Absent codes are used in ETP to denote various reasons for an employee being absent form work. When entering an absent time in Edit Time and Attendance, you will be prompted to choose one of the attendance exception codes set up here.
e.g. VA for Vacation, LOA for Leave of Absence, BR for Bereavement, WC for Worker's Compensation etc.
Follow the procedure below to define an absent code.
After choosing Absents These are the codes used to identify the various reasons an employee is absent from work. from the Setup menu, and clicking the ADD or EDIT button, you will see the following screen:
Enter an Absent Code.
i.e. VA
Enter a brief description of the Absent code.
i.e. Vacation
If you want the Absent code to be applied as an attended day absent codes that are included the statutory holiday pay rules. An employee is not penalized on his/her stat holiday pay for these particular absents. towards the calculation of a statutory holiday, Select YES from the 'Apply as ATTENDED DAY for statutory holiday Any Public Holiday. Defined in Setup->Holidays. rules' box. (DC until the value = YES)
i.e. If an employee has a Vacation Day (VA) that happens to fall within the window of a statutory holiday pay rule, it should not count against his attendance for that stat holiday.
If you do not want the Absent code to be applied as an attended day towards the calculation of a statutory holiday, Select NO from the 'Apply as ATTENDED DAY for statutory holiday rules box'. (DC until the value = NO)
i.e. If an employee had an Absent without Permission Day (AWP) , select NO so that the AWP exception code will count against the employee's attendance with regard to the calculation of the stat holiday
If the Absent record is to count against the employees' Perfect Attendance, select YES.
If the employee is to receive points for this type of Absent record, enter the number of points (00.00)
If you want to allow pay times for the Absent code, DC until the value = YES, otherwise DC until the value = NO
i.e. The VA code described above would most likely Allow Pay Times (YES) , whereas the AWP would not (NO)
If 'Allow Pay Times' is set to YES, you will have the additional choices of:
Automatic Rate Override ... allows a rate to be entered for this absent record. Double click to set to YES, then enter the new rate in the box labeled 'Rate'
A 'Minimum Allowable Pay Time' can also be entered if Allow Pay Times is set to YES. Enter the amount of time to be paid for this type of absent record.
If you want to reference the Absent code in the Payroll Export file, this is where Earning Codes and GL Account Numbers can be entered. Up to six characters can be used for the Earning Code applied to reference various types of records. Usually set up the same as in the company payroll program. and up to 15 characters for the GL Account Number.
i.e. VA1 Earning Code and 112233445566 GL Account Number for the VA exception code.
Once you have entered all the information for the Absent code, click Save then Exit the window.
Upon returning to the Absent code setup screen, you can choose to Add another code, Edit an existing code, Delete or Renumber (rename) an existing code or Exit.