The Attendance module's Absences Report feature is used to monitor employee accruals/time off through the viewing of read-only employee absences reports.
Required Permissions
The Attendance feature in which Absences Report resides is optional and may not be turned on in your AWARDS database. When the optional Attendance functionality is turned on in an AWARDS database, the Absences Report feature it contains is available to all AWARDS users with employee logins; however, in order to use it you must also be a regular status employee who accrues time off, and you must have timesheet records.
If the Attendance feature is not currently available in your AWARDS database and you are interested in learning more about it, please contact your Foothold Customer Experience team representative for guidance on whether or not it is right for your agency.
Viewing an Absences Report
The following instructions detail accessing the Absences Report from directly within the Attendance feature. This report is also available from the AWARDS Reports module (where it can be bookmarked for easy access), and from within the Human Resources module's Accruals/Time Off feature for staff with the necessary authority.
To view an Absences Report, complete the following steps:
- Click your name from the navigation bar, and then click Attendance.
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Click the Database drop-down arrow and select "Reports."
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Click Absences Report. The Employee Accruals/Time Off page is displayed.
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Click the Employee drop-down arrow and select the employee or group of employees for whom the report is to be viewed. The available selections in this drop-down list are based on your authority in the system; for example, direct care staff can only view the report for themselves, supervisors can choose to view the report for one or all of their supervisees, and members of the "Executive Officer" and "Human Resources" user groups are able to select from all employees.
If the report is to be run for a former employee, first click the Staff Archives checkbox. -
In the Start Date field, type the date beginning from which information is to be included in the report (using mm/dd/yyyy format).
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In the End Date field, type the date through which information is to be included in the report (using mm/dd/yyyy format).
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Click the Sort By drop-down arrow and make a selection to indicate how report results should be sorted in the event that an "All" selection was made in step 4. Available options are "Employee," "Absence Date," and "Absence Type."
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Click ABSENCES REPORT. The report is displayed on the Absences Report page. The contents of this read-only report are broken into a table that includes columns for the following information:
In addition to documenting actual absences and approved time off, this report includes information on any pending or denied time off requests. When denied requests are found the days out information for those requests is listed as "0."
When the report is run for a single employee, accrual balance information is also included at the bottom of the report page. -
Click any of the column headings on the table to change the report's sort order. An arrow icon is displayed next to the column on which the content is currently sorted.
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To export the absence report information to Microsoft Excel for further review and analysis, click the Excel File link at the bottom of the report page. A PHI Download Alert is displayed, reminding you of your obligation to properly handle any confidential data and/or protected health information (PHI) within the download in accordance with related government regulations and agency policies. After reading the alert, click OK to acknowledge it and proceed with the export, or Cancel to return to the previous page.
The process of viewing an employee absences report is now complete.