Register and Confirm Absence Request for Employee

Explanation

This activity is used to register absence requests for employees. You can use the My Absence Request portlet to register and confirm your own absence requests. The Absence Request web page can be used to register absence requests for all employees to whom you have access. It is also possible to confirm the absence requests of other employees using this web page depending on the settings defined in the Absence Configuration window.

Absence requests may be automatically created when an absence plan registered by an employee is approved by the supervisor. This will happen only if the Register Request on Plan Approval check box is selected for an absence type in the Absence Configuration window.

Prerequisites

In order to register absence requests;

• Absence groups and absence types are required to be defined in the Absence Configuration window.
• The Requested Absence Type check box is required to be selected for absence types in the Absence Configuration window.

If users should be allowed to confirm absence requests of other employees, the Request Confirm Only by Employee check box should not be selected for the absence type in the Absence Configuration window.

System Effects

If the Register Absence on Request Approval check box is selected for the absence type in the Absence Configuration window, as a result of this activity, absence will be registered in the Absence/Absence Registration tab. Absence limits allocated for the absence type used will be automatically reduced when the absence request is submitted.

Web page

Absence Request
My Absence Calendar

Related Window Descriptions

Absence Request
My Absence Calendar

Procedure

To register and confirm your own absence requests using the My Absence Request portlet;

1. Go to the My Absence Request portlet.
2. Select the year for which you want to request absence by using the arrow keys.
3. Enter the absence type by selecting a value from the list in the Absence Type ID field.
4. Enter the duration of the requested absence period by specifying the dates and relevant time in the Date From, Time From, Date To and Time To fields.
5. Select the Half Day From and Half Day To check boxes if you want the absence request to start and end as a half day.
6. In the Substitution field, enter the employee ID of the employee who will be the substitute during the requested absence period.
7. Use the On Demand field if the absence type you are requesting is constrained by a sub-limit.
   Example: Assume you have 26 absence days available, but according to the state law 4 of those 26 days can be taken on demand. Therefore, to request an absence on demand, first you have to enter the main limit type which has 26 days available. Then, you have to specify a sub-limit type which has 4 days available. Both limits will be depleted upon registration. If you try registering 5 days on demand, you will get an error, as even though you have 26 absence days available, you have only 4 on demand days.
8. In the Dependent ID field, you can enter the identifier of a dependent, who is the reason of employee's absence, e.g. a sick family member who requires attention.
9. Click Save. The absence request will be listed in the table of the portlet with status Registered.
10. If you want to confirm your absence request, select the action menu for the absence request record in the table of the portlet and click Confirm. The status will be changed to Confirmed in the Status field.
11. If you want to remove your absence plan, click Remove in the action menu.

To register and confirm absence requests for employees using the Absence Request web page;

1. Open the Absence Request web page. Query to find your employee.
2. Create a new record in the Absence Requests section of the page.
3. Note that the absence request ID is automatically generated and entered in the Absence Request ID field.
4. Enter the absence type by using the list in the relevant field.
5. Enter the duration of the requested absence period by specifying the dates and relevant time in the Date From, Time From, Date To and Time To fields.
6. Select the Half Day From and Half Day To check boxes if you want the absence request to start and end as a half day.
7. In the Dependent ID field, you can enter the identifier of a dependent, who is the reason of employee's absence, e.g. a sick family member who requires attention.
8. In the Substitution field, enter the employee ID of the employee who will be the substitute during the requested absence period.
9. Use the On Demand field if the absence type you are requesting is constrained by a sub-limit.
   Example: Assume you have 26 absence days available, but according to the state law 4 of those 26 days can be taken on demand. Therefore, to request an absence on demand, first you have to enter the main limit type which has 26 days available. Then, you have to specify a sub-limit type which has 4 days available. Both limits will be depleted upon registration. If you try registering 5 days on demand, you will get an error, as even though you have 26 absence days available, you have only 4 on demand days.
10. Save the information.
     
11. If you want to confirm the absence request registered for an employee, select the action menu for the absence request record and click Confirm. The status will change to Confirmed in the Status field. Note that this will only be possible if the absence type is configured to allow confirmation by other persons.

To register and confirm an absence request in the My Absence Calendar window in Enterprise Explorer;

1. Open the My Absence Calendar window.
2. In the header, find the relevant employee (it can be you or one of the employees you have access to).
3. Make sure that the Request tab is selected.
4. In the calendar, click the days for which you want to register an absence.
5. On the Request tab, add a new record. The Create Absence Request assistant will open.
6. In the assistant, ensure that the absence period is correct. If you selected multiple periods and made a mistake, you can deselect a period so that the assistant will skip it. Once you ensured that information is correct, click Next.
7. In the Absence Type field, enter what type of an absence you are requesting (e.g., vacation).
8. In the Date From and Date To fields, you have an option to change the absence period.
9. Under the Additional Data area, you can enter additional information about the absence.
   • In the Time From and Time To fields you can enter on which time the absence starts and ends.
   • You can select Half Day From and Half Day To check boxes so that the absence will begin/end at the half of the scheduled working time.
   • Use the On Demand field if the absence type you are requesting is constrained by a sub-limit.
     Example: Assume you have 26 absence days available, but according to the state law 4 of those 26 days can be taken on demand. Therefore, to request an absence on demand, first you have to enter the main limit type which has 26 days available. Then, you have to specify a sub-limit type which has 4 days available. Both limits will be depleted upon registration. If you try registering 5 days on demand, you will get an error, as even though you have 26 absence days available, you have only 4 on demand days.
   • You can chose who will take over your duties during your absence in the Substitution field.
   • You can select a reason of your absence in the Absence Reason field.
   • In the Dependent ID field, you can enter the identifier of a dependent, who is the reason of employee's absence, e.g. a sick family member who requires attention.
10. If you have to file more requests, click Next, otherwise click Finish.
    Note: If there were errors and your request could not be filed, it will appear as an unsaved record on the the Request tab of the My Absence Calendar window.
11. If you want to confirm the absence, find it on the Request tab, right-click it and click Confirm.