Create/Update/Withdraw an Absence Record on Behalf of an Employee

This knowledge article will show you how to create, update, and delete an absence record on behalf of an employee.

1. Sign into HRMS using your single sign-on ID and password.

2. Click ‘My Client Groups’.

3. Click ‘Person Management’.

4. Enter ‘Effective as-of Date’ and Name’ of the person.

Note: Complete all the required fields marked by an asterisk (*) and at least one field by a double asterisk(**).

5. Click ‘Search’.

6. Click on the required name from the list.

7. Click on the ‘Actions menu’ (orange button) on the right-hand side.

8. From Absences, select ‘Absence Records’.

To Create:

9. Click on ‘Add’ tab.

10. Click on ‘Absence Type’ and select the absence type.

11. Enter the Start Date and End Date.

Note: Complete all the required fields marked by an asterisk (*). You can use the advanced mode for more options.

12. Enter the Start Duration and End Duration.

Note: Complete all the required fields marked by an asterisk (*). You can use the advanced mode for more options.

13. Choose ‘Reason’.

14. Enter comments in the ‘Comments’ box if needed.

15. Click ‘Submit’.

16. Click ‘OK’ for Confirmation Message.

Note: The entry now shows in the Absence Record section.

17. Click on the arrow next to status field to update the status of this leave.

Note: The absence status shows as ‘Completed’ when the absence date has passed, ‘In Progress’ if leave is currently in progress, and ‘Scheduled’ when future-dated.

To Update:

9. Click on the Absence Record under ‘Existing Absences’ to be updated.

Note: You will only be able to update if there is an absence recorded.

10. Update any mandatory and optional fields, as required.

Note: Mandatory fields are denoted by an asterisk.

11. Enter Comments/Reason for the update.

12. Add Attachment if required.

13. Click ‘Submit’.

14. Click ‘OK’.

Note: The updated absence shows in the Absence record section.

15. Click on the arrow next to status field to update the status of this leave if needed.

Note: The absence shows completed when the date has passed.

To Delete:

9. Find the Absence Record under ‘Existing Absences’ to be deleted.

Note: You will only be able to delete if there is an absence recorded.

10. Click on the ‘Actions menu’ (orange button) on the right-hand side.

11. Click ‘Withdraw’.

12. Click ‘OK’ to delete the record, click ‘Cancel’ to abort the deletion procedure and return to previous section.

13. Click on the arrow next to status field to update the status of this leave.

14. The status will now reflect the absence has been withdrawn.

15. Click ‘Done’.