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Absence Codes

James Guentner
  • Updated

Absence Codes in SchoolFront's Timekeeping and Attendance platform act as an indicator to note which type of absence an employee will take or has taken. These Codes are created first when configuring your Attendance system in SchoolFront, usually by or with the help of a Solutions Architect or BOCES partner. If Attendance records are kept in your financial system, it is best to have the Absence Codes in SchoolFront mimic the Absence Codes in your financial system. This will ensure continuity between the two systems.

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:

  • SchoolFront Support
  • HR Admin
  • HR Teams
  • Business Office
  • Attendance Administrator

Contents

Create a New Absence Code

Edit an Absence Code

Create a New Absence Code

1.  Navigate to Attendance > Setup > Absence Codes

2. From here you can create New Absence Codes by selecting New Absence Code (* Required)

3. Please complete the following fields on the Detail screen

Absence Code – District defined Absence Code (maximum 8 characters)

Description – Enter in description for the Absence Code

Color – allows for optionally selecting a color

State Code – Used for NYSED Staff Attendance reporting

Parent Attendance Code – Select if this code deducts from another absence code, otherwise leave blank

Use for Attendance – If checked, this code will be available to staff to request attendance (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 code is used, other absence requests for that day will be cancelled.

Do not automatically cancel absence request forms for this code - When this code is used, it cannot be cancelled by another code.

Dock Pay - For hourly workers, absences taken using a code with this field checked, tells the system to deduct the total hours of the absence from the users total hours on their timecard.  

Place Holder Code - temporary code used by districts when a person is absent 

Use For Comp Time - Allows the employee to convert overtime pay to time off (comp time) on their timecard.

Use On Time Card - This code can be used on employee timecard (in addition to Attendance Group rules).

Allow Overlapping Absence Requests - This code can be used simultaneously with                                        another code for the same time period 

4. Click or to Save

Edit an Absence Code

  1. Select the Absence Code  to edit by clicking the magnifying glass    

  2. Select Edit

  3. Make edits as needed and click when complete  ​  

Note: Users can select to exclude Absence Codes from exporting to WinCap by checking the Exclude from Financial System Export box.

 

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