Absence History Report

Description:

This report gives a listing of each employee absence that has been recorded by the system. This allows you to track when and how often your employees are absent, as well as what kind of absences they are taking (such as Sick, Vacation, Personal, etc).

Report Criteria:

The Report Criteria screen opens when you click on the report name from the main "Reports" section of the software.  This screen is where you tell the system what data you would like it to report on.

  • The Employee Reports field allows you to select a different report from the drop-down menu.

  • Put a check mark in the Launch Report in Separate Window box if you would like the report to open in a new web browser window.  With this option de-selected the report is displayed directly below the Report Criteria section of the screen.

  • Enter a beginning and ending date for the report into the Date Range fields.  Click on the [CALENDAR] icon at the end of the field to select the dates from a calendar.
    Example:     If you want to print reports for one pay period only, enter the beginning date for the pay period into the first field, and the pay period ending date into the second field.  Leaving the Date Range fields blank will generate a report on all time card data based on the remaining criteria selections.  For example, you can print a report on all time card data for a specific employee, etc.

  • The Employees field allows you to select which employees will be included in this report.  Click on the down arrow icon located to the right of the Show Employees header to select employees.

    1. To view employees from a specific department only, select the desired department from the Department drop-down menu.

    2. All of your employees are listed in the Unused Employees box.  The Viewed Employees box lists the employees that will be reported on.  Select the desired employees from the Unused Employees box and click on the [>>] icon to assign them to the report.   The selected employee names are moved to the Viewed Employees box.  If you leave the Viewed Employees box empty, the report will display all employees.
      Note:        The Viewed Employees box is empty by default, thus including all employees in the report.

    3. To unassign employees from a report, select the desired employee names in the Viewed Employees box and click on the [<<] icon.  The selected employees are moved to the Unused Employees box.

  • If you would like to report on employees assigned to a specific supervisor only, make the desired selection from the Supervisor drop-down menu.

  • If you would like to report on employees scheduled to work a specific schedule rule only, make the desired selection from the Schedule Rule drop-down menu.

  • If you would like to report on a specific absence type only (such as Vacation, Sick Leave, Personal, etc.), make the desired selection from the Absence Type drop-down menu.

  • Use the Sort by field to select how the information on the report will be sorted.  Two sort levels can be specified.
    Example:     "Department" is selected in the first field, and "Employee Name" is selected in the second.  The report will be sorted first by the department level that the employees are assigned to, and then alphabetically by employee name.

  • The Options section allows you to select how much information is to be displayed on this report.  Put a check mark in the box next to each type of information that you would like the report to display.
    Note:      In order for the report to generate data, you must select an absence type.  Select either "Accrued Absences," "Unpaid Absences," or both.

Click on the [DISPLAY REPORT] icon located directly below the Options section of the screen to generate the report.

Report Output:

The report is separated into columns.  The header at the top of the report lists the type of information that is displayed in the column below.

Note: The report output depends greatly upon what you selected in the Options section of the Report Criteria screen.  

  • The Employee column displays the employee's full name.

  • The ID column displays the employee's ID.

  • The Card# column displays the card number that the employee is assigned to in the software.

  • The Department column displays the employee's default department assignment.

  • The Supervisor column displays the name of the supervisor that the employee is assigned to.

  • The User column displays the username of the TimeForce user who created the displayed absence record.

  • The Absence Date column displays each date on which an absence of this type occurred.  This date is also a link.  Clicking on the date brings up the employee's time card for that day.

  • The Absence Type column displays what type of absence was taken (as in "Accrued Absence," "Non-Accrued Absence," "Holiday," etc.).

  • The Absence Name column displays the name of the absence type that hours were deducted from (as in, "Vacation," "Paid Time Off," "Sick," etc.).

  • The Absence Notes column displays any additional notes that were inserted when the absence was created.

  • The Absence Hours column displays the number of hours that were deducted for this absence.

Click on the [SAVE] icon in the upper right-hand corner of the screen to save this report to a separate file.  Click on the [PRINT] icon to print the report.