Absence Work Process for HR and Time Sheet Employees.
Kindly go to HRMS Activities Menu, then select Absence.
Activity | HR Employees | Time Sheet Employees | Note |
Create Absence- HR Employees | Yes | Absence should be filled in the Time Sheet Form itself. | An Employee's Absence can always be deducted from the Salary Sheet for both HR and Timesheet. There is no Setup of Absence for Time Sheet Employees. |
Edit Absence- HR Employees |
Approve Absence- HR Employees |
Edit delete Absence After Approval |
- Absence Process for HR Employees:
E.g., If Employee absence starts from the 4th of the month, the process will be:-
- Create Absence- HR Employees:
Create the Absence in the Absence form for the HR Employees.
- Fill in the Absence type (Days or Hours):
Fill in the Absence type (E.g., If Employee is absent for 1 or 2 days, special days, and if Employee is absent for a few hours, choose hours).
- Fill in the Absence excuse (With or without excuse):
Fill the Absence Excuse User can select an option Yes/No to set whether he has an excuse for the Absence.
- Fill in the deduction (deduct from Salary / Leave or Update Ledger):
Fill the deduction (E.g., If the User selected deduct from Salary/Leave so, the Salary or leave will be deducted for the Absence reading from the Pre-define Setup of the Absence in the Absence Setting. But if the User selected only Update Ledger, only absence days will be deducted, without affecting Leave and Salary. Below is the screenshot for the Absence Set up;
Edit/ Delete Absence – HR Employees:
This option allows the User to edit or Delete the Absence after saving.
Approve Absence- HR Employees:
After Creating the Absence, save the Absence form and Approve.
Edit/ Delete Absence after Approval :
The User can edit or Delete the Absence after Approval using this option.
Create Salary sheet and Approve:
After approval of Absence, go to Payroll and create a Salary sheet for HR Employees; in the Salary sheet, deduction of absence days will be shown reading from the create Absence Form, then approve the Salary sheet.
Note:
In the Absence Setup, if the Setup is with Excuse and Deduction is 'Deduct from Leave,' and then while creating Absence with Excuse, 'Deduct from Leave/Salary' so, in this case, System will deduct the leaves for the Absence reading from the Absence Setup and Vice Versa.
- Absence Process for Time Sheet Employees:
E.g., If an Employee is absent on the 4th of the month, the process will be
Create a Time Sheet:
Fill the Time Sheet for the Time Sheet Employees as usual. Then Create the Absence on the 4th of the month while creating the Time Sheet.
Check the calculate box (Yes or No):
When Absence is selected in the Timesheet, calculate will be set to 'No' by default.
Users can fill in the "Yes" or "No" option from the Calculate column.
If the Calculate option is "Yes," the Salary will not be deducted from the Salary Sheet. Absence days will be paid to the employees, and these Absence days will also not be affected the Total Service (Actual working days).
If the Calculate option is "No," Salary will be deducted from the Salary Sheet, and Absence days will also be deducted from the Absence Balance. These deducted Absence days will also affect the Total service (Actual Working Days).
Save the Time Sheet:
After filling in the Employee details in the Timesheet, save it.
Create Salary sheet and Approve:
Kindly go to Payroll and create a Salary sheet for the Time Sheet Employees. In the Salary sheet, the deduction of Absence days will be shown reading from the Timesheet.
Note:
For the Time Sheet Employees, there is no Setup of Absence. Whenever the User creates Absence for the Employee, it reads from the created Time Sheet.
| Deduct from Salary | Deduct from Annual Leave Balance | Update Absence Ledger |
Absence Ledger Amount | No | Yes | No | No | No | No |
Absence Ledger Days / Hours | Yes | Yes | Yes | Yes | Yes | Yes |
Salary Sheet Amount | No | Yes | No | No | No | No |
Salary Sheet Days / Hours | Yes | Yes | Yes | Yes | Yes | Yes |
Leave Ledger Amount | No | No | No | No | No | No |
Leave Ledger Days / Hours | No | No | No | No | No | No |