WFM UK: HR: Absences

Overview

This article shows the process for recording absences in the HR module and authorising absence and sickness payments.

In the instructions that follow, the 'Days usually worked' and 'Evidence seen?' settings are referred to. If you do not see these but require them, please contact your system administrator.

Creating an Absence

To enter an employee absence,

• Go to HR > Employees > Employee List > select Employee
• Then, expand the employee menu and go to HR > Employee HR Info > Absences

Fig.1 - HR > Employee HR Info > Absences

A summary of the employee's absences will be displayed (if any).

• From the top of the screen, select Add a New Absence

Fig.2 - Existing employee absences, 'Add a New Absence' button

• Complete the following fields in the absence record:
  • Absence Date From - this will feed directly to the rota, and the employee will not be able to be scheduled. The Absence Date To field is not mandatory but at the end of a pay period the absence must be entered and a new absence created
  • Reason For Absence - the correct reason for the absence must be selected from the drop-down menu to ensure that payments made to the employee are accurate
  • Doctors Certificate - if a note from a doctor has been received, tick this box and then complete the Certificate Date From and To fields that appear
  • Evidence seen? This box must be checked for sick pay to be calculated and paid, if applicable - this tick box was previously called 'Documents seen?' and relates to 'the sick note' - see this release note for further details - and needs to be ticked in order for both SSP and Company Sick Pay (CSP) to be calculated and paid (if applicable)
    • Permission to view and tick this box is usually given to HR or Payroll administrators - an alert can be created for these users to alert them that an absence has been created
    • Users who do not see this tick box can still create absences, just without being able to authorise sick pay payments
  • Notes - use this section to add any relevant information to the record
  • Days usually worked - tick the days usually worked by the employee. This information should be taken from the rota before reallocating the employee's shift

Fig.3 - Recording a New Absence

Return to Work

Once the employee has returned to work, the appropriate completed forms can be recorded within the absence and the document(s) uploaded into the Employee's HR file.

To upload a 'return to work' form:

• Within the employee record, go to Employee Info > Document Management
• Select Upload a Document

Fig.4 - Employee document management, 'Upload a Document' button

• Choose the appropriate Document Type from the drop-down (most likely Return to Work Form)
• Browse for the file and select it, add Notes if wished and then Save
• Once done, Return to Work Completed in the absence can be ticked

Fig.5 - Employee document management, 'Upload a Document' button

Paying the Absence

The Reason For Absence reasons defines whether an employee should be paid for it. This is set by the system administrator. 

Company Sick Pay (CSP)

Contracts can be set up to automatically pay CSP to eligible employees.

Statutory Sick Pay (SSP)

Employees are not entitled to SSP payments for the first three working days they are off sick.
It is imperative to accurately select the days the employee should have worked to ensure the employee is not under- or overpaid. 

Fig.6 - Waiting Days

Fig.7 - HMRC Manual Calculation

Individual absences entered into the system within a two-week period will automatically be linked, and this is displayed in the employee's absence screen.

Fig.8 - Absence Summary

Also See

• Release Note: Absence Functionality v2 Improvements