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

Attendance

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.

The Attendance Mass Add option is used to add consecutive days of attendance or absences in a single transaction. 

Search Attendance Option

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.

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.

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:

Archived Employees Attendance

To view Archived Employees Attendance's, click on .

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.

The report heading on this single object audit report will include the start/stop date on the Title Page and the title on the report will be USPS Audit Report - (Attendance) or USPS Audit Report - (Absence)

Create an Attendance/Absence Entry

From the Core menu, select Attendance

Click on Create

Field Definitions:

The Employee# is the employee's identification number.

Select the Position/Compensation to be charged.

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

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:

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

The 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 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 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 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 orto exit without saving.

Add or Copy multiple rows 

To add more rows to the attendance journal, select the  to add a new row or  to copy an existing row with data entered but can change any field necessary: Once entry/entries have been added click the   button.

Adding Attendance for SERS Days/Hours-

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  

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.

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.

1. Click on the desired Entry to be modified
2. Make the desired changes
3. Click on Save or Cancel to not save

Applied To Balance, Posted To Payroll, Leave Activity Date and Usas Posting Indicator

There are three available fields during the edit processing of the absence posting, Applied to Balance, Leave Activity Date and Usas Posting Indicator.  

For the Applied to Balance indicator status, this will be unchecked until the transaction has been processed through the respective payroll.  When this has been processed through the respective payroll, the flag will then be checked  .  

The Leave Activity Date is the date the Leave was entered.  

• 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.

**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

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

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

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

or

by selecting the actual days on the calendar itself. **INFO** If you click on the number date, it will only select that day on the calendar . 

After the Create key is pressed, a popup window will briefly display the mass add information - Example: 5 Attendance Days Created.

Field Definitions:

• 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:
    • 

Once all data is entered, click on  to post the Mass Add or select to start over.

Deferred Absence Postings

This feature allows for deferred posting of ATDSCN records for absences that affect Sick, Vacation and Personal leave balances.  To use the deferred posting method, the  Deferred Absence Posting Configuration  option must activated.

To set this up go to System/Configuration/Deferred Absence Posting Configuration. Check the box.  then Click and then click 

When the Deferred Posting option has been setup, AB entries for Sick, Vacation and Personal may be entered at any time without affecting the current benefit balance in Leaves. The transactions are flagged as being unposted as they are entered into Attendance. This allows Attendance entries that affect a future pay period to be entered without affecting the leave balances on a current payroll.

This Deferred Posting option will have no effect on Accumulation entries. Any Accumulation entries for sick, vacation and personal leave will cause the balance to be updated accordingly. This includes running Benefit Update and Projection to accumulate or reset leave information as well as posting Accumulation entries manually through Leaves.

When selecting Post to Current/or Future option, a Warning message will be issued if sick leave balance will be negative:

Mass Change

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

Report Creation

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

Error and Warnings 

Error - XXXXXXXXXX Leave balance would go negative for (Employee Name).  Negative XXXXXXXXX balance is not allowed by district - Check to make sure the employee has a Leave Unit (Daily or Hourly) entered in Leave.

Error - Compensation is advanced.  New earnings (REG) may not be added to the compensation.

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