System ➔ HR & Security ➔ Absence types
This document provides you the steps to creating and maintaining absence types.
Every employee in an organization is entitled to annual leave, special leave, medical leave, and other entitlements. Before creating an absence type, you must define the hour item.
For more information on creating and maintaining hour items, see Creating and maintaining hour items.
The information in this document is applicable to product update 407 and higher. If you have versions lower than this, certain features explained here will not be applicable.
Keep in mind: All fields with the “!” icon are mandatory.
By default, the absence type ID is automatically generated by the system but you can change the ID by recoding the absence type after saving the absence type.
Type or select the hour item of the absence type. An absence type is the type of leave taken by the employees. You can define the hour item of vacation leave, sick leave, or maternity leave for the employee. For more information, see Creating and maintaining hour items.
Type or select an assortment. Assortments are categories that allow you to further group items with similar properties within the same assortment category. Assortment categories are groups of assortment properties that have common characteristics and properties.
Click Select to assign a color to be associated with the absence type. When clicked, choose the appropriate color and click OK to confirm or Cancel to exit. The colored box will be visible in the employee absence card.
Select this check box to indicate that the absence type is measured in days instead of hours. By default, this check box is selected.
Select this check box to automatically approve the new absence request created. If you do not select this check box, you have to manually approve it by clicking Approve after you have created an absence request.
Alternatively, you can go to HR ? Entries ? Approve absences, select the required absence request which is in the open status, and then click Approve to approve it. For more information, see Approving absence request.
Select None, Monthly, or Yearly to determine the frequency of calculation and accumulation of the allowed entitlement. By default, the value is None which indicates that there is no entitlement to be assigned.
For example, you can define Monthly for the absence type of vacation leave which is generated every month and it breaks down the entitlement for each month. For the option Yearly, it is applicable for the absence type of sick leave which is generated only once per year and there is no breakdown of entitlement for each month.
Select Fixed, Service year, Age, or leave the box blank to determine the basis of the entitlement. This box is enabled only when you select Monthly or Yearly at Buildup of real entitlement.
By default, no value is selected. Basis is the method of which the absence entitlement is calculated according to the following options:
This information is mandatory if the value at Buildup of real entitlement is Monthly or Yearly.
Select Calendar year, Anniversary, or leave the field blank to determine the increment factor method. This is the basis for increasing or adding the entitlement. This field is enabled only when you select Service year or Age at Basis. If you select Fixed at Basis, the value displayed is Calendar year and it cannot be edited. By default, the value is blank.
Calendar year is used when the increment factor method calculates the increasing entitlement starting from January of the next fiscal year.
Select Anniversary if you want the increment factor method to calculate the increasing entitlement starting from the month which makes up a full-year of service after the month the employee starts the employment.
For example, the new absence entitlement for an employee is changed from seven days to 14 after two years of service in the company. The employee started employment in July 2013 and the change was approved in August 2015. If Calendar year is selected, the entitlement is calculated starting from January 2016. If Anniversary is used as the increment factor, the increasing entitlement is effective from June 2016 instead of January 2016.
Select this check box to enable this absence type to be used when creating an absence request.
Select this check box if you want the absence request(s) that is entered in Exact Globe Next to be visible in the employee’s calendar in Exact Synergy Enterprise. This is applicable only when you have integrated Exact Globe Next and Exact Synergy Enterprise.
Click this to maintain the absence entitlement of the absence type for an employee. For more information, see Maintaining absence entitlement – Age basis, Maintaining absence entitlement – Fixed basis, and Maintaining absence entitlement – Service year basis
Note: This button is disabled if the Buildup of real entitlement is set to None.
Click this to save the details of the new absence type or to accept the changes.
Click this to create an absence type.
Click this to exit.
In this section, you can select and add the fields to be displayed when you create an absence request. You can also modify or delete the fields.
By default, the following fields are mandatory at the absence request screen and cannot be removed from the field section:
The available sections and fields for every field name differ depending on the fields you select in the Name column. The Name column displays the field names which will be available when entering an absence request for this absence type.
The Label column displays the label of each field; if it is blank, the original field name will be used.
The Mandatory column denotes whether the field is mandatory to be filled when an absence request is entered.
The Default column displays the default value defined at the field when an absence request is entered for this absence type.
For example, for the Person field, the default value of Current means the Person field will be automatically filled in with the current user when an absence request is entered. If None is set as the default value, the Person field will be left blank when an absence request is entered.
Click this to insert a field.
Click this to edit a field.
Click this to remove a field.