快活林性息

The Absence Management Business Process Guide for Self Reporters covers the overall Absence听Management business process used in employee self service. It describes the pages and fields used to enter听and review Absences in the Absence Management module.

Definitions

The following (optional) icons may be used to draw attention to information in this guide:

Process Prerequisites/Assumptions

The following diagram outlines the overall Absence Management business process for each of the Absence Management roles; Employee, Timekeeper, Manager, and Payroll/Central Administrative Unit.

Diagram Definitions:

1. Current Period听鈥� The current period, based on the open Absence Management calendar.

2. Prior Period听鈥� New absences can be entered for three prior periods.

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鈥焥 Absence is deleted by an Approver or Timekeeper.

• when an employee鈥焥 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. Employee Role

2. Timekeeper Role

3. Manager/Approver 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 鈥瀝eview鈥� process is optional and may be performed as part of the Approver鈥焥 review and approval step.

3. 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 an email notification to employees who are self reporters.

4. Managers/Approvers:听Managers/Approvers review and approve absences for their employees. Managers may also enter Absences on an employee鈥焥 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.

5. 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 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 鈥瀉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.

狈翱罢贰:听The Absence 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鈥焥 Absence Management eligibility group. Eligibility groups are based on the collective bargaining agreements.

ABSENCE TABLE:

听

听

On a monthly basis, employees are responsible for absence reporting, including confirmation, if applicable, that no absences were taken.听The employee can also perform delete and re-entry functions for Absence transactions that require correction. 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.

1. Employee Absence Entry and Review 鈥� Overview of the 鈥淩eport and View Absences鈥� Page

The 鈥�Report and View Absences鈥� page is used to enter and review Absences. The 鈥淩eport and View Absences鈥� page and its functionality are detailed below.

2. Employee 鈥淩eport and View Absences鈥� Page

3. Display of Employee Data -听The employee's data is displayed on top of the page.

The data fields that are displayed include:

• The employee's name, employee ID, employee record number, job title, job code, department name, and department ID.

4. 鈥淐lick for Instructions鈥� Link

• This link displays instructions for the 鈥淩eport and View Absences鈥� page.

5. 鈥淐lick for Detailed Instructions鈥� Link

• This link displays detailed instructions for the 鈥淩eport and View Absences鈥� page. This link becomes visible after selecting the 鈥淐lick for Instructions鈥� link.From鈥澨�

6. 鈥淐lick for Detailed Instructions鈥� Link

The default date range is the current 鈥瀘pen鈥� Absence period. Changing either the 鈥淔rom鈥� or 鈥淭hrough鈥� date automatically updates the range of dates displayed in the 鈥淓xisting Absence Events鈥� grid. The 鈥淔rom鈥� and 鈥淭hrough鈥� dates are also automatically updated when a new Absence event is entered in the 鈥淓nter New Absence Events鈥� section. For example, if the current period is October, and an Absence is entered for the August Absence period, the 鈥淔rom鈥� date will automatically change to the first day in the August period.

7. Existing Absence Events Grid

The 鈥淓xisting Absence Events鈥� grid on the top frame of the 鈥淩eport and View Absences鈥� page displays a list of the employee's Absences based on the 鈥淔rom鈥� and 鈥淭hrough鈥� dates.

1. ABSENCE NAME:听The type of Absence reported

2. BEGIN DATE:听Begin Date of the Absence

3. END DATE:听End date of the Absence

4. ABSENCE DURATION:听Duration of the Absence (in hours or days depending on the type of Absence)

5. UNIT TYPE:听Displays the units for the Absence (hours or days)

6. ABSENCE STATUS:听Statuses displayed are:

• Submitted听鈥� Absence has been submitted by the employee
• 听Reviewed听鈥� Absence has been reviewed by a Timekeeper or Approver
• 听Needs Correction听鈥� Absence has been identified by a Timekeeper or Approver as needing correction
• 听Approved听鈥� Absence has been approved by the Approver.
• 听In Process听鈥� Absence has been approved by the Approver and is being processed through the Absence calculation process.
• 听Resolved听鈥� Prior Period Absence entry has been processed by Payroll.
• 听Finalized听鈥� Absence has been approved by the Approver and processed by the Absence calculation process, changes cannot be made to the Absence.

Last Updated By:听The person who entered the most recent update to the absence transaction.

Enter New Absence Events Grid:听听The default date range is the current 鈥瀘pen鈥� Absence period and the default Absence displayed is 鈥淣o Time Taken鈥�. The Absence begin and end dates are based on the Payroll period begin and end dates.

Timesheet Link:听听The 鈥淭imesheet鈥� link is displayed on the 鈥淩eport and View Absences鈥� page to toggle to the Time & Labor Timesheet 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 "Enter and View Absences" link.

The Report and View Absences page will appear:

Use the 鈥淓nter New Absence Events鈥� section of the absence entry page to enter new absence transactions.听To complete the Absence entry, select the absence type, dates, and enter hours (if applicable) and click the 鈥淐alculate Duration鈥� button to calculate the 鈥淎bsence Duration鈥� for the Absence(s). Verify that the results are correct and click the 鈥淪ubmit鈥� button to certify and complete the submission. Absences are validated by the system upon submission.

1. ABSENCE NAME: 听The 鈥淎bsence Name鈥� field defaults to 鈥淣o Time Taken鈥�. To submit 鈥淣o Time Taken鈥�, verify that the Begin and End Dates reflect the first and last day of the appropriate pay period and submit the transaction. To report absences other than 鈥淣o Time Taken鈥�, select the applicable 鈥淎bsence Name鈥� from the drop-down.

The 鈥淎bsence Name鈥� selection will only include absence elements that are applicable to the employee and available via Self Service. Changing the 鈥淎bsence Name鈥� in the drop-down updates the 鈥淏egin Date鈥� and 鈥淓nd Date鈥� fields to the first day of the current Absence period, displays related balance for the Absence selected and, if applicable, triggers the display of the 鈥淧artial Days鈥� and 鈥淗ours per Day鈥� fields.

2. ABSENCE DATES: 听Absence dates may be changed as needed, with some restrictions. Absences may be entered for the current Absence period, one Absence period in the future, and three consecutive previous Absence periods. For example, if the current period is October, Absences may be entered from the first day of the July Absence period to the last day of the November period.

To enter an absence for one day, use the same date in the Begin Date and End Date fields. To report absences for a range of dates, enter the date range.

3. BALANCE DISPLAY: 听If the Absence has a related balance, i.e. vacation or sick, the balance will displayed.

4. PARTIAL DAYS: 听The Partial Days field is used to indicate an absence duration that is less than a full day. For example, a non-exempt employee is taking two hours of sick time to go to a dentist appointment. If the Absence being reported is for a partial day, select 鈥淧artial Hours鈥� enter the number of hours in the 鈥淗ours per Day鈥� field.

• Hourly Employees:听It is required that Absence entries for hourly employees always utilize the 鈥瀙artial hours鈥� field. Absence transactions for hourly employees factor into the employee鈥焥 qualification for state service, sick, and eligible vacation.
• Exempt Employees:听It is required that Absence entries for exempt employees be entered in full day increments 鈥� exempt employees do not report partial days. Partial days may only be used for certain leave of absence situations. Employees should consult with their department and Human Resources.

5. COMMENTS LINK: 听Use the comment field to enter any applicable comments pertaining to the absence. Certain absence transactions require a comment to be entered, in those cases, the 鈥淎dd Comments鈥� link will be highlighted in red. Click the 鈥淎dd Comments鈥� link to go to the comments entry page and enter the requested comment. After entering the comment, select the 鈥淪ave Comments鈥� button.

6. ADDING & DELETING ROWS: 听Multiple absence transactions can be entered and submitted per session. To add additional rows in the 鈥淓nter New Absence Events鈥� grid, use the + or 鈥� icon as appropriate.

7. SUBMIT AN ABSENCE: 听To complete the Absence entry, use the 鈥淐alculate Duration鈥� button to calculate the 鈥淎bsence Duration鈥� for the Absence entered. Verify the result and select 鈥淪ubmit鈥� to complete the submission.

8. ABSENCE VALIDATION: 听Multiple levels of system validations are executed on the absence entry page. Absences are validated by the system when the Absence is selected from the drop-down, when the duration is calculated, and upon submission.

1. To access the absence entry page:

• Log into the 快活林性息 portal.

• Locate and click on the HR dropdown menu.

• Select Time & Attendance.

• Click on the "Enter and View Absences" link.

2. On the absence entry page, go to the Enter New Absence Event听section:

听3. From the Absence Name field, select the applicable absence type:

4. After selecting an absence type, additional fields will display as applicable. For example, the selection of 鈥淰acation鈥� will display the vacation balance and the 鈥淧artial Days鈥� field.

5.听Enter the absence 鈥淏egin Date鈥� and 鈥淓nd Date鈥� dates. If applicable, select 鈥淧artial Hours鈥� in the 鈥淧artial Days鈥� field to report partial hours. Select the 鈥淐alculate Duration鈥� button and validate the result.

6.听Use the 鈥淎dd Comments鈥� link to enter any comments. The 鈥淎dd Comments鈥� link will be highlighted in red if an absence requires an entry in the comments field.

7.听Click the 鈥淎dd Comments鈥� link to open the comment box. Enter the required information and click the 鈥淪ave Comments鈥� button to return to the entry page.

8.听The comments hyperlink will change from 鈥淎dd Comment鈥� to 鈥淓dit Comments鈥�. Comments may be edited until the Absence is submitted.

9.听Click the 鈥淪ubmit鈥� button to save the transaction. The Absence is validated by the system and the 鈥淪ubmit Confirmation鈥� is displayed. Select the 鈥淥K鈥� button to return to the entry page.

10.听Absence(s) that have been submitted will display in the 鈥淓xisting Absence Events鈥� grid. The initial status of absences submitted by employees will show 鈥淪ubmitted鈥�. Absences that are in a status of 鈥淪ubmitted鈥� or 鈥淣eeds Correction鈥� can be deleted by the employee.

11.听To enter additional absences, use the 鈥�+鈥� icon to add row(s). Multiple absences may be entered and then submitted or the submission may occur for every transaction individually.

12.听Select an Absence Name and complete the remaining fields using the same steps as previously indicated. Use the 鈥�-鈥� icon to delete row(s) that are entered in error but not yet submitted.

听

13. To delete Absences that are in 鈥淪ubmitted鈥� or 鈥淣eeds Correction鈥� status, select the 鈥淭rash鈥� icon next to the Absence to be deleted in the 鈥淓xisting Absence Events鈥� grid.

听

14.听A confirmation will page display the details of the Absence to be deleted. Select 鈥淵es鈥� to confirm the deletion or 鈥淣o鈥� to return to the entry page without deleting the Absence.

听15.听The employee is returned to the entry page to validate the submission.

Email notifications are sent to Self Reporters when Timekeepers or Approvers enter or delete an absence on their behalf. An email is also generated when the employee's transaction is marked 鈥淣eeds Correction鈥�.

SAMPLE EMAILS:

The 鈥淓mployee Balance Inquiry鈥� page is used by employees to view absence balances. Information about functionality is detailed below.

1. To access this page:

• Log into the 快活林性息 portal.

• Locate and click on the HR dropdown menu.

• Select View Absence Balances.

2. The Employee Balance Inquiry page will appear.

3. Display of Employee Data
The employee鈥焥 name is displayed on top of the page. 听Information is separated into three different tabs.

• Absence Balances.听This tab contains sick, vacation, and personal holiday balances as of the last accrual date.
• Compensatory Time.听This tab contains compensatory time balances (e.g. CTO, Excess, Holiday Credit, Holiday CTO, Additional Day Off, etc.).
• State Service for Absence.听This tab contains state service balances.

4. 鈥淕raduated Vacation Chart鈥�. This chart displays a summary of accrual rates and maximums by bargaining and administrative units.

5. View Details:

The Details link provides additional detailed information about current absence activities and absence history.

• Select the icon under 鈥淒etails鈥� to retrieve the details page.

Note that several tabs will appear across the top. Select the tab that contains the information that is needed.

Explanation of Fields:

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