AM FAQ

Configuration:

What are campuses responsible for configuring initially in CHRS for AM?

Implementing campuses have an array of tasks to complete. Campuses should refer to the AM Setup Checklist for Implementing Campuses for details.

What are campuses responsible for configuring yearly in CHRS for AM?

Production campuses have an array of tasks to complete. Campuses should refer to the AM Yearly Checklist for details.

To view or modify certain configuration in CHRS for Absence Management, is there specific setup needed for CHRS Operations and a campus administrator?

Yes, users will need the appropriate security roles along with being included in the Global Payroll User Profile setup.

How does an Implementing campus administrator get included in the Global Payroll User Profile?

Submit a ServiceNow ticket at the beginning of each campus pass. When submitting the ServiceNow ticket:

Type: Request
Category: CMS-CHRS
Subcategory: Security- Modification Request
Ticket Short Description:
- In the ticket short description, indicate that the campus name, the Global Payroll User Profile and the Pass this is requested for. (Example: CHI - Global Payroll User Profile- Pass A)
Description:
- The description section should include the following:
  - Database Name (Example: HACHRSIT)
  - User Empl ID and Name

How does an production campus administrator get included in the Global Payroll User Profile?

Submit a ServiceNow ticket with the following details so that CHRS Operations can complete the request:

Type: Request
Category: CMS-CHRS
Subcategory: Security- Modification Request
Ticket Short Description:
- In the ticket short description, indicate that the campus name, the Global Payroll User Profile. (Example: FUL- Global Payroll User Profile)
Description:
- The description section should include the following:
  - Database Name (Example: HCHRPRD)
  - User Empl ID and Name

Delegation

What is a Proxy?

A proxy is the person, an approver has selected to approve on their behalf

On the Administer Delegation page, what does a Delegation Status of "Inactive" mean?

An "Inactive" Delegation Status means that the request has not previously been approved and is not currently an active delegation

On the Administer Delegation page, what does a Delegation Status of "Active" mean?

An "Active" Delegation Status means that the request has been approved and is currently an active delegation.

On the Administer Delegation page, how long will the Delegation Status remain "Active"

The Delegation Status will only be active if the request status is Accepted, and it is within the delegation “From” and “To” dates.

General:

Is there more than one absence management calendar group?

All campuses use the same Calendar Group ID's for MST, POS, STU Pay Groups. But each campus will need to set up their own ACD Pay Group calendars and periods each year.

In CHRS, can retroactive absence be entered for periods that are prior to the campus' move to production (MTP) date (go-live date?

If the absence falls before the go-live date, it should be entered as an adjustment.

How does an adjustment get entered in CHRS?

When entering an adjustment, campuses should refer to the Adjust Absence Job Aid.

Can an approved absence request be canceled?

Yes, as long as the calendar has not yet been finalized.

How should the campus handle split positions in AM?

Employees in multiple jobs will be able to select each job for AM reporting.

Does Request Absence allow for terminated jobs to display?

No, it will only show jobs active as of today's date. Entries required for terminated positions must be entered using either the Create/Maintain Absences page (Timekeeper) or Absence Event page (Administrator).

Email Notifications:

Will managers receive email notifications for all absence request types (e.g. sick, personal holiday, bereavement, etc.)?

Yes

Will employees receive email notifications when absence entries are made on their behalf by either the manager or timekeeper?

Yes

Will approvers receive email notifications when absence entries are made by Timekeepers?

Yes, notifications will only be triggered for absence entries, not timesheet entries.

Will employees receive email notifications when their absence is approved or denied?

Yes

In CHRS can each campus have their own email notification template?

No. The email notifications are standardized.

Are ALL the email notifications in AM standardized?

Yes.

Can a campus request a change to one or more email notifications?

Yes, through a Change Control.

What are some of the standard email templates for an Absence (i.e. Sick, Vacation, Jury Duty, ect.)?

Submitted - Employee

Subject:

Absence Self Service Submitted

Body:

The following Absence Request has been Submitted

Employee Id: %2(Employee Id) - %11(Name)
Department: %3(Department Name)
Job Title: %4(Job Title)
Absence Start Date: %5(Absence Start Date)
Absence Name: %6(Absence Name) - %8(Pin Name) - %9(Pin Description)
Absence End Date: %7(End Date)
Status: %10(Status)
Comments: %12(Comments)

Please login to your HR system to view this transaction.

Approved - Employee

Subject:

This Absence Request has been Approved

Body:

The following Absence Request has been Approved

Employee Id: %2(Employee Id) - %11(Name)
Department: %3(Department Name)
Job Title: %4(Job Title)
Absence Start Date: %5(Absence Start Date)
Absence Name: %6(Absence Name) - %8(Pin Name) - %9(Pin Description)
Absence End Date: %7(End Date)
Status: %10(Status)
Comments: %12(Comments)

Please login to your HR system to view this transaction.

Cancel - Employee

Subject:

Absence Request has been Canceled

Body:

The following Absence Request has been Canceled

Employee Id: %2(Employee Id) - %3(Name)
Department: %4(Department Name)
Job Title: %5(Job Title)
Absence Start Date: %6(Absence Start Date)
Absence Name: %7(Absence Name) - %9(Pin Name) - %10(Pin Description)
Absence End Date: %8(Absence End Date)
Comments: %12(Comments)

Please login to your HR system to view this transaction.

Denied - Employee

Subject:

This Absence Request has been Denied

Body:

The following Absence Request has been Denied

Employee Id: %2(Employee Id) - %11(Name)
Department: %3(Department Name)
Job Title: %4(Job Title)
Absence Start Date: %5(Absence Start Date)
Absence Name: %6(Absence Name) - %8(Pin Name) - %9(Pin Description)
Absence End Date: %7(End Date)
Status: %10(Status)
Comments: %12(Comments)

Please login to your HR system to view this transaction.

Submitted - Approver

Subject:

There is an Absence Request awaiting your approval

Body:

There is an Absence Request awaiting your approval

Employee Id: %2(Employee Id) - %11(Name)
Department: %3(Department Name)
Job Title: %4(Job Title)
Absence Start Date: %5(Absence Start Date)
Absence Name: %6(Absence Name) - %8(Pin Name) - %9(Pin Description)
Absence End Date: %7(End Date)
Status: %10(Status)
Comments: %12(Comments)

Please login to your HR system to view this transaction.

Absence Request Reworked - Approver

Subject:

This Absence Request needs to be reworked

Body:

This Absence Request needs to be reworked

Employee Id: %2(Employee Id) - %11(Name)
Department: %3(Department Name)
Job Title: %4(Job Title)
Absence Start Date: %5(Absence Start Date)
Absence Name: %6(Absence Name) - %8(Pin Name) - %9(Pin Description)
Absence End Date: %7(End Date)
Status: %10(Status)
Comments: %12(Comments)

Please login to your HR system to view this transaction.

What are some of the standard email templates for NLT?

Submitted - Employee

Subject:

NLT No Leave Taken Submitted

Body:

The following NLT Request has been Submitted

Employee Id: %2(Employee Id) - %8(Name)
Department: %3(Department Name)
Job Title: %4(Job Title)
Pay Period Start Date: %5(Pay Period Start Date)
Pay Period End Date: %6(Pay Period End Date)
Status: %7(Status)
Comments: %9(Comment)

Approved - Employee

Subject:

This NLT No Leave Taken Request has been Approved

Body:

The following NLT Request has been Approved

Employee Id: %2(Employee Id) - %8(Name)
Department: %3(Department Name)
Job Title: %4(Job Title)
Pay Period Start Date: %5(Pay Period Start Date)
Pay Period End Date: %6(Pay Period End Date)
Status: %7(Status)
Comments: %9(Comment)

Denied - Employee

Subject:

NLT No Leave Taken Issue

Body:

An issue has been identified with your NLT submission. Please see the comment below for more details.

Employee Id: %2(Employee Id) - %8(Name)
Department: %3(Department Name)
Job Title: %4(Job Title)
Pay Period Start Date: %5(Pay Period Start Date)
Pay Period End Date: %6(Pay Period End Date)
Status: %7(Status)
Comments: %9(Comment)

Canceled - Employee

Subject:

NLT No Leave Taken Cancelled

Body:

The following NLT Request has been Cancelled

Employee Id: %2(Employee Id) - %8(Name)
Department: %3(Department Name)
Job Title: %4(Job Title)
Pay Period Start Date: %5(Pay Period Start Date)
Pay Period End Date: %6(Pay Period End Date)
Status: %7(Status)
Comments: %9(Comment)

Error - Employee

Subject:

An error occurred while processing this request

Body:

An error occurred while processing this request

Employee Id: %2(Employee Id) - %8(Name)
Department: %3(Department Name)
Job Title: %4(Job Title)
Pay Period Start Date: %5(Pay Period Start Date)
Pay Period End Date: %6(Pay Period End Date)
Status: %7(Status)
Comments: %9(Comment)

What are some of the standard email templates for Delegation?

Delegation Request

Subject:

A delegation request from %2(Delegator Name) has been submitted for review and acceptance

Body:

%2(Delegator Name) or an administrator on behalf of %2(Delegator Name) has submitted a delegation request to you.

Transaction(s): %4(Transaction Name)
From: %5(From Date)
To: %6(To Date)

Please log in to your HR system to view this transaction.

Delegation Accepted

Subject:

%3(Proxy name) has approved a delegation request that you submitted

Body:

%3(Proxy name) has approved a delegation request that you submitted.

Transaction(s): %4(Transaction Name)
From: %5(From Date)
To: %6(To Date)

View Delegation of Authority:
Please log in to your HR system to view this transaction.

Delegation Error

Subject:

An delegation request from %2(Delegator Name) created for %3(Proxy Name) has encountered an error

Body:

An delegation request submitted by %2(Delegator Name) for %3(Proxy Name) has encountered an error.

Transaction(s): %4(Transaction Name)
From: %5(From Date)
To: %6(To Date)

Please log in to your HR system to view this transaction.

Delegation Rejected

Subject:

%3(Proxy name) has rejected a delegation request that you submitted.

Body:

%3(Proxy name) has rejected a delegation request that you submitted. Here are the details:

Request Status: Rejected
Transaction(s): %4(Transaction Name)
From: %5(From Date)
To: %6(To Date)

Please log in to your HR system to view this transaction.

Revoke Delegation

Subject:

A delegation request assigned to %3(Proxy Name) has been revoked.

Body:

%2(Delegator Name) or an administrator on behalf of %2(Delegator Name) has revoked a delegation request that was assigned to you.

Transaction(s): %4(Transaction Name)
From: %5(From Date)
To: %6(To Date)

If you have questions, please contact %2(Delegator Name) at %9(Delegator Email)

Please log in to your HR system to view this transaction.

Administrator Requests Delegation on Behalf

Subject:

A delegation request from %2(Delegator Name) has been submitted for review and acceptance

Body:

The administrator, on behalf of %2(Delegator Name), has submitted a delegation request to you. Here are the details:
Transaction(s): %4(Transaction Name)
From: %5(From Date)
To: %6(To Date)
System to notify %2(Delegator Name) of each request: %8(Notify Delegator)

Please log in to your HR system to view this transaction.

Administrator revokes Delegation

Subject:

A delegation request from %2(Delegator Name), assigned to %3(Proxy Name), has been revoked

Body:

The administrator, on behalf of %2(Delegator Name), has revoked a delegation request that was assigned to %3(Proxy Name). Here are the details:
Transaction: %4(Transaction Name)
From: %5(From Date)
To: %6(To Date)
System to notify %2(Delegator Name) of each request: %8(Notify Delegator)

Please log in to your HR system to view this transaction.

Delegation Notify Administrator

Subject:

%3(Proxy Name) is inactive for an accepted delegation request

Body:

The system has identified that %3(Proxy Name) is inactive for at least one day for a delegation request that has been accepted. Here are the details:
Request Status: Accepted
Delegation Status: %7(Delegation Status)
Transaction: %4(Transaction Name)
From: %5(From Date)
To: %6(To Date)
System to notify %2(Delegator Name) of each request: %8(Notify Delegator)

Please review the status of the delegation request and revoke the request. You can enter a new request for another proxy if you wish.

Please log in to your HR system to view this transaction.

NLT (No Leave Taken)

How can we view if there are no absence entries entered for employees who are eligible for absence reporting?

Campuses can use the NLT activity report (No Leave Taken Report) to show that activity. We suggest exporting the results to excel and sorting from there to find the populations.

How do we monitor and remain compliant with NLT per policy?

Monitoring should be done using the reports provided as part of baseline. Additional questions regarding compliance should be directed to SWHR or CHRS Operations.

Who shows up on the CSU EE TL NLT Manager Entry?

Employees who are enrolled in absence management require NLT. Those employees who the approver can approve (based on approval configuration) will show up on the page.

CHRS Knowledge Base

Configuration:

Delegation

General:

Email Notifications:

NLT (No Leave Taken)

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