Absence and Vacation | Configuration options

Configure page options

HCM package configure page

Go to Setup, and in Quick Find enter installed and select Installed Packages from the search results. On the list of packages, select Configure next to the HCM package.

Section Setting Description
Setup Hold Absence Balances

Picklist and Run Now button. Used to calculate and store Team Member absence balances for all Vacation type absence rules. Values are stored in the Absence Balances object:

  • Vacation taken.
  • Annual allowance.
  • Annual allowance pro rata.
  • Next accrual.
  • Available carry over.
  • Accrual.
  • Carry over.
  • Time off in lieu.
  • Year end balance.
  • Year end carry over
  • Year end time off in lieu.

Absence Balances stores a single set of values - subsequent batch runs overwrite existing values and no historical data is held.
Setup New Absence Features

Checkbox. If checked, enables you to access enhanced absence features:

  • Enable multiple carry-over periods.
  • Control the order used when deducting absence from multiple sources such as time in lieu, carry over, and accrued entitlement.

For more information see Enhanced absence features.

Features Native API Support

Not currently supported. Do not use.

Features Time Off Calculator

Checkbox. If checked, replaces the Absence Calculator with the more recent Time Off calculator outside WX.

To use the Time Off calculator in WX, enable the Time Off WX process.

Enabled by default following the migration from the Absences WX process to Time Off, cannot be unchecked.
Features Time Off Calculator for Payflow

Checkbox. Enables you to control the version of the Time Calculator used by Payflow. Active if the Time Off Calculator feature toggle is also selected.

If checked, Payflow uses the more recent Time Off Calculator, ensuring Time Off calculations accessible through Payflow exactly match those delivered through Time.

Enabled by default following the migration from the Absences WX process to Time Off WX process, cannot be unchecked.

Time package configure page

Go to Setup, and in Quick Find enter installed and select Installed Packages from the search results. On the list of packages, select Configure next to the Time package.

Section Setting Description
Calculator Features Enable High Precision Calculator

Not used.
Time Features Enable ICS file download

Picklist.

Switches iCalendar (ICS) file downloads for absences on or off. The available options are: 

  • Off: iCalendar file downloads are not available

  • Sandbox: iCalendar file downloads are available in sandbox only

  • On: iCalendar file downloads are available in sandbox and production

For more information, see iCalendar downloads for absences.
Time Features Enable Descriptive Dialogs

Picklist.

Switches descriptive dialogs on for Time Off requests in WX. The available options are: 

  • Off: Descriptive dialogs are not available

  • Sandbox: Descriptive dialogs are available in sandbox only

  • On: Descriptive are available in sandbox and production

Defaults to On.

For more information, see Setting up descriptive dialogs for booking time off.
Time Features Stop delegated assistant approving own absences

Checkbox.

When selected, prevents users with a delegated assistant role for the Time Off process from approving their own absence requests.

When unselected, users with a delegated assistant role for the Time Off process can approve their own absence requests.

For more information, see Delegated access for assistants.
Generate Accrual Balances Scheduled Time

Picklist. The time of day on the 24 hour clock you want the Generate Accrual Balances batch to run.

Select the picklist and choose the hour of the day you want the batch to run.

For more information see Accrual balance reporting with the Generate Accrual Balances batch.
Generate Accrual Balances Batch Size

Text field and a Run Now button. The number of Accrual records processed in a single transaction. The default value and the recommended batch size is 1.

Select Run Now to run the Generate Accrual Balance batch immediately.

Daily Time Off records Create daily Time Off records

Picklist.

Switches daily time off reporting on or off. The available options are: 

  • Off: daily time off records for reporting cannot be created

  • Sandbox:daily time off records for reporting can be created in sandbox only

  • On: daily time off records for reporting can be created in sandbox and production

For more information see Day-by-day breakdowns of absence records for reporting.
Daily Time Off records For existing absences > Create for absences after

Date picker.

Selects absences for inclusion into daily time off reporting based on the absence record's End Date, if the End Date is on or after the selected date.
Daily Time Off records For existing absences > Record Creation Batch Size

Text field and a Run Now button.

Defines the batch size for the initial creation of daily absence reporting records from existing absence records. The default and recommended batch size is 20.

Select Run Now to run the batch.

When Create daily Time Off records is set to On, daily records are automatically created for new absences.
Daily Time Off records Delete old records > Delete for absences older than

Sets the age of daily time off records for deletion, based on the entered number of months, and the End Date of the absence record. Daily records are in scope for deletion if the End Date of the absence record is before today's date minus the entered number of months.

Whole numbers only, no decimals.

The parent absence records are not affected.

Daily Time Off records Delete old records > Scheduled deletion time

Picklist. The time of day on the 24 hour clock you want old daily time off records to be deleted.

Select the picklist and choose the hour of the day you want the batch to run.

Select Not Active if you want to retain daily time off records indefinitely.

Policy options

Screenshot: Absences - Annual Leave section of the Policy page

Option Description
Absence Accrual Pattern

The name of the Absence Accrual Pattern you want to apply to this policy.

Use Absence Accrual Pattern Lookup Icon: Salesforce lookup to find and select a pattern.

Work Days Pattern

The name of the Work Days Pattern you want to apply to this policy. Use Work Days Pattern Lookup Icon: Salesforce lookup to find and select a pattern.

The work days pattern you select defines the working week for all team members assigned to this policy. It can include the days of the year that are public or national holidays and helps manage vacation and absence falling on non-working days. The absence calendar indicates, for current and future years, any public or national holidays included in the work days pattern.

Absence

Checkbox. If checked, the Time Off process is active and can be enabled for WX users.

Vacation

Checkbox. If checked, absence records of type Vacation are visible in the absence calendar in WX.

Show Absences Unless Private

Checkbox. Controls the visibility of absence records on WX Team View. Use in conjunction with the Is Private Default checkbox on the absence accrual rule.

If checked, all absence records are visible on Team View unless they are for a reason defined as private on the absence accrual rule. Use this option with care to ensure you do not expose absences to Team View that should not be visible to colleagues.

If unchecked, all absence records are hidden on Team View.

This option has no effect on the manager's view of their team's absence records.

Field sets

Absence object

Field Set Purpose
Absence API Additional Fields

Fields available as additional fields for the Sage People Absence API.

Absence Manager

Fields displayed in the WX New Time off request dialog for a manager entering absence for a team member.
Absence Manager Alert

Additional fields displayed in the WX New Time off request dialog for a manager entering absence for a team member when an absence alert has been triggered.

The limits for triggering the alert are defined in the absence accrual seniority.

Absence Manager Evidence

Additional fields displayed in the WX New Time off request dialog for a manager entering absence for a team member and time off confirmation and approval dialogs when an evidence alert has been triggered.

The limits for triggering the alert are defined in the absence accrual seniority.

This field set prompts the manager to request evidence for the absence, such as a medical certificate or self certification.

Absence Team Member

Fields displayed in the WX New Time off request dialog for a team member entering absence.

If you want a team member to be able to view the manager's notes for an absence record, add Manager Notes to this field set. It displays on the New Time off request dialog and in the details in the Current Absences list.
Parental Manager

Fields displayed in the WX New Time off request dialog for a manager entering parental leave for a team member.
Parental Team Member

Fields displayed in the WX New Time off request dialog for a team member requesting parental leave.
Vacation Manager

Fields displayed in the WX New Time off request dialog for a manager requesting vacation for a team member.
Vacation Team Member

Fields displayed in the WX New Time off request dialog for a team member requesting vacation.

If you want a team member to be able to view the manager's notes for a vacation record, add Manager Notes to this field set. It displays on the New Time off request dialog and in the details in the Current Absences list.

Absence Accrual object

Field Set Purpose
Create Absence Accrual

Fields displayed on the Create Absence Accrual page, in the Accrual Settings section.

Absence Balance object

Field Set Purpose
Absence Balance API Additional Fields

Fields available as additional fields for the Sage People Absence Balance API.

Picklists

To edit these default picklist values:

  1. Go to Setup and select the Object Manager tab.

  2. Select object, select the picklist field, go to the Values related list.

Absence object

Notification Type field

  • Fit Note

  • Form SC3

  • Form SC4

  • Form SC7

  • Form SC8

  • MAT B1 Certificate

  • Matching Certificate

  • Self Certificate

Reason field

Note

Ensure you add the reasons you use in the absence accrual rules to this picklist.

  • Planned Vacation

  • Unplanned Vacation

  • Sickness

  • Compassionate

  • Late

  • Maternity

  • Paternity

  • Leave

Return Intent field

  • Returning

  • Not Returning

  • Undecided

Absence Accrual Pattern object

Rate Units field

  • Day

  • Hour

Absence Accrual Rule object

Accrue During Paid Absence field

  • Full

  • Pro Rata

  • Pro Rata Including Public Holidays

  • Partial

  • None

Accrue During Unpaid Absence field

  • Full

  • Pro Rata

  • Pro Rata Including Public Holidays

  • Partial

  • None

End Part Period field

  • Full

  • Pro Rata

  • None

Pay Code field

  • PC1

Rate Per field

  • Not Accrued

  • Day

  • Week

  • Biweek

  • Semimonth

  • Month

Reset Day field

  • 1 to 31

Reset Month field

  • Jan to Dec

Rounding Mode field

  • None

  • Nearest Half

  • Down To Half

  • Up To Half

  • Nearest Integer

  • Down To Integer

  • Up To Integer

Start Part Period field

  • Full

  • Pro Rata

  • None

Type field

  • Absence

  • Vacation

Object fields

The following tables list all the objects and constituent fields supplied with the Sage People Time package. The section includes the fields added to Sage People HCM objects when the Time package is installed in your org. Object tables are listed in alphabetical order.

Each table includes:

  • An alphabetical list of all fields where label values can be overridden using Translation Workbench.

  • Field type with any limit on the number of characters.

To rename these custom fields:

  1. Go to Setup and in Quick Find enter Override.

  2. On the Override page select the:

    • Package hosting the object

    • Language

    • Setup Component = Custom Field

    • Object

    • Aspect = Field Label

  3. Enter new values in the Field Label Override column

Absence object (HCM)
Default Field Label Field Type
Absence Accrual Seniority Lookup (Absence Accrual Seniority)
Action Formula (Text)
Action Date Formula (Date)
Actual Arrival Date Date
Alert Trigger Checkbox
Approval Date Date
Approved Checkbox
Back To Work Interview Date Date
Back To Work Interview Required Checkbox
Certified Date Date
Confirmed Date Date
Days Taken By Partner Number (6,0)
Days/Hours Number (3,2)
Earliest Parental Leave End Formula (Date)
Earliest Parental Leave Start Formula (Date)
Employment Record Master-Detail (Employment Record)
End Date Date
End Date Provisional Checkbox
Evidence Trigger Checkbox
Expected Arrival Date Date
Is Parental Leave Checkbox
Is Private Checkbox
Last Modified Accrued Balance Number (4,2)
Last Modified Reason Rolling Days/Hours Number (5,2)
Last Modified Type Rolling Days/Hours Number (5,2)
Last Modified Type Year Days/Hours Number (5,2)
Latest Parental Leave End Formula (Date)
Latest Parental Leave Start Formula (Date)
Manager Action Formula (Text)
Manager Action Date Formula (Date)
Medical Certificate Required Checkbox
Months Since End Formula (Number)
Notes Long Text Area (32000)
Notification Date Date
Notification Type Picklist
Paid Checkbox
Pay Code Text (255)
Picture Text (20)
Rate Units Formula (Text)
Reason Picklist
Rejected Date Date
Return Intent Picklist
Self Certificate Required Checkbox
Show Team Formula (Text)
Start Date Date
Status Formula (Text)
Still Birth Checkbox
Team Member Formula (Text)
Team Member Name Formula (Text)
Type Formula (Text)

 

Absence Accrual object (HCM)
Default Field Label Field Type
Absence Accrual Pattern Name Formula (Text)
Absence Accrual Rule Lookup (Absence Accrual Rule)
Accrual Number (4,4)
Carry Over Number (4,4)
Effective Date Date
Employment Master-Detail (Employment Record)
Next Accrual Number (4,4)
Reason Formula (Text)
Time in Lieu Number (4,4)
Type Formula (Text)

 

Absence Accrual Pattern object (HCM)
Default Field Label Field Type
Hide Absence Detail Checkbox
Hours to Days Conversion Factor Number (2,3)
Inherits From Lookup (Absence Accrual Pattern)
Rate Units Picklist

 

Absence Accrual Rule object (HCM)
Default Field Label Field Type
Absence Accrual Pattern Master-Detail Relationship (Absence Accrual Pattern)
Accrue During Paid Absence Picklist
Accrue During Unpaid Absence Picklist
Additional Fieldset Text (80)
Adjust Base for FTE Checkbox
Adjust Carry Over for FTE Checkbox
Adjust Limits for FTE Checkbox
Adjust Minimum Accrual for FTE Checkbox
Adjust Rate for FTE Checkbox
Alert Message Text (255)
Base Date Date
Block Message Text (255)
Carry Over Months Number (2,0)
Deduct Order Text (255)
Default Checkbox
End Date Provisional Default Checkbox
End Part Period Picklist
Entitlement End Number (3,0)
Entitlement End Immediately Checkbox
Entitlement Message Text (255)
Entitlement Start Number (3,0)
Entitlement Start Immediately Checkbox
Evidence Message Text (255)
Front Load Checkbox
Is Paid Checkbox
Is Parental Leave Checkbox
Is Private Default Checkbox
Is Sickness Absence Checkbox
Length Limit In Calendar Days Checkbox
Parental Leave Message Text (255)
Pay Code Picklist
Rate Per Picklist
Reason Text (80)
Reset Day Picklist
Reset Month Picklist
Reset On Service Anniversary Checkbox
Rolling Months Number (3,0)
Rounding Mode Picklist
Rounding to Nearest Number (5,4)
Seniority Change on Reset Checkbox
Show Accrual Log Checkbox
Show Accrued Balance Checkbox
Show Accrued Total Checkbox
Show Calculated Days Checkbox
Show Carry Over Checkbox
Show Carry Over Year End Totals Checkbox
Show Carryover Payout Checkbox
Show Details Section Checkbox
Show Details Section Hours Checkbox
Show End Date Provisional Checkbox
Show Pending Absence For Colleagues Checkbox
Show Rate Per Year Checkbox
Show Rate Per Year Pro Rata Checkbox
Show Time In Lieu Checkbox
Show Total Available Carry Over Checkbox
Show Year End Balance Checkbox
Start Part Period Picklist
Type Picklist
Use Accrual From Previous Year Checkbox
Use Dependant Relationship Picklist
Use Rounding Checkbox
Zero Negative Accrual On Reset Checkbox

 

Absence Accrual Rule object (Time)
Default Field Label Field Type
Accrual Record Years Number (2,0)
Exclude from Daily Absence Reporting Checkbox
Show Details Section Checkbox
Show Details Section Hours Checkbox
Vacation Attachments Checkbox

 

Absence Accrual Seniority object (HCM)
Default Field Label Field Type
Absence Accrual Rule Master-Detail (Absence Accrual Rule)
Alert Maximum Length Number (4,2)
Alert Maximum Occurrences Number (4,0)
Alert Maximum Total Number (4,2)
Alert Minimum Accrual Number (4,2)
Alert Minimum Year End Number (4,2)
Block Maximum Length Number (4,2)
Block Maximum Occurrences Number (4,0)
Block Maximum Total Number (4,2)
Block Minimum Accrual Number (4,2)
Block Minimum Year End Number (4,2)
Earliest Parental Leave End Number (3,0)
Earliest Parental Leave Start Number (3,0)
Evidence Maximum Length Number (4,2)
Evidence Maximum Occurrences Number (4,2)
Evidence Maximum Total Number (4,2)
Latest Parental Leave End Number (3,0)
Latest Parental Leave Start Number (3,0)
Maximum Accrual Number (4,2)
Maximum Carry Over Number (4,2)
Rate Number (4,4)
Rate Base Number (4,2)
Seniority Number (10,0)

 

Absence Accrual Seniority object (Time)
Default Field Label Field Type
Hours For Maximum Accrual Number (10,2)

 

Absence Adjustment object (HCM)
Default Field Label Field Type
Absence Accrual Rule Lookup (Absence Accrual Rule)
Employment Record Master-Detail (Employment Record)
End Date Date
Rate Adjust Number (4,4)
Rate Rule Picklist
Rationale Text Area (255)
Reason Formula (Text)
Start Date Date
Type Formula (Text)

 

Absence Balance object (HCM)
Default Field Label Field Type
Absence Reason Text (255)
Absence Type Text (255)
Accrual Number (16,2)
Annual Allowance Number (16,2)
Annual Allowance Pro Rata Number (16,2)
Available Carry Over Number (16,2)
Carry Over Number (16,2)
Employment Master-Detail (Employment Record)
Next Accrual Number (16,2)
Report Date Date
Taken Number (16,2)
Team Member Lookup (Team Member)
TOIL Number (16,2)
Year End Balance Number (16,2)
Year End Carry Over Number (16,2)
Year End TOIL Number (16,2)
Year Start Accrual Number (16,2)
Year Start Carry Over Number (16,2)
Year Start TOIL Number (16,2)

 

Absence Balance Carry Over object (HCM)
Default Field Label Field Type
Absence Balance Master-Detail (Absence Balance)
Amount Number (16,2)
Expiry Date Date

 

Absence Carryover Bucket object (HCM)
Default Field Label Field Type
Absence Accrual Master-Detail (Absence Accrual)
Amount Number (4,4)
Expiry Date Date

 

Absence Day Record object (Time)
Default Field Label Field Type
Absence Master-Detail (Absence)
Day Date
Day of Month Formula (Number)
Duration Number (4,2)
Month of Year Formula (Text)
Weekday Formula (Number)
Year Formula (Text)

 

Accrual Balance object (Time)
Default Field Label Field Type
Absence Accrual Rule Lookup (Absence Accrual Rule)
Absence Reason Formula (Text)
Absence Type Formula (Text)
Annual Allowance Number (16,2)
Annual Allowance Pro Rata Number (16,2)
Available Carry Over Number (16,2)
Current Accrual Number (16,2)
Current Carry Over Number (16,2)
Current Next Accrual Number (16,2)
Current TOIL Number (16,2)
Employment Record Master-Detail (Employment Record)
Report Date Date
Taken Number (16,2)
Team Member Lookup (Team Member)
Year Formula (Text)
Year End Accrual Number (16,2)
Year End Carryover Number (16,2)
Year End TOIL Number (16,2)
Year Number Number (4,0)
Year Start Accrual Number (16,2)
Year Start Carryover Number (16,2)
Year Start TOIL Number (16,2)

 

Accrual Balance Carry Over object (Time)
Default Field Label Field Type
Accrual Balance Master-Detail (Accrual Balance)
Amount Number (16,2)
Expiry Date Date

 

Work Days Holiday object (HCM)
Default Field Label Field Type
Basis Picklist
Date Date
Day Picklist
Month Picklist
Non Workday Action Picklist
Recurring Checkbox
Weekday Picklist
Work Days Pattern Master-Detail (Work Days Pattern)

 

Work Days Pattern object (HCM)
Default Field Label Field Type
Friday Checkbox
Monday Checkbox
Saturday Checkbox
Sunday Checkbox
Thursday Checkbox
Tuesday Checkbox
Wednesday Checkbox

Record types

Absence object:

  • Absence

  • Vacation

Actions

  • Manager: Approve.

    Appears when: There is an absence or vacation without an approval date set.

  • Manager: Confirm.

    Appears when: There is an absence or vacation with the end date provisional set.

The action labels in WX use the TimeOff_Process_Name custom label for the name of the Time Off process.

Action events

Event

When sent

Alert

When an absence notification triggers a pre-defined alert.

Approve

When an absence notification is approved by a manager.
Change When an absence notification is changed.

Delete

When an absence notification is deleted.

Evidence

When an absence notification triggers a request for evidence.

New

When an absence notification is created.

Reject

When an absence notification is rejected by a manager.

For a list of action events available as standard for new Sage People implementations see Absence and Vacation | Standard action events.