This checklist outlines the annual audits and tasks that campus administrators and CHRS Operations must complete during December and January.
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.
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 2026. 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) 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 [YYYY].”
Review Excess Plus/Minus (EPM) balances using the delivered CSU_AM_AUDIT_EXCESS_PLUS_MINUS query.
Due to known issues related to Excess Plus/Minus calculations, campuses are not required to reconcile or zero out year-end balances in CHRS 9.2. Recordkeeping remains outside of the system. For calendar year 2026, campuses should continue to use their locally maintained Excess Plus/Minus spreadsheet to reconcile year-end balances.
Review the “Table of Workdays” Reconciliation Requirement in the Technical Letter for the applicable year and prepare the Excess Plus/Deficit Reconciliation Report for the Chancellor’s Office. The report is due each February.
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
Submit Ticket
Campuses are expected to submit a ticket each year prior to the 2nd Friday of January, to have their Academic Period and Calendars built out in CHRS. Open a ticket using template with your campus information based on what should be migrated from each pass through MTP.
When submitting an Optimize Case to CHRS Operations:
- Platform/Product: CHRS 9.2 (Peoplesoft)
- Business Application: Absence Management(CHRS 9.2)
Operational Service: CHRS Production
Ticket Short Description:
- In the ticket short description, indicate that the campus name, the ACD Period/Calendar, and year. (Example: CHI - ACD Period/Calendar 2028)
Description:
The description section should include the following:
Campus Name
Point of Contact for Questions
Attachment Title
Attachments:
Include an attachment with all the details of what your campus needs for the ACD Period/Calendar.
TEMPLATE - ACD_PERIOD_AND_CALENDAR_WORKBOOK.xlsx18.06 KB Download
CHRS Operations Setup
Job Aid- Processing Calendar Group Setup
End of Article
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