The following checklist provides a range of audits and tasks that need to be completed by either campus users or CHRS Operations at some point within the calendar year.
Campus Recommended Audits
Query: CSU_AM_VACATION_FORFEITURE – This query captures employees whose vacation balances are over the year-end maximum. Query results for this audit are only available for the December absence cycle; and after the December calendar has been opened.
During the December absence cycle, a vacation end of year adjustment is generated for all employees with balances above the year-end maximum. As vacation entries are reported, approved, and processed through the system throughout the month, the forfeiture adjustment amount will be automatically recalculated or removed if the employee’s balance drops below the maximum.
For employees who are authorized to carry over vacation overages into the subsequent year, allow the system to process the normal forfeiture in December and post a balance adjustment the following January – against the January calendar period -- to reinstate the approved carryover amount. Note that these authorizations must be approved by the appropriate administrator prior to be being processed in the Absence Management system.
ALERT: When posting vacation adjustments in 2025 for 2024, please consider whether the employee in question had any forfeitures that may need to be reevaluated. Consideration should also be made regarding catastrophic leave donations and impact to leave balances.
Query: CSU_AM_CFA_VACATION_40HRS -- This query captures CFA employees who have been employed for one full year* and have not taken at least 40 hours of vacation in the current calendar year.
CFA bargaining contract states, “After one (1) full year of employment, a faculty unit employee shall take at least forty (40) hours of vacation each calendar year. Any part of the forty (40) hours not taken during the calendar year shall be forfeited as of January 1 of the subsequent year.”
*This audit specifically extracts a list of CFA employees who have not taken any vacation time or have not taken the full 40 hours of vacation during the calendar year. Brand new hires who have not had one full calendar year of employment are excluded from the list. All other employees are included and will require campus review and action. For instance, campuses are expected to review the list and verify if the 40-hour requirement applies to employees who have had job and/or employment changes during the year (e.g. change from AY to 12-month appointment mid-year, leave of absence, short work break, termination and subsequent rehire, etc.). For reference purposes, employment and job entry dates are included in the query output based on data in the system.
After the list of employees have been reviewed and the number of vacation hours to be decremented confirmed, post an absence adjustment to reduce the employees’ vacation balance by the amount that is less than 40.
EXAMPLE: John Doe used 32 hours of vacation in 2024. Payroll will need to post a -8 hours of vacation to deduct time from the employee’s vacation balance (32 hours taken + 8 hours adjusted = 40 hours used).
Vacation adjustments (CSU VACAE code) should be posted against the December AM calendar and before the December cycle is closed. Include the reason for the adjustment in the Note Text field; in this case enter “40-hour forfeit adjustment for calendar year 2024.”
Review year-end Excess Plus/Minus balances using delivered CSU Absence Management Multi Reports*. All Excess Plus/Minus reconciliations must be processed before the December AM cycle is closed. Processing 2024 adjustments after the December cycle will impact the new year’s excess plus/minus balances in 2025; it is critical to post current year Excess Plus/Minus adjustments against the new year’s AM cycles.
NOTE: Due to known Excess Plus/Minus calculation issues in CHRS 9.2 related to mid-period schedule changes, campus must review and calculate Excess Plus/Minus manually for any employees who are on alternate schedules and have had mid-period schedule changes during the year, including those who were hired or rehired mid-month.
Run the CSU Absence Management – Multi Report to review both Excess Negative and Excess Positive balances.
Excess Plus/Minus – Negative
For employees in this list, post a positive a CSU EPMAE adjustment to zero out the employees’ Excess balance and post a negative adjustment for the same amount to deduct from the leave type the employee elected to use to offset their Excess Negative balance. In some cases, it may be necessary to use multiple leave types to offset the negative balance if the employee does not have sufficient time to use from a single leave account.Excess Plus/Minus – Positive
For employees in this list, post a negative CSU EPMAE adjustment to zero out their Excess balance and initiate payment in PIMS for that amount.All absence adjustments related to year-end Excess Plus/Minus reconciliation that are posted to (1) CSU EPMAE – Excess Plus Minus Entitlement) and (2) leave offsets (using vacation, CTO, or other available leave balances), must include the following note in the Subject (12/31/2024) and Note Text (Offset excess minus balance at year-end 2024.).
Review Technical Letter HR/SALARY 2024-25 “Table of Workdays” Reconciliation Requirement and prepare the Excess Plus/Deficit Reconciliation Report for the Chancellor’s Office – Due by February of each year.
Query: CSU_AM_PH_USAGE_BAL_AUDIT – This audit captures employees who have not used their personal holiday or have invalid balances (negative balance or more than one Personal Holiday day*).
Personal Holiday (PH) that are not used by December 31 will be automatically forfeited. This holiday cannot be carried forward into the new year so all balance adjustments, if there are any, for the current year must be posted before the December cycle is closed.
*There are two known system issues related to personal holiday in CHRS. This requires campuses to review and manually cleanup invalid PH scenarios.
CASE #1: Employee has a PH Balance that is more than one (1) day (e.g. employee received an additional PH entitlement during the year either due to AM Eligibility Group change, rehire transactions, or other reasons). For these employees, process a negative one (-1) PH absence adjustment to reduce the employees’ balance to the correct amount.
CASE #2: Employee has a PH Balance that is less than one day (i.e. their balance in the negative due to excess usage or over adjustment). Review the employee’s usage and/or payments and process the necessary adjustments to reconcile their PH balance.
Campus Required Setup
Campuses are ONLY responsible for Academic Periods.
Campuses are ONLY responsible for their Academic Calendars and should setup all 12 months.
Campus Required ServiceNow Tickets
Campuses are responsible for submitting a ServiceNow ticket, to have their Academic Calendars included in the Calendar Group- Processing setup, once they have completed setting up their Academic Calendar setup.
CHRS Operations will be responsible for setting up the Calendar Groups for each month within a full year, and will automatically insert a Pay Group row for MST, POS, STU.
When submitting a ServiceNow ticket:
Type: Request
Category: CMS-CHRS
Subcategory: Absence Management
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Ticket Short Description:
In the ticket short description, indicate that your campus needs to have Academic Paygroup added to the Processing Calendar group (example: FULACD Processing Calendar Group Setup)
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Description:
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Indicate that an attachment is provided with the information that needs to be added.
You should be providing a total of 12
The Calendar ID is Year then Month (example: 2024-01)
Navigation: Set Up HCM > Product Related > Global Payroll and Absence Mgmt > Framework > Calendars > Calendar Groups
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Attachments:
Include an attachment with all the details of what your campus needs to be setup. The attachment should look similar to the example below.
| Pay Group | Calendar ID |
|---|---|
Campuses are responsible for submitting a ServiceNow ticket, to have their Academic Calendars included in the Calendar Group- Forecasting setup, once they have completed setting up their Academic Calendar setup.
CHRS Operations will be responsible for setting up the Calendar Groups for each month within a full year, and will automatically insert a Pay Group row for MST, POS, STU.
When submitting a ServiceNow ticket:
Type: Request
Category: CMS-CHRS
Subcategory: Absence Management
-
Ticket Short Description:
In the ticket short description, indicate that your campus needs to have Academic Paygroup added to the Processing Calendar group (example: FULACD Forecasting Calendar Group Setup)
-
Description:
-
Indicate that an attachment is provided with the information that needs to be added.
You should be providing a total of 12
The Calendar ID is Year then Month (example: 2024-01)
Navigation: Set Up HCM > Product Related > Global Payroll and Absence Mgmt > Framework > Calendars > Calendar Groups
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Attachments:
Include an attachment with all the details of what your campus needs to be setup. The attachment should look similar to the example below.
| Pay Group | Calendar ID |
|---|---|
CHRS Operations Setup
Job Aid- Pending
The Forecasting Calendar Group must be setup first before the Processing Calendar Group can be done.
You are done. Great job!
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