Absence Module FAQs

What benefit does the Absence module provide to Supervisors?

• People Planner provides supervisors with an effective planning tool, providing visibility of departmental planned absences at a glance, making the approval process much quicker.
• Supervisors will receive notifications within the system to alert when an absence request has been submitted. Once approved, the absence will automatically be logged into People Planner to help track and plan coverage.

Who is impacted by/must record their absences in the Absence module?

• The Absence module applies to all employees, regardless of union.  
• Payroll at Selkirk uses the reports generated from the Absence module to support your payroll run. It is important that your absences are submitted in advance of payroll processing for accuracy. 

If we are submitting absences in the Absence Module, will we still be required to submit timesheets?

• The Absence Module is for planning purposes, whereas Timesheets record hours worked and absences taken, and feed into the Payroll system. Employees who regularly submit timesheets will continue to do so. 
• Timesheet functionality release is anticipated for June, until which time the current timesheet process will continue.

Why are the Balances showing in the Absence Module different than those on my payslip?

• PPWC balances will reflect both Vacation balances and Sick balances. 
• Exempt balances will reflect both Vacation balances and Sick balances. 
• SCFA will see vacation balances only at this time.
• BCGEU will see vacation balances only at this time.
• The Absence Module will display requests in draft form, awaiting approval, and approved.  The vacation balance on that screen will display remaining vacation hours accrued to date, LESS the hours approved.
• The vacation balance on your payslip reflects ACTUAL vacation remaining; this does not take into account planned absences.

Why does my Sick / Vacation bank show negative hours when I haven't taken all my allotted vacation?

• These balances are reflective of planned absences submitted within the system, and are not reflective of actual balances.  As you accrue vacation, the balances in the Absence module will adjust accordingly.  Actual sick and vacation balances can be found on your payslip.

What are the three types of Absence requests?

There are three types of absence requests. 

1. Standard Absence Request:
   • This is the typical absence request, such as a planned vacation.
   • An absence can be as short as a half day, or as long as a maternity leave ((ANDREA, Are mat leaves submitted through absence module or the leaves module that has not been deployed?))
   • A standard absence request is received more than 10 business days before the absence on/before the start date of the absence.
   • An employee will submit this request through the Absence module
2. Unforeseen Absence Request: 
   • This is the non-standard absence request, such as a sick day or a sudden Friday off. 
   • An unforeseen absence request is received less than 10 business days before the start date of the absence.
   • An employee will submit this request through the Absence module
   • The employee's supervisor will have to notify Payroll, if the absence request is approved. 
3. Retroactive Absence Request: 
   • This is a request for an absence where the start date of the absence is before the submission date of the request.
   • The Absence Module does not support retroactive absence requests. You must email a Payroll Officer

Why can't I see different types of leaves, such as compassionate care, when I try to submit an absence request?

• Andrea - I need you to QA this one.
• Kate's draft - The following list of absences are required to be submitted through HR, with no change to the current process:
  • Compassionate Leave
  • Sabbaticals Leave
  • Long Term Disability Leave
  • Compassionate Leave
  • Maternity Leave
  • LIST THEM ALL OUT
• A future release of BusinessWorld in the Autumn of 2020 will cover these extended Leaves forms, as there are extra considerations for these leaves. These leaves will not be accepted in the Absence module.

What if I currently submit bi-weekly absence reports? Will these still be required?

• Employees currently submitting absence reports (i.e. non-timesheet driven employees) will no longer be required to do so.
  1. Planned absences (i.e. on/before the date of occurrence, minimum 10 days prior to pay run deadline) will be submitted via Absence module.
  2. Unplanned absences (including sick days) recorded after the fact will be submitted to Payroll by way of email.
• Employees who currently submit timesheets will continue to do so, and will need to include absences taken.

As a Supervisor, how will I know if employees are exceeding their balances/will have enough vacation accrued to cover the request before the date occurs?

• Supervisors and employees requiring assistance with calculating vacation accrual may contact the appropriate Payroll Officer.
• Supervisors may generate a Manager Report - Employee Vacation and Leave Balances for their area within U4BW. 

As a Supervisor, will I have an opportunity to preview the absence reporting process for employees so that I can support and prepare them?

• "How To" documents outlining the process are available for Supervisor review on Go.Selkirk.  These documents will be made available to employees upon release of the Absence Module.
• Our team is preparing brief training videos demonstrating the absence reporting process from both employee (submission) and supervisor (approve/reject) perspective for each union group. The Supervisor videos will also address/preview:
  • Assigning a substitute
  • People Planner
• Modified versions will be shared to Go.Selkirk for employee review with next week's communication.