Quantity on Absence Requests
The Quantity on absence requests functionality in Sparkrock 365 works differently depending on the value of Use Schedule Quantity on the respective Cause of Absence Card page.
Use Schedule Quantity is turned off
When an absence request is created, the start and end dates are specified, and on the respective Cause of Absence Card page, Use Schedule Quantity is turned off, Sparkrock 365 performs the following tasks:
Creates an entry for each day.
Automatically calculates and populates the value for Quantity using the following logic:
- If a weekly work schedule is set up and the cause of absence Calculation Type is Hour, the Quantity is populated with the quantities as per the weekly work schedule for the employee.
- If a weekly work schedule is set up and the cause of absence Calculation Type is Day, the Quantity is populated with 1.00.
- If a weekly work schedule is not set up, the Quantity is populated with the total hours or days for all active assignments for the employee for the period of the absence.
When you enter or modify the Quantity for each day on an absence request, the total Quantity of the absence request is recalculated, and then sequencing is applied.
If you change the From Date, To Date, or both dates on an absence request, the Quantity for each day as well as the total Quantity of the absence request are recalculated based on the one or more new dates.
Calendar determination
To determine the calendar to use for calculations, Sparkrock 365 checks whether a code is specified on the Employee Attendance Plan page, in Absence Calendar:
If a code is specified, the calendar that is associated with this code is used.
If no code is specified, the calendar that is associated with the code on the Advanced HR Setup page, in Nonworking HR Calendar Code is used.
Weekly work schedule versus absence calendar
If a day is a non-working day on the calendar, the day is considered to be a non-working day for the employee even though they may have hours that day on their weekly work schedule. For example, a statutory holiday overrides the weekly work schedule.
If a day is a working day on the calendar, and the employee has 0 specified for that day in their weekly work schedule, the day is considered to be a non-working day for the employee.
Examples
The following examples demonstrate how the Quantity is calculated for an absence request when on the respective Cause of Absence Card page, Use Schedule Quantity is turned off.
Scenario setup
The following table displays the weekly work schedule that has been set up for an employee.
| Sunday | Monday | Tuesday | Wednesday | Thursday | Friday | Saturday | Total |
|---|---|---|---|---|---|---|---|
| 0 | 0 | 8 | 8 | 8 | 8 | 0 | 32 |
The calendar has weekends as non-working days.
Example 1
If an absence request is created for the employee from Wednesday to Tuesday, the breakdown of the absence request Quantity is as displayed in the following table.
| Day | Quantity |
|---|---|
| Wednesday | 8 |
| Thursday | 8 |
| Friday | 8 |
| Saturday | 0 |
| Sunday | 0 |
| Monday | 0 |
| Tuesday | 8 |
The Quantity on the absence request is 32.
Example 2
If an absence request is submitted from Monday to the Wednesday in the next week, the breakdown of the absence request Quantity is as displayed in the following table.
| Day | Quantity |
|---|---|
| Monday | 0 |
| Tuesday | 8 |
| Wednesday | 8 |
| Thursday | 8 |
| Friday | 8 |
| Saturday | 0 |
| Sunday | 0 |
| Monday | 0 |
| Tuesday | 8 |
| Wednesday | 8 |
The Quantity on the absence request is 48 (6 days x 8 hours).
Example 3
If an absence request is submitted from Monday to the Wednesday in the next week and there is a non-working day in the calendar for the 1st Wednesday because there is a statutory holiday, the breakdown of the absence request Quantity is as displayed in the following table.
| Day | Quantity |
|---|---|
| Monday | 0 |
| Tuesday | 8 |
| Wednesday | 0 (Due to statutory holiday) |
| Thursday | 8 |
| Friday | 8 |
| Saturday | 0 |
| Sunday | 0 |
| Monday | 0 |
| Tuesday | 8 |
| Wednesday | 8 |
The Quantity on the absence request is 40 (5 days x 8 hours).
Use Schedule Quantity is turned on
When an absence request is created, the start and end dates are specified, and on the respective Cause of Absence Card page, Use Schedule Quantity is turned on, the Quantity on the absence request is 0.00.
When the absence request is approved, the value for Quantity is recalculated based on the total quantity of the shifts within the duration of the absence request.
The value for Quantity is also recalculated when all the following conditions exist:
An absence request is approved.
A template is applied to the schedule.
The employee has shifts for the duration of the schedule.
See also
Set Up Attendance Plans
Set Up Weekly Work Schedules
Set Up Absence Calendars
Absence Resequencing
Attendance and Leave Management
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