Set up and correct absence claims
An Absence Claim defines the calculation rules for vacation, compensatory time, and public holiday claims, and for the 13th and 14th monthly salary and vacation pay. On the Absence Claim Card page, payroll professionals define claim limits, correction salary types, and reduction logic—during setup and when claim rules change. You check the effect in the payroll run.
Prerequisites
- The relevant salary types (claim and correction salary types) are set up.
- On the Employee Card, the Absence Claim field refers to the correct claim code.
Understand the claim model
Each claim code contains claim tables for different categories:
| Category | Description |
|---|---|
| Vacation | Vacation claim based on years of service and age |
| Compensatory Time | Compensatory time claim |
| Public Holidays | Public holiday claim |
In addition, the claim code controls the 13th/14th monthly salary and vacation pay.
Set up the claim card
Open the Absence Claim Card page and set up the following fields:
| Field | Description |
|---|---|
| Code | Unique claim code. |
| Description | Description of the model. |
| Transition | The point at which a new claim takes effect, such as the start of the year, month, or day, or the end of the month or year. |
| Combination of Limits | Specifies whether the higher value applies when there are multiple limits or whether the values are accumulated. |
| Cutting Correction | Specifies whether the reduction occurs at the event or immediately. |
| Calculation Month Claim | Controls the monthly claim calculation. |
| Rounding Type | Rounds to the nearest value, up, or down. |
| Rounding Precision | Specifies the rounding precision. |
Vacation claim
In the Vacations section, define:
- The claim table with age and years-of-service limits for vacation in hours or days, or the percentage rates for vacation pay.
- Vacation Claim ST: Salary type for the calculated vacation claim in vacation days or vacation hours for employees paid a monthly salary.
- Vacation Claim Corr. ST: Correction salary type for reductions of vacation days or vacation hours for employees paid a monthly salary.
- Vacation Pay: Payment with the balance or immediately.
Compensatory time claim
In the Compensatory Time section, define:
- The claim table for compensatory time.
- Comp. Time Claim ST: Claim salary type.
- Comp. Time Claim Corr. ST: Correction salary type.
Public holiday claim
In the Public Holidays section, define:
- The claim table for public holidays.
- Public Holiday Claim ST: Claim salary type.
- Public Holiday Claim Corr. ST: Correction salary type.
Copy a claim model
Use the Copy Absence Claim report to use an existing model as a template for a new one. This approach avoids duplicate entry for similar employee groups.
Check the correction
Claim corrections (reductions for employment starts and ends, unpaid leave, and so on) are calculated automatically in the payroll run. Check:
- The correction salary type on the employee's payslip.
- The calculated claim compared with the actual balance.
Good to know
- If the correct Absence Claim Code is missing from the Employee Card, vacation and absence balances are calculated incorrectly—employees see too little or too much entitlement.
- If you change Transition, limits, or the reduction point during the year, existing balances shift and the next run differs from the previous year.
- If you manually recreate similar claim groups instead of using Copy Absence Claim, you risk gaps and inconsistent reduction rules.