Annual Other Absences

The setup of the annual other absence allowance is similar to the setup of paid leave or paid sickness leave allowance, but it only involves setting up the section parameters and special rules.

Setting up Annual Other Absences Parameters

To edit the Annual Other Absences parameters, click the Edit Settings link in the Annual Other Absences section settings box.

Fill in the form that opens with the following information:

1. Use the Accrual From field to define whether the employees’ allowance will be generated based on the company year or based on the employment date. The following options are available:
   • Company Year Start Date: all employees who are assigned this absence plan will have the same accrual year, which starts on the company Year Start Date (defined under Settings > Settings and Configuration  > General  > Company Settings > Basic tab > Year Start Date) and lasts for 12 months.
   • Service Date: each employee has his or her own accrual year that starts on the employment date and lasts for 12 months
2. Use the Spending Year Shift Months field in case the company policy states that the other absences allowance spending period is shifted in relation to the accrual period start date.
3. Use the Units drop-down list to select whether the allowance is generated and tracked in days or hours.
4. Use the Period Calculation Type drop-down list to select whether the absence time in the absence request is based on the calendar days or working days.
   
   Note

   The Period Calculation Type setting must correlate with the Absence Allowance Accrual Type setting in the Time & Attendance settings (Settings > Settings and Configuration > Time & Attendance, the Advanced tab). Absence Allowance Accrual Type defines how the absence allowance is generated and written off - based on working days or calendar days. If allowance is accrued and written off based on working days, the absence request time must be calculated based on working days as well. If calendar days are selected as a basis for allowance accrual, Calendar Days must be selected for the Period Calculation Type, correspondingly.
   
   If the Period Calculation Type is set to Calendar Days, the days of the company holidays will be still excluded when calculating the absence duration. To include the days of company holidays into the calculated duration, select Absence in the Ignore Company Holidays for Absence Types field of the Advanced tab under Settings > Settings and Configuration > Time & Attendance.
5. Click Save.

Setting up Special Rules for Annual Other Absence Subtypes

The Annual Other Absences section only has special rules created for predefined other absence subtypes. Special rules define how absence allowance is accrued for custom absence subtypes, in this case – for other absence subtypes. Allowance accrued by special rules is separate from the general absence allowance. However, since annual other absences do not have general allowance accrual, any days/hours that the employee overbooks the absence with the other absence subtype (books more than the maximum allowed number of days/hours accrued by the special rule) will not be subtracted from any allowance – overbooked days/hours will be granted in case such an absence is approved.

To learn how to create custom absence subtypes, refer to the Absence Subtypes topic.

The Special Rules table is filled in automatically with the vacation subtypes from the Vacation Types list. The subtypes, for which the rules have not yet been created, have the Create Rule link next to them and the existing rules have the Edit link. Be aware that editing a special rule will not affect absence allowances that have already been accrued by the existing rule – the changes will take effect for the next period/case.

To create a rule for the other absence sickness subtype, click the Create Rule link next to it. 

Fill in the form that opens with the following information: 

1. Specify the number of days/hours the employee can have for this custom vacation subtype in the Number of Units field.
2. Specify the rule type for this vacation subtype generation in the Rule Type field. The following options are available:
   • Per Case: the days/hours for this vacation type are accrued on the per case basis, i.e. only once when this an absence with this custom absence subtype is registered and approved.
   • Per Year: the days/hours for this custom absence subtype can be used every year.
3. Select the Allow Overbooking check box in case the employees are allowed to book more days or hours than the allowance for this vacation type. Any number of days/hours that they overbook (book more days/hours than the number specified in the Number of Units field) will be subtracted from the general allowances.
   
   Note

   For example, an employee has a special rule that 5 days can be taken per year for the Jury Duty annual other absence subtype. If the employee registers a 10 days with the Jury Duty annual other absence subtype, 5 days (accrued by the special rule) with be taken from the special rule absence allowance and 5 days (overbooked) will be granted on condition that such an absence is approved, because general allowance is not available for other absence subtypes. As a result, the employee will 0 days available (with the Per Year special rule type) for this Jury Duty annual other absence subtype. With the Per Case special rule type, 5 days would be available for this Jury Duty annual other absence subtype for the next absence case.
4. Click Save.