Absence
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      How to Adjust / Change The Hours of An Absence

      This article will outline how you can manually adjust the hours of a specific absence.

      Approved Absence:

      1. To modify the hours of an already approved absence, first ensure that the "Enable Working Hours Taken Summary" option is selected in the Absence Plan settings. You can find this setting by navigating to:

      Administration > Absences > Absence Plan Types > Select Absence Plan

       

      2. Navigate to the absence and select the 'View Hours' button:

      Employee Profile > Holiday & Absence > Absence Plans > Select Absence Plan > Select Absence > View Hours

       

      3. Press the pencil icon to edit the times of the absence > Save.

       

      Note for HR Professionals: When manually adding an absence to an employee's profile, you must first save the absence for the "View Hours" button to appear.

       

      Adding Absence via Process Flow:

      When an employee adds an absence through the Process Flow, they must first save the absence for the "View Hours" button to appear. Once the hours are reviewed, they can then submit the request.

       

      Uneven Total Remaining:

      In cases where an employee has a non-rounded Total Remaining balance—for example, 2.40 hours—for Absence Plans such as Holiday Entitlement or TOIL, they may encounter the following error when attempting to book the remaining time.

      Error 108422: 

      "There is not enough entitlement to make this change."

       

      This typically happens when the absence being requested covers more hours than the employee has remaining. For instance, if an employee with 2.40 hours of entitlement remaining tries to book time off on a Monday morning, and their Working Time Pattern specifies 5 working hours during that period, the system will attempt to deduct the full 5 hours.

      If the absence is entered with “Commences: Start of Day” and “Finishes: Middle of Day”, the system calculates the absence based on the hours normally worked during that time frame—not on the remaining balance. As a result, the system triggers the error because the requested absence exceeds the available entitlement.

       

      How to Resolve This

      To resolve this issue, you can temporarily add an adjustment to the entitlement to make up the difference and match the total number of hours the system expects to deduct.

      In this example, where the employee has 2.40 hours remaining but needs to have a maximum of 5 hours to book the absence, an adjustment of 2.60 hours should be added to bring the total entitlement to 5 hours.

      To add the adjustment, navigate to:

      Employee Profile > Holiday & Absence > Absence Plans > Select Absence Plan > Adjustments > Add New

       

      With the adjustment added, the employee can now follow these steps:

      1. Add the absence with “Commences: Start of Day” and “Finishes: Middle of Day.”

      2. Click Save.

      3. Select View Hours.

      4. Manually adjust the hours to deduct only 2.40 hours.

      5. Submit the request.

      Once the absence has been successfully submitted, you can return to the Absence Plan and delete the temporary adjustment.

      Alternative Option for HR Professionals

      Since HR Professionals have permission to override entitlement errors and overbook, an alternative approach would be:

      1. Manually add the absence.

      2. Save the absence.

      3. Adjust the hours to reflect the correct deduction (e.g., 2.40 hours).

      4. Save the changes again.

      This method avoids the need to add and later remove a temporary adjustment.