used in the plan year.
Click Back.
Click Back.
To view any of my existing absences, I can use the Existing Absences page.
Click Existing Absences.
This page displays all of my absences for the current year, and their current status, including scheduled, completed, awaiting approval, and so on. If I need to, I can search for an absence from any time period or specific date.
Click to expand the date range drop-down list.
Click to close the date range drop-down list.
I can search for a specific absence type or status, and sort the absences as needed.
Click the Sort By drop-down list.
Click to close the Sort By drop-down list.
I can even add a new absence directly from this page.
Click Back.
I can use the Donations page to donate a portion of my plan balance to a coworker.
Click Donations.
I can see the existing donations I’ve made and I can add additional donations if needed.
Click Add.
I can select the date I want to donate, which plan I want to donate from, who I want to donate to, and the amount of the donation.
Click Cancel.
Click Back.
On the Cash Disbursements page I can “sell” or disburse a portion of my absence balance for payment.
Click Cash Disbursements.
Maybe it’s coming up on the end of the year, and I have a vacation balance of 40 hours and no time to take vacation. I don’t want to forfeit my time, so I can request a disbursement.
Click Add.
I can select the date I want to request the disbursement, the plan I want to request it from, and the amount. The amount can be in hours, days, and so on, depending on the unit of measure of the plan you’re disbursing from.
Click Cancel.
Click Back.
I can use the Team Schedule page to view my team’s schedule and any of their scheduled absences.
Click Team Schedule.
Managers can use this to see their team’s shifts, overall availability, absences, and upcoming holidays. I can see my coworker’s shifts and when they’re going to be off, so I can make sure there will be coverage. I can search for a coworker by name or by shift, and I can view the next or previous weeks as needed.
Click Show Filters.
I can use the filters to change the view on the Schedule page, such as displaying public holidays, various schedule views, and a view of absences. I can also include a view of my manager’s schedule. For example, I want to schedule a day off in mid-December. I can see that two coworkers are already going to be out during that time, so coverage may be an issue if I’m also taking time off.
In the Date field, enter 12/17/21 and click OK.
This concludes the Absences Overview tutorial. Thanks for watching.