Creating and Editing Absence Codes

In SchoolFront, you can also have an Absence Code that pulls from a "parent" Absent Code, so when it's used, the Accruals come out of the parent code's Accrual balance. For instance, some bargaining unit agreements offer employees Family Sick time. These allotted Family Sick Accruals however, come out of the main Sick Absence Code Accruals.  

Applicable Roles:

• Administrator
• HR Administrator
• HR Team
• Business Office

Contents:

Creating Absence Codes

Edit Absence Codes

Creating Absence Codes

1. Navigate to Time & Attendance / Setup / Absence Codes
2. Select "New Absence Code" and enter the following information in the Details:

*Required Fields

• Absence Code* - This is your district's defined Absence Code (maximum 8 characters), and should match that used in your financial system
• Description* - Describe the Absence Code
• Color - If you choose to color code your codes by color groupings
• State Code - Used for NYSED Staff Attendance Reporting
• Parent Attendance Code - Select if the code you are creating is to be deducted from another absence code; If not, leave blank
• Use for Attendance - Check this box for the code to be available to staff when they are requesting attendance code usage (in addition to Attendance Group rules)
• Use for Mass Attendance Absence - If checked, this code will be available in the Daily Attendance screen to mark staff absent if they have not previously requested the day off
• Automatically mass cancel absence request forms - When selected, this code will cancel and replace other absence codes for the day when a mass absence (e.g., snow day) is applied via Daily Attendance.
• Do not automatically cancel absence request forms for this code - When this code is used, it cannot be cancelled by another code (like a snow day)
• Dock Pay - If this box is checked, a negative transaction will be created for the employee in the Payroll Export when this code is used
• Leave of Absence - If this box is checked, gives the option to reduce seniority, longevity, and probationary periods if this code is used for an employee if the district is using the Appointments module.  This box can also help districts keep track of long-term leaves as a filtering mechanism even if not using the Appointments module.
• Place Holder Code - This code can be used in addition to an additional absence code
• Use for Comp Time - Allows for the conversion of overtime hours to comp time through the employee timecard
• Use on Time Card - This code can be used on employee timecards (in addition to Attendance Group rules)
• Allow Overlapping Absence Requests - This code can be used simultaneously with another code for the same time period
• Once you've completed the fields of your new absence code, either click "Insert" or "Insert and Add Another". 

Edit Absence Codes

1. Navigate to Time & Attendance / Setup / Absence Codes (as you did in the first step above in creating an Absence Code) and then click the magnifying glass and the Details will appear on the lower half of your screen. Click "Edit":

2. Make edits as needed and click "Save" when complete:

Note: You can select to exclude Absence Codes from exporting to the financial system by checking the "Exclude from Financial System Export" box.