Absent Reasons

To add an absent reason:

• Click on the Settings tab.
• Click the blue text link Edit Absent Reasons.

• RosterApps directs you to the Absent Reasons page. This page displays a table with all of the absent reasons at your company.

• Click the blue text link Create New Absent Reason.

• RosterApps directs you to the New Absent Reason page.

• Complete the fields with information about the new absent reason. Below is a list of the fields on this page with descriptions:
  • Code: The name that RosterApps will use for the absent reason. This might be a short description, abbreviation, or acronym for the absent reason.
  • Description: A brief description of the absent reason.
  • Minimum Hours Per Incident (-1 = ignore): The smallest amount of time (in hours) that a user could select this absent reason for. For example, if you enter 2.00 in this field, a user could only select this absent reason for absences that are a minimum of two hours long. If you do not want to set a minimum, enter -1 in this field.
  • Maximum Hours Usage In Window (-1 = ignore): The maximum number of hours in a time window (established in the next field) for which a user can use this absent reason. For example, if you enter 30.00 in this field, users could use this absent reason for a maximum of thirty hours in your specified time period. If you do not want to set a maximum, enter -1 in this field.
  • Window hours (-1 = ignore): The length of the time window (in hours) that relates to the previous field. For example, if you enter 100.00 in this field, employees could not exceed the Maximum Hours Usage within a hundred-hour window.
  • Must Cover with Accrual Hours: Check this box if employees must use accrual hours to cover absences that use this absent reason. (this setting is only available when there are linked accrual accounts).
  • Available for Self Select: Check this box to allow employees to mark themselves absent using this absent reason.
  • Pay Hours: Check this box to indicate that hours that use this absent reason are paid. This setting is for systems integrated with RosterApps.
  • Third Party Pay Code: Systems that integrate with RosterApps (such as Time and Attendance systems or payroll) may use third party codes for their purposes. This is a space for those.
  • Display Order: Enter the order that the absent reason should appear in absent reason drop-down menus in RosterApps. For example, if you enter 1 in this field, this absent reason will be the first one listed in a drop-down menu when a user goes to select an absent reason.
  • Active: Check this box to make the absent reason active in RosterApps or uncheck the box to make the absent reason inactive in RosterApps.
  • Available to Employee: Check this box if this absent reason should be available to select for employees.
  • Available for Authorized Absence: Check this box to make this absent reason available on authorized absences.
  • Link Accrual Account(s): Check this box if you want to link the absent reason to an accrual account. If you do so, a drop-down menu will appear that displays the accrual accounts available at your location. Select the accrual account that you want to link to this absent reason and click the Add Account button (image below). You can add multiple accrual accounts to the absent reason, indicating which order to use the accrual accounts in. For example, if VAC is the first accrual account and SCK is the second accrual account, RosterApps will use hours from the VAC accrual account first, and then from the SCK accrual account if there aren’t enough hours in the first account to cover the absence. Use the up and down arrow buttons to change the order of accounts. Use the red X buttons to remove accounts if needed.

• Link Secondary Accrual Account(s): Check this box if you want to link the absent reason to secondary accrual accounts.  If you do so, a drop-down menu will appear that displays the accrual accounts available at your location. Select the secondary accrual account that you want to link to this absent reason and click the Add Account button (image below). You can add multiple accrual accounts to the absent reason, indicating which order to use the accrual accounts in.  There is also a checkbox to indicate whether the accrual account can go negative.  Secondary accrual accounts will always be used in addition to the primary accrual accounts configured above.  For example, if 8 hours for a absent reason is being charged, it would deduct 8 hours from BOTH the primary and secondary accounts.

• Click the blue Add button to save your changes or the Cancel button to cancel.

To edit an absent reason:

• Click on the Settings tab.
• Click the blue text link Edit Absent Reasons.

• RosterApps directs you to the Absent Reasons page. This page displays a table with all of the absent reasons at your company.

• Find the absent reason in the table that you would like to edit. Click the blue text link Edit in that absent reason’s row.

• RosterApps directs you to the Edit Absent Reason page.

• Edit any of the fields on this page as needed. See the To add an absent reason section above for descriptions on what all the fields mean.
• Click the blue Update button to save your changes or click the Cancel button to cancel.