How to process sick leave during the workday

Objective

Employees may get sick, and sometimes they need to go home in order to recover. It also may happen that the employee started the work day, and after a few hours needs to leave the work due to sickness. Our solution is perfectly capable of handling this situation, and in this tutorial we will demonstrate how HR Managers can legally modify the attendance details of the employee.

Process

Employee
Starts working
Employee
Communicates sickness
HR Manager
Adjusts the attendance details of the employee
HR Manager
Creates an Ad-hoc absence for the employee

Prerequisites

  • You are the HR Manager or Supervisor
  • The employee is in the same business unit as the supervisor
  • Attendance details were created by the employee (e.g. Start Work, Start/End Break)

Click Through

  • Start in HR HUB
  • Under Time & Attendance, click on Attendance
  • In the Active Attendance view
  • Open the record to be adjusted
  • Make sure that you have the Attendance Manager view
    • If needed, you can change the view using the drop-down directly below the title.
  • In the Attendance Details table, deactivate all Attendance Details except for the first of that day
    • Never deactivate the Start attendance, only the attendance details after it
    • If the employee has only the Start Work attendance detail, then directly create an Ad-hoc Absence for them
  • To deactivate, select an attendance detail
  • Click on Deactivate
    • Depending on the zoom level and the language of your system, the Deactivate option can be found by clicking on the 3 dots on the right upper corner of the Attendance Details table.
  • In the pop-up window set the Status Reason to Inactive
  • Click on Deactivate
  • After deactivating all subsequent attendance details of the day, navigate to the left side menu and click on Leave Requests under Leave & Absence
  • Then, follow this guide for the next steps: Ad-hoc Absence

Hint

  • For legal reasons, the first attendance detail (e.g. Start Work, Start Remote Work) in our example Start Work, can´t be deactivated. This is because it shows that the employee presented themselves to work on that day.
  • Please make sure that the first attendance detail is always kept in the system as Active.
  • The following attendance details can be deactivated, and they can be later seen for auditing purposes.
  • In order to view inactive attendances, open the Attendance of the employee, then in the Related Tab, select Attendance Details. There, change the view from Attendance Detail Associated View to Inactive Attendance Details.
  • After deactivating the attendance details, a new ad-hoc absence can be created. This will recalculate the daily summaries of the employee, avoiding the addition of overtime to the working hours.
  • The attendance can also be for half-day, in the case the employee worked until lunch time e.g. 4 hours, then the sick leave should also be created for the remaining 4 hours, e.g. second half of the day.

Recommendations

  • Always remove the subsequent attendance details after Start Work, then create the ad-hoc leave for the employee.

Result

After deactivating all attendance details for the day except for the first, and creating an ad hoc absence for the employee, the day will show up as a sick leave day in their daily summaries.
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