To add Attendance Codes:

▪Select the Config menu.

▪Select the Setup menu.

▪Select Attendance Codes.

The following menu will appear:

▪Click on the Plus icon.

A new blank line will appear at the bottom of the grid.

▪Enter up to a four character alpha-numeric code that will be used to identify the type of hours, i.e. Sick, Vac, Late, etc.

▪Enter up to a 25 character alpha-numeric description of the code.

▪Complete the remaining fields as necessary.

▪Click Save.

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You may select from a multiple of options to assign to the Attendance Codes you create.

▪Select the Config menu.

▪Select the Setup menu.

▪Select Attendance Codes.

When creating new Attendance Codes, there are many option boxes that can be ticked which will affect how the Attendance Code hours will be applied and calculated.

Attendance Code Options

Symbol

Assign a two character symbol to display when there is the option to display the Attendance Code symbol is available.

Exception

Should instances of this code be reported on as an Exception when you run the Activity/Exception report?  Any codes flagged as Exceptions will show in red on the Time Card screen.

When setting up the codes that you want to use for generating Exception Codes you only need to fill in the following fields:

▪Code - four characters.

▪Description.

▪Make sure you have check marked the Exception column.

Unpd Alternate

This field is used in conjunction with the Time Banks. When and employee has exhausted all the time in their Time Bank, and a user tries to deduct more time, the system will automatically insert this unpaid alternate code that you have identified. Attendance Codes marked As Worked cannot be used as alternates and will not appear on the list for selection in this field.

As Worked

Tick this option if the hours associated with this code will contribute to the weekly / bi-weekly overtime threshold(s). For example, using the VAC (vacation) code, if my bi-weekly overtime threshold is 80 hours, and I have 84 hours displayed on my Time Card, for this bi-weekly period, will the extra four hours be paid as overtime, if eight of the 84 hours were taken as a vacation day? If yes, tick As Worked for the VAC (vacation) code.

Blackout

Tick this option if you would like to prevent employees from booking time off against this code (from their Banked Time) during periods you have defined as Blackout periods. Designating this code as a Blackout code can also be done using the Setting Time Off Limits option.

Add Fixed Rate

If this code will be paid at a different rate you will enter the specific rate to be applied. This option is used in conjunction with the Rate Type field option Rate Field Paid and/or Meal allowance.

Class Rate

When ticked, hours accrued against this Attendance Code will contribute to the Class Hours field total on the Personnel / Rates and Class / Employee Class option. These hours determine an employee's probation level on the labour class grid. This total will be updated when you run the seniority calculation. Please see Class Hours, under Employee Classes for further information. Without Class Rate ticked, the Class Hours total field as described above will include the Regular calculation (#1 below). When ticked the Class Hours total field will include the Modified calculation (#2 below).

1.  Regular calculation of Class Hours = worked hours + As Worked hours.

2.Modified calculation of Class Hours = Worked hours + Class Rate hours

Absent Reason

Does this code indicate that the employee will be absent for a valid reason?  If this box is checked the system knows not to expect punches for the employee for the day in question and will therefore not flag them with the Absent exception code.

Also, any code ticked as Absent Reason will appear on the Time Off Request configuration screen so the Administrator can tick which codes should appear for employees and managers (users) to select when requesting time off. To set up access to these request time off codes the administrator/manager must have SSC Administrator access and must be give ESS/MSS Visible Fields access.

Force Comment

When this code is checked it will force the user to make a comment on the Time Card screen when this code is used.

Exchange Code

This code is used when we would like to perform Shift Exchange between a shift that is part of the Schedules module with a shift that is part of Shift Rotation setup.

On Call

This field is used to identify that this Attendance Code will be used for tracking when an employee is on call. Attendance Codes designated as On Call will be reflected on the Active Scheduling screen using a red phone icon.

Printed

When checked will display the Attendance Code on the printed copies of the schedules. This provides you with the option to show certain codes ONLY on the screen, while deciding which codes you wish to have printed for the employees to view.

TSR Code

This field is used with the Temporary Shift Replacement feature. Any codes that you wish to use as part of the TSR feature MUST be checked.
 

Vacation Code

This field is used to identify which codes are Vacation codes for the purposes of the TSR feature and for vacation budgeting on the schedule.

Codes can either be ticked as a Vacation code or TSR code, but not both.

Lieu Day (used with the Active Schedule module only).

This field is used to identify the Attendance Code as one that you wish to use with the Lieu Day Rules. Please see Lieu Rules for more information on what options become available in the system when this code is ticked.

Life Week

The hours associated with this code will be considered as part of the calculation of a worked week? (used in conjunction with the Labour Class module and is seniority based).

If ticked, hours against this code will contribute to the labour grid hours total when Weeks is selected as the Units option (method of stepping up on the grid). For the Weeks selection, you define how many hours a WEEK is and you can contribute Attendance Codes as well to that value.

Lost Time

This field is used to identify a code as contributing towards lost time and is used with the Lost Time Analysis report.

Show on Master Schedule

If you are using the Master Schedule module, and you want this code to appear on the Master Schedule for use in processing to the Active Schedule, this box must be ticked. Please note that System Exception Codes will never be visible on the Master Schedule. Please note that this does not include codes that are ticked as exceptions, only codes that are assigned as System Exception Codes.

Meal Allowance

This column identifies the code for meal time reimbursement and requires a dollar value to be entered in the Add Fixed Rate column. This feature requires Day Code setup (worked time threshold) along with the Meal Time Calculation which is run from the Payroll/Other menu.

No Scheduling

If you are using the Schedule module, does the presence of this code mean that the person cannot be scheduled for the day on which the code appears? If the answer is Yes, this box must be ticked.

Once Per Year

This column is used with the Year Start column to track specific Attendance Codes that are allowed to be used ONLY once per year. The year is user defined.

Year Start

Identifies when the year begins for Attendance Codes designated as Once Per Year.

Paid

The hours associated with the Attendance Code are to be paid to the employee.

Seniority

This field is tied to the seniority calculations. Check this field if you wish to include the hours associated with this Attendance Code in the total seniority hours shown in the on the Personnel / Seniority menu when the seniority calculation is run.

Gross Wages

Check this field if the hours against this code will contribute if you are a customer in Ontario, Canada and you wish to have the hours and dollars associated to this code contribute to the Gross Wages calculation for the ESA 4% vacation earnings.

This code should also be checked if the Attendance Code hours will contribute to the Time Bank calculation when using the vacation rules based on Fraction of Hours or Fractions of Earnings.

Attend Bonus

Does this code disqualify the employee from earning a Perfect Bonus? If so, place a check mark in this field.

Rate Type - Used for dollar calculation on the Time/Earnings report. The Rate Type options can be accessed using the drop-down arrow.

▪None - no pay calculation for this code.

▪Rate Field Paid - use the rate in the Add Fixed Rate column for calculation.

▪Regular - the employee's regular rate will be used for calculation.

▪Vacation - the employee's vacation rate will be used for calculation.

▪Prorate - the employee's prorated rated for the calculation.

TCard Unpaid Hours

This field is tied to the Time Card screen. You can use this field to identify which codes you wish to display on the summary section of the Time Card screen.

Show on Sched

If you would like to have this code available on the Active Schedule module, click on the check box. The code will be included on the Add or Modify Attendance drop-down list for the managers to select.

Holiday Time

Should the hours associated with this code be included in the total hours calculation when looking at the last 28 days to calculate an average? If so, tick this code. This code is also used in this way for Ontario OESA purposes.

Work for Holiday

Check this field if the hours associated with this code are considered a day worked for the purpose of assigning the holiday benefit pay when you must work the Schedule Shift Before and After to earn holiday benefit pay. For example, if the Attendance Code for Sick is not flagged Work for Hol and you call in sick on either side of the holiday you are disqualified and WILL NOT earn benefit pay. But, if VAC is flagged Work for Hol, and you take a VAC day on either side of the holiday, the system will consider this a legitimate worked day and you will be eligible for benefit pay.

Remember that valid “qualifying” days off, i.e., VAC, must also have a tick box in the Absent Reason column on the Attendance Codes setup screen so that the ABST code does not appear during a Poll and Process, thereby disqualifying them from holiday benefit pay (if Work for Hol was checked). Also remember to check this option for any Exception Codes that must NOT disqualify this shift from the holiday accrual i.e., LATE, LD (long day), GRAC etc. AND for any Time Bank earn (+) codes.

Use Lieu Before

Allows the employees to use the Attendance Code before the Holiday occurs.

Contribute to Sched Rule Hours

If this field is checked, the hours used against this code will contribute to the Maximum Hours in a Timeframe threshold which is configured in the Schedule Rules section. These hours will then be visible on the Employee List from the Daily Schedule when sorting Seniority by Period Hours. Please see our Client Care Team for setting up schedule rules for this code.

Contribute to Schedule Rule Shifts

If this field is checked, the shifts booked against this code will contribute to the Maximum Shifts in a Timeframe threshold which is part of the Schedule Rules configuration. The number of shifts will then be visible on the Employee List from the Daily Schedule (see blue boxed area above). Please see our Client Care Team department for setting up schedule rules for this code.

Minimum Hours

This option is used in conjunction with the Contribute to Schedule Rule Shifts option. For example, you would complete this section if you want to define a minimum number of hours required before the system considers these hours a legitimate shift. Click in the Minimum Hours column for the current Attendance Code and insert the desired minimum hours and minutes:

Palette

This option will allow you to specify the colour for the Attendance Code when the code is displayed within the system.

Charge to Work, Charge Department

This option allows you to select specific Departments, to apply Attendance Codes to, as opposed to the code being applied globally.

Defer Time Bank

Ticked on the system will not deduct the associated time from the employee's Time Bank until the Deferred Time Bank Process is run.

Show on ESS for TOR

Attendance Codes with this option ticked on will appear in the Time Off Request Attendance Codes for employees to select from.

Forced to Refresh

Forces the Hours Grid in Time Card to refresh calculations when an Attendance Code with this flag is modified or added to the Time Card. 
Recommended to not use with As Worked flag.

Recommended to minimize the number of Attendance Codes with this flag ON, as it may cause the Time Card to operate slower, the more Attendance Codes with this flag there are.

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