How do i switch absence plans for multiple employees

This article will explain how you can switch absence plans for multiple employees

To switch employee's absence plans you will first need to close off their current absence plans within the import and then switch employees to their new absence plan.

1. It's recommended to run a few reports so that you have a record of the absences before you make changes to the history. Please also make sure to export these to spreadsheet.

Some useful searches would be:

• Absence History Search
• Holiday Balance Search: You should also run a report to see the holiday balance remaining on the date of the change so that you can add their remaining annual leave balance to their new absence plan if you have carry-over or adjustments within your system.
• Absence Plan Search

To run searches,  please navigate to:

People > Magnifying Glass > ... > Search for the relevant search, e.g. Holiday Balance > Apply 

Select Search > Add Desired Criteria and Columns > Search > Actions > Export to spreadsheet

2. Please go to:

 Administration > Imports & Batch > Absences > Absence Plan Enrolment By Employee > Next > Download

 

To close off employees current absence plan: 

1. Fill in employee Person Code
2. Fill in the Effective From date of their current absence plans (you can see this from the absence plans search). 
3. Enter in an Effective To date
4. Enter in the name of the absence plan they are currently enrolled on

3) In the same import, you can add in the new absence plans with the correct information underneath in the same spreadsheet.

 

You will need to fill the Person Code, Effective From and Absence Plan Name.

Leaving 'Effective To' blank will ensure the absence plan is open-ended.

If the absence plan is a Rule-Based plan then you will also need to fill in column I (Entitlement Calculated From).

If you have any Adjustments/Carry Over for an employee then you will also need to fill in the below columns:

• Effective From: date of adjustment must be inside the dates of the new absence plan 
• Adjustment Reason
• Adjustment Amount: the amount of days each employee is entitled to

 

Please note any remaining entitlement from the old absence plan will need to be added to the new absence plan via an adjustment.

It's recommended testing this on one employee first, before making this change for all employees, to make sure that the outcome is as you expect.