Before you get started
This help sheet concerns the Actions to be taken module. Our FAQ at the bottom of the page can help you answer various questions.
As an Administrator, the Actions to be taken module allows you to view the act
ions you need to do to manage the absences of your employees in Timmi Absences.
Here are the different types of Actions to be taken:
Several permissions must be activated to access all the blocks presented below. This help sheet lists the permissions to be activated according to your needs. In particular, it is the Credit an absence account permission that allows you to activate the following blocks: Supporting documents to be collected, Irregular debit balance and Adjustments to be made.
Returning to work after a long absence
To make this block accessible, you must be connected with Admin Lucca (please contact support). Indeed, you need to enable the New sick leave forms (DSN) setting in Preferences to "yes":
And check the "See the resumption of work after a long absence" permission in the roles concerned:
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 the Planning 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.
The absences reported in this section are those on absence accounts with the "Absences on this account require proof" setting checked (in the Usage part of the account settings).
For this information to be displayed, you must have permission in your role to credit an absence account. To find out how to edit your access permissions, you can consult our help sheet on this subject.
Irregular balances
These are accounts with a negative current balance while the absence account concerned does not authorize debit balances. The accounts with the following characteristics will be added to the Irregular balances:
- The accrual end date of the account is before the current date;
- When the full credit at the beginning of the period is activated (box checked), the accrual start date is before the current date.
In most cases, an irregular balance is explained by an action carried out by the administrator using the "Planning 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 correct the situation, go to Manual adjustment to edit the balance or Schedule management to change the reason for certain absences.
For this information to be displayed, you must have permission in your role to credit an absence account. To find out how to edit your access permissions, you can consult our help sheet on this subject.
Accrual adjustments for arrivals/departures
In the case of an annual accrual at the beginning of the calendar or reference year, you will find users that need an adjustment: those arriving or leaving during the period. This concerns only the annual credit (or semi-annual, quarterly), e.g. when your comp days are accrued in full each January 1, or if your paid leave is accrued in full on June 1.
Employees arriving or leaving during the period are entitled to a share 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.
- For departures: a setting in Preferences allows you to automatically make adjustments in the event of departure.
- For arrivals: when the employee is created during their month of arrival, and the "Monthly entries" setting specifies the "Last day of the month", Timmi Absences automatically manages the catch-up credit.
Urgent requests awaiting approval
This block displays absence requests pending approval that managers must approve. Requests for absences in the past and in the next 5 days are displayed. 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 and transfer the request.
Accounts that have expired or will soon expire
This block allows you to identify expired accounts, which may need to be transferred, reset to zero or clipped at the end of the consumption period, as well as accounts that are about to expire, in order to warn employees who may have balances to use.
Synchronization with errors
For this information to be displayed, your role must have permission to view and configure synchronizations. This block allows you to recover synchronizations that contain errors to third-party systems. In the synchronization module, you can access a dashboard that is filtered to show events with errors to decide how to resolve the problem. There is a mechanism to automatically retry the synchronization of events with errors.
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: RTT (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 any reason, go to Settings Account 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 check box "Absences on this account require a supporting document".
For absence accounts with Balance tracking and the check box 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 your requests are approved, absences will probably appear in your next payroll export.
