Absences/Business leave

1.Indicate the Absence type. A business leave is generally an absence whose time is considered as hours worked. Here, the type selection is not used for the calculation but to make it easier to sort the types.

2.Select the default Colour for this absence; your absence will be displayed in this colour in the individual planning and in Kelio Planning.

3.Activate the Visible in the reports check box if you want this absence type to appear in the reports.

4.Indicate the Level of priority to be able to sort your absences according to your own criteria. If the absences have the same priority, the sorting is carried out on the Priority column (in the list of absence types) according to the absence type description (with 1 being the lowest). The level of priority is also used to determine which type will be taken into account when calculating the day in situations where two full-day absences have been requested on the same day.

5.If necessary, check the Type associated with sick leave box.

Terminal

Activate the Entered on terminal check box if the employees are entitled to use the clocking terminal to clock their leave.

Activate the Clocked on terminal check box if the employees are entitled to use the clocking terminal to clock when they are going on leave. Specify whether this absence is registered in rounding windows. Indicate whether the system should create an absence file when an absence of this type is clocked (to be avoided for recurring absences like some paid breaks) and if this absence is limited to the day (if it is not the case, the employee will be considered as absent until his/her next clocking). Specify the duration (in hours:minutes) if this absence is time-limited.

Remote working

Activate the Maintain remote working in case of absence check box if you want remote working to continue to be displayed on the planning screens and the collaborative workspace calendars during the absence in question.

Mail calendar

Activate the Synchronise absence in the mail calendar check box if you want this absence type to appear in your mail calendar.

You can also activate the second check box if you want to see the description of this absence.

Absence requests

In this tab, you can select the absence balances to be displayed for this absence in the Employee workspace during an absence request.

6.Select the Authorised entry modes via the dropdown menus or the advanced selection . The choice must correspond to the Employee - Self-Service user rights. 

7.Select the Absence balances required via the dropdown menus or the advanced selection . Indicate whether you want to display the details of each balance individually, the total of all balances, or both at once by checking the corresponding boxes.

8.Check the Attachment is required box if you want to require all requesters to enclose justification for their requests.

9.Check the Comment on absence requests required box if you wish to require input of a comment with a request (justification, address for on-call duty, etc.).

10.Check the Waive split vacation days box if you want the employee to have to accept or refuse the split waiver for each absence request for this type. Indicate the text that will be displayed during the request.

11.Help with input: The text entered here will be displayed in the absence request form to provide user guidance with the comment input.

1.Specify whether this absence is Paid, Actual or both.

2.Fill in any Annual account reset date (for the absence total calculation).

3.If the Modifies the balance check box is not activated, the balance for the day will be deducted from the absence duration (in case of a balance Time Off In Lieu absence). If it is activated, the balance is adjusted.

4.Indicate whether the system should Calculate the estimated absence total for this type or not in order to anticipate the absence total according to the files which have been created.

5.Activate the Management of a ½ day's absence on a public holiday check box so that the public holiday for the other half-day is taken into account when adding to the contracted time for the paid total, actual total and the balance is made.

6.Indicate whether this absence must be taken into account on working days (Monday to Friday), week days (generally Monday to Saturday) or calendar days (Monday to Sunday). The type of day is specified when the daily schedules are created.

7.Indicate the absence Duration per day which may be the contracted time of the current daily schedule, an imposed time (always the same duration) or limited to a maximum time (the absence duration shall not exceed this value). In the latter two cases, the duration must be specified in this screen,

Annualised hours

In case of annualised hours, you must specify whether the absence duration must be added to the employee's annual completed hours or if it should be excluded from the annualised hours calculation. In this case, taking an absence which is not included in the objective will not change anything concerning the employee's annualised hours objective whether in terms of delay or advance.

Specify whether the absence duration will be the contracted time of the basic daily schedule, the contracted time according to the distribution (high or low period), the contracted time of the distribution if the latter is high (otherwise, basic schedule) or the contracted time of the distribution if the latter is low (otherwise, basic schedule).

Example of calculation during annualised hours:

Overtime hours and bonuses

8.Indicate whether the system should Calculate overtime paid as a bonus (> 100%) or not during this absence.

9.Activate the check box triggering the calculation of tax-exempt overtime hours if the absence total for this type must be part of the total used to calculate exempted overtime.

10.Indicate whether this absence must be calculated with absence windows, in order to limit the absence to some moments of the day. In this case you must position an absence window in the daily schedule concerned and position the bonuses and special hours below it so that they are taken into account in the event of an absence. Indicate whether this absence will generate a Calculation of special hours and bonus (a Meal allowance bonus during a training leave for example) and whether it should be Taken into account in TOIL calculation.

Activity

11.Activate the Absence time registered for the activity check box if the absence totals corresponding to this type must be taken into account by the system when calculating the activity time. If this check box is not activated, the activity base will be calculated at zero during this absence.

Absence on the attendance days

Specify the calculation for the duration of absences on clocked days, without the use of an absence window.

12.One-day absence: The absence time supplements the time clocked for the day up to the contracted time for the day. The absence time is added to the clocked time for the day (the absence time is calculated without taking into account the clocked time).

13. Half-day absence: The absence time supplements the time clocked for the half-day of absence up to the contracted time for the half-day. The absence time for the half-day is added to the clocked time for the day (the absence time is calculated without taking into account the clocked time).

Hour-to-hour absence on attendance days

Specify the calculation mode if there are attendances and an hour-to-hour absence on the day in question.

14.Absence that includes the attendance

Example: Hour-to-hour absence included in the attendance. Clockings 8 a.m.-12 p.m./2 p.m.-5 p.m. with an absence from 7 a.m. to 7 p.m.

15.Absence overlapping attendance

Example: Hour-to-hour absence overlapping an attendance Clockings 8 a.m.-12 p.m./2 p.m.-5 p.m. with an absence from 7 a.m. to 11 a.m.

16.Absence identical to attendance

Example: Hour-to-hour absence identical to the attendance Clockings 8 a.m.-12 p.m./2 p.m.-5 p.m. with an absence from 8 a.m. to 12 p.m. and 2 p.m.-5 p.m.

17.Absence included in the attendance

Example: Hour-to-hour absence overlapping a Clockings attendance 8 a.m.-12 p.m./2 p.m.-5 p.m. with an absence from 3 p.m. to 4 p.m.

a.None - the balance is lost

b.Choice In leave N-1: the balance remaining at the end of the accounting year in the N-1 balance is retained following the changeover.

c. Choice In an additional balance "Remaining leave": a new tab appears to set up an additional balance so that the remaining balance can be kept.