Available Absence Days
The HRMS application allows HR agents to manually allocate available vacation days or calculate them based on a formula and allocate them automatically. Information about available vacation days and days off is stored in the Available Absence (hrm_available_absence) table.
The system allows just one Available Absences record per employee. When an employee record is deleted, the related available absences record is deleted automatically.
Access to available absences
| Operation | Role required |
|---|---|
| Create | hrm_agent, admin |
| Read |
|
| Update | hrm_agent, admin |
| Delete | admin |
Create available absences
A related Available Absences record is created automatically when an employee record is created.
To create a record for an employee who does not have available absences yet, complete the following steps:
- In the agent interface, navigate to Human Resource Management → Absences and Vacations → Available Absences.
- Click New in the upper-left corner of the page and fill in the required fields.
- Click Save or Save and exit to apply the changes.
Available Absence form fields
| Field | Mandatory | Description |
|---|---|---|
| Employee | Y | Specify the employee to whom the available absences are allocated. For one employee, there can be only one record. |
| Number of available vacation days | Y | Specify the number of available paid vacation days. The value can be fractional, because days are accrued in parts. If the record is created automatically, the value is calculated based on the date specified in the Effective from field in the employee's record of the HRMS view. If the date in the Effective from field is not set or has not yet come, the Number of available vacation days is 0. |
| Number of available days off | N | Specify the number of available days off that does not exceed the Number of available vacation days. The field is updated only manually: automatic accrual and deduction for it are not performed. If the record is created automatically, the Number of available days off is 0. |
Available Absences accrual and deduction
Available absence days are accrued automatically with the Recalculate Available absence (daily at 02:00AM) script. The script is scheduled to run at 02:00AM every day and processes records whose Next recalculation date has come or passed.
The script is inactive in the "out-of-the-box" package. To enable automatic accrual, open the script record located at {your instance URL}/list/sys_schedule_script and select the Active checkbox.
Accrual conditions
Available absence days are accrued if the following conditions are met simultaneously:
- the value of the Standard vacation duration (Стандартная продолжительность отпуска) regulatory requirement is greater than zero,
- the employee record is active,
- the employee's company Class is Internal,
- the date in the Next recalculation date field has come or passed.
If the Standard vacation duration (Стандартная продолжительность отпуска) regulatory requirement is not set, the script stops and days are not accrued to any employee.
Accrual formula
The available absence days are accrued based on the following formula per recalculation:
Accrued days = Annual vacation quota ÷ 365 × Recalculation period
where:
- Annual vacation quota is the value specified in the Standard vacation duration (Стандартная продолжительность отпуска) regulatory requirement. Default value: 28. If the employee belongs to a category entitled to additional vacation days, the values of the corresponding regulatory requirements are added to the annual quota:
- Extended vacation for employees with disabilities (Увеличенный отпуск для граждан с ОВЗ),
- Extended vacation days for employees in the Far North (Расширенные отпускные дни для работников Крайнего Севера),
- Additional vacation for northern regions (Дополнительный отпуск для северных регионов),
- Preferential vacation for northern territories (Преференциальный отпуск для северных территорий).
- Recalculation period is the value specified in days in the hrm.vacation.recalculation_periodicity system property. Default value: 14.
If the default values are used, the employee receives 28 ÷ 365 × 14 ≈ 1.07 days every two weeks, or 28 days annually. The value is fractional, and the tenths are accumulated in the Number of available vacation days field.
The accrued days are added to the current value in the field, therefore the changes made by the HR agent manually are not overwritten. After accrual, the Next recalculation date field is completed with the date of the script launch with the added recalculation period.
The accrual depends on the Next recalculation date field, not on the schedule, therefore the recalculation is done on different days for different employees. When a record is created, this field is filled with the following value: date of creation + recalculation period. The first recalculation occurs two weeks after the date of creation.
The periods that were missed will not be compensated for: irrespective of how long the script was inactive, the vacation days will be accrued only once, and the next recalculation date will be shifted forward by two weeks from the date of the script launch.
The Number of available days off is not accrued automatically.
Deduction of available absence days
The available absence days are automatically deducted when an employee sends an Absence request of type Vacation or Day off with the On account of paid leave checkbox selected.
The balance of available absence days is recalculated if the dates are changed in a request that was already sent: the previously deducted days are returned, and the new days are deducted.
The current balance of available absence days is displayed in the Absence Schedule.
Unpaid days off are not deducted from available vacation days.
View available absence days
The employees with access to the agent interface can view their own records in My work → My Available Absences.
HR agents and managers can view available absence days for employees in Human Resource Management → Absences and Vacations → Available Absences.