Entry of new absence

The option to enter a New absence allows the recording of different types of absence for employees. This chapter will provide an overview of entering new absences for an employee. 

HINT There are several types of absence from work. This is normally regulated by labor legislation. According to Slovenian legislation (ZDR-1) beside paid annual leave there are also absences such as; absences from work due to personal circumstances (own wedding, death of spouse or common-law partner,..), absence from work on national holidays, absence due to education, absence due to maternity leave or paternity or parental leave, etc.

Case summary The person responsible has received information about the employee's, Adam Apprentice, absence (the type of absence, the start date of the absence, and the end date of the absence). They enter information about the annual leave for the employee in the period from 06.11.2023. to 16.11.2023. In order to enter the absence into PANTHEON, they fallow the indicated steps: Entering a New absence Creating a New absence Absence overview

1. Entering a New absence

The person responsible wants to enter a new absence for particular employee.

To do that they select Personnel | Calendars | New Absence:

A form New Absence appears on the screen.

They continue with entering absence criteria:

• Employee: from the drop-down list they select the employee, for whom the absence would like to record.

WARNING If we do not select an Employee or Department, PANTHEON will enter the absence for all employees in the company.

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• Absence Type - from the drop-down list they select the type of absence. In our case they select DOP - Annual leave.

HINT To enable the entry of specific absences, it is necessary to define the Codebook of record types. For more information, please refer to the technical instructions page, Calendar Entry Types.

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• Year – they define a year for which a specific type of absence is recorded. There is an option to choose between the current and the previous year.

In our case they enter annual leave for the current year.

HINT If the transferred vacation from the previous year is used in the current year, you select the previous year within this field.

HINT In case more vacation days for the previous year are entered than transferred, the program displays a notification: 'Only up to XXX days of last year's leave can be used in this year. Do you want to continue?

• Absent From - From the selection table with date fields, they choose the date when the employee's absence begins.

In our case they enter start date of the absence: 06.11.2023.

WARNING This information is mandatory. If the information is not entered, a notification will be displayed during the creation of the absence: "Absence start must be defined."

• Absent To - From the list with date fields, they choose the expected end date of the employee's absence.
  In our case, the end date is 06.11.2023.

WARNING This information is mandatory. If the information is not entered, a notification will be displayed during the creation of the absence: "End date must be later than start date."

• Finished - By clicking the 'Finished' button, they confirm that the absence is concluded on that date.
• Time from – If required, they can also enter the hour of employee's absence start.  This is useful for absences that are shorter than one day.
• Time to - If required, they can also enter the hour of employee's absence end.  This is useful for absences that are shorter than one day.
• Checkboxes indicate the following:

• Print vacation permit – If they select this option, the program will print the leave which will include all elements defined in the program parameters.
• Working Saturdays – With this option they can define if an employee has working Saturdays
• Working Sundays – With this option they can define if an employee has working Sundays
• Non-Working days – Within the Absence Overview panel, the days when the employee has absence on Saturdays and Sundays will also be displayed
• Cost Ctr. – From the list, there is the option to choose the cost center
• Note - Field for entering notes if applicable.

2. Creating a New absence

After entering all mandatory data, the responsible person creates the absence by clicking the Create New Absence button.

When the new absence is successfully created, the program displays a notification: AbseNce copy complete! as shown in the image:

In the case of creating department-wide absence for multiple employees and if certain employees already had recorded absence in the defined period, the program would display a notification as shown in the image below:

Choose one of the provided options:

• Overwrite – The originally created absence will be replaced by the newly created absence item,
• Add – It complements absence days when there is no pre-existing absence created. For dates where an absence has already been created, the initially created item remains.  This is useful when in case they have an e.g. 4 hours of sick leave and 4 hours of vacation on the same day
• Cancel - By pressing on the button Cancel, they abort he action. 

3. Absence overview

In the last step the person responsible wants to check if the Absence of the employee was recorded.

For that purpose, they have two options:

• Personnel | Calendars | Absence overview or
• Personnel and then select the Absence | Absence Overview panel.

In our case they select the first one and search for the adequate Employee, Adam Apprentice.

The Absence Overview function opens a date table where they have an overview of absences for a specific employee, whom they select from the Employee selection table.