Adding an absence schedule

Updated 2 months ago by Leigh Hutchens

Watch a short video tutorial here and read more about working with absence schedules here.
Please note that absence schedules will not work with part-time absences.

Add an absence schedule

Sometimes an absence is entered well into the future before there is a shift for the period. In such cases, no salary-based shift is created during the absence. This means the employee will not receive any leave compensation. To counteract this, we have support for the absence schedule which, simply explained, comprises weekly templates which can be selected in the absence dialogue to create salary-based replacement shifts during the absence.

When setting up absence schedules, you decide if the absence schedule should:

  • Replace scheduled days
  • Replace free days, or
  • Replace all days

It's also possible to define that a shift from the absence schedule is to be adjusted according to nominal hours per day according to the employee’s agreement. You only need to create the absence schedule which contains the shift that covers the organization’s highest possible full-time day nominal hours (e.g. 40 hours/week), since Quinyx will automatically adjust the absence schedule to the employee’s employment rate.

This is how you select absence schedules on leave applications and absences in Quinyx:

  1. Open a leave application or absence.
  2. Select which absence schedule to apply.
  3. See outcome of the selected absence schedule.
  4. Decide what to do with the shifts that are covered by the absence schedule (unassign, delete, or reassign).
  5. Approve/Save

It is possible to create an absence with a duration up to 24 months.

Employment rate adjustment option

The employment rate adjustment option in absence schedules works as follows.

Absence schedule shift length x  The given employee's employment rate

Example: The absence schedule shift length is defined as 9am - 5pm. Your employee Anna’s only agreement’s employment rate is 50%. The absence shift created when you create an absence using this absence schedule for Anna is 9am - 1pm, assuming the absence you’re creating overlaps the absence schedule shift duration as described here.

Do note that, as forcing all of our customers to start making use of this new logic would entail a risk of faulty payroll, we’ve adopted a deprecation strategy. This means that for any absence schedule created pre-0154 that uses the employment rate option, you will need to actively change from the old logic (“employment rate (pre-154 logic)”) to the new one (“employment rate”).

If changing from the employment rate (old logic) option to any other logic, we’re also informing clearly of the change you’re carrying out:

As seen in the images above, we will no longer maintain the old logic. This means you’re free to keep using it until further notice, but we will not fix bugs arising in the old employment rate option moving forward. For that reason, if this applies to you, we recommend you switch to the new employment rate adjustment logic option sooner rather than later.

* By absence schedule shift length, we refer to the shift length as defined in the Day and time modal:

Part-time absence on individual absence shifts

It's possible to apply part-time absence per individual absence shift. 

How to:  

  1. Apply absence, select employee, from and to date, absence type.
  2. Apply part-time absence percentage under Part time absence.
  1. Select what you want to do with the absence shifts.
    1. All shifts in one go.
    1. Per individual shift.
  2. Select which action you want to apply on the absence shift(s): 
    1. Keep the start of the shift:
      1. Unassign the last part of the shift.
      2. Delete the last part of the shift.
    2. Keep the end of the shift:
      1. Unassign the first part of the shift.
      2. Delete the first part of the shift.
    3. Edit the whole shift:
      1. Keep the whole shift.
      2. Unassign the whole shift.
      3. Delete the whole shift.
You can bypass the part-time percentage by selecting c) i, ii, iii above. (this is relevant for some of our Norwegian customers who want to include the percentage in the salary file at the same time as they want to keep the entire absence shift intact).
It’s not possible to apply different percentage rates on the same absence.

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