Attendance Groups

Applicable Roles

• Administrator
• HR Admin
• HR Teams
• Business Office

Contents

Create a New Attendance Group

Edit an Attendance Group

Delete an Attendance Group

Pre-Requisites 

Prior to configuring Attendance Groups, the following must be configured in Time & Attendance. SchoolFront users with Administrator, Human Resources, and Attendance Supervisor Roles have access to the Time and Attendance -> Setup menu options. Attendance Groups need to be setup based upon contractual obligations, including rules for attendance accruals. The following tables need to be defined prior to setting up Attendance Group

• Absence Codes
• Work Schedules
• Work Calendars

** USE THE COPY FEATURE FOR ALL STAFF ATTENDANCE SETUP TABLES. Copy is available on the Details tab for all existing Attendance Groups. This will allow the user to copy over all of the Attendance Group details (not including Staff) and to make edits as necessary.

Create a New Attendance Group

1. Navigate to Time and Attendance - Setup - Attendance Groups

2. Click the New Attendance Group button at the top of the screen:

   

3. On the Details tab, enter the following information:

• Attendance Group Name - this should match the Attendance Group Name / Code in your financial system
• Attendance Group Description -Enter a description of the Group (for example, Teachers)
• Leave Accruals in days or hours (Cannot change after group is created) * - this will determine whether this Group accrues their time in hours or days
• Request Increment:
  • Options when "Leave Accruals in Days" is chosen:
    • Full Day
    • Half Day
    • Quarter Day
    • One Hour
    • Fifteen Minutes
    • Five Minutes
  • Options when "Leave Accruals in Hours" is chosen:
    • One Hour
    • Fifteen Minutes
    • Five Minutes
• Require in/out times for Absence Requests - check this box if you wish to require employees in this Group to enter the in and out times on their Absence Requests
• Require AM/PM absence information for partial days - check this box if you wish for the employees to enter AM or PM for partial day requests (this is for informational purposes only)
• Hide Schedule From Employee - if this box is checked, all staff in this Attendance Group will have their schedule hidden on any Attendance screens
• Auto Add Accruals - if this box is checked, Leave Accruals will be calculated based upon the attendance code's accrual rules
• Auto Adjust Max Balance - if this box is checked, maximum balances will be calculated for the next fiscal year based upon the attendance code's rules

4. Upon completion, click Insert.  Once saved, a new tab will appear and require additional configuration.
5. Absence Code Contracts tab - click the New Absence Code button

The Absence Code Contracts tab allows for the addition and / or editing of Absence Codes to be used for the specific Attendance Group as well as rules associated with the Codes:

Complete the necessary fields based on the information below:

• Absence Code - Select the 1st Absence Code applicable to this Attendance Group from the drop-down list. The list will show all Absence Codes created in the system
• Accrual Grant Frequency
  • Unassigned - this Code does not have Accruals
  • Fiscal Year Start - Accruals will be granted 7/1/XXXX
  • September First - Accruals will be granted 9/1/XXXX
  • Employee Anniversary - Accruals will be granted on the employee's anniversary date
  • Monthly - Accruals will be granted monthly
• Requires Comment on Absence Requests - if checked, employees must provide a comment when selecting this Code on an Absence Request Form
• Unpaid Code - check this box if the employee will not be paid for time that uses this Code
• Allow Negative Balance - if checked, system will allow employee to use this Code, even if they do not have sufficient Accruals to cover the Absence (used mainly for Codes such as Bereavement, Jury Duty, etc.)
• Show/Hide on Balance Screen - if Hide is selected, code will not show on Employee Balances screen (generally "Show if Used" is selected)
• Apply Hours to Overtime - if the hours associated with this Code can be applied to the employee's overtime, check this box
• Leave Bank - select the Leave Bank from which employees can borrow Accruals for this Code if approved to do so and granted time

Accrued Liability Settings:

• If this Absence Code should be tracked for District's Accrued Liability Reporting, check the box
• Enter the Liability Rate & Liability Factor for which the Code will be paid
• Go here for more information regarding Accrued Liability

Date Specific Absence Code Contract Details:

• Contract Start Date - date contract rules apply (can be start of T&A configuration)
• Maximum Balance - number of days an employee can maintain as a balance
• Carry Over Balance - check this box to allow the employee to carry over their balance into the new fiscal year
• Carry Over Balance to Absence Code - the Absence Code to roll over any carried over balance into from this code
• Maximum Annual Carryover - maximum number of days that can be carried over annually
• Excess to Absence Code - if remaining is greater than maximum carryover, select this code for excess days to be carried over to

Time Granted Based Upon Years of Service:

• Years of Service - minimum number of years for grant
• Grant Time - amount of time granted (in Hours or Days, depending on group settings) that will be granted at the Years of Service entered
• Grant Only at This Year - if checked, this will only grant time for the specific year. For instance, if the contract says the employee gets 5 extra vacation days for reaching their 10-year anniversary, you enter 10 for Years of Service, 5 for Grant Time, and check the box for "Grant Only at This Year".

6. Once complete, click Save & Add Another to add another absence code, or Save & Close.
    

Edit an Attendance Group

1. Navigate to Attendance Groups using the previous steps
2. Click the magnifying glass next to the Attendance Group you would like to edit
3. Click the Pencil icon for the Absence Code you would like to edit
4. Refer to steps 3-5 in Create an Attendance Group above to make the changes to the code and then click "Save":

Note: Employees without a position will automatically be removed from Attendance Groups.

Delete an Attendance Group

1. Navigate to Attendance Groups using the previous steps

2. Click the magnifying glass next to the Attendance Group to edit

3. Select

NOTE: Attendance Groups in-use cannot be deleted.  By "in-use" we mean any Staff Position past, present or future is using that Attendance Group.  To determine if an Attendance Group is in use, view the "Staff Count" value on the Attendance group grid.  Its value is the count of all (past, present, future) staff position records that use this group.  If its > 0, the Attendance Group is in use, go to the Human Resources -> Staff Positions grid, use the filter on the "Attendance Group" column, change (update their Attendance Group setting) on any Staff Position record using the Attendance Group, and retry the delete.

Note: Employees without a position will automatically be removed from attendance groups.