HR: Employee Absence Report

Overview

You can run three types of Employee Absence Reports. One report includes absences recorded in the Absence Tracker screen of the Employee Master File that meet the selected report criteria. Another report lists those employees who have no absences for a given time period. The Time Off Planner report includes all planned time off recorded in the Time Off Planner screen of the Employee Master File for the selected criteria.

Key Functionality

The HR Report Employee Absence screen has its own Security Group, HR Report Employee Absence Report.

The HR Report Employee Absence screen is part of the HR Reports All Employees Security Group.

Tip:  For more information see Security Groups Overview and Security Groups By Module.

Type a description to name the report. This description prints above the Report Title.

Available for Clients using the Multi-Company feature. The Default Company Name for Report is populated from the Company Setup screen. The list contains all companies you have permission to access.

  • If the User has permission to only one company, then just that one company will display in the list.
  • If the User has permissions to more than one company, the list will contain all companies the User has rights to PLUS the default reporting company.

When the Group By Company option is selected, the default company prints on the Grand Total Page and the Report Criteria page. All other pages print the applicable company name. When the Group By Company option is NOT selected, the default company prints on every page of the report.

For more information see Learning about WinTeam Reports.

Report Type

Select to run the Employee Absence Report or the Time Off Planner.

Sort By

Use the Sort By option to sort the report data by Employee Number or Employee Name.

The default selection is to sort by Number (Employee).

Employee Status

Use one or more of the Employees Status options to filter the report data by employee status.

  • Select Active to include active employees on the report.
  • Select Leave of Absence to include employees who are on leave of absence on the report. If this options is selected, you may group the report by Inactive Reason.
  • Select Inactive to include inactive employees on the report.

Include

The Include options are available for the Employee Absence Report Type.

Use the Include option to select the type of absences to include on the report.

  • Click Excused to include only excused absences on the report.
  • Click Non-Excused to include only non-excused absences on the report.
  • Click Both to include both excused and non-excused absences on the report.
  • Click No Absences to include only employees with no absences on the report.

On the No Absences report an asterisk * displays for employees who had excused absences.

Group By

You can choose to Group the Report Criteria by Employee, Absence Reason, Distribution, Employee Type, Supervisor, or Job.

The default selection is Employee.

Category/Records

Absence Dates

Use the Absence Dates category to select the dates to include on the report. Select All to include all Absence Dates.

Select Date Range to define a range of Absence Dates for the report. When you select Date Range, the range fields display. Type the beginning date in the From field and the ending date in the To field.

Absence Reasons

Use the Absence Reasons category to select the Absence Reasons to include on the report.

Select All to include all reasons on the report.

Select Pick to define specific reasons for the report. When you select Pick, the Absence Reasons list displays. Select the check box next to each reason to include on the report.

Distributions

Use the Distributions category to select the Distribution to include.

Select All to include all Distribution types.

Select Pick to define specific Distribution to include. When you select Pick, the Check Distributions add edit list displays. Select the check box next to each Check Distribution to include.

Employee Types

Use the Employee Types category to select the Employee Types to include.

Select All to include all Employee Types.

Select Pick to define specific Employee Types. When you select Pick, the Employee Types list displays. Select the check box next to each Employee Type to include.

Employees

Use the Employees category to select the Employees to include on the report.

Select All to include all Employees on the report.

Select Range to define a range of Employees for the report. Type the beginning Employee Number in the From field and the ending Employee Number in the To field.

Select Create to define your own list of Employees. When you select Create, a small grid displays to the right. Enter the Employee Numbers you want to include in the list, or use the Lookup to locate the Employee Numbers.

Select Exclude to identify records that should not be included. When you select Exclude, a small grid displays to the right. Enter the Employee Numbers you want to exclude in the list, or use the Lookup to locate the Employee Numbers.

The Hire Dates Category is used to filter the employees to include on the report based on Hire Dates.

Select All to include all employees, regardless of the Hire Date.

Select Range to define a range of Hire Dates for the report. When you select Range, the range fields display. Type the beginning date in the From field and the ending date in the To field.

Jobs

Use the Jobs category to select the Jobs to include on the report.

Select All to include all Jobs.

Select Range to define a range of Jobs for the report. When you select Range, the range fields display. Type the beginning Job Name or Number in the From field and the ending Job Name or Number in the To field.

Select Pick to define specific Jobs for the report. When you select Pick, the Jobs list displays. Select the check box next to each Job to include on the report.

Select Create to define your own list of Jobs. When you select Create, a small grid displays to the right. Enter the Job Numbers you want to include in the list, or use the Lookup to locate the Job Numbers.

Select Exclude to identify records that should not be included. When you select Exclude, a small grid displays to the right. Enter the Job Numbers you want to exclude in the list, or use the Lookup to locate the Job Numbers.

Supervisors

Use the Supervisors category to filter the report by Supervisors.

Select All to include all Supervisors.

Select Pick to select the Supervisor(s) to include.

Companies

The Company Pick option filters for AR Invoice and Payment records. The Companies category is available for Clients using the Multi-Company feature.

Select the Companies to include on the report.

Select All to include all companies on the report.

Select Pick to define specific Companies for the report. When you select Pick, the Companies list displays. Select the check box next to each Company to include on the report.

Note:  When running reports using the Company Category/Record Pick and the company name exceeds the maximum number of characters, WinTeam will truncate the name.

Locations

The Locations category is available for Clients using the Multi-Location feature.

Use the Locations category to select the Locations to include on the report.

Select All to include all Locations on the report.

Select Pick to define specific Locations for the report. When you select Pick, the Locations list displays. Select the check box next to each Location to include on the report.

This option is available to users who have more than one company, but is not selected by default. If selected, the default company prints on the Grand Total Page and the Report Criteria page. All other pages print the applicable company name. If not selected, the default company prints on every page of the report.

Include Notes

Select the Include Notes check box to print the notes from the Absence Tracker on the report.

Select this check box to print the company logo on the report. It is selected or cleared by default based on the option selected in SYS:Defaults. However, you can modify the setting on each report.

Select this check box to include a list of the report options selected for the report. The Report Criteria page includes any ranges specified and each Category/Record selection made for the report. This check box is cleared selected by default.

Preview

Click the Preview button (or use the shortcut key, ALT + V) to view the report before printing.

Print

Click the Print button (or press ALT + P) to send the report to your default printer.

Export

Click the Export button (or press ALT + X) to export the report to a specified format. Reports may be exported to Adobe Acrobat (PDF), Excel, Comma-Separated Values (CSV), Grid View and E-mail (available for premise-based clients only).

Note:  An asterisk * displays for employees who had excused absences.