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
- YeaR (Calendar)
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
- 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
The Unit type's available are:
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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 field contains the date on which the day was paid. This field is used by programs such as RETIRE Retirement and STRSAD STRS Advance 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
to exit exit without saving.
Add or Copy multiple rows
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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:
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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.
**This feature Posted to Payroll Indicator is only working for Attendance days** The second feature is the Posted To Payroll indicator. This field Day transactions
The Posted To Payroll indicator 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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The logic to determine if an absence can be edit edited / deleted * If an Absence record is eligible for Leave Transaction (Personal or Vacation or Sick)
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- 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.
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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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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.