Absence Managment

7/30/2019 Absence Managment

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Absence Management:End-to-End Business Process Review

Apri l 2008

Office of Human ResourcesMaking a Positive Difference Every Day

Quality, Service, Education


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Review the business process surrounding Absence

Management

System has been live for 9 months, maturing product and

process, things are evolving

Part of ongoing exchange with campus constituents to refine

best practices

Beginning of ongoing training and support activities which will

include:

Targeted function presentations

Hands-on practice labs

Online reference materials

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IntroductionAbsence Management


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To understand the big picture and impact to users

To review and become familiar with the entire AbsenceManagement process

To understand the various roles and functionalities

within the process

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Objectives


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Agenda

Background

Roles & Timelines

Process Flow

Pay Groups

Schedules

Absence

Requests/Entries

Portal links

Self Reporting

Timekeeping

Partial Days

Absence Management

Absence Management Processing Components

Absence Status

Approval

Balances

Absence Reports

Alternate Schedules

Excess Plus/Minus


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Absence Management is the SOLAR HR module that

tracks all absence-related activities and maintains the

corresponding balances.

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BackgroundAbsence Management


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Past

All Time and Labor and Leave Accounting activitieswere entered in one combined module

Present

Oracle/PeopleSoft created Absence Management

Per Chancellors directive, all campuses implementing Absence

Management within next year

Future

Northridge campus focus group engaged to provide feedback andguide future improvements

Within the next year there will be a new reality Time and Labor

and Absence Management will be merged to one reporting screen

New training and materials are evolving with your input

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BackgroundAbsence Management


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Time and Labor

Regular payable time

(hourly intermittent,

Student employees) Overtime

Shift differential

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BackgroundAbsence Management vs. Time and Labor

Absence Management

EARNED and TAKEN

Vacation, Sick, etc.

Compensatory Time

Other time away from

the office (not accrued)

Jury Duty

Military leave

Maternity/Paternity

Docked time

etc.

Absence Management


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Absence Management

Background

Roles & Timelines

Process Flow

Pay Groups Schedules

Absence

Requests/Entries

Portal links Self Reporting

Timekeeping

Partial Days


Absence Status

Approval

Balances

Absence Reports Alternate Schedules

Excess Plus/Minus

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Self Reporter

Reports time on their own behalf through Absence Management

Approver

Approves online requests/entries made by Self Reporters

Monitors department activity through use of reports

Timekeeper

Reports time on behalf of authorized departments from approved

Absence Request forms

Uses Absence Reports on a regular basis to Ensure accuracy of reported absences

Perform audits

Works with Payroll to resolve absence-related issues

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Absence Management

Roles


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Terminology Human Resources/Employee synonymous with Self Service

Human Resources/Manager synonymous with Manager Self

Service

Self Service refers to the actions or views an individual

employee can access on their own behalf

Manager Self Service refers to the actions or views a

Timekeeper/Approver can take on behalf of another

employee

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Absence Management

Roles


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University Payroll Calendar found online at:http://www-admn.csun.edu/ohrs/payroll/paycal/payroll_calendar.doc

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TimelinesAbsence Management
http://www-admn.csun.edu/ohrs/payroll/paycal/payroll_calendar.dochttp://www-admn.csun.edu/ohrs/payroll/paycal/payroll_calendar.dochttp://www-admn.csun.edu/ohrs/payroll/paycal/payroll_calendar.dochttp://www-admn.csun.edu/ohrs/payroll/paycal/payroll_calendar.doc


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The University Payroll Calendar includes Absence Management

timelines with use of symbols:

Monthly Time Entry Deadline falls on or about the 3rd of the

month following the pay period.

# Monthly Approval Deadline falls on or about the 5th of the

month following the pay period.

Monthly Posting of Leave Accruals falls on or about the 8th ofthe month following the pay period.

Balances for the various categories of paid time off are updated and

posted online for the PREVIOUS pay period.

Balances are accessed through Absence Balance and Department

Absence Balance pages.


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Absences can be entered and/or approved for future periods

Balances will not be reduced until the appropriate pay period

Waiting until deadlines to enter or approve creates higher demand

on system resources, which in turn sometimes slows down theapplication

Last minute activities sometimes result in rushed entries and

increased errors

Hint: weekly activity minimizes system performance

issues around deadlines, helps to increase accuracy &

efficiency


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Absence Management

Background

Roles & Timelines

Process Flow

Pay Groups

Schedules

Absence

Requests/Entries

Portal links

Self Reporting

Timekeeping

Partial Days


Absence Status

Approval

Balances

Absence Reports

Alternate Schedules

Excess Plus/Minus


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Process Flow

Process Overview

does NOT include

all absence-related

activities (e.g.leaves of absence,

terminations, etc.)

Absence Management


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Process FlowQuick Flow Self Reporter

Absence Management

Employee entersabsence

Approver actions

Absence reportscapture activity

AbsenceManagement

updates balances

Absence-eligibleEmployee

Hired/changed

Pay Group

assigned


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Absence Management

Process FlowQuick Flow Timekeeper

Employeesubmits approvedAbsence Report

Timekeeperenters

Absence reportscapture activity

AbsenceManagement

updates balances

Absence-eligibleEmployee

Hired/changed

Pay Group

assigned


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Absence Management

Background

Roles & Timelines

Process Flow

Pay Groups Schedules

Absence

Requests/Entries


Timekeeping

Partial Days


Absence Status

Approval

Balances

Absence Reports Alternate Schedules

Excess Plus/Minus


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Absence Management

Eligible employees are assigned to a group during the hire

process

Groups reflect the variety of employment conditions

Salaried, non-salaried

Exempt, non-exempt

Bargaining, non-bargaining

Multiple jobs could mean multiple pay groups Employee accrues per job

Total bucket can accrue no more than 100%

Pay GroupsFunction: drives accruals, absence types


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A Pay Group is the key that filters the appropriate

absence types to be seen by individuals in the Absence

Request page

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Pay GroupsAbsence Management

This individualis exempt

This individual

is non-exempt


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1800-Casual Workers 7171-Notetakers

Rehired Annuitants (all)

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Student Assistants (all) Non-Employees (0051)

Immediate Pays (excludingSummer Faculty)

Employment groups ineligible for absences

(no Pay Group assigned because no leave is accrued)

Absence Management

Pay Groups


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Absence Management

Background

Roles & Timelines

Process Flow

Pay Groups

Schedules

Absence

Requests/Entries


Timekeeping

Partial Days


Absence Status

Approval

Balances

Absence Reports

Alternate Schedules

Excess Plus/Minus


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Employees are automatically associated with the default

standard schedule, Monday through Friday, 8 hours per day

Schedules can be viewed by Timekeepers and Approvers

through the portal linkAssign Work Schedules

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SchedulesAbsence Management


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Assign Work Schedule displays schedule information

Effective date

Description

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SchedulesAbsence Management

Employee Name 000000000


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Absence Management

Background

Roles & Timelines

Process Flow

Pay Groups

Schedules

Absence

Requests/Entries

Portal links

Self Reporting

Timekeeping

Partial Days


Absence Status

Approval

Balances

Absence Reports

Alternate Schedules

Excess Plus/Minus

Ab M


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In system terms, anAbsence Requestis:

An entry for a future planned absence, OR

An entry after the absence is taken within the current pay

period

Request Absence is the entry page used to request or

report time taken by both Self Reporters or

Timekeepers

Absence RequestsAbsence Management

Ab M t


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Background

Roles & Timelines

Process flow

Pay Groups

Schedules

Absence

Requests/Entries

Portal links

Self Reporting

Timekeeping

Partial Days


Absence Status

Approval

Balances

Absence Reports

Alternate Schedules

Excess Plus/Minus

Absence Management

Ab M t


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Portal links are available to add to yourmyNorthridge

homepage for direct access to a variety of pages inthe SOLAR HR application

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Absence Requests Portal linksAbsence Management

Ab M t


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Absence Requests Portal linksAbsence Management

To personalize your page, on the myNorthridge homepage orStaff tab, click on Personalize

Ab M t


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Click in the boxes next toHuman Resources/Manager and

Human Resources/Employee

Remember to click Save

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Absence Management

Absence Requests Portal links

Absence Management


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Absence Management

Pagelets will now appear on yourmyNorthridge homepage

(default at the bottom unless you have arranged the

pagelets), reflecting links appropriate to your access


Absence Management


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myNorthridge Home link or Staff tab link allows a return

to the portal home page without having to exit and sign

back in for each change of activity

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Absence Management


Absence Management


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Background

Roles & Timelines

Process flow

Pay Groups

Schedules

Absence

Requests/Entries

Portal links

Self Reporting

Timekeeping

Partial Days


Absence Status

Approval

Balances

Absence Reports

Alternate Schedules

Excess Plus/Minus

Absence Management

Absence Management


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Choose the link for desired action

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Absence Management

Absence Requests Self Reporting

Absence Management


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Absence Requests Self ReportingAbsence Management

Required information indicated by asterisks includes: Start Date

Absence Name

Employee Name Optional

Absence Management


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View Monthly Schedule displays a calendar view reflecting

work schedule, planned absences and holidays for aparticular month (not pay period).

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Absence Management

Employee Name000000000


Absence Management


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Absence Name will open other fields and display information

as appropriate

Example: opening vacation or other types that have a balance,

the corresponding balance will display (as of the last accrual

processing)

Full days of use require the Partial Days indicator be left atNone (exceptions to be discussed later in presentation)

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Absence Management


Absence Management


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End Date or Duration Enter an End Date (same date for one day) OR

Enter Duration

Click Calculate End Date or Duration and the field

not entered will populate, based on schedule

Absence Management


Absence Management


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Entering durations of hours that are not whole days based on

the individuals schedule will result in a warning message:

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Absence Management


Absences that include partial days

(non-exempt employees only) should

be reported separately from the full

days.

Absence Management


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Absence Requests Self ReportingAbsence Management

The activity for partial versus full days would look like this:

Absence Management


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A Self-reporter can enter comments that the Approverwill see to specify additional detail about the absence

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20th high school reunion


Absence Management


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Save for Later or Submit

Save for Later can not be seen by Approver in the approval

page

Submit puts the absence in queue to be approved; it can still

be changed by visiting the Request History page and clicking

on edit button

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Absence Management


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New cancellation feature, available as of 4/3/2008

SUBMITTED, PUSH BACK orDENIED status Self Reporter can cancel the entry and submit a new

request for the same or another date

A Timekeeper cannot take action on behalf of the Self-Reporter

for this entry

APPROVED status An Approver can cancel the entry, and the Self Reporter OR

Timekeeper can re-enter same or another date

a Timekeeper CAN cancel the entry, but the date can only be

re-used for a different absence type

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Absence Requests Self Reportingg

Absence Management


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Background

Roles & Timelines

Process Flow

Pay Groups

Schedules

Absence

Requests/Entries

Portal links

Self Reporting

Timekeeping

Partial Days


Absence Status

Approval

Balances

Absence Reports

Alternate Schedules

Excess Plus/Minus

g

Absence Management


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Differences between Timekeeping and Self-Reporting:

Selection of employee from group

Automatic approval

Access to Absence Reports (also known as Multi-Reports)

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Absence Requests Timekeepingg

Absence Management


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Select Group ID

Select employee

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g

Absence Requests Timekeeping

Absence Management


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Timekeepers enter in the same Request Absence pageas Self-Reporters

Clicking results in approved entry

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Absence Requests Timekeepingg

Employee Name

Absence Management


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Background

Roles & Timelines

Process Flow

Pay Groups

Schedules

Absence

Requests/Entries

Portal links

Self Reporting

Timekeeping

Partial Days


Absence Status

Approval

Balances

Absence Reports

Alternate Schedules

Excess Plus/Minus

Absence Management


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In general The Partial Days field is used to report time that is less than an

employees normal workday for non-exempt employees

Exempt employees are not to report partial day usage

There are EXCEPTIONS to this rule, with regard to specialabsence types

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Absence Requests Partial Days

Absence Management


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Absence Requests Partial Days Special absence types requiring use of the Partial Days

indicator are:

Alternate Day Off Earned (ADO), expiring and non-

expiring

Compensatory Time Off (CTO) Earned, Premium andStraight Rate

Holiday Compensatory Time Off Earned

Holiday Credit Earned

Dock TAKE

Absence Management


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For these special absence types, use of the Partial Daysindicator as All Days is required even when reporting full

days:

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ADO Expiring Earn

ADO Non Expiry Earnings CTO Premium Earn

CTO Straight Earn

Holiday CTO Earn

Holiday Credit Earn Dock Take

All entries for HOURLY employees require the use of the

Partial Days indicator to be set at All Days.

(Definition and rules of usage for all absence types included in the Absence

Management User Guide)

Absence Management


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Options to use are None and All Days

None is defaulted and left as is when time reported is for fulldays of regular absence type categories

All Days is chosen when time reported is for partial days OR

the special absence types

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Absence Management


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All Days Hours:

Example entry: sick leave being expended for a part-time

employee with no schedule

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Range of dates

All Days literally counts ALL

days; what will happen is the

system will count that number

of hours times however many

days reflected in the reported

range, including weekends

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Example: CTO EARN entry (earned on a non-workday)

The Duration field should be left blank. The Duration fieldwill remain blank even after clicking the Calculate end Date

or Duration button.

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Saturday

Absence Management


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Example: CTO EARN entry (beginning and ending on

non-workdays) If the Duration field is entered, the system will populate the

End Date with the employees next scheduled workday

upon clicking the Calculate End Date or Duration or upon

submitting the absence.

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Saturday

Monday

Absence Management


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Example: CTO EARN entry (on a workday)

The Duration field automatically populates after clicking theCalculate End Date or Duration button.

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Monday

Absence Management


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Background

Roles & Timelines

Process Flow

Pay Groups

Schedules

Absence

Requests/Entries

Portal links

Self Reporting

Timekeeping

Partial Days


Absence Status

Approval

Balances

Absence Reports

Alternate Schedules

Excess Plus/Minus

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Absence Management


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The status of an absence request can be reviewed on

the Absence Request History page

Portal pagelet link: View My Absence Request Hist

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Absence Status

Employee Name Note Vacationtake 4/25 -

4/28, 16

hours

calculated

reflecting

charges for

Friday and

Monday

according to

employees

schedule

Absence Management


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Absence Status types include:

Saved

Submitted

Approved

Push Back

Denied

Cancelled

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Absence Status

Absence Management


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An absence in a changeable status is indicated by ayellow Edit button

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Absence Status

Employee Name

Absence Management


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Absence Status

New cancellation feature, available as of 4/3/2008

Self Reporter entered absences

Self Reporter can cancel BEFORE approved

Approver should cancel AFTER approved

Timekeeper entered absences

Timekeeper can cancel the entry and submit a new

absence for the same or another date

Cancellation Feature Summary Chart available in theAbsence Management User Guide

Ab SAbsence Management


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Absence Status

Absences with a yellow Edit button are able to be changed

or cancelled depending on scenario

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Background Roles & Timelines

Process Flow

Pay Groups

Schedules

Absence

Requests/Entries

Portal links

Self Reporting

Timekeeping

Partial Days


Absence Status Approval

Balances

Absence Reports

Alternate Schedules

Excess Plus/Minus

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A lAbsence Management


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Click on portal link in Human Resources/Manager

pagelet

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Approvals

Approver Name

Approver page displays, showing all

requests awaiting approval

A l

Absence Management


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Three ways to approve To approve ALL employees in list, review summary data on page and

use Select All button

To approve only SPECIFIC employees, click on the box to the left of

the employees names and click Approve Selected

Drill down to detail display for each individual employee by clicking on

employee name and choose action on the detail screen

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Approvals

Name, Employee 000000000

A lAbsence Management


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Clicking on an employees name will display the

Request Details page Approver action can

be taken on this page

Approvals

Employee Name

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Absence Management


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Process Flow

Pay Groups

Schedules

Absence

Requests/Entries

Portal links

Self Reporting

Timekeeping

Partial Days



Balances

Absence Reports

Alternate Schedules

Excess Plus/Minus

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B lAbsence Management


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Absence types that accrue have ongoing balances

These balances can be viewed from the link in the

portal pagelet.

View My Absence Balances reflects activity as of July 2007

View My Absence Balance Hist reflects activity PRIOR to July

2007

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Balances



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Balances are shown on three different tabs Absence Balances for Vacation, Sick, Personal Holiday

Compensatory Time

State Service

Balances

000000000 Employee Name

Employee Name

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The i in the blue circle indicates a link to additional usage

information

Balances

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On the details page, current month activities can be

viewed in the section labeled Absence Activity SinceLast Processed Date (last daily processing or payroll

adjustment)

Balances

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Timekeepers and Approvers have access to employeeleave balances within their department groups

The search screen allows access to whole departments

by department ID, or by individual employee byEmployee ID number

Balances

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Absence Management


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Process Flow

Pay Groups

Schedules

Absence

Requests/Entries

Portal links

Self Reporting

Timekeeping

Partial Days



Balances

Absence Reports

Alternate Schedules

Excess Plus/Minus

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Absence ReportsAbsence Management


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Absence Reports are available to all Timekeepers and

Approvers to review and audit absence data for their

departments.

Access is availablethrough the Manager

portal pagelet

Absence Reports

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Reports are available by criteria selection

Absence Reports

A specific report is chosen

from the blue underlined

report options below the

search screen:

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Absence Reports R t d AbAbsence Management


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Two tabs include Employee information, and Absence

information. Clicking on this symbol will expand

the display to show contents of both tabs.

Absence Reports Reported Absences

Last Name, First

00000000Last Name, First

Last Name, First00000000

00000000

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Absence Reports R t d AbAbsence Management


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Use of the partial days indicator should be matched with

partial hours

Absence Reports Reported Absences

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Absence Reports N ti B lAbsence Management


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The Negative Balance report helps identify employees who

may have reported against insufficient leave balances Absence Management allows negative balances, even

through campus policy is not to allow borrowing againstfuture accruals

Absence Reports Negative Balance

Employee Name00000000

RECOMMENDED: Run the Negative Balance report WEEKLY during the

course of the pay period to help capture any reported absences for which there

is not enough leave balance to cover the activity

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Report outputs can be downloaded to Excel by clicking

on the grid/red arrow icon on the top banner

Remember to turn off pop-up blocker, or hold down the

control key to allow the new window to open

Other reports are available to help monitor and keeptrack of department activity

Absence Reports

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Absence Management


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Process Flow

Pay Groups

Schedules

Absence

Requests/Entries

Portal links

Self Reporting

Timekeeping

Partial Days



Balances

Absence Reports

Alternate Schedules

Excess Plus/Minus

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Alternate SchedulesAbsence Management


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Absence Management has a schedule maintenance

feature

Updating capability is not yet available to the campus,but the ability to view schedules is available through the

Assign Work Schedules link in the portal

Alternate schedules must be reported via the ActionRequest form for HR update

Alternate Schedules

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Action Request Form (available on the web at: http://www-admn.csun.edu/ohrs/compemp/forms/ActionRequestForm-2007.dot)

In the section marked Miscellaneous, check Change in Work

Schedule and enter the effective date

Be sure to include details of the schedule, such as which days of the

week and how many hours on each day to include

Alternate Schedules

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http://www-admn.csun.edu/ohrs/compemp/forms/ActionRequestForm-2007.dothttp://www-admn.csun.edu/ohrs/compemp/forms/ActionRequestForm-2007.dothttp://www-admn.csun.edu/ohrs/compemp/forms/ActionRequestForm-2007.dothttp://www-admn.csun.edu/ohrs/compemp/forms/ActionRequestForm-2007.dothttp://www-admn.csun.edu/ohrs/compemp/forms/ActionRequestForm-2007.dothttp://www-admn.csun.edu/ohrs/compemp/forms/ActionRequestForm-2007.dothttp://www-admn.csun.edu/ohrs/compemp/forms/ActionRequestForm-2007.dot


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The schedule can be viewed through the Assign Schedules

portal link

Alternate Schedules

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Absence Management


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Process flow

Pay Groups

Schedules

Absence

Requests/Entries

Portal links

Self Reporting

Timekeeping

Partial Days



Balances

Absence Reports

Alternate Schedules

Excess Plus/Minus

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Excess Plus/MinusAbsence Management


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Excess Plus/Minus

Alternate schedules sometimes produce a differentnumber of working hours per month than the standardschedule (plus or minus) and must be tracked for non-exempt employees

Example: February 2008Regular schedule = 176 hrs

4/10 M-Th = 170 hrs

Deficit of 6 hours for thispay period

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Excess Plus/MinusAbsence Management


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Absence Management calculates number of hours over

and under the standard schedule and keeps track

Absence Reports available to all Timekeepers and Approvers

Excess Plus/Minus Positive Hours that will need to be paid out monthly

Excess Plus/Minus Negative Hours that will carry forward until plus hours earned or

calendar year-end reconciliation

Excess Plus/Minus

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Questions?Absence Management


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TheAbsence Management User Guide and a copy of

this presentation will be available online at

http://www-csun.edu/ohrs/solar

Questions?
http://www-csun.edu/ohrs/solarhttp://www-csun.edu/ohrs/solarhttp://www-csun.edu/ohrs/solarhttp://www-csun.edu/ohrs/solar

Absence Managment

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