CHRS Knowledge Base

Submit Absences User Guide

Updated on

Submit Absences

User Guide

Last Revised: 11/16/22

REVISION CONTROL

Document Title: Submit Absences User Guide
Author: Dave Weiler
File Reference: Submit Absences User Guide

Revision History

Revision Date Revised By Summary of Revisions Section(s) Revised
6/21/19 Dave Weiler Initial Draft All

Review / Approval History

Review Date Reviewed By Action (Reviewed, Recommended or Approved)
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Review Date 		Click here to enter
Reviewer 		Click here to enter Reviewed, Recommended or Approved

Page ii

Table of Contents Page

1.0 Process Overview 4

2.0 Process Prerequisites 4

3.0 Process Steps 4

3.1 Employee Submits Absence Using Employee Self Service 4

3.2 Employee Enters No Leave Taken using Self Service 5

3.3 Approver Submits Absence Using Manager Self Service 5

3.4 Approver/Timekeeper Submits an NLT Entry using Manager Self Service 6

3.5 Timekeeper Enters Absence Using Create and Maintain Absence 6

3.6 Employee Views Absence 8

4.0 Process Output 9

5.0 Testing 9

6.0 Appendix 10

6.1 List of Take Types, if they require reasons, if they require eligibility checks, if they require comments, the type of comments, and general uses 10

6.2 List of reason codes and associated take types 10

6.3 10

Page iii

1.0 Process Overview

Absences in CHRS be submitted using the delivered pages. Some absence types (e.g. Vacation) should come in the form of a request (i.e. before the event occurs). Submitting requests prior to the event gives

Employees will always use Employee Self Service to submit absences. Approvers will use Manager Self Service and will automatically have their submissions approved. Timekeepers will use the Create & Maintain Absence page to per

When absences with a balance are submitted (i.e. Sick, Vacation, Personal Holiday), the system will require forecasting. This verifies that there will be a balance available when the event day comes.

Transactions are routed based on the Absence Management configuration located in CHRS. Reference Mod

2.0 Process Prerequisites

  • Employee must be enrolled in Absence Management.
  • Must have appropriate security roles

3.0 Process Steps

3.1 Employee Submits Absence Using Employee Self Service

This process is performed by campus self-service users only. CMS and HRM staff have no part of this process.

  1. Employee authenticates through Campus Portal
  2. Navigates to Time Tile
  3. Navigates to Request Absence
  4. Selects Absence Name from Dropdown – See appendix for list of leave types and uses
    1. Selects Reason code if one is required – See appendix for list of reason codes and uses
  5. Enter Begin Date
  6. Enter End Date – Duration Calculation happens automatically based on work schedule. If work schedule is incorrect, contact approver or timekeeper.
  7. OPTIONAL - Click Partial Days if needed
    1. Select All Days vs Start Day Only – Include definition of “All Days” vs. “Start Day Only” b. Enter Partial Hours

c. Click Done – Duration Recalculates

  1. Click Check Eligibility if present – See appendix for list of takes that require eligibility check. a. Correct any errors displayed.
  2. OPTIONAL – Enter Comments – See appendix for list of takes that require comments.
  3. Click Submit
  4. Confirm submission

3.2 Employee Enters No Leave Taken using Self Service

  1. Employee signs in through campus portal
  2. Click on the “CSU Time” tile
  3. Click on “CSU Report No Leave Taken”
  4. OPTIONAL – If employee has multiple jobs, select the appropriate job from the list.
  5. OPTIONAL – Select the Pay Bgn Dt for the appropriate period. The default will always be the most current unfinalized pay period based on the Pay Calendar for the employee’s paygroup.
  6. OPTIONAL – Select the Pay End Dt for the appropriate period if different than the default. This would only occur for employees who do not work standard SCO pay periods (e.g. ACD employees). This value will default in based on either the pay calendar or a defined non-working period.
  7. Click the “Submit” button. If the button is greyed out, it means that an NLT entry for the period has either already been submitted or does not need to be as defined by non-working periods.

3.3 Employee reviews balances using Balance Inquiry

  1. Employee Authenticates through Campus Portal
  2. Click on the CSU Time tile.
  3. Click on the CSU Employee Balance Inquiry link
  4. Review the balances.
  5. OPTIONAL – Click on the “Detail” link to view balance activity over time.

3.4 Approver Submits Absence Using Manager Self Service

This process is performed by campus self-service users only. CMS and HRM staff have no part of this process.

  1. Approver authenticates through Campus Portal
  2. Click on Team Time Tile
  3. Click on Request Absences
  4. OPTIONAL – Refine search criteria
    1. Click on Search Options
    2. Enter search criteria in to box.
    3. Click Search Button
  5. Select Employee from list
  6. Selects Absence Name from Dropdown – See appendix for list of leave types and uses
    1. Selects Reason code if one is required – See appendix for list of reason codes and uses
  7. Enter Begin Date
  8. Enter End Date – Duration Calculation happens automatically based on work schedule. If work schedule is incorrect, contact approver or timekeeper.
  9. OPTIONAL - Click Partial Days if needed
    1. Select All Days vs Start Day Only – Include definition of “All Days” vs. “Start Day Only” b. Enter Partial Hours

c. Click Done – Duration Recalculates

  1. Click Check Eligibility if present – See appendix for list of takes that require eligibility check.
    1. Correct any errors displayed as a result.
  2. IMPORTANT – Ensure that “Request As” is set to “Employee”. This will ensure auto-approval.
  3. OPTIONAL – Enter Comments - See appendix for list of takes that require comments.
  4. Click Submit
  5. Confirm submission

3.5 Approver/Timekeeper Submits an NLT Entry using Manager Self Service

  1. Approver authenticates through campus portal
  2. Click on the CSU Approve/Request NLT tile
  3. Click on “CSU NLT Entry”
  4. OPTIONAL – Update Pay Begin and End Dates. The Pay Begin and End Dates define the period that NLT is submitted for based on paygroup. The MST Pay Begin and End dates will always default to the most current unfinalized pay period based on the MST Pay Calendar for the selected business unit. The ACD Pay Begin and End Dates will default to blank. If entering NLT for employees in the ACD paygroup, ensure that the appropriate pay begin and end dates are entered.
  5. Click the Search button.
  6. Select the employee or employees to submit NLT for.
  7. Click “Submit”

3.6 Approver Views Absence Balances using Balance Inquiry

  1. Approver Authenticates through Campus Portal
  2. Navigate to Main Menu > Manager Self Service > Time Management > CSU Manager Balance Inquiry
  3. OPTIONAL – Change the As Of Date to review employees who previously reported to the approver.
  4. Select the employee or employees whose balance need to be viewed. The values returned are based on the absence approval structure defined by the campus (i.e. Dynamic Group or Reports-To).
  5. Click “Continue”
  6. Review the employee balances
  7. OPTIONAL – Click the “Details” link to view a single employee’s absence balance activity in more detail.

3.7 Timekeeper Reviews Absence Balances using Balance Inquiry

  1. Approver Authenticates through Campus Portal
  2. Navigate to Main Menu > Manager Self Service > Time Management > CSU Timekeeper Balance Inquiry
  3. Select the employee or employees whose balance need to be viewed. The values returned are based on the row-level security.
  4. Click “Continue”
  5. Review the employee balances
  6. OPTIONAL – Click the “Details” link to view a single employee’s absence balance activity in more detail.

3.8 Timekeeper Enters Absence Using Create and Maintain Absence

This process is performed by campus users only. CMS and HRM staff have no part of this process.

  1. User authenticates through Campus Portal
  2. Navigates to Main Menu > Global Payroll & Absence Mgmt > Payee Data > Maintain Absences > Create and Maintain Absences
  3. OPTIONAL – Create new row is there is not already a blank row. Click “+” to create a new row.
  4. Enters Employee ID
    1. OPTIONAL - Use lookup to identify employee & record.
  5. OPTIONAL – Enter Empl Rcd – Only use if employee has multiple records
  6. OPTIONAL – Update Begin Date – defaults to current date. Change if necessary.
  7. Enter End Date
  8. Select Absence Name from Dropdown
  9. OPTIONAL – Select reason code if required by absence type. See appendix.
  10. OPTIONAL – Use the Partial Days tab to enter partial hours
    1. Click on the Partial Days tab
    2. OPTIONAL – Check the All Days box if all days are to be partial
    3. OPTIONAL – Enter Start Day Hours if All Days box is checked or if you want the start day to have partial hours.
    4. OPTIONAL – Enter End Day Hours if the All Days box is not checked and you want the end day to have partial hours.
  11. Click the Forecast button
    1. Allow the entries to be saved.
  12. Click the Forecast tab – Validate that the Forecast Value is “Eligible”.
    1. If not, check box and delete absence entry.
  13. OPTIONAL – Click on the Comment tab and add comment in to field.
  14. OPTIONAL – Add more requests
    1. Click the “+” button to add another, blank row.
    2. Restart on step 4.
  15. Click the “Submission Options” link
  16. Uncheck the “Override Forecast Eligibility” box
  17. Change the “Submit Option” value to “Use Absence Name Default”
  18. Select the absence requests to be submitted
  19. Click the Submit button.

3.9 Timekeeper Reviews absence using the Timekeeper Review Page

The timekeeper absence review process is a stand-alone process available on an optional basis to campuses. It does not connect with absence management. The review status of an absence event will not affect the ability to for an employee to cancel it or an approver to approve it.

  1. Timekeeper authenticates through campus portal
  2. Click on the CSU Absence TimeKeeper Review tile
  3. OPTIONAL – Enter search criteria. If left blank, the page will return all absences for all employees that the timekeeper has access to which are bounded by the From and Thru dates (+/- 30 days from current date).
  4. Click the Search button
  5. Locate and review the appropriate absence.
  6. Use the “Review Status” dropdown to indicate the reviewed status. “Reviewed” indicates that the absence has been reviewed and can be approved. “Needs Corr” indicates that the absence has been reviewed, but should not be approved; instead, it requires a change before it can be approved.
  7. OPTIONAL – Repeat steps 5 & 6 for all required absences.
  8. Click the “Save” button.

3.10 Approver reviews the reviewal status of absence events.

  1. Approver authenticates through the campus portal.
  2. Navigate to Main Menu > Global Payroll & Absence Mgmt > CSU Absence Mgmt > CSU Absence Approver Review – The page automatically returns all absences submitted within the past year and all future-dated absences to the approver upon loading.
  3. OPTIONAL - Click the “WF Status” header to sort by approval status. This can be used to locate all absences pending approvals more easily.
  4. Check the reviewed status of all pending absences.
  5. Click the “Approval Page” button to be routed to the approvals page where the appropriate action can be taken based on the reviewed status.

3.11 Employee Views Absence

This process is performed by campus self-service users only. CMS and HRM staff have no part of this process.

  1. Employee authenticates through Campus Portal
  2. Click on Time Tile
  3. Click on View Requests
  4. OPTIONAL – Filter the requests
    1. Click on the filter button
    2. Enter a Begin Date
    3. Enter an End Date
    4. Set the Absence type
    5. Set the Status
    6. Click “Done”
  5. Click on the absence request and review the entry.

4.0 Process Output

Where does the data go, what are the next steps?

Reporting info – Data validation steps?

5.0 Testing

Where to find the test scripts for this (UFT)

6.0 Appendix

6.1 List of Take Types, if they require reasons, if they require eligibility checks, if they require comments, the type of comments, and general uses.

6.2 List of reason codes and associated take types

6.3

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