Setting and reporting Long term absence
When a time off request is submitted by an employee via self service, or on behalf of the employee by their manager, a record is created in the HR database, specifically in the Time off table. The record includes a Start and End date, Reason and Duration.
In the Report builder, there are two data sources, Time off requests and Time off period (sometimes referred to as datasets), which allow you to create and run reports relating to Time off.
This is an example of a report based on the Time off requests data source which includes a field called 'Long term?' and will show Yes or No depending on whether the duration of the time off request meets or exceeds the Long term parameters which have been set. This Long term setting will apply to all reported time off types.
The HR system provides two methods of calculating the long term duration:
- Working days
- Calendar days
To set up your Long term absence go to:
Administration -> Company -> Settings -> Time off settings (global) -> Absence settings
First, set the number of days for Long term definition, so in this example, if your absence request is 28 or more Working days, then your time off request would be classed as long term.
This report is based on the Time off requests data source and reports Long term absence for Annual holiday time off type. The reported duration is 15 Working days so Long term? = Yes.
However, you may wish to base long term absence on Calendar days rather than Working days, so the same absence would only be classed as long term if the difference between the start and end date was greater than or equal to the value in long term definition.
To do this, first set the Long term absence by going to:
Administration -> Company -> Settings -> Time off settings (global) -> Absence settings
And set the Long term - method to 'Calendar days'. In this example, Long term definition is still 14.
As always, remember to click on 'Submit' whenever you make changes you want to keep.
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