Absence reporting and payroll applications

Myhrtoolkit has no specific Payroll functions, though it has reports which may appear to help in the management of external Payroll applications. This page focuses on the role of Absence Reporting.

When myhrtoolkit records absence it is only registered once the employee returns to work, and is recorded as the first day of absence with the number of days absent. Actual sick days are not allocated, as the system does not know an employee’s work pattern and cannot make assumptions.

This may have implications for certain payroll systems, depending on their configuration.

For example if an employee is absent for 13 working days and part of the absence falls into 1 pay period and the rest into another the absence would not register for deductions to be made out of pay period 1, in some cases dependent upon when the cut-off date for payroll is, it wouldn’t show up in period 2 either. An example scenario may help to explain.

Scenario

Payroll cut off 18th of each month

Employee Absence is from 16th of month 1 to the 2nd of month 2

13 working days total absence

Mon Tue Wed Thu Fri Mon Tue Wed Thu Fri Mon Tue Wed Thu Fri Mon Tue Wed Thu Fri
14th 15th 16th 17th 18th 21st 22nd 23rd 24th 25th 28th 29th 30th 1st 2nd 3rd 47th 5th 6th 7th
Pay period 1 Pay Period 2
Month 1 Month 2

For payroll purposes one would need to be able to report that 3 days of absence came from period 1 and 10 days came from period 2, but the reporting run on the 18th for period 1 would show zero days and the report you would run for period 2 would show zero as the whole 13 days would be allocated to the 16th within month 1.

Taking this into account, we would advise caution when applying absence reports to payroll generation.