Before getting started
The To do list module provides administrators with a single interface where they can find all absences which require attention (such as employees returning to work after a long absence) or action (checking a supporting document for an absence, requalifying an absence etc.).
Here are the different types of Actions to be taken:
- Employee profiles to be completed
- Returning to work after a long absence
- Absences for which the reason needs to be specified
- Supporting documents to be checked
- Balances with anomalies
- Accrual adjustments for arrivals/departures
- Urgent requests pending approval
- Accounts that have expired or will soon expire
- Synchronizations with errors
Several permissions must be activated to access all the blocks presented below. To find out how to edit your access permissions, please consult our help page on this subject.
Employee profiles to be completed
For employees identified in Employee profiles to be completed, the missing data required for the correct functioning of Timmi Absences can be found in their employee file. If any of this data is missing, these employees will not be included in the accrual calculated by Timmi Absences (meaning that no days will be credited to them in either manual or automatic mode).
To enable access to this block, the following permissions will need to be assigned to your role: Credit a leave account AND Entitlements import.
Returning to work after a long absence
Employees who have been absent for more than 30 calendar days are displayed in Returning to work after a long absence. Specific action may need to be taken when these employees return to work, such as organizing a medical visit, a professional review or preparing computer equipment. Only employees who are due to return today or within the next seven days are displayed in this screen.
To be able to access this block, the setting New sick leave forms (DSN) needs to be enabled in Preferences (please contact the help desk).
The permission See the resumption of work after a long absence needs to then be checked in roles where this permission needs to be assigned.
Absences for which the reason must be specified
In Timmi Absences, you can use a reason for waiting, of the "Absence to be justified" type, to note the absence of an employee who has not provided you with an explanation or sick leave. These absences are entered by you or by your manager in Schedule management, and are then added to the Actions to be taken module to be processed before your next payroll period.
Once the reason is known, you must update the employee's absence by following the "Requalify" link to the Schedule management module.
Supporting documents to be checked
Some absences, e.g. family events (i.e. birth, marriage / civil partnership, sick child, etc.) require proof.
These absences appear in Actions to be taken as soon as they are approved by the manager. In this way, you can check the linked supporting documents before clicking on "Validate" in order to make the line disappear.
In leave accounts, the setting Absences on this account require supporting documentation needs to be enabled in order to display absences in this section.
For this information to be displayed, you need to have permission to Credit a leave account in your role.
Irregular balances
These are accounts with a negative balance, even though the settings for the accounts concerned do not authorize debit balances and for which:
- The accrual end date of the account is before the current date;
- When the full credit at the beginning of the period is enabled, the accrual start date is before the current date.
In most cases, balances with anomalies can be explained by an action carried out by the administrator using the Schedule management module. Indeed, the permissions of the administrator allow them to override the barriers related to the account settings.
In the "Details" column, you can click View to see the account action history for that employee.
To rectify the situation, go to Schedule management to change the reason for certain absences or to Manual adjustment to edit the balance.
For the Balances with anomalies block to be displayed, you need to have permission to Credit a leave account in your role.
Accrual adjustments for arrivals/departures
In the Accrual adjustments block, you will find employees who start or leave during the year, and who have at least one leave account with a yearly accrual at the start of the calendar year. This is the case, for example, when all of your comp days are given on January 1st.
Employees arriving or leaving during the year are entitled to a prorated amount of the full entitlement due to their partial presence during the period. For those who leave, and who have already received the full entitlement, Timmi Absences offers a debit to adjust the accrual.
Urgent requests awaiting approval
This block displays leave requests that are pending approval and which need to be approved as a matter of urgency. Past absence periods are displayed, as well as upcoming absences in the next five days. The link to the Approval module takes you to the filtered list of requests in question. You can then perform bulk or pass-through actions on each request to chase the approver, or approve, deny or transfer the request.
Accounts that have expired or will soon expire
This block allows you to identify expired accounts (from the last six months). This refers to accounts where the consumption period has ended. In principle, for these accounts, you need to complete either a transfer to another account or a reset, or clip it at the end of the period.
Accounts that are about to expire within the next three months where one or more employees still have days available are also displayed. The report allows you to identify the employees affected, enabling you to let them know so that they can then request days off.
FAQs
I can see numerous irregular balances on expired accounts. What should I do?
To remove them, go to the Credit/Debit > Manual adjustment module and select collective adjustment to reset the affected balances to zero (example: Comp days 2021). Keep only those balances you still need to action: modify an employee's absence or transfer from one balance to another.
What to do with past absences to be justified?
For absences that are too old to justify, you need to delete them one by one, following the Modify link for each one. Generally, these absences are designed to not be exported to payroll, so deleting them will have no impact on payroll.
There are a lot of supporting documents to be collected for far-off absences. How do I deal with them?
If some absences in 2021 and early 2022 have already been checked, you can validate the absences one by one, which will remove the rows.
If you no longer need to track the supporting documents for certain reasons, go to Configure > Accounts to uncheck the box.
These changes will apply to future absences.
When I click on Validate supporting document, in some instances Timmi Absences displays the option of re-crediting days. Why?
Previously, in order to upload supporting documents to be checked in the Pending tasks module, it was necessary to activate Balance tracking for absence accounts requiring a supporting document. The absence account was in debit in the counter table on the Request page until the administrator balances the account, usually after obtaining the supporting document.
In most cases, this credit/debit process, which is the responsibility of Balance tracking, was not necessary for certain absences such as family events. A new account parameter has been added: a checkbox "Absences on this account require a supporting document".
For absence accounts with Balance tracking and the checkbox activated, the re-credit window confirms that you wish to re-credit these days, which will remove the row from the employee's counters table.
What to do with requests that are too far in the past, awaiting approval?
By going to the Approval module, you can adjust the "before xx" filter to set a time limit. You can then individually refuse or approve each request. Please note that if requests are approved, absences will probably appear in your next payroll export.
Find out more about all the features for administering absences and balances in this video (the pending tasks are described from 0:11 to 3:20).