Absence Requests
Navigation:
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Time & Expenses > My Absence Requests
Absence Chart > Clicking the staff member's name from within the grid.
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Access Rights:
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Absence Procedures > Absence Requests
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Additional Access Rights:
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The following access rights are also applicable to your Absence Requests page and can be found by navigating to Absence Procedures > in your access rights.
Access Right
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Function
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Approve Absence Requests
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Allows the user to Approve the absence via the in-line grid menu.
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Purpose
Shows a list of the staff member's absence requests which can then be processed as outlined below.
Operational
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To Create a new absence request, click the New Absence button above the list.
Absence Code
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The type of absence you wish to take. Absence types will have been configured by your system administrator via Absence Codes.
If the absence type you need is not in the drop down list, it could be that the absence does not require approving.
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Absence Reason
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This may be a selection from a list or manually entered. Some absence types require a reason, others don’t. If there is a red star next to the absence reason then you must enter it, otherwise you may leave it blank.
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Absence Date & Time
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The start date of the absence. This is the first date you plan to be absent.
If you are working in the morning and taking the afternoon off, then click the PM option to indicate the absence starts in the afternoon.
If the absence allows custom times and only spans one day, the times may be entered.
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Return Date & Time
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The return to work date. This is the first date you are back at work.
If you are absent in the morning and returning to work in the afternoon, then click the PM option to indicate the absence ends in the afternoon.
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No Of Days/Hours
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When the user has entered the times and dates of their absence the system will work out the number of days or hours that this equates to. To cater for hourly contracts and part-time working, the absence is shown in both hours and days.
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Notes
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Notes can be attached if required. Add notes if you think it help speed up the approval process.
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Email Notifications
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Click the Email checkbox to send an email to your line manager. The line manager will be notified of the absence request the next time they login, regardless of whether an email is sent or not. The email is a separate notification if you need to alert your manager immediately.
A duplicate set of emails is available for verifiers. (verifying is an optional step which your organisation may or may not have implemented, and is normally a HR department well versed in the flexi rules for your organisation).
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Absence Chart button
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Shows the Absence Chart
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To Edit an absence request, double-click through the line, or select the Edit option from the in-grid menu.
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To Delete an absence request, select the Delete option from the in-grid menu. You cannot delete an approved absence, it must unapproved first.
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To Recall an approved request, select the Recall option from the in-grid menu. Recalling is only applicable to Approved absences.
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To Approve / Un-approve or Reject an absence request, select the Approve / Un-approve option from the in-grid menu (refer to additional access rights at the top of this topic).
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To Create a Recurring Absence, i.e. an absence which reoccurs every week such as college leave, click the New Recurring Absence button above the list.
Absence Code
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The type of absence you wish to take. Absence types will have been configured by your system administrator.
If the absence type you need is not in the drop down list, it could be that the absence type does not allow recurring option.
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Absence Reason
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Some absence types require a reason, others don’t. If there is a red star next to the absence reason then you must enter it, otherwise enter a reason if you think it will help the approver to understand why you want the absence.
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Duration
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The duration of the absence:
▪Full day ▪Morning ▪Afternoon ▪Custom times |
Absence Start Date
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The start date of the absence. This is the first date you plan to be absent.
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Finish on or
No of Occurrences
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This defines the number of absence the system will create. You can either enter the last absence date or the number of occurrences.
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Frequency
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The frequency the absence should recur. Most commonly this would be weekly.
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Email
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Click the Email checkbox to send an email to your line manager. The line manager will be notified of the absence request the next time they login, regardless of whether an email is sent or not. The email is a separate notification if you need to alert your manager immediately.
A duplicate set of emails is available for verifiers. (Verifying is an optional step which your organisation may or may not have implemented, and is normally a HR department well versed in the flexi rules for your organisation)
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Absence Chart button
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Shows the Absence Chart
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Additional Information
The Absence Requests page shows a breakdown of this years entitlement (to the left) and next years entitlement as a summary (to the right).
New Absence
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Click to create a New Absence
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Recurring Absence
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Click to create a New Recurring Absence i.e. book every Friday off for the next 3 weeks (useful for recurring medical appointments, training days etc).
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Absence Chart
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Shows the Absence Chart
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View Leave From
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All Years
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Show a full list of ALL absences the staff member has ever booked in the system
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Current Year
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Only show absences for the staff members current leave year.
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Next year
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Only show absences for the staff members next leave year.
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Previous Years
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Only show absences for the staff members previous leave year.
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Include Absence outside request procedure
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Flexi-Time functionality only: If this is ticked the Absence Requests grid also shows absences which have been booked outside the request procedure (via the Timecard).
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Outstanding Requests Only
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If this is ticked the Absence Requests grid is filtered to only include absences which are at Requested status.
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Related Topics
Absence Chart
Absence Summary Report
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