Record annual leave, sickness and other absence

• It is expected that staff and managers will record leave and absence via HR Self-Service, HR staff can follow this guide to record leave and absence on their behalf when needed.
• The relevant departmental fixed closure and bank holidays have been applied to staff appointment(s) (so that they cannot be booked) along with any qualifying long service.
• Staff contracted to work full-time hours will be given their entitlement in days.  Staff contracted to work part-time hours or who have a non-standard full-time hours working pattern, will be given their entitlement in hours.   
• There is no automatic notification to the central payroll team, unpaid leave for example must be recorded on the appointment and salary records, refer to the Make appointment and pay changes guide. 

Navigation path: People Management > Employees > View > Employee Search > (Locate individual) > View.

1. Select the correct appointment from the appointment drop-down selection at the top of the staff record.
2. Select Absences from the staff record menu.
3. To ensure the absence hasn’t already been recorded, review previous absences in the list of absences.
4. Select Add Absence.  The Absence Detail screen will open.

5. From 1. Absence Details, complete the fields as detailed below:

1. Click Next (or select 2. More). 
2. From 2. More, select Annual Leave - no reason required in the Reason field.
3. Click Save. 

If the manager isn't recording the details in HR Self-Service, there are three system options for recording sickness absence.  This provides flexibility on either recording the absence straightaway when the person goes off sick or recording it retrospectively.  It also allows for the employee themselves to add certain details or for HR to record everything.

1. See overview of all the scenarios below and identify which relates to what you are recording.

The following covers part 1 of recording sickness absence, as described in section 'Record Sickness absence - what options are there?'    

The guidance has been split into the three scenarios, after step 4, only follow the relevant option for your scenario.

Navigation path: People Management > Employees > View > Employee Search > (Locate individual) > View.

1. Select the correct appointment from the appointment drop-down selection at the top of the staff record.
2. Select Absences from the staff record menu.
3. To ensure the absence hasn’t already been recorded, review previous absences in the list of absences.
4. Select Add Absence.  The Absence Detail screen will open.

Scenario A - HR creates sickness record and later edits the existing record to add further details:

1. From 1. Absence Details, complete the fields as detailed below:

1. Click Next (or select 2. More).
2. Update the Reason to 'Placeholder - Employee to Confirm'.
3. Click Save. A success message will appear - wait for the dark green line to fill. 
4. Return to the Part 2 Review and amend sickness absence section when the individual has returned to complete the absence record.

Scenario B – HR creates sickness record and records all details

1. From 1. Absence Details, complete the fields as detailed below:

2. Click Next (or select 2. More).
3. From 2. More, complete the fields as detailed below:

2. Click Next (or select 3. Return to Work Interview)
3. From 3. Return to Work Interview, complete the fields as detailed below:

The screen is optional and should be updated at the discretion of each department.  It is useful for reporting purposes, but does not send any information to other departments eg Health and Safety.  

Click Save. A success message will appear - wait for the dark green line to fill. 

Scenario C – HR creates sickness record and later the employee adds further details

1. From 1. Absence Details, complete the fields as detailed below:

2. Click Next (or select 2. More).
3. Update the Reason to 'Placeholder - Employee to Confirm'.
4. Click Save. A success message will appear - wait for the dark green line to fill. The individual will now receive an email inviting them to complete the record (eg end date and reason). 

The following covers part 2 of updating sickness absence records, as described in section 'Record Sickness absence - what options are there?'    

The navigation guidance can also be used if you wish to edit any absence records (eg if there any errors). 

Navigation path: People Management > Employees > View > Employee Search > (Locate individual) > View.

1. Select the correct appointment from the appointment drop-down selection at the top of the staff record.
2. Select Absences from the staff record menu.
3. Highlight the absence record you wish to update and from the ellipsis menu select Edit.  
4. Update the relevant fields necessary fields, including the End Date (1. Absence Details) and Reason (2. More) for absence. For further detailed guidance on each field, refer to the 'Part 1 Create sickness absence record' section of this guide.
5. Click Save.

To delete an absence record, follow guidance below.

Navigation path: People Management > Employees > View > Employee Search > (Locate individual) > View.

1. Select the correct appointment from the appointment drop-down selection at the top of the staff record.
2. Select Absences from the staff record menu.
3. Highlight the absence record you wish to update and from the ellipsis menu select Delete.
4. Click Save.