Reasons

Reason applies for/to

Choose the following:

• If the reason applies to an Absence or Vacancy.
• If the reason applies to the Employee, Administrator, or Operator.

Requires Approval

Select to indicate if the reason requires absence approval before the absence can occur.

Level

If you select required approval, choose the level of approval associated with the reason. Approval levels are from 1 through 5. Level 1 is the default and level 5 is the highest approval level that can be assigned. The approval level assigned determines the level of approvals required in the system for the absence to be created for the reason.

Max Daily Absences

Budget Code

Select Collect a budget code to require a budget code when creating an absence or vacancy. Only use this option if you use numeric budget codes. Users cannot enter alpha characters via the IVR.

Select Verify budget code to have the system verify the budget code is on the Verified Budget Code list.

No Substitute Required

Select Classification Minimum Job Days (MJD) to have the system check the Min Job Days field in the classification for the absence or vacancy to see if a substitute is required.

• If the number of days of the absence or vacancy is less than the minimum job days value, the job is created as No Substitute Required.
• If the number of days of the absence or vacancy is greater than or equal to the minimum job days value, two jobs are created; one job is created as No Substitute Required and the second job is created for the days that a substitute is required.

Select Location In-House Filling Capacity (IFC) to have the system check the In-House Filling Capacity field on the Location Profile page to see if a substitute is required. It creates a job and assigns a sub-status of No Substitute Required - IFC. If the job meets the criteria, the system then checks the location's remaining IFC balance for the days of the absence:

• If there is enough capacity remaining to absorb the absence, the absence is assigned to Filled In-House.
• If there is not enough capacity remaining to absorb the absence, the system creates the absence as an open absence, unless prevented by some other criteria.
• If a multiple-day absence would exceed the location's IFC for any day of the absence, the entire absence is opened for substitutes, unless prevented by some other criteria.

Select Location Substitute Allocation Units (SAU) to have the system check the SAU field on the Location Profile page to see if a substitute is required. Once the SAU balance has been exceeded, jobs with this reason are created as No Substitute Required – SAU. The system maintains a single common total for the count of SAUs used during each period for all reasons that have the SAU feature enabled, rather than a separate total for each reason. A vacancy is not created if the system determines that SAU limitations apply to the vacancy.

Notify When Reason Used

Select if you want an administrator or operator to receive an email alert when this reason is used.

Employee Balances

• Select Restrict to allocation (Automatically restrict when balance is zero) to limit the number of hours that an employee can apply to the reason. Reason balances are allocated, deducted, and displayed in minutes/hours. Employees are allocated a reason balance (typically on a yearly basis) in order to limit the number of absences that can be created using an absence reason.
• Choose an option from Uses allocation from to have this reason count towards another reason's balance. When a reason counts towards another reason, it uses the same balance as the reason it counts toward. Additionally, enter the Alert Threshold to indicate the percentage assigned to this reason which triggers an email notification for the employee, administrator, and operator. You must enable this feature on the Parameters - Email tab).
• Choose Days or Hours for Track Reason Balance in.
• Enter the minutes for the Employee Leave Units. You can also select the option to use full day values for jobs that exceed full day leave.