All attendance and absence types in Umoja have an identical process for viewing, creating and modifying records in ECC
View Attendance/Absence Records: Allows the viewing of any absence or attendance record of a given staff member
Create Attendance Record: Allows the creation of any attendance type in ECC. Some attendance types, like CTO Accrual, require records to be entered as individual day entries with updated time fields of the record.
Create Absence Record: Allows creation of any absence type in ECC. Some absence types, like half-day CSL should only be updated by the HR Partner, require records to be entered as individual day entries and the HR Partner will update the time fields of the record.
Modify Attendance/Absence Record: Allows dates or characteristics of a specific attendance or absence leave types to be changed. The system will not allow the changing of the subtype of the attendance/leave.
Use the Create or Modify Attendance procedures below for the following attendance types. Their related subtype is shown below:
INFOTYPE 2002 (Attendances)
| Subtype | Attendance Type | Information |
|---|---|---|
| 1001 | Attendance (WAE) | This is used for When Actually Employed (WAE) entries and must be entered for every day that the WAE staff will be paid (you can use a date range for this entry). Note that staff member needs to be in the 7DAYWAE work schedule (Infotype 0007) for all entries to be paid even if it is a weekend. |
| 1002 | Attendance (Compressed) | This is used to record the “extra” hours that the staff member works on a compressed work schedule (Flexible Work Arrangements). It generates a quota called compressed regular day off which will allow the staff member to request the 10th day off once enough extra hours have been accrued. |
| 1003 | Overtime (1.0) | Overtime with a 1.0 payment factor, used exceptionally. |
| 1004 | Overtime (1.5) | Overtime with a 1.5 payment factor. |
| 1005 | Overtime (2.0) | Overtime with a 2.0 payment factor. |
| 1006 | CTO Accrual | This entry is used to create a compensatory time off quota. The accrual is at straight time. As in the case of attendance (compressed), once enough CTO hours have been accrued, the staff member will be able to charge leave to this quota. |
| 1008 | Telecommuting | To record telecommuting hours/days. |
| 1009 | Stand-by/On call | To record stand-by/on call hours. |
| 1010 | Weekend Premium | For Geneva staff with weekend premium schedule. |
| 1013 | Night Differential | This is to record night differential for staff who do not have automatic night differential based on work schedule. |
| 1014 | No Danger Pay | This entry is used to record the days that a staff member in a danger pay location has been absent from the duty station that triggers the danger pay. If you choose this option, the danger pay for the days you enter will be deducted. |
| 1015 | MSA Override | This entry allows an override of the MSA rate. |
| 1017 | No MSA | This reduces the monthly MSA payment. |
| 1018 | Daily Cnf Lng-Addt’l Days | This is for conference language staff (daily) that work during the weekends. Normally, the conference language staff is paid based on a 5 day/week schedule, but if the staff works on the weekends, this entry needs to be made to allow additional payment. |
| 1019 | CTO Accrual 1.5 | Used to create a compensatory time-off quota. The accrual is at the rate of 1.5 times the hours worked. As in the case of attendance (compressed), once enough CTO hours have been accrued, the staff member will be able to charge leave to this quota. |
| 1020 | CTO Accrual 2.0 | Used to create a compensatory time-off quota. The accrual is at the rate of 2.0 times the hours worked. As in the case of attendance (compressed), once enough CTO hours have been accrued, the staff member will be able to charge leave to this quota. |
| 1021 | Official Bus. – w/Travel | Used for approved official business involving official travel. |
| 1022 | Official Bus. – No Travel | Used for approved official business away from UN premises that does not involve official travel. (e.g., a training session outside the UN premises at the same duty station.) |
| 1023 | Telecommuting COVID-19 | Used to record telecommuting hours/days during the period from 12 October 2020 to 5 July 2021 (Note that the use of the “telecommuting COVID-19” option was discontinued as of 5 July 2021.) |
Use the Create or Modify Absence procedures for the following absence types. Their related subtype is shown below:
INFOTYPE 2001 (Absences)
| Subtype | Absence Type | Quota | Information |
|---|---|---|---|
| 1100 | Annual Leave | Annual Leave | Used to record annual leave. |
| 1101 | Travel Time | Used to record travel time for non-R&R travel (usually for home leave). | |
| 1102 | Maternity Leave | Used to view Maternity Leave taken. To create or modify a Maternity Leave record, refer to the Maternity Leave Section, Procedures, and use Infotype 0080 as documented there. | |
| 1103 | Jury Duty | Used to record jury duty. | |
| 1104 | Floating Holiday | Used to record the selection of optional official holiday from the designated list of approved days for the staff member’s duty station. | |
| 1105 | Regular Day Off | Used to record regular day off. | |
| 1106 | Special Leave w/Full Pay | This entry is used to record absences as a result of approved special leave with full pay. Please refer to the special leave section of this job aid for additional information on how to process this leave request.* | |
| 1107 | Special Leave w/Half Pay | This entry is used to record absences as a result of approved special leave with half pay. Please refer to the special leave section of this job aid for additional information on how to process this leave request.* | |
| 1108 | Special Leave without Pay | This entry is used to record absences as a result of approved special leave without pay. Please refer to the special leave section of this job aid for additional information on how to process this leave request.* | |
| 1109 | Administrative Leave with Pay | This entry is used to record absences as a result of administrative leave with pay. Please refer to the special leave section of this job aid for additional information on how to process this leave request. | |
| 1110 | Suspension without Pay | This entry is used to record absences as a result of the disciplinary measure of suspension without pay. | |
| 1111 | Rest & Recuperation (R&R) | Used to record R&R days. | |
| 1112 | Compressed Reg Day Off | Compressed regular day off | This entry is used to record absences taken on the 10th day of a 9 in 10 compressed work schedule and can only be used if the staff member has accrued the corresponding time under the attendance option Attendance (compressed). |
| 1114 | Annual Leave-Home Leave | Annual Leave/ Home Leave Points | This entry is used to record annual leave as a result of home leave, and it will reduce the home leave points by 24. |
| 1115 | Annual Leave-Family Visit | Annual Leave | Used to record annual leave due to family visit. |
| 1116 | Annual Leave- Reverse EGT | Annual Leave | Used to record annual leave due to reverse Education Grant Travel. |
| 1119 | Certified Sick Leave | Sick Leave with full pay | Used for sick leave with full pay only. |
| 1120 | Uncertified Sick leave | Uncertified sick leave/ Sick Leave with full pay | Used for uncertified sick leave (USL is 7 days per cycle). Also deducts from sick leave with full pay at the same time. |
| 1121 | Sick Leave with Half Pay | Sick Leave w/ half pay | Used for sick leave with half pay. |
| 1122 | Half Sick Leave w/Half Duty | Sick Leave w/ half pay | Used for sick leave with half pay combined with work (for full pay status). |
| 1123 | Half Sick Leave w/Half AL | Sick Leave with half pay/ Annual Leave | Used for sick leave with half pay combined with annual leave (for full pay status). |
| 1124 | CTO Use | Compensatory Time-Off | Used to record CTO use. |
| 1126 | Paternity Leave | Paternity Leave | This entry is used to record absence as a result of paternity leave and will deduct the time against the paternity leave balance. A paternity leave quota needs to be set up prior to choosing this option. Please refer to the paternity leave section of this job aid for additional information on how to process this leave request. |
| 1127 | Adoption Leave | This entry is used to record absences as special leave with full pay, reason adoption.* | |
| 1129 | Administrative Lv w/o Pay | This entry is used to record absences as a result of special leave without pay, reason Administrative Leave. Please refer to the special leave section of this job aid for additional information on how to process this leave request.* | |
| 1130 | Special Leave Partial Pay | This entry is used to record absences as a result of special leave with partial pay. Please refer to the special leave section of this job aid for additional information on how to process this leave request.* | |
| 1131 | Sick Leave – Svc Incurred | This is used when a sick leave is determined to be service incurred and should not be deducted from the sick leave quota. | |
| 1141 | Travel Time for R&R | Used for travel time of R&R. | |
| 1145 | Uncertified SL – Half Pay | Used to record USL when the staff member has exhausted the quota for CSL on full pay. | |
| 1146 | 1/2 AL – 1/2 SLWOP | Used to record a combination of 1/2 day on annual leave with 1/2 day on SLWOP. | |
| 1150 | Conf Lng Unpaid Absence | Used to record absences taken by conference language staff on a daily contract | |
| 1160 | Unauthorized absence | Used to record absences not accounted for by another approved absence type, e.g. annual leave, uncertified sick leave etc. | |
| 1220 | Family Emergency Leave | Uncertified sick leave/ Sick Leave with full pay | Used for uncertified sick leave used for a family emergency (USL is 7 days per cycle). Also deducts from sick leave with full pay at the same time. |
(*) Requires HR Partner to process Personnel Action in ECC
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Last modified:
16 January 2023
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