How to Log an Open Ended Sick Record
Learn how to log an open ended sick record for an employee
Niamh Muldowney avatar
Written by Niamh Muldowney
Updated over a week ago

In this article, you will learn:

  • What is an Open Ended Sick Record

  • Logging an Open Ended Sick Record

  • Closing an Open Ended Sick Record

  • Open Sick Record and Timecards

  • Reporting on Open Ended Sick Records

Please note: This is is part of the Time Off Management in our HR Management Suite. If you would like to add this feature to your package, please contact your Bizimply Account Manager.

What is an Open Ended Sick Record

An Open Ended Sick Record is a sickness record logged where the date that an employee will return to work from sick leave is not known yet. The sick record can still be logged as 'Open' and an end date can be filled in by the manager once it is known.

Logging an Open Ended Sick Record

  1. Sign into bizimply.com

  2. Go to the 'Employees' tab

  3. Click into the employee profile you need to log a sick day or days for

  4. Go to the 'Time Off' tab

  5. Click the blue 'Add Time Off' button

  6. Select 'Sick' in Select Type dropdown

  7. Select a type of sickness. More sick type options can be added in Time Off Settings.

  8. Select the start date and leave the end date blank until known

  9. Select where it is Paid or Unpaid

  10. Add a 'Manager Response'

  11. Attach a file if necessary such as Sick Cert form.

  12. Mark if you want to display it on the schedule

  13. Mark if you want to display it on the employee's timecard (We always recommend marking yes)

  14. Press 'Approve & Save'

  15. Select if you would like to notify employee about their time off. If yes, they will receive an email that their sick leave has been logged with the start date and no end date.

This Open Ended Sick Record will display in the 'Records' section of the employee's time off tab with the end date listed as 'Open' until an end date has been added. The total hours on the right populate at end of day time (based on company settings) until the end date is filled and will display in red.

Closing an Open Ended Sick Record

  1. Sign into bizimply.com

  2. Go to the 'Employees' tab

  3. Click into the relevant employee profile

  4. Go to the 'Time Off' tab

  5. Click into the open sickness record

  6. Click the orange 'Edit Record' button at bottom

  7. Select an 'Ending On' date

  8. Click save at the bottom

Please note: If the 'Ending On' date is before the current date you are filling it in on, the extra days that were populated between the two dates will be removed from the record, schedule and timecards.

Cannot edit due to Locked Timecards

A lock icon will display if any of the record dates with an approved timecards. This will prevent you setting an 'Ending On' date or editing dates inputted until the timecard is unapproved.

Follow the steps below to resolve this:

  1. Click on the lock icon to direct you to the approved timecard

  2. Unapprove the timecard

  3. Go back to the employee's sick record

  4. Enter in the 'Ending On' date

  5. Click save at the bottom

  6. Reapprove the timecard

Open Sick Record and Timecards

When you have marked 'Yes' to display the sickness record on the timecards, all days populated on the open sick record will also display on the timecard.

If an open ended record runs over a week that has already been approved then records will automatically go on the timecard as unpaid. In order to change to paid, it is necessary to unapprove the timecard and change the type on time time off record manually on each day.

If a paid sick record is still marked as 'Open' when you approve the timecard for those dates, a pop up will appear to warn you. Please ensure that paid and unpaid sick days are input correctly in the employee's time off tab before approving the timecard. Alternatively you can approve the timecard and overwrite this if needed.

Reporting on Open Ended Sick Records

Open Ended Sick Records which have not yet had an end date applied will appear on the Employee Time Off report and the Employee Sickness reports with the End Date set to 'OPEN' and the Hours or Days column showing the running total.

The Open Ended Sick Record will be included in the Bradford Factor Report once you close the record.

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