1. Administrator authenticates through Campus Portal
2. Navigate to Main Menu > Global Payroll & Absence Mgmt > Payee Data > Maintain Absences > Absence

Event

1. Enter Search Criteria
2. Click Search
3. OPTIONAL – Select result from list.
4. Set the From and Through date to reflect the range where the absence is present
5. Click refresh.
6. OPTIONAL – If no blank row is present, click the “+” button on any existing absence row to create a blank row.
7. Enter the absence information (only the elements listed below)
   1. Absence Take
   2. Begin and end date
   3. OPTIONAL - Partial Hours
8. Click the “Details” link to update the following
   1. OPTIONAL - Partial Days
   2. Absence Reason
   3. Manager Approval (under details link) – Entering absences this way will not route the transaction for approval. As such, this must be checked in order for the absence to be processed.
9. Click the “Forecast” button.
   1. IMPORTANT – Review forecasting results and correct any errors. Administrators can submit absence requests even if they fail the forecasting check. There are no alerts on the page other than the forecasting results.
10. Click “Save”

1. Administrator authenticates through Campus Portal
2. Navigate to Main Menu > Global Payroll & Absence Mgmt > Payee Data > Maintain Absences > Absence

Event

1. Enter Search Criteria
2. Click Search
3. OPTIONAL – Select result from list.
4. Set the From and Through date to reflect the range where the absence is present
5. Click refresh.
6. Locate the absence the absence that requires updating.
7. OPTIONAL - Update the absence information (only update the elements listed below) a. Absence Take
   1. Begin and/or end date
   2. Partial Hours
   3. Partial Days (under details link)
   4. Absence Reason (under details link)
   5. Manager Approval (under details link) – Will not re-submit absence for approval. If re-approval is required, follow cancel and submit processes.
8. OPTIONAL – Delete absence request by clicking the “-“ icon. Should only be done under extreme circumstances. Preferred process is EE to cancel request.
9. Click the “Forecast” button.

a. IMPORTANT – Review forecasting results and correct any errors. Administrators can submit absence requests even if they fail the forecasting check. There are no alerts on the page other than the forecasting results.

1. Click “Save”

If an approver is no longer willing or able to approve Absence entries, an administrator can delegate their transaction roles to another approver. The proxy approver will need to first accept the delegation request using the “Approvals” tile. Once accepted, any transactions submitted will be routed to the proxy approver. The original approver will not receive a copy of the transaction.

1. Sign in as an administrator
2. Navigate to Main Menu > Workforce Administration > Self Service Transactions > Approvals and Delegation > Add Delegation Request.
3. Enter the search criteria for the approver that is no longer willing or able to approve Time & Labor Entries (i.e. Original Approver).
4. Click the “Search” button
5. OPTIONAL – If multiple rows are returned, click the appropriate row.
6. OPTIONAL – If there is not an available blank row, click the “+” button to add a delegation row.
7. Enter the date the delegation should start in the “From Date” field.
8. OPTIONAL – Enter the predefined end date in the “To Date” field. Leaving this field blank will tell the system that there is no expected end date and that the delegation will be ended manually by an administrator.
9. Select the Transaction Name of the transaction to be delegated:
   • HGA_SS_MREQ_FLU – Manager Absence Request Fluid – Allows the proxy to submit absences on behalf of the original approver’s employees.
   • HGA_SS_MREQHIST_FLU – Manager Absence History Fluid – Allows the proxy to view absence request history for the original approver’s employees.
   • HGA_SS_MREQCAN_FLU - Manager Abs Cancelation Fluid – Allows the proxy to cancel absences on behalf of the original approver’s employees.
10. Enter the employee ID of the proxy approver.
11. OPTIONAL – If additional transactions are required to be set up, click the “+” button to create a new row, then repeat steps 7-9.
12. Click the “Save” button. Upon saving the delegation request will be sent to the proxy’s approval tile. This process will not automatically re-route pending approvals to the proxy. Follow process 3.4 to re-route pending approvals if needed.

If an approver is unable to unwilling to approve a given transaction, it can be re-routed to a different approver using the transaction routing page. It is best practice to inform the approvers ahead of time that the transactions will be re-routed so that they both know to expect the change.

1. Sign in as an administrator
2. Navigate to Main Menu > Time and Labor > CSU Time and Labor > CSU Transaction Routing
3. Enter the search criteria. When searching for Absence transactions, it is recommended that the approver emplid is entered. It is also recommended that the Begin and End dates be reviewed to ensure that they encompass all transactions that need to be re-routed.
4. Select the transactions that need to be re-routed from the returned list.
5. Select the OPRID of the approver to re-route the transactions to. Use the lookup function if the OPRID is not known. Be aware that if the approver works at multiple campuses, they will have multiple OPRIDs.
6. OPTIONAL – Enter a Comment in to the “Reassign Comment” field.
7. Click the “Reassign Selected” button to reassign the transactions. The transactions will immediately move from the “Approval” tile of the original approver to the “Approval” tile of the new approver.

If an approver no longer requires a transaction to be delegated and the delegation either has no end date or the end date has not arrived, it must be cancelled manually by an administrator.

1. Sign in as an administrator
2. Navigate to Main Menu > Workforce Administration > Self Service Transactions > Approvals and Delegation > Administer Delegation.
3. OPTIONAL – Enter Search criteria. It is recommended that the original approver’s (i.e. not the proxy) emplid is entered in to the “Delegator” field.
4. Click the “Search” button.
5. Select the Delegation transaction (or transactions) to be ended.
6. Click the “Revoke” button. Upon clicking the button, any newly submitted transactions will no longer be routed to the proxy and will instead be routed to the original approver. This process will not automatically re-route already submitted transactions. Follow process 3.4 to re-route pending approvals if needed.

The non-working periods define when employees in given pay groups are not required to enter NLT as they are not working. This configuration affects all employees in the selected pay group at the selected campus. This is typically done for the ACD pay group. If pay non-working periods have already been defined for a given pay group, follow the “Absence Administrator Updates the Non-Working Periods for a Pay Group” process.

1. Sign in as an Absence Administrator
2. Navigate to Main Menu > Set Up HCM > CSU Product Related > CSU Time and Labor Setup > CSU NLT NON-Working Periods
3. Click on the “Add a New Value” tab
4. Enter a Company
5. Enter a Pay Group
6. Click the “Add” button
7. Enter a Begin Date of the non-working period.
8. Enter an End Date of the non-working period.
9. OPTIONAL – Click the “+” sign to create an additional row for a non-working period and enter the Begin & End Date for that period. Repeat this step as needed.
10. Click the “Save” button.

The non-working periods define when employees in given pay groups are not required to enter NLT as they are not working. This configuration affects all employees in the selected pay group at the selected campus. This is typically done for the ACD pay group. If pay non-working periods have not yet been defined for a given pay group, follow the “Absence Administrator creates the Non-Working Periods for a Pay Group” process.

1. Sign in as an Absence Administrator
2. Navigate to Main Menu > Set Up HCM > CSU Product Related > CSU Time and Labor Setup > CSU NLT

NON-Working Periods

1. OPTIONAL - Enter a Company
2. OPTIONAL - Enter a Pay Group
3. Click the “Search” button
4. OPTIONAL – If multiple results are returned, click the appropriate one.
5. Click the “+” sign to create an additional row.
6. Enter a Begin Date of the non-working period into the newly created row.
7. Enter an End Date of the non-working period into the newly created row.
8. Click the “Save” button.

Non-Working Periods can be defined for a specific employee. Keep in mind that if the employee is in a pay group affected by configurations performed in sections 3.3 & 3.4 of this guide, those dates will also apply to the employee’s NLT entries.

1. Sign in as an administrator.
2. Navigate to Main Menu > Workforce Administration > CSU Workforce Admin Process > CSU Date Tracking > CSU Off-Work Dates
3. OPTIONAL – Enter search criteria
4. Click the “Search” button
5. OPTIONAL – If multiple results are returned, select the appropriate value from the list.
6. OPTIONAL – If there are no available blank rows, click the “+” icon to add a row.
7. Enter a Begin Date of the non-working period.
8. Enter an End Date of the non-working period.
9. OPTIONAL – Enter a Comment regarding the period.
10. Click the “Save” button.

If an employee is unable or unwilling to enter No Leave Taken through Self Service, an administrator can enter it on their behalf.

1. Sign in as an Absence Administrator
2. Navigate to Main Menu > Global Payroll & Absence Mgmt > CSU Absence Mgmt > CSU TL NLT Administration
3. OPTIONAL – Select a business unit
4. OPTIONAL – Update the begin and end dates to reflect a search range. By default, the date range will be 30 days prior and 30 days after the current date.
5. Click the “Search” button.
6. Select the row(s) that need to be submitted.
7. Click the “Submit” button.

If an approver is unable or unwilling to approve No Leave Taken through Manager Self Service, an administrator can approve it on their behalf.

1. Sign in as an Absence Administrator
2. Navigate to Main Menu > Global Payroll & Absence Mgmt > CSU Absence Mgmt > CSU TL NLT Administration
3. OPTIONAL – Select a business unit
4. OPTIONAL – Update the begin and end dates to reflect a search range. By default, the date range will be 30 days prior and 30 days after the current date.
5. Click the “Search” button.
6. Select the row(s) that need to be submitted.
7. Click the “Approve” button.

If an NLT entry is not correct (i.e. an absence needs to be submitted), the administrator can mark the entry as “needs correction”.

1. Sign in as an Absence Administrator
2. Navigate to Main Menu > Global Payroll & Absence Mgmt > CSU Absence Mgmt > CSU TL NLT Administration
3. OPTIONAL – Select a business unit
4. OPTIONAL – Update the begin and end dates to reflect a search range. By default, the date range will be 30 days prior and 30 days after the current date.
5. Click the “Search” button.
6. Select the row(s) that need to be submitted.
7. Click the “Needs Correction” button.