This document is to provide campus users with a list of frequently asked questions regarding Absence Management (AM).
Configuration:
Implementing campuses have an array of tasks to complete. Campuses should refer to the AM Setup Checklist for Implementing Campuses for details.
Production campuses have an array of tasks to complete. Campuses should refer to the AM Yearly Checklist for details.
Yes, users will need the appropriate security roles along with being included in the Global Payroll User Profile setup.
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
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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)
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Description:
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The description section should include the following:
Database Name (Example: HACHRSIT)
User Empl ID and Name
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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
A proxy is the person, an approver has selected to approve on their behalf
An "Inactive" Delegation Status means that the request has not previously been approved and is not currently an active delegation
An "Active" Delegation Status means that the request has been approved and is currently an active delegation.
The Delegation Status will only be active if the request status is Accepted, and it is within the delegation “From” and “To” dates.
General:
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.
If the absence falls before the go-live date, it should be entered as an adjustment.
When entering an adjustment, campuses should refer to the Adjust Absence Job Aid.
Yes, as long as the calendar has not yet been finalized.
Employees in multiple jobs will be able to select each job for AM reporting.
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:
Yes
Yes
Yes, notifications will only be triggered for absence entries, not timesheet entries.
Yes
No. The email notifications are standardized.
Yes.
Yes, through a Change Control.
Those that have the role CHR_AM_NLT_Administrator will receive an email communication.
Email Templates:
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.
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.
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.
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.
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.
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.
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)
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)
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)
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)
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)
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.
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.
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.
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.
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.
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.
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.
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)
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.
Monitoring should be done using the reports provided as part of baseline. Additional questions regarding compliance should be directed to SWHR or CHRS Operations.
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.
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