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Please click here to view a short video on how to create Attedance.



Attendance

The Attendance module is used to track and update employee attendance and absence data. This program is the basis from which leave charges are projected across the USAS accounts.  Accrual's will be tracked under the CORE/LEAVES/ACCUMULATIONS option. Adjustments are available under the CORE/ADJUSTMENTS option.

The Attendance Mass Add option is used to add consecutive days of attendance or absences in a single transaction. 


Search Attendance Option

The Attendance Grid allows the user to search for existing employees. You can either enter in the Number or a few characters in any of the grid headings and all occurrences of that search will show up and then you can choose the item(s) you are wanting to view or edit.  Example - First Name  is one of my grid options. If I type in %San (% is use as a wildcard) in the First name field, all occurrences of anyone with  San in the first name will appear. You can then click on the next to the Attendance record you are searching for to view the data relating to this employee or click on the to edit the record or to delete the record.


Highlight Viewer

To use the 'Highlight Viewer', select the row in the grid to view.  The 'Highlight Viewer' on the right hand side will appear:


Create an Attendance/Absence Entry

From the Core menu, select Attendance

Click on Create


Field Definitions:

The Employee# is the employee's identification number.

Select the Position/Compensation to be charged.

The Activity Date can be entered as 00/00/0000 or by clicking on the  calendar symbol, select the day needed or as Date Shortcuts as described below:

Date shortcuts can be enter in the Activity Date field as a single letter or symbol.  For example,  to enter in an Activity Date for today's date, you would use 'T' for Today.  Once saved, today's date will be entered.  This works the same for the Mass Add option. 

    •  YeaR (Calendar)
      • Y - Jan 1 of current calendar year
      • R - Dec 31 of current calendar year
    • FiscaL
      • F - July 1 of current fiscal year
      • L - June 30 of current fiscal year
    • MontH (based on current system date)
      • M - first of current month
      • H - last day of current month
    • WeeK
      • W - Sunday
      • K - Saturday
    • PerioD (Posting Period)
      • P - first day of current posting period
      • D - last day of current posting period
    • QUarter
      • Q - first day of quarter
      • U - last day of quarter
    • T - today
    • + tomorrow
    • - yesterday

Note:

    • should be able to support mmdd - assuming the current period's calendar year
    • is case insensitive
    • you can use these shortcuts in combination with actual dates
      • to get the month of November using between operator: Beginning: 11/01/2014 and Ending: h
      • assumption is November is the current month 

The Length field requires you to enter the length of the absence, attendance, accumulation, or adjustment in days or hours depending on the Unit type. The value entered in this field cannot exceed the number of hours per day (if the Unit type is hourly) or one day (if the Unit type is daily).

There are two Transaction Types and multiple associated Categories that can be entered in this program. The transactions and their categories are listed below:

  • Trans Type 
    • Attendance 
      • Category
        • Attendance - For regular employees
        • Substituting - For substituting employees
    • Absence
      • Catergory
        • Calamity
        • Dock
        • Holiday
        • Jury Duty
        • Military
        • Other
        • Personal
        • Professional
        • Sick
        • Unknown
        • Vacation

The Unit type's available are:

  • Daily
  • Hourly
    • When entering absences the unit type entered on the record must match the unit type entered in CORE/LEAVE.

The Sub Category field is optional and allows you to further define the category reason. This is a user defined field.  An example of how the sub category field could be used is if the district wants to track what type of sick leave is being taken. A district could enter a sick day and in the sub category field enter PI or PERS ILL for a personal illness.

The Appt Type is either Certified or Classified. This field is used to identify an employee's retirement system. For example, if an employee has two jobs, one as a teacher the other as a coach, specifying the correct appointment type for the job being charged will cause the leave to be associated with the correct retirement system. This field needs to be filled in for only those employees which are reported to both retirement systems.

The Pay Date field contains the date on which the day was paid. This field is used by programs such as RETIRE and STRSAD to calculate retirement service credit.

If the Transaction Type is attendance and the Category is for substituting, the employee identification number of the person substituted for can be entered for information purposes in the Substitute For field. Clicking on the will bring up all employees which allows the user to search for the employee's ID and Name or the user can type in the user ID or Name and this will bring up that employee.

If row was added in error, click on  to Delete it.

Once all data is entered, click on  to Save or  to exit without saving.



Add or Copy multiple rows 

To add more rows to the attendance journal, select the  to add a new row or  to copy an existing row with data entered but can change any field necessary: Once entry/entries have been added click the   button.

Posting to Future

If you wish to post attendance entries to Payroll Payments Future for pay you can select the option from the drop down:

  • No Posting to Payroll
  • Post Current
  • Post Future


Enter Attendance data and use Copy row feature or  to add new entry. Click  


The entries will now display a  next to each entry.  If you do not want to load certain data to Payroll Payments Future, click on the box and uncheck the entry.  To post to Future click the    button.


A confirmation of the number of records posted to Future will be displayed.

Posting to Current

If you wish to post attendance entries to Payroll Payments Current a current payroll must be initialized. You can then select Post Current from the drop down options:

  • No Posting to Payroll
  • Post Current
  • Post Future                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                   


Enter Attendance data and use Copy row feature or  to add new entry. Select the Current Payroll from the Select Current Payroll for Posting drop down option. Click  


The entries will now display a  next to each entry. If you do not want to load certain data to Payroll Payments Current click on the box and uncheck the entry.  To post to Current click the    button.


A confirmation of the number of records posted to Current will be displayed.

Edit Attendance Option

Attendance Entries that have been previously posted to the system may be modified.

  1. Click on the desired Entry to be modified
  2. Make the desired changes
  3. Click on Save or Cancel to not save

Applied To Balance and Posted To Payroll

There are two available fields during the edit processing of the absence posting, Applied to Balance and Posted To Payroll.  

For the Applied to Balance indicator status, this will be unchecked until the transaction has been processed through the respective payroll.  When this has been processed through the respective payroll, the flag will then be checked  .  

The second feature is the Posted To Payroll indicator.  This field indicates whether or not a Future or Current Pay Amount was created when creating the Absence.  Once posted, the absence transaction cannot be modified. If a change is necessary, an additional transaction must be posted to correct the mistake.

This flag will be set immediately when not using deferred posting.

Delete Attendance Entries

The Delete Function may be used to delete an Attendance entry. 

  1. Click on the desired entry to be deleted
  2. Once selected, a box will be presented with an option to delete this entry
  3. Confirm by selecting Delete

Mass Add Option

A mass add option is available to post consecutive days of attendance or absences in a single transaction. Press the Mass Add key to use this feature.  The Number of Days can be entered on the Start and End date fields or by selecting the actual days on the calendar itself.  After the Create key is pressed, a popup window will briefly display the mass add information - Example: 5 Attendance Days Created.

Field Definitions:

  • Select Employee and Position/Compensation by clicking on the drop down boxes
  • Enter Length of absence or attendance days
  • Enter the Trans Type
    • Attendance
    • Absence
  • Enter the Unit of:
    • Hourly
    • Daily
    • Weeks
    • None
  • Select the Category for:
    • Attendance:
      • Attendance
      • Substituting
    •  Absence:
      • Calamity
      • Dock
      • Holiday
      • Jury duty
      • Military
      • Other
      • Personal
      • Professional
      • Sick
      • Unknown
      • Vacation
  • A Sub Category is optional
  • Select an Appt Type of Classified or Certificate
  • Enter a Pay Date (optional)
  • A Substitute For is optional
  • The Include Weekends option is whether or not to include weekends.  Unless the employee has weekends scheduled for work days on their calendar, leave this prompt unchecked.
  • Select a Start and End date or click on each day needed
  • Select a Posting Mode
    • No Posting
    • Post Current
    • Post Future
      • If using the Post Future or Current option, a window will appear once you click on .  Verify posting:
    • Once verfied, click on  to post to payroll:

Once all data is entered, click on  to post the Mass Add or select to start over.


Deferred Absence Postings

This feature allows for deferred posting of ATDSCN records for absences that affect Sick, Vacation and Personal leave balances.  To use the deferred posting method, the  Deferred Absence Posting Configuration  option must activated.

To set this up go to System/Configuration/Deferred Absence Posting Configuration. Check the box.  then Click and then click 

When the Deferred Posting option has been setup, AB entries for Sick, Vacation and Personal may be entered at any time without affecting the current benefit balance in Leaves. The transactions are flagged as being unposted as they are entered into Attendance. This allows Attendance entries that affect a future pay period to be entered without affecting the leave balances on a current payroll.

This Deferred Posting option will have no effect on Accumulation entries. Any Accumulation entries for sick, vacation and personal leave will cause the balance to be updated accordingly. This includes running Benefit Update and Projection to accumulate or reset leave information as well as posting Accumulation entries manually through Leaves.

When selecting Post to Current/or Future option, a Warning message will be issued if sick leave balance will be negative:

Mass Change

To add the Mass Change option, please click on the Mass Change documentation link to find the How to Steps: Mass Change

Report Creation

To create a report from the Grid, please click on the Report documentation link to find the How to Steps: Report

 

 

 

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