The purpose of this article is to outline the process for recording absences in the HR module, including entering absence, authorising absence and sickness payments, as well as the difference between the two functionalities.
Absence vs Absence V2
The main difference in Absence V2 functionality is the addition of the Days usually worked tick boxes, as shown in Fig.5. Previously, users would only need to enter information including dates, and reason for absence. Once created, payroll teams would then be required to gather information from the rota regarding the days worked by that employee.
Absence V2 displays Monday to Sunday tick boxes which, when filled out correctly, will pass this information onto payroll allowing for accurate data to be recorded whilst saving time.
Creating an Absence
To enter an employee absence, follow the steps below.
- Go to HR > Employees > Employee List > Select Employee > Employee HR Info > Absences > Add a New Absence
Fig.1 - Absences > Add a New Absence
- 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
- Doctors Certificate - If a note from a doctor has been received, complete the Absence Date From/To fields accordingly. A Reminder can be created to prompt a user that the doctor's note will expire
- 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
- 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.2 - Recording a New Absence
- Once the absence has been created, the Documents Seen? box must be ticked to make the necessary payments
Permission to 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.
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
- Chose 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 hit Save
- Once done, the Return to Work Form tick box in the Absence can be ticked
Paying the Absence
The absence reasons define whether an employee should be paid for an absence. 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 employee is not under or overpaid.
Fig.4 - HMRC Manual Calculation
- Individual absences entered into the system within a two week period will automatically be linked and this is displayed in the employees absence screen.
Fig.5 - Absence Summary