Absence Types

Absence Types ancillary data defines types of employee absences. For example, vacation or illness.

When creating employee absences in the Employee Profile screen, you can select absence types defined in Absence Types ancillary data.

Absence types define if absences are recognized as absences when they occur on employees’ regular days off or on holidays. Absence types also include rankings that determine which absences are recognized as absences when they exist on the same day. For example, if employees are sick on days when they booked vacation time in advance.

To apply these rules to operator absences, you can synchronize the absences. You can also see and enter labor cost allocations for absence types. Labor cost allocations specify the accounts where costs are billed.

Note: New absence types aren't automatically considered during timekeeping. To arrange timekeeping configuration services, contact your Trapeze representative.

Table 1. Absence Types Ancillary Data
Field	Description
Abbreviation	Abbreviation for the absence type.
Absence Coexist Group	Absence Types ancillary group of absences that can co-exist with this absence type. If selected, you create an absence with the absence type on the same day as another absence in the specified Absence Types ancillary group, the system allows you to create the absence. If cleared, the new absence can't be entered.
Absence Reason Group	Absence Reasons ancillary group associated with the absence type. A value in this field indicates that users must enter a reason for this absence type when recording an absence for an employee. The purpose of picking an absence reason group is to narrow the list of available reasons for this absence type.
Absence Relationship Group	Absence Relationships ancillary group associated with the absence type. Absence relationships defined in this group can be selected when creating absences of this type.
Absence Type Id	Integer that uniquely identifies the absence type.
Accrual Hierarchy List	Accrual hierarchy types that can be associated with the absence type. Accrual hierarchies determine the order in which employees uses banked hours. These are defined in OPS Accrual Hierarchy ancillary data. For more information, contact your Trapeze representative.
Allow Request	If selected, operators can request this type of absence.
Associated Extra Work Subtype	Work subtype used to define absence types eligible for extra work creation. Used with the Coexist Work Type Group and Associated Extra Work Type fields. The OPS > Dispatch > Open Work > Create Associated Work from Absence property must be selected to use this feature.
Associated Extra Work Type	Work type used to define absence types eligible for extra work creation. Used with the Coexist Work Type Group and Associated Extra Work Subtype fields. The OPS > Dispatch > Open Work > Create Associated Work from Absence property must be selected to use this feature.
Attributes	Shows icons representing attributes of the absence type, if any. If labor cost allocations are defined for the absence type, a labor cost allocation icon appears in the Attributes column.
AutoDisable SignIn Upon Return	If selected, on the first scheduled working day after an absence of this type ends, an employee message is created: `You have just returned from an absence [AbsenceTypeAbbr]. Please see dispatcher.` Requires the Sign-In Terminal add-on module.
Call In Flag	If selected, call-in fields are automatically filled when an absence is created. Call-in fields include Call In Date, Call In Time, and Call In Taker. Field values are editable.
Charge Recommended	For legacy costing only.
Coexist Work Type Group	Coexist work type group associated with the absence type. Options listed here are defined in Working Status ancillary groups. Absence conflict checking isn't performed if an absence of this absence type conflicts with work associated with the type found in the defined ancillary group. For example, if the value here is set to light duty, an employee on worker’s compensation assigned light duty could work the assignment. If that same employee is assigned to a run, then the work would be opened (if not included in the selected Coexist Work Type Group). Light duty coexists with this absence type, but run work does not. The coexist work type group is also used when defining absence types eligible for extra work creation. The OPS > Dispatch > Open Work > Create Associated Work from Absence property must be selected and the Associated Extra Work Type and Associated Extra Work Subtype fields must be defined to use this feature.
Comments	Comments about the record.
Default Charge Recommended	If selected, when an absence of this type is entered for an employee, the Charge Recommended flag in the target screen is selected by default.
Default Performance Value	The default number of performance points associated with the absence type.
Default ToDate Flag	If selected, a default value is entered in the To Date field when the absence is entered. The default To Date value is calculated using the following formulas: If the Include Days Off property is selected: ToDate = FromDate + (Max Days - 1) If the IncludeDaysOff property is cleared: ToDate = FromDate + (Max Days - 1) + (days off within the absence period) If both the Default ToDate Flag and Open Ended Flag are selected, the Default ToDate Flag takes precedence when showing default absence information.
Description	Description of the absence type.
Employee Type Group	Employee Types ancillary group for which the absence type applies. If an employee types group is specified for an absence type, the system checks the absent employee’s status when synchronizing absences. If the employee type of the employee’s status doesn't belong to the defined employee types group, the day isn't recognized as an absence.
Exclude From BidList	If selected, when a recognized employee absence of this type overlaps with the start date of the bid, the employee is excluded from the bid list. If cleared, absences of this type don't exclude operators from participating in a bid.
Extend Performance Days	Number of days of this absence type after which the rolling period of your agency misconduct/performance policy must be extended when managing employee transactions. Once the Extend Performance Days value is reached, the rolling period must be extended for the same amount of time as the absence. For example, if an employee takes a medical leave of two months and the Extend Performance Days value for medical leave is 30 days, the two months of medical leave don't count as part of a nine-month rolling period in which an employee can have up to three unexcused absences.
Future Request Threshold Minimum	Minimum number of days in advance that the absence of this type must be requested.
Future Request Threshold Maximum	Maximum number of days in advance that the absence of this type must be requested. For example, if the maximum is set at 30 days, then a request made 31 days before the absence is blocked. The user is required to wait one day more before their absence request can be accepted.
Hold Down Waiting Period	Minimum number of working days in an absence for the operator’s assignments to be included as open assignments in Hold-Down standard reports. If the OPS > WorkPlanner > Holddown > Enforce Absence-Holddown Relationship property is selected, this field also specifies the number of days that must occur in an absence before a week in the absence can be held down.
Holiday Day Type Group	Day Types ancillary group that the system recognizes as holidays.
Include Days Off	If selected, operators’ days off are included when determining the maximum length of an employee absence.
Lose Guarantee	For legacy costing only.
Lose Holidays	For legacy costing only.
Matching Day Type Action	Specifies how the system treats absences on days in the ancillary group selected in the Holiday Day Type Group field: Treat As Regular Day. The system recognizes absences on days in the day types group if they fall on employees’ regular work days and on employee’s days off if Recognize on Day Off is selected. Recognize With Bid Holiday Work. The system recognizes absences on days in the day types group where the employee has bid for actual work on the holiday. Recognize With Bid Holiday Day Off. The system recognizes absences on days in the day types group if the employee has bid for the day off. Recognize With Bid Holiday. The system recognizes absences on days in the day types group where the employee has a bid for the day, regardless of whether the bid is for work or a day off.
Max Days	Maximum absence duration in days. This value must be at least 1 and can't be less than the Min Days value.
Max Hold Down Weeks	Maximum number of continuous weeks in an absence for the operator’s assignments to be included as open assignments in Hold-Down standard reports. If the OPS > WorkPlanner > Holddown > Enforce Absence-Holddown Relationship property is selected, a warning message appears if you create a hold-down for this absence type that's longer than the specified number of weeks. Note: If the OPS > WorkPlanner > Holddown > Enforce Absence-Holddown Relationship property is selected, the absence type Max Hold Down Weeks value must be greater than 0 for a holddown to be created for an absence of this type.
Max To Deduct	For legacy costing only.
Min Days	Minimum absence duration in days. A partial day counts as one day.
No Days Off Handling	Specifies how to handle absences when no days off are found: System Property. Use behavior specified in the system property OPS > Absence > When No Days Off Found. Treat As Working Days. Overrides the OPS > Absence > When No Days Off Found system property value to treat the days as working days. Treat As Days Off. Overrides the OPS > Absence > When No Days Off Found system property value to treat the days as days off.
Non Matching Day Type Action	Specifies how the system treats absences on holidays that aren't in the day type group specified by the Holiday Day Type Group field: Treat As Regular Day. The system recognizes absences on the holidays if they fall on employees’ regular work days and on employee’s days off if the Recognize on Day Off option is selected. Never Recognize As Absence. The system never recognizes absences on holidays that aren't in the day type group.
Open Ended Flag	If selected, users don't have to enter a To Date for absences of this type when they're entered in the Employee Profile screen. Clear this checkbox for any accrual-based absence types. The system needs to know the absence duration for accrual checking and quota checking.
Open Work Action	Specifies whether the absence conflicts with work assigned to the operator: Open Conflicting Pieces Only. Only pieces of work that overlap with the absence (by time of day) are opened. Open All Work Assignments. All work assigned to the operator on the day of the absence is opened. Preserve Assigned Work. Work assignments specified by the Coexist Work Type Group can coexist with the absence type and are preserved. Work assignments that aren't allowed to coexist with the absence type are opened.
Pass Break Max Threshold	Maximum threshold by which the system judges if the break time is sent through to the Schedule Server. If the break is more than this value, then the PASS Break Allocation dialog opens to present rescheduling options. Requires OPS-PASS integration.
Pass Break Min Threshold	Minimum threshold by which the system judges if the break is sent through to the Schedule Server. If the break time is less than this value, then the PASS Break Allocation dialog opens to present rescheduling options. Requires OPS-PASS integration.
PassBreakType	If this type of absence occurs, select the corresponding PASS break type from the pull-down list. For example, an absence in Trapeze OPS called Doctor, may be a Driver return break in PASS. This is the break type sent to the Schedule Server. Requires OPS-PASS integration.
Pay Code	For legacy costing only.
Performance Type Group	Performance type group associated with the absence type.
Rank	Rank of the absence relative to coexisting absences. If the operator has overlapping absences on the same day, only absences with the lowest ranking value are recognized as absences. Absence records with higher ranking values aren't recognized as absences unless records with lower ranking values aren't recognized for some reason. The default rank is zero (0). This is the lowest possible rank. Coexisting absences belong to the absence types group specified in the Absence Coexist Group field.
Recognize on Day Off	If selected, the system recognizes an absence of this type if it's on an employee’s regular day off.
Reporting Group	Reporting group for the absence type. Reporting groups are created in Reporting Groups ancillary data, and consolidate multiple absence types for the OPS Statistics screen. Multiple absence types can belong to the same reporting group.
Request Order	Order in which requests for this absence type are processed. For example, by seniority or by time of request.
Return Instructions	Instructions presented to users processing absence returns of this type for employees in the Employee Profile screen.
Return To Work Flag	If Return to Work Processing Required or Secured Return to Work Processing is selected, then return to work processing is required when an employee returns to work after an open-ended absence (that is, one that was recorded without an end date). A Return to Work button appears on the Absence dialog in the Daily Activity screen and in the Employee Profile - Absences screen.
Rotate	If selected, the absence type is used in the Employee Rotation Rules set in Extra Board Types ancillary data. Specifies which absence types are to be considered when skipping absent employees in the rotation.
Secured	A secured absence type means that additional security access is needed to record this type of employee absence. For example, dispatchers may only be allowed to enter no pay absences, whereas your agency may require additional authority for the recording of absences which are paid.
Use Accrual Year	Select if the absence type has associated accrual years.

Note: The Pay Code, Lose Guarantee, Lose Holidays, Max To Deduct and Charge Recommended fields are for sites with legacy costing. These fields are no longer used.