Topics Map > Human Resource System (HRS) > Absence Management

Running the Absence Event Report in HRS

Overview:

This report displays employee's absences as they were entered and how they processed (which can be different).  It shows days of the week to trace absence patterns. This report is dynamic meaning as soon as you enter the data, and a calculation runs, you can get results.  This report could prove helpful in reviewing Exempt employees who report time in increments other than half day.  It can be used to troubleshoot data entry.   If you require employees to enter non-sensitive notations in the Comments for FMLA or Worker's comp, those can be obtained on this report.  It will not show absences that are not Approved since they have not processed. 

Process Considerations:

You can find the following information in this screenshot of Absence Event main screen:

  • Description of Leave Type, Date of absence, Entered Hours, Original Entry Date, Details link, Entry Source, and Workflow Status
  • PATH: Global Payroll and Absence Mgmt > Payee Data > Maintain Absences > Absence Event

You can find the following information in this screen shot of Absence Event Details: 

  • Date Updated, Date Processed, Decimal 1, Decimal 2, Comments. (To view comments, click comments link on bottom)
  • PATH: Global Payroll and Absence Mgmt > Payee Data > Maintain Absences > Absence Event > Details (there will be one per entry)
You can find the following information in this screenshot of Absence Data:
  • Description of entry, Absence Date (Entry Date), Day Count (Processed Hours), Paid status, Unpaid status, Entitlement Balance
  • PATH: Global Payroll and Absence Mgmt > Absence and Payroll Processing > Review Absence/Payroll Info > Results by Calendar > Absence Data 

Process Inputs:

  • Run Control ID: Existing or New
  • Report Request Parameters 
    • Department ID: Select this option if you want to run the report at the department level. If you do not know the department code, then you can search for it by clicking on the “9.2 search icon” icon.
    • Employee ID: If you wish to generate a report for a particular employee, then you should use this option. If you do not know the employee ID, then you can search for it by clicking on the “9.2 search icon” icon.
    • Pay Period Begin Date AND Pay Period End Date: The Begin Date and End Date are used to specify the time frame for the report. This will generate a report only for a particular pay period. If you check University Staff, you must use a pay period date or you will receive an error message. If you check FAASLI or Both, the dates used do not need to follow pay period begin and end dates. 
    • Employment Category – University Staff, FAASLI, or Both: This gives you an option to search for a particular employment category of your choice. If you have no particular preference, you can select “Both”.

Process Outputs:

  1. You must use the pay period begin date and end date or you will receive an error message. 
  2. Type of outputs available: Email, File, Printer, or Web
  3. Formats available for output: EXCEL
  4. Fields on Excel Output include: Report ID, Run Control ID, Run Time, Report Empl ID, Report Pay Period End Date, Report Class Indicator, Dept ID, Empl ID, Empl Rcd, Name, FTE, FLSA Status, Absence Date, Day of the Week, Leave Type, Description of Leave Type, Entered Hours, Processed Hours, Decimal 1, Decimal 2, Original Entry Date, Last Updated, Entry Source, Workflow Status, Approver, and Comments.  
Click on the links below to skip directly to a section:

Instructions

Navigate to: UW Absence Management Reports > Absence Event Report
    1. Click Add a New Value and enter a run control ID (this can be your initials, name, or any other identifier you choose) and click Add button.  If you have never created a Run Control ID, reference Setting Up Run Control IDs in HRS .
    2. Once you have created a Run Control ID:
  • Either enter your Run Control ID and click Search or
  • Click Search and select your Run Control ID
  • Enter parameters for the Absence Event Report. Then click "RUN" to proceed.
    Run Control ID Page
  • On the Process Scheduler Request page, make sure the check box is selected. Then click OK. You will return back to the original screen.
  • Click on the Process Monitor link to view the status of your report. This directs you to the Process List screen.
  • On this screen, look for your process instance and click "Details" when Run Status reads "Success" and Distribution Status reads "Posted". Click the yellow Refresh button until it is successfully posted.
  • On Process Details screen, click on the View Log/Trace hyperlink to check the output file.
  • Locate the File List and find the excel file to view the Absence Event Report. Note: There is NO PDF version of this report.

    • Sample Excel Output:

    Absence Event Report Results Page 1
    Absence Event Report Results Page 2

    The Absence Event Report includes the following columns and information:

    Absence Event Report Table
    The report generated can be saved on a local computer or it can also be retrieved from the HRS at a later time.

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    Additional Resources

    Related Links:


    Keywords:
    Absence Management Reporting AM absence event report Lost leave Sick Leave vacation carryover holiday legal PTO paid time off fiscal year calendar timesheet payable time detail comments AM, Absence Management, TL, Time, Labor 
    Doc ID:
    53704
    Owned by:
    Christine P. in UW–Shared Services
    Created:
    2015-07-07
    Updated:
    2024-05-14
    Sites:
    UW–Shared Services