Handling Attendance for Employees on Leave

Do you have an employee taking a few months off or a college student filling in while an employee goes on maternity leave? How do you plan to handle their attendance accruals while they are gone?  Your first thought may be to edit their existing attendance plan and change the accrual amount to zero.  This will not work because editing an existing plan on an employee record will zero out all previously earned accrual.  Therefore, editing the current plan will provide an incorrect attendance balance for your employee.  As a person who loves vacation, I would welcome the extra vacation but I'm sure you would rather not approve the extra days. 

The proper way to handle this situation is to add a new attendance plan to the employee record.  Make sure you do not remove the original plan.  The newly added plan should be set up in the same manner as the employee's base plan with one change; the accrual amount is set to zero.  All of the other fields such as carryover amounts and total amount allowed remain the same.  This allows you to maintain the employee's attendance balance while ensuring they do not accrue additional hours during their time out of the office. 

When the employee returns, add a new attendance plan with the same information as the original plan back to the employee record.  Make sure you do not delete any of the previous plans because this will cause the attendance balance to be incorrect.  Please contact me if you are offering extra paid vacation during times employees are on leave.  I would love to discuss any open positions you may have.