How can I add an absence type?

Updated 3 years ago by Maarten De Puysseleir

This option may only be used if:

the same absence type is required for hours when it has already been defined for days, or vice versa;
the same absence type is required with a different definition.

Completely new absences must first be configured in Payroll by your payroll officer.

You will now see a new screen to create the code with the following fields and options:

Description: here you can fill in the definition that employees get to see when they post a request. (You can use the button with the three dots to also change the description in different languages.)

Salary code: SD Worx wage code. These are the active codes in Payroll. You select the desired code from the list. Your payroll officer can create a new code in Payroll if necessary. This code will also be available in HR Selfservice after the import.

Shift code: here you can enter a new shift code which will overwrite the one foreseen in the workschedule. You can find your available shift codes in Payroll.

Requested in: here you can determine whether the absence is requested in days (full day or half day) or in hours (up to 15 minutes).

Limits option: allows you to set a minimum number of hours/daily periods that must be requested in a request.

For employees: allows you to determine whether the absence can be requested only if the employee has holiday entitlements or the absence can be requested always, even without leave entitlements.

Can be entered by: here you can indicate which role someone should have to request or enter the absence.

Calendar colour: you can select this in the colour picker or by entering the colour code in the field next to the colour picker.

Abbreviation in calendar: here you can use up to two letters that are shown in the calendar. The first letter of the definition is shown by default.

Request: here you can select whether the absence is approved immediately upon request without the intervention of an approver or approval is required by an approver.

Cancellation: There are 3 options which you can select:
- Impossible: this means the absence requested cannot be deleted
- With approval: this means the absence requested can be deleted but approval is required
- Without approval: this means that once the absence has been requested, it cannot be deleted
Other settings options:
- Show description in team calendar: if you activate this option, all employees can see the absence details in the team calendar.
- Attachment mandatory: if you activate this option, the employee always has to include an attachment when requesting this absence (for example a medical certificate in the event of illness).