Tables - Reasons for Absence
Leave types are used during the actual leave reporting process and are visible to employees and the manager in different places in the system. Unlike with leave reason types, which are sometimes a group of several leave reasons, you need to add every leave reason separately. You can then link one or more salary types to each leave type. The salary types must reflect the setup in your payroll system.
Leave types are created under the Settings tab and the Tables menu
Create Leave types
Leave types are used to enable you to report your staff's absences in Quinyx, in most cases with a certain impact in the payroll system as a result.
One example of this is when an employee is reported as being on holiday in Quinyx and the payroll system will respond by subtracting a certain number of days holiday.
Different leave types may be relevant for different staff groups and are defined for each agreement template.
To create a leave types, select Add New
- Leave reason: the name of the leave reason, e.g. "Illness" or "Holiday".
- Abbreviation: here, you can specify an abbreviation for the corresponding leave reason in the payroll system.
- Leave code: the leave code can be used for the leave reason in the payroll system.
- Leave reason type: type of leave, e.g. Illness or Holiday (define under leave reason types in tables)
- Day count group: This function is used mainly in Norway and has to do with how many days are to be calculated for various leave reasons.
- Buffer for days: indicates how many days without leave are to occur before day numbering restarts. The Buffer for days function is used for example for the sick leave reason so that Quinyx will not generate a new qualifying day if the employee falls ill again within 5 days of coming back to work.
- Not preceded by: Specify any leave reason that cannot preceded leave with this leave reason unless punching in/out has been recorded within the buffer period specified above, or on the leave numbering group.
- Exclude days between leaves: Using the Exclude days between leaves function will ensure that the days between two unconnected periods of sickness, for the same reason will not be included when counting the leave days. This function is used mainly in Norway.
- Only count scheduled days: if only scheduled days should be counted in the absence period. Otherwise, the whole period will be considered as leave.
This function also affects the buffer for days if one is used. One example of this is if you have set a buffer for 5 days, while the Only count scheduled days box is checked. As a result, this will be considered as a new leave period only after the 5th scheduled day, unlike where we have a buffer of 5 days without the Only count scheduled days box being checked. In the latter case, a new leave period will be considered after the 5th calendar day.
- Count on call and standby hours towards max hours is used to indicate whether on call and standby hours should be used as qualifying grounds or not.
One example of this is when the setting for the maximum number of qualifying hours is set to 8 and sick pay is to be generated on this basis. If on call and standby time is to be counted from 8 hours, the box Count on call and standby hours towards max hours must be checked. Otherwise, leave it unchecked.
- Norwegian special logic for self-certified sick leave: The following is checked
- That self-certification can only be taken within the employer period
- That you can only take 3 self-certification days within the employer period. This means that the "3 days" within the 16-day rule that is normally added to every period of self-certification leave must be deleted as it is superfluous.
- Determine by daily break/Split shift at midnight: these radio buttons affect how sick leave days are counted.
- Unassign shift / Delete shift: select whether shifts during leave are to be unassigned or deleted by default (the default can be changed by the manager handling the leave request). .
- Available in Webpunch: Indicate whether it is possible for employees to select the leave reason in Webpunch.
- Reminders: add reminder messages to be displayed on specific days during the leave period. E.g. add a reminder on the 10th day of an illness in order to ask for a doctor's note. The message is displayed in the System info window under the Dashboard in the Admin Portal and can only be viewed by the manager.
- Add salary type: add the salary types that are to be generated during the leave period. You can add multiple rows, and for each row you specify a name, salary type, whether there is a max limit on the number of hours or max number of days per year (enter 00:00 or 0 for unlimited), whether it is to be dependent on day numbering (only generated on specific days), the day from which and to which it is to be generated (enter 0 to 0 if it is to be based on all days), the salary type to be generated after max number of days has been reached, if a specific salary type should follow, and whether it should generate unsocial hours and/or overtime.
Enter a name for the pay type that you want.
Enter the salary type to be generated.
Enter here, if applicable, the Max hours for the salary type for each individual day or for the whole period.
It is possible to add % of nominal hours per day as a measure of the maximum number of hours that can be generated for a specific pay type during a period of leave. This may be relevant if you need to restrict the number of qualifying hours to be generated in the event of illness, for example. When Account for employment level is checked, the number of maximum hours is proportional to the employment level. It is also possible to set an absolute number of maximum hours.
In an agreement template, the working time quota in the case of full-time employment is set to 40 hours in 7 days, with 5 working days per week. Therefore, the nominal hours per day amount to 8 in the case of full-time employment. If "Max number of hours" is set to 100%, a maximum of 8 hours will therefore be generated.
Note that some collective agreement state, for example, that the maximum number of qualifying hours during a period of illness must be 20% of the nominal full-time working time quota per week, which in the example above gives the same result if the maximum number of hours is set to 100% of the full-time working time quota per day.
The Dependent on day number option allows you to specify whether the salary type will only be generated for certain ranges of days during the leave period, as set in the From leave day and To leave day menus. One example of this is a qualifying day that is only active the first day of of sick leave.
If the pay type is meant to be generated from and to a particular employment day, you can specify this here using the options From emp. Day and To emp. day. The function for from and to a specific employment date may, for
example, be used if the employee is entitled to 100% absence compensation only after being employed for 100 days.
There is also a function Max days/yr, which determines how many days the salary type can be generated per calendar year. The option Succeeding salary type is used if, for instance, you have set the qualifying period for the salary type to a maximum of 8 hours. In this case, you select which salary type will be generated after the 8th hour on the same day, e.g. sick pay salary type. You also have the option to specify whether the salary type is to generate unsocial hours during sickness (Gen. unsocial hours) or if overtime compensation (Gen. OT) will be generated during the leave period. Click Save.
Background colour: select the background and text colours to be used for absence, preliminary absence and leave applications.
Text confirmation: enter the message to be displayed when an application for leave is submitted.
Enable selected salary types in agreement templates: this setting enables relevant salary types in agreement templates.