Entering a New Absence

The option to enter a New absence allows you to record different types of absence for employees. This chapter provides an overview of entering new absences for an employee. 

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

Case summary The person responsible has received information about an employee's, Adam Apprentice's, absence (the type of absence, the start date of the absence, and the end date of the absence). The person responsible enters information about the annual leave for the employee in the period from 06.11.2023 to 16.11.2023. The absence is entered into PANTHEON as follows: 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 a particular employee.

To do this, the person responsible selects Personnel | Calendars | New Absence:

A New Absence form appears on the screen.

The person repsonsible continues by entering absence criteria:

• Employee: from the drop-down list, selects the employee, for whom the absence is going to be recorded.

WARNING If no Employee or Department is selected, PANTHEON will enter the absence for all employees in the company.

·    

• Absence Type - selects the type of absence from the drop-down list. In this case, DOP - Annual leave.

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

·

• Year – defines the year, for which a specific type of absence is recorded. The person responsible can choose between the current and the previous year.

In this case, the person responsible enters the annual leave for the current year.

HINT If the leave is being transferred from the previous to the current year, select the previous year in this field.

HINT If more vacation days for the previous year are entered than can be 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, the person responsible selects the date when the employee's absence begins.

In this case, the start date of the absence 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: "Absence start must be defined."

• Absent To - From the list of date fields, the person responsible selects the expected end date of the employee's absence.
  In this 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, the person responsible confirms that the absence is concluded on that date.
• Time from – If required, the person responsible can also enter the hour of the employee's absence start. This is useful for absences shorter than one day.
• Time to - If required, the person responsible can also enter the hour of employee's absence end. This is useful for absences shorter than one day.
• Checkboxes indicate the following:

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

2. Creating a New absence

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

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

If the person responsible is creating a department-wide absence for multiple employees and if certain employees already had recorded absence in the defined period, the program will 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

Lastly, the person responsible wants to check if the absence for the employee was recorded.

To do this, there are two options:

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

In this case, the person responsible selects the first one and searches for the correct employee, Adam Apprentice.

The Absence Overview feature opens a date table with an overview of absences for the specific employee, whom they select from the Employee Selection table.