快活林性息

The Absence Management Business Process Guide for Timekeepers covers the overall Absence Management business process used by Timekeepers in manager self-service.听It describes the pages and fields used to enter, review and manage 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;听Employee,听Timekeeper,听Manager, and听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� 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鈥檚 Absence is deleted by an Approver or Timekeeper.
• When an employee鈥檚 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 鈥榬eview鈥� process is optional and may be performed as part of the Approver鈥檚 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 Absences entered in the current period. If the employee does not have sufficient balances to cover the usage, an error is generated indicating that the absence entered exceeds the available balance. Employees are not allowed to use more time than available.

2. Absences that Generate Message to the Employee: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 additional information 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 needed. If the employee does not enter a comment 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.

Timekeepers review Absences entered by employees for accuracy and manage absence activities by reviewing and auditing the 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. The review process is optional and may be performed as part of the Approver鈥檚 approval step. Employees are automatically notified via email when a Timekeeper marks their transaction as incorrect. Timekeepers may enter Absences for employees who are not self-reporters and for those who cannot enter their own Absences. Employees who are self-reporters will receive an email notification when absences are entered for them.

Timekeeper Review 鈥� Overview of the 鈥淭imekeeper Absence Review鈥� Page

The 鈥淭imekeeper Absence Review鈥� page (if used) is to validate Absences entered by employees. Once employees鈥� entries have been reviewed, the Timekeeper can update the Absence status to 鈥淩eviewed鈥� for entries that are ready to be approved by the Manager/Approver. Timekeepers may also update transactions to a status of 鈥淣eeds Correction鈥� and include a comment for the employee. This generates an email notification to the employee with the details of the Absence that needs correction.

Columns Displayed on the Timekeeper Absence Review

1. Select 鈥� Use the check box to select the employee(s)
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, the current month, and one 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.

1. Name听鈥� Employee鈥檚 name
2. Status听鈥� Employee鈥檚 employment status
3. Dept ID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:听The list of employees may be sorted by clicking any column name on the page.

To access the absence entry page, go to 快活林性息 portal > HR > Time & Attendance > Administration > Time Management.

Select the 鈥� Timekeeper Review Absences鈥� link.

Note:听Select the 鈥淐lick for Instructions鈥� link to view instructions for the page.

1. Click the 鈥淪elect鈥� box next to the employee鈥檚 name to select one or multiple employees.
2. Click the 鈥淪elect All鈥� button at the bottom of the page to select all employees in the list.
3. Click the 鈥淒eselect All鈥� button to clear all of the selected employees.
4. Click the 鈥淐ontinue鈥� button to proceed to display Absence entries pending review for the selected employee(s).

The selected employees鈥� absence transactions will display for review. To view Comments entered by the employee, select the 鈥淓ntry Comments鈥� link. This link is only available for transactions that contain corresponding comments. Employee鈥檚 comments cannot be modified by the Timekeeper.

Update the 鈥淩eview Status鈥� to 鈥淩eviewed鈥� if the transaction is correct. If the transaction is not correct, select 鈥淣eeds Corr鈥� for Needs Correction.

Note:听Absence transactions that are marked 鈥淣eeds Correction鈥� will automatically trigger an email to the person who entered the absence, use the 鈥淎dd Comment鈥� link to include applicable comments and click 鈥淪ubmit鈥�.

Use the 鈥淎dd Comment鈥� hyperlinks to add a comment. This comment will be included in the email notification to the person who entered the transaction.

Enter a comment and click 鈥淪ave Comments鈥�.

Click OK to accept the entry.

An email notification is sent to the employee with the Timekeeper鈥檚 comments.

The Timekeeper Absence Entry page is used to enter Absences for employees who are not self-reporters and on an employee鈥檚 behalf in the event the employee cannot enter the absence.听The Timekeeper Absence Entry page includes all of the same functionality and validation as the employee entry page (Refer to the Business Process Guide for Self-Reporters section 3.1 and 3.2 for details) and the following additional functionality.

1. Timekeeper entries are automatically updated to an Absence Status of 鈥淩eviewed鈥� upon submission.

2. Timekeepers may delete Absence entries that are in 鈥淪ubmitted鈥� or 鈥淩eviewed鈥� status.

3. Timekeepers 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� hyperlinks.

To access the absence entry page, go to 快活林性息 portal > HR > Time & Attendance > Administration > Time Management.

The columns displayed are the same as the 鈥淭imekeeper Absence Review鈥� page. The list of employees may be sorted by clicking any column header.

The 鈥淩eport and View Employee Absences鈥� page will display.听The functionality on the Timekeeper entry page is the same as the functionality on the employee entry page, with exceptions noted above. Refer to the Business Process Guide for Self-Reporters for details.

Timekeepers and Approvers have access to Absence Management reports based on the security structure defined for them within the Absence Management system.
In addition to the validations that occur at the time of entry in Absence Management Self Service, it is recommended that Absence Management activities are validated by the Timekeeper as part of their review process.

Reports:

1. Excess Plus/Minus-Negative听- This report shows employees who are on non-standard work schedules and have negative Excess Plus/Minus balances.
2. Excess Plus/Minus-Positive听- This report shows employees who are on non-standard work schedules and have positive Excess Plus/Minus balances.
3. Excessive Hours in a Single Day听鈥� This report shows employees who reported more hours than their schedule.
4. No Time Reported听鈥� This report identifies Absence Management 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.

Note:听All reports can be run online or via the batch process and downloaded to Excel for more detailed analysis.

To access the reports,听go to 快活林性息 Portal, select HR > Time & Attendance > Absence Management Reports.

Enter a Run Control ID and click the 鈥淪earch鈥� button. To add a run control, select 鈥淎dd a New Value鈥�. NOTE: Create only one Run Control (e.g. 鈥淩EPORT鈥�) and reuse the same Run Control every time you access this page.

Run an Individual Report:

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

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The report results will display online. 听The default display is the 鈥淎bsence Info鈥� tab on the report output.

Click the 鈥淓mployee Info鈥� tab to see additional employee information.

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听Run Reports in Batch Mode

Reports can also be run in batch mode. This process creates a CSV file 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 desired reports or use the 鈥淪elect All鈥� link to select all of the reports in the section. Click the 鈥淪ubmit鈥� button to run the report(s) via the batch process.

Allow the process to run for a few seconds then click the 鈥淩efresh鈥� button to get the latest status. The process is complete once the Run Status shows SUCCESS and Distribution Status shows POSTED. When the process is complete, select 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.

Select "Actions" and then "View Log/Trace" link.

Locate the output file (csv extension) to view the report.

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The report contains both employee information and absence details.

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

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

Timekeeper Balance Inquiry Page

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). 鈥淎ctive鈥� will select all employees who are on active pay status (e.g. an employee who is on leave with pay).

To access the balance inquiry page, go to 快活林性息 Portal > HR > Time & Attendance > Administration > Time Management > Timekeeper Balance Inquiry.

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.
Information is separated into three different tabs.

• Absence Balances.听This tab contains information about the accrual dated and balances for sick, vacation, and personal holiday.
• 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.
• 鈥淕raduated Vacation Chart鈥�. This chart includes 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.

Click the 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:

• 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.
• 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.