Please click here to view a short video on how to create Attendance.

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The Attendance module is used to track and update employee attendance and absence data. For absences, the information entered in Attendance is what Reports>Leave Projection Report and USAS Integration>Leave Projection Submission uses to project and charge the USAS accounts.

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Date shortcuts can be entered in the Activity Date field as a single letter or symbol.  For example, to enter in an Activity Date for today's date, you would use 'T' for Today.  Once saved, today's date will be entered.  This works the same for the Mass Add option. 

• •  YeaR (Calendar)
    • Y - Jan 1 of current calendar year
    • R - Dec 31 of current calendar year
  • FiscaL
  • • F - July 1 of current fiscal year
    • L - June 30 of current fiscal year
  • MontH (based on current system date)
  • • M - first of current month
    • H - last day of current month
  • WeeK
  • • W - Sunday
    • K - Saturday
  • PerioD (Posting Period)
  • • P - first day of current posting period
    • D - last day of current posting period
  • QUarter
  • • Q - first day of quarter
    • U - last day of quarter
  • T - today
  • + tomorrow
  • - yesterday

Note:

• • should be able to support mmdd - assuming the current period's calendar year
  • is case insensitive
  • you can use these shortcuts in combination with actual dates
    • to get the month of November using between operator: Beginning: 11/01/2014 and Ending: h
    • assumption is November is the current month 

The Length field requires you to enter the length of the absence, attendance, accumulation, or adjustment in days or hours depending on the Unit type. The value entered in this field cannot exceed the number of hours per day (if the Unit type is hourly) or one day (if the Unit type is daily).

• SERS and STRS retirement Attendance days can be posted for the same day.
• Absences can only be posted for 1 day.

There are two Transaction Types and multiple associated Categories that can be entered in this program. The transactions and their categories are listed below:

• Trans Type 
  • Attendance 
    • Category
      • Attendance - For regular employees
      • Substituting - For substituting employees
  • Absence
    • Category
      
      • Calamity
      • Dock
      • Holiday
      • Jury Duty
      • Military
      • Other-this option does not have any effect on retirement day calculations or Leave Balances but will cause the EMIS day calculations to be reduced by the amount of the absence. 
      • Personal
      • Professional
      • Sick
      • Unknown - this option does not have any effect on retirement day calculations, Leave Balances or EMIS day calculations.
      • Vacation

The Unit type's available are:

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The Pay Date field contains the date on which the day was paid. This field is used by programs such as RETIRE and STRSAD to calculate retirement service credit.

If the Transaction Type is attendance and the Category is for substituting, the employee identification number of the person substituted for can be entered for information purposes in the Substitute For field. Clicking on the Image Modifiedwill bring up all employees which allows the user to search for the employee's ID and Name or the user can type in the user ID or Name, and this will bring up that employee.

If row was added in error, click on Image Modified to Delete it.

Once all data is entered, click on to Save orto  exit exit without saving.

Add or Copy multiple rows 

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**NOTE**If needing to change the Retire field, the Pay Type will need to be changed to MIS.  A REG Pay Type is always set to YES and is Non-modifiable.

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A confirmation of the number of records posted to Future will be displayed.

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Errors and Warnings

Severe - Cannot get property 'expenditureAccount' on null object.  Verify the Position the Attendance and Payment is assigned to has a Pay Account with the Status set to Active.

is always set to YES and is Non-modifiable.

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A confirmation of the number of records posted to Future will be displayed.

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Posting to Current

If you wish to post attendance entries to Payroll Payments Current a current payroll must be initialized. You can then select Post Current from the drop down options:

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**This feature is only working for Attendance days** The second feature is the Posted To Payroll indicator.  This field indicates whether or not a Future or Current Pay Amount was created when creating the Attendance.  Once posted, the Attendance transaction cannot be modified. If a change is necessary, an additional transaction must be posted to correct the mistake.

This flag will be set immediately when not using deferred posting.

Flag won't be checked if 'No Posting to Payroll' was selected:

Flag will be checked if Post Future or Post Current is selected:

Or Future 

Exit out of the entry, refresh the URL and view the entry.  The 'Post to Payroll' box will then be checked:

Attendance Grid

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Payroll Payments-Current

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Delete Attendance Entries

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• Select Employee and Position/Compensation by clicking on the drop down boxes
• Enter Length of absence or attendance days
• Enter the Trans Type
  • Attendance
  • Absence
• Enter the Unit of:
  • Hourly
  • Daily
  • Weeks
  • None
• Select the Category for:
  • Attendance:
    • Attendance
    • Substituting
  •  Absence:
    • Calamity
    • Dock
    • Holiday
    • Jury duty
    • Military
    • Other
    • Personal
    • Professional
    • Sick
    • Unknown
    • Vacation
• A Sub Category is optional
• Select an Appt Type of Classified or Certificate
• Enter a Pay Date (optional)
• A Substitute For is optional
• The Include Weekends option is whether or not to include weekends.  Unless the employee has weekends scheduled for work days on their calendar, leave this prompt unchecked.
• Select a Start and End date or click on each day needed
  • Date Shortcuts can be used 

    • Example: Today's date is 4/18/18

      YeaR (Calendar)

      Y - January 1st of current year 1/1/18 

      R - December 31 of current year 12/31/18 

      FiscaL

      F - 1st day of current fiscal start date 7/1/17

      L -  Last day of current fiscal end date 6/30/18

      MontH (based on current system date)

      M - 1st day of current month 4/1/18

      H - Last day of current month 4/30/18

      WeeK

      W -  15th day of current month 4/15/18

      K -  Saturday of current week 4/21/18

      PerioD (Posting Period)

      P - 1st day of next month 5/1/18

      D - Last day of next month 5/31/18

      Quarter

      Q - 1st day of current quarter 4/1/18

      U - Current date 4/18/18

      Quarter

      Q - 1st day of the current quarter  04/01/2018

      R - Last day of the current quarter  06/30/2018

      Posting Period

      p (beginning of posting period)

      t (today)

      T - today

      +  Tomorrow's date 4/19/18

      -   Yesterday's date 4/17/18

      
      

• Select a Posting Mode
  • No Posting
  • Post Current
  • Post Future
    • If using the Post Future or Current option, a window will appear once you click on .  Verify posting:
    • 
  • Once verfied, click on  to post to payroll:
    • 

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Error - Irregular pay type affects contract amount paid for advanced compensation, can not be used.

Severe - Cannot get property 'expenditureAccount' on null object. Verify the Position the Attendance and Payment is assigned to has a Pay Account with the Status set to Active.