Certificate of Attendance Filing Policies

In this article, we will discuss each policy when filing a Certificate of Attendance in Sprout HR. This would help you configure the best policies that can be applied when employees are filing their COA.

Here are the filing policies of COA and possible errors you may encounter when enabling/disabling each policy: 

1. Enable Certificate of Attendance

• This enables the company to use the Certificate of Attendance application
• COA may still appear in My Requests/My Stuff if enabled via Access Level (Navigation Access), but if this policy is disabled, the system will prompt an error:
  
  
  
  

2. Tracking of Days Filing

• This sets the basis of the counting days from a COA application whether it's Working Days or Calendar Days count
• Working Days exclude Rest Days, Holidays, and Working Rest Days and Working Holidays; Calendar Days include Rest Days and Holidays

3. Late Filing Days

• This sets the number of days when an employee can apply for a Certificate of Attendance application after its exact schedule. Employees can either file anytime or set a number of days they can file later than the actual date of their COA

Sample: Late Filing: 2 days
Employees can only file their COA 2 days after the actual date of their missing logs. If the policy is not met, an error below will appear when filing COA: 

• When filing for a long date range, the system would detect right away which dates will not fall within the advance filing policy based on the current date.
• If the policy is disabled, the employees are not allowed to file their COA earlier than the current date: 

4. Advanced Filing Days

• This sets the number of days when an employee can apply for a Certificate of Attendance before its exact schedule. Employees can either file anytime or set a number of days they can file in advance

Sample: Advance Filing: 2 days
Employees can only file their COA 2 days before the actual date of their missing logs. If the employee tries to file a day before the actual date of his missing logs, this error will occur: 

• When filing for a long date range, the system would detect right away which dates will not fall within the advance filing policy based on the current date.
• If the policy is disabled, the employees are not allowed to file their COA later than the current date: 

• If both Late and Advance filing policies are disabled, this error would occur if filing for any dates other than the current date: 

5. Maximum Logs of COA

• This sets the maximum logs of COA per application. This is based on calendar days regardless if  Working Day is enabled in the Tracking of Days policy
• The employee can select multiple dates and log modes based on the number of Maximum Logs they can file. If not met, the COA application will prompt an error. See the sample below:

Sample: Maximum logs that can be filed: 5

6. Minimum Logs of COA

• This sets the minimum logs of COA per application. This is based on calendar days regardless if Working Day is enabled in the Tracking of Days policy
• The employee is restricted from filing for COA based on the minimum days required. If filing less than the minimum logs, COA will prompt an error. 

Sample: Minimum logs that can be filed: 3

Changing any policy has no additional cost! Should you wish to change any policies,  feel free to submit a Change Request Form.

Just take note that any changes in the filing policy would take effect at the time of request and moving forward (Date Tagging: Company Policy)

Feel free to reach out to us, Experts, if you have any questions about each policy!