What This Process Does

  • Available to Clients with the Employee Absentee Module.
  • Allows REMOTE USER Entry of an Absent Employee along with the Reason for the Absence.
  • Creates a Leave Transaction to update the Absent Employee's Leave Balance, in association with the Substitute to Create the Transaction to Pay the Substitute.
  • Allows REMOTE USER Entry of an Absent Employee ONLY to Create Leave and Absence Transactions.
  • Allows REMOTE USER Entry of a Substitute ONLY (NOT Associated with an Absent Employee) to Create Substitute Work Transactions for Payment.
  • Automatically Creates the Job Accounts for the Substitute with the Expenditure Account Codes based on the Position Account, or Job Account, of the Absent Employee in connection with the Substitute Account Code image set up for the Position of the Absent Employee (or the Position Selected when Paying a Substitute NOT Associated with an Absent Employee); this eliminates the need for Multiple Jobs for Substitutes based on Expenditures to Multiple Account Codes.

Best Practices/Requirements

  • It is recommended that ALL Substitute Work Transactions be Entered using this Method, whether or NOT there is an Absent Employee related to the Substitute.
  • All Substitute Transactions should be Entered PRIOR to Selecting Substitute Jobs into Payroll.

NOTE: IF it's determined there are MISSING Substitute Transactions AFTER Selecting Substitutes ~ Unselect Substitutes, Add Missing Transactions, and then Select Substitutes again (Refer to Select Substitutes Payroll).

  • Substitute Job Numbers MUST be 90 or ABOVE to use this process.

Add Leave/Substitutes (REMOTE USERS)

  • HR → Employee Absentee → Add Tab → Leave and Substitutes
FIELDS
Opt.
Rec.
Req.
Description
Fiscal Year——♦Defaults from the Current Default Fiscal Year
Leave Used/Sub Starting Date——♦Auto-Populates based on the Current Default Start Date
Enter the Desired Leave Used/Sub Starting Date (if different)
NOTE: MUST be Entered when Tracking Specific Dates for Leave and/or Subs
Leave Used/Sub Ending Date——♦Auto-Populates based on the Current Default End Date
Enter the Desired Leave Used/Sub Ending Date (if different)
NOTE: MUST be Entered when Tracking Specific Dates for Leave and/or Subs
Account Retrieval——♦Choose the Account Retrieval in the Dropdown
  • Choose Normal when Adding Substitutes AND Leave TOGETHER
    • An Absent Employee WITH or WITHOUT a Substitute
  • Choose Position when Adding Substitutes ONLY (NO Leave)
    • A Substitute NOT Associated WITH an Absent Employee
Rate Retrieval——♦Choose the Rate Retrieval Substitute's Job Gross, Absent Employee's Job Misc Unit Rate, or Position's Gross in the Dropdown
NOTE: Standard is Substitute's Job Gross~ Other options used on an EXCEPTION Basis
Personnel ID——♦Load the Desired Personnel ID 
(Current Employee, Class, and Status will Auto-Populate)
Clear/Blank Personnel ID—♦—Select to Clear the Personnel ID Field in order to Enter a NEW Personnel ID
Job Number——♦Load the Desired Job Number
(Gross ID, Description, Active Job, Leave Allowed, Pay Group, Position ID, Job Accounts, and FTE will Auto-Populate)
Unit Type——♦Choose the Unit Type Days, Hours, or Minutes in the Dropdown 
NOTE: Standard is DAYS ~ Other options used on in CUSTOM Expressions ONLY
Absence Units——♦Enter the Absence Units
NOTE: The Number of Units the Employee was Absent 
(Work Location and equates to will Auto-Populate)
Assign Leave Tab
FIELDS
Opt.
Rec.
Req.
Description
Assign Leave——♦Select to Assign Leave
NOTE: Select when Entering an Absent Employee
Actually Absent—♦—Select IF Employee Actually Absent
(Ex: Sick or Vacation Time ~ IF using Professional Time-DO NOT SELECT)
Replacement Worker—♦—Select IF Replacement Worker needs to be Entered 
NOTE: Appears on the Employee Absentee Master for informational purposes
(Assign Substitute on the Assign Substitute Tab will Auto-Populate) 
Description♦——

Enter a Description (optional)

Leave ID——♦Load the Desired Leave ID
(Active Description, Allow Negative Balances, Active Leave Master, Active Leave Job Master, Unauthorized Leave ID, Leave Job Balance, Exceeds leave job balance by, and Skip Auto Unauthorized Leave will Auto-Populate)
Exceeds leave job balance by♦——Auto-Populates IF the Absence Units Entered EXCEED the Leave Job Balance 
Dock the Excess Leave Used    —♦—Select to Dock the Excess Leave Used
NOTE: MUST Select for a Leave Docked Transaction to be Created when a Leave Balance is EXCEEDING the Leave Job Balance ~ Additional Setup is REQUIRED for Employees' Pay to be Auto-Docked
Assign Substitute Tab
FIELDS
Opt.
Rec.
Req.
Description
Assign Substitute♦——

Auto-Populates IF Replacement Worker was Selected on the Assign Leave Tab

Sub Personnel ID——♦Load the Desired Sub Personnel ID
(Pay Location and Current Employee will Auto-Populate)
Sub Job Number——♦Load the Desired Sub Job Number
(Active Job and Pay Group will Auto-Populate)
Sub Rate ID——♦Load the Desired Sub Rate ID
NOTE: Most Often Used is DAILY UNIT
(Rate Amount will Auto-Populate)
Rate Amount——♦

Auto-Populates IF DAILY UNIT was Selected 

Enter the Desired Rate Amount (if different)

Sub Units——♦Enter the Number of Sub Units
(Sub Pay will Auto-Populate)
Job Description♦——

Enter a Job Description (optional)

Substitute Work Masters♦——Click to OPEN the Substitute's Work Browse Window
Opt. = Optional  Rec. = Recommended  Req. = Required


  • ONCE Leave/Substitute information is Entered ~ Click Save

NOTE: IF REQUIRED information is MISSING or INACURATE, ERROR Messages will appear outlining what needs to be CORRECTED, otherwise the screen will reset and the transaction will appear in the top window.

  • Continue Adding ALL Leave/Substitutes 
  • AFTER ALL INFORMATION IS ENTERED AND SAVED ~ Click Cancel/Finished and the Leave/Sub Audit Trail will automatically produce

NOTE: The Audit Trail will contain all Employee Absentee, Substitute Work, and Leave Transactions ~ the Total Employee Absences and Total Leave Assigned should match.

  • Click Cancel to EXIT the Report
  • Click Set Flags to Verify Transactions OR Click Cancel to Fix/Add Transactions
  • ONCE Transactions have been Verified ~ Select Substitute Payroll can be used to pull Substitutes Work Transactions in to the Payroll


NOTE: REMOTE USERS Entering Leave/Substitutes Transactions can UPDATE their Transactions...which means they CAN Verify their own Audit Trail.