When an employee is off sick it can put a strain on your organisation and sometimes the last thing you have time to think about is how you are recording and keeping track of the absence. Unfortunately, this can lead to problems with the employees pay and your historical absence records, and sorting this out becomes another headache.
Absence recording via the PeopleManager HR and Payroll Submission system helps to manage this is a useful way providing you with clear processes, easy to access information, configurable and therefore relevant reports and links with the Payroll Submission module, if required, to ensure that absence is dealt with from beginning-to-end effectively.
Most organisations have a policy for reporting absence and the PeopleManager Absence Module works alongside that to ensure that all associated tasks to manage absence are covered. Your normal procedure for notification would apply but the line manager would then log the absence in the system. When the employee returns to work, via the Employee Self Service Portal they can submit an Absence Record detailing the period they were absence and reason for the absence.
If the period of absence is less than 7 days then the form acts as a Self-Certification form. If the period of absence for sickness is greater than 7 days the employee is warned that they need to obtain a “Fit Note” from their doctor and to pass it on to their manager. If an Absence Record is not submitted for any period of logged absence within 14 days an alert is sent to the manager for action.
The Absence Record also allows the employee to record other types of absence such as jury service, compassionate leave, Flexi time etc. and works just like a holiday request submission by sending an alert to the manager on submission asking them to deal with the Absence Record and by informing the employee of its progress.
Once approved the Absence Record is automatically entered into the employee record, absence planner and (if using them) the rota and working hours records. It can also be included in the Payroll Submission files for your payroll provider
An Absence Report can be generated for any individual type of absence (or them all) by any period, for whole organisations, departments or just for individuals.
The PeopleManager Absence Reporting can be configured to flag employees who breach your organisations absence thresholds for example; more than 3 periods of absence in 3 months etc.
All of the above make managing, analysing and dealing with any issues around absence easier and more transparent to all concerned, freeing your time for other more important duties.