AM - Absence Event Report

This procedure will take you through the process of generating Absence Event Reports.

Procedure At-A-Glance
Category: Absence Management Reporting
Audience: Payroll Coordinators, Management, UW Service Center, Absence Coordinators
Overarching Process:  Absence Management
Navigation: UW Absence Management Reports > Absence Event Report
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General Description

This report displays employee's absences as they were entered and how they processed (which can be different).  It shows days of the week to trace absence patterns. This report is dynamic meaning as soon as you enter the data, and a calculation runs, you can get results.  This report could prove helpful in reviewing Exempt employees who report time in increments other than half day.  It is used to troubleshoot data entry.   If you require employees to enter non-sensitive notations in the Comments for FMLA or Worker's comp, those can be obtained on this report.  It will not show absences that are not Approved since they have not processed to payable time. 

The Absence Event Report includes the following columns and information:

 Field Name
 Department ID
 Employee ID
 Employee Record
 Employee Name
 FLSA Status
 Job Data > Job Information > Click on U.S. Flag
 Absence Date
 Day of the Week for the absence take
 Leave Type
 Entered Hours
 Entered by ESS, MSS, or Administrator
 Processed Hours
 Results by Calendar > Absence Data
 Decimal 1
 Absence Event > Details. Displays SABB/ALRA conv amount
 Decimal 2
 Absence Event > Details. Displays overrides on absence amounts and the cash pay for SABB
 Original Entry Date
 Absence Event > Details
 Date Last Updated
 Absence Event > Details. Useful to know when the take was last updated vs when it was entered
 Entry Source
 Absence Event
 Workflow Status
 Absence Event. Useful for seeing the status of an absence
 Approver Information
 Time and Labor > Enroll Time Reporters > Maintain TL Security. Note: Only needed for ESS employees to enter the absence
 Absence Event > Details > Comments

You can find the following information in this screenshot of Absence Event main screen:
  • Description of Leave Type, Date of absence, Entered Hours, Original Entry Date, Entry Source, Workflow Status and Details link
  • PATH: Global Payroll and Absence Management > Payee Data > Maintain Absence > Absence Event

absence event

You can find the following information in this screen shot of Absence Event Details: Date Updated, Decimal 1, Decimal 2, Comments. (To view comments, click comments link on bottom)
  • PATH: Global Payroll and Absence Management > Payee Data > Maintain Absence > Absence Event > Details

input detail

You can find the following information in this screenshot of Absence Data:  Absence Date (Entry Date), Day Count (Processed Hours). 
  • PATH: Global Payroll and Absence Management > Absence and Payroll Processing > Review Absence/Payroll Info. > Results by Calendar > Absence Data

absence data

Process Inputs

  • Run Control ID: Existing or New
  • Report Request Parameters 
    • Department ID: Select this option if you want to run the report at the department level. If you do not know the department code, then you can search for it by clicking on the “” icon.
    • Employee ID: If you wish to generate a report for a particular employee, then you should use this option. If you do not know the employee ID, then you can search for it by clicking on the “” icon.
    • Pay Period Begin Date AND Pay Period End Date: The Begin Date and End Date are used to specify the time frame for the report. This will generate a report only for a particular pay period. If you check classified you must use a pay period date or you will receive an error message. If you check unclassified or All, the dates used do not need to follow pay period begin and end dates. 
    • Class Indicator – Classified, Unclassified or All: This gives you an option to search for a particular class indicator of your choice. If you have no particular preference for class, you can select “All”, and it will generate a report for Classified as well as unclassified employees (depending on the other inputs entered).
  • NOTE:
      1. If you check classified you must use the Pay Period Begin Date and Pay Period End Date or you will receive an error message. 
absence event-class

Process Outputs

  • Type of outputs available: Email, File, Printer, or Web
  • Formats available for output: EXCEL
  • Fields on Excel Output include: Report ID, Run Control ID, Run Time, Report EmplID, Report Pay Period End Date, Report Class Indicator, Dept ID, Empl ID, Empl Rcd, Name, FTE, FLSA Status, Absence Date, Day of the Week, Leave Type, Description of Leave Type, Entered Hours, Processed Hours, Decimal 1, Decimal 2, Original Entry Date, Last Updated, Entry Source, Workflow Status, Approver, and Comments.  

Procedure Steps

To perform this procedure, please follow these steps:

  1. Navigate to UW Absence Management Reports > Absence Event Report
  2. If you have never created a Run Control ID:
  • Click Add a New Value and enter a run control ID (this can be your initials, name, or any other identifier you choose) and click Add button.
Add a New Value

3.  If you have created a Run Control ID:
  • Either enter your Run Control ID and click Search or
  • Click Search and select your Run Control ID
Find an Existing Value

4.  Enter parameters for the Absence Event Report. Then click "RUN" to proceed.

  Absence Event Report

5. On the Process Scheduler Request page, make sure the check box is selected. Then click OK. You will return back to the original screen.

Process Scheduler Request

6.  Click on the Process Monitor link to view the status of your report. This directs you to the Process List screen.

Process Monitor 
7.  On this screen, look for your process instance and click "Details" when Run Status reads "Success" and Distribution Status reads "Posted". Click the yellow refresh button until it is successfully posted.

 Success and Posted

8.  On Process Details screen, click on the View Log/Trace hyperlink to check the output file.

View Log/Trace

9.  Locate the File List and find the excel file to view the Absence Event Report. Note: There is NO PDF version of this report.

Image Report

10.  The following is a sample of the Excel version of "Absence Event Report" for reference.

absence event excel sheet


11.  The report generated can be saved on a local computer or it can also be retrieved from the HRS at a later time.

Related Policies


HRD policies

Keywords:Absence Management Reporting, AM, absence event report, Lost leave, Sick Leave, vacation, carryover, holiday, legal, PTO, paid time off, fiscal year, calendar, timesheet, payable time detail, comments   Doc ID:53704
Owner:Sandy R.Group:Human Resource System (HRS)
Created:2015-07-07 10:07 CDTUpdated:2016-06-24 09:44 CDT
Sites:Human Resource System (HRS)
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