Process Absences

Enables you to process absence records and generate payments in bulk for selected absence types for any leave management periods. The generated absence payment is then paid separately for each post. For open-ended absences, the bulk absence process extends the assumed end date to the end of the current pay period and generates payments for this period. Any future dated absences that exist in the current pay period are deleted upon extending the assumed end date for the open-ended absences.

Note: This functionality can be added to the scheduler via the HR195S21 task. You can configure the scheduler with the same processing details that are specified in Offline Bulk Absence Process (Multi-Stream).

When processing is complete, you can view reports on the bulk absence process runs using Absence Process Report. This shows the number of records processed successfully, generating errors and generating warnings.

Note: Records generating a warning message are still processed for payment as the message is for information only, whereas records generating an error message signify there was a problem with the record, and are not processed for payment.

You can run the bulk absence process in test mode, enabling you to check employee absence data. In test mode, the process runs in full and produces reports but does not save any data.

Undo Absences and Reprocess

You can perform a bulk undo of absences that have already been processed. Depending on the options selected, the undo will also reverse payments made for or even completely undo the absence back to a status of Unprocessed.

By selecting both the Process Absences and Undo Absence Process check boxes, you can undo and then immediately reapply a set of absences in a single action.

When the Current Pay Period is moved on, the undo and processing of an Open Ended Absence will only process the absence up to its original end date unless the Full Undo is used, in which case the end date (if processed by the Bulk) will be extended in line with the current tax period end date.

To access this window, enter fast path HR195S8.

General

Absence Types to Process

Enter the absence types to be processed, or click window to display Absence Types, where you can select the types. Entering "ALL" will select all absence types.

Report Only

Select this check box to process all entries and produce all reports but save no data. If blank, the system processes all entries and saves data.

Process Absences

Enables the fields in the Process Absences section. Select this check box to process absences that match the criteria set below. Selected by default.

Process To Date

Enter a date, any absences prior to, and including this date are processed in full. Leave blank to process all records.

Process Type

Enter P to process new entries for payment, or enter R to record details without generating payments.

Include Std Dates

This field only displays if the "A"sk option has been defined in any absence parameter.

Enter I to include, or E to exclude standard dates that have been set to ask each time, in Leave Management Parameters.

Allow Negative Entl Balance

Enter Y if absences can be processed that may result in a negative entitlement balance, or enter N if such absences are ignored and reported in the errors report.

The setting in this field is only applied if the Negative Entitlement Balance field in Leave Parameters Additional Detail is set to ALLOW or DISALL.

Assume SSP

Enter Y to assume Average Pay equals the standard SSP band, which allows the bulk absence process for sickness to be run even if there is no payslip history.

Undo Absence Process

Enables the fields in the Undo Absences section and will process reversals for absences matching the criteria chosen.

Undo Absence From Date

Enter a date; any absences ending on or after this date to the current date are undone. Leave blank to undo all processed absences in the system.

Generate Reverse Payment

Determines if previously paid absences with a Process Type of "P" (Pay), will generate reverse payments when undone. Payments awaiting payroll will be deleted instead.

Fully Undo Absence Process

Determines if the absences will be fully undone to a status of "U" I.e. unprocessed. This option allows you to then alter the absence parameters and reprocess as necessary.

MD195S8