This article takes you through how to enter an absence record in the EASY Time & Attendance system.
We would recommend that you read the Time & Attendance - Absence Overview article which explains how to locate and select an employee in more detail.
Entering an Absence Record
Once you have selected the employee and accessed the Absences screen you need to select
the button on the right hand side of the Unsubmitted Absences to make absence entries.
You will now be presented with the absence entries screen.
Enter the date for the absence in the From Date field or select the date using the date picker icon. If the absence is part of a day enter the time the absence commenced. This is not necessary if the person is taking a full day of absence.
- If the employee is on sick leave/maternity leave etc., and has not yet returned to work you can select the Cont. Abs. box (this stands for continued absence). This will enable you to save the entry without having to enter an end date.
- Enter the To Date of the absence. This is the last day of the absence not the date the employee returns to work.
After you have entered the “To Date” the Calendar days will complete on the right hand side. This may disappear once you have selected the relevant absence type depending on the staff and the absence type. You will not need to make any entry to this field.
Important – If you do not have an end date for the absence do not enter the period end date. Only ever enter an accurate return date to ensure the correct payments for the employee.
From the drop down list select the appropriate Absence Type. These boxes are all list driven to comply with reporting requirements in the Electronic Staff Record system. Select the appropriate entry from the drop down lists for all the appropriate fields. If a field remains grey then no entry is required, but you may need to enter something in all 4 fields.
The entry for Calendar days, Hours and AfC Hours will depend on the selections you have previously made. Where the field is grey then no entry is required, whereas when the field is white that generally indicates an entry is required or may be optional.
If you selected a continued absence and the employee is on Agenda for Change terms and conditions, you will need to enter the total number of hours absent in the first month of sickness to enable the correct payment to the employee. Where the employee has returned to work from the absence you may be required to enter the hours absent for the period of the absence to enable the correct payment to the employee.
If you selected continued absence then you can save the entry without entering the hours. However, before submitting the absence at the end of the month you will need to enter any required entry for hours up to the end of the current month. This will not be required in future months until the employee returns to work where you may be required to make an hours entry in the final month.
The absence entry needs to be authorised at the end of each month and can be submitted without the end date if it is not yet known.
When you return in future to the Absences screen you will see any currently open absence entry. If the employee is absent for the whole month then you will need to just select and authorise the entry each month until the employee returns to work.
Submit / Authorise Absences
You will need to submit an absence once the end date is known or at the end of each month to ensure the employee is correctly paid.
Select the absence and either select the button if it is available to you or the button. You may be asked to provide certain characters from your security word to submit or authorise any absence entry.
The system will not allow you to submit an absence entry if it is incomplete (usually hours are required).
If the entry is a continued absence (as shown on the above example), the entry will remain in your unsubmitted entries for next month once it has been authorised. This is so that you can make changes to it or complete the absence details when the employee returns to work..