Managing Employee Absences Through Time and Labor Self Service

Employees are able to enter absences and view absence entitlement balances using self service pages in Absence Management. Absence management self service pages are discussed in detail in this documentation.

Note: Absences entered through Time and Labor Timesheets are referred to as Absences or Absence Events. Absences entered through Absence Management are referred to as Absences or Absence Requests.

If you are integrating with Time and Labor you can enter absence events through the Timesheet page. Also, on this page you can view absence entitlement balances to ensure you have enough entitlement balance prior to entering the absence.

The following steps, completed during implementation, enable employees to access the Timesheet page to enter absences or view entitlement balances:

  1. Ensure that Absence Management and Time and Labor are selected on the Installation Table.

    See Setting Up Implementation Defaults.

  2. On the Absences page of the Country Take component ensure you have allowed entry in Time and Labor for the absence take elements you want to enter on the Timesheet page.

    See Understanding Self Service Setup Tasks.

  3. Complete the required framework setup in Time and Labor in order to access employees via Timesheet.

    See Understanding the Time Reporting Process.

The following steps discuss how an employee enters absences and views entitlement balances on the Timesheet page:

  1. Access the Timesheet page by navigating to Self Service > Time Reporting > Report Time > Timesheet . Select the Time reporting period to work with.

  2. Click the Absence Event - click to view link to add, edit, forecast or submit an absence request. For example to add a absence follow these steps:

    1. Click Add Absence Event to add a new event or Edit to modify an existing event. You can add or edit only one single event at a time

    2. Enter the Start Date and End Date if End Date field has been enabled for the absence. If end date field is left blank and is not calculated using Calculate End Date functionality, then it will be defaulted to Start Date when saving or submitting the event.

      See Defining Self Service Absence Rules by Country.

    3. Select the Absence Name from the available options. Valid values are the ones previously defined in the Country Take configuration page and based on the eligibility of the employee as of Time Reporting Period Start Date.

      See Defining Self Service Absence Rules by Country, Element Eligibility, and Element Resolution.

    4. If during implementation you have selected to display a reason on the Absences page of the Country Take component, enter the reason for the absence (if required).

    5. Click the Details link to access the Absence Request Detail (GP_ABS_SS_REQUEST) page to enter absence details and other information that might be required. Once all details are entered click OK to return to the Timesheet page.

      Note: If an absence requires more information than the fields available in the Timesheet Absence grid (Start Date, End Date, Absence Name and Reason) then the system will automatically open the Absence Event Details page.

      See Request Absence Page.

    6. Optionally, forecast an absence balance before saving and submitting.

    7. Save the absence for later or submit the absence for approval. You are able to delete a new absence before it has been saved or submitted, or cancel it after the absence has been saved or submitted.

  3. Click the Balances - click to view link to view absence entitlement balances.

    Note: The balances reflect the balances as of the last absence run.