Recording and Applying Holiday and Sickness

Recording and Applying Holiday and Sickness

Holiday and sickness absences are recorded against an employee's record and then applied to Time and Attendance. Once applied, the hours become available to reports such as the Employee Hours report.

Overview

RedAnt uses the same process for both holiday and sickness absences. The absence is first recorded in the employee's Holidays / Absences record and then applied through Apply Holidays, regardless of whether the absence is holiday or sickness.

Absence Types

TypePurpose
HolidayAnnual leave. Applied time records are labelled Holiday and included in holiday totals.
SickSickness absence. Applied time records are labelled Sick and included in sickness totals.

Important: To record sickness correctly, select Sick as the absence type. Entering "Sick" in the Notes field alone will not classify the absence as sickness.

Step 1: Record the Absence

  1. Open the employee record and select Holidays / Absences.
  2. Add a new entry.
  3. Select the appropriate Type:
    • Holiday
    • Sick
  4. Select the required Period:
    • Day
    • Half Day
    • Hour
  5. Enter the Date From and Date To values.
    • For half-day or hourly absences, use the same date in both fields.
    • Select either AM or PM as appropriate.
  6. Verify the HRS value:
    • Day and half-day entries automatically calculate hours using the employee's configured holiday shift.
    • Hourly absences require the number of hours to be entered manually.
    • Hours must be greater than zero.
  7. Enter any relevant information in the Notes field.
  8. If the absence is awaiting approval, tick Provisional.
    • Leave this selected until the absence is approved.
    • Clear it before applying the absence to Time and Attendance.
  9. Close the Holidays / Absences window to save the entry.

Step 2: Apply the Absence to Time and Attendance

Once approved, absences must be applied before they appear in reports.

  1. Open Time and Attendance.
  2. Select Holidays → Apply Holidays.
  3. Set Apply Holidays Up To to the required cut-off date.
    • The date cannot be later than today.
  4. Review the list of unapplied, confirmed absences.
    • Both holiday and sickness entries appear in this list.
  5. Click Apply Holidays.
  6. Wait for the confirmation message:

"Holiday(s) added to time and attendance records"

What Happens During Application?

When an absence is applied:

  • RedAnt creates Time and Attendance clock-in and clock-out records.
  • The generated records are labelled Holiday or Sick depending on the selected type.
  • The original absence record is marked as applied in T&A.
  • Full-day hours are taken from the employee shift's configured holiday-hour settings.
  • Entries are generated for Monday to Friday only.
  • Absences extending beyond the selected cut-off date are automatically split, allowing the remaining dates to be applied later.

Step 3: Verify the Result

After applying the absence:

  1. Open the employee's Time and Attendance records.
  2. Check the relevant dates to confirm the entries have been created.
  3. Run Reports → Employee Hours for the required period.
  4. Verify that holiday or sickness hours appear correctly.

Troubleshooting Missing Absences

If an absence is not appearing in Time and Attendance or reports, check the following:

  • Provisional has been cleared.
  • The absence start date is on or before the selected cut-off date.
  • The absence has not already been applied and marked in T&A.
  • The employee's shift contains the correct holiday-hour configuration.
  • Apply Holidays was completed before running the Employee Hours report.