In PeopleXD, the system allows you to record overlapping absences, but this can cause calculation errors—especially when one of the absences is open-ended.
Best Practice
DO | DON’T |
Only allow overlapping absences if both have end dates | Avoid overlapping an open-ended absence with other absences |
Delete future-dated absences if an employee goes onto an open-ended absence | Don’t leave absences in place that occur after the start date of an open-ended absence |
Example Scenario
An employee goes onto long-term sick leave (open-ended) starting 20-OCT-2022.
What you should do:
Situation | Action Required |
Employee has booked leave for 10-DEC-2022 | Delete the 10-DEC-2022 absence |
Employee returns to work on 01-DEC-2022 | Close the open-ended absence by entering 01-DEC-2022 as the end date |
Employee still wants the 10-DEC-2022 leave | Re-add the leave after the open-ended absence has been closed. This can be done by the Manager, HR/Admin, or via Leave Request (if possible) |
Why This Matters
If you leave overlapping absences where one is open-ended, you may face:
Incorrect absence calculations
Reporting errors
Issues with entitlements and payroll
Summary of Key Rules
Rule | Reason |
Never overlap an open-ended absence with another absence | Prevents system errors |
Delete any absences after the open-ended absence start date | Keeps records clean and calculations correct |
Add back the future leave only after closing the open-ended absence | Ensures accurate data |