Staff Absence Report

Staff Absence Report - (TimesAway and TimeKeeper combined report)

• Imports information from TimesAway pertinent to each absence for HR posting
• If a sub is utilized with the absence, sub hours for each matching day are imported from TimeKeeper
• All info left of the 'Absence Confirmed' column (M) is imported from TimesAway
• All info right of the 'Confirm Note' column (N) is imported from TimeKeeper
• Allows campus level confirmation that the absence request is accurate and was completed.
• Staff Absence Report updates nightly through the current date until the end of the pay period
• Starts fresh after pay period archives

Confirm Note column(N):

• Optional field added for special notes that will be helpful for HR payroll postings
• Example:
  • A sub works all day, but for two different staff members
  • The hours will accumulate based on the entire day.
  • A Confirm Note could be placed to tell how many hours for each individual request.

Staff Absence Report Functionality:

• Staff absence report is for confirmation and HR compilation only
• No edits can be made on the Staff Absence Report
  • Absences should NOT be Confirmed with any errors
  • Errors need to be corrected at their source feed (TimesAway or TimeKeeper)
  • Corrections will be reflected with overnight processing of updates
  • Absences (non-confirmed or marked "Remove") are removed with over night processing
• When changes (corrections) are made after an absence has been confirmed
  • A duplicate record may be created on the Staff Absence Report as notification of the change.
  • Duplicate records (using Request ID) are flagged to bring attention to the duplication
    • The entire row will be highlighted yellow
    • The incorrect row should be marked as 'Remove'
  • Confirm only the corrected absence row

• Warning flags (highlighted colors)
  • Duplicate Request ID - entire row highlighted Yellow
  • Sub - Number of days > 5 - cell in column G is highlighted Tan
    • Only 5 days of sub hours will populate in the Staff Absence Report, others can be looked up in TimeKeeper
  • Absence Confirmed in column M - "Yes" highlighted in Green
  • Absence/Sub Confirmed column (M) - "Remove" highlighted in Red to bring attention this previously confirmed absence has been updated
    • "Remove" rows will be deleted on the campus tabs with overnight processing
    • Cumulative tab editors can manually delete "Remove" rows if preferred
  • Sub hours cell(s) - highlighted in Red
    • Greater than 9, possible error
    • Less than 1, possible error
    • No hours found when there is an entry in 'Substitute' column (B) or 'Sub-Number of Days' column (G)
• Confirmed Absences are processed to the HR Cumulative tab with overnight processing