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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The Attendance Grid allows the user to search for existing employees. You can either enter in the Number or a few characters in any of the grid headings and all occurrences of that search will show up and then you can choose the item(s) you are wanting to view or edit.  Example - First Name is one of my grid options. If I type in %San (% is use as a wildcard) in the First name field, all occurrences of anyone with San in the first name will appear. You can then click on the next to the Attendance record you are searching for to view the data relating to this employee or click on the to edit the record or to delete the record.

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Highlight Viewer

To use the 'Highlight Viewer', select the row in the grid to view.  The 'Highlight Viewer' on the right hand side will appear:

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Archived Employees Attendance

To view Archived Employees Attendance's, click on Image Removed.

Audit Report option 

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Mass Delete

A Mass Delete option has been added on the attendance view. 

If you select a record that cannot be deleted, then you get a message telling you the record cannot be deleted when you attempt to delete it using the Mass Delete button.  Absences that have been applied to the latest leave balance transaction cannot be deleted. If you look for older personal, sick, or vacation absences you will likely find some that cannot be deleted. The delete button in the grid row will be disabled for these records.

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Highlight Viewer

To use the 'Highlight Viewer', select the row in the grid to view.  The 'Highlight Viewer' on the right-hand side will appear:

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Archived Employees Attendance

To view Archived Employees Attendance's, click on Image Added.

Audit Report option 

After creating and saving an Attendance/Absence record, or to see any changes that were made to an Attendance/Absence record, there is a option to run an Audit Report directly

from the Attendance/Absence record.

Click on the button.

Enter a Start Date and Stop Date and click on the button.

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Create an Attendance/Absence Entry

From the Core menu, select Attendance

Click on Create

Field Definitions:

The Employee# is The Employee# is the employee's identification number.

Select the Positionthe Position/Compensation to Compensation to be charged.

The Activity Date can Date can be entered as 00/00/0000 or by clicking on the Image Modified calendar symbol, select the day needed or as Date Shortcuts as described below:

Date shortcuts can be enter entered in the Activity Date field as a single letter or symbol.  For example,  to 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 optionthe 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

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• • 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 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 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 typeThe Unit type's available are:

• Daily
• Hourly
  • When entering absences the unit type entered on the record must match the unit type entered in CORE/LEAVE.

The Subcategory field Subcategory field is optional and allows you to further define the category reason. This is a user defined field.  An example of how the subcategory field subcategory field could be used is if the district wants to track what type of sick leave is being taken. A district could enter a sick day and, in the subcategory, field enter PI or PERS ILL for a personal illness. The number of characters allowed is 255.

The Appt Type is The Appt Type is either Certified or Classified. This field is used to identify an employee's retirement system. For example, if an employee has two jobs, one as a teacher the other as a coach, specifying the correct appointment type for the job being charged will cause the leave to be associated with the correct retirement system. This field needs to be filled in for only those employees which are reported to both retirement systems.

The Pay Date field 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 will 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  to Delete it.

Once all data is entered, click on  to Save or Image Removed to exit without to Save orImage Addedto exit without saving.

Add or Copy multiple rows 

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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:

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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:

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

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Or Future 

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

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Attendance Grid

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Payroll Payments-Current

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Delete Attendance Entries

The Delete Function may be used to delete an Attendance entry. 

1. Click on the desired entry to be deletedImage Removed
2. Once selected, a box will be presented with an option to delete this entry
3. Confirm by selecting Delete

Image RemovedPayroll' was selected:

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

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Or Future 

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

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Attendance Grid

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Payroll Payments-Current

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Delete Attendance Entries

The Delete Function may be used to delete an Attendance entry. 

1. Click on the desired entry to be deletedImage Added
2. Once selected, a box will be presented with an option to delete this entry.
3. Confirm by selecting Delete

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Criteria to be able to Edit/Delete an Absence entry

The logic to determine if an absence can be edit / deleted * If an Absence record is eligible for Leave Transaction (Personal or Vacation or Sick)

• Does the record have a leave transaction?
  • If True:
    • Is the leave transaction date before the most recent balance transactions?
      • If Yes, do not allow edit.
• • • • If No, allow edit.

• • If False:

• • • Is the deferred absence posting flag true?

• • • • If True
      • Is the activity date before the latest balance transaction?
      • If Yes - Do not allow edit.
      • If No - Allow edit.

• • If not deferred absence

• • • Assume Imported Record -Do not allow edit.

Mass Add Option

A mass add option is available to post consecutive days of attendance or absences in a single transaction. Press the Mass Add key to use this feature.  The Number of Days can be entered on the Start and End date fields

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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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For more detail information on the Mass Change option, please click on the Mass Change documentation link to find the How to Steps: Mass Change

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Report Creation

To create a report from the Grid, please click on the Report documentation link to find the How to Steps: Report

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Error and Warnings 

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