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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- Trans Type
- Attendance
- Category
- Attendance - For regular employees
- Substituting - For substituting employees
- Category
- 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
- Category
- Attendance
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See this link for details on adding SERS days/hours FAQ-Frequently Asked Questions
Posting to Future
If you wish to post attendance entries to Payroll Payments Future for pay you can select the option from the drop down:
- No Posting to Payroll
- Post Current
- Post Future
Enter Attendance data and use Copy row feature or 
to add new entry. Click Click
The entries will now display a 
next to each entry. If you do not want to load certain data to Payroll Payments Future, click on the box and uncheck the entry.
When creating an attendance and posting to future payroll, you can modify the pay type, description, units, rate, retire hours, and effective date.
If you change the pay type to MIS, then you can also modify the supplemental flag, supplemental tax option, retire flag, account, employer distribution flag, and leave projection flag.
If the pay type is changed to TRM, then you can modify the supplemental flag, supplemental tax option, and retire flag.
If wanting to update certain fields before posting to Future, this can be done at this time:
- Pay Type (REG and IRR pay types cannot be used if employee is in advance)
- Description
- Units
- Rate
- Retire Hours
- Effective Dave
To post to Future click the 
button.
**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.
A confirmation of the number of records posted to Future will be displayed.
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.
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:
- No Posting to Payroll
- Post Current
- Post Future
Enter Attendance data and use Copy row feature or to add new entry. Select the Current Payroll from the Select Current Payroll for Posting drop down option. Click
The entries will now display a next to each entry. If you do not want to load certain data to Payroll Payments Current, click on the box and uncheck the entry.
When creating an attendance and posting to Current payroll, you can modify the pay type, description, units, rate, retire hours, and effective date.
If you change the pay type to MIS, then you can also modify the supplemental flag, supplemental tax option, retire flag, account, employer distribution flag, and leave projection flag.
If the pay type is changed to TRM, then you can modify the supplemental flag, supplemental tax option, and retire flag.
If wanting to update certain fields before posting to Current, this can be done at this time:
- Pay Type - (REG and IRR cannot be used if employee is in advance)
- Description
- Units
- Rate
- Retire Hours
To post to Current click the 
button.
**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.
A confirmation of the number of records posted to Current will be displayed.
Edit Attendance Option
Attendance Entries that have been previously posted to the system may be modified.
- Click on the desired Entry to be modified
- Make the desired changes
- Click on Save or Cancel to not save
Applied To Balance, Posted To Payroll, Leave Activity Date and Usas Posting Indicator
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- This is the date when the value was applied to the balance, if applicable, for Absences. Example, The Activity Date of 07/20/2023 was entered on 07/17/2023. If running the Leave Activity Report, for the dates of 07/01/2023 - 07/17/2023, the Activity Date of 07/20/2023 will show on the report, since this date was entered on 07/17/2023 Date Applied:
- Leave Activity Report
- The Activity Date for Attendance will be the same as the Leave Activity Date.
The Usas Posting Indicator will be checked if the district uses Leave Projection. Once they submit to USAS 'Leave Projection submission', this box will be checked.
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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
Payroll Payments-Current
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
- Attendance:
- 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
- Date Shortcuts can be used
- 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: 
- If using the Post Future or Current option, a window will appear once you click on
- Once verfied, click on
to post to payroll:
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