Return to: WFM UK | HR & Payroll: Absence (Sickness)
Overview
Effective absence reporting is an important part of managing sickness absence across an organisation. The system provides a range of reports that let HR and Payroll teams monitor absence activity, review SSP and CSP payment data, track Bradford Factor scores, and audit absence records across individuals and the wider workforce.
Reports are typically accessed from either the HR or Payroll module and can be exported, allowing data to be reviewed within the system or analysed further in external tools.
Contents
Absence Analysis
The Absence Analysis report returns one row per absence record and provides a broad view of absence activity across the organisation. It includes Bradford Factor scores, SSP1 details, document evidence tracking, and qualifying day information.
This report does not support Absence in Hours absences.
Running this report requires specific access, as outlined in WFM UK | HR & Payroll: Absence Related User Permissions & Portal Settings.
To access the Absence Analysis Report, go to:
- HR Module Reports > View Reports > Absence Analysis
Search Filters
Before running the Absence Analysis report, the following filters are available to narrow the results:
- Location – Filter by a specific location, or leave set to All to return results across all locations
- Division – Filter by a specific division, or leave set to All to return results across all divisions
- Reason for Absence – Filter by a specific absence type to return results for that absence type only
- Company – Filter by a specific company to return employees within that company; can be left blank to search across the entire portal
- Pay Basis – Filter by a specific pay basis; can be left blank to search across the entire portal, or, where a company has been selected, across all pay bases within that company
- Absence Date From / Absence Date To – Returns absences that started within the specified date range. An absence must have started on or after the From date to appear in the results. For example, where the From date is set to 1st June, an absence that started on 20th May would not be returned. The To date can be left blank, in which case all absences from the From date onwards will be returned
- Date Created From / Date Created To – Filters results based on when the absence record was created, rather than the absence date range itself. The absence must have been created on or after the From date to appear. The To date can be left blank, in which case all absences created from the From date onwards will be returned, provided they also fall within the Absence Date From and To parameters where those are set
Once the filters are set, select Run Report. Select Reset to clear the search filters.
Field Reference
Field |
Description |
|---|---|
First Name / Surname |
Employee name |
Location / Division |
Employee's location and division |
Job Title |
Employee's job title |
Employee Number |
Unique employee identifier |
Contract Type |
The contract assigned to the employee |
Employment Type |
Full Time, Part Time, Flexible etc |
Absence Reason |
The absence type recorded |
Absence Date From / To |
Start and end dates of the absence |
Absence Notes |
Any notes recorded against the absence |
No Of Days Absence |
Total calendar days of the absence |
Bradford Factor |
The employee's Bradford Factor score |
Entitled to CSP |
Whether the employee is entitled to CSP |
Absence Created |
Date and time the absence was created |
Document Seen |
Whether evidence has been marked as seen |
Date Document Seen Box Ticked / Unticked |
Date the evidence seen status was last changed |
Document Seen Last Updated By |
The user who last updated the evidence seen status |
SSP1 |
Whether an SSP1 has been recorded |
SSP1 Reason |
The reason recorded for the SSP1 |
SSP1 Sent |
Whether the SSP1 has been marked as sent |
SSP1 Sent Date |
The date the SSP1 was sent |
Mon / Tue / Wed / Thu / Fri / Sat / Sun |
Qualifying days ticked for the absence |
Linked |
Whether the absence is linked to a prior absence |
No Qual Days for SSP |
Number of qualifying days for SSP |
Waiting Days |
Number of waiting days applied |
SSP Days |
Number of SSP days paid |
Full CSP / Half CSP |
Number of full and half CSP days paid |
Avg Weekly Earnings Paid |
The AWE used for SSP calculation |
Employment Type |
Salaried or Hourly |
Search Fields |
The filters applied when running the report (Location, Division, Absence Reason, Date Range) |
Absence and Pay Report
The Absence and Pay Report is an export developed following the Absence Refactor released on 23rd April 2026, taking advantage of the refactored codebase to provide a more comprehensive, up-to-date view of absence data than the Absence Analysis report. It supports both day-based and hours-based absences, includes detailed SSP and CSP payment information, and is available in two views: Summary and Detailed. It can be accessed from either the HR or Payroll module.
The Detailed view relies on data structures introduced as part of the April 2026 refactor. Absences created before 23rd April 2026 may not return complete data in the Detailed view; the Summary view is recommended for absences predating the refactor.
Running this export requires access to the Exports permission within the HR and Payroll module (depending on which module you're accessing it from), as outlined in WFM UK | HR & Payroll: Absence Related User Permissions & Portal Settings.
To access the Absence and Pay Report, go to either:
- HR Module > Reports > Exports > Absence and Pay Report
- Payroll Module > Reports > Exports > Absence and Pay Report
Search Filters
Company – The company to search absences for. This field cannot be left blank Location – Filter by a specific location, or leave set to All to return results across all locations within the selected company Employee Number – Filter by a specific employee number to return absence data for that employee only Report View – Select the view to export:
- Summary – One row per absence record, giving totals across the full absence period
- Detailed – One row per day within each absence record
Absence Display – Controls how absences are returned relative to the date range:
- Full Absences – Available for both Summary and Detailed views. Where an absence falls partly within the search range, the entire absence is returned. For example, an absence running 1st to 31st July, searched against 1st to 10th July, would return the full 1st to 31st July absence
- In Range – Available for the Detailed view only. Only the days falling within the search range are returned. Using the same example, only the days from 1st to 10th July would be returned
Date From / Date To – The date range within which absences are returned. Neither field can be left blank
Field Reference
Summary View
Field |
Description |
|---|---|
Employee Number |
Unique employee identifier |
First Name |
Employee's first name |
Surname |
Employee's surname |
Location |
Employee's location |
Division |
Employee's division |
Job Title |
Employee's job title |
Company Name |
The company the employee belongs to |
Pay Basis |
The employee's pay basis |
Contract |
The contract assigned to the employee |
Employment Type |
Full Time, Part Time, Flexible etc |
Absence Type |
The absence type recorded |
Absence In |
Whether the absence is in Days or Hours |
Part/Full Day Absence |
Whether the absence is full day, part day, or mixed |
Absence From Date |
The start date of the absence |
Absence To Date |
The end date of the absence |
Absence Created Date |
Date the absence was created |
Created By |
The user who created the absence |
Calendar Days |
Total calendar days of the absence |
Working/Qualifying Days |
Total qualifying days within the absence |
Evidence Seen |
Whether evidence has been marked as seen |
Absence Notes |
Any notes recorded against the absence |
Linked to Prior Absence |
Whether the absence is linked to a prior absence |
Monday Usually Worked |
Whether Monday is a qualifying day for the absence |
Tuesday Usually Worked |
Whether Tuesday is a qualifying day for the absence |
Wednesday Usually Worked |
Whether Wednesday is a qualifying day for the absence |
Thursday Usually Worked |
Whether Thursday is a qualifying day for the absence |
Friday Usually Worked |
Whether Friday is a qualifying day for the absence |
Saturday Usually Worked |
Whether Saturday is a qualifying day for the absence |
Sunday Usually Worked |
Whether Sunday is a qualifying day for the absence |
Absence Hours |
Total hours recorded for hours-based absences |
Total SSP Scheduled |
The total SSP amount scheduled to be paid |
Total Waiting Days |
Total waiting days applied |
Avg Weekly Earnings |
The AWE used for SSP calculation |
Total SSP Paid |
Total SSP amount paid |
Total CSP Paid |
Total CSP amount paid |
CSP Full Days |
Number of full CSP days paid |
CSP Half Days |
Number of half CSP days paid |
Total Paid |
Total amount paid across SSP and CSP |
Paid Days |
Number of days paid |
Unpaid Days |
Number of days not paid |
Payment Status |
Current payment status of the absence |
Sent to Scheduling |
Whether the absence was sent to Scheduling (Relevant to Absence Data Imports) |
Backdated Entry |
Whether the absence was entered retrospectively |
SSP Remaining |
Remaining SSP Amounts to Pay for the Absence |
SSP OverPaid Risk |
Flag indicating a potential SSP overpayment risk |
SSP UnderPaid Risk |
Flag indicating a potential SSP underpayment risk |
Last Modified Date |
Date the absence record was last modified |
Last Modified By |
The user who last modified the absence record |
Detailed View
Field |
Description |
|---|---|
Employee Number |
Unique employee identifier |
First Name |
Employee's first name |
Surname |
Employee's surname |
Location |
Employee's location |
Division |
Employee's division |
Job Title |
Employee's job title |
Company Name |
The company the employee belongs to |
Pay Basis |
The employee's pay basis |
Contract |
The contract assigned to the employee |
Employment Type |
Full Time, Part Time, Flexible etc |
Absence From Date |
The start date of the overall absence |
Absence To Date |
The end date of the overall absence |
Absence Date |
The specific date for this row |
Absence Type |
The absence type recorded |
Absence In Days/Hours |
Whether the absence is in Days or Hours |
Part/Full Day Absence |
Whether this day is a full or part day absence |
Evidence Seen |
Whether evidence has been marked as seen |
Absence Notes |
Any notes recorded against the absence |
Qualifying Day |
Whether this day is a qualifying day for SSP |
Absence Hours (Absence in Hours Only) |
Hours recorded for this specific day, applicable to hours-based absences only |
Scheduled SSP Rate |
The SSP daily rate scheduled for this day |
Waiting Days |
Whether this day is a waiting day |
Excluded Reason |
The reason this day is excluded from SSP payment where applicable |
Avg Weekly Earnings |
The AWE used for SSP calculation |
SSP Day |
Whether SSP was paid for this day |
Paid SSP Rate |
The actual SSP daily rate paid for this day |
CSP Full Day |
Whether a full day CSP was paid for this day |
CSP Half Day |
Whether a half day CSP was paid for this day |
Paid CSP Rate |
The actual CSP daily rate paid for this day |
Payment Date |
The date SSP or CSP was paid, or "Not Paid" where applicable |
Sent to Scheduling |
Whether the absence was sent to Scheduling |
Return to: WFM UK | HR & Payroll: Absence (Sickness)
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