快活林性息

The Absence Management Business Process Guide for Approvers covers the overall Absence Management business process used by Managers/Approvers in manager self service.听It describes the pages and fields used to enter, approve, and manage Absences in the Absence Management module.

Definitions

Process Prerequisites / Assumptions

Diagram Definitions:

1. Current Period听鈥� The current period, based on the open Absence Management calendar
2. Prior Period听鈥� Absences can be entered up to three periods previous to the current period
3. Future Period听鈥� Absences can be entered for one future period (not depicted in diagram).
4. Auto-Notification听鈥� Email notifications are automatically sent to employees who are self reporters:

• when an Absence is entered on behalf of the employee

• when an employee Absence is deleted by a Manager or a Timekeeper

• when an employee Absence is marked as 鈥淣eeds Correction鈥�

Each of the functions in the Absence Management process is accomplished using a specific 鈥渞ole鈥�:

1. Timekeeper Role

2. Manager Role

3. Employee Role

4. Payroll/Central Administrative Unit Role

The function of the roles and the recommended Absence Management overall business process, depicted in the previous diagram, is as follows:

1. Employees:听On a monthly basis, employees are responsible for absence reporting, including confirmation, if applicable, that no absences were taken. Employees can enter, review, and submit their Absences in self service for the current, prior, or future period. Employees can delete Absences when they are in the status of 鈥淪ubmitted鈥� or 鈥淣eeds Correction鈥�. Employees who are self reporters are notified via email when absences are marked 鈥淣eeds Correction鈥� and when Absences are entered on their behalf by a Timekeeper or Approver.

2. Timekeepers:听Timekeepers review Absences entered by employees for accuracy and manage absence activities by reviewing and auditing absence transactions. Timekeepers may use the Timekeeper Absence Review page to mark Absence transactions with the appropriate review status to indicate whether the transaction is correct or require further action. Employees are automatically notified via email when a Timekeeper marks their transaction as incorrect. The 鈥榬eview鈥� process is optional and may be performed as part of the Approver鈥檚 review and approval step. Timekeepers may enter Absences for employees who are not self reporters and for those who cannot enter their own Absences. Timekeeper initiated absence transactions will generate email notifications to employees who are self reporters.

3. Managers/Approvers:听Managers/Approvers review and approve absences for their employees. Managers may also enter Absences on an employee鈥檚 behalf in the event that the employee or Timekeeper is unable to enter the Absence(s). Absences entered by Approvers are automatically submitted with an approved status. Manager initiated absence transactions will generate email notifications to employees who are self reporters.

4. Payroll/Central Administrative Unit听generates Absence Management self service notifications to their campus populations, enters Catastrophic Donations, runs the prior period process, enters adjustments, executes and finalizes the Absence Management calculation, and audits all Absences.

The following depicts the roles and functions in Absence Management and the pages within the Absence Management system used to accomplish each task.

The following types of absence validations occur on the absence entry page.

1. Absences with Balance Validation:听The balance validation checks the current Absence transaction against the most recent finalized Absence balance and any pending Absence transactions entered in the 鈥榓llowable鈥� period. This includes any late absences enter for the three previous months, the current month, and one future month. If the employee does not have sufficient balances to cover the usage, an error will generate indicating that the absence entered exceeds the available balance. Employees are not allowed to use more time than available.

2. Absences that Generate Online Messages:听Absence transactions that require additional documentation to be submitted by the employee will trigger an online message specifying that documentation is required.

3. Absences that Require Comments:听Certain Absence transactions require supporting information to be entered at the time of submission. If the transaction requires such information, the 鈥淎dd Comments鈥� link will appear in red to indicate that a comment is required. If a comment is not entered with the transaction, an error will generate indicating that the absence entered requires an entry in the "Comments" field.

The table below lists Absence elements delivered in Self Service and the validations, notifications, and rules associated with each. The availability of each element is based on the employee鈥檚 Absence Management eligibility group. Eligibility groups are based on the collective bargaining agreements.

Managers/Approvers review and approve absences for their employees.

They may also enter Absences on an employee鈥檚 behalf in the event that the employee or Timekeeper is unable to enter the Absence(s). Absences entered by Approvers are automatically submitted with an approved status. Employees who are self reporters will receive an email notification when the Manager/Approver enters absences on their behalf.

Approve Absences 鈥� Overview of the 鈥淎pprove Reported Absences鈥� page

The 鈥淎pprove Reported Absences鈥� page is used to validate and approve Absence transactions entered by Self Reporters and Timekeepers. Timekeepers may assist Approvers in the review process by reviewing and validating the absence transactions and marking them 鈥淩eviewed鈥� or 鈥淣eeds Correction鈥�.

Approvers may also update Absence entries that require correction using the 鈥淣eeds Correction鈥� status and including a comment explaining the issue. This is the same functionality used by Timekeepers and will generate an email notification to the person who entered the transaction.

Columns displayed on the 鈥淎pprove Reported Absences鈥� page

1. Select听鈥� Use the check box to select employee(s) for review
2. Emplid听鈥� Employee ID
3. Empl Rcd听鈥� Employee record number
4. Current Period Absence听鈥� The status of absence entries for the employee. 鈥淐urrent鈥� means the entire allowable entry period (three prior months, current month, and future month).

• Appr听鈥� All reported absences for this employee have been approved
• Sub听鈥� Absences have been submitted and require approval
• None听鈥揘o absences have been reported for this individual

1. Name听鈥� Employee鈥檚 name
2. Status听鈥� Employee鈥檚 HR status
3. DeptID听鈥� Employee鈥檚 department number
4. Dept Name听鈥� Employee鈥檚 department name
5. Job Code听鈥� Employee鈥檚 job code
6. Job Title听鈥� Employee鈥檚 job title
7. Full/Part-time听鈥� Employee鈥檚 employment status (full-time or part-time) Note: The list of employees may be sorted by clicking any column name on the page.

Note:听The list of employees may be sorted by clicking any column name on the page.

To access the absence entry page:

1. Log into the 快活林性息 portal.

2. Locate and click on the HR dropdown menu.

3. Select Time & Attendance.

4. Click on the "Approve Absences" link.

听

听The Approve Reported Absences page will appear.

1. Click the 鈥�Select鈥� box next to the employee鈥檚 name to select the employee(s) or click on the 鈥淪elect All鈥� button to select all employees in the list.

2. Click the 鈥�Deselect All鈥� button to clear all of the selected employees (as applicable)

3. Click 鈥�Continue鈥� on the bottom of the page to display Absence entries awaiting approval.

4. Validate all transactions and any corresponding comments in the Entry Comments column. Mark any transactions that are not correct by updating the 鈥�Review Status鈥� field to 鈥�Needs Corrections鈥�, enter a note in the 鈥�Add Comment鈥� field to explain the issue. Continue to review all transactions and update the 鈥�Review Status鈥� field as appropriate. It is not necessary to use the 鈥�Review Status鈥� field to mark each transaction as 鈥�Reviewed鈥� before the transaction can be approved.

5. Click the 鈥�Approve鈥� checkbox to approve individual transactions or click 鈥�Select All鈥� to select all acceptable Absences for approval.

6. Click 鈥�Submit鈥� to approve all transactions that are correct.

Note:听Transactions with a review status of 鈥�Needs Correction鈥� will not be selected for approval with the 鈥�Select All鈥� function.

7. Click OK to confirm the approval.

8. If there are additional Absences awaiting approval, the approval page will appear. If all Absences have been approved, the confirmation page will indicate that all Absences have been approved and the summary employee list will appear.

9. Absence transactions that are marked 鈥�Needs Correction鈥� will automatically trigger an email to the person who entered the absence. 听Use the 鈥�Add Comment鈥� link to include any additional information and click 鈥�Submit鈥�.

SAMPLE EMAIL

The 鈥�Manager Absence Entry鈥� page includes all of the functionality/validation as the employee entry page, plus the following additional functionality.

1. Approver听initiated absence transactions are automatically updated to a status of 鈥淎pproved鈥� when time is submitted.

2. Approvers听may delete Absence entries with 鈥淪ubmitted鈥�, 鈥淩eviewed鈥�, 鈥淎pproved鈥�, or 鈥淚n Process鈥� statuses.

3. Approvers听may navigate through their employee list by using the 鈥淣ext Employee in List鈥�, 鈥淧revious Employee in List鈥�, and 鈥淩eturn to Employee List鈥� links.

4. To access the Manager Absence Entry page:

   • Log into the 快活林性息 portal.

   • Locate and click on the HR dropdown menu.

   • Select Time & Attendance.

   • Under Administration, Click on the "Enter and View Employee Absences" link.

The Manager Absence Entry page will appear.

• The columns displayed are the same as the 鈥�Approve Reported Absences鈥� page. Select employees by using the "Emplid" hyperlink in the first column.

• Once an employee is selected, the 鈥�Report and View Employee Absences鈥� page will appear.

Note:听The employee list may be sorted by clicking any column name.

The 鈥淢anager Absence Entry鈥� page has the same functionality as the employee entry page, except for the additional hyperlinks at the bottom of the page to navigate to 鈥淩eturn to Employee List鈥�, 鈥淧revious Employee in List鈥� and 鈥淣ext Employee in List鈥�.

Once an absence is submitted, an email notification will be sent to the employee.

Managers have access to Absence Management reports based on the security structure defined for them within the Absence Management system.

It is recommended that Absence Management activities are validated by the Manager as part of their review using these reports.

1. Excess Plus/Minus-Negative听- This report provides a listing of employees who are on non-standard work schedules who have positive balances for Excess Plus/Minus.

2. Excess Plus/Minus-Positive听- This report provides a listing of employees who are on non-standard work schedules who have negative balances for Excess Plus/Minus.

3. Excessive Hours in a Single Day听鈥� This report provides a listing of employees who reported more hours than their schedule.

4. No Time Reported听鈥� This report identifies absence eligible employees who have not reported any time away from work and have not reported 鈥淣o Time Taken鈥�.

5. Reported Absences听鈥� This report shows a listing of all reported absences by employee.

6. Reported Absences Not Approved听鈥� This report identifies reported absences that have not been approved.

All reports can be run individually online or as a group and downloaded to Excel for more detailed analysis.

To access the Absence Management Reports:

• Log into the听快活林性息 portal.

• Locate and click on the听HR dropdown menu.

• Select听Time & Attendance.

• Click on the听"Absence Management Reports"听link.

听

1. Enter a Run Control ID and click 鈥�Search鈥�. To add a run control, select 鈥�Add a New Value鈥�.

NOTE:听Create only one Run Control听(e.g. 鈥淩EPORT鈥�) and reuse the same Run Control every time you access this page.

2. The report Run Control Page is displayed. Approvers have access to various reports for Absence Management.

Run an Individual Report

1. To run an individual report, enter the search criteria, and click the report name.

听2.听The report results will display online. The default display is to first tab 鈥淎bsence Info鈥�.

听3.听Select the 鈥淓mployee Info鈥� tab to see additional employee information.

Run Reports in Batch Mode

Reports can also be run in 鈥榖atch mode鈥� and can include multiple reports. These reports create CSV file(s) which can then be downloaded to Excel or other programs for review.

Batch reporting is recommended for reports that return large data sets. Click the checkbox next to the report(s) or click 鈥淪elect All鈥� select all of the reports in the list. After populating the report selection, click 鈥淪ubmit鈥� to run the reports.

1. Allow the process to run for a few seconds then click the 鈥淩efresh鈥� button to get the latest status.

2. The process is complete once the Run Status shows SUCCESS and Distribution Status shows POSTED.

3. Once the process is complete, click the 鈥淒etails鈥� link.

Note:听Depending on the volume of data being retrieved and the number of jobs in queue, the process may take several minutes to finish.

The table below outlines the criteria used to determine an employee鈥檚 Absence Management pay group.

The 鈥淢anager Balance Inquiry鈥� page is used to view employee absence balances. Information about the functionality is detailed below.

Search Page:

1. Department:听Department number.
2. Emplid:听Employee ID
3. Empl Rcd#:听Employee Record number.
4. Name:听Employee Name. Note: This is a 鈥渨ild鈥� search. Enter a full name selection (e.g. Smith) to retrieve all employees鈥� whose name has the word 鈥淪mith鈥� in it.
5. Pay Group:听This is the Absence Management Pay Group for which the employee belongs. Refer to the 鈥淎bsence Management Pay Group Determination鈥� section of this guide for reference.
6. Union Code:听Bargaining Union Code
7. Payroll Status:听Employee鈥檚 current employment status.
8. HR Status:听Employee鈥檚 current employment status by category (Active or Inactive).

Enter the selection criteria on the search page and click SEARCH.

Display of Employee Data:

The employee鈥檚 name is displayed on top of the page. 听Information is separated into three different tabs.

1. Absence Balances.听This tab contains information about the accrual dated and balances for sick, vacation, and personal holiday.
2. Compensatory Time.听This tab contains compensatory time balances (e.g. CTO, Excess, Holiday Credit, Holiday CTO, Additional Day Off, etc.).
3. State Service for Absence.听This tab contains state service balances.

The 鈥�Graduated Vacation Chart鈥� to view a summary of accrual rates and maximums by bargaining and administrative units.

View Details:

The Details link provides the connection to the employee鈥檚 current absence activities and absence history

听

Click the听听icon under 鈥淒etails鈥� to retrieve the history page.
Note that several tabs will appear across the top. Select the tab that contains the information needed. Select 鈥淎ll Absence Balances鈥� to view all absence types.

Explanation of Fields:

1. Period ID:听The calendar period for the row of information that is displayed. Balances as of Date: The 鈥渁s of鈥� date for the information displayed.
2. Previous听Balance.听The ending balance from the previous finalized payroll period.
3. Earned.听Hours earned for the absence type.
4. Taken.听Hours used for the absence type.
5. Adjusted.听Hours adjusted for the absence type.
6. Catastrophic Donated.听Hours donated to another employee for the absence type.
7. Balance.听Ending balance.