Absence Year End Process Overview

Absence Year End Process Overview

GOAL: To provide a wholistic overview of how to complete the Absence Year End process in order to update the Year End Date under Absence Group and allocate Absence Credits to the Employees for the new year. 

Scenario is Absence Year End Not Complete

BOARD CONTROL > ABSENCE > ABSENCE GROUP

**Note the Year End Date = 2024/08/31**

The current time is 2024/11 and Absences are attempting to be entered for 2024/10/__. 

ABSENCE MANAGEMENT > EMPLOYEE ABSENCE TRANSACTION ENTRY > NEW BATCH

**Note the Error = Absence Not in Fiscal Year** 

INQUIRY > EMPLOYEE INQUIRY > EID > ABS TAB

**There are no Absence Accounts Allocated for EID**

Absence Year End Process Overview

ABSENCE MANAGEMENT > ABSENCE YEAR END PROCESS

This background process updated Employee Absence Accounts according to parameters defined in Board Control > Absences > Absence Group module. 

Allocation of credits is now allowed by HRP past the Year End Date (from Absence Group module). 

Absence Year End processing can be initiated at the Absence Group/Absence Account level. All employee Absence Accounts will be processed that match the Absence Group/Account selected. 

**All of the Year End Dates have not been updated yet** 

Choose SUBMIT TRIAL = Y for All Applicable

**Submit**

NOTE: Always ensure to run processes in Trial/Test mode before running in Update/Production. This way you can verify the results before committing any chances to the DB and system memory. 

PROCESS > COMPLETED > ABSENCE YEAR END REPORT

Re-Process SUBMIT UPDATE = Y

PROCESS > COMPLETED > ABSENCE YEAR END REPORT

BOARD CONTROL > ABSENCE > ABSENCE GROUP

**Year End Date = 2025/08/31 [Updated Successfully]**

ABSENCE MANAGEMENT > ABSENCE AUTO ALLOCATION

This background process allocates Absence credits to Employee Absence Accounts. All active employees who are members of the selected absence group will be credited the appropriate number of credits for each chosen absence unless they have an override as indicated on their ‘Accounts and Individual Calendars’ screen.

If Allocation is an override, then this process will not make any changes to the employee’s allocation.  This process includes an Overrides Report which will display active employees of the selected absence group with an override.

The number of credits allocated is determined according to the allocation parameters of the absence group as well as certain employee parameters such as Credit Loss Per Day, Start Date for Vacation, from the Board level Absence screens.

**Submit Trial = Y &* Submit**

NOTE: Always ensure to run processes in Trial/Test mode before running in Update/Production. This way you can verify the results before committing any chances to the DB and system memory. 

The allocation procedure automatically updates the next scheduled allocation date for each absence group/account and can be run at any time within the current fiscal year (the process will generate the credits to be allocated as if the allocation were performed on the allocation due date).

PROCESS > COMPLETED > ABSENCE CREDITS ALLOCATION

Re-Process with Submit Mode = Update now that we have confirmed the expected results in Trial mode. 

**Submit > Same results as Trial under Process > Completed > Absence Credit Allocation Report**

INQUIRY > EMPLOYEE INQUIRY > EID > ABS TAB

**See the Absence Accounts are now allocated**

ABSENCE MANAGEMENT > ABSENCE ALLOCATION RECONCILIATION

This background process allocates Absence credits to Employee Absence Accounts. The employees selected to be Reallocated depends on the setting of the Re-Allocate Credits for all (?) flags. 

The number of credits allocated is determined according to the allocation parameters of the Absence Group as well as certain employee parameters such as Credit Loss Per Day, and Start Date for Vacation, from the Board Control > Absence modules.

**Submit Trial = Y &* Submit**

NOTE: Always ensure to run processes in Trial/Test mode before running in Update/Production. This way you can verify the results before committing any chances to the DB and system memory. 

Years of Service Algorithm:

If the “Years of Service” (YS) algorithm has been used when defining an absence account code (refer: Board Control > Absence > Absence Groups) then the number of absence credits allocated to each employee will vary depending on the individual employee’s “Years of Service”.

This module determines the employee’s “Years of Service” by looking up the employee’s “Vacation” Seniority Code.  If the employee does not have a “Vacation” Seniority Code then the “Vacation Eligibility Start Date” is used to calculate the “Years of Service” (refer: Absence > Employee Information > Accounts and Individual Calendar).

If there is no “Vacation Eligibility Start Date” for an employee or if it is less than the “Years of Service Calculation Date” specified on this screen, then the “Years of Service Calculation Date” is used to calculate the employees Years of Service.

PROCESS > COMPLETED > ABSENCE CREDIT CHANGE REPORT

Re-Process with Submit Mode = Update now that we have confirmed the expected results in Trial mode

**Submit > Same results as Trial under Process > Completed > Absence Credit Allocation Report**

INQUIRY > EMPLOYEE INQUIRY > EID > ABS TAB

**See the Absence Accounts are now Reconciled [If Applicable]**