Recording Absences

It is a fundamental requirement that all staff absences are recorded within the relevant Workforce Systems to ensure that any pay effecting outcomes are processed through to payment,. i.e. OSP payments for sickness absence, AfC Average payments for annual leave episodes etc.

This page has been created to provide an overview of absence recording in relation to Sickness absence and Annual Leave, and provides useful hints and tips.

DON’T FORGET – IF  SOMEONE IS OFF SICK ON A BANK HOLIDAY THEN ENTITLEMENT TO THAT DAYS’ BANK HOLIDAY LEAVE IS LOST

OVERVIEW

All sickness absence and annual leave must ultimately be recorded within ESR as this system will handle any pay related matters associated with the absences.

The Trust utilises two main workforce systems for absence management; HealthRoster and ESR. Areas should aim to use either one of these systems, but not both. Hybrid approaches using both systems to manage leave will be more resource intensive and it will be significantly more difficult to monitor absences. Absences can be entered directly to either system, however it should be noted that dual input of the same absence information is not required as there is a monthly transfer of data from HealthRoster into ESR which negates the need for dual input.

HEALTHROSTER 

Absence data is transferred to ESR on a monthly basis once shifts and unavailabilites have been finalised.

Finalisation should be completed at the start of the month and should cover the full previous month.

Once finalised, data is transferred to ESR.

The only time when data would need to be dual input to both HealthRoster and ESR would be for historic changes to absence which are more than 1 month in the past and outside the scope of monthly finalisation process.

Queries relating to absences in HealthRoster should be directed to roster.support@liverpoolft.nhs.uk.

ESR

Input of absence data to ESR will be real time and reportable the day after input. There is no requirement for data to be uploaded as it is being input directly to ESR.

Video tutorials detailing how to view or record absences and access notifications (submitted leave requests) within ESR for Supervisor Self Service users are available here, 

Video tutorials detailing how to view employee absence details and submit leave requests within ESR for Employee Self Service users are here, 

Queries relating to absences in ESR should be directed to workforce@liverpoolft.nhs.uk.